Introducing one of our products: The SmartManager

One of Nihon Access’s most popular products within its Japanese clientele is its automated attendance management system—the SmartManager. This product combines the touch-&-recognition technology included in Japanese IC-cards* with cloud-server databasing. Employees scan their particular means of identification onto a card reader in order to clock-in for work (there is also a “finger vein” reader option available!). That data is then automatically uploaded into the cloud server of the client, letting whoever is in charge of HR know that such an employee has “punched the timecard” and is in the office ready to start his/her work for the day.

The system can be linked to auto-lock doors in order to offer further security to the business. That way, once an employee checks-in through SmartManager, the door opens allowing only the staff that scanned the proper ID card to enter company premises.

But what kind of identification card can be used? Some of our clients require employees to have company ID cards that are imbued with IC technology; others require we register the employees’ personal IC cards they already have as their train-pass—cards like SUICA, PASMO, ICOCA & PITAPA**—and use those to allow them to check-in in the system. Yet, other clients might require further security—especially when they are using the system as a gateway into the business. For those security-conscious clients, we offer our original “finger-vein (FV)” scanners.

Our FV scanners look very similar to the fingerprint scanners you may see at the entrance of corporations that use such technology. But instead of scanning for fingerprints, our FV technology scans the vein patterns of the employee’s finger and identifies him/her through that. This technology is not only safer to the employee—who does not need to surrender something as personal as their fingerprints to their employer—it also further prevents “scanning fraud” (since finger veins are much more difficult to falsify/emulate than IC-cards and fingerprints). Thus, we have developed this technology with the best interest of our clients in mind; to serve every single attendance reporting needs they have.

Attendance is also recorded through a seamless process: upon the employee “scan,” the data is first registered in the machine (the PC, laptop, tablet or smartphone) attached to the scanner apparatus. A message welcomes the employee into the office—notifying the same if the scan was a success, or not. The data registered on that machine is then transferred to the cloud-server and subsequently uploaded into all machines that possess our software installed on them. Since the data is automatically interpreted into the pattern our client desires by our software, managerial level employees can read the data with great ease. Furthermore, reports can be easily created to calculate staff efficiency at work, and the data can also be easily transferred to accounting in order to facilitate payroll calculation.

Mr. Koji Akiyama

“Our hope is to provide a comprehensive HR solution to our clients, so as to avoid unnecessary paperwork and housekeeping,” explains Mr. Koji Akiyama, our corporate diplomat & sales director for the SmartManager system. “By making the system intuitive, our clients can have all the reports on attendance records generated automatically in either Excel, XML, PDF among other formats. These can then be transferred to the people in charge of each department in need to know attendance reports within the company—either through the SmartManager interface itself, by uploading the desired report on the format of choice in the company’s HR ERP tool, or even by email attachment. That way, HR-related printing costs can be drastically reduced, while employee attendance management is streamlined in a way that facilitates employee appraisal and payroll,” he concludes.

With high levels of satisfaction being expressed by over 90% of our clients who have installed the system, we are confident that this solution can be an excellent upgrade to your attendance record needs as well.

Here is a summary of how SmartManager works:

If combined with the Smart-lock functionality:

Further below is a list of the main functions of the SmartManager system (more can be integrated if required):

Main Functions:

User and group settings

  • User data batch registration
  • Work status display (real-time)
  • Workgroup settings
  • User authority settings
  • Alert settings for weekly working hours
  • Settings for work time for standard working hours
  • Settings for break time for standard working hours
  • Settings for break time for overtime
  • Settings for break time for midnight working hours
  • Manage 2-consecutive days of work (ON/OFF)
  • Change date and time
  • Change closing date
  • Change rounding time

Tally

  • Automatic tally for working hours
  • Closing
  • Automatic tally for overtime
  • Automatic tally for midnight work
  • Automatic adjustment for break
  • Export clock-in data

Clock-in management

  • Automatic rounding of clock-in time
  • Automatic recognition of the clock-in status
  • Managing stamping at multiple sites

Work shift management

  • Work shifts batch creation

Application management

  • Application for vacations and other leaves
  • Application for paid overtime
  • Application approval

Data management

  • Database backup
  • Database restoration

System Requirements:

SmartManager apps for Android deviceOSAndroid 4.1.1 or later
Memory512MB or more
Hardware requirementsVein authentication device or external NFC reader needs USB connection; a dedicated USB port and a separate power outlet are necessary.
A connection operation check with the vein authentication unit is needed. Please contact us for details such as verified hardware.
Management Console web management toolCompatible browsers・Internet Explorer 10/ Internet Explorer 11
・Google Chrome (version 31 or later)
・Firefox (version 26 or later)
・Safari (version 6 or later)

If you or any of your business affiliates have an interest in this innovative system, feel free to contact us through our website and social media portals.

*These are cards common in Japan: they are usually used as “touch and go” train/bus cards that can have, cash, credit as well as monthly commuter passes added to them so that train commuters can go through Japanese train-station turnstiles or ride buses straight through, without having to buy a ticket each time they want to ride public transport. These can also be used for shopping at most convenience stores and fast-food restaurants.

**Some examples of the “touch and go” cards mentioned above

Published by Hyuga Higuchi

I am a writer interested in connecting people from around the world through language, communication, and philosophy. Feel free to follow my website (https://hyugasuccessinjp.com). There you will find tips on how to succeed in building a life in Japan.

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