Basic Patrol Management System _7.x_ the latest user manual
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1. automatically backed up Keep in Current Active Database Shows the months of data that can be kept in the actively used database On the first day of each month the software will archive the database during which process it will move data older than last month including last month database from the active database to a history database please find out the history database from the folder PatrolArchiveData In order to maintain optimal performance of the software the active database will never contain data from more than the selected number of months Data from previous months can be viewed by using the Switch Database function from the System menu Archive Database Folder The location where archived history databases are stored Company Code Similar in nature to System Label and is used by network related utilities Company Name Allows for the customization of the name of the company using the system System Name Allows for the customization of the name of the software system which is displayed in the background of its main interface screen Title Displayed above System Name can be changed by the user Subtitle Displayed below System Name can be changed by the user b Automatically Process Data Let the system automatically process data uploaded from the readers It can be deselected if the user s computer system is slow and therefore does not wish to wait for the data to process after every upload In thi2. automatically perform reader communication time calibration data upload download data processing and shift route verification Be sure to wait until the software confirms that the data has been processed before exiting the screen or performing other tasks Viewing Reports a Basic Report Open the Basic Report window by going into the Reports menu or by clicking on 21 This displays the unprocessed card readings that were done by the readers This is generally only used for tracing and investigating unfiltered details of patrols and can be less useful for supervisors and managers Users are allowed customizing the report by using Print Preview Setup function Open the Print Preview Setup window by clicking on 22 Preview Setup Reader Name Reader Date Time Route Checkpoint Guard Event Type Status Card Record Number C Install Position Users could check on the specific options to display on the Basic Report If you want to make any further modifications please click on Print Preview Setup the Print Preview Setup window go to the Print Setup window Print Setup 23 b Patrol Details c Open the Patrol Details window by going into the Reports menu or by clicking meeer This report allows for the inquiry of individual checkpoints and guard as well as event cards Showing detailed information such as the percentage of on time readings for checkpoin
3. manuals that accompany them The reader will beep once and flash its red LED indicator light three times to indicate a proper reading b Using Reader Models BP 2002 W BP 2002B W Briefly pressing the button on the reader will turn it on Holding it down for 1 2 seconds will cause it to read a signal card The signal card needs to be 1 5 centimeters in front of the guard tour reader s blue reading head On models with LCD displays the reader will immediately display the last four digits of the RFID card number For more details on the usage of the guard tour readers please refer to the manuals that accompany them Installing Signal Card Checkpoints Checkpoints are represented by RFID cards each with its own 10 digit hexadecimal globally unique identification code They are usually installed either on or beneath wall surfaces Sub surface installations are generally recommended because it helps to prevent damage and sabotage They can be installed up to 2cm beneath wall surfaces The recommended installation height from the ground is 1 4m or whatever height from which the guards can comfortably perform readings Starting Up the Software After installation you will able to start the program by going into Start gt Program Files gt Basic Patrol Management System gt Basic Patrol Management System z Basic Patrol Management System Basic Patrol Management System fa Accessories gt 2 help Documents amp Microsof
4. Basic Patrol Management System Version 7 x Guard Tour Management Software User s Manual Table of Contents I INTRODUCTION II SYSTEM REQUIREMENTS III SOFTWARE INSTALLATION IV HARDWARE QUICK START GUIDE V INSTALLING SIGNAL CARD CHECKPOINTS VI STARTING UP THE SOFTWARE VII USING THE SOFTWARE VIII MAINTENANCE FUNCTIONS IX PATROLLING X VIEWING REPORTS XI METHODS OF DATA OUTPUT 15 21 21 25 I TI Introduction Patrol Management System guard tour management software is an integral part of an electronic guard tour system which is composed of this software guard tour readers and RFID checkpoints It is designed for the acquisition evaluation and reporting of guard tour data It works by installing a series of signal cards also called inductive cards or information buttons each with its own unique identification number along patrol routes and having patrolling personnel perform readings on the cards they pass using hand held readers The recorded cards numbers and associated time stamps are later uploaded via communication stations to computers for processing and verification The results are displayed on the screen where managers are able to review the job performance data of the patrolling personnel attendance locations patrolled timeliness incidences etc Basic Patrol Management System has the following main features e Three password levels permit control of access to the softwa
5. K to confirm the modification The card ID can also be manually entered using the keyboard or be selected from the list under Unused Cards if it was previously uploaded into the system Press Add again to associate more signal cards to the event Signal Card Management All cards Checkpoints Guards Events can also be managed through Manage Cards menu which also provides two additional functions in addition to those available on the main interface i Read Card Allows the user to read and identify signal cards already setup in the system ii Delete Unused Cards From the Database Allows for the deletion of unassigned signal cards from the system f Setting Up Routes Open the Route Information screen by going into the System menu or by clicking on C Checkpoint 1 C Checkpoint 2 CI Checkpoint 3 C Checkpoint 4 11 Press Add to add a new route Type in a name for the route and press OK The Length value specifies the amount of time allowed for the completion of the patrol route If its value is set to 0 then the system will not expect the route to be completed within a certain time This means that until the next route starts or when the data is uploaded to the PC the last route never ends There are several ways in which the properties of a patrol route can be modified ii If Route Has No Order is checked the default for t
6. allowing the user to separately designate the interval and error values for each individual checkpoint Does Not Check For Early Or Late Patrols If this is checked checkpoint cards read within their error range will be counted as On Time and those unread or read outside of their error range will be counted as Missed If this is unchecked checkpoint card read outside of their error range but still within the time length of the route will be counted either as Early or Late depending on the situation Note due to the nature of the patrol routes the first checkpoint of the route is not able detect Early readings and the last checkpoint is not able to detect Late readings g Uploading Data Reader Communication Connect the communication station to the PC using the included USB cable Then open the Reader Communication window by going into the Reader menu and clicking on Connect or by clicking the icon on the main screen Reader Group 5 Reader a bene Process Dala Please Place the Reader on the Communication Station or Replace With Another Reader Obtaining Card Match Table Transfering Data Transi Sit cessful Total Timas7 Reade Found Re Read Records 100 Recods Once the System finds the communication station place the reader inside reader s antenna head between the station s LED lights The system will automatically find the reader calibrate its time usin
7. an one route When a reader records a checkpoint associated with multiple routes the system will always assume that the checkpoint belongs to the route associated with this reader This 15 allows for more flexibility during patrol setup iv o Guard card only affect current route Once the guard has read his her guard card and the following route has been patrolled by this guard in the reports this route will be identified patrolled by this guard And the next route has been patrolled will not be identified patrolled by this guard even thought this guard patrolled this route b Reader Calibration and Initialization This function can be opened by going into the Reader menu and choosing Initialize ii Calibrate Reader Initialization Init Communication Station Calibrate Manually calibrates time on the reader Normally it is not necessary to use this function since it is done automatically during the communication process Reader Initialization Reset and initialize the reader s internal memory All data stored on the reader will be erased Also when a reader is used on the system for the first time it is recommended that the user initialize the reader in order to empty it of test card readings and other unneeded records Init Communication Station Communication station reset and initialize the station internal memory All data 16 c ii iii stored on the station will be erased This function is effective o
8. el which can perform this function directly In most Print Preview screens pressing this button then selection Excel 26
9. formation xj Welcome Please Select Basic Information File C PatrolDataExport 46312BasicInfo 2007 03 09 Txt Starting to Import Raw Data The original card reading data uploaded by the readers This information is exported and saved with rec extension Raw Data of different periods can be exported separately x Data Import Successfully Completed Please Select Raw Data File C PatrolDataExport 46312PatrolRecord 2007 03 01 Rec Browse Starting to Import After these data are imported into the software the user will need to perform Data Reprocess before patrol information for the relevant periods can be viewed If the working data becomes damaged and unusable the user can restore it by using previously exported data by following these steps Delete the BA2004 ABS file under the program folder usually C Program Files Patrol Management System Make a copy of the EmptyBA2004 ABS file and rename it as BA2004 ABS Go into the Export and Import menu and import the Basic Information and Raw data previous exported Perform data reprocess on the relevant date range If recent patrol data are missing you can re upload it from the guard tour readers by going into the Reader Communication screen go to the Reader menu and clicking on Connect or by clicking on the button on the main screen and using the Re Read Records function Re Read Records 100 Records The number specif
10. from other channels When the system receives signal card reading data from remote connections for example over mobile phone networks using BS 3000 or over standard telephone lines using BS 4000 it is necessary to perform data reprocessing to generate reports based on this new data It should also be performed if guard tour data has been imported using the Export and Import menu item The time interval for the reports that need to be generated can be selected using the Start Date and End Date menus iii Oo Modification of past reports based on new setup information If it becomes necessary to modify past reports based on newly entered setup information Data Reprocessing can be used The time interval for the reports that need to be modified can be selected using the Start Date and End Date menus d Exporting and Importing Data These functions can be accessed by going into the Export and Import menu Export and Import Help Export Basic Information Export Raw Data Import Basic Information Import Raw Data These are functions that can be used to create data backups or to transfer the working data set of one installed system to another There are two main types of data on which these operations can be performed i Basic Information This is the setup information of the patrol routes such as checkpoints guards routes schedules etc This information is exported and saved with txt extension ii Pdimport Basic In
11. g the PC s time upload its data and automatically process the data if the Automatically Process Data option is turned on in System Settings Close the window when there are no more readers to upload If a reader is connected to the system for the first time a window will prompt the user to enter a name for the reader Process Data Manually starts data processing if the Automatically Process Data option was not turned on in System Settings Re Read Records Uploads data that has already been uploaded Select the number of records to re upload counting back from the newest record and press Re Read Records to start VT Maintenance Functions a Reader Setup Open the Reader Setup window by going into the Reader menu x Edit Reader Info Delete MW Guard card only affect current route Area Routes Guard Nore OK Cancel This performs the following functions i Modify assigned names for the readers ii Associate a guard with a specific reader This way all checkpoint readings done by the reader will be recorded as having been performed by this guard This effect is the same as reading a guard card before starting patrol routes but override guard card readings This is an optional setting and should only be used when the reader is used only by one guard iii Associate routes with a specific reader This is important especially when the same checkpoint is used by more th
12. his can be modified in the System Settings screen it means that the checkpoints on this route do not need to be patrolled in the order which they are listed The sub options for this condition include a b c No Checkpoint Has Order All the checkpoints can be patrolled in any order designed First Checkpoint Has Order The first checkpoint on the route must be read first the rest of the checkpoints can be read in any order First and Last Checkpoints Have Order The first checkpoint on the route must be read first and the last checkpoint on the route must be read last Other than these the rest of the checkpoints can be read in any order If Route Has No Order is unchecked it means that all the checkpoints on this route need to be patrolled in the order which they were setup The Checkpoint Error value is the error allowed for each of the checkpoint readings in which they can still be counted as being on time Sub options a b Free Intervals for Checkpoints This allows a free interval between checkpoints Checkpoints Have the Same Intervals and Errors If this is checked the time intervals between the checkpoints will be equal and is automatically calculated route length divided by the number of checkpoints minus 1 c Manually Setup Intervals amp Error Time If this is unchecked the Checkpoint Error setting below Length will be hidden and a Time tab will appear on the right side of the screen
13. ied indicates the number of records you wish to re upload counting back from the newest record in the reader The export and import functions can also be used to transfer system data to a different computer Copy the backed up data files to the new computer then restore them into the system and perform data reprocess e Database Backup and Archiving The software s working data is stored in the same folder as the software installation in a data file named ba2004 abs The default location is C Program Files Patrol Management System Every time that the software exits normally the system creates an automatic backup of the working data into a folder which the user can designate The default file location is CNPatrolBackupDatal In order to ensure the proper operation of the software and to maintain its processing speed the software only maintains 2 to 3 months of data in the working database this can be set in System Settings Meanwhile data older than the last month including last month has been archived in the archive folder The default location for history databases is C PatrolArchiveData On the first day of each month the software will archive the database during which process it will move data older than last month including last month database from the active database to a history database In order to view older data it is necessary to switch into a history database by going into the Syste
14. keyboard or be selected from the list under Unused Cards if it was previously uploaded into the system Enter the guard s name and any additional comments and select his her sex Press Confirm to save the current guard information You can then enter information for the next guard Press Cancel to undo the current modifications and stop adding new guards Setting Up Event Cards Enter the event cards window by going into the Manage Cards menu or by clicking on E e This setup is optional and is only needed if you wish to keep track of events that can occur at checkpoint sites Welcome Pant Prem __ F Sort by Name Event EventName Comments O Number Add Event 1 Door Unlocked 1 Name Delutu rent Comments Dean Cart 1801435830 Card unassigned cards Add Delate In the upper right part of the screen press Add Event to enter names for events This must be done first before signal cards can be registered for events Press Confirm Modification to save the event entered and continue adding more Press Cancel Modification to stop adding events Each event can be associated with one or more of signal cards In the left part of the screen select an event and on the lower right part of the screen press Add Then place the event signal card that you wish to use between the LED lights of the communication station to be read by the system Press O
15. m menu and selecting Switch Database When switched into a History Database the operator is only allowed to browse the data Functions including Reader Communication and Data Reprocess are disabled To go back to the working database when done browsing older data exit then restart the software 20 IX X Patrolling These are the steps that a patrol personnel should follow in order to complete a patrol shift a b c d If a Guard Card is setup for the patrol personnel read it first Subsequently all signal cards read will be associated with this particular personnel until another Guard Card is read Make sure that the guard cards are not read in the middle of patrol routes which can cause the data to become unrecognizable by the software Read the starting checkpoint of the route This will identify the route and the shift to the system All subsequent checkpoints read will be associated with this route until a new starting checkpoint is read Go to the checkpoints and read the signal cards installed in the order that they were setup If events occur at a checkpoint read the associated events cards carried by the guards after the checkpoint s signal card is read After patrols are done either the patrol personnel or a manager can perform the data upload Click Connect on the main screen then connect and turn on the reader The operator User should be used to perform this task The software will
16. n BS 2000 BS 3000 BS 4000 BS 4000m and BS 6000 Data Reprocessing Open the Data Reprocess window by clicking on Data Reprocess from the menu Data Reprocess x No Data Need to be Processed Start End 2007 3 2 gt 2007 3 9 ia EEDDERENEEDUNEEDEHENNENEZ 51 Process Data Stop Background Information Data stored in the Patrol Management System software are divided into three types Signal card readings These include the ID of the signal cards read as well as the time when they were read This is what is seen in Basic Report Setup information Includes information entered that relate to how checkpoints routes schedules guards and events are setup Reports Generated by analyzing signal card readings using setup information These are generated automatically whenever new signal card readings are uploaded to the system using a direct connection remote data uploads are not automatically processed The following are the functions of Data Reprocessing Alignment of new setup information In an installed system that has been in use when any setup information is modified or added including adding of new signal cards routes and schedules it will be necessary to perform data reprocessing so new reports 17 can be generated properly based on the newly entered setup information When performing this function it is normally not necessary to modify the default date range ii Oo Integration of data received
17. ommunication station connected to the computer and click Connect on the main screen to go into the Reader Communication window The new signal card numbers will automatically be registered into the Unused Cards list Now when you go into the checkpoint window the new cards will be listed in the order with which they were read Selecting one of the numbers will associate it with the input entry Unused Cards 1 DOOO2F B22 ii Mark on each signal card the location at which they will be installed then read them directly into the system during checkpoint card setup via the communication station iii Manually enter the card numbers via the keyboard c Setting Up Guard Cards Setup gt Guard Cards Open the guard card window by going into the Manage Cards menu or clicking on amp This function is optional but recommended because it is necessary to identify each guard when checking on their performance from the patrol reports d Gard 1normation NE Welcome T Sort by Name Print Preview 1100086D34 works in the Bronx area 2 Guard 2 18011D183E Name Comments Sex Add Guard 1 works in the Bronx Mae Delete Card unassigned cards fi 100086D34 id Press Add to add a guard to the software then place the patrol personnel s signal card between the LED lights of the communication station to be read by the system The card ID can also be manually entered using the
18. re e Reports can be saved to file as PDF file Excel file CSV file or send the reports in an email e Provides the history database Users could inquiry the history reports by switching the database e Customizing the Basic Report System Requirements a Operating system requirement Windows 2000 Windows XP Windows 2003 or Windows Vista b Minimum hardware requirement 1 5GHz CPU 512MB RAM 50 GB Hard Drive CD Rom Drive USB port c Important The screen resolution should be set to 1024 768 Software Installation a Execute the program setup exe b During the setup process the software will automatically install the database used by the system and prompt the user to install the USB driver used by the communication stations that work with the guard tour readers If the hardware can not be found by computer please install the BC USB driver provided on the software installation CD or by your dealer If you have data from a version 5 x software installed on the system that you would like to transfer into the version 7 x software please use the database upgrade utility provided on your software installation CD or by your dealer IV VI Hardware Quick Start Guide a Using Reader Model BP 2002S BP 2002F Move the reading head of the reader the larger end toward the signal card Card reading will be automatically performed for more details on the usage of the BP 2002S BP 2002F reader please refer to the
19. s case data can be processed by using the Reprocess function in the main menu or the Process Data function in the Reader Communication screen Route Has No Order All new routes that are setup would be defaulted as having no order once this box is checked Password Login If this option is unchecked the system will automatically login as Super User without prompting for the password Setting Up Checkpoints Cards Open the checkpoint information window by going to the Manage Cards menu or clicking Checkpoint Click on Add Checkpoint to enter the add mode P4Route Checkpoint Information Print Preview Please Place the Card Sort by Name Number CheckpointName Install Position D 1 Checkpoint 1 8200E109C0 library front door F 2 Checkpoint 2 8200DF73E7 Gate 3 Checkpoint 3 82005EC9BE i 4 Checkpoint 4 8200604EE4 E 5 Checkpoint 5 EE002D0B14 a 6 Checkpoint 6 8200146584 7 Checkpoint 7 82005F4744 E 8 Checkpoint 8 8200E15DFD Name Install Position Add Checkpoint 1 library front door Delete Card unassigned cards Jez00E 109C0 a Input the name and the location that this card is installed e g Office Front door etc There are several ways that the card number can be inputted 1 After installing the cards use a guard tour reader and read the cards in the order that they will be patrolled while taking note of the exact time that each reading was made Then place the reader on the c
20. should be performs by logging on as Administrator The software logs in as Super User automatically if the Password Login function is disabled Higher level operators are able to reset the passwords of lower level operators Selecting Change Password After Logon will allow you to change the password of the current operator and clear the password of the lower level users to their original state Changing operator passwords is highly recommended as a security precaution Upon first time using login as Super User and go through the initial steps to setup your patrol management system see below for instructions on working with each part of the process Later when it is not necessary to initialize guard tour readers system administrative tasks can be performed by logging on as Administrator VII Using the Software a System Settings Open the System Settings window by going into the System menu 7 Bo Settings m SEA C PatrolBackupData C PatrolarchiveData Company 50960 System Label A five digit number that is automatically generated upon installation It is used in the data records to uniguely identify this system This function is only used for identify the different system in the network related utilities WARNING please do NOT modify the system label as it is the unigue number to identify the software on the Internet Backup Database Folder The location where the active database will be
21. t Office gt 5 Uninstall Basic Patrol Management System nn Programs By default the software reguires a username and password to operate However you can disable the Password Login option in the software s System Settings screen from its main menu System gt System Settings to disable a multi level operator system If Password Login is enabled when the program starts you will be greeted with a 2 logon screen System Login Operator o Od Password administrator Super User l Confirm Then Modify Password wv Logir x Exit There are three logon operators each with different levels of rights Operator Name User Administrator Super User Initial Password blank 1111 1234 Allows Data Input Yes Yes Yes Allows System Setup No Yes Yes Allows Reader Initialization No No Yes Allows Import of Basic Data No No Yes User can be used by lower level management to perform data uploading and verifications Administrator can be used by upper level management to alter system setups Super User is completely without limits and it allows the operator to perform tasks such as import data initialize readers etc Initializing a guard tour reader will irrecoverably erase all data it has stored For this reason other than initializing a reader for first time using and performing data recovery functions standard administrative tasks
22. ts etc Shift Report Open the Shift Report window by going into the Reports menu or by clicking on 24 XI O7 14 Pabrol Management Syste Camry Shit Report k Al Sile This generates a summary report of the routes patrolled within the selected date range in the upper portion of its screen Once a route is selected clicking on the Inguiry button will display the details of this particular patrol This is the report that is most frequently used by supervisors and managers Users are allowed to input some comments for the unusually results such as MISSED EARLY LATE or ORDER ERROR Please input your comments into the Memo column directly the software will save it automatically Methods of Data Output Patrol reports can be outputted via the following methods a Print Each setup and report screen contain a Print Preview or Print button which the operator can output the information displayed to the printer b Email 25 c d In most Print Preview screens pressing this button Swill allow the operator to email the information displayed to a designated recipient Adobe PDF In most Print Preview screens pressing this button will allow the operator to export the information displayed to Adobe PDF format Microsoft Excel B table will allow the operator to export the information displayed to Microsoft Excel format Alternatively some of the report interfaces have buttons labeled Export to Exc
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