Acroprint Time Q User Manual

Time Q
User Manual
FCCRadio FrequencyInterferenceStatement(USA):
This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to part 15 of FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his or her own expense.
DeclarationOf ConformityAccordingToEMCDirective89/336/EEC
We declare under our sole responsibility that the magnetic stripe and/or bar code reading and/or data recording equipment Time Q to which this declaration relates arein conformity with the followingstandards: EN55022:1987, EN50082-1, IEC 801­2,IEC 801-3, IEC 801-4, IEC 801-5. I,the undersigned, herebydeclare that the equipment specified above conforms to the above directive and standards.
Raleigh,North Carolina USA ______________________________ July24, 2000 W . Glenn Robbins
2
Table of Contents
1. Introduction
1.1 Product Overview ........................................................................................ 4
1.2 Capacity ....................................................................................................... 4
1.3 Employee Use .............................................................................................. 5
1.4 Managed Memory........................................................................................ 5
1.5Planning Program.......................................................................................... 5
2. Set up
2.1 Site Requirements......................................................................................... 6
2.2 Unpacking and Inspection ............................................................................ 6
2.3 Initial Setup .................................................................................................. 7
2.4 Printer Connections ...................................................................................... 9
2.5 Printer Test................................................................................................. 10
3. Programming
3.1 Introduction................................................................................................ 11
3.2 Supervisor's Menu Map ............................................................................ 12
4. Tutorial
4.1 Introduction................................................................................................ 16
4.2 Supervisor's Menu ..................................................................................... 16
4.3 Reports ....................................................................................................... 16
4.4 Add Employees to the System................................................................... 17
4.5 Punch In and Out ....................................................................................... 17
4.6 Re-initialize ................................................................................................ 17
5. Factory Settings .................................................................................... 18
6. Functions
6.1 Introduction................................................................................................ 20
6.2 Supervisor Badges ...................................................................................... 20
6.3 Set Time and Date ...................................................................................... 21
6.4 Setup .......................................................................................................... 22
6.5 Edit Shift Rules .......................................................................................... 29
6.6 Add/Edit Employee .................................................................................... 34
7. Reports
7.1 Time Card Report ...................................................................................... 36
7.2 Hours Summary Report ............................................................................. 38
7.3 Employee Profile Report ........................................................................... 39
7.4 Clock Rules Report .................................................................................... 40
7.5 Who's In, Who's Out Report...................................................................... 41
8. Edit Time Totals..................................................................................... 42
9. Test Features ........................................................................................ 43
10. Troubleshooting/Error Messages ...................................................... 44
Appendix A Definitions .............................................................................. 49
Companion Products ................................................................................ 56
Index........................................................................................................... 58
3
1. Introduction
1.1 Product overview
TheTimeQ is a microprocessor based TimeandAttendance System, whichusesmagneticallyencodedbadgestorecordemployee arrrival and departuretimes.TheTimeQ does not requireaPC and must be connecteddirectlytoan80-columndotmatrixprintertoprint reports. TimeCard reports and Hours Summaryreportscanbeprintedandfiled forfuturereference.
1.2 Capacity
TheTimeQ may be programmedtohandle up to 120 employees. It has thecapacity to store over 21,000 transactions. When theclockhas the maximum120employeesloaded,the following is a typical average of punchesperemployee:
Typical Punches Typical Punches
PAY PERIOD Per Pay Period Per Week
WEEKLY 96 96 BIWEEKLY 128 64 SEMIMONTHLY 128 56 MONTHLY 144 32
Thepunchcountwillincreaseforsome employees if others punch less or iftherearefeweremployeesusingtheclock.
4
Introduction
1.3 Employee Use
WhenemployeeswhohavebeenenteredintheTimeQ swipe their badge to punch IN;asingle beep is heard and the name assignedto the badgeisdisplayedalongwith the word IN. The next time the badge is swiped,adoublebeepis heard and the name is displayed along with the wordOUT.Time worked and the accumulated time for the pay period aredisplayedafterallpunches.
1.4 Managed Memory
TheTimeQwill maintain all programanddatainformationduring a powerlossor if unplugged. Memorywilleventuallyfillas punches accumulate(approximately21,000punches).The TimeQcanhold two fullpayperiods.Therefore,thesupervisor should print either a “CompletedHOURSSUMMARYREPORT”oran“ALL EMPLOYEESTIMECARDREPORT”for thepreviouspayperiod afterits end. When the next payperiodstart date is reached, the oldest payperiod’sdata is dumped, and anewpay period begins.As a safety feature,olddatacannot be dumped if it has not been reported in full.
Thesereports are yourpermanent records, please keepthem on file.
1.5 Planning Program
Itisrecommendedthatparameterssettingsforpayperiod,length,start date,shift start/stop times, etc. be listed on paperpriortostart of programmingoryoumaywishtoprintaCLOCKRULESREPORT andselectonly those items to be changed. See Section Five for the featuresthat are preset at the factory.
Note:Theway you enter an employee's name is the way it will appear on all reports. Werecommendthatyou enter the last name first, followedby the first name or initials,i.e. Jones, Frank.
Introduction
5
2. Setup
2.1 Site Requirements
TimeQ can be installedinanynormalofficeenvironment. No special wiringorcoolingisrequired.However,do not use the TimeQunderthe followingconditions:
•extremelyhighor low temperature [temperature range:0-500C(32-1220F) required]
•extremely high or lowhumidity [humidityrange:0-90%RHrequired]
•areasofhighdustconcentration
•areaswith chemical fume concentration
•areaswithextremevibrationorwhenplaced on an unstable
orunlevelsurface.
2.2 Unpacking and Inspection
Opentheshippingcartonandcarefullyremovethecontents. Inspectthe TimeQ and accessoriesfordamage.Report damage or shortages to the companyfromwhichtheunitwaspurchased.Completethe
registrationcardandreturnittoAcroprintto ensure theTimeQ warranty.
2 SUPERVISOR
BADGES
6
Setup
TIME Q
S
upervisor Badge
C
O
R
S
upervisor Badge
Time Q
User Manual
POWER
CABLE
USER
MANUAL
0001
0001
Identification Badge
CROPRINT
0001
Identification Badge
Supervisor
Badge
CROPRINT
0001
Identification Badge
Supervisor
Badge
CROPRINT
0001
Identification Badge
Supervisor
Badge
CROPRINT
0001
Identification Badge
Supervisor
Badge
CROPRINT
0001
Identification Badge
Supervisor
I
N
T
PR
I
C
N
T
O
PR
R
50 EMPLOYEE
CROPRINT
Identification Badge
Supervisor
CROPRINT
Identification Badge
Supervisor
CROPRINT
Identification Badge
Supervisor
Identification Badge
Supervisor
Supervisor
Badge
0001
Badge
0001
Badge
0001
Badge
CROPRINT
Badge
CROPRINT
Badge
4 SCREWS
BADGES
2.3 Initial Setup
Removing the Access Door:
Unscrewthescrew located on the lowerfrontpaneloftheunitto removethe access door.
Access Door
Reversible Bracket
Wall Mounting of Time Q:
TheTimeQ has a reversiblebracketonthe back of the unit. Theunitissuppliedwiththebracketin a tiltpositionforsittingon a desk. Withthe access door removed, you are ableto removethe bracket. Reverse the bracket forwallmounting.Securethebracketto thewallwiththefourscrews.Note that thebrackethasmoldedwireroutingslots andacenterhubforsecuring wires using nylonties.After the bracket is secured to thewall,hangtheTimeQunitonthe bracket.
screw
Setup
7
Connecting Power Cord and Securing the Access Door:
Pluginthepower cord coming from the wall mount transformerinto theTimeQ terminal. Toreattach the access door and secure the unit tothereversiblebracket, screw on the lower front panel of the unit. Thiswilltightenthe access door.
Power
Cord
Access Door
NOTE: Please keep all the packing materials so they may be usedshould
you wish to transport the Time Q in the future. They are specifically designed to protect your Time Q during shipment.
8
Setup
2.4 Printer Connections
To printReports,the Time Q must be connectedto an 80 column printer. Most printersuse a parallel connection.
Parallel Printer Connection:
Theparallelportis typically used for connectiontoaparallelprinter.Aparallel interfacecableisshownabove.Sincethis is the same cable that isused to connect an IBM-PC orPC compatiblecomputertoaprinter,it can be bought atmostcomputer dealersoff-the-shelf.Simplyconnectthe25-pinconnectorendofthe printercableintotheside port of theTimeQ Terminal.Theother end ofthecable,the36-pinCentronics-typeconnector,is plugged into the printer(shownbelow .)
Serial Printer Connection:
Theserialcableisuniqueduetothe phonejackinterface.ContactAcroprint toorder this cable. Once the correct cableisobtained,connectthecable into theRS-232 port. Follow the procedurefor removingthe access door.
NOTE:Ifa serial printer is used, the printer port must first be set up. See 6.4 Set up #14 (Functions, page 28.)
Setup
9
NOTE: Some ink jet printers may be connected to the Time Q. The printer must be reset to the ASCII format in order to print reports. Consult the printer’s operating manual or contact the printer manufacturer for more details. Sorry, Acroprint does not support printers used in conjunction with the Time Q system.
2.5 Printer Test
OncetheTimeQ is connectedtothe printer and both units are powered up,theTime Q will displaythecurrenttimeanddate(EasternTime Zone).
1. Swipeasupervisorbadgethrough the slot. The unit will display "MAIN MENU".
2. Use the up or down menu keys toscrollto TEST FEA TURES.
3. Press ENTER.
4. Now scroll to PRINTER TEST,and press ENTER.
Theprinterwill print:
10 Setup
3. Programming
3.1 Introduction
TheTime Q is primarily self-prompting tosupervisors.TheMain Menu isactivatedbyswipingaSupervisorBadge.Theheadingsforeachgroup onthe next four pages are the choices whichappearin theMainMenu. Themenukey (either up or down) is used toreachthemenusubject desired.PressingENTERopensthespecifictask menu. The following Supervisor'sMenuMapshowsmenusandchoicesavailable.
Allbranchesinthemenucanbe reached by simply using the ARROW andENTERkeys. The CLEARkey will move you to the previous menu.
Apromptforfurtherinputmayappearafterafunctionhasbeenselected. TheARROWkeyscan still be used, but the TimeQprovidesthe convenienceofanumerical pad. Ifpromptedfor a Badge Number or
to select an employee, the option of swiping the badge may be used.
Afteracritical function or data has been entered, an >ENTER TO CONFIRM<prompt is used to protect against unwanted entries.
T ypically, theTimeQ will display the programmed data onthebottom lineofthedisplayastheselectionsarebeingscrolledthroughonthetop line.The data programmed into the TimeQcanbereviewedinthis fashion.Ifthereare any doubts about what has been programmed, simplyprinttheappropriatereport.
NOTE: This section is designed to be a general overview of the main menu and choices. The Tutorial in Section 4 goes into more depth. However, for step-by-step instructions for each function, please refer to section 6, Section 7, to obtain each report.
Reports
, illustrates step-by-step how
Functions
Programming
.
11
3.2 Supervisor's Menu Map
MAIN MENU
REPORTS ADD/EDITEMPLOYEE EDITTIMETOTALS EDIT SHIFT RULES SUPERVISOR CARDS TIME AND DATE SETUP TESTFEATURES
SELECT A REPORT
HOURSSUMMARY TIMECARDS WHO’S IN, WHO’S OUT EMPLOYEEPROFILES CLOCKRULES
REPORTS
}
}
TEST FEATURES
SELECT A TASK
BADGE READER TEST DISPLAY TEST KEYBOARD TEST AUDIO TEST PRINTER TEST
SELECT REPORT FILTER
ALLEMPLOYEES INDIVIDUALSHIFT
SELECTA SHIFT
INDIVIDUALEMPLOYEE
SELECTAN EMPLOYEE
12
Programming
SELECT REPORT FILTER
ALLEMPLOYEES INDIVIDUALSHIFT
SELECTA SHIFT
INDIVIDUALEMPLOYEE
SELECTAN EMPLOYEE
SELECT PAY PERIOD
CURRENT PREVIOUS
REPORT SUBMITTED
ADD/EDIT EMPLOYEE
SELECT A TASK
ADD AN EMPLOYEE
EDIT AN EMPLOYEE
DELETEAN EMPLOYEE
SELECTAN EMPLOYEE
SELECTAN EMPLOYEE
SELECTAN EMPLOYEE
{EMPLOYEENAME}
{EMPLOYEENAME}
EDIT TIME TOTALS
CURRENTREGULAR HRS CURRENT OVERTIME 1 CURRENT OVERTIME 2
PREVIOUS REGULAR HRS PREVIOUSOVERTIME 1 PREVIOUSOVERTIME 2
ENTER BADGENUMBER EMPLOYEENAME EMPLOYEENUMBER SHIFTNUMBER
SUPER VISOR CARDS
SELECT A TASK
ADD SUPERVISOR BADGE DELETEA SUPERVISOR
}
ENTER BADGENUMBER
Programming
13
EDIT SHIFT RULES
SELECTA SHIFT SHIFT RULES = DISABLED
SHIFT RULES = ENABLED
SHIFTSTARTTIME SHIFTSTART ROUND SHIFTSTART GRACE SHIFTSTARTDOCK SHIFTSTOP TIME SHIFTSTOPROUND SHIFTSTOPGRACE
SHIFTSTOP DOCK SHIFTLUNCH RULES = DISABLED SHIFTLUNCH RULES = ENABLED
LUNCH WINDOW BEGIN
LUNCH WINDOW END
LUNCH DURATION
AUTOLUNCH AFTER
TIME AND DATE
SELECT ATASK
SETTHETIME ENTERTIME OF DAY SETTHE DATE TIMEFORMAT 12 HOUR
DATE FORMAT DAY MONTH YEAR
TIMETOTALS FORMAT MINUTES
24 HOUR
DAY YEAR MONTH MONTH DAY YEAR MONTH YEAR DAY YEAR DAY MONTH YEAR MONTH DAY
HUNDREDTHS
14 Programming
SETUP
MAX TIME ON CLOCK ENTER ELAPSED TIME PAY INTERVAL ROUND SELECT PAY INTERVAL
1MINUTE(S) 5MINUTE(S) 6MINUTE(S) 10 MINUTE(S) 15 MINUTE(S)
PAY PERIOD LENGTH SELECT PAY PERIOD
WEEK PAY PERIOD TWO WEEK PAY PERIOD SEMIMONTHLY PERIOD
MONTHLY PAY PERIOD PAY PERIOD START DAY CHANGEOFFSET ENTER TIME OFFSET OVERTIME RULES 1ST DAILY OT AFTER
DAYLIGHT SAVINGS ENABLED
SETUP PRINTER SELECT PRINTER TYPE
COMM PORTBAUD RATE SELECT BAUD RATE
REMOVE ALL PUNCHES RE-INITIALIZE SYSTEM
1ST WEEKLY OT AFTER 2ND DAILY OT AFTER 2ND WEEKLY OT AFTER 7TH DAY OVERTIME
DISABLED
DAYLIGHT SAVE START
DAYLIGHT SAVINGS END
DISABLED
PARALLEL
SERIAL
NONE
19200 38400 300 600 1200 2400 4800 9600
Programming
15
4. Tutorial
4.1 Introduction
Thissectionisdesignedtohelp you feel comfortable with how the TimeQ works.ItisimportanttounderstandthattheTimeQhasare-initialize functionthatwillclear all punches and return the program variables to theiroriginalfactory settings. Withthis in mind, youshouldfeelfreeto experimentwiththesupervisor's menu map. Tryprinting some reports, settingvariables,settingthetime and date, or playing with any feature or functionthatarousesyourcuriosity .For step-by-step instructions, please consult sections 6, Functions, and 7,Reports.
4.2 Supervisor's Menu
Swipethe supervisors badge to access the MAIN MENU. You will noticethatone line of thedisplaywillbeflashing.Aflashingdisplay typicallyindicatesthatyoucanusethemenukeystoaccessanother option.Ifyou want to choose a flashing option, press the enter key.To returntoapreviousmenu, press the clear key.Thesevisual clues are consistentthroughoutthe menu, which means that“settingthetime,”for example,willhavethesame format as setting any other variable. Some functionsaremoreinvolvedbecausemorechoicesarerequired,but accessingtheflashingoptions by the menu keys and selecting themby usingtheenterkeywill be the same throughout the menu structure. Detailedmenumapsareincluded in section 3, Programming.
4.3 Reports
Thereare(5) basic reports available from the TimeQ;HOURS SUMMARY,TIME CARDS, WHO'SIN WHO'SOUT, EMPLOYEEPROFILES,andCLOCKRULES.Theeasiest report
toprintistheHOURSSUMMARY.Tryprinting this report by swiping thesupervisor's badge to access the MAIN MENU,thenpress ENTER fourtimes.When settinguptheTime Q, the EMPLOYEE PROFILES andCLOCKRULES reports will be important so that you can double checkyourentries.Besidesshowingvarioussettings,theCLOCK RULESreportgivesyou a convenient list of the variables available in the
16
Tutorial
TimeQ program. Detailed instructions how to printeachofthefive reportsare included in section 7, Reports.
4.4 Add Employees to the System
EachemployeebadgeprovidedwiththeTimeQ has a unique number. T oassign a specific badge to a certain employee, swipe the supervisor's badge to access the MAINMENU. Press the MENUkey to access the ADD/EDITEMPLOYEE functions and press ENTER twice. Toenter thebadgenumber,you can use the numerical pad, menu keys, or simply swipetheemployeebadgeyouwishto assign. Press ENTER twice.
TheENTERNAME prompt will be displayed. Use the MENU key to scrollthroughthe alphabet; then the red arrow key to go to the next letter.Whenyouhave completed the name, press ENTER, and press ENTERagaintoconfirm. Entering the employee number and shiftare optionalatthispoint.
4.5 Punch In and Out
Swipesomeoftheemployeebadgeswhichhavebeenassigned.Thefirst swipepunchestheemployeein.Thenameassignedtothatbadgeis displayedalongwiththe word IN and a single beep tone sounds. Swipingthebadgeagainpunchesthe employee out. The employee name,OUT,andthe time accumulated is displayed and a double beep tonesounds.Print out several timecard reports and see how they were affectedbythepunches.
(An Employee Badge Function)
4.6 Re-initialize
T oreset theTimeQ variables and clear punch data, re-initialize theTime Qasfollows: swipe the Supervisor Badge, press the Menu up key twice, pressENTER, press the Menu up key once,and press ENTER twice. Re-initializingremovestest employee transactions whichcouldotherwise causeconfusionlater.
Tutorial
17
5. Factory Settings
If your Time Q just came out of the factory box, or if you have reinitialized and set the time and date, your TimeQ will be set as follows: The pay period length will be one week, beginning on Monday, and the totals will be derived by adding together the actual elapsed time between in and out punches.Anyone who stays on the clock for over 12 hours will be automatically punched out because they have exceed the MAX TIME ON CLOCK setting of 12 hours. If your pay period length is two weeks, semimonthly or monthly, change the setting. If your pay period starts on a day other than Monday, enter the NEXT pay period start date. An example of the CLOCK RULES report settings follows.
CLOCK RULES 2/15/01 12:24 PM PAGE 1 C ============================================================================ L O CLOCK RULES: C K MAX TIME ON CLOCK 12:00 HOURS PAY INTERVAL-ROUND 01 MINUTES R PAY PERIOD WEEKLY U NEXT PAY PERIOD START DATE 2/19/01 L DAY CHANGE TIME 12:00 AM E FIRST DAILY OVERTIME AFTER 24:00 HOURS S FIRST WEEKLY OVERTIME AFTER 40:00 HOURS SECOND DAILY OVERTIME AFTER 24:00 HOURS SECOND WEEKLY OVERTIME AFTER 168:00 HOURS 7TH DAY OVERTIME DISABLED DST START DATE 4/01/01 DST END DATE 10/28/01 2 TIME Q PRINTER PARALLEL / COM PORT BAUD RATE 9600 1 5 SUPERVISOR BADGES: / NO SUPERVISOR BADGES ASSIGNED 0 1 SHIFT RULES:
SHIFT 1 SHIFT 2 SHIFT 3 1
---------------- ---------------- ---------------- 2 SHIFT RULES DISABLED DISABLED DISABLED : START TIME - - - 2 ROUND - - - 4 GRACE - - ­ DOCK - - - P STOP TIME - - - M ROUND - - ­ GRACE - - ­ DOCK - - ­ LUNCH RULES DISABLED DISABLED DISABLED START TIME - - ­ STOP TIME - - ­ DURATION - - ­ AUTO AFTER - - -
------------------------------------------------------------------------­CLOCK RULES 2/15/01 12:24 PM PAGE 2 C
============================================================================ L O SHIFT RULES:(CONT.) C K SHIFT 4 SHIFT 5 SHIFT 6
---------------- ---------------- ---------------- R SHIFT RULES DISABLED DISABLED DISABLED U LUNCH RULES DISABLED DISABLED DISABLED L
1 SYSTEM INFORMATION: 2 LAST CHANGE: 2/13/97 12:11 PM : 2 SOFTWARE REVISION: TSW 0010 - VERSION 3.00 4
P M
.................. END CLOCK RULES.............................................
18
Factory Settings
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