Enhanced Attendance Reporting for SmartLock Pro Plus OPERATOR GUIDE

Transcription

1 Enhanced Attendance Reporting for SmartLock Pro Plus OPERATOR GUIDE February 2014

2 Table of Contents Introduction... 3 Installing the Software... 4 Getting Started... 5 Software Setup... 7 Attendance Zones... 7 Report Viewer... 8 Creating Reports... 9 Templates Creating Templates Creating Attendance Report Tasks Copyright Cansec Systems Ltd. All rights reserved. Enhanced Attendance Reporting for SmartLock Pro Plus Page 2 of 18

3 Introduction During normal operation, the SmartLock Pro Plus access control system software collects data that can be later analyzed for the purpose of determining attendance as well as the amount of time present for a given period of time. The Enhanced Attendance Reporting software application is a fully integrated add-on program for use with SmartLock Pro Plus. The Enhanced Attendance Reporting package produces reports based on Access Granted records stored in the SmartLock Pro Plus audit trail. The Enhanced Attendance Reporting software allows the user to create Templates that can be used in the SmartLock Pro Plus* software to set up Tasks, allowing for scheduled, recurring report generation. Reports are generated based on zones that identify entry and exit points to a building or facility area and operator-specified dates and times. Reports can be saved as importable files for use with other software. *NOTE: You will need SmartLock Pro Plus ver or later in order to be able to create this type of Task. Enhanced Attendance Reporting for SmartLock Pro Plus Page 3 of 18

4 Installing the Software 1. Insert the Enhanced Attendance Reporting mini CD into your CD drive. 2. Go to Computer. 3. Double-click on your CD Drive (usually D:). 4. Double-click on the Setup.exe file to begin installation. 5. The InstallShield Wizard window will pop up. 6. Click NEXT. 7. Read through the license agreement. 8. Select the I accept the terms of the license agreement radio button. 9. Click NEXT. 10. Enter your software serial number (software key). 11. Click NEXT. 12. Enter your company information. 13. Click NEXT. 14. Select the folder that contains your SmartLock Pro Plus software. 15. Click NEXT. 16. Review your installation information. 17. Click NEXT. 18. When the software has successfully been installed, the Install Wizard Complete Window will be displayed. 19. Click FINISH. Enhanced Attendance Reporting for SmartLock Pro Plus Page 4 of 18

5 Getting Started 1. If using Windows 8, click the SmartLock Pro Plus Attendance Reporting tile from the Desktop view, or pull up the sidebar, click Search and select Apps, search for SmartLock Pro Plus Attendance Reporting, then click the program s icon to run the program. On older versions of Windows: from the Start Menu, select All Programs > SmartLock Pro Plus Time and Attendance 2. The SmartLock Pro Plus Attendance Reporting main screen will appear. 3. The Attendance Reporting software is organized into five main sections: Dates - determines the interval of time to include in a report. Zone - allows the user to select and manage attendance areas or zones. Enhanced Attendance Reporting for SmartLock Pro Plus Page 5 of 18

6 Report Properties - specifies the output report file name as well as formatting options. History Files - lists the available historical event files which can be selected as source data for a report. Templates has options for creating and managing Templates that can be imported into SmartLock Pro Plus and used to set up a Task(s) to create reports on a scheduled, repeated basis. Enhanced Attendance Reporting for SmartLock Pro Plus Page 6 of 18

7 Soft ware Setup Before any useful reports can be produced by the Attendance Reporting software, a few pieces of information must be configured; most important are the attendance zones. ATTENDANCE ZONES Zones are one or more card readers which define entry and/or exit to an area. The information from a site's zones will be analyzed when calculating attendance and associated time. The Zone section provides the Edit, New, and Delete buttons for managing the attendance zones that have been, or are to be, defined. The New button opens the zone definition dialog where entry and exit readers are defined. The Zone Name entry is for entering a unique name for the attendance zone. This name will be displayed in the main window s zone selection box. Zone definition is accomplished by selecting readers from the Available Readers list and using the Add button to copy them to the Zone Readers list. To remove a reader from the Zone Readers list, select it and click Remove. The Entry and Exit buttons toggle the entry and exit status for the selected reader. An attendance zone can consist of a single reader only, in which case it may be assigned both the entry and exit status. Multi-reader zones cannot have this dual status. Enhanced Attendance Reporting for SmartLock Pro Plus Page 7 of 18

8 REPORT VIEWER After successful completion of an attendance report, the software can automatically launch the viewing application of your choice. Any word processor can be used by selecting the executable file from the system menu s Set RTF Editor menu item. Microsoft WordPad software is typically present on all Windows -based systems and can be located in the following folder: C:\Program Files\Windows NT\Accessories Use the dialog Browse button to browse to and select wordpad.exe. Remember to select the Automatically launch after report generation option to have the reports immediately displayed after they have been created. Enhanced Attendance Reporting for SmartLock Pro Plus Page 8 of 18

9 CREATING REPORTS The Attendance Reporting software supports several options when generating a report. Click the Browse button to set a name for your file, and choose the location where you wish to save it. The Include User Field drop list allows the inclusion of one of the five user fields in the report. Note: You must create and/or select a Zone before this section becomes available to define. Enhanced Attendance Reporting for SmartLock Pro Plus Page 9 of 18

10 The Summarize by Day option is the default and produces a daily record of hours spent within the zone over the selected date range as shown in the example below. Attendance Report for August 30, 2004 to September 3, 2004 Name Date In Out Hours Exception Abe Aug 31, :04 13:01 02:57 Aug 31, :51 17:49 03:58 Aug 31, :24 23:14 04:50 Sep 1, :12 12:49 02:37 Sep 1, :44 19:12 01:28 Sep 2, :02 12:17 02:15 Sep 2, :42 18:51 01:09 Sep 2, :52 ***** No ClockOut Ben Aug 31, :25 14:10 03:45 Aug 31, :21 19:12 04:51 Sep 1, :11 14:12 04:01 Sep 1, :23 18:32 04:09 Sep 1, :32 22:52 02:20 Sep 2, :20 14:27 04:07 Sep 2, :43 19:31 04:48 Sep 2, :31 22:41 03:10 Enhanced Attendance Reporting for SmartLock Pro Plus Page 10 of 18

11 The Summarize by Period option produces a single total for each user of the hours spent within the zone as displayed below. Attendance Report for August 30, 2004 to September 3, 2004 Name Hours Exception Abe 19:14 Yes Ben 31:11 Enhanced Attendance Reporting for SmartLock Pro Plus Page 11 of 18

12 Selecting both Summarize by Day and Summarize by Period generates a combo report including both the daily detail information in addition to final totals for report date range. Attendance Report for August 30, 2004 to September 3, 2004 Name Date In Out Hours Exception Abe Aug 31, :04 13:01 02:57 Aug 31, :51 17:49 03:58 Aug 31, :24 23:14 04:50 Sep 1, :12 12:49 02:37 Sep 1, :44 19:12 01:28 Sep 2, :02 12:17 02:15 Sep 2, :42 18:51 01:09 Sep 2, :52 ***** No ClockOut Ben Aug 31, :25 14:10 03:45 Aug 31, :21 19:12 04:51 Sep 1, :11 14:12 04:01 Sep 1, :23 18:32 04:09 Sep 1, :32 22:52 02:20 Sep 2, :20 14:27 04:07 Sep 2, :43 19:31 04:48 Sep 2, :31 22:41 03:10 Total Hours: 31:11 Enhanced Attendance Reporting for SmartLock Pro Plus Page 12 of 18

13 The Ignore Exceptions option is used with the combo Summarize by Day and Period report. This option instructs the software to calculate the Total Hours figure regardless of whether a clock-out exception occurred. Normally a total is not calculated in this case as one or more of the entries in the Hours column are missing. Attendance Report for August 30, 2004 to September 3, 2004 Name Date In Out Hours Exception Abe Aug 31, :04 13:01 02:57 Aug 31, :51 17:49 03:58 Aug 31, :24 23:14 04:50 Sep 1, :12 12:49 02:37 Sep 1, :44 19:12 01:28 Sep 2, :02 12:17 02:15 Sep 2, :42 18:51 01:09 Sep 2, :52 ***** No ClockOut Total Hours: 19:14 Ben Aug 31, :25 14:10 03:45 Aug 31, :21 19:12 04:51 Sep 1, :11 14:12 04:01 Sep 1, :23 18:32 04:09 Sep 1, :32 22:52 02:20 Sep 2, :20 14:27 04:07 Sep 2, :43 19:31 04:48 Sep 2, :31 22:41 03:10 Total Hours: 31:11 Enhanced Attendance Reporting for SmartLock Pro Plus Page 13 of 18

14 The CSV Output Format generates reports as discussed perviously, but outputs the file in a standard comma delimited format (CSV) suitable for use with spreadsheet software such as Microsoft Excel. The CSV format is often useful when additional data manipulation is desired. Enhanced Attendance Reporting for SmartLock Pro Plus Page 14 of 18

15 Templates Templates are used within the SmartLock Pro Plus software when creating scheduled Attendance Report Tasks. The Template defines what time period, Zone, and properties will be included in a report, and the Attendance Report Task *(created in the SmartLock Pro Plus software) will determine the schedule for when and how often the report will be created. *NOTE: You will need SmartLock Pro Plus ver or later in order to be able to create this type of Task. CREATING TEMPLATES In the Templates section of the SmartLock Pro Plus Attendance Reporting software, click New. The Template window will appear: Enhanced Attendance Reporting for SmartLock Pro Plus Page 15 of 18

16 Creating a Template is very similar to setting the definitions for a regular report, though there are two differences: You must give the Template a name before you can save it. A unique or descriptive Template name will help you easily identify Templates, especially if you need to create many different ones for different purposes. The Period Definition lets you set the day and time range you want included in your report. CREATING ATTENDANCE REPORT TASKS In the SmartLock Pro Plus software, go to Tasks View. If you have already created and saved a Template in the SmartLock Pro Plus Attendance Reporting software, you will see a new type of Task: Attendance Report. Enhanced Attendance Reporting for SmartLock Pro Plus Page 16 of 18

17 Select the Attendance Report Task type. Choose the Template you want from the Template Names dropdown. Choose the days, dates, times and how often you want this task to occur. Click OK to create the Task. Enhanced Attendance Reporting for SmartLock Pro Plus Page 17 of 18

18 Your Task will show up in the Task View screen. SmartLock is a registered trademark of Cansec Systems Ltd. Microsoft and Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries. Enhanced Attendance Reporting for SmartLock Pro Plus Page 18 of 18