The cloud system G Suite for Education is used in FEM CULS for two years. Applications built on the Google Script are starting to forms at SIS FEM as a follow up of the G Suite implementation and development project. With Google Script it is possible to communicate and build online applications within the Google products on the basis of scripting (Java Script). Google Scripts can cooperate with Google Drive, Gmail, Calendar, Forms, and many more. Application development for G Suite is managed by the Development Team of SIS FEM, specifically the AppVenture Student Development Team. The only condition for a good functioning of most applications is to have an active G Suite account at FEM.
Some of the completed G Suite applications are presented below and other applications are being prepared.
Application for the evidence of working hours of FEM staff
A well-functioning solution for the staff attendance system in G Suite is the first project. The solution is to connect Google Sheets and Calendars. The application is developed in cooperation with the Department of Management, but the final solution should be applicable to any unit or department of FEM.
The main objective of the project is to replace the obsolete paper form of the so called book of arrivals and departures. On one hand it is necessary to fulfil the statutory duty to register working hours (the employer must carefully record the working hours of his employees), on the other hand it creates a good opportunity to record working hours in the modern environment of G Suite. G Suite Calendar and Sheet also bring many other benefits, such as the ability of sharing with other users.
The prerequisite of good functioning of the application is that each employee records working hours and other types of events, such as vacation or sickness, in the Google Calendar. The calendar data are then imported by the application into the so-called personal attendance table. The employee's personal attendance table includes a list of working days, the total number of working hours and the number of sick days or vacation for a given period (usually a month). The head of the department will receive a summary of the attendance of all employees for each month of the year. The summary table contains colour-coded cells for working hours, sick days and vacation, and total statistics of hours worked, number of sick days and vacation.
This monthly summary can be then printed (and signed), archived (copied), or exported to MS Excel, PDF, CSV.
A part of the project is an additional feature for importing a personal timetable from the University Information System (UIS) into the Google Calendar.
Summary tables and calendars can be displayed on a simple website created on Google Sites and shared within the unit or the department.
Application for recording and forwarding of externists work-reports
An application to help process the work-reports of the SIS FEM external staff is being developed. This application can be customized for other use, such as employee reward processing system or any central administration of reports. The app is based on Google Sheets.
The application creates copies of reports according to a predefined template and share them with the individual externists. They will receive an email with a link of the document, which necessary to fill in by a set deadline.
The head of the department imports all reports into the summary monthly table by one command. An overview of employees with their total hours is automatically generated by the import. This overview is loaded from the individual reports. It also show the total amount to be paid calculated by the employee's’ hourly rates.
The head of the department maintains the management sheet of the table, which includes a list of externists, their names and emails to identify them in the G Suite. The head of the department can choose the type of contract for each employee (the agreement on performance of work, the agreement on working activity), an hourly rate, or a reward. For certain types of contracts it is possible to set an alert if a certain limit for the number of hours worked per month has been exceeded.
The head of the department approves the correctness of each report and closes the period. A notification email will be sent to the employee after each operation, such as acceptance and approval of the report. Notifications can be disabled for individual employees.
A form with a payment order is created automatically after filling in the monthly summary table. This form can be printed out and submitted for reimbursement.
Application for file processing in the Photo Bank FEM
Google Drive and Google Web were selected to save and share photos and other graphic materials. The photo catalog name is Photo Bank FEM. The photo bank should allow easy search of documents - photos by keywords.
We have a set of applications ready for the Photo Bank FEM. One of them automatically creates photo lists from Google Drive folders. These lists include in addition to other details, a file name, custom previews and a list of keywords (tags). The keywords can be edited in the application and updated in the source files.
Other applications are able to rename files by a specified pattern, or create unified keywords by the file name (for example, it will be able to identify and write down the author of the photo). A special application is able to convert the old keyword system into a new one (eg adds missing separators).
These applications are intended only for the internal use of the Photo Bank FEM administrators.
