Human Resource Manager User Manual
Contents
1. Navigation Meru Departments Show a Active tnactes Cormag Add Department OF Edit Depantmert E Delete Department Selecteon Typer Z Seomra CimsufosHns Customer Service Contest Types Enpresa Departments Ethnic Origins Finance Inodent Types dJ Humen Resources Job Amies Languages Lotara Himene Mente Statuses Quality Control Reigns Pie a ee Smary Types Sears sha Teams Database ey a eT Kise nee Someuireber ADM User bocoed ine LEE Os201 S et Tr Ah Eniurproe Ete E262 2 11109 The following selection types can be maintained Classifications List of classifications for an employee i e Full time Part time Contractor Contact Types List of contact types for an employee contact i e Next of Kin Departments List of departments to select from that represents the department the employee belong to i e Accounts Ethnic Origins List of ethnic backgrounds to select from that represents the employee s ethnic origin i e English or African American Incident Types List of incident types to select from to describe an incident for an employee i e Written Warning Verbal Warning Job Roles List of job roles to select from that is the employees primary job role i e Accountant Smart Company Software User Manual Human Resource Manager Page 20 Languages List of languages to select from that is the employees native language i e English or Spanish Locations List of2. Ex Incident al Add the employee s incident Type Warning S Description Spoke in an inappropnate way to another employee Date 9 07 2012 Mon Note Some details on the incident can go here Ly Contirm 2 and keep changes Smart Company Software User Manual Human Resource Manager Page 12 Review Details This screen is used to record any performance reviews the employee receives You can enter the review details and also a next review date You can run a report in the reports section to list all reviews that are due ER Review i 2 Add the employee s review LJ Description Annual Review Date 4 04 2012 Reviewer Joe Bloggs Next review Ph 4 04 2013 Mote Contirm and keep changes Smart Company Software User Manual Human Resource Manager Page 13 Attachments This screen is used for attaching any documents related to the employee Documents such as resumes performance reviews written warnings etc can be attached You can click the add button and locate the file to attach or simply drag and drop the file directly onto the screen You can attach any type of file i e Microsoft Word Excel Adobe PDF If the application recognises the type of file then it will display the relevant icon next to the file otherwise a default icon is displayed Sarah Jones 7 Telephone 555 I1 S5 Navigation Menu Attachments Order by it Filename L Fle Sire i View Attachment ey add Attachme
3. in their name department or job role will be returned By default only the active employees are displayed but you can choose to display active records inactive records or both active and inactive records inl Sea E E T Y F SNH TOM INY Eiglireaes Rapni p Liri Absit Dris Pi Employee Search Tian foo an ees bee cc nacine ALi Bota rs 5 Fidi tareg Dip ime marn phar rg bane amei prices ns hema phone ma cele ze hame smal eco If you perform a search for both active and inactive courses then you will see the complete list of employees who are active and inactive If an employee is inactive you will see a red icon appear on the right hand side of the list to help identify that the employee is inactive i i3 ra y P SMAnTCOM PANY Erna Bapt p Lies ahei Diris Fa pr Employee Search Tean bor on eros Gleplay J Active o Inacive Bet D bripioyees Cunenthy Open Sarah Loses ACieA ACh ieee Fafi Dipy 2 imo mori prarj Dre net amail adore ne hoca phone en cel ea lze hame aml iEn Larner Wale EI acris a Falim Char Fi A LPa A pra bria Mimma pr bmn cki manke jaa hama amimi Hjir There is a setting in Options that allows you to set whether you view all of the data in each search screen when you view the search screen or whether you display an empty list and then perform your own search If you have tens of hundreds of records then you will find that have this setting
4. option An example of this would be an incident type that was used for an employee incident that is now no longer used so you need to stop people assigning the incident type to the employee but still wish to report on old incident types Smart Company Software User Manual Human Resource Manager Page 21 Database The database options allow you to configure your database location Enterprise multi user edition only Backup Restore or Compact your database view the table data record counts or perform a query on the database recommended for experienced users only Database Connection Details lf you have purchased the Enterprise Edition multi user then you can configure where to locate your database other than on the machine the software was installed on The reason for this is that you may want to install the software on other machines and all access the same centralized database To do this you need to back up your current database to a network location of your choice and then through the Connection Details configure the software so that it points to that network location r fa L E T UF P ALR TOM any Ennai apni Gjiri Usiri Abnut Cirit Ly j Options Edit application opiom Navigation Menu Database Connection Detar a ARIES Toar detebase is currently locsted in the folgming fodder location CoiProgramiata Seart Company Sottware Humar Resco Manager Entermeise Salechon Tene Qa Padar Datakare etal Connect
5. HUMAN RESOURCE MANAGER USER MANUAL This document describes how to use our Human Resource Manager software an innovative desktop software application that allows you to manage your organization s employee data The main icons list across the top are used to navigate your way around the application From left to right there is Employees B e i Displays the employees search screen You can select existing employees or add new employees Displays the reports screen You can preview or print specific reports Displays the options screen You can update your company information update selection types values that appear in the dropdown lists perform backup and restores of the database perform a SQL query against the database and set the connection details for the database Enterprise Edition Displays the user search screen Enterprise Edition only You can select existing users or add new users Displays information about the application Close the application The Employee and User icons also display a small number next to the icon This number indicates how many records you have open i e if you have four employees open then you see a number 4 next to the employee icon The bottom of the screen has a status bar that displays who is logged in Enterprise Edition only what the date and time was when the user logged in and the version of application Smart Company Software User Manual Human Resou
6. ame LastName DateOfBirth Gender John Smith 11 13 1976 Male Karen Jones 10 10 1980 Female File name C Users Adnan Documents Employees csv saa Export Close kl data to the file and return back Select a path where you would like to export the data to or accept the default Click the Export data to the file button and a CSV file will be created that you can import into an application such as Microsoft Excel Smart Company Software User Manual Human Resource Manager Page 5 Employee Details 2 Human Enoce Wanker fi PAs ed ie eT eh Employee Detail Screen Proffe OF Piae Dais of birth Gimle ari l status Ebner orig lia Larigaiaeg es Address Lima i City Stete Prownece 1P Postoodte Hra Sarah Jones 22 07 1969 ag 43 Fariale M ne Chrshanity Ergkah Erg kak 354 Harisa Way Derner Coina 20003 Centact Detalls Work phone S55 234 545 Exlameioa anan Work amai anan a Home phnpr anpami Celi A obale uminenmiaj Home emai rumena Picture 3 at In order to manage your employees you will need to create them in the application Select the Employee icon from the main window If you have previously entered employees then you can perform a search and then select them or alternatively you can add a new one by clicking the Add Employee button Smart Company Software User Manual Human Resource Manager Page 6 Profile Details This screen is use
7. are User Manual Human Resource Manager Page 23
8. ch Tepi foo pi supiy eE Display Amme Inagua e Beth tarah Imes E gt ialah Fona g Accounts Acoountank a ares Watson Pultima Cinry ees a no wark phone ae mirk amail iddei ad fea prama e tbii an bevel artim ped ea If you see a red asterisk next to a record that is currently open this means that the record has been modified and not yet saved You will need to save this record before you close the application If you attempt to close the application and you have records that have not yet been saved you will be shown a message that informs you of the records that have been modified but not yet saved If you have a list of too many records to display on the screen you can select the View Summary icon to give you a summarised view of the records without all the detail D Employee Search haan for an arqoni Display J Active _Inecee Beth Troe e j DEP maa ree j i f E Jee Cumentiy Open d Erp Seruh Jamas G Sarah ones M m nii Er m m nren ee amp James Watson Full teme Dis a re werk phais i neh arial aches ipo Pca paa COES ani feo harp aerial r You can select one of the records by double clicking on the item in the grid Button Actions You can create a new record by clicking the Add Employee button Add Emipihiyes Expt Dats Diay M Empiortet Ermon records daplesed 7 Cheer Aeraj Admisiriratsr AOM iiie legged ine IMO 2012 mt 7 87 A Entarsriae Dha
9. d for entering the basic demographic details for the employee Profile Enter the employee s profile details Salutation Preferred name Pate of bath E 22 07 1969 Marital status Married Gender L L FEMALE Religion Christianity Language English p Ethnic origin English Close and return back Contact Details This screen is used for entering the employee contact details You can record the employees home contact details as well as their work contact details If the employee has an email address then you can click the email icon on the screen and your default email client will launch a new email to the employee where you can then type in details to email A Contact Details a Enter the employee s contact details Work phone 5 555 234 545 Extension Work email Home phone i ee Cell Mobile Home email Smart Company Software User Manual Human Resource Manager Page 7 Address Details This screen is used for entering the employee address details Address Enter the employee s address details Address line 1 Address line 2 State Province Region ZIP Postal Code Employment Details City 54 Harrison Way Denver Colorado 20003 Close and return back This screen is used for entering the employment details for the employee Most of the details on this screen are also displayed on the search screen which allows you to see information about the employee wi
10. ded into the following categories Employee Reports Leave Reports Incident Reports Qualification Reports Training Reports Salary Wage Reports Review Reports User Reports Enterprise Edition Smart Company Software User Manual Human Resource Manager Page 16 When you run a report you will be presented with a dialog so that you can set the criteria for running the report The report criterion is dependent on the type of report Smart Company Software User Manual Human Resource Manager Page 17 Manage Application Settings Options Screen or aa re or Ai itT SMARTEOMEANY Emiplirpari ajh jti Liri Abhair Cliri HE T a Options Edit epplicetion oppor Navigation Meru Company Details 7 Contact Detail f Comore Mame Smet Company Softw Telephone 555 935 772 Adidimests J54 Haraam arp Fake F Details Celoteds Email suppertSimietiomianolbaara cm Sebon agi Websites poy pretorio com Pubic Holidays Selectae Types Detbass Sy siem eer name Scrneceireber Aih Deer logged ims LEP EO2015 at For ae Evierpree Biter 20T2 2 1 10 From the Options menu you can configure Human Resource Manager There are a number of settings you can configure in the software such as entering your company name address and contact details add edit delete selections types set the database connection details Enterprise Edition only backup restore or compact your database
11. ion Details Fee can change the Haben lobie of where Ehe dateage i tered By diok Ihe Change Folder Gatien Mote thal ff pou h r Beckun Restore lommeact arhar Tes ohn to the database tren ther hocation folder will also meed Fo be aelated wikh Hie new horion folder ameg Change Foidir Gheery Date Database Backup Restore Compact Please see our document Backing Up Restoring and Compacting your Database Database Tables This screen is for information purposes only but it does give you an idea of how your database is growing To update the figures click the Retrieve Tables button and after a few seconds the screen will be updated with the current values From here you can also see how big your database has grown in size in bytes Database SQL Queries If you perform regular SQL queries against the database then you can store the popular queries in the database so that you do not have to type each one out every time Each SQL query is given a description so you can identify what it does and then the actual query to be performed You can build up a list of popular queries and then easily copy them and paste them into the query window Smart Company Software User Manual Human Resource Manager Page 22 Database Query Data This feature is intended for experienced users only This feature allows you to write a small SQL query that you can run against the database For example you might want to see a complete list
12. locations to select from for where an employee is location i e Building A Marital Statuses List of marital statuses that represents the employee s current marital status i e Married Divorced etc Religions List of religions to select from that represents the employee s religious background i e Christian Hindu Salary Wage Types List of salary wage types to select from that are used for entering employee salary wage frequency i e Annual Monthly Weekly Salutations List of salutations to select that represents the employee s title i e Mr Mrs Doctor Shifts List of shifts to select from that represents when the employee works i e day night Teams List of teams to select from that represents which team the employee belongs to i e Team A Team B You can add new records into any of the selection types you can edit descriptions for existing selection types you can delete selection types as long as they are not used or make a selection type active or inactive Once you have added or updated a selection type then the next time that you select from the list your change will be visible If you want to keep a selection type that is used for existing data for historical purposes such as reporting but no longer want the selection type to appear in the list to the user then you can make it inactive Existing data will still use the selection type for reports but the user will no longer be able to select it as an
13. m P and keep changes Leave Details This screen is used to record any leave the employee has taken or due to take You can record many types of leave such as annual leave sick leave maternity leave military leave etc If you have entered any Public Holiday dates in the Options screen then when the days are calculated those days are removed from the calculation i e if the employee takes leave for one week five working days and there is a Public Holiday on the Tuesday of that week then the calculated days of leave would be four Has Leave Edit the employee s leave we pm From date 7 07 2012 To date 7 07 2012 Calculated Public holiday 0 days Comment Close and return back Smart Company Software User Manual Human Resource Manager Page 11 Salary Wage Details This screen is used to keep a record of all the employee s salary wage changes You can then see a history of their salary wage reviews and how much they increased decreased by 33 Salary Wages Edit the employee s salary wage Jobrole Accountant SS O Type Effective date 7 07 2012 Rate 60 000 00 Mote Close and return back Incident Details This screen is used to record any incidents the employee is involved in These incidents could be warnings accidents etc Anything that is considered an incident can be recorded here You can maintain the list of incident types in the selection types in the Options screen
14. n S210 a T D i F a8 ws mF EErEE erT a aTr ie iF i b PP bP or re ae b ru i At any point you can override your search filter and display all of the employees by clicking the Display All Employees button Smart Company Software User Manual Human Resource Manager Page 4 Add Employee Export Data Display i Empiopezs Erapisyee records daplayed 2 rai shinni efi teicteente _ tame gaa k LBP LO SOIT ab risa a o Enbersrams bitia 2002 21 20 k Se p ee Ar 2 ee ees ee Pea ee a a Een Oe eee m You can export a list of employees by clicking the Export Data button Emiplopte records daplayedt 2 aS Bii pira 21 10 meae a i e You can export any of the data that appears in the list As an example if you want to search for a list of employees who work in the accounts department perform your search and then click the Export Data button You will be presented with an export dialog Export Employees Export the employees to a CSV file You can export the data to a to a CSV file What is a CSW file A CSV comma separated values file is a file format used to store tabular data in which numbers and text are stored in plain textual form that can be read in an application such as Microsoft Excel Microsoft Word or any text editor Lines in the text file represent rows of a table and commas in a line separate the columns in the table rows Example FirstN
15. nges Smart Company Software User Manual Human Resource Manager Page 9 Employee Contacts This screen is used for recording any employee contacts This could be emergency contacts medical contacts such as dentist doctor or any contact related to the employee You can define in the selection types a list of contact types Contact Edit an employee contact Contact type Emergency Contact m Telephone 555 669 440 Cell Mobile Email Close e 1 and return back Training Details This screen is used for recording any employee training You can record when the training starts and ends as well as who is providing the training and at which location You can enter a renewal date for the training and can run a report in the reports section to list training that is due for renewal _ z aa Training Edit the employee s training kH e E 5 05 2012 moe E 5 05 2012 i day Description Safety Training Provider St Johns Ambulance Location Cost o 00 Renewal date 7 5 05 2013 sun 2 LJ Confirm Discard and keep changes and lose changes Smart Company Software User Manual Human Resource Manager Page 10 Qualification Details This screen is used for recording any qualifications the employee holds Qualification 3 Add the employee s qualification a Date M 5 05 2012 Description Engine enng Degree Location De Monfort University Confir
16. nt a Delite Strachreers Altre bieman Word 2007 2019 Oocemen LD EB 9 973 byes ii Phatsday 28 October 2012 Smart Company Software User Manual Human Resource Manager Page 14 Notes This screen is used for entering any notes about the employee These notes are entered using Rich Text format so you can use formatting such as bold underline italic etc RA Employee Note Add a new employee s note sar and we can use formatting to make the note look nicer 924 characters left Limit is 1000 characters H Confirm Discard and keep changes oy and lose changes Smart Company Software User Manual Human Resource Manager Page 15 Reports Screen Manage Application Reports FH man Eeoae hanker ge et gr ee LR TOM Pan GORE TW a Bie mt i eee ee a ee Employee Reports Lenye Reports Summary Rapart Drim Report TRaythew a bel of all amia le a L Daras a bj maa b lela H kerim y farial nie eriei iee re ga ksi iling mii miini ee i Tarhan Aeeorts ihe palar irimia pre eel urm peN eahme leses majata Bi Ween igma gn Tie bile oe p eye Leal Inedent Reports D Saary Waga Reports Contacts Report Birthday List Report Bi Firmi Hapana z M Let pf minted fer an a Diper a Teg ot pide fir ae ebay dupi ergy hegre jigit bi Piet Sale hrpa MT Lc or Fea pikirjjgs kalaliik ziimi je le 28 ge hae pigiai Ei Lier Reports Human Resource Manager has a number of reports available to you divi
17. of courses including ones that have been deleted To do this you would type the following query into the SQL Query text box SELECT FROM Course Once you have type in the query click the Run SQL Query button and the results will be displayed in the SQL Query Results window below You also have the option to export the results data to a CSV Comma Separated Values file for importing into Microsoft Excel With this feature you can select all sorts of different queries to run but you should be experienced at writing SQL queries Please contact support smartcompanysoftware com for more information System Localisation This screen is for information purposes only and details the settings being used by your operating system for your locale details You can check that the settings for you date formats currency formats etc are correct for your country Culture Details Date Details Country culture en AU Short date d MM yyyy Culture name English Australia Long date dddd d MMMM yyyy Date separator Time Details Short time Long time Time separator AM designator PM designator Percent Details Percent symbol Decimal digits Decimal separator Group separator Number Details Decimal digits Decimal separator Group separator Negative sign Positive sign Currency Details Currency symbol Decimal digits Decimal separator Group separator Smart Company Softw
18. off will load the search screens much quicker whilst if you only have a smaller number of records then you can be sure that the screens will load quickly This setting is on by default Once the employees are displayed you can select an individual employee by double clicking the row in the list which will take you to the detail screen Along the right hand side of the search screen there is a list of currently open records you are allowed to have eight records open at a time and a list of recently opened records You can double click any of the items in the list to view the record quickly If you already have a record open then the record that is currently open will be shown If you already have a record open you can simply click the relevant search icon at the top and perform another search leaving the other record in the state you left it in You can make changes to a Smart Company Software User Manual Human Resource Manager Page 3 record choose to search for another record and then go back to your original record and carry on where you left off You can see on the main menu how many records you currently have open Yip cine rcompany Ab Dit Dise Di TETT i Employee Search _ SERT foe ae rice Display igne imade ae Both In this case there are two employees currently open BP Human Resource Manage O OO OOOO _ eee i T 3 ig L E SMARTCOMPANY Employ porta Opiom Livers About Chives TANELI ir Employee Sear
19. rce Manager Page 1 Employee Search Screen Searching For Data Searching for data in Human Resource Manager is extremely easy There is no complicated filtering system instead we provide a search box that filters automatically based on the data provided The Employee Search screen displays a list of employees By Employee Search Tips hem to sash for an emnpigyes by seme departtnent or mi ruin re veoh phase fey ere kh geil pelea rey Apra phairt is jep etek ii fan herr aml BiieRr A a Technician a laea Moira Uh Chevy mhm ine mark phim sel ire eek amail cide Cre hiia pore al la ie cedlteeerbebe biome feo hore armel addon To display all of the employees click the Display All button or to filter the list enter a search term in the search textbox and press return or click the magnifying glass SMA TCOM PRN YY i m ETUE T SOS TWARE Ernipsoyees Currently Open AccowAbD i i aitih Fudl cirrus Bi inc nork phone fr mo amei dire Smart Company Software User Manual Human Resource Manager Page 2 The search text is smart so you only need to enter the text you wish to search for and it will return all the records that match the search term The text you enter is matched against the employee name the department the employee works for or the employee s job role If you enter the search term accounts then all of the employees that have the word accounts
20. run a query on the database check how big your database is and review your localization settings Smart Company Software User Manual Human Resource Manager Page 18 Company Details You can enter or update your company information by clicking the edit icon You can enter or update your company name company address and company contact details such telephone fax email and website address Company Details Edit your company s name address and contact details Mame Your Company Name Address Blackbird Avenue Of Blackbird Road Telephone 555 555 555 Fax 666 666 666 Email H support smartcompanysottware com Website http www smartcompanysoftware com Smart Company Software User Manual Human Resource Manager Page 19 Selection Types The selection types are used throughout Human Resource Manager to present you with a list of values to select from i e when creating an employee you are asked which department the employee works for when you click the dropdown box or pull down box you will be presented with a list of departments that you have previously defined in your department selection types Human Resource Manager comes with some sample selection types but feel free to create your own based on your requirements FB Human Resource Manager ad i iB 3 ma L P SMORTCOMBENY Emelian Eiji iiti iiri abit Clirist Liel ral Options Edit application opii
21. thout having to open the employee record Employee number Department Job role Classification Location Employment date Termination date z Employment Z Enter the employee s employment details Accounts Accountant Full time Office Block A 15 01 2008 Social security Team Manager Tue Probation penod Probation ends M12556545 Team 1 Jim Charles Close F an d return back Smart Company Software User Manual Human Resource Manager Page 8 User Defined Fields This screen is used for user defined fields User defined fields allow you to create custom information that is specific to your organization In the example below you can see that we ve created a label called My User Defined Field which is editable and can be anything you like We have also created a value for this field This value is specific for the employee you have open but the label is generic and used across all employees The user defined fields are very useful if you have to record a few specific details about an employee and can t find the fields to record the data elsewhere in the application There are four types of user defined fields You can record general text information dates numbers or currency data ka Custom Text Fields Enter the user defined text fields for the employee Label 01 Value O1 Label O2 Value 02 Label 03 Value 03 Confirm and keep cha
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