Smart Card – Time Attendance Clock
Contents
1. 20 INDIVIDUAL SHIFT REPORT Select report lndrvidual shits repost we Report conditions Employes Haninon Rebecca 058600103 From 01 08 2005 To 31 08 2006 duration hours 02082006 0354 RTE O54 Shift stail 01 08 2006 19 15 01 08 2006 15 15 3 025 005 18 00 05 07 08 2006 10 32 01 08 2008 19 15 Total 6 8 2318 The total number of hours worked is displayed at the bottom of the page N B Changes can be made to the shift report by double clicking on the required field or alternatively on the EDIT icon at the top of the page Red Notebook The manager can change the time the shift started ended or date It is also possible to add extra shifts before or after certain dates in case the employee has forgotten to clock in or out Please note that these changes can ONLY be done by the manager or the password holder The reports can only be accessed using the Administrator s password You can arrange the entry dates chronologically by clicking on the SHOW icon at the top of the screen 21 Making Changes Making changes in the Shift Reports is very simple you can either change the data on the screen or you can click on the field that you would like alter A new window will open up and you will be able to make either Add a line before the entry that you are on Replace an entry Add a line after the entry2. Site Site name IG anis Systeme Ltd 12 3 Database E Program Setup Database Location C Program FilesSmartTAC eed Backup location C Program TAL kad rUser list Login name admin Password 11234 gt Access level Admin 5 admin editor Editor VIEWEL VIEWEr pre Should you wish to change the location of your database you need to find the Smart TAC mdb file and save it in the destination of your choice You will then need to select this location from the browse for folder dialog on the database tab You can add members and select their access level on this tab Each member can have his her own password These can be changed on this tab There are three access levels to the Smart Card Backend software 1 Viewer The employee can enter the system to view the entries recorded on his her Card The Viewer cannot make any changes to these entries 2 Editor The Editor can download the information from the Smart TAC to the Master Card and enter it into the database 3 Administrator 13 The Administrator has full access to the system He she can add new members to the system enter the program setup tab and make changes to entries in the database We recommend that you change your passwords on a regular basis to avoid security breaches 4 Card Read
3. my Master Card or Employee Card is full Will I still be able to store data Yes the data is stored on the card in FIFO queue New data will be added to the card until it reaches full capacity Once full capacity has been reached the oldest data will be replaced by the newest data Only the newest data will be stored on the card The end user will not even be aware of the fact that the card is reaching its limit approximately 500 entries can be stored at any one time 11 How will Smart Card simplify the work needed to be done in order to prepare the salaries at the end of the month Using Smart CARD you will never have to manually transfer staff hours into the computer You will never have to decipher other people s handwriting the data transferred from the Smart TAC device is saved per employee in individual reports that are clear and easy to analyse The reports can be saved printed or sent directly to the accounts department responsible for the salaries 27 TARGET MARKET Smart Card was designed to suit the needs of any company that needs to record the movements of staff in and out of the workplace The system is easy to use and affordable filling the requirements of small to medium workplace that want the accuracy of a time attendance system without having to take out an extra loan to pay for it some of the target markets Factories Offices Project Management Security companies Construction sites Small b
4. quality memory card It has been specially designed and programmed to meet the highest quality and security requirements How it works Employee Card Figure 2 The Employee card is personal to each employee Switch the Smart Card on check the screen to see what manoeuvre is displayed if needed use buttons on the front of the device to switch between manoeuvres slot the card into the Smart Card slot at the bottom of the device and wait for confirmation Verify that the correct ID number name as well as for confirmation that the action has been accepted The information is stored both on the individual card and in Figure 2 the internal memory of the device The data will be stored Employee Card on the Employee Card until it reaches full capacity When full capacity is reached the data will be stored in a FIFO queue the oldest data will be deleted and replaced by the newest data This process will be completely invisible to the user and no action needs to be taken when the card reaches full capacity How it works Master Card figure 3 The Master Card is used by the person responsible for collecting the time attendance data The devices needs to be activated by pressing the ON button then the Master Card is simply inserted into the Card slot at the bottom of the device the ON button is again pressed and the LOAD message appears The information is automatically transferred onto the Master Card For more informatio
5. 0 and Windows XP and the other is for Windows 98 and Windows ME 4 Install the file lt K gt WINDOWS MDAC MDAC_TYP_2_8 EXE lt X gt is the CD ROM drive letter Follow the installation instructions NOTE This installation is not needed for Windows XP SERVICE PACK 2 5 Now install the file lt X gt INSTALL SETUP EXE lt X gt is the CD ROM drive letter Follow the installation instructions N B Should you get the following error message during the installation please click on the OK button in order to continue with the installation process x Error 1931 The Windows Installer service cannot update the system file CAWINDOWS Suystemse winecard dil because the file is protected by Windows you may need to update your operating system for this program to work correctly Cancel GETTING STARTED WITH THE BACKEND SOFTWARE Click on the Smart Card icon on your desktop to reach the System Login screen The Login Screen enables the administrator to protect the information from misuse Only the administrator with the administrator s password can make alterations to the database Your initial login information will be Login Name admin Login name Password 1234 Password You will be able to change these in the IF you lost Foraot the Administrator login information use Program Setup screen Help as the login name and press the Enter key ere MAIN MENU There are six option
6. Smart Card Time Attendance Clock Comprehensive User Manual Version 1 8 Software version 1 2 2 By Accu l ime Copyright 2006 Ganis Systems Ltd TABLE OF CONTENTS INTRODUCTION WHAT S IN THE BOX THE DEVICE THE SMART CARD INTERFACE SMART CARD READER BATTERIES MOUNTING THE SMART CARD ON THE WALL THE SMART CARDS GETTING STARTED TIME AND DATE SETTINGS SMART CARD BACKEND SOFTWARE INSTALLATION NOTES FOR SMART TAC EMPLOYEE SETUP REPORTS EMPLOYEE USER INSTRUCTIONS MANAGEMENT USER INSTRUCTIONS TROUBLE SHOOTING AND FAQ TARGET MARKET CONTACT US PG 3 PG 4 PG 5 PG 6 PG 6 PG 6 PG 7 PG 7 PG 8 PG 8 PG 9 PG 9 PG 14 PG 18 PG 24 PG 25 PG 26 PG 28 PG 29 Smart Card Time Attendance Clock INTRODUCTION Welcome to Smart Card leading Time Attendance Clock designed to suit the needs of the small enterprise or mobile work force You will find that Smart Card is the most cost effective and reliable time keeping solution for your company GENERAL DESCRIPTION Smart Card also referred to as the device has been designed to record the attendance of individuals arrival breaks departure Based on individual Employee Cards the device records the comings and goings of staff enabling a secure and reliable recording of attendance records Smart Card is also useful for mobile staff that are not necessarily at the same location e
7. all the employees that used the temporarily out function will be displayed for the given dates These can be displayed on the screen in an Excel spreadsheet sent by email or printed Monthly reports can be exported to an Excel sheet The entries are colour coded to ensure that the data is easy to analyse 18 Reports i a F Frome 06 01 2005 Te 0673072006 Date Time Employse Operation Cat 07 01 Peterson James Iri 06 01 2006 17 00 PetersonJames 06 02 2006 0700 Petersondames Jin O 06 02 2006 Peterson James WO 06 05 2006 08 00 PetersonJames 1 SC 06 05 2006 15 00 PetersonJames 06 06 2006 0502 PetersonJames fn 06 06 2006 11801 PetersonJames 06 07 2006 10 30 PetersonJames 06 07 2006 06 08 2006 1408 PetersonJames In 08 08 2005 0612 2006 0800 PetersonJames In 06 12 2005 1505 PetersonJames oa O 06 13 2006 0300 PetersonJames IM 06 14 2006 1000 PetersonJames SC 06 14 2006 1930 PetersonJames Out 06 15 2006 15 00 PetersonJames n 0 06 15 2006 1200 PetersonJames Out 06 18 2006 PetersonJames 06 18 2006 06 20 2006 0826 PetersonJames In O 06 21 2006 2021 Petersondames ln 06 21 2006 Total events 25 When the ZONE is seen in the Operation Type column th
8. download the attendance information from the device to the PC Please note that up to 500 entries can be stored at any one time When the storage Capacity reaches its limit a warning message will be displayed on the device and the data will need to be downloaded in order to continue using the device No data will ever be deleted due to full memory The user will simply not be able to record any additional events The Smart Card slot is located on the lower side of the Smart Card The Smart Card must be inserted into this slot with the chip facing upwards The slot must be kept clean at all times and it is strictly forbidden to slot anything else into this opening Smart Card Reader The information downloaded from the Smart Card Is transferred to the Backend software on the PC via the Master Card In order to transfer the data you will need to insert the Master Card chip facing upwards into the card reader and click on the Read Card option in the main menu The data will be ar transferred to the backend software and will be ready for use Figure 1 Smart Card s Card Reader Batteries The Smart Card is battery operated It comes with two long life lithium 3 Volt CR2450 batteries The batteries can easily be replaced by opening the chamber at the back of the device Contact AccuTime for replacement batteries When the battery power is low an early warning BATT indication will flash on the screen when the devic
9. e is turned on In addition the small enunciator BATT will be displayed Batteries should be replaced within a few days of this message being displayed The batteries are not used all of the time as the device is on standby when not used Please note that the clock will continue to work for a maximum of 10 manoeuvres after the low battery indicator appears Battery Replacement To open the battery chamber pull down on the plastic clip and remove the plastic lid covering the batteries Gently pull out one of the batteries from its housing unit and replace it in the same position as the old battery with a new battery Do the same for the second battery Notice that the battery should have the side showing upwards 6 Return the battery lid to its normal position and push the clip upwards to secure the battery chamber s plastic lid Mounting the Smart Card on the wall Smart Card can be mounted on the wall with the use of the plastic hanging unit Simply choose the location that you would like to keep Smart TAC in mark the location for the screws on the wall and drill two holes Place the plugs in the holes and screw the unit securely in place Please note that the plastic holding unit is fragile and we do NOT recommend using an electric screwdriver to secure the unit to the wall Smart TAC can be lifted easily out of the wall mount when necessary THE SMART CARDS The Smart Card used in the Smart Card system is a very reliable high
10. er You must ensure that the USB option is selected in order to be able to use the Card reader provided E Program Setup Lard reader Communication type USE Communication parameters Next you will need to enter the EMPLOYEE SETUP screen to add the members of your staff 14 EMPLOYEE SETUP Employees Selup why if ie T Employec details SSH Lash name Frst name Card no 1 55 Display 1 5 45 Regular hours C Shills 3146 ime Daly hours Automatic break duration Overtime 20 Hours 15 M 20 Nous 150 ca 01 20 MHou 75 Howy wager You will need to use this function in order to manage your workforce database add members remove members change details Start by entering card 1 into the card reader and begin to enter the following information in the Member Detail section top right hand corner of the screen Social Security Number Last Name First Name Card Number Display Name The display name will appear every time the user enters the card Longer names such as Mathew for example may be shortened to four letters i e MATH There are two types of working hours in the smart Card system Regular hours or shifts The regular hours option is used for employees that work normal hours 9am to 5pm for example Star
11. ew cards to replace cards 1 5 simply insert the new card into the reader enter the Member Setup page click on the card that you wish to replace and 10 click on update The information stored on the device for that member will then be downloaded onto the new card If you are purchasing new cards for new employees simply enter the new card into the reader enter the Member Setup page and start entering the new employee s details and give the new card the correct card number It is important to give each card the correct number Once all the details have been entered simply click on the sign and the entry will be stored You can then remove the card and start the process again with the next card Up to 32 separate members can be stored The various icons on the screen are used to i Add a member Remove a member Search for a member by name last name or Social Security Number OK to update changes A lt Empty the Member Detail box so that you can enter a new member Sa Exit the Member Setup screen The other options on the main menu are 1206 2006 080000 Einstein Albet I 0146 2005 08 30 00 laac Newton In 06 2005 0 32 00 Tesla Nikola In 01 06 2005 17 00 00 Einstein Albert Out 06 2005 17 20 00 Isaac Newton Dul 01 06 2005 1411 00 Tesia Nicola Out READ CARD This is used when the user administrator wants to view or download information from the Smart Card Simply insert t
12. f the office The instructions are very simple to follow and are all displayed on the Smart Card screen An employee instruction sheet is available on the CD and should be printed and distributed to all employees that will use Smart Card Mobile Staff the button will allow the mobile worker to clock in and out attendance in various locations up to four zones For example you can program Smart TAC to suit your own needs Office Zone 1 Warehouse Zone Dining room Zone 3 ideal for counting the employee s lunch contribution that may be deducted from the salary Store Zone 4 This system will enable you to keep track of your employees within their working hours How to program the zones Simply press the button to select the appropriate work zone then follow the simple instructions below Non mobile staff will not need to use this function as they will always be in the same work zone Upon arrival 1 Turn the Smart Card on the time will be displayed and then the operation will be displayed 2 Change the operation for the desired operation IN using the 3 Insert the Employee Card the operation will be stored both on the Smart Card device and the Employee Card If the operation was successful the Card number display will be shown on the Smart Card screen Upon departure 1 Turn the Smart Card on the time will be displayed and then the operation will be displayed 2 Change the operation for t
13. he Card Master or employee into the Card reader and click on the Read Card option in the main menu Depending on the access level the user will be able to view the information Show past entries download it to the database or alter it 17 see Access Levels in the Database section above for more information By default only the latest entries will be displayed on this screen Should you wish to view older entries that are saved in the database simply tick the Show past entries box and all the entries will be displayed REPORTS Reports 10 Select report Individual monthly report General report fee dus monthly report Employee laj Individual shifts report Bom 0 i p ae Late enterance rom 01 06 2006 To 31 08 2006 Temporarily out Report conditions The type of report is selected from the drop down menu date range selected and SHOW button activated The manager can produce a variety of reports General report All the data for all the employees will be displayed for the given dates Individual monthly report All the data for individuals working regular hour will be displayed for the given dates Individual shift report All the data for individuals working shifts will be displayed for the given dates Late entrance report All the data for all the employees that arrived late will be displayed for the given dates Temporarily out report All the data for
14. he desired operation OUT 3 Insert the Employee Card the operation will be stored both on the Smart TAC device and the Employee Card If the operation was successful the Card number display will be shown on the Smart Card screen The in and out times will be recorded in the internal memory of the Smart Card device Please note that if the same operation is performed twice In and In by mistake within 2 minutes only one operation will be recorded to avoid confusion in the reports 24 MANAGEMENT USER INSTRUCTIONS The information stored in the Smart Card device can only be accessed using the Master Card The information downloaded onto the Master Card can also be checked against the information on the individual Cards This can be used in cases where the information recorded is disputed Downloading the information from the Smart Card 1 Insert the Master Card into the slot at the bottom of the device 2 Activate the device by pressing the ON button 3 LOAD should appear on the display 4 Press OK 5 When the DONE message appears on the screen the Master Card can be removed 6 Insert the Smart Card into the computer on which the system installed on 7 Open the Smart Card backend software and use the Read Card screen to get the information from the Card into the database 8 The Master Card is now ready to be used again LOCKING A MANOEUVRE lt is possible to lock any of the Smart TAC manoeuvres Work In Work Ou
15. identally clocked into the wrong work zone how can I change this After downloading the information from the Smart Card ONLY the Administrator can make changes to recorded events It is important to check events after having downloaded them from the Master Card before storing them into the database Viewers and Editors cannot make any changes in the database 7 My batteries are running low will all the information saved on the Smart Card be lost No the information will not be lost as the data is stored on an EPROM meaning a non volatile memory so it cannot be erased because of a lack of power However you should replace the batteries as soon as the low battery enunciator appears as batteries are required in order to download the information on the Master Card 26 8 have lost my Master Card what can do You can buy new Master Cards and Employee Cards from your local distributor or contact Ganis directly Please contact sales accutime co uk for more information 9 How secure is the Smart Card how do know that the information recorded has not been tampered with The Smart Card system cannot be accessed by anyone without the Master Card The time cannot be altered nor can the date The information stored on the device is also stored on the Employee Card so if there are any discrepancies between what the employee claims and the reports that have been produced they can be easily checked 10 What happens when
16. is illustrates that the employee in question has entered a specific zone Zone 1 for example could be the canteen In some companies employees are entitled to a lunch subsidy you can allocate one of the ZONES to Lunch and the employee simply needs to swipe the card in that zone at the till instead of paying cash It is then simple to calculate the lunch subsidy by counting how many times ZONE 1 has been entered 19 INDIVIDUAL MONTHLY REPORT Ro part Jooss 5 1 repi reidas morthi repon we Fon oe To 5 4 Time Bosak 6 Break TS Loi Worked Da In Time Du In ff eo 186 joao eo O an Fo peo 1100 166 1 1 1 erties boire trip te th LS Soon on jon jom jon 10965 fo Amapontanirwes mM a ww wwa er 4 mo jou 1000 1600 600 jow 066166 9 2 par w 10 107 00 10700 0001 1000 5 reaa 9 090 1600 0990 960 ow 066166 9 06 JT Jom 150 1650 on pee E 99595 1 TE 6 26688 CO 1 w 11592 f J eo J f 16300 N B Please use the NOTES field to add comments such as day off out of the country annual leave sickness you can add up to 50 characters
17. isplay LCD on the upper front area of the Smart Card will display the instructions needed in order to record the attendance information The information is displayed in four large alpha numeric digits The device status and activities are also displayed in real time The Keypad The device is operated by the six keys an overview of their main functions is listed below Power ON OK Used to switch the device On or to OK an operation Power OFF Used to switch the device OFF you need to press and hold the OFF button and then press the OK in order to switch off the device IN Work In Used to select the correct manoeuvre when arriving at work either at the beginning of the shift or returning back from an absence on duty Will be recorded separately in the individual report OUT Work Out Used to select the correct manoeuvre when leaving work either at the end of the shift or on duty Will be recorded separately in the individual report Pound Key Used to switch between work zones especially useful for mobile workforces or for project time management Clock Key Using the Master Card you can check the Time Date Year of the device and the number of manoeuvres left until memory is full The Smart Card Interface Five Employee Cards and one Master Card are supplied with the device The Employee Cards are used by the individual to record arrival and departure information and the Master Card is used by the employer to
18. n Rebecca 0585800103 3 Report date 27 08 2006 Date From 01 08 2006 To 31 08 2006 4 E E 3 10 Total hours 8 00 1 wage 15 00 13 Salary 369 75 14 15 SmarntTAC by GAMIS systems Ltd 15 17 Please note that once you reach the Excel sheet you will not be able to make any changes to the data All changes MUST be made in the Smart Card software so that they are saved in the master database You can make changes that are not connected to the calculations i e adding notes is possible here Off sick holiday worked in a different office meeting PRINTING REPORTS It is possible to print the reports directly from the report screen If you wish to review each employee s data before you print the report select the type of report and the employee name from the Employee drop down menu and then click on the SHOW button Once you have reviewed the data you can export the data and print the report Select report Individual monthly report Report conditions Employee Newton Isaac 3333339343 M From 0670172006 To 06 30 2008 Or you can print all the reports together Simply select the report type select Individual monthly report and ALL in the Employee box and click on the PRINT icon 23 EMPLOYEE USER INSTRUCTIONS Each employee is issued with a personal Smart Card that will record his her movements in and out o
19. n about transferring the data to the backend software please see the Smart Card Backend software section Figure 3 Master Card Storing the Smart Card Both the individual and the Master Cards should be kept in a dry clean environment Each card contains a delicate electronic chip and must be handled with care The Cards must be kept flat and care should be taken not to fold or break them They may cease to function if not handled correctly GETTING STARTED TIME AND DATE SETTINGS Smart Card time and date settings are ONLY accessible while the Master Card is inserted thus preventing misuse of unauthorised personnel Please make sure that you use the same date format as your computer i e if your computer clock is DD MM YYY you must use this format on Smart TAC Otherwise there may be inaccuracies in the reports Adjusting the clock 1 Activate the Smart Card display by pressing 2 Insert the Master Card 3 Press D EC 4 Use the button until TIME is displayed 5 Press HH value is displayed 6 Adjust the hour by pressing Z re Press MM value is displayed WD GC 8 Adjust the minutes by pressing 9 Press Adjusting the date 1 Activate the Smart Card display by pressing 2 Insert the Master Card 3 Press 4 Use the D 2 button until DATE is displayed 5 Press MM value is displayed 6 Adjust the month by pressing D 7 Press DD value is displayed 8 Adjust the day b
20. s available on the main menu Members Setup Reports Read Card Program Setup Systems Setup and Exit amp SmartTAC 1 2 0 Systems Setup Before starting with the setup you must choose the type of device that you bought There are two types of devices Smart Card 32 employees with 4 different zones Smart Card Pro 64 employees with no zones Select the correct configuration on the following screens and then click OK 10 Smart Card es System Setup Smart Card Pro a System Setup 11 PROGRAM FILES Click on PROGRAM SETUP to enter specific information about your company and your employees Once in the PROGRAM SETUP you have four more tabs General Site Database and Card Reader You should only need this site in the setup process Once you have set your options they will be saved in the system 1 General You can choose the language that you would like to use currently English USA English UK and Hebrew are available More languages will be available in the near future This can be done only from the Administrator level You can also select your preferred date and time format here Program Setup General Interface language English USA Date formak DD MMA YY 31 12 2000 Time format e4 Ts O p wl 2 Site Here you MUST enter the name of your company which will be displayed on the reports This can be done only from the Administrator level Program Setup
21. ses shops security companies with a simple yet sophisticated device to record attendance inspection schedules and other security time related activities Smart Card pays for itself by dramatically reducing the amount of time spent on manually entering the hours worked for each employee allowing you to easily track time spent on projects as well as time spent on duties out of the office 3 How will Smart Card save my business money Smart Card will save your business money by enabling you to manage the movements of your staff in and out of the office more efficiently No more leaving early or arriving late without you knowing about it mistakes will no longer be made when the information is transferred from the punch Cards to the computer and staff working out of the office will be made more accountable for their whereabouts All in all with more accuracy in the hours worked and less time spent in preparing the payrolls you will soon see your ROI 4 What if have problems using the Smart Card Should you face any problems with Smart Card or in using Smart Card do not hesitate to contact our customer support department who will be happy to help you sales accutime co uk 5 Will you provide updates for the Smart TAC You will be able to subscribe to a newsletter that will inform you of any changes in the software or any updates available This information will also be available from our website in the near future 6 have acc
22. t In Out Zone visit This is very useful if you are using the Smart TAC to check that your staff are patrolling areas correctly or at the right times Smart TAC has 4 zones making it an ideal tool for patrolling staff security guards travelling salesmen LOCKING A ZONE FOR EXAMPLE Turn the Smart Card on Click OK Select the zone you wish to lock by pressing the key until you reach the zone you wish to lock 1 4 Insert the Master Card Click Work In using the arrow keys until you reach FREE Click OK to change FREE to LOCK and remove the Master Card This zone is now locked 2 RELEASING A ZONE 1 Turn the Smart Card on Insert the Master Card Press OK Press the arrow keys until you reach LOCK Press OK to change to FREE The zone is now FREE and you can remove the Master Card 29 DOTE ES TROUBLESHOOTING AND FAQ 1 What is Smart Card Smart Card is a state of the art Time Attendance Clock that provides substantial savings to your business compared to manual or electronic punch Card time clock systems The system integrates time amp attendance records and detailed employee information allowing for detailed reporting and cost effective management of payroll and employee related issues 2 What does Smart Card do Smart Card uniquely integrates time and attendance records detailed employee information and project tracking Smart Card provides SMEs Small Medium Enterpri
23. t time and the shift option is for employees that work irregular hours Parameter f Regularhours Shifts Daily hours Automatic break duration N B If you choose to use the Shift option you 908901 1 0 Hours 12500 pa will not be able to add any information apart from Overtime 2 E Hows 1150 00 the hourly rate Ovetime s 10 Hous 7500 Hourly wage 0 00 Regular Hours The parameters are made up of the following 15 options Start time insert the time that your employee is supposed to start If your employee is meant to start working at 9am and you do not want to pay him before that hour even if he arrives at 8 45 then click on the V symbol and the time will only be recorded after 9am If you do not have a specific start time then you can leave this option blank Daily hours You can insert the number of hours that your employee is supposed to work a day If you wish to calculate overtime you MUST insert the number of hours that the employee is Supposed to work Automatic break duration Here you have the option to automatically deduct your employee s lunch break without asking them to clock in and out The break time will AUTOMATICALLY be deducted from the Total Time Worked Overtime You have the option to allow Smart TAC to automatically calculate the overtime that your employee has accumulated a day There are three possibilities of overtime hours this will enable
24. usinesses workshops dentists doctor s surgeries Classrooms students attendance Mobile workforces Restaurants fast food outlets shops And many more Benefits for management No complicated installation Convenient and cost effective method to check mobile staff Easy to produce reports Ins amp Outs monthly totals breaks and tardy arrivals User expandable Battery operated and light to carry Ideal for small businesses no installation expense flexible and affordable Benefits for administration No punch cards paper trails or hand written entries No more data entry and adding up hours Reduces errors and time spent on the payroll management Easy to analyze individual reports All the information downloaded from one portable device No more running after staff for their hours Reports can be exported and sent for approval via email Benefits for the staff Secure and backed up all information is stored on the personal Smart Card Can be used in various locations Can be used to keep track of time spent on various projects Light to carry Easy to operate 28 CONTACT US Email sales accutime co uk Your local Smart TAC distributor SMART CARD CERTIFIED DISTRIBUTOR 29
25. veryday or that move around a lot It is possible to download the data from several devices onto one Master Card and transferred to the back end software Display Screen Work In IN Clock accessed ONLY with the Master Card Off Work Out OUT Pound Key Used to switch between zones On OK Smart Card Slot OO 4 6 Recording the attendance history Information about the employee times amp dates of arrivals departures are all recorded on the individual Smart Card and is backed up on the device The information from the Smart Card is downloaded onto the Master Card whenever necessary The Master Card is inserted into the card reader and the information recorded is transferred into the Smart Card Backend software it is then easy to analyse the information and to produce reports WHAT IS IN THE BOX 1 One Smart Card device 2 One Smart Card reader 3 One Master Card 4 Five Employee Cards 5 One CD ROM with drivers software amp documentation 6 One Protective Case 7 Instuctions to download the manual 8 Two Batteries 9 One Plastic hanging unit 10 Two Screws and plugs THE DEVICE Smart Card is a small portable Time Attendance Clock The size of a small calculator it has an LCD screen 6 function buttons and a slot in which to insert the Smart Cards The device is battery operated so no complicated installation is required The Screen A Liquid Crystal D
26. y pressing D 9 Press YY value is displayed DO GC 10 Adjust the year by pressing 11 Press SMART CARD BACKEND SOFTWARE This software is needed in order to analyse the information downloaded from the Smart Card onto the Master Card It is downloaded from the Smart Card and stored into the Backend software on the chosen computer Smart Card s Backend software can be found on the Backend Software CD in the box This software will enable you to decipher and analyse the information downloaded from the Smart Card and stored on the Master Card Installation notes for GANIS Smart CARD Windows 98 or Windows ME if your USB Smart Card reader is connected to the system disconnect it The MS Base Components were designed for Windows NT4 3 ME 98 and 95 Because there were no Smart Card capabilities in these operating systems once the zip file is downloaded there will be two files Install the Base Components before you attempt to install a Smart Card reader or there will be conflicts 1 Run scbase exe 2 Run smclib exe 3 Reboot 4 Install Smart Card Reader following manufacturer s instructions When you are done you may connect the USB Smart Card reader Installing the Smart CARD software all versions of Windows 1 Connect the USB Smart Card reader 2 If you are asked to provide the USB Smart Card reader driver you can find it in lt X gt SCR DRIVER 3 There are two directories one for Windows 200
27. you are on Delete an entry Edit entry Clock information Shift start 01 08 2008 1915 Shift end 02 08 2008 03584 Shift duration hours 05 393 CO Before selected Replace selected After selected Delete selected Once all the changes have been made for that employee the Smart Card software will automatically calculate the number of hours worked and if you have added an hourly rate in the employee detail the salary to be paid These details will be provided in the Excel sheet once you have clicked on the Export button 3 at the top of the page Wd Sal 4 From Left to Right 1 Show when you want to see that employee s hours 2 Print 3 Export to Excel Diskette 4 Stop used to if you wish to stop the export of all the employees details to export not needed for Shift report only individual reports 5 Edit click on the line you wish to edit and on the Edit icon at the top of the page 6 Exit EXCEL REPORT Once you have finished updating and checking the data you can export it to excel then it can be printed or sent by email 22 Microsoft Excel Book et File Edit View Insert Format Tools Data Window Help BC EEE CNP IPN rt at E i 5 F FEF h 72 9 11 3 Reply with Changes End Reviens R244 te i 1 Ganis Systems Ltd 2 Individual shifts report Hanmo
28. you to give different rates for different hours You can decide what overtime rate you allocate to each level this is calculated as a percentage of the normal hourly rate from 100 to 400 and higher You can use this option to pay different rates for overtime EXAMPLE of the use of the overtime parameters Overtime 1 100 up to 2 hours Overtime 2 125 between 2 4 hours of overtime Smart TAC will calculate the salary at 125 of the normal rate Overtime 3 150 4 hours of overtime Smart TAC will calculate the salary at 150 of the normal rate You can also decide that your employee will not be paid if he works more than 3 hours of overtime for example This can be set in the overtime hours 1 3 hours overtime hours 2 and 3 would be 0 Hourly Wage Use this option if you want Smart Card to calculate the salaries Simply enter each employee s hourly wage if they get a different rate for overtime then add it to the overtime hour fields as a percentage of the normal hourly wage This is only an option and it is not essential to fill in the hourly wage Once all the details have been entered simply click on the sign and the entry will be stored You can then remove the card and start the process again with the next card Continue the same process for cards 1 5 Should you need to purchase extra cards please contact AccuTime The software can store up to 32 employees or 64 with the PRO version If you are purchasing n
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