User Guide A Central Solution for Time Attendance and Access Control
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Contents 7 Preface: Getting The Most Out of TCMS V2 Welcome to TCMS V2 8-10 Chapter 1: Installation and Activation Getting Started To install TCMS V2 from FingerTec CD To install TCMS V2 from an online link Minimum system requirements for TCMS V2 installation Using TCMS V2 for the first time Setting date & time format Setting day type Setting clocking schedule Setting access rights 11-18 Chapter 2: Connecting Terminals to TCMS V2 Activating Terminal in TCMSV2 Activating terminal in TCMS V2 for the fir
Staff Extended Leave Setting staff extended leave Reschedule Staff Roster Rescheduling staff roster Clocking Schedule Understanding clocking schedules Configuring weekly clocking schedules Configuring daily clocking schedules Configuring flexi clocking schedules Sample of duty roster settings Group Duty Roster Understanding group duty roster Adding group Setting group duty roster Setting rotational working roster Setting open working roster Assigning employees into group duty roster Company & Contact Pe
Employee Access Code Understanding access codes Naming access codes Assigning employees with access codes Terminal Employees Control Assigning terminals with access codes Terminal Last Update Status Viewing the latest updates on the terminal Configuring Access Zones Understanding access zones Set Terminal Date & Time Daily time synchronization with computer’s time Set Automatic Download Interval Setting the schedule for TCMS V2 to download data from terminal Download Data from Terminal Manually downlo
72-75 Chapter 5: Employees Filling Up Employee Time Card Adding Employee to Employee Time Card Changing Employee ID Changing Issued Date Importing Employee Deleting Employee 76-82 Chapter 6: Attendance Sheet Data Viewing Choosing Data Display Options Downloading Transactions Data from Terminal to Attendance Sheet Sending Transaction Data from Attendance Sheet to History Editing Attendance Data Adding Employee Leaves Into Attendance Sheet Assigning Employees into Multi-shifts Generating Data in Attendance
Preface Getting The Most Out of TCMSV2 Welcome to the TCMSV2 Before you start learning how to setup and use your software, it is important that you get an idea of what and how the TCMSV2 functions. The TCMSV2 is a customized software specifically designed to centralize, store and manage all data extracted from connected FingerTec terminals to create an easily managed and networked attendance solution, simplifying human resources tasks and thus, reducing labor costs of an organization.
Chapter 1 Installation And Basic Setup This chapter guides you on your initial TCMS V2 installation and basic setup you need to do to get your TCMS V2 up and running. Get ready with the installation CD provided with your FingerTec purchase, or you can download the latest version of the software online from user.fingertec.com/software-updates.html Getting Started To install the TCMS V2 from FingerTec Going Green DVD • Insert the DVD into your computer.
Minimum Systems Requirement to Install TCMS V2 • Pentium III 450Mhz or above • Microsoft Windows 2000, Windows XP, Windows Server 2003, Windows Vista, Windows 7 and Windows 8 • 256MB of RAM or more • At least 100MB free disk space • Laser Printer/Dot Matrix Printer • Player CD-ROM or DVD-ROM • Video Super VGA 1024x768 or higher with 256 colors Note: : TCMS V2 is not compatible with any Apple computers and its MAC OS operating system.
Setting Day Type • Determine the day types or description that you prefer to apply in your working environment. • Default descriptions are workday, holiday, restday and offday – change them accordingly based on your preferences • Determine the first day of the week relevant for your company. The first day of the week might differ from one country to the next. Some observe Monday as the first day of the week while others start the week on Sunday. • Determine the payroll cycle.
Chapter 2 Connecting Terminals to TCMS V2 This chapter guides you on the basic connection and activation of FingerTec terminals in the TCMS V2 Get ready with your timeclock terminal’s IP address and serial number before you proceed with this chapter. The product key that you have keyed in during installation will appear in the FingerTec Terminal window. There are several ways to connect to FingerTec terminals, including TCP/IP, USB and Serial Port (RS485 or RS232).
Once you insert the correct Activation Key, the Apply button will be enabled. Click on it and then click OK to proceed. 6. Saving Information It is crucial that you save the information to avoid a connection loss between the TCMS V2 and the terminal. Once the terminal is activated in the TCMS V2, all icons on the software will be activated, and you are now ready to configure and use the TCMS V2. Activating Terminal in TCMSV2 for the first time via USB 1.
Activating a Terminal in the TCMS V2 for the first time via COM Port for Serial Connection RS485 or RS232 1. Choosing the Terminal Model The terminal of which the Product Key being used to install TCMS V2 will appear on the first line in the “FingerTec Terminal” window. Choose the model of the terminal. Please go to product.fingertec.com to find out more about FingerTec products. 2.
Editing Terminal Information in the TCMS V2 With the initial connection, there might be some information that you haven’t completed in the FingerTec Terminal details. The system allows you to edit the information of your terminals in the FingerTec Terminal window. 1. Check the Disabled Button To avoid any information loss during editing, it is highly recommended that you disable the terminal that you want to edit by checking the Disabled checker box.
USB - Connecting the terminal to the software by using the USB flash disk. This connection does not require any wiring and the data is secured with a password. USB/Client - This connection connects the terminal directly to the computer using a USB 2.0 printer cable. This connection is exclusively for TA300 only. COM/Serial Port • RS232: This is a conventional 9-pin serial port for short distance connection. It is not suitable for network structures.
Additional Features for TCP/IP and Serial Port Connection The TCMS V2 lets you configure the settings of your terminal(s) directly from the software. This feature is useful for management of multiple terminals in an environment. Once the connection is established via TCP/IP or COM connection, the Advanced Settings button in the FingerTec Terminal window will be enabled. Click to setup your terminal(s).
Voice - Enable or disable the terminal’s voice 1:N threshold - Specify the value for one-to-many matching threshold, where you don’t need to key in your ID before scanning your finger. The value equivalent to the quantity of fingerprint’s minutiae points being read during verification. Value Range: 0-50, Default Value: 35 1:1 threshold - Specify the value for one-to-one matching threshold, where you have to key in your ID before scanning your finger.
For example, workcode 1 is for meeting clients, workcode 2 is for attending training, 3 is for conference, 4 is for clinic visit and etc. Code Available: 1-99 If the workcodes have been set in the terminal, click Get Settings to obtain the information or you could define the workcode in this window and click Set Settings to apply the workcode in the terminal. Click on the checker In Use if you wish to use the workcode in the terminal. Save the information and Close once you are done.
Chapter 3 System Settings of TCMS V2 This chapter guides you to configure the system settings of TCMS V2 for accurate attendance and access control data that suits your business’s requirements. The TCMS V2 is designed to provide time attendance and access control data for workforce management system. Please make sure that you configure all the system settings correctly to obtain accurate data and reports.
Understanding Day Type Note: The default descriptions are as shown in the picture above. It is recommended that you maintain the default descriptions. Changes are possible but you have to make sure that the descriptions you provide are consistent all throughout the TCMS V2 to avoid confusion in the future. Normal Working Day - Define normal working days for your company. Default: WORKDAY Non-Working Holiday - Define non-working holiday for your company.
Understanding Wage Calculation Note: Labor law is different from one country to the other. Salary calculation also differs based on the labor law of a country. In each day type, you have the option to determine the value in the work wages. For example: the work wages is 100%, the overtime wages is 150% and the different overtime wages is 200%. Note: Do not forget to “Save” your settings before you close the window. Leave Type Setting Leave Type Define the leave types that are applicable to your company.
Clocking Schedule Understanding Clocking Schedules Clocking Schedule configurations are crucial to calculate attendance data accurately. Every setting and rule of the clocking schedules will affect the outcome of time attendance and its corresponding reports. This setting is to set the daily schedule for each day of a week. The clocking time is defined as the time someone clocks in or clocks out from the office. The TCMS V2 offers 1000 different clocking schedules to be configured.
1• CLOCKING RULES Clocking refers to the time someone clocks in and clocks out from timeclock terminals. TCMS V2 offers 6 attendance columns in 3 pairs. Learn about clocking pair as explained in the table below. In-Out - In-Out pair refers to the times when an employee clocks in for work (IN) and clocks out after work (OUT). Any clocking time that exceeds the OUT time will be considered as overtime (OT). In-Out pair is a compulsory pair.
3 • GENERAL RULES General is to determine whether you want to consider the times that are recorded in OT and DONE columns to be considered as overtime or as normal working time. Click the appropriate radio button to determine your choice. If you choose as OT, the extra time will be calculated in the overall time of the staff that is using this clocking schedule. You can also determine whether an employee needs to press a key button to define his/ her status during clocking. Click Yes if you want to.
Round Midpoint Once you insert a value here, the software will calculate the value’s midpoint. For example if you set the value at 15 min, the midpoint would be at 7 min. The clocking schedule’s IN time is 9.00am and the midpoint is 7 min. If the user verifies in less than 7 minutes after the IN time, for example 9.07 a.m., the software will round down the transaction data to be displayed as 9.00am.
6 • BREAK RULES Break is to determine the rules for break time allowed in the clocking schedule and the rules will determine the presentation of time in the attendance sheet. Learn about it in the table below: Break Rules lunch time from work Click Yes if you want to deduct lunchtime, which is the period you clock out (Break) until you clock in again (Resume) from the total work time.
7 • OVERTIME RULES Overtime is to determine the rules for overtime in the weekly clocking schedule you define here. Learn about the rules in the table below: Overtime Rules Examples Record early login as OT Sometimes employees come early for overtime for example the overtime starts at 8pm and they arrive at 7pm. If they logged in at 7pm, would you like to count the extra one-hour as overtime? Click Yes if your company allows this rule.
1 • CLOCKING RULES Clocking refers to the time someone clocks in and clocks out from timeclock terminals. TCMS V2 offers 6 attendance columns in 3 pairs. There are 6 clocking columns to be defined in the Daily Clocking Schedule. When you define the clocking time(s) in the clocking slots, TCMS V2 would accept the time and place them into the appropriate clocking columns. For example, if you put 9:00 a.m. as the IN time, whoever that clocks in at 9:00a.m., the clocking time will be in IN column.
2 • GENERAL RULES General is to determine whether you want to consider the times that are recorded in OT and DONE column to be considered as overtime or as normal working time. Click the appropriate button. If you click as OT, the time will be calculated in the overall time of the staff that is using this clocking schedule. If you click Normal work time, the OT will not be calculated even though the staff works passed that time.
4 • ROUNDING RULES Rounding is to determine the “rounding of minutes” rules allowed in the clocking schedule and the rules will determine the presentation of time in the attendance sheet. Learn about it in the table below.
First rounding time range This function is entitled for the IN time only. You can round the IN time into the preferred time. For example: any transactions between 9.01am – 9.15am will be shown as 9.00am. Last rounding time range This function is entitled for the OUT time only. You can round the OUT time into the preferred time. For example: any transaction between 5.01pm – 5.15pm will be shown as 5.00pm. Specify the rules based on your company’s policy.
Note: Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your environment. 6 • OVERTIME RULES Overtime is to determine the rules for overtime in the weekly clocking schedule you define here. Learn about the rules in the table below. Overtime Rules Record early login as OT Sometimes employees come early for overtime for example the overtime starts at 8pm and they arrive at 7pm.
1 • CLOCKING RULES Clocking refers to the time someone clocks in and clocks out from a terminal. TCMS V2 offers 6 attendance columns in 3 pairs. Learn about clocking pair as explained in the table below: Clocking Pair Descriptions In-Out In-Out pair refers to the times when an employee clocks in for work (IN) and clocks out after work (OUT). Any clocking time that exceeds the OUT time will be considered as overtime (OT). In-Out pair is a compulsory pair.
• If you choose to take the midpoint of 15 minutes, when an employee clocks in at 9:06am, his IN time will be recorded as 9:07am There is a button where you can choose to apply Rounding for first-in and last-out for the purpose of job costing. Leave it blank if you do not wish to use this rule in your attendance data.
3 • ROUNDING RULES Rounding is to determine the rounding of minutes rules allowed in the clocking schedule and the rules will determine the presentation of time in the attendance sheet. Learn about it in the table below.
Rounding the OT time to the nearest (minutes) Round Up Round Down OT is rounded up to the nearest minute and is set to 15, all minutes will be rounded up as per below: 1-15 minutes = 15 16-30 minutes = 30 31-45 minutes = 45 46-59 minutes = 1 hour OT is rounded down to the nearest minute and is set to 15, all minutes will be rounded down as per below: 1-15 minutes = 0 16-30 minutes = 15 31-45 minutes = 30 46-59 minutes = 45 Round Midpoint Once you insert a value here, the software will calculate the valu
4 • BREAK RULES Break is to determine the rules for break time allowed in the clocking schedule and the rules will determine the presentation of time in the attendance sheet. Learn about it in the table below. Break Rules Deduct break time from work time Click Yes if you want to deduct break time from the total work time. If you don’t click on the checker, the time will be calculated in this formula, the last clocking - the first clocking = work time.
Note: Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your environment. 5 • OVERTIME RULES Overtime is to determine the rules for overtime in the flexi locking schedule you define here. Learn about the rules in the table below. Overtime Rules Overtime if total flexiwork hour exceeds work hour of Define the number of hour considered ‘normal’ working hour for flexi-work for example 8 hours.
• Click System Settings > Add Schedule • Select a schedule code, for example “1” and describe it as “Office” and select the Work Schedule as Weekly. • Define all the rules required for the normal working roster. • Click Save once done and it will bring you back to the main page where you can see Schedule 1 being displayed onscreen. Click Close to save settings.
Setting Overnight Working Roster with 1 Break As Overtime Monday- Saturday IN BREAK RESUME OUT 11:00pm 3:00am 4:00am 6:00am • Click System Settings > Add Schedule • Select a schedule code, for example “4” and describe it as “Office” and select the Work Schedule as Weekly • Define all the rules required for the normal working roster.
Group Duty Roster Understanding Group Duty Roster Group Duty Roster refers to an annual working calendar for all groups of staff in your company. TCMS V2 provides 999 groups to be configured with 2 types of Duty Roster available.
Overtime Only After - TCMS V2 treats extra working time as overtime or OT when it exceeds the predefined value. You can choose to accumulate extra time either by week or by month. Options: Weekly, Bi-weekly, Semi-Monthly or Monthly Check on Daily OT, Auto Calculate OT and 7th Day OT if the rule applies. For example: If a predefined working hours a week is 40 hours and an employee works a total of 45 hours for that particular week, she would get a 5 hours to be considered as OT.
Setting Rotational Working Roster Rotational Working Roster is applicable in a factory-like environment, where users always rotate to another working shift periodically. The roster normally is not circulated weekly but the management defines it for example a 12-day cycle.
Let’s see how to configure the below scenario: SHIFT CLOCKING SCHEDULE IN BREAK RESUME OUT Morning 3 8:00am 12:00pm 1:00pm 4:00pm Evening 4 4:00pm 8:00pm 9:00pm 12:00am Night 5 12:00am 4:00am 5:00am 8:00am Follow the steps below: • Please make sure the IN and OUT times do not overlap.
Preferred Language Choosing the language for your TCMS V2 The TCMS V2 offers 21 languages to suit different requirements for our clients worldwide. Choose the language you prefer. The default language is English. If you wish to have your language added into our software, write to us at info@fingertec.com for further information. Rebuild Database Indexes Rebuilding Database Indexes This function is to rebuild all the database indexes.
Deleting A Department To delete any of the department, just delete the description in the Department column and press Save. Section Definition Defining Your Company’s Sections Sections can be placed either above or below a department level. For example, if a section is defined by category such as Domestic and International, the department could be placed under a section i.e. Sales (Domestic), Technical (Domestic), Logistics (Domestic) and Finance (Domestic).
Adding A Remark • Click on Remark Definition • Move the cursor to Remark column and define the remark applicable in your company Deleting A Remark To delete any of the remarks, just delete the description in the Remark column and press Save. What’s New This Release? To know what are the latest updates in the version of TCMS V2 you have, click What’s new in this release? The list of upgrades and updates to the TCMS V2 will be displayed for your information.
Chapter 4 Devices - Terminals Management in TCMS V2 This chapter guides you to manage all FingerTec timeclock terminals from TCMS V2. After reading this topic, you will know how to manage employees in your timeclock/door access terminals, manage their access in select terminals, and administer data management and so much more. TCMS V2 is a software to manage time attendance and access control data recorded on all FingerTec terminals.
Employee Name - Shorter name of the employee to be displayed on the terminal Privilege - There are 4 levels of authority offered in the FingerTec terminal. • • • • Employee – Not permitted to access the terminal once the Admin privilege is activated. Enroller – Has the authority to enroll employees only. Admin – Has the authority to access the terminal except for the Terminal Advanced Settings. Supervisor – Has full authority to access the terminal.
Downloading Employees from Terminals onto TCMS V2 • Click on Download Employee and you will be prompted with a pop-up window “Download Employees from Terminal” • Select the terminal ID you want to download the employees from. All the connected terminals’ IDs will be shown in the dropdown menu. Once you have made your selection, all employees from the terminals will be displayed. • Select the employees you want to download to the TCMS V2. You have the option to select all or some.
Caution: Make sure you are certain with your decision because the deleted data cannot be recovered. Deleting Employees from Terminal • When you delete employees from a terminal, it will not delete the information from the TCMS V2. This is applicable for cases where employees change department or location, and they need to report on different terminals. By not deleting the data from the TCMS V2, his/her data can be uploaded to other terminals easily.
Describe the access level using Access Code. View the sample in this table. Access Code Descriptions 0 Full access 1 Access during office hours only 2 Access in the morning from 8 a.m. – 12 p.m. 3 Access after work from 6 p.m. onwards 4 Access after 8 p.m. only 5 Access for part time workers 6 Access for contractors from 10 p.m. to 5 p.m. only Naming Access Codes There are a total of 50 Access Codes to be defined in the TCMS V2. Define the access codes that are applicable to your company.
• Click Device and select Employee Access Code. • You need to create 2 new codes. Code 0 is recommended to be set as Allow Access. because all the new enrolled employees will be assigned to Access 0 automatically. • Code 1 shall be set as No access. • In the Access Code window, there are 2 columns. The employees assigned under the access code will appear on the left column while the employees that are not assigned under the access code will appear on the right column.
Terminal Last Update Status Viewing the latest updates on the terminal This function lets you check the latest updates performed on the terminal(s). • Click Terminal ID and all the information and updates done will be displayed automatically. • You can print the latest updates by clicking on the Print button. • To search for the latest update on a certain employee, fill up Employee ID or Employee Name and click Enter.
Set Terminal Date & Time When you click on Set Terminal Date & Time, the current time displayed onscreen is the computer’s time. You can make the changes and click Apply for the date and time to take effect on your terminal. Daily time synchronization with computer’s time Time is exceptionally important for the TCMS V2. The time of the terminal and the time of the computer must be synchronized at all times to produce accurate attendance and access reports.
Download Data from Terminal Manually downloading data from terminal to the TCMS V2 Once you click Download data from terminal, the above message will appear. You need to read and understand the message by clicking on Apply, the data from the connected terminals will be downloaded into the TCMS V2 and the data will be deleted automatically after the download process. Note: Please exercise caution before attempting this function.
Clocking Data Audit List Viewing of clocking activities from terminal This is the main database of the software. All the downloaded clocking activities are stored in this page. Click on Online and all the clocking data of the connected terminals will be displayed on this page.
I/O Slot - This column will display the slot that the particular transaction data is assigned to. For example: the particular transaction is assigned to In, Resume or Out column. Filtering of clocking data In event that you wish to search for a particular data in the database, you can also choose to filter the clocking data using a few data fields as listed below. ID - Select the terminal ID to filter from the other terminals. Employee ID - Select the employee ID that you wish to use for the search.
Arrange the data field and the length of the data field in the column. Target 3rd Party Software TCMS Terminal ID (2 decimal) The format of data field is: Employee ID (9 digits) TT, UUUUUUUUU, DD-MM-YY, hh:mm Date format (dd-mm-yy) Hour minute format (hh:mm) • Enable Automatic append data to output file during data download for the TCMS V2 to affix the newly downloaded clocking data into the same file during each download process.
Monitoring and Displaying Terminals Statuses This function monitors and displays the current clocking activities. Click Online to connect to all terminals. Once online, all verified employee IDs of the connected terminals will be published onscreen. Open - Request a particular terminal to open door, only applicable to door connection that is NOT using AdapTec. Sync - Synchronize time of the connected terminals to the computer’s time.
• The transaction data from the USB disk will appear at the provided table. Click Save to PC to save the transaction data into the TCMS V2. • Click Close when the saving process is completed. Reading Employee info from a USB Disk into a Computer • Click Read employee info from an USB disk downloaded from remote FingerTec Terminal.
• Click Next and select the location of your thumb drive. Click From USB. • The employee data from the USB disk will appear in the provided table. Select the employees or simply click All and press Save to PC to save the employee data into the TCMS V2. • Click Close when the saving process is completed. Writing Data from the Computer to a USB Disk • Click Write employee info into an USB disk to be uploaded into remote FingerTec terminal.
• Click Next and select the location of your thumb drive. Click From PC. • The employee data from the TCMS V2 will appear at the provided table. Select the employees or simply click All and press Save to USB to save the employee data into the thumb drive. • Click Close when the saving process is completed. Instant Message Display The TCMS V2 lets you type messages for display on your terminal. There are two types of short messaging offered in the terminal which include: 1.
Inputting Message on Terminals • Assign a specific SMS ID for every message. • Write the message into the column, for example: Company Dinner will be held at Resort SSS on Thursday. • Choose the dates to start the message and the End Time & Date of the message. The message will be deleted automatically when the date & time expires unless you wish to erase it earlier than the schedule date & time. • Save the information.
Erasing an Employee Message • Click on Erase Employee Message. • Select the choose the SMS ID/Terminal Message you want delete and select the employee(s) you . • Click Apply. • The message will be deleted from the terminal. If you don’t perform the earlier deletion, the message will continue to be broadcasted until its expiry date and time. • To delete the message on TCMS V2, just erase all the information on each column and click Save.
• Make sure that the picture’s size is 320x120 for 3.5” LCD Screen and 800x600 for 8.0” LCD screen. Managing Advertisement Pictures • You can also add advertisement photos that will be displayed on repeat during idle period of the terminal. • Select the picture(s) that you want or you can change them by clicking on the arrow on the top right of the picture and make your selection. • Make sure that the picture’s size is 320x120 for 3.5” LCD Screen and 800x600 for 8.0” LCD screen.
Inserting Employee Photos • The TCMS V2 only accepts the size of 320x210 for employee photo with the file size of 30kb. Make sure that the photo you want to use has the right size or the system will not accept the photo. • Save the file into TCMS V2 folder, for example: C:\Program Files\FingerTec\TCMS V2\). You can also save the pictures in other of your preference. • Now you are ready to insert employee photos.
Removing Photos from the Terminal • You can remove the photos from the terminal by clicking on the employee ID which you want the photos to be removed from, click Remove Photo. • Once this is done, the terminal will restart automatically. Removing Photos from the TCMS V2 • You can remove the photos from the TCMS V2 by clicking on the X button on the bottom right of the employee ID. • The photo is now deleted from the TCMS V2. • Click Close to save settings.
• Click Devices. • Double click FTDP database server management. • Type localhost at the FTDP database server column if you installed the TCMS V2 and FTDP in the same computer. If you installed the TCMS V2 and the FTDP in separate computers, you will need to input the computer’s IP address. • Select Microsoft Access Driver (*.mdb) at ODBC driver column. • The Description column is optional. • Select the location of the FTDP.
• Click OK. • After the process is completed. Click the OK button again. • Now when you check the terminal data audit list. You will see that all downloaded transaction logs are listed here. Furthermore, you can continue to prepare clocking schedules and time attendance reporting from here. FingerTec WebServer Database Management Understanding FingerTec WebServer FingerTec Webster is a web platform that facilitates all FingerTec terminals to be integrated with a web application.
• Type “localhost” at the Webster database server column if you installed the TCMS V2 and Webster in the same computer. If you installed the TCMS V2 and the Webster in separate computers, you will need to input the Webster’s static IP address. • Select SQL Server at the ODBC driver column. • The Description column is optional. • By default, the Employee Name and Password is both Webster.
Chapter 5 Employees This chapter guides you to fill in detailed user information for report purposes. In this chapter, we will discuss about the employee information related to report purposes only. Please be advised that all users are required to be assigned into groups previously generated in the group duty roster in order show the accurate information in the attendance sheet and report. Filling Up an Employee Time Card Name - The full name of the employee.
Adding Employees to an Employee Time Card You can add a new employee in this function. To add a new employee: • Click Add Employee. • Input the Employee ID for the new employee and click Apply. Please make sure that the Employee ID is unique and there is no duplication with other employees. • The new employee will be included in the Employee list. • Input the employee’s details accordingly. • Click Save and this will prompt a window to request you to generate the attendance record for the new employee.
Changing Issued Date The Issued Date is the date that you installed and used the TCMS V2 software for the first time. If you have any transaction data before the Issued Date, the transaction data will not appear at the Attendance Sheet or Report. This is because the TCMS V2 will only display the transaction data after the Issued Date. To change the Issued Date for all the employees at once: • Click Change Issued Date. • Input the earlier date before the first transaction data.
• To import the employee list, click Import Employee. • Select the file format, click either EXCEL or ASCII. • Locate the file in your hard drive and click OK. • The employee data will display at the Import Employee Records window. • Press Apply to proceed with the import. Deleting Employee There are circumstances where the company needs to delete any employee from the TCMS V2. Follow the steps below to delete an employee: 1. Click Employees to open the Employee Record page. 2.
Chapter 6 Attendance Sheet This chapter guides you on how to read, view, edit and generate Attendance Sheet. All the transaction data downloaded from the FingerTec timeclock terminals are stored and processed in the TCMS V2. The TCMS V2 processes the transaction data based on your Clocking Schedule and Group Duty Roster settings. The Attendance Sheet displays the processed transaction data for final viewing and editing before you proceed to the Report section.
Overtime - Total overtime for the day. Work Shortage - Total work shortage for the day. Late-In - Total Late-In time for the day. Leave Taken - The leave taken by the employee for the particular day. Hour - The hourly leave taken by the employee for the particular day. Remark - To notify reason to the employee’s attendance for the particular day. If the Overtime per week/month option is applied in the Group Duty Roster, there will be 3 extra columns appearing in the Attendance Sheet.
• Overtime - Displays attendance data of employees who worked overtime. • On Leave - Displays attendance data of employees who are on leave. • Absent - Displays attendance data of employees who are absent. Schedule - Displays the attendance data of employees according to the created clocking schedule. Department - Displays the attendance data of employees according to their department.
Adding Employee Leaves Into Attendance Sheet The administrator can add the leave taken by employees into the Attendance Sheet. By using the Leave Taken function, the TCMS V2 will prompt an Enter Leave Taken window for the administrator to input the absent employee’s leave details. • Click Edit and the Leave Taken button will replace the Generate button. • Click Leave Taken and this will prompt the Enter Leave Taken window. • At the Enter Leave Taken window, input the details for the multiple absent users.
• The Multi-Shifts window displays all users assigned under the daily schedules. Select the date for the user and assign the clocking schedule for shift 2 and 3. • Click Okay to save the setting. Generating Data in Attendance Sheet Note: You must generate attendance data at the Attendance Sheet if you have done the following. You can’t afford to skip this step, as it will affect the format and calculation in the TCMS V2. • • • • Changed any settings in the Clocking Schedule.
Exporting Attendance Data from TCMS V2 to Third Party Software The attendance data from the TCMS V2 can be exported to integrate with third party software such as payroll software, Human Resource software and etc. Note: Payroll software compatible with the TCMS V2: • Malaysia - Founder DiGiPay, WinCom Payroll, UBS, Emas Software • Australia - MYOB, Unipay • America - BDB payroll service The available export file formats are text (.txt), Microsoft Excel worksheet (.xls), ODBC manager or VFP.
• Click Apply to save the settings. • Select the type of file that you wish to export the data. • Click Export Detail to initiate the export process. Understanding Export Summary This function is to export a summary of attendance data for a specific time period. This is useful when the payroll software or the HR system requires an attendance data summary instead of a detailed one. • In Attendance Sheet, click Export.
Chapter 7 Report This chapter explains the types of reports available in the TCMS V2 and how to generate/print the relevant reports for your company requirements. All the transaction data downloaded from the FingerTec timeclock terminals are stored After the configurations are properly imposed at the Attendance Sheet, you can proceed to the Report function to produce the desired reports for your company’s needs.
Weekly Attendance Time Card - This report generates the employee’s weekly attendance into a page with its summary of attendance at the bottom of the report. Name List - A list of all or selected employees’ names. Department List - A list of all department names. Section List - A list of all section names. Remark List - A list of all remark names. Duty Calendar - This is an annual working calendar checklist of a particular work group.
Previewing/Printing Report The TCMS V2 lets you preview and report the complete reports based on your requirements. Learn how to view employee’s attendance data using the Employee Time Card report template. • Click Reports and this will prompt the Report Generation window. • • • • • Select the Employee Time Card template. Select the data range of the records to sort them for the report. Select the date range for the report. Click Preview to view the report before printing.
• Select the desired file format and click Save. This will prompt a Save As window for you to select the file’s save path and file name. • Input the file name for the file and select the save path. • Click Save to start saving the report. Emailing Report You can also send the generated report to email recipients. • Select the report and preview it. Make sure that you have all the dates, users and attendance data correct. • Click at the drop down menu below the Preview Button.
• Enter the recipient’s email address, CC, Subject and Message. • Click Apply to generate the report and send the email with the attached report file. Viewing Sample Reports For more details explanations on every report, please refer to the below sample reports with explanations: *Insert the sample reports here (http://www.fingertec.com/tcms/reports.
Chapter 8 Fire Roll Call Report Understanding Fire Roll Call Report The TCMS V2 has a shortcut button to print the fire roll call report. The report will show users who are still in a certain zone during emergency. This report only works if you installed an In-Out reader system with anti-passback activated. The In-Out reader system is a system where you have records of users who are entering a zone and users are required to verify their fingerprints to leave a zone.
Chapter 9 Advisor Getting Shortcuts to the Most Useful Functions in TCMS V2 In the background of the TCMS V2 software, there is a list of the 7 most useful functions of the software. If you have forgotten the location of the functions in the software, just double click any of the 7 options and the software will take you straight to the particular function. For example, if you double click on Add New Employee ID, the software will take you to the Employees menu and prompt the Add Employee ID window.
Chapter 10 New Release Update your TCMS V2 to the latest version FingerTec Worldwide constantly updates the TCMS V2 software to improve and enhance its functions based on the feedbacks and requirements of its worldwide customers. All updates and new releases from FingerTec Worldwide are free of charge. Learn how to update the TCMS V2 software to its latest version. • Click New Release, this will prompt “Connect to FingerTec TCMS internet server” window.
Chapter 11 Other Resources Information About FingerTec TO LEARN ABOUT GO TO? Company and the products www.fingertec.com The latest updates Facebook Fan Page: FingerTec Worldwide Twitter: FingerTec Worldwide To subscribe for FingerTec newsletter: info.fingertec.com/subscribenewsletter Technical Tips and Latest Product Updates and Upgrades user.fingertec.com Email info@fingertec.com (Sales) support@fingertec.com (Technical) Register for Warranty info.fingertec.
Index A Absent 21, 81-82, 87 B Access Codes 51-53 Configuration 52-53 Access Control 19, 48, 53-54 Access Rights 10 Access Zones 54 Activation 9, 11-13, 72-73 Activation Key, 9, 11-13 Baudrate 13, 17 Break-Resume 23-24, 26, 29, 31, 3334, 38-40, 43-44, 79, 80 See Also Clocking Pairs 23, 28, 33, 34, 37 Break Rules 26, 31, 37 C Calendar Type Adding Terminal 15 Advisor 92 See Also Shortcuts 92 Anti-Passback 17, 87, 91 ASCII (.
Communication Key 17 Connection Type 11-12 Correction Report 86 See Also Reports 86-90 Currency Symbol 20 D Data Display Option 30 See Also Attendance Sheet 10, 21, 24, 26, 27, 30, 31, 32, 35, 37 Date Setting 9, 16 Terminal 16, 55, 57-59, 64-65, TCMS V2 9, 19, 20, 42, 43, 44 Day by Day Analysis 58, 86 See Also Reports 86-90 Day Type 10, 19-21, 42-44, 79, 87 Database Indexes 45 Delete Terminal 15, 21, 42, 46-47, 49, 51, 56, 64-65, 72-73 Delete Employee 49-51, 68-69, 77 Delete Audit List 59 Department 45-46,
G M General Rules 24, 29, 34 Generate Report 54, 70, 6, 81-83, 8687, 89, 90-91 Gross Wages Report 87 See Also Reports 86-90 Group Duty Roster 21, 40-44, 51, 75, 79, 80, 83 Matching Threshold 16 1:1 16 1:N 16 Minimum System Requirement, 9 Miss Punch 80 Monthly Staff Duty Roster 87 See Also Reports 86-90 Monitor Terminal Activities 89 Month by Month Analysis 86 See Also Reports 86-90 Multi Shifts 22, 27, 82 Multi Shifts Roster 41 MySQL 68, 72-73 H Holiday List 42 History 81 I Importing Employee 77, 78 Ex
R S Range 23,25-26, 28, 31, 37, 42-43, 5859, 72, 74, 81, 84, 85, 88 Remark 46, 47, 80, 87 Remark List 87 See Also Reports 86-90 Rebuild Database Indexes 45 Reports 10, 14, 19, 22, 44, 48, 55, 74, 86-90 Attendance Analysis 86 Attendance Sheet 87 Attendance Summary 86 Clocking Schedule 87 Correction Report 86 Day by Day Analysis 86 Detailed Employee Time Card 87 Department List 87 Duty Calendar 87 Entry-Exit Transaction 87 Employee Time Card 86 Gross Wages Report 87 Job Cost Analysis 87 Month by Month Analy
U Updates 8, 18, 47, 49-50, 53-54, 93-94 Firmware 18 Software 8, 93 Employee 49-50, 83 USB Connection 11-14 USB Disk 60-63 Monitoring 60 Reading 61 Writing Data 62 W Wages Calculation 21, 87 Webster 15, 72-74 Weekly Attendance Time Card 87 See Also Reports 86-90 Weekly Staff Duty Roster 87 See Also Reports 86-90 Wiegand 17 Work Code 33, 46, 87 Work Day 10, 33, 34 Work Time 24, 26, 29-31, 34-35, 37, 39-40, 79, 86-87 Writing Data 62 96
