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Developing an Employee Activity Monitoring System for SIMSR Library

Developing an Employee Activity Monitoring System for SIMSR Library

Industrial Engineering Project Submitted by Name
Rintu George Abraham Kopal Agrawal Tara Redkar Vivek Patel

Course and Roll No
PGDM – 001 PGDM - 003 MMS - 039 MMS - 035

Under the guidance of Prof. Pramod Shetty

KJ Somaiya Institute of Management Studies and Research, Mumbai December, 2013 Industrial Engineering Project Page 1

CIRCULATION Fine Collection Circulation Of Books MAINTENANCE Informing New Arrival To Students And Faculty Training Schedule Sending Reminder Letters Renewal Of Students Course-wise Books Distribution Of Book Bank Updating CD Register Shelf Rectification Checking Student Demand Slip Taking Torn Books For Binding Shelving Books On Racks Writing Book Card. Every employee has his designated responsibilities to fulfil for the smooth execution of library processes. The major library processes followed in the library by the employees are classified as follows: ACTIVITIES Request From Faculty. Staff & Students Quotation Purchase Order Classification On Approval Selection Reminder For Non-Avail Data Entry Approval From Library Committee Price Verification Verification For Availability PROCESSING Bill Entry In Bill Register Bill Approval From Registrar Book Card Writing Barcode Label Print & Paste Putting Book Accession No. Journals Students & Faculty Overdue Report Books Circulation Report Industrial Engineering Project Page 2 PROCESSES PURCHASING .Developing an Employee Activity Monitoring System for SIMSR Library Introduction: SIMSR Library is operated by seven employees under the care of Librarian Mr. Rajesh Memane. Pasting Barcode Open & Close Library Newspaper Entry And Arrangement Of Shelf Maintaining Silence In Library Stock Checking REPORTS Print Accession Register Budget Spend Report Of Books And Journals List Of Books.

Staff & Students Quotation Purchase Order PURCHASING Classification PROCESSING Bill Entry In Bill Register Informing New Arrival To Students And MAINTENANCE Faculty Training Schedule Stock Checking Print Accession Register Budget Spend Report Of Books And Journals REPORTS List Of Books.5 DAY 3 MINUTES 1 DAY 1 DAY 1 MIN/BOOK 1 MIN/FINE 4 HOURS 4 DAYS Industrial Engineering Project Page 3 .B. Chavan ACTIVITIES On Approval Selection Data Entry Reminder For Non-Avail Bill Approval From Registrar Circulation Of Books Fine Collection Shelf Rectification Stock Checking FREQUENCY Once In A Week Daily Twice A Week Twice A Week Daily Daily Once In A Week Once A Year TIME 0.Developing an Employee Activity Monitoring System for SIMSR Library The issue to be addressed in the library by us was to create a basic monitoring system to track the work done by each employee in library so as to facilitate their performance measuring process.5 HRS 1 DAY 1 DAY 2 MINS 5 MINS 1 DAY 3 HOURS 4 DAYS 2 HOURS 3 HOURS 3 HOURS PROCESSES MAINTENANCE REPORTS SUPERINTENDENT: N. Sable ACTIVITIES Sending Reminder Letters Renewal Of Students Coursewise Books Distribution Of Book Bank Updating CD Register Stock Checking Students & Faculty Overdue Report FREQUENCY Once A Month Once A Year 3 Times A Year Once A Week Once A Year Once A Month TIME 1 DAY 2 DAYS 0.S. The responsibilities of each of these employees in the above mentioned processes. Journals FREQUENCY Daily Twice A Week Twice A Week Twice A Week Daily Once A Month Twice A Month Once A Year Once A Week Once A Month Once A Month TIME . along with the time required to execute them are marked as under: LIBRARIAN: Rajesh Memane PROCESSES ACTIVITIES Request From Faculty.5 DAY 2 HOURS 4 DAYS 1 DAY PROCESSES PURCHASING PROCESSING CIRCULATION MAINTENANCE HEAD CLERK: S.

Study & Analysis Done: For the purpose of setting an activity monitoring system.N. the librarian needed a basic system which can be used to track every employee’s activities and ensure that all activities are being done by the assigned employees within projected timelines.5 HOURS . Industrial Engineering Project Page 4 .2 MIN/LABEL 0. Twice A Week Barcode Label Print & Paste Daily Daily MAINTENANCE Open & Close Library Newspaper Entry And Arrangement Of Shelf Daily Maintaining Silence In Library Daily Stock Checking Once A Year TIME 1.2 MIN/BOOK 1.5 HOUR 4 DAYS Problem Statement: As informed by the librarian to us. we first evaluated the work done to be done by the employees every day against the time available for them to carry out those activities in each of the library processes.N. Hence. This poses a hindrance for him to measure the productivity of the employees and evaluate their performance at work. Tiwari ACTIVITIES Book Card Writing Checking Student Demand Slip Shelving Books On Racks Writing Book Card.2 MIN/BOOK 1 DAY 1 HOUR 3 HOURS 4 DAYS 1 HOUR ATTENDANTS: Jagbir Walmiki and Budhram PROCESSES ACTIVITIES FREQUENCY PROCESSING Putting Book Accession No.2 MIN/BOOK 10 MIN 1 HOUR 3 HOURS 2 DAYS 4 DAYS CLERK 2: S. Pasting Barcode Taking Torn Books For Binding Stock Checking PROCESSES PROCESSING MAINTENANCE FREQUENCY Daily Daily Daily Daily Once In Qtr Once A Year TIME 1.Developing an Employee Activity Monitoring System for SIMSR Library CLERK 1: B. Pasting Barcode Stock Checking REPORTS Books Circulation Report FREQUENCY As Per Request As Per Request Twice A Week Daily Daily Once A Year Once A Month TIME 3 MINS/BOOK 1. Shukla PROCESSES ACTIVITIES Price Verification PURCHASING Verification For Availability Approval From Library Committee MAINTENANCE Shelving Books On Racks Writing Book Card. presently there exists no system to track the activities done by the employees in library and hence it is difficult for him to estimate if a certain employee has performed his/her assigned responsibility or not and has he/she done it within the stipulated time or not.5 HOURS 0.

10 Mins For Late/Early Tea. 10 Mins Early Dept.75 44.25 37.62 192.5 149.5 37.2 50 12 TOTAL TIME/MONTH (in hrs) 11. we found out the time required by the activities done by the employees in various processes: TOTAL TIME/DAY (in hrs) 0.25 HOURS Now. 5 Mins Early Lunch.15 6.05 0.5 40 40 Total Hours Available/Mont h 137.75 Effectiv e hours on Sunday 6.57 46.54 11.25 37. 30 Mins Lunch.25 6.22 ACTIVITIES Request From Faculty.Developing an Employee Activity Monitoring System for SIMSR Library The library operates in two shifts with the following work timings: LIBRARY TIMINGS First Shift: Second Shift: Mon-Sat Sunday Lunch Time 8:30 AM-4:10 PM 2:20 PM-10:00 PM 10:00 AM-5:00 PM 1:30 PM-2:00 PM Therefore.8 149.2 8.4 40.55 115.5 40.02 0.4 37.2 MIN/BOOK 5 MINS/BILL 1.5 5 0.02 Industrial Engineering Project Page 5 .25 6.75 6.5 137.05 0.5 37. Staff & Students Data Entry Price Verification Verification For Availability Bill Entry In Bill Register Book Card Writing RESPONSIBILITY Librarian Head Clerk & Clerk 2 Clerk 2 Clerk 2 Librarian Clerk 1 FREQUENCY DAILY DAILY AS PER REQUEST AS PER REQUEST DAILY DAILY TIME .5 37.25 6.15 6.2 MIN/BOOK TIME (in hrs) 0.0833 0.5 HRS 3 MINS/BOOK 3 MINS/BOOK 1.25 6.33 2 TOTAL TIME/WEE K (in hrs) 3 30 3 1.5 2nd/4th WEEK 37.8 161 161 1034.5 137. on the basis of individual employee working hours we calculated the effective working hours available for them to work as described in the below table: STAFF WORK TIMINGS Effective hours/Day * 6. 15 Mins Tea 460-85=375 MINS=6.55 4.25 6.5 0. 5mins Late Lunch.25 EFFECTIVE HOURS AVAILABLE Staff Member Librarian Head Clerk Work Timings (MON-SAT) 10:00 AM-5:40 PM 10:00 AM-5:40 PM 10:00 AM-5:40 PM 2:20 PM-10:00 PM 1:20 PM-9:00 PM 1:50 PM-10:00 PM 8:30 AM-4:40 PM Working Hours 7 HRS 40 MIN 7 HRS 40 MIN 7 HRS 40 MIN 7 HRS 40 MIN 7 HRS 40 MIN 8 HRS 10 MIN 8 HRS 10 MIN Work Timings SUNDAY OFF OFF OFF 10:00 AM-5:30 PM 10:00 AM-5:30 PM 9:50 AM-5:30 PM 9:50 AM-5:30 PM Working Hours 7 HRS 30 MIN 7 HRS 30 MIN 7 HRS 40 MIN 7 HRS 40 MIN 1st/3rd WEEK 31.25 31.5 0.25 6.1 Superintendent Clerk 1 Clerk 2 Attendant 1 Attendant 2 Total Working Hours Available/Day Total Working Hours Available/Month *The effective hours available was estimated in the above table for every employee is done taking certain allowances as described below: Effective Hours Available/Day Calculation: Allowances: 10 Mins Late Arrival.5 31.

25 On Approval Selection Updating Cd Register Shelf Rectification Print Accession Register Head Clerk Superitendant Head Clerk Librarian ONCE A WEEK ONCE A WEEK ONCE A WEEK ONCE A WEEK 0.67 52 52 52 16 75.5 0.67 13 8 16 8 11.12 Total Time Required for Weekly Activities TWICE A MONTH 45 949.5 12 1 10 1 6 18 3 3 3 46.22 3.5 1 DAY 6.5 0.5 1 DAY 3 3 HOURS 3 3 HOURS Industrial Engineering Project Page 6 .0 13.11 69.5 Quotation Purchase Order Classification Reminder For NonAvail Approval From Library Comm Bill Approval From Registrar Putting Book Accession No.33 11.51 3.1667 1 3 0.55 11.5 0.5 1 DAY 2 1.5 DAY 2 2 HOURS 4 4 HOURS 2 2 HOURS 2 4 2 3.17 1 3 0.5 1 DAY 3.0 13.5 1 DAY 7 7 3 3 6.59 52 52 26.85 38.25 302.55 11.55 Total Time Required for Daily Activities 6.0167 0.25 Total Time Required for Once a Week Activities 243. Journals Librarian Superintendent Librarian Librarian ONCE A MONTH ONCE A MONTH ONCE A MONTH ONCE A MONTH 6.Developing an Employee Activity Monitoring System for SIMSR Library Barcode Label Print & Paste Fine Collection Circulation Of Books Checking Student Demand Slip Shelving Books On Racks Writing Book Card.5 1 DAY 6.20 13.0 13.5 2 0.5 HOURS 0.2 MIN/BOOK 26.0167 0.2 MIN/LABEL 1 MIN/BOOK 1 MIN/BOOK 10 MIN 1 HOUR 3 HOURS 0.255 6 3 HOURS 6 Training Schedule Librarian Informing New Arrival To Students And Faculty Sending Reminder Letters Budget Spend Report Of Books And Journals List Of Books.67 13.02 0. Librarian Librarian Librarian Head Clerk Clerk 2 Head Clerk Attendant 2 TWICE A WEEK TWICE A WEEK TWICE A WEEK TWICE A WEEK TWICE A WEEK TWICE A WEEK TWICE A WEEK 1 DAY 6.5 HOURS . Pasting Barcode Open & Close Library Newspaper Entry And Arrangement Of Shelf Maintaining Silence In Library Attendant 2 Head Clerk Head Clerk Clerk 1 Clerk 1 And 2 Clerk 1 And 2 Attendant 1 & 2 Attendant 2 Attendant 1 & 2 DAILY DAILY DAILY DAILY DAILY DAILY DAILY DAILY DAILY 1.67 Total Time Required for Twice a Week Activities 3.5 HOUR 0.03 156.5 0.0 6.33 2 MINS/BOOK 6.85 23.0 4 601.17 1.67 0.

of Label to be pasted/Day No. to be put/frequency 23 6 6.5 Day 2 Days 3 Days Taking Torn Books For Binding Books Distribution Of Book Bank Renewal Of Students Course-wise Stock Checking Clerk 1 Superintendent Superintendent All Once In Qtr 3 Times A Year Once A Year Once A Year In the above calculations following data has been considered. Industrial Engineering Project Page 7 . of Request for Availability Verification/Day No. provisions of changing which. of Accession No. We prepared a simple excel sheet for librarian to monitor if the activities targeted for the day were done by the employees or not and at what rate they were actually done which he can later use for measuring the productivity of the employee and performance of the library functions. of Books for data entry/Day No.25 13 19. we could determine the time that is required by any activity to be done and hence set the target for each activity.5 100 10 10 100 100 100 10 100 100 100 So. have been provided in the excel sheet: DATA 1 Month (in Effective Days) 1 Week (in Effective Days) 1 Day (in Effective Hrs) No. of Bills to be entered/Day No.Developing an Employee Activity Monitoring System for SIMSR Library Students & Faculty Overdue Report Books Circulation Report Superintendent Clerk 2 ONCE A MONTH ONCE A MONTH 6.5 ACTIVITIES RESPONSIBILITY FREQUENCY TIME 2 Days 0. of Students with Fine/Day No.1-982=52. on the basis of understanding derived from the above analysis done.5 1 DAY 7 1 33 1 1 HOUR Total Time Required for Monthly Activities 982 TOTAL TIME REQUIRED FOR ALL THE ACTIVITIES IN A MONTH From here we observe that there exists an allowance of 1034. of Books Returned or Withdrawn/Day No.1 Hours which is utilized for other annual maintenance activities as mentioned below: TIME (in hrs) 13 3. of Requests for Price Verification/Day No. of Book Cards to be written/Day No. of Books for Classification/frequency No.

the lunch timings can be made staggered with Superintendent and morning shift Attendant taking lunch at 1:00 PM-1:30 PM and rest at 1:30 PM-2:00 PM.. Industrial Engineering Project Page 8 . the 2 employees at clerk designations are also given off on same days i. a clerk and an attendant is on duty and on any given Sunday a clerk and an attendant is on duty.e. Also. the lunch timings for all employees is common from 1:30 PM-2:00 PM which considering ±10 Allowance ranges from 1:20 PM-2:10PM and no ATL activities can be performed during these hours. in the course of analysis it was observed that the work profiles of 2 Attendants are similar nd th st rd and exclusive from other employees but they are given off on same days i. 1 and rd nd th 3 Saturday and 2 and 4 Sunday and their work is done by Attendants on those days.e. Therefore. we suggest that the days of leaves for attendants and clerks should be alternate and not simultaneous. For the convenience of students and faculty. In order to maintain discipline in the system. Similarly. 2 and 4 Saturdays and 1 and 3 Sundays which signifies that the work assigned to them is being done by employees at clerk designation which st should not be the case. it is advisable that at any given day from Monday-Saturday along with one or more of the Senior Staff Members..Developing an Employee Activity Monitoring System for SIMSR Library Other Recommendations: Apart from above activity.