Rounds Tracker User Manual
Contents
1. About Rounds Tracker Views Rounds Tracker offers five ways to view your data A B C D E F G 4H J K L M Unit 3 BN EJ a 10 16 19 20 a k OFFICER CLAY HOPKINS C ROOM 15 zs E E E i ATIME 09 00 PM i C2 ROOM 3 15 m em m m sSINCIDENT 14 AWAKE AND QUIET C2 ROOM 4 15 TED DEEDE 8s 2 RE C2 ROOM 5 15 C2 ROOM 6 15 TE b be ae a be ae a DhE h C2 ROOM 7 15 DER b De ae a LEDRED Oe C2 ROOM 8 15 oe eo hE ED ee el LEA C2 ROOM 9 15 DEt ee ee es es ee C2 ROOM 10 15 DED DEDELA be eee Oe F2 ROOM 1 15 he ae ep EDEDED bh De F2 ROOM 2 15 HELER be ae ae a bn Oe D F2 ROOM 3 15 E eee eene e a eE T a a ee ee The Quick View displays each visit with a green or red marker so you can quickly identify any exceptions 8 8 25 2003 12 00 AM 11 59 PM 12 00 AM gt C2 ROOM 2 15 Oy Bs oe Eee Py C2 ROOM 3 15 0 14 48 149 135 47 14 13 748 C2 ROOM 4 15 o 14 ig 14 13 i 14 13 ae C2 ROOM 5 15 f 4 ar x Fi ki k k a x C2 ROOM 6 15 2 sail di OFFICER DARIN HALEY Ee C2 ROOM 7 15 0 14 18 TIME 12 46 AM 18 C2 ROOM 6 15 0 44 487 qEXCEPTION Max Time Violation Ag C2 ROOM 9 15 0 7 44 18 qEXPECTED 15 minutes 9 C ROOM 10 15 0 14 48 ACTUAL 18 minutes Tih F2 ROOM 1 15 aN 14 13 A 15 12 15 I 16 F2 ROOM 2 15 6 15 13 ey 15 12 15 ee F2 ROOM 3 15 15 13 Var 15 12 15 ar 6 el mA mana A ac wN ach as Toate t ac t an T ac t ae 7 az2. The Time Between view shows the number of minutes between reads ROOM 2 ROOM 3 ROOM 4 ROOM 5 ROOM 6 ROOM 7 ROOM 6 ROOM 9 ROOM 10 eee P aaa a F2 ROOM 1 F2 ROOM 2 F2 ROOM 3 F2 ROOM 4 F2 ROOM 5 ROOM 1 ROOM 2 ROOM 3 ROOM 4 ROOM 5 ROOM 6 ROOM 7 ROOM 6 ROOM 9 ROOM 10 _ROOM 1 _ ROOM 2 _ ROOM 3 ROOM 4 ha ho po AZ ROOM 1 A ROOM 1 A2 ROOM 1 A2 ROOM 1 A2 ROOM 1 A2 ROOM 1 A ROOM 1 A ROOM 1 Date 6 25 2003 29 2003 25 2003 25 2003 25 2003 25 2003 6 25 2003 25 2003 ARNAS Time 7 50 PM 12 00 AM 12 00 AM 12 15 AM 12 15 AM 12 30 AM 12 30 AM 12 45 AM 17 45 AM amp 23 PM 12 14 AM 12 14 AM 12 28 AM 12 28 AM Delta Description 12 14AM 1 12 28 AM 1Z44AM 12 28 AM 12 14AM 1 12 28 AM 12 14AM 12 28 AM 1Z414AM 12 28 AM Bi ilatillatecad AEAN ag x a l gat OFFICER CYNTHIA HORACE TIME 12 00 AM INCIDENT 24 UNOCCUPI ED ROOM R5 a Sh A I Tal 0 DANNY SANCHEZ 0 Not Available 13 ASLEEP 15 Not Available 13 ASLEEP 15 Not Available 13 ASLEEP 15 Not Available 13 ASI FFP The Details view shows each location read and any related incidents Rounds Tracker s method of color coding cells allows you to quickly identify any exceptions or missed locations 15 Green text in a cell indicates the location was visited within the time range you specifie
3. Cell 21 INT 1 1200 AM to 11 59PM Cell 27 INT 1 Cell 38 INT 1 Cell 44 INT 1 z Cell 48 INT 1 abun Options Cell 5 INT i Default Time Interval Between Visits Cell 51 INT 1 I Minimum no less than 10 minutes apart Cell 55 INT 1 Cell 61 INT 1 W Maximum no more than BEJ minutes apart gt Intake 2 t E E T am E E E E at E E kaa inai E E E Default Rounds Value 2 times per hour License Manager Database lf GUARD1 PLUS is installed on your computer the active database is C TimeKeeping Systems Guard1 Plus G1Master g1p This is the called the local database To select a database 1 From the Setup Window click Change 2 From the Select a Database window Click Local Guard1 Plus Database io select the local database or click Other Guard1 Plus Database to choose a different database 3 Click OK Filter The Filter section of the Setup Window shows the GUARD1 PLUS Facilities tab You must select a client facility group or location to create a worksheet lf the Facilities tab is changed in GUARD1 PLUS click Refresh to update the list Worksheets The Worksheets selection determines which views Rounds Tracker will display Each view is created in a separate Excel worksheet Date and Time There are three ways to define the period of time displayed e Synchronized Mode displays a period of time including the present To refresh the data in
4. TimeKeeping systems Incorporated GUARD1 PLUS Rounds Tracker User Manual Version 3 2 2005 TimeKeeping Systems Inc GUARD1 PLUS and THE PIPE are registered trademarks of TimeKeeping Systems Inc Overview Rounds Tracker is a companion application for GUARD1 PLUS Using data from any GUARD1 PLUS database backup or archive Rounds Tracker displays your rounds information in Microsoft Excel Rounds Tracker creates five different views which you can print save or e mail From these views you can determine whether all locations have been visited at the required frequency Installing and Activating Rounds Tracker Preparing for Installation 1 Confirm that your computer meets the minimum system requirements for Rounds Tracker version 3 20 e 2 8 GHz processor e 1 GB of RAM e 1 5 GB of hard drive space e A CD ROM or DVD drive is required for installation only e Windows Vista e Rounds Tracker reports can be emailed For email support an email client such as Microsoft Outlook must be installed and configured prior to use e Minimum display settings of 256 colors at a resolution of 800x600 pixels For best results your display should be set to 32 bit color at a resolution of 1024x768 pixels Rounds Tracker requires Excel with macro code enabled Confirm that this version is installed on your computer Make a note of the six character Product Code on the CD ROM or disc package The Rounds Tracker installation p
5. d 20 Red text with an orange background means the location was visited outside your desired time range 15 A spotted background in a cell indicates that there is a related incident Hold the cursor over the cell to view this information A red triangle in the corner of the cell represents additional detail Hold the cursor over the cell to view this information The Toolbar ae Refresh Setup E mail The Rounds Tracker Toolbar has three selections Refresh Setup and Email e Click Refresh to update the view with the latest contents of your selected database This will refresh the active worksheet only e Click Setup to open the Setup window e Click E mail to send a copy of the current view as an e mail attachment Setup Use the setup window to select your data the views you want to display and related options guardi Plus Rounds Tracker Guard1 Plus 3 0 MSDE Edition 3 00 0000 i Quick View if Rounds Jocal I Time Between W Detail W Time Iv Exceptions Only Date and Time Guard 1 Plus Rounds Tracker C Synchronized Mode fg Facilities T _ Honor Farm asi Our f Jail Core gt Intake 1 ist Floor Showers East Sally INT 1 i n E ist Floor Showers West Sally INT 1 E C Shift Mode 2nd Floor Showers Janitor Room INT 1 ince i D A J 2nd Floor Visiting Rooms INT 1 m 4 Cell 11 INT 1 TEE ELE ETE Cell 16 INT 1 10 21 2005 to 10 23 2005 Cell 17 INT 1 SS eS SSS Se
6. ft Office Excel Workbook format xls then send it as an e mail attachment 1 From the Excel Menu click File 2 Click Save As The Save As window appears 3 Type a file name and select the Microsoft Office Excel Workbook xIs file type Select the file s folder location 4 Click Save to create the file 5 Follow the instructions for your e mail program to create a new message and attach the file you saved Troubleshooting The Toolbar is not visible Follow these steps to display the Toolbar 1 From the Excel menu click the Add Ins ribbon 2 You can select any of these commands Refresh Setup or Email The Setup Window does not appear If the Setup Window does not appear when you click Setup the database file that Rounds Tracker is trying to open may be corrupted Contact TimeKeeping Systems technical support for assistance There is no data in the worksheet If no data is displayed e Confirm that the download data exists by viewing the downloads in GUARD1 PLUS e Check that the time and date range is correct Computer is sluggish or does not respond Rounds Tracker is a computation intensive application and will use most of your CPU cycles while preparing or refreshing the display These steps may help e Try the suggestions under About Rounds Tracker Operation above e Move Rounds Tracker and GUARD1 PLUS if present to a more powerful computer e Reduce the Excel process priority in the Windows Task Ma
7. included Using Rounds Tracker About Rounds Tracker Operation Rounds Tracker is a computation intensive application When preparing or refreshing the display it will require most of your computer s processing power Therefore it is important to limit the amount of data that Rounds Tracker must process To reduce the time Rounds Tracker requires to prepare or refresh the display we recommend one or all of the following e Limit the choice of client facility group to the data you really need For example don t select a whole facility if there is a group with fewer locations that contains the locations you need The more locations in your selection the longer Rounds Tracker requires to process your data e Limit the date and time range Select a time period of twenty four hours or less e Select only the views you need The more views you select the longer Rounds Tracker requires to process your data e Refresh only when necessary If you use the auto refresh function select a time value of fifteen minutes or higher To Display Data From the toolbar click Setup Select a database file Select the specific client facility group or location to include Select the views you require Select a Date and Time option and enter any required details Select any desired options from Defaults and Options tabs Click OK An hourglass appears on the screen as Rounds Tracker prepares the display ONOAARWN Printing Printing a w
8. nager Consult your IT department if you are unfamiliar with the Task Manager or setting priorities
9. o not enable this content unless you trust the source of this file Note The digital signature is valid but the signature is from a publisher whom you have not yet chosen to trust More information File Path TimeKeeping Systems Guard1 Plus Guard 1PlusRoundstTracker xls signature Signed by Timekeeping Systems Certificate expiration 7 29 2010 Certificate issued by VeriSign Class 3 Code Signing 2004 CA Show Signature Details Help protect me from unknown content recommended Enable this content Open the Trust Center 9 Rounds Tracker will open in Excel 10 If you are asked for an activation code see the section Activating Rounds Tracker on the next page In the Select a Database window choose the database you wish to use If GUARD1 PLUS is installed on this computer choose Local Guard1 Plus Database For help in selecting another database consult your IT department or primary GUARD1 PLUS user Guardi Plus Rounds Tracker g xX Select a database Activating Rounds Tracker lf you are asked for an activation code follow these steps to activate Rounds Tracker 1 Provide your site code to TimeKeeping Systems by e mail fax or telephone Hint To avoid typing the site code number select it with your cursor then copy Ctrl C and paste Ctrl V it into your fax or e mail 2 TimeKeeping Systems will send you an activation code Copy or type the activation code into the License Manager and click OK
10. orksheet is done using the Excel print functions Before printing you must define the Print Area for each worksheet The Print Area defines what part of the worksheet will be printed To Define the Print Area 1 Onthe View menu click Page Break Preview 2 Select the area you want to print by clicking and dragging over the specific cells 3 On the File menu click Print Area then click Set Print Area 4 When you save the document your print area selection will also be saved To Clear the Print Area On the File menu click Print Area then click Clear Print Area To Print the Worksheet On the File menu click Print E mailing Worksheets Outlook is required to email a worksheet directly from Rounds Tracker Rounds Tracker s E mail function creates an Excel Workbook xls file of the active worksheet and attaches the file to an Outlook email message To E Mail with Outlook 1 Rounds Tracker will send only the active worksheet via e mail Select the worksheet you wish to e mail 2 From the Toolbar click Email The Save As appears 3 Type a file name and select the Microsoft Office Excel Workbook xlIs file type Select the file s folder location 4 Click Save An e mail message is created with the xls file attached 5 Complete the email by adding the recipients and any additional message 6 Click Send To E Mail with Another E Mail Client If you do not have Outlook you must first save the workbook in Microso
11. rogram will require this If you will be using GUARD1 PLUS on your computer install GUARD1 PLUS before installing Rounds Tracker Installing Rounds Tracker Follow these steps to install Rounds Tracker 1 2 3 Close any applications running on your computer including screen savers and the Microsoft Office Suite Insert the CD ROM into your computer s drive View the contents of the Guard1 Plus Rounds Tracker Installation CD You will notice that there are 3 folders named as follows e Windows XP e Windows 2000 Professional e Windows Vista Depending upon the operating system that you wish to install Guard1 Plus Rounds Tracker open the corresponding folder For example if your workstation s operating system is Windows Vista then open the folder named Windows Vista on the Guard1 Plus Rounds Tracker Installation CD 5 Double click SETUP EXE to being the installation of Guard1 Plus Rounds Tracker 6 Follow the on screen instructions When installation is complete you will need to restart your computer 7 After the computer has restarted find the icon on your desktop labeled Guard1 Plus Rounds Tracker Double click this icon to start Rounds Tracker 8 Ifa Security Warning appears click Options Select Trust all documents from this publisher and click OK Microsoft Office Security Options Security Alert Macro Macro Macros have been disabled Macros might contain viruses or other security hazards D
12. the current view automatically click Automatically Refresh and select a time interval A time interval less than 15 minutes is not recommended e Shift Mode includes the data recorded from the time entered in the Since field e Specific Date Range includes the data defined by related date and time boxes Defaults Defaults Options Default Time Interval Between Visits Minimum no less than 10 minutes apart set Ri mete is inutes apart M Maximum no more than 15 minutes apar Default Rounds Vale 2 times per hour You can select values for the Minimum and Maximum Time Interval between visits to a location These values apply to all views except Rounds view If the time between location reads is less than the minimum or greater than the maximum an exception is noted on the worksheet The Default Rounds Value applies only to Rounds view It specifies how many times per hour each location should be read If the number of visits is less than the default rounds value an exception is indicated in the Rounds view Options Show Seconds Autotoad Spreadsheet M Show Incidents 24 Hour Time when selected times are displayed in 24 hour format Show Seconds when selected seconds are displayed in views and incident detail Auto Load Spreadsheet when selected Rounds Tracker loads the most recently used database on startup skipping the Welcome Screen Show Incidents when selected incidents are
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