TRIMEC Xcess 7 T&a Module User Manual V1.0.2

Xcess 7 Security Management SoftwareTime & Attendance Module

User Manual

ASSA ABLOY Asia PacificTRIMEC Xcess 7 T&A Module - User Manual Version 1.0.2 – 11th June 2007

Index

Chapter 1 – Software Installation & Initial Configuration..................................................................................3

1.1 Introduction......................................................................................................................................3

1.2 Computer Requirements...................................................................................................................3

1.3 Hardware Key..................................................................................................................................3

1.4 Installation.......................................................................................................................................4

1.5 Operators........................................................................................................................................4

1.6 Opening the T&A Module..................................................................................................................5

1.7 Menu Bar.........................................................................................................................................6

1.8 Tool Bar...........................................................................................................................................6

Chapter 2 – System Sub-Menu...............................................................................................................................7

2.1 Options...........................................................................................................................................7

2.2 Holiday Setup................................................................................................................................14

2.3 Daily Work Table............................................................................................................................15

2.4 Change Password..........................................................................................................................17

2.5 System Operation Log....................................................................................................................18

2.6 Language......................................................................................................................................18

2.7 Database Connection.....................................................................................................................18

2.8 Exiting the Software........................................................................................................................19

Chapter 3 – User Sub-Menu..................................................................................................................................20

3.1 Department List..............................................................................................................................20

3.2 User List........................................................................................................................................21

Chapter 4 – Record Sub-Menu.............................................................................................................................23

4.1 Normal Card Events.......................................................................................................................23

4.2 Unusual Card Events......................................................................................................................24

Chapter 5 – Manage Sub-Menu............................................................................................................................25

5.1 User Work Table.............................................................................................................................25

5.2 Daily Event List..............................................................................................................................28

5.3 Data Processing.............................................................................................................................29

5.4 Delete...........................................................................................................................................30

Chapter 6 – Report Sub-Menu..............................................................................................................................31

6.1 Detailed/Summary/Daly/Monthly Reports..........................................................................................31

Chapter 7 – Help Sub-Menu.................................................................................................................................33

7.1 Help & On Line Update...................................................................................................................33

7.2 Home Page...................................................................................................................................33

7.3 About............................................................................................................................................33

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Chapter 1 – Software Installation & Initial Configuration

1.1 Introduction

The TRIMEC Xcess 7 Security Management Software, Time and Attendance module (T&A Module) is designed to connect to the Trimec 7 Security Management Software database. This manual assumes that the user has previously installed the Trimec Xcess 7 Security Management Software in a client/server configuration and connected to access controllers as per the Trimec Xcess 7 Software User Manual.

Note that the T&A Module requires access to the main Xcess 7 database to operate, it will not operate

independently. Do not proceed past this point if the Trimec Xcess 7 software is not currently installed

and operating normally.

1.2 Computer Requirements

The computer requirements are the same as for the Trimec Xcess 7 Security Management Software. Refer to the Trimec Xcess 7 Software User Manual for more information.

1.3 Hardware Key

The T&A Module can connect to a Trimec Xcess 7 database that is either being run in Demo mode or protected by a hardware key. If connecting in Demo mode, (Figure 1-1), one T&A client is permitted. If using a hardware key make sure that the hardware key has been licensed for the T&A Module. By default the hardware key does not allow any T&A Clients (Figure 1-2). If this is the case then the hardware key needs to be licensed, refer to the Trimec Xcess 7 Software User Manual for instructions on upgrading the hardware key.

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Figure 1-1 Figure 1-2


1.4 Installation

The T&A Module is automatically installed as part of the Trimec Xcess 7 Security Management Software. No additional installation is required however the module must be configured prior to operation.

1.5 Operators

By default the administrator operator, Trimec, is allowed full access to the Xcess 7 software plus modules. This is the only operator that can run the software by default. Operators are added, edited and deleted in the same manner as for the Xcess 7 software that is by using the Operator Manager which can be opened by the Start/Programs/Trimec Xcess 7/OperatorManager menu.

Once an operator is added they must be allowed access to the “Attendance Manager” group (Figure 1-3) then the level of Attendance access must be configured (Figure 1-4).

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1.6 Opening the T&A Module

To open the T&A module Click “Start, Programs, Trimec Xcess 7, Attendance. The Xcess 7 Attendance screen will appear. (Figure 1-5). The default operator is Trimec however if any other operators have been added and given Attendance permissions then these will be visible by clicking on the drop down menu. Select the required operator, insert the correct password and click OK. The main Attendance window will appear, (Figure 1-6).

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Figure 1-5

Figure 1-6


If an error message appears saying that the Attendance module cannot connect to the server, the most likely cause is that the Trimec Xcess 7 software is not currently running. Start the Trimec Xcess software before attempting to run the Attendance module. (Figure 1-7)

1.7 Menu Bar

The Menu Bar allows access to the Attendance program via a series of Sub-Menus. The Main Menu consists of the following: (Figure 1-8)

1.8 Tool Bar

The Tool or Icon Bar contains the most common icons, as follows: (Figure 1-9).

Department ListUser ListWork Group SetupUser Arrange WorkDaily Event ListData ProcessingHelpHome Link – www.trimec.com.auExit.

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Figure 6-2

Figure 1-8

Figure 1-9

Figure 1-7


Chapter 2 – System Sub-Menu

Select “System” from the main Menu Bar for the System Sub-Menu to appear (Figure 2-1).

2.1 Options

This is where the most common user options are configured. There are 7 screens where the operator can configure the system and add the particular site requirements.

These are:

Common Options

Attendance Points

Overtime

Leave

Business A

Business B

Special Holidays

These options are covered in detail on the following pages:

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Figure 2-1


2.1.1 Options

The 1st screen lists the Common Options. (Figure 2.2) Here the day of the month can be selected for automatic processing from the drop down menu. Unusual card events can be included in the processing if required. If automatic processing is required then the Automatically Process Data option must be ticked. If the data for the processing day is to be included then tick the “Automatically engage the Work Day Table on the day selected above” option. If the work table is automatically engaged then holidays can be added if required. The last option is if the user flashes their card more than once within the time selected in the drop down menu the system will count the 1st card flash only

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Figure 2-2


2.1.2 Attendance Points

The 2nd screen is where the specific readers for Time & Attendance are allocated. (Figure 2.3) At the Attendance Point Type drop down menu (Figure 2.4) the user can select which doors are entry and which doors are exit. Normally the odd number readers are entry and the even numbered readers are exit.

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Figure 2-3

Figure 2-4


The next drop down menu selects which readers will be Time & Attendance readers. (Figure 2.5) The normal setting would be to select the “The following doors readers are the attendance points” and then add the readers one by one. (Figure 2.6). Note that on a large system, if all door readers are selected as attendance points, the data processing will be slow.

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Figure 2-5

Figure 2-6


2.1.3 Attendance Points

The 3rd screen is where the Overtime Parameters are set up. (Figure 2.7) The operator can select how many minutes overtime are required before overtime is recorded.

The counting method can also be set, the 1st option is setting the counting time in Decimal, ie 1.5 would be one and a half hours while the 2nd option processes overtime in blocks of half an hour.

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Figure 2-7


2.1.4 Type of Leave Screens

The next 4 screens, (Figures 2-8 to 2-11), are where the various holidays, leave types, absences, special holidays etc are set up. These will vary from workplace to workplace.

The Leave screen (Figure 2.8) is used for absences like Sick Leave, Maternity or Bereavement leave. These can be added as required.

The Business A (Figure 2-9) and Business B (Figure 2-10) screens are used when staff are away from their normal place of work on some type of company business. This could be visiting customers or suppliers, attending courses or training or anything else where the employee would be getting paid. Two screens are allocated for this as some countries make a distinction between business carried out locally (but not in the normal place of work) and business carried out nationally.

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Figure 2-8


The Special Holiday screen (Figure 2-11) is used for things like LWOP (Leave without Pay) or other types of holidays not covered elsewhere.

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Figure 2-11


2.2 Holiday Setup

This is where the local, regional or national holidays are added, edited or deleted. To add a holiday Click on the add button (Figure 2-12) The Holiday screen will appear, enter the holiday details, click on the drop down arrow to bring up the calendar and select the holiday date. (Figure 2-13) Click OK to finish. The holiday will now appear in the holidays list.

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Figure 2-12


2.3 Daily Work Table

This is where the normal work periods are added, edited or deleted (Figure 2-14). To add a new Work Table click on the add button.

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Figure 2-13

Figure 2-14


Enter a Work Code, Name and any Remarks and click OK. (Figure 2-15)

Once a Work Table has been added it will appear on the main Daily Work Table screen (Figures 2-14 and 2-16) and Time Periods can be added. Highlight the Work Table entry then click the Add Period button from the bottom section of the main Daily Work Table screen. (Figure 2-14). The Time Period screen will appear (Figure

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Figure 2-15


2-17)

The Time Period screen is where the specific details for that particular time period within the selected Daily Work Table are set up (Figure 2-17). Tick Overtime Period if this Time Period is Overtime. Enter the Period Code and Name, Start Time and End Time. Enter the number of minutes that are required to be deducted .The Total Hours will be completed automatically.

The Start Work and Finish Works sections need to be completed then the OK button clicked to proceed. Normal settings are 5, 30 and 60 minutes respectively for the 3 sections under start work and finish work.

Added Time Periods will now appear in the bottom section of the Daily Work Table (Figure 2-18)

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Figure 2-17

Figure 2-16


2.4 Change Password

To prevent unauthorized access, only an authorized operator with a valid password can edit the Trimec Xcess 7 T&A Module. Operators can change their own password by selecting the “Change Password” item in the sub-menu of the System menu. Input the old password and the new password, then input the new password again for confirmation then click “OK” (Figure 2-19).

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Figure2-19

Figure 2-18


2.5 System Operation Log

The software keeps a software log of all operator type functions including the time and date of access, the actual data accessed, the controller, the point address, the operator and the name of the computer. This is why it is very important that operators are set up initially. Select “Operation Log” from the System sub-menu to review the operation log (Figure 2-20).

2.6 Language

The language can be selected at the time of installation and subsequently changed once the software has been configured. To change the language from within the software, click the “Language” sub-menu button on the System menu. See Section 3.2 of the Trimec Xcess 7 Software User Manual for more information.

2.7 Database Connection

The Database can be selected at the time of installation and subsequently changed once the software has been configured. To change the database from within the software, click the “Database Connection” sub-menu button on the System menu. See Section 3.3 of the Trimec Xcess 7 Software User Manual for more information.

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Figure 2-20


2.8 Exiting the Software

Selecting the “Exit” sub menu item on the System menu or attempting to close the T&A module down by clicking on the Close Program cross in the top right hand corner of the screen brings up the exit confirmation screen, (Figure 2-21) Click “Yes” to exit to the desktop.

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Figure 2-21


Chapter 3 – User Sub-Menu

Select “User” from the main Menu Bar for the User Sub-Menu to appear (Figure 3-1).

3.1 Department List

Select “User” on the main menu bar then choose “Department List” from the sub-menu. Clicking on the File menu in the resulting screen (Figure 8-2) will allow additional departments to be set up, an existing department deleted or a department edited. This is the same operation as the main Xcess 7 software.

Departments may also be further divided into Groups if required (Figure 3-3).

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Figure 3-1

Figure 3-2

Figure 3-3


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3.2 User List

The user list is where the main user information is entered. Select “User” on the main menu bar then choose “User List” from the sub-menu (Figure 3-4). All the individual user information can be found in this screen. Users can be added, modified or deleted. From this screen user records can also be exported into Excel or exported as a Text file. The difference between this screen and the Xcess 7 Software screen is the addition of the T&A points option in place of the “Access Preferences” option. See Section 8.2 of the Trimec Xcess 7 Software User Manual for more information on this screen. For an explanation of the T&A Points see next paragraph.

3.2.1 T&A Points

This screen lists the T&A Points for this particular user. By default no points have been added (Figure 3-5)

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Figure 3-4

Figure 3-5


Click on the Add button and the Point List screen will appear (Figure 3-6) Select the T&A readers for this user then click OK.

The User T&A Points screen will now contain readers. (Figure 3-7)

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Figure 3-6


Chapter 4 – Record Sub-Menu

Select “Record” from the main Menu Bar for the Record Sub-Menu to appear (Figure 4-1).

4.1 Normal Card Events

This screen lists the Normal Card Events that are in the database.

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Figure 4-1

Figure 3-7


Selecting the Operate Filter menu item or clicking on the Filter button brings up the Super Search screen below (Figure 4-3)

Selecting the Operate Locate menu item or clicking on the Locate button brings up the Locate Value screen below (Figure 4-4)

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Figure 4-2

Figure 4-3


Events can also be manually added for instance if a person leaves without flashing their card. Click on the Add button to manually add a User Event. (Figure 4-5)

4.2 Unusual Card Events

This screen allows the operator to view, print, export to Excel or to a text file all Unusual Card Events. The operation and search screens are as per the previous section, the Normal Card Events menu option.

Chapter 5 – Manage Sub-Menu

Select “Manage” from the main Menu Bar for the Manage Sub-Menu to appear (Figure 5-1).

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Figure 4-5

Figure 4-4


5.1 User Work Table

This section is where User Work Tables are allocated to an individual employee or batch added to groups of employees. Selecting User Work Table from the Manage menu brings up the User Work Table screen (Figure 5-2). Note that work tables must have been set up previously under the System menu.

Selecting the Operate, Add menu item or clicking on the Add button brings up the Add User Work Table. (Figure 5-3) Here a user can be allocated a previously defined Daily Work Table from the drop down Work Name menu.

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Figure 5-1

Figure 5-2


Once added the detail can be checked and copied to other users or departments. Click on the “Work Table Setup” button to bring up the User Work Table Setup screen (Figure 5-4)

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Figure 5-4

Figure 5-3


Clicking on a user will allow their Work Table Setup to be shown in the right hand panel. Work Tables can be copied here to other members of a department or group. User Work Tables can also be batch added by clicking on the Batch Add button on the User Work Table screen (Figure 5-2). The Batch Add User Work Table screen will appear (Figure 5-6)

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Figure 5-5


5.2 Daily Event List

The Daily Event List screen lists all events for the day. (Figure 5-7)

Events can be manually added, edited or deleted by an operator with the required permissions. Clicking on the Add button will bring up the Add screen (Figure 5-8) The Assessor is the persons Supervisor or Manager.

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Figure 5-6

Figure 5-7


5.3 Data Processing

The Data Processing screen processes all the data required for the various Time & Attendance reports based on the specified date range. (Figure 5-9) Select the users that you wish to process the data for by All Users, Department or an individual. Select the date range then click on the Process button to start processing the data. Click OK when the confirmation screen appears (Figure 5-10) Once complete the completion screen will appear (Figure 5-11)

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Figure 5-8


5.4 Delete

Records can be deleted by an operator with the required permissions (Figure 5-12)

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Figure 5-9



Chapter 6 – Report Sub-Menu

Select “Report” from the main Menu Bar for the Report Sub-Menu to appear (Figure 6-1).

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Figure 5-12


6.1 Detailed/Summary/Daly/Monthly Reports

This section allows an operator to run reports. Note that Data must be processed prior to reports being run. The reports are varied and can be either a Detailed Report, a Summary report, a Daily Report and a Monthly report (Figure 6-1) All the reports use the same format. The 1st step is to select the user or users. Once again this can be by individual, Department or All users. The 2nd step is to enter the date range and the 3 rd step is to select the type of report. By default for the detailed report all options are ticked. Click OK to proceed.

Depending upon what type of report is selected depend upon the type of report shown on the screen (Figure 6-3). This report can be printed or exported as an Excel file or a text file.

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Figure 6-1

Figure 6-2


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Figure 6-3


Chapter 7 – Help Sub-Menu

Select Help from the main Menu Bar for the Help sub-menu to appear (Figure 7-1).

7.1 Help & On Line Update

For future use.

7.2 Home Page

Click here to access the www.trimec.com.au web site.

7.3 About

About lists software details such as the Version number and the last build time plus ASSA ABLOY contact details (Figure 7-2).

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Figure 7-1

Figure 7-2

http://www.trimec.com.au/

Documents

TRIMEC Xcess 7 T&a Module User Manual V1.0.2