SMART BIO-ATTENDANCE SYSTEM

• Introduction
• Installation Procedure
• Masters
 Company Master
 Location Master
 Department Master
 Designation Master
 Category Master
 Leave Master
 Employee Detail Master
 Holiday Master
 Shift Master
• Transactions
 Leave Application
 Employee Identity
• Utilities
 Level Master
 User Master
 Assign Rights
 Setup Parameter
• Reports
 Physical Arrival
 Physical Departure
 Late Arrival
 Early Departure
 Attendance
 Absence
 Continuous Absence
 Overtime
 Leave Availed
 Working on Holiday

© Copyright 2010 CMS Computers Ltd. 1

Introduction:

Smart Bio Attendance System is an Attendance Monitoring System. This system has been
designed keeping in mind, in giving the clients the maximum benefits with minimum
resources.
SBAS is bundled up with various options open to the client which, helps in registering the IN
and OUT timing of an employee from the office premises by placing the finger on the
Biometric device. The employee even has an option of registering his attendance even if
he/she is not holding an ID card.
It also restricts the employee to do proxy punching / attendance of other employee, since
this technology is FINGERPRINT driven.

Installation Procedure:

There are two CD provided in the Attendance Package Kit. 1) Secugen Device CD and 2)
Software CD. The Device CD is basically used to load the required system drivers / files to
run the device in the system. 2) The Software Cd is used to load the Attendance software
and also the required supporting S/w into the system.

1. Installation of Secugen driver: Put the CD Secugen into the CD Slot. It will
automatically execute and will show two option to user, select the USB Device
and continue the setup. Once the drivers / required files are loaded setup will ask
to connect the device to the USB slot. It will automatically detect the device and
complete the installation.

NOTE: DONT CONNECT THE DEVICE BEFORE EXECUTING STEP 1.

2. Installation of Attendance System Software: Put second CD labeled 'Smart Bio

Attendance system into CD slot. Setup will run automatically. It will install the
following software into the system.

1) Griaule SDK 2) MySQL Database 5.1 3) MySQL ODBC Connector 4)

OpenOffice 5) OpenOffice DLL 6) Attendance S/w.

After installing Griaule SDK, it will prompt to restart the PC, Select 'NO' and
continue with rest of the installation.

3. SBAS Registration :
Double click the SBAS registration EXE placed in C:\Program Files\SBAS folder.
You are prompted to enter the License Key for the S/w.
License Key : SBAS101-SQL05-9001. After entering the License Key you are
required to enter the Terminal ID, which should be of 4 characters eg. A001.

4. DSN Creation
DSN: We need to create a DSN which will use MySQL ODBC 5.1 Driver and the
database that we have created. Goto Control Panel --> Administrative Tools -->
Microsoft ODBC Administrator. When the dialog box opens, Click on ADD and
select MySQL ODBC 5.1 Driver and click OK. A dialog box opens and prompts to
enter the following information.

1) DSN Name: Type SBAS in this option.

2) Server: Type 127.0.0.1
© Copyright 2010 CMS Computers Ltd. 2
 3) User Name: Type root
4) Password: Type sbas
5) Database: Select mysql. Click on TEST. It should show a message as
CONNECTION SUCCESSFUL.
6) CLICK ON OK.

5.Execute the SBAS.EXE present in C:\Program Files\SBAS. Application will prompt

to enter the following information.
1) DSN : Enter SBAS.
2) User Name: Type root.
3) Password: Type SBAS
4) Reader: Select Secugen,

This will create the database and the required tables for the Attendance S/w.

Open Command Prompt by clicking on Start --> Run --> Type 'CMD'. In the
Command window option change the directory to C:\Program Files\SBAS by typing
the following Command : cd \Program Files\SBAS.

Type the following command AutoTrigger root sbas and Press ENTER Key.

Repeat Step 4: In the database section select 'SBAS' database. Click OK.
Repeat Step 5: After entering the information, System will display the LOGIN
SCREEN. User Name : SUPERV and Password: supervisor.

Once this procedure is complete, user can run the application.

Back to Contents

© Copyright 2010 CMS Computers Ltd. 3

Company Master

This master is used to store the information about the company. This information is needed
when we enter employee information in EMPLOYEE MASTER. When a company will be
selected for an employee it will mention that this employee belongs to which company.

Once a company information is entered, and it is attached with some employees then that
record cannot be deleted.

Field Name Description

Company Name Name of the Company whose entry is being
done.
Company Code Code for the Company. Code once used for a
particular company cannot be repeated or
reused.
Company Address 1 & 2 Address / Location of the Company. Two fields
are present for entering the Address.
City City where Company is Located.
Pin Code Pin Code of that area.
State State where the Company is located

Back to Contents
© Copyright 2010 CMS Computers Ltd. 4
Location Master

This master is used to store the Location information of the Company. It is possible that a
company can have different location at different places, we have to keep the track of this
information, so as to know which employee works at which location in a Company.

Once a location information is attached to an Employee then we cannot delete the record.

Field
Description

Location Code
Location Code cannot be blank. Code once
used cannot be reused.

Location Name
Description for the Location cannot be blank.

© Copyright 2010 CMS Computers Ltd. 5

 Back to Contents
Department Master

This master is used to store the Department present in the company. Department are
defined to identify / know where the employee is present in the company.

Once a Department information is attached to an Employee then we cannot delete the

record.

Field Name Description

Department Code Department Code cannot be blank. Code once
used cannot be reused.
Department Name Description for the Department being entered.
For e.g. Software, HR, Payroll etc...

© Copyright 2010 CMS Computers Ltd. 6

 Back to Contents
Designation Master

This master is used to store the Designations defined by the company. Designations are
defined to identify / know the position of an employee in a company.

Once a Designation information is attached to an Employee then we cannot delete the

record.

Field Name Description

Designation Code Designation Code cannot be blank. Code once
used cannot be reused.
Designation Name Description for the Designation being entered.
For e.g. Officer, Manager etc...

© Copyright 2010 CMS Computers Ltd. 7

 Back to Contents
Category Master

This master is used to store the Categories defined by the company. Categories are defined
to identify / know the category of an employee in a company.

Once a Category information is attached to an Employee then we cannot delete the record.

Field Name Description

Category Code Category Code cannot be blank. Code once
used cannot be reused.
Category Name Description for the Category being entered.
For e.g. Officer, Manager etc...

© Copyright 2010 CMS Computers Ltd. 8

 Back to Contents
Leave Master

This master is used to store the Leaves defined by the company. Leaves are defined to
identify / know the leaves allotted to employees in a company.

Once a Leave information is attached to an Leave Application then we cannot delete the
record.

Field Name Description

Leave Code Leave Code cannot be blank. Code once used
cannot be reused.
Leave Name Description for the Leave being entered. For
e.g. Sick Leave, Casual Leave etc...

© Copyright 2010 CMS Computers Ltd. 9

 Back to Contents
Employee Detail Master

This master is used to store the information of employees working in the organisation.
Before entering the information of employee into this Master, we have to complete the entry
of primary masters like Company, Location, Department, Designation, Category and Shift.

User has to enter the employee code, name of the employee, Card No, date of joining, date
of birth and also the master information like Employee in which Company, Location,
Department, Designation Category and Shift. Date of birth can be left blank, its not
compulsory.

Its not compulsory to have the Card No and Employee code to be the same.

This screen is also used to register the employee. Here when we say registration, it means
the employee has to register himself by using the fingerprints so that his attendance can be
recorded properly.

© Copyright 2010 CMS Computers Ltd. 10

Once the employee is registered, his information can only be modified and re-registration is
not possible. In modification mode, after the employee code is selected / entered, he has to
verify himself so that no wrong data is changed, once the verification is done.

Back to Contents
Holiday Master

This master is used to store the Holidays defined by the company.

Field Name Description

Holiday Code Holiday Code cannot be blank. Code once used
cannot be reused.
Holiday Name Description for the Holiday being entered. For
e.g. Christmas Holiday, New Year Holiday
etc...
Holiday Date Date for the Holiday being entered. Date
should be in dd/mm/yyyy format

© Copyright 2010 CMS Computers Ltd. 11

 Back to Contents

Shift Master

The shift master is used for entering the shift details.

Field Name Description

Shift Code Shift Code cannot be blank. Code once used
cannot be reused.
Shift Name Description for the Shift being entered. For
e.g. Morning Shift, Night Shift, Normal Shift
etc...
Shift Start Time The time at which the shift is starting.
Shift End Time The time at which the shift is Ending.
Lunch Start Time The time at which the lunch time is starting.
Lunch End Time The time at which the lunch time is Ending.

© Copyright 2010 CMS Computers Ltd. 12

 Back to Contents

Transactions
Leave Application

This transaction is used to enter the leave applications submitted by the employees.

Field Name Description

Employee Code The Employee Code of the employee who is
applying for the leave.
Leave From Starting date of leave application
(dd/mm/yyyy format)
Leave To Ending date of leave application (dd/mm/yyyy
format)
Leave Duration Select the time period for leave is applied.
Leave Code Leave code of the leave that the employee is
applying for.
Remark Remark for the leave applied.
© Copyright 2010 CMS Computers Ltd. 13
 Back to Contents

Employee Identification

This screen is used to record the attendance of the employee. As soon as attendance is
recorded and the information provided by the employee is accurate it will display the
Employee Code, Employee Name, Swipe Date, Swipe Time, Designation, Category and Shift
allotted to the employee.

Information displayed is automatically cleared after a specific time interval, and the system
is ready to record a new attendance.

© Copyright 2010 CMS Computers Ltd. 14

 Back to Contents

Utilities
Level Master

This master is used to specify the levels for the user. This option allows the administrator of
the system to create the user and allow him only those option that he is concerned with.

For e.g. If administrator of the system wants to create a user who will have access to only
the Master module then he first has to create a level where in only rights for the Master
module will be assigned and then while creating the user this level will be attached to the
user making him in-accessible to all other modules of the system. This can be called as a
type of module level security.

Field Name Description

Level Id Id cannot be blank and cannot be duplicated.
Level Name Name of the Level being created.

© Copyright 2010 CMS Computers Ltd. 15

 Back to Contents

User Master

Every software created in today's world is provided with Security. Security as we

understand has to be present to protect the data from unauthorized access. If there's no
security provided to the application / data we can say SYSTEM IS OPEN.
To avoid such situation it is compulsory we create user, assign passwords to them and so
on. Here, in this option we have one more feature i.e. Levels can be assigned to the user
making him use only that option which he is supposed to access.

Once the user is created and a level is specified we have one more feature which allows the
administrator of the system to specify, the user is allowed to see and use which data. This
depends upon the Master data. Once this specification is completed user will not be able to
access / view that data which he is not assigned -- making the data more secured

Field Name Description Back to Contents

User Code Should be unique. Cannot be blank. At the time of login
user has to enter the User Code.
User Name Name of the user who will be using the newly created code.
Level Code Level for the user being created. We can assign SuperV
level to the new user or else we can create a new Level for
the user and attach the level to the user.
Password
© Copyright 2010 CMS Computers Ltd. Password (identification for the user) 16
Re-Enter Password Re-Enter Password entered previously. This should match
with the value present in Password field.
Assign Rights

While the user is created we are specifying he is able to access which module and what all
data is he able to view / access.

If we want to give a user access of particular module and he should only view the data and
not allow him to ADD / MODIFY / DELETE the data then it can be achieved by Assign Rights.

How to Assign Right to user?

First we will select all the modules the user is allowed to access. Once the level specification
is done we will create the user. If user is created successfully, select the Assign Rights
option from User Management present in Utilities. Click on Modify and select (by pressing
F2) / enter the name of the user to whom we want the rights to be assigned. As soon as the
name is entered, it will display all the module / forms which he is allowed to access with
default 'N' as rights. Click on 'N' to make it 'Y' so that the user will be allowed to do the
specified task. Every form / module will have five option

1) ADD 2) MODIFY 3) DELETE 4)VIEW 5)ALL

If we select All then Add / Modify /Delete will have the value set to 'Y' automatically.

Back to Contents
© Copyright 2010 CMS Computers Ltd. 17
Setup Parameter

The Setup Parameter Utility allows to set the system parameters, which are used
throughout the SBAS Application.
It is recommended that this activity be performed strictly by authorized personnel having
supervisory access & complete knowledge of the SBAS Application.

Field Name Description

Half Day Working Hours The minimum number of working hours to be put in by
the employee to mark him as present for half day.
Full Day Working Hours The minimum number of working hours to be put in by
the employee to mark him as present for the full day.

Back to Contents
© Copyright 2010 CMS Computers Ltd. 18
 Reports

The options available in reports are described below.

Employee Wise:
Click on the Employee Wise Selection if we want to view Employee Wise Report.

Department/Designation Wise:
Click on the Department/Designation Wise Selection if we want to view
Department/Designation Wise Report.

Start Date:
Enter the starting date from which the report has to be generated. The date should
be entered in dd/mm/yyyy format.

End Date:
Enter the ending date till which the report has to be generated. The date should be
entered in dd/mm/yyyy format.

(Attendance Report can be viewed on Daily, Monthly Periodical and Yearly basis, if User
wants to view Attendance Report for Specific Single Day than he has to Select Daily option,
if he wants to view report for a Month than he has to Select Monthly option, if he wants to
view report for specific period than he has to select Periodical option and if user wants to
view report for a Year than he has to select Yearly option.)

Back to Contents
© Copyright 2010 CMS Computers Ltd. 19
The following Reports can be generated through SBAS Application.

Physical Arrival:

This Report will specify the information for Arrival of Employee on specified date
range. It will contain the record of only those employees who are physically arrived to the
organization. This Report will be generated in Open Office.

Physical Departure:

This Report will specify the information of Departure of Employee on specified date
range. It will contain the record of only those employees who are physically left the
organization. This Report will be generated in Open Office.

Late Arrival:

This report gives details about those employees who have reported late for work.
This Report will be generated in Open Office.

Early Departure:

This report gives details about those employees who have left early from work.
This Report will be generated in Open Office.

Attendance:

This report gives the attendance details of employees. It can be generated on Daily,
Monthly, Periodically or yearly basis. This Report will be generated in Open Office.

Absence:

This report gives the absence details of employees. This Report will be generated in
Open Office.

Continuous Absence:

This report will give the information of employee who are continuously absent more
than one day. This Report will be generated in Open Office.

Overtime

This report gives the details about those employees who have been worked extra
hours. This Report will be generated in Open Office.

Leave Availed

This report gives the details about those employees who have availed of unpaid
leave. This Report will be generated in Open Office.

Working on Holiday

This report gives details about the employees who are present on holiday. This
Report will be generated in Open Office.

Back to Contents
© Copyright 2010 CMS Computers Ltd. 20