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Table of Contents - Software Techniques Inc.

1. Birth Date Gender Cell 4 12 1933 Female 540 555 1212 E mail donna ashworth com Employee Notes Employee Doona has an extensive science background in computer a Date Attachments Title 17 Payroll me r een User Name Security 357 Badge 12B 12 3 2007 12 7 2007 Administrator Access Super Administrator Access WE A Employee Access This is an attachment Employee history document v af w EMail Full Access Modular Access Bf ited ead Only At this point you can edit basic employee information Address and Address History information has its own screen see Address History Chapter 5 Employee Information 47 You can make multiple attachments about an employee from this screen 12 3 200F This tg an attachment qarr 200r Employee history document Category Attachments have their own screens An employee photo may be attached from this screen Click Find to attach a photo or click Remove to un attach the photo from the employee record Photo Since Employee Numbers Badge Numbers and Payroll Numbers may differ for each employee we have provided you a method of maintaining each Employee H 1 Payroll 357 126 Oo gu CL IC D The Employee s E mail is a very useful field because HR will allow you to send any report to an employee or emp
2. Note If you modify the department name any employees assigned to that department will also have their department name changed HR User Manual 40 Removing a Department Click Organization gt Departments Find and select the department you want to remove and click the Remove Dept button You can only remove a department if the headcount is zero 0 Positions Entering Positions is the second item you need to do before you can add employees This information defines your positions the minimum mid point and maximum compensation Pay Rate Exempt and EEO Category Adding Positions Click Organization gt Positions and click the Add Position button The Position Name field will be highlighted with New Position In the Position Name enter the position press the tab key to take you to the next field This will select the Job Description field The job description field is not a mandatory field but is helpful when writing up job descriptions for advertising Enter the Job Description and press the tab key to take you to the Min field Type the compensation information in each field These values serve only as guidelines An employee s salary can go below the minimum or above the maximum Tab to the Pay Rate field from the drop down menu pick the type of Pay Rate Hourly Daily Weekly Bi Weekly Monthly or Annually If the position is an Exempt position click Exempt From the drop down menu select the appropriate EEO Category
3. Profit Sharing Stock Options Tuition Reimbursement Figure 7 6 Terminated Employees Many of the AR reports automatically exclude terminated employees If you want to exclude terminated employees from a report that includes them click the Selection Criteria button if available and deselect terminated employees from Job Status For a complete list of which reports include Terminated employee information see Appendix A Reports No Data Available for Printing If you receive this message when generating a report then you do not have any data that matches the report criteria e g If you preview a Birthday report for July and you do not have any employees with a July birthday then you will receive this message Quick List Report HR offers an easy to use report writer called Quick List You can define up to eight categories for the report You can access Quick List from Employee Reports gt General Low Peecodubon Panter E s Espai ela in Herds 2 L a A ocular urrea i B at Pie Preview EHA HTH Figure 7 7 Report Title Enter a title for the report HR User Manual 84 Column 1 through Column 8 From the drop down boxes select the data to be displayed in each column on the report Each column control is a drop down list box allowing you to select the data to be displayed on the report Employee Selection Here you can select which set of employees to report New Open Save The Quick List report allo
4. Install HR Diamond Edition View Installation Instructions View Installation Instructions Close 6 You may now install HR Click Install HR SQL Server or HR Diamond At this point the following screen will appear Chapter 2 Installation and Setup 11 Welcome to the InstallShield Wizard for HR SQL Server The InstallShield R Wizard will install HR SQL Server on your computer To continue dick Next WARNING This program is protected by copyright law and international treaties Install Shield step 1 7 Click Next to continue The following screen will appear Customer Information Please enter your information acme Widget Company Install this application for Anyone who uses this computer all users Only for me Admin InstallShield Install Shield step 2 8 Enter Customer Information Click Next to continue and the following screen will appear HR User Manual 12 el HR SOL Server InstallShield Install H GO Server to C Program Files SoftwareTech HRSQL InstallShield Install Shield step 3 The above screen will allow you to change the destination folder The Destination Folder is the folder where the AA software will be installed Installing to the default folder is recommended Note The Destination Folder is where the software program is loaded This may be different than your Common Directory discussed later in the Startup section of t
5. after installing HR SQL the following login screen will appear HR User Manual 16 ed Ka User Name Password Cancel Common Directory C Program Files Softwaretechs Common e 1 r F 1 VO0L0 50 DB Administrator Login At this juncture you will be unable to login The first thing you will need to do is configure your Common Directory and setup your ODBC Connection To do this click Configure If the button says Change rather than Configure then you are in the wrong place You need to be running the DB Admin Tool first before running the main application 5 The first thing you will need to do is establish a common directory HR SQL needs a common area to store common files that can be accessed by all users It is usually best to store this on a networked file server that is on the same network as your SQL database server x ODBC Connection Set Common Directory Common Directory IC Program Files S oftwaretech Common js Move director New Common Data Note to the Network Administrator The common directory serves as a central gateway for the application It contains graphical images user defined absence icons encrypted email configuration files and encrypted ODBC connection strings and report templates as well as other common components shared by all users It is important for consistency that all users who are accessing the same database share the same Common Directory
6. Establishing Employee Information Basic Operation To learn how to perform the most frequently used HR functions see Chapters 6 Tools Reports To see common information general to all reports see Chapter 7 Reports To review Employee Reports see Chapter 8 Employee Reports To review Organization Reports see Chapter 9 Organization Reports Utilities To review AR Utilities see Chapter 10 Utilities Trouble Shooting For fast help with common problems see Chapter 11 Trouble Shooting A Windows Program HR runs under the Microsoft Windows Operating System This manual assumes that you know how to perform routine mouse and keyboard operations in this environment HR User Manual 8 Conventions Used in this Manual In this manual we put Square brackets around keyboard keys you must press such as function keys F1 the Tab key the Enter or Return keys Prompts messages and HR displays on screen are shown with this typeface Information you enter into data fields is shown with this typeface Chapter 2 Installation and Setup 9 _ Chapter 2 Installation and Setup This chapter familiarizes you with the minimum and recommended system requirements necessary to run HR The Installation Procedure is covered in detail It leads you through the basic install steps and then follows with advanced setup procedures If you have questions concerning the installation or setup do not hesitate to call
7. NC eet DE d e EE 7 TUS e CYS prs errs tte stasis specter tense sense cites sateen acs ea E E EE EE EE TEENE 7 Installation ANd Setup 2 0 eeeecccccceccceeeseeeeeeeceeseeeeeeeeeeeeseeeeeeeeeeeeeeseeeeeseceeeeessseeseeeeeeessseegseeseeeesessaaaaeses 7 Background Intormaton nren n reenn nnne 7 BASIC Operation cccccccccessseeecceceeccaeeeeeeeeeeeeeaeeeeeeeeeeseeeeaeeeeeeeseesaeeeuseeeeeeessueeesceeeesseseaaeeeeseeeeesssgaasses 7 FIQCDOINS si sicuwssteniniasetssienssbeasiusosivuneseensntaiuacatitapntosmenideessd asad nsuessabassiebaisuestsneieuemesdencatepabasvesmbawmensdencitesadasinaes 7 Bet 7 TOUDE lee 19 6 DEE 7 A Windows Program 7 Conventions USed in this MANU Al sisseseade aada aa a i 8 Chapter 2 Installation and SetuP sessiun a aaa a a aa Ea a E 9 System RegurementS been deeg Eege Ed AE E 9 HR Installation Stelle e TEEN 9 Database Connection and Setup SQL Version 14 Database Connection and Setup Diamond Version 20 ECEN G ACIN EE 25 Setting up additional workstations ccccceeeeeecccececeeaeeeeeeeeeceaeeeeeeeeeeeeseueeseeeeeeeeessuaeseceeeeessuaaeseeeeeeees 26 Chapler 3 Genting Started isene E O E E E E 27 SLE Ee geet 27 Sint ele EE 27 A elen Dal te EEN 27 Super ACMINIStALOL segrest oiii onian E aE e RE E N oa aeni AE a N ea a Rie 27 Database Administrator 28 GEO ATOU WEE 29 Read Only Access and Record Locke 30 Super Administrator Options cccceececcccceecceeeseeeceeeeeeeeeeeeeeeeeseauees
8. Training End Date Location Instructor Grade Warnings Warning Type Issued by Work Department Title Position Job Status Compensation Reason Changed Supervisor Location The Office Assist will check work history records automatically if you do not want work history checked deselect the Check work history records option Completing Tasks Once you ve chosen the areas you want HR to check click the Do It button to perform the check If any area returns unfinished tasks they will appear in the following screen rk x Form Employee Task N Addresses Addresses j Missing Street Address Addresses ith Missing Street Address Addresses i Missing Street Address Emergency Missing Doctor Dr Phone Emergency Emergency Emergency Emergency Emergency Missing Doctor Dr Phone Missing Doctor Dr Phone Missing Doctor Dr Phone Missing Doctor Dr Phone Missing Dr Phone Thomas Joe Ka Do lt Print Remove OK To perform a task click the task you want to perform and you will be taken directly to screen to complete that task HR User Manual 76 Group Data Entry Group Data Entry allows you to add information to multiple employees at one time such as Training To use Group Data Entry click Tools gt Group Data Entry x Group Data Entry Exa Select a group of people on the left and on the right decide what category to add Click the Add button to add the
9. Enter your activation code Your CD and CD case should contain an Activation Code Simply enter the code and click OK and you are ready to use HA Once activated your database will be locked into a maximum number of employees If your company exceeds that number of employees you can contact your sales representative to purchase a license extension You will then receive a new activation code which can be entered through the Upgrade License Utility Congratulations You are now ready to begin using HA HR User Manual 26 Setting up additional workstations After the first workstation each additional workstation is much easier to set up To set up additional workstations you can enter the program normally not in DB Admin mode Once in the program you will get to a similar login screen om Ka User Name Password F a d j i erg gp Common Directory Change i Caren C Program FilestSoftwaretech Common The Configure button has been replaced by the Change button In this case click the Change button The following screen will come up Common Directory Common Directory C Program FilessSoftwaretech Common Just change the Common Directory field to what you set up in the step above Once you click OK the workstation will inherit all the settings from the common directory Just click OK on the Login Screen and you ll be in Chapter 3 Getting Started 27 dee Chapter 3 Getting Sta
10. Software Techniques Customer Support at 540 721 1002 System Requirements With your purchase of HR your license defines a maximum number of employees Minimum system requirements are fine if you have 100 or fewer employees As the number of users and or employees grow processing speed slows and you may wish to increase processor speed and or memory size to recommended levels Resource Minimum Recommended Hard Drive 30 Megabytes MB 40 MB local and network 128 MB 256 MB 900 MHz 1 2GHz Operating System Windows XP Windows XP or greater Database Server MS SQL Server 7 0 MS SQL Server 2000 Browser IE 6 0 SP1 or IE 6 0 with latest SP greater HR Installation Procedure 1 Make sure that your system meets or exceeds the minimum HR System Requirements 2 Insert the R CD into the CD ROM drive 3 If your system has the Auto Run feature set on skip to Step 6 Otherwise Click the Microsoft Windows BR icon HR User Manual 10 4 Click Run and the following screen will appear Type the name of a program folder document or Internet resource and Windows will open it for you e This task will be created with administrative privileges Run Startup 5 In the Run dialog Command Line box type d startup exe and click OK If your CD ROM has a different letter than d substitute that letter for d For example ek startup exe The following screen will appear HR Diamond Edition Startup
11. 49 Security User Name Employee Access Administrator Access Super Administrator Access A Employee Access Ee w EMail Bh iit SH Full Access ead Only Modular Access Notice that an administrator can be assigned to more then one department without being assigned to all departments The following screen shows that this administrator may access two different departments Security Change password Employee Access Administrator Access Super Administrator Access O Unassigned O Unassigned af Administration O Clerical Executive M Proafessinnal Staff i Full w EMail Fo Full Access ead Only Modular Access Also the administrator s privileges can be set at one of three levels Clicking on an empty check box will give a blue checkmark which grants the maximum level of access including the ability to receive leave request emails If you click on the blue checkmark it will change to the green check mark This second level grants full read and write access but the user will not be notified by email of leave requests Clicking a third time will change the checkmark to yellow which grants access only to view employee absence data for that department Security User Name C 3 Employee Access Gei Administrator Access Super Administrator Access O Unassigned O Unassigned iz Administration Modular Access but no access is given to add or change data If you click
12. 9 9 Years of Service Profile This report displays information based on length of employee service You can choose the row category and cell data you want to display Row categories include employee name position title and department Cell data includes salary average headcount and percentage Department Brown Cindy Jones Jef Lane Mark Smith Thomas Smith Tom Thomas Joe Figure 9 10 Chapter 9 Organization Reports 109 HR User Manual 110 Head Count Reports Headcount Summary This report lists the number of employees per job status in each department and position It also displays the total number of employees in each department and position as well as a Summary for your entire company with job status totals Department Status Head Count Position Status Head Count Administration Full Time lt Unassigned gt Terminated Temporary subtotal subtotal Administrative Assistant Full Time Part Time Application Programming Full Time subtotal subtotal Full Time Customer Support Full Time Part Time subtotal subtotal Part Time subtotal Full Time Management Consultant Temporary subtotal subtotal Maintenance Part Time Programmer Full Time subtotal subtotal total total Figure 9 11 Figure 9 12 Status Summary Head Court Full Time Part Time Temporary Terminated total 9 Figure 9 12 You can choose to print data for a specific job status Select the Summarize for o
13. Administrative Assistant Customer Support Figure 9 5 You can choose which employees to print by selecting one or more departments or positions To show only the employees who have not been evaluated since a specific date select exclude recent evaluations The sort order box allows you to choose the order of the records By default the records will be sorted first by name and then by evaluation date position and department To change the sort order click the field you want to move hold the left mouse button down and drag it to its new position For example if you want to first sort the records by department you would click department and drag it to the name field position Employee Over Under Budget This report shows all employees whose current salary is either lower than their position s planned minimum or higher than their position s planned maximum If a salary is below the position s minimum the report will display the percentage under the minimum If a salary is above the position s maximum the report will display the percentage above the maximum The positions table specifies the position minimum and maximum K Under Above ployee Name Department Position Salary Minimum Min Maximum Max Maintenance Custodian 25 000 00 24 000 00 4 16 Smith Thomas Administration Management Consultant 44 000 00 40 000 00 10 00 Thomas Joe Mailroom Programmer 50 000 00 45 000 00 11 11 Jones Jeff Customer Support Custodian 20 000 00
14. Customer Suppt Mailroom Maintenance Include terminated employees Here you choose one or more departments or employees If you want more advanced options such as limiting based on Job Status or Position choose the advanced mode Employee Selection C0 Simple 9 Advanced Selection Criteria All Employees T erminated Brown Cindy employees are included Jones Jeff Lane Mark Smith Thomas Smith Tom Thomas Joe Select Criteria Load Criteria Clear Criteria Selected Count B The current selection criteria are shown in the box to the left To change the criteria click the Select Criteria button HR User Manual 82 ws Employee Selection Criteria Select Employee Criteria Positions Job Status Titles Certifications Sex EEO Code Disability Marital Status Union Education Training Work History Hire Date Military Status Birth Date Awards Warnings Evaluations Benefits Parking Space Favorite Food Work Building Softball Team User Def 5 User Def 6 User Def 7 User Def 8 Departments af Unassigned a S Administration Bf Application Programming af Customer Support af Mailroom af Maintenance Locations v Include terminated employees Show Selected Employees Clear Selection Criteria Al None Criteria All Employees T erminate
15. Database HR SQL will automatically test the database for structural integrity If you have just installed the application the database should be empty HR User Manual 18 ex ODBC Connection Check Databaze Structure Empty databaze Problem Details Missing Table Table C_CURUSER Check i Missing Table Table C_DEPTF Prompt Missing Table Table C_EMPF CREATE TABLE CurUser D Missing Table Tablet LOCKMANAGER usemum nu meric 1 8 0 NOT Missing Table Table _MASTPATH NULL username char 10 NOT Missing Table Table C_SECF NULL workid char 100 NOT NULL Missing Table Table EXTERNAL_PUNCH SE leger e degt r Missing Table TableE_ACHW NOT NULL Ee Missing Table Table E_ADDRHIST l bh al r Biin mima Takla Takla M ATT AII To create a new database or to repair an existing database with a broken database structure click Fix All HR SQL will automatically construct all the missing database components Once you have a working database structure click Next 9 The next step is to make sure that the data in the database is initialized for use At this juncture the data should be empty and will need to be created just like the database structure was created x ODBC Connection ES i Check Data Fix Fix All Database Priority MagicNum Policy Projects Jobs Codes UDI Year Holiday Wi Clear All Locks D co JO in P ty ha HR can easily create an empty database for you To star
16. Each one of these categories has several items You must select an item to have it checked Running and Checking Your Data There are two modes for selecting data Regular mode and Schedule mode You can create a separate list for each mode Regular mode can be run at anytime by selecting the information you would like to check and clicking Do It Schedule mode is run on a set schedule defined by you To set up the schedule click Schedule and check the Enable Office Assistant on startup Determine how often you would like to run Office Assistant and enter a period in days in the Check every X days box Where X indicates the number of days between runs such as 7 would run the check every 7 days or once a week The Automatic Office Assistant will display the date of the next scheduled check and will also display the last date the Office Assistant performed a scheduled check Scheduled checks occur at start up on the day they are scheduled It will also display the last date a scheduled check was performed Enable Office Assistant on startup Last check Checks every 30 day s Next check 3 8 2008 Office Assistant Categories Below is a list of the Office Assistant categories and the items in that category you can select to check for missing information You can check both organization and employee information The items are listed in italics after the category heading Organization Categories Company Benefits Eligibil
17. Employee Access Badge H Administrator 4ccess Super Administrator Access Ei Employee Access Attachments Date Title Ro wi7E Mail alinitoa OF z Full Access ead Only e ZE d d E dit R emove 0 pen M a d ular 4 Ces oc all Chapter 3 Getting Started 31 Super Administrator Options To enter this mode click Settings gt Super Administrator options This screen allows the Super Administrator to configure global settings that will apply across HA ex Super Administrator Date Configuration History Options P Automatically create work history records when the following data changes YW Compensation K Job Status Reason Changed Example 1 2 2004 Date Delimiter J Department 1 Position W Supervisor Conversion Values Title J Location S Job Description Hours per Dau opp Weeks per Year Dont auto creakte work history records Don t auto create address history records Days per Week H AF you are Using this software in conjunction with SoftT mme or Tmek rop and these fields are checked work history records will be Evaluation 3 coring created when you change these values in those programs Numeric Alternate Company Into Data Suppression Name L Suppress SoftTime Information E Company name in report title C Suppress Tmmek ron Information Lago Get Company Logo Company logo in report header OF Date Configuration This allows you to cho
18. Holiday 2 00 Recording Years based on 2 7 2008 Show scheduled recorded time Add Remove Figure 5 32 TimeKron HR also interfaces with our TimeKron Complete Timekeeping System Here you can view punch data for the employee for the current work week Employee Data x Le Joer ciel oe Time data lo the week sinting 2 2 2008 d She beter ated ernie Address Bevan Corey o Attachments Time Project Jon Tima diras Jatt Awards 173 ABC Account S Suppo po Lane Mask Benefits Rue 73 ABC Accent 367 Diiia A Smh Ti Seiad Certifications Dependents Education Emergency Evaluations Other es Training _ Warnings ee C SOTtT ime es Timek ron WE C WE OOo d C WO Toal 1400 Figure 5 33 Chapter 6 Tools 71 Chapter 6 Tools HR has three tools to help you stay organized Checklists allow you to print a list of tasks that must be completed for a specific event such as hiring a new employee Office Assistant which helps you maintain complete data by telling you what employee data is missing and Group Data Entrywhich allows you to enter data for multiple employees at one time such as Training Checklists Checklists assist you in office management by creating a list of items that need to be completed for a particular event For example you may want to generate a checklist for everything that is needed for a new hire to complete or have on their first day of employment To create a checklist click
19. Information 39 dee Chapter 4 Organization I nformation ean Defining the organization is the first task that must be completed after the software installation and before you can enter any employee information into the system In this chapter we will explore what is needed to get started Departments Entering Department information is the first item you need to complete This information defines your organization and affects all employees and reporting any changes you make in this category changes the entire organization Click Organization This section is broken down into Departments Positions Company Benefits Evaluations and Attachments Before employees can be added to HA it is recommended that you set up your departments and positions Adding Departments Click Organization gt Departments and select the Add Dept button A new screen will appear with the department area blank The only mandatory information on the screen is the department name Click Add Dept to enter additional departments You can also add a manager assistant and department description by clicking inside the Description field box and typing the information After you have completed adding all the Departments Department Name Employees Administration Administration Smith Thomas Application Programming Customer Support Mailroom Jeff Jones Manager Maintenance Assistart Mark Lane Description Responsible for general office administration
20. Lock Award List Low Resolution Printer _ Lists all awards received by employee Award information Cansei Linas a ah Includes date type person authorizing the award and ink helen ee Pe H H Zemmeren neme in ile Print Preview E Mail HTML Figure 7 1 Employees by Achievement 01401 2008 page 1 Achievements received between 01701 2007 and 01 01 2008 Selected Employees Achievement Employee Department Position Date Community Service Award Smith Diane L Administration Management Consultant 12 01 2007 Figure 7 2 The following information will be seen in most reports Report Title The name of the report will appear in the report title box Each report comes with an assigned name but it can be changed Below the Report Title is the report description giving a brief description of the report HR User Manual 78 Date Range Date Range From 27172008 To 2r 20r 2005 You can choose a date range for your report by specifying a from and to date By default the report will use all dates By right clicking on any date the Mini Calendar will appear allowing you to select a date Calendar ei Administrator Title Lock When a Report Title is changed it is changed for the entire system To lock down the report title click the Administrator Title Lock Only an administrator can change that report title Administrator lock can be set for each report Low Resolution Printers Low Resolution Repo
21. Other Training Warnings Work Soft Time Timek ron 2 antries Change of Address form Genaral Address Title Change of Address form Date Entored 2 5 2068 Comments Official Company change of Address form Location Co Change of Address choc To add edit remove or print attachment information select the action to be taken at the bottom right of the screen A new screen will appear enter the data and click OK Attachments Entry Screen HR User Manual 54 es Thomas Joe Attachments Category Tithe Change of Address form Date Entered 2 5 2008 Comments Official Company change of Address form a Location C Change of Address doc Open file Q CS h OF Cancel When viewing the main list of attachments for an employee you will see all attachments from all categories When adding an attachment through the main attachment section you can choose the category it belongs to However it won t be attached to any specific sub section unless you add it through that section Note Attachments can be any type of file word processing spreadsheet picture etc To view the attachment double click the attachment and it will open in the appropriate application Chapter 5 Employee Information 55 Awards The awards category allows you to document awards and other honors an employee has received The information on the screen shows the last award add
22. Parker Joyce TT XX Smith Thomas TT XK sde Ier LL KY Figure 9 4 Compensation Reports Department Salary Profile This report displays company salary information by department Information for each department includes the number of employees and the total amount of salaries paid to that department Other information includes percent of midpoint actual salary and planned salary You can print this report for one or multiple departments FETE Plannec Total of Count Salary MidPt Minimum Midpoint Maximum Administration 1 44 000 00 146 66 20 000 00 30 000 00 40 000 00 Customer Support 2 36 000 00 92 30 15 000 00 19 500 00 24 000 00 Mailroom 2 71 000 00 109 23 20 000 00 32 500 00 45 000 00 Maintenance 1 25 000 00 113 63 21 000 00 22 000 00 24 000 00 6 176 000 00 112 82 15 000 00 26 000 00 45 000 00 Figure 9 5 Actual salaryfigures are based upon employees salaries in that department The minimum department Salary is the lowest actual amount that an employee in the department receives The maximum department Salary is the highest actual amount that an employee in the department receives The average salary is the average salary for all employees in the department Planned salary consists of a calculated minimum maximum and midpoint These figures are based upon the amounts specified in Positions and the number of employees in each department The minimum salary is the lowest amount specified for a position in the departme
23. Supervizor Jeff Jones L Add Edit Remove Open Compensation 11 00 Hourly Le UK Cancel When editing the current work history record a work history record may be added depending on the Work History settings in the Super Administrator Options Notice that the current Work Record Figure 5 31 has drop down list boxes that allow you to select departments positions etc The history Work Record does not The history record has free form text fields where you can enter information SoftTime Chapter 5 Employee Information 69 HAR interfaces with our SoftTime Attendance Control System Here you can view the selected employee s current FYI absence information just as you would see it in SoftTime Employee Data All Departments e Personal Department Mailroom 7 Show terminated employees Address Hire Date 2 6 2008 Brown Cindy Attachments Category Recorded Allowed Remaining Jones Jeff Awards Illness 5 00 5 00 Lane Mark e Vacation 2 00 5 00 3 00 Smith Thomas Benefits 8 I Personal 5 00 5 00 Smith Tom Certifications ES Leave of Abs Dependents Jury Education W Other 1 7 Family Leave Emergency H Late Evaluations a ereavement Othe d BB Worker s Comp Training E Paid Leave Warnings tae usiness Trip Work OF Miltary Leave SoftTime 7 Emergency TimeKron E School BB Birthday BR Snow Day E User Category 1 E User Category 2 BB User Category 3 ES User Category 4 F
24. The user logged on to the network does not have read write access to the common data directory This is most likely a network rights issue Installation or Update Error Message Can t change properties of file named User requires write access to the Windows directory so that HR can automatically update the DLL files Sometimes the menu options are disabled and I cannot click them You probably have too many screens open Close some screens down After importing HR asked me if wanted to exit and said no HR exited anyway Why After importing it is always best to exit and restart HR This is to ensure that the import was successful Error message Unable to login to HR SQL Server Base data is incomplete The SQL database has been altered into an unusable format Most likely a critical table has been deleted Have your SQL DBA run HR SQL in DB Admin mode and use the configuration tools to repair the problems If data has been lost have your SQL DBA restore a SQL backup Error message SQL Command w error SELECT The SQL database has been altered into an unusable format Have your SQL DBA run HR SQL in DB Admin mode and use the configuration tools to repair the problems HR User Manual 136 Some words in HR may be cropped The font size on the video card is set to large fonts Change the font size to small fonts One or more employees appear to be locked when they shouldn t be The lock table was not updat
25. Tools gt Checklists on the taskbar The Checklist screen will appear Figure 6 1 List Name New re Chet Saa le Gee Employee and Intellectual Property Agreement signed Employee and Salary Offering Letter Employment Application Disclaimer At Will Signed Employee Handbook Acknowledgement Form Signed Employment Eligibility Verification 9 Form Federal Withholding Allowance v4 Form Applicable State Withholding torm Background Check Release Form Signed Emergency Information Contact Form Organizational Policy Review Job Description Renetits Ovenciew Packane Required Identification forms S Figure 6 1 Click Add to the right of the drop down box In the Add Checklist box Figure 6 2 enter the name of the checklist such as Volunteer Award Checklist Click OK HR User Manual 72 wx Add Check List Check List UK Cancel Figure 6 2 To select a checklist click the List Name in the drop down box and select the desired list You can edit the name of a Checklist by clicking the Edit button To remove a Checklist click the Remove Task button to the right of the drop down box To add tasks to a Checklist click Add Task Your task will appear in the box under task To change the order of a task click the order box next to the task hold the left mouse button down and drag it to another position in the list To remove a Checklist task select the ta
26. also Phone Directory report later in this chapter Beck Lucus 540 721 1000 Bush Jane Cindy 540 721 1007 z Epson Sam H Harris Billie Bob 203 876 9766 P Parker Joyce S Smith Diane L 540 842 9209 Smith Thomas W Wade Hans 540 721 1000 Figure 9 31 Position List This report displays the salary information for each position including minimum midpoint maximum pay rate and exempt status Additional information includes position description HR User Manual 118 Position Description Minimum Midpoint Maximum Pay Rate Exempt EEO Category Job Description Administrative Assistant l i R Admistrative Support Worker This area is used to define what the postion is responsible for ei Plans directs coordinates administrive services within a department Clerk Office Clerical Workers Custodian Service Workers Custodian Management Consuttant Professionals A person who is engaged in providing and service in connection with the management of the organization who gives advice technical assistant as it relates to the assignment Programmer l i Applications Programmer Figure 9 32 You can also access this report from the Positions screen Position Roster This report displays employment information for each position Information includes names and number of employees assigned to position and total compensation Data for each employee includes title department job status compensation and
27. department you want to print Each employee will appear on a separate page To print this report for all employees select the department button and choose All Departments Employee Unused Benefit This report lists all employees by department who are currently not enrolled in a particular benefit The report will also show each employee s position all unused benefits and date eligible for each unused benefit You can choose to report on one or all unused benefits Chapter 8 Employee Reports 89 Department Employee Position Unused Benefit t Date Eligible Administration Smith Diane L Management Consultant Dependent Care Spending Acct 111 02007 Frotit Sharing 11 02005 Stock Options 05 4 0 2008 Tuition Reimbursement 0541 0 2008 Smith Thomas Administrative Assistant 401K 1204 2007 Dental 09 02 2007 Dependent Care Spending Acct 0604 2007 Life Insurance ogan Figure 8 8 Employees Not Using Benefits This report is similar to the Employee Unused Benefit This report displays information by benefit for each employee eligible for a benefit but not currently enrolled in the benefit For each employee the report lists the employee s department position and eligible date You can choose to report on a specific benefit or on all benefits Benefit Employee Department Position Eligible Date 401K Beck Lucus Application Programming Programmer OF 02 2006 Epson Sam Application Programming Programmer DG f2008 Parker Joyce C
28. familiar with the program Exit Warning This option will alert you any time AfRis closing to make sure you actually wish to end your session Deletion Warning This option will confirm deletion any time you attempt to delete anything in HR Automatic Office Assistant This option will automatically perform Office Assistant checks on startup as directed in the Office Assistant form Automatic Phone Formatting This option will automatically format the phone number e g XXX XXX XXXX HR User Manual 34 E mail Configuration To enter this mode click Settings gt E mail Configuration These settings are available to the Super Administrator ONLY They basically configure HR to generate email via your existing e mail server ws E mail Configuration co kE Auto detect settings e Outgoing Mail Server mail vournallserver corn Administrator E mail rpipt iuoutmmaflserver Com Administrator Name HA SQL Server Administrator E mail protocol Protocol S Default Le Mp Server Requires Authentication User Name Password Confirm Test E mail Default E mail Subject HRA SOL Server Message UK Cancel Enable E mail Notification This is the first step to setting up your e mail configuration When this box is checked all of the other settings become enabled Without e mail notification enabled R will not attempt to generate e mails Auto detect Settings Button This handy button wi
29. memo fields which cannot be exported to LS To export memo fields you need to choose Tal LN or BF format E spark v Include terminated employees selected Count Figure 10 8 The normal export allows you to export data for which there is one and only one record for each employee Social Security Number Gender Hire Date etc The Advanced Export allows you to export data where there is more than one record for each employee Things such as Award Warnings and Evaluation can be exported using this utility On the left side of the screen select the group of employees you wish to export On the right side select how you want the employee identified in each record Then you can choose the category that you want to export from Chapter 11 Trouble Shooting 129 Chapter 11 Trouble Shooting Help Menu User Manual License Agreement Upgrade License Web Update Software Techniques on the WEB Tech Support Options Online Support Remote Support About the Software License Agreement The License Agreement can be seen at the beginning of this manual Upgrade License This utility allows you to upgrade your number of user licenses for HR This screen will display your current activation code and your current number of licenses You can still call Software Techniques or your HA reseller and purchase the additional codes and you will be given a new activation code to upgrade to the newly purchased number of user l
30. records Categories Training _ Class Employee Selection Simple Advanced Sales Training EN Employees Departments 4 Show Selected Employees Start Date End Date a Brown Cindy 11 2 2007 Jones Jeff Lane Mark ane Mark Smith Tom Instructor Thomas Joe Smith Thomas 5 Donald King Smith Tom Thomas Joe Grade Location Richmond V Notes ze Add v Include terminated employees Selected Count 4 X Figure 6 4 HR allows you to select a group of employees departments Figure 6 4 or use advanced selection criteria see Chapter 7 Reports Once you ve selected a group of employees select the category that you want and then fill out the corresponding information below You don t necessarily have to fill out every field Once you ve got all the information entered click Add Chapter 7 Reports 77 HR allows you to preview and print over 70 reports in twelve different categories Reports range from individual work history to department headcount Each report has different options This chapter explains common report features to all reports To access the reports click Reports gt Employee or Organization Reports on the toolbar Select the category of the report you want to view from the drop down list box Each report available for that specific category will appear Common Report Features Report title Administrator Title
31. setup your data as you want it This utility is primarily used to import a generic data file or data from E 2000 to your HR database that you have already setup This can even be used to add employees to a HR database that you are using To use this utility you must be operating in Super Administrator mode To begin importing data select File gt I mport from the menu HR features an Import Wizard to lead you through the steps of importing your data Step 1 Import Start E Choose ap import type Import File Type lt lt Back Nexto gt Finish Figure 10 1 HR User Manual 124 Generic Data File With a generic data file you can choose to import either employees or departments weg HR SQL Server Import Step 2 Select File Type Select file type s to import Departments Cancel lt lt Back Next gt gt Finish Figure 10 2 Next you must choose the Generic Data File to Import It is helpful to use the first row of your import file as headers These will display the next step where you have to map the column names Generic Data File types can be xls txt csv dbf etc wx HR SOL Server Import Step 3 Select File el Specity the location of the Data File to be imported Import File CATEST CS Comma Separated Values CSW Use first row as header Ment gt Finish Figure 10 3 With generic data file imports you will need to match the
32. supervisor Administrative Assistant i Job Status Compensation Supervisor 16 000 00 per year Total 16 000 00 Compensation Customer Support 20 000 00 per year Maintenance 25 000 00 per year Headcount 2 Total 45 000 00 Management Consultant Job Status Compensation 21 000 00 per year Headcount Tal 21 000 00 Programmer Employee i Compensation Administration 46 000 00 per year Thomas Joe Mailroom Full Time 53 000 00 per year Cindy Brown Headcount Total 99 000 00 Figure 9 33 Chapter 9 Organization Reports 119 Organization Attachment List This report displays the attachments at the company level You may use the following screen to add company attachments Company Attachments Attachments Title Date Entered A Disaster Recovery Plan 1 1 2008 New Telephone Plan Cancel Office Cleaning Schedule Comments This Plan describes in detail the procedures to take in the A Add event of an emergency and we can not get into our office wl Location 7 I OFFICESDOCSSADMINISTRATIONSDISASTEF lt gt Company Attachment List 3 4 2008 page 1 Title Date Entered Location Comments Disaster Recovery Plan 44 2008 I WOF FICE DOCS ADMINISTRA TIONDIS This Plan describes in detail the procedures to ASTER RECOVERY PLAN DOC take in the event of an emergency and we can not get into our office New Telephone Plan 12 6 2007 I WOFFICEIDOCSVADMINISTRATION200 This document lists the vendor
33. ther Personal COO Code Pasting paa Mate Tra Pathe hot Unser ret ALS Hamed Dias Fees Food Fosse Hare Spoyhoth M er Se eich Buku Haam De NewySepaaied Vetegn E Urkon Homa aba Temm ipur Mare APLECH Ho J Thoni Urean Mure User Dei Sp Spouses SEN IHS RRT TARRA wo Pemd Murnik User Dei Sp Spo DS wt Pari peson User Chet 7 PH Prepared Leer had Bl 1 9 Epaiari OK tanei p s E Date Tide Training Chapter 5 Employee Information 65 Training information is similar to formal education but contains information about job related studies You can track information on training date attended instructor grades notes and attachments Personal Address Attachments Awards Benefits Certifications Dependents Education Emergency Evaluations Other Training Warnings Work SoftTime TimeKron All Departments D V Show terminated employees Brown Cindy D Jones Jeff Lane Mark Smith Thomas Smith Tom e Add Remove To add a training class click Add Training Entry Screen 2 entries Start Date HTML Class 1 23 2006 Leadership Conference6 12 2007 HTML Class Start Date 3 1 23 2006 Ent Dates cee a Notes lt No Notes gt Add Remove Print Figure 5 26 Figure 5 27 Note If there is a training class that you wish to enter for multiple employees check out the Group Data Entry section in Chapter 6 T
34. this way click Don t auto create address history records Company I nfo This information allows you to customize reports and printouts with your company name and logo The name entered here will appear wherever a report or screen displays the company name Pressing the Get Company Logo button will present you with a file picker dialog to choose an image file for your company logo Reports allow you to select a checkbox to display this logo on printouts Workstation Options To enter this mode click Settings gt Workstation Options These options apply only for the specific workstation on which H Ris running They govern certain settings that apply to the user s session and display preferences Case Sensitive Password 4 Tool Tips J Eat Warning J Deletion Warming Y Automatic Office Assistant v Automatic Phone Formatting Low Resolution Printer This option allows you to specify that you have a lower resolution printer The report generator will forgo the fancier shading it uses when generating reports Case Sensitive Password This applies to the passwords for THIS WORKSTATION ONLY If it is set then anyone logging into this machine will be required to enter a case sensitive password Chapter 3 Getting Started 33 Tool Tips This option will present you with a tool tip on the cursor wherever one is available in HR This can be helpful when you are first learning the software and can be turned off after you are
35. to get to the final page and click Finish The E 2000 import should then begin Chapter 10 Utilities 127 Exporting ws Quick List a E GI H Employee Selection Simple Advanced Report Title L E New Template New Open save Show Selected Employees P All Departments Unassigned Administration Application Programming Customer Support Mailroom Calumn 1 Column 2 Column 3 Column A Maintenance Hame Le Department Position Le Location Le Column 5 Column amp Column Column H Job Status Hie Date Bith Date Le E Mail Le Include terminated employees selected Count Low Resolution Printer F PS Export Company Logo in Header gt E L Ok Company name in title 7 Print Preview E Mail HTML Figure 10 7 There are two ways in which to export from HR from the Quick List screen or from File gt Export on the toolbar In both cases the Quick List screen will appear Select the 8 column of data you would like to export click Export An EXCEL spreadsheet xls will be created This data can now be manipulated externally HR User Manual 128 Advanced Export ex Advanced Export Employee Selection o Simple 1 Advanced Show Selected Employees Employee Identifier Hame Last Est Middle 1 column Le Al Departmerts Unassigned Administration Application Frogramming Customer Support Records to export Awards Le Mailroom Maintenance Contains
36. to take you to the Eligible After field Enter when this benefit is available to the employee For example 401K coverage if this benefit is available after 6 months and continues for O months after termination enter the following In the Eligible After field you would enter 6 tab to the next field and select months from the drop down menu or type m for months tab to the Continues after termination for field and enter 0 tab to the next field and select months from the drop down menu or type m for months Now tab to the Benefit Description area and enter information that describes the Benefit The Benefits Description field is not a mandatory field we Company Benefits m Benefits Benefit Hame Benefit Description 401K A retirement plan that allows a Dental employees in private Cancel Direct Deposit companies to make Decharge contributions of pre tax dollars Add Medical Eligible after to a company pool that is then Invested in stocks bonds or 2 Month s money markets Benet Profit Sharing Femove Stock Options Benetit Tuition Reimbursement Continues after termination for unt 2 earls Le Note HR benefits do not make a distinction between full and part time employees Eligibility is based on the employee hire date HR User Manual 42 Evaluations Entering Evaluations must be done before you can enter an employee evaluation Adding Evaluation Types and Categories Click Organi
37. white box and double click The attachment or document will be retrieved by the program that was used to create the attachment x Company Attachments Attachments Title Date Entered Company Policies Company Policies 2762008 Holiday Schedule Lancel Vacation Policies Comments This i a document covering varous policies of the company o Add Remove 4 unt g C COMPANY POLICIES DOC f Location It should be noted that HR will allow multiple attachments for each category for each employee This is a powerful feature To read more on this feature see Chapter 5 Employee Information Note HR will not move each attachment you enter to the Common Directory It will simply save the location that you specified The reason for this is that if changes are made to any file that AIA links to we didn t want the user to have to make changes twice once for the original once for the copied version Because of this it is important to note where each file is If you specify a file on your local hard drive users on other workstations will not be able to access the attachment Keep this in mind when specifying attachments Chapter 5 Employee Information 45 Chapter 5 Employee I nformation Employee Data The Employee Data screen allows you to Add Edit and Remove employees from the system and allows access to all employee information categories Each category is explained later in the chapter To review emplo
38. 21 000 00 Figure 9 6 Employee Salary Profile This report displays each employee s name position current salary and the relationship between their salary and their position s planned salary The percent of midpoint is calculated from the employee s current salary divided by the position s planned midpoint Additional information includes planned minimum midpoint and maximum salary Chapter 9 Organization Reports 107 Relationship of To Salary Position Position Department Position Midpoint Schedule Minimum Midpoint Smith Thomas Administration Management Consultant 20 000 00 30 000 00 Brown Cindy Customer Support Administrative Assistant f 15 000 00 17 000 00 Jones Jeff Customer Support Custodian Ei 21 000 00 22 000 00 Smith Tom Mailroom Management Consultant 20 000 00 30 000 00 Thomas Joe Mailroom Programmer j 25 000 00 35 000 00 Lane Mark Maintenance Custodian X 21 000 00 22 000 00 15 000 00 26 000 00 Figure 9 7 Relationship to Salary Schedule shows how an employee s salary relates to the position s planned salary The first column signifies all employees whose salary is less than the position e planned minimum The second column shows all employees whose salary falls between the position s planned minimum and midpoint The third column shows all employees whose salary falls between the position s midpoint and maximum The last column shows all employees whose salary is more than the position s planne
39. 28 29 39 40 45 67 73 75 80 88 91 107 116 Heds 116 Removing 40 Salary Profile 107 Departments 28 39 40 45 73 80 88 91 Dependent 59 74 120 age 59 120 Relationship 74 107 type 59 120 Destination Folder 12 Directory 12 13 17 26 99 117 121 131 133 134 135 Common 12 13 17 20 21 26 44 133 134 135 Disability 64 75 Duplicate Records 125 126 Editor 27 Education 60 74 90 92 EEO 40 64 75 98 112 113 114 code 64 eligible 41 74 87 88 89 133 Email 27 E mail 27 E mail 28 E mail Configuration 28 E mail 28 E mail 34 HR User Manual E mail 34 E mail 34 E mail 35 E mail 35 E mail 35 E mail 35 E mail 35 E mail 35 E mail 75 E mail 79 E mail 79 E mail 80 E mail 133 E mail 133 Emergency 50 61 74 120 employee 7 30 31 32 37 39 40 41 42 45 46 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 67 69 71 72 73 74 80 82 83 84 85 86 87 88 89 90 91 92 93 94 95 97 98 99 100 101 102 105 106 107 108 109 110 111 112 113 116 118 119 120 122 128 Employee 7 27 28 29 39 45 46 50 74 77 82 83 84 85 87 88 89 91 93 96 97 99 106 108 110 111 112 114 134 Exempt 40 Files 111 Reports 7 28 83 85 Selection 30 45 Employees Terminated 67 74 83 Evaluation 27 31 36 39 42 43 62 73 74 93 94 95 128 Categories 42 43 94 History 94 Ratings 94 Schedule 9
40. 4 Scoring 27 31 36 Selection 95 Type 42 62 74 Excel 84 Exempt Employees 40 Exit 33 Warning 33 Exit Application 33 expiration date 58 74 75 96 112 115 Exporting 28 84 127 128 Data 28 84 127 128 Exporting Data 28 84 127 128 Feature 28 File 138 Type 84 FoxPro 134 FYI 69 Gender 128 Generic Data File 124 128 GPA 74 grades 65 Grids 28 51 55 Hard Drive 9 Hardware Requirements CPU 9 Hard Drive Space 9 Operating System 7 9 Operating System 7 Operating System 9 RAM 9 133 Speed 9 Header 78 Help 129 130 Hire Date 67 75 82 125 128 History 32 52 67 68 75 97 98 Holiday Editor 27 Honors 74 l 9 64 75 98 114 Importing 28 123 124 126 Wizard 123 Install Shield 11 12 13 Installation 7 9 10 11 12 13 132 135 Installation and Setup 7 9 132 Installing TimeKron 9 Instructor 75 Job Description 40 67 Status 67 75 81 83 104 Labels 121 Length of Service Awards 86 License 13 25 28 129 license agreement 13 20 License Agreement 13 Logging on 13 19 20 24 26 136 logo 32 Logo 32 78 Low Resolution Printer 32 78 Reports 78 Low Resolution Printer 32 78 Mail Server 34 Manager 73 Marriage Date 75 Married 121 maximum 9 25 40 62 95 105 106 107 117 medical conditions 61 120 Menus Help Menu 129 130 midpoint 105 106 107 108 117 Military Status 64 75 minimum 9 40 105 106 107 117 134 Name For
41. 557 1223 45 6759 3997 21 3465 Number 0601121 127053 99762 0307061 GO 04041 441 Title Programmer Il Administrative Sr Programmer Consuitarit Administrative Mail Clerk Position Programmer Administrative Assistant Programmer Custodian Administrative Assistant Management Consultant Administrative Assistant Clerk Department Application Programming Customer Support Application Programming Maintenance Customer Support Administration Administration Mailroom 122 Wade Hans Figure 9 40 Wedding Anniversaries This report displays employee wedding anniversary information by month Information includes employee name wedding date years married employee position department and address Department Administration Spouse Yrs Position May 3 Administrative April 2008 Employee Thursday Apr 1 Smith Thomas 2301 Berkley Ave Roanoke VA 24015 Figure 9 41 You can choose to print an entire year default or one month You can also choose to print employees without anniversaries Chapter 10 Utilities 123 Chapter 10 Utilities Importing HR supports importing data from a variety of other software programs and other versions of Software Techniques Human Resources Systems There are two options in HA for importing data into your SQL database Under the file menu there is a utility for importing data into your R database Before using this utility you will need to
42. 7 95 135 Sex 75 social security number 99 104 111 113 114 115 120 121 Social Security Number 75 99 114 SoftTIME 10 13 20 31 Software Techniques Inc 9 31 123 129 131 133 Solutions 133 134 Sort order 106 sort order 106 Spouse 75 121 spreadsheet 54 127 start date 87 88 Startup 10 12 13 27 28 Super Administrator 27 28 30 31 34 36 52 68 78 123 Supervisor 67 75 97 108 110 111 116 118 Support 35 133 135 Terminated 83 Termination 111 Date 67 Timekeeping 69 TimekKron 31 69 80 126 Title 67 74 75 78 HR User Manual Title Lock 78 Tool Tips 33 Toolbar 79 Tools 7 31 32 34 36 37 71 72 76 Training 65 75 90 91 History 90 Trouble Shooting 7 129 Troubleshooting 7 129 Type 40 42 75 Union 64 75 100 Directory 100 User Codes 27 37 104 111 User Defined Icons 27 Veterans 115 VETS 100 115 Vietnam 115 Vital Data 104 Warning Formal 101 Warnings 75 128 140 History 101 Summary 100 102 Web Update 28 130 Wedding 122 Weekly 40 Windows Operating System 7 9 13 19 20 24 29 84 133 135 Windows Operating System 7 9 13 19 29 84 133 135 Work Force Analysis 114 Work Info 67 97 Work Permit 64 75 115 Workstation Options 27 32 Workstation Options 27 32 Deletion Warning 33 Deletion Warning 33 Exit Warning 33 Tool Tips 33
43. 97 out of 100 Figure 8 23 HR User Manual 96 General Reports Certification List This report lists all employees who have a certification Information for each certification includes certification name number and expiration date Smith Diane L Consultant Department Administration Position Management Consultant Certification Name Certification Number Expiration Date MCSD 066r 12 31 2020 Smith Thomas Administrative Assistant Department Administration Position Administrative Assistant Certification Name Certification Naber Expiration Date Engineer 11111 O3 03 2009 WC OBE Lnkniowr Old Certification 123545 OBZ O 200F Old Certification 123545 UD O200F Figure 8 24 Employee Address History The Address History report displays all past and present addresses for all employees Address information includes street city state zip and date ministrative Assistant Department From Street City State Zip AZ 07715720 07220 7555 N Ethan Allan Tucson OF WSO OFS 27r04 Haxton Dr Canyon Country CA Canyon Country CA Canyon Country LA VIA 0317720 07711120 27702 Haxton Dr OSA 20 031720 27700 Haxton Dr DAAT 2301 Berkley Ave Roanoke Figure 8 25 Employee I nformation The Employee Information report displays data from each of the 14 Employee File categories You can select which categories to report on from the category list Only the selected categories will
44. Award The Employees by Award report lists all company awards and employees receiving each award For each award it also lists the employee receiving the award the employee s department and position and the date the award was received You can choose a date range for your report If you choose a date range then only achievements awarded between the fom date and the fo date appear on the report By default the report uses ai dates Achievement Employee Department Position Employee Of The Day Smith Thomas Administration Administrative Assistant 064 32007 Employee of the Year Smith Thomas Administration Administrative Assistant O54 3 2007 Goal Achievement Deck Lucus Application Programming Programmer 12 31 2007 Parker Joyce Customer Support Administrative Assistant 12 31 2007 Wade Hans Mailroom Clerk 12 31 2007 Figure 8 3 Length of Service Awards This report lists all employees who have been employed for a specified number of years For each employee the report displays the employee s name department position title and hire date You can modify your report by selecting various durations of service You can choose any or all of the 8 service periods provided Chapter 8 Employee Reports 87 By default the report prints the current year s recipients only If you want to list all employees who have ever received this award and the years they received it uncheck the This year s recipients only optio
45. BIC ezletu EC 39 Adang DEPEN EE 39 Removing a Department 40 POSION ae E E E auaaae feu dane tein neanudvannmesinetnensaisedenn 40 elen e Ge Ela e E 40 Romon a FO SIG E 40 eil in VE E 41 Adding Company Benefits 0000nnnnnn0000annnnnnoseennnnnnnnennnrnnreossrnnrrrrrossrnnntnrrrossrnnrrrrerssrrrrrrrosrnnnnnterrennne 41 EVU IO E 42 Adding Evaluation Types and Categories ccccccccccccscssssseeeceeeeeeaeeeseeceeseeseeeseeeeeeesseaeaeeeeeeeessaaaseses 42 An een EE 44 Chapter 5 Employee Information ccceeeeeesseeseeseeeeeseeeeeessseeeeeeeeeoessaseeeeeseeooeassseeeeeeooensseeeneeseseaags 45 nl elle e Dl e E E E E detston tanta nas tanshastifedeincdntytandapestneatoustae 45 EE EE 48 Ier TAY ET E 50 ele 51 DEENEN 53 Eeer 55 SL 56 EHM 58 M e en 59 lte 6 e meee eee E ee eee eee eee ee ee ee ee 60 inte Ee 61 EV U2 Ue E 62 e EE 64 Re ll Le EE 65 de Le EE 66 WOK AILTON EE 67 ENEE 69 UMON FO ME 69 See dene 71 Ee TEE 71 ter EE 72 Running and Checking Your RE 73 Ome AS LUN e e 73 Organization Categori So sacassa heeeesase sana cchacccs snceduies iniaa iiaa aeaaea Er aTa eadair 73 IMDIOY CCC ale GONG EE 74 completing EE 75 Table of Contents 3 aroun Daa nun E 76 Chapter Ee 77 COMMON Report Features 77 Report Te 77 Date Hange EE 78 Administrator Tithe LOCK cccccscecccceseeeeeeeseeeceeseeesaeeeeeseeeeeesseseeessaeeeeesaeeeessaueeessadeeessaeeseseegeeeessaneesens 78 Bee HE de BT 78
46. Company Logo imn Te EE 78 Company Name i EE 78 Pn Ende ea E EE E E ddan ce ceeds acucueagaeaas 78 Bei 79 EE eegene 79 KO 80 RN 80 IOC ION CEI eee a E EE EE E N 80 Multiple Fields for Reporting cccccccccessescececeeeeeeecceessececccseuseeeesssauecessuaaeeeesssuaaeeeeessaaaeeeseessaaseeeess 82 Terona un ele CS ern a E E E 83 No Data Available for brntmg 83 G lek EE 83 Reise 83 Gomin i rou GT MN E 84 MONO SS LC OI EE 84 RENE 84 010 GE 84 Chapter 8 Employee Fei ln CC 85 PN Al Tele 85 AWOSE eee een ee oe ee er E CE ee en eee eee ee eee 85 AWaids DY ne e 85 Employees by AWard EE 86 Length of Service AWardS cccccccccssssseecceeeeecaeeeseeceeeeeeseeeaseeeeeeseeaeaeseeeeseesseeeseeeeeeeesseaaaeeeeeesessagaassss 86 Boni Ee e 87 Benefits Used by Each ul elle 87 Company Bene mns Available eege E ink 87 EmpOyoS Bone HISO esnea a a 88 Employee US SC Benet ege 88 Employees Not Using EE 89 Employees Using Each Benefit EE 89 elle Uerde le EE 90 Ediication 1raling felten 90 Employee Training Gummanm cccceecceeccececccseesecceeeeeeeaeeseceeeeeeseaesseeeeeeeeseeeasseeeeeeesaeaaeeeeeeeeessaaaaagasss 91 le e Te ACRA orena E sae sudieca ecu E E sven encuecarsenyssaxgadienacossieesecneeoasnandeesas 91 TALIA EE 91 Employee Evaluation Reports EE 93 Eval ation Gategory Eu TE 94 Evaluation FICO EE 94 SE ME el AUN nE E E sonal E E E E EEE EO ES 94 Evaa uon 3G NOON saer en E EEEE EE E EE E EE 94 Evaluatio m a te sai
47. El v Show terminated employees Brown Cindy a Jones Jeff Lane Mark Smith Thomas Smith Tom School Name White Tree Elementary10 10 1983 West End High School 6 6 1989 University of Virgini7 8 1994 3 entries Graduation Date Elementary White Tree Elementary 10 10 1983 10 10 2008 Add Jf Remove Edit l Remove Print e To add education click Add and enter education information Education Entry Screen ex Thomas Joe Education Ea Honors EN Summa Cum Laude EN School Name Degree University of Virginia EN Graduation Date Major 7 8 1994 MIS e Start Date End Date Location Charlottesville VA GPA 3 12 Remove Open Note HA pre defines the Level available You can not add modify or delete a Level Emergency HR allows you to store emergency information for an employee in case of employee accident or other crisis You may enter up to two 2 people to contact You can also record additional emergency information for an employee such as doctor medical conditions or any other pertinent information as well as attachments Chapter 5 Employee Information 61 All Departments e wm Personal Show terminated employees Address VA 99999 Stan Thomas Brother Grow Edi Attachments Jones Jeff Awards Smith Thomas peur ee Smith Tom Certifications Notify 1 Thomas Joe Dependents Relationship Education Emergenc
48. HA Fields to the fields in the import file AVR will try to match the fields as best it can All of the fields do not have to be matched but to move to the next step you must match up the name field You can match up fields by selecting a field and using the lt lt and gt gt buttons or by dragging and dropping between the lists Chapter 10 Utilities 125 ew HR SOL Server Import Step 4 Match Fields Match the import fields with coresponding SoftT ime fields Destination Field Source Field Source Field Name Full Mame lt Name Name D Employee Number Department Social Security F E Mail Paproll Humber SS Hire Date Date of Hire nen Hire Date Birth Date Date of Birth os Birth Date E E mittens Pl gles Compensation Amt Compensation Hate Gender Picture Path Modify Department nn Department Hotes nn Employee Notes o Ful Hame First Middle Last T lt lt Back Finish Figure 10 4 Duplicate Handling tells R how you wish it to handle duplicate records that it comes across Your choices are to skip or to allow duplicate records Skipping will not import a record identified as a duplicate Allowing duplicates will import the record and you can review both records in HA to determine which is valid Merging duplicates will check the database to see if the Name Hire Date combination already exists If it does the imported data will be added to the current data wx HR SOL Server Import Ste
49. Now tab to the Pay Description field and enter how often this position is paid or other information about the Pay To add more Positions click Add Position and repeat the process when finished click OK ex Positions SS Positions Position Marne Compensation Info SW ialo Assistant A Administrative Assistant Mir Mid S Lust on Cancel Management Consultant Job Description 13 00 16 50 20 00 Add Programmer This area is used to define Pay Rate ZS What the position i SELAN responsible for ex Plans Hourly D Exempt Banas directs coordinates Da Position circa services within EEO Category Admin Support Workers Le omer Pay Description This area is used to define type of pay a eu Regular Hours Removing a Position Click Organization gt Positions Find and select the position you want to remove and click the Remove button You can only remove a position if the position is not being referenced in an employee record Chapter 4 Organization Information 41 Company Benefits Entering Company Benefits must be done before you can add them to employee files In each benefit record you can determine when employees will become eligible for the benefit and how long after an employee terminates the benefit is available to them Adding Company Benefits Click Organization gt Company Benefits Click Add Benefit and the field will be highlighted with New Benefit In the Benefit Name field enter the benefit press the tab key
50. Our staff is on duty Monday through Friday from 9 00 AM 12 00 PM and 1 00 PM 5 00 PM Eastern Time You may also FAX your questions to us at 540 721 1010 Before you call though complete the following steps 1 Be sure you are eligible Product support is free for the first 15 days that you own AHA Beyond that time support and E mail calls are billable 2 Have the HR SQL serial and version numbers handy You can find them on the installation CDs and copy them here Activation Code Version 3 Note the amount of available disk space on your drive and the amount of RAM on your computer Also note the available disk space within your common directory 4 Verify your ODBC connection is working properly Write down the name of the SQL Database you are connecting to It should appear on the main screen in brackets 5 A problem may be database related so have your SQL DBA near by in case he she needs to be consulted Also make sure you have full read write create privileges to your common directory 6 If an error has occurred write down the first error message exactly as it appears on your screen Write down the steps you took just before the error message appeared 7 Be prepared to provide our Customer Support staff with any information they need HR generates a log file that may help us diagnose complex problem We may ask you to send this file to us for analysis HR User Manual 134 Common Problems and Solution
51. Select a common directory on a shared network drive or shared network resource such as T HRSQL Data Common 6 The next step is to connect to the SQL Server and create an ODBC connection Chapter 2 Installation and Setup 17 ex ODBC Connection Set OOBC Connection Driver SOL Server Adjust manually SE Connection String sels tn eel SEITE DRIVER SQL Server SERVER UID a o DAD mmm a TAR ASE ever APP SQL_SUITE Database User IO y Password Lee Test Connection Back Next gt Cancel Establish an ODBC Connection string Enter the name of the SQL Server and the SQL Database that you recorded earlier You will need to supply a SQL server account id and password If you are not sure contact your SQL DBA You can test your connection by clicking Test Connection Once you have made a successful connection click Next 7 At this point you will have the option of Checking for Updates on the Web we ODBC Connection Check for Web Updates e Check for Updates Cancel Check for Web updates This step is not always necessary but is probably a good idea In some instances where there has been a change to the database structure you may have to check for and download an update If there are updates available they will be downloaded to the common directory Each workstation will update itself from the common directory Click Next to move on to the next step 8 After connecting to the SQL
52. a fourth time the checkmark will be removed and the administrator will not have any access to that department HR User Manual 50 Removing Employee If you find it necessary to remove an employee from the database first make sure that the employee you want to delete is the currently selected employee in the employee list box Figure 5 1 Note Before doing this it is a good idea to print all employee reports for that employee to be kept in the employee s permanent file The reason for this is that once an employee is deleted from HR all data for the employee is permanently deleted Once you have selected the employee click the Remove Button in the lower left corner of the screen A confirmation window will appear asking if you are sure you want to remove the employee 2 Are you sure you want to delete Joe Thomas from the database Individual Attachments HR allows you to enter attachments for each employee This is covered more in the Attachments section later in this chapter Another feature of R is to add attachments for each category within an employee s record For example you can add attachments to the Personal section or to a specific Warning In each case each category s sub screen will have an attachment section on the form cs o2_ tachment Date Title R This list specifies the attachments related to that particular category for that employee For the Personal Other and Emergency section the attachment
53. an n a en AEE EEE REE E A RE AEE E 95 EE ee 96 HR User Manual 4 FS TIC AON LEE 96 Employee Address History cccccssssccccccsssecccceessececcceuseecesseeaseeeeecsauseceeeseeaseceesseaeeeeessuageeeeessaanseeeessaas 96 leie le Me OMI ATOM WE 96 Employee Work History E 97 Miscellaneous Information 98 Monthly List of Work Changes cccccccseeeeeeeceeeeseeeecaeeeeceeeeeeeeeeeeesaeeeeeeseeaseeeeeeseaseeeeessaseeessssageeeeseaas 98 Personal MONNA UO ME 99 ek LIS e a E E E E A ee E 99 GAOn DIC O EE 100 ne eau Eu EE 100 Eden te te Lu 100 Department Warming Summa y EE 100 Foma UE 101 ene Ma te EE 101 UE 102 Chapter 9 Organization Reports c cccsssecseeeeeeeseeesseeeeeeeseeenenseeeeeeeeeoeessseeeeesesooensseeeeseaooensnseeenenesaaaas 103 Adminis talon Elle CN 103 SECUN SUMMA E 103 SECUN Eegiel 103 Uoer Gode Ree 103 User code REDO eegen 104 VADIT OEE EE 104 compans OREDO E 105 Bepa meno aliy POE EE 105 Employee Compensation Status cccccccccssssseecceeeeeseeeseceeeeeeeeeeeeeeeeeeeesseeeseeeeeesseueaaeeeeeeeesssaaaaeeeess 106 Employee Over Under Budget n000nnnnnnennnnennennnerennnrosrnrnressnnrrensrnrrrrsrnrerrsrnntrersnnrersnnrrrennnnereoenenne 106 Employee Salary e TEE 106 Position Salary TUTE 107 Salary Planning Worksheet ccccccccccssssseseceececeeeeeeeeeeeeeseeeeseeeceeeeesseeeesseeeeeeesseaseeeeeeeeesseaaseeeeeeeeees 107 Summary of Salary Changes E 108 SEENEN 108 PICA COMI n
54. ant 0103 2008 Administrative Assistant 12 04 2007 Administration 0712712007 Figure 9 23 Employee Work Force Analysis This report displays EEO statistics for each position Information includes EEO class name number of males number of females and unclassified per EEO class Additional information includes percent of males females and unclassified per position lt Unassigned gt EEO Class R Female i Unclassified 01 White Not Hispanic orgin Position Totals Administrative Assistant EEO Class Female Unclassified 01 White Not Hispanic orgin 1 02 Black Not Hispanic orgin 1 Position Totals S 2 Clerk EEO Class i Female is Unclassified 01 Vhite Not Hispanic orgin Position Totals Custodian EEO Class a Unclassified 01 White Not Hispanic orgin Pasition Totals Management Consultant EEO Class te Unclassified 04 Asian or Pacific Islander Position Totals Figure 9 23 l 9 Report This report lists all employees who have filed I 9 information Data includes SSN department position title hire date and I 9 filing date Employee SSN Department Position Title Hire Date Filing Date Smith Diane L 22 34 6587 Administration Manageagent Consuttant Consuttant 1140 2007 No date Beck Lucus 774 09 3764 Application Programming Programmer Programmer Il 01 02 2006 12 31 2008 Figure 9 24 New Hire Detail Report This report lists all employees by position and date hired Additional informati
55. ants more responsibility eo o 100 Fercent Score g7 Employee Signature Evaluator Signature Figure 8 18 To print an evaluation first select the employee name and then select the specific evaluation from the evaluation box To print a blank evaluation check the blank evaluation checkbox and then select the evaluation type HR User Manual 94 Evaluation Category Summary This report lists all evaluation categories in AAR with a description of each category Category Description Attendance Punctualness Communications How well do they communicate Decision Making How well does employee make decisions NenendabilitviRe Figure 8 19 Evaluation History This report displays evaluation information for each employee who has received an evaluation Information for each evaluation includes evaluation date type overall score percentage and evaluator Additional information includes department and position You can also print this report from an employee s Evaluation History screen Evaluation Date Evaluation Type Overall Score Percentage Evaluator 12h 4reoor Exempt Performance Review 97 outofio0 H Harry White Figure 8 20 Evaluation Ratings This report displays a ratings scale for your company Information includes scoring description and scoring range Scoring Description A Figure 8 21 Evaluation Schedule This report lists all employees who are due for an evaluation within a given time
56. any Stock Options Eligibility Eligible for benefit after amp months Eligibility Eligible for benefit after 6 months Continuation Deem does not continue after termination Continuation Benefit does not continue after termination Dental Tuition Reimbursement Description Dental Insurance Description Employee Continuing Education Eligibility Eligible for benefit after 90 days Eligibility Eligible for benefit after 6 months Continuation Benefit continues after termination for 18 months Continuation Benetit does not continue after termination Figure 8 6 Employee Benefit History The Employee Benefit History report displays all of your company s benefits available for an individual employee The employee name position and department are displayed in the report header Information for active benefits includes current benefit status eligible date and start date Previous Benefit Activity includes status past benefit activity usage reason stopped and notes Benefit Current Status Eligible Date Start Date Past Benefit Activity Reason Stopped Hotes Dental Active 01 02 2008 01401 2006 Dependent Care Spending Acct Active 01401 2008 01 02 2008 Heath Care Spending Account Active 01 071 2008 01 02 2008 Medical 01401 2008 0102 2008 to Terminated Figure 8 7 You can print this report for one employee or for all employees in a department To print this report for a department select the department button Choose the
57. atabase Priority MagicNum Policy Projects Jobs Codes UDI Year Holiday Mm io co om om e Go ho HR can easily create an empty database for you To create a blank database you can click on Fix All HR User Manual 24 wen ODBC Connection zj Check Data Database Pricrity Data is complete o Clear All Locks Cancel Database successfully created DB Admin setup complete Once the data is created the database administration setup is completed Click on Finish and you can return to the Database Administrator Login screen User Hame Password Cancel Common Directory Configure Loo am Files 5 oftwaretech Connon VU DS Return to Database Administrator Login With everything completely setup you will now be able to access HR Diamond from the icon on your desktop or from the Windows Start menu Chapter 2 Installation and Setup 25 License Activation 1 Now you should be ready to run R for the first time User Name Admin Password Cancel Je RR Bai Cafe RL Ze E Common Directory Change C Program Files S oftwaretech Cormnmars bm ke 0 0 50 First time application login To enter HR for the first time login in as Admin with no password Once you get in you can change your User Name and Password 2 Now you should be ready to activate your license ws Activation Code Enter the activation code provided with the software Activation Code
58. b Status Position Department Beck Lucus 2 25 00 per hour Full Time Programmer Application Programming Parker Joyce 18 00 per hour Full Time Administrative Assistant Customer Support wade Hans 12 00 per hour Full Time Mailroom wade Hans 12 00 perhour Full Time Clerk Mailroom Bush Jane Cindy 20 00 per hour Part Time Administratiive Assistant Customer Support Harris Billie Bob 11 00 perhour Part Time Custodian Maintenance Figure 8 28 Select the month and year you want to view If you want to print all months for a given year select the year and make sure that the print entire year checkbox is marked Personal nformation This report displays Personal Information for all employees Personal information includes employee name date of birth sex SSN phone numbers email marital status former name marriage date and spouse information Bush Jane Cindy Date of Birth Date of Hire Term Date Department SSN Sex Phone 1 Phone 2 Phone 3 E Mail Employee Payroll Badge 121071 955 12052000F Customer Support 997 45 7663 Female 5405 721 1007 janebushsottwaretech com 127853 127853 127653 Compensatiow 20 00 per Hour Employee Hotes Harris Billie Bob Date of Birth Date of Hire Term Date Department SSN Sex Phone 1 Phone 2 Phone 3 E Mail Employee Payroll Badge 121261974 114 4200r Maintenance 5857 23 6765 Male 203 876 9766 biliehb
59. ber of employees in each age group for each position It also lists position and age group totals Age groups include under 21 21 30 31 40 41 50 51 60 61 65 over 65 and unlisted Chapter 9 Organization Reports 113 roe aaa aaa sa a ze lt Unassigned gt Administrative Assistant 0 Clerk Custodian 1 Management Consultant DU Programmer 1 RSR Figure 9 20 EEO Breakdown This report lists the total number of employees by EEO code age group sex disability and military status Statistics include totals for each category EEO Codes Head Count Head Count Unassigned 5 Unknown 01 White Not Hispanic orgin 1 20 and below 1 02 Black Not Hispanic orgin 1 21 30 1 Caucasian 1 31 40 3 51 60 1 Total 8 Total 8 Head Count Unassigned 1 Miltary Status Head Count Female 3 Unassigned 8 mae Total 8 Total 8 Disability Head Count Unassigned 6 None Total Figure 9 22 EEO Promotions This report lists the EEO category of employees receiving a promotion A promotion is any work change that includes a reason change of promotion Information includes employee s social security number sex EEO Class new position and promotion date You can print information for a specified date range or for all dates HR User Manual 114 Employee Department SSN Sex EEO Class Position Smith Thomas Administration 123 45 6789 M Caucasian Administrative Assistant 01 03 2008 Administrative Assist
60. button the follow screen will appear wx E Mailing Reports Lol ks Report Title Award List Preview end E Mail OK Recipient List Add Other Recipient a Employees Departments cindy acmewidget com Cindy Brown Cindy Brown cindy acmewidget com D Jeff Jones Joe Thomas joet acmewidget com Mark Lane lt lt Add Remove gt gt Thomas Smith Tom Smith e er Loadklit J SaveList ClearList send Log 2 7 2008 3 05 17 PM Requested reports have been emailed a 2 7 2008 3 05 17 PM E mail successfully sent to mail Subject cindp acmewidget com SES 2 7 2008 3 05 13 PM Report emailing is in progress making HR SOL Server Message connection Additional Text 2 7 2008 3 05 12 PM Processing your request Figure 7 4 The report s title is in the upper left part of the form If you want to see the e mail that will be sent you can click the Preview button In the lower left part of the form you can enter the e mail subject and any additional text you want to include HR User Manual 80 The list on the right is a list of employees and their e mail addresses if they have one To add an employee to the recipient list double click the employee or click the recipient and click the Add button If you want to include a recipient that is not in the list click the Add Other Recipient which is located above the Recipient List A window will appear Enter the e mail address of the recip
61. cation High School Islip High School 06 20972 09031968 06 20972 Computer Islip New York Notes College College of St Elizabeth 05 04980 O9f20N975 05 30980 Communications d Convent Station NJ Notes Graduate School George Washington 06 20 2000 03204997 06 20 2000 Masters Of Science Project Washington DC Notes Additional Training From To Instructor Location 2008 Benefits Update 11 01 2007 11 01 2007 Scott Calvin Hardy MA Notes 2008 Benefits Update Training Harrassment 11 20 2007 Harry Smith Dover DE Notes Training requirement for all new employees and every two years thereafter Figure 8 12 General Education includes elementary school through graduate school For each school listed you will see the location of the school the dates attended date graduated G P A major degree and honors Additional Training usually consists of job related courses or training Information displayed for additional training consists of training title location of training dates attended grade instructor s name and any additional notes Chapter 8 Employee Reports 91 You can print this report for one employee or for all employees in a department To print this report for a department select the department button Choose the department you want to print Each employee will appear on a separate page To print this report for all employees select the department button and choose All Departments Employee Training S
62. costly Certification New Certification Old Certification Engineer MCSD 104 Education Honor Valedictorian Summa Cum Laude Education Major MIS Business Admin Computer Programmer Communications Project Management EEO Category Apprentice Craftworkers Laborers Office Clerical Workers Officials and Managers Operatives Professionals Sales Workers Service Workers Technicians Executive Sr Level Officers Ma Figure 9 2 You can also print this report from the User Codes screen User Code Report This report lists all employees currently assigned a particular user option First select the user code category from the category list and then select the user option from the list box entry The header displays the user option information Figure 9 3 shows all instances of Job Status Code type matching Full Time User Code Report All instances of Job Status Code matching Full Time Figure 9 3 Vital Data Omitted This report lists all employees who have vital data missing from the database Vital data includes first name hire date department position job status social security number current salary phone number emergency information and current address Chapter 9 Organization Reports 105 Employee First Name Hire Date Department Position Job Status Number Pay Number Information Address Beck Lucus ll LL ee ee ee LI E feu Jawecnay x _x_ ErsonSam TT KY amis ien IL KK
63. d Wizard ie Completed The InstallShield Wizard has successfully installed HG SOL Server Click Finish to exit the wizard pn Lo IJ Gen Install Shield install complete 11 The installation is now complete Click Finish and you will be returned to the following screen HR User Manual 14 View Installation Instructions Close Startup for HR SQL Server Edition 12 You are now ready to run HR and setup your database connection 13 Click Close to continue Database Connection and Setup SQL Version Only use this section if you are using the HR SQL Server Edition If you are using HR Diamond Edition check out the next section Database Connection and Setup Diamond Version 1 Before you will be able to continue you will need to make sure that you work with your DBA to create an empty SQL database Make sure that the database is large enough to support all your data Also make sure your DBA has given you a SQL account with the necessary security to create all the tables that HR SQL will create Write down the SQL Server Name for reference Write down the SQL Database Name for reference Write down or memorize your SQL account User Name Also memorize your SQL account password 2 Next work with your DBA to make sure you have a SQL connection from your client workstation The next few steps will help you complete the connection process However you will not be successf
64. d employees are included Criteria File Load Save Save As LK Here you can pare down employee lists in 20 different categories Just select the category and the list on the right will have the possible options you can check for Additionally you can choose Hire Date or Birth Date and specify a date range for those Each time you adjust the criteria it will be adjusted in the box Also note that you can save and load criteria files If you want to print reports for Full Time employees in the Administration Department you can save these settings through this form and then load them up on a moment s notice This way you don t have to redefine your selections Also note that criteria files can be loaded from the main criteria section on the report form itself When you are finished selecting your criteria click OK to return to the main report form The criteria you have just selected should now be in the box on the left NOTE Selecting none is the same as selecting all There are no comparisons to be made so all employees will be available Multiple Fields for Reporting Some reports allow you to print data for more than one item e g Benefits Used by Each Employee To select more than one item hold down the Control Key on your keyboard while selecting the items you want to show on the report Chapter 7 Reports 83 Benefits All Benetits a AUTIK Direct Deposit Lite Insurance Medical
65. d maximum Any employee whose salary is equal to the position s planned amount will not appear in the relationship table and the corresponding position amount will be shaded in yellow Position Salary Profile This report similar to Department Salary Profile displays salary information for each position Information includes position name number of employees in each position count total salaries paid to employees in that position and the minimum average and maximum actual salaries paid You can print this report for one or multiple positions Planned Total of Minimum Midpoint Maximum Count Salary MidPt for position for position for position 3 104 040 00 101 05 27 040 00 34 320 00 41 600 00 1 24 960 00 104 35 16 640 00 23 920 00 31 200 00 22 880 00 88 00 20 800 00 26 000 00 31 200 00 Management Consultant 135 200 00 43 33 208 000 00 312 000 00 416 000 00 Programmer 104 000 00 106 03 36 632 00 49 045 00 60 458 00 391 080 00 69 46 16 640 00 70 371 25 416 000 00 Figure 9 8 Actual salary consists of a minimum average and maximum amount The minimum is the lowest amount an employee in that position receives The maximum is the highest amount an employee in that position receives The average is determined from all of the employees in that position and their actual salaries Planned salary figures are based upon the amounts specified in Positions The percent of midpoint is calculated from the position s actual salary averag
66. e 110 WE elef lte eine EE 110 OTM LISTOI INGW FHIOS ersen A E E a 110 Monti List f Terminations EE 111 Proviousiy Fold POSION sticsa arauasiacciasmoneedamecdursapucrainatvanhanbaidanearndaeaonouditaseuiionnertasaueeitiecnsiiestaas 111 User Defined Categortes seisin aeaa R a aia aa a ETna aE aAa 111 Bau REDO E 112 Certification by Emplovee earisenisinineninieneiaa iaa iaaa Aee Aaaa eaa aa eaa A iaia Aa EAA 112 Certification Renewal EE 112 EE EE eeeeg 112 EEO BCA e e EE 113 Fe OPO IO HO 1S sree E E secs E aceon fauier E ce aueoten stamens E E E ES 113 Employee Work Force Analysis cccccccccccesceecseseeeeeeseeeeseeeeeeseeseeesseeeeeseeeeeseaseeessaueeesaageeeesaneeesseaags 114 FO Eegeregie E E E E E E EE E E 114 New Hire Detail Hepnort E 114 Veterans Employment VE TG 200 115 Work Permit Renewal Status ccccccccccccceeeceseesseeceeeeeeeeeeseeeeeeseseeeesseeeeeesesseeaseeseeeeeeseaeeeeeeeeseesaaas 115 Qrganization REDONS E 116 Check D EES 116 Table of Contents 5 Department Heads serisine raise sen paar sss argos E E EAE E E ESENES 116 Department Se 116 Phone Directory Condensed cccccssesesecececeeceeeeseeeceeeeeeeaeeseeeeeeseueesseeceeeeeseueesseeeeeeeessaeeeeeeeeeesssaas 117 Bette ES EE 117 Position ROS O eera A E 118 Organization Attachment Iert 119 Por ONAN ROPO en E E a S 119 SS EE 119 Dependent e 120 Emerg ncy Mormaii BEE 120 Eeoa A SCH EE 121 Married Employees Spouse RE 121 ROA LINC CLO E 121 Soc
67. e company EF KE ee rans we rans sete rans Administrative Assistant Clerk DU 0 D Custodian DU DU H Management Consultant 0 DU 0 DU 0 D Programmer Figure 9 26 Work Permit Renewal Status This report lists all employees with a work permit Information includes work permit number expiration date permit status social security number department position title and date of hire Employee Position Expires Permit Status Beck Lucus 774 09 3764 Application aa Programmer 01 02 2006 95638 42 31 2008 Figure 9 27 HR User Manual Organization Reports Check List 116 This report allows you to select a checklist to print Information on the list includes task complete checkbox date field and initials field You can also print a checklist from the Check Lists screen Task Required Identification Forms Employes Handbook Erployee and Intellectual Property Agreement Signed Erploymant and Salary Offering Late Erpalonsmgnt Application Disclairmar C t will Signed Erogloyee Handbook Achoodeniqemoent Form Gun Erogloyrment Eiob e Mrt Atum FS Form Federal Witholding Alrae Yb Form Appioabho Stale Wdhbholding Foon Background Check Release Form Segned Emergency Information Contact Fon Crganizeional Policy Depp Job Description Bereits Oreniew Package Payroll Calendar Figure 9 28 Department Heads The Department Heads report lists the department manager assistant department no
68. e divided by the planned midpoint Salary Planning Worksheet The purpose of this worksheet is to help you project future salaries The first three columns show the actual data for each department including number of employees in each position actual average salary and total HR User Manual 108 Salaries The second group of columns displays planned information for each position including actual number of employees in each position planned midpoint and current budget for the position The current budget is calculated from the number of employees in the position times the planned midpoint The last group of columns is a worksheet for you to complete It is similar to the previous two columns You can also add additional positions and projected data in this worksheet Current Buig Projected Propectent for position Meedcount Average Salary i 102 950 009 i 1 95 050 00 y 582 970 00 i Figure 9 8 Summary of Salary Changes This report is similar to the Employee Compensation Status report It lists salary information for each employee including current and previous salary amounts for a particular date range It also lists the reason for and amount of each salary change Additional information includes date of salary change reason employee s department position supervisor and total compensation changes for the date range specified Wem Reason Sale Postion BOC dminirinire Figure
69. ecord for 2 years W 2 form 3 4 2008 Figure 8 32 Warning Reports Department Warning Summary This report lists all employees by department who have received a warning Additional information includes employee position warning type and date of warning Warning Employee Department Position Verbal Beck Lucus Application Programming Programmer 111 62007 Written Smith Diane L Administration Management Consultant 11 02007 Smith Thomas Administration Administrative Assistant DG 42007 Figure 8 33 You can select a specific type of warning to view Select the warning from the warning type list Chapter 8 Employee Reports 101 Formal Warning This report prints a formal warning for an individual employee Each warning includes the employee s department position job status the person who issued the warning and the date the warning was given Each Formal Warning also includes the details of the infraction any action taken and employee comments Job Status Full Time Issued By Thomas Smith Warning Date 4 5 2007 Details of Infraction Bill was late again coming in to work Action Taken Bill was warned back in January This will be a formal write up Further infractions will result in more discipline Employee Comments My wife was sick Figure 8 34 You can also print an employee Formal Warning report the Warning Details screen Choose the employee from the Employee Names list Select the specific wa
70. ed properly Go into HR as a Database Administrator and click Configure in the Login screen Move to the Check Data step and click the Clear all Locks button Index 137 Achievements 104 activation code 25 129 130 133 Activation Code 13 18 19 22 23 24 25 Address 51 52 74 96 Address History 96 Administration 13 19 25 28 82 105 134 Administrator 13 19 20 21 24 27 28 29 30 31 34 35 78 Age Group 112 Anniversaries 122 Assistant 33 72 73 74 Attendance 69 91 Authentication 35 Auto Run 9 Auto detect 34 Automatic 33 73 74 130 Avery 121 Awards 55 71 74 85 86 128 Basic Operation 7 Benefit Unused 88 89 Benefit History 57 88 90 Benefits 41 56 74 87 88 89 Budget 106 Category 29 37 40 42 43 73 74 111 Name 43 73 CD ROM 9 10 Certification 58 74 96 112 List 96 Check Box 34 Check List 71 116 Common Directory 12 13 20 21 26 44 Company Info 32 Logo 32 Logo 32 Logo 78 Logo 78 Name 78 Company Benefits 39 41 73 87 Compensation 67 75 106 108 Conversion Values 31 Data Directory 135 Database 9 13 17 19 20 22 24 25 28 29 131 133 134 Date of Birth 74 75 Dates 80 All Dates 78 80 86 91 102 113 114 birth dates 99 birth dates 99 Configuration 31 Date Range 80 Range 78 80 86 91 95 97 108 111 112 113 114 Day 29 DB Admin 13 19 20 24 26 132 135 136 dbf 84 124 Degree 74 Department
71. ed to the database The information in the white grid shows all awards received by the employee Personal Address Atte hearts Anards Epnotits Certifications Dependents Education Emergency Evaluations Other Training Warnings Wark SoftT ime Timek ron Joo helps cut in the community 2 entries 11 23 2065 Presidents Award SZ kte mn Comunity Service Award DEEN ue Elei CH Ann CARDI Ce Service Award od bn Mark Lane To add edit remove review or print award information highlight Award and select the action to be taken at the right hand bottom of the screen A new screen will appear Enter the data and click OK Awards Entry Screen Award Type Community Service Aware Authorized by Mark Lane Date 2 13 2007 Summary Joe helps out in the community e Attachments Date Title A Ke Open Cancel Note You can attach a copy of the employee s Award If it is a certificate letter or any other piece of documentation you can scan it on to your computer and add it to HA eliminating paper that must be stored HR User Manual 56 Benefits Companies offer many benefits from dental and medical to 401K retirement plans To assign a benefit to an employee you must first define the benefit in the Organization Benefit Screen Al Departments EN Personal 3 i v Show terminated employees Address pnie ies Brown Cindy Attachments Jones Jeff Awards Date Elig
72. eeeeeeessseeeeseeeeeeeeseaseeeceeeesssesaaaaeeeeeeees 31 DAG C OMO UO E 31 el en E RTE 31 FW Ue CON ES E 31 Py SUNOS SS OIA neg eeretc EE S E E E E EA 31 PISTON se 16 a ogame amare One ete et eo OTe ee ree E ee ene een 32 SOA A TNO EE 32 WV OMS FOL OD NO E 32 Belge e HE 32 Case Sensitive Password EE 32 Reie Deh 33 XIE VV Ee ne BEE 33 Rees BE All e NEE 33 Automatic Office ASSISIAIM EE 33 Automatic Phone Formatting NEE 33 EM at Gelee le EE 34 Enable E mail NOUMMNCAU OM E 34 Auto detect SettingS Button cccccccccssssssecceceeceesseeceeeeeceeeeeeeeeeesesseeesaceeeeesseaeaseeeeeeeesseaaaeesseeeeeeesaaas 34 Aulo delecti Seting edirsa aE e E E eaa E EEEE aa 34 Outgoing OTTEN 34 Administrator nu EEN 35 HR User Manual 2 Administrator NAMIG sec cetac edanecionsatseeines saceetseaaiionet lt iseoetiere oc asueh nats eenioaGdanacios so bacwas aacmeneetinanataiedanoonsnasseeesesassnenaaam 35 SU WR Ce O eres die ered alae tga ieee se ei toe eisai enti ae cow ae A ANE smal TEE EAE 35 My Server Requires Autbentcaton 35 Be IN A NS ter asc svete tee toes Sastre pete sige a eee A oe aero se ise EE E causeencto es 35 FS SVE OI MN espa cereenattescmeioce ncn ane scctanstersans N N yecaedaex aetsocemseciags tenses coouen ees 35 RR EE 35 BEI e a gfe E e EE 35 El Ol CON NAO EE 36 DEE 37 Veit 3 Chapter 4 Organization Information cccccceeeseeseeeseeeeeeeeeeennseeeeeeeeeoeesseeeeeeeeooeessseeeeeeooensseeeenensneaons 39
73. ency Evaluations Other Training Warnings fe Work SoftTime TimeKron 52 Date From Date To 2 6 2008 Current Address Current Address Effective Date 2 6 2008 Address 123 Cleveland St Hardy VA 24101 Add To add edit remove or print Address Information select the action you wish to take at the bottom right of the screen When you add or edit data you will see the following screen Add Edit Address Screen Slabs M JP 24015 Daa Erem Each employee has a current address When you edit the current address you may be creating an address history record depending on how that option is set up in Super Administrator Options When you edit a history record any record but the current address no new records are created Attachments Chapter 5 Employee Information 53 HR allows you to electronically store documentation and other files received from the employee The attachments category lets you see all the documentation and where it its stored There are two places that attachments can be added edited removed or printed at the individual category level or through the attachment screen directly To review an attachment select the attachment in the white box and double click dd Departmenti el Personal F Shewa Iresauteal epopea Address Byn Cindy z Attachments Jones Jet Awards Henetits Certifications Dependents Education Emergency Evaluations
74. endents You can specify the relationship of the dependent to the employee the dependent type i e children spouse and parents and additional notes and attachments Al Departrerts D d She Iesele eek Desar Garey done Je Lee Hak nah Thomas Sent I Thong Jee Personal Address Attachments Awards Benefits Certifications Dependents Education Emergency Evaluations Other Training Warnings Wark SoftTime Tek ron Anna Thomas Relationship Daughter Date of Birth 11 26 2007 er eo pees he eee Dependent Type Gai eae ge semen Address 1112 5 Brunswick Danville VA 99999 To add dependents click Add and enter the dependent information Dependents Entry Screen oma og Relationship Daughter Date of Birth 11 20 2007 Dependent Type Notes D green Szen A Dependent Phone Address 1112 5 Brunswick City Danville State VA Open Figure 5 17 HR User Manual Education 60 HR allows you to keep track of your employee s formal education You can enter information for several types of schools elementary high school college and graduate and add diplomas through the attachments screen Employee Data el Personal Address Attachments Awards Benefits Certifications Dependents Education Emergency Evaluations Other Training Warnings Work SoftTime TimeKron All Departments
75. ers vA 24595 Parker Joyce 35 Met Court Dover YA 24755 Chapter 9 Organization Reports 121 326 Dell Ct Felton VA 24638 Smith Diane L 160 Charlies Street Hardy MA 24101 Figure 9 37 Married Employees Spouse Data This report will display spouse information for married employees Spouse information includes name maiden name if applicable social security number date of birth and wedding date Employee Spouse Maiden Name Spouse SSN spouse DOB Wed Date Parker Joyce Mary Jones Smith Diane L Zack Smith Diane Dale Fob4o 356 09 29 942 0322M 956 Smith Thomas May Smith 12041974 044 COOC re 9 38 Phone Directory This report lists all employees alphabetically along with their home telephone numbers and their address information See also Phone Directory Condensed Beck Lucus Phone 1 540 721 1000 Address To Roanike Blvd Roanike WA 24557 Bush Jane Cindy Phone 1 340 721 1007 Address 453 Howie Road Brightwaters via 24595 Epson Sam Address 326 Dell Ct Felton VA 246365 Figure 9 39 Social Security Number Listing This report lists all employees and their social security number Additional information includes payroll number title position and department HR User Manual Employee Soc Sec Beck Lucus Bush Jane Cindy Epson Sam Harris Billie Bob Parker Joyce Smith Diane L Smith Thomas Tr4 09 3764 997 45 7683 B07 23 6r65 551 34 7643 122 34 6
76. gure 8 14 Select the class from the 7raining Classes list You can also select a date range for your report If you choose a date range then only training records between the from date and the fo date will appear on the report By default the report will use ai dates Training List This report prints a list of employees attending Training Training information includes employee name title department position class date from date to location instructor HR User Manual 92 Beck Lucus Programmer Il Department Application Programming Position Programmer Class Date From Date To Location Instructor 2008 Benefits Update 14132007 12 Sfeooy Hardy WA Gary Jones Bush Jane Cindy Administrative Assistant Department Customer Support Position Administrative Assistant Class Date From Date To Location Instructor 2008 Benefits Update 11701 2007 110172007 Hardy YA Figure 8 15 Beck Lucus Programmer Il Department Application Programming Position Programmer Class Date From Date To Location Instructor 2008 Benefits Update 141532007 141532007 Hardy YA Gary Jones Bush Jane Cindy Administrative Assistant Department Customer Support Position Administrative Assistant Class Date From Date To Location Instructor 2008 Benefits Update 1170172007 1170172007 Hardy WA Edu cation List This report lists employee s formal education Education information includes employee name title department position Ed
77. heck when a certification will expire Now 30 days 60 days 90 days Dependents Date of Birth Relationship Dependent Note Education Date To School Location Date Graduated GPA Honors Degree Major Emergency Notification 1 Address 1 Phone 1 Relationship 1 Notification 2 Address 2 Phone 2 Relationship 2 Doctor Doctor Phone Evaluations Evaluation Date Evaluation Type Evaluator The Office Assistant will check when your employees were last evaluated Select Check for employees who were last evaluated option You can check when an employee was last evaluated by clicking 30 days ago 60 days ago 90 days ago 3 months ago 6 months ago 9 months ago 1 Chapter 6 Tools 75 year ago or give HR the number of days You also check for employees who have never been evaluated Other EEO Disability Military Status Work Permit Number Work Permit Expiration I 9 Prepared Union Name Union Number Martial Status Former Name Marriage Date Spouses Name Spouses SSN Spouse s Date of Birth The Office Assistant will check for work permit expiration Select Check for employees who have work permits expiring option You can have blank expiration dates be equivalent to expired dates You can also check when a work permit will expire Now 30 days 60 days 90 days Personal First Last Middle Name Date of Birth Social Security Number Phone 1 Phone 2 Phone 3 E Mail Sex Hire Date Payroll Number
78. his chapter Also the installation directory is not necessarily located on the same disk or computer where your SQL Data is located The software works best when installed directly on the client to take full advantage of the nature of C S architecture 9 After selecting an installation directory click Next to continue the installation The following screen will appear Cl HR SQL Server InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation If you want to review or change any of your installation settings dick Back Click Cancel to exit the wizard C Program Files SoftwareTech HRSOQL User Information Name Joe Smith Company Acme Widget Company Install Shield step 4 If you have made a mistake you may go back and correct it at this time 10 If you agree with the information stated click Install to continue The following screen will appear Chapter 2 Installation and Setup 13 Cal HR SQL Server InstallShie Installing HR SQL Server The program features you selected are being installed Please wait while the InstallShield Wizard installs Up GC Server This may take several minutes Status Removing files eg InstallShield Install Shield install in progress Install Shield will keep you abreast of its progress When the installation has been completed the following screen will appear 18 HR SQL Server InstallShiel
79. ial Security Number Listing ccccceccsseeseeeeeeeceeeeseeceeceeeeeeeeseeeeeeeeseaseeeeeeesssaeseeeeeeessseaaaeeeeeeees 121 Wedding ug 122 Tee LEE dE 123 aa eco gi late eee tenn teeter tee te erie ne erty reese ei mete ne Ree re Tenn ny or nel ey ee eee rere eee ey 123 CS SNUG REH 124 importing irom TRA 126 EEN 127 Advan SOO ie E 128 Chapter 11 Ze leese 129 Wale NET 129 Liconsa Agro WING ET 129 OG SIC E 129 Web Update and Automatic Upgrades ccccccccseeseceeeceeeeeeeeeaeeeeeeseeeeeeeeesseaeeeeesuaaseeeessaeeeeessaaees 130 Software Techniques on the WER 131 PO OUT E 132 TST ORI T ee EE 133 COMMON Problems and Golutons no0annnnnnannnnnnennnnnnnnnnensnnnrresennrrnrsnnrrresnnnnnnnnrrersnnrrresnnnrrerennrnrrenne 134 Chapter 1 Introduction 7 dee Chapter 1 I ntroduction This Manual Covers e Installing HR and importing information from other database programs e Setting and maintaining organization information e Entering and maintaining employee data e Producing reports e Trouble shooting Installation and Setup For system requirements and installation instructions see Chapter 2 Installation and Setup Background I nformation To establish setting up and maintaining your system environment information see Chapter 3 Getting Started To setup and maintain organization information see Chapter 4 Establishing Organization Information To add and maintain employee data see Chapter 5
80. ible Lane Mark Benefits Smith Thomas kee S 401K 4 6 2008 Smith Tom Reicherzer 3 4 2008 EES Stock Options 10 20 2007 Education Emergency Evaluations Other Pias Date Eligibl 4 6 2008 d ate aoak eligi Date Enrolled 2 7 2008 Work SoftTime Notes TimeKron Add Remove Add Edit Remove Print To select a benefit from the Organization Benefits and add it to the employee s current benefits click Add To review a benefit select the benefit in the white box and double click From the list of Benefits select the benefits to be added to the employee and select Add Benett Eligible Date Dental 6 6 2008 Direct Deposit 4 6 4008 Lite Insurance 4 6 2008 Profit Sharing fb 2006 Tuton Reimbursement 36 2008 Cancel Chapter 5 Employee Information 57 Benefit Entry Screen Once you ve added or edited a benefit you will see the following screen x Thomas Joe Benefits ES 401K Date Eligible PUSANI Current Status Started Stop this benefit Benefit History Start Date 2 7 2008 Notes Attachments Date Title Add Edit The Date Eligible can be modified by clicking in the date field Benefits for each employee can have three statuses Not yet started Started Stopped The form will tell you what the current benefit s status is The button to the left directly underneath the benefit s status will show
81. icenses HR User Manual 130 en Upgrade Please enter in the Activation Code provided with the software HA Activation Code Application Name License Tmekronz 100 HA 100 SoftT ime 100 All of the Licenses are the same Figure 11 1 Once you enter the new activation code and click OK HA will exit The next time you enter the program the new number of user licenses will be activated Web Update and Automatic Upgrades This feature allows you to automatically check www softwaretech com for recent upgrades and patches If you would like to set the interval for performing these checks you can run the Web update option from the Help Menu ex Web Update Last Check Aror 208 Check once every 1 days Figure 11 2 If a new version is available via the web an Icon will appear in the bottom right corner of the main screen Sal oR Chapter 11 Trouble Shooting 131 To download the web update click the web update icon This will do two things First it will download the update files to the auto upgrade directory on your network You will need to have read write and file creation access to this directory to successfully download updates Once the files are downloaded they will automatically be installed on your workstation You will need to restart HR Most upgrades will not require you to reboot Each time you attempt to login to HR the software will automatically check the auto upgrade direc
82. ient and click OK If you want to send an email to all employees within a department click Departments and select the department s Only employees with e mail addresses will receive the report Once you have selected one or more recipients the Send E Mail button will become enabled When you have selected all the recipients click this button and it will start sending the E mails The Send Log section in the lower right will display the sending progress HTML This button will allow you to create and save an HTML document When the Save Window appears give the HTML document a name and click Save Dates Some reports lets you specify a date range to include in the report You can also select All Dates or a specific date Selection Criteria Many reports allow you to specify which category of employees the report should include or exclude Employee Selection C Simple Advanced Selection Criteria Jj Show Selected Employees All E mployees T erminated Brown Cindy employees are included Jones Jeff Lane Mark Smith Thomas Smith Tom Thomas Joe Select Criteria Load Criteria Clear Criteria Selected Court E The selection criteria section has both a simple and an advanced mode The simple mode is similar to what you would see in SoftTime or TimeKron The simple mode will look like this on the left side Chapter 7 Reports 81 All Departments Unassigned Administration Application Programming
83. ing the alternate protocol Protocol W My Server Requires Authentication With security as a concern these days most mail servers require authentication However since this will be internal mail to employees your mail server may not require it If you use Auto Detect it will be able to figure out your server s policy If authentication IS required you must fill in the User Name and Password fields below User Name This is your E Mail User Name not to be confused with you HR login In some cases it is your full email address Auto Detect will be able to figure out if your server requires the full address or just your information before the sign Password Confirm This is your E MAIL password You must enter it here twice Auto Detect Will NOT fill in your password Test E mail Once all the information has been entered you can test to see if the information will work Click the Test E mail button in the upper right corner If the E mail was sent successfully you will be notified Otherwise it will tell you why the e mail did not send If the E mail did send go to your E mail program and receive mail from the Administrator E mail account If you receive the email you are all set Default E mail Subject This is the text that will appear as the default subject for generated e mail You can override this subject on the e mail notification screen HR User Manual 36 Evaluation Scoring To enter this mode click Sett
84. ings gt Evaluation Scoring This screen lets you set ranges for HA to express evaluation scores Scoring Codes are based on the percentage of points earned not the point total For example using the values in Figure 3 5 HR would convert a score of 97 out of a possible 100 to A 97 The first or best score will always end with 100 and the last or worst score will always begin with a 0 or 1 You can define up to 10 scoring codes for your company When you add or change a score s from value HR will automatically adjust the scores to the value N ex Evaluation Scoring oO Scoring Code From a0 10 e e s s e s 80 70 60 50 40 30 E Gem based on a percentage of points scored A B C D E F G H e TA Print Em Ee Clear Scores To add a new value simply click the last record and change the From score to a value greater than 0 A new rating will appear with the name New Scoring Code To change the name of the new score click the box containing New Scoring Code and enter the new name To remove a scoring code change the From value of the preceding scoring code to match that of the code you want to remove HR will merge the two codes keeping the name of the higher scoring code i e To eliminate the H category change the value of G from 30 to 0 If you wish to remove all of the scoring codes click the Clear Scores Button Evaluation Sco
85. irectory HR needs a common area to store common files that can be accessed by all users This common directory will also be where your main database is stored It is usually best to store this on a networked file server ex ODBC Connection Set Common Directory Common Directory C Program Files Softwaretech Common Move directory Back Cancel Note to the Network Administrator The common directory serves as a central gateway for the application It contains graphical images user defined absence icons encrypted email configuration files encrypted ODBC connection strings and report templates as well as other common components shared by all users It is important for consistency that all users who are accessing the same database share the same Common Directory This step will show you where your database will be stored in relation to the common directory It also shows the type of database used Click Next to go to the next step HR User Manual 22 ODBC Connection Set ODBC Connection Database Type Visual FoxPro Tables Data Folder T Test Foxsute ODBC Cancel 6 At this point you will have the option of checking for updates on the Web es ODBC Connection Check for Web Updates e Check for Updates Cancel This step is not always necessary but is probably a good idea In some instances where there has been a change to the database structure you may have to check for and download an
86. ity Information Continuation Information Details Departments Manager Assistant Details Evaluations Categories Category Name Description Positions Position Name Min Rate Mid Rate Max Rate Pay Rate Description User Defined Parking Space UDef 2 UDef 3 UDef 4 UDef 5 UDef 6 UDef 7 UDef 8 HR User Manual 74 Employee Categories Address Street Address City State Zip If you want The Automatic Office Assistant to check the current employee address only be sure to select the check current address only box Attachments Title Date Entered Comments Awards Authorized by Summary Benefits The Office Assistant will check for benefit eligibility provided that the check for benefit eligibility option is checked All of your company benefits are listed in the benefits box Select the benefit s that you want the Office Assistant to verify You can check when an employee will be eligible for benefits Now 30 days 60 days or 90 days You can have HA check benefit information that must be stopped for terminated employees Certifications Expiration Date Certification Number The Office Assistant will check for certification expiration and missing certification information Select the check for certification expiration option This will enable you to select your company s certifications from the certification list You can have blank expiration dates be equivalent to expired dates You can also c
87. ll go out onto the Super Administrator s computer and detect the server and account that is set up in the default mail client It will present you with a confirmation dialog showing what it was able to detect This tool may not work for all computers but it s a good place to start Auto detect Settings You can either accept the detected settings by clicking OK or ignore them by clicking Cancel Outgoing Mail Server This is the SMTP server name that handles your outgoing mail It can be found in the configuration settings of your mail program It is usually in the form mail yourcompany com or smtp yourcompany com Chapter 3 Getting Started 35 Administrator E mail This is the e mail address HR will use to generate e mails It must be a valid account on the specified mail server above This is also the account that will be notified if there is a problem sending e mails Administrator Name This is the name associated with the e mail account above It will be filled in by the Auto Detect or you can change it so the generated emails appear as if they come from a certain person in your organization E Mail Protocol Most AHIR users should be able to use their e mail server with the default protocol This is an internal HR protocol known as Protocol S In some rare instances you may experience problems with your e mail server settings In these situations a certified Technical Support Engineer may suggest that you try us
88. loyees at will Reports This is a powerful feature used to notify an employee of a change in their recorded employee history attendance history or work history We also find this feature useful to send a manager a Department Level Report Of course in order to use this feature you must provide an E mail address for each employee you wish to notify You may do this here E mal donna ashwoarth com HR User Manual 48 Security The Security options allow the Super Administrator to grant Administrator privileges to users managing departments and to assign which departments they have access to The Super Administrator can also grant Super Administrator access to another user Administrators and Super Administrators can also change a User s Name and Password Employees can only view their own security setting that by definition is only Employee Access To change a Security setting for an employee click one of the radio boxes e Employee Access e Administrator Access e Super Administrator Access Security User Name wa SE Security Radio Buttons Administrator Access Super Administrator Access Ef Employee Access x Full wE Mail af ited Full Access ead Only Modular Access and then by activating a check box you will activate that option To turn off an option click the appropriate checkbox The following screen shows that this employee may access their own information Chapter 5 Employee Information
89. mber Employee Soc Sec Last Position Last Department Last Supervisor Last Compensation Terminated Cooper Shaun T 885 38 2536 Customer Support 12 00 per hour 12 13 2007 Figure 9 15 Previously Held Positions This report lists all of the employees that were previously in a particular position This report includes date range information previous department previous supervisor current position of employee and current department Data for previously held position Management Consultant From To Department Supervisor Current Position Current Department 2 8 2008 2 8 2008 Administration Programmer Administration 2 7 2008 2 8 2008 Administration Figure 9 16 User Defined Categories This report displays user defined field information for each employee see User Codes Smith Diane L Consultant Department Administration Position Management Consultant UDef 2 UDet 3 UDef 4 UDet 6 UDet 7 UDet 5 Figure 9 17 You can also print an employee User Defined Categories report from the Employee Files User category HR User Manual 112 Legal Reports Certification by Employee The Certification by Employee report lists all company certifications by department that will expire within a specified date range Information includes employee name position title and certification type certification number and expiration date Certification Type Certification Number Expiration Date Department Employee Posi
90. mer 75 Network 13 New Hires 110 Notes 57 90 ODBC 13 21 133 134 Office Assistant 33 71 72 73 74 75 Categories 73 Operating System 7 9 13 19 29 84 133 135 Options 27 31 32 52 78 Organization 7 39 40 41 42 44 45 56 73 77 103 Reporrts 7 77 103 Password 32 35 134 Pay Rate 117 pay rate 117 Payroll 75 98 121 Permit Work 64 75 115 Permit Renewal 115 Personal 29 50 75 99 Phone Directory 117 121 Planning Worksheet 108 Points 11 17 36 40 42 95 134 Position 39 40 67 68 73 75 81 105 106 107 108 111 117 118 Preview 79 Print 32 78 135 Printing 135 Print Button 78 Printer 32 135 Printing 32 Problems 133 134 Processor 9 Hardware Requirements CPU 9 Promotions 113 Quick List 83 84 99 127 Report 83 RAM 9 133 Index 139 Rate 40 73 Read Only 30 Reason Changed 75 reason stopped 88 Record Locks 30 Remove button 40 50 72 Removing department 40 Renewal 112 115 Report 7 28 32 76 77 83 85 103 title 77 78 83 Reports 7 28 32 76 77 83 85 103 Requirements 9 Salary 40 104 105 106 107 108 109 114 117 Profile 105 106 107 Scheduled Recorded Time 33 School 74 Scoring 36 93 95 Code 36 95 Numeric 36 Security 13 28 35 72 75 103 104 111 113 114 115 120 121 128 Access 30 Selection Criteria 76 80 81 83 97 serial number 132 Settings 27 28 31 32 34 36 3
91. ministrative Assistant Rochester Clerk Hardy WA Figure 8 30 Phone 1 540 721 1000 540 721 1007 203 876 9786 540 842 9209 540 721 1000 Luct sottwaretech Com janebushi sottyaretech com biliebobig sotvaretech Com Joyce Dianem sotthwaretech co m Hansitsotwaretech co m The above figure shows an example of a Quick List report using the Employee Directory template Quick List comes with eight pre defined templates HR will not remember any changes you make to a template including Report title and Column selection unless you save the template HR User Manual 100 Union Directory The Union Directory report lists all unions currently in your HR database as well as each employee in that union Additional information includes employee title position department and union number Union mployee AFL CIO Deck Lucus Programmer Il Programmer Application Programming Tr2450 Figure 8 31 Attachment List The report shows all related attachments to an employee and includes the name of each attachment the date the attachment was added to HR the filename of the attachment and a comments about the attchment Thomas Joe Department Mailroom Position Programmer Title Date Entered Location Comments Change of Address form 2 5 2008 CAChange of Address doc Official Company change of Address form Formal Warning 4 2007 CAFORMAL WARNING 040507 DOC This formal warning will be on Joe s r
92. n Employees will be listed by their most current award Award for 1 Year of Service Employee Department Position i Hire Date Epson Dam Application Programming Programmer Sr Programmer 1202007 Smith Diane L Administration Management Consultant Consultant 111102007 Smith Thomas Administration Administrative Assistant Cook OBO42007 Award for 2 Years of Service Employee Department Position i Hire Date Beck Lucus Application Programming Programmer Programmer I O02 2006 Figure 8 4 Benefit Reports Benefits Used by Each Employee This report displays all employees by department who are currently receiving a company benefit For each employee the report also displays the employee s position benefits received and the start date for each benefit Department Employee Position Benefit Date Started Administration Smith Diane L Management Consultant 401K 11102007 Dental 11 02007 Lite Insurance 1102007 Medical 1140 2007 Application Programming Beck Lucus Programmer Dental 01401 2008 Dependent Care Spending Acct 07 02 2008 Heath Care Spending Account 01 2 2008 Figure 8 5 Company Benefits Available This report will show all of your company s benefits with a description of each It also displays when employees become eligible for each benefit and if the benefit continues after the employee is no longer employed HR User Manual 88 401K stock Options Description Employee Retirement Plan Description Comp
93. n Position Management Consultant SSN 122 34 6587 Marital Status Married Spouse Dependent DOB Age Dependent T Phone Address Notes Robert Smith Son 04 24 2006 1 yr 540 842 9209 160 Charlies Street Hardy VA 24101 Zack Smith Jr Stepson 0912 2000 7 yrs 540 842 9209 160 Charlies Street Dependent through marriage Must Hardy VA 24101 carry insurance Figure 9 16 You can also print this report from an employee s Dependent screen Emergency I nformation This report lists all employees by department with their emergency information Emergency information includes up to two people to contact in case of an emergency their relationship to employee Contact e phone number and address and special information such as employee allergies or medical conditions Employees without emergency information will also appear on the report Administration mployee Notify Phone Address smith Diane L Zack Smith Husband 540 342 2732 160 Charlies Street Hardy VA 24101 Chris Castro Sister 631 342 9387 210 Martins Court Copique WY 11749 Doctor Jason Milligan Phone 540 785 7354 Special Circumstances Allergies Trees Dogs Figure 9 36 You can also print this report from an employee s Emergency Information screen Labels Avery 5160 This report will print labels for mailing to employees on Avery 5160 labels Roanike wA 24557 Harris Billie Bob T11 Lindt Drive Denton WA 24154 Y 453 Howie Road Brightwat
94. n the toolbar Select the category of the report you want to view from the drop down list box Each report available for that specific category will appear Administration Reports Security Summary This report lists MR users and their access levels mi gt D eren ax hra iremen om e s ge j H Ji Hii HI tit IM ELELEE DELEGELERE i i ENERE i tj d E i D H H I LU sITTRTT GGT i WEMILE pie i j KAL E iii De H dh P A i Security List This report lists all AA users and the departments they can access You can also print this report from the Security screen Employee Access Departments Beck Lucus Employee Access Employee Access Bush Jane Cindy Epson Sam Harris Billie Bob Parker Joyce Employee Access Employee Access Employee Access Employee Access Employee Access Employee Access Employee Access Employee Access smith Diane L Employee Access Employee Access smith Thomas Super Administrator All Departments Wade Hans Employee Access Employee Access Figure 9 1 This report lists all user options for the 22 user code categories HR User Manual Award Type Operations Award Employee of the Year Employee Of The Day Presidents Award Outstanding Employee Community Service Award Suggestion Award Invention Award Goal Achievement Retention Award Length Of Service Award Benefit Reason Stopped Terminated Too
95. nly one job status button A drop down box will appear Select the job status you want to display Monthly List of New Hires This report displays new employee information for a particular month or an entire year by department Employee Information includes name date of hire title position job status supervisor and compensation Chapter 9 Organization Reports 111 Administration i i Position Job Status Supervisor Compensation June Smith Thomas 06 04 2007 Administrative Administrative Assistant Full Time 25 000 00 per year November Smith Diane L 1110 2007 Consultant Management Consultant Temporary John Parker 80 00 per hour Application Programming Hired Title Position Job Status Supervisor Compensation December Epson Sam 12 01 2007 Sr Programmer Programmer Full Time P Hodapp 25 00 per hour Customer Support Hired Title Position Job Status Supervisor Compensation December Bush Jane Cindy 12 05 2007 Administrative Administrative Assistant Part Time 20 00 per hour Maintenance Hired Title Position Job Status Supervisor Compensation November Harris Billie Bob 11 14 2007 Custodian Part Time 11 00 per hour Figure 9 7 Monthly List of Terminations This report displays terminated employee information for a particular month or an entire year Employee Information includes name social security number last position last department last supervisor last compensation and termination date Dece
96. nse Agreement ws License Agreement fo License Agreement o Copyright License arranty a HH andor HASOL Server Edition Copyright 2008 by Software Techniques Inc All rights reserved ni License Agreement One registered copy of HA andor HAY SOL Server Edition may be used simultaneously by multiple people not to exceed the number of authorized users specitied by the product purchased Wwihereby the number of authorized users concurrently operating the program is subject to purchase license Tou may access the registered version of HA and or HASOL Server Edition through a network provided that you do not exceed the total number of users set forth by the product _ If you agree with the terms of the license agreement clicka a _ If you do not agree click EE Click OK to continue 3 If you clicked I Accept after installing HR the following login screen will appear Chapter 2 Installation and Setup 21 User Name Password Cancel Common Directory Configure C Program Files S oftwaretechsCommon 0 0 50 At this point you will be not be able to login The first thing you will need to do is configure your Common Directory To do this click on Configure If the button says Change instead of Configure then you are in the wrong place You need to be running the DB Admin Tool first before running the main application The first thing you will need to do is establish a common d
97. nt The maximum salary is the highest amount specified for a position in the department The midpoint is calculated from the planned midpoint salaries of each employee in the department Example The Applications Programming department has 2 employees The planned midpoint is 49 045 The total midpoint for all two employees would be 98k The planned midpoint for the Application Programming would be 98k divided by the 2 employees or 49k HR User Manual 106 The percent of midpoint amount is calculated from the actual average salary divided by the planned midpoint Employee Compensation Status The Employee Compensation Status report displays each employee s salary information This includes current Salary amount of previous salary date current salary became effective and reason for salary change The report also shows date of last evaluation percent of midpoint position and department The percent of midpoint is calculated from the employee s current salary divided by the position s planned midpoint Current Last of Employee Salary Evaluation Midpoint Position Department Beck Lucus 72 800 00 wee e Programmer Application Programming Bush Jane Cindy 58 240 00 121 21 Administrative Assistant Customer Support Cooper Shaun T 0 00 0 00 lt Unassigned gt lt Unassigned gt Epson Sam 72 800 00 wee e Programmer Application Programming Harris Billie Bob 32 032 00 88 00 Custodian Maintenance Parker Joyce 52 416 00 109 09
98. nt Date Achievement Type Authorized by Notes 123172007 Goal Achievement K Suller 2007 Goals Meet Parker Joyce Department Customer Support Position Administrative Assistant Achievement Date Achievement Type Authorized by Notes 1 2f31 200F Goal Achievement K Suller 2007 Goals Meet Smith Diane L Consultant Department Administration Position Management Consultant Achievement Date Achievement Type Authorized by Notes 12 01 2007 Operations Award John Smith zero defects in Change Management 1230112007 Community Serice Award Faul Wiliams Donates time and skills to the companies volunteer program to assist others in the Figure 8 1 Awards by Employee The Awards by Employee report lists all of your employees by department who have received an award For each employee the report shows the employee s department position achievements and the date each award was received HR User Manual 86 Department Employee Position Achievement Administration smith Diane L Management consultant Community Service Award 12 01 2007 Operations Award 12 01 2007 Presidents Award 11 01 2007 Smith Thomas Administrative Assistant Employee Of The Day O64 32007 Employee of the Year O54 32007 Wade Hans lt Unassigned Goal Achievement 1 AL21 M2007 Application Programming Deck Lucus lt Unazsigned Goal Achievement 12a f2007 Customer Support Parker Joyce Unassigned Goal Achievement 1 A2 f2007 Figure 8 2 Employees by
99. obisottvearetech Com 99762 99762 99762 Compensatiore 11 00 per Hour Employee Notes Figure 8 29 Chapter 8 Employee Reports 99 Date of Birth Date of Hire Term Date Department SSN Sex Phone 1 Phone 2 Phone 3 E Mail Employee Payroll Badge Smith Diane L O13 954 114 Of2007 Administration 122 354 6587 Female 540 842 9209 Dianemsottyaretech com 57591 57591 57591 Compensation 30 00 per Hour Employee Notes You can also print an employee Personal Information report from Personal Quick List Quick List is a simple report writer It allows you to choose up to eight categories to report on Use the drop down list box to select a category You can choose from such categories as position department position job status birth date hire date social security number home phone work phone fax e mail and other user defined fields You can also choose to have a column omit any data Name Beck Lucus Bush Jane Cindy Epson Sam Harris Billie Bob Parker Joyce Smith Diane L Smith Thomas Wade Hans Application Programming Customer Support Application Programming Maintenance Customer Support Administration Administration Mailroom Position Programmer Programmer Custodian Management Consultant Location Hardy MA Administrative Assistant Hardy WA Hardy YA Hardy WA Administrative Assistant Hardy YA Hardy MA Ad
100. on includes department EEO code sex social security number position and compensation You can print information for a specified date range or for all dates Chapter 9 Organization Reports 115 Position Employee Date Department EEO Code Position Compensation lt Unassigned gt Cooper Shaun T 1205 2007 lt Unassigned 01 Vyhite Not 885 38 2536 lt Unassigned Administrative Assistant Bush Jane Cindy 1205 2007 Customer Support 01 AhiteMot Female 997 45 7683 Administrative Assistant 20 00 Hourly Parker Joyce 0708 2003 Customer Support 02 Black Not Hispanic Female 551 34 7643 Administrative Assistant 18 00 Hourly Smith Thomas 0604 2007 Administration 01 VVhite Not Male 123 45 6789 Administrative Assistant 25000 00 Annually Clerk Wade Hans 0444 2004 Mailroom 01 VVhiteNot 997 21 3465 12 00 Hourly Custodian Harris Billie Bob 1144 2007 Maintenance 01 VYhite Not 8687 23 6765 Custodian 11 00 Hourly Management Consultant Smith Diane L 1140 2007 Administration 04 Asian or Pacific Female 122 34 6587 Management Consultant 75 00 Hourly Programmer Beck Lucus 0102 2006 Application Programming 02 Black Not Hispanic Male 774 09 3764 Programmer 25 00 Hourly Epson Sam 12101 2007 Application Programming Programmer 25 00 Hourly Figure 9 25 Veterans Employment VETS 100 This report lists the number of disabled veterans and Vietnam era veterans for each position as well as totals for the entir
101. ools Note Training information certificate of completion can be added to the HR system by scanning the documentation and attaching it to the employee s file HR User Manual 66 Warning Warning information defines the type of warning usually verbal or written who issued the warning and other details about the warning Personal Address Attachments Awards Benefits 1 23 2007 Verbal Certifications Dependents Education Emergency Evaluations Other Training Warnings Work SoftT ime Summa ry TimeKron Bill was Late again coming in to work assy 2007 Issued by Thomas Smith Action Taken Bill was warned back in January This Will be a Tormal write up Further infractions will result in more discipline Eno loyee Comments cho Employee Lommonts gt Figure 5 28 To add a warning to the database click Add Warning Entry Screen geg Thomas Joe Warnings a Warning Type iuad by l Thomas Smith Date Employee Comments 4 5 2007 Summary Bill was late again coming in to work HM Action Taken 4 5 2007 Bill was warned back in January This willbe a formal write up Further infractions will result in more discipline I Figure 5 29 Work History Chapter 5 Employee Information 67 Work information contains primary employment data for the employee The screen displays Department Title Position Job Status Reason Hire Date Termination Date Compensation Supervis
102. or Job Description and Attachments The current Work Information section contains the employee s present work record Past work records can be selected by double clicking on the event in the white box All Departments Brown Cindy Jones Jeff Lane Mark Smith Thomas Smith Tom D V Show terminated employees A e Add Remove To add a new record click Add Personal Address Attachments Awards Benefits Certifications Dependents Education Emergency Evaluations Other Training Warnings Work SoftTime TimeKron Work Entry Screen Current ye Department Mailroom Location Position Administrative Assistant Job Status Full Time Title Reason Changed Supervisor Cindy Brown Compensation 12 00 p at Hourly sl 1 entry Date From 2 7 2008 2 6 2008 Date To Girrent Work Info 2 7 2008 Current Information 2 7 2008 2 6 2008 Mailroom Administrative Cindy Brown 12 00 Hourly Figure 5 30 Job Description Hire Date 2 6 2008 Effective Date 2 7 2008 Termination Date Hawn YH ww E Open Remove Figure 5 31 HR User Manual 68 Work Entry Screen History es Thomas Joe Work Information Department Job Description Malroom A Location Position Desk Clerk Job Status Date From Date To Dart Tune 2 6 2008 Seege Title o tachment Date Title Reason Changed _
103. ose how you want the date to be displayed You can choose from the options in the drop down window Conversion Values This allows you to set how many hours per day days per week and weeks per year for your organization Evaluation Scoring This allows you to set how the rating for employee evaluations will be displayed This will be defined later in this chapter Data Suppression If you are a user of Software Techniques SoftTime or TimeKron you will be able to display current information about the employee in HR HR will automatically enable data sharing between the programs If you want to suppress these features click the suppress SoftTime and TimeKron information boxes For more information on integrating TimeKron punch clocks and other biometric devices and SoftTIME Diamond SQL Server Edition with HR contact our sales department at 540 721 1000 HR User Manual 32 History Options HR can automatically create work history for each employee There are nine different fields that can affect work history If you want to automatically create a work history record when any of those fields change just check the appropriate box If you do not want to do this click Don t auto create work history records Additionally R can auto create address history records Any time you change a field on an employee s current address an address history record with the old address is recorded If you don t want to track address history in
104. oull see it appear to the right of the category in the list on the left To add Evaluation Categories click Modify Evaluation Categories and then click Add In the Category Name field type your evaluation category Continue to click Add until you have all the category names added When finished click OK To remove an Evaluation Category select the Category click Remove ex Evaluation Categories Evaluation Categories Category Name Attendance a Attendance Communications Decision Making Category Description a Dependability A esponsibility Add Initiative E Interpersonal Skills Knowledge OF Work Leadership Print Management Skills Organizational Awareness Problem Solving Liuality OF Work Cancel Does the employee arive late or leave Work early Remove Note If you try to remove a category name and it is in use you must remove all references to the category before it can be deleted HR User Manual 44 Attachments Attachments are important documents you would like to store and refer to for future reference They can be word processing documents excel spreadsheets photos audio or video files and other graphic images etc To add an attachment click Organization gt Attachments and enter the required information for the attachment and select the Locate the document and click Save HR saves the location of the document To access the document select the document from the
105. ove How well does the employee communicate with management and colleagues Category Comments Joe does a fine job of communicating He usually understands what he is asked to do 23 Score Date 2 7 2008 Overall Score 91 100 Percentage 91 0 Verbal Score A Evaluator s Comments Employee s Comments Joe is a fine employee a F Attachments Date Title A Add Edit Remove Open Print OK Cancel HR User Manual 64 Other This category tracks miscellaneous employee details Miscellaneous fields include spousal information EEO Codes Disability Military Status Work Permit Number Union I 9 and user defined fields Al Departments el p Personal Show terminated employees i Address Brown Cindy WF r Attachments Other Personal Jones Jeff Awards Marital Status Married Lane Mark Benefits Former Name Smith Thomas i SE e SE Smith Tom Certifications Marriage Date Thomas Joe Dependents Spouse s Name Jill Thomas Education 888 77 6666 Emergency Spouse s DOB ons Work Related Other White Not Hispanic Training Warnings Disability Work Military Status Newly Separated Veteran SoftTime Union Name TimeKron Union Number 12345999 Work Permit Number Work Permit Exp I 9 Prepared User Defined Parking Space Favorite Food ee ee Figure 5 25 Other Entry Screen homed Joe Gihar bo Work Related User Dohm
106. p 5 Duplicate Handling Choose how duplicate records should be handled during the import Process Duplicate records have the same Name and Hire Date Add Duplicates Merge Duplicates lt lt Back New LS Figure 10 5 Press the Next button to move to the last page HR User Manual 126 From here click the Finish button and the Import will begin Depending on the number of employees you have the import process may take several minutes es HR SOL Server Import Step 6 Finish YOu are now ready to impart Click on Finish to complete the impart Note The import process may take several minutes lt lt Back Next gt gt Figure 10 6 I mporting from E 2000 Importing from E 2000 is very similar but there is one less step From the first screen select E 2000 You will then be prompted to specify where the E 2000 executable is located we HR SQL Server Import Step 2 Select File Specify the location of the E 2000 executable file E 2000 Select Directory Cancel lt lt Back After you click next you will see the Duplicate Handling page as shown above Note If you currently have a SoftTime or TimeKron database and are importing your E 2000 database you should choose Merge Duplicates If you do this then your E 2000 employees will be imported into your current SoftTime TimeKron HR employees Then you will just need to click Next one more time
107. partment Position Supervisor Compensation Reason Status Location 12 01 2007 present Application Programming Programmer P Hodapp 25 00 per hour Full Time Hardy VA Harris Billie Bob From To Department Position Supervisor Compensation Reason Status Location 01 03 2008 present Maintenance Custodian 11 00 per hour Part Time Hardy A 1144 2007 01 03 2008 Maintenance 11 00 per hour Figure 8 27 You can also print an employee s work history record from Work Info HR User Manual 98 Miscellaneous Information This report displays the content of each employee s Other Information record Information includes EEO code disability military status payroll work permit data I 9 data union data and general notes Back Lucus Maga Sirus Peanrreed Heme Marriage Date Speuse Wares Spouse 55 Spee DON FEO Conde CG D ackfk Piaperdc een Disability Mil Satu Unian Mane Uran Ai WP Humba H WE Lapiratian laa ik S Expiration 12721 Parking Wie 2a Lith DI UH pt ithe DS Wei om Ui St Wie ei Figure 8 28 You can also print this report from an employee s Other Information screen Monthly List of Work Changes This report displays changes in work history records for a specific month or an entire year Work information includes employee name reason for change change date job status compensation position and department January 2008 Employee Change Reason Day Compensation Jo
108. period Information includes employee department evaluation type evaluator score and date of last evaluation Chapter 8 Employee Reports 95 Evaluation Type Evaluator Last Evaluation Administration Smith Thomas Customer Support Brown Cindy Yearly Evaluation Jones Jef Mailroom Smith Tom Maintenance Lane Mark Yearly Evaluation Figure 8 22 Employees who have never been evaluated are noted with an asterisk Evaluation Selection This report displays all employees that have been evaluated For each evaluation the report shows the employee s department position the evaluation type the evaluator evaluation date points received for evaluation and percentage score You can also choose to report on a specific scoring range HR allows you to choose ai scores raw scores and percentages Raw scores are a specific number out of a maximum i e 120 out of a possible 160 points Percentages are derived from the raw score e g 80 You can print a report for a specific evaluation type or for all evaluation types You can also choose an evaluation date range and an evaluation score range If you are using Alternate Scoring Codes Settings gt Configuration then the Evaluation Selection Report lists all evaluations by evaluation scores Employee Department Position Evaluation Type Evaluator Date Raw Score f Smith Diane L Administration Management Consultant Exempt Performance Review Harry White 12 4 2007
109. ployee Employee Notes lt No Notes gt Enter employee data on the Add Employee Screen The only required data to be entered is Last Name The system assumes the hire date is the current system date If the hire date is something other than the current system date it can be overridden by selecting and entering the correct hire date You can enter basic employee information only on this screen After completing the information for a new employee you can add another employee by clicking Add Another Once you have finished click OK HR User Manual 46 f wx Add Employee First Name Joe Last Name Thomas Middle Birth Date 11 20 1987 E mail Hire Date 2 6 2008 joet acmewidget com Employee Notes SSN 987 65 4321 Department Mailroom EN Phone 1 Gender Male Employee Payroll Badge Compensation 12 00 SS Phone 2 Phone 3 Photo Find Remove Add Another OK Cancel Note Additional information about an employee is added through the 14 categories located on the employee data screen Figure 5 1 Edit Employee Data To maintain an employee s personal information click the Edit button or double click personal The following screen will appear Ashworth DonnaL Personal First Name SSN Donna 168 30 0911 Last Name Home Ashworth 215 555 2651 Middle Name work E 540 721 1000
110. pplication Super Administrators can log in as regular administrators if they want If you log on as a Super Administrator the database will be locked and you will be the only one allowed to use HN at that time HR User Manual 28 Database Administrator The Database Administrator is a special role that works outside of the HR application This person is responsible for making sure that your Database is functioning properly This includes creating the SQL Database making sure the SQL Server is operating smoothly making sure the HR Database is secured and accessible by all those that need access and finally making sure it is backed up on a routine schedule menu shared locked out pot x import ll startup settings Departments Email Configuration Upgrade License Web Update Email Notification Employee Reports All Other Reports Security feature grid X access allowed Chapter 3 Getting Started 29 Getting Around HRis a standard Microsoft Windows application You should be familiar with concepts such as menus clicking double clicking drag amp drop and therefore have no problem learning your way around The default screen of HA shows a list of Employees Employee Categories and Employee Personal Information Each of these categories has their own section in Chapter 5 Employee Information There is also a Department drop down list box so you can filter your list of employees by depa
111. report data Chapter 8 Employee Reports 97 General Title Administrative Assistant Marital status Single Position Administrative Assistant Former Mame Hire Date 0604 2007 Marriage Date 04410 2004 FEO Code caucasian o Spouse Name Disability h Spouse SS Sex Male Spouse DOB aoe 123 45 6789 Phone 1 DOE Phone 2 Address 2301 Berkley Ave Phone 3 Roanoke WA 24015 E Mail Supervisor Emp Number Status Full Time Payrall Number Location Rochester l 9 Doc Filed NC Compensation 325 000 00 per year Work Permit Miltary Status oo S o o Expires Union Mame Motes Union Number Figure 8 26 You can choose to report on one or multiple employees To select more than one employee check the multiple employees checkbox Selecting multiple employees allows you to use the selection criteria to decide which employees to print If you do not choose any selection criteria then Employee Information will report on all employees When previewing multiple employees you will only be able to preview information for the first employee You can also print a blank report using the blank sheet checkbox Employee Work History The Employee Work History report displays complete employee work history records Data includes employee name department position supervisor compensation date range for each record reason for record change from previous record and job status Epson Sam Sr Programmer Analyst From To De
112. ring s default is Numeric If you choose an Alternate scoring code it can be changed in the Super Administrator options located on the Settings taskbar Chapter 3 Getting Started 37 User Codes To enter this mode click Settings gt User Codes User codes allow you to create or modify items of various user code categories ws User Codes Code Category Gest ie E Codes Community Service Award Presidents Award To change the User Code Category click the Code Category drop down box This will list all of the categories available for modification Select the category you want to adjust A list of available items for that category will appear You can add delete or modify most of these items A few items are fixed and can not be modified or removed To modify an item select it and edit the name in the text box You can not remove an item if it is in use NOTE Changing a title is a System Wide modification When you modify an existing title that title will be changed throughout HA including each employee file Netwatch To enter this mode click Settings gt Netwatch This screen shows all users currently logged in to the system their workstation ID and the application Clicking on the refresh button will update the screen and show any changes since you last opened the screen ws Netwatch ES User Name Workstation Application Admin VISTA Admin Jup SQL Server Chapter 4 Organization
113. rly Evaluation Smith Tom Certifications Thomas Joe a Dependents Education Emergency Evaluations Other Training eege T Warnings early Evaluation Work Cindy Brown Slee 91 out of 100 SoftTime TimeKron Ke Remove Add To add an evaluation for an employee Evaluator Comments lt No Comments gt Employee Comments lt No Comments gt click the Add button The Select Evaluation window will appear Select the evaluation you want to add from the Evaluation Type and click OK Evaluation Type Yearly E _ Paints i mM valuation 7 Cancel After you select an Evaluation Type AR will launch the Main evaluation screen Figure 5 24 For each category you can enter comments and assign a score between 0 and the maximum score After completing Chapter 5 Employee Information 63 the evaluation you can see the overall score its percentage of the maximum and verbal score The verbal score is determined by the percentage and defined in organization defaults You can record evaluator and employee comments and add a copy of the review in the Attachments area Thomas Joe Evaluations Evaluation Type Evaluated by Yearly Evaluation 7 Cindy Brown Evaluation Categories Score Communications 3 2 a Initiative 14 15 Interpersonal Skills 12 15 Knowledge Of Work 15 15 Reliability 27 30 Communications Add Rem
114. rning you want to print from the warning list To print a blank warning check the Blank Warning checkbox Warning History This report displays warning information for each employee warned Warning information includes date type and name of issuer Smith Diane L Consultant Department Administration Position Management Consultant Warning Date Warning Type Issued by 111102007 written Kara Suller Smith Thomas Cook Department Administration Position Administratitve Assistant Warning Date Warning Type Issued by OB 42007 Written OB 22004 Gary Wohnsen Figure 8 35 You can also print an employee Warning History report from an employee s Warning screen HR User Manual 102 Warning Summary This report lists all employees who have received a warning by the type of warning received Additional information includes employee department position and warning date You can select a specific type of warning to view Select the warning from the warning type list Department Employee Position Warning Date Administration Smith Diane L Management Consultant 114102007 Smith Thomas Administrative Assistant OBA 32007 06 42007 Figure 8 36 Chapter 9 Organization Reports 103 Chapter 9 Organization Reports HR has six categories of Organization Reports Each report will be explained in detail grouped by category with an example of each report To access the reports click Reports gt Organization Reports o
115. rocessor Type Pentium Display Type ColorColor Drive amp Path C PROGRAM FILES SOFTWARETECHSHAS Printer Status READ Net Directory C Program Files S oftwaretech Common Activation Code Ate EE de dE Warning This computer program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under the law DB Administration Mode When you run in DBAdmin mode the DBA will have access to the Configure button For more information about the DB Administration mode check out Chapter 2 Installation and Setup Chapter 11 Trouble Shooting 133 Customer Support If the information you need to solve a problem is not in the manual please do the following 1 2 Review the list of Common Problems and Solutions that follow to see if your problem is there You can also receive on line support via our Technical Support Web Page on the Internet at http www softwaretech com Product support is free for the first 15 days that you own AR Beyond that time support and E mail calls are billable Refer to the Microsoft Windows User Manual for help with problems caused by the operating environment or the Windows Graphic User Interface If steps 1 3 were not able to help you may call Software Techniques Inc at 540 721 1002 for technical support
116. rted ean Now that you have installed AHIR you will want to configure the software to your specifications There are 6 areas that you should configure to setup your environment and 1 that will help in review of your network e Super Administrator Options e Workstation Options e E mail Configuration e Startup Settings e Evaluation Scoring e User Codes e Net Watch Visit these sections in order for best results System Roles In order to better understand which users have access to which options in HR it is helpful to cover the following System Roles Employee Employees have read only access to their own information They can view their own records Administrator The Administrator role is allowed to view and modify a certain subset of employees This can be for one or more departments The Super Administrator sets their privileges The Administrator role does most of the data entry into the MAsystem They can access and modify all employees in their purview but can not alter any global configuration settings Super Administrator The Super Administrator has all privileges in the MAR system They can do everything an Administrator can do as well as setting global configuration parameters and assigning Administrator roles and privileges The Super Administrator can also give users Super Administrator options Super Administrators have access to all employees all the time They also have access to all sections of the a
117. rtment Depending on your role in HR you will have access to some of the features The others will be disabled HR operates by interfacing with the HR SQL Database This is handled internally by the application as it communicates with the SQL Server The SQL Server can maintain several databases To make sure you are accessing the correct database you can always look at the application title bar It should include the name of the database in square brackets e g hrsql If the correct database does not appear in the title bar exit the application and contact your Database Administrator HR User Manual 30 Read Only Access and Record Locks As you select an employee HR SQL will communicate with the SQL Server to get the records for that employee The first user to access a set of records will place a lock on the records for that employee When the second user attempts to access the same record s at the same time he will only be able to access the record s in Read only mode This will prevent two users from changing the same record s at the same time When a record is accessed in Read only mode the screen title will display READ ONLY next to the employee name and the screen will be a darker shade of grey ex Brown Cindy Personal READ ONLY First Hame SSN Cindy Last Name Phone 1 Brown Middle Name Phone 2 Birth Date Gender Phone 3 E mail Remove Employee Notes Employee H Security a User Name Payroll CB a
118. rts allows for printing faster However graphic images will not print in this mode Some printers do not have enough memory to print HA reports properly If you that a problem try printing in low resolution mode Company Logo in Header In the Super Administrator Options form you can specify a Company Logo to appear in reports If you have a company logo specified check this box for the logo to appear on reports Company Name In Title In the Super Administrator Option form you can specify a Company Name to appear in reports If you want the company name to appear in the report check this box Print Button This button will print the current report Chapter 7 Reports 79 Preview This button will allow you to Preview the report before printing emailing or creating an HTML document In the Preview mode a Report Preview Toolbar will appear on the screen Report Preview rachv1 fre 100 el LEI DR BR We amp Figure 7 3 The Report Preview Toolbar allows you to select any portion of the report you want to view With the Report Preview Toolbar you can e Move to the first or last page of the report e Move to the previous or next page of the report e Move to a specific page in the report e View one two or four pages at a time e Zoom in or out of the report e Print the report e Close the Preview window E mail This button will allow you to e mail the report to an employee or manager After clicking on the E mail
119. s My Password doesnt work The first time you log in the system defaults to a User Name of Admin No Password is required Just press Enter and you will be logged in to the software At this point you can set up individual User Names and Passwords by clicking on the Employee Information tab Remember the password field is case sensitive Check your caps lock key You can also adjust your workstation options for each individual workstation Error Message Cannot locate FoxPro Support Library The computer does not have the FoxPro DLL files installed These can be obtained by reinstalling the software Make sure the data files are backed up before reinstalling Computer freezes when trying to load HR You workstation probably does not meet the minimum requirements Make sure that no other programs are running in the background If the problem still occurs change the display on the video driver to a standard Super VGA display Error message Unable to login to HR SQL Server Common directory does not exist You are unable to connect to the common directory If it is on a network make sure you are properly connected and logged in to that network Check your network cable If the problem continues contact your network administrator Error message Unable to login to HR SQL Server Invalid ODBC Connection You are unable to connect to the SQL Database This may be because your SQL Server is down or because yo
120. s are attached to the whole form For the other areas warnings evaluations etc attachments are added to each individual record For example if you attach a particular file to a specific evaluation the other evaluations will not have that attachment Adding attachments to each section is quite simple Just click the Add button and you will see something like the following screen Chapter 5 Employee Information 51 wx Thomas Joe Attachments Category Address Title Change of Address for Date Entered 2 5 2008 Comments Official Company change of Address form Location C Change of Address doc Open file q OK Cancel Just fill in the information including file location and click OK You will then see it added to the list Attachments Title 2 5 2008 Ka ange of Address form Add Remove Open Clicking on Edit will take you to the same form where you can edit the information Address The Address category stores present and past address information for an employee The information presented on the screen is the current information on the employee The information in the white grid shows the last time information was changed HR User Manual mployee Vata All Departments P Personal Show terminated employees j Address Brown Cindy R e Attachments Jones Jeff Awards a 7 Benefits Smith Tom Certifications Thomas Joe fe Dependents Education Emerg
121. s we have 6 STI PHONE SOLUTION DOC interviewed to purchase a new telephone system Office Cleaning Schedule 14 2008 WOF FICE DOCSVADMINISTRA TION OFF This document describes the office cleaning ICE CLEANING SCHEDULE DOC schedule for the After Hours Cleaning Staff Figure 9 33 Personal Reports Birthdays This report displays all employees birthdays for a given month or year Information includes birthday day of the week calendar day employee position and department You can also choose to print employees without birthdays HR User Manual 120 January 2008 Birthdays Employee Position Department sunday Jan 1 Smith Diane L Management Consultant Administration July 2008 Birthdays Employee Position Department Friday Jul 4 Parker Joyce Administrative Assistant Customer Support sunday Jul 4 Beck Lucus Programmer Application Programming Thursday Jul 2 Wade Hans Clerk Mailroom December 2008 Birthdays Employee Position Department Sunday Dec 7 Bush Jane Cindy Administrative Assistant Customer Support Friday Dec 2 Harris Billie Bob Custodian Maintenance Figure 9 16 Dependent Roster This report displays dependent information for each employee who has a dependent Dependent information includes name relation to employee date of birth age dependent type address phone number and notes Additional information includes employee s social security number and marital status Smith Diane L Consultant Department Administratio
122. sk from the list and click the Remove Task button Office Assistant The Office Assistant checks your employee and department information for specific items and informs you of possible errors You can instruct the Office Assistant to check for missing information or other anomalous data patterns To run Office Assistant click Tools gt Office Assistant on the toolbar O Attachments Addresses O Awards L bech Im mercy wal desea E Benefits of O Certifications oct D Company Benefits ost D Pependents oz D Departments D Education ef Emer gency DO Evaluations O Evaluation Categori O Uther D Personal O Positions O lraining D User Delined D Warnings O Work Angular Scher dule op pelt Erabi ce Ar rotert on sbartup Figure 6 3 Note To access the Office Assistant you must have security access to All Departments and edit access to personal information Chapter 6 Tools 73 The Office Assistant will only check the information that is checked in the left box Figure 6 3 such as addresses personal etc To select the category to be checked by the Office Assistant click the category and click the items listed in the Check for missing information that are to be checked To remove an item uncheck the item you want to remove Selecting a category will cause the Automatic Office Assistant to display the items in that category There are 19 categories that the Automatic Office Assistant can check for you
123. t from scratch with a blank database you can click Fix All Chapter 2 Installation and Setup 19 A ODEC Connection Check Data Database Priority e Fix Fix All Data is complete a Clear All Locks Cancel Database successfully created DB Admin setup complete Once the data is created the database administration setup is completed Click Finish and you can return to the Database Administrator Logon screen ZG WW User Name Password va pn SIB AER URL Return to Database Administrator Login With everything completely setup you will now be able to access HA from the icon on your desktop or from the Windows Start menu HR User Manual 20 Database Connection and Setup Diamond Version Only use this section if you are using the HR Diamond Edition If you are using HR SQL Server Edition check out the previous section Database Connection and Setup SQL Version 1 The next few steps will help you help you complete the connection process Use the Database Administrator Tool for HR to establish the database connection and setup the database tables From the Windows start menu click Tools Database Administrator di HR Diamond Edition ex HR Diamond Edition _ HR Diamond Edition Help file A Tools geen Database Administrator Selecting DB Admin mode from the Windows Start Menu 2 After starting HR you will be asked to review the license agreement Be sure to read through the entire Lice
124. tes and headcount for each department Department Name Administration Application Programming Customer Support Mailroom Maintenance You can also access this report from the Department screen John Smith Programming Department Custodial Hubie Clark Figure 9 29 Department Roster This report displays employment information for each department Information includes department head department assistant employee name headcount and compensation Data for each employee includes title position job status compensation and supervisor OOOOOOOOO0O00000T Initials Chapter 9 Organization Reports 117 Department Administration Department Head Jeff Jones Assistant Mark Lane Employee Titl Position Job Status Compensation Supervisor Programmer 46 000 00 per year Headcount 1 Total 46 000 00 Department Customer Support Position Compensation Administrative Assistant 16 000 00 per year Custodian 20 000 00 per year Headcount 2 Total 36 000 00 Department Mailroom Position Job Status Compensation Management Consultant 21 000 00 per year Thomas Joe Programmer Full Time 53 000 00 per year Cindy Brown Headcount 2 Total 74 000 00 Department Maintenance P Position Job Status Compensation Supervisor Custodian 25 000 00 per year Headcount Total 25 000 00 Figure 9 30 Phone Directory Condensed This report lists all employees alphabetically with their home telephone numbers See
125. tion Administration Smith Diane L Management Consultant Consultant MCSD 42 31 2020 Administrative Assistant Engineer 03 03 2009 MCSD Unknown Old Certification 06 20 2007 Old Certification 06 20 2007 Smith Thomas Administrative Assistant Figure 9 18 You can choose to print information for a particular certification or for all certifications You can also specify an expiration date range or print all certifications Certification Renewal This report lists employee information by certification type Employee information includes name department position title certification number and expiration date Certification Type Employee Department Position Certification Number Expires Engineer Smith Thomas MCSD Smith Diane L Smith Thomas Old Certification Smith Thomas Smith Thomas Administration Administration Administration Administration Administration Administrative Assistant Management Consultant Administrative Assistant Administrative Assistant Administrative Assistant Administrative Assistant Consultant Administrative Assistant Administrative Assistant Administrative Assistant 03 03 2009 42 31 2020 Unknown 06 20 2007 06 20 2007 Figure 9 19 You can choose to print information for a particular certification or for all certifications You can also specify an expiration date range or print all certifications EEO Age Group Analysis This report shows the num
126. tory to see if your workstation is running the most recently downloaded version of the software If you need to upgrade your workstation you will see a screen that will require you to update i HR SOL Server requires updates Press OK to continue the update process As you upgrade your old HR executable will be backed up and a progress bar will de displayed After completing the upgrade you will have to restart HR Auto Upgrade amp Preparing to Upgrade Sometimes an upgrade will require that the SQL Database is also upgraded HA constantly checks the SQL database to make sure it is compatible with the software If the database and the application become out of sync you should have your DBA run HR in DB administration mode Software Techniques on the WEB This option launches your default Web browser to Software Techniques Inc main Internet site The web URL is http www softwaretech com HR User Manual 132 Si b Software Techniques Inc F 540 721 1000 Home Products Servic Contacts STI Website About HR The About HR screen gives information about your installed version of HR It is useful if you ever need to make a support call to give your version serial number etc Copyright 2007 Software Techniques Ine VWO 0 68 brought to you by Software Techniques Ine 13105 Booker T Washington Hwy Buliding P Hardy YA 24101 Phone 540 721 1000 For more information Network ID VISTA Admin P
127. ucation level date from date to school location degree major and honors Smith Thomas Administrative Assistant Department Administration Position Administrative Assistant Date From Date To School Location High Schaal 08131956 06 18 1989 Marana High School Marana AZ Degree BAIN Science Major MIS Honors Valedictorian College 09141959 06 18 71994 University of Arizona Tucson AZ Degree BA in Medicine Major Business Admin Honors Summa Cum Laude Figure 8 16 Chapter 8 Employee Reports 93 Employee Evaluation Reports This report prints an evaluation for an employee Evaluation information includes employee position department evaluator and date of evaluation Employee Evaluation Yearly Evaluation 2 7 2006 Employee Name Thomas Joe Position Administrative Assistant Department Mailroom Evaluator Cindy Brow Date of Evaluation 2 7 2008 eee Communications ae D SEENEN Joe does a fine job of communicating He usually understands what he communicate with managementand is asked to do colleagues Initiative OO ese TE Joe gets after it quite often He often has good ideas and takes the toldwhatto do Do they startprojects Initiative to start them off on their own Figure 8 17 Scoring information includes actual score max score total max score and percent score There is also a section for Employee and Evaluator Comments Employee Comments Enjoys working for company W
128. ul unless you have the SQL client tools installed and you can connect to your SQL server via your network In other words it will be probably be best if your DBA assists you in the next few steps Most SQL environments will require the SQL DBA to perform some of the database installation steps Use the Database Administrator Tool for HR SQL to establish the SQL database connection and setup the database tables From the Windows start menu Chapter 2 Installation and Setup 15 weg HR SOL HR SOL Help file J Tools gt Database Administrator Selecting DB Admin mode from the Windows Start Menu 3 After starting HR SQL you will be asked to review the license agreement Be sure to read through the entire License Agreement ex License Agreement co fee License Agreement aK Copyright License w ananky a HH andor HRZ UL Server Edition Copyright e 2008 by Software Techniques Inc All nights reserved mM License Agreement One registered copy of HA andor HASOL Server Edition may be used simultaneously Du multiple people not to exceed the number of authorized users specitied by the product purchased Whereby the number of authorized users concurrent operating the program is subject to purchase license You may access the registered version of HA and or HASOL Server Edition through a network provided that you do not exceed the total number of users set forth by the product 4 If you clicked I Accept
129. ummary This report displays all employees by department who have a training record For each employee the report will also display the employee s position class attended location of class dates attended and the grade they received Department S Employee Position Location Dates Attended Administration Smith Diane L Management Consuttant Harrassment Dover DE 11 20 2007 Smith Thomas Administrative Assistant A Harrassment Dover DE 11 20 2007 Customer Support Bush Jane Cindy Administrative Assistant New Hire Orientation Hardy MA 11 30 2007 to 11 30 2007 Figure 8 13 Select the class from the 7raining Classes list You can also select a date range for your report If you choose a date range then only training records between the from date and the fo date will appear on the report By default the report will use ai dates Training Attendance The Training Attendance report displays all training classes that are currently in your AR database All employees that have attended training classes are listed below each class along with their department dates attended and the grade they received Department Employee Position Location Dates Attended Administration Smith Diane L Management Consuttant Harrassment Dover DE 11 20 2007 Smith Thomas Administrative Assistant A Harrassment Dover DE 11 20 2007 Customer Support Bush Jane Cindy Administrative Assistant New Hire Orientation Hardy YA 11 30 2007 to 11 30 2007 Fi
130. update If there are updates available they will be downloaded to the common directory Each workstation will update itself from the common directory Click Next to move on to the next step 7 After connecting to the database HR will automatically test the database for structural integrity If you have just installed the application the database should be empty Chapter 2 Installation and Setup 23 es ODBC Connection Check Database Structure Empty database Problem Details Missing Table TJable C_CURUSER a Missing Table Table C_DEPTF Prompt Missing Table Table C_EMPF CREATE TABLE C CurUser D Missing Table Table C_LOCKMANAGER usernum numeric 18 0 NOT Missing Table Table C_MASTPATH NULL username char 10 NOT Missing Table Table C_SECF NULL workid char 100 NOT NULL Missing Table Table EXTERNAL_PUNCH Sales TES bay irs z Missing Table Table E_ACHV ann a Missing Table Table E_ADDRHIST kb ai kb ai L giessen Takia Tabla O ATTA To create a new database or to repair an existing database with a broken database structure click on Fix All HR will automatically construct all the missing database components Once you have a working database structure click on Next The next step is to make sure that the data in the database is initialized for use At this juncture the data should be empty and will need to be created just like the database structure was created es ODBC Connection xsi Check Data D
131. ur SQL account does not let you connect to the database If the problem continues contact your SQL DBA Error message when trying to login SQL Command w error UPDATE The SQL DBA has restricted your use of the database permission such that you cannot properly access the database in the required fashion It has been altered into an unusable format Have your SQL DBA run R in DB Admin mode and use the configuration tools to repair the problems Chapter 11 Trouble Shooting 135 Printer display reads Memory Overload Turn the printer Off and On Go to your desktop click Start Settings gt Control Panel gt Printers Reduce the print resolution to the next lowest level Set up the report for printing again Also 2MB of printer memory is recommended Error Message Unable to Write to file named HAR cannot write to your hard drive or to the common directory The most common problem is insufficient disk space Free up some disk space This can also occur if your network administrator has restricted your access to the common network directory Error Message during installation Unable to Read This may be a bad CD or a bad CD Drive First remove the CD and reboot your computer Reinsert the CD after you have logged back into Windows If the problem continues call Technical Support and report the exact error message that appears The technical support staff can issue you a new CD Error Message Unable to Update Cursor
132. ustomer Support Administrative Assistant NET UNE smith Thomas Administration Administrative Assistant 1204 2007 Wade Hans Mailroom Clerk 104 4 2004 Dental smith Thomas Administration Administrative Assistant Oo02 2007 Figure 8 9 Employees Using Each Benefit This report displays each benefit used and all employees enrolled in that benefit It also lists the employee s department position and the date enrolled for each benefit You can choose to report on a specific benefit or on all benefits HR User Manual 90 Benefit Employee Department Position Date Enrolled 401K Smith Diane L Administration Management Consultant 1102007 Dental Beck Lucus Application Programming Programmer 01401 42008 Smith Diane L Administration Management Consultant 1102007 Figure 8 10 Single Benefit History This report displays history information about a specific benefit for an individual employee Benefit data includes Date Enrolled Stopped Stop reason and Notes Thomas Joe Department Mailroom Position Administrative Assistant 401K From To Stop Reason Notes 2 F 2008 present 112006 1172007 Cant afford Figure 8 11 Education Training History Reports This report displays an employee s education and training The header displays the employee name position and department This report is divided into two sections General Education and Additional Training General Education Gaud om r Regen Major Honors P Lo
133. ws you to save a report template for later use The report will save the title each column as well as the employee selection to be printed Export Export is a very powerful feature Clicking the Export button will allow the user to export the specified data in the template to be exported to a file Supported file types are e xls Microsoft Excel e CEV Comma Separated files Generally used for mail merges e txt Windows text file which can be used by Microsoft Word or Notepad e dbf A database file This is a very useful if you have a programming staff that can provide you with additional reports that do not exist in HR You can also export data from this format into Microsoft SQL Chapter 8 Employee Reports 85 Chapter 8 Employee Reports HR has six categories of Employee Reports Each report will be explained in detail grouped by category with an example of each report To access the reports click Reports gt Employee Reports on the toolbar Select the category of the report you want to view from the drop down list box Each report available for that specific category will appear Award Reports Awards List This report lists all employees who have received an award For each award it displays date type person giving the award and notes Additional information includes employee department and position Beck Lucus Programmer Il Department Application Programming Position Programmer Achieveme
134. y Address l Evaluations eege Other avesniog Notify 2 Warnings Relationship Work SoftTime TimeKron 231 S Boston St Diabetic hai Emergency Entry Screen oe Tienaa eas CA J k J Notify Phone Address City Relationship Notify Phone Address City Relationship AERC Oh Jill Thomas 1112 5 Brunswick __ Danvile State vA ZP 99999 wie RW Stan Thomas 231 5 Boston St Greensboro State NC zip 11111 Brother el Greensboro NC 11111 Additional Information GH Doctor Dr Vince Watson Phone Additional Information Diabetic D Attachments ue Open Edit Remove HR User Manual Evaluations 62 Employee evaluations can be a powerful tool to motivate and manage your employees HR allows you to design and record your own evaluations ype cmap 1 ren me mployee Data All Departments D Personal L 1 entry Show terminated employees Address Brown Cindy a Attachments Jones Jeff 2 o he Awards Lane Mark i Smith Thomas Benefits 2 7 2008 Yea
135. yee data by department click the department box in the top left corner of the screen Choose the department you want to view All employees in the selected department will appear in the employee list box Figure 5 1 directly underneath the department box Selecting All Departments will show all employees in all departments To select an employee click the employee name in the employee list box Once you have selected an employee you can choose one of the categories on the right side of the employee name box Depending on the information to be viewed move to the desired category and left click the mouse The employees data will be displayed Add an Employee To add an employee click the Add button under the name box Note Before you add employees it is recommended that your organization data such as Departments be set up To set up your organization information see Chapter 4 Setting up Organization Information All Departments Personal J Show terminated employees Address 5 A Attachments First Nama EEN Cindy Awards PS Was Ee Brown Benefits Middle Name get tom Certifications Birth Daren cise 1 10 1971 Dependents Ganda ee Female Beatin 123 45 6789 Emergency Evaluations Other Cindy acmewidge com Training ye Ba Employee Number 432 Warnings Payroll Number 12 Work Badge Number 297 SoftTime PROTO amaa netsa e Ye S TimeKron Security Access Em
136. you what action you can take for the current benefit which usually means starting or stopping it To review the history on the benefit or stop the benefit click Benefit History ex Thomas Joe Benefit History 401K Start Date Stop Date 2 7 2008 a Remove Start Date 2 7 2008 Stop Date Reason Stopped k Notes Print OK Cancel The benefit history screen shows a history of when you ve started or stopped the benefit for the employee On the Benefit History screen you can enter a Stop Date Reason Stopped and make Notes When you enter an End Date or Reason Stopped the date enrolled will disappear on the Benefits screen HR User Manual 58 Certifications HR allows you to track employee certifications along with certification number and expiration date Personal Address Attachments Awards ype Expires Benefits Certifications Dependents Education Emergency Evaluations Other Training 11 26 2008 Warnings Work SoftTime TimeKron To add a certification click Add enter the information on the add screen and click OK Certifications Entry Scree Deeg E e a Fa R ertith T k Is J i 3 Certification CPR Certification Number 54321 Expires 12 2 2009 Add Edt Remove Open Dependents Chapter 5 Employee Information 59 HR allows you to keep track of an employee s dep
137. zation gt Evaluations The Monitor Evaluations screen is separated into two sections Evaluation Type and Evaluation Categories To create a new Evaluation Type click Add The Add Evaluation screen will appear figure 4 4 Type the name of the evaluation in the text box and click OK x Monitor Evaluations WX Evaluation Type Yearly Evaluation el Add Edt Remove EE Paints Attendance Communica tions 25 a Decision Making Initiative 15 Dependability Responsibility Innova tion Interpersonal Skills 15 lt lt lt Problem Solving Quality OF Work Reliability 30 Modify Evaluation Categories Total Evaluation Points 100 OK Add Evaluation Screen ex Add Evaluation Evaluation Name OF d Cancel To make a change to the evaluation name click the Edit button on the Monitor Evaluations screen figure 4 4 To add evaluation categories to an evaluation type select the descriptor and click when completed selecting descriptors click OK For each category that you add to an evaluation you can adjust the point total for each category To do this click the category in the list on the left Underneath the list the category will appear Then just click the field next to it and enter a value for that category Keep in mind that Chapter 4 Organization Information 43 categories can have different values in different evaluations Once you ve entered a value for the category y

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