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Recruitment Director user guide

1. Screen deigrerlgened EE Sw Screens Design Triggers Auto number Qe A mm 2 3B d 18 A ae ee Fields Properties Agency Name Main Contact Agency Telephone Telephone Agency Website Mobile I eMail Agency Notes 7 gt REDCONIROLS4 True z Li O wrap False zl gt I m D 12 a After completing the screen save the changes select Save from the Screen menu and close the Screen Designer Revision 1 10 Page 55 Screen Designer People Inc Technical Guide The new screen will now appear in the People Inc System Start the People Inc Windows client and login to see the new screen The Management Console now has a new Agencies entry icon beneath the People Inc node An entry can be created on the shortcut bar if desired by dragging and dropping the new icon onto the Shortcut bar Before the screen can be opened a default filter has to be associated with the screen To do this first define a new filter for the screen by right clicking on the screen in the Management Console and select New New Filter A wizard starts In the initial dialogue a name is given to the filter Creating a Filter Specify Name r FB People Inc Windows Client IERI Create a new filter This wizard will help you with the required steps to finish this task successfully
2. Name All Agencies Insert a Description e d The Query Designer dialogue is displayed and the table associated with the screen is chosen Creating a Filter Specify Table n Query Designer mn JE Tables 9 Fields JP search 2 sort 2 sau Available Tables Table Table Name a Absence Allowances absenceallowances Absence History absencehistory Absence Rules allowancerules Action List actionlist Additional Leave _additionalleave Agencies agencies m Selected Tables Table Table SQL Alias Join Type Agencies agencies agencies x 4 A field must be chosen in the filter any field can be used the primary key is normally chose in this example agencyid Revision 1 10 Page 56 Screen Designer People Inc Technical Guide Creating a Filter Select a Field n Query Designer Sex E Tables E Fields search 4 sort 2 soL Available Fields Field Alias Field SQL Alias Table SQL Alias agencies datecr agencies datemd agencies datemd agencies userct agencies usercr agencies usermd agencies usermd agencies rowguid agencies rowguid agencies flaas agencies flags agencies z Selected Fields All Fields Field Alias Field SQL Alias Table SQL Alias agencyid agencies agenc agencies ES c d It is possible to s
3. web client can be provided for occasional users of the system or for those who need access from a number of locations computers for example line managers or agency staff Security profiles are rigorously applied when this approach is taken and users can access 9096 of the system functionality using a web browser This means that no software need be installed onto a computer in order that the user can access the system In version 3 when an embedded document is modified the system prompts the user to save the changes Once embedded the indexing of keywords required for the word search feature can be enabled or disabled for individual documents as required Version 3 also has an enhanced keyword search facility Version 3 enables users to send e mail via MS Outlook installed on their PC or via an SMTP mail server for example Microsoft Exchange Lotus Notes or Groupwise In previous versions of People Inc it was only possible to define filters based on information in the screen that is to be filtered So for example a list of employees can be filtered based on the employee status In version 3 criteria can also be based on data from related screens A list of employees can therefore now be filtered where employees have not had a recent medical for example In version 3 it is possible to make one off temporary changes to a letter template before merging data This is particularly useful if the body text in the letter needs to be slig
4. Note that it is also possible to install the People Inc databases without using the Windows Installer package To do this users must first request a copy of the People Inc database back up files from P amp A Software Before these can be restored the user must manually create SQL Server databases within SQL Server The databases must then be restored using the Maintenance Manager application see the chapter in this guide on the Maintenance Manager Application Server Installation The Application Server is installed as part of the People Inc client installation It is recommended that the installation is run from the server console logged in as a Windows Revision 1 10 Page 13 System Installation People Inc Technical Guide local administrator Please note that it may be necessary to stop the anti virus software temporarily while this installation is being performed On the server run the PSPPeoplelnc 3 4 2 msi Windows Installer package located in the People Inc 3 4 2 folder on the CD This will install and configure the People Inc Application Server The first steps of the installation ask for user details and file locations we recommend that the default locations those suggested by the installation wizard are used The following screen is then displayed Select Features to Install Select Features Please select which features you would like to install Feature Description The PA Group Application server X Tran
5. Technical Guide applications When this option is chosen the letter templates used by People Inc are formatted as MS Word mail merge documents Where mail merge letter templates are created for example using MS Word 2010 these are incompatible with MS Word XP or earlier versions It is therefore recommended that either People Inc users all use the same version of MS Word or that letter templates are created using the earliest version of Word in use People Inc can also export data to MS Excel format spread sheets and Adobe Acrobat PDF documents If MS Office is not available letters can be created in the Rich Text File format RTF and opened in an alternative text editor Emails can be sent by any e mail software which is compatible with the MAPI standard Alternatively users can send emails directly via the application server The application server will then send these emails to an SMTP server Database Installation These instructions assume that SQL Server is running and mixed mode authentication is enabled Please note that it may be necessary to stop the anti virus software temporarily while this installation is being performed If the databases are to be installed with the Windows Installer package supplied to avoid potential problems related to access rights for example if a remote desktop connection is used in combination with SQL Server authentication the installation often fails when attempting to write entries to
6. Export Restrictions Licensee agrees to comply with Dutch and United Kingdom export regulations Diversion of the SOFTWARE contrary to Dutch and U K law is prohibited c Governing Law This Agreement is governed by the laws of The Netherlands If for any provision or portion thereof of the License Agreement is found to be unenforceable by a court of competent jurisdiction that provision shall be enforced in such manner as to effect the intention of the parties hereof and the remainder of the License Agreement shall continue in full force and effect d Entire Agreement This Agreement is the entire agreement between Licensee and P amp A Group relating to the SOFTWARE and it supersedes all other proposals prior understandings or agreements of the parties pertaining to the SOFTWARE Revision 1 00 iii Software Licence Agreement People Inc Technical Guide SCHEDULE A MAINTENANCE AND SUPPORT AGREEMENT THE MAINTENANCE AGREEMENT The terms of the above referenced License are hereby modified and amended to include the following terms and conditions 1 Definitions For the purposes of this Agreement in addition to the terms defined in the text of this Agreement the following terms shall have the following respective definitions 1 1 Enhancement Any modification or addition that when made or added to the Software materially changes its utility efficiency functional capability or application but that does not constitute sole
7. run the Application Server Configuration Tool from the P amp A Group menu on the Start Menu Client Confiquration Tool Server Propertie In a standard installation of People Inc there should only be one entry in this list and it should be called default Where the Employee Intranet is also used and installed on the same server an additional entry appears for the Web Application Server called webclient Highlight the default entry and press the Server Properties button The Application Server properties will be displayed Server Properties default local OPTIPLEX360 Revision 1 10 Page 18 System Installation People Inc Technical Guide The Identifier should be set to default This is because default is a configuration parameter in the command that starts the Windows service that runs the Application Server The name of the SQL Server should be set to match the computer name and instance name of the database server The image above shows the configuration options that are set if the databases are hosted on the primary instance of SQL Server on the local computer database and application server are on one computer If SQL Express is to be used to host the People Inc databases local SQLEXPRESS should be used for the SQL Server If the Application Server is not installed on the same computer as the SQL Server or a named instance of SQL Server or SQL Express is u
8. such as and including the P amp A Group Software Trade Secret Software that is secret and of value in that it is not generally known to competitors or information otherwise designated by a party as being confidential and that is competitively sensitive and not generally known to the public relating to the disclosing party s without limitation products product plans designs computer code technical information costs pricing financing marketing plans business opportunities research and development or know how The parties agree that this Agreement and the existence thereof is considered Confidential Information and neither party shall use the name of the other or refer to this Agreement in any public forum or for publicity advertising promotional sales marketing press release or announcements without the prior review and written consent of the other party Confidential Information shall not include information that i is or becomes generally known or available through no fault of the receiving party ii was known by or disclosed to the receiving party prior to disclosure hereunder iii is independently developed by the receiving party without reference directly or indirectly to the disclosing party s Confidential Information or iv is made generally available by the disclosing party without any restriction The parties shall use reasonable efforts and at least the same care that each uses to protect its own Confidential Information of
9. the properties for the auto number generation can be set The default setting for start number current number and increment are suitable for Primary Key fields Auto Number Field Properties Start Number Current Number Increment Note that it is possible to manage auto numbering from the System Administration module This is useful for example if it is desirable to have all applicant records generated in a particular year prefixed with the year number Additional fields can now be added to the screen by selecting the New Item button first button on the button bar with the wand icon on the Design Tab of the Screen Designer Revision 1 10 Page 54 Screen Designer People Inc Technical Guide Adding a New Field Screen designer tAgencies Design Eme x Screens People Inc Screen Designer Module Ex p Add a field and associated element This wizard will help you with the required steps to finish this task successfully Field properties Name Description Data type Length of the field Element properties V Label Default Fixed Pickdist Variable Pick ist After detailing the field s properties a control for the field will be added to the layout of the screen Controls can be moved on the layout by dragging and dropping them This process is repeated until the desired data items have been added to the screen Completed Screen Design
10. Backup Path dialogue note that these files should have the original names be the same version as the current People Inc system and should be a complete back up set e Start the Maintenance Manager utility the SQL Server SA password is needed for this e Select the Restore gt Complete Restore option from the system menu Before the system performs the requested restore the user is required to enter some system generated confirmation numbers Once the restore is complete close the Maintenance Manager utility and log in to People Inc in the normal way Note that the user account and password information will reflect the current user details of when the backup was made Revision 1 10 Page 66
11. IMPORTING DATA cscsscssssscssssesssceesssseesseseeesesceessseessseseesesseeesesesessneesessaeeeseeeeseaeeensegeenes 39 OVERVIEW SYSTEM BACKUP PEOPLE INC DATA STRUCTURE PREPARING DATA FOR IMPORTING WORKING WITH IMPORT TEMPLATES ssssccsessessescseeseecsesseseesesscsescsscseseesessesecsssessessesscassecsesesseesenssaeeaenaeas 41 8 USING THE SCREEN DESIGNER sscsssscsssessseesseessecesseesseecsscesseesseesneecseeesaeesaeeesseesseesaeeeaeenss 47 OVERVIEW SYSTEM DESIGN AND CHANGE CONTROL SYSTEM BACKUP MODIFYING SCREENS ADDING FIELDS TO A SCREEN DELETING A FIELD DELETING A SCREEN ADDING SCREENS SCREEN TYPES CREATING NEW MAIN SCREENS CREATING NEW SUB SCREENS 9 DATA BACK UP OVERVIEW SAn E BACKING UP DATA FROM ENTERPRISE MANAGER BACKING UP DATA UNATTENDED BACKUP DATA RECOVERY 10 MAINTENANCE MANAGER UTILITY csssccsssssssssrecsescseessseeessseeessseeeessceeessseeensseeensaaeenss 65 OVERVIEW TR STARTING MAINTENANCE MANAGER RESTORING A BACKUP Revision 1 00 ii Introduction People Inc Technical Guide 1 Introduction Overview People Inc is a software system designed to assist users in the management of personnel records People Inc enables the user to manage details of employees including historical records companies including information relating to the company s structure vacancies training courses and vehicles used for work The
12. Ignore Duplicates the imported record is ignored and not imported into People Inc No warning is displayed Replace Duplicates All Fields the existing record is replaced by the imported record all fields are replaced note any existing information for duplicate records will be overwritten with entries from the import file or where no information exists in the import file with blank entries Replace Duplicates Imported Fields Only the existing record is updated with the imported record fields leaving any fields that are not in the import file unchanged Import action on duplicates Import Rules The options below can be used to define how the data will be imported Ignore duplicates Replace duplicates All fields Replace duplicates Imported fields only lt Previous f The next screen in the import wizard enables users to map fields Revision 1 10 Page 43 Importing Data People Inc Technical Guide Import File Details Import Map Use the import map to define the fields to be imported and to map them to corresponding fields in your database Employee ID employeeid As itis Surname surname As itis First Name firstname As itis e Mail email As itis In this screen in the Import field column People Inc lists the information in the header row of the import text file If there is no header row in the file the first row of the data itself is displayed as an example The second column makes a
13. calculate the data globally following data import Users must therefore make themselves aware of any calculations and data validation defined in the screen they are working with and make sure that the data they are working with is already consistent with these before it is imported Revision 1 10 Page 40 Importing Data People Inc Technical Guide Example Text for Import The following example text might be suitable for importing into the employee table People Inc n Employeeid Surname Firstname E mail 334 DD35 Jones jones pasoftware co uk 624 DE42 Smith David d smith pasoftware co uk 295 DJ62 White Peter p white pasoftware co uk 465 DG82 Greene Ellen e greene pasoftware co uk 611 DJ47 Black Kelly k black pasoftware co uk 755 DE12 Stevens Kate k stevens pasoftware co uk 175 DE68 Dalton Mark m dalton pasoftware co uk 837 DL11 Taylor Sarah s taylorG8pasoftware co uk 922 DG17 Richards Graham g richards8pasoftware co uk 418 DD96 Faulkner Jane j faulkner 8pasoftware co uk 287 DA78 Hepworth David d hepworth8pasoftware co uk The example text shows data for eleven employee records The first field in each line is the primary key field followed by surname first name and e mail address Note that each row in the file has exactly the same fields in the same format and sequence A data import template will match th
14. can be deleted if necessary A number of points of good practice should be considered when modifying a screen e user should be 100 certain that they understand the functionality associated with any field before they change or remove the field from the system e Users should never re use re label a field in the database and use it for something it was not designed to do This will inevitably cause confusion and problems at a later date Revision 1 10 Page 48 Screen Designer People Inc Technical Guide Adding Fields to a Screen Fields can be added to screens by the user When this is done the new field is fully integrated into the system and can be used in reports filters letters access profiles and all other areas of the system functionality To add a new field to a screen open the Screen Designer and right click on the screen node in the Management Console Select All Tasks Modify Screen The screen is displayed in edit mode Click on the Add a Field button with the wand icon Add a Field Dialogue Bi Screen designer Employees Design Screens Design Triggers Auto number Q m 4 V ey Surname First Name Employee Number Status Employment Contact Current Personal Bi People Inc Screen Designer Module Add a field and associated element This wizard will help you with the required steps to finish this task successfully Field properties Name Description
15. eO E Frau ena enun dau 7 DUERVIEM rostros hecho erba Vorrei e N AE I UN Urbe NS ETN TRENT tes d e DE 7 DATABASE Wi APPLICATION SERVER sod WINDOWS CLIENT m7 SYSTEM ADMINISTRATION MODULE 7 SCREEN DESIGNER 8 TRANSLATION MODULE 8 MAINTENANCE MANAGER 8 WEB CLIENT 8 EMPLOYEE INTRANET EMPLOYEE SELF SERVICE 8 SYSTEM INSTALLATION 9 OVERVIEW SO OO OO PDA y tete NGA PL RU RR EY 9 SYSTEM REQUIREMENTS DATABASE INSTALLATION APPLICATION SERVER INSTALLATION THE PEOPLE INC SCHEDULED TASK APPLICATION SERVER CONFIGURATION CLIENT INSTALLATION CLIENT CONFIGURATION SERVICE PACKS PEOPLE INC INSTALLING WIZARDS nMuln 27 OVERVIEW MANAGING LICENSES ADDING A LICENCE ACTIVATING A LICENCE VIEWING LICENCE E A ene eee ese eere eene eroe erra earn eraat eden eere duree ee 30 USER ACCOUNTS AND 31 Revision 1 00 i Table of Contents People Inc Technical Guide USER PROFILES USER ACCOUNT AND USER PROFILE FOLDERS CREATING USER ACCOUNT RESETTING USER PASSWORDS Copy USER SETTINGS CREATING SECURITY PROFILES CONFIGURING USER PROFILES ASSOCIATING SECURITY PROFILES WITH USER ACCOUNTS RESTRICTED ACCESS UNAUTHORISED ACCESS DELETING USER ACCOUNTS 7
16. its discretion Subject to Licensee s fulfilment of its obligation under this Section P amp A Group shall pay all damages and costs finally awarded against Licensee or payable by Licensee pursuant to a settlement agreement in connection with such suit or proceeding In the event that the use of the Software or any portion thereof as permitted hereunder is held to infringe or constitute wrongful use of any Dutch Proprietary Right and Licensee s right to use such Software is enjoined by a court of competent jurisdiction or if P amp A Group in the reasonable exercise of its discretion instructs Licensee to cease using any such Software in order to mitigate or lessen potential damages arising rom a claimed infringement or wrongful use of any Dutch Proprietary Right Licensee shall cease using such Software In the event Licensee ceases to use any such Software as provided in this section other than by reason of a temporary restraining order P amp A Group shall i replace such Software with equally suitable non infringing software ii modify such Software so that the use of the Software by Licensee as permitted hereunder ceases to be infringing or wrongful iii procure for Licensee the right to continue using such Software as permitted hereunder or iv after reasonable efforts under subsections i ii and iii of this sentence pay to Licensee the depreciated price paid by Licensee for such Software based upon a five year straight line depreciation
17. like importance to prevent unauthorised dissemination or disclosure of the other party s Confidential Information during and for three 3 years following the last day of the Initial Term or any extension thereof Each party shall keep the other s Trade Secret Software confidential until it is no longer Confidential Information pursuant to i through iv above Neither party will use the other s Confidential Information for purposes other than those necessary to further the purposes of this Agreement 13 ASSIGNMENT Licensee may not assign or transfer this Agreement or any interest herein including rights and duties of performance without the prior written consent of P amp A Group which consent shall not be unreasonably withheld and the payment to P amp A Group of a transfer fee 14 MISCELLANEOUS a Notices All notices requests demands or communications required or permitted hereunder shall be in writing delivered i personally ii by facsimile provided original is sent by other approved means as set forth herein iii sent by courier service of international reputation or iv sent by certified mail postage prepaid and return receipt requested to the parties at the respective addresses or at such other address as shall be given in writing by either of the parties to the other in accordance with this Section 14 All notices requests demands or communications shall be deemed effective upon receipt including facsimile b
18. schedule OTHER THAN AS EXPRESSLY STATED IN THIS SECTION P amp A Group SHALL HAVE NO LIABILITY WHATSOEVER TO LICENSEE FOR ANY LOSS OR DAMAGE INCLUDING WITHOUT LIMITATION FOR ANY ONSEQUENTIAL INCIDENTAL SPECIAL OR EXEMPLARY DAMAGES ARISING OUT OF OR RELATED TO ANY ALLEGATION OR DETERMINATION THAT LICENSEES USE OF THE SOFTWARE AS PERMITTED HEREUNDER INFRINGES OR CONSTITUTES WRONGFUL USE OF ANY DUTCH PROPRIETARY RIGHT P amp A Group MAKES NO REPRESENTATION OR WARRANTY AND DISCLAIMS ALL LIABILITY OF ANY TYPE WHATSOEVER ARISING OUT OF OR RELATING TO ANY ALLEGATION OR DETERMINATION THAT LICENSEE S USE OF THE SOFTWARE INFRINGES OR CONSTITUTES WRONGFUL USE OF ANY COPYRIGHT TRADE SECRET PATENT OR OTHER PROPRIETARY RIGHT OTHER THAN A DUTCH PROPRIETARY RIGHT Revision 1 00 ii Software Licence Agreement People Inc Technical Guide 11 NO LIABILITY FOR CONSEQUENTIAL DAMAGES IN NO WAY SHALL P amp A Group BE LIABLE FOR ANY SPECIAL INDIRECT INCIDENTAL OR CONSEQUENTIAL DAMAGES WHATSOEVER INCLUDING WITH LIMITATION DAMAGES FOR LOSS OF PROFITS OR BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THE SOFTWARE EVEN IF P amp A Group HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES 12 CONFIDENTIAL INFORMATION Confidential Information means any trade secret information of the disclosing party including without limitation any proprietary software code and related information
19. screen Note that this step is not shown if the Application Server is running on the local computer Application Server and Client software on one PC The client software communicates with the Application Server not the SQL Server so there is no need to consider the SQL Server instance in the Client configuration only the name of the server running the Application Server software Select lication Server Configuration Change the settings below if needed Client programs configuration Application server name 137 0 0 1 Revision 1 10 Page 20 System Installation People Inc Technical Guide The following screen is displayed following a successful installation Confirmation of Successful Installation gcn People Inc 3 4 2 has been successfully installed Click the Finish button to exit this installation Client Configuration If the correct settings are used during the installation the Client software will be configured to connect to the Application Server automatically Once the Client software is installed it is possible to change the configuration if required To do this run the Client Configuration Tool from the P amp A Group menu on the Start Menu A list of Application Servers will be displayed Client Configuration Tool SE N Application Servers iG default If the default settings were used during installation a single Application Server called Default will be listed If no Applicati
20. system enables users to manage all aspects of an employee s employment from recruitment to retirement A variety of documentation can be generated from the system including letters and reports Software Version This manual is written for version 3 4 x x of People Inc While many of the features will be the same differences in functionality will be apparent when this manual is used in conjunction with other versions of People Inc System Features Information recorded in People Inc is accessed via data screens enabling users to add modify and delete details Users can apply filters to the data and search for entries based on any field It is possible to generate letters e mails and reports from drop down menus on the data screens and to attach documents to individual records The data managed by People Inc is stored using Microsoft SQL Server This provides reliability accessibility scalability and data security Where 5 concurrent users or fewer require access to the system a desktop version of MS SQL Server can be used to record data A copy of this version of MS SQL Server is supplied free of charge with People Inc People Inc includes a Screen Designer that enables users to modify the system s data screens Further screens can also be added to the system using this tool A wide variety of data types and data controls can be incorporated into screens and data can be validated calculated or automatically generated The Screen D
21. system is a 5 step process These steps are Create the new screen using the screen designer Create a key field used in the database to uniquely identify records Set the key field to be automatically generated Add further data fields to the screen Add a default filter for the screen to the system To add a main screen to the system right click on the Application node in the tree view in the Management Console and select New New Main Screen A wizard starts enter a name for the screen select an icon to be used by the screen and add a screen description Revision 1 10 Page 51 Screen Designer People Inc Technical Guide Name the Screen Create a new screen This wizard will help you with the required steps to finish this task successfully Agencies ea Description Recruitment Agencies As it is not possible to have a database table that does not have a primary key field the user is asked to add this field in the second step of the wizard The primary key field contains a unique value which enables the system to identify each individual record This field is not normally seen by the user but is used when creating reports and filters and some custom triggers By convention the key field has the same name as the screen but singular rather than plural with the letters ID added on the end When the field is created the system defaults the field type to Text and the length to 15 characters This is suitabl
22. the Windows registry it is recommended that the database installation is run from the server console logged in as a Windows local administrator On the Server run the PSPPeoplelncDatabase 3 4 2 msi Windows Installer package located in the People Inc 3 4 2 folder on the CD This will install and configure the PI databases The first steps of the installation ask for user details and file locations we recommend that the default locations those suggested by the installation wizard are used The following screen is then displayed Initial Installation Screen Welcome to the P amp A Group database installation Welcome Server Execute The P amp A Group database installation program will install the P amp A databases on one of your local SQL server instances In the following screens you will be able to choose the SQL server to load the database on Revision 1 10 Page 11 System Installation People Inc Technical Guide Click Next and provide log in information The Server name defaults to the name of the computer server the installation is running on If the copy of SQL Server that is to be used is the default instance on this server this server name will be correct When SQL Express included free with People Inc is being used to host the databases or where a named instance of SQL Server is used the Server name must be changed to lt servername gt lt instancename gt If SQL Express is bein
23. Data type EE Length of the field Date of Join Length of Service Element properties Prev Length Service Years Total Length of Service Default Adjust allowances a Fixed Pick ist Variable Pick ist Linked Length Service Category Employee ID Add a name for the new filed note that it is not possible to use spaces capital letters or special characters Add a description for the field if the field added is to record an ID Card number the name might be idcardnumber and the Description might Be ID Card Number Select a data type for the field The data type and length chosen depends on the information to be recorded in the field Text records text values set the maximum number of characters Integer Number number without a fractional part Real Number number with a fractional part Currency value to be used as a monetary value in reports Memo text field with extendable number of characters max 2048 Yes No logical field tick box Date date field Time time field Picture image Revision 1 10 Page 49 Screen Designer People Inc Technical Guide Once the data type is selected the system will enable the choices for the screen control For the majority of data types there is only one option for the text data type there are 4 options Default simple text box Fixed Pick List pick list with restricted number of options Variable Pick List pick list tha
24. New Employee From Applicant To run a Wizard select it from the Wizards drop down list see below Revision 1 10 Page 24 System Installation People Inc Technical Guide File Options Screens Help 9 Users mode Normalmode Wizards Y General Absence Wizard Personnel General Pay Change Wizard 98 Employees Individual job title change Jobs Individual pay change a Courses Y Individual Termination of Employment Vacancies p REUS System New Employee From Applicant Letter Library Absence and Holiday Calendar plugin IB Report Library Revision 1 10 Page 25 System Licenses People Inc Technical Guide 5 System Licences Overview System licenses are issues to People Inc clients one license per system The People Inc licenses define the scope of the access provided to the various elements of the People Inc system for that client This includes setting the maximum numbers of concurrent users expiry date and maximum numbers of records if applicable License details are shown in the splash screen when the user logs in If a licence does not contain the correct details should be contacted for a replacement The full licence details can be displayed in the People Inc Administration Module Licence details can also be viewed from the Help About screen accessible from the main menu License Details in Help About screen fra People Inc Windows Cli
25. People Inc Technical Guide Peoplelnc Copyright P amp A Software Solutions UK Ltd 2004 2011 Software Licence Agreement People Inc Technical Guide By installing the software organisations agree to the following licence agreement Software Licence Agreement This License Agreement the Agreement is entered into by and between P amp A Group BV P amp A Group having a principal place of business located Spoorhaven 92 2651 AV Berkel amp Rodenrijs The Netherlands and you Licensee 1 GRANT OF LICENSE Subject to payment of the License Fees required P amp A Group hereby grants to Licensee a non exclusive license to make and use copies of the software listed on and in the manner described herein the SOFTWARE The SOFTWARE contains i software that provides services on a computer called a server Server Software and ii software that allows a computer or workstation to access or utilise the services provided by the Server Software Client Software collectively both are herein referred to as the SOFTWARE in the Agreement For each copy of the SOFTWARE licensed by Licensee Licensee may install one copy of the Server Software on a single computer the computer running the Server Software shall be referred to as the Server and Licensee may install and use copies of the Client Software on any computer provided Licensee acquires and dedicates a licensed copy of the SOFTWARE for each user who may access the SOF
26. Period Length Service Category Leaving Date v Employee 1D lt m F 12 Deleting a Field Fields can be deleted from a screen using the screen designer When this is done all the data that was stored in the field in all databases is lost permanently To delete a field open the Screen Designer right click on the screen and select All Tasks gt Modify Screen It may be sufficient and prudent to simply remove a control from the screen leaving the data field in the database and the data intact In taking this approach the screen no longer displays the information but it is available if needed at some point in the future To remove the control simply right click on the control on the screen and select Delete Item To irreversibly delete the corresponding field and all the data associated with it select the Fields list on the right hand side of the screen and hi light the field in question in the list Click on the Delete Field button the fourth button with the rubbish bin icon in the button bar at the top of the field list Revision 1 10 Page 50 Screen Designer People Inc Technical Guide Deleting a Screen It is possible to delete screens using the screen designer It is however recommended that the user considers hiding the screen using security settings rather than delete the screen definition This is because when a screen definition is deleted all the data associated with the screen is also
27. Screen Elements and associated information Individual Filter Letter Template and Report Template definitions System Functions screen design system administration module etc User Access via the Web Client or Employee Intranet Note that the same user profile controls access via the People Inc windows software and the Web Client This means that a user or group of users will be granted access to exactly the same data and resources regardless of the software they use to access the system User Account and User Profile Folders Expand the Security folder in the Management Console within the System Administration Module The Security folder contains a Users folder and a Profiles folder It is possible to have any number of sub folders that can be used to organise user accounts and security profiles By default a folder is provided for Administrator accounts and another for Standard accounts To create a new user folder right click on an existing folder and select New User Folder or New Profiles Folder It is also possible to rename and remove folders Creating User Account User accounts are defined within the user folders within the Management Console Security node Note that any user account can be stored in any users folder there are no specific rights automatically assigned to user accounts by placing them in a particular folder To create a new user account right click on a Users folder and select New New user Add new user wiz
28. TWARE concurrently with any other user Regarding P amp A Group Portions of the P amp A Group SOFTWARE product are the copyright of Microsoft Corporation Any access to the P amp A Group Server Software by another third party software application that utilises the COM application programming interfaces APIs requires a runtime client license These third party software applications may be either client applications or server applications such as an HTML server known as a web server A user of a client or server application that calls any COM APIs must have a runtime license to connect to the Server Software Commercial redistribution of any products that include COM APIs requires a separate redistribution license and is not covered by this Agreement 2 COPYRIGHT The SOFTWARE is owned by P amp A Group and is protected by Dutch copyright laws and international provisions It contains valuable trade secrets of P amp A Group Licensee must protect the SOFTWARE as Licensee would its own intellectual property and trade secrets Licensee may either i make one copy of the SOFTWARE for backup or archival purposes or ii transfer the SOFTWARE to a single hard disk provided Licensee keep the original solely for backup or archival purposes Licensee may not copy the documentation or any portion thereof that accompanies the SOFTWARE without the prior written consent of P amp A Group and payment of any fees related thereto Licensee agrees to use commerciall
29. The Wizard then asks for details of the import file Import File Details Import file details Use the options below to select the file to be imported and to define its properties ImportFile Z employee details txt Field Separator Tab Text Qualifier First line contains headers This dialogue requires 4 pieces of information e Import File enter the path and filename of the import file Alternatively locate the file that you want to import by clicking first on the button on the right of the Import File box Double click the file to select it Revision 1 10 Page 42 Importing Data People Inc Technical Guide Field Separator the separator used to separate fields in the import file Select the appropriate field separator character from the drop down list Text Qualifier the qualifier used to encapsulate text strings in the import file Select the text qualifier character from the drop down list First Line Contains Headers if the first row of the import file contains headings click the checkbox An import rule is selected in the next step in the Wizard This enables the user to specify how People Inc handles duplicate records A duplicate record is identified when the import utility finds 2 entries with the same value for the primary key field If a record already exists with the same primary key as a record about to be imported the template can be configured to
30. Work Patterns di Vehides 8 Grievances 91 Action List Overview Detail Name Description username Demonstration default PBA Group 1998 2009 Revision 1 10 Page 47 Screen Designer People Inc Technical Guide System Design and Change Control Screen design should be thoroughly thought through and a formal design drawn up before any changes are made including details of how the screen will look what changes to report and letter templates are required how users will be affected etc Changes made to screens on the fly invariably take far longer to implement than well planned changes The screen designer should not be used as a prototyping tool as this will invariably lead to unforeseen problems It is important to fully understand the implications of making a change to a screen before the screen designer is used In particular it is essential that before a change is made the user is sure they understand the design of the existing functionality in detail how items of data in different screens depend on and interacts with each other The screen designer is a powerful tool and the changes made can have far reaching consequences Users can add fields and screens to the People Inc system taking any design approach they wish new fields and screens do not affect the functionality provided by the existing screens Having said this fully understanding the existing database design will ensure
31. al Guide Adding a New License step 1 New Licence This wizard will help you with the required steps to finish this task successfully Name OTM 12 User Insert a Description 12 User expires 2011 In the second step of the wizard locate the license file received from your supplier use the icon with the yellow folder to open the file dialogue Double click the file to select it Adding a New License step 2 New Licence This wizard will help you with the required steps to finish this task successfully The Orange Time Machine Ltd OP8374 F78DD5A6519E 78F4935DE964 Click Finish to save the license Activating a Licence If more than one licence is loaded into a copy of People Inc it is possible to choose which licence is the active licence To activate a license right clicking on the entry for the licence in the management console and selecting Tasks Activate License Revision 1 10 Page 29 System Licenses People Inc Technical Guide Activating a License d Companies Jobs J Courses 1 Vacances Absence Rules Work Patterns Vehicles Database Library Letter Library Ej Report Library S security S Action List il Management z Licences f Releases External Applications expires 2011 New Licence All Tasks Request a new licence View licence details Delete Licence Activate L
32. andard Use this information to run the Application Server from a Command Prompt see the image below for more details on how to do this If there is a configuration or communication issue a full error message will be produced when this is done Application Server run from command prompt Microsoft Windows Version 6 1 7600 Copyright lt c 2889 Microsoft Corporation All rights reserved CENT Matt gt cd gt cd program files Program Files PA Group gt cd psp application server NProgram Files PA Group PSP Application Server gt PSPApplicat ionServer c C Program Files cd pa group c c default C Program Files PA Group PSP Application Server When there are no issues with the configuration of the Application Server it will start as a Windows task when run from a command prompt Revision 1 10 Page 16 System Installation People Inc Technical Guide Application Server run as a Windows task P amp A Group Application Server Dynamic Logic Configuration Identifier default 3 4 32 Database Server local sglexpress Channels HTTP 9299 Server Name DELLVOSTRO Cluster Process mail Plugins amp Wizards Plugin path C Program Files PA GrouplPSP Application Server Plugins Wizard path C Program Files PA Group PSP Application Server Plugins Connections DB Connections 100 15 15 1 RaiseError Session Timeout 480 30 The People Inc Schedule
33. ard Add a new user This wizard will help you with the required steps to finish this task successfully Name RebeccaDavis Description HR Manager Revision 1 10 Page 32 User Accounts and Security People Inc Technical Guide The second step of the wizard enables users to specify further user details The user s name and e mail address is also recorded These are used to send e mail from People Inc Add user details Add a new user This wizard will help you with the required steps to finish this task successfully Full name Rebecca Davis rebecca davis Gorangetimemachine co uk Standard Z username Password Confirm password Previous Finish Cancel It is possible to base a new user account on an existing user account The same security settings are the used for the new user account To do this the new user is granted access to the system via an existing user profile Furthermore when a new account is based on an existing account the user preferences set by the user within the People Inc system itself see the Getting Started section of this user guide are copied from the existing user account to the new account This can save the new user time when they first use People Inc If a new user account is not based on another user account a new user profile is created and the access rights need to be set manually Furthermore when an account is created in this way the user preferences set b
34. ard Enable the Wizard Add the Wizard dll file to the system A copy of the dll file must be placed into the Application Server plug in folder on the computer that runs the Application Server In a default installation this folder is C Program Files PA Group PSP Application Server VPlugins Please note there are two folders for Plug ins in the PSP Application Server folder do not place it in the Application Server Plug in folder Further copies of the same Wizard dll file must also be placed in the plug in folder on each of the client PCs that require the Wizard the PCs the users use to access the system The default location for this folder is C Program Files PA Group WPeople Inc Plugins Register the Wizard The System Administration module can be accessed via the start menu In the System Administrator Select External Applications Wizards right click on the Wizards folder then select All Tasks Wizard Maintenance the Maintenance dialogue is displayed see below Revision 1 10 Management Console 13 ny People Inc System a of noii Name Description Modified By Modified BEN Assign Absence Allowances Assigns absence allowances to a group of employees username 28 03 2 amp Letter Library ESS Reset Password Wizard Provides a new password for an ESS user username 08 07 2 2 18 Report Library ESS Synchronize user wizard UK Synchro
35. ata table parent tables and child tables Parent tables contain data that can be recorded independently for for example details of employees or details of vacancies Child tables contain data records that are each related to a record in a parent table There will normally be more than one child record in the database for each parent record for example records detailing the job history for a particular employee In both cases each record or entry in a particular table is made up of exactly the same fields or items For example an employee table may contain records that all have an employee forename surname home telephone etc Note that in People Inc if necessary the structure of the records can be changed by adding fields using the screen design functionality to accommodate additional information When this is done the structure list of fields is changed for all records in the table Every record must have a primary key field This field has a unique value for each record and is used by the system to identify the record For parent tables this is a simple concept there is a single field that contains the primary key field For example each entry in the employee screen has a unique value recorded in the employeeid field This is system Revision 1 10 Page 39 Importing Data People Inc Technical Guide generated and not normally displayed on the employee screen Once it is set it cannot be changed In child tables it
36. ation in the People Inc database can also be updated using the data import functionality however care must be taken to ensure data is not over written and lost when updating data in this way People Inc imports data screen by screen it is not possible to import data into more than one screen at the same time and uses data import templates to control the behaviour of each import It is possible to define any number of data import templates Once a template is defined it can be saved and re used as required This is useful if the same data is to be imported into the system on a regular basis for example every month from a payroll system If necessary it is possible to modify existing templates to reflect changes in the format of source data Before data can be imported it is important to understand details of the structure of the People Inc database Related data may be stored in 2 linked tables rather than in a single screen In this case 2 separate imports will be required System Backup As the changes made in the data when importing information can be extensive and are irreversible a backup should always be made of the entire system ideally using the back up feature provided within People Inc before importing data Restoring a back up may be the most effective way to undo changes to data that have been made in error People Inc Data structure The data recorded within People Inc is stored in data tables There are 2 types of d
37. c Technical Guide as are used for the People Inc system itself Note that the System Administrator is an optional component that may not be installed and that not all users will be granted access to this module this depends on their security profile Adding a Licence A new license file is normally sent via e mail this should be saved onto the PC Additional licences can be loaded into People Inc and activated as required Any number of licences can be loaded into the system however only one licence is flagged as the active license at any point in time New licenses are added to the system using the System Administrator module System Administrator People Inc System Options Screens Help jo B People Inc FE Evaluation 1 amp Vacances 89 3 Absence Rules ig Work Patterns di Vehices 2 Database Library Letter Library Report Library Security 84 Action List nt External Applications Overview Detail Name Licences De Use the Licence Root to maintain the licences of the application Group 1998 2009 Right click on the Licence node in the Management Console and select New New License In the first step of the wizard provide a name for the license Any name can be used for your new licence providing it has not been used already Revision 1 10 Page 28 System Licenses People Inc Technic
38. cant number of features have been added or upgraded in People Inc for version 3 These are detailed below The system features a smart new look and feel influenced by Windows Vista and Windows 7 and a selection of style options have been added to the user preferences In addition it possible for screens to use the Windows colour scheme if desired Access to record related Actions and documents has been made much easier using tabs on each screen and a tree view has been added to data screens to enable users to open associated historical records without having to change screens It is now possible to run People Inc in normal or expert mode The management console is hidden in normal mode making the user interface simpler and therefore easier for new users to use Furthermore some of the administrator functionality has been moved to a separate module the management console in version 3 is therefore simpler to use The search facility in version 3 provides a number of new benefits It is now possible to have a search pane permanently open making it quicker and easier to find records in the database The speed and performance of People Inc has been enhanced with the focus on both large and small volumes of data large and small populations of users Version 3 also enables direct remote access over a wide area network without the need for Citrix or Terminal Services Revision 1 00 Page 2 Introduction People Inc Technical Guide
39. d Task Some information in the People Inc database is calculated from system data Where these calculations are time dependent for example an employee s length of service the system will run the calculation and update the information daily This is done using a Windows scheduled task It is recommended that this scheduled task is installed and run on the same computer as the Application Server this is done automatically when the Application Server is installed The scheduled task can be run as frequently as required To change the schedule go to Scheduled Tasks on the computer from Control Panel or use the Scheduled Task Management tool available from the People Inc folder on the start menu Scheduled Task Management Tool The People Inc scheduled task is not installed on this computer SQL Server local sqlexpress Absence data start 22 08 2010 Allowance data start offset x s48 22 08 2010 Allowance data end Offset 22 08 2010 v want to do with the scheduled task Remove from this computer Update Recreate Revision 1 10 Page 17 System Installation People Inc Technical Guide Application Server Configuration If the correct settings are used during the installation the Application Server software will be configured to connect to the databases automatically Once the Application Server is installed it is possible to change the configuration if required To do this
40. deleted and any reports that have been defined in the system to include data from that screen will no longer work Before a user can delete a screen all the screen resources associated with that screen must be deleted first Screen resources include filters and any letter templates and report templates associated with the screen Adding Screens Screen Types Using the Screen Designer it is possible to add new main screens parent screens new sub screens or child screens and even sub sub screens etc Each screen in the system corresponds to a table in the database It is also possible to link screens and display information from one screen in another using a variety of links Main Screens can exist in their own right without the need for other screens to be present in the system They hold principal information used in the database for example company details are recorded in a main screen details of a company can be added to a system without there first being other information in the database Sub Screens are screens that hold subsidiary details associated with a record in a main screen When a sub screen is used there will be more than one record in the sub screen that is associated with a single record in a main screen For example a main screen may hold records of employees and a suitable sub screen would hold details of the employee s absence history Creating New Main Screens Adding a main screen to the People Inc
41. e Fees hereunder are current P amp A Group shall provide either written or verbal assistance to help Licensee install and operate each new Release 3 DISCLAIMER OF WARRANTY AND LIMITATION OF LIABILITY 3 1 EXCEPT AS EXPRESSLY SET FORTH IN THIS AGREEMENT P amp A Group EXPRESSLY DISCLAIMS ANY AND ALL WARRANTIES CONCERNING THE LICENSED SOFTWARE VENDOR PROGRAMS OR SERVICES TO BE RENDERED HEREUNDER WHETHER EXPRESS OR IMPLIED INCLUDING WITHOUT LIMITATION ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE 3 2 In no event shall P amp A Group s cumulative liability for any claim arising in connection with this Agreement exceed the total fees and charges paid to P amp A Group by Licensee within the last 12 months In no event shall P amp A Group be liable for any indirect consequential special exemplary or incidental damages of whatever kind and however caused even if P amp A Group knew or should have known of the possibility of such damages 3 3 No action whether based in contract strict liability or tort including any action based on negligence arising out of the performance of services under this Agreement may be brought by either party more than 1 year after such cause of action accrued except that an action for non payment may be brought within two years of the date of the last payment 4 TERMINATION 4 1 This Agreement may be terminated i automatically upon the termination of the License Agreement ii by either par
42. e for the vast majority of situations If these conventions are adhered to it is easy to identify and use the key field when setting up reports letters and triggers in the system Set the Primary Key field Data type Length of the field Revision 1 10 Page 52 Screen Designer People Inc Technical Guide After completing the Wizard the screen should look similar to the example below New Screen Design Triggers Auto number Se mn 4 mm sz E EB ES 4 To ensure that the value recorded in the primary key field is unique and to save the user the task of typing it in the values stored in all primary key fields in People Inc are normally automatically populated using auto number generation The auto number generation can be configured using the Auto number tab in the screen designer By clicking on the auto number button on the top button bar a list of available fields for which auto number has been configured is displayed Click on the Add Auto Number button the first button with the symbol on it to add auto numbering to a field Revision 1 10 Page 53 Screen Designer People Inc Technical Guide Auto Number Generation BB Screen designer Agencies Auto number eme Screens Triggers Auto number Design mur s Field Prefix Start Number Current Number Suffix Increment After selecting the Primary Key field from the list and clicking OK
43. e information in the text file to fields in the database For the example above the template would specify that data will be delimited with a comma and the text encapsulated in double quotes double quote is the text qualifier and that the data should be imported into the employeeid the Surname field the First Name field and the employees E mail field The template will also specify what the import should do if it finds duplicate data in the database For this there are a number of options see below These options enable the user to either add new data to the system or to update existing data Working with Import Templates To begin importing data right click on the node for the appropriate screen in the Management Console the screen into which data is to be imported and select all tasks import data The data import Wizard is started If the data import has never been done before in the first step of the data import wizard the user should select the option to create a new import definition Revision 1 10 Page 41 Importing Data People Inc Technical Guide Import data Welcome to the import wizard This wizard will lead you through the steps required to import data from a text document Select the option you want to use and then press next to continue I want to create a new import definition I want to use an existing import definition I want to delete an existing import definition
44. e user logs into People Inc The current version of an installation of People Inc can also be found by checking the version of the People Inc executable file it is also given on the Help About screen displayed from the systems main menu once logged into the system Before applying a service pack the user must check that the service pack can be applied to the version of the software they currently have installed If a number of service packs have been created since the system was installed it may be necessary to apply these service packs in order Applying a service pack will not affect existing data however it is recommended that a backup be taken prior to loading service packs Service Packs are installed by double clicking on the installation file on the CD for example PI EN SP 342 exe Unless instructed to do otherwise users should use the default options when applying service packs Note that the SQL Server system administrator account SA account password may be required when Service Packs are applied Revision 1 10 Page 22 System Installation People Inc Technical Guide People Inc Installing Wizards This sections details the steps needed when installing new Wizards when installing a Plug in replace the word Wizard for Plug in throughout this section To install and configure a Wizard is a 3 step process e Add the dll file to the system both on the Application Server amp on the users PC e Register the Wiz
45. em 3 Letter Library Report Library 81 Action List F Wizards Apply as Default Filter Edit Filter Importfilter 9 Companies Export filter ig Absence Rules e fg Work Pattems i Other Once the default filter is defined the screen can be opened and used New Main Screen Agencies Data Action List 0 Documents 0 P A Reports lettes Bema Agency Name My Personnel 01234 567890 Telephone e Mail Temp agency specialise in administrative staff 4 Agencies 1 10 All Agences Revision 1 10 Page 58 Screen Designer People Inc Technical Guide Creating New Sub Screens Sub Screens are screens that hold subsidiary details associated with a record in a main screen When a sub screen is used there will be more than one record in the sub screen that is associated with a single record in a main screen For example a main screen may hold records of employees and a suitable sub screen would hold details of the employee s absence history To add a sub screen to the system open the Screen Designer and right click on the associated main screen in the Management Console and select New New Child Screen Add a New Child Screen People Inc Screen Designer Module File Screens Hep o 5 Management Console a T Ella People I
46. ent Product Licence Windows Company Name The Orange Time Machine Ltd Active licence OTM 12 User Company number OP8374 Licence number E7BDD5A6519E 78F4935DE964 Expiry date 30 05 2011 Report calculations Yes Standard users 12 Web module Yes Web users 800 ESS module Yes PITime Module No Maximum records Unlimited M Cancel The People Inc installation CD installs a system with an evaluation license this license will provide full access to the system for 60 days When the evaluation licence expires no data is lost however users will not be able to access the system until a full licence is registered within the system Where a system is purchased with a full licence the licence details will be provided with the software These details need to be added to the system after installation Full system licenses expire after 12 months and have to be renewed Once again no data is lost when a license expires but users will not be able to access the system until a replacement license is registered Replacement Licenses can be requested from the software supplier or P amp A Software Managing Licenses Licenses are managed and new licenses added using the System Administrator The System Administrator can be started from the P amp A Group program group on the Start Menu Access to the System Administrator is gained via the same login dialogue and user account details Revision 1 10 Page 27 System Licenses People In
47. ers to add fields to existing screens and also create new screens and make corresponding database modifications All the existing People Inc data screens were created using the Screen Designer and they can all be modified using the screen designer The screen design tool also enables users to delete fields or even entire screen definitions and the associated database structures The screen designer also enables users to add and modify triggers Triggers can be used for example to validate data run calculations generate e mails or populate data tables Note that some of the triggers defined within the standard screens have been set as system functionality and can therefore not be modified by the user it is however possible for the support team at P amp A Software to modify these system triggers The Screen Designer can be started from the P amp A Group program group on the Start Menu Access to the Screen Designer is gained via the same login dialogue and user account details that are used for the People Inc Windows client Note that the Screen Designer is an optional component that may not be installed and that not all users will be granted access to this module access to this module depends on the users security profile Screen Designer Bi People Inc Screen Designer Module eos File Screens Help I Management Console People Inc Description S P Application 8 98 Employees Companies 0
48. erver The Application Server provides the link between the databases and the various software clients Most of the processing of information is done by the Application Server In a simple implementation of People Inc the Application Server will be installed on the same computer as the databases the database server It is possible to run the Application Server on a separate computer if desired A simple installation of People Inc runs just one copy of the Application Server It is possible however to run multiple copies of the Application Server if additional resilience is required A utility is provided to enable users to configure the Application Server A separate Web Application Server is used to provide access to the system via the Web Client Windows Client The People Inc Windows client is installed on users computers This software provides the user interface All day to day People Inc functionality is provided via the Windows Client dependent on the users access profile The Windows Client software logs onto a copy of the Application Server A utility is provided to configure the Windows Client System Administration Module The System Administration Module enables administrators to manage the People Inc system This includes the definition of user access profiles creation of new databases managing licenses creating backups etc This module connects to the database via the Application Server Revision 1 10 Page 7 Peo
49. esigner enables users to develop the system to meet the needs of their organisation A fully featured report designer is included with the system enabling users to run add and modify report templates Using the report designer users can generate reports comprising data from all areas of the database These reports can be previewed printed exported in a variety of file formats including PDF and MS Excel Template letters created using MS Word can be defined within the system incorporating data from all areas of the system A history of when letters are generated can be recorded automatically The letters can be sent via e mail using MS Outlook or an SMTP mail server if required either as file attachments or as e mail body text Flexible user defined access profiles enable administrators to set the rights associated with user accounts Access to all system functions can be granted to groups of users as can access to individual items of information held in the system this includes setting read only access and data range access A wide variety of files can be associated with records in the database MS Word Documents spreadsheets Adobe PDFs e mails etc Embedded MS Word documents and other text Revision 1 00 Page 1 Introduction People Inc Technical Guide based documents can be indexed and searched using key word searches This is useful for example for searching CVs for particular information The system enables use
50. exactly the same format the order and layout of information should be identical A field delimiter character must separate the fields in the text file This is normally a tab character or a comma but other characters can be used if required Note that the character chosen as a delimiter should not appear elsewhere in the data All text in the data should be encapsulated in quote marks and there should not be any spaces between entries Note that the data itself should not contain quote marks Before they can be imported into the system all dates must be formatted in the following way YYYY MM dd for example 21 June 2011 should be 2011 06 21 Using the character as a date character will generate an error on import It is preferable for the text file to include field headings The field headers are added in the first row of the file and have the same layout as the data in the file see example below Including headings in the file simplifies the configuration of the import template It is likely that some data in the database is generated or validated based on rules defined within the People Inc system itself There are many examples of this in the standard configuration of the system this type of functionality is configured using the screen designer When importing data none of the rules set by data validation or calculations defined in the screens is enforced and it is not possible to force the system to validate or
51. g used the instance name is set to SQLEXPRESS by default the server name in the dialogue above should therefore be lt servername gt SQLEXPRESS The databases can be installed using Windows authentication based on the current Windows user account or by using the SQL Server system administrator account username SA If the current Windows user does not have the necessary rights privileges this mode cannot be chosen and the password for the SQL Server SA account will be required Log in to Server t Database Installatio Welcome to the P amp A Group database installation Welcome Server Execute Please fill in the information about your database server below information Server name Optiplex360 Authentication mode windows authentication Username Password Previous Click Next the final step in the installation is shown Revision 1 10 Page 12 System Installation People Inc Technical Guide Perform Installation Welcome to the P amp A Group database installation Welcome Server Execute Click Execute to start the installation Progress Click Execute Following a successful installation a tick is added to all the elements on the screen and a message is displayed Confirmation of Successful Installation o Database succesfully installed and verified Click OK and click Finish on the 2 previous dialogues
52. hat users ensure that it is possible to restore the back up sets that they are producing from the system and that they understand how much data may be lost when a back up is restored this will depend on the frequency and retention period of their backups If possible a full system restore should be tested periodically Revision 1 10 Page 63 Screen Designer People Inc Technical Guide 10 Maintenance Manager Utility Overview The Maintenance Manager application is designed to restore People Inc back up sets This can also be achieved with Enterprise Manager supplied with MS SQL Server however this is a more complex and involved approach note that Enterprise Manager is not supplied with MSDE Starting Maintenance Manager The SQL Server name and the password for the SA account is required to enable users to log into the Maintenance Manager Utility Click on the Maintenance Manager short cut on the Start Menu to start Maintenance Manager Maintenance Manager Login dialoque n Login Maintenance Manager lelak Login Server instance Authentication so Server authentication Username Password Cancel L d Restoring a backup Backups are restored using the Maintenance Manager Utility This is useful when the user wishes to e Recover data that has been inadvertently overwritten or modified e Recover damaged database files The simplest way to do this is with a Complete Resto
53. hese profiles define the access rights grated to users To create a new security profile right click on a profiles folder and select new security profile Creating a new security profile Create a new security profile This wizard will help you with the required steps to finish this task successfully Name Line Managers Insert a Description Access for Line Managers Revision 1 10 Page 34 User Accounts and Security People Inc Technical Guide After specifying the name of the profile the Configure User rights screen will be shown Configuring User Profiles The Configure User Rights screen is displayed automatically when a new profile is created It is also used to modify existing profiles To view or modify the details of an existing user profile click on the profiles folder and right click on the profile and select All Tasks Manage Security Profile The Configure User rights screen will then be displayed The Configure User Rights screen has a number of sections Each of these sections is used to manage user access to that part of the system The Application node enables users to manage access to the various software tools supplied with People Inc see image below This enables administrators to restrict the access of users as required Configure User Rights Specify rights for a security profile This wizard will help you with the required steps to finish this task successfully System profile Access t
54. hile it is possible it is not simple to recover a system from files that have been copied in this way Backing up data from Enterprise Manager If a full copy of SQL Server is used to host the databases an SQL Server administrator can configure SQL Server to automatically back the databases up every day for example backups can be automated using the back up facility within Enterprise Manager See the SQL Server documentation for details Backing up data A full database back up contains everything needed to recover the People Inc system user data together with screen letter and report definitions etc To create a full back up of the People Inc databases select System Maintenance option from the Management Console in the System Administration Module Revision 1 10 Page 61 Screen Designer People Inc Technical Guide System Maintenance option r n AB People Inc System Administrator Module lelo File Options Screens Help g p mu E fla People Inc Application 9 98 Employees 8 Companies 9 27 Jobs 8 I Courses 9 4 Vacancies 9 5 Absence Rules d Work Patterns di Vehides hif Grievances Database Library c Letter Library iE Report Library 2 Security 8f Action List E Management 9 9 9 tu System Information Licences z Releases External Applications Overview Detail Name System Maintenance u
55. his Agreement upon written notice to the other party without any opportunity to cure Revision 1 00 i Software Licence Agreement People Inc Technical Guide c This Agreement shall immediately terminate upon the filing by or against Licensee of a proceeding under any bankruptcy or similar law unless such proceeding is dismissed within 60 days from the date of filing the making by Licensee of any assignment for the benefit of creditors the filing by or against Licensee of a proceeding for dissolution or liquidation unless such proceeding is dismissed within 60 days from the date of filing the appointment of or the application for the appointment of the receiver trustee or custodian for all or part of the assets of Licensee unless such appointment or application is revoked or dismissed within 60 days from the date hereof the attempt by Licensee to make any adjustment settlement or extension of its debts with its creditors generally the insolvency of Licensee or the filing or recording of a notice of lien or the issuance or the obtaining of a levy of execution upon or against a material portion of the assets of Licensee unless such lien or levy of execution is dissolved within 60 days from the date hereof d Upon termination or expiration of this Agreement for any reason including without limitation discontinuation of use of the Software by Licensee the rights of Licensee to possess or use the Software shall end and Licensee shall i
56. hould be local lt instancename gt e When SQL Server is running as the default instance on a remote computer the value entered into SQL Server should be lt servername gt e When SQL Server is running as a named instance on a remote computer the value entered into SQL Server should be lt servername gt lt instancename gt The SMTP Server setting is used to direct SMTP e mail The screen below is shown following a successful installation Confirmation of Successful Installation SET aan People Inc 3 4 2 has been A successfully installed Click the Finish button to exit this installation If the installation cannot find the People Inc databases running on the database server it will fail Normally the issue is either a configuration issue or a security privileges issue It is possible to force the installation to complete without validating the connection to the server by selecting Do not start server during installation The installation will finish and any issues can then be investigated and resolved The Application Server runs as a Windows service on the server If this service will not start further information can be established if the Application Server is started as a Windows task Revision 1 10 Page 15 System Installation People Inc Technical Guide from a command prompt To do this copy the service command from the service configuration Path to Executable line Application Server Service P
57. htly different each time it is sent out It is also possible to copy existing letter templates The text contained in the newly created template can then be modified This makes creating new templates much easier and quicker without the need to set up data queries The version 3 screen designer can now include information about system users within screens Integrated with user security this provides a powerful means to control access to information within the database Plug ins and wizards can be used to provide custom functionality in version 3 A suite of standard wizards is supplied with the system The concept of user access profiles has been implemented in version 3 Any number of profiles can be defined within the system detailing the report templates letter templates screens and data that can be accessed by a group of users A user account can access the system via more than one profile if required Creating accounts and managing access rights is now more powerful and quicker as a consequence Version 3 offers full multi lingual operation if required Related Products P amp A Software markets a range of HR related products designed to manage all aspects of Human Resources These include the People Inc HR system a full time and attendance solution called People Inc Time the Knowledge Lab training administration system and the Staffspotter recruitment management system of these products can be accessed by both Windows and
58. ication for individual implementations of People Inc Sample backup script sgl file exec sp dropdevice redshared30 backup DELFILE go exec sp addumpdevice disk redshared30 backup d backups redshared30_backup BAK EXEC BACKUP DATABASE redshared30 TO redshared30 backup WITH FORMAT NOUNLOAD redshared30 backup STATS 100 DESCRIPTION redshared30backup go exec sp dropdevice redrecdir 1 backup DELFILE go exec sp addumpdevice disk redrecdir 1 backup d backups redrecdir 1 backup BAK EXEC BACKUP DATABASE redrecdir 1 TO redrecdir 1 backup WITH FORMAT NOUNLOAD redrecdir 1 backup STATS 100 DESCRIPTION redrecdir_lbackup go exec sp dropdevice redrecdir master backup DELFILE go exec sp addumpdevice disk redrecdir master backup d backups redrecdir master backup BAK EXEC BACKUP DATABASE redrecdir master TO redrecdir master backup WITH FORMAT NOUNLOAD NAME redrecdir master backup STATS 100 DESCRIPTION redrecdir masterbackup go exit This script can be initiated from a batch file by using the command osql Usa Ppassword ibackup_script sql obackup_log log where password is the password of the SA account on the server Data Recovery Data recovery is achieved using the Maintenance Manager Utility See the chapter on the Maintenance Manager Utility for details It is strongly recommended t
59. icence Rename Overview Detail Name OTM 12 User Description 12 User expires 2011 The active license is displayed with a blue icon in the management console Viewing Licence details To view details of a licence in the system right click on the entry for the licence in the management console and select All Tasks View License Details View licence details The Orange Time Machine Ltd OP8374 F7BDDSA6519E 7BF4935DE964 2 30 05 2011 Yes 800 Revision 1 10 Page 30 User Accounts and Security People Inc Technical Guide 6 User Accounts and Security User profiles Users access People Inc using a user account defined for them within the software Each user account has a unique username and password When the system is first installed only the default user account is defined This default account has the username username and the password password Any number of additional user accounts can be configured within the People Inc system Note that the active system licence controls the number of users who can access the system concurrently The System Administrator is used to add new users The System Administrator can be started from the P amp A Group program group on the Start Menu on your PC Access to the System Administrator is gained via the same login dialogue and user account details as are used for the People I
60. igher processor Memory Windows XP 512MB Windows Vista Windows 7 2GB Disk space Each client computer requires 150 MB of disk space for the People Inc software Operating systems Windows XP Professional Windows Vista Windows 7 Other software MS Office XP or later Windows Terminal Services and Citrix are supported The minimum requirements for the web server computer used to host the Web Client and the Employee Intranet is as follows Processor dual core processor with 2MB cache Memory 4GB Disk space The Web Client or Employee Intranet require 200MB Operating systems Windows 2000 Server sp3 or later Network 100Mb s minimum Internet 4Mb s ADSL or faster Other software MS IIS version 5 or later MS NET framework 2 0 ASP net 2 0 Web Client access users PC Internet Explorer version 6 IE 6 or higher Firefox 3 5 Safari 4 Google Chrome The Server and Client elements of People Inc can run on a single computer or on separate PCs across a local area network at a minimum recommended network speed of 100Mbps For access to a server via a LAN we recommend that the TCP IP protocol be used For further details on networking requirements see the MS SQL Server documentation To generate letters and e mails People Inc can use the MS Office applications MS Word and MS Outlook the system can link to MS Office XP 2003 MS Office 2007 or MS Office 2010 Revision 1 10 Page 10 System Installation People Inc
61. ion 1 10 Page 36 User Accounts and Security People Inc Technical Guide A list of available users will be displayed in the panel on the left The panel on the right shows a list of user accounts which are currently associated with the security profile Double clicking on a user account will move them from one list to the other Select Finish to save any changes It is also possible to list the profiles associated with an individual user account by right clicking on the user account definition and selecting All tasks Member Of The manage security membership screen will be displayed A list of available security profiles will be displayed in the left panel The right panel will list the security profiles currently associated with the user accounts Double clicking on a security profile will move it from one list to the other Note that a user can however access the People Inc system via a single access profile or via a number of access profiles at the same time Grant access via security profile to user Add a profile to a user This wizard will help you with the required steps to finish this task successfully Available profiles Une Managers redsnapperagent username Restricted Access Where a restricted user profile is configured within the system it is important that the user thoroughly checks the scope of the profile before users are granted access For example if a profile denies access to some of the informa
62. is slightly more complex Each record in a child table has its own unique primary key field when listing all the absence records for all the employees each absence record can be uniquely identified using just the contents of this primary key field But each record is also associated with a specific record in a parent table the employee table and so the primary key associated with a record in the parent screen is recorded in another field in the child table An absence entry for a period of absence for an employee will therefore have 2 key fields one will contain the value of the employees unique primary key field employeeid the other will contain a primary key that is unique to that particular absence entry no other absence entry in the system will have the same value in that field By convention in People Inc databases primary key fields have the same name as the database table followed by id For example in the employee table the primacy key field would normally be called employeeid The primary key field is normally a text field with a maximum of 15 characters Preparing Data for Importing To import information into People Inc the data must be recorded in a text file Where information is currently in a database or spreadsheet it will need to be converted to text file format before it is imported Each entry row in the text file should contain all the information about an individual record and each entry should have
63. le in the unmodified licensed Software on the intended platform ii improper use abuse accident or neglect iii alterations modifications or unauthorised attempts to modify Software iv causes external to the system such as failure to maintain environmental conditions within the parameters specified by P amp A Group v attachment of the system running the Software to equipment software or other items which are not approved by P amp A Group or vi failure to maintain systems at P amp A Group specified minimum configuration or release level Any support delivered by P amp A Group as a result of such events will be invoiced separately and paid at P amp A Group s then current published time and materials rates Following completion of the Error Correction P amp A Group may provide the Error Correction through a temporary fix consisting of sufficient programming and operating instructions to implement the Error Correction Additionally P amp A Group shall not be responsible for correcting Errors in any version of the Software other than the most recent Release of the Software provided that P amp A Group shall continue to support the immediately prior Release superseded by most recent Release for a reasonable period sufficient to allow Licensee to implement the newest Release not to exceed one 1 year from the date such Release was superseded 2 4 Unless otherwise mutually agreed in writing upon receiving an Error report from Licensee and pro
64. ly an Error Correction Patch Enhancements may be designated by P amp A Group as minor or major depending on P amp A Group s assessment of their value and of the function added to the pre existing Software 1 2 Error Any failure of the Software to conform in all material respects to its current documented features as published from time to time by P amp A Group However any nonconformity resulting from Licensee s misuse improper use alteration or damage of the Software or Licensee s combining or merging the Software with any hardware or software not supplied by P amp A Group or identified as compatible by P amp A Group shall not be considered an Error Errors are categorised as Critical or Standard as defined in section 2 4 below 1 3 Error Correction or Patch Any modification or addition to the Software that fixes an Error Patches may be issued as a temporary workaround and may or may not be included in the next Release of the Software at P amp A Group s sole discretion 1 4 Release Error Corrections Patches and minor and or major feature Enhancements grouped into one release 1 5 Software The P amp A Group software products described in the License attached hereto including any extracts from such programs and derivative works of such programs made by P amp A Group or collective works including such programs such as subsequent Releases to the extent offered to Licensee by P amp A Group under this Agreement or the License Ag
65. mmediately at P amp A Group s sole option deliver to P amp A Group or destroy the original Software and all copies of the Software or any portion thereof in its possession or control Within 20 days following the date of such termination or expiration an officer of Licensee shall certify in writing to P amp A Group that the terms of this Section 5 d have been complied with 6 LIMITED WARRANTY P amp A Group warrants that the CD ROM documentation and related packaging to be free from defects in workmanship for 90 days from the date of receipt P amp A Group further warrants that the SOFTWARE shall substantially conform to the performance specifications defined in the READ ME file documentation or other written materials accompanying the SOFTWARE P amp A Group does not warrant that the operation of the SOFTWARE will be uninterrupted or error free 7 MAINTENANCE Licensee must subscribe to the Maintenance and Support services as described in the Maintenance and Support Agreement attached hereto as Schedule A hereto pursuant to the terms thereof 8 LICENSEE S REMEDIES P amp A Group s entire liability hereunder and Licensee s exclusive remedy shall be at P amp A Group s option either a refund of the price paid or b repair or replacement of the SOFTWARE provided that any defective SOFTWARE is returned to P amp A Group within 90 days of receipt shipping prepaid SOFTWARE that has been replaced will be warranted for the remainder of the o
66. n is being performed On each client computer run the PSPPeoplelnc 3 4 2 msi Windows Installer package located in the People Inc 3 4 2 folder on the CD This will install and configure the People Inc client software The first steps of the installation ask for user details and file locations we recommend that the default locations are used The following screen is then displayed Revision 1 10 Page 19 System Installation People Inc Technical Guide Select Features to Install Select Features Please select which features you would like to install Application server Windows Client The translation of the software can be System administration module changed using the translation module screen designer Translation module This feature will be installed on the local hard drive Inis feature requires 23M6 on your hard drive C Program Files PA Group People Incl Wise Installation Wizard R Gor gt De select the Application Server feature and select the modules appropriate to the current user Day to day users will need the Windows client Advanced users will need the Windows client the Screen Designer and System Administration module If you intend to translate the system into another language the Translation module will be required Click Next to continue Add the name or IP address of the server on which the Application Server is running to the next
67. nc Descrpin mee S P Application 8 98 comp New New Match Screen F All Tasks 8 4 Cours 8 Vaca New Child Screen 8 50 Abse Work Set screen order Vehid 2 Agen Refresh Action Li s Help Overview Detail Name Demonstration Group 1998 2009 Adding a sub screen to the People Inc system requires that the user goes through the same 5 step process defined for adding a main screen above These steps are Create the new screen using the screen designer Create a key field used in the database to uniquely identify records Set the key field to be automatically generated Add further data fields to the screen Add a default filter for the screen to the system Details of each of these steps is given in the section on adding a main screen above Revision 1 10 Page 59 Screen Designer People Inc Technical Guide 9 Data Back up Overview It is important to take regular backup copies of the People Inc databases This should be done by either running a back up e from SQL Servers Enterprise Manager SQL Server users only e within System Administration Module SQL Server and MSDE users using an SQL script SQL Server MSDE users It is not recommended that users simply copy the SQL Server MSDE database files themselves they are permanently in use unless the server is first stopped and therefore difficult to copy Furthermore w
68. nc system itself Note that the system Administrator is an optional component that may not be installed and that not all users will be granted access to this module this depends on their security profile System Administrator screen Eile Options Screens Help fl Management Console Ei fla People Inc Name Description Modified By Modified On B 8 90 Employees Companies EE Jobs B Courses 8 2 Vacancies E Absence Rules 0 Work Patterns di vehides B e Database Library EH Letter Library Standard Administrators E Profiles Profiles 8 Action List 89 480 Management g Licences 4 Releases 9 External applications Overview Detail Name Security nae lusername Demonstration default PBA Group 1998 2009 ees Revision 1 10 Page 31 User Accounts and Security People Inc Technical Guide While a user account is needed to gain access to the system the scope of a user s access is managed via user access profiles These are also defined using the System Administrator To achieve this each user account is associated with one or more profiles Access rights are set within these profiles and apply to all user accounts associated with the profile In this way it is possible to control access to all aspects of the People Inc system including Databases Screens and associated information
69. nize security information based on employee data username 08 07 4 Security General Absence Allowances Detail Dele Deletes the automatically calculated absence alowances det username 28 03 Action List General Absence Book Wizard Book an Absence for a group of Employees username 1412 1 8 81 Management General Absence Details Deletion Deletes the automatically calculated absence details for all e username 28 03 4 z Licences General Absence Wizard Closes the absence year for the selected allowance rule for username 28 03 2 8 Releases General Pay Change Wizard Change the pay of a group of employees username 27 03 External Appications Individual job title change Change the job title of an individual employee username 28 03 2 Individual pay change Change the pay of an individual employee username 28 03 2 7 7 Individual Termination of Employment Terminate the employment of an individual employee username 28 03 2 Adds new applicant to a vacancy from employee username 17 08 72 Plugins ___Wizard maintenance P Register a new employee username 28 03 2 Ei External Refresh 7 New Employee From Applicant Add a new employee from an appicant username 26 06 2 Help 4 D Overview Detail Name Wizard Folder Page 23 System Installation People Inc Technical Guide Maintenance of the available wizards This wizard wil help you with the req
70. o new standard items Access to new admin items amp fla People Inc Project rights Application Windows Client Web Client System Administrator Module zi Vi Erik Vacances Screen Designer Module E y Absence Rules Work Patterns Translator Module Vehices 9 99 Database Library 9 0 Letter Library 8 8 Report Library Export 8 90 Security EFA Action List 8 8 Management Licences Import 5 Releases External Applications Help Within the Application Node each screen and all sub screens are displayed see image below Selecting an element in the People Inc tree on the left hand side displays the detailed security information for that element for the current profile on the right hand side Rights to a particular field resource letter report range of data filter or function can be set in this screen This is done by checking or un checking the appropriate check box in this view Users can grant or deny user permissions to a complete row or column by double clicking the column or row header When an entire row or column is changed the new rights set are to the opposite of the original value as defined in the first cell of the row or column Revision 1 10 Page 35 User Accounts and Security People Inc Technical Guide Configure access to data screens Specify rights for a security profile This wizard will help you with the required steps to finish this task successfully Systemp
71. on Servers are listed press the Add Server button If the entry for the Default Application Server already exists highlight this entry and press the Server Properties button Revision 1 10 Page 21 System Installation People Inc Technical Guide Server Properties 127 0 0 1 Communication Channels Type Port HTTP Cx The server properties will be displayed Ensure that the Server name is correct it is possible to use either the server name or the IP address of the server The client software communicates with the Application Server not the SQL Server so there is no need to consider the SQL Server instance in the Client configuration only the name of the server running the Application Server software Check that the communication channel both type and port matches the listeners on the Application Server configuration This image above shows the configuration options that are set if the Application Server is on the local computer Service Packs From time to time Service Packs for People Inc are released These are available from P amp A Software www pasoftware co uk Service Packs provide the latest functionality and ensure that any known issues with the software are addressed It is important to ensure that the current service pack is loaded on your system When service Packs are applied the version of the software changes The current version number is displayed at the bottom of the splash screen when th
72. ords in the system Revision 1 10 Page 8 System Installation People Inc Technical Guide 4 System Installation Overview People Inc requires that at least 3 components be installed and configured these are the People Inc databases the Application Server and the People Inc Windows Client software If required it is possible to load all three components onto one computer However in a standard installation the databases and Application Server are installed on one computer and the Windows client installed on a number of additional computers one for each user One or more of the users are normally nominated to be an administrator and in addition to the Windows client they should also have the System Administration Module the Screen Designer and the Translation Module installed on their computers If required the Windows client and additional administrator modules can be installed and run on a Citrix or Terminal Services server rather than on individual users PCs If one of the optional web applications the Web Client or the Employee Intranet is to be used a web site must be loaded on a web server and a the Web Application Server must be installed on a server The Web Application Server can be loaded on the same server as the databases however it is recommended that a second server is used to host the web applications particularly if access to the system is required from the Internet If additional resilience i
73. pecify a search criteria in a filter this could be used for example to display all current agencies based on a status filed added to the screen No criteria has been selected in this example The order of the records can also be selected in the filter in this example the records will be sorted into Agency Name order Creating a Filter Set the Order m Query Designer ea a E Tables E Fields search 2 sort 2 sau Available Fields Field Alias Field SQL Alias Table SQL Alias usercr agencies usercr agencies usermd agencies usermd agencies rowguid agencies rowguid agencies E flags agencies flags agencies igencies agenc agencies Agency agencies agenc agencies Sort Fields Natural Order Field Alias Field SQL Alias Table SQL Alias Desc 2 gt Agency Name agencies agenc agencies Cancel For more details on how to create filters see the chapter on Working with Filters Once defined the filter should be set as the default filter for the screen To do this right click on the filter definition in the Management Console and select All Tasks gt Apply as Default Filter Revision 1 10 Page 57 Screen Designer People Inc Technical Guide Set Default Filter File Options Screens Help Users mode Expert mode Personnel 9 Employees fus tTe ls esn 10 Courses E Vacancies Syst
74. ple Inc Modules People Inc Technical Guide Screen Designer The Screen Designer enables users to modify the screens in the People Inc system and to add new screens Translation Module People Inc is available in English Spanish and Dutch The Translation Module enables users to modify labels and messages in the system and to translate the system into further languages if required Maintenance Manager Where an implementation of People Inc uses MSDE the Maintenance Manager is required to restore database backups onto the server It is also possible to use the Maintenance Manager with a full copy of MS SQL Server Web Client The People Inc Web Client runs under Microsoft IIS This module provides access to People Inc functionality via a web browser The Web Client is normally installed on a dedicated computer but it is possible to run the Web Client on the database server if required The Web Server is configured to connect to a copy of the Web Application Server Employee Intranet employee self service The People Inc Employee Intranet enables employees to view their own details as held in the system and send requests for time off These requests are automatically routed to their manager Managers can view and optionally modify details associated with their employees They can also approve or decline requests for time off made by members of their team Details of approved requests are recorded in the employee s absence rec
75. port on a regular basis and shall provide such report to P amp A Group upon request to verify compliance 4 ADDITIONAL RESTRICTIONS Licensee may not rent or lease the SOFTWARE to any other person or entity but Licensee may transfer the use of the SOFTWARE and its documentation to another employee on a permanent basis provided Licensee retains no copies with the previous computer system or employee Licensee acquires no right of any kind with respect to any source code for the SOFTWARE and shall not reverse engineer decompile or disassemble the SOFTWARE nor attempt to gain knowledge of the source code in any manner whatsoever 5 TERM AND TERMINATION a The license hereunder is effective from the date both parties execute this Agreement and shall continue in effect until Licensee ceases to use the SOFTWARE destroys all copies thereof and returns the original and its documentation to P amp A Group unless earlier terminated in accordance with the terms of this Agreement b Either party shall be entitled to terminate this Agreement and pursue all of its rights hereunder or at law or in equity upon written notice to the other party in the event of a breach by such other party of any of its obligations hereunder and the failure of such other party to cure any such breach within 30 days from receipt of written notice thereof unless such breach by its nature cannot be cured in which event the non breaching party shall be entitled to terminate t
76. ration tools Report Writer training is also available Users who require specific features in their system can use the configuration tools to add these Alternatively our consultants are available to help with this customisation Where complex additional functionality is required we recommend that any changes are discussed with our consultants before they are made Revision 1 10 Page 5 People Inc Modules People Inc Technical Guide 3 People Inc Modules Overview A number of modules are provided with the People Inc system These are as follows the database the Application Server the Windows client the System Administration Module the Screen Designer the Translation Module the Maintenance Manager module the Web Server the Web Client Database The People Inc databases run under MS SQL Server Each system records information within a number of databases All data in the People Inc system is stored in one of these MS SQL Server database A Global database is used to record the configuration of the system screens report templates letter templates user profiles etc It is possible to configure multiple user databases on one server using one copy of People Inc All databases on a single server will have the same configuration of screens reports and letters It is not possible to transfer data between databases using the People Inc system The computer that hosts the databases is known as the database server Application S
77. re When a user performs a complete restore ALL the People Inc databases are restored This includes all screen report template and letter template definitions all user data all user account details etc Before users can restore database they need to first check the current back up path The back up path can be checked in the System Administrator Module under Options gt Show Backup Path Show Backup Path dialogue People Inc System Administrator Module 5 SQL Server will write backups to the following folder Program Files PA Group People Inc Backup Revision 1 10 Page 65 Screen Designer People Inc Technical Guide If users wish to change the back up path they need to select Settings Set Backup Path from the Maintenance Manager menu in Maintenance Manager Please note that the user should not change the backup path but should cancel the dialogue after making a note of the current path People Inc backups comprise a number of files When a backup is made these files should be stored together A Complete Restore requires a full set of backup files if it is to succeed Note that the system version that generated the backup files must match the current version of the People Inc system users should not attempt to restore a backup from a version 3 2 copy of People Inc into a version 3 4 system for example To restore the backup e Copy the back up files to the back up folder as detailed in the Show
78. reement as part of P amp A Group s standard product 1 6 Term An initial period of one 1 year commencing on the delivery of the Software Thereafter the Term shall automatically renew for successive periods of one 1 year each unless and until terminated pursuant to Section 4 hereof 2 Scope of Service During the Term and subject to the continued payment in full of the applicable annual Support and Maintenance Fee s for the licensed Software P amp A Group shall render the following services in support of the Software during the following hours Monday through Friday excluding scheduled holidays of P amp A Group Basic Support Hours P amp A Group 9 30am to 5 00pm GMT 1 00 Time Email support pasoftware nl or call 0031 10 4782878 P amp A Software Solutions UK 9 00am to 5 30pm GMT Email support pasoftware co uk or call 0044 1908 265111 2 1 P amp A Group shall provide access on its website that will allow Licensees to report Software problems and to seek assistance in use of the Software 2 2 P amp A Group shall maintain a trained staff capable of rendering the services set forth in this Agreement 2 3 P amp A Group shall only be responsible for using commercially reasonable efforts to correct verifiable and reproducible Errors when reported to P amp A Group in accordance with P amp A Group s standard reporting procedures P amp A Group is not responsible for i support of any problems or Errors that are not reproducib
79. riginal warranty period or 30 days whichever is longer This warranty is void if the SOFTWARE s defect has resulted from accident or abuse 9 NO OTHER WARRANTIES P amp A Group DISCLAIMS ALL OTHER WARRANTIES ORAL OR WRITTEN EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE This limited warranty gives Licensee specific legal rights 10 PROPRIETARY RIGHTS INDEMNIFICATION Subject to Licensee s fulfilment of its obligations under this Section P amp A Group will hold to the extent set forth in this Section Licensee harmless and at its own expense defend or settle any claim suit action or proceeding brought against Licensee to the extent that such claim suit action or proceeding is based on a claim that the latest version of the Software or any portion thereof infringes or constitutes wrongful use of a International patent International copyright or trade secret right protected under Dutch law Licensee shall notify P amp A Group in writing of any such claim promptly after icensee first learns of it and shall provide P amp A Group with such cooperation and assistance as P amp A Group may reasonably request from time to time in connection with the defence thereof P amp A Group shall have sole control over any such suit or proceeding including without limitation the right to settle on behalf of Licensee on any terms P amp A Group deems desirable in the sole exercise of
80. rofie 7 Access to new standard items au Access to new admin items E 5 0 People Inc Screen and field rights Resource and item rights Documents Ps Application IIS E Delete 4 Companies o 1 5 2 Courses Address Line 1 B E Vacancies 9 5 Absence Rules d Work Patterns Addrese Line 3 Vetices Adjust allowances Database Library Age Age Category Age as number Parking Space Management od es cates priate Contract End Date 89 00 External Applications Soi Current Company Current Contractual Hours Current Department Le Associating Security Profiles with User Accounts When a user account is added to the system it is automatically associated with a user profile This will either be a new profile created for that user or where a new account is based on an exiting user account it will be the profile that was associated with the existing user s account Any number of user accounts can be associated with a security profile If a security profile is changed the access rights for all associated users are automatically updated To check the users associated with a particular profile right click on the security profile and select Add to Security Profile The Add to Security Profile Screen will be displayed Add user to security profile screen Add users to a profile This wizard will help you with the required steps to finish this task successfully Revis
81. roperties File Action View Help 9 E 610 1 2 Services Local JS Local P amp A Group Application Server Name P amp A Group Application Server Parental Controls General Log On Recovery Dependencies Peer Name Resolution Protocol Description Peer Networking Grouping Service name P amp A Group Application Server Peer Networking Identity Manager Display P amp A Group Application Server Performance Logs amp Alerts P amp A Group Application Server Properties Local Computer Start the service Description Group Application Server PnP X IP Bus Enumerator PNRP Machine Name Publication Service Path to executable Foitilic ace Seivice C Program Files PA Group PSP Application Server PSP Application Server Pow Startup type Automatic Print Spooler Problem Reports and Solutions Control Helo me configure service startup options Program Compatibility Assistant Service Protected Stoiaqe Service status Stopped Quality Windows Audio Video Experienci l Remote Access Auto Connection Manag Remote Access Connection Manager can specify the start parameters that apply when you start the service from here Start Remote Desktop Configuration Remote Desktop Services Start parameters vs Remote Desktop Services UserMode Port Remote Procedure Call RPC Remote Procedure Call RPC Locator _ Extended St
82. rs to associate actions with individual records in the database and these can be managed from the record in question The actions recorded in the system can also be displayed globally to produce a user specific or date specific action list Wizards are provided to manage key tasks in People Inc such as adding new employee details Information Managed using People Inc Extensive employee details can be managed using People Inc This includes detailed personal information name contact details equal opportunities information etc key dates start date end of probation contract end date leaving date etc a full job and salary history including work patterns and FTE details absence allowances and entries holiday sickness etc training and development details appraisals training completed training needs etc and much much more medicals visas and work permits disciplinary and grievance equipment issued exit interview information etc In addition to this the system enables users to manage details of the organisations structure multi company multi location departmental information job definitions recruitment information vacancies applicants interviews job offers training course details and details of vehicles used for work One of the key benefits of People Inc is the flexibility of the database The users are able to add screens and data items to the system as required New in People Inc version 3 A signifi
83. s required the server elements can be implemented over 3 servers a server to host the databases a server to run the Application Server and a third server to host web services Further resilience can be achieved by adding Application Servers and Web servers if required System Requirements People Inc databases are managed using Microsoft SQL Server 2000 MS SQL Server 2005 or MS SQL Server 2008 People Inc will not work with older versions of MS SQL Server People Inc also requires that the Microsoft NET framework version 2 0 is installed copy of the cut down version of MS SQL Server 2005 SQL Express is supplied free of charge for use with People Inc When using SQL Express access is restricted to a maximum of 5 concurrent users and database size restricted to a maximum of 4GB If one of the web applications is to be used a processor license for SQL Server is required For People Inc to function correctly mixed mode authentication rather than Windows authentication must be enabled within MS SQL Server If an existing copy of MS SQL Server is used mixed mode authentication must be enabled For trouble free installation the SQL Server service should be configured to run as a Network Service Detailed below are the hardware specification and configuration required to support up to 10 concurrent People Inc users and 50 concurrent web client users The details given are recommended specifications for providing normal sys
84. sed different options will need to be entered in this screen e When SQL Server is a local named instance this is likely where more than one instance of SQL Server is running the value entered into SQL Server should be local lt instancename gt e When SQL Server is running as the default instance on a remote computer the value entered into SQL Server should be servername e When SQL Server is running as a named instance on a remote computer the value entered into SQL Server should be lt servername gt lt instancename gt The Listeners detailed on the configuration page are used to configure communication between the Application Server and the Client software It is possible to set a single application server to listen using HTTP or TCP IP or both The port selected for each protocol needs to match the port selected in the Client software configuration see below By default HTTP is selected It is recommended that this option is used as generally speaking it is faster than using TCP IP Some network equipment bridges and routers are set to block HTTP in this case TCP IP should be used Citrix is often not configured to use HTTP and again in this case TCP IP should be used Client Installation The People Inc software should be installed on each computer used by the system users or on a Citrix or Terminal Services server Please note that it may be necessary to stop the anti virus software temporarily while this installatio
85. sername Demonstration default P amp A Group 1998 2009 d Right click on System Maintenance and then select All Tasks Then select System Maintenance Follow the steps of the back up Wizard choosing to backup shared data and all other databases by default the back up files are created in the folder C Program Files PA Group People Inc Backup This location can be modified using the Maintenance Manager utility see below Back up files The files produced by a backup are a back up set and should be kept together and restored as a set Note that a backup set may have more than 4 files To keep the back up safe copy the files produces to a suitable back up device tape or CD It is recommended that the back up is labelled with the system database version for example 3 4 0 456 The version number can be found by selecting help gt about on the People Inc menu It is only possible to restore a back up of a particular database version onto a system with the same version number Note that when a back up is restored all existing data and screen letter report definitions are replaced with those on the back up Revision 1 10 Page 62 Screen Designer People Inc Technical Guide Unattended backup For users who manage their databases using MSDE to automate backups it is recommended that the following script be run within MSDE using a utility called OSQL Note that various parameters in the script may require modif
86. slation module This feature will be installed on the local hard ive Inis feature requires 8 MB on your drive Current location C Program Files PA Group PSP Application Server Wise Installation Wizard R gue mer m erm em Select just the Application Server for installation click Next Details of the SQL Server and optionally an SMTP mail server are defined on the next screen Application Server Configuration Configuration Change the settings below if needed Application server configuration SQL Server local SMTP Server 127 0 0 1 Do not start server during installation Add scheduled task on this server Wise Installation Wizar Revision 1 10 Page 14 System Installation People Inc Technical Guide If the Application Server is to be installed on the same computer as the SQL Server and the default instance of SQL Server is used we recommend that the default settings are used see image above If SQL Express is to be used to host the People Inc databases local SQLEXPRESS should be used for the SQL Server If the Application Server is not installed on the same computer as the SQL Server or a named instance of SQL Server or SQL Express is used different options will need to be entered in this screen e When SQL Server is a local named instance this is likely where more than one instance of SQL Server is running the value entered into SQL Server s
87. t allows users to modify list of options Linked Pick List pick list that enables user to select records from another screen Clicking the Finish button adds the field to the database and adds the data control to the screen When this is done the new data control and associate label appear in the top left hand corner of the screen often super imposed over an existing data control and label These then both need to be moved to a suitable place on the screen In the example below ID Card Number has been added to the screen and moved to a fee space on the screen Screen with Added Field r n BB Screen designer Employees Design EXE Screens Design Triggers Auto number TH z s E mu e XB A E3 FR zu 7 Surname Title 7 Fields Properties REDCONTROL368 treduserlabel First Name Known as E Pi Value Employee Number Middle Name Caption ID Card Number 8 as Classname treduseriabel E oo Color dBinFace Maiden Name DataField idcardnumber Height i7 Employment Personal Contact Current Vehides Other eR D gt Contract 5 Probationary Period noe eee Parent thsDetails Date of Join Probation End Date Hop 110 Length of Service Extended Prob Period x Visible True E Width 81 Prev Length Service Years Months Extended Prob End Date x uan Eu Yd wr lt N Total Length of Service Contract End Date Adjust allowances Notice
88. tem performance Other factors for example the number of users level of activity network capacity usage and volumes of data will all influence system performance Revision 1 10 Page 9 System Installation People Inc Technical Guide The minimum requirements for the database server computer system used to host the databases and run the Application Server are as follows Processor dual core processor with 2MB cache Memory 4GB Disk space 500MB to 1GB MS SQL Server requires up to 200MB of hard disk space and for planning purposes we recommend that an additional 200Mb of storage is allocated for each People Inc database Requirements for disk space will vary with user data volumes particularly where large file attachments are saved in the system Operating systems Windows 2000 Server sp3 or later In addition MS SQL Express based systems will run on the following operating systems Windows XP Professional Windows Vista Windows 7 Network 100Mb s minimum Database MS SQL Server 2000 or later processor license required for Web Client access MS SQL Express maximum 5 users 4GB data no web client Other software Microsoft NET framework 2 0 SMTP mail server The minimum requirements for client computer systems used to run the Windows Client and optionally the System Administration Module the Screen Designer and the Translation Module are as follows Processor An Intel Pentium 4 or equivalent 1200 MHz or h
89. that users add appropriate screens and fields in the appropriate place Changes made to the fields and screens in a People Inc system are reflected in all the databases associated with that system It is not possible to have a People Inc system that has multiple databases each configured in a different way Detailed records of all changes should be kept when modifying the system using the screen designer This should include details of what was changed for what reason and in what way Detailed change control will enable any future plans or problem resolution to be progressed more effectively Ideally all People Inc users should be logged off when changes are being made to screens The People Inc system however will not enforce this and will manage any issues if users do try to use the system System Backup backup should always be made of the entire system ideally using the back up feature provided within the People Inc system before making any change using the screen designer Restoring a back up may be the most effective way to reverse poorly implemented changes Details of how to create a back up provided elsewhere in this document Modifying Screens All the existing People Inc screens can be modified using the screen designer In this way additional fields and data controls used to display fields in the screen can be added to the screen Fields and data controls can also be deleted from the screens and whole screens
90. tion within the database the profile should also stop users from creating or amending filters otherwise they can change these and access data they are not authorised to see if a user is not allowed to see pay details they should not be allowed to see reports that have pay detailed in them and should not be allowed to change or add reports Unauthorised Access Before information about your employees is added to the system the username password user account should be disabled by ensuring that it is not associated with any of the access profiles defined in the system or the password should be changed Revision 1 10 Page 37 User Accounts and Security People Inc Technical Guide Deleting User Accounts When a user leaves or no longer requires an account the account can be removed from People Inc To delete an account right click on the user account definition and select Delete User Follow the steps in the Wizard Once deleted a user account cannot be un deleted Revision 1 10 Page 38 Importing Data People Inc Technical Guide 7 Importing Data Overview It is possible to import data into the People Inc database Users can save time by importing data rather than typing it in via individual data screens For example when setting the system up if a spread sheet listing employees and their addresses exists this can be imported into the database in minutes rather than taking time to type each entry Existing inform
91. ty upon the expiration of the then current term of this Agreement provided that at least 60 days prior written notice is given to the other party or iii by either party upon 30 days prior written notice if the other party has materially breached the provisions of this Agreement and has not cured such breach within such notice period 4 2 Following termination of this Agreement P amp A Group shall immediately invoice Licensee for all accrued fees and charges and all reimbursable expenses and Licensee shall pay the invoiced amount immediately upon receipt of such invoice Licensee may continue to use any Software supplied to Licensee by P amp A Group for the remaining term of the applicable License Agreement Any amount not paid within 30 days after the invoice date shall bear interest at the lesser of 1 5 percent per month or the highest rate allowed by applicable law Revision 1 00 Table of Contents People Inc Technical Guide Contents 1 6 INTRODUCTION QUERIES cad EASE oM oc M i t AM MM IAS A ner it 1 SOFTWARE VERSION SYSTEM FEATURES INFORMATION MANAGED USING PEOPLE INC NEW IN PEOPLE INC VERSION 3 RELATED PRODUCTS eee e terapie ESL PORT TEES raO 3 CONTACTING P amp A SOFTWARE CONTACT DETAILS MAINTENANCE AND SUPPORT USER TRAINING AND CONSULTANCY SERVICES PEOPLE INC MODULES 2 a e Crete rao nao ECCE rasa aD rea eaa nao e
92. uired steps to finish this task successfully Register Update Delete General Absence Book Wizard General Absence Details Deletion General Absence Wizard General Pay Change Weard Individual Termination of Employment Individual job tte change Individual pay change New Applicant from Employee Wizard New Employee New Employee From Appiicant E Status Not registered General Absence Allowances Assignment Help To register the Wizard click once on the Wizard in the Not registered list and click the Register button The Wizard will move to the Equal versions list Close the System Administrator Enable the Wizard The final step is to enable the Wizard in the People Inc Windows Client Click on Options System Options File Screens Help System Options 9 Change password Pe tmode um A new window will open up and select the Wizards tab From here users can select the Wizards they wish to display in the Wizards drop down list General Data Word processing Emai Wizards Look and feel Wizards Plugins 7 Assign Absence Allowances ESS Reset Password Wizard E ESS Synchronize user wizard UK General Absence Alowances Detail Deletion E General Absence Book Wizard General Absence Details Deletion General Absence Wizard General Pay Change Wizard Individual Termination of Employment New Applicant from Employee Wizard New Employee
93. vailable all the fields in the selected People Inc screen The matching field in the screen can be selected for each entry using the drop down menu Note that the primary key must be included as one of the mapped fields and that this must be linked to the information in the import file that uniquely identifies records The mapping column details the action for each row This entry is normally either As It Is or Not Mapped however the system can force data to upper case to lower case or to mixed case if desired Once the mapping is complete the data can be imported Revision 1 10 Page 44 Importing Data People Inc Technical Guide Import template save All required steps to import data have been completed Select an option below then press finish Save import template Name Employee Import template 1 If the import template is to be used again the template should be saved before the data is imported The Wizard provides an option to save the template so that it can be used again at some point in the future to import further data of the same type When re using a template to import data rather than create a new template when the Wizard is started the user selects an existing template to use to import the data Revision 1 10 Page 45 Screen Designer People Inc Technical Guide 8 Using the Screen Designer Overview People Inc is supplied with a screen design tool This tool enables us
94. vided that the Error can be recreated P amp A Group shall respond and use commercially reasonable efforts to correct the error in accordance with the table below Response means confirming receipt of an Error verifying details attempting to duplicate the Error and confirming status to Licensee Resolution means providing requestor with an answer a patch or a resolution action plan P amp A Group s goal is to return all Licensee calls within the applicable scheduled period however P amp A Group does not guarantee this response resolution time Business Hour and Business Day mean those hours and days based on the P amp A Group Basic Support Hours Revision 1 00 iv Software Licence Agreement People Inc Technical Guide Category Critical Definition Production halted due to P amp A Group Software failure sometimes requiring a software patch Response Goal One Business Hour Resolution Goal Eight 8 Business Days or sooner Category Standard Definition Licensee is concerned and operations are impacted or there are performance issues Response Goal 24 hours or less Resolution Goal Within 45 days 2 5 P amp A Group may from time to time issue new Releases of the Software to its Licensees generally containing Error Corrections Minor Enhancements and in certain instances if P amp A Group so elects Major Enhancements P amp A Group shall provide all new Releases to Licensee at no additional charge provided that all Maintenanc
95. web clients A web based solution that gives managers and employees self service access to both the People Inc system and the People Inc Time system is also available This is called the Employee Intranet Revision 1 00 Page 3 Contacting P amp A Software People Inc Technical Guide 2 Contacting P amp A Software Contact details People Inc is developed and maintained by P amp A Software Solutions in the UK with technical back up from our in house developers based in the Netherlands It is possible to contact P amp A Software Solutions in the following ways Telephone 01908 265111 e Mail enquiries pasoftware co uk Internet www pasoftware co uk Address The Old Pin Factory 6B Church Street Stony Stratford Milton Keynes MK11 1BD Monday to Friday 09 00 17 30 except UK bank holidays Maintenance and Support Help desk support is available for People Inc users This is designed to help users with day to day queries on functionality and to ensure that users get the most out of the People Inc system Free system updates are made available as part of this service User Training and Consultancy services Where users are new to the system we recommend that they attend a training course User training is available for all levels of user An introductory course is designed to familiarise users with all the features required for day to day system use The advanced Administrators course covers People Inc s configu
96. y reasonable best efforts to ensure that persons under Licensee s direction and or control shall abide by the terms of this Agreement and that further if Licensee becomes aware that the SOFTWARE is being used in a manner not authorised by this Agreement Licensee will immediately notify P amp A Group in writing Because of the unique and proprietary nature of the SOFTWARE it is understood and agreed that P amp A Group s remedies at law for a breach by Licensee of its obligations under this Section or Section 14 will be inadequate and that P amp A Group shall in the event of any such breach be entitled to equitable relief including without limitation injunctive relief and specific performance without any requirement to post a bond as a condition of such relief in addition to all other remedies provided under this Agreement or available to P amp A Group at law 3 ENFORCEMENT OF LICENSING AGREEMENT P amp A Group reserves the right to include in the current and future releases of the SOFTWARE algorithms referred to as a Monitor that will restrict the usage of the SOFTWARE by more than the appropriate number of licensed users and ensure compliance with this Agreement The Monitor checks the number of users logged on at any one time The SOFTWARE Monitor provides reporting capabilities which permit the Licensee of the Software to determine its adherence to the terms of this Agreement and it is the responsibility of the Licensee to review this re
97. y the user within the People Inc system itself need to be set manually within People Inc Resetting User Passwords From time to time users may forget their passwords Password can only be reset in the System Administration Module however users can change their own password when logged in to People Inc To reset the password for a particular user right click on their user account and select All Tasks Change password Follow the steps detailed in the Wizard Copy User Settings It is possible to copy the user settings from one account to a number of other accounts using the system This is useful when a group of user accounts all need to be modified in the same way rather than change each account one by one To do this right click on the user account that has the correct settings and choose All Tasks copy User settings In the dialogue that is displayed ensure that only the entries associated with the accounts that need to be modified are selected Revision 1 10 Page 33 User Accounts and Security People Inc Technical Guide Copy User settings Copy user settings You can copy the user settings from the source user to the slected users All settings of the selected users will be overwritten RebeccaDavis Rebecca Davis Creating Security Profiles Security Profiles are defined within the profiles folder in the Management Console Security node in the System Administration module T

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