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User`s Guide - Gradience Tech Support

1. EMERGENCY REPORT tese io eerte teo eo Eee e EEE DATE REPORTING ANNIVERSARY REPORT DATE REPORTING NEW HIRES REPORT 00000 00 00 0000 0 nnn nnn DATE REPORTING BIRTH DATE REPORT DATE REPORTING SENIORITY REPORT SALARY RANKING ANALYSIS REPORT SALARY HISTORY dus d Ld SALARY TAX SETTINGSAREPORT aeree vete ti e tete e ea tes tree eder KESA RA EIO r M PERFORMANCE REVIEW HISTORY REPORT ccsssccceessssecesssececscceceesseeecesssececseseceesaeeecsessececnsseeceeseeeeeesaeees PERFORMANCE REVIEW SCHEDULE REPORT eeeeeeeeeeee e n e e e n nnn nnn nnn nnn nnn GOVERNMENT EEO DETAIL REPORT 5 ove eee eere esee eres ete oec E ea redeo yu GOVERNMENT EEO SUMMARY REPORT ccccesesssssecesececeesssaececccecsessasececececseaaeceeececsenesaeceeecscsensaseeeeeeees GOVERNMENT COBRA REPORT cceesssseseeeceesessecececccecsescaeceeccecsesasececececsenssaeseeececsessaaeeeeeeecseseaeaeeeeeees GOVERNMENT I 9 RENEWALS REPORT mybi Records geil GOVERNMENT ACCIDENT REPORT cccesssscesssscecesseesecssse
2. 48 WARNINGS FEATURE 2 0 48 SEPARATION PEA TURE 2 diesen Sie ods es Se 50 COBRA FEATURE qm 52 COBRA DETAI Acc 52 COBRA BROWSE FAB tesis v Ee tet eee tuve es 53 REMINDERS T 53 REMINDERS TOOL BAR AND PANE LAYOUT eese nennen nennen nennen nnne enters ertet 53 CREATING A NEW REMINDER coroner cre Perte e texte Thee ette tee e Re 54 SETTING A REMINDER ettet ete tete O v Eo pede A tetro veut 54 DELETING REMINDER Si ne 4 RSEN envie N 55 55 OPEN REMINDER y tentus testet bete ed eetreiyeteset ete te Wack boric 55 CHAPTER 5S ORO Ec 57 CREATING AND PRINTING REPORTS Ere e Cede de peo od dea dedi 57 mi Records geil PRINTING FROM THE REPORTS FEATURE OR MENU 57 PRINTSPREVIBW MEET 57 REPORT MENU OPTIONS vo rem ett ense tn Ue n Dogg ETE Heu ea ou ou bn ve caer Beas 58 GROUPING OPTIONS s rua
3. ca he ie Qe ER UHR ES 101 UNABLE TO INSTALL WIN NT OR 2000 65 8 02010 0 20 0000000 102 APPENDIX D IMPORT EXPORT FILE 1 0111 111 4 4 2 112555 103 APPENDIX E USING THE NOTES COMMENTS EDITOR AND 105 Features Mi Records gNeil Chapter 1 Welcome Thank you for choosing MyBiz Records to track your company s employee information Our software application includes many features based on the suggestions of our customers and we certainly welcome any further comments or improvements you may have When combined with MyBiz Attendance and Time Clock this powerful tool helps you keep critical employee information without entering data twice Software Features e Open ended licensing Unlike many human resource software applications MyBiz Records does not require annual licensing However we do encourage you to purchase upgrades so that you have the latest enhancements and newest features to make your job easier e Easy standalone PC installation We designed MyBiz to be simple to install and get running e Password security Anyone who uses the program must have a login ID and password and you can set different access levels for each user e Data import If you already have informati
4. 21 FREQUENTLY ASKED QUESTIONS iieii aires epe neaei aaa in ea ahai en e eh aan an aaora aas eaaet 21 COMMON E E EA E 22 DETAIL TAB COMMON FEATURES ccsseesseeseesseesecestcesecesecaecuaeceaecaeecaeecaecenesseeeeesaeeesesaeeaecnaeceeceeeaeeeneeass 22 SETTING UP ACCESS TO COMMON FEATURES DETAIL 2422 211400000008 0000 23 SETTING UP ACCESS TO SPECIFIC PROGRAM 6 23 PROGRAM FEATURES RECORDS seconde eie RU i e ee e PRO E ii eerte ends 24 SETTING UP ACCESS TO LOCATIONS DEPARTMENTS AND INDIVIDUAL 24 FORGOTTEN PASSWORD 0 0 25 CHAPTER 4 MANAGING EMPLOYEE 8 5 27 TISING MY BIZ RECORDS 3 5260 eoe Eee A Cerere ee ee TEN a TERRE a Ve eve ge 27 THE M NU BAR EEE eae 28 MENU 3 DER BERE Nee etse ee Suen eve FEE ee o ueris Va eu ue UO chee We DN ee eere 28 VIEW MENU WEE 28 SETTINGS UNUM LE 29 REPORTS MENU rete ei tees etu Ete ibe e ERE EU Hec aee ves v eu fee UI 29 mybi Records amp Neil
5. My Employee Warnings Report pe Sample Company Employee Warnings Report Em ploy Reason Interview er Fort Lauderdale Merchandising Acams Nei Other RSeplin Finish Deacsnes Saoneril Adams Nei Willful Dam age to Equip Rseplin Threw computer accross the Count in Department Merchandising 2 Count in Location Fort Lauderdale 2 Total Count 2 Hire Rang awe InActwe Terminated inchide F i Tone Group on Lecaton Department Action Wam Date Other 07 26 1998 Other 07 26 1998 Employee Dependents Report Er Sample Company Employ Intctee Te minated Dependents Report MERE M inchida Ful Time Part Time Group on Laceton Department Name Relation SSN Student Disabled DOG Fort Lauderdale Merchandising No No 03 19 1969 Child 000 1 1 2222 Yes No Adams Mary Sonuse 222 11 3333 No No Fann Emme Empoyee 554 890 7777 NO No 05 10 1974 Gorham Braget Empoyee 111 11 1112 No No 0 974 Count in Department Merchandising 5 Sales Mein Randy Empoyee 213 595 5555 No No Countin Department Sales 1 Count in Location Fort Lauderdale 6 Miami Human Resources Hanoy Ed empoyee 865 55 4568 NG No 11 9 1969 87 Employee Emergency Report mx Employee Nel Adams Physician Atkins Phys Phone 954 555 1212 Phys Mobile Phys Pager Sample Company Emergency Report
6. Hire Date 02 25 1996 Active There are many data fields that should be completed with each new incident To add a new accident record click New and fill in all applicable blocks Click Save to keep changes To delete a record click Delete Warnings Feature The Warnings Feature allows you to record disciplinary action which protects employers in the event there s a dispute especially if repeated warnings formed the basis of serious employee sanctions e g suspension demotion or termination Several areas of information are new with MyBiz Version 8 MyDiz Records Last Name FastName Austin Description af Vielation ln T Renee Date ol Notice Dali me Ed pana 20 C AMG 8 17 02 Marthe Deborah Toy Unsain Performance Chis Commot 0 Stephen ta meet Wanda Cathy Robes Actions to be Taken Notcston Acton Taker Syrie Copy C G Weening Dismissal n i V Enghyee Witten suspension f Superi Consequences should the incident occur agam Made E Date 02 25 1996 Date Date of the employee s unacceptable behavior or incident Time AM or PM Time of the incident Date of Notice The date that the employee received the warning Interviewer Identify the individual giving the warning Warning Type Select the reason for the warning as defined under Reason Codes under the Settings menu C
7. 58 BXPORT OPTIONS volete ine on 58 DISPLAY OPTIONS cssssccccccecesssnsececececsessnscaecececsesessecececcesessseaececccsesenaeeecccseseaaeceeececsesaaeeececscsensaaeeceeceens 58 TYPES OF AVAILABLE REPORTS cccccccesssssssececececsessececeeececsesaeceeccecsenaseceeececeesssaeaeeececeeauseecececeeseasaeeeeeees 58 EMPLOYEE REPORTS DATE 2 SALARY 8 22 2 BENEFITS REPORT 5555 T E Dp E Re mr t e Oe PERFORMANCE 8 1 0 20000000 0001000000000000 GOVERNMENT REPORTS 2 22 410 TELEPHONE LIST iet PNIS IB HH OE OT RT ER EMPLOYEE DETAIL REPORT EMPLOYEE SUMMARY REPORT EMPLOYEE TRAINING AND TRAINING EXTENDED REPORT EMPLOYEE EDUCATION REPORT Festive ve o ie lese eoa EMPLOYEE REMINDERS REPORT eet decies do e Tor de de eee edo id E E E E MPLOYEE SEPARATIONS REPORT MPI OYEE WARNINGS MPLOYEE DEPENDENTS 00 5
8. VV Click New to create a new record and fill in all applicable blocks Click Save to keep changes To delete a record click Delete To add to the School or Degree list go to Settings General Codes and click on Education School or Education Degree You may also enter the Seminar School or Certificate name on the screen Only names that have been entered through the General Codes screen will appear on the drop down box 47 Neil Accidents Feature The Accidents Feature allows you to document on site accident information as required by OSHA This Feature in MyBiz Version 8 complies with OSHA s Form 301 and must be completed within 7 calendar days after you receive information that a recordable work related injury or illness has occurred The information must be kept on file for five years following the year to which it pertains in accordance with Public Law 91 596 and 29 CFR 1904 OSHA s Recordkeeping Rule Records Reported Occued Time Completed By Tie Drector Phwiicion Heath Care Professional Information Narre of Ptrysiciam or Heath Care Professions vilem vies gren 4 werkt ir sew Street Adder include City State Zio rz3 Arwhere St FL 33323 Was employee nested in an emergency mon C Yes C No Wat the employee houpitalsed ovemight si an inpatient
9. k New 2 Click in the blank Code Value block and enter the new code For Example Life Insurance Self 3 Double click the Enabled block adds a checkmark and click Save This will allow all codes selected to be viewed on the specific screen For Example if you click on the Benefits tab on the main menu and click Benefits List you will see the code Life Insurance Self 4 Click Save Follow the above steps to add new codes to any of the category listings A code cannot be deleted if it is in use To delete a code click on the appropriate code and click the Delete key A message will pop up to confirm deletion and let you know if the code is in use Using the Enabled feature If you unselect a code by unchecking the Enabled block next to a Code it will not show up as a selection in the drop down box for the appropriate feature For example if you unselect the Enabled block for Not Applicable it will not show up as a selection when entering a body part under Performance Rating 19 r Neil Select Code Definitions Vv WV v Addresses Type This allows you to set codes for the list that will appear under Personal Contacts Address Address Type Benefits This allows you to set codes for the list that will appear under Benefits Benefits List Education Degree This allows you to set codes for the list that wil appear under Education Degrees Education
10. 55 Mi Records gNeil Chapter 5 Reports MyBiz Records creates many reports and charts that relate to employee recordkeeping For additional reporting capability please try MyBiz Attendance which offers you the power to track absenteeism and time off benefit balances Creating and Printing Reports There are two ways to pteview and ptint a report 1 You may preview and print from the individual feature by clicking on the Printer icon associated with that feature ot 2 You may go to the Reports drop down menu or feature list for more sorting filtering options Printing from the Reports Feature or Menu Bar 1 From the Employee Select column select which employees you want to report on you may use either the Browse mode or TreeView mode to select employees 2 From the feature list click Reports and then choose a report 3 Select sorting filtering options in the Feature Pane if needed and click Preview 4 Click the printer icon to print Each report has basic and additional options for that specific report Print Preview The Print Preview screen gives you the following options Zoom Buttons These allow you to zoom each page Zoom to fit fits the page to the screen 100 zooms the page to 100 Zoom to Width zooms the width of the page to fit the screen Print Setup Print These allow you to enter print setup or print the report Save to File Open File From here you can save the report as
11. ERU E Sua Gee vig 77 FEATURES ius tbe decade 78 REQUIRED EIEEDS bep Rs 78 MPORTING ert le oe eife bites 78 EXPORTING it sett 79 APPENDIX BENEFIT DESCRIPTIONS eee eere 80 APPENDIX B 85 2 5250060 6 82 REPORTICONS Rhee od v ete e E e m a pe hie eet nh RU EE A hes 82 EMPEOYEEDETAILD REPORT 4 2 reet ete Ree e beue e ne D Ee Pe c RESET Et D ENIRO E Todes 83 EMPLOYEE SUMMARY nee tee tet e ete gs i eee EE Re qe 84 EMPLOYEE TRAINING REPORT sis ite tette re ee tee e ente e Da Ee Pe c Ree E ate 84 EMPLOYEE TRAINING EXTENDED REPORT 85 EMPLOYEE BDUCATI N REPORT 2 t iter rege ve eese pe e de Dep tede cr esie Ute 85 EMPLOYEE REMINDERS REPORT s raent ee aiai e eei a i e a iani e iaa raia 86 EMPLOYEE SEPARATIONS REPORT scssssccssssececssscecessececseseececseceecessaeeecessaeeeceneeeseesaeeecsesaeeeceseeeseaeeessesaeess 86 EMPLOYEE WARNINGS REPORT c cccssssscecsssseeecssececessaececseseeeecseeeecsesaeeecseaeeeecseeeceessececseseeeessueeessesaeeeceneaeens 87 EMPLOYEE DEPE
12. Toggles lines to separate data information gt Print SSN Toggles ability to show Social Security Numbers gt Print Picture Toggles ability to print Picture on printout gt Print Totals Toggles whether or not Totals show up on reports Other MyBiz Tabs Additional MyBiz programs must be installed for these options to display See the appropriate manual for setting up these options Setting up General Codes To access General Codes go to Settings General Codes General Codes allow you to set up codes in addition to the ones already included in the program For example if you have Performance Rating selected from the Select Code column you may add Fair if you so choose 18 General Codes Education Degree Education School Employee Relations C Performance Rating C Performance Reasons Salutation Separation Reasons Separation Types Training Certificate Names Training School Training Seminar Wage Reasons C Warnings First m 4 gt Prior Last Delete New Benefits Enabled Code Value T TETESTESTECTETESTECTTETEETE 4444444449444 4010 Plan AD amp D Dependent AD amp D Self Credit Union Dental Dependent Dental Self Life Insurance Major Medical Dependent Major Medical Selt MedicalDependent Medical Self Pension 1 To add a new code select the appropriate category from the Select Code column and clic
13. FulTime Emerson T Adams Neil Employee Detail I Austin Bily Employment Status Hide Picture Perfomance Active r Personal Contacts Dawson Renee Job Title Reminders Handy Ed Sales Reports Matthew Location Garan Makowski Deborah Fort Lauderdale z McCalla Tracy Dese Tanes McDonald Chis am lerchandising Training Opel Stephen E Day Hours Week Hours Wages Osbom Wanda aes Cathy 8 00 40 00 Edit Picture Richards Robert Comments I Woodward Kristies This data is for sample purposes only Please feel free to insert your own message here Comments can be used to record simple notes on any individual employee Click Help and then Contents to see more information about this program gt Employee Kelly W Clifton Hire Date 01 15 1990 Active The Menu Bar File Menu Maintenance Backup Database This lets you perform a database backup while running the program Import Data Imports basic employee data into the MyBiz database Export Data Exports basic employee data from the MyBiz database See Chapter 8 Import and Export Delete Employee Deletes an employee from the Browse or Employee Detail screens Note This cannot be undone and deletes all data for the selected employee Exit MRU list Allows you to quickly select an employee by clicking on his or her name View Menu Filter Page Gives
14. To add an employee picture follow these steps 1 From either the Personal Contacts or Employee Detail Feature select the employee you want to add a picture to 2 Click Edit Picture 3 Click Assign New Photo 4 Navigate to where the employee picture is Select it and click Open If your photo is larger than the recommended size 200x200 pixels you may get a message that asks if you still want to assign the file If you click Yes the program will try to squeeze your larger picture into the frame however the larger size of the file will be maintained and may make the database larger 5 Click Ok Using Twain Import The Twain Import button allows you to import pictures directly from your Twain compliant digital camera You ll need to install the software that came 36 Mi Records gNeil with your digital camera To import a photo from your digital camera follow these steps 1 First you ll need to make sure that your digital camera is Twain compliant and that the software that came with your camera is installed on the same computer where you will run MyBiz Connect your digital camera to your computer Open MyBiz and navigate to the employee you want to add a picture to Click on the Personal Contacts Tab Select the Edit Picture button and click on the Twain Import button Click the Select Source button and then on your camera name You may have one or two options available a Camera Name This option all
15. Troubleshooting For more complete information please refer to one of the following gt Readme txt file located in the gneil cerf8 program directory gt Help File located in gneil cerf6 or accessible from the Start Menu 75 I MyBi Records gt amp Neil gt Internet site www gneiltechsupport com Contacting Technical Support Technical Support for Records is available as follows Internet www gneiltechsupport com To view our technical support website please click the Help menu G Neil online Tech Support This will link you directly to our Tech Support website Note Before clicking this link please be sure that your computer is connected to the Internet gt Requests techsupport gneil com gt Phone Requests 888 925 7740 8 30 a m to 6 00 p m EST Monday Friday gt Fax Requests 954 851 1214 Please be sure to consult the user manual and troubleshooting options before submitting a help request 76 Chapter 8 Import and Export The import feature allows you to add new data from a text file into the MyBiz program Conversely the export feature allows you to export data from the MyBiz program The software that you export your data from must be able to export the required information to a tab delimited or fixed length text file See Appendix D for the required import fields Please note that we cannot provide support for other software program s Please contact the software vendor or ma
16. Week Hours Wages Osbom Wanda pee Warnings T Peck Cathy ao 40 00 Edit Picture Richards Robert Comments Recent Woodward Kiisties Employee Detail Comments can be used to record simple notes on any individual employee Click Help and then Contents to see more information about this program This data is for sample purposes only Please feel free to insert your own message here v gt Employee Kelly W Clifton Hire Date 01 15 1990 Active Salutation Select Mr Mrs Ms as appropriate this field is not required First Enter employee s First Name MI Enter the first letter of the employee Middle Name Middle Initial Last Enter the employee s Last Name SSN Employee s Social Security Number or other National ID as selected under Global Preferences General Settings ID Enter a unique ID for the Employee VVVVV v 31 Mi Records geil Hire Date Enter the date the employee was hired If the employee has been hired more than once you should enter the last most recent hire date gt Work Status Select Full Time or Part time as appropriate Employment Status Select Active Inactive or Terminated to show the employee s status Job Title Enter the employee s current Job Title gt Location Select the location at which the employee is primarily employed gt Department Select the Department that the employee is currently assigned to gt D
17. if needed See Chapter 5 Security Options Ooo 13 Mi Records v Neil Locations amp Departments Creating Locations amp Departments Location Department Maintenance gt ff ng First Prior Next Last Delete New Edit Locations Departments Location Fort Lauderdale Los Angeles Miami New York None Rapid City Seattle Before an Employee can be assigned to a Department the Department must be assigned to a Location Click the just left of the Location Name to view all available departments To assign unassign a Department to the Location check uncheck the box just left of the Department Name When you save the system will validate your changes The system will not let you remove a Department from a Location if an Employee is already assigned to that Location Department combination Denver Human Resources Marketing Merchandising None Operations Sales Sunning Fort Lauderdale Human Resources Marketing Merchandising Locations and Departments are required and must be assigned to each of your Employees See Chapter 4 Adding a New Employee to assign Location Department to employees Note When setting up Locations and Departments for the first time a Location must be set up FIRST and then you may assign a Department to that Location Setting Up Locations and Departments Setting up Locations and Department
18. AlLawriane rene d E Compre Dedacticn 4000 Net 74 Enlever Cost 3000 Date Wihdew 060471555 v EmplyeeCos 000 Rew Mates Deborah Tracy Secondary 5 Kely E Chis Stechen Panay 0 Wanda Comert Woareed tes beneti 9 Aegeon on Fio Caty Pebet Five beret barmit Ke ret lly Son Haath baradns lor mere Date 01 15 1990 anne 39 Mi Records geil Benefit Detail Tab The Benefit Detail Tab shows you the currently selected benefit Benefit Benefit Name Eligibility Date The date the employee is eligible to receive benefits Date Enrolled The date the employee enrolled in the benefit plan Date Withdrew The date the employee withdrew from the benefit plan Coverage or Deduction You may use this field to enter the amount of coverage for a specific benefit or a deduction amount Employer Cost This allows you to break down in dollar amounts how much money the company will contribute Employee Cost This allows you to break down in dollar amounts how much money the employee will contribute VVVVV v Beneficiaries You may assign a recipient of a benefit by assigning their name in the Benefits block In order to assign a beneficiary name to a benefit the name must first be enteted into the Personal Contacts screen See Personal Contacts for setting up other names gt Primary Main beneficiary gt Secondary Alte
19. Check the Server Name and Database Path by going to the Server opening the MyBiz application and clicking on Help System Information and printing out this information from the TechSupport tab If you don t have the TechSupport tab then you have an earlier version of MyBiz and will need to do a screenshot of the System Information screen and Current Users screen and print them out Once you have the Server information go to the Client Workstation that you cannot connect to the Server with From the Workstation click on Start Run and enter HRWARE INI Verify that the Server Name and Database path are the same NOTE The printout of the Server Name and Database path you were asked to print or write down when installing the Server side must be exactly the same when entering this information on the Client Workstation s 4 The Client needs to have TCP IP installed This is done through the Network Neighborhood Properties Please see your Network Administrator if you need more assistance in setting this up If everything is the same on the Client as it is on the Server and you re still unable to connect then try this 100 Mi Records gNeil If your Server has a static IP Address try entering this for the Server name when installing to the Client Workstation 5 If running from a Client Workstation and you went through the steps above and it didn t fix the issue check with your MIS or Network Administrator regarding the status
20. Clifton Katy Kelly Cliton 176 268 8991 Accept Employee Countin Departm ent Marketing 1 Merchandising Acams Net Mary Adams 222 11 3333 07 12 2001 Accept Adams 11111 2111 07272001 Accept Taker down tn 40 nnurs weex Samatna Adams 000 11 2222 07 12 2001 Accept Employee Countin Department Merchandising 1 Government I 9 Renewals Report ER Sample Company 9 Renewals Report Employees Acta Teminated Hite Range Inobd Full Time Time Group on Department Employee Tite Hire Date 1 9 Renewal Human Resources Handy Richards Robert Count in Departm ent Human Resources 2 Marketing Clifton Kelly Sales 01 17 1994 07 26 1998 alla Tracy Manager 112 93 07 22 1998 Countin Department Marketing 2 Merchandising Legal Pro 0325 8001 0101 1901 0161 1901 In Hcuse Developer Progamm er Developer Count in Departm ent Merchandising 4 95 Mite Sarge st Fol Tee Baa Thos Samar pes Kline leute Terni Injury Body Days Return Location Date Cause Type Part otf Date Deparment Fisse Buas 0 0865908 Ma Deparment 0803 1900 Ficer Brun ed Neck 6 0803 1500 Count of Accidents in Department Marketing 2 Merchandising Adame te OMAMUU Felon ground Head Cound 2 Count of Accidents in Depa Sales Woodmard Kiete Meroh 03 16 1688 Fall fnnt 1 08 22 1899 Count of Accidents in D
21. Dental Self Life Insurance Major Medical Dependent Description Employee savings and retirement plan usually deducted pre tax from salary designed to reward employees for their service and to provide a source of income upon retirement disability death and or termination of employment Accidental death and dismemberment Dependent coverage Usually has a maximum benefit This may be company sponsored Accidental death and dismemberment coverage Usually has a maximum benefit This may be company sponsored Federal law requires companies of 20 or more employees to continue availability of health coverage for specific periods of time Your state law may also have provisions Financial institution that may offer special financial services such as low interest credit cards direct deposit and a variety of loans to members Dental insurance coverage for employee s dependents Dental insurance coverage for employee Employee life insurance usually has maximum benefits Hospitalization for employee s dependents 80 Mi Records gNeil Benefit Name Desctiption Major Medical Self Hospitalization for employee Medical Dependent Medical insurance for employee s dependents Medical Self Medical insurance for employee Pension Retirement plan 81 r Appendix Reports Report icons You ll see each of these icons when you click on Preview for a specific report
22. Good Productivity Very Good Job Knowledge Outstanding Reliability Outstanding Attendance Very Good ndependence Very Good Creativity Good nitiative Very Good Adherance to Policy Very Good Work Relationships Very Good Judgement Very Good Major Strengths Works well with others takes initiative when needed and hits deadlines Areas Needing Im provem ent Needs to learn to work outside the box Previous Goals Done Comments 93 BS mp EEO Detail Rep Wie Raye incase d Pat Tiv rasan Damiaan Gabo lack o Employes Hows Status non Sox EEO Category Ethnic Code Human Resouces Mandy 84 Data Entry Oficial and Managers Wines Richards Da pathar fulbTime 050441063 Laborers Count Department Human Resources 2 Marketing Kaliy Saler Pate Terminated OFA TIES Protecionale wane Met alla Tracy Manager FulkTime Atwa MAWIGI Female Protas White Count in Department Marketing 2 Merchandising Adame Ne Programmer Fulltime DIZIGE shore wine Basson Renee Develope FulkTime 05545014060 Female OficarClerizal Woke White Emme Lagal Pro FulkTime O3082001 Femaa Avprentce White Gotham Bridget In Hows Davaloper Full Time 4 OLONGO Protas iowals Bad Count in Department Merchandisin
23. Locations Departments and Individual Employees You should have already set up your Location and Department names see Locations and Departments Now you will want to set up users access to the Locations and Departments by following these steps 1 Click on Location Department Tab from Settings User Security Detail 24 Mi Records gNeil 2 Click on the plus sign next to Locations Departments and next to the location and department name to expand the list 3 Click in the box next to the location and department name to select access to these areas or individual employees within these departments This will put a checkmark in the box Click in the box again to unselect 4 If you have already entered your employees in the program and assigned location and departments to them when you expand a department you will see all the employees assigned to that location department combination You may then select access to individual employees at this point by clicking in the box next to the employee Note If you haven t entered your employees through the Employee Detail feature or Import Data under the File Menu into the program you will still be able to assign access to a location department combination just not down to the employee level You may later assign access down to the employee level after you enter your employees and assign a location department to them 5 Click Save For instructions on setting up use
24. This sorts in numerical order by Social Security Number gt Relation This sorts in alphabetical order by relation type Selecting the above options will carry over when going to the Personal Contacts Detail and Address screen Personal Contacts Contact Detail Tab This Contact Detail Tab allows you to enter dependent and contact information All contacts whether dependent or emergency need to be entered through this screen before assigning them in the Emergency Tab MyBiz Records File View Settings Report Help ersonal Contacts TreeView Search by Last Name New Print Forms Browse Contacts Contact Detail Address gt PI Sorted byl Salutation First Name Middle Name Last Name Last Name FirstName J gt Austin T Adams Neil Maiden Name Hide Picture HM i Performance Clifton Kelly Personal Contacts Dawson Renee Reminders Handy Ed Matthew Reports Er Makowski Deborah SEIN McCalla Tracy Taxes McDonald Chris j wegen Osborn Wanda Peck Cathy Richards Robert Recent Woodward Kristies Personal Contacts SSN Relation 265 71 9621 Employee zl Student Disabled Dependent C Yes No C Yes No C Yes No v gt Employee Billy Austin Hire Date 05 01 1990 Active 35 r The first Relation the Contact Detail Feature is the Employee you want to ad
25. gt 20 MB available hard disk space 10 gt gt Mi Records gNeil Access to a CD ROM drive SVGA monitor with 800 x 600 16 bit color depth or higher Recommended VVVVV V Pentium IIT or higher processor 128 MB available RAM Random Access Memory 20 MB available hard disk space CD ROM drive SVGA monitor with 1024 x 768 High Color or higher Windows compatible graphics quality printer MyBiz Records must be installed on a single standalone computer You can create multiple accounts with different access levels but the software runs on the PC you install it on Installing MyBiz Records To begin installing MyBiz Records follow these steps 1 2 5 6 Close ALL running programs Insert the MyBiz Records CD into the CD ROM drive of your computer Once the CD is inserted if the browser menu does not appear proceed to the next step Otherwise skip to Step 6 Click Start Run The Run dialog will appear In the dialog box type D setup exe where D is the letter of your CD ROM drive Click OK or press Enter The browser menu will appear Select Install MyBiz Records Once the installation procedure begins follow the on screen instructions to install the software When installation is complete the G Neil program group will be added to your Start menu and a MyBiz Records icon will be on your desktop 11 Mi Records gNeil Chapter 2 Company Setup Before you begin using MyBiz Re
26. in MyBiz Records security is always turned on This will help prevent unauthorized persons from accessing critical employee data The use of security is required and setting up access to MyBiz Records and any other G Neil programs you have should be the second thing you do The first thing you should do is set up Locations and Departments Frequently Asked Questions What is a user Simply put this is the person using the program They may be entering or viewing data The Administrator may set specific access to only those features a user will need access to How many different users can be set up The security file can contain a list of as many users as you desire For example each user would have their own login name and passwotd with access rights to specific features Can I set up each user to view only his or her own employee information Yes See Chapter 2 Setting Up Access To Locations Departments and Individual Employees If I use Attendance will users need to be entered again MyBiz Records shares the security file with MyBiz Attendance and Time Clock so if you ate using these programs there is no need to enter basic information twice I have a Single User License but want three other users to access the program how many computers may I put the program on with a Single User License The MyBiz applications are single user licenses and can only be installed on one computer If you need more flexibility and need to
27. on a Workstation or Standalone computer we recommend keeping this option checked The performance may lag a little but unless you have more than 800 employees you may not even notice it We also recommend having a current backup created within MyBiz or DB Monitor available If the database is installed on a Server normally a backup of the whole Server is created on a daily or regular basis We still recommend setting up Scheduled backups within DB Monitor but having this option checked is not as important on a Server gt Prompt for backup on Exit This option allows you to turn on or off the message prompting for backup when you close out of the program Backups are very important We recommend that you turn this feature off only if you have scheduled backups within the DB Monitor 17 Mi Records gNeil Report Options Other MyBiz Tabs General Codes Report Options Tab Global Preferences A 2 Edit Close Print Preview v Header Bold IV Header Line Header Shade Data Line Print SSN Print Picture Print Totals These settings affect how reports will appear by default gt Print Preview Toggles turns and off showing preview first before printing gt Header Bold Toggles bolding for Header Title gt Header Line Toggles putting a line under the Header Title gt Header Shade Toggles shading for Location or Department title row gt Data Lines
28. on the clipboard Copy Copies selection to clipboard amp Paste Pastes selection from clipboard K Undo Reverses the last action Redo Reverses the last Undo action 106 Mi Records gNeil Format Bar MS Sans Serf Font Type Changes the font selection 8 Font Size Changes the font size BZ U Bold Italic Changes the font to Bold Italic or Underline Underline ge Font Color Changes the font color Left Center Changes the text to Left Center or Right Right Alignment Alignment Bullet Inserts Bullet Highlight Highlights selected text Adding Attachments to Comments or Notes Each Comment or Note field allows you to insert an attachment to that field Attachments can be a Microsoft Word Document Microsoft Excel spreadsheet PDF Rich Text Format or even a picture file Attachments may be linked to a file displayed as an icon or inserted into the field Inserting an Attachment To insert an attachment follow these steps Locate the Comment or Note field you want to insert an attachment into Right click on this field and select Insert Object Select Create from File Click Browse to navigate to the file you want to attach and click Open Select Display as Icon Click Change Icon and change the Label if necessary to make the name more descriptive 7 Click OK then OK one more time e go pr Insert Object O
29. or added to through the Settings General Codes Separation Types screen e Discharge e Layoff Resignation gt Date of hire before separation MyBiz will automatically populate this field with the current Hire Date information contained in the Employee Detail Feature however there are instances when you might have an employee who was re hired so you can change this date Note If you change the Hire Date in Separations it will not change the Hire Date in the Employee Detail Feature gt Shift Record the shift that employee worked here gt Position Enter the employee s position at the time of separation note that past positions during separations could be different than the current position title under the Employee Detail Feature gt Present During Meeting List up to four attendees at the separation meeting it can be important to have witnesses to corroborate events should there be dispute regarding the separation process gt Comments Use this field to document the events of the separation meeting what was said behavior of the employee etc You can also include file attachments in this field gt Reason for Separation Select a reason from the drop down list there are many default choices but you can also customize this list through Settings General Codes Separation Reasons gt Ok to Rehire This checkbox lets you designate whether the company would rehire the employee gt Separation Issue
30. other options for sorting and filtering such as hiding terminated or inactive employees Open Reminders Brings up all open reminders those not checked as resolved 28 Mi Records gNeil Checklist Displays Checklist screen that helps you set up the program Welcome Displays initial Welcome screen that pops up when you first run MyBiz Records Settings Menu User Security Allows you to set user access to features locations departments and employees Global Preferences Allows you to set program preferences such as Company Info Report Options and other program options General Codes Allows you to add edit fields for most drop down fields Locations Departments Allows you to add edit locations and departments and assign departments to a location Reports Menu Previews and prints up to 36 reports you can also access this list and select a report by clicking Reports on the left Feature Column See Chapter 5 Reports and Appendix B for detailed information Help Menu Contents Brings up the Help File System Information Displays database information and current usets About Displays program version number and current license Alter Current Product License Allows you to enter edit product key code The Program Bar The Program Bar allows you to select the MyBiz program you wish to use and displays its features in the Feature Column The programs are color coded as follows MyBiz Attendan
31. report Sort Options Sorts by Date Name Topic or User Name Reminder Date Selects the date range of reminders to display Additional Filters User Shows reminders assigned to selected user Display All Users Shows reminders for all users Show Resolved Shows resolved reminders Show Unresolved Shows unresolved reminders Show Global Only Shows reminders assigned as Global Employee Separations Report The Employee Separations Report documents reasons for separations Additional options for this report Separation Date Filters on separations within this date range Employee Warnings Report The Employee Warnings Report produces a printed record of all employee warnings occurring within a specified date range Additional options for this report Warning Date filters on warnings given within this date range 62 Mi Records Neil Employee Dependents Report The Employee Dependents Report produces a report of employee dependents Additional options for this report Show Social Security Number on Report toggles on or off the SSN Employee Emergency Report The Employee Emergency Report produces a report of emergency contact information for employees Additional options for this report Show Social Security Number on Report toggles on or off the SSN Date Reporting Anniversary Report The Anniversary Report produces a list of employees whose hire dates fall within a specified date ra
32. the clipboard Paste Pastes the currently selected text into the comments or text field Font Brings up a standard font edit window with settings for font style size effects and color Bullet Style Toggles bullets for selected paragraphs on and off Paragraph Brings up a standard paragraph settings window for alignment style indentation and line spacing Tabs Lets you set tab stops for selected paragraphs Edit Font Bullet Style Paragraph Tabs Find Replace Insert Object Check Spelling 105 Find Searches for the text you enter Replace Searches and replaces text according to your settings Insert Object Opens the Insert Object window and lets you select either a type of new object to insert into the notes comments field or attach an existing file Check Spelling Launches the Microsoft Word spellchecker Using the Rich Text Editor When you right click and select Edit the text editor opens in a separate window giving you access to all Right Click Menu commands in a word processor like environment Here s a brief overview 9 Edit Rich Text BEE Fie Edit View Insert Format Tools MS Sans Serif Toolbar D New Creates a new document amp Print Prints document d Find Finds specified text wA SpellCheck Checks spelling Requires MS Word installed Cut Cuts selection and puts it
33. the access rights of another user Employee Record Access This allows access to view add or delete employee records Employee Detail This grants access to the Employee Detail screen View SSN This allows access to view Social Security Numbers Run Reports This allows access to run reports Reminders This allows access to add and delete reminders Reminders Assign Global This allows access to assign reminders as Global Reminders Assign Users This allows access to assign reminders to other users User Security This allows access to add edit and delete users and user access 22 VVVVV WV VV V Mi Records gNeil Location Department Maint This allows access to assign location department access for users Global Preferences This allows access to edit global preferences Database Monitor This allows access to the DB Monitor Database Backup This allows access to Backup from the DB Monitor Database Restore This allows access to Restore from the DB Monitor Alter Product License This allows access to change one or more Product License Conversion This allows access to run the Conversion Utility Custom Reports This allows access to create modify Custom Reports Import Data This allows access to import employee data into the database Export Data This allows access to export employee data Setting up access to common features Detail Tab 1 2
34. to 20 characters or numbers Standard U S two letter code e g FL 33325 1234 1234 can be omitted Mr Ms Mrs Dr only up to 16 characters or numbers MM DD YYYY slashes required Must match a valid race on the Employee Detail Feature Must match a valid category on the Employee Detail Feature M or F only up to 15 characters or numbers MM DD YYYY slashes required Disabled Vietnam Era Other Veteran Not Applicable only 800 123 4567 Ext 123 800 123 4567 up to 30 characters or numbers MM DD YYYY slashes required 104 Appendix E Using the rds Neil Notes Comments Editor and Attachments MyBiz Records Version 8 includes new powerful word processing features for all comments and notes fields as well the ability to attach objects and documents within these fields When documenting employee absences you may find it useful to attach gt Copies of e mails gt Word or Excel attachments that you ve used for tardies warnings and specific sections of reviews gt MyBiz Forms personnel forms for vacation requests FMLA requests and company responses warnings and counseling reports Right Click Menu Commands Right click on any notes or comments field the menu shown at right will pop up with the following options Edit Opens the full text editor Cut Copies to the clipboard and deletes the currently selected text Copy Copies the currently selected text to
35. 0 Chicago Adams Nell wayto goll Class A 2000 000 07 26 2007 Adams Neil ytn goll 0 00 0 00 Count in Department Merchandising 4 590 00 0 00 Countin Locaton Fort Lauderdale 4 90 00 0 00 New York Marketing Clifton Kelly Wwayto goll DA 1000 1000 Ths motivated Kelly to stand an her head Count in Department Marketing 1 10 00 10 00 Count Location New York 1 10 00 10 00 Total Count 5 100 00 10 00 84 Neil Employee Training Extended Report me Sample Company Employee Trairing Schedule waes nnnm agate ETS Wanda Comelited Schoo Traan TAANE Empey Engey tame Brnie Ct Vert Lauderdae Mec chandaing idem Hows Te Mouna oe Y Y ww ing Beets Y LI Aaa NANO PRN Y 107 dedi cim Count in Deparment Warctmndidng 4 300 Cortin Lowwtion Lasdkrdale 300 Hew York Mae tating cian Cal bysa mio Y Oe os m ET 11020 Court In Deparment Vareting 1 3100 York T Tom 1007 Court 5 swsw 100 Employee Education Report Sample Company Employee Education Report fame TURNS inchida Full Tine Time Group on Lacaton Department Em ploye School Degr Date Fort Lauderdale Merchandising Adams Net ofScience 115 05 Loads of la
36. 3 4 7 Click New from the User Security Detail screen Enter a Log In and Password letters and numbers only and the user s Full Name Select options for Displaying Reminder Alarms and Hints for this login Select Yes to allow the user to begin logging in after giving access Setting this option to NO is a good security measure when users are out of the office for a number of days Select what type of Feature Access users will have by clicking in the Feature Access Rights block Clicking on the arrow will allow you to select from the following gt ACCESS no access to selected feature gt READ ONLY allows user to view only cannot make any changes gt READ WRITE allows user to view add and edit no deleting allowed gt READ WRITE DELETE allows user full editing rights to feature gt YES allows access to feature gt no access to feature Click Save Setting up access to specific program features Once the above steps are completed follow these steps to set up access to specific program features 1 From Settings then User Security click on the Records Tab 23 My R ras gt Neil Select what type of Feature Access usets will have by clicking in the Feature Access Rights block until a drop down arrow shows up Clicking on the arrow will allow you to select from the following a NO ACCESS No access to selected feature b READ ONLY This allows user to view only cannot mak
37. 37 SAVING A PHOTO TO DISK csessccesssscecssscecesssscecesssececseseecsesaeeecsesaececessecessaesecseaaesecessecsesaesecseaaeeeseeseeeseaaes 37 ADDRESS 38 BENEFITS FEATURE 2 inei nins e Ere deperdita gebe t He re eta 39 BENEFIT DETAIL TAB eerie ee eee e de e dee de e Rie RE ere EB do e eene da 40 BENEFICIARIES tele 40 TAXES FEATURE Hd 41 EMERGENCY 42 PERFORMANCE 005 43 WAGES FEATURE teet etiain rite deeper EN ee bet EE HE Ee Pede e E Reeve 45 TRAINING FEA TUR Bo 46 EDUCATION FEATURE eee irr eI HERREN Ri 47
38. CE REVIEW 10 000000000000000000000000000000 tenerse sess ette 93 GOVERNMENT EEO DETAIL 0 0 00000000000000000000000000 94 GOVERNMENT EEO SUMMARY REPORT 94 GOVERNMENT COBRA QL cc cecccsssssccceeeesessscececececessseseceeceesesaesecececeenesaaeeeeececnesuaaeceeecsesessaaeceeececeessaeseeeceeess 95 GOVERNMENT l 9 RENEWALS REPORT cccccccscsssssseseeececsesssueceecceceesneseeeeeceesesssaeceeececsennsasceceeeesensasaeeeeeees 95 GOVERNMENT ACCIDENT REPORT 2 0 2 2 06 60 000101000000000000000000000000 sees et 96 GOVERNMENT ACCIDENT DETAIL REPORT cccsesssceecceceessssececccecsesnssececececsesssaeseeececeessaaeceeececsenssasaeeeeeens 96 T EEEPHONE DIIST 97 ID BADGES honored ee ieee da e PH ERI ERE E GR Bee HR IUE 97 ABBES ee ee eee reote asit de esce oe le hee Se i Pls 98 APPENDIX C 5 11 2 1 1 11 aes e tasas esee tasas ss 99 UNABLE TO CONNECT INTERBASE 20 20 0 000000000001010000000 99 SQL PARSE ERROR EOF IN STRING 1 2 2 1 022220 01400000000000000000000000000 101 UNABEETO CONVERT
39. Format Label Selecting one of these options will allow you to set the mask for the National ID Number Format The default mask is set to the USA SSN format With this selected whenever you enter a new employee the dashes will automatically come up in the format The label is the title that will appear on the Employee Detail screen SSN by default gt Allow use of Forgotten Password Utility This option allows access to utility that can be used only with assistance from G Neil Tech Support to gain access into the MyBiz program In order to use this feature we require that a statement on a company letterhead and signed by a supervisor be sent by fax or mail stating that the user is allowed full access into the program We keep statements on file Call G Neil Tech Support if you have forgotten or lost your MyBiz password gt Forced Writes for Interbase If running the MyBiz database on a Standalone computer this option will help to keep the database more stable A Workstation is more prone to lock up or crash than a Server If the MyBiz database is installed on a Workstation and the program is open at the time the computer locks up or crashes the database is prone to becoming corrupt and possibly unrepairable A computer lockup or crash can be attributed to several things including having too many programs open at the same time than what your computer memory can handle gt Note If the database is installed
40. Morrer Chicago L Work 585 555 127 Pager Work 555 Pager Employee Emme hyn Nat Entered None Selec Atkns Work 954 555 1212 Pager Phys Mobile Secondary Phys Pager Not Entered Nene Selected 2 gt Date Reporting Anniversary Report BS Employee Adams Neil Austin Tammy Clifton Kelly Daweon Renee Flynn Gorham Bridget Handy Ed Karl Matha Klein Randy Peck y Richards Robert Woodward Total Count 16 Sample Company Anniversary Report Title Programmer Developer egal Pro n House Developer Jata Entry Secretary Secretary Dispatcher Collector Empley a Activa e Terminated Hire Range Years Hire Date 4 032171997 11 0501 1990 Wl Tme Pant Time eram Date 0101201 12 31 2001 Anniversary Date 0921 2001 0501 2001 01 1 7 2001 0109 2001 0206 2001 03 07 2001 88 My Date Reporting New Hire Report E Sample Company New Hire Report Hle Raege OMOU2001 te DOHC hada Fut Time Sroup on Lacaton Department Employee Tite Hire Date Fort Lauderdale Merchandising Flynn Emme Legal Pro 036 200 Total Count 1 Date Reporting Birth Date Report Er Sample Company Birthdate Report Te minaled inchida Full Tine Time Employee Title Birthdate Makowski Deborah O
41. NDENTS REPORT scssscecssssecesssccecsessesecseceecessececsesseseceeaaeceesuesecsessececeeaaecsssaeeessesaeeeceesaeens 87 EMPLOYEE EMERGENCY REPORT ssssscecsssseeecssececeeaececseseesecseeeecessueeecseaeesessaeeecsesaeeeceeaaeeesseeeseesaeeecseaaeens 88 DATE REPORTING ANNIVERSARY REPORT ccceccccessececseseececseceeceesaececseaaeeesseeecsessesecsesaeesseeessesaeeeceeeaeens 88 DATE REPORTING NEW HIRE REPORT ccssccessssceeeessececseeeeeecseceeceesaeeecsesaeeessueeecsesaececseseeeesseeeseesaeeecseaaeens 89 DATE REPORTING BIRTH DATE REPORT ccccesessssseseeececsesscsececececsesnesececececsenssaeaeeececeesaascecececsensasaeeeeeees 89 DATE REPORTING SENIORITY REPORT c cccessssceeeesececsescececseececeesaececeesaeeecseeecsessececseseesessaeeeseesaeeeceeaaeens 90 Records geil SALARY RANKING ANALYSIS 90 SALARY HISTORY REPORT endete co E eec oa vane tee E e DA Eee ve thea NE de 91 SALARY TAX SETTINGS 91 BENEFITS REPORT aed 92 PERFORMANCE REVIEW HISTORY cccseessssesecececsesecececccecseseaececccecsenseaeeeeececsesesaeceeececseaaeeeeececeeneasaeeeeeees 92 PERFORMANCE REVIEW 2 0 2 2 2020200000000000000000000000000000 0 terea senses ente 93 PERFORMAN
42. NT server and trying to install the database files to a drive other than C permissions to the database folder may be incorrect If running from a Standalone Computer 2 Interbase Guardian may be shut down If running from a Client Workstation 3 Incorrect Server Name and or Database Path 4 Client needs to have TCP IP installed 5 Server may be down 99 r Possible Resolution 1 If running MyBiz from a Server and encountering the above issue try each of these solutions Check your permissions for the Database folder Full Control access must be given to System for the database folder You may add to the Permissions by going through Windows NT Explorer and going to Properties by right clicking the database folder 2 Check to make sure Interbase Guardian or Interbase Manager is running On a Win 95 98 system there will be an icon in the system tray next to the clock The icon graphic appears as a gray tower with a green flag When you put your mouse over the icon it will read Interbase Guardian This icon will not appear on a Win NT 2000 system You may check to see if it is running on a Win 95 98 NT 2000 system by clicking on Start Settings Control Panel and clicking on the Interbase Manager If it is not running click on Start from within the Interbase Manager then try to open the MyBiz application again 3 If encountering the message when running from a Client Workstation try this
43. R A PARTICULAR PURPOSE WITH RESPECT TO THE USE AND INSTALLATION OF THE SOFTWARE PRODUCT DEFECTS IN PRODUCT MEDIA AND THE PROGRAM AS WELL AS THE SOFTWARE PRODUCT S INTERACTION AND COMPATIBILITY WITH OTHER PROGRAMS SYSTEMS AND HARDWARE IN NO EVENT SHALL G NEIL BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER COMMERCIAL DAMAGE INCLUDING BUT NOT LIMITED TO SPECIAL INCIDENTAL CONSEQUENTIAL OR OTHER DAMAGES EVEN IF G NEIL HAS BEEN ADVISED OF THE POSSIBILTY OF SUCH DAMAGES THE SOLE AND EXCLUSIVE REMEDY AVAILABLE TO PURCHASERS LICENSEES UNDER THIS AGREEMENT IS LIMITED TO REPLACEMENT REFUND OF SALES PRICE OR FULL CREDIT FAILURE TO COMPLY WITH THE TERMS OF THIS SOFTWARE LICENSING AGREEMENT IS STRICTLY PROHIBITED AND MAY VIOLATE COPYRIGHT LAW MyBiz is a trademark of G Neil Microsoft Windows and Internet Explorer are registered trademarks of Microsoft Corporation Entire work G Neil 2003 All Rights Reserved We welcome your suggestions and comments Contact us at G Neil 720 International Parkway Sunrise FL 33325 Tel 800 999 9111 Fax 954 851 1214 Customer Service e mail tcs gneil com Technical Support Tel 888 925 7740 or www gneiltechsupport com Shop Online at www gneil com mi Records geil Table of Contents CHAPTER 1 56 5555 5 n Re CNN e Ue Senes eo cbe se eno eec eoe sitios sess iss 9 ve
44. School This allows you to set codes for the list that wi appear under Education School Employee Relations This allows you to set codes for the list that wi appear under Personal Contacts Detail Relations Performance Rating This allows you to set codes for the list that wi appear under Performance Ratings Performance Reasons This allows you to set codes for the list that wi appear under Performance Reason Salutation This allows you to set codes for the list that will appear under Personal Contacts Detail Salutation Separation Reasons This allows you to set codes for the list that will appear under Separations Reason for Separation Separation Type This allows you to set codes for the list that will appear under Separations Separation Type Training Certificate Names This allows you to set codes for the list that will appear under Training Certification Training School This allows you to set codes for the list that will appear under Training School Training Seminar This allows you to set codes for the list that will appear under Training Seminar Wages Reasons This allows you to set codes for the list that will appear under Wages Reason For Change Warnings This allows you to set codes for the list that will appear under Warnings Warning Type 20 Records gNeil Chapter 3 Security Options Due to the confidential nature of information stored
45. THE PROGRAM BAR Rudd ee Ahn reb E SR ene eiecti HU elu I ae 29 THE FEATURE COLUMN ied eene us hh ee eerie ere co RU be aes 29 REGENT FEATURES PANE ais ie Le M er leat 31 EMPLOYEE DETAIL FEATURE e ee C e te be Mane pel tis at e redde ode 31 ANXDDING A NEW EMPLOY EE 2 2 imt lig tete is latro es 32 EEO OTHER FEATURE 32 33 OTHERS PHP EM E 33 PERSONAL CONTACTS FEATURE cccccesssscecssseeecssececessaececsesaeeecsneeecsssaeeecseaaeeessaeeecessaeeecseaaeeeseseeessesaeeeceeaaeees 34 PERSONAL CONTACTS BROWSE CONTACTS 34 PERSONAL CONTACTS CONTACT DETAIL TAB cecsescccessseeecssececeessececeesaececaeeecsesaececseaeeessaeeecsesueeeceeaaeens 35 ADDING AN EMPLOYEE PICTURE ccscccssssssecesssececsncceceeueeecsesececseeeesessaeeecsesaeeecseeeeeessaeeecsesaeeeceeseeesesaeeeeseaaes 36 TJ SING TWAIN IMPORT 5 etie te er E 36 TAKING A PICTURE AND IMPORTING IT INTO MYBIZ ccccccccsesccceessscecessseeccesscececssececseseeecssseeeeensseeesssaeees 37 DOWNLOADING PICTURES FROM CAMERA DISK 1 42 2 2 2 2 0 20002 00100000000000000000000000000005000
46. The picture must be assigned to an employee before you can save it to a different directory 1 Click Personal Contacts then the Edit Picture button 2 Click Save Photo to Disk 3 Navigate to where you want to save the photo 4 Name the photo 5 Click OK The picture can only be saved as a bmp file Save As Savein 253 My Documents GR e Picture Converting Employee Handbook HR Perspective Database Expense Form HRDesktop Demodltext FFB Wish List Html demos filelib Ibm Download Help Desk Keep Emails Saved Hpdj1 00c Lunch File name Save as type Bitmaps bmp 71 Cancel Address Tab None The Address Tab allows you to enter an employee s contact information Records Settings Repot Employee Select Personal Contact Browse vx Search by Last Name TT Browse Contacts Contact Detal access e 4 gt O y gt Employee Billy Austin fides Ades Last Updated ML mw 1 241 East Pham Ay Fantom J Adami Nei Oon F Dawen Handy F Kai Makowski McDonald Opel Oton Peck Richards Woodward State PostalCode New You nv Phone Mobile Phone Pager Fax e Mal Addons mal Comment That sechor can be uted to second any additonal dat
47. User s Guide pit ds Complete employee recordkeeping for small businesses Version 2 Rev Neil MyBiz Records Program and User Manual IMPORTANT READ CAREFULLY This Software License Agreement SLA is a legal agreement between you either an individual or a single entity and G NEIL CORPORATION G NEIL for the software product found in this package which may include associated media and printed materials SOFTWARE PRODUCT By installing copying or otherwise using the SOFTWARE PRODUCT you agree to be bound by the terms of the SLA If you do not agree to the terms of this SLA do not install or use the SOFTWARE PRODUCT you may however return it to G NEIL for a full refund Software Product License The SOFTWARE PRODUCT is licensed not sold G NEIL retains full ownership rights to the SOFTWARE PRODUCT G NEIL upon your payment of the applicable fees grants to you a nonexclusive license subject to the following conditions The SOFTWARE PRODUCT may not be exported distributed rented leased sublicensed or used a service bureau bulletin board or at any time sharing system It may not be copied altered modified translated or used to create a derivative work You may not reverse engineer decompile or disassemble the SOFTWARE PRODUCT You may use the SOFTWARE PRODUCT fot your individual use or for use within your company but you may not use the SOFTWARE PRODUCT to produce attendance rec
48. a Enty 0206 1993 245500 Bi Weekly 83 030 00 Richards Robert Dispatcher 06 14 1393 0 00 Hourly 0 00 Count in Department Human Resources 2 58983000 90 Salary History Report BS Sample Company announcern ent Employee Salary Hstory dei AM amp e Te minated inchida Ful Tine Part Tine Group cn Lacaton Department Tide Effective Expires Hired Pay Frequency Annual Fort Lauderdale Merchandising cams Nel Dispatcher 2 22 90 701 96 0901 1997 30 50 Hourly 23440 00 Tris can be awage increase Count in Department Merchandising 1 Sales Klein anc Accountant 03 01 1994 000 000 Countin Department Sales 1 Count in Location Fort Lauderdale 2 Miami Human Resources Handy Ed Data Entry area 02067 1993 345500 Biweekly 83 830 00 Salary Test Justa test Hadthis an actual salary the information you justsa would been followed by an important Salary Tax Settings Report 24 Sample Company Tax Settings Report Employecs Actwe InActwe Terminated Hire Range Al inchide Fus Tene Tene Employee Dependents Status Student Exemptions Withheld Additional a 12 MarnedJont N 0 7 1 Single N 0 0 Single 2 0 Handy Ed 10 Single 0 n Kan Matthew 1 Single N 0 C 0 A 1 Single N 12 Single N 0 0 Single N 0 0 1 Single N 0 0 0 1 4 n 2 5 N 0 E N amp N t t o Total Count 13 91 Be
49. a Quick Repotts file You can also open an existing Quick Reports file Normally you would not need to save as a Quick Reports file Close This button closes the preview 57 rds Neil Basic Report Options Each report has the same Menu Grouping and Export options Report Menu Options Preview Displays the report with options to print and setup printer Print Sends the report to the selected printer Printer Setup Allows you to change the printer and printer settings Help Displays help pertaining to this screen Grouping Options Location Groups data by Location Department Groups data by Department With Location also selected the report will group by location then department Show Group Totals Shows total number of employees after Location and or Departments with a grand total at the end of the report Location and or Department must be selected for this option to be enabled With both Location and Department unselected the report will group by Last Name in alphabetically order Export Options Disable Headers on Export When saving a report from the preview screen you ate given the option to save in different formats such as txt csv and xls With this option checked this saves the file without headers so that the data can be manipulated more easily without the headers throwing the rows and columns out of place Display Options Show Social Security Number on Report T
50. a need for this information you could use this field for other purposes like whether or not this employee has authorization to enter the building after hours etc gt Clearance Date This field would generally be used for storing the date that a security clearance was granted This field is optional and can also be used for other dates as you see fit 33 Neil gt License This field is optional and can be used to store a license number if appropriate for your type of business gt Veteran Status If your business has a need to track an employee s veteran status select the appropriate veteran status for the employee Personal Contacts Feature The Personal Contacts Feature allows you to add and edit dependent and emergency contact information There are four tabs within the Personal Contacts Feature Browse Detail and Address that are discussed below Note Before setting up your emergency information under the Emergency Tab you will need to enter the contact information into the Personal Contacts Feature gt Browse This allows you to view dependent and emergency contact information in a column format gt Contact Detail This allows you to enter dependent and contact information gt Address This allows you to add edit address information for each employee s contacts Personal Contacts Browse Contacts Tab The Browse Contacts Tab allows you to quickly locate contact information for an em
51. a reminder Save Saves reminder Cancel Cancels current changes Delete Deletes selected reminder Print Lets you print the Reminders report for selected employees Help Brings up help for this screen gt Pane Layout Reminder Date Date reminder should first display Title Heading of reminder Resolved Checkbox displays checked for resolved or unchecked for open unresolved Employee Name Displays name of employee that reminder is associated with User Displays name of user that reminder will display for Description The purpose of the reminder shows here Filters User Allows you to view reminders associated with specific users must have access to Reminders Assign Users under User Security Show Resolved Displays Resolved reminders only Show Unresolved Displays Unresolved open reminders only 53 Mi Records geil Creating a New Reminder There are two types of reminders in MyBiz One Time Reminders These are reminders that are only meant to remind you of a one time event such as filing an EEO Report Recurring Reminders These remind you of repeating events Anniversaries e Birthdays Performance Reviews e 9 Renewals Setting a Reminder One Time Reminder 1 5900 Click on Reminders from the Features Column Click New Select check One Time Reminder Enter a Title and Reminder Date If you want the reminder to be associate
52. also allows file attachments Previous Goals Achieved List up to five major goals the employee worked on during the last review period plus assign a percentage to the amount of the goal that was achieved The comments field for each goal allows file attachments New Goals Achieved List up to five major goals the employee should work toward until the next review you can periodically update the percentage achieved as you get closer to the next review The comments field for each goal allows file attachments Additional Comments Here you can write any remaining notes concerning the review plus add file attachments To add a Performance Review click on New and fill in all applicable fields then click Save Clicking on Print then Review Detail prints the Performance Review for the selected employee and review date 44 Wages Feature Use the Wages Feature screen to track employee salaries and wage histories My Diz Records Wages Monthly Comneris Vire Date 05 01 1990 Effective From Date of pay change Effective To Date of next review Department Enter new department if applicable Job Title Enter new title if applicable Reason for Change Type of change merit increase length of service etc Pay Frequency Frequency that employee is paid Rate Employee s pay rate Maximum Pay range high end Minimum Pay range low end Exempt Indicates
53. an attach a MyBiz Forms FMLA Request Form to the comments field of the Benefit Detail screen for that employee There s also a full text editor available now See Appendix E Quick print reports In each program feature you ll find a print icon that lets you quickly create related reports Combined with the new faster Employee Select Column this makes printing reports a breeze New user interface design There s a whole new look and feel to MyBiz which is even easier to use than ever For customers using MyBiz Records in concert with MyBiz Attendance or Time Clock a single login password will grant access to all three programs Unlocking the Demo If you have already installed the demo of MyBiz Recotds you can unlock it by following the steps listed here 1 Open MyBiz Records Select Alter Current Product License from the Help menu Select EDIT for the program you want to unlock and enter the Product Key you received with your purchase This will be located inside the front cover of this User s Guide in the lower right hand corner or sent to your e mail address Click OK If the confirmation message does not appear verify that you entered the correct key The Product Key is not case sensitive Note There is a different product key for each G Neil software product System Requirements Required gt Windows 98 SE or later gt Pentium 266Mhz or faster processor gt 64 MB available RAM Random Access Memory
54. ary Breakdown Bl 2 10 001 20 000 E34 20 001 30 000 3 30 001 40 000 Ell 2 60 001 70 000 1 70 001 80 000 Bl 1 80 001 90 000 Over 90 000 Employees Active Hire Range All Total Count 14 Include Full Time Part Time When you click on Run Graph you will have the following options Preview amp Print This shows a preview of the chart Printer Setup This allows you to change your printer settings Close Exits the Chart screen Help Brings up Help pertaining to this screen 70 Mi Records gNeil Chart Type Gives you the choice of viewing as a Pie Bar Graph Line or Point Chart Color assignments This allows you to set the colors of a specific month Display Toggles the Legend data box next to the chart Parameters data at the bottom of the chart and Ignore Zeros any data on the chart with zeros Label Display Toggles the Label only months Value only see Value Display or Label and Value Value Display Toggles the value as a number count percentage or Percentage Of shows as percentage of total count 3D Control This allows you to view the depth of 3D by moving the arrows Rotation Rotates the Pie Chart in the desired direction Explode Biggest Moves the largest piece away from the pie Explode Biggest Moves the largest piece away from the pie Table Listings Table Listings enable you to view and print out the follow
55. atabase for more details Make sure you have gathered the following information for each employee before attempting to enter employee records Full or Part time Active Inactive or Terminated Status Required data gt Social Security Number gt Name First Middle Last gt Employee Identification Number gt Date of Hire gt Job Title gt How many hours in day the employee works gt Location gt Department gt gt Using MyBiz Records MyBiz Records is now easier to navigate than ever before Even better if you have other MyBiz software installed such as MyBiz Attendance and Time Clock you have access to all programs and features from one convenient interface The main parts of the MyBiz user interface are the Menu Bar Program Bar Feature Column Employee Select Column Selected Feature Pane and the Recent Features Pane 27 MyBiz Records Main Parts Menu Bar Program Bar Recent Features Pane Feature Column Employee Select Selected Features Column Pane ix MyBiz Ret ords eltings Report Help mm Records 4 mE Records Employee Select E Employee Detail Accidents Browse TreeView SN Benefits Search by Last Name od BOT fec Unus Mop COBRA Salutation First Name Middle Name Last Name Education eaten is sie EEO Other ristName 4 SSN ID Hire Date Work Status 176 28 8931 000024 01 15 1980
56. ate range Additional options for this report Injury Date From Through This allows you to view all injury dates Date Reported From Through This allows you to filter by date reported Government Accident Detail Report The Accident Detail report prints all accident information that occurred within a specified date range for each employee selected Additional options for this report Injury Date From Through This allows you to view all injury dates Date Reported From Through This allows you to filter by date reported Telephone List Report The Telephone List Report produces a record of all employee phone numbers You can print office phone number with extension number office extension only or home phone number 66 ID Badges Layout Tab Additional options for this report R ras gt Neil Phone Number Allows you to select which phone number to report on Office Phones with Extension Office Extension Only Home Phones Name Format Allows you to select how to sott the employee names Display Job Title Allows you to toggle showing employee Job Title ID Badges This feature enables you to print employee ID badges with photos and barcode There are four types of ID Badges Employee Temporary Guest or without a title Additional options for this report Layout Tab The Layout Tab allows you to select what features will be on the ID Badge For example if you want th
57. ated it The Link and Display as Icon options will perform the following depending on your selections Selected Link Display Results Icon Inserts the contents of the file as an object into your document so that you may activate it using the program which created it Inserts a picture of the file contents into your document The picture will be linked to the file so that changes to the file will be reflected in your document X Inserts the contents of the file as an object into your document so that you may activate it using the program that created it It will be displayed as an icon X Inserts a shortcut that represents the file The shortcut will be linked to the file so that changes to the file will be reflected in your document 108 r 109
58. available Reports on employees separated during a selected date range Sex This allows you to sort by Male or Female Select Specific Race This allows you to sort by multiple selected races Click in the box next to Select Specific Race to be able to select specific races Select Specific Category This allows you to sort by multiple selected categories Click in the box next to Select Specific Category to be able to select specific categories 65 rds Neil Government COBRA Report The COBRA Report produces a listing of important COBRA dates for all employees and their dependents if applicable This report shows the date the employee was notified about COBRA benefits if the employee accepted when benefits end and the ending COBRA coverage date Additional options for this report Employer Ending Date Shows employers ending COBRA date COBRA Ending Date Shows COBRA ending date Notification Date Shows employee notification date Government I 9 Renewals Report The I 9 Renewals Report produces a listing of upcoming renewal dates for employees to resubmit their government I 9 form It shows each employee s name title hire date and I 9 renewal date Additional options for this report I 9 Renewal Date From Through This allows you to view all I 9 Renewal dates Government Accident Report The Accident Report produces a listing of all reported accidents that occurred within a specified d
59. ay Hours Enter the number of hours the employee will work in a typical workday gt Week Hours Enter the number of hours the employee will work in a typical workweek gt Hide Picture Click in this box to hide the assigned picture To assign a picture see the Edit Picture button under the Personal Contacts Feature New Employee Click the New icon or select Edit and New Employee from the main menu Click Next button after entering data for each screen 2 Enter the Required Fields You can use the TAB key to move from field to field or hold down the SHIFT key and press TAB to move back a field 3 Required Fields First and Last Name Hire Date Work Status Employment Status Location Department Hours Day and Week This is the amount of hours an employee works for a typical workday and workweek These numbers are used as defaults when generating report totals EEO Other Feature This option is for tracking EEO information as required by the Equal Employment Opportunity Commission This information should be kept confidential and used strictly for EEO reporting purposes Each EEO field is described below 32 gt EEO Category Select the appropriate category for the employee gt Date of Birth Enter the employee s birth date gt Sex Select Male or Female gt Race The select item most appropriate for the employee s race Note The provided
60. categories and race selections ate taken from the official EEO categories as defined by the EEO commission You may create other categories by going to Settings General Codes and selecting EEO Other Records File View Settings Report Help Employee Select EEO Other Browse TreeView 4x Search by Last Name Save Cancel Print Forms EEO Education EEO Categor P Sotedbyl Professionals EEO Other is 3 Last Name First Name pem Emergency 2 Adams Neil Employee Detail Phen Biy White Not of Hispanic Origin Performance Personal Contacts Dawson Renee Reminders G Handy Ed Date Of Birth Kad Matthew 03 16 1880 Eur Makowski Deborah McCalla Tracy Taxes McDonald Chris Other Opel Stephen Clearance Level Osbom Wanda Peck Cathy Richards Robert License 51452223333 Woodward Kristies Apprentice Clearance Date 03 01 2003 1 9 Renewal Date 07 26 1998 Veteran Status Not Applicable gt Employee Kelly W Clifton Hire Date 01 15 1990 Other The following items are miscellaneous information that you may choose to store about each employee gt Clearance Level This field would generally be used for a security clearance For example some government contracts may require your employees to have a security clearance such as Top Secret Secret Classified etc If your organization doesn t have
61. ce Green MyBiz Records Red MyBiz Time Clock Purple The Feature Column The Feature Column allows you to select which feature will be displayed in the Feature Pane on the right side To make it easier we also color coded the features of each program For example if you select MyBiz Records and select Employee Detail from the feature column you will see a red title bar The Employee Select Column The Employee Select Column allows you to select or find employees quickly and easily as well as select multiple employees for printing reports 29 Mi Records geil Browse mode allows you to perform an incremental search for an employee move columns and sort quickly An incremental search allows you to enter the first couple of letters of the employees last name and will go to the first employee which matches those letters and as you enter more letters the search will become more defined For example if you enter the letter A in the Search field the employee list will select the first employee name which starts with the letter A If you enter the letter d so that now you have Ad it will bring up the first employee name which starts with Ad such as Adams You may move columns according to your preferences To move a column click and drag the title to the left or right Double arrows pointing inward will show you where you will drop the title if you release the mouse button Sorting fie
62. cords follow this checklist to get started quickly PLEASE HAVE READ AND FOLLOWED THE PRECEEDING CHAPTER ON INSTALLATION BEFORE INSTALLING ANY G NEIL PROGRAM INCLUDING MYBIZ TIME CLOCK Also have available gt Location and Department names gt User Information Managers and other users that will have access to the data gt Employee Data Employee name Hire Date Work Status full or part time Active Status Active Inactive or Terminated Location and Department Work Hours and Week Hours Logging In for the First Time After installation run the application by double clicking the desktop application The default Login and Password are ADMIN Checklist for Setting Up MyBiz Records first needs some information set up to correctly track your employee absences to get started please follow the checklist below Q Change the Admin password by going to Settings User Security If needed set up access fot others who will need to continue setting up the program If you need to give access to specific locations and departments or individual employees set these up first and then come back to User Security and complete security access See Chapter 3 Security Options Q Create Locations and Departments See Chapter 2 Locations amp Departments Set up Global Preferences See Chapter 2 Company Information Enter employee information See Chapter 4 Adding New Employees Complete Setting up User Security
63. d dependents or contact information to The title Employee under the Relation drop down box for this person cannot be changed To add a dependent or other contact follow these steps 1 Select an employee from the employee list 2 Click New 3 Enter First Name Last Name and Relation information required fields Enter other fields as needed Salutation Maiden Name Birth Date SSN Student Disabled and Dependent info Note When entering Relation information you may add to the list for the type of Relation child aunt doctor physician etc by going to Settings General Codes and selecting Employee Relations from the Select Code column Click whether to hide photo on this screen if assigned Click Save Click the Edit Picture to assign a photo to this contact person Click Address to add an address to this contact person See Address SON Gee Adding an Employee Picture A photo gives you a visual image of an employee their dependent s or emergency contact person s Photos are not required We recommend you use a digital camera to take your photos and save the images in the industry standard JPEG JPG picture format or Bitmap BMP format An image size of 200x200 pixels works best If your picture is larger than this the program will squeeze your larger picture into the displayed picture frame If your digital camera has TWAIN support you can import the picture right into MyBiz using the Twain Import feature
64. d with specific employees select the checkbox Assign to all selected checked employees This is optional and will create a separate reminder that is associated with each employee If you selected the checkbox in Step 5 you will need to select check any employees that this reminder is about in the Employee Select Column Otherwise skip to the next step By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the reminder to come up for all users logging in Note You must have access to Reminders Assign Users and Reminders Assign Global under User Secutity to be able to change this option Enter a description of the reminder if needed Click Save Recurring Reminder Que poor To create a recurring reminder follow these steps Select Reminders from the feature list Click New Select check Recurring Reminder Select the type of reminder Anniversary Birthday Performance Review or 1 9 Renewal Select a Through Date when do you want to stop the reminder from occurring Select how many days you want to be reminded before the event 54 Records gNeil 8 By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the re
65. e regarding an employee s or location gt Hee Dato 05 01 1990 38 Neil When entering an address verify which name you are adding the address to by looking at the relation and name just below the Address Tab or above Address Type and Last Updated As in the above screen shot we would be adding contact information to the Employee Neil Adams Use the top set of arrows to scroll to another contact name for the selected employee For example if we clicked on the Next arrow we would scroll through the contact list for Neil Adams Use the bottom set of arrows to scroll though the Address Type Home Office etc To enter address information for the selection Relation follow these steps 1 Click on the New icon n 2 Enter the contact information filling out as much information as needed These fields are not required 3 Click the Save icon to accept changes 4 Click the Cancel icon x to discard any changes 5 Click the Delete icon to delete an addtess tecord Benefits Feature Benefits are important to all employees On this screen you can enter all of the information for the benefit plans your company provides This screen will allow you to track benefits such as 401 k COBRA FMLA dental medical life insurance disability and others TE ae GE fet M Detal Cumert 8 Benetts Lit gt 401 Plan
66. e Emergency Feature allows you to designate whom the company should contact in case of emergency as well as the call order It s a fast way to get this information because you simply select the employee then the Emergency Feature Contact information is taken from the Personal Contacts screen MyDiz Records Settings Report by Last Name 1 Stacy Woodward MO rH Sadly 2 Dr Joyce Simons VY bast Name Fest Name Nel Fei Mobila Phone 123 456 7878 Ed Mal Matin then Tracy ce FL Stephen UDA Wanda Phone 954 1114567 Mobis Phone 9541117899 Rober Pags So44M43345 gt Knees 1 Woodward Date 72 07 1994 Active To assign a contact name follow these steps Note Contact Names must be entered through the Personal Contacts screen before you will be allowed to assign emergency contacts 1 2 3 Click Personal Contacts and enter any new contacts See Personal Contacts above From the Emergency screen click New This will create a blank row Click on the blank row This will show a drop down arrow 42 5 6 Neil Click on the drop down arrow This will show you a list of contact names to choose from Enter Notes if necessary Click Save To unassign a record click Delete This does not delete the contact name from the Personal Contacts screen it only unassigns the name from the Em
67. e any changes c READ WRITE This allows user to view add and edit no deleting allowed d READ WRITE DELETE This allows user full editing rights to feature Click Save Program Features Records VVVVVVVVV VVVV VV V Show Records Tab This allows access to the Records program button Address This allows access to the Address screen under the Personal Contacts screen Emergency This allows access to Emergency screen Benefits This allows access to the Benefits screen COBRA This allows access to the COBRA screen Personal Contacts This allows access to the Personal Contacts screen that allows you to enter emergency and dependent information Taxes This allows access to the Taxes screen Wages This allows access to the Wages screen Performance This allows access to the Performance screen Warnings This allows access to the Warnings screen Education This allows access to the Education screen Training This allows access to the Training screen Accidents This allows access to the Accidents screen Separations This allows access to the Separations screen Reminders This allows access to the Reminders screen Settings Reminders EEO Other This allows access to the EEO Other tab Photo This allows access to Edit Picture under Personal Contacts General Codes This allows access to the General Codes under Settings Setting Up Access To
68. e badge title to read Guest instead of Employee you can select Guest under the Badge Title Printing Options Print Title Print Department Print Employee ID Style 1 Print Employee Style 2 Print Location Print Picture Print Company Logo and Print Company Name Badge Title This allows you to print selected Title across Badge Name Format This allows you to choose how the name will display on the badge IV Print Title v Print Department Print Employee ID Style 1 Print Employee ID Style 2 C GUEST Print Location C NONE IV Print Picture Print Company Logo Barcode Tab i Barcode Print Stock Label Adjustments Badge Title EMPLOYEE TEMPORARY Print Company Name Name Format Last First First Last Susan Atkins AP Representative Mecauning Dame 10 00074 ES f G Neil Direct Mail Inc The Barcode Tab allows you to select the type of Barcode that will be printed If you re not sure which type to use we recommend keeping the default barcode type of Code 39 MyBiz Records uses the Employee ID as the Barcode number If an employee doesn t have an Employee ID number See Employee Detail screen a barcode will not print out on the label 67 by ID Badges Barcode Tab ID Badges Print Stock Tab il Print Barcode This allows you to print a barcode across the bottom of the ID Badge Barcode Type This al
69. eakdown Report Interface Charts allow you to view salary EEO category and ethnic code breakdown 69 1 1 Charts can help you view information at a glance Using the charts you can view these charts gt gt gt Salary Breakdown Enables you to view and compare salary breakdown Ethnic Codes Breakdown Enables you to view your companies race breakdown EEO Category Breakdown Enables you to view your companies EEO category breakdown Follow the steps here to print a chart 1 p Click Reports from the main menu select Charts then select the Chart you wish to use Select the Options you want Click Run Graph The chart control window will appear The selections here will affect the chart as it is shown on screen Select the options you want and click the Preview and Print icon to see how the chart will appear From the Preview screen click the Printer icon to print the chart Salary Breakdown x Preview amp Print Printer Setup J close Help r Chart Label display Value display 6 Pie Chat C BarGraph C Line Point Label only 6 Coun 5 Value only Percentage Color assignments Display Label and value C Percentage of Legend 10 001 20 000 20 001 30 000 Total 3D Control 30 001 40 000 40 001 50 000 Parameters Rotation 50 000 60 000 Ignore Zero Explode Biggest Sal
70. ecessnsecseseeeeceesaecessuesecsesaesecsessecsesaesecsesaeseseeaaeens 66 GOVERNMENT ACCIDENT DETAIL 66 TEEEPHONELIST REPORT3 erii imbre entitas 66 ID BADGES ette eet tis ett eis e el tta e b ve a cete en tete 67 TEABBES sities essct tinte oet eta tates 69 CHARTS SALARY BREAKDOWN ETHNIC CODE AND EEO CATEGORY BREAKDOWN REPORT INTERFACE 69 TEABEE LISTINGS 2 Ste te tette bie eter 71 CHAPTER 6 BACKUP AND RESTOR Eivaicsscosscsescscessesdecssnnssesscssnntcnsassdevessesdecnssosntsesaccscessdesessosdessovesboarse 73 CHAPTER 7 HELP edvestoecesesesetsobecouvesVaneduunessvededelvenbeevxecve ves sascenauesdenves 75 SAMPLE COMPANY TUTORIAL DATA 1 2 1 42 4 400100000000000000000000055000000500 75 ER 75 THERI EY 4 nette E secte o tutte teo rut tp elie 45 SEARCHING EOR HEEP leds tected ieri oreet vete etuer use tre leeds fiend 45 TPYPIGAL ISSUES 55566 etos Soh E I Ie dtt 75 CONTACTING 22 Ede da Fe note 76 CHAPTER 8 IMPORT 2205
71. ed tutorial database is provided so that you may view the different screens with sample data already filled in It is recommended that you use the program with the sample database in order to get a feel for the program without having to worry about altering live data When you are in the Tutorial Data no changes are made to your live database To open the tutorial database select Start Programs G Neil Sample Database The Help Menu Select Help and Contents from the main menu A listing of help topics is displayed Select the Book that interests you using a double click and then double click the topic you wish to display The F1 Key Pressing the F1 key is another way to obtain online help From most areas of the program pressing F1 will display the topic associated for that screen Searching for Help You can search for Help in two different ways using the Help File Method 1 Select Help and Search for Help on from the main menu The Help Topics Index will appear Select the Topic that interests you Metbod 2 Select Help and Contents from the main menu Click the Find tab If you have not used this feature before the Find Setup Wizard will walk you through setting up the search index Once the search index has been created type in the Keywords you would like to search for and the results will be displayed Typical Issues A list of typical errors or messages that were known at the time of publication are listed in Appendix C
72. epartment Sales 1 Total Count of Accidents 4 Conpanw vm 144719 Deom bw 0m giao cary FI Un pios Vel S mms SOCIORUM ID Location aede vin Lr mon 16 rn e ma Iro dai gj non dod je WEN rat D Mom dim accion aca Mal ar bo ad Slccveda sk M C OC d apoio Mead ined Hino C92 hodu sosiy ened yey Cina a E ee Ons uuum Dadu basag Urme R hasira Daro me Government Accident Detail Report 96 Telephone List 1 2 Neil G Neil HR Ware Phone List Arn inchide Ful Tine Part Tine Group en Department Employee Phone Human Resources Adams Programm er 202 555 0051 1020 Data Enty Richards Robert Dispatcher Countin Department Human Resources 3 Marketing Manager Merchandising Dawson Renee Developer Flynn Emme Legal Pro Gornam enaget In House Developer Countin Department Merchandising 3 ID Badges Emme Flynn Legal Pro 15454545 Merchandising Neil G Neil HR Ware Tammy Austin Secretary ID 000951 Sales SNeil HR Ware G Neil Bridget Gorham In House Deve 10 1111 Merchandising G Neil HR Ware Neil Adams Programmer ID 000129 Human Resou
73. ergency window Performance Feature The Performance Feature allows you to schedule and track performance reviews as well as document employee skills and achievements Several new areas of information have been added to this feature for MyBiz Version 8 plus you can now attach supporting documentation files to comments fields MyDiz Records VVVVVVV Settings Performance D x 8 Ww by Last Hamo Dim Ma fems 2 Revew Boe mm MO gt Sotedlyl 0770771990 7 19 2001 25 10 Last FastName B Koly moa Summary Information Handy Ed Intersewer Sep Kad Monhew Ramson fee Review Three meth Deborah ne Mode Review Cate 07 00 2002 Oveual Rating 20 McDonald Chis Review Date 2 3 2003 10 Opel Stephen Commenti Ostan a hard werker and shows promise with our fem should enable quick A Peck decitiont fot hit department and lock forward 10 a high volume of cali Thra se fita Mae rien Mea edem hi mn a Woodward Kristine General Ratings Attribute Ratings Comments Vey Good m Has bah snnt Procduetiviy Very Gnod x arts things dene n timely mener Job Knowledge Bring slot of expesence bom Refobtity Vey Good Wo
74. exempt status An employee is considered exempt if pay is determined on a salary basis An non exempt employee is paid by the hour Hours Choose Full or Part Time and if work for the employee is Educational Seasonal and or Temporary Comments Enter additional wage related information as well as attach any supporting file VVVVV VVVV N v Click New to create a new wage record and fill in all applicable blocks Click Save to keep changes To delete a recotd click Delete 45 Neil Training Feature The Training Feature allows you to track seminars certifications and courses My Diz Records by Last Name moa e Sated byt Last Name FastName Austin Cion 7 7 Handy Makowski Meals MeDonald Opel Serine Schoot to succeed Certicston usscse Tranny Centhc sion t VVVVVVVVVV VV u 00202 52 5 T Peck Mandatory Coepinimd Beyn Dale End Date Expiration wman ovavz v v Comments Mire Date 05 15 1992 Seminar Name of the seminar School Name of the school Certification Name of the certification Certification Certification number Employer Cost How much the company paid for the training Employee Cost How much the employee paid for the training Begin Date Starting date of training End Date Concluding date
75. fce Clerical Tu 2301 Osborn Wanda Associate Clitton Kelly S Adams Nell Progammer Hein Austin Tammy on Renee athy Fann Emme Legal Pro Gorham Bracet Opel Stephen 1008 2001 3 nsoe 9026 2001 Hancy Ed Richards Rodet Total Count 16 89 Date Reporting Seniority Report Sample Company Seniority Report Acta Teminated Hite Range Al inchida Full Time Tine Group on Department Employee Tide Hire Date Human Resources Handy Ed 02 16 4893 Richards Robert Dispatcher 05 14 1993 Countin Department Human Resources 2 Marketing Tracy Manager Ciiton Katy Sales Countin Department Marketing 2 Merchandising m Bidget on Renee Agams Nel Flynn Emme In House Developer Developer Procramm er Legal Pro Countin Department Merchandising 4 Salary Ranking Analysis Report e Sample Company Employee Salary Ranking Inchide Ful Tine Tene Group en Location Department Employee Tide Hired Pay Frequency Annual Fort Lauderdale Merchandising Adams Neil Programmer 08 21 1997 3050 Hourly 563440002 Count in Department Merchandising 1 63 440 00 Sales Klein Randy Accountant 03 01 1394 000 Hourly 000 Count in Department Sales 1 0 00 Count in Location F ort Lauderdale 2 63 440 00 Miami Human Resources Handy Dat
76. g 4 Sales Austin my 0461019590 mter Martins Full Time 12705852 Male aban inne Kisin Randy Fulk Time 03011904 ab and Manage isdian Deborah lur ical Fulk Time 0508 1904 Protexicsals White Opel Stephan Full Time 03444064 Laborers wine Os bor Wanda Salis Fulk Time 0501371004 Tachniiass Black Peck Cath Secretary FullTime 0209 1664 Femse foprertioe wane sadmard Kiis FulbTime 0307 1004 Femse Yin Count in Department Sales 8 1 02971 Government EEO Summary Report e cede T out Gasser Locales eter FEO Category Adan Black Hispanic White 6 2 2 1 1 Cosfeusece ek ded 3 3 Laborers o a 1 CAlicuC hrial Woken o a a o o o and Mar a a o s 0 2 Piofess nab 2 4 o o 1 Sales Workers 0 a a o o o Sendo Work a a Tech nk a a a Fort Lauderdale Merchandiar o 9 4 9 2 3 94 Government COBRA e Sample Company COBRA Report At Te minated Inchide Ful Tine Time Group en Department Em ployee Employee Employer COBRA Name SSN Notification Acceptance Ending Ending Human Resources Handy Ed Ed Handy B65 55 4566 ACCEPT Employee Count in Department Human Resources 1 Marketing
77. g may not be right d HTML document HTM exports as an HTML file This allows you to open the file with a Browser The formatting may be a little off e Excel spreadsheet XLS exports as an Excel spreadsheet file This allows you to open the file with MS 82 Excel and other spreadsheet programs This is probably the best choice to export to f RTF File rtf exports as Rich Text Format This is another good choice to export to Will open in MS Word and other word programs that support Rich Text Format g WMF File wmf exports as a windows meta file This is a format used by Microsoft to transfer graphics between Windows applications Normally you would not need to export to this type of file Certain graphic programs can open this type of file 5 Load Report This opens a QRP file Normally you will not use this 6 Close closes the preview screen and returns to the Report Interface The following are screenshots of the reports that are included with MyBiz Records This appendix will show you partial screenshots of each report to give you an idea of what the report will look like See Chapter 5 Reports All reports print out on letter size paper 8 x 11 unless otherwise specified Employee Detail Report Personal Mrs Deborah Makowski 21 North West Jump Street Suit 0 New York 33001 Home Prone 201 955 0000 Work Phone E Mail e ma
78. gels x 42 n 235 69 5 The first 3 icons control how the report page is previewed The first icon zooms the report to fit the whole page The second icon zooms the report to 100 of its size The third icon zooms the report to the width of the screen This is the normal view when previewing reports The arrow buttons are the navigational buttons that allow you to go from one page to another In the bottom left of the Preview screen is the number of pages for this report The first printer icon with the wrench is the Printer Setup icon This icon will allow you to change to a different printer to print to and allows you to select a print range This is a good selection to choose if you want to only print a partial amount of pages Note After selecting your print range and clicking OK you will need to click on the Printer icon to print the page Printer icon brings up the Printer screen Save Report Export this allows you to save a report in one of the following formats pictures are not exported a QuickReport file ORP Normally you will not need to save it in this type of format This is the format that the Reports themselves are written in b Text file TXT exports as a text file This allows you to open the file with any word program c Comma Separated CSV exports as comma separated fields This allows you to open the file with any spreadsheet program Word programs can open it also but the formattin
79. h installation Description This usually happens if you do not have full administrator rights on the Win NT or 2000 computer Possible Resolution s Make sure you have full administrator rights before installing Records gNeil Appendix D Import Export File Format You may import and export only the fields on the Field Layout page There are two different formats that you may use Tab Delimited and Fixed Length For a Tab Delimited format you may use any program that allows you to save as Tab Delimited Excel and Access are two that will allow this This is the easiest format When entering your information into a spreadsheet such as Excel you will need to follow the order of the field names according to the Field Layout page For example the columns should have SSN first then Last Name First Name etc Also you will need to leave a blank column for any fields that you will leave blank For example following the format on the Field Layout page we create a Tab Delimited file with the fields SSN Last Name First Name blank column for Middle Initial field Location Department Date of Hire Full Part Time blank column for Title field blank column for Employee Code field and Active Status All of the fields in bold are required You still need to have a blank column for MI Title and Employee Code in the order of the fields For a Fixed Length format you may use the DOS Editor or any other editor that sh
80. he triggering event Dates Allows you to enter the dates for Employer Ending COBRA Ending and Employee Notified Acceptance Allows you to indicate what type of response was given from the employee Apply to All Clicking on this button will assign the currently displayed COBRA information to the employee and all their dependents In order for the COBRA Feature to be able to perform this action dependents need to be entered in Personal Contacts for the selected employee Comments Enter supporting information here as well as file attachments that document the employee s notification of COBRA events Click New to add a record Click Delete to delete a record 52 Mi Records gNeil COBRA Browse Tab The Browse allows you to view all employee dependents at a glance To bring up the detail screen for a specific dependent double click on the name you want Note You may also scroll through the dependents by using the arrow keys Reminders The Reminders Feature will show you all open unresolved reminders and allow you to create delete and resolve reminders If you have created a reminder it will show up when you first open the program starting on the reminder date Reminders will continue to display until you click Resolve Reminders Tool Bar and Pane Layout gt Tool Bar First Prior Next Last arrows navigates through selected reminders New Creates a new reminder Edit Allows you to make changes to
81. his allows you the option of displaying the SSN on reports that include this data field ALERT FOR VERSION 7 MYBIZ USERS Options for selecting only Active Inactive or Terminated employees no longer appear within the Report Options Pane However if you do need sort by employment status you can do so through the Sorting Filter Page under the View menu Types of Available Reports Employee Reports Detail The Employee Detail Report produces a detailed report of each employee s primary information 58 Mi Records gNeil Summary The Employee Summary Report produces a summary report of each employee s primary information Training Training Report 1 The Employee Training Report produces a record of training sessions attended by all employees Training Extended Training Report 2 The Training Extended Report produces a training report on legal size paper to fit more information Education The Employee Education Report produces a record of educational institutions attended by an employee Degrees and certifications are included in this record Reminders The Employee Reminder Report produces a listing of all open reminders sorted by reminder date Separations The Employee Separations Report documents reasons for separations Warnings The Employee Warnings Report produces a printed record of all employee warnings occurring within a specified date range Dependents The Employee Dependents Report prod
82. ilg Date of Birth 1 1 5 SSN 00568 8143 Administrative Locaton Miami Deparment Sales Title Office Clencal Employee 10 000001 Status Active Hours Full Time License 51452223333 Emergency Contact Fred Simmons Priysiciar Office Phone 954 555 1212 Secondary Contact Manuel Leija Doctor Home Address 1734 Cleary Rd Sample Company Employee Detail Report Hire Date 1 9 Renewal 7 Sex Female Race white Category Professionals tus Not Applicable Clearance Sem Clearance Date 1 10 25 83 Employee Summary Report Sample Company Employee Summary Report Ai curis F ul ims Pil Gou on Locabon mart Lm ployec Hours Fort Lauderdale Merchandising Adams Heil 111 11 1111 210937 Programmer FulFTime Finn Emme 65 4 93 7777 05 03 1935 Legal Po FulFTime Gara m Bridget 1411 11 1112 01 99 1930 In Hause Developer FulFTime Countin Deparment Merchandising 3 Sales Klein Pandy 214555555 000011994 FulFTime Count Deparment Ssles 1 Count in Location Fort Lsuderda k d Miami Human Resources Handy Ed 385 53 454 02081992 FultTime Employee Training Report ge Sample Company Employee Training Schedule Group en Lacwton D eparimant Employee Course Seminar Certification ER Cost EE Cost Expiration Fort Lauderdale Merchandising Adams Neil How to succeecil AXN 200 000 Chicago Adams Neil Bur ding Blocks 5000 0 0
83. ing settings User Security This prints user name with security settings Locations This prints all locations Departments This prints all departments Assigned Departments This prints Locations with assigned departments General Codes This prints the code listing from Settings General Codes VVVVV Steps to print a Table Listings report 1 From the Reports menu select Table Listings 2 Choose the Table Listings report you would like to run 3 Click Preview to view the report or Print to print out the report 4 In Preview mode click the print icon to send the report to your printer 71 Mi Records gNeil Chapter 6 Backup and Restore Overview A Backup is essentially a copy of your employee records Backing up ensures that you can recover from a computer failure or emergency You also may install MyBiz Attendance on another computer even as a demo and restore from your backup Back Up after you make changes to your employee records It is recommended that you back up your database after making any significant changes to the records For example any time you enter several employees ot input many changes to absence information would be a good time to back up Rotate backups and store backup copies off site A good backup routine is to have at least three sets of backups coveting different days of the week This practice is called rotation and reduces your risk of data loss I
84. install to a network environment we recommend checking out out Optima applications which allow networking 21 1 1 Common Features Features under the User Security Features Tab are shared among MyBiz Records Attendance and Time Clock For instance Locations and Departments are common to all three programs as are Global Settings Even if you only have one of the listed programs you will need to follow these instructions to set up user access rights Security Maintenance 825 save se 2 4 a Wer Lan Alimndance Recerdi Time Clock Locaion Depsimeer Log ler Full Name Supervisor M Display Fieminders Alma Show Hitt Yer C No G C No 1t User Active Creation date 4712 2001 Yes No Access Fights Employee Record Access Read Wate Delete Detal Read Wite Vew SSN Yes Aun Yer Reminder Reed Wite Delete Reminders Assign Global Yer Reminders Assign sees Nes Uses Secuily Road Wider Drite Locaton Depertinert Mari Read Wile Delete Preferences Read Wile Delete Database Monitor Freed Wite Delete Note You will not see the Attendance and Time Clock tabs if those programs not installed Detail Tab Common Features Vv NN NN NN V Search For This allows you to search by User Name Save As This allows you to create additional users based on
85. lds is just as easy Just click on the title of the column you want to sort For example if you wanted to sort by first name you would click on the First Name title You can also set multiple sorts by holding the CTRL key and clicking on fields the sort priority will be displayed above the field names TreeView mode allows you to find or select employees by location and department For example if you were looking for employees who are under the Ft Lauderdale location Merchandising department Tree View mode could show you at a glance Tip In TreeView by default all locations and departments are unchecked A quick way to select just one department is to click on the name of the department This will select all employees under that department Likewise in Browse mode you can select or deselect all employees by clicking on the red checkmark at the top left Selected Feature Pane The Feature Pane is where the selected feature of the program will be displayed Note Columns can be resized To resize a column move your cursor to the left ot right edge of the column until your cursor turns into a double arrow pointing left and right click and drag your left mouse button to the desired width and release The Employee Select Column can also be hidden and unhidden by clicking on the minus or plus sign in the top right corner 30 Recent Features Pane This is a list of the most recently used features Clicking on a fea
86. lows you to select from popular barcode types Layout f Barcode Print Stock Label Adjustments rin ac Barcode Type Susan Atkins 4 ve Code 128 EAN 13 ITF with check Accounting cae Code 39 8 Post Net Code 39 with check C ITF UPCA 1 G Neil Direct Mail Inc Print Stock Tab The Print Stock Tab allows you to select the label type The G Neil ID Badge Kit 50050 can be requested through our sales team and is specifically designed to work with MyBiz Records and Time Clock Each kit makes 25 badges Label Adjustments TEMPLOYEE G NeillD Badge NL Avery 5390 i cnc C Avery 5385 C Card Stock G Neil Direct Mail Inc BNeil Label Adjustments Tab Printers are not created equally some may print the labels too far to the right or left The Label Adjustments tab allows you to move the labels to the left or right and up or down to accommodate quirky printers Normally you shouldn t need to adjust the labels to the right and left or up and down but it s there in case you need it 68 Mi Records gNeil Feature Description Left Offset When using the Left Offset positive numbers wi offset the label to the right and negative numbers wi offset the label to the left Top Offset When using the Top Offset positive numbers wi move the labels down and negative numbers wil move the labels up Picture Offset The Pictu
87. lready in the database Required Fields The following are required fields for importing Last Name First Name Location name must be in the MyBiz database prior to importing Department name must be in the database prior to importing Date of Hire Full Part Time Active Status Active Inactive or Terminated Importing To import your information follow these steps From within the program click File Import 1 Enter the path of the file or click on the H to navigate to it 2 Select Tab Delimited or Fixed Length This should correspond with the way the import file was saved 3 Select Skip First Line if you have title headings Do not select Yes if you don t have title headings or you may lose the first line of data 4 Click Load File to preview the file At this point you should check that all column headings match the fields that will be imported 78 Mi Records gNeil 41821 2383 qu 422869517 Kal Matthew 433 23 3209 Stephen B 54 98 7777 Flynn Emme 865 554568 Handy Ed U 0 997 15 4212 Dawson Renee lt 4 Loading C WINDOWS Desktop Export OptimaE xport txt BEBEBBEEEEEEEEEEEERI Note the column titles above SSN Lastname Firstname and Middlename check each column to make sure the appropriate data is in the correct column For example the SSN number should have an 11 digit number plus two hyphens 5 Select which fields to check for duplicates i
88. minder to come up for all users logging in Note You must have access to Reminders Assign Users and Reminders Assign Global under User Security to be able to change this option 9 Enter a description of the reminder if needed 10 Click Save Deleting Reminders Reminders are deleted from the Main Reminders screen by clicking on the Delete icon Editing Reminders There are two ways to edit reminders Main Reminders screen From the main Reminders screen you can edit the following columns just by clicking in the field Reminder Date Title Resolved and Description Edit Reminders screen Clicking on Edit from the main Reminders screen will bring up the Edit Reminder screen You may also double click on the title of a reminder The Edit Remindets screen allows you to change the Title Reminder Date User and Description Note If you need to change the Employee Name that this reminder is about you ll need to delete the reminder and then re add it Open Reminders Open reminders will appear for the user they are assigned unless the Global option is checked If a reminder is marked with Global then it will show for all users You may view open reminders by opening the program or selecting Reminders from the feature list Note If you have security access to Reminders Assign Users See Security Options p 21 you may view reminders set up by other users You may also resolve reminders from the Open Reminders screen
89. month evaluation Next evaluation will be in one year Adams Nell 07 7 1995 25 10 RSeplin 07 7 a 200 Wow Il its been a ear a and our profits continue to soar Well nn need tcr improvement GOOD J03 Count in Department Merchandising 2 Count in Location Fort Lauderdale 2 Total Count 2 92 My Performance Review Schedule Er Sample Company Employee Review Schedule See Summary for Parameters Employee Next Review Job Title Hire Date Last Review Merchandising Adams Neil 07 19 Procrarnm er 03 21 Wow ll it s been a year d our profits continue to soar Well need for pravem ent GOOD J Count in Department Merchandising 1 Total Count 1 Employest Actwe InActwe Temnated Hire Range i inchide Tene Time Group on Depari Ravian Gate date Range 1 2 3464 Performance Review Detail Neil Sample Company HR Ware Employee Review Group on Location Department Em ployee Information Employee Name Adams Neil Title Programmer Department Merchandising Employee ID 000129 Reason for Review Three month Date of Last Review 07 03 1997 Next Review Date 07 03 1998 Comments eil is a hard worker and shows promise with our firm He should enable quick decisions for his department and ook forward to a high volume of calls This is Neil s 3 month evaluation Next evaluation will be in one year General Ratings Attribute Ratings Comments Quality Very
90. n the Check Duplicates box Duplicates will be checked during the Test File phase 6 Click Test File This checks for blank required fields and in the case of Location and Department it checks to make sure that the name of the Location and Department has already been set up within the program CAUTION If duplicates were detected and you click on Import these fields will be imported into the program 7 Once it passes the Test portion you will be able to click on Import File Exporting The export feature is used to transfer basic employee information into a text file that you can open in any word processor or spreadsheet application Only the basic information see Field Layout in Appendix D will be exported To export your information follow these steps 1 Click File Export 2 Select Tab Limited or Fixed Length for the Export File Type 3 Enter a path and file name or keep the default name 4 Click Export Your export file will be created as the file designated in the file block You may rename the file but we recommend keeping the file extension of txt After exporting you may open the file from within any other spreadsheet or word processor program Note Only the information in the Field Layout will be available for export 79 r Appendix Benefit Descriptions Benefit Name 401 k Plan AD amp D Dependent AD amp D Self COBRA Credit Union Dental Dependent
91. nefits Report Er Sample Company Benefit Eligibility Report Cooler MC ANN TENDERS ull Tine Time Group on Deparment Employee Benefit Eligi Enrolled Withdrew Cost ER Cost Marketing cimon Kelly ADT Plan 0807 1996 0807 1996 03041998 his benefit esily benetts Kelly nother family See Health beretts ror more Clifton Kelly Life Insurance 08 06 1996 02 26 1926 23 04 1998 0 Doesnt plan on needing tis benent Justwantec keep record on tle Clifton Kelly Major Mecical Self 00 15 1996 02 15 1495 09 04 1998 10 10 With principal Partners Health HMO Care Justo test records capabilityotthis software Count in Department Marketing 3 1000 10 00 Merchandising Adams Neil 401 k Plan 0728 1998 07 30 1008 07 27 2018 2 20 4C K Benet Adams Nell AD amp 0 527 07 21 1998 07 0 0 Adams Nell Credit Union n Adams Neil Mediical Seif 0 100 MEDICAL wih PnmaryPartners Adams Nell Pension 07 07 2005 100 We ll see Countin Department Merchandising 5 200 22000 EF Sample Company Employee Review History Inchide Ful Time Time Group on Location Department Employee LastReview Rating Increase Reviewer Next Review Fort Lauderdale Merchandising Adams Neil 07031997 20 8 RSeplin 07 03 1998 Heil is a hardworker and shows promise with our firm H e should enable quick decisions fortes and lock forward to high volume of calis Thesis Neil s 3
92. nge Additional options for this report From Date To Date runs the anniversary report according to this date range Date Reporting New Hires Report The New Hire Report produces a list of employees hired within a specified date range Date Reporting Birth Date Report The Birth Dates Report produces a list of employees whose birthdays fall within a specified date range Additional options for this report Birth Date runs a report with birthdays included in the from and to month range Date Reporting Seniority Report The Seniority Report produces a list of employees by hire date from the earliest to latest hire date Salary Ranking Analysis Report The Salary Ranking Analysis Report produces a list of employees ranked by salary 63 rds Neil Salary History Report The Salary History Report produces a list of all employee salary changes Salary Tax Settings Report The Tax Settings Report produces a report of employee s tax information Benefits Report The Benefits Report produces a listing of each employee s benefit status Additional options for this report Eligible Date Shows Benefits with an Eligible Date within selected date range Joined Date Shows Benefits with a Joined Date within selected date range Withdrew Date Shows Benefits with a Withdrew Date within selected date range Waived Benefits Only Shows Benefits with a Waived Benefits date within a selected da
93. nufacturer for more information on how to export data from your other software m Import Data P LoadFile Test Import File Check Duplicates 1 First Name C Desktop Export txt SSN 2 File Type Tab Delimited z Emp ID Skip First Line No pp First Prior Next Last MiddleName Makowski Deborah McCalla Tracy Adams Neil Woodward Kristies Clifton Kelly 77 Mi Records geil Features Load File Loads the selected file into the data window Test This tab will not highlight until a file is loaded This checks for blank records and ensures that the department and location names that are being imported are already in the database Import This tab imports the file into the database Help This brings up the Help file pertaining to Importing Close This closes the Import screen and takes you back to the main screen Import File Type This allows you to select the file type gt Tab Delimited We recommend exporting or importing as this type of file gt Fixed Length MyBiz may export or import fields with a fixed length See Appendix D on the field lengths Skip First Line Headers This will take out the first line in case you have headers Import File This allows you to enter the path or navigate to the file you will be importing Check Duplicates This allows you to check for duplicates against the import file and the files a
94. ob title hire date and last review date It can be sorted by location department and by date of next review Government Reports EEO Detail The Equal Employment Opportunity EEO Detail Report shows the data used to compile the EEO Summary Report This report shows the employee name title full time part time status hire date sex EEO category and ethnic code EEO Summary The Equal Employment Opportunity EEO Summary Report shows each of the five U S Government defined race classifications broken down by EEO classifications from the EEO categories table EEO Categories job classifications such as Sales Workers Craftsman Professional etc COBRA The COBRA Report produces a listing of important COBRA dates for all employees and their dependents if applicable This report shows the date the employee was notified about COBRA benefits if the employee accepted when benefits end and the ending COBRA coverage date I 9 Renewals The I 9 Renewals Report produces a listing of upcoming renewal dates for employees to resubmit their government I 9 form It shows each employee s name title hire date and I 9 renewal date Accident Report The Accident Report produces a listing of all reported accidents that occurred within a specified date range Accident with OSHA The Accident with OSHA report produces a listing of all reported accidents that occurred within a specified date range Telephone List The Telephone Li
95. of the Server SQL Parse Error EOF in String Detected Issue Getting the above error message when logging in Description This is caused when pressing the comma key and Enter key at the same Possible Resolution s Avoid pressing the comma and Enter key at the same time Unable to Convert Issue Conversion program not installed unable to convert Description This is usually caused when installing the MyBiz program on a computer that doesn t have version 6 already installed and you need to convert your version 6 data Possible Resolution s Install version 6 either Attendance or Records doesn t matter which one then re install the MyBiz program You may get vetsion 6 either from the MyBiz CD ot from our Website at www gneiltechsupport com Installing from the MyBiz CD Through Windows Explorer click on the CD ROM drive with the MyBiz CD Click on the folder BIN Legacy and Atcon 6 0 or Cerf 6 0 then double click on the Setup exe file Accept all the defaults by clicking Next Once installation is finished open the Version 6 program to the main screen then close out Then install the MyBiz version In the MyBiz installation process it will ask if you want to install the Conversion Utility click Yes and follow the prompts When you open the MyBiz program it will ask if you want to convert your data click Yes 101 rds Neil Unable to install on a Win NT 2000 system Issue Doesn t finis
96. of training Expiration Expiration date of training if applicable Mandatory Select if mandatory Completed Select if employee completed the training Comments Enter notes regarding training plus file attachments To add a new training record click on New and fill in all appropriate blocks You may also enter the Seminar School or Certificate name on the screen Only names that have been entered through the General Codes screen will appear on the drop down box To add to the list under Seminar School or Certification go to Settings General Codes and click on Training Seminar Training School or Training Certificate Click Save to keep changes To delete a record click Delete 46 Neil Education Feature The Education Feature allows you to record information about an employee s educational background MyDiz Records 4 gt Satedtyt FE Last Name Fast Name Austin Key F Dawson Renee td Schock Cal Tech Aside d Dain 7518S Comeenty Loads of Knowdadge cn Delphi and Cr proficient in piatlorm design Date 02 25 1996 School Name of the school Degree Select a degree or certification from the drop down list see the Schools button for information on adding to the list Date Enter a date or click on the drop down arrow to select a date Comments Enter comments regarding education
97. omments Enter additional information regarding this warning including file attachments that could provide supporting evidence You can also note any other persons who witnessed the incident or presentation of the warning which G Neil recommends Notification Select the type of notification either verbal or written G Neil recommends employers always give warnings in written form with both the Interviewer and Employee providing signature and date Action Taken Select the type of action that was taken Warning only e Probation e Suspension e Dismissal e Other Specify in Comments field Signed Copy By Employee Supervisor As noted above a signed hardcopy of the warning by both employee and supervisor is best Check here to verify this important step was taken 49 il gt Consequences should the incident occur again Note here what the employee should expect should the incident be repeated The most broad statement would be Disciplinary action up to and including termination To add additional Warning Types go to Settings General Codes and click on Warnings Click New to record a new record Click Save to keep changes Click Delete to delete a record Separation Feature The Separation Feature allows you to document employee separations properly which can be very important if the separation is a termination This documentation could serve as evidence at an unemployment compensation hearing
98. on from a spreadsheet or other program you can save time setting up MyBiz Records by importing it e Reminders Set pop up reminders for important dates such as employee anniversaries birthdays I 9 renewals and reviews e Reports You can choose from 26 standard reports and change options to get the information you need Export information to other file formats such as Excel or text too hundred employees This application lets you manage records for up to 100 employees perfect for the small business without the big business price e FREE Technical Support When you ve thoroughly searched the help and troubleshooting information provided in this User s Guide you can contact Technical Support for free assistance See page 76 for contact information f you need unlimited employees a multi user network setup and other advanced features try our Optima line of software Mi Records geil Version 2 New Features Expanded Performance Accidents Warnings and Separations Features These areas now allow you to document more thoroughly than ever with additional information fields See Chapter 4 for specifics Automatic reminders Instantly create recurring reminders for events for all employees See page 53 for details Add file attachments to notes comments Store all documentation in one place Attach Word Excel PDF and image files to any notes ot comments field For instance you c
99. or if an employee levels allegations of discrimination The Separation Feature has been significantly expanded in MyBiz Version 8 E Optima Records Fie Vew Settings Reports E iier Time Cock Records Separations Deae Forms Help Separation Sepsrstion Okto Dale Fae Date _ Retwe MOS gt Sted byt ites Nene JA T Adams Nel Austin Dam Renee Gam r Handy d 2 DS HR Office Kad eer Makowski 2 2009 62 2003 7 Ose MeDonald QUE MUN t Opel z parase z Otom s Postion Peck Sales Richards Woadward Ewin MeDonaig Renee Davon Comments be prg srother lam gt IEmolovee Kelly w Clifton Date 01 15 1990 Meeting Date Time AM or PM This field allows you note when the separation meeting with the employee occurred Location Likewise you can document where the meeting took place the mote specific the better Last Day Worked Enter the last day that the employee worked here Effective Date In this field you can specify the effective date of the separation Supervisor Note the employee s supervisor in case he or she was not present at the meeting VV WV 50 Mi Records gNeil gt Separation Type Select the type for the separation from the following which can be edited
100. ords to be sold or distributed outside of your company Purchasers who have paid for a license may currently run and use the SOFTWARE PRODUCT for the number of licenses purchased Your right to use or install the SOFTWARE PRODUCT automatically terminates upon failure to comply with any provision of this SLA violation of any term of this SLA or upon your destruction of all copies of the SOFTWARE PRODUCT In any of the foregoing circumstances you must remove the SOFTWARE PRODUCT from your computer s hard drive application server or other mass data storage devices and cease use of the product The License is deemed accepted and delivered in the State of Florida and shall be construed interpreted and governed by the laws of the State of Florida without regard or effect given to its or any other jurisdiction s choice of law jurisprudence G Neil warrants the SOFTWARE PRODUCT will operate in accordance with its published specifications for a period of ninety 90 days from the invoice date 30 days for opened software In the event the SOFTWARE PRODUCT fails to operate in accordance with the published specifications during that period you may return it to G Neil G Neil will at its option repair or replace the defective program or refund the purchase price THIS IS YOUR SOLE AND EXCLUSIVE REMEDY G NEIL SPECIFICALLY DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FO
101. ows you the field length The lengths of each field must correspond to the Length column under the Field Layout page We recommend using the Tab Delimited format 103 Field Layout The following is the field layout for importing text files into MyBiz Records Fields shown in bold type are required and all import text files must include them Field Name Length Format if fixed length format Social Security Number 11 123 45 6789 Last Name 20 up to 21 characters First Name 20 up to 21 characters Middle Initial 20 up to 20 characters Location 50 up to 25 characters or numbers Department 50 up to 25 characters or numbers Date Of Hire 0 MM DD YYYY slashes required Full Part Time 10 Full Time or Part Time only Title 30 up to 30 characters or numbers Employee Code 14 up to 14 characters or numbers Active Status 0 Active or Inactive or Terminated only If you have MyBiz Records installed your text file can also include these fields Date of Birth 0 Addtess 1 30 Address 2 30 Home Phone 30 City 30 State 2 Zip Code 15 Salutation 5 Employee Security Level 16 Security Clearance Date 10 Race 25 EEO Category 25 Sex M F 1 Driver s License Number 15 19 Renewal Date 10 Veteran Status 25 Office Phone amp Ext 30 Fax 30 Email address 30 Address Effective Date 10 MM DD YYYY slashes required up to 30 characters or numbers up to 30 characters or numbers 800 123 4567 dashes required up
102. ows you to take the picture and import it to MyBiz Go to Taking a Picture and Importing to MyBiz below to continue instructions b Photos in Camera Name This option will allow you to download and view the pictures on your camera s disk if you ve already taken pictures Go to Downloading Pictures from Camera Disk below to continue instructions CNA Rh Taking a Picture and Importing it into MyBiz Continue following these steps from Step 6a above 1 After selecting your camera as the source click OK 2 Click the Acquire Picture button and click Take Picture The picture should show up on the Twain Import screen 3 Click OK to select the picture Note The instructions for selecting or downloading a picture may be different depending on your camera Downloading Pictures from Camera Disk Continue following these steps from Step 6b above 1 After selecting this option click OK 2 Click the Download button to download the pictures to your computer 3 Select the picture you want to import then click Transfer 4 Click Ok to select this picture Note The instructions for selecting or downloading a picture may be different depending on your camera Saving a Photo to Disk All the pictures in MyBiz are stored in the MyBiz database hrware gdb This option will allow you to save the picture to a different directory if needed To save an assigned photo to your computer follow these steps 37 Neil Note
103. ployee 2 MyBiz Records File View Settings Report Help Employee Select Browse TreeView Search by Last Name 4 Sorted by FirstName Adams Neil Bily Employee Detail Performance Personal Contacts Reminders Reports Separations Taxes Training Wages Wamings Recent Clifton Kelly Dawson Renee Handy Ed Matthew Makowski Deborah McCalla Tracy McDonald Chris Opel Stephen Osbom Wanda Peck Cathy Richards Robert Woodward Kiisties Personal Contacts v gt Employee Billy T Austin Personal C D New Print Forms Browse Contacts Contact Detail Address Show Only Dependents Sort By First Name Last Name SSN Relation Employee Physician Dactor Spouse Manuel Linda Hire Date 05 01 1990 Austin Simmons Leia Austin Active 34 v Neil The first Relation listed will always be the selected employee This helps identify which employee you are assigning contact information for You have the following options Filter by gt Show Only Dependents This allows you to show only names marked as dependents gt Hide Employee This allows you to hide the employee name Sort By gt First Name This sorts in alphabetical order by first name gt Last Name This sorts in alphabetical order by last name gt SSN
104. ptions Create New Selecting Create New allows you to insert a new object that you want to create from scratch For example selecting Create New and clicking on Microsoft Word Document for the Object Type and then clicking OK will bring up a blank Word Document for you to enter text When you close out of the Word Document it will appear in the Comments field Double clicking on the Word Document object will bring up Microsoft Word so that you may again edit the document 107 rds Neil If the Display As Icon option is checked then the Word Document or object type will appear as an icon in the Comments field Create from File Selecting Create from File will allow you to insert an existing object type such as a Microsoft Word document PDF file or Excel spreadsheet Normally this will be the option you will use for every day use If you do not select the Link or Display as Icon option then the object type will be inserted into the Comments field In other words you will see the text as you would see the text on a Word Document within the Comments field Double clicking on this text in the Comments block will bring up Microsoft Word so that you may edit the document We recommend selecting the Display as Icon option when inserting an object This inserts the object type within the Comments field however it shows as an icon When you double click on the icon it brings up the object within the program that cre
105. r access to any other G Neil program e g Attendance or Time Clock please see Security Options in the appropriate user manual Forgotten Password Feature The program has a Forgotten Password feature that can be used in case of forgotten or lost passwords Please follow these instructions in this case 1 Fax a statement on your company letterhead to our Technical Support Department The statement should be signed by a manager or supervisor authorizing you to have a password that allows full access to the security feature within the program See Chapter 7 Contacting Technical Support for our Support Fax number Example Statement authorized name and title is authorized to have full access to the name of program Signed by supervisor name title and contact information 2 Once the Fax is sent contact our Technical Support Department at the phone number in Chapter 7 Please have the program opened to the Login Passwotd screen The representative you get in contact with will walk you through the next few steps to get you back into the program 25 Records gNeil Chapter 4 Managing Employee Records This chapter will help you become acquainted with the program layout and how to enter employee information Throughout this chapter there examples of different program screens You may wish to view the sample database to get a better picture of how employee records look once entered See Chapter 7 Sample D
106. rces SNeil HR Ware G Neil This report prints on Avery 5395 or Card Stock outh West Pines Court nio TX 00254 Jones Jenny t elley Place jay 1 00006 Makowski Deborah 21 Norh West Jump Street 5 5380 partmert t Plum Road ork NY 33001 San Antonio TX 00222 eridan Drive Dawson Renee Voodward 515 North East Kelley Place APTL San Antonio TX 00000 202 655 0010 Mest Pines Avenue The labels print on selected Avery labels 98 Records gNeil Appendix C Troubleshooting Here are the most common issues that you may experience when using Records gt Unable to connect to Interbase Server gt Getting SQL Parse Error EOF in String Detected message when logging in gt Conversion program not installed unable to convert gt Cannot install on a Win NT or 2000 system Unable to connect to Interbase Server Users affected MyBiz Attendance MyBiz Records MyBiz Time Clock Issue When launching one of the programs above the following message may be encountered This program was unable to connect to your Interbase Server This is likely due to the fact that the default Interbase User Account has been change Please provide a User Name and Password with Administrative Privileges to Interbase Description Users may encounter this issue for one of the following reasons If running from a Server 1 If you re using an
107. re Offset allows you to stretch the picture by using positive numbers and negative numbers wil squish the picture if needed Save Label The Save Label Adjustments button allows you to Adjustment save your current settings Labels This report enables you to print mailing labels for employee mailings MyBiz Records supports three different Avery label formats Avery 5160 3x10 2 63 x 1 Avery 5261 2x10 4 x 1 and Avery 5262 2x7 x 1 33 The software also enables you to adjust the position of your labels On the Label Report screen there are two options Left Offset and Top Offset Adjust the position of your labels using these two options Additional options for this report Print Phone Number on Label This toggles the phone number on labels Print Names Only This toggles whether to print names only Name Format Last First First Last This allows you to sort by last name then first name or vice versa Label Size This allows you to select from three popular label sizes Label Adjustments makes adjustments in pixels Left Offset This allows you to move the left margin to the right positive numbers or left negative numbers Top Offset This allows you to move the top margin down positive number ot up negative numbers Save Label Adjustments This saves the current adjustment settings Charts Salary Breakdown Ethnic Code and EEO Category Br
108. report Employed During From Through Reports on employees employed during a selected date range Separation Date From Through Employed During must be selected before this option will be available Reports on employees separated during a selected date range Sort By Hire Date This allows you to sort data on report by Hire Date Sort By Separation Date This allows you to sort data on report by separation date Sex This allows you to sort by Male or Female Select Specific Race This allows you to sort by multiple selected races Click in the box next to Select Specific Race to be able to select specific races Select Specific Category This allows you to sort by multiple selected categoties Click in the box next to Select Specific Category to be able to select specific categories Government EEO Summary Report The Equal Employment Opportunity EEO Summary Report shows each of the five U S Government defined race classifications broken down by EEO classifications from the EEO categories table EEO Categories are job classifications such as Sales Workers Craftsman Professional etc The EEO Summary is another great report for auditing purposes It gives specific Race totals by Category Additional options for this report Employed During From Through Reports on employees employed during a selected date range Separation Date From Through Employed During must be selected before this option will be
109. rks mih supervision Date 02 25 1996 Active Interviewer Name of the person conducting the review Reason for Review General reason for review annual 3 month etc Review Date Date of performance review Next Review Date Date of next performance review Overall Rating If applicable the total score of the review Increase Amount of salary increase due as a result of the interview Comments Allows you to enter comments or attach supporting documents e g in Microsoft Word regarding the logistics of the review 43 My RO r General Ratings Lets you rate employee Outstanding Very Good Good Improvement Needed Unsatisfactory or Not Applicable for various attributes Quality Productivity e Job Knowledge e Reliability e Attendance e Independence e Creativity e Initiative Adherence to Policy e Work Relationships e Judgement Note There are separate comment fields for each attribute so that you can include a brief note or attach supporting documentation for example under Productivity you might attach an Excel file that summarizes the amount of work an employee performs Major Strengths Here s where you can summarize the employee s strengths and contributions to the company This field allows file attachments Area Needing Improvements Point out specific skills or contributions that employee should work on here This field
110. rnate beneficiary Relationship This will fill in automatically from the information entered into the Personal Contacts screen gt Allocation 0 100 This allows you to allocate how much each beneficiary receives gt Waived this benefit This will denote if employee waived this benefit gt Approval on File This will denote if approval is on file gt Comments Use the arrow keys to scroll through the benefits or click on the Current Benefits Tab select a benefit from the list and click back on Benefit Detail Using the arrow keys will scroll through assigned benefits Click on the Benefits List to see assigned benefits Assigned benefits will have a checkmark next to them To add a benefit from the Benefits List follow these steps 1 Click on the Benefits List Tab 2 Select a benefit by clicking in the box next to it This will place a checkmark in the box 3 Click Yes to add the benefit 4 Enter the benefit information 5 Click Save 40 Neil You may add other benefits that are not on the Benefit List by going to Settings General Codes and selecting Benefits The Current Benefits Tab shows you all the current benefits for this employee It also allows you to filter the following gt gt gt Show All This allows you to view all assigned benefits for the selected employee Show Eligible but Not Enrolled through date This allows you to view benefits
111. s Departments are assigned to Locations To set up your Locations and Departments follow these steps lick on Locations and Departments from Settings menu ick Locations then click New nter the Location name ck Save k New again to create other Locations ick the Departments Tab then click New nter the Department name k Save k New again to create other Departments that will be assigned to the Location After all departments are created click the sign next to Location in the right pane Select the assigned departments by clicking in the box next to the department a e O E e E gt 14 Mi Records gt geil Note As you add more locations and departments you ll see that each location has ALL of the departments that you ve created However only those departments that you assign to a location will show up when assigning them on other screens You may not remove a Department from a Location if an Employee is still assigned to that Location Department combination Global Global Preferences To access Global Preferences go to Settings Global Preferences Preferences This Global Preferences screen allows you to control your default program settings such as Company Info Report Options and specific program options If you are setting up for the first time please follow the Checklist order NOTE Before edi
112. s Discussed with Employee Select from the following separation topics e COBRA Rights e Company Materials Equipment Returned e Final Pay e Mail Pick Up Last Paycheck Outstanding Expense Reports Advances e Retirement Savings Distribution Options Trade Secret Confidentiality Obligations e Vacation Due Days Hours To add more reasons and separation types to the drop down list go to Settings General Codes Click New to record a new record Click Save to keep changes Click Delete to delete a record 51 COBRA Feature MyBiz Records tracks basic COBRA related information for employees leaving your company Qualifying events typically associated with COBRA Employee Termination Reduction of Hours Employee Death Divorce or Separation Medicare Entitlement Loss of Dependent Status My Diz Records Employee Select COBRA gt Nea Detal Browse or Dependent Adans by Last Name 74 47 tt Seated by Last Name ame Event T Ain Employee Temination Cion 7 Reduction of Hou Dawan Employee Death dentis Medicare Ertitement Loss of Dependent Status Opel Stephen Oton Wanda Peck Cathy Akhwdi Rober Wondwad Kristies Conmerts Date 02 25 1996 COBRA Detail Tab Vv VV WV Employee or Dependent Shows selected person Event Allows you to choose t
113. set the program defaults such as the Epoch setting default hours in a day and SSN format among others Glob al Preferences lip Close Company Info General Settings Report Options Attendance Controller Time Clock Epoch Default Hours In a Day National ID Number Format 1920 Full Time Time Mask Y frd C None USA SSN format 38 39 9959 Allow use of Forgotten Password Utility C Canadian SIN format 999 999 999 Forced Writes for Interbase C UK NI format 449999994 Prompt for backup on exit Label SSN Epoch Setting We strongly recommend keeping the default settings This setting will allow the program to appropriately interpret any two digit year entered that is between 1920 and 2019 For example with the default Epoch setting of 1920 Ifyou enter a date such as in the Hire Date field of 03 05 78 the program will interpret this as 03 05 1978 If you enter a date of 03 05 01 within the program it will be interpreted as 03 05 2001 Note If you need to enter a year prior to 1920 or after 2019 in a date field within the program you may enter the year as a four digit number Default Hours in a Day These are the default hours that will be assigned when creating a new employee The Day Hours on the Employee Detail 16 Mi Records gNeil screen will be filled in automatically with these default hours when a new employee is created gt National ID Number
114. signed employee picture on this report Employee Summary Report The Employee Summary Report shows an employee s date of hire title status and work status Use this report when you want an employee listing Employee Training and Training Extended Report Training Report The Employee Training Report produces a record of training sessions attended by all employees In contrast the Training Extended Report produces a training report on legal size paper to fit more information Additional options for these reports Training Date Filters Begin Date select a beginning date for training End Date select training ended through this date Expiration Date select an expiration date for training 61 rds Neil Additional Filters Mandatory filters on training marked as mandatory Completed filters on training marked as completed Select Seminar filters on a specific seminar Select School filters on a specific school Select Certification filters on a specific certification Employee Education Report The Employee Education Report produces a record of educational institutions attended by an employee Degrees and certifications are included in this record Additional options for this report Degree Date filters when an employee received his or her degree Employee Reminders Report The Employee Reminder Report produces a listing of all open reminders sorted by reminder date Additional options for this
115. st Report produces a record of all employee phone numbers You can print office phone number with extension number office extension only or home phone number ID Badges This feature enables you to print employee ID badges with photos Labels This report enables you to print mailing labels for employee mailings Records supports three different Avery label formats 60 Records gNeil Avery 5160 3x10 2 63 x 1 Avery 5261 2x10 4 x 1 and Avery 5262 2x7 x 1 33 MyBiz Records now enables you to adjust the position of your labels On the Label Report screen there are two options Left Offset and Top Offset Adjust the position of your labels using these two options Charts Salary Breakdown The Salary Breakdown Chart allows you to view salaries broken down in a pie chart bar graph line or point chart format Ethnic Codes The Ethnic Codes Chart allows you to view race categories broken down in a pie chart bar graph line or point chart format Report Options The following details options found on each report Employee Detail Report The Employee Detail Report shows pertinent employee information including accrual plan assignments balances initial balances and notes from the Employee Detail Feature Additional options for this report Show Social Security Number on Report allows you to toggle on or off the SSN on this report Print Picture allows you to toggle on or off the as
116. ster ee ne vei tete t 9 VERSION NEW EEATURES E E Eee cod ee He ERES ed 10 UNEOCKING THE DEMO A m eere en ree ee et aeree tr ve ee e ep ef eiectus 10 SYSTEM REQUIREMENTS 555 10 CHAPTER 2 13 LOGGING IN FOR THE EIRST TIME uie etin re dete vei He Hes 13 CHECKLIST FOR SETTING UP uei eeepc e Hi i eiii eiecit 13 CREATING LOCATIONS amp DEPARTMENTS 14 SETTING UP LOCATIONS AND 14 GLEOBAE PREEERENCES Erde iet Vierte sd tote estet e Iesv HE ee e Du de de 15 COMPANY INFORMATION e r e eed eese 15 EDITING COMPANY E 16 GENERAL SEEDING S 16 65 eive ttes ese vix EEE A 18 ceti e ve tene to e v ove vede res 18 SEFIING UP GENERAT CODES c cete ve e trie keel Tees terre tete der 18 CHAPTER 3 SECURITY OPTIONS etae ska eren eoe e e Veg os o
117. t also is a good practice to always keep one copy off site in case of a fire or flood Consult your system administrator for your company policy regarding data storage A Restore is when you recover from a backup There are three different uses for the restore feature 1 To overwrite the current data with archived data 2 To recover from a hardware crash 3 To move information onto a new computer Please keep in mind that when you restore data that your information will only be as current as the backup from which you are restoring Creating a manual backup To create a manual backup follow these steps 1 Open MyBiz Attendance 2 Go to File gt Maintenance 3 Click Backup Database 4 Click Yes to the message Do you want to perform a sweep after the back up completes Note A Sweep is a maintenance feature that keeps the database working at peak performance 73 rds Neil 5 Click at the Select Directory screen We highly recommend you keep the default location 6 Click Close when the backup is complete Restoring From A Backup Remember restoring a backup will overwrite all data in the current database To restore follow these steps 1 Open MyBiz Attendance 2 Go to File gt Maintenance 3 Click Restore Database 4 Click Start Restore 5 After Restore is complete click OK 74 Mi Records gNeil Chapter 7 Help Sample Company Tutorial Data A sample company call
118. te range Report Only Selected Benefit s With this box checked it allows you to select one or multiple benefits to report on Performance Review History Report This report is useful for department managers to schedule and prepare for upcoming reviews It shows selected employees next and last review dates increases and ratings It can be sorted by location department and by date of last review Additional options for this report Last Review Date This allows you to report on dates of Last Review within selected date range Performance Review Schedule Report This report produces a listing of performance review records It shows each employee s next review date job title hire date and last review date It can be sorted by location department and by date of next review Additional options for this report Next Review Date This allows you to report on dates of Next Review within selected date range Government EEO Detail Report The Equal Employment Opportunity EEO Detail Report shows the data used to compile the EEO Summary Report This report shows the employee name title full time part time status hire date sex EEO category and ethnic code 64 Mi Records gt gNeil The EEO Detail report is a great report for auditing purposes It gives specific EEO information including Employee Name Title Full or Part time Active status Date of Hire Sex Race and Category Additional options for this
119. that have an eligible date but not an enrolled date Show Only Withdrawn This allows you to view only benefits that have a Withdrawn date on the Benefit Detail screen Taxes Feature The tax screen can be used to record an employee s exemption and filing status This information is usually found on the employee s W 4 form MyUlz Records amp Fit Foams Hep Number of Dependents 1 Nunber of Federal Exemplo D Adens Amount Withheld 2000 Federal 10 00 Etective 8 1 20 02 Ful Time Student Date 72 07 1994 Number of Dependents Dependents may be children spouse parents ot other Number of Federal Exemptions This is the number of exemptions that an employee is claiming Additional Amount Withheld Any additional amount withheld from an employee s paycheck 41 Vv V WV Federal Tax Withheld Amount of Federal tax to be withheld from an employee s paycheck Effective Date Date of changes made to the employee s family status or the initial hire date Other Taxes This allows you to indicate if other types of taxes are paid Filing Status This allows you to enter the employee s filing status Full Time Student If the employee meets the requirements to be classified as a full time student you may check this option Comments This allows you to enter additional tax related notes Emergency Feature Th
120. ting any of the Global Settings you must first click the EDIT button Company Company Information Info ee ICI mS Edit Close Company Info General Settings Report Options Attendance Controller Time Clock Company Name Company Logo Neil Corporation Current Loge Address ey 720 Intemational Pkwy 1 M Address2 City State Postal Code Sunrise 33325 Country USA The Company Information screen allows you to enter your company name address and logo The company name is required as this will print out on Reports Having a company logo is recommended but not required If you have one this will also print out on Reports gt Company Name required for report headings gt Address City State Zip and Country Code optional gt Bitmap filename for your Company Logo optional If you have your company logo available in a bitmap bmp file format you can have this 15 General Settings logo appear on reports Records supports bmp file formats not to exceed 200x200 in size Enter the directory where the bitmap file is stored or use Edi 1 2 3 4 The the Browse to locate it ting Company Click Edit Enter Information as needed To add a company logo click Assign New Logo Navigate to where the directory path is and click on the bitmap logo then click Open Click Save neral Settings General Settings Tab allows you to
121. ture from this list will bring it up in the Feature Screen It s a quick way to get back to a previous screen Employee Detail Feature The Employee Detail Feature is the main data entry and viewing screen for employee information It is shared between the MyBiz versions of Records Attendance and Time Clock If only one program has been installed the features for the others will not be seen The screen is divided into two sections the search and browse view on the left and the main data entry screen on the right Note Pictures are assigned to an employee through the Edit Picture button under the Personal Contacts or Employee Detail Feature MyBiz Records File View Settings Report Help Records aij TimeClock Employee Select Browse TreeView x B Search by Last Name New Delete Prnt Forms Salutation First Name Middle Name Last Name 4 D Work Status EEO Other fast Maa 2 Fre Mame i SSN ID Hite Date 1176 28 8937 000024 01 15 1990 il Tir Emergency ET 1 1 Fuime Employee Detail Austin Bily Employment Status Hide Picture Performance Active E Personal Contacts 7 Dawson Renee Job Title I Handy Ed Sales Matthew fescue Reports Separations Makowski Deborah Fort Lauderdale McCalla Tracy Department Tares McDonald Chis Merchandising Training Seren Day Hours
122. uces a report of employee dependents Emergency The Employee Emergency Report produces a report of emergency contact information for employees Date Reporting Anniversary The Anniversary Report produces a list of employees whose hire dates fall within a specified date range New Hires The New Hire Report produces a list of employees hired within a specified date range Birth Date The Birth Dates Report produces a list of employees whose birthdays fall within a specified date range Seniority The Seniority Report produces a list of employees by hire date from the earliest to latest hire date Salary Reports Ranking Analysis The Salary Ranking Analysis Report produces a list of employees ranked by salary History The Salary History Report produces a list of all employee salary changes Tax Settings The Tax Settings Report produces a report of employee s tax information Benefits Report The Benefits Report produces a listing of each employee s benefit status 59 r Performance Reports Review History This report is useful for department managers to schedule and prepare for upcoming reviews It shows selected employee s next and last review dates increases and ratings It can be sorted by location department and by date of last review Review Schedule This report produces a listing of performance review records It shows each employee s next review date j
123. xyledge Delphi and C Aso proficient in p atroem design Very resoumensl Adams Nel FSU Technical 7 12 85 Agon course work Count in Department Merchandising 2 Count in Location Fort Lauderdale 2 Total Count 2 85 il Employee Reminders Report BS Employee Miami Human Resources Richards Robet Count in Department Human Resources 1 Sample Company Reminders Summary sr Parameter User Remind Resolved Date Supevsor 05 05 1997 N Count in Location Miami 1 Total Count 1 Awise Hie Range ab Inches Tol Tine Part Time Oraup on Lazaten Showy Osiy Unter chee Femintere Stray Remindas fer Sipari e Ren nder Date Employee Separations Report Sample Company Employee Separations Report Employees Acta Teminated Hire Range Al inchida Full Time Time Group on Location Department Employee Reason for Separation Separation Type Okto Hire Separation Rehire Date Date Fort Lauderdale Merchandising Adams Nell 03 28 1997 07 29 1998 Count in Department Merchandising 1 Count in Location Fort Lauderdale 1 New York Marketing Clifton Katy Total Count 2 Dissatisfied amp chvancem ent This will be Kellys acvancement noli ce she will joining another firm Count in Department Marketing 1 Count in Location New York 1 01 17 1294 08 04 1398 86

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