Case Studies

Dianhua part-time staff punch-in and salary verification e-system

by SMART4A | 8 month 28, 2024

Project name:Dianhua part-time staff punch-in and salary verification e-system

Project introduction:This project aims to optimize the punch-in and salary verification management of Dianhua's part-time employees through digitalization and automation, and solve the problems of inefficiency and errors in the traditional paper-based process. The system integrates LINE OA and make.com, and can automatically create Google Sheet schedules and folders, allowing part-time employees to check in electronically through LINE@. The system will automatically summarize working hours and calculate wages, and generate pre-filled salary verification forms and electronic Payroll greatly improves the accuracy and efficiency of salary verification.

At the same time, supervisors can instantly understand the shift status and salary progress through the LINE@ platform, effectively supporting management decisions. The system also automatically generates labor insurance extension forms and regularly checks the expiration status of non-national employees’ certificates to ensure compliance management and reduce risks.

Overall, this system not only significantly improves the efficiency and accuracy of part-time personnel management through automation, but also reduces the burden on management and provides enterprises with an efficient and transparent management solution.

project Manager:Joyce ( Smart4A Level 5 Expert)

Engineering time:Planning, design, and development are carried out simultaneously, with a total project length of 10 weeks and testing and launch of 4 weeks.

Cost range:Medium-sized projects (less than 30 yuan is small, 30 to 100 million is medium-sized, and more than 100 million is large)

To solve the problem:

Improved efficiency of punch-in records and salary verification: An average of more than 6 people participate in part-time jobs every month. The traditional paper check-in method often causes management inconvenience due to unclear handwriting and difficulty in data statistics. Through the LINE@ system, part-time workers can clock in through the electronic interface. All clock-in records are automatically summarized and working hours are calculated. Supervisors only need to check, which greatly improves the accuracy and efficiency of salary verification.
Automation of multi-level payroll calculations: The system automatically generates pre-filled salary verification forms based on part-time employees’ work departments and different payment rules, reducing manual calculation errors and burdens. Whether it is a bonus for busy work, a bonus for skills, or a bonus for double-salary days, the system can automatically process it and generate an accurate payslip, which can be sent to employees after the supervisor confirms it.
Convenience of Payroll Disbursement and Recording: After the salary is verified, the system automatically generates an electronic payslip and provides it for part-time employees to sign electronic signatures. The record is saved immediately after the signature is completed, avoiding the trouble of traditional paper signatures and possible document loss. For part-time employees who are not paid on a daily basis, the system will automatically arrange salary settlement and notify financial personnel to handle it, improving the efficiency of the overall payroll process.
Supervisors have real-time control over the status of part-time workers: Supervisors can instantly check part-time staff’s arrival status, clock-in status, salary calculation progress and other data through the LINE@ interface. Supervisors at different levels can check the corresponding statistical data, which helps to make management decisions quickly and reduces information lag. management difficulties caused.
Automation of labor insurance and license management: The system automatically generates labor insurance and insurance extension forms based on the daily check-in status of part-time employees, and regularly checks the expiration status of non-national employees’ certificates and notifies relevant personnel in advance to ensure that all personnel’s labor insurance and certificates are within the validity period, reducing human negligence. the risks brought about.

use tools:

make.com (Automated serial connection service platform)
Google Sheet (data storage medium)
Google Drive (data storage medium)
LINE OA user interface
LINE FLEX (LINE multifunctionalMessage interactive interface)
LINE LIFF interactive webpage (scan QRcode)
Jotform form (personnel registration, salary verification, salary signature media)
OCR recognition tool (automatically recognizes text files when personnel register and upload identity cards, residence permits and other information)

Scenario usage:

Multiple scene tasks
- LINE@ official account (supervisor version)
  The main operation interface of the supervisor can scan the QR code of part-time colleagues to check in, check the salary, query the information of part-time colleagues, and check the attendance and salary status of part-time employees in the department.
- LINE@ Official Account (Part-time Colleague Version)
  The operation interface for part-time workers is used to generate clock-in and clock-out sheets, register daily work locations and departments, and view their own pay slips and clock-in records.
- Part-time staff information form
  Part-time workers register their personal information by filling in a form and uploading documents such as ID card or residence permit. The system automatically recognizes these documents, generates electronic part-time employee certificates, and archives the information.
- Generate salary verification form after clocking in from get off work
  After part-time employees clock in from get off work, the system will automatically calculate the day's working hours and related bonuses based on the department's salary regulations, and generate a pre-filled salary verification form for the supervisor to review.
- The supervisor fills in the salary verification form/generates the salary slip
  After checking or adjusting the salary verification form, the supervisor submits the form. The system will automatically record the results in the summary table, generate a salary slip, and send the form link to the part-time staff.
- Payslip – to be filled in by part-time colleagues
  Part-time employees confirm the contents of the payslip through the form and electronically sign after confirmation. After submission, the system will automatically convert the payslip into a PDF file and save it.
- Part-time colleagues who are not paid on a daily basis
  On the day of receiving salary, you need to fill in the form to confirm the working hours and payment during the salary period, and execute the electronic signature after confirmation. Accounting colleagues will confirm the completion of salary payment based on the form to ensure that all payment processes are smooth and error-free, and archive the result records for future reference.
- Automatically generate labor insurance and insurance supplement forms every day
  The system will automatically generate a form that meets the labor insurance and insurance requirements based on the part-time workers who clocked in on that day, and provide it to relevant departments for review and submission.
- License expiration inquiry
  Regularly check the expiration status of non-native licenses among part-time employees every month, and the system will automatically notify employees who are about to expire and send reminders to relevant supervisors.
- PT salary calculation and report generation
  The system regularly calculates the total salary and working hours of part-time employees on a bi-weekly or monthly basis, and generates detailed reports for review and use by the finance and accounting departments.