Time&Space Access Control and Time Management Description of the system, April 2006 Time&Space (T&S, TS) is an open and modular system for access control and working time management. System is composed of Time&Space software modules, DOG20 time recording terminals, BOX20 access control terminals and ID badges (magnetic, proximity RFID, or proximity smartcard). Biometric identification using fingerprint readers is also available. Software modules are designed for the most commonly used, standard PC hardware architecture and Microsoft Windows operating system (recent versions like Windows 2000 or Windows XP). Time&Space system is being developed with strong regard to flexibility, scalability and ease of use, making it suitable for general use in wide variety of working environments. Time&Space users include government and financial institutions, hospitals, retail chains, plants, mines and factories. At the same time the system can accommodate companies very different in size; ranging from small ones with just a few employees to large companies with several thousands of employees and a geographically dispersed IT infrastructure. Data management is performed using relational database technology with client/server data access. Two most popular data environments are supported, Oracle Server and Microsoft SQL Server. Each implementation is optimized offering virtually identical user experience. Minimum configuration requires only a single PC running MS Office Professional. For small systems with several dozens of users and one or two administrators, the onboard running MSDE is more than adequate. The terminal can be connected directly to the serial (COM) port or through IP network. The time recording terminal acts as single door access controller. Basic Configuration Smaller companies can exploit a standard office PC running MS Windows. Time recording terminal can also control entrance access. Larger configurations normally connect several terminals through IP network or RS485 sub-terminal network or combination of both. Remote terminals are connected to the central system through IP connections or modems. Page 1/9
Network architecture Time recording terminals and access controllers (DOG and BOX devices) can be connected directly through IP network (Ethernet) or through serial ports or modems. The system handles collection of clock transactions from clock terminals in realtime and concurrent access of multiple users from networked workstations. Advanced automatic inter-process synchronization ensures system consistency during critical operations. Full system functionality including system administration and access control management is accessed using TSM (Time&Space Manager) client software which is installed on each client machine. The most frequently used time management functions can be accessed through the intranet or extranet using a standard web browser. The web access service is provided by the application component called WebTS Server. WebTS radically simplifies system management and allows time management to be performed from anywhere without any local installation. The capacity of the system depends solely on the system performance characteristics (processor speed, RAM size, speed and size of the hard disks, the network throughput, the database server performance). The system scalability is open ended with no physical limits. Time Terminals Time recording terminals (Time Terminals) are designed for the use in applications for working time management where dialog with the user is needed. Terminals include a two-line by 20 characters LCD backlit display, a card reader, a loudspeaker/beeper, and a keyboard for recording special events, such as work related departure, private departure, overtime hours etc. Versions with various types of proximity (RFID) card readers are available, as well as magstripe reader version for legacy systems. When idle, the clock terminal displays date and time. Whenever the user clocks in or out, the terminal displays basic information about the performed registration (employee name, hours balance and similar). Clock terminals support autonomous operation and work off-line while the host system is unavailable for any reason. In case of power failure, they can work for hours on external rechargeable battery. Each can store up to 4000 registrations in its internal memory and automatically upload them to the database as soon as the host comes back on-line. For host communication, two connectivity types are available: Ethernet and serial (RS232). Groups of terminals can be sub-networked together using built-in RS485 connectivity. In such case, any terminal can take the role of "master" device and handle the host communication for up to 32 slave devices. No additional controllers or concentrators are needed. DOG20 clock terminal also serves as access controller for one door. Biometric identification is supported through optional built-in fingerprint verification reader. Access Control Terminals Access control terminals (Space Terminals) share the same architecture and connectivity with Spica time recording terminals (Time Terminals). They are used in conjunction with external badge readers, so the terminal itself is normally concealed from the user. This type of the terminal is used in applications where the dialog with user is not needed, most often in access control applications or for recording a single working-time related event (e.g. arrival). Two external readers can be attached to one BOX20 terminal allowing independent access control at two neighboring access points (either two adjacent doors or two sides of the same door). BOX20 can be used in combination with broad range of external readers including bar code, magnetic or proximity (RFID) readers. Page 2/9
Card technologies The range of ID card technologies that can be used in the Time&Space system is very wide and covers all popular RFID types: (Indala, H4000) and proximity smartcards like Legic and Mifare. Other popular RFID types like HID, Cotag and others are supported on request. Magnetic stripe cards and hybrid cards with mixed technologies are also supported. The customer may choose between blank printer-ready cards or cards preprinted with standard Spica artwork. Custom artwork or badge personalization including variable user data or photograph is available upon request. Each technology is supported by its own line of readers. Each line can be used both for time recording (readers built into Time Terminals) and for access control (external readers). Directly Supported RFID Brands & Types Indala (www.indala.com) is world leading RFID manufacturer from the US. Spica International has years of experience and large installed base with the most popular Indala FlexPass range of readers. Formerly a part of Motorola, Indala now belongs to Assa Abloy group of companies. H4000 is popular generic RFID type produced by several manufacturers around the world. Offers more cost effective alternative to leading brand names like Indala. Mifare is a popular RFID smartcard type developed by Philips (www.mifare.org) for electronic ticketing and payment applications. Due to simple and relaxed terms of use it has spread to many other areas including time recording and access control. It is produced by several manufacturers. Mifare smartcard functionality is most often used for corporate convenience applications such as small value cashless payment, vending machines, photocopiers, shared printers and similar. Mifare security can be enhanced to some extent by employing cryptography and biometrics (see Template-On-Card feature below). Legic is the most sophisticated high security smartcard technology coming from European security group Kaba, www.kaba.com. The use of Legic technology is regulated and has been offered only by licensed Legic partners. Spica International is licensed for manufacturing and implementing Legic since 2004. Legic card can be shared among various high security applications such as physical and logical access and can serve as data storage for sensitive access related personal information (access credentials, certificates, credits, biometric templates). Biometric Identification and Verification The simplest yet most effective biometric technology today is fingerprint identification or verification. Since biometric features (fingerprints) are inseparable and unique for each individual, automatic identification is extremely accurate and inherently secure. There are three clear benefits of using fingerprint ID: Fingerprint identification provides convenient solution for eliminating the need to carry keys, cards, badges or any other physical tokens. Fingerprint identification eliminates the risks of unauthorized access by using stolen or lost ID cards. For time recording, fingerprint identification will effectively prevent abuses like buddy punching. Page 3/9
For access control applications, a range of external fingerprint readers are used either as stand-alone devices or connected to host via Space Terminals. For time recording applications, the feature comes as factory installed option for Time Terminals. In both cases fingerprint readers are supplied by Bioscrypt, world leading producer of biometric devices (www.bioscrypt.com). Time&Space system supports fingerprint readers in several different ways: Finger-only: The reader performs pure identification eliminating the need for any other means of identification (PIN entry or card). For up to 500 users of any individual reader. Finger/PIN: The reader performs fingerprint verification after the PIN entry based identification. For up to 4000 users of any individual reader. Finger/card: The reader performs fingerprint verification after the identification with an ID card. For up to 4000 users of any individual reader. Template-On-Card: Fingerprint template can be stored on a smartcard (like Legic or Mifare). In this case the card is used for identification and template storage, and the fingerprint reader for verification. This method can accommodate very large number of users. Time&Space Software Important feature of the Time&Space system is its modularity, which leaves the customer free to choose the components needed at a certain time as well as possible future upgrade. Documented relational data structure and standard data format are opening the system to 3rd party integration allowing high degree of interoperability with other applications and custommade software modules. Much attention has been devoted to the design of the graphically rich user interface, which offers quick visual insight and ensures fast and easy manipulation of data across the system. For example, time segments are color coded and shown against the timeline, calculation details are presented as charts, schedules are represented as graphical objects, access control is monitored visually, and so on. The views normally show large amounts of data quickly allowing fast and easy navigation throughout the system. The system has a built-in report manager that allows users to configure their own preferred style of reports. Report manager is accessible from any table view. Apart from this, the application supports a full menu of predefined reports which also can be customized. To prevent unauthorized access the system is protected by authentication with usernames, passwords and associated rights. Page 4/9
Software Architecture The two fundamental components of Time&Space software are Event Collector (EC) and Time&Space Manager (TSM). Additional component called WebTS Server is used for accessing the system through the Internet using any standard web browser. EC (Event Collector) is communication software, responsible for the exchange of data with the DOG09 terminals and BOX09 controllers. It provides administration and settings for data communication parameters. In addition, it is used for real-time monitoring of transactions. Once the system is installed and configured, it operates practically without the operator s supervision. transactions through the web. TSM (Time&Space Manager) is the main application client comprising various modules depending on the selected system configuration (Front Space, Flexi Time ). The underlying basic functional module is Level Zero which manages essential data such as containing users, badges, access points and access control rights. The system operators use Time&Space Manager as feature-rich fat client to set up the system, configure all parameters, administrate working time and manage access control. WebTS (Time&Space Web Access) is a thin client solution enabling web browser access (intranet or internet) to the most frequent time & attendance management functions. It allows access to and editing of personal data through the web, access to and editing of data for a selected group of users, and performing clock Time and Attendance Modules Flexi Time is a plug-in module for the calculation of flexi time. It is designed for use in companies, institutions, banks, and other organizations with predominantly office-type work hours with flexible arrival and departure times. The calculation is expressed as a running balance of hours that is available to users online. Working time scheme is determined with weekly schedules that set the interval of paid, core and default attendance as well as a lunch break for each day of the week. Various parameters for accommodating special rules are available, such as those setting the day plan, the upper limit of daily attendance, the highest balance of hours in a day, the highest running balance of hours, and the upper limit of the carryforward of hours from one calculation period into the next. Categories of working time and associated clock transactions are user definable, with business leave, sick leave, leave of absence, and vacations being preset. The module includes automatic calculation of remaining vacation days, the calendar with holidays and working days. Core time violation is also tracked. Industrial Time is a plug-in module for keeping track and calculating attendance in industrial environment. It is designed for use in factories, workshops and other organizations with fixed, shift-based working time. Working time is determined with daily schedules defining default time, two breaks, default check in/check out times, and the threshold of overtime. The focus of working time management here is monitoring deviations from planned schedules and efficient management of overtime. Various parameters for accommodating special rules are supported, for example Page 5/9
those setting the day plan, day limit, the limit of shift extension and the so called arrival window. The latter is used for automatic selection of the shift scheme on the basis of recorded arrival time, which is one of the methods available for determining the schedule for the day. Industrial Time supports recording and calculation of business absence, business trips, sick leaves, leaves of absence and vacations. Categories of working time and associated events are user definable. The module includes automatic calculation of remaining vacation days, the calendar with holidays and working days. Paid Time is the plug-in module for the basic management of the working time. It will satisfy the needs of those companies that need to keep simple track of attendance only during a specific interval of the day, when presence is taken into account i.e. paid. Paid Time is suitable for recording attendance of part time workers, or in situations when there is no need to record special types of attendance/absence such as annual leaves, sick leaves, business trips etc. Access Control Access Control (AC) is the basis of every Time&Space system. The software maintains the common database that contains data about users, badges, access points and clockings. It provides the application framework for accommodating other add-on software modules. Naturally, AC provides basic access control functions and maintains personal access profiles i.e. information "who may enter where and when". It lets the user survey and manipulate all data from the common database including door events and work time clockings. AC modules also offer setting and monitoring of alarm events triggered by various alarm devices which can be connected to clock terminals and access controllers. They also allow tracking of alarm statuses through time, and archiving and browsing through alarm history. AC module responsible for visual monitoring is called VSL. It allows graphically enhanced live monitoring of Time&Space events, adding spatial information using maps, floor plans or even aerial photographs. Events are shown as animated graphic icons on the map. VSL can play sounds for selected events (for example, fire alarms) and can show user photographs together with door events. Visitor management functionality is provided by the add-on module called Front Space (FS). Access control for visitors and visit tracking is based on issuing temporary ID badges to visitors. FS offers the view on currently active and concluded visits with all accompanying host and visitor data. Video Surveillance add-on module called DVS offers compressed video recording and archiving of Time&Space events such as door events, work time clockings and alarm events. DVS uses web camera servers (IP cams) to eliminate the need for analog to digital converters (video grabbers), channel multiplexers or any similar additional hardware. Video clips are associated to Time&Space events which dramatically improves their searchability. Continuous recording with pan, tilt and zoom and recording using motion detection is also available. Page 6/9
The table below shows the availability of features across the modules: Time Management Features Paid Time Flexi Time Industrial Time arrival, departure public holidays holiday bonus private departure, departure for health reasons business departure, business trip, leave of absence vacations, vacation days counter User definable events balance of hours Overtime Paid, unpaid time Core time violation day balance limit, current balance limit day attendance limit Carry-forward limit Shifts work on public holidays, work on Saturdays, Sundays Access control features AC FS DVS access control (access granted/denied), event history visitor check-in/out, visitor database, visits history access schedules alarm control and monitoring (alarm stack, alarm history) event signalization (icons, sounds), spatial visualization, floor plans, faces digital video surveillance, door event, work time clocking, alarm event video recording, clip history Reports A broad choice of predefined reports is intended not only for management and administration purposes, but also for the users' better insight into their working time. Most reports can be made for any chosen period of time, they can be sorted and filtered according to various criteria, and grouped by organizational units. Main (summary) report One category by days All categories by weeks One category by months Schedule plan Violations Balance of hours Attendance Absence Personal data Events Schedules Graphical reports (graphic printout of various views) Main (summary) export (ODBC) for further data processing Events export (ODBC) The main report or summary report is the most comprehensive and contains the overview of all categories of working time in the chosen period, sum of not calculated hours (due to the various restriction), and comparison between planned and actual attendance. This report provides a thorough insight into the working time calculation including the analysis of working time structure by categories, divided between workdays, public holidays, weekends, etc. The main report can be printed or exported as database or table (ASCII, Paradox, DBF, Access, Excel) for further processing such as payroll calculation. Page 7/9
There are also reports focusing on particular category of working time. These can be listed by days, weeks or months, which enables user to review the statistical report for any chosen period. The user can review the content of the existing schedules as well as plan of their usage, all the violations of the work time, attendance and absence at specified time or time interval, balance of hours, complete list of registrations, and manual entries for one person or groups. Various reports are also available for access control system functions. Reports can be exported to Microsoft Excel (XLS), Adobe Acrobat (PDF), Rich Text Format (RTF), Web Page (HTML), JPEG and Bitmap image (BMP) formats. Feature chart (software) Graphic presentation of events Graphic presentation of calculation (charts) Graphic presentation and manipulation of work schedules Real time communication Real time attendance calculation Oracle support MSSQL and MSDE support Context sensitive help Web access (time management) Authorization (passwords/rights) Multi user multi site support Capacity (number of employees) Capacity (number of events per day) Capacity (number of users) Export of data for payroll calculation Scheduled access control Alarms setup & monitoring Remote clock terminals (via dialup modems) Remote clock terminals (via IP network, intranet, internet) Unlimited Unlimited Unlimited Page 8/9
Feature chart (time recording terminals and access controllers) Device type DOG20 BOX20 Host connection, Ethernet Host connection, serial (RS232, RS422) Subnetwork (RS485, master/slave) Max. Number of devices per subnetwork segment 32 Max. subnetwork segment span 1200 meters Programmable keyboard NO Display NO Beeper NO Automatic mode (online-offline) Memory (transactions buffered in offline mode) 4000 4000 Static data retention Uninterruptible power source management * Alarm input & outputs 1/1 4/4 Access schedules Electrical lock control circuitry 1 lock 2 locks Terminal setup using the setup card NO Uploadable firmware (flash memory) Magnetic stripe cards Contact smartcard NO Proximity cards (Indala, H4000) Proximity smartcards (Mifare, Legic) Pin Code verification ** Fingerprint verification/identification *** * Using external rechargeable battery ** Using external reader with numeric keypad *** Using external fingerprint reader Page 9/9