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Essential*HR

1. By Essential Inieqrated Cala Lhd Figure 5 41 Al Employee Cate Check Lit ia Enplopee D ais Enae imir T Derogi T DO Notice Data T He Dada Lurrarid Baku T 4 Date rares T Deeg Job Pos T Phologeph deoquae T ermi iein T Baue Scanned T Medea Dads T ike Pei 3 COBRA Dada T Lim Field Z T Foei kal T Lhe Feld 3 T akk Dua T poma Education Dada T idden Tom o Dans T Gorro ele dee Data T Des Hita Data Figure 5 42 The screen will appear as figure 5 42 appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and press the ENTER or TAB key The corresponding name will appear 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields No entry to this record is required Simply check the box to the left of the field To UNCHECK a field simply repeat the same step Essential Inteorated Data I td Essential HR Chapter 6 6 1 EMPLOYEE LABOR RELATIONS The EMPLOYEE LABOR RELATIONS feature allows th
2. PAYROLL INFORMA TION The PAYROLL INFORMATION feature allows the user to establish and maintain financial records of employees This feature keeps track of withholdings deposit information and amount of direct deposits Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any other data can be entered To view the PAYROLL INFORMATION screen select EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select PAYROLL INFORMATION Essential Integrated Data ltd Essential HR Chapter 5 2 15 Figure 5 9 The screen will appear as figure 5 9 appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to smply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields GENERAL INFORMATION Additional City Withholding 4 numeric characters with
3. Reason Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the GRIEVANCE REASON CODE POPUP LIST Resolution Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the RESOLUTION CODE POPUP LIST Essential Integrated Data Ltd Essential HR Chapter 6 6 5 mE After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the grievance record Each record entered under the same employee will appear in the record list box To pull up all GRIEVANCE information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields DISCIPLINARY ACTIONS The DISCIPLINARY ACTIONS feature allows the user to record and track disciplinary actions For each disciplinary action the user may record the date the action was taken set up a probationary period and enter the name of the supervisor responsible for the action Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any other information can be entered To view the DISCIPLINARY ACT
4. 5 Absence Hours 40 00 Begirming Date 05 01 1993 Ending Date 05 05 1939 Pay Code P Absence Code Illness Absence Reason Code old ln Absence Days 1 Absence Hours 00 Begirming Date 0523 1999 Ending Date 05 23 1939 Pay Code P Absence Code Comp Time Absence Reason Code Auto Accident Absence Days 3 Absence Hours 24 00 Begirming Date 07 20 1993 Ending Date 07 23 1939 Pay Code P Absence Code Unexcused Time Absence Reason Code Dependert Illness Absence Days 3 Absence Hours 16 00 Begirming Date 08 01 1993 Ending Date 08 03 1939 Pay Code U Absence Code sich Leave Absence Reason Code Dependert Illness Absence Days 3 Absence Hours 24 00 Begirming Date 08 01 1993 Ending Date 05 04 1939 Pay Code P Aita ALC IDENT PEPORTS aaa Accident Date 0 00 0000 Accident Category OTHE Accident Code BRIT Claim Disahility Code 3T Location Code DOCK Lost days Restricted days 4 Accident Date 0 01 0000 Accident Category OSIN Accident Code BRST Claim 32156 Disability Code Lil Location Code DOCK Lost days 5 Restricted days 10 Accident Date 10 19 1397 Accident Category OSIN Accident Code BRIT Claim Disability Code 3T Location Code HOTL Lost days 3 Restricted days 3 reg COMASELIAS SESSIONS ege Program Stress Managemt Starting Date 05 24 1998 Ending Date 05 29 1998 Counselor Dr Weston Fregency Z Organization in house COMMENTS This is a comment record for Edward W Palm
5. Date Last Used Standard date format e Enter the date that the employee last used this skill Level Code e Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the LEVEL CODE POPUP LIST Skill Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the SKILL CODE POPUP LIST Years Experience 4 alphanumeric characters Enter the number of years of experience the employee has in this skill Essential Integrated Data Ltd Essential HR Chapter 7 7 3 mR After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s skills Each record entered under the same employee will appear in the record list box To pull up all SKILLS INVENTOR Y information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields FORMAL EDUCATION The FORMAL EDUCATION feature allows the user to document an employee s formal education Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in thi
6. Enter the date that the employee started the counseling program Re After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the counseling record Each record entered under the same employee will appear in the record list box To pull up all PROGRAM information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields Essential Integrated Data Ltd Essential HR Chapter 7 7 1 EMPLOYEE ASSET TRACKING The EMPLOYEE ASSET TRACKING feature allows the user to perform the following tasks e Create a skills inventory for each employee e Document each employee s formal education e Detail each employee s additional training or education e Record and track the issuance of licenses and permits each employee has e Record the status and results of tests administered to employee GETTING STARTED From the MASTER MENU select EMPLOYEE then select EMPLOYEE ASSETS TRACKING A list of the various features used to maintain employee asset records appears figure 7 1 To view the SKILLS INVENTORY screen select SKILLS INVENTORY and the screen appears figure 7 2 To review the functions of the toolbar refer to the ICONS LIST E Hun Feito lona Zapten By Essential Imegr
7. Entered in the HIRE SOURCE field on the EMPLOYMENT DEMOGRAPHICS screen to become part of an employee s record Entered in the RECRUITMENT SOURCE field on the APPLICANT POSITION PREFERENCE screen to become part of an applicant s record I 9 Status 2 alphanumeric characters Represents the type of personal identification the employee showed the employer Examples Birth certificate Drivers license Entered in the I 9 DOCUMENTATION fields 1 and 2 on the EMPLOYEE DEMOGRAPHICS screen Investment Options Job 2 alphanumeric characters Represents the employee investment options Examples Stock Bond Entered in the INVESTMENT OPTIONS field on the INVESTMENT BENEFITS ADMINISTRATION screen under Plan Maintenance Entered in the INVESTMENT OPTIONS field on the BENEFIT SELECTION SCREEN 4 alphanumeric characters Corresponds to the current position an employee holds Examples Engineer Accountant Maintenance Entered in the POSITION field on the POSITION MAINTENANCE SCREEN Essential Integrated Data Ltd Essential HR Chapter 3 3 8 Job Change Reason 4 alphanumeric characters Represents the reason for the employee s current position Examples Promotion e Entered in the STATUS CHANGE REASON field on the EMPLOYEE DEMOGRAPHICS screen to be included in the employee s record Location 2 alphanumeric characters Represents codes which correspond to different locations within a primary organization Examples Cor
8. 3 50 1333 HR Test Company Time 16 16 07 FMPLOVEE DEMOGRAPHIC LISTING EMPLOYEES BY HUMBER Emp Dome Address Aye Citizenship TES Maiden Birth Date Personal Data t Emergency Contact jpouse Phone Ext 1 Edvard ll Palmer 115 Orange Tree Drive ii United Kingdom 15 59 6091 P Box 554 1 197 Male Orchard City C 30701 4535 aingle H 37i 558 1 45 Handicap Hyde Smith 1 57i 4527 312i Veteran Relationship Parents Joan Ext i 1041 African American Gene amp Betty Palmer 803323 Clay Street PD Box 667 Texarkana Tx 75569 i ausam H Levine 2037 hindaard Ave il 1 5 34 56 7691 Woodland Hills CA 91002 0000 4 12 1978 Female aingle H 974 64 1396 Levine Susan P 0 512 451 3112 Relationship Sister Ext 215 Caucasian sandra Levine 492 Barclay Ave 2131 Orchard City CA 90701 End of renort EMERGENCY CONTACT LISTING D 2 es Human Resource Information System Al ES File Employee A ppl Info Admin Male PA Tables Images Help Pay and Performance k Applicant Selection Criteria Position Employee Demographics k k Company Reports Emergency Contact Listing Benefit Reports Home Address Phone List Code List Birthday amp ge Listing Es Profile Data Checklist By Essential Integrated Data Ltd Figure 11 24 Essential Integrated Data Ltd 11 18 Page 1 HU SALE HU UST Essential HR Chapter 11 11 19 ergency Contact Listing SED Ltd Figure 11 25 This rep
9. Cw D Deg 7 Gea WW Wi Beue Licencia D ile Mame ERES IPC Depan Penn Pe EDWARD wT PADMER Fis ORAE TREE BR ORCHAME CITE CA 95701 a EE Be Figure 13 5 The EMPLOYEE DOCUMENT MAINTENANCE feature works similar to the IMAGE feature Steps to ENTER and PULL UP an employee s picture ENTER 1 Documents can be entered by using a digital camera OR scanning the image using Win95 scan program To access Win95 scan go START PROGRAMS ACCESSORIES IMAGING Any TWAIN compliant scanner will work 2 After scanning the document s they will save as BMP but it is recommended to save them as JPG as this takes up less room Use a separate file for images 3 To set the directory for documents simply click from the Essential HR menu FILE then select COMPANY INFO and enter the directory in this screen PULL UP IMAGES l Click the SEARCH icon and select the appropriate file All the corresponding information will appear Essential Inteerated Data I td Essential HR Chapter 12 12 4 OR 2 Click the EMPLOYEE MASTER FILE icon and select the employee whose documents the user wishes to pull up next perform the above step and select the appropriate file OR 3 Select the LIST icon and a list of the document file names that have been inputted will appear Simply select the appropriate document and the image along with the EMPLOYEE NUMBER EMPLOYER NAME and FILE NAME DOCUMENT TYPE and DESCRIPTION will appear OR 4 Leaving al
10. EEOC code and FLSA code information Essential Integrated Data Ltd Essential HR Chapter 11 11 13 C 2 Date 3 30 1333 HE Test Compan Page 1 Time 16 21 06 POSITION BUDGET LISTING LISTING BY POSITION CODE AAA vd AAA AAA AAA oe E oe E pe p pe th AAA AAA AAA AA AA AAAAAA AA AAA AA E E oe E pe p pe AAA A AAA AAAAAR AAA AA AA AAA AR AAA AA AAA AAAAA AAA AAA o ob oe DE ce p oe AAA AA AA AAA AR AAA AAA AAA AA pb pl o o ob oe DE o o6 0E jTEP POSITIONS COST PAY PAY EEOC FLIA DIV DEFT POSITION GRADE RANGE STATUS BUD ACT AR BU ALT VAR TYPE FREQ COE CODE grt o p oe ob ob ob ob ob oo bob ob ob oE AAA AAA o ob E AAA AAA AAA AAA AAA AAA AAA AAA AAA AAA AAA AAA ob DE AAA E DE o AAA AA AAA AA AA AAA AAA AAA AAA AAA AA AA AAA AAA AAA E ob o AA AA AA AA E E DE E AAA AAA AA AA AA AAA HU ACCT AP CLERK Du Ful A A OD a DI DI SALARY WEEKLY LEE E OW ANT AR wn roe o o numm my ALTAR wn roe oo oo nu men nr WF ACT mom wn roe nu nu nu men 00 mmm un unn oo nu oo men 000000000 brand Totals 4 d DI AD DI Break Totals i d DI a 00 Irrand Totals fo 4 d DI AD DI End af report HEADCOUNT C 3 imi Human Heroe Inl omrmbionm 5gsbem Eie Emplopes rei inio Acme HECHOS PURO Tanes Images Dain Pay ard Palkhimancg k Applicat Selection ibaia phun Lune Poca lion Budget Araby aie Poston Requirements By Essential Imegrated Data Ltd Figure 11 18 Essential Integrated Data Ltd Essential HR Chapter 11 11 14
11. Lid Figure 13 24 a Fie FH pi thee cies Hamm End Hina Re scarces T pereogpepkis EMPMET cC T TyronBeinbgmenene CETUTTH C as ETATS CO e Fa cord ESPA e F rei Position EFCA Co oT Propet perd EPRCPR FP Seu Hatt hun Pug Fata Hiner RATEMT e I Meted Bier EMEDOT 5 T Peifynsaxes Review BREVEW F COBRA ECOBRA Employee Henefis fo sie LR ge I i um E EIN C E Ge EEN e T ct LEMA DN E n SEN i ES Kat GES 5 2 BEN ay IP Sadar ite to serra Een cick the Chacra in amerika the proce Figure 13 25 e The RESTORE feature works in the same manner as the EXPORT feature it copies records from an exported text file back to your original data index file As the file is processed a record count displays in increments by one for each record processed When the RESTORE process is complete press ESC Essential Inteorated Data I td Essential HR Chapter 13 13 13 The EXPORT RESTORE features are only used as file maintenance tools REBUILD Figure 13 26 jim PILE MEALALO UTILITIES SOME 1 Es e n Ir ae p E e 2221113 Figure 13 27 Before rebuilding a file it is recommended that you backup all data files It is important to have a backup from which to restore in case any difficulties arise in rebuilding the files REBUILD performs similarly to the export and restore features Only use the REBUILD featu
12. Simply select the appropriate choice by clicking on the DOWN ARROW next to the field Enrollment Date Standard date format o Enter the date on which the employee enrolled for benefits Freq No entry required Simply select the appropriate choice by clicking on the DOWN ARROW next to the field Participation End Date Standard date format e Enter the date on which the employee no longer accepted benefits BENEFICIARY INFORMATION Effective Date Standard date format o Enter the dates on which the primary and secondary beneficiaries became eligible for benefits Name 24 alphanumeric characters o Enter the names of beneficiaries Relationship 10 alphanumeric characters o Enter the relationship to the eligible employee Essential Integrated Data ltd Essential HR Chapter 5 5 52 CHILD CARE hi EMPLOYEE BENEFITS MAINTENANCE lolx C Insurance Medical C Retirement C Cafeteria Dental C Mision C Pre Paid Legal C Investments C Employee Loans C Stock Options C Savings GEI Ltd select the appropriate benefit type Figure 5 29 MES im Employee Dependent Care E Employee Dependent E Employee No Plan Type D Plan Code Plan Status Payroll Code Number of Dependents E Reim Frequency Weekly Date of Enrallment o6 27 2000 Annual Reimbursement Amount Period Reimbursement Amount Figure 5 30 The screen will appear as figure 5 30 appears until information is en
13. go START PROGRAMS ACCESSORIES IMAGING Any TWAIN compliant scanner will work 2 After scanning the file it will save as BMP but it is recommended to save it as JPG as this takes up less room Use a separate file for images 3 To set the directory for the images simply click from the Essential HR menu FILE then select COMPANY INFO and enter the directory in this screen File name Ok 5 Directory LADBINU Gei nm B0dat muBbtdat 0002tr1 ipg limo Figure 13 3 PULL UP IMAGES l Type the employee number in the EMPLOYEE NUMBER field and click the SEARCH icon next to the FILE NAME field and select the appropriate file figure 13 3 OR 2 Click the EMPLOYEE MASTER FILE icon and select the employee whose picture the user wishes to pull up next perform the above step and select the appropriate file OR 3 Select the LIST icon and a list of the image file names that have been inputted will appear Simply select the appropriate image and the image along with the EMPLOYEE NUMBER EMPLOYER NAME and FILE NAME will appear OR 4 Leaving all fields blank simply use the PREVIOUS and NEXT icons to scan the entered images and all relating employee information Essential Inteerated Data I td Essential HR Chapter 12 12 3 EMPLOYEE DOCUMENT MAINTENANCE Essential HR Hy Esser al kiagsater Dala Lick Figure 13 4 Sep ley Nuper n keet paral Pim Lini W E L
14. s on file for that employee will appear in a popup list box If no records are on file for the entered employee number all employees on file will appear in the list box Highlight the desired employee in the list box click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields in the employee benefit screen To select a PLAN TYPE and PLAN CODE combination click on the INSURANCE LIST ICON on the toolbar when the cursor is in the PLAN TYPE field and a popup box will appear listing all valid PLAN TYPES and CODES After selecting the TYPE and CODE combination press return If a record is on file matching the employee number the PLAN TYPE and the PLAN CODE the data for the remaining fields will display To see a list of all employee insurance benefit records on file click on the BENEFITS MASTER FILE ICON Select the desired record by highlighting the appropriate row and clicking on the EXECUTE ICON or double click on the desired row After the popup box disappears the cursor will be positioned in the employee number field Press return until the cursor exits the PLAN CODE field to display the data for the remaining fields DEFAULT FIELDS The Provider Deduction Code and Plan Status fields will display the data entered from the BENEFIT MASTER RECORD for the plan selected Data CANNOT be changed on this screen OPTIONS If investment options have been set up in the BENEFIT MASTER RECORD they will appear in the EMPL
15. sip of Lean 53 12 2000 Laan Amauri Deduchian Amari Loan Fupi Figure 5 26 The screen will appear as figure 5 26 appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and the corresponding name will appear Enter the PLAN TYPE and press return After entering the PLAN CODE and pressing return if the employee has an existing record for the entered benefit type and code the other data will display and changes can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record 2 With the cursor in the EMPLOYEE NO field the user can click the BENEFITS MASTER FILE ICON and if an employee numb er has been entered the record s on file for that employee will appear in a popup list box If no records are on file for the entered employee number all employees on file will appear in the list box Highlight the desired employee in the list box click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields in the employee benefit screen To select a PLAN TYPE and PLAN CODE combination click on the INSURANCE LIST ICON on the toolbar when the cursor is in the PLAN TYPE field and a popup box will appear listing all valid PLAN TYPES and CODES After selecting the TYPE and CODE combination press return If a re
16. which is currently being processed Initialize Data Files 1 From the master menu select FILE FILE UTILITIES CREATE 2 Select the files by clicking the box next to each desired file Then click the EXECUTE icon check mark USER STAHT UP PROCEDURE This section contains instructions on the initial loading of company data files After completing these steps the user will be ready to assume normal daily operations It is assumed that the executable code has been fully installed and all the previous steps of the INSTALLATION PROCEDURE have been carried out e Establish System Management Under the FILE application many sub programs are used to establish COMPANY INFORMATION and SYSTEM ADMINISTRATION COMPANY INFORMATION allows the user to enter basic information select settings such as the use of passwords and establish directories MULTI COMPANY MAINT allows the user to keep and track all HR information for several different companies within the organization OPEN COMPANY simply allows the user to select which company s HR information is to be pulled up SYSTEM ADMINISTRATION allows the user to establish change passwords purge records and print audit tables Establish Code Maintenance Certain base data must be established before attempting routine HR processing The first step in establishing this data 1s to build the CODES TABLES Values must be entered for all codes By establishing these codes the user defines operating criter
17. 13 49 44 TERMIRHATIUNH REPORT LISTING BY EMPLOYEE HUMBER PE rt po ob pb ob ttt ob pe ob pe ob vb ob ob pe o pe ob ve DE oe o ob E ob vb Aa AAA AAA Aaa p o ob De DE E ob AAA DE ob p DE pe ob o ob ob AAA o DE o E DE DE DE DE DE BEG DATE 02 25 1998 END DATE 04 23 1999 EMPLOYEE WME NUMBER HIRE DATE TERM DATE TERM PEAS ON JOB POSITION DIY DEPT PAY RATE tata ob pt ob o vb dudd dh hd dh d AAA dd DE E DE ob p dh dd dh o p p dd dd hd dh AAA AAA dudd DE DE dh dudd dd dh ob vd duh oe DE DE o AAA p o ob AAA AAA AAA dh dd dd hd dh dd dh ob a ob p p dudd dh hd du dh ob p dudd dd HILSON MARK J 2 0972671997 02 15 1999 Voluntary 6 1000 End of report BENEFIT REPORTS These reports contain information concerning employee benefits selections coverage and reimbursement Se Human beeuce Ielomgpstess Syriam ES Eh Eesen Zecken Reports BUR abs bas Paga rec Posh pin ec k on Da mimm RR Poston k Enpipan Y Dorga Fiapest L erat Hepi E By Essential integrated Oats Lid Figure 11 44 Essential Integrated Data Ltd ols SED We Essential HR Chapter 11 COVERAGE BY EMPLOYEE F 1 Employee Coverage Listing EK Output by divisionidepartment order Print In Order Bay c Hype Matie Page break on departments Starting Division A Ending Division Starting Department Ending Department Starting Employee Hame Ending Employee Name Output Destination
18. CODE and press return If there is an existing record for the entered benefit type and code the remaining data will display can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record 2 With the cursor in the STOCK OPTION TYPE field the user can click the BENEFITS MASTER FILE ICON and if there is an existing record the record s will appear in a popup list box Highlight the desired plan type in the list box click the EXECUTE ICON and the STOCK OPTION TYPE and STOCK OPTION CODE will appear in the appropriate fields The following is a field that is not in the GENERAL FIELDS section which is in this screen Stock Status Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by Essential Integrated Data Ltd Essential HR Chapter 9 9 15 browsing with the toolbar browse keys or displaying and selecting from the STATUS CODE POPUP LIST SAVINGS Sens Flan Neniatsnrp oe eee ee Figure 9 20 The SAVINGS feature allows the user to enter view and change basic information such as contributions and limits Figure 9 21 The SAVINGS feature is similar to the RETIREMENT feature and the GENERAL FIELDS section Essential Integrated Data Ltd Essential HR Chapter 9 9 16 CHILD CARE fe Benel Plan Heina mence T Insurance Medica M Retirement Cafplera Dental Vigio
19. Date Ended 07 30 1939 Grade Credit Pesults achool Mass Inst of Tech ttt TUITION EEIMBUPBDEMEND Course Business Law Degree Bach of cience achool Demy University Year 1938 Quarter Grade 3 Tuition Amount 5000 00 Tuition Factor 10000 Book Amount 3008 00 Book Factor 100 00 Date Completed 12 01 1531 COMMENTS Course of study was mandated by company policy End of Employee s report Essential Integrated Data Ltd Essential HR Chapter 11 11 29 DATA CHECKLIST D 6 Emi Employee Data Checa Repo IS d Figure 11 33 This report follows the same format as the General report This report contains information concerning what documentation the employee has submitted such as termination information and lists of various data amp documents with ones marked that employee has submitted Essential Integrated Data Ltd Essential HR Chapter 11 11 30 D 6 Date 01 14 1900 Essential Integrated Data Ltd Page 1 Time 13 40 30 Employee Data Check List Employee 1 Employee Name Palmer Edward Division HU Houston Dept CUST Customer Service Employee Terminated System records added for this employee Employee Data Entered Documents Entered M Demographics PIR Notice Printed I Hire Data Current Status 1 9 Data Scanned M Current Job Position Photograph Acquired Benefit Selection Resume Scanned Medical Data UserField 1 l COBRA Data User Field 2 M Property Issu
20. De Essential Integrated Dala Lid PEI Lid Figure 11 46 Essential Integrated Data Ltd Essential HR Chapter 11 11 41 Insurance C Retirement C Cafeteria C Dental C vision Pre Paid Legal C Investments C Employee Loans C Stock Options C Savings C Child Care SEI Ltd Select the appropriate benefit type Figure 11 47 im Employee Medical Listing B x H gt i a o Employee Number EI Output by drasioridepartment order rint In Order By EE Employee Hame Page break on departments Starting Division DW Ending Division A starting Department Ending Department j Starting Employee Ending Employee m Output Destination C Display C Printer DEI Ltd Figure 11 48 This report follows the same format as the General report For each benefit the user can print a report that follows the GENERAL REPORT format Each report contains employee benefit information specific to the benefit selected from Figure 11 47 Essential Integrated Data Ltd Essential HR Chapter 11 F 2 Date 1 14 2000 Time 14 04 57 11 42 Essential Integrated Data Ltd Page EMPLOYEE MEDICAL LISTING EMPLOYEES BY HUMBER 1 EMP HO EMPLOYEE FAME ELIG EHBO DATE POLICY EF DATE FEIDER TYPE FLAN 14 Eaker Carol E 3702 3000 3 02 2000 THE MET GROUP MED MEDICAL INSURANCE ICH intensive care Div HU Houston Dept CUST
21. GRIEVANCE PROCESSING screen select EMLOYEE from the menu bar then click on EMPLOYEE LABOR RELATIONS and finally select GRIEVANCE PROCESSING By Essential ntagnatad Daba Ltd Figure 6 3 Essential Integrated Data Ltd Essential HR Chapter 6 6 4 kx Doan Empires Douvarirad alaleuka me w o d Figure 6 4 The screen will appear as figure 6 4 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear D The user with the cursor in the EMPLOYEE NO field can click on the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees number and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Date Filed Standard date format e Enter the date the grievance was filed Date Resolved Standard date format Enter the date that the grievance was resolved Grievance Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the GRIEVANCE CODE POPUP LIST
22. ID m Company Name GEI Ltd Press F1 for Next Company or F8 for Company List Figure 13 6 The user simply enters the two character COMPANY IDENTIFIER and the COMPANY NAME that matches the identifier and is used in any other related features SYSTEM ADMINISTRATION sp Feria limar Fai LE Gees Sop ida Adm Epor PA lacks o rape Panra H anane k Gordan Repita Fur Enpiosze R eco d Pupe R Eni Appear Hara Chance V Prid Spee Dada Benni By Essantial lrdegrated Data Hel Figure 13 7 15 5 The SYSTEM ADMINISTRATION feature allows the user establish delete and control password information purge records and print audit reports Essential Inteorated Data I td Chapter 13 PASSWORD MAINTENANCE Figure 13 8 LOOK UP FORGOTTEN PASSWORDS E Look Up Forgotten Passwords ej eje L Figure 13 9 Simply enter the user s ID and the password appears PASSWORD ASSIGN a a LET N E CITE EH 5 pile By Escort Iclagrrted Dia d En Figure 13 10 Essential Integrated Data Ltd Essential HR 13 4 Unapter 13 15 5 bes Menu Password Assignment Al ES alle 9 JC Password Type ja Ct Complete Access Mew Add Ploy Delete e D Ho Delete EY M E e e r Ij Ho Igodify H x EN Nd F Read Orly 5 Aem Access Program Menu Access Menu Option Warne ID Lessel File Open Company SWTCHCMPF 021 Company
23. Info DCIIPCTLICTT 026 I Iulti Cormparer IvTaintenance MILTCHIPLAT 031 System Acdrruorustration 035 Password IvTamtenance 535 Lookup Forgotten P PWLOOEUP 636 Password Assign PW ASSIGN 537 User Level IvTainten PYWOSERID 638 Change Your Passio PWIIPDATE 639 f Figure 13 11 This feature allows the user to establish employee access to HR material o PASSWORD TYPE The user may choose to establish IDs by position using initials or using first names Any type of ID will work The user enters the TYPE such as a first name and then looks to the MENU OPTION display to see the various HR features If the user chooses not to establish access on the basis of position than the TYPE and USER ID will be the same LEGEND By looking at the legend the user can decide access levels for each feature MENU OPTION This display lets the user see every HR feature and define access based on these features The legend displays the various types of access To assign access simply click the menu option to be assigned and type a code from the legend in the ACCESS LEVEL field The feature furthest to the left is the main heading title on the menu bar Whichever code is entered for the above features will automatically appear for each option under that particular heading s feature To specifically enter each menu option simply hit the DELETE key for that field and the access code disappears USER LEVEL MAINTENANCE im Husa Feroe hha TT d Ges got
24. Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in this feature Essential Integrated Data ltd Essential HR Chapter 5 gt E Hunan Rezomce iniormeton Sachem 00 CEDE Seel bn Adin Pepali ER Tables Im Enplopas araga Emplayse Labo Helabars F Empkyer Gare Taig F Fusion Ear Piste Peso Heer Padlina on MM 7 Bemikseimin Paica Hit Hasie CO BR oben Finan ur cera d Dr Essential integrated Dota Lid Figure 5 4 imi E mplopes Habas ej Jine e AO PO DM T Chin Hin Dee IO 00 0 0 bp A e Genee Da Lare Ratum De 0 Beti coda f ooo S M Eicher i Figure 5 5 The screen will appear as figure 5 5 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear pA The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME
25. Plan Code Dm Cale Empl Tepnd Emplr Total Type Dese Code Dese Enrolled Meth Prem Prem Prem Prem vot rrt ob oot eoo ob vob ob ob ob pb ob ob pb o ob vb o b o ob vo oe ob ob E DE 0E o oe E ob oe pb o b pb o ob o oe v DE oe vb E ata aha o oe E ob oe pb o oe vb DE ob ob E v DE oe ob E E DE oe ob E E DE 0E ove p ob ce po oe pb 0E ob DE E veo oe ob E E a sea ove E ob oe pb o oe pb o ob v E e DE ob o E DE 0E oo E ob ce pb ob oe pb DE ob v E ve DE oe o E E E 0E DEDE p o oe EE JE DIS DISABILITY INSU 4 1 CLASS 1 FAMILY i P 00 5 00 100 00 125 00 DIS DISABILITY 1850 AFM CLASS A FAMILY 4 P 55 00 10 00 315 00 281 00 DIS DISABILITY INSU ASH CLASS A SINGLE n Y 65 00 00 203 00 466 00 LIF LIFE INSURANCE WL whole life 1 P DI DI 150 00 150 00 Total 1i 320 00 35 00 166 00 1 323 00 End of report EMPLOYEE STATEMENTS F 4 NOT COMPLETE Essential Integrated Data Ltd Essential HR Chapter 11 a Hemen Heyne nora Sagem IS Pim ES De Ergployes Amin Hapoes ER Tables ases Preise Enployee o mag Le Errpicesa Emkes be Plan Prermun Tote Taka Arda ld Hapod By Essantiad imepred Data Lrd PEE Lei Figure 11 51 TUITION REIMBURSEMENT F 5 Se Human beeurce Irdlrmabures Syrian US A ES Fk Era oi ro girini Aepots PP Jabke baez Pay ana Palom ance By Essantial Integrated Data Lol SED la Figure 11 53 im Employee Reimbursement Listing blasi da Output by diisionidepartment order Page bre
26. Typ Amount Typ atett COMPANY PROPERTY sett Property Id CELL 1457 Property Code CELL Issue Date 03 25 1999 Serial Mo 458372T 6110 Property Model 6110 H Property Value 150 00 Return Date 00000000 Conditon Hew mEXTDIS IPLIRABEY ACTION 554A Date occurred 10 05 1985 Date of action 10 10 1985 Begin probation 00 00 0000 End probation 0000 0000 Discipline Code Alcohol Use Discipline Action Maming supervisior Ho 00000000 Date occurred 05 23 1983 Date of action 05 30 1983 Begin probation 00000000 End probation 00 00 0000 Discipline Code Posity drug Tst Discipline Action Put in personnel fil Supervisior Bo M000000 0 Date occurred 02 14 1994 Date of action 03 20 1994 Begin probation 00 00 0000 End probation 00 00 0000 Discipline Code Saftey Violatn Discipline Action Put in personnel fil Supervisior Ho 000000000 ettet FMPLOVEE ABSENCES tete Absence Code Comp Time Absence Reason Code Auro Acciderrt Absence Days 1 Absence Hours 00 Beginning Date 01 01 1988 Ending Date 0104 1988 Pay Code U Essential Integrated Data Ltd Essential HR Chapter 11 11 27 D 5 Date 1 14 2001 Essential Integrated Data Ltd Page d Time 13 27 10 EMPLOYEE FROFILE LISTING EMPLOYEES BY Hat ee ib bob bbb FF Foe oe o PP ob bob sa at a sea aa sta h aa sE atsi sea sk sea a Fo oe obo aff ob bf bb dd EMPLOYEE WHE Palmer B Eddie EMPLOYEE MMEER 1 RR AA Absence Code Comp Time Absence Reason Code Family Death Absence Days
27. along with pertinent dates pay grade step information review circumstances and reviewer identification e Keep a pay rate history for each employee e Generate pay raises for selected groups of employees GETTING STARTED From the MASTER MENU select EMPLOYEE then select PAY RATE PERFORM REVIEW to see Figure 8 1 A list of the various features used to maintain pay rate performance records appears To view the PAY RATE REVIEW ENTRY MAINT screen select PAY RATE REVIEW ENTRY MAINT and the screen appears figure 8 2 To review the functions of the toolbar refer to the ICONS LIST Em AA ees Eri gH ari Fay Hace Reo Schn Pra itani rappen Enia E Essential lriegrated Data Lid HEF Le Figure 8 1 PAY RATE REVIEW ENTRY MAINTENANCE The PAY RATE REVIEW ENTRY MAINTENANCE feature allows the user to create and maintain a pay rate history for each employee This feature holds multiple records per employee Each record is a snapshot of an employee s pay rate review information as it existed at a particular point in time Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in this feature Essential Inteorated Data I td Essential HR Chapter 3 8 2 Figure 8 2 The screen will appear as figure 8 2 until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and
28. can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Book Amount 5 numeric characters with 2 decimal places o Enter the total cost of books for this course Book Factor 3 numeric characters with two decimal places Enter the percent that the employee should be reimbursed for the book cost Examples 100 75 No need to enter the percent sign Book Reimb No entry required The total will automatically appear once the BOOK AMOUNT and BOOK FACTOR are entered Example If the BOOK AMOUNT is 20 00 and the BOOK FACTOR is 100 00 then the figure 20 00 will Essential Integrated Data I td Essential HR Chapter gt 5 41 automatically appear in the BOOK REIMB field Comments 5 lines of 50 alphanumeric characters each o Enter any additional information on the employee course or performance Course Name Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the COURSE CODE POPUP LIST Date Completed Standard date format Enter the date on which the previously identified c
29. de SM Dn Tables ege Heb Pay ard Petomearce F Appice Salechon Crimis Fasian Euri Fpstpn ad A rimh k Bids Anke By Esserdial Integrated Daia Lin Figure 11 16 Essential Integrated Data Ltd Essential HR Chapter 11 11 12 im Position Budget Report lle Position Code Print In Order By SE Starting Division Ending Division Starting Department Ending Department Starting Position Ending Position Output Destination C Display Printer GEL Ltd Figure 11 17 This report follows the same format as the General report except that the report is printed by POSITION CODE and DIVISION instead of employee name and number If the user chooses POSITION CODE the report is printed in order of position code instead of employee name If the user chooses POSITION DIVISION the report is printed in order of divisions HOWEVER with the POSITION CODE option the user is only allowed to enter information in the POSITION CODE fields The choices between DIVISION and CODE only exist to allow for the order of the report either by code or division PAGE BREA K DEPARTMENT DISPLAY and VIEW settings work in the same manner as the general report This report contains budget and position information such as division department position grade step range status specific position information budget information actual cost information various pay type pay frequency
30. factor by which the referenced employee s pay rate was last changed Reason o Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the PAY CHANGE REASON CODE POPUP LIST NEW DATA Effective Standard date format o Enter the date the employee s new pay rate grade and step take effect Grade 2 numeric characters o Enter the new grade established for this employee Next Review Standard date format o Enter the date of the employee s next pay rate review Pay Rate 6 numeric characters with two decimal places Essential Inteorated Data I td Essential HR Chapter 3 8 4 e Enter the employee s new salary Reason o Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the PAY CHANGE REASON CODE POPUP LIST Review Date Standard date format Enter the date of the review from which these changes occurred Reviewer 15 alphanumeric characters e Enter the name of the reviewer PAY RATE REVIEW SCHEDULE The PAY RATE REVIEW SCHEDULE allows the user to view an employee s pay rate history including reasons changes and dates Note The user must enter an employees DEMOGRAPHIC INFORMATION before any information can be entered in this feature To view the PAY RATE REVIEW SCHEDULE screen click EMPLOYEE on
31. field to display the data for the remaining fields DEFAULT FIELDS The Provider Deduction Code Calculation Method and Plan Status fields will display the data entered from the BENEFIT MASTER RECORD for the plan selected Data CANNOT be changed on this screen COVERAGE All information under the heading of BASIC COVERAGE comes from the BENEFIT MASTER RECORD If the BENEFIT MASTER RECORD indicates that premiums vary by employee view is allowed to these fields The following information until the dashed line applies ONLY if premiums vary by employee Coverage No entry allowed This field will automatically be calculated Monthly Contributions Employee 4 numeric characters with 2 decimal places o Enter the contribution that the dependent or the company pays Dependent 4 numeric characters with 2 decimal places o Enter the contribution which the dependent or the company pays Monthly Premiums Employee 4 numeric characters with 2 decimal places Enter the premium applicable to the employee Dependent 4 numeric characters with 2 decimal places Enter the premium applicable to the dependent Essential Integrated Data ltd Essential HR Chapter 5 5 25 Total Contributions No entry allowed This field will automatically be calculated Date of Enrollment Standard date format e Enter the date on which the employee enrolled for benefits Frequency No entry required Simply select the appropriate choice by clicking on the DO
32. figure 5 40 appears until information is entered To display previously entered records perform one of the following tasks Ts Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the Essential Inteorated Data I td Essential HR Chapter 5 23 45 ENTER key or double click with the mouse Ze The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Condition 15 alphanumeric characters o Enter a comment on the condition that the company property was returned LD 10 numeric characters o Enter the I D of the issued property if applicable Issue Date Standard date format o Enter the date that the company issued this property to the employee Model 15 alphanumeric characters o Enter the model of the issued property 1f applicable Property Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar brows
33. history of previously entered information and a brief description of the employee s relations Each relation entered under the same employee will appear in the record list box To pull up all COBRA information for a relation simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields TUITION REIMBURSEMENT The TUITION REIMBURSEMENT feature allows the user to record and maintain information regarding classes that employees take at the company s expense Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in this feature To view the TUITION REIMBURSEMENT screen simply click EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select TUITION REIMBURSEMENT Essential Integrated Data ltd Essential HR Chapter 5 2 4U diet E ad ined ln A dl A FS OTT By Essential iniegrabed Cabs Lid Figure 5 35 Figure 5 36 The screen will appear as figure 5 36 appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and press the ENTER key or TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the ENTER key or double with the mouse ES The user with the cursor in the EMPLOYEE NO field
34. list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s reimbursement Each record entered under the same employee will appear in the record list box To pull up all TUITION REIMBURSEMENT information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields COMPANY SERVICE RECORD The COMPANY SERVICE RECORD feature allows the user to capture and maintain a history of an employee s service with the company Note The user must enter the employees DEMOGRAPHIC INFORMATION before any other data for that employee can be entered To view the COMPANY SERVICE RECORD screen simply select EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select COMPANY SERVICE RECORD Figure 5 38 The screen will appear as figure 5 38 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the Essential Integrated Data I td Essential HR Chapter 5 23 45 ENTER key or double click with the mouse 2 The user with the cursor in the EMPLOYEE NO field can click the E
35. maintain hire data current status data benefit selection medical history relation information COBRA compliance information tuition reimbursement information and company service data including the memo function EMPLOYEE COMPANY REPORTS o Employee Demographics Emergency Contact Listing Home Address Phone List e Birthday Age Listing o Employee Profile o Data Checklist e Anniversary Listing Telephone Directory Seniority Listing o New Hire Report e Termination Report Dependent Listing LABOR RELATIONS RECORDS ESSENTIAL HR documents labor information such as absentee events grievance circumstances disciplinary actions accident injury events employee vacation and sick leave accrual and counseling programs participation The Labor Relations chronological and comprehensive automated record keeping will increase productivity by assisting in the identification of problems projecting manpower availability promoting employee employer interaction improving departmental functions and rewarding employees who maintain outstanding attendance and safety records Essential Integrated Data ltd Essential HR Chapter Z 227 ABSENTEE INFORMATION Absentee information may be quickly recorded by type and reason absentee information includes the number of days for each absence the number of hours for each absence the dates and whether or not the employee was paid for the duration of the absence ESSENTIAL HR allow
36. order for this detailed information to be entered the benefit Plan Benefit Type and Benefit Status codes need to be entered first into Essential Integrated Data Ltd Essential HR Chapter 3 3 2 the CODES TABLE After the codes for these three categories have been entered into the CODES TABLE the user may proceed with entering the rest of the benefits data e Build the Employee Demographics File This program is located under the EMPLOYEE RECORDS section on the main menu Residence personal data and emergency information must be entered for all employees before adding any additional information on an employee e Build the Applicant Demographics File The program is located under the APPLICANT DEMOGRAPHICS application which is on the main menu In essence this program serves the same purpose for applicants as the EMPLOYEE DEMOGRAPHICS program does for employees It contains demographic information which must be entered for all applicants before adding any additional information on an applicant TABLE MAINTENANCE Many of the fields in Essential HR are designed to accept code entries Codes function as a means to reduce the amount of data that a system stores which would otherwise be overrun by long and repetitive entries Figure 3 1 displays the CODE MAINTENANCE TABLE To access the following table simply click on TABLES from the menu bar of Essential HR Note however that the entire table does not display all at once only ABSENC
37. records of important documents and maintain pictures of employees Employee pictures inputted into the program can be pulled up in the EMPLOYEE DEMOGRAPHICS screen or in the EMPLOYEE IDENTIFICATION MAINTENANCE screen so the user can see a picture of the corresponding employee Documents such as I 9 forms resumes and transcripts can be pulled up in the DOCUMENT IMAGE MAINTENANCE screen so the user can see a list of the documentation the employee submitted GETTING STARTED From the MASTER MENU select IMAGES A list of the two programs used to maintain the image record appears figure 13 1 To view the EMPLOYEE IDENTIFICATION MAINTENANCE screen select EMPLOYEE IDENTIFICATION MAINTENANCE and the screen appear figure 13 2 To review the functions of the toolbar refer to the ICONS LIST m Human TT mmm Dis Enploaes Zei ke dme Alper EF Ta A Hob Ermirgpsa derbicalos blat ura E reiege ccurari U ananos Essential HR Ey Eesen intaga Doria Lid Figure 13 1 EMPLOYEE IDENTIFICATION MAINTENANCE Employee Number Employes Name P xim WW File Name ferias 8 Figure 13 2 This feature associates employees with their pictures and numbers Steps to ENTER and PULL UP an employee s picture Essential Inteerated Data I td Essential HR Chapter 12 12 Z ENTER l An image can be entered by using a digital camera OR scanning the image using Win95 scan program To access Win95 scan
38. rn Aden Repas VA Tes Fos Empeda Mme Deep gs Pad Ey Erara Iniagratad Dita La SEF Ll Figure 13 12 Essential Inteorated Data I td Essential HR Chapter 13 13 6 E Assign and Maintenance Users Beat fl Figure 13 13 This feature allows the user to enter the User Ids for each employee and associate each employee with a Password Type For example If the user chooses to base Ids on the employee s three initials then the user would enter each employee s initials then enter the type appropriate to that employee such as CLERK or MANAGER By establishing TYPES on position the user does not have to enter every employee in the PASSWORD ASSIGN screen and in this screen the user simply enters the TYPE in the PASSWORD ASSIGN screen and then moves to this feature CHANGE YOUR PASSWORD LI Hut a Rate iin cr Aa us 5 psn E de ei cl E205 Figure 13 14 E Update Password Figure 13 15 This feature allows high access only employees such as managers directors etc to change an employee s password Simply enter the old password then the new password and verify the password to change it Essential Integrated Data Ltd Essential HR Chapter 13 13 Employee Record Purge Figure 13 16 BR Figure 13 17 The employee records in which you selected this code in the HIRE DATA CURRENT STATUS screen will be purged ONLY employee records which the user has selected
39. the employee was hired into this position Supervisor 20 alphanumeric characters e Enter the title of the person to whom the employee reported Essential Integrated Data ltd Essential HR Chapter gt 5 44 Title 15 alphanumeric characters Enter the employee s official title kaka After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s record Each record entered under the same employee will appear in the record list box To pull up all SERVICE information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields COMPANY EQUIPMENT RECORD The COMPANY EQUIPMENT RECORD feature allows the user to keep track of company property that has been issued to employees Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in this feature To view the COMPANY EQUIPMENT RECORD screen simply select EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select COMPANY EQUIPMENT RECORD Hutan HECHE i In ralizn a7 tm zu Tare GERDI innioinks dren Beer E abis races By Esti Inicegrabad Data Lid SEKR Lo Figure 5 39 Figure 5 40 The screen will appear as
40. the information has been previously entered into the CODES MAINTENANCE TABLE To select the appropriate information for a field such as CITIZENSHIP click on the LIST icon to view the list of information previously entered for that particular code Further explanation is in the USER START UP PROCEDURE chapter under CODES MAINTENANCE E Human beeusce eium mahs n eso idin Dec s EP lake bass l Enployes eya Emel Rabira Hire D Cun Der Emplosse Cope eng Ciment inh Foam Pap Hat Paian Feagpe Papel horari Herk d Hirian Harena COBRA u aiarar Corgan basia Fe Compara Equ pint F cci Eckes D Ss Check Bl By Essential integrated Oats Lid SED Lot Figure 5 1 Essential Inteorated Data I td Essential HR Chapter gt 5 EMPLOYEE DEMOGRAPHICS The EMPLOYEE DEMOGRAPHICS feature allows the user to enter basic data about the employee in order to establish the employee s relationship with the organization m Ledo Dra l FECI jette mj rr FA ika E 1j Tase Fes ana Ceci Geng He Vide Sail Lacs eb Bak Sagl Leri Hr Hike Oir Ads 2 P x cal Baader riet Ech nein pin j Ie E his E Danny M EX Fer Luc Zz vo m Cunt D 1 rris e Pha F E 1 Bau po Figure 5 2 The screen will appear as figure 5 2 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee nu
41. the menu bar then click PAY RATE PERFORM REVIEW and finally select PAY RATE REVIEW SCHEDULE E Haman Hara loan Ly Aa Ch ESR Ba inky Gre Dap ER Labios maga Help Ex Exa eat Daa Lid Figure 8 3 Essential Inteorated Data I td Essential HR Chapter 3 m Fap Aau Ariwa Dem Loing elele leie A f Employes Hunter ar T Ohta hy Geari ado Pool Ei Cir By ei Page eran inning Der ho Esding Divisa E A Starting Detten Tt mmUmbwm time SSOSC C S S A fs T Deet salary mbenstsg Dupi Da tinton T Loge i Pma A Lol Figure 8 4 6 2 The user has the option to view and or print the record in order of EMPLOYEE NUMBER or in order of EMPLOYEE NAME thus the record can either be in numerical or alphabetical order NUMERICAL ORDER If the user chooses this option the user also has the option to display print the record by division department numbers If the user chooses to view print the record by division departments the user must select the field to the right of the EMPLOYEE NUMBER field called OUTPUT BY DIVISION DEPARTMENT ORDER Once and if the user chooses this option the user then has the option to have a page break or have each department on a separate page between each department If so desired simply select the appropriate field directly under the OUTPUT field ONLY if the user chooses EMPLOYEE NUMBER and OUTPUT BY DIVISION DEPARTMENT ORDER will the user
42. the other data will display and changes can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record De With the cursor in the EMPLOYEE NO field the user can click the BENEFITS MASTER FILE ICON and if an employee number has been entered the record s on file for that employee will appear in a popup list box If no records are on file for the entered employee number all employees on file will appear in the list box Highlight the desired employee in the list box click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields in the employee benefit screen To select a PLAN TYPE and PLAN CODE combination click on the INSURANCE LIST ICON on the toolbar when the cursor is in the PLAN TYPE field and a popup box will appear listing all valid PLAN TYPES and CODES After selecting the TYPE and CODE combination press return If a record is on file matching the employee number the PLAN TYPE and the PLAN CODE the data for the remaining fields will display 3 To see a list of all employee insurance benefit records on file click on the BENEFITS MASTER FILE ICON Select the desired record by highlighting the appropriate row and clicking on the EXECUTE ICON or double click on the desired row After the popup box disappears the cursor will be positioned in the employee number field Press return until the cursor exits the PLAN CODE
43. user wishes to select the user date option the report displays prints records by dates and records information that selected users or all users that have access to E HR have changed If the user wishes to track the changes that other users have made select this option The user will not have access to other fields that do not pertain to this option Date 120363003 HR Test Company Time 13 43 25 AUDIT TEAHSACTION PEPOFRT Listing By User p pev o ok o ob a o E DE AAA AAA AAA AAA AAA AAA AAA AAA AA AAA AAA AAA AAA AAA AAA AAA 0E E ob DE DE DE o E E DE AAA E vb ob E AAA AAA AAA DE ob 0E AAA AAA AAA AAA o DEDE DE E AAA AAA AAA ob o oe o DE AAA AAA AAA BEG DATE 01 15 2000 END DATE 01 15 2001 Rame Emp DI di Dep Value User Date Time TYP File Field aaa ob ob o ob aA AAA AAA DEDE DE AAA AAA AAA E 0E 0E AAA AA AAA tt e DE DEDE DE DE 3 WILSON H amp EK J DJa 11 06 1999 16 36 49 46 C Demographic Address 1 6398 3 EUSTIC TRAIL 5337 3 RUSTIC TRAIL 3 WILSON HARK J DJa 11 05 1993 16 40 36 48 C Demographic Address 1 5337 3 RUSTIC TRAIL h338 3 RUSTIC TRAIL 3 WILSON MEFE J DJa 11 06 1999 16 42 00 56 C Demographic Address 1 6398 3 E USTIC TRAIL 5337 3 RUSTIC TRAIL i Levine 5uzam M DS 11 05 1939 12 15 29 66 C Demographic Address 1 2037 Windward Ave 5098 Minard Ave 101 Jones William B XDB 11 01 1939 16 15 02 13 A Demographic Record Added Ynd of report BY EMPLOYEE DATE If the user wishes to display print the report in order of date and specific or a
44. will appear in the appropriate fields HIRE DATA Exit Interview 15 alphanumeric characters o Enter the name of the interviewer or comments regarding the exit interview with the employee Hire Source Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the HIRE SOURCE CODE POPUP LIST Essential Integrated Data I td Essential HR Chapter gt 5 8 Last Hire Date Standard date format o If an employee s employment has been interrupted enter the date that the employee was last hired by your organization Original Hire Date Standard date format o Enter the date that the employee was originally hired by your organization Rehire Code Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the RE HIRE CODE POPUP LIST Termination Date Standard date format Entry required if entered a termination reason Termination Reason Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the TERMINATION CODE POPUP LIST EMPLOYEE STATUS Change Reason Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or disp
45. 00 00 10 00 00 300 000 00 hrf bld sry Fixed 5 00 D 15 00 00 650 000 00 wellness Fixed 0 00 00 00 00 30 000 00 transport Fixed 15 00 00 00 00 20 000 00 offjob dis Fixed 30 00 D 30 00 00 S00 000 00 on job dis Fixed 5 00 00 00 00 TOO 000 00 Totals 370 00 172 5 Essential Integrated Data Ltd Essential HR Chapter 11 11 40 F 1 TEME EFFECTIVE DATE FELATIONSHIF PRIMARY BENIFICIAPY ERE PALMER 07131997 sponse SECORDARY BERIFICIAPT 12 13 1337 father l Palmer B Eddie 10 18 1333 10 18 1993 ETH COMPANIES LIF LIFE TIASURLACE WL whole life d HO Houston Dept CUST Customer Service Humber of Dependents 00 Deduction Frequency Weekly CALC MTH PREMIUES CONTRIBUTIONS EMPLOYEE DEPENHDEHT EMPLOYEE DEPENDENT CONERAFE Basic Coverage a INGLE Fixed 150 00 00 m 00 350 000 00 0000000000 Totals 150 00 00 TEME EFFECTIVE DATE PELSTIOASHIP PRIMARY BEATFIC LP 10 18 1935 SECONDARY BERIFICIAPT 10 18 1935 Atina MEDI CAL tata d ob ob ob aaa l Palmer B Eddie 10 03 1933 10 03 1933 THE MET GROUP MED MEDICAL INSURANCE CAN cancer policy d DU Houston Dept COST Customer jervice Huber of Dependents di Deduction Frequency Monthly CALC HTH PREMIUM CONTRIBUTIONS ENROLLMENT BY PLAN F 2 bes Huimaa Resouice Info mata ag em nn E x Ek Erphpe p i Admin Aspi PA Tables Jnegei Psp and Perfomance d CES nime Gier Ev lore e Con pars Fapa r Coverage by Emplea Code Lin P ienium Tobas Ereckawg Stationers Juin Febr enmes i
46. 1 6 If the user wishes to choose this option simply select the field The user then selects the PRINTICON Automatically the PRINTER DIALOGUE BOX appears so that the user can select a printer The user then selects OK and the report prints If the user wishes to CANCEL the print job simply select the appropriate field E Print Job Status Records Printed Figure 11 7 PAY AND PERFORMANCE These reports contain information concerning salary and performance information m Hanan Resta Inia S342 De Enges Gre bb Boden EEUU Ba Ruta Hole Here Palerma Hirksg Hapel By Erha integrated Data Lrd Eb Figure 11 8 Essential Integrated Data Ltd Essential HR Chapter 11 PAY RATE HISTORY REPORT A 1 E Employee Pay Rate Hist p ES IR p E Li eEID Ltd Figure 11 9 This report follows the same format as the General report This report contains salary information such as raises grades steps effective dates review dates and salary reason information Essential Integrated Data Ltd Essential HR 11 6 Chapter 11 HE Test Compare EMPLOYEE FAY RATE HISTORY LISTING EMPLOYEES BY NUMBER 11 7 Page d 12 600 0000 12 590 0000 12 500 0000 01 Passed License Exam 1 Labor Agreement NL Cost of Living Allo usen Levine Date 3 10 1933 Time 20 21 15 EMP H EMPLOYEE WME EFF DATE i Palmer H Eduard 3 15 1333 8 15 1993 1 01 1533 i JONES THE
47. 11 40 13 14 13 11 13 4 7 3 10 6 6 3 11 13 5 6 11 20 12 1 5 16 1 1 9 11 5 25 6 1 1 7 9 5 5 19 5 33 13 2 11 35 Essential HR Index PASSWORD ASSIGNMENT PASSWORD MAINTENANCE PAY RATE HISTORY REPORT PAY RATE REVIEW ENTRY MAINT PAY RATE REVIEW SCHEDULE PAYROLL PERFORMANCE REVIEW ENTRY MAINT PERFORMANCE REVIEW SCHEDULE POSITION MAINTENANCE POSITION REQUIREMENTS REPORT PREMIUM TOTALS REPORT PRE PAID LEGAL benefit admin PRE PAID LEGAL employee records REBUILD RELATIONSHIP COBAR employee REPORTS RESTORE RETIREMENT benefit admin RETIREMENT employee records SAVINGS employee records SENIORITY LISTING REPORT SKILES INVENTOR Y STOCK OPTIONS benefit admin SYSTEM ADMINISTRATION TABLE MAINTENANCE TELEPHONE DIRECTORY REPORT TERMINATION REPORT TESTING TRAINING TUITION REIMBURSEMENT TUITION REIMBURSEMENT REPORT USER LEVEL MAINTENANCE USER START UP PROCEDURES VISION benefit admin VISION employee records Essential Integrated Data Ltd M 13 4 13 4 11 6 8 1 8 4 5 12 8 7 8 9 10 1 11 15 11 42 9 11 5 25 13 12 5 36 11 1 13 11 9 5 5 19 5 30 11 33 7 1 9 14 13 1 3 2 11 32 11 36 7 9 7 5 5 39 11 44 13 5 3 1 9 10 5 23 Essential HR Appendix I Multi Company Setup Procedures Essential HR will handle multiple companies or a company ID other than the default DO zero zero In order to accomplish that perform the f
48. 2 decimal places Click the mouse on either or which ever the user chooses to use o Enter the amount in the field Additional Federal Withholding 4 numeric characters with 2 decimal places Essential Inteorated Data I td Essential HR Chapter gt Click the mouse on either or which ever the user chooses to use e Enter the amount in the field Additional State Withholding 4 numeric characters with 2 decimal places Click the mouse on either or which ever the user chooses to use e Enter the amount in the field Filing Status No entry required Select the appropriate choice by clicking on the DOWN ARROW next to the field Number of Exemptions FWT 1 numeric character SWT 2 numeric characters CWT 1 numeric character o Enter the amount of the employee s exemptions Workman s Comp Code 4 numeric characters Enter the workman s comp code DEPOSIT BANK INFORMATION xxkkk Only if employee chooses to use direct deposit Account Type Select the appropriate type Amount Code No entry required Select the appropriate choice by clicking on the DOWN ARROW next to the field Bank Abbreviation 6 alphanumeric characters o Enter the bank s abbreviation Bank Account 15 numeric characters o Enter the employee s account number for the appropriate account Bank Name 20 alphanumeric characters o Enter the name of the bank for the appropriate account Essential Integrated Dat
49. AAA ob o DE o DE oC MF ACCT AR CLERK ACCOUNTS RECEIVABLE no 00 0 000 000 ND AWD ARTIST graph Artist TI Wom id ami GmY net 000000 TI um RO MD ANT CLERK general arfep assistet unn P LLL LL ND mom ASSISTA To SPERTS wun Wem e mom mune 8000 r clerical support for sales staff clerical support for adminisrative stafi End af report EMPLOYEE These reports contain various information relating to employees such as personal information and information that the organization has received from and or on each employee Sa Human Hepes Imloni Db iem E Eppes Bppklnlo drei KI E H Tables mag Heb Eaj and Fualloaimscs epphosn Selection Criteria Portion Li Emplea Li Damogiaphe z Compara Faputs Emsccopct Dorie L iko Banat Repo Home Addis Pron Lisl Code List Article fone Lriro relia Dale Chechet By Essential imegrated Data Lid SED ld Figure 11 22 Essential Integrated Data Ltd Essential HR Chapter 11 11 17 DEMOGRAPHICS D 1 LES Employee Demographics Report E ae J E gt lt E q Figure 11 23 This report follows the same format as the General report This report contains information concerning employee personal information such as social security address spouse s name employee s maiden name age birth date phone and ext citizenship sex marital status division and department Essential Integrated Data Ltd Essential HR Chapter 11 D 1 Date
50. Customer Service Humber of Dependents 00 Deduction Frequency Weekly CALC MTH PREM UES CONTEIBUTTI ONS EMPLOYEE DEFENDENT EMPLOYEE DEPENDENT COVERAGE Basic Coverage SINGLE Fixed 30 00 m Di 00 400 000 00 gt 30 TAYS Fixed 40 00 D 20 00 00 600 000 00 EF Fixed 30 00 DI 15 00 li 300 000 00 Totals 100 00 35 00 RAME EFFECTIVE DATE RELATIONSHIP PRIMARY BERIFICIAPY 034033000 SEC ORDARY BERIFICLAEY 0340343000 End of report PREMIUM TOTALS F 3 T MBE Infor fer Spear 00 lol x D Empoges Ochko dinn Bapats Ep Tables neges Dee sd Petanmance k Fizc rn bo Ernplopes F i Conpeany Reporte fore by En plo poa Code Lei Enraliesnt by Fimi Cu EE Eniplagea Statavert uten Rairikar By Essential Imegrated Data Ud Figure 11 49 Essential Integrated Data Ltd GEE D Essential HR Chapter 11 11 43 bes Premium Totals Report aleje Plan type ta print Medical Dental Vision AI Output ls CE Destination f Display Print Figure 11 50 Select the benefit plans for which you wish to display print the premium totals or select AII to display print all F 3 Date 5 15 2001 HE Test Compar Page 1 Time 15 55 48 PREMIUM TOTAL FEPOERT Benefit Type za o ob ob ob ob pb ob ob ob aa AAA 0E 2E o ob ob ob 0E AAA ob ob 0c 2E DEDE 2E 2E a AAA AAA ob ob 0 AAA AAA AAA AAA AAA AA AAA 2E o 2E AAA ob ob 0E AAA AAA 2E o 9E AAA AAA E ob o AAA AAA AAA ob ob 0E AAA AAA nono Plan Type
51. DEMOGRAPHIC INFORMATION before any information can be entered in this feature To view the MEDICAL HISTORY screen simply select EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select MEDICAL HISTORY Essential Integrated Data ltd Essential HR Chapter 5 23 34 Dr Essential integrated Cota Lid Figure 5 31 Mei zh no Carral Heath Excaterd Lan Exam traga Joo pe m N o Bora Tap patt pos j Ae E O OO 2 STEP TB Shin Tort Ciare Bean C Pos Fazi TH Tut Da 1 Mg HB Furra Cinta m a TC Pau Fast HBM Teu T Mag Friend Hapis Hepi Pk al Figure 5 32 The screen will appear as figure 5 32 appears until information is entered To display pre viously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Blood Factor No entry required Sel
52. Data Ltd Essential HR Chapter 11 11 46 iii iii ee AA ER SKS EE ERE E EIA EE RRE A a ERE RAI ee eee nee Ss Figure 11 56 This report prints all the codes entered under each name the user can select and view print individual codes or select PRINT ALL to print all the codes entered When selecting individual codes a CODE RANGE box for each selected code will appear Ez Absence Code Range OEID Ini Figure 11 57 The user then enters the beginning and ending code by either manually entering the codes or selecting them from the drop down list box appearing when you click on the LIST icon The VIEW and PRINT functions work in the same manner as the other reports simply refer to the GENERAL REPORT for more specific directions Essential Integrated Data Ltd Essential HR Chapter 11 G 1 11 47 Date 3 11 1334 HE Test Company Page 1 Time 12 38 35 Action Code Listing Print Range From BMU P To DIR Wr rt op o o o ob ob ob ob ob ob ob ob AAA oe oe oe v o oe pb AAA AAA ob ob ob AAR ob ob ob d AR AR AAA AAA AA AAA AAA ob oe cb ob oe ve oe oe ob v ob pb AAA AAA AA AAA ob ob ob ool ob ob c ob oe oe vb o ob pb o o p AAA ob vb ob DE ob ob ob AAA AAA AAA AAR AAA AAA AAA E EE E DE CODE DESCRIPTION pk pt rk bo To gel ale month probation DI3M Dismissal End of report Essential Integrated Data Ltd Essential HR Chapter 12 12 1 IMAGE MAINTENANCE The IMAGE feature allows the user to maintain
53. Display C Printer BEL Ltd Figure 11 45 This report follows the same format as the General report 11 39 This report contains information concerning all benefit plans for which employees are enrolled Page 1 DIS DISABILITY INSURANCE 2 1 CLASS 1 FAMILY Deduction Frequency Weekly DUU DUDU DUDU DISABILITY INSURANCE AFM CLASS A FAMILY Deduction Frequency Monthly DU OO HO HL LO F 1 Date 11423000 Essential Integrated Data Ltd Time 13 55 01 EMPLOYEE COVERAGE LISTING EMPLOYEES EY HUMBER EMP H EMPLOYEE WME ELIG EHBO DATE POLICY EF DATE FEIDER pst pt ob vt oe ob ob ob ob a e duh dd gud du INSURANCE pst rt ob o ob ob ob ob ob oe ob o oe 0E gud du l Palmer B Eddie 5 15 1337 1 01 1998 AMER INS GROUP Div HJ Houston Dept COST Customer Service Amber of Dependents Ui CALC PTA PREMIA CONTRIBUTIONS EMPLOYEE DEPENDENT EMPLOYEE DEFENDENT COVERAGE Basic Coverage FAMILY Fixed 50 00 25 00 00 5 00 500 000 00 Totals 75 00 5 00 FAME EFFECTIVE DATE EELATIORSHIP PRIMARY BENIFIC LARY E B PALMER SE 04 04 1998 Spouse SECOMDARY BERIFICLAPY 01 01 1338 father 1 Palmer E Eddie i 15 200 3 15 2000 THE MET GROUP DI Div HU Houston Dept UST Customer Service Humber of Dependents 05 CALC PTA PREMIA CONTRIBUTIONS EMPLOYEE DEFENDENT EMPLOYEE DEPENDENT COVERAGE Basic Coverage FAMILY Fixed 170 00 00 65 00 00 280 000 00 er trest Fixed 30 00 D 5 00 00 50 000 00 follomnm Pe rc err 15 00 n 3 50 00 Dn 000 00 hospital Pe rc ent 0
54. E Employee Headcount Report BEID Ltd Figure 11 19 This report works in the same manner as the previous report This report contains information concerning employee information such as number of employees that work full time part time and temporary C 3 Date 9430 1999 HE Test Company Time 16 23 54 EMPLOYEE HEADCOURT REPORT LISTING BY CODE TAAAAAAAAAARAAAAAAAAAAAAAAAAAAAAAAAARARARAAARAAARAA AAA E E DE E ob 0E DE E ob E ob ob pb o ob 0E ob 0E pb o ob DE AAA AAA ob ob EE ob E oe AAA AAA AAA AAA AAA DEDE EE POSITION FULLTIME PAETTIME TEMPORARY ALL OTHER PE e pb p ob ob e ob oc ob ob EE ob ob b DE ob ob ob E ob DE E ob ob ob dh pb E ob 0E ob 0E DE 2E ob DE oboe vb DE pb oe Eo AAA dE E DE E ob dh vb E ob o pb o pb oe ob DE pb o ob 0E ob b DEDE ob E pol EE ob ob AAA AAA ob 0E DE DE DE DE DEDE DE DE DEDE DE DE DEDE EE LERK i CRAM COUNT 1 RAND TOTAL 1 End of report Essential Integrated Data Ltd Essential HR Chapter 11 11 15 POSITION REQUIREMENTS C 1 im Human Resource Information System File Employee ppl info Admin metie ERA Tables Images Help Pay and Performance Applicant Selection Criteria Position Current Position Employee Budget Analysis Company Reports Headcount k Benefit Reports Code List Position Requirements By Essential Integrated Data Ltd Figure 11 20 E Positio 7 F Page break on divisions Page break on department
55. E SEARCH CRITERIA screen The code entry will be checked as criterion used to produce an EMPLOYEE SEARCH REPORT The report will identify all employees whose records match specified search criteria Entered in the LEVEL CODE fields on the SKILL MAINTENANCE screen Entered in the LEVEL CODE field on the APPLICANT S SKILLS ENTRY screen to be included in the Applicant s files Essential Integrated Data Ltd Essential HR Chapter 3 3 14 Entered in the SKILL LEVEL field on the APPLICANT S SEARCH CRITERIA The code entry will be checked as criterion used to produce an APPLICANT SEARCH REPORT The report will identify all employees whose records match specified search criteria License Type 4 alphanumeric characters Represents the specific name of the license Example Registered Nurse e Entered in the TYPE field on the LICENSE CERT PERMITS screen e Entered in the LICENSE CERT PERMITS field on the APPLICANT LICENSE CODE screen License Code 4 alphanumeric characters Represents if the employee retains a license for a specialty within a given license type Examples Specific license code for a Registered nurse OR specialty ICU Neonatal unit e Entered in the CODE FIELD on the LICENSE CERT PERMITS screen Major Record 4 alphanumeric characters Represents the employee s academic major in Examples Engineering Biology etc e Entered in the MAJOR CODE AND MINOR fields on the FORMAL EDUCATION screen e Entered in
56. E through ELIGIBILITY displays first figure 3 2 In order to access the other two remaining CODE LISTS simply click the mouse on MORE Repeat the same steps to access the remaining codes list REHIRE to WORKMAN S COMP File Employee ppl Info Admin Reports F R ETE EEOC Eligibility Images Absence Events Absence Reason Exam Results Accident Grievance Accident Location Grievance Reason Action Hire Source E Sse Annuity Options 1 9 Status aar Benefit Status Interview E l Benefit Type Investment Options Race Business Type Job Rating Calculation Method Job Reason Re hire Category Level Resolution Certification License Code Response Cessation License Type Results By Essentiz Citizenship Location Review Company Location Reason School Course Major Skill Deduction Frequency Offer Status Degree Pay Change Reason Status Change Department Plan oO Subject Disability Program Termination Discipline Test Division Union workman s Comp Figure 3 1 Essential Integrated Data Ltd Essential HR Chapter 3 3 3 bes Human Resource Information System 00 CE ES File Employee amp ppl Infoa Admin Reports DAP Bus S Images Absence Abzence Reason Accident Accident Location Acton E ss Annuity Options Benefit Status Benetit Type Business Type Calculation Method Category Certification Cessation By Essenti Citizenshi
57. EE ACCIDENT INJURY REPORT screen Accident Location 4 alphanumeric characters Represents the place that the employee accident occurred or places that which accidents may occur o Entered in the LOCATION field on the EMPLOYEE ACCIDENT INJUR Y report screen Action 4 alphanumeric characters Represents the various discipline actions taken Examples Written up Terminated under review e Entered in the ACTION CODE field on the EMPLOYEE DISCIPLINE screen Disability 2 alphanumeric characters Represents further detail of the accident effects injuries from accident Examples Partial vision loss Short term Long term Hearing loss Entered in the DISBALLNESS field on the EMPLOYEE ACCIDENT INJURY REPORT screen to be included in the employee s accident injury history Discipline 2 alphanumeric characters Represents the reason for discipline Examples Tardiness Alcohol violation Theft Essential Integrated Data Ltd Essential HR Chapter 3 3 12 o Entered in the DISCIPLINE CODE field on the DISCIPLINARY ACTIONS screen to become part of the employee s history Grievance 4 alphanumeric characters Reason the grievance was filed Examples Harassment Discrimination Working conditions Entered in the GRIEVANCE CODE field on the GRIEVANCE PROCESSING screen to be included as a part of the employee s history Grievance Reason 4 alphanumeric characters Represents the secondary reason the employee filed the grievance
58. ENT JOB POSITION The CURRENT JOB POSITION feature allows the user to assign an employee s position division and department It also allows the user to enter location salary and shift information Other fields provide a means to record dates for significant events that relate to an employee s postion assignment Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered To view the CURRENT JOB POSITION screen select EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select CURRENT JOB POSITION Ey Enzo rial idemiai Dia Lid Figure 5 6 Figure 5 7 Essential Integrated Data I td Essential HR Chapter 5 5 10 The screen will appear as figure 5 7 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields POSITION DATA Civil
59. ER RECORD for the plan selected Data CANNOT be changed on this screen OPTIONS If plan option packages have been set up in the BENEFIT ADMINISTRATION they will appear in the EMPLOYEE BENEFIT SCREEN The options box simply displays the various benefits covered under the cafeteria plan that the employee has selected In this screen the user will not be able to check the boxes only the boxes checked under the ADMINISTRATION application will be defaulted to the employee feature Enrollment Date No entry required Date will automatically be inserted when benefits are selected Essential Inteorated Data I td Essential HR Chapter gt 5 23 DENTAL E EMPLOTEL BEMEERE IS MAINIEMSMH I 94 9 9 8 AA Figure 5 19 The DENTAL feature follows the same format as the INSURANCE feature For reference simply look to the INSURANCE section VISION im EMPLOYEE BENEFITS HAJHTEHAHT e a 5s Fa Ca E De s B L En MEE ne L Figure 5 21 The screen will appear as figure 5 21 appears until information is entered To display previously entered records perform one Essential Inteorated Data T td Essential HR Chapter 5 5 24 of the following tasks l Type the employee number in the EMPLOYEE NO field and the corresponding name will appear Enter the PLAN TYPE and press return After entering the PLAN CODE and pressing return if the employee has an existing record for the entered benefit type and code
60. Essential HRe Human Resource Information System User s Manual By Essential Integrated Data Ltd The solution to your Human Resource needs P O Box 260568 Plano Tx 75026 0568 Voice 972 985 8704 Fax 972 985 9491 email sales Q eidl net Www eidl net Copyright I COPYRIGHT NOTICE CopyrightO Essential Integrated Data Ltd All rights reserved An unpublished work Printed in the U S A PROPRIETARY RIGHTS NOTICE This material contains proprietary information created and owned by Essential Integrated Data Ltd Plano TX U S A the possession use and or disclosure of which is subject to a license agreement duly authorized by Essential Integrated Data Ltd and or written permission of Essential Integrated Data Ltd This manual and the software described in this manual are furnished under a license agreement and may only be used or copied in accordance with the terms of that license agreement Essential HR is a registered trademark of Essential Integrated Data Ltd Information in this manual is subject to change without notice Essential Integrated Data Ltd Essential HR Installation I Installation and Using HR Installation Installation is quick and simple Insert the Essential HR CD ROM in the appropriate drive Click on START RUN and enter the CD ROM drive letter and type HROBJ1301 EXE or click on the browse pushbutton and select the file listed Depending on the drive letter you should have som
61. Examples Inadequate Lighting represents the secondary reason while working conditions represents the primary reason o Entered in the REASON CODE field on the GRIEVANCE PROCESSING screen to be included as a part of the employee s history Program 4 alphanumeric characters Represents the program in which the employee participated Examples Stress management Peer relations Drug rehabilitation e Entered in the COUNSELING PROGRAM field on the COUNSELING PROGRAMS screen to be included in the employee s record Resolution 4 alphanumeric characters Represents the status of the grievance Resolved Referred to committee Investigation Entered in the RESOLUTION CODE field on the EMPLOYEE GRIEV ANCE PROCESSING screen to be included in the employee s record EMPLOYEE ASSET TRACKING TABLE MAINTENANCE Major Record Course Results License Type Certification 4 alphanumeric characters Essential Integrated Data Ltd Essential HR Chapter 3 3 13 Course Degree Level Represents special certification the employee has for a specific skill or a job Entered in the CERTIFICATION CODE field on the SKILL INVENTORY screen 4 alphanumeric characters The COURSE CODE is a code for the name of the academic course which the employee or applicant took Business Law Typing In addition this manages codes which relate to specific coursework done outside of a degree program Examples Word processing II Entered
62. IONS screen select EMPLOYEE from the menu bar then click on EMPLOYEE LABOR RELATIONS and finally select DISCIPLINARY ACTIONS Bp Ersan F eooiet Daa LN Et Le Figure 6 5 Figure 6 6 The screen will appear as figure 6 6 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear Essential Integrated Data Ltd Essential HR Chapter 6 6 6 2 The user with the cursor in the EMPLOYEE NO field can click on the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees number and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Action Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the ACTION CODE POPUP LIST Action Date Standard date format Enter the date on which the disciplinary action was taken Discipline Code Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse key
63. LOYEE LOANS feature allows the user to enter view and change basic information such as amount and deduction Essential Integrated Data Ltd Essential HR Chapter 9 9 13 Company Loan Flan Plan Srarug oe dn Coda hlumbar of moria erployed before banat available Employee Shaina jeu Tira Par type Saary sl Daduciaon uses pra Tax dollars Maele casn Amint i Monthly Doduoten Ammouri Loan Pumpen Figure 9 17 The screen will appear as figure 9 17 appears until information is entered To display previously entered records perform one of the following tasks l Enter the COMPANY LOAN TYPE and press return then enter the COMPANY LOAN PLAN and press return If there is an existing record for the entered benefit type and code the remaining data will display can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record 2 With the cursor in the COMPANY LOAN TYPE field the user can click the BENEFITS MASTER FILE ICON and if there is an existing record the record s will appear in a popup list box Highlight the desired plan type in the list box click the EXECUTE ICON and the COMPANY LOAN TYPE and COMPANY LOAN PLAN will appear in the appropriate fields The following are fields not in the GENERAL FIELDS section which are in this screen Deduction Uses Pre tax Dollars No entry required Simply chec
64. ME field on the EMPLOYEE DEMOGRAPHICS screen to become part of an employee s record Worker s Comp 3 alphanumeric characters Represents the employee s classification for insurance purposes employees are classified by the nature of work they perform and the corresponding risks associated with their job The worker s comp code can be classifications used by the state or private agency Examples Clerical Assembler Executive e Entered in WORKMAN S COMP CODE field on the EMPLOYEE PAYROLL INFORMATION screen EMPLOYEE LABOR RELATIONS TABLE MAINTENANCE Absence Discipline Absence Reason Grievance Accident Grievance Reason Accident Location Disability Essential Integrated Data Ltd Essential HR Chapter 3 3 11 Absence 4 alphanumeric characters Represents type of absence Examples Family emergency Sick leave Extended leave o Entered in the ABSENCE CODE field on the EMPLOYEE ABSENCES screen to become part of the employee s record Absence Reason 4 alphanumeric characters Represents the reason behind the absence a more specific categorization Examples Flu Cold Sick leave Surgery Auto accident o Entered in the REASON CODE field on the EMPLOYEE ABSENCES screen to become part of the employee s record Accident 4 alphanumeric characters Represents the type of accident an employee was involved in Examples Shock Driving Machine related Peer related e Entered in the DESCRIPTION field on the EMPLOY
65. MPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Comments 5 lines 50 alphanumeric characters Enter any additional comments that relate to this record Department Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the DEPARTMENT CODE POPUP LIST Division Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the DIVISION CODE POPUP LIST End Date Standard date format o Enter the date on which the employee changed to another position or terminated employment if applicable Position 25 alphanumeric characters o Enter the employee s position title Examples Recruiter Sales Manger Foreman Primary Duties 30 alphanumeric characters o Use this field to note the employee s primary responsibilities Secondary Duties 30 alphanumeric characters Use this field to note additional secondary duties of the employee Start Date Standard date format Enter the date on which
66. N field on the POSITION MAINTENANCE screen 4 alphanumeric characters The EEOC manages codes which correspond to EEOC position descriptions Examples OFFICERS amp MANAGERS PROFESSIONALS TECHNICIANS SALES amp MARKETING OFFICE amp CLERICAL SERVICE WORKERS Entered in the EEOC CODE field on the POSITION MAINTENANCE screen to become part of a position record Eligibility 2 alphanumeric characters The Benefit Eligibility code represents the reason why the person is eligible to receive the benefit Examples Employee Spouse Dependent Entered in the ELIGIBILITY CD field on the BENEFIT PLAN MAINTENANCE screen to become part of a benefit record Essential Integrated Data Ltd Essential HR Chapter 3 3 7 Exam Results Events 2 alphanumeric characters Manages codes which correspond to findings in a medical exam or screening procedure Examples Heart condition Drug use Passed Re examine etc Entered in the EXAM RESULTS field on the EMPLOYEE MEDICAL MAINTENANCE screen to become part of the employee s record 4 alphanumeric characters Represents descriptions of events which qualify employees and or relatives to continue insurance coverage COBRA Examples Loss of dep Status Terminated Resigned Entered in the QUALIFY EVENT field on the RELATIONSHIP COBRA screen Hire Source 4 alphanumeric characters Represents to the way in which an employee was recruited Examples Referral Newspaper dd
67. NEFIT ADMINISTRATION maybe entered right click the mouse or press F9 Enrollment Date Standard date format e Enter the date the employee enrolls for investment benefits Participation End Date Standard date format Enter the date the employee s participation enrollment in this benefit ends FOR THE FOLLOWING SECTION ONLY THE FIELD EXPLANATIONS ARE NOT IN ALPHABETICAL ORDER BUT IN ORDER BY APPEARANCE ON SCREEN Deduction Method No entry required Simply select the appropriate choice by clicking on the DOWN ARROW next to the field Select AMOUNT if the employee is a regular salaried employee Select RATE if the employee is hourly and PERCENT if the employee works on commission or salary varies Deduction Frequency No entry required Simply select the appropriate choice by clicking on the DOWN ARROW next to the field Deduction Amount 4 numeric characters with 2 decimal places o If the method selected is AMOUNT the a fixed amount is deducted from the employee s check and therefore the CALCULATED DEDUCTION field is automatically filled in with this figure This field is fixed for rate hourly employees see deduction method because if the employee works overtime the overtime pay will not be included in the calculation for deduction For commissioned employees see deduction method the user enters the percent to be deducted from every pay period thus no matter how much money the employee does or does not eam for the
68. OBRA CODE MAINTENANCE CODES LIST REPORT COMPANY EQUIPMENT RECORD COMPANY INFORMATION COMPANY SERVICE RECORD COUNSELING PROGRAMS benefit COVERAGE BY EMPLOYEE REPORT CREATE company CURRENT POSITION CURRENT POSITION REPORT DATA CHECKLIST DENTAL benefit admin DENTAL employee records DISCIPLINARY ACTIONS EMPLOY EE APPLICANT NAME CHANGE EMPLOYEE DATA CHECKLIST EMPLOYEE DEMOGRAPHICS EMPLOYEE DOCUMENT MAINTENANCE EMPLOYEE IDENTIFICATION MAINTENANCE Essential Integrated Data Ltd 6 1 6 7 7 5 11 31 7 1 13 9 2 1 9 1 5 15 11 38 11 15 9 7 5 21 13 6 9 14 5 32 5 33 11 45 5 44 12 2 5 42 6 9 11 39 13 13 5 9 11 10 5 43 9 9 5 23 6 5 13 7 5 46 5 1 5 5 12 3 12 1 Essential HR Index EMPLOYEE LOANS benefit admin EMPLOYEE LOANS employee records EMPLOYEE REPORTS EMPLOYEE RECORD PURGE benefit ENROLLMENT BY PLAN REPORT EXIT FILE UTILITIES FORGOTTEN PASSWORD FORMAL EDUCATION GRADE TABLE MAINTENANCE GRIEVANCE PROCESSING HEADCOUNT REPORT HIRE DATA CURRENT STATUS HOME ADDRESS PHONE REPORT IMAGE MAINTENANCE INSURANCE benefit admin INSURANCE employee records INTRODUCTION INVESTMENTS benefit admin INVESTMENTS employee records LABOR RELATIONS LICENSES CERT PERMITS MEDICAL benefit admin MEDICAL employee records MEDICAL HISTORY MULTI COMPANY MAINT NEW HIRE REPORT OPEN COMPANY Essential Integrated Data Ltd II 9 11 5 28 11 16 13 7
69. OGRAPHIC INFORMATION before any other information can be entered Essential Integrated Data Ltd Essential HR Chapter 6 6 2 Figure 6 2 The screen will appear as figure 6 2 appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the ENTER key or double click with the mouse 2 The user with the cursor in the EMPLOYEE NO field can click on the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but 1f no records have been entered than all the employees number and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Absence Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the ABSENCE CODE POPUP LIST From Date Standard date format Enter the date of the first day of the absence Hours 3 numeric characters with 2 decimal places e If an absence is for a partial day enter the hours and minutes the employee was absent E
70. OYEE BENEFIT SCREEN The user may enter the allocation percentage if the employee chooses to invest Eligible Age 2 numeric characters Enter the age at which the employee becomes eligible for retirement benefits Enrollment Date Freq Standard date format Enter the date on which the employee enrolled for benefits No entry required Simply select the appropriate choice by clicking on the DOWN ARROW next to the field Retirement Age 2 numeric characters Enter the age at which the employee retired Retirement Date Standard date format Enter the date on which retirement benefits became effective Essential Integrated Data ltd Essential HR Chapter gt 5 21 Required Service Hours 6 numeric characters o Enter the number of hours an employee must work for the company before becoming eligible for retirement benefits Service Hours 6 numeric characters o Enter the number of hours the employee accumulated when benefits became effective Vesting Percentage 3 numeric characters with 2 decimal places o Enter the rate at which ownership or value of benefit is transferred to employee For example 1f the vesting percentage is 10 per year and the employee leaves the company after two years then the employee will receive 20 of the amount in the retirement fund BENEFICIARY INFORMATION Effective Date Standard date format o Enter the dates on which the primary and secondary beneficiaries became eligible fo
71. P LIST Category Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the CATEGORY CODE POPUP LIST Claim Number 10 numeric characters e Enter the claim number of the worker s compensation or other claim filed for this accident Comments 5 lines of 50 alphanumeric characters each o Enter any additional comments about accident and or employee Date Standard date format o Enter the date that the accident occurred Date of Death Standard date format o Enter the date of death if the employee died as a result of this illness accident Disb lllness o Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the DISABILITY CODE POPUP LIST Location Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the LOCATION CODE POPUP LIST Lost Work Days 4 numeric characters e Enter the number of days the employee was not able to work due to this accident illness Restrict Days 2 numeric characters Essential Integrated Data Ltd Essential HR 6 8 Chapter 6 6 9 Enter the number of days the employee might be restricted from performing regular work duties After entering all the fields sav
72. RAIT 6397 3 RUSTIC TRAIT 101 Jones William B EDE 11 01 1993 16 15 02 13 A Demographic Record Added End of report Elle option not available FILE UTILITIES SS Huan Fate llora det rmm isential HR By Essential lrdeqesied Osis Lid SET Lol Figure 13 22 Ste Epor EDIT fait AC es SP AEAN ERUN DESSA FI YS Figure 13 23 Essential Inteorated Data I td Essential HR Chapter 13 13 12 o The EXPORT feature writes index files to text files you use this feature to free up space that deleted records occupy on your hard drive The file selection menu shows the name by which your computer recognizes your data file An export file is a single disk file that has an EXP extension If the file you wish to export is not displayed in the list this utility does not apply to that particular file As the file is processed a record count displays in increments by one for each record processed When the export process is complete press ESC o Each data record is written to the export file on a separate line in ASCII format If the last field is alphanumeric trailing spaces are truncated Each record ends with a carriage return and line feed To export any file or multiple files simply click the radio buttons for the corresponding files and click the EXECUTE icon check mark to execute the files RESTORE Bp Estaria Feomie Caia
73. RESA 3 5 03 1994 End of report PERFORMANCE HISTORY REPORT A 2 I Hunan peni Infermakon bam 17 000 0000 0 NEW HIRE SETUP FEC Joe Sanchez Ex Esanlial integrated Der a Ltd Esp Fist Hi ary Aspe Figure 11 10 Essential Integrated Data Ltd 37 01 1933 4 30 1999 8 01 1939 1011 1999 1 11 1333 H LO 2000 0040000 5 03 1395 Essential HR Chapter 11 11 8 GEL Ltd Figure 11 11 This report follows the same format as the General Report This report contains review information concerning review date reviewer signatures review reason review rating review category and next review date Essential Integrated Data Ltd Essential HR Chapter 11 11 9 Date 3 10 1393 HE Test Compary Page 1 Time 0 26 50 EMPLOVEE PERFORMANCE HISTORY LISTING EMPLIFEES EY NUMBER EMP H FMPL YEE WME SIGHED REY DATE TYPE REVIEW REASON RATE OVERALL RATING NEXT REY RATED EY 1 Palmer Edvard N Y 1101998 STD standard review EXC EXCELLENT 2101999 SUPEPVISIUE MP PRESTON Y 5 12 1997 MERIT MERIT REVIEW EAC EXCELLENT 2000000 SUPERVISOR MP PRESTON CATEGUBY RATING ATEGORY FATIN EFE Efficiency En EXCELLENT MAT Management Ext EXCELLENT PERF Performance Ext EXCELLEET End of report APPLICANT SELECTION CRITERIA not complete a Human Resomios Inionmalion Spstem E Employee pphini Sore MES bi Tables dme Heb Bay end Fefcimencs F ZGrrck ant Selection Liisa Pia iar Krees Company Ap
74. Service Code 4 alphanumeric characters If applicable enter a civil service code for the employee Grade 3 alphanumeric characters This is the salary grade for the position assigned to the employee The POSITION ADMINISTRATION feature allows the user to assign salary grades to each position Hourly Rate 9 numeric characters with 2 decimal places The hourly rate range for the employee s step display at the bottom of the panel when the cursor is on the HOURLY RATE field The HOURLY RATE entered must fall within this range If the pay grade for the employee s position is hourly the user may use this field to enter the employee s hourly rate of pay Next Pay Review Standard date format Enter the date on which the employee is due a salary or wage review Next Performance Review Standard date format Enter the date on which the employee is due a performance review Pay Frequency No entry required Select the appropriate choice by clicking on the DOWN ARROW next to the field Pay Method No entry required Select the appropriate choice by clicking on the DOWN ARROW next to the field Essential Integrated Data ltd Essential HR Chapter gt 5 11 Per Pay Prd No entry required This field will automatically be calculated Position 15 alphanumeric characters Enter the position assigned to the employee Examples Programmer Accountant Salary Amount 11 numeric characters with 2 decimal places Get If th
75. T CESSATION Benefit Type Enter an alphanumeric code maximum of 3 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the BENEFIT TYPE CODE POPUP LIST Essential Integrated Data ltd Essential HR 2536 Chapter 5 2 39 COBRA Premium 5 numeric characters with 2 decimal places o Enter the total amount of premium due for the previously defined insurance provider if COBRA coverage is accepted Date Standard date format o Enter the date that COBRA coverage stopped Dependent Premium 5 numeric characters with 2 decimal places e Enter the amount of premium to be paid by the relation dependent if COBRA coverage is accepted Event o Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the EVENT CODES POPUP LIST Ins Provider Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the INS PROVIDER CODE POPUP LIST Date Ins Notify Standard date format o Enter the date that the insurance provider was notified that regular coverage would be converted to COBRA coverage kaka After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief
76. WN ARROW next to the field No of Dependents 2 numeric characters e Enter the number of dependents covered under plan Single Coverage No entry required Simply check the box if single coverage is desired PRE PAID LEGAL ES EMPLOYEE BENEFITS MAINTENANCE eoreecerseno Figure 5 22 The PRE PAID LEGAL feature follows the same format as the VISION feature For reference simply look to the above section Essential Inteorated Data I td Essential HR Chapter 5 2 20 INVESTMENTS im EMPLOYEE BENEFITS MAINTENANCE LEN m eee SEID Ltd Figure 5 23 E A AA prr ir Tr rl A BI IE Bin The screen will appear as figure 5 24 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and the corresponding name will appear Enter the PLAN TYPE and press return After entering the PLAN CODE and pressing return if the employee has an existing record for the entered benefit type and code the other data will display and changes can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record Z With the cursor in the EMPLOYEE NO field the user can click the BENEFITS MASTER FILE ICON and if an employee number has been entered the record s on file for that employee will appear in a popup list box If no records are on
77. a ltd Essential HR Chapter 5 5 15 Bank Transit 6 numeric characters e Enter the bank s transit number for the appropriate account Deposit Amount 4 numeric characters with decimal places o Enter the amount to be deposited in the appropriate account Use Direct Deposit No entry required Simply check the box 1f the employee chooses to use direct deposit BENEFIT SELECTION The BENEFIT SELECTION feature allows the user to set up benefit profiles for employees This is where the organization records the employee s benefit choices beneficiary and contribution amounts Note The user must enter an employee s DEMOGRAPHIC INFORMATION and establish benefit records in BENEFIT ADMINISTRATION under PLAN MAINTENANCE before any information can be entered in this feature To view the BENEFIT SELECTION screen select EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select BENEFIT SELECTION Hanss Fl san ma M MANET AE Flo Enoloves amp dwn Hemi PR Tabs raged Erpinen umegraphacr Ehe D ai Corer bata Erekaeg Labo Pala F Ergo ee os Tract E Ete Fate Parion Resa Medea Heia Len Fria Cong Saving B eoo By Ecart inbagrotad Darts Lie SEDs Ju Figure 5 10 Essential Inteorated Data I td Essential HR Chapter gt INSURANCE i EMPLOYEE BENEFITS MAINTENANCE C Medical C Betremernt C Cafataria Dental C Vision Pre Paid Legal t Investments C Employee Loa
78. ach file on screen and click on the Execute icon on the tool bar the check mark icon Repeat this step for screen 2 and 3 except on screen 3 do not select the Control CMPCTL file This will create all the HR data files in the HRxx subdirectory 7 If you want to use the same table codes that were created for company 00 or another company just copy the HRCODSOO data file to the HRxx subdirectory and rename it Essential Integrated Data Ltd Essential HR Appendix Il c EIDLHR HROO gt copy HRCODSO0O0 HRxx HRCODSxx 8 The new company is now ready for use If you have any questions please call for technical support Essential Integrated Data Ltd Essential HR
79. ak om departments Starting Division E Ending Division E Starting Department Ending Department Starting Employee eee Ending Employee Has Print In Order By C Employee Name Output Destination Display C Printer EID Ltd Figure 11 54 This report follows the same format as the General report Essential Integrated Data Ltd Essential HR 11 44 Chapter 11 F 5 Date 1 14 2000 Time 14 31 55 Completion Date 11 13 1328 Dept ADMN Administrative 13 Spencer Helen i Div HU Houston Passed 2 21 1938 Dept AUN Administrative 13 Spencer Helen 3 Div HJ Houston PR Contimuing Ed 35 hrs credit End af report CODE LIST G 1 Essential Integrated Data Ltd Employee Tuition Reimbursement Listing 11 45 Page 1 Employees Ey Humber Course Degree chool Year Qtr Grade Word Processing Bach of B A INVALID CODE 1958 i 3 5 Tuition Amount 150 00 Tuition Factor 100 00 Tuition Feim 150 00 Book Amount 15 00 Book Factor 100 00 Book Feim 15 0 Burn Care Treadmt Associates Degree INVALID CODE 199 1 Tuition Amount 300 00 Tuition Factor 100 00 Tuition Feim 300 00 Book Amount 35 00 Book Factor 100 00 Book Feim 35 00 This report contains information concerning the codes and their corresponding descriptions entered in the TABLES E Heman Huracan Serie By Essantial btagaied Data Lid SEb Du Figure 11 55 Essential Integrated
80. ally enter the employee name because the report is not in order by employee names If the user manually enters employee NUMBER the corresponding name will automatically appear as it does if the user selects the number from the list box Again the user does not have access to the EMPLOYEE NAME fields ALPHABETICAL ORDER If the user chooses this option the report can be viewed printed in order of employee NAMES If the user does choose this option the user has no access to any fields except the two NAME fields and those fields below The user simply enters which names the report is to start and end with and the corresponding employee numbers appear As similar with NUMERICAL ORDER the user may select an employee name from the LIST BOX Essential Integrated Data Ltd Essential HR Chapter 11 11 3 The user may enter any part of an employee s name such as half of the first middle or last name and the full name and number will appear However if more than one employee shares a first middle or last name than the name that appears may not be the desired name but one similar or the same To avoid such confusion simply enter as much of the employee s name as possible OR use the LIST BOX Again because the user has selected EMPLOYEE NAME order the user does not have access to any number fields or any fields pertaining to such With some reports the user has the option to include SALARY information and or terminated employees In th
81. along with corresponding rating codes This will become part of an employee s history Corresponding descriptions will automatically be entered Cessation 2 alphanumeric characters Represents the reason why COBRA was ended Examples Time expired Voluntary Stop e Entered in the CESSATION EVENT field on the RELATIONSHIP COBRA screen Citizenship 4 alphanumeric characters Represents the individual s country citizenship Examples USA Mexico e Entered in the NATIONALITY field on the EMPLOYEE DEMOGRAPHICS screen Deduction Frequency 4 alphanumeric characters Essential Integrated Data Ltd Essential HR Chapter 3 3 6 Represents the code corresponding to how frequently money is deducted from the employee s check to pay for benefit coverage if the company does not cover it Entered in the DEDUCTION CODE field on the Plan Maintenance screen under Benefit Admin Department Division EEOC 4 alphanumeric characters Represents department descriptions Maybe used to define sections within a specific division Examples Shipping Receiving Entered in the DEPARTMENT field on the POSITION MAINTENANCE screen Entered in the DEPARTMENT field on the SERVICE record screen 2 alphanumeric characters Represents the division where the employee works or where the applicant wishes to work Examples Accounting Marketing Finance Entered in the DIVISION field on the POSITION MAINTENANCE screen Entered in the DIVISIO
82. ance information The MEDICAL feature follows the same format as the INSURANCE feature For reference see the above section RETIREMENT Rena METH BT IEETARE NEEDS Figure 9 5 The RETIREMENT feature allows the user to enter view and change basic retirement benefit information such as eligibility and investment options Essential Integrated Data Ltd Essential HR Chapter 9 9 6 AT para Opi mie A De caua 1 8 NM Dred ter BH B Mari Braake Dsi NES Basseng A po i o maa keep rca imum ii Evi eyes Comida _ i i a ENEE an 8 Ern ice ue Cu bea iori m Vigi ad SE e E Ta Lord ELI DIR T num Kitan ke M dx im Figure 9 6 The screen will appear as figure 9 6 appears until information is entered To display previously entered records perform one of the following tasks l Enter the RETIREMENT TYPE and press return then enter the RETIREMENT PLAN and press return If there is an existing record for the entered benefit type and code the remaining data will display can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record 2 With the cursor in the RETIREMENT TYPE field the user can click the BENEFITS MASTER FILE ICON and if there is an existing record the record s will appear in a popup list box Highlight the desired plan type i
83. and selecting from the DIVISION CODE POPUP LIST Job Reason Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the JOB REASON CODE POPUP LIST LOCATION Department The DEPARTMENT CODE is a way of further defining the employee s organizational entity for reporting purposes Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the DEPARTMENT CODE POPUP LIST Location Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the LOCATION CODE POPUP LIST Loc Reason Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the LOCATION REASON CODE POPUP LIST SMSA Code 4 alphanumeric characters ds The user may use this field to enter a code for THE STANDARD METROPOLITAN STATISTICAL AREA SMSA in which the employee is located This code is NOT like the codes previously entered It is more like an abbreviation for the SMSA For example the user would NOT enter 01 DALLAS FT WORTH Instead the user would enter DSFW which could stand for the DALLAS FT WORTH SMSA if the employee was located there
84. andardizing salary and wage ranges Pay structures are made up of pay grades and within each pay grade a set up of pay steps Each step is associated with a minimum and maximum pay rate When the user assigns an employee to a position the user enters the employee s pay step and rate and the system checks to see that the pay rate is within the range for the step the user entered For each grade the user must establish 10 sets of low and high values steps for both salary and hourly rates To view the GRADE TABLE screen simply select ADMIN from the menu bar then select POSITION MAINTENANCE and finally select GRADE TABLE MAINTENANCE To review the functions of the toolbar refer to the ICONS LIST Essential HR By Essent s Laer Lata Li Figure 10 4 Note The user must set up GRADE TABLES before assigning employees to positions and entering pay rate information Furthermore steps should be established so that values are incremented as the next number is incremented grades should also be established sequentially Boe m nas Y Figure 10 5 Annual Salary Low 6 numeric characters with 2 decimal places each e Enter alow annual salary for the step Essential Inteorated Data I td Essential HR Unapter 1U 1U High 6 numeric characters with 2 decimal places each e Enter a high annual salary for the step Date Last Changed Standard date format o Enter the date on which the grade table was changed la
85. appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corres ponding name will appear To pull up previously entered information highlight the desired record in the list box and press the ENTER key or double click with the mouse 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the LICENSE CODE POPUP LIST Date Received Standard date format o Enter the date that the employee received the license or permit Expiration Date Standard date format Enter the date that the employee s license or permit will expire Insurance Company 30 alphanumeric character e Enter the name of the employee s insurance company Insurance Expiration Date Essential Integrated Data Ltd Essential HR Chapter 7 7 9 Standard date forma
86. ary of Occupational Injuries and Illnesses Report work related illnesses and injuries are reported by date employee name employee occupation department description of injury or illness cause date of death if applicable and lost days e COBRA Notification Report employees or dependents who qualify for COBRA coverage are listed along with qualifying date qualifying event date notified response date insurance plan type and whether or not coverage was accepted Section 89 Compliance Report this report lists employee name resident state citizenship status birth date hire date termination date marital status union status hours worked per week months worked per year number of dependents Section 89 status yearly compensation benefit plan membership and benefit contribution information I 9 Verification Report this report contains citizenship information document types submitted and expiration dates of documents These regulatory reports are automatically generated Thus the labor previously required to generate such data is greatly reduced Essential Inteerated Data I td Essential HR Chapter 3 3 1 INITIALIZE PACKAGE DATA FILES Initializing a file sets it up in its initial state If the file has never existed initialization will create it If the file previously existed and contained data initialization will delete the file and then recreate 1t with no data To initialize data files for the company
87. ated Dain Lod Figure 7 1 SKILLS INVENTORY The SKILLS INVENTORY SECTION allows the user to record information about the skills in which employees are proficient Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in this feature Essential Integrated Data Ltd Essential HR Chapter 7 7 2 Figure 7 2 The screen will appear as figure 7 2 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the ENTER key or double click with the mouse 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Certification o Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the CERTIFICATION CODE POPUP LIST
88. be allowed to enter information in the STARTING ENDING DIVISION and the STARTING ENDING DEPARTMENT fields If the user wishes to only view print one DIVISION the user simply enters the number 1 in the STARTING and ENDING DIVISION fields If the user wishes to view print only certain departments within a division the user simply enters the appropriate numbers in the corresponding DEPARTMENT fields f the user does not choose the two options the user will not have view to the corresponding fields Regardless of choices of division department and page break options the user will automatically have view to the STARTING ENDING EMPLOYEE fields The user simply chooses and enters which employee numbers the record is to start and end with If the user is unsure about which number corresponds to which employee the user can simply select the LIST icon and from that select the appropriate employee number the corresponding employee name will automatically appear in the NAME field but the user cannot manually enter the employee name because the record is not in order by employee names If the user manually enters employee NUMBER the corresponding name will automatically appear as it does if the user selects the number from the list box Again the user does not have view to the EMPLOYEE NAME fields ALPHABETICAL ORDER If the user chooses this option the record can be viewed printed in order of employee NAMES If the user c
89. casian render Male Mobile Phone 511 854 1474 Address 1 0394 Clay itreet Date of Birth 1 01 1377 Veteran H Handicapped H Terminated Address i PU Box oh Age 213 Marital Status Married Maiden Mame spouse Mame Joan Address 3 Texarkana Tx 15563 att CURRENT POSITION eg Hire Date 07 11 1997 Start Date 07 06 1998 Grade 001 Step 01 Pay Pate 0 Division HU Department CUST Location D ttt MEDICAL AFORMATION goes Height amp FT 01 IN 175 LB Blood Type Fartor D POS General Health Excellent Doctor Mame Dr Bruce Lasiter Doctor Phone 971 538 4174 Last Exam 04 15 1397 ext Exam 00 00 0000 Exam Results passed Preferred Hospital 3t Paul Medical Hospital Phone 114 785 3658 Hearing Exam 04 13 1337 Vision Exam 04 15 1337 Disabilities tatt PAYROLL INF RMATION sss Federal WH Exempt i State WH Exempt 0 City WH Exempt 0 Worker s Comp Code WEL Filing Status M Additional Federal WH 00 Additional State WH 5 00 Additional City W H DI Additional Fed WH Typ P Additional State WH Typ P Additional City WH Typ D Direct Depositor Y l Bank Mame Chase Bank Abreu Transaction Ho 5423456738 Bank Account Ho 651987432 Account Typ Amount Typ F i Bank Home Chase Bank Abreu Transaction Ho 054254678 Bank Account Ho 676513454 Account Typ Amount Typ B 31 Bank Name Banh Abrey Transaction No O00000000 Bank Account Ho Arcount Typ Amount Typ 41 Bank Mame Banh Abrew Transaction Mo 00000000 Kank Account Ho Account
90. ce records are handled by separate applications The EMPLOYEE RECORDS feature allows the user to perform the following tasks e Establish demographic information when an individual is employed by the organization e Document and manage employment events and entry of pertinent dates hire date termination date etc e Maintain current employee status e Document issuance of company property e Assign and update employee benefits e Establish company service records for an employee Note To maintain the most accurate and up to date employee records process HR information daily whenever a change occurs with an employee s record Examples Marital status Termination Change in benefits Address change etc Prior to routine processing the user must enter information into the CODES MAINTENANCE TABLE GRADE TABLE MAINTENANCE POSITION ADMINISTRATION and BENEFIT ADMINISTRATION files The user must enter EMPLOYEE DEMOGRAPHIC information before the user can enter any additional information for an employee GETTING STARTED From the MASTER MENU select EMPLOYEE then select EMPLOYEE RECORDS to see Figure 5 1 A list of the various features used to maintain employee records appears To view the EMPLOYEE DEMOGRAPHICS screen select EMPLOYEE DEMOGRAPHICS and the screen appears figure 5 2 To see SCREEN 2 click the SCREEN 2 ICON to review the functions of the toolbar refer to the ICONS LIST Many fields such as CITIZENSHIP require no entry because
91. ce information Examples of INSURANCE PLAN CODES are life or disability Examples of INSURANCE PLAN TYPES are family or employee The INSURANCE BENEFIT feature contains most of the fields in the GENERAL FIELDS section Pis Cade Erckae Sint Protos S esae O oe eee Fraidn Mangkr Esfera ova rara star Luducinu Gel Rect Eri mie Dain 15 5Y X001 P Thine pha Tepeaca rias UOODRA Comp Figure 9 3 The screen will appear as figure 9 3 appears until information is entered To display previously entered records perform the following tasks L Enter the PLAN TYPE and press return then enter the PLAN CODE and press return If there is an existing record for the entered benefit type and code the remaining data will display can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record 2 With the cursor in the PLAN TYPE field the user can click the BENEFITS MASTER FILE ICON and if there is an existing record the record s will appear in a popup list box Highlight the desired plan type in the list box click the EXECUTE ICON and the PLAN TYPE and CODE will appear in the appropriate fields Essential Integrated Data Ltd Essential HR Chapter 9 9 5 MEDICAL Here E E gt ma Len dci www ee IT Figure 9 4 The MEDICAL feature allows the user to enter view and change basic medical insur
92. ch of the benefits that your company supports Examples Universal Life Term Essential Integrated Data Ltd Essential HR Chapter 3 3 9 e Entered in the PLAN CODE field on the PLAN MAINTENANCE screen under Benefit Admin e Entered in the INVESTMENT PLAN field on the INVESTMENT BENEFIT MAINTENANCE screen Program 4 alphanumeric characters Represents a specific venture or undertaking for the division Examples Fund raising Atlantis Convention plan e Entered in the PROGRAM CD field on the AUTHORIZED POSITION MAIN screen to be included in a part of the position record Provider 4 alphanumeric characters Represents the name benefit plan s name Examples Fidelity Prudential Mutual e Entered in the INS PROVIDER field on the RELATIONSHIP COBRA screen Property 4 alphanumeric characters Represents descriptions of properties issued to employees that are owned by the company Examples Computer terminal Door key o Entered in the PROPERTY CODE field on the POSITION MAINTENANCE screen for each employee Rating 4 alphanumeric characters Represents performance levels Examples Excellent Satisfactory Qualified o Entered in the OVERALL RATING field on the PERFORMANCE REVIEW screen to become part of an employee s performance history o Entered in the RATING field on the PERFORMANCE REVIEW screen Rehire 2 alphanumeric characters Represents the eligibility of a re hire Examples Eligible Approved Caution o Ent
93. cord is on file matching the employee number the PLAN TYPE and the PLAN CODE the data for the remaining fields will display 3 To see a list of all employee insurance benefit records on file click on the BENEFITS MASTER FILE ICON Select the desired record by highlighting the appropriate row and clicking on the EXECUTE ICON or double click on the desired row After the popup box disappears the cursor will be positioned in the employee number field Press return until the cursor exits the PLAN CODE field to display the data for the remaining fields DEFAULT FIELDS The Provider Deduction Code Loan Purpose and Plan Status fields will display the data entered from the BENEFIT MASTER RECORD for the plan selected Data CANNOT be changed on this screen Date of Loan No entry required Date that employee enrolls for benefits will be inserted Deduction Amount 4 numeric characters with two decimal places e The amount deducted from employee s paycheck until loan is paid off Frequency No entry required Simply select the appropriate choice by clicking on the DOWN ARROW next to the field Loan Amount 7 numeric characters with 2 decimal places Essential Inteorated Data I td Essential HR Chapter gt Enter the amount of money loaned to employee SAVINGS MA E MAINTENANCE C Insurance Medical Retrermerd C Cafeteria F Dental C Vision C Pre Paid Legal investrrants C Employee Loans Select the appropria
94. e location of the accident and other related information OSHA reports use this information Note The user must enter an EMPLOYEE S DEMOGRAPHIC information before any other information can be entered To view the ACCIDENT INJURY screen select EMPLOYEE from the menu bar then click on EMPLOYEE LABOR RELATIONS and finally select ACCIDENT INJURY Dr Exam irigi Dala Lid Ladd Figure 6 7 ha quo T Hrkruaarg Arc ri imay Hariri Figure 6 8 The screen will appear as figure 6 8 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear 2 The user with the cursor in the EMPLOYEE NO field can click on the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees number and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Essential Integrated Data Ltd Essential HR Chapter 6 Accident Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the ACCIDENT CODE POPU
95. e CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the SCHOOL CODE POPUP LIST Subject Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the SUBJECT CODE POPUP LIST Re After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s training Each record entered under the same employee will appear in the record list box To pull up all TRAINING information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields LICENSE CERT PERMITS The LICENSE CERT PERMITS feature allows the user to record and track issuance of licenses and permits to employees Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in this feature To view the LICENSE CERT PERMITS screen select EMPLOYEE on the menu bar then select EMPLOYEE ASSET TRACKING and finally select LICENSE CERT PERMITS By Exeental Integested Lon Lii Figure 7 7 Essential Integrated Data Ltd Essential HR Chapter 7 7 8 Figure 7 8 The screen will appear as figure 7 8
96. e Search Report The report will identify all employees whose records match specified search criteria e Entered in the SKILL CODE field on the SKILL INVENTORY screen o Entered in the SKILL CODE field on the APPLICANT S SKILL INVENTOR Y screen to be included in the Applicant s files Entered in the SKILL CODE field on the APPLICANT S SEARCH CRITERIA The code entry will be checked as criterion used to produce an Applicant Search Report The report will identify all employees whose records match specified search criteria Subject 4 alphanumeric character Represents codes which corresponds to coursework the employee took Examples Business law Accounting e Entered in the COURSE NAME field on the TUITION REIMBURSEMENT screen to become part of an employee e Entered in the SUBJECT CODE fields on the EMPLOYEE ADDITIONAL TRAIN EDUCATION screen to be included in the employee s record e Entered in the SUBJECT CODE fields on the APPLICANT ADDITIONAL TRAIN EDUCATION screen to be included in the applicant s record Test 2 alphanumeric characters Represents the name of the test that the applicant or employee took Examples Typing Bookkeeping e Entered in the TEST CODE field on the EMPLOYEE TESTING screen e Entered in the TEST CODE field on the APPLICANT TESTING screen APPLICANT TRACKING TABLE MAINTENANCE Response Essential Integrated Data Ltd Essential HR Chapter 3 3 16 Interview 2 alphanumeric characters Rep
97. e appropriate choice by clicking on the DOWN ARROW next to the field Gender No entry required Simply select the appropriate gender Marital Status No entry required Select the appropriate choice by clicking on the DOWN ARROW next to the field Veteran No entry required Select the appropriate choice by clicking on the DOWN ARROW next to the field Essential Integrated Data ltd Essential HR Chapter gt EMPLOYEE DEMOGRAPHICS SCREEN 2 El e droen Er aa reese ME S ll ele fel De TECUTT Ereren Linke ster mene Han rela Levee V Decanardaica 1 e lt pain A E d L sa marier T Spt Ts o Pre B Fee Eie pat Has Wiese KS GEZ EET Lu Figure 5 3 The EMPLOYEE NO and NAME from SCREEN 1 will automatically carry over into SCREEN 2 CITIZENSHIP LO Documentation 1 Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the I 9 STATUS CODE POPUP LIST Exp Date 8 numeric characters e Enter the date in the MM DD Y Y Y Y format LO Documentation 2 Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the I 9 STATUS CODE POPUP LIST Nationality Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar brow
98. e employee s home phone number Last Name 16 alphanumeric characters Enter the employee s last name Mobile Phone 12 numeric characters Enter the employee s mobile phone number Middle Initial alphanumeric character o Enter the first letter of the employee s middle name Nickname 9 alphanumeric characters Enter the employee s nickname if applicable Essential Integrated Data ltd Essential HR 2 3 Chapter gt 5 4 Pin 12 numeric characters o Enter the employee s pin number password Salutation 14 alphanumeric characters Enter the salutation the employee goes by Examples Mrs Dr Miss Social See No 9 numeric characters The SOCIAL SECURITY NUMBER cannot be all zeros If the employee currently has no social security number enter a dummy number such as all 9 s and change this as soon as the employee receives a valid number o Enter the employee s social security number State No entry required Select the appropriate choice by clicking on the DOWN ARROW next to the field Work Phone 10 alphanumeric characters Enter the employee s work phone number or extension Zip Code 11 alphanumeric characters Enter the zip code In the case of an extended zip code you may enter the number with a dash to format out to ten characters PERSONAL INFORMATION Disability No entry required Simply check the box 1f the employee has a disability Ethnic Origin No entry required Select th
99. e example screen shown the DISPLAY SALARY INFORMATION field is grayed out because salary information does not apply to the report But if salary information does apply the field will resemble other fields and the user has the option to include salary information The user also has the option to DISPLAY or PRINT the report however the user may do both or simply choose one or the other DISPLAY If the user wishes to choose this option simply select the field Although the user chooses this option the user must select the PRINT ICON Automatically a PRINTER DIALOGUE BOX appears so that if the user wishes to display and then print the report the user can do so In this case the DIALOGUE BOX is available for the user to simply select a printer just in case the report is printed after viewing Print Printer Mame SSS eee a Properties Status Default printer Ready Type HP Laserlet 4000 Senes PCL 6 Where SEIDLNTTSHPLaserdK Comment Copies fe Al Number of copies Pages fram tor EE jl allete Selection Cancel Print range Figure 11 3 The user simply needs to select the desired printer and click OK The report then appears as it would be printed To VIEW previous and next pages the user can 1 Select FILE NEXT or PREVIOUS PAGE from the menu bar Essential Integrated Data Ltd Essential HR Chapter 11 11 4 OR 2 Press CTRL and PAGE UP DOWN
100. e keys or highlighting and selecting from the PROPERTY CODE POPUP LIST Return Date Standard date format Enter the date that the employee returned the company property Serial Number 15 numeric characters Enter the serial number of the issued property if applicable Value 7 numeric characters with 2 decimal places o Enter the monetary value of the company property on loan to the employee Rx After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s equipment record Each record entered under the same employee will appear in the record list box To pull up all EQUIPMENT information for an employee simply highlight the name in the record list box and double click the left mouse Essential Integrated Data ltd Essential HR Chapter 5 2 46 button The information will appear in corresponding fields EMPLOYEE DATA CHECKLIST The EMPLOYEE DATA CHECKLIST feature allows the user to keep track of all the necessary information for employee records The user can use this feature as means of checking off each piece of required information as the employee submits it and or the organization approves it To view the EMPLOYEE DATA CHECKLIST screen simply select EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select EMPLOYEE DATA CHECKLIST
101. e pay grade for the employee s position identifies as being compensated at as amount per year the user may use this field to enter the employee s annual salary The salary range for the employee s pay step displays at the bottom of the panel when the cursor is on the salary amount field The annual salary amount entered must fall within this range Shift Code alphanumeric character o Enter the code symbol for the shift the employee works Shift Premium 4 numeric characters with 2 decimal places o If applicable enter the amount or premium assigned to the employee s shift Start Date Standard date format o Enter the date on which the employee will begin work in his her currently assigned position Step 2 alphanumeric characters Low and high salary steps are established for each position in THE POSITION ADMINISTRATION FILE Each salary step defines a range of compensation amounts The steps taken together represent a line of progression in compensation associated with the position Supervisor 15 alphanumeric characters o Enter the name of the employee s supervisor ORGANIZATION Date Assigned Standard date format Enter the date on which the employee was assigned to work in the division Essential Integrated Data ltd Essential HR Chapter gt 5 12 Division Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying
102. e the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the accident report Each record entered under the same employee will appear in the record list box To pull up all ACCIDENT information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields COUNSELING PROGRAMS The COUNSELING PROGRAMS feature allows the user to record information about the counseling features in which employees participate The user may record the program s date counselor and various comments concerning the counseling program Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any other information is entered To view the COUNSELING PROGRAMS screen select EMPLOYEE from the menu bar then click on EMPLOYEE LABOR RELATIONS and finally select COUNSELING PROGRAMS Ela CZE red Ir den Gapa EA Tables rap Help Emplopss Bez Empire feel Trek i Pap Riba Paca Hoama F De Esmnjal integrated Doris Lid Figure 6 9 Essential Integrated Data Ltd Essential HR Chapter 6 6 10 mi ridge 1 abor leese gt same Matslapnspce Figure 6 10 The screen will appear as figure 6 10 appears until information is entered To display previously entered records perform one of the followi
103. e user can select to print the report by all dates in which case the user will not have access to any other field except the salary information field and the output destination field Or if the user wishes to select the dates that are to be included in the report simply enter the dates in standard date format See the sample report shown below Essential Inteorated Data I td Essential HR Unapter 13 15 1U Date 5 15 2001 HE Test Company Time 15 06 30 AUDIT TERFAHS ACTION REPORT Listing By Date e aA o oc ob AAA AAA AAA AAA AAA AAA AAA 0E ob 0E 2E ob 2E 2E E 0b 2E E 2E 2C 2E E 2E AAA a DE E DE DEDE BEG DATE Earliest END DATE Latest Hame Emp DI di Neo Value User Date Time TYF File Field p pb pz ob ob p DE ob d d ob 0E ob ob ob d d 0b ob s aa ob ob E ob o b ob o o ob ob ob ob ob ob ob ob ob ob ob ob ob ob ob ob o p v p DE E DE DE E DEDE E DEDE DE ob DE 0E ob DE d d d ob a ob ob o ob ae DE DE DEDE 101 Jones William B EDE 4404 1999 16 15 02 13 A Demographic Record Added i Levine susam M Da 11 05 1939 12 15 29 66 C Demographic Address 1 2037 Mindward Ave 2038 Winward Ave 3 WILSON HARK T WS 14061999 16 38 43 48 C Demographic Address 1 5338 3 RUSTIC TRAIL 6397 3 FUSTIC TRAIL 3 WILSON HARK T DJ5 11 05 1999 16 40 36 42 C Demographic Address 1 5337 3 RUSTIC TRAIL h338 3 FUSTIC TRAIL 3 WILSON HARK T DJ5 11 05 1999 16 42 00 56 C Demographic Address 1 6346 3 RUSTIC TRAIL 6397 3 RUSTIC TRAIL End 0f report BY USER DATE If the
104. e user to record and maintain information regarding labor relations events The EMPLOYEE LABOR RELATIONS file allows the user to perform the following tasks e Employee Absences e Employee Grievances e Disciplinary Actions e Accidents illnesses e Employee Counseling GETTING STARTED From the MASTER MENU select EMPLOYEE then select EMPLOYEE LABOR RELATIONS to see Figure 6 1 A list of the various features used to maintain employee labor records appears To view the ABSENTEE TRACKING screen select ABSENTEE TRACKING and the screen appears figure 6 2 To review the functions of the toolbar refer to the ICONS LIST toe plo sia Fe Ho God k n div n Espot En pika lage Hen Enpi ee Flecord Erekeng Liakor Fake P Engle mpi Tre np E Par Aa Pedra Parma cr Fa leer Dy Esspnrdiallrmiearate Data Lick Figure 6 1 ABSENTEE TRACKING The ABSENTEE TRACKING feature allows the userto record and track employee absences With it the organization records absentee information by type and reason The user includes information for each absence such as the length of absence the dates and whether or not the employee was paid HR allows you to differentiate absentee time period For example the user may establish categories for vacation sick leave comp time maternity leave unexcused time funeral leave and accident leave These categories may be used for management analyses Note The user must enter an employee s DEM
105. ecord Deduction Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the DEDUCTION FREQUENCY CODE POPUP LIST Deduction Uses Pre tax Dollars No entry required Simply check the box if the deduction uses pre tax dollars Employee Status No entry required Select the appropriate choice by clicking on the DOWN ARROW next to the field Months before Coverage Starts 2 numeric characters o Enter the number of months until the employees coverage begins Monthly Contributions Employee 4 numeric characters with 2 decimal places o Enter the contribution that the dependent or the company pays 1f 1t 1s fixed Dependent 4 numeric characters with 2 decimal places o Enter the contribution which the dependent or the company pays 1f 1t 1s fixed Monthly Premiums Employee 4 numeric characters with 2 decimal places Enter the premium applicable to the employee 1f it is fixed Essential Integrated Data Ltd Essential HR Chapter 9 9 3 Dependent 4 numeric characters with 2 decimal places Enter the premium applicable to the dependent 1f it is fixed Next Enrollment Date Standard date format Enter the date of the next coverage enrollment Options Only 1f the user checks the option box is access allowed to the corresponding fields This function works in order to compress and roll all information to the top of the li
106. ect EMPLOYEE ASSET TRACKING and finally select EMPLOYEE TESTING T Hanan Hesse it E ge Delia Ch MAREO al ve dne Paper EP Les Fee bad Ey Essardal infagiacd Daba Ld Figure 7 9 Essential Integrated Data Ltd Essential HR Chapter 7 7 10 Ted FE TA aja ce j Figure 7 10 The screen will appear as figure 7 10 appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the ENTER key or double click with the mouse 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Administered By 33 alphanumeric characters e Enter the name of the individual or company or school who administered test Date Taken Standard date format e Enter the date that the employee took the test Location o Enter an alphanumeric code maximum of 2 characters OR c
107. ect REPORTS and then select the desired report Note however that many reports have individual menu boxes that contain more specific reports that can be viewed and or printed This chapter begins with a general explanation of instructions and of information that is contained in every report more specific information for each report is explained in further detail To review the functions of the toolbar refer to the ICONS LIST e Homan Resource infomation Gamm File Lechue Appt into Adm SZ ed By Essential Imocratad Data Lr PEI lxi Figure 11 1 GENERAL REPORT The following information applies to every report Essential Integrated Data Ltd Essential HR Chapter 11 E Employee Dala Checklist Remoil Cratput by dre cnie perime order Page boak on departments Starting Cision i E Ents Doiio d E A Smr npDeperment a Eneting Department E 00 fo Starting Enns A Ia wel poepanaee Ip f Slee ATT mo et Na Output Demann C Dknbu C Prrie VEID Lad Figure 11 2 The user has the option to view and or print the report in order of EMPLOYEE NUMBER or in order of EMPLOYEE NAME thus the report can either be in numerical or alphabetical order NUMERICAL ORDER If the user chooses this option the user also has the option to display print the report by division department numbers If the user chooses to view print the report by division departments the user must select the f
108. ect the appropriate choice by clicking on the DOWN arrow next to the field Blood Type 2 alphanumeric characters e Enter the correct BLOOD TYPE Examples AB A B Disabilities 19 alphanumeric characters o Enter any disabilities the employee has Essential Inteorated Data I td Essential HR Chapter gt Exam Results Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the EXAM RESULTS CODE POPUP LIST General Health No entry required Select the appropriate choice by clicking on the DOWN ARROW next to the field HBV Vaccine Standard date format Enter the date the employee received his her HBV VACCINE Height Feet 1 numeric character Inches 2 numeric characters e Enter the height in each field of FEET and INCHES Hospital Phone 10 numeric characters Enter the hospital s phone number that the employee wishes to be taken to in case of emergency OR the phone number where the employee s doctor maintains practice Last Exam Standard date format o Enter the date of the employee s last physical exam Last Hearing Exam Standard date format o Enter the date of the employee s last heating exam Last Vision Exam Standard date format Enter the date of the employee s last vision exam Next Exam Standard date format e Enter the date the employee should OR plans to take his her next e
109. ed User Field 3 M Skills Data Formal Education Data M Additional Training Data M License Certification Data M Employee Testing COMPANY REPORTS These reports contain information concerning employees telephone numbers rank status within the company hirings terminations and dependents Henman Musraca india oa Da Grape Gre bis chu EXAM ESA Tabla parges Appian alarcon Catena By Essantial imapgered Daba Lid ER Lu Figure 11 34 Essential Integrated Data Ltd Essential HR Chapter 11 11 31 ANNIVERSARY LISTING E 1 E Emolegen Anniversary Liskin Figure 11 35 This report follows the same format as the General report This report contains information concerning important employee dates such as hire date termination date pay rate review date and performance review date E 1 Date 9 30 1999 HP Test Compam Page 1 Time 16 40 56 EMPLOYEE AHHIVERSEAEY LISTING EMPLOYEES BY HUMBER EMP HO EMPLOYEE MAME ORIG HIRE DATE LAST HIPE DATE YES SERVICE PAY RATE BEA DATE PERF DEA DATE Palmer bl Edvard 113 1997 113 1997 nz 930 1993 3 15 1999 i Lewine Susan M 50519965 5051996 n3 603 1999 6031993 End of report Essential Integrated Data Ltd Essential HR Chapter 11 11 32 TELEPHONE DIRECTORY E 2 rz Hunan ES EID re M e Pp iL ENSE E Lal Figure 11 36 Employee Telephone Lichng Figure 11 37 This report follows the same format as the General report This report co
110. ed record in the list box and press the ENTER key or double click with the mouse 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLO YEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees number and names will appear and the user needs to simply highlight which employee is to be entered click the CHECK ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Category Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the CATEGORY CODE POPUP LIST Essential Inteorated Data I td Essential HR Chapter 3 S J Employee Signed No entry required Simply click the check the box if the employee signed the review Next Review Date Standard date format o Enter the date of the employee s next review Overall Rating o Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the RATING CODE POPUP LIST Rated By 32 alphanumeric characters o Enter the name of the employee who conducted the review Rating o Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displayi
111. ed year to date for the position Currently Filled 3 numeric characters If the user is establis hing this position for the first time enter the number of employees currently assigned to this position When an employee is assigned to this position in the EMPLOYEE RECORDS feature this number will be automatically incremented Likewise when an employee is assigned to a different position or is terminated this number will be automatically decremented Filled YTD Grade Level 3 numeric characters Enter the number of vacancies for the position that have been filled year to date 3 numeric characters This value references the pay grade table that defines minimum and maximum pay rates Enter the three characters pay grade that is assigned to the position 3 numeric characters Enter the employee s salary level Max Projected Annual Cost 9 numeric characters with 2 decimal places Enter the maximum projected annual labor cost associated with this position No need to enter a comma Note In recording projected costs be sure to include the number of employees that may be assigned to the position as part of the projected budgeted and expended costs The Currently Filled value for each position will provide additional assistance in calculating costs Essential Integrated Data ltd Essential HR Unapter 1U 1U 5 Min Projected Annual Cost 9 numeric characters with 2 decimal places Enter the minimumprojected a
112. egrgdigeggei Darts lii Figure 9 1 PLAN MAINTENANCE The user can have various records under the same benefit such as INSURANCE or DENTAL The user may choose to set up records within these categories varying by TYPE and or CODE For example under the INSURANCE benefits the employer may offer disability coverage type available to the employee s family code Or the employer may offer disability coverage available only to the employee Another TYPE of coverage under INSURANCE maybe life type available to the employee s family Furthermore the employer may offer just one TYPE of insurance coverage which may be available with several different codes Within each benefit INSURANCE MEDICAL DENTAL Etc the employer can offer varying TYPES with the same CODES for each TYPE Or the employer can offer varying TYPES with varying CODES as well The following information describes common fields that most of the benefit screens have Essential Integrated Data Ltd Essential HR Chapter 9 9 2 Calculation Method Percentage No entry required Simp ly check the box if the amounts are to be calculated by percentage COBRA Coverage No entry required Simply check the box if COBRA coverage is included Coverage 7 numeric characters with 2 decimal places o Enter the amount of basic coverage can be the maximum fixed or vary by employee in which case the user would leave blank and enter coverage amounts in the employee s r
113. ential HR By Essential imegraled Data Lid SED lol Figure 13 3 Lemay a LExmmrntial integrated Data Ltd Phores H esses a Adde 1 525 22nd Screen Fosa H B Ah E Euis E E LS Graae Lee O Aud Til Age E Lisa Papiol rimana Liss Fpa Parodi Fin Path FF Lise Guira Eri piese Hiris LOB BT AT NAAA Fea Hga E iple Mere i85 T uia Petras poc a adi Piao Ca rpa Fis Paih Hee Ap plc dare Hirak D 1B AST DT POTE E 5 123456 Pup Data zi Laa dk Sens Uru irange Fins lira Filas Pauh Hueste of Be Parada Accom YTD a O O00 And of Hia wi Dra 8 Figure 13 4 Enter the appropriate information in the top half of the screen Be sure to enter the COMPANY NAME and COMPANY INFORMATION and not employee information Simply check the boxes if you want to use AUDIT TRAIL JOURNAL PASSWORDS and AUTOMATIC NUMBERING for employees and or applicants simply enter the appropriate information in the corresponding fields and pathways MULTI COMPANY MAINT The MULTIPLE COMPANY feature allows the user to enter the company ids that are used in the SWITCH COMPANY feature The user sets up multiple companies in this feature Essential Inteorated Data I td Essential HR 132 Chapter 13 Him Pei oia Ai ON Enea Zort ki Z re Paperin BR lacks be Essential HR By Escantial lidegrated Data Hel FEL Lid Figure 13 5 im Define Multiple Companies ddd e Company
114. er 4 Essential Integrated Data Ltd 42 SCREEN icon Allows user to change to the desired screen will have screen icons that function with multiple screens NOTE icon Allows user to attach a note additional information LIST icon Allows user to view and keep track of codes entered for a particular table In addition allows user to see a list of employees whose information has been previously entered in the particular screen PICTURE icon Allows user to view the employee s picture in the employee demographic screen SEARCH icon Allows user to search the file of employee images and documents EXECUTE icon Allows user to insert information from a table list PASSWORD TYPE icon Allows user to enter the password type and save it for an employee MULTIPLE KEY LIST icon When a record has multiple key fields the regular list icon will popup a list of choices for the individual field The Multiple Key List icon will popup a list of all records Examples are position records work history records benefit plans Essential HR Chapter gt 5 1 EMPLOYEE RECORDS The EMPLOYEE RECORDS feature groups together records concerning demographics hire data employee status employee position employee benefit selection medical history relation names COBRA information tuition reimbursement and company service information Other employee records such as Labor Relations Employee Assets and Pay Rate Performan
115. er s employee counseling record HI Program Conflict Resolt Starting Date 03 05 1938 Ending Date 04 05 1998 Counselor Dr Beaton Freqency 1 Organization in house ARA FICATION gg ATTENDED BEGINNING 00140000 TO 0536 1979 Estimated Completion 00000000 Completion Date 05 26 1979 Credit Required 136 Credit to Date 13 Status Degree Bach of Science achool Harvard University Major Electrical Engineerg Minor Business ATTENDED BEGINNING 00f13 0000 TO 05 21 1367 Estimated Completion 00 00 0000 Completion Date 05 21 1967 Credit Required 186 Credit to Date 13 Status Degree Bach of Science achool Mass Inst of Tech Major Electrical Engineerg Minor Computer Science ATTENDED BEGINNING 05151993 TO 05 21 1937 Estimated Completion 00000000 Completion Date 05 21 1997 Credit Required 186 Credit to Date ill status GRADUATE Degree Bach of Science achool Mass Inst of Tech Major Electrical Engineerg Minor Computer cience tttttttt DRIEJENDES itttttta Date Filed 11 25 1938 Grievence Inadequate Pay Date Resolwed 12 07 1998 Resolution settlement WxExXEXXXXX LICENSES mor pot o o oot o otc License Type DRIVERS LICENSE License Code Cmecl Drv Licsn Date Received 0530 1999 Expiration Date 09 15 2002 License Mo state Issued Er AK Liability Insurance Y Insured by amece ins co inc Insurance Expiration Date 07 16 1999 Essential Integrated Data Ltd Essential HR Chapter 11 11 28 D 5 Date 1 14 2000 Essential In
116. ered in the REHIRE CODE field on the EMPLOYEE DEMOGRAPHICS screen to become part of an employee s record Review 4 alphanumeric characters Represents the type of review the employee received Examples Annual Reassignment Probationary Monthly Entered in the REVIEW TYPE field on the PERFORMANCE REVIEW screen to become part of the employee s performance history Essential Integrated Data Ltd Essential HR Chapter 3 3 10 Status 4 alphanumeric characters Represents the employee s status within the company Examples Full time Temporary Part time o Entered in the STATUS field on the APPLICANT DEMOGRAPHICS screen to become part of an applicant s record Status Change 4 alphanumeric characters Represents the reason an employee changes job status such as from full time to part time or vice versa Examples School Illness Cutbacks e Entered in the STATUS CHANGE field on the HIRE DATA CURRENT STATUS screen Termination 4 alphanumeric characters Represents the reason that an individual left the company Examples Voluntary Layoff Fired Entered in the TERM REASON field on the EMPLOYEE DEMOGRAPHICS screen to become part of an employee s record Entered in the LEAVE REASON field on the APPLICANT PRIOR EMPLOYMENT screen to become part of the applicant s record Union 2 alphanumeric characters Represents the employee s union name Examples Teamsters AFL CIO Teachers Association Entered in the UNION NA
117. es for each position e Assign a pay grade and pay step range to each position and designate a position as either salaried or hourly Establish information used in a payroll system interface and designate general ledger account numbers and associated accounting information related to each position e Establish requirements for each position in terms of necessary skills education and licenses GETTING STARTED From the MASTER MENU select ADMIN then select POSITION MANINTENANCE to see Figure 10 1 A list of the various features used to maintain position records appears To view the POSITION MAINTENANCE screen simply select ADMIN from the menu bar then select POSITION MAINTENANCE figure 10 1 and finally select POSITION MAINTENANCE again To review the functions of the toolbar refer to the ICONS LIST POSITION MAINTENANCE SCREEN 1 Fas ated D rl od istae ETT EI Pale E3 Ele pehe zpiig TI Beet En Laf sp zi Tr p nm Factor H anie arca Ejegualos Fagor Carm latin Haras Essential HR By East erid Dita 114 RET Led Figure 10 1 Essential Inteorated Data I td Essential HR Chapter 1U 1U 2 Petia Hairie e ia alul ma eee E Figure 10 2 Civil Service Code 4 alphanumeric characters If applicable enter a civil service code for the position Degrees o Enter an alphanumeric code maximum of 3 characters OR choose a code from the CODES TABLE by browsing with the t
118. es to choose this option simply select the field The user then selects the PRINT ICON Automatically the PRINTER DIALOGUE BOX appears so that the user can select a printer The user then selects OK and the record prints If the user wishes to CANCEL the print job simply select the CANCEL pushbutton bes Print Job Status Records Printed ES Figure 8 8 PERFORMANCE REVIEW ENTRY MAINT The PERFORMANCE REVIEW ENTRY MAINT feature allows the user to enter and review categories and the ratings there of past review ratings and review dates Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in this feature Essential Inteorated Data I td Essential HR Chapter 3 5 5 To view the PERFORMANCE REVIEW ENTRY MAINT screen click EMPLOYEE on the menu bar then click PAY RATE PERFORM REVIEW and finally select PERFORMANCE REVIEW ENTRY MAINT Enola Bech Evokes Lake Alora F Exralopas Au Tui DES EC aara Endy Pay ore Hvis bebalik Be Essential bragratad Dara Lic FED 14 Figure 8 9 ba Exil aar Figure 8 10 The screen will appear as figure 8 10 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desir
119. es will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields RELATIONSHIP DATA birth Date Standard date format o Enter the birth date of the employer s relationship Date Emp Notified Standard date format Essential Inteorated Data I td Essential HR Chapter gt Enter the date that the employee or relation was notified of his her eligibility for COBRA coverage Employer 30 alphanumeric characters Enter the name of the relationship s employer if applicable Name 30 alphanumeric characters Enter the name of the employee s relation who is eligible for COBRA coverage Relationship 10 alphanumeric characters e Enter a description of the relationship between the employee and the listed relation Social Sec No 9 alphanumeric characters o Enter the relation s social security number QUALIFY Coverage Accepted 1 alphanumeric character o Enter a Y or a N for yes no dependin g on acceptance Date Standard date format o Enter the date on which the relation became eligible for COBRA coverage Date Responded Standard date format o Enter the date the employee responded to the notification Event o Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the EVENT CODE POPUP LIS
120. et m Data Check File WT F bed page PgDn E Alirio pago Pap HE Test Company i Frc pace Les pege Employee Data Check List Employee 1 Employee Name Palmer Edward V Dies dom DU Houstan Depi d SALE baten 5 Marketing T Employee Terminated aysiem records added for this employee mployee Data Entered Zum ege Emere Je Demographics PAR Notice Printed W Hire DalsiCurrent Status L Data Scanned Je Current Job Position Photograph Acquired Benetit Selection Resume Scanned l Medical Data User Field 1 COBRA Data User Field 3 Property issued User Field 3 Le Skille Data bd 4 A Figure 11 4 To EXIT from display mode the user can 1 Select FILE EXIT PREVIEW OR 2 Hit CLOSE the x icon on the right side of the menu bar OR 3 Only applies to the first time the user scrolls through the report on the ast page select CTRL and PAGE DOWN OR 4 Select FILE CANCEL PRINT To PRINT from display mode After each of the above processes except 4 a DIALOGUE BOX appears Figure 11 5 allowing the user the option to PRINT the report If the user chooses to do so the user only needs to click YES With the LAST step a box appears simply asking the user if he she is sure Figure 11 6 Exit preview Figure 11 5 ONLY APPLIES TO STEP 4 Essential Integrated Data Ltd Essential HR Chapter 11 11 5 PRINT Cancel print K Are you sure Figure 1
121. ething similar to E HROBJ1301 EXE in the Run dialog box Click OK and follow the instructions on the screen When finished remove the CD ROM and store it in a safe place That s all there is to it If you want to create a windows shortcut from which to launch HR do the following a Right click on START and select EXPLORE The right side of the screen should display the contents on the Start Menu b Click on FILE on the menu bar then click on NEW SHORTCUT c In the first dialog box for command enter the path to Essential HR and the file name MAINMENU EXE i e CAEIDLHR HROBJAMMAINMENU EXE d Click NEXT and enter the name you want to use to identify the application then click on FINISH Close the EXPLORE window Now when you click on START you should see the demo listed 1n the portion of the start menu Using HR To launch HR click on START PROGRAMS and select Essential HR on the menu The first thing to display will be the main menu then the company selection screen Enter company number OO zero zero and press the enter key or click on the OK pushbutton The user logon and password dialog box will display Enter any initials and press the enter key or click on the OK pushbutton A password is not required You should now have the main menu displayed with the real time clock running under the Essential HR logo in he center of the menu screen To select an item click on it with the mouse or press the F10 key
122. ewing Print K EX Printer Name HP Laserlet 4000 Series PELE Froperties 5 atus Default printer Ready Type HP Laserletr 4000 Seres PEL E Where SEIGLNT 1 HPLaszerdk Comment Print range i i Copies all Number of copies fi Reyes bom LI to l S Lg Selector 1 Collate conca Figure 8 5 The user simply needs to select the desired printer and click OK The record then appears as it would be printed To VIEW previous and next pages the user can 1 Select FILE NEXT or PREVIOUS PAGE from the menu bar OR 2 Press CTRL and PAGE UP DOWN To EXIT from display mode the user can 1 Select FILE EXIT PREVIEW OR 2 Hit CLOSE the x icon on the right side of the menu bar OR 3 Only applies to the first time the user scrolls through the record on the ast page select CTRL and PAGE DOWN OR 4 Select FILE CANCEL PRINT To PRINT from display mode After each of the above processes except 4 a DIALOGUE BOX appears Figure 8 6 allowing the user the option to PRINT the record If the user chooses to do so the user Essential Inteorated Data I td Essential HR Chapter o only needs to click YES With the LAST step a box appears simply asking the user if he she is sure Figure 8 7 Exil preview Figure 8 6 ONLY APPLIES TO STEP 4 Cancel print S Are unu sure Figure 8 7 PRINT If the user wish
123. file for the entered employee number all employees on file will appear in the list box Highlight the desired employee in the list box click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields in the employee benefit screen Essential Inteorated Data I td Essential HR Chapter 5 3 27 To select a PLAN TYPE and PLAN CODE combination click on the INSURANCE LIST ICON on the toolbar when the cursor is in the PLAN TYPE field and a popup box will appear listing all valid PLAN TYPES and CODES After selecting the TYPE and CODE combination press return If a record is on file matching the employee number the PLAN TYPE and the PLAN CODE the data for the remaining fields will display 3 To see a list of all employee insurance benefit records on file click on the BENEFITS MASTER FILE ICON Select the desired record by highlighting the appropriate row and clicking on the EXECUTE ICON or double click on the desired row After the popup box disappears the cursor will be positioned in the employee number field Press return until the cursor exits the PLAN CODE field to display the data for the remaining fields DEFAULT FIELDS The Payroll Deduction Code Provider and Plan Status fields will display the data entered from the BENEFIT MASTER RECORD for the plan selected Data CANNOT be changed on this screen To select INVERSTMENT OPTIONS simply select the CODES TABLE icon type in the code only codes defined in the BE
124. following information until the dashed line applies ONLY if premiums vary by employee Calc Method o Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the CALCULATION METHOD CODE POPUP LIST Coverage No entry allowed This field will automatically be calculated Monthly Contributions Employee 4 numeric characters with 2 decimal places e Enter the contribution that the dependent or the company pays Dependent 4 numeric characters with 2 decimal places e Enter the contribution which the dependent or the company pays Essential Inteorated Data I td Essential HR Chapter gt Monthly Premiums Employee 4 numeric characters with 2 decimal places e Enter the premium applicable to the employee Dependent 4 numeric characters with 2 decimal places o Enter the premium applicable to the dependent Total Contributions No entry allowed This field will automatically be calculated INSURANCE PLANS Beneficiary Effective Date Standard date format o Enter the effective date beneficiary coverage becomes effective Beneficiary Name 25 alphanumeric characters o Enter the name of insurance plans beneficiary Enter None if there is no beneficiary Beneficiary Relationship 10 alphanumeric characters o Enter the beneficiary s relationship to the employee Deduction Frequency No entry required Select the appropriate cho
125. g ensures that positions will be filled with either internal or external candidates who are best suited to meet position requirements BENEFIT ADMINISTRATION ESSENTIAL HR assists in tracking and reporting the administration of benefits Benefits may be classified by type and plan For example medical type benefits may include plans for group health major medical and dental coverage For each benefit type plan combination associated information may be tracked Such information includes provider identification plan status employee eligibility associated pay code deduction number and maximum benefit amount ESSENTIAL HR allows the user to offer employees flexible benefit packages When the user establishes employee records the user may establish benefit data for employee selected benefits Employees records are not required to include uniform benefit assignments UPDATING BENEFIT INFORMATION When benefit data changes Benefit Plan Maintenance can be used to update information for future processing For existing employee records a benefit update may be simultaneously applied to multiple records via the Automatic Benefit Update function Essential Inteorated Data I td Essential HR Chapter Z 2 3 BENEFIT REPORTS The Employee Benefit Selection will clearly define employee benefits on an individual basis and additionally emphasize the dollar value of company paid benefits This feature helps to encourage retention of valuable emp
126. g tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the ENTER key or double click with the mouse 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Attended To Date Standard date format Enter the date the employee exited left the listed school Attended From Date Standard date format e Enter the date the employee entered the listed school Credit 3 numeric characters o Enter the number of credit hours the employee has earned Grade numeric digit and 2 decimal places OR 6 alphanumeric characters o Enter the grade that the employee earned in the education training course Examples 3 50 Passed B 4 00 Results 10 alphanumeric characters Essential Integrated Data Ltd Essential HR Chapter 7 7 7 o Enter the outcome of the course Examples Passed Failed School Code Enter an alphanumeric code maximum of 4 characters OR choose a code from th
127. hoose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the LOCATION CODE POPUP LIST Result Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the RESULT CODE POPUP LIST Test Code o Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the TEST CODE POPUP LIST Essential Integrated Data Ltd Essential HR Chapter 7 7 11 Re After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s information Each record entered under the same employee will appear in the record list box To pull up all TESTING information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields Essential Integrated Data Ltd Essential HR Chapter 3 8 1 PAY RATE PERFORM REVIEW The PAY RATE PERFORM REVIEW feature provides a means for streamlining an enterprise s pay rate salary administration activities These features allow the user to e Record pay rate salary or wage review results
128. hoose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the SCHOOL CODE POPUP LIST Status 6 alphanumeric characters e Enter the status of the employee s degree pursuit kaka After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s education Each record entered under the same employee will appear in the record list box To pull up all EDUCATION information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields ADDITIONAL TRAINING The ADDITIONAL TRAINING feature allows the user to detail an employee s additional training or education Note The user must enter an employees DEMOGRAPHIC INFORMATION before any information can be entered in this feature To view the ADDITIONAL TRAINING screen select EMPLOYEE on the menu bar then select EMPLOYEE ASSET TRACKING and finally select ADDITIONAL TRAINING Ex Esparta rkageabed Data Ld Figure 7 5 Essential Integrated Data Ltd Essential HR Chapter 7 7 6 c pa A pl COEN Figure 7 6 The screen will appear as figure 7 6 appears until information is entered To display previously entered records perform one of the followin
129. hooses this option the user has no view to any fields except the two NAME fields and those fields below The user simply enters which names the record is to start and end with and the corresponding employee numbers appear As similar with NUMERICAL ORDER the user may select an employee name from the LIST BOX The user may enter any part of an employee s name such as half of the first middle or last name and the full name and number will appear However if more than one employee shares a first middle or last name than the name that appears may not be the desired name but one similar or the same To avoid such confusion simply enter as much of the employee s name as possible OR use the LIST BOX Essential Inteorated Data I td Essential HR Chapter 3 5 6 Again because the user has selected EMPLOYEE NAME order the user does not have view to any number fields or any fields pertaining to such The user also has the option to DISPLAY or PRINT the record however the user may do both or simply choose one or the other DISPLAY If the user wishes to choose this option simply select the field Although the user chooses this option the user must select the PRINTER ICON Automatically a PRINTER DIALOGUE BOX appears so that 1f the user wishes to display and then print the record the user can do so In this case the DIALOGUE BOX is available for the user to simply select a printer just in case the record 1s printed after vi
130. ht the desired employee in the list box click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields in the employee benefit screen To select a PLAN TYPE and PLAN CODE combination click on the INSURANCE LIST ICON on the toolbar when the cursor is in the PLAN TYPE field and a popup box will appear listing all valid PLAN TYPES and CODES After selecting the TYPE and CODE combination press return If a record is on file matching the employee number the PLAN TYPE and the PLAN CODE the data for the remaining fields will display 3 To see a list of all employee insurance benefit records on file click on the BENEFITS MASTER FILE ICON Select the desired record by highlighting the appropriate row and clicking on the EXECUTE ICON or double click on the Essential Inteorated Data I td Essential HR Chapter 5 3 I 7 desired row After the popup box disappears the cursor will be positioned in the employee number field Press return until the cursor exits the PLAN CODE field to display the data for the remaining fields DEFAULT FIELDS The Provider Deduction Code Basic Coverage and Plan Status fields will display the data entered from the BENEFIT MASTER RECORD for the plan selected Data CANNOT be changed on this screen OPTIONS If plan options have been set up in the BENEFIT MASTER RECORD they will appear in the EMPLOYEE BENEFIT SCREEN Even if the employer no longer offers a cafeteria plan with a certain opt
131. ia based on the company s needs and ensures that common information 1s stored by the system in a standard fashion To establish the codes simply select TABLES from the menu bar then enter the codes for each table by selecting each one individually Each code screen displays the number of characters for the code and the description of the code Build the Grade Table File This is done through the ADMINISTRATION application on the HR main menu Here the user decides how many steps will be contained in each grade maximum of ten Additionally a low and high salary or wage may be defined for each step for both salaried and hourly employees Additional information can be found in the Position Administration chapter Build the Position File After establishing PAY GRADES the user must define authorized positions Information for this is found under the Position Maintenance chapter Each position 1s associated with a specific division within the company The same position may exist within multiple divisions By associating position with a division the user may establish different pay scales Positions contain budgetary funding work force pay rate accounting regulatory and job requirement information Build the Benefit Administration File This is done through the BENEFIT ADMINISTRATION application on the main menu Information such as benefit amount beneficiary deduction number and employee contribution should be entered here Howe ver in
132. ice by clicking on the DOWN ARROW next to the field Eligible Date Standard date format o Enter the date on which the employee becomes eligible for plan coverage No of Dependents 2 numeric characters o Enter the number of dependents that are covered under the plan Essential Integrated Data ltd Essential HR Chapter 5 2519 MEDICAL m EMPLOYEE BENEFITS MAINTENANCE EMULE Figure 5 14 The MEDICAL feature follows the same format as the INSURANCE feature For reference simply look to the above section RETIREMENT E EMPLOYEE BENEFITS MAINTENANCE AE 32 ee 2 eee ee Figure 5 15 Figure 5 16 Essential Inteorated Data T td Essential HR Chapter 5 2 2U The screen will appear as figure 5 16 appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee numb er in the EMPLOYEE NO field and the corresponding name will appear Enter the PLAN TYPE and press return After entering the PLAN CODE and pressing return if the employee has an existing record for the entered benefit type and code the other data will display and changes can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record With the cursor in the EMPLOYEE NO field the user can click the BENEFITS MASTER FILE ICON and if an employee number has been entered the record
133. ield to the right of the EMPLOYEE NUMBER field called OUTPUT BY DIVISION DEPARTMENT ORDER Once and if the user chooses this option the user then has the option to have a page break or have each department on a separate page between each department If so desired simply select the appropriate field directly under the OUTPUT field ONLY if the user chooses EMPLOYEE NUMBER and OUTPUT BY DIVISION DEPARTMENT ORDER will the user be allowed to enter information in the STARTING ENDING DIVISION and the STARTING ENDING DEPARTMENT fields If the user wishes to only view print one DIVISION the user simply enters the number 1 in the STARTING and ENDING DIVISION fields If the user wishes to view print only certain departments within a division the user simply enters the appropriate numbers in the corresponding DEPARTMENT fields Tf the user does not choose the two options the user will not have access to the corresponding fields Regardless of choices of division department and page break options the user will automatically have access to the STARTING ENDING EMPLOYEE fields The user simply chooses and enters which employee numbers the report is to start and end with If the user is unsure about which number corresponds to which employee the user can simply select the LIST icon and from that select the appropriate employee number the corresponding employee name will automatically appear in the NAME field but the user cannot manu
134. in the COURSE NAME field on the TUITION REIMBURSEMENT screen to become part of an employee Entered in the SUBJECT CODE fields on the EMPLOYEE ADDITIONAL TRAIN EDUCATION screen to be included in the employee s record Entered in the SUBJECT CODE fields on the APPLICANT ADDITIONAL TRAIN EDUCATION screen to be included in the applicant s record 3 alphanumeric characters Represents an academic degree that the employee holds Examples High School BA MBA Entered in the DEGREE field on the TUITION REIMBURSEMENT screen Entered in the EDUCATION DEGREE field on the EMPLOYEE SEARCH CRITERIA screen The code entry will be checked as criterion used to produce an EMPLOYEE SEARCH REPORT The report will identify all employees whose records match specified search criteria Entered in the DEGREE field on the POSITION MAINTENANCE screen Entered in the DEGREE CODE fields on the EMPLOYEE FORMAL EDUCATION screen Several codes from this table Entered in the DEGREE CODE fields on the APPLICANT FORMAL EDUCATION screen Entered in the EDUCATION DEGREE field on the APPLICANT SEARCH CRITERIA The code entry will be checked as criterion used to produce an EMPLOYEE SEARCH REPORT The report will identify all employees whose records match specified search criteria 4 alphanumeric characters Represents the proficiency level the employee or applicant has with a specific skill Examples High Moderate etc Entered in the SKILL LEVEL field on the EMPLOYE
135. ion since a grade and range is established for each position If grade tables are not desired or needed either do nothing or establish one grade with a range large enough to accommodate the entire division or company can be entered After the tables have been created the next thing to set up are the master position records To access position maintenance select ADMIN from the menu bar the POSITION MAINTENANCE This function maintains the company s position master file The employee position record reflects the employee s current position as well as the position of the person to whom they report Therefore the position master file should reflect the organization structure of the company It is best to start with the highest level position and work down the organization chart Positions are established by Division and Department because many positions have the same title but have different skill requirements and pay ranges For example the position of Programmer may be in the Data Processing Department and the Engineering Department but they have different skill requirements and pay Alternatively one position could be created with a broad enough pay range or grade to accommodate both The choice is up to the user Essential Integrated Data Ltd Essential HR Table of Contents TABLE OF CONTENTS Chapter 1 User Guide Introduction 1 1 Chapter 2 System Overview 2 1 Audit Trail 2 1 Employee Records 2 1 Labor Relations 2 1 Absentee Tracki
136. ion such as dental or a medical HMO all options that are and were once available will appear The employer simply checks which ones are still currently available which will automatically be defaulted to the employee application The employer may simply want each cafeteria plan to offer one type of benefit in which all the types of benefits will appear in the BENEFIT ADMINISTRATION application and be defaulted to the EMPLOYEE BENEFITS application Here the employee does not have the option of selecting benefit types for the only types listed are those that the employee will have Or the employer may want to offer a variety of benefit types under one benefit in which all benefits and types are entered in the ADMINISTRATION application and defaulted to the EMPLOYEE application Here the employee selects which types such as HMO and universal and the employer checks those selected The total employee contribution will be incremented for each option selected COVERAGE All information under the heading of BASIC COVERAGE comes from the BENEFIT MASTER RECORD If the BENEFIT MASTER RECORD indicates that premiums vary by employee view is allowed to these fields A dialogue box will appear stating that the user selected premiums to vary by employee and asking the user if the default values are to be carried over DEFAULT BENEFITS VALUES 9 This benefits premiums vary by employee Do you wantthe default H values Figure 5 13 The
137. ion such as provider and employee status The VISION PLAN contains many of the same fields as covered in the GENERAL FIELDS section Figure 9 11 Essential Integrated Data Ltd Essential HR Chapter 9 9 11 PRE PAID LEGAL E a Figure 9 12 The PRE PAID LEGAL feature allows the user to enter view and change basic information such as premium information The PRE PAID LEGAL feature follows the same format as the VISION feature INVESTMENTS ww www Figure 9 14 The INVESTMENTS feature allows the user to enter view and change basic information such as options and allocation Essential Integrated Data Ltd Essential HR Chapter 9 9 12 Figure 9 15 The INVESTMENTS feature is similar to the RETIREMENT feature except that another field is added The following information applies to these added fields Allocation 3 numeric characters Enter the percentage of funds that are to be allocated to the corresponding investment These fields are used for the maximum amount that an employee can allocate to this option e Example The user offers two investments options Option A and Option B Option A is considered a high risk investment thus the user my want to limit the amount that employees can invest to 20 However Option B is considered a safe investment thus the user may allow the amount to be 100 EMPLOYEE LOANS a Bese Plan bu aeeveee ee eee Figure 9 16 The EMP
138. k one of these packages called a CAFETERIA PLAN instead of individually selecting every type of coverage Only the benefit plans in which the THIS IS A CAFETERIA PLAN checkbox has been checked maybe included in the options Varying PLAN CODES might be packages available only to executives salaried or hourly employees Examples of different CAFETERIA TYPES or CODES CAFETERIA PLAN 1 CAFETERIA PLAN 2 CAFETERIA PLAN 3 M o dM diet KX Dental ITT preventive XX standard PX Essential Integrated Data Ltd Essential HR Chapter 9 Cauamaco ea E O A tired fia ts vc at Wil Benefit Codes TES Izrmurancs RE Medical BET Bariramwsar DEW lanral Y18 YI910h5 LET Fr j810 Lepal LEY IMEI STR 3COCK Cp Aw Hariri REP Dependenr Care Figure 9 8 The screen will appear as figure 9 8 appears until information is entered To display previously entered records perform one of the following tasks 9 9 l Enter the CAFETERIA CODE and press return then enter the PLAN CODE and press return If there is an existing record for the entered benefit type and code the remaining data will display can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record 2 With the cursor in the CAFETERIA CODE field the user can click the BENEFITS MASTER FILE ICON and 1f there is an exi
139. k the EXECUTE ICON and the CHILD CARE TYPE and CHILD CARE PLAN will appear in the appropriate fields Dependent Reimbursement 7 numeric character with 2 decimal places Enter the amount the company reimburses the employee each year Essential Integrated Data Ltd Essential HR Chapter 9 9 17 Reimbursement Amount monthly 7 numeric characters with 2 decimal places o Enter the amount the company reimburses the employee each month Number of Months Employed before Benefit Available 2 numeric characters o Enter the number of months an employee has to be employed before eligible to receive benefits Reimbursements Vary be Employee No entry required Simply check the box if reimbursement amounts forms vary among employees Essential Integrated Data Ltd Essential HR Chapter 1U 10 1 POSITION MAINTENANCE Essential HR assists in establishing position control within the organization The POSITION MAINTENANCE feature allows the user to do so by assigning a position to an employee and then associating a pay grade with each authorized position Only pay rates with established ranges may be assigned to employees The POSITION MAINTENANCE feature performs the following tasks Establish authorized positions including organization project supervisor and funding source assignments o Establish and maintain the number of authorized assignments for each position o Record annual cost projections budgeted amounts and expenditur
140. k the box if the deduction uses pre tax dollars Loan Purpose 24 alphanumeric characters o Enter the purpose for which the employee borrows money Maximum Loan Amount 7 numeric characters with 2 decimal places Enter the maximum amount of money that can be loaned to employee Monthly Deduction Amount 7 numeric characters with two decimal places Enter the amount of wages to be deducted from the employee s paycheck Number of Months Employed before Benefit Available 2 numeric characters Essential Integrated Data Ltd Essential HR Chapter 9 9 14 o Enter the number of months an employee has to be employed before eligible to receive benefits STOCK OPTIONS Hendi Flan EZE insurance C hie diced i Reiremeri Cation F Dental Cicl n t Pra Paid Legal C Imasirmanta Emplbyas Laana Stack Options Savings Chid Care cleri ihe appropnate bere ype Figure 9 18 ke Stock Benefits Administration EQ bje 8 stock Option Type wi stock Option Cade Hi Enrollment Date 05 16 2001 pp stock Status ERI t Deduction Cade Deduction Frequency Employee Monthly Contributions Employer Monthly Contributions Figure 9 19 The screen will appear as figure 9 19 appears until information is entered To display previously entered records perform one of the following tasks l Enter the STOCK OPTION TYPE and press return then enter the STOCK OPTION
141. l fields blank simply use the PREVIOUS and NEXT icons to scan the entered documents and all relating employee information Essential Inteorated Data IT td Essential HR Chapter 13 13 1 SYSTEM MANAGEMENT This chapter is composed of various features that are used to maintain the HR system and perform basic functions GETTING STARTED From the MASTER MENU select FILE and then select the appropriate feature To review the functions of the toolbar refer to the ICONS LIST m Petia Fasceite lien alien 5330 Se Loobves opd Ir Geen Bepor EVA Tales eger Essential HR E Essential Integrated Cote Lid ED Lu Figure 13 1 OPEN COMPANY The SWITCH COMPANIES feature allows the user to switch between different companies within the organization The user can l Enter the companies manually 2 Use the LIST icon and select the appropriate company 3 User the PREVIOUS and NEXT icons to scroll through the lists of entered companies E Switch Companies OFX ale Current Company oo L Test Company Switch to company Press Fl for Next Company or F3 for Company List Figure 13 2 Essential Inteorated Data I td Essential HR Chapter 13 COMPANY INFO The COMPANY INFORMATION feature allows the user to enter basic company information select different HR features and establish directories for the program SS Huan Fic laa Sapien E Credo opt inka dy Deg PR Tables bei Ess
142. laying and selecting from the STATUS CHANGE CODE POPUP LIST Employee Status Enter an alphanumeric code maximum of 4 characters OR choose a code fromthe CODES TABLE by browsing with toolbar browse keys or displaying and selecting from the EMPLOYEE STATUS CODE POPUP LIST The code PURG for purge will automatically be in the program this code does not need to be entered when entering codes in the code tables If you choose this code the next time you purge employee records the employee records in which you selected this code will be purged Last Change Date Standard date format Enter the date that the employee s current status became effective Last Date Worked Standard date format If the employee is on leave or has been terminated enter the date on which the employee last worked Leave Return Date Standard date format Essential Integrated Data ltd Essential HR Chapter gt 5 9 o Enter the date that the employee will be returning to work after a leave of absence UNION MEMBERSHIP Seniority Date Standard date format Enter the date from which HR is to calculate an employee s union seniority The SENIORITY LISTING REPORT displays the number of years that the employee has been in the union Union Name Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the UNION CODE POPUP LIST CURR
143. lds the last field automatically displays the first name entered middle initial and last name entered Th1s feature also allows the user to keep track of how many names are changed per current session Essential Inteorated Data I td Essential HR Chapter 13 PRINT SYSTEM AUDIT REPORT Se Human beeusce Ielomgpstee Seelam P By Essential imegraled Data Lhd Figure 13 20 e Awd Taass Report Selection may pane E All Dees H i s Heer ste SE pa 00 0000 Bis ld pc Expl yesTLatg l End Data c0 00 00560 Mur da E dd yaa ee Users AL sext stare Umar Poo Ind User Tj AAA EE Type Hmplcgae 3abecrion Br Gusher i Pr gas ax Eaploypesr o Ee T ALL rart Emplis I Add RE T Chance GE T pelece Dip ikry riori Duepue Dawtirime imm Display 6 Printer Figure 13 21 15 9 This feature allows the user if the AUDIT TRAIL has been ENABLED when entering COMPANY INFORMATION to generate a report each time employee records applicant records benefit records and position records are updated This report can be used to verify entry and updates to records this report may also serve as a historical record of important changes to records The Display Print features work in the same manner as the other reports See chapter 11 for instructions BY DATE If the user wishes to display print a report of all records changed by date th
144. le beneit type Figure 5 27 Ma Sane Genes Acree teste Beiroa Eee e e Employee Ho a A Plan Type an tata E Plan Code eoo 2 Erraliment at Deduchon Method L GE Deduction Frequency Jweshly sl 5 bise Diducii n Aare ind l 00 Cakusied Oeducton DD Bengliciany Information Efecite Date Ralinnship Himig Pima Ko oe gp Secondary no 00 0000 PET Lal Figure 5 28 2 3U The screen will appear as figure 5 28 appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and the corresponding name will appear Enter the PLAN TYPE and press return After entering the PLAN CODE and pressing return if the employee has an existing record for the entered benefit type and code the other data will display and changes can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record With the cursor in the EMPLOYEE NO field the user can click the BENEFITS MASTER FILE LIST ICON and if an employee number has been entered the record s on file for that employee will appear in a popup list box If no records are on file for the entered employee number all employees on file will appear in the list box Highlight the desired employee in the list box click the EXECUTE ICON and the EMPLOYEE NO and NAME will ap
145. ll employee records select this option Like the options for other reports the user has the option to select employees by numbers or names The user will not have access to other fields that do not pertain to this option See the sample report shown below Essential Inteerated Data I td Essential HR Chapter 13 13 11 Date 5 16 2001 HE Test Company Page 1 Time 15 16 55 AUDIT TRARSALCTIURH REPORT Listing By Employee prt rot ob ob oe o ob pb p AAA ob b AAA AAA ob ob ob 2b 2E ob AAA o o o o AA oC ob ob ob oe oe oe o bt ob b ob ob ob AAA AAA o ob b o oo AAA AAA AA AAA o o o pl pb p AAA AAA AAA AAA AAA 2E 2E AAA A AA ob b ob ob ob AAA AAA RRA AAA A BEG DATE Earliest ERD DATE Latest Hame Emp DI di He Value User Date Time TYP File Field ee ob oe ob dh dh dd dh ob dh dh ed dh dh DE poe ob o ob ob oe ob vob ob E E DE ce ob duh dh aha si dh dh gudd dh ed dh dh ob vob ob aa ob oe ob dh dh ed dh ob dh dh d dh 0e ob vob ob o ob ob oe 0E vob dh dd dh g dh oe b DE o dh E o DE oe d dh oe 0E vob ob aha ob oe ob E DE DE oe E DE DE ob o E i Levine Susam M Di 11 05 1993 12 15 29 66 C Demographic Address 1 2137 Minard Ave 5098 Windardi Ave 3 MILSON HARK y DIS 11 05 1993 16 38 49 46 C Demographic Address 1 6398 3 RUSTIC TRAIL 53397 3 RUSTIC TRAIT 3 MILSUR HARK J DVS 11 05 1993 16 40 36 4 C Demographic Address 1 6397 3 RUSTIC TRAIT 6396 3 RUSTIC TRAIL 3 WILSOR MARK J DIS 11 05 1993 16 42 00 56 C Demographic Address 1 6396 3 RUSTIC T
146. lows the same format as the General report 11 35 The user simply selects what order he she wants the report by NAME or NUMBER and then enters the dates of new hires that the report is to start and end with This report contains information concerning the dates that new employees were hired Essential Integrated Data Ltd Chapter 11 11 36 E 4 Date 1 14 2000 Essential Integrated Data Ltd Page 1 Time 12 52 14 HEM HIRE EEFPORT LISTING BY EMPLOVEE WIE AAA AAA d AAA A A AAA Db pb oe vb oe AAA AAA BEG DATE 01 21 1994 DD DATE 04 23 2000 EMPLOYEE WME MEE HIRE TATE JOE POSITION DIY DEPT ALARY PE ED ob o o ob oe o ob ob ob b ob o p o o b o ob o ob ob oe D o ob b A AAA Bowser William iw o 12 37 1999 AP CLERK DU ACCT 18 000 0000 Zimmerman Jane E i8 02 28 1333 CUSTREP Mh Cust End of report TERMINATIONS E 5 A Human ersun MT T ET De Driaes not info Ste GH Co L tz bet Dr Essential Integrated Data Ltd EEL Crd Figure 11 42 Essential Integrated Data Ltd Essential HR Chapter 11 11 37 ISS Termination Listing DEN Ltd Figure 11 43 This feature works in the exact manner as the NEW HIRE REPORT This report contains information concerning the termination dates of employees such as hire date termination date termination reason and position Essential Integrated Data Ltd Essential HR Chapter 11 11 38 E 5 Date 1 14 2000 Essential Integrated Data Ltd Page 1 Time
147. loyees since benefits are often overlooked but remain a very valuable consideration for each employee in evaluating his or her level of compensation Other benefit reports include the following o Coverage By Employee Report o Enrollment By Plan Report e Premium Totals Report o Employee Statements These reporting features allow management to perform benefit cost analyses and make cost projections Also they assist in managing flexible benefit programs POSITION ADMINISTRATION ESSENTIAL HR implements position control by ensuring that all positions assigned to employees are authorized Positions are authorized as part of human resource administration activities Each position within the user s organization is assigned a title and pay rate range The status of a position number authorized filled vacant and budgeting information can be quickly reviewed For each position job requirements skills education licenses may be established A company division and or department code may also define each position Since both employee assets and position requirements are tracked internal transfers and promotions are easily accomplished Furthermore position requirements may be easily compared to assets recorded for applicants Applicant Tracking combined with Position Control facilitates placement Thus placement costs are reduced through efficient tracking of asset and position requirement information POSITION REPORTS Position Repor
148. mber in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields EMPLOYEE DEMOGRAPHICS SCREEN I STANDARD INFORMATION Address 19 alphanumeric characters each Enter the employee s street address Age No entry required Program will automatically calculate AGE based on DATE OF BIRTH Beeper 12 numeric characters e Enter the employee s beeper number City 20 alphanumeric characters Entry required o Enter the employee s city of residence County 14 alphanumeric characters Essential Inteorated Data I td Essential HR Chapter gt o Enter the county in which the employee lives Country 14 alphanumeric characters o Enter the country in which the employee lives Date of Birth Standard date format Enter the employee s date of birth E mail Address 30 alphanumeric characters Enter the employee s address First Name 11 alphanumeric characters e Enter the employee s first name Home Phone 12 numeric characters Enter th
149. mployee completed left the listed school Completion Date Standard date format Enter the date the employee completed the course of study Credit Earned to Date 3 numeric digits e Enter the number of credits that the employee has earned towards the previously mentioned degree certificate Credit Required 3 numeric digits o Enter the number of credits that are required in order for the employee to receive his her degree Degree Code Enter an alphanumeric code maximum of 3 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the DEGREE CODE POPUP LIST Est Completion Date Standard date format e Enter the date that the employee believes he she will complete all required courses and receive his her degree Essential Integrated Data Ltd Essential HR Chapter 7 7 5 Grade Point Average numeric digit with 2 decimal places o Enter the employee s grade point average Major Code o Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the MAJOR CODE POPUP LIST Minor Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the MAJOR CODE POPUP LIST School Code Enter an alphanumeric code maximum of 4 characters OR c
150. n F Pre Paid Lagal T Imesirnenis f Employes Loans Shock Options MELO D Chiki Cane Select rhe apprapnate baren type Figure 9 22 The CHILD CARE feature allows the user to enter view and change basic information such as number of dependents and reimbursement lalala iz De a Ei Chdd Caro Typa prd Eo Child Care Plan HH Plan hiatus SE Dadon Coda KE e Murberoad mani employod before burst available ER Employr Syatus r at zoue Pay yoo jalar C Thre des Cafeteria plan Framburee mens vary Ey ernp I Duducken uus pre tax cinilars COBRA Coruna Dupernrnment Car Fiuirdurzernmsr conri Esimibureemearri Amount merih SCACK LN Figure 9 23 The screen will appear as figure 9 23 appears until information is entered To display previously entered records perform one of the following tasks ll Enter the CHILD CARE TYPE and press return then enter the CHILD CARE PLAN and press return If there 1s an existing record for the entered benefit type and code the remaining data will display can be made to the data If there 1s not an existing record on file a new record can be created by entering data in the remaining fields and saving the record 2 With the cursor in the CHILD CARE TYPE field the user can click the BENEFITS MASTER FILE ICON and if there is an existing record the record s will appear in a popup list box Highlight the desired plan type in the list box clic
151. n the list box click the EXECUTE ICON and the RETIREMENT TYPE and PLAN will appear in the appropriate fields The following fields apply to this screen only and therefore are not included in the GENERAL FIELDS section Minimum Age 2 numeric characters e Enter the age at which the employee becomes eligible for retirement benefits Minimum Service Hours 6 numeric characters Enter the number of hours an employee must work for the company before becoming eligible for retirement s benefits Retirement Age 2 numeric characters e Enter the age at which the employee retired Vesting Percentage 3 numeric characters with 2 decimal places Enter the rate at which ownership or value of benefit is transferred to the employee For example if the vesting percentage is 10 per year and the employee leaves the company after two years then the employee will receive 2046 of the amount in the retirement fund Essential Integrated Data Ltd Essential HR Chapter 9 9 7 Investment Options l Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the INVESTMENT OPTIONS CODE POPUP LIST EMPLOYEE CONTRIBUTION Maximum 4 numeric characters with 2 decimal places o Enter the maximum amount that the employee can invest Method e No entry required Simply check the box the appropriate choice by clicking on the DOWN ARROW next t
152. ng 2 2 Applicant Tracking 2 2 Asset Tracking 2 2 Benefit Administration 2 2 Position Administration 2 3 Grade Table Maintenance and Pay Updates 2 3 Regulatory Reporting 2 4 Chapter 3 Initialize Package Data Files 3 1 User Start Up Procedure 3 1 Table Maintenance 3 2 Chapter 4 Icons List 4 1 Chapter 5 Employee Records 5 1 Getting Started 5 1 Employee Demographics 5 2 Hire Data Current Status 5 6 Current Job Position 5 9 Payroll Information 5 12 Benefit Selection 5 15 Medical History 5 30 Relation Cobra 5 33 Tuition Reimbursement 5 36 Company Service Record 5 39 Company Equipment Record 5 41 Employee Data Checklist 5 43 Chapter 6 Labor Relations 6 1 Getting Started 6 1 Absentee Tracking 6 1 Grievance Processing 6 3 Disciplinary Actions 6 5 Accident Injury 6 7 Counseling Programs 6 9 Chapter 7 Employee Asset Tracking 7 1 Getting Started 7 1 Skills Inventory 7 1 Formal Education 7 3 Essential Integrated Data Ltd Essential HR Table of Contents Additional Training Education License Cert Permits Employee Testing Chapter 8 Pay Rate Performance Reviews Getting Started Pay Rate Review Entry Maintenance Pay Rate Review Schedule Performance Review Entry Maintenance Performance Review Schedule Chapter 9 Benefit Administration Getting Started Plan Maintenance Automatic Benefit Update Chapter 10 Position Maintenance Getting Started Position Maintenance Screen 1 Position Maintenance Screen 2 Grade Table Mai
153. ng and selecting from the RATING CODE POPUP LIST Review Date Standard date format Enter the date of the review Review Type Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the REVIEW CODE POPUP LIST RH After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s review history Each record entered under the same employee will appear in the record list box To pull up all REVIEW information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields PERFORMANCE REVIEW SCHEDULE The PERFORMANCE REVIEW SCHEDULE feature allows the user to view the employee s last review date the assigned supervisor and the reviewer s position Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in this feature To view the PERFORMANCE REVIEW SCHEDULE screen click EMPLOYEE on the menu bar then click PERFORMANCE REVIEW SCHEDULE and finally select PERFORMANCE REVIEW SCHEDULE Essential Inteerated Data I td Essential HR Chapter 5 Figure 8 11 ET EBEN Figure 8 12 This featu
154. ng criteria and personnel records MENU ORGANIZED CHAPTERS Menu organized chapters follow the introductory and procedural chapters Each chapter represents a Master Menu selection Secondary and third level menu options are detailed by headings within each chapter After the user has installed ESSENTIAL HR use the instructions included in the System Management chapter to establish operating prerequisites Subsequently we suggest that the user uses instructions in the Benefit Administration and Position Maintenance chapters as well Essential Integrated Data Ltd Essential HR Chapter Z 2 1 SYSTEM OVERVIEW People are the most important asset of the organization And they affect every facet of the organization s operations The role of ESSENTIAL HR is to support and manage the need to maximize application of human resources within the organization ESSENTIAL HR will help increase efficiency and productivity by optimizing and automating the performance of human resource management activities AUDIT TRAIL ESSENTIAL HR allows the user to enable an audit trail option that details all updates made to employee applicant benefit and position records The user can also print an audit report that shows all updates and changes made to these records EMPLOYEE RECORDS ESSENTIAL HR maintains demographic information such as social security number birth date marital status sex race handicap status and veteran status Employee records also
155. ng tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear 2 The user with the cursor in the EMPLOYEE NO field can click on the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees number and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields By Organization 20 alphanumeric characters e Enter the name of the organization who heads the counseling program Comments 5 lines of 50 alphanumeric characters each Enter any additional information the counseling program Counseling Program Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the PROGRAM CODE POPUP LIST Counselor 14 alphanumeric characters e Enter the name of the counselor in charge of the counseling program Essential Integrated Data Ltd Essential HR Chapter 6 6 11 End Date Standard date format o Enter the date that the employee completed the counseling program Frequency 4 alphanumeric characters Enter how often the employee attended counseling Example WKLY WEEKL Y Start Date Standard date format
156. ning fields and saving the record 2 With the cursor in the EMPLOYEE NO field the user can click the BENEFITS MASTER FILE ICON and if an employee number has been entered the record s on file for that employee will appear in a popup list box If no records are on file for the entered employee number all employees on file will appear in the list box Highlight the desired employee in the list box click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields in the employee benefit screen To select a CAFETERIA CODE and PLAN CODE combination click on the INSURANCE LIST ICON on the toolbar when the cursor is in the PLAN TYPE field and a popup box will appear listing all valid CAFETERIA CODES and PLAN CODES After selecting the TYPE and CODE combination press return If a record is on file matching the employee number the CAFETERIA CODE and the PLAN CODE the data for the remaining fields will display 3 To see a list of all employee insurance benefit records on file click on the BENEFITS MASTER FILE ICON Select the desired record by highlighting the appropriate row and clicking on the EXECUTE ICON or double click on the desired row After the popup box disappears the cursor will be positioned in the employee number field Press return until the cursor exits the PLAN CODE field to display the data for the remaining fields DEFAULT FIELDS The Plan Status field will display the data entered from the BENEFIT MAST
157. nnual labor cost associated with this position Note In recording projected costs be sure to include the number of employees that may be assigned to the position as part of the projected budgeted and expended costs The Currently Filled value for each position will provide additional assistance in calculating costs Pay Method No entry required Simply select the appropriate choice by clicking on the DOWN arrow next to the field Pay Frequency No entry required Simply select the appropriate choice by clicking on the DOWN arrow next to the field Status Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selection from the STATUS CODE POPUP LIST Std Work Week 2 numeric characters Enter the number of hours that will comprise the standard workweek for the position Steps Low 2 alphanumeric characters e Enter the low step for the position High 2 alphanumeric characters e Enter the high step for the position Vacancies YTD 3 numeric characters o Enter the number of vacancies for this position year to date that have been created Vacancies Last Year 3 numeric characters o Enter the number of vacancies the organization had the previous year Essential Integrated Data ltd Essential HR Unapter 1U 1U 6 GRADE TABLE MAINTENANCE The GRADE TABLE feature allows the user to set up a pay structure for the organization by st
158. not divided into these tables but listed in alphabetical order on the CODES MAINTENANCE TABLE EMPLOYEE RECORDS TABLE MAINTENANCE Business Type Review Division Progam ERC Provider Eligibility Property Annuity Options 2 alphanumeric characters Represents the various annuity plans the employees can choose from Examples 15 Year 30 Year e Entered in the ANNUITY OPTIONS field on the INVESTMENT BENEFITS ADMINISTRATION screen under Plan Maintenance Essential Integrated Data Ltd Essential HR 3 4 Chapter 3 3 5 Benefit Status 4 alphanumeric characters Represents the status of the plan Examples Active Plan Open Enrolling e Entered in the PLAN STATUS field on the PLAN MAINTENANCE screen under Benefit Admin Benefit Type 4 alphanumeric characters Represents codes which correspond to subcategories of predefined benefit types Examples Insurance plans Medical plans Cafeteria plans o Entered in the BENEFIT TYPE field on the Relationship COBRA screen e Entered in the PLAN TYPE field on the PLAN MAINTENANCE screen under Benefit Admin Business Type 4 alphanumeric characters Represents the type of business that the applicant was previously employed at Not in operation Category 4 alphanumeric characters Represents the purpose of the employee s evaluation Examples Performance management ability Attendance e Entered in the CATEGORY fields on the PERFORMANCE REVIEW ENTRY screen
159. ns Stock Options C Savings Child Care SEI Lod Select the appropriate beneit Lupe Figure 5 11 Fa i get pee loraine eee TE eene Ep ie ol e He Empis fia f _ ar True E nf bete f Par Dag MalwDeperwds Geeteepreereeeg JS A erre Mu i Pili le Cal DET Braces Cole Birey Heras Reg Prey e ao geri a PR HE 1 Heck Erre Cole DE Lo Canon T Deben p Osten Cuin Deaton AT F rior Cette Opio l Osten D Orio Talal Coegoakukee IT Figure 5 12 The screen will appear as figure 5 12 appears until information is entered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and the corresponding name will appear Enter the PLAN TYPE and press return After entering the PLAN CODE and pressing return if the employee has an existing record for the entered benefit type and code the other data will display and changes can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record 2 With the cursor in the EMPLOYEE NO field the user can click the BENEFITS MASTER FILE ICON and if an employee number has been entered the record s on file for that employee will appear in a popup list box If no records are on file for the entered employee number all employees on file will appear in the list box Highlig
160. ntains employee office phone information such as telephone number and extension Essential Integrated Data Ltd Essential HR Chapter 11 11 33 E 2 Date 9301999 HE Test Compa Page 1 Time 16 43 36 EMPLOYEE TELEPHORE LISTING EFPLOVEES By MAME Employee Home Telephone Extension Abdul Simon Z 654 321 5854 1 Baker Carol E 352 269 5444 3h End of report SENIORITY LISTING E 3 fe Hanan Rerereca infenalion pdam Eh Errkten Ser kk Ann ERA ES lakes mage By Essential Integrated Data Lid GE Lia Figure 11 38 Essential Integrated Data Ltd Essential HR Chapter 11 Figure 11 39 This report follows the same format as the General report 11 34 This report contains information concerning employees service such as years worked hire date and union information E 3 Date 930 1999 Time 16 47 45 HE Test Company EELEE SENIORITY LISTING EMPLOYEES BY RAME SENIORITY DATE YES UNION CIVIL SERVICE Page 1 4 Abdul Simon Z 14 Baker Carol E 13 Cooke Sam End ot report Essential Integrated Data Ltd QRIG HIRE DATE LAST HIRE DATE YES 3EPVICE UAT OH 1 01 1333 002000000 Di AFL CIO 1 01 1333 00000000 i Invalid Code 3408 1989 002000000 11 Invalid Code 05 33 1979 007 00 0000 0070070000 Essential HR Chapter 11 NEW HIRES E 4 I Human Farouca inermaton dq aber Figure 11 40 New Hire Listing 7 BED Ltd Figure 11 41 This report fol
161. ntenance Chapter 11 Reporting Getting Started General Report Pay and Performance Applicant Selection Criteria Position Employee Company Reports Benefit Reports Code List Chapter 12 Image Maintenance Getting Started Employee Identification Maintenance Employee Document Maintenance Chapter 13 System Management Getting Started Open Company Company Info Multi Company Maint System Administration File Utilities Exit Index Means that section is not complete page numbering is continuous Essential Integrated Data Ltd 7 5 7 7 7 9 8 1 8 1 8 1 8 4 8 7 8 9 9 1 9 1 9 1 K K 10 1 10 1 10 2 10 3 10 6 11 1 11 1 11 5 11 9 11 10 11 16 11 30 11 38 11 45 12 1 12 1 12 1 12 3 13 1 13 1 13 1 13 1 13 2 13 3 13 7 13 14 x x Essential HR Chapter 1 1 1 USER GUIDE INTRODUCTION This user guide includes a detailed table of contents which lists page numbers for chapters and primary sections within each chapter Also included in the back of the user guide is a comprehensive index The index alphabetically lists subjects along with the numbers of pages on which the subject is referenced Both the table of contents and the index will assist the user in locating instructions quickly INTRODUCTORY AND PROCEDURAL CHAPTERS The first few chapters of this user guide will familiarize the user with system operations Review these chapters before establishing operati
162. o the field Select AMOUNT if the employee is a regular salaried employee Select RATE if the employee is hourly and PERCENT if the employee works on commission or if salary varies Minimum 4 numeric characters with 2 decimal places o Enter the minimum amount that the employee can invest EMPLOYER CONTRIBUTION Matching 1 4 numeric characters with 2 decimal places Enter the amount that the company will match Matching 2 4 numeric characters with 2 decimal places Enter the amount that the company will match 1f it differs from the first matching amount Method e No entry required Simply check the box the appropriate choice by clicking on the DOWN ARROW next to the field Select AMOUNT if the employee is a regular salaried employee Select RATE if the employee is hourly and PERCENT if the employee works on commission or if salary varies Up to Limit 4 numeric characters with 2 decimal places o Enter the amount to the corresponding matching amount that the company will pay up to Essential Integrated Data Ltd Essential HR Chapter 9 9 8 CAFETERIA LE di H lila alcala FP ins rancu Medical I Deier emer F Cakana Dental wenn M PrePaid Legal Ir pdmpot l Empbreea Loans Stark Oo Finas Child Cara Select tha apprapnala boneti Typ Figure 9 7 The employer may wish to put together several or just one benefit packages containing different options types and codes The employee may pic
163. oie Deraig Dev Lode ict By Esserilal Integrated Data Lid FED 114 Figure 11 12 Essential Integrated Data Ltd Essential HR Chapter 11 11 10 POSITION These reports contain information concerning various positions within the organization such as salary information duties and number of employees per position Ss Humar Heroes Informoaton bysbem Figure 11 14 CURRENT POSITION C 1 ES Employee Current Position Listing l Figure 11 15 This report follows the same format as the General report This report contains information concerning salary such as start date pay date pay rate step and grade Essential Integrated Data Ltd Essential HR Chapter 11 11 11 C 1 Date 3 30 1339 HP Test Compary Page 1 Time 17 17 50 URRERT POSITION LISTIRI EFLFE BY EMPLOVEE WIE titi BEG DIY First EMD DIV Last BEG DEPT First END DEPT Last BEG EMP Abdul Simon z END Chavez A POSITION EMPLOYEE EMPLIFEE WME HIRE DATE START DATE GRADE STEP PAY RATE PAY RATE RANGE DIY DEPT Lor ee vb ob oe bo vb ob ob ob ob ob vb o ob ob ob vb ob ob Eo vb DE ob o ob ob o ob ob ob ob o vb DE vb oe ob ob o Eo ob ob o o o oe ob o E oe oS DE DOCTOR 4 Abdul Simon Z 01 01 1993 01 05 1337 ES od OD A Di Di ADME H CUSTREPT 14 Baker Carol E 01 01 1999 05 15 1335 QAL 03 00 00 HI UST PA End oL report BUDGET ANALYSIS C 2 E Human Aeoource Information 533 ben Fle Enployes ot lo
164. ollowing steps 1 The data files for each company are kept in a separate subdirectory under EIDLHR Therefore the first step is to create a subdirectory Change to the EIDLHR directory cd CABIDLHR use the appropriate drive and path for the location of EIDLHR Create the directory md HRxx xx being the two character ID you want to use 2 Change to the HROO subdirectory and copy the company control file to the new company subdirectory and rename it c EIDLHR HROO gt copy CMPCTLOO HRxx CMPCTLxx If you are using ISAM files you will need to do the same thing for the CMPCTLOO idx file 3 Invoke the HR application login as company 00 and select Multi Company Maintenance from the Main Menu Enter the new company ID and Name and save the record 4 Exit HR and login using the new company ID When you do you will see two messages telling you that the PWUSER and PWTYPE files are corrupt and they are being rebuilt Actually those files do not exit therefore they are automatically being created 5 Select Company Info from the File Menu and change the company information to match the new company and paths to the payroll Gf used and image files for the new company If payroll was used for the company from which the CMPCTL file was copied but is not being used for the new company be sure to turn payroll off in the Company Info file 6 Select File Utilities Create from the File Menu and select e
165. oolbar browse keys or displaying and selection from the DEGREE CODE POPUP LIST Department Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selection from the DEPA RTMENT CODE POPUP LIST Division Enter an alphanumeric code maximum of 2 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selection from the DIVISION CODE POPUP LIST EEOC Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selection from the EEOC CODE POPUP LIST FLSA Code No entry required simply select the appropriate choice Job Description 25 alphanumeric characters e Enter a brief job description for the position Licenses e Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selection from the LICENSE CODE POPUP LIST Essential Inteorated Data I td Essential HR Unapter 1U 1U 3 Primary Duty 30 alphanumeric characters o Enter the primary duties Position 10 alphanumeric characters Enter the unique identifier for this position Secondary Duty 30 alphanumeric characters e Enter the secondary duties responsibilities required for the position Skills e Enter an alphanumeric code ma
166. ort follows the same format as the General report This report contains information concerning emergency contact information such as address 1 2 3 contact name relationship and phone number Essential Integrated Data Ltd Essential HR Chapter 11 11 20 Date 3 30 1939 HE Test Company Page 1 Time 15 30 55 EMPLIYEE EMERGEACY CONTACT LISTING EMPLOYEES EY AUMBER Palmer ll Edaard Contact Mame Gene amp Betty Palmer Relationship Parents Phone Humber 903 537 4533 Emp 1 Address 1 83393 Clay Street Address i PU Box 667 Address 3 Texarkana Tx 15569 Levine 3usam M Contact Mame Sandra Levine Relationship Sister Phone Humber 972 456 6554 Em i Address 1 492 Barclay Ave Address 2 132 Address 3 rchard City CA 90701 End of report HOME ADDRESS PHONE LIST D 3 Em ii umar Finremcm k nen Zprlem Fla Engke Acel into Ecke EES DR Tubes Jess Heb Pay ed Pero manos F epo ki Selon Disia F n Comos Fiep ots Emergency Conant Leirg Benoit Repairs E Hore Eidos Pree Lei Ende List i Liig Pria Pr Li By Essential Integrated Dats Ltd AED Gi Figure 11 26 Essential Integrated Data Ltd Essential HR Chapter 11 11 21 E Employee Home Address and Telephone Listing sd Fei 8 Figure 11 27 This report follows the same format as the General report This report contains information concerning employee personal address information such as spouse address 1 2 3 and
167. ourse was completed Degree Enter an alphanumeric code maximum of 3 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the DEGREE CODE POPUP LIST G P A 6 numeric characters Enter the employee s grade for the course in numeric form School o Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting ad selecting from the SCHOOL CODE POPUP LIST Sem Otr numeric character o Enter the semester or quarter the employee took this course Example enter 1 for the first semester Tuition Amount 5 numeric characters with 2 decimal places e Enter the total cost of fees and tuition for the designated course Tuition Factor 3 numeric characters with 2 decimal places o Enter the tuition reimbursement factor Example 100 00 50 00 Tuition Reimb No entry required The total will automatically appear once the TUITION AMOUNT and TUITION FACTOR are entered Example If the TUITION AMOUNT is 500 00 and the TUITION FACTOR is 100 00 then the figure 500 00 will automatically appear in the TUITION REIMB field Essential Integrated Data ltd Essential HR Chapter gt 9 42 Year 4 numeric characters e Enter the academic year in which the employee took this course kaka After entering all the fields save the information and then the information will move to the record
168. overed under COBRA along with data concerning the circumstances by which the employee became eligible for coverage When COBRA coverage is terminated the user must indicate the date and reason for termination Note The user must enter an employees DEMOGRAPHIC INFORMATION before any information can be entered in this feature To view the RELATIONSHIP COBRA screen simply select EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select RELATIONSHIP COBRA Essential Integrated Data ltd Essential HR Chapter 5 3597 I BID T PEEIIIIE T ES Fie METTE Are info ndn Beton Ep Jabe mages Hen Dr i Rein i Enokeer brne Tute Em i Se Aletta CO Ri Figure 5 34 The screen will appear as figure 5 34 appears until information is entered To display previously entered records perform one of the following tasks bk Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the ENTER key or double click with the mouse 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and nam
169. p Company Course Deducton Frequency Degree Department Disability Discipline Division More Figure 3 2 A standard table maintenance function is used which allows the user to establish table entries for common types of information By selecting one of the above tables such as ACCIDENT CODE MAINTENANCE Figure 3 3 appears The user enters an abbreviated form of the description according to the number of alphanumeric characters displayed at the bottom of the table Next the user enters the elongated form of the code in the DESCRIPTION field When entering codes it is very important to specifically define the codes as this helps to tailor Essential HR to the organization s needs To keep track of the codes previously entered or to view the list of codes once finished users can simply click the VIEW LIST icon to display the entire list of entered codes figure 3 4 for the specific table Figure 3 3 displays an example entry screen for the ACCIDENT CODE MAINTENANCE TABLE See the ICON EXPLANATION LIST to review functions of the icon menu bar Code Description Enter 4 character alphanumeric code Figure 3 3 Essential Integrated Data Ltd Essential HR Chapter 3 fee Accident Code Listing Figure 3 4 In this manual the CODES are divided into four sections so that a function and an explanation of a code may be more easily accessed in the manual Note however that in the HR program the codes are
170. pear in the appropriate fields in the employee benefit screen To select a PLAN TYPE and PLAN CODE combination click on the INSURANCE LIST ICON on the toolbar when the cursor is in the PLAN TYPE field and a popup box will appear listing all valid PLAN TYPES and CODES After selecting the TYPE and CODE combination press return If a record is on file matching the employee number the PLAN TYPE and the PLAN CODE the data for the remaining fields will display To see a list of all employee insurance benefit records on file click on the BENEFITS MASTER FILE ICON Select the desired record by highlighting the appropriate row and clicking on the EXECUTE ICON or double click on the Essential Inteorated Data I td Essential HR Chapter 5 3 31 desired row After the popup box disappears the cursor will be positioned in the employee number field Press return until the cursor exits the PLAN CODE field to display the data for the remaining fields DEFAULT FIELDS The Provider Deduction Method and Plan Status fields will display the data entered from the BENEFTT MASTER RECORD for the plan selected Data CANNOT be changed on this screen Calculated Deduction 4 numeric characters with two decimal places o Enter the amount to be deducted from the employee s paycheck Deduction Amount 4 numeric characters with two decimal places o The amount deducted from employee s paycheck until loan is paid off Deduction Frequency No entry required
171. period a proportioned amount will be deducted Calculated Deduction No entry required This field will automatically be calculated based on employee s pay for position deduction method deduction frequency and deduction amount Essential Integrated Data ltd Essential HR Chapter 5 2 28 Deduction Limit 4 numeric characters with 2 decimal places Set the maximum amount of wages to be deducted per pay period For salaried employees this amount has to be the same amount in the DEDUCTION AMOUNT and CALCULATION DEDUCTION fields For hourly and commissioned employees this amount will never vary no matter how many overtime hours worked or how much commission is earned BENEFICARY INFORMATION information the same for primary and secondary Effective Date Standard date format Enter the dates on which the primary and secondary beneficiaries became eligible for benefits Name 24 alphanumeric characters o Enter the names of beneficiaries Relationship 10 alphanumeric characters e Enter the relationship to the eligible employee EMPLOYEE LOANS im EMPLOYEE BENEFITS MAINTENANCE olx C Insurance C Medical C Retirement C Cafeteria Dental C Vision Pre Paid Legal C Investments C Stock Options C Savings Child Care Select the appropriate benefit type Figure 5 25 Essential Inteorated Data I td Essential HR Chapter 5 2 29 Plan Tape Pinte Pas Sie Deduction Cale Frequency ET D
172. phone number department and division information are optional Essential Integrated Data Ltd Essential HR Chapter 11 11 22 Date 3 30 1339 HE Test Company Page 1 Time 15 33 41 FMPLOVEE HOME ADDRESS LISTING IMPLOYEES EY WUMBER Palmer ll Edvard spouse Mame Joan Phone Humber 972 568 1245 Emp 1 Address 1 115 Orange Tree Drive Address i PU Box 564 Address 3 Orchard City CA 90701 4585 Levine Aug gm M spouse Name Phone Humber 37i 548 235b Emp i Address 1 5097 Glindward Ave Address i Woodland Hills C 91002 0000 Address 3 End of report BIRTHDAY AGE LISTING D 4 E Human feecource Iinisrmesbon Sachem By Essential tegrated Data EED Di i Figure 11 28 Essential Integrated Data Ltd Essential HR Chapter 11 11 23 L Employee Birthday and Age Listing iia Figure 11 29 This report follows the same format as the General report This report contains employee age information such as birthday and age Essential Integrated Data Ltd Essential HR Chapter 11 D 4 11 24 Date 39 30 1933 HE Test Company Page 1 Time 16 36 49 EMPLOVEE EIFTHOA AND AGE LISTING EMPLOYEES BY NUMBER EMP HU EMPLIYEE WME Birthday AE 1 Palmer H Edward 1401 1977 i2 i Levine Aug om M 44131978 11 4 Abdul Simon Z 8 13 1953 A End of report PROFILE D 5 E bur an Hre zmuce lr Fun ET ICT BIS Eie Emplapee dpptinic Admin E Ay Essential Integrated Data Ltd EI Lid Figu
173. porate Dallas office Atlanta location The LOCATION REASON CODE can be entered into the following o LOCATION NAME field on the EMPLOYEE POSITION screen to become part of an employee s record o LOCATION field on the COMPANY SERVICE RECORD screen to become part of an employee s record o LOCATION field on the EMPLOYEE SERVICE CRITERIA screen The code will be checked as a criterion used to generate the EMPLOYEE SEARCH REPORT The report will identify employees whose records match specified search results o DESIRED LOCATION field on the APPLICANT S POSITION PREFERENCE field to become part of an applicant s record o LOCATION field on the APPLICANT INTERVIEW RESULTS screen to become part of an applicant s record o LOCATION field on the APPLICANT SEARCH CRITERIA screen The code entry will be checked as a criterion used to generate an APPLICANT SEARCH REPORT The report will identify applicants whose records match specified search criteria Location Reason 4 alphanumeric characters Represents the reason the employee changes job locations Examples Department transfer Inner departmental transfer o Entered in the EMPLOYEE CURRENT POSITION screen Pay Changer Reason 4 alphanumeric characters Represents the reason an employee s salary changed Examples Promotion Full time Part time e Entered in the REASON field on the PAY RATE HISTORY INQUIRY screen Plan 4 alphanumeric characters The Benefit Plan code corresponds to ea
174. press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the ENTER key or double click with the mouse 2 The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees number and names will appear and the user needs to simply highlight which employee is to be entered click the CHECK ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields CURRENT DATA Grade 2 numeric characters Enter the grade established for this employee Next Review Date Standard date format Enter the date of the employee s next pay rate review Pay Rate 6 numeric characters with two decimal places Enter the employee s salary Position 8 alphanumeric characters Enter the employee s position within the company Essential Inteorated Data I td Essential HR Chapter 3 Step numeric character o Enter the employee s established step LAST CHANGE Amount 6 numeric characters with two decimal places o Enter the amount of the employee s last pay change Last Review Standard date format o Enter the last date the employee had a pay rate review Percent 3 numeric characters with two decimal places o Enter the percentage
175. r benefits Name 24 alphanumeric characters Enter the names of beneficiaries Relationship 10 alphanumeric characters e Enter the relationship to the eligible employee CAFETERIA AS dE ETE LOL A C Insurance Medical C Retiramen C Cafeteria C Dartel F visl ri Pre Paid Legal C Investments C Emplnyag Loans P Stock Options C Sangs F Child Care Select the appropriate beneit Lype Figure 5 17 Essential Integrated Data I td Essential HR Chapter gt 5 22 The employer may wish to put together several or just one benefit packages containing different options types and codes The employee may pick one of these packages called a CAFETERIA PLAN instead of individually selecting coverage Caida i ades RG Fin tur AB Erarkreet Date pi z amp 2000 A a SSCS apra Deam Ten Flan Pieredti ec Figure 5 18 The screen will appear as figure 5 18 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and the corresponding name will appear Enter the CAFETERIA CODE and press return After entering the PLAN CODE and pressing return 1f the employee has an existing record for the entered benefit type and code the other data will display and changes can be made to the data If there 1s not an existing record on file a new record can be created by entering data in the remai
176. re 11 30 Essential Integrated Data Ltd Essential HR Chapter 11 11 25 E Employee Profile Listing yi R8 Figure 11 31 This report follows the same format as the General report This report contains all employee information such as all employee demographic personal information such as citizenship and 1 9 documentation current position current salary information medical information payroll information company property disciplinary action employee absences accident reports counseling sessions education grievances licenses testing company service skills training and tuition reimbursement Essential Integrated Data Ltd Essential HR Chapter 11 11 26 D 5 Tate 1 14 2001 Essential Integrated Data Ltd Page 1 Time 15 27 10 EMPLOYEE PROFILE LISTING EMPLOYEES EY Hot A A AAA dd d dd dd EMPLOYEE WME Palmer B Eddie HHN NUMBER 1 ver pe pb oe pb op o p t obo pb oe DE v DEDE o Db AAA AAA AAA AAA AAA AAA AAA dd a AAA AAA AAA AAA AAA AAA AAA AAA DEDE dE AAA AAA AAA AAA AAA AAA AAA ttttt PERSONAL DATA 454 DRAN CONTACT BFORMATION Address 1 18 Orange Tree Drive Citizenship United Kingdom Home Phone 972 566 1245 Contact Mame frene amp Betty Palmer Address i P O Box 564 1 4 Doc 1 Drivers License Work Phone 572 457 3122 Phone Bomber 303 531 4523 Du St Zp Orchard City CA 90701 4585 1 9 Doc i Mork Visa fork ext 104 Relationship Parents Social Security 415 549 6091 Face Cau
177. re follows the same format as the PAY RATE REVIEW SCHEDULE Essential Integrated Data Ltd Essential HR Chapter 9 9 1 BENEFIT ADMINISTRATION The BENEFIT ADMINISTRATION feature allows the user to establish and manage the assignment of a wide range of benefit plans ONLY those benefits established via the Benefit Administration feature may be assigned to employees In addition Essential HR allows the user to generate practical and informative benefit reports The BENEFIT ADMINISTRATION feature allows the user to perform the following tasks e Establish and revise a benefit record including provider status and eligibility information along with coverage amount and premium contributions to be made e Report enrollment information for each benefit including statistical and financial information e Report premium amounts for each benefit GETTING STARTED From the MASTER MENU select ADMIN then select BENEFIT ADMINISTRATION to see figure 9 1 A list of the various files used to maintain benefit records appears To view the PLAN MAINTENANCE screen simply select PLAN MAINTENANCE Figure 9 2 and the screen appears To review the functions of the toolbar refer to the ICONS LIST Kaka AT code information table maintenance must be completed before any information can be entered into this feature All Benefit Administration information must be entered before any EMPLOYEE BENEFIT information can be entered Essential HR By Ces
178. re to repair a corrupt file e Select the files by clicking in the checkboxes buttons next to the corresponding fields and click the EXECUTE button e When the REBUILD process is complete press ESC Essential Integrated Data Ltd Essential HR Chapter 13 13 14 CREATE Figure 13 28 fe File infialzation Seem 1 GEI m l mi e Lu Ka E de Le 1 d i i 1 d JETTPIT ai Figure 13 29 e The CREATE feature works in a similar manner as the previous features when you CREATE a file you are creating a brand new file Thus if you have data stored in the file that you wish to create you will lose all data records Only use this feature to set up HR to re install the program or to delete files records e Select the files by clicking in the checkboxes next to the corresponding fields and click the EXECUTE button m Hamar near EL B I Figure 13 30 The EXIT feature allows the user to exit Essential HR by selecting EXIT from the FILE menu bar Essential Integrated Data Ltd Essential HR Index INDEX ABSENTEE TRACKING ACCIDENT INJUR Y ADDITIONAL TRAINING ANNIVERSARY LISTING REPORT ASSET AUDIT REPORT AUDIT TRAIL BENEFIT ADMINISTRATION BENEFIT PLAN SELECTION BENEFIT REPORTS BUDGET ANALYSIS REPORT CAFETERIA PLAN benefit admin CAFETERIA employee records CHANGE PASSWORD CHILD CARE benefit admin CHILD CARE employee records C
179. resents the result of the applicant s interview Examples Highly favorable Average e Entered in the RATING field on the APPLICANT INTERVIEW RESULTS screen Offer 4 alphanumeric characters Represents the status of a job offer to an applicant Examples Extended Pending on 2 interview etc e Entered in the OFFER STATUS field In the APPLICANT DISPOSITION screen Response 2 alphanumeric characters Represents the applicant s response once an offer was extended Examples Accepted Pending Rejected e Entered in the APPLICANT RESPONSE field on the APPLICANT DISPOSITION screen Essential Integrated Data Ltd Essential HR Chapter 4 ICONS LIST Essential Integrated Data Ltd 4 1 RESTART icon Clears the screen so user can restart data input SAVE icon Allows user to save information to the file being processed DELETE icon Allows user to delete the record displayed on the screen PRINT icon Allows user to print reports lists or forms EXIT CANCEL icon Allows user to exit from the HR program HELP icon Allows user to search for help on a particular topic or command EMPLOYEE MASTER FILE icon Allows user to pull up the master list of all employees PREVIOUS icon Allows user to browse to the previous record NEXT icon Allows user to browse to the next record CALENDAR icon Allows user to pull up a calendar select a date and have the selected date inserted in the screen fill Essential HR Chapt
180. s Starting Division i o Ending Division Starting Department _ Ir Ending Department HZ r Starting Position i a Ending Position i 1 PO Output Destination t Display t Printer Page break on positions GEIL Ltd Figure 11 21 This report works in the same manner as the previous report except that the user has department and page break options This report contains information concerning requirements for a position such as position description grade step work week civil code state code number of positions authorizes amp filled skills education and licenses Essential Integrated Data Ltd Essential HR Chapter 11 11 16 C 4 Date 3 30 1334 HE Test Company Page 1 Time 16 25 56 POSITION REQUIREMENTS LISTING LISTING BY POSITION CODE eo a i sta a afa aa aia a sea ia si a ataa afa sia sia sa ia a i sta ata a aia a ea a i s ata ata aia sia mea iaa i sE sta aa aia a sea a sa aaa ata mia sia sa easa sta afa a aia a ea a sa siaa sta aa sia sea aa i sta ata aa ata sia sea a sea ata aa a sta aea ea s BEG DIV ERD DIY BEG DEPT EMD DEPT BEG POSITION AR CLERK EMD POSITION CLERK DIV DEPT FOSITION DESCRIPTION GRADE STEP WORK CIVIL STATE HUMBEPR OF POs SKILLS EDUCATION LICENSES RANGE WEEK CODE CODE ATH FILLED AAA AAA AAA AAA oc E oc E pe pl pe pl AAA AAA AAAAARAA AAA AA AAAAAR AA AA AAA E E oc E pe p ple AAA AAA AAAAAAR AAA A AAA AAA AR AAA A AAA AAAAAA AAA AAA AAAAAARAAA AA AA AAA AR AAA AAA AAA AA
181. s feature To view the FORMAL EDUCATION screen select EMPLOYEE on the menu bar then select EMPLOYEE ASSET TRACKING and finally select FORMAL EDUCATION e Haman Bad ren Alen T pe E ipee de Beets EA Tables meget Heb Dr Essential Integrated Cinta Lid Figure 7 3 EE Arca lacio Edu Hem Figure 7 4 Essential Integrated Data Ltd Essential HR Chapter 7 7 4 The screen will appear as figure 7 4 appears until information is entered To display previously entered records perform one of the following tasks l Type the employee number in the EMPLOYEE NO field and press the ENTER or the TAB key The corresponding name will appear To pull up previously entered information highlight the desired record in the list box and press the ENTER key or double click with the mouse De The user with the cursor in the EMPLOYEE NO field can click the EMPLOYEE MASTER FILE ICON and if employees have been previously entered than the list of the entered employees will appear but if no records have been entered than all the employees numbers and names will appear and the user needs to simply highlight which employee is to be entered click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields Attended From Date Standard date format e Enter the date that the employee started at the listed school Attended To Date Standard date format Enter the date that the e
182. s absentee time to be differentiated for example the user may establish categories for vacation sick leave comp time maternity leave unexcused time funeral leave and accident leave These categories may be used for management analyses APPLICANT TRACKING Applicant tracking allows the user to record and manage the following information o Demographic personal data e Prior employment history e Assets education skills licenses e References o Pre employment tests o Interview and disposition results If an applicant is hired by the user s organization the data contained in the applicant record can be automatically transferred to an employee record so that existing demographic personal education and skills information will not have to be re entered A reporting feature allows the user to specify search criteria in efforts to identify applicants with specific qualifications ASSET TRACKING ESSENTIAL HR tracks employee and applicant assets Skills formal education additional training license and permits acquisition and test results may be recorded This comprehensive inventory allows the user to increase productivity by effectively employing skills education and training within the user s organization Asset Tracking allows the user to identify the best suited employees for promotions and transfer placements Additionally this feature ensures that qualified and skilled applicants can be quickly identified Asset Trackin
183. s or displaying and selecting from the DISCIPLINE CODE POPUP LIST Occurred Date Standard date format o Enter the date that the action occurred for which the employee was disciplined for Probation End Date Standard date format o Enter the date on which the employee s probation will end Probation Start Date Standard date format o Enter the date on which the employee s probation will begin Supervisor 9 alphanumeric characters o Enter the supervisor s number that was responsible for the disciplinary action and the name taken from the EMPLOYEE MASTER FILE will automatically appear in the next field Re After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the discipline record Each record entered under the same employee will appear in the record list box To pull up all DISCIPLINE information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields Essential Integrated Data Ltd Essential HR Chapter 6 6 7 ACCIDENT INJURY HR allows the user to record and track accidents and injuries by type of event such as an OSHA injury OSHA illness workmen s compensation etc Along with the type of accident the user may also specify a description accident dat
184. se keys or displaying and selecting from the CITIZENSHIP CODE POPUP LIST Exp Date Standard date format Enter the date the corresponding document expires MISCELLANEOUS Maiden Name 25 alphanumeric characters Enter the name of the employee s maiden name if applicable Essential Inteorated Data I td Essential HR 5 5 Chapter gt 5 6 Spouse e Name 25 alphanumeric characters o Enter the name of the employee s spouse 1f applicable EMERGENCY INFO Address 25 alphanumeric characters each o Enter the address for the emergency contact City State Zip 25 alphanumeric characters o Enter the CITY STATE amp ZIP of the employee s emergency contact Commas can separate the information or be left out Name 25 alphanumeric characters o Enter the name of a person the employee wishes to be contacted in the event of an emergency involving the employee Phone 10 alphanumeric characters o Enter the emergency contact s phone number Relationship 15 alphanumeric characters o Enter the emergency contact s relationship to the employee Examples Mother Brother Niece HIRE DATA CURRENT STATUS The HIRE DATA CURRENT STATUS feature allows the user to keep track of employees hiring information such as hiring date seniority date and termination information To view the HIRE DATA CURRENT STATUS screen select EMPLOYEE on the menu bar then select EMPLOYEE RECORDS and finally select HIRE DATA CURRENT STATUS
185. ssential HR Chapter 5 3 33 3 To see a list of all employee insurance benefit records on file click on the BENEFITS MASTER FILE ICON Select the desired record by highlighting the appropriate row and clicking on the EXECUTE ICON or double click on the desired row After the popup box disappears the cursor will be positioned in the employee number field Press return until the cursor exits the PLAN CODE field to display the data for the remaining fields DEFAULT FIELDS The Payroll Code and Plan Status fields will display the data entered from the BENEFIT MASTER RECORD for the plan selected Data CANNOT be changed on this screen Annual Reimbursement Amount 7 numeric character with 2 decimal places o Enter the amount the company reimburses the employee each year Date of Enrollment Standard date format o Enter the date on which the employee enrolled for benefits Number of Dependents 2 numeric characters o Enter the number of dependents in childcare Period Reimbursement Amount 4 numeric characters with two decimal places o Enter the amount corresponding to the applicable period with which the company reimburses the employee for childcare Reim Frequency No entry required Simply select the appropriate choice by clicking on the DOWN ARROW next to the field MEDICAL HISTORY The MEDICAL DATA feature allows the user to enter and maintain health and medical information for the employees Note The user must enter an employee s
186. st Effective Date Standard date format o Enter the date on which this grade table will take effect Grade 3 alphanumeric characters Displays the grade that serves as the record key All data entered on the corresponding work screen will be written to the record identified by the grade number Grade numbers are specified via the Record Access Selection process Enter the grade identifier Hourly Low 6 numeric characters with 4 decimal places each e Enter a low wage rate for the step The user do not need to enter a comma If necessary Essential HR will input one for the user A so only enter a decimal point if the user is entering a cents value High 6 numeric characters with 4 decimal places each e Enter a high wage rate for the step The user does not need to enter a comma If necessary Essential HR will input one for the user Also only enter a decimal point 1f the user is entering a cents value Next Step in Months 3 numeric characters o Enter the number of months that an employee must serve at that step before his her salary or wage may be raised to a higher step Essential Integrated Data ltd Essential HR Chapter 11 11 1 REPORTING This chapter outlines general and specific information on reporting such as what information is included in every and in each specific report how to enter the information how to view the reports and or how to print the reports GETTING STARTED From the MASTER MENU sel
187. st box so that the record does not have empty fields and spaces The option description fields allow 10 numeric characters Pay Type No entry required Simply check the box the appropriate type Percentage 4 numeric characters with 2 decimal places e If not a percentage than the amount is fixed With percentages the user can vary premiums and contributions by employee rr Premium Amounts Varies by Employee No entry required Simply check the box if premiums are to vary among employees If premiums VARY by employee the user will enter the appropriate premiums in the EMPLOYEE BENEFIT SELECTION and leave the fields in the administration empty If premiums DO NOT vary by employee the user will simply enter the fixed amount in the appropriate fields Single Coverage No entry required Simply check the box if desired This is a Cafeteria Plan No entry required Simply check the box if the plan is a cafeteria plan This Plan uses Pre Tax Dollars No entry required Simply check the box if the plan uses pre tax dollars Essential Integrated Data Ltd Essential HR Chapter 9 9 4 INSURANCE imi Ecol Plan Hana Finance T Medical T Relirement T Cafelena f Dental T Mebn f Pra Paid Lagal T Imeesimarnis l Empkynr Loans Stock Options Savings T Chiki Cam DEI Lid adari ihe appropriate Langg type do maimanance Figure 9 2 The INSURANCE feature allows the user to enter view and change basic insuran
188. sting record the record s will appear in a popup list box Highlight the desired plan type in the list box click the EXECUTE ICON and the CAFETERIA CODE and CODE will appear in the appropriate fields In the LIST BOX at the bottom of the screen the various options available under the CAFETERIA CODE PLAN appear The employer can also enter the amount of coverage available for each option under the plan Even if the employer no longer offers a cafeteria plan with a certain option such as dental or a medical HMO all options that are and were once available will appear The employer simply checks which ones are still currently available which will automatically be defaulted to the employee feature DENTAL Seih lis Band ieee C recurance F Medical Retirement C Cabter a D Dental E Mon C Pre Paid Lagal C rvasimands Employee Lina C Stack Onions C Saangs r hid Care PED lu Seleciihe appropriate bereit Type EE Figure 9 9 Essential Integrated Data Ltd Essential HR Chapter 9 9 10 The DENTAL feature allows the user to enter view and change basic insurance information such as various plans and benefits The DENTAL feature follows the same format as the INSURANCE feature For reference see the GENERAL FIELDS section VISION Bi Bencht Plas Haisininence ass cn 239 5 EID D d Figure 9 10 The VISION feature allows the user to enter view and change basic insurance informat
189. t o Enter the date the insurance coverage expires Issuing State No entry required Simp ly click the DOWN ARROW next to the field and select the appropriate choice Liability Insurance No entry required Simply check the box if the employee is covered by liability insurance Number 21 numeric characters e Enter the number of the certificate permit or license if applicable Type o Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or highlighting and selecting from the TYPE CODE POPUP LIST RH After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s information Each record entered under the same employee will appear in the record list box To pull up all CERTIFICATION information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields EMPLOYEE TESTING The HR EMPLOYEE TESTING feature allows the user to record the status and results of tests administered to an employee Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any information can be entered in this feature To view the EMPLOYEE TESTING screen select EMPLOYEE on the menu bar then sel
190. tegrated Data Ltd Page 3 Time 13 21 10 EHPLOYEE PROFILE LISTING FMPLOVEES EY Hot A A A A ob ob ob ob h saat aa aa ob ob o ob ob ob o oo DEDE DEDE o SE DEDE DEDE OE EMPLOYEE FAME Palmer B Eddie EMPLOYEE MYER 1 titi License Type DRIVERS LICENSE License Code Chauffeur Licsn Date Received 06 20 1995 Expiration Date 06 30 1994 License Mo atate Issued By AR Liability Insurance H Insured br Insurance Expiration Date 00 00 0000 tttttttt t TEST gg Test Supervisory Ikl Date 06 23 1994 Results Excellent Test Location Fort Worth Tester HE Dept Tester aac COMPO SERVICE fissis Service Began 00 13 1997 Service Ended 01 01 1998 Division Houston Department Customer Service Cost Center Position CUSTSUPR Position Desc CUST AU SUPERVISOR Title manager Reports To WP CUS SER Primary Duty handle customer service staff of 23 secondary resolve customer complaints Atit OUTIL AAA A akill Speaks French Skill Level accomplished Date 04 16 1733 Years of Experience 5 Certification Hearing Tester taggen 0910 atta Subject biology Date Began 010111990 Date Ended 04 10 1930 Grade 3 0 Credits 4 Results PASSED ichool TEAS Aufl Subject biology Date Began 05 01 1951 Date Ended 5 01 1933 Grade 3 5 Credits Results passed 3chool Vale University Subject business Date Began 0101 1991 Date Ended 04 10 1931 Grade 2 5 redit 1 Results passed school Harvard University Subject economics Date Began 0701 1999
191. tered To display previously entered records perform one of the following tasks 1 Type the employee number in the EMPLOYEE NO field and the corresponding name will appear Enter the PLAN TYPE and press return After entering the PLAN CODE and pressing return if the employee has an existing record for the entered benefit type and code the other data will display and changes can be made to the data If there is not an existing record on file a new record can be created by entering data in the remaining fields and saving the record ES With the cursor in the EMPLOYEE NO field the user can click the BENEFITS MASTER FILE ICON and if an employee number has been entered the record s on file for that employee will appear in a popup list box If no records are on file for the entered employee number all employees on file will appear in the list box Highlight the desired employee in the list box click the EXECUTE ICON and the EMPLOYEE NO and NAME will appear in the appropriate fields in the employee benefit screen To select a PLAN TYPE and PLAN CODE combination click on the INSURANCE LIST ICON on the toolbar when the cursor 1s in the PLAN TYPE field and a popup box will appear listing all valid PLAN TYPES and CODES After selecting the TYPE and CODE combination press return If a record 1s on file matching the employee number the PLAN TYPE and the PLAN CODE the data for the remaining fields will display Essential Inteorated Data I td E
192. the MAJOR CODE AND MINOR CODE field on the APPLICANT FORMAL EDUCATION screen For both of the above entries Entry of a major code may be made in conjunction with entry of a degree code thereby associating the major with the degree Results 4 alphanumeric characters Represents the scores results of the employee s test Examples Passed 90 100 Percentile Failed etc e Entered in the RESULT CODE field on the EMPLOYEE TESTING screen e Entered in the RESULT CODE fields on the APPLICANT TESTING screen For both of the above entries Entry of a test result code is made in conjunction with a test name code School 4 alphanumeric characters Represents the schools or training facilities the employee attended o Entered in the SCHOOL field on the TUITION REIMBURSEMENT screen to become part of an employee s record Entered in the SCHOOL CODE field on the FORMAL EDUCATION screen Essential Integrated Data Ltd Essential HR Chapter 3 3 15 o Entered on the EMPLOYEE S ADDITIONAL TRAINING EDUCATION screen e Entered in the SCHOOL CODE field on the APPLICANT FORMAL EDUCATION screen Entered on the APPLICANT S ADDITIONAL TRAINING EDUCATION screen Skill 4 alphanumeric characters Represents the type of skill the employee or applicant has Examples Word Processing Programming e Entered in the SKILL LEVEL field on the EMPLOYEE SEARCH CRITERIA screen The code entry will be checked as criterion used to produce an Employe
193. the company information screen Note It would be a good idea to leave Passwords and Auditing turned off until you are ready to start entering employee information Next select FILE MULTI COMPANY MAINTENANCE and enter the name of company 00 and the ID s and names of any other companies that will be used Tables Set Up The tables consist of codes 2 4 characters in length and description for the various choices users will have for each data item represented by a table When users are in a field represented by a choice of codes they can popup the list of choices by clicking the right mouse button or clicking on the list popup icon when the cursor 1s positioned in the code field Code tables are used to speed data entry and add uniformity to descriptions There is no limit to the number of codes available for any data field On line help explains each of the codes and codes can be added at any time A good place to start is the company organization codes for Division and Department Neither of these are required but at least one default code is needed If you have no divisions for example 00 or HO could be used for Home Office If you do not want to use Departments CORP could be used for Corporate Most of the reports print by Division and Department so these codes should represent a company s structure Positions Grade tables are part of the position administration These need to be set up prior to entering posit
194. to activate the menu bar and traverse the menus with the arrow keys The main driving program to HR is the Employee Demographics function Employees have to be set up in the demographic file before their other records can be added To get there select Employee Employee Records Employee Demographics Essential Integrated Data Ltd Essential HR Getting Started I Getting Started Start Up and Login Essential HR is a table driven application which means that many of the fields in the data entry screens are filled and based on options predefined or set up by the user Therefore designing and setting up the table information is key to the system functioning in a manner best suited to the user s business and operations Before starting with the tables set up we need to cover the basic functions for starting the system If you followed the installation instructions for creating a startup icon or added it to the Windows START menu you should start HR by clicking on the HR icon or selecting it from the START menu The system is shipped with the default company O00 zero zero The first screen will ask for a company number and OUT should be entered After entering the number press the ENTER key or click on the OK pushbutton The next screen will ask for a user ID Since Passwords is turned off by default any initials can be entered then press the ENTER key or click on the OK pushbutton At the menu select FILE COMPANY INFO Fill in
195. to purge will appear When the user opens Employee Record Purge a list appears of all the employees who are to be purged The user can either choose to Select Each employee to purge in which case the user selects each employee one by one Or the user may wish for all employees listed to be purged in which case the user chooses Select All If the user wishes to unselect the list of employees to be purged simply select Unselect All Employee Applicant Name Change Figure 13 18 Essential Integrated Data Ltd Essential HR Unapter 13 13 8 Fa Ed TUTUP TET DR LE Mame Change ES ele Employee r Soplicant mt Ha rd Cl Employas Numbar Employee Mame x Hews Narme E First Mama Middle Last Hama ERI 1 Figure 13 19 Use this feature to change the names of employees simply select the employee name and number of the employee whose name is to be changed from the Employee Master File The name and number will appear at which point the new name s is to be entered First Name 11 alphanumeric characters o Enter the first name either old or new of the employee Middle Initial 1 alphanumeric character o Enter the first letter of the employee s middle name Last Name 17 alphanumeric characters o Enter the last name new or old of the employee As the user enters information for these fie
196. ts may be generated which detail current position information budget information position availability and position requirements Current Position Report Budget Analysis Report Headcount Report e Position Requirements Report GRADE TABLE MAINTENANCE AND PAY UPDATES The Grade Table is used to manage salary and wage levels Using Grade Table Maintenance the user may establish or update pay grades Each grade may be broken down into steps For each step the user may establish a low and a high pay rate for both salaried and hourly employees The user may additionally record the number of employment months necessary to advance an employee from step to step Also pay grades including steps within each grade may be automatically updated by an indicated amount or percentage increment or decrement The Automatic Grade Update function allows the user to select pay grades and steps to be Essential Inteorated Data I td Essential HR Unapter Z 2 4 simultaneously updated The user may also choose to concurrently update employee pay rate records If the user chooses to update employee pay rates those pay rate records that have corresponding grades and steps to those entered on the update screen will also be updated along with the grade table REGULATORY REPORTING ESSENTIAL HR generates several regulatory reports Those reports include EEOC Report positions are detailed by gender and race classifications OSHA Summ
197. xam Next HBV Test Standard date format Essential Integrated Data ltd Essential HR 3532 Chapter 5 2 56 o Enter the date employee should OR plans to take his her next HBV test Next TB Test Date Standard date format Enter the date employee should OR plans to take his her next TB test Physician Name 25 alphanumeric characters Enter the name of the physician the employee wishes to be contacted Physician Phone 10 numeric characters e Enter the listed physician s phone number Preferred Hospital 20 alphanumeric characters Enter the name of the hospital the employee wishes to be taken to 2 Step TB Skin Test Date Standard date format Enter the date the employee had his her TB test Results No entry required Simply select for either test the appropriate result Weight 3 numeric characters e Enter the employee s weight RELATIONSHIP COBRA The RELATIONSHIP COBRA feature allows the user to enter and maintain the information required to demonstrate that the organization is in compliance with COBRA regulations COBRA regulations require that employers offer employees and their dependents an extension of medical benefits for a period of time following their separation from the organization When an employee accepts COBRA coverage he she pays the total COBRA premiums for the duration of the COBRA period To demonstrate compliance with COBRA the organization must record the employee s relation to be c
198. xample 400 indicates the employee was absent four hours and zero minutes 4 00 30 records as thirty minutes 00 30 No of Days 3 numeric characters e Enter the number of days the employee was absent from work Essential Integrated Data Ltd Essential HR Chapter 6 6 3 Paid Unpaid No entry required Simply click the left mouse button the appropriate choice Reason Code Enter an alphanumeric code maximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selecting from the ABSENCE REASON CODE POPUP LIST To Date Standard date format e Enter the date of the last day of the absence RR After entering all the fields save the information and then the information will move to the record list box at the bottom of the screen so the user can see a brief history of previously entered information and a brief description of the employee s record Each record entered under the same employee will appear in the record list box To pull up all ABSENCE information for an employee simply highlight the name in the record list box and double click the left mouse button The information will appear in corresponding fields GRIEVANCE PROCESSING The GRIEVANCE PROCESSING feature documents grievances and helps the organization manage grievance resolution Note The user must enter an employee s DEMOGRAPHIC INFORMATION before any other information can be entered To view the
199. ximum of 4 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selection from the SKILL CODE POPUP LIST State Position Equivalency 4 alphanumeric characters o Enter the state position that is considered to be equivalent to this position Supervisor s Position 10 alphanumeric characters e Enter the name of the supervisor who is responsible for the employee s assignment Worker s Comp Enter an alphanumeric code maximum of 3 characters OR choose a code from the CODES TABLE by browsing with the toolbar browse keys or displaying and selection from the WORKER S COMP CODE POPUP LIST POSITION MAINTENANCE SCREEN 2 m Poston ODD PORE me Tob Tenma ap ire m mp el Be s Puy Maike palaried D is E enge Weeki 7 mea 3 Censi Fd p MnP 77 ccn Aib do P Tag kka Price ied Aion Coit oc Filled TTD u Budgriel haud Cost om Vacurscies YT o o Cet TDI 0 00 Teame Lei Tear In Figure 10 3 Essential Inteorated Data I td Essential HR Chapter 1U 1U 4 The POSITION and JOB DESCIRPTION fields will automatically default to screen 2 Authorized to Fill 3 numeric characters Enter the number of employees that may be assigned to the position Budgeted Annual Cost 9 numeric characters with 2 decimal places Enter the amount budgeted for the position Cost YTD 9 numeric characters with 2 decimal places Enter the amount expend

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