Sei sulla pagina 1di 1140

COSEC

System Manual

SECURITY SOLUTIONS
SECURITY SOLUTIONS

COSEC
Right People in Right Place at Right Time

System Manual
Documentation Disclaimer
Matrix Comsec reserves the right to make changes in the design or components of the product as engineering and
manufacturing may warrant. Specifications are subject to change without notice.

This is a general documentation for all variants of the product. The product may not support all the features and
facilities described in the documentation.

Information in this documentation may change from time to time. Matrix Comsec reserves the right to revise
information in this publication for any reason without prior notice. Matrix Comsec makes no warranties with respect
to this documentation and disclaims any implied warranties. While every precaution has been taken in the
preparation of this system manual, Matrix Comsec assumes no responsibility for errors or omissions. Neither is any
liability assumed for damages resulting from the use of the information contained herein.

Neither Matrix Comsec nor its affiliates shall be liable to the buyer of this product or third parties for damages,
losses, costs or expenses incurred by the buyer or third parties as a result of: accident, misuse or abuse of this
product or unauthorized modifications, repairs or alterations to this product or failure to strictly comply with Matrix
Comsec operating and maintenance instructions.

Copyright
All rights reserved. No part of this system manual may be copied or reproduced in any form or by any means
without the prior written consent of Matrix Comsec.

Version 11
Release date: February 21, 2017
Contents

Introduction..................................................................................................................................................... 1
Welcome ............................................................................................................................................................. 1
About this System Manual .................................................................................................................................. 1

Know Your COSEC System ........................................................................................................................... 5


System Architecture ............................................................................................................................................ 7
Configuring and Using COSEC ......................................................................................................................... 11

Pre - Installation Information ....................................................................................................................... 17


Installation Precautions ..................................................................................................................................... 17
Product Inspection ............................................................................................................................................ 17
Safety Instructions ............................................................................................................................................. 19

COSEC Software Installation....................................................................................................................... 21


System Requirements ....................................................................................................................................... 21
Installation Procedure ....................................................................................................................................... 23

Getting Started With COSEC Devices......................................................................................................... 41


Device Features ................................................................................................................................................ 51
Network Configuration ....................................................................................................................................... 55
COSEC Application Platform ............................................................................................................................ 60
Licensing Information ........................................................................................................................................ 61

Launching the COSEC Application............................................................................................................. 65


Starting COSEC Monitor Application ................................................................................................................ 67
Using COSEC Web Application ........................................................................................................................ 71

System Administration................................................................................................................................. 77
Managing System Accounts .............................................................................................................................. 79
Defining Global Policies .................................................................................................................................... 85
Monitor Configuration ...................................................................................................................................... 117
Renaming Groups ........................................................................................................................................... 119
Identification Server ........................................................................................................................................ 121
Setting Up the Enterprise Profile ..................................................................................................................... 130
Sending Messages from COSEC .................................................................................................................... 133
Configuring Alert Messages ............................................................................................................................ 135
Blocking Workstations ..................................................................................................................................... 139
Configuring Custom Messages ....................................................................................................................... 141
Component Status .......................................................................................................................................... 144

Table of Contents 1
Configuring Locations ..................................................................................................................................... 145
Location Group ................................................................................................................................................ 149
Exporting Data ................................................................................................................................................ 150
Importing Data ................................................................................................................................................. 158
Third Party Export ........................................................................................................................................... 160
Scheduling Tasks/Reports .............................................................................................................................. 170
Event Notification ............................................................................................................................................ 182
Message Board ............................................................................................................................................... 185
Views/Logs ...................................................................................................................................................... 187
Viewing License Information ........................................................................................................................... 195

Devices ........................................................................................................................................................ 197


Configuring Doors ........................................................................................................................................... 203
Configuring Panels .......................................................................................................................................... 248
Special Functions ............................................................................................................................................ 280
Import Devices ................................................................................................................................................ 287
Milestone Integration ....................................................................................................................................... 289
Managing Sites ............................................................................................................................................... 292
Grouping Devices ............................................................................................................................................ 294
Custom Card Formats ..................................................................................................................................... 297
Reader Mode Scheduler ................................................................................................................................. 300
Wiegand Output Format .................................................................................................................................. 303
Card Personalization ....................................................................................................................................... 306
Viewing Device Status .................................................................................................................................... 310

Users............................................................................................................................................................ 313
Configuring Users ........................................................................................................................................... 315
Multi-User Configuration ................................................................................................................................. 345
Users on Device .............................................................................................................................................. 358
Enrolling Users ................................................................................................................................................ 360
Set Credentials ................................................................................................................................................ 365
Delete Credentials ........................................................................................................................................... 368
Sync from Device ............................................................................................................................................ 371
Reporting In-Charge ........................................................................................................................................ 373
In-Charge Permissions .................................................................................................................................... 375
Import Users .................................................................................................................................................... 376
Deleting Users ................................................................................................................................................. 378
Blocked Users ................................................................................................................................................. 380
Changing Group .............................................................................................................................................. 382
ESS Role Rights ............................................................................................................................................. 385
IMEI Authorization ........................................................................................................................................... 387
Assigning Alerts To Users ............................................................................................................................... 388
User Events ..................................................................................................................................................... 390
Blacklisting Cards ............................................................................................................................................ 392
Blacklisting Users ............................................................................................................................................ 394
Changing User ID ............................................................................................................................................ 396
User Details Export ......................................................................................................................................... 397

Time and Attendance ................................................................................................................................. 401


Attendance Policy ........................................................................................................................................... 404
Absentee Policy .............................................................................................................................................. 443
Network Hours and OT Policy ......................................................................................................................... 447
Late-IN Policy .................................................................................................................................................. 470
Early-OUT Policy ............................................................................................................................................. 475
C-OFF Policy ................................................................................................................................................... 477
In/Out Reasons ............................................................................................................................................... 486

2 Table of Contents
Bus Route ....................................................................................................................................................... 487
Overtime Code ................................................................................................................................................ 488
Daily Attendance View .................................................................................................................................... 489
N-Punch View ................................................................................................................................................. 490
Attendance Summary ...................................................................................................................................... 493
Late-IN/Early-OUT Allowed ............................................................................................................................. 497
Overtime/C-OFF Entry .................................................................................................................................... 499
Authorization or Approval ................................................................................................................................ 502
Previous Adjustment ....................................................................................................................................... 503
Attendance Correction .................................................................................................................................... 505
Manual Status Correction ................................................................................................................................ 512
Attendance Exceptions ................................................................................................................................... 514
Shift-Wise Management .................................................................................................................................. 523
User-Wise Attendance Restriction .................................................................................................................. 525
Change Policy ................................................................................................................................................. 528
Short Leave/Official In-Out Approval ............................................................................................................... 531
Overtime/C-OFF Approval .............................................................................................................................. 534
Attendance Correction Approval ..................................................................................................................... 538
Daily Attendance Approval .............................................................................................................................. 543
Processing Attendance ................................................................................................................................... 546
Attendance Register Export ............................................................................................................................ 549
Site-Wise Head Count/Man Hours Export ....................................................................................................... 555
Short Leave/Official Out Time Export .............................................................................................................. 558
Group-Wise Shift Head Count Export ............................................................................................................. 561
Enterprise Group-Wise Presence Count Export ............................................................................................. 563
Monthly Hours Summary Export ..................................................................................................................... 567
Site Wise Monthly Summary Export ................................................................................................................ 571
Muster Roll Export ........................................................................................................................................... 575

Leave Management..................................................................................................................................... 579


Configuring Leaves ......................................................................................................................................... 582
Tours ............................................................................................................................................................... 597
Leave Group ................................................................................................................................................... 600
Accrual Policy .................................................................................................................................................. 604
Leave Credit/Debit/Encashment ..................................................................................................................... 609
C-OFF Encashment ........................................................................................................................................ 615
Overflow Management .................................................................................................................................... 617
Import Leave Balance ..................................................................................................................................... 620
Leave Application/Approval ............................................................................................................................. 622
Tour Application/Approval ............................................................................................................................... 633
C-OFF Application/Approval ........................................................................................................................... 640
Viewing Leave Balance ................................................................................................................................... 648
Leave Balance Process .................................................................................................................................. 650
Leave Register Export ..................................................................................................................................... 651

Shifts and Schedule ................................................................................................................................... 653


Shift Configuration ........................................................................................................................................... 655
Week Off Group .............................................................................................................................................. 662
Shift Schedule ................................................................................................................................................. 664
Holiday Schedule ............................................................................................................................................ 669
Restricted Holidays ......................................................................................................................................... 672
Shift Changer .................................................................................................................................................. 676
Change Schedule ............................................................................................................................................ 681
Change Week-Off ........................................................................................................................................... 683
Sync Change to Device ................................................................................................................................... 684
Manual Schedule Import ................................................................................................................................. 686

Table of Contents 3
Monthly Shift Schedule ................................................................................................................................... 687
Monthly Schedule ............................................................................................................................................ 688

Enterprise Structure ................................................................................................................................... 691


Configuring Groups ......................................................................................................................................... 694
Group Associations ......................................................................................................................................... 697
Renaming Groups ........................................................................................................................................... 703

Access Control ........................................................................................................................................... 705


Absentee Rule ................................................................................................................................................. 707
Occupancy Control .......................................................................................................................................... 710
Use Count Control ........................................................................................................................................... 712
Dead Man Zone .............................................................................................................................................. 714
Do Not Disturb ................................................................................................................................................. 716
Man Trap ......................................................................................................................................................... 718
VIP Access ...................................................................................................................................................... 720
Visitor Escort ................................................................................................................................................... 722
Anti-Pass Back ................................................................................................................................................ 723
Guard Tour ...................................................................................................................................................... 725
Access Route .................................................................................................................................................. 728
Functional Group ............................................................................................................................................. 731
Time Schedule ................................................................................................................................................ 732
Access Profile ................................................................................................................................................. 733
Access Profile Assignment .............................................................................................................................. 736
2 Person Group ............................................................................................................................................... 739
2 Person Rule Assignment .............................................................................................................................. 741
First In User ..................................................................................................................................................... 743
First In User Assignment ................................................................................................................................. 745
Smart Card-Access Route .............................................................................................................................. 747
Smart Identification ......................................................................................................................................... 749
View Alarm Log ............................................................................................................................................... 751
Cluster Access Details Export ......................................................................................................................... 753

Cafeteria Management ............................................................................................................................... 755


Items ............................................................................................................................................................... 758
Menus ............................................................................................................................................................. 760
POS Devices Configuration ............................................................................................................................ 762
Cafeteria Settings ............................................................................................................................................ 764
Recharge ......................................................................................................................................................... 768
Payment .......................................................................................................................................................... 770
Manual Adjustment ......................................................................................................................................... 771
Blocked Users ................................................................................................................................................. 773
Left Over Balance ........................................................................................................................................... 774
Pre-ordered Meals .......................................................................................................................................... 776
Correction Approval ........................................................................................................................................ 777
Manual Correction ........................................................................................................................................... 778
Transaction Summary ..................................................................................................................................... 780
Process-Monthly Payments ............................................................................................................................ 782

Visitor Management.................................................................................................................................... 785


Visitor Profile List ............................................................................................................................................ 787
Visitor Profile ................................................................................................................................................... 788
Standard Items ................................................................................................................................................ 795
Pre-Registration .............................................................................................................................................. 798
Pre-Registration Approval ............................................................................................................................... 801
Set Credentials ................................................................................................................................................ 803

4 Table of Contents
Delete Credentials ........................................................................................................................................... 806
Sync from Device ............................................................................................................................................ 809
Entry/Exit Correction ....................................................................................................................................... 811
Frequent Visitors ............................................................................................................................................. 812
Watch List ....................................................................................................................................................... 813
Visitor History .................................................................................................................................................. 814
Enrollment ....................................................................................................................................................... 816

Roster Module............................................................................................................................................. 819


Employment Profile ......................................................................................................................................... 822
Hour Exceptions .............................................................................................................................................. 824
Employment Type ........................................................................................................................................... 826
Work Profile ..................................................................................................................................................... 827
Wage Level ..................................................................................................................................................... 829
Award and Penalty .......................................................................................................................................... 830
Pay Component .............................................................................................................................................. 833
Roster Policy ................................................................................................................................................... 834
Shift Configuration ........................................................................................................................................... 837
Department Configuration ............................................................................................................................... 840
Special Days ................................................................................................................................................... 852
Unavailability Application ................................................................................................................................ 853
Unavailability Approval .................................................................................................................................... 854
Change User Profile ........................................................................................................................................ 856
Roster Attendance Policy ................................................................................................................................ 858
Roster Attendance Correction ......................................................................................................................... 860
Roster Attendance Authorization .................................................................................................................... 863
Roster Attendance Process ............................................................................................................................ 865
Leave Configuration ........................................................................................................................................ 867
Roster Leave Group ........................................................................................................................................ 871
Roster Accrual Policy ...................................................................................................................................... 872
Roster Leave Credit/Debit ............................................................................................................................... 875
Roster Leave Encashment .............................................................................................................................. 877
Roster Leave Balance ..................................................................................................................................... 878
Roster Leave Application ................................................................................................................................ 879
Roster Leave Approval .................................................................................................................................... 882
Roster Overtime Policy ................................................................................................................................... 884
Roster Overtime Process ................................................................................................................................ 888
Roster Overtime/C-Off Authorization .............................................................................................................. 889
Roster Process ................................................................................................................................................ 891
Export Roster List ............................................................................................................................................ 893
Export to Wage Easy ...................................................................................................................................... 894
Export to Talent 2 ............................................................................................................................................ 896

Contract Worker Management................................................................................................................... 897


Work Order Type ............................................................................................................................................. 901
Work Order List ............................................................................................................................................... 902
Work Order ...................................................................................................................................................... 903
Induction Levels .............................................................................................................................................. 905
Approval Stages .............................................................................................................................................. 906
Contractor Type .............................................................................................................................................. 909
Contractor Profile ............................................................................................................................................ 910
Skills ................................................................................................................................................................ 912
Personal Protective Equipment ....................................................................................................................... 913
Worker List ...................................................................................................................................................... 914
Worker Profile ................................................................................................................................................. 916
Worker Profile- Devices .................................................................................................................................. 923

Table of Contents 5
Worker Profile- Credentials ............................................................................................................................. 926
Worker Profile- T&A ........................................................................................................................................ 928
Worker Profile-Access Control ........................................................................................................................ 932
Worker Profile-ESS ......................................................................................................................................... 934
Worker Profile-Cafeteria .................................................................................................................................. 936
Worker Profile-Job Costing ............................................................................................................................. 937
Worker Profile-Field Visit Management ........................................................................................................... 940
Worker Assignment ......................................................................................................................................... 941
Enrollment ....................................................................................................................................................... 944
Import Workers ................................................................................................................................................ 947
Blacklist ........................................................................................................................................................... 948
Manage Workers ............................................................................................................................................. 950
Work Order Progress ...................................................................................................................................... 952
Induction Approval .......................................................................................................................................... 954

Vehicle Access Management..................................................................................................................... 957


Vehicle Profile ................................................................................................................................................. 959
Vehicle Type ................................................................................................................................................... 960
Station Location .............................................................................................................................................. 961
Vehicle List ...................................................................................................................................................... 962
Import Vehicles ............................................................................................................................................... 963
Daily Pass View .............................................................................................................................................. 964
Blacklist ........................................................................................................................................................... 965
Vehicle Authorization ...................................................................................................................................... 966

Job Processing and Costing .................................................................................................................... 967


Cost Centre ..................................................................................................................................................... 969
Job .................................................................................................................................................................. 970
Job Group ....................................................................................................................................................... 972
Phase .............................................................................................................................................................. 974
Project ............................................................................................................................................................. 975
Site Mapping ................................................................................................................................................... 979
Location Mapping ............................................................................................................................................ 981
Job Status ....................................................................................................................................................... 983
Daily Job View ................................................................................................................................................. 985
Time Sheet Correction .................................................................................................................................... 986
Time Sheet Correction Authorization .............................................................................................................. 992
Award Penalty Authorization ........................................................................................................................... 994
Job Costing Process ....................................................................................................................................... 996
Daily Timesheet .............................................................................................................................................. 998

Field Visit Management............................................................................................................................ 1001


Task .............................................................................................................................................................. 1003
Field Visit Schedule ....................................................................................................................................... 1005
Field Visit Status ........................................................................................................................................... 1013
Field Visit Correction ..................................................................................................................................... 1015
Field Visit Correction Authorization ............................................................................................................... 1019

Generating Reports .................................................................................................................................. 1021


Device Reports .............................................................................................................................................. 1024
Access Control Reports ................................................................................................................................ 1029
User Reports ................................................................................................................................................. 1039
Time and Attendance Reports ...................................................................................................................... 1046
Leave Reports ............................................................................................................................................... 1072
Shifts and Schedules Reports ....................................................................................................................... 1076
Enterprise Structure Reports ......................................................................................................................... 1079

6 Table of Contents
Cafeteria Reports .......................................................................................................................................... 1080
Visitor Management Reports ......................................................................................................................... 1088
Roster Reports .............................................................................................................................................. 1093
CWM Reports ................................................................................................................................................ 1099
Job Processing and Costing Reports ............................................................................................................ 1105
Vehicle Access Management Reports .......................................................................................................... 1108
Field Visit Management Reports ................................................................................................................... 1111

Appendix ................................................................................................................................................... 1113


Glossary of Terms ......................................................................................................................................... 1113
Technical Specifications ................................................................................................................................ 1116
Warranty Statement ...................................................................................................................................... 1120
Disposal of Products/Components after End-Of-Life .................................................................................... 1121
Open Source Licensing Terms and Conditions ............................................................................................. 1122

Table of Contents 7
8 Table of Contents
CHAPTER 1 Introduction

Welcome
Thank you for choosing the Matrix COSEC Multi-door Access Control System! We are sure you will be able to
make optimum use of this feature rich, Integrated Access Control and Time and Attendance system. Please read
this document carefully to get acquainted with the product before installing and operating it.

About this System Manual


This is a common document providing detailed information and instructions for installing and configuring the
COSEC Access Control System hardware components as well as the software installation and configuration of the
COSEC application. This manual includes sufficient information to install and configure all the components of the
Matrix COSEC Access Control System.

The COSEC application is a powerful web based multi-user Access Control cum Time and Attendance system that
provides all the features required for medium to large size enterprises. A host of modules are available making the
COSEC application a comprehensive, menu-driven software application.

This system manual is a common documentation for all variants of COSEC Controllers - PANEL, DOOR Controllers
and their variants. This document is primarily for the hardware and software installation and configuration of the
COSEC application components. This manual also includes sufficient information to install and interconnect the
controllers on various network topologies.This manual must be read, and its contents clearly understood, before
proceeding with any work relating to the COSEC Web Application.

Intended Audience

This System Manual is aimed at:


System Engineers, who will install, maintain and support the COSEC system. System Engineers are
persons who are responsible for configuring the COSEC system to meet the requirements of the
organization/users. It is assumed that they are experienced in installing an Access Control System and are
familiar with the cabling of such systems. They are expected to be aware of how it works, and the various
technical terms and functions associated with it. The SE must have undergone training in the installation
and configuration of the COSEC system. No one, other than the System Engineer is permitted to make
any alterations to the configuration of the COSEC system.

System Administrators, who are persons who will monitor and control the COSEC system after
installation. Generally, an employee of the IT/HR department in an organization or establishment is

Matrix COSEC System Manual 1


selected as the System Administrator. It is assumed that the System Administrator has some previous
experience in configuring and deploying a security cum Time and Attendance system. The System
Administrators are not expected to setup and install the system hardware, but only the configuration of the
system including its functionalities and features, defining the access levels for various users and the
extraction of various reports.

Users, persons/organizations who will use the COSEC system. They may be executives, include
personnel of small and medium businesses, large enterprises, front desk and service staff of Hotels/
Motels, hospitals, and other commercial and public organizations/institutions.

Organization of this Document


This system manual contains the following topics:

Introduction - gives an overview of this document, its purpose, intended audience, organization, terms
and conventions used to present information and instructions.

Know Your COSEC - describes the system and its design, different network topologies, system
architecture, and the interfaces with COSEC web application.

Pre-Installing COSEC Devices - gives step-by-step instructions for pre- installing information for the
COSEC devices, selection of installation location, the safety measures for protecting the system and
persons handling the installation and maintenance, and packaging contents.

Getting Started with COSEC - provides information about Panel/Panel lite and Door terminals, describes
the COSEC modules and provides licence information.

Launching the COSEC application - provides a step by step instruction for installing the various
components required to run the COSEC application as well as the various components. This section also
includes instructions for launching the desktop and the web modules of the COSEC application.

Appendix - Contains additional information related to the document. These include Technical
Specifications of the Product, Glossary of terms, Product Warranty Statement, and Contact details.

How to Read this System Manual


This document is organized in a manner to help you get familiar with the COSEC system, learn how to install it,
connect it in various network topologies, connect the external devices, and power up the hardware systems. The
manual also covers the installation and configuration of the COSEC application and its dependent components.

This System Manual is presented in a manner that will help you find the information you need easily and quickly.

You may use the table of contents and the Index to navigate through this document to the relevant topic or
information you want to look up.

Instructions

The instructions in this document are written in a step-by-step format, as follows. Each step, its outcome
and indication/notification, wherever applicable, have been described.

2 Matrix COSEC System Manual


Notices

The following symbols have been used for notices to draw your attention to important items.

Important: to indicate something that requires your special attention or to remind you of
something you might need to do when you are using the system.

Caution: to indicate an action or condition that is likely to result in malfunction or damage to the
system or your property.

Warning: to indicate a hazard or an action that will cause damage to the system and or cause
bodily harm to the user.

Tip: to indicate a helpful hint giving you an alternative way to operate the system or carry out a
procedure, or use a feature more efficiently.

Terminology used in this System Manual


The technical terms and Acronyms used in this Manual are standard terms, commonly used in the access control
and Time and Attendance industry. However, considering the broad group of intended users of this manual,
wherever possible, use of jargon has been avoided.

The terms PANEL refers to COSEC PANEL, PANEL-LITE/VEGA PANEL -LITE refers to COSEC PANEL-LITE,
PANEL DOOR and DIRECT DOOR are used to refer the COSEC DOOR (including their variants) respectively. The
term device is a general term referring collectively to any or all of the above controllers.

In general Vega Panel-Lite is interchangeabily refered as Panel-lite.

Using this Manual in conjunction with the COSEC PANEL and DOORs Quick starts, we hope, you will be able to
set up, configure and make optimum use of this feature packed COSEC access control system.

Getting Help
Our online help will provide you with immediate and context-related help. Click on the Help button, found in all the
system windows. A help file will open up which enables the user to navigate to the relevant topic of interest. To get
a more focused and context sensitive help click on the ? symbol located on the upper right half of the web page.

Technical Support
If you cannot find the answer to your question in this manual or in the Help files, we recommend you contact your
system installer. Your installer is familiar with your system configuration and should be able to answer any of your
questions.

Matrix COSEC System Manual 3


If you need additional information or technical assistance with the COSEC system and other Matrix products,
contact our Technical Support Help desk, Monday to Saturday 9:00 AM to 6:00 PM (GMT +5:30) except company
holidays.

Phone +91 (265) 2630555, +91 8511173344

Internet www.MatrixComSec.com

E-mail Support@MatrixComSec.com

4 Matrix COSEC System Manual


CHAPTER 2 Know Your COSEC System

Time-Attendance defines the productivity of an organization and Access Control defines security of the valuable
assets. These two areas are inherently human-oriented, complex and challenging to automate. Productivity of any
organization depends on its effectiveness in putting the right people in the right place at the right time.

For this, Matrix COSEC provides a comprehensive, end-to-end Time-Attendance and Access Control Solution with
an adaptive, modular, scalable and function-rich Time-Attendance and Access Control solution designed for Small
Office Home Office (SOHO), Small and Medium Businesses (SMB), Small and Medium Enterprises (SME) and
Large Enterprises (LE).

Key features of COSEC Application Software are:

3-Tier Architecture
Real-Time Processing of Events
Latest Status View and Reports
Web-based, Multi-User Application
Live Monitoring and Supervision
Remote Views and Reports
Calender-Based Views
Automatic Finger Template Distribution
Past Adjustments of User Records

The Matrix COSEC is designed to deliver high level of flexibility at various levels such as

Physical Interfaces- RS485 and Ethernet


Door Controller Connectivity with Application Server- Direct or through Panel
Readers- Card, Finger and PIN in any combination

Variants of COSEC DOORs

The Matrix COSEC Door is available with the following configurations depending on the firmware resident on the
DOORs.
PANEL DOOR
DIRECT DOOR
All COSEC Doors are by default shipped with the DIRECT Door configuration. However, based on the mode set
while configuring the COSEC application the appropriate modes will be enabled on the Doors. In the event of the
Door being set in Panel mode the COSEC Panel downloads the Panel Door firmware to all the Doors on the
network whose MAC addresses have been defined in the Door Controller settings of the COSEC application as
explained later in this manual.

Matrix COSEC System Manual 5


PANEL DOOR
The PANEL DOOR, as the name suggests connects to the COSEC PANEL which in turn connects to the COSEC
Monitor application. A typical setup looks as follows.

PANEL DOORs COSEC PANEL


RS485

Ethernet Switch

PANEL
DOORs

DIRECT DOOR
The DIRECT DOOR, as the name suggests connects directly to the COSEC Monitor application. A typical setup
looks as follows.

Ethernet Switch

COSEC Application
/Database Server

DIRECT DOORs

Also DIRECT DOORs have limited functionality as compared to the PANEL DOORs. For a functionality-based
comparison of all COSEC devices, See Device Features on page 51.

For installation details on COSEC Doors, refer to COSEC Door Quick Start guides.

6 Matrix COSEC System Manual


System Architecture

The COSEC access control system has a layered architecture with intelligent components at each level.

At the top is the enterprise grade, web-enabled application server. As shown in the below figure, COSEC Software
can be deployed in three parts: Database Server, Web Application Server and Web-Clients. This gives the
flexibility to install these parts at one location or three separate locations.

COSEC Panel/ Panel-lite/Vega Panel-lite manages multiple door controllers and is a local bridge between the door
controllers and the COSEC application software.

Door Controllers and their readers are front end terminals, guarding and monitoring the entry and exit points.
However, for time-attendance applications, Door Controllers can be connected directly with COSEC application
software.

Matrix COSEC System Manual 7


The COSEC Access Control System is based on the Master-Slave architecture.

The COSEC Panel/Panel Lite/Vega Panel Lite(Panel LiteV2) is the central processing unit which acts as Master
and Door controllers act as Slave.

The Panel/Panel Lite stores complete user information, access policies, user events, door controller software and
all the connected door controller's configuration settings. The COSEC Panel is programmed to apply certain access
policies on users accessing the facility where the Access Control System (ACS) is installed.

Various Network Topologies

All PANEL Doors (up to 32) connected to PANEL on a RS-485 Loop

PANEL DOORs COSEC PANEL


RS485

Ethernet Switch

TCP/IP

COSEC Monitor

Up to 32

8 Matrix COSEC System Manual


Some PANEL DOORs & DIRECT DOORs connected to the PANEL on the Ethernet and all other PANEL DOORs
on the RS- 485 loop.

PANEL DOORs COSEC PANEL


RS485

COSEC Monitor

Ethernet Switch

DOORs

DIRECT DOORs PANEL DOORs

Connecting remote sites.

Ethernet Switch
COSEC
Application
Server

Internet
Router Router
PANEL
COSEC
DOOR PANEL
PANEL DOORs

Up to 32

Matrix COSEC System Manual 9


Typical Heterogeneous Network Topology

PANEL DOORs
RS485 Database Server
COSEC
Application Server/
Monitoring Station

Ethernet
Switch

COSEC PANEL

DIRECT DOORs PANEL DOORs

Up to 32

A maximum of 255 COSEC PANEL DOORs can be connected to a single PANEL in any combination. The
MSSQL Database can be installed on the same computer as the application and the monitoring software.

10 Matrix COSEC System Manual


Configuring and Using COSEC

To configure COSEC system for new user, follow the below mentioned steps. With this you will be able to configure
new user in COSEC, enroll the credentials and assign devices, shift-schedules, policies and groups to the user.

Step1: Create a user from User module.


Step2: Connect COSEC Device and add to the COSEC Web Server.
Step3: Assign Devices to User.
Step4: Enroll Credentials of the user.
Step5: Create and Assign Shift Schedule to the user.
Step6: Create and Configure Time Attendance Policies
Step7: Assigning Groups (Reporting, Leave, Week-Off) to the user.

Step1
From User module of Web server, add a user and select the type as T&A. Mention the Joining date and other
details of the user.
For Roster user see Roster section of the Manual.

Step2
Apply Power and Ethernet connection to the COSEC door.
Give available IP address to the door and set Server address and Port as the IP and Port of your computer where
COSEC Monitor is installed. You can get the IP and Port from COSEC Monitor Properties.
Eg: 192.168.104.122 is the IP address of your Device and 192.168.104.23 is the Server address and 11000 is the
Port.

Manual Addition
From Devices module in Web server, add the desired device by specifying its MAC address. Once the door is
connected, it will come Online and IP address will be automatically displayed.

The status of door connection can be viewed from COSEC Monitor and also from Device Status page of Devices
Module in Web Server.

Auto Addition
Enable Auto add New Devices from Global Policy of Admin Module. If you have set the server IP address in your
device then the device will be automatically added in the server.

Step3
Method1: To a Device Group, assign user/ users
Create Device Group from Devices> Masters> Device Group. Add devices to the group. Then assign the user to
the device group.
If Auto Assign new device to Device Group is enabled from Global Policy then new devices added to the COSEC
Server will be added automatically to the device group. And hence the user will be assigned to that device group.

Method2: To a Device, assign user


From Device Configuration> Additional> Assigned Users tab. Select the device from the device list to which the
user is to be assigned. Then select the particular user from the picklist and Save.

Matrix COSEC System Manual 11


Method3: To a User, assign device or Device Group
Create User. From User Configuration> Devices, assign Device group or individual device.

Step4
Enrolling when new user is created: Go to User Module> After creating the user, Select Credentials tab. Click
Enroll Credentials and select the door on which credential is to be enrolled. From here you can enroll the credential
directly on the door which will be later synced with other devices.

Enrollment of Multiple Users: When you have a device with you and want to enroll multiple users then go to
Users module> Credential Management> Enrollment. Select a Door on which you want to enroll one by one user
credential. Now select the user and perform enroll operation on device after selecting the type of enrollment.

Once the credentials are enrolled at one door, it gets automatically synced to other doors of the group. So the user
can access other devices installed at the premises.

Depending on the device/door available you can enroll the finger template, palm template or card for the user/
employee.
Finger Enrollment

Palm Enrollment

12 Matrix COSEC System Manual


Card Enrollment

Using COSEC Enroll: When a person(say Receptionist or HRD person) is assigned the role of enrolling credential
of new employees. Then the credentials can be enrolled using COSEC Enroll as the desktop application. Using
desktop application, you can easily enroll the finger/palm/card from the respective enrollment station. See COSEC
Enroll Manual for details.

Enrolling Smart Card for User:


1: Configure the device with Internal or External Reader: For Internal reader, connect the reader module inside
the device. For External reader, connect the 15 pin connector of door controller (Eg:Vega) with the connector of
Reader as shown below:

2: Configure the device profile for Reader: Make the configuration changes as per the physical connection of the
reader.
If you have connected Mifare reader, then select the card reader type as Mifare. Also ensure that you have Mifare
card for enrollment.

Matrix COSEC System Manual 13


Similarly make the configuration as per your reader selection.

Then select the card format from the picklist as per which the Parity, CSN and FC will be written on the card.

Card Personalization works for HID-iclass and Mifare cards only.

3: Enroll the Smart Card for user: Select the User> Credentials. Click on Enroll Credentials. Select the Door
where enrollment is to be done. For the enrollment type Smart Card, click Enroll and show your card on device. The
card will get enrolled after the successful enrollment. The card number will be shown in Access Card field.

Enrollment of Special Card: In a factory when workers want to use special function (for eg: Short leave), then
they can take the card which is enrolled for that special function and show to the device. In this way worker can
activate the short leave function on door using the special function card. Once the function is active, he can access
the door using his credential.

To enroll the special function card, Go to Users module> Credential Management> Enrollment> Special Card.
Select a door for which special function card is to be enrolled. You can enroll Read only card or Smart card for any
of the special functions available from the drop down list.

Step5
The user is assigned Shift Schedule, not the individual shift.

Creating Shift: First you have to create shifts eg: GS(General Shift), NS(Night Shift) etc. Define the timing of the
shift. You can specify the working hours required to complete half day and full day.

Break Details and Grace details for the shift can be specified.
If Break deviation is not allowed, then the break Late-in and/or break early-out can be added to total late-in and/or
total early-out respectively.

Create Shift Schedule Group: Add the required shifts to the created schedule group. You can specify the days
for a particular shift to repeat. Eg: a schedule group has GS and NS shifts in which GS shift repeats for 7 days and
NS shift repeats for 4 days.
Week-off days can be set in the shift. If both Off Day configuration and Week Off Group are defined for a user, then
week off will be given as per the Week Off group. See Step6 on page 15.

Assigning Shift Schedule to User: Select the User to whom the shift schedule is to be assigned.
Go to User Configuration> Access Control> Basic.
Select Shift Schedule to be assigned to the user. Then select Start Shift as the shift from which the schedule is
to be started.
You can also create holiday schedule from Shifts and Schedule module and assign it to the user.

Process Schedule: Finally Go to Shifts and Schedule module> Process>Monthly Schedule. Select the user and
the month for which shift-schedule is to be processed. If any existing schedule is available for the user, then you
can overwrite the same by current schedule by enabling the respective box.
After processing the schedule, you can view from Shift and Schedule module> Utilities> Monthly Shift Schedule.

14 Matrix COSEC System Manual


Step6
If you want to assign Time Attendance policies to user then Go to T&A module>Policies. You can configure various
policies as per you organization requirement.

Configure Attendance Policy: The Attendance Policy is the configuration of rules as per which attendance of the
employee is recorded and processed. For details see Attendance Policy

Configure Network hours and OT Policy: If you want to pay for the extra work hours of an employee, then you
must calculate overtime hours of the employee. For details see Network Hours and OT Policy

Configure Late-IN Policy: To allow the user for flexibility in late-incoming to the organization, you can configure
Late-IN policy and assign to the user. For details see Late-IN Policy

Configure Early OUT Policy: To allow the user for flexibility in going out early from the organization, you can
configure Early-OUT policy and assign to the user. For details see Early-OUT Policy

Configure Absentee Policy: When the Employee is Absent before or after Week off/Public holiday, then to
consider him as absent or not on the weekoff will depend on the configured Absentee Policy. For details see
Absentee Policy

Configure C-OFF Policy: If Overtime hours of an employee are to be rewarded by the C-OFF, then the C-OFF
policy can be configured and assigned to the user. For details see C-OFF Policy

For assigning new policies(other than Attendance Policy) to user from a previous date, Go to T&A
module> Utilities> Change Policy. Select a single user or multiple users and assign the desired policy to
the user.

To change Attendance Policy of the user, Go to User>Use Configuration> T&A> Policy.

Step7
Additional to the basic configuration described above, the user can be assigned Reporting Group, Leave Group
and Week-Off Group.

1) Creating Reporting Group: From User module> Reporting In-charge> Reporting Group, you can create a
group with 1 or 2 incharges. The users are then assigned this group. The authorization mode for the group can be
selected as Any1, Both or 1 then2.

Eg: Geeta, Dinesh, Aakash, Shruti and Khushbu are members of reporting group QA. The incharge1 is Shruti and
incharge 2 is Khushbu. The authorization mode is both and final authority in Incharge2. In this case any
application(leave application/ attendance correction/Cafeteria correction application) by user Geeta will require
authorization by both incharges. And final verdict will be given by incharge2.
In case of Any1 mode, authorization by any of the two incharges will be allowed.
In case of 1 then 2 mode, first incharge will authorize. Only after the verdict of first incharge or due to auto forward
the application will go to second incharge.

Assigning Reporting Group: Select the User to whom the reporting group is to be assigned.
Go to User Configuration> T&A> Group. Select the Reporting Group from the picklist to be assigned to the user.

Eg : The new user Sheetal is assigned the group QA. So Shruti and Khushbu who are incharges of QA group will
become the Reporting Incharges of Sheetal.

Matrix COSEC System Manual 15


2) Creating Leave Group: From Leave Management module> Leave Group
Create a new leave group and add the leaves in the group. But you must configure the leaves first.
If you Enable pro-rata for a leave group, then the leave will be given to the user as per the no. of working days.

Assigning Leave Group: Select the User to whom the leave group is to be assigned.
Go to User Configuration> T&A> Group. Select the Leave Group from the picklist to be assigned to the user.

Crediting Leave:
To avail the leave, the user must have leave balance. For this you must credit the leaves to the user. Go to Leave
Management> Balance Management> Credit/Debit/Encashment.
You can credit the selected leave to one/more user on monthly or yearly basis.
For a fixed value of leave, Pro-rata can be applied. This implies that the leave will be given as per the no.
of working days.
Eg: The user has joined a company on 21st of month. You are crediting 10 leaves but actually 3.5 leaves
will be credited to the user.

The rounding of credited leaves can be configured from Leave Rounding Parameters.

Using Accrual Policy, you can credit advanced leaves for monthly or yearly period in fixed mode (fixed
number of leave) or calculated mode (calculation based on attendance of previous month).

3) Creating Week-Off Group: From Shifts and Schedules module> Week Off Group
You can create week off group with two week-offs. The 2nd weekoff can be customised to give off for alternate
week or any particular week or all the weeks.
Eg: IT Company gives 2nd week-off as Saturday on all weeks so select Saturday as Off day2 and check all the
boxes. Some other company may give Off on second (W2) and fourth saturday (W4).

WO Rotation:
The week off group can have one or both week-offs rotating. This implies if Off Day 1 is Sunday and Off Day2 is
Friday and rotation count is 10 days. So WO Sunday will become Monday after 10 days. Eg: 1st July is
Sunday(WO-1). After 10 days i.e. on 11th July you will have WO on Monday(WO-1). Similarly WO-2 will be rotated.

WO Rotation will be disabled for Auto Week off assignment.

Assigning Week-Off Group: Select the User to whom the Week Off group is to be assigned.
Go to User Configuration> T&A> Group. Select the Week Off Group from the picklist to be assigned to the user.

For further configurations see the respective section of the system manual.

16 Matrix COSEC System Manual


CHAPTER 3 Pre - Installation Information

Installation Precautions
It is very important for the installer to read and understand all the instructions in this manual before starting the
installation process. For each stage in the controllers' installation and commissioning procedures a brief description
is given of its purpose, complete with detail drawings, flow diagrams and/or other graphics, wherever possible, to
make the instructions easy to follow. Before installing the Matrix COSEC Access Control Units, you must first
ensure that the following criteria have been met. Failure to do so may not only result in damage to the equipment,
but may also cause problems when commissioning the system and may adversely affect its performance.

Product Inspection
The COSEC Access Control Units are simple to install and commission if the procedures as described in this
System Manual, and the Installation and Commissioning sections of this manual, are followed.

Follow all installation instructions described in this manual. These instructions must be understood and
followed to avoid damage to the controllers and associated equipment.

Packaging Contents
Verify contents of the package shipped to you with the contents listed below. If any of the items is missing or
damaged, contact your Dealer/Reseller.

For the COSEC Device, following things are provided


Adapter
Cable Assembly
Wall Mounting Bracket
Two Screws M7/30
Two Screw Grips
Quick Start Booklet

Matrix COSEC System Manual 17


Checking the Controller for Damage
Before attempting to install your PANEL you should do the following:

1. After removing the PANEL from its packaging, and before you proceed with its installation, check for any
damage that may have been caused during transit. Any missing item/part or damaged component should
be reported immediately.

In the unlikely event that the PANEL has been damaged in transit, you MUST NOT install it but contact
your supplier for their returns procedure.

What to do if you Suspect the PANEL is Damaged


The procedure described below tells you what to do in the unlikely event that the supplied equipment has been
damaged after leaving the factory. However, if you have problems regarding the quality of any supplied order items
including the PANEL, its ancillaries or this manual, or items are missing, follow the procedure below.

1. If, after removing the PANEL from its packaging, a visual inspection reveals that it has been damaged, you
MUST NOT continue with the installation but contact your supplier for advice on what to do next.
Similarly, if the product is found to be faulty during installation contact your supplier immediately.

2. To aid your supplier you are requested to note all the details relevant to your complaint, clearly stating
details of any technical problems, date of receipt, packaging condition, etc. and forward this to your
supplier.

3. Where the product needs to be returned to your supplier, you are requested to use the original packaging
wherever possible.

Do's and Donts:


Prior to selecting a location for the COSEC PANELs and DOORs, Do make sure that:

a. The ambient temperature is in the range: +5 deg C to 35 deg C.

b. The relative humidity is between: 5% and 95% (non-condensing).

c. The COSEC PANELs and DOORs are wall mounted in a position which allows clear visibility of display
and easy access to operating controls. The height above floor level should be chosen such that the middle
of the COSEC PANEL is just above normal eye level (approximately 1.5 meters) while that of the COSEC
DOOR should be approximately 1.0 meter.

d. Do not locate the COSEC PANELs and DOORs where they are exposed to high levels of moisture.

e. Do not locate the COSEC PANELs and DOORs where there are high levels of vibration or shock.

f. Do not mount the COSEC PANELs where there would be restricted access to the internal equipment and
cabling/wiring connections.

18 Matrix COSEC System Manual


Safety Instructions
NEVER INSTALL THE EQUIPMENT DURING A LIGHTNING STORM!

The Installer should always take basic safety instructions to reduce the risk of fire, electric shock and injury to
personnel and system. The following points need to be taken into account:

1. The COSEC PANEL should be installed and used within a pollution free environment and at a safe and
secure indoor location.
2. The equipment is FIXED and PERMANENTLY CONNECTED and is designed to be installed by authorized
Service Persons only. The COSEC PANEL comes installed in a metallic cabinet.

3. Do not place the product at a location from where it can fall and cause damage to the product.

4. The product should be operated with appropriate power voltage supply as mentioned in the specification
sheet.

5. Cable splices can cause trouble. Make sure you measure your runs and order sufficient cable for unspliced
runs. If splicing is required, solder the splices together, rejoin the shielding the best you can, and restore
(heat shrink) the cable insulation.

6. Label each cable run and each individual wire. Make sure you don't cross cables at splices or junctions.
Color coded cable makes life easier and assures straight through connections.

7. Make sure the site's electrical system is properly grounded.

8. Internal wiring must be routed in a manner that prevents:

Excessive strain on wire and on terminal connections;

Loosening of terminal connections;

Damage of conductor insulation.

9. It is the end-user's and/or installer's responsibility to ensure that the disposal of the used batteries is made
according to the waste recovery and recycling regulations applicable to the intended market.

10. There are no serviceable parts within the equipment. For any issues or queries regarding the
equipment please contact your installer.

DISCONNECT POWER BEFORE SERVICING.

Matrix COSEC System Manual 19


20 Matrix COSEC System Manual
CHAPTER 4 COSEC Software
Installation

Before commencing the installation, make sure that the computers on which the software will be installed meet the
necessary requirements.

System Requirements
Typical system would be installed on a web server at a secured location. Make sure that the computer on which you
are installing the software meets the following requirements:

Operating Systems: Windows7 Proffesional and above

Processor: Recommended is dual core processor and above

RAM: Minimum available is 2GB

Hard disk: Minimum available is 40 GB

Screen resolution: Minimum Recommended is 1366 x 768

DVD/CD-ROM drive

Network Interface card: 10/100 Base-T network adaptor

Recommended IIS ver 6.0 or higher

Microsoft .Net Framework ver 4.0

Internet Explorer 8.0 or higher

Requires USB2.0 or higher Port for licence dongle

Please ensure that you have installed the IIS ver 6.0 or higher, prior to proceeding with the installation of
the application as described in the following section. The user needs to ensure that the .Net Framework
4.0 is installed only after the installation of the IIS component to enable appropriate registration of the
asp.net with IIS. To check if IIS is installed on the computer, open the web browser (Internet Explorer) and
type in http://localhost in the address field. The IIS home page should appear as shown in the following
section.

SQL database is supported for SQL server 2008 and above. Oracle database is supported for version 10g
onwards.

Matrix COSEC System Manual 21


22 Matrix COSEC System Manual
Installation Procedure

The installation of the COSEC application has to be undertaken in the following order:

1. Install IIS

2. Install .Net Framework ver. 4.0 (mandatory).

3. Install the other COSEC components.

In the event of an earlier version of the COSEC application being resident on the application server, the
installer would need to select the Reinstall option from the home page of the Matrix COSEC Installer utility
and reinstall the selected components.

Installing Prerequisites
The following Prerequisites should be installed (not included in setup) by user before running the COSEC
Installation Setup:

Microsoft SQL Server 2008 R2 SP2

Crystal Reports Runtime 13.0.x (For COSEC Web application Reports and Report Scheduler functionality)

1. For Installing Internet Information Services (IIS) click on Installing IIS on the Windows Operating System:
2. For Installing .Net Framework click on .Net Framework Installation
3. For Starting Microsoft SQL Server click on Microsoft SQL Server

Installing IIS on the Windows Operating System:


To install the IIS on the Windows operating systems, the administrator needs to open the Windows Features dialog
by performing the following steps. The figures depict the screens as they appear on the Windows 7 Operating
system as well on Windows 2008 Server. However, the same procedure may be followed to activate IIS on other
Windows Operating system.

To know about IIS installation procedure in different operating systems, read the Help topic from the
installation setup.

Matrix COSEC System Manual 23


Click Start Menu and select the Control Panel option as shown in the figure.

The Windows Control Panel appears as shown below. In the Windows Control Panel double click on
Programs and Features.

24 Matrix COSEC System Manual


The Control Panel Programs and features options are displayed.

Click on Turn Windows features on or off from the left-menu of Control Panel Home. You may receive
the Windows Security warning at this point. Click Continue to continue.

The Turn Windows Features on or off window will be displayed as shown below:

Matrix COSEC System Manual 25


The IIS default install features are shown as selected. Double click on Internet Information Services.
Additional IIS features will be displayed as shown.

Double click on Web Management Tools to view the available features. Check the boxes against the
features to be turned on as shown below.

26 Matrix COSEC System Manual


Double click on the IIS 6 Management Compatibility (Version depends on OS) and check the boxes
against the features as shown.

Now double click on World Wide Web Services and then on the Application Development Features
option. Check the boxes against the features as shown.

Matrix COSEC System Manual 27


After selecting the IIS features as described above, click OK to start installation. The following Progress
window will be displayed.

When the installation completes, the Windows Features dialog closes and you are returned to the Control
Panel.

In order to perform a quick check to verify that IIS is installed:

Start Internet Explorer web browser and enter the address http://localhost/
You should see the default IIS Welcome page.

IIS version may change depending on the software updation and Windows in your Computer. Here IIS 7 is
shown in below screen.

28 Matrix COSEC System Manual


COSEC Installer utility
The COSEC Installer utility consist of components as shown below to enable the installers to install the required
components of the application.

This Installer automatically checks the computer for the prerequisites required for the installation of the applications
prior to starting the installation process. Prior to running the Installer utility it is necessary to ensure that the logged
in user has administrator rights on the computers where the various COSEC components are to be installed.

The COSEC application requires the Microsoft .Net Framework ver 4.0 to be installed prior to its installation on the
application server. The COSEC Installer utility automatically detects the presence or absence of this component
and the same must be installed in its absence.

.Net Framework Installation


In the absence of the .Net Framework, user must install it before proceeding with installation.

Click on Install to install Microsoft .NET Framework. The Installation will begin as shown below:

Matrix COSEC System Manual 29


The COSEC Installer utility will install the prerequisite and then displays the Installation complete page as shown
below.

30 Matrix COSEC System Manual


Click on Finish and install the other components by clicking on Install from the Matrix COSEC Installer page as
shown below:

Click on Install to initiate the installation process. The warning for the presence of Annual Upgrade Package is
shown. If you are having this package then clicking on ok will allow you to install the COSEC setup.

The utility checks the computer for the following prerequisites before installing the following components:

COSEC Components Prerequisites

COSEC Security Service IIS ver 6.0 or higher, .Net Framework 4.0.

COSEC Web IIS ver 6.0 or higher, .Net Framework 4.0

COSEC Monitor .Net Framework 4.0.

COSEC Enroll .Net Framework 4.0.

COSEC Alerts .Net Framework 4.0.

COSEC VMM .Net Framework 4.0.

After checking for the presence of the above components the following window appears. The utility offers the
following installation options as shown.

Typical: Installs the minimum components required to run the application.


Complete: Installs all the components of the COSEC application.

Matrix COSEC System Manual 31


Custom: Enables the installer to select the components to be installed on a particular computer.

Select the appropriate installation option to continue.

The grid on the left displays the progress of the installation process. Click on the Exit button to close the COSEC
Installer. The Back button is provided and enables the user to go a step backwards in the installation process.

The Typical and Complete Installation option installs following components as shown in below figure:

32 Matrix COSEC System Manual


Click on the Install button to start the installation of the components.

The Custom Installation option provides flexibility in selecting the components to be installed by checking the
boxes against the relevant options and click on Next to continue. The page displaying the selected components
appears as shown. Click on the Install button to start the installation of the selected components.

Matrix COSEC System Manual 33


In the Custom installation, the COSEC Installer allows the user to configure the COSEC database installation
option as shown below:

Select the database server as MS SQL or Oracle.

SQL database is supported for SQL server 2008 and above and Oracle database is supported for version
10g onwards.

In the event of the MS SQL option the user can select the New Installation option if the SQL Server is to be
installed. If SQL server is already installed you can Use Existing.

Specify the Server address, username, password and database name.

Select the Authentication mode as SQL server or Windows authentication. In this the username and
password entered here are verified by the SQL server or the windows operating system respectively.

However, the first time this installer is run at a site, the administrator would first need to create the COSEC
database. The user needs to check the Create Database box in that event. However, in the event of an
already existing database, this box should not be checked. The installer will automatically upgrade the
database on completion of the installation.

In the event of using Oracle as the back-end database, the user has to procure and install the Oracle database
server and create a user with the following rights.

The requirements can be viewed by clicking Here link.

34 Matrix COSEC System Manual


Specify the server address and username and password to create the tables required for the COSEC application.

The Skip button is provided to enable the user to install or create the database later or on another computer. Click
on the Next button to continue with the installation.

The Matrix COSEC Installer will install all the selected components based on the installation option and displays
the installation status as shown.

On completion of the installation process the COSEC Installer automatically creates the COSEC database on the
MSSQL database server.

If you are upgrading the COSEC version, then after the completion of installation you can take the backup of
database before upgrading the existing database. Click Yes to backup the database at the path :
<Directory path from where DB Utility is launched>\Backup\ folder

Matrix COSEC System Manual 35


If database backup is not required, then click No. In this case database will get upgraded directly and shown as
below:

Click on OK. The Installation completed window appears. Click on the Exit button to close the utility as shown
below:

However, the first time this installer is run at a site, the administrator would first need to create the COSEC
database. Click on the blue link Click here as shown above to create the database. The Database utility page
appears as shown below:

36 Matrix COSEC System Manual


The user needs to select the Setup-Create/Upggrade Database to create the new database.
For more details on creating and upgrading database, see COSEC DB Utility System Manual

Microsoft SQL Server


Now the installer needs to enable the appropriate protocols from the SQL Server Configuration Manager to allow
the connectivity to the SQL server. Navigate to the Microsoft SQL Server 2008 R2 option from the Start button on
the Windows desktop as shown.

Matrix COSEC System Manual 37


Go to Microsoft SQL Server 2008 R2 Configuration Tools SQL Server Configuration Manager option as
shown in the figure.

The SQL Server Configuration Manager page appears as shown below:

38 Matrix COSEC System Manual


Double click on the Protocols for SQLEXPRESS option in the left pane. The protocol options appear in the right
pane as shown.

Right click on the TCP/IP option in the right pane and select the Enable option. The System will prompt that the
changes have been saved but it will take effect only after the service is restarted. Click OK to continue.

Select the SQL Server Services in the left pane. Restart the SQL Server and the SQL Server Browser services
by right clicking on the options and selecting the Restart option as shown below:

You are now in a position to proceed with the running of the COSEC Database Utility.

Creating user in Oracle database


In the event of using Oracle as the backend database, the user has to procure and install the Oracle database
server and create a user with the following rights:

Create Table
Create Any Table
Alter Any Table
Select Any Table
Drop Any Table
Create Sequence
Select Any Sequence
Create Any Sequence
Drop Any Sequence
Create Session
Create View
Drop Any View

Matrix COSEC System Manual 39


Running the COSEC Database Utility
The COSEC application has one common Database utility for creation of a new database, upgradation from an
older version as well as registry setting. The setup for this utility is integrated with the COSEC Installer utility.

The installer can now run the Database utility on all the computers where the various COSEC components have
been installed to set the database connection parameters. However, the first time this utility is run at a site, the
installer would first need to create the COSEC database on either the MS SQL or the Oracle database server as
per the site requirements.

In order to run the utility, go to the windows desktop of the application server and click on the Start button. Navigate
to the Database Utility from Programs> Matrix> Cosec> Database Utility

For more details on Configuration with Database Utility, Refer to Matrix Cosec DB Utility Manual.

The administrator needs to ensure that the COSEC USB dongle key has been inserted in the USB port of
the application server prior to the launching of the COSEC application. However, in the event of the
security service being installed on another computer on the network, the user has to add the following
string in the appsettings section of the web config file in the COSEC web application folder. For details
See Accessing Social Security Service (Dongle) on page 67.

<add key="SecurityDongleUrl" value="http://ipaddress of security service computer/


MatrixSecurityService/DongleSecurity.asmx"/>

The Database Connection settings utility will also have to be run on the COSEC Monitor PC and the same
database settings need to be set. However, this would only be required in the event of the Monitor
application being installed on a computer other than the COSEC application server.

The administrator needs to ensure that the COSEC web application folder is shared on the network while
using the Database Utility from a remote computer. The sharing may be removed on completion of this
configuration.

40 Matrix COSEC System Manual


CHAPTER 5 Getting Started With COSEC
Devices

The Matrix COSEC Application is truly scalable, allowing a customer to start with smaller configuration and expand
step-by-step as the organisation grows. One PANEL(Site Controller) can control from 1 to 255 Door Controllers. An
Enterprise can deploy up to 1000 such PANELs and 10000 Door Controllers, managing over 1 million users.

The COSEC Panel is designed to operate off-line, making access control decisions independently from a PC or
other controlling device. It can also be connected to a host computer for system configuration, alarm monitoring
and direct control. Connectivity to the host computer is accomplished via TCP/IP network connection. Another key
feature of the Matrix COSEC Panel is its completely distributed database. All information regarding cards, time
zones, relay control and alarm points are loaded into its memory, enabling the unit to operate independently of any
other equipment.

The COSEC PANEL/PANEL LITE and its variant is designed to support following major features.

PANEL is a stand alone unit with multiple PANEL Door that work as slave controllers.
Finger Print templates storage on PANEL for easy replacement of door controllers.
PANEL communicates with RS-485 and Ethernet interface with PANEL Doors simultaneously.
PANEL Doors IP address assignment and configuration through PANEL.
Automatic Door firmware upgrade from PANEL.
Automatic verification of Doors' firmware at start-up.
Degraded Mode support on PANEL Doors for Exit by default and for Entry through configuration
selection.
Network clock synchronization of all PANEL Doors with PANEL.

Matrix COSEC System Manual 41


Specification COSEC PANEL/ PANEL LITE

Total Door Controllers supported 255

Door Controllers supported on 255


Ethernet

Door Controllers supported on RS 32


485

User database support 25,000 users per Panel/Panel lite

No. of Events that can be stored in 5,00,000 Events


the memory

The COSEC DOOR is designed to support following major features.

The COSEC Door can be configured as a PANEL Door or DIRECT Door.


COSEC doors support a 128 x 64 pixel LCD display as well as a 16 key cap sense type keypad. However,
the Panel doors are available in variants without the LCD display and Keypad (Standard Panel Door).
Panel Doors depend on the PANEL for configuration while DIRECT Doors are configured directly from the
COSEC application platform.
DIRECT DOORs have limited functionality as compared to the PANEL DOORs

The basic configuration of COSEC Doors is given in following topics links.


Degraded Mode
Connecting the COSEC RF Module
Connecting the Door Locking Device
External Reader Wiring
Powering the COSEC DOOR
Setting the IP Address of the Direct DOOR
Default Initialization of the DOOR
Connection Diagram for the COSEC DOOR
Connection Diagram for COSEC PANEL DOOR (Standard)

42 Matrix COSEC System Manual


Degraded Mode

System will Switch into


Degrade Mode

The Degraded mode of PANEL DOOR can be defined as a mode of operation, where the DOOR starts working in
standalone mode.

This mode will allow users to have access to controlled area by providing their credentials. However the user
access rights are not verified while allowing the access to these areas and hence it is known as Degraded Mode.

In degraded mode, the PANEL DOOR performs the following functions.

1. Read the user credentials through any of its reader ports. If required communicate with user for further
inputs (Card with FP stored on card for 1:1 match)

2. Identify the user based on credentials provided by user.

3. If request is for exit, allows user without any validation.

4. If request is for entry, then identify the user as a valid user for the facility.

In case of Proximity cards with FC, user is identified as collective users allowed.
In case of smart cards/FP templates, the user is identified with user ID, FC, ASC and hence the user is
individually validated with enhanced security.

5. Store all events in non-volatile memory and send it to COSEC PANEL on restoration of network.

6. Monitor the door sense and activate the Door Relay according to degraded mode settings received.

The degraded mode has to be enabled at the PANEL (Advance Parameters) as well as the Access Zone
level for the PANEL DOOR to be able to operate in this mode.

Connecting the COSEC RF Module

The COSEC DOOR enclosure has a connector for connecting the COSEC RF module. This female connector is
located on the rear of the enclosure. The RF module has a corresponding male connector as shown. Place the RF
module in the slot provided on the back of the door enclosure and apply a gentle pressure on the module and
ensure that it is set properly in the slot.

Matrix COSEC System Manual 43


Connecting the Door Locking Device
The relay NO, COM, NC and +12VDC terminals for the Door lock are located at terminal nos. 21 through to 24 on
the top right of the COSEC DOOR terminal strip. The locking device output is controlled by the software according
to preset parameters for allowing access or unlocking doors according to schedules and access levels.

The NO or NC output can operate DC powered locking devices such as electromechanical strikes and Magnetic
Locks. The maximum permitted current is 250mA @ 12VDC per output. For locks of higher capacity an external 24
VDC power supply has to be used as shown.

Door Magnet
T2 T2
COM 21 Door Magnet 0V 21
NC +12V
NO NC
+12V COM
0V NO
0V NC

Door Magnet 0V 21
COM 21 +12V Door Magnet
NC NC
COM
NO
NO
NC
12V/24V
Using an External Power Supply 12V/24V
Using an External Power Supply

In order to use the 12VDC power supply from the COSEC DOOR, short the +12V and the COM terminals
prior to connecting the NC/NO and the 0V (terminal 25) to the Door locking device as shown in the above
figures.

44 Matrix COSEC System Manual


Terminal no. Wire Color Connects to Door Terminals

C5-1 Blue COM

C5-2 Yellow NC

C5-3 Orange NO

C5-4 Red Power Out +

C5-5 Black Power Out -

C5-6 Black Power Out -

C5-7 Brown Lock Tamper IN+

C5-8 Black COM

C5-9 White Door Status IN+

C5-10 Black COM

External Reader Wiring


The COSEC DOOR supports a maximum of 3 readers (2 internal and one External). The External reader port
supports a single reader with Wiegand / Serial interface. To fully utilize Wiegand reader port, a shielded 13-
conductor cable (18-22 AWG) is required. The maximum recommended length of wiring is 500 feet per reader. The
COSEC system offers the following external reader options:

HID Prox Reader R10 (Wiegand)


HID Prox Reader RW10 (Wiegand / serial)
COSEC Reader RFR (Serial)
COSEC Reader FPR (Serial)

Connecting the Wiegand HID R10 / RW100 Prox Reader: The HID R10 and RW100 readers come with the
Pigtail option which has color coded conductors as specified in the following connection diagram:
T1
1 COM
NC
NO
Red
Rdr pwr
Black GND
Green D0
HID R10/RW100 White D1
Reader Orange DATA RTN
Brown Green LED
Yellow Red LED
Blue Beeper
Hold
COM
Tamper
RS-232 R
RS-232 T
Status LED
Alarm LED
Exit SW
20 COM

Matrix COSEC System Manual 45


In the absence of the pigtail option on the RW100 reader the following are the connection diagrams for the serial
and the Wiegand readers.

Serial Reader Wiegand Reader


P1 P2 P1 P2
Beep 1 7 GPIO1
Grn 2 6 GPIO2
P2 7 6 5 4 3 2 1 RTN 3 5 OC/Tmp
+VDC 4 4 D1
P1 1 2 3 4 5 6 7 Shld 5 3 D0
Red 6 2 GPIO3
Hold 7 1 GPIO4

Terminal Strip of Terminal Strip of


RW100 RW100

20
1
T1

D1
COM

DATA RTN

COM

COM
Hold
D0
NC

GND

Green LED
Red LED

Status LED
Alarm LED
NO

Exit SW
RS-232 R
RS-232 T
Rdr pwr

Beeper

Tamper

Terminal Strip of Door Controller

Connecting the red wire lead (or power lead) of a 5 VDC reader to the 12 VDC terminal may damage the
reader. Refer the reader installation procedure for proper power connection.

For further connection details on External Readers, Refer COSEC DOOR Quick Start.

Powering the COSEC DOOR


The COSEC DOOR can be powered using any one of the following three options:

Connect the adapter giving an output of 12VDC @ 1A-1.5A to the terminals 39 and 40 on the COSEC
DOOR Controller Unit.
A 2 conductor cable can be drawn from the terminals on the power supply unit and can ne connected to
the terminals 39 and 40 of the DOOR terminal strip.
Connect the two cables coming from the Matrix PSBB - Universal Mains Power supply(13.8 VDC @ 2A)
with Battery Backup to the terminals 39 and 40 of the DOOR controller.

On powering up the COSEC DOOR it goes through the power on sequence and displays the booting message
along with the following information:

Matrix Logo
Firmware Version
RS-485 address as set on the DIP switch of the DOOR
Mac address of the DOOR (Note the address to be used in COSEC application)
Hardware Version of the DOOR

46 Matrix COSEC System Manual


Setting the IP Address of the Direct DOOR
There are two ways to configure the IP Settings of the Direct DOOR:

From the Direct DOOR Display


After powering up the Direct DOOR, the user need to navigate to the Admin option using the keypad and display.
Navigate to Admin > LAN Settings > IP. Change the IP by pressing 1 on keypad and enter the new IP.

From the Direct DOOR Web Page


Type http://192.168.50.50 in the Address field of internet browser. Enter admin as default user and password to
login to the COSEC DOOR Web page. Navigate to Network Configuration and change the IP settings.

Default Initialization of the DOOR

The COSEC DIRECT DOOR configuration comes with three DIP switches on the rear of the DIRECT DOOR as
shown which can be used to initialize the IP settings, Password and System Parameters of the DIRECT DOOR
to factory defaults.

IP, Password and System


settings default reset DIP
switches (1, 2 and 3)

The DOOR reconfigures its network settings to the factory defaults whenever the DIP Switch number 1 is set to the
ON position and the DIRECT DOOR is powered up again.

Use the Network Defaults DIP switch (1) to correct potential errors in a DIRECT DOOR's network configuration. In
order to reset the IP address of the DIRECT DOOR to default settings:

Power down the DOOR.


Set the DIP Switch no. 1 to ON position.
Power up the DOOR.
The DOOR goes through the IP default process and indicates on the display that the IP has been
defaulted.

The IP address settings of the DOOR are now set back to default as follows:

DOOR IP address: 192.168.50.50


Subnet Mask: 255.255.255.0

Push the DIP switch 1 back to Off position to ensure that the IP does not go back to default again the next time you
power up the DOOR.

Similarly, DIP Switch no. 2 and 3 are used for resetting the Password and the system parameters respectively by
following the same procedure as enumerated above.

Matrix COSEC System Manual 47


Please use the System default setting only in exceptional cases as it will erase all configuration and event
data from the DOOR.

Connection Diagram for the COSEC DOOR

T1 Terminals of DOOR 1 T2
1 COM COM 21 Door Magnet
NC NC
NO NO
Red
Rdr pwr +12V
Black GND 0V
Green D0 0V
White D1 Lock Tamper
External Reader Orange DATA RTN COM
Brown Green LED Door STS In+ Door
Yellow Red LED COM Contact
Blue Beeper Aux In+
Hold COM
COM A
Loop
Tamper B
In
RS-232 R Shield
RS-232 T A
Loop B
Status LED
Out
Alarm LED Shield
Exit SW +12VDC
T Rex
20 COM 0V
40

48 Matrix COSEC System Manual


Connection Diagram for COSEC PANEL DOOR (Standard)

Color code mapping for the Wire-to-Board Connectors of Wireless and PVR DOOR

Terminal C2 (External Reader)

Terminal no. Wire Color Connects to


C2-1 Violet Alarm LED

C2-2 Light Brown Status LED

C2-3 Grey RS232 Tx

C2-4 Pink RS232 Rx

C2-5 Light Blue Tamper

C2-6 White Red COM

C2-7 Blue Hold

C2-8 Yellow Beeper

C2-9 Brown Red LED

C2-10 Orange Green LED

C2-11 White Blue DATA RTN

C2-12 White Wiegand Data1

C2-13 Green Wiegand Data0

C2-14 Black Ground

C2-15 Red Reader Power

Matrix COSEC System Manual 49


Terminal C3 (Exit Switch)

Terminal no. Wire Color Connects to


C3-1 White Exit Switch IN+

C3-2 Black COM

Terminal C4 (AUX I/O)

Terminal no. Wire Color Connects to


C4-1 Brown AUX Relay COM

C4-2 Blue AUX Relay NC

C4-3 Yellow AUX Relay NO

C4-4 NA Unused

C4-5 White AUX IN+

C4-6 Black COM

Terminal C5 (Door Lock Connectors)

Terminal no. Wire Color Connects to


C5-1 Blue COM

C5-2 Yellow NC

C5-3 Orange NO

C5-4 Red Power Out +

C5-5 Black Power Out -

C5-6 Black Power Out -

C5-7 Brown Lock Tamper IN+

C5-8 Black COM

C5-9 White Door Status IN+

C5-10 Black COM

50 Matrix COSEC System Manual


Device Features

Features and functionality supported by the different COSEC doors and panels are listed in the table below:

Direct Doors Vega


Panel/ Panel- Vega
Sr. Feature Name / Panel
V2 e- Wire Panel- Lite Panel
No Product Door Door Path PVR Vega Door
Cante NGT less Lite (Panel Door
V1 V2 Controller Door Door
en Door lite V2)

1 2-Person Rule
2 Absentee Rule
3 Access Group
4 Access Level
5 Access Modes
6 Access Policies
7 Access
Request
Response
(ARR)

8 Access Route
9 Access Zone
10 Additional
Security Code

11 Anti Pass Back


12 Auto Alarm
Acknowledge

13 Auto Relock
14 Aux IN
15 Backup and
Update

16 Blocked User
17 Buzzer Mute
18 Communication
with ACMS

19 CDC Exit
Reader Support

20 Daylight Saving
Time

21 Date and Time


22 Dead Man
Zone

23 Default
Configuration

Matrix COSEC System Manual 51


Direct Doors Vega
Panel/ Panel- Vega
Sr. Feature Name / Panel
V2 e- Wire Panel- Lite Panel
No Product Door Door Path PVR Vega Door
Cante NGT less Lite (Panel Door
V1 V2 Controller Door Door
en Door lite V2)

24 Degraded
Mode

25 DND Zone
26 Door Alarm
Configuration

27 Door Controller
Configurations

28 Door
Monitoring and
Control

29 Duress
Detection

30 DVR / NVR
Integration

31 Cafeteria N.A N.A


32 Enrollment
33 Event
Configuration

34 Facility Code
35 First IN User
Rule

36 Functional
Groups

37 Function Key
38 Display
Greeting
Message

39 Greetings
(NGT) (Image+
Audio)

40 Guard Tour
41 Holiday
Schedule

42 Input /Output
Ports & Linking

43 Inter Digit Wait


Timer (IDWT)

44 Login Access
Privileges

45 Mantrap
46 Master Slave

52 Matrix COSEC System Manual


Direct Doors Vega
Panel/ Panel- Vega
Sr. Feature Name / Panel
V2 e- Wire Panel- Lite Panel
No Product Door Door Path PVR Vega Door
Cante NGT less Lite (Panel Door
V1 V2 Controller Door Door
en Door lite V2)

47 Menu
48 Mobile
Broadband

49 Network
Settings

50 Network
Interface
Priority

51 Occupancy
Control

52 Palm Predictive
Algorithm (per
user per
template)

53 Panel Route
Access

54 Password
55 Password
Change from
monitor

56 Request To Exit
57 RS-485
Assignment
(manual)

58 RS-485
Assignment
(auto)

59 Shift Schedule

60 Smart Card
Based Route
Access

61 Smart
Identification

62 Soft override

63 Special
Functions

64 System Timers
65 Tamper
Detection

66 Time Triggered
Function

Matrix COSEC System Manual 53


Direct Doors Vega
Panel/ Panel- Vega
Sr. Feature Name / Panel
V2 e- Wire Panel- Lite Panel
No Product Door Door Path PVR Vega Door
Cante NGT less Lite (Panel Door
V1 V2 Controller Door Door
en Door lite V2)

67 Time Stamping
68 Time Zone
69 UHF Reader
Support

70 USB Flash
71 Use Count
Control

72 User
Configuration

73 VIP Access
74 Visitor
Management

75 Voice Guidance
76 Wireless
Connection

The Access Level function in Direct Door would come into picture only with smart secure access.

Access Modes for Panel and Panel-Lite are applicable at zone level, while for Direct Doors, they
are applicable to the particular Direct Door only.

Direct Doors have limited Access Policies applicable as compared to Panel Doors.

Buzzer and LED Cadence are different for Path Controllers and other doors.

Any finger supporting variant of Path controller will not be supported in PVR Panel Door

The Degraded Mode feature needs to be enabled for Panels at the zone level, but comes into use
in Panel Doors only.

V1, V2 and V2 Cafeteria Direct Doors can be converted into Panel Doors by manual RS-485
address assignment.

NGT has 6 digit password field whereas all other door has 4 digit password field.

Tamper Detection is present in Panel and not in Panel-Lite.

54 Matrix COSEC System Manual


Network Configuration

The COSEC PANELS and DOORs come with the following networking options:

TCP/IP
RS485

However, in the event of the DOOR being configured as a DIRECT DOOR, only the TCP/IP option will be available
for communication. The DIRECT DOORs communicate directly with the COSEC Monitor application over the TCP/
IP network while the PANEL DOORs communicate with the PANEL over the TCP/IP network or the RS485 loop.

Connecting the PANEL DOOR to the RS-485 Bus


The PANEL DOORs are linked together through their RS-485 Loop in and Loop Out terminals in the event of a
RS485 loop connection with the COSEC PANEL. The interface allows the wiring of a Multidrop communication
network of up to 4,000 feet (1200 m) in length from the last PANEL DOOR to the COSEC PANEL. Only one host
COSEC PANEL per RS485 loop is supported as shown in the following figure.

PANEL PANEL DOOR PANEL DOOR

RS485 Loop In RS485 Loop Out RS485 Loop In RS485 Loop Out
Shield

Shield

Shield

Shield

Shield

A B A B A B A B A B

B
A

The RS-485 communication loop should be wired using a two conductor cable (see cable specifications Belden
1227A or equivalent). The RS-485 loop can operate from 1,200 to 115,200 baud, under normal conditions. The
baud rate depends on the loop length and the environment. DIP switch positions 1-5 are used to select the
Controller's address on the network. Refer to Table 1 for DIP switch setting information.

Switch SW3 is provided at the bottom right on the rear face of the Premium DOORs for supplying end-of-line
termination for the RS-485 network. The board ships with the switch in the non-termination mode. Push the switch
to the ON position on the last Controller in the RS485 loop to provide end of line termination. Similarly on the
Standard DOOR Models the switch is located just above the terminal strip on the rear face of the DOOR.

0 is ALSO a valid address for a DOOR controller in the RS485 loop.

Matrix COSEC System Manual 55


DIP Switch Settings: Table 1

S1 S2 S3 S4 S5 Controller Address

Off Off Off Off Off 0

On Off Off Off Off 1

Off On Off Off Off 2

On On Off Off Off 3

Off Off On Off Off 4

On Off On Off Off 5

Off On On Off Off 6

On On On Off Off 7

Off Off Off On Off 8

On Off Off On Off 9

Off On Off On Off 10

On On Off On Off 11

Off Off On On Off 12

On Off On On Off 13

Off On On On Off 14

On On On On Off 15

Off Off Off Off On 16

On Off Off Off On 17

Off On Off Off On 18

On On Off Off On 19

Off Off On Off On 20

On Off On Off On 21

Off On On Off On 22

On On On Off On 23

Off Off Off On On 24

On Off Off On On 25

Off On Off On On 26

On On Off On On 27

Off Off On On On 28

On Off On On On 29

Off On On On On 30

On On On On On 31

56 Matrix COSEC System Manual


Ethernet Connectivity with the COSEC PANELS and DOORS
If the COSEC controllers are used in a LAN-enabled corporate setting, use the RJ-45 Ethernet port to connect the
controllers to the corporate network. This method uses the existing network cabling for data exchange between the
Application server and the COSEC PANEL and the DIRECT DOORs as well as between the COSEC PANEL and
PANEL DOORs.

Database Server
COSEC
Application Server/
Monitoring Station

Ethernet
Switch

COSEC PANEL

DIRECT DOORs PANEL DOORs

The COSEC PANELs as well as the DOORs come with an on-board RJ-45 Connector.
The PANELs come factory configured with a default IP address of 192.168.50.1 while the DIRECT DOORs come
pre-configured with a default IP address of 192.168.50.50.

However, in the event of the DOORs being configured as PANEL DOORs, the IP addresses are assigned by the
COSEC PANEL based on the Slave network parameters.

In order to change the IP address of the COSEC PANEL in line with the site requirements, change the IP settings of
one of the computers on your LAN to 192.168.50.x (where x can be any number from 2 to 254) by following the
steps as described hereunder:

Connecting the COSEC PANEL to the Monitoring PC


1. Connect your computer's Ethernet port and the PANEL's Ethernet Port by using either of two below
mentioned methods:

Option 1: Connect both the computer's Ethernet port and the PANEL's Ethernet port to an Ethernet hub
with standard straight-through Ethernet patch cables.

Ethernet Port

PANEL
CAT5 Cable

Ethernet Switch

Matrix COSEC System Manual 57


Option 2: Connect the computer's Ethernet port directly to the PANEL's Ethernet port with an Ethernet
straight/crossover cable. A crossover cable is a cable that maps all output signals on one connector to the
input signals on the other connector. This allows the computer and the PANEL to perform full-duplex
Ethernet communication.

PANEL
Ethernet Port

Ethernet Crossover Cable

2. Configure the computer's network connection:

a. Select Start Settings Control Panel from the Windows Desktop.

b. Click Network Connections. The Network Connections window appears.

c. Identify your local Ethernet connection (commonly labeled Local Area Connection), and click the icon
to display the Local Area Connection Status window.

d. Click on the Properties button to display the Local Area Connection Properties Window.

e. Select the Internet Protocol (TCP/IP) option.

58 Matrix COSEC System Manual


f. Click Properties to display your system's current Internet Protocol properties.

g. Click on Advanced to access the Advanced TCP/IP Settings window as shown below.

h. Click on Add in the above window and enter 192.168.50.x in the IP address field where x can be any
number from 2 to 254.

i. Enter 255.255.255.0 in the Subnet mask field.

j. Click on Add to add the IP address to the list.

Click OK to save the settings.

Matrix COSEC System Manual 59


COSEC Application Platform

The COSEC application platform consists of the following components:

COSEC Monitor (Online Monitoring & Control)


The COSEC Monitor component communicates with the COSEC PANELs and the COSEC DIRECT DOORs for
getting event data as well as updating the PANELs and the DIRECT DOORs with the data from the COSEC
database. It is an online desktop application which is supposed to be running continuously. Any configuration
changes made from the COSEC web application will be downloaded to the PANELs and DOORs only if the
COSEC Monitor application is up and running. It can be installed on the database server or on the application
server.

COSEC Web Application


The COSEC web application module is used for different activities like master data creation, configuration,
performing various transactions, processing and exporting data and taking reports. An MSSQL database exists at
the backend which contains all the information required by the different modules. Both the components will get data
from, and update data to the database as and when required.

The COSEC application platform has been partitioned into different modules to cater to the specific end user
requirements.

60 Matrix COSEC System Manual


Licensing Information
The COSEC Application Platform has been categorized under the following licensing pattern based on the number
of application users and DOOR capacity. In addition to the above, the users can opt for the following modules at the
time of placement of orders.

Platform/Basic Licence - Admin + User + Device


T&A Licence - Basic + T&A + Shift + Enterprise + Leave
ACS Licence -Basic + Access Control
Roster Licence - Basic + Roster + Enterprise
ESS Licence - Used with T&A or Cafeteria
Cafeteria Licence - Basic + E-Cant
VMS Licence - Basic +VMS
CWM Licence- Basic +CWM including CSS+ Enterprise (CWM is recommended with T&A Licence)
VAM License- Basic + Access Control + VAM
JPC License- Basic + T&A + JPC
FVM License- Basic + T&A + FVM

In the event of the Basic COSEC platform license, the following options will be available on the home page after
logging into the web application.
Admin
Users
Devices

With the Access Control add on module the following options will be available on the home page after logging into
the web application.
Admin
Users
Devices
Shifts & Schedules
Access Control

The COSEC home page with only Time and Attendance add on module will have the following options available
on the home page after logging into the web application.
Admin
Users
Devices
Shifts & Schedules
Time & Attendance
Leave management

The Leave Management module comes along with the Time and Attendance module and enables you to perform
the following operations:

Define Leave Policies


Leave Opening Balance management
Record Leave Adjustment transactions
Record Leave Encashment transactions
Leave application and approval
View Reports

Matrix COSEC System Manual 61


The Visitor Management module enables you to perform the following operations:

Visitor Pre-Registration
Maintain record of Blocked and Frequent Visitors
Create Visitor E-Pass and Paper Pass
View Reports

The Roster module needs the Time and Attendance module as a prerequisite and enables you to perform the
following operations:

Define departments
Define Shifts
View and Edit User Roster Plans
Copy roster plan to multiple users
Export attendance data in predefined XML format

The Contractor Worker Management needs the Time and Attendance module to monitor contractor and workers
and enables you to perform the following operations:

Assign work orders to contractors


Add and enroll contract workers and manage their credentials
Manage worker assignments
Approve, Reject, Blacklist contract workers
Monitor daily and monthly work

The Vehicle Access Management module enables to manage vehicles of Contractors vehicles, Visitors vehicles,
Employees vehicles and Company owned vehicles.

The Job Processing and Costing Module enables to Create Project and Add Phases and Jobs to it, Assign Users
to various Jobs. Also Monitor Daily Jobs and Users Time sheet.

The Field Visit Management Module enables to create task, assign task and location to some time slot. And
monitor the user visiting the field.

62 Matrix COSEC System Manual


A full blown COSEC application license will have the following home page.

Thus, with the addition of module licenses, access to the various options are enabled.

COSEC PLATFORM Selection

COSEC/
PE GE ME LE
Functions supported

Customer Segment SOHO SMB SME Large Enterprise

Maximum Users 100 500 1000 1 Million

Maximum Door Controllers 4 16 32 10,000

Users/ Door Controllers


100 500 1,000 25,000
(PANEL-LITE)

Users/ Door Controllers


100 500 1,000 2,000
(Direct Door Controller)

Compatible Hardware All COSEC Door Controllers, Readers and Panel-Lite

Active Visitors Per Door


100 500 500 500
Controller (PANEL-LITE)

Active Visitors Per Door


Controller (Direct Door 20 100 100 100
Controller)

Upgrading the COSEC License


The COSEC application is shipped with a basic license as per the category ordered for. In order to extend the
functionality or upgrade the number of users available under a category as explained above, the Matrix channel
partner has to follow the instructions as outlined hereunder.

Matrix COSEC System Manual 63


Before upgrading, note the current license key from the License Information page of Admin Module.

The upgrade of the existing license is done online by entering the following URL in your browser.
http://www.matrixcomsec.com/MatrixLicense/

The Login User name and Password will be provided by License Support team.

For more information, Contact Matrix Technical Support.

64 Matrix COSEC System Manual


CHAPTER 6 Launching the COSEC
Application

There are three components in the COSEC application:

COSEC Web server application

COSEC Monitor Service

COSEC Monitor UI application

For more information on COSEC Monitor, See Starting COSEC Monitor Application on page 67.

To launch the COSEC Web server application, you need to start the Internet Explorer web browser and type in:

http://(server name or server IP)/Virtual directory name

For e.g. http://appserver/cosec or, http://192.168.1.62/cosec

The COSEC login page appears as shown:

Type in one of the default User Names in the Login ID field which are as under:

User Names:
sa: System Administrator (has unlimited access rights)
se: System Engineer (has access rights limited to access control and back up related pages)
so: System Operator (has the minimum access rights)

When any of the system account users login for the first time, they need to enter just the username and directly
click on Login. The password setting page appears to set the password.

Matrix COSEC System Manual 65


The default Password for new user and upon password reset will be the user id itself. The option
Remember Me remembers the password.

The user needs to enter the password they want to set and re-enter the same in the Confirm Password field and
click OK. The login page appears again. Enter the Login ID and the set password to access the home page of the
application.

The ESS user can recover the password by clicking on the Forgot password link. The passcode will be
sent as SMS or E-mail provided Alert Message Configuration is done.

The home page appears on logging into the application as shown below:

The home page consists of the list of modules which are available as per the site license. The user can now select
the appropriate module and configure the parameters as per the site requirements.

Now user can start the online COSEC Monitor and Control application. The COSEC Monitor desktop application
connects with the PANELs and DOORs on the TCP port. This enables the COSEC application to connect to the
COSEC controllers and upload and download configuration changes.

User needs to ensure that the COSEC Monitor and Control desktop application is running to ensure that
the changes affected in the database from the web application is downloaded to the PANELs and the
DIRECT DOORs.

66 Matrix COSEC System Manual


Starting COSEC Monitor Application

The COSEC Monitor application consists of two components:

Monitor UI
Monitor Service

The Monitor Service starts up each time the computer is restarted. This service connects with the configured
COSEC devices. To manually start or stop the COSEC Monitor Service, go to Control Panel > Administrative
Tools > Services.

On the Services window, select COSEC Monitor Service as shown below. Start, stop or restart the service as
required.

The COSEC Monitor UI application can be started only after the COSEC Monitor Service has been started. The
COSEC Monitor UI application as well as the Monitor Service have to reside on the same computer. The COSEC
Monitor UI application is used to send commands to the COSEC devices as well as monitor and control the device
and user events as explained in this section.

Accessing Social Security Service (Dongle)


If the License verification from the dongle is not done, then the web application will show licence verification failed
as shown below:

Matrix COSEC System Manual 67


To get the licence verification for accessing the COSEC Web application from the PC where Dongle or the Security
Service is enabled, Edit the Settings file.

For this Browse to the MATRIX COSEC Monitor folder on the PC from the Path: C:\Program
Files\Matrix\MATRIX COSEC Monitor and open the Settings XML file using the Notepad application as shown
below.

In the Settings section for Security Dongle as shown below, edit the server name to point to the dongle security
folder on the PC where the Matrix security application is installed. User can either enter the computer name or the
IP address as shown below.

Save the changes and close the file.

Also change the Application Path: This displays the path of the folder in which the COSEC Web application has
been installed. By default the application will display the default path of the web application.

For this, open the configuration file named Web from the path C:\Inetpub\wwwroot\Cosec\Web in Notepad and
In the appsettings section for Security Dongle as shown below, edit the server name to point to the dongle security
folder on the PC where the Matrix security application is installed. User can either enter the computer name or the
IP address as shown below:

68 Matrix COSEC System Manual


Save the changes and close the file.

The above procedure is required only in the event of the COSEC Monitor application being installed on a
computer other than the one on which the COSEC Security Service module(dongle) is installed.

You can now start using the COSEC Monitor UI application and COSEC Web Application.

To start the COSEC Monitor desktop application, click on the COSEC Monitor icon on the desktop. The

Desktop login window appears as shown below:

Enter the administrator password as set in the web application module as mentioned earlier in this section. The
COSEC Monitor and Control window appears as shown.

All PANELs and door controllers as defined in the COSEC web application will appear in the grid on the Upper right
half of the screen along with their current connection status as shown. All PANELs and door controllers which are
connected on the network will have the green icon alongside while the disconnected PANELs or doors will have the
red icon against their name.

Matrix COSEC System Manual 69


It is recommended to use the Factory Defaults option whenever an existing device is being replaced by
another or while moving a device to a different location. This step has to be followed by the Restore
Configuration option to reload the configuration and FP templates.

For more details on Configuration with COSEC Monitor, Refer to Matrix COSEC Monitor User Manual.

70 Matrix COSEC System Manual


Using COSEC Web Application

The COSEC Web application enables the users to log in to the web application from local or remote computers and
configure the various parameters available in the functional modules. After the installation of the COSEC web
application on the computer, the users can access the application by entering the following URL in the web
browser:

http://(ip address of web server computer)/cosec

From the home page of COSEC Web Application, the user can log into the various modules as supported by the
License. The first page of any Module opens to the Dashboard as shown below which displays the information
about the respective Module. On clicking the information links, the user can view additional details, or is directed to
the corresponding configuration page.

Click to open
Dashboard

Dashboard

The Other interfaces are shown in below figure:


Common Control Buttons

Menu Bar
Title Bar
Search Box

Module
Sub-options
Grid
Collapsible Panels

The Menu Bar at the top right side of window consist of following Icons:

Home: Allows to go back to the Home Page.


Dashboard: Allows to go to the dashboard page of the selected module.

Matrix COSEC System Manual 71


Favourite: Click on the Favourite button from the Menu bar. This redirect to the Favourites Page as
shown below.

It shows the pages which are marked as favorites from pages of different modules by clicking on Add to
Favourite button as shown below.

The Favourite page can contain list of maximum 25 favourite pages. The user can remove the page from
favourite list by clicking on delete button.

Account Settings: Click on the Account Setting button from the Menu bar. This enables the user to
change the password, to set the preferred language and to set the theme for the login user.

You can set new password from the Change Password tab.

72 Matrix COSEC System Manual


You can set the language by selecting the preferred language.

Refresh: When you change any string in the language file and its reflection is required in the COSEC so click the
Refresh button to get immediate reflection or else the changes will be reflected when you restart the system.

You can set the theme by selecting the theme colour from drop down options.

Help: Gives the information about the COSEC Web Application.


Contact: Gives the contact details of Matrix Comsec Pvt. Ltd.
About: Gives the details regarding Product version and variant.
Logout: Enables to log out from the application.

The Title Bar at the top right side of all module sub-options page consist of following Icons:

Add to favorites: Enables to add the current page to favorites list.


Help: Gives the information about the current page. For cross reference details refer to the complete
System Manual.
Close: Enables to close the current page and goes back to the selected module Dashboard.

The pages of the COSEC Web application have the following Control/Command buttons which are used to
perform the functions as described below:

Back: Allows to back to the previous page.


New/Add: Allows creation of a new record for the selected option.
Edit: Allows user to edit an already existing record.
Delete: Allows user to delete the selected record.
Save: Allows user to save the changes to the system.
Cancel: Allows user to remove the data selected.

Matrix COSEC System Manual 73


The COSEC application basic platform consists of the modules mentioned earlier in this manual. In order
to get the COSEC BASIC application up and running, the administrator needs to configure the parameters
in the following order:
Admin>Device Configuration> User Configuration

In presence of other modules follow the configuration order as:


Admin>Device Configuration> Configure T&A Policies, Leaves, Enterprise Structure, Shifts & Schedules
>Roster and Enterprise Structure
>Then configure User configuration
> Configure at last Access Control,Canteen and Visitor Modules

Administrator needs to ensure that Java scripting is enabled in the security settings of the web browser
application. In Internet Explorer this is done by selecting Internet Options from the Tools menu. On the
Internet options page go to the Security tab and click on the Custom Level button. Enable the Active
Scripting option as shown.

Initial Configuration with Device


To begin with COSEC Web Application, first configure the device by setting the LAN IP and Server port in the
Network parameters of Door. The LAN IP should be the IP of the PC where COSEC Monitor is installed.

Now in the COSEC Web application go to Device List> Click on New and select the device or select Device
Module> Device Configuration> Profile> Basic: Enter the MAC Address of the device to be connected in the
MAC Address field. While saving the MAC, the IP from the device will be fetched by the web application and the
device will get activated.

OR
There is easy option of Automatically addition of new device by checking the box Auto Add New Device. For
enabling this feature go to Admin Module> System Configuration> Global Policy>Device.

If the Auto addition feature is enabled then there is no need to enter the MAC address. The application will
automatically configure the parameters and the device will be added.

For connecting the door as PANEL Door, auto addition has to be disabled. Then define the PANEL door
manually then connect to the server. For details refer Devices Section.

Now configure the Device with Basic and Advanced parameters from the Device Module. For more details see
Devices Module.

74 Matrix COSEC System Manual


The COSEC system enables the administrator to define sites which are to be used for reporting purposes. The
Door Controllers can then be assigned to the defined sites.
For defining Sites go to Device Module>Masters> Site.

Matrix COSEC System Manual 75


76 Matrix COSEC System Manual
CHAPTER 7 System Administration

The Admin module allows the System Administrator to define users who will be using the COSEC application.
Using this module, system rights and other information for the users of the COSEC application can be specified
based on their roles. In addition, each user can be assigned a unique set of IDs and Passwords. It is recommended
that this module be configured prior to starting the configuration of the COSEC Controllers for other applications.

A system administrator can set all parameters related to the use of the
COSEC application and its modules. The administrator can also set the
data export format based on certain database views which are provided
by default along with the COSEC application. This would thus enable
exporting of data which can be used as an input to external applications
like Payroll.

This module also has the License Information option which allows the
administrator to view the license details as well as enter new license
string for updating the application and add more application user
licenses as well as other modules.

To use the system administration functionality, select the Admin

module icon on the module selection page. The Admin

module page will appear on your screen.

Admin Dashboard
The Admin Dashboard presents an overview of system information along with current system status. To view the

Dashboard, select the Dashboard button on the Admin page. It appears with the following information:

Users

Total System Accounts - Total number of login users (system users) created in COSEC.
Configured Users - Total number of users created in COSEC (both active and inactive).
Active Users - Total number of users currently active in COSEC.

Matrix COSEC System Manual 77


Devices

Configured Devices - Total number of devices created in COSEC.


Active Devices - Total number of devices currently active on COSEC.
Online Devices - Total number of devices that are currently connected with COSEC monitor.
Offline Devices - Total number of devices that have no communication with COSEC monitor.

Utility Task Status

Scheduled Tasks - Total tasks that are configured in scheduler.


Scheduled Reports - Total reports that are configured in scheduler.
Active Schedules - Total number of scheduled tasks and reports that are currently active.

Component Status

Alert Service - The current status of Alert service. Click this dashboard option to restart the Alert service.
Configured Monitors - Total number of Monitor services that are configured for COSEC.

View/Log Summary

Event - No. of event views made on the current day.


Alert - No. of SMS Alerts/No. of e-mail alerts for the current day.
Scheduler Success - No. of scheduled tasks completed successfully on the current day.
Scheduler Error - No. of scheduled tasks which failed on the current day.

License

COSEC Variant - Displays the COSEC Variant name as per the dongle license.
Max Users - Maximum number of active users allowed to be configured on COSEC.
Max Devices - Maximum number of devices allowed to be configured on COSEC.

For more information on the above Dashboard options, click the respective information links on the Dashboard. The

Latest values on Dashboard are updated on clicking the Refresh button.

78 Matrix COSEC System Manual


Managing System Accounts

Every system account on COSEC is associated with a login role and a login user.

A login role on COSEC is a pre-defined role that determines how a user associated with it may login or perform
certain activities on the COSEC application. For example, a Human Resources (HR) Manager in an organization
may be assigned the login role of a system administrator, thus enabling him to administer system policies for an
organization.

COSEC identifies three types of system-defined login roles which determine the login and system operation rights
for each user. These are -

System Administrator (SA)

System Engineer (SE)

System Operator (SO)

In addition to these, users can add new login roles and configure role rights for each role. Based on these role
rights, all login users associated with a login role can perform specific activities on COSEC.

Matrix COSEC System Manual 79


Adding a Login User
To add a new login user to the system,

1. Go to Admin module > System Accounts and the following screen appears.

2. Click the New icon on the System Accounts page.

3. Configure the following options as required:

Login ID - Assign a unique ID for the Login User.

Name - Enter a name for the login user.

Role - Select a login role from this dropdown list. To create a new login role for this user, refer Creating
New Login Roles.

Active - Select this checkbox to mark the status of the user.

4. Configure the remaining parameters on this page as described in the following sections.

5. Once the new system account is configured, click Save to commit the new login user to the COSEC
database.

80 Matrix COSEC System Manual


Optional

This section allows the administrator to perform additional configurations for defining a login user on COSEC. To do
this,

Under System Accounts, expand the Optional collapsible panel as shown.

The Admin module enables you to optionally link an ESS user to a System Account. This feature allows selected
employees to be assigned login rights to COSEC Web system accounts. On logging into the respective system
account, this user will now also be able to access his/her ESS page directly from the COSEC Web module
selection page. Select the ESS user to be linked to the new System Account from the user picklist.

Select the Preferred Language from the dropdown list. To enable Overtime Adjustment for the System Account
user, select the Enable Overtime Adjustment checkbox. To enable the System Account user to use an
Application Programming Interface (API) to access or update the COSEC database, select the Enable API Access
checkbox.

The application also allows the administrator to Reset Password for a particular login user.

Login Via Active Directory

This feature will be active only if the same parameter is also enabled at the Global system level (Admin module >
System Configuration > Global Policy > Login). Select the checkbox to enable system account users to login using
their Active Directory credentials.

Enter the Active Directory Username.

Specify the Domain name as shown. For e.g. if the domain name is matrix.com the domain name is specified as:
dc=matrix,dc=com.

Click the Default Domain button to set the domain name as saved in Global Policy configuration.

Matrix COSEC System Manual 81


Creating New Login Roles
Login Roles can be created on COSEC and each role can be assigned rights by the system administrator, to
access and perform specific functions on the COSEC Web Application or COSEC Desktop Apps. To do this,

1. Go to System Accounts and click the Role picklist button in the New/Edit mode.

2. Role Configuration pop-up window appears as below, click New .

3. Enter a name for the Login Role in the Name field.

4. Select a Module from the Module dropdown list for which you want to assign rights to this Login Role.
Similarly, you can assign rights for all the modules one at a time.

To create a login role for the COSEC Desktop Applications (e.g. COSEC Monitor, COSEC Alerts etc.),
select Desktop Apps from the Module drop down list. Enable the corresponding Login Rights checkbox
against a Desktop application and assign SA, SE or SO rights to the login user.

82 Matrix COSEC System Manual


5. On the list of functions, select the respective checkbox against each function to enable View, Add, Edit,
Delete and Print rights for this Login Role.

If no role rights are assigned to a system account, for a


particular module (say, Leave Management), user can
check the Hide Module option to hide this module from the
login users view for the same system account.

Role rights for minimum 3 modules are required, to make the modules visible on the Home page of the
System Account user.

6. Click Save .

7. All saved Login Roles can be viewed and selected using the Name dropdown list.

8. Once configured, click the Select button at the bottom of the pop up window to close it.

Assigning Group-Wise Rights

The administrator can assign all or specific enterprise groups to each login user. The login user will then have
access rights only to the user records belonging to the assigned group.

To assign group-wise rights,

1. Under System Accounts, select the Group-Wise Rights panel.

2. The User Filter dropdown list provides two options:

Select Group - to specify all users in an enterprise group.

ALL - to select all active users on the system.

3. Select an enterprise group from the Select Group dropdown list. The respective list of configured groups
will appear below.

4. Select the respective checkboxes to enable.

5. The selected options gets assigned to the login user.

Matrix COSEC System Manual 83


Assigning Device Rights

A login user can also be assigned rights to access only selected devices or device groups on COSEC.

To do this,

1. Under System Accounts expand the Device Rights collapsible panel.

2. Specify devices/device groups using the Device Filter dropdown list.

3. Based on the option selected from the Device Filter select the Devices/Device Groups using the picklist
for which the rights are to be assigned. The selected devices/device group are displayed in the grid below
the table.

4. Click the Save button.

Predefined System Account Login Roles (SA, SE or SO) are non-editable.

84 Matrix COSEC System Manual


Defining Global Policies

Global Policies are general administrative policies that are applicable all across the COSEC system and define the
governing parameters for all COSEC system account users. In COSEC, the system administrator has the rights to
define such general system policies as per the organizations norms, practices and requirements. The different sets
of policies that COSEC allows the administrator to configure are:

Basic Policy
User Policy
Login Policy
Password Policy
Devices Policy
Access Control Policy
Time Attendance Policy
Roster Policy
Reports Policy
Visitor Management Policy
CWM (Contract Worker Management) Policy
Vehicle Access Management Policy
Job Costing
Field Visit Management
ESS
Security Policy

To define Global System Policies,

1. Go to Admin module > System Configuration > Global Policy.

2. Click Edit and configure the different global system policies as described in the following sections.

3. Once all policies are defined as per requirement, click Save .

Matrix COSEC System Manual 85


Basic Policy
These policies govern the general working of the COSEC system.

To configure Basic Policy, go to Admin module > System Configuration > Global Policy > Basic and the
following screen appears.

The parameters for configuration in this system policy are described below:

Create Activity Logs: Select to enable the system to create and maintain an audit trail of all login user
activity. The audit trail will have details of the login user id, activity date, activity time, key field information
and activity description. Wherever applicable, it will also have the old and new values of the edited
parameters.

To know more about viewing Activity Logs, refer to Activity Log.

Auto Login to COSEC Monitor: Enable to allow users to directly login to the Desktop Monitoring
application without going through the login process, once they login to the COSEC Web application.

System Date Format: Set the system date format as per the site requirements from the dropdown
list.Multi-language Parameters

Background: To change the background of COSEC Web pages, click on background image. The Change
Photo pop up will open. Then browse and select the image. Upload the image and Save from the toolbar.
The uploaded image will be applied to the background of Web.

86 Matrix COSEC System Manual


Multi-Language Parameters

Support Multi-language Input: The users around the world can use COSEC system in their regional
languages. So check this box to enable the multi-language input functionality which will enable you to
enter the input in your own language.

"Data input from server side and device side and storing the same in database will support UTF-8
characters.

Input From: Select the orientation of multi-language input data from Left to right or Right to left. E.g. If
Right to Left option is selected, then the input is entered from right side of the textbox and goes to left.
"The list of invalid characters is as follows:
#%^='"{}|;<>?&*

To configure the Multi-language input functionality:

Go to Control Panel.
Select the Clock, Language and Region. Now click on Change keyboards and other input methods.
The Region and Language window opens as shown below.

Click on Change Keyboards. The Text Services and Input Languages window appears as shown below.

Matrix COSEC System Manual 87


Click on Add button. The Add Input Language window appears. Select the language to be added in the
list. Click OK.

The German language will be added as shown below.

88 Matrix COSEC System Manual


Finally click OK. The Language bar can be viewed in toolbar as shown below.

You can select the language as Germany from language bar. The on-screen keyboard will be converted
from English to German language
English language Keyboard

Matrix COSEC System Manual 89


German Language keyboard

Example: The language input is selected as right to left. The language is selected as Arabic.

The user name is entered through on-screen keyboard in arabic language as shown below:

Similarly the other parameters can be entered in the desired language.

90 Matrix COSEC System Manual


User Policy
These policies define the credential limitations for users.

To configure User Policy, go to Admin module > System Configuration > Global Policy > User and the following
screen appears.

The parameters available under User Policy are:

Template Per Finger : Select the number of template copies to be stored at the DOOR Controllers for
each enrolled finger from the dropdown list.

In the event of selecting the Dual Template/Finger option the Door Controllers would maintain an
additional copy of the enrolled finger template, which would be updated as and when a change is detected
in the fingerprints of the users.

Matrix COSEC System Manual 91


After making changes to this parameter the administrator needs to use the Restore Finger Print
Template option from the Configuration tab of the COSEC Monitor application and restore the FPs to
all the PANELs and DIRECT Doors.

Max No. Of Fingers: Select the number of fingerprint templates that can be enrolled per user and stored
in COSEC database from the dropdown list. One can select maximum 10 fingers.

Fingers On Device Per User: Based on the configured max no. of fingers, select the number of finger
templates that will be sent to each device per user. This parameter limits the device to enroll not more than
the set number of finger templates.

When the parameter Fingers on Device per user is changed, a pop-up is displayed giving a warning
message to understand the necessary follow up step needed to be done later.

Max No. Of Palm Templates: This field determines the number of palm templates that can be enrolled per
user and stored in COSEC database. One can select maximum 10 palm templates.

Palm Templates On Device Per User: Based on the configured max no. of palm tamplates, select the
number of palm templates that will be sent to each device per user from the dropdown list. This parameter
limits the device to enroll not more than the set number of palm templates.

Self-Enrollment Retry Count: Specify the maximum retry count for self-enrollment. The user gets locked,
if the retry count exceeds the limit.

Custom Fields - Field Name 1 - 4: These are user-definable field names, where additionally required
fields, if any, can be defined (e.g. Vehicle Number, Spouse Birthdate etc.). These fieldnames will later be
available for user/worker configuration on the COSEC Web as well as ESS application. These can also be
used for third party integration purposes. User-definable fieldnames can be upto 20 alphanumeric
characters long (space, -, . and comma allowed).

Job Costing - Job Assignment Level: Selecting an Enterprise Group here will affect Site and Enterprise
Group mapping in the Job Costing And Processing module. The group selected in Global Policy will be
applicable to Enterprise Group-specific job assignment on the Site-mapping page.

Sensor Calibration
User Identification can occur from COSEC Enroll, VMS or VAM applications. Or it can occur on the back end via
Identification Server. From the desktop applications, identification is done using an API. To manage all qualities of
FP/Palm template, sensor calibration fields must be configured from the Global Policy.

These fields enable to improve the probability of finding the correct user match for an FP template

Fingerprint-Security Level: You can select the option from Level1 to Level7. The False Acceptance
Ratio (FAR) varies as per the selection of levels.
For Level 1: FAR is below 1%
Level 2: Below 0.1%
Level 3: Below 0.01%
Level 4: Below 0.001%
Level 5: Below 0.0001%
Level 6: Below 0.00001%

92 Matrix COSEC System Manual


Level 7: Below 0.000001%

Fingerprint Fast Mode: Select to enable the fingerprint fast mode. This mode will then be used to identify
the user from a template. It will also be considered when Verification button is clicked from desktop
application (Enroll, VMS, VAM) or when Identification feature is involved via Identification API.

Palm-False Rejection Ratio: Select the option as Normal, Highest, High, low or lowest. In COSEC Enroll
and COSEC VAM, Palm Identification method will use the value of FRR configured in Global Policy.

If you select low or lowest option, then false rejection ratio of palm will be decreased. And false acceptance
ratio will be increased.
If you select high or highest option, then false rejection ratio of palm will be increased. And false
acceptance ratio will be decreased.
If you select normal, then palm will be detected more accurately.

Matrix COSEC System Manual 93


Login Policy
These policies define the time till which the users can login to the system.

To configure Login Policy, go to Admin module > System Configuration > Global Policy > Login and the
following screen appears.

Following are the parameters available for configuration under Login Policy:

Login Policy: This option allows administrator to enforce the Login policy for the system. If enabled the
system will limit the period for which the user does not log into the system. This period is specified in the
Maximum Days allowed without Login parameter. If the user does not have successive logins within the
period as specified then the user account is disabled. Check the Login Policy box to enable the option.

Login Via Active Directory: Select to enable ESS enabled users to login using their active directory
credentials.

Active Directory Server Address: Specify the IP Address or the network name of the Domain Controller
along with the port number, if configured.

Domain Name: Specify the domain name here. For e.g. if the domain name is matrix.com the domain
name is specified as: dc=matrix,dc=com.

Enable Notification: Select to enable notifications to be sent to a user on ESS.

RSA Key Size: Specify the Key size to generate a public encryption key for securely sending credentials
from a third party application using RSA encryption (for Direct Login to ESS). Select the key size from the
dropdown list and click the Generate Key button to generate the public key modulus as shown below.

94 Matrix COSEC System Manual


The higher the RSA Key Size, the more secure the transmission.

Once a new key is generated from this page, all data that was encrypted using the previous key, will not be
decrypted.

Password Policy
This page allows to define policies for password.

To configure Password Policy, go to Admin module > System Configuration > Global Policy > Password
Policy and the following screen appears.

Password Security Policy: Enable to enforce the Application user to change password after the expiry of
configured period as specified in the Password Reset Period (days) field.

Minimum Required Characters: Specify the minimum character count that is mandatory for setting a new
password for any user account. Valid range is 5-16.

Security Level: There can be 3 security levels allowed for setting a password:
Low: No restriction. All characters allowed in password.
Medium: 1 lowercase (a-z) character and 1 number (0-9) mandatory in password.
High: 1 uppercase (A-Z) character, 1 lowercase (a-z) character, 1 number (0-9) and 1 special character
(`~!@#$%^&*()-=_+[]\{}|;:,./<>? ) mandatory.

Matrix COSEC System Manual 95


Lock Account For Invalid Login Attempts: Enable to lock a user account after a certain number of
consecutive failed login attempts. The maximum count for allowed attempts can be defined in the Max.
Invalid Login Attempts field. User can wait either for the Auto Unlock Timer (Min) to expire before he
can login to the account again, or request the system administrator to reset the password.

Deny Password Reuse: Enable to restrict a user from setting a new password that is same as a specific
number of previously used passwords. This count of previously used passwords can be specified in the
Reuse Count field both for System Account as well as ESS users. For e.g. if Reuse count for an ESS
user is set as 2, then a new password cannot be same as either of the last two used passwords.

OTP Authentication For Setting Password: Select to enable OTP authentication for setting password. If
enabled, the ESS user has to go through OTP Authentication for setting password while logging in for the
first time in his/her ESS account.

Process
Ensure that Email ID / mobile number of the ESS user is available and entered in Contact Details of User
Configuration. And Receive Alerts on Mobile/Email is enabled.

The Alert Message Configuration for SMS/Email for System Alert Event OTP Generated must be enabled.
See Configuring Alert Messages

To receive OTP on SMS, you have to do SMS setting and to receive OTP on Email, you have to do Mail Setting on
COSEC Alerts. After configuring COSEC Alert, start the Alert service.
See COSEC Alert Manual for configuration details.

Devices Policy
This page allows to define policies for device.

To configure Device Policy, go to Admin module > System Configuration > Global Policy > Device and the
following screen appears.

96 Matrix COSEC System Manual


Auto Clear Alarm: Enable to clear device alarm automatically. If enabled specify the number of
unacknowledged Alarms after which the earliest alarm should start getting cleared automatically in the
Max Un-cleared Alarm field.

This option is available only with the Access Control add on module.

Password & Remark Mandatory For Ack/Clr Alarm: Enable this option if password and remark is to be
provided mandatorily for acknowledging or clearing an alarm.

Sync Device Time with Server Time: This parameter enables the system to synchronize the system time
of the COSEC Monitor computer with that of the connected devices. This is enabled by default.

Smart Identification: Select to enable the Smart Identification (SI) functionality at the system level. Under
this functionality, users defined in the system are assigned smart cards by enrolling at the COSEC
Enrollment station. Access to these users is granted based on the information written on the smart cards.


SI and ASC feature will work independently.

However, the user needs to ensure that the functionality is enabled at the device level. It is essential
to install either a Mifare or an HID i-Class serial reader at the Door devices for this functionality to
work. SI users need not be assigned any devices and need to be enrolled from the COSEC ENROLL
application only.

COSEC Enrollment station

Auto Add New Devices: Enable to automatically add new devices on the COSEC system on first-time
detection. For more information on this feature, refer to Auto Adding New Devices.

Auto Assign New Device To Device Group: Select to enable the system to automatically assign any
auto-added device to a specified device group.

Device Group: Select and specify a device group by clicking the device group picklist button, to which the
system can automatically assign auto-added devices.

Run PVR Door in Guide Mode: PVR doors can be used with or without hand guides, depending on
which, the enrollment and identification of palm credentials vary. Hence, COSEC enables the system
administrator to run the PVR in two modes, the Guide Mode and the Non-guide mode (default mode).
Palm templates are saved and identified by the device differently, depending on the mode selected.

The Run PVR Door in Guide Mode checkbox is available only to login users with system administrator
rights. Enable this option to remove all existing palm templates from COSEC and for all future palm

Matrix COSEC System Manual 97


enrollment and identification to be performed in the Guide mode only. On saving this option, the system
administrator will be prompted to enter his login credentials for authentication as shown below.

Action On Access Allowed Events: Select the event types whose occurrence shall trigger actions as per
IO Linking and Satatya Integration configurations defined in the COSEC Web Application.

See Input Output Configuration on page 235.


See Visual Tagging on page 232.
See Satatya on page 233.

Action On Access Denied Events: Select the event types whose occurrence shall trigger actions as per
IO Linking and Satatya Integration configurations defined in the COSEC Web Application.

Finger Template Format: COSEC Devices, by default, support a proprietary format for fingerprint
templates. However, users also have the option to switch to the ISO format in Global Policy for saving
templates. Changing from Proprietary to ISO format (and vice versa) will remove all existing fingerprint
templates from the COSEC database and devices on saving, and finger enrollment for all users must be
done again. Login credentials are required to save any changes in finger template format.

Maximum Template Count for Sequential Identification:


This allows configuring Maximum Template Count on global level for all devices (PVR as Direct Door).

Device has a limited memory capacity for storage of templates so we need Identification Server which will
store the more number of templates and respond to device when asked for identification.

98 Matrix COSEC System Manual


The Identification Server is connected to many device. At a time, many device will request the Server for
identification and the response by the server will consume more time. So at a small installation site with
less number of users; your device locally can respond for the Identification.

Specify the Maximum Template Count for Sequential Identification as the maximum number of templates
upto which identification will be done locally through device after which request is forwarded to the
Identification Server.

Example:
Suppose 10 templates are stored at device, and Max Template count for Sequential Identification set
value is 60. When user punches on device, his template will be identified locally from the device first. If
he is not identified by 10 templates, then identification will be done from server.

Suppose 10 templates are stored, and Max Value is 8. Then Identification is done through both device
and server.

Template Syncing for Door FMX

Sync Type: Select the template sync type option as Immediate or Scheduled.

In Immediate option, the templates will get sync from server to device immediately with the enrollment. The user
template will be identified immediately.

In Scheduled option, the templates will get sync from server to device based on the schedule time and schedule
days. The enrollment of the template will be done but the identification will be done once the template gets synced.

Matrix COSEC System Manual 99


PIN Change Code: Enter the PIN Change Code which will be used by the employees to change their own code.

For eg: If PIN change code is 11 and employee code is 1220 which is required to be changed to 1320 then you
have to enter 11 on device. Then you will have to enter old code as 1220 and new code as 1320. If new PIN is
unique, then it will be updated.

100 Matrix COSEC System Manual


Access Control Policy
This page allows to define policies for access control.

To configure Access Control Policy, go to Admin module > System Configuration > Global Policy > Access
Control and the following screen appears.

Smart Card Based Access Route: Check the box to enable this option. The user can now go to the Access
Control module and configure the Access Route.

Access Route Type: You can select the Access Route type as incremental by selecting Level 0 as lowest level
and decremental by selecting Level 0 as highest level.

Smart Card Key Settings

You can either use the default Matrix Key for Smart Cards or customize the Smart Card key. You can change
the Smart Card key as many times as you want or revert to the default Matrix Smart Card key.

You can define two custom keysone for HID and one for MiFare cards. To use a custom key, select the type
of Smart card to be used and enter the desired key in hexadecimal digits.

Customize HID iClass Card Key

Check the box to enable HID iClass Card Key configuration.


Enter 16-hexadecimal-digits as custom key which will be used for all the sectors of Card.

Matrix COSEC System Manual 101


Customize MIFare Card Key

Check the box to enable Mifare Card Key configuration.

Card Type: You can select Mifare1k or Mifare4k cards.


Key Type: You can select the Key type options as Global or Sector-Wise.

For Global Key-Type:


All the sectors of card will be assigned same key.

Enter 12 hexadecimal digits as custom key for the selected MiFare Cards.

For Sector-Wise Key-Type

Smart cards are used for multiple purposes like storing user details for access control, his cafeteria details etc. So,
in-order to ensure that all the information in card is not getting vulnerable to security threats like unauthenticated
data access, different keys for different sectors of smart cards can be defined.

Save Sector-Wise Keys in DB: If this checkbox is enabled, configured sector-wise key sets will be saved in database
and simultaneously sent to devices as commands.

If this checkbox is disabled, configured sector-wise key sets will not be stored in database but will be sent to
devices as commands. If there are any old sector-wise keys' in database, then it will be removed.

If there are no keys saved in database, then COSEC Utilities (VAM,VMS,Enroll) will work with Default
Keys for all the sectors. (FFFFFFFFFFFF).

Sector-wise configuration of keys in MiFare cards is supported in following Direct Doors:


Wireless Door, Door V3, NGT Direct Door, PVR Door, Vega Controller and Door FMX.

102 Matrix COSEC System Manual


Configuring sector-wise keys for different sectors.

Start Sector: Select the starting sector of card. If Card type selected is Mifare 1K; then you can select from 0 to 15
sectors for defining key. If Card type selected is Mifare 4K; then you can select from 0 to 39 sectors for defining key.

End Sector: Select the ending sector of card. If Card type selected is Mifare 1K; then you can select from 0 to 15
sectors for defining key. If Card type selected is Mifare 4K; then you can select from 0 to 39 sectors for defining key.

The End Sector will be always greater than or equal to the option value selected in Start Sector.

Hexadecimal KeyA: Enter the Custom key value in hexadecimal format (0 to 9 & A to F)

1. If Key is kept blank, then the grid will show as blank for the corresponding key.

2. If previously key is defined for sector 0 to 10 and new key is defined for sector 8 to 12. Then the new key
will be assigned to sector 8 to 12. And the previous key will be marked for sector 0 to 7. See below image.

3. If previously key is defined for sector 0 to 10 and new key is defined for sector 3 to 8. Then the new key
will be assigned to sector 3 to 8. And the previous key will be marked for 0 to 2 and 9 to 10.

Matrix COSEC System Manual 103


Read Using: This field displays Key A as default. The hexadecimal keyA will be used for reading the selected
Mifare card.

Write Using: This field displays Key A as default. The hexadecimal keyA will be used for writing on the card.

Click Add button to save the key configuration to the grid. The newly defined keys for sector8 to 12 will be listed
along with previously defined keys for Sector 0 to 7 as shown above.

Select the Auto Update Key Change On Cards check box to update all Smart Cards with the new (custom) key,
when they communicate with the devices connected with COSEC.
This checkbox will be enabled only if Customize HID iClass Card Key /and Customize MiFare Card Key
checkbox is enabled.

Time Attendance Policy


This page allows to define policies for time attendance.

To configure Time Attendance Policy, go to Admin module > System Configuration > Global Policy > Time
Attendance and the following screen appears.

Overtime Adjustment: Check the box to enable this option and specify the percentage of the total overtime to
be displayed for a login user having the overtime adjustment functionality in the Overtime Shown (% of Actual
OT) field.

For punches accompanied with Overtime OUT Special Function, if no punches are found on
Punch day, process should go back and check previous day and day before previous day for
punches. And post the punch wherever punch is found in past 2 days and duration is less than or
equal to 48 hours.

104 Matrix COSEC System Manual


Consider the following shift timings:
Shift Start: 09:00
Shift End: 18:30
Suppose the user punches on 18/09/2014 at 09:00 hrs. The punch is posted on same day.
Now user works continuously till 20/09/2014 and punches out at 08:30 with Overtime OUT Special
Function. This punch will be posted on 18/09/2014 as the punch is checked for availability on previous day
and day before previous day.

Attendance Process Calibration


These Attendance processing parameters can be calibrated to determine how a punch is posted in the COSEC
system. These can be set by the administrator as per organizational preferences in terms of recording attendance
behaviour of employees. The parameters are as follows:

Max Early-IN Allowed (Hrs): Maximum number of hours before shift-start time during which a punch
should be considered as an Early-IN punch. Default value is 02:00 hours.

Max Late-OUT Allowed (Hrs): Maximum number of hours after shift-end time during which a punch
should be considered as a Late-OUT punch. Default value is 02:00 hours.

Priority: This parameter assigns posting priority to an intermediate punch between two shifts. The
administrator can determine whether such a punch is to be posted as an Early-IN punch for the next shift
or a Late-OUT punch for the previous shift.

Max Working Hours Per Day (Hrs): The maximum number of working hours to be considered per day for
punch posting. All punches falling within this duration will be posted for the same day as per shift-based
priority (if any). Default value is 16:00 hours.

If Attendance Process Calibration parameters are defined on both the Attendance Policy page of Time and
Attendance module and Global Policies page, then only the Attendance Policy will be considered for a
user.

The working of the Attendance Calibration paramters is explained below:

Assume the shift timing of an employee for the night shift from 19:30 hrs to 04:00 hrs.
Employee is entering the organization on 18th February at 19:31hrs and leaving at 04:30 hrs on 19th February, thus
total working hours is 08:59 hrs.

Scenarion1: With default parameters, The Punch 2 is in the Late out duration of the shift. So it will be posted on the
same day(18th feb).

Scenarion2: If Late Out allowed is changed to 00:00 hrs, then the punch at 04:30 hrs comes under maximum
working hrs. So OUT punch will be posted on the same day(18th feb).

Scenarion3: Now with Late Out allowed as 00:00 hrs and Max working hrs changed to 08:00 hrs, So according to
the priority, punch at 04:30 hrs will be posted on next day(19th feb) as IN punch.

If here, Priority is changed to Late out, then punch at 04:30 hrs will be posted as OUT punch for same day(18th
feb).

Matrix COSEC System Manual 105


When the user is assigned non-FB/RD shifts that end on FB/RD day, then in that case, process considers
global policy parameters Max Early IN, Max Late OUT, Max Work Hours and Priority with respect to Shift
start-end time.

106 Matrix COSEC System Manual


Roster Policy
This page allows to define policies for roster.

To configure Roster Policy, go to Admin module > System Configuration > Global Policy > Roster and the
following screen appears.

Starting Day of the Week: Select the starting day of the week for roster users from the drop down list.

This option appears only in the event of the user having the Roster module license.

Matrix COSEC System Manual 107


Reports Policy
This page allows to define policies for reports.

To configure Reports Policy, go to Admin module > System Configuration > Global Policy > Reports and the
following screen appears.

Sorting Field In Reports: Select the option based on which the listing in the reports will be sorted in ascending
order. The options available are:
User ID
Name

Report Print Output: Specify whether the report output is to be printed on paper or as a PDF document.

Report Export Output in PDF Only: Select to restrict exporting reports to the PDF format only. This will
prevent risks of data manipulation using any other output format.

Show Company Logo: Select to allow the "Company Logo" uploaded in "Enterprise Profile" page to be
shown in the Reports. For details on logo See Uploading Logo on page 130.

108 Matrix COSEC System Manual


Visitor Management Policy
This page allows to define policies for managing visitors.

To configure Visitor Management Policy, go to Admin module > System Configuration > Global Policy > Visitor
Management and the following screen appears.

Authorization For Visitor Pre-Registration: Select this checkbox to enable authorization for Visitor Pre-
Registration by system administrator.

Image Mandatory for Pass Creation: Check the box to decide if the visitor image is compulsory at the
time of pass creation or not.

If Image Mandatory checkbox is enabled, but, image is not available in the VMS Utility, a validation will be
generated on click of "Create Pass".

Custom Fields

ID Proof1 & ID Proof2: Specify the name of ID Proof which will appear in VMS Utility as shown below:

Matrix COSEC System Manual 109


CWM (Contract Worker Management) Policy
This page allows to define policies for managing contract workers.

To configure CWM Policy, go to Admin module > System Configuration > Global Policy > CWM and the
following screen appears.

Worker ID Range: Enter a range for allowed Worker IDs to define new workers on COSEC. The maximum
allowed range is 1 - 9999999. Any prefix defined here will be added before all system-generated Worker
IDs by default. For e.g. If prefix defined is CWM, Worker IDs for approved workers will appear as shown.

Worker Assignment from CSS: Enable this checkbox to provide rights to Contractors for adding workers
or assigning work orders using their Contractor Self Service (CSS) account.

Assignment Approval: Select a Worker Approval type from the dropdown list to determine the process by
which workers assigned by a Contractor can be approved by an organization. There are two options:

Direct - Approval Requests are directly sent to the system administrator.

110 Matrix COSEC System Manual


Approval Stage - Approval Requests are sent to all the assigned Approving In-Charges either
parallely, or in a serial order (as per the Approval Stage). To set an approval scheme, select Approval
Stage and select Serial or Parallel option from Approval Scheme dropdown list.

For more information on the Worker Approval process, See Approval Stages on page 906.

Approval Required For Existing Workers: Select this checkbox if an existing worker is also required to
go through the configured approval process, when assigned to a new work order. If unchecked, the worker
assignment will be directly approved.

Vehicle Access Management Policy


This page allows to define policies for managing vehicle access.

To configure Vehicle Access Management Policy, go to Admin module > System Configuration > Global Policy
> Vehicle Access Management and the following screen appears.

Vehicle ID Range/Driver ID Range: Enter a range for allowed Vehicle IDs to define new vehicles in
COSEC. The maximum allowed range is 1 - 9999999. Any prefix defined here will be added before all
system-generated Vehicle IDs by default. Similarly, define a range for allowed Driver IDs (applicable both
for drivers and helpers).

Matrix COSEC System Manual 111


Job Costing
When a user shifts from one site to another, the hours spent in the transition are to be added in the preceding or
succeeding Job transaction.

If few transactions were made and then value in Merge With Consecutive Job dropdown is changed, its
reflection in existing transactions will be made once "Daily Process" has been done.

112 Matrix COSEC System Manual


Field Visit Management
This page allows to define policies for managing field visits.

To configure Field Visit Management Policy, go to Admin module > System Configuration > Global Policy >
Field Visit Management and the following screen appears.

Scheduling Reporting In-Charge: Select the Reporting Incharge 1 or Reporting Incharge 2 from the drop
down list to give the rights for creating Field Visit Schedule. The selected In-charge can create/modify/
import/export the field schedules whereas the other incharges can only view the schedule.

Schedule Lock Out Period: Select the time period limit (days) after the Schedule Date, in which editing of
the past schedules is allowed.
If Lock Out Period is set as 0, then schedule can be edited on the schedule date only.

Example:
"Consider Schedule Lock Out Period = 20 days
"Current Date = 30/09/2015
"If Schedule Date = 15/09/2015, field schedule will be in Edit Mode.
"If Schedule Date = 05/09/2015, field schedule will be in View Mode.

ESS

Refresh & Run Monthly Process: If this checkbox is checked then, Refresh icon will be visible at "Current Month"
and "Previous Month" section of ESS dashboard.

You can disable this checkbox to prevent the ESS users from refereshing or processing the monthly attendance
period which creates ambiguities in attendance data of user.

Matrix COSEC System Manual 113


Security Policy
This page allows to define security policies.

To configure Security Policy, go to Admin module > System Configuration > Global Policy > Security and the
following screen appears.

Enable Secure Communication: Select to enable secure communication using SSL encryption.

114 Matrix COSEC System Manual


SSL or Secure Sockets Layer is a security protocol that enables encrypted communication
between a server and a client (say, the COSEC server and your Web browser) and allows
sensitive information (e.g. login credentials) to be transmitted securely.

Before enabling secure communication, the user must change user rights for the default IIS
Application Pool Identity to Administrator rights.

To know the procedure for different IIS versions, refer to the Help topic Changing User Rights
in IIS Application Pool Identity from the COSEC Installation Setup.

Upload SSL Certificate(.pfx): Click the Select File option to browse through your system and select the
SSL certificate to be uploaded as a *.pfx file. Click Upload.

Password: Enter the password required to access the uploaded SSL Certificate.

Certificate Friendly Name: Enter a suitable name for the uploaded SSL Certificate.

Port: The default Port for SSL communication is 443 (recommended). However, any other port can be
used.

Some pre-defined ports do not support SSL communication. If the user configures SSL on such a port,
settings will be saved successfully, but he/she will fail to access COSEC. In such a case, the user should
manually change this Port setting in IIS and thereafter COSEC can be accessed.

Door Access Through API

Security Key: The 2 character alphanumeric password is displayed in encrypted format as the security
key.

After enabling secure communication, user will need to manually edit the Settings.xml file of all
COSEC Applications and add the SSL port number to the IP address. Care should be taken while
entering the ip:port for Dongle Security Url key-value pair, as the port should be as per the secure
communication settings of the system on which dongle is connected. If the port is 443 or secure
communication is disabled, then no change is required.

Matrix COSEC System Manual 115


If later on the system on which dongle is connected disables secure communication, the user will need to
modify the Dongle Security Url key-value pair again, and remove the port mentioned in the IP address.

For IIS versions below 7.0, SSL certificates have to be imported manually via IIS, once SSL is enabled. To
know the detailed procedure for manual import and binding of certificates in IIS 6.0, refer to the Help topic
Manual Import & Binding for SSL Certificates in IIS 6 from the COSEC Installation setup.

On saving the Security Policy settings, the current session shall expire and all the running COSEC components
must be restarted. Once SSL communication is established, all COSEC applications will run over a secure
connection only. However, the COSEC Web Application can be accessed both via secure as well as unsecure
protocol.

The secure COSEC URL will always begin with HTTPS instead of HTTP. Below is an example of the secure
COSEC Web URL using a self-signed certificate:

In the event of any SSL errors, return to the Security Policy configuration page and re-check all SSL settings as
described above.

116 Matrix COSEC System Manual


Monitor Configuration

The COSEC system has the functionality to monitor selected devices from different monitoring stations. This
functionality is useful in the event of the remote branches wanting to monitor their own devices.

It enables to run COSEC Monitor application individually with desired group of devices when it is needed to
configure devices to bind with monitor application where it is installed

To define monitoring stations,

1. Go to Admin module > System Configuration > Monitor Configuration and the following screen
appears.

The page displays configurations on the left hand side and a grid containing standby monitors on the right hand
side. One can also search a standby monitor using Search field.

Adding a New Monitoring Station


To add a new monitoring station,

Monitor Configuration: Enter the monitor station name in the Name field based on the site requirements.
The ID is automatically generated by the system and is not user definable.

IP Address: Specify the IP Address of the computer on which the COSEC Monitor application will be
installed and run.

MAC Address: Specify the MAC Address of the computer.

Default: Enable to allow the system to assign all devices defined to this Monitoring station.

Optional Parameters

Standby Monitor: Select the standby monitors from the dropdown list which acts as standby to the
monitor configured with IP and MAC Address.

Matrix COSEC System Manual 117


Export Events: Select the Export events from the dropdown list to be exported to third party application.

Specify the IP and Port Number where the events are to be exported.

Re-Try Count: Specify the re-try count upto which system should try exporting events and if not sent
within this count then that event should be skipped. Later the event can be obtained through API.

Polling Interval(Seconds): Specify the polling interval in seconds. It is the perid for which COSEC
Monitor will wait in idle state (the state in which no event is being sent to server). It is 30 seconds by
default. Thus if no event is sent for 30 seconds, a polling request is used to keep the connection with the
server alive in idle period.

Assign Devices
To assign devices to this monitoring station:

Select the Assign Devices panel.

Click on the Select Devices button to select the devices to be assigned to this station. The selected
devices get displayed in the grid below the parameters. One can assign multiple devices to a single
monitor.

Click the Save icon.

The System gets the IP Address of the Monitoring station, once the application is started on the computer and
displays it in the IP Address column.

118 Matrix COSEC System Manual


Renaming Groups

The COSEC application defines seven enterprise groups with default group labels. These are:

Organization
Branch
Department
Section
Category
Grade
Designation

However, COSEC administrators can rename these group labels as per the site requirements. For e.g. some sites
would need to refer to the Organization group as Company or Condominium.

Administrators can also rename the following entities in COSEC:

All modules

User (e.g. User can be re-labelled as Employee)

Contract Worker Management module

Worker
Work Order
Contractor

Job Processing and Costing module

Cost Centre
Project
Phase
Job

To rename a group,

1. Go to Admin module > System Configuration > Rename Group and the following screen appears.

Matrix COSEC System Manual 119


2. Select a Group from the list view that you wish to rename. The selected Group Name appears in the
Group Name field.

3. Click the Edit icon and enter the new Group Name/label in the Rename As field..

4. Click the Save icon.

The new Group name/label will appear in the list view under the Renamed As column.

The updated label gets reflected all across the COSEC system.

120 Matrix COSEC System Manual


Identification Server

The Identification Server runs as a service of the COSEC Application and enables the COSEC server to perform
both centralized as well as localized finger and palm template identification across a multi-site installation. Multiple
Identification servers can be configured at multiple locations for a single COSEC installation where credentials are
maintained locally based on enterprise group assignment. This ensures a faster identification process as matching
of credentials is performed only against locally stored templates on each identification server.

Each Identification Server can be configured for a specific location and assigned specific devices and enterprise
groups for which it will perform local identification. This will ensure that only the templates of users at this location
are available with the Identification Server. This configuration can be performed using the Identification Server
Configuration page in the Admin module. See Identification Server Configuration on page 127.

On completion of Identification Server configuration, whenever an enrollment is performed at an Enrollment station


(or at a door controller), the enrolled templates shall be sent both to the COSEC database as well as the local
identification server configured for the site. Now, when a user shows a palm or swipes a finger at any of the
assigned door controllers, the local Identification Server shall respond with a User ID for which the template is
matching.

To assign a device to an Identification Server, go to Devices > Device Configuration > Identification Server

See Identification Server on page 246.

A local Identification Server will have two databases for storing finger/palm templates:

A local database - This stores only the templates of local users and will be used for location-based user
identification. This can be set up at the time of server configuration.

A global database - This stores the templates of all COSEC users and will be used at the time of finger/
palm enrollment of all COSEC users from an enrollment station.

Matrix COSEC System Manual 121


Installing Identification Server
To install the Identification Server right click on the setup and click Run as Administrator option as shown in the
screen below.

The Identification Server must be installed on 64 bit computer with high configuration.

The setup wizard window appears as shown below.

Click Next and the installation gets initiated. The following screen appears.

122 Matrix COSEC System Manual


Click Browse and select the folder in which the Identification Server is to be installed. You can also check the
space required on disk for intalling the server by clicking the Disk Cost button and the following screen appears as
shown below.

You can view the disk space from this Matrix COSEC Identification Server Disk Space pop-up window. Click OK.
You can also select for whom the identification server is to be installed on the basis of the usage. E.g. If the
Identification Server will be used by everyone using the system then select Everyone option and if it is to be used
by only one person i.e. yourself then select Just Me option. Once selected, click Next and the following screen
appears.

Matrix COSEC System Manual 123


Click Next to begin the installation and the following screen appears. If you need to make any changes in the path
then you can click Back button and do the changes.

Once the process gets over the following screen appears.

124 Matrix COSEC System Manual


The Identification Sever is installed successfully and click Close button to exit the wizard. Now, you need to start
the service which is described in the following section. See Starting Identification Service on page 125.

Starting Identification Service


Following the installation of the COSEC Web Application, run the Identification Server installer utility from the
Identification Server installation setup on the system where the Identification Service is to be installed. See
Installing Identification Server on page 122.

The Identification Server must be installed on 64 bit computer with high configuration.

On completion of service installation, the service is started and the Identification Service icon appears on the
system tray as shown below.

Right Click the icon and select Stop Identification Server to stop the service.

Matrix COSEC System Manual 125


Select Configuration Settings to configure the Identification Server.

The Login page appears as shown below. Login as an administrator.

The following Identification Server Manager pages opens as shown below.

The Identification Server Manager enables the administrator to set up a local Microsoft SQL database
(recommended) for local template storage. Enable the Local Template Storage (SQL Server) checkbox to enable
template storage in the local database for retention of stored templates in the event the service gets restarted.
Enter the database server address, database name and authentication details and test the connection.

The Database Server name should be specified using the following syntax:
Server IP Address\instance name of SQL Server.

E.g. 192.168.104.24\sqlexpress. Here, IP Address is of the system on which the Database Server is
installed and sqlexpress is the instance name given to the SQL Server.

Save the changes and restart the Identification Service.

126 Matrix COSEC System Manual


Existing COSEC users must upgrade to COSEC V9R3 for the Identification Service feature to function as
expected. On upgrading to COSEC V9R3, any Identification Server configuration performed from the
device Web page shall be reset and will require to be re-configured from the COSEC Web application. It is
recommended that all Identification Server configuration be performed from the COSEC Web application
only.

Identification Server Configuration


This page enables the administrator to configure multiple Identification Servers and assign devices and enterprise
groups to each of them. An Identification Server can be assigned to multiple enterprise groups (i.e. department,
branch etc.) at a time. However a device can be assigned to only one Identification Server at a time.

To configure an Identification Server,

Go to Admin module > System Configuration > Identification Server Configuration and the following screen
appears.

When an Identification Server and the COSEC Server both are installed on the same system, then the identification
server will get automatically added on the Identification Server Configuration page. You only need to configure
other requied parameters. But if an identification server is installed on the other system then you need to configure
it manually by clicking New button and providing the following parameters as described below.

Name: Enter a suitable name for the Identification Server.

IP Address: Enter IP Address of the system where Identification Server is installed.

MAC Address: Enter MAC Address of the PC where Identification Server is installed.

Hostname: Give a name to the host or name of the system where server is installed.

Support Global Identification: Select the checkbox to enable identification of all the COSEC users
whose finger/palm has been enrolled from an enrollment station. If not selected then templates of only
those users will be identified which are stored locally.

Matrix COSEC System Manual 127


Biometric Group Based Identification

In the Biometric Group Based Identification panel, configure the required parameters for minimizing the search time
of template by classifying the templates based on users biometeric group number. Also, configure paramters for
handling Roaming Users template.

The firmware (V10R2) of Identification Server and Devices must be upgraded to work in sync for
searching templates in threads.

Enable: Select the checkbox to activate the biometric group based identification feature. If enabled,
Identification Server will maintain the biometric group wise user templates.

Extended Search: Select the checkbox to do extended search, if the users biometeric group specific
template match is below the configured matching threshold.

Extended Search In: If extended search is enabled, select the group for which Extended Search In
should be done, i.e. Roaming Group or All.

Matching Threshold Palm/FP: Provide the Matching Threshold in percentage for Palm identification.
Also, select the Matching Threshold(FP) for finger print to be configured for matching the FP template.
Example:
The Biometric group number of Device at R&D is 1 and HO is 2. The default Biometric group number of
users belonging to R&D is 1 and those of HO is 2.

A user Ashish(roaming user) belonging to HO(biometric group no.2) when regularly punches on device at
HO, then his templates are searched from thread handling group number2. The Identification server stores
the Roaming user templates at 0.
When Ashish punches at R&D then his template is searched from group1. If you have enabled Extended
search and selected Roaming group, then the template will specifically search from Roaming user
templates. This will reduce the time for identification. If you select option for extended search to All, then
templates will be searched from all the threads.

If you set Matching threshold as low (eg: 20%) then lose matching may be found. i. e. your template may
match with other person. But if you set matching at high percentage(eg: 70%) then more accurate
matching of your template will be done and accordingly access will be granted or denied .

128 Matrix COSEC System Manual


Assign Groups

In the Assign Groups panel, select enterprise groups to be assigned to the Identification Server. For e.g. Admin
can select the Group Branch in User Filter and select users of Branch-1 to be assigned to the current
Identification Server. Similarly all users of Branch-2 can be assigned to a different Identification Server.

Assign Devices

Similarly, in the Assign Devices panel, select one or multiple devices to be assigned using the picklist button.

Click Save . The new Identification Server will appear in the grid list on the right hand side of the page as shown
below.

The Last Updated On column displays the date and time at which the server last came online. Hover your mouse
on the Info icon to view the time duration since the server last came online.

Matrix COSEC System Manual 129


Setting Up the Enterprise Profile

The system administrator can define how the profile of an enterprise appears on the COSEC home page. This
representative profile can be set up to display the company logo, the contact information as well as other
descriptive details about the company.

To set up the enterprise profile,

Go to Admin module > System Configuration > Enterprise Profile and the following screen appears.

1. Click Edit .

2. Company Name: Enter the name of the company in the field.

Uploading Logo

3. Logo: Click to add an image for the company logo.

4. Show Company Logo in Title Bar: Select the box to show company logo in title bar.

Company Logo with size 96 pixels in width and 48 pixels in height will display properly otherwise it is
possible that logo will not fit properly. If image with transparency has been uploaded as company logo then
it will not be displayed properly in reports.

130 Matrix COSEC System Manual


The uploaded company logo will be shown in title bar when you login again.

5. I-card Issuing Authority: Select the User as the I-card Issuing Authority using the picklist.

Contact Details

6. Show Details To Users: Select an option from the dropdown list to make the company profile information
visible to the employees.

Matrix Details Only: If this value is selected, the user will be able to view only the Matrix Details on
the "Contact Us" page.
Enterprise Details Only: "Only the details configured in the "Address Info" and "Contact Info" will be
displayed.
Both: If this option is selected, both the "Matrix Contact Details" and "Enterprise Contact Details" will
be displayed.

7. In the Address Info section, enter the companys correspondence address, phone no., fax no., email
address and website as per the fields requested.

8. In the Contact Info section, you can define additional contact information to be provided.

9. In the About Company Section, add a brief description about the company.

Matrix COSEC System Manual 131


10. Click Save . The saved information will be now be updated on the COSEC Web application home

page as well as the Contact page.

132 Matrix COSEC System Manual


Sending Messages from COSEC

The COSEC system can be configured to send preset alerts or customized messages to its users in response to
certain predefined user events. If such a predefined user event occurs, it will trigger off an alert message to be sent
to the relevant user or users via SMS or e-mail. A system administrator may also choose to send custom messages
to selected users. COSEC allows you to configure both alert messages and custom messages.

Configuring Alert Messages

Configuring Custom Messages

Matrix COSEC System Manual 133


134 Matrix COSEC System Manual
Configuring Alert Messages

In order to send an alert message from the COSEC system, the Alert Messages option needs to be enabled first by the
administrator, while configuring a door controller. To do this, refer to Configuring Doors.

To configure an alert message,

1. Go to Admin module > System Configuration > Alert Message Configuration and the following screen
appears.

2. Click Edit .

3. Alert Filter: Select an event from the dropdown list for filtering alerts (list depends on the available
license).

4. Event: Select an event from the dropdown list for which the alert message is to be configured. The events
in the dropdown list depends on the available license.

5. Header Message: Enter the required text to be displayed in the header of the message (For e.g.Dear
User,).

6. Footer Message: Enter the required text to be displayed in the footer of the message (For e.g.From
COSEC Software).

7. If the selected event has additional parameters to be defined, select the Additional Message Parameters
collapsible panel.

Matrix COSEC System Manual 135


Additional Message Parameters
The Additional Message Parameters tab provides the following options:

Message Selection - Select the SMS or Email checkbox to determine the type of message to be
sent.
Approval link- Enable this checkbox so that Approval link is provided in Email Alert.
Alert for Normal Shift Update
Alert for Field Break Shift Update
Alert for Rest Day Shift Update
Send Alert To - Select Employee or Reporting Incharge checkbox to define the recipient type for
the message.
Event Check Period (In Minutes)
Event Check Period- Define the Event Check Period. Enter the Start Time (HH:MM format) and the
End Time (HH:MM format).
Active Days - Select the days of the week or holidays to be considered as active days.
Confirmation Period (In Days)
Confirmation- Days after joining
Reminder Period (In Days)
Set Reminder- Days before confirmation
Reminder Time- Time at which Alert is to be sent.
Employee Selection
Show Monthly Leave Balance - Select the checkbox to display the leave details of a particular user
for the particular month along with other attendance details.

Message Preview

You can preview the configured message in this field. The figure below shows a preview of a Leave Application
Alert message:

Similarly, one can preview the message for other events also.

136 Matrix COSEC System Manual


Assigning Alert to Users
This feature is available to users if the event selected for alerting is assignable to users. For e.g. Events such as
Door Force Open cannot be assigned to a user. Select all users or random users from the user picklist, for
assigning alerts as shown.

8. Once a user is selected, enable the SMS and/or Email checkboxes for the users name to specify the
mode via which the alert message should be sent to the user.

9. Click Save .

Matrix COSEC System Manual 137


138 Matrix COSEC System Manual
Blocking Workstations

COSEC is a web-based application. Hence it is crucial that the system administrator is able to supervise all
workstations that can log in to the application, granting and denying access to specific workstations. This
functionality enables the administrator to create a denial list of workstations which will be blocked from accessing
the application.

To block a workstation,

1. Go to Admin module > System Configuration > Blocked Workstations and the following screen
appears.

2. Click the New icon to add the details of the workstation that is to be denied access.

3. Configure the following options:

ID - This is an automatic, system-generated ID assigned to the workstation.

Name - Assign a unique name to the workstation.

IP Address - Enter the IP Address of the workstation which is to be denied access.

4. Click the Save icon on the menu bar once done.

The blocked workstations grid list will display all workstations which have been blocked from accessing the COSEC
server. The COSEC server will respond only to those workstations that are not displayed in this list.

All other workstations on the network would by default be able to access the COSEC application from their
respective web browsers. So the administrator should include in this list, only those workstations which are to be
denied permanent or temporary access to the application.

Matrix COSEC System Manual 139


140 Matrix COSEC System Manual
Configuring Custom Messages

Custom messages unlike alert messages are not predefined in their formats. These are customizable messages
that the system administrator can send to employees on events, other than those predefined for alert message
configuration.

To send a Custom Message,

Go to Admin module > System Configuration > Custom Message and the following screen appears.

This page provides the following configuration options:

Message Header - Enter the required message for the message header.

Message Footer - Enter the required message for the message footer.

Message - Enter the message body.

Subject- Enter the message subject.

Send Message Via- Select the mode via which the message is to be sent to recipients. The dropdown
list offers three options - SMS, Email and SMS & Email.

High Priority - Select this checkbox to indicate that this is a high priority message.

Select Users - Select the users to whom this message is to be sent. Select one of the following options
from the User Filter dropdown list:

Randomly - To select random users.

Select Group - To select a group of users.

Matrix COSEC System Manual 141


ALL - To select all active users on the system.

Click the Send button to send the message to the specified recipients.

142 Matrix COSEC System Manual


Matrix COSEC System Manual 143
Component Status

The Component Status option enables the administrator to view the details of the COSEC Alerts Service running
on the network as also to reset the status of the application in the event of the application crashing on the network.
The COSEC system allows only one instance of the above components to run on the network at a time.

In the event of a crash the component status can be reset using this functionality which would thus enable the
administrator to run the component from another computer on the network. The reset option however is not
required in the event of restarting the component on the same computer.

In order to access this functionality,

1. Go to Admin module > System Configuration > Component Status and the following screen appears
displaying the status of the COSEC Alerts Service application as displayed below.

2. Apart from the Component Name it also displays the following information:

Host IP: Displays the IP address of the computer where the application is or was last run.

Start Time: Displays the time when the application was last started.

Stop Time: Displays the time when the application was last stopped in the event of the status being
inactive.

Stand By MAC: This field enables the administrator to enter the MAC address of Stand by Monitor.

Status: Displays the current activity status of the application.

Reset: This field enables the administrator to reset the activity flag of the application in the event of an
application crash which would then enable the administrator to start the application from another
computer on the network. This option however does not allow the administrator to stop an application
which is running on the network.

3. Click the Edit icon corresponding to each Component Name to update or cancel the changes done
to the Stand By MAC field.

144 Matrix COSEC System Manual


Configuring Locations

This feature enables COSEC to detect and record the source location for all punch events submitted from a mobile
device using the ESS Application. This can be done by pre-configuring a set of locations on the Web Application.
This will ensure that only punches entered by an employee from a pre-configured location radius are authenticated
by the system as valid punches.

Geographical areas such as the office campus, branch offices, workshops, client offices etc. may be identified as
valid locations for accepting attendance punches from employees. Hence an employee who has entered the office
campus area as per shift timings, may submit a punch from his current location, without having to physically
approach the device.

To access configure locations on the COSEC Web Application,

Go to Admin module > System Configuration > Location Master and the following screen appears.

The page displays configurations on the left hand side and to the right hand side is a grid containing created
locations name.

To add a new location follow the steps given below:

Click the New button to start configuring a new location as shown below.

Matrix COSEC System Manual 145


Every configured location is saved with a Location Name and a Code. A location may be defined by recording its
geographical details such a Latitude, Longitude and Location Radius i.e. the radius in metres over which the area
would be spread. Click the button to view and edit the coverage area, as per your requirement.

Navigate and click a location on the map to select its latitude and longitude. User can also manually enter the
location details and click the View button to view the location. Edit the location radius, if required.

146 Matrix COSEC System Manual


Save the changes to return to the Location Master page.

The administrator may also provide the MAC address of a specific Wi-Fi access point to define the coverage area.
This is optional, if latitude and longitude have already been mentioned.

Click the Save button to save the configuration. A new location would be defined as shown below.

Matrix COSEC System Manual 147


148 Matrix COSEC System Manual
Location Group

This page allows defining location groups as collection of multiple locations. Location group can then be used while
defining Field Visit Schedule for users.

To create location group, go to Admin module > System Configuration > Location Group and the following
screen appears.

Click the New button to configure a new location group.


Name: Specify a name to the location group.
Location: Click the picklist button and select the locations to include in the location group. The locations
are defined in the Location Master.

Click on Save button to save the configured location group.The ID will be auto-generated.

1. You can assign multiple locations to one location group.


2. Same location can be added in multiple location groups.

System sends Field Schedule Modified Alert to User for schedule dates whose records have been
affected by addition or removal of location from location group.

Matrix COSEC System Manual 149


Exporting Data

This functionality enables the user to export data to external applications based on the pre-configured data
templates. The user has the flexibility to select the output formats from one of the following:

Excel
Text
CSV
XML

To access this functionality, go to Admin Module > System Utilities > Export Data and the following screen
appears.

The page displays two tabs namely:


Export
Templates

150 Matrix COSEC System Manual


Export
To export data following are the configurations:

Template Type: Select the type of template to be used for exporting data from the dropdown list. There
are two types of templates: Custom Templates and System Defined.

Before exporting the data based on Custom Template, it is requierd that the templates are pre-configured.
See Templates on page 152.

Template: Based on template type, select the templates from the dropdown list for data export. For
Custom Template type, select the template which is configured from Templates section.

Export Fields List: This displays the fields that are selected and added to the template from Export Field
Configuration

Date: Select the date range for the data that is to be exported based on the template selected.

File Format: Select the format of the file to be exported from the options of Excel, Text, CSV and XML file
formats.

Text File Separator: In the event of the Text files option being selected, specify the separator type.
Based on the site requirements, select the Text File Separator as shown below:

File Name: Specify a filename wherein the exported data is to be saved.

User Filter: Select the User filter as Randomly, Select Group or All. Then select the users accordingly
whose data is to be exported.

Matrix COSEC System Manual 151


Click on the Export button. Open or Save the export file by specifying the location. The below shown file is
in CSV format.

Templates
The COSEC system enables the administrator to define templates for export of data in a customizable format.
Select the Templates tab on the Export Data home page. The following page appears.

To change the order of export fields, use up-down arrow key to change the sequence number.
Ordering of the field in generated export will be as per the configured sequence number.

Click the New icon.

152 Matrix COSEC System Manual


Template: Enter a user-friendly name for the new template to be defined (e.g. Template_Canteen,
Template_DailyEvents etc.).

Database View: Select a corresponding Database View from the dropdown list.

User Photo in Database View: User Details View will not be exported.

Data Format: Select to change the fields' format as per field type of view stored in database.

This is required so that clients can apply some formula on the exported data and use it further according to their
usability. Also this is required only for few specific fields. For the specific fields See Export Data Field List on
page 156.
This checkbox will work only for below mentioned views of DB:
APIDailyAttendance
APIMonthlyAtdSumry
DailyAttendance
MonthlyAtdSumry

Click the Add Field button. The following pop-up window appears for configuration of Export fields.

Export Field Configuration

Matrix COSEC System Manual 153


Field Type:
Database Field- If any of the database field is to be modified.
Static Field- To keep a field or column static (fixed).
Custom Field- To create user defined field. Eg: User ID+UserName to be merged as a single field.

Field Type as Database Field

Display Name: The name to be displayed as the header of the column is display name.
Fields: You can select the fields to be displayed in the Export sheet. The fields in the drop down depends
upon the selection of Database View type.

Field Condition: To change the field condition i.e. to replace the existing value of a field with new value,
you must enable this.
Field Value: Specify the value of the field to be edited.
Replace Value: Specify the new value to replace the existing field value in database.

Eg: The User ID having Field Value 1220 is replaced by value1220001. The exported sheet will be shown as
below. The display name will be shown as column header.

Field Type as Static Field

Display Name: The name to be displayed as the header of the column is display name. Eg: Company
Name is set as Display name.
Field Name: You can specify any field name.

154 Matrix COSEC System Manual


Field Value: This is the value of the field which will remain static or same for all records.Eg: Matrix is the
comapny name which remains static for all the users of the company.
Data Type: You can select the data type as Alpha-numeric, Date-time or Numeric as per the field value.
Data Length: This is the length of data which will be used to map with the data length in destination tables
of COSEC Integrate used for exporting data in other database.

Eg: Ths Static Field Value Matrix with Display Name Company Name is shown below in the exported excel file:

Field Type as Custom Field

Custom Field: You can use custom field to display two or more fields in one column or to concate the
fields and display in single column.

The custom fields specified here are those included in the Database View selected for the template.

For other fields See Field Type as Static Field on page 154.

Eg: Present days and Weekoff days are added and shown in single column with Display name Present-Weekoff.
Also Birthdate and Joining date are shown together.

Matrix COSEC System Manual 155


After configuring and saving the export template configuration, it will be available for selection in the Export
section.

Export Data Field List

APIDailyAttendance APIMonthlyAtdSumry DailyAttendance MonthlyAtdSumry

LateIn PRDays LateIn PRDays

EarlyOut ABDays EarlyOut ABDays

Overtime EarlyIn Overtime EarlyIn

WorkTime Overstay WorkTime Overstay

EarlyIn LateIn EarlyIn LateIn

Overstay EarlyOut Overstay EarlyOut

AuthorizedOvertime WorkTime AuthorizedOvertime WorkTime

LunchDuration AUTHOT LunchDuration AUTHOT

OfficialDuration LunchBreak OfficialDuration LunchBreak

156 Matrix COSEC System Manual


APIDailyAttendance APIMonthlyAtdSumry DailyAttendance MonthlyAtdSumry

PersonalDuration NetWorkTime PersonalDuration NetWorkTime

ManualOvertime_Credit MANOTCR NetWorkTime MANOTCR

ManualOvertime_Debit MANOTDB ManualOvertime MANOTDB

Matrix COSEC System Manual 157


Importing Data

The COSEC application has an inbuilt utility for enabling users to import data from excel files with predefined
format. This would thus save the end user a lot of time and effort in having to make individual data entries at the
application level.

An ImportData.xls file is provided with the COSEC application setup which is in the predefined format as required
by the COSEC application. The administrator needs to copy this file into a folder on the local drive of the application
server and ensure that he has full access rights on that folder. A sample import file can also be downloaded by
clicking the button on the Import Data page.

In the event of the COSEC Application Basic Platform license as well as the Access Control add on
module, only the User data with some of the fields can be imported.

To import data from a file follow the steps given below:

1. Go to Admin module > System Utilities > Import Data and the following screen appears.

2. The following options appear for configuration on the Import Data page.

Import Data For - Select the option from the dropdown list to which the data is to be imported.

File Format - Select the file format of the specific file from the dropdown list. The options available are
XLS or CSV.

Import File - Browse and select the file from which the data is to be imported as shown. Click Upload.

158 Matrix COSEC System Manual


The Preview Data button enables the administrator to view the uploaded data to confirm if it is in order prior to
giving the import command. In this case, imported user data appears for preview.

For user import, admin can also select devices to assign to the users before final import.

3. Click on Import Data to start importing the uploaded data. On successful import the, Success status will
appear in the data preview as Yes. Else, a No status will appear with an error description as shown.

User can also filter import result records on the basis of their success value (Yes/No) using the Success dropdown
list.

Administrator needs to ensure that the ASP.NET user has full rights on the folder containing the Excel or
.csv file for the import data operation.

Matrix COSEC System Manual 159


Third Party Export

This functionality enables the COSEC system to export attendance data in predefined formats which can be
recognized and imported by a third party application. COSEC can integrate with three third party applications for
data export - Tally, Relyon - Saral PayPack and IDS.

Read the following sections to configure all third party export options using the COSEC Web Application:

Export to Tally

Export To Relyon

Export to IDS

160 Matrix COSEC System Manual


Export to Tally
This functionality enables the COSEC system to export attendance data in an XML format which can be recognized
and imported by the Tally application. Importing attendance data from the COSEC system into the Tally payroll
module would allow user to directly generate attendance vouchers which then can be used to maintain Employee
accounts. Tally having its own data format does not allow direct import of attendance data from COSEC Server,
hence has to be exported as well imported in an intermediate XML format.

In order to configure the parameters for exporting data, go to Admin > System Utilities > Third Party Export >
Export to Tally and the following page appears.

Month-Year: Select the Month & Year to specify the time period for which the data is to be exported.

File Name: Specify a filename for the XML file that is to be created.

User Filter: Select single or multiple users whose data is to be exported using the dropdown list. The
administrator can select from the following options:

All
Select Group (Available only with the Time & Attendance add on module)
Randomly

Click the Export button. The system will prompt the user to browse to the folder path where the specified
file will be saved.

See Export To Tally Configuration on page 162.

Guide to Tally
The following points need to be taken care of while configuring the Tally application.

Create all the employees whose data has to be imported from the COSEC application.

User needs to take care and configure one of the following to ensure proper mapping of data:

Enable aliases for employee and enter the User I.D. (as in COSEC application) in the alias field.

Enter User I.D. (as in COSEC application) in the Cost Centre field of Account Info.

Matrix COSEC System Manual 161


The Tally Tags can be created using the following options:

Gateway of Tally > Masters > Payroll Info > Units (Work): Create the necessary units required for different
attendance types. For ex: Hrs, Mins, etc.

Gateway of Tally > Masters > Payroll Info > Attendance/Production Types: Create the required Attendance
Types, for ex: Present, Absent, etc. The user needs to take care to use these Attendance Types while creating
Tally Tags in COSEC application with appropriate Attendance Type.

The Payroll Info parameters as defined here should match the parameters as specified in the Export to Tally
option of the COSEC web application.

Refer the Tally user manual for more details. The import process can be initiated from the Tally application by going
to Gateway of Tally > Utility > Import of Data > Vouchers.

Export To Tally Configuration


On the Export To Tally page, select the Configuration tab and the following screen appears.

Click New and enter the following parameters:

ID: ID is self generated.

Tally Voucher Name: Provide a voucher name of tally.

Tag Type: Select the tag type from the dropdown list.

Tally Tag: Enter tally tag.

COSEC Fields: Select the COSEC fields to be exported by clicking on Select button.

162 Matrix COSEC System Manual


Click Save . The saved fields will be added for the next export.

Matrix COSEC System Manual 163


Export To Relyon
This functionality enables the COSEC system to export attendance data in Excel format which can be recognized
and imported by the Relyons application. The Relyon application needs the following two kinds of attendance data
outputs from the COSEC application:

Daily Attendance

Monthly Attendance

In order to configure the parameters for exporting data, go to Admin > System Utilities > Third Party Export >
Export to Relyon option and the following page appears.

Daily Attendance Configuration


Select the Configuration (Daily) tab on the Export to Relyon page to configure the export parameters for the
daily attendance data and the following page appears.

This page enables the user to configure the output codes for various combinations of attendance status codes as
shown below.

164 Matrix COSEC System Manual


Select the Attendance Code Marking from the dropdown lists for each half and specify the Output Code for the
combination as shown in the above figure.

Click Add to save the code mapping. The defined combination code will appear in the bottom grid. Define all the
applicable combinations as per the site requirements and click Save once done.

Monthly Attendance Configuration


Click on the Configuration (Monthly) tab on the Export To Relyon page to configure the export parameters for
the monthly attendance data. The following page appears.

The user can now map the Leave name to the Column name of the exported Excel file.

Click on the Leave picklist button and select the level from the Leave master pop up window.

Specify the Column Name as shown.

Click Add to save the mapping. The defined mapping code will appear in the bottom grid.

Define all the applicable mappings as per the site requirements and click Save once done.

Export
Once the daily and monthly configuration for the export are done, data can be exported to Relyon.

To export data to relyon, go to Admin > System Utilities > Third Party Export > Export to Relyon > Export tab
and the following screen appears.

Matrix COSEC System Manual 165


Template: Select an export template from the dropdown list.

Date: Select the date range in the given fields, for which the data is to be exported.

File Format: Select the Excel file format.

File Name: Specify a filename wherein the exported data is to be saved.

User Filter: Select single or multiple users whose data is to be exported using the User Filter drop down
list. The administrator can select from the following options:

All
Select Group (Available only with the Time & Attendance add on module)
Randomly

Click the Export button. The system will prompt the user to browse to the folder path where the specified
file will be saved.

166 Matrix COSEC System Manual


Export to IDS
This functionality enables the COSEC system to export attendance data in a flat line sequential file format which
can be recognized and imported by the IDS application. In order to configure the parameters for exporting data, go
to Admin > System Utilities > Third Party Export > Export to IDS > Configuration and the following page
appears.

This option enables the user to map the Attendance Code of the COSEC application to an Output Code as per the
site requirements.

Select the Attendance Code from the drop down list.

Specify an Output Code to map against the Attendance Code (e.g. P can be the output code defined
for Present).

Click on Add to save the mapping. The defined mapping code will appear in the bottom grid as shown
below.

Define all the applicable mappings as per the site requirements and click Save once done.

The user can now export the data in required format from the COSEC application.

Matrix COSEC System Manual 167


Click on the Export tab and the following screen appears.

Date: Specify the date range for which the data is to be exported, by selecting the start and the end date.

User Filter: Select single or multiple users whose the data is to be exported using the User Filter drop
down list. The administrator can select from the following options:

All
Select Group (Available only with the Time & Attendance add on module)
Randomly

Click the Export button. The system will prompt the user to browse to the folder path where the specified
file will be saved. The filename is automatically generated by the system as per the following format:

PYATYYMM.DAT (where YY stands for Year and MM stands for month).

168 Matrix COSEC System Manual


Matrix COSEC System Manual 169
Scheduling Tasks/Reports

Scheduling refers to the process of setting up certain functions on the COSEC system to take place automatically
at a scheduled time, without the need for manual intervention.

The Scheduler option in the COSEC application enables the administrator to perform the following functions:

Scheduling Tasks

Scheduling Reports

Scheduling Data Export

To view a log of all scheduled reports/data exports/tasks and their status for a specific period, go to Admin >
Views/Logs > Scheduler Log. For more information on generating such logs, refer to Alert View.

170 Matrix COSEC System Manual


Scheduling Tasks
The Task Scheduler functionality in the COSEC Application enables the system to be scheduled for performing
certain pre-defined tasks. Some of these tasks involve -

Periodic database backup.


Running the monthly schedule process on the scheduled day of the month.
Running the monthly attendance process on the scheduled day of the month.
Crediting leaves to user account on the scheduled day of the month.
Configuring actions related to User relieving process like revoking devices etc.
Scheduling the Roster Build and the leave accrual process.
Scheduling Roster Leave Accrual.
Scheduling Auto Recharge for prepaid Cafeteria account users.
Scheduling the Leave balance process of the user.

To schedule a task, go to Admin module > System Utilities > Task Scheduler and the following screen appears.

Scheduled Tasks

The page displays configurations on the left hand side and to the right is a grid containing scheduled tasks.

The configurations are:

Schedule Name - Enter a unique name for the new task schedule to be defined.

Active - Select this checkbox to activate the scheduler.

Matrix COSEC System Manual 171


Schedule Parameter

This section enables the user to set the schedule of the task as shown.

Task - Select a task from the drop down list for which the scheduler is to be run (as shown).

Schedule Run Time - This specifies the time at which the task schedule would be run by COSEC.

Backup Path - This option is available for scheduling Database Backup. The backup path for the
database can be specified here.

Run Schedule - This specifies the schedule run cycle for the task scheduler. It could be run Weekly,
Monthly or Yearly. This option also allows you to specify the day of every week, the date of every month
or the day of every year on which the task scheduler is to be run depending upon the task type.

Task Parameters

This section lists the task parameters for the task scheduler configuration, depending on the type of task
scheduled.
For Database Backup - Database Backup will be created where COSEC Service is installed.

For Monthly Shift Schedule - Specify the Processing Period as Previous, Current, or future month.

172 Matrix COSEC System Manual


Eg: If Current month is June 2016, Processing period selected is Current +3, then monthly schedule for September
2016 will run on 1st Sept at 9am.

For Monthly Attendance Process - Check the Send Alert Message to Users box to enable this option for
the task. Specify the Processing Period for this task.

For Leave Credit Schedule - Specify the Leave Credit Method as Fixed or Policy.
Select the Leave from the dropdown list and specify the No. of Days to credit the leave in Fixed method or
select the Accrual policy in Policy method.
Select the Apply Pro-rata checkbox to enable leave credit on pro-rata basis (i.e. based on the actual
number of days worked).
Select the month as Processing Period.

For Relieving User Schedule - Specify whether the relieved user should be de-activated or deleted from
the system, using the Process drop down list. Check the Revoke Assigned Devices box to revoke
devices from the user on the scheduled date.

Matrix COSEC System Manual 173


For Roster Build Schedule - Specify Roster Build Type as Configured Schedule and Forecast or
User Profile from the dropdown list. Specify the Processing Period for the task as Previous, Current or
Next Month.

For Roster Leave Accrual - Specify the Accrual Mode, the Leave for which accrual is to be performed,
and the credit value. Specify the Processing Period for the Accrual.

For Cafeteria Auto-Recharge - Specify the amount for auto-recharge of prepaid account.

For Leave Balance Process - Select the month as Previous, Current or Next upto which the leave
balance is to be processed.
"If Processing Period = Current: Consider current Month-Year for Leave Balance Process.
"If Processing Period = Next: Consider (current Month-Year + 1) for Leave Balance Process.

The User Filter can be used to specify all or random users for whom the new schedule should be
applicable.

Click Save button to save the task scheduler configuration.

174 Matrix COSEC System Manual


Scheduling Reports
The Report Scheduler functionality enables e-mail reports to be sent to selected users as per configured
schedules. The system uses the COSEC Alerts service settings to send the e-mails.

To schedule a report, go to Admin module > System Utilities > Report Scheduler and the following screen
appears.

Click the New icon.

The Report Scheduler page has the following options for configuration:

Scheduler Type - Specify the scheduler type as Reports.

Schedule Name - Enter a unique name for the new report schedule to be defined.

Active - Select this checkbox to activate the scheduler.

Module - Select the module name from the dropdown list, for which this scheduler would apply.

Report - Select a report type from the dropdown list, for which the schedule is assigned. This list will
depend on the Module selected.

Send Email Notification - This section offers the following options:

Email ID: Enter the email address of the recipient to whom the specific report is to be sent. In the
event of multiple email ids, use a comma as the separator between the ids.

Matrix COSEC System Manual 175


Report will be sent only to those recipients whose email address is already stored in the system database.

Report Format: The report can be mailed to recipients in one of the three formats - PDF, XLS or
CSV.

Message - Enter some description regarding the report in the Message field with maximum 500
characters. The subject field for the mail sent on schedule run of reports will be as follows:

<Report Name> : Generated on - <schedule run date-time (dd/mmm/yyyy - hh:mm)>

Schedule Parameter - This section enables the user to set the schedule of the reports or tasks.

As shown in the above figure, the user can specify the following options here:

Schedule Run Time - This specifies the time at which the report schedule would be run.

Schedule Run Day - This specifies the schedule run cycle for the report scheduler. It could be run
Weekly or Monthly. This option also allows you to specify the day of every week or the date of
every month on which the report scheduler is to be run.

Report Parameters
This section lists some additional parameters for the report scheduler configuration, depending on the type of report
scheduled.

The Processing Period enables the administrator to set the time period of the selected report. Some
reports will have only the For Date option while others will have the Start Date and the End Date options
as shown in the following figure.

For Date: Specify the day prior to the scheduled day for which the report is required. If report for current
date of scheduled day is required then set the value as 0. If scheduled day is set as Friday and the number
of days specified is 2 then system will send the report of Wednesday every Friday.

Start and End Date: Specify the time period prior to the scheduled day for which the report is required. For
reports relating to monthwise data, specify the month prior to the scheduled month for which the report is
required. If the number specified in this field is 1, then system will send report of the previous month.

Report Template:
Select the format for the report template from the Format Selection dropdown list.

Example1:

176 Matrix COSEC System Manual


The given figure illustrates the Report Parameters for an example, where a Leave Application report is being
scheduled by a Leave Management module user:

Filter
Use this section to specify users whose details are to be sent in the report. The users can be filtered based on
individual users or users belonging to various groups as configured in the COSEC application. The following
options may be available based on the report selected -

Randomly
Select Group
ALL

Matrix COSEC System Manual 177


Click the Save icon to save the report schedule. All report schedules will be displayed on the list on the right
hand side of the page.

Example2:
Generating Report scheduler for Overtime Report

The configuration is shown as below:

Specify the Email ID to which the report in PDF/XLS/CSV format is to be sent. You can mention any message to be
included in the mail.

Schedule Run time is the time at which the mail will be sent.
Schedule Run Day can be selected as any day of the week or any date of the month.

Processing Period:
Start Days = 30 and End Days = 1; This means the processing period will be from 30 days before the schedule run
day to the day before schedule run day.

Duration> 30 mins is the overtime hours more than 30 mins. So the user who has worked for overtime more than
30 mins; will be shown in the report.

178 Matrix COSEC System Manual


Count> 3 means the user who has done overtime for more than 3 times will be shown in the report.

Finally select the user for whom the scheduler is to be run.

You must configure Email settings in COSEC Alert application to send the Email notification.

Matrix COSEC System Manual 179


Scheduling Data Export
This scheduler enables data export templates to be sent by e-mail to selected users as per configured schedules.
The system uses the COSEC Alerts service settings to send the e-mails.

To schedule a data export, go to Report Scheduler page and click the New button

Scheduler Type - Select the scheduler type as Export Data from the dropdown list.

Schedule Name - Enter a unique name for the new report schedule to be defined.

Active - Enable to activate the scheduler.

Template: Select template from the dropdown list based on which the report is to be exported.

Setup the required e-mail and schedule configurations for the scheduler. Refer Scheduling Reports

The Export Parameters section for data export scheduler will vary depending on the template selected.
This section primarily defines the time range for which the data must be exported and the export file
details.

180 Matrix COSEC System Manual


For daily data, specify the number of days prior to the Scheduled Day for the Start Date as well as the End
Date as shown. Here, the data from 5 days before the scheduled date to 2 days before the scheduled date
is specified for export:

For month-wise data, specify the month before the scheduled day for which data must be exported. If the
number specified in this field is 1, then system will send data of the previous month.

Specify the export file format and define a name for the file.
If number of rows and columns are found to be more than 65535 and 255 respectively then
Export Data would generate .xlsx file.

In the Filter section, specify the users whose data is to be exported (if required).

Click the Save icon to save the schedule.

Matrix COSEC System Manual 181


Event Notification

The Event Notification feature enables third party application to access and display the COSEC events which is
only displayed in COSEC monitor.

It enables to pass pre-defined fields from live events coming from the COSEC Panel-lite and door controllers to an
external application, which in turn can place it in another database. The external application could be any third party
desktop or a web application.

To access this functionality, Go to Admin> System Utilities > Event Notification and the following screen
appears.

Event Type: Select the type of event from the dropdown list. The options available are:
User Events - T&A (Available only with the Time & Attendance add on module)
User Events - All

Application Type: Select the Application Type from the dropdown list.

Event Category: Select the Event Category from the drop down list. The options available are:

Application Path: Specify the application path in the following formats:


For Desktop application: C:\Program Files\XYZ\XYZ.exe
For Web Application: http://localhost/XYZ/default.aspx

The desktop application has to incorporate command line arguments while in the case of the web
application query strings need to be incorporated in the external application.


The application path is the path of third party application as required by the customer.

Fields: The grid displays the fields whose live values are available for export as shown.

182 Matrix COSEC System Manual


Select the fields one at a time and click on the right arrow button. The selected fields will be visible on the
right grid as shown. Click on the Up or Down button to change the order of the selected fields.

Refer the Field Values section of this topic for the values which will be sent for the various user events.

Click Save on the menu bar to commit the changes. The administrator needs to ensure that the
COSEC Monitor application is running for this functionality to work. In order to stop the exporting process
the administrator needs to blank out the Application Path parameter from the page.

Field Values

The export events option will send the following values based on the user event.

I/O Flag: This flag represents the IN or OUT status. The following values can be sent:
0 = Entry
1 = Exit

Special Function ID: The following special function code values will be sent based on the special
function associated with the user event.

Special Function Name Special Function Code

Official Work-IN Marking in T&A 1

Official Work-OUT Marking in T&A 2

Short Leave-IN Marking in T&A 3

Short Leave-OUT Marking in T&A 4

Clock - IN Marking in T&A 5

Clock - OUT Marking in T&A 6

Post Lunch-IN Marking in T&A 7

Pre Lunch -OUT Marking in T&A 8

Over time - IN Marking in T&A 9

Over time - OUT Marking in T&A 10

Late -IN Allowed Marking in T&A 11

Early - OUT Allowed Marking in T&A 12

Access in Degrade Mode Marking 99

Event ID: This value will depend on the User category as well as the type of user event as follows:

Matrix COSEC System Manual 183


Event ID Event Description

101 User Allowed

102 User Allowed - with Duress

103 User Allowed - Anti-Pass Back-soft

104 User Allowed - Dead-man Zone

105 User Allowed - Door Not open

151 User Denied - User Invalid

152 User Denied - Occupancy Control

153 User Denied - 2-Person Rule

154 ' User Denied - Time Out

155 User Denied - Visitor Escort Rule

156 User Denied - Anti-Pass Back

157 User Denied - Disabled User

158 User Denied - Blocked User

159 User Denied - First IN User

160 User Denied - DND Enabled

161 User denied - Control zone

162 User Denied - Door Lock

163 User Denied - Invalid Access Group

184 Matrix COSEC System Manual


Message Board

The Message board option has been provided to enable the administrator to specify messages which should be
displayed on the Employee Self Service application home page when ESS users login to the application.

To access this option, go to Admin module > System Uilities > Message Board and the following screen
appears.

The page displays the following tabs:

General - This tab allows you to configure and display general messages of interest.

News - This tab allows you to configure and display latest news items.

Notice - This tab allows you to configure and display notices for all employees.

1. Select the appropriate tab based on the type of message to be configured and displayed on the message
board.

2. Enter the message to be displayed and format it using the HTML editor.

3. Click the Save icon to save the entries.

The messages get displayed when an employee logs into his ESS account home page as shown below:

Matrix COSEC System Manual 185


186 Matrix COSEC System Manual
Views/Logs

The Views/Logs functionality on COSEC enables the system administrator to view the following:

Activity Log

Event View

Alert View

Scheduler Log

Matrix COSEC System Manual 187


Activity Log
This option enables the user to view activity logs which provide information about all the actions performed by login
users with key field information. The system thus maintains an audit trail of all actions performed by the Login users
and this information can be viewed by the system administrator.

To view the activity logs,

1. Go to the Admin module > Views/Logs > Activity Log and the following screen appears.

2. Select the time period for which the activity log is to be displayed by defining the start and the end date.

3. The other three filtering options available for viewing the audit trail are as follows:

Login User: Select the Login user whose activities need to be displayed.

User: For the Login User type selected, specify a user from the user picklist.

Table: Select the data table for which you would like to view the change history.

Field: Select the field for which you would like to view the change history. User can Select the field from
the drop down list and specify the Value for the field as an additional filtering criteria.

4. Click the View button.

The following screenshot illustrates an Activity Log for a system administrator:

188 Matrix COSEC System Manual


Click the Details icon to view detailed information on each entry.

To export this log, use the Export button as shown. You can select the file format as XLS/XLSX or PDF. click
on Export and save the file at the desired location.

Matrix COSEC System Manual 189


Event View
The COSEC system interfaces with specific video recorder devices such as the Matrix DVR/HVR/NVR, Dahua
DVR etc. and enables the user to grab images triggered by user events at the respective doors. Doors such as the
NGT door controller also have a built-in camera which can be configured to capture user images based on an event
trigger. To know more about configuring doors for Visual Tagging, refer to Configuring Doors. These user events
and related images can be viewed using the Event View option under the Admin module.

To access this feature,

1. Go to Admin module > Views/Logs > Event View and the following screen appears.

2. On the Event View page, specify a date range using the Date fields, for which user event records are to
be retrieved.

3. Under the Filter panel, use the following dropdown lists to filter events:

Door selection - Use this filter to specify doors for which events are to be viewed.
Event Status - Use this filter to view events which are Allowed, Denied or Both.
Credentials - Use this filter to view events based on the type of credentials used.
User Filter - Use this filter to specify users for whom events are to be viewed.

4. Click the View button.

A detailed list of all specified events will be displayed as shown in the following figure.

190 Matrix COSEC System Manual


5. Click the icon in the View Image column against the relevant user event and view the associated

snapshot image, if available. Click the button to view images captured from any external source or
cameras other than NGT Direct Door Built-In Camera.

Matrix COSEC System Manual 191


Alert View
This option enables the user to view alert logs generated by the SMS and E-mail alerts on the COSEC system.

To view alert logs,

1. Go to Admin module > Views/Logs > Alert View and the following screen appears..

2. Select the time period for which the alert log needs to be displayed by defining the start and the end date.

3. Expand the Filter panel to set the following:

Alert: Select SMS or E-mail as the alert mod for which the log is to be viewed.

SMS/E-mail ID: Depending on the alert selected, an additional filter can be applied on the log view in
the form of a specific phone number or e-mail address.

4. Click the View button.

The system will display the logs of all the alerts which meet the specified filter criteria as shown in the following
example.

5. Double click on an entry in any of the columns except the Date Time column to get a detailed view of the
content.

192 Matrix COSEC System Manual


Scheduler Log
The Scheduler Log enables the user to view details of all scheduled tasks and reports on the COSEC system for a
defined date range. These details include the scheduling and completion status of all report and task schedules.

To view Scheduler Logs,

1. Go to Admin module > Views/Logs > Scheduler Log and the following screen appears:

2. Select the time period for which the scheduler log needs to be displayed by defining the start and the end
date.

3. Expand the Filter panel to set the following:

Scheduler Activity - Specify an activity to filter the scheduler log for specific results.

Status - Select a status from the drop down list to specify whether the log should display all successful
completions, failed completions or both for the scheduled activity.

4. Click the View button.

The Scheduler Log appears as shown in the figure below.

To export this log in .XLS format, use the Export button as shown. Save the file at the desired location.

Matrix COSEC System Manual 193


194 Matrix COSEC System Manual
Viewing License Information

The COSEC functionality and user capacity is controlled by a USB Dongle Key which is supplied along with the
COSEC software installation package. The key comes pre-programmed with the configuration details based on the
customer requirements. The parameters set on the Dongle key activate the system functionality. The Dongle key is
connected to the USB port of COSEC application server computer. The COSEC Web application checks for the
dongle key on the application server each time the web application is started.

To view the COSEC license details on the Dongle key,

1. Go to Admin module > License Information and the following screen appears.

The page displays the existing license profile and lists the following information:

Product Variant: Displays the COSEC product variant licensed to the user. The four variants are:

PE
GE
ME
LE

License Key: Displays the 56 character valid license key string.

Max License Users: Specifies the total number of users including visitors, that can be defined in the
system.

Matrix COSEC System Manual 195


Active Users: Displays the number of users actually active on the system.

Annual Upgrade Package Validity: Specifies the expiry month and date for the COSEC Annual Upgrade
Package. On expiry of this validity period, the user will be required to renew the upgrade package to be
able to upgrade to newer versions of COSEC.

Add-on Modules: Denotes the activation status of the optional modules.

Update License: The new license can be updated by entering new license key and clicking on submit
button.

On login into the COSEC web application for the first time, the process reads license information from the dongle
and stores it in the application session. Any later request will read the license information from the session rather
than from the dongle. The license information in a session is refreshed at every 6 hours interval. The administrator
can manually trigger the license information refresh process by clicking the Refresh License button shown above.

Upon license refresh, the time stamp for the information is refreshed and the next license refresh process will be
after 6 hours lapse w.r.t the time stamp.

196 Matrix COSEC System Manual


CHAPTER 8 Devices

The Devices module is available to all users of the COSEC Basic Platform
License. It is a focused module that enables to view, define and configure all
the parameters related to COSEC Devices. Configuring this module correctly
is crucial because it precedes the process of user enrollment and formulation
of advanced HR policies such as Time and Attendance or Access Control
policies.

To access the Devices module with COSEC Web Application, Click on

Devices on the module selection page. The Devices Page will

appear on your screen.

Devices Dashboard

To view the Devices Dashboard, select the Dashboard button on the Devices page. The Dashboard
displays the basic information on Devices relating to the COSEC Software under the four groups:

Matrix COSEC System Manual 197


Device Summary
Total Devices - Total no. of devices configured in COSEC.
Active Devices - Total no. of devices, currently that are active.
Basic Access Control - Total no. of devices, configured for Basic Access Control.
Advanced Access Control - Total no. of devices, configured for Advanced Access Control.
Cafeteria POS - Total no. of devices, configured for Cafeteria application.

Devices
Shows the list of various device types configured on the system, along with their individual counts.

For all the counts which include Panel Door entries, if there is ARC Controller - DUAL door configured in
the system, then those counts will be incremented by 2

Device Current Status


Online Devices - Total no. of devices that are currently online.
Offline Devices - Total no. of devices that are currently offline.

Alarms
Duress - Total no. of duress alarm that are currently unacknowledged.
Door Abnormal - Total no. of doors that are currently unacknowledged door abnormal event.
Door Force Open - Total no.of force open events that are currently unacknowledged.
Tamper - Total no. of events for tampering that are currently unacknowledged.

For more information on the above Dashboard options, click the respective information links on the Dashboard. The

Latest values on Dashboard are updated on clicking the Refresh button.

The Reports of this module can be viewed from Generating Reports.

198 Matrix COSEC System Manual


Auto Adding New Devices
It is necessary to define a new device on the COSEC application before proceeding to configure it. However, if the
administrator enables the Auto Add New Devices functionality while configuring Global Policies in the COSEC
Admin module, new devices connected to the COSEC server will be automatically detected and defined on the
COSEC database with a default ID and Name. To enable this functionality, refer to Devices Policy on page 96 of
this manual.

For a new device to be auto-detected by the COSEC server, the system engineer is required first to define the
Server IP address, LAN and Port (same as configured on COSEC Monitor) configurations for the device from the
physical device menu or device web page. For more information, refer to the respective device documents.

COSEC also allows the auto-added devices to be assigned to a specific Device Group by default. Hence any user
and user credentials assigned to the default device group can be inherited by the new device automatically without
manual intervention.

It is recommended for Panel Door configuration, that the user manually define a Panel Door on the system,
before the device is connected with the server. This will prevent the door from being automatically added as
a direct door on the system in the event of the Auto Add New Devices functionality being enabled when
the door comes online.

The Devices Module, as described earlier, allows the user to add and configure the different variants of the
following devices:

Panels
Panel
Panel Lite
Panel Lite V2

Direct Doors
Panel Door
Door V1
Door V2
Door V3
NGT Direct Door
Wireless Door
Path Controller
PVR Door
Vega Controller
ARC Controller
FMX Controller

Although the basic configuration of all devices is a generic process, certain functionality or configurations may not
be available for all devices or all user licenses. For example, Cafeteria configurations will be available only for Door
V2, Door V3, NGT Direct Door, Wireless Door, Vega Controller and FMX Controller devices with a Cafeteria
module license. Please refer to the relevant configuration topics for further details.

Matrix COSEC System Manual 199


Defining a New Device
To define a new device,

1. Select the Devices Module.

2. Select Device List option on the module menu.

The Device List page opens as follows:

3. Click New . A pop up window opens on your screen for selection of device type as shown below:

4. Select the device type by clicking the respective device icon. The features and variant details of the
selected device type will be shown in the right side of the window. Select a variant type, if required.

5. To define the new device as a Panel Door, select Panel Door as device type, and specify the following:

200 Matrix COSEC System Manual


Panel: The panel on which this panel door is to be assigned. This drop down list will display all panels
defined on the system.

Configure the Panel/ Panel lite before configuring the Panel door.

Door Type: The type of door that is to be assigned as a Panel Door. This dropdown list will display only
those door types that can be defined as Panel Door (for the specified panel).

For a list of door types that can be defined as Panel Doors, See Doors as Panel Doors on page 202.

6. Click on the Continue button.

The Device Configuration page appears on your screen. The page may appear different depending on the device
type selected.

In the following figure, the Device Configuration page is for a Direct Door V2 device:

Matrix COSEC System Manual 201


7. Specify the Name and MAC Address for the new device. While saving the IP address will be fetched by the
server.

8. If the device is automatically connected, then the default name, IP and MAC address of the device will be
automatically fetched by the server. You can edit the name of the door by clicking on Edit button.

A new device is defined successfully.

Doors as Panel Doors


The list below displays the doors supported as Panel Doors on the various COSEC Panels.

Panel Panel Lite Panel Lite V2

Door V1 Door V1 Door V1


Door V2 Door V2 Door V2
Path Controller Door V3 Door V3
ARC Controller Path Controller Path Controller
PVR Door PVR Door
ARC Controller Vega Controller
ARC Controller

For all existing Panel Lite and Panel Lite V2 devices, it is must for the admin to update firmware before
using PVR as a Panel Door.

202 Matrix COSEC System Manual


Configuring Doors

The configuration procedure for every COSEC device is unique and depends on the type of device to be configured
and the properties or regulations to be assigned to it. Both panels and direct door devices have considerably
different configuration procedures as both follow separate approaches for communicating with the server and with
other devices. While Direct Doors are independent doors that communicate individually with the COSEC server,
Panels are controlling devices that can establish a centralized communication between the server and other Panel
door devices.

This chapter will explain and illustrate the device configuration procedure for all COSEC Doors (Direct Doors and
Panel Doors).

You can configure COSEC Door as Direct Door or Panel Door.

For Direct door: You can select any door from the options of Door Controller, PVR Door, NGT Direct Door,
Wireless Door, Path Controller, Vega Controller, ARC Controller and Door FMX and configure the door directly.

For Panel door: First You have to configure Panel/Panel lite/Panel Lite V2. Once it is configured, select the option
Panel Door.
To configure Panel door, you have to select the master controller Panel and the Door type.

Now select the configured Panel/Panel lite/Panel lite V2 for Panel. Then for Door Type; you can select any door
from the options of Path Controller, PVR Door, Vega Controller, ARC Controller, Door V1, V2, V3.

Matrix COSEC System Manual 203


ARC Controller can be used as single door or ARC as 2 door.

ARC as 2-door

Two readers connected to ARC-2-Door will point to 2 separate Panel doors virtually by the system so as to control
two separate physical doors using a single arc-controller. You can connect PATH readers or any other supported
readers to ARC Controller.

ARC-2 door can be connected as Panel door only. The 2 doors will have the same IP address and MAC address.

To add ARC as 2 door, add the ARC door as Panel door. For more details See ARC as 2-Door configuration on
page 209.

To configure doors, Go to Devices module> Device List.


Click New button and select the door to add and configure. Click Continue button to proceed.

204 Matrix COSEC System Manual


The Device Configuration page appears as shown below.

Enter the MAC address of the door. The IP address will be displayed automatically once the device comes online in
Monitor.
To add Devices automatically, go to Admin Module> System Configuration> Global Policy> Device. Enable the
Auto Add New Devices checkbox. Once the device is connected in network, it will come online in COSEC Monitor.

The Monitor Service must be running while adding the device to COSEC.

Once the device is configured, click the Save button to save the configuration.

Matrix COSEC System Manual 205


To know more about configuring devices, click on the links for different tabs of Device configuration.

Setting Up the Door Profile

Advanced Settings

Setting up Access Control Features

Other Device Parameters

Input Output Configuration

Setting Up Cafeteria Devices

Special Functions

Additional Parameters

Job Costing

Identification Server

206 Matrix COSEC System Manual


Setting Up the Door Profile
This section enables the user to set up the basic profile for any new device. Setting up a door profile involves
defining basic parameters to set up any door controller device.

To do this, On the Device Configuration page, select the Profile tab (selected by default on page). The tab can be
configured in the following sections:

Basic
Readers
Access Settings
General

Matrix COSEC System Manual 207


Basic
The Basic section appears on your screen as shown below:

Configure the following options as required:

Sequence Number - This is a system generated sequence number for each new device.

ID - This is the system generated ID assigned to the new door.

Name - This is the unique name that can be assigned to the door.

Connection Type - Applicable only for Panel Doors. Specify the connection type as Ethernet or
RS485. For a Vega Controller selected as Panel Door, only Ethernet will be applicable.

IP Address - This is the IP address assigned to the door. Once the device connection is established,
this field should automatically display the door IP address.

MAC Address - Specify the MAC Address of the door device.

This is required in manually adding the device to the Monitor. Note the MAC address from the device when it
is powered on.

Active - Check the box to activate the device on the network.

208 Matrix COSEC System Manual


ARC as 2-Door configuration

Mode: For connecting ARC as 2door, select the Mode as Dual Door. For connecting ARC as single door, select
the mode as Single Door.

ID: It shows the ID of the one of the door connected as ARC as 2 door. Click on flip icon to switch to the other door
of the ARC as 2-door.

IP address/MAC address: Enter the IP address and MAC address respectively of ARC Controller. Once the door
is added, it will be shown in COSEC Monitor as shown below. The IP address and MAC address of both the doors
of ARC-2 door is same.

Connection Example:
When a reader (eg: PATH reader) is connected to ARC controller, connect the cables as mentioned below.

ARC Reader2 terminal PATH RDFI terminal


A+ Small connector - Blue
B- Small connector - Brown
12V Big connector- Red
GND Big connector- Black

Aux o/p port in ARC DC must be used as door relay for reader 2.
Aux i/p port in ARC DC must be used as door status for reader 2.
Unused pin in ADC DC must be used as exit switch for reader 2.

Both the doors of Arc as 2-Door will act as individual doors.


Thus, 2 sets of configurations should be generated and dispatched every-time whenever any of the parameters in
one of the two door's (Dual Door) Configuration gets changed.

Matrix COSEC System Manual 209


The below listed parameters should be common for both door entries of ARC as 2 - Door i.e., For the 2 individual
doors configured as a single ARC as 2 - Door, if user changes any of the listed parameter value in 1 door's device
configuration then that change will get reflected in 2nd door's configuration.

Optional Parameter

Note: The Parameters vary from device to device.

Finger Template Format - Select the format as Suprema Proprietary or Suprema ISO according to
which the templates will be enrolled. For FMX door, the templates will be enrolled in Lumidigm ISO
format. For globally setting the template format, you can set from Global policy.

Application - Select Basic Access Control, Advanced Access Control or Cafeteria to determine
the application of the device. All devices set to Cafeteria will subsequently be available for Cafeteria
configuration.

Note: For Path Controller, you can select the Basic/Advanced Access Control or Enrollment option.

210 Matrix COSEC System Manual


The Basic page also offers an Optional tab which provides optional configurations as shown below:

Site - Select the site to which this door is to be assigned from the site picklist window.

Consider for Attendance - Select this checkbox if the events sent by this door are to be considered
for Time and Attendance data processing. If this option is disabled, then the system would consider all
events coming from the door as access control events.

Alert Messages - Select this checkbox to enable the application to send alerts based on events from
this door.

Access Zone (only for panel doors) - Assign an access zone to the door by selecting from the drop
down menu. See Setting Up Access Zones on page 268.

Access Cluster (only for panel doors) - Assign an access cluster to the door by selecting from the drop
down menu. See Access Clusters on page 275.

Access Mode - Defines the type and combination of credentials required to identify and validate a user
at the door controller. This parameter applies to the internal reader of a door controller. Select the
appropriate credential combination from the drop down list.

The options available are:

Any one
Card
Card + Biometrics
Card + Biometrics + PIN
Card + PIN
Biometrics
Biometrics + PIN
Biometrics then Card

Door Group: Door Group drop down includes list of all configured Door groups on corresponding
panel. An additional option as 'None' is available and selected by default.

Matrix COSEC System Manual 211


Auto IP Assignment: There is option where panel door can be assigned its IP from device
webpage.To enable this check the Auto IP Assignment box.

Consider for Visitor Pass Surrender: Check the box to consider the selected device for visitor pass
surrender. The Visitor can show his credential on this device to surrender the pass.

The Applicable doors are Direct Doors: Door V3, PVR Door, NGT Door, Wireless Door, Vega Controller.

212 Matrix COSEC System Manual


Readers
Readers are important hardware components in a biometric door device. They may be internal or external. This
section enables the administrator to configure both internal and external readers for a door as shown.

RS-485 ARC Controller


RS-232

PATH Readers

Weigand Vega,PVR,PATH Controllers


Weigand
3rd Party Readers

The following parameters are available for configuration:

Door Mode Selection - If this option is enabled, then user will be prompted to select punch type as IN or
OUT while punching on the device.

Eg: When a door is in Entry mode, your punches will always be in Entry side. But if you want to mark the punch in
ext mode then you can select the door mode if Door Mode Selection is enabled.

If not selected, user will need to enable Scheduling to set reader mode of door as entry or exit as per user-defined
schedules. See Reader Mode Scheduler on page 300.
This feature is available on Door V3, NGT Door, Wireless Door, PVR Door and Vega Controller.

Matrix COSEC System Manual 213


Prompt Special Function- This will provide selection of special function on device screen and based on
the selection of particular type of special function, job codes for JPC user will be prompted.
This can be enabled only when Door Mode Selection is enabled.

This feature is applicable for Wireless Door, Door V3, NGT Direct Door, PVR Door, Vega Controller & Door
FMX.

Auto Detect Readers (for all doors other than Direct Door V1 and Panel doors) - Select this checkbox to
enable auto detection of Readers on a door controller connected to the server.

Internal Readers
Internal reader is the reader installed inside the door controller. This option allows the configuration of the Internal
Reader for the selected door.

Select the Mode as Entry or Exit from the drop down list.

Select the Card Reader Type from the following options:


EM Prox Reader
HID Prox Reader
MiFare Reader
HID iClass-U Reader
HID iClass-W Reader

EM Prox and HID Prox readers are Read Only readers while other 3 readers are Smart Card readers.

ARC Controller Reader


For Arc Controllers, configuration must be set separately for Reader Group 1 and Reader Group 2.

Weigand Reader: Select the option as Short- Range reader for short distance capture of signal. For long
distance access; for eg: At the entry gate of a company where vehicle tag is to be read for identification,
Long-Range reader can be selected. The PIN Reader is useful for changing the PIN number through
device.

RS-485: Select the reader which will be communicating at RS-485 port.

Enrollment Via: Specify which reader group is to be preferred for enrollment by selecting option from
Reader Group1 or Reader Group2.

214 Matrix COSEC System Manual


Card Format - Select a card format to be applicable for internal readers of the device. This is applicable
for all direct doors other than Direct Door V1 and all Panel doors including Direct Door V1. See Custom
Card Formats on page 297.

Select the Finger/Palm Reader Type as Finger Reader or Palm Vein Reader depending on the door type.
Click the FP Reader Configuration button to set the Security Level, Lighting Condition,
Sensitivity, Fast Mode, Image Quality and Restore Defaults for the selected FP Reader as shown.

Finger Print Module Calibration

Security Level: You can select the security level as Normal, Secure or More Secure. For high
security zone like laboratory, power plants etc, you must keep the level high security for complete
matching of credential.

Lighting Condition: Optical sensors are sensitive to lighting condition. With this parameter, users
can tune optical sensors to be adapted for their lighting environment. Select the In Door or Out Door
option based on the device location.

Sensitivity: Specifies sensor sensitivity to detect a finger. On high sensitivity, the module will
accept the finger input more easily. Level 8 has the highest sensitivity.

Fast Mode: Fast Mode parameter can be used to shorten the matching time with a little degradation
of authentication performance. In typical cases, Fast Mode 1 is 2 to 3 times faster than Normal
mode while Fast Mode 5 is 6 to 7 times faster than Normal mode. There is also an Auto mode.

Image Quality: When a fingerprint is scanned, the module will check if the quality of the image is
adequate for further processing. Image quality parameter specifies the strictness of this quality
check. Strongest option might lead to higher number of finger rejections during the enrollment
process as good finger with accurate placement is needed. You can select Moderate or strong
quality for easy enrollment.

Good quality of enrollment( around 70-75% quality) is recommendedfor proper identification of enrolled
templates.

Click on the Restore Defaults button to return the field values for this page to default values if
needed.

Click on the Save button.

Matrix COSEC System Manual 215


For Palm Vein Readers (both PVR Doors and PVR Panel Doors):

Click the Palm Reader Configuration button to set the Security Level, Palm Matching Timeout and Palm Template
Quality for the selected Palm Reader.

Security Level: Set the security level as Normal for regular T&A system. For high security zone like laboratory, power
plants etc, you must keep the level high or highest for exact maching of palm. Keeping security level as Low may cause
mismatch of palm template.

Palm Matching Timeout: This is the time required for matching your palm with the stored template.

Palm Template Quality: You must set the quality as Good to enroll good quality palm template. If the hands are bit
rough or not getting enrolled with Good quality, then set the quality to Moderate.

Click on the Restore Defaults button to return the field values for this page to default values if needed. Click the Save
button

Select the Enable Scheduling checkbox to enable reader mode scheduling for the selected internal
reader. Select a pre-defined Reader Mode Schedule using the picklist button. For information on creating
Reader Mode Schedules, See Reader Mode Scheduler on page 300.

Reader Mode Scheduling is applicable on the following door controllers (direct doors only) - Wireless
Door, PVR Door, NGT Controller, Vega Controller, Door V3.

External Readers
This option allows the configuration of any External Reader connected to the selected door.

Select the Mode as Entry or Exit from the drop down list.
Select the External Reader Type from the options as shown below:

EM Prox Reader
HID Prox Reader
MiFare-U Reader
HID iClass-U Reader
Finger Reader (Not for PVR Door or PVR Panel Door)
HID iClass-W Reader

216 Matrix COSEC System Manual


UHF Reader
Combo Exit Reader
MiFare-W Reader
PIN-W Reader

Using PIN-W Reader and PIN Reader in ARC, user can change their PIN number through devices.

PIN-W Reader is supported in following devices:


PANEL LITE V2 DOORS: Door V2, Door V3, Path Controller, PVR Door, Vega Controller
DIRECT DOORS : Wireless Door, Door V3, NGT Direct Door, PVR Door, Vega Controller, Door FMX

Card Format - Select a card format to be applicable for external readers of the device. This is applicable
for all direct doors other than Direct Door V1 and all Panel doors including Direct Door V1.

Exit Switch - Select this checkbox to enable the use of Exit Switch.

User Access Mode (not for Direct Door V1 and Panel Doors) - Select the user access mode applicable for
external readers.

Visitor Access Mode (not for Direct Door V1 and Panel Doors) - Select the visitor access mode
applicable for external readers.

Any One
Card
If the access mode for normal user & visitor has PIN or PVR Group No combination & the first input
received is a keypad input. This input can either be a PIN or PVR Group No. Device will never know
whether the received input is a PIN or PVR Group No. In such cases device will apply the access mode
applicable for normal user type. Visitor access mode will not be checked.

Matrix COSEC System Manual 217


Access Control On Exit Mode (not for panel doors) - Select this checkbox to enable the checking of the
following access control policies on door when the external reader is in the exit mode.

User enabled
User validity
Blocked user
Time Based Access Check
ASC
User Access Group

When this parameter is unchecked, all the following access control features will be checked on door
(which are applicable and configured).

User enabled
Blocked user
Time Based Access Check
ASC
User Access Group
Deadman
Door application mode
Use count
Mantrap
Anti-pass back
Panel Route access
Smart card based route access
2-person
Access mode
Occupancy control
Visitor escort rule

218 Matrix COSEC System Manual


Access Settings
This section is available for all doors other than panel doors. The Access Settings page appears as shown below:

Universal Time Zone - Select the geographic time zone in which the DOOR will operate.

Time Format - Specifies the time format to be displayed on Door Controller LCD display. The formats
available are:
24 Hours
12 Hours

Auto Synchronize with NTP

If Date and time is to be automatically synchronized as per the Preferred NTP Server (predefined or user-defined
NTP server address) selected by user, then you must enable Auto Synchronize With NTP checkbox.

Independent of the mode set from server as Auto or Manual, the user can change the date and time settings from
device webpage, which will be reflected on device display.

When Auto Synchronization with NTP is disabled Preferred NTP Server field will be disabled.
When Auto Synchronization with NTP is enabled,

1. You can specify the Preferred NTP server of your choice. In this case device will first try to get Date
and Time from that server address.
If it does not get Date and Time in three tries; device will check from pre-defined NTP servers.
If you have entered one of the three pre-defined NTP servers(ntp1.cs.wisc.edu , time.windows.com ,
time.nist.gov); then device will first check that server first.
If it receives updated Date and Time then Updated Date and Time will be reflected on device webpage
and display screen.

Matrix COSEC System Manual 219


2. You can keep the Preferred NTP server as blank. In this case device will check for Date and Time
from the first NTP server.

3. If user has manually entered Date and Time from webpage or Device Menu then those values of Date
and Time will be reflected on device webpage and display screen.

In the case of the Manual option the administrator can manually update the time on the Door with that of the
system time as and when required. This can be accomplished from the COSEC Monitor and control application.

Working Days - Specify the days on which the default working hours should be applicable. Check the relevant
boxes to specify the active days.

Working Hours (HH:MM) - Define the default working hours in HH:MM format.

Holiday Schedule - This section allows the administrator to assign up to four holiday schedules to the device
by using the Holiday Schedule picklist.

If the same holiday schedule is configured for a user and for the door controller on which the user is
assigned, then the users attendance marking on this device, on any of the scheduled holidays will always
be marked as a holiday.

General
The General page appears as follows. Enter all general details applicable to the device in this section.

Mute Buzzer - User can mute or unmute the door buzzer by checking or clearing the box respectively.

220 Matrix COSEC System Manual


Buzzer duration - If Buzzer is not mute, then you can select the buzzer duration from the options of Long,
Medium or Short.

Voice Guidance - Select this checkbox to enable Voice Guidance for NGT Doors.

Enable Display Messages (not for Panel doors) - This feature allows the user to enable display
messages to be displayed on the door device. Upto 4 display messages can be configured for a door.

Display Message - Enable each display message individually by selecting this checkbox.

Schedule - For each message, the user needs to define the time period between which this message is to
be displayed.

Message - Enter the message to be displayed in this field. Maximum 21 characters allowed.

Multi-Language Support - Select this checkbox to enable multi-language support for the selected device.
The following COSEC Direct Doors support multiple languages:

PVR Door
NGT Controller
Vega Controller
Door V3
Door FMX
Wireless Door

The Display From field shall display the reading order for the selected language.

However for (Wireless Door/PVR Door/Door V3) will support languages with english fonts (A-Z,a-z) only.

Advanced Settings
The Advanced tab allows the user to configure some advanced parameters such as access control settings, alarms
and device timers.

To access this, After selecting the device, Select the Advanced tab from Device Configuration page. The
advanced settings can be configured from following two sections:

Settings

Timers

Wiegand

Settings
The Settings page appears on your screen as shown below:

Matrix COSEC System Manual 221


The following parameters are available for configuration:

Generate Exit Switch Events - Select this checkbox to enable the door to generate events everytime the
exit switch is used.

Generate Invalid User Events - Select this checkbox to enable the door to generate events for invalid
user inputs.

Generate Sequential IN-OUT Events - Select this checkbox to generate user punches on device as the
sequential IN-OUT events irrespective of whichever mode in which device is functioning.
Supported devices: Door V3, Vega Controller, Wireless Door, PVR Direct Door, NGT Direct Door, Door
FMX.

Two Credentials Required- Select this checkbox to enable the feature of verifying 2 credentials
mandatorily for users allowed to By-pass finger/palm.
Supported devices: Door V3, Vega Controller, Wireless Door, PVR Direct Door, NGT Direct Door, Door
FMX.

Allow Exit when Door Lock - Select this checkbox if users are to be allowed to exit even when the Door
relay is in locked condition.

Auto Relock - Select this checkbox to allow the door to relock immediately when the door status changes to
close after normal open irrespective of the defined pulse time. However, it is supported only if a door sense is
installed and enabled.

Auto Relock Timer - Specify the time in seconds for the Auto Relock operation.

Alarms - Select this checkbox to set all door-based alarms as active.

Tamper Alarm - Select this checkbox to activate the Tamper Alarm.

222 Matrix COSEC System Manual


Enable Additional Security (not for panel doors) - Select this checkbox to enable additional security at the
selected Door Controller.

Additional Security Code - Enter a code (ranging from 1 to 65535) in the field provided. Re-enter the code to
confirm.

Changing this value can affect the SI function. Click on the Default Code button to reset the Additional
Security Code to the value set in the Global Additional Security Code field on the Global System Policy
page.

Output Group Number (Door Lock/Door Unlock - for panel doors only) - Select the Output Group
Numbers to which the device output for Door Lock and Door Unlock are to be assigned from the respective
picklists.

Enable Smart Identification (not applicable to all doors) - Select this checkbox to enable this functionality
at the selected Door Controller and select the Access Level and the Access Mode from the drop down list.

Auto Acknowledge Alarm - Select this checkbox to enable the auto-acknowledgement of all alarms for this
device.

Alarm Auto Acknowledge Timer (sec) - Set the time in seconds for the Auto Acknowledge Timer. The wait
timer will start and on expiry of the timer, the alarm buzzer will stop automatically.

Enable VAM Checking - Select this checkbox to enable the Vehicle Access Management feature on this
device. To know more about Vehicle Access Management, See Vehicle Access Management on
page 957. This feature is applicable only for Wireless Door, Direct Door V3, PVR Door, NGT and Vega
Controllers.

Facility Code - Set a value for Facility Code to be set for access modes other than Card, if Facility Code
is expected in Wiegand Output. This will be applicable to all direct doors except Door V1 and V2.

Allow Door Access through API- Check the box to allow the access to device using COSEC APTA by
scanning the QR code. For details See Door Access using QR code on page 227.

Entry/Exit Access Mode- Select the entry and exit door access mode from the options of API Only and
API + Biometrics.

Only for ARC Controller

Reader Group 1&2 - Tamper - This option allows the configuration of tamper input for Reader Group 1
and Reader Group 2 and setting the default signal type as Normally Open (NO) or Normally Closed (NC).

Only for Panel Doors (Panel Door, Panel-Lite Door, Panel-Lite V2 Door)

Matrix COSEC System Manual 223


Tail-Gating - Tail-gating refers to an access violation which occurs when more than one person tries to
enter a secured area using a single persons access credentials. If this option is enabled on the panel door,
the occupancy count of a zone should be incremented or decremented considering both the punch as well
as the auxiliary input port of the panel door (say, input from a beam-counter). Set the wait timer for
resetting the tailgating count (Reset Wait Timer) based on the door lock status or the door pulse wait timer
(as configured).

Man Trap Timer - Internal Reader (Sec) - This checkbox enables an alarm wait timer on the panel door to
ensure that the user enters the next sequential door of a man-trap within a specific time-frame.

Man Trap Exit Timer - External Reader (Sec) - This checkbox enables an alarm wait timer on the panel
door to ensure that the user exits the panel door to enter the next sequential door of a man-trap within a
specific time-frame.

Network Protocol - You can select the network protocol as ICMP or UDP for communication with Panel
and its Panel doors.

Timers
This section allows the configuration of various types of pre-defined device timers which can trigger off specific
responses. In COSEC, timers are often used to control door behaviour and for triggering alarms. The Timers page
appears on your screen as shown below:

224 Matrix COSEC System Manual


Inter-Digit Wait Timer (sec) - Specify the time period in seconds between two key inputs on the device
keypad. On expiry of this timer, the system considers the user input to be complete and is ready for the next
input.

This feature is not available on Path Controllers.

Multi-Input Wait Timer (sec) - Specify the time in seconds for which system needs to wait for the second
credential input from the user when more than one credential is to be used to grant access.

Door Open Pulse Timer (sec) - Specify the time in seconds (3 to 99) for the door to be energized for a valid
credential. If the opened door does not return to a closed state before the expiry of this timer, the door will
generate a Door Abnormal alarm.

Late-IN Early-OUT Active Timer (min) - Specify the time in minutes for which the Late-IN and Early-OUT
special functions will remain active after being enabled at the Door Controller.

Pulse Time (sec) - Specify the time in seconds for the panel door to be energized for a valid credential.

This feature is available only for panel doors.

Palm Enrollment Time Out (sec) - Specify the time in seconds for which a Palm enrollment command will
be valid for credential input. Available only for PVR Doors. Once this timer runs out, a new enrollment
command will have to be generated.

Wiegand
This tab shall be available for configuration only for PVR Door, PATH Controller, Panel Lite V2 and Vega Controller.

Matrix COSEC System Manual 225


3rd Party
PVR, Vega or Path
Readers
Controllers
Say HID IN
Reader

Connect 3rd party reader OUT


to Weigand interface of
Door Controllers
3rd Party
Panel

Give weigand output


of Door controller to
3rd party panel

Wiegand Interface - PVR Doors, Panel Lite V2, Path Controllers and Vega Controllers can be connected
both as input devices (e.g. to receive data from a Wiegand Reader) or output devices (e.g. to support
output to third party panel) via the Wiegand interface as shown above.
So select the interface of Door controller as Output Mode to work as weigand output to panel or Reader
Input to take data from third party reader. If Reader Input option is selected, all the output mode
parameters will be disabled.

If you select Output mode then configure the Output Mode Parameters.

Wait For Panel Signal - If this option is enabled the door will wait for reply from the connected third party
device before triggering any output, as per the defined Signal Wait Timer (Sec).

Wait For User Verification - If this option is enabled, user verification will be requested on the third party
device before triggering any output.

Specify the Wiegand Output Format and sending order for reader data as MSB or LSB Bit in the Send
From field.

Also for the Custom format, user can configure details of fields to be sent as output from the Wiegand
reader that has been added.

226 Matrix COSEC System Manual


For each of the listed events, a custom Wiegand Output Format can be selected using the picklist button.
Also an access code can be assigned for each communication (e.g. Invalid PIN Code). This will depend on
the number of output bits configured for Access Code in the selected Wiegand Output Format. Also, See
Wiegand Output Format on page 303.

Door Access using QR code

The user can access the COSEC device using COSEC APTA installed in the mobile device. If the user has rights
for COSEC APTA and the access to the device is allowed for the user, then he can use his mobile device to scan
the QR code which constite the details of the COSEC door.

There is icon for QR code on COSEC APTA application. Clicking that icon will open the camera in your mobile.
Now you can show the mobile camera to scan the QR code.The COSEC door will get opened after verifying the
security key and access policies of the user.

Steps to create a QR code

Step 1: Enter details in JSON format


{"version":"x","ip": "x.x.x.x","port":"x","pdid":"x","mode":"x"}

Valid values:

Field Field range Default Value Remark

version 1-255 1

ip 0.0.0.0- 0.0.0.0
255.255.255.255

port 0-65535 0

Matrix COSEC System Manual 227


Field Field range Default Value Remark

pdid 0-255 0 If door is in direct door


mode then, then PDID
will be 0

If door is in panel door


mode then, PDID will
have values from 1-255

mode 0,1 0 0= for entry mode


1=for exit mode

Note:
Step1a. If door is in direct door mode enter IP & port of the direct door
b. If door is a panel door, then enter IP & port of the panel door and in the pdid specify the door id which is
to be accessed.
Step 2: Encrypt the JSON string using key "matrix12" with simple DES/ECB mode.
Step 3: Encode the encrypted string using Base 64.
Step 4: Use this string to generate QR code through any third party software.

Setting up Access Control Features


The Features tab allows the user to enable certain Access Control features for a device

To access this, After selecting the device, Select the Features tab from Device Configuration page. The access
control features for the device can be set from the following two sections:

Set1

Set2

The Features tab is available only with the Access Control Module license and is applicable only for direct
doors.

The Access Control features will be applicable on COSEC door when door is in Normal mode. Door lock
and Door Unlock will not allow access policy to function.

Set1

228 Matrix COSEC System Manual


This page allows the configuration of three rules - Absentee Rule, Occupancy Control and Use Count Control.
The page appears as shown below.

Absentee Rule - Select this checkbox to enable this feature at the door. This rule sets the maximum
number of days for non-use of a credential. On expiration of days limit, the user will be automatically
blocked. For configuring the rule See Absentee Rule on page 707.

Occupancy Control - Select this checkbox to enable the feature at the door and specify maximum
number of users to be allowed within the controlled area after which a user exit is required to enable
access to another user. Also specify the Minimum Occupancy Limit i.e. the minimum number of
occupants the designated zone should have, and enable/disable the Zero Occupancy option to determine
whether the designated zone should be allowed to be empty or not. For configuring the rule See
Occupancy Control on page 710.

Use Count Control - Select this checkbox to enable the feature at the door and specify the maximum
number of uses per minute. For configuring the rule See Use Count Control on page 712.

Set2
This page allows the configuration of three rules - First-IN User Rule, Anti-Pass-Back (APB) and 2-Person Rule.
The page appears as shown below.

Matrix COSEC System Manual 229


First-IN User Rule -Select this checkbox to enable the feature at the direct door and select the First-In
User group which would be valid at the door. For configuring the rule See First In User Assignment on
page 745.

Anti-Pass Back (APB) - Select this checkbox to enable the feature at the direct door. For configuring the
rule See Anti-Pass Back on page 723.

2-Person Rule - Select this checkbox to enable the feature at the door and set the wait time in seconds
after which the second person is allowed to punch on the door. For configuring the rule See 2 Person Rule
Assignment on page 741.

230 Matrix COSEC System Manual


Other Device Parameters
The Others tab allows the user to configure parameters for enrollment and video surveillance integration for the
device

To access this, After selecting the device, Select the Others tab from Device Configuration page. The other
device parameters can be set from the following sections:

Enrollment

Visual Tagging

Satatya

Built-In Camera

Enrollment
The Enrollment page appears as shown below.

The Enrollment section is not available for panel doors.

Good quality of enrollment( around 70-75% quality) is recommended for proper identification of enrolled
templates.

Enrollment through Special Function - Select this checkbox to enable the feature. This allows the user
to specify the user credential that can be enrolled by using the enrollment special function from the DOOR
Controllers.

Enrollment Mode - Select the Credential from the dropdown list that can be enrolled using the special
function at the DOOR. The options are ReadOnlyCard, SmartCard, Biometrics and BiometricsThenCard.

Matrix COSEC System Manual 231


Enrollment Using - Select the option User ID or Reference No. using which enrollment will be done.
Template Per Finger - This parameter displays the values as configured at the global level. This field is not
user editable from this page.

Max Number of Fingers - This parameter displays the values of the maximum number of fingers configured
at the global level. This field is not user editable from this page.

Number of Fingers/Cards - Select the number of cards or fingerprints to be enrolled based on the
credential option selected in the Enrollment Mode parameter.

Enable Self-Enrollment - Select this checkbox to enable the self-enrollment feature on this door.

Visual Tagging
The COSEC application can interface with some supported digital and network video recording systems and grab
images triggered by user events at the Doors.The Visual Tagging option enables the administrator to define the
video recorder parameters. The Visual Tagging page appears as shown below.

To view the user events and related images, go to Admin > Views/Logs > Event View. To know more
about viewing events, refer to Event View.

The following parameters are available for configuration:

Device Type - Select the video recording device type from the dropdown menu as shown.

232 Matrix COSEC System Manual


The compatible device types are:

Dahua DVR Type 1


Dahua DVR Type 2
Matrix DVR/NVR/HVR
Hikvision DVR
Dahua DVR Type 3
Milestone

For more information on integration with Milestone devices, refer to Milestone Integration.

Device Address - In the event of selecting the Matrix DVR/NVR/HVR, the administrator needs to specify the
MAC address of the video recorder device using _ (underscore) as the separator. For the Dahua DVR specify
the IP address of the DVR in this field.

Camera ID - Specify the camera number or camera IP for IP cameras. For analog cameras specify the
camera number.

Root Folder - Specify the Root folder path or FTP Path wherethe uploaded images will be saved.

FTP Login Credentials - Check this box to activate FTP login credentials for authentication.

Username - Specify the FTP server username.

Password -Specify the FTP server password.

Integration type- Select the integration type from the options of Wired and Network.
In wired integration, door is physically connected with Satatya Device. In Network integration, connection
can be by ethernet, wireless or broadband depending upon the COSEC device support.

Active- Check the box to activate the connection.

Network Connection- Select the Network connection from the options of Ethernet, Broadband, Wireless.

Some COSEC devices do not support all the network connection options.

IP Address- Specify the IP address of DVR/NVR/ HVR if device is connected with Ethernet.

Port Number- Specify the port number of DVR/NVR/HVR.

Satatya
This functionality is available for configuration only when the Matrix DVR/NVR/HVR device type is selected in the
Network mode (Integration Type in Visual Tagging). It enables the configured COSEC devices to directly send
commands to the SATATYA DVR/NVR/HVR devices as per the configuration on this page. The Satatya
configuration page appears as shown below:

Matrix COSEC System Manual 233


Name-Specify a user friendly name for the integration function.

Active- Check the Active box to enable the SATATYA integration functionality.

Schedule- Specify a schedule for the function by specifying the start and the end time (24 Hours format)
as well as checking the boxes against the applicable days of the week.

Event- Select a COSEC event from the drop down list for which the resultant action is to be configured.

Mode- Select the event mode from the options of Entry, Exit and Both from the drop down list wherever
applicable.

Action-Select the action for the Satatya device from the drop down list. The options available are:

Recording - Specify the duration in minutes.


Upload Image - This will be uploaded as per the ftp settings.
Video Pop-up - Specify the duration in seconds.
PTZ Preset - Specify the PTZ position number as defined on the SATATYA device.
Mail Image - Specify the email-ID.

Camera- Select the relevant camera channels depending on the action selected.
Example: As shown in above figure, For Access allowed event on COSEC Device, recording of
camera channel 4,6,8 and 10 will be done for 10 minutes

Click the Add button to finish the process of linking the event to the action. The user may now configure
another event-action linkage if required.

234 Matrix COSEC System Manual


Built-In Camera
This functionality enables configuration and scheduling of image capturing using the in-built camera of an NGT
door. The Built-In Camera configuration page appears as shown below.

This functionality is available only when an NGT door is selected. And is not available in the Edit
mode for devices.

The NGT built-in camera can be scheduled to capture images during scheduled periods and triggered by specific
user events.

Specify the function name and select the Active checkbox to enable it on the system.
Specify a schedule and select the user events from the drop down list by which the image capturing should be
triggered. The options are Access Allowed, Access Denied and Both.

Click the Add button to save the schedule for the selected device.

Input Output Configuration


The Input/Output (I/O) configuration of a system determines how the output or response of a system is influenced
by the input applied on it. In case of the COSEC Access Control System, the I/O configuration should enable the
system to monitor and trigger a specific response to any changes in door state or event occurrences at the door
device. This change of door state or occurrence of events may be considered as an input while the response or
action that is generated by the system on detection of this input, may be defined as the output.

1.This functionality cannot be fully accessed in the Edit mode for a selected device.
2. This functionality is available only with the Access Control add-on module license.

To access this, After selecting the device, Select the Input Output tab from Device Configuration page. The Input
Output parameters can be set from the following sections:

Matrix COSEC System Manual 235


Configuration

Linking

Time Triggered

Configuration
The Configuration section for a Direct Door V2 appears as shown below.

The following parameters are available for configuration:

Door Sense - The system by default can sense two states of a door - Normally Open (NO) and Normally
Closed (NC) depending on which the output is determined. For example, any deviation of the door from its
normal state may lead to the trigger of a Door Abnormal alarm.

Select the Enable checkbox to enable the system for such two-state monitoring.

Select the Supervised checkbox to enable the door for four-state monitoring where the door is also
monitored for door fault and door disconnection. Specify the Sense Type as NC or NO (Default:
NC).

Auxiliary Input - Select the Enable checkbox option for Auxiliary Input (e.g. Smoke Detectors) depending
on normal or supervised door state monitoring as described above.

Debounce Time (Sec) - Specify the Debounce time in seconds. Default value is 3 sec and range
should be 0-99 sec. It defines the minimum time for which an input interface must be maintained in
a given state before the system reports it. For example, if a Normal door state is changed to Alarm,
the state must remain in Alarm for five seconds before an alarm is generated.

236 Matrix COSEC System Manual


Auxiliary Output - Select the Enable checkbox to enable Auxiliary Output (e.g. Fire Alarm) for the
selected device. To set an additional waiting period before the Aux Output signal is sent, enter an
Output Wait Time (Sec).

Accept External IO Linking - Select the Enable checkbox to enable device-to-device IO Linking i.e. input
from one Direct Door can trigger output in another Direct Door. External IO Linking is supported in the
following Direct Door devices:

Wireless Door
PVR Door
NGT Direct Door
Vega Controller
ARC Controller

Network Interface- Select the interface option for IO linking with external devices. The options are

Ethernet
Wireless
Mobile Broadband

Linking
The Linking section for a Wireless Door appears as shown below.

The Linking page will not open if Edit mode is on. To open this, click on Save button then open the Linking
page.

The COSEC application supports the Input/Output Linking feature to activate an output port based on a trigger
received from an input port on the same Direct Door. This option enables the administrator to define how an event
or events (input port) will trigger an output on the selected door. This section will not be available for panel doors.

Matrix COSEC System Manual 237


Configure the following options as required:

Name - Specify a name for the new I/O linking program to be defined.

Active - Select this checkbox to activate this linking program.

Output Type - Specify the appropriate type of output from the following four options available in the
drop down list:

Pulse: With this type of output, the user needs to define the Pulse time in seconds.
Interlock: With this option, the output follows the input. The relay output is triggered as long as the
input is activated after which it returns to normal state.
Latch: With this option, it is denoted that the relay output will be in an energized condition for infinite
period and needs to be reset manually.
Toggle: With this option, the output group toggles its state whenever an input group is activated.

Pulse Duration (sec) - For a Pulse output type, specify the pulse duration in seconds.

Supported Devices - All devices supported for external IO Linking will appear in this picklist for
selection. Upto 255 external devices can be added by the administrator.

Click the Update button.

On the Input Output page, select the Time Triggered section as shown.

Time Triggered

This functionality enables the user to control the activity of an Output without manual intervention. The time
triggered functions are used for activating events like door unlock and siren activation that are set as per the start
time and for the configured time duration. This functionality is designed to energize outputs for predefined periods
at the configured time. The COSEC access control system supports up to 20 Time Triggered functions on a Direct
Door.

238 Matrix COSEC System Manual


Setting Up Cafeteria Devices
The COSEC system enables the user to configure devices which will be used by the Cafeteria management
module. The following COSEC devices can be configured as Cafeteria doors:

Door V2

Door V3

NGT Direct Door

Wireless Door

Vega Controller

To access this functionality for a door,

1. On the Device Configuration page, select the Cafeteria tab.

2. On the Cafeteria page, select the Settings section.

The following figure illustrates the Settings section for a Vega Controller:

3. Configure the following options as required after clicking the Edit button.

Printer - Select the printer from the dropdown list based on the site requirements

Connection Type - Select the printer connection type from the pull down list. The options available
are:
RS232 (serial)

Matrix COSEC System Manual 239


USB

Baud Rate - In the event of a serial printer, select the appropriate baud rate from the pull down list.

Specify the Company Name, Company Address and the Punch Line as per the site requirements.

To remove the price and cost of item from the coupon, check the box Exclude Price-Cost from
coupon.
These details will be printed on the receipt dispensed from the door POS printer.

Specify the time in seconds which is required to keep a delay between two consecutive punches/
transactions of the same user.

4. On the Cafeteria page, select the Assigned Menu section.

The following figure illustrates the Assigned Menu section:

COSEC allows the administrator to assign one or more cafeteria menus (Menu 1, Menu 2, Menu 3... upto 99.) to a
device. These can be configured by selecting pre-defined menus from the Menu picklist.

5. On the Cafeteria page, select the Menu Schedule section as shown.

240 Matrix COSEC System Manual


6. Select a menu and define a time period (in HH:MM format) for selected days of the week, during which the
menu should be available to users on the selected device and save the changes.

Special Functions
To configure Special Functions for COSEC doors, refer to Special Functions.

Additional Parameters
This section lists some additional configurations that can be enabled for door controllers. These parameters are
differently applicable for different door types as described below.

To access these configurations,

1. On the Device Configuration page, select the Additional tab.

2. On the Additional page, select the Greetings section.

The Greetings section is available only for NGT Direct Doors.

This functionality enables the administrator to define greeting messages triggered by user access events at the
NGT DIRECT DOORs. The greeting messages can be in predefined visual as well as audio formats.

The following figure illustrates the Greetings section for an NGT Direct Door:

3. Configure the following options as required:

Select the Greeting Type from the drop down list. The options available are:

Matrix COSEC System Manual 241


Custom Message
Birthday Message

Check the Active box to activate the greeting message on the selected door.

Specify the message in alphanumeric format in the space provided against Message Line1 and
Message Line2.

In the event of defining a Custom Message, select the Date on which the message is to be displayed
by clicking on the date picklist button. This field will be disabled in the event of a Birthday Message.

Expand the AV panel and select a predefined image and audio file from the respective drop down lists.

When defining a Custom Message, select all users or specific users from the user picklist. This field will
be disabled in the event of a Birthday Message and all users will be selected by default.

Click the Add button to save the settings on the door.

4. On the Additional page, select the Daylight Saving section.

This section will not be available for Direct Door V1 and Panel Doors.

Many countries observe the convention of adjusting clocks forward and backward. Clocks are set ahead during the
spring and back to standard time in the autumn. COSEC doors can be configured to be compatible with this
procedure keeping the RTC of the system updated with such changes.

The following figure illustrates the default Daylight Saving page for a Direct Door V2:

5. Configure the following options as required:

242 Matrix COSEC System Manual


Select the DST Type from the drop down list as shown.

The Disable option when selected, disables the application of DST on the system time.

On selection of the Day-Month wise option, the DST is set by the day of the month on which clock
needs to be forwarded and reverted back to normal. Set the month, week number, day of the week,
and time for both the Forward Clock and Backward Clock as shown.

On selection of the Date-Month wise option, the DST is set by date of the month on which clock needs
to be forwarded and reverted back to normal. Define the Time Period for the date-month wise DST
settings in 24-hours format, and specify the day of the week, date and time for the Forward Clock and
the Backward Clock as shown.

Click the Save button.

Matrix COSEC System Manual 243


6. On the Additional page, select the Assigned Users section as shown below. This section is not available
for panel doors.

Select and add users from a user picklist.

Click the Save button to assign all the added users to the selected door.

Job Costing
When user punches on any device, there will be an option to select the Job Code on which the user is working. Job
Costing enables the admin to show or hide Job Code selection on device.

The feature is applicable for following devices (panels and direct doors only):

Door V3 (As Direct Door only)


Wireless Door
PVR (As Direct Door only)
NGT
Vega Controller

To access these configurations,

On the Device Configuration page, select the Job Costing tab.

244 Matrix COSEC System Manual


Show Job Menu: If the checkbox is enabled then multiple jobs can be assigned to the device. If it is disabled then
only default jobs can be assigned on the device.
The user can select the relevant job code while punching on the device. His job hours will be recorded for that job
code.

Assign Jobs: Select the Job group and multiple jobs from the picklist.
Then click on Save button. The jobs will be listed to the grid.

The maximum limit for job assignment is 1000 on each device

Job codes will be available for selection on the door when the user punches on the door.

Matrix COSEC System Manual 245


Identification Server
This tab enables the selected device to be assigned to a pre-defined Identification Server.
Device has a limited memory capacity for storage of templates so we need Identification Server which will store the
more number of templates and respond to device when asked for identification.

For more information on Identification Servers, See Identification Server on page 121.

This feature is supported on the following direct doors:

Wireless Door
Door V3
PVR Door
NGT Door
Vega Controller

To access these configurations,

On the Device Configuration page, select the Identification Server tab.

Enable Identification On Server: Select the checkbox to enable the identification of palm/finger
templates on this device.

Identification Server: Select an Identification Server using the picklist button to which the device is to be
assigned. The configuration of server is done from Admin module > System Configuration >
Identification Server Configuration.

IP Address :Displays the IP Address of the selected Identification Server.

Host Name: Displays the host name of the server.

246 Matrix COSEC System Manual


Server Connection Mode: Select the mode by which the server is to be connected with the device i.e. IP
Address or Host Name.

TCP Listening Port: Enter the TCP port number. The default port number is 11005.

Network Interface: Select the interface through which the server is to be connected to the device. The
options are: Ethernet, Wireless and Mobile Broadband.

Enable Palm Smart Identification: Select the checkbox to enable palm templates identification through
Identification Server for this device. This is applicable only to PVR doors.

Wait For Server Response: Select the checkbox if the Identification Server should wait for response from
the COSEC server before identifying a user. If enabled the identification server will go to the device as well
as the COSEC server to search for the template and wait till the response is received from the COSEC
server (even if a matching palm template is found locally). This is applicable only to PVR Doors.

Wait For Device Response: Select the checkbox if the Identification Server should wait for response from
the COSEC device before identifying a user. If enabled the identification server will go the device as well
as the COSEC server to search for the template and wait till the response is received from the device. This
is applicable only to PVR Doors.

Enable Finger Smart Identification: For all other supported doors, select the checkbox to enable
fingerprint templates identification through Identification Server.

Identification Time-Out Duration (Sec): Specify the duration in seconds after which the fingerprint
template identification will get time out.
Example: If 5 seconds is specified, then the identification server will try to identify the template till 5
seconds and if not found then it will show time-out to the user.

Auto Send Enrolled Templates: Select the checkbox to enable any enrolled templates to be saved both
on the COSEC database as well as saved locally on the configured Identification Server. This enables
prompt identification of user on enrollment.

Maximum Template Count for Sequential Identification: Specify the maximum number of templates
upto which identification will be done locally through device after which request is forwarded to the
Identification Server. See Maximum Template Count for Sequential Identification: on page 98.

Default Biometric Group No.: Specify the default biometric group number to be assigned to the device. It
is a number allotted to a device to be assigned to the Identification Server. This enables the Identification
Server to match the template against only those devices that belong to the corresponding biometric group.
This reduces the false detection as well time to search template.

Matrix COSEC System Manual 247


Configuring Panels

The Device Configuration option in COSEC enables the system administrator to add devices on the COSEC
network by setting the configurations through the COSEC application or directly from a terminal device. In order to
configure a panel device as per site requirements, it must be first defined on the COSEC database with a device
name and ID. To define a new Panel device, refer to Defining a New Device.

Once a new panel is defined, it must be configured with the required device settings. It is necessary to configure a
panel before starting the configuration of its slave controllers (Panel Doors).

This chapter will explain and illustrate the device configuration procedure for all COSEC Panels.

To view a list of doors supported as slave controllers on each panel type, refer to Doors as Panel Doors
on page 202

The Access Control Policies must be enabled first at Panel level See Enabling Access Control Features
on page 256. and then at particular zonal level See Setting Up Access Zones on page 268.

To configure panels,

1. Select the Devices module

2. Select Device List on the module menu.

3. Select a Panel device from the device list using the Filter List as shown.

248 Matrix COSEC System Manual


4. Once a device is selected, the Device Configuration page will appear with the details of the selected
Panel as shown below.

5. Click the Edit icon.

6. Once the device is fully configured, click the Save icon to save the configuration.

Panel doors using Panel Lite V2 supports the Self Enrollment functionality.

For detailed configuration of Panel devices, read the following sections:

Setting up the Panel Profile

Advanced Configuration

Enabling Access Control Features

Configuring Other Parameters

Special Functions

Input Output Configuration

Setting Up Access Zones

Additional Parameters

Access Clusters

Matrix COSEC System Manual 249


Setting up the Panel Profile
Setting up a Panel profile involves defining basic parameters to set up a Panel device. To do this,

1. On the Device Configuration page, select the Profile tab (selected by default on page).

2. On the Profile page, select the Basic section as shown.

3. Configure the following options as required:

ID - This is the system generated ID assigned to the new panel.

Name - This is a unique name assigned to the panel.

IP Address - This is the IP address assigned to the panel. Once the device connection is established,
this field should automatically display the panel IP address.

MAC Address - This is the MAC Address of the panel device.

Active - If the device is active on the network, select this checkbox to enable this option.

Optional - Enter the Company Name, Company Address and Emergency Contact info in this
section.

4. On the Profile page, select the Access Settings section as shown in the following figure

250 Matrix COSEC System Manual


5. Configure the following options as required:

Universal Time Zone - Select the geographic time zone in which the panel will operate

Time Format - Specifies the time format to be displayed on Door Controller LCD display. The formats
available are:
24 Hours
12 Hours
Select the relevant option from the pull down list as per the site requirements.

Update Time - Specifies whether the time synchronization between time server and controller will be
automatic or manual. User can also opt to enable a particular machine on the network to be the active time
server by specifying its IP address in the field provided as shown in the figure above. In the case of the
manual option the system updates the panel to synchronize with the system time. This can be accomplished
from the COSEC Monitor and control application as described in an earlier section of this manual.

Working Days - While adding new devices, by default all the days including holidays for access are
enabled. To change the default settings of working days, click on the relevant boxes which are not to be
included in active working days.

Working Hours (HH:MM) - While adding new devices, the default working hours is set as 00:00 to 23:59.
The user can change the default working hours in HH:MM format.

Break Hours (HH:MM) - The default break hours are set as 13:00 to 14:00. The user can change the
default break hours in HH:MM format.

Allowed Early-IN (HH:MM) - Specifies the number of hours before official entry time, during which the
user should be allowed entry.

Allowed Late-OUT (HH:MM) - Specifies the number of hours after official exit time, during which the
user should be allowed to exit.

Matrix COSEC System Manual 251


Holiday Schedule - Users can assign up to 4 holiday schedules to each device by clicking the holiday
schedule picklist button.

6. On the Profile page, select the General section as shown.

7. Configure the following options as required:

Door Mode Selection - Enable this option for user to be prompted to select punch type as IN or OUT
while punching on an assigned panel door. If deselected, user will need to enable Scheduling to set
reader mode of door as entry or exit as per user-defined schedules. See Reader Mode Scheduler on
page 300. Available on Panel Lite V2.

Enable Display Messages - This feature allows the user to enable display messages on door
controllers assigned to a panel. Upto 4 display messages can be configured for a door.

Display Message - Enable each display message individually by selecting this checkbox.

Schedule - For each message, the user needs to define the time period between which this message
is to be displayed.

Message - Enter the message to be displayed in this field. Maximum 21 characters allowed.

Advanced Configuration
This section allows the user to configure some advanced parameters such as access control settings, alarms and
device timers. To access this,

1. On the Device Configuration page, select the Advanced tab as shown.

252 Matrix COSEC System Manual


2. On the Advanced page, select the Settings section.

3. Configure the following options as required:

Generate Exit Switch Events - Check this box to enable Panel Doors to generate events for the inputs
from the Exit Switch.

Generate Invalid User Events - Check this box to enable the Panel Doors to generate events for
invalid user inputs.

Degraded Access - Degraded mode allows a valid user to access the facility even if the Panel Door is not
communicating with the PANEL. Check this box to enable this feature at the system level.

Degrade Wait Timer (sec) - Specifies the time period in seconds before the door controller switches from
Network Fault to DEGRADE MODE. Default value is 5 sec.

Facility Code - Facility or site codes are encoded on cards, along with a card number, to ensure that cards
belong to the facility where access is attempted. Facility code is unique 8 or 16 bits of every HID Proximity
card number specific to a site and is encoded in to the card by the manufacturer.

COSEC Application also supports end user defined Facility Code (FC) to be written on to the card at
the time of enrollment while using smart cards and system reads this code only while allowing access
in degraded mode. This field is enabled only if the Degraded Access option is enabled. Specify a facility
code (ranging from 1 to 65535) in the field provided.

Access Mode - Defines the type and combination of credentials required to identify and validate a user
at the Door Controller. Select the appropriate credential combination from the pull down list. The
options available are:

Matrix COSEC System Manual 253


Any One
Card
Card + Biometrics
Card + Biometrics + PIN
Card + PIN
Biometrics
Biometrics + PIN
Biometrics then Card
Biometrics + Group (Only for Panel Lite and Vega Panel-Lite)

Enable Additional Security - In order to keep Additional level of security check other than Facility code
and card number check, smart cards can be written with additional security code that takes security to the
next higher level. Check the box to enable this functionality at the PANEL level and specify the code to be
written (ranging from 1 to 65535) in the field provided as shown in the figure below. Re-enter the code to
confirm.

Enable Smart Identification - Check the box to enable this functionality at the selected panel and
select the Access Level and the Access Mode from the drop down list.

Auto Acknowledge Alarm - Select this checkbox to enable the auto-acknowledgement of all alarms for
this device.

Alarm Auto Acknowledge Timer (sec) - Set the time in seconds for the Auto Acknowledge Timer. The
wait timer will start and on expiry of the timer, the alarm buzzer will stop automatically.

Override IO Linking/Time Triggered during Disarm - Select this checkbox to enable overriding of IO
Linking/ Time Triggered configurations for the selected device when the Disarm special function is
enabled.

4. On the Advanced page, select the Alarms section as shown.

254 Matrix COSEC System Manual


5. Select the appropriate checkboxes for the respective alarms to be activated on the selected device. User
can also define up to 3 Custom Alarms here.

6. Define the time in minutes for which an acknowledged alarm should wait before being re-issued in the
Alarm Reissue Wait Timer(min). Default value is 5 minutes.

7. The Man Trap Alarm Wait Timer checkbox enables an alarm wait timer on the panel to ensure that the
user accesses sequential doors of a man-trap within a specific time-frame.

8. On the Advanced page, select the Timers section as shown.

9. Configure the following options as required:

Inter-Digit Wait Timer (sec) - Specifies the time period in seconds for which the door controller waits
between two digits before considering the user input code to be complete. Default value is 3 sec.

Multi-Input Wait Timer (sec) - Defines the time for which system needs to wait for the second credential
input from the user when more than one credential is to be used to grant access. Default value is 5 sec.

Late-IN Early-OUT Timer (min) - Specify the time in minutes for which the Late In and Early Out special
functions will remain in effect after being enabled at the panel.

Door Abnormal Wait Timer (sec) - Specify the time in seconds for which system needs to wait before
generating an alarm for abnormal door status.

Palm Enrollment Time Out (sec) - Specify the time in seconds for which a Palm enrollment command
will be valid for credential input on a PVR Panel Door. Available only for Panel Lite and Vega Panel-
Lite. Once this timer runs out, a new enrollment command will have to be generated.

Matrix COSEC System Manual 255


10. On the Advanced page, select the Wiegand section as shown. This shall be available for configuration on
Panel Lite V2 only. Configure the following options as required:

Wiegand Interface - Panel Lite V2 can be connected both as an input and output device via the
Wiegand interface. Select the interface as Output Mode or Reader Input.

Wait For Panel Signal - If this option is enabled the panel will wait for reply from the connected third
party device before triggering any output, as per the defined Signal Wait Timer (Sec).

Wait For User Verification - If this option is enabled, user verification will be requested on the third
party device before triggering any output.

Specify the Wiegand Output Format and sending order for reader data as MSB or LSB Bit in the Send
From field.

Also for the Custom format, user can configure details of fields to be sent as output from the Wiegand
reader that has been added.

For each of the listed events, a custom Wiegand Output Format can be selected using the picklist
button. Also an access code can be assigned for each communication (e.g. Invalid PIN Code). This will
depend on the number of output bits configured for Access Code in the selected Wiegand Output
Format. Also, See Wiegand Output Format on page 303.

Enabling Access Control Features


Certain Access Control features can be enabled for a panel device using the Devices module. These features are
available for configuration only with the Access Control add-on module license. To access this,

1. On the Device Configuration page, select the Features tab as shown.

256 Matrix COSEC System Manual


2. On the Features page, select the Set1 section.

3. Configure the following options as required:

Absentee Rule - This rule sets the maximum number of days for non-use of a credential (1 - 365
Days). On expiration (no credential usage - for the maximum number of days set) the User will be
automatically blocked. Select the Enable checkbox to enable this feature at the Panel level.

Occupancy Control - Occupancy Control functionality enables the system to monitor and control the
number of users permitted within a secured area or controlled zone. Occupancy control functionality
requires entry and exit readers on the controlled area. Select the Enable checkbox to enable the
feature at the Panel level and then enable the same at the Zone level.

Default Occupancy Limit - Set the number of users to be considered as default Occupancy limit for
Occupancy control.

Use Count Control - Use count control sets a maximum number of times an authorized user can use
their credential in order to enter/exit a controlled area within a minute, after which the credential is
blocked. Select the Enable checkbox to enable this feature at the Panel level.

Default Use Count Limit (per minute) - Specify the maximum number of uses per minute in the field
provided.

Soft Override - The override function allows user to change the current status of a system temporarily,
from the software application. Select the Enable box for enabling this functionality at the PANEL level.

Access Route - This rule allows the administrator to enable the defining of an access path for users on a
panel device by specifying the member Panel Doors using the Access Control module.

Block Users - These checkboxes can be used to enable conditions on the violation of which a user
should be blocked on the device. For e.g., to block a user for multiple attempts at unauthorized access,
select the Multiple Unauthorized Attempts checkbox. The maximum number of attempts allowed
before the user is blocked can be specified using the Allowed Unauthorized Attempts option.

Matrix COSEC System Manual 257


4. On the Features page, select the Set2 section as shown.

5. Configure the following options as required:

First-IN User Rule - The First-IN user functionality enables the system to wait in locked mode till a
valid First-IN user credential is detected whose effective working hours overlaps with current system
time. First in users are users defined in the system whose card or fingerprint is used to unlock the
Access to a particular zone. As soon as the zone is unlocked using a First-IN user credential, the
system will allow access to that zone till the detected First-IN user's effective working hours.

Once the period is over then system deactivates the access to the designated zone. The system now
waits for another valid first in user credential with valid working hours to return the door to normal mode
and allow access to users. Select the Enable checkbox to enable this rule at the Panel level. The
system administrator may then enable the same at the Zone level.

Group 1-4 - Specify upto 4 First-IN User Groups from the corresponding picklists.

First-IN User Groups can be created using the COSEC Access Control module. For more information on
First-IN User Groups, refer to First-IN User Rule.

Anti-Pass Back (APB) - The Anti-Pass Back or APB feature is used to ensure that users pass through
an entry reader followed by an exit reader before their ID will be accepted a second time at another
designated entry reader. Select the Enable checkbox to enable this feature for the selected panel.

On Entry - Check this box so that the system monitors the entry reader for APB violation. Select the
options from Local or Global from the drop down list.

258 Matrix COSEC System Manual


On Exit - Check this box also so that the system monitors the entry as well as the exit readers for APB
violations. Select the options from Local or Global from the drop down list.

Forgiveness - Check this box to enable the system to reset the APB status of all the users to NULL at
midnight.

Hard/Soft - Select the Hard or Soft option from the drop down list. Hard APB restricts the entry/exit of
a person in case of an APB violation while Soft APB does not restrict the person from re-entering/
leaving on an APB Violation but reports the same and maintains a log.

2-Person Rule - This functionality requires that two people present valid credentials to access a secure
area. This is typically used in high security areas or in areas where industrial safety is an issue. Select
the Enable checkbox to enable this feature at the panel.

Default Primary Group - Specify a Primary Group from this dropdown list. User should take care that if he
is specifying only one group then the Primary Group must be specified. This is required because a member
from the secondary group has to be always accompanied by a member from the primary group to be
considered as a valid transaction. However, any two members from the primary group are treated as a valid
user for access to the Door.

Default Secondary Group - Specify a Secondary group from this dropdown list. A member from this
group can be allowed access if accompanied by a member from a Primary Group.

Default Mode - Select the desired mode from this drop down list. The options available are:

Primary Must - In this mode, the 2 person rule will grant access only when at least 1 user from the 2
person group is from the primary group. i.e. the access is granted if both users are from primary
group or 1 from primary and second from secondary group. The only situation when the access will
be denied is when both the users are from secondary group.

Primary & Secondary Must - In this mode, the 2 person rule will grant access only in one condition,
one user from primary group and the other from secondary group. In all other situations the access
will be denied.

2nd Person Wait Timer (sec) - Set the wait time in seconds after which the second person is allowed
to punch on the door, in case the 2-Person Rule is enabled.

6. On the Features page, select the Set3 section as shown.

Matrix COSEC System Manual 259


7. Configure the following options as required:

Visitor Escort Rule - This rule requires all Visitors to be accompanied by an escort and the display of
the visitor's credential has to be followed by the credential of the Escort within the stipulated time
period. Select the Enable checkbox to enable this feature at the system level.

Dead Man Zone - This condition allows the system to track the safety and security of a user while a
specific task is being performed, by requiring the user to rebadge his card within the pre-defined dead
man time period. Select the Enable checkbox to enable this feature at the system level.

Default Warning Timer (min) - This specifies the minimum time in minutes, within which any user inside
the dead man zone should show his card/finger to reset the timer and thus prevent the alarm.

Default Alert Timer (min) - This specifies the maximum time in minutes, for which the user is allowed
to remain inside the dead man zone.

Duress Detection - Duress detection enables the card holder to trigger an alarm on output device in the
event of threats or being forced to grant access to an unauthorized person. The two digit duress code is
keyed in at the end of a User's allotted PIN Code. Select the Enable checkbox to enable this feature at the
Panel level.

Once this feature is enabled the system waits for the duress code after the USER PIN and the right
arrow key input before enabling the duress alarm. The keys have to be pressed in the following order:

(User Pin Code) (Right Arrow Key) (2 digit Duress Code)

Default Code -Specify the default two digit duress code (ranging from 10 to 99) here.

Man Trap Door Interlock - Mantrap, interlock or airlock systems provide safety, security and
environmental control between two or more rooms by ensuring that opening any door causes all other doors
to lock until the opened door returns to the closed position. Select the Enable checkbox to enable the feature
at the Panel level and then enable the same at the Zone level.

260 Matrix COSEC System Manual


Door sense is must for this feature as the system will ignore the door status either in the absence
of a door sense or its fault state.

This feature is not supported when the PANEL DOORs are in degrade mode.

User needs to ensure that the Man Trap functionality is enabled both at the system level (from
the Advanced Parameter option) as well as the Zone level.

Ignore Wait Timer - Select the checkbox to ignore the Wait Timer in access zone, i.e. the man trap
process will not use the wait timer to open the next door. Instead it will indefinitely wait for one door to
close before the second door can open.

Man Trap Wait Timer - Specify the time in seconds for which the door needs to wait for the other door in
the same zone where the mantrap feature is enabled to get closed. By default the value of the Man-trap
timer is 5 seconds and valid range is from 3 sec to 99 sec.

Functioning- Select the option as Zone based or Door Group based to define the functioning of Man
Trap feature.

DND Zone - DND feature allows the user to declare that a particular zone is not to be accessed by other
users for a specific period of time thereby ensuring that the users inside the zone are not disturbed by others.
Select the Enable checkbox to enable this feature at the system level. The DND is activated using a special
card or through the Menu on the COSEC DOORs.

Default Access Level - Specify the default Access level for DND Zone within a range of 1-15.

Access Clusters - Select the checkbox to enable checking for access control restrictions when a user
punches on any of the assigned panel doors.

Vehicle Access Management - Select the checkbox to enable the vehicle access management
feature for the selected device. This feature will be available only on Panel Lite V2.

Configuring Other Parameters


The settings under this option enable the administrator to enroll user credentials using special functions for the
selected panel device. To know more about the enrollment special function, refer to Special Functions.

To access this,

Matrix COSEC System Manual 261


1. On the Device Configuration page, select the Others tab as shown below.

2. The Enrollment section appears as follows:

3. Configure the following options as required.

Enrollment Through Special Function - Select this checkbox to enable enrollment on the device
using special functions.

Enrollment Mode - The dropdown list allows selection of the Credential that can be enrolled using the
special function for the selected panel. The options are: ReadOnlyCard, SmartCard, Biometrics and
BiometricThenCard.

Enrollment Using - Select whether the user enrollment will be based on User ID or Reference No.

Template Per Finger - This parameter displays the values as configured at the global level. This field is not
user editable from this page.

Max Number of Fingers - This displays the maximum number of fingers configured at the global level.
This field is not user editable from this page.

Number of Fingers/Cards - Specify the number of cards or fingerprints to be enrolled based on the
credential option selected in the Enrollment Mode parameter.

262 Matrix COSEC System Manual


Special Functions
This section enables the administrator to configure special functions for the selected device.
To access this,

1. On the Device Configuration page, select the Special Functions tab as shown below.

The Special Functions tab for any selected device will not be configurable in the Edit mode. To
access this function, select a device, proceed to select the Special Functions tab directly and save the
changes.

To know more about Special Functions configuration using the COSEC Web Application, refer to Special
Functions.

Input Output Configuration


The Input/Output (I/O) configuration of a system determines how the output or response of a system is influenced
by the input applied on it. The I/O configuration of panels allows the user to enable Auxiliary ports, create Input and
Output groups, configure I/O linking and set up time triggered output functions.

This functionality cannot be fully accessed in the Edit mode for a selected device.

This functionality is available only with the Access Control add-on module licence.

Matrix COSEC System Manual 263


To access this functionality for a panel,

1. On the Device Configuration page, select the Input Output tab.

2. On the Input Output page, select the Configuration section.

The figure below illustrates the Configuration section for a Panel-Lite:

3. Click the Edit icon.

4. Configure the following options as required:

Auxiliary Input - Enable this option for Auxiliary Input (e.g. Smoke Detectors) monitoring.

Supervised - Select this checkbox, to enable the auxiliary input for four-state monitoring.

Specify the normal Sense Type as NC or NO.

Debounce Time (Sec) - It defines the minimum time for which an input interface must be maintained in
a given state before the system reports it. Enter the Debounce time in seconds. Default value is 3 sec
and range should be 0-99 sec.

Aux Output Port - Select the Enable checkbox to enable the Auxiliary Output port (e.g. Fire Alarm) for
the selected device. Specify the Output Group Number to which the auxiliary output is to be assigned
based on the output groups defined on the system. Read further to know more about Output Groups.

To set an additional waiting period before the Aux Output signal is sent, enter an Output Wait Time
(Sec).

264 Matrix COSEC System Manual


5. On the Input Output page, select the Input Groups section as shown.

Each Panel has one Input port while each of the slave door controllers has 4 inputs. The Input Groups option
enables the user to club these inputs into groups before they can be used in the Input/Output linking programs.

Multiple input ports (logical ports) can be grouped together to form an input port group. This option allows you to
assign user-friendly names to frequently used inputs and also setting the input parameters. User can club any of
the inputs (not constrained to particular Door Controllers) and define them in a group.

If Man Trap feature with functioning as Door Group based is enabled, only then Door Group appears as Source in
Member Configuration to configure the Input Group.

Matrix COSEC System Manual 265


6. On the Input Output page, select the Output Groups section as shown.

Each PANEL has one Output port while each of the PANEL DOOR Controllers has 2 Outputs one of which is used
as a Door relay. This option enables the user to club these outputs into groups before they can be used in the Input/
Output linking programs.

The output ports are physical ports and they can be assigned in to a group called Output Ports Group. The system
supports up to 99 Output groups.

7. Configure the following options as required:

Specify a user-friendly name to the Output group in the Name field.

Select the Output Type by selecting the appropriate type of output from the four options available in the
drop down list.

In the event of a Pulse type output then user needs to define the Pulse time in seconds.

In the Interlock option the Output group follows the input group. All member outputs are triggered as
long as the input group is activated after which they return to normal state.

266 Matrix COSEC System Manual


The latch option denotes the condition where all member outputs will be in an energized condition for
infinite period and need to be reset manually.

In the Toggle option, the output group toggles its state whenever an input group is activated.

8. Click on Add once done.

The administrator can now go and assign the individual relay outputs at the PANEL and DOORs to this Output
group as per the site requirements, prior to defining the IO linking program with this output group.

9. On the Input Output page, select the IO Linking section as shown.

The COSEC application supports the Input Output Group linking feature to activate single or multiple output ports
(output Group) based on a trigger received from single or multiple input ports (Input Group). This option enables the
administrator to define how an event or events (input port group) will trigger outputs belonging to an output ports
group.

Input Output Group linking is a feature which enables the user to define programs which activate single or multiple
output ports (output Group) based on a trigger received from single or multiple input ports (Input Group) on the
PANELs and DOORs.

Link Name - Specify a user-friendly name to the linking program and check the Active box to activate the
linking program.

Input Group No. - Click on the Picklist button and select an input group from the pop up Picklist window.

Output Group No. - Click on the Picklist button and select an output group from the pop up Picklist
window.

Raise Alarm - Select a Custom Alarm (See Advanced Configuration on page 252.) to be configured
as output against an access violation event, if required.

Time Zone - The Time Zones define the time slots in which the I/O linking Program can be activated.

10. Click on Add once done.

Matrix COSEC System Manual 267


11. On the Input Output page, select the Time Triggered section as shown.

Time Triggered function is available only with the Access Control add on module. It enables the user to control the
activity of an Output or Output group without manual intervention. The time triggered functions are used for
activating events like door unlocks and siren activation that are set as per the start time and for the configured time
duration. This functionality is designed to energize outputs for predefined periods at the configured time. The
COSEC access control system supports up to 99 Time Triggered functions on a single COSEC PANEL.

Setting Up Access Zones


Access Zones are areas with well defined boundaries, which are defined to effectively implement an Access
Security System with Access Policies. A site can have multiple Access Zones, each Zone having multiple door
controllers. User needs to define the Access Zones before defining the door controllers and assigning the Access
Zones. Any defined Access Zone can be directly assigned to users for free access during active working hours,
with out matching their Access Level with that of the zone's, by either defining the Zone as a Home Zone or a Visit
Zone.

During the non-working hours, the non-working access level of the user's access group has to be higher then the
Zone Access Level for allowing access to the user. All zones other than assigned Home zone and Visit zone are
control zones to users and access to these zones are based on the result of the comparison between the user
Access level and the zone's Access Level. The User Access Level has to be higher then the Zone Access Level to
allow access. The system supports up to 99 Access Zones.

This section is available only with the Access Control add-on module license.

To access this functionality for a panel,

1. On the Device Configuration page, select the Zones tab.

2. On the Zones page, select the Setup section.

268 Matrix COSEC System Manual


The figure below illustrates the Setup section for a Panel-Lite:

3. Configure the parameters on this page as follows:

Zone-1 is predefined in the system. User can define additional Zones with unique names.

The valid access level range assigned to a zone should range from 01 to 15. Select the access level
for assigning the zone.

Select the mode of credentials required to identify and validate a User and Visitor both for internal
and external readers. You can select the appropriate credential combination of Pin, Card and
Biometrics.

User Access Mode: Entry mode of user


Visitor Access Mode: Entry mode of visitor
User Access Mode(External Reader): Exit mode of user
Visitor Access Mode(External Reader): Exit mode of visitor

Select the Application as:


Advanced Access Control (inclusive of T&A) Or
Basic Access Control

In the event of selecting the Basic Access Control mode, none of the Access Control functionalities as
mentioned hereunder will be applicable for the Zone. System will not check the user access level on a time
and attendance zone.

Select the Access Control on Exit Mode. This will enable the checking of the following access control
policies when the external reader is in the exit mode.

User enabled
User validity
Blocked user
Time Based Access Check
ASC
User Access Group

When this parameter is unchecked, all the following access control features will be checked (which are
applicable and configured).

Matrix COSEC System Manual 269


User enabled
Blocked user
Time Based Access Check
ASC
User Access Group
Deadman
Door application mode
Use count
Mantrap
Anti-pass back
Panel Route access
Smart card based route access
2-person
Access mode
Occupancy control
Visitor escort rule

4. Click the Add button.

5. On the Zones page, select the Configuration section.

The following figure illustrates the Configuration section for a Panel-Lite:

6. Select a Zone from the zones picklist.

7. Select the relevant Access Control parameter checkboxes to enable these for the selected access zone.

8. Click the Save button to save the changes.

9. On the Zones page, select the Occupancy Control section.

270 Matrix COSEC System Manual


The following figure illustrates the Occupancy Control section for a Panel-Lite:

10. The configuration of the Occupancy Control feature at the Zone level involves defining:

Select one of the configured zones as the Control Zone i.e. the zone whose occupancy is to be
controlled.

Specify the Access Mode for the Control Zone as Entry, Exit or Both.

Specify whether the Action to be taken should be to raise an alarm or to restrict access to or from the
control zone. In case of an Alarm, set an alarm timer.

Select upto 2 zones as Monitor Zones i.e. zones whose occupancy shall determine the occupancy of
the control zone. These may be same or different than the control zone.

Set an Avoid Occupancy condition for each Monitor Zone. This defines an occupancy condition that
must be satisfied in the monitor zone, for an action to be triggered in the Control Zone, such as
restricting entry/exit for a user, or generating an alarm (as specified earlier).

In the Check Conditions For field, specify whether the Avoid Occupancy condition should be
satisfied for both Monitor Zones or for any one monitor zone in order to trigger the specified action in
the control zone.

11. Once all the parameters are defined, click the Add button to save the configuration.

Matrix COSEC System Manual 271


Let us take an example to understand the configuration. Say, a manufacturing facility is divided into three zone
types - a Security Cabin which leads into a High Security Area (HSA Zone) within which there may be several
secure Sub-Zones (Sub-HSA Zone) such as storage areas, equipment rooms etc.

The facility has specific security requirements as follows:

Condition 1

There must be minimum two occupants in the Security Cabin always.

Configuration

Here, exit from the Security Cabin has been restricted when occupancy of Security Cabin is less than 3.

Condition 2

The security cabin cannot be left unoccupied, when there are people present in the HSA Zone.

Configuration

Here, exit from the Security Cabin has been restricted when occupancy of Security Cabin is 1 and occupancy of the
HSA Zone is greater than 0.

Condition 3

At a time, any person entering the HSA Zone or any of the Sub-HSA Zones must always be accompanied by a
security personnel.

Configuration

272 Matrix COSEC System Manual


Here, an alarm has been set to be triggered if occupancy of the HSA Zone is 1 for more than a time of 10 seconds.
Hence, when the HSA Zone has zero occupancy, the entry of the first occupant should set off the alarm timer till
entry of the second occupant. The same can also be configured for each of the Sub-HSA Zones.

Additional Parameters
This section lists some additional configurations that can be enabled for panels.

To access these configurations,

1. On the Device Configuration page, select the Additional tab.

2. On the Additional page, select the Doors section.

This section enables the administrator to view details of all panel doors assigned to the selected panel. The
following figure illustrates the Doors section:

3. On the Additional page, select the Daylight Saving section.

Many countries observe the convention of adjusting clocks forward and backward. Clocks are set ahead during the
spring and back to standard time in the autumn. COSEC panels can be configured to be compatible with this
procedure keeping the RTC of the system updated with such changes.

Matrix COSEC System Manual 273


The following figure illustrates the default Daylight Saving page for a panel:

4. Configure the following options as required:

Select the DST Type from the drop down list as shown.

The Disable option when selected, disables the application of DST on the system time.

On selection of the Day-Month wise option, the DST is set by the day of the month on which clock
needs to be forwarded and reverted back to normal. Set the month, week number, day of the week,
and time for both the Forward Clock and Backward Clock as shown.

On selection of the Date-Month wise option, the DST is set by date of the month on which clock needs
to be forwarded and reverted back to normal. Define the Time Period for the date-month wise DST

274 Matrix COSEC System Manual


settings in 24-hours format, and specify the day of the week, date and time for the Forward Clock and
the Backward Clock as shown.

Click the Save button.

5. On the Additional page, select the Assigned Users section as shown below.

Select and add users from a user picklist.

Click the Save button to assign all the added users to the selected panel.

Access Clusters
Access Clusters are door groups that can be created under each panel to restrict or limit access of users to some
special regions. Once access clusters are defined under a panel, panel doors can be assigned to specific clusters.
For e.g. In some workplaces, such as Chemical factories, once a user goes into a radiation exposed area, he/she
must not be allowed in public areas such as the Admin department or the Cafeteria. However, this user will be
allowed access to a specific quarantined zone. Such purpose can be served using the access cluster feature
whereby, users going into one cluster can be allowed or denied access to other clusters based on configured
policies.

To access these configurations,

Matrix COSEC System Manual 275


1. On the Device Configuration page, select the Access Clusters tab.

2. On the Access Clusters page, select the Setup section.

3. The following parameters shall appear on this page for configuration:

Enter a name for the new access cluster to be created.

Select the Active checkbox to enable access cluster restrictions for this cluster.

Click Add to add this cluster on the grid. Upto 75 clusters can be added on a panel.

4. On the Access Clusters page, select the Configuration section.

5. The following parameters shall appear on this page for configuration:

276 Matrix COSEC System Manual


Select an Access Cluster from the picklist to set its configuration.

Select an Allow/Deny Mode for all allowed clusters with respect to the selected cluster:

Allow All - To allow access for all clusters of the panel.


Selected - To allow access for clusters selected using the Allowed Cluster picklist. Selected
clusters will appear in the grid below.
Deny All - To deny access for all clusters of the panel.

In the Restricted Duration field, define the time period (HH:MM) for which the Allow/Deny Mode will
be applicable to the selected cluster.

6. Click Save to apply the configuration.

Door Group
Door Group enables the grouping of Panel doors belonging to different zones of corresponding Panel. Then Man
Trap feature can be configured to operate on the basis of Zone OR Group.

On the Device Configuration page, select the Door Group tab.

Setup

From the Setup tab, User can create Door groups and assign multiple panel doors to it. Maximum 15 Door groups
can be configured under selected Panel. Each Door group can consist of maximum 9 panel doors.

Matrix COSEC System Manual 277


At any instance of time a panel door can be assigned to one and only one Door group.

Configuration

From the Configuration tab, User can enable Man Trap for corresponding Door Group. Also you can enable strict
man trap from here. Doing so will allow opening a door only when all other doors of the respective group are closed
irrespective of the Man Trap Wait Timer.

To enable the feature of Man trap on Door Groups:


1. You must enable Man trap Door Interlock from the Feature tab and select Functioning as Door Group
based.
2. Also the door group must be assigned to Input Group of Input Output tab.

Select the Door Group from the picklist for which Mantrap feature is to be enabled.

278 Matrix COSEC System Manual


Check the Enable box to activate the feature.
You can also Enable Strict Man Trap by checking the respective box. Then click on Save button to save the
settings.

Matrix COSEC System Manual 279


Special Functions

COSEC provides its users the privilege to perform certain pre-defined operations directly from the COSEC device.
These operations are related to various time and attendance marking functions, administrative tasks, zone-related
access and door-control functionality as well as alarms management. A special function may be used in three
different ways by a user -

Entering short codes on the device keypad.

Navigating the device menu.

Using Special Cards.

Special Cards
A Special Card is especially useful when the user has to perform routine tasks, where repeated manual entry of
codes can become tedious. It is also required when a door controller device does not have keypad or LCD display
for manual entry of special codes. In such a case, an RFID card can be encoded for a special function and the card-
holder can perform a special function at the device just by showing this special card.

Configuring Special Functions


The COSEC system pre-defines 38 special functions for its users. These functions are supported differently by
different COSEC devices. For instance, all the special functions in the given list are supported on all COSEC
panels. The following list provides details of some of the available special functions and the devices they are
supported on:

Time and Attendance Functions: (Available only with the Time & Attendance add on module)

Special Function Available on Description

Official Work-IN / PANELs and DIRECT Late-IN as well as Early-OUT is marked as User's Official work
Official Work-OUT DOORs. in Time & Attendance.

Short Leave-IN / Short PANELs and DIRECT Late -IN as well as Early-OUT is marked as User's short leave
Leave-OUT DOORs. in Time & Attendance.

Regular - IN / Regular - PANELs and DIRECT Normally used in Time & Attendance system in the absence of
OUT DOORs. an exit reader. The punch in at start of shift and punch out at
end of shift are sent with the appropriate flags.

Break End / Break Start PANELs and DIRECT Clock-IN is marked as User post break entry and Clock-OUT is
DOORs. marked as User exit at start of break.

Late-IN Start / Late-IN PANELs and DIRECT System starts / stops inserting the special ID to T&A events of
Stop DOORs. all users who clock-IN after this function.

Early-OUT Start / Early- PANELs and DIRECT System starts / stops inserting the special ID to T&A events of
OUT Stop DOORs. all users who clock-OUT after this function.

Over Time - IN / Over PANELs and DIRECT The IN punch is marked as User entering at start of over time
Time - OUT DOORs. while the OUT punch is marked as User exiting after completion
of overtime.

280 Matrix COSEC System Manual


Administrative Functions: (Available with the Basic platform license.)

Special Function Available on Description

PANELs and DIRECT Application switches the door controller mode to Enrolment mode
Enroll User DOORs (except Path and User Credentials are enrolled against the defined user ID.
Controllers). Global Enrolment mode is selected by default for users.

PANELs and DIRECT


Application switches the door controller mode to Enrolment mode
Enroll Special Card DOORs (except Path
and special Cards are enrolled against special function ID
Controllers).

PANELs and DIRECT


Enables user to delete the existing credential data from the
Delete Credentials DOORs (except Path
PANEL User database against the selected user ID.
Controllers).

System reads the User's Smart Card and displays the stored user
View User Profile PANELs only.
profile.

Zone Settings: (Highlighted options available only with the Access Control add on module)

Special Function Available on Description

Activate DND / PANELs only. System switches the door zone from Normal to DND and vice versa.
Deactivate DND

Activate Dead-Man / PANELs only. System switches all Door Controllers of the zone from Normal mode
Deactivate Dead-Man to activated Dead Man Zone mode and vice versa.

Door Lock / Door PANELs and DIRECT System locks/unlocks the selected Door. Entry is denied to all users.
Unlock DOORs. Exit request however, is enabled and the user can still provide T&A
events.

Zone Lock / Zone PANELs only. System locks/unlocks all Doors of the Zone. Entry is denied to all
Unlock users. Exit request however, is enabled and the user can still
provide T&A events.

Door Normal PANELs and DIRECT System switches the mode of the door controller to the normal or
DOORs. controlled mode.

Zone Normal PANELs only. System switches the mode of all Doors of the Zone to the normal or
controlled mode.

Guard Tour PANELs only. The security guard carries the guard tour card which is linked to the
guard tour-ID.

Alarms: (Available only with the Access Control add on module)

Special Function Available on Description

Set Panic Alarm PANELs only System enables the user to generate a Panic Alarm from the Door
Controller.

Mute Door Buzzer PANELs only Enables the user to mute the Door Controller's existing Alarms.

Mute Panel Buzzer PANELs only Enables the user to mute the PANEL's existing Alarms.

Clear Door Aux O/P PANELs only Enables the user to Reset the Aux output of Door Controller and
switch it back to Normal/Controlled state from its current state.

Matrix COSEC System Manual 281


Special Function Available on Description

Clear Panel Aux O/P PANELs only Enables the user to Reset the Alarm output of PANEL and switch it
back to Normal/Controlled state from its current state.

Door Arm/Door PANELs only To enable/disable door alarms using special function cards.
Disarm

Zone Arm/Zone PANELs only To enable/disable zone alarms (for all doors in the zone) using special
Disarm function cards.

Clear Alarm DIRECT DOORs only. Enables the user to clear all the alarms at the DIRECT DOOR.

Cafeteria: (Available only with the Cafeteria add on module)

Special Function Available on Description

Sold Out Cafeteria devices System enables the user to mark an item as Sold Out.

Available Cafeteria devices Enables the user to mark an item as available.

To configure special functions for a single device,

1. Select the Devices module> Device List

2. Select a device on the device list. The Device Configuration page opens with the details of the device.

3. Select the Special Functions tab.

The Special Functions page opens as follows, for a Direct Door v2:

282 Matrix COSEC System Manual


4. Select a Function Name from the list on the Special Functions page. The Card Details pop up window
opens for configuration as shown.

5. Check the Active box to enable the function.

6. Click the User Group drop down list and select the Functional Group from the list which will be responsible
for activating/deactivating this function. However, some of the special functions can be activated by all the
users and thus this option will not be enabled in those functions.

7. Specify the card IDs in the Card fields which would be registered to activate the special function at the
devices.

8. Click OK after all the member cards have been added to save the defined parameters. Administrator can
define up to 4 member cards per function. User can also assign cards to the special functions using the
Enrollment option as explained in the Enrolling Special Cards section.

Special Function-Overtime OUT

If a user works in multiple shifts due to any reason, then his extra work hours can be given overtime. To count the
overtime hours for the same day, the user should punch on door using Special OT OUT function.

Ensure that device is configured for Overtime- OUT function. You can configure a shortcut function also for the OT
-OUT on device. See Special Functions Shortcuts on page 286.

Example: The user has worked from 09:00 hrs on 12/9/2016 to 11:00 hrs on 13/9/2016. If the user punches using
special function OT-OUT, only then out punch will be shown on same day for the user who has worked for more
than 1 shift; otherwise 11:00 hrs will be posted on next day.

The Attendance punch details of that day can be viewed by clicking Details button and shown as below:

Matrix COSEC System Manual 283


Special Card Enrollment as per Card Personalization

Special function cards can be enrolled where the selected card type has "Card No." as "Custom" in "Card
Personalization" page. Hence the user defined card number can be written on the customised location of card.
See Configuration on page 307.in Card Personalization.

Example1: Card-1 is assigned value as "21062016" for "Official Work - IN" special function in "Device
Configuration" page for some device and "Card No." is set to "custom" mode.

If you try to enroll the same special function card by selecting "Card 1" in COSEC Enroll, in this case card
will be enrolled where "21062016" value as card 1 would be stored in custom location of card.

If you try to enroll the same special function card by selecting "Card 2/Card 3/Card 4" in COSEC Enroll, in
this case card should not be allowed and should be validated as "Access Card No. not found.

To configure Special Functions for multiple devices,

1. Select the Devices module.

2. Select Multi-Device Options on the module menu.

3. Under Multi-Device Options, select Special Functions.

284 Matrix COSEC System Manual


The Multi-Device Special Function page opens as follows:

4. Select the appropriate device type from the Device Type dropdown list.

For device type as Wireless Door, Door V3, NGT Direct Door, PVR Door, Vega Controller & Door FMX; Job
Selection checkbox column will be shown as below.

Job Selection checkbox will be available for Official Work - OUT, Official Work - IN, Short Leave - OUT,
Short Leave - IN, Regular - OUT, Regular - IN, Break Start, Break End, Over Time - IN and Over Time -
OUT

5. Select the special function which needs to be activated on the devices by checking the corresponding
Update checkbox.

6. Select the Active checkboxes for activating or deactivating the special function on the selected devices.

7. Some special functions can be assigned to specific user groups. Select the User group from the pull down
list if applicable.

Matrix COSEC System Manual 285


8. Specify the card IDs of enrolled special cards in the fields provided.

9. Using the Device Filter, select all or specific devices on which the changes are to be applied.

10. Click Save .

Special Functions Shortcuts


The COSEC application enables the user to map up to 4 special functions to the arrow keys on a Direct Door/Panel
Door keypad. To do this,

1. Select a device on which the shortcuts are to be configured.

2. On the Device Configuration page, select the Special Functions tab.

3. Click Edit .

4. Under the Special Functions tab, select the Shortcuts section as shown below:

5. Use the drop down lists for the appropriate arrow keys to assign a special function to each key, as per the
site requirements.

6. Click Save .

This option is not available for the NGT DOOR, ARC as Panel Door and PATH as Panel door.

286 Matrix COSEC System Manual


Import Devices

The COSEC application has an inbuilt utility for enabling users to import data from excel files with predefined
format. This would thus save the end user a lot of time and effort in having to make individual data entries at the
application level.

An ImportData.xls file is provided with the COSEC application Setup which is in the predefined format as required
by the COSEC application. The administrator needs to copy this file into a folder on the local drive of the application
server and ensure that he has full access rights on that folder. A sample import file can also be downloaded by
clicking the button on the Import Data page.

To import device data from a file,

1. Select the Devices module.

2. Select Multi-Device Options on the module menu.

3. Under Multi-Device Options, select Import Devices.

The Import Data page appears as shown.

4. The following options appear for configuration on the Import Data page.

Import Data For - Select the table from the dropdown list to which the data is to be imported.

File Format - Select the file format of the specific file from the dropdown list. The options available are
XLS or CSV.

Import File - Browse and select the file from which the data is to be imported as shown.

Click Upload.

The Preview Data button enables the administrator to view the data in the respective worksheets to
confirm that the data is in order prior to giving the import command.

Matrix COSEC System Manual 287


5. Click on Import Data. The system will import all the relevant valid entries from the sheet and will display
the status in the bottom grid. On successful import the, Success status will appear in the data preview as
Yes. Else, a No status will appear with an error description.

User can also filter import result records on the basis of their success value (Yes/No) using the Success dropdown
list.

Administrator needs to ensure that the ASP.NET user has full rights on the folder containing the Excel or
.csv file for the import data operation.

For ARC Controllers, the following fields must be left blank for import:

Reader Mode
Card Reader Type
Finger/Palm Reader Type
Exit Reader Mode
Reader Type
Default values will be applied for these fields.

288 Matrix COSEC System Manual


Milestone Integration

This feature enables the COSEC Access Control Monitoring System to be integrated with the Milestone XProtect
Video Management Software. The integration provides a common platform and supports the following functions:

Triggering Milestone User-Defined Events based on COSEC Events.


Retrieving images captured by Milestone Devices.

To set up Milestone Integration,

1. Select the Devices module.

2. Select Milestone Integration on the module menu.

The page will appear as shown:

3. Select the type of COSEC Events to be exported from the Export Events dropdown list.

4. Select the Milestone Server Type for integration and enter the Server IP addess and Port Number as
configured for the selected Milestone server.

5. Enter the Milestone server login credentials (Login ID and Password) for Basic Authentication.

6. The Re-Try Count must be numeric and will determine the number of times connection request will be
renewed in case of failure to establish connection with Milestone server.

7. Save the configuration.

Matrix COSEC System Manual 289


Mapping Milestone and COSEC events
Using this feature, the administrator can map Milestone user-defined events to be triggered based on COSEC
Events. For this, Manual Events must first be defined on the Milestone XProtect Management Application as
shown.

Now, to map these against COSEC events,

1. On the COSEC Web Application, go to Devices > Device Configuration (Select a Device) > Others >
Visual Tagging.

2. Select the Device Type as Milestone.

3. Select a COSEC Event using the corresponding picklist.

4. Select the User-Defined Milestone Event which is to be mapped with the selected COSEC Event.

5. Click the Add button.

290 Matrix COSEC System Manual


6. The mapped events will appear in the grid as shown.

7. For each door, COSEC can also request images from the Milestone server against the mapped events. To
do this, the administrator can select from a list of Milestone cameras using the Camera picklist provided.

8. Save the configuration to complete the integration.

Matrix COSEC System Manual 291


Managing Sites

It is easier to work with COSEC once you understand how to define sites. A site is a distinct work area or unit within
an enterprise with its specific access control and/or attendance marking needs. For instance, in a retail enterprise
(say ABC), the access system for customers at retail outlets must be different than the access system
implemented for warehouse employees. In this case, the administrator can define two separate sites, one for the
store (say ABC-Store) and one for the warehouse (say ABC-Warehouse).

Defining a New Site


This section will ennumerate the steps that you can follow in order to define a new site (e.g. ABC-Store):

1. Select the Devices Module.

2. Select Masters on the module menu.

3. Under Masters, select Site.

The following page will appear:

4. Click New . The following options will appear:

ID: This is a system-generated ID automatically assigned to a new site.

Name: Enter a unique site name (ABC-Store) in the Name field.

Default: Select this checkbox to indicate this site as a default site.

Consider As Assembly Point: Enable the checkbox to consider the configured site as assembly
point.

Default Biometric Group No.: Specify the Default Biometric Group No. to be assigned to the site. It is
a number alloted to the site to be assigned to the devices belonging to that particular site. This enables
the Identification Server to match the template against only those devices that belong to the
corresponding biometric group site.

5. Click Save .

292 Matrix COSEC System Manual


The new site ABC-Store is defined successfully. Once defined, the site will appear on the grid list on the Site page
as shown.

Adding Devices to a Site


Each COSEC device can be assigned to a site. To do this,

1. On the Site page, expand the Devices On This Site panel.

2. Click Edit .

3. Click the Select Devices tab.

4. Select a device from the device picklist.

5. Click Save .

All devices assigned to this site can be viewed as a list under the Devices On This Site panel as shown.

Delete From List

On deletion of any device from the device list, the status of the respective site will be automatically changed to
default. For a default site, no devices can be further deleted from the device list.

Matrix COSEC System Manual 293


Grouping Devices

This option enables the administrator to assign multiple devices to a group. This functionality facilitates assignation
of users to a group of devices. In order to start defining a device group, follow the given steps:

1. Select the Devices Module.

2. Select Masters on the module menu.

3. Under Masters, Select Device Group.

The following Device Group page appears:

4. On the Device Group page, click New . You will find the following options:

ID: This is a system-generated ID automatically assigned to each new device group.

Name: Enter a unique device group name in this field.

Type: Select the type of device group to be assigned. The options are device group and super group.

A super group is a group or collection of multiple device groups.

5. Click the Save .

A new device group is created successfully. All defined device groups can be viewed in the grid list view on the
right-hand side of the page as follows:

294 Matrix COSEC System Manual


Assigning Devices to Device Group
To assign devices to a device group,

1. On the Device Group page, select a device group from the list view.

2. Click Edit .

3. Expand the Assign Devices panel as shown.

4. Click the Select Devices button.

5. Select one or more devices from the device picklist.

6. Click OK.

7. Click Save .

The device/devices are assigned to the specified device group successfully.

Assigning Users to Device Group


To assign users to a device group,

1. On the Device Group page, select a device group from the list view.

2. Click Edit .

Matrix COSEC System Manual 295


3. Expand the Assign Users panel as shown.

4. Select users group-wise or individually using the User Filter.

5. Click Save .

The selected users are assigned to all devices in the device group successfully.

296 Matrix COSEC System Manual


Custom Card Formats

All proximity cards store a sequence of numbers which can be read by card reader devices, when a card is swiped.
This unique card number sequence is then verified against a user enrolled on the COSEC access control system to
allow access to the card-holder. Hence, the pattern or structure of this card number must be compatible with the
corresponding card reader format to support identification. This programmable data pattern of a proximity card is
known as its card format.

Different card manufacturers across the industry provide some standard as well as proprietary card formats.
However, organizations may require a format flexibility to match their site requirements. COSEC provides a unique
option for users to write their own card formats to be compatible with their access control system.

Users can define upto 99 card profiles on COSEC. Custom Formats allow the user to enhance security by:

Setting formats of up to 64 bits.


Providing the option to add Facility Code to the Card Serial Number.
Adding Parity bits for added accuracy of sent data.

To create a new card format,

1. Select the Devices Module.

2. Select Masters on the module menu.

3. Under Masters, Select Card Format.

The page will appear as shown below.

4. On the Card Format page, click New .

5. Enter a suitable name for the format.

Matrix COSEC System Manual 297


6. Specify the maximum number of bits that will be allowed for the format. Only the number of bits mentioned
here will be considered for further processing. Remaining bits will be truncated. Maximum value can be 64
bits.

7. The Read Order parameter indicates the sequence in which the card serial number should be read by the
card reader. The user should be aware of the reading order of the card reader in question, before
configuring this option. Specify the Read Order as one of the following:

Forward - This implies that the bits should be processed in the order of their arrival.

Reverse bitwise - This implies that all incoming bits will be received and then reversed before
processing them further.

Reverse bytewise - This implies that each incoming byte will be reversed separately and then used
for further processing.

8. Enable the Include FC in Card No. checkbox to ensure that the Card Number or Card ID includes Facility
Code as well as Card Serial Number.

9. In the Configurable Bits parameter, specify the number of bits that will be configured in the card structure.
If the number of bits received at the card reader is greater than the number of configured bits, then default
card format applicable for the reader will be used.

10. In the Bit Configuration section, all configurable bits of the card data will appear numerically in a serial
order, from left to right, as boxes. Here, each box represents a bit.

In the Color Selection area, click to select a colour that represents the bit type to be added to the card
number. Drag the cursor across boxes where the selected bit type is to be placed. For e.g. in the below
figure, Facility Code is placed across the bits 1-4.

298 Matrix COSEC System Manual


The following is an example of a custom 32-bit format where an 8-bits Facility Code has been placed starting from
the bit sequence #2.

11. Save the card format. The new format will now appear in the grid list on the right hand side of the page.

Matrix COSEC System Manual 299


Reader Mode Scheduler

A device has Internal and External Readers, wherein the Internal Reader is mandatory and in Entry mode by
default. The Exit mode is optional and can be replaced with an exit switch also. The Reader Mode Scheduler
feature enables automated control for the mode of an Internal Reader. Using this feature, the same reader can be
configured to function both in Entry as well as Exit mode based on scheduled timings.

Eg: You can set the reader to work in Entry mode from 9:00 to 10:00 hours and in Exit mode from 10:00 to 12:00
hours. In this way same reader of the device can be made to operate in both modes.

User can create maximum 15 schedules in COSEC. To create a new Reader Mode Schedule,

1. Select the Devices Module.

2. Select Masters on the module menu.

3. Under Masters, Select Reader Mode Scheduler.

The page will appear as shown below.

4. Click New .

5. Enter a user-friendly name for the new schedule.

6. Select the Reader Mode for the schedule as Entry or Exit.

7. Set the start and end time for the schedule in HH:MM format as shown.

300 Matrix COSEC System Manual


8. Select the days of the week for which the new schedule would be applicable.

9. Click the Add button to create the new schedule as shown below.

10. Click Save to save the new schedule. The schedule now appears in the grid list on the right hand side of
the page.

In the above example, a scheduler is set between 6:00 PM and 9:00 PM (shift end time) on all week days (Mon-Fri),
during which configured readers would register all punches in Exit Mode only. This will be especially useful when

Matrix COSEC System Manual 301


more doors are required in Exit mode at shift end time. Similarly, doors can also be scheduled to turn to Entry mode
during shift start hours.

The user can assign a Reader Mode Schedule to selected devices configured in COSEC. Select a schedule and
under the Assign Devices panel, select one or more devices. Click Assign to save the settings.

This feature is applicable on the following door controllers (direct doors only) - Wireless Door, PVR Door,
NGT Controller, Vega Controller, Door V3.

302 Matrix COSEC System Manual


Wiegand Output Format

In COSEC, Wiegand readers can send outputs not only in the standard formats or the actual information, but also
in a custom data format whose structure can be defined. The COSEC administrator can use this page to create and
save multiple profiles for different Wiegand Output Formats. Based on the output required, Wiegand output format
in the Device Configuration module should be selected for allowed and denied events.

The admin can create maximum 9 Wiegand Output Formats. To create a new format,

1. Select the Devices Module.

2. Select Masters on the module menu.

3. Under Masters, Select Wiegand Output Format.

The page will appear as shown below.

4. On the Wiegand Output Format page, click New .

5. Enter a suitable name for the format.

6. Output Bits: This parameter specifies how many bits are to be configured in Wiegand Output Format.

7. The following fields can be defined in the Wiegand output format by using different color for each of the
below mentioned fields:

Even Parity
Odd Parity
Facility Code
Card No.

Matrix COSEC System Manual 303


Access Code (indicates to the 3rd party panel whether the user has been allowed or not by the
device)

In the Color Selection area, click to select a colour that represents the bit type to be added to the new
format. Now, click to select the boxes where the selected bit type is to be placed. For e.g. in the below
figure, Facility Code is placed across the bits 1-4.

8. If Facility Code is marked in the output bits, user must specify the source from where it must be read i.e.
from Card No., from Card Personalization data or as per Device Configuration as shown below.

9. When FC is not obtained then you can select the alternate option to send for FC.
Replace with Card No. If FC not found: Check this box to send card no.

Read FC from Device: If access mode is kept as "Biometrics"/"Biometrics + PIN" and if FC is set to
be read from card no. then FC will never be obtained, so in such cases which does not have card as
any form of access mode, then FC stored in device can be sent by checking this box.

The applicable devices are:


Path Controller
PVR
Vega Controller
Panel lite V2

10. Save the output format. The new format will now appear in the grid list on the right hand side of the page.

304 Matrix COSEC System Manual


If a Wiegand Output format is edited and saved, it will be automatically sent to all the devices to
which this format is assigned.

The maximum bits of Facility Code and Card No. should be as defined in Card Personalization
page of the Devices module. They should be selected one at a time.

At a time, Access Code should be of 1 bit only but user can select it to be of more than 1 bit and till
maximum 20 bits.

Matrix COSEC System Manual 305


Card Personalization

Card Personalization is used when you want to configure all the fields of the card with your choice.

This page allows users to program the memory mapping of smart cards as per their requirement. Users can
configure their own card format by adding user-defined fields as well as modifying length, type and location of pre-
defined fields on the different available memory sectors in specific HID iClass and MiFare cards. A total of
maximum 99 fields can be configured for each personalized format.

This feature enables to:


Add or modify fields such as name, ID, department, shift, fingerprint templates etc. to be written on the
Smart Card.
Add new fields starting from index 1 having pre-defined field as "Facility Code and define upto 99 fields.
To configure location of pre-defined and the newly added fields.
To change field type and length of pre-defined fields.
To configure a field profile based on card type and card mode.

To use this feature,

1. Select the Devices Module.

2. Select Card Personalization on the module menu.

The page will appear as shown below.

Field List
On the Card Personalization page, select the Field List tab.
By default, 22 fields are provided to you. You can add new field as per your requirement.

306 Matrix COSEC System Manual


Enter a field name for the new field, specify the field type as Text, Numeric or Date. For Text and Numeric fields,
specify the Max Field Length in bytes. For a Date field, also specify a date type, format and separator. Based on
your selection the maximum field length will be automatically determined.

The maximum length allowed for PIN on card is 3 bytes for numeric format and 6 bytes for text format.
Click the Add button. The new field will be added to the grid list as shown below:

Click the Save button to save this field.

If some pre-defined fields type is changed from text to numeric, the admin should make sure to have only
numeric value in such fields. If any mismatch occurs, then while writing or reading information from card,
conversion will not be performed and the field shall remain <Blank>.

Configuration
On the Card Personalization page, select the Configuration tab.

Select a Card Type using the dropdown list. Hover your mouse on the icon to view information on each card
type.

Matrix COSEC System Manual 307


Select the Card Mode as Default to use the default card format where location of each field is fixed as per card type
selected. If Custom mode is selected then location of all pre-defined fields will be allowed to be changed as per
available memory sectors on the card. Up to 99 newly created fields will be accepted for such card types.

On selection of the Custom Card Mode; Specify if the Card No. to be used shall be the original CSN or any
Custom card no.

When you have selected Custom card no., you must specify the Card no. from User Configuration>
Credentials during enrollment of card. The number specified in Access Card field will get write over the
card. See Credentials on page 325.

While location of CSN is fixed, defining a Field Profile shall be mandatory for custom Card Nos.

If Card No. is selected as Custom, then Read CSN checkbox is enabled. Checking this box allows to read CSN
number in case custom number is failed to read.

Valid Values iClass 2K2 iClass 16K2 iClass 16K16 M iFare 1K M iFare 4K
Available Page0 Page0 Page0- NA NA
Page (Total=1) (Total=1) Page6
Available NA NA NA Sector0- Sector0-
Sector Sector15 Sector39
(Total=16) (Total=40)
Available 19-31 (for all 19-255 (for 19-31 1-2 1-2
Block pages) all pages) (Page0), 6- (Sector0), (Sector0), 0-
31 (Page1- 0-2 (Sector1- 2 (Sector1-
Page6) Sector15) Sector31), 0-
14
(Sector32-
Sector39)
Available 0-7 0-7 0-7 0-15 0-15
Byte

Field Profile

For the Custom Card Mode, location on the card memory can be defined for each selected field. For this, select a
Field using the picklist button as shown.

308 Matrix COSEC System Manual


If card number is selected as Custom, then it is must to add the field 22: Card No. in the field profile. If card
number is set as CSN, then selecting field 22 is not mandatory.

Specify the Page and Block on the card and number of Bytes to be used depending on the field type and the
available memory for the selected field. Click the Add button.

The configured field will appear on the grid list below, as shown.

Similarly, add other required fields to card. Click the Save button.

If the Custom Card mode is selected, all fields, their length, location and types should be reflected as per
Card Personalization across all COSEC applications such as COSEC Enroll, COSEC Vehicle Access
Management etc. at the time of card enrollment.

Matrix COSEC System Manual 309


Viewing Device Status

The COSEC Web application enables the administrator to view the online or offline status of all configured devices
as well as to send some basic control commands to the connected devices. This makes it easier for the
administrator to keep track of disconnected devices and their respective sites and also to filter out lists of specific
devices.

In order to view device status, follow these steps:

1. Select the Device module.

2. Select Device Status on the module menu.

The Device Status page will appear as follows:

The Device Status page lists devices based on their Name, Status, IP, Device Type and Site. It also offers the
option to use the following filters to organize the list as per requirement:

Device Type

Device Status (All/Connected/Disconnected)

Group By (None/Site/Type)

Order List (Descending/Ascending)

3. Once filters are applied, the filtered devices with their current status will appear in the list.

310 Matrix COSEC System Manual


Sending Commands to Devices
The administrator can send direct commands to devices from the Device Status page in the Devices module.
These commands include:

Normalize Door/Lock Door/Unlock Door/Open Door- Sends the appropriate commands to the DOOR to
operate the door.

Delete Fingerprints/Palms - Sends command to delete the fingerprints/palm templates from the
fingerprint/palm reader module of the selected device.

Synchronize Credentials (only for Panel Doors) - Sends command to synchronize the fingerprints/palm
templates from the Panel to the Panel Doors. It is recommended to first send the delete fingerprints/palms
command to the DOORs before starting the synchronizing process.

Clear All Alarms - Sends the command to clear all alarms configured on the system.

For changing the alarm status, the user will be prompted to provide the login password. Also, he may
provide an optional remark to justify his action.

Factory Default - Sends the command to default the device settings to the default factory settings.

Set Date-Time - Sends the current system date and time to the device.

Reboot Device - Sends the reboot command to the device

Change Password - Sends command to change the password of selected user on the COSEC device

The following commands can be sent to the PANEL DOORs.

Normalize Door

Lock / Unlock /Open Door

Delete Fingerprints/Palms

Synchronize Credentials

Clear All Alarms

The following commands can be sent to the DIRECT DOORs.

Set Date and Time

Normalize Door

Lock / Unlock / Open Door

Delete Fingerprints/Palms

Clear All Alarms

Matrix COSEC System Manual 311


Factory Defaults

To send a command to a device,

1. On the list view, click the button next to a devices name (to which the command is to be sent).

2. On the pop up window, select the radio button against the command to be sent.

3. Click OK. The selected command is sent to the respective device successfully.

Click the icon adjacent to a Panel on the Device Status list as shown below to view the status of all
Panel Doors assigned under it.

312 Matrix COSEC System Manual


CHAPTER 9 Users

User Configuration is a consolidation of the user information at one place to manage and to obtain details whenever
needed. It enables the creation of a user database that allows the system to consider the configured user as a valid
user of the system.

It is necessary to create a user database that shall have the information about him/her like employee ID, general
details, personal details, access privileges detail, contact details etc.Having the user details organized makes it
simpler to manage the system and the details of any user can be obtained whenever needed.

The various COSEC devices have capacity to support the following


number of users:

Panel :10,000
Direct Door V1 :500
Panel Lite :25,000
Direct Door V2 :2000
Direct Door V3 :50,000
NGT Direct Door :10,000
Wireless Door :50,000
Path Controller :10,000
PVR Door :10,000
Panel-Lite V2 :25,000
Vega Controller :50,000
ARC Controller :10,000

To access the Users module with the COSEC Web Application, select

the Users icon on the module selection page. The Users page

will appear on your screen.

Users Dashboard

To view the Users Dashboard, select the Dashboard button on the Users page. The Dashboard displays
the basic information on Users relating to the COSEC Software under three groups:
Users
Total Users- Total no. of ESS Users (employees) created in COSEC.
Click on the Import Users button to go to the Import users page.
Active Users- Total no. of Users (employees) currently that are active.

Matrix COSEC System Manual 313


Blocked Users- Total no. of Users (employees) that are blocked.

Enrollment Status
Enrollment Pending- Total no. of users whose enrollment is not done at all.
Finger Credentials- Total no. of users with one or more fingers enrolled.
Cards Assigned- Total no. of users with one or more cards assigned.
PINs Assigned- Total no. of users with PIN assigned.
Palm Credentials- Total no. of users with at least one palms enrolled.

Reminder
Birthday- Total no. of users whose birthday is on the current day.
Confirmations- Total no. of users whose confirmation date is on the current day.
Sendoff- Total no. of users whose leaving date is on the current day.
Visa Expiry- Total no. of users whose visa expires on the current day.

For more information on the above Dashboard options, click the respective information links on the Dashboard. The

Latest values on Dashboard are updated on clicking the Refresh button.

The Reports of this modules can be viewed from Generating Reports.

314 Matrix COSEC System Manual


Configuring Users

COSEC allows you to add new users to its database via the Users Module. This functionality can be used by
administrators to add new employee information, define employee profiles and contact details.

The User configuration options can be viewed from:


Profile
Devices
Credentials
T&A
Roster
Access Control
ESS
Cafeteria
Contract Worker Management (CWM)
Job Costing
Field Visit Management
Adding User Photo

To define a new user,

1. Select the Users Module.

2. Select User List on the module menu.

The User List page opens as follows:

Matrix COSEC System Manual 315


3. Click the New button. The User Configuration page will appear. Also you can directly click on User
Configuration option from the module menu. Then the user details can be configured as described below:

The page displays the Profile tab with the following sections for configuration:

Profile

Basic
The Basic section is displayed as follows:

The following parameters appear here for configuration:

ID - Specify a unique User ID. It can have an alphanumeric value with a maximum of 10 characters.

Name - Enter a name in this field that identifies the user (maximum upto 45 characters)

Active - Select this checkbox to activate the user. Whenever a user is made inactive (i.e. Active checkbox
is unchecked), say, on the last day of employment, the admin will be prompted to choose whether all
assigned devices should be revoked from the user or not.

316 Matrix COSEC System Manual


Type - Select the user type from the options of T&A and Roster.

Click on the Optional collapsible panel to view optional details of user.

Short Name - Specify an alternative short name for the user which will be displayed on the COSEC
DOORs whenever there is an event related to this user. (maximum up to 15 characters)

Reference ID - The system allots a random sequential Reference Code based on the last reference
code allotted (numeric value with a maximum of 8 digits). This option is used to provide a linkage ID
in the event of an organization using a different user ID format in another software application for
e.g. the payroll application.

Integration Reference - This field is provided for integration with third party applications where the
user ID has to be alphanumeric and up to 20 characters.

General
This section allows you to add general information about a user. The General page appears as follows:

Matrix COSEC System Manual 317


Enter the relevant employee information in the following fields either manually or by clicking the date
selection button:

Date of Birth
Birthday Message (Enable this for user to be able to receive a birthday message on an NGT direct
door)
Joining Date
Confirmation Date
Leaving Date
Reason for Leaving
Vehicle Registration No.
Driving License
Passport No.
PAN
Aadhar No.
PF No.
UAN
ESI No.
Voter ID
Visa
Visa Expiry
Field 1-4 (as defined in Global Policy)

Use the Change Document button to browse and upload relevant user documents for the above fields, where
applicable (e.g. driving license, PAN card etc.)

Personal
This section allows you to add personal information about a user. The Personal page appears as follows:

Enter the relevant personal details of an employee in the following fields either manually or by choosing from the
respective dropdown lists:

318 Matrix COSEC System Manual


Nationality
Qualification
Experience
Gender
Blood Group
Height (cms)
Weight (Kgs)
Medical History
Marital Status
Father/Spouse Name

Contact
This section allows you to add contact information about a user. The Contact page appears as follows:

Enter the relevant contact and address details of the employee in the Contact Info and Address tabs.

Matrix COSEC System Manual 319


Click on the Save button to save the employees profile.

A new user is successfully defined on the COSEC system. This user will now be reflected in the list of users on the
User List page as shown.

To further add or edit any user details,

1. Select the Users module.

2. Select User List on the module menu.

320 Matrix COSEC System Manual


3. Select a user from the User List using the Filter List.

The User Configuration page opens with the selected users details as shown.

A users details can also be retrieved by simply entering the User ID on the User Configuration page. If the
system can identify the ID against an existing user, the configuration details of the user will subsequently
load on the User Configuration page.

4. Click the Edit icon.

5. Proceed to edit or add user details.

6. Click the Save icon to save the changes.

Click the icon to manually synchronize any changes in user configuration with all the applicable
COSEC devices.

Matrix COSEC System Manual 321


The User Configuration page provides additional options for detailed configuration of the new user. Once the Profile
tab is configured, the administrator can proceed to configure the following options:

Devices
This option enables the administrator to assign the user to the panels, direct doors and device groups already
defined on the system.

On selection of the Devices tab, the following page is displayed:

1. In the Assign section under the Devices tab,

Select a Device Group using the device group picklist.

Click the Add button.

322 Matrix COSEC System Manual


On the Select Device pop up window, select the devices to which the selected user is to be assigned
as shown. Click the OK button.

Select the corresponding Restrict Access and Restrict Attendance checkboxes to enable these
restrictions for the selected user on the selected device as shown.

2. In the Configure section under the Devices tab,

Select a device from the Device drop down list. This list displays all devices on which the selected user
was assigned earlier (as shown below).

The Active checkbox is selected by default to enable the user credentials on the selected device.

Matrix COSEC System Manual 323


Check the VIP box if the user is to be given unrestricted access rights.

Option is provided for enabling Absentee rule feature at user level for each PANEL and DIRECT
DOOR V2. However, this option needs to be first enabled at the PANEL and DOOR levels.

Specify the day count for the Absentee rule ranging from 1 to 365.

In the event of a PANEL controller select the Access Profile to be assigned to the user from the drop
down list.
Select the Functional Group in the event of a PANEL controller to be assigned to the user from the
pull down list.

In the event of a PANEL controller select the user's Home Zone and the Visit Zone from the respective
drop down lists.

In the event of a PANEL device the administrator can also assign a defined access route to the user.
Select the access route from the drop down list if required. Select another device and configure the
access control options as applicable.

This option is only available with the Access Control add on module.

324 Matrix COSEC System Manual


Credentials
This option enables the configuration and enrollment of user credentials on the COSEC system for the selected
user. On selection of the Credentials tab, the following page is displayed:

The following parameters are available for configuration in the Edit mode for the selected user:

PIN: Specify the PIN no. for the user. User PIN should be a numeric value ranging from 1 digit to a
maximum of 6 digits. The value entered in this field will only be visible to the sa user. For all other
login users the value in this field will be masked.

Biometric Group No.: Specify the Biometric group number to be assigned to the user if applicable. It is
a number allotted to a group of users assigned on a device. This enables the device to match a finger/
palm credential against only those users who are part of the same Biometric Group thus reducing
processing time.
This value is used for Finger/Palm Identification of user on Identification Server in shorter time span
considering user first specifies Group No and then punches on the device.
Identification Server will be allocating templates to its child threads on the basis of this field.

Roaming User: You can mark the user as roaming user for the users who are field engineers, partners
etc who report to office rarely. When such users mark their punch after pressing 0 on door, then they
will be identified from the Roaming user group.

The Identification server will maintain a list of users along with their templates to be considered as
roaming/remote users.

If Enterprise Group Mapping is done then on user configuration page by default status of 'Roaming User'
will be loaded as per mapped enterprise group.

Access Card 1: Specify the card ID no. to be assigned to the user. Eg: 1420 ;The maximum value for
the card ID is 20 digits. The COSEC system can accept up to two cards per user. Specify the second
card ID in the Access Card 2 field if required.

Matrix COSEC System Manual 325


Enrolled Fingers: This option displays the number of fingerprint templates enrolled against the
selected user.

Enrolled Palm: This option displays the number of palm vein templates enrolled against the selected
user.

Enable Self-Enrollment: Select this checkbox to enable the Self-Enrollment feature for the selected
user.

The Self-Enrollment feature enables the user to enroll himself/herself at a COSEC door controller using
an already provided access PIN, without the help of any operator or HR executive. This feature is
applicable for Door V2, Wireless Door, PVR Door, NGT Controller, Vega Controller, Door V3 (To
enable this feature for a door, See Enrollment on page 231.).

An alert message containing the access PIN will be sent to the user once this feature is enabled for this
user. To configure the access PIN to be sent in Alert message, See Configuring Alert Messages on
page 135. Self-Enrollment can be especially beneficial for organizations with large number of
employees.

The administrator can also perform enrollment for the selected user by clicking the Enroll Credentials button.

User enrollment can be performed from the Credentials tab only when the selected user is not in the Edit

mode.

The following pop up window appears on the screen:

Select a direct door or panel door from the Door picklist. Specify the Enrollment Type and the number
of credentials (cards, fingers or palms) to be enrolled.

326 Matrix COSEC System Manual


Click the Enroll button to initiate the enrollment process.

T&A
This tab will be available only for the Time and Attendance add-on module users. Here, the administrator can enter
the attendance and the working policy related information for the user. On selection of the T&A tab, the following
page is displayed:

1. In the Attendance section under the T&A tab, configure the following parameters:

Enable Attendance Calculation - This field is checked by default. Uncheck this box if you want to
disable attendance calculation for this User. This option has to be enabled for configuring any of the
other parameters on this page.

Attendance Marking Type - In case the attendance calculation is enabled then the user needs to
select the attendance marking type from the drop down list.

The following options are available:

Normal: type will be default for all users.

Matrix COSEC System Manual 327


First Punch Only: type users need only entry punch at the start of the shift. In this case the system
will assume that the shift end time is the last out Punch for the day. All other calculations remain the
same as for normal type users.

Executive: type users will be marked full day present if at least one punch (entry/exit) is available in
the day. There will not be any late/early & overtime calculation like it is done for normal and single
punch type users.

Flexible: category users working will be checked against required minimum working and if it is
more than required, full day attendance will be marked. In this case the minimum working hours
required in a day for full day attendance and half day attendance can also be defined for each user
as explained below.

Present: category users do not require any punch for them to be marked full day present. All users
belonging to this category are marked present by default.

Minimum Working Hours Required - In the event of selecting the Flexible type for a user the
administrator can also specify the minimum working hours required in a day to be marked Full Day or
Half Day present. Specify the hours in hh:mm format.

Max Punches to be Considered - This parameter specifies the maximum entry/exit events per user to
be considered in a day for attendance calculation.

Specify a value in this field if the value defined at the global level is to be overridden for this user. The
options available are 2, 4, 6, 8, 10,12 and N-Punch. N-Punch allows unlimited number of punches in IN/
OUT pair.

Bypass Finger/Palm For Attendance - On checking this option, the user can punch in or out using
any of the assigned credentials and the same will be considered for attendance calculation. On
selection of this option, finger/palm identification is not required for marking attendance. The user can
use pin or card to mark the attendance.

Max Short Leaves Allowed - This parameter specifies the maximum number of short leaves (personal
hours) to be allowed to selected users in an attendance period. This parameter is also defined at the
global system configuration level and can be overridden for specific users using this option. The
administrator can specify a value of a maximum two digits in this field.

OT/C-OFF Eligibility: This parameter enables the administrator to determine whether the overtime
authorization for this user is to be done in one of the following ways:

None - Extra work cannot be authorized as overtime or C-OFF for user.


Only Overtime - Extra Work can only be authorized as overtime.
Only C-OFF - Extra Work can only be authorized as C-OFF.

328 Matrix COSEC System Manual


Both - Extra Work can be authorized both as overtime and C-OFF.

On selecting Both, user can set the extra hours to be authorized as OT or C-OFF separately for
Normal Day, WO, PH, WO/PH, FB and RD.

For detailed configuration to authorize OT/C-OFF, See Configuration to give OT and C-OFF to user on
page 478.

If only Compensatory off is to be given to the user, then you must select Only C-OFF option.

To know more about authorization of extra hours as OT/C-OFF, See Overtime/C-OFF Approval on
page 534.

Bus Route: Click on the Picklist button and select the bus route to be assigned to the user.

Enable Auto Tour Application: Select the checkbox to apply tour application automatically for a
particular user, if he punches from some Site other than the Base Site(s).

Tour: Select the tour to be assigned to the user from the dropdown list.

Base Site Selection: Select the base site to be assigned to the user.

Auto Authorize Tour Application: Select the checkbox to automatically authorize the tour application
for a partciular user, if auto tour application feature is enabled.

Matrix COSEC System Manual 329


2. In the Policy section under the T&A tab, assign Attendance Policies to the selected user. This page will be
available only with the Time & Attendance add on module. The default policies will automatically be
populated in the respective fields as shown. The Policy page appears as follows:

3. In the Group section under the T&A tab, assign Enterprise groups, Reporting Group and Leave Group
and Week Off Group to the selected user using this section. This page will be available with the Time &
Attendance add on module. On clicking the Group option the following page appears. The default groups
will automatically be populated in the respective fields as shown.

Click on the picklist buttons and select the appropriate groups from the pop up windows.

The Enterprise Groups changed from here will be effective from the current date only. For the changed
group to be effective from previous date, change the group from User module> Utilities> Change Group.

See Changing Group on page 382.

If Shift Based Access flag is enabled in User Configuration, then effect of Week Off group assigned to
user differently wont be effective.

Also if flag of Deny Access On Week Off is enabled in Shift Schedule assigned to user, then user wont
be granted access though user did not have week off based on Week Off group.

330 Matrix COSEC System Manual


Roster
This tab will be available only for the Roster add-on module users. On selection of the Roster tab, the following
page is displayed:

1. In the Group section under the Roster tab, assign Enterprise groups and Reporting Group to the selected
user using this section. This page will be available with the Roster add on module.

The default groups will automatically be populated in the respective fields as shown. Click on the picklist
buttons and select the appropriate groups from the pop up windows.

2. The Profile section under the Roster tab allows the administrator to configure the Roster profile for the
selected user. The Profile page appears as shown.

Matrix COSEC System Manual 331


The following roster related parameters can be configured on this page:

Employment Contract
Employment Type
Award and Penalty (Base Pay Rate will be displayed automatically and cannot be edited)
Work Profile Type
General Rules
Policy
Hour Exception
Leave Group
Overtime Policy

Click on the picklist buttons and select the appropriate options as per the site requirements.

3. The Bank Details section under the Roster tab allows the administrator to add the Bank details for the
selected Roster user. On clicking the Bank Details option the following page appears.

Specify the bank details of the user as show in the following figure:

Access Control

332 Matrix COSEC System Manual


On selection of the Access Control tab, the following page is displayed:

1. In the Basic section under the Access Control tab, the administrator can define access parameters for
the selected user. This tab offers the following sections for configuration:

Bypass Finger - This option can be enabled in the event of the Finger Print image not being in order
and the system thus has problems identifying the user. In such cases, the system administrator can
disable the Finger Print check for the user thus enabling the user to gain access using either the
assigned pin or card.

Bypass Palm - This option can be enabled in the event of the Palm Vein image not being in order and
the system thus has problems identifying the user. In such cases, the system administrator can disable
the Palm vein check for the user thus enabling the user to gain access using either the assigned pin or
card.

Access Validity - Enable this option if the user credential is to be activated for a predefined period.

Access Validity Date - Specify the end date of the validity in this field.

Access Level - Specify the access level for which the Smart Identification feature will be applicable to
the user.

Shift Schedule - Assign a shift schedule to the selected user from the dropdown list.

Start Shift - In case of multiple shifts in the schedule group, the starting shift needs to be selected from
the drop down list.

Holiday Schedule - Select the Holiday schedule to be assigned to the user from the drop down list.

Access Cluster Checking - Select this checkbox to enable checking for access cluster restrictions for
the selected user. It is available only with the Access Control add-on license.

Matrix COSEC System Manual 333


2. The Advance section under the Access Control tab is available only with the Access Control add-on
module. Here, the administrator can define access parameters for the selected user. The Advance page
appears as follows:

This tab offers the following sections for configuration:

Shift based Access - This parameter allows the administrator to enable user access based on the
shift working time of the user.

In the event of not selecting the Shift Based Access option then the system will apply the Default Access
Settings as defined on a Panel as the access settings for the user.

Smart Access Route - Select the Smart Access Route to be assigned to the user from the Access
Route picklist window.

Max Route Level: Select the route level up to which the user is to be allowed access from the drop
down list.

Certain parameters when configured for a specific user may over-ride corresponding parameters pre-
defined at the Global Policy level.

334 Matrix COSEC System Manual


ESS
The ESS tab is available only with the ESS module. This is used to enable and configure ESS account access for
the selected user. On selection of the ESS tab, the following page is displayed:

1. The Settings section under the ESS tab offers the following parameters for configuration:

Enable Account - Select this checkbox to enable ESS account access for the selected user.

Edit Basic Details - Select this checkbox to enable the selected users to edit basic details on their
respective ESS accounts.

Punch marking via ESS - Select this checkbox to enable users to mark their attendance punch
manually from their respective ESS accounts.

ESS Role Rights- Select the Role Rights from the picklist to be assigned to the user.

Login via Active Directory - Select this checkbox to enable the selected ESS user to login using his
Active Directory credentials.

Username - Assign a username to the selected ESS user for Active Directory login.

Domain - Specify the Active Directory domain name in this field for Active Directory login.

Auto -Authorize IMEI Registration -Select this checkbox to automatically authorize the user request
through device with registered IMEI number in COSEC database. If the box is unchecked, the user
request(attendance, leave application etc) goes to the IMEI Authorization which can be then
authorized by the administrator.

Mobile Identification Number - Specify the Mobile Identification Number which is the unique number
of the mobile device from which the ESS application is to be used. This can consist of maximum 40
alphanumeric characters.

Matrix COSEC System Manual 335


Punch Marking Via API - Select this checkbox to enable user to mark punches by firing API. Auto-
Punch and Manual-Punch marking checkbox will be activated only if Punch marking via API is enabled.

Auto-Punch Marking - Select this checkbox to enable the auto-attendance marking feature for the
selected user from the COSEC APTA mobile application. On enabling this feature, if the users current
location matches any of the configured locations in COSEC Web Application > Admin > System
Configuration > Location Master, a punch will be marked automatically for the user from the mobile
application.

Manual Punch Marking - Select this checkbox to enable manual punch marking from the COSEC
APTA mobile application.

Allow Offline Punch - This checkbox is activated only when Punch marking via API and Manual
Punch Marking are enabled. This allows users to apply for offline punches.
In Mobile devices, when there is no connectivity between server and the Mobile device, the punches,
with their timings can be stored through offline punch and send to server when connectivity is restored.

Location Mandatory For Punch - This field determines if information regarding the source location
from where the punch has been marked should accompany a punch marking by user. Select None if
location information should not accompany a punch. For Manual Punch Marking, select Any Location
(locations need not be configured). For Auto-Punch Marking (auto-attendance feature), select
Configured Locations Only (locations must be configured on Location Master).

The administrator can click the Reset Password button to reset the selected ESS users login
password.

2. The Profile section under the ESS tab allows the administrator to personalize the language of the ESS
page of any user. Select the appropriate language from the drop down list.

The options available are:

English
Arabic
Spanish
Albanian
Thai
Vietnamese

Cafeteria
This tab is available for configuration only to the Cafeteria module user. The Cafeteria tab displays the following
page:

336 Matrix COSEC System Manual


The following parameters are available on this page for configuration:

Enable Account - Select this checkbox to enable Cafeteria account access for the selected user.

Discount Level - Select the appropriate discount level from the drop down list as shown.

Account Type - Specify the account type as Pre-Paid or Post-Paid by selecting from the drop down
list.

Pre-paid Account

For Pre-Paid account type, specify whether the Balance Management should be Device-based or
Server-based.

Also define the Maximum Usage Limit per month as well as per day beyond which the user will be
blocked (required only when the Block User On Max Usage Limit checkbox is enabled in Cafeteria
Management > Cafeteria Settings). See Cafeteria Settings on page 764.

When Balance Management is selected as Server based, then you can enable Device-Server
Balance Check. This will allow Device to check Server-side balance before allowing transaction.
For this, Device and Server must be connected.

Matrix COSEC System Manual 337


Post-paid Account

For Post-Paid account type, enter the Allowed Usage Per Month based on which monthly dues for
the user can be calculated.
Also define the Maximum Usage Limit per month as well as per day beyond which the user will be
blocked (required only when the Block User On Max Usage Limit checkbox is enabled in Cafeteria
Management > Cafeteria Settings). See Cafeteria Settings on page 764.

Contract Worker Management (CWM)


This tab is available for configuration only to the Contract Worker Management (CWM) module user when a new
worker is to be added, or an existing worker is selected from the User List. This enables the administrator to assign
Contractor, Work Order, Skills and PPE (Personal Protective Equipment) to the selected worker as well as add ID
Proof and Address Proof.

The CWM tab displays the following page:

338 Matrix COSEC System Manual


To know more about Worker Profile configuration, See Worker Profile on page 916.

Job Costing
On selecting Job costing tab, the following page appears.

Job Costing- Select the option Enabled from the drop down list to enable Job Costing feature for the user.

Device based Job Assignment- Enable this checkbox so that Job codes are assigned to the user as per device
configuration on which user punches.

If Job Costing is enabled and Device based job assignment is checked, then it will work in mixed mode.
In this user can be working a default job even when assignment type is device-based. This will allow existing
job selection from device along with few additional options like 'Continue Current Job' and 'Start Default Job'.

Matrix COSEC System Manual 339


Default Job

You can assign default job to the user by selecting job from the picklist. The Multiple default jobs can be assigned
with non-overlapping Assignment Date Ranges. Only Open or In Progress Jobs can be assigned.

Jobs are created from Job Processing and Costing module > Project Management> Job.

After adding the job, click on Save to save the default job to the user.

Default Jobs Grid should consist of currently assigned default jobs (i.e. Current Date <= Assignment End Date).

When job code is not assigned to user and user punches with that job code using Special function from
door; then Reprocess Events should be enabled during Job Costing process to assign the actual job code
to the job.

Example:
On date 15/01/2015, Assign Job-1 (15/01/2015 - 30/03/2015) as default.
On date 25/03/2015, Same Job-1 will be visible in default jobs grid.
Since date 01/04/2015, Job-1 will be moved from Default jobs grid to Previous Jobs Grid.

340 Matrix COSEC System Manual


The applicable devices are:
DOOR V3
Wireless DOOR
PVR
NGT
Vega Controller

User config will be resent to devices only when there is some change in Job Assignment.

When new user is added or existing users Enterprise group is changed. Then if user is assigned to the
Enterprise group with which Job costing parameters are associated, then the configured job costing
parameters will be reflected in User Configuration > Job Costing Tab

Matrix COSEC System Manual 341


Field Visit Management
In this module, you can assign schedules to the users and keep a track of their activities, while on site and also
check if the assigned tasks are being fulfilled correctly or not.

The Field Visit Management tab appears as shown below:

In the Settings tab, check the Enable FVM box to consider the selected user as FVM user.

Adding User Photo


The administrator can add a profile photograph for each user defined on the COSEC system, on the User
Configuration page (as shown below). The allowed size limit for uploading an image file is 100 KB.

To add an image as the profile photograph for a user,

342 Matrix COSEC System Manual


1. On the User Configuration page, click Edit for a selected user.

2. Click the Change Photo box.

3. On the Change Photo pop up window, click to browse your computer for an image file. The Supported
File Formats are *.jpg, .bmp and .png.

4. Once the required image file is selected, click the Update button.

Matrix COSEC System Manual 343


5. Click Save . The user photo is successfully updated on the User Configuration page as shown.

344 Matrix COSEC System Manual


Multi-User Configuration

COSEC provides the option for an HR administrator to apply a common configuration to multiple users at one go.
This is not only convenient, but also saves the time required to configure each user individually. This feature can be
useful when the same user configuration is applicable to more than one user defined on the COSEC database.

To access this functionality,

Select the Users module > Multi-User Options > User Configuration.

The Multi-User Configuration page opens as shown below.

Configurable parameters on the Multi-User Configuration page can be activated using the Update
checkbox next to each option. Selecting this checkbox will ensure that the parameter is enabled for
modification using the New Value column.

Matrix COSEC System Manual 345


The Multi-User Configuration page is divided categorically into a series of collapsible panels. Expand the
individual panels in turn and set the necessary configuration before proceeding to select users for application. The
detailed configuration has been explained in the following sections.

Profile
Devices
Credentials
Group
T&A
Access Control Basic
Access Control Advance
Roster
ESS
Cafeteria
Job Costing
Field Visit Management
User Filter

Profile
To access this configuration,

1. On the Multi-User Configuration page, expand the Profile panel as shown.

2. Select the Active checkbox to activate all selected users. Whenever a user is made inactive (i.e. Active
checkbox is unchecked and changes updated), say, on the last day of employment, the admin will be
prompted to choose whether all assigned devices should be revoked from the user or not.

3. Select the user type from the Type drop down list as T&A or Roster.

4. Enable the Birthday Message checkbox for the selected users to receive a birthday message on an NGT
direct door.

5. Select the appropriate checkboxes to specify which contact details must be enabled for alert messages to
be sent to selected users.

Devices
The Devices panel enables the administrator to add and assign a device group and/or randomly selected devices
to multiple users at the same time. To access this configuration,

346 Matrix COSEC System Manual


1. On the Multi-User Configuration page, expand the Devices panel as shown.

2. Enable the Device Group checkbox to assign a device group to the selected users.

3. You can also select devices using the Device picklist.

On selection of users, the selected devices will be assigned to these users.

Credentials
To access this configuration,

1. On the Multi-User Configuration page, expand the Credentials panel as shown.

2. Enter the Biometric group number to be assigned to the users. It is a number allotted to a group of users
assigned on a device. This enables the device to match a finger/palm credential against only those users
who are part of the same Biometric Group thus reducing processing time.

This value is used for Finger/Palm Identification of user on Identification Server in shorter time span
considering user first specifies Group No and then punches on the device.
Identification Server will be allocating templates to its child threads on the basis of this field.

3. You can mark the user as roaming user for the users who are field engineers, partners etc who report to
office rarely. When such users mark their punch after pressing 0 on door, then they will be identified from
the Roaming user group.

The Identification server will maintain a list of users along with their templates to be considered as
roaming/remote users.

4. Select the Enable Self-Enrollment checkbox to allow users to enroll themselves on COSEC using
already provided access cards/PIN. The self-enrollment feature can be especially beneficial for
organizations with large number of employees.

A PVR Group Number is a number allotted to a group of users assigned on a PVR device.

Matrix COSEC System Manual 347


Group
This section enables the administrator to select enterprise groups, reporting group, leave group and Week off group
for assignment to multiple users. To access this configuration,

1. On the Multi-User Configuration page, expand the Group panel as shown.

2. Select a group from the respective group picklist.

The Leave Group and Week Off Group option is available for multi-user configuration only with the T&A
add-on module.

T&A
The T&A panel enables the administrator to set attendance configuration for multiple users and to specify T&A
policies to be assigned. This section is available only with a Time and Attendance add-on module license.

To access this configuration,

348 Matrix COSEC System Manual


1. On the Multi-User Configuration page, expand the T&A panel as shown.

2. Select the Enable Attendance Calculation checkbox to enable attendance calculation on the system for
the selected users. This option has to be enabled for configuring any of the other parameters in this
section.

3. In case the attendance calculation is enabled then the user needs to select the Attendance Marking Type
from the drop down list.

The following options are available:

Normal: type will be default for all users.

First Punch Only: type users need only entry punch at the start of the shift. In this case the system
will assume that the shift end time is the last out Punch for the day. All other calculations remain the
same as for normal type users.

Executive: type users will be marked full day present if at least one punch (entry/exit) is available in
the day. There will not be any late/early & overtime calculation like it is done for normal and single
punch type users.

Flexible: category users working will be checked against required minimum working and if it is
more than required, full day attendance will be marked. In this case the minimum working hours
required in a day for full day attendance and half day attendance can also be defined for each user
as explained below.

Matrix COSEC System Manual 349


Present: category users do not require any punch for them to be marked full day present. All users
belonging to this category are marked present by default.

4. The Min Working Hours Required section is enabled for configuration only when the Flexible Attendance
Marking type is selected for a user. The administrator can specify the minimum working hours required in a
day for users to be marked Full Day or Half Day present. Specify the hours in HH:MM format as shown.

5. The Max Punches to be Considered parameter specifies the maximum entry/exit events per user to be
considered in a day for attendance calculation.

6. Specify a value in this field if the value defined at the global level is to be overridden for this user. The
options available are 2, 4, 6, 8, 10,12 and N-Punch. N-Punch allows unlimited number of punches in IN/
OUT pair.

7. On checking the Bypass Finger/Palm For Attendance option, the user can punch IN or OUT using any of
the assigned credentials and the same will be considered for attendance calculation. On selection of this
option, finger/palm identification is no longer must for marking attendance.

8. The Max Short Leaves Allowed parameter specifies the maximum number of short leaves (personal
hours) to be allowed to selected users in an attendance period. This parameter is also defined at the global
system configuration level and can be overridden for specific users using this option. The administrator
can specify a value of a maximum of two digits in this field.

9. The OT/C-OFF Eligibility parameter enables the administrator to determine whether the overtime
authorization for this user is to be done in one of the following ways:

None - Extra work cannot be authorized as overtime or C-OFF for user.


Only Overtime - Extra Work can only be authorized as overtime.
Only C-OFF - Extra Work can only be authorized as C-OFF.
Both - Extra Work can be authorized both as overtime and C-OFF.

On selecting Both, user can set the extra hours to be authorized as OT or C-OFF separately for
Normal Day, WO, PH, WO/PH, FB and RD.

350 Matrix COSEC System Manual


To know more about authorization of extra hours as OT/C-OFF, See Overtime/C-OFF Approval on
page 534.

10. Click the Bus Route picklist button and select the bus route to be assigned to selected users.

11. Enable Auto Tour Application to apply tour application automatically for a particular user, if he punches
from some Site other than the Base Site(s).

12. Select the Tour from the dropdown list to be applied to the user on tour.

13. Click the Base Site Selection pickist buton and select the base site to be assigned to the selected users.

14. Select the Auto Authorize Tour Application to automatically authorize the tour application for a selected
users, if auto tour application feature is enabled.

15. Select a policy from the respective policy picklist as shown in the following example:

Access Control Basic


This section enables the administrator to configure basic access control parameters for multiple users. To access
this configuration,

Matrix COSEC System Manual 351


1. On the Multi-User Configuration page, expand the Access Control Basic panel as shown.

2. The Bypass Finger option can be enabled in the event of the Finger Print image not being in order and
the system thus has problems identifying the user. In such cases, the system administrator can disable the
Finger Print check for the user thus enabling the user to gain access using either the assigned pin or card.

3. The Bypass Palm option can be enabled in the event of the Palm Vein image not being in order and the
system thus has problems identifying the user. In such cases, the system administrator can disable the
Palm vein check for the user thus enabling the user to gain access using either the assigned pin or card.

4. Enable the Access Validity option if the user credential is to be activated for a predefined period.

5. Specify the end date of the validity in the Access Validity Date field.

6. Specify an access level from the Access Level For Smart Identification (SI) drop down list, for which the
Smart Identification feature will be applicable to the selected users.

7. Assign a Shift Schedule to the selected users from the dropdown list.

8. In case of multiple shifts in the schedule group, the Start Shift needs to be selected from the drop down
list.

9. Select the Holiday Schedule to be assigned to the user from the drop down list.

10. Select the Access Cluster Checking option to enable checking for access cluster restrictions for the
selected users.

Access Control Advance


This section enables the administrator to set advance access control parameters for multiple users. The Access
Control Advance section is available only with the Access Control add-on module license. To access this
configuration,

1. On the Multi-User Configuration page, expand the Access Control Advance panel as shown.

352 Matrix COSEC System Manual


2. The Shift Based Access parameter allows the administrator to enable user access based on the shift
working time of the users.

In the event of not selecting the Shift Based Access option, the system will apply the default access
settings applicable to the user.

3. Select the Smart Access Route to be assigned to the user from the Access Route picklist.

4. Select the route level up to which the user is to be allowed access from the Max Route Level drop down
list.

Some parameters, when configured for a specific user, may over-ride corresponding parameters pre-
defined at the Global Policy level.

Roster
The Roster section is available only with the Roster add-on module license. The administrator can define a Roster
profile for multiple users here, with the help of given Roster parameters. To access this configuration,

1. On the Multi-User Configuration page, expand the Roster panel as shown.

2. Select the appropriate option for each Roster parameter from the respective picklist.

ESS
The ESS section is available only with the ESS add-on module license. It enables the administrator to set up ESS
accounts for new users. To access this configuration,

Matrix COSEC System Manual 353


1. On the Multi-User Configuration page, expand the ESS panel as shown.

2. Select the Enable Account checkbox to enable ESS account access for the selected users.

3. Select the Edit Basic Details checkbox to enable the selected users to edit basic details on their
respective ESS accounts.

4. Select the Punch Marking Via ESS checkbox to enable users to mark their attendance manually from
their respective ESS accounts.

5. Select the Punch Marking Via API checkbox to enable user to mark punches by firing API.

6. Select the Auto-Punch Marking checkbox to enable the auto-attendance marking feature for the selected
user from the COSEC APTA mobile application. On enabling this feature, if the users current location
matches any of the configured locations in COSEC Web Application > Admin > System Configuration >
Location Master, a punch will be marked automatically for the user from the mobile application.

7. Allow Offline Punch - This checkbox is activated only when Punch marking via API and Manual Punch
Marking are enabled. This allows users to apply for offline punches.
In Mobile devices, when there is no connectivity between server and the Mobile device, the punches,
with their timings can be stored through offline punch and send to server when connectivity is restored.

8. Select the Manual Punch Marking checkbox to enable manual punch marking from the COSEC APTA
mobile application.

9. The Location Mandatory For Punch field determines if information regarding the source location from
where the punch has been marked should accompany a punch marking by user. Select None if location
information should not accompany a punch. For Manual Punch Marking, select Any Location (locations
need not be configured). For Auto-Punch Marking (auto-attendance feature), select Configured Locations
Only (locations must be configured on Location Master).

10. Select the Allow Door Access Through API to allow the access to device through API.

11. Specify the Active Directory domain name in the Domain field for Active Directory login.

354 Matrix COSEC System Manual


12. Select the Auto-Authorize IMEI Registration checkbox to enable automatic authorization of IMEI
numbers newly registered on COSEC, for the selected users.

13. The administrator can click the Reset Password button to reset the selected ESS users login password.

14. Specify the Preferred Language for the selected ESS Users as English or Arabic.

Cafeteria
This section is available only with the Cafeteria add-on module license. To access this configuration,

1. On the Multi-User Configuration page, expand the Cafeteria panel as shown.

2. Select the Enable Account checkbox to enable Cafeteria account access for the selected user.

3. Select the appropriate discount level from the Discount Level drop down list.

4. Select the Account Type as Pre-Paid or Post-Paid.

5. For Pre-Paid account type, specify whether the Balance Management should be Device-based or
Server-based. Also define the Maximum Usage Limit per month as well as per day beyond which the
users will be blocked (required only when the Block User On Max Usage Limit checkbox is enabled in
Cafeteria Management > Cafeteria Settings). See Cafeteria Settings on page 764.

When Balance Management is selected as Server based, then you can enable Device-Server
Balance Check. This will allow Device to check Server-side balance before allowing transaction.
For this, Device and Server must be connected.

6. For Post-Paid account type, enter the Allowed Usage Per Month based on which monthly dues for the
user can be calculated. Also define the Maximum Usage Limit per month as well as per day beyond which
the user will be blocked (required only when the Block User On Max Usage Limit checkbox is enabled in
Cafeteria Management > Cafeteria Settings). See Cafeteria Settings on page 764.

Job Costing
This section is available with Job Processing and Costing license. To set Job costing related parameters for
multiple users, expand the Job Costing panel as shown.

Matrix COSEC System Manual 355


Job Costing- Select the option Enabled from the drop down list to enable Job Costing feature.

Device based Job Assignment- Enable this checkbox so that Job codes are assigned to the user as per device
configuration on which user punches.

You can assign default job to the user by selecting job from the picklist. The Multiple default jobs can be assigned
with non-overlapping Assignment Date Ranges. Only Open or In Progress Jobs can be assigned.

Jobs are created from Job Processing and Costing module > Project Management> Job.

After configuring Job Costing parameters, select the user from User Filter. Then click Update to apply Job Costing
configurations for the selected user.

Field Visit Management


In this module, you can assign schedules to the users and keep a track of their activities, while on site and also
check if the assigned tasks are being fulfilled correctly or not.

Check the Enable FVM box to consider multiple user as FVM user.

User Filter
This section is used to select users based on the following filters:

356 Matrix COSEC System Manual


Randomly: Select random users by clicking the Select User button.

Select Group: Select all users in an enterprise group using the Select Group drop down list.

ALL: Select all active users on the system.

Click the Apply button to apply all configurations on the selected users.

Click the Update button.

Matrix COSEC System Manual 357


Users on Device

The Users module allows the system administrator to assign multiple users to a selected Panel or Direct Door
device at a time. To do this,

1. Select the Users module.

2. Select Multi-User Options on the module menu.

3. Under Multi-User Options, Select Users On Device.

The Users On Device page appears on your screen as follows:

4. Select a Device to which users are to be assigned, by clicking the Device picklist button.

5. On the selection of a device, details about the device such as Device Type and Users On Device
(number of users on the device) will load automatically in the respective fields.

6. Select the Assign Users tab.

7. Click the Edit icon.

8. Use the User Filter and User picklist to select all or specific users to be assigned on the selected device.

9. Click the Add button. The selected users appear in the grid list as shown.

358 Matrix COSEC System Manual


10. Click the Settings icon next to a user to additionally configure Access Control parameters for the
device. The following pop up window appears on your screen:

11. Edit and save the Device Options, if required.

12. Click the Save button to assign the selected users successfully.

Similarly, to revoke a user from the selected device, select the Revoke Users tab.

1. Click the Edit icon.

2. Use the User Filter and User picklist to select all or specific users to be revoked from the selected device.

3. Click the Select button.

4. Click the Save button to revoke the selected users successfully.

Matrix COSEC System Manual 359


Enrolling Users

Once the users have been added to the database the administrator can start the enrollment process and assign
credentials to the users. Enrollment can be defined as a process wherein the COSEC system accepts and stores
the user credentials against a particular user. The COSEC access control system supports enrollment of user
cards, finger print templates, palm templates and special cards.

The enrollment process can be initiated either from the COSEC application as described here or from the Door
Controller by using special cards or Menu. However, the administrator needs to ensure that the COSEC Monitor
application is running before starting the enrollment process.

The Smart Card Detail section will not be available with the COSEC Application basic platform license.

To start the enrollment process,

1. Select the Users module

2. Select Credentials Management on the module menu.

3. Under Credentials Management, select Enrollment.

4. On the Enrollment page, select the User tab.

The page will open as follows:

5. Select a Door from the door picklist, on which the enrollment is to be performed for a user.

6. Expand the Device Readers panel, to view the Reader details of the selected door.

360 Matrix COSEC System Manual


Enrollment for ARC as 2 door
Enrollment for both the doors of ARC as 2 door can be done separately i.e., for Door1, enrollment will be done via
Reader Group 1 and for Door 2, enrollment will be done via Reader Group 2.

7. Select a User from the user pick list, for whom the enrollment is to be done .

8. Expand the User Enrollment Status panel to view the details of enrolled credentials for the selected user.

Matrix COSEC System Manual 361


9. There are six enrollment types for a user that can be performed on a device depending on the device type-

Read Only Card


Smart Card
Biometrics
BiometricsThenCard

Select the Enrollment Type from the dropdown list and select the number of credentials to be enrolled for
the selected type as follows:

For Read Only Card

For Read Only Cards, the administrator needs to select the Number of Cards to be enrolled from the dropdown list.

For Smart Card

In the case of the Smart Card,

Specify the number of smart cards to be enrolled.

Check the boxes against the appropriate Details on Smart Card parameters. The following information
can be written onto the Smart Card:

User ID

Facility Code (FC)

Additional Security Code (ASC)

Finger Templates: Select the number of templates to be written on to the card from the pull down
menu.

Apart from the above, the following Additional Details on Smart Card can also be written:

Username
Branch

362 Matrix COSEC System Manual


Department
Designation
Emergency Contact
Blood Group
Medical History

Check the box against the relevant personal detail entry. The system will fetch the data for that particular
field from the database and display the same in the field provided against that entry.

For Biometrics

For Biometrics credentials, the administrator needs to specify the Number of Fingers or Number of Palms to be enrolled
from the drop down list.

For BiometricsthenCard

For Biometric credential combination with the card , the administrator needs to specify the Number of Fingers/Number
of Palms and Number of Cards to be enrolled from the dropdown list.

10. Click the Enroll button to send the enrollment mode command to the Door. For Panel Door the command
is sent to the Panel which communicates to the Door controller. The user will be prompted by the selected
door controller to display the credentials for enrollment.

Matrix COSEC System Manual 363


Enrolling Special Cards
This functionality enables the administrator to enroll special cards for activated special functions. To know more
about special cards, refer to Special Cards.

To enroll Special Cards,

1. On the Enrollment page, select the Special Card tab as shown.

2. Specify a Door on which the special card enrollment is to be performed.

3. Expand the Device Readers panel to view the Internal and External Reader information for the selected
device.

4. In the Enrollment Type dropdown list, specify whether a ReadOnlyCard or SmartCard is to be enrolled
as a special card.

5. Specify the Number of Cards to be enrolled for a special function from the dropdown list. A maximum of
upto four cards can be enrolled for a single special function.

6. Select a Special Function from the dropdown list for which the special card is to be enrolled.

7. Click the Enroll button to initiate the Enrollment process as the selected panel or door.

364 Matrix COSEC System Manual


Set Credentials

The COSEC system has five major types of user credentials which can be assigned to users:

PIN

Cards (Read only and Smart Cards)

Biometrics (Fingerprint Templates and Palm Templates)

User Photo

The Set Credential option provides a simple method of setting user credentials to devices. However the
administrator needs to ensure that the users have been created on the system using the User Configuration
option of the Basic module.

To access this functionality, Select the Users module. Select Credential Management> Set Credentials.

The Set Credentials page appears on your screen as follows:

Sync to Device for a Single User


.

User - Select a user from the user picklist whose credentials are to be set.

Matrix COSEC System Manual 365


Credential - Select a user credential from this drop down list which is to be set for the selected user. the
options are -
PIN
Cards
FP Template
Palm Template
User Photo

Depending on the credential selected, one of the following options will appear next -

PIN Number - Specify the PIN Number to set the PIN.

Card1/Card2 - Specify the card numbers in the respective fields.

Number of FP Templates - The number of FP templates will be displayed.

Number of Palm Templates - The number of Palm templates will be displayed.

Sync To - Use this drop down list to specify the devices where the specified credentials are to be set for
the selected user. The options available will depend on the credential selected or the Sync Type.

All Allotted Devices - This option appears for PIN, Cards and FP Template. Select this to set
credentials on all allotted devices.

Randomly Selected Devices - This option appears for FP Template, Palm Template and User Photo.
Select this to set credentials on a specific device or devices.

All Allotted PVR Devices - This option appears for Palm Template only. Select this to set credentials
on all allotted PVR devices.

All Allotted NGT & Vega Controllers - This option appears for User Photo only. Select this to set
credentials on all allotted NGT and Vega devices.

Click the Set button to set the user credential successfully on all the specified devices.

366 Matrix COSEC System Manual


Sync to Device for Multi User

On the Set Credentials page, select the Multi Users tab. The page appears as shown.

Credential - This option supports the setting of three types of user credentials -

FP Template
Palm Template
User Photo

User Filter - Specify multiple users using this dropdown list. Choose from the following options -

Randomly - Select random users from the user picklist.

Select Group - Select a group of users from the Select Group drop down list.

ALL - Select all users active on the system.

Sync To - Use this drop down list to specify the devices where the specified credentials are to be set for
the selected user. The options available will depend on the credential selected or the Sync Type.

All Allotted Devices - This option appears for FP Template only. Select this to set credentials on all
allotted devices.

All Allotted PVR Devices - This option appears for Palm Template only. Select this to set credentials
on all allotted PVR devices.

All Allotted NGT & Vega Controllers - This option appears for User Photo only. Select this to set
credentials on all allotted NGT and Vega controllers.

Click the Set button to set the user credential successfully on all the specified devices for the selected
multiple users.

Matrix COSEC System Manual 367


Delete Credentials

The Delete Credential option provides a simple method of Deleting single/multiple users credentials from devices.

To access this functionality, Select the Users module. Select Credential Management> Delete Credentials.

The Delete Credentials page appears on your screen as follows:

Single User
.

User - Select a user from the user picklist whose credentials are to be deleted.

Credential - Select a user credential from this drop down list which is to be deleted for the selected user.
the options are -
PIN
Cards
FP Template
Palm Template
User Photo

368 Matrix COSEC System Manual


Sync To - Use this drop down list to specify the devices where the specified credentials are to be set for
the selected user. The options available will depend on the credential selected or the Sync Type.

All Allotted Devices - This option appears for PIN, Cards and FP Template. Select this to delete
credentials on all allotted devices.

Randomly Selected Devices - This option appears for FP Template, Palm Template and User Photo.
Select this to delete credentials on a specific device or devices.

All Allotted PVR Devices - This option appears for Palm Template only. Select this to delete
credentials on all allotted PVR devices.

All Allotted Panel-lite V2, NGT & Vega Controllers - This option appears for User Photo only. Select
this to delete credentials on all allotted NGT and Vega devices.

Entire System - This option appears for all the Credentials.

Click the Delete button to delete the user credential successfully on all the specified devices.

Multiple Users

On the Delete Credentials page, select the Multiple Users tab. The page appears as shown.

Credential - Select the credential to be deleted from the following options:


PIN
Cards
FP Template
Palm Template
User Photo

Matrix COSEC System Manual 369


Delete Credentials for- Select the option as All Users, Active Users or Inactive Users for whom the
credentials are to be deleted.

User Filter - Specify multiple users using this drop-down list. Choose from the following options -

Randomly - Select random users from the user pick list.


Select Group - Select a group of users from the Select Group drop down list.
ALL - Select all users active on the system.

Sync To - Use this drop down list to specify the devices where the specified credentials are to be deleted
for the selected user. The options available will depend on the credential selected.

All Allotted Devices - This option appears for FP Template only. Select this to delete credentials on all
allotted devices.

All Allotted PVR Devices - This option appears for Palm Template only. Select this to Delete
credentials on all allotted PVR devices.

All Allotted Panel-lite V2, NGT & Vega Controllers - This option appears for User Photo only. Select
this to delete credentials on all allotted NGT and Vega controllers.

Click the Delete button to delete the user credential successfully on all the specified devices for the selected
multiple users.

370 Matrix COSEC System Manual


Sync from Device

This option enables the COSEC system to synchronize user credential details between the COSEC database and
the devices. This functionality enables the system to pull (Sync from Device) the credentials from the Devices.

Sync from Device for Single User


To do this,

On the Sync from Device page, select the Single User tab.

The page appears as shown.

Device - Click the device selection picklist button and select the device from the pop up window.

Credential - Select a user credential from the drop down list. This feature supports following credentials:

Cards
FP Templates
Palm Templates

User - Select a user from the user selection picklist whose credentials are to be synchronized.

Click the Sync button to pull the specified credentials to the COSEC database successfully.

Sync from Device for Multi User

To do this,

On the Sync from Device page, select the Multi User tab.

Matrix COSEC System Manual 371


The page appears as shown.

Device - Click the device selection picklist button and select the device from the pop up window.

Credential - Select a user credential from the drop down picklist. This feature supports following
credentials -

Cards
FP Templates
Palm Templates

User Filter - Specify multiple users using this dropdown list. Choose from the following options -

Randomly - Select random users from the user picklist.

Select Group - Select a group of users from the Select Group drop down list.

ALL - Select all users active on the system.

Click the Sync button to pull the specified credentials for multiple users to the COSEC database
successfully.

372 Matrix COSEC System Manual


Reporting In-Charge

A large number of organizations are structured in a way that employees are grouped functionally and each group of
employees is assigned to report everyday to a designated officer for efficient management purposes. This
Reporting In-Charge, variously known as Officer In-Charge or Reporting Manager, is responsible for overseeing
and managing the reporting group assigned under him. COSEC allows the system administrator to assign
employees to such reporting groups and also to define reporting in-charges from amongst active COSEC users.

Once defined, this in-charge can perform certain authorizations and sanctioning to all users who are in the same
reporting group. A Reporting In-Charge can manage multiple Reporting Groups but a user can belong to only one
reporting group as a member.

Reporting Group
This COSEC functionality allows the system administrator to create upto 9999 new Reporting Groups and assign
Reporting In-Charges to them. To define a Reporting Group,

1. Select the Users module.

2. Select Reporting In-Charge on the module menu.

3. Under Reporting In-Charge, select Reporting Group.

The Reporting Group page is displayed on your screen as shown.

4. Click the New icon.

5. The COSEC system generates an ID for the new reporting group automatically. This field is not user
editable. Enter a suitable name for the reporting group in the Name field.

6. The system allows assignment of maximum 2 reporting in-charges for each new group. Select Group
Incharge 1 and Group Incharge 2 from the user selection picklist.

Matrix COSEC System Manual 373


7. In the Authorization Mode dropdown list, select one of the following options -

Any One - If the group requires authorization from any one of the reporting in-charges.

Both - If the group requires authorization by both reporting in-charges. Specify which reporting in-
charge should have the Final Authority.

1 Then 2 - If the group requires authorization by Group Incharge 1 first and only then by Group
Incharge 2. If the Enable Auto Forward checkbox is selected, a pending authorization request will be
automatically forwarded to reporting Group Incharge 2 after the number of days specified in the Auto
Forward After (Days) field.

8. Once the configuration is completed, click Save to save the new reporting group on the COSEC
database. The new Reporting Group will now reflect in the Reporting Group list on the right hand side of
the page as shown.

374 Matrix COSEC System Manual


In-Charge Permissions

This functionality facilitates the administrator to assign specific permissions to a particular Reporting In-charge
defined on the system.

To assign In-Charge Permissions,

1. Select the Users module.


2. Select Reporting In-Charge on the module menu.
3. Under Reporting In-Charge, select In-Charge Permissions.

The In-Charge Permissions page is displayed on your screen as shown.

4. Select a reporting in-charge from the list on the right hand side of the page as shown. The in-charge details
will automatically load on the settings page.

5. Click the Edit icon.

6. Under the Permissions section, select the checkboxes for the relevant permissions which are to be
enabled for the selected Reporting in-charge.
7. Click Save to save the updated in-charge permissions.

Matrix COSEC System Manual 375


Import Users

The COSEC application has an inbuilt utility for enabling users to import data from Excel files with predefined
format. This would thus save the end user a lot of time and effort in having to make individual data entries at the
application level.

An ImportData.xls file is provided with the COSEC application setup which is in the predefined format as required
by the COSEC application. The administrator needs to copy this file into a folder on the local drive of the application
server and ensure that he has full access rights on that folder. A sample import file can also be downloaded by
clicking the button on the Import Data page.

To import user data from a file,

1. Select the Users module.

2. Select Utilities on the module menu.

3. Under Utilities, select Import Users.

The Import Data page appears as shown.

4. The following options appear for configuration on the Import Data page.

Import Data For - Select the table from the dropdown list to which the data is to be imported.

File Format - Select the file format of the specific file from the dropdown list. The options available are
XLS or CSV.

Import File - Browse and select the file from which user data is to be imported. Click Upload.

376 Matrix COSEC System Manual


The Preview Data button enables the administrator to view the data in the respective worksheets to
confirm that the data is in order prior to giving the import command.

5. Select the devices to be assigned to the uploaded users by checking the boxes against the relevant
devices.

6. Click Import Data. The system will import all the relevant valid entries from the sheet and will display the
status in the bottom grid. On successful import the, Success status will appear in the data preview as
Yes. Else, a No status will appear with an error description as shown.

User can also filter import result records on the basis of their success value (Yes/No) using the Success dropdown
list.

Administrator needs to ensure that the ASP.NET user has full rights on the folder containing the Excel or
.csv file for the import data operation.

When new user is added or existing users Enterprise group is changed. Then if user is assigned to the
Enterprise group with which Job costing parameters are associated, then the configured job costing
parameters will be assigned to the User.

Matrix COSEC System Manual 377


Deleting Users

This option enables the administrator to delete single or multiple users from the COSEC database.

This is an irreversible process. Proceed with caution.

To delete users from the system, Select the Users module> Utilities >Delete Users.

The Delete Users page appears as follows:

1. The user needs to re-enter the logged in user credentials to access this critical functionality as shown.

2. The administrator can now select the user or the group of users to be deleted from the COSEC database
using the User Filter drop down list as shown.
The User Filter section allows you the following options for multiple user selection:

Randomly: Enables administrator to randomly select users by clicking the Select Users button.
Select Group: Enables the administrator to select all users belonging to a particular group.
All: Enables administrator to select all active users in the database.

378 Matrix COSEC System Manual


3. To apply all the changes made, click the Apply button.

The system will successfully delete all the selected users from the COSEC database.

Matrix COSEC System Manual 379


Blocked Users

Users whose credentials have been temporarily blocked due to inactivity for prolonged periods are referred to as
Blocked Users. This could happen in the event of the Absentee rule being applied to the user or unauthorized
access attempts exceeding the defined limit.

Blocking a user only deactivates the credential and does not result in the deletion of user information from the
database.

This functionality is available only with the Access Control add on module.

To access this functionality,

1. Select the Users module.

2. Select Utilities on the module menu.

3. Under Utilities, select Blocked Users.

The Blocked Users page appears as shown:

Expand the Additional Details panel to view details of blocked users such as name of the user, block date
and time, reason for blocking etc. along with the option to restore selected users from their blocked
status.

380 Matrix COSEC System Manual


The administrator can re-activate any of the users in the blocked list by clicking on the Restore option
against the selected user on the list.

There is a provision for adding remarks which can be viewed later for reporting and analysis as well as
deciding the future course of action.

The reason for the de-activation of the user credential is displayed in the Reason for Block column. The
possible reasons for deactivation are:

Absentee rule being applied to user

The Use Count Control rule has been violated.

Failed Access attempts exceeded five

For other conditional violations that may lead to blocking of a user, go to Device Configuration >
Features > Set 1 > Block Users. Also, See Enabling Access Control Features on page 256.

Matrix COSEC System Manual 381


Changing Group

The Users Module provides a functionality whereby the user has the option to change the groups like Organization,
Branch, Department, Section, Category, Grade, Designation and Reporting Group to which an employee is
currently linked. This change can be applied for a user-definable time period. The system also maintains the group
change records for each user. User group changes can be assigned both for a single user or multiple users at a
time.

Changing Group for a Single User


To change group for a single user,

1. Select the Users module.

2. Select Utilities on the module menu.

3. Under Utilities, select Change Group.

The Change Group page will open as follows:

4. Select the Single User tab.

5. Select a user from the user selection picklist, for whom the group change should apply.

6. Select the Additional Details tab to view the group details for the selected user as shown in the following
example.

382 Matrix COSEC System Manual


The following options are available under the Additional Details tab:

Change Group: Select a group from the dropdown list, which you wish to change.

Date: Using the date picklists, select a start and an end date. This will define the duration for which the
change will be applicable.

New Group: Select the new group to be assigned from the group picklist by clicking the picklist
button.

Remark: You can add a remark in this field about the change to be made.

7. Click Apply to apply the change to the selected user.

8. Click Save to update the new group successfully for the selected user.

Example: If user has joined from 1st september and his Department is 1. After 10 days if his department is to be
changed then it must be done from Users> Utilities >Change Group. If the group is changed from User
Configuration> T&A> Group, then the change will be effective from 10th september only.

When existing users Enterprise group is changed. Then if user is assigned to the Enterprise group with
which Job costing parameters are associated, then the configured job costing parameters will be
assigned to the user.

Changing Group for Multiple Users


To change group for multiple users,

1. Select the Users Module.

2. Select Utilities on the Module menu.

3. Under Utilities, select Change Group.

4. On the Change Group page, select the Multi User tab.

Matrix COSEC System Manual 383


The Multi User page will appear as follows:

The following options appear on the Multi User page:

Group Type: Select a group type from the dropdown list, to which the change should apply.

Date: Using the date picklists, select a start and an end date. This will define the duration for which the
change will be applicable.

New Group: Select the new group to be assigned from the group picklist.

Remark: You can add a remark in this field about the change to be made.

User Filter: This option allows you to select users based on the following filters -

Randomly - Enables administrator to randomly select users from the user Picklist window.

Select Group - Enables the administrator to select all users belonging to a particular group.

ALL- Enables administrator to select all active users in the database.

5. Once the users have been specified, click the Apply button to apply the changes.

6. Click Save .

384 Matrix COSEC System Manual


ESS Role Rights

The ESS Role Rights is used to restrict user(s) access for some options in ESS login. (Like viewing other Users
basic details, attendance correction applications etc.). The administrator can create up to 99 rights configurations,
which will specify the pages to be enabled for ESS users and can choose which rights configuration should be
applicable to a user.

To configure the rights for ESS pages,

1. Select the Users module.

2. Select Utilities on the module menu.

3. Under Utilities, select ESS Role Rights.

The ESS Role Rights page appears as shown.

Click on New button to define the new role rights.

Name - Specify the name of the Rights. For Eg: attendance correction rights can be given to specific
users. Cafeteria access rights can be given to some users.

Configuration - Click on Configuration panel. Select Module from the options of Time Attendance and
Roster. Check the Enable box for the menu options to assign the role rights. For Eg: for eCanteen Rights,
Menu, Expenditure Summary and Transaction Correction are enabled as shown below. The users added
to eCanteen Rights can access these features.

Matrix COSEC System Manual 385


User Filter - Expand the User Filter panel. Select a filter to pick the required users for whom the selected
role rights are to be made applicable. The selected users will be listed in the grid as shown below:

Click on Save button to add the role rights. The Rights ID will be automatically generated.

Administrator can create maximum 99 rights configuration.

386 Matrix COSEC System Manual


IMEI Authorization

ESS Mobile Apps can be used on mobile devices. To ensure that a user can install and use the app from a single
authenticated device, the device IMEI number is stored in the Database. An ESS user can apply for an IMEI
number authorization request, and a System Account user can authorize or reject these requests.

To view/authorize the IMEI request of ESS mobile users,

1. Select the Users module.

2. Select Utilities on the module menu.

3. Under Utilities, select IMEI Authorization.

The IMEI Authorization page appears as shown.

4. In the Date field, specify the start and end dates by clicking the respective date selection buttons. This
defines the period for which IMEI approval status is to be viewed.

5. Select the individual or multiple users associated with a specific enterprise group by filtering Users. The
IMEI approval status can also be viewed for all active users on the system by selecting the All option.

6. Click the View button to view all pending, approved and rejected IMEI applications and their details.

7. Click the Edit button to authorize any pending application. Check the Approve or Reject box to
authorize the IMEI number. Then click on Save button. The authorized IMEI nmber will be listed in
Authorized grid as shown below.

Matrix COSEC System Manual 387


Assigning Alerts To Users

The Alert Assignment function enables the system administrator to assign multiple alerts for a particular active
user on the COSEC system. To know more about Alert messages, refer to See Configuring Alert Messages on
page 135..

For example, this functionality can be used to set up a user to receive SMS or E-mail alerts everytime his leave
application has been approved, for missing punches, for changes in shifts and so on.

To assign alerts to users,

1. Select the Users module.

2. Select Utilities on the module menu.

3. Under Utilities, select Alert Assignment.

The Alert Assignment page opens as shown below.

4. Select a user from the grid list on the right-hand side of the page as shown.

5. The details of the user load on the Alert Assignment page as follows:

388 Matrix COSEC System Manual


In the above example, the selected user is a Roster type user who is defined as a Reporting In-Charge on the
system.

6. The alert assignment status of the selected user is visible in the Alert list as shown below.

7. Click Edit . Edit the relevant checkboxes to assign or withdraw alerts from a user and to specify
whether SMS or E-mail messages should be sent for the selected alert.

8. In the Receive Alerts on section, select the appropriate checkboxes to define which contact numbers or
E-mail addresses for the selected users should be considered for sending the alerts.

9. Click Save to assign the alerts successfully to this user.

Matrix COSEC System Manual 389


User Events

This functionality enables the COSEC system administrator to view the attendance events, access events as well
as visitor events (if any) for one or more selected users. Details of entry and exit punches, allowed/denied status of
access as well as the source details of a punch (Device, ESS etc.) can be viewed.

To view the User Events, Select Users module > Utilities > User Events.

The User Events page appears as shown below.

Specify the date range for which events are to be retrieved from the database.

Filter events for specific users based on Individual, Device or Department. Click the View button to fetch the
specified records. An example is shown below for attendance events of employees.

Suppose if some event not of some defined location is found, then as per the obtained location co-ordinates/mac
address, its master can be added.
The icon is changed in "User Events" page as shown below if the location does not match with the available
masters.
Click on that icon, you will be redirect to "Location Master" where you can configure location Name.

390 Matrix COSEC System Manual


Matrix COSEC System Manual 391
Blacklisting Cards

On COSEC, various credentials such as finger print templates, palm templates as well as access cards can be
associated with a user. Each user can be assigned two access cards. In case a users access card is stolen or lost,
the blacklisting feature enables the administrator to add this card to a watch list and track its usage.

To blacklist a card,

1. Select the Users module.

2. Select Utilities on the module menu.

3. Under Utilities, select Blacklist Cards.

The page will open as shown below.

4. Select one or more cards using the card picklist to blacklist these.

5. Click the Blacklist button.

6. The blacklisted cards will now appear in the Blacklisted Cards panel as shown.

392 Matrix COSEC System Manual


7. Once blacklisted, access cards can be tracked based on card events. To view card events for a selected
period, expand the Blacklisted Card Events panel.

8. Enter an event date range.

9. Click the View button to view a list of all blacklisted card events for the selected date range, as shown
below.

Matrix COSEC System Manual 393


Blacklisting Users

This page allows blacklisting users, thereby limiting their rights, access, etc., until the user is restored. You can also
restore a blacklisted user from the same page. Along with this, you can also view the list of users who have been
blacklisted/ restored.

To blacklist a user,
Select Users module > Utilities> Blacklist Users

User: You can select the user by filtering the user as Randomly, Select Group or All. According to the filter
selected You can
select the user randomly from the picklist,
select the enterprise group and select particular groups or
select the option All.

Reason: You can specify the reason behind blacklisting a user.

Then click on Blacklist button. A warning appears.

If you select Yes, then user will become inactive and users data will be removed from the devices.
If you select No, then user will become inactive but user data will still be there on assigned devices.

The user will get listed in Blacklisted Users section. The blacklisted user will be made inactive in the system.

394 Matrix COSEC System Manual


The blacklisted user profile will be displayed as shown below:

Then click on Restore button to remove the user from the blacklist. The user will be restored to the normal state
and shown in the Restored section.

The restored user remains inactive. You have to enable the checkbox to make him active user.

Matrix COSEC System Manual 395


Changing User ID

Certain firms have the practice of assigning temporary User IDs to new employees for a certain period of time
before they can be given a permanent ID. COSEC provides the option for HR administrators to assign a temporary
User ID to new users. These users can later be migrated to a new COSEC User ID for permanent use. The Change
User ID feature ensures that none of the existing user data is erased on assigning a new ID.

To change User ID for a user,

1. Select the Users module.

2. Select Utilities on the module menu.

3. Under Utilities, select Change User ID.

The page will open as shown below.

4. Enter the administrators login credentials to authorize the process.

5. Select the user for whom User ID is to be changed

6. Enter the new User ID to replace the existing User ID.

7. Click the Process button to change User ID.

396 Matrix COSEC System Manual


User Details Export

This functionality enables the administrator to export user profile data such as the users personal information,
contact information, official information etc. in the Excel format. The administrator can either use a system-defined
format or customize the export format by selecting the required user fields.

To access this functionality,

1. Select the Users module.

2. Select Exports on the module menu.

3. Under Exports, select User Details.

The User Details page opens as follows:

4. In the Export tab, Select the format as Custom or System Defined. To configure the custom export
template, See Export Configuration on page 399.

5. Enter an appropriate Filename for the export file as shown.

6. Specify the export File Format as Excel.

7. Select one of the following filters from the User Filter drop down list:

Matrix COSEC System Manual 397


Randomly - To select users randomly using the user picklist.

Select Group - To select all users associated with a particular enterprise group using the Select
Group dropdown list.

ALL - To select all users on the system.

8. Specify whether the export should be generated for Active users only, Inactive users only, or all users.

9. Click the Export button. On the File Download dialog box, click Save.

Save the file at a desired location. The following figure illustrates an example of a custom user details
export:

398 Matrix COSEC System Manual


Export Configuration
The User Details Export can be customized to determine which data appears in the exported file and how
(applicable only for the Custom Format Selection).

To do this,

On the User Details page, select the Configuration tab as shown.

Expand each of the Personal Info, Contact Info and Official Info panels and select the required fields to include
them in the new custom export template.

Click Save.

Matrix COSEC System Manual 399


400 Matrix COSEC System Manual
CHAPTER 10 Time and Attendance

The COSEC Web based Time-Attendance Module enables organization to


customize various time-attendance policies like Late-In, Overtime, C-OFF
etc for the users and automate them. It allows an organization to have
different time schedules and holidays for its different facilities. Elaborate
reports and views are also available for people working at different levels.

The COSEC Time and Attendance system is a combination of hardware


and software where

Hardware is used to record time of an user from a credential and

Software is used to process the time according to the Attendance Policy.

The Benefits of Time and Attendance system are mentioned as below:

Eliminate human error in employee time records.


Prevent buddy punching and fraudulent time keeping records.
Significantly increase employee and manager satisfaction.
Cut down on administrative time and cost.
Monitor and analyze absence to reduce impact on productivity.
Significantly cut down on payroll processing time.
Adapt to existing HR policies.
Eliminate payments for unapproved or fraudulent overtime.
Give employees self-service access.

The Features of Time and Attendance system are mentioned as below:

Support for Multiple working shift time


User wise Late In & Early Out Policy, Overtime Policy, Compensatory OFF Policy
User wise Absentee Policy for Week off and Holiday
Manual Entry and Correction
Past Adjustment
Authorization
Integration with Payroll
SMS and E-mail Alert Notification
View Attendance Details

Matrix COSEC System Manual 401


Analysis

Before setting the configurations, some business specifications should be determined such as:

1. How many shifts will your business run?


2. Would you be having a rotating shift?
3. Do you want employees to punch in and out for lunch and breaks or do you want the system to deduct for
these breaks automatically?

The answers to such requirements is available in COSEC Web Application.

To access the Time and Attendance functionality with COSEC Web Application, Click on the Time and

Attendance Module on the module selection page. The Time and Attendance page will open on your

screen.

Time and Attendance Dashboard

To view the Time and Attendance Dashboard, select the Dashboard button on the Time and Attendance
page. The Time and Attendance Dashboard displays basic information on the module under the following
categories:

Policies

Attendance Policy - Total No. of Attendance Policies configured on the system.


Late-IN Policy - Total No. of Late-IN Policies configured on the system.
Early-OUT Policy - Total No. of Early-OUT Policies configured on the system.
Net-Work/Overtime Policy - Total No. of Net-Work/Overtime Policies configured on the system.
Absentee Policy - Total No. of Absentee Policies configured on the system.
C-OFF Policy - Total No. of C-OFF Policies configured on the system.

402 Matrix COSEC System Manual


Daily Attendance Summary

Scheduled Shifts- Total No. of shifts that are scheduled to start on the current day.
Reported- Total No. of users who have shifts scheduled on the current day and at least one punch as well.
Not Yet Reported - Total no. of all unreported users whose punches are unavailable for current date,
though their shift is scheduled and are not on Week-Off, Public Holiday, Leave or Tour.
On Leave- Total No. of leaves on the current day.
On Tour- Total No. of tours on the current day.
On Week Off- Total No. of users on Week Off on the current day.
On Holiday- Total No. of users on holiday on the current day.

Exceptions

Late-IN - Total No. of users who have started their shift late on the current day.
Early-OUT - Total No. of users who have left their work early on the current day.
Present On WO/PH - Total No. of users who have punched on their week off or holiday for the current day.
Shift Not Available - Total No. of users who have worked on the current day but no shift was assigned for
them for the current day.
Absent - Total number of users who have the status as AB in any half for the current day.
Present on FB Shift - Total No. of users who have at least one punch on the current day along with an FB
shift assigned for the day.
Present on RD Shift - Total No. of users who have at least one punch on the current day along with an RD
shift assigned for the day.
Late-IN From Break - Total No. of users who came late from break.
Early-OUT For Break - Total No. of users who left early for break.

Pending Authorization/Approval

Short Leave IN-OUT - Total No. of pending applications for Short Leave IN-OUT marking.
Official IN-OUT - Total No. of pending applications for Official IN-OUT marking.
Overtime/C-OFF - Total No. of pending applications for overtime/C-OFF approval.
Daily Attendance - Total No. of all users who need to be authorized daily for attendance.
Attendance Correction - Total No. of pending applications for attendance correction.

For more information on the above Dashboard options, click the respective information links on the Dashboard. The

Latest values on Dashboard are updated on clicking the Refresh button.

The Reports of this modules can be viewed from Generating Reports.

Matrix COSEC System Manual 403


Attendance Policy

An attendance policy can be defined as a set of rules governing the attendance system that an organization follows
for payroll calculation purposes. COSEC has a provision for administrators to configure such policies as per the
company standards and regulations.

Different organizations follow different attendance policies, depending on which, resultant factors such as
attendance period, attendance summary, attendance marking and previous attendance adjustments vary. The
Attendance Policy option enables users to define policies as per site requirements. Later, each policy can be linked
with a user or group of users.

Click to understand different parameters of Attendance Policy:


General Parameters
Short Leave/Official Hours Restrictions Parameters
Absent Marking Rule
Auto Attendance Correction
Flexible Working Settings

To define an Attendance Policy, Select the Time & Attendance module> Policies> Attendance Policy.

The Attendance Policy page appears on your screen as follows:

1. Click the New icon.

2. Configure the following options on the Attendance Policy page as required:

ID: This is a unique, system-generated ID assigned to every new Attendance Policy.

Name: Specify a user-friendly name for the Attendance Policy in this field.

404 Matrix COSEC System Manual


Default: Select this checkbox if you want to set the new Attendance Policy as default. Users will be
linked with this Attendance Policy by default in the event of a user not being linked to any Attendance
Policy. Therefore, it is mandatory to have one default Attendance Policy.

Attendance Period: This drop down list provides the following options for selection.

Calender Month: This option allows the user to set the attendance period as per the calendar
month.

Customized Attendance Period: This option enables the user to define the customized start date of
the month. In the case of customized attendance period the system will automatically calculate the
end date as follows:

Example1: 25th August 2016 to 24th September 2016 is considered as the attendance month of September 2016.
The shift schedule for a user (who is joining on 1st sept) for the month of September is shown as below.

Example2: If Month Start-End is 15 to 14. Then from 15th August 2016 to 14th Sepetember 2016 is considered for
the September 2016. If user joins on 1st sepetember; then only 14 days will be counted in his attendance period of
september month.

Yearly Period For Leave Balance: Specify the starting month of the calendar year from which the system
will start calculating the Leave Balance. The system automatically calculates the ending month as shown.

3. Once the above parameters have been defined the user can then configure the other parameters on this
page as discussed in the following sections.

Matrix COSEC System Manual 405


4. Click Save once the new Attendance Policy is configured as per requirement. The new Attendance
Policy will now reflect in the Attendance Policy list as shown.

406 Matrix COSEC System Manual


General Parameters
On the Attendance Policy page, expand the General panel. The General section enables the administrator to
configure the following parameters.

Max Punches to Consider: This parameter enables the user to define the maximum number of punches
per day which would be considered as a valid punch to be used in the Attendance calculation of the users.
The values which can be assigned to this parameter are limited to 2, 4, 6, 8, 10 or 12, N.

Example: 4 punch user


The first and last punch of the user is displayed in First IN and Last OUT columns of Daily Attendance view. The
other punches (for example: 2nd and 3rd punch for 4 punch user) can be viewed from Attendance Correction page
as shown below:

For N punch user, break hours will not be deducted.

Deduct Out Time: For more than 2 punch user, you can select the option to deduct the out timings from
the total work hours.
Always: When Always is selected, then out timings will be deducted always.

Matrix COSEC System Manual 407


Beyond: For Beyond option, specify the time in minutes, beyond which the out timings will be
deducted from the working hours.
If Greater than: For If Greater than option, specify the time in minutes. If out time is greater than
the specified time then the out timings will be deducted from the working hours.

Beyond 15 Greater than 15


Punch Always
Punches minutes minutes
timings
OUT Time OUT Time OUT Time

IN Punch 09:00

OUT Punch 10:00

IN Punch 10:30 00:30 00:15 (30 mins 00:30 (actual 30 min


-15 mins) outtime)

OUT Punch 12:00

IN Punch 15:00 03:00 02:45 (3 hrs- 03:00 (actual 3 hrs


15 mins) outtime)

OUT Punch 16:00

IN Punch 16:05 00:05

OUT Punch 21:00

N-Punch Hours 08:25 hours 09:00 hours 08:30 hours

Total OUT Time 03:35 hours 03:00 hours 03:30 hours

Duplicate Punch Period (mins): This parameter enables the user to define the time period in minutes
between punches, which would be considered by the system as a duplicate punch. If the system identifies
a duplicate punch then the first punch of the day will be considered as the IN punch and the last punch of
the day will be considered as the OUT punch.

Out Punch from Exit Reader: Select this checkbox to enable OUT punches to be allowed only on an Exit
Reader. Hence an employees exit event will be identified only when the OUT punch is made at an Exit
Reader. To use this functionality it is essential to have either an external reader or another DOOR which is
configured as an Exit reader or DOOR.

If this checkbox is enabled and device is not in exit mode, then out punch will not be shown.
For example: The N punch user is punching on the same device. His all the punches are shown as IN punch. And
the Out time is not shown.

408 Matrix COSEC System Manual


After the Daily Attendance process, the user will be marked Absent on that day as shown below:

To avoid this situation ensure the exit door/reader is configured properly.

Always Mark First Punch As IN Punch: Select this checkbox so that the first punch will be marked as IN
Punch. This field is enabled only when Out Punch from Exit Reader is unchecked.

Daily Attendance Authorization Required: If this parameter is enabled then the attendance of the
employees based on their punch events will only be considered after it has been authorized by an
administrator or a HR user.

Biometric Credential Must For Attendance: In the event of this option being selected, the system will
consider only fingerprint or palm vein credentials for a valid punch to be considered for attendance
purposes.

Extra Hours Checked with Auth OT/C-OFF: If this parameter is enabled then the total of OT (overtime) +
C-OFF (Compensatory Off) authorized by end user can not be more than the system-calculated extra
working time. In case it is disabled, then OT + C-OFF can be authorized for more than system calculated
extra work time.

This will be enabled only if Automatic OT and C-OFF authorization is disabled in corresponding policy rules in
the Time & Attendance module.

Auto Shift Correction: This parameter enables the user to specify whether shift correction is required to
be done manually or automatically by the system. If this option is enabled, the HR user need not go and
manually edit the shift.

Shift correction is possible only among shifts in the same schedule group.

Matrix COSEC System Manual 409


Allow Attendance Correction in Closed Period: If this parameter is enabled then the system will
permit users to edit data of previously closed attendance period.

Adjustment Generated For Closed Period: This parameter enables the user to allow the system to
calculate adjustments based on the corrections made for the previous paid attendance period.

Valid Period for Adjustment (Months): This parameter enables the user to specify the maximum
number of attendance periods in months allowed for previous adjustment calculations.

Attendance Process Calibration: These Attendance processing parameters can be calibrated to


determine how a users punch is posted on COSEC. Select the Enable checkbox to enable the feature
for all users on whom this policy is assigned.

Max Early-IN Allowed (Hrs): Maximum number of hours before shift-start time during which a
punch should be considered as an Early-IN punch. Default value is 02:00 hours.

Max Late-OUT Allowed (Hrs): Maximum number of hours after shift-end time during which a
punch should be considered as a Late-OUT punch. Default value is 02:00 hours.

Priority: This parameter assigns posting priority to an intermediate punch between two shifts. The
administrator can determine whether such a punch is to be posted as an Early-IN punch for the next
shift or a Late-OUT punch for the previous shift.

Max Working Hours Per Day (Hrs): The maximum number of working hours to be considered per
day for punch posting. All punches falling within this duration will be posted for the same day as per
shift-based priority (if any). Default value is 16:00 hours.

Attendance Process Calibration parameters can also be defined at the global system level. See
Defining Global Policies on page 85.

If Attendance Process Calibration parameters are defined on both the Attendance Policy page and Global
Policies page of Admin module, then only the Attendance Policy will be considered for a user.

Short Leave/Official Hours Restrictions Parameters


The administrator can define certain restrictions on employees for reporting late or leaving earlier than the official shift
timings. A Short Leave is a personal time concession on official work hours, that an employee is permitted to take in
addition to official breaks. This option enables the administrator to configure the parameters related to short leaves and
official hours restrictions as shown.

The user can use/apply short leave when he has used late-in or early-out more than the number of times allowed. So
using short leave converts the absent punches to present. See Applying Short leave on Late-IN occurences

Short leave hours availed are not required to be compensated by working extra hours.

410 Matrix COSEC System Manual


Short Leave Check in Attendance Period: Select this checkbox to enable a check on the number of
times a short leave can be taken over a defined period of time.

Maximum Minutes Allowed: Define the maximum number of minutes in a month that can be permitted
for Short Leave.

Maximum Count Allowed: Define the maximum number of Short leaves to be allowed in an
attendance period.

Duration Check Per Short Leave Entry: Select this checkbox if you want to enable a check on the
duration of a Short Leave.

Minimum Duration (In Minutes): Specify the minimum duration (in minutes) allowed in a day for Short
Leave.

Maximum Duration (In Minutes): Specify the maximum duration (in minutes) allowed in a day for
Short Leave. This duration has to be greater than the minimum personal duration allowed.

Range Based Short Leave: Select this checkbox to enable short leave deduction on the basis of
availed short leave duration when a short leave is applied.

Range (In Minutes): Specify the range (in minutes) for Short Leave duration based on which deduction
is to be calculated.

Short Leave Count Deduction: Specify the deduction to be made from users available short leave
count for the range defined previously. Click the Add button to save the range against the deduction.
User can define multiple ranges and save them in the policy, as shown below.

Matrix COSEC System Manual 411


Example: If range is from 30min to 60min and short leave count deduction is 1; Then if user takes short leave of
duration in the specified range say 45min, then 1 short leave will be deducted.

Consider Grace in Short Leave: This option enables a grace period to be considered in addition to
Short Leave duration. Enable the following options for the type of grace period to be added to the short
leave duration:

For Shift Late-IN (Late entry)


For Shift Early-OUT (Early exit)
For Break Late-IN (Late entry after break)
For Break Early-OUT (Early exit for break)

Say, the short leave duration is 30 minutes and the Shift Late-IN option is enabled (say, grace period is
30 minutes), then the short leave duration can be stretched upto a maximum of 120 minutes.

Authorization for Short leave/Official hours


Short Leave Authorization Required: Select this checkbox to enable a requirement for authorization
in order to take a Short Leave.
Eg: If employee makes Entry for short leave from ESS, then his application goes for authorization to
his reporting incharge.

Add Short Leave Hours in Work Hours: Select the checkbox to enable the inclusion of short leave
hours in work hours.
Eg: If shift working hrs is 9 hours, and short leave allowed is 1hour. Employee takes short leave of
1hr on 6/7/16. Then total working hours on 6th will be considered as 9 hrs though he has worked
only for 8 hours.

412 Matrix COSEC System Manual


Official IN/OUT Authorization Required: Check this box if the Official hours occurrences have to be
further authorized by a supervisor before regularization.
Eg: If employee makes Entry for Official In/OUT from ESS, then his application goes for
authorization to his reporting incharge

Add Official Hours In Work Hours: In the event of this parameter being enabled the system will
include the official hours in the working hours calculation.
Eg: If shift working hrs is 9 hours. The employee goes for official work and spends 3 hours. So If
this check box is enabled then 3 hrs will be counted in total work hours.

Absent Marking Rule


This option enables the administrator to configure the parameters relating to the Late In and Early Out rules of the
organization as shown.

Late-IN/Early-OUT Check:

Mark Absent As per: Select the absent marking type as Monthly Count or Monthly Duration. When
Monthly Count option is selected, then maximum allowed Late-IN and Early-Out will have to be
specified in terms of count, wheras for option Monthly Duration, it must be specified in terms of
duration(mins).

Mode: The COSEC application has the capability to have a common count for the number of Late-IN
and Early-OUT occurrences. In order to enable this functionality select the Combined option from the
Mode drop down list.
On selecting the Independent option, the user needs to configure the Late-IN and Early-OUT options
independently.

Matrix COSEC System Manual 413


Combined Mode

Maximum Late-IN/Early-OUT Allowed: Specify the maximum allowed count/duration for Late-IN or
Early-OUT occurrences in this field after which a user will be marked absent.

Absent Marking Type: Select the type as Continuous or Slab wise.


In Continuous type, every Late-IN occurrence has to be marked as absent after the max occurrence
count has been reached.
In Slab wise option the system will mark an absent after every max occurrence count. Then the count
will be reset.
See Example1 & Example2

Mark Absent for Late-IN: This parameter enables the user to define the type of absence to be marked
after the max Late In count has been reached. The options available are:
Half Day
Full Day

Mark Absent for Early-OUT: This parameter enables the user to define the type of absence to be
marked after the max Early-OUT count has been reached. The options available are:
Half Day
Full Day

Example1:Combined Mode

Continuous Marking

The user is allowed for combined count of Late-IN and Early-OUT 3 times a month. For Late-IN, half day slab-wise
marking and for Early-OUT, full day slab-wise marking.

The Daily Attendance View shows the following punches of a user.


Initially the punches after 3rd late-in or early-out will be shown as present.

But after the Monthly attendance process the user will be marked Absent due to Late-IN limit or Early-OUT limit as
shown below:

414 Matrix COSEC System Manual


The user is marked half day Absent( for Late-In limit) on 5/11/2016 and full day Absent( for Early-OUT limit) on 7/11/2016
due to the completion of combined count.

If the user is coming late or going out early after the allowed count is over, then continuously he will be marked absent.

Example2: Combined mode

Slab-Wise Marking

The user is allowed for combined count of Late-IN and Early-OUT 3 times a month. For Late-IN, half day slab-wise
marking and for Early-OUT, full day slab-wise marking.

The Daily Attendance View shows the following punches of a user.


Initially the punches after 3rd late-in or early-out will be shown as present. But after the Monthly attendance process the
user will be marked Absent due to Late-IN limit or Early-OUT limit as shown below:

Reset the count

After reset, 3 counts availed again

Reset again

Matrix COSEC System Manual 415


On 5/11/2016, user is marked half day Absent (for late-IN) due to the completion of combined count.

As the marking is Slab-wise, so the user will be marked absent and the slab will be reset. And the user can now again
avail maximum 3 Late-IN and Early-OUT shown on 7th,9th and 10th.

On 11th the user is marked full day absent (for Early-OUT) and again the slab will be reset.

Example3: Monthly Duration


Maximum late-in allowed - 60mins
The continuous and slab wise absent markings are shown for full day.

Continuous- Full day absent for late-IN


Late-INs

Continuous absent
After 60 minutes of late-IN is over, if user comes late-in, he will be marked absent.

Slabwise- Full day absent for late-IN

Absent & Reset

By 7/10/16, 60 mins late-ins are over. So on 8th user is marked absent and slab is reset.The 26 mins of late-ins are
subtracted from the reset counter having new 60 mins. Hence after availing 26 mins on 8/10/16 ;60-26= 34min is
available to use late-in.

On 10/10/16, 16 mins are late-IN so remaining balance is 34 - 16= 18min


On 11/10/16, not more than 18 mins of late-in is allowed. so user is marked absent and counter is reset again to 60
minutes. The previous balance of 18minutes will be added to 60 minutes making 78 minutes out of which 29 mins
are used on 11th.

416 Matrix COSEC System Manual


Independent Mode

Late-IN Occurrence Check: Enable this option to keep a check upon the number of Late-IN occurrences
within a defined attendance period.
Configured the Late-IN parameters as described in Combined Mode.

Early-OUT Occurrence Check: Enable this option to keep a check upon the number of Early-OUT
occurrences within a defined attendance period.
Configured the Early-OUT parameters as described in Combined Mode.

Example4: Independent mode

Continuous & Slab-Wise Marking

The user is allowed for 3 Late-IN and 3 Early-OUT independently. For Late-IN, half day continuous marking and for Early-
OUT, full day slab-wise marking.

The Daily Attendance View shows the following punches of a user.


Initially the punches after 3rd late-in or early-out will be shown as present. But after the Monthly attendance process the
user will be marked Absent due to Late-IN limit or Early-OUT limit as shown below:

The Late-IN and Early-OUT counts are checked independently. The user can avail 3 Early-Out and 3 Late-IN.

On 9/11/2016, fourth Early-OUT is used, so user is marked full day absent and slab is reset. So he can avail early-out
again.

On 12/11/2016, fourth Late-IN is used, so user is marked half day absent. Then onwards if further any late-in is used, then
user will be marked absent continuously as marked on 14/11/2016.

Matrix COSEC System Manual 417


Less Working Hours Check: Enable this option to configure less working hours (shift duration-work hours) for a
day and monitor the less working hours availed by the user.

Daily Allowed Limit (mins): Specify the minutes of less working hours allowed for a day. See Example4.
Mark Absent As Per: Select the option as Monthly Duration, Monthly Count or Both.

If Monthly Durationis selected, set Monthly Allowed Limit (mins): Specify the minutes of less working
hours allowed in a month. See Example5 and Example6.

If Monthly Count option, set Monthly Count: Specify the count of less working hours allowed in a
month. See Example7 and Example8.

If Both is selected, set Monthly Allowed Limit (mins) & Monthly Count See Example9

Absent Marking Type: Select the absent marking type as Continuous or Slab-wise.
Continuous type:- The user will be continuously marked absent till the month end after crossing the
duration of maximum allowed per month.
Slab wise:- One day will be marked as absent after crossing the maximum duration. After each slab,
maximum allowed per month minutes will be reset and credited to the user after monthly
processing.
Mark Absent:- Select half day or full day to mark as absent when summation of users daily less working
hours exceed the duration set in maximum allowed per month.

Case1:
If Minimum hours required within Shift duration is disabled from Shift configuration., then in case where user is
marked Absent due to less work hours, then less duration will be calculated based on Work hours. See Case2:

Example 4: Daily Limit


Less Work Hours: Daily Allowed Limit = 02:00 (120 mins)

Suppose:
Shift Timings = 10:00 - 18:00 (Break Not Configured)
Minimum Required Working Hours For Half Day = 04:00
Minimum Required Working Hours For Full Day = 08:00
Late IN Policy- Applicable and Allowed Mins = 01:00
Early Out Policy- Not Applicable

The punches and status details of user are shown below.

If the Status is marked as Absent due to Less work hours, only then available less work hours will be adjusted for
modifying the status for half day or full day depending on the work hours.

418 Matrix COSEC System Manual


After Daily Attendance Process, the absent status due to less work hours will be adjusted from the daily allowed
limit, making the status as present.

Daily Attendance
Less
Work First Second Status Process Status
Punch1 Punch2 Work
hours half Half Details 1st half 2nd Details
hours
half

10:30 18:30 8:00 PR PR Present No Change; as status is Present 0

10:00 17:00 7:00 PR AB AB: Less PR PR Present 8:00-7:00


work hours =1:00

10:30 18:00 7:30 PR AB AB: Less PR PR Present 8:00-7:30


work hours =00:30

10:00 13:00 03:00 AB PL AB: Less PR PL Present 04:00-3:00


work hours =01:00

10:00 13:00 03:00 AB AB AB: Less AB AB Absent


work hours

As work hours(3 hrs) is greater than allowed daily limit(2 hrs); so Absent will be marked. And will not be changed
after daily attendance process .

Example 5: Monthly Limit


Absent Marking Type = Continuous, Mark Absent = Full Day
Less Work Hours- Monthly Allowed Limit = 03:00 (180 mins)

Accumulated
First Second Status Less work After Monthly Process:
Day less work Details
half Half Details hours First half Second half
hours

1 PR PR Present 1:00 1:00 PR PR No Change

2 PR AB AB: Less 0:00 1:00 PR AB No Change


work hours

3 AB PR AB:Late IN 0:00 1:00 AB PR No Change

4 PL PR Present 02:30 1:00 PL AB Half Day


Absent-work
hours limit

5 PR PR Present 2:30 1:00 AB AB Full Day


Absent-work
hours limit

6 PR PR Present 1:00 2:00 PR PR No Change

For Day4: Second half is present but with less work hours. The limit is 03:00 and previous availed less work hours
(accumulation) is 1:00. So further not more than 2 hrs can be used. But as 2:30 hrs has been availed so 2nd half
will be marked as absent. As 1st half is PL, else full day has to be marked absent.

For Day5: The less work hrs already used previously is 1 hr and balance which can be used is 2 hrs. As the availed
less work hrs on Day5 is 2:30 >2(balance available) so absent has to marked for full day.

If Mark Absent is set as Half day, then priority is given for second half of the day. For example: In case of Day5,
the absent would be marked for second half and the status would be PR AB.

Matrix COSEC System Manual 419


If further less works hours are done, then full day absent will be marked continuously.

Example 6: Monthly Limit


Absent Marking Type = Slab Wise, Mark Absent = Full Day
Less Work Hours - Monthly Allowed Limit = 03:00 (180 mins)

Accumulated
First Second Status Less work After Monthly Process:
Day less work Details
half Half Details hours First half Second half
hours

1 PR PR Present 1:00 1:00 PR PR No Change

2 PR AB AB: Less 0:00 1:00 PR AB No Change


work hours

3 AB PR AB:Late IN 0:00 1:00 AB PR No Change

4 PL PR Present 02:30 3:30-->>Reset PL AB Half Day


to 00:30 Absent-work
hours limit

5 PR PR Present 2:30 3:00 PR PR No Change

6 PR PR Present 1:00 4:00-->>Reset AB AB Full Day


to 01:00 Absent-work
hours limit

For Day4: When accumulated or availed less work hours(3:30) becomes more than the allowed limit (3:00) then
the slab gets reset. Again the limit is credited to the user. And the 30 minutes becomes the accumulated less work
hours.

For Day6: The less work hrs is 1, but the previous availed(accumulate) less work hours is 3. So the total is 4 which
is greater than the limit(3).This extra 1 hr will be adjusted from new 3 hours credited.

If further less works hours are done, then full day absent will be marked slab wise i.e. till the limit is reached, when
the slab will get reset, and limit will be credited again to the user.

420 Matrix COSEC System Manual


Example 7: Monthly Count
Absent Marking Type = Continuous, Mark Absent = Full Day
Less Work Hours - Monthly Allowed Count= 04:00

First Second Status Less work Monthly After Monthly Process:


Day Details
half Half Details hours Count First half Second half

1 PR PR Present 00:00 - PR PR No Change

2 PR PR Present 01:00 1 PR PR No Change

3 PR PR Present 00:30 2 PR PR No Change

4 AB PR AB:Late IN 00:00 - AB PR No Change

5 PR PL Present 01:00 3 PR PL No Change

6 PL PR Present 02:00 4 PL PR No Change

7 PR PR Present 01:00 5 AB AB Full Day AB:


Work Hours
Limit

8 PR PR Present 00:30 6 AB AB Full Day AB:


Work Hours
Limit

The user can work for less working hours maximum 4 times in a month. If user works less for 5th time, then he will
be marked absent for full day as configured. And any further less working hours in the month will also be marked
absent.

Example 8: Monthly Count


Absent Marking Type = Slabwise, Mark Absent = Half Day
Less Work Hours - Monthly Allowed Count= 04:00

First Second Status Less work Monthly After Monthly Process:


Day Details
half Half Details hours Count First half Second half

1 PR PR Present 00:00 - PR PR No Change

2 PR PR Present 01:00 1 PR PR No Change

3 PR PR Present 00:30 2 PR PR No Change

4 AB PR AB:Late IN 00:00 - AB PR No Change

5 PR PL Present 01:00 3 PR PL No Change

6 PL PR Present 02:00 4 PL PR No Change

7 PR PR Present 01:00 5 PR AB Half Day AB:


Work Hours
Limit

7 PR PR Present 00:30 1 PR PR No Change

Matrix COSEC System Manual 421


The user can work for less working hours maximum 4 times in a month. If user works less for 5th time, then he will
be marked absent for half day as configured. Then the slab will get reset and user will be allowed to avail less
working hours again.

Example 9: BOTH : Monthly Duration & Monthly Count


Absent Marking Type = Continuous, Mark Absent = Full Day
Less Work Hours - Monthly Allowed Count = 04
Less Work Hours - Monthly Allowed Limit = 04:00

Accumulat After Monthly


Less
First Second Status ed less Monthly Process:
Day work Details
half Half Details work Count First half Second
hours
hours half

1 PR PR Present 00:00 - - PR PR No Change

2 PR PR Present 01:00 01:00 1 PR PR No Change

3 PR PR Present 00:30 01:30 2 PR PR No Change

4 AB PR AB:Late 00:00 01:30 - AB PR No Change


IN

5 PR PL Present 01:00 02:30 3 PR PL No Change

6 PL PR Present 02:00 02:30 3 PL AB Full Day AB:


Work Hours
Limit

7 PR PR Present 00:30 03:00 4 PR PR No Change

8 PR PR Present 01:30 03:00 4 AB AB Full Day AB:


Work Hours
Limit

The user can work for less working hours maximum 4 times in a month and maximum 4 hours in month. If user
works less for 5th time or more than 4 hours, then he will be marked absent for full day as configured.

On Day6: Less work hours are 2 hrs and previous accumulation is 2:30 hrs so total less work hours would be 4:30
hrs which is greater than allowed limit of 4 hours so PR will be marked as AB. And accumulated hrs and count will
remain same as 2:30.

Note: When the less work hours is such that, by adding it to the previous accumulated hours; the actual hours
becomes greater than the allowed limit, then the less work hours is not considered and the Accumulated hours and
count is same as previous day.

On Day7: Less work hours comes to 3:00 hrs which is less than allowed 4 hrs so status will be Present. And
accumulated hrs will be 3:00 hrs and count will be incremented to 4.

On Day8: Less work hours comes to 4:30 which is greater than allowed limit 4 hrs so status will be Absent. And
accumulated hrs will be 3:00 hrs and count will remain as 4.

422 Matrix COSEC System Manual


Example 9a:Configuration and Punches

Late- IN Policy not applicable


Early-OUT Policy Not applicable
Shift- Min hrs for half day= 4hrs, Min hrs for full day= 8hrs
Absent Marking Rule- Only Less work hours check is configured as:

The user punches:

The punches after monthly attendance process is shown below:

Matrix COSEC System Manual 423


Case2:

Eligible hours
If Minimum hours required within Shift duration is enabled from Shift configuration., then in case where user is
marked Absent due to less work hours, then less duration will be calculated based on Eligible hours.

Less Duration= Minimum required work hours- Eligible hours

See Eligible hours calculation on page 656.

Auto Attendance Correction


This option enables auto-adjustment of users shortfalls in working duration due to Late-IN or Early-OUT by making use of
available leaves, overtime, short leaves or official hours, based on their assigned priority. Auto Correction configurations
performed using this option will be reflected when the attendance data is processed for an attendance period.

Leaves: Enable this option to adjust users less working hours with available leaves in an attendance
period. However, this may not work for certain leave application restrictions (for e.g. if the concerned
date falls within a period when leave application is restricted).

Example:

Auto Adjustment with Leave

Consider PL :minimum application required= 2 and SL: minimum application required=0 is enabled for auto
adjustment from Leave group as shown below. PL is at priority 1 and SL is at 2.

424 Matrix COSEC System Manual


The user attendance punches are shown below.

After processing the daily and monthly attendance of the user, the Absent days are automatically adjusted by the leave
balance of the user.
On 1st AB is replaced by SL because PL has to minimum 2 as per configuration. On 5th to 7th PL is marked making
Absent days as present. Similarly leaves are automatically adjusted to mark AB as PR.

The number of availed leave and the closing balance can be viewed from Leave balance as shown below:

Matrix COSEC System Manual 425


Overtime: Enable this option to adjust users less working hours with available overtime in an attendance
period.

Previous Months For Overtime Hours: For attendance correction with overtime hours, specify the
number of previous months here, for which the overtime should be considered. The value 1 in the field
would indicate the overtime for the current month to be considered.

User's attendance can be auto-corrected by making use of Overtime. This duration is termed as Adjusted Work
Hours. The days with Remark as "AB: Less Work Hours", Half Day AB: Work Hours Limit" and "Full Day AB: Work
Hours Limit" are considered for such adjustment using Overtime.

Example: Auto adjustment with OT

The Less work hours configuration in Attendance policy is shown as below.

Late-IN policy and Early-OUT policy is not applicable for user. The Overtime policy is assigned to the user.

426 Matrix COSEC System Manual


The user works for less work hours 2 times i.e. on 2nd and 3rd. Then for 3rd time, he is marked as Absent due to
work hours limit.

If Overtime hours is available for user, then after monthly process AB will be marked to PR using the overtime
hours. Authorized OT of 4:30 hours is available, so it will be distributed for the Absent days to mark it Present. The
punches on 4th,5th and 6th are converted to PR by adjusting from the Overtime.

The adjustment work hours can be viewed from Attendance Correction page as shown below.

Matrix COSEC System Manual 427


Short Leave: Enable this option to adjust users less working hours with available short leaves in an
attendance period.

Example: Auto adjustment with Short leave


The punches of user are as shown below.

428 Matrix COSEC System Manual


If user is Absent due to Late-IN or Absent due to Early-OUT; then he can be marked Present automatically by
utilising available Short leave.
Short leave configuration is shown below.

Short leave is enabled for Auto Attendance Correction as shown below.

After Monthly Attendance process, 2 Early-Outs and 1 Late-IN is converted to Short leave as available short leaves
were 3. And the AB markings are converted to PR as shown below.

Matrix COSEC System Manual 429


Official Hours: Enable this option to adjust users less working hours with available official hours in an attendance
period.

Duration Check Per Official Hour Entry: Enable this option to keep a check on the duration of Official
Hours allowed for auto-correction in a day.

Minimum Duration (In Minutes): Specify the minimum duration of Official Hours (in minutes) allowed
in a day for auto-correction.

Maximum Duration (In Minutes): Specify the maximum duration of Official Hours (in minutes) allowed
in a day for auto-correction.

Official Hours Check In Attendance Period: Enable this option to keep a check on the total duration
of Official Hours allowed for auto-correction in an attendance period.

Maximum Minutes Allowed: Define the maximum number of minutes in a month that can be permitted
for auto-correction using Official Hours.

Maximum Count Allowed: Define the maximum number of times in a month that Official Hours can be
used auto-correction.

Set a priority-wise order for Leaves, Overtime, Short Leave and Official Hours, based on which preference would
be shown for auto-adjustment of less work hours. Use the Up/Down arrow buttons to change priority as shown
below.

430 Matrix COSEC System Manual


Flexible Working Settings
This option enables attendance policy configuration for a Flexible type of user. A Flexible type user can be created
from User Configuration (T&A) in Users module. See Configuring Users on page 315.

A Flexible category users attendance is checked against his/her minimum working hours required and a present
status is marked on the basis of fulfillment of daily, weekly or monthly targets.

Daily targets for a Flexible user may be set from the User Configuration page, while weekly or monthly targets can
be defined using the Attendance Policy page.

On the Attendance Policy page, select the Flexible Working Settings tab.

Consider Daily Hours: Select one of the following options to determine how the daily work hours should be
considered in case of a Flexible user -

Flexible For 24 Hrs: If this option is selected, then user should be marked present depending on work
done and irrespective of the time within which it was done.
From Shift Start: If this option is selected, then work hours before shift start time should not be
considered.

Matrix COSEC System Manual 431


Till Shift End: If this option is selected, then work hours after shift end time should not be considered.
From Shift Start To Shift End: If this option is selected, then work hours before shift start time and after
shift end time should not be considered.

Grace For Work Hours:

Daily Grace Limit (In Minutes) : The value mentioned in Daily Grace Limit (In Minutes) indicates the
duration for which grace should be allowed in the minimum working hours which are required in a day to
mark a user half day or full day present. Hence, user should be marked present if these grace minutes are
less than the required full day limit and compensating these minutes should not be required.

For e.g. say, Minimum Working Hours Required for Full Day is 5 hours and for Half Day is 3 hours, and
Daily Grace Limit is 20 minutes. Now, the employees work hours for a day is 4 hours 50 minutes. The user
will be marked Full Day present.

Grace Count (Monthly): It specifies the number of times in a month that grace will be allowed for the
minimum required work hours of a user. For e.g. if Grace Count in the above case is 5, user can work 20
minutes less than the minimum required hours 5 days a month.

Flexible Hours Calculation: Specify if the Flexible hours calculation w.r.t. a users target hours should be done on
a Weekly or Monthly basis. If None is selected then the behavior of flexible user type should get affected only due
to grace and shift boundary configuration.

Weekly Basis
First Day Of Week: For Weekly calculation, specify the day which should be considered as the starting
day of the week.

Apply Daily Work Limit: If this option is enabled, then user should become present based on half day and
full day hours mentioned in User Configuration page. If this checkbox is unchecked for Weekly target
and user fulfills the target then user will be marked present irrespective of punches.

Weekly Target As Per: Select the option based on which the flexible hours of a user is calculated. One
can select from Fixed Limit or Days In A Week option.

Target Hours: Specify the target hours to be completed in a week by a Flexible type user to mark him
present.

Grace Hours: If this checkbox is checked, then the used grace hours should be considered while
calculating total work hours in a week.

Monthly Basis

Apply Daily Work Limit: If this option is enabled, then user should become present based on half day and
full day hours mentioned in User Configuration page. If this checkbox is unchecked for Monthly target
and user fulfills the target then user will be marked present irrespective of punches.

MonthlyTarget As Per: Select the option based on which the flexible hours of a user is calculated. One
can select from Fixed Limit or Days In A Month option.

Target Hours: Specify the target hours to be completed in a month by a Flexible type user to mark him
present.

432 Matrix COSEC System Manual


Grace Hours: If this checkbox is checked, then the used grace hours should be considered while
calculating total work hours in a month.

Deduct Hours From Target: This parameter ensures that fixed hours should get deducted from weekly/monthly
target if any type of leave/tour/C-OFF, WO, PH or FB/RD occurs in a week/month. Select the relevant checkboxes
and enter the number of hours to be deducted against each selected option.

Eg: If Leave occurs in week/month, then 6 hrs will be deducted from target hours. If WO occurs then again 6 hrs will
be deducted. So total 12 hrs will be reduced from the target hours if both leave and WO fall in the considering week/
month.

Shortfall Hours Deduction: Specify the number of hours to be deducted as Full Day Hours from the weekly/
monthly target shortfall hours, if any.
It is deduction of full day hours and accordingly half will be the half day hours (HD hrs) when target hours are not
met by the user.

The shortfall hours (SF hrs)will be target hours (TH)- actual hours(AH).
No. of half days to be marked as absent =SF hrs/ HD hrs

Let us consider an example:

Consider Weekly Target = 40:00


Consider Weekly Actual work hours done by user = 12:00
So Weekly Shortfall Hours (SF)= (TH)40- (AH)12 = 28 hours

Deduct (Full Day Hrs) = 08:00


Hence deduction of Half Day Hrs( HD) = 08:00/2 = 04:00

No. of Half Days to be deducted = (SF/HD)28:00/04:00 = 7


Hence, 7 half days will be deducted.

Consider Work Hours:


If this checkbox is checked then work hours done on AB/IN, any type of leave/tour/C-OFF, WO, PH or FB/RD in a
week/month should be considered in total work hours of that week/month. You can specify the number of hours in
the box to be considered.

If work hours is enabled and value is 00:00, then the actual work done as per punches will be calculated.

Matrix COSEC System Manual 433


If work hours is enabled and value is other than 00:00, say 08:00 hrs so 08:00 hrs is the minimum required hrs to be
considered for work hours. If only 2 hrs of work is done, then it will not be considered.

Absent Marking Mode:


This parameter decides the conditions based on which a person is marked absent.

Mark Absent For: Select the mode as Calculated Shortfall Hours or Custom Shortfall Hours from the
dropdown list based on which a person is marked absent.

Grace For Shortfall Hours: Specify the grace hours to be considered in shortfall hours. This means the
shortfall hours will be calculated after deducting grace from the actual work hours.
Shortfall hours = Target hours - Actual work hours - Grace hours

Mark Half Day Absent For Every: Specify the hours after which the person will be marked as absent for
half day.

Flexible Process

Step1: Calculate Monthly/Weekly Target (Per day hours x No. of day)


Step2: Calculate actual work hours
Step3: Find shortfall (when work hours< target hours)
Step4: Mark AB on the basis of Shortfall

Example1: Calculated Shortfall

Deduct (Full day hrs)= 8:00 hrs


Target hours= 120
Actual work hours= 110
Mark Absent For- Calculated Shortfall

Shortfall hours = Target hours- Actual work hours


= 120- 110= 10 hours
Deduction for Half day hour= 8/2= 4 hours
Now 10/4= 2.5 = 3 halves

So in this case 3 halves will be marked Absent.

434 Matrix COSEC System Manual


Example2: Custom Shortfall

Grace for Shortfall hours=4 hrs


Mark half day absent for every = 4 hrs
Target hours= 120
Actual work hours= 110

Shortfall hours= Target hrs- Actual work hrs- Grace for shortfall hrs
= 120- 110-4
=6
Deduction for Half day hour= 8/2= 4 hours
Now 6/4= 1.5 = 2 halves

So in this case 2 halves will be marked Absent.

The Examples for Flexible Policy configuration for 24 hours flexibility is given below.
The flexible policy for options From Shift Start, Till Shift End and From Shift Start to Shift End is same
as Flexible for 24 hrs; only the calculation of daily work hours varies.

Example3: Flexible for 24 hrs- Target Completing

Min. working hrs for full day- 06:00


Min. working hrs for half day- 03:00

Daily Grace Limit= 30min


Grace Count in month = 30
Flexible hrs Calculation- Weekly Basis
First Day of week- Tuesday
Apply Daily Work limit- disabled
Weekly Target as Per- Fixed Limit
Target hours- 030:00
Grace hours- disabled
Deduct hours from Target- all disabled
Shortfall hours deduction - 08:00
Consider Work hours- all enabled with 00:00

The user has to complete atleast 2:30 hrs for half day and 5:30 hrs for full day utilising grace of 30 mins.
If weekly work of 30 hrs is done then absent markings will be marked as Present after monthly attendance process.

Matrix COSEC System Manual 435


The punches of the user are shown below:

41 hrs

By calculating hours from Work hours column, actual hours is 41 hrs

Target hours = 30
As the user completes the target hours i.e. 41 hrs> 30 hrs so any absent marking will be converted into Present
after the Monthly Attendance process as shown below.

436 Matrix COSEC System Manual


Example 4: Flexible for 24 hrs-Deduct WO hours;Target Completing

All configurations are same as Example3 except Deduct hours from Target

Min. working hrs for full day- 06:00


Min. working hrs for half day- 03:00

Daily Grace Limit= 30min


Grace Count in month = 30
Flexible hrs Calculation- Weekly Basis
First Day of week- Tuesday
Apply Daily Work limit- disabled
Weekly Target as Per- Fixed Limit
Target hours- 030:00
Grace hours- disabled
Deduct hours from Target- Leave- 06:00, WO-06:00
Shortfall hours deduction - 08:00

Consider Work hours- all enabled with 00:00

The punches of the user are shown below:

31 hrs

WO is falling on 6th nov considering the week from 1nov Tuesday to 7th nov Monday. So WO hrs i.e. 6 hrs will be
deducted from target hours.

Target hours configured = 30 hrs

Thus Actual Target hours = Target hrs - WO hrs

=30- 6= 24 hrs

Actual work hours= 31:00 hrs which is greater than 24 hours.

So after monthly process, absent marking will be converted into Present as shown below.

Matrix COSEC System Manual 437


In this if Apply Daily Work Limit is enabled, then punches on 5/11 & 7/11 will not become present.

As for full day present, minimum 6 hrs work should be done and for half day, minimum 3 hrs work should
be done.

Example 5: Flexible for 24 hrs- Target shortfall

All configurations are same as Example4 except Target Hours

Min. working hrs for full day- 06:00


Min. working hrs for half day- 03:00

Daily Grace Limit= 30min


Grace Count in month = 30
Flexible hrs Calculation- Weekly Basis
First Day of week- Tuesday
Apply Daily Work limit- disabled
Weekly Target as Per- Fixed Limit
Target hours- 060:00
Grace hours- disabled
Deduct hours from Target- Leave- 06:00, WO-06:00
Shortfall hours deduction - 08:00

Consider Work hours- all enabled with 00:00

438 Matrix COSEC System Manual


The punches of the user are shown below:

30 hrs

Actual target hrs= 60 - 6= 54 hrs (6 hrs of WO is deducted from 60 hrs of target)

Actual work hours = 30 hrs < target hrs of 54

Shortfall hours = 54- 30= 24 hrs

Shortfall deduction of full day = 8hrs

So Shortfall deduction of half day= 8/2= 4 hrs

Thus shortfall of 24 hrs has to be compensated by 24/4= 6 half days

Thus after monthly attendance process, 6 half days will be marked Absent as shown below.

3 half days are already Absent so another 3 half days will be marked Absent.

Matrix COSEC System Manual 439


Example 6: Flexible for 24 hrs- Including Work hours configuration; Actual Work hrs< Minimum required.

All configurations are same as Example5 except Consider Work hours

Min. working hrs for full day- 06:00


Min. working hrs for half day- 03:00

Daily Grace Limit= 30min


Grace Count in month = 30
Flexible hrs Calculation- Weekly Basis
First Day of week- Tuesday
Apply Daily Work limit- disabled
Weekly Target as Per- Fixed Limit
Target hours- 060:00
Grace hours- disabled
Deduct hours from Target- Leave- 06:00, WO-06:00
Shortfall hours deduction - 08:00

Consider Work hours- all enabled with 00:00; On WO- 8:00 hrs ;On leave- 8:00 hrs

The punches of the user are shown below:

28 hrs

IF WO is enabled and work of 8 hrs is done, only then included in total work hrs.

In this case as work on WO is 2 hrs, so it is not considered. Hence actual work hours is 30- WO work hrs

= 30-2= 28 hrs.

Target hrs= 54 hrs. (60-6= 54 hrs)

Shortfall hrs= 54- 28= 26 hrs.

Absent marking = 26/4 = 6.5 i.e. 7 half days will be marked absent as shown below.

440 Matrix COSEC System Manual


Example 7: Flexible for 24 hrs- Including Work hours configuration; Actual Work hrs>= Minimum required.

Min. working hrs for full day- 06:00


Min. working hrs for half day- 03:00

Daily Grace Limit= 30min


Grace Count in month = 30
Flexible hrs Calculation- Weekly Basis
First Day of week- Tuesday
Apply Daily Work limit- disabled
Weekly Target as Per- Fixed Limit
Target hours- 060:00
Grace hours- disabled
Deduct hours from Target- Leave- 06:00, WO-06:00
Shortfall hours deduction - 08:00

Consider Work hours- all enabled with 00:00; On WO- 8:00 hrs ;On leave- 8:00 hrs

Matrix COSEC System Manual 441


The punches of the user are shown below:

36 hrs

User has worked 8 hrs on WO so 8 hrs will be considered. So Actual work hours= 36 hrs

Target hrs= 54 hrs

Shortfall hrs= 54-36= 18 hrs

Absent marking = 18/4= 4.5 i.e. 5 half day will be marked absent.

442 Matrix COSEC System Manual


Absentee Policy

The Absentee Policy option enables the user to set rules for marking the absence of an employee in the event of an
employee remaining absent on either or both sides of a holiday or week-off. The user can configure a set of rules
and group them together in policies.

To define Absentee Policy, Select the Time and Attendance Module> Policies > Absentee Policy.

The Absentee Policy page appears on your screen as shown below.

1. Click the New icon to define a new Absentee Policy.

2. Each Absentee Policy will have a unique ID for identification and this is generated by system automatically
at the time of new Absentee Policy definition.

3. Specify a user-friendly name for the Absentee Policy in the Name field. Specify the parameters for the
other options as described hereunder:

4. Check the Default box if you want to set the current policy as the default. Users will be linked with this
Absentee Policy by default in the event of a user not being linked to any Absentee Policy. Therefore, it is
mandatory to define one default Absentee Policy.

5. Define a start date and the end date for the Policy Period.

6. Define the absentee policy for Week-Off and Holiday cases where in the administrator can specify if the
week-off or holiday is allowed in case of leaves on a single side or both sides.

Matrix COSEC System Manual 443


7. Click the Save icon to save the new policy to the COSEC database. The new Absentee Policy will
now reflect in the Absentee Policy list as shown.

Each time the user edits the date fields in an existing policy (other than Attendance Policy) the system
creates a new level for the policy as shown. The system thus maintains a record of the existing policy as
well as the edited one.

Example1: Consider
Allowed on Single Sided Absent is enabled. This means the user is allowed to be absent on only single side of
week-off. The single side can be second half of previous day or first half of next day or either of the full day.

If Atleast Full day absent for Club-cover is enabled, then it is must to be absent for full day for absentee
policy to be applicable. See Example:4

Allowed on Both Sided Absent is disabled. This means the user is not allowed to be absent on both sides of week-
off. The both sides can be second half of previous day and first half of next day or full day on both sides.

In case1: The user is absent on only one side of week off i.e. on 2/9/16.
In case2: The user is absent on both sides of week off i.e. on 9/9/16 and12/9/16.

444 Matrix COSEC System Manual


After doing monthly attendance process, the week off on 3/9/16 and 4/9/16 remains as week-off because the user
was absent on single side which is allowed. And the week-off on 10/9/16 and 11/9/16 will be marked as Absent
because the user was absent on both sides of week-off which is not allowed.

The user punches and Remark is shown as below:

Example2:
In above example if Allowed on Both Sided Absent is also enabled; then week-off on 10/9/16 and 11/9/16 will
remain as week-off.

Example3:
If Allowed on Single Sided Absent is disabled and Allowed on Both Sided Absent is disabled; then both the week-
offs will be marked absent.

Matrix COSEC System Manual 445


Example4: Consider

Allowed on Single Sided Absent is enabled.


Atleast Full day absent for Club-cover is enabled

This means the week-off will become absent if user is full day absent on both sides of weekoff.

If second half of previous day or first half of next day is absent. Then after monthly attendance process,
week-off will remain as week-off.
If full day absent on one side, Then after monthly attendance process, week-off will remain as week-off.
If user is full day absent on both sides of week-off. Then after monthly attendance process, week-off will
become absent.

WO after monthly
S.NO First half Second half WO First half Second half
process

1 PR AB WO WO

2 WO AB PR WO

3 AB AB WO WO

4 WO AB AB WO

5 AB AB WO AB AB AB

The Holiday club/cover rule will work similar to the week-off club/cover rule.

446 Matrix COSEC System Manual


Network Hours and OT Policy

Certain organizations allow employees to work for extra hours other than their work hours and receive
compensation according to the additional time worked. This concept of Overtime can be designed as per the
requirements and work culture practised in the organization.

For example, a company may not allow its employees to work overtime for a duration of more than 2 hours per
working day. Hence, this may be converted by the respective HR team into an overtime policy that is applicable to
all employees across the organization. COSEC simplifies and automates such implementations by enabling
administrators to configure parameters related to various work components and defining overtime policies.

Select T&A Module > Policies> Net-Work Hours & Overtime Policy.

The Policy page will be displayed on your screen as shown.

1. Click the New icon.

2. Enter a Name for the new policy in the field provided. The ID will be automatically generated by the system
for every new policy defined.

3. Select the Default checkbox if the policy is to be stated as the default policy for the system.

4. Define the Policy Period by specifying the Start and End Dates for the span of policy.

5. Calculation on WO/PH As per Weekday: Check this box to calculate Net-Work Hours and Overtime as
per week day's configuration if nothing has been configured for WO/PH.

6. Calculation on Restricted Holiday as per PH: Check this box to calculate Net-Work Hours and Overtime
as per configuration of PH if user has worked on day configured for full day RH leave. If RH is applied for
half day, then it will work as per week day.
Example: The user has worked on RH leave for 10 hours. But the Net-work hours and overtime will not be
calculated when this checkbox is enabled.

Matrix COSEC System Manual 447


7. Click Save to add the new policy to the database successfully.

Net-Work Hour Configuration


COSEC allows HR users to configure certain work hour related parameters and group them into particular policies.
Net-work hours are payable hours of employee for which the employer pays. Net-work hours can comprise of
various work components for which the employer wants to pay the employee.

For Net-work hours calculation example See Calculation of Network hours on page 462.

The Net-Work Hours can be broken up into two type of shift components. These are -
Work
No Work

Configuring Net-Work Hours

Expand the Net-Work Hour Configuration tab and configure the following options as shown.

Work Component - It is the user configurable component to be considered in Net- work hours
calculation according to which the overtime will be calculated. Select a Work Component from the drop
down list. The options are listed below -

448 Matrix COSEC System Manual


Work Hours Within Shift
Early-IN
Overstay
Break Hours
Late-IN
Early-OUT
In-Grace
Out-Grace
Short Leave Duration
Official IN/OUT Duration
Adjusted Work Hours
Award Duration
Penalty Duration
Award Duration and Penalty Duration is applicable for Job Costing users only but still it will be visible with
T&A license.See OT for JPC User on page 456.

"Reflection of "Award Duration" And "Penalty Duration" option in "Work Component" dropdown will not be
brought in OT process of T&A module till some value for "Award" or "Penalty" is added from "Job
Processing and Costing" module. "Hence it should not be considered if user's 'Job Assignment Type' =
None OR JPC license is not available.

Work Component Range - This range (in HH:MM format) defines the range of hours for which work
components will be considered for Net-work hours. .
Example:
Shift=09:00 to 18:30 hours
Let work component be Early-IN with Range=00:00 to 02:00 hours
Case1: IN Punch at 06:30 hours -> Only 2 hrs will be considered in Net work hrs as Early IN range
is defined for max 2 hrs.
Case2: IN Punch at 08:00 hours-> Only 1 hr will be for Net work hrs. (from 08:00 to 09:00 hrs)

Min Duration Required Within Range - This range defines a minimum duration within the Work
Component Range which must be covered for a shift component to qualify as the selected Work
Component in Net work hours.
Example:
Early IN Range=00:00 to 02:00 hours; Shift= 09:00 to 18:30 hours
Min Duration required within range=00:10 minutes
Case1: IN Punch at 08:45 hours-> Early in of 15 minutes> Minimum required 10 minutes so Early
IN is valid to consider in Net work hours.
Case2 : IN Punch at 08:52 hours-> Early in of 8 minutes< Minimum required 10 minutes so Early IN
is not counted in Network hours.

Consider Component As - Specify whether the selected Work Component should be considered as
Work or No Work.
If the component is considered for Work, then it will be considered in net-work hours and if No work
then it will not be considered in net-work hours calculation.

Applicable Days - Select the appropriate checkboxes to indicate the Applicable Days to be
considered for the work component's calculation.

Multiplication Factor- Specify the multiplication factor from the drop down list. This factor will be
multiplied by the calculated network hours to generate final net work hours used for calculating OT.
This will be disabled for No Work Component.

Matrix COSEC System Manual 449


Click the Add button to save the configuration. The work component and its parameters are now
reflected in a grid list as shown.

Click Save to save the Net-work hour configuration.

Overtime Configuration
The Overtime Configuration allows you to configure Overtime parameters like Daily/Weekly/Monthly and
rounding of overtime minutes.

See Calculation of Overtime on page 464.


For JPC user See OT for JPC User on page 456.

Select the Overtime Configuration tab as shown.

Enable Overtime Calculation - Select this checkbox to enable overtime calculation for all users to whom
this Net-work hours and OT policy would be applicable.

Daily Overtime - Select the days of the week which are to be considered for Daily Overtime calculation.

Weekly/Monthly Overtime - Select the days of the week which are to be considered for Weekly/Monthly
Overtime calculation.

The Days selected for Daily OT will be disabled for Weekly/Monthly OT Selection and Vice versa.

450 Matrix COSEC System Manual


Overtime Rounding For Fraction of An Hour - Enable this feature for users to obtain rounded values for
the final calculated overtime. This allows the administrator to specify how a fractional part of an hour in the
final overtime value should be considered for calculation.

Activate the Overtime Rounding by checking the Enable box.


Specify the range of overtime hours in minutes which is to be rounded off and select the replace value
as actual or fixed value.

Here we have kept 1 to 10 minutes of range to be rounded off with the actual value.
If fixed option is selected, then mention a fixed value to replace. Suppose if a user has overtime of
8 minutes. And fixed rounding is set for range 1 to 20 minutes at value 10 minutes. Then he will get
overtime of 10 minutes.

Click Save to save the overtime configuration.

Daily Overtime
This section allows the administrator to configure Daily Overtime calculation.

Select the Daily Overtime tab as shown.

Overtime Calculation - Select the type of daily overtime calculation to be performed from the options of
Daily1 or Daily2. You can disable the OT as well.

Auto Authorize Overtime Component - Select this checkbox to enable automatic authorization of daily
overtime.In case it is not checked, the reporting in-charge or administrator can authorize the overtime.

Authorization Required for Late-IN - Check this box in case the Late-IN is to be authorized.

Matrix COSEC System Manual 451


For Daily2 OT

Allow Overlapping Work Components- Check this box if the overlapping of work components ranges is
to be allowed. It may be useful when some special OT is required to be granted if user works within some
special time range along with the existing granted OT.

Special OT Time Range- Specify the time range for eg: 21:00 hrs to 04:00 hrs for which special OT is to
be given to the person who has worked in this time range.
.See Special OT calculation on page 459.
See Example1: Daily2 OT Calculation with Priority OT and Special OT on page 461.

Work Component - Select the daily work component which should be considered as official overtime. The
options available in this drop down list will depend on the type of Overtime Calculation selected.

For Daily 1, the work component options are Early-IN, Overstay and Work Hours Within Shift. As
per the selected component, overtime will be calculated.

For Daily 2, the work component option is Net-Work Hours. This indicates that the overtime will be
calculated based on the Net-Work Hours Configuration as explained earlier.

Work Component Range - Define a time range for the selected component in the HHH:MM format to be
considered as daily overtime.

Min Duration Required Within Range - Define a minimum duration within the Work Component Range
which must be covered for the specified work component to qualify as daily overtime.

Consider components As- This field contains 5 different OT components. These components are used to
differentiate OT calculations. Like in one component say OT1, we can add calculated values of Early-in
and in other component say OT2, we can add calculated values of Overstay. In this way these components
can get used.

452 Matrix COSEC System Manual


Applicable Days - Select the days of the week for which this overtime configuration will be applicable.

Multiplication Factor - Specify the multiplication factor which should be used against the total calculated
overtime for a specified period for overtime pay calculation.

Overtime Assignment As Per- Select the option as Priority Work Component or Special Time Range.
According to this selection the OT will be assigned. For eg: OT1 is given the Priority work component and
OT2 is given the Special Time range component as shown below.

Click the Add button to save the overtime configuration. The work component and its parameters are
reflected in a grid list as shown.

Click Save .

For overlapping range of Priority OT and Special Time range OT; if x hr OT is given for time range OT; then
priority OT canot be given for same time hrs. Eg: From 9:00 to 10:00 hrs, special OT is given to user. Then
priority OT cannot be given for 9:00 to 10:00 hrs.

If user is working for more than 1 shift, say for around 24 hours at a time, then he should mark OUT punch
using special function OT OUT if configured. See Special Function-Overtime OUT on page 283.

Matrix COSEC System Manual 453


Daily1 OT and Daily2 OT Examples
Daily 1 overtime calculation will be based on Shift timings as per components Early-IN, Overstay and Work Hours
Within Shift.

If configuration for WO, PH and WO/PH is available and also its respective day, then priority to WO, PH
and WO/PH should be given.

"Work Hours Within Shift" = Work Hours - Early-IN - Overstay - Short Leave Hours (if "Add Short Leave
Hours In Work Hours" field is checked in "Attendance Policy" page) - Official Hours (If "Add Official Hours In
Work Hours" field is checked in "Attendance Policy" page)

For flexible type user, only "Work Hours Within Shift" and "Overstay" value are calculated on normal day so
similar behavior should be followed for WO, PH and WO/PH where these components should be calculated
as per shift as done on normal day.

For FB/RD, only "Work Hours Within Shift" component gets calculated.

Example1
Shift: 09:00 to 18:30 hours
Punches: 18:00 - 20:00 hours
Work hours (on WO): 02:00
Net- work hours: 02:00 (NOTE: Consider all components for whole component range is configured)
Overtime (Daily 1): 00:30 (NOTE: Consider "Work Hours Within Shift" work component for whole
component range is configured)
Overtime (Daily 2): 02:00

Example2
Shift: 15:00 - 23:00
Punches: 07:00 - 10:00 [i.e. not within shift]
Work Hours (on WO): 03:00
Net-Work Hours: 03:00 (Early-IN) (NOTE: Consider all components for whole component range is
configured)
Overtime (Daily 1) = 03:00 (Early-IN) (NOTE: Consider all components for whole component range is
configured)
Overtime (Daily 2)= 03:00 (Early-IN) (NOTE: Consider "Early-IN" and "Overstay" components for whole
component range is configured)

Weekly/Monthly Overtime

This section allows the administrator to configure Weekly/Monthly Overtime calculation.

To configure Weekly/Monthly Overtime,

454 Matrix COSEC System Manual


Select the Weekly/Monthly Overtime tab as shown.

Overtime Calculation - Select the type of overtime calculation (weekly or monthly) to be performed
from the dropdown list. Select Disabled to disable both weekly/monthly overtime calculation.

For Weekly overtime calculation, the Week Start Day is to be specified from the dropdown list as
shown to indicate the overtime calculation cycle. So, if Monday is selected as the Week Start Day, the
weekly overtime will be calculated till the coming Sunday.

Auto Authorize Overtime Component - Select this checkbox to enable automatic authorization of
weekly/monthly overtime.

Consider In Net Work Hours - Select the appropriate checkboxes to specify whether Week Offs,
Holidays or Paid Leaves are to be considered within Net Work Hours for the weekly/monthly overtime
calculation.

For work done on a Week Off/Public Holiday, the shift duration for a WO/PH day shall be counted in the
weeks total net work hours, if and only if, that day of the week is applicable for Weekly OT calculation.

Work Component - Select the work component option as Net-Work Hours. This indicates that the
weekly/monthly overtime will be calculated based on the Net-Work Hours Configuration as performed
earlier.

Work Component Range - Define a time range for a users net work hours in the HHH:MM format to
be considered as overtime.

Min Duration Required Within Range - Define a minimum duration within the Work Component
Range which must be covered, for the users net work hours to qualify as overtime.

Consider Component As - This is to designate the selected work component as an overtime type.
COSEC allows the definition of up to 5 overtime types on the system - OT1, OT2, OT3, OT4 and OT5.

Matrix COSEC System Manual 455


Multiplication Factor - Specify the multiplication factor which should be used against the total
calculated overtime for a specified period for overtime pay calculation.

8. Click the Add button to save the overtime configuration. The work component and its parameters are now
reflected in a grid list as shown.

9. Click Save .

For users who are auto-authorized for Overtime and are assigned Net-Work Hours & Overtime Policy
having Overtime as auto-authorized, an OT authorization request will still be generated if User is late to
report for a shift (i.e. after Shift Start Time added with Grace Time for Shift Late-IN).

OT for JPC User

Daily1

Example1
Consider 2 punch system, Shift timings: 9:00- 18:00, No Break Configured.

Multiplication
Work Component Range Consider as Minimum required Applicable days
Factor
Early-IN 0:00 to 23:59 OT1 00:00 All 1
Overstay 0:00 to 23:59 OT2 00:00 All 1
Work Within Shift 0:00 to 23:59 OT3 00:00 All 1

JPC Timesheet Transactions


Network and OT against transaction

Transaction Transaction Early Late- Work OT1 OT2 OT3


start end IN OUT within
Shift
07:00 15:00 02:00 00:00 06:00 02:00 06:00

15:00 17:00 00:00 00:00 02:00 02:00

17:00 20:00 00:00 02:00 01:00 02:00 01:00

456 Matrix COSEC System Manual


Example2
Consider 2 punch system, Shift timings: 9:00- 18:00, No Break Configured

OT Work Range Minimum Applicable Multiplication


Component required days Factor

OT1 Early-IN 00:00 to 01:00 00:00 All


1

OT2 Early-IN 01:00 to 23:59 00:00 All 1

OT1 Overstay 00:00 to 01:00 00:00 All 1

OT2 Overstay 01:00 to 23:59 00:00 All 1

OT1 Work within Shift 00:00 to 01:00 00:00 All 1

OT2 Work within Shift 01:00 to 23:59 00:00 All 1

T&A Transaction and Overtime

IN Punch OUT Punch Early Late- Work within OT1 OT2


IN OUT Shift
07:00 20:00 02:00 02:00 09:00 03:00 10:00

OT1= Early IN (1 hr) + Late-Out (1 hr) + Work within shift (1 hr) = 3 hours
OT2= Early IN (1 hr) + Late-Out (1 hr) + Work within shift (8 hr) = 10 hours

JPC Timesheet Transactions

Transaction Transaction Early IN Late-OUT Work OT1 OT2


start end within Shift
07:00 15:00 02:00 00:00 06:00 02:00 06:00

15:00 17:00 00:00 00:00 02:00 00:00 02:00

17:00 20:00 00:00 02:00 01:00 01:00 02:00

Daily2 OT

Consider 2 punch system, Shift timings: 9:00- 18:00, No Break Configured.


Net work hours include: Early-IN, Work Hours Within Shift and Overstay (00:00-23:59)

Range Consider as Minimum duration Applicable days


6:00 to 8:00 OT1 00:00 All
8:00 to 12:00 OT2 00:00 All
12:00 to 23:59 OT3 00:00 All

Matrix COSEC System Manual 457


No Change in JPC
T&A Punches Network Hours Standard OT1 OT2 OT3
Hours
09:00- IN 12:00 06:00 2:00 4:00 -
21:00 OUT

Normal Hours: Hours considered in T&As Network hours against corresponding JPC transaction i.e. the hours
considered in Network hours which are distributed as per JPCs transaction.
Eg: If Network hours is 12 hours and total transactions are of 15 hours so normal hours will be 12 hours only.

Standard Hours: Hours not accountable for overtime calculation (Daily 2) i.e. if overtime is to be given after
working hours of 9 hours, then standard hours are 9 hours. You can calculate from the Range if given. Suppose
Range is 6:00 to 8:00, then OT will be given after 6 hours so the standard hours is 6 hours.

Network and OT against transaction

Transaction Transaction Normal Standard OT1 OT2 OT3


start end Hours Hours
09:00 15:00 06:00 06:00

15:00 17:00 02:00 00:00 02:00

17:00 21:00 04:00 00:00 04:00

Specified Award/Penalty against transaction

Transaction start Transaction end Award Penalty


09:00 15:00 03:00
15:00 17:00
17:00 21:00 02:00

Network Hours= Network hours+ Award Duration-Penalty Duration


= 12+3-1 =13:00 hours
So, Standard hours= 6:00
OT1= 2:00, OT2=4:00, OT3=1:00

Network and OT against transaction after Award/Penalty Consideration

Transaction Transaction Normal Standard


Award Penalty OT1 OT2 OT3
start end Hours Hours
09:00 15:00 3:00 09:00 06:00 02:00 01:00

15:00 17:00 02:00 00:00 02:00

17:00 21:00 2:00 02:00 00:00 01:00 01:00

458 Matrix COSEC System Manual


OT for Overlapping Time Range

Consider 2 punch system, Special Time Range=21:00 to 04:00

Net-Work Hours include: Early-IN, Work Hours Within Shift, Overstay, Award Duration and Penalty Duration (00:00
- 23:59)

Range Consider as Minimum Applicable days Consider


duration Overtime as per
9:00 to 11:00 OT1 00:00 All Priority
11:00 to 23:59 OT3 00:00 All Priority
9:00 to 11:00 OT2 00:00 All Special Time
Range
11:00 to 23:59 OT4 00:00 All Special Time
Range

Example:1
T&A Punches Network Standard Special Priority OT1 OT2 OT3 OT4
Hours Hours OT OT
09:00- IN 12:00 06:00 0:00 3:00 2:00 1:00
21:00 OUT

Example:2
T&A Punches Network Standard Special Priority OT1 OT2 OT3 OT4
Hours Hours OT OT
18:00- IN 12:00 09:00 1:00 2:00 2:00 1:00
06:00 OUT

Priority OT: Overtime calcualted against Priority OT Component Range.


Special OT: Overtime calculated against Special OT Time Range.

Special OT calculation

When Daily 2 Overtime configuration is including Special OT components then first it decides the overall Special
Overtime and Priority Overtime. Projected OT Start should be figured out considering Eligible Early IN that has
actually contributed in the Net-Work Hours.

Net-Work Hours Calculation:


Maintain a variable as Eligible Early IN which should be calculated as sum of the early-in duration that is
contributing to Net-Work Hours for the day

Daily 2 Overtime Calculation:


Steps for figuring out Projected OT Start have been updated to consider Eligible Early IN .

Example1: With Early IN

Matrix COSEC System Manual 459


Shift Timings= 18:00 to 03:00
Graveyard shift time range: 21:00 to 05:00

Network hours Configuration


Component Range Minimum durationApplicable days
Early IN 0:00 to 23:59 00:00 Week days
Work within shift 0:00 to 23:59 00:00 Week days
Overstay 0:00 to 23:59 00:00 Week days

Work Hours Duration


Range Consider as Minimum duration Applicable days Graveyard Shift
9:00 to 11:00 OT1 00:00 Week days No
11:00 to 23:59 OT3 00:00 Week days No
9:00 to 11:00 OT2 00:00 Week days Yes
11:00 to 23:59 OT4 00:00 Week days Yes

T&A Network Standard Eligible Projected OT Special Priority OT OT OT OT


Punches Hours Hours Early-IN OT start time OT OT 1 2 3 4
range
15:00- IN 14:00 09:00 2:00 1:00 01:00 4:00 1:00 1: 2: 2:
17:00 to 00 00 00
OUT 06:00
18:00-IN
06:00-
OUT

Description:

Network hours: (Punch IN time:15:00 hrs to Punch OUT time:06:00 hrs) - (Out time from 17:00 to 18:00 hrs)
= 15 hrs- 1 hr
= 14:00 hrs

Eligible Early IN: ( Punch time:15:00 hrs to Shift start time:18:00 hrs) - (Out time from 17:00 to 18:00 hrs)
= 3 hrs- 1 hr
= 2 hrs

Projected OT start= Shift start- Eligible Early IN + standard hours


= 18:00- 2:00+ 9:00
= 01:00 so OT is projected to start from 1am

Thus OT time range= Projected OT start time to OUT punch time


= 1 am to 6am

So Total OT is to be given for 1 am to 6am of work = 5 hrs

Special OT is to be given first. Now the special time range or Graveyard shift range is from 21:00 hrs to 05:00 hrs.
Hence from 1am to 5am will be given as Special OT= 4 hrs

Remaining 1 hr from 5am to 6am will be given as Priority OT= 1 hr

The Priority OT of 1 hr will be distributed among OT1 and OT3. As OT1 has range of 2 hours so OT1 will be given
1 hr.

460 Matrix COSEC System Manual


The Special OT of 4 hrs will be distributed among OT2 and OT4. As OT2 has range of 2 hours so OT2 will be given
2 hrs and OT4 as 2 hrs.

Example2: WithOut Early IN


Consider only work within shift and overstay in Network hours. All other configurations being same.

T&A Network Standard Eligible Projected OT Special Priority OT OT OT OT


Punches Hours Hours Early-IN OT start time OT OT 1 2 3 4
range
15:00- IN 12:00 09:00 Do not 3:00 03:00 2:00 1:00 1: 2:
17:00 calculate to 00 00
OUT as Early- 06:00
18:00-IN IN is not
06:00- configure
OUT d

Projected OT start= Shift start- Eligible Early IN + standard hours


= 18:00- 0:00+ 9:00
= 3:00 hrs

Example1: Daily2 OT Calculation with Priority OT and Special OT

Consider Network Hours configuration as:

Work Range Consider Minimum Applicable factor Remarks


Component as duration reqd. days
Work hours within 00:00 to work 00:00 M,T,W,Th,F Sa 1 Shift duration is
shift 10:00 counted in network hrs

Early-IN 00:00 to work 00:10 M,T,W,Th,F Sa 1 Min 0 and Max 2 hrs of


02:00 EI will be calculated for
Net-work hours
Overstay 02:00 to work 00:30 M,T,W,Th,F Sa 1 Min 2 and Max 8 hrs of
08:00 Overstay will be
calculated for Net-work
hours

Consider Overtime Configuration as:

Daily Overtime is enabled for M, T ,W, Th

Consider Daily Overtime Configuration as:

Overtime Calculation is selected as Daily2


Auto Authorize Overtime component is enabled
Allow Overlapping work components is enabled
Special OT time range is 21:00 to 04:00

Matrix COSEC System Manual 461


Range Consider Minimum duration Applicable Multiplication OT
as reqd. days factor assignment
01:00 to 100:00 OT1 00:00 M,T,W,Th 1 Priority

02:00 to 100:00 OT2 00:10 M,T,W,Th 1 Time Range

Consider Weekly/Monthly Overtime as Disabled

Consider shift of the user is 09:00 to 18:00. Shift duration is 8 hrs with break from 13:00 to 14:00. Break deviation
allowed.

To generate the overtime of the user, Daily and Monthly attendance process must be run.

Now after the daily and monthly attendance process, the user punches in the Daily attendance view are shown
below:

Calculation of Network hours

Network hours= Early IN component + Work hours within shift + Overstay component

On 1st

462 Matrix COSEC System Manual


Early IN=1hr
Work hours within shift=( 9hrs to 18 hr - break duration) =9-1 = 8 hrs
Overstay= 1hr but overstay range should be minimum 2 hrs to consider for network hours so Overstay=0

So Network hours=EI + WS+ OS = 1+ 8 +0 = 9hrs which is shown by arrow on 1st

2nd
Network hours= Early IN component + Work hours within shift + Overstay component
=0 +(shift duration- break hrs) + (3-2)
= 0+ (9:00-1:00) +1 = 8+1= 9 hrs

3rd
Network hours= Early IN component + Work hours within shift + Overstay component
=0 +(shift duration- break hrs) + (2-2)
= 0 +(9:00- 00:30) +0
= 8:30 hrs

4th
Network hrs is not calculated on sunday as it is not configured for sunday.

5th
Network hours= Early IN component + Work hours within shift + Overstay component
=00:45 +(shift duration- break hrs) + (1hr < min reqd 2 hr)
= 00:45 +(9:00- 00:15) +0
= 00:45 + 8:45 = 9:30

6th
Network hours= Early IN component + Work hours within shift + Overstay component
=1:30 +(shift duration- break hrs) + (4-2)
=1:30 +(9:00- 01:00) +2
= 1:30 + 8:00+2 = 11:30
7th
Network hours= Early IN component + Work hours within shift + Overstay component
=0 +(shift duration- break hrs) + (5:30-2)
= 0 +[9:15 to 18:00]- 00:10) +3:30
= 08:35 +3:30 = 12:05

8th
Network hours= Early IN component + Work hours within shift + Overstay component
=(3:00 hrs, but max allowed is2:00) +(shift duration- break hrs) + (5-2)
=2:00 +(9:00- 01:00) +3
= 2:00 + 8:00+ 3 = 13:00
9th

Matrix COSEC System Manual 463


Network hours= Early IN component + Work hours within shift + Overstay component
=0 +(shift duration- break hrs) + (5:45-2)
= 0 +(9:00- 01:00) +3:45
= 08:00 +3:45 = 11:45

Calculation of Overtime

Overtime = Network hours- Standard hours


Standard hours is the minimum hours in the Range of network hours to consider for overtime.

From range 01:00 to 100:00, Priority OT1 is configured. So here standard hours is 1:00
From range 02:00 to 100:00, Special OT2 is configured. So here standard hours is 2:00

Overlapping
hours with Daily2 Overtime= Special Priority
Network Standard
Date Work done special time on M,T, Network hours- OT OT
hours hours
range (21:00 W,Th Standard hours OT2 OT1
to 04:00)

1/9/16 9 8:00 to 19:00 0 1 Th 9-1= 8 - 8:00

2/9/16 9 9:00 to 21:00 0 1 F NA on Friday - -

3/9/16 8:30 9:00 to 20:00 0 1 Sa NA on Saturday - -

4/9/16 NA on 7:30 to 21:00 0 1 Su NA on Sunday - -


Sunday

5/9/16 9:30 8:15 to 19:00 0 1 M 8:30 - 8:30

6/9/16 11:30 7:30 to 22:00 1:00 2 T 9:30 1:00 8:30

7/9/16 12:05 9:15 to 23:30 2:30 2 W 10:05 2:30 7:35

8/9/16 13:00 6:00 to 23:00 2:00 2 Th 11:00 2:00 9:00

9/9/16 11:45 9:00 to 23:45 2:45 2 F NA on Friday - -

Here Standard hours is 1:00 when work is not done in special time range of 21:00 to 04:00; other wise standard
hours considered will be 2:00 hrs as configured in the range.

Now Daily2 OT is configured from Monday to Thursday. So OT on 1st= 8 hrs. This will be Priority OT which is OT1;
so OT1 for 1st = 8:00 hrs

Similarly on 5th, OT1= 9:30 -1 = 8:30 hrs.

On 6th user has worked from 21:00 to 22:00 in special time range, so 1:00 hr will be given to special OT.
Total OT= Network hrs- Standard hrs
= 11:30 - 2 = 9:30 hrs

Out of total overtime of 9:30 hrs, Special OT OT2= 1 hr


So Priority OT; OT1=8:30 hrs

Similarly OT1 and OT2 can be calculated for other days as shown in above table.

464 Matrix COSEC System Manual


Example2: Weekly OT Calculation
Consider Network Hours configuration as:

Work Range Consider Minimum Applicable factor Remarks


Component as duration reqd. days
Work hours within 00:00 to work 00:00 M,T,W,Th,F Sa 1 Shift duration is
shift 10:00 counted in network hrs

Early-IN 00:00 to work 00:10 M,T,W,Th,F Sa 1 Min 0 and Max 2 hrs of


02:00 EI will be calculated for
Net-work hours
Overstay 02:00 to work 00:30 M,T,W,Th,F Sa 1 Min 2 and Max 8 hrs of
08:00 Overstay will be
calculated for Net-work
hours

Consider Overtime Configuration as:

Weekly Overtime is enabled for F, Sa, Sun

Consider Weekly/Monthly Overtime Configuration as:

Overtime Calculation is selected as Weekly


Week Start Date is selected as Monday
Auto Authorize Overtime component is enabled
Consider in Net work hours is enabled for Week-Offs

Work Range Consider as Minimum Multiplication


Component duration reqd. factor
Net-work hours 00:00 to 100:00 OT3 01:00 1

Consider shift of the user is 09:00 to 18:00. Shift duration is 8 hrs with break from 13:00 to 14:00. Break deviation
allowed.

To generate the overtime of the user, Daily and Monthly attendance process must be run.

Now after the daily and monthly attendance process, the user punches in the Daily attendance view are shown
below:

Matrix COSEC System Manual 465


For weekly OT, total Net work hours is to be calculated first.

The Network hours is calculated from the components Early IN, Work hours within shift and Overstay on friday and
saturday.
The weekly OT will be alloted on F,Sa and Su as configured from Overtime configuration.

Now Week Offs check box is enabled in Consider in Network hours so shift work hours on the week-off will be
considered in net-work hours.

Hence Total Network hours will be calculated from Friday, Saturday and Sunday.

Calculation of Network hours is same as done in previous Example1. See Calculation of Network hours on
page 462.

Total Network hours = Friday N/w hrs + Saturday N/w hrs + Sunday shift hours
= 9:00 + 8:30 + 8:00
= 25:30 hours

Calculation of Weekly OT

The total network hours of 25:30 hours will be distributed from Friday to Sunday as OT3 depending on the extra
work done on the day. The left over OT will be given on the last day of the week.

On 2/9/16 Friday; Extra work hours = 03:00 so OT3 will be given as 03:00 hours.
On 3/9/16 Saturday; Extra work hours = 02:00 so OT3 will be given as 02:00 hours.
On 4/9/16 Sunday, Remaining hours = 25:30 - (OT alloted on friday and Saturday)
= 25:30- (05:00)
= 20:30 will be given as OT3; shown by arrow in above screenshot

466 Matrix COSEC System Manual


Similarly for week 5/9/16 to 11/9/16, Total network hours = 11:45 + 8:00 + 8:00
= 27:45 hours
Overtime can be alloted on 9/9/16 as per the extra work hours as 5:45 hours. So OT3 on 9th is 5:45 hrs.
The Remaining OT will be given to the last day(11/9/16) of the week which is = 27:45- 05:45 hrs
= 22:00 hours; shown by arrow in above screenshot

Example3: Monthly OT Calculation

Consider Network hours configuration and Overtime configuration same as Weekly OT configuration

Consider Weekly/Monthly Overtime Configuration as:

Overtime Calculation is selected as Monthly


Auto Authorize Overtime component is enabled
Consider in Net work hours is enabled for Week-Offs

Work Range Consider as Minimum Multiplication


Component duration reqd. factor
Net-work hours 00:00 to 100:00 OT4 01:00 1

Consider shift of the user is 09:00 to 18:00. Shift duration is 8 hrs with break from 13:00 to 14:00. Break deviation
allowed.

To generate the overtime of the user, Daily and Monthly attendance process must be run.

Now after the daily and monthly attendance process, the user punches in the Daily attendance view are shown
below:

Calculation of Network hours is same as done in Example1. See Calculation of Network hours on page 462.

Matrix COSEC System Manual 467


Now Total Network hours for the month is calculated. As Monthly OT is applicable for F, Sa and Su so Network
hours for all F, Sa and Su is added.

Network
Date Remarks
hours

2/9/16 9:00

3/9/16 8:30

4/9/16 8:00 As WO is enabled to consider


for Network hours

9/9/16 11:45

10/9/16 8 As WO is enabled to consider


for Network hours
11/9/16 8

16/9/16 - AB

17/9/16 - PH

18/9/16 8 As WO is enabled to consider


for Network hours

23/9/16 8

24/9/16 8 As WO is enabled to consider


for Network hours

25/9/16 8

Total Network hours= 84:75 hours

Calculation of Monthly OT

The total network hours of 84:75 hours will be distributed from Friday to Sunday as OT4; according to the extra
work done on the day.

On 2/9/16 Friday; Extra work hours = 03:00 so OT4 will be given as 03:00 hours. Similarly OT4 will be given to
other days(F, Sa, Su)

The left over OT will be given on the last day of the month. As monthly OT is allowed for Friday, Saturday and
Sunday so left over OT will be given to last sunday of the month.

Thus left over OT of 68:00 hours is given on 25/9/16 as shown by arrow on below screenshot.

468 Matrix COSEC System Manual


Matrix COSEC System Manual 469
Late-IN Policy

Late-IN in COSEC is an attendance feature that allows special configurations for users who report later than the
expected reporting time. Late-IN policies assign different rules to late-coming users based on their roles and
functions. This option allows a user to define the parameters for Late-In policies which can then be assigned to
individual users or group of users.

To start defining Late-IN Policies,

1. Select the Time & Attendance Module.

2. Select Policies in the left navigation panel.

3. Under Policies, select Late-IN Policy.

The following Late-IN Policy settings page appears on your screen.

4. Click on New to start defining a new Late-IN Policy.

5. Configure the following options on this page as required:

ID: Each Late-IN Policy will have a unique ID for identification and this is generated by the system
automatically at the time of new Late-IN Policy definition.

Name: Specify a user-friendly name for the Late-IN Policy.

Default: Select this checkbox if you want to set the current policy as the default one. Users will be
linked with this Late-In Policy by default in the event of a user not being linked to any Late-In Policy.
Therefore, it is mandatory to define one default Late-In Policy.

470 Matrix COSEC System Manual


Policy Period: Edit the date fields or click on the Calendar picker button to select the From and To
dates. This would specify the period of validity for the Late-In policy. However, this option is enabled
only in the event of editing an already existing policy.

Late-IN Applicable: Check this box to activate the policy.

Max Late-IN Allowed (Min): Specify the maximum allowed time duration (in minutes) for which Late-IN
is allowed.

6. Once the above parameters have been defined, click Save to commit the new policy to the database.

Example1:

Late IN with Grace time

Shift is from 9:00 to 18:00 hours


If Late-in allowed is kept as 10 minutes, Grace time is included in working hours and Grace time for shift late-in as
30 minutes, then IN punch till 9:30 will be considered in grace period as shown on 1/7/16.

IN punch after completion of grace time(30 min) will be considered in late-in duration. The IN punch of 9:42 is Late-
IN by 12 minutes.

If Grace time is not included in working hours and Grace time for shift late-in is 0, then punch after 9:00hrs will be
marked as Late-IN as shown below: See Grace time configuration in Shift Configuration.

Example2:

Applying Short leave on Late-IN occurences

Shift:
09:00 to 18:00 hours; Min required for half day- 2hrs, full day- 4 hrs

Grace time (Go to Shifts & Schedules> Shift Configuration)


Include Grace time in working hrs enabled
Grace time for shift late-IN - 30min

Late-IN Policy: (Go to T&A> Late- IN policy)


Maximum Late-IN allowed- 30 min

Matrix COSEC System Manual 471


Short leave allowed: (Go to Attendance Policy>short leave/ official hrs restriction)
Maximum minutes allowed- 180
Maximum count allowed- 3
Duration check per short leave entry:
minimum- 5 min,
maximum-60 min

Absent Marking Rule: (Go to Attendance Policy>Absent marking rule)


Mark Absent as per- Monthly count
Mode- Independent
Late-IN occurrence check enabled:
Maximum allowed per month- 3
Absent marking type- continuous
Mark absent as- full day

The user punches are shown below:

The user is allowed to take grace period of 30 minutes i.e. he can come upto 9:30 without being marked as Late-in.
When the user comes after 9:30, he will be marked present with Late-IN.

The user can take late-ins for 3 times in a month as configured. When he comes late for 4th time, his punch will be
marked present. But after processing monthly attendance, he will be marked absent as full day or half day as per
the absent marking rule.

So, on 4th late-IN on 8-10-16, the user will be marked as absent as shown above.

If you are allowed to avail short leave hours, then you can apply the short leave on 8-10-16 which will convert your
absent to present.

To apply short leave, go to T&A>Utilities> Attendance correction as shown below.

472 Matrix COSEC System Manual


The short leave is allowed for only 3 days. After applying short leave, the absent days will be marked as present
shown by rectangle in below screenshot.

If you apply short leave for 4th day, you will be able to apply it. But after the monthly attendance process, it will be
marked as absent as shown below.

Matrix COSEC System Manual 473


Late-IN Rounding For Fraction Of An Hour

Select the Enable checkbox to enable the rounding-off rule for the Late-In time. Specify the round-off rule for each
time-slab in the fields provided. The new value defined for this round-off rule may be the actual value of Late-In or a
fixed value defined by the user. This can be specified by using the Replace Value drop down list. Save the
changes.

In case a particular policy is edited, the application creates a new level of the policy with the same ID and
name as can be seen in the grid below. In the event of a conflict in dates or some rule then the parameters
as defined in the policy with the highest level will be considered as the valid policy for that user.

474 Matrix COSEC System Manual


Early-OUT Policy

Early-OUT in COSEC is an attendance feature that allows special configurations for users who exit the workplace
earlier than the expected time. The application provides the functionality to assign different Early-OUT rules to
users based on their roles and functions. This option allows user to define the parameters for the Early-OUT
policies which can then be assigned to individual users or group of users.

An Early-OUT policy involves grouping of set of rules with varying parameters related to the early punching out of
employees. To define an Early-OUT Policy,

1. Select the Time and Attendance Module.

2. Select Policies on the module menu.

3. Under Policies, select Early-OUT Policy.

The Early-OUT Policy page appears on your screen as shown below.

4. Click New to start defining a new Early-Out Policy.

5. Configure the following options as required:

ID: Each Early-OUT Policy will have a unique ID for identification and this is generated by system
automatically at the time of new Early-OUT Policy definition.

Name: Specify a user-friendly name for the Early-Out Policy.

Date: Click on the Calendar picker button to select the From and To dates. This would specify the
period of validity for the Early-Out policy. However, this option is enabled only in the event of editing an
already existing policy.

Early Out Applicable: Check this box to activate the policy.

Max Early Out Allowed: Specify the maximum time in minutes while the early out is allowed.

Matrix COSEC System Manual 475


Check the Default box if you want to set the current policy as the default one. Users will be linked with
this Early-Out Policy by default in the event of a user not being linked to any Early-Out Policy.
Therefore, it is mandatory to define one default Early-Out Policy.

Early Out Round-off: Check this box to enable the rounding off rule for the Early-Out time. And specify
the round-off rule for each time slab in the fields provided.

6. Once the above parameters have been defined click Save to save the changes on the system.

476 Matrix COSEC System Manual


C-OFF Policy

A Compensatory-Off (C-OFF) can be defined as paid time-off awarded to an eligible employee in return for working
additional hours during an attendance period. Accrued compensatory leave may be used to provide time-off from
work at a later date of the employees choice, but within a valid time period.

To define a C-OFF Policy, Select the Time and Attendance module> Policies > C-OFF Policy.

The C-OFF Policy page opens on your screen as follows:

1. Click the New icon.

2. Configure the following options as required:

ID - Each C-OFF Policy will have a unique ID for identification and this is generated by system
automatically at the time of new C-OFF Policy definition.

Name - Specify a user-friendly name for the C-OFF Policy in this field.

Default - Select this checkbox to mark the C-OFF Policy as default.

Policy Period - Click the date selection buttons to select the Start and End dates for the policy period.
This would specify the period of validity for the C-OFF policy.

Minimum Overtime Required for C-OFF - Specify the minimum number of overtime hours in HH:MM
format which would be required for converting to C-OFF.

C-OFF Authorized in Multiples Of - Specify the multiples of timing as per which C-OFF will be
authorized to the employee. Eg: If 01:00 is set here, then C-OFF can be authorized in multiples of 1h.
This means you cannot give 2h 30 mins as C-OFF but 2h or 3 h is allowed.

C-OFF Validity Type - The C-OFF Validity Type can be either Monthly, Yearly or in terms of Days.

Matrix COSEC System Manual 477


On selecting the Monthly (or Days) option, specify the maximum number of months (or days) in the C-
OFF Validity field, before which the C-OFF has to be availed. For the Yearly option, select the day and
month of the year when the available C-OFFs will lapse.

Minimum C-OFF For Half Day Off - Specify the hours in HH:MM format which would be the minimum
hours required for half day marking.

Minimum C-OFF For Full Day Off - Specify the hours in HH:MM format which would be the minimum
hours required for full day marking.

Auto Authorize C-OFF - Select this checkbox for automatic authorization of C-OFF.

3. Click Save to add the new policy to the database successfully.

Configuration to give OT and C-OFF to user

Example1: If Only Overtime is to be given to user

Select OT/C-OFF Eligibility for the user as Only Overtime from the drop down options as shown below.

The Overtime Policy configuration for user is:

Overtime Configuration: Daily Overtime is enabled for Monday to Saturday.


Daily Overtime: Daily1

478 Matrix COSEC System Manual


Work Component Range Consider Minimum duration Applicable Multiplication
as reqd. days factor
Early-IN 00:00 to 04:00 OT1 00:00 M,T,W,Th,F,Sa 1

Overstay 00:00 to 04:00 OT2 00:00 M,T,W,Th,F,Sa 1

The Daily Attendance View shows the user punches and actual overtime as shown below.

Now to authorize overtime hours go to T&A> Authorization/Approval> OT/C-OFF. The Pending collapsible panel
shows the Total overtime hours which can be authorized as Overtime.

Select the Overtime Type component, for eg: OT2 has 03:00 hours and OT1 has 00:15 hrs.
Enter the number of hours to be given as overtime. Here 002:00 hrs is authorized as OT as shown below.

Matrix COSEC System Manual 479


Here C-OFF will be disabled as Only Overtime is selected from user configuration. so after giving 2 hrs as
overtime, it will be reflected in Auth As Overtime column as shown below.

Example2: If Only C-OFF is to be given to user

Select OT/C-OFF Eligibility for the user as Only C-OFF from the drop down options as shown below.

The C-OFF Policy configuration for user is:

Minimum Overtime required for C-OFF: 01:00 hr

480 Matrix COSEC System Manual


C-OFF authorized in multiples of: 01:00 hr
Minimum C-OFF for half day off: 04:00 hr
Minimum C-OFF for full day off: 08:00 hr

The Daily Attendance View shows the user punches and actual overtime as shown below.

Now to authorize overtime hours go to T&A> Authorization/Approval> OT/C-OFF. The Pending collapsible panel
shows the Total overtime hours which can be authorized as C-OFF.

After authorizing C-Off, it will be shown in Authorized panel as shown below.

If all the available overtime hours are authorized as C-OFF or OT, then the transaction will be shown in
Authorized panel. If only few hours are authorized then it will be shown in Pending panel only.

Matrix COSEC System Manual 481


Now this 4 hrs C-OFF will be shown in available C-OFF in Leave balance page as shown below. The user can
apply for C-OFF leave from C-OFF application. For eg: user can avail half day with 4 hrs of C-OFF.

Example3: If Both OT & C-OFF are to be given to user.

Select OT/C-OFF Eligibility for the user as Both from the drop down options. Select Authorize C-OFF on as
WO as shown below. So OT will be given from Monday to Saturday as configured from Overtime Configuration
and C-OFF will be given on Sunday.

482 Matrix COSEC System Manual


Overtime Policy & Daily Overtime

Enable Calculation on WO/PH/FB/RD as per Weekday


Daily1 components are configured from Sunday to Saturday
For auto-authorizing overtime, enable Auto Authorize Overtime component.

Matrix COSEC System Manual 483


C-OFF Policy

Enable Auto Authorize C-OFF

Daily Attendance View

The punch details of the user is shown below. The overtime of 6:00 hrs on 4-11-16 will be given as OT and 5:30 hrs
on 6-11-16 (Week-off) will be given as C-OFF.

The authorized OT is shown by pink arrow which will be given from Monday to Saturday and authorized C-OFF is
shown by green arrow which is given on Sunday.
The C-OFF authorized is of 5 hrs as it has to be in multiples of 1 hr as configured from C-OFF Policy.

484 Matrix COSEC System Manual


Matrix COSEC System Manual 485
In/Out Reasons

In some organizations, employees may be required to offer valid reasons for In/Out punch events or to explain
attendance exceptions. Such valid reasons can be pre-defined by the system administrator as per the
organizational policies and requirement. These pre-defined In/Out reasons can be then used for manual
attendance correction by HR users or for personal/official entry marking by employees using the Employee Self
Service module.

To define a new In/Out Reason,

1. Select the Time and Attendance module >Masters> In/Out Reasons

The In/Out Reasons page will appear as shown.

2. Click New .

3. The In/Out Reason ID is automatically system-generated for every new reason created.

4. Enter a brief description of the In/Out Reason in the Reason field. This can be of a maximum length of 30
characters (For e.g. Sickness or Meeting with Client).

5. In the Type field, select IN or OUT to specify the type of punch with which the reason is to be associated.

6. Click Save to commit the new In/Out reason to the COSEC database.

Maximum number of In/Out Reasons that can be created on COSEC is 999.

486 Matrix COSEC System Manual


Bus Route

The COSEC application allows the administrator to define bus routes which in turn can then be assigned to users
from the User Configuration option of the Users module.

To define a new Bus Route,

1. Select the Time and Attendance module.

2. Select Masters on the module menu.

3. Under Masters, select Bus Route.

The Bus Route page appears on your screen as follows:

4. Click New to enter the details of a new Bus Route.

5. Each Bus Route will have a unique ID for identification and this is generated by system automatically at the
time of new Bus Route creation.

6. Specify a name for the Bus Route in the Name field which can be a maximum of 30 characters.

7. Select the Active checkbox to enable the Bus Route.

8. Click Save to commit the entries to the database.

Matrix COSEC System Manual 487


Overtime Code

Each Overtime type defined on COSEC can be re-labelled as per the site requirement using the Overtime Code
functionality. For example, an organization may wish to rename the overtime type OT1 as OThlf based on a 0.5
multiplication factor they implement for pay calculation. Such overtime codes can be up to 5 characters long.

To do this,

1. Select the Time and Attendance module.

2. Select Masters on the module menu.

3. Under Masters, select Overtime Code.

The Overtime Code page appears as follows:

4. Select an Overtime Type from the list on the right-hand side of the page (say, Overtime Type1).

5. Click Edit .

6. In the Rename Code field, enter a new overtime code.

7. Click Save . The new overtime code will appear on the overtime type list as follows:

488 Matrix COSEC System Manual


Daily Attendance View

The Daily Attendance View displays all attendance data of a user for a chosen month and year. This feature on
COSEC provides easy viewing of attendance details for the HR administrator.

Click on Daily Attendance View option under Utilities in Time and Attendance Module. The page appears as
shown below:

User: Select the user from the picklist whose Attendance details are to be viewed.

Attendance Period: Select the month and year from the drop down list for which the daily attendance is to be
viewed.

Click on View to view the details in the grid.

The attendance details with In time, Out time, Work hours, Extra work hours and other shift details appear in the
grid.

Matrix COSEC System Manual 489


N-Punch View

The term N-Punch stands for n number of punches and is a system for punch calculation on COSEC. This means
that all the available attendance punches of a user on a particular day will be considered for his work hours
calculation. The N-Punch View functionality enables you to view the details of punch timings and manually edit
details if required for a selected date. This is applicable only to users for whom the N-Punch calculation is enabled
in their respective Attendance Policies.

To enable the N-Punch system for a user, go to Time and Attendance > Policies > Attendance Policy.
Select the applicable policy and set the Max Punches to Consider parameter. For details, refer to
Attendance Policy.

To access this functionality,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Under Utilities, select N-Punch View.

The page will be displayed on your screen as follows:

4. Select a user from the User picklist.

5. Specify the Attendance Date for which user punches are to be viewed. Click the button to specify a
custom period for date selection. All punches for the selected date are displayed as shown:

490 Matrix COSEC System Manual


6. To add a punch manually, select a date and time and the punch type (IN or OUT). Click the ADD button.
The new punch will be added to the grid list as a Manual Entry.

The IO dropdown list will appear (for punch type selection) only if the Out Punch From Exit Reader option
is enabled during Attendance Policy configuration of the selected user. Else, the days first punch will
automatically be counted as an IN punch, the second as OUT punch, the third as IN punch and so on.

7. To edit a punch, click the button. Edit the punch data and add a special function if required. Click
to save the changes.

Matrix COSEC System Manual 491


8. The N-Punch data can be exported in Excel format. Click the Export button to save the file at the desired
location.

If any T&A punch is changed, new punch is inserted or some T&A punch is deleted, then it should be
reflected in FVM punches also. Based on these punches Field punches of user will be updated.See Field
Visit Management on page 1001.

492 Matrix COSEC System Manual


Attendance Summary

The Attendance Summary feature, as the name suggests, summarizes and displays all attendance data of a user
for a chosen attendance period. This feature on COSEC provides easy viewing of attendance details for the HR
administrator.

To access this functionality,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Under Utilities, select Attendance Summary.

The Attendance Summary page will appear as follows:

Viewing Attendance Summary


To view the Attendance Summary for a user,

1. On the Attendance Summary page, expand the Summary tab as shown.

Matrix COSEC System Manual 493


2. Select a User by clicking the user picklist button.

3. Select a month and year from the respective drop down lists to define the Attendance Period for which
the summary is to be obtained.

4. Click the View button. The summary of the users attendance appears with the corresponding number of
days or hours for each field as follows:

5. The administrator can also view a detailed overtime summary by clicking the overtime summary button
next to the Total Overtime field as shown.

494 Matrix COSEC System Manual


The Overtime Summary presents the individual overtime hours for OT1, OT2, OT3, OT4 and OT5 and the
respective Authorized overtime. It also displays other overtime details such as Total unauthorized and authorized
overtime, total manual debit/credit, availed and available overtime for the selected user.

If change is done in
T&A Policies> AttendancePolicy> Absent Marking Rule as
"Mark Absent As Per" = "Monthly Duration" and "Mode" = "Independent" in "Attendance Policy" page, then You can
view following options in Attendance Summary.

Availed/Allowed Late-IN Duration (Mins): The 58 minutes is the availed late-in time from the allowed 120minutes as
shown in example.

Availed/Allowed Early-OUT Duration (Mins): The 18 minutes is the availed early-out time from the allowed
120minutes as shown in example.

Availed/Allowed Less Work Duration(Mins):The allowed less work hours and availed is 0.

Viewing Attendance Details


To view attendance details for the selected user,

1. On the Attendance Summary page, expand the Details tab as shown.

The Details tab displays the attendance details for individual days of the defined attendance period for the
selected employee.

2. To view the details of attendance punches for a day, click the Details
icon corresponding to the
respective Date row. The All Attendance Punches pop up window appears as shown.

Matrix COSEC System Manual 495


3. View and note down the details.

496 Matrix COSEC System Manual


Late-IN/Early-OUT Allowed

An HR administrator may, at times, be required to provide special allowance for employees to come in late or leave
early on a particular day. Such a requirement may arise due to various reasons such as bus service failure,
unnatural weather conditions, red alerts or festivities. On such an occasion, the administrator can use the Late-IN/
Early-OUT Allowed functionality to allow all Late-IN or Early-OUT punches for the specified day.

To access this functionality,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Under Utilities, select Late-IN/Early-OUT Allowed.

The Late-IN/Early-OUT Allowed page will be displayed on your screen as follows:

4. Select a date from the date selection picklist in the Override On field, on which the Late-IN/Early-OUT
Policy is to be overridden.

System will allow the application of this feature only on a day on or before the current date.

5. Specify LateIn or EarlyOut as the Override Policy to be applied.

6. Specify the start and end time in the Start Time - End Time fields in the HH:MM format. This defines the
duration for which the override policy will be allowed on the chosen date.

7. The Reason field is available only for the LateIn policy. Select the reason from the drop down list as Other
or BusLate as shown.

Matrix COSEC System Manual 497


If the reason for Late-IN is due to the late arrival of bus, then the BusLate option should be selected. For
all other reasons, Other can be selected.

8. For BusLate, select the particular bus route from the Bus Route detail picklist as shown.

9. Add a remark on the Late-IN if required in the Remark field.

10. In the Device Selection section, select a Panel/Direct Door from the drop down list and specify the panel
door.

11. Click Save .

498 Matrix COSEC System Manual


Overtime/C-OFF Entry

This option enables the HR administrator to manually enter overtime/C-OFF details for an employee as well as
credit/debit OT/C-OFF in cases where an employee has not been able to mark the entry or exit times.

To access this functionality,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Under Utilities, select Overtime/C-OFF Entry.

The Overtime/C-OFF Entry page appears as follows:

4. Select a User from the user selection picklist for whom the manual overtime/C-OFF entry is to be made.

5. Specify the Attendance Date from the date selection picklist. Click the Modification Allowed button to
specify the period within which overtime/C-OFF entry should be allowed.

6. On the selection of the Custom Period option, the system allows you to enter the number of months prior
to the current date for which the attendance details can be viewed. In the following figure, the custom
period defined is 3 months.

Matrix COSEC System Manual 499


Once the attendance period is defined, the Overtime/C-OFF Entry page appears as follows.

In the above example, a custom period of 12 months has been defined as the attendance period and the date list
on the right hand side of the page displays OT/C-OFF credit and debit details for individual dates during this period.

7. To view attendance details for the selected attendance date, expand the Attendance Details panel as
shown.

This is a read-only section and cannot be manually edited by the user.

8. Click Edit .

9. In the Manual Overtime/C-OFF Entry section, select the Component for which manual entry is to be
done. For e.g. to make an entry for OT1, select 1.

10. Specify the Entry Type as Credit or Debit.

500 Matrix COSEC System Manual


11. Enter a Value for the hours which are to be credited or debited to the selected component in the HH:MM
format as shown.

12. Click the Process button to save the manual entry for the selected date. The manual entry will now reflect
in the OT/C-OFF balance for the selected user and can be used for encashment, leave application etc.

Matrix COSEC System Manual 501


Authorization or Approval

Authorization refers to the act of sanctioning or approving an action, task, manual data entry or event performed on
the COSEC Web Application. Authorization for any activity on the COSEC Web Application can be performed by a
System Account user with appropriate page rights.

This functionality is useful when the HR administrator in an organization needs to supervise employee attendance
and authorize certain data before it is officially recorded for an employee. The Time and Attendance module
enables the administrator to perform the following authorizations/approvals for a user:

Short Leave/Official In-Out Approval

Overtime/C-OFF Approval

Daily Attendance Approval

Attendance Correction Approval

The system requires some of the above authorizations to be enabled during the configuration of the
corresponding T&A policy. Entries or applications will be forwarded for authorization/approval only if
authorization/approval functionality has been enabled for them.

502 Matrix COSEC System Manual


Previous Adjustment

This option enables the HR user to update previous adjustment data of an employee (from a closed attendance
period) in the current attendance records. This may include entry for adjustment in attendance days, OT hours,
working hours and shifts allowance. Such adjustment is then reflected in the attendance data of the current
attendance period. This feature can be useful to the HR user for effective payroll calculation.

Previous Adjustment entry can be of two types:

System Generated - Previous adjustment entry is automatically generated by the system in the following
cases:
After Leave Application and Approval
Tour Application and Approval
Manual Correction in Attendance Period
Shift Count (More than 1 shift attended by employee)

Manual - Previous adjustment entry is manually done by the HR user for an employee.

A closed attendance period on COSEC, is a previous attendance period for which attendance data has
already been processed and changes can no longer be made. This is based on the Monthly Process
configuration for an attendance period. To enable attendance correction or attendance adjustment for a
closed attendance period, go to Time and Attendance > Attendance Policy > General.

To manually enter previous adjustment data,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Under Utilities, select Previous Adjustment.

The Previous Adjustment page is displayed as shown.

Matrix COSEC System Manual 503


4. Click New .

5. In the User field, enter a user ID or select a user by clicking the picklist button.

6. In the Previous Attendance Date for Adjustment field, enter a date by clicking the date selection button.
This is the previous date for which the adjustment is to be done.

7. In the Attendance Details field, select Current or Previous to load the current or previous attendance
details for system-generated adjustment. These details will include First Half, Second Half, Working
Hours, Extra Work Hours and Shift Allowance.

8. In the Target Month For Adjustment Values, select the month and year in which the previous adjustment
is to be reflected.

9. Under Adjustment Entry, there are four options for which adjustment entry can be made - Attendance
Days, Work Hours, Overtime and Shift Allowance. Select Add(+) or Subtract(-) from the dropdown list
against each entry to add or deduct the respective field value. This can be assigned in the adjoining fields
as shown. Add a Remark if required.

10. Click Save to save the adjustment. The saved record will appear under the Previous Adjustment
Records collapsible panel.

504 Matrix COSEC System Manual


Attendance Correction

Attendance corrections are required in the event of modifications being needed in the entry or exit times posted in
the daily attendance data of users, or if new entry or exit data for a user is needed to be entered for a particular date
manually. This feature is often useful for HR users in rectifying reported issues of missing or forgotten punches.

To correct employee attendance manually,

1. Select the Time and Attendance module > Utilities > Attendance Correction.

The Attendance Correction page will open as follows:

2. Select a User from the user selection picklist whose attendance details you wish to load. The selected
users attendance data for the last attendance period will load on the right-hand side of the Attendance
Correction page as shown below.

3. By default, attendance correction for the selected user will be allowed for any date within the last

attendance period. However, to change this, click the Set Modification Allowed Selection button to

Matrix COSEC System Manual 505


define a period within which attendance correction should be allowed. In the figure below, a Custom Period
of 3 months has been allowed.

4. Enter an Attendance Date manually (DD/MM/YYYY format) or select a date from the date selection list, for
which manual correction is to be done. In the following example, the users attendance status for the
selected date is AB (absent) for the first half, and is to be marked present.

Click the Events button to view all attendance punches for the selected user on the selected date.

5. Click Edit .

6. Change the Shift/Day marking and Manual Status Marking, if required.

7. You can also add a Remark to the application, if necessary.

8. Expand the Attendance Details panel to view details such as the users Work Hours, Break Hours,

Overtime Hours etc. for the selected date. Select the button to view additional details.

506 Matrix COSEC System Manual


9. Expand the Attendance Correction panel to manually enter/edit the IN and OUT punch timings as
required in the Time field. You can also specify a Special Function such as a ShortLeave IN, Early-OUT
Allowed etc. to mark the entry or exit. An IN/OUT Reason can be selected if required.

If any T&A punch is changed, new punch is inserted or some T&A punch is deleted, then it should be
reflected in FVM punches also. Based on these punches Field punches of user will be updated.See Field
Visit Management on page 1001.

10. Expand the Break Correction panel to manually edit/enter punch timings for Break Start and Break End.
To do this select an existing punch from the Break Start dropdown list as shown.

Matrix COSEC System Manual 507


The next available punch will automatically be selected as the Break End punch (vice versa, when editing the
Break End punch timing i.e. the previous available punch is selected for Break Start).

If no punch is available before or after the selected punch, a new punch can be created by manually entering
the punch timing.

11. Enter/Edit the selected punch timing as shown.

12. Click Save to successfully update the manual corrections on the system.

For 2+ punch system, break punches cannot be corrected/edited for Official IN-OUT special function.

Now let us see an example to understand how punch posting works when Break and Short Leave/Official Hours are
taken consecutively,

Consider Shift Start = 09:00, Shift End = 18:30, Break Start = 13:00 and Break End = 13:50 , Break Deduction Type
is set as Actual Break Duration. Short Leave Authorization is required.

Punch1 Punch2 Punch3 Punch4

09:00 12:00 14:00 19:00


Short leave Out Break End

Application with Short When punch of 14:00 arrives, a new


Leave Start as 12:00 and application with Short Leave start as
Short Leave End as 12:00 and Short Leave end as 14:00
13:00 (Configured Break will be sent. Also the punch at 12:00 is
Start) is created. copied at Break start field. Hence the
break hours are calculated as per the
configurations.

508 Matrix COSEC System Manual


Break Break Short leave
Punch1 Punch2 Punch3 Punch4
Details duration duration

Break 09:00 12:00 13:50 19:00 00:50 01:00


deviation Short leave Out Break End (From 13:00 (From 12:00
is allowed to 13:50) to 13:00)

Break 09:00 12:00 13:30 19:00 00:30 01:00


deviation Short leave Out Break End (From 13:00 (From 12:00
is not to 13:30) to 13:00)
allowed

If the Applied duration (End time of short leave - Start of short leave) is greater than the maximum limit of
short leave or less than the Minimum limit of short leave then Posted duration will be 00:00 hours.

Suppose the range of short leave is 00:01 to 00:90 hours.

Punch1 Punch2 Punch3 Punch4 Applied Duration Posted Duration

09:00 13:00 13:30 16:00 02:30 00:00


Short leave Out (As 02:30 00:90)

If the Grace in Shift Late-IN is allowed then the grace duration will be added to the short leave duration
provided the total short leave duration does not exceed the maximum range of short leave allowed.

Suppose the grace for Late-IN is 30 minutes. Short leave duration is of 90 minutes.

Punch1 Punch2 Punch3 Punch4 Short leave duration

09:30 13:00 13:30 17:30 00:90


Short leave Out (30 minutes + 60
minutes)

30 minutes from shift start 60 minutes before the shift ends

Case1:If the Punch1 is at 09:40 then it will not be added to the short leave duration.
Case2:If the Punch4 is at 17:00 then 90 minutes of short leave is utilised so no more addition of 30 minutes of
grace.

Attendance Correction for N-Punch User


Select the N-punch user from the picklist. Select the date for which attendance correction is to be done.

Matrix COSEC System Manual 509


Click the Edit button and click on All Punch button. The Punch Details of the user appear as shown below:

To edit the existing punch, select the punch. You can change the timing of the punch or select special function to
the punch along with the reason.

Then click on Save icon. Click OK and click Save button from toolbar. The punch will be changed from 14:37 to
14:00 which will mark the 1st half on 29th as Present as shown below:

510 Matrix COSEC System Manual


Matrix COSEC System Manual 511
Manual Status Correction

The Manual Status Correction functionality is applicable when the attendance status of multiple users is to be
updated simultaneously for a selected date range. This allows the administrator to make uniform status changes
(e.g. To mark all users present) for the same dates and apply it to all or selected users on COSEC.

To perform Manual Status Correction,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Select Manual Status Correction.

The page will open as follows:

4. Specify a date range for the Manual Status Correction.

5. Select a Manual Status Marking option depending upon the new status to be applied.

6. Add a remark, if required.

7. Use the User Filter to specify all or specific users for whom the status correction is to be applied.

512 Matrix COSEC System Manual


8. Click the Process button. The status for all selected users will be updated once the processing is
complete. In the figure below, all the selected users will be marked Full Day Present.

Matrix COSEC System Manual 513


Attendance Exceptions

Attendance Exception is a significant concept in Time and Attendance monitoring. Exceptions are all those
instances where the punch behaviour of a user deviates from the expected organizational practice and produces a
need for manual intervention by the HR administrator. Events to be considered as exceptions can be configured by
the administrator as per organizational requirements.

For instance, absence of punches for a working day or a missing punch may be considered as an attendance
exception. So if an employee forgets to punch IN/OUT on a particular working day and is marked absent for the
whole day, the punches can be updated by the HR administrator by manual Attendance Correction or Regularizing
Exceptions.

The Attendance Exceptions feature allows an administrator to view all exception occurrences on the COSEC
system for a specified time period and act on them. To access this feature,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Under Utilities, select Attendance Exceptions.

The Attendance Exceptions page opens as follows:

4. Select a Start and End Date from the date selection picklists to specify the duration for which exception
details are to be retrieved.

5. Click the View button. All attendance exceptions for the specified time period will appear on your screen.

6. The grid list offers details of the exception such as the date of occurrence, name of user, shift of user,
punch timings, Late-IN, Early-OUT, Work Hours and Total OT.

514 Matrix COSEC System Manual


7. Click the Edit icon against the user whose details are to be manually corrected. Edit the punch
timings as required.

8. Click the Save icon to save the changes or the Cancel icon to cancel the changes made. The new
changes if any will be updated in the list.

If any T&A punch is changed, new punch is inserted or some T&A punch is deleted, then it should be
reflected in FVM punches also. Based on these punches Field punches of user will be updated.See Field
Visit Management on page 1001.

9.In the More column, click the icon to use the following options:

Edit Attendance - Select this option to go the Attendance Correction page.

Ignore Exception - Select this option to ignore the corresponding attendance exception.

Authorize Attendance - Select this option to go the Authorization or Approval page.

Apply Leave - Select this option to go the Leave Application page.

Apply Tour - Select this option to go the Tour Application page.

Apply C-OFF - Select this option to go the C-OFF Application page.

Import/Export Exceptions
The Attendance Exceptions functionality also allows the user to export the exception data in XLS format to the
local drive of a computer. This data can then be manually corrected and updated on the system by importing the
excel sheet. To do this,

1. On the Attendance Exceptions page, specify a date range to retrieve the exception data for the specified
period.

Matrix COSEC System Manual 515


2. Click the Export icon. The following pop up window appears on your screen.

3. Specify the Export File Format as XLS or CSV, as required.

4. Specify the Number of Punches To Export for each user using the dropdown list.

5. Select the Export Special Function Marking to enable this option.

6. Click the Export button. The following pop up window will appear prompting to save the file on a local
drive.

7. Click the Save button. Save the file to a suitable location as shown.

8. Open the file and make the necessary manual corrections. Save the file and note down the file location.

516 Matrix COSEC System Manual


9. Click the Import icon on the Attendance Exceptions page. The following pop up window appears:

10. In the Import File field, click Select File to browse to the file location from where the manually corrected
data is to be imported. Select a File Format (XLS or CSV). Once the file is selected, click the Upload
button. Repeat the procedure to upload another file if necessary.

11. The records are uploaded from the excelsheet and displayed in the expanded Attendance Exceptions
panel.

12. Click the Process button. The records are committed to the database successfully.

Configuring Attendance Exceptions


To configure Attendance Exceptions,

1. On the Attendance Exceptions page, specify a date range to retrieve the exception data for the specified
period.

2. Click the Settings button as shown.

Matrix COSEC System Manual 517


The following configurable panels appear on the page:

Attendance Exception - Filter Settings


This panel allows the user to filter exceptions based on two options:

Date then User


User then Date

Customizable Exceptions
This panel allows the administrator to customize events which are to be available on the COSEC system as
exceptions. Select the relevant checkboxes to define the selected events as exceptions. Specify the Operator and
the Value (Min) where required.

Filter
Use this filter to select users randomly, group-wise or to select all users.

Click the Save Settings button to save all exceptions configurations. To refresh the information displayed on the

Attendance Exceptions page, click the Refresh icon.

A record will be shown under exceptions even after correction is applied. It will be removed from the
exception list only when the correction gets approved and the status changes.

518 Matrix COSEC System Manual


Regularizing Exceptions
On clicking the Regularize icon against an exception record, COSEC will offer suggestions using which the
exception can be eliminated and the selected user can be marked present. The following example shows how
Regularization is initiated for an Absent Due to Less Work Hours (AB:Less Work Hrs) exception:

In the above scenario, the user is assigned a shift (23) with timings 08:30 hrs to 17:00 hrs and Minimum Required
Working Hours for a full-day present are 07:30 hours. However, the user has completed only 02:05 hours for the
given day and hence, has been marked absent.

The HR administrator in this case, can regularize the users attendance in two ways:

Target

Enter the target work hours to be achieved in order to mark the user present.

Matrix COSEC System Manual 519


The last available punch timing for the day is automatically adjusted to convert the users current work hours into
the target work hours. Click the Save Changes button to commit the regularized record for the user. The record will
now be removed from the exceptions list.

Suggested Change

Other than setting target work hours, suggestions can be also used to regularize exceptions, as applicable. In the
above example, COSEC suggests regularizing the deficient hours using a Full Day Leave.

The suggestions available for regularizing are:

Shift - To regularize a record by assigning the suggested shift. Any other suitable shift can also be selected
and assigned.

Leave - To regularize a record by using suggested leaves. A half day or full day leave will be suggested
depending on the number of hours to be covered. If leave balance is available, the leave will be approved
instantly. However, this may not work for certain leave application restrictions (for e.g. if the date of
regularization falls within a period when leave application is restricted.).

Late-IN - To regularize a record using the Late-IN Allowed special function. Using this special function will
not affect the users available Late-IN.

Early-OUT - To regularize a record using the Early-OUT Allowed special function. Using this special
function will not affect the users available Early-OUT.

Available Overtime - To regularize a record using the available overtime of the user (sum total of users
authorized overtime and manually credited overtime). However, no partial adjustment will be done, i.e.if 3
hours are to be adjusted but available overtime is 2.5 hours, no adjustment will be allowed.

520 Matrix COSEC System Manual


The total available overtime will be considered for the period specified for overtime adjustment in the
Attendance Correction with Overtime option in the users Attendance Policy. If this option is disabled,
the available overtime will be considered for the previous month only.

Short Leave - To regularize a record using available short leaves.

Manual Entry - To regularize a record by manually adding or editing the available punches. Click a punch
timing to edit it, or select a punch from the previous days or next days punches as shown in the following
examples.

Editing a Punch:

Selecting a Punch from Previous/Next Day Punches:

Select Punch

Save the Changes.

Matrix COSEC System Manual 521


Punches can be added using Manual Entry only if the punch system of the user allows more punches to be
added. If not, you can edit existing punches only.

Official Hours - To regularize a record by approving as official hours. The request will get approved on
saving.

Attendance Authorization - To regularize a record by approving it as attendance. The request will get
approved on saving.

Let us take another example. In the following case, the user has shift timings of 09:00 hrs to 18:30 hrs, but has left
early at 17:02 hrs. Therefore the attendance shows an exception for the day (AB:Early-OUT).

On selecting the Regularization option for this record, COSEC suggests adjustment of the Early-OUT with Short
Leaves of the user. Any other applicable suggestion may also be selected from the Regularizing With dropdown
list (For e.g. Half Day Leave can used instead of Short Leave).

Select the Verify Changes button to view the result on the users Status. If it reflects the users Status as present,
save the changes to remove the exception.

522 Matrix COSEC System Manual


Shift-Wise Management

The Shift-Wise Management functionality allows the administrator to view and manage the shift-based attendance
and reporting status of employees for a chosen date. To know more about shift-based attendance, refer to the Shift
and Schedule module.

To access this functionality,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Select Shift-Wise Management.

The Shift-Wise Management page will open as shown:

The following options appear on the Shift-Wise Management page:

4. Attendance Date: Select a date from the date selection picklist for which you want to view the shift-wise
details.

5. Filter Users: Select a category of users or enterprise groups based on this Filter as shown.

6. Group/User: Specify an enterprise group or user using the given picklist.

7. Once the above fields are specified, click the View button.

Matrix COSEC System Manual 523


The shift-based details for the specified date and users will be displayed as follows:

The above list displays the following columns:

Shift ID: This column displays the IDs of all the shifts for the specified date.

Name: This column displays the names of the shifts.

Assigned: This column displays the number of users assigned the selected shift for the specific date.

Scheduled: This column displays the number of users scheduled for the respective shifts for the
specific date.

On Leave/Tour: This column displays the number of users on a shift who are on leave/tour.

On Week-Off: This column displays the number of users on a shift who are on week-off.

On Holiday: This column displays the number of users on a shift who are on holiday.

Reported: This column displays the total number of users on the shift who have reported on the
selected date.

Not Yet Reported: This column displays the total number of users on the shift who have not yet
reported on the selected date.

8. To view a detailed list of users whose numbers are represented on the columns, click the respective
number link. This will open a pop up window with the list of users.

The admin can use this pop up window to update the shift and day status of the users if required.

9. Click the Update button to save the changes.

524 Matrix COSEC System Manual


User-Wise Attendance Restriction

This option enables the application user to assign a User-wise Restriction on selected devices for Attendance
Process. The attendance restriction can be assigned to a single user or multiple users.

To access this functionality,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Under Utilities, select User-Wise Attendance Restriction.

The User-Wise Attendance Restriction page will open as follows:

Single User Restriction


To assign restriction for a single user,

1. On the User-Wise Attendance Restriction page, select the Single User tab.

2. Select a user from the user selection picklist for whom attendance is to be restricted. On selection of user,
a list of the Assigned Devices is displayed as follows:

Matrix COSEC System Manual 525


3. Select the appropriate checkboxes under the Restrict Attendance column to restrict the users
attendance for the corresponding device as shown in the figure below:

4. Click the Update button to apply the changes.

Multiple User Restriction


To assign restriction for multiple users,

1. On the User-Wise Attendance Restriction page, select the Multiple User tab as shown.

526 Matrix COSEC System Manual


2. Select a filter for device selection from the Filter Device List dropdown list.

3. Select the required devices/device group using the corresponding picklist.

4. Select a device on the grid and Allow Attendance or Restrict Attendance for the device by selecting the
appropriate checkbox as shown.

5. Select one of the following filters from the User Filter dropdown list:

Randomly - To select users randomly using the User picklist.


Select Group - To select all users associated with a particular enterprise group using the Select
Group dropdown list.
ALL - To select all users active on the system.

6. Click the Apply button to save the changes.

Matrix COSEC System Manual 527


Change Policy

The Change Policy function is used to change the current effective Time and Attendance policy for a user or
multiple users to another policy configured on the system. Such changes can be made for the following Time and
Attendance policies:

Absentee Policy
Overtime Policy
Late-IN Policy
Early-OUT Policy
C-OFF Policy

An Attendance Policy cannot be changed using this feature. To change the Attendance Policy for a user, go
to Users User Configuration T&A Policy.

To access this functionality,

1. Select the Time and Attendance module.

2. Select Utilities on the module menu.

3. Under Utilities, select Change Policy.

The Change Policy page opens as follows:

The Change Policy function can be performed for single users as well as multiple users at a time.

528 Matrix COSEC System Manual


Changing Policy for a Single User
To change a policy for a single user,

1. On the Change Policy page, select the Single User tab as shown.

2. Select a user from the user selection picklist.

3. In the User Attendance Details section, view the current policies assigned to the selected user.

4. Select the policy type to be changed from the Change Policy drop down list.

5. Define the Date range for which the policy change would apply, by selecting the Start and End dates from
the date selection picklist.

6. Select a new policy to replace the old one from the New Policy picklist. The picklist will depend on the
policy type which is to be changed.

7. A remark related to the new policy change can be entered in the Remark field.

Matrix COSEC System Manual 529


8. Click the Apply button to apply the policy change. The New Policy will be reflected in the User
Attendance Change Records section as shown.

Changing Policy for Multiple Users


To change policy for multiple users at a time,

9. On the Change Policy page, select the Multiple User tab as shown.

10. Select a policy type for which the change is to be made from the Change Policy drop down list.

11. Define the Date range for which the policy change would apply, by selecting the Start and End dates from
the date selection picklist.

12. Select a new policy to replace the old one from the New Policy picklist. The picklist will depend on the
policy type which is to be changed.

13. A remark related to the new policy change can be entered in the Remark field.

14. Once Change Policy has been configured, select the users for whom the policy change is to be applied
using the User Filter dropdown list. This offers three options:

Randomly - To select random users from a user picklist using the Select User button.
Select Group - To select a group of users from the Select Group dropdown list.
ALL - To select all users active on the system.

15. Once the users are specified, click the Apply button to apply the changed policy.

530 Matrix COSEC System Manual


Short Leave/Official In-Out Approval

This option enables the HR user to authorize all Short Leave/Official IN-OUT requests from ESS users who have
punched IN late or punched OUT early for a particular day as per the scheduled shift timings. The ESS users can
request the Late-IN or Early-OUT events to be authorized as either a Short Leave, if allowed by HR policy, or as
official entry or exit events.

To do this, Select the Time and Attendance module > Authorization/Approval > Short Leave/Official IN-OUT.

The Short Leave/Official IN-OUT Authorization page opens as follows:

1. In the Date field, specify the start and end dates by clicking the respective date selection buttons. This
defines the period for which the status is to be viewed for Short Leave/Official IN-OUT authorization.

2. From the Authorization For drop down list, specify whether the authorization is to be performed for Short
Leave or for Official IN-OUT.

3. Specify an individual user or multiple users associated with a specific enterprise group from the Filter
Users drop down list. The authorization status can also be viewed for all active users on the system by
selecting the All option.

4. Click the View button to view all pending and authorized entries and their details.

5. Click the Edit icon.

Matrix COSEC System Manual 531


Authorization
The Pending section lists all employees for whom Short Leave/Official IN-OUT requests are yet to be sanctioned.
The following figure displays a Pending list for Official IN-OUT requests for the given period.

To view the details of a pending request, click the corresponding Details icon. The following pop up window
appears with the attendance details of the user for the selected date.

You can give the Remark before authorizing. For this click Edit button and then click Details button. After giving
your Remark, click Save button.

To approve or reject an entry, select the appropriate Approve or Reject checkbox corresponding to the user as
shown below:

Click the Save button to save the authorization.

532 Matrix COSEC System Manual


The selected entries will now be moved from the Pending section to the Approved or Rejected section as per the
authorization.

Before Authorization, first half was AB. After approving Official Out, it has become PR. And the official hours
(35min) is added in the work hours (making 8:30 hrs) The Remark given while authorization can be viewed from
Details button.

Matrix COSEC System Manual 533


Overtime/C-OFF Approval

This option enables the HR user to authorize the conversion of an employees extra work hours into Overtime or C-
OFF hours. Extra hours authorized using this option can only be considered for overtime payment or C-OFF hours
compensation.

For Configuration of OT/C-OFF See Configuration to give OT and C-OFF to user on page 478.

To enable Overtime/C-OFF Authorization, make sure that the Auto Authorize option is deselected
during both Overtime and C-OFF Policy configuration.

Authorization of a users extra hours as Overtime or C-OFF will also depend on the OT/C-OFF
Eligibility parameter set in Users > User Configuration > T&A.

To authorize OT/C-OFF for a user, Select Time and Attendance module > Authorization/Approval > Overtime/
C-OFF.

The Overtime/C-OFF Authorization page opens as follows:

1. In the Date field, specify the start and end dates from the calender buttons to view the authorization status
for extra work hours.

2. Specify an individual user or multiple users associated with a specific enterprise group from the Filter
Users drop down list. The authorization status can also be viewed for all active users on the system by
selecting the All option.

3. Click the View button to view the pending, approved and rejected status of all authorization and their
details.

534 Matrix COSEC System Manual


Pending Overtime/C-OFF
The Pending section lists all users whose extra work hours are still pending to be authorized as OT/C-OFF by an
HR administrator or Reporting In-charge.

1. Select a user from the Pending list. The overtime details for the use