AUDIT ACTIVITY PROCESSINGS

Sep 2020
Properwell Vietnam – GA Department
FINGERPRINTING MACHINE INSTALLATION

Purpose:
Well management and controlling the q’ty of lunch, reduce time and manpower for counting lunch vouchers.

No. CURRENT IMPROVEMENT

Take time so much to arrange and count the lunch No need to take time for arranging and counting lunch voucher
1
voucher everyday everyday
Waste manpower to spend time in counting and arrange
2 Spend manpower and time to do useful jobs
lunch voucher
Difficult to control how many people use lunch in the
3 Easy to control the number of luncher and exact q’ty of meal
company
No need to spend fee for ordering paper to print voucher, reduce
4 Waste the fee and paper to print the lunch voucher monthly
the payment monthly
Upgrade more professional in canteen management and save
Non-professional in canteen management
5 data
And no system data
on system for report

RELATED DEPT. CONDITIONS

- IT - Signal displayed by light (green light)
- MAINTAINANCE - Connect to management system for well controlling and
- ADMIN management
- It can be exported to excel file
- One worker can not punch fingerprinting alternately 02 time
within 03 or 05 minutes (will do it later)
- Easy and comfortable for worker and canteen staff to deliver
and receive the food trays and also see the light signal.
- Data record must be displayed ‘Name, ID, Dept., Time,
date”
2
 FINGERPRINTING MACHINES

IT MAINTENANCE ADMIN

- Creating Software - Electrical equipment and tools - Survey and define the positon to
- Support tools and - Ordering the tools and install the fingerprinting machines.
equipment equipment - Working with Kizuna to finalize
- Monitor to display the - Work with Admin to survey and this.
counting finalize the solution to install - Signal lights to connect to
- Manpower to install props for installing machines. fingerprinting machines
- Manpower to install - Ordering fingerprinting machines
and relating equipment
- Planning and strictly following this
project
- Order relating equipment or tools
TIMELINE

Oct 04 Oct 05 Oct 08 Oct 09 Oct 12 Oct 13 Nov 05 Nov 20 Nov 25

Work with Receive Summary and

Survey & Listing the Meeting with Order tools Following
Main. to make Amount of Plan for this
Work with relating IT and and and
solution of tool/equipment Submit to
Kizuna equipment Maintenance equipment Installing
installation and budget DGD

3
FINGERPRINTING MACHINES

IT If stage 01 runs smoothly, we will not run stage 02 for saving time and cost
STAGE 01 STAGE 02
- Have signal light to notice Canteen staff for - A worker is only allowed to get fingerprinting
delivering lunch serve to workers. (green light for within 03 or 05 minutes.
acceptable and red light for unacceptable. - Fingerprinting machines have to be connected
- Fingerprinting machines have to be to a monitor to show the count of lunches
+ connected to signal light
+ connected to a PC for exporting excel data.
Arising problem
Stage 02 activities  Solution
if we don’t set up this one
+ Using duplicate function in excel to remove the double data.
-> If the gap-time between 02 data is small (<1 minutes), it's a fake
+ A worker can get double
number and we will remove.
A worker is only allowed to fingerprint on machines
-> If the gap-time between 02 data is big (10 - 20 minutes), it means the
get fingerprinting within 03 it leads to the data will
worker use 02 lunch serves in a day.
or 05 minutes. increase a fake number and it
In 1st time, we will announce to worker for verbal warning to stop them
gives a fake total number
If it still continuously happens, they will be invited to office and disciplined
at 2nd time.
Fingerprinting machines
have to be connected to a
+ None + The total number of lunches will be taken from excel file.
monitor to show the count
of lunches

Oct 08 Oct 09 Oct 13 Oct 15 Oct 18 Nov 20 Nov 25

Collect
Meeting with Listing the Order 01
information Send to ADM Arrange manpower
TIMELINE ADM and relating
for summary
machine for
to install machines
and come out
Maintenance equipment experiment 4
budget
FINGERPRINTING MACHINES

- Use the fingerprint machine RJ ilock 680:

+ Space: 8000 unit

U.Price Total
Items Unit Q'ty
VNĐ VNĐ
Máy lấy vân tay
máy 7 8,500,000 59,500,000
Ronald Jack iclok 680

Dây mạng Cable 5e Mét 200 7,000 1,400,000

Đầu RJ45 (Available) Cái - - -

Tổng/Total 60.900,000

Strength Weakness Operation method

1. HR send data to IT
+ Connect to signal light
2. IT synchronize data to fingerprint machines
+ Export excel data for
+ More expensive 3. IT and Maint. install machines at canteen
management
4. Worker use their fingerprint to get lunch serve at
+ Easily synchronize to HR data
Canteen through scanning it at machines

5
BUDGET

MAINTENANCE

No. Items Unit Q'ty U. Price Total (VNĐ)

1 Hộp ổ cắm đôi 3 chấu bộ 6 75,000 450,000

2 Phích cắm điện 2 chấu cái 15 10,000 150,000

3 Dây điện 2Cx1.5mm2 m 80 14,000 1,120,000

4 Ống inox 316 bóng Ø42, dày 1.2mm cây 7 1,200,000 8,400,000

5 Co inox 900 Ø42, dày 1.2mm cái 6 100,000 600,000

6 Inox tấm bóng 316 KT 200x150x1.5mm tấm 6 100,000 600,000

7 Inox tấm bóng 316 KT 200x200x1.5mm tấm 6 120,000 720,000

Total   12,040,000

TIMELINE
Oct 08 Oct 09 Oct 10 Oct 11 Oct 18 Nov 10 Nov 15

Survey and Come out

Send to ADM Arrange
Meeting with Listing the Amount of
for summary manpower to Finish
ADM and IT relating equipment
and order install
equipment and budget 6
TOTAL BUDGET

No. Items Unit Q'ty U. Price Total (VNĐ)

1 Hộp ổ cắm đôi 3 chấu bộ 6 75,000 450,000
2 Phích cắm điện 2 chấu cái 15 10,000 150,000
MAINTENANCE

3 Dây điện 2Cx1.5mm2 m 80 14,000 1,120,000

4 Ống inox 316 bóng Ø42, dày 1.2mm cây 7 1,200,000 8,400,000
5 Co inox 900 Ø42, dày 1.2mm cái 6 100,000 600,000
6 Inox tấm bóng 316 KT 200x150x1.5mm tấm 6 100,000 600,000

7 Inox tấm bóng 316 KT 200x200x1.5mm tấm 6 120,000 720,000

Total 12,040,000
9 RJ 6800 máy 6 8,500,000 51,000,000
10 Dây mạng Cable 5e met 200 7,000 1,400,000
IT

11 Đầu RJ45 (Available) cái - - -

Total Opt. 2 52,400,000

Bảng mica hướng dẫn "Không quẹt thẻ
13 bảng 6 150,000 1,800,000
(quẹt vân tay) 2 lần" (20*15cm)
ADMIN

14 Đèn báo tín hiệu đèn 10 120,000 1,200,000

16 Chi phí hỗ trợ khác (Mua relay) Cái 6 100,000 600,000
Total
3,600,000
 

TOTAL BUDGET 68,040,000

7
RUNNING PROCEDURE

Not green Green

light light
FINGERPRINT RECEIVE KIZUNA + ADMIN
WORKER
MACHIENS LUCNH TRAY EXPORT DATA

MONTHLY CONFIRMATION FINALIZE PROCESSING

PAYMENT & RECORD DATA DATA

Step 1: Worker will scan their fingerprint (or magnetic card) to get lunch serve
+ In case of green light: Receive lunch tray
+ In case of red light: Scan again.
Step 2: Kizuna and Admin will export data (at 14:00 – 19:00 – 08:00)
Step 3: Data will be processed to remove the duplicate data if any.
Step 4: Finalize data with Kizuna (after 14:00 everyday)
Step 5: Confirm data between Kizuna and Admin, then Record on daily note book.
Step 6: Summary and make monthly payment after 01 month.