Preparing staff master data before a canteen system goes live

Many of the problems in the first week of a smart canteen are caused not by the hardware but by staff data. Staff who cannot log in, faces that are not recognised and reports that cannot be split by department all trace back to the staff file imported into the system.

This post sets out the data fields required, how to prepare face photos and the order in which to configure categories before go-live, based on real requirements from factory canteen projects.

The seven staff data fields

In one factory project, the staff import file was agreed with seven fields. Each field serves a specific purpose in login, recognition or reporting.

• Plant: separates data when a company has several plants or production areas
• Department: used to filter and count meals
• Section: a finer level than department, suited to organisation by workshop or team
• Cost code: used to allocate meal costs to each cost centre
• Position: distinguishes groups of staff
• Employee ID: the primary key, used as the login name and to match face photos
• Employee name: shown on the counter screen at collection

The employee ID is the key to the whole system

Factory workers usually have no company email. The login screen and the user creation screen were therefore changed from email address to user name, with the employee ID as the default user name. Staff log in with their own ID and the default password issued to them, then change the password in their account settings.

The employee ID is also the common field used to match staff records with the photo folder. If an ID is duplicated, or the ID format in the Excel file differs from the photo file names, the system cannot match the right person to the right face.

Preparing face photos

Face photos are placed in a folder and matched to staff by employee ID. In practice the photo folder builds up over years and includes people who have left, while the Excel file holds only active staff and is kept up to date. The rule is that the Excel list of active staff is the reference, and the photo folder is only used to match against that list.

• Name each photo file with the exact employee ID
• List staff who are in the Excel file but have no photo, and take their photos
• Leave photos of people who have left out of the import
• Use front-facing, clear photos, since staff also look straight at the terminal when collecting

Configure categories before adding users

Besides staff, administrators need to create the categories users will pick from when ordering. The user guide follows this order.

1. 1Create shifts
2. 2Create dish categories
3. 3Create the collection lines
4. 4Add dishes to the library
5. 5Add staff
6. 6Create menus for each week, day and shift

Shift and dish names should match what workers already call them. In one project the shifts were renamed Lunch shift, Afternoon shift, Night shift and 3pm shift, and the dishes were named Combo 1, Combo 2, Upgraded dish and Vegetarian. The system lets one person order several meals in a day, one per shift, so the shift list needs to match the actual work schedule.

Keeping data current after go-live

The staff list changes constantly with new hires and leavers. Administrators can add staff one at a time on the web, or use the integration API to synchronise current staff, new hires and recent leavers with their photos automatically. Counter devices then sync the user list from the server.

Agree who is responsible for updates from the start. Leavers who are not removed still have an ordering account, and new starters who are not added cannot collect a meal at the counter.

Frequently asked questions

Are all seven fields mandatory?

These seven fields were the agreed requirement in a live project. Employee ID and name serve login and the counter display, while the other fields serve filtering, reporting and cost allocation.

How do workers without email log in?

The user name is the employee ID and the system does not use email. Staff change their password after the first login.

What if the photo folder includes people who have left?

Photos are only used when the ID matches the active staff list. Active staff without a photo need to be photographed before go-live.

Can data be pulled automatically from HR software?

Yes, through the integration API, which synchronises current staff, new hires and leavers with their photos. Factories can also add people one at a time on the web.