ID+Cards+-+Production

** ID Cards  ** At the beginning of each year, the I.T Technician imports a whole student database, and a whole staff database in 2 seperate Excel spreadsheets. Information is ordered alphabetical by surname. In a table the fields required are in the order as follows: Each spreadsheet is saved: eg. Students2011, Staff2011 ** 2. ** **Converting data from Excel into a MS Access database** Information from Excel needs to be converted as a database into Microsoft Access (For importing data to Cardfive) Saved Excel data documents (IT Technician) are transferred and saved to library technicians computer – Hdrive- ID cards – Student database Import database into MS Access: ** 2. Importing data to CardFive **
 * 1. Data of Students and Staff (IT Technician) **
 * - Student database: ** First name, Last name, Date of birth, Student Id number, year level.
 * - Staff database: ** First name, Last name, Staff ID number
 * Open ** MS Access **
 * File
 * Get external data > Import
 * Select excel database file and import
 *  Show worksheets – check box ‘First row column headings’ in new table
 *  Follow steps in spreadsheet wizard
 *  Select no primary key
 *  Name the table and then click Finish
 *  Open record and then delete last column, then save
 *  Design mode: Field names (eg. FirstName, Surname, Date of Birth, Student ID number, Year level)
 *  Save each one
 * In CardFive – go to Database > Connect
 *  Select MS Access database > Next
 *  ODBC source > H: > Access > OK > students2011
 *  Find database, then table
 *  Tables > create card
 *  Make an image box > Point to file > Make extension on image JPEG (not Bmp)
 *  **To change date/time field setting** in student database (without time etc) -
 *  Exit CardFive
 *  Open MS Access data file, H:
 *  Go to Design mode, and change the DOB field to “Text type”

** 3. Creating and Designing a card in CardFive ** In both student and staff database, a “new card design” will need to be created each year. This includes year 7 data information to be downloaded (IT Technician). Student cards are landscape, Staff cards are portrait (see example card for layout) ** Photos:  ** Year 7’s will need photo at start of year, as well as new staff photos. IT technician will give to Library technician on CD. Each photo is saved with ID number. Student and Staff photos downloaded and are saved in 2 places on H drive in separate folders - “Students2011” and “Staff2011”. In CardFive, the image box needs to “link-odbc point to file” to the source of the saved photo location. **Design procedure for cards –** Note - Layout will alter slightly for student and staff cards – follow design sample ** Image (Photo) ** ** School Logo  ** **Text** ** Note: For staff cards: ** only address field, first and surnames – DOB is not required. STAFF in Verdana, Size 14, Navy is in a textbox centred to the right, beside the staff photo (see example design) **Barcode** **Save student card** ** *Design Sample – Student card - Landcape  ** <span style="height: 252pt; mso-position-horizontal-relative: char; mso-position-vertical-relative: line; width: 6in;">                                      <span style="mso-next-textbox: #_x0000_s1037;"> <span style="mso-next-textbox: #_x0000_s1038;"> <span style="mso-next-textbox: #_x0000_s1039;"> <span style="mso-next-textbox: #_x0000_s1040;"> <span style="mso-next-textbox: #_x0000_s1041;"> <span style="mso-next-textbox: #_x0000_s1042;"> <span style="mso-next-textbox: #_x0000_s1043;"> <span style="mso-next-textbox: #_x0000_s1044;"> ** *Design Sample – Staff card – Portrait  ** Leave space at the top of the card, to allow room for hole punching for clip. <span style="height: 342pt; margin-left: 0px; margin-top: 3.35pt; position: absolute; width: 234pt; z-index: 2;"> <span style="height: 1in; margin-left: 17.85pt; margin-top: 31.35pt; position: absolute; width: 189pt; z-index: 3;">  <span style="height: 45pt; margin-left: 36pt; margin-top: 40.85pt; position: absolute; width: 162pt; z-index: 4;"> School logo  || <span style="height: 117pt; margin-left: 9pt; margin-top: 139.95pt; position: absolute; width: 99pt; z-index: 5;"> <span style="height: 27pt; margin-left: 17.85pt; margin-top: 175.45pt; position: absolute; width: 81pt; z-index: 6;"><span style="mso-next-textbox: #_x0000_s1049;"> <span style="height: 54pt; margin-left: 108pt; margin-top: 95.55pt; position: absolute; width: 117pt; z-index: 7;"> <span style="height: 27pt; margin-left: 126pt; margin-top: 113.25pt; position: absolute; width: 90pt; z-index: 8;"><span style="mso-next-textbox: #_x0000_s1051;"> <span style="height: 19.15pt; margin-left: 2in; margin-top: 184.3pt; position: absolute; width: 63pt; z-index: 9;"> <span style="height: 18pt; margin-left: 9pt; margin-top: 254.75pt; position: absolute; width: 135pt; z-index: 10;"> <span style="height: 18pt; margin-left: 9pt; margin-top: 281.45pt; position: absolute; width: 135pt; z-index: 11;">  <span style="height: 27pt; margin-left: 9pt; margin-top: 308.15pt; position: absolute; width: 162pt; z-index: 12;">  <span style="height: 18pt; margin-left: 17.85pt; margin-top: 254.75pt; position: absolute; width: 108pt; z-index: 13;"> <span style="height: 18pt; margin-left: 17.85pt; margin-top: 281.45pt; position: absolute; width: 108pt; z-index: 14;"> <span style="height: 27pt; margin-left: 18pt; margin-top: 317pt; position: absolute; width: 135pt; z-index: 15;">
 * If there is no photo present, will need to take a photo of staff or student and download it to the required folder, saved as their ID number.
 * <span style="margin: 0cm 0cm 0pt; mso-list: l13 level1 lfo3; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> In CardFive, go to New card
 * <span style="margin: 0cm 0cm 0pt; mso-list: l13 level1 lfo3; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Card setup > Landscape (Portrait for staff)
 * <span style="margin: 0cm 0cm 0pt; mso-list: l13 level1 lfo3; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Database > Connect
 * <span style="margin: 0cm 0cm 0pt; mso-list: l13 level1 lfo3; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> MS Access database > Next > tables > students2011 > Next > Finish
 * <span style="margin: 0cm 0cm 0pt; mso-list: l9 level1 lfo4; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Click image button on side left panel
 * <span style="margin: 0cm 0cm 0pt; mso-list: l9 level1 lfo4; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Drag box size on left side of card
 * <span style="margin: 0cm 0cm 0pt; mso-list: l9 level1 lfo4; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Select point to file > Properties > Student ID number > Finish
 * <span style="margin: 0cm 0cm 0pt; mso-list: l9 level1 lfo4; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Select as JPEG not BMP for picture file extension
 * <span style="margin: 0cm 0cm 0pt; mso-list: l9 level1 lfo4; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Picture should appear
 * <span style="margin: 0cm 0cm 0pt; mso-list: l9 level1 lfo4; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Apply
 * <span style="margin: 0cm 0cm 0pt; mso-list: l9 level1 lfo4; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Tools – Properties - Adjust size as needed
 * <span style="margin: 0cm 0cm 0pt; mso-list: l11 level1 lfo6; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Image box: Logo > Browse > ID cards > Get > where school “logocard” is saved
 * <span style="margin: 0cm 0cm 0pt; mso-list: l11 level1 lfo6; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Adjust size as necessary
 * <span style="margin: 0cm 0cm 0pt; mso-list: l11 level1 lfo6; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Beneath the school logo, Select Text box button and then drag box
 * <span style="margin: 0cm 0cm 0pt; mso-list: l11 level1 lfo6; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Type the address in Size 8, Verdana black
 * <span style="margin: 0cm 0cm 0pt; mso-list: l11 level1 lfo6; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Underneath the photo, click and drag first name data field to the card. Extend width of box (so long names will fit)
 * <span style="margin: 0cm 0cm 0pt; mso-list: l11 level1 lfo6; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Click and drag Surname data field underneath the first name in the same way. // Font for names fields are: Verdana, Size10, Navy and bold. //
 * <span style="margin: 0cm 0cm 0pt; mso-list: l11 level1 lfo6; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> To change colour and font, double click on name boxes - Generic > colour – Navy Blue (PMS 296) Darkest blue
 * <span style="margin: 0cm 0cm 0pt; mso-list: l11 level1 lfo6; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Underneath surname, add textbox “Date of Birth” – Verdana, Size 7, Black
 * <span style="margin: 0cm 0cm 0pt; mso-list: l11 level1 lfo6; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Click and drag DOB data field beside it. DOB numbers – Verdana Size 7, Navy
 * <span style="margin: 0cm 0cm 0pt; mso-list: l2 level1 lfo5; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Click on button for barcode, drag to bottom right hand corner of card
 * <span style="margin: 0cm 0cm 0pt; mso-list: l2 level1 lfo5; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Variable source > ODBC source > Student ID number
 * <span style="margin: 0cm 0cm 0pt; mso-list: l2 level1 lfo5; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Apply and OK
 * <span style="margin: 0cm 0cm 0pt; mso-list: l2 level1 lfo5; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Adjust size as necessary
 * File > Save as > Card files > Students2011 / Staff2011 for staff card
 * Image ||
 * School Logo ||
 * Address ||
 * First name  ||
 * Surname  ||
 * “Date of Birth”  ||
 * 00/00/0000 ||
 * Barcode  ||
 * Image  ||
 * School Address   ||
 * “STAFF” ||
 * Firstname ||
 * Surname ||
 * Barcode  ||

** 4. Magnetic Encoding ** The cards will need to be formatted in CardFive so the student and staff accounts will work on the photocopier swipe. For both students and staff cards: > and “End of data” field is blank
 * <span style="margin: 0cm 0cm 0pt; mso-list: l3 level1 lfo7; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> In CardFive go to File > Properties
 * <span style="margin: 0cm 0cm 0pt; mso-list: l3 level1 lfo7; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Draw > Magnetic encode
 * <span style="margin: 0cm 0cm 0pt; mso-list: l3 level1 lfo7; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Track 2 Encode is checked box
 * <span style="margin: 0cm 0cm 0pt; mso-list: l3 level1 lfo7; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Properties> ODBC source : Student ID number
 * <span style="margin: 0cm 0cm 0pt; mso-list: l3 level1 lfo7; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Finish
 * <span style="margin: 0cm 0cm 0pt; mso-list: l3 level1 lfo7; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> File bar, Card setup
 * <span style="margin: 0cm 0cm 0pt; mso-list: l3 level1 lfo7; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Magnetic encoding: Start of data: Check it reads - Track two : ~\X
 * <span style="margin: 0cm 0cm 0pt; mso-list: l3 level1 lfo7; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Click OK

** 5. ****Printing – 3 steps** ** 1) Searching for a staff or student ** Individual staff or student cards -  **   **Staff cards** will need a hole punched at the top centre of the card.  > >   ** Batch print cards – Year 7’s (Term 1) and Year 10’s (Term 3) **  ** 3) Swipe Test – Final check ** > >  ** Adding a new student or staff member to Cardfive – Create a new record  ** ** Importing a photo to new user, or existing user ** ** __ Suppliers for ID Card Equipment __ ** ** Orders for cards, ribbon, printer cleaning kit  ** ** * **Prepare order with order number ** Bears Solutions   ** Head office – PO Box 6661 Baulkham Hills NSW 2153 Attn. Corey Morrison Ph. 1300 723 277 or (02) 8861 5050 Fax. (02) 8861 5051   Delivery normally 2-3 days – Mark as urgent ** Cards:  ** Plain white card – ID DESC 4000 0E – Qty 250 set ** Ribbon:  ** Card printer ribbon – Colour – YMCKO-200 – Manuf #800015-440 Code: P/N 105909-169
 * All year 7 cards are printed, once photos are received – Term 1 (Batch print)
 * All year 10 cards are replaced - Term 3 (Batch print) – new photo
 * Replacement cards – For students, obtain details: Names, homegroup, ID number, Date of birth. Cost is $4.00
 * Existing photos are used for current students, except year 7’s, or new students, who will require a photo to be taken.
 * Year 10’s will have their new photo (from present year)
 * In Cardfive, File – Open
 * In Cardfiles - select Students or Staff as required
 * In select database box – Find directory – H://drive – ID Cards – Studentdatabase or Teaching database and select
 * Select chosen database – eg. Studentdatabase.mdb
 * From tool bar – Click database and then Find, or, go to Query
 * Using fields, Search using Surname or ID number and submit / First match
 * 2) Printing cards
 * Make sure printer is turned on
 * Make sure there are enough blank cards in the machine slot and that the blank side is placed facing up, with the black magnetic strip on the top (back side)
 * In CardFive, File > Card setup > Driver setup – select Landscape if a student card, or Portrait if staff card > OK
 * File > Card print > Properties > check correct printer is selected > Orientation is landscape or portrait > OK
 * OK to print
 * Test on swipe / photocopier (step 3)
 * Send to homegroup pigeon hole in a small marked envelope
 * Using the card hole puncher. Ensure that the hole does not interfere with the black magnetic strip on the back or it will not work.
 * Attach a clip to the card, or enclose a lanyard, and send to pigeon hole in a small marked envelope.
 * Database – Query – Type year 7 or year 10 in year level field
 * For year level report – Sort names into alphabetical order, by clicking the ^a->z button next to the surname
 * <span style="0cm margin: 0cm 0cm 0pt; mso-list: l12 level1 lfo11; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Check the report list – should be alphabetical
 * <span style="0cm margin: 0cm 0cm 0pt; mso-list: l12 level1 lfo11; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> From the report list of names, highlight about 30-40 at a time to print
 * <span style="0cm margin: 0cm 0cm 0pt; mso-list: l12 level1 lfo11; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> File > Print
 * <span style="0cm margin: 0cm 0cm 0pt; mso-list: l12 level1 lfo11; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Select: “Print selected” - Check in print the number of selected records
 * <span style="0cm margin: 0cm 0cm 0pt; mso-list: l12 level1 lfo11; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Click Print
 * <span style="0cm margin: 0cm 0cm 0pt; mso-list: l12 level1 lfo11; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Complete until whole year level has printed
 * <span style="0cm margin: 0cm 0cm 0pt; mso-list: l12 level1 lfo11; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Test a card every so often to ensure that the swipe encoding works
 * <span style="0cm margin: 0cm 0cm 0pt; mso-list: l12 level1 lfo11; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> ** Sort cards **according to their home groups - Use class lists and mark off as they are printed. Place in plastic pocket / envelope with elastic band in alphabetical order and send to home group pigeon holes.
 * <span style="margin: 0cm 0cm 0pt; mso-list: l1 level1 lfo13; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> When cards have printed, test them using the magnetic swipe device
 * <span style="margin: 0cm 0cm 0pt; mso-list: l1 level1 lfo13; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Open up “notepad” program
 * <span style="margin: 0cm 0cm 0pt; mso-list: l1 level1 lfo13; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Swipe the card, number should appear in notepad and make a sound
 * <span style="margin: 0cm 0cm 0pt; mso-list: l1 level1 lfo13; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Test the card on the photocopier to ensure the account is working
 * <span style="margin: 0cm 0cm 0pt; mso-list: l1 level1 lfo13; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> If on photocopier it reads “Account not found” – contact IT or check that the barcode number corresponds to the user’s ID number from database.
 * <span style="margin: 0cm 0cm 0pt; mso-list: l5 level1 lfo14; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Obtain details from Office/Kay, or IT department. Ensure the user is on the system and has access with log in, etc.
 * <span style="margin: 0cm 0cm 0pt; mso-list: l5 level1 lfo14; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Details required for student are- Names, DOB, Homegroup, ID number, for staff – Names, Payroll number
 * <span style="margin: 0cm 0cm 0pt; mso-list: l5 level1 lfo14; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> In CardFive, use icon with yellow green cross “Add a new record to the database”. Fill in the fields – ID number, First name, Surname, etc. These details will appear on the card and add to the cardfive databse.
 * <span style="margin: 0cm 0cm 0pt; mso-list: l5 level1 lfo14; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> File - Save
 * <span style="margin: 0cm 0cm 0pt; mso-list: l5 level1 lfo14; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> A photo is needed for new users, or existing users on the database with no photo available
 * <span style="margin: 0cm 0cm 0pt; mso-list: l5 level1 lfo14; mso-margin-bottom-alt: auto; mso-margin-top-alt: auto; tab-stops: list 36.0pt;"> Take photo and download to computer, Save photo with the users ID number into the photo folder
 * In CardFive, right click in the blank square of image box
 * In properties, select “point to ID no.” in the drop down field
 * In default path, select folder where photo has been saved
 * Ok > Apply > Ok
 * In image files of staff with barcode numbers, double click on required barcode of staff member (photo that has been saved) to import on card
 * To adjust size of the image:
 * Right click and go to Properties > Tools
 * Crop image using arrows of square box. Adjust and drag, to centre the image.
 * Save and exit
 * Once appears on the card, the image needs to be “re saved” – right click, and save image as – Saving to the folder (students/staff) with the barcode number. Select ‘replace existing file’ > Ok
 * Export quality > 90 and ok
 * File and save again
 * New formatted image will now be saved in studentphoto/staff photo folder by ID number.
 * CardFive creates a spare copy of the image outside the folder which can be deleted afterwards.
 * Printer cleaning: **

** ID Card Accessories – Snap clips, Lanyards  ** *Payment is required prior to delivery ID Online – [|www.idonline.com.au] Attn. Ruth Fenby PO Box 2889 Rowville VIC 3178 Ph. 1800 552 117 (National free call) Fax. 9753 2258 ** Unprinted lanyards: **Qty 10’s / 100’s: Karabiner: ESLAN12KBR – Navy blue Snap swivel: ESLAN12SWBR – Navy blue
 * Attachment clips: ES501 – Alligator, hole for lanyard – Qty 100 **