Cosec Manual

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.
Warranty
For product registration and warranty related details visit us at:
http://www.matrixcomsec.com/product-registration-form.html
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: May 3, 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 ...................................................................................................................................... 115
Renaming Groups ........................................................................................................................................... 117
Identification Server ........................................................................................................................................ 119
Setting Up the Enterprise Profile ..................................................................................................................... 128
Sending Messages from COSEC .................................................................................................................... 131
Configuring Alert Messages ............................................................................................................................ 133
Blocking Workstations ..................................................................................................................................... 137
Configuring Custom Messages ....................................................................................................................... 139
Component Status .......................................................................................................................................... 142
Table of Contents 1
Configuring Locations ..................................................................................................................................... 143
Location Group ................................................................................................................................................ 147
Exporting Data ................................................................................................................................................ 148
Importing Data ................................................................................................................................................. 156
Third Party Export ........................................................................................................................................... 158
Scheduling Tasks/Reports .............................................................................................................................. 168
Event Notification ............................................................................................................................................ 180
Message Board ............................................................................................................................................... 183
Views/Logs ...................................................................................................................................................... 185
Viewing License Information ........................................................................................................................... 193
Devices ........................................................................................................................................................ 195

Configuring Doors ........................................................................................................................................... 201
Configuring Panels .......................................................................................................................................... 247
Special Functions ............................................................................................................................................ 279
Import Devices ................................................................................................................................................ 286
Milestone Integration ....................................................................................................................................... 288
Managing Sites ............................................................................................................................................... 291
Grouping Devices ............................................................................................................................................ 293
Custom Card Formats ..................................................................................................................................... 296
Reader Mode Scheduler ................................................................................................................................. 299
Wiegand Output Format .................................................................................................................................. 302
Card Personalization ....................................................................................................................................... 305
Viewing Device Status .................................................................................................................................... 309
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.

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

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.

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.

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.

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

RS485
Ethernet Switch
TCP/IP
COSEC Monitor
Up to 32

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

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

Typical Heterogeneous Network Topology
PANEL DOORs
RS485 Database Server
COSEC
Application Server/
Monitoring Station
Ethernet
Switch
COSEC PANEL
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.

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.

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

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.

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.

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.

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.

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

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 Don’ts:

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.

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.

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.

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.

• 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.

• 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:

• 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.

• 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.

• 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.

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:

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

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.

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:

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.

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.

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

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:

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.

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:

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

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.

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.

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)”

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.

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.

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 -
C5-7 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

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

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.

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

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

Terminal C3 (Exit Switch)

C3-1 White Exit Switch IN+
C3-2 Black COM
Terminal C4 (AUX I/O)

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)

C5-1 Blue COM
C5-2 Yellow NC
C5-3 Orange NO
C5-4 Red Power Out +
C5-7 Brown Lock Tamper IN+
C5-8 Black COM
C5-9 White Door Status IN+
C5-10 Black COM

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

Direct Doors Vega
Panel/ Panel- Vega
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            

Direct Doors Vega
Panel/ Panel- Vega
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

Direct Doors Vega
Panel/ Panel- Vega
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.

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.

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

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
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

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.

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.

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.

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

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 User’s 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.

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.

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.

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.

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.

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:

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:

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.

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.

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.

• 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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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 user’s 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.

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.

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 organization’s 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 .

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.

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.

• 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.

• 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

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.

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.
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 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.

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 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.

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.

• 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

• 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

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 233.

See “Visual Tagging” on page 230.
See “Satatya” on page 231.
• 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.

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.

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.

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 keys—one 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.

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.

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.

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.

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).
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.

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
• 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.

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
• 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 Font: Select the font style from the drop down options in which the report is to be generated. If the
selected font is not available then report will be generated in default “Courier New” font.
Depending on the font style selected, the report may overlap or get misaligned.
In case of multi-lingual content, unsupported characters will be displayed as garbage values.
When the links of sub-reports are opened, the report in crystal report viewer will be dispalyed in the
selected font. When the report is exported to PDF, it will be exported in Calibri(Body).
• 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 128.

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:

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
• 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.
• 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).
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.
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.
Security Policy
This page allows to define security policies.
To configure Security Policy, go to Admin module > System Configuration > Global Policy > Security and the

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

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.

• 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.

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.

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.

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 125.
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 244.
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.

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.

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.

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.

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 123.
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 120.
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.

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.

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.

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 user’s 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 user’s 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 .

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.

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.

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 company’s 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.

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

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”

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.

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.

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 user’s name to specify the
mode via which the alert message should be sent to the user.
9. Click Save .

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.

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.

• ALL - To select all active users on the system.
• Click the Send button to send the message to the specified recipients.

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.

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.

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.

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.

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.

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”

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 150.
• 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.

• 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.

• 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 154.
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

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.

• 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 152.
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.

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

APIDailyAttendance APIMonthlyAtdSumry DailyAttendance MonthlyAtdSumry
PersonalDuration NetWorkTime PersonalDuration NetWorkTime
ManualOvertime_Credit MANOTCR NetWorkTime MANOTCR
ManualOvertime_Debit MANOTDB ManualOvertime MANOTDB

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.

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.

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”

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 160.
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.

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.

• Click Save . The saved fields will be added for the next export.

Export To Relyon
This functionality enables the COSEC system to export attendance data in Excel format which can be recognized
and imported by the Relyon’s 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.

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.

• 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
• Randomly
file will be saved.

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.

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
• Randomly
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).

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”.

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.

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.

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.

• 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.

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.

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:

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

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.

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.

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.

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.

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.

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:

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

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:

Views/Logs
The Views/Logs functionality on COSEC enables the system administrator to view the following:
• “Activity Log”
• “Event View”
• “Alert View”
• “Scheduler Log”

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:

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.

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.
A detailed list of all specified events will be displayed as shown in the following figure.

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.

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.
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.

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.
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.

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.

• 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.

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:

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.
The Reports of this module can be viewed from “Generating Reports”.

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 95 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.

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:

• 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 200.
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:

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.

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.

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 207.
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.

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.

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”
• “Identification Server”

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”

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.

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.

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.

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 267.
• 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 274.
• 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.

• 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.

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 299.
This feature is available on Door V3, NGT Door, Wireless Door, PVR Door and Vega Controller.

• 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.

• 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 296.
• 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.

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 299.
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

• 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.

• 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
• ASC
• 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

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.

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 user’s 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.

• 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:

• 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.
• Show Pin- Select this checkbox to display the characters of PIN when the PIN is entered on device.
Supported devices(Direct Doors): Wireless Door, PVR Door, NGT Door, Vega Controller, Door FMX, Door
V3.
• 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.
• 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 225.
• 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)
• 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 person’s 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:
• 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.

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.

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 302.
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

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

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.

• 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.

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.

• 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”.
• Device Type - Select the video recording device type from the dropdown menu as shown.

The compatible device types are:
• Dahua DVR Type 1

• Matrix DVR/NVR/HVR
• Hikvision DVR
• 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:

• 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.

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:

• “Configuration”
• “Linking”
• “Time Triggered”
Configuration
The Configuration section for a Direct Door V2 appears as shown below.
• 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.

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 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.
Supported devices(Direct Doors): Wireless Door, PVR Door, NGT Door, Vega Controller, Door FMX, Door
V3.
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. Select the default link from the grid and configure it.

• Name - Specify a name for the new I/O linking program to be defined.
• Active - Select this checkbox to activate this linking program.
• Input and Output are displayed as per the selection from the grid.
• 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.
• Reset Link- Select this checkbox to reset the link automatically after a defined time period.
• Reset Time- Enter the time period in hh:mm format at which the link will get reset automatically.
Suppose, an IO Link gets activated on 21/04/2017 at 15:00. And Reset Time is set as 18:00. When
Device Time is 18:00 then that IO link will get reset.
• 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.
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)
• 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.

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:
• Select the Greeting Type from the drop down list. The options available are:
• 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:
• 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.
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
• On the Device Configuration page, select the Job Costing tab.
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.

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 119.
This feature is supported on the following direct doors:
• Wireless Door
• Door V3
• PVR Door
• NGT Door
• Vega Controller
• 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.
• 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 97.
• 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.

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 200
The Access Control Policies must be enabled first at Panel level See “Enabling Access Control Features”
on page 255. and then at particular zonal level See “Setting Up Access Zones” on page 267.
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.

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”

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.
• 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

• 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.

• 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.
• 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 299. 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.

2. On the Advanced page, select the Settings section.
• 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:

• 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.

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.
• 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.

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 302.
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.

2. On the Features page, select the Set1 section.
• 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.

4. On the Features page, select the Set2 section as shown.
• 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.

• 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.

• 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.

• 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,

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.

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.

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:
• 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).

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.

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.
• 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.

• 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 251.) 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.

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.

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
• ASC
When this parameter is unchecked, all the following access control features will be checked (which are
applicable and configured).

• User enabled
• Blocked user
• ASC
• 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.

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.

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

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.
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.

The following figure illustrates the default Daylight Saving page for a panel:
• 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.
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.

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:

• 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.

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.

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.

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.

Administrative Functions: (Available with the Basic platform license.)
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)
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)
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.

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)
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:

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 285.
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:

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 306.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.

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.

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.

Import Devices
application level.
An “ImportData.xls” file is provided with the COSEC application Setup which is in the predefined format as required
To import device data from a file,
2. Select Multi-Device Options on the module menu.
3. Under Multi-Device Options, select Import Devices.
The Import Data page appears as shown.
• Import Data For - Select the table from the dropdown list to which the data is to be imported.
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.

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.
list.
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.

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,
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.

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.

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.

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”):
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 .

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.

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:
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:

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 .

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.

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,
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.

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.

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.

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,
3. Under Masters, Select Reader Mode Scheduler.
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.

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

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.

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,
3. Under Masters, Select Wiegand Output Format.
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.

• 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.

• 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.

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,
2. Select Card Personalization on the module menu.
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.

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 field’s 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.

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.

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.

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.

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

• Factory Defaults
To send a command to a device,
1. On the list view, click the button next to a device’s 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.

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.

• 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.
• PIN’s 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.
The Reports of this modules can be viewed from “Generating Reports”.

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:

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.

• 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:

• 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:

• 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.

Click on the Save button to save the employee’s 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.

3. Select a user from the User List using the Filter List.
The User Configuration page opens with the selected user’s details as shown.
A user’s 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.
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.

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
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.

• 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.

• 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.

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.

• 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 229.).
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 133. 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.

• 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.

• 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.

• 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.

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 won’t be effective.
Also if flag of ‘Deny Access On Week Off’ is enabled in Shift Schedule assigned to user, then user won’t
be granted access though user did not have week off based on Week Off group.

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.

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

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.

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.

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.

• 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 user’s 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 user’s 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.
• 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:

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.

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:

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'.

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.

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 user’s 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

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,

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.

5. Click Save . The user photo is successfully updated on the User Configuration page as shown.

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.

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”
• “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,

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
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.

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.

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.
• 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
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.
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
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.

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,

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.

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-
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,

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
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 user’s 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.

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
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.

Job Costing- Select the option Enabled from the drop down list to enable Job Costing feature.
After configuring Job Costing parameters, select the user from User Filter. Then click Update to apply Job Costing
configurations for the selected user.

In this module, you can assign schedules to the users and keep a track of their activities, while on site and also
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:

• 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.

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,
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.
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.

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.
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.

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.

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.

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

• 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.

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.

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.

• 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.

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.
• All Allotted Devices - This option appears for FP Template only. Select this to set credentials on all
allotted 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.

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

• All Allotted Devices - This option appears for PIN, Cards and FP Template. Select this to delete
• 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

• 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.

• 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
• 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.

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.

• 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.
• Click the Sync button to pull the specified credentials for multiple users to the COSEC database
successfully.

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,
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.

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.

In-Charge Permissions
This functionality facilitates the administrator to assign specific permissions to a particular Reporting In-charge
To assign In-Charge Permissions,

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.
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.

Import Users
The COSEC application has an inbuilt utility for enabling users to import data from Excel files with predefined
application level.
An “ImportData.xls” file is provided with the COSEC application setup which is in the predefined format as required
To import user data from a file,
2. Select Utilities on the module menu.
3. Under Utilities, select Import Users.
XLS or CSV.
• Import File - Browse and select the file from which user data is to be imported. Click Upload.

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.
list.
When new user is added or existing user’s 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.

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.

3. To apply all the changes made, click the Apply button.
The system will successfully delete all the selected users from the COSEC database.

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.
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.

• 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 255.

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,
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.

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 user’s 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.

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 .

ESS Role Rights
The ESS Role Rights is used to restrict user(s) access for some options in ESS login. (Like viewing other User’s
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,
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.

• 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.

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,
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.

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 133..
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,
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:

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.

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.

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 user’s 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,
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.

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.

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 user’s 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.

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.

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,
3. Under Utilities, select Change User ID.
The page will open as shown below.
4. Enter the administrator’s 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.

User Details Export
This functionality enables the administrator to export user profile data such as the user’s 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.
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:

• 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:

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.

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

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.

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.
The Reports of this modules can be viewed from “Generating Reports”.

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:
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.

• 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.

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.

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.

• 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 employee’s 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.

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.

• 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 user’s 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.

• 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 user’s 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.

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.

• 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.

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:

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.

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

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.

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.

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.

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 user’s 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.

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
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.

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
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
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.

Example 7: Monthly Count
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
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
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

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

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
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
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.

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:

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 user’s 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.

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:

• 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.

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.

• 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.

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.

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.

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 user’s 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.

• 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 employee’s 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 user’s 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“.

• 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.

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.

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.

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.

Example 4: Flexible for 24 hrs-Deduct WO hours;Target Completing
All configurations are same as Example3 except Deduct hours from Target


Deduct hours from Target- Leave- 06:00, WO-06:00
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.

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



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.

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


Consider Work hours- all enabled with 00:00; On WO- 8:00 hrs ;On leave- 8:00 hrs
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.

Example 7: Flexible for 24 hrs- Including Work hours configuration; Actual Work hrs>= Minimum required.


Consider Work hours- all enabled with 00:00; On WO- 8:00 hrs ;On leave- 8:00 hrs

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.

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.

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.

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.

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.

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.
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.

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 -

• 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.

• 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.

• 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.

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.

• 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
• 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 282.

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,

• 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
week’s 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 user’s 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 user’s 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.

• 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
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

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

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&A’s Network hours against corresponding JPC transaction i.e. the hours
considered in Network hours which are distributed as per JPC’s 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

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

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.

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

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

• 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
=0 +(shift duration- break hrs) + (3-2)
= 0+ (9:00-1:00) +1 = 8+1= 9 hrs
3rd
=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
=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
=1:30 +(shift duration- break hrs) + (4-2)
=1:30 +(9:00- 01:00) +2
= 1:30 + 8:00+2 = 11:30
7th
=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
=(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

=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.

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
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
allowed.
below:

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

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

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
allowed.
below:
Calculation of Network hours is same as done in Example1. See “Calculation of Network hours” on page 462.

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

for Network hours
23/9/16 8

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.

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.

• 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

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.

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.

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.

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.
• 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.

• 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.

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 employee’s 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:
• 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.

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

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.

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

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.

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.

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”.

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.

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.

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.
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.

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,
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:

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.

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”.
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:

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 day’s 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.

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.

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.
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.

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 user’s 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.

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.

3. View and note down the details.

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.
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.

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 .

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.
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.

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.

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.

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.

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,
3. Under Utilities, select Previous Adjustment.
The Previous Adjustment page is displayed as shown.

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.

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
user’s 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

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 user’s 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 user’s Work Hours, Break Hours,
Overtime Hours etc. for the selected date. Select the button to view additional details.

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.
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.

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.

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.

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:

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,
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.

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.

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,
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.

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.
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.

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.

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.

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.

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 user’s attendance in two ways:
Target
Enter the target work hours to be achieved in order to mark the user present.

The last available punch timing for the day is automatically adjusted to convert the user’s 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 user’s available Late-IN.
• Early-OUT - To regularize a record using the Early-OUT Allowed special function. Using this special
function will not affect the user’s available Early-OUT.
• Available Overtime - To regularize a record using the available overtime of the user (sum total of user’s
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.

The total available overtime will be considered for the period specified for overtime adjustment in the
Attendance Correction with Overtime option in the user’s 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 day’s or next day’s punches as shown in the following
examples.
Editing a Punch:
Selecting a Punch from Previous/Next Day Punches:
Select Punch
Save the Changes.

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 user’s Status. If it reflects the user’s Status as present,
save the changes to remove the exception.

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.
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.

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.

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.
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:

3. Select the appropriate checkboxes under the Restrict Attendance column to restrict the user’s
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.

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.

• ALL - To select all users active on the system.
6. Click the Apply button to save the changes.

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.
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.

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.

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.
15. Once the users are specified, click the Apply button to apply the changed policy.

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:
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.

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.

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.

Overtime/C-OFF Approval
This option enables the HR user to authorize the conversion of an employee’s 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 user’s 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.
3. Click the View button to view the pending, approved and rejected status of all authorization and their
details.

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 user are automatically loaded as shown
below:
2. Select an Overtime Type from the drop down list to view the respective overtime hours for the selected
user as per the overtime policy.
3. Authorize the available hours as Overtime hours, C-OFF hours or both as required.
4. Click the Authorize button.

5. To view the detailed attendance record for the selected user for a particular day, click the Details icon
corresponding to the user in the list. The All Attendance Punches pop up window appears on your
screen (as shown below).
6. Click the Close button to return.

Authorized Overtime/C-OFF
This section lists all the OT/C-OFF Authorizations performed for the selected user or user groups for the specified
time period as shown.
To edit the Authorized OT and Authorized C-OFF hours, enter a new value (HH:MM format) in the Authorize As
Overtime and Authorize As C-OFF fields respectively.
Click the Authorize button to update the authorization.

Attendance Correction Approval
Attendance Correction may be required by an employee in several instances. It may be required to correct a
missed or forgotten punch during the course of a working day or to request modification for an entry or exit event
posted for a particular day’s attendance data. COSEC allows employees to log in to the ESS module and apply for
attendance data corrections.
These attendance correction applications however, are required to be authorized by the COSEC Web system
administrator (likely an HR personnel) using the Time and Attendance module.
• Attendance correction performed by a System Account user will always be pre-approved.
• Attendance Correction applications can also be approved by respective Reporting Group In-
charges from the ESS application.
To authorize attendance correction applications,
2. Select Authorization/Approval on the module menu.
3. Under Authorization/Approval, select Attendance Correction.
The Attendance Correction Authorization page will appear as follows:
defines the period for which Attendance Correction Applications are to be viewed. The end date is by
default set to the current date and authorization is not allowed for any later date.
Users drop down list. The Attendance Correction Applications can also be viewed for all active users on
the system by selecting the All option.

In the following example the user group selected is Designation and subsequently a Designation is
selected from the Designation picklist. All authorization actions performed for attendance correction will
now be applicable to users associated with this group.
6. Click the View button to view all pending, approved and rejected attendance correction applications and
their details.
Pending Applications
The Pending section lists all the attendance correction applications from employees waiting to be sanctioned by
the system administrator as shown.

The previous figure displays 6 correction applications pending for authorization. To view the details of these
applications, click the Details icon . The All Attendance Punches pop up window will open as shown.
1. Specify whether the Attendance Values to be displayed should be one of the following
• On Application - Displays punch details at the time of application.

• Applied - Displays applied punch values.
• Current - Displays current punch values for the selected date.
2. Add a Remark, if required.
3. Click Save and Close.

4. Select the Approve or Reject checkbox against an application to approve or reject it respectively. The
administrator can also select all the applications for approval or rejection at the same time as shown in the
below figure:
The selected application is now moved from the Pending section to the Approved section automatically.

Approved Applications
The Approved section displays all the attendance correction applications that have been approved by the reporting
group supervisor or the system administrator. The following figure displays the Approved section with 4 approved
applications:
It is possible for the system administrator to reject all pre-approved applications by selecting the Reject checkbox
as shown.

Daily Attendance Approval
The HR administrator may want to review daily IN and OUT punch records for all users before approving these as
the official attendance for the day. This may be especially useful in monitoring irregularity in the attendance patterns
of employees and in keeping a check on suspected abuse of privileges such as punching on behalf of colleagues or
unauthorized visitors.
Authorization for Daily Attendance can be enabled during the configuration of an Attendance Policy. For more
information on how to do this, refer to “Attendance Policy”. Once enabled, every attendance event from the
configured users will pass to the respective reporting in-charges and the COSEC Web system administrator for
approval before the user is marked “present”.
To view and authorize daily attendance,
2. Select Authorization/Approval on the module menu.
3. Under Authorization/Approval, select Daily Attendance.
The Attendance Authorization page opens as follows:
defines the period for which authorization status is to be viewed for daily attendance.
6. Click the View button to view the pending and authorized attendance records of the specified users and
their details.

Pending Authorization
The Pending section lists daily attendance records of employees that are waiting to be sanctioned by the system
administrator. All the records in this section are marked “AB” (absent) because they are unauthorized.
1. Click the Details icon to view the attendance details for the corresponding user.
2. Select the appropriate checkboxes corresponding to users whose daily attendance is to be authorized.
3. Click Save .
The selected record is now moved from the Pending section to the Authorized section automatically.

Authorized Attendance
This section lists all the daily attendance records that have been authorized. All the authorized records are now
marked as “PR” (present) in the following example:
The attendance status (“AB”, “PR” etc.) after attendance is authorized, will depend on criteria such as shift
timings, work hours etc. for the respective employee. For e.g. if punches do not match with assigned shift
timings, user will be marked “AB”.
1. To revoke authorization, deselect the appropriate Authorize checkbox corresponding to a user.
2. Click Save .
The selected record is now moved from the Authorized section to the Pending section again.

Processing Attendance
This option enables an HR user to manually run certain processes required for generation of shifts, daily
attendance and month-end attendance data. Attendance data for users is generated as per their entry/exit punches
and scheduled entry/exit time. This is achieved by assigning the shifts to the users for each day of the attendance
period. Shift schedule generation does the process of assigning shift for each day of the month as per the schedule
group allotted to user.
To Process Daily Attendance See “Processing Daily Attendance” on page 546.
To Process Monthly Attendance See “Processing Monthly Attendance” on page 547.
Processing Daily Attendance

This process will enable the HR user to calculate the times related to attendance marking as per scheduled shift
and then mark the attendance for a day. This may be later on regularized, authorized and then summarized based
on the Attendance Policy to generate the attendance summary data which can be used as input for salary
calculation by any other application after importing the data in required format. Based on the attendance marking
events of the day the system calculates the working hours, overtime hours and late-in/early-out hours for the day.
To run the Attendance process,
2. Select Process on the module menu.
3. Under Process, select Daily Attendance.
The Daily Attendance Process page appears as shown:

4. The following options appear on the Daily Attendance Process page for configuration:
• Date: Specify the Start and End dates to define the period for which daily attendance is to be
processed.
• Include Denied Events: Select this checkbox to enable denied user events to be considered for daily
attendance processing.
• Reprocess Attendance Events: Select this checkbox to enable the system to do the following:
• Reprocess all attendance events based on the new policy settings.
• Revert all attendance event related changes made from the Manual Correction option to punch
related attendance events.
• Select Users: Specify the group of users whose daily attendance data is to be processed in this
section. To specify users, select one of the following options in the User Filter dropdown list:
• Randomly: Enables administrator to randomly select users from the user Picklist window.
5. Click the Process button to start processing daily attendance data.
Indiscriminate use of the Reprocess Attendance Events option is not recommended as it will revert all
changes made using the Manual Correction option.
Processing Monthly Attendance

This process will enable the HR user to generate a summary of the attendance period as per the defined
attendance policy. In addition, previous adjustment data will be generated for allowed previous closed attendance
period. Once this is done, the system allows the HR user to close the current attendance period.
To start the process,
1. Select the Time & Attendance module.
2. Select Process on the module menu.
3. Under Process, select Monthly Attendance.

The Monthly Attendance Process page appears as shown:
4. The following options appear on the Monthly Attendance Process page:
• Attendance Period: Select the month and the year for which the process is to be run. You can select
the next future month to process the custom attendance period.
Eg: Suppose your custom month is from 25th to 24th. And current date is 29/05/2016. So you can
process the future(June) month attendance period by selecting June 2016.
• Send Alert to Users: Select this checkbox if an alert message is to be sent to the assigned users at
the end of the process.
• Close Attendance Period: Select this checkbox to close the chosen attendance period after the
process is run. This will ensure that no data can be changed or processed for this period any further.
• Select Users: Specify the group of users whose monthly attendance data is to be processed in this
section. To specify users, select one of the following options in the User Filter dropdown list:
5. Click the Process button to start processing monthly attendance data.

Attendance Register Export
The COSEC system has the functionality to export attendance register data for a particular period in Excel format.
The administrator needs to configure output code for each combination of the attendance status based on the site
requirements.
See “Export Configuration” on page 552.
1. Select the Time and Attendance module > Exports > Attendance Register.
The Attendance Register page opens as follows:
2. Select the Format from the options of Basic Format and Form 25.
3. If Basic Format is selected then specify a date range for data export using the date selection buttons.
4. Enter an appropriate Filename for the file to be exported as shown.
• Randomly - To select users randomly by clicking the Select User button.

7. You can Generate Export For All Users, Active Users or Inactive users.
8. After selecting the users from the picklist, Click the Export button. On the File Download dialog box, click
Save.
9. Save the file at a desired location. The following figure illustrates an attendance register exported as an
Excel file for the month of July, 2013:
10. If Form 25 is selected then specify the month and year for which the data is to be exported.
11. Check the box to enable the custom attendance period and select the month start date- end date for
which the data is to be exported. The month end date is automatically generated as per start date
selection.

12. Enter an appropriate Filename for the file to be exported.
13. Specify the export File Format as Excel and select the user from the filter options. Then click on Export.
The Form 25 will be generated in excel format as shown below:
Note1: In case if user applied leave for some future date and was made inactive before that date, then too its
reflection in any field after it is made inactive will not be shown anywhere.
Note1: In “Basic Format” if proper data is required then “Daily Process” must be called.

Attendance Register Export can be configured to determine which data appears in the exported file and how.
To do this,
1. On the Attendance Register page, select the Configuration tab as shown.
2. Expand the Export Day-Wise Attendance With Code Mapping panel. This section enables the
administrator to map different combinations of attendance statuses for a day, to a user defined output code
as shown in the figure below.
3. In the above example, the output code for a combination of a “Present” status in the first half, and “Absent”
status in the second half for a user is defined as “PH1”. User can also set separate codes for full day
present and half day present on a Week Off/Public Holiday, as shown above.
4. An output code can also be defined against a user’s Leaving Date i.e. the last day of the user in the
organization (e.g. “Resign”).

5. Expand the Attendance Register Configuration panel. In the Select Fields to Export section, select the
appropriate checkboxes against the Fields provided, to include them during export from the COSEC
database.
6. Include Summary in Export: Enable this check box to provide the sum total of the values of specific fields
in export.
The following fields can be included in the summation.
1.<Daily> Work Hours

2.<Daily> Loss Hours
3.<Daily> Extra Work Hours
4.<Shift-Wise> Attendance
5.Shift-Allowance Presence
6.Present
7.Absent
8.Leaves
9.Holiday-Present
10.PH-HD/FD-Present
11.Work-Hours-On-Holiday
12.Week-Off-Present
13.WO-HD/FD-Present
14.Work-Hours-On Week-Off
15.Total Overtime
16.Total Authorized Overtime
17.Authorized OT1
18.Authorized OT2
19.Authorized OT3
20.Authorized OT4
21.Authorized OT5
22.Gross-Work Hours
23.Total Planned-Hours
24.Net-Work-Hours
25.Extra-Work-Hours
26.Total-Late-In
27.Total-Early-Out

28.Total-Loss-Hours
29.Total-Paid-Leaves
30.Total-Unpaid-Leaves
31.Total-Lay-Off
32.Total-C-Off
33.Total-Tour
34.Week<no>-Work Hours
35.Payable Days
36.Total Days
7. The Export Per Leave Summary section enables the user to define codes for column names of various
leave types in the exported file. Eg: The output code for Paid leave is set as “PAID” and is generated in
exported file as shown below.
8. The Form 25 Configuration panel enables the user to set a custom header message to appear on Form
25. Select the Week-Off and/or PH checkboxes to include week-offs and/or public holidays in no. of days
worked for the selected month.
9. Click the Save button to save these configurations for the next export.

Site-Wise Head Count/Man Hours Export
The COSEC Time and Attendance module enables the export of data in Excel format based on both the total head
count of personnel as well as the total man-hours count for all sites associated with a particular enterprise group
(such as Organization, Branch etc).
Select the Time and Attendance module> Exports > Site-Wise Headcount/Man Hours.
The Site-Wise Headcount/Man Hours page opens as follows:
1. Define a date range for data export by selecting the date selection buttons.
2. Specify an enterprise group from the Group By drop down list, for which the data is to be exported.
3. Specify whether the Data to be exported site-wise, should be based on Head Count, Man-hours or Work
Hours.
4. Select the Include Present Users Only checkbox to ensure that the headcount is increased only if a user
is present for a full day for an attendance date within the specified date range.
5. Enter an appropriate Filename for the file to be exported as shown.

7. On selection of “Work Hours” as data type, user can select all or random sites for which work hours
summary is to be exported. Use the site picklist to select one or more sites.

10. Save the file in a suitable location. The following figure illustrates a sample Excel file with the site-wise
head count for all designations for the month of June, 2013:

Short Leave/Official Out Time Export
This functionality enables you to export specific data related to Short Leave/Official IN-OUT marking of users such
as total duration of short leaves (authorized/unauthorized), total duration of Official Out Time (authorized/
unauthorized), reason-wise hours authorized as short leave or official marking etc. The data can be exported in
Excel format.
See “Configuration” on page 560.
1. Select the Time and Attendance module > Exports > Short Leave/Official Out Time.
Export
The page opens as follows:
2. Specify a date range for data export using the date selection buttons.

7. Save the file in a suitable location. The exported file is shown below. The following fields were selected
from the Configuration tab.

Configuration
The Short Leave/Official Out Time export can be configured to determine which data appears in the exported file.
To do this,
1. On the Short Leave/Official Out Time page, select the Configuration tab as shown.
2. In the Select Fields to Export section, select the appropriate checkboxes against the Fields provided, to
include them during export from the COSEC database.
3. Click the Reason-Wise Out Time panel.
4. Select the Add to Export checkbox. After enabling you can select the Total Out Time and No Reason
checkboxes to add these fields to the export.
5. You can select Other Reasons if you want to include any user specified reason in the export file.
6. Select one or more IN/OUT Reasons using the corresponding picklist. (As configured earlier. See “In/Out
Reasons”).
7. Click the Save button to save these configurations for the “Export”.

Group-Wise Shift Head Count Export
This feature enables the export of data in Excel format for the overall count of users belonging to different
enterprise groups (branches, departments, grades etc. say, in a manufacturing facility), reporting across different
shifts (say, day and night shifts). The data can be exported in daily and monthly formats once the enterprise groups,
shift groups and shift codes have been configured using the Configuration tab. See “Export Configuration” on
page 562.
3. Under Exports, select Group-Wise Shift Headcount.
4. Select the export format as Daily Format or Monthly Format.
5. Define a date range for data export by selecting the date selection buttons.
8. Click on Export and save the file at the required location.

The Group-Wise Shift Headcount Export can be configured to determine which data appears in the exported file
and how.
To do this,
1. On the Group-Wise Shift Headcount page, select the Configuration tab as shown.
2. In the Enterprise Group Configuration section, select enterprise groups for Group-1, Group-2 and
Group-3 for which shift-based headcount data is to be exported.
3. Use the Filter By dropdown list to select Group-1, Group-2 or Group-3 and select single or multiple groups
to filter users based on the selection. For e.g., if Group-1 is set as “Organization”, and Filter By as Group-
1, the user can select single or multiple organizations to filter users.
4. In the Shift Configuration section, select 2 shift groups and specify shifts to be included in each group.
5. User can also define codes for each shift group as shown above.

Enterprise Group-Wise Presence Count Export
This feature enables the export of data for the count of presence in selected enterprise groups or shifts out of all the
assigned users. Data can be exported in the Excel format once the relevant enterprise groups/shifts have been
selected using the Configuration tab. See “Export Configuration” on page 564.
3. Under Exports, select Enterprise Group-Wise Presence Count.
4. Define a date range for data export using the date selection buttons.
6. Click on Export and save the file at the required location.

The Enterprise Group-Wise Presence Count Export can be configured to determine which data appears in the
exported file and how.
To do this,
1. On the Enterprise Group-Wise Presence Count page, select the Configuration tab as shown.
2. Select two group types Group-1 and Group-2 based on which presence count data of users is to be sent.
The same value can be selected for both Group-1 and Group-2 as well.
3. Select Group-1 as a filter using the Filter By option. Now, select specific enterprise groups or shifts
associated with Group-1 to filter presence count for these groups only. Two organizations have been
selected for Group-1 in the example below:

4. Now, select Group-2 using the Filter By option. Select specific enterprise groups or shifts associated with
Group-2 to filter presence count for these groups only. Two shifts have been selected for filtering in the
example below:

Monthly Hours Summary Export
This export displays authorized overtime components as configured, net-work hours, work hours, shift duration,
loss hours, altogether, along with, configurable Attendance Status combinations.
The Export page has two tabs: Export and Configuration.
Export
Before Exporting you must do “Configuration” for the Export parameters.
• You can select month and year to export the summary for the desired month of year.
• Specify the alphanumeric filename with upto 20 character as the name of the file to be exported.
• Select the file format. Here it is Excel.
• Users: You can select the users Randomly, by selected group(Enterprise groups) or all users( active/
inactive/ all).
• Generate Export for: Select the users as All, Active or Inactive for which Monthly Hours Summary is to be
exported.
Finally Click on Export button to Export the monthly hours summary for the selected user.
Configuration
In Configuration tab, click on Export Configuration:
Select the fields to be exported in the monthly hours summary export file. You can select Normal/Actual working
hours, OT1 to OT5, Total overtime, Total hours etc.

Click on Attendance Status Code Mapping:
Show Output Code If Work Not Done: If work is not done on some day then attendance status for that day can be
marked by the user configured output code.
For this enable this checkbox. Then the mentioned output code will be shown if hours for that day are found as
00:00.
Attendance Status: Select the Attendance Status for 1st half and 2nd half from the drop down options.
Applicable Days: Select the applicable days for which attendance status will be mapped with the outcode code.
Output Code: Specify any code of your choice to map with the attendance status. For eg: for attendance status AB
AB in both halves, output code will be shown as abs.
Click on Add to store the configuration. Then Save the configuration.

The Export file in Excel will be generated as shown below:

Site Wise Monthly Summary Export
This export displays sheet that includes site wise records for user's attendance summary. It is a monthly level
export. It is supposed to have individual records for site-wise work done on consecutive date range of selected
month.
Export
• You can select month and year to export the summary for the desired month of year.
• Specify the alphanumeric filename with upto 20 character as the name of the file to be exported.
• Users: You can select the users Randomly, by selected group (Enterprise groups) or all users (active/
inactive/ all).
• Generate Export for: Select the users as All, Active or Inactive for which Site Wise Monthly Summary is
to be exported.
Finally Click on Export button to Export the Site wise monthly summary for the selected user.
The Export file in Excel will be generated as shown below:

Configuration
Select the fields to be exported in the Site wise monthly summary export file.
Custom Export Field Configuration
You can configure customized formula based field to export sheet. It can be created using Field and Operator from
the Field Value list.
Field Name: Enter a name for the column to be generated in export sheet.
Example:
Select a field say “Presents” and click >. The field “Presents” will move to right side.
Then select operator”+” and click >. The field “+” will move to right side.
Similarly move the “Week Offs” and “Holidays”.

Click Add button. The custom field will be shown in the grid.
Export New Entries for Occurrences
Absent- Enabling this check box will create new record in export sheet for every Absent range. It will export absent
date range and number of days.
Leave/Tour/C-OFF- Enabling this check box will create new record in export sheet for every Leave/Tour/C-OFF
range. It will export Leave/Tour/C-OFF Code, Date Range, Reason and No. of Days.
Example:
The export configuration is shown below.

The exported file is shown below.

Muster Roll Export
This export generates information of employees' details such as their attendance status, leaves, week-offs
pertaining to the shifts assigned to them.
Export
• You can select From and To date for which the export is to be done.
• Specify the alphanumeric filename with as the name of the file to be exported.
• Users: You can select the users Randomly, by selected group(Enterprise groups) or all users( active/
inactive/ all).
• Generate Export for: Select the users as All, Active or Inactive for which Muster Export is to be exported.
Finally Click on Export button to Export the monthly hours summary for the selected user.
Configuration
In Configuration tab, click on Export Shift-Wise Attendance With Code Mapping:

Add to Export: If this checkbox is enabled, then only the mapped output codes will be visible in export.
Filter Shifts: Select the option as All or Randomly to filter the shift based on which export will be done.
• Shift: If “Randomly” filter is selected, then select the shift from the picklist.
Attendance Status: Select the first half and second half attendance status.
• Present: The Present field will be enabled only If Attendance status selected is WO-Week-Off or PH-
Holiday in both dropdowns. When Present checkbox is enabled, you can select full day or half day to mark
present on week off day.
• Holiday: The Holiday field will be enabled only If Attendance status selected is WO-Week-Off in both
dropdowns.
Output Code: Specify any code of your choice to map with Shifts and Attendance Status for First half and second
half.
For eg: for attendance status AB AB in both halves, output code will be shown as ABS.
Click on Add to store the configuration. Then Save the configuration.

In Configuration tab, click on Select Fields to Export:
Select the fields to be exported in the Muster Roll export file. You can select Present, Absent, leaves, Week-offs
etc.
The fieldnames Field1, Field 2, Field 3 and Field 4 are customizable according to the names defined in Admin >
Global Policy > User > Custom Fields.
Click on Save to save the configuration.
Then Export the file from “Export” The Export file in Excel will be generated as shown below:

CHAPTER 11 Leave Management
The COSEC Leave Management gives wide options for HR to create different
leave types like PL,CL, SL,EL,ML,OD etc. with different parameters like
balance check enable/disable, paid/unpaid leave, lay off, accumulation,
minimum and maximum leaves availed at a time etc.
With the COSEC Leave Management module, you have an efficient way to:
• Set up and change leave rules and policies

• Submit and record a leave request, before, during or after the leave occurs.
• Change or cancel a leave request
• Get information on leave entitlements
• Review employee leave data including leave summary.
To use this functionality, Click on the Leave Management module. The Leave Management page will
This functionality will be available only with the COSEC Time and Attendance module license.
Leave Management Dashboard
To view the Leave Management Dashboard, select the Dashboard button on the Leave Management
page.The Dashboard displays basic information on leaves configured on the COSEC system under the following
groups:
Leave Summary
• Paid Leaves - Total number of paid leaves configured on system.

• Un-Paid Leaves - Total number of un-paid leaves configured on system.
• On-Duty/Tour - Total number of tour type leaves configured on system.
• C-OFF - Total number of C-OFF type leaves configured on system.
• Restricted Holiday - Total number of restricted holidays configured on system.
• Lay-Off - Total number of lay-off type leaves configured on system.

Pending Application Approvals
• Leave Applications - Total number of leave applications in pending state. This number will depend on the
login user based on their rights on users/groups.
• Leave Cancellation - Total number of leave cancellation applications in pending state. This number will
depend on the login user based on their rights on users/groups.
• Leave Modification - Total number of leave modification applications in pending state. This number will
• Tour Applications - Total number of tour applications in pending state. This number will depend on the
login user based on their rights on users/groups.
• Tour Cancellation - Total number of tour cancellation applications in pending state. This number will
• Tour Modification - Total number of tour modification applications in pending state. This number will
• C-OFF Applications - Total number of C-OFF applications in pending state. This number will depend on
the login user based on their rights on users/groups.
• C-OFF Cancellation - Total number of C-OFF cancellation applications in pending state. This number will
Leave Group Summary
• Configured Leave Groups - Total number of leave groups configured on the system.
• Default Leave Group - The code for the default leave group configured on the system
• Added Leaves - Total number of leaves added in the default leave group (for all leave types except C-
OFF).
• Added Tours - Total number of tours added in the default leave group.
• Added C-OFFs - Total number of C-OFF leaves added in the default leave group.
Accrual Policy Summary
• Total Accrual Policies - Total number of Accrual Policies configured on the system.
• Configured Fixed Policy - Total number of leave accrual policies configured in the fixed accrual mode.
• Configured Calculated Policy - Total number of leave accrual policies configured in the calculated accrual
mode.

The information displayed here will consider only such group of users on whom the login user has rights.

Configuring Leaves
The COSEC Leave Management module enables the HR administrator to define multiple leaves as per the
company policy. Leaves other than the commonly used leaves, can also be created and parameters for such
leaves can be defined as per the organization’s requirement.
Defining New Leaves
To define a new leave, go to Leave Management > Leave and the following page appears.
The page displays configurations on the left side and to the right is a grid containing existing created leaves.
To add a new leave click the new button and provide the below given parameters:
• Leave: Every new leave must be defined with a Code and a Name. Enter the details in the respective
fields. The leave code can be of maximum 2 alphanumeric characters. For example, for the leave name
“Maternity Leave”, the leave code can be “ML”.
• Leave Type: Select the type of leave or the leave category from the dropdown list to indicate whether the
leave is one of the following types -
• Paid Leave
• Lay Off
• Unpaid
• Restricted Holiday
• Compensatory Off
Lay Off is a type of unpaid leave.
• Minimum Allowed At a Time: Specify the minimum number of days for which the employees can apply
leave at one time.

• Maximum Allowed Limit: Specify the maximum number of days for which the employees can apply
leave.
• Maximum Allowed Limit For: Select the application for which the maximum limit can be set.
• Single App: If this option is selected and the maximum allowed limit is configured as 2, then an
employee will be able to apply for a maximum of 2 leaves at a time.
• Consecutive Apps: In this case, the maximum allowed limit applies not only to a single application but
to all applications made consecutively for the same leave type before or after it.
E.g.: In case of this leave, an employee can apply for a total of 2 leaves inclusive of all applications for
the same leave type before or after the current leave application. So if an employee applies for a “Sick
Leave” from 2nd-3rd December, he will not be allowed to apply for a sick leave for 4th-5th December in
this case. But if he applies leave from 5th-7th December, he will be able to do so.
However, for Single Application, a new sick leave of 2 days can be applied for, 4th-5th December.
• Click Save to define the new leave on the system successfully. The leave gets displayed in the grid as
shown in the screen below.
• Now, select the leave from the grid and click Edit to configure additional parameters for the leave as
described in the following sections.
Once used on the system (e.g. for leave application), a leave cannot be modified or deleted. Therefore the
HR administrator must configure leaves with care before they are used on the system.

Optional Restrictions
These options can be used to impose certain leave application rights and requirements on employees. To configure
this, expand the Optional Restrictions panel and the following screen appears.
• Allowed Users: Select an option specifying whether the selected leave should be applicable to all users or
to either male or female users.
• Medical Certificate Required: Select an option from the dropdown list mentioning the requirement of the
medical certificate. If Medical Certificate is required to be compulsorily produced by the applicant for the
approval of this leave then select Upload Document option. If the Medical Certificate is required but not
required for uploading, then select Ensure Availability. If not required at all, select None.
• Min. Leave For Certificate Compulsion: Specify a minimum period (in days) for leave application which
will generate the necessity to produce a medical certificate by the applicant. E.g. If 3 days are specified,
then the user will be required to submit a medical certificate on taking leave for 3 or more than 3 days. And
if he takes leave for 2 days then medical certificate is not required to be submitted to the company.
Leave Club Rule
The concept of Leave Club Rule in COSEC allows employees to use the selected leave along with other leaves
configured on the system. For instance, an employee may be allowed to club a Compensatory Off with a Casual
Leave in certain organizations, while others may not allow it. To define this rule, expand the Leave Club Rule
panel as shown below.
• Allowed With All Other Leaves: Select the checkbox to allow the selected leave to be clubbed with any
other leave pre-configured on the system.

• Leaves Which Cannot Be Clubbed: If some leaves are not to be allowed for clubbing with the selected
leave, specify such leaves by selecting the appropriate checkboxes corresponding to each leave. Scroll up
or down to view the entire list of available leaves on the system. These are the pre-created leaves.
• Check Clubbing Across Week-Off/Holiday: Enable the checkbox if leave clubbing is to be checked for
next/previous day even when a Week-Off/Public Holiday lies on either side. In such a case, if invalid leave
clubbing is detected (e.g. say, two leaves which cannot be clubbed are applied on either side of a Week-
Off), user will not be able to apply for the leave.
Example1: Leaves Which Cannot Be Clubbed
Create a PL leave and configure the parameter “Leaves Which Cannot Be Clubbed” as shown in the above
screen.
Now, apply one Casual Leave on 14th November either from ESS module or from Leave Management module and
then apply one Paid Leave on 15th November.
On applying leave for 15th November, the system displays an error message stating “This leave should not be
clubbed with CL” as shown in the screen below.
Thus, if you try to apply Casual Leave and Paid Leave one after another, the system will not allow to do so and
displays the error message as shown in the above screen.

Example 2: Check Clubbing Across Week-Off/Holiday
Create a PL leave and configure the parameters “Leaves Which Cannot Be Clubbed” and “Check Clubbing
Across Week-Off/Holiday” as shown in the below screen.
Now, apply one Casual Leave on 5th November either from ESS module or from Leave Management module and
then apply one Privilege Leave on 7th November. 6th November is the Week-Off.
On applying leave for 7th November, the system displays an error message stating “This leave shold not be
clubbed with CL” as shown in the screen below.
Thus, if Check Clubbing Across Week-Off/Holiday option is enabled while configuring the leave and if you try to
apply Casual Leave and Paid Leave one after another, the system will not allow to do so and will display an error
message as shown in the above screen.
Similarly, if leaves are applied between a Public Holiday, then also the user will be restricted from applying.

Leave Application Restrictions
Certain restrictions can also be enabled for the leave application process in an organization, making it mandatory
for an employee to follow some rules when applying for leaves. For e.g., hospitals and other emergency care
facilities often need to arrange for substitutes beforehand, for any employee who goes on a leave. In such cases,
employees may be required compulsorily to offer leave notification, a specific number of days in advance. To apply
such restrictions, expand the Leave Application Restrictions panel as shown below.
• Application Allowed Before Leave: Select this option for allowing employees to apply before going on
leave. By default it is in enabled state.
• Min. Days Before Leave Start Date: Specify the minimum number of days from the leave start date,
before which application for the leave applied will not be allowed any more. COSEC Server will consider
the implementation of this configuration from the current date.
Example: Specify Minimum days before leave start date as 2. And if the current date is 18th November
and the leave to be applied is on 21st, then user will be allowed to apply leave. But, if the user tries to apply
leave for 19th i.e. 1 day before then user will not be allowed to apply for leave.
• Application Allowed After Leave: Select this option for allowing employees to apply after going on leave.
By default it is in enabled state.

• Max. Days After Leave End Date: Specify the maximum number of days after the leave ends, after which
application for the leave taken won’t be allowed any more. This will consider from the current date.
Example: Specify Maximum days after leave end date as 1. If the current date is 18th November and the
leave to be applied is for 17th, then user will be allowed to apply leave. But, if the user tries to apply leave
for 15th November on 18th November i.e. after 3 days then he will not be allowed to apply for leave and an
error message will be displayed as shown in the screen below.
• Restrict Application Within Specified Period: Enable the checkbox to impose a restriction on leave
application for a specific period. This is usually used in certain organizations where employees are
restricted from taking paid leaves during their probationary period.
• Restriction Type: Select the type of restriction till which an employee cannot apply for leave. The
restriction type can be till the employee’s Confirmation Date or for a specific duration (Restriction Period)
starting from the employee’s Joining Date.
For this restriction to work, care must be taken to save user’s joining and confirmation dates in COSEC
before any leaves are applied. Also, any auto-attendance correction or attendance regularization using
leaves for dates that fall within the Restriction Period will be overruled.
Example: Consider The restriction type as “Joining Date” and specify the Restriction Period as “month” and
number of months as “6” for “PL” leave type. Current month is “November”.
Now, if a user Rosy has joined in the month of July and she tries to apply for leave, then she will not be allowed and
an error message will be displayed as shown in the screen below.

Keeping Check on Leave Balance
This option allows the HR administrator to keep a check on the leave balance of any user configured on COSEC.
To do this, expand the Leave Balance Check panel as shown below.
• Enable Balance Check: Select the checkbox to enable users to check their leave balance. If disabled for
a particular leave then users cannot credit/debit/encash leaves to this type of leave. But when the user will

apply for leave from the ESS module it will act as unpaid leave. But it is recommended that this option is
enabled so that the user can use other facilities of leaves.
Maximum Limit in Attendance Period
Select the checkbox to maintain an upper limit restriction for leaves applied in Attendance Period. Specify the
maximum allowed leave limit in attendance period for the specific leave type.
Example: Suppose the maximum limit in Attendance Period is 4 for Casual Leave type. Then user will be
allowed to apply leave for 4 days only. Now, if user tries to apply leave for more than 4 days in a month then he
will not be allowed to apply for any more casual leave in that particular month and will receive an error
message on the screen as shown below.
Carry Forward To Next Year
• Enable: Select the checkbox to enable the unused leave balance to be carried over to the next year.
• Maximum Carry Forward Limit Check: Select the checkbox to put a restriction on the number of leaves
to be carry forwarded to the next year. Specify the maximum number of leaves in the textbox that can be
carried forward to the next year. E.g. If for one year the leave balance is 40 leaves and the maximum leave
to be carry forwarded is 20, then only 20 leaves will be carry forwarded to the next year. While the
remaining 20 leaves will get lapsed.
Balance Mgmt. From Other Leave
• Enable: Select the checkbox, if the balance of another leave defined on the system is to be managed from
the currently selected leave.

• Balance To Be Managed From: Select the leave from the dropdown list to be managed from the leave
being configured.
• Multiplication Factor For Deduction: Enter a value for this balance management. E.g. If the value
specified is 1 for Casual Leave, then 1 leave of Privilege Leave will be given to the Casual leave when the
Casual Leave balance becomes 0 and still Casual Leave is applied.
Example: Balance to be Managed From is selected as “Casual Leave” and the multiplication factor is specified as
“1” for Privilege Leave.
Leave Application Scenario

Suppose the Availed Balance of Casual Leave is 2 days in the Leave Balance page as shown in the screen below.
Now apply one Privilege leave.

Once the leave gets applied, check the balance from the Leave Balance page.
The Availed balance of Casual Leave becomes 3 and Privilege Leave is still 0. This is because the Privilege Leave
balance is managed from Casual Leave balance. Hence, any leave applied, credited, debited or encashed will be
deducted from Casual Leave only and not from the Privilege Leave.
Credit Scenario
Now if 3 leaves are credited for Privilege Leave from Balance Management > Credit/Debit/Encashment page,
then the balance of 3 leaves will be credited to Casual Leave. The number of leaves credited to Privilege Leave can
be viewed from the Leave Balance page.
Debit Scenario
If 3 leaves are debited for Privilege Leave from Balance Management > Credit/Debit/Encashment page, then the
balance of 3 leaves will be debited from Casual Leave and not the Privilege Leave. The number of leaves debited
from Privilege Leave can be viewed from the Leave Balance page.
Encashment Scenario
If 3 leaves are encashed for Privilege Leave from Balance Management > Credit/Debit/Encashment page, then
the balance of 3 leaves encashed will be deducted from the Casual Leave only. The number of leaves encashed for
Privilege Leave can be viewed from the Leave Balance page. For encashment the Leave Encashment checkbox
should be enabled.

Leave Encashment
• Enable: Select the checkbox to make the selected leave available for encashment.
• Min. Balance Check After Encashment: Select the checkbox to define whether the system should
maintain a certain balance before allowing encashment. If enabled, enter the minimum required leave
balance for allowing encashment. Example: If 2 is specified and out of total 5 leaves 4 leaves are applied
for encashment, then the user will not be allowed as minimum 2 leaves are required to be left in the leave
balance after encashment.
Maximum Accumulation Check
• Enable: Select the checkbox and enter a value for Maximum Accumulation Check to enable restriction on
maximum leave balance accumulation for a year. In case a leave credit is made that causes the leave
balance to exceed the specified Maximum Accumulation limit, only a partial credit will be allowed. For e.g.,
say, a user’s leave balance is 48 and Maximum Accumulation limit is of 50 leaves, then a maximum leave
credit of 2 leaves shall be allowed.
Week-OFF/Holiday Club-Cover Rule
This is a conditional rule that enables the administrator to determine whether a Week-Off/Holiday that lies in continuity
with a leave (either before, after or on both sides of Week-Off/Holiday), should be allowed. If this is not allowed, then the
Week-Off/Holiday will be clubbed/covered by the system as a leave.
To apply this rule, expand the Week-OFF/Holiday Club-Cover Rule panel as shown below.
Select the appropriate checkboxes to apply Week-Off/Holiday club and cover rule for the following conditions:
Week-Off Club/Cover Rule
• Allowed on Single Sided Leave: Leave is allowed only if the user is on leave on any one side of the
Week-Off. Single side can be second half of previous day or first half of next day or either of the full
day. E.g. If Week Off is on 6th November (Sunday) and Leave is applied for 5th November (Saturday)
then user will be allowed to apply. But if the user applies for leave on 7th November (Monday) also then
he will not be allowed to apply and an error message will be displayed on the screen.

• Allowed on Both Sided Leave: Leave is allowed only if the user is on leave on both sides of a Week-
Off. The both sides can be second half of previous day or first half of the next day or full day on both the
sides of Week-Off. In this case single sided leave will not be considered. i.e. If leave is applied for 5th
November only and Week Off is on 6th November, then user will not be allowed. He will have to apply
for leave on 7th November also.
• Atleast Full Day Leave For Club-Cover: Applies club-cover rule for the following scenarios:
• When Allowed on Single Sided Leave is also checked, Week-Off will be allowed only if the user is
on a full day leave on any one side of a Week-Off.
• When Allowed on Both Sided Leave is also checked, Week-Off will be allowed only if the user is
on a full day leave on both sides of a Week-Off.
• Enable Minimum Limit Check: Select this checkbox to enable a check on the minimum number of
leaves that can be availed on both sides of a Week-Off.
• Minimum limit around Week-Off: Specify the minimum number of leaves that can be applied around
the week-off. This check will be applicable only for similar leave types on both sides of a Week-Off.
Example: Consider Minimum Limit Around Week-Off as “3” as shown in the screen below.
Now apply Privilege Leave from 4th November to 8th November as shown in the screen below.

The user will not be allowed to apply leave and an error message will be displayed as shown in the screen above.
This is because only “3” leaves can be applied around the week-off and in the above example leave is applied for
“4” days.
Thus, the user will not be allowed to apply leave more than the number configured in the parameter “Minimum Limit
Around Week-Off”.
Holiday Club/Cover Rule
The Holiday Club/Cover Rule will work similar to the Week-Off Club/Cover rule. Hence, for examples and
better understanding of parameters See “Week-Off Club/Cover Rule” on page 593.
• Allowed on Single Sided Leave: Holiday is allowed only if the user is on leave on any one side of the
Holiday. Single side can be second half of previous day or first half of next day or either of the full day.
• Allowed on Both Sided Leave: Holiday is allowed only if the user is on leave on both sides of a
Holiday. The both sides can be second half of previous day or first half of the next day or full day on
both the sides of holiday.
• Atleast Full Day Leave For Club-Cover: Applies club-cover rule for the following scenarios:
• When Allowed on Single Sided Leave is also checked, Holiday will be allowed only if the user is
on a full day leave on any one side of a Holiday.
• When Allowed on Both Sided Leave is also checked, Holiday will be allowed only if the user is on
a full day leave on both sides of a Holiday.
• Enable Minimum Limit Check: Select this checkbox to enable a check on the minimum number of
leaves that can be availed on both sides of a Public Holiday.
• Minimum limit around Holiday: Specify the minimum number of leaves that can be applied around
the holiday. This check will be applicable only for similar leave types on both sides of a Holiday.
Once all the parameters get configured, click Save button and the created leave gets displayed in the grid as
shown in the screen below.

You can also delete the created leave by selecting the leave from the grid and clicking Delete button.

Tours
A tour is an official trip undertaken by an employee for work-related purposes. Many organizations follow a formal
procedure for tour application and approval. This procedure may vary depending upon organizational norms and
practices. For example, some establishments may allow employees to club tours with other leaves, while others
may not.
The Leave Management module supports creation of customized tour types alongside a flexible option to generate
tour applications and tour authorization by the concerned personnel. This section will describe the process of tour
configuration, application and approval as performed using the Leave Management module.
Tour Application and Approval can be performed both using the Leave Management module by system-
account users with appropriate page rights, as well as using the Employee Self Service module by
employees and their respective reporting in-charges. For more information on tour application/approval via
ESS, please refer to the respective user documentation.
Defining New Tours
To define a new tour, go to Leave Management module > Tour and the following page appears.
The page displays configurations on the left side and a grid containing existing tours on the right hand side.
Tours and Leaves on COSEC have a similar configuration. To know more about configuring for leaves,
refer to “Defining New Leaves”.
• Tour: Every new tour must be defined with a Code and a Name. Enter the details in the respective fields.
The tour Code can be of maximum 2 alphanumeric characters. For example, for the tour name “Tour”, the
leave code has been assigned as “TR”.
• Tour Type: Select the tour type as Tour/ON Duty.
• Minimum Allowed At A Time: Specify the minimum number of tours in days which will be allowed to
employees at a time.

• Maximum Allowed Limit: Specify the miaxmum number of tours in days which will be allowed to
employees at a time.
• Maximum Allowed Limit For: The maximum allowed limit can be set for:
• Single App - Here the maximum allowed limit is applicable only to a single tour application. Hence
when, the Maximum Allowed Limit for a Single Application is 2, then an employee will be able to
apply for a maximum of 2 days of tour at a time.
• Consecutive Apps - Here the maximum allowed limit applies not only to a single application but to
all applications for the same tour made consecutively before or after it as shown.
Optional Restrictions
This options can be used to impose certain tour application rights and requirements on employees. To configure
this, expand the Optional Restrictions panel as shown below.
• Allowed Users: Select an option from the dropdown list to specify whether the tour should be applicable to
all users or only to either male or female users.
Tour Club Rule
The concept of Tour Club Rule in COSEC allows employees to use the selected tour along with other leaves
configured on the system. To define this rule, expand the Tour Club Rule panel as shown below.
• Allowed With All Other Tour: Select the checkbox to allow the selected tour to be clubbed with any other
leave pre-configured on the system.

• Tours Which Cannot Be Clubbed: If all leaves are not to be allowed for clubbing with the selected tour,
specify such leaves by selecting the appropriate checkboxes corresponding to each leave. Scroll up or
down to view the entire list of available leaves on the system.
• Check Clubbing Across Week-Off/Holiday: Enable the checkbox if tour clubbing is to be checked for
next/previous day even when a Week-Off/Public Holiday lies on either side. In such a case, if invalid tour
clubbing is detected (e.g. say, two leaves which cannot be clubbed are applied on either side of a Week-
Off), user will not be able to apply for the tour.
Tour Application Restrictions
Certain restrictions can also be enabled for the tour application process in an organization, making it mandatory for
an employee to follow some rules when applying for tours. To apply such restrictions, expand the Tour
Application Restrictions panel as shown below.
• Application Allowed Before Tour: Select this option for allowing employees to apply before going on
tour. By default it is in enabled state.
• Min. Days Before Tour Start Date: Specify the minimum number of days from the tour start date, after
which application for the tour taken will not be allowed any more.
• Application Allowed After Tour: Select this option for allowing employees to apply after going on tour. By
default it is in enabled state.
• Max. Days After Tour End Date: Specify the maximum number of days after the tour ends, after which
application for the tour taken won’t be allowed any more.
• Restrict Application Within Specified Period: Enable the checkbox to impose a restriction on tour
application for a specific period. This is usually used in certain organizations where employees are
restricted from taking paid leaves during their probationary period.
• Restriction Type: Select the type of restriction till which an employee cannot apply for leave. The
restriction type can be till the employee’s Confirmation Date or for a specific duration (Restriction Period)
starting from the employee’s Joining Date.
For this restriction to work, care must be taken to save user’s joining and confirmation dates in COSEC
before any tours are applied.
Week-OFF/Holiday Club-Cover Rule
To configure this option for tours, refer to “Week-OFF/Holiday Club-Cover Rule” for leave configuration.

Leave Group
This option enables the user to club multiple leaves into groups to assign them to users. The COSEC system has a
capacity to create unlimited leave groups with different IDs and leaves as member of the groups.
To create a new leave group, go to Leave Management module > Leave Group and the following screen
appears.
The page displays configurations on the left hand side and the to the right is a grid containing existing leave groups.
• Leave Group: Enter a Name for the new leave group.
• Default: Select the checkbox to indicate the new leave group as default.
• Enable Pro-rata: Select the checkbox to enable leave credit on pro-rata basis (i.e. on the basis of the
actual number of days worked by an employee). This shall be applicable to all leaves added in the new
leave group.
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 on Pro-rata basis.
"The users who are expected to get credited leaves using pro-rata should be assigned a Leave group
where "Enable Pro-rata" flag is set.
"Apply Pro-rata" flag should also be checked at "Credit/Debit/Encashment" page to apply pro-rata for the
selected users.

Leave Rounding Parameters
• Enable Leave Rounding: If “Enable Pro-rata” is checked, then you can enable leave rounding. This will
allow the leaves to be credited in multiples of value as entered in "Credit Leave in Multiples Of" field.
• Credit Leave in Multiples of: You can enter a value, in whose multiples, the leave will be credited. The
Valid values are 0.00 to 1.00.
• Rounding Limit: Select the rounding limit as Lower or Upper.

If "Lower" is selected, credited leave should be rounded to largest multiple of value entered at "Credit
Leave in Multiples Of" textbox which is less than the actual leave value calculated as per Pro-rata.
If "Upper" is selected, credited leave should be rounded to smallest multiple of value entered at "Credit
Leave in Multiples Of" textbox which is greater than the current leave value calculated as per Pro-rata.
Example: Pro-rata with rounding
Suppose
“Joining Date of selected User = 21/06/2016
"Credit Leave for June, 2016 = 1.75. [for whole month]
"Credit Leaves in Multiples of = 0.25
"Thus, according to pro-rata calculation, the credited leave =
(No. of leaves to be credited in month/ No. of days in month)* [(No. of days in month- Date of joining) +1] =
[(1.75/30)*(30-21+1] = 0.58
0.58 will be rounded off to lower limit as 0.5 days or Upper limit as 0.75 days as described in table:

Rounding Limit Selection of value as per rounding limit and comparision with credited leave
Lower select a value in multiples of 0.25 such that it The leave amount credited for
is the greatest value in multiples of 0.25 which selected user for June, 2016 is
is less than the current leave value calculated 0.5 days.
as per pro-rata feature.
Upper select a value in multiples of 0.25 such that it The leave amount credited for
is the smallest value in multiples of 0.25 which selected user for June, 2016 is
is greater than the current leave value 0.75 days.
calculated as per pro-rata feature.
Group Members
This section enabes to add leaves to the leave group.
• Leave: Select leaves to be included in the leave group using the picklist. These leaves are created from
the Leave page. The selected leaves are displayed in the grid as shown above screen.
The current leaves in the leave group are displayed as follows:
The user can use the Up/Down arrow buttons to arrange these leaves in the group to define the
priority in which the leaves will be used to cover any absences in attendance. By default, priority will be
defined by the order in which the leaves are added to the leave group.
Also, each leave added in the group will have a check box, which will determine whether it is to be
considered for auto-adjustment. See “Auto Adjustment with Leave” on page 424.
Click on Delete button to remove an added leave from the grid.
Click Save button to save the new leave group. Each new leave group will be reflected in the list to the right side of
the Leave Group page as shown below.

The Leave Group must be then assigned to the user from User module > User Configuration > Group
page so that he can use the leaves available in the leave group, provided he has sufficient leave balance.

Accrual Policy
Many organizations prefer the concept of providing leaves to their employees in the form of accruals i.e. advance
credit of paid leave balance which can be used over a definite period of time. This leave balance is credited to
employees as per the accrual policy of the organization. The Accrual Policy feature in COSEC enables the HR
administrator to set parameters for crediting leaves to an employee based on predefined rules. The user can
configure a set of rules and group them together in policies.
To define an Accrual Policy, go to Leave Management module > Accrual Policy and the following screen
appears.
The page displays configurations on the left side and a grid on the right hand side containing created accrual
policies.
To add a new accrual policy click the New button and provide the following parameters:
• Accrual Policy: Every new leave policy is automatically assigned a system-generated ID. Enter a suitable
Name for the new policy.
• Policy Period: Select the policy period for monthly or yearly accrual of leaves.
An organization should always operate either on Yearly period or Monthly period approach completely for
leave management. Using a mixed period approach must be avoided to prevent data mismatch.
• Accrual Mode: Select the mode which determines how leaves are to be credited to users on whom this
Accrual Policy applies. This will depend on the Policy Period selected. Specify the Accrual Mode as one of
the following:
• Fixed - For Monthly accrual, this mode enables the user to define the number of leaves to be credited
for each month of the year as shown in the following figure:

For Yearly accrual, define number of credit days for single credit of leaves for the entire year.
• Calculated - This mode enables the user to configure parameters for leave credit based on the
attendance of the user in a previous attendance period. This previous attendance period can be
defined using the Previous Months to consider (in case of Monthly accrual) or Previous Year to
Consider (in case of Yearly accrual) dropdown list. Specify the number of months (or year) from the
previous attendance period against which the leave accrual is to be calculated as shown below.

• Attendance Days: Once the previous attendance period is defined, specify whether the attendance
days to be considered for calculation should be the user’s Payable Days or Non-Payable Days as
shown.
• Payable Days: If user’s Payable Days are selected for calculation, specify one of the following
components against which the leave credit calculation is to be performed:
• Presents - Total number of days on which the user was present.
• Paid Leaves - Total number of days on which the user took paid leaves.
• Presents/Paid Leaves - Total number of days on which the user was either present or took paid
leave.
• Non-Payable Days: If user’s Non-Payable Days are selected for calculation, specify one of the
following components against which the leave credit calculation is to be performed:
• Un-Paid Leaves - Total number of days on which the user took un-paid leaves.
• Absents - Total number of days on which the user was absent.
• Un-Paid Leaves/Absents - Total number of days on which the user was either absent or took un-
paid leave.
The administrator can credit a fixed number of leaves to a user, based on the previous attendance data, as
specified above. For example, the administrator can specify that a user who was present for a minimum of
20 days and a maximum of 25 days in the previous 1 month attendance period, will be credited 3 leaves.
This can be configured as shown in the following example:

Once the Calculated Days Range(From-To) is specified and the Credit Value is fixed, Click the Add
button. This ensures that whenever this leave accrual is calculated for a user, the leaves credited to the
user will be calculated every month/year based on this fixed value.
Click Save to define this new Accrual Policy on the system. Every new policy created on the system, will be
reflected on the policy list on the right hand side of the Accrual Policy page as shown below.

Optional Parameters For Calculation
Optionally, the following parameters can be defined for a calculated Accrual Policy, on expanding the Optional
Parameters For Calculation tab as shown:
• Include Week-Offs - Select this checkbox to include week-offs of the previous attendance period in
the leave credit calculation.
• Include Holidays - Select this checkbox to include holidays of the previous attendance period in
the leave credit calculation.
• Include Overtime - Select this checkbox to include overtime of the previous attendance period in
the leave credit calculation. In the Include Overtime dropdown list, specify which overtime hours
are to be considered when overtime is included in leave credit calculation.
• Overtime For Half Day Conversion - Specify the minimum number of hours required for overtime
to be converted to a half day in leave credit calculation.
Click the Add button to save this configuration.

Leave Credit/Debit/Encashment
This option enables the HR administrator to credit or debit a certain value from the existing leave balance and thus
helps in the Leave balance adjustment process. The leave balance adjustment can be done for a single user or
multiple users.
Also See “How to credit leaves to the Employees automatically?” on page 611.
To credit or debit leaves to users, go to Leave Management module> Balance Management > Credit/Debit/
Encashment and the following screen appears.
• Period: Select the credit/debit period as Monthly or Yearly.
• Entry Type: Select the entry type as Credit or Debit (Encashment will be discussed as a separate topic).
• Month-Year/Year: For Monthly period, specify the Month-Year and for Yearly period, specify the Year for
which the leave credit/debit is to be performed.
• Leave: Select a Leave from the leave selection picklist which is to be credited or debited to the user.
These leaves can be created from the Leave page.
• Credit Mode: If leaves are to be credited, select the mode as one of the following:
• Fixed: On selecting this option, specify the number of days to be credited to current leave balance for
user in the Credit Value field.
• Using Accrual Policy: On selecting this option, select the Accrual Policy using the picklist button
based on which leaves will be credited.

If user's joining date lies in the current year then yearly credit/debit of leave should be done in the joining
month-year. Also leave cannot be credited after the leaving date of user.
For the Fixed Credit Mode/Fixed Accrual Mode (See “Accrual Policy”), the administrator has an option to
apply Pro-rata calculation on the credit of leaves.
• Apply Pro-rata: Select the checkbox to enable credit of leaves on pro-rata basis (i.e. on the basis of the
actual number of days worked).
• Debit Value: If a leave is to be debited from users, specify the number of days to be debited from the
current leave balance in the Debit Value field as shown. In the following example, 2 days are being
debited from the user’s leave balance for “Casual Leaves”.
• Remark: If required provide remark for crediting or debiting the leave.
• User Filter: Select a user or multiple users for whom the selected leave is to be debited or credited, from
the dropdown list. Users can be selected randomly from a user picklist, as a group, or all active users on
the system can be selected using the ALL option. The following figure illustrates the credit of a “Casual
Leave” for the month of October 2015 to a randomly selected user:

Click the Apply button to apply the leave credit/debit settings on the specified users as shown below.
How to credit leaves to the Employees automatically?
Prerequisites:
"User/Employee should be assigned the Leave group which consists of the leave to be credited.
"If different number of leave is to be credited, then Accrual Policy is to be defined.
"The COSEC Alert Service on the server computer should be "ON" before setting the Task Scheduler.
To credit the leaves automatically, following steps should be performed:

A. Set "Schedule Parameters"
1. Go to Admin>System Utilities>Task Scheduler.

2. Create a task scheduler for the task Leave Credit Schedule by clicking on Add button.
3. Specify the Schedule Run Time at which the leave will be credited automatically say at 9:00 am.
4. Select the Schedule Run Day from the options of Monthly or Weekly.
"For Monthly option, check the boxes to select the months and select the date of the month on which the leave is to
be credited.
" For Weekly option, select the day of the week on which the leave is to be credited.

The "weekly option" for Schedule Run Day is available from COSEC V7R2 onwards.
B. Set "Task Parameters"
1. To credit a fixed number of leave for every month, select the credit method as Fixed.
Now select the leave to be credited and specify the number of leaves say 2.5 CL as shown in above figure.
2. To credit a variable number of leave for different months, select the credit method as Policy. Now select the leave
to be credited and select the leave credit policy i.e. the accrual policy from the picklist as shown in below figure.
3. Now, Select the Processing period i.e. the period (month or week) for which leave is to be credited.
For example:
If Processing period is Next. On first of January, 2.5 CL will be credited for February.
If Processing period is Current. On first of January, 2.5 CL will be credited for January.
If Processing period is Previous. On first of January, 2.5 CL will be credited for December.
The "Previous" option for Processing Period is available from COSEC V7R2 onwards.
C. Select the Users
1. Select the user filter option of Randomly if selected user is required to be credited the leaves.
2. Select the user filter option of Select Group if a particular group of users are required to be credited the leaves.
3. Select the user filter option of All if all the active users are required to be credited the leaves.
Click on Save button to save the leave credit schedule.

Leave Encashment
It has been described earlier how some leaves can be defined as encashable leaves i.e. an employee can receive
remuneration against such leaves, when unused over a defined attendance period (“Configuring Leaves”). Using
the Leave Encashment feature, the administrator can assign encashment to selected users for a definite
attendance period.
To encash leave, go to Leave Management module > Balance Management > Credit/Debit/Encashment and
the following screen appears.
Provide the following parameters:
• Period: Select the encashment Period as Monthly or Yearly.
• Entry Type: Select the Entry Type as Encashment from the dropdown list as shown below.
• Month-Year/Year: For Monthly period, specify the Month-Year and for Yearly period, specify the Year for
which the leave encashment is to be performed.

• Leave: Select a leave using the picklist which is to be encashed by the user. This picklist contains only
those leaves for which the Leave Encashment checkbox is enabled while configuring.
For a leave to be available for encashment, the user must ensure that the Leave Encashment option is
enabled while defining the particular leave. To know more, please refer to “Defining New Leaves”. The
same leave must also be added to the default Leave Group applicable to the organization.
• Encashment Mode: Select the encashment mode from the dropdown list which can be used to define the
number of leaves to be encashed from current leave balance for selected user. You can select one of the
following options:
• Defined: Encash leaves for the number of days as defined in the Encashment Value field.
• Available: Encash all available leaves in leave balance.
• Remark: If required provide remark for encashing the leave.
• User Filter: Select a user or multiple users for whom the selected leave is to be encashed, from the
dropdown list. Users can be selected randomly from a user picklist, as a group, or all active users on the
system can be selected using the ALL option. The following figure illustrates the encashment of 2 casual
leaves for the month of November 2015 for a randomly selected user:
Click the Apply button to apply the leave encashment settings on the specified users.

C-OFF Encashment
Sometimes, employees may choose to encash accumulated C-OFFs instead of using them, if C-OFF encashment
is permitted by the organization. C-OFF encashment is a concept similar to Leave encashment. On COSEC, this
feature can be configured by an HR administrator using the C-OFF Encashment functionality.
To encash C-OFFs for a user, go to Leave Management module > Balance Management > C-OFF Encashment
The page displays configurations on the left hand side and to the right is a grid containing details like: the month
and year in which the C-Off hours is credited, the leave type, C-Off hours availed and the date of applying for
encashment.
To encash C-Off click the New button and provide the following parameters:
• User: Select a User from the user picklist for whom the C-OFF encashment is to be performed.
• Leave: Select a leave from the dropdown list. All Compensatory-Off type of leaves available to this user
will appear in this dropdown list for selection.
For a leave to be available for C-OFF encashment, the user must ensure that the Leave Encashment
option is enabled while defining a Compensatory-Off leave type. To know more, please refer to “Defining
New Leaves”. The same leave must also be added to the default Leave Group applicable to the
organization.
In the following example, there are two leaves available to the selected user:
• Encashment Mode: Select the mode for encashment from one of the following options -
• Defined - This mode indicates that the encashment is to be performed against the number of C-OFF
hours defined by the HR administrator in the Total Hours field. To specify the number of hours, click
the Total Hours picklist button. The C-OFF Selection pop-up window displays the Available C-OFF

hours for the selected user. In the Select C-OFF field, specify the number of hours (HH:MM format)
from the Available C-OFF hours which are to be encashed for the user. Click the Select button.
In the following example for Defined mode, the available C-OFF for the selected user is 05:00 hours of
which 04:00 hours are selected for encashment.
• Available - This mode indicates that the encashment is to be performed against the total available C-
OFF hours for the selected user. Hence, for the same user as the above example, in the Available
mode, the encashment will be performed for 7:00 hours as shown below.
Click the Apply button to apply for encashment and the saved leave gets displayed in the grid as shown below.

Overflow Management
Overflow Adjustment is a concept essential in order to check an employee’s leave balance from overflowing at any
point of time. This means that the leave balance of an employee should never accumulate more leaves than the
maximum accumulation limit set for the employee.
The administrator can set a check on the maximum accumulation of leaves in a user’s leave balance using
the Leave Balance Check option while defining a new leave. To know more about this configuration, refer
to “Defining New Leaves”.
Cancellation of leave applications may be a common cause for such overflow because it restores the leave balance
that was deducted on application of a leave. This may sometimes cause any additionally credited leaves to
overflow over the maximum leave accumulation limit for the user. To manage this, the HR administrator can
determine how the overflowing leaves should be treated, as per the company policy.
In such a scenario, one of the following can be done:
• Allowing the overflowing leaves to be reused.
• Encashment of overflowing leaves.
• Discarding the overflowing leaves.
To manage leave overflow, go to Leave Management module > Balance Management > Overflow Management
• User: Select a User from the picklist, for whom the overflow adjustment is to be performed.

• Leave: Select a leave from the dropdown list for which the overflow is to be adjusted. This list contains
only those leaves in which the maximum accumulation check checkbox is enabled at the time of
configuration of the selected leave.
• Overflow: The system automatically retrieves and displays the number of overflowing leaves in the field
(read-only). This value is generated when the accumulated leave exceeds its maximum leave specified
from the Keeping Check on Leave Balance section of “Configuring Leaves”.
I.e. If the maximum accumulated check specified is 20 days and the user applies leave for 2 days. Then
the leave balance becomes 18 days. Now, if the admin credits 2 days then again the leave balance will
become 20 days. Now, in case for any reason if the applied leave gets rejected or cancelled then it gets
credited to the user giving a balance of 22 leaves which is more than the value specified in the Maximum
Accumulated check. So this extra 2 days is the value displayed in overflow.
• Adjustment Type: Select the type for the overflowing leaves from one of the following options (as shown
below):
• Discard
• Reuse
• Encash
• Adjustment Value: Specify the number of overflowing leaves to be discarded, reused or encashed in the
field as shown below.
If the Reuse or Encash options are selected for Adjustment Type, an additional parameter Credit/
Encash To Period needs to be specified. This can be done for a monthly period as well as yearly period.
Select the month and year (for Monthly period) or only the year (for Yearly period) from the respective

dropdown lists for which the credit or encashment is to be performed for the overflowing leaves as shown
below.
If Discard option is selected only specify the adjustment value of leave to be discarded as shown below.
Click the Apply button to perform the overflow adjustment successfully.

Import Leave Balance
application level.
To import leave balance data from a file, go to Leave Management module > Balance Management > Import
Leave Balance and the following screen appears.
The following options appear for configuration on the Import Data page.
XLS or CSV.
• Import File - Browse and select the file from which the data is to be imported.
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 as shown.
list.


Leave Application/Approval
Leave Application is a formal mode of requesting leave approval before or after an employee has taken a leave. It
enables an organization to keep track of all requested and approved leaves and enables the HR administrator or
reporting in-charge to address issues such as irregularities in the attendance of employees or shortage of
resources due to overlapping leaves.
COSEC Web enables all System Account users with appropriate page rights to make leave applications using the
Leave Management module. All applications made by the System Account user are pre-approved by default. For
leave applications made using the Employee Self Service module, the leave approval has to be done by the
respective supervisors of the reporting group by logging into the ESS. However, such leaves can also be
sanctioned by a System Account user from the Leave Management module on the COSEC Web Application.
For leave approval See “Leave Approval” on page 628.
ESS users can apply for leaves only using the ESS module and such leave applications require approval
either from the reporting group incharge or the COSEC Web system account user. Leaves directly
approved by the system administrator do not require any further approval from respective supervisors.
Applied leaves can be modified or cancelled after they have been approved or rejected. Once a leave
application is modified it will be submitted for approval, and once the verdict is given, it can be modified
again.
Once the modification/cancellation application is approved/rejected, an employee can apply for modification/
cancellation it once again.
Applying for a Leave

This section describes how to apply for a leave using the Leave Management module.
To do this, go to Leave Management module > Application/Approval > Leave Application and the following
screen appears.

The page displays configurations on the left hand side and to the right is a grid containig the leave applications
applied along with their status as pending, approved or rejected.
To apply a new leave, click New button and provide the following parameters:
• User: Select a User from the user selection picklist for whom the leave application is to be made.
• Application Date: This field displays the current date as the date of application and is not user-definable.
• Half Day Consideration: Select an option to restrict the application for all selected days to half day only or
full day. While considering Half day application, the value for “Minimum allowed at a time” and “Maximum
Allowed Limit” fields of the selected leave type is also checked. These fields are available in “Defining New
Leaves” section.
• From/To Date: Select the starting and ending date for the leave period using the date selection button. For
a single day select the same date in both fields.
Specify whether the leave should be considered for FullDay, First Half or Second Half for a single day.
For more than 1 leave specify the starting day of leave as full day or second half and ending leave day as
full day or first half as shown below.
• Applied Days: Displays the total number of number of days for which the leave has been applied.
• Posted Days: Displays the number of working days posted between the leave taken. It is automatically
calculated by the system. E.g. If a leave is taken for 5 days from 4th November to 8th November and there
is a week off in the middle, then posted days will be 4 days only as only the actual working days are
considered for leave and not the week off i.e. 6th November as shown in the below example.

• Leave: Select the type of leave to be applied from the dropdown list. This list displays all leaves defined on
the system as shown below.
1. This feature cannot be used to apply for Compensatory-OFF leave types. Hence such leaves defined on
the system will not appear on the Leave selection list. To know more about applying for C-OFF, refer to “C-
OFF Application/Approval”.
2. The application and Approval of Restricted holiday type leave is described in “Restricted Holidays”.
• Current Balance: Displays the current leave balance which guides the user to apply for the leave and
accordingly the applied leave will be deducted from the leave balance.
The leaves are credited to the user manually by the administrator or through the scheduler using
Accrual Policy. See “Leave Credit/Debit/Encashment” and “Accrual Policy”
You can also view the leave balance detail by clicking Details icon next to the textbox. The Leave
Balance Detail pop-up window appears as shown below.

Reason and Contact Info
• Reason: Enter reason for requesting leave.
• Address: Provide address of the user for whom the leave application is being made.
• Contact Number: Provide the contact number of the user for whom the leave application is being made.
• Medical Certificate Required: Select the check box to make it mandatory for the applicant to produce a
medical certificate to testify the reason behind the current leave. This option is available only if it is enabled
during configuration of the selected leave from the Leave Page.
See Leave> Optional Restrictions> Medical Certificate Required.

Click Save to apply for the leave as shown below. The applied leave gets displayed in the grid as shown below. If
the number of days of the applied leave is more than the current leave balance, then the system will not allow the
application to be made.
From this page you can also view the details of leaves which have been applied for cancellation or for modification
from the ESS module, once they get approved or rejected.
To view the leave cancellation details, select a leave from the grid on the right hand side and the data gets loaded
as shown in the screen below. Expand the Apply For Cancellation panel to view the details.

Similarly, you can also view the leave modification details, by selecting a leave from the grid on the right hand side
and the data gets loaded as shown in the screen below.

Leave Approval
The system administrator can view, approve or reject leaves that have been applied by the ESS user. The
administrator also has the right to reject any pre-approved leaves and vice-versa, if required.
Select the Leave Management module > Application/Approval > Leave Approval and the following screen
appears.
By default, the admin can view pending applications from the last one month period. However, sometimes users
may also apply for leaves on future dates.
• Show All Pending Applications: Enable this option to view all pending leave applications, including
those made for future dates.
• Leave Date: Specify the start and end dates using the calendar buttons to define the period for which
leave approval status is to be viewed.
• Authorization For: Specify one of the following types of application which can be authorized:
• Leave Application
• Cancellation Application
• Modification Application
• Filter Users: Select the individual user or multiple users associated with a specific enterprise group from
the dropdown list. The leave approval status can also be viewed for all active users on the system by
In the following example the user group selected is Designation and subsequently a Designation is
selected from the Designation picklist. All authorization actions performed for leave applications will now
be applicable to users associated with this group.

• Click the View button to view all pending, approved and rejected leave applications and their details.
• Click the Edit button to authorize any pending application.
The Pending section lists all the leave/cancellation/modification applications waiting to be sanctioned by the
reporting in-charge or HR administrator as shown below.

Leave applications generated using the ESS module on COSEC Web will appear in this section as they are to be
approved by the Reporting-in Charge or the administrator.
To view the details of this application, click the Details icon as shown above.
The Reporting Incharge or admin can view the Leave Application Details such as Application date, the dates for
which leaves are applied, current leave balance, reason of leave(if given) etc.
• Select Approve or Reject from the Application Verdict dropdown list to indicate whether this application
is to be approved or rejected as shown below.
• Add a Remark if necessary to explain the application verdict and click the Save button. The Approve or
Reject status is now updated in the Pending section against the selected application as shown below.
Also the reporting incharge can directly check the Approve/ Reject box from the below grid.
Then click on Save button.
The administrator can also select the Approve or Reject checkbox directly to select all applications under the
Pending section for approval or rejection at the same time.
The selected application is now moved from the Pending section to the Approved or Rejected section
accordingly.

Approved Applications
The Approved section displays all the leave/cancellation/modification applications that have been approved by the
reporting group in-charge or the system administrator. Leave applications generated using the Leave
Management module on COSEC Web will appear in this section by default as they are pre-approved.
The Details for authorized application can be viewed from Details button of corresponding application.
The following figure displays the Approved section with approved leave applications:
It is possible for the system administrator to reject all pre-approved leaves by selecting the Reject checkbox as
shown.
Click Save to successfully reject all the leave applications in this section. All the selected applications are now
moved from the Approved section to the Rejected section automatically.
Refer to the numbers appearing next to the Pending, Approved and Rejected labels on the respective
tabs for the current application count under respective categories.
Rejected Applications
The Rejected section displays all the leave/cancellation/modification applications that have been rejected by the
reporting group supervisor or the system administrator.
The following figure displays the Rejected section with rejected leave applications:

To view the details of these applications such as the reason for rejection, click the Details icon corresponding
to the respective application.
It is possible for the system administrator to re-approve rejected leaves if necessary. To re-approve all rejected
applications, select the Approve checkbox under the Rejected section. All applications in this section will
subsequently be selected for approval.
Click Save button to successfully approve all the rejected leave applications. All the selected applications are
now moved from the Rejected section to the Approved section automatically.

Tour Application/Approval
This section describes how to apply for a tour using the Leave Management module.
To do this, go to the Leave Management module > Application/Approval > Tour Application and the following
screen appears.
The page displays configurations on the left hand side and to the right is a grid containig the tour applications
To apply a new tour, click New button and provide the following parameters:
• User: Select a User from the user selection picklist for whom the tour application is to be made.
full day. While considering Half day application, the value for “Minimum allowed at a time” and “Maximum
Allowed Limit” fields of the selected tour type is also checked. These fields are available in “Defining New
Tours” section.
• From/To Date: Select the starting and ending date for the tour period using the date selection button. For
a single day select the same date in both fields.
Specify whether the tour should be considered for FullDay, First Half or Second Half for a single day.
For more than 1 tour specify the starting day of tour as full day or second half and ending tour day as full
day or first half as shown below.

• Applied Days: Displays the total number of number of days for which the tour has been applied.
• Posted Days: Displays the number of working days posted between the tour taken. It is automatically
calculated by the system. E.g. If a tour is applied for 3 days from 12th November to 14th November and
there is a week off in the middle, then posted days will be 2 days only as only the actual working days are
considered for tour and not the week off i.e. 13th November as shown in the below example.
• Tour: Select the tour to be applied from the dropdown list. This list displays all tours defined on the system
as shown below. The tours can be defined from the Tour page.
Tours and Leaves on COSEC have a similar configuration and application process. To know more about
applying for leaves, refer to “Leave Application/Approval”.

Click the Save icon to apply for the tour as shown. If applied successfully, the Application Status for the tour will
be updated to “Approved” and displayed in the grid to the right hand side as shown below.
For Tour Cancellation & Modification Application refer Leave Application section.

Tour Approval
The system administrator can view, approve or reject tour applications made by ESS users using the Tour Approval
functionality. The administrator also has the right to reject any pre-approved tours asnd vice-versa, if required.
To access this functionality, go to the Leave Management module > Application/Approval > Tour Approval and
the following screen appears.
may also apply for tours on future dates.
• Show All Pending Applications: Enable this option to view all pending tour applications, including those
made for future dates.
• Tour Date: Specify the start and end dates using the calendar buttons to define the period for which tour
approval status is to be viewed.
• Tour Application
• Modification Application
the dropdown list. The tour approval status can also be viewed for all active users on the system by
• Click the View button to view all pending, approved and rejected tour applications and their details.

The Pending section lists all the tour/cancellation/modification applications waiting to be sanctioned by the
reporting in-charge or HR administrator as shown below.
The above figure displays one pending tour application in the month of November, 2013. To view the details of this
application, click the Details icon .
is to be approved or rejected as shown.
Reject status is now updated in the Pending section against the selected application as follows:
Click the Save icon.

Approved Application
The Approved section displays all the tour/cancellation/modification applications that have been approved by the
reporting group supervisor or the system administrator. Tour applications generated using the Leave Management
module on COSEC Web will appear in this section by default as they are pre-approved.
The following figure displays the Approved section with 2 approved tour applications:
It is possible for the system administrator to reject all pre-approved tours by selecting the Reject checkbox as
shown below.
Click the Save icon to successfully reject all the tour applications in this section. All the selected applications
are now moved from the Approved section to the Rejected section automatically.
Rejected Application
The Rejected section displays all the tour/cancellation/modification applications that have been rejected by the
reporting group supervisor or the system administrator.
The following figure displays the Rejected section with 3 rejected tour applications:

It is possible for the system administrator to re-approve rejected tours if necessary. To re-approve all rejected
Click the Save icon to successfully approve all the rejected tour applications. All the selected applications are
now moved from the Rejected section to the Approved section automatically.

C-OFF Application/Approval
An employee who has accumulated C-OFF hours often needs to use these within a validity period. C-OFF
Application is a formal way of requesting a Complimentary-Off. The application process for C-OFF on COSEC Web
is however, distinguished from the application process for other leave types, though both follow a similar
functioning. The Application and Approval rights for a C-OFF are similar to those for a leave application. For a
better understanding of C-OFF Application and Approval, also refer to “Leave Application/Approval”.
Applying for a C-OFF

This section describes how to apply for a C-OFF using the Leave Management module.
To do this, go to the Leave Management module > Application/Approval > C-OFF Application and the following
screen appears.
The page displays configurations on the left hand side and to the right is a grid containig the C-OFF applications
To apply a new C-OFF, click New button and provide the following parameters:
• User: Select a User from the user selection picklist for whom the C-OFF application is to be made.
full day.
• From Date: Select the starting date for the leave period using the date selection button and specify
whether the leave should be considered for FullDay or start only from the Second Half.
• To Date: Select the end date for the leave period using the date selection button and specify whether the
leave should be considered for FullDay or end right after the First Half as shown.

The minimum C-OFF balance (in hours) required for taking a half day or full day off is determined during C-
OFF Policy configuration. To know more about this, refer to C-OFF Policy in the Policies section of Time
and Attendance module.
While considering Half day application, the value for “Minimum allowed at a time” and “Maximum Allowed
Limit” for the leave type is also checked.
• Applied Days: Displays the total number of number of days for which the C-OFF has been applied.
• Posted Days: Displays the number of working days posted between the C-OFF taken. It is automatically
calculated by the system. E.g. If a C-OFF is applied for 3 days from 29th October to 31st October and
there is a week off in the middle, then posted days will be 2 days only as only the actual working days are
considered for C-OFF and not the week off i.e. 30th October.
• Leave: Select the type of leave to be applied from the dropdown list. This list displays all C-OFFs defined
on the system as shown below.
To know more about how to create a C-OFF type leave, refer to “Configuring Leaves”.
• Leave: Select the type of leave to be applied from the dropdown list. This list displays all C-OFFs defined
on the system.
• Current Balance: The system automatically retrieves and displays the current balance of C-OFF type
leave.
• Required Balance: Once the leave is selected, the system retrieves and displays the balance required for
applying leave. The user can successfully apply for a C-OFF only if the required balance for leave is lesser
than or equal to the current C-OFF hours balance. For e.g., in the following figure, the user does not have
sufficient C-OFF hours balance to apply for a half-day leave which requires a minimum of 4 hours C-OFF
as per C-OFF policy. In such a scenario the system will not allow the C-OFF application to be made.

• Selected C-OFF For Application: You can select the C-OFF to be applied using the picklist, if the
available C-OFF balance of a user is more than the required balance. The number of C-OFF hours which
are to be selected for conversion can be entered in the picklist Leave Balance Detail pop-window as
shown in the screen below. Enter the value and click Select button, the value appears on the main screen.
Click the Save icon to apply for the C-OFF. If applied successfully, the Application Status for the C-OFF will be
updated to “Approved” as shown in the screen below.

For C-OFF Cancellation Application refer Leave Application section.

C-OFF Approval
The system administrator can view, approve or reject C-OFFs that have been applied for by any ESS user. The
administrator also has the right to reject any pre-approved leaves and vice-versa, if required.
To access this functionality, go to the Leave Management module > Application/Approval > C-OFF Approval
may also apply for tours on future dates.
• Show All Pending Applications: Enable this option to view all pending C-OFF applications, including
those made for future dates.
• C-OFF Date: Specify the start and end dates using the calendar buttons to define the period for which C-
OFF approval status is to be viewed.
• C-OFF Application
the dropdown list. The C-OFF approval status can also be viewed for all active users on the system by
• Click the View button to view all pending, approved and rejected C-OFF applications and their details.

The Pending section lists all the leave/cancellation applications waiting to be sanctioned by the reporting in-charge
or HR administrator as shown.
The above figure displays one pending leave application in the month of May, 2015. To view the details of this
application, click the Details icon .
is to be approved or rejected as shown below.
Reject status is now updated in the Pending section against the selected application as follows:
Click the Save icon.

Approved Application
The Approved section displays all the leave/cancellation applications that have been approved by the reporting
group supervisor or the system administrator. C-OFF applications generated using the Leave Management
module on COSEC Web will appear in this section by default as they are pre-approved.
The following figure displays the Approved section with 2 approved C-OFF applications:
It is possible for the system administrator to reject all pre-approved C-OFFs by selecting the Reject checkbox as
shown.
Click the Save icon to successfully reject all the C-OFF applications in this section. All the selected
applications are now moved from the Approved section to the Rejected section automatically.
Rejected Application
The Rejected section displays all the leave/cancellation applications that have been rejected by the reporting
group supervisor or the system administrator.
The following figure displays the Rejected section with 2 rejected leave applications:

It is possible for the system administrator to re-approve rejected C-OFFs if necessary. To re-approve all rejected
Click the Save icon to successfully approve all the rejected C-OFF applications. All the selected applications
are now moved from the Rejected section to the Approved section automatically.

Viewing Leave Balance
This functionality enables the system administrator to view the leave balance details for a particular user for a
particular attendance period.
To view leave balance for a user, go to the Leave Management module > View > Leave Balance and the following
screen appears.
• User: Select a User from the user picklist for whom the leave balance is to be viewed.
• Period: Specify the Period as Monthly or Yearly for which balance is to be viewed.
• Balance Month-Year: Specify the Balance Month-Year (for Monthly period) or Balance Year (for Yearly
period) for which the leave balance is to be viewed.
The Leave Balance details appears on your screen as follows:

Viewing C-OFF Balance
To view C-OFF balance for the selected user,
On the Leave Balance page, expand the C-OFF panel. The details of the selected user’s C-OFF balance, such as
validity period, total hours and available C-OFF details will be displayed as follows:
In the above example, the selected user has an available C-OFF balance of 02:00 hours.

Leave Balance Process
Leave Balance Process generates the leave balance records of the user till selected month year.
Suppose if organization's policy is of yearly leave crediting and user does not avail leave for first 4 months. In
such a scenario leave balance record for only start month of the year is available in Database. If user visits leave
application page/leave balance view page then no data is shown as record is not available for corresponding
month.
So you must run the Leave Balance Process to update the details for every month.
To process the leave balance for a user, select the Leave Management module > Process > Leave Balance
Process and the following page appears:
Select the Balance Month-Year upto which the leave balance is to be processed to view the available balance of
leaves.
Select the user from filtering Randomly, Select Group or All for whom the leave balance process is to be run.
Click on Process button to execute the process. Once done all the leaves in the balance will get updated in the
database.
The Leave Balance details can be viewed from Leave Management module > View > Leave Balance. “Viewing
Leave Balance”

Leave Register Export
To export the records of leave click on Exports and select Leave Register.
The Leave Register page appears as shown below:
• Period: Specify the Period as Monthly or Yearly for which the leave records for user is to be exported.
• Month-Year: Specify the Month-Year (for Monthly period) or Year (for Yearly period) for which the leave
is to be exported.
• Group By: Select an enterprise group based on which the date to be exported is to be grouped.
• File Name: Specify the File Name.
• File Format: Select the format in which the data is to be exported.
• Select the User filter from the options of Randomly, Select Group or All users and select the users
accordingly.
Click on Export button. The Leave Register will be exported in excel format as shown below.

CHAPTER 12 Shifts and Schedule
Shift Schedules are detailed chart indicating the working hours for group employees based on the organization’s
requirement. These display details like no. of days, timing, shift rotation, rotation count etc for each shift schedule.
This functionality will not be available with the COSEC Application basic platform license.
In order to start the configuration of the system the user needs to first define the devices from the Basic
module and then proceed with the configuration of the Shifts from the Shifts and Schedules module.
To use the Shift and Schedules functionality, Click on Shifts and Schedules Module. The Shifts and
Schedules page will appear on your screen.

Shifts and Schedules Dashboard
To view the Shifts and Schedules Dashboard, select the Dashboard button on the Shifts and Schedules
page. The Dashboard displays the basic information on shifts and schedules relating to the COSEC Software under
the four groups:
Shifts
• Configured- Total no. of shifts configured in COSEC.
• Unused- Total no. of shifts, currently not configured in any Schedule.
• Normal Shifts- Total no. of shifts configured as Normal Type Shift.
• Field Break Shifts- Total no. of shifts configured as Field Break Type Shift.
• Rest Day Shifts- Total no. of shifts configured as Rest Day Type Shift.
Schedule Groups
• Configured- Total no. of shift schedules configured in COSEC.
• Un-assigned- Total no. of schedules, currently not configured to any user.
Holiday Schedule
• Configured- Total no. of holiday schedules configured in COSEC.
• Restricted Holidays- Total no. of restricted holidays configured in Cosec.
Upcoming Holidays
• The upcoming 5 holidays will be listed in ascending order.

Shift Configuration
Shift Configuration enables to define the Shift, shift timing details, break details and Grace Time details. The total
number of shifts that can be created in COSEC is 255.
To access the Shift Configuration, Click on Shift Configuration option from the Shift and Schedule page. The
page appears as shown below:
Shift ID: Specify a User friendly Shift ID.
Name: Specify a User friendly Shift Name.
Shift Type: Select the Shift Type from the drop down options:
• Normal- This is a normal shift with one weekoff within a week.

• Field Break- This is a shift where a break of around 20 days can be given after working period of 2
months.
• Rest Day- This is a like a normal shift with one weekoff given for rest after 10-12 working days.
Start Time: Specify the start time of the shift in hh:mm format.
End Time: Specify the end time of the shift in hh:mm format.
Shift Duration: The Shift duration or the total working hours of the shift is automatically calculated based on the
start and end time.

Minimum Required Working Hours
• For Half Day: Specify the minimum working hours required for marking half day. The format is in hh:mm.
• For Full Day: Specify the minimum working hours required for marking full day. The format is in hh:mm.
Min. Hours Required within Shift Duration: Check the box to enable this option.This functionality allows the
minimum working hours for full day and half day to fall within the shift working time allotted to the employee.
This means if the shift duration is from 9:00 to 18:00, then your working hours must be within this shift duration
to mark the employee present. If you have worked from 17:00 to 23:00, then your 6hours of work is not in the
shift duration. Out of 6 hours only 1 hour fall in the shift duration which is not enough to mark half day present
(depends on minimum required working hours for half day= 2 hrs)
If 'Min Hours Required Within Shift is enabled then system will consider 'EligibleHrs' for marking user absent due to
less work hours.
• Deviation from Shift Start (Mins): If “Min hrs required within shift duration” is enabled, then you can
specify the deviation to be allowed from the shift starting time.
• Deviation from Shift End(Mins): If “Min hrs required within shift duration” is enabled, then you can
specify the deviation to be allowed from the shift ending time.
Minimum hours fullfillment is checked before the “Normal” type user is marked Absent due to Less work
hours.
Eligible hours calculation
Example1: Shift: 09:00 to 18:00 hrs. Deviation allowed for shift start=1hr, Deviation allowed for shift end=1 hr.
Deviated Deviated
IN Punch Shift Start Shift End OUT Punch
Shift Start Shift End
6:00 hrs 8:00 hrs 9:00hrs 18:00 hrs 19:00 hrs 21:00 hrs
Actual work done= 15 hrs
Early IN=3hrs Overstay = 3hrs
DEI=2hrs DO=2hrs
• Work hours = 15:00 hrs (6:00 to 21:00 hrs)

• Work hours within Shift= Work hours- Early IN- Overstay
= 15 -3- 3 = 9:00 hrs
• Eligible Work hours= Work hours- Deviated Early IN(DEI)- Deviated Overstay(DO)
= 15- 2- 2 = 11 hrs
Example2:
Deviated Shift Deviated

Start Shift End
13:00 hrs 15:00hrs 23:00 hrs 01:00 hrs

Deviated Shift Deviated
Start Shift End
15:00 hrs 05:00 hrs

(5/7/16) (16/7/16)
Actual work done= 14 hrs
Work hours within shift= 8 hrs
Early IN=0hrs Overstay = 6hrs
DEI=0hrs DO=4hrs
• Eligible Work hours= Work hours- Deviated Early IN(DEI)- Deviated Overstay(DO)
= 14- 0- 4 = 10hrs
Shift Allowance: Check the box to include the shift allowance in the salary calculation.
Break Details Basic
Click on the drop down arrow to open the collapsible menu to set the Basic Break details as shown below:
Start Time: Specify the start time of the break in hh:mm format.
End Time: Specify the end time of the break in hh:mm format.
Break Duration: The break duration is automatically calculated based on the start and end time.
Break Deviation Allowed: Check the box to allow the break deviation. By enabling this option, the employee is
allowed to take the break at any time in the day.

Break Details Advanced
Click on the drop down arrow to set the Advanced Break details as shown below:
Add Break Late-IN In Total Late-IN: Check the box to add the break late-in to the total late-in of the shift.
Eg: Suppose your break is from 13:00 to 14:00hrs. After availing break, you are entering office at 14:15 hrs, which
is 15 minutes late. So Break Late-IN of 15 minutes will be added in the total Late-IN hours.
Add Break Early-OUT In Total Early-Out: Check the box to add the break early-out time to the total early-out time
of the shift.
Eg: Suppose your break is from 13:00 to 14:00hrs. You are going early for availing break at 12:45. Then 15 minutes
of break early out will be considered. If your shift ends at 18:00 hrs. And you leave at 17:30 hrs. So it is 30 minutes
Early-out. If this option is enabled then 15min (break early-out) will be added to the total early out (30 minutes)
making it 45 minutes.
Deduct Break from Working Hours
The COSEC administrator can determine the basis for break deduction for employees for a particular shift.
Deduction Types can be specified in the event of a user marking 2 or 2+ punches by enabling the following options:
• Deduction Type For 2 Punch

• Deduction Type For 2+ Punch
For both 2 punches and 2+ punches, the following deduction types can be selected from the corresponding
dropdown lists:
• Configured Break Duration: Deduction based on break duration as configured on COSEC.

• Actual Break Duration: Deduction based on user punches i.e. actual break taken.
• Time Exceeding Break Duration: Deduction based on the time exceeding configured break duration.
• Configured Break If less, Else Actual Break Duration: In this if the break availed by the employee is
less than the configured break duration, then the configured duration is deducted from the working hours
whereas if the break availed by the employee is greater than the configured break, then the actual break
duration availed is deducted from the working hours.

For eg. if the configured break duration is 60mins and the user takes a break of 30mins, then the process
will set the day’s availed break as 60 mins. If the user takes a break of 70 mins, then the process will set
the day’s availed break as 70 mins.
• Custom Break Deduction: This field enables defining a customized break schedule by defining the range
and allowing the actual or fixed value for deducting the break.
Range (from-To): Specify the range in minutes.

Replace Value: Select the options from the drop down list.
• Fixed: With fixed value, the defined value will replace the result if the parameter falls in the range.
• Actual: With actual value, the parameter value will be the result/output of the rounding function if
the parameter value falls in its range.
Example: If break taken is within 1min to 30min then fixed 30 minutes will be deducted. If break is between 31min
to 50min then actual break availed will be deducted.
Grace Time Details
Include Grace Time in Working Hours: Check the box to include the Grace time in the allotted working hours.
Grace Time for Shift Late-IN: Specify the grace time in minutes as the allowed deviation of timing while punching
IN at start of the shift.
For Late-IN configuration See “Late-IN Policy” on page 470.
Eg: Consider shift is from 9:00 to 18:00 hrs, and “Include Grace Time in Working Hours” is enabled.
On 1/7/16: If Grace (checkbox is disabled) and Late-IN both are not applicable for user
On 4/7/16: If Grace is allowed(this checkbox is enabled), Late-IN not applicable. Then Late-IN column will show
nothing.
On 5/7/16: If Late-IN allowed is10 minutes, Grace time included in working hrs, Grace time for shift late-IN is 30
mins. IN-punch is 9:20, so due to grace timings, late-in will not be shown.

Overlap Grace Time With Shift Late-IN: Check the box to include the Grace Time with the Shift Late-IN time.
Example: Consider Grace time for Shift late-IN is 10 mins, Late-IN allowed is 20 mins, Overlap is disabled.
On 1st: IN punch 9:05, within Grace period of 10mins

On 4th: IN punch 9:11, beyond Grace period of 10 mins but within late-in allowed of 20mins so late-in by 1min
On 5th: IN Punch 9:21, Upto 9:10 is grace, after that late-in, so from 9:11 to 9:21 is 11 min of late-IN
On 6th: IN Punch 9:15, Upto 9:10 is grace, after that late-in, so from 9:11 to 9:15 is 5 min of late-IN
On 7th: IN Punch9:31, Beyond grace and late-IN period so he will be marked Absent: Late-IN
When Overlap is allowed: Grace time will overlap with Late-IN

Example:
On 6th: IN punch 9:15 am, The employee will be marked as 15 min late. The Grace time will not be considered and
it will overlap with Late-IN so total 15 mins will be considered as Late-IN. Similarly will be on 4th.
On 5th: IN Punch 9:21am, The employee will be marked as Absent due to Late-IN as the Late-IN allowed is only 20
mins. Similarly will be on 7th.
Grace Time for Shift Early Out: Specify the grace time in minutes for going out early from the Office.
Overlap Grace Time With Shift Early-OUT: Check the box to include the Grace Time with the shift Early-Out time.
Grace for Early-OUT, Break Late-IN and Break Early-OUT will work similarly as Late-IN.

Grace Time for Break Late-IN: Specify the grace time in minutes.
Overlap Grace Time With Break Late-IN: Check the box to include the Grace Time too with the break Late-In
time.
Grace Time for Break Early-OUT: Specify the grace time in minutes.
Overlap Grace Time With Break Early-OUT: Check the box to include the Grace Time too with the break Early-
Out time.
Click on Save to save the changes. Once the user has completed the definition of all the shifts they can then be
grouped into various schedule groups before being assigned to the users.

Week Off Group
Week Off Group enables to define the Week Off group which can be assigned to the user. The maximum 99 week
off groups can be created.
Click on Week Off Group option from the Shift and Schedule page. The page appears as shown below:
To create a new Week Off Group, click on Add button.
ID: This is the system generated WO Group ID and cannot be edited by the user.
Name: Specify a user friendly Name for the Week Off Group.
Auto Week Off Assignment: You can assign WOs on days on which user was found absent but eventually the
number of WOs in a month should be as per schedule only. So enable Auto week off assignment on weekly or
monthly basis.
See “Auto Week Off Assignment:” on page 666.
Off Day 1: Select the Off Day 1 from the drop down list of Weekdays. In the event of a five day week system, select
the Off Day 2 from the drop down list of Weekdays, else you can select None.
Off Day2 on Weeks: This enables the administrator to have additional flexibility in assigning the second week off
day. Select the week day from the Off Day 2 drop down list and check the boxes against the respective weeks as
shown below:

Week Off Rotation
Enable: Week Off rotation can be enabled by checking the box. If Auto Week Off Assignment is enabled, Week Off
Rotation will be disabled.
Rotation Count: Specify the Rotation Count for rotation of week-off days. However, Rotation Count can not be
less than 7.
Example: If Off Day 1 and Off Day 2 are assigned on Sunday and Tuesday respectively as shown below. And
week off rotation is enabled for count 8 days, then both the week offs will be rotated after 8 days.
The Week off on tuesday will be rotated after 8 days and shifted to wednesday. After 8 days it will be shifted to
thursday and will continue to repeat. Similarly the week off sunday will rotate to monday after 8 days and will
continue.
If some week off group is assigned to user, then it will override the off days configured in shift schedule
assigned to that user, though it is not mandatory to assign some week off group to user.

Shift Schedule
Shift Schedules are detailed chart indicating the working hours for group employees based on the organisation’s
requirement. It defines the details like timing, no. of days, shift rotation, rotation count etc for each shift configured.
The Shift Schedule enables the user to group multiple shifts into a single entity which can then be assigned to the
employees. This option enables the administrator to assign different working hours and off days for each user by
defining different schedules. For Assigning Shift Schedule to user See “Access Control” on page 332.
A maximum of 99 shift schedules can be configured and each Shift Schedule can have up to 32 different shifts as
members.
To access the Shift Schedule, Click on Shift Schedule option from the Shift and Schedule page. The page appears
as shown below:
To create a new Shift Schedule click on Add button.
Schedule ID: This is the system generated ID and cannot be edited by the user.
Name: Specify a user friendly Name for Shift schedule.
Default: Check the box to set the shift schedule to default.
Start Date: Select the Start Date from which the Shift Schedule will be started.
Enable Shift: Check the box to enable the shift.

Shift: Click on the Shift No. in the grid. Then select the shift from the picklist to be added to the schedule. The
administrator needs to ensure that a shift is not repeated in the same schedule.
Shift Type: This is the system generated field which is the type of shift selected in Shift field (N for Normal, FB for
Field Break and RD for Rest Day).
Repeat Days: You have to specify the number of days for the shift to repeat in the schedule group. If 30 is set as
Repeat days for Shift GS as selected above, then General Shift will repeat for 30 days from the shift start date.
Multiple Shifts in Schedule
You can configure a shift schedule group with multiple shifts as shown below:

As you have added GS shift, select and add other shifts to the schedule by specify the repeat days for each shift.
Eg: GS shift will run for 7 days. Then ES will be for 7 days and then NS will run for 7 days.
The first shift of the schedule is to be selected from the User configuration> Access Control> Basic> Start Shift.
Finally click on Update to save the shifts configured to the schedule. You can view the schedule by clicking on
Preview Schedule.
Off Day Configuration
Click on the collapsible menu to set the Off Days and Week Off Rotation as shown below:
Auto Week Off Assignment:
You can assign WOs on days on which user was found absent but eventually the number of WOs in a month
should be as per schedule only. So enable Auto week off assignment on weekly or monthly basis.
Only the Week-Offs assigned via Shift Schedule Process will be considered for movement or auto
assignment; not the manually assigned Week-Offs.
For eg: WO on 7th is shifted on 4th as shown below. As the user is present on 7th so it is considered as working
day and the same week off is given on the absent day marking as Week Off.

After Monthly Attendance Process of the user, the Punches and WO will beome as shown below:
If you have assigned two week offs in the schedule with Auto week off enabled, then WO will be shifted on 2 absent
days.
Off Day1 & Off Day2: Select the Off Day 1 from the drop down list of Weekdays (eg: Sunday). For configuring
second week off, select the Off Day 2 from the drop down list(eg: Saturday). If only one week off is to be given, then
select “None” for Off Day2.
Off Day2 on Weeks: You can select the week for which Off Day2 is to be assigned. For eg: Saturday is assigned
as week off on 2nd and 4th saturday.
Week Off Rotation
Enable: Off Day rotation can be enabled by checking the box. If Auto Week Off Assignment is enabled, Week Off
Rotation will be disabled.
Rotation Count: Specify the Rotation Count for rotating single or both week offs as configured. The Rotation
Count can not be less than 7.
Here as specied in below figure, The off day on sunday will rotate to monday after the count of 15 days. Similarly it
will continue to rotate further to Tuesday and so on.
If both the off days are assigned for rotation, then both will rotate similarly.
Eg: Sunday will rotate to Monday and Tuesday will rotate to Wednesday after 15 days.

Shift Based Access Rules
Click on the drop down arrow to open the collapsible menu to set the Off Days and Week Off Rotation as shown
below:
Allow Access in Multiple Shifts: Check this box to allow the User to work in multiple or any of the shifts from the
schedule.
Deny Access on Week Off: Check the box to deny access on week off days.
Deny Access on Holiday: Check the box to deny access on holidays.
Deny Access on Field Break: Check the box to deny access on field break days.
Deny Access on Rest Day: Check the box to deny access on Rest day.
Click on Save button to save the changes to the shift schedule.

Holiday Schedule
Holiday Schedule is a list of non-working days in a calendar year which are user defined. The user can define up to
99 holiday schedules, each with a maximum of 32 holidays.
To access the Holiday Schedule, Click on Holiday Schedule option from the Shift and Schedule page. The page
There are pre-defined 32 schedules. To make your holiday schedule, select a schedule from the right grid. Click
Edit button and configure the holidays in it.
Schedule ID/Name: For new schedule specify the name to it. The ID and name for the selected schedule will be
auto-generated by the system.
Default: To make your holiday schedule as default you can select the Default option. For new users the default
holiday schedule will get assigned.
Holiday List: Select the Current Holiday or Previous holiday from the drop down list. If you select the already
configured schedule, then you can view previous holidays also. For new schedule, there will not be any previous
holidays.
Configured Holidays: It shows the number of holidays configured in the selected schedule.
Total no. of days: It shows the sum of all the days configured as holidays in the selected schedule.
For eg: Makar Sankaranti is configured one holiday. But it includes 3days (14Jan to 16 Jan) So 3 seperate days
will be counted in total no. of days.

Update Type: Select the Modify or Reuse option from the drop down list.
• Modify: The Modify option is used whenever the new holidays are to be defined in the database.
• Reuse: The Reuse option is used whenever it is required to edit an entry in the Holiday list and still retain
the details of the earlier entry in the database. See “Reuse” on page 670.
In the Grid below click on the number in the No. column against which a new holiday is to be added.
Name: Specify the name of the holiday.
Date: Select the from and to date from the calender. The Restricted holiday for the same schedule can be
configured from “Restricted Holidays” page.
Click on Add to add the holidays to the grid.
Click on Update and Save to save the holidays to the schedule.
Reuse
Suppose the Ganesha Visarjan holiday which is configured on 15th sept is to be changed to 16th sept.
For this, select the already configured holiday. From the Update Type select the option Reuse as shown below.
Then update the holiday name and select the new date. Click on Update button. The newly configured holiday will
be saved in the grid keeping the original holiday as well. Finally Save the holiday schedule.

Thus the previously configured holiday (on15th sept) will move to Previous Holidays list as shown below.
Similarly, when you want to configure holiday list for current year. You can take the already configured list of
previous year. And edit the changes with new date or new name of holiday.
Eg: If Rakshabandhan in year 2014 was on 26 August. And for current year 2015, it is on 22 August. Then You can
edit the date from 26 Aug 2014 to 22 Aug 2015. The holiday 26 Aug 2014 can be viewed from the Previous
holidays list.
Once defined, the Holiday schedules can then be assigned to the system users. See “Assigning holiday schedule
to user” on page 673.

Restricted Holidays
The COSEC application allows the administrator to define restricted holidays which can be availed by the users in
addition to the regular holidays as defined in the system. However, these are optional for the users and the
individuals may choose a limited number of holidays from this category as per the organizational policies.
To access the Restricted Holidays, Click on Restricted Holidays option from the Shift and Schedule page. The
The schedules in the right grid are those defined in “Holiday Schedule”.
The user can select the Schedule from the grid wherein the restricted holidays are to be added.
Click on Edit to configure the restricted holidays.
ID: This is the system generated ID as defined in Holiday Schedule and cannot be edited by the user.
Schedule Name: This is the system generated Schedule Name as defined in Holiday Schedule and cannot be
edited by the user.
Configured Restricted Holidays: It shows the total number of restricted holidays configured in the selected
schedule after adding and saving the configuration.

Date: Select the date from the Calender on which the restricted holiday is to be configured. The system ensures
that the date of the Restricted Holiday does not coincide with a holiday date as defined in the Holiday schedules.
Holiday Name: Specify the name for the restricted holiday.
Click on Add to add the list of holidays to the bottom grid and save the restricted holidays to the holiday schedule.
Assigning holiday schedule to user
Now this holiday schedule with 15 holidays and 3 restricted holidays will be assigned to the user from the Access
Control tab of User configuration as shown below:
After the schedule has been assigned to the user, the user must have the leave balance before applying for the
leave( If the balance check is enabled for the leave).
Crediting RH leave
Then administrator must credit the leave to the employee from Leave Management module as shown below:

Here 2 Restricted leave is credit to the employee for the month July 2016.
Applying RH leave
Now the user can apply for the restricted holiday from his ESS account which will be then approved by the reporting
incharge. Also the leave can be applied for the user through Leave Application module by system account user.
The user is applying the second half leave on 8 July as restricted holiday through ESS. As there is available
balance so he can apply.
If he applies RH leave on some other day which is not declared as restricted holiday then he will not be
allowed to apply for the leave.

Approving RH leave
The Reporting Incharge of the user can view the pending leave applications and approve or reject the leave by
checking the respective box. Also the administrator can authorize the leave from Leave Approval section of Leave
module.
There can be 1 or 2 reporting incharges depending on the configuration See “Reporting In-Charge” on page 373.
The Daily Attendance View for User Naman shows RH in second half of 8th july.
If user has applied 'Restricted Holiday' on some day and if he works on that day then for such days system
performs calculation of Full Day Restricted Holiday as per PH's configuration during calculation of Net Work
Hours and Overtime.

Shift Changer
This option enables the HR user to change the shift assigned to users for a specified period of time.
To access the Shift Changer, Click on Shift Changer option under Utilities from the Shift and Schedule page. The
Date: Select the from and to date from the calender to specify the time period for the shift change. Date range
should not be greater than 60 days.
Filter: Select the filter options from Enterprise groups including Organisation, Branch, Department, Section,
Category, Grade, Designation and User whose shift assignment is to be modified.
Click on the View button. The system lists the assigned shifts for the specified time period in the bottom grid as
shown below:
To change the shift of a particular user click on the appropriate shift entry column where the shift is to be changed.
The window appears as shown below:

Shift: Click on the Shift picklist button and select the new shift from the Shift master pop-up window.
The system also offers the option to mark the selected day as a week off or Holiday.
Select the appropriate options as per the site requirements and click on Update. The changed shift will be
displayed in the Shift column.
For the shift changed manually, no auto-correction will be performed.
Thus, the shift of a single user can be changed in this manner.
Changing Shift of Multiple Users
You can also change the shift of multiple users easily using export and import options.
To do this follow the steps given below:
1. Date: Select the date range from which the shift has to be changed.
2. Filter: Select an enterprise group whose shift has to be changed.
3. Click on the Export button or export icon from the Shift Changer page. The file download appears as
shown below:
4. Click on Save button to save the excel sheet at desired location.
5. Open the saved excel sheet and change the Shift from Week Off to Normal in the file as shown below. E.g.
Here we are changing the shift from Week Off to GS.

6. Save the file.
7. Now, click on Import button to get the shift details from the excel file. The window appears as shown
below.
8. Click on Select File. Then browse for the file to be imported.

9. Select the file format from the options of XLS and CSV. Then click on Upload to upload the excel sheet.
The data can be viewed before uploading by clicking the Preview button as shown below.
10. Click Process button and the data gets updated.
11. Close the Change Shift with Import File pop-up window and click View button. The default shift assigned
gets updated in the grid as shown below.

12. Now, following the same process the shift can be changed to desired shift by only changing the value of
shift in the excel.

Change Schedule
This option enables the HR user to change the currently effective Schedule Group for a user or multiple users to
another Schedule Group. This becomes essential in cases where the employee needs to be temporarily or
permanently moved to a new shift based on certain considerations. The system maintains a record of the previous
Schedule Groups which had been assigned to the users.
To use the Change Schedule feature, Click on Change Schedule option under Utilities from the Shift and
Schedule page. The page appears as shown below:
Change Type: Select the Change Type which needs to be changed for the user from the drop down list. The
options available are
• Temporary: For the Temporary change, click on the Date selection button and select the date range from
the pop up calendar.
• Permanent: For the Permanent Change, only administrator can select the Start Date.
Schedule: Click on the Schedule Group Master Picklist button and select the New Schedule Group to which the
user is to be assigned for this period.
Start Shift: Click on the Shift selection button and Select the Start Shift from which the new schedule is to be
started.

User Filter: Select the User from the drop down list. The options to filter the user are:
Select the user by clicking on the box and Click on Apply to save the changes.
The user can also view a graphical representation of the schedule in the case of a single user by clicking on the
Preview button.
Thus, for the selected users, the shift schedule will be changed either temporary or permanent for the defined time
period.

Change Week-Off
This functionality enables the administrator to swap a week off day as and when required. This is normally used
when an employee or group of employees work on a week off and have to be given an off day on another day of the
week.
To use the Change Week-off feature, Click on Change Week-off option under Utilities from the Shift and
Current Week-Off Date: Select the current weekoff date from the date selection button which is required to be
changed.
New Week-Off Date: Select the new weekoff date from the date selection button to replace the current weekoff
date.
Select the user by clicking on the box and Click on Apply to save the changes.

Sync Change to Device
Sync Change to Device is a feature which is used to manually send and update the shift schedule(Exceptions list)
on the devices with shift based access control feature.
To use the Sync Schedule change to Device feature, Click on Sync Change to Device option under Utilities from
the Shift and Schedule page. The page appears as shown below:
Schedule Date: Select the current or future date from the calender whose updated schedule is to be synchronized
to the device.
Device Filter: Select the device from the drop down list on which the changed schedule is to be synchronised. The
options are:
• All
• Selected
Device: Click the selection button and select the Device from the picklist when the Device filter in above field is set
as Selected.
Sync Type: Select the Sync type options from the drop down list for which the changed schedule is to be
synchronised.
• Only Exceptions: An exception record for the changed schedules will be generated and sent to the
device.
• All Shifts: An exception record for all the selected user will be generated and sent to the device.

User Filter
Click on the drop down arrow to open the collapsible menu to select the User as shown below:
Select the user and Click on Sync to send the changes to the device.

Manual Schedule Import
To Import the Manual Schedule, Click on Manual Schedule Import option under Utilities from the Shift and
Import Data For: The drop down list has the option of Shift Schedule.
The Sample Import file can be downloaded by clicking on downloading button.
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. 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.
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 as shown.
list.

Monthly Shift Schedule
To view the monthly shift schedule assigned to the user, Click on Monthly Shift Schedule option under Utilities
from the Shifts and Schedule page. The page appears as shown below:
User: Select the user from the picklist whose shift schedule is to be viewed.
Attendance Period - Select the month and year for which the schedule is to be viewed.
The shift details for the selected user is shown in the grid as shown above.The week-off is shown by green colour.
The other colour codes are mentioned below the grid.

Monthly Schedule
Shift Schedule generation for the month will create data for each day of the month for all users. Apart from the shift
it will also mark weekly offs and holidays applicable to the users during the month. This process assigns shift for
each day of the month as per the schedule group allotted to user. This process needs to be run at the end of the
previous calendar month.
For creating Shift schedule See “Shift Schedule” on page 664.
To use the Monthly Schedule Process, Click on Monthly Schedule option under Process from the Shift and
Month-Year: Select the month and the year for which the process is to be run.
Overwrite Existing Schedule: Check the box to overwrite the shift schedule data already generated by an earlier
process.
Select the user and Click on the Process button to start the process of Schedule Generation.
The system starts processing the data and displays the process completion status as shown below:

CHAPTER 13 Enterprise Structure
Every business, irrespective of size, needs to be structurally organized

for smooth and efficient operability. This structural organization is
effective at two levels, at functional level and personnel level. COSEC
allows an enterprise to identify distinct functional and personnel units
as groups, which can be configured independently by system
administrators.
To access the Enterprise Structure module with COSEC Web
Application, Click on Enterprise Structure on the Module
Selection page.
The Enterprise Structure page will appear on your screen.
Enterprise Groups
The following groups are defined under the Enterprise Structure module in COSEC:
• Organization
• Branch
• Department
• Designation
• Section
• Category
• Grade

All enterprise groups in COSEC are predefined and the user cannot define any new group types. The user
can however, rename group labels as per business requirement. To know more, refer to “Renaming
Groups”.
An organization is a business unit that comprises of an individual or a collaborating group of people working
towards a common commercial goal. Therefore, a business enterprise may have the need to identify multiple
organizations. COSEC allows the creation of upto 9,99,999 organizations in its database. COSEC identifies
organization as the broadest structural unit in a business environment.
An organization that operates across different geographical locations may be sub-divided structurally into
branches. A branch may be further categorized into smaller functional units called departments which handle a
specific aspect of the business, such as development, research, quality control, logistics and so on. Departments
may have further sub-divisions in the form of sections which handle specific responsibilities or activities under the
scope of their respective departments.
Hence, in terms of structure and function, an enterprise may be identified into the following hierarchical groups:
• Organization
• Branch
• Department
• Section
In terms of personnel structure, an enterprise may be classified into the following groups based on criteria such as
function, responsibility, skill-sets, expertise, position, benefits, organizational rights and so on. These groups are:
• Category
• Grade
• Designation
Let us consider an example of how an Enterprise Structure can be classified into Enterprise Groups:
• Say, an enterprise operates two business organizations, namely Company-1 and Company-2.
• Company-1 operates across five branches world-wide, Company-1- New York, Company-1- London,
Company-1- Beijing, Company-1-Tokyo and Company-1- New Delhi.
• The New Delhi branch runs two departments - Sales and Customer-Support.
• The Sales department for Company-1 further operates two sections or divisions, each for a product, say,
Product-1 and Product-2.
• For every product, employees are hired under two categories - Contract-based and Permanent.
• All the customer-support staff are classified either into technical-support or commercial-support teams,
each team comprising team managers, team leaders, engineers and executives.
To know how to configure the structure of an enterprise, read the next section “Configuring Groups”.

Enterprise Structure Dashboard
To view the Enterprise Structure Dashboard, select the Dashboard button on the Enterprise Structure
page.The Dashboard displays the basic information on Enterprise Structure under the following categories:
Structure Summary
• This section displays the total number for each enterprise group configured on the system.
Group Associations
• Total Parameters - Total number of parameters available for group association.
• Associated Parameters - Total number of parameters actually associated with groups.
Default Group Summary
• This section displays the group ID for default groups configured for each enterprise group type.

Configuring Groups
The COSEC Enterprise Structure Module has been specially designed to allow flexibility for policy-makers in
operating COSEC across all business units based on operational convenience. COSEC enables the HR
administrator to configure each Enterprise group individually and assign users to them.
Users added to a particular enterprise group will inherit the configuration of this group automatically. Hence, it
becomes easier to associate specific group properties with selected users.
See “Association Mapping” on page 699.
To configure an Enterprise Group individually,
1. Go to Enterprise Structure module > Enterprise Group (Organization, Branch etc.) and the following
screen appears.
The respective group page gets displayed on the screen. The following example illustrates how the Organization
page appears:
3. The ID field auto-generates a new ID for every new group defined on the system.
4. Enter a 6 character Code for the new group. For example, the code for “Research and Development” can
be “RND” or for “Vice President” can be “VP”.
5. Enter a Name that represents that group to be created.
6. Select the Set As Default checkbox if the new group is to be considered by the system as the default
group.
Both default groups and groups that are already in use cannot be deleted from the system. In case all
groups configured on the system are deleted, the system will automatically apply the settings of the default
group on the concerned users.
7. A Short Name is an alternate name that may be assigned to the new group for practical purposes. By
default, a short name remains the same as the name of a new group, but is user editable.

8. Enter a suitable Description for the group (such as address, contact information etc.). The maximum
character limit for this description is 250 characters.
9. A licensed user for the Roster add-on module can configure the following additional parameters:
• Color Code - For the Department enterprise group only. User can assign a color code to each
department as shown below.
• Wage Level - For the Designation enterprise group only. User can assign a Wage Level to each
designation using the Wage Level picklist as shown below.
10. Click the Save icon to add the new group successfully.

Adding Users to a Group
We have seen earlier how enterprise groups can be assigned to a user (“Configuring Users”). It is also possible for
users to be added to an enterprise group using the Enterprise Structure module. Here, you can view a list of users
assigned to a particular group as well as add or delete users from the same group.
1. Go to Enterprise Structure module > Enterprise Group (Organization, Branch etc.) > User In This
Group tab.
The following figure is an example of how the User In This Group feature appears on the Organization page:
2. Select a defined group from the group list on the right hand side of the page.
3. Click the Edit icon. The User In This Group list displays all the users who have been assigned the
selected group.
4. Click the Add User button to select users from a user picklist.
5. Users can be deleted from the group by clicking the Delete icon next to the respective user.
Once deleted from a group, a user is restored to the default group and inherits all configurations assigned to the
default group.

Group Associations
Group Association refers to the process of associating certain system parameters with an enterprise group, such
that the configurations of these parameters will apply uniformly to all users within the group. For example, this
function may be used to associate the Attendance Policy parameter with the Designation group so that different
Attendance Policies can be applied to different designations within an organization.
The Group Associations feature in COSEC enables the system administrator to determine which parameters
should be available for Association Mapping for an enterprise group.
To define Group Associations for each enterprise group,
1. Go to Enterprise Structure module > Utilities > Group Associations and the following screen appears
The Group Association can be done for the parameters of ESS, Attendance, Policy, Roster, Access Details,
Cafeteria, Prepaid Account, Job Costing and Field Visit Management.
2. Select a Group from the list on the right hand side of the page as shown above.

4. Select the appropriate parameter checkboxes which are to be associated with the selected group as
shown below.
5. Click the Save icon to apply the associations to the selected group. These parameters will now
appear on the particular group page for Association Mapping (See “Association Mapping” on page 699.).
Example:
Suppose Group is selected as Branch.

And Field Visit Management is enabled by checking the Enable box as shown below:
Then the Branch tab on Enterprise Structure page will appear as shown below.
Field Visit Management will get associated with “Branch”. You can enable FVM for the particular branch by
selecting the branch from the list and enabling the FVM for it.

Association Mapping
Each parameter that is linked with an enterprise group through Group Association is referred to as an Associated
Parameter. These Associated parameters can be configured using the Association Mapping function in the COSEC
Web Application.
1. Go to Enterprise Structure module > Enterprise Group (Organization, Branch etc.) and expand the
Association Mapping panel.
The following figure is an example of how the Association Mapping feature appears on the Department page:

The Association Mapping section will display only those Associated Parameters that were enabled using
the Utilities>Group Associations functionality for an enterprise group. To know more, refer to “Group
Associations”.
If Association Mapping is changed from one Enterprise Group Type to other (eg. From Organization to
Branch), all current default jobs records (Assignment End Date >= Current Date) will be deleted. Previous
default job records (Assignment End Date < Current Date) will still be retained.
If Enterprise Group is deleted then all job assignment records current as well as previous will be deleted.
2.Select a defined group from the group list on the right hand side of the page as shown below.
4. Configure the associated parameters as required. For e.g. in the figure below, ESS account has been
enabled for all employees of the “Sales” department.

5. Click the Save icon. The saved settings will now be applied to all users associated with the selected
group.
Cafeteria Association
From Utilities > Group Association, Cafeteria and Prepaid account is associated to Organization-1 as shown
above.
The option Device-Server Balance Check is shown here only if Balance Management from Group
Association is selected.
You can enable Device-Server Balance Check to enable Device to check Server-side balance before allowing
cafeteria transaction. For this, Device and Server must be connected.

Job Costing Association
From Utilities > Group Association, Job Costing is associated to Organization-1 as shown above.
From Association Mapping, Job Costing can be enabled for the organization and default job can be assigned for
the organization.
For more details, see User Configuration> Job Costing

Renaming Groups
COSEC enables the system administrator to decide how Enterprise Groups can be labelled to best represent a
business structure. This can be done by renaming the existing groups predefined on the system.
To rename a group, go to Enterprise Structure > Utilities > Rename Groups and the following screen appears.
1. Select a Group from the list view that is to be renamed. The selected Default Group Name appears in the
Group Name field.
2. Click the Edit button and enter the new Group Name/label in the Rename As field.
The new Group name/label will appear in the list view under the Renamed As column as shown below.
The user can also perform the Rename Groups function using the Admin module. To know more see
Renaming Group in Admin Module.

CHAPTER 14 Access Control
Access Control System can detect and report intrusion, access to warehouse, cash
rooms in banks, R&D departments in corporate, troubled conditions, any other
place, where unauthorized access needs to be monitored.
Access control systems can grant, record, deny, detect and report access to
facilities, services, information and other assets that need to be protected from
mass access.
In order to start the configuration of the system the user needs to first define the
devices from the Basic module and then proceed with the configuration of the
access control policies from the Access Control module.
To use the Access Control functionality, Click on Access Control Module.
The Access Control Page will appear on your screen.
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.
Access Control Dashboard
To view the Access Control Dashboard, select the Dashboard button on the Access Control page.The
Dashboard displays the total number of violations on the current day for the following rules:

• 2-person Rule
For more information on the above Dashboard option, click the respective information link on the Dashboard. The

Absentee Rule
Absentee Rule sets the maximum number of days for non use of an ID or credential (1-365Days). On expiration (no
ID usage - for the maximum number of days set) the User will be automatically disabled or denied.
This functionality can also be enabled from the Device Module > Device Configuration> Features
option.
To set the Absentee Rule, Click on Absentee Rule option from the Access Control page. The page appears as
shown below:
The Absentee Rule can be configured in two forms:

• Device-Wise
• User-Wise
Device-Wise
The Admin can select the Device from the picklist where the Rule is to be configured.
Select the Device from the Picklist. The List of the Users on the selected device will be listed in the grid as shown
below.
Enable Rule: Check this box to enable this Rule at the DOOR.
Click on Update Device to save the device selection.

User: The users can be selected one at a time by clicking on the user from the grid. The selection will be reflected
in the User field.
Enable Rule: Check the box to Enable the Absentee rule.
Absent Days Count: Specify the Absent Days Count in the box after which the user will be blocked.
Click on Update to update the Rule and Days in the grid as shown below:
User Wise
The Admin can select the user for whom the Rule is to be configured by clicking on User- Wise option from the
Absentee Rule Page.

Select the User from the Picklist. The List of the Devices assigned to the selected User will be loaded in the grid as
shown below:
Device: The device can be selected one at a time by clicking on the device from the grid. The selection will be
reflected in the Device field.
Rule Active: Check the box to activate this rule.
Rule Applicable to User: Check the box to activate this rule for the selected User.
Absent Days Count: Specify the Absent Days Count in the box after which the user will be disabled.
Click on Update to update the Rule and Days in the grid as shown below:
The Configuration for the Absentee Rule on device and User will be saved with the updation.

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.
option.
To access the Occupancy Control feature, Click on Occupancy Control option from the Access Control page. The
The grid on the page shows the list of the devices configured with Advance Access Control System.
The admin can select any device from the list. Click on the device from the grid. The current configuration for
occupancy control will be loaded in the respective fields as shown below:

Enable Rule: Check this box at the PANEL level to enable the Occupancy control rule.
Enable Rule on Zone: Check this box at the Zone level to enable the rule on Zone.
Occupants Limit: Specify the value for Occupants Limit in the field provided to control the number of persons in a
secured area.
Click on Update Device and Update Zone to save the changes.

Use Count Control
Use count control feature sets the maximum number of times an authorized user can use his credential in order to
enter/exit a controlled area within a minute, after which the credential is blocked.
Example: If the use count per minute is set as 5,then the valid user can access the door i.e. he can punch on door
for entry/exit only 5 times in a minute. After one minute his credential will be blocked. And the credential will be
required to restore back.
option.
To Access the Use Count Control feature, Click on Use Count Control option from the Access Control page. The
The grid on the page shows the list of the devices configured with Advance Access Control System.

The user can select any device from the list. Click on the device from the grid. The current configuration for use
count control feature will be loaded as shown below:
Enable Rule: Check the box to enable the use count control feature for the Panel/ Direct Door selected from the
grid.
Use Count per Minute: Specify the value for Use Count per Minute in the field provided.
Click on Update Device to save the changes.

Dead Man Zone
Dead Man Zone allows the system to track the safety and security of a user while a specific task is being performed
by requiring the user to show his card/finger within the pre-defined dead man time period.
option.
To use the Dead Man Zone feature, Click on Dead Man Zone option from the Access Control page. The page
The grid on the page shows the list of the Panel configured with Access Control System.
The user can select any Panel from the list. Click on the Panel from the grid. The selection will be reflected in the
Device field.
Click on Enable Rule and then Update Device. The device will be updated as shown below:
Zone: Click on the Zone dropdown button and select the Zone to be monitored for security from the configured
Zones of the selected panel.
Enable Rule on Zone: Check the box to enable this Rule on Zone. System switches all Door Controllers of the zone
from Normal mode to activated Dead Man Zone mode.

Warning Timer (min): The Dead Man Timer/ Warning Timer specifies the minimum time within which any user inside
the dead man zone should show his card/finger to reset the timer and thus prevent the alarm.
Alert Timer(min): The Dead Man Limit Timer/ Alert Timer specifies the maximum time for which the user is allowed to
remain inside the dead man zone.
Click on Update Zone. The Dead Man Zone Rule will be activated.

Do Not Disturb
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.
option.
Device field. Also the Device picklist is given to search and select the device from a list of devices.
Click on Enable Rule.
Then Click on Update Device. The device will be updated as shown below:
Enable Rule on Zone: Check the box to enable this Rule on Zone. The Rule is enabled on the zone only after the
device is updated for the rule.
Access Level: Select the Access level from the drop down list ranging from 1 to 15.

Click on Update Zone. The Do Not Disturb Rule will be activated.

Man Trap
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.
In this feature, Mantrap timer is provided which is the timer for which door needs to wait for the other door to get closed in
the same zone where the mantrap feature is enabled. The system then waits for the defined timer period and then ignores
the status of that door if it continues to be in the abnormal state.
option.
1. 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.
2.This feature is not supported when the PANEL DOORs are in degraded mode (standalone mode).
To use the Man Trap feature, Click on Man Trap option from the Access Control page. The page appears as shown
below:
Device field.

Enable Rule: Check the box to enable the rule.
Man Trap Wait Timer: Specify the Man Trap Wait Timer (sec) for which the door needs to wait for the other door to
get closed in the same zone where the mantrap feature is enabled. By default the value of the Man-trap timer is 5
seconds and valid range is from 3 sec to 65535 sec.
Functioning: Select the Man Trap functioning from the option of Zone based and Door Group based.
Zone: If Zone based functioning is selected then select the Zone to be monitored for security from the configured
Enable Rule on Zone: Check the box to enable this Rule on Zone.
Enable Strict Man Trap: Check the box to Enable Strict Man Trap. By this 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.
Click on Update Zone. The Man Trap Rule will be activated on Zone.
Door Group: If Door Group functioning is selected then select the Door Groupon which Man Trap feature is to be
implemented.
Enable Rule on Door Group: Check the box to enable this Rule on Door Group.
Enable Strict Man Trap: Check the box to Enable Strict Man Trap. By this 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.
Click on Update Group. The Man Trap Rule will be activated on Door Group.

VIP Access
VIP Access feature allows the admin to give VIP access to a specific user on the particular door for security
purposes.
To use the VIP Access feature, Click on VIP Access option from the Access Control page. The page appears as
shown below:
There are two modes to configure this rule:

• Device-wise configuration
• User-wise configuration
Device- Wise
To Assign VIP Access Rule Device-wise, select Device-wise option. The following page appears.
The user can select the Device from the picklist where the Rule is to be configured. Click on the button and select
the Device from the Picklist.
The List of the assigned Users on the selected device will be listed in the grid as shown below.
User: The users can be selected one at a time by clicking on the User from the grid. The selection will be reflected
in the User field.

Allow VIP Access: Check the box to allow the selected user for VIP Access on the selected door.
Click on Update to update the Rule.
User- Wise
To Assign VIP Access Rule User-wise, select User-wise option. The following page appears.
The admin can select the user for whom the Rule is to be configured. Click on the button and select the User from
the Picklist.
The List of all the devices assigned to the selected User will be listed in the grid as shown below.
Device: The device can be selected one at a time by clicking on the device from the grid. The selection will be
reflected in the Device field.
Allow VIP Access: Check the box to allow the selected user for VIP Access on the selected door.
Click on Update to update the Rule as shown below:

Visitor Escort
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. Check this box to enable this feature at the
system level.
option.
To use the Visitor Escort Rule, Click on Visitor Escort option from the Access Control page. The page appears as
shown below:
Device field.

Enable Rule on Zone: Check the box to enable this Rule on Zone.
Click on Update Zone. The Visitor Escort Rule will be activated.

Anti-Pass Back
The Anti Pass Back or APB feature is used to ensure that users pass through the entry reader followed by the exit
reader before their ID will be accepted a second time at the designated entry reader.
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.
option.
To use the Anti-Pass Back feature, Click on Anti-Pass Back option from the Access Control page. The page appears
as shown below:
Device field.


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.
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.
• Local: In the event of the Local APB, the system applies the Anti-Passback rule at the Zone level
• Global: In the event of the Global APB, the system applies the rule across all zones at the PANEL level.
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.

• Soft APB does not restrict the person from re-entering/ leaving on an APB Violation but reports the same
and maintains a log.
Click on Update Zone. The Anti-Pass Back Rule will be updated.

Guard Tour
Guard Tour functionality enables the system to monitor the movements of the security guards within the facility
premises during the specified time periods. It is specially required to provide security during the non working
hours.This is achieved by defining a series of check points or door controllers where the guard has to show the
configured credential within a given amount of time. The check points can be sequenced (they must be activated in
a specified order) or they can be unsequenced (they can be activated in any order).
A maximum of ninety-nine Guard Tours and ninety-nine member devices per Guard Tour can be
configured in the system. Devices can also be repeated in the member list. The guard tour configuration is
maintained at the system level and is not sent to the devices.
To use the Guard Tour feature, Click on Guard Tour option from the Access Control page. The page appears as
shown below:
To Add a Guard Tour, Click on Add button.
Name: Specify a unique and descriptive Guard Tour Name.
Active: Check the box to activate the Guard tour.
Start Time: Specify the Start Time in hh:mm format for the Guard Tour when the guard will start the tour.

Tour Duration: Specify the Tour Duration in hh:mm format for the Guard Tour. It defines the time period within
which a particular number of tour cycles should be completed.
Single Tour Time: Specify the time period within which the guard has to complete a single tour. Specify the single
tour time in hh:mm format.
• Example: If Tour duration for a guard tour is 6:00 hours, start tour time is 00:00 and single tour time is
00:30 hours. And the devices defined for the tour are 4. Then the guard has to start the tour from 00:00
and have to cover all the four check points(4 devices) within 30 minutes. This tour cycle will continue for 6
hours i.e. the duration of the tour.
Enable Sequence: The guard tour can be defined as sequenced or un-sequenced by checking or unchecking the
Enable Sequence box.
In case of the sequenced option the Guard has to go to the devices in the sequence as mentioned in the member
list in the grid below.
Guard: Select the user whose credentials will be used for the guard tour from the User Master picklist window.
Now user needs to define the Member devices which would be part of the Guard tour being defined.
Click on the Add device button and select the devices from the Device Selection pop up window by checking the
boxes against the devices which are to be added as members in the guard tour configuration.

Click on OK to add the devices into the list in the bottom grid.
Click on Save button to add the Tour to the list in the right grid. The ID will be automatically generated.
The user can change the sequence of Devices by clicking on Up/Down arrow to move the devices up or down the
list. The device not required in guard tour can be deleted by clicking on Delete button.
User needs to ensure that the door controllers are added in the sequence which the Guard needs to cover
in the tour (required only if the Sequence box is checked).

Access Route
The Access Route functionality enables the administrator to define an access policy which allows the user to
access only specified doors (applicable to Panel and Panel doors) with specified levels in predefined route,
sequenced or unsequenced.
The COSEC system has the capability to define up to maximum 255 routes and 75 doors on a single route.
This functionality can also be enabled from the Device Module > Device Configuration> Features and
User Module>User Configuration> Devices>Configure.
To use the Access Route feature, Click on Access Route option from the Access Control page. The page appears as
shown below:
Panel: Select the Panel on which the Access Route is to be defined from the picklist button.

To define a new Access Route Click on New button. The following window appears on your screen.
ID: The Access Route ID appears by default and cannot be edited by the user.
Name: Specify a unique and descriptive Access Route name.
Active: Check the Active box to activate the Access Route.
Enable Sequence: Check the box to enable the sequence.

The Access Route can be defined as sequenced or un-sequenced by checking or unchecking the Sequence box.
In case of the sequenced option the system checks on the route based on the levels defined. For e.g. the user has
to swipe the credential on a level 1 door and then go on to Level 2, level 3 and so on and so forth. In this case the
order has to be maintained for both the “IN” as well as the “OUT” punches. Therefore it is necessary to have exit
readers installed on all doors of the access route.
Restrictions: Select the Restriction option from the drop down list as per the site requirements.
This functionality can operate in two modes:
• Hard: Access will be allowed only if the access route is followed.
• Soft: Access will be allowed on any door on the access route with an access route violation message.
Reset on Start Level: Check the box to enable the system to reset the current level status to allow access on the
lowest level.
This option is useful in the event of the user not following the proper order while exiting the premises. If this
functionality is enabled then the user will be allowed access on the lowest level irrespective of his/her state but this
will happen only on entry side.

Configured Route
Door: The user needs to define the Member Doors which would be the part of Access Route being defined.
Click on the number in the Member No. column against which the Door is to be defined.
Click on the Picklist button and select the appropriate Panel door from the Picklist pop up window.
Level: Select the Level number for the Door from the pull down list.
Multiple Doors can be assigned to a single level. However, the same door cannot be assigned to multiple levels.
Click Update to add the Panel door to the list in the grid.
Click on Save once done. The Door which is not required in the route can be deleted from the Delete button.

Functional Group
The Functional Group feature is used to group users with similar profiles and access policies to help the System
administrators in better managing the security and access control policies of a site.
This user grouping is used in assigning the activation rights of the Special Functions as explained in the “Special
Function” section of this manual.
These groups are usually classified based on the roles they perform. A maximum of 99 functional groups can be
created in the system.
To use the Functional Group feature, Click on Functional Group option from the Access Control page. The page
The system creates two default functional groups viz. Staff and Visitor.
To create a new Functional Group, Click on New button. The following window appears on your screen.
ID: The ID appears by default and cannot be edited by the user.
Name: Specify a user friendly name for the new Functional Group.
Click on Save. The functional Group will be created as shown in the left grid.
Administrator can now assign the users to the respective functional groups from the User Module>User
Configuration> Devices. The users belonging to these functional groups can then be assigned to activate certain
Special functions.

Time Schedule
Time Schedule allows the system to grant access to the users to certain Access Zone only in a specified time
period. This time period can be set to a full 24-hours or any limited set of hours or minutes.
Each time zone represents a particular period of time and time zones may have overlapping time periods. The
maximum time period which can be assigned to a time zone is 23:59 hours.
To use the Time Schedule feature, Click on Time Schedule option under Access Rule from the Access Control
page. The page appears as shown below:
To create a new Time Schedule, Click on New button.
ID: The ID appears by default and cannot be edited by the user.The range is from 01 to 99.
Name: Specify a user friendly name for the new Time Schedule.
Active: Check the box to activate the Time Schedule feature.
Start Time-End Time: Specify the Start and End time period (in hh:mm) for the defined time schedule.
Active Days: Check the days box for which the Time schedule is to be activated.There is provision for the Holidays
to be overruled if required. This can be done by not checking the Holiday box.
Click on Save to save the time schedule configurations.

Access Profile
Access Profile defines the group of users having similar job functions and need equal privileges throughout the day.
Access Groups having Time Zone based Access Levels programmed, when assigned to any user,enables the
system to determine user Access Level at any particular time.
System Access Policy compares User’s Access Level with Zone’s Access Level before the user is Allowed or
Denied to access the restricted areas. A maximum of 99 Access Groups can be defined in the system.
A ccess G roup-1 A ccess G roup-2
Once the Access Groups are defined, the system administrator can define the Users from User Module>
User Configuration.
To use the Access Profile feature, Click on Access Profile option under Access Rule from the Access Control page.
The page appears as shown below:
The High Group-1 and Low Group-2 are default Access Groups which are predefined and have an access level of
8 with different User Access levels.
To define a new Access Group, click on the New button. The following window appears on your screen.

ID: The ID appears by default and cannot be edited by the user.
Name: Specify a user friendly name for the new Functional Group in the Name field.
Active: Check the box to activate the Access Group.
User Access Levels

Zone Access Level 8
User Access Level =>8
Work Hours: Specify the Access Level for the Working hours ranging from 01 to 15 from the drop down list.
Break Hours: Specify the Access Level for the Break hours ranging from 01 to 15 from the drop down list.
Non- Working Hours: Specify the Access Level for the Non- Working hours ranging from 01 to 15 from the drop down
list. For Non-working hours, the access level of the user is compared to the access level of the zone and user is granted
access only if user access level is greater than or equal to the access level of the zone.See “Example:” on page 735.
Schedule Based Access Level Override

Click on the Member No. from the Member Column in the grid. The selection will be reflected in the Time Zone
field.
Access Level: Specify the Access Level for the Time Zone ranging from 01 to 15 from the drop down list.

Active: Check the Active box to activate the Time Zone.
Click on Update and Save the Changes.
Sometimes it is essential for certain groups to have access to a particular zone in Multiple Time Slots. The
Time Zone based Access Levels allows user to configure such additional time slots for certain groups to
have access to various zones during different time periods of the day.
Example:
If shift is defined from 9am to 6pm and Access Level for Work Hours is set at 9, Access Level for Break Hours is set
at 8, Access Level for Non-Working Hours is set at 8, Access Level for the Panel Door is set at 9 in Zone3 (Not
Home zone)
Case1: Then if Employee punches between 9 to 6, he will be allowed access.
Case2: If employee punches before 9am, he will be denied access as access level for Non-working hours (8) is
less than the access level of Door(9).
Case3: If employee punches during break hours, he will be denied access as access level for Break hours (8) is
less than the access level of Door(9).

Access Profile Assignment
Access Profile Assignment enables to assign Access Rule to Users and Devices.
To use the Access Profile Assignment feature, Click on Assignment option under Access Rule from the Access
Control page. The page appears as shown below:
There are two modes of Access Profile Assignment:

• Device-Wise
• User-Wise
Device -Wise Configuration
Device: Select the Device(Panel) from the device selection picklist to which the rule is to be assigned.
The assigned users on the selected device will appear in the grid as shown below:
User: The users can be selected one at a time by clicking on the User from the grid.
The User selection and Access Profile will be reflected in the respective fields.

To set the Access Profile (group) on a device for a User go to User Module> Select the user from User
List> go to Devices under User Configuration> go to Assign,select the Device Group & assign
Device(Panel or Panel Lite)>go to Configure,Set the Access Profile.
User -Wise Configuration
User: Select the User from the user selection picklist to whom the rule is to be assigned.
The assigned devices on the selected user will appear in the grid as shown below:

Device: The device can be selected one at a time by clicking on the Device from the grid.
The Device selection and Access Profile will be reflected in the respective fields.
To set the Access Profile (group) on a device for a user go to User Module> Select the user from the User
List> go to Devices under User Configuration> go to Assign,select the Device Group & assign
Device(Panel or Panel Lite)>go to Configure,Set the Access Profile.

2 Person Group
‘2-Person’ rule is a feature that enables the system to insist for two valid user entries within specified time to allow
access to a secured zone.
This is a control mechanism, designed to achieve a high level of security, especially for critical areas like Cash
rooms, R&D Labs, sensitive documents storage etc.
option.
Visitors with or without Escort are not allowed into a zone where 2-person rule is enabled while a VIP user
can always enter a 2-person rule enabled zone without the need for a second credential.
If the first person is an authorized user and the 2nd person is a VIP then, system considers the VIP as an
authorized 2nd person to validate the 2 -person rule.
To use the ‘2-Person’ rule, Click on Group option under 2-Person Rule from the Access Control page. The page
To create a new Group, Click on New button. The following window appears on your screen.

2 person Group No.: The Group No. appears by default and cannot be edited by the user.
Name: Specify a user friendly name for the new 2 person Group.
Member: Click on the number in the Member No. column against which the User is to be selected. The number will
be updated in the Member field.
User: Click on the Picklist button and select the Users for the Group one by one. You can define upto 20 person
per group.
Click on Update and Save the selection. The Users will be updated in the grid and Group will be saved in the right
grid as shown below:
Create the other groups same as above. Then click on Save button. The Group with 2 person will be saved.
Zone Access Mode (ZAM) is applied on both users while verifying for 2-person group authorization.
ZAM is not applied on VIP user under any condition.

2 Person Rule Assignment
2 Person Rule Assignment enables to assign 2 person Rule to Users and Devices.
To use the 2 Person Rule Assignment feature, Click on Assignment option under 2 Person Rule from the Access
The grid on the right shows all the devices including direct doors set to advanced access control and panels.
Click on the device from the grid, the related parameters will appear in the respective fields as shown below for
Enable Rule: Check the box to enable the 2 person rule on selected device.
Zone: For Panel, Select the Zone from the drop down list.
Enable Rule on Zone: Check the box to enable the 2 person rule on selected Zone.

Primary Group: Select the Group from the drop down list to work as primary group. Members from the Primary
group are now valid users for the access and any two members of this group together can access a controlled area.
Secondary Group: Select the Group from the drop down list to work as secondary group.If Secondary Group is
selected, then the system verifies that any member of Secondary group is always accompanied by a member from
the Primary group or a VIP user before allowing access to zone.
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.
Mode: Select the Mode from the options of Primary must or Primary and secondary must.
• 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.
Click on Update and Save the changes.

First In User
First-IN User rule uses a card or fingerprint as credential of the user declared as First-IN User to unlock the Access
locked to a particular zone.
The access control system waits in lock mode till a valid First IN user is detected whose effective working hours
overlaps with the current time. The working hours of the zone is linked to the first detected first IN user's effective
working hours and system allows access to all authorized users till the working hours of the First In user is valid.
The system allows the administrator to define upto 99 groups with 25 entries in each group.
option.
To use the ‘First IN User’ rule, Click on Group option under First IN User Rule from the Access Control page. The
To create a new Group, Click on New button or add the users to the existing List.
ID.: The ID No. appears by default and cannot be edited by the user.
Name: Specify a user friendly name for the Group for First-In users.
Member: Click on the number in the Member No. column against which the User is to be selected. The number will
be updated in the Member field.
User: Click on the Picklist button and select the Users for the Group one by one. You can define upto 25 person
per group.

Click on Update and Save the selection. The Users will be updated in the grid and Group will be saved in the right
grid as shown below:
A VIP user is allowed to access the First-In enabled zone even when the zone is not activated by a First-In
user. However, the VIP user cannot activate the zone to allow access to other users.

First In User Assignment
First-In User Rule Assignment enables to assign the Rule on Devices.
To use the First In User Assignment feature, Click on Assignment option under First In User Rule from the Access
The grid on the right shows all the devices including panels and direct doors set to advanced access control.
Click on the device from the grid, the related parameters will appear in the respective fields. The Assignment for
Panel lite and Direct door is shown as below:
Panel lite

Direct Door
Enable Rule: Check the box to enable the First-In user rule on selected device(Panel/Direct Door).
Group1-4: For Panel/Panellite you can select four groups as First IN user groups which can then be assigned to
different zones of Panel lite. Select the desired group from the picklist button.
Click on Update Device to update the rule on Door/Panel.
Zone: Select the Zone from the drop down list. The zones are configured while adding panel/ panel-lite to the
Devices.
Enable Rule on Zone: For Panel/panel lite you must enable and configure the 2 person rule at selected Zone.
Reset On: If a user from “First-IN User” group punches then access to other users can be restricted to that day or
defined time duration.
• Day Change: If Day Change is selected, other user will be allowed access in the selected zone on that
day and will be restricted on next day.
• Access Timer(Sec): If Timer Expiry is selected, specify the Access Timer in seconds (say 5 seconds);
after which the user will be restricted the access.
First-IN User Group: Select the “First-In User” group to be applicable for the selected zone.
Eg: For zone QC, Group2 is selected. For zone Production, Group3 is selected.
Click on Update Zone and Save the selection.

Smart Card-Access Route
The Access Route using Mifare Cards functionality enables the administrator to define an access policy which
allows the user to access the COSEC DOORs in the configured sequence. The COSEC system has the capability
to define up to 75 DOORs on a single route.
This functionality can also be enabled and defined from the Admin Module > System Configuration>
Global Policy> Access Control option.
Also Access Route type and Smart Card Key settings are to be done from Global Policy Page.
To use the Smart Card based Access Route, Click on Access Route option under Smart Card Features from the
Access Control page. The page appears as shown below:
To create a new Access Route, Click on New button.
Name: Specify a user friendly name for the Access Route.
Active: Check the box to activate the feature.
Sequenced Route: When sequenced Route is checked then restrictions for the route can be configured. If the box
is unchecked then the Restrictions option will be disabled. Then the non-sequenced route can be configured.
Restrictions: Select the Restriction mode from the drop down list.
This functionalty can operate in two modes:
• Hard: Access will be allowed only if the access route is followed.
• Soft: Access will be allowed on any door on the access route with a access route violation message.
Reset on Start Level: Check the box to enable the system to reset the current level status to allow access on the
lowest level.
This option is useful in the event of the user not following the proper order while exiting the premises. If this
functionality is enabled then the user will be allowed access on the lowest level irrespective of his/her state but this
will happen only on entry side.
Door: The user needs to define the Member doors which would be the part of Access Route being defined.
Click on the Picklist button and select the appropriate Panel door from the Picklist pop up window.

Level: Select the Level number for the Door from the pull down list.
Click on Add button. The Door will selected as shown in the grid.
Click on Save to save the configured Access Route. The ID will be system generated and Route will be shown in
right grid.

Smart Identification
Smart Identification enables to define the Access Mode on the selected device (Panel or direct door) through Smart
Card, Finger or PIN combinations.
Under this functionality, users defined in the system will be 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.
This functionality can also be enabled from the Device Module > Device Configuration> Advanced
option.
This functionality has to be first enabled from the Admin Module > System Configuration> Global
Policy> Device option.
Also Set any General Additional Security Code which can be used as a passcode for this feature.
Click on the Default button on Door to set the Additional Security Code to the value set in the General
Additional Security Code field on the Global Policy page of Admin Module.
To use the Smart identification feature, Click on Smart Identification option under Smart Card Features from the
Access Control page. The page appears as shown below:
The grid on the right shows all the configured devices including direct doors and panels.
Click on the device from the grid, the related parameters will appear in the respective fields.

Enable Rule: Check the box to enable the smart Identification rule on selected device.
Click on Update Device.
Zone: Select the Zone from the drop down list.
Enable Rule on Zone: Check the box to enable the smart identification feature on selected Zone.
Zone Access Level: Select the Zone Access Level from the drop down list.
SI Access Mode: Select the Smart Identification(SI) mode from the drop down list. The options available are:
• Card
• Card + Finger
• Card + Finger+ PIN
• Card + PIN
Click on Update Zone.
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.

View Alarm Log
View option enables the user to view logs of all alarms which have occurred in the time period as specified in the
filtering option. Alarm Log Events can be filtered to show only events within a certain time period or based on the
Alarm Type.
To access the Alarm Log view feature, Click on Alarm Log option under View from the Access Control page. The
Date: Select the Start and the End date to define the time period for which the alarm logs are to be viewed.
Alarm type: Additional filtering option is provided in the form of Alarm type. Select the Alarm type from the options
of Critical, Major and Minor.
Click on the View button to view the alarm logs. The following page appears displaying the alarm logs for selected
period.
Application Ack Date: It shows the date on which alarm is acknowledged by the user.
System Ack Date: It shows the date on which alarm is acknowledged by the system.
Application Clear Date: It shows the date on which alarm is cleared by the user.

System Clear Date: It shows the date on which alarm is cleared by the system.
To export this log in .XLS format, use the Export button as shown. Save the file in the desired location.

Cluster Access Details Export
This functionality enables the administrator to export access cluster data in a pre-defined Excel format.
1. Select the Access Control module.
3. Under Exports, select Cluster Access Details.
4. Enter the date range for data export.
5. Enter an appropriate Filename for the export file as shown.
7. Select the Panel for which cluster access details are to be fetched.
• Randomly - To select users randomly using the user picklist.
• ALL - To select all users on the system.
9. Click the Export button. On the File Download dialog box, click Save. Save the file at a desired location.

CHAPTER 15 Cafeteria Management
The COSEC Cafeteria is a Web based cafeteria management tool offering unparalleled ease of use in managing
cafeteria operations for a large number of users or employees.

The following are the features of the Cafeteria module.
• Reduced waiting time at the cafeteria thus improving employee productivity

• Meal payment cycle completion within seconds
• Instant reconciliation of contractors invoice / monthly statement
• Easily track the usage of subsidized meal / snack programs
• Track cafeteria usage by outsiders / visitors
• Trouble free cash management

CONFIGURATION BASICS
Configure your Cafeteria system in the order noted below:
Refer to the specified module sections for configuration instructions.
1. Configure Cafeteria Devices from Device Configuration of Devices

module.
2. Define items from Items option of Cafeteria
3. Define menus and assign items to each menu from Menus option.
4. Configure menu schedule for each cafe device from POS Device
Configuration option.
5. Configure parameters for pre-paid and post-paid accounts from the
Payment Methods option.
6. Assign Cafeteria devices to users from the User Configuration option
of Users module.
To use the Cafeteria functionality, Click on Cafeteria Module. The

Cafeteria page will appear on your screen.
Cafeteria Dashboard
To view the Cafeteria Dashboard, select the Dashboard button on the Cafeteria page.The Dashboard
displays the basic information on Cafeteria Module relating to the COSEC Software under the four groups:
Cafeteria Summary
• Items: Total no. of items configured in the system.

• Menus: Total no. of menus created in the system.
• Total POS: Total no. of devices configured for Cafeteria.
• Configured POS: Total no. of canteen devices to which at least 1 menu assigned to it and also at least
one active menu scheduled.
• Prepaid Users: Total no. of canteen users (active) with their account type as prepaid.
• Postpaid Users: Total no. of canteen users (active) with their account type as postpaid.

Today’s Status (Of All Users)
• Total Purchases Made: Total no. of transactions that were recorded on current day.
• Total Sales: Sum of all the current day transactions amount.
• Total Discount: Sum of all the current day transactions discounts.
• Head Count: Total no. of unique user id found in all the current day transactions.
• Number of POS Serving: Total no. of configured POS with at least one of the menu which is scheduled
for today.
Exceptions
• Blocked Users: Total no. of Postpaid users who are blocked due to exceeding the max usage limit.
• Pending Corrections: Total no. of pending corrections, depending on the login user’s rights.
• Offline POS Devices: Total no. of canteen devices which are currently offline.

Items
The Cafeteria module enables the user to define the list of items that will be served by the in-house cafeteria during
the various menu schedules. These items can then be assigned to various menus from the Menu option.
To view items page, go to Cafeteria Management module > Items and the following screen appears:
The page displays configurations and a list of items which are already defined in the right pane as shown above.
To a create a new item click the New button and provide the following details:
• ID: The item code is system generated and not editable.
• Name: Specify name of the Item.
• Price: Specify the cost of the item.
• Description: Provide a brief description of the item.
• Image: Click on the Image field to change/upload the photo of the item. A pop-up is generated as shown
below. Click on Browse image button to select the image and click on Update to save the Image.

Discount
• Apply: In the event of a discount being applicable on the item, select the checkbox and specify the
discount levels as a percentage of the item cost as shown below in the first textbox. The Discount Amount
is automatically calculated and displayed in the second textbox based on the Percentage value specified.
E.g.: For Level 1, if 10% discount is specified the calculated percentage for 20Rs i.e. 2Rs gets displayed in
the second box.
Discount Levels can be assigned to different users. For eg: Discount level 4 with more discount can be
given to workers and Discount level1 with less discount can be assigned to managers.
Click on Save to add the Item to the list.

Menus
The Cafeteria module enables the user to define menus which may consist of some or all the items defined from
the “Items” option. These menus can then be assigned to the various Cafeteria devices as per a configured time
schedule from the POS Device Configuration option.
For defining the Menu, go to Cafeteria Management > Menu and the following page appears as shown below:
The page dispays configurations and a grid on the right hand side containing a list of created menus as shown
above.
To create a new menu, click on the New button and provide the following parameters:
• ID: The Item code is system generated and is not editable.
• Name: Specify name of the Menu in which items can be added.
• Activate: Select to enable the menu and set it as active.
• Contains Default Item: Select to enable to set the first assigned item as the default item. In the event of
the user directly punching at the Cafeteria door without selecting any item, the system automatically takes
the default item as the item ordered and processes the transaction.
Useful for Canteens selling fixed Breakfast/ Lunch/Dinner.

Most Selling item can be set as Default.
Item List
This section enables the user to assign items from the item list to the menu. Click on the Item picklist button and
select the item from the item list pop-up window.

Click on OK to add the selected item to the menu. Multiple items can be selected for the defined menu.
The selected items get displayed in the grid as shown above.
Click on Save to save the Menu list consisting of selected items.

POS Devices Configuration
The POS Device Configuration functionality enables the user to assign the menus to devices and allows the user to
schedule the Menu on defined Cafeteria devices for different time periods and days.
For assigning the Menu to device, go to Cafeteria Management > POS Devices Configuration tab and the
following page appears as shown below:
The page displays configurations and a grid on the right side containing devices configured for Cafeteria.
Select a device from the grid and the parameters get loaded in the respective fields
• Active: Select the checkbox to activate the selected device.
Assign Menus
The Admin can assign upto 99 menus for the selected device. Select the Menu from the Menu Picklist button.

Schedule Menus
After assigning a menu, the admin can schedule the menu.
• Menu Name: Select the Menu using the picklist button.
• Schedule: Configure the time period by specifying the Start Time and the End Time during which the
menu will be valid at the selected Cafeteria device.
• Days: Select the checkboxes against the appropriate days on which the menu is to be considered as
valid.
• Click on Add to add the selected menu to schedule on the device. Repeat the process to configure
additional menu schedules for the selected Cafeteria device.
Click on Save once done.

Cafeteria Settings
The Cafeteria Settings page enables the administrator to configure parameters for prepaid and postpaid
accounts as per the site requirements.
To configure this, go to Cafeteria Management > Cafeteria Settings and the following page appears as shown
below:
There are three types of settings as described below:

• Prepaid
• Postpaid
• Other Settings
Prepaid
Prepaid method provides the simple option of recharging the Smart Card to store balance information as and when
needed. This eliminates the need of managing cash all the time.
The parameters are:
• Limit Recharge Amount: Select to enable a limitation to be set on maximum recharge amount for prepaid
accounts.

• Max Recharge Amount: Specify the maximum amount with which a prepaid account can be recharged.
• Balance Management: Specify whether the balance management process for prepaid users should take
place at the device side or server side. For Server Based balance management, user credentials
supported are fingerprint, Read-Only card and Smart card. For Device Based balance management,
however, only Smart Cards are supported.
• Device-Server Balance Check: For Server Based balance management, You can enable Device-Server
Balance Check to enable Device to check Server-side balance before allowing cafeteria transaction. For
this, Device and Server must be connected.
For server communication in the prepaid server based mode, the admin must set HTTP Server
configuration on the device webpage for all configured Cafeteria devices. Select a network interface and
submit the IP Address and port number of the connected COSEC Server as shown below.
Monthly Limit
This section enables to set a maximum monthly usage limit for a prepaid user.
• Block User on Max Usage Limit: Enable to block a user whose usage has exceeded the monthly limit.
• Max Usage Limit Per Month: Specify the maximum limit of usage per month.
Daily Limit
This section enables to set a maximum daily usage limit for a prepaid user.
• Block User on Max Usage Limit: Enable to block a user whose usage has exceeded the daily limit.
• Max Usage Limit Per Day: Specify the maximum limit of usage per day.
• Restore User On Date Change: Enable to allow a user to be blocked only for a single day and then
restore the user at midnight.

Postpaid
Postpaid method provides the choice of having the bill deducted directly from a user’s payroll. Hence, there is no
need for manual cash handling at any time.
The parameters are:
• Account Reset Mode: Select a mode from the dropdown list to reset the account. The two modes are:
• Reset to Zero: Select this option to reset the postpaid users’ accounts to 0 at the start of the month.
• Deduct User’s Allowed Usage: Select this option to reset the account by using one of the following
methods based on the actual usage of postpaid user:
• If the total amount (actual usage for the month + previous due) is less than the users allowed usage per
month (see below), the account is reset to zero and the total amount is recorded as payment transaction.
• If the total amount (actual usage for the month + previous due) is more than the users allowed usage per
month, the account will be reset to zero and the balance due “total accumulated amount - allowed usage
amount” will be added and stored in the users previous due record. In this case the user’s allowed usage
amount will be recorded as user’s payment transaction.
On running the Monthly Payments Process, a postpaid account will be reset based on the account reset
mode specified by the admin. For more information, See “Process-Monthly Payments” on page 782.
• Allowed Usage Per Month: Specify the amount for the allowed monthly usage for postpaid accounts. This
amount is used specifically as a base for the calculation of a user’s accumulated dues and account reset
calculations as explained before.
• Reset Account Automatically: Select the checkbox if the postpaid accounts are to be automatically reset
everytime the month changes.
Monthly Limit
This section enables to specify the maximum usage limit amount for a month for a postpaid user. This is not to be
confused with Allowed Usage Per Month which is used to determine a user’s payment dues for a month.
• Block User on Max Usage Limit: Select the checkbox if the users with postpaid accounts are to be
blocked as and when the maximum usage limit is crossed for a month.
• Max Usage Limit Per Month: Specify the maximum limit of usage per month.

• Accumulate Usage Limit: Enable, if the user has not consumed the Allowed Usage Per Month limit for a
selected month, and the balance is to be carried forward to the next month’s allowed usage.
Daily Limit
This section enables to specify the maximum usage limit amount for a day for a postpaid user.
• Block User on Max Usage Limit: Enable to block a user whose usage has exceeded the daily limit.
• Max Usage Limit Per Day: Specify the maximum limit of usage per day.
• Restore User On Date Change: Enable to allow a user to be blocked only for a single day and then
restore the user at midnight.
The Cafeteria Settings will be the default settings applicable to all Cafeteria enabled users in the system.
These settings can however, be overridden from the User Configuration page of the Users module.
Other Settings
From the Other Settings page one can enable the Pre-ordering feature.
The Cafeteria User can pre-order items beforehand from respective menus for the selected date. This helps
Cafeteria Admin to have an estimate about the quantity of food to be prepared on given date.
Enable: Select to activate the Pre-ordering feature.
Allowed in Advance(Days): Specify the number of days before which the Cafeteria user can order the meals in
advance. Eg: If 10 days is set. Then on 12th september, you can pre-order meals for upto 22 september.
Restrict Before Menu Start: Specify the number of Days or Hours before which the cafeteria user must finish the
ordering of meals so that the food can be prepared for the required quantity.
• Days: Select Days from the dropdown list and mention the number of days
• Hours: Select the hours from the dropdown list and mention the number of hours.
See “Pre-ordered Meals” on page 776.
Finally, click on Save button to save the settings.

Recharge
The Balance Management option of the Cafeteria module enables the user to recharge the prepaid user card from
the Cafeteria device. The COSEC Web application sends the configured recharge command to the Cafeteria
device from the COSEC Monitor application.
To recharge, go to Cafeteria Management > Balance Management > Recharge and the following page appears
as shown below:
• User: Select a user from the Cafeteria Prepaid users picklist.
• Device: Select a device from the Cafeteria device picklist. The device for the Cafeteria application can be
assigned from the Devices module. Only those devices which are enabled for cafeteria are available for
selection.
Device selection will not be available if the user’s prepaid account is in Server Based mode. See
“Cafeteria Settings” on page 764.
• Process: Select the Process from the options of Recharge or Reset.
Recharge Process

Recharge Details
• Refund Amount: It displays the amount to be refunded to the user by the system. It is an auto generated
field.
For eg: In Prepaid user case, when the user punches at the Cafeteria door the amount is deducted for the
selected item. But when the user goes to pick that time, if the item is not available at that time so the user
is left without that item. In such case he has to be refunded for the item price.
• Recharge Amount: Enter the amount by which the prepaid user can be recharged.
• Confirm Recharge Amount: Re-enter the recharge amount for confirmation.
• Total Recharge Amount: This is the auto generated total amount including the summation of Refund
Amount and Recharge amount with which the user card will be recharged.
Click on Recharge button. The system sends the recharge command to the Cafeteria device, prompting
the selected user to display card at the device for the recharge process to be completed.
Reset Process
Reset Type: Based on the selected Reset Process, select the Reset type from the below options:
• Reset the Account to Zero(0): It resets the value on the prepaid card to 0.
• Reset the Account to Available Balance: It displays the last available balance of the user as found in the
COSEC database based on the user’s transaction to which the balance on the user card is to be reset.
For E.g.: If the user has balance of Rs.100, he punches for a value of Rs.20, then available balance will
be Rs.80 in user card and COSEC Database. If user punches next time for any value and if due to any
reason the card gets garbage value. Then the card can be reset to the available balance in COSEC
database i. e. Rs.80.
Click on the Reset button after selecting the appropriate option.

Payment
The Balance Management option of the Cafeteria module enables to record payment transactions against dues for
the postpaid users.
For making the Payment, go to Cafeteria Management > Balance Management > Payment and the following
• User: Select the user from the picklist. The picklist contains users configured from the User module and
who have been assigned the Postpaid account from the Users > User Configuration > Cafeteria page.
• Total Due: It displays the total amount due for the selected user.
Payment
• Payment: Enter the payment amount.
• Remark: The user can enter any remark during the payment process.
Click on the Process button to process the Payment.
After doing payment of say for Rs. 200, the left over due is shown in Total Due. And Payment Successful message
is displayed as above.

Manual Adjustment
This option enables the administrator to perform manual adjustments to user accounts as and when required.
For making the manual adjustment, go to Cafeteria Management > Balance Management > Manual Adjustment
and the following screen appears as shown below:
The page displays configurations on the left hand side and a grid containing a list of users who are enabled for
canteen on the right hand side.
• User: Select user from the user picklist or from the grid on right for whom the manual adjustments are to
be done.
In the above figures Resham is a Pre-paid user and Meera is a Post-paid user.

Account Details for Current Month
It displays the account details of the selected user as Previous and Current due, Correction Amount, Total
Payment, and Total Due.
• Previous Due- It is the previous due which is carry forwarded to next month.
• Previous Balance- It is the previous balance which is carry forwarded to next month.
• Current Due- It is the due of the month.
• Current Expense- It is the expense of the month.
• Correction Amount- It is the Refund amount to be paid back to the user in case of transaction error.
• Total Payment- It is the total number of payment transactions done in current month. (Transactions can
be done weekly or 4 times in a month)
• Total Recharge- It is the total number of recharge transactions done in current month.
• Total Due- It is equal to the Previous due+ Current due- Correction amount- Total payment
• Total Balance- It is equal to the Previous balance+ Current balance- Correction amount- Total recharge
• Adjustment: Select the Process type from the options of Credit or Debit.
• Amount: Specify the amount to be credited or debited from the user account.
• Remarks: Specify any remarks for the manual adjustment done.
Click on Process to process the manual adjustment.

Blocked Users
The COSEC Cafeteria module helps in monitoring Prepaid as well as Postpaid users and helps avoid treacherous
usage by allowing users to be blocked on certain violations. Both Prepaid and Postpaid users can be blocked when
their usage exceeds a fixed daily or monthly limit as configured for their Cafeteria accounts.
The Blocked Users option of the Cafeteria module enables the administrator to view the list of blocked users as well
as restore blocked users as and when required. The two ways to Reinstate a blocked user are
• Pay full or part of the Due Amount
• Increase the Usage Limit
The grid on the right displays a list of all the users who are currently blocked due to exceeding the maximum usage
limit.
Select the user to be restored as shown above and specify the New Usage Limit for the selected user.
Click on Unblock to unblock the selected user.

Left Over Balance
Left Over Balance page will allow admin to view users whose Left Over Balance and Available Balance are out of
sync. When due to some exceptional cases Left Over Balance is decremented and event is not received from
Device or vice versa then Left Over Balance can be manually sync to Available Balance.
For Synchronizing, go to Cafeteria Management > Balance Management > Manual Adjustment and the
following screen appears as shown below:
The grid shows list of all active users (Prepaid Server Based + Device-Server Balance Check -Enabled) for whom
Left Over Balance is not equal to Actual balance.
Click Synchronize Balance for all selected users to make Left Over Balance = Actual balance for current month.

Pre-ordered Meals
Pre-ordered Meals enable the Cafeteria Admin to view and have an estimation about the quantity of food to be
prepared on the selected date.
To view pre-ordered meals go to Cafeteria Management > Transaction Management > Pre-ordered Meals and
the following page appears as shown below:
Select the Date for which list of pre-ordered meals is to be viewed.
Filter the user by selecting the enterprise group or individual user.
Click on View button to view the ordered list.

Correction Approval
The COSEC application allows the users to apply for corrections to existing transactions from the COSEC ESS
module. These applications can be authorized by the administrator from the Correction Approval option of the
Cafeteria module.
For giving correction approval, go to Cafeteria Management > Transaction Management > Correction Approval
and the following page appears as shown below:
Select the Date from date browsing button. Click on View. The list of pending transaction correction applications
will be listed in the grid as shown above.
Select the appropriate transaction and click on Approve or Reject checkbox.
The Approved and Rejected Applications can be viewed from the collapsible panels as shown below:
You can also click the Details icon against a particular record to view its transaction correction details. On clicking
the icon a pop-up window appears.
If the transaction is in pending state, you can also select a decision to be taken for the transaction as Approve or
Reject and provide remark for the respective transaction in the pop-up window.

Manual Correction
The COSEC application allows the administrator to directly apply corrections to existing transactions.
For doing Manual Correction, Click on Manual Correction option under Transaction Management from Cafeteria
page. The page appears as shown below:
Select the User from the picklist whose transaction requires manual correction. The transactions of the user will be
listed in the right grid sorted in ascending order with respect to the transaction date-time.
Select a transaction record where the correction is to be applied, the details of the record will be loaded in the
respective fields. The Transaction Value display the current quantity in the transaction and the payable amount
(Price-discount) for the transaction.

Correction
Click on Edit button. The Application Date displays the date and time of correction application being done.
The user can specify New Quantity(increased value or decreased value ) for transaction and add any remark if
needed. Click on Save to save the application. The Application Status will be shown in the grid.
New Transaction
In case of error in the quantity or missing punch of user, the new transaction can be added manually.
For this select the User from the picklist. Then click New button to add new transaction.
Enter the Transaction Date using calender and Transaction Time in HH:MM format.
Select the POS Device,Menu and Item from the picklist.
Enter the Quantity value in the New Quantity field. Specify the Reason for the correction.
Click on Save button to save the transaction to the grid. The transaction correction application is then sent for
transaction approval.
The Manual correction Application can be approved by the Reporting In-charge of the user or the administrator.
To know more about Correction approval click on “Correction Approval”.

Transaction Summary
Transaction Summary helps the admin to track/analyze all the transactions in canteen module.
For viewing Transaction Summary, Click on Transaction Summary option under Transaction Management from
Cafeteria page. The page appears as shown below:
Date: Select the date range by browsing the Calender button for which the transaction is to be viewed.
Filter Users: Select the user filter based on which users can be selected. The options available are:
• All
• Organization
• Branch
• Department
• Section
• Category
• Grade
• Designation
• Individual
Group/User: Select the User or Group from the User picklist button.
Click on View to view the transactions divided into Purchase, Payments, Recharge, Reset and Manual Credit/
Debit.

Process-Monthly Payments
This option enables the administrator to manually run certain processes required for reconciliation of the postpaid
user accounts. The following processes will be run on selecting this option.
• Updation of users’ account details by subtracting the users’ allowed usage amount or reset to zero (as set
from the Payment page) from the total due amount, and recording transactions for the payments
processed along with their details.
• If a user is blocked and if after the payment the users new balance is less than the users max usage limit,
then the user should be unblocked and the change is to be updated to all the canteen devices.
• Perform the same process as that of automatic reset function.
To run the monthly payment process, Click on Monthly Payments under Process from Cafeteria page. The page
Attendance Period: Select the month and the year for which the monthly payment process is to be run.
The administrator can now select the group of users whose monthly payment is to be processed.
User Filter: The Multiple users can be selected based on the following filter options:
• Selected Groups: Enables the administrator to select all users belonging to a particular group.
• Randomly Selected Users: Enables administrator to randomly select users from the User Picklist
window.
Once the users have been selected click on the Process button to start the process.

CHAPTER 16 Visitor Management
The COSEC VMM tracks and manages visitors to the organization increasing overall security and enhancing
productivity of security and reception personnel.
The Visitor module enables the user to define the parameters which will be
used by the COSEC VMS application to manage the Visitors on the site.
Some of the key features of the system are:
• Facility to approve Visitors in advance. See “Pre-Registration” on page 798.
• Define Visitor Profile users.
• Define Visit types as per the site requirement.
• Define COSEC VMM Stations.
• Quick and Simple single page check-in process.
• Full Set of Visitor Reports.
The number of visitors supported by devices is same as the number of users supported by devices. The details are
mentioned in “Users”. Prior to starting the COSEC VMM Visitor Management module the administrator needs to
define the cards in the User Database as Visitor Cards.
To use the Visitor Management functionality, Click on Visitor Management Module. The VMM page will

Visitor Management Dashboard
To view the Visitor Management Dashboard, select the Dashboard button on the Visitor Management
page. The Dashboard displays the basic information on Visitor Management Module relating to the COSEC
Software under the three groups:
Summary
• Configured Visitor Profile- Total number of visitor profiles created in system.

• Active Profiles- Total number of visitor profiles which are currently Active.
• Configured Stations- Total number of Stations configured in the System.
• Frequent Visitors- Total number of visitors registered in the module.
• Watch List- Total number of visitors added to the watch list.
Visitor Pass Status
• Total Passes Issued- Total number of passes created from all stations which have not yet been
surrendered or expired.
• Passes Issued today- Total number of passes that are created today from all stations.
• Passes Expired- Total number of expired passes which have not yet been surrendered.
• Visitors IN- Total number of visitors whose pass is created on the current day.
• Vsitors OUT- Total number of visitors who has surrendered pass on the current day.
Pre-Registrations
• Total- Total number of Pre-registrations of visitor whose arriving date is either current day future date.
• Arriving Today- Total number of Pre-registrations of visitor who are arriving on current day.
• Arriving Tomorrow- Total number of Pre-registrations of visitor whose arriving date is current date +1.
• Pending Authorization- Total number of Pre-registrations whose authorization is pending.
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.

Visitor Profile List
The Visitor Profile List displays all the visitor profiles configured in COSEC.
To view the Visitor Profile list, Click on Visitor Profile List option from the Visitor Management Page. The Page
The user can view the profiles based on Active/ Inactive filter in Ascending/ Descending order by selecting the
desired filter.
Click on the Photo View button on the left.The Profiles information with the photo is displayed.
On clicking the Add button, Visitor Profile page will open. See “Visitor Profile”.

Visitor Profile
Visitor Profile page enables to add the visitor and configure the details of the visitor.
To define the Visitor credentials,Click on Visitor Profile option from the Visitor Management Page. The Page
Profile
Click on New to add new Visitor.
Click on the image on left side to change the Photo. Browse the photo and ensure that the size of photo is
maximum 50kb.
Basic
Specify the ID and Name of the visitor.
Check the Active box to activate the visitor card on the system. Whenever a visitor card is de-activated (i.e. Active
checkbox is unchecked), say, at the end of the visit, the admin will be prompted to choose whether all assigned
devices should be revoked from the visitor or not.
Optional
The Short Name and Reference ID fields will be auto generated. You can change the Short Name name anytime
but the reference ID can be edited only before saving the visitor details.
Specify the Integration reference. This field is provided for integration with third party software applications (eg:
Payroll). In third party applications where the visitor ID has more number of characters (say alphanumeric up to 20
characters) and if it wants to integrate with COSEC Application then it can use Integration reference to map
COSEC to third party software.
Click on Save to save the details of the visitor as shown below:

Devices
This option enables the administrator to assign the Visitor Cards to the different Doors already defined in the
system. On clicking the Devices Selection option, the page appears as shown below:
Assign
Select the Device Group from the picklist.
Click on Add button and select the devices by checking the box again desired device. The devices will be listed in
the grid as shown above.
The Restrict Access column is provided to enable the administrator to restrict access to selected devices as and
when required. In the event of this option being checked against a particular device, the device will only register the
visitor punch but will not activate the door relay.
Configure
This option enables the administrator to edit the settings on the individual controllers assigned to the visitor as
shown in the following figure. This option is only available with the Access Control add on module.

Device: Select the door/panel from the drop down list. The listed doors are those which are added to the Device
Group in Assign tab.
Check the Active box to enable the visitor credentials on the controller.
This checkbox of “VIP” is available as per device selection in “Device” dropdown.
Click on Save button to save the visitor configuration.
Credentials
This option enables the administrator to assign the credentials to the visitor. On clicking the Credentials option, the
PIN: Specify the PIN number for the visitor. The PIN number is used as a credential to punch on the door with
which the visitor would be recognised by the device, irrespective of the fingerprints.Visitor PIN should be a numeric
value consisting maximum of 6 digits. The value entered in this field will only be visible to the System Administrator
(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 visitor if applicable. To improve
the authentication speed on device, the users are divided into groups so when the user punches on the device, the
user templates will be authenticated against the users in the group only. This will give faster response to the users.
Access Card 1 & 2: Specify the card ID number to be assigned to the visitor. The maximum value for the card ID is
20 digits. Up to two cards can be assigned to a single visitor. Option is also provided to enroll the cards at a later
date from the enrollment option or User Credential option of the Basic module.
Enrolled Fingers: This option displays the number of fingerprint templates enrolled against the selected visitor.
Enrolled Palms: This option displays the number of palm vein templates enrolled against the selected visitor.

Enroll Credentials
Click on Enroll credentials button to enroll the visitors on the assigned devices. The Enrollment pop up appears as
shown below.
The Enrollment is not done in Edit mode.
Door: Select the device by clicking the device picklist on which the enrollment is to done.
Enrollment Type: Select the Enrollment type from the drop down options of ReadOnlyCard, SmartCard,
Biometrics and BiometricsThenCard.
For Read Only Card

For Read Only Cards, the administrator needs to specify the Number of Cards to be enrolled from the drop down list.
For Smart Card

• User ID
menu.

Apart from the above, the Visitor Name as an Additional Details on Smart Card can also be written.
For Biometrics
For Biometrics credentials, the administrator needs to specify the Number of Palms to be enrolled from the dropdown
list.
For BiometricsThenCard
For biometrics credential combination with the card , the administrator needs to specify the Number of Palms and
Number of Cards to be enrolled from the dropdown list.
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 visitor will be prompted by the selected door controller to
display the credentials for enrollment.

Access Control
This option is only available with the Access Control add on module. On clicking the Access Control option the
following page appears.
Basic
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 visitor. In such cases, the system administrator can disable the Finger
Print check for the visitor thus enabling the visitor 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 visitor. In such cases, the system administrator can disable the Palm vein check
for the visitor thus enabling the visitor to gain access using either the assigned pin or card.
Access Validity: Enable this option if the visitor credential is to be activated for a predefined period.
Access Validity Date: Specify the end date of the access validity.
Access Level: Select the Access Level to be assigned to the visitor in Smart Identification (SI) mode.
Holiday Schedule: Select the Holiday schedule to be assigned to the visitor from the drop down list.
Advance

Smart Access Route: Select the Smart Access Route to be assigned to the visitor from the Access Route picklist
window as configured from “Smart Card-Access Route”.
Max Route Level: Select the route level up to which the visitor is to be allowed access from the drop down list.
Cafeteria
This option is only available with the Cafeteria add on module. On clicking the Cafeteria option the following page
appears.
Settings
Enable Account: Check the box to enable the visitor to access the assigned Cafeteria devices.
Discount Level: Select the appropriate Discount Level from the drop down list.
Account Type: Select the Account Type from the options of Pre-Paid and Post-Paid.
visitor will be blocked (required only when the “Block User On Max Usage Limit” checkbox is enabled in
• For prepaid account, you can enable Device-Server Balance Check to enable Device to check
Server-side balance before allowing cafeteria transaction. For this, Device and Server must be
connected.
the visitor can be calculated. Also define the Maximum Usage Limit per month as well as per day
beyond which the visitor 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.

Standard Items
Standard Items display the Visitor Types, Visit Types, Vehicle Type and Station Location of Visitor.
To access standard Items, Click on Standard Items option from the Visitor Management Page. The Page appears
as shown below:
Visitor Type
The Visitor Type option enables the application user to define various types of visitors as per the site requirements.
Specify the Name of the Visitor type like Customer, supplier, Interviewee etc.
Select the Color for the visitor type from the picklist. The respective Color Code appears with the color selection.
Check the Default box to set this as the default visitor type.
Click on Add to save the Visitor type to the list. The details can be edited with the Update button.
Visit Type
Visit Type option enables the application user to define various types of visits as per the site requirements.

Specify the Name of the Visit type.
Check the Default box to set this as the default visit type. You cannot delete the default visit type.
Click on Add to save the Visit type. The ID will be automatically generated.
For Editing, Select the Visit type. Make the changes and Click on Update to save the changes.
Vehicle Type
Vehicle Type option enables the application user to define the types of vehicles carried by the visitors as per the
site requirements.
Specify the Name of the Vehicle type which the visitor would be carrying.
Check the Default box to set this as the default vehicle type. You cannot delete the default vehicle type.
Click on Add to save the Vehicle type. The ID will be automatically generated.
Station Location
This option enables the administrator to define multiple COSEC VMM stations. Each COSEC VMM location can
thus be assigned a unique station location.
The Virtual Entry location of the visitor where the visitor pass has been created is referred as Station location. It is
required to surrender the pass at the particular station from where it has been created.

Specify the Name of the location to be considered as station location for visitor entry.
Select a site to which this station location is to be assigned. Multiple station locations can be assigned to a single
site.
Check the Default box to set this as the default station location.
Select the Vehicle Registration No. Required checkbox to make the vehicle’s registration number mandatory for
vistor pass creation from the Visitor Management System (VMS) desktop utility.
Click on Add to save the station location. The ID will be automatically generated.

Pre-Registration
Pre-Registration option is used by the host (i.e. an employee to whom the visitor is expected to meet) by providing
the details of the visitor and expected date and time.
Pre-registration can be done from COSEC Web Application or COSEC ESS Application.
The Employee Self Service module enables users to login and enter details of their expected visitors. The pre-
registration of the visitors is then sent for the approval to the Reporting In-charge.
Pre-Registration from ESS
For Pre-registering the visitors from COSEC Web Application, Click on Pre-Registration option from the Visitor
Management Page. The Page appears as shown below:
Pre-Registration from System Administration

Visit Details
Appointment No.: It is the auto generated number based on the registration date. The format is
YYMMDD00000(N+1) where N is auto incremented number starting from 0, considering the visitor pre-registeration
date.
Visit Date: Enter the expected date of the Visitor in dd/mm/yyyy format or just click on the date Picklist button and
select the date.
Visit Days: Specify the number of days of the visit.
Visitor Arrival Time: Specify the expected time of the Visitor arrival in hh:mm format.
Visiting Hours per day: Specify the expected time duration of the visit in hours per day.
Visitor Details
Visitor Name: Specify the Name of the Visitor.
Organization Name: Specify the Visitor’s company name.
Mobile No.: Specify the cell phone no. of the visitor.
Email: Specify the email ID of the visitor. This is essential in the event of the notification option being selected.
Visitor Type: Select the appropriate visitor type from the drop down list.
Visit Type: Select the visit type from the drop down options of Personal and Official.
Additional Visitors: Specify the number of accompanying members expected to accompany the Visitor. Click the
button to add details of additional visitors.

Host Details
Host User: Select the host from the picklist to whom the visitor will meet or who has called the visitor to meet him.
Purpose: Specify the purpose or the reason of the visit.
Send Notification to Visitor: Check this box if an alert notification is to be sent to the visitor informing about the
pre-registration.
Vehicle Details
For pre-registration of a visitor’s vehicle also, enter the vehicle’s registration no., vehicle type, model and color.
Click on Save to save the visitor details for pre-registration. The Pre-registered Visitor will be reflected in the
COSEC VMS Application (desktop application) through which the security personnel or reception person can
monitor the visitor and issue the pass.

Pre-Registration Approval
The pre-registration approval of visitors can be done by an admin or the reporting incharge of the user who has
entered the pre-registration entry. If the pre-registration entry is done by a system account user (i.e. sa, se, so type
users) then the entry will be auto approved with the login user’s id itself.
For the Pre-registeration approval of visitors, Click on Pre-Registration Approval option from the Visitor
Click on Edit and Select the start and end dates by clicking the respective date selection buttons dates for which
authorization status is to be viewed for Visitor Pre-registration.
Click the View button to view the pending,approved and rejected status of all Visitor Pre-registration authorization
and their details.
To view the visitor pre-registration detail for the corresponding user, click the corresponding Details button.
The Pre-registration detail window would appear as shown below.

To approve or reject an entry from pending list, select the appropriate Approve or Reject checkbox corresponding
to a visitor Pre-registration. Click the save button. The selected entries will now be moved from the Pending section
to the Approved or Rejected section as per the authorization.
Visitor Pre-registration Approval from ESS

If Visitor Pre-registration box for In-charge Permissions for an In-charge is checked, then the application made by
the users under the In-charge will be sent to the In-charge for Approval.
For doing the same, In Admin Module>System Configuration>Global Policy>Visitor Management>Authorisation for
Visitor Pre-registration should be enabled and in Users Module> Reporting In-charge> Incharge Permission >
Visitor Preregistration should be enabled, then ESS User (Reporting Incharge) can approve or reject the
registration request from the users under his group as shown in below figure.
For any user doing the pre-registration from ESS, the approval is said to be done when the defined authorization
mode for that reporting group is fulfilled.
The Authorization modes are: Any one, Both, 1 Then 2. For more details on Authorization See “Reporting Group”
on page 373. in Users Module.
Once the Visitor Pre- Registration is approved, the sms or email notification(as enabled from Admin>Alert Message
Configuration) is sent to the visitor provided the “send notification to visitor” check box in “Pre-Registration” section
is checked. And hence the visitor pass can be created from the VMS application.

Set Credentials
The COSEC system has five major types of visitor credentials which can be assigned to visitors:
• PIN
• Cards (Read only and Smart Cards)
• Fingerprint Templates
• Palm Templates
• Visitor Photo
The Set Credential option provides a simple method of setting visitor credentials to devices. However the
administrator needs to ensure that the visitors have been created on the system using the Visitor Configuration
option of the Basic module.
To access this functionality, Select the Visitor Management module. Select Utilities > Set Credentials.
The Set Credentials page appears on your screen as follows:

Sync to Device for a Single Visitor
• Visitor - Select a visitor from the visitor picklist whose credentials are to be set.
• Credential - Select a visitor credential from this drop down list which is to be set for the selected visitor. 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.
the selected visitor. 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
• Randomly Selected Devices - This option appears for FP Template, Palm Template and Visitor
Photo. Select this to set credentials on a specific device or devices.

• All Allotted NGT & Vega Controllers - This option appears for Visitor Photo only. Select this to set
credentials on all allotted NGT and Vega devices.
• Click the Set button to set the visitor credential successfully on all the specified devices.
Sync to Device for Multi Visitor
• On the Set Credentials page, select the Multiple Visitors tab. The page appears as shown.
• Credential - This option supports the setting of three types of visitor credentials -
• FP Template
• Palm Template
• Visitor Photo
• Visitor Filter - Specify multiple visitors using this dropdown list. Choose from the following options -
• Randomly - Select random visitors from the visitor picklist.
• Select Group - Select a group of visitors from the Select Group drop down list.
• ALL - Select all visitors active on the system.
• All Allotted Devices - This option appears for FP Template only. Select this to set credentials on all
allotted devices.
• All Allotted NGT & Vega Controllers - This option appears for Visitor Photo only. Select this to set
credentials on all allotted NGT and Vega controllers.
• Click the Set button to set the visitor credential successfully on all the specified devices for the selected
multiple visitors.

Delete Credentials
The Delete Credential option provides a simple method of Deleting visitor credentials from devices. To access this
functionality, Select the Visitor Management module. Select Utilities> Delete Credentials.
The Delete Credentials page appears on your screen as follows:
Single Visitor
.
• Visitor - Select a visitor from the visitor picklist whose credentials are to be deleted.
• Credential - Select a visitor credential from this drop down list which is to be deleted for the selected
visitor. the options are -
• PIN
• Cards
• FP Template
• Palm Template
• User Photo

• All Allotted Devices - This option appears for PIN, Cards and FP Template. Select this to delete
• Randomly Selected Devices - This option appears for FP Template, Palm Template and Visitor
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
• All Allotted Panel-lite V2, NGT & Vega Controllers - This option appears for Visitor 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 visitor credential successfully on all the specified devices.
Multiple Visitors
• On the Delete Credentials page, select the Multiple Visitors 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


• Delete Credentials for- Select the option as All Users, Active Users or Inactive Users for whom the
credentials are to be deleted.
• Sync To - Use this drop down list to specify the devices where the specified credentials are to be deleted
for the selected visitor. 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
• All Allotted Panel-lite V2, NGT & Vega Controllers - This option appears for Visitor Photo only.
Select this to delete credentials on all allotted NGT and Vega controllers.
• Click the Delete button to delete the visitor credential successfully on all the specified devices for the
selected multiple visitors.

Sync from Device
This option enables the COSEC system to synchronize visitor 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 Visitor

To do this,
• On the Sync from Device page, select the Single Visitor tab.
• Credential - Select a visitor credential from the drop down list. This feature supports following credentials:
• Cards
• FP Templates
• Palm Templates
• Visitor - Select a visitor from the visitor 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 Visitor
To do this,
• On the Sync from Device page, select the Multi Visitor tab.

• Credential - Select a visitor credential from the drop down picklist. This feature supports following
credentials -
• Cards
• FP Templates
• Palm Templates
• Click the Sync button to pull the specified credentials for multiple visitors to the COSEC database
successfully.

Entry/Exit Correction
This option enables the application user to manually edit the entry and exit time of the Visitor. In case where the
system is unable to recognise the credential of visitor or if the visitor pass is paper pass then the entry or exit of the
visitor can be recorded manually.
To do the Entry/ Exit Correction, Click on Entry/ Exit Correction option under Utilities from the Visitor
The grid on the right displays the Visitors with Pass issue date and Pass number.
Select a visitor from the grid whose Entry/Exit correction is to be done. The visitor Pass and In/Out details will be
generated in the respective fields.
To do the correction, Select the Visit Date from the column in the bottom grid. The Visit details are updated in the
fields. Edit the IN-OUT Punch fields with Entry and Exit time falling within the Visit Hours as shown in Visitor
History section.

Frequent Visitors
This option displays the list of Frequent Visitors who visits frequently to the company. It enables to add the frequent
visitor to the watch list to keep them under watch.
To add or view the frequent visitors, Click on Frequent Visitors option under Utilities from the visitor Management
Page. The Page appears as shown below:
The grid on the right displays the Visitors with their mobile numbers. Click on the Visitor to view or edit the details of
visitor as shown in the respective fields.
Click on the New button to add a new visitor. The basic details like Name, Organisation and Mobile number and all
Additional Details except Enrolled fingers can be defined or edited.
On selecting the Visitor, the Last Visit Details are displayed if available.
The administrator can add any selected visitor to the Watch List by clicking on the Add to Watch List button.
The selected Visitor will be then in the Watch list page also.

Watch List
This option displays the list of Visitors under Watch list. It enables to monitor the visitors creating problems and to
restrict their entry into the organisation.
To view the visitors in watch list, Click on Watch List option under Utilities from the Visitor Management Page. The
Page appears as shown below:
The grid on the right displays the Visitors with their mobile numbers.
Click on the Visitor to view or edit the details of visitor as shown in the respective fields.
The basic details like Name, Organisation and Mobile number and all Additional Details except Enrolled fingers can
be edited. And the Last Visit Details are displayed if available.
Click on Restore Visitor button to restore the visitor from watch list to frequent visitor list.

Visitor History
This option displays the list of all the passes created in database including issued,surrendered and expired.
To view the Visitor History, Click on Visitor History option under Utilities from the Visitor Management Page. The
Page appears as shown below:
The grid on the right displays the list of visitors with their pass number and pass issue date.
Click on the Visitor from the grid to view the basic and visit details. The other details like Vehicle Details, Material
List, Scanned Documents and Visitor Events are reflected in the fields as configured from the VMS desktop
application.

Vehicle Details display the information of the visitor’s vehicle.
Material List describes the material carried by the visitor.
Scanned Document gives the list of visitor’s document scanned during pass creation.
Visitor Events display the events that are recorded from the pass issue date-time to the surrender date-time.

Enrollment
This option enables to enroll the visitor on the selected device.
To enroll the visitors, Click on Enrollment option under Utilities from the Visitor Management Page. The Page
Select a Door from the door picklist, on which the enrollment is to be performed for a visitor.
Expand the Device Readers panel, to view the Reader details of the selected door.
Select a Visitor from the visitor picklist, for whom enrollment is to be done.
Expand the Visitor Enrollment Status panel to view the details of enrolled credentials for the selected visitor.

The following enrollment types for a visitor can be done on a device depending on the device type -
• ReadOnlyCard
• SmartCard
• Biometrics
Specify the Enrollment Type from the dropdown list and specify the corresponding number of credentials to be
enrolled for the selected type.
the Panel which communicates to the Door controller. The user will be prompted by the selected door controller to

CHAPTER 17 Roster Module
The COSEC Roster management module is used for scheduling, tracking and
monitoring of people based on their allocated task at their allocated time. Roster
management module has a wide area of application.
It helps to:
• Improve Staff retention and efficiency

• Verify budgets and accounts
• Prevents unplanned scheduling based on assumptions
The Roster management module can be effectively used in few identified areas
like:
• Retail: Staff shift planning in stores, warehouses, distribution and call centres.
• Field Service: Mobile workforce planning and roster scheduling for engineers
and roadside recovery drivers.
• Transport/Logistics: Optimized shift patterns for drivers.
• Manufacturing: Factory Shift Schedule, Warehouse roster.
• Health Care: Nurse Schedule and Medical staff roster.
• Call-center- Scheduling and Optimization of Customer service personnel and
managers.
With COSEC Roster module you can select your own activity codes, set skill levels for employees, track roster
changes and special activities and use algorithms to program the software to change activity codes for abnormal
occurrences.
You can verify transactions, print quality endorsed reports, calculate working hours and penalties and enter public
holidays and other events into the time line. For example, changing pay rates for shifts that occur on weekends or
public holidays.
COSEC Roster module provides secure multi login facilities, assigns group privileges, can be networked, can be
accessed using COSEC Roster module’s internal user authentication and can export data in formats suitable for
Integrated business software packages.
To use the Roster functionality, Click on Roster Module. The Roster page will appear on your screen.

Roster Dashboard
To view the Roster Dashboard, select the Dashboard button on the Roster page. The Dashboard displays
the basic information for Roster Module relating to the COSEC Software under the following groups:
Roster Profile
• Employment Profile - Total no. of employment profiles configured in the system.

• Employment Type - Total no. of employment type configured in the system.
• Hour Exceptions - Total no. of hours exceptions configured in the system.
• Work Profile - Total no. of work profiles created in the system.
• Wage Level - Total no. of wage levels created in the system.
• Award and Penalty - Total no. of awards and penalty masters created in the system.
• Roster Policy - Total no. of Roster policy configured in the system.
• Attendance Policy - Total no. of Attendance policy configured in the system.
• Overtime Policy - Total no. of Overtime policy configured in the system.
• Total Shifts - Total no. of shifts configured in the system.
Department Configurations
• Total Departments - Total no. of departments configured in the system.

• Roster for Current Week - Total no. of departments whose roster is generated for current roster week.
• Roster for Next Week - Total no. of departments whose roster is generated for next roster week.
Pending Authorization/Approval
• Unavailability Applications - Total no. of pending unavailability applications (of the users on whom the login
user has rights).
• Unavailability Cancellation - Total no. of pending unavailability cancellation applications (of the users on
whom the login user has rights).
• Attendance Authorization - Total no. of attendance correction pending applications (of the users on whom
the login user has rights).
• Leave Approval - Total no. of pending leave applications (of the users on whom the login user has rights).
• Overtime/C-OFF Authorization - Total no. of Pending Overtime/C-Off authorizations (of the users on whom
the login user has rights).



Employment Profile
The Roster module enables the user to define Employment Profile or the employment contract which shall have the
duration of the work hours for each day of the week as well as the time period for all the rostered employees.
For creating the Employment profile, Click on Employment Profile under Roster Profile. The page appears as
shown below:
Click on New to add a new Employment Profile.
Code: Specify a unique employment Code consisting of a maximum of 4 characters.
Name: Specify the employment profile name which can be a maximum of 20 characters.
Default: Check the box to make this employment profile as the default one. Users will be assigned this employment
profile by default in the event of a user not being assigned any specific employment profile. Therefore, one
employment profile has to be set as default.

Work Contract
Day: Select the week day from the pull down list.
Contract Hours: Specify the time period during which the activity needs to start and end in 24 hour format for each
working day of the week as shown.
Work Hours
After specifying contract hours for the selected day, Specify the time duration for the working hours in HH:MM
format for that day in Work Hours field.
For Eg: If contract period for monday is from 11am to 7 pm, and the work hours is 6. Then if work is done for 7
hours. It implies that 6 hours is contract hours and rest is non-contract hours.
Click on the Add button and Save to commit the entries to the database.

Hour Exceptions
The COSEC Roster module enables the administrator to define certain exceptions to the normal working hours.
These exceptions are configured here when the roster employees can avail exception privileges in the defined
maximum working hours.
For e.g Hotel employees general rule specifies the maximum weekly working hours as 40 hours but during the
holiday season they may be allowed 50 hours per week.
For using Hours Exception functionality, Click on Hours Exceptions under Roster Profile. The page appears as
shown below:
To define a new hour exception, click on the New button.
Code: Specify a unique Hour Exception Code consisting up to a maximum of 4 characters.
Name: Specify the Hour Exception name which can be a maximum of 20 characters.
Description: Enter a description for the hour exception which can be a maximum of 30 characters.
Exception Period: Select the Start Date and the End Date by using the date picklist button as shown. This is the
hour exception period when the person’s maximum working hours is different than the normal maximum working
hours.
For Eg: In festival season, there is rush at hotels and retail outlets so the staff people are allowed to work in
exception period i.e. different from their normal period.
Specify the Max Work Hours/day and the Max Work Hours/week in the respective fields. If the person works for
9 hours on 5 days, then on 6th day he can work only for 3 hours as weekly max hours set is 48.

Click on the OK button. The exception details will be displayed in the bottom grid. Click on Save button. The Hour
Exception will be saved in the grid at right.

Employment Type
The Roster module enables the user to define Employment Types which forms the basis for classifying employees
into different roster groups.
The Staff may be generally classified into three major types namely: full time, part time and casual employees. The
working hours, payment rules, holidays etc for each employment type differ from one other. In situations requiring
more employment types, this option is used to create employment types.
For creating the Employment type, Click on Employment Type under Roster Profile. The page appears as shown
below:
Click on New to add a new Employment Type.
Code: Specify a unique employment Code consisting of a maximum of 4 characters.
Name: Specify the employment type name which can be a maximum of 20 characters.
Default: Check the box to make this employment type as the default one. Users will be assigned this employment
type by default in the event of a user not being assigned any specific employment type. Therefore, one employment
type has to be set as default.
Click on Save to save the employment type.

Work Profile
Each Staff has a specific work profile such as specific shift, shift pattern, special days etc which can be configured
from Work Profile. The COSEC Roster module enables the administrator to define work schedules for each day of
the week using the Work Profile functionality. The system allows the user to assign shifts to each day.
In the event of multiple shifts being assigned on a single day, care should be taken that no two shifts overlap.
For Eg: GS and MS assigned on tuesday as shown below do not overlap.
For creating Work Profile, Click on Work Profile under Roster Profile. The page appears as shown below:
The system has a predefined default work profile. The administrator can edit the existing profile by clicking on the
entry followed by the Edit button.
To define a new work profile,Click on the New button.
Code: Specify a unique Work Profile Code up to a maximum of 4 characters.
Name: Specify the Work Profile name which can be a maximum of 20 characters.
Start Date: Select the Start Date for the Work Profile by using the date picklist button.
Default: Check the box to set this Work Profile as the default one. Users will be assigned this Work Profile by
default in the event of a user not being assigned any specific Work Profile. Therefore, one Work Profile has to be
necessarily set as default.
Select the days from the collapsible panels. The header on collapsible panel shows the shifts assigned on the day.

To configure the Shift, Click on the Shift picklist button of each day and select the shift from the pop up window as
shown below:
The shifts are defined and configured from the “Shift Configuration” option.
Click on Add button to add the selected shift. Repeat the process in the event of assigning multiple shifts for the
same day.
The Special Day Shift enables the administrator to assign shifts applicable on Special Days. Click on the Shift
picklist button and select the shift from the pop up window. Repeat the process in the event of assigning multiple
shifts for the same day.

Wage Level
The Roster module enables the user to define Wage Levels which can then be assigned to the roster employees
based on their designations. The wage level decide the wages to be paid to the staff.
For creating Work Levels, Click on Wage Level under Roster Profile. The page appears as shown below:
Click on New to define new Wage Level.
Code: Specify a unique wage level Code consisting of a maximum of 4 characters.
Name: Specify a unique wage level name which can be a maximum of 20 characters.
Default: Check the box to make this employment type as the default one. Users will be assigned this wage level by
default in the event of a user not being assigned any specific wage level. Therefore, one wage level has to be set
as default.
Hourly wages: Specify the Minimum Hourly wages to be assigned to this wage level which can be a maximum of 8
digits including two decimals.
Click on Save to save the wage level.

Assigned Designation: These wage levels can now be assigned to the various Designations as defined in the
Enterprise Structure module.
Click on the designation picklist and Add the designation to the desired wage level.

Award and Penalty
The Roster module enables the user to define Award and Penalty parameters which can then be assigned to the
roster users being defined from the User Configuration option of the Users module.
The pay rate and the penalty rewarded for ordinary working hours and overtime varies depending on the
employment type and the day of the week. The pay rates can be assigned for the following:
• Contract hours
• Non Contract hours
• Day exceptions
For defining Award and Penalty, Click on Award and Penalty under Roster Profile. The page appears as shown
below:
Click on New to define a new Award and Penalty rate.
Code: Specify a unique Award and Penalty rate Code consisting of a maximum of 4 characters.
Name: Specify the Award and Penalty rate name which can be a maximum of 20 characters.
Default: Check the box to make this Award and Penalty rate as the default one. Users will be assigned this Award
and Penalty rate by default in the event of a user not being assigned any specific Award and Penalty rate.
Therefore, one Award and Penalty rate has to be necessarily set as default.
Base Pay Rate: Specify the Base Pay Rate percentage for contract hours and non contract hours as per the
site requirements as shown.
Pay Components: The system also allows the user to map Pay Components to the base pay rates. Click on the
Pay Component picklist button and select the appropriate options.

Click the Collapsible panel to configure Rate Exceptions, Leaves Rate and Overtime Rate.
Rate Exceptions
The Rate Exception section enables the user to define additional Base Pay rate parameters for specific days.
Day: Select the Day from the drop down list. The day could be any week day or a defined Special Day.
Exception Hours: Specify the start time and the end time in 24 hour format which is to be considered as exception
hours of working.
Exception Rate: Specify the Exception Rate as the percentage of Base Pay Rate for the selected day as per the
site requirements.
Pay Component: Select the Pay component from the picklist to be assigned to the rate exception.
Click on the Add button. The defined exception rate will be added in the bottom grid as shown above.

Leaves Rate
Leave: Select the Leave from the picklist button as configured in “Leave Configuration”.
Exception Rate: Specify the Rate to be considered as exception rate for the selected leave. The person working in
the selected leave will be paid according to the exception rate specified for that leave.
Pay Component: Select the Pay component from the picklist button as defined in the “Pay Component”.
Click on Add button to add the leaves rate to the grid.
Overtime Rate
Overtime Type: Select the overtime type from the drop down list with the following options:
• Daily OT1
• Daily OT2
• Weekly OT1
• Weekly OT2
• Meal Time OT
• Inter Shift OT
• Rest Period OT
• Consecutive Working Days OT
• Full Day OT
For description on different overtime types See “Roster Overtime Policy” on page 884.
Exception Rate: Specify the Rate to be considered as exception rate for the selected overtime type. The person
working in the selected overtime type will be paid according to the exception rate specified for that overtime type.
Pay Component: Select the Pay component from the picklist button as defined in the “Pay Component”.
Click on Add button to add the Overtime type the exception Rate. The details can be edited with the updation.

Pay Component
This functionality is provided in order to enable the user to define parameters which are needed to export data to
the Talent2 payroll application as shown under Exports options. The pay components defined should be in sync
with those in the destination Talent2 database. The Pay component feature can also be used, if the user working in
different shifts or different exceptions are to be viewed in the report.
For defining Pay component, Click on Pay component under Roster Profile. The page appears as shown below:
Code: Specify a unique pay component Code consisting of a maximum of 3 digits.
Name: Specify the pay component name which can be a maximum of 15 characters.
Check the Default box to make this pay component as the default one.
In the event of not defining a pay component in the first row of the manual attendance correction page, the system
sends the default pay component ID along with the actual working hours for the users. Therefore, one pay
component has to be set as default.
Click on Save button to save the Pay Component.

Roster Policy
The general company rules and regulations can be configured and enabled/disabled from the Roster Policy. E.g:
Maximum weekly hours, maximum shifts per day, maximum weekly work days, Leaves in the year, allow
consecutive shifts etc.
Once the Roster policy is configured for a general rule, then it would be applicable to all the assigned employees or
can be assigned to the roster users being defined from the User Configuration option from the Users module.
The Parameters on the Roster Policy page are used for running a roster schedule process for department, which is
used to tune the roster process for different users.
For configuring Roster policy, Click on Roster Policy under Roster Profile. The page appears as shown below:
Click on New to add and configure a new Roster Policy.
Specify a unique General Rules Code consisting of a maximum of 4 characters and a unique General Rules name
in the Name field which can be a maximum of 20 characters.
Default: Check the box to make this Roster policy as the default one. Users will be assigned this rule by default in
the event of a user not being assigned any specific Roster policy. Therefore, one Roster policy has to be set as
default.

Parameter Description
Work Per Day
Minimum Hours Specify the minimum number of working hours required per day excluding
break hours in hh:mm format.
Maximum Hours Specify the maximum number of working hours required per day excluding
break hours in hh:mm format.
Maximum Shifts Specify the maximum number of shifts allowed per employee in a day.
Maximum Consecutive Work Specify the maximum number of hours an employee can work without a break in
Hours hh:mm format.
Work Per Week
Minimum Hours Specify the minimum number of working hours required per week excluding
break hours in hhh:mm format.
Maximum Hours Specify the minimum number of working hours required per week excluding
break hours in hhh:mm format.
Maximum Work Days Specify the maximum number of days an employee is allowed to work in a
week.
Work Per Shift
Minimum Intershift Hours Specify the minimum time duration in HH:MM format required between
consecutive shifts for an employee.
Minimum Consecutive Work Specify the minimum shift duration excluding the break hours.
Hours
Minimum Day-Off Hours Specify the minimum hours to be given as off, whenever an employee is
scheduled for a rostered day off.
Maximum Spread of Hours Specify the duration allowed from the start of the first shift to the end of the last
shift for the day.
Maximum Consecutive work days Specify the maximum number of days an employee can work without an off.

Click on Save. The Roster policy will be saved and shown in right grid.

Shift Configuration
The roster module enables the creation of different shifts with various parameters defined within the shift. These
shifts can then be assigned to the “Work Profile” which in turn can be assigned to the roster employees at the time
of user definition.
For configuring Shifts, Click on Shift Configuration option. The page appears as shown below:
The Roster module has four predefined default shifts. Among the four shifts the Day Off, Not Applicable and
Unavailable shifts cannot be edited by the user whereas General shift can be edited for only Name, if the shift is
in use.
When a roster employee is assigned a Day Off the system ensures that no shift is assigned for that day to the
assigned user. The user is also not assigned any shift either starting or ending on that day.
The Not Applicable option is assigned in the event of a roster employee not being assigned any shift on a
particular day but the user has punched in on that day.
When a roster employee is assigned as Unavailable on a particular day, the system will not allot any shift either
starting or ending on that date.
To add a new shift, click on the New button.
Code: Specify a unique Shift Code consisting of a maximum of 2 characters.
Name: Specify a unique user friendly shift name which can be a maximum of 20 characters.
Shift Type: Select the shift type from the options of Defined and Flexible.
If Defined Shift type is selected:
• Specify the Shift Start Time and Shift End Time.

• Specify the Break Start and Break End Time using the 24 hour time format.
• Break Duration is calculated automatically.

• Check the box to enable Deduct defined break if less break availed. If the break availed is less than the
defined break hours, then the break hours deducted would be the defined break hours only.
• Work Hours is calculated automatically based on shift duration hours.
If Flexible Shift type is selected:
• Specify the Shift Start Time and Shift End Time. Employees assigned a flexible shift can come any time
between the shift start and end time depending on the contract hours.
• Specify the Break Start and Break End Time using the 24 hour time format.
• Break Duration is calculated automatically.
• The Start After parameter specifies the minimum duration, post shift start time after which the break can
be availed. Specify the duration in HH:MM format.
• Specify the Break Duration in HH:MM format.
• The Repeat Every parameter specifies the time duration after which each break can be taken. For e.g
repeat break after every 04:00 hours is shown below.
• The Inter Break Gap parameter specifies the minimum permissive time gap between consecutive breaks.
Eg: If shift starts from 7am, then 1st break can be taken at 10am. Break can be upto 11am. Next break can be
repeated after 4 hours i.e. at 2pm.

Click on Save button to save the shift details.

Department Configuration
The Department Configuration option of the Roster Module enables the user to configure all the various department
related process.
Configuration
The Configuration page enables the admin to assign the designations for the department, assign categories, assign
special days and configure closure days for the department.
Click on the Configuration tab. The following page appears. Select the Department from the picklist as shown
below:
Designation
The Designation option is used to assign designations to departments. The system thus assigns the associated
wage levels to the users belonging to the departments.
Select the Designation List from the options of Un-assigned or Assigned. The Un-assigned designations can be
assigned to the department by checking the box and clicking on the Assign button.
Select the Assigned option in the Designation List to view the assigned designations. The user can remove the
designation assigned to the department by clicking on the delete button and updating the changes.

Category
The Category option enables the administrator to map a department and designation to categories.
Select the assigned Designation from the drop down list under which the category is to be assigned. The Un-
assigned Category can be assigned to the designation by checking the box and clicking on the Assign button.
Select the Assigned option in the Category List to view the assigned categories. The user can remove the category
assigned to the department by clicking on the delete button and updating the changes.
Closure Days
The Closure Days option enables the administrator to define the non-working days for the department.
Select the Closure Type from the options of Day of Week or Day of Year.

For Day of Week, Select the Closure Day from the drop down list and Click on Add button.
For Day of Year, Select the Closure Day from the date picklist button. Check the box if the closure day is to be
repeated every year. Click on Add button. Then Update the changes.
Special Days
The Special Days option enables the administrator to assign the user defined special days to the departments.
The Un-assigned Special Days can be assigned to the department by checking the box and clicking on the Assign
button.

Select the Assigned option in the Special Days field to view the assigned special days as shown below. The user
can remove the special day assigned to the department by clicking on the delete button and updating the changes
Schedule
The Schedule option enables the administrator to prepare a shift schedule for each department by selecting
multiple shifts for each day of the week including the special day.
Click on the Schedule tab. The following page appears.
Scheduling can be done weekly for each department by assigning different shifts for each day of the week. The
users under the department are assigned the shifts accordingly.
Select the Department from the picklist. Click on the Collapsible panel to configure the shift for the days of the
week. Select the Shift from the shift picklist button. And Add to the grid.

Forecast
This Forecast option enables the administrator to prepare an approximate requirement of the staff based on the
shift schedule, designation (position) and category (skill) of the user.
Click on the Forecast tab. The following page appears:
On the basis of the work load and peak hours the estimated number of staff required per designation for a particular
shift of a day shall be forecasted. Click on the collapsible panel to forecast the budget for the day and number of
users required. The page appears as shown below:

Specify the Budget forecasted for the day.
Select the Shift from the drop down list and specify the number of users(staff) forecasted as per the designation.
Note:The shifts in the drop down list are those configured from the “Schedule” Option.
Click on Update to save the changes. The Users and budget value is updated and shown in the collapsible panel
header.
Roster Build
The Roster Build functionality generates a weekly roster for the selected department (one department at a time) for
the specified time period.
Click on the Roster Build tab. The following page appears:
Select the Department from the picklist.
Select the Roster Build from the drop down options of Auto Build and Manual Build.
• Auto Build: Generates roster automatically based on the schedule and forecast configured for the
selected department.
• Manual Build: Generates a blank roster which can then be edited by the administrator.

Select the Build Roster Based on option to specify the build method. The options available are:
• Schedule and Forecast - Based on the already configured schedule and forecast.
• User Profile - Based on the work profiles of the users belonging to the department.
Specify the time period by selecting the Start Date and the End Date from the date selection button.
Auto Build Roster based on Schedule and Forecast
While selecting the date from 1st june 2014 to 30 june 2014 as above figure. The Roster automatically
builds up the record from 26 th may 2014 and ends to 6th july 2014. Thus the rostering is done for the
complete week starting from Monday to Sunday irrespective of the day selected.
The user can view the violated rules, if any, in the shift allocation. The admin can correct the violations as desired.

Auto Build Roster based on User Profile
Manual Build Roster
Roster Summary
The Roster Summary enables the administrator to view a weekly summary of the rosters as well edit the same.
Click on the Roster Summary tab. The following page appears:

The Rostered User row displays the actual rostered users against the forecasted number of users (displayed in
brackets).
Rostered Budget row displays the actual rostered budget with a green or red colour depending upon whether the
forecasted budget has been exceeded. Red colour appears in the event of the rostered budget for the day
exceeding the Forecasted budget as displayed in the next row.
The system also displays the Unavailability, Day Off and Rejected Shifts instances in the appropriate rows as
shown in the above figure.
Note: The shift Day off is marked as 1 for wednesday as it is assigned in “Work Profile” of Sales Executive.
View Forecast: On clicking this button, the user can access and view the forecast page of the selected
department.

Publish: On clicking this button the system publishes the created roster. The roster employees can now view the
allotted shifts from the ESS and accept or reject the shifts as required. However, the administrator cannot delete the
published rosters.
Click on Shift Details collapsible panel to view the detailed summary of actual versus forecasted number of users
assigned to each shift as shown below:
Click on Designation Details to view the detailed summary of actual versus forecasted number of designations
assigned to each shift as shown below:
Export Roster
The Export Roster functionality enables the user to export weekly roster data in a predefined Excel format. The
user can assign color codes to the departments from the Enterprise module which in turn will be displayed in the
exported Excel file.
Click on the Export Roster tab. The following page appears:
Select the Department whose data is to be exported.

Select the Roster week date from the date selection buttons whose data is to be exported.
Check the box to Correct Entry/Exit time automatically.
Click on the Export button.
The system will export data to the Excel file for the selected week for one department at a time.

Modify Roster
The Modify Roster option enables the user to change the assigned shifts of roster users. In order to change the
shift of a roster Click on the Modify Roster tab. The following page appears:
Select the Department and Roster week from the picklist where the change is to be done.
Select the day of the week and click on the shift where the change needs to be done. The Change shift window
appear as shown below:
Select the new shift to be assigned to the user and click on the Update button. The system will assign the new shift
to the user for selected entry.
The Previous and Next buttons are provided to navigate through the weeks.
User List
The User List option displays the users configured with the selected department.
Click on the User List tab. The following page appears:

Special Days
The COSEC Roster module enables the administrator to define special days such as national off, festivals or
special events of the organization, department etc. These days can then be assigned to departments from the
Assign Special Days option.
For defining Special days, Click on Special Days under Utilities. The page appears as shown below:
Click on the New button to define a special day.
Code: Specify a unique Special Day Code consisting up to a maximum of 4 characters.
Name: Specify the Special Day name which can be a maximum of 20 characters.
Specify the Start Date and the End Date in the From and To fields using the date picklist button as shown above.

Unavailability Application
The COSEC Roster module enables the roster user to mark the unavailability for a specified time period which can
be on hourly basis or for an entire day. These unavailability requests made by the user will need authorization as
described in “Unavailability Approval”.
The application requested by the administrator will be approved automatically.
For viewing Unavailability Applications, Click on Unavailability Application under Utilities. The page appears as
shown below:
Select the User from the picklist. The list of existing unavailability applications along with the approval status is
listed in the grid
To cancel the unavailability application click on the Apply for Cancellation collapsible panel.
Check the box to Cancel Unavailability and specify cancellation reasons if any. Click on Save to save the
changes.

Unavailability Approval
This option enables the administrator to approve or reject unavailability application entries made by the employees
from the ESS. This option is used to sanction the user entered unavailability applications by officer or reject them.
For viewing Unavailability Applications, Click on Unavailability Application under Utilities. The page appears as
shown below:
Administrator would be able to view all the unsanctioned unavailability requests which need to be approved. The
requests can be filtered based on user or departments.
Approval For: The COSEC application enables the user to approve two types of applications:
• Unavailability Request Approval

• Unavailability Cancellation Approval
On selecting one of the above options from the drop down list, the list of relevant pending requests will be listed in
the grid.
The Unavailability cancellation Approval option enables the user to approve leaves which had been previously
approved but have been subsequently cancelled by the users for one reason or the other. This process of applying
for cancellation can be done by the users after logging into the Employee Self Service module.
Date: Select the date to filter the unavailability requests based on time period.
Click on View and Click on the Collapsible panels to view the pending requests.
The options are provided to Approve or reject the requests by editing and checking the box in the appropriate
column.
Based on the option selected by the supervisor the Status field is updated.

Similarly the Approved applications will be shown in the Approved collapsible panel.

Change User Profile
The Change User Profile option enables the user to change groups like Employment Profile, Employment Type,
Roster Policy, Work Profile and Award and Penalty which is currently assigned to an employee. This change can be
defined for a user definable time period. The system also maintains the previous groups detail for each user.
For changing User Profile, Click on Change User Profile under Utilities. The page appears as shown below:
Single User
Select the User from the picklist.
Click on the User Group Details. The current group details of the selected user are displayed.
Select the Change Group which needs to be changed for the user from the drop down list.
Click on the Date browse button and select the date range from the pop up calendar.
Select the New Group to which the user is to be assigned for the selected time period.

Specify a Remark in the field provided if required and click on the Apply Button.
The system will display the default group of the user as well as the new group along with details of the period of the
change as shown.
Multiple User
Similar to the “Single User”, select the Change group and Date to be replaced with the new group.
The user can now select the roster user or group of users to whom the group change has to be applied from the
User Filter options as following:
• All: Enables administrator to select all active roster users in the database.
• Selected Groups: Enables the administrator to select all users belonging to the selected group.
• Randomly Selected Users: Enables administrator to randomly select users from the user Picklist window.
Once the users have been selected click on the Apply button. The system will allot the new group to the users for
the specified period.

Roster Attendance Policy
The Roster module enables the user to define attendance policies for roster users as per the site requirements and
assigning it to a user or group of users.
To define a new Attendance Policy,
1. Select the Roster module.
2. Select Attendance Management on the module menu.
3. Under Attendance Management, select Attendance Policy.
The Attendance Policy page opens as shown in the following figure:
4. Click New .
• Code - Specify a unique Policy code consisting of a maximum of 4 characters.
• Name - Specify a unique Policy name in this field which can be a maximum of 20 characters.
• Default - Select this checkbox if you would like to make this Policy the default system policy. Roster
users will be assigned this policy by default in the event of a user not being assigned any specific
Policy.
• No. of Punches Required - This parameter enables the user to define the maximum number of punches
per day which would be considered as valid for use in Attendance calculation for roster users. The values
which can be assigned to this parameter are limited to 2, 4, 6, 8, 10 or 12.
• Configure Shifts Grace - This section defines the allowed grace period for a Roster user’s shift in
terms of Late-IN, Late-OUT, Early-IN and Early-OUT. Select the appropriate checkboxes to specify

which of these grace period elements are to be included in or excluded from work hours of Roster
users.
• Configure Break Grace - This section defines the allowed grace period for a Roster user’s break time
in terms of Late-IN, Late-OUT, Early-IN and Early-OUT.
• Minimum Extra Work Req. For Overtime - This section defines the minimum hours of work required
beyond a Roster user’s designated work hours, to make the extra work eligible as overtime. Define the
minimum number of hours required Prior Shift and Post Shift as shown in the example below.
6. Click Save to commit the new policy to the COSEC database. The new policy now appears in the
Attendance Policy list as shown below.

Roster 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 Roster 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.
2. Select Attendance Management on the module menu.
3. Under Attendance Management, select Attendance Correction.
The Attendance Correction page opens as follows:
4. Click the User ID Picklist button to select the user whose Attendance correction needs to be done or just
key in the User ID and press the enter button on your keyboard.
5. Select the Process Date for which the manual attendance correction is to be done or highlight the date
from the list in the bottom grid as shown.

6. Click Edit .
7. Expand the Attendance Punches panel to view the existing punch details for the selected date as shown.
8. Click the More.. link to view the 12 punch mode. The Less.. link appears in the 12 punch mode. Click on
Less.. to return to the 6 punch mode.
9. Enter or edit the punch times and change the department and designation as required.
10. Click the Work Hours Division link. The following pop up window appears for configuration:
11. Select the Work Component and Pay Component from the respective drop down lists. Specify the work
hours to be assigned in the Hours field.
12. Click the Add button to assign the specified pay component hours to the selected work component.
13. Select a row from the Work Hours Division list as shown.

14. Edit the Pay Component ID and Pay Component Hours/Minutes if required. Click Update and Ok.
15. Click the Add Record link to add details of shift along with the Department and designation details for a
new day as shown.
16. Click Save .

Roster Attendance Authorization
This option enables the logged in user, with system administrator rights, to authorize the attendance events
recorded on the COSEC system in the event of attendance policy violations. The system will consider such punch
events as valid for attendance calculation only after the authorization process has been completed.
3. Under Attendance Management, select Attendance Authorization.
The Attendance Authorization page appears as shown.
4. Select the start and the end date to define the date range for which the attendance data is to be viewed.
5. Select the appropriate filter from the drop down list. The options available are None, Department and
User. The system will display the user punch events requiring authorization based on this filter. The None
option will display the punch events requiring authorization of all users.
6. Click the View button. The retrieved data appears under three categories:
• Pending - This section lists all attendance data that is pending for authorization along with the
corresponding reasons for requiring authorization such as Late-In, Late-Out, No punch found etc.
Click the Details icon to view additional details on the attendance event. Select the corresponding
Authorize checkboxes to authorize an event as shown in the following figure.

Click Save . The Authorized entries will now be moved to the Authorized section.
• Authorized - This section lists all attendance data that has been for authorized by the system
administrator.
• System Authorized - This section lists all attendance data that has been automatically authorized by
the system and does not require the administrators’s approval.

Roster Attendance Process
This option enables the administrator to reprocess the attendance events of roster users in the event of changes or
updation in policies.
To process attendance for roster users,
3. Under Attendance Management, select Attendance Process.
The Attendance Process page appears as shown below.
4. Select a Day of Week for which the process is to be run. The system automatically calculates the Roster
Week that overlaps with this date.
Reprocess Attendance Events: If Reprocess checkbox is enabled and Attendance is processed then all events
will be reconsidered and punches will be posted again based on policies and all manually added punches will get
removed.
A Roster week always starts with the Starting Day of the Week defined in Global Policy under the
COSEC Admin module. To configure this, go to Admin System Configuration Global Policy
Roster. For e.g., If the Starting Day of the Week is set to “Tuesday”, a Roster week will always start
from a Tuesday.
5. Click Previous or Next to shift the Day of Week back or forth by a week respectively.
6. Apply a User Filter to select users randomly or group-wise or select all active users on the system. The
attendance data will now be processed for the selected users only.

7. Click the Process button. The system processes the attendance data as shown in the figure below.

Leave Configuration
The Roster Leave Configuration option enables the administrator to define multiple leaves as per the organization’s
policy. Leaves other than the commonly used leaves, can also be created and parameters for such leaves can also
be defined as per the organization’s requirement.
To configure Roster leaves,
2. Select Leave Management on the module menu.
3. Under Leave Management, select Leave Configuration.
The Leave page appears as shown below.
4. Click New .
5. On the Leave page, configure the following options as required:
• Code: Specify a 2 character user friendly name.
• Name: Specify a descriptive name for the Leave (For e.g. “Casual Leave”, “Privilege Leave” etc.).
• Leave Type: Select the type of leave from the list of pre-defined options in the drop down list. The options
available are:
• General Leaves
• Sick Leaves
• Tour/On Duty

• Paid Leave: Select this checkbox if the new leave is to be defined as a paid leave.
• Minimum Allowed At a Time: Specify the minimum number of leaves in days, which will be allowed at a
time.
• Maximum Allowed Limit: Specify the maximum number of leaves in days which will be allowed at a time.
• Half Day Leave Hours: Specify the hours in hh:mm format required for a valid half day leave.
• Full Day Leave Hours: Specify the hours in hh:mm format required for a valid full day leave.
6. Expand the Optional Restriction panel as shown.
• Allowed Users: Specify if the new leave is gender-specific or applicable to all users by selecting the
appropriate option from the drop down list.
• Prior Leave Entry Allowed: Select this checkbox to enable users to submit the leave application in
advance.
7. Expand the Leave Application Restriction panel as shown.
• Restrict Avail For Specified Period - This option restricts the Roster users from availing this leave for
certain restrictions. These restrictions can be specified using the Restriction Type drop down list
which offers the following options -
• Restricted Duration: Specify the number of days after the joining date of the roster users when
they will become eligible to avail this leave.
• Restrict w.r.t Work Hours: Specify the minimum number of work hours required over the previous
number of days when the user will become eligible to avail this leave. For e.g. if the admin user
specifies 40 hours over 5 days then the user needs to have worked for atleast 40 hours over a 5 day
period before being eligible for this leave.
• Include Paid Leave Hours In Work Hours: Select this checkbox to include paid leave hours in the
Roster user’s work hours.

• Include Un-paid Leave Hrs. In Work Hrs. : Select this checkbox to include unpaid leave hours in the
Roster user’s work hours.
8. Expand the Leave Balance Check panel as shown.
• Enable Balance Check: Select this checkbox to enable this functionality. All the following parameters will
be available for configuration only if this option is enabled.
• Carry Forward to Next Year: Enable this option to set the balance carry forward parameters for the leave.
Select the Maximum Carry Forward Limit Check checkbox to set a limit on the number of leaves that can
be carried forward to the following year. Specify the maximum number of days which can be carried forward
as balance.
• Leave Encashment: Enable this option to allow users to encash available leaves. If the Min. Balance
Check After Encashment checkbox is selected then user has to specify the minimum leave balance
required after encashment is done.
• Maximum Accumulation Check: Enable this option to apply a check on the number of accumulated
leaves for the Roster user and specify the maximum leave balance that can be accumulated for a year.
Select the Accumulate Overflow checkbox to enable any credited leaves beyond the maximum
accumulation limit to be assigned as overflow balance to the user.
Overflowing leaves are part of a Roster user’s leave balance that exceed the maximum accumulation
check limit for the user. The Roster user is allowed to encash such overflow balance, if any.
• Advance Leave: Select this checkbox to enable Roster users to apply for leaves in advance, irrespective of
their leave balance. Specify the number of days available as advance leave. In the event of insufficent
balance at the time of leave application, the advance leave limit will be used.
• Maximum Sick Leave For Family: In the event of defining a Sick Leave type, this section will be available
for configuration. Roster users can apply for sick leaves not only for themselves, but also for the health care
of their family members. Select the checkbox to enable this functionality and specify the number of days
allowed for the family health care options.

9. Click Save to successfully define the new leave on the system.
The new leave will now be displayed on the leave list on the right-hand side of the page as shown below:
Once used on the system, a leave cannot be modified or deleted. Therefore the Roster administrator must
configure leaves with care before they are used on the system.

Roster Leave Group
This option enables the Roster administrator to club multiple leaves into groups and then assign them to the roster
users. The system has the capacity to create unlimited leave groups with different IDs and leaves as member of the
groups.
To create a new Leave Group,
3. Under Leave Management, select Leave Group.
The Leave Group page appears as shown.
5. Enter a Name for the new leave group.
6. Select the Default checkbox to indicate the new leave group as default.
7. Select Group Members for the new leave group from the Leave picklist.
8. Click the Add button to add the selected leaves to the new leave group.
The current leaves in the leave group are displayed as follows:
9. Click Save to successfully define the new leave group. Each new leave group will be reflected in the
list to the right-hand side of the Leave Group page as shown.

Roster Accrual Policy
The Accrual Policy option enables the Roster administrator to set parameters for crediting leaves to an employee
based on predefined rules. The user can configure a set of rules and group them together in leave policies.
To define a new Leave Policy,
3. Under Leave Management, select Accrual Policy.
The Accrual Policy page will open as follows:
4. Click New .
5. Every new leave policy is automatically assigned a system-generated ID. Enter a suitable Name for the
new policy.
6. The Accrual Mode is the method which determines how leaves are to be credited to users on whom this
Accrual Policy applies. Specify the Accrual Mode as one of the following:
• Fixed - This mode enables the user to define the number of hours of leave to be credited for each
month of the year as shown in the following figure:

• Calculated - This mode enables the user to configure parameters for leave credit based on the work
hours of the user in a previous attendance period. This previous attendance period can be defined
using the Previous Months to consider drop down list. Specify the number of months from the
previous attendance period against which the leave accrual is to be calculated. Select the relevant
checkboxes to enable the inclusion of paid or un-paid leave hours in a Roster user’s work hours for the
leave accrual calculation.
Once the Attendance Period to be considered for calculation is specified, the administrator can define work
hour slabs or ranges against which a fixed value of leave hours will be credited to Roster users. This can
be done using the Slab-wise Mapping section, where the administrator can define the work hours slab in

the Work Hours Range (From-To) fields. A Credit Value can then be specified for the defined slab. Click
the Add button to save this slab-wise mapping as shown.
The above example indicates that an employee who has worked for 0-48 hours in the previous attendance
period, will be credited a leave of 10 hours as per the leave policy.
7. Click Save to successfully define the new leave policy on the system.

Roster Leave Credit/Debit
This option enables the Roster administrator to credit or debit a certain value from the existing leave balance and
thus helps in the Leave balance adjustment process. The leave balance adjustment can be done for a single user
or multiple users.
To credit or debit leaves to a Roster user,
3. Under Leave Management, select Balance Management.
4. Under Balance Management, select Credit/Debit.
The Credit/Debit page appears on your screen as follows:
5. Specify the Entry Type as Credit or Debit.
6. Specify the Attendance Period for which the leave credit/debit is to be performed.
7. Select a Leave from the leave picklist which is to be credited or debited to the user.
8. If leaves are to be credited, specify the Credit Mode as one of the following -
• Fixed - On selecting this option, specify the number of hours to be credited to current leave balance for
user in the Credit Value field.
• Using Accrual Policy - For this option, click the Accrual Policy picklist button and specify an accrual
policy based on which leave hours will be credited.
9. If a leave is to be debited from users, specify the number of hours to be debited from the current leave
balance in the Debit Value field as shown. In the following example, 24 hours are being debited from the
user’s leave balance for “Casual Leaves”.

10. Finally, select a user or multiple users for whom the selected leave is to be debited or credited, from the
User Filter dropdown list. Users can be selected randomly from a user picklist, as a group from the Select
Group drop down list, or all active users on the system can be selected using the ALL option.
11. Click the Apply button to apply the leave credit/debit settings on the specified Roster users successfully.

Roster Leave Encashment
Certain leaves on COSEC can be defined as encashable leaves. Roster users have the option to encash the
unused balance for such encashable leaves in any attendance period. Using the Leave Encashment feature, the
administrator can assign encashment to selected users for a definite attendance period. To do this,
3. Under Leave Management, select Balance Management.
4. Under Balance Management, select Encashment.
The Encashment page is displayed as follows:
5. Specify the Attendance Period for which the leave encashment is to be performed.
6. Select a Leave Type from the drop down list.
7. Select a leave from the Leave picklist for which the encashment is to be performed.
8. The Leave Balance drop down list can be used to define the number of leaves to be encashed from
current leave balance for selected user. Select one of the following options:
• Defined: Encash the number of leave hours as defined in the Hours for Encashment field.
• Available: Encash all available leave balance.
9. Add a Remark on the encashment if necessary.
10. Finally, select a user or multiple users for whom the selected leave is to be encashed, from the User Filter
dropdown list. Users can be selected randomly from a user picklist, as a group, or all active Roster users
on the system can be selected using the ALL option.
11. Click the Apply button to apply the leave encashment settings on the specified Roster users.

Roster Leave Balance
This functionality enables the Roster administrator to view the leave balance details for a particular Roster user for
a particular attendance period.
To view leave balance for a user,
3. Under Leave Management, select Leave Balance.
The Leave Balance page appears as shown below.
4. Select a User from the user picklist for whom the leave balance is to be viewed.
5. Specify a leave from the Leave dropdown list for which the balance is to be viewed. If balance is to be
viewed for Complimentary-OFFs alone, select the COFF option.
6. Specify the month and year for the Balance Period for which the leave balance is to be viewed.
7. Click the View button. The Leave Balance details appear on your screen as follows:

Roster Leave Application
The COSEC application enables the Roster administrator to enter a pre-approved leave application for any of the
defined users.
To make a leave application entry,
3. Under Leave Management, select Leave Application.
The Leave Application page appears as shown below.
4. Click New to start a new application.
5. Select a User from the user selection picklist for whom the leave application is to be made.
6. The Application Date field displays the current date as the date of application and is not user-definable.
7. In the From field, select the starting date for the leave period using the date selection button and specify
whether the leave should be considered for FullDay or start only from the Second Half.
8. In the To field, select the end date for the leave period using the date selection button and specify whether
the leave should be considered for FullDay or end right after the First Half as shown.

In case of a half-day leave application, the options available will be FullDay, First Half and Second Half.
The system now automatically calculates the number of days the leave has been applied for in the
Applied Days field. The Posted Days field is also not user definable and is automatically calculated by
the system.
9. Select a leave from the Leave drop down list, for which the application is to be made. This list should
display all leaves defined on the system.
On selection of a Sick Leave type of leave, the Sick Leave For drop down list is enabled for the selection
of a pre-defined reason as shown.
10. The user may have some leave balance against which the current leave can be adjusted. To view this
balance, select the Details icon for the Current Balances field. The Leave Application Detail pop up
window appears as shown.
11. In the Reason and Contact Info section, enter the Reason for requesting leave, Address and Contact
Number of the user for whom the leave application is being made.
12. Click Save to apply for the leave as shown. If the number of days of the applied leave is more than
the current leave balance, then the system will not allow the application to be made (unless the Advance
Leave option is enabled during leave configuration).

If applied successfully, the application status will appear as “Approved” as shown below.

Roster Leave Approval
This option enables the supervisor or HR user to approve or reject Leave application entries made by the roster
employees. Leave Approval option is used to sanction the user entered leaves by officer or reject the applied
leaves. To view the pending leave applications, the Supervisor needs to go to Roster Leave Management 
Leave Approval option. The following page appears.
defines the period for which leave approval status is to be viewed.
2. In the Authorization For field specify one of the following types of application:
• Leave Application
3. Specify a user or multiple users associated with a specific enterprise group from the User drop down list.
The leave approval 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, approved and rejected leave applications and their details.

The Pending section lists all the leave/cancellation applications waiting to be sanctioned by the reporting in-charge
or HR administrator as shown.
Click the Details icon corresponding to an application to view the Leave Application Details. Select the
appropriate checkboxes to approve or reject a leave application successfully.
Click Save .

Roster Overtime Policy
Overtime Policy functionality enables the admin user to configure the various overtime parameters and group them
into different overtime policies. The application user can then allocate these defined overtime policies to the roster
users.
To start defining the Overtime Policies,
1. Go to Roster Overtime Management Overtime Policy in the left pane. The following Overtime
Policy page appears on your screen.
2. Each Overtime Policy will have a unique Code for identification which is automatically generated by the
system at the time of a new Overtime Policy definition.
3. Specify a user-friendly name for the Overtime Policy in the Name field.
4. Select the Default checkbox if you want to define the current policy as the default one. Users will be linked
with this Overtime Policy by default in the event of a user not being linked to any Overtime Policy.
Therefore, it is mandatory to define one default Overtime Policy.
5. Select the Enable Automatic Authorization checkbox for the system to automatically authorize all
overtime entries under this OT Policy.
6. Specify whether the extra work of an employee should be authorized as Overtime or Complimentary OFF.
7. Click Save .
Specify the parameters for the other options as described in the following sections.

Daily Overtime
Check the Enable checkbox to start configuring the daily overtime parameters. The system allows the overtime
calculation to be based on either the shift time or the work hours of the roster users.
In the event of selecting the Shift Wise option, the system calculates the overtime for each shift. The regular
overtime is calculated for hours beyond the shift duration. If required, the user can also define an OT2 for overtime
hours beyond a certain limit.
Specify a site specific code for the OT1 and the OT2 in the Overtime Code fields. The Multiplication factor option
allows the user to specify a factor by which the Overtime hours will be multiplied to arrive at the total overtime
calculation. The range for the field is 0.0 to 5.0 and the value saved here will be a multiple of 0.1.
In the event of selecting the Work Hours option, the system calculates the overtime based on the maximum
working hours defined for a day. The regular overtime is calculated for hours beyond the Required Work Hours
per Day parameter.
If required, the user can also define an OT2 for overtime hours beyond a certain limit. Specify a site specific code
for the OT1 and the OT2 in the Overtime Code fields. The Multiplication factor option allows the user to specify a
factor by which the Overtime hours will be multiplied to arrive at the total overtime calculation.The range for the field
is 0.0 to 5.0 and the value saved here will be a multiple of 0.1.
Full Day OT
Full Day OT is configured when total work duratin for specified days is to be considered as Daily OT. It has no
dependency on values set under Daily OT1, Daily OT2 and Overtime calculation.
Specify the overtime code for Full Day OT and multiplication factor by which overtime hours will be multiplied.
If user work on days where Full day OT is applicable, then whole work hours will be considered as overtime. Daily
OT1 and Daily OT2 will not be calculated for such days.

Click Save .
Weekly Overtime
The user can now click on the Weekly tab to define the parameters for the weekly overtime calculation if required.
The following parameters need to be configured as shown.
Select the Enable checkbox to start configuring the weekly overtime parameters. The system allows the overtime
calculation to be either weekly or bi-weekly. Select the appropriate option from the drop down list of the Overtime
Calculation field.
Specify the required hours per week for the user to become eligible for the Overtime pay in the Required Weekly/
Bi- Weekly Work Hours field. The system automatically takes this value in the Work Hours Above (OT1) field.
Check the appropriate boxes if you would like to include the Paid Leave Hours and the Un-Paid Leave Hours in the
working hour calculation.
Deduct Daily Overtime: If this checkbox is enabled, then Full Day OT will also be considered while deducting from
work hours.
If this checkbox is unchecked, then daily overtime should not get deducted from “Total Work Hours in a Week” for
Weekly Overtime or from “Total Work Hours in 2 Weeks” for Bi-Weekly Overtime.
• Total Weekly Overtime Duration = Total Work Hours in a Week/Total Work Hours in 2 Weeks – Required
Weekly/Bi-Weekly Work Hours (from OT policy)
• Weekly OT2 Duration = Total Work Hours in a Week/Total Work Hours in 2 Weeks – Work Hours Beyond
(from OT Policy)
• Weekly OT1 Duration = Total Weekly Overtime Duration - Weekly OT2 Duration
As mentioned in the daily overtime section, the user can also define an OT2 for weekly/bi-weekly working hours
beyond a certain limit. Specify a site specific code for the OT1 and the OT2 in the Overtime Code fields. The
Multiplication factor option allows the user to specify a factor by which the actual overtime hours will be multiplied
to arrive at the total overtime.The range for the field is 0.0 to 5.0 and the value saved here will be a multiple of 0.1.
Click Save .

Penalty
The user can now click on the Penalty tab to define the parameters for the other overtime scenarios as described
in this section.
Meal Time Overtime: In this scenario, if an employee works beyond the defined uninterrupted working hours
before meal break, then they become eligible for this overtime. For eg. If Max Consecutive Work Before Meal
Break is set as 4hrs and the employee works uninterrupted for 5.30hrs, then the users meal time OT is 1.30hrs.
Inter-Shift Overtime: This overtime will be applicable in the event of an employee working in between the shifts.
For eg. if the administrator has defined the Min Inter-Shift Shift Start Time Duration as 24 hrs and the shift starts
at 9:00 am. Now if an employee starts at 9am on the current day and on the next day at 8.30 am, then the
employee is eligible for 0.30hrs of inter-shift OT on the next day.
Rest Period Overtime: This overtime will be applicable in the event of an employee working during the inter-shift
rest period. For eg. if the rest period is set as 5 hours and the user has 2 shifts on same day i.e. 9am-3pm and 8pm-
2am. Now if the user starts the second shift at 7pm then the user is eligible for 1hr of rest period OT.
Consecutive Work Days Overtime: This overtime will be applicable in the event of an employee working on days
beyond the configured Max Consecutive Working Days (1-6). For eg. if the Max Consecutive working days is set
as 5 days and the user works on the sixth consecutive day then the hours worked on the sixth day become eligible
for this overtime. The Multiplication factor option allows the user to specify a factor by which the actual overtime
hours will be multiplied to arrive at the total overtime.The range for the field is 0.0 to 5.0 and the value saved here
will be a multiple of 0.1.
Click Save .
Overtime Rounding For Fraction Of An Hour

Enable this option to allow the system to apply rounding-off rule for Overtime policy and enter the actual or fixed
round-off value for each defined time slab in the fields provided.
Click Save .

Roster Overtime Process
The COSEC Roster module enables the user to manually process weekly Overtime, unlike the daily Overtime
process which is triggered on every user punch. The weekly OT process can be done for weekly Overtime or Bi-
Weekly Overtime. When weekly Overtime is selected, only those users whose Overtime policy is set for Weekly
Overtime will be processed.
The system displays an error for users whose overtime policy is not set for weekly overtime. Similarly, the process
for bi-weekly will process Overtime for users with Bi-weekly Overtime only. In order to process weekly overtime of
the roster users,
1. Go to Roster Process Overtime Process.
The Overtime Process home page appears as shown.
2. Select the calculation period from the drop down list of the Overtime Process field. The options available
are Weekly and Bi-weekly.
3. Select the Day Of Week for which you would like to run the Overtime process. The system will
automatically display the start and the end date of the selected week as shown.
4. The administrator can now select users from the User Filter whose Overtime data is to be processed.
5. Click the Process button to successfully process the weekly Overtime data.

Roster Overtime/C-Off Authorization
This option enables HR user to authorize the conversion of extra work hours into OT or C-OFF hours. Extra hours
authorized using this option can only be considered for overtime payment or C-OFF hours compensation. To
access this option,
1. Go to Roster Overtime Management Overtime/C-OFF Authorization option.
The following page appears.
The following filter options are available:
2. Select the start and the end date to define the date range.
3. Select the Overtime Type option from the drop down list for which the authorization status is to be viewed.
4. Use the Filter option to select users randomly, group-wise or to select all active Roster users on the
system.
5. Click the View button. All pending authorizations will be displayed in the Pending panel as shown.
6. Select the appropriate Authorize checkboxes for entries which are to be authorized. Specify the selected
entry to be authorized as Overtime or C-OFF using the corresponding Auth As drop down list.

7. Click the Authorize button.
The authorized entry is now moved to the Authorized panel. The Authorized panel appears as shown below.

Roster Process
The actual process of Roster i.e. alloting various tasks to the staff shall be accomplished by the authorized person
either automatically or manually. The Roster Process functionality generates a weekly roster for one or multiple
departments for the specified time period.
Roster process is same as “Roster Build” functionality which can build the Roster only for one department
selected at a time.
For defining Special days, Click on Special Days under Utilities. The page appears as shown below.
Select the Roster Build from the drop down options of Auto Build and Manual Build.
• Auto Build: Generates roster automatically based on the schedule and forecast configured for the
selected department.
• Manual Build: Generates a blank roster which can then be edited by the administrator.
Select the Build Roster Based on option to specify the build method. The options available are:
• Configured Schedule and Forecast - Based on the already configured schedule and forecast.
• User Profile - Based on the work profiles of the users belonging to the department.
Specify the time period by selecting the Start Date and the End Date from the date selection button.
Select Department based on user filter options of All and Select Group. Here the Roster process can be built for
multiple departments.

Then Click on Process button to process the Roster.

Export Roster List
The Export Roster List functionality enables the user to export weekly roster data in predefined Excel format. The
user can assign color codes to the departments from the Enterprise module which in turn will be displayed in the
exported Excel file.
For exporting the Roster List, Click on Export Roster List under Exports. The page appears as shown below:
Select the day of week from the date selection button whose data is to be exported. The Roster Week dates are
displayed accordingly.
Select the Users whose data is to be exported from the User filter option of Randomly, Select Group and All.
Click on the Export button to export the data.
The File Download page appears. Click on Save button to save the file to a selected location.
Browse to the folder on the network and specify a user friendly name for the Excel file.
The system will export data to the Excel file for the selected week.

Export to Wage Easy
The Export to Wage Easy functionality enables the user to export data in predefined XML format which in turn can
be imported into external payroll applications.
For exporting to Wage Easy, Click on Export to Wage Easy under Exports. The page appears as shown below:
Specify the start and the end date of the time period for which the data is to be exported.
Check the Auto Correct Entry/Exit Time box to enable the system to correct the in or out punch as per the grace
time settings in the Policy option. The grace time settings include the following parameters:
• Allowed late In
• Allowed late Out
• Allowed Early In
• Allowed Early Out
Based on the above parameters, the system automatically corrects the In-Punch time and the Out-Punch time.
The File Download page appears as shown below:
Click on Save button to save the file to a selected location. Browse to the folder on the network and specify a user
friendly name for the XML file. The system will export data for the selected time period in the format as shown
below:

Export to Talent 2
The Export to Talent2 functionality enables the user to export data in predefined text file format which in turn can be
imported into the Talent2 payroll application.
For exporting to Talent2, Click on Export to Talent 2 under Exports. The page appears as shown below:
Specify the start and the end date of the time period for which the data is to be exported.
Check the Authorized data only option to export only the authorized data.
Specify a Client ID consisting of a maximum of 5 characters.
Specify a value in the Pay_Proc filed consisting of a maximum of 3 digits if required.
The File Download page appears. Click on Save button to save the file to a selected location.
Browse to the folder on the network and specify a user friendly name for the text file.
The system will export data for the selected time period in the format as required by the Talent2 payroll application.

CHAPTER 18 Contract Worker
Management
Contract Worker Management (CWM) System is the system

which can be used by big and small industries to meet their
demand of skilled manpower supply and hence monitoring the
contract workers.
CWM comprises of readily available computer hardware, card

readers, biometric fingerprint/palm readers, webcams and the
software. A typical installation consist of a server where
database of all contract workers is maintained.
This functionality will be available only with the COSEC
CWM license.
The contract worker management configuration is explained in the following diagram. To start with CWM, the
contractor type, approval stages and skills are configured through CWM module. Then workers can be added
through CWM or CSS.
Contractor Type Approval Stage Skills Workers

Admin creates Admin creates Admin creates Admin or contractor
contractors types induction levels different skills creates worker's
Admin creates Admin creates profile
Contractor Profiles approval stage
Worker enrollment
Contractor is given is done
Admin assigns
CSS login
different induction
level and approving
incharges to approval
stage

Work Order creation & Worker assignment
After the contractor and workers are added in the system, the work order is created and assigned to the workers as
mentioned below.
Creating • Admin defines work order under work order type.

Work
Order
Assign • Admin assigns the work order to a contractor.

Contract
or
Assign
• Admin assigns an approval process for the work order.
Approval • Serial /Parallel approval depends on global policy.
process
• Admin selects the skills required for the work order

Skill
Work
order • Admin or contractor assigns the work order to the workers
assignme
nt
Features
1. Approvals and Training through Induction Levels
2. Enrollment of the contract workers based on
• RFID Cards
• Biometric Fingerprints
• Palm Vein Templates
3. Planning and Scheduling for future Work Orders
4. Location wise Entry/Exit Access Control
5. Maintaining Attendance Records of Workers
6. Detailed Reports
Benefits of CWM
1. The probability of payroll inflation by falsifying the records of workers deployed gets totally eliminated.
2. The company gets reports on the time spent by each worker to enable accurate calculating of billing for
various contractors.
3. It will ensure that the blacklisted workers do not get entry into the work area, even under different identity
or through another contractor.
4. The company can get warnings when a worker is nearing maximum number of days’ attendance after
which he will become eligible to various benefits which regular employees are entitled to.
5. Workers can be scheduled more accurately, thus minimizing the possibility of excess worker hiring.
6. The company can ensure that workers of the desired skill only get deployed.
To use this functionality, Click on the Contract Worker Management module. The Contract Worker
Management page will appear on your screen.

Contract Worker Management Dashboard
To view the Contract Worker Management Dashboard, select the Dashboard button on the CWM page.
The Dashboard displays the basic information set and configured in CWM module under the following groups:
The Dashboard displays basic information :
Work Orders
• Total - Total work orders created in COSEC.

• Open - Sum of all work orders that haven't started yet.
• In-Progress - Sum of all In Progress work orders.
• Closed - Sum of all work orders that are already over.
Contractors
• Total - Total contractors created in contractor master.

• Active - Contractor having : Current Date < = Validity Date.
• Blacklisted- Total contractors marked as Blacklisted by the administrator.
Workers
• Total - Sum of all Active and Inactive workers. Click on button. The Import Data page opens from
where data can be imported in XLS and CSV format.
Active
• Approved - All Active Workers, having assignment Status as Approved.
• Pending- All Active Workers, having assignment Status as Pending.
• Rejected- All Active Workers, having assignment Status as Rejected.
• Free- All Active Workers, having assignment Status as Free.
• Blacklisted- All Active Workers, having assignment Status as Blacklisted.

Inactive
• Free- All Inactive Workers, having assignment Status as Free.
• Blacklisted- All Inactive Workers, having assignment Status as Blacklisted.
Reminders
• Scheduled Work Orders - Total of all such active work orders starting on current day.
• Work Order Expiry- Total of all such active work orders whose validity is expiring on current day.
• Contractor’s Validity Expiry- Total of all such active contractors whose validity is expiring on current day.
Daily Attendance Summary
This section is displayed only if TAM license is available.
• Scheduled Shifts - Total number of shifts that are scheduled to start on current day.
• Reported- Total number of workers who have shifts scheduled today and have at least one punch on
current day.
• Not yet Reported- Total of all unreported workers who has no punch for current day, though their shift is
scheduled and are not on WO, PH or leave.
• On Leave - Total number of leaves on current day.
• On Week Off- Total number of workers on week-off on current day.
• On Holiday- Total number of workers on holiday on current day.

Work Order Type
A Work Order is a work contract assigned to a Contractor to carry out a specific task within a stipulated time and
cost. Hence a work order is always associated with a Contractor, who is responsible for completing the same by
deploying suitable work force.
Work Orders of similar nature can be classified or grouped together as a Work Order Type. For e.g. Work Orders
for mending broken machinery or repairing a pump can be grouped as “Repair”, while a Work Order for fitting a light
bulb may be assigned the type “Installation”.
This page enables the HR administrator to create Work Order types which can be used later, to define new Work
Orders. To define a Work Order Type, go to Contract Worker Management > Work Order > Work Order Types
Click the New button.
Enter a new name for the Work Order Type.
Select the Default checkbox to make this the default Work Order Type for COSEC.
Click the Save button.

Work Order List
This page provides a list of all Work Orders defined on COSEC. The administrator can view lists based on the
filters. Work Orders can both be created or searched using this page.
To view a Work Order List, go to Contract Worker Management > Work Order > Work Order List
Use the following Status filters to view all or specific Work Orders:
• All
• Open
• In Progress
• Closed
Select any work order in the list to go to the corresponding Work Order page. Click the New button to create a new
work order.

Work Order
Work Order is a work contract assigned to a Contractor to carry out a specific task within a stipulated time and cost.
To create a new Work Order, go to: Contract Worker Management > Work Order > Work Orders
Click New.
Enter the Work Order ID and name and select a Work Order Type from the dropdown list.
Define a Validity period for the Work Order.
Enter a Description of the Work Order, if required.
Expand the General panel to assign a Contractor, a Site In-Charge (Any ESS user), and an Approval Stage (See
“Approval Stages” on page 906.) to the Work Order. Define the maximum number of workers allowed for this Work
Order (Max Worker Limit) and add Skill-Wise Worker Limits as shown.

You can also assign enterprise groups and device groups to the new Work Order. These will in turn, be assigned to
all workers assigned to this Work Order.
Click Save to create the new Work Order.

Induction Levels
Once assigned to a work order, a worker needs to go through levels of approval that may comprise background
check, orientation, skill-based training, safety training etc. before the organization deems the worker fit for the work.
These levels are defined in COSEC as Induction Levels. The HR administrator can create upto 7 induction levels
for workers on COSEC.
Configuring the approval process for a worker involves the following:
• Defining Induction Levels

• Assigning Induction Levels to an Approval Stage
• Assigning Approving In-Charges to each Induction Level in an Approval Stage
To define a new Induction Level, go to: Contract Worker Management > Work Order > Induction Levels
Induction Level-1 is a system-defined default Induction Level. Click New to add a new level.
Enter a suitable name for the level (e.g. Medical Checkup, Safety Training etc.). Enable the Default checkbox to
make this the default induction level.
Enter a description for the level. Click Save.
New Induction Levels will appear in the grid list as shown:

Approval Stages
In the last topic, we discussed how to create Induction Levels. These induction levels can then be used to design
Approval Stages and to assign approving in-charges for worker approval.
Creating a New Approval Stage

An Approval Stage is a sequence of Induction Levels that a worker must complete before finally being approved for
a work order. Each Induction Level can be assigned an Approving In-Charge who shall be responsible for
approving or rejecting a worker once the level is completed.
An Approval Stage, in turn, can be assigned to a Work Order and becomes subsequently applicable to all workers
associated with this work order.
To create a new Approval Stage, go to: Contract Worker Management > Work Order > Approval Stages
Click New.
Enter an appropriate name for the Approval Stage.
Expand the Induction Level Assignment panel. This section allows you to select upto 7 Induction Levels for this
Approval Stage in the required sequence using the respective picklists.
For each level, select an Approving In-Charge using the respective user picklist.
Click Save. The new Approval Stage appears in the grid list as shown.

A worker can successfully complete an Approval Stage only when he gets approved by all the designated
Approving In-Charges. The worker approval request will get rejected if the worker gets rejected at any level of the
approval stage.
If no Approving In-Charge is assigned for a particular Induction Level, then the approval request for this
level will be sent directly to the system administrator.
Worker Approval Process

An Approval Request is generated in the following instances:
• When a Contractor creates a new Worker from CSS

• When a Contractor assigns Work Order to an existing Worker from CSS
Approval Requests generated by the admin are pre-approved. Approval Requests generated by a Contractor (from
the Contractor Self Service account) are sent to the concerned approving in-charges depending on the type of
approval policy defined in the COSEC Global Policy.
Based on the Global Policy, Worker Approval can be of two types as illustrated below:
• Direct Approval
• Approval Stage
Direct Approval: In this type of approval, a worker approval request from CSS is sent directly to the system
administrator, ignoring any Approval Stage that may be assigned to the Work Order.
Approval Stage: In this type of approval, a worker approval request from CSS is sent to Approving In-Charges as
per the Approval Scheme selected in Global Policy. There can be two types of Approval Scheme:
• Serial
• Parallel
In case of Serial Approvals, a worker must be approved serially by the designated Approving In-Charges, in the
defined sequence of an Approval Stage.

In case of Parallel Approvals, worker approval requests are sent to all the Approving In-Charges at the same time
and approvals may be performed in any sequence.
For more information on setting an approval type for the Contract Worker Management module, refer to
Defining Global Policies

Contractor Type
For execution of a big project, different types of contractors like civil contractor, mechanical contractor, IT contractor
etc are required.
To create the type of contractors go to Contract Worker Management > Contractor > Contractor Types
Click on Add button to add a contractor type.
Specify the Name of the contactor type.
Click on Save.The ID of contractor type is auto-generated and all the contractor types will be listed in the right grid.
Check the box to make the contactor type as default. There is always one default contractor type which cannot be
deleted. Also any contractor type can be made as default.

Contractor Profile
For contractor type, different types of contractors profiles can be formed. For example under construction
contractor type there can be contractor profile of L&T, TCE, Hiranandani etc.
To create the contractor profile go to Contract Worker Management > Contractor > Contractor Profile
Click on Add button to add a contractor profile.
Specify the ID of the contractor profile. This ID would be the CSS login ID and should be different from employee’s
ID and worker’s ID.
Specify the Name of the contractor profile. For eg: TRPL Engg_Const is a contractor profile.
Select the Type from the drop down list of contractor types. For Eg: TRPL Engg_Const is assigned to civil
contractor type.
Select the Validity End Date from the calender button which is the end date for the contractor validity.
Specify the Address, Contact Information, Details, Licence Information and Account Information by clicking
the respective tabs.
• The Contractor Self Service(CSS) account of the contractor can be enabled from the Account
information tab by checking the Enable Account check box.
• The contractor can edit the basic details if Edit basic details check box is enabled.
• The preferred language can be selected from the drop down options.
• Click on Reset password button to reset the CSS login password.

Click on Save button to save the profile details.
After these details are entered, work order can be assigned to the contractor.
Multiple work orders can be assigned to a single contractor but each worker must be associated with one and only
one Contractor.
A contractor has assignments rights for only those Work Orders that are assigned to him, and those workers that
are associated with him.

Skills
The skills are useful in assigning workers to work order based on their skill and also in defining worker limit in work
order for different skills.
To create the skills of workers go to Contract Worker Management >Workers > Skills
Click on Add button to add a skill.

Specify the Name of the skill.
Click on Save.The ID of skill is auto-generated and all the skills will be listed in the right grid.
The skills can be searched by ID or Name from the search box on top right of the page.

Personal Protective Equipment
Use this option to create a list of safety equipments that the organization issues to contract workers, for protection
against hazards at work. Personal Protective Equipment (PPE) defined here can later be assigned to workers. This
will help the administrator maintain records of the assigned equipments.
To define a new PPE, go to Contract Worker Management > Work Order > Personal Protective Equipment
Enter a name for the equipment (For e.g. Safety Helmet).
Click Save. The new equipment is successfully saved and appears on the grid list as shown.

Worker List
To view the list of workers go to Contract Worker Management > Workers > Worker List.
The workers list can be viewed in grid and photo view. Click on to view the workers in photo view.
The list can be filtered on the basis of Status, Assignment Status, Group By and Order List.
• The Status options are All, Active and Inactive.

• The Assignment Status options are All, Pending, Approved, Rejected, Free and Blacklisted.
• The Group By filter is based on Work Order and Contractor.
• The Order List can be selected as Ascending or Descending.
As per the Status selection, the Total displays the total sum of workers.
The worker can be searched by either ID,Name, Skill, contractor or work order from the search box on top right of
the page.
Click on the worker’s entry in the grid. The respective worker’s profile page appears.

Click on Add button. The Worker Profile page opens. The new worker can be added from this page.
To know about the addition of workers See “Worker Profile” on page 916.

Worker Profile
Worker Profile enables to add new worker and edit/delete worker details. The worker details are displayed along
with user details in the user configuration section of Users module.
The new worker can be added from CWM or CSS module only.
To add the worker go to Contract Worker Management >Workers > Worker Profile
Profile
Click the Add button to add a new worker.
Specify the worker’s ID.
Specify the name of the worker.
Check the Active box to activate the worker. Whenever a worker is made inactive (i.e. Active checkbox is
unchecked), the admin will be prompted to choose whether all assigned devices should be revoked from the worker
or not.
The optional details can be provided as :

Short Name - Specify an alternative short name for the worker which will be displayed on the COSEC DOORs
whenever there is an event related to this worker. (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 worker ID has
to be alphanumeric and up to 20 characters.
Specify the General, Personal and Contact details of the worker in the respective tabs.

Use the Change Document button to browse and upload relevant worker documents for the above fields,
where applicable (e.g. driving license, PAN card etc.)
Click on Save button to save the worker profile.
The worker profile will be saved only if contractor is assigned to the worker from the CWM tab.
CWM
Assignment
After the worker is added in the system from profile tab, the contractor and the work order is to be assigned to him
from the Assignment tab of CWM.
For the assignment:

Skill- Select the skill from the picklist to be assigned to the worker.
Contractor- Select the contractor from the picklist under whom the worker is to be assigned.
Work Order- Select a work order from the picklist which shows the list of work orders of the selected contractor to
be assigned to the worker.
Assignment Period- The work order assignment period is auto generated based on the work order selected.
The induction levels grid appear as shown. The assignment period can be changed by clicking on Edit button and
selecting the assignment period from calender buttons.
Assignment Status- This is the auto generated field. When all the stages are approved, the status is marked as
approved. If any of the stage is rejected, the status is marked as rejected.
Approval Stage- This is the auto generated field based on the work order selected.
Click on Save button to save the worker assignment. The worker profile will be saved and listed under Worker List.

An the grid with the assigned induction levels are shown as below. There are maximum seven stages of induction
which needs to be approved before the worker is approved for the work order.
Click on Details button to view the induction level details.
The various worker status and the respective assignment status is shown in the below figures:
Assignment
Worker Status Description
Status
Profile is created but

Free no work order
assigned
New worker is
registered, induction
Unregistered Pending approval is pending/in
progress
New worker is
Rejected registered but profile
is rejected

Assignment
Worker Status Description
Status
No work order is
assigned, worker is
Free marked as inactive
manually
Inactive
Manually marked as
Blacklisted blacklisted
Active
Free Pending Rejected Approved Blacklisted
Worker is Existing worker,

Existing worker, Existing or new
approved once, but induction approval Manually marked
profile rejected for worker, approved
currently no work is pending/in as blacklisted
current work order for a work order
order is assigned progress

Other Details
ID Proof- Specify the name of the ID proof and upload the document. Click on Upload Document button and
click on to upload or change the ID Proof.
Address Proof- Specify the name of the Address proof and upload or change the document similar to ID proof.
The documents can be deleted by clicking delete button.
The documents can be viewed by clicking Preview button.
PPE(Personal Protective Equipment)- Select the protective equipment meant for workers from the picklist. The
equipments will be added to the grid.
Click on Save button to save the details.

Adding Worker Photo
The administrator can add a profile photograph for each worker defined on the COSEC system, from the worker
Profile page as shown below.
To add an image as the profile photograph for a worker,
1. On the Worker Profile page, click Edit for the selected worker.
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.
5. Click Save . The worker photo is successfully updated on the Worker Profile page as shown.

Worker Profile- Devices
The Devices tab enables the administrator to assign the workers to the panels, direct doors and device groups
already defined in the system.
On selection of the Devices tab, the following page is displayed:
1. In the Assign section under the Devices tab,
• Click the Add button.
• Select a Device Group using the device group picklist.
• 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.

• Check the VIP box if the user is to be given unrestricted access rights.
• Option is provided for enabling Absentee rule feature at worker 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.

Worker Profile- Credentials
The Credential tab enables the configuration and enrollment of worker credentials in the COSEC system for the
selected worker. 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 worker. 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 worker if applicable.
To improve the authentication speed on device, the users are divided into groups so when the user
punches on the device, the user templates will be authenticated against the users in the group only.
This will give faster response to the users.
• Access Card 1: Specify the card ID no. to be assigned to the worker. The maximum value for the card
ID is 18446744073709551616 (20 digits). The COSEC system can accept up to two cards per worker.
Specify the second card ID in the Access Card 2 field if required.
• Enrolled Fingers: This option displays the number of fingerprint templates enrolled against the
selected worker.
• Enrolled Palm: This option displays the number of palm vein templates enrolled against the selected
worker.
• Enable Self-Enrollment: This option can be enabled to allow a worker to enroll himself/herself on
COSEC using an already provided access card/PIN.
The administrator can also perform enrollment for the selected worker by clicking the Enroll Credentials button.

Worker enrollment can be performed from the Credentials tab only when the selected worker 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 from the
dropdown list and the number of credentials (cards, fingers or palms) to be enrolled.
• Click the Enroll button to initiate the enrollment process.

Worker Profile- T&A
The T&A tab will be available only for the Time and Attendance add-on module. Here, the administrator can enter
the attendance and the working policy related information for the worker. 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 worker. 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 worker needs to
select the attendance marking type from the drop down list.
• Normal: type will be default for all workers.
• First Punch Only: type workers 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 workers.
• Executive: type workers 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 workers.

• Flexible: category workers working will be checked against required minimum working and if it is
required in a day for full day attendance and half day attendance can also be defined for each
worker as explained below.
• Present: category workers do not require any punch for them to be marked full day present. All
workers belonging to this category are marked present by default.
• Minimum Working Hours Required - In the event of selecting the Flexible type for a worker 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 worker
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 worker. The
OUT pair.
• Bypass Finger/Palm For Attendance - On checking this option, the worker 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.
• Max Short Leaves Allowed - This parameter specifies the maximum number of short leaves (personal
hours) to be allowed to selected workers in an attendance period. This parameter is also defined at the
global system configuration level and can be overridden for specific workers using this option. The
administrator can specify a value of a maximum of two digits in this field.
• Auto OT/C-OFF Authorization: This parameter enables the administrator to define whether the
overtime authorization for this worker is to be done as:
• None
• Overtime
• Both
Select the appropriate option.
• Bus Route: Click on the Picklist button and select the bus route to be assigned to the worker.
• 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 worker, if he punches from some Site other than the Base Site(s).
• Tour: Select the tour to be assigned to the worker from the dropdown list.
• Base Site Selection: Select the base site to be assigned to the worker.
• Auto Authorize Tour Application: Select the checkbox to automatically authorize the tour application
for a partciular worker, if auto tour application feature is enabled.
2. In the Policy section under the T&A tab, assign Attendance Policies to the selected worker. 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 to
the selected worker 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 picklist.
If ‘Shift Based Access’ flag is enabled in Worker Profile, then effect of Week Off group assigned to
worker differently won’t be effective.
Also if flag of ‘Deny Access On Week Off’ is enabled in Shift Schedule assigned to worker, then worker
won’t be granted access though worker did not have week off based on Week Off group.

Worker Profile-Access Control
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 worker. 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 worker. In such cases, the system administrator can
disable the Finger Print check for the worker thus enabling the worker to gain access using either the
• 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 worker. In such cases, the system administrator can
disable the Palm vein check for the worker thus enabling the worker to gain access using either the
• Access Validity - Enable this option if the worker 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 worker.
• Shift Schedule - Assign a shift schedule to the selected worker 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 worker from the drop down list.

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 worker. The Advance
page appears as follows:
This tab offers the following sections for configuration:
• Shift based Access - This parameter allows the administrator to enable worker access based on the
shift working time of the worker.
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 worker.
• Smart Access Route - Select the Smart Access Route to be assigned to the worker from the Access
Route picklist window.
• Max Route Level: Select the route level up to which the worker is to be allowed access from the drop
down list.
Certain parameters when configured for a specific worker may over-ride corresponding parameters pre-

Worker Profile-ESS
The ESS tab is available only with the ESS module. This is used to enable and configure ESS account access for
the selected worker. 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 worker.
• Edit Basic Details - Select this checkbox to enable the selected workers to edit basic details on their
• Punch marking via ESS - Select this checkbox to enable workers 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 worker.
• 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 15 digit IMEI number which is the unique number of the
mobile device from which the ESS application is to be used.
• Punch Marking Via API - Select this checkbox to enable worker to mark punches by firing API.

• Auto-Punch Marking - Select this checkbox to enable the auto-attendance marking feature for the
selected worker from the COSEC APTA mobile application. On enabling this feature, if the worker’s
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 worker from the mobile
application.
• Manual Punch Marking - Select this checkbox to enable manual punch marking from the COSEC
APTA mobile application.
• 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 worker. 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 user’s 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.
• English
• Arabic
• Spanish
• Albanian
• Thai
• Vietnamese

Worker Profile-Cafeteria
This Cafeteria tab is available only with the Cafeteria module. The Cafeteria tab displays the following page:
The following parameters are available on this page for configuration:
• Enable Account - Select this checkbox to enable Cafeteria account access for the selected worker.
• Discount Level - Select the appropriate discount level from the drop down list as shown.
• Account Type - Select the account type as Pre-Paid or Post-Paid.
worker 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.
• For prepaid account, you can enable Device-Server Balance Check to enable Device to check
Server-side balance before allowing cafeteria transaction. For this, Device and Server must be
connected.
the worker can be calculated. Also define the Maximum Usage Limit per month as well as per day
beyond which the worker 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.

Worker Profile-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.
Default 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).
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.
The applicable devices are:

• DOOR V3
• Wireless DOOR
• PVR
• NGT
• Vega Controller
Worker config will be resent to devices only when there is some change in Job Assignment.
When new worker is added or existing user’s Enterprise group is changed. Then if worker 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

Worker Profile-Field Visit Management
On selecting Field Visit Management tab, the following page appears.
In this module, you can assign schedules to the workers and keep a track of their activities, while on site and also
In the Settings tab, check the Enable FVM box to consider the selected worker as FVM user.

Worker Assignment
Worker Assignment enables to assign worker to the work order and also view already assigned workers having
assignment status as Approved and Pending. Workers can be assigned for as many number of days within the
work order depending on the requirements of work order. Also workers can be un-assigned from the work order.
To assign the workers to the work order go to Contract Worker Management >Workers > Worker Assignment
Work order- Select the work order from the grid on the right or through the work order picklist.
The Validity, Contractor ID, Name and Status of the selected work order are displayed at the respective fields.
Current Assignment
It displays already assigned workers to the selected work order. Further new workers can be assigned to the work
order.
To assign the new workers for the selected work order, click on Edit button. Select the workers from the picklist.
The worker with the assignment details will appear in the grid.
To change the assigned days click on Edit button. Then specify the from and to date. For example: 2015/05/5 is
changed to 2015/05/7. Then click on Save button.

Click on Save button from the menu bar to save the assignment of worker to the work order.
Unregistered Workers
It displays the total count of (Unregistered + pending) workers who were added by contractor and are in pending
stage.
The Past Assignments tab shows the workers who were previously assigned the selected work order.
If some work order’s validity is over and contractor or site in-charge forgot to extend its validity, in such cases it
might be required to create a new work order and assign same workers to this work order. Also it can be required to
assign same workers to some similar work order.

Click on Copy Workers icon. Then select the work order from the picklist. The list of workers for the selected work
order will be shown as above. You can select the workers to copy from the selected expired work order to the
current work order.
Work Orders having status as “In Progress” or “Open” can be assigned workers from some “Closed” work
order having same contractor.

Enrollment
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 or from the Door
Controller by using special cards or Menu.
To enroll the worker credentials go to Contract Worker Management >Workers > Enrollment
Select a Door from the door picklist, on which the enrollment is to be performed for a worker.
Expand the Device Readers panel, to view the Reader details of the selected door.
Select a Worker from the worker picklist, for whom enrollment is to be done.

Expand the Worker Enrollment Status panel to view the details of enrolled credentials for the selected worker.
There are following enrollment types for a worker that can be performed on a device depending on the device type -
• ReadOnlyCard
• SmartCard
• Biometrics
Specify the Enrollment Type from the dropdown list and specify 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 specify the Number of Cards to be enrolled from the drop down list.
For Smart Card

• Worker ID
menu.
Apart from the above, the following Additional Details on Smart Card can also be written:
• Worker name
• Branch
• 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 dropdown 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.
the Panel which communicates to the Door controller. The user will be prompted by the selected door controller to

Import Workers
The Import Workers utility helps in manually sending information about workers to selected devices. The data is
sent in Excel or CSV file formats. The information to be sent can be previewed before actually importing it to device.
Also, there is a provision to make multiple entries of workers at once.
To import worker’s information to devices go to Contract Worker Management > Utilities > Import Workers
Import Data For - Select the worker from the dropdown list whose data is to be imported. Click the button
download a sample import file.
File Format - Select the file format from the options of XLS(Excel) or CSV(Comma Seperated Value).
Import File - Specify or browse for the path of the file where the data is to be imported. Click the Upload button.
Once the selected file is uploaded, click the Preview Data button to view the data in the respective worksheets to
Select the devices to be assigned to the workers by checking the boxes against the relevant devices and 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.
list.
Once data is imported successfully, data will be added or updated in Worker Profile in COSEC Web.

Blacklist
This feature is used to blacklist workers and contractors. Blacklisting will ensure that contractor/worker is not
assigned any work order.
To blacklist the workers go to Contract Worker Management >Utilities > Blacklist
Blacklist- Select the option of workers or contractors to be blacklisted from drop down list.
Worker/Contractor- As per the blacklist selection, select the worker or contractor from the picklist.
Reason- Specify the reason for blacklisting the selected worker/contractor.
Click on Blacklist button to blacklist the worker/contractor. A warning appears.
If you select Yes, then worker/contractor will become inactive and worker’s/contractor’s data will be removed from
the devices.
If you select No, then worker/contractor will become inactive but worker’s/contractor’s data will still be there on
assigned devices.
The worker/contractor will get listed in Blacklisted Workers/Contractors section.

The blacklisted worker/contractor will be made inactive in the system.
The blacklisted worker/contracter can be restored by clicking the Restore button on the blacklisted workers/
contractors grid. The restored worker/contractor will now be listed under the Restored Workers/Contractors tab.
A Contractor cannot be blacklisted by the administrator in the following conditions:
• Any worker associated with the Contractor has a Pending status for work order assignment.
• Any associated work order is still in Progress (i.e. All work orders must be terminated).

Manage Workers
The manage workers utility is used to change contractor, work order and assignment period for the selected
workers.
To manage the workers go to Contract Worker Management >Utilities >Manage Workers
Select a Contractor and Work Order from the respective picklists to view all associated workers. Use the Worker
Assignment Status dropdown list to filter workers based on their assignment status.
Click the Update button against a worker to change his assignment. To apply changes to multiple workers,
select workers using the checkboxes provided on the grid.

In the Assignment Changes pop up window, change the contractor, work order and assignment period as
required. Specify whether the changes are to be applied to the individual worker, the selected workers or all the
workers in the grid.
To change only the assignment period for a worker, select the existing Contractor and Work Order in the
New Contractor and New Work Order fields respectively.
Click the Update button to update the assignment of new contractor, work order and period to the selected worker/
workers. Once updated, the worker will be removed from the grid.

Work Order Progress
This utility helps in viewing the progress of all work orders as well as work orders specific to a selected contractor.
On selection of a contractor, associated work orders and their details can be filtered based on their progress status.
To view the work order progress go to Contract Worker Management >Utilities >Work Order Progress
Filter Contractors- Select the contractors from the option of All and Individual.
Contractor- The individual contractor can be selected from the picklist.
Work Order Status- Select the work order status from the options of All, Closed, In Progress and Open from the
drop down list.
View- Click the View button. The details of work orders and their status are displayed in the grid as shown below.
Work Order Progress Grid
• Defined Start Date reflects start date of work order.

• Defined End Date reflects end date of work order.
• Worker Limit reflects the maximum worker limit as defined in the Work Order section.
• Assigned Workers reflect the workers which are in approved or in pending state.
• Man Days reflects number of days spent by workers for the work order. Suppose 10 workers worked for 10
days each, Man Days= 10*10 = 100 Man Days.
• Progress Status in grid reflects whether work order has started or not and if started then whether it has
completed or not.

• In Progress status reflects that work order has started but not completed yet.
• Closed status reflects that work order has started and completed.
• Open status reflects that work order has not started yet.

Induction Approval
The Induction Approval is used to view all pending, approved and rejected applications sent for approval for each
induction level assigned to worker for the assigned work order. SA has rights to approve or reject a pending
application.
If some worker needs to complete 5 induction levels and is rejected in even 1 of them then worker’s assignment
status will turn into Rejected and approval in other induction level will no longer be required so approval or rejection
later shall be ignored.
To authorize the workers go to Contract Worker Management > Authorization/Approval > Induction Approval
Filter Work Orders- Select the work orders from the option of All and Individual.
Work Order- The individual work order can be selected from the picklist.
View- Click on View button. The pending, approved and rejected work orders are displayed in the respective grids
along with the available counts.
The pending application can be approved/rejected by the administrator by clicking on edit button and checking the
Approve or Reject check box.
Click on Save button to save the verdict.

The worker details from the grid can be viewed by clicking on the Details button. The worker details pop is
displayed as shown below:
If global policy is set to direct authorization, induction level for workers will remain blank in such cases and
just 1 application will be visible in grid of the administrator login.

CHAPTER 19 Vehicle Access
Management
The Vehicle Access Management (VAM) module is an access control and

management system for different vehicle types deployed across an
organization.
In large enterprises, vehicles that access the premises may be of various

types:
• Vehicles transporting labourers from one location to another.

• Vehicles moving materials across plants/factories.
• Vehicles used as conveyance by employees or visitors.
• Personal vehicles of employees or visitors.
The VAM module along with the VAM desktop utility can be used to
identify all such vehicles along with their drivers from a centralized
system to prevent unauthorized access or intrusions in restricted areas.
This functionality will be available only with the COSEC VAM license.
With VAM, you can perform tasks such as:
• Vehicle profile creation with details such as registration no., vehicle category, owner details etc.
• Pre-registered vehicle authorization.
• Vehicle and Vehicle Pass status viewing.
• Vehicle access blocking.
• Vehicles-related report generation
For vehicle/driver enrollment and one-time pass creation, refer to the Matrix COSEC VAM User Manual.
To enable the VAM feature on a device, go to Device Configuration > Advanced > Settings. This is
applicable only for Wireless Door, Direct Door V3, PVR Door, NGT, Vega Controllers and Panel Lite V2.

To access this functionality with COSEC Web Application, click on the VAM Module on the module
selection page. The VAM page will open on your screen.
VAM Dashboard
To view the VAM Dashboard, select the Dashboard button on the VAM page. The Dashboard displays the
basic information set and configured in the VAM module under the following groups:
Vehicles
• Approved - Total number of approved vehicles.

• Blacklisted - Total number of blacklisted vehicles.
• Rejected - Total number of rejected vehicles.
• Pending Authorization - Total number of vehicles for which authorization is pending.
Vehicle Pass Status
• Total - Total number of passes on the system till current date.

• Issued - Total number of issued passes.
• Active - Total number of passes in active state.
• Expired - Total number of expired passes.
• Surrendered - Total number of surrendered passes.

Vehicle Profile
This page enables the HR administrator to add vehicles and define basic vehicle profiles for different vehicle
categories and types. Once a vehicle is added in COSEC, it will appear on the grid list with its approval status. All
vehicles added from the VAM module shall be pre-approved for gate-pass creation.
To add a new vehicle, go to Vehicle Access Management > Vehicles > Vehicle Profile
• Click the New button.
• Enter the Vehicle Registration No.
• Select the vehicle category, vehicle owner, vehicle type and specify other vehicle details such as model,
color, insurance details, engine no., chassis no. and PUC expiry date in the fields provided.
• Click Save .

Vehicle Type
This page enables the user to define new vehicle types, which can later be assigned to vehicles to be registered for
gate-pass creation.
To define a Vehicle Type, go to Vehicle Access Management > Vehicles > Vehicle Type
Enter a name for the new vehicle type.
Select the Default checkbox to make this the default vehicle type for COSEC.
Click the Add button. The new vehicle type will appear on the grid list as shown below.
The default vehicle type and also such vehicle types which are already in use cannot be deleted.

Station Location
A Station Location is the entry point for a vehicle, where a vehicle pass is issued. This page enables the user to
define station locations for creation of a vehicle’s gate-pass.
To create a new Station Location, go to Vehicle Access Management > Vehicles > Station Location
• Enter a suitable name for the location.
• Select a site to be associated with the location. Multiple station locations can be defined for the same site.
• Select the Default checkbox to make this the default station location.
• Select the Vehicle Registration No. Required checkbox to make the vehicle’s registration number
mandatory for creation of a vehicle pass.
• Click Add. The new station location will now be displayed in the grid list.

Vehicle List
The Vehicle List page displays a detailed list of vehicles added on the system. This list displays vehicles based on
applied filters such as Category and Status. Vehicles can also be searched by entering ID, Registration No., Owner
or Vehicle Type in the Search Field.
To view the Vehicle list, go to Vehicle Access Management > Vehicles > Vehicle List
In order to define a new vehicle from this page, click New .

Import Vehicles
The COSEC application has an inbuilt utility for enabling users to import vehicle 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.
To import vehicle data from a file, go to Vehicle Access Management > Utilities > Import Vehicles
XLS or CSV.
• Import File - Specify the path of the file from which the data is to be imported. Click the Upload button.
• Once the selected file is uploaded, click the Preview Data button to view the data in the respective
worksheets to confirm that the data is in order prior to giving the import command.
2. Click on Import Data to begin the import. 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.

Daily Pass View
The Daily Pass View page displays the pass details of vehicles with their status as on current date, against all
categories of vehicles, for a selected date range.
To view the daily pass details, go to Vehicle Access Management > Utilities > Daily Pass View
Select a date range for which pass details are to be viewed.
Select a Vehicle Category.
There are four possible statuses for a pass, based on which pass details can be filtered:
• Issued (i.e. not yet active)

• Active (i.e. issued and active)
• Surrendered (i.e. surrendered before expiry)
• Expired (i.e. pass validity expired)
Click View.

Blacklist
This feature enables the blacklisting of vehicles as well as vehicle drivers, ensuring that new passes cannot be
issued to such blacklisted vehicles or drivers.
To blacklist a vehicle/driver, go to Vehicle Access Management > Utilities > Blacklist
Select Vehicle or Driver for blacklisting.
For vehicles, select the vehicle category and the vehicle. A reason may be provided for blacklisting, if required.
For drivers, select a driver from the picklist. A reason may be provided for blacklisting, if required.
Click Blacklist. The selected vehicle or driver will now appear in the Blacklisted Vehicles or Blacklisted Drivers
tabs respectively.
To restore a vehicle/driver, click Restore .

Vehicle Authorization
Whenever a new vehicle profile is added in COSEC by a user/worker using the ESS application, or a contractor
using CSS, a pre-registration request is sent to the COSEC administrator for approval. The Vehicle Authorization
feature enables the admin to view all vehicle pre-registration requests (in pending, approved or rejected state) and
to approve/reject all pending requests.
For vehicle authorization, go to Vehicle Access Management > Authorization/Approval > Vehicle
Authorization
• Select a date-range and vehicle category.
• Click View. All Pending, Approved and Rejected applications for the selected period will appear under the
respective tabs.
• Click Edit .
• On the Pending tab, select the Approve or Reject checkbox against an application. Applications will be
moved to the Approved or Rejected tabs depending on their approval status.
• To view details of an application, click the Details icon.

CHAPTER 20 Job Processing and Costing
In large organizations, employees work on various jobs throughout the day

and are paid on the basis of the job hours across the job’s Cost Centre:
• Creating Projects, Phases, Jobs

• Planning Projects: Declaring hierarchy of phases and jobs under
selected Project.
• Mapping Users to various Jobs.
• View invested job hours by users on various jobs/phases/projects.
This system will also be responsible for:
• Maintaining valid methods of mapping users to various jobs.

• Allow user to work on assigned jobs as per selection.
• Maintaining user’s work records against different job codes.
• Allow correction/approval of daily Time Sheet.
This functionality will be available only with the COSEC Job Processing and Costing license.
To access the JPC functionality with COSEC Web Application, click on the JPC Module on the module
selection page. The JPC page will open on your screen.
JPC Dashboard
To view the JPC Dashboard, select the Dashboard button on the JPC page. The Dashboard displays the
basic information set and configured in the JPC module under the following groups:

Summary
• Jobs - Total number of jobs configured in COSEC.

• Phase - Total number of phases configured in COSEC.
• Projects - Total number of projects configured in COSEC.
Project Status
• Open - Total number of projects with “Open” status.

• In Progress - Total number of projects with “In Progress” status.
• Finished - Total number of projects with “Finished” status.
Pending Approval
• Timesheet Correction - Total number of timesheet correction requests in pending state.

Cost Centre
This page allows creating cost centre profiles to identify the man-days or man-hours against a particular project. A
Cost Centre can be a defined task, department, division or any other unit in an organization for which costs are
collected and reported. Creating cost centres and associating them with a project allows the management to
calculate unit-wise investments on the project.
To create a new cost centre, go to Job Processing and Costing > Project Management > Cost Centre
• Enter a user-friendly name for the new cost centre.
• To mark the new cost centre as default, select the Default checkbox.
• You can also enter an optional description here.
• Click Save . The new cost centre will appear on the grid list on the right hand side of the page.
The Cost Centre entity can also be renamed as per user requirement. To do this, go to Admin > System
Configuration > Rename Group

Job
This page enables the user to create new independent jobs which can later be assigned to some phase under a
project. This allows a job to be started even before a parent project has been decided. The user can define an
estimated duration for the execution of the job and also can also assign the job on selected devices. A maximum of
4294967294 jobs can be created in COSEC.
To create a new job, go to Job Processing and Costing > Project Management > Job
• Enter a Job Code and Job Name to identify the job. If the job already exists and has been assigned to a
project, details of the corresponding project and phase will also appear as shown.
• Define a start and end Job Date.
• Specify a Cost Centre to be assigned to the job.
• Specify the Estimated Hours required to complete the job.
• Check the Merge Job box to add the transition time of shifting job in the succeeding or preceding Job.
The preceding or succeeding option depends on the selection from Global Policy in Admin module.
• There can be three status types which denote the completion status of a Job:
• Open - Indicates that the job is yet to be started (as per assigned start date).
• In Progress - Indicates that the job has been started and is yet to end (as per assigned end date).
• Finished - Indicates that the assigned job duration has ended.
• Under Assign Devices, select one or more devices on which the job is to be assigned.

To assign a job on a device, ensure that the Show Job Menu checkbox is enabled on the Devices >
Device Configuration page for the particular device.
This feature is applicable only for the following COSEC devices:
• Door V3
• Wireless Door
• PVR Door
• NGT Door
• Vega Controller
Click Save . The new job will appear on the grid list on the right hand side of the page.
Jobs which are already in use cannot be deleted.

Job Group
This page allows the creation of job groups each of which can consist of multiple jobs. Once a job group has been
defined, multiple jobs and devices can be assigned to the job group.
To create a new job group, go to Job Processing and Costing > Project Management > Job Group
• Enter a suitable name for the job group.
• In the Assign Jobs section, select one or more jobs to be assigned to the job group. Only jobs in “Open”
or “In Progress” state (i.e. unfinished jobs) can be assigned to a job group.
• In the Assign Devices section, select one or more devices to be assigned to the job group. The details of
any job assigned to this job group will be sent to all the assigned devices.

To assign a job group on a device, ensure that the Show Job Menu checkbox is enabled on the Devices
> Device Configuration page for the particular device.
• Click Save . The new job group will appear on the grid list on the right hand side of the page.

Phase
A large project may often be divided into multiple phases for better time and resource management. Hence a stage
or section of a project may be defined as a Phase, say for example “Production”, which may in turn involve several
jobs or tasks such as “Welding”, “Assembly” etc..
To create a new phase, go to Job Processing and Costing > Project Management > Phase
• Enter a user-friendly name for the new phase.
• You can also enter an optional description here.
• Click Save . The new phase will appear on the grid list on the right hand side of the page.
New Phases can also be created from the following page: Job Processing and Costing > Project
Management > Project. Here, a time duration can also be assigned to a phase, based on the project
timeline.

Project
This page enables the user to add new projects and edit existing ones. A complete project can be designed
creating a hierarchy of underlying phases and jobs. This can be done either by adding existing phases and jobs to
the new project or by creating new phases and jobs from this page.
To create a new project, go to Job Processing and Costing > Project Management > Project
• Enter a Project Code and Project Name to identify the project.
• Define a start and end Date for the project.
• There can be three status types which denote the completion status of a project:
• Open - Indicates that the project is yet to be started (as per assigned start date).
• In Progress - Indicates that the project has been started and is yet to end (as per assigned end
date).
• Finished - Indicates that the assigned project duration has ended.
Phase Configuration
• In this section, user can add phases under the project. Select an existing Phase using the picklist
icon or create a new Phase using the Add New Phases icon .
• Once a Phase is selected, assign a Phase Code to it.
• Specify a start and end Date for the phase within the project time duration.
• Click Add to assign the selected phase to the new project as shown.

Select an
Existing Phase
Adding a New Phase
• To add a new phase, click the Add New Phases icon .
• Enter a suitable name for the Phase. Assign a Phase Code to it.
• Specify a start and end Date for the phase within the project time duration.
• Click Add. The new phase will appear in the grid list below. User can similarly add multiple phases.

• Click Add To Project to add all new phases to the project.
Job Configuration
• On the Project page, select the Phase tab.
• Select a phase from the grid list to which jobs are to be assigned.
• In the Job Configuration section, user can add jobs under the phase. Select an existing job using the
picklist icon or create a new job using the Add New Jobs icon .
• Specify the estimated hours for job completion.
• Click Add to assign the selected job to the new phase as shown.
Adding a New Job
• To add a new job, click the Add New Jobs icon .
• Enter a suitable name for the job. Assign a Job Code to it.
• Specify a start and end Date for the job within the phase time duration.
• Click Add. The new job will appear in the grid list below. User can similarly add multiple jobs.

• Click Add To Phase to add all new jobs to the phase.
Once all phases and jobs have been configured under the new project, click Save . The new project will appear
on the grid list on the right hand side of the page as shown.

Site Mapping
Site mapping refers to the assignment of multiple jobs as default jobs for a site. Default jobs can also be assigned
to any specific enterprise group (i.e. organization, department, designation etc.) within the site. Setting a default job
ensures that, for a certain day, the day’s default job will be assigned to the user, based on the current date.
When a user’s Job Assignment Type is Device-based (Users module > User Configuration > Job Costing), the
default job for a user for a certain day is decided based on one of the following (in order of priority):
1. Default Job set on Device (Devices module> Device Configuration > Job Costing)
2. Default Job set for an Enterprise Group in a Site
3. Default Job set for a Site
Only jobs with status Open or In Progress can be assigned.
To set default jobs for a site, go to Job Processing and Costing > Project Management > Site Mapping
• Select a Site using the picklist button.
• Click the Edit button.
• Under Default Jobs, select a Job and set the Assignment Date as required. Multiple default jobs can be
assigned with non-overlapping Assignment Date ranges.
• Click Add. All added jobs will appear in the Default Jobs grid list below.

Enterprise Group Specific Jobs
On the Site Mapping page, select the <Enterprise Group> Specific Jobs tab. The Enterprise Group available for
mapping will be decided as per Global Policy configuration in Admin module.
• Select an <Enterprise Group> (e.g. Department, Designation etc.) using the picklist button. The above
example shows a “Department” specific jobs assignment.
• Select a Job and set the Assignment Date as required. Multiple default jobs can be assigned with non-
overlapping Assignment Date ranges.
• Click Add. All added jobs will appear in the Default Jobs grid list along with the respective <Enterprise
Group> IDs.
Click Save to apply the Site Mapping. Once the Assignment Date range for a job expires, the job will be moved
to the Previous Job Assignment section as shown below.

Location Mapping
Location mapping refers to the assignment of multiple jobs as default jobs for a location. Default jobs can also be
assigned to any specific enterprise group (i.e. organization, department, designation etc.) within the location.
Setting a default job ensures that, for a certain day, the day’s default job will be assigned to the user, based on the
current date.
In Location Mapping feature, user will punch using COSEC APTA and on the basis of available location details
system will map punch to assigned job code for that configured location.
Location: Select the location from the picklist.

Job: Click on Edit and Select the job from the picklist. This will be the default job assigned to the selected location.
The Assignment Date will be auto-loaded in the field.
Click on Add button.

Department Specific Jobs
Select the Department and select the Job to assign the default job to the department.

Job Status
This page enables the user to view and monitor Jobs based on their current status. To view a job status,
go to Job Processing and Costing > Utilities > Job Status
• Select a Project using the picklist button.
• Select multiple Phases and Jobs under the selected Project, for which records are to be viewed. Use
the icon to view the number of phases or jobs selected.
• Select a Job Status based on which jobs are to be listed.
• Click the View button to view the jobs list.

Daily Job View
This page displays information on total number of jobs performed on a day, number of users performing these jobs,
details of Total Jobs, User Count, Job Hours, Un-Assigned Hours, OUT Time and Break Hours for a selected date
range. User can view data for a date range of maximum 60 days.
To view daily job details, go to Job Processing and Costing > Utilities > Daily Job View
Select a start and end Date using the date selection buttons.
Click the View button to view daily job details for the selected date range.

Time Sheet Correction
Time Sheet Correction helps in modifying job codes and split the transactions. So user if requires, can split the
transactions by adding new punches between the transactions and apply job code to them if required.
To do the Time Sheet Correction, go to Job Processing and Costing > Utilities > Time Sheet Correction
User: Select the User from the picklist. The users appearing in the list have “Job Assignment Type” as Fixed or
Device based.
Date: Select the date from the calender for which correction is to be done.
Phase Code: If the transaction has some Job code assigned to it, then its respective Phase Code will be shown in
this field.
Project Code: If the transaction has some Job code assigned to it, then its respective Project Code will be shown
in this field.

Click on Edit button in the row where correction is to be made.
Corrections
• The Job code can be changed by selecting the option from the drop down list. If None option is selected,
then transaction type will be set as Unassigned.
• The Start Date can be edited for only 1st transaction of the day by using left-right arrows.
• The Start Time can be edited for only 1st transaction of the day by specifying the time in hh:mm format.
• The End Date and End Time can be edited for all the transactions.
• The Transaction type can also be corrected. If some transaction is of Un-assigned type, then assigning
some job code to the transaction will change the transaction type to Job. Similarly if None is selected for
any Job type transaction then it transaction type will get convert from Job to Unassigned.
• The Job Count can be changed by editing the existing value.
The Out Time and Break Hours type of transaction can not be corrected.
Adjustment
Adjustment icon is visible against all transactions except the ones of 'Un-Assigned', 'Break Hours' and 'Out Time'
transaction.
Click on Adjustment button to assign either award or penalty. Both cannot be assigned simultaneously.
Adjustment Hours (Penalty) should be less than or equal to corresponding Job Hours.
If some adjustment has been done against some transaction and user wishes to revert it back then he/she
should enter 00:00 value in 'Hours' and click 'OK'.
Overtime
Click on Overtime button to view the overtime details between start punch date time and end punch date time.

See “OT for JPC User” on page 456.
Merged Jobs
Click on Merged Jobs to view the Merged transactions.
Actual Transaction details show the transactions that are to be merged. Merged Transaction shows the resultant
transaction after merging.
1)Say, an X transaction has to be merged in a destination transaction Y (Succeeding/Preceding) which is

not a "Job Hours" type transaction, in such a case, the Merged Jobs icon for X transaction should be visible
but disabled to be clicked.
2)An X transaction has to be merged (Succeeding/Preceding) in a destination transaction Y, which does not
have Job Code.
In such a case, icon should be visible in front of X transaction, but disabled to be clicked.
3)An X transaction has to be merged in a Succeeding/Preceding transaction, but, there is no, next/previous
transaction available, respectively. In such a case, the icon should be visible but disabled in front of X
transaction.

Split
Click on Split button to split the transaction and add new punches between the transaction. Split will be disable if
the transaction type is of “Out Time” and “Break”. The Split Timesheet will appear as shown below:
Click on Edit button and specify the new End time between existing start and end time to insert the new transaction
as shown below:
Whenever transaction of “Un-Assigned Hours” or “Job Hours” is tried to split and If the transaction’s
punches are “IN-IN” or “IN-OUT” then the newly added punch should have IO type as “IN”.
If the transaction’s punches are “OUT-OUT” then the newly added punches should have IO type as “OUT”.
After all the corrections click on Save on the respective transaction row. Then click on Save button on the Menu bar
to save the correction in Time sheet.
Job Summary displays the following details:
Total Job Hours: Total job hours for the day are displayed and the details can be viewed by clicking

Total Un-Assigned Hours: Total hours of the day when no job is assigned to the user, is displayed as un-assigned
hours.
Total Out Time: Total hours of the day for which user has availed outime, is displayed as Outtime. Also the Outime
details can be viewed.
Overtime Hours:Total hours of the day for which user has worked overtime, is displayed as Overtime hours. Also
the Overtime hour details can be viewed.

Time Sheet Correction Authorization
Time Sheet Correction Authorization helps in approving or rejecting an application of “Timesheet Correction” of
ESS user.
Date: Select the From and To date from the calender to view the pending applications of timesheet correction.
Filter Users: The users can be selected based on the filter options. If Individual is selected, then select the user
from the picklist.
Click on View to view the Pending, Approved and Rejected applications.
The Pending Application with Job Hours, Un-Assigned Hours and Reason while applying for correction will be
shown in the grid.
Click the Edit button from the Menu bar. The administrator can then approve or reject the correction application by
checking the respective box.
Clicking on Details will show All Job Costing Punches as shown below.

In this Remark can be given in the field as shown below while Approving or Rejecting the correction application.
Transaction Values can be selected as

• On Application: The transaction values shown are the values at the time of the application being done.
• Applied: The transaction values after the correction is being made.
• Current: The current transaction values are same as On Application values.

Award Penalty Authorization
Award Penalty Authorization helps in approving or rejecting an application of award/penalty hours assignment to
the user.
Date: Select the From and To date from the calender to view the pending applications of Award/ Penalty
assignment.
Filter Users: The users can be selected based on the filter options. If Individual is selected, then select the user
from the picklist.
Click on View to view the Pending, Approved and Rejected applications.
The Pending Application shows the Incharge ID who is applying for application, User for whom the assignment is
done, application and attendance date, Award and penalty hours required to be authorized.
Click the Edit button from the Menu bar. The administrator can then approve or reject the application by checking
the respective box.
Clicking on Details will show All Job Costing Punches as shown below.

In this Remark can be given in the field as shown below while Approving or Rejecting the correction application.
Transaction Values can be selected as

• On Application: The transaction values shown are the values at the time of the application being done.
• Applied: The transaction values after the correction is being made.
• Current: The current transaction values are same as On Application values.

Job Costing Process
This page helps in processing attendance punches to generate accurate Job Costing data of users for a specified
date range. Any changes in configuration made for a user on the Job Processing and Costing module require the
administrator to process the user’s data first using this functionality.
“Job Costing Process” maps job code to the event on the basis of user/ device/ site/ location mapping config.
To process job costing data, go to Job Processing and Costing > Utilities > Job Costing Process
• Select a date range for which data is to be processed.
• Select the Reprocess Events checkbox to enable the system to do the following:
• Reprocess all attendance events based on any new policy settings.

• Revert all attendance event related changes made through manual correction.
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.
• Select all or random users, based on the User Filter, for whom the data is to be processed.
• Click the Process button to start processing job data for all selected users.

Daily Timesheet
To export Daily Timesheet, go to Job Processing and Costing > Export >Daily Timesheet.
The Daily Timesheet page appears as shown below:
Export
• Select the date range for which daily timesheet is to be exported.
• Specify the filename and the file format as Excel.
• You can filter the users by selecting Randomly, Select Group or All.
• If Randomly filter is selected then you can select the users having Job Assignment type as Fixed or Device
based.The users will be listed in the grid.
• You can Generate Export for All Users, Active Users or Inactive Users.
• Click on Export button. The daily timesheet will be exported based on the Configuration.

Configuration
You can select the fields to be exported by checking the respective box.
Click on Save button to save the configuration for export.
Thus the export file will be generated accordingly as shown below:

CHAPTER 21 Field Visit Management
The Field Visit Management (FVM) involves management of user’s activities working on field. It allows
management of Field Tasks done by users under various Field Schedules. The module shall facilitate viewing of
locations and time of visit for the user and ease of punch marking for schedules (as per the rights assigned to
them).
With this Module, you can:
• Assign Daily Field Schedules and Add Locations and Tasks to it.
• Monitor User's Field activities across assigned Field Schedule.
To use the Field Visit Management functions, select the FVM module icon
on the module selection page. The FVM module page will appear
on your screen.
Field Visit Management Dashboard

The FVM Dashboard presents an overview of system information along with current system status. To view the
Dashboard, select the Dashboard button on the FVM page. It appears with the following information:
Today’s User Assignment Summary
• Scheduled Users - Total number of FVM enabled users having schedules assigned to them.
• Not Scheduled Users - Total number of FVM users without any assigned schedules.

Today’s Visit Summary
• Success- Shows the count of the FVM users with successfully completed schedules for the current date.
Pending Authorization
• Field Visit Correction - Shows the count of pending Field Visit Correction requests between current date
and the previous year of all the users with login rights.

Task
You can create new task from this page. Task is then assigned to the Schedule. Schedule assigned to the user
includes various tasks along with the respective locations and time durations.
To create a Task, Select Field Visit Management module. Select the option Task and click New button as shown
below:
Name: Specify the name of a task to be done by the user.
Description: You can give a description for the task that allows the user to know the activities to be performed in
the schedule for the day.
Click on Save button. The task will be listed in the grid with autogenerated ID.
The tasks which are created here, will be assigned in the “Field Visit Schedule” of the user.

Field Visit Schedule
Field scheduling is the daily activity of assigning field tasks to each user. The users in return are supposed to
accomplish the task as per their field schedule.
Select FVM> Field Visit Schedule. The Field Visit Schedule page appears as shown below:
User: Select the user for whom the field visit is to be scheduled. Only the active users for whom the FVM is enabled
from User Configuration, appears here in the picklist.
Date: Select the attendance date for which the field schedule is to be configured. The selection can be done in view
mode only. You can also customize the selection by selecting the weekly or monthly option from drop down list.
Before assigning the field schedule, you must process the shift schedule of the FVM user.See “Monthly
Schedule” on page 688.
Shift/Day: It displays the user’s Working Shift on Schedule Date and Assigned Day on Schedule Date. The
assigned day can be either Normal, WO, PH or WO/PH.
Schedule Time: Select the From- Date,Time and To-Date,Time to assign the schedule. Time is in HH:MM format.

Eg: In below schedule; 10:00 to 11:00 hours is set as schedule time.
Task: Click the Edit button and select the task from the picklist which is to be assigned to the selected user.
Select Location: Select the option for location as Randomly or Location Group and select the location.
You can specify the Remark while assigning the schedule.
Finally click on Add button to add the field visit schedule. The schedule will be listed in the grid. Then Click on Save
button to save the configured schedule.

Export
You can export the field schedule of selected user.
Select the Field Schedule from the right side which is to be exported.
Then click on Export button as shown above. Open or Save the Schedule by specifying the location on your
computer.
The exported field schedule is shown as below:

Import
The field schedule maintained in your record can be imported here.
You can download sample import file and fill the data of multiple user.
Then import the sheet by selecting the File Format. The File format options available are XLS,CSV, XLSX.
Then Process the import of file. The importing of csv file is shown below:

Copy Field Schedule
You can copy/transfer field schedule from one user to multiple users.
Select the Field Schedule to be copied. Then click on Copy button as shown above.
The following Copy window appears.
You can select the task from the selected schedule to be copied by checking the respective boxes.
Then select the Date and User to whom the schedule is to be copied.
Now click on Process button to initiate the copy process.
Reassign Field Visit Schedule

If the assigned field visit schedule is to be re-assigned to other user then select the Schedule and click on
Reassign Field Visit Schedule button.

The Re-assign task window appears as shown below:
Select the User from the picklist to whom the task is to be assigned.
Then click on Process.

Whenever any change is made in Field Schedule records then Tx_Schedule status, 1st IN and Last OUT
punch should be reset to NULL. They will be updated once user executes daily process for the date after
making changes in field schedule.

Field Visit Status
The users are supposed to accomplish the task as per their field schedule on daily basis. According to the punches
from field, user's field records are considered as completed or not completed.
You can use COSEC APTA, ESS Module or Device for marking punch.
Field Visit Status page enables admin or reporting in-charge to view field status of selected user in a calendar view.
Select FVM> Utilities> Field Visit Status. The Field Visit Status page appears as shown below:
Select the User from the picklist whose field visit status is to be viewed.
Select the Attendance period as Month and Year for which field visit status is to be viewed.
You can select the option to view as Schedule Status or Visited Location.
Schedule Status: The status of completed, not completed,on-going and future task is shown in the calender.
Visited Location: The visited location count will be shown for each date in calender.

• The green circular ring shows that task is completed.
• Partial green and remaining red shows partially completed task.
• Full red shows incomplete task.
• A number in the grid of future date shows future days task count.
Clicking on the window will show the task details. Tick displays completed task and Cross displays incompleted
task. 2/3 shows that 2 task out of 3 are completed.
The on-going task will be displayed as below:

Field Visit Correction
The punches marked from COSEC APTA may require correction in some cases.
Suppose If user was scheduled for some task at some location and couldn't go because of any reason. So
changing punch date-time and adding or modifying its comment would be possible from the Field Visit Correction
page. Also the Location can be added or updated from this page.
Select FVM> Utilities> Field Visit Correction. The Field Visit Correction page appears as shown below:
Select the User from the picklist for whom field visit correction is to be applied. The punches for the current month
will be shown. You can also select week or month filter to view the punches accordingly.
Select the Date from the grid for which attendance correction is to be done.

Click on Edit button on Toolbar. Then click on Edit in the attendance details row where the correction is to be done.
Specify the Location and/or Comment as shown below. You can edit for the punch timings as well.
Then click on Save button.
The Field Visit Correction application will be authorised by the Reporting In-charge or Administrator.
See “Field Visit Correction Authorization” on page 1019.

The Schedule Status will show Success when the scheduled task is complete.
The FVM user punches within shift can also be viewed from Daily Attendance View of T&A module.

Field Visit Correction Authorization
ESS user have provision to add/edit punch date, time, IO type, location and add comment for each of the punches.
Such corrections are required to be authorized. So the administrator can approve/reject field visit correction
applications.
Select FVM> Utilities> Field Visit Correction Authorization. The Field Visit Correction Authorization page
Date: Select the date range for which the field visit correction applications are to be viewed.
Users: Select the user based on filter options of enterprise groups or individual user.
The Pending Section shows the Correction Applications of ESS user which are to be authorized by the
administrator.
The Details Section shows the details of field punches.

The Attendance Values can be selected as On Application, Applied, or Current. According to this selection the
grid will show the punch details(Time, IO, Location, Comment).
The User has applied for time as 09:00 hrs and location as Nadiad as shown above.
Authorization
Click the Edit button from toolbar. Then check the Approve or Reject box for authorizing the application. Then
Click Save button.
The approved application will get listed in Approved Section as shown below. And the Rejected application will get
listed in Rejected Section.

CHAPTER 22 Generating Reports
In the COSEC system, reports can be defined as a printable assortment of representative data in a system-
specified format. Reports allow users to view and manage large and varied amounts of data in an efficient and
systematic manner. Using the COSEC Web Application, users can generate some pre-defined types of reports.
The following categories of reports are available for COSEC users, classified on the basis of modules from which
these can be generated:
• “User Reports”
• “Device Reports”
• “Shifts and Schedules Reports”
• “Enterprise Structure Reports”
• “Access Control Reports”
• “Time and Attendance Reports”
• “Leave Reports”
• “Visitor Management Reports”
• “Roster Reports”
• “Cafeteria Reports”
• “CWM Reports”
• “Vehicle Access Management Reports”
• “Job Processing and Costing Reports”
• “Field Visit Management Reports”
Reports can be accessed using the Reports section on any module menu. The figure below displays how the
Reports section appears on the Users and Time and Attendance module menus respectively:

To generate a report,
1. Select a report on the Reports menu.
2. On the respective Reports page, enter specifications (such as date range, number range, user filter etc.).
3. Click the Generate button.
Once a report is generated, the report page appears on your screen as follows:
Export Report
Refresh Report
Print Report

Exporting Reports
COSEC enables users to export reports to certain file formats to be used via other applications.
To export a report,
1. Click the Export button .
2. On the Export pop up window, choose a File Format as shown (unless restricted to PDF from Admin >
Global Policy > Reports).
3. Specify the pages to be exported.
4. Click the Export button and save the file in the desired location.

Device Reports
There are four categories of Device Reports which can be generated using the Reports option under the Devices
module. These are as follows:
“Panel”
“Door”
“Invalid Events”
“Device-Wise Events”
“Door Offline”
“Intercom Events”
Panel
Generates a detailed list of all panel devices on the system.
Door
Generates a detailed site-wise list of all or specific door controller types on the system.

Invalid Events
Generates a list of invalid events on doors for a specified period. The Invalid Events page appears as shown in the
figure below.
To generate this report,
• Specify the Start and End dates for the report.
• In the Filter section, specify the users for whom invalid events are listed using the User Filter
dropdown list. The options are:
• Select Group: Allows selection of users based on the doors on which they are assigned.
• ALL: Allows selection of all users active on the system.
• Click the Generate button. The report appears as shown below.

Device-Wise Events
Generates a record of device-wise events over a specified period. The Device-Wise Events page appears as
shown in the figure below.
To generate this report,
• Specify the Start and End dates for the report in the Date fields.
• Specify the Start and End time for the device-wise events to be listed in the Time field.
• In the Optional Parameters section, specify the Event Type from the scroll list as shown.
• Use the Filter Devices drop down list to select devices based on the following filters:
• ALL - All devices active on the system.

• Device Group - Select a device group from the device group list.
• Randomly - Select a random device.
• In the Filter section, select users from the drop down list based on the following filters:
• Randomly - Select a user randomly by clicking the Select User button.

• Select Group - Select all users belonging to an enterprise group. Specify the group from the Select
Group drop down list.

Click the Generate button. The report appears as follows:
Door Offline
Generates a list of all Panels and Direct Doors which have gone offline for a specific duration within a defined date
range, as shown below:
Specify a date range, the door offline duration (in seconds) and devices to generate this report. In the above
example, the Offline Duration (Seconds) was set as 1 second.

Intercom Events
Generates a comprehensive report containing the event details as well as the resident’s details, showing which
apartment/user gave the command to the device and caused the visitor allowed/denied event.

Access Control Reports
Reports available within the COSEC Access Control option are categorized as under:
“Access Zone”
“Time Zone”
“Groups”
“I/O Linking”
“User Access”
“Guard”
“Door Held Open”
“Emergency Evacuation”
“Alarm Details”
Access Zone
Generates a PANEL wise list of all the Access Zones defined in the system.
Time Zone
Generates a report detailing the Time Zones created.

Groups
Access Group
Generates a list of all the Access Groups defined in the system.
Functional Group
Generates a report detailing the Functional Groups created.
2-Person Groups
Generates a groupwise listing of the members of all the Two Person Groups created.
Access Group wise Time Zone
Generates an Access Group wise list of all the Time Zones defined in the system.

I/O Linking
Input Port Group
Generates a PANEL wise listing of the Input Port Groups defined in the system.
Output Port Group
Generates a PANEL wise listing of the Output Port Groups defined in the system.

Panels
The options available under this node enables the user to generate a PANEL wise listing of the I/O linking
programs defined in the system.
Direct Doors
The options available under this node enables the user to generate a DIRECT DOOR wise listing of the I/O linking
programs defined in the system.

User Access
First In User
Generates a list wise report of the members of all the first in user lists created.
Zones Accessed By User
Generates a zone wise list of users who have entered an Access Zone.
2-Person Access
Generates a list of 2 person access transaction records as shown.

Zone-Wise Who Is In
Generates a list showing count and details of users who are inside some particular zone.
Access Route- Wise Who Is In
Generates a list showing count and details of users who have entered the last access level in access route.

Smart Access Route- Wise Who Is In
Generates a list showing count and details of users who have entered the last access level in smart access route.
Assigned Device
Generates a list of devices that can be accessed by the selected user.
Guard
Guard Tour
Generates a PANEL wise listing of the Guard Tours defined in the system.

Tour Details
Generates a listing of the success or failure details of the Guard Tours defined in the system. Report can be
generated in two formats - Format 1 & Format 2. If number of assigned devices in a guard tour is more than 8,
then user should select Format 2.
Door Held Open
Generates a list of the occasions when the door had been held open for more than the permissible limits.

Emergency Evacuation
Generates a list of people who are present and missing in/from a secured zone at the time of emergency.
The User type and the site can be selected from optional parameters. The users can be filtered from Active and
Inactive users.
IN Count: Number of users whose latest IN event within the duration specified is on this site. The events should not
include events on Assembly points.
OUT Count: Number of users whose latest OUT and latest IN event within the duration specified both are on this
site. The events should not include events on Assembly points.
Who Is IN: Number of users whose latest IN event within the duration specified is on this site and thereafter there is
no OUT event within the specified duration. The events should not include events on Assembly points.
Assembly Count: Number of users contributing in Who Is IN Count whose at least one event is on assembly point
within the specified duration. A site will be considered as an Assembly Point only if the checkbox ‘Consider As
Assembly Point’ is checked on Devices Module> Site page.

Missing Count: Difference between Who Is IN Count and Assembly Count. i.e. Who Is IN Count – Assembly
Count.
Alarm Details
Generates the data of all alarms and the remark which is entered while manually acknowledging and clearing the
Alarms.

User Reports
User Reports can be accessed and generated via the Reports section under the COSEC Users module. This
section is classified into the following categories of reports:
• “Device-wise Reports”
• “User Info”
• “Others”
• “User Events”
Device-wise Reports
• Panel Wise - Generates a Panel wise listing of the Users along with their Access Policy details as
defined in the system as shown below.
• Door Wise - Generates a Door wise listing of users assigned to the Direct Doors along with their
details as shown.
• User Wise Controllers - Generates a user-wise listing of assigned door controllers and their activity
status.
• Blocked Users - Generates a listing of blocked users on specified devices.
User Info
• Access Profile - Generates a listing of the access related information of selected users as shown. You
can select the “Group By” option as enterprise groups as well as Biometric Group No.

Organisation wise Access Profile
Biometric Group wise Access Profile
• Personal Info - Generates a listing of the personal information of selected users.
• Contact Info - Generates a listing of the contact information of selected users.
• Official Info - Generates a listing of the official information of selected users.

In this priority for OFF Day is given to the week-off days configured in the week-off group assigned to
the user.
• Retirement Info - Displays the list of all employees slated to retire in the defined time period as shown.
The official age for retirement can be specified in the Retirement Age field.

• Enrollment Info - Generates a listing of all users who haven't been enrolled against a particular
credential. The administrator has the option to view this report for all users, users belonging to a
selected group or a list of selected users. The following figure illustrates a sample Enrollment Info
report.
• Bank Info - Generates a group wise listing of the bank details of the selected roster users as defined in
the system.
• Work Info - Generates a group wise listing of the work details of the selected roster users as defined in
the system.
• Change Group - Generates a listing of specific users whose groups have been changed within the
specified date range as shown in the sample report below.
Others
• Former Users - Enlists records of all or group-wise former employees whose leaving dates fall within
the specified month and year as shown below.
• New Joining- This Report displays User details, such as, Joining Date, Creation Date, Leaving Date
and User Status (Active/Inactive)

• Pending Confirmation - Generates a listing of all users whose employment confirmation is due within
the specified date range.
• Reporting Groupwise Users - Generates a listing of all reporting groups and their respective
members.
• Users without Reporting In-charge - Enlists all users on the system who have not been assigned
under any Reporting In-charge.
• User-Wise Policy Assignment - Provides information on Time and Attendance policies assigned to
the selected users and their eligibility for OT/C-OFF (as configured in Users > User Configuration).
User Events
• In/Out Event - Generates a list of all entry and exit events of users within the specified date and time
range as shown in the sample report below.

• In/Out Summary - Generates a summary statement of the compiled data on the entry and exit events
of users on the selected date.
• Access Denied - Generates a list of punch events where the identified users have been denied access
along with the reason for the same.
• Doors Accessed By User - Generates a date-wise list of all users who have punched at various
doors. The following figure is a sample of this report type:

• Door Usage - Generates a user-wise detailed listing of door usage over the specified period as shown.
• Who Is In - It displays a list of the users who have “punched-in” in the specified hours but have not
“punched-out” i.e. a list of users still within the premises.
The following report shows the users who are inside the premises from 48 hours.
• Out Time - Displays a detailed listing of Out Time for users during the specified period.

Time and Attendance Reports
These reports can be obtained using the Reports section under the Time and Attendance add-on module. The
Time and Attendance Reports can be categorized as follows:
• “Time Management”
• “Absenteeism”
• “Overtime”
• “Exceptions”
• “Monthly Reports”
• “Registers”
• “Yearly Reports”
• “User Defined Reports”
• “Statutory Reports”
• “Charts”
Certain Time and Attendance Reports such as

Attendance Summary, Attendance Register, Muster
Roll etc. provide an Include Archived Data checkbox
on the report generation page.
Select this checkbox to enable archived data (if any) to be included at the time of report generation.
Retrieving data from archives may take a significantly long time.
Time Management
The Time Management Reports are an assortment of detailed and focused reports on the time activities of the
users on a site. These include the following reports:
• Late In - Generates a group-wise listing of employees with details of Late In events during the specified
time period as shown. Employees can be grouped together based on two enterprise groups.

• Early In - Generates a group-wise listing of employees with details of Early In events during the
specified time period as shown. Employees can be grouped together based on two enterprise groups.
• Early Out - Generates a group-wise listing of employees with details of Early Out events during the
• Overstay - Generates a group-wise listing of employees with details of Overstay during the specified
time period. Employees can be grouped together based on two enterprise groups.
• Attendance - Generates attendance data for a specific period and for users from specified enterprise
groups. Users can select from one of the four available templates to view the data in the required
format. One can also enable Show Less Details option to display less details in the report.

• Attendance Summary - Generates attendance summary report as per the group and format selected
from the Group By and Format Selection dropdown list respectively, for a specified period as shown in
the screen below. One can also enable Show Less Details option to display less details in the report.
• Late Arrival Memo - This option enables the administrator to generate and print multiple or individual
Late Arrival Memos as shown. The late arrival memos for each group can be generated on seperate
pages by enabling this from Optional paramter.

• Grace Time Usage - Generates group-wise details of grace time usage for a specified time period for
all or selected users.
• Net Work-Time - Generates user-wise details of net work-time for a specified period.

• Daily Work Hours - Generates user-wise details of dailywork hours for a specified period.
• Absent Adjustments- This report generates a list of adjustments done for absent status of user.
• Hourly Attendance - This report generates a listing of day-based hourly attendance for selected users
over a specified date range.

• Work Hours Summary - Generates a listing of day-wise work hours summary for selected users for a
a specified date range.
• Daily Details - Generates group-wise daily time and attendance details for a specified date-range and
in a specified format.
• Daily Summary - Generates a group-wise daily attendance analysis/summary report for a specified
date range and in a specified format.

• Daily Work Details - This Report displays Daily Time & Attendance Report that altogether displays
various details, such as, In-Out Punch Pairs, Net-Work Hours, Less Work Hours, Auth OT values, Site
details along with the summary and Remarks for each process date.
You can add custom footer which will display at the footer of the report. And new page for each user can be
selected to generate report in seperate pages.

• Break Deviation - When break deviation is allowed for a shift, i.e. for shifts with fixed but flexible break
duration, a report can be generated to view the difference between the defined break duration and the
actual break taken by employees. This difference is defined as break deviation.
• Shift-Wise Count Summary - Generates user summary for all shifts configured on COSEC. Shift
Summary fields to be viewed are user selectable.
• First IN-Last OUT Punch Details - This report displays selected users' 1st IN and Last OUT punch
records for a defined date range.

Absenteeism
This section allows the user to generate Absenteeism related attendance reports. The following reports fall under
this category:
• Absentee - Generates a group wise listing of employees with details of the Absent days during the
• Absenteeism Memo - This option enables the administrator to generate and print multiple or individual
Absent Memos as shown. For each group you can generate memos on seperate page.
• Continuous Absence/Presence - Lists users with a certain number of continuous absent/present

days over a specified date range as shown. Specify the Report type as Continuous Absence or
Continuous Presence and select users for whom the data is to be retrieved.

• Week Off & Holiday - This report will generate of list of all coinciding Week Offs and holidays during
the specified time period.
Overtime
This section lists all Overtime-related attendance reports as follows:

• Overtime Report - Generates a group wise listing of the employees with details of their Overtime
during the specified time period. One can also enable Show Less Details option to display less details
in the report.

• Overtime Details - Generates user-wise Overtime details for a specified period.
• Total HeadCount & Overtime - Generates shift-wise total headcount and overtime hours for the
specified date-range.
• Users Presence & Overtime - Generates site-wise user attendance and overtime details for the
specified period.
• Weekly Working Hrs & Overtime - This will display the day-wise working hours and overtime hours
for the specified week . If you select Date as 01/08/2016, then details from 1st to 7th will be shown as
below:
• Daily Overtime Summary- This report displays authorized overtime components as configured, net-
work hours, work hours, shift duration, loss hours, altogether on daily basis.

Exceptions
This section enables the user to generate reports related to attendance exceptions of employees for a defined time
period. The following reports can be generated using this section:
• Exceptions - This report lists group-wise attendance exceptions for selected employees for the
specified date-range as shown. Employees can be grouped together based on two enterprise groups.
The Exceptions report can be generated for No Punches Available, Punches Not in Pair, Shift Not
Available etc. You can select the option by scrolling down the list.

• Attendance Exception - This report generates a listing of selected users’ Attendance Exceptions for
each day, wherever exceptions have occurred. The exceptions that will be considered are as follows:
• Absent on Normal Shift

• Worked on Week-off
• Worked on Holiday
• Worked on Leave
• Manual Correction - This report generates a listing of all the attendance records for the selected
period where manual correction has been done.

• Pending Authorization - This report generates a date and group-wise listing of all records which are
pending for authorization, depending on the Approval Type selected. In this example, the Approval
Type selected was Attendance Correction.
• Special Function Punch - Generates a function wise listing of all employees who have made use of
the special function during the specified time period as shown. Hold down the Control key (Ctrl) on the
keyboard and click on the functions to select multiple special functions on the Special Function Punch
report page before generating the report (as shown below).
Ctrl + Select
• Shift Change - Generates all records of organization-wise change of shifts for selected users during
the specified period as shown.

• Shift Allowance - Generates a listing of cumulative shift allowance of selected users per shift for the
selected date range.
• Authorization Status - Generates an group-wise listing of application records for selected users,
based on their approval status (i.e. approved, rejected or both).
Monthly Reports
The following reports are available under the Monthly Reports option.
• Muster Roll - Generates a group- wise muster roll with the system-defined attendance status as well
as the leave status as shown.
• Muster Summary - This report generates a summary of the data presented in the Muster roll as
shown.
• Previous Adjustment Summary - Generates the list of Previous adjustment transactions which have
occurred in the specified month for selected users.
• Salary Data - This report generates a Salary Data statement for the specified month for selected users.

• Absentee Detail - Generates a list of all employees along with the dates on which they have been
absent during the selected month as shown.
• Monthly Details - Generates group-wise attendance details of specific employees for the selected
month in a specified format. Available report formats are: Count-wise, Day-wise, Day-wise with Status,
Month-wise Attendance and Status and Count Summary.
The user's monthly present count, absent count and total working days according to month selection
are shown with payable days, total work hours and net-work hours for the selected month.
Count Wise
Day wise with Status

Month Wise Attendance Format
Status and Count Summary

• Monthly Summary - Generates group-wise monthly summary of day status, work hours or overtime of
all or specified employes. The figure below shows a monthly work hours summary report for the month
of June, 2013.
• Monthly Log - Generates group-wise monthly log of specific users for a specified month.
• Shift Details - Generates a group-wise detail of scheduled shifts, working shifts and shift update types
(if any) for selected users.
• Head-Count - Generates details of headcount for all selected shifts or enterprise groups for the
specified month and year.
• Flexible Summary - Generates group-wise work hours summary for Flexible type users for a specified
month and year.
For monthly reports, user’s customized attendance period (as set in Attendance Policy) will be ignored.
Records for the calendar month will be shown. Hence, there can be a mismatch in the summary shown in
the report, and that shown in COSEC Web.
Registers
The Register section enables the user to generate the following reports:

• Attendance Register - Generates a date-wise attendance register for the specified month for selected
users as shown.
• Late In Register - Generates a register for the specified month, of all Late In occurrences against each
user.
• Early Out Register - Generates a register for the specified month, of all Early Out occurrences against
each user.
• Overtime Register - Generates a monthly overtime register for each employee.
Yearly Reports
This section enables the user to generate the Yearly Performance report. This report presents a Monthwise
summary of the attendance details for selected employees as shown. The report can be generated in two formats
depending on the details to be viewed:
Format 1 (sample report)
Format 2 (sample report)

User Defined Reports
• Muster Roll - Generates a department wise muster roll with user-defined attendance status as well as
leave status as shown.
Use the Attendance Status Template option in this section to customize the Output Code for different
Attendance Status combinations for first and second half. Output codes defined here will reflect
accordingly in the User-defined Muster Roll report.
• Custom Attendance Register - This is a customized attendance register report generated with user-
specified fields. Select fields from the Available Fields scroll list and click the Add button to enter
these in the Selected Fields list as shown below.

Statutory Reports
These are reports based on the requirement of certain gorvernmental organizations that are required to follow
statutory formats for the employee data.
• FormT- The Form T is based on the statutory norms of government monthly attendance summary
register. The selection parameters and the sample report is shown as below:
• Form 18- The Form18 is based on the statutory norms of government yearly leave wage register. The
selection parameters and the sample report is shown as below:

• Form 28- The Form 28 is based on the statutory norms of government monthly wage register. The
selection parameters and the sample report is shown as below:

Charts
The COSEC system also provides the option of extracting certain reports in the form of pie charts and bar graphs.
The following reports fall under this category:
• Time Loss - Displays the group-wise time loss data for selected groups during the selected time period
in the form of a bar graph as shown in the following figure.

• Overtime - Displays the group wise Overtime data for selected groups during the selected time period
in a bar chart as shown.

• Absent - Generates a pie chart denoting the comparative department-wise absentee details for the
specified period.
• User Absent - Generates a bar graph denoting the user wise absent count for selected users. In the
event of selecting all users the top ten absentees will be shown on the bar graph while the details of
other users will be displayed below the graph.
• User Late In - Generates a bar graph denoting the user-wise Late In occurrences for selected users. In
the event of selecting all users the top ten users with the maximum number of Late In occurrences will
be shown on the bar graph while the details of other users will be displayed below the graph.
• User Early Out - Generates a bar graph denoting the user wise Early Out occurrences for selected
users. In the event of selecting all users the top ten users with the maximum number of Early Out
occurrences will be shown on the bar graph while the details of other users will be displayed below the
graph.
• User Irregularity - Generates a bar graph denoting the user wise Early Out, Late In and Absent
occurrences for selected users. In the event of selecting all users the top ten users with the maximum
number of the above occurrences will be shown on the bar graph while the details of other users will be
displayed below the graph.
• Monthwise Overtime - Generates a bar graph denoting the month-wise total and authorized overtime
hours for the specified months as shown in the following figure.

• Attendance Summary - Generates a pie chart denoting the attendance summary for the specified
time period as shown.

Leave Reports
The COSEC Leave Management module allows you to create and view an assortment of detailed and focused
reports related to the leave management system. These reports can be viewed on the screen or printed at any
time. The following Leave Reports can be generated using the Reports section under the Leave Management
module:
• “Leave”
• “Leave Group”
• “Leave Application”
• “Leave Encashment”
• “Leave Credit/Debit”
• “Leave Register”
• “COFF Register”
• “Monthly Leave Details”
• “Statutory Leave Reports”
Leave
View a detailed listing of all leaves configured on the system as shown below.
• It shows Max LV-Max allowed limit for leave and Min LV-Min allowed leave at a time.
• The type of leave is shown as C for C-Off, P for Paid leave, L for Lay off type leave, A for Un-paid leave, R
for Restricted leave and T for Tour.
• Bal Chk column shows whether the leave balance is checked(Y) or not (N). And Allw with Other shows
whether the leave can be clubbed with other leave or not.
• ENC Allw shows the leave which can be encashed and Min Bal Req Aft ENC shows the minimum
balance of leaves required after encashment.
• Max Acc Bal shows maximum available balance of the leave.

Leave Group
View a detailed listing of all leave groups configured on the system and the leaves grouped under them.
Leave Application
This report generates a detailed listing of leave applications made during the specified date range. The figure below
illustrates a sample for this report. The filter such as User/Date and Leave/Tour-wise can be used.
Leave Encashment
View a detailed listing of group-wise leave encashment for users over the specified period as shown in the sample
report below.
Leave Credit/Debit

Gives a detailed group-wise listing of all leaves credited or debited from the leave balance of the employees.
Leave Register
Gives a user-wise listing of all leave details of employees for the specified date range as shown.
COFF Register
Gives a user-wise listing of all Complimentary-Off details of employees for the specified date range.
Monthly Leave Details
Gives month and enterprise-group-wise details of dates on which approved leave applications exist for specified
users and selected leave types or tours.
Statutory Leave Reports
Generates annual leave transaction reports Form B and Form 15 as per statutory norms (see sample reports
below).
Form B

Form 15

Shifts and Schedules Reports
These reports are available only with the Access Control or the Time and Attendance modules. Reports available
under this option are as follows.
“Shifts”
“Schedule Groups”
“Holiday Schedules”
“Shift Schedules”
“Week-Off Change”
Shifts
Generates a list of the shifts as defined in the system along with their configuration parameters as shown.

Schedule Groups
Generates a list of the defined schedule groups along with the details of the member shifts as shown.
Holiday Schedules
Generates a listing of all holidays as defined in the selected schedule as shown.

Shift Schedules
Generates a listing of shift schedule for the selected user for the selected month-year as shown.
Week-Off Change
Generates the report with week-off change details of the selected user.

Enterprise Structure Reports
The COSEC user can easily access and generate individual and detailed reports on enterprise groups related to a
business. Enterprise Structure reports can be generated using the Reports section under the Enterprise
Structure module. The following reports can be viewed under this section:
• Organization Report
• Branch Report
• Department Report
• Designation Report
• Section Report
• Category Report
• Grade Report
To generate an Enterprise Group report,
1. On the respective group page, enter a Number Range in the given fields to specify the range of IDs to be
retrieved for the particular group as shown in the figure below.
2. Click the Generate button.
The following figure displays a sample Department Report generated to retrieve the list of all existing departments
with IDs between 1 to 10.
The figure below illustrates another sample for a Designation Report for the same organisation.

Cafeteria Reports
Reports is one of the key components of a cafeteria management system. COSEC Cafeteria module allows you to
generate and view a variety of detailed and focused reports on data related to the cafeteria management system.
These reports can be viewed on the screen or printed at any time.
Option is provided to view the entire or a part of the list by specifying the ID number range to be viewed. The
application user can view the following reports:
“Item List”
“Menu”
“Menu Schedule”
“User Reports”
“Cafeteria Reports”
Few Samples of the Reports are shown below:
Item List
Specify the number of items to be viewed. Click on Generate.

Menu
Menu Schedule

User Reports
Head Count
This report will generate a listing of the total number of users using the Cafeteria service on a given day as shown.
User Transactions
This report generates a user wise or device wise list of transactions for the selected date range.The user wise list of
transactions report is shown.

Users Account Details
This report generates a detailed list of users’ account details, who have been assigned the Cafeteria application as
shown.
User Consumption
This report generates a listing of the user consumption for the selected month as shown.

Credit/Debit
This report generates a listing of each postpaid user's monthly credit due as shown.
Blocked Users
This report generates a listing of all the prepaid/postpaid Cafeteria users currently blocked in the system.
User Pre-order Details

This report generates the Cafeteria Pre Order transactions details of ordered and availed quantity for selected date
range.

Cafeteria Reports
Sales
This report will generate a listing of the total sales per menu on a day in the cafeteria.
Device-Wise Consumption
This report displays device-wise details of the items consumed for a selected date range on the selected cafeteria
devices.
You can select the format as Daily Item Consumption or Item Consumption Summary.
Item-Wise Consumption
This report will generate a listing of the total number of items consumed on a given day in the cafeteria.

Daily Consumption
This report generates a listing of the daily consumption for the selected month, user and item. Also report can be
viewed either item wise or user wise for the selected date range.The user wise report is shown below.
Monthly Consumption
This report generates a listing of the monthly consumption for the selected month, user and item.Also report can be
viewed either item wise or user wise for the selected date range.The user wise report is shown below.

Cafeteria Devices

Visitor Management Reports
COSEC Visitor Management module allows you to create and view an assortment of detailed and focused reports
on the Visitor activities on your site. These reports can be viewed on the screen or printed at any time. Reports
available within the COSEC Visitor management Module are as under:
“Visitor Access”
“Visitor Pass”
“Visitor Summary”
“Visitor Evacuation”
Visitor Access
Visitor Punch
Lists out details of all the Visitor punches in the defined date range.
Visitor Punch Detail

The report generated will display details of the visitors including Name, Entry Date & Time as well as the Host
Name for the selected date range. The Exit Date & Time and Total Time of his presence on the premises will also
be listed.
Visitor Punch Exception

Exceptions like absence of In time or Out time of Visitors are listed in the report.
Visitor Enrollment Status

Generates a listing of all visitors who haven't been enrolled against a particular credential.

Panel Wise Visitor
Generates a PANEL wise listing of the Visitor cards defined in the system.
Visitor Access Denied

Lists out the invalid punch events of the Visitors at the various Door Controllers along with the reason.
Visitor Pass
Visitor Pass Validity
Specify the Pass Issue Date and the time falling in visit hours.Click on Generate. Lists out the valid Visitor passes
for the selected date as well as the validity period of the passes.
Visitor Pass Status

Lists out details of the Visitor pass status for the specified date range.
Expired Passes
Lists out the Visitors whose passes are no longer valid but are yet to be surrendered.
Visitor Summary
Visitor Watch List

Lists out the banned visitors along with their details as well as Photograph wherever available.

Pre-Registered Visitors
Lists out all the pre-registered visitors along with their details.
Visitor History

This report generates a listing of all the visitors during the specified time period along with the visit details.
Visitor Head Count

This report generates a department wise listing of the visitor head count for the specified time period.
Visitor Evacuation
Generates a list of people who are present and missing in/from a secured zone at the time of emergency.
The site can be selected from optional parameters. The visitors can be filtered from Active and Inactive visitors.

Roster Reports
Reports is one of the key components of a Roster system. COSEC Roster module allows you to generate and view
a variety of detailed and focused reports on the time activities of the rostered users. These reports can be viewed
on the screen or printed at any time.
Reports available within the COSEC Roster Module are categorized as Master and Transaction.
“Transactions”
“Masters”
The Sample of few reports is shown below:
Transactions
This option is used to view reports on the events generated in the system in a specified time period.
User Schedule
Generates a department wise listing of the work schedule details of the selected roster users during the specified
time period as defined in the system.
Shift Coverage
Generates a department wise listing of the roster covering the various shifts during the specified time period.

Duties by Designation
Generates a group wise listing of the designations along with the assigned shifts and users for the specified time
period.
Roster
Generates a group wise listing of the rostered users along with their department, shift and designation details for
the specified time period as shown:
Shifts by User
Generates a group wise listing of the rostered users along with their shift details and occurrences for the specified
time period as shown:

User by Hour
Generates a group wise listing of the number of users manning each hour of the day for the specified time period as
shown:
Attendance
Generates a date wise listing of the attendance details of the roster users for the specified time period as shown.
Overtime
Generates a date wise listing of the overtime details of the roster users as shown.

Time Card
Generates Weekly or Bi-Weekly Overtime for the selected user. Also the work hour details for the user is displayed.
If Display Hours in Fraction is enabled then hours are calculated and displayed 10 format. Example 08:30 i.e. 8
hours 30 minutes is displayed as 8.5.
Masters
The Master reports are used to display the list of parameters as defined in the Masters section of the Roster
module. Option is provided to view the entire or a part of the list by specifying the ID number range to generate the
report.

Employment Type
Wage Level
Employment Profile
Shift

Work Profile
Overtime Policy

CWM Reports
These reports can be obtained using the Reports section under the Contract Worker Management add-on
module. The Reports can be categorized as follows:
“Worker Details”
“Contractor Details”
“Work Order Details”
“Blacklisted Workers”
“Work Order Man Days”
“Daily Head Count”
“Daily Work Hours”
“Status Summary”
Worker Details
Worker Details Report provides the workers basic details against respective work order and contractor.
There is optional parameter where the Group By filter can be selected.
Select the Contractors, Work Orders and Workers from the options of all and randomly as shown below. And then
Click on Generate Report.
The worker details report for the above selection is as shown below.

Contractor Details
Contractor Details Report provides the basic details of respective contractor.
Select the Contractors from the options of all and randomly as shown below. And then Click on Generate Report.
The contractor details report for the above selection is as shown below.

Work Order Details
Work Order Details Report provides the basic details of respective worker order.
Select the Contractors and work orders from the options of all and randomly as shown below. And then Click on
Generate Report.
The work order details report for the above selection is as shown below.
Blacklisted Workers
Blacklisted worker detail report provides the detail of workers who are blacklisted from organization against
respective work order & contractor.
Work Order Man Days
Work Order Man Days Report shows the worker order wise comparison of Worker Limit, Assigned Workers and the
approved workers. It also shows the total man-days invested on each work order. Work orders can be filtered
based on Enterprise group.
It also shows the number of days invested on a specific work order by the workers assigned on that Work order.

Daily Head Count
Daily Head Count Report shows the work order wise worker headcount for each date of the work order validity
period. From this report the admin can get a daily basis comparison of expected workers and actually present
workers.
Daily Work Hours
Daily Work Hours Report shows the worker’s attendance status for each date against respective work order for
respective contractor for selected dates. Work orders can also be filtered based on Enterprise group.
Status Summary
Attendance Status Template

This page enables to define the output code for attendance status.
The Output Code for different Attendance Status combinations for first and second half can be created. The
description for the status code can also be mentioned.
For example: Present for both 1st and 2nd half is given an output code of P.
The output codes defined here will reflect accordingly in the User-defined Muster Roll report in T&A
module.
Daily Summary
Daily Summary Report shows the workers Daily Attendance summary against respective work order for respective
contractor against date range selection.

Monthly Attendance
Monthly Attendance Report shows the workers Monthly Attendance summary against respective work order for
respective contractor against Month-Year selection. Work orders can also be filtered based on Enterprise group.
Attendance Details
Shift Schedule
This report shows the configured shifts of different workers under their respective contractors and work order types
for each day of the specified month.
Muster Roll
This report generates a group-wise monthly muster roll with system-defined attendance status as well as leave
status of workers for the specified month and year.

Continuous Absence/Presence
This report lists workers group-wise, with a certain number of continuous absent/present days over a specified date
range.

Job Processing and Costing Reports
These reports can be obtained using the Reports section under the Job Processing and Costing add-on module.
The Reports can be categorized as follows:
“Daily Job Details”

“Monthly Job Details”
“Job Transactions”
“User Job Details”
“Transaction-Wise Hours Summary”
“Work Summary”
Daily Job Details
Generates the selected users’ daily work details against various jobs, across multiple projects. A sample report has
been shown below.
Monthly Job Details
Generates the selected users’ monthly attendance summary against their jobs under the respective projects.
Job Transactions
This report shows the transaction details of selected users against their respective jobs.

User Job Details
Generates users’ work details based on their enterprise group, project, job, phase and cost centre.
Transaction-Wise Hours Summary
This report show the user's timesheet transactions on daily basis. Also the report shows output transaction wise
overtime or adjustments.
Work Summary
These reports show the detailed job costing summary for selected jobs, phases or projects.
• Project Summary - Generates detailed project summary with phase count, user count, job hours and job
count details.

Click the Phase Count link to view a Phase-Job details sub-report as shown below.
• Phase Summary - Generates detailed phase summary with project count, user count and job hours
details.
Click the Project Count link to view a Project details sub-report.
• Job Summary - Generates detailed job summary with projects, phases, user count and job hours details.

Vehicle Access Management Reports
These reports can be obtained using the Reports section under the Vehicle Access Management add-on
module. The reports can be categorized as follows:
Pass Count
This report displays the daily pass count for Issued and Active passes based on vehicle category as shown below.
Pass Details
These reports show the basic details of a pass with its status against vehicles for various vehicle categories. Below
is a sample report for personal pass details.

Pass Events
This report shows the event details of passes created using the VAM desktop utility.
Blacklisted Vehicles/Drivers
This report displays the details of vehicles/drivers blacklisted by the admin against selected date-range and vehicle
categories.

Field Visit Management Reports
These reports can be obtained using the Reports section under the Field Visit Management add-on module. The
Reports can be categorized as follows:
“Schedule Status Summary”

“Field Visit Summary Report”
Schedule Status Summary
This report gives information about whether user went to each location as per the schedule or not. This report
shows status of each schedule date and for each mapping of time slot-task-location. It will also convey about the
time spent in that location..
Daily Attendance Process must be done to get correct information in the report.
Field Visit Summary Report
This report shows the time spent by the user in travelling between two locations and time spent at a particular
location. Along with this, it also shows visiting time spent for selected date range so that the Administrator can get
an overview of the actual work done by employees.

Appendix
Glossary of Terms
2-Person Groups: The 2-person rule feature can be used to require that two people enter valid access codes to
access a secure area. This is typically used in high security areas or in areas where industrial safety is an issue.
Absentee Rule: This rule sets the maximum number of days for non-use of an ID. On expiration (no ID usage - for
the maximum number of days set) the User will be automatically disabled or deleted.
Access Groups: Access Group can be defined as group of users having similar roles and need equal access
privileges throughout the day. The access may be restricted to certain times by the use of a time profile.
Access Zones: ACCESS ZONE can be defined as an area with well defined boundaries and access to this area
can be controlled using single or multiple doors.
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.
Anti-Pass-Back (APB): The Anti Pass Back or APB feature is used to require users to pass through an entry
reader followed by passing through an exit reader before their ID will be accepted a second time at another
designated entry reader. 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.
Anti-Tamper: A means of detecting unauthorized removal of covers from security equipment.
AWG: American Wire Gauge, denotes the size of wire conductors used in a system.
Badge: To use an access card at a reader to gain access to secure areas.
Blocked User: Blocked Users are users whose credentials have been temporarily blocked due to inactivity, as
defined in the Absentee Rule.
Dead Man Timer: 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 badge his card within the pre-defined dead man time period.
Debounce Time: It defines the minimum time an input interface must be in a given state i.e. up or down, before
being reported.
Degraded Mode: Degraded mode allows a valid user to access the facility even if the door controller is not
communicating with the master.

DND Zones: 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.
Door Force Open: A door forced open condition results from a state wherein the door is sensed to be in an open
state without an associated valid credential transaction or an associated REX signal.
Door Sense: Contact switch activated whenever a door is opened. This switch monitors the door status (open or
closed).
Door Relay: This relay is used to control the locking and unlocking functions of door hardware in an access control
system.
Duress detection: Duress detection enables the card holder to trigger an alarm or output device in the event of
threats or being forced to grant access to an unauthorized person. The Duress Digit is added at the end of a User's
normal Code.
Electric Door Strike: An electric door locking device that unlocks the door when electrical power is applied to it
and is thus a fail secure locking device.
Electromagnetic Lock (EM Lock): An electro-magnet must be powered at all times to keep the door locked. It is a
fail safe locking device that will automatically unlock if power is removed.
Enrollment: It is defined as the process where in the controller is accepting and storing the user credential inputs
against that particular user in any of the modes available viz. Fingerprint, Card, Fingerprint + Card, Smartcard.
Facility Code: Facility code is unique 8 or 16 bits of every HID Prox card number specific to a site and is encoded
in to the card by the manufacturer.
First-In Users: First in users are users defined in the system whose card or fingerprint is used to unlock the Access
to a particular zone.
Form C Relay: A type of relay which has contacts including a common, a normally open (NO) and a normally
closed (NC).
Functional Groups: Functional Group can be defined as cluster of individuals formed to organize them in
hierarchical manner and their roles.
Guard Tour: A guard tour is defined as a series of checkpoints where the guard has to badge his credential within
a given amount of time.
Home Zone: Home zone is a pre-defined valid access Zone assigned to the user during working and break hours.
In other words it can be defined as the assigned work place of the user/employee. User is allowed to access Home
zone during working and break hours without checking the access levels and the event is recorded.
Inter Digit Wait Timer: It is the time period between two digits for which the system waits before considering the
user input to be complete.
Mantrap: Mantrap, also known as security interlock system provides 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.
Multi Access Wait Timer: Specifies the period within which user needs to present the next credential when Zone
access modes are defined for more than one credentials to be used to grant access.

Occupancy Control: Occupancy Control is a feature that monitors and controls the number of users permitted
within a secured area or controlled zone. Occupancy controls require entry and exit readers on the controlled area.
Pulse Time: It is the time for which the relay will be energized for a valid credential or input.
REX: REX means Request-To-Exit. A REX device can be used to mask an alarmed Door for authorized exit and to
unlock magnetic locks for exit. REX devices can be push-button or motion sensors. A REX Push-button can be
installed at a receptionist's desk to manually grant access at an intercom controlled visitor's entry door.
Software Override: The override function allows user to change the current status of a system temporarily from
the Software application.
Supervised Inputs: Passive, non-current supplying inputs capable of 4 state monitoring with end of line resistors
are supervised inputs.
Time Zones: Time Zones are used to manage the use of IDs and the scheduling of automatic events. Time Zones
are made up of a start time, an end time, and a set of valid days.
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 after which the credential is blocked.
Visit Zone: Visit zone like the Home Zone is again another predefined valid access zone assigned to the user.
Here again the user is allowed to access visit zone during working and break hours without checking the access
levels and the event should be recorded.
Visitor Escort Rule: This rule requires all Visitors to be accompanied by an escort and the credential of the visitor
has to be followed by the credential of the Escort within the stipulated time period.
Wiegand: A communication protocol widely accepted as an industry standard in the manufacturing of access
control equipment. Wiegand data is typically the protocol used between the reader and the host controller.
Zone Access Mode: Zone Access Mode defines the type and number of credentials required to identify and
validate a user. Once defined it is assigned to access zones.

Technical Specifications
COSEC PANELS:
Product COSEC Panel COSEC Panel-Lite COSEC Panel-Lite V2
CPU 32-bit ARM Micro-controller 32-bit ARM Micro-controller ARM Cortex-A8 32-bit RISC
Micro-processor
Flash Memory 32 MB 32 MB 256 MB
RAM 32 MB 32 MB 512 MB
Input Power 100-240 VAC, 47-63 Hz, 60W 12VDC @ 2A 12VDC @ 2A

max.
Control Relay Outputs 1 Alarm Relay (SPDT, 1A @ 1 Alarm Relay (SPDT, 1A @ 1 Alarm Relay (SPDT, 1A @
30VDC) 30VDC) 30VDC)
Auxiliary Outputs - - -
Supervised Inputs 1 Alarm Input 1 Alarm Input 1 Alarm Input
Power Output Ports 12VDC @ 1A for 4 doors - -
Reader Power Output - - -
LAN 10/100 Mbps 10/100 Mbps 10/100 Mbps
RS485 YES (with 120Ohms Fix EOL YES (with 120Ohms Fix EOL YES (with 120Ohms Fix EOL
Termination) Termination) Termination)
User Capacity 10,000 (per PANEL) 10,000 (per PANEL) 25,000 (per PANEL)
Event Buffer 100,000 (per PANEL) 100,000 (per PANEL) 500,000 (per PANEL)
Slave Door Controllers Up to 32 door controllers Up to 32 door controllers Up to 32 door controllers

supported on RS485. supported on RS485. supported on RS485.
Up to 75 door controllers Up to 75 door controllers Up to 75 door controllers
supported on Ethernet. supported on Ethernet. supported on Ethernet.
Physical Dimensions 231mm x 231mm x 85 mm 104mm x 80mm x 27mm 104mm x 80mm x 27mm
(H x W x D) mounted in a metal enclosure mounted in a plastic enclosure mounted in a plastic enclosure
(9.09” x 9.09” x 3.35”) (4.09” x 3.15” x 1.03”) (4.09” x 3.15” x 1.03”)
Operating Temperatures -10oC to 50oC (14oF to 122oF) -10oC to 50oC (14oF to 122oF) -10oC to 50oC (14oF to 122oF)
Humidity Range 5% to 95% RH Non 5% to 95% RH Non 5% to 95% RH Non

condensing condensing condensing

COSEC DOOR CONTROLLERS:
Product Path Path

Direct Door Wireless Vega
NGT Door PVR Door Controller Controller
V2 Door Controller
(CAC) (FOC)
CPU 32-bit Micro- 32-bit ARM 32-bit ARM ARM Cortex- 32-bit Micro- 32-bit Micro- ARM Cortex-
controller Micro- Micro- A8 32-bit controller controller A8 32-bit
controller controller RISC Micro- RISC Micro-
processor processor
Flash 524 KB + 2MB 256 MB 256 MB 256 MB 524 KB + 524 KB + 256 MB

Memory 2MB 2MB
RAM 128 KB 128 MB 128 MB 512 MB 128 KB 128 KB 512 MB
Input 12VDC @ 2A 12VDC @ 2A 12VDC @ 2A 12VDC @ 2A 12VDC @ 2A 12VDC @ 2A 12VDC @ 2A

Power
Reader I/F Wiegand, Wiegand, Wiegand, Wiegand, Wiegand, Wiegand, Wiegand,

Type RS232 RS232 RS232 RS232 RS232, RS232, RS232
RS485 RS485
Reader RFID (EM RFID (EM RFID (EM RFID (EM RFID (EM RFID (EM RFID (EM
Types Prox, Mifare, Prox, Mifare, Prox, Mifare, Prox, Mifare, Prox, Mifare, Prox, Mifare, Prox, Mifare),
HID iClass, HID iClass, HID iClass, HID iClass, HID iClass) HID iClass), Biometric
HID Prox), HID Prox), HID Prox), HID Prox), Biometric
Biometric Biometric Biometric Palm Vein
Reader
Control 1 Lock Relay 1 Lock Relay 1 Lock Relay 1 Lock Relay 1 Lock Relay 1 Lock Relay 1 Lock Relay
Relay (SPDT, 1A @ (SPDT, 1A @ (SPDT, 1A @ (SPDT, 1A @ (SPDT, 1A @ (SPDT, 1A @ (SPDT, 1A @
Outputs 30VDC) 30VDC) 30VDC) 30VDC) 30VDC) 30VDC) 30VDC)
Auxiliary 1 Relay 1 Relay 1 Relay 1 Relay - - 1 Relay

Outputs (SPDT, 1A @ (SPDT, 1A @ (SPDT, 1A @ (SPDT, 1A @ (SPDT, 1A @
30VDC) 30VDC) 30VDC) 30VDC) 30VDC)
Supervised 4 inputs 4 inputs 4 inputs 4 inputs 2 inputs 2 inputs 4 inputs

Inputs 1) 2 inputs 1) 2 inputs 1) 2 inputs 1) 2 inputs 1) 2 inputs
(Auxiliary & (Auxiliary & (Auxiliary & (Auxiliary & 1) 2 inputs 1) 2 inputs (Auxiliary &
Door Status) Door Status) Door Status) Door Status) (Exit Switch & (Exit Switch & Door Status)
capable of 4 capable of 4 capable of 4 capable of 4 Tamper) have Tamper) have capable of 4
state state state state only 2 state only 2 state state
monitoring monitoring monitoring monitoring monitoring monitoring monitoring
2) 2 inputs 2) 2 inputs 2) 2 inputs 2) 2 inputs 2) 2 inputs
(Exit Switch & (Exit Switch & (Exit Switch & (Exit Switch & (Exit Switch &
Tamper) have Tamper) have Tamper) have Tamper) have Tamper) have
only 2 state only 2 state only 2 state only 2 state only 2 state
monitoring monitoring monitoring monitoring monitoring
Reader 12VDC @ 12VDC @ 12VDC @ 12VDC @ 12VDC @ 12VDC @ 12VDC @

Power 500mA 500mA 500mA 500mA 500mA 500mA 500mA
Output
LAN 10/100 Mbps 10/100 Mbps 10/100 Mbps 10/100 Mbps 10/100 Mbps 10/100 Mbps 10/100 Mbps
RS485 YES (with YES (with YES (with - YES (without YES (without -
120Ohms 120Ohms 120Ohms 120Ohm EOL 120Ohm EOL
EOL EOL EOL Termination) Termination)
Termination Termination Termination
through through through
Switch) Switch) Switch)
User 2,000 50,000 10,000 10,000 2,000 2,000 50,000

Capacity
Templates 9,600 9,600 9,600 20,000 9,600 9,600 9,600 (1:N

Capacity (1:N mode), mode), and 1
and 1 lakh lakh (1:1
(1:1 mode) mode)

Product Path Path
Direct Door Wireless Vega
NGT Door PVR Door Controller Controller
V2 Door Controller
(CAC) (FOC)
Event 50,000 5,00,000 1,00,000 1,00,000 50,000 50,000 5,00,000

Buffer
Operating - 10 °C to + 50 - 10 °C to + - 10 °C to + - 10 °C to + 50 - 20 °C to + - 20 °C to + - 10 °C to + 50
Temp- °C 50 °C 50 °C °C 60 °C 60 °C °C
eratures
Humidity 5% to 95% 5% to 95% 5% to 95% 5% to 95% 5% to 95% 5% to 95% 5% to 95% RH

Range RH Non- RH Non- RH Non- RH Non- RH Non- RH Non- Non-
Condensing Condensing Condensing Condensing Condensing Condensing Condensing
PSBB Specifications:
Mains Supply Rating 100-265 VAC, 47-63Hz, 60W max.
Mains supply fuse 1A fast blow, glass fuse 5 x 20mm
Output ratings:
“Output Voltage 13.8 VDC
“Output Current 2A
Max. Ripple Voltage < 100mV
Battery Type 12V sealed lead acid (3.2Ah)
Output ratings - Charger

Battery Charge Voltage 13.8V
Battery Charge current 1A
Battery Dimensions (H x W x D) in mm 67mm x 134mm x 67 mm (2.64” x 5.28” x 2.64”) - Vision model cp 1232
and inches or equivalent
Cable Specifications:
Cable Type Length Specification
Ethernet 328 feet (100 m) Cat5, Cat5E, and Cat6
RS-485 * 1000 m to host Use Belden 3105A, 22AWG twisted pair, shielded
100 cable, or equivalent.
External Readers (Serial) 15 feet (4.57 m) for RS232 reader ALPHA 1299C 22AWG, 13 conductor, stranded,
to COSEC Door Controller overall shield (Fewer conductors needed if all
control lines are not used)
External Readers (Wiegand) 500 feet (150 m) to reader ALPHA 1299C 22AWG, 13 conductor, stranded,
overall shield (Fewer conductors needed if all
control lines are not used)
Input Circuits * 500 feet (150 m) 2-conductor, shielded, using ALPHA 1292C
(22AWG), or equivalent.
Output Circuits * 500 feet (150 m) 2-conductor, using ALPHA 1172C (22AWG) or
equivalent.
* Minimum wire gauge depends on cable length and current requirements.

Card Compatibility Matrix:
Reader Type Function Support
EM Prox Card Reader 125 Khz Read Only All EM Prox Cards
HID Prox Reader 125 Khz Read Only HID Prox Cards:
26 Bit format with FC (Base P/N H10301)
37 Bit format without FC (Base P/N H10302)
37 Bit format with FC (Base P/N H10304)
Mifare Card Reader 13.56 Mhz Read & Write Mifare Smart Cards:
Mifare 1k Card
Mifare 4k Card
Mifare Ultralight (only CSN read)
HID iClass Reader 13.56 Mhz Read & write HID iClass Smart Cards (26 and 37 bit format)
2K/2 Card (base P/N 2000 series)
All types of Mifare Cards (only CSN read)
Fingerprint Reader Optical Enroll & scan 9600 FP templates
Fingerprint Reader Capacitive Enroll & scan 9600 FP templates
Palm Vein Reader Infrared Enroll & scan 20,000 palm templates

Warranty Statement
Matrix Comsec Pvt. Ltd. (Matrix) warrants to its consumer buyer any of its products to be free of defects in material,
workmanship and performance for a period of 15 months from date of manufacturing or 12 months from the date of
installation which ever is earlier.
During this warranty period, Matrix will at its option, repair or replace the product at no additional charge if the
product is found to have manufacturing defect. Any replacement product or part/s may be furnished on an
exchange basis, which shall be new or like-new, provided that it has functionality at least equal to that of the
product, being replaced. All replacement parts and products will be the property of Matrix. Parts repaired or
replaced will be under warranty throughout the remainder of the original warranty period only.
This limited warranty does not apply to:

1. Products that have been subjected to abuse, accident, natural disaster, misuse, modification, tampering, faulty
installation, lack of reasonable care, repair or service in any way that is not contemplated in the documentation
for the product or if the model or serial number has been altered, tampered with, defaced or removed.
2. Products which have been damaged by lightning storms, water or power surges or which have been neglected,
altered, used for a purpose other than the one for which they were manufactured, repaired by customer or any
party without Matrix’s written authorization or used in any manner inconsistent with Matrix’s instructions.
3. Products received improperly packed or physically damaged.
4. Products damaged due to operation of product outside the products’ specifications or use without designated
protections.
Warranty valid only if:

• Primary protection on all the ports provided.
• Mains supply is within limit and protected.
• Environment conditions are maintained as per the product specifications.
The buyer shall have to bear shipping charges for sending product to Matrix for testing/rectification. The product
shall be shipped to the buyer at no-charge if the material is found to be under warranty. The buyer shall have to
either insure the product or assume liability for loss or damage during transit.
Matrix reserves the right to waive off or make any changes in its warranty policy without giving any notice.
If Matrix is unable to repair or replace, as applicable, a defective product which is covered by Matrix warranty,
Matrix shall, within a reasonable time after being notified of the defect, refund the purchase price of the product
provided the consumer/buyer returns the product to Matrix.
In no event will Matrix be liable for any damages including lost profits, lost business, lost savings, downtime or
delay, labor, repair or material cost, injury to person, property or other incidental or consequential damages arising
out of use of or inability to use such product, even if Matrix has been advised of the possibility of such damages or
losses or for any claim by any other party.
Except for the obligations specifically set forth in this Warranty Policy Statement, in no event shall Matrix be liable
for any direct, indirect, special, incidental or consequential damages whether based on contract or any other legal
theory and where advised of the possibility of such damages.
Neither Matrix nor any of its distributors, dealers or sub-dealers makes any other warranty of any kind, whether
expressed or implied, with respect to Matrix products. Matrix and its distributors, dealers or sub-dealers specifically
disclaim the implied warranties of merchantability and fitness for a particular purpose.
This warranty is not transferable and applies only to the original consumer buyer of the Product.
buyer
All legal course of action subjected to Vadodara (Gujarat, India) Jurisdiction only.

Disposal of Products/Components after End-Of-Life
Main components of Matrix products are given below:
• Soldered Boards: At the end-of-life of the product, the soldered boards must be disposed through e-
waste recyclers. If there is any legal obligation for disposal, you must check with the local authorities to
locate approved e-waste recyclers in your area. It is recommended not to dispose-off soldered boards
along with other waste or municipal solid waste.
• Batteries: At the end-of-life of the product, batteries must be disposed through battery recyclers. If there is
any legal obligation for disposal, you may check with local authorities to locate approved batteries
recyclers in your area. It is recommended not to dispose off batteries along with other waste or municipal
solid waste.
• Metal Components: At the end-of-life of the product, Metal Components like Aluminum or MS enclosures
and copper cables may be retained for some other suitable use or it may be given away as scrap to metal
industries.
• Plastic Components: At the end-of-life of the product, plastic components must be disposed through
plastic recyclers. If there is any legal obligation for disposal, you may check with local authorities to locate
approved plastic recyclers in your area.
After end-of-life of the Matrix products, if you are unable to dispose-off the products or unable to locate e-waste
recyclers, you may return the products to Matrix Return Material Authorization (RMA) department.
Make sure these are returned with:

• proper documentation and RMA number
• proper packing
• pre-payment of the freight and logistic costs.
Such products will be disposed-off by Matrix.
"SAVE ENVIRONMENT SAVE EARTH"

Open Source Licensing Terms and Conditions
These licensing terms and conditions are applicable only for the ‘COSEC Jeeves’ onboard web
application.
• The firmware of this product also includes some of the Open-Source software released under GNU
General Public License (GPL) Version 2. Terms of this license is printed in full below.
• The source of the open source software used in this product is available on FTP, upon written request
from:
R&D Team
MATRIX COMSEC PVT. LTD.
394, Makarpura GIDC,
Vadodara - 390 010
Gujarat
India.
Customer shall bear the shipping and handling charges.
GNU GENERAL PUBLIC LICENSE

Version 2, June 1991
Copyright (C) 1989, 1991 Free Software Foundation, Inc.,

51 Franklin Street, Fifth Floor, Boston, MA 02110-1301 USA
Everyone is permitted to copy and distribute verbatim copies
of this license document, but changing it is not allowed.
Preamble
The licenses for most software are designed to take away your
freedom to share and change it. By contrast, the GNU General Public
License is intended to guarantee your freedom to share and change free
software--to make sure the software is free for all its users. This
General Public License applies to most of the Free Software
Foundation's software and to any other program whose authors commit to
using it. (Some other Free Software Foundation software is covered by
the GNU Lesser General Public License instead.) You can apply it to
your programs, too.
When we speak of free software, we are referring to freedom, not

price. Our General Public Licenses are designed to make sure that you
have the freedom to distribute copies of free software (and charge for
this service if you wish), that you receive source code or can get it
if you want it, that you can change the software or use pieces of it
in new free programs; and that you know you can do these things.
To protect your rights, we need to make restrictions that forbid

anyone to deny you these rights or to ask you to surrender the rights.
These restrictions translate to certain responsibilities for you if you
distribute copies of the software, or if you modify it.
For example, if you distribute copies of such a program, whether

gratis or for a fee, you must give the recipients all the rights that
you have. You must make sure that they, too, receive or can get the
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rights.

We protect your rights with two steps: (1) copyright the software, and
(2) offer you this license which gives you legal permission to copy,
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Also, for each author's protection and ours, we want to make certain
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Finally, any free program is threatened constantly by software

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The precise terms and conditions for copying, distribution and

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GNU GENERAL PUBLIC LICENSE

TERMS AND CONDITIONS FOR COPYING, DISTRIBUTION AND MODIFICATION
0. This License applies to any program or other work which contains

a notice placed by the copyright holder saying it may be distributed
under the terms of this General Public License. The "Program", below,
refers to any such program or work, and a "work based on the Program"
means either the Program or any derivative work under copyright law:
that is to say, a work containing the Program or a portion of it,
either verbatim or with modifications and/or translated into another
language. (Hereinafter, translation is included without limitation in
the term "modification".) Each licensee is addressed as "you".
Activities other than copying, distribution and modification are not

covered by this License; they are outside its scope. The act of
running the Program is not restricted, and the output from the Program
is covered only if its contents constitute a work based on the
Program (independent of having been made by running the Program).
Whether that is true depends on what the Program does.
1. You may copy and distribute verbatim copies of the Program's

source code as you receive it, in any medium, provided that you
conspicuously and appropriately publish on each copy an appropriate
copyright notice and disclaimer of warranty; keep intact all the
notices that refer to this License and to the absence of any warranty;
and give any other recipients of the Program a copy of this License
along with the Program.
You may charge a fee for the physical act of transferring a copy, and
you may at your option offer warranty protection in exchange for a fee.
2. You may modify your copy or copies of the Program or any portion
of it, thus forming a work based on the Program, and copy and
distribute such modifications or work under the terms of Section 1
above, provided that you also meet all of these conditions:
a) You must cause the modified files to carry prominent notices

stating that you changed the files and the date of any change.
b) You must cause any work that you distribute or publish, that in

whole or in part contains or is derived from the Program or any
part thereof, to be licensed as a whole at no charge to all third
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c) If the modified program normally reads commands interactively

when run, you must cause it, when started running for such
interactive use in the most ordinary way, to print or display an
announcement including an appropriate copyright notice and a
notice that there is no warranty (or else, saying that you provide
a warranty) and that users may redistribute the program under
these conditions, and telling the user how to view a copy of this
License. (Exception: if the Program itself is interactive but
does not normally print such an announcement, your work based on
the Program is not required to print an announcement.)
These requirements apply to the modified work as a whole. If

identifiable sections of that work are not derived from the Program,
and can be reasonably considered independent and separate works in
themselves, then this License, and its terms, do not apply to those
sections when you distribute them as separate works. But when you
distribute the same sections as part of a whole which is a work based
on the Program, the distribution of the whole must be on the terms of
this License, whose permissions for other licensees extend to the
entire whole, and thus to each and every part regardless of who wrote it.
Thus, it is not the intent of this section to claim rights or contest

your rights to work written entirely by you; rather, the intent is to
exercise the right to control the distribution of derivative or
collective works based on the Program.
In addition, mere aggregation of another work not based on the Program

with the Program (or with a work based on the Program) on a volume of
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3. You may copy and distribute the Program (or a work based on it,
under Section 2) in object code or executable form under the terms of
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except as expressly provided under this License. Any attempt
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FOR THE PROGRAM, TO THE EXTENT PERMITTED BY APPLICABLE LAW. EXCEPT WHEN
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END OF TERMS AND CONDITIONS

How to Apply These Terms to Your New Programs
If you develop a new program, and you want it to be of the greatest

possible use to the public, the best way to achieve this is to make it
free software which everyone can redistribute and change under these terms.
To do so, attach the following notices to the program. It is safest

to attach them to the start of each source file to most effectively
convey the exclusion of warranty; and each file should have at least
the "copyright" line and a pointer to where the full notice is found.
<one line to give the program's name and a brief idea of what it does.>
Copyright (C) <year> <name of author>
This program is free software; you can redistribute it and/or modify

it under the terms of the GNU General Public License as published by
the Free Software Foundation; either version 2 of the License, or
(at your option) any later version.
This program is distributed in the hope that it will be useful,

but WITHOUT ANY WARRANTY; without even the implied warranty of
MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE. See the
GNU General Public License for more details.
You should have received a copy of the GNU General Public License along
with this program; if not, write to the Free Software Foundation, Inc.,
51 Franklin Street, Fifth Floor, Boston, MA 02110-1301 USA.
Also add information on how to contact you by electronic and paper mail.
If the program is interactive, make it output a short notice like this

when it starts in an interactive mode:
Gnomovision version 69, Copyright (C) year name of author

Gnomovision comes with ABSOLUTELY NO WARRANTY; for details type `show w'.
This is free software, and you are welcome to redistribute it
under certain conditions; type `show c' for details.
The hypothetical commands `show w' and `show c' should show the appropriate parts
of the General Public License. Of course, the commands you use may be called
something other than `show w' and `show c'; they could even be mouse-clicks or
menu items--whatever suits your program.
You should also get your employer (if you work as a programmer) or your
school, if any, to sign a "copyright disclaimer" for the program, if
necessary. Here is a sample; alter the names:
Yoyodyne, Inc., hereby disclaims all copyright interest in the program

`Gnomovision' (which makes passes at compilers) written by James Hacker.
<signature of Ty Coon>, 1 April 1989

Ty Coon, President of Vice
This General Public License does not permit incorporating your program into
proprietary programs. If your program is a subroutine library, you may
consider it more useful to permit linking proprietary applications with the
library. If this is what you want to do, use the GNU Lesser General
Public License instead of this License.

SECURITY SOLUTIONS
MATRIX COMSEC
Version 11, May 2017
Head Office:
394-GIDC, Makarpura, Vadodara - 390010, India.
Ph:+91 265 2630555, +91 8511173344
E-mail: Support@MatrixComSec.com
www.MatrixSecuSol.com

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COSEC

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

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

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

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

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

Devices ........................................................................................................................................................ 195

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

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

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

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

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

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

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

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

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

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

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

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

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

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

About this System Manual

This System Manual is aimed at:

Matrix COSEC System Manual 1

Organization of this Document

How to Read this System Manual

2 Matrix COSEC System Manual

Terminology used in this System Manual

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

Matrix COSEC System Manual 3

Phone +91 (265) 2630555, +91 8511173344

4 Matrix COSEC System Manual

Key features of COSEC Application Software are:

• Physical Interfaces- RS485 and Ethernet

Variants of COSEC DOORs

Matrix COSEC System Manual 5

PANEL DOORs COSEC PANEL

6 Matrix COSEC System Manual

Matrix COSEC System Manual 7

Various Network Topologies

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

PANEL DOORs COSEC PANEL

8 Matrix COSEC System Manual

PANEL DOORs COSEC PANEL

DIRECT DOORs PANEL DOORs

Connecting remote sites.

Matrix COSEC System Manual 9

DIRECT DOORs PANEL DOORs

10 Matrix COSEC System Manual

“Step1”: Create a user from User module.

Method2: To a Device, assign user

Matrix COSEC System Manual 11

12 Matrix COSEC System Manual

Enrolling Smart Card for User:

Matrix COSEC System Manual 13

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

14 Matrix COSEC System Manual

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

Matrix COSEC System Manual 15

WO Rotation will be disabled for Auto Week off assignment.

16 Matrix COSEC System Manual

For the COSEC Device, following things are provided

Matrix COSEC System Manual 17

What to do if you Suspect the PANEL is Damaged