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Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
Secubio New Time and Attendance software manual
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Secubio New Time and Attendance software manual

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Attendance Software Manual exclusively for Secubio Technology CO.LTD,

Attendance Software Manual exclusively for Secubio Technology CO.LTD,

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  • 1. Instruction Manual for Attendance Management System Table of ContentsChapter One Function Characteristics of system ……………………… …………………… ………3Chapter Two Installation Requirem ents of System ……………………………………………………4Chapter Three Software Installation and Database Connection…………………………………………5 3.1 Single Installation………………………………………………………5 3.2 Network Installation………………………………………………………8 3.3 Database Connection……………………………………………………16Chapter Four Specific Operation Instructions of Software………………………………………………18 4 .1 Pr oc e du re Di ag r a m fo r I ni ti al Use …… … …… … …… … …… … … …… …… 1 8 4 . 2 L o g i n O n … … … … … … … … … … … … … … … … … … … … … … … … 1 8 4.4 Personnel Information…………………………………………………………20 4.4.1【Company Information】…………………………………………………20 4.4.2【Department Information】…………………………………………………21 4.4.3【Staff Information】…………………………………………………22 4.4.4【Register Sta ff Demission】……………………………………………27 4 . 4 . 5 【 St a ff Demission Inquiry】……………………………………………28 4.5 Attendance M anagement …………………………………………………………29 4.5.1【Attendance Rules】…………………………………………………30 4.5.2【Attendance Rules】…………………………………………………31 4.5.3【Shift Definition】…………………………………………………33 4 .5. 4【 Sh i ft Patt er n】 …… … …… …… …… … …… ……… … …… … 3 6 4.5.5【Shift Allotment】…………………………………………………37 4.5.6【Shift Allotment】…………………………………………………38 4.5.8【Holiday Registration】…………………………………………………39 4.5.9【Leave Registration】…………………………………………………40 4.5. 10【Overwork R egist rat ion】………………………………………………41 4 . 5 . 11 【 C o mp u t a t i o n Rule】………………………………………………43 4 . 6 Te r m i n a l Management…………………………………………………………44 4.7 Statistic Repo rt … ……… …… ……… …… ……… … ……… ……… 53 4.8 System Maintenance…………………………………………………………54 Page 1 Total 51 Pages
  • 2. Instruction Manual for Attendance Management SystemChapter One Function Characteristics of System The Attendance Management System is user-oriented. It is auniversal attendance management system developed for factoriesand companies for their computer management of attendance. Thesystem interface is clear and friendly; it is reliable and easy to operate,and provides help for machine connection. You can conduct quick andeasy inquiry, sum-up and computation on the system. The supervisorcan set the jurisdiction for the operators, and the operators can settheir own password, in doing so, it will effectively prevent from illegaluse or exceeding authority to use the system. The system has strictfault-tolerant system, which will avoid false operation and illegal inputof data. The backup function of the system ensures that the data willnot lose and it will restore running quickly in case the system appearsbreakdown. The Attendance Management System has five functionalmodules, including “Personnel Information”, “AttendanceManagement”, “Statistic Report”, “System Maintenance” and“Attendance Device”. Page 2 Total 51 Pages
  • 3. Instruction Manual for Attendance Management System Chapter Two Installation Requirements of the System1. Requirements for Hardware: 1) CPU: above 1GMHz 2) Memory: Above 128MB 3) Hard Disk: Above 2GB hard disk space 4) Communication Port (COM Port):1 (An extension wire is needed to connect with USB and COMport, if it is USB interface)2. Running Environment Database: ACCESS Operating System: WIN98/2000/ME/XP/NT/2003 Chapter Three Installation and Uninstall of the Software3.1 Install the Management Software 1. Double click the installation program in the installation disk toinstall the system, as shown in the following figure: Page 3 Total 51 Pages
  • 4. Instruction Manual for Attendance Management System 2. Click “Next” to install the program, or click “Cancel” to end theinstallation. Page 4 Total 51 Pages
  • 5. Instruction Manual for Attendance Management System 3. Select the address where the program is to be installed. Thesoftware is to be installed in F:/Program Files/Stand-alone FingerprintAttendance System in default. You can change the installation routeby clicking “Next”. Click “Next”. Page 5 Total 51 Pages
  • 6. Instruction Manual for Attendance Management System 4. Choose or manually input the icon folder of the fingerprintattendance system. The default is: “Attendance Management System”.You may directly modify it, and click “Next” to start to install thesoftware when you have confirmed it. The system will automaticallyinstall the software under the route you have set, and establish ashortcut icon both in Start Menu and Desktop. Chapter Four Introduction to the OperationProcedure of the Software If the machine is a fingerprint attendance machine, you can firstlyregister the fingerprint of the staff and record the “Fingerprint No” ofeach staff, and then start to operate the software. If the machine bought by the user is sensor card attendancemachine, you can input the card number held by the staff in the StaffInformation of the software (or read in the card number with the “Card Page 6 Total 51 Pages
  • 7. Instruction Manual for Attendance Management SystemRead-in” function), then transfer the information to the attendancemachine.4.1 Functional Modules This software includes altogether five functional modules:【Personnel Information】,【Attendance Management】,【StatisticReport】【System Maintenance】 and , 【Communication Programme】 1.In【Personnel Information】, you can input and edit companyinformation, department information and staff information, deal withthe resignation of staff, and edit the staff information such as worktype, degree, nationality and birthplace, etc. 2. 【Attendance Management】includes the setting of attendancerules, shift, shift status review, as well as record of holidays, leavesand overtime. 3. 【Statistic Report】includes the review, export and print oforiginal record sheet, attendance record, daily report and monthlyreport. 4.You can add, modify and delete the administrator in【SystemMaintenance】, and set, modify the jurisdiction of administration andremove the outdated data. 【Communication Programme】 can set the parameters for 5.In youthe attendance machine, register the staff information (upload theregistration information to the attendance machine), download thestaff information (download the registration information from theattendance machine to the software), review and set the parametersof the attendance machine, as well as collect the attendance data. Page 7 Total 51 Pages
  • 8. Instruction Manual for Attendance Management System 4.2 Operating Procedures of the Software Login System Change Password Personnel Info Setting Device Setting Register Staff Shift Definition Set Shift Pattern Start Shift AllotmentReview General shift Collect Attendance Data Review Original Data Data Analysis Allotment Table Review Original Data 4.3 Operating Procedures for the Initial Use of the Software If the machine is a fingerprint attendance machine, you can firstly register the fingerprint of the staff and record the “Fingerprint No” of each staff, and then start to operate the software. 1.Set Administrator The user is recommended to modify the password when they log on the software for the first time (the user name for the first log-on is the administrator account: admin; password: blank). If several operators are to use the system, you should establish account for each operator, and allot appropriate jurisdiction for each operator based on their work. 2.Establish Personnel Archive A. Set company information: Note that Company Name is the general department of the whole system; B. Department Information: Department is the classification of staff. You are recommended to set subsidiary departments based on the different work within the same department. C. Staff Information: Generally the attendance system is used to manage the attendance of the staff. Therefore, the staff information is Page 8 Total 51 Pages
  • 9. Instruction Manual for Attendance Management Systemthe basis of the attendance system. In the above sections, “Staff No”,“Name”, “Registration No(Fingerprint No)”, “Join Date” and“Department” are required to be filled. ※Note: The【Registration No】 【Staff Information】 in should be consistentwith the number of the staff registered at the fingerprint attendancemachine; 【Join Date】:The attendance system will only sum up the dateafter the join date of the staff.3. Acquire the fingerprint information and register the name tothe Attendance Machine For the Fingerprint Attendance Machine, the user must record thefingerprint information of all staff on the fingerprint machine (one“Registration No for each staff”); The fingerprint information is stored in the Attendance Machine.By using this software, you can acquire the registration informationand store it in the software system. For one thing, it will avoid the lossof fingerprint information due to abnormal circumstances of theattendance machine which results in repeated input of information; onthe other hand, if the customer uses several attendance machines,they can “write” (register) the fingerprint information to the otherattendance machines through this software. To connect the attendance machine with 【 CommunicationProgramme】: A.You can check the information on the attendance machinethrough the software, e.g. the number of staff registered, thefingerprint recorded and quantity of attendance records, etc. You canalso set certain parameters of the attendance machine. B. To take the fingerprint information registered at the attendancemachine to the software; C . To upload the name information (firstly you must have Page 9 Total 51 Pages
  • 10. Instruction Manual for Attendance Management Systemestablished the staff information and have take the information to thesoftware ) to the attendance machine. ※Note: Part of attendance machines use standard communication wire(RS232) to connect with the computer. You need to set the Baud rateof the computer port to make it consistent with the BAUD rate of theattendance machine. The default Baud rate of common is: 38400BPS.4.【Shift Setting】 “Shift” refers to the in and out times and it s schedulewithin a day which includes the setting of in and out time, latearrival, early out rules, absence rules and overtime rules, etc. You can sort out all working circumstances of all staff in thecompany, and set different ways of in and out within a day as one shift(e.g. day shift, night shift, long day shift, etc.).5.【Shift Allotment】 “Shift Allotment” is to designate the daily shift of each staff;generally speaking, it refers to the specific shift of each staff in certainday. 【Shift Allotment】is the basis for a attendance managementsoftware to analyze data and acquire statistic report. This isbecause the system has to know how the work of certain staff ismanaged in certain day, and whether this staff is late or early out,or keep regular attendance. Therefore, “Shift Set ting” and “ShiftAllotment” are the core of attendance management system. A.【Shift Pattern】 If the staff attends his work on a periodic basis, you can presetone or several “Shift Patterns” in “Shift Pattern”. As shown in thefollowing figure, the staff of certain company attend their work fromMonday to Friday, and rest at weekends. Therefore, we can set aperiodic Shift Pattern for this company. Page 10 Total 51 Pages
  • 11. Instruction Manual for Attendance Management System B.【Start Shift Allotment】: You can manage the shift for the staff with the “Shift AllotmentModule” set in Shift Pattern (to assign the “shift” for certain staff forthat day). C.【General Shift Allotment Table】 After you have assigned the shift, you can review the ShiftAllotment of each staff in the “General Shift Allotment Table” of the“Attendance Management” module. Firstly you can check whether theshift allotment is successful and the result of the shift allotment, andsecondly you can make adjustment to the shift allotment, see thefollowing figure:6.Backup Data After you have set the staff information, attendance rules, shiftsetting and shift allotment, we recommend you to back up the data Page 11 Total 51 Pages
  • 12. Instruction Manual for Attendance Management Systemwith meaningful names, so that you can restore the data when thesystem is not available due to computer problems, so as to reduce thework to input the information.7.Collect Data After you have inputted the fingerprint information to the softwareand registered the names at the attendance machine, your staff thencan use the machine to record their attendance. The administratorneeds to collect the data to the software after a period of time(generally at the end of the month), and acquire the statistic reportthrough the analysis of the software. Use 【Attendance Data Download】 from the 【CommunicationProgramme】 and select “download new record” to acquire therecords after the previous data collection. With “download new record” function, you can only collect thedata after the previous data collection, which saves your time andavoid repeated collection.8. Analyze Data The principle of the attendance system is to sum up theattendance records of staff based on the work registration of the staffin accordance with the attendance rules preset by the computer (shiftallotment, asking for leave and out of office, etc.). The following is the procedure of working principle of theattendance system Staff Information Original Record Shift Definition and Allotment(Acquired from the Attendance Machine) Asking for leave, out of office and Holidays Page 12 Total 51 Pages
  • 13. Instruction Manual for Attendance Management System Data Analysis Report Sum-up (Daily Report , Monthly Report)9. Review Report After the data is analyzed, you can review the attendance report. Chapter Five Specific Introduction to Each Module1.Personnel Information1.1 Set【Company Information】 Click 【Company Information】module, you will enter the settingwindow for company information, as shown in the following figure: Click 【Modify】 and then sequentially input company name Page 13 Total 51 Pages
  • 14. Instruction Manual for Attendance Management System(compulsory, it can be abbreviated), address, telephone, and thenclick store.1.2 Set 【Department Information】 Click 【Department Information】 module to enter the settingwindow for department information. The Company is the general department of the whole departmentstructure. All the departments can be set subsidiary departments.Theoretically, the level of subsidiary departments of one department isnot limited. But, for the purpose of management, it’s better to set nomore than 4 levels of subsidiary departments.【Application Steps】: 1.Add【Department】 Click “Add” and then input “Department No”, “Department Name”,“Administrative Department”, “Responsible Person of the Department”,and then click “Store”. Note: The administrative department must be filled. Except for thetop department (company), each department has an administrativedepartment. Theoretically the levels of the department is not limited. 2.Modify 【Department】 By clicking “Modify”, you can modify the department informationalready added. Page 14 Total 51 Pages
  • 15. Instruction Manual for Attendance Management System 3.Delete【Department】 By clicking “Delete”, you can delete the department informationalready added. But if the department has added with the staffinformation, it can not be deleted. 4.Print Select “Print” to print the department list. 5.Exit Select “Exit” to exit the department setting module.1.3 Set 【Staff Information】 Click 【Staff Information】 module to enter the setting window forstaff information and add staff information. 【 Staff Information Setting 】 module is used to establishpersonnel information archive; it is the basis of the whole attendancemanagement software system. You should fill it carefully. 1. Add Staff Information Click “Add” in the management window of 【Staff Information】,the following window will pop up. Page 15 Total 51 Pages
  • 16. Instruction Manual for Attendance Management System Fill the archive information of the staff in 【Staff Information】window. Staff No, Name, Card No (Registration No) and Departmentare compulsory items to be completed. Other items are optional. After all the items are competed, click “Store” to store thepersonnel information of the staff. 【Staff No】: it is the “Work No” of the staff in the company.Generally it is a serials of numbers, it may also include letters. Note: The Staff No is the most important basis of the attendancesystem for the staff, therefore, dont change the Staff No during theusing process. 【Card No (Registration No)】: it is the number that the staffregistered at the attendance machine. This number should beconsistent with the registration number that the staff has registered atthe attendance machine; otherwise the data treatment will not beavailable. 【Card Free 】: if you select this item, it means that the staff youselected doesn’t need to register his attendance. The system will notdeal with the attendance data of this staff. 【Join Date】: The attendance system will only deal with the Page 16 Total 51 Pages
  • 17. Instruction Manual for Attendance Management Systemattendance data after the join date. Therefore, when you fill in the joindate, you can optionally fill a prior date. 2. Add Staff Information In the 【Staff Information】 window, select the staff whose archiveinformation needs to be modified, and then select “Add”, it will pop upthe following windows:Department Tree Select indication arrow Inquiry Toolbar You can use “Inquiry Toolbar” to find out the staff whose archiveinformation needs to be modified according to the conditions, you mayalso use the “Department Tree” on the left side to find the staff. Click “Modify” to enter the dialog box for staff information setting.The procedure is the same with the steps to 【add staff information】. 3. Delete Staff Information In the 【Staff Information】 window, select the staff whose archiveinformation needs to be deleted; click “Add”, it will pop up thefollowing window: (you can use “Inquiry Toolbar” to find out the staffwhose archive information needs to be deleted according to theconditions, you may also use the “Department Tree” on the left side tofind the staff) If you delete this staff, all the attendance data of this staff will bedeleted. Page 17 Total 51 Pages
  • 18. Instruction Manual for Attendance Management System 4. Print In the 【Staff Information】 window, select the staff whose archiveinformation needs to be printed; click “Print”, the “Individual StaffInformation ” will pop up. Click the icon “ ” on the top right corner, you can print thestaff information. 5. Import This attendance system supports EXCEL format import function.It can import the staff information in certain format into the staffinformation archive. In the 【Staff Information】 window, select “Import”, you will enterthe data import module, as shown in the figure below: Click “Browse File” to select the EXCEL file which has stored thepersonnel information, and fill in the name of the personnelinformation sheet, click “Next Step”. Page 18 Total 51 Pages
  • 19. Instruction Manual for Attendance Management System Set field corresponding relationship, and then click “Next Step”; Note: Only the department name in 【Subordinate Department】has already existed in 【Department Information】can the personnelinformation be correctly imported. If the staff information fails to be correctly imported, you can Page 19 Total 51 Pages
  • 20. Instruction Manual for Attendance Management Systemselect “View Log” to check the reason for the failure. If you succeed inthe import, click “Operation Complete”. 6. Export The 【Export】 function is able to export the staff information to EXCEL file.1.4 Demission and Restoration Management Select “Personnel Information”—> “Register Staff Demission” to handle the Demission procedure for the staff:1.4.1 Demission Click “Add” in the window of “Register Staff Demission”, and thenclick “Select Staff” to select the staff to be left, and fill in “Handler” and“Demission Reason”, click “Store” to complete the registration for thestaff demission.1.4.2 Demission Select the staff from the staff information sheet who is to restore,and click “Restoration”, the window below will pop up: Page 20 Total 51 Pages
  • 21. Instruction Manual for Attendance Management System Select “Yes” to complete the restoration.1.5 Set 【Personnel Parameter】 Set the property information of the staff such as “Work Type”,“Education Information” and “Nationality Information”. Click “Personnel Parameter” module to enter the setting windowfor personnel parameters, add property information of the staff suchas “Work Type”, “Education Information” and “Nationality Information”.【Application Steps】: 1. Add Select the property information of the staff to be set, for example:select “Work Type” to view the set work type. If you want to set new“Work Type”, click “Add”; fill in the new work type in the name of thework type, click “Store” to complete the setting. 2. Modify Select the property information of the staff to be set, choose theinformation item to be modified, and click “Modify”; fill in the new worktype in the name of the work type, click “Store” to complete the setting. 3. Delete Select the property information of the staff to be set, choose theinformation item to be deleted, and click “Delete” to complete the Page 21 Total 51 Pages
  • 22. Instruction Manual for Attendance Management Systemdeletion.2. Attendance Management2.1 Set 【Shift Definition】 Select 【Attendance Management】 【Shift Definition】 or directly  ,click the 【Shift Definition】icon in the directory to enter the settingmodule of shift definition. “Shift” refers to the time and schedule to attend and leavework within a day.It includes the setting for attending and leavingwork, rules for late arrival and early out, absence rules andovertime rules, etc. You can set different ways of attending and leaving work asone shift (for example: day shift, night shift, long day shift, etc.)based on the work circumstances of all staff in the company. 1. Noun Explanation 【Shift Section】: “Shift Section” refers to the time section included in the “Shift”. Itis constituted by a starting point (the time to attend work) and a ending Page 22 Total 51 Pages
  • 23. Instruction Manual for Attendance Management Systempoint (the time to leave work). The common shift may be one section and may also includeseveral sections. This software only supports one shift including threesections at most. As shown in the figure above, the “long day shift” includes three“shift sections”: First Section: 08:00-12:00 Second Section: 14:00-18:00 Third Section: 20:00-28:00 (04:00 at the second day) 【Not Sign In】 【Not Sign Out】: “Sign In”: Whether it is mandatory to sign card to attend work(press fingerprint ) in this shift “Sign Out”: It is mandatory to sign card (press fingerprint ) toleave work in this shift 1) If “Not Sign In” or “Not Sign Out” is checked, the staff will bedeemed absence if the staff hasn’t signed card within this period oftime. 2) If “Sign In” or “Sign Out” is not selected, the staff can eitherchoose to sign card or not to sign card. The report will not computethe absence, late arrival, early out and missed signatures, etc. 【Shift Section Treatment Category】 Define the property of 【Shift Section】: For the purpose tocalculate the wage rate after the reports are treated (the legalovertime wage is N times than normal attendance. The specific timeswill be defined based on the overtime property ). Including: 【Normal Attendance】,【Overtime at Normal Time】,【Overtime at Weekend】and 【Overtime on Holiday】 【Previous Valid】 “Previous Valid” refers to a period of time where the attendancedata signed before the attending time is valid. Page 23 Total 51 Pages
  • 24. Instruction Manual for Attendance Management System For example: shift section 【Attend Work Card】is :08:00, set【Previous Valid】 60 minutes, then all the attendance data between as07:00-08:00 is deemed normal attendance. The attendance databefore 07:00 is valid attendance. 【After Valid】 “After Valid” refers to a period of time where the attendance datasigned after the leaving time is valid. For example: shift section 【Attend Work Card】is :08:00, set【After Valid】as 30 minutes, then all the attendance data between08:00-08:30 is deemed normal attendance (if the staff exceed theoverdue time, it will be deducted work hour and deemed late forwork).The attendance data after 08:30 is valid attendance. 【Late Arrival】: “Late Arrival” refers to what can be set as late within the scope of“After Valid” of shift section 【Attend Work Card】 For example: Shift section 【Attend Work Card】is 08:00; set【Late Arrival】 0 minute and 【After Valid】 30 minutes; if the staff as assigns at 08:01, this staff is deemed to be late for 1 minute. 【Early Out】 “Early Out” refers to what can be set as leaving earlier within thescope of “Previous Valid” of shift section 【Leave Work Card】 For example: Shift section 【Attend Work Card】is 12:00; set【Early Out】as 0 minute and 【Previous Valid】 30 minutes; if the asstaff signs at 11:59 this staff is deemed to leave earlier for 1 minute. 【Application Steps】: 1) Add “Shift” In the 【Shift Setting】window, click “Add”, and sequentially inputthe shift number, name and subordinate department.(The defaultsubordinate department is the whole company) Page 24 Total 51 Pages
  • 25. Instruction Manual for Attendance Management System Set the parameter of 【Shift Section】. After the setting is completed, confirm it and click “Store” to complete the adding of shift. 2) Modify “Shift” In the 【Shift Setting】window, select the shift from the shift listwhose parameters needs to be modified, click “Modify” to modify theshift. 3. Delete “Shift” In the 【Shift Setting】window, select the shift from the shift listwhose parameters needs to be modified, click “delete” to delete theshift.2.2 Set 【Shift Pattern】 Shift Pattern: it refers to the rules to attend work on aperiodic basis. If the staff attend work on a periodic circulation, you can firstly setone or several “Shift Allotment Templates” in “Shift Pattern” module. Ifyou arrange the shift according to the module, you will save muchtime. Click “Attendance Management” —> “Shift Pattern” or directlyclick the “Shift Pattern” icon in the directory to enter the setting moduleof “Shift Pattern”. Page 25 Total 51 Pages
  • 26. Instruction Manual for Attendance Management System As shown in the figure above, it has set an “Shift Pattern” ona weekly basis: rest on Saturday and Sunday, “Normal work”from Monday to Friday.【Application Steps】: 1) Add “Shift Pattern” In the “Shift Pattern” window, click “Add”, manually input “ShiftPattern Name”, “Periodic Unit” and “Period”, then the “Shift Allotment”will display the Shift Pattern, click the pull-down menu, and select theshift allotment for the current day, click “Store”. “Shift Pattern” issuccessfully added. 2) Modify “Shift Pattern” In the “Shift Pattern” window, select the “Shift Pattern” from the“Shift Pattern List” which needs to be modified, and then click “Modify”.You can select the shift which needs to be modified from the “ShiftAllotment” section, click “Store” to complete the modification to the“Shift Pattern”.3) Delete “Shift Pattern” In the “Shift Pattern” window, select the “Shift Pattern” from the“Shift Pattern List” which needs to be deleted, and then click “Delete”.Click “Store” to complete the deletion of the “Shift Pattern”.2.3 【Staff Shift Allotment】 【Shift Allotment】is the basis for a attendance managementsoftware to analyze data and acquire statistic report. This isbecause the system has to know how the work of certain staff ismanaged in certain day, and whether this staff is late or early out,or keep regular attendance. Therefore, “Shift Setting” and “ShiftAllotment” are the core of attendance management system. Click “Start Shift Allotment” module, the system will pop up thedialog box “Shift Allotment”. The user can allot the shift according tothe schedule template set in the Shift Pattern. Page 26 Total 51 Pages
  • 27. Instruction Manual for Attendance Management System【Application Steps】: 1) Add Shift Allotment In the “Shift Allotment” window, click “Add” A、 Select staff Click “Select Staff”, the dialog box “Staff Option” will pop up, as shown in the figure below: In the “Staff Option” window, select the subordinate department ofthe staff whose shift needs to be allotted, then all the staff in theselected department will appear in the section “Staff to be Selected”.Click “Single Option” or choose multiply staff and put them on the Page 27 Total 51 Pages
  • 28. Instruction Manual for Attendance Management System“Selected Staff” section on the right, click “Ok” to complete theselection. B、 Select the start date and end date of the shift allotment C、 Select “Shift Pattern” D、 Click “Store” to complete the shift allotment made for a period of time based on certain shift pattern. 2) Delete Shift Allotment in the “Shift Allotment” window, drag the mouse to select the shiftallotment which needs to be deleted, and then click “Delete” tocomplete the deletion of the shift allotment. 3) Review Shift Allotment in the “Shift Allotment” window, check “Display the InquiryToolbar”, the system will automatically display the inquiry of shiftallotment. Select "Input Search Condition", you can review the specific shiftallotment.2.4 Set 【General Shift Allotment Table】 The “General Shift Allotment Table” can reflect and adjust theshift allotment of the staff. When the “Shift Allotment” is finished, youcan check the result of the shift allotment; you can also adjust theresult. Click “Attendance Management”—> “General Shift AllotmentTable”, enter the setting module of “General Shift Allotment Table” Page 28 Total 51 Pages
  • 29. Instruction Manual for Attendance Management SystemDepartmentList Staff List 【Application Steps】: 1) Review Firstly select the month for which the “shift allotment” is to be reviewed, and then select the “Department List” in the left to review or modify the department where the staff to be modified is located. Display the staff in the current department in the staff list, and then select the staff from the staff list. Display the shift allotment of this staff in the current month in the “Shift Allotment Table”. 2) Modify Shift Allotment Table When the shift allotment of the staff for the current month is displayed in the “Shift Allotment ” table, you can select certain day, and then click the pull-down menu, choose the shift which needs to be changed in the shift list, and then click “Store” to finish the modification to the shift of that day. 3) Delete Shift Allotment Table Firstly select the month, and then choose the staff from the staff list whose shift allotment is to be deleted ; click “Delete” to complete the deletion. Page 29 Total 51 Pages
  • 30. Instruction Manual for Attendance Management System2.5 Holiday Registration Holiday Setting: set the fixed holidays and festivals of thecompany. Holidays and festivals refer to the non-work time. Click “Attendance Management”—> “Holiday Registration”, enterthe setting module of “Holiday Registration”【Application Steps】: 1) Add Holiday In the “Holiday Setting” window, click “Add”, and then manuallyinput the holiday name; select the start time and end time of theholiday, and then click “Store” to complete the adding of holiday. 2) Modify Holiday In the “Holiday Setting” window select the holiday to be modifiedfrom the list; click “Modify”, and then modify the holiday content;click “Store” to complete the modification of the holiday 3) Delete Holiday In the “Holiday Setting” window select the holiday to be deletedfrom the list; click “Delete”, and then delete the holiday; click “Store” tocomplete the deletion of the holiday.2.6 Leave or Sign-out Registration Click “Attendance Management”—> “Leave or Sign-outRegistration”, enter the setting module of “Leave or Sign-outRegistration” Page 30 Total 51 Pages
  • 31. Instruction Manual for Attendance Management System【Application Steps】: 1) 2.6 Add Leave or Sign-out Registration In the “Leave or Sign-out Registration” window, click “Add”, andthen click “Select Staff” to select the staff who wants to ask for leave;input the start date, end date, leave type and wages; input the leavereason, and then click “Store” to complete the leave registration. 2) Modify Leave or Sign-out Record In the “Leave or Sign-out Registration” window, select the leaveor sign-out record to be modified; click “Modify” to modify the leaverecord or sign-out record; click “Store” to complete the modification. 3) Delete Leave or Sign-out Record In the “Leave or Sign-out Registration” window, select the leaveor sign-out record to be deleted; click “Delete” to delete the leaverecord or sign-out record; click “Store” to complete the deletion.2.7 Manual Adjustment【Manual Adjustment】: It refers to the manual operation of adding attendance record in the attendance management software. It is mainly applied to one or more than one certain circumstances where the staff fails in signing in due to accidents. Click “Attendance Management”—> “Manual Adjustment”, enterthe setting module of “Manual Adjustment” Page 31 Total 51 Pages
  • 32. Instruction Manual for Attendance Management System【Application Steps】: 1) Add Manual Adjustment registration a. Click “Add” in the setting window of “Manual Adjustment”; b. Click “Select Staff” to select the staff who needs manual adjustment; c. Select the start date, end date and time; d. Input the reason for manual adjustment; e. Click “Store” to complete the adding of manual adjustment record. 2) Modify manual adjustment registration In the setting window of “Manual Adjustment”, select the manualadjustment record which needs to be modified; click “Modify”, andthen modify the manual adjustment record; click “Store” to completethe modification to the manual adjustment record. 3) Delete manual make-up registration In the setting window of “Manual Adjustment”, select the manualadjustment record which needs to be deleted; click “Delete”, and thendelete the manual adjustment record; click “Store” to complete thedeletion of the manual adjustment record.2.8 Set 【Computation Rule】 Computation Rule: it refers to the setting of Computation Rule forthe overtime statistic report. Click “Attendance Management”—> “Computation Rule”, enterthe setting module of “Computation Rule” Page 32 Total 51 Pages
  • 33. Instruction Manual for Attendance Management System Initial Value: it means the minimal time value from which the computation starts to count. Integer Value: it refers to the value which we can set to filter the trivial time. For example: if the initial value is set as 30 minutes in “WeekendOT”, the computation of overtime work will be started from 30th minute.Take the integer value as 20 minutes. If one staff have workedovertime for 65 minutes, because the overwork exceeding the initialvalue 30 minutes will be deemed overwork, while 65=20*3+5, 5minutes is the residue less than 20 minutes, so it can be filtered.Therefore, the overwork displayed in the statistic report will be 60minutes.【Application Steps】:1) Add “Computation Rule” a. Click “Add” in the setting window of “Computation Rule”; b. Select the category of “Computation Rule”; c. Manually set the “Initial Value” and “Integer Value”; d. Set "OT Rates" e. Click “Store” to complete the adding of computation rule.2) Modify “Computation Rule” In the setting window of “Computation Rule”, select the category Page 33 Total 51 Pages
  • 34. Instruction Manual for Attendance Management Systemof the “Computation Rule” to be modified; click “Modify” and then click“Store” to complete the modification.3) Add “Computation Rule” In the setting window of “Computation Rule”, select the categoryof the “Computation Rule” to be deleted; click “Delete” and then click“Store” to complete the Deletion.3. Terminal Management “Terminal Management” is a management module for attendancedevice, including four modules namely “Data Collection”, “StaffRegistration and Acquisition of Registration Information”, “AttendanceMachine Setting” and “Ringing Setting”. Select the “Device Management” icon in the directory, and thenyou can enter the Terminal Management module. If you are to manage the attendance machine, you need firstly“connect the attendance machine”3.1 Add Attendance Machine 1) Open the Main Interface Page 34 Total 51 Pages
  • 35. Instruction Manual for Attendance Management SystemA. Click “Add”, the following interface will appear; select the specific device model, and then click “Confirm” Page 35 Total 51 Pages
  • 36. Instruction Manual for Attendance Management System B. Select the connection method C. The machine number of the attendance machine should be consistent with the that of the attendance machine to be connected; D. Set the communication password and make it the same with the communication password of the attendance machine; generally the default value of fingerprint attendance machine is 0. E. Confirm whether the above settings are correct (generally to keep the default value). Click “Store” and “Connect”, then you can successfully connect it with the attendance machine.3.2 Staff Information and Fingerprint Management The 【Staff Information and Fingerprint Management】 moduleincludes the following content: A. 【 Download Staff Information 】 : to take the registration information from the attendance to the software. If it is a fingerprint attendance machine, it can take the fingerprint registration information from the attendance machine to the software; Page 36 Total 51 Pages
  • 37. Instruction Manual for Attendance Management System B. 【 Upload Staff Information 】 : to upload the registration information stored in the software to the attendance machine; if it is a fingerprint attendance machine, this operation must be carried out after 【Acquire Registration Information】(that is: only when the software has stored the fingerprint registration information can it be uploaded to the attendance machine). C. 【Modify User’s Jurisdiction】: With this function, you can modify the jurisdiction of certain staff to operate the attendance machine, and you can change the “Administrator” to “Common Staff”; or modify the “Common Staff” to “Administrator”. D. 【Delete Registration Information】: You can remove the information of certain staff in the attendance machine. 1. Download Staff Information Click “Download Staff Information” in the 【 Staff InformationManagement】module. The registration information list will appearwhen the download is completed, as shown in the picture below: You can acquire the fingerprint information registered at the Page 37 Total 51 Pages
  • 38. Instruction Manual for Attendance Management Systemattendance machine and input it in the software. And you can matchthe fingerprint registration number with the staff information. If the fingerprint attendance machine occurs catastrophic failure,you can upload the fingerprint information (and the name information)stored in the software to the attendance machine. 2. Upload Staff Information Click “Upload Staff Information” in the 【Staff Information andFingerprint Management】module, and the registered staff informationwindow will appear: Select the staff whose registration information is to be uploaded,and then click “Ok” to upload the registration stored in the software tothe attendance machine. If it is a fingerprint attendance machine, because the user hasalready registered the fingerprint information at the fingerprintattendance machine, the user can select “Only Register Name” toupload the staff name to the fingerprint attendance machine. 3. 【Modify User’s Jurisdiction】 Page 38 Total 51 Pages
  • 39. Instruction Manual for Attendance Management System Select the staff whose jurisdiction needs to be modified from theuser registration information list in the 【 Staff Information andFingerprint Management 】module, and then click “Modify User’sJurisdiction” to complete the modification; 4. 【Delete Registration Information】 Select the staff whose jurisdiction needs to be deleted from theuser registration information list in the 【 Staff Information andFingerprint Management】module, and then click “Delete Staff” tocomplete the deletion; Page 39 Total 51 Pages
  • 40. Instruction Manual for Attendance Management System3.3. Attendance Machine Management The 【Attendance Machine Management】module is mainly used to review and modify the parameters of the attendance machine. 【Initialize Attendance Machine】 it will remove all the information :(registration information, attendance information) in the attendancemachine, and restore it to the factory default status; 【Synchronize Sign-in Time】: it will synchronize the time of theattendance machine with the computer.3.5 Download Attendance Data The 【 Download Attendance Data 】 function is to collect theattendance record of the attendance machine to the software. If you select “Collect New Data”, it will collect all the new data inthe attendance machine and drop the attendance records which haveonce been collected, which saves time. If you select “Collect All Data”, it will collect all the attendance Page 40 Total 51 Pages
  • 41. Instruction Manual for Attendance Management Systemrecords stored in the attendance machine, and will not clarify thecollected records with that having not been collected. “Clear All Attendance Record”: it will remove all the attendancerecord stored in the attendance machine. It cannot be restored after itis removed. Be Cautious!4. Statistic Report 【 The Statistic Report】 【 includes Attendance Information Analysis】,【Daily Attendance Report】 Monthly Attendance Report】 Original 【 , 【 ,Data Report】and【Detailed Attendance Record】. 1) 【Attendance Information Analysis】: it will analyze and deal with the collected attendance records and acquire the Attendance Statistic Report (Daily Report and Monthly Report, etc.) Except that the “Original Record Sheet” is formed during thedownloading of attendance data, all the other reports can not bereviewed prior to the 【Attendance Information Analysis】. 2) 【Original Data Report】: it refers to the original attendance record collected from the attendance machine to the software; 3) 【Detailed Attendance Record】: it refers to each record signed in by the staff in each time. 4) 【Daily Attendance Report】: it refers to the daily attendance of the staff. One record for each staff in one day (it only counts Page 41 Total 51 Pages
  • 42. Instruction Manual for Attendance Management System those that meets the attendance rules and the statistic conditions set in shift setting); 5) 【Monthly Attendance Report】:It refers to the attendance record of the staff within a month; one record for each staff for every one month;5. Database Management On the top left corner of the software there is a pull-down menu ofthe “System”, which includes four modules namely 【 Backup 【Restore Database】Database】, 【Compress Database】 【Upgrade , andData Analysis】. 【Backup Database】: it will back up the database to a backupfile. 【Restore Database】:it will restore the information stored in thedatabase to the software. 【Compress Database】:The database will become large whenthe software has been used for a period of time, which slows down the Page 42 Total 51 Pages
  • 43. Instruction Manual for Attendance Management Systemrunning speed of the software. 1. Backup Database Backup Database: it will back up all the data in the attendancesoftware to a file, and store it at the designated location. When thesystem appears catastrophic failure, it can restore the backup file. Toensure that all the data will not get lost. Select “Backup Database” module in the pull-down menu of the“System”, it will pop up a “Save As” window; select the backup path forthe backup database, and then click “Save” to complete the backup. 2. Restore Database Select “Restore Database” module in the pull-down menu of the“System”, it will pop up a “Authentication” dialog box: Page 43 Total 51 Pages
  • 44. Instruction Manual for Attendance Management System Input the current “Users Name” and “Password”, and click“Confirm” to enter the “Restore Database” window; open the backuppath of the database, and then select the database to be restored;click “Open” to restore the database. As shown in the followingpicture: 3. Compress Database Select “Compress Database” module in the pull-down menu of Page 44 Total 51 Pages
  • 45. Instruction Manual for Attendance Management Systemthe “System”, it will compress the database.6. System Maintenance The “System Maintenance” window includes "User Management"and “Remove Data”. 【User Management】: You can add, delete the administrator ormodify the jurisdiction of the administrator; 【Remove Data】: You can remove the expired attendance data6.1 User Management Click “User Management” module to enter the setting window ofuser management【Application Steps】: A. 【Add】 In the “User Management” window, click “Add” to enter the “UserProperty Page”; input the “Login ID” and “Login Password”; select theoperation jurisdiction for this administrator, and click “Save” to add anadministrator. Page 45 Total 51 Pages
  • 46. Instruction Manual for Attendance Management System B. 【Modify】 Choose the administrator to be modified in the window of “UserManagement” Click “Modify” to enter the “User Property Page” window; modifythe “Login ID”, “Login Password” and the “operation Jurisdiction”, click“Save” to finish the modification to the administrator. C. 【Modify】 Select the administrator to be deleted in the "User Management"window, and then click “Delete” to delete the administrator. Page 46 Total 51 Pages
  • 47. Instruction Manual for Attendance Management System2. Remove Data Click “Remove Data” module, the “Authentication” window willpop up Input the active “User Name” and “Password”, and then click“Confirm” to enter “Remove the expired data in the database” window: Select the months with the expired data, and then click “Confirm”to remove the attendance data from the selected months.2. Access Control a. The Access Device management is the same with theattendance device. Please refer to “Device Management” Page 47 Total 51 Pages
  • 48. Instruction Manual for Attendance Management System b. Time Slot SettingStep 1: Choose the machineStep 2: Read, modify and download time slotc. Lock SettingStep: Select machine, and then set Lock Mixture; lastly download Page 48 Total 51 Pages
  • 49. Instruction Manual for Attendance Management Systemd. Authorized DownloadStep 1: Choose the machine Page 49 Total 51 Pages
  • 50. Instruction Manual for Attendance Management SystemStep 2: select the tree-type department in the right side.Step 3: select time slot and divisionStep 4: select staffStep 5: click “Download” Page 50 Total 51 Pages
  • 51. Instruction Manual for Attendance Management SystemThe End! Page 51 Total 51 Pages

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