GUARD1 PLUS Rounds Tracker User Manual
Contents
1. oe oe ot e E x C2 ROOM 2 C2 ROOM C2 ROOM 4 C2 ROOM 5 C2 ROOM 6 16 C2 C2 8 C2 9 C2 ROOM 10 F2 ROOM 1 2 ROOM 2 F2 ROOM 3 15 15 15 15 15 15 15 15 15 15 15 15 aor 0 36 0 14 7 14 14 14 14 14 14 14 15 15 4 4 1 1 D 0 T 18 18 18 4 18 18 18 13 13 13 13 an R DARI 18 x OFFICE HALEY TIME 12 46 18 EXCEPTION Max Time Violation Alf h EXPECTED 15 minutes ia ACTUAL 18 minutes 8 i 15 12 15 Pir iei 7 15 1 12115117 i6 7 151 121 15 17 16 The Time Between view shows the number of minutes between reads you can quickly Unit 2 ROOM 2 ROOM 3 ROOM 4 5 ROOM 6 ROOM 7 2 ROOM 6 ROOM 9 ROOM 10 ROOM 1 ROOM 2 ROOM 3 2 ROOM 4 5 3 2 DAYROOM A DAYROOM 2 ROOM 1 ROOM 2 ROOM 3 ROOM 4 ROOM 5 ROOM 6 ROOM 7 ROOM 6 ROOM 9 ROOM 10 t ROOM 1 ROOM 2 ROOM 3 ROOM 4 5 2 2 2 2 2 2 2 1 1 ROOM 1 1 1 ROOM 1 1 1 Date 6 25 2005 6 25 2005 6 25 20032. License Manager Database If GUARD1 PLUS is installed on your computer the active database is C TimeKeeping Systems Guard1 Plus G1Master g1p This is the called the local database To select a database 1 From the Setup Window click Change 2 From the Select a Database window click Local Guard1 Plus Database to select the local database or click Other Guard1 Plus Database to choose a different database 3 Click OK Filter The Filter section of the Setup Window shows the GUARD1 PLUS Facilities tab You must select a client facility group or location to create a worksheet lf the Facilities tab is changed in GUARD1 PLUS click Refresh to update the list Worksheets The Worksheets selection determines which views Rounds Tracker will display Each view is created in a separate Excel worksheet Date and Time There are three ways to define the period of time displayed e Synchronized Mode displays a period of time including the present To refresh the data in the current view automatically click Automatically Refresh and select a time interval A time interval less than 15 minutes is not recommended e Shift Mode includes the data recorded from the time entered in the Since field e Specific Date Range includes the data defined by related date and time boxes Defaults Default Time Interval Between Visits Minimum no less than 10 minutes apart EER 15 minutes apart M Maximum no m
3. 6 25 2003 6 25 2003 6 25 2003 6 25 2003 6 25 2003 REINA Time 7 50 PM 12 00 AM 12 00 AM 12 15 AM 12 15 AM 12 30 AM 12 30 AM 12 45 AM 419 45 AM 12 14 AM 12 14 AM 12 14 AM 12 14 12 14 12 14 12 14 15 15 15 Delta Description 12 28 AM 12 28 AM 12 28 12 28 12 28 AM 12 28 12 28 12 15 DANNY SANCHEZ OFFICER CYNTHIA HORACE TIME 12 00 AM l INCIDENT 24 UNOCCUPIED ROOM Not Available 13 ASLEEP Not Available 13 ASLEEP Not Available 13 ASLEEP Not Available 13 FFP The Details view shows each location read and any related incidents Rounds Trackers method of color coding cells allows you to quickly identify any exceptions or missed locations 15 Green text in a cell indicates the location was visited within the time range you specified 20 Red text with an orange background means the location was visited outside your desired time range 155 A spotted background in a cell indicates that there is related incident Hold the cursor over the cell to view this information A red triangle in the corner of the cell represents additional detail Hold the cursor over the cell to view this information The Toolbar 20 Refresh Setup jj E mail The Rounds Tracker Toolbar has three selections Refresh Setup and Email e Click Refresh to update the view with the latest co
4. TimeKeeping systems Incorporated GUARD1 PLUS Rounds Tracker User Manual Version 2 8 2005 TimeKeeping Systems Inc GUARD1 PLUS and THE PIPE are registered trademarks of TimeKeeping Systems Inc Overview Rounds Tracker is a module of GUARD1 PLUS Using data from any GUARD1 PLUS database backup or archive Rounds Tracker displays your rounds information in Microsoft Excel Rounds Tracker creates five different views which you can print save or e mail From these views you can determine whether all locations have been visited at the required frequency Minimum System Requirements Confirm that your computer meets these minimum system requirements for Guard1 Plus version 2 8 e 2 8 GHz processor e 1GBof RAM e 1 5 GB of hard drive space e CD ROM or DVD drive is required for installation only e Supported Operating Systems o Microsoft XP with Service Pack 3 32 bit only o Microsoft Vista with Service Pack 2 Home Basic Home Premium Business Ultimate 82 and 64 bit Microsoft Windows 7 Home Premium Professional Ultimate 32 and 64 bit e Rounds Tracker reports can be emailed For email support an email client such as Microsoft Outlook must be installed and configured prior to use e Minimum display settings of 256 colors at a resolution of 800x600 pixels For best results your display should be set to 32 bit color at a resolution of 1024x768 pixels e Rounds Tracker requires Excel 2000 or later with m
5. acility group to the data you really need For example don t select a whole facility if there is a group with fewer locations that contains the locations you need The more locations in your selection the longer Rounds Tracker requires to process your data e Limit the date and time range Select a time period of twenty four hours or less e Select only the views you need The more views you select the longer it takes for Rounds Tracker to process your data e Refresh only when necessary If you use the auto refresh function select a time value of fifteen minutes or higher To Display Data From the toolbar click Setup Select a database file Select the client facility group or location to include Select the views you require Select a Date and Time option and enter any required details Select any desired options from Defaults and Options tabs Click OK An hourglass appears on the screen as Rounds Tracker prepares the display wie Ne Printing Printing a worksheet is done using the Excel print functions Before printing you must define the Print Area for each worksheet The Print Area defines what part of the worksheet will be printed To Define the Print Area 1 Onthe View menu click Page Break Preview 2 Select the area you want to print by clicking and dragging over the specific cells 3 On the File menu or Page Layout in Office 2007 click Print Area and then click Set Print Area 4 Whe
6. acro code enabled Installing Rounds Tracker Beginning with Guard1 Plus version 2 8 Rounds Tracker is automatically installed with Guard1 Plus Rounds Tracker can be used during Guard Plus sixty day trial period If you purchased Rounds Tracker it will be activated when you activate Guard1 Plus If you did not purchase Rounds Tracker you will not be able to use Rounds Tracker after you activate Guard1 Plus You should set up your Guard Plus buttons and Facilities before using Rounds Tracker Rounds Tracker requires at least one Client Facility or Group To launch Rounds Tracker 1 After you install Guard1 Plus you will need to restart your computer 2 Click Start gt Programs or All Programs gt Guard1 Plus gt Guard1 Plus Rounds Tracker 3 Ifa Security Warning appears a In Office 2007 click Options Select Trust all documents from this publisher and click OK Microsoft Office Security Options Security Alert Macro Macro Macros have been disabled Macros might contain viruses or other security hazards Do not enable this content unless you trust the source of this file Note The digital signature is valid but the signature is from a publisher whom you have not yet chosen to trust More information File Path TimeKeeping Systems Guard1 Plus Guard 1PlusRoundsTracker xls Signature Signed by Timekeeping Systems Certificate expiration 7 29 2010 Certificate issued by VeriSign Class 3 Code S
7. igning 2004 Show Signature Details Help protect me from unknown content recommended Enable this content Open the Trust Center b In Office 2003 select Always trust macros from this publisher and click Enable Macros Security Warning C Program Files Guard 1 Plus Guard 1PlusRoundsTracker xls contains macros by Details Timekeeping Systems TETAN Macros may contain viruses Itis usually safe to disable macros but if the macros are legitimate you might lose some functionality The security level is set to High Therefore you cannot enable macros from sources that you do not trust 4 Rounds Tracker will open in Excel 5 In the Select a Database window choose the database you wish to use Since GUARD1 PLUS is installed on this computer choose Local Guard1 Plus Database For help in selecting another database consult your IT department or primary GUARD1 PLUS user Guardi Plus Rounds Tracker Browse Activating Rounds Tracker Rounds Tracker is activated using the Guard1 Plus Activation Wizard If you purchased Rounds Tracker when you activate Guardi Plus you are also activating Rounds Tracker If you did not purchase Rounds Tracker after you activate Guard1 Plus you will not be able to use Rounds Tracker lf you purchased Rounds Tracker after you activated Guard1 Plus you need to run the Guard1 Plus Activate Software Wizard again To start the Guard1 Plus Activation Wiza
8. n you save the document your print area selection will also be saved 11 To Clear the Print Area On the File menu click Print Area and then click Clear Print Area To Print the Worksheet On the File menu click Print E mailing Worksheets Outlook is required to email a worksheet directly from Rounds Tracker Rounds Tracker s E mail function creates an Excel Workbook file of the active worksheet and attaches the file to an Outlook email message To E Mail with Outlook 1 Rounds Tracker will send only the active worksheet via e mail Select the worksheet you wish to e mail 2 From the Toolbar click Email The Save As appears a file name and select the Microsoft Office Excel Workbook file type Select the file s folder location 4 Click Save An e mail message is created with the xls file attached 5 Complete the email by adding the recipients and any additional message 6 Click Send To E Mail with another E Mail Client If you do not have Outlook you must first save the workbook in Microsoft Office Excel Workbook format xls and then send it as an e mail attachment 1 From the Excel Menu click File or the Office Button in Office 2007 2 Click Save As The Save As window appears Type a file name and select the Microsoft Office Excel Workbook file type Select the file s folder location 4 Click Save to create the file 5 Follow the instructions for
9. ntents of your selected database This will refresh the active worksheet only e Click Setup to open the Setup window e Click E mail to send a copy of the current view as an e mail attachment e In Office 2007 these icons can be found in the Add Ins Ribbon Setup Use the setup window to select your data the views you want to display and related options guardi Plus Rounds Tracker Database Worksheets Guardi Plus 3 0 MSDE Edition 3 00 0000 Change lv Quick View W Rounds local Ii Time Between Detail W Time W Exceptions Only Date and Time Synchronized Mode Intake 1 ist Floor Showers East Sally INT 1 El ist Floor Showers West Sally INT 1 Shift Mode 2nd Floor Showers Janitor Room INT 1 Sin 1 A 2nd Floor Visiting Rooms INT 1 7 Cell 11 1 Specific Date Range Cell 16 INT 1 Cell 17 INT 1 Cell 21 INT 1 Cell 27 INT 1 Cell 38 INT 1 Cell 44 INT 1 Guard 1 Plus Rounds Tracker Facilities gl Honor Farm 1 Jail Core to 10 23 2005 to 11 59PM Cell 48 INT 1 Cell 5 1 Cell 51 INT 1 Defaults Options Default Time Interval Between Visits I Minimum no less than 10 minutes apart W Maximum no more than 30 z minutes apart Default Rounds Value 2 times per hour Cell 55 INT 1 Cell 61 INT 1 Intake 2 oat w
10. ore than 15 minutes apar Default Rounds Value 2 times per hour You can select values for the Minimum and Maximum Time Interval between visits to a location These values apply to all views except Rounds view If the time between location reads is less than the minimum or greater than the maximum an exception is noted on the worksheet The Default Rounds Value applies only to Rounds view It specifies how many times per hour each location should be read If the number of visits is less than the default rounds value an exception is indicated in the Rounds view Options Show Seconds Autotoad Spreadsheet Iw Show Incidents 24 Hour Time when selected times are displayed in 24 hour format Show Seconds when selected seconds are displayed in views and incident detail 10 Auto Load Spreadsheet when selected Rounds Tracker loads the most recently used database on startup skipping the Welcome Screen Show Incidents when selected incidents are included Using Rounds Tracker About Rounds Tracker Operation Rounds Tracker is a computation intensive application When preparing or refreshing the display it will require most of your computer s processing power Therefore it is important to limit the amount of data that Rounds Tracker must process To reduce the time Rounds Tracker requires to prepare or refresh the display we recommend one or all of the following e Limit the choice of client f
11. rd 1 2 3 Open Guard1 Plus Click Help and then click Activate Software Wizard The Guard1 Plus Activation Wizard will always attempt to process your activation over the Internet lf the Internet activation is successful you will be able to exit from this wizard and begin to use Rounds Tracker immediately lf the Internet activation is not successful you will be able to choose an alternate method of activation fax email or phone If you have any questions about how to activate Rounds Tracker you can click Help or contact technical support at support guard1 com or at 216 595 0890 About Rounds Tracker Views Rounds Tracker offers five ways to view your data 10 Unit 3 C2 ROOM 2 C2 ROOM 3 C2 ROOM 4 C2 ROOM 5 C2 ROOM 6 C2 ROOM 7 C2 ROOM 8 C2 ROOM 9 C2 ROOM 10 F2 ROOM 1 F2 ROOM 2 F2 ROOM 3 I P a a lla 2 The Quick View displays each visit with a green identify any exceptions 8 8 25 2003 12 00 AM 11 59 PM E 4 a 4 On J5 SE Ju JS Ig IE OOP DEC LOO EEF GEF EEF GEF EEF Su JS J 1S I I8 d d d d d d d d d BEHHEeE Ss d d d d d d k OFFICER CLAY HOPKINS W i ATIME 09 00 PM a INCIDENT 14 AWAKE AND QUIET ss ss E E E 1 e e e e nne e e e n oes
12. your e mail program to create a new message and attach the file you saved Troubleshooting The Toolbar is not visible To display the Toolbar 1 From the Excel menu e In Office 2003 click View then Toolbars and Guard1 Plus e In Office 2007 click the Add Ins Ribbon 2 You can select any of these commands Refresh Setup or Email 12 The Setup Window does not appear If the Setup Window does not appear when you click Setup the database file that Rounds Tracker is trying to open may be corrupted Contact TimeKeeping Systems technical support for assistance There is no data in the worksheet If no data is displayed e Confirm that the download data exists by viewing the downloads in GUARD1 PLUS e Check that the time and date range are correct Computer is sluggish or does not respond Rounds Tracker is a computation intensive application and will use most of your CPU cycles while preparing or refreshing the display These steps may help e Try the suggestions under About Rounds Tracker Operation above e Move Rounds Tracker and GUARD1 PLUS to a more powerful computer e Promote the Excel process priority in the Windows Task Manager Consult your department if are unfamiliar with the Task Manager or setting priorities 13
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