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Gradience Records™ User Manual

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1. Check to make sure Firebird Guardian or Interbase Manager is running On a Win 95 98 system there will be an icon in the system tray next to the clock The icon graphic appears as a gray tower with a green flag When you put your mouse over the icon it will read Firebird Guardian This icon will not appear on a Windows 2000 system You may check to see if it is running on a Windows 2000 system by clicking on Start Settings Control Panel and clicking on the Interbase Manager If it is not running click on Start from within the Interbase Manager then try to open the Gradience application again If encountering the message when running from a Client Workstation try this Check the Server Name and Database Path by going to the Server opening the Gradience application and clicking on Help System Information and printing out this information from the TechSupport tab If you don t have the TechSupport tab then you have an earlier version of Gradience and will need to do a screenshot of the System Information screen and Current Users screen and print them out Once you have the Server information go to the Client Workstation that you cannot connect to the Server with From the Workstation click on Start Run and enter HRWARE INI Verify that the Server Name and Database path are the same NOTE The printout of the Server Name and Database path you were asked to print or write down when installing the Server side must be exactly th
2. e Employee Employee name e Case Number Assigned case number e Injury Date From Through This allows you to view all injury dates e Date Reported From Through Date reported from and through e Incident Occurrence How incident occurred e Days Off How many days the employee was off work e Return Date Return to work date Anniversary Report The Anniversary Report produces a list of employees whose hire dates fall within a specified date range Additional options for this report e From Date To Date runs the anniversary report according to this date range Benefits Report The Benefits Report produces a listing of each employee s benefit status Additional options for this report e Eligible Date Shows Benefits with an Eligible Date within selected date range e Joined Date Shows Benefits with a Joined Date within selected date range e Withdrew Date Shows Benefits with a Withdrew Date within selected date range e Waived Benefits Only Shows Benefits with a Waived Benefits date within a selected date range e Report Only Selected Benefit s With this box checked it allows you to select one or multiple benefits to report on Birth Date Report The Birth Dates Report produces a list of employees whose birthdays fall within a specified date range Additional options for this report e Filter Settings runs a birthday report within a certain date range COBRA Report The CO
3. First Last Barcode Tab The Barcode Tab allows you to select the type of Barcode that will be printed If you re not sure which type to use we recommend keeping the default barcode type of Code 39 Gradience Records uses the Employee ID as the Barcode number If an employee does not have an Employee ID number See Employee Detail screen a barcode will not print out on the label Print Barcode This allows ID Badge you to print a barcode across the bottom of the Barcode Type This allows you to select from popular barcode types Layout Barcode Print Stock Label Adjustments Badge Options Ce G Neil ID Badge C Avery 5390 2 25 X 3 5 Avery 5395 2 333 3 375 Avery 5371 Card Stock 2 x 3 5 TEMPLOYEE Susan Athina 7 AM Reprsertatik AGO ID 326Te Eege Sample Company Logo Print Stock Tab The Print Stock Tab allows you to select the label type The Gradience ID Badge Kit S0050 can be requested through our sales team and is specifically designed to work with Gradience Records and TimeClock Each kit makes 25 badges Label Adjustments Tab Printers are not created equally some may print the labels too far to the right or left The Label Adjustments tab allows you to move the labels to the left or right and up or down to accommodate quirky printers Normally you should not need to adjust the labels to the right and left or up and down but it s there in case
4. A code cannot be deleted if it is in use To delete a code click on the appropriate code and click the Delete key A message will pop up to confirm deletion and let you know if the code is in use Using the Enabled feature If you deselect a code by unchecking the Enabled block next to a Code it will not show up as a selection in the drop down box for the appropriate feature For example if you unselect the Enabled block for Not Applicable it will not show up as a selection when entering a body part under Performance Rating Select Code Definitions e Addresses Type This allows you to set codes for the list that will appear under Personal Contacts Address and Address Type e Benefits This allows you to set codes for the list that will appear under Benefits Benefits List e Education Degree This allows you to set codes for the list that will appear under Education Degrees e Education School This allows you to set codes for the list that will appear under Education School e Employee Relations This allows you to set codes for the list that will appear under Personal Contacts Detail and Relations e Performance Rating This allows you to set codes for the list that will appear under Performance Ratings e Performance Reasons This allows you to set codes for the list that will appear under Performance Reason e Salutation This allows you to set codes for the list that will appear under Personal Contacts De
5. Colin csecescosesseodeievtssseseronnteresonvonnevdeee 18 File Men EE 17 Fingerprint BIO Reader Setup Guide 63 Forgotten Password Feature Frequently Asked Questions 0 cceceeeeeseeseeeeees 55 G General RE 13 General Settings ienne aea 11 Global Preferences aonar Si 11 Grouping Opttong cesses eseeseeeeeseneeseseeseeeeees 35 I I 9 Renewals Report Options 0 0 0 0 eeeeeeeeeeeeees 42 ID Badges Report Options 00 0 cee ceeeeeeeeeeeteeeeees 42 Import Export File Format 0 0 cceceeeeseseeeeees 59 Import and Export Import Features 2 0 0 cee eeceesecesneceneeeneeeeseeenseeeseeeeee UE Insert Object Options eee eee eeeseeeeteteeeseeeeeees 62 Inserting an Attachment 62 Trista lati On so e detresse Zeene dt ee det H L Labels Report Options cee eeeeeeeeeteeeseeeeeees 44 License Options enee eebe ENEE een 6 Locations and Departments Setting up Locations and Departments 10 Logging In for the First Time cee eeeeeeeeeeeee 9 M Managing Employee Records N Network Installation ecseeseeeeeeeeeneeseeeeeeeees 7 Network Requirement 0 cess eeeseeeeseteeeneeseeees 6 New Hires Report Options cceeeeeeeeeeeeeeeeees 44 O Open Reminders ers nperi veri s 31 Other Gradience Tabs ccccccccsscceesscsesseeeessseeees 12 P Peer to Peer Installatons 9 Performance Feature 0 cccccccessscceessceeesssceesseeeees 26 Performance Review History Re
6. Departments and Individual Employees ccccssseeeeeees 16 Forgotten Password Feature cccceesceceseeneeeeseeneeeeseeeeeeeesceeeeseseeeeeseaeeeeseaeeeeseeceeeeseesenseeesecenees 16 How to Manage Your Employee Records Information c cccsceceeeeeeeeeeeeeeeeceeeeeeeaeeeeeaeeeeeeeeeas 17 The MentiBate aere Ae tiia o Ae Ee Wee ae caida oad ce ve OES 17 Using Gradience Records AAA 18 The Program Batter aes ate ene ar en aA en A ee 18 The Feature COMM esc eed es a ase a a ee oe dee Ate 18 Recent Features Panes dees tide tive eee die deed tts An cee ete 18 Employee Detail Feature eceeccceescenceeesseeneeeeseeeeeeteeceeeseeeaeseaeesesaeaeeeeseaaaeeeseeeeeeeeeeeeeeeneeneness 18 EEQO Oier Feature A nee aee aa aaiae e a aaaea aa aaa leave dee eelst Eege A EA EAA 19 Personal Contacts Featured destra aaie aeaa a raa aa Asan an aana eaaa a EE aa naaa deSehLeE t 20 Address TaD eiat oe aeaea e E tee E e a AEE as e e aE AEE a e ge edu 23 Benefits a ETE LUT Ke AEEA AE EEE EA EE EE E EEE 23 MNNG GE 24 EMergency Eeer ent eesgdne te Enkes se eeraa EEEa AAE CE E Raa EEEE a AE EROE TEREE EO EE E e AOTER SEE 25 Performance Feature ccs ir aaan ap rataa aAa a Taa aaa Aare e ivy AA aE a ara ATEA AEA aa 26 Wages WEE 27 Eet en EE 27 GOBRA Feature rests ts lhe ccieevistaciehac lege eaan eaea aaa aana e raaa aaae Taa aa aaae aa aaa aaa aTa iaie 28 elle EE 29 Accidents FO ature iarere oaa aA AE ARA EE vaT KATTAA ISA AE FAAEA OKR
7. at once Using a version 7 application with a Gradience database could result in data loss Company Setup Before you begin using Gradience Records follow this checklist to get started quickly PLEASE HAVE READ AND FOLLOWED THE PRECEDING CHAPTER ON INSTALLATION BEFORE INSTALLING ANY Gradience PROGRAM INCLUDING Gradience TimeClock Also have available e Location and Department names e User Information Managers and other users that will have access to the data e Employee Data Employee name Hire Date Work Status full or part time Active Status Active Inactive or Terminated Location and Department Work Hours and Week Hours Logging In for the First Time After installation run the application by double clicking the desktop application The default Login and Password are ADMIN Checklist for Setting Up Gradience Records first needs some information set up to correctly track your employee absences to get started please follow the checklist below If you are upgrading from a previous version install the Gradience version then run the conversion utility Change the Admin password by going to Settings User Security If needed set up access for others who will need to continue setting up the program If you need to give access to specific locations and departments or individual employees set these up first and then come back to User Security and complete security access Security Options Create Locations and Department
8. e Show Unresolved Displays Unresolved open reminders only Creating a New Reminder There are two types of reminders in Gradience One Time Reminders These are reminders that are only meant to remind you of a one time event such as filing an EEO Report Recurring Reminders These remind you of repeating events e Anniversaries e Birthdays e Performance Reviews e 1 9 Renewals Setting a Reminder One Time Reminder Click on Reminders from the Features Column Click New Select check One Time Reminder Enter a Title and Reminder Date If you want the reminder to be associated with specific employees select the checkbox Assign to all selected checked employees This is optional and will create a separate reminder that is associated with each employee 6 If you selected the checkbox in Step 5 you will need to select check any employees that this reminder is about in the Employee Select Column Otherwise skip to the next step 7 By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the reminder to come up for all users logging in Note You must have access to Reminders Assign Users and Reminders Assign Global under User Security to be able to change this option Enter a description of the reminder if needed 9 Click Save MEON gt po Recurring Remind
9. have a checkmark next to them To add a benefit from the Benefits List follow these steps 1 Click on the Benefits List Tab 2 Select a benefit by clicking in the box next to it This will place a checkmark in the box 3 Click Yes to add the benefit 4 Enter the benefit information Click Save You may add other benefits that are not on the Benefit List by going to Settings General Codes and selecting Benefits The Current Benefits Tab shows you all the current benefits for this employee It also allows you to filter the following e Show All This allows you to view all assigned benefits for the selected employee e Show Eligible but Not Enrolled through date This allows you to view benefits that have an eligible date but not an enrolled date e Show Only Withdrawn This allows you to view only benefits that have a Withdrawn date on the Benefit Detail screen Training Feature The Training Feature allows you to track seminars certifications and courses e Seminar Name of the seminar e School Name of the school e Certification Name of the certification e Certification Certification number e Employer Cost How much the company paid for the training e Employee Cost How much the employee paid for the training e Begin Date Starting date of training e End Date Concluding date of training e Expiration Expiration date of training if applicable e Mandatory Select if mandatory e Completed Sele
10. is Attendance Detail Template S Custom Reports Attendance Detail loj x File Edit Window Help sg Bi 2S 2 Zi Save SaveAs Cancel Delete Preview Print Help Close ReportName Report Name Date Report Last Modified Attendance Detail Template 6 22 2006 2 00 20 PM Attendance Detail Template M Make this report available to everyone Custom Sort Fields Custom Filters ReportD efault v D Employees By Location DI D Groupi Location Fort Lauderdale Group2 FullName EmployeelD Master Filter 4 A Custom Sort can be selected by using the drop down selection in the Custom Sort Fields section Custom Sort Fields work by allowing you to select a field which will be used to sort the records on your custom report Some built in examples include LastName and EmployeelD and ReportDefault appears as the default selection when you create your first custom report you will probably want to change the default selection Click Edit first then click the button to the right of the dropdown to edit a Custom Sort field or create a new one A Custom Filter can be selected by using the drop down selection in the custom filter section Since you have already activated editing for items in this window you can go ahead and click the button to the right of the dropdown to edit Custom Filters or create new ones By clicking the View Data button you can see the results of any changes made t
11. primary information e Summary The Employee Summary Report produces a summary report of each employee s primary information e Training Training Report 1 The Employee Training Report produces a record of training sessions attended by all employees e Training Extended Training Report 2 The Training Extended Report produces a training report on legal size paper to fit more information e Education The Employee Education Report produces a record of educational institutions attended by an employee Degrees and certifications are included in this record e Reminders The Employee Reminder Report produces a listing of all open reminders sorted by reminder date e Separations The Employee Separations Report documents reasons for separations e Warnings The Employee Warnings Report produces a printed record of all employee warnings occurring within a specified date range e Dependents The Employee Dependents Report produces a report of employee dependents e Emergency The Employee Emergency Report produces a report of emergency contact information for employees Date Reporting e Anniversary The Anniversary Report produces a list of employees whose hire dates fall within a specified date range e New Hires The New Hire Report produces a list of employees hired within a specified date range e Birth Date The Birth Dates Report produces a list of employees whose birthdays fall within a specified da
12. 46 Creating a Manual backup senses seaeeesaesseeeseeeeess 47 Restoring from a Backup 47 Getting Help with Hecorcde 48 The Help Men A ayant ee dee ee NEE ai ay ane a giver 48 The ET KRY dance nde an A A ion ae ee A een a et 48 Searching for Hlelg o ise cenit at ee ai ds a nei eae deeded iad 48 Using Custom Report norui ae le A eile ata eee dee 49 Importing and Exporting Data 52 NEE 52 Import TEE 52 Required Fields s Sigmi inris indi a E ae fecal ev ee es ee ES 52 IMPONG BEE 53 REI e DEE 54 Troubleshooting nrinig Aiea ane aA ae Aan Ga i Ge 55 Frequently Asked Questions A 55 Unable to connect to Firebird Genver A 55 SQL Parse Error EOF in String Detected AAA 57 Unable to GOnvert recs ar a a eyveth aea Taa oa Ea a aa a aaa Ea A eeh Eden 57 Unable to install on a Windows NT 2000 or XP system ssssssesssssrrsnssssssrnnnnnssresrnnnnnnsnnennnnn 57 Exceeded the authorized user COUME eiretier te thn eeek an uA RERE E ES KEARE REANA ANASARE TREIER ENE 57 Importing EXPO FIO ed EE 59 Using the Notes Comments EitOr cccccecceeeeeeceeneeeeceeeeeaeeeenaesneeeeceaeeeeaaesseaeeeseaeeeeaaeseeneeenaes 61 Adding Attachments to Comments or Notes seseeseeeseeieesieesieeissinsriesrnestinstinstnnsrnnsrnnstnnntnn te 62 Inserting an eu 62 Insert Object Options green erdeelt e ara a aa a age a aaa ebe 62 About the Fingerprint Header 63 Benefits Descriptio NS mirristi ainara ta naa ainai inaia p adena aai aae a
13. Current Settings screen This will install the program files to the Server Click Finish This will start the installation of the needed files to run the database Click Next then the I Agree button if you agree to the license After the installation click Finish Install the Client for any other Gradience versions You do not have to install to the Server again You may also install to other Workstations if needed Double click on the desktop application shortcut To login use the default Login ADMIN and default Password also ADMIN Standalone Computer Installation Instructions Installing to a Standalone Computer is quick and easy Follow these steps NOarhoh Insert the Gradience CD on Standalone Computer Select Standalone as the Setup Type Click on Express and then click Next Click Next at the Current Settings screen This will install the program files Click Finish This will start the installation of the database files Click Next then the I Agree button if you agree to the license After the installation click Finish 8 Double click on the desktop application shortcut the default Login and Password are ADMIN IMPORTANT NOTE FOR VERSION 6 AND EARLIER USERS Gradience software does not share the same database with version 6 or earlier You will need the Gradience version to share the database Call Technical Support at 888 925 7740 for more details Quick Note about Peer to Peer Installations A peer to
14. The backup creates a zipped up file with an extension of GBK Scheduling Automatic Backups To create a scheduled backup follow these steps 1 2 le An Open the DB Monitor program by going to Start Programs Gradience Maintenance and clicking on DB Monitor Enter your login and password If you do not have access to the DB Monitor Backup feature you will need to see your Administrator Click the Backup tab Click New Backup Enter the Backup Type by selecting Daily Weekly or Monthly Enter the military time in which you would like the backup to take place It is recommended to keep the other default settings of Performing Sweep and the path of the backup A different backup will be created for each scheduled backup Note The name of the backup will be Type Backup_ mm dd yyyy _ time to distinguish it from other backups For example Weekly_Backup_08 02 2001_ 2300 or Monthly_Backup_09_01_2001_ 1700 Click Save The backup will be performed within a minute of the scheduled time Note The Server or Standalone Computer where the database is located must be turned on for the backup to complete If the computer is not on at the scheduled time the DB monitor will try to create the backup the next time it is opened Creating a manual backup To create a manual backup follow these steps 1 2 3 4 5 7 Open the DB Monitor program by going to Start gt Programs gt Gradience gt Maintenance and cl
15. This is the easiest format When entering your information into a spreadsheet such as Excel you will need to follow the order of the field names according to the Field Layout page For example the columns should have SSN first then Last Name First Name etc Also you will need to leave a blank column for any fields that you will leave blank For example following the format on the Field Layout page we create a Tab Delimited file with the fields SSN Last Name First Name blank column for Middle Initial field Location Department Date of Hire Full Part Time blank column for Title field blank column for Employee Code field and Active Status All of the fields in bold are required You still need to have a blank column for MI Title and Employee Code in the order of the fields For a Fixed Length format you may use the DOS Editor or any other editor that shows you the field length The lengths of each field must correspond to the Length column under the Field Layout page We recommend using the Tab Delimited format The following is the field layout for importing text files into Gradience Records Fields shown in bold type are required and all import text files must include them Field Name Length Format Social Security Number if fixed 123 45 6789 length format Last Name 11 up to 21 characters First Name 20 up to 21 characters Middle Initial 20 up to 20 characters Location 20 up to 25 characters or numbers Department 50 up
16. availability of health coverage for specific periods of time Your state law may also have provisions Financial institution that may offer special financial services such as low interest credit cards direct deposit and a variety of loans to members Dental insurance coverage for employee s dependents Dental insurance coverage for employee Employee life insurance usually has maximum benefits Hospitalization for employee s dependents Hospitalization for employee Medical insurance for employee s dependents Medical insurance for employee Retirement plan A Accident Detail Report Options 0 cece 38 Accident Feature seege geed Accident Report Optons Adding a New Employee Adding an employee picture cecceseeseeseeeeeeseee 21 Adding Attachments to Comments or Notes 62 Address EE 23 Alter Current Product License ss sss1sssesse1se00 5 Anniversary Report Options ccceeeeeeeeeeeeereeeees 38 B Backup and Restore escesceeseeseeeeeseceeeeeeeeeeeneees Basic Report Options Beneficiaries fest pe Ais wanna Se fe Benefit Descriptions cceeceeseeeeeeteeseeeeeeeeeeeeeeeee Benefits detail tab Benefits Feature Benefits Report Optong ce ceseeeeeeeeenetseeseeeees Birthdate Report Options 0 cece eeeeeeeteeeeeeeeeees 38 C CD Menu Instructons 6 EE ET 37 Checklist for Setting Up 10 Client Server Installation
17. data Getting Help Getting Help with Records There are many ways to get help if you have any questions with Gradience Records First let s talk about the Sample Company and database and then we will discuss ways to get additional assistance Sample Company Tutorial Data A sample company called tutorial database is provided so that you may view the different screens with sample data already filled in It is recommended that you use the program with the sample database in order to get a feel for the program without having to worry about altering live data When you are in the Tutorial Data no changes are made to your live database To open the tutorial database select Start Programs Gradience Training Sample Database The Help Menu Select Help and Contents from the main menu A listing of help topics is displayed Select the Book that interests you using a double click and then double click the topic you wish to display The F1 Key Pressing the F1 key is another way to obtain online help From most areas of the program pressing F1 will display the topic associated for that screen Searching for Help You can search for Help in two different ways using the Help File Method 1 Select Help and Search for Help on from the main menu The Help Topics Index will appear Select the Topic that interests you Method 2 Select Help and Contents from the main menu Click the Find tab If you have not used this feature before t
18. earliest to latest hire date Table Listings Table Listings enable you to view and print out the following settings e User Security Summary e User Security Detail e Locations This prints all locations e Departments This prints all departments e Assigned Departments This prints Locations with assigned departments e General Codes This prints the code listing from Settings General Codes Steps to print a Table Listings report 1 From the Reports menu select Table Listings 2 Choose the Table Listings report you would like to run 3 Click Preview to view the report or Print to print out the report 4 3 In Preview mode click the print icon to send the report to your printer Telephone List Report The Telephone List Report produces a record of all employee phone numbers You can print office phone number with extension number office extension only or home phone number Additional options for this report e Phone Number Allows you to select which phone number to report on e Office Phones with Extension e Office Extension Only e Home Phones e Name Format Allows you to select how to sort the employee names e Display Job Title Allows you to toggle showing employee Job Title Backup and Restore Backup and Restore Operations A Backup is essentially a copy of your employee records Backing up ensures that you can recover from a computer failure or emergency You may also ins
19. you need it Feature Description Left Offset When using the Left Offset positive numbers will offset the label to the right and negative numbers will offset the label to the left Top Offset When using the Top Offset positive numbers will move the labels down and negative numbers will move the labels up Picture Offset The Picture Offsetallows you to stretch the picture by using positive numbers and negative numbers will squish the picture if needed Save Label The Save Label Adjustmentsbutton allows you to save your current settings Adjustment Labels Report This report enables you to print mailing labels for employee mailings Gradience Records supports three different Avery label formats and a number of other printing options General Options Print Phone Number on Label Print Names Only Name Format Last First or First Last Label size you can only choose one size Avery 5160 3 x 10 1 x 2 625 Avery 5261 2 x 10 1 x 42 Avery 5162 2 x 7 1 333 x 4 Sorting Options Location Department Show Social Security Number Include Images for Custom Reports New Hires Report The New Hire Report produces a list of employees hired within a specified date range Performance Review History Report This report is useful for department managers to schedule and prepare for upcoming reviews It shows selected employees next and last review dates increases and ratings It can be sorted by location department and b
20. 3 Click Assign New Photo 4 Navigate to where the employee picture is Select it and click Open If your photo is larger than the recommended size 200x200 pixels you may get a message that asks if you still want to assign the file If you click Yes the program will try to squeeze your larger picture into the frame however the larger size of the file will be maintained and may make the database larger 5 Click Ok Using Twain Import The Twain Import button allows you to import pictures directly from your Twain compliant digital camera You ll need to install the software that came with your digital camera To import a photo from your digital camera follow these steps 1 First you ll need to make sure that your digital camera is Twain compliant and that the software that came with your camera is installed on the same computer where you will run Gradience Connect your digital camera to your computer Open Gradience and navigate to the employee you want to add a picture to Click on the Personal Contacts Tab Select the Edit Picture button and click on the Twain Import button Click the Select Source button and then on your camera name You may have one or two options available 6 1 Camera Name This option allows you to take the picture and import it to Gradience Go to Taking a Picture and Importing to Gradience below to continue instructions 6 2 Photos in Camera Name This option will allow you to download and view
21. BRA Report produces a listing of important COBRA dates for all employees and their dependents if applicable This report shows the date the employee was notified about COBRA benefits if the employee accepted when benefits end and the ending COBRA coverage date Additional options for this report e Employer Ending Date Shows employers ending COBRA date e COBRA Ending Date Shows COBRA ending date e Notification Date Shows employee notification date EEO Detail Report The Equal Employment Opportunity EEO Detail Report shows the data used to compile the EEO Summary Report This report shows the employee name title full time part time status hire date sex EEO category and ethnic code The EEO Detail report is a great report for auditing purposes It gives specific EEO information including Employee Name Title Full or Part time Active status Date of Hire Sex Race and Category Additional options for this report e Employed During From Through Reports on employees employed during a selected date range e Separation Date From Through Employed During must be selected before this option will be available Reports on employees separated during a selected date range e Sort By Hire Date This allows you to sort data on report by Hire Date e Sort By Separation Date This allows you to sort data on report by separation date e Sex This allows you to sort by Male or Female e Select Specific Race This allo
22. EVA EAN SA TA KFAR TAEVAS EETA TAA 31 Eeler 32 Education TEE E 33 Su te ene GE 33 Reports in Gradience RecordS sseseessssesreesnsstnsstnssressrensstnsstnnstnssrnnstesstenntensnensnensnnnsnnnsnnennnnnt 34 BaSic REPOrt tion EEN rnanehna adean aia an anaa aaa a ai eaa EES EE 34 Types of Available Heports nnt 35 IEN LEE E 37 Accident Details ET 38 Anniversary REPO EE 38 Benefits Report sioce scivsccessethssscegesageaas te seaveeceiil datrre Natesnctacuhsheavtn SS EEN ae 38 Birth Date REPO EE 38 COBRA RO 919 EE 39 Employee Detail REport ceceeecceeeseeeceeeseeneeeeeeeneeeeecaeeeesaaensesssaaaeeesseaaeeeseaaneeseeeaneeteeseneeteeeneees 40 Employee Education Report 40 Employee Emergency Report 40 Employee Separations Report sssssssssesssrresrssissiisssirssitssinssttsstnnstnnstnsstnnannnnstnastns annn annn annn nnn at 41 Employee Training and Training Extended Report AAA 41 Employee WarningS Repolt A 41 Entering the Product Key DEMO Mode 42 LO Renewals Repor erroi aE A e E Aar e aT EOE EE 42 ID See EE 42 lapels RODO vase o EEEE AET AEA Jy seh igeet enue dee Seed N Eege ee 44 New Hires ET 44 Salary Ranking Analysis Heport nnna 45 Salary Tax Settings Heport 45 SEMIOMILY FOP O Mac EE 45 PADIS USMO EE 45 Telephone List Report iss eigeet erronis n AnS EESE ET eege eege deed 46 Backup and Restore Operations ccccceceeeeeeeeeeeeeeceeeeeceaaeeeeaeeseaeeeceaeeeeaaeedeeeeseaeeeeeaaesneaeeseeeeeas
23. Employee Name that this reminder is about you ll need to delete the reminder and then re add it Open Reminders Open reminders will appear for the user they are assigned unless the Global option is checked If a reminder is marked with Global then it will show for all users You may view open reminders by opening the program or selecting Reminders from the feature list Note If you have security access to Reminders Assign Users See Security Options you may view reminders set up by other users You may also resolve reminders from the Open Reminders screen Accidents Feature The Accidents Feature allows you to document on site accident information as required by OSHA This Feature in Gradience complies with OSHA s Form 301 and must be completed within 7 calendar days after you receive information that a recordable work related injury or illness has occurred The information must be kept on file for five years following the year to which it pertains in accordance with Public Law 91 596 and 29 CFR 1904 OSHA s Recordkeeping Rule There are many data fields that should be completed with each new incident To add a new accident record click New and fill in all applicable blocks Click Save to keep changes To delete a record click Delete Saieagat EE 4 xX 2 Save Cancel Help Close Physician Incident Witnes Natification This form complies with OSHA s Form 301 and must be completed within 7 calendar days after you receiv
24. Gradience Records User Manual Records Gradience 2007 New Features c ccccecceeneeceeeeeeeaeeeeeeeeceaeeeeaaeeeeneeseeeeeceaeeeeaaeeseaeeesaeeeeaaeseneeesaees 4 System Requirements A 5 Network Requirement cccceesenceeeeeeeceeeeeeeeeeeeaeeeeeeneaeesesseaeesessaaaeeeseaaeeeseeaaeseseeqaaeeeseeseneneseneeees 6 Ree le TEE 6 CD Menu INStructiOns ccceceeeeeececeeeeaeeeeeeeceaaeeeeaae cease caaeeeeaaeeseaeeseaeeecaaeseeaaeeseaeeesaeeeeeeeaeessaees 6 SEIU N 0 EE E conte eyaha ch sacha tara E A A 7 Standalone Computer Installation Instructions ccecceeeeeeceeeeeeeeeeeeeeeeeeaeeesaaeeeeeeeseaeeesaeeneneeeeaees 8 Quick Note about Peer to Peer Installations ccccccceceeeeeeeeeeeeeeaeeeeeeeceaeeesaaeeeeaeeseneeeseaaeeseneeeeaes 9 Upgrading from Version 8 to GradienCe 2007 9 Logging In for the First Time 9 Checklist for Setting Up 10 Creating Locations A Departments eae eeeaaeeeeaaeseeeeeesaeeesaaeeeeeeeseaeees 10 Creating Locations and Department ccccccceeeeeeeeeeeteeeeeaeeeeeeeseeeeecaeeeeaaeeseeeeeseaeeesaaesteeeseeeeess 10 Eelere E 11 Setting up General Codes AAA 13 DSOCUPTY OPUONS zaiena iii a aa ceu sacs acteha cassacuaaesy aa AE TA sieves sas o sees E ata 14 COMMON RTE 14 Detail Tab Common Features 14 Setting up access to specific program features 15 Program Features Records seins ieaiai inai iita AdE Kadia EEEE NEENA EAE ES 15 Setting Up Access To Locations
25. I 9 Renewals Report produces a listing of upcoming renewal dates for employees to resubmit their government l 9 form It shows each employee s name title hire date and l 9 renewal date Additional options for this report e L Renewal Date From Through This allows you to view all l 9 Renewal dates ID Badges This feature enables you to print employee ID badges with photos and barcode There are four types of ID Badges Employee Temporary Guest or without a title Additional options for this report Layout Tab The Layout Tab allows you to select what features will be on the ID Badge For example if you want the badge title to read Guest instead of Employee you can select Guest under the Badge Title e Printing Options Print Title Print Department Print Employee ID Style 1 Print Employee Style 2 Print Location Print Picture Print Company Logo and Print Company Name e Badge Title This allows you to print selected Title across Badge e Name Format This allows you to choose how the name will display on the badge Layout Barcode Print Stock Label Adjustments IV Print Title bh Print Department IV Print Employee ID Style 1 Print Employee ID Style 2 IT Print Location JV Print Picture bh Print Company Logo bh Print Company Name Susan Athina 7 Ap Represestatae AGO ID 325r4 Lago Sample Company Badge Title Ge EMPLOYEE TEMPORARY GUEST NONE Name Format Last First
26. Network 8 COBRA Feature cece ccccseess cesses cseeeeeseeeseees 28 COBRA Report Options 200 0 ceeeeeeeeeeeeetetteeeeeeees 39 Common Features 14 Company Information eee eeeeeeeeteeteeeeeeees 11 Company Setup oo cece ccs cseeeeeeeeeeeeneseeseeeees 9 Contacting Technical Support 49 Creating a manual backup eee eeeeeeeteteeeeeeees 47 Creating a new reminder eee eeeeeeeteteeereeeee 29 Creating Locations amp Departmentz eee eee 10 D Deleting a reminder e ce eeeeceeseeeeeeeeteeeeeeteeeeeeeeees Detail Tab Common Features Display Options 0 0 0 0 cee seeeseeseeeeeeeeees Downloading pictures from camera disk E Editing Company Editing reminders Education Feature EEO Detail Report Oppons cece eeeeeeeees 39 EEO Summary Report Options ce eeeeseeeeeee 39 EEO Other Feature sninn menns 19 Emergency Feature serors siiis 25 Employee Dependents Report Option 40 Employee Detail Feature s ssesseeeeseeeeereeererereerseeee 18 Employee Detail Report Oppons cee 40 Employee Education Report Options ee 40 Employee Emergency Room Report Options 40 Employee Reminders Report Options Employee Separations Report Optons 41 Employee Summary Report Options eee 41 Employee Training and Training Extended Report IDDIE EE EE Employee Warning Report Options Exceeded the Authorized User Count Export Options seset iei iiis Exporting ea eee iae ea neeaaea eei ra F Feature
27. This allows user to view only cannot make any changes READ WRITE This allows user to view add and edit no deleting allowed READ WRITE DELETE This allows user full editing rights to feature Click Save EO Ste Program Features Records Address This allows access to the Address screen under the Personal Contacts screen Emergency This allows access to Emergency screen Benefits This allows access to the Benefits screen COBRA This allows access to the COBRA screen Personal Contacts This allows access to the Personal Contacts screen that allows you to enter emergency and dependent information Taxes This allows access to the Taxes screen Wages This allows access to the Wages screen Performance This allows access to the Performance screen Warnings This allows access to the Warnings screen Education This allows access to the Education screen Training This allows access to the Training screen Accidents This allows access to the Accidents screen Separations This allows access to the Separations screen Reminders This allows access to the Reminders screen Settings Reminders EEO Other This allows access to the EEO Other tab Photo This allows access to Edit Picture under Personal Contacts General Codes This allows access to the General Codes under Settings Setting Up Access To Locations Departments and Individual Employees You should have already
28. V Employee Record Access This allows access to view add or delete employee records Employee Detail This grants access to the Employee Detail screen View SSN This allows access to view Social Security Numbers Run Reports This allows access to run reports Reminders This allows access to add and delete reminders Reminders Assign Global This allows access to assign reminders as Global Reminders Assign Users This allows access to assign reminders to other users User Security This allows access to add edit and delete users and user access Location Department Maint This allows access to assign location department access for users Global Preferences This allows access to edit global preferences Database Monitor This allows access to the DB Monitor Database Backup This allows access to Backup from the DB Monitor Database Restore This allows access to Restore from the DB Monitor Alter Product License This allows access to change one or more Product License Conversion This allows access to run the Conversion Utility Custom Reports This allows access to create modify Custom Reports Import Data This allows access to import employee data into the database Export Data This allows access to export employee data Guest Users This allows access to connect to the database via a third party ODBC driver We recommend EasySoft s ODBC Interbase 6 Driver avai
29. aa detaia a ai aooaa ieoi aaaea T aias 64 Welcome to Gradience Welcome Thank you for choosing Gradience Records to track your company s employee information Our software application includes many features based on the suggestions of our customers and we certainly welcome any further comments or improvements you may have When combined with other Gradience software such as Gradience Records and Gradience TimeClock this powerful tool helps you keep critical employee information without entering data twice Software Features Open ended licensing Unlike many human resource software applications designed for large companies Gradience Records does not require annual licensing However we do encourage you to purchase upgrades so that you have the latest enhancements and newest features to make your job easier Easy standalone PC installation We designed Gradience to be simple to install and get running even for a large client server system Password security Anyone who uses the program must have a login ID and password and you can set different access levels for each user Data import If you already have information from a spreadsheet or other program you can save time setting up Gradience Records by importing it Reminders Set pop up reminders for important dates such as employee anniversaries birthdays l 9 renewals and reviews Reports You can choose from 26 standard reports and change options to get the infor
30. ain menu go to Settings then User Security 2 Either select a user from the list or create a new user 3 Under the Fingerprint heading click on the Add button and follow the onscreen instructions 4 Click the Save button when completed Logging into the program using the Fingerprint Reader 1 Close out and launch the program to get to the login screen 2 Atthe login screen you may log in by fingerprint any time the Fingerprint Scanner Ready message is displaying The Fingerprint Scanner will become inactive after 90 seconds Maintenance Using a non scratch cloth clean the lens of the Fingerprint Reader as needed Appendix E Reference Information Benefits Descriptions Benefit Name 401 k Plan AD amp D Dependent AD amp D Self COBRA Credit Union Dental Dependent Dental Self Life Insurance Major Medical Dependent Major Medical Self Medical Dependent Medical Self Pension Description Employee savings and retirement plan usually deducted pre tax from salary designed to reward employees for their service and to provide a source of income upon retirement disability death and or termination of employment Accidental death and dismemberment Dependent coverage Usually has a maximum benefit This may be company sponsored Accidental death and dismemberment coverage Usually has a maximum benefit This may be company sponsored Federal law requires companies of 20 or more employees to continue
31. an attachment into Right click on this field and select Insert Object Select Create from File Click Browse to navigate to the file you want to attach and click Open Select Display as Icon Click Change Icon and change the Label if necessary to make the name more descriptive 7 Click OK then OK one more time g or Nes Insert Object Options Create New Selecting Create New allows you to insert a new object that you want to create from scratch For example selecting Create New and clicking on Microsoft Word Document for the Object Type and then clicking OK will bring up a blank Word Document for you to enter text When you close out of the Word Document it will appear in the Comments field Double clicking on the Word Document object will bring up Microsoft Word so that you may again edit the document If the Display As Icon option is checked then the Word Document or object type will appear as an icon in the Comments field Create from File Selecting Create from File will allow you to insert an existing object type such as a Microsoft Word document PDF file or Excel spreadsheet Normally this will be the option you will use for every day use If you do not select the Link or Display as Icon option then the object type will be inserted into the Comments field In other words you will see the text as you would see the text on a Word Document within the Comments field Double clicking on this text in the Comments block wi
32. ast Name e Hire Date e Work Status e Employment Status e Location e Department e Hours Day and Week This is the amount of hours an employee works for a typical workday and workweek These numbers are used as defaults when generating report totals EEO Other Feature This option is for tracking EEO information as required by the Equal Employment Opportunity Commission This information should be kept confidential and used strictly for EEO reporting purposes Each EEO field is described below e EEO Category Select the appropriate category for the employee e Date of Birth Enter the employee s birth date e Sex Select Male or Female e Race The select item most appropriate for the employee s race e Apprentice Check the checkbox to indicate the employee is an apprentice Note The provided categories and race selections are taken from the official EEO categories as defined by the EEO commission You may create other categories by going to Settings General Codes and selecting EEO Other Other The following items are miscellaneous information that you may choose to store about each employee e Clearance Level This field would generally be used for a security clearance For example some government contracts may require your employees to have a security clearance such as Top Secret Secret Classified etc If your organization doesn t have a need for this information you could use this field for other purposes like whet
33. ches the Microsoft Word spellchecker Using the Rich Text Editor When you right click and select Edit the text editor opens in a separate window giving you access to all Right Click Menu commands in a word processor like environment Here s a brief overview Toolbar D New Creates a new document amp Print Prints document gh Find Finds specified text Y SpellCheck Checks spelling Requires MS Word installed A Cut Cuts selection and puts it on the clipboard Copy Copies selection to clipboard P Paste Pastes selection from clipboard gt Undo Reverses the last action cu Redo Reverses the last Undo action Format Bar MS Sans Serif Font Type Changes the font selection g D Font Size Changes the font size BZ U Bold Italic Underline Changes the font to Bold Italic or Underline B Font Color Changes the font color 5 Left Center Right Changes the text to Left Center or Right Alignment Alignment i Bullet Inserts Bullet E Highlight Highlights selected text Adding Attachments to Comments or Notes Each Comment or Note field allows you to insert an attachment to that field Attachments can be a Microsoft Word Document Microsofts Excel spreadsheet PDF Rich Text Format or even a picture file Attachments may be linked to a file displayed as an icon or inserted into the field Inserting an Attachment To insert an attachment follow these steps Locate the Comment or Note field you want to insert
34. classifications from the EEO categories table EEO Categories are job classifications such as Sales Workers Craftsman Professional etc e COBRA The COBRA Report produces a listing of important COBRA dates for all employees and their dependents if applicable This report shows the date the employee was notified about COBRA benefits if the employee accepted when benefits end and the ending COBRA coverage date e 1 9 Renewals The l 9 Renewals Report produces a listing of upcoming renewal dates for employees to resubmit their government I 9 form It shows each employee s name title hire date and l 9 renewal date e Accident Report The Accident Report produces a listing of all reported accidents that occurred within a specified date range e Accident with OSHA The Accident with OSHA report produces a listing of all reported accidents that occurred within a specified date range Telephone List The Telephone List Report produces a record of all employee phone numbers You can print office phone number with extension number office extension only or home phone number ID Badges This feature enables you to print employee ID badges with photos Labels This report enables you to print mailing labels for employee mailings Records supports three different Avery label formats Avery 5160 3x10 2 63 x 1 Avery 5261 2x10 4 x 1 and Avery 5262 2x7 4 x 1 33 Gradience Records now enables you to adjust the posit
35. ct if employee completed the training e Comments Enter notes regarding training plus file attachments To add a new training record click on New and fill in all appropriate blocks You may also enter the Seminar School or Certificate name on the screen Only names that have been entered through the General Codes screen will appear on the drop down box To add to the list under Seminar School or Certification go to Settings General Codes and click on Training Seminar Training School or Training Certificate Click Save to keep changes To delete a record click Delete Taxes Feature The tax screen can be used to record an employee s exemption and filing status This information is usually found on the employee s W 4 form e Number of Dependents Dependents may be children spouse parents or other e Number of Federal Exemptions This is the number of exemptions that an employee is claiming e Additional Amount Withheld Any additional amount withheld from an employee s paycheck e Federal Tax Withheld Amount of Federal tax to be withheld from an employee s paycheck e Effective Date Date of changes made to the employee s family status or the initial hire date e Other Taxes This allows you to indicate if other types of taxes are paid e Filing Status This allows you to enter the employee s filing status e Full Time Student If the employee meets the requirements to be classified as a full tim
36. d Gradience TimeClock Purple The Feature Column The Feature Column allows you to select which feature will be displayed in the Feature Pane on the right side To make it easier we also color coded the features of each program For example if you select Gradience Records and select Employee Detail from the feature column you will see a red title bar Recent Features Pane This is a list of the most recently used features Clicking on a feature from this list will bring it up in the Feature Screen It s a quick way to get back to a previous screen Employee Detail Feature The Employee Detail Feature is the main data entry and viewing screen for employee information It is shared between the Gradience versions of Records Attendance and TimeClock If only one program has been installed the features for the others will not be seen The screen is divided into two sections the search and browse view on the left and the main data entry screen on the right Note Pictures are assigned to an employee through the Edit Picture button under the Personal Contacts or Employee Detail Feature e Salutation Select Mr Mrs Ms as appropriate this field is not required e First Enter employee s First Name e Middle Enter the first letter for the employee s Middle Name Middle Initial e Last Enter the employee s Last Name e SSN Employee s Social Security Number or other National ID as selected under Global Preferences General Sett
37. d a Gradience Records icon will appear on your desktop Setup Types e STANDALONE Use this option if you are installing to a standalone computer This will install both the program files and database files to your local drive e SERVER This is the first of two steps in the Client Server Installation either for true client server configurations or peer to peer network that may be using a workstation PC for the database Choose this option to install the database and application files on the Server and before installing the Client application to PC workstations e CLIENT This is the second step in the Client Server installation e After clicking on a Setup Type you will have the following options e EXPRESS We recommended that you select this option if you are installing or upgrading Gradience Records for the first time This will take you through the installation process with minimum user intervention e CUSTOM This option is for Advanced Users who have specific installation needs Note A Client Server Installation is recommended The database is more secure than if you install it on a Standalone computer especially when installing Gradience TimeClock When running Gradience TimeClock on a Standalone computer you run the risk of someone changing the clock settings and creating false time card entries On a Client Server Installation the database and time are pulled from the server not from the client workstation Installation Over
38. ds e Locations Departments Allows you to add edit locations and departments and assign departments to a location Reports Menu Previews and prints up to 36 reports you can also access this list and select a report by clicking Reports on the left Feature Column Help Menu e Contents Brings up the Help File e Check For Updates Checks for any new updates e System Information Displays database information and current users e About Displays program version number and current license e Alter Current Product License Allows you to enter edit product key code e System Information Displays database information and current users e About Displays program version number and current license e Alter Current Product License Allows you to enter edit product key code Using Gradience Records Gradience Records is now easier to navigate than ever before Even better if you have other Gradience software installed such as Gradience Attendance and TimeClock you have access to all programs and features from one convenient interface The main parts of the Gradience user interface are the Menu Bar Program Bar Feature Column Employee Select Column Selected Feature Pane and the Recent Features Pane The Program Bar The Program Bar allows you to select the Gradience program you wish to use and displays its features in the Feature Column The programs are color coded as follows Gradience Attendance Green Gradience Records Re
39. e ReportTitle ixj e 2 FrxReportt TfrxReport x 7 Ps e GroupHeader Gogrkaie Augtarrtetk ae roperties r ab ies Events l S Employee Info A DataSet Not assigned 2 EEngineOptior TfrxEngineOptions P Sg Se SS T ag ae a e lPreviewOptic TfrxPreviewOptions Name MasterTable FullName Location Master able Loca Hire Date AuxiliayT Stus Aucie PrintOptions TfrxPrintOptions Title AuxliaryTable JobTitle Department MasterTable Depaitm SSN AuxiliayT Hours G T EReportOptior TfrxReportOptions S J me Version 3 22 e Absence Category Assignments d SZ ia Absence Category Plan 3 D e E gt Classes AbsenceClass A Classes PlanDescription CH e gd 8 Days Earned Used 2 IEN a DataSet S re To Date Totals Yearto Date Totals a d l4 Links the object to the dataset that contains the o BR ield il we K hte H 2 H 1 Alt wg ae E N D nn E r eg Kremer age era 10 Once you are finished editing your custom report in the designer click File gt Save Save As or Exit to close the report to return to Gradience Import and Export Importing and Exporting Data The import feature allows you to add new data from a text file into the Gradience program Conversely Overview The import feature allows you to add new data from a text file into the Gradience program Conversely the export feature allows you to export data from the Gradience
40. e information that a recordable work related injury or illness has occurred It must be kept on file for 5 years following the year to which it pertains in accordance with Public Law 91 596 and 29 CFR 1904 OSHA s Recordkeeping Rule Completed By 7 Physician Health Care Professional Information Name of attending Physician or Health Care Professional de Pas ent Cae Peso __ Location where treatment was given if different from worksite Facility Name poe oo Street Address Include City State Zip oom Was employee treated in an emergency room C Yes Ge No Was the employee hospitalized overnight as an in patient C Yes Ge No If pes length of stay Warnings Feature The Warnings Feature allows you to record disciplinary action which protects employers in the event there s a dispute especially if repeated warnings formed the basis of serious employee sanctions e g suspension demotion or termination Several areas of information are new with this version of Gradience Records e Date Date of the employee s unacceptable behavior or incident e Time AM or PM Time of the incident e Date of Warning The date that the employee received the warning e Interviewer Identify the individual giving the warning e Warning Type Select the reason for the warning as defined under Reason Codes under the Settings menu e Comments Enter additional information regarding this warning including fi
41. e same when entering this information on the Client Workstation s The Client needs to have TCP IP installed This is done through the Network Neighborhood Properties Please see your Network Administrator if you need more assistance in setting this up If everything is the same on the Client as it is on the Server and you re still unable to connect then try this If your Server has a static IP Address try entering this for the Server name when installing to the Client Workstation 5 If running from a Client Workstation and you went through the steps above and it didn t fix the issue check with your MIS or Network Administrator regarding the status of the Server SQL Parse Error EOF in String Detected Issue Getting the above error message when logging in Description This is caused when pressing the comma key and Enter key at the same Possible Resolution s Avoid pressing the comma and Enter key at the same time Unable to Convert Issue Conversion program not installed unable to convert Description This is usually caused when installing the Gradience program on a computer that doesn t have version 6 already installed and you need to convert your version 6 data Possible Resolution s Install version 6 either Attendance or Confidential Employee Record doesn t matter which one then re install the Gradience program You may get version 6 either from the Gradience CD or from our Website at www gradiencesuppo
42. e still recommend downloading and installing the latest update Possible Resolution Download and install the latest Gradience Confidential Employee Record update from our Updates area on our Website at www gradiencesupport com Please follow the installation instructions After downloading and installing the update follow the steps below to clear the connections 1 Close Records or any other Gradience Programs that are open Open DB Monitor and log in if it is not already running The DB Monitor resides on the computer where the Gradience database is installed Click the Connections button Click the Refresh button to verify all connections are N not active If all connections are N then Click the Clear Inactive connections button this will reset the connections 6 If you wish to close the DB Monitor not recommended if you have automatic database backups scheduled right mouse click on the icon Gradience Database Monitor located in the system tray area select Shutdown Database Monitor and click OK to close DB Monitor 7 Otherwise click the Hide button Te o Appendix B Import Export File Format Importing Export File Format You may import and export only the fields on the Field Layout page There are two different formats that you may use Tab Delimited and Fixed Length For a Tab Delimited format you may use any program that allows you to save as Tab Delimited Excel and Access are two that will allow this
43. e student you may check this option e Comments This allows you to enter additional tax related notes Emergency Feature The Emergency Feature allows you to designate whom the company should contact in case of emergency as well as the call order It s a fast way to get this information because you simply select the employee then the Emergency Feature Contact information is taken from the Personal Contacts screen To assign a contact name follow these steps Note Contact Names must be entered through the Personal Contacts screen before you will be allowed to assign emergency contacts Click Personal Contacts and enter any new contacts See Personal Contacts From the Emergency screen click New This will create a blank row Click on the blank row This will show a drop down arrow Click on the drop down arrow This will show you a list of contact names to choose from Enter Notes if necessary Click Save To unassign a record click Delete This does not delete the contact name from the Personal Contacts screen it only unassigns the name from the Emergency window OO WN Performance Feature The Performance Feature allows you to schedule and track performance reviews as well as document employee skills and achievements Several new areas of information have been added to this feature for Gradience Version 9 plus you can now attach supporting documentation files to comments fields e interviewer Name of the person co
44. ecurity numbers from being viewed inside the database in the event the database itself is lost or stolen This feature has no effect inside the program itself meaning as the Administrator you will still be able to view Social Security numbers in their regular format However if you were to try and examine these numbers inside the database by using a database utility designed for that purpose you will NOT be able to do so How to Turn On Encryption Look for the Encrypt Data button Once you click Encrypt Data you will see a dialog box asking you for an encryption key Enter any alphanumeric combination and click OK Important Please write down or store your encryption key in a safe place If you lose it you will need to contact Technical Support to get it back Common Features Features under the User Security Features Tab are shared among Gradience Records Attendance and TimeClock For instance Locations and Departments Accidents Performance and Personal Contacts are common to all three programs as are Global Settings Even if you only have one of the listed programs you will need to follow these instructions to set up user access rights Note You will not see the Attendance and TimeClock tabs if those programs are not installed Detail Tab Common Features Search For This allows you to search by User Name Save As This allows you to create additional users based on the access rights of another user Process Taylor CS
45. ee works Location Department Full or Part time Active Inactive or Terminated Status Required data The Menu Bar File Menu Maintenance gt Backup Database This lets you perform a database backup while running the program Import Data Imports basic employee data into the Gradience database Export Data Exports basic employee data from the Gradience database See Exporting Delete Employee Deletes an employee from the Browse or Employee Detail screens Note This cannot be undone and deletes all data for the selected employee Process Taylor CSV Exit MRU list Allows you to quickly select an employee by clicking on his or her name View Menu Filter Page Gives other options for sorting and filtering such as hiding terminated or inactive employees Open Reminders Brings up all open reminders those not checked as resolved Checklist Displays Checklist screen that helps you set up the program Welcome Displays initial Welcome screen that pops up when you first run Gradience Records Settings Menu e User Security Allows you to set user access to features locations departments and employees e Global Preferences Allows you to set program preferences such as Company Info Report Options and other program options e Guest Users Allows you to set up user access for connection through an ODBC driver e General Codes Allows you to add edit fields for most drop down fiel
46. efit Benefit Name e Eligibility Date The date the employee is eligible to receive benefits e Date Enrolled The date the employee enrolled in the benefit plan e Date Withdrew The date the employee withdrew from the benefit plan e Coverage or Deduction You may use this field to enter the amount of coverage for a specific benefit or a deduction amount e Employer Cost This allows you to break down in dollar amounts how much money the company will contribute Beneficiaries You may assign a recipient of a benefit by assigning their name in the Benefits block In order to assign a beneficiary name to a benefit the name must first be entered into the Personal Contacts screen See Personal Contacts for setting up other names e Primary Main beneficiary e Secondary Alternate beneficiary e Relationship This will fill in automatically from the information entered into the Personal Contacts screen e Allocation 0 100 This allows you to allocate how much each beneficiary receives e Waived this benefit This will denote if employee waived this benefit e Approval on File This will denote if approval is on file e Comments Use the arrow keys to scroll through the benefits or click on the Current Benefits Tab select a benefit from the list and click back on Benefit Detail Using the arrow keys will scroll through assigned benefits Click on the Benefits List to see assigned benefits Assigned benefits will
47. ependent and contact information e Address This allows you to add edit address information for each employee s contacts Personal Contacts Browse Contacts Tab The Browse Contacts Tab allows you to quickly locate contact information for an employee The first Relation listed will always be the selected employee This helps identify which employee you are assigning contact information for You have the following options Filter by e Show Only Dependents This allows you to show only names marked as dependents e Hide Employee This allows you to hide the employee name Sort By e First Name This sorts in alphabetical order by first name e Last Name This sorts in alphabetical order by last name e SSN This sorts in numerical order by Social Security Number e Relation This sorts in alphabetical order by relation type Selecting the above options will carry over when going to the Personal Contacts Detail and Address screen Personal Contacts Contact Detail Tab This Contact Detail Tab allows you to enter dependent and contact information All contacts whether dependent or emergency need to be entered through this screen before assigning them in the Emergency Tab The first Relation on the Contact Detail Feature is the Employee you want to add dependents or contact information to The title Employee under the Relation drop down box for this person cannot be changed To add a dependent or other contact follow t
48. er To create a recurring reminder follow these steps Select Reminders from the feature list Click New Select check Recurring Reminder Select the type of reminder Anniversary Birthday Performance Review or l 9 Renewal Select a Through Date when do you want to stop the reminder from occurring Select how many days you want to be reminded before the event By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the reminder to come up for all users logging in Note You must have access to Reminders Assign Users and Reminders Assign Global under User Security to be able to change this option 9 Enter a description of the reminder if needed 10 Click Save ONO O D a Deleting Reminders Reminders are deleted from the Main Reminders screen by clicking on the Delete icon Editing Reminders There are two ways to edit reminders Main Reminders screen From the main Reminders screen you can edit the following columns just by clicking in the field Reminder Date Title Resolved and Description Edit Reminders screen Clicking on Edit from the main Reminders screen will bring up the Edit Reminder screen You may also double click on the title of a reminder The Edit Reminders screen allows you to change the Title Reminder Date User and Description Note If you need to change the
49. er a date or click on the drop down arrow to select a date e Comments Enter comments regarding education Click New to create a new record and fill in all applicable blocks Click Save to keep changes To delete a record click Delete To add to the School or Degree list go to Settings General Codes and click on Education School or Education Degree You may also enter the Seminar School or Certificate name on the screen Only names that have been entered through the General Codes screen will appear on the drop down box Emergency Contacts The Emergency Feature allows you to designate whom the company should contact in case of emergency as well as the call order It s a fast way to get this information because you simply select the employee then the Emergency Feature Contact information is taken from the Personal Contacts screen To assign a contact name follow these steps Click Personal Contacts and enter any new contacts See Personal Contacts From the Emergency screen click New This will create a blank row Click on the blank row This will show a drop down arrow Click on the drop down arrow This will show you a list of contact names to choose from Enter Notes if necessary Click Save Oapwn gt Reports Reports in Gradience Records Gradience Records creates many reports and charts that relate to employee record keeping For additional reporting capability please try Gradience Attendance which offers yo
50. ew period plus assign a percentage to the amount of the goal that was achieved The comments field for each goal allows file attachments e New Goals Achieved List up to five major goals the employee should work toward until the next review you can periodically update the percentage achieved as you get closer to the next review The comments field for each goal allows file attachments e Additional Comments Here you can write any remaining notes concerning the review plus add file attachments To add a Performance Review click on New and fill in all applicable fields then click Save Clicking on Print then Review Detail prints the Performance Review for the selected employee and review date Wages Feature Use the Wages Feature screen to track employee salaries and wage histories e Reason for Change The Reason for change in wage amount e Effective From Date of pay change e Effective To Date of next review e Department Enter new department if applicable e Job Title Enter new title if applicable e Reason for Change Type of change merit increase length of service etc e Pay Frequency Frequency that employee is paid e Rate Employee s pay rate e Maximum Pay range high end e Minimum Pay range low end e Exempt Indicates exempt status An employee is considered exempt if pay is determined on a salary basis An non exempt employee is paid by the hour e Hours Choose Full or Pa
51. g features for all comments and notes fields as well the ability to attach objects and documents within these fields When documenting employee absences you may find it useful to attach Copies of e mails Word or Excel attachments that you ve used for tardies warnings and specific sections of reviews Gradience Forms personnel forms for vacation requests FMLA requests and company responses warnings and counseling reports Right Click Menu Commands Right click on any notes or comments field the menu shown at right will pop up with the following options e Edit Opens the full text editor e Cut Copies to the clipboard and deletes the currently selected text e Copy Copies the currently selected text to the clipboard e Paste Pastes the currently selected text into the comments or text field e Font Brings up a standard font edit window with settings for font style size effects and color e Bullet Style Toggles bullets for selected paragraphs on and off e Paragraph Brings up a standard paragraph settings window for alignment style indentation and line spacing e Tabs Lets you set tab stops for selected paragraphs e Find Searches for the text you enter e Replace Searches and replaces text according to your settings e Insert Object Opens the Insert Object window and lets you select either a type of new object to insert into the notes comments field or attach an existing file e Check Spelling Laun
52. gram you may enter the year as a four digit number e Default Hours in a Day These are the default hours that will be assigned when creating a new employee The Day Hours on the Employee Detail screen will be filled in automatically with these default hours when a new employee is created e National ID Number Format Label Selecting one of these options will allow you to set the mask for the National ID Number Format The default mask is set to the USA SSN format With this selected whenever you enter a new employee the dashes will automatically come up in the XXX XX XXXX format The label is the title that will appear on the Employee Detail screen SSN by default e Allow use of Forgotten Password Utility This option allows access to a utility that can be used only with assistance from Technical Support to gain access into the Gradience program In order to use this feature we require that a statement on a company letterhead and signed by a supervisor be sent by fax or mail stating that the user is allowed full access into the program We keep statements on file Call Technical Support if you have forgotten or lost your Gradience password e Forced Writes for Interbase If running the Gradience database on a Standalone computer this option will help to keep the database more stable A Workstation is more prone to lock up or crash than a Server If the Gradience database is installed on a Workstation and the program is open at t
53. he Find Setup Wizard will walk you through setting up the search index Once the search index has been created type in the Keywords you would like to search for and the results will be displayed Typical Issues A list of typical errors or messages that were known at the time of publication are listed in Appendix C Troubleshooting For more complete information please refer to one of the following e Readme txt file located in the gneil cerf8 program directory e Help File located in gneil cerf6 or accessible from the Start Menu e Internet site www gradiencesupport com Contacting Technical Support Technical Support for Records is available as follows Internet www gradiencesupport com To view our technical support website please click the Help menu About This will link you directly to our Tech Support website Note Before clicking this link please be sure that your computer is connected to the Internet E Mail Requests techsupport qradiencesupport com Phone Requests 888 925 7740 8 30 a m to 6 00 p m EST Monday Friday Please be sure to consult the user manual and troubleshooting options before submitting a help request Using Custom Reports From any report feature and after selecting filters and options such as Date ranges Location and Department groupings etc you can begin the process of creating a custom report Custom Reports are a function of the FastReport engine built into Gradience The purpose of t
54. he time the computer locks up or crashes the database is prone to becoming corrupt and possibly unrepairable A computer lockup or crash can be attributed to several things including having too many programs open at the same time than what your computer memory can handle e Note If the database is installed on a Workstation or Standalone computer we recommend keeping this option checked The performance may lag a little but unless you have more than 800 employees you may not even notice it We also recommend having a current backup created within Gradience or DB Monitor available If the database is installed on a Server normally a backup of the whole Server is created on a daily or regular basis We still recommend setting up Scheduled backups within DB Monitor but having this option checked is not as important on a Server e Prompt for backup on Exit This option allows you to turn on or off the message prompting for backup when you close out of the program Backups are very important We recommend that you turn this feature off only if you have scheduled backups within the DB Monitor e Remember last login name This option remembers the last user logged in and reenters the login name on application startup e Enable Taylor Processing This option enables Taylor processing Report Options Tab These settings affect how reports will appear by default e Print Preview Toggles turns on and off showing preview first before p
55. her or not this employee has authorization to enter the building after hours etc e Clearance Date This field would generally be used for storing the date that a security clearance was granted This field is optional and can also be used for other dates as you see fit e License This field is optional and can be used to store a license number if appropriate for your type of business e Veteran Status If your business has a need to track an employee s veteran status select the appropriate veteran status for the employee e Martial Status Select the marital status of the employee Note The provided categories and race selections are taken from the official EEO categories as defined by the EEO commission You may create other categories by going to Settings General Codes and selecting EEO Other l 9 e Verified Is the employee verified for l 9 Renewals e Renewal Date Select the date for Renewal Personal Contacts Feature The Personal Contacts Feature allows you to add and edit dependent and emergency contact information There are four tabs within the Personal Contacts Feature Browse Detail and Address that are discussed below Note Before setting up your emergency information under the Emergency Tab you will need to enter the contact information into the Personal Contacts Feature e Browse This allows you to view dependent and emergency contact information in a column format e Contact Detail This allows you to enter d
56. hese steps 1 Select an employee from the employee list 2 Click New 3 Enter First Name Last Name and Relation information required fields Enter other fields as needed Salutation Maiden Name Birth Date SSN Student Disabled and Dependent info Note When entering Relation information you may add to the list for the type of Relation child aunt doctor physician etc by going to Settings General Codes and selecting Employee Relations from the Select Code column Click whether to hide photo on this screen if assigned Click Save Click the Edit Picture to assign a photo to this contact person Click Address to add an address to this contact person WEI Adding an Employee Picture A photo gives you a visual image of an employee their dependent s or emergency contact person s Photos are not required We recommend you use a digital camera to take your photos and save the images in the industry standard JPEG JPG picture format or Bitmap BMP format An image size of 200x200 pixels works best If your picture is larger than this the program will squeeze your larger picture into the displayed picture frame If your digital camera has TWAIN support you can import the picture right into Gradience using the Twain Import feature To add an employee picture follow these steps 1 From either the Personal Contacts or Employee Detail Feature select the employee you want to add a picture to 2 Click Edit Picture
57. his tutorial is to take you through the process for creating a custom report editing some basic information inside FastReport then showing you the outcome For a full tutorial on working with FastReport please see the FastReport documentation Custom Reports give the user the option to present data from the original template report in new and exciting ways How it works is the default Gradience report called a template inside the application is used as a base for the new custom report The user can always start a new report from scratch but it is usually easier to create a new report by modifying a copy of the original template To create a custom report based on an existing report you would click the Save As button and select a new name for the report You would then proceed to edit the new copy of the report To edit an existing report select the report and click the Edit button If you attempt to edit the Default report a new name will be automatically assigned To create a custom report follow these steps 1 For this example we will use the original Attendance Detail report as a template to create a new custom version of the report Start by navigating to Reports gt Attendance Detail 2 Locate and click the Custom Report icon near the top right of the pane 3 A new window titled Custom Reports Attendance Detail will appear shown below As you can see the current report name in grayed out text
58. ibution Options Trade Secret Confidentiality Obligations Vacation Due Days Hours OF OO Or OO 0 To add more reasons and separation types to the drop down list go to Settings General Codes Click New to record a new record Click Save to keep changes Click Delete to delete a record COBRA Feature Gradience Records tracks basic COBRA related information for employees leaving your company Qualifying events typically associated with COBRA Employee Termination Reduction of Hours Employee Death Divorce or Separation Medicare Entitlement Loss of Dependent Status COBRA Detail Tab e Employee or Dependent Shows selected person e Event Allows you to choose the triggering event e Dates Allows you to enter the dates for Employer Ending COBRA Ending and Employee Notified e Acceptance Allows you to indicate what type of response was given from the employee e Apply to all Dep Clicking on this button will assign the currently displayed COBRA information to the employee and all their dependents In order for the COBRA Feature to be able to perform this action dependents need to be entered in Personal Contacts for the selected employee e Comments Enter supporting information here as well as file attachments that document the employee s notification of COBRA events Click New to add a record Click Delete to delete a record COBRA Browse Tab The Browse allows you to view all employee dependents at a glance T
59. ick on DB Monitor Enter your login and password If you do not have access to the DB Monitor Backup feature you will need to see your Administrator Click the Backup tab Click the Backup Now bution Click Yes to the message Do you want to perform a sweep after the backup completes Note A Sweep is a maintenance feature that keeps the database working at peak performance Click OK at the Select Directory screen It is highly recommended that you keep the default location Note You may only backup to the Server or Standalone Computer where the database resides Click Close when the backup is complete Restoring from a Backup Remember restoring a backup will overwrite all data in the current database Restore may only be run from the DB Monitor on the Server or Standalone computer To restore follow these steps 1 Go to the Server where the database files are located Restore cannot be done from a Workstation 2 Open the DB Monitor program by going to Start Programs Gradience Maintenance and clicking on DB Monitor 3 Enter your login and password If you do not have access to the DB Monitor Restore feature you will need to see your Administrator 4 Click the Restore tab 5 Click the database to restore 6 Click Browse and double click the backup you wish to restore 7 Click Start Restore 8 After Restore is complete click Hide to minimize the DB Monitor You may open the program to see your restored
60. ings e ID Enter a unique ID for the Employee e Hire Date Enter the date the employee was hired If the employee has been hired more than once you should enter the last most recent hire date e Work Status Select Full Time or Part time as appropriate e Employment Status Select Active Inactive or Terminated to show the employee s status e Type Select Regular or Seasonal e Job Title Enter the employee s current Job Title e Location Select the location at which the employee is primarily employed e Department Select the Department that the employee is currently assigned to e Day Hours Enter the number of hours the employee will work in a typical workday e Week Hours Enter the number of hours the employee will work in a typical workweek e Hide Picture Click in this box to hide the assigned picture To assign a picture see the Edit Picture button under the Personal Contacts Feature e Supervisor Enter the employee s Supervisor e Position code Enter the employee s position code e Recruiter Enter the employee s recruiter e Source of Hire Enter the employee s source of hire e Comments Enter any comments about the employee e Edit Picture Remove or Assign a picture for the employee Adding a New Employee 1 Click the New button 2 Enter the Required Fields You can use the TAB key to move from field to field or hold down the SHIFT key and press TAB to move back a field Required Fields e First and L
61. ion of your labels On the Label Report screen there are two options Left Offset and Top Offset Adjust the position of your labels using these two options Charts e Salary Breakdown The Salary Breakdown Chart allows you to view salaries broken down in a pie chart bar graph line or point chart format e Ethnic Codes The Ethnic Codes Chart allows you to view race categories broken down in a pie chart bar graph line or point chart format Charts Salary Breakdown Ethnic Codes and EEO Category Breakdown Report Interface Charts allow you to view Salary Breakdown Ethnic Codes and EEO Category Breakdown information Charts can help you view information at a glance Using the charts you can view these charts e Salary Breakdown Enables you to view and compare salary breakdown e Ethnic Codes Breakdown Enables you to view your companies race breakdown e EEO Category Breakdown Enables you to view your companies EEO category breakdown Follow the steps here to print a chart 1 Click Reports from the main menu select Charts then select the Chart you wish to use 2 Select the Options you want 3 Click Run Graph The chart control window will appear 4 The selections here will affect the chart as it is shown on screen Select the options you want and click the Preview amp Print icon to see how the chart will appear From the Preview screen click the Printer icon to print the chart When you click on Run Graph y
62. l Security Number on Report Displays the employee SSN on reports e Include Images for Custom Reports Check this box if you want to include images when creating or printing your custom reports Employee Warnings Report The Employee Warnings Report produces a printed record of all employee warnings occurring within a specified date range Additional options for this report e Warning Date filters on warnings given within this date range e Show Comments displays comments on Warnings report e Show Consequences displays consequences on Warnings report e Grouping Options By checking these boxes you can group your report by Location Department or by Show Group Totals e Include Images for Custom Reports Check this box if you want to include images when creating or printing your custom reports Entering the Product Key DEMO Mode The Product Registration window allows you to either enter the Product Key or Demo Mode The Product Key is located on the inside of the CD Sleeve that comes with your purchase Each Gradience program comes with it s own Product Key To enter the Product Key click on the Edit Key button and select Continue To enter in Demo Mode for a 30 day trial click on the Demo button and select Continue Note The Continue button will not activate until you click EditKeyor Demo New You may now enter your Product Key during the installation of any Gradience program l 9 Renewals Report The
63. lable at www easysoft com Setting up access to common features Detail Tab Click New from the User Security gt Detail screen Enter a Log In and Password letters and numbers only and the user s Full Name Select options for Displaying Reminder Alarms and Hints for this login Select Yes to allow the user to begin logging in after giving access Setting this option to NO is a good security measure when users are out of the office for a number of days Select what type of Feature Access users will have by clicking in the Feature Access Rights field 6 Clicking on the arrow will allow you to select from the following 7 NO ACCESS no access to selected feature 8 READ ONLY allows user to view only cannot make any changes 9 READ WRITE allows user to view add and edit no deleting allowed 10 READ WRITE DELETE allows user full editing rights to feature 11 YES allows access to feature 12 NO no access to feature 13 Click Save PONS a Setting up access to specific program features Once the above steps are completed follow these steps to set up access to specific program features 1 From Settings then User Security click on the Records Tab 2 Select what type of Feature Access users will have by clicking in the Feature Access Rights block until a drop down arrow shows up Clicking on the arrow will allow you to select from the following NO ACCESS No access to selected feature READ ONLY
64. le attachments that could provide supporting evidence You can also note any other persons who witnessed the incident or presentation of the warning e Notification Select the type of notification either verbal or written Gradience recommends employers always give warnings in written form with both the Interviewer and Employee providing signature and date e Action Taken Select the type of action that was taken o Warning only o Probation o Suspension o Dismissal o Other Specify in Comments field e Signed Copy By Employee Supervisor As noted above a signed hardcopy of the warning by both employee and supervisor is best Check here to verify this important step was taken e Consequences should the incident occur again Note here what the employee should expect should the incident be repeated The most broad statement would be Disciplinary action up to and including termination To add additional Warning Types go to Settings General Codes and click on Warnings Click New to record a new record Click Save to keep changes Click Delete to delete a record Education Feature The Education Feature allows you to record information about an employee s educational background e School Name of the school e Degree Select a degree or certification from the drop down list see the Schools button for information on adding to the list e Graduated Employee s graduation status e Date Graduated Ent
65. ll bring up Microsoft Word so that you may edit the document We recommend selecting the Display as Icon option when inserting an object This inserts the object type within the Comments field however it shows as an icon When you double click on the icon it brings up the object within the program that created it The Link and Display as Icon options will perform the following depending on your selections Selected Link Display Results As Icon Inserts the contents of the file as an object into your document so that you may activate it using the program which created it A Inserts a picture of the file contents into your document The picture will be linked to the file so that changes to the file will be reflected in your document x Inserts the contents of the file as an object into your document so that you may activate it using the program that created it It will be displayed as an icon X X Inserts a shortcut that represents the file The shortcut will be linked to the file so that changes to the file will be reflected in your document Appendix D USB Fingerprint BIO Reader Setup Guide About the Fingerprint Reader Pre setup Requirements The following should be completed prior to setting up the USB Fingerprint Reader e MyBiz 2 3 x x or Gradience 8 3 x x and above e Device Driver for the USB Fingerprint Reader installed e USB Fingerprint Reader connected Setting up User Access for use with the Fingerprint Reader 1 From m
66. m not installed unable to convert e Cannot install on a Windows 2000 system e Exceeded the authorized user count Frequently Asked Questions What is a user Simply put this is the person using the program They may be entering or viewing data The Administrator may set specific access to only those features a user will need access to How many different users can be set up The security file can contain a list of as many users as you desire For example each user would have their own login name and password with access rights to specific features Can set up each user to view only his or her own employee information Yes See Setting Up Access To Locations Departments and Individual Employees Can Managers view ALL departments or just their own You may set up access for managers to view only their departments and or view specific employees from other departments You may also set up employees to have read only access to their records Why should I change the default ADMIN password The program is set up with default logins with full rights Admin We highly recommend changing the password for the Admin Login and set up other logins as necessary What is Security Access Setting up security access is necessary to allow others access to the program It is recommended that you do not give out the Login and Password to the Admin login The Detail screen is the first screen that comes up when going into User Security You will need
67. mation you need Export information to other file formats such as Excel or text too as well as build your own reports with the powerful Custom Reports module included Automatic backup Gradience Records can make sure you have a backup of your important employee information each time you close the program With the included DB Monitor and Maintenance utilities you can also schedule server backups and perform routine database maintenance Unlimited employees This application lets you manage records for up to unlimited employees Gradience 2007 New Features e Expanded Performance Accidents Warnings and Separations Features These areas now allow you to document more thoroughly than ever with additional information fields e Add file attachments to notes comments Store all documentation in one place Attach Word Excel PDF and image files to any notes or comments field For instance you can attach a Gradience Forms FMLA Request Form to the comments field of the Benefit Detail screen for that employee There s also a full text editor available now e Quick print reports In each program feature you ll find a print icon that lets you quickly create related reports Combined with the new faster Employee Select Column this makes printing reports a breeze e New user interface design There s a whole new look and feel to Gradience which is even easier to use than ever For customers using Gradience Records in concert
68. me the photo Click OK The picture can only be saved as a bmp file boah Address Tab The Address Tab allows you to enter an employee s contact information When entering an address verify which name you are adding the address to by looking at the relation and name just below the Address Tab or above Address Type and Last Updated As in the above screen shot we would be adding contact information to the Employee Neil Adams Use the top set of arrows to scroll to another contact name for the selected employee For example if we clicked on the Next arrow we would scroll through the contact list for Neil Adams Use the bottom set of arrows to scroll though the Address Type Home Office etc To enter address information for the selection Relation follow these steps 1 Click on the New icon ki Enter the contact information filling out as much information as needed These fields are not required 3 Click the Save icon wi to accept changes 4 Click the Cancel icon x to discard any changes 5 Click the Delete icon i to delete an address record Benefits Feature Benefits are important to all employees On this screen you can enter all of the information for the benefit plans your company provides This screen will allow you to track benefits such as 401 k COBRA FMLA dental medical life insurance disability and others Benefit Detail Tab The Benefit Detail Tab shows you the currently selected benefit e Ben
69. n the program at a time Professional Up to five users can run the program at the same time when connected to a single common database Enterprise Site License Any number of users can run the program at the same time when connected to a single common database from a single site location Wide Area Network WAN licenses for multiple locations are also available Please call for more information CD Menu Instructions To begin installing Gradience Records please follow these steps 1 2 3 Close ALL running programs Insert the Gradience 2007 CD ROM into the appropriate drive of your computer The menu will appear Select which product you want to install If the installation menu does not appear click Start gt Run The Run dialog will appear In the dialog box type D setup exe where D is the letter of your CD ROM drive Click OK or press Enter Once the installation procedure begins follow the on screen instructions to install the software It is recommended you accept the default settings for each step of the install process If you are installing the software in a network environment the Client Server installation process you should consult your Network Administrator prior to installation You must have proper network rights in Windows 2000 XP or Vista in order to install Gradience software Once the application has been installed a Gradience program group will appear in your Start gt Programs menu an
70. nducting the review e Reason General reason for review annual 3 month etc e Review Date Date of performance review e Next Review Date Date of next performance review e Overall Rating If applicable the total score of the review e Increase Amount of salary increase due as a result of the interview e Comments Allows you to enter comments or attach supporting documents e g in Microsoft Word regarding the logistics of the review e General Ratings Lets you rate employee Outstanding Very Good Good Improvement Needed Unsatisfactory or Not Applicable for various attributes o Quality Productivity Job Knowledge Reliability Attendance Independence Creativity Initiative Adherence to Policy Work Relationships Judgement ee He ft EE e Me Mie 0 OO Note There are separate comment fields for each attribute so that you can include a brief note or attach supporting documentation for example under Productivity you might attach an Excel file that summarizes the amount of work an employee performs e Major Strengths Here s where you can summarize the employee s strengths and contributions to the company This field allows file attachments e Area Needing Improvements Point out specific skills or contributions that employee should work on here This field also allows file attachments e Previous Goals Achieved List up to five major goals the employee worked on during the last revi
71. nimum Windows XP Home SP2 Windows XP Professional SP2 Windows 2000 Professional Pentium III or Higher Processor 128 MB available RAM Random Access Memory 30 MB available hard disk space Access to a CD ROM drive SVGA monitor with 800 x 600 16 bit color depth or higher Recommended Windows XP Professional SP2 Windows 2000 Professional Windows 2003 Server or Windows Vista Pentium IV or Higher Processor 512 MB available RAM Random Access Memory 60 MB available hard disk space CD ROM drive SVGA monitor with 1024 x 768 High Color or higher Windows compatible graphics quality printer Network Requirements Windows based Server or PC The included Firebird database is not compatible with a non Windows based operating system such as Novell However you may run the database on a Windows based server or PC connected to a non Windows based network Server with a static persistent IP address PC or Server where the database resides Proper user license The database will only allow the purchased number of users to be connected at any one time to the database Wide Area Networks WAN require a WAN license based on the number of geographic locations The Product Key is affixed to the inside cover of the CD sleeve CD ROM drive or access to our software product download area on www gradiencesupport com Installation License Options The license options currently available Basic Only one user can ru
72. o bring up the detail screen for a specific dependent double click on the name you want Note You may also scroll through the dependents by using the arrow keys Reminders The Reminders Feature will show you all open unresolved reminders and allow you to create delete and resolve reminders If you have created a reminder it will show up when you first open the program starting on the reminder date Reminders will continue to display until you click Resolve Reminders Tool Bar and Pane Layout Tool Bar e _First Prior Next Last arrows navigates through selected reminders e New Creates a new reminder e Edit Allows you to make changes to a reminder e Save Saves reminder e Cancel Cancels current changes e Delete Deletes selected reminder e Print Lets you print the Reminders report for selected employees e Help Brings up help for this screen Pane Layout e Reminder Date Date reminder should first display e Title Heading of reminder e Resolved Checkbox displays checked for resolved or unchecked for open unresolved e Employee Name Displays name of employee that reminder is associated with e User Displays name of user that reminder will display for e Description The purpose of the reminder shows here Filters e User Allows you to view reminders associated with specific users must have access to Reminders Assign Users under User Security e Show Resolved Displays Resolved reminders only
73. o the sorts or filters This can be very helpful when creating your own custom reports because you will be able to preview your report before you actually begin editing it in FastReport W Report Data using Filter Employees By Location Sorted by ReportDefault iol x Hi lt gt Pi First Prior Next Last Close Vie MiddleName F Group Kelly Kirk Kelly Fort Lauderdale 7 After previewing your data click Close in the viewer window to return to the Custom 8 Reports window If the report you wish to customize is not highlighted in the ReportName section select the desired report now 9 Clicking New or Edit will bring you into the FastReport custom report designer While in the designer you will have the option to save the report as another name or save it to an external FastReport 3 fr3 file You will also have the option to open a previously created FastReport file and save it in your database See Help Help Contents while in the designer for more information FastReport Attendance Detail SHORT ee Edit Report View Help SER Was ule seBvlO aL a b BZ lp AS Ze 2222 m 0 wiloooojono a4 Code Paget am E AUT Is TEE EELER LEET Eer Report E w Pagel Q B m Detail K T e Memol PageHeader PageHeadet A i d o Memo2 Picture obi SettingsTable E e Memo3 z earo theres Settings Tabl
74. on name must be in the Gradience database prior to importing e Department name must be in the database prior to importing e Date of Hire e Full Part Time e Active Status Active Inactive or Terminated Importing To import your information follow these steps From within the program click File Import 1 Enter the path of the file or click on the Elto navigate to it 2 Select Tab Delimited or Fixed Length This should correspond with the way the import file was saved 3 Select Skip First Line if you have title headings Do not select Yes if you don t have title headings or you may lose the first line of data 4 Click Load File to preview the file At this point you should check that all column headings match the fields that will be imported import pata ST E 2 We Load File Test Import Help Ki Import File Check Duplicates F wv First N 1 C Program Files GradienceE xport 0 ptimaE E Ze ate V SSN d File Type Tab Delimited D M Emp ID 3 Skip First Line No X H a kk H First Prior Next Last EE Diren Ri 433 23 9209 Stephen Jack 1654 98 7777 Emme at ee 55 4568 Ed Renee Note the column titles above SSN Lastname Firstname and Middlename check each column to make sure the appropriate data is in the correct column For example the SSN number should have an 11 digit number plus two hyphens 5 Select which fields to check for duplicates in the Check Duplicates bo
75. options for this report e Show Social Security Number on Report toggles on or off the SSN Employee Detail Report The Employee Detail Report shows pertinent employee information including accrual plan assignments balances initial balances and notes from the Employee Detail Feature Additional options for this report e Show Social Security Number on Report allows you to toggle on or off the SSN on this report e Print Picture allows you to toggle on or off the assigned employee picture on this report Employee Education Report The Employee Education Report produces a record of educational institutions attended by an employee Degrees and certifications are included in this record Additional options for this report e Degree Date filters when an employee received his or her degree Employee Emergency Report The Employee Emergency Report produces a report of emergency contact information for employees Additional options for this report e Show Social Security Number on Report toggles on or off the SSN Employee Reminders Report The Employee Reminder Report produces a listing of all open reminders sorted by reminder date Additional options for this report e Sort Options Sorts by Date Name Topic or User Name e Reminder Date Selects the date range of reminders to display Additional Filters e User Shows reminders assigned to selected user e Display All Users Shows reminders for all user
76. ou will have the following options e Preview amp Print This shows a preview of the chart e Close Exits the Chart screen e Help Brings up Help pertaining to this screen e Chart Type Gives you the choice of viewing as a Pie Bar Graph Line or Point Chart e Color assignments This allows you to set the colors of a specific month e Display Toggles the Legend data box next to the chart Parameters data at the bottom of the chart and Ignore Zeros any data on the chart with zeros e Label Display Toggles the Label only months Value only see Value Display or Label and Value e Value Display Toggles the value as a number count percentage or Percentage Of shows as percentage of total count e 3D Control This allows you to view the depth of 3D by moving the arrows e Rotation Rotates the Pie Chart in the desired direction e Explode Biggest Moves the largest piece away from the pie Accident Detail Report The Accident Detail report prints all accident information that occurred within a specified date range for each employee selected Additional options for this report e Injury Date From Through This allows you to view all injury dates e Date Reported From Through This allows you to filter by date reported Accident Report The Accident Report produces a listing of all reported accidents that occurred within a specified date range Additional options for this report
77. ow click New and select the New Department Item Enter the Department name Click OK Repeat the above steps as necessary for new locations and departments 10 After all Locations and Departments are created click the sign next to the Location in the right pane 11 Assign Departments by selecting placing a check in the box next to the Department name OCONOARWN gt Note As you add more locations and departments you will see that each location has ALL of the departments you have created However only those departments that you assign to a location will show up when assigning them on other screens You may not remove a Department from a Location if an Employee is still assigned to that Location Department combination After adding and editing locations and departments you may need to restart Gradience Records before the changes become available for selection Global Preferences To access Global Preferences go to Settings Global Preferences This Global Preferences screen allows you to control your default program settings such as Company Info Report Options and specific program options If you are setting up for the first time please follow the Checklist order NOTE Before editing any of the Global Settings you must first click the EDIT button Company Information The Company Information screen allows you to enter your company name address and logo The company name is required as this will print out on Report
78. p locations and departments Settin Ss Mentino an eege Setup TYPES rers rE EE EE AE AR Software Features SQL Parse Error EOF in String Detected System Requirements ccc eeeesesseeseeeeeeteeeneeeeaes T Table Listings Options 0 0 0 cece eceeeeeeeeeeereereeeeeees 45 Taking a picture and importing it into Gradience 22 Taxes LEE 25 Telephone List Report Options s sssessesseeseeeeseeeeee 46 Training Feature eseesesesseserseeeesersesreseseesessesreseseee 24 Troubleshooting areren aintean n aa 55 Types of Available Reports ceeeeeeeeeeteeseeees 35 Typical TsSU S enee ieee eT 48 U Unable to Connect to Firebird Server 55 Unable to Convert 57 Unable to Install on a Windows NT 2000 XP system E EE EES 57 Unlocking the Demo 0 ee s ch Upgrading from Previous Versions een Using Gradience Records 18 Using the Notes Comments Editor and Attachments 61 Using Twain Import 22 V View Menua a A TR 17 W Wages Feat re tere noia i p eg EE 27 Warnings eapnme ged asthe ia 32 KEE 4
79. p process You will need to install to the Server first and then to the Workstation s Server Installation Instructions Install to the Server first by following these instructions PON gt COONAN Insert the Gradience CD on the Server Follow the CD Menu Instructions above At the Setup Type select Server Click Next Select Express Click Next IMPORTANT STEP Write down the Server Name and Database Path EXACTLY as they appear on the screen Click I have written this information down Click Close Click Next at the Current Settings screen This will install the program files to the Server Click Finish This will start the installation of the database files Click Next then the I Agree button if you agree to the license After the installation click Finish 10 Follow the installation instructions for the Client Workstation Note You only have to run the Server installation once Then you may install multiple Clients for the Gradience Version of Records Attendance Controller or TimeClock if purchased or to run as a demo Client Workstation Installation Instructions Install to the Client Workstation by following these instructions PON ONMNAN Insert the Gradience CD on the Client Workstation Select Client as the Setup type Select Express and then click Next Enter the Server Name and Database Path exactly as you wrote down from Step 4 of the Server Installation Then Click Next Click Next at the
80. peer connection allows you to share information between two computers without the need of a formal client server connection The peer to peer connection must be in place before following these instructions See your Network Administrator for more details on setting up this type of connection On the host computer the one on which you wish the database to reside follow the instructions above for a Server installation Write down the Server Name and Database Path when prompted Note The Server installation will install both the software client application and database files to the host computer Then install the application Client on the other computer that will be sharing the information entering the Server Name and Database Path when prompted Upgrading from Version 8 to Gradience 2007 If you re upgrading from version 8 to Gradience 2007 we recommend backing up your current data first then simply run the installation program for Gradience 2007 Your database will be automatically converted the first time you start the program Upgrading from Version 7 to Gradience 2007 If you re upgrading from version 7 to Gradience simply install Gradience 2007 on top of version 7 Opening Gradience for the first time will update the database to Gradience The Gradience program must have exclusive use of the database to perform the update Because all Gradience programs share the same database you must upgrade all programs from Version 7 to Gradience
81. port Options 45 Performance Review Schedule Report Options 45 Personal Contacts Browse Contacts Tab 20 Personal Contacts Contacts Detail Tab 20 Personal Contacts Feature ccccccccccceesssseeeeeeeeees 20 Print PREVIEW mae a A O Ee 34 Printing from the Reports Feature of Menu Bar 34 R Recent Features Pane cussensconneno eeen 18 Recommended Requirements vol Renind rs ernia SE At guee 29 Report Menu Option 34 Report Options cece eeeeeescsesseeseeseeereeseeseeeeseeeees 37 Report Options Tab 12 UN 34 Repons Mem e e oa ranar Ena Ea nEs Er Ea 18 Required Fields 3 2 2 2 euEEee Seed 52 Restoring from a Backup 47 S Salary History Report Options 0 000 00 45 Salary Ranking Analysis Report Options 45 Salary Tax Settings Report Options eee 45 Saving a photo to disk od Scheduling Automatic Backups ee 47 Searching for Help eee eee eseeseeeeeeeneesereeeeeeeees 48 Security Option 14 Seniority Report Opttons eee eeeeeeeeeeeeeeeeeees 45 Separation Feature BS Server Installation Instructong cesses 8 Setting a reminder 00 ee eee eseeeeeeeeeeneeseteeeseeeees 30 Setting up access to common Features 15 Setting up access to Locations Departments and Individual Employees cccceeeeseseeseeseeeeees 16 Setting up access to specific program features 15 Setting up General Codes eeeeeeeeeeeneteeeeeeeee Setting u
82. ppropriate user manual Forgotten Password Feature Records has a Forgotten Password feature that can be used in case of forgotten or lost passwords Because of security concerns this utility can only be used in conjunction with Gradience Technical Support To get password help please follow these instructions 1 Fax a statement on your company letterhead to our Technical Support team signed by a manager or supervisor authorizing you to have full access to the security feature within the program Example Statement authorized name and title is authorized to have full access to the name of program Signed by supervisor name title and contact information 2 Once the fax is sent contact Technical Support The representative will walk you through the correct procedure allowing you to get back into the program Managing Employee Records How to Manage Your Employee Records Information This chapter will help you become acquainted with the program layout and how to enter employee information Throughout this chapter there are examples of different program screens You may wish to view the sample database to get a better picture of how employee records look once entered Make sure you have gathered the following information for each employee before attempting to enter employee records Social Security Number Name First Middle Last Employee Identification Number Date of Hire Job Title How many hours in a day the employ
83. program The software that you export your data from must be able to export the required information to a tab delimited or fixed length text file See required import fields Please note that we cannot provide support for other software program s Please contact the software vendor or manufacturer for more information on how to export data from your other software Import Features Load File Loads the selected file into the data window Test This Tab will not highlight until a file is loaded This checks for blank records and ensures that the department and location names that are being imported are already in the database Import This Tab imports the file into the database Help This brings up the Help file pertaining to Importing Close This closes the Import screen and takes you back to the main screen Import File Type This allows you to select the file type Tab Delimited We recommend exporting or importing as this type of file Fixed Length Gradience may export or import fields with a fixed length Skip First Line Headers This will take out the first line in case you have headers Import File This allows you to enter the path or navigate to the file you will be importing Check Duplicates This allows you to check for duplicates against the import file and the files already in the database Required Fields The following are required fields for importing e Last Name e First Name e Locati
84. rinting e Header Bold Toggles bolding for Header Title e Header Line Toggles putting a line under the Header Title e Header Shade Toggles shading for Location or Department title row e Data Line Toggles lines to separate data information e Print SSN Toggles ability to show Social Security Numbers e Print Picture Toggles ability to print Picture on printout e Print Totals Toggles whether or not Totals show up on reports Other Gradience Tabs Additional Gradience programs must be installed for these options to display See the appropriate manual for setting up these options Setting up General Codes To access General Codes go to Settings General Codes General Codes allow you to set up codes in addition to the ones already included in the program For example if you have Performance Rating selected from the Select Code column you may add Fair if you so choose 1 To add anew code select the appropriate category from the Select Code column and click New 2 Click in the blank Code Value block and enter the new code For Example Life Insurance Self 3 Double click the Enabled block adds a checkmark and click Save This will allow all codes selected to be viewed on the specific screen For Example if you click on the Benefits tab on the main menu and click Benefits List you will see the code Life Insurance Self 4 Click Save 5 Follow the above steps to add new codes to any of the category listings
85. rrent Hire Date information contained in the Employee Detail Feature however there are instances when you might have an employee who was re hired so you can change this date Note If you change the Hire Date in Separations it will not change the Hire Date in the Employee Detail Feature e Shift Record the shift that employee worked here e Position Enter the employee s position at the time of separation note that past positions during separations could be different than the current position title under the Employee Detail Feature e Present During Meeting List up to four attendees at the separation meeting it can be important to have witnesses to corroborate events should there be dispute regarding the separation process e Comments Use this field to document the events of the separation meeting what was said behavior of the employee etc You can also include file attachments in this field e Reason for Separation Select a reason from the drop down list there are many default choices but you can also customize this list through Settings General Codes Separation Reasons e Ok to Rehire This checkbox lets you designate whether the company would rehire the employee e Separation Issues Discussed with Employee Select from the following separation topics o COBRA Rights Company Materials Equipment Returned Final Pay Mail Pick Up Last Paycheck Outstanding Expense Reports Advances Retirement Savings Distr
86. rt Time and if work for the employee is Educational Seasonal and or Temporary e Comments Enter additional wage related information as well as attach any supporting file Click New to create a new wage record and fill in all applicable blocks Click Save to keep changes To delete a record click Delete Separation Feature The Separation Feature allows you to document employee separations properly which can be very important if the separation is a termination This documentation could serve as evidence at an unemployment compensation hearing or if an employee levels allegations of discrimination The Separation Feature has been significantly expanded in Gradience Version 9 e Separation Meeting Date Time AM or PM This field allows you note when the separation meeting with the employee occurred e Location Likewise you can document where the meeting took place the more specific the better e Last Day Worked Enter the last day that the employee worked here e Effective Date In this field you can specify the effective date of the separation e Supervisor Note the employee s supervisor in case he or she was not present at the meeting e Type of Separation Select the type for the separation from the following which can be edited or added to through the Settings General Codes Separation Types screen o Discharge o Layoff o Resignation e Date of Hire Gradience will automatically populate this field with the cu
87. rt com Installing from the Gradience CD Through Windows Explorer click on the CD ROM drive with the Gradience CD Click on the folder BIN Legacy and Atcon 6 0 or Cerf 6 0 then double click on the Setup exe file Accept all the defaults by clicking Next Once installation is finished open the Version 6 program to the main screen then close out Then install the Gradience version In the Gradience installation process it will ask if you want to install the Conversion Utility click Yes and follow the prompts When you open the Gradience program it will ask if you want to convert your data click Yes Unable to install on a Windows NT 2000 or XP system Issue Does not finish installation Description This usually happens if you do not have full Administrator rights on the Windows NT 2000 XP computer Possible Resolution s Make sure you have full Administrator rights before installing Exceeded the authorized user count Issue You have exceeded the authorized user count Your product license allows up to number of licensed users simultaneous users There are connections at this time The of connections is a number greater than one that changes each time you close and reenter the program Description Users may experience this issue when closing the program by clicking Exit under the File menu Users who exit the program by clicking the close window icon in the top right corner will not experience the problem but w
88. s Having a company logo is recommended but not required If you have one this will also print out on Reports e Company Name required for report headings e Address City State Zip and Country Code optional e Bitmap filename for your Company Logo optional If you have your company logo available in a bitmap bmp file format you can have this logo appear on reports Records supports bmp file formats not to exceed 200 x 200 in size Enter the directory where the bitmap file is stored or use the Browse to locate it Editing Company 1 Click Edit 2 Enter Information as needed 3 To add a company logo click Assign New Logo Navigate to where the directory path is and click on the bitmap logo then click Open 4 Click Save General Settings The General Settings Tab allows you to set the program defaults such as the Epoch setting default hours in a day and SSN format among others e Epoch Setting We strongly recommend keeping the default settings This setting will allow the program to appropriately interpret any two digit year entered that is between 1920 and 2019 For example with the default Epoch setting of 1920 o If you enter a date such as in the Hire Date field of 03 05 78 the program will interpret this as 03 05 1978 o If you enter a date of 03 05 01 within the program it will be interpreted as 03 05 2001 e Note If you need to enter a year prior to 1920 or after 2019 in a date field within the pro
89. s Locations amp Departments Set up Global Preferences Company Information Enter employee information Adding New Employees Complete Setting up User Security if needed Security Options Creating Locations amp Departments Locations and Departments are required and must be assigned to each of your Employees See Adding a New Employee to assign Location Department to employees Note When setting up Locations and Departments for the first time a Location must be set up first and then you may assign a Department to that Location Creating Locations and Departments Locations and Departments are required and must be assigned to each of your Employees See Adding New Employees to assign Location and Department information to employees When setting up Locations and Departments for the first time a Location must be set up first and then you may assign a Department to that Location Setting up Locations and Departments is a critical task and must be performed before you can proceed with other data entry steps During the process you will create Locations first and then Departments afterward Departments can then be assigned to Locations Follow these steps Click on Settings and then Locations and Departments Click New and then select the New Location menu item Enter the location name Click OK If a helpful tip message box appears read the tip and click OK to proceed Click New again to create other locations N
90. s e Show Resolved Shows resolved reminders e Show Unsresolved Shows unresolved reminders e Show Global Only Shows reminders assigned as Global Employee Separations Report The Employee Separations Report documents reasons for separations Additional options for this report e Separation Date Filters on separations within this date range Employee Summary Report The Employee Summary Report shows an employee s date of hire title status and work status Use this report when you want an employee listing Employee Training and Training Extended Report Training Report The Employee Training Report produces a record of training sessions attended by all employees In contrast the Training Extended Reportproduces a training report on legal size paper to fit more information Main options e Training Date Filters e Begin Date select a beginning date for training e End Date select training ended through this date e Expiration Date select an expiration date for training Additional Filters e Mandatory filters on training marked as mandatory e Completed filters on training marked as completed e Select Seminar filters on a specific seminar e Select School filters on a specific school e Select Certification filters on a specific certification Additional Options e Grouping Options By checking these boxes you can group your report by Location Department or by Show Group Totals e Show Socia
91. set up your Location and Department names see Locations and Departments Now you will want to set up users access to the Locations and Departments by following these steps 1 Click on Location Department Tab from Settings gt User Security gt Detail 2 Click on the plus sign next to Locations Departments and next to the location and department name to expand the list 3 Click in the box next to the location and department name to select access to these areas or individual employees within these departments This will put a checkmark in the box Click in the box again to unselect 4 lf you have already entered your employees in the program and assigned location and departments to them when you expand a department you will see all the employees assigned to that location department combination You may then select access to individual employees at this point by clicking in the box next to the employee Note If you haven t entered your employees through the Employee Detail feature or Import Data under the File Menu into the program you will still be able to assign access to a location department combination just not down to the employee level You may later assign access down to the employee level after you enter your employees and assign a location department to them 5 Click Save For instructions on setting up user access to any other Gradience program e g Attendance or TimeClock please see Security Options in the a
92. tail and Salutation e Separation Reasons This allows you to set codes for the list that will appear under Separations Reason for Separation e Separation Type This allows you to set codes for the list that will appear under Separations Separation Type e Training Certificate Names This allows you to set codes for the list that will appear under Training Certification e Training School This allows you to set codes for the list that will appear under Training School e Training Seminar This allows you to set codes for the list that will appear under Training Seminar e Wages Reasons This allows you to set codes for the list that will appear under Wages Reason for Change e Warnings This allows you to set codes for the list that will appear under Warnings Warning Type Security Options Security Options Due to the confidential nature of information stored in Gradience Records security is always turned on This will help prevent unauthorized persons from accessing critical employee data The use of security is required and setting up access to Gradience Records and any other Gradience programs you have should be the second thing you do The first thing you should do is set up Locations and Departments New In Gradience TimeClock 2007 a new feature called Encrypt Data is present on the Settings menu gt Global Preferences gt Global Settings tab This feature is designed to prevent employee Social S
93. tall Records on another computer even as a demo and restore from your backup For example this is how you would transfer information from an old computer to a new computer Backup after you make changes to your employee records It is recommended that you backup your database after making any significant changes to the records For example any time you enter several employees or input many changes to absence information would be a good indication of when to backup You may also set up the DB Monitor to backup at assigned times Rotate backups and store backup copies offsite A good backup routine is to have at least three sets of backups covering different days of the week This practice is called rotation and reduces your risk of data loss It is also a good practice to always keep one copy offsite in case of a fire or flood Consult your system administrator for your company policy regarding data storage A Restore is when you recover from a backup There are three different uses for the restore feature 1 To overwrite the current data with archived data 2 To recover from a hardware crash 3 To move information onto a new computer Please keep in mind that when you restore data your information will only be as current as the backup you are restoring from A Backup and Restore may only be done through the DB Monitor IMPORTANT NOTE The backup file may only be saved to the Server or Standalone Computer where the database resides
94. te range e Seniority The Seniority Report produces a list of employees by hire date from the earliest to latest hire date Salary Reports e Ranking Analysis The Salary Ranking Analysis Report produces a list of employees ranked by salary e History The Salary History Report produces a list of all employee salary changes e Tax Settings The Tax Settings Report produces a report of employee s tax information Benefits Report The Benefits Report produces a listing of each employee s benefit status Performance Reports e Review History This report is useful for department managers to schedule and prepare for upcoming reviews It shows selected employee s next and last review dates increases and ratings It can be sorted by location department and by date of last review e Review Schedule This report produces a listing of performance review records It shows each employee s next review date job title hire date and last review date It can be sorted by location department and by date of next review Government Reports e EEO Detail he Equal Employment Opportunity EEO Detail Report shows the data used to compile the EEO Summary Report This report shows the employee name title full time part time status hire date sex EEO category and ethnic code e EEO Summary The Equal Employment Opportunity EEO Summary Report shows each of the five U S Government defined race classifications broken down by EEO
95. the pictures on your camera s disk if you ve already taken pictures Go to Downloading Pictures from Camera Disk below to continue instructions DRON Taking a Picture and Importing it into Gradience Continue following these steps from Step 6 1 above 1 After selecting your camera as the source click OK 2 Click the Acquire Picture button and click Take Picture The picture should show up on the Twain Import screen 3 Click OK to select the picture Note The instructions for selecting or downloading a picture may be different depending on your camera Downloading Pictures from Camera Disk 1 Continue following these steps from Step 6 2 above 2 After selecting this option click OK 3 Click the Download button to download the pictures to your computer 4 Select the picture you want to import then click Transfer 5 Click Ok to select this picture Note The instructions for selecting or downloading a picture may be different depending on your camera Saving a Photo to Disk All the pictures in Gradience are stored in the Gradience database hrware gdb This option will allow you to save the picture to a different directory if needed To save an assigned photo to your computer follow these steps Note The picture must be assigned to an employee before you can save it to a different directory Click Personal Contacts then the Edit Picture button Click Save Photo to Disk Navigate to where you want to save the photo Na
96. the same Menu Grouping and Export options Report Menu Options e Preview Displays the report with options to print and setup printer e Print Sends the report to the selected printer e Custom Allows you to customize a report e Help Displays help pertaining to this screen Grouping Options e Location Groups data by Location e Department Groups data by Department With Location also selected the report will group by location then department e Show Group Totals Shows total number of employees after Location and or Departments with a grand total at the end of the report Location and or Department must be selected for this option to be enabled With both Location and Department unselected the report will group by Last Name in alphabetically order Display Options e Show Social Security Number on Report This allows you the option of displaying the SSN on reports that include this data field ALERT FOR VERSION 7 Optima USERS Options for selecting only Active Inactive or Terminated employees no longer appear within the Report Options Pane However if you do need sort by employment status you can do so through the Sorting Filter Page under the View menu Types of Available Reports Employee Reports e Accidents Report Track and report on employee Accidents e Performance Report Track and report Employee Performance details e Detail The Employee Detail Report produces a detailed report of each employee s
97. to 25 characters or numbers Date Of Hire 50 MM DD YYYY slashes required Full Part Time 10 Full Time or Part Time only Title 10 up to 30 characters or numbers Employee Code 30 up to 14 characters or numbers Active Status 14 Active or Inactive or Terminated only 10 Date of Birth MM DD YYYY slashes required Address 1 10 up to 30 characters or numbers Address 2 30 up to 30 characters or numbers Home Phone 30 800 123 4567 dashes required City 30 up to 20 characters or numbers State 30 Standard U S two letter code e g FL Zip Code 2 33325 1234 1234 can be omitted Salutation 15 Mr Ms Mrs Dr only Employee Security Level 5 up to 16 characters or numbers Security Clearance Date 16 MM DD YYYY slashes required Race 10 Must match a valid race on the Employee Detail Feature EEO Category 25 Must match a valid category on the Employee Detail Feature Sex M F 25 M or F only Drivers License Number 1 up to 15 characters or numbers 19 Renewal Date 15 MM DD YYYY slashes required Veteran Status Office Phone amp Ext Fax Email address Address Effective Date 10 25 30 30 30 10 Disabled Vietnam Era Other Veteran Not Applicable only 800 123 4567 Ext 123 800 123 4567 up to 30 characters or numbers MM DD YYYY slashes required Appendix C Using the Notes Comments Editor and Attachments Using the Notes Comments Editor Gradience Records Version 9 includes new powerful word processin
98. to set up access to the common features the locations and departments screen and the specific program features Unable to connect to Firebird Server Users affected 1 Gradience Attendance 2 Gradience Records 3 Gradience TimeClock Issue When launching one of the programs above the following message may be encountered This program was unable to connect to your Firebird Server This is likely due to the fact that the default Interbase User Account has been change Please provide a UserName and Password with Administrative Privileges to Firebird Description Users may encounter this issue for one of the following reasons If running from a Server 1 2 3 4 If you re using a Windows 2000 server and trying to install the database files to a drive other than CA permissions to the database folder may be incorrect If running from a Standalone Computer Interbase Guardian may be shut down If running from a Client Workstation 1 2 Client needs to have TCP IP installed 3 Incorrect Server Name and or Database Path Server may be down Possible Resolution 1 2 3 4 If running Gradience from a Server and encountering the above issue try each of these solutions Check your permissions for the Database folder Full Control access must be given to System for the database folder You may add to the Permissions by going through Windows Explorer and going to Properties by right clicking the database folder
99. u the power to track absenteeism and time off benefit balances Creating and Printing Reports There are two ways to preview and print a report 1 You may preview and print from the individual feature by clicking on the Printer icon associated with that feature or 2 You may go to the Reports drop down menu or feature list for more sorting filtering options Printing from the Reports Feature or Menu Bar 1 From the Employee Select column select which employees you want to report on you may use either the Browse mode or TreeView mode to select employees 2 From the feature list click Reports and then choose a report 3 Select sorting filtering options in the Feature Pane if needed and click Preview 4 Click the printer icon to print Each report has basic and additional options for that specific report Print Preview The Print Preview screen gives you the following options e Zoom Buttons These allow you to zoom each page Zoom to fit fits the page to the screen 100 zooms the page to 100 Zoom to Width zooms the width of the page to fit the screen e Print Setup Print These allow you to enter print setup or print the report e Save to File Open File From here you can save the report as a Quick Reports file You can also open an existing Quick Reports file Normally you would not need to save as a Quick Reports file e Close This button closes the preview Basic Report Options Each report has
100. view Gradience Records can be installed on a single standalone workstation or a network for database sharing among several users depending on your needs Regardless of which license you purchased you may install the database to a network directory for the purpose of backup Please consult your network administrator before installing to a network directory Installing to a Network To install to a network requires these items e Windows based Server or PC The included Interbase database is not compatible with a non Windows based operating system such as Novell However you may run the database on a Windows based server or PC connected to a Non Windows based network e A static persistent IP address so that the database will be always connected to the client application e Proper user license The database will only allow the purchased number of users to be connected at any one time to the database Wide Area Networks WAN require a WAN license based on the number of geographic locations The Product Key is affixed to the inside cover of the CD sleeve e CD ROM drive or access to our software product downloads area on www gradiencesupport com Note Technical Support cannot provide technical assistance with setting up or maintaining your computer network Please consult your computer manufacturer or network administrator before contacting Tech Support Client Server Installation Installing a Client Server setup is a two ste
101. with Gradience Attendance or TimeClock a single login password will grant access to all three programs Unlocking the Demo You can unlock your demo copy after a new installation or after you have already installed the program New Installation You can unlock your installation immediately or run any Gradience application in Demo mode Here s how e During the installation of any Gradience application you will be prompted to enter your license key in the Product Key window e Enter the key in the Key field if you have it or click Next to continue installing the application to run Gradience in Demo mode e After running the applications in Demo mode you will periodically be reminded of the Demo trial period remaining and given the option to purchase Gradience Attendance Records or TimeClock Previous Installation If you have already installed the demo of Records you can unlock it by following the steps listed here e Open Gradience Records e Select Alter Current Product License from the Help menu e Select EDIT for the program you want to unlock and enter the Product Key you received with your purchase This will be located inside the Gradience CD sleeve and or sent to your e mail address e Click OK If the confirmation message does not appear verify that you entered the correct key The Product Key is not case sensitive Note There is a different product key for each Gradience software product System Requirements Mi
102. ws you to sort by multiple selected races Click in the box next to Select Specific Race to be able to select specific races e Select Specific Category This allows you to sort by multiple selected categories Click in the box next to Select Specific Category to be able to select specific categories EEO Summary Report The Equal Employment Opportunity EEO Summary Report shows each of the five U S Government defined race classifications broken down by EEO classifications from the EEO categories table EEO Categories are job classifications such as Sales Workers Craftsman Professional etc The EEO Summary is another great report for auditing purposes It gives specific Race totals by Category Additional options for this report e Employed During From Through Reports on employees employed during a selected date range e Separation Date From Through Employed During must be selected before this option will be available Reports on employees separated during a selected date range e Select Specific Race This allows you to sort by multiple selected races Click in the box next to Select Specific Race to be able to select specific races e Select Specific Category This allows you to sort by multiple selected categories Click in the box next to Select Specific Category to be able to select specific categories Employee Dependents Report The Employee Dependents Report produces a report of employee dependents Additional
103. x Duplicates will be checked during the Test File phase 6 Click Test This checks for blank required fields and in the case of Location and Department it checks to make sure that the name of the Location and Department has already been set up within the program CAUTION If duplicates were detected and you click on Import these fields will be imported into the program 7 Once it passes the Test portion you will be able to click on Import File Exporting The export feature is used to transfer basic employee information into a text file that you can open in any word processor or spreadsheet application Only the basic information see Field Layout To export your information follow these steps 1 Click File Export 2 Select Tab Limited or Fixed Length for the Export File Type 3 Enter apath and file name or keep the default name 4 Click Export Your export file will be created as the file designated in the file block You may rename the file but we recommend keeping the file extension of txt After exporting you may open the file from within any other spreadsheet or word processor program Note Only the information in the Field Layout will be available for export Appendix A Troubleshooting Troubleshooting Here are the most common issues that you may experience when using Records e Unable to connect to Interbase Server e Getting SQL Parse Error EOF in String Detected message when logging in e Conversion progra
104. y date of last review Additional options for this report e Last Review Date This allows you to report on dates of Last Review within selected date range e Grouping Options By checking these boxes you can group your report by Location Department or by Show Group Totals e Include Images for Custom Reports Check this box if you want to include images when creating or printing your custom reports Performance Review Schedule Report This report produces a listing of performance review records It shows each employee s next review date job title hire date and last review date It can be sorted by location department and by date of next review Additional options for this report e Next Review Date This allows you to report on dates of Next Review within selected date range e Grouping Options By checking these boxes you can group your report by Location Department or by Show Group Totals e Include Images for Custom Reports Check this box if you want to include images when creating or printing your custom reports Salary History Report The Salary History Report produces a list of all employee salary changes Salary Ranking Analysis Report The Salary Ranking Analysis Report produces a list of employees ranked by salary Salary Tax Settings Report The Tax Settings Report produces a report of employee s tax information Seniority Report The Seniority Report produces a list of employees by hire date from the

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