Office photocopier used in HR Project, Wow!

Background

This is an exercise allow employee to opt for remain or withdraw from X - plan. All employee who in the plan require to read and understand the term and control in both dual language, employees require to sign and return to HR department for filling. For those who withdraw from the plan, the payment will be release accordingly.

Solution
Why I use Photocopier rather than convention laser printer or outsource the printing services, Web application? Well, the beauty of current Photocopier machine technology it comes with 4 features in a box, its' capable of photocopier, printer, fax and scanner, the best part of all the speed, support duplex printing and fully integrated with LAN technologies, I got control and able to monitor the printing progress. Secondly, the cost is cheaper and thirdly, already available in the office, fourth, signature for authentication and finally easy back-end processing.

If you have 500 or more employees in your organization, do you believe their hand writing are

• the same?
• readable?

Can you afford 6 Sigma? or you need 100% accuracy? I believe 100% data accuracy,right! So, having all necessary information in database, it will be easier to extract data and pre- populate essential data and send to the Photocopier;

What next? What about data recording?

For data recording, I used Bar-code approach. It is pretty easy, you just need to ensure you have the "Bar Code" font available.

Each employee have unique identifier, normally employee badge number, so the in MS Access - report module, I incorporated employee badge in bar code format as additional information to ease data record.


"Good programmer also make a backup" , I believe that too. So, to prevent employee submit multiple form, an intelligent Excel macro was built to remove any employee submit duplicate form. How this intelligent macro work was its read data from the input device, here I used bar code scanner, the macro will check any duplicate entry in the excel worksheet, prompt user error if there is.

Tools

• MS Access (Table and Report)
• Barcode scanner
• Photocopier c/w network connection
• MS Excel with build-in intelligent macro

Technologies initiative

1. Data upload to local database;


2. Ease manage sorting and distribution method;


3. Use Access report function to prepare dual language documentation; and


4. Incorperate barcode technology in the report for easy recording.