INTRODUCTION 

  1. GENERAL INFORMATION

This is the User Manual for the ITS Identification Card Interface.  It is one of a series of user and technical manuals that are available for the ITS Systems.

The reader is referred to Section 2 for an overview of this subsystem.

It is assumed that the reader is familiar with the general operation of the menus and the. These matters are fully discussed in the "Operational Aspects of ITS Systems - Integrator 1" Manual.

The reader is reminded that the copyright of the ITS systems and documentation remains with ITS, and that users thereof are contractually prohibited from disclosing information therein to third parties, such as other educational institutions.

  1. OVERVIEW OF THE IDENTIFICATION CARD INTERFACE

The system is an interface between the ITS System, where the data of the users is stored, and the Photo Card System, where the physical card is printed.

The following refers to the two parties involved when printing photocards:
  1. ITS System
    2.

    The data of users is stored and maintained on the ITS system in the various subsystems, i.e.:

This is the same data needed when printing user cards and the interface eliminates the need for duplication.

The card taken in the Photo Card System is also stored in the ITS system.  When printing of an additional card is required for a user, eg Following loss of card, all required data is available on the ITS system and the card can be re-printed through the Photo Card System.

With installation, ITS is responsible for the installation of the ITS software and the installation of the ODBC drivers for linkage to the Photo card PC.  The training and maintenance of the ITS interface will be done by ITS.
  1. Photo Card System
    2.
The Photo Card system is used to print the physical card, by reading the data from the ITS system.  This data is not stored on the PC where the Photo Card system is installed.  There is a direct link, through ODBC drivers, to the ITS database, from where the data is read.

The Photo Card system is not a product of the ITS company.  However, ITS has an agreement with IBO Data, who distributes a Visual Card product which is similar to the Photo Card system.  The system can be bought through ITS and this is strongly recommended.  The installation, training and maintenance of the Photo Card System will then be the responsibility of IBO Data. It is, however, still the responsibility of the client to sign a maintenance contract with IBO Data for the Photo Card Software.  If the software package is bought through another company, the installation, training and maintenance will be the responsibility of that company. 

  1. LINKING WITH OTHER ITS SYSTEMS

The ITS systems are highly integrated, in order to eliminate the duplication of information across the various systems.  This means that systems become interdependent with regard to certain information.  The implications of such interdependence, as seen by a user of the Identification Card Interface, will be explained in this section.
  1. Personnel System
The biographical and other data of the appointed personnel is used when a card is printed for a personnel member. The following data, taken from the ITS system, can be printed by the standard system on the card:
  1. Student Information System
The biographical and other data of a registered student is used when a card is printed for a student. The following data taken from the ITS system can be printed by the standard system on the card:
  1. Outside Users
The biographical and other data of an outside user is used when a card is printed for an outside user. The following data taken from the ITS system can be printed by the standard system on the card:

  1. OPERATIONAL PROCEDURES

  1. RELEVANT MENUS IN THIS SUBSYSTEM

    2.

    The following menus will be used when working in this subsystem:


    Menu Name  Description 
    {CID}   Identification Card System – Main menu
    {CIDO} Operational menu 
    {CIDM} Maintenance menu

  1. GENERATE THE CARD NUMBER IN THE ITS SYSTEM
  1. Student System
    2.

    The option that generates proof of registration, {SREGAR-1}, can be used to automatically generate card numbers / barcode numbers in the ITS Card system. Alternatively, cards can be manually generated in bulk with {CIDM-3}.
  1. Personnel System
    2.

    Cards for personnel and outside users can be manually generated with {CIDM-3}. The user can also create individual cards in {CIDO-1}.
  1. UPDATE AND VIEW THE CARD NUMBERS

    2. The user card numbers generated can be viewed and updated in {CIDO-1}. This option is also used to update the card sequence, which consists of the last two characters of the card, when a new card needs to be printed for the user. Refer to the relevant option in this manual for more information. When this option has been changed, the new card can be printed directly in the Photo Card System. With printing, the new data will be used from the ITS system.
  1. SET THE CARD SEQUENCE PER YEAR

    2. In {CIDM-2} the sequence number to be used when generating the cards, per year, must be set. When cards are generated, the sequence will be taken for the year equal to the system year. Refer to the relevant option in this manual for more information.
  1. THE FORMAT OF THE CARD NUMBERS
    2.
    The card number generated will be in the following format:

    Character Data Taken from Menu Option
    2 characters institution id   {GCS-2}
    3 characters 3 digit year, eg 2001 = 201, etc.
    the first character and the last two characters of the year    		 {CIDM-2}
    5 characters serial number from   {CIDM-2}
    2 characters 01 (number of cards issued) default to 01
  1. MANUALLY GENERATED CARD NUMBERS WITH {CIDM-3}
    2.
    This option creates barcode numbers in batches for a specified user type. The barcode will be created in the standard format, and can be queried in {CIDO-1}. A record must exist on {CIDM-2} for the calendar year.

    Input criteria when option is run:
  1. Student Card Number
    2.
  1. Personnel Card Number
    2.
  1. Outside User Card Number
    2.
History of Changes

Date System Version By Whom Job Description
26-Apr-2008 v01.0.0.0 Charlene van der Schyff t137175 New manual format.
22-May-2008 v01.0.0.0 Amanda Nell t145485 Formatting.
15-Jun-2008 v01.0.0.1 Amanda Nell t150628 Apply Language Editing.
22-Aug-2008 v01.0.0.2 Amanda Nell t145485 Version Number of Manual.