RFID SOLUTION FOR ATTENDANCE AND TRANSPORTATION UTILIZATION Abdul Razak Hussain, Sazilah Salam & Mohd.

Fadzil Zulkifli Universiti Teknikal Malaysia Melaka razak@utem.edu.my, fadzil@utem.edu.my Abstract A manufacturing organization that employs hundreds of employees and at the same time arranges transportation for their employees must be concerned about keeping track of two things: their employees attendance and the corresponding employees transportation utilization. The current practice of tracking the employees attendance which is linked inappropriately to the transportation utilization may result in ambiguous interpretations and financial concerns. By maximizing both the attendance and utilization rate, the organization may reduce the overhead costs that lead to a better resource consumption rate. In this paper, we propose an active RFID solution in tackling those issues. The results of our initial experiments indicate positive outcomes and calls for further enhancements. Keywords: RFID, attendance, transport utilization.

1. Introduction
A manufacturing organization employing hundreds of employees is certainly concerned not only about the attendance of its employees but also the employees transportation utilization. This is true if the transportation costs consume a large portion of the operational budget allocation. Current organization management practices may either separate or combine these tracking activities. Even if these activities were combined, inappropriate or incorrect reporting may results in ambiguous interpretations and financial concerns. This paper proposes an active RFID solution in addressing the combined tracking issues. After introducing the problem background (Section 2) and the relevant identification technologies (Section 3), this paper discusses the proposed system (Section 4) and concludes on current progress of the project (Section 5).

2. Background
Our research interest brought us to a local manufacturing company that deals mainly in electronic products. It currently employs hundreds of permanent and contract employees and more than 80% of the employees utilize the transportation services provided by the Hospitality Services department (HSD). These transportation services consist of vans and buses operated by vendors whose operating region and routes are pre-determined by the HSD. While the buses are used for regions having conventional roads, the vans are used as feeders to these bus routes and where the roads are inaccessible to the buses. Employees are designated with buses/vans according to their home addresses. Upon arrival at the workplace, the employees must swipe their chip-based smart card at designated card reader points. They have to swipe again when leaving the workplace. Since employees are already designated with pre-determined buses/vans, their attendance is linked with the utilization of the buses/vans. For example, if 40 employees (for Shift A, taking Bus 123) are present, then the utilization for the 40-seater bus is supposedly be 100%. This is not true at all the time as some employees may opt not to use the buses/vans for some reasons. Consequently, the HSD
Proceedings of Regional Conference on Knowledge Integration in ICT 2010 488

staff member may record the transport utilization for Bus 123 to be less than 100% during the daily visual inspection. 2.1 Problem Statements Several problems in the current system have been identified, listed and explained as follows: a. The current monitoring of employees attendance lacks consistency. Each time an employee clocks in or out, the system assumes that employee utilizes the designated transportation services. This is not true if an employee opts to use other mode of transportation. b. The monitoring of the transportation utilization lacks accuracy. The presence or movement of the buses is based on the employees attendance data; a bus is assumed to have delivered an employee if the employee turns up for work. Furthermore, the utilization is calculated based on the total number of passengers per bus route per shift divided by the capacity of the transport. The accuracy of the utilization calculation is affected when an employee changes bus route or shift or uses different bus route. This is due to the fact that the calculation is still based on the bus route information in the system, even though the employee does not utilize the designated transport service. c. The inclusion of bus routes in the employees data invites inflexibility in data maintenance for both employee and route entities. Employees bus route data are recorded in the human resource management system (HRMS). Whenever an employee changes shifts for certain period of time, (and thus may cause a change in his/her bus route), proper updates need to be done in the employee basic dataset to reflect the current bus route taken. Records of previous routes taken may not be properly maintained. 2.2 Objectives The objectives of this project are to: 2. improve the consistency of the employees attendance monitoring, specifically employees who are using the transportation provided by the company. 3. improve the accuracy of the transportation utilization calculation. 4. provide an alternative database design in order to cater for data storage, maintenance and querying.

3. Identification Technologies
Four different identification technologies deserve to be reviewed due to their widespread usage and suitability to the project needs: barcodes (linear, stacked, etc.), card-based (magnetic, optical, smart-card, etc.), biometric (fingerprints, voice, iris, etc.) and RFID (active and passive). The following Table 1 summarizes the general features for each of the identification technologies. i. 3.1 RFID Background

Functionally, an RFID system consists of tags (transponders), tag readers (transceivers), middleware and application software [1][3]. Objects of interest are embedded with tags and the reader automatically captures information emitted from the tags as objects move around or being displaced. Once a tag data is read, it need to be processed (e.g. filtered, translated into keys and matched to stored information), normally by the middleware, before being used by the application software.
Proceedings of Regional Conference on Knowledge Integration in ICT 2010 489

Table 1: An Overview of Selected Identification Technologies Functionality Data Storage Cost Read only, line of Low Very low Barcodes (linear, sight, contactless stacked) Read only, contact, Low to medium Very low to Card-based Magnetic low Optical Read/write once, line Medium to high Medium to of sight, contact high Smart card Read/write, contact/ Medium to high Medium to (memory, contactless high chip) Contact/ contactless, -NA- (depends Medium to Biometric (fingerprint, (generally nonon application) high voice, iris, invasive) etc.) Read, read/write, Medium to high Medium to RFID (active, Contact/ contactless, high passive) simultaneous multiple reads There are two types of tags, namely active and passive tags, according to their source of electrical power. Active tags are larger, heavier and more expensive than passive ones as they contain their own power source (battery). Nevertheless, they emit stronger signal, operating normally at higher frequencies (455 MHz 950 MHz or 2.45 5.8 GHz) capable of being captured by the reader over a longer distance measuring 20-100 meters. The tags are more suitable for tracking valuable items. On the hand, passive tags are much smaller, lighter and cheaper than active tags. The tags power up upon receiving electromagnetic signal transmitted by the reader and charge up the capacitors in the tags. They subsequently emit signals back containing identification information to the reader through antennas, typically operating at lower frequencies (30 kHz 134 KHz or 13.6 MHz) with a capture range of between several centimeters and 10 meters. They are commonly used for asset tracking and security applications. The chips on the tags can either be read-only or read-write. While the information stored in the read-only cannot be changed, the information in the read-write can be added, updated or written over. 3.2 RFID Applications RFID-enabled systems are capable of transforming conventional applications into those with speed and efficiency. Not only they allow organizations to improve production planning, but also promptly respond to market demand. Manufacturers, for example, may automate the monitoring of raw material, work-in-progress and final products. RFID technology is currently used in various manufacturing applications such as employee identification and access control, surveillance and inventory tracking, warehouse management, supply chain and distribution management. RFID applications have also been implemented in other domains that includes automatic payment collection, automated vehicle
Proceedings of Regional Conference on Knowledge Integration in ICT 2010 490

identification, theft prevention, pharmaceutical drugs distribution and safety, medicationpatient matching, livestock tagging and even in the financial industry [1]-[5]. ii. 3.3 Advantages of RFID

RFID technology offers significant advantages over other identification technologies. As it uses radio frequency signals, it does not require a straight line-of-sight communication i.e. without having necessary orientation. It can also be read at high speed (typically less than 100 ms) through several materials (e.g. paint) over short/long-range distance (e.g. 2-100 meters) with simultaneous multiple tags scanning. Instead of being attached to the objects of interest, RFID tags can be embedded or encased in the objects of interest e.g. cartridges, ID badges and wristbands. While reducing the chances of being detached from the objects, the tags are rugged and readable even in adverse environment e.g. dirt, moisture and extreme temperatures. The data transfer between the readers and tags practically does not require human intervention, thus allowing a more automated and efficient data collection. The tags can contain more data e.g. several thousand characters and is also capable of being updated. Furthermore, since there are no moving parts, RFID systems require less maintenance.

4. Proposed RFID Solution

We adopted the case study approach where data and relevant information were obtained through projects documents, minutes of meetings, discussions, site visits and observations. Meetings and discussions were held with key players from the Information Management Services (IMS), HSD and HRMS. We first looked into the underlying database model that is going to be used to facilitate the attendance and utilization monitoring. Figure 1 shows a simplified entityrelationship diagram (ERD). We have configured a proposed solution as shown in Figure 2. RFID tags are embedded in the employees ID cards and also fastened to the vehicles front bumpers. Active RFID readers are placed on both sides of the designated path leading to and from the employees drop-off points. As the bus carrying the employees approaches the dropoff points, the readers capture unique ID codes stored in the tag (read range is about 5 to 15 feet) that represent both the vehicle and employees during the clocking-in. In this data capture layer, information about employees ID and vehicle identification will be collected along with its arrival time in a single pass. Similar processes also occur during clocking-out. The business process layer is responsible for mapping the incoming data from the data capture layer to a more manageable form that is suitable for the application layer. In this layer, the vehicle and employee identification codes is then checked, matched and reconciled with the existing data. It provides the application software with the required information to perform the employees attendance and transport utilization monitoring and reporting e.g. the clock-in and clock-out time (for the employees), the arrival and departure time (for the vehicles) and the occupants of the vehicles.

Proceedings of Regional Conference on Knowledge Integration in ICT 2010

491

5. Implementation Issues
5.1 Issues Several implementation issues were identified and discussed as follow: Selection of tag and tag reader. Several key factors need to be considered, namely the tag type and size, read distance and other tag reader requirements. As opposed to the passive tags that necessitate close presence to the tag readers, active tags are the suggested solution due to their longer capture distance that make data capture simpler and eventually leads to a more accurate calculation. Obviously, active tags are thicker than the passive ones. Another important feature that should be provided is anti-collision since it allows multiple tags to be read in a single pass.
Employee_Shift PK PK,FK1 PK,FK2 EmpShiftID EmpID ShiftID DateStart DateEnd has PK Shift ShiftID Time

DailyLog PK PK,FK2 PK,FK1 LogID BusID EmpID LogTime Date

has

generate

Employee PK EmpID EmpName AreaID Trip PK ShiftTime live in PK TimeID Description FK2 Area PK AreaID AreaName BusID dedicated for has has FK1

FK1

TripID BusID Date Type LogTime TimeID

has

FK2

Cost PK CostID Date NoOfTrips RateID BusID has supply Rate PK RateID RateType Rate BusID PK has Vendor VendorID VendorName Bus generate PK shuttle BusID BusCapacity VendorID ShuttleBusID

FK1 FK2

FK1

FK1

Figure 1 : A simplified ERD for the conceptual design.

Proceedings of Regional Conference on Knowledge Integration in ICT 2010

492

Figure 2 : System configuration. 5.1.1. Cost (tag, tag reader, and related costs) Even though the RFID tags are getting cheaper, their prices may still be considered high if compared to smart cards and even higher compared to barcode labels. Active tags are more expensive than their passive counterparts (at least one third more expensive). The number of tag readers will be influenced by the location of entry/exit points and the degree of reliability i.e. two tag readers are more reliable in data capturing than one reader. Other related costs include costs for mounting, installing and powering the readers. Road bumpers along designated vehicle entry/exit and providing may be necessary to slow down buses; this is to ensure that the reader is able to capture all tag data in one pass. 5.1.2 User acceptance Successful implementation of other identification technologies such as barcodes may serve as one of the main obstacles to RFID usage. Unless the management is convinced with the benefits (tangible and intangible) that RFID offered, the adoption of RFID systems may not materialize smoothly. Selected proven successful RFID implementation may be used as guiding models. Seminars and posters may serve as tools to educate users. 5.1.3 Policies and procedures Certain current policies and procedures concerning employees attendance and vehicle monitoring may require amendments, e.g. although the employees and vehicle drivers need not have to swipe their ID badges when clocking-in or clocking-out, they need to go through certain areas/paths in order for their tags to be captured by the readers. 5.1.4 Integration In order for the captured data to be used by the current business application system, certain application programs need to be developed either as an intermediary between the current business application system and the database, or as new application programs that directly interact with the captured data.

Proceedings of Regional Conference on Knowledge Integration in ICT 2010

493

5.1.5 Privacy Concerns about privacy and security may not be seen as a critical issue in the current manufacturing environment. Nevertheless, appropriate user education programs should be planned in the anticipation of system rejection. 5.1.6 RFID Standards RFID standards are provided not only by organizations such as the ISO, IEEE and EPCglobal, but also by RFID manufacturers. While some standards cover a wide range of applications, some may be proprietary application-specific standards. In our case, concern about the different standards is considered minimum. 5.2 Benefits Some of the potential benefits are highlighted as follow: 5.2.1. Simplifying data collection Unlike other data collection methods, RFID-based system promotes ease of use through its non-contact and unobtrusive features. Reducing errors. By reducing manual data handling, RFID-based system promotes improved accuracy and reduced errors. 5.2.3 Improved access monitoring By having RFID-based access identification, the company should be able to monitor employees attendance including entrance breach quicker and in a more 5.2.4 Improved transportation utilization monitoring As the information on the vehicles and their arrival and departure time were captured realtime, the Hospitality Services staff will experience less strain in updating and reporting the status and efficiency of the vehicles. These more accurate utilization rates should enable the management in making sound decisions pertaining to the employees transportation such as the viability of routes and the performance of transport vendors. 5.2.5 Productivity The employees should not be too concerned whether they forgot to clock-out for the previous shift or clock-in for the following shift. 5.2.6 Safety With proper usage of the tags, the management should be able to monitor the whereabouts of the employees in the case of accidents or emergencies within the vicinity of the company.

6. CONCLUSIONS
This paper has highlighted the problems faced by a local manufacturing company regarding the identification and monitoring of employees and vehicles. As part of the proposed solution, a background work on RFID systems was presented along with a proposed conceptual database design and system configuration. Real-time information is the keystone to providing correct employee and vehicle information; this will lead not only to a more accurate reporting but also enable further processing be done e.g. cost calculation and transport utilization. This paper also highlighted essential implementation issues and benefits that are worth for consideration before the actual implementation takes place.

Proceedings of Regional Conference on Knowledge Integration in ICT 2010

494

References [1] Ahsan, K., Shah, H. & Kingston,P. (2010) Rfid applications: an introductory and exploratory study. International Journal of Computer Science Issues 7(1:3), 17. [2] Hossain, M.F., Sohel, M.K. & Arefin, A.S. (2009). Designing and implementing rfid technology for vehicle tracking in bangladesh. Natl Conf. on Communication and Information Security, 5558 . [3] Nambiar, A.N.(2009). RFID technology: a review of its applications. World Congress on Engineering and Computer Science, 12531259. [4] Oh, R. & Park, J.(2008). A development of active monitoring systems for intelligent rfid logistics processing environment. Intl Conf. on Advanced Language Processing and Web Information Technology ALPIT 2008, 358361. [5] Wang, Y., Ho, O.K.W., Huang, G.Q., Li, D. & Huang, H. (2008). Study on rfid-enabled real-time vehicle management system in logistics. IEEE Intl Conf. on Automation and Logistics ICAL 2008, 22342238.

Proceedings of Regional Conference on Knowledge Integration in ICT 2010

495