Manual Software ver 4 - English

User Manual Time Attendance System

HIT The Future of Human IDENTITY 1

SOFTWARE MANUAL

Time Attendance System



TABLE OF CONTENT

1. INSTALLATION PROCEDURES ........................................................ 5 2. BASIC CONCEPTS............................................................................. 8 3. USER LOGIN .................................................................................... 11 4. FILE ................................................................................................... 14

4.1 New Fingerprint Registration .................................................... 14 4.2 Print Setup ................................................................................ 15 4.3 Log Off Administrator ................................................................ 15 4.4 Lof Off ....................................................................................... 15 4.5 Exit To Ms. Windows ................................................................ 15

5. TERMINAL ........................................................................................ 16 5.1 Terminal Information................................................................. 16 5.2 Terminal User List..................................................................... 18 5.3 Terminal User Timezone .......................................................... 20 5.4 Terminal User SMS................................................................... 22

6. TOOLS .............................................................................................. 24 6.1 Absence Status Setting ............................................................ 24 6.2 Department Setting ................................................................... 25 6.3 Employee Information Setting................................................... 26 6.4 Shift Setting............................................................................... 28 6.5 Flexible Group Shift Setting ...................................................... 29 6.6 Pattern Shift Setting .................................................................. 30

6.6.1 Fixed .............................................................................. 31 6.6.1.1 Sample Fixed Pattern Shift with Fixed Non

Working Days………. ......................................... 31 6.6.1.2 Sample Fixed with Pattern and Flexible Non

Working Days…………………………………...…32 6.6.2 Flexible .......................................................................... 33

6.6.2.1 Sample Flexible Working Shift with Flexible Non Working Days ..................................................... 33

6.6.2.2 Sample Flexible Working Shift with Pattern and Fixed Non Working Days ................................... 34

6.6.3 Effective Working Hour.................................................. 35 6.6.3.1 Sample Effective Working Hour with Pattern and

flexible Non Working Days................................. 36 6.6.3.2 Sample Effective Working Hour with Pattern and

Fixed Non Working Days ................................... 37 6.6.4 Swap.............................................................................. 37

6.7 Roster Setting ........................................................................... 38 6.8 Overtime factor for Working Days and Holiday ........................ 39 6.9 Function Key Setting................................................................. 39 6.10 Holiday Setting.......................................................................... 40 6.11 Company and Working Day Setting ......................................... 41 6.12 General Information Setting...................................................... 42 6.13 Retrieve Log Setting ................................................................. 43 6.14 Admin Information Setting ........................................................ 45 6.15 Language Information Setting................................................... 47



7. VIEW ................................................................................................. 48 7.2 Employee Activity Calendar...................................................... 49 7.3 Year at Glance .......................................................................... 50

8. PROCESS ......................................................................................... 51 8.1 Process Transaction Log Data ................................................. 51 8.2 Approval Overtime Hour Setting ............................................... 52 8.3 Maximum Overtime Hour Setting.............................................. 52 8.4 Time Log Editing ....................................................................... 53

9. EXPORT AND IMPORT.................................................................... 54 9.1 Export Employee Attendance To Ms. Excel ............................. 54 9.2 Export Employee Daily Attendance To Ms. Excel Files ........... 55 9.3 Export Employee Period Attendance to Ms.Excel Files ........... 56 9.4 Export Employee Effective Hour to Ms.Excel Files .................. 56 9.5 Export Attendance Recapitulation to Ms. Excel Files............... 57 9.6 Export Employee Attendance To Text File ............................... 57 9.7 Export Employee Log To Text Files ......................................... 58 9.8 Imported Employee Information From Ms. Excel ..................... 61 9.9 Export and Import Log from Thumb Drive ................................ 62 9.10 Export and Import Table ........................................................... 62

10. REPORT............................................................................................ 63 10.1 Report Department ................................................................... 63 10.2 Report Employee ...................................................................... 64 10.3 Report Shift ............................................................................... 65 10.4 Report Flexible Group Shift ...................................................... 65 10.5 Report Pattern Shift .................................................................. 66 10.6 Company Holiday Report.......................................................... 66 10.7 Report Employee Birth Date ..................................................... 67 10.8 Report Employee Anniversary .................................................. 67 10.9 Report Employee Annual Statistic ............................................ 68 10.10Report Employee Recapitulation…………………………………69 10.11Report Employee Maximum OT………………………………….70 10.12Report Employee Attendance…………………………………….70 10.13Employee Details Report………………………………………….71 10.14Employee Daily Attendance………………………………………72 10.15Employee Function Key Activity………………………………….72 10.16Employee Log Report……………………………………………..74 10.17Report Employee Daily Log………………………………………75 10.18Terminal Employee Log………………………………………..…76 10.19Department Attendance Summary………………………………76

11. UTILITIES.......................................................................................... 78 11.1 Database................................................................................... 78

11.1.1 Compact and Repair Database ..................................... 78 11.1.2 Monthly Back-Up and Restore Database...................... 78 11.1.3 Yearly Back-Up and Restore Database ........................ 79

11.2 Language Info ........................................................................... 80 11.3 Upgrade Database Version ...................................................... 80

12. HELP ................................................................................................. 81 12.1 About......................................................................................... 81



12.1.1 Software Version ........................................................... 81 12.1.2 Database ....................................................................... 81 12.1.3 Last Update ................................................................... 81

12.2 Animation .................................................................................. 81



1. INSTALLATION PROCEDURES Double click for Time Attendance Setup.exe ( with PC icon )

Click Next

Choose and Click Next Click Next



Click Next

Click Next

You may select the language option, we have prepare in 3 different languages, English, Indonesia and Spanish.



Click Next

Click Next

Click Next



Click Finish To start using the software, you can find the menu at Start Menu and choose

Time Attendance Admin, the menu will show as below :

Fill in the blank : Password : Password

Click Ok.

2. BASIC CONCEPTS There are 4 important basic concepts users need to do before start to use HIT Time Attendance Software : 2.1 Menu Tools Department Setting

This menu function is for setting the department for each division for example :



User have to create the Department Code and Department Name with description, and click Save. User able to add new if the department code more than 1 and after finish click Close.

2.2 Menu Tools Shift Setting This setting is to set the working shift for all employee in a day. User have to set the Shift Code, Shift Number and Shift Name. This setting able to show color based on each Shift Code, so user will be easier to remember their shift. After that, user have to set the time for every shift setting and days then click Save. If user have more than 1 shift, user able to add the shift by clicking Add New. After finish, click Close.

2.3 Menu Tools Flexible Group Shift Setting This setting is to make a grouping from the shift above. For example, Security Division has 3 shift in a day and every shift has different time period. To create the Pattern Group Shift Setting, please follow the instruction below

Click add new, and fill in the Group Shift Code, Group Shift Name, and Description, after finish click save. For example, creating the Pattern Group Shift for Security Division



After creating the Group Shift, you have to choose the shift in this Group one by one as picture mention below :

And the results will be as follow :

2.4 Menu Tools Pattern Shift Settings

After finish creating the Pattern Group Shift Setting, now user has to define for every Group Setting to certain Employee and creating the flexibility of every working shift. There are 3 shift settings, such as : • Pattern Shift • Flexible Shift • Effective Hour For more details, please see the chapter 6.6



2.5 Menu Tools Employee Information Setting To define all the employee information. If user need to add the employee information, click Add New. After finish, click Save.

3. USER LOGIN To use HIT Time Attendance System Software application, you have to enter login process at “Time Attendance Admin”.



Input User Name with “Administrator” and enter the Password with “Password” (Case Sensitive). Then click “OK” button or “Enter” on the keyboard. You can change the User Name and Password at Menu Tools Admin Information Settings. Time Attendance System Menu, has some header menu to help user to get the finalization :

File • New Fingerprint Registration • Print Set Up • Log on Administrator • Log Off • Exit

Terminal • Terminal Information • Terminal User List • Terminal User Timezone • Terminal User SMS

Tools • Absence Status Setting • Department Setting • Employee Information Setting • Shift Setting • Flexible Group Shift Setting • Pattern Shift Setting • Roster Setting • Overtime Setting • Function Key Setting • Holiday Setting • Company and Working Day Setting • General Information Setting • Retrieve Log Setting • Admin Information Setting • Language Information Setting

View • Monthly Calendar



• Activity Calendar • Year At Glance

Process • Process Transaction Log Data • Approval Overtime Hour Setting • Maximum Overtime Hour Setting • Time Log Editing

Export and Import • Export Employee Attendance To Ms. Excel Files • Export Employee Daily Attendance To Ms. Excel Files • Export Employee Period Attendance To Ms. Excel Files • Export Employee Effective Hour To Ms. Excel Files • Export Attendance Recapitulation To Ms. Excel Files • Export Employee Attendance To Text Files • Export Employee Log To Ms. Excel Files • Export Employee Log To Text Files • Import Employee Information from Ms. Excel Files • Import Attendance Log from Thumb Drive • Export and Import Table

Report • Report Department • Report Employee • Report Shift • Report Flexible Group Shift • Report Pattern Shift • Report Company Shift • Report Employee Birth Date • Report Employee Anniversary • Report Employee Annual Statistic • Report Employee Recapitulation • Report Employee Attendance Maximum OT • Report Employee Attendance • Report Employee Details • Report Employee Daily Attendance • Report Employee Function Key Activity • Report Employee Log • Report Employee Daily Log • Report Terminal Employee Log • Report Attendance Summary

Utilities • Database • Language • Upgrade Database Version

Help • About • Product Animation



4. FILE

4.1 New Fingerprint Registration There are 2 option for doing fingerprint registration by choose ‘File’>>‘New Fingerprint Registration’. Then active window is as follow.

Then choose the attendance type whether Register by Fingerprint, Register by Password or Both Register ( Fingerprint and Password ). If you choose Register by Password or Both Register ( Fingerprint and Password ) then the Password and Verify Password should be fill in. First choose the employee by click the small box beside ‘Fingerprint ID’ then at active window will show you all ‘List of Employee’. Highlight an employee and click ‘Choose Employee’ button. Then fill in the ‘Password’ and ‘Verify Password’. At Registration by Fingerprint menu, there are 3 button as details below :

Start Scan To start scanning the finger for each Fingerprint ID.

Clear / Re-Scan To re-scan other finger from existing finger.

Unregister To delete the Finger after scanning.

You can click Start Scan for registering 3 fingers and every finger must register 3 times. Please notice the message



After user put the finger to the Registration Device, the START SCAN button will change to STOP SCAN, and the message above will continue until you finish register finger for 3 times for 1 finger. So, the STOP SCAN will change again to START SCAN, so click the START SCAN to register the 2nd Finger. And so on until register the 3rd finger finish. After finish registering 3 finger, you can click SAVE and CLOSE.

4.2 Print Setup To setting a printer which connected to your PC/ Terminal, you choose menu ’File’>>’Printer Setup’. Then the window will show as follow. So, every time user ready to print report in this system then will be automatically connect to the appointed printer.

4.3 Log Off Administrator The sub menu to change to another User Login. To use this sub menu at first you should set for other Administrator/ User and his or her authority through menu ‘Tools’>>’Admin Information Setting’. Example: Supervisor

4.4 Lof Off The sub menu to log off from the Time Attendance System Software.

4.5 Exit To Ms. Windows To exit from HIT FingerPlusTA Admin system, you can choose menu ‘File’>> ’Exit’ or by click (close) button at upper right side of Time Attendance System

Information Message for Finger Registration

Finger Quality Information



form. Then system will ask for ‘Are you sure, exit from system ?’. You can click ‘Yes’ button for Exit to Ms. Windows or click ‘No’ button for cancel to exit MS. Windows. ©

5. TERMINAL

5.1 Terminal Information Terminal Information menu is showing all data / condition for each terminal, you can choose menu ‘Terminal’>>’Terminal Information’. Then screen will appear window as follow.

To create a new terminal, please click ‘Add New’ icon and then on an active window ‘Terminal Editing’ please fill in the Terminal ID, Description, Connection type through Serial port or Ethernet, Baud Rate and terminal status and click ‘Save’ to save the data.



Then new terminal information will automatically show up at ‘Terminal Listing’.

Please make sure that all input data in the system is the same as the data in the Terminal. To make an adjustment for others information at certain terminal, click ‘Setting’ icon. And system will show you the following information.

Definition for the ‘Terminal Setting’: 1. Set terminal ID

Choose between 1-255 2. Set Baud Rate

Option for 9600/19200/38400/57600/115200



3. Set Ethernet Connection Option for Yes/ No

4. Set RS232 Connection Option for Yes/ No

5. Set RS485 Connection Option for Yes/ No

6. Set IP Address Set the Terminal IP Address example 192.168.127.254 7. Set Date Time Set Terminal Date Time 8. Set Date Format Set format date format such dd/mm/yy or other option 9. Set Match Treshold (security level) Set security level 10. Set Auto Idle Min To set the terminal to do sleep 11. Set Facility Code You can set from 0-255

5.2 Terminal User List To see all employees that already registered in the device, you can choose menu ‘Terminal >> Terminal User List’. Then screen will appear window as follow.

Before start transferring the Database to Terminal, please note that user has to complete the Database from Software before transferring because the transferring unable to start from Terminal to Database. Must from Database to Terminal, after finish then user will able to transfer the Finger Template from Terminal to Database.



The ‘Database User List’ is a list for Employee Name, Fingerprint ID, Nick Name, and Status. To have Employee Name and Fingerprint ID as per ‘database user list’ you should fill all required information as per the ‘Employee Information’. The status here is referring to FP (Fingerprint), PD (Password) and None. When viewing ‘FP’ and ‘PD’ means the Fingerprint or Password are already save in Database and ‘None’ means no data (either Fingerprint or Password) yet in the Database. At the ‘Terminal User List’ click the dialog box to connect the device with the software. After you click the dialog box, then the VIEW TERMINAL USER LIST button with active, press the button. The Process to connect the device with the software will appear at the PROCESS LOG. Once connected, all the Fingerprint ID at the device will show at the Terminal User list (Right side). If user need to view the status and Fingerprint status at the Terminal User List, please tick the

button as picture : . The ‘Terminal User List’ is a list of all fingerprints, which registered at certain terminal. View Terminal User List

button if you connect the Terminal with the Software.

While you connect the Terminal with the Software, please tick the option ‘View with Status and FP Count’ if you need to show the Status at the Terminal User List.

Find Fingerprint ID in Terminal User List

If user need to view certain Fingerprint ID in Terminal User List. Download at Terminal User List

To Transfer the Finger Template from Terminal to Software. Delete at Terminal User List

To Delete the Terminal Information through Software. Filter Database User List

If user need to view the certain Database. You can view by All Department, and other Department has been listed. Find Fingerprint ID in Database User List

If user need to view certain Fingerprint ID in Database User List.



User Info Only

If user need to Transfer the User Info Only from Database User List to Terminal User List. User Info and Finger

If user need to Transfer the User Info and Finger from Database User List to Terminal User List. Upload at Database User List

To transfer the Database User List to Terminal User List.

5.3 Terminal User Timezone To set each employee based on its Time Zone, Group Time Zone and Access Combination then choose menu Tools>>’Terminal User Time Zone’. And active window is as follow.

This setting is to define the user Time Zone to access the area. So, this setting will be more assign for Access Control Features. If user need to create the certain Time Zone setting by daily basis, choose to show the setting. And the window will appear :



To change the Time Period at each Day ( Sunday, Monday, Tuesday,

Wednesday, Thursday, Friday and Saturday ), you have to push button , and choose the Day you need to change, after that right click at the day you wish to change, window will appear as below :

After finish creating the Time Period, click Save and Close. While you finish creating the Time Period, now you can assign the Time Zone for certain

Employee by clicking the Employee you Require and click , will show window message :

If you sure setting the certain user with the appointed Time zone, please click Yes. And will show window message :



Click Ok, after finish setting the user, click close.

5.4 Terminal User SMS

: Get Terminal SMS is used to view all SMS saved in the fingerprint device.

: Set Terminal SMS is to send Public SMS to the fingerprint device.

: Delete Terminal SMS is used to delete SMS ID that is saved in the fingerprint device.

: Clear Terminal SMS is used to delete all SMS saved in the fingerprint device.

: Maximum Get is used to define maximum SMS that will be searched in the fingerprint device. The default is 30 SMS, but it can be changed by typing the desired number.

: SMS ID is used to define SMS ID to be shown or deleted. : Add SMS Info is to create new SMS. SMS will be saved in the

computer database. : Edit SMS Info is to revise SMS that has been created and saved

in the computer database. : Show SMS Info is to show all SMS that has been created and

saved in the computer database. : Set User SMS is used to send Personal/User SMS to a certain

employee. : Delete User SMS is to delete Personal/User SMS that has been

assigned to a certain employee. : Clear User SMS is to delete all Personal/User SMS that has

been assigned to employees.



Steps in setting Messaging 1. Steps in creating new SMS:

a. Open Terminal User SMS in: Menu >> Terminal >> Terminal User SMS. The above SMS Setting screen will appear.

b. Click button which is located in the middle screen, and below screen will appear:

c. Input SMS ID, SMS Type, Validate Time, Start Date and SMS Content from the message to be displayed.

a. Maximum SMS in MP4100 and MP4600 is 1.024 messages. b. Maximum character to be displayed in a message is 32 characters. d. Click OK when finish and it will go back to the previous SMS screen.

2. Steps in sending Public SMS: a. Before sending Public SMS, please make sure that the SMS created is a

Public type message. b. Click on the Terminal ID and SMS ID to be sent.

c. Click button to send the defined message to a certain terminal.

d. Fingerprint device will restart automatically. e. After restarting, there will be a warning message stating that the message

has been sent successfully.

f. Click OK button.

3. Steps in sending Personal/User SMS:

a. Before sending Personal SMS, please make sure that the SMS created is a Personal type message.



b. Click on the Terminal ID, SMS ID and employee’s name.

c. Click button to send the defined message to a certain employee.

d. There will be a warning message stating that the user message has been sent successfully.

e. Click OK.

6. TOOLS

6.1 Absence Status Setting To define the absence status, you can access it through menu ‘Tool’>>’Absence Status Setting’. Then the window will appear as below:

You will have 13 choice of status which you may choose or change the language or the relative icons. Maximum status setting is 13. First choose the icon user need to modify. Then to modify or change each icon’s

name and picture just click the icon. For example: icon ‘Sick’, change the name become ‘Absence’ then the window will change as below.



The icon name change from ‘Sick’ become ‘Absence’ as show below :

You can change status name with inserting the new name in ‘Status Name’ textbox and also you can change picture with other icon by click the ‘Selected Icon’ or ‘Drag Icon’ and then click ‘Updated Status’ button to save new setting.

6.2 Department Setting In ‘Department Setting’ you should input the department information or division in the company organization. You can choose menu ‘Tool’>>’Department Setting’. Then window will appear as follow. After adding the department, click save. If user need to add new department code, click add new.

‘Absence’



6.3 Employee Information Setting This menu is used to input all employee data into the database, you can choose menu ‘Tools’>>’Employee Information’. Window will be shown as below.

Employee code is used to record Employee Number in the company, which usually has 8 digits or even more (which states commencement year of the employee; division/ department code/ section code and unique number). While Fingerprint ID is the number given by administrator to easy the attendance procedures when ‘Verification’ method is chosen (ID + Fingerprint). Fingerprint ID can be a sequence number of total employees, example: a company has 50 employees then, the Fingerprint ID would be start from 1 to 50. For company that has no specific code, then can applied the same method as above or when your company only has 3 digits Employee Code or less, and you wish to have identical number for both ID, then it is OK to do so. As we create Fingerprint ID to be short so that the employee will have no difficulty in remembering their employee code and the most important thing is to shorten queuing time. After entering all employee information, save it by clicking the ‘Save’ icon. So the ‘Delete’ icon will be enabled. The data will automatically put on the “List Of Employees” table (click the right button of Fingerprint ID textbox) after you click ‘Save’ icon.



NAVIGATION TOOLS To ease Finding and Sorting certain record on the record list then you can use the Navigation Tools. Input the Employee Fingerprint ID and click .

Furthermore you can change the employee data which already save by click the right button of Fingerprint ID textbox. Then at active window ‘List of Employee’, choose the employee and follow by click ‘Choose’ icon and system will automatically view the former employee data again. You can do the modification and click ‘Save’ icon. To delete an employee data permanently should be in the condition of employee is ‘Non active’. To make an employee became ‘Non Active’ if the ‘Resign date’ already filled and then click ‘Save’ icon and continue by click ‘Delete’ icon.. Moreover you can register employees fingerprint by click ‘Registration’ button. You can follow the instruction of ‘ Finger Print Registration’ at ‘New Fingerprint Registration’ at earlier page. After you have registered by fingerprint or by password, so the statement (red color) at active window at below will change from

to

EMPLOYEE PHOTO To insert photo in employee information, please use BMP format file (*.bmp). you can do it by double click the photo space in employee information

Then choose the file in your folder to put the picture in the space and automatically the picture will be inserted into the space.



And to delete the picture (blank space) please click the ‘Remove’ button beside the photo.

6.4 Shift Setting This setting is to set the working shift for all employees. Users have to set the Shift Code, Shift Number and Shift Name

This setting able to show color based on each Shift Code, so user will be easier to remember their shift.



After that, user have to set the time for every shift setting and days then click Save. If user have more than 1 shift, user able to add the shift by clicking Add New. After finish, click Close.If the data has been saved, ‘Delete’ icon will appear itself. The ‘Delete’ icon is used to delete selected data shift. However shift information only can be deleted if not using by any department or any employees.

To view all ‘Shift’ which is available to use in the application just click the right side button of ‘Shift Code’ textbox. Then active window as follow.

To change the shift information, choose the desire row (in any column) and then click ‘Choose’ icon.

6.5 Flexible Group Shift Setting The settings are available to grouping all the shift code and arrange the pattern shift settings for all employees. Click Add new to create new group for shift code, after that choose the shift code. If the List of Shift more than 1 shifts code, clicks choose to add the shift code. For example, Security Division has 3 shifts in a day and every shift has different time period. To create the Pattern Group Shift Setting :

Click add new, and fill in the Group Shift Code, Group Shift Name, and Description, after finish click save. For example, creating the Pattern Group Shift for Security Division

After creating the Group Shift, you have to choose the shift in this Group one by one as picture mention below :



And the results will be as follow :

After finish, user able to click to exit from the Flexible Group Shift Setting.

6.6 Pattern Shift Setting

This setting is to define the shift repetition. This Pattern Shit setting consist of 3 types :

Fixed Flexible Effective

User has to create the Pattern Code, Pattern Name, Starting, Day and Repeating. After finishing fill in the Pattern Information, you can start to choose the Pattern Shift Setting based on the working shift of each employee. Fixed with pattern will help users in preparing the work schedule or shift. Strength point: 1. User can define unlimited pattern 2. Pattern can be defined to start on certain day or date 3. Choice of Repeating pattern:

a. Weekly



b. Biweekly c. Tri Weekly d. Monthly e. Bimonthly f. Quarterly g. Semester

6.6.1 Fixed

For Fixed with Pattern Shift, the Pattern Shift will automatically repeat based on the List of Pattern Details Setting. At the Non Working Days, there are some definition as mention below : Total Off : How many day off can be taken by employee in

one repeating period Max. Consecutive Off : How many day off can be taken in a row by

employee Min. Interval : How long the interval from one day off to another.

For Example, Employee will able to take their day off after 3 days working.

To understand more detail of the Fixed Pattern Shift Setting, we provide some sample as details below : 6.6.1.1 Sample Fixed Pattern Shift with Fixed Non Working Days

Pattern Code : 1 Pattern Name : Teacher_pattern Starting : By Day Day : Monday Repeating : Weekly This setting is to create the Teacher pattern shift by Fixed Working days and Fixed Non Working Days. How to do the Setting :



Choose ( Fixed ) If user need to create Fixed Non Working Days, then the column

of NON WORKING DAYS should be blank Choose the LIST OF PATTERN DETAILS, to setting the Fixed

Working Days and Fixed Non Working Days. After fill the whole day in 1 week with the appointed Shift Setting,

now user has to appoint this setting to certain user at LIST OF EMPLOYEE column by clicking the button . After finish adding the employee, please tick the dialog box

and choose the year. After that click PROCESS.

By finishing follow the instruction above, means that you have success to create the FIXED PATTERN SHIFT with FIXED NON WORKING DAYS for teacher’s shift. So, teacher will have working days from Monday – Friday ( 07.00 – 15.00 ) and Non Working Days from Saturday – Sunday. This Fixed Pattern Shift will repeat every week with the same working days and time.

6.6.1.2 Sample Fixed with Pattern and Flexible Non Working Days

Pattern Code : 123 Pattern Name : Assistant Teacher Pattern Starting : By Day Day : Monday Repeating : Weekly This setting is to create Working Shift for Assistant Teacher with details shift as follow : Assistant Teacher will have working shift 2 days, after 2 days working the assistant teacher will have 1 day non working days ( holiday ). And this Working Shift will repeat by weekly. How to do the Setting :

Create the Pattern Code, Pattern Name, Starting Shift by Day or by Date, and Repeating ( by weekly, biweekly, triweekly,



monthly, bimonthly, quarterly, or semester ) by clicking ADD NEW.

Create the Non Working Days with details : Total Off : 1 Days Max. Consecutive Off : 2 Day Max. Interval Days : 1 Day

Means the employee only able to take 1 day from weekly shift and only able to take Holiday after 2 days working.

Fill in the LIST OF PATTERN DETAILS, for full working days in a week, the system will automatically calculate the Non Working Days based on the setting above. After finish click Save.

After creating the Pattern Shift, user can choose the employee to assign in this shift at LIST OF EMPLOYEE, by clicking the

After finish adding the employee, please tick the dialog box and choose the year. After that click PROCESS.

6.6.2 Flexible

With flexible shift setting, users can easily define shift without having to allocate each shift for each employee. The shift will be allocated automatically by the system, based on the employee’s actual working hour will compare with the nearest working shift. This will save a lot of time and accelerate the setup process and help customer’s administrator from manually adjusting shift if any changes in the work schedule. Within this Flexible Non Working Days, you can easily define the total day off allowed and its related rule, so that if employee fails to fulfill the above condition, if he/she is not coming to work, then it will be automatically recorded as absent. 6.6.2.1 Sample Flexible Working Shift with Flexible Non Working Days



Pattern Code : Clean-Serv Flex Pattern Name : Cleaning Service_Flexible Starting : By Day Day : Monday Repeating : Monthly How to do the setting :

Create the Pattern Code, Pattern Name, Starting Shift by Day or by Date, and Repeating ( by weekly, biweekly, triweekly, monthly, bimonthly, quarterly, or semester ) by clicking ADD NEW.

Create the Non Working Days with details : Total Off : 4 Day Max. Consecutive Off : 1 Day Max. Interval Days : 5 Day

Means the employee only able to take 4 day from monthly shift and only able to take Holiday after 5 days working.

Fill in the LIST OF PATTERN DETAILS, for full working days in a month, the system will automatically calculate the Non Working Days based on the setting above. After finish click Save.


after finish adding the employee, please tick the dialog box and choose the year. After that click PROCESS. This setting to maintain the working shift for Cleaning Service Shift, with Monthly repeating shift start from Monday. And this flexible pattern will applied for 4 Non working days ( holiday ) in monthly shift and the employee will only able to take their non working days ( holiday ) after 5 days working. By using this flexible shift, so the user will able to take of any shift in 1 day. The system will compare the employee attendance with the nearest shift in 1 day. And if the employee does not meet the condition has been set as sample above, the employee will assign as Absent.

6.6.2.2 Sample Flexible Working Shift with Pattern and Fixed Non

Working Days

In this option, you can choose to allocate the employee’s work schedule automatically, based on the employee’s actual working hour and non working days ( holiday ).



Pattern Code : Clean_Flex 2 Pattern Name : Cleaning Service Flexible 2 Starting : By Day Day : Tuesday Repeating : Weekly How to do the setting :


Non Working Days, will be blank, if you need to create the Non Working Days with certain days as Fixed Holiday.



after finish adding the employee, please tick the dialog box and choose the year. After that click PROCESS. This setting is to maintain the Working Shift as Flexible for the employee and also manage the Non Working Days as fixed. So, the employee will only able to take their holiday at the 4th Day which is Thursday. And this working shift will repeat for every week.

6.6.3 Effective Working Hour

In Effective Hour, you can easily define effective working hour for certain days or date, so that the system will automatically calculate the employee working hour and its related overtime obtained. Within this effective hour and flexible day off, you can easily define the total day off allowed and its related rule, so that if employee fails to fulfill the



above condition, if he/she is not coming to work, then it will be automatically recorded as absent. 6.6.3.1 Sample Effective Working Hour with Pattern and flexible Non

Working Days

Pattern Code : MNG_Pattern Pattern Name : Management Head Master Shift Starting : By Day Day : Monday Repeating : Monthly How to do the setting :


Create the Non Working Days with details : Total Off : 8 Day Max. Consecutive Off : 2 Day Max. Interval Days : 5 Day

Means the Head Master will able to take holiday for 8 days in a month but Head Master only able to take holiday after 5 working days and only able to take 2 days holiday in consecutive.



after finish adding the employee, please tick the dialog box and choose the year. After that click PROCESS.



6.6.3.2 Sample Effective Working Hour with Pattern and Fixed Non Working Days

Pattern Code : MNG_Pattern 2 Pattern Name : Management Pattern 2 Starting : By Day Day : Monday Repeating : Weekly How to do the setting :


Non Working Days, will be blank, if you need to create the Non Working Days with certain days as Fixed Holiday.



after finish adding the employee, please tick the dialog box and choose the year. After that click PROCESS.

6.6.4 Swap

If for the same Pattern Shift, user need to change the certain employee with different shift schedule starting from certain period, you can use

. After you click the button, windows will appear :



User can set start from the LIST OF PATTERN, reschedule the working days and non working days. Choose the period to start the new Shift setting at DATE PERIOD, after finish click CLOSE.

6.7 Roster Setting

Roster setting is a facility provided to help administrator to maintain shift changes manually in an easy manner. In this roster view, you can see a complete work schedule for certain month with code and color, to help user differentiating from one shift with another. Should you need to perform changes, you can easily: 1. Type it with certain shift number. 2. Copy one or more shift by selecting the shift, copy and paste. You can also

copy one employee shift to other employees. 3. Move shift within the month by selecting one or more shift, and drag it

somewhere else.



6.8 Overtime factor for Working Days and Holiday

Overtime factor will be used to show user total overtime hour obtained by employee after calculated with overtime factor that has been agreed by the company management, workers/employees and government regulation. For example: In Working days, if the total overtime hour is 2 hours, then the total overtime obtained by the employee after calculated with the overtime factor is 3.5 hours ((1*1.5)+(1*2)). In Holiday, if the total overtime hour is 2 hours, then the total overtime obtained by the employee after calculated with the overtime factor is 5 hours ((1*2)+(1*3)).

6.9 Function Key Setting

To activate ‘Function Key’, please insert the definition for each button. To access it please go to menu ‘Tools’ >>‘Function Key Setting’. Then active window will appear as follow.



Click ‘Modify’ to define each function key and then click ‘Save’ icon to save function key data. To differentiate employee activity, you can use menu ‘Early In Spare Time Setting’ besides using the function key. This method provided if you want employees to have minimum contact with the device. For ‘Check In’ and ‘Check Out’ purpose, you do not need to press any function key since our system is able to recognize automatically. Means the first time you put fingerprint at HIT MagicPlus will be recognized as ‘Time In’ and the rest will be set as ‘Time Home’.

6.10 Holiday Setting

In The ‘Holiday Information’, you can input the holiday information in one year. You can choose menu ‘Tool’>>’Holiday Setting’. Then active window will appear as follow.

You can be inserted with the information of national holiday including other holiday accordingly within a respective year. Click button in the right side of ‘Year Holiday’ textbox to choose the year, which will be inserted into the holiday information. After “List of Holidays” opened, choose desired year and then click “Choose” button.



If there is no option for the year which you desired, you can click “Add New” icon then types the year which you want and click ‘Save’ icon to save data. To put data on vacation/holiday, choose the desired month and then automatically calendar will followed change.

Click and drag the ‘Add Holiday’ icon ( - smiling sun) then drop into the desired day. Then automatically will appear active window to entry the name of the holiday. After you type the name of holiday, click ‘OK’ button and so new holiday name will directly entered into Holiday Name List.

To change the holiday information you just double click the desired row in the Holiday Name List, so the screen will appear window ‘Input Holiday Name’ as above. And if you want to delete holiday which has entered, you just need to

click and drag ‘Erase Holiday’ icon ( - pencil) and drop into the desired day, like window as follow.

6.11 Company and Working Day Setting

The sub menu to do setting for the company name and working day and to activate the approval to do overtime, you can choose menu ‘Tool’>>‘Company and Working Day Setting’. Then screen will appear window as follow.



On the window ‘Company Name, you can type your Company name and Choose Working Days, just click the square space beside the desire name of days (mark √) and then click ‘Save’ icon to save data. Note: This should be done at the beginning of application and should be before you entering all employee information. Since whenever you already input ‘Employee Information’ then you absolutely cannot do modification to ‘Working Day’ except to ‘Company Name’. To do this modification only if All Employee Status already changes to ‘Non Active’ condition. And to change to ‘Non Active’ condition by fill the ‘Resign Date’ in ‘View’>>’Employee Information’. Example, when you already set that every Saturday or Sunday is holiday so when ever you are doing attendance, the system will not acknowledge this condition and will not stated at the report.

6.12 General Information Setting

Early in Spare Time and Maximun Coming Time are to recognized time in and time home automatically (no need to press anything to differentiate the activity) within the same day or different day (the next day). You can choose menu ‘Tool’>>’General Information Setting’. Then screen will appear window as follow.



‘Early In Spare Time’ tool is to define how many hours still can be tolerate for one user to be accepted as ‘Coming Time’ before his normal working hours. In the other hand, this menu also useful for an employee when do the overnight shift. Means ‘Early In Spare Time’ already able to define the time distance between ‘Coming Time’ and ‘Time home’ (next day) and no need further edit activity. Function Key Settings are menu to arrange the process of transaction log based on function key.

6.13 Retrieve Log Setting

To use this menu, please choose menu ‘Tool’>>‘Retrieve Log Setting’. And active window will appear as follow. Click ‘Modify’ icon to choose the preference setting.



Note: If you would like to change the setting from original type to others, please close the ‘HIT FingerPlusTA Retrieve Log’ form at first then open again. The purpose is to refresh the system. There are 4 (four) types of ‘Retrieve Log Setting’ which you may set as follow. 1. Manual Setting

Click ‘Modify’ icon and select ‘Manual Setting’ option button then click ‘Save’ icon to save. Next please open the ‘HIT FingerPlusTA Retrieve Log’. Then choose the ‘Terminal’ at ‘Terminal Info’. After that please click ‘Retrieve All Log’ button to get all log data from selected terminal or click ‘Retrieve First Log’ button to get only first log data from selected terminal. Option for ‘Retrieve all log’ or ‘Retrieve first log’ only available if you choose ‘Manual Setting’.

2. Real Time Setting

Click ‘Modify’ icon and select ‘Real Time Setting’ option button then click ‘Save’ icon to save data. Next step please open the ‘HIT FingerPlusTA Retrieve Log’. The menu is set so the system will automatically and continuously checking and retrieving all remaining log data at each terminal (Listing in Terminal Info). In active window you may see notification ‘please wait check terminal 1 or 2 or others is under processing’.

3. Automatic Setting

Click ‘Modify’ icon and select ‘Automatic Setting’ option button then click ‘Save’ icon to save data. Next step please open the ‘HIT FingerPlusTA Retrieve Log’. If you wish to pull the data every certain time range. For example: every 1 hour or every 30 minutes. The default is set for every 10 minutes.

4. Scheduling Setting Click ‘Modify’ icon and select ‘Schedule Setting’ option button then click ‘Save’ icon to save data. Next step please open the ‘HIT FingerPlusTA Retrieve Log’. Choose menu option if you wish to pull all log data from each terminal (more than one terminal) at scheduled time. For example: Every morning after finish Time In or in the Afternoon after Time Home. At active window please click ‘Add New’ icon and fill all information such Retrieve Name, Description and Time (format hour:minute) also to active and inactive condition and then click ‘Save’ icon to save data. To modify the Retrieve Log Scheduling, first select the schedule item at the Scheduling List and then click ‘Modify’ icon, so you can input new information and then click ‘Save’ icon to save it back.



Connection Setting

Direct Updated

6.14 Admin Information Setting



Login Administration can only be changed by its password and can not be delete permanently. Choose menu ‘View’>>‘Admin Information’. Then screen will appear window as follow. You can add new User Name by filling the ‘Admin Code’ which used as ‘User Name’ at login, then set the ‘Password’ and ‘Verify Password’. The User Name only can change by his/ her own password and fingerprints, for example if you login as ‘Administrator’ then click right button of textbox ‘User Name’ and select ‘Administrator’ from at the 'List Of Administrator' window and then click 'Choose' icon. so the window will appear as follow

To register the administrator/ another administrator fingerprint, you need scan device for Magic Secure 2800. Admin Register Fingerprint is used when you want to enter the Time Attendance System Admin, you can choose login by ‘Finger Print Only’ or ‘Both’ (Password and Finger Print) and you also have other option with ‘Password Only’.



Moreover you also have an option to make restriction/ entry barrier for administrator or certain user to have an access to certain menu or all menu by click ‘Authority’ button and then active window is as follow.

Then mark √ on the empty column beside each menu or select on ‘Select/ Unselect all item menu’ for all menu option. Then click ‘Save’ button to save the new setting.

6.15 Language Information Setting

This setting is to create software with the different language. And it will enable the software to be Multi Language.



7. VIEW

7.1 Monthly Calendar

Monthly Calendar (Employee Personal Calendar) can be viewed by clicking menu ‘View’>>‘Monthly Calendar’. Then screen will appear window as follow.

List of employees can be view by each Department or by All Department by click small button on the side of ‘Department’. And you can also choose the month and year. To catch sight of employees’ activities just click the employee name, then automatically the calendar will adjust. If you want to update the reason of the

activity, just click (drag) the specific icon such sick icon and put it (drop) in the desired date. Afterward the small window will appear, so you can fill the reason of that activity in the reason textbox, so automatically the status table bellow will adjust.

You also can see the activity on the specific date by click on the date in the active calendar. Then to erase certain activity or icon, which mistakenly put on the calendar, just drag and drop the (shirt) icon on that specific date. Then at active window it will ask for the valid ‘Shift’. Choose ‘Shift’ and click ‘Ok’ button. You also have an option to do multi select by press ‘Control’ or ‘Shift’.



MANAGEMENT SHIFT In ‘Monthly Calendar’ system also can be set base on ‘Multi Select Date’ and ‘Multi Select User’. To use ‘Multi Select Date’ at first choose and point the desire date (one by one) then click the mouse (right). Then automatically it became yellow and vice versa if click (right) again then it became to original color (option cancel). After that click and drag icon (shirt) and choose the right working condition (shift) required on the Window ‘Personal Calendar’. Example: On Saturday usually the working time (08:00-14:00) is shorter than usual. So at Window ‘Monthly Calendar’ define (highlight) the employee/s and follow to define the date by click the date (right mouse). After the date is changing its color to yellow then click icon ‘shirt’ and choose the requested shift. SHIFT Over Time (OT) A condition where system (default) will consider the employee/s at selected date is doing full overtime and consider no working hours. To activate click (shirt) and drag to the date. So at Window Personal Calendar Form choose ‘Shift OT’. Example: On January 4, 2004 (Sunday) Employee A is asking to do work, so at first the administrator have to set and define ‘Shift OT’ at that date. Then when Employee A is working from 08:00 (AM)-14:00 (PM) so system will consider that he conduct an overtime for 6 hours. NAVIGATION TOOLS

To ease Finding and Sorting certain record on the record list then you can use Navigation Tools. Input Employee Fingerprint ID and click .

7.2 Employee Activity Calendar

To input a note refer to an activity in-accordance with function key 0, 1 and 3, then choose ‘View’>>’Activity Report’. To define and set each function key please go ‘Tool’>>’Function Key Setting’. Except for Function key 0 which as default for Time In and Out. Example: You set ‘Function key 1’ for activity Meeting In/Out’. So when an employee is utilize this activity then you can insert a note to this activity such to ‘Customer A’.



Choose the activity based on its color such green refer to Function key 0, pink to function key 1 and red to function key 3. Then just drag that activity and put to the date and fill with the needed note.

7.3 Year at Glance

To view and observe employee yearly activity, you can choose menu ‘View’>>’Year At Glance’. The active window as follow.

Choose the year by click small button next to ‘Year’ combo box.. You also can click small button at the ‘Department’ combo box to choose department within your company. Please employees from at the ‘List of Employee’.



Each activity has its own specific color, thus by viewing the yearly calendar you will get the feeling of which activity is often occur. From this menu, you also be able to examine the yearly activity summary statistically. The statistic column is located on the right side at ‘Year At Glance’ window.

To ease Finding and Sorting record on the record list then you can use the Navigation Tools. Input based on Employee Fingerprint ID and click .

8. PROCESS

8.1 Process Transaction Log Data Menu Process is the menu to process the log transaction to report (valid and lastest report). Choose the ‘Process’>>’Process Transaction Log Data’. Click ‘Modify’ to activate the menu below.

The screen will show as below, after you select the Modify button

Select for ‘All Employee’ or Fingerprint ID’ then select the Begin and End Period and click ‘Process’ Button. After succeed, click Close.



8.2 Approval Overtime Hour Setting To give an approval for an employee to do overtime then go to ‘Process’>>’Approval Overtime Hour Setting’. And active window as follow.

Select the employee and select the time (define by minutes) then drag the icon

to its date or click follow to set as default. Note. If you had setting 30 minutes as default then an employee is doing attendance less than 30 minutes so the overtime is not calculate or shown in the report and at contrary if an employee is doing overtime more than 30 minutes then system will shown all total overtime. Example: Working hours: 08:00-17:00 Employee A is doing attendance for Home at 17:20 So system only will shown Time Out on 17:00 Otherwise if the employee id doing attendance out on 17:40 consider he had overtime with total 40 menit

8.3 Maximum Overtime Hour Setting

To set maximum overtime for each employee/ per department then please go menu ‘Tool’>>’Maximum Over Time Hour Setting’. For the report attendance please view through menu ‘Report’>>’Employee Detail’.



Click ‘modify’ button, choose the Fingerprint ID then set for Standard Weekly Working Hours, Maximum Daily Over Time and Maximum Weekly Working Hours. Set the Standard Weekly Working Hours as per total working hours per day (include lunch time) and multiply with total working day in a week. Example: In an industry where overtime is strict by the rule so you can use this report to show employee attendance as per the rule. Then when employee is actually doing an overtime up to 6 (six) hours per day however as per the setting only limited to 2 hours per day so you can view and print through ‘Employee Detail Report’ it will show maximum for 2 hours. And for actual working hours report you may view and print through ‘Employee Attendance Report’.

8.4 Time Log Editing

To use this menu, please go to menu ‘Tool’>>‘Time Log Edit’. Then screen will appear window as follow. This feature is providing in order to edit the data at the attendance activity in order to make a comprehensive report.

Please select employee that you wish to edit at ‘List Of Employee’ then select ‘Month’ and ‘Year’. To do ‘multi select’ please press simultaneously ‘Shift’ or



‘Control’ button in keyboard than highlight the name employee at ‘List of Employee’.

To edit the ‘Time come’ please choose icon and to edit ‘Time home’ please

choose icon. You just drag and drop that icon on the specific date then at active window (Editing for Coming Time or Time Home) you may view with ‘Current Time’ (if available) and do the modification at ‘Edit Time’ box. Then the new time will be view at box-below and click’ OK’ button to confirm this, like window as follow.

9. EXPORT AND IMPORT

9.1 Export Employee Attendance To Ms. Excel To export (save) Employee Attendance data to Excel file format, you can choose menu ‘Export and Import’ >>’Employee Attendance To MS Excel Files’. Then screen will appear window as follow.

With this menu you may an option to be exported to Excel File such All Condition, work and work in Condition etc. Then choose employee name and certain period and then the report will appear as follow:



9.2 Export Employee Daily Attendance To Ms. Excel Files

To export or save employee daily attendance to excel file then choose menu ‘Export and Import’>>’Export Employee Daily Attendance to Ms. Excel File’. Then active window as follow.

Choose the department and click ‘Print Selected’ or ‘Print All’. Also select the ‘Begin Period and’ End Period’. The preview is as follow.



9.3 Export Employee Period Attendance to Ms.Excel Files

9.4 Export Employee Effective Hour to Ms.Excel Files



9.5 Export Attendance Recapitulation to Ms. Excel Files

9.6 Export Employee Attendance To Text File To export or to save employee attendance to text file then choose menu ‘Export and Import’>>’Export Employee Attendance to Text File’. Then active window as follow.

Select for All Fingerprint ID or per Fingerprint ID and continue to select for all log data or per time range. And select the file destination to save. Then click ‘File Setting’.



Make an order on the selection such for ‘Log Field’; ‘Order By’; ‘Delimited’; ‘Ascending or Descending’ and ‘Field Setting’. Make an option (number or alphabet) at the ‘Time Come Code’ and ‘Time Home Code’ in order to make different between the log from Time Come and the from Time Home.

9.7 Export Employee Log To Text Files

To save (export) Employee Log data to Text file format, you can choose menu ‘Export and Import’>>‘Save Employee Log To Text File’. Then screen will appear window as follow. Next, please select the Fingerprint ID or All Employee to be export at ‘Employee Selected’ box including ‘Date Period’ box for an option All Log Data or Time Range.



Then decide where to save the file, please input path (folder/ sub folder) and file name into the ‘Input Path / File Name’ textbox or by clicking the small button in the right side of ‘Input Path / File Name’ textbox, then common dialog ‘Select Path and File Name’ will appear as follow. Please input file name (ex: File Log.txt) into File Name textbox and then click ‘Save’ button and system will come back to previous window.

After you have selected ‘Input Path / File Name’, then click “File Setting’ and the active window will be as follow.

‘Field Name and Status’ consist of Terminal ID, Fingerprint ID, Employee Code, Date Log, Time Log, Function Key, Edited Date, Edited By and Retrieve Log Status. Please choose or make an order (mark √) on the left side



of check box to make an arrangement as per selected field or all fields that will be exported into Text File format . ‘Field Number’ column is to make an order by Horizontal way (left to right) from the chosen field. Please make a number order for each chosen field (can not be empty) and by different number. ‘Delimited’ box divided into two type for ‘No Delimited’ or ‘Delimited With’. ‘No Delimited’ means in the Text File format report no separation between selected fields. And ’Delimited With’ means in Text File format report between field will be separated by Semi Colon; Comma; Double Quote; Single Quote and Spaces. ‘Order By’ box is to make an arrangement by Vertical (top to down) to each selected field through ‘Ascending’ or ‘Descending’. ‘Log Field’ is an option to export Log data for All log or Selected to success when doing attendance. ‘Fingerprint ID Length’ is an option to export the Fingerprint ID based on the its digit which consist for 4 (four) to 8 (eight) digit.

is a Date Style option for ‘Date/ Month/ Year’ or ‘Month/ Date/ Year’ or ‘Year/ Month/ Date’ also to the chosen separator such no spaces, spaces one, slash (/) and minus (-). At Time Style also an option to use separator (:) or no spaces and at Time Symbol whether 12 Hours (AM/PM) or 24 Hours.

is an option to save the new setting by mark √ at the check box after that. If not it will return to original default.

After you type any information then click ‘Save’ icon to saving the arrangement setting or ‘Cancel’ to cancel all setting, and it will go back to the origin window. Then to export the data to format Text File, click ‘Export Files’ icon. Please wait up to system is viewing the message ‘Export Employee Log to Text Files (.txt) succeeded’ and you may see the order text file as follow.



9.8 Imported Employee Information From Ms. Excel

Sub menu ‘Import Employee Information from Ms. Excel File’ were use in order to import employee information from Ms. Excel format. And the active window is as follow.

Choose and create certain ‘File Name’ on the ‘Path and File Name’ text box. Then click ‘Template’ button and active window is change to Ms. Excel worksheet as follow.

Fill in with all information or requirement data with details as per ‘Table Structure’-worksheet 2 such to Field Name, Data Type, Field Size, Required and Note as follow.

Table Structure



Then ‘Save’ the file and choose on ‘Path and File Name’ text box and click ‘Import’ button. Wait until system is confirming ‘Export and Import from Files Progress’.

9.9 Export and Import Log from Thumb Drive

9.10 Export and Import Table Sub menu to do export and import the file.mdb (only apply to HIT FingerPlusTA Software). Then active window is as follow. First make selection (mark √) on ‘Select Table Name’ for required export and import table.



Furthermore continue to make selection on the ‘Path File Name/ Employee Log Period’ for the option of ‘All of Employee Log’/ ‘Select Employee Log’ and required ‘Month’ and ‘Year’.

Then click ‘Export’ button for exporting the employee log and click ‘Import’ button for importing the employee log.

10. REPORT

10.1 Report Department To view or print department data, you can choose menu ‘Report’>>‘Department’. Then screen will appear window as follow.



Highlight the desired row then click ‘Print Selected’ icon to print the data or click ‘Print All’ icon to print the whole department within your company. Then the department print preview will be shown as below:

10.2 Report Employee To view or print employee data, you can choose menu “Report”>>”Employee”. Then screen will appear window as follow.

On the right side of ‘Department’ you have an option to view employee by each Department or All Departments. Also you have an option to select employee by its ‘Active and ‘Non Active’ status at ‘Status’ combo box. Choose the desired rows and click “Print Employee” icon to print the employee data. Or click “Print All Employee” icon to print all employees data. Print



preview from the employees data report will be appeared before you print the report as the picture below.

10.3 Report Shift To view or print all shift information, you can choose menu ‘Report’>>‘Shift’. Then screen will appear window as follow.

Selected the shift or the whole shift in the company by highlighting the desired row then click ‘Print Selected’ icon. If you want the whole shift report as per ‘List of Shift’, just click ‘Print All’ icon. The print preview of shift would be like below.

10.4 Report Flexible Group Shift

All report related to each group shift by choose menu Report>>Group Shift



Select the group and click ‘Print Selected’ or ‘Print All’ then print preview as follow.

10.5 Report Pattern Shift

10.6 Company Holiday Report To view or print company holiday data, you can choose menu ‘Report’>>‘Company Holiday’. Then screen will appear window as follow.



Selected the ‘Year’ on the Year Holiday combo box then click ‘Print Holiday’ icon. Then the print preview from the report would be like the one below.

10.7 Report Employee Birth Date To view or print employee birthday data, you can choose menu ‘Report’>>‘Employee Birthday’. Then screen will appear window as follow.

You may view the birthday data, based on each department by highlighting the row of desired department and click ‘Print Selected’ icon or the you may view as whole employees in the company by choosing the ‘Print All’ icon as per the ‘List of Department’. Then the report will appear as below.

10.8 Report Employee Anniversary

To view or print employee anniversary data, you can choose menu ‘Report’>> ‘Employee Anniversary’. Then screen will appear window as follow.



Select the desired ‘Department’ name then click ‘Print Selected’ icon to print employees data on certain department or click ‘Print All’ icon to print the whole employee data within the company. Print preview from the report of “Employee Anniversary” will be shown before you print the report. Then the report will appear as below.

10.9 Report Employee Annual Statistic

To view or print employee annual statistic data, you can choose menu ‘Report’>> ‘Employee Annual Statistic. Then screen will appear window as follow.

Select the ‘Department’ and ‘Status’ then click ’Refresh’ icon so at the active window for ‘List of Employees’ may view as required setting. Then select for the ‘Year’ at ‘Year Holiday’. Also select the required Condition at ‘Condition’ listbox. Example: You would like to preview selected ‘Department’ for ‘Finance &



Accounting’ with ‘All Status’ and ‘All Condition’. Then click ‘Refresh’ icon. Then choose the employee which you want to see the report, then decide the ‘year’ you want on “Year Holiday” also the condition you wish to know (you may choose more than one). Then click ‘Print Selected’ icon to print that specific employee or click ‘Print All’ icon to print the whole employee. Print preview from the report of “Employee Annual Statistic” will be shown before you print the report as follow.

10.10 Report Employee Recapitulation

This report will provide you with Periodical Summary of your employees activities. To get this report, please go to menu ‘Report’>>‘Employee Recapitulation’. Then screen will appear window as follow.

Select the ‘Department’ then ‘Status’ and click ‘Refresh’ icon to have selected preview at ‘List of Employee’. Then select and fill ‘Begin Period’ and ‘End Period’. After you may select based on ‘Employee’ by highlight certain row for selected employee then click ‘Print Selected’ icon or click ‘Print All’ icon to print the whole employee. Print preview from the report of “Employee Recapitulation” will be shown before you print the report. Print preview from the report will be shown as follow.



10.11 Report Employee Maximum OT

10.12 Report Employee Attendance To view or print employee detail attendance, please choose menu ‘Report’>>’Employee Attendance’. Then the active window as follow.



You may view an employee data from certain department by click ‘Department’. You also can view employee who is ‘Active’ or ‘Non Active’ and see preview under ‘List of Employee’ by choose at ‘Status’ combo box then click ‘Refresh’ icon. Please also select the required time range, which you want to print. Select ‘Begin Period’ and ‘End Period’. You can also choose by certain status by highlight at ‘Condition’ list box. For example: you wish to know, when someone take vacation/leave during 6 months period from January 01, 2003–June 30, 2003. Then select ‘Begin Period’ for January 01, 2003 and ‘End Period’ for June 30, 2003 (format: mm/dd/yy) and at ‘Condition’ list box for ‘On Leave’. Select the desired employee name and click ‘Print Selected’ icon to print that specific employee or click ‘Print All’ icon to print the whole employee. Print preview from the report of “Employee Details” will be shown before you print the report. Print preview from the report will be shown as follow.

10.13 Employee Details Report To view or print employee detail attendance, choose menu ‘Report’>>’Employee Details’. Then the active window as follow.



However this report will refer to ‘Maximum Over Time Hour Setting’ as per Menu ‘Tools’ >>’Maximum Over Time Hour Setting’. So if you are not set the ‘maximum over time setting’ then the report will the same as the ‘Employee Attendance Report’.

10.14 Employee Daily Attendance

To view or print employee daily attendance then you can choose menu ‘Report’>> ‘Employee Daily Attendance’. Then active window as follow.

Choose the department and select ‘Begin and End Period’ then click ‘Print Selected’ or ‘Print All’.

10.15 Employee Function Key Activity To view employee base on employee function key activity from ‘Check In or Out’ and ‘Out or Back’ then choose menu ‘Report’>>’Employee Function Key Activity’.



Select the employee, the begin and end period then click ‘Print Selected or Print All’.



10.16 Employee Log Report

To view or print employee log data, you can choose menu ‘Report’>>‘Employee Log’. Then screen will appear window as follow.

Select the ‘Department’ then ‘Status’ and click ‘Refresh’ icon to have selected preview at ‘List of Employee’. Then select and fill ‘Begin Period’ and ‘End Period’. After that select the Employee by highlight certain row for selected employee then click ‘Print Selected’ icon or click ‘Print All’ icon to print the whole employee. Furthermore you may select a condition for all verify result, limit to success or failed verify result only. Then print preview from the report of “Employee Log” will be shown before you print the report as follow.



10.17 Report Employee Daily Log To view base on employee daily log for certain departement and in one report. Then choose ‘Report’>>’Employee Daily Log’. And active window as follow.

Choose an employee and click print selected or click print all for all employee. And report as follow.



10.18 Terminal Employee Log To view employee log report at certain terminal then choose menu ‘Report’>>’Terminal Employee Log Report’. And active window as follow.

Select the employee and click Print Selected or click Print All for all employee option and print preview as follow.

10.19 Department Attendance Summary

To view total attendance, total absence, late in and early departure per department/ per shift or per employee and at certain date (base on the date on computer). Please choose ‘Report”>>Department Attendance Summary’>>’By Department’. Then active window is as follow.



Click ‘Print Report’ and print preview as follow.

Employee column is a sum of employee (total) from each department. Attendance (In) column is a sum of all employee per department who had done attendance on that current date. Absence (out) column is a sum of employee who have not done attendance on that current date. Late In column is sum of employee who is late Early Departure column is sum of employee who is doing attendance going home earlier than original shift/ schedule. Second option for “Report”>>”Attendance Summary Report”>>”By shift” is to preview total activities (attendance, absence, late in and others) on certain date period and based the shift (shift grouping).



Third option for “Report”>>”Attendance Summary Report”>>”By Employee” is to preview attendance summary as per employee. An option at Combo Box “Condition” for conditions Absence, Late In, Early Departure and Over Time. Also choose the requested ‘Begin Period’ and ‘End Period’.

11. UTILITIES

11.1 Database

11.1.1 Compact and Repair Database To access this menu, you can choose menu ‘Utilities’>>Database>>‘Compact and Repair Database’. Then screen will appear window as follow.

This menu is to recovery the database and to shrink the database size. Furthermore it will renewal the database index (auto-number).

11.1.2 Monthly Back-Up and Restore Database

Sub menu to do monthly back-up and restore Employee Log. Choose menu ‘Utilities’>>’Database’>>’Monthly Back-up and Restore Employee Log’. And active window is a follow.



Choose the required month and year then click ‘Back-up’ button to make back-up and click ‘Restore’ button to restore ‘Employee Log’. Then wait up to system is confirming “Backup HITFPTA.mdb into HITFPTA_History(month).mdb Suceeded”. Or “Restore HITFPTA.mdb into HITFPTA_History(month).mdb Suceeded”

11.1.3 Yearly Back-Up and Restore Database

Sub menu to do yearly back-up and restore database. Choose menu ‘Utilities’>>Database’>>’Yearly Backup and Restore Database’. And active window is as follow. Choose the year and click ‘Back-up’ to do back-up process and click ‘Restore’ button to restore database.

Then wait up to system is confirming “Backup HITFPTA.mdb into HITFPTA_History(year).mdb Suceeded”. Or “Restore HITFPTA.mdb into HITFPTA_History(year).mdb Suceeded”



11.2 Language Info To change system language

11.3 Upgrade Database Version Sub menu to upgrade database from ‘old software version’ to ‘new software version’. Just undergo this process when you do re-install software to a new version and only valid for one time. Then to view software version on Menu ’Help’>>’About’.

Click the button on the right side ‘Path and File Name’ text box so it (monitor) will view window common dialogue. Choose the database (database back-up) on path and folder. Then click ‘Open’ button so on the ‘Path and File Name’ text box is viewing with chosen Path and File Name. Click ‘Upgrade’. And wait up to system is confirming this process.



12. HELP

12.1 About

Show all the information of the Time Attendance System, including : 12.1.1 Software Version 12.1.2 Database 12.1.3 Last Update

12.2 Animation User able to show the product animation, after click the Product Animation as shown below.

If user does not want to show the Product Animation, just unclick the Menu as shown below :

Documents

Manual Software ver 4 - English