Android Based GPS Attendance Application for Kolej Universiti Islam Perlis (KUIPs) Staff
Izwan Nurli Mat Bistaman1*, Nor Izham Subri1, Mohd Zaki Shahabuddin1, Syarifah Fairuz Syed Radzuan1, Badrul Hisyam Abd Rahman1
1 Faculty of Business and Science Management, Islamic University College of Perlis, Kuala Perlis, Malaysia
*Corresponding Author: [email protected] Accepted: 15 August 2022 | Published: 1 September 2022
DOI:https://doi.org/10.55057/ijarti.2022.4.3.1
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Abstract: In the era of globalization especially in the 21st century, information and communication technology is moving fast where various applications are developed for the convenience of users. The development of Human Resource android apps for Staff Attendance in Higher Learning Institution is developed for the human resource (HR) department. This information system is very necessary to meet the challenges of rapid technological change compared to conventional technology and will increase the effectiveness. This paper proposed how to design and build an android application that will be utilized to support the Human Resource department. Besides, to ensure the information accuracy and consistency in managing human resource and provide sufficient reports as required. The GPS module is used to track the user’s position and send it to the smartphone. Since the pandemic Covid-19 spread all over the country, most of the staff in KUIPs working from home. This system application is also very useful to universities that have several campuses where each lecturer will use the GPS system as proof of attendance to class. By using this android application Attendance System, users can use this application using their smartphone or any gadget anywhere and anytime. The System Development Life Cycle (SDLC) method is used for software project development. It consists of a proper plan that describes how to build, maintain, replace and modify or improve other software. The research was conducted in Kolej Universiti Islam Perlis (KUIPs) for Human Resource department to facilitate the management of human resources and staff in managing the affairs of employees.
Keywords: Android, Graphical Positioning System (GPS), HR Information System
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1. Introduction
The development of Android based Graphical Positioning System (GPS) Attendance Application for Kolej Universiti Islam Perlis (KUIPs) staff is for the purpose for human resource (HR) department in a Higher Education Institution. This application is developed to facilitate the management of human resource and staff in managing the affairs of employees, especially in a higher education institution or any departments. This article presents an overview of the Human Resources Information Systems (HRIS) and its relevance in the current organizational context. The advantages of HRIS are the applications that can be readily used and the significant challenges involved in its implementation and succeeding stages.
information, and the implementation must be done efficiently to ensure the data integrity and effectiveness of an organization. (Brewster et al., 2016). Human Resources department responsible for managing resources related to employees. The HR department does not emphasize on the measurement method of the HR system in detail, even the previous system still does not focus on the important elements required. An information system is a combination of several elements such as a combination of expert manpower, hardware and software, communication network system, data sources collected, modified and regular dissemination of information in the organization. (Ladjamuddin et al., 2010) . The objective of this research is to develop Android based GPS Attendance Application system. Besides, to ensure the information accuracy and consistency in managing human resource and provide sufficient reports as required. The responsibility of HR that provides opportunities for employees to participate in decision-making will increase trust in management. When the system is provided by HR, employees’ trust in management and commitment toward organizational goals increase (Lee et al., 2016).
This paper describes how to design and build a web-based app to utilize the Human Resource department. Since the pandemic Covid-19 spread to all over the country, most of staff in KUIPs working from home. By using Android based GPS Attendance Application system, users can use this application using their device such as mobile phone or tablet at anywhere and anytime.
2. Literature Review
Electronic Human resource is meaning the methodology of human resource management that is able to reduce the operational costs and increase the organizational productivity towards sustainabilities of the organizations (Al-Saidi& Ala'a, 2020). the activities of e-human resource management including e-recruitment, e-compensation, e-training, and electronic performance appraisal. These activities will be a huge impact and it's very important in terms of incurred cost efficiency and will increase the productivity of the organization's staff (Nurshabrina &
Adrianti, 2020). HRIS is management as strategic decision making that comprises multi- functional human resources that begin with the HR planning to performance management. This system is able to assist the managers in effectively storing large amounts of employee data.
However, HR functions are still can accept and relevant, HRIS always affected by other elements that brought to the issues of employee privacy breaches and misuse of information (beriev, 2018).
The utilization of HRIS has several benefits that can give advantages for HR in order to manage the work and to support staff in the context of responsibilities of work by using the hardware and software (Nuryanto et al., 2013). The new technology arises in the digital era that becomes the need to substitute the conventional attendance record with the technological record which is more effective where the system is connected to a database to store all information and attendance record that can easily manage by HR or system administrator (Fatah, 2021).
The smartphone is one of the mobile gadgets that have an operating system and is able to run various applications (Arman, 2021). Android Operating system grows parallel with other mobile operating systems (Hadi & Dwijananti, 2015). With the evolvement of mobile device technology, smartphones can lead the mobile devices and potentially change the way of learning and keeping the necessity of information.
Currently, HR department still practise manuals and record keeping with the use of paper and filing for managing the resources related to employees. There are some constraints of using a manual system such as file losing, data redundancy and difficult to manage. Attendance information for each employee are stored in files manually and difficult to retrieve when needed. To solve these problem, Android based GPS Attendance Application system needed to developed to ensure that the information accuracy and consistency. The review of the HR system research focuses on the several HR systems that are currently being used and the important method that consist of the high-performance system, and the differentiate of ways of implementation, the choosing method that can help the organization achieve its goals. besides, the argument of the effect on the systems differs from the output which is not sufficiently clear (Boon et al.,2019).
The introduction of an Android-based GPS Attendance system solution can support the human resources management to provide a human-automation effect giving the ability to get rid of routine activities and focus on the routine activities; totally controls activities and behaviour (Beriev I. R, 2018). Furthermore, HR department able to produce sufficient reports as per management requirements. Besides, HR department can utilize the Staff Attendance and Leave Module efficiently.
3. Methodology
The research was conducted in Kolej Universiti Islam Perlis (KUIPs) for HR department to facilitate the management of human resource and staff in managing the affairs of employees, especially in a higher education institution. This system is developed using System Development Life Cycle (SDLC) method. SDLC is the process used for software project development that consists of a precise plan describing how to build, maintain, replace and modify or enhance certain software. Lifecycle determines methods to improve software quality and overall development process. This development method itself also consists of several stages, such as: analysis of needs (analysis), design (design), development (development), testing (testing), and the final stage of implementation (implementation) (Kristanto et al., 2018).
SDLC consists of several different stages of planning, design, building, testing and usage.
Popular SDLC model include waterfall models, spiral models and agile models. In this project the waterfall model has been chosen as a way for the development of application system. This research was carried out with the system development method of various data collection and analysis of the need for developing web-based apps that is using the Waterfall development method as in the following figure:
Figure 1: SDLC Waterfall Model
The waterfall model has been chosen from the System Development Life Cycle (SDLC) because of the suitable method in terms of system software development with the sequence starting with the environmental analysis, application design, application code, code in the testing application, and the maintenance system to ensure the system running well. Software modeling is a way to explaining software design and can helps designer to detect problem earlier (Halani, 2022).
3.1 Research Stage a) Requirements Analysis
At this stage, programmer will analyse the system requirements, create concept of system and searching information about the system to be built.
b) Design
Define what is needed for Android-based GPS Attendance system. Create a display application interface, flow of the application system design including use case diagram, interface design and database.
c) Development
This stage is the process of analysing what device requirements to support for system development including software requirements and hardware requirements.
d) Testing
System will be tested for ability to run properly, the weaknesses of the system can be detected at this stage and it will be made improvements so that the web application system will fulfil as needed.
e) Maintenance
System maintenance will be made regularly and to prevent system from damage.
3.2 Flow Chart of Research Activities
Flow Chart system shows that how data flows in a system and how decisions are made to control events. The flow charts are simple diagrams that map out a process or activity till the end of process. The diagram below shows a flow chart for staff and admins.
Figure 2: Admin Flow Chart
Figure 3: Staff Flow Chart
3.3 Use Case Diagram
Use case diagram for Android-based GPS Attendance system shows that the function of the system from beginning to the end of the process. Use case consists of actors, use cases and their relationship. The diagram is used to model the system of an application.
Figure 4: Use Case Diagram
3.4 System Description a) Admin Login
Log in to enter as a web admin. Enter user Id and password. Main menu options interface will be display. Click GPS Attendance to set clock in and clock out.
Figure 5: Admin Login page
Figure 6: Main Menu Option
Figure 7: Admin View Dashboard
Figure 8: Admin View – Monitor all staff attendance
Admin can search every staff’s attendance list by month and year, export staff’s attendance via excel for references, check staff’s attendance details (i.e : trace geo-location) and check staff’s
“working hour” per day. Figure 8 shows that the Admin View where they able to check leave application status for all staff. Admin also be able to generate report for each department separately.
b) Staff Login
Log in to enter as a staff. Enter user Id and password.
Figure 9: Login Staff
Staff page will be displayed. There are several menu options available.
Figure 10: Main Page
For GPS Attendance, staff must use a mobile phone to access this page. The display below shows the interface from the mobile phone.
Figure 11: GPS Attendance
Before use the GPS Attendance, they need to activate GPS on the phone to record clock in and clock out as shown below. Staff can touch on screen and message “Your Attendance record has been saved successfully, Thank You” will appear on the screen.
Figure 12: GPS Attendance Interface
After touch in at device, staff can view their attendance record. This page provides the date, time for touch in and touch out, total hours since touch in and out. The total hours in a week also can view so that they will arrange their time in everyday works.
Figure 13: Attendance Records
4. Advantages and Commercialization
HR web-based application is developed to facilitate the management of human resource and staff in managing the affairs of employees, especially in a higher education institution. Case studies conducted at Kolej Universiti Islam Perlis (KUIPs) for HR department. The development of Android-based GPS Attendance system is very beneficial to staff where they
can access this system anywhere and anytime using a computer or mobile phone. To record the staff attendance every day, GPS Attendance module allowed staff to access using a mobile phone to record staff attendance on weekdays by activating GPS on the phone to record clock in and clock out on a daily basis.
This GPS Attendance Module is very beneficial to staff when the country is facing a covid-19 crisis, where most staff are directed to work from home. With this HR system, it will make it easier for the admin to monitor staff attendance records more efficiently. This application is developed to facilitate the management of human resource and staff for GPS Attendance and Leave Module in managing the affairs of employees, especially in a higher education institution or any agencies whether government or private sector.
5. Conclusion
This study explores the conversion of the delay time for employee attendance in the Kolej University Islam Perlis staff, from the conventional system to the technological system by using an Android-based GPS Attendance system. Since most of the staff using smartphones as a personal gadget for their communication devices, it can be a linking process between a group of administrative and all staff, where the utilization of the HR department can benefit from data shared with other departments and the effect of record system to avoid the data redundancy.
This system can support HR to manage the information system more efficient and transparent.
The most important objectives of this system are to change the use of conventional attendance system to more supportive system that can give some benefit to all staff, to avoid the occurrence of data redundancy and to ensure data can be recorded perfectly and easily to retrieve.
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