Biometric Field Management System > Working in Time (W.I.T.)

1. Biometric Field Management System > Working in Time (W.I.T.)

2. www.WorkingInTime.com www.WorkingInTime.com

3. Potential Benefits to Employers and Employees A formalised, App-based field management biometric system will provide multiple benefits to the South African Government; national, provincial and local as well as IAs. It provides real-time reporting and gives service providers nowhere to hide. In effect, it will assist with the following: 1. Significantly increase Service Delivery for the same expenditure: 2. Ensure Beneficiaries receive their fair wage: It is reported that many beneficiaries are used simply for their ID Numbers and no funds flow to their accounts. The fingerprint recognition system with will ensure that Beneficiaries are logged only once they get to site, logged-off after work is completed for the day and that wages are correctly paid to them monthly. 3. Reduce fraud and corruption: In addition to work not being completed, ghost Beneficiaries and fraudulent claims. 4. Real-time reporting for better management: Receive proper, timeous reports and, due to the fact the reports are submitted physically and then only captured several weeks or months after completion of the work, data is not readily available for responsive management decisions.

4. Potential Benefits to Employers and Employees • 5. Provide project management tools and build SMME business skills: • Reduced time spent on administration and document submission through this fully automated system. • Benefits include: • The eradication of misreporting (Beneficiaries/contractors have to be on-site to report – morning and afternoon); • Provide real-time, daily reports on any outputs to multi-tiered management structures – management can log on live and retrieve consolidated reports or open daily, automated report which can be tailor-made for specific needs and management levels; • Geo-locate and time/date stamp service providers’ daily reports – ensuring that there is absolutely nowhere to hide;

5. Potential Benefits to Employers and Employees • Benefits include Continued: • Ensure contractors do not work on the wrong sites – exception reports could be developed so that, if a contractor sends a report from the wrong location, they are immediately notified to cease work; • Provide photographic evidence (geo-located) of the day’s work completed; • Provide easy general and specific communication options; • Provide multi-tiered management access; • Concentrate all project documentation (contracts, IDs, reports, financials, etc.) and correspondence in one place (online and updated daily); • The opportunity exists to develop direct link between outputs and payment systems; and • Multi-layer GIS functionality.

6. What is: Working in Time (W.I.T.)? • 1. Th W.I.T. Mobile App. • The “Working In Time System (W.I.T.)” is modular based and can easily be expanded on as needs change. • Is a time clocking system that utilizes Manual system and Photo or/and biometrics to secure staff attendance at a place of work which is geo-fenced. • Road worthiness inspections on vehicles are done on a daily basis. • Accurate logbook for the vehicle is kept for the vehicle on site through photo and manual input of the odometer reading at the beginning and end of the day’s work. • Scanning of drivers license and vehicle license disk can be included with necessary hardware. • Contractors/team leaders can place requests for damaged or lost PPE/Equipment/Chemicals based on daily reports. • Daily field work is reported correctly and truly by the contractor/team leader through fixed point photography and tracking boundary of daily work. • Spotting of rare species sightings important for biodiversity reports on site. • Basic HIRA reporting. • Tracking chemical mixtures and usage on a daily basis. • A module is planned for development that will be specifically for area/field managers and inspectors to facilitate signing off of work done after final inspection.

7. What is: Working in Time (W.I.T.)? • 2. The Working In Time (W.I.T.) Reporting system. • The Internet (Cloud) based dashboard will allow for time sheet generation in the format required by EPWP/NRM/DEA which are easily exported to Excel/PDF for printing. • Allows the administrator to check PPE on each day with photographic evidence. • Allows for uploading geo-fenced areas for job cards (contracts) and time frames for the job card. • Allows quick and easy staff management, with adding new staff capability in the field or via the dashboard. • Allows quick data filtering from beneficiary lists for reporting needs. • Push functionality which will be activated by specified triggers such as an HIRA report, IOD, Equipment/PPE/Chemical request is been planned. • Will allow for contractor development and provide reminders such as for: SARS renewal, CIPC renewal, tax returns etc is been planned. • Scanning of ID/Drivers license etc can be stored in the system to reduce the need for monthly hard copies to be made, with specific needed equipment.

8. Devices Presently Coded for Use in Contract Management System • Database management. • Register User fingerprints. • Assign admin rights. • Assign user roles. • Assign user to work groups/projects. • Remove users. • Print reports. • Semi Rugged • Drop, Dust and Splash Proof. • Built into Android Phone. • Charges through USB cable. • Communicates via Mobile data to database. • Has license disk barcode scanner built in. • Has RFID system to tag all equipment for equipment audit. • More expensive. (± R6000 per unit) • Semi Rugged • Dust and Splash Proof. • Uses Bluetooth or WIFI for communication to android device. • Android device uses mobile data to communicate with database. • Charges through USB cable. • Cheap (± R2500 per unit)

9. Open Working in Time App • Use the WIT Icon on from your apps on your device. • Start Screen in WIT App • Set default App to enter. Slide 1 Slide 2

10. Open Working in Time App • By selecting the EPWP App as default screen, the app will open into that when logging in from the phone. • Default icon • Use the default Icon to get to the Biometric Field Management System. Slide 3 Slide 4

11. Admin • Update (sync) – force sync and data upload with server. • Manage People (Staff/users) – Add people, Edit people profiles, List Managers, List Admins, and Assign Role to people. • Manage teams – Create a Team, Edit Teams. • Manage Job Cards – Create Job Cards, View all job Cards, View job Cards accepted by yourself, Show special requests, Update job Card information, Create a PDF version of the Job Card • Reports & History – View reports on work, including time sheets etc. • Manage Containers – set up mixing chemical mixing container sizes. • Manage Chemicals – set up all chemicals to be used including quantities to be mixed based on container sizes already set up. • Manage Task Activities – set daily task based work with expected time to complete. • Manage Asset Tags – In Development. • Manage Devices – In Development. • Manage Customers – Set up Project Funders. • Manage Suppliers – Set up Contractors who will be used by yourself. • Manage Sites – Setup each site to be worked. • Business – Setup new Business been administered by yourself. • Admin • If you need to set up your own staff, projects, teams, Job Cards (Contracts) etc. Slide 5 Slide 6

12. Manage Job Cards • Create Job Cards. • View all job Cards. • View job Cards accepted by yourself. • Show special requests. • Update job Card information. • Create a PDF version of the Job Card. • Create a Job Card (Contract) • Select Create a Job Card to setup a contract. Slide 7 Slide 8

13. Create a Job Card • Each tab fills in additional data about the Job Card. • Details – basic description of the Job Card. • Customer & Sites – set Funder and setup site names. • Set Supplier responsible for the Job Card. • Set Vehicle allocated to Job Card. • Allocate people to the Team Lead, Team, and who the manager is assigned to the Job Card. • Add Planning details such as Date issued, date of work start, person days to complete, days to complete etc. • Add Extra files by uploading them if needed. • Set Tasks. • Stock / Equipment / Parts sets what equipment, quantity, and quality is been issued or used for the job card. • Add Customers • Add customers and Sites (Project Areas) from within the Job Card. Slide 9 Slide 10

14. Clock In Icon • Select this will log the USER into the system before he/she can start the rest of the daily admin. • Job Card • Once Clocked In the Contractor/User can select Job Cards/Contracts. Slide 11 Slide 12

15. Within Job cards • Able to administer all aspects of the job cards. • Select My Job Cards will take you to all Job cards allocated to you. • Select Job Card • Select which Job Card the Team you are Clocking In is working on. Slide 13 Slide 14

16. Within Job cards • After selecting the Job card to be Worked it will open all the information about it. • Swipe to bottom of the screen • Start Job Card • Choose to start or continue the Job Card, this is dependent on whether the job card is starting for the first time or is been continued each day of the contract Slide 15 Slide 16

17. Within Job cards • Choose if you want to continue work on the job or not. • Start Job Card • Acknowledge that the job is carrying on or not Slide 17 Slide 18

18. Within Job cards • Once acknowledging the job continuation use back button to go to the main BFMS Menu. • This will be automated. • Select Vehicle • Select Vehicle allocated to the Job Card. Slide 19 Slide 20

19. Within Vehicle Selection • Once acknowledging the job continuation use back button to go to the main BFMS Menu. • This will be automated. • Within Vehicle Selection • Select Vehicle allocated to the Job Card. Slide 21 Slide 22

20. Within Vehicle Selection • Use Camera Icon to take photo of the Odometer. • Fill in the Odometer Reading in next area. • Hit Submit • Team Clock In • Select V\Team Clock In. Slide 23 Slide 24

21. Team Clock In • Three Ways to Clock In: • Default is Manual (Green) • Clock In with a Note (Blue) • Clock In with Finger Print (Red) • Manual Clock In • Choose team, this opens up all registered teams for Contractor/User. • Search for people and select all team members who are at work. • Choose reason for clock in (Clock In), this will be automated. • Give a comment on team health. • Take a photo through the camera icon. • Hit the 100% complete thumb up. Slide 25 Slide 26

22. Fingerprint Clock In • Three Ways to Clock In: • Default is Manual (Green) • Clock In with a Note (Blue) • Clock In with Finger Print (Red) • Fingerprint Clock In • Turn on Bluetooth fingerprint scanner. • Hit the connect button. • Once connect the state on the left will change to connected. • Click scan causes the Bluetooth reader to beep, scan staff member fingerprint. • Repeat the scan for all staff, then manually clock in staff on training and off sick. Slide 27 Slide 28

23. Safety Check • Select Safety check, this will allow you to give comment on all safety, PP Equipment, and First Aid kits. • Safety Check • Choose if ALL PPE, Equipment, and First Aid Equipment is in good condition or not. • Give a comment and explain what is wrong with anything that is not usable. • Take a photo of full team with all equipment, PPE, and First Aid Equipment Visible. Slide 29 Slide 30

24. Chemicals • Select Chemicals. • Chemicals • You can set up chemicals in the Manage Chemical Tab + button. • Set up mixing container sizes in Manager container tab + button. • Choose Mix Chemicals, this will contain all mixing containers, chemicals, and quantities available. Slide 31 Slide 32

25. Chemicals • Select mix Chemicals. • Mix Chemicals • Select Container Size. • Select Chemical 1 (Herbicide). • Select quantity to be mixed in the container size selected. • Select Chemical 2 (Adjuvant). • Select quantity to be mixed based on herbicide quantity. • Select Chemical 3 (Dye). • Select quantity to be mixed based on herbicide quantity. • Select who in the team did the mixing. • Take a photo of mixed herbicide. • Hit either Mix again, this is if there is another herbicide that needs mixing, or Done. Slide 33 Slide 34

26. Start Photo • Select Start Photo. • Select which Job Card it is for. • Start Photo • Take Photo, or multiple photos to explain the comments. • Enter a comment on terrain/Bush conditions. • Submit. Slide 35 Slide 36

27. Walk Perimeter • Select Start Photo. • Select which Job Card it is for. • Walk Perimeter • Select Start Perimeter Walk from the fixed point used in the start photo. • a GPS point is made which is date and time stamped. • A point is made every 15 seconds. • Walk perimeter of area worked that day. • Once back at the fixed point select Stop Perimeter Walk. • Select default app. Slide 37 Slide 38

28. Finish Photo • Select Finish Photo. • Select which Job Card it is for. • Finish Photo • Take Photo, or multiple photos to explain the comments. • Enter a comment on terrain/Bush conditions. • Submit. Slide 39 Slide 40

29. Equipment Check • Select Equipment check, this will allow you to give comment on all safety, PP Equipment, and First Aid kits. • Equipment Check • Choose if ALL PPE, Equipment, and First Aid Equipment is in good condition or not. • Give a comment and explain what is broken or was used during the days work. • Take a photo of full team with all equipment, PPE, and First Aid Equipment Visible. Slide 41 Slide 42

30. Team Clock Out • This will follow the same steps as the Team Clock In. • Vehicle Out • This follows the same procedure as Vehicle In. Slide 43 Slide 44

31. Clock Out • Contractor/User can now Clock Out. • Training/Rainy Day/Late Clock • By clicking any of these a manual clock in screen is opened, this allows you to select staff who are off sick, at training etc to be clocked in for those specified reasons. • Can log toolbox talks/visitors to site or rainy day with no work. Slide 45 Slide 46

32. Sighting • This allows at any time during the day for a special sighting, a worrisome finding etc to be reported. • By clicking this it opens the camera. • Take a photo of sighting. • Sightings • Once photo is taken comments and additional photos can be taken and submitted. Slide 47 Slide 48

33. www.WorkingInTime.com www.WorkingInTime.com