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Time Access – Configuration

The Timed access feature controls the access to and the time logged on to registered computers. Access to the computers can only be granted via random numbers generated by OCS or by using registered OCS accounts. 

Components of Scheduling 

On the following page are the parameters that govern the OCS TA Client. These parameters must be specified. 
 

Before continuing with the setup of OCS Timed Access, ensure that the OCS Server program is fully installed and operational.  Please see the document regarding OCS Server Installation on how to successfully install this program. 

All configuration and setup discussed in this document must be performed at the server by running OCS Manager (i.e. OCSMGR.EXE) >> MANAGE/CONFIGURE TIME ACCESS. 

The steps outlined in the remainder of this document will outline the basic steps of the required configuration process. 

Step 1: All computers using OCS Client will be registered on the server under a specific site and PC group.  These categories simply provide a means to assign operational characteristics against 'groups' of PC’s.  During installation, the following defaults are setup.

            Site -                STANDARD_SITE

            Group -            STANDARD_GROUP   

The defaults can be used, but typically they should be changed to more meaningful/descriptive names. For example: 

            Site -                North Regional Branch

            Group -            Children, Adult Use, Reference Use, etc. 

When setting up the software for scheduling, the definition of sites and groups is the first step to be completed. [OCSMGR > MANAGE/CONFIGURE TIME ACCESS > MANAGE SITES AND GROUPS]
 

Step 2: In this example, the three groups that relate to the location and use of computers in the North Regional Branch have been set up.  Next, it is necessary to define how the computers within each group are scheduled.  

                    I.      On the basis of a day, specifying when patrons will start using computers and when they will stop using computers must be defined.  These start and stop times can be different for each weekday.  For the example the same times for each day will be used. 

                        e.g. -    Start Time        900      = 9:00 am

                                    End Time          1700    = 5:00 pm 

                 II.      The day can be broken into 'blocks' up to a maximum of 5 blocks per day or 1 block for the whole day.  This means that patrons will be allowed to use the computer for session minutes that vary during the day.  In this example, 1 block ('A') for the day will be used. 

               III.      Next is the defining of the 'non use time'.  This translates into the time that a patron has to wait before they can use a computer again, after the end of a session. 

                        e.g. -    Patron uses computer from 900 to 1000 (60 min) 

                                    Patron's session ends. 

If non-use time is set to 30 minutes, then they cannot use a computer until 1030. 

              IV.      Set the time when the server will perform daily maintenance on the schedule files.  This should be during off-hours. 

To begin the set up of the actual time blocks, which form the basis of the schedules, go to OCSMGR > MANAGE/CONFIGURE TIME ACCESS > MANAGE TIME BLOCKS. 

1. In the list box 'Sites and Groups' select the entry 'Adult Use' and the selection will appear in the lower right of the dialog box.

2. Click the button 'Add for Site-Group Selected'. Then proceed to enter the desired values into the appropriate fields: Non-use time, Start time, End time, and Session minutes.

3. Enter the non-use time, start time, end time and session minutes.

4. Press OK and respond 'Yes' to the caution prompt.

To change the complete group data, click the button 'Change Above (group).'  Once the data is changed, a slight delay will occur as the data is sent to the server where the schedule forms are updated dynamically. 

For the remaining groups, this process should be repeated.  The entire process will populate the schedule forms for all groups within the site.   

Once the basic schedule framework has been defined, computer access can be controlled with two methods: 

Method 1.  Patron walks up to a computer, enters ID and uses CPU.   The ID can either be a 'random number' or 'account number', etc. 

Method 2.  Patron goes to a GateKeeper station and schedules the use of a computer based on their ID and the schedule format.

The first access method does not involve the use of GateKeeper.  It simply allows the use of a computer for a defined period of time and records the statistics.  In our example, a patron can walk up, enter their ID and use the computer for a period of 60 minutes.  When their session is closed, they cannot use any computer for a period of 30 minutes (non use time). 

The second access method involves a patron interface (GateKeeper), which takes the ID and schedules the patron to use a computer based on defined parameters. 

There are three elements common to both access methods. 

1. Maximum user bookings per day:  total number of sessions allowed per user per day.

2. Maximum active bookings per day:  total number of scheduled sessions per user per day.

3. Minutes to wait for claimed reservation to be activated by user at the client workstation.

E.g.            The maximum bookings per day can be set at 6 but it may be necessary to limit the number of scheduled bookings per user to 2.  This combination of settings stops a patron from going to GateKeeper and making 6 reservations for the remainder of the day.

With the aforementioned in mind, the next step is to setup the remaining parameters for the site (NORTH REGIONAL BRANCH).  

Step 3: From OCS Manager, select the “Configure Time Access” button to bring up the Time Access Menu, then choose the “Manager Parameters/Site” button. Once prompted to select the site, choose NORTH REGIONAL BRANCH.  The following screen will appear. 

Using Method 1

If access method one is being used, then only changing the Maximum User Bookings per Day, and Maximum Active Bookings per User is required.  Proceed to click the Save and Exit button.

 Using Method 2

If GateKeeper is being used, then it is necessary to go through the complete set of options. 

1. GateKeeper Headings:  Text that will appear at the top of the GateKeeper station when GateKeeper is automatically started with a defined site name

2. Site and Group Selections when user starts GateKeeper:  These parameters govern how the user is prompted.

·   Option 1 - GateKeeper schedules the next available computer using all groups within the site. 

·   Option 2 - The user is prompted for the group at the startup of GateKeeper and the next available computer is scheduled from the specified group. 

·   Option 3 - The user is prompted to select the group, every time they try to schedule a computer. 

3. Schedule Screen Refresh (sec): A value in seconds that determines how often the schedule information is refreshed.

4. Days of scheduling permitted:  Typically 1 (for current day) but it can be set for any number of days (e.g. 15 = next 15 days ahead).

5. Enable User Slot Quantity Selection:  Refer to document titled “TA_Configure_UserSlotQtySelection.doc” 

6. Close Scheduse Minutes:  The number of seconds it takes to refresh the schedule information (GateKeeper) screen.

7. Close Gatekeeper Prompts.  Determines how long in seconds, a prompt within Gatekeeper stays active before disappearing.

8. Book By Computer: Refer to document on “TA Configure Book By Computer”

9. Hide PIN: Masks the end user’s PIN input.

10. Hide Account\Name: Masks the end user’s Account or Name input.

11. Allow Selective Booking: Refer to document on “TA Configure Allow Selective Booking”

12. Random # prompt off and Name# prompt off: What the GateKeeper user entry screen prompts for. (E.g. account and password and/or Random Number).  These parameters simply turn the prompts on or off.

13. Toggle to PRS:  This option allows the switching back and forth between the Print Release Station print screen (PRS) and the gatekeeper screen, on the same workstation.  Keep in mind that the PRS software must be installed on the same machine.  This feature has to be turned on at the Print Release Station so that the user can switch back to Gatekeeper.

14. Toggle to Patron Kiosk: Turning this feature on will allow users to access the Patron Kiosk terminal.  Keep in mind that the Patron Kiosk software must be installed on the same machine.  This feature must be turned on at the Patron Kiosk so that the user can switch back to Gatekeeper.

15. Schedule Slip Printing:  Turning this option on, will enable the printing of “slips” for the end user.  The “slips” will possess relevant information regarding when a user is scheduled.  This feature works in conjunction with “Force Slip Printing,” “Receipt Line feeds,” and “Receipt Branch.”

OTHER REQUIREMENTS:

1. Selecting what the user will be required to enter is done through OCSMGR-UTILITIES- DEFINE USER ACCOUNT FILTER – see document regarding OCS Server Administration

2. Configuring the client for use with Timed Access, is done through OCSMGR-UTILITIES-CLIENT CONFIGURATION – see OCS Client document

3. Installing the OCS client – see OCS Client document