DIGITIZATION
PROJECT
PROPOSAL
Linda Njau.
APPROACH
➢ Taking a system managing 5000 employees digital is no small feat.
➢ Despite the allure of having a monolithic system where everything is
lumped together, I've chosen to keep the code separate and
modular.
➢ This not only makes things easier to maintain but also eases the
employees’ learning curve, makes development smoother, and
ensures scalability.
➢ The main system, which houses guard data, interacts with other
features through a set of APIs.
OBJECTIVES.
➢ Efficiency.
Managing paper records for a workforce of over 5000 guards poses logistical challenges. This
system aims to simplify processes, ensuring ease and reliability in record-keeping.
➢ Scalability.
As the company undergoes continuous growth and expansion, the goal is to enhance the
existing system's capacity for seamless expansion.
➢ Accessibility.
Ensure that relevant stakeholders can easily access and comprehend the information they
need, fostering a more transparent operational environment. This contributes to informed
decision-making and collaboration across different levels of the organization.
THE MAIN SYSTEM.
The main system will be the backbone on which all the other features rely on. It will feature:
1. A relational database.
➢ The core system, serving as the foundation for all other features, will include a relational database.
➢ This database will record essential details for each guard, utilizing a unique identifier for efficient
retrieval of information when needed.
2. An Admin Dashboard.
➢ This will serve as a user-friendly control panel for authorized personnel such as the HR &
supervisors.
➢ This dashboard will provide controlled access to pertinent data on guards, facilitating efficient
management and oversight.
3. Integration Framework.
➢ It will feature an integration framework that allows seamless connection.
➢ The system will utilize APIs for smooth integration which will ensure seamless data flow between
different functionalities.
UNIFORM & ASSET ISSUANCE.
➢ This functionality will be separated and modular from the main system
➢ It will feature APIs for the uniform and asset issuance module.
➢ A user interfaces specific to uniform and asset issuance, will include forms for inputting issuance
details and views for tracking inventory.
➢ It will Implement an integration framework that will facilitate smooth connection with the main
system.
➢ Utilizing dependency injection will ensure data consistency between the separate feature and the
main database.
TIME & ATTENDANCE TRACKING.
Depending on the company’s needs, I suggest one of this approaches
USSD Approach.
➢ This approach factors in that some guards might not have access to smartphones or have the tech
savviness to operate an application.
➢ This will feature a user-friendly USSD interface that will allow guards to check in and out by dialing
a short code on their mobile phones.
➢ Guards will input relevant information (e.g., guard ID or location) via USSD prompts.
➢ Integrating the USSD data with the main system's relational database will enable centralized
tracking and reporting.
Simple Mobile App Approach.
➢ This approach prioritizes getting real time location when the guards check in and out, that the
USSD approach cannot provide.
➢ This will feature a dedicated smartphone app for guards, allowing them to easily check in and out
by tapping a button on their devices ensuring ease of use.
➢ With this approach, we can utilize the app to capture additional data like GPS location for
enhanced accuracy.
LEAVE MANAGEMENT.
➢ If a mobile app is utilized for time tracking, integrating leave management functionality within the
app would be efficient.
➢ Guards will conveniently submit leave requests, view leave balances, and receive real-time status
updates via the mobile app.
➢ An Admin dashboard will provide controlled access for HR and supervisors to oversee and manage
leave requests
➢ With both approaches in place (self & Admin), it will offer the guards flexibility and accessibility to
choose what works best for them when requesting for leave.
CONCLUSION
This integrated workforce management system will digitize and
streamline operations, combining time tracking, leave
management, and uniform issuance for optimal efficiency and
oversight.
THANK YOU.
