JANUS Access Control. User Guide. Version 1.0

Transcription

1 JANUS Access Control User Guide Version 1.0 August 2010

2 JANUS Access Control User Guide Issue 1.0, released August 2010 Disclaimer Copyright 2010, Grosvenor Technology. All rights reserved. All brands, names, or trademarks appearing in this document are acknowledged as the trademarks of their respective owners. No part of this document may be reproduced in any form or by any means for any purpose without the written permission of Grosvenor Technology. Whilst we make every effort to ensure the accuracy of our publications, Grosvenor Technology assumes no responsibility or liability for any errors or inaccuracies that may appear in this document. Grosvenor Technology Ltd. Millars Three Southmill Road Bishop s Stortford Herts CM23 3DH Telephone: +44 (0) Fax: +44(0) support@gtl.biz Website: JANUS Access Control 2 Version 1.0

3 Contents Preface...7 About JANUS... 7 About this guide... 7 Technical support... 8 Getting started...9 Overview...10 Key elements...10 How access control works...10 System overview hardware...11 The IDC...11 The IPC...12 System overview software...13 Core applications...13 Extended applications...14 Advanced optional modules...14 Starting the applications...15 Starting the Comms application...15 Starting the Database Update application...15 System security...16 Replacing the default logon...16 Changing your password...17 User interface basics...18 Database Update menus...18 Database Update main toolbar...22 Database Update large toolbar...23 Example window layout...24 Entering data in fields...24 Daily administration About JANUS basic data...28 Card records...28 Creating a new card record...28 Basing a new card record on an existing record...31 JANUS Access Control 3 Version 1.0

4 Reviewing existing card records...32 Finding a card record...32 Modifying a card record...33 Suspending cards that have not been used...33 User records...34 Creating a new user record...34 Adding a photo ID or a signature to a user record...36 Reviewing existing user records...38 Access groups and access rights...38 Setting up access rights...38 Setting up access group names...40 Restricting access rights to specified user IDs...40 System modes and mode schedules...41 Creating a new system mode...41 Viewing and modifying a system mode...43 Deleting a system mode...43 Setting up system mode schedules...43 Creating a new time zone...45 Monitoring the system About the Report/Guard screen application...48 Starting the Report/Guard screen application...48 Viewing alarms...49 Getting the next alarm...49 Reviewing a selected alarm...50 Changing system controls...51 Changing a system mode...51 Controlling outputs...52 Controlling the system state...53 Viewing areas and actions...54 Viewing areas...54 Viewing a user s latest actions...55 Using the graphical tool...56 Reporting About reporting...58 Reporting basics...58 Starting the Reporting application...58 Reporting the main window...59 Reporting menu options...60 JANUS Access Control 4 Version 1.0

5 System Report Definitions...62 Reporting filter controls...64 Reporting filter operators...65 Reporting single and double pass reporting...68 Managing report templates...68 Creating a report template...69 Saving a template...70 Copying a report template...71 Modifying a report by changing the filter controls...72 Sharing/restricting a report template...73 Renaming a report template...74 Reassigning a report template...74 Deleting a report template...74 Running and managing reports...75 Running a report...75 Searching a report...76 Printing a report ing a report...78 System set up Communications hardware...80 Setting up the communications hardware...80 Setting up a comms line...80 Setting up a remote line controller...82 Setting up a modem...83 Controllers, doors and readers...84 Setting up a controller...84 Setting up a door...86 Setting up a reader...89 Setting up a reader group...92 Advanced features...93 Setting up anti-passback...93 Setting up an input...96 Setting up an output...99 Setting up actions Reporting and routing of system events Glossary JANUS Access Control 5 Version 1.0

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7 Preface This User Guide provides information on setting up and maintaining the JANUS access control system. This version of the document relates to Release It may not include changes incorporated in later versions of the software. Date of latest update: August About JANUS JANUS is a powerful yet easy-to-use access control system that allows you to control, manage and report on physical access to property, buildings or rooms. The JANUS system includes both hardware and software: The JANUS hardware consists of Intelligent Door Controllers (IDCs) and Intelligent Peripheral Controllers (IPCs). These controllers are responsible for making each decision regarding access to or from an area, automatic control of equipment, and the reporting of alarms and events. The JANUS software is responsible for storing and maintaining the system database, viewing system activity, displaying alarm messages, and transferring control data to and from the IDCs and IPCs. About this guide This User Guide provides an introduction to JANUS and explains how to set up information using the Database Update Program. This manual should be read by anyone who is responsible for the day to day running of the JANUS system and by anyone who is installing and configuring the system. JANUS Access Control 7 Version 1.0

8 Technical support If you need assistance or technical support for your JANUS system, please contact Grosvenor Technology as follows: Web: Technical website: FTP Site: ftp.grostech.com A username and password for the FTP site are available from technical support. JANUS Access Control 8 Version 1.0

9 Section 1 Getting started This section provides an overview of the JANUS access control system. It includes the following sections: For an overview of the system, see Overview on page 10. For a summary of the system hardware, see System overview hardware on page 11. For a summary of the system software, see System overview software on page 13. For information on starting up the Comms and Database Update applications, see Starting the applications on page 15. For information on passwords and security, see System security on page 16. For an introduction to the Database Update Program, including the options available on the menus and toolbars, see User interface basics on page 18. JANUS Access Control 9 Version 1.0

10 Overview This section provides a brief overview of the JANUS access control system. Key elements The key elements are as follows: The main PC/server is used to run the core JANUS software, to store and maintain the system database, to view system activity, to display alarm messages, to pass control data to the intelligent controllers on the system and to receive transaction data from them. There may be any number of administrator PCs which can be used for administration, ID card production, alarm management, running reports, and management of various third-party systems. The Intelligent Door Controllers (IDCs) and Intelligent Peripheral Controllers (IPCs) are at the heart of any JANUS access control system. The IDCs and IPCs are connected to the main server via a TCP/IP network or a comms line and store and evaluate the system parameters that have been assigned to it from the server. The IDC or IPC makes every decision regarding access to or from an area, the control of equipment, or when to report alarms and events (including local, remote, audible and visual alarms). Once loaded with configuration data from the server/main PC, the IDC or IDC is capable of executing full security at door level without reference to the server/main PC other than: Receiving updates and alterations to system data. Report transactions to history files, alarm screens or printers. Carrying out global system functions such as anti-passback. How access control works Every person holds a card which is uniquely identified with a card number. Every card belongs to one or more access groups. Each reader on the system belongs to a reader group, normally the name of the area to which the reader controls access (such as Accounts, Maintenance, Directors Offices). Access groups (people) are then given authority to use a specific reader group which will allow them access to each of the readers within that group. When a card is presented to the reader, if the card is valid, the IDC opens the door. The IDC reports the decision, together with date/time details, to the main PC, where details are recorded in the database. Time plays an important role within JANUS. Various time zones are defined with up to three on/off periods per day for every day of the week. JANUS Access Control 10 Version 1.0

11 JANUS can operate with up to eight system modes, any or all of which can be active at the same time. The link between these elements is made by creating an access right where an access group is linked to a reader group, time zone and mode. This permits the valid access of an access group to all of the readers within the reader group but only within the specified time zone and whilst the mode is active. System overview hardware The Intelligent Door Controller (IDC) and the Intelligent Peripheral Controller (IPC) are the heart of any JANUS system. The IDC An IDC manages door access within the system. Key features of the IDC are as follows: Multi-drop RS485 or TCP/IP connectivity versions. Supports 2 readers with optional PIN; supports 1 or 2 door configuration. Supports any modern reader technology. Supports additional 6 alarm inputs (supervised) and 4 relay outputs. Includes 2A power supply with battery back-up. Tamper to enclosure. 12,000 cards at controller (65,000 or 110,000 with memory expansion). Real-time processing at door. Local LED and sounder outputs. Memory buffer while off-line (up to 4,000 events). Flash memory can be updated while system is working. Comprehensive remote diagnostics. IDC-485 IDC-485 controllers can be connected together with up to 32 IDC nodes forming a JANUS comms line. 2 or 4-wire data cabling interconnects the RS485 IDCs, and a RS232 or USB comms line header connects the entire comms line directly into the server/main PC. Alternatively, a TCP/IP comms line header (Ethernet converter) connects the comms line via a private or corporate network infrastructure. Any number of comms lines can be installed. No matter how small or large, the comms line header is the only variant in the system design. No other controller, reader interface, or hierarchical processor is required. JANUS Access Control 11 Version 1.0

12 IDCe The IDCe is an Ethernet-ready controller and does not require interconnecting wiring between the IDCe nodes. Each board has its own TCP/IP address and connects directly onto a LAN or WAN via an on-board RJ45 Ethernet adaptor. An IDCe is exclusively tied to its nominated JANUS system and employs the Rijndael advanced encryption standard (AES) to further protect against sabotage and malicious attack. The IPC The Intelligent Peripheral Controller can be used to provide additional peripheral support. It provides a means of connecting any alarm, switch or relay function to the system. Features of the IPC are: Multi-drop RS485 or TCP/IP connectivity versions. Supports up to 16 supervised alarm inputs. Supports up to 16 change-over relay outputs. IPC-485 IPC-485 controllers can be connected together with up to 32 IPC or IDC nodes to form a JANUS comms line. 2 or 4-wire data-cabling interconnects the IPCs and a RS232 or USB Comms line header connects the entire comms line directly to the main server/pc. Alternatively, a TCP/IP comms line header (Ethernet converter) connects the comms line via a private or corporate network infrastructure. IPCe The IPCe is an Ethernet ready controller and does not require interconnecting wiring between the IPCe nodes. Each board has its own TCP/IP address and connects directly onto a LAN or WAN via an on-board RJ45 Ethernet adapter. An IPCe is exclusively tied to its nominated JANUS system and employs the Rijndael advanced encryption standard (AES) to further protect against sabotage and malicious attack. JANUS Access Control 12 Version 1.0

13 System overview software The JANUS access control system consists of a number of separate software applications. The core applications are always installed as part of the main install, while the optional applications are installed and licensed separately. The main PC/server is used to run the core JANUS software, to store and maintain the system database, to view system activity, to display alarm messages, to pass control data to the intelligent controllers on the system and to receive transaction data from them. There may be any number of administrator PCs which can be used for administration, ID card production, alarm management, running reports, and management of various third-party systems. Note the following: The system requires a USB dongle. Licence details are provided in a file (*.gtl). If updates are required, a new file can be ed to you. The system is supported on the following operating systems: XP Professional (SP3), 2003 Server, VISTA (Business), 2008 Server and Windows 7 (32-bit versions). Note: This documentation assumes that the software has already been installed. For installation documents, see the technical website or contact Technical Support. See Technical support on page8. Core applications The Comms application allows the system server/main PC to communicate with the system controllers and other software components. It must run at all times so that messages can be passed between the system components. The Database Update application is used to add, edit and delete system information. It sends data to the Comms application so that system hardware can be updated. The Report/Guard Screen application is used to monitor system events in real-time and control and monitor system equipment. The Report Generator application is used to generate customised on-screen and printed reports. These reports are generated from the JANUS database and archived history and operator activity data. The Licence Manager allows new system applications to be licensed without changes to the system dongle and to update system capabilities without the need for a system reboot. JANUS Access Control 13 Version 1.0

14 The Archive application is used to archive system history and operator activity information, and to back up the system configuration files. The Engineering Log is used to manually enter system events such as repairs and planned maintenance, so they can be updated, archived and reported on. Examples of entries could include: Installation of new hardware. Firmware updates. Equipment faults. Pictures and Word documents as supporting documentation. The Incident Log is used to manually enter incidents and events that may occur in a busy environment and need to be tracked or logged. They can subsequently be updated, archived and reported on. Examples of entries could include: Lost or stolen money or personal equipment. Health and safety issues such as reported accident details. Regular events such as fire tests or safety checks. Pictures and Word documents as supporting documentation. Extended applications The following are optional modules which can enhance the JANUS access control system: The Card Production application allows you to design and produce ID cards incorporating photographs, signatures and logos. It can interface to live video, digital cameras, scanners and signature tablets, and can import existing files created by other systems The Guard Tour application enables you to create and manage structured tours of premises, and to monitor the progress of guards as they perform those tours. The Pictures application allows you to display photos of cardholders for card transactions in order to verify identity. For example, a guard can view the picture of the cardholder and visually compare it to the person who has entered a door. The Event Relay application allows users to set up actions based on defined events that happen within the access control system, such as locking doors, notifying users by or interfacing with external systems such as CCTV systems. Advanced optional modules SQLExec. Used to update a JANUS system with data from an external data source, such as an existing personnel database, or student records. It works by executing SQL statements against the source database (either from stored procedures or a text file) and applying the results to the live system. The same results may also be stored in a log file. JANUS Access Control 14 Version 1.0

15 SMS and Messaging JANUS Enterprise solutions. Multiple JANUS systems working together. A common database centrally controls and manages credentials, users and access authorities for any number of JANUS systems located anywhere in the world. Note: These optional applications are not described in this documentation. For relevant documentation, see the technical website or contact Technical Support. See Technical support on page 8. For information about the optional JANUS modules please contact your JANUS system provider or sales@grosvenortechnology.com. Starting the applications JANUS consists of a number of separate applications, which you need to start separately. Starting the Comms application The JANUS Comms application controls and manages communications between the JANUS server/main PC and the access control equipment. Warning: JANUS Comms only runs on the server/main PC and must be running at all times so that system updates are applied and events/alarms can be passed around the system. To start JANUS Comms 1. Select Start > All Programs > JANUS for Windows Support > JANUS Comms. There is a small delay while system files are configured and applied. 2. When this process is finished, click the minimise button at the top right of the JANUS Comms window. JANUS Comms is now running and an icon will be displayed on the task bar at the bottom of the screen. Starting the Database Update application The JANUS Database Update application is used to enter and edit system data and configuration. It also allows you to generate system and historical reports. To start the JANUS Database Update application 1. Select Start > All Programs > JANUS for Windows > JANUS Database. 2. There is a small delay while the application is loaded and the Database Update Log- On dialog is displayed. 3. Type your system name into the User ID field. If you do not have an ID of your own you may be able to use the default which is JANUS. JANUS Access Control 15 Version 1.0

16 4. Type your Password into the Password box. If you have used the default ID, you can use the default password which is JANUS. Warning: For the security of your system, we strongly recommend that the default log on is removed immediately after the system has been commissioned. The Database Update application, the Report/Guard screen and the other separate applications are controlled by a system ID and password. Once your system ID and password have been set up, you can use the same ID and password to log on to all applications. System security Note the following important points about security: You need to log in to the JANUS applications, using an ID and a password. Default log in IDs and passwords apply initially, but we strongly recommend that you change them. Never let anyone else use your log in ID or password. For audit purposes, your identity is logged against every action that you take on the system. Keep your password secret and do not write it down. Change your password regularly. Replacing the default logon When the JANUS applications are first installed you can only log on using the default name and password of JANUS /JANUS. One of your first tasks should be to enter your own name and password in place of the default so that you can log on in your own right and also stop unauthorised persons logging on using the default. To set up a new logon to replace the default 1. If the Database Update application is not running, select Start > All Programs > JANUS for Windows > JANUS Database. There is a small delay while the application is loaded and the Database Update Log-On dialog is displayed. Log on as JANUS/JANUS. 2. Once logged on, select Open > System > Logon Authorisation and the Logon Authorisation dialog will open. JANUS Access Control 16 Version 1.0

17 3. Click Choices/F2 and click on the JANUS entry. 4. Click OK. (Alternatively, you can double-click on the JANUS entry and the JANUS logon record will be displayed.) 5. Delete the word JANUS from the User ID field and type in your own name. 6. Click on the Password field, delete the password (which will appear as asterisks) and type in your own password. 7. Leaving the other fields unchanged, click the Save/F10 button to save the record. The default user JANUS /JANUS has now been replaced by your own name and password and the default has been removed. Warning: Make sure you remember your password. If you forget it there is no way you can log on again. Changing your password For security reasons, we recommend that you change your log-on password regularly. To change your password 1. In the Database Update application, select Program > Change Password or press Alt-P. The Change Password dialog opens. JANUS Access Control 17 Version 1.0

18 2. Enter your existing password in the Old password field to confirm your current logon. 3. Enter your chosen new password in the New password field and confirm it in the Verify new password field. 4. Click OK to save your changes. User interface basics This section explains the basics of finding your way around the Database Update Program, using the menu and the two toolbars. Database Update menus Within the Database Update Program, all commands and options are available from the menus. Program menu The Program menu includes general options for managing the Database Update Program: Option Shortcut key Description Change Password Alt-P Allows you to change your log in password. See Changing your password on page 17. Logoff Alt-Q Logs off the Database Update Program, redisplaying the Logon dialog. Exit Alt-F4 Closes the Database Update Program. Open menu The Open menu includes options for opening dialog boxes for updating the database: Option Description Cards Users Asset Time Zones Opens the Cards dialog, allowing you to view or edit cards. See Card records on page 28. Opens the Users dialog, allowing you to view or edit users. See User records on page 34. Opens the Asset dialog, allowing you to view or edit details of items marked with asset tags. Opens the Time Zones dialog, allowing you to view or edit time zones. See Creating a new time zone on page 45. JANUS Access Control 18 Version 1.0

19 Option Description Modes Mode Schedules Access Groups Reader Groups Access Rights Actions Anti-Passback Hardware Opens the Mode dialog, allowing you to view or edit system modes. See System modes and schedules on page 41. Opens the Mode Schedule dialog, allowing you to view or edit mode schedules. See System modes and schedules on page 41. Opens the Access Group dialog, allowing you to view or edit access groups. See Access groups and access rights on page 38. Opens the Reader Group dialog, allowing you to view or edit reader groups. See Setting up a reader group on page 92. Opens the Access Rights dialog, allowing you to set up or view access right combinations. See Access groups and access rights on page 38. Opens the Action dialog, allowing you to view or edit actions. See Setting up actions on page 100. Opens the Anti-Passback dialog, allowing you to view or edit anti-passback configuration. See Setting up anti-passback on page 93. Allows you to select a submenu with the following options to manage hardware elements: Modem. Opens the Modem dialog; see Setting up a modem on page 83. Comms Line. Opens the Comms Line dialog; see Setting up a comms line on page 80. Remote Line Controller. Opens the Remote Controller dialog; see Setting up a remote line controller on page 82. Box > Config. Opens the Box dialog; see Setting up a controller on page 84. Box > Reporting. Opens the Box Reporting dialog; see Setting up controller event reporting on page 102. Door > Config. Opens the Door dialog; see Setting up a door on page 86. Door > Reporting. Opens the Door Reporting dialog; see Setting up door event reporting on page 104. Reader > Config. Opens the Reader dialog; see Setting up a reader on page 89. Reader > Reporting. Opens the Reader Reporting dialog; see Setting up reader event reporting on page 106. Lift Control. Opens the Lift Control dialog. JANUS Access Control 19 Version 1.0

20 Option Reporting System Suspend unused Cards Description Input > Config. Opens the Input dialog; see Setting up an input on page 96. Input > Reporting. Opens the Input Reporting dialog. See Setting up input event reporting on page 107. Output > Config. Opens the Output dialog; see Setting up an output on page 99. External Alarm. Opens the External Alarm dialog. Allows you to select a submenu with the following options to configure reporting: Devices. Opens the Report Device dialog, allowing you to configure devices that reports are sent to. Messages. Opens the Message dialog, allowing you to configure the messages that are sent. Destinations. Opens the Reporting Destinations dialog, allowing you to configure the destinations for various reporting groups. See Reporting and routing of system events on page 101 for details of configuring JANUS reporting. The system menu option displays a submenu containing various options for setting up new log-ons and editing system database tables. These options are intended for system administrators. Note the following: Logon Authorisation. Displays the Logon Authorisation dialog allowing you to view and create new user log-ons. Logon Level Setup. Displays the Level dialog allowing you to view and define the details of access for different user logon levels. This option allows you to suspend cards that haven t been used for a specified time. See Suspending cards that have not been used on page 33. Report menu When this option is selected, the JANUS Reporting program is opened. See About reporting on page 58. JANUS Access Control 20 Version 1.0

21 Window menu The Window menu includes options for rearranging open windows. This only appears when windows are open. Option Shortcut Key Description Tile - Rearranges the open windows in tiled formation, so that all windows are fully visible. Cascade - Rearranges the open windows in a stack so that all title bars show. Arrange Icons - Arranges all minimized windows. Close Ctrl+F4 Closes the currently selected window. Edit menu The Edit menu includes options for manipulating text and performing actions. This only appears when windows are open. Option Shortcut Key Description Undo Alt+BkSp Reverses your previous action. Cut Ctrl+X Cuts any highlighted text and saves it to the Windows clipboard. Copy Ctrl+C Copies the selected object to the Windows clipboard. Paste Ctrl+V Pastes current contents of the Windows clipboard. Delete Del Deletes the current object. Record menu The Record menu allows you to manipulate the current record. This only appears when a record is open. Option Shortcut Key Description Find it F4 Displays the Find dialog box, which allows you to locate objects by searching for a text string. Search Alt+F3 Performs a search. Choice F2 Displays the Choice selection box for the currently selected field. Get record Alt+F2 Retrieves the currently selected record. JANUS Access Control 21 Version 1.0

22 Option Shortcut Key Description New/Duplicate F3 Creates a new record based on the currently selected one. Restore F9 Restores the original record. Save F10 Saves the current record. Delete Alt+F10 Deletes the current record. Next F8 Displays the next record. Previous F7 Displays the previous record. Help menu The Help menu includes options for viewing the help system. Option Description Help About Displays the contents list of the Help system. Displays version information for the software. Database Update main toolbar At the top of the main Database Update window there is a toolbar that you can use to access the most commonly used menu options without having to use the menus. Buttons on this toolbar are as follows: Button Description Closes the Database Update application. Logs you off the application, but leaves it running in a secure state so no one can tamper with it. Opens the help system. Opens the Card dialog. See Card records on page 28. Opens the User dialog. See User records on page 34. Opens the Time Zone dialog. See Creating a new time zone on page 45. Opens the Door dialog. See Setting up a door on page 86. Opens the Reader dialog. See Setting up a reader on page 89. JANUS Access Control 22 Version 1.0

23 Button Description Opens JANUS Reporting. See About reporting on page 58. Database Update large toolbar Below the main toolbar of small buttons, there is a row of large buttons which are generally used when you are modifying records in the database. Buttons on this toolbar are as follows: Button Description Creates a new record of the currently selected type, e.g. a new card record when you have a card record open. Displays a list of the options for that field. Available when your cursor is in a green coloured field. Enables you to search for a particular record. Enter data you want to search for in the field and click Find again to start the search. (Note that the Find button is slower than using the Choices/F2 button). Discards the changes you have made before you have saved the record. Saves the new record or the changes made to a modified record. Deletes the current record. The application will ask you to confirm the action before the deletion takes place. Closes the current dialog. Displays the previous record in the current selection. This may the entire database or a subset of records. Displays the next record in the current selection. This may the entire database or a subset of records. If a button is greyed out then it is not currently available. JANUS Access Control 23 Version 1.0

24 Example window layout A typical record window displayed in the Database Update Program is as follows: Note that the status bar at the bottom of the record indicates if you are working with a New or Duplicate record (see bottom-left) and the total number of database records of this type (see bottom-right). Entering data in fields When creating new records or editing existing records, enter or overwrite data in displayed fields as required. Click checkboxes to select/clear them: Click down arrows to select items from drop-down lists: JANUS Access Control 24 Version 1.0

25 Note the following important points about entering data: Required fields. Some records have mandatory fields, which you must enter. If you try to save the record without entering text in one of these fields an error message appears: Green fields/choices button. When your cursor is in a green field, clicking on the Choices button (F2) displays a list of valid options that you can choose from. Time format. Where a field requires a time value, you can enter a value in any of the following formats: Specify seconds using the s suffix, e.g. 1s = 1 second, 1.5s = 1.5 seconds. Specify minutes using the m suffix, e.g. 3m = 3 minutes. Specify hours using the h suffix, 2h = 2 hours. Combine seconds, minutes and hours as required, e.g. 1h23m4s = 1 hour 23 minutes 4 seconds. Use Cont to indicate Continuous. JANUS Access Control 25 Version 1.0

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27 Section 2 Daily administration This section describes the basic tasks that you may need to do on a regular basis in your JANUS system. For information about setting up the Cards that identify cardholders within the system, see Card records on page 28. For details of setting up the User Records that contain information about people known to the access control system, see User records on page 34. For information about creating the Access Groups and the Access Rights that define the access that particular cardholders have, see Access groups and access rights on page 38. For details of setting up the System Modes that allow you to have a single setting to control cards, actions and time zones, see System modes and mode schedules on page 41. For information about the Time Zones that define weekly time patterns, see Creating a new time zone on page 45. JANUS Access Control 27 Version 1.0

28 About JANUS basic data This section describes the basic tasks that you may need to do on a regular basis in your JANUS system. This includes setting up the following within the Database Update application: The Cards that identify cardholders within the system. The User Records that contain information about people known to the access control system. The Access Groups that define group of cardholders with the same access, and the Access Rights that define the access that is permitted. The System Modes that allow you to have a single setting to control cards, actions and time zones. The Time Zones that define weekly time patterns. Card records Card records hold information about the cards that permit access, and the associated cardholders. It is possible for one person to hold several cards. The data required for each card is the Surname, First Name, Card Status and a unique Card Number. Valid access groups must also be defined. Creating a new card record A card record is the unique way that a cardholder is identified to the system. You need to set up a card record for each card that will be used on the system. The required fields are Surname, First Name, Card Status and Access Groups. In addition, you must set up a unique Card Number. To configure a card record 1. In the Database Update program, choose Open > Card. 2. Click the New button. The text at the bottom left of the record will change from Enter Record Name to New Record. JANUS Access Control 28 Version 1.0

29 3. Enter data in the fields described below. Surname* Family name of the new cardholder. This is a required field. First name* Title Emp No User Record Issue Card ID First name of the cardholder. This is a required field. Title of the cardholder (Mr, Ms, Mrs, Dr etc). Employee Number of the cardholder. You can click this button to create a user record associated with this card record. The key fields (Surname, First Name, Title and Employee No) are automatically created in the new user record. See Creating a new user record on page 34. This field can be entered as 1 or can be left blank. This field is used to identify when a cardholder has more than one card and should be incremented by one each time. If the card has an ID or Hot Stamp number it can be entered here. This is not necessarily the same as the encoded card number. Card production design If your system includes the Card Production application, allowing you to print ID cards from your system, you can specify a particular card design to be used for this card. Click on the Choices/F2 button and select the design that you wish to use. Select the Produce Card Next Batch checkbox if you want to include this card when you next do a batch print run. JANUS Access Control 29 Version 1.0

30 Card status* Department Report grp Card number PIN number Access Groups* Start date/time Select the card status from the drop-down list. A card will not work on the system if anything other than Valid is entered in this box. This is a required field. Note: If any status other than Valid is entered, the status will be reported to the administrator on the Report/Guard Screen if the card is used. Click on the Choices/F2 button. If you have already defined departments, a list of existing departments will be displayed and you can choose one by double-clicking on it. If no departments are set up you can add a new one by clicking the Add button. The Add button opens a new window where you can enter a new department name. If valid access events are not normally sent to your Report/Guard Screen, the Report Grp field allows you to trace the valid transactions of a specific card. Click the Choices/F2 button and choose Access Allowed to direct valid access events to the Report/Guard Screen for this card only. Choose Trace Guard if an alarm is required. Enter the card number if known. If it is unknown, you can click Get Number and show the card to any active reader on the system. If the card is unknown to the system the number will be shown in the Get Number window. Select OK and the number is automatically entered for you. By default, the system generates seven alternative PINs which you can choose from a drop-down list. If you are not using PIN readers, leave this blank. A user-defined PIN is allowed if the system has been set to use Random PIN. See your system provider for more information. Click on the Access Groups button to open the Assign Access Groups window. This window lists all the access groups in the system on the right hand side. Select the access groups to be applied to the current card and click on the arrow between the two window panels to move them to the left hand. Click OK to close the window. This is a required field. This field allows you to define a card on the system days or months before it needs to work. The system automatically invokes the card when required. For this to work the Card Status field must be set to Pending. Leave the fields blank if you want the card to work immediately. JANUS Access Control 30 Version 1.0

31 Non Enforced APB Extended Unlock Escorted Comments If you select this checkbox, the card will be logged in the normal way for anti-passback but it will not be enforced, meaning the card will never be refused access through a door because of an anti-passback violation. If you select this checkbox, this card will be allowed an extended unlock time at nominated doors. Can be used for cardholders with mobility problems. If you select this checkbox, this cardholder must be accompanied by a valid host card at any reader that has been nominated as an escort reader. A valid host card is defined by the permissions on the 2nd Reader Group on the nominated escort reader (see Setting up a reader on page 89). This means that you can have different people eligible to be the host on different readers. Free text comments. *indicates required fields 4. Click Save/F10 to save the record. Repeat these steps for each card to be configured. Basing a new card record on an existing record Rather than creating a new card record from scratch, it is often quicker to duplicate an existing one and use it as a template for the new one. To use an existing card record as a template 1. Click on the Card button or choose Open > Card from the menu. Select the card record you want to use as your template and open it. 2. Click on the New button. The text at the bottom left of the record will change from Record Unchanged to Duplicate Record. Note: If you click a second time on the New button, all the fields are cleared and the screen status changes to say New Record. 3. Modify the existing record for the next cardholder. The card number and cardholder name must be changed as duplicates will not be accepted by the system. As soon as you make any change the screen status changes to say New Record. 4. Click on the Save/F10 button to save the new card record. Repeat the steps above for each new card required, using the original card as a template. JANUS Access Control 31 Version 1.0

32 Reviewing existing card records You can easily check the current card records in your system. To review existing card records 1. Click on the Card button or choose Open > Card from the menu. 2. Click on the Choices/F2 button to view available choices. If in view, highlight your choice by clicking on it. If necessary, move up and down the list using the scroll bar. Note: You can speed up your search by entering the first few characters of the Surname after clicking the Choices button. 3. Click on the OK button and the card record of your choice will be displayed. You can see other card records by clicking on the Previous/F7 and Next/F8 buttons. Finding a card record There are two alternative ways of finding an existing record. To find a card record using the Choices button 1. With the cursor in the Surname field, click Choices/F2. The Choices box is displayed containing the list of existing cardholder names. Entering the first few characters of the name you wish to find will limit the choices displayed. Deleting letters with the backspace key will widen the choice. You can also use the arrow buttons at the right of the Choices box to move quickly through the list. 2. Click the entry that you wish to view and click OK. Alternatively, you can doubleclick your choice. 3. Click the Next/F8 and Previous/F7 buttons to see other card records if required. Note: You can also use this method to find a card record by card number. With the cursor in the Card Number field, click Choices/F2 and enter the first few digits of the number. To find a card record using the Find button 1. Click the Find button. The message at the bottom of the Cards window says Enter Data in Required Field. 2. Type the characters that you want to search for in the appropriate field. Wild cards allow you to search for a sequence of characters (letters or numbers) appearing anywhere in the field. For example, entering war* in the Surname field will find surnames of Ward and Edwards. If you don t use a wild card, you need to enter the entire field. Searches are not case-sensitive. JANUS Access Control 32 Version 1.0

33 3. Click the Find button again to search for the character sequence. The first match will be displayed: if more than one record is found you can use the Next/F8 and Previous/F7 buttons to move through the subset of records. Modifying a card record You can modify the contents of any of the fields in a card record. To edit a record 1. Simply overwrite/change information. 2. Click on the Save/F10 button to save your changes. 3. Close the Card window by clicking on the Close button. Note: If you make a mistake, you can restore the record to its original state by clicking on the Restore button. Suspending cards that have not been used JANUS enables you to check cards that have not been used since a specific date and to suspend all or a selection of them. Note: This option is only available to Administrator log-ins. To check and suspend cards 1. Click Open > Suspend unused Cards. The Suspend Unused Cards window will open. JANUS Access Control 33 Version 1.0

34 2. By default, the start date is 28 days before the current date. You may change this date if you wish, but you cannot enter a date of less than 7 days before the current date. 3. Click the List button to display all cards that have not been used since the date specified. Note: You can only check card usage as far back as the last time that JANUS Comms was run with the COLD parameter. 4. Select the cards that you wish to suspend. You can use the Select All button to select all items in the list or you can use the standard Windows selection methods of Shift + Click to select a continuous range of displayed cards or Control + Click to select individual records. 5. Click the Select None button to clear your current selections. 6. When you are satisfied with your selection of cards, click the Suspend button. The Card Status of the selected cards will then be changed to Not Used and therefore cannot be used to open doors. If the card is subsequently used it will be reported as Not Valid (Not used) to the History Table and the Report/Guard Screen. User records A JANUS user is any person whose details are held on the system. A user should not be confused with a JANUS system administrator, who could be considered the user of the software application. A user is frequently a cardholder, but it is not a system requirement that a user holds an access card as you may wish to hold personal information about other people, such as ex-employees or contractors. User records are optional within JANUS and the access control functions will work without this feature. Note: In some countries you may be required to register under a data protection act if you hold personal data. Creating a new user record A user record contains personal and general information and can also include the photograph and signature of the person. When associated with a cardholder, the user record can be linked to the card record. There are two ways of setting up a new user record within the Database Update application. The first is via the User button or menu item and the second is from a link on the Card record (both of which are found in the Database Update application). JANUS Access Control 34 Version 1.0

35 To create a user record via the User button/menu item 1. Click on the User button or choose Open > Users from the menu. 2. Click the New button. The text at the bottom left of the record will change from Enter Record Name to New Record. 3. Enter data in the fields described below. Surname* Family name of the new user. First name* Title Emp No Card Record Picture User defined fields *indicates required fields 4. Click Save/F10 to save the record. First name of the user. Title of the user (Mr, Ms, Mrs, Dr etc). Employee number of the user, if relevant. If you are creating the user record before setting up a card record for the same person, you can click this button to create the associated card record automatically. The key fields (Surname, First Name, Title and Employee No) are automatically created in the new user record. See Creating a new card record on page 28. Use this button to select a picture. See Adding a photo ID to a user record on page 36. Additional fields may have been set up to provide data specific to your system. Enter appropriate information if they have been used. JANUS Access Control 35 Version 1.0

36 To create a user record via a card record 1. If you are already in a card record and you wish to create a user record for the same person, click the User Record button. 2. A user record will be opened, with the key fields of Surname, First Name, Title and Employee No already completed. A permanent database link is created between the two records. 3. Complete any remaining fields, including any user-defined fields that have been set up on your system. 4. Click Save/F10 to save the record. Adding a photo ID or a signature to a user record Including a user s photograph and signature in a record can provide additional security checks. Note: The description here assumes you already have photos/signatures available on file. To add a photo to a user record 1. Open the user record by clicking on the User button or choose Open > Users from the menu. 2. Click the Choices/F2 button to view available choices. If necessary, move up and down the list using the scroll bar and select the relevant record. 3. Click the OK button to display the user record of your choice. You can see other user records by clicking on the Previous/F7 or Next/F8 buttons. 4. Click the Picture button to display the Picture dialog. If there is already a picture and/or signature they will be displayed in the relevant areas. JANUS Access Control 36 Version 1.0

37 5. Click the Import button under the Picture display area. This will open the Open window. In the List Files of Type field, click the down arrow and select the type of file that you wish to import, for example *.bmp; *.gif; *.jpg; *.tif. 6. Find and select the appropriate photo file for this user. It appears in the Picture display area. 7. To crop the picture to a passport format, left-click at the top left hand corner of the area you wish to retain and drag the mouse to choose the area required. Note: In order to maintain the passport aspect ratio you are constrained as to where you can release the button. 8. You can also crop the picture to any rectangle without maintaining the correct aspect ratio by dragging with the right mouse button. Note: You should be wary of dragging with the right mouse button because it may result in distorted pictures. 9. If you are not happy with the cropped image, providing the record has not been saved, left-click anywhere in the Picture display area to restore the original image. 10. When you are happy with the picture, click OK button to return to the User record. JANUS Access Control 37 Version 1.0

38 To add a signature to a user record 1. Repeat steps 1-3 above to display the appropriate user record. 2. Click the Import button under the Signature display area. This will open the Open window. In the List Files of Type field, click the down arrow and select the type of file that you wish to import, for example *.bmp; *.gif; *.jpg; *.tif. 3. Find and select the appropriate signature file for this user. It appears in the Signature display area. 4. You can change the size of the signature as described in adding a photo above. 5. When you are happy with the signature, click the OK button to return to the user record. Reviewing existing user records You can easily check through the current user records in your system. To review existing user records 1. Click on the User button or choose Open > Users from the menu. 2. Click on the Choices/F2 button to view available choices. If in view, highlight your choice by clicking on it. If necessary, move up and down the list using the scroll bar. Note: You can speed up your search by entering the first few characters of the Surname after clicking the Choices button. 3. Step through the other card records in the database by clicking on the Previous/F7 and Next/F8 buttons. Access groups and access rights An access right is a single reader group paired with a single time zone. For example, Car Park - All The Time. An access group is a group of one or more access rights and can be applied to any card on the system. For example, a single access group could contain the following access rights: Car Park - All The Time Main Door - All The Time Works Office - All The Time Setting up access rights In order to set up access rights you must first create the constituent parts: reader group names, time zones, system modes, access group names, etc. Then you can create the pairings in the Access Rights table. JANUS Access Control 38 Version 1.0