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Developing an Employee Activity Monitoring System for SIMSR Library

Industrial Engineering Project Page 1

Developing an Employee Activity Monitoring System for

SIMSR Library

Industrial Engineering Project

Submitted by

Name Course and Roll No

Rintu George Abraham PGDM001

Kopal Agrawal PGDM - 003

Tara Redkar MMS - 039

Vivek Patel MMS - 035

Under the guidance of

Prof. Pramod Shetty

KJ Somaiya Institute of Management Studies and Research, Mumbai

December, 2013

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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. Themajor library processes followed in the library by the employees are classified as follows:

PROCESSES ACTIVITIES

PURCHASING Request From Faculty, Staff & Students

Quotation

Purchase Order

Classification

On Approval Selection

Reminder For Non-Avail

Data EntryApproval 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 BindingShelving 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

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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 FREQUENCY TIME

PURCHASING

Request From Faculty, Staff & Students Daily .5 HRS

Quotation Twice A Week 1 DAY

Purchase Order Twice A Week 1 DAY

Classification Twice A Week 2 MINS

PROCESSING Bill Entry In Bill Register Daily 5 MINS

MAINTENANCE

Informing New Arrival To Students And

Faculty Once A Month 1 DAY

Training Schedule Twice A Month 3 HOURS

Stock Checking Once A Year 4 DAYS

REPORTS

Print Accession Register Once A Week 2 HOURS

Budget Spend Report Of Books And Journals Once A Month 3 HOURS

List Of Books, Journals Once A Month 3 HOURS

SUPERINTENDENT: N.B. Sable


MAINTENANCE

Sending Reminder Letters Once A Month 1 DAY

Renewal Of Students Coursewise Once A Year 2 DAYS

Books Distribution Of Book Bank 3 Times A Year 0.5 DAY

Updating CD Register Once A Week 2 HOURS


REPORTS Students & Faculty Overdue Report Once A Month 1 DAY

HEAD CLERK: S.S. Chavan


PURCHASINGOn Approval Selection Once In A Week 0.5 DAY

Data Entry Daily 3 MINUTES

Reminder For Non-Avail Twice A Week 1 DAY

PROCESSING Bill Approval From Registrar Twice A Week 1 DAY

CIRCULATION Circulation Of Books Daily 1 MIN/BOOK

Fine Collection Daily 1 MIN/FINE

MAINTENANCE Shelf Rectification Once In A Week 4 HOURS


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CLERK 1: B.N. Tiwari


PROCESSING Book Card Writing Daily 1.2 MIN/BOOK

MAINTENANCEChecking Student Demand Slip Daily 10 MIN

Shelving Books On Racks Daily 1 HOURWriting Book Card, Pasting Barcode Daily 3 HOURS

Taking Torn Books For Binding Once In Qtr 2 DAYS


CLERK 2: S.N. Shukla


PURCHASING Price Verification As Per Request 3 MINS/BOOK

Verification For Availability As Per Request 1.2 MIN/BOOK

Approval From Library Committee Twice A Week 1 DAY

MAINTENANCE Shelving Books On Racks Daily 1 HOUR

Writing Book Card, Pasting Barcode Daily 3 HOURS


REPORTS Books Circulation Report Once A Month 1 HOUR

ATTENDANTS: Jagbir Walmiki and Budhram


PROCESSING Putting Book Accession No. Twice A Week 1.2 MIN/BOOK

MAINTENANCE

Barcode Label Print & Paste Daily 1.2 MIN/LABELOpen & Close Library Daily 0.5 HOURS

Newspaper Entry And Arrangement Of

Shelf Daily 0.5 HOURS

Maintaining Silence In Library Daily .5 HOUR


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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The library operates in two shifts with the following work timings:

LIBRARY TIMINGS

Mon-Sat First Shift:

Second Shift:

8:30 AM-4:10 PM

2:20 PM-10:00 PM

Sunday 10:00 AM-5:00 PMLunch Time 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

AVAILABLETotal Hours

Available/Mont

hStaff

Member

Work Timings

(MON-SAT)

Working

Hours

Effective

hours/Day

*

Work Timings

SUNDAY

Working

Hours

Effectiv

e hours

on

Sunday

1st

/3rd

WEEK

2nd

/4th

WEEK

Librarian10:00 AM-5:40

PM

7 HRS 40

MIN 6.25 OFF - - 31.25 37.5 137.5

Head Clerk10:00 AM-5:40

PM

7 HRS 40

MIN 6.25 OFF - - 37.5 31.25 137.5

Superintendent 10:00 AM-5:40

PM

7 HRS 40

MIN 6.25 OFF - - 37.5 31.25 137.5

Clerk 12:20 PM-10:00

PM

7 HRS 40

MIN 6.2510:00 AM-5:30

PM

7 HRS 30

MIN 6.15 37.4 37.5 149.8

Clerk 2 1:20 PM-9:00 PM7 HRS 40

MIN 6.2510:00 AM-5:30

PM

7 HRS 30

MIN 6.15 37.4 37.5 149.8

Attendant 11:50 PM-10:00

PM

8 HRS 10

MIN 6.759:50 AM-5:30

PM

7 HRS 40

MIN 6.25 40.5 40 161

Attendant 28:30 AM-4:40

PM

8 HRS 10

MIN 6.759:50 AM-5:30

PM

7 HRS 40

MIN 6.25 40.5 40 161

Total Working Hours Available/Day 44.75 Total Working Hours Available/Month 1034.1

*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:

ACTIVITIES RESPONSIBILITY FREQUENCY TIME

TIME (in

hrs)

TOTAL

TIME/DAY (in

hrs)

TOTAL

TIME/WEE

K (in hrs)

TOTAL

TIME/MONTH

(in hrs)

Request From Faculty,

Staff & Students Librarian DAILY .5 HRS 0.5 0.5 3 11.55

Data Entry

Head Clerk &

Clerk 2 DAILY 3 MINS/BOOK 0.05 5 30 115.54

Price Verification Clerk 2

AS PER

REQUEST 3 MINS/BOOK 0.05 0.5 3 11.55

Verification For

Availability Clerk 2

AS PER

REQUEST 1.2 MIN/BOOK 0.02 0.2 1.2 4.62

Bill Entry In Bill

Register Librarian DAILY 5 MINS/BILL 0.0833 8.33 50 192.57

Book Card Writing Clerk 1 DAILY 1.2 MIN/BOOK 0.02 2 12 46.22

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Barcode Label Print &

Paste Attendant 2 DAILY 1.2 MIN/LABEL 0.02 2 12 46.22

Fine Collection Head Clerk DAILY 1 MIN/BOOK 0.0167 0.17 1 3.85

Circulation Of Books Head Clerk DAILY 1 MIN/BOOK 0.0167 1.67 10 38.51

Checking Student

Demand Slip Clerk 1 DAILY 10 MIN 0.1667 0.17 1 3.85

Shelving Books OnRacks Clerk 1 And 2 DAILY 1 HOUR 1 1 6 23.11

Writing Book Card,

Pasting Barcode Clerk 1 And 2 DAILY 3 HOURS 3 3 18 69.33

Open & Close Library Attendant 1 & 2 DAILY 0.5 HOURS 0.5 0.5 3 11.55

Newspaper Entry And

Arrangement Of Shelf Attendant 2 DAILY 0.5 HOURS 0.5 0.5 3 11.55

Maintaining Silence In

Library Attendant 1 & 2 DAILY .5 HOUR 0.5 0.5 3 11.55

Total Time Required for Daily Activities 26.03 156.20 601.59

Quotation Librarian TWICE A WEEK 1 DAY

6.5 13.0 52

Purchase Order Librarian TWICE A WEEK 1 DAY6.5 13.0 52

Classification Librarian TWICE A WEEK 2 MINS/BOOK

3.33 6.67 26.67

Reminder For Non-

Avail Head Clerk TWICE A WEEK 1 DAY

6.5 13.0 52

Approval From Library

Comm Clerk 2 TWICE A WEEK 1 DAY

6.5 13.0 52

Bill Approval From

Registrar Head Clerk TWICE A WEEK 1 DAY

6.5 13.0 52

Putting Book

Accession No. Attendant 2 TWICE A WEEK 1.2 MIN/BOOK

2 4 16

Total Time Required for Twice a Week Activities

75.67 302.67

On Approval Selection Head Clerk ONCE A WEEK 0.5 DAY

3.25 3.25 13

Updating Cd Register Superitendant ONCE A WEEK 2 HOURS

2 2 8

Shelf Rectification Head Clerk ONCE A WEEK 4 HOURS

4 4 16

Print Accession

Register Librarian ONCE A WEEK 2 HOURS

2 2 8

Total Time Required for Once a Week Activities

11.25 45

Total Time Required for Weekly Activities

243.12 949.255

Training Schedule Librarian

TWICE A

MONTH 3 HOURS

6 6

Informing New Arrival

To Students And

Faculty Librarian

ONCE A

MONTH 1 DAY

6.5 7

Sending Reminder

Letters Superintendent

ONCE A

MONTH 1 DAY

6.5 7

Budget Spend Report

Of Books And Journals Librarian

ONCE A

MONTH 3 HOURS

3 3

List Of Books, Journals Librarian ONCE AMONTH 3 HOURS

3 3

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Students & Faculty

Overdue Report Superintendent

ONCE A

MONTH 1 DAY

6.5 7

Books Circulation

Report Clerk 2

ONCE A

MONTH 1 HOUR

1 1

Total Time Required for Monthly Activities

33

TOTAL TIME REQUIRED FOR ALL THE ACTIVITIES IN A MONTH982

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:

ACTIVITIES RESPONSIBILITY FREQUENCY TIME

TIME (in

hrs)

Taking Torn Books For Binding Clerk 1 Once In Qtr 2 Days 13

Books Distribution Of Book Bank Superintendent 3 Times A Year0.5 Day 3.25

Renewal Of Students Course-wise Superintendent Once A Year 2 Days 13

Stock Checking All Once A Year 3 Days 19.5

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) 23

1 Week (in Effective Days) 6

1 Day (in Effective Hrs) 6.5

No. of Books for data entry/Day 100

No. of Requests for Price Verification/Day 10

No. of Request for Availability Verification/Day 10

No. of Bills to be entered/Day 100

No. of Book Cards to be written/Day 100

No. of Label to be pasted/Day 100

No. of Students with Fine/Day 10

No. of Books Returned or Withdrawn/Day 100

No. of Books for Classification/frequency 100

No. of Accession No. to be put/frequency 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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Other Recommendations:

Apart from above activity, in the course of analysis it was observed that the work profiles of 2 Attendants are similar

and exclusive from other employees but they are given off on same days i.e.; 2nd

and 4th

Saturdays and 1st

and 3rd

Sundays which signifies that the work assigned to them is being done by employees at clerk designation which

should not be the case. Similarly, the 2 employees at clerk designations are also given off on same days i.e., 1st

and

3rd

Saturday and 2nd

and 4th

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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