Keller-Soft E-Z Access Recordkeeper
Contents
1. Address1 30 Address2 30 City 20 State 2 Zip 10 Hire Date 14 Birth Date 14 Gender M F Male Female 1 Job Title 30 Supervisor Manager use employee 11 code SSN 11 Department 22 6 Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Calendar Adding a personal item You can add personal items at any time and include them on the Calendar Report for any date range you wish For any personal item you can enter a date time subject and reminder notes 1 Click on the date on which you want to add the item The Calendar highlights that date Click the Add an item icon on the toolbar The Calendar Item dialog box appears The Date field defaults to the highlighted date while the Time field defaults to either the current time if the selected date is today or to 8 00 00 AM Complete the fields in the dialog box and click the OK button The Calendar adds the new item displaying it in the Summary area for the date Viewing calendar items You can view the Keller Soft and personal items for any day at any time Dates with items contain the appropriate icon Dates without icons do not contain any items 1 Click the Refresh icon on the toolbar to ensure that all recently added Keller Soft items appear on the Calendar If necessary change the month or year Click on the date that you wish to view The Calendar highlights that date and d2. employee list box is probably empty There are two ways to fill it You can add your employees one at a time by clicking the Add button or you can import your employee list from another source using the Import button If you are going to import an employee list check the Help information topic on importing employees By Training Topic This list contains all of the Training Topics in the program You can use the little boxes on the left to select the topics that are of interest to you and then click the radio button on the right to show only those topics you have selected If you double click on a Topic e g Acrylonitrile you can look at it These features are described in the Topic Detail window writeup By Non Training Topic Some recordkeeping topics are not usually associated with training Unlike the Training Topics these records are all different You can use the links at the right to add your own topics or you can customize the topics that are here You can delete them but if you do they are gone Keller Soft E Z Access Recordkeeper 9 Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Record Schedule Create Customize Using an organized layout for your data records will help you maintain useful and accurate records for your business Electronic data is kept in separate records that are divided into fields Each field in a data record contains a specific piece of information A field might contain a
3. file that you backed up and click on it It drops into the File Name box 11 Click Open to launch the restore operation A progress box appears showing you the progress of the restore operation Note All Keller Soft databases are backed up in a single operation A message displays when the restore has been completed successfully Keller Soft E Z Access Recordkeeper 13 Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Automatic E Mail Feature This product contains an automatic e mail feature that will send an e mail to the instructor and all students in a training session if the Reminder Date at the bottom of the Topic Screen is set You can shut this feature off or set a delay for the date by clicking Features and then E mail Options on that menu The dialog box illustrated below will allow you to change your e mail options Email Options 3 x M Generate Training Reminder OK Send Email before P days Close 14 Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA
4. to you 3 Choose the type of data the field will contain Add New Choose the size of the field Size is important for text fields You need to make sure your field is large enough for your data but not so large as to use unneeded space on the screen 4 Choose size of the field 20 z Keller Soft E Z Access Recordkeeper 11 Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA The display order can be changed at any time Looking at your record after you are finished will help you to know whether the order is correct 5 Set the field display order Making the data required for certain fields such as a name field may be a good idea It will help you make your data consistent and avoid the creation of empty records It is not a good idea to make all the fields required as you may not have all the data you need when create a new record and the program will not allow you to continue without the required data 6 Is data required for this field C Yes No When you have set up your field click on Apply the field Your label will now appear in the list of fields in the box You should then click on the next field in the box and repeat the label and definition process Apply the field If you are modifying an existing record and want to add another field to the record click on Add Another Field and then repeat the steps The new field
5. will appear at the bottom of the list after you click Apply the field Add another field Modifying Records Contained in the Program Record Name sos Management FMLA Leave a label for the dajncident Reports Inspection Audit Results Job Safety Analysis Results Monitoring airborne contamir MSDS Management PPE Respirator Fit Tests Safety Committee al Name Product N se the type of dat ain You may wish to add fields to the records already contained in the program To do this select the record from the list in the dropdown box as shown on the right You may add a field by clicking on Add another field at the bottom of the screen as shown above Search 12 Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Miscellaneous Backing up and restoring your Keller Soft data It is important that you establish a regular schedule of backing up your Keller Soft data Follow this procedure to do that 1 Navigate to the jjka folder on the drive where your Keller Soft program s are installed Note By default Keller Soft programs are installed to C jjka If you installed them to a different drive navigate to the location of the jjka folder 2 Click the jjka folder to open it Locate the KSOFT32 folder inside jjka 3 Click the KSOFT32 folder to open it Locate KSUtilities exe 4 Double click KSU
6. Keller Soft E Z Access Recordkeeper User Manual Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Table of Contents Introduction 2 What is the Keller Soft E Z Access Recordkeeper and what will it do 2 Administrative Features 3 Company and Location ss 3 Entering Company Information u eee eee een 3 Entering Location Information 3 Employee Listerne diba naine ade eee ee 4 Adding an employee isis agen ere lk kulk itin deya xin Linen d wa a x ra d k an A kq 4 Deleting an employee 2 2 awd inked dat heii tee 4 Importing emplO0y e S vole eek eet mat dr tinea etic 5 Employee Import File Specifications 6 Calenda a DD o B ne be a dash rv 7 Adding a personal item u eee eeeee ee lk eee een een 7 Viewing calendar items 7 Changing a personal item 8 Removing a personal item Lllll lalek kak nene 8 Refreshing the calendar kak kaka kak kwa kaw KA 8 Recordkeeping 9 Azan CD DD r DD rrr rrr 9 BY Training TOPIC a iy y u sura kiyan k l y na dla aT han iya d dane 9 By Non Training Topic 9 Record Schedulle esini oisinn alice k del ye koda des dah yak k l ye k ya s ya EN 10 Create Customize oriire dl layk ly ae kk ina bte ekl ape y aa Ra 10 Plan Your Records accented eel ek k kla ae k ya dekar s y Vy kala aka rd EE 10 Label and Define the Contents of the Fields 11 Modifying Records Contained
7. d Location Entering Company Information The Keller Soft E Z Access Recordkeeper uses your company information in various ways This information includes your company s name address and phone fax numbers You will be asked for location information as part of this process where you can enter specific information for each location See Entering location information for complete details 1 Click the Company and Location hyperlink in the Home window The Step 1 Enter Your Company Information window appears Complete all the fields in the window Do either of the following e Click Finish to save company information or e Click Location Information to add the appropriate location information for your company Note Location information is entirely optional but can be a good organizer if you have a larger operation Click Finish when you have completed your information entry Entering Location Information Location information consists of the name address phone fax numbers and main contact person for each of your company s locations Location information is an entirely optional feature of the Keller Soft E Z Access Recordkeeper You are not required to enter any locations but if you have multiple facilities with varying requirements location information can be a helpful way of differentiating recordkeeping requirements from facility to facility Note When first installed the E Z Access Recordk
8. eeper creates a default location for you called Location 1 You may change this location before adding any other locations See Changing location information for complete instructions 1 If you want to enter location information click the Location Information button at the bottom of the Step 1 Enter Your Company Information dialog box Location information is entered as part of the company information process 2 Enter the appropriate information into the Step 2 Enter Your Location Information dialog box 3 You may also continue to e Add another location e Change a location e Delete a location 4 Use the same steps to add or change information on existing locations When you are finished do one of the following e Click Finish to save the new location information e Click Back to close the window without saving any information Keller Soft E Z Access Recordkeeper 3 Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Employee List When you click the Employee List hyperlink in the Home window you will see this Employees window All existing employees in your program display or you can apply various filters to refine the employees that display at any given time Available filters are e Location e Department e Job Title e Status Active or Inactive You can add edit or delete employee records from this window You can also import an existin
9. g employee list See the Importing employees topic for complete details on that operation You can also add rename or delete job titles or locations from this window And you can print an Employee List or Training by Job Title or Department by clicking the Employee Reports button Adding an employee You can add employees as you need to in Keller Soft E Z Access Recordkeeper To do so use this procedure 1 Click the Add button in the Employees window which opens when you click the Employee List hyperlink in the Home window The E Z Access Recordkeeper opens the Add Employee dialog box Work through the fields in the dialog box adding as much information as you wish on the employee you are adding Note Be certain to complete any required fields they are marked with an 4 When you have entered all the appropriate information click Next and enter any additional information you want on the new employee you are adding to the list 5 When you have completed all the information you wish to add click Finish to add the employee to the list 6 The Information about dialog box closes and you return to the Employees window You can continue to add more employees if you wish Deleting an employee You can delete an employee providing they do not have training sessions attached to them in the Keller Soft E Z Access Recordkeeper To do so use this procedure 1 Navigate to the Emp
10. in the Program 12 Search tune ky bade deni Ke pe baie daka dies ra k y va av r aie weeded 12 Miscellaneous 13 Backing up and restoring your Keller Soft data 13 Automatic E Mail Feature ss 14 Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Introduction The Keller Soft E Z Access Recordkeeper has been designed to provide workplace safety transportation safety and hazmat professionals with an efficient and reliable way to keep track of all training aspects and more To maintain compliance with mounds of regulations employers are required to not only train and retain employees regularly but must also Keep accurate records regarding training Now recording tracking and reporting employee training will be easier than ever before This program s sharp recordkeeping focus and flexibility make it relevant to all industries and gives us access to a large market What is the Keller Soft E Z Access Recordkeeper and what will it do The E Z Access Recordkeeper is a straightforward database program with the ability to track anything users want to record and track It provides trainers with an efficient and reliable way to track all aspects of training including personnel trained dates training topics and instructors The software provides instant on screen visibility of training information sorted according to the your needs without requiring yo
11. isplays all the items for that date in the Summary area of the Calendar window For more information about an item double click on the item in the Summary area e If it is a Keller Soft item the Keller Soft Calendar starts or activates the appropriate application and takes you to information about the item e If itis a personal item the Calendar Item dialog box appears Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Changing a personal item Although you can change a Keller Soft item only from within the application where the item was set you can change any of the following information for a personal item e Date e Time e Subject e Notes The Calendar applies the changes as soon as you save them 1 From the Calendar window click on the date that contains the item that you want to change The Safety Plan Customizer highlights that date In the Summary area of the window double click on the appropriate item The Calendar Item dialog box appears Click in the field that you want to change and type the new information over the old Click OK to save your change The Calendar immediately saves your change If you changed the date the Calendar moves the item to that date Removing a personal item You can remove a personal item at any time the item is immediately deleted from the Calendar However you cannot remove a Keller Soft
12. item 1 4 From the Calendar window click on the date that contains the item that you want to remove The Safety Plan Customizer highlights that date In the Summary area of the window click on the appropriate item to highlight it Click the Remove an item icon on the toolbar The Calendar asks if you are sure that you want to remove the item Click Yes to remove the item from the calendar Refreshing the calendar When you use an application with the calendar open the Calendar cannot recognize any review date changes So when you switch back to the calendar it won t be accurate until you refresh it 1 From the Calendar window click the Refresh icon on the toolbar The Calendar makes any pending application changes and updates the Keller Soft items 8 Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Recordkeeping By Employee Click the By Employee hyperlink at the left of the Home window and you will see this window labeled View Employee Records If you have a large number of employees you will want to use the location and department filters to select smaller groups of employees Furthermore the little buttons will show you which employees have Topic and Training information linked to them and which ones don t You will be able to see who has had training on what at a glance When you first get the program your
13. loyees window 2 Click the Delete button with the employee you want to delete selected E Z Access Recordkeeper asks you to confirm your selection 3 Click Yes to confirm deletion Click No to cancel and return to the Employees window 4 If there are no training classes attached to the employee the name is immediately removed from the employee list If classes are found attached to the person E Z Access Recordkeeper opens an advisory dialog telling you that the employee cannot be deleted until the existing course data has been deleted 4 Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA 5 Click OK and remove the person from any training courses etc before deleting them Importing employees Follow this procedure to import an employee file 1 2 Click the Import button in the Employees window Click OK in the Import Employee window The Keller Soft E Z Access Recordkeeper will open the Select file to import dialog box Click the Look in field and select the appropriate drive where the employee list to be imported is located Navigate to the appropriate program folder where the employee list file resides When a list of files appears in the file name area at the left of the dialog box click on the appropriate one to select it The file name now appears in the File Name field Note Be certain that yo
14. name or an address They would be referred to as the Name Field or the Address Field Each of these fields should have a label that describes what is in the field so that you can easily recognize what information your records contain Plan Your Records The first thing you will be asked for on this screen is the Name of the Record This name should describe in general terms what is in the record For example a record called Fire Brigade might contain a list of names of the people on the Fire Brigade It might also have the addresses and phone numbers for those people Before you begin to set up your record you should decide on the name that will be meaningful Click Add New as shown below to enter the name of your record 1 Click on a record name to edit the format or select Add New to create a new record format Record Name v Rename Delete Bi Add New Audiometric Testing Disciplinary Actions Driver Qualification Informati Drug amp Alcohol Testing Employee Anniversaries Employee Incentives Employee Physical Exam 2 Enter a label for the da a label to edit the field 3 Choose the type of dat will contain Click Help for information on setting up custom records Click on a label to edit the field Field Label Field 1 After entering the name of the record a box will pop up and you will be asked to supply the number of fields that the record will contain You
15. should think about this before you enter the number but your can always change it later by adding or deleting a field After you enter the number the fields will be automatically created and shown in the box on the right side of the screen as illustrated on the right 10 Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Label and Define the Contents of the Fields After the fields have been created you will need to give each field a meaningful label so that you will know what data is in each field After you have labeled the field you will need to define the type of data that will be contained in the field This is important because the computer may not search your data properly if it does not understand the type of data that is in the field In order to store the data efficiently you also need to tell the computer about how big the field will be This does not need to be exact These steps are illustrated below When you have completed these steps click on Apply the Field as shown This will cause your layout to be applied to the field Select the next field in the box on the right by clicking on it and repeat the process for the next field When you have labeled and defined each field click Return at the bottom of the screen You should go to the appropriate recordkeeping area and look at your Record to see if it will contain the data that you planned for it If you want to change
16. the record the data type the label or the order of appearance of the fields return to this screen and make any necessary modifications Don t worry about making a mistake You can always delete your records or fields and start again Remember however that if you delete a record or field that has data in it that data will be lost Enter a label for your field 2 Enter a label for the data field Field 1 Choose the type of data the field will contain If the field will contain lists such as the employee list you should check the multiple selection box if you want to select more than one item at a time For example you may want to choose all of the employees that are on the Fire Brigade The default selection is text but you will want to choose the Employee selection in the dropdown list which is accessed by clicking the arrow on the right side of the box 3 Choose the type of data the field will contain Text D Allow multiple selection value You may also use the Add New to create your own permanent selection list of items that pertain to your business An example might be tools or equipment If you use this option the initial list will be empty To maintain the list go to the main menu and click Edit and Manage Lists You will need to return to the Home Screen to do this as Manage Lists is not available from this screen When you enter the record you have created your list of items will be available
17. tilities exe to launch it The Keller Soft Database Utilities dialog box opens All of the Keller Soft programs you have installed are listed in the program display area 5 Click the Compact Databases button to launch the compact process A progress box appears showing you the progress of the compact operation Note All Keller Soft databases are compacted in a single operation A message displays when the compact has been completed successfully 6 Now click the Backup Databases button to launch the backup process for all your Keller Soft databases A Select a file to backup to dialog box appears 7 Give the file a name Note you may want to use some kind of dating system so you can keep track of the versions of backup you have stored on your system For example 111001 zip would indicate the backup you did on October 10 2002 Another good idea is to move these files to a removable floppy disk or CD on a regular basis with appropriate date labeling 8 Click Open to launch the backup operation A progress box appears showing you the progress of the backup operation Note All Keller Soft databases are backed up in a single operation A message displays when the backup has been completed successfully 9 When you are ready click the Restore Databases button to launch the restore process for all your Keller Soft databases A Select a file to restore from dialog box appears 10 Locate the
18. u have selected the correct variety of file from the List files of type box When all specifications are correct click OK and the file s contents are automatically imported and placed in your employee list Click Cancel and you will be returned to the Employees window Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Employee Import File Specifications The import function will allow you to easily bring in an existing employee list provided the file is set up in a specific manner The specifications for import files follow below Lists must include commas as field separators Maximum sizes for the various fields are also listed When a comma is detected the program goes to the next field Note Field number one location is the numerical identifier for a location s position found when you open your drop down list of locations e g first on list is 1 etc Note Be certain there are no commas in the information you are importing Since it is a comma separated file other extraneous commas will cause problems in importing Marks required fields All fields must be present even if left blank File Format Text file txt Comma Separated csv Field separator Comma Field Length Locationkey must be numeric 4 Employee Code 11 Firstname 15 Middlelnitial 1 Lastname 20 Company 30 Phone work 20 Phone2 home 20 Email 100
19. u to click through multiple screens Pre assigned fields and user defined fields offer the kind of flexibility training professionals have been asking for in a training recordkeeper e Pre assigned fields will cover standard training recordkeeping data such as e Personnel trained e Instructors e Dates of training e Training topics e Location of training Safety professionals have many different responsibilities in addition to training employees For this reason additional fields are provided that allow you to customize the program for your operation Examples of additional fields you may want to include are e Service anniversaries e Birthdays e Employee evaluations e Vehicle maintenance e Driver qualification requirements Traditional database programs would require you to enter data by going to each employee s file With more than a few employees this method can be very cumbersome The E Z Access Recordkeeper allows you to enter data from any point in the program The software s reporting capabilities provide the same flexibility as data entry If you want to see who has been trained in a particular topic select that topic from the training topics list and view the report No need to sort out the entire employee list by having to click through multiple screens 2 Keller Soft E Z Access Recordkeeper Copyright 2003 J J Keller amp Associates Inc Neenah Wisconsin USA Administrative Features Company an
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