TCD Administrator Manual

TCD Administrator Manual Welcome to Palm Beach SD Please Select A Transaction ONLINE 02/02/15 08:00:00 AM

Time Collection Device (TCD) Content: o TCD Keypad Layout and Functions 3 o How to Create a Successful Enrollment 4 o How to Enroll an Employee 5 o Train Employee How to use the TCD 6 o Enrollment Quick Reference Guide 7 o Delete and Re-enroll Quick Reference Guide 8 o Troubleshooting Enrollment Problem 9-11 o Troubleshooting Fingerprint Problems 12 o Troubleshooting TCD Hardware 13 o Frequently Asked Questions 14 o TCD Usage Guides 15-18 2

TCD Keypad Layout & Functions Display Screen Clock IN Welcome to Palm Beach SD Please Select A Transaction ONLINE 09/01/11 08:00 Scroll Up Scroll Down Clock OUT Flag / Enrollment Clear / Cancel Enter LED Indicator Fingerprint Reader 3

1. Finger(s) need to be clean. How to Create a Successful Enrollment Meaning no excessive dirt, grime or lotions. 2. Finger placement (See figure 1) For best results place the finger where the fingernail starts to grow (indicated by green arrow) between the two middle rows of dots (indicated by the red lines) on the Fingerprint Reader. Figure 1 Place the finger straight and flat at a 45 degree angle with firm pressure on the Fingerprint Reader for at least 3 seconds. Do not have the finger in an arched or slanted position. (See figures 2 and 3) Figure 2 Figure 3 *Do not Arch the finger* *Do not Slant the finger* Do not roll or slide your finger. Leave the finger on the reader for at least 3 seconds or until the TCD displays Represent the finger. 3. Apply firm pressure. Only press harder when prompted to do so. Pressing too hard or too soft can cause the enrollment and/or the clocking IN and OUT process to fail. 4

How to Enroll an Employee 1. Press the Flag key. 2. Place your index finger (or the finger you were registered with) on the Fingerprint Reader. The TCD will beep once and you will be presented with a menu. o 1 Enroll Admin o 2 Enroll User o 3 Delete User 3. Select option 2 Enroll user by pressing the number 2 key. 4. Enter the seven digit employee ID number followed by the check mark key { }. 5. The TCD will prompt you for the employee s right index finger. 6. Have the employee place their right index finger straight and flat with firm pressure on the Fingerprint Reader for at least 3 seconds. (See page 4, figure 1) 7. After each beep you will be prompted to remove and present the same finger for the second and third images. (Do not lift the finger until the display prompts you) 8. After the right index finger has been scanned 3 times you will then be prompted for the left index finger. 9. Have the employee place their left index finger straight and flat with firm pressure on the Fingerprint Reader for at least 3 seconds. 10. After each beep you will be prompted to remove and present the same finger for the second and third images. (Do not lift the finger until the display prompts you) 11. Once all scans have been complete the TCD will display ID Successfully Enrolled and return to the main menu. 12. Press the C key to exit the enrollment process. If you have multiple employees to enroll, then do not press the C key. You may continue registering the remaining employees. Once finished press the C key to exit the enrollment process. 13. Train the employee how to clock IN and OUT. (Please see page 6 for details) NOTES: Only TCD Administrators are able to enroll employees To enroll an Administrator follow the steps above except in step #3 select option 1 Enroll Admin. You should have at least two Administrators per facility and/or department. The TCD only allows two different fingers to be enrolled per employee at one time. Make sure the employee has no heavy objects in their arms during enrollment (books, purse, laptop case, etc.) 5

Train Employee How to Use the TCD 1. Explain how to clock IN and OUT. a. Press the Green key to clock IN. b. Press the Red key to clock OUT. 2. Explain and show how to correctly position the finger on the Fingerprint Reader. a. Place the finger flat and straight with firm pressure. b. Leave the finger on the Fingerprint Reader for at least 3 seconds. c. Inform the employee on how to tell if the punch was successful. i. The TCD with display Transaction Accepted ii. Listen for the long audio beep iii. Look at the bottom left corner of the unit for a green light d. Employee can use either of the registered fingers to clock IN or OUT. e. If the punch was unsuccessful follow the online instructions on the display or press the C key to clear/cancel the current transaction and try again. 3. Have the employee clock IN and OUT by using both of their registered fingers. This will insure that both fingers are usable and the employee has a full understanding on how to use the TCD. a. If the TCD is always prompting for the employee ID number, have the employee enter their 7 digit employee ID number followed by the check mark key { }. i. Make sure to check their finger placement. (See page 4) ii. Try pressing a little harder or softer. If one of the registered fingers does not work, we suggest you delete and re-enroll the employee and try using a different finger. (See page 12 for details) NOTES: It is normal for some employees to take 2-4 attempts before their fingerprint is recognized. If it takes more than 6 attempts for a successful punch then delete and re-enroll. (See page 8 and 12 for details) 6

Enrollment Quick Reference Guide 1. Press the Flag key 2. Place your finger on the Fingerprint Reader a) You should now see the enrollment screen ## users in DB Please selection option 1 Enroll admin 2 Enroll user 3 Delete user 3. Select option 2 Enroll user 4. Enter the employee seven digit ID# 5. Press the check mark key { } to accept 6. The Fingerprint Reader will light up red a) Have employee place right index finger on the Fingerprint Reader b) The TCD will scan the right index finger 3-times c) Then the TCD will scan the left index finger 3-times 7. Now you should see the message ####### Successfully enrolled 8. Press C to exit the enrollment process 7

Delete and Re-enroll Quick Reference Guide 1. Press the Flag key 2. Place your finger on the Fingerprint Reader a) You should now see the enrollment screen ## users in DB Please selection option 1 Enroll admin 2 Enroll user 3 Delete user 3. Select option 3 Delete user 4. Enter the seven digit employee ID# 5. Press the check mark key { } to accept 6. Press the check mark key { } again to confirm a) You will see the message Template deleted b) Once deleted you will be back at the enrollment screen 7. Select option 2 Enroll user 8. Enter the seven digit employee ID# 9. Press the check mark key { } to accept 10. The Fingerprint Reader will light up red a) Have employee place right index finger on the Fingerprint Reader b) The TCD will scan the right index finger 3-times c) Then the TCD will scan the left index finger 3-times 11. Now you should see the message ####### Successfully enrolled 12. Press C to exit the enrollment process 8

Troubleshooting Enrollment Problems If you are receiving the message Fingerprint Template Not Found. How it works: The system looks for all active non-exempt job(s) for the employee. Only these jobs are sent to the TCD s in ascending order which will be displayed accordingly on the TCD. The first active non-exempt TCD job will be the employees Home TCD group where enrollment or re-enrollment must take place. NOTES: If an employee has multiple non-exempt jobs and one of those jobs become terminated the Home TCD Group assignment may change. If HR moves a job(s) around this may also affect the Home TCD group assignment for the employee. Examples: Reason 1 You may have entered the employee ID number incorrectly. Verify in PeopleSoft that you have the correct employee ID number. Verify the ID# as you key it in on the TCD. Reason 2 The employee is new to the District and does not have a Job Data screen and/or is not listed in the Timesheet summary section of PeopleSoft. Verify with your payroll contact that the employee has the job listed in both Job Data and Timesheet Summary. o If the employees non-exempt job is not listed in timesheet summary then you will NOT be able to enroll. o Verify that the Payroll Status is Active in Job Data. o Verify that the Effective Date is greater than the current date in Job Data. o Verify that the Date Created is greater than the current date in Job Data. If the employee status is Active and both Effective Date and Date Created are greater than the current date then Email the TCDGroup@palmbeachschools.org that the employee is not listed in the timesheet summary section. Be sure to include the employees name, ID number and job record number. 9

Troubleshooting Enrollment Problems Reason 3 The employee is not in the correct department number. Verify with your payroll contact that the employee is listed in the correct department number in Job Data. o If not, then the payroll contact must submit a Job Action Request to HR with the correct department number. Once completed by HR the TCD will be updated on the following business day. Reason 4 Employee has multiple jobs at multiple locations. i.e.) John Doe has a primary exempt job (Teacher) record 0 at School A, a non-exempt job (Tutor) record 1 at School B and a non-exempt job (Tutor) record 2 at School A. Because School B holds the first active non-exempt job (Record 1) this job becomes their Home TCD group where enrollment must take place. Job Rcd# Job Description School Job type 0 Teacher A Exempt 1 Tutor B Non-Exempt 2 Tutor A Non-Exempt After the employee is enrolled at School B they will be able to clock at School A but because this is not their Home TCD group they will always be prompted for their ID# when clocking at School A (clocking as a Visitor). Verify with the employee if they are still actively working the job at School B If No, i. Then contact School B to have them terminate the job via Online Job Action. Once the job has been terminated by HR the Home TCD group will change to School A. The TCD s will get the updated information on the following business day after HR has made the changes. Now you will be able to enroll at School A and the employee will no longer be prompted for their ID# each time they clock IN or OUT at School A. If Yes, i. Then the employee will need to go to School B for enrollment or send an email to the TCDGroup@palmbeachschools.org so we can further understand the employees work site schedule. 10

Troubleshooting Enrollment Problems Enrollment Failed 1. TCD displays the following: Enrollment Failed REASONS: o Employee is not placing their finger on the reader correctly. o Employee is not leaving their finger on the reader long enough (at least 3 seconds). o Employee has pressed too hard or soft Press firmly o Fingerprint may be too shallow to get a good reading. ACTION: o Try enrolling the employee again making sure they are placing their finger straight and flat with firm pressure on the Fingerprint Reader until the TCD displays remove the finger. o Try enrolling a different set of fingers or different combinations of fingers (Index, thumb or middle fingers) until two fingers have been successfully enrolled. You can only enroll two fingers at a time. o If you cannot enroll one finger from each hand then try using two fingers from one hand. If enrollment is still unsuccessful please send an email to TCDGroup@palmbeachschools.org with the following information; a) Employee name b) Employee ID number c) Department number d) List the problem(s) you are having 11

1. Finger Placement (See figure 1) Troubleshooting Fingerprint Problems Finger needs to be straight and flat on the Fingerprint Reader at a 45 degree angle. For best results place the finger where the fingernail starts to grow (indicated by green arrow) between the two middle rows of dots (indicated by the red lines) on the Fingerprint Reader. 2. Pressure being applied (too hard or too soft). Figure 1 3. Removing the finger from the Fingerprint Reader too quickly (leave the finger on the Fingerprint Reader for at least 3 seconds). 4. Make sure fingers are clean (no excessive dirt, grime or lotions.) 5. If employee was wearing plastic/latex gloves, they will need to rinse their hands before punching. (It is best to pat the hands dry leaving them a little moist) 6. Dry skin Try pressing a little harder. Apply small amount of moisture/lotion to the finger. *Delete and re-enroll using different fingers. 7. Change/New Medication (*delete and re-enroll). 8. Chemo/Radiation treatments (*delete and re-enroll). 9. Cut on the registered finger (try the other registered finger, *delete and re-enroll). 10. Fingerprint Reader may be scratched. All users will have trouble clocking IN or OUT. Please contact the TCDGroup@palmbeachschools.org 11. Fingerprint Reader has residue on it. (Clean with a soft damp cloth; DO NOT use rough paper towels). 12. Cold weather and/or body temperature (Cold weather causes the skin to become dry making it harder for the fingerprint scanner to read the fingerprint). This may be corrected by rubbing the hands and fingers together until they are warm and/or washing the hands. *If you delete and re-enroll, you might also have to try registering using different fingers (thumb, middle, pinky etc.) in combination with applying moisture to the fingers. 12

Troubleshooting TCD Hardware Issues that can be resolved by rebooting 1. TCD keypad is not responding. 2. Fingerprint Reader will not light up after the IN or OUT keys are pressed. 3. Error message Time Out when any employee clocks IN or OUT. 4. Error message Storage Full 5. During the enrollment process you see -1 users in DB on the Admin screen, press the C key to cancel. a. Go back into the Admin screen and if the display is still showing -1 users in DB, press C to cancel and reboot. b. If after the reboot you still see the -1 users in DB, send an email to TCDGroup@palmbeachschools.org with the following information; i. Location ID # (school site number) ii. TCD IP Address iii. TCD location (admin, café, SACC, custodian) iv. Nature of the problem How to reboot 1. Unplug the power cord 2. Enter the PIN# 1234 3. Press the check mark key { } 4. Press the check mark key { } again to confirm 5. Wait about 10 seconds after the unit has completely powered off (display screen will be black) 6. Plug the power cord back in 7. The unit will boot and start to beep within 1½ minutes DO NOT press any keys, the unit will continue to boot to the Welcome screen 8. Once the unit has returned to the Welcome screen press the FLAG key to verify the keypad and the Fingerprint Reader is working. Once the enrollment screen is displayed, press the C key to cancel. 13

Frequently Asked Questions 1. Does each employee have to be enrolled at each of the TCD s at my location? a. No. When you enroll an employee on one TCD at your location their fingerprints will automatically be sent to all the other TCD s within your location. 2. If an employee is transferred to or from another location do they have to be enrolled again? a. No. Once the Job Data screen in PeopleSoft has been updated by Human Resources the employees information will automatically be moved accordingly to the TCD on the following business day. b. If for some reason their Job Data screen has not been updated the employee will still be able to clock IN and OUT but the TCD will prompt for their employee ID number. Once the Job data screen has been updated they will no longer be prompted for their ID number on the following business day. 3. What happens when my location network connection is down? a. The TCD will display OFFLINE. b. Home user will be able to clock IN and OUT normally. c. Visitors (employees from another location) will not be able to clock IN or OUT. d. Punches will be sent to the server once the connection has been restored. e. Each TCD can store 5,000 punches while in the OFFLINE mode. 4. How long will the TCD remain on if my location loses power? a. The average battery backup life is 3-4 hours. 5. Will I need to update the date and time on the TCD s a. No. The TCD s date and time is synchronized by the District Master Domain Controller server. 6. What if the TCD is not working at my location? a. See the TCD hardware troubleshooting section for details. b. If unable to resolve then email the TCDGroup@palmbeachschools.org with the following information: i. Location ID # (school site number) ii. Asset# on the TCD iii. TCD location (admin, café, SACC, Custodian) iv. Nature of the problem 7. What if the TCD is vandalized at my location? a. Report this to your immediate supervisor/manager and send an email to the TCDGroup@palmbeachschools.org stating the unit has been vandalized. 14

TCD Usage Clock with One Job at Home Location How to Clock IN: 1) Display Screen prompts for a transaction Welcome to Palm Beach SD Please Select A Transaction ONLINE How to Clock OUT: 1) Display Screen prompts for a transaction Welcome to Palm Beach SD Please Select A Transaction ONLINE 2) Press the Clock IN button 2) Press the Clock OUT button 3) Display Screen prompts for the finger placement 3) Display Screen prompts for finger placement Clock Out Place your finger on the reader Place your finger on the reader 05/01/08 17:00 4) Place finger on the Fingerprint Reader 4) Place finger on the Fingerprint Reader 5) Leave the finger on the Fingerprint Reader for at least 3 seconds or until the Display Screen shows Transaction Accepted followed by a long audio beep. IN Transaction Accepted 1234567 5) Leave the finger on the Fingerprint Reader for at least 3 seconds or unit the Display Screen shows Transaction Accepted followed by a long audio beep. OUT Transaction Accepted 1234567 05/01/08 17:00 15

TCD Usage Clock with Multiple Jobs at Home Location How to Clock IN or OUT 1) Display Screen prompts for a transaction Welcome to Palm Beach SD Please Select A Transaction ONLINE 2) Press the Clock IN or Clock OUT button or 3) Display Screen prompts for finger placement (Continued ) 5) Display Screen prompts for job selection CUSTODIAN LEASE CUSTOD Choose a Job 6) Press the Scroll Down/Up button to select job or 7) Press the Check Mark button to accept selection Place your finger on the reader 4) Place finger on the FingerPrint Reader for at least 3 seconds 8) The Display Screen shows Transaction Accepted followed by a long audio beep. IN Transaction Accepted 1234567 16

TCD Usage - Visitor Clocking with One Job at a Different Location How to Clock IN / OUT: 1) Display Screen prompts for a transaction * Must be ONLINE Welcome to Palm Beach SD Please Select A Transaction ONLINE 2) Press the Clock IN or Clock OUT button (Continued ) 6) Enter 7 digit Employee ID # using keypad Enter Employee Id Must be 7 digits Example 0000001 1234567 7) Press the Check Mark key to accept ID # or 3) Display Screen prompts for finger placement Place your finger on the reader 4) Place finger on Fingerprint Reader 8) Display Screen prompts for finger again Place your finger on the reader 9) Place finger on Fingerprint Reader 5) Display Screen prompts for Employee ID# Enter Employee Id Must be 7 digits Example 0000001 10) Leave the finger on the Fingerprint Reader for at least 3 seconds or until the Display Screen shows Transaction Accepted followed by a long audio beep. IN Transaction Accepted 1234567 *If the TCD display shows OFFLINE you will NOT be able to clock IN or OUT 17

TCD Usage- Visitor Clocking with Multiple Jobs at a Different Location How to Clock IN / OUT: 1) Display Screen prompts for a transaction * Must be ONLINE Welcome to Palm Beach SD Please Select A Transaction ONLINE 2) Press the Clock IN or Clock OUT button 8) Display Screen prompts for finger again Place your finger on the reader 9) Place finger on Fingerprint Reader for at least 3 sec or 3) Display Screen prompts for finger placement Place your finger on the reader 10) Display Screen prompts for job selection Choose a Job DESS-TUTOR BHH-AdltEd-TCH AD 4) Place finger on Fingerprint Reader 11) Press the Scroll Down/Up button to select job or 5) Display Screen prompts for Employee ID# 12) Press the Check Mark button to accept selection Enter Employee Id Must be 7 digits Example 0000001 ------- 6) Enter 7 digit Employee ID # using keypad Enter Employee Id Must be 7 digits Example 0000001 1234567 7) Press the Check Mark key to accept ID # 13) The Display Screen shows Transaction Accepted followed by a long audio beep. IN Transaction Accepted 1234567 *If the TCD display shows OFFLINE you will NOT be able to clock IN or OUT 18