EIS Facility Visitor User Manual
EISFacilityVisitation Executive Information Services, Inc.
2320 NE 2nd Street, Suite 3b
Public Safety Information System Ocala, FL 34470
(352) 236-4500
Page 1 of 8 support@goeis.net
EIS Facility Visitation Management July 2007
Facility Visitation Management is a stand-alone application used for tracking visitors to the facility. It is intended for
installation on a computer at each point of public entry. A registration record is created identifying each individual that visits
the facility; this record also notes the vehicle associated with the individual. When you enter a new visitor, a corresponding
entry is created in the Master Name Index (MNI) and when you update the visitor registration information, the MNI record is
also updated. Likewise, should you enter vehicle information, a Master Vehicle Index (MVI) entry is created and updated if
the information changes. Each subsequent visit is logged in the visitor tables in the database as well as in the MNI and MVI.
Maintaining entries in the MNI and MVI gives other users a glimpse of visitation activity without having to access this
application.
Each time a visitor enters, you can note the date and time, the visit reason, the person visited (visitee) and/or the location in
the facility visited. By keeping a log of visits, you can quickly review a visitor’s visitation history and obtain a report listing
all visitors in the facility at the time the report is generated.
The application is invoked by double clicking on its icon in the psNET folder on the desktop. PS.NET security controls
access to this module and whether or not the user logged onto the workstation can add, update or delete records. Therefore,
the appropriate buttons are enabled or disabled accordingly.
The main control form contains a toolbar with buttons for accessing available operations. These include: (1) Visitation
Entry—the primary operation; (2) Quick Visitor Checkout for expedient visitor exit processing; (3) Reports—drop down list
of available reports, which currently contains only the Current Visitor Listing; (4) contact information for EIS; and (5)
application Exit.
Visitation Entry [VISITOR]
EISFacilityVisitation Executive Information Services, Inc.
2320 NE 2nd Street, Suite 3b
Public Safety Information System Ocala, FL 34470
(352) 236-4500
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EIS Facility Visitation Management July 2007
When a visitor requests entry, use the [VISITOR] button on the toolbar to start the process of identifying the visitor and
logging the visit.
The first form that appears is the Visitor Registration Entry/Retrieval form, which is used to retrieve the visitor’s registration
record. Fields at the top prompt for search criteria; you can search by name, date of birth, driver’s license number, the
number of another form of identification or the visitor’s vehicle license plate number. The wildcard character (%) can be
used in all but the DOB field.
After entering search criteria, execute the search by either pressing <Enter> or activating the [Find] button. All registration
records that match the search criteria are shown in the Qualifying Entries list. If the one you want appears, select it by double
clicking on it with the mouse or by highlighting the entry and clicking [Select]. If this is a new visitor, click [New] to enter a
new registration record. The Visitation Entry form that appears with either [New] or [Select] contains three tabs: (1) Visitor
Registration; (2) This Visit Detail; and (3) Visitation History. The first tab captures the visitor identification information.
The second tab is for logging this visit. The third tab simply displays a list of prior visits with an entry for each visitee or
location.
If the visitor has a visit detail record that has an “in” time but no “out” time, a
popup message asks if you want to retrieve that detail record. By this means, you
can use this form for checking a visitor out but, unless you need to modify the
visit information, the quick check out operation executed with the [CHECK
OUT] toolbar button is easier. If you respond to this prompt in the affirmative,
the visit detail information displays on the second tab.
Visitor Registration
The first tab, Visitor Registration, of the Visitation Entry form captures visitor identification data and optional vehicle
information.
[MNI] button visible
only on new entry.
Department of
Justice Clearance Click this button to
view alerts on this
individual.
Buttons for
manipulating
discrete comment
records.
EISFacilityVisitation Executive Information Services, Inc.
2320 NE 2nd Street, Suite 3b
Public Safety Information System Ocala, FL 34470
(352) 236-4500
Page 3 of 8 support@goeis.net
EIS Facility Visitation Management July 2007
On the first line, the first three checkboxes on the form are incorporated into the application and are used to identify
professional visitors. The last three checkboxes will appear only if they have been defined by the Agency. The other entry
fields are similar to those used in Law Records. If the label is blue, a selection list of acceptable codes can be accessed by
pressing <F1>.
When you commence entering a new visitor registration record, the [MNI] button (not shown) appears at the right of the
DOB field. You can enter the person’s name or driver’s license and click [MNI] to search for an existing MNI record. The
MNI Search Results form (shown) lists all MNI records matching the criteria you entered in the visitor registration form.
More details on each name displays in the top half of the form when an entry is selected in the list.
In this illustration, just the last name “SMITH” was entered so all Smiths in the MNI are returned. You can use the wildcard
character (%) in any of the name or driver’s license fields. The unlabeled column at the far right of the Qualifying Entries list
will contain a red flag if an alert has been entered for the individual. When you click on the list entry, the red flag will be
shown in the upper right of the form, also. You cannot access the alerts from this form, but if you select the name to import
the MNI data into the visitor registration form, the alert button there becomes visible and will allow access to the alerts. If
you do not link the new visitor registration record to an existing MNI record, a new MNI entry will be made for this visitor.
Associated with the Visitor Registration record is a log file that keeps track of each Department of Justice (DOJ) check run
on the visitor. When you run the visitor, check the DOJ Clearance checkbox to tell the system to create a log entry; then
enter the personnel number of the employee that did it. The employee name should appear in the Cleared By Name field
when you tab out of the Cleared By ID field. If the visitor only needs to be cleared periodically, you can enter the date when
the next clearance should be done in the Clearance Expires field. The log entry will be created when you save the visitor
record.
Each comment associated with this visitor registration is saved as a discrete record in the database with the logged on user’s
personnel number and the date and time entered. The ability to add a new comment, modify or delete an existing comment is
controlled by PS.NET Security. If the buttons to the left of the Comment scrolling list are disabled, the account you used for
system log on was not given permission to manipulate visitor registration comments. The [Add] and [Update] buttons pop up
another form for entering the comment text. To delete a comment record, select it in the list and click [Delete]; after you
confirm this action, the comment is removed from the database and the displayed list.
EISFacilityVisitation Executive Information Services, Inc.
2320 NE 2nd Street, Suite 3b
Public Safety Information System Ocala, FL 34470
(352) 236-4500
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EIS Facility Visitation Management July 2007
The list of comments scrolls horizontally so you can see who entered the comment and when. The list scrolls vertically so
you can view all the comments in chronological order. The rows of the list can be widened to view the entire comment by
dragging the bottom edge of the row selector at the left downward with the mouse.
The command buttons at the bottom, do the following:
Delete This deletes the visitor record and associated visit log records. It does not delete the MNI
and MVI records that where created when the visitor was entered.
Check In This action switches to the second tab, This Visit Detail, prepares the form for entry of
new visit details and sets the check in date and time to the current system date and time.
Check Out This action switches to the second tab and sets the check out date and time to the current
system date and time. For easy checkout, you might want to use the quick check out
operation provided by [CHECK OUT] on the toolbar.
Save Use this button to commit newly entered data to the database.
The vehicle at the bottom of the screen can also search on the MVI. Enter a criteria such as License Number and press the
MVI button.
The Master Vehicle file is searched and displayed. Select from the grid to display details the press the Select button to
populate the form.
EISFacilityVisitation Executive Information Services, Inc.
2320 NE 2nd Street, Suite 3b
Public Safety Information System Ocala, FL 34470
(352) 236-4500
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EIS Facility Visitation Management July 2007
This Visit Detail
Tab 2 of the Visitation Entry form logs the details of the current visit. The top portion of the form contains the “in” and “out”
time stamps and the reason for the visit by pre-defined code associated with a free-format explanation field.
Visit time stamps
and reason. Use [MNI] to find
and link to the
MNI.
Click this button Visitee and/or
to view alerts on location visited.
this individual.
There can be
multiple entries.
Use the [Save] button in the top portion to save these visit details.
The middle portion of the form identifies persons and/or places the visitor plans to visit. Because you can enter any number
of persons or places to visit, each entry you make in this section of the form appears in the This Visit… list.
Visitee is identified by Name and ID Number. The [MNI] button will give you a list of MNI records that match the name
you enter in the Name or ID Number fields. This feature works as described in the Visitor Registration section, above. It is
useful to link to the visitee MNI entry because this also gives Law Inquiry users information about who visited the person
and when. Not only is there an activity record showing that they had a visitor, the Note field in the MNI record indicates
who and why.
When you click [Save] to the right of the This Visit… list, the data entered in the middle section of the form is saved to the
database and an entry is added to the list. The fields clear in preparation for entry of the next record. You can use the [Clear]
button to clear the fields in preparation for a new entry without saving the previously displayed data. The [Delete] button
deletes only the visitee/location record currently displayed; it does not delete the visit details.
To print the visitor pass, click [Print Pass]. All visitees and/or locations will be printed on the pass.
EISFacilityVisitation Executive Information Services, Inc.
2320 NE 2nd Street, Suite 3b
Public Safety Information System Ocala, FL 34470
(352) 236-4500
Page 6 of 8 support@goeis.net
EIS Facility Visitation Management July 2007
Visitation History
The third tab on the Visitation entry form contains a list of all visits made by this visitor.
Each entry in the list shows: when entered; when left; visitee; relationship with the visitee, reason for the visit, and location
visited. Because there is an entry for each visitee/location, the same visit may be noted more than once. The list scrolls both
horizontally and vertically.
The [Print History] button in the lower left corner previews on screen a report reflecting this list.
EISFacilityVisitation Executive Information Services, Inc.
2320 NE 2nd Street, Suite 3b
Public Safety Information System Ocala, FL 34470
(352) 236-4500
Page 7 of 8 support@goeis.net
EIS Facility Visitation Management July 2007
Quick Visitor Checkout [CHECK OUT]
The second toolbar button brings up a list of all current visitors—that is, visitor detail records that have an enter timestamp
but no exit timestamp. Each entry in the list scrolls horizontally to show the visitor’s name, entry time, visit reason,
descriptors and driver’s license number. To check the visitor out, check the box in the left-most column and click the [Check
Out] button. More than one person can be checked out at a time. This action updates the visit detail record with the current
system date and time and removes the entry from the list.
Reports
The only report currently available via this menu option is a listing of visitors currently in the facility. A visitor is considered
in the facility as long as there is no exit time stamp in the visit detail record. This report lists visitors in last name order
showing name, date and time entered, code denoting reason for the visit, the location visited and visitee (if given) or the
“other location” information. The total number of visitors appears at the end of the report.
EISFacilityVisitation Executive Information Services, Inc.
2320 NE 2nd Street, Suite 3b
Public Safety Information System Ocala, FL 34470
(352) 236-4500
Page 8 of 8 support@goeis.net
EIS Facility Visitation Management July 2007
In this example, the Wing, Floor, and Ward columns are agency configured designations for up to three levels defining a
location. The designations may be different on your system.
Additional visitation listings and statistical reports are available in the PS.NET Reports subsystem.
Source: EIS Facility Visitor User Manual.docx