| Submitted To | Embu Water and Sanitation Company (EWASCO) |
| Prepared By | Comptracks Systems – Business Management Solutions |
| Date | 7 July 2026 |
| Reference | CTS/EWASCO/2026/001 |
| Classification | CONFIDENTIAL |
| Document Type | Executive Boardroom Proposal |
| Implementation Investment | KES 250,000 (One-Time) |
| Monthly Subscription | KES 10,000 per Month |
7 July 2026
Dear Sir,
We are pleased to present this executive proposal for a GPS-enabled Workforce Attendance Management System tailored to the operational requirements of Embu Water and Sanitation Company (EWASCO).
We understand that EWASCO manages multiple remote operational sites where accurate attendance monitoring and workforce visibility present considerable challenges under conventional methods. Manual registers and unverified clock-ins create significant risk of payroll fraud, proxy attendance, and inaccurate workforce data.
Comptracks Systems has developed an enterprise-grade platform combining real-time GPS location verification, biometric facial authentication, centralised administration, and payroll-ready reporting into a single scalable system designed specifically for multi-site organisations.
The proposed solution will provide management with real-time visibility across all operational sites while significantly reducing attendance fraud, proxy clock-ins, and payroll discrepancies. The system is architected to scale as your operational footprint grows.
This proposal covers the solution in full — system architecture, authentication model, fraud controls, payroll integration, client requirements, implementation timeline, and investment schedule.
We appreciate the opportunity to partner with EWASCO and remain available to present this proposal, address questions, or arrange a live demonstration.
Yours faithfully,
Comptracks Systems
Business Management Solutions | info@comptracks.co.ke
This proposal presents Comptracks Systems' GPS-Based Remote Site Attendance Management System for EWASCO. The platform delivers a centralised, mobile-driven attendance solution enforcing strict geolocation and biometric identity verification across all operational sites. All transactions are transmitted securely to a central server, enabling real-time workforce visibility, audit-ready records, and seamless payroll integration — replacing unreliable manual registers with an enterprise-grade, fraud-resistant platform.
| Component | Description |
|---|---|
| Android Mobile Application | Employee clock-in / clock-out app with GPS and camera integration |
| PHP REST API Backend | Secure server-side processing of all attendance transactions |
| MySQL Database | Centralised store for employees, sites, records, and audit logs |
| Web Administrative Dashboard | Real-time monitoring, reporting, and configuration portal |
| GPS Geofencing Engine | 50-metre strict radius enforcement via Haversine formula |
| AI Facial Verification Engine | Live biometric face comparison against stored employee embeddings |
| Fraud Detection & Audit Module | Full logging of all accepted and rejected attendance attempts |
| Payroll Integration Module | Payroll-ready exports (Excel / CSV / API) |
| Parameter | Rule |
|---|---|
| Site Coordinates | Retrieved dynamically from the API at each clock-in attempt |
| Permitted Radius | Maximum 50 metres from the assigned site centre point |
| Distance Calculation | Haversine formula (geodesic distance) |
| Distance ≤ 50 m | Proceed to facial verification |
| Distance > 50 m | Instant rejection — attempt logged with GPS coordinates |
| Mock GPS Detection | Active — spoofed GPS signals detected and rejected |
| Control | Description |
|---|---|
| Live Photo Capture | Photograph taken in real time via the front camera |
| Embedding Comparison | Live photo compared against stored employee reference embeddings |
| Match Threshold | Score must meet the configured threshold; below = instant rejection |
| Liveness Detection | Pre-recorded images, printed photos, and screen replays are rejected |
| Gallery Prevention | Only live camera captures accepted — gallery uploads blocked |
The system integrates directly with EWASCO's payroll processes. Attendance data captured includes: Days Worked, Hours Worked, Overtime, Night Shift, Public Holidays, Leave, Late Arrivals, Early Departures, Missing Clock-Outs, and Attendance Exceptions.
| Integration Method | Description | Availability |
|---|---|---|
| Excel Export | Payroll-formatted report for import into payroll software | Included |
| CSV Export | Compatible with most payroll systems | Included |
| API Integration | Direct API-to-API integration where the payroll system supports it | Subject to third-party API |
| Requirement | Specification |
|---|---|
| Device | Android smartphone per field employee |
| Operating System | Android 10 or later (Android 12+ recommended) |
| Camera | Functional front-facing camera required |
| GPS | Hardware GPS module required |
| RAM / Storage | Minimum 2 GB RAM; 500 MB free storage |
| Requirement | Specification |
|---|---|
| Internet | Mobile data (3G min; 4G recommended) or Wi-Fi at each site |
| GPS Signal | Outdoor GPS fix must be obtainable at each operational site |
| Layer | Technology |
|---|---|
| Mobile App | Android (Java) — APK distributed to enrolled devices |
| Backend API | PHP REST API — token-authenticated secure endpoints |
| Database | MySQL — relational database with full transactional integrity |
| Dashboard | Responsive web application — accessible from any browser |
| Facial Recognition | AI-based facial embedding and similarity engine |
| Geolocation | Android Location Services — Haversine formula |
| Security | HTTPS / TLS encryption; API token authentication |
A structured phased approach ensuring smooth deployment with minimal disruption to EWASCO operations.
| Component | Description | Amount (KES) |
|---|---|---|
| Requirements Analysis & Solution Design | Business process review, site survey, architecture | Included |
| Android Mobile Application | Custom attendance app (APK) | Included |
| PHP REST API Backend | Secure attendance processing engine | Included |
| Web Administrative Dashboard | Management reporting and monitoring portal | Included |
| GPS Geofencing & AI Facial Verification | Geofence setup; biometric engine & employee enrolment | Included |
| Payroll Integration & Audit Module | Payroll exports (Excel/CSV); full audit trail | Included |
| Deployment, Training & Documentation | Installation, go-live support, training, user guide | Included |
| Total One-Time Project Investment | KES 250,000 | |
| Services Included | Amount (KES/Month) |
|---|---|
| Cloud Hosting, Database Administration, Daily Backups & Disaster Recovery | Included |
| Security Patches, Software Updates & Performance Monitoring | Included |
| Remote Technical Support & Troubleshooting (Telephone & Email) | Included |
| Monthly Managed Support Subscription | KES 10,000 |
| Optional Service | Pricing |
|---|---|
| Additional Remote Site Configuration | Quotation upon request |
| Third-Party Payroll System API Integration | Subject to API availability; quoted separately |
| HR System Integration | Quotation upon request |
| SMS Attendance Notifications | Based on SMS usage volume |
| Attendance Kiosk Mode / Fingerprint Device Integration | Quotation upon request |
Comptracks Systems specialises in enterprise-grade workforce management and attendance systems for multi-site organisations. Our solutions are built around the operational realities of Kenyan organisations, combining robust technology with practical implementation and responsive long-term support. We partner with clients as long-term technology partners, ensuring systems evolve as the organisation grows.
By signing below, authorised representatives of both parties confirm acceptance of this proposal and authorise commencement of the implementation process.
For and on Behalf of Comptracks Systems
Authorised Signatory
Comptracks Systems
Date: ___________________________
For and on Behalf of EWASCO
Managing Director / Authorised Representative
Embu Water and Sanitation Company
Date: ___________________________