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

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. 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. 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, 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, Journals Students & Faculty Overdue Report Books Circulation Report Industrial Engineering Project Page 2 PROCESSES PURCHASING

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. The responsibilities of each of these employees in the above mentioned processes, along with the time required to execute them are marked as under: LIBRARIAN: Rajesh Memane PROCESSES ACTIVITIES Request From Faculty, 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, 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 .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.B. 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 0.5 DAY 2 HOURS 4 DAYS 1 DAY

PROCESSES PURCHASING

PROCESSING CIRCULATION MAINTENANCE

HEAD CLERK: S.S. 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 0.5 DAY 3 MINUTES 1 DAY 1 DAY 1 MIN/BOOK 1 MIN/FINE 4 HOURS 4 DAYS

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Developing an Employee Activity Monitoring System for SIMSR Library

CLERK 1: B.N. Tiwari ACTIVITIES Book Card Writing Checking Student Demand Slip Shelving Books On Racks Writing Book Card, Pasting Barcode Taking Torn Books For Binding Stock Checking

PROCESSES PROCESSING MAINTENANCE

FREQUENCY Daily Daily Daily Daily Once In Qtr Once A Year

TIME 1.2 MIN/BOOK 10 MIN 1 HOUR 3 HOURS 2 DAYS 4 DAYS

CLERK 2: S.N. Shukla PROCESSES ACTIVITIES Price Verification PURCHASING Verification For Availability Approval From Library Committee MAINTENANCE Shelving Books On Racks Writing Book Card, 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 1.2 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. 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 1.2 MIN/LABEL 0.5 HOURS 0.5 HOURS .5 HOUR 4 DAYS

Problem Statement: As informed by the librarian to us, 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. This poses a hindrance for him to measure the productivity of the employees and evaluate their performance at work. Hence, the librarian needed a basic system which can be used to track every employees activities and ensure that all activities are being done by the assigned employees within projected timelines. Study & Analysis Done: For the purpose of setting an activity monitoring system, 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.

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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, 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 * 6.25 6.25 6.25 6.25 6.25 6.75 6.75 44.75 Effectiv e hours on Sunday 6.15 6.15 6.25 6.25 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 37.5 37.5 37.4 37.4 40.5 40.5

2nd/4th WEEK 37.5 31.25 31.25 37.5 37.5 40 40

Total Hours Available/Mont h

137.5 137.5 137.5 149.8 149.8 161 161 1034.1

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, 10 Mins Early Dept, 5 Mins Early Lunch, 5mins Late Lunch, 10 Mins For Late/Early Tea, 30 Mins Lunch, 15 Mins Tea 460-85=375 MINS=6.25 HOURS

Now, we found out the time required by the activities done by the employees in various processes:
TOTAL TIME/DAY (in hrs) 0.5 5 0.5 0.2 8.33 2 TOTAL TIME/WEE K (in hrs) 3 30 3 1.2 50 12 TOTAL TIME/MONTH (in hrs) 11.55 115.54 11.55 4.62 192.57 46.22

ACTIVITIES Request From Faculty, 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 HRS 3 MINS/BOOK 3 MINS/BOOK 1.2 MIN/BOOK 5 MINS/BILL 1.2 MIN/BOOK

TIME (in hrs) 0.5 0.05 0.05 0.02 0.0833 0.02

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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, 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 1.2 MIN/LABEL 1 MIN/BOOK 1 MIN/BOOK 10 MIN 1 HOUR 3 HOURS 0.5 HOURS 0.5 HOURS .5 HOUR 0.02 0.0167 0.0167 0.1667 1 3 0.5 0.5 0.5 2 0.17 1.67 0.17 1 3 0.5 0.5 0.5 12 1 10 1 6 18 3 3 3 46.22 3.85 38.51 3.85 23.11 69.33 11.55 11.55 11.55

Total Time Required for Daily Activities

6.5 Quotation Purchase Order Classification Reminder For NonAvail Approval From Library Comm Bill Approval From Registrar Putting Book Accession No. 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 1 DAY 3.33 2 MINS/BOOK 6.5 1 DAY 6.5 1 DAY 6.5 1 DAY 2 1.2 MIN/BOOK

26.03

156.20
13.0 13.0 6.67 13.0 13.0 13.0 4

601.59
52 52 26.67 52 52 52 16

75.67 Total Time Required for Twice a Week Activities

3.25 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 0.5 DAY 2 2 HOURS 4 4 HOURS 2 2 HOURS 2 4 2 3.25

302.67

13 8 16 8

11.25 Total Time Required for Once a Week Activities 243.12 Total Time Required for Weekly Activities
TWICE A MONTH

45 949.255

6
3 HOURS

Training Schedule

Librarian

Informing New Arrival To Students And Faculty Sending Reminder Letters Budget Spend Report Of Books And Journals List Of Books, Journals

Librarian Superintendent Librarian Librarian

ONCE A MONTH ONCE A MONTH ONCE A MONTH ONCE A MONTH

6.5
1 DAY

7 7 3 3

6.5
1 DAY

3
3 HOURS

3
3 HOURS

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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
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 1034.1-982=52.1 Hours which is utilized for other annual maintenance activities as mentioned below:
TIME (in hrs) 13 3.25 13 19.5

ACTIVITIES

RESPONSIBILITY

FREQUENCY

TIME 2 Days 0.5 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, provisions of changing which, 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 Books for data entry/Day No. of Requests for Price Verification/Day No. of Request for Availability Verification/Day No. of Bills to be entered/Day No. of Book Cards to be written/Day No. of Label to be pasted/Day No. of Students with Fine/Day No. of Books Returned or Withdrawn/Day No. of Books for Classification/frequency No. of Accession No. to be put/frequency

23 6 6.5 100 10 10 100 100 100 10 100 100 100

So, on the basis of understanding derived from the above analysis done, we could determine the time that is required by any activity to be done and hence set the target for each activity. 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.

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Developing an Employee Activity Monitoring System for SIMSR Library

Other Recommendations: Apart from above activity, 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.e.; 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. Similarly, the 2 employees at clerk designations are also given off on same days i.e., 1 and rd nd th 3 Saturday and 2 and 4 Sunday and their work is done by Attendants on those days. In order to maintain discipline in the system, it is advisable that at any given day from Monday-Saturday along with one or more of the Senior Staff Members, a clerk and an attendant is on duty and on any given Sunday a clerk and an attendant is on duty. Therefore, we suggest that the days of leaves for attendants and clerks should be alternate and not simultaneous. 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. For the convenience of students and faculty, 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.

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