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8/8/2019 SC Att Manual

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Smart Control

User Manual

Check In & Out

Smart Control 2006all rights reservedwww.smartcontrol.tw

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http://www.smartcontrol.tw/http://www.smartcontrol.tw/


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Smart Control Program Setup

Index1. Arabic Support2. Setup Smart Control

a. on server Machineb. on Client Machine

1. Arabic support: Set the default location to Arabic Egypt:

In Start menu; click Control Panel, click Regional and Language Options, click Regional Options and select Arabic (Egypt)from the dropdown list. Click OK.

2. Setup Smart Control:

From auto run CD this window appears, click next

Select program folder and click next

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You can choosea. Server: to setup Database Engineb. Client: if you want to be Client (database not on your machine), or you already have Database

If you choose Server; this window will appear, you must wait while setup database complete, or if you choose client; this window willnot appear.

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After that; this window appears. So please wait to complete BDE setup

When setup complete; you will see this window, click the Finish button to run EXE which defines (client or server to createdatabase or not).

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If you choose server:Select folder (Database Path) which save database in it, then click (Create Database)

If you choose Client:

Select (Server Name) which you will connect to it, then click (Save Settings)

Then click (Close) to end Setup.

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First Chapter

Smart Control Overview

Smart Control Overview....................................................................... 7

Smart Control Components .................................................................. 7

Getting Start .......................................................................................... 8After installing software ....................................................................... 8

Main Menu............................................................................................ 9

General Settings.................................................................................... 10

Defining Attendance Machine.............................................................. 11

Company Data Entry ............................................................................ 12

Managements ........................................................................................ 12

Departments .......................................................................................... 13

Branches................................................................................................ 13

Jobs ....................................................................................................... 14Employees Personal Data Entry Lists................................................... 15

Resignations.......................................................................................... 17

Secrecy Levels ...................................................................................... 18Working Days....................................................................................... 19

Vacations...............................................................................................22

Holidays................................................................................................ 25Permissions ........................................................................................... 27

Employee Attendance Data .................................................................. 29

Second Chapter

How to use Smart Control

Vacations System.................................................................................. 31

How to submit a vacation ..................................................................... 31

Attendance ............................................................................................ 32

Movements Record Screen ................................................................... 33Update Movements ............................................................................... 35

Daytime Chart....................................................................................... 36

Reports ..................................................................................................39

Shortcuts ............................................................................................... 40

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Smart Control Overview

Smart Control V. 3.00 is the most newest product ofSmart Control which has an extended experience in

the field of software programming. This software mainly aims to organize activities in companies and

organizations either large or limited. One of its remarkable features is the possibility of being used

inside small companies or large organizations, also it helps the multi branches companies facilitating the

transaction between its headquarters and other branches employees.

Smart Control plays a great role in organizing relation between companies and its employees through

defining specific rules that apply on all employees. Employees could be divided into specified groups

each of them has its own features or characteristics. This means that the software has a great benefit for

employers of large or small businesses.

As for employees, Smart Control helps Securing employee rights through defining their rights and

obligations. Also, in addition to its powerful and advanced capabilities that enable employer to observe

his employees, this software is considerably easy to use. Finally, you can find that this software has

many features that grant its use a great and pressing importance.

Add to this, the software has another great important feature that is, the possibility to be used with

individual groups. When installing this software on a group of devices, these devices can preserve its

ability to connect with each other as well as sharing reports among each other. In this case, anadministrator should be there to control software, and he/she must have a specific password. This

administrator has the ability to control the software and employees listed on it and allocating access

levels for each employee.

Smart Control Components

Smart Control mainly consists of two basic units:

The first unit of the software is the general settings such as, company data of departments and branches

and the data related to every employee like his name, department and his/her special ID.

While the second unit is the big one of the two. This unit is named Check in & out as it is concerned

to record employees information, attendance and departure time and what is related like vacations,

weekends, holidays, workdays, permissions, absence and what is related to employees check in and out.

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Getting StartThis section aims to help new user of Smart Control to use it smoothly. This section should be read

fully before start running the software. This section is intended to enable the user to deal with the

software without fear of problems which may occur, it also provide the client with the appropriate

environment to understand the general frame of the software to be able to deal with it. In the case of

problems occurring, Smart Control recommends referring to the references provided with the

product, it also recommends paying attention to the information mentioned in this manual in order to

avoid any problems of misuses which may affect the software negatively.

After installing softwareDirectly after setup completed, double click the program icon located on the desktop or click the Start

button then All Programs and select the program from programs list that appears. The program

starts and a message appears asks user to enter a username and a password. Since it is the first time to

start the program, the username Admin is the default username. And the password 12345 is also the

default password.

After entering the username and password, click Ok to continue.

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Opening screen

of Smart Control

Upon completion of these steps, the program will be ready to receive any data. From now on, you can

enter the data you need to Smart Control.


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Main Menu

This screen enables you to review all data in the program through selection from the icon

or the dropdown menus.

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General Settings

Through this screen, two important things are selected; the first is the beginning day of the month as

some companies consider 25th as the first day of the month, so they can calculate the salaries according

to attendance and departure before the actual end of the month.

The second is, whether you want to view the resigned employees or not.

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Defining Attendance MachineNow, we move to one of the most important topics in Smart Control, it is Defining Attendance Machine

that is used with the program. Smart Control supports many kinds of machines. To define a machine for use

click General Settings. From the appeared window, click Check In & Out Machine then click Add.

The next screen appears. Select type of machine (and its properties) that used for recording employees

checking in and out.

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Note that, the variety of machine types, supported by Smart Control, allows many companies to use it.

it also allows the user to enter employees attendance data manually in the cases that require the

administrator to intervene to manually enter some employees data. This helps when employee forgetssigning in or out or the like.


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Company Data EntryThe first thing you should handle when starting Smart Control is to enter the company data. You can

enter the company's data by clicking Company Data.

The next window appears:

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Use this window to enter the company data.

After entering the required data, click the Exit button on the top of the window.

Managements

Company managements are being selected from this screen.


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DepartmentsGenerally, company departments are selected from this section.

Selection of departments that the company consists of is one of the most important steps that must be

taken into consideration and entered during first setup of the software. This is due to the importance of

departments according to which employees are divided in within the company. Even if the company has

only one department, this department must be selected.

Branches:-After entering the previous information of the company, you should enter the information of the

company branches if any, in order to complete the company data in the database. You can enter thebranches information by clicking Branches where the below screen appears.

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Branch name and any related information are entered in the Comments field. If you want to add a new

branch for the company, click the New button, then write the branch name and a description in the

appropriate fields.

If you want to delete a branch, choose the branch name, then click the Delete button. A delete

confirmation message appears; click Yes to continue deleting, or No to cancel.


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Jobs

Here, job titles for every employee are selected.

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After entering the company information, user begins to enter that of the employees.


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Employees Personal Data Entry Lists:First, the personal data of the employee is entered from the General Data tab.

Also employee access card is entered; it is the card that passes through the machine.

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Second, more data for the employee is entered from the Hiring Data tab such as qualification, job and hiring date.


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Third, the current addresses of the employee are entered with possibility to enter pervious addresses.

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ResignationsThere is also the Resignations screen, it is used in two cases, to submit a resignation of someone or

withdraw a resignation.

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Secrecy LevelsNow we have data of a group of employees and it is semi integral. So you can customize a group of

usernames for a group of employees in order to grant them access to the database according to their job

requirements. To assign new usernames and passwords, click Secrecy Levels. The next screen

appears.

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Choose the username you wish to add from the dropdown menu next to Employees Name, select a

username and password for this username then retype the password for confirmation. Thereby; you can

give a group of employee the access to Smart Control software.


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Working DaysThe Working Days list is one of the important aspects in Smart Control software, as working days and

related data like attendance .etc, are determined through it. The working days screen consists of four

tabs; Working Days Group, Working Days Details, Defining Working Hours and Rests List.

We will explain these tabs in details.

Working Day Group:Dividing employees or workers to work groups or what can be called Shifts, is one of the important

concerns in business sector. Smart Control software divides employees or workers into groups (shifts),

every group has its own advantages and conditions which is different from other groups. If there are two

groups of working days, it is possible to set specific work conditions for each group, such as, two shifts

for the first group and one shift for the second one.

This option meets the requirements of many companies which have a lot of employees with different

ranks, so you should determine variable levels of work days for them. Record the names of working

groups according to which the employees are divided.

How to enter working days groups Click the New button to add a new group. Enter the name of the group you wish to add to the database in the Group Name field. When you wish to delete one of the existing groups in the database, click the Delete button.

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Working Days Details:After defining working days, you should move to working days details and enter the company data

concerning working hours, attendance and weekends.

Firstly, choose work group on which the following working days details apply, and then select the

period in which this details are operative by clicking the New button on top left side of the screen. The

feature of selecting many periods helps giving flexibility to work hours so that it is possible to change

working hours of a group of employees, for example, in Ramadan month since attendance time changes.Also the software requests selecting the repetition type.

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The repetition indicates to the work hours that extend from a weekend to the next weekend. This repetition

could be weekly; i.e., the employees work for seven days including the weekend. The repetition could be

changed to be every 10 days for example, where the working hours extend to 10 days including weekends given

by the management to the employees.

After determining the repetition period, this period appears under the work details screen in the form of buttons

with the day name. Using these buttons, enable you to specify the working days and weekends by clicking the

button to change its status.

If you want to add new periods to the existing, click the New button.

To delete one of the existing periods, select the period you want to delete then click the Delete button.


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Specifing Working Hours:After Specifying working days details, you should assign working hours related to employees

attendance. To specify working hours, you should first select Group Name and Period. After that,

select the working day for which you want to assign work hours by clicking the button of this day under

the Working Days field, then select work hours with inserting start in the From field and inserting

end in the To field.

Note: the field Allowance Period indicates the allowance period for the employee, for example, if theattendance time is assigned to 9:1 am, and 15 minutes are entered in allowance period field, so if the

employee delayed till 9:15, he will not receive any deduction for that delay.

How to specify working hours

Click the first day of work in the field Working Days then enter the working hours data. Thefield From indicates the start of working day, while the field To indicates its end.

Assign the allowance periods from the field Allowance Period. The field Allowance Periodunder the field From is used for assigning the allowance period after entering the time in the

field From. For example, if you enter 9:00 in the field From and 15 in the field Allowance

Period, the employee can delay till 9:15.

Click the second day of working days and select the working hours and the allowance periods. The rules of working hours that is used in the first day could be applied for all days through

clicking the button Customize All.

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VacationsNow, we will deal with an important aspect of business; it is Vacations. The Vacations screen has four

tabs, Vacations List, Vacations Group, Vacations Periods and Vacations Details. We will

explain each tab in details.

The Vacations List tab contains the main component upon which the remaining tabs based, in the same

screen. Types of vacations approved by the company are entered here.

Example on how to enter a vacation type.

Enter the vacation name in the field Vacation. If you want to delete one of the existing vacations, select the vacation to be deleted then click the

button Delete.

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Vacations Groups:

After entering vacations types, move to the tab Vacations Groups. Vacations are divided into groups;

each one has its own features that are different from those of the other groups. If we assumed that there

are two vacations groups, the first group is called less than one year and the second one is called morethan one year, you can determine a specific number of vacations for each group. For example, you can

give the first group casual leaves only, or normal leaves only, or a specific number of both types, so thatthe number is less or more than the number of the vacations given to another vacations group.

This option meets the requirements of many companies that have a lot of employees with different

ranks, so you should determine variable levels of vacations for them. Enter the names of vacations

groups which company employees are divided according to them.

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How to enter vacations groups

Register a group name. If you want to delete one of the existing vacations groups, select the group to be deleted,

then click the button Delete.


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Vacations Periods:

This option allows customizing specific periods in which specific allocations of employees vacations are

applied. For example, if the employee has 21 day vacation in the year, you should assign its start and

end which is mostly from 01/01 to 31/12

Vacations Details

After specifying Vacations Periods, move to Vacations Details tab that includes data for each one of the

vacations groups existing in the database. To select vacation specifications for each vacations group,

all types of vacations assigned in Vacations List appear under the title Vacation, and to select the

type of vacation and customizing it for selected vacations group, select the allowed days of the vacation.

This number is the maximum vacations allowed for the employee during the vacations period assigned

for vacations group of the employee.

You can control specifications of employee's vacations, regarding moving vacations forward to next

periods, through selecting the option Allow adding vacation account to next periods. Also; you can

determine whether weekends and holidays are considered as a part of vacations or not. ie. if a weekendor a holiday, like Friday or Greater Bairam corresponds to the vacation period, is that day will be

considered as a vacation or not?

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HolidaysAssigning holidays is a primary action that should be performed during establishing the general database for companies.

The holiday in this software is the word that indicates a period in which work is stopped temporarily. The holiday applies onall employees, and considered one of their rights.

To specify holidays in Smart Control software, click Holidays, then Holidays screen appears.

The holidays screen contains three tabs, Holidays Groups, Holidays List and Holidays Details.

We will deal with these tabs separately.

How to enter Holidays Groups

Click New Enter the name of the holiday's group you want to enter in the database. If you wish to delete a group in the database, select the group to be deleted, then click Delete.

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Holidays List:Holidays List is the basis of holiday's section in Smart Control software. In Holidays List, you can enter

the data of days considered holidays. For example, 6th of October entered as one of these holidays.

How to enter a holiday in the Holidays List

Enter the holiday name in the holiday field. Enter the holiday date in the field Holiday Date.

Holidays Details:The Holidays Details tabs concerns determining specific holidays for employees. For example, if there

is a specific holidays group that will be given the 6th of October as a holiday, select the holiday name,

then click the button

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