Technology Use within the Organization - Research Proposal Example

of the of the of the Proposal. This proposal is aimed at describing the nature of the existing systems deployed within the organization. The proposal is also aimed at highlighting the possible betterments that can be attempted. These attempts can be made after the infusion of technology. The proposed changes are discussed as under highlighting the chances of betterment and the expected results that would be produced out of them. INTRODUCTION TO THE EXISTING SYSTEM The existing system incorporates a manual sign- in procedure. This may prove to be a substantial security gap for the company and may also lead to reduction in professionalism and eventually lessening productivity. The current sign-in procedure consists of manual entry of entering and leaving time in a handwritten manner in a hardcopy file folder. There are a number of weak spots in the existing mode of signing in and would be discussed further in the report. DISADVANTAGES OF THE EXISTING SYSTEM The existing system is unreliable and time consuming. This is adversely affecting the productivity of the entire organization in itself. As the signing in system in manual the entry of the timings is at the disposal of the personnel themselves. Since the existing system of signing in involves manual writing down of timings it is entirely dependent upon the sincerity and accuracy of the individuals themselves. There are a number of problems associated with the existing system: SECURITY THREAT: Manual signing in is like unrestricted access. Any individual may sign in as a worker of the organization and enter within the premises without any check. Security is extremely critical for any organization specially owing to increasing security risks within the human society. LACK of PUNCTUALITY: The order of an individual sincerely working for 8 hours cannot be determined truthfully as the workers may incorrectly enter their entering and leaving times. This way the worker would be paid for their 8 hourly job even though they may leave early or come late to office. This is a serious lapse in punctuality and strictly affects the discipline within the organization. AUDIT and ACCOUNTABILITY ABSENCE: Since the timings of the entry and exit from the organization may not be accurate there can be no foolproof audit or accountability of the employees working within the organization. The lack of accountability promotes laziness and absence of professionalism within the organization. OBSOLETENESS: The system of using hardcopy books for the entry of timings is obsolete and has been replaced with technologically advanced alternatives in almost all fields of life and organizational setups. It is therefore extremely essential that in order to pace up with the advancements of the world the signing in system should be automated as soon as possible. NEW SYSTEM PROPOSAL The proposed system of signing into the organization consists of one of the latest technological advancements in scanning. It is proposed that the Biometric scanning method should be incorporated. This involves the fixing of biometric fingerprint scanners at the entry of the organization. Biometric scanners record the fingerprints of individuals and since fingerprints have a unique pattern for every individual the respective sign in can be made only by the individual himself and no one else. At the backend a Database system would be incorporated which would save a record of the entry and exit timings for a respective day for each employee working within the organization. SUGGESTED TECHNOLOGY USE Suggested use of technology for the backend database is SQL Server or Oracle. At the front end fixed biometric fingerprint scanners are to be incorporated. BIOMETRICS is the ability of identification of individuals by recognizing their physical features. These features may be eye-retina patterns or fingerprints or even palm-prints. The biometric facility being incorporated for the proposed system is of detecting a persons identity by matching the finger print received on the fingerprint scanner with that already present in records. The records of each employee and their respective forefinger fingerprints should be made prior to the installation and successful execution of the system in order for it to function properly. Standard biometric scanning systems comprise of a sensor for scanning the fingerprints of individuals. The scanned fingerprints are then forwarded to a processor which compares and contrasts the received fingerprints with those already predefined within a database. For this purpose a database of fingerprints is maintained. The database operates at the backend such that the received fingerprints are matched with a reference number. This pin number is then matched to a persons name or detailed records. The time at which the scanning was done is then recorded into the record for the respective data on which date the scanning was done. ADVANTAGES OF THE PROPOSED SYSTEM Numerous advantages are associated with the proposed electronic system of signing into the organization. All the above mentioned problems associated with the above mentioned manual system of signing in would be eliminated. SECURITY ASSURANCE: With the incorporation of the biometric fingerprint scanner no unauthorized personnel would be able to enter the organization by mocking their identity. Assurance of the entry of authorized personnel only would ensure that no harm would be done due to unauthorized access of individuals within the organization. PUNCTUALITY: The accurate entry of entering and leaving timings of employees would ensure that the individuals get promoted to become punctual and enter the organization timely. OPTIMIZATION and PROFESSIONALISM: The accurate entry of timings would promote the fact that employees would spend complete eight hours of a day within the organizational premises for which they are bound to be paid in line with their contract. This would ensure optimization of performance and the getting of tasks done completed within allotted times. This would also enforce the punctuality of attendance. CONNECTEDNESS: Electronic system of singing in would ensure connected of different departments within the organization. The assurance of security would ensure transfer of information in a timely and fluent manner. TECHNOLOGY RICHNESS: The advancement of introduction of technologically enriched system would boost the confidence of the employees and betterment is always taken as a fresh change and results in the increasing of the motivation level of employees. CONCLUSION Conclusively it is suggested that the proposed system of signing in, which is technologically advanced and accurate, should be incorporated within the organization. The expenditure on the above mentioned proposal would also not be exorbitant. This investment would rather be for the betterment of the organization since it is proposed that it would result in punctuality and hence enhanced productivity. The organization would be able to flourish more and be more productive once its internal process and organizational structure are strengthened. It is therefore requested t the higher management to kindly approve the proposal and allow the implementation of the proposed plan. WORKS CITED: Harris, Tom. "How Fingerprint Scanners Work." HowStuffWorks . Dec 2012. Web. 5 Dec 2012. Read More