Discuss about the Biometric System at Blackadder Recruitment.
About the organization
Blackadder Recruitment is a Sydney based recruitment firm. They are known in the industry for providing best manpower services across industries. At this point of time, the organization is using the old register method to record the attendance of the employees. With increasing number of employees, this is becoming a difficult task for the HR as well as the payroll department to record the in-time, out-time, leaves and half-day work of the employees. Due to this, the HR team at Blackadder recruitment has proposed to implement automated system (Blackadder Recruitment 2018).
Plan and implement administrative systems
About the administrative system
Blackadder recruitment would be implementing biometric system to record the attendance. The biometric system would be directly linked to the payroll software. This will help the HR department to track the attendance of employees efficiently and also the salaries can be processed accordingly.
Need of this system
Initially, the team size of the organization was just 12 employees and hence, the HR department was easily able to manage the attendance, in-time and out-time of all the employees, but now, the team size has increased to 60 and it is expected to increase more with acquisition of new clients. To have a proper system in place, the organization should implement biometric system. The employees will swipe their finger as and when they walk-in or walk-out and hence, attendance tracking would become easy and at the same time, the employees cannot cheat. The system can accommodate up to 3000 employees and hence, the organization can implement this once and it. The cost of the system is $5000 to $7000 and this is a one-time investment. The maintenance can be easily taken care by the existing IT department in the organization (Oh 2013).
Blackadder recruitment can consider the below two organizations for the implementation of biometric system.
- PeopleKey – They are known in the industry for solutions that they provide with regards to time and attendance. They provide wide range of services and hence, in the near future, Blackadder recruitment can also expand the services with them (PeopleKey 2018).
- Biometix – This organization has been in the industry since 1998. They have proven their capability with big companies with huge manpower. Apart from finger recognition, they also provide options like face recognition so that the genuineness of data is not compromised at any cost (Biometix 2018).
PeopleKey and Biometix have shared their quotation with the HR department at Blackadder recruitment. The organization will have to make a sound decision based on their requirement.
Product – Finger recognition
Product – Face recognition
Upgrade (as and when new feature comes up)
Training to employees
After much thought and consideration, the organization decided to proceed with PeopleKey and few of the reasons are discussed below.
- The cost of Biometix is more than that of PoepleKey, considering the fact that they would be charging a fee for upgrading the product and training the employee.
- Blackadder recruitment may look for facial recognition feature at a later point of time, which is currently not provided by PeopleKey, but they would be soon introducing the feature and they would include it in the biometric with a fees of $1000, against $2500 demanded by Biometix
- In the near future, the organization may plan to automate the complete payroll and these services are provided by PeopleKey. The complete process can be easily integrated with biometric.
- Finally, the team at PeopleKey would be handholding the IT department through the implementation process and at the same time, they will also train the employees (Mallya 2014).
It is merely impossible for the HR department to implement the system all alone. All the team leads and managers would be called for the implementation and they would be communicated about the problems that the HR department is facing due to the register method which is currently used to record attendance. The employees are forging their in-time and out-time and also their leave record. The team leads and managers will accept to the fact that this is creating an impact on their productivity as well (McGorry 2015).
All the team leads will communicate to their respective team about the implementation of new biometric system and also the advantages of the same. In the meantime, a team from PeopleKey would meet up with the employees to understand their queries and sort it. There are possibilities that the system may be down sometimes and may not record the attendance so in such situations, this can be rectified by the HR team so this training was also provided to them. The HR department communicated to employees about the problem with the old system and the benefits that they would reap by implementation of this. The organization will be paying overtime bonus to employees as an incentive and this motivated the employees to accept the change with open arms (King 2015).
An implementation plan would ensure that the system is implemented successfully and it is as follows: -
- Communication to managers and team leads about the implementation of the system
- Team leads sharing this information with the employees
- Formal introduction of the system, by the HR head, to the employees
- IT professional would be trained to maintain the system and also solve technical glitches
- The HR department would be trained to do regularization from the backend
- PeopleKey team would train the employees on the usage of the system (Ketelhohn 2015).
Procedure for usage of the system
All the employees in the organization will have to follow the below procedure for usage of the system.
- Every employee will have to register their finger in the biometric system. For doing the same, they need get in touch with the IT department.
- Once done, every employee will use this for recording their attendance. Every time they walk-in or walk-out, they need to swipe their fingers.
- Employee needs to check their attendance data on the company’s portal on weekly basis. If they swipe is not recorded due to system error or missed swipe then they need to drop an email to their manager, seek approval and share the same with the HR department. Accordingly, the data would be rectified by the HR team from the backend.
Communication to employees
All the employees in the organization should be involved in implementation process and hence, the below communication would be shared with the employees.
We are growing and its proud feeling for each of us. With growth, the organization’s dependence on technology grows. To fulfill our requirement, we are implementing a biometric system for the purpose of recording the attendance. For the same, you need to meet up with the IT department to register your fingerprint. Once your fingerprint is registered, you just need to swipe your finger in the biometric system rather than that of being dependent on the old register method (Javalgi 2013).
Training and support to staff
All the employees in the organization will be trained by the PeopleKey officials on how to use the system, the advantages and also the benefits that other similar organizations have found with the usage of this biometric. The IT employees in the organization will be hand holded for the first 2 months while they do the registration, this will make them feel confident. Similarly, the HR department will also be trained to make modifications from the backend. If there are any technical glitches, the IT or HR department can raise a service request on the portal and the same would be addressed by the concerned person in maximum of 48 working hours (Huggins 2015).
Risk with implementation of biometric system and also the risk management plan
Risks associated with implementation of this biometric system and also the risk management plans are as follows.
Risk management plan
Demotivation among employees as they may feel that the management doesn’t trust them
There are possibilities that the system may not work due to technical glitches or power concern
Monitoring the new administrative system
Criteria to monitor performance
The criteria to monitor the performance of the system are as follows: -
- Time and efforts put in by the HR and payroll department to process employee salary
- The employees’ work timings
- The overtime bonus earned by the employees
To ensure that the system is safe, the registration rights would be present with the IT department alone. Similarly, the right to rectify in-time and out-time in the system would lie with the HR alone. These credentials will not be shared with anyone else.
Changing needs of the business
Blackadder recruitment is growing continuously and hence, the organization would be soon implementing payroll software. At that point of time, the attendance software would be synced with the payroll software. The attendance will directly move to the payroll system so that the manual work can be reduced to a great extent.
The biometric system is already synced to the existing intranet and it is capable enough to hold the attendance record of 3 years. To be on the safer side, the attendance of all employees would be recorded in the file on monthly basis (Hemphill 2013).
Monitoring report and the change in business
With the implementation of biometric system, the below aspects of business has improved.
- Employee satisfaction due to overtime pay
- Delay in salary is stopped as the HR department retrieves the readily available data.
- The employees’ attendance has improved as absence would lead to salary deduction
The changing business needs which needs to be addressed by the management are as follows: -
- Implementation of facial recognition
- Implementation of payroll software
- Allowing the employees to regularize attendance rather than being dependent on the HR
- Merging the biometric with leave management system
To start with, the management should allow the employees to regularize their attendance (Herciu 2013).
Communication of change in system
The communication that would be shared with the employees is as follows: -
The employees can regularize their attendance rather than sharing an email request to the manager and then the HR. Please visit the company’s portal, login and click on regularize option. Over here, you will see your existing time and you can enter the new time. Once done, click on submit. This would go to your manager for approval. Once approved, the revised time would be visible on your portal (Hunseok 2013).
Mode of training
The HR department will give face-to-face training to all employees so that they can understand the regularization process. After that, a video would be recorded and this video would be shared with all the employees so that they can view it, as and when required.
The implementation of biometric system at Blackadder recruitment will help the employees to view their actual attendance at all point of time. The payroll department can also easily complete the payroll without any errors.
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