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1. 7 Imena_ WA Employee System Blain Men Fepuari ane Human Resources Main Menu 15 Initial Setup Preferences Ghanterg INITIAL SETUP PREFERENCES The first step in using your ReportWare software is to set up your Company preferences This is a list of information that tells the system how to function for your company Remember these preferences are used across your entire company so they must be the same for every division department You may not want to set up some items immediately due to lack of time at least set up the important items such as timekeeping input mode and management passwords You can use our demo data for other items Click on the Preferences button from the Main Menu to set up your company wide preferences Initial Preference Screen The initial screen is where you enter any company wide message you wish displayed as your employees clock in and out It is also on this screen that the date of the last update for this module is maintained Click on the button marked Continue 35 Farell 1 Prefs_ WA Decio Thea Protaras bebeuba ig ud Lo dai Ela ed other pra aed UTA AA O mek E he rau rave hera wil bet re Pera aber Miep aay bey are Copyright This rheme Ir TDS DIO by Reperiieen he TEO Margarita Losa Peso A BGE 008 TOPO IT IT Far MIRA World Welds Mabe men patear com 44 Riges Picpereed WOR MING THIE SOLUTSOR CONTAINS Pid TARADA ICA Kar ORLY BE PROM DEO EY THE DIM
2. OSHA Screen This screen is used to maintain any OSHA complaint of injury The codes are established during the initial install when the company preferences are set up To enter a complaint simply type into a blank line The injury code body code and location are all pull down menus for you to select from If you do not see the code you need speak with your System Administrator 59 Employee Data Photo Information Photo Screen Press the button marked Photo amp Dates to go to the Photo screen iy AWareHA A hemp AWA Enter Identification Data for Employee Reportar e Photo and Dates Photo Use this screen to track listed information to the extent you wish or feel compelled by the EEOC or other agencies The EEO race category should not be used without consultation with your labor law counsel but is provided because some companies are compelled by law to keep up with this information You may add color or black and white photographs or even movies with sound to any record in the space provided The Select Add Photo button will produce a dialog box asking you to locate the computer file of the photo you wish to use Digitized photographs may be imported in a variety of formats from a variety of sources For instance you can use a video capture board to pick a frame from a videotape or video camera or you may use a dedicated digital camera If you have a CD ROM reader on 60 Employee Data your compu
3. ReportWare Human Resource And Timekeeping System Reference Guide Table of Contents 1 INSTALLATION AND START UP INSTRUCTIONS s sssssssssssssssssssssscssscssssscssssesssssesssssessessssoesoeees 7 For those who hate to read manuals cccusssosssossssnsssnnnsssnssnnnnssnnnsnnnnssnnnsnnnsssnnnsnnnsssnnnsnnnsssnnnsnnnnssnnnen 7 Planning your installations soesossssonsonsssssnssnssonsnnsonsnnsnnsnnsnnssonsnnsonsnnsnnsonsnnsnnssnssnssonsnnsnnsnnsnnsnnsnnssnssnnee 8 DM WAN COWS 8 iiss seccsausccesconscascassonscosscassansonesdsweespansedseasesasoeasasdeve seeseansevacneeseeesoad sess TAT RSET 9 Network Installations scscscssscssscecscscssscssscescssscscssssssssssesssesecsneceneesecessesscssessscssscsssessssssssssssesesees 10 2 START THE REPORTWARE SYSTEM usussnssossnssossossonsonsnesnnssnsnossnssonsonsnnsnnssnsnonsnssonsnnssnsnnssonsnnsnnne 13 Start The ReportWare System cusossssssnssnssossnssonsnnsnnsnnsnnsnnssnnsnnsnnsnnsnnsnnssnssnnsonsnnsonsnnssnsnnsnnssnsnnssnnsnnsnnn 13 3 BASIC OPERA TIONS ao 15 4 INITIAL SETUP PREFERENCES sccsccecsecsssessessteoceorsisessesdtsocoastscestensdscceovsesecsusisaessoceocutrecsensdercuossevon 17 Initial Preference Screen eorscossonssonsoossonsennsennssnnennsennnsnnnsnnennnsnnnssnnssnssonssonssnnsnnnsnnssonssnnsnnsssnnssnnesnnssense 17 Main Preference AAA A 19 Main Preferences Department Division Screen cursossossonssonssnnsonnssnsenn
4. After this these people will not come up for filing unless you remove the date from their records The following are excerpts from published rules for Texas other states may be similar WHEN TO REPORT e Send a report within 20 days of the employee s first day on the job e When there has been a lapse in pay of 30 calendar days or more send a report within 20 days of the employee s first day back at work WHERE TO REPORT MAIL Texas Employer New Hire Reporting Operations Center Post Office Box 149224 Austin Texas 78714 9224 OR FAX 1 800 732 5015 OR CALL 1 888 TEX HIRE 1 888 839 4473 If you re not in Texas you may call the phone number for your state to get detailed local information 65 Employee Data Alabama Alaska Arizona Arkansas California Colorado Connecticut Delaware District of Columbia Florida Georgia Guam Hawaii Idaho Illinois Indiana Iowa Kansas Kentucky Louisiana Maine Maryland Massachusetts Michigan Minnesota Mississippi Missouri Montana Nebraska Nevada New Hampshire New Jersey 66 NEW HIRE STATE CONTACTS as of May 1 1998 334 353 8491 907 269 6685 602 252 4045 800 259 2095 916 657 0529 303 297 2849 860 424 5044 302 369 2160 888 689 6088 850 413 9102 888 657 9585 671 475 3360 808 586 8984 800 627 3880 800 327 4473 800 437 9136 515 281 5331 888 219 7801 800 817 2262 888 223 1461 800 442 600
5. Req Reason that she came in earlier than she clocked in Her supervisor will adjust her time accordingly After adjustments are made they will be reflected in the Time in or Time out columns Please check regularly to ensure that all your times worked are accurate 74 Employee Time Entry Enter Employee Time Review Week Screen To review your work week click on the Review Week tab to see your times for every day of the week 3 were dm Pall ba albert ds 10th arriva mary at City Fai Bis Saterday al 200 pa Yau and yout damily aia iria Es join un Acme celsbrandh eu d cime anhremaric en el parque municipal srta s bado s las 300 pre de la tade Est n bmaitades rhed y gu Clear Employee ID fi 73 Beach Suzanne all Please come by HR office Wednesday al Gam Password Yom a in O Oul Reena er r 101601000 Sunday 200 774 574 J 407 2000 Monday 200 008 mos 2 00 AQE000 Wedresday 200 ES 420 2000 Thersday 2 00 ES wr 112000 Friday 2 00 AZZIEODO Satrda 125 Total for Selected Week 13 25 aa Today ROO Pay TO werkt TE Print my times for ihis week Hepu Ware Employee Time Entry Review Week Screen If you happen to be the first person in your office to check times for a new week there will be a prompt asking you to set up files for that week Telling the system to proceed will cause it to set up files for that week for everyone in your office so it may take a couple of minutes In the ex
6. rather than write on it you cut out some of the boxes and lay it over the paper that s written on You can then just see what appears through the holes and the rest of the information is covered up If you just had holes over the boxes with name and phone number you wouldn t have to look over all the other stuff to find them you d just lay a template over that covers everything else You could erase and change the phone number through the hole if you wanted Later you might overlay a different template to look at names and birthdates or whatever Looking through different templates doesn t eliminate any data that is not shown it just hides it to avoid confusion This is what the computer does It presents you with different views of information for your convenience You can select different views by clicking on the box in the top left and choosing a different view of your record In this software everything basically happens in a series of simple steps First you enter information Later you select or Find the records that you are interested in for example all waitresses Then you Sort these records for example by last name You then overlay a template to show you just the particular information you want for example names of all waitresses sorted by last name and showing their phone 109 Database Principles numbers ReportWare automates this process with pre designed templates and buttons that automate finding a
7. ren Eb Erbas imini E Espmdend DE ya Benefit Codes Preference Screen 31 Initial Setup Preferences Password and Evaluations Screen The last Preference tab is the Passwords and Evaluations tab Select it now Password and Evaluations Phrases Screen T Mare HA Pc Prefs _ MWA fala Cention Adaptability 2 Waade Impiewersarnt Communication Sails If Saba Eependabiliy acc urto mies ral arti cna A Excellent initiative Report ane Password and Evaluations Phrases Screen The Phrases button establishes the phrases that are later used in the Review process You must first set up your evaluation categories These are the categories by which you will rate your employees Next you set up a phrase that is associated with each rating For example a 5 may always be deemed Excellent 32 Initial Setup Preferences Password and Evaluations Jargon Screen Next press the Set up Jargon for Evals button The first screen to appear is a list of all of your evaluation categories and their ratings For each combination of evaluation and rating you must enter a paragraph describing that evaluation L E LEHI PO E ON a la al ty espia do chores ered Password and Evaluations Jargon Screen To access the jargon record click on the graph icon on the left side of the screen Detail Jargon Screen Establish a phrase for each evaluation rating for each category As a supervisor rat
8. sado a le 200 pm de le irde Est s invitados Usted yeu 1 Mark Into Status Beportdtare Employee Time Entry Task Screen On the Tasks screen you may enter time you spend for job costing if your company asks you to track this information Note that you may type in any date to see what you have entered previously To quickly insert today s date you may click the Set date to Today button 73 Employee Time Entry Enter Employee Time Review Day Screen To review a specific day click on the Review Day button to see the following screen oy Were dm Pall be albert ds 10th arriva mary at City Pai This Saterday al 100 pa Yau and your dam ate iria Es join un Acme cebra eu d cime anhremaric en el parque municipal srta s bado y las 300 pre de la tarde Est n iitados rhed y gu Bless prep iras des GET 4162000 Suday Set date do Toda 416 2000 100044 Z200PM 400 3 00 AM Came in eanler Infiutto Lurer 416 2000 400PM Padre 174 ut Hepu Ware Employee Time Entry Review Day Screen On this screen you will see details of every transaction for the specified date You may type in any past date to see details for it If you notice any errors you may note them here In the example above you see that Suzy keeps funny hours She came in at 10 00 AM then left for lunch at 2 00 PM She came back at 4 00 PM and left at 4 43 PM She typed in 9 00 AM in the Req In box for the first line and left a note in
9. 75 77 78 Employee Times 47 91 Evaluation 52 56 Evaluations 32 51 Exempt Employees 24 Export 95 121 File Menu 105 Index Fonts 123 Format Menu 106 Future Goals 55 Hand Reader 131 132 Hardware 119 Hire 49 Hire Term 49 Illegal Operation 125 Import 93 102 121 Initial Log On 70 Input Devices 131 Installation 7 Jargon 33 51 54 Job Applications 97 Job Category 97 Job Cost 25 26 Legal Requirements 23 log on 71 log out 72 Macintosh 105 Mag Card 79 Mag Swipes 131 Main 39 Main Menu 15 17 Mandatory break 45 Minimum Wage 24 Mode Menu 105 Network 10 New Employee 39 New Hire 64 OSHA 30 59 Overtime 23 44 Password 36 Passwords 32 Past Goals 53 135 Index Pay 44 Paychex 42 89 Payroll 20 23 36 41 44 46 47 48 50 76 81 82 89 91 94 PC 105 Percon Bar Code Reader 131 Personnel 49 Photo 60 62 Phrases 32 Position 27 97 Preference 17 19 27 30 31 32 preferences 19 Preferences 9 10 17 21 23 25 26 36 51 54 105 132 Preview 106 Reporting 85 Review Day 74 Review Week 75 Schedule 25 26 Schedules 44 Scoring 54 Script Menu 106 Security 111 Select Menu 106 Setup 17 Shortcuts 107 Software 120 136 Star Receipt Printer 122 Start up 7 Suitability 97 Supervisor 81 Synchronize 99 System Requirements 119 System Setup 70 Task Entry 73 Tax 41 47 4
10. Payroll screen IN AWareHA Employee Data Tax and Payroll Screen Employee Data Enter payroll information on this and the next several screens Of particular note is the Payroll ID field This field is the employee s payroll ID as assigned by ADP Paychex or another payroll processor Select the type of employee Salary or Hourly Mark whether your employee is hourly or salary h or s Mark the pay cycle Only weekly or biweekly are recommended as it is very difficult and confusing to track overtime on other pay periods Enter the pay rate for the primary job Enter the period that this pay rate reflects You may leave this blank if you only track and transmit hours to your payroll service Enter the pay rate for the secondary job if the employee has two jobs at different pay rates The secondary job pay rate accepts only hourly pay rates Fill in marital status and number of exemptions most recently claimed on the employee s Form W 4 Note the date this Form was updated along with the date of the I 9 to later get reports on who is out of date Payroll ID is used to file the payroll number for this person for use by your outside payroll processor the file number assigned that person by ADP Paychex or whoever Buttons marked View allow you to scan and attach to each employee s file a copy of their W 4 and such forms Under Other Details the password field is the passw
11. date with ba find a raspa enter first dea than than sect cda Enter Criteria to Search for Employee Search Screen Enter the data for which you wish to search and press Enter beside the number pad You may also use either the All Records or All Current button The All Records button will find all employees in the system The All Current button will find only currently employed employees A list of all employees that match the search will be displayed To select a specific employee click on the green icon to the left of the name 63 Employee Data New Hire Reporting Federal Law forces all states to require all employers to report information about all new employees hired shortly after each employee s hire date within 20 days of hire unless your state sets a shorter time This is supposed to be for the purpose of Child Support Enforcement so that obligated parents can be tracked down and support collected from them even when they move around the country or change jobs Reporting is mandatory in all states Detailed requirements may vary from state to state To learn more about this and your state s particular requirements see NewHire pdf in the Government Forms subdirectory of your installation CD or go onto the Internet and look at http www acf dhhs gov programs cse newhire employ employ htm Versions of ReportWare shipped after July 28 1998 support this new hire reporting automatically There is a screen o
12. down within your found set of records A Found Set is all records which match some search criteria you have specified Employee ID accepts whatever number you wish to use to identify your employees This ID must be unique no two people can have the same ID number If you try to enter a duplicate ID number the computer will stop you This ID must be a number not alpha numeric and will be used when clocking in employees Go from one field to the next by pressing the tab key or by using your mouse On some 40 Employee Data pop up lists you may select the first letter of the choice then press the enter key The Shift and tab key pressed together skips backwards through the fields Each employee must have a primary position and a supervisor You may also assign a secondary position The system automatically loads the primary position when the employee clocks in The pay rates for these positions are applied in the following screens The field Notes to Employees will display information to the employee when they clock in each day This is a free form field to allow you flexibility Examples of useful entries in this would be 5 1 95 needs updated W 4 RR or 5 1 95 Suspended for two weeks RR This provides a date what to look for and the initials of the person requesting it Tax and Payroll Screen Payroll After completing this screen press the tab button to the right to go to the Tax amp
13. following screen will appear RA are File gdt Mode Select Format Script Window Hii Ti Preis RA Pay reste on prer thon BOT om paar diny 1 5 tira 12 00 Hoas par de GD tire AC COC bas par mese 16 se kimman 45 150 abie 50 000 Main Preferences Payroll Screen Set the following preferences on this screen Legal Requirements Pay Overtime on gt Hrs Per Day for Time and 1 2 Enter the number of hours that must be worked in a day before time and a half overtime is paid to an employee This will be 8 in California if your company does not pay daily overtime enter 24 Pay Overtime on gt Hrs Per Day for Double Time Enter the number of hours that must be worked in a day before double time overtime is paid to an employee This will be 12 in California if you don t pay daily overtime enter 24 Pay Overtime on gt Hrs Per Week for Time and 1 2 Enter the number of hours that must 23 Initial Setup Preferences be worked in a week before overtime is paid to an employee This will be 40 unless your state or internal policy dictates a lesser number Minimum Wage Current federal minimum wage 5 15 at the time of this printing Allowable Tip Credit Current Federal allowable tip credit is 3 025 Your state may have different or no allowable tip credit SIT State State in which your company is located Payroll Service The type of outside payroll service that you are using to process Payroll Select the approp
14. function to remove the dates from the DSync field These files will then get picked up in the next synchronization Be careful doing this however misuse could result in duplicate records You may find fields with this function in timekeeping and other files accessible through the View Details Button Before you use this function the first time you should synchronize files in whatever manner you have previously used then launch the function on each computer marking all boxes for Export to Outbox This will mark all existing records as having been synchronized Next delete the contents of the OUTbox subdirectory on each computer Enter some new records Now when you use the Synchronization function you ll only pick up these new records 102 Backups BACKUPS You may use any utility to backup your data files Note however that you must NOT backup files while they are in use You must exit ReportWare to back up your live data files ReportWare uses no secret or hidden files Simply back up each of the modules the ones followed by RWR you have worked in since your last backup It is not possible to make too many backups or protect your data too much This is a very stable program but there is no limit to the accidents that can happen Payroll should be run and printed at least every other week This gives you added security A simple backup utility is provided from Utilities Button from the Main Menu Clicking on M
15. in your office or need to take messages for you because you re out You may come and go as many times a day as you need to marking yourself in or out as appropriate At any time you may review your times for the current day or past days If there are any errors for example if you got busy with a call first thing in the morning and forgot to mark yourself in you may place a note to your supervisor and payroll department indicating the correct time You may leave a notation on each request to let them know the reason By checking your time regularly and making any needed notations you can stay on top of your times You may also review your work week and make notes on any vacation or sick time you use By doing this you ensure that everything gets to your supervisor and payroll department in an accurate and timely manner You no longer have to send notes in with your timesheet call them or send them emails After they make requested corrections you will see them reflected on your timekeeping screens This saves a lot of time and effort for others in that they are not interrupted and may process your information whenever it s convenient 69 Employee Time Entry Enter Employee Time System Setup Your system administrator will place a shortcut on your computer which you simply double click to launch the software This will locate needed files on your network and get you started If your network is extremely busy or you are ac
16. the exe and rwr suffixes mentioned in this manual may not display depending on your computer s view settings and while holding the right button down drag the file onto your desktop When you release the right mouse button you will be asked if you want to create a shortcut here Select this option with your left button e Once the file is copied to your desktop you may rename it to something more meaningful to you such as Human Resources or ReportWare Once you have placed the icon on your desktop you may launch ReportWare by double clicking on the icon The installation process also creates a ReportWare program group on your Start Menu which may be used like all other programs If you are in a single user setup with no networked workstations After you first launch and log onto ReportWare go to the Edit pull down menu and select Preferences and indicate lt none gt as the network protocol This only needs to be done once when the software is first installed and will allow files to open more quickly since they won t try to launch as multi user for guest access If you are in a multi user situation follow the instructions below You may change from single to multi user anytime without Installation and Start Up reinstalling the software Changes in network protocols do however require you to exit and re launch the software Network Installations ReportWare includes full support for multi user networked situations To u
17. up nothing then the dummy records have already been deleted 129 Timekeeping Input Devices TIMEKEEPING INPUT DEVICES Percon Bar Code Reader ReportWare will accept input from Bar Code Readers Mag Swipe Readers and Biometric Hand Recognition Readers interfaced through a keyboard wedge For the input to be successfully read and to cause the program to proceed in executing a live clock in a postamble character of Enter ASCII code 801F must be provided In ReportWare s software your Preferences under Timekeeping Input Mode must be set to Mag Swipe for Mag Swipes or Bar Code Readers or Hand Reader as applicable Among interface devices supported are the Percon Powerwedge 10 and 20 series with various input devices An acceptable Bar Code Slot Reader for this configuration is the Welch Allyn Scanteam 6400 Scansource Percon part no 00 000 1B To program the Percon PowerWedge 10 box model w MSR input for use in ReportWare 1 Scan Code for AT PS 2 keyboard or whichever keyboard you have 2 Scan Start followed by Program 3 Scan B7 Postamble 4 Scan 801F Enter command 5 Scan end of string character 6 Scan E end twice 131 Timekeeping Input Devices ID3D R Hand Reader with Wedge Instructions for hardware installation of ID3D R Hand Reader with Keyboard Wedge Interface for use with ReportWare s automated timekeeping system 1998 ReportWare
18. 3 207 287 2886 888 634 4737 617 577 7200 ext 30488 800 524 9846 800 672 4473 800 241 1330 800 585 9234 888 866 0327 888 256 0293 402 691 9957 888 639 7241 888 803 4485 609 588 2355 New Mexico New York North Carolina North Dakota Ohio Oklahoma Oregon Pennsylvania Puerto Rico Rhode Island South Carolina South Dakota Tennessee Texas Utah Vermont Virgin Islands Virginia Washington West Virginia Wisconsin Wyoming toll free number only works within state 888 878 1607 800 972 1233 888 514 4568 800 755 8530 701 328 3582 800 208 8887 800 317 3785 503 986 6053 888 724 4737 787 767 1500 888 870 6461 800 768 5858 888 827 6078 888 715 2280 888 839 4473 800 222 2857 801 526 4361 802 241 2194 340 775 3070 800 979 9014 800 562 0479 800 835 4683 888 300 4473 800 970 9258 Employee Data 67 Employee Time Entry erg EMPLOYEE TIME ENTRY Premise of ReportWare s Timekeeping Software ReportWare s Timekeeping Software is designed to give you exceptional control over your own time tracking and interaction with your payroll department From your computer you mark yourself in each morning out at lunch or on company business and out at the end of your work day Because this information is available live over your company s network it is then used by your co workers and receptionist to know whether they can call you
19. 5L For Cannon BubbleJet Printers try the IBM ProPrinter drivers this does work for the BJ 200EX Often times compatible drivers will be listed in the printer manual Contact your printer manufacturer to see if an updated printer driver is available also If changing the printer driver to a compatible driver does not stop the crashing problem you may try turning off the Math coprocessor To do this follow these directions 1 With your right mouse button click My Computer and then click Properties 2 On the Device Manager tab click View devices by type 3 Double click System Devices 4 Click Numeric Data processor and then click Properties NOTE With a Plug and Play bios the Numeric Data Processor option will be under a Plug and Play branch in the Device Manager rather than at the top level 5 On the Settings tab click Never Use The Numeric Data Processor 6 Click OK 7 Restart your computer If you are still having problems make sure that your temp variable is set correctly To do this follow these directions 1 Click the Start button point to Programs and then click MS DOS Prompt 2 Type the following and press ENTER set 3 Note the directory specified by the TEMP line 4 Attempt to access that directory Type the following at the MS DOS prompt and press ENTER cd lt temp gt where lt temp gt is the path specified in step 3 5 If you receive the following error message 126 System Requirements Invalid d
20. 8 Tech support 128 Termination 49 Time Entry 69 Timecards 81 Timekeeping 69 Timekeeping Input Mode 19 Timesheet 77 Tips 105 Training 58 Transfers 46 Troubleshooting 123 UPS 123 Utility 99 Who s Here 78 Window Menu 106 Windows 9 10 100 105 117 119 122 124 125
21. 9H 000 00 0004 pur 123 Suy completed he Leadership Training class and has improved in her Leadership atubty Personnel Evaluation Past Goals Screen This screen keeps track of the employee s progress on achieving the goals set forth in the evaluation You can update the past goals section from the previous evaluation by clicking on the Update Goals button A review of the past goals completion should be entered in the box provided 53 Employee Data Personnel Evaluation Review Scoring Screen To review the evaluation scoring press the Review Scoring tab Farell 5 EmpEvak_ AWR 255 000000004 Eur 123 ee ii A Personnel Evaluations Review Scoring Screen This is the basis of the evaluation For each evaluation category there is a drop down menu Select the category from the menu In the evaluation rating field select the rating from the drop down menu The score is based on the rating Excellent 5 Good 4 Satisfactory 3 Needs Improvement 2 Unsatisfactory 1 These ratings and scores are pre defined at system setup in the company Preferences If jargon was setup during system setup in the preferences screen the jargon related to the evaluation category and the rating will be inserted in the text box If no jargon exists the supervisor should type in a comment manually 54 Employee Data Personnel Evaluation Future Goals Screen To review or enter an employee s future
22. ELOPER IDEHTEFIED ABO Reeds mpm 20000 Compari Mirage bo all Employes al elo in acme will be celebrating its 10th armiversary at City Park mis Saturday at H00 pm You and your mib are invited o join us acme celebrar su d cimo antrersario en el parque municipal este s bado a las 200 pm de la tarde Est n imitados Usted y su familia Abos Preferences Fepuari ane Initial Preference Screen 17 Initial Setup Preferences The following menu will be displayed Click on each tab and sub tab and enter the appropriate values as described below 18 Initial Setup Preferences Main Preference Screen RA are File Edt Mode Select Format Soret Window Help T prelis RWE Button By Supersisar EES pod Touchscreen ETA Hand sader Show Frnt Setup ERES Ho Fete Pint Tame receipts fo eS Ho Trach Tips A Sates eg Ho falo a EmplleEEH ies Mba Hain Preferences Repita e Brosa vr Main Preferences Main Screen The following preferences must be set from the Main Prefs tab at the top of the screen On the Main Prefs screen select the Main button Corporate Name Please enter your corporate name This is the name of your parent corporation and will print on the state New Hire Report Corporate Address City St Zip This is the address of the parent corporation and prints on the state New Hire Report State EIN Enter your state Employer ID number for tax filing Federal EIN Enter your federal Employe
23. Fag IClickMe RWR a Imenu_ RWR Fei Aemp_ RWR ai Benefits_ RWR Fai Client_ RWR 3 CLLNGENU DLL 3 CLSPELL DLL Fei CoProp_ RWR Mai Days_ RWR Fa Empacts_ RWR ei EmpEvals_ RWR Empxfrs_ RWR Fei EvaList_RWR gt FM_RWR DLL gt FMENGINE DLL 3 FMOLE DLL gt FMTOOLS DLL Fai HRLaunch RWR Fei Jargon_ RWR Fj JobApp_ RWR Hal Jobxns_ RWR Fai Lists_ RWR Fai Log_ RWR Kaj OSHA_ RWR Fei Pay_ RWR Fei Phones_ RWR Mai Prefs_ RWR WEIRWareHR EXE Mei Tasks_ RWR Mai TKS_ RWR Train_ RWR 38 objects 7 81 MB a My Computer L This is a screen shot from Windows 2000 using List and show extensions and hidden files your view may vary according to what you ve set in Windows but all the files above should be present Your path as displayed in the address box will normally be C RWEmps Notice that there are some subdirectories called INbox and OUTbox These are used for remote file synchronization functions If these do not exist on each server computer you should create them Be sure they re located in ReportWare s working subdirectory and named exactly as above Suppose that both Central and Branch each enter timekeeping records create records for new hires The Central staff edits and corrects time records which come up from the Branch Central redundantly creates new hire employee records in order to maintain control of data entry and file consistency Central will want to get all
24. Inc 1460 Manzanita Lane Reno NV 89509 888 737 9273 www reportware com General Information The ID3D R Hand Reader from Recognition Systems may be configured to send timekeeping and identity data to ReportWare in several ways 1 It may operate in a fully interactive mode ReportWare s software runs in the foreground of the subject computer with Preferences set to Fully Interactive and the Hand Reader mode activated The Reader is connected through a keyboard wedge so that it transmits data live to the computer as if it were typed into the keyboard Employees are provided with a view of a computer monitor above the Hand Reader and a mouse or trackball to use to interact with the program When the employee clocks in he or she is presented with a greeting on screen and an opportunity to identify the job they are clocking in for multiple jobs for one individual are supported and to identify the Job or Task Code of the project upon which they will be working for cost accounting puposes If the employee fails to enter any information or click Continue the program will wait 15 seconds then cycle and be ready for the next transaction If the employee clicks the continue button the program is ready immediately 2 The program may be set to operate so that it pauses only at clock out to collect tip and sales information this mode is used primarily for restaurants and similar concerns which need only to collect additional in
25. Information Screen csssosssnsssnsesnnenossssssonssonssnnsnossonssonsnnnsnnnsnnnenne 52 Personnel Evaluation Past Goals Screen srsussorsossonsossnnsonsnnennsnnennssnssnnsnnsnnssnsnnsnnssnnsnnsonsnnsnnsones 53 Personnel Evaluation Review Scoring Screen cussessussorsorsnnsonsnnsnnsonsnnsnnsnnsnnnsnssnnsonsnnsonsonsnnsonsnnee 54 Personnel Evaluation Future Goals Screen cusossssonsnessssnssnssonsnnsonsnnsnnsonsnnsnnsnnsnnssnssnnsonsnnsonsnnee 55 Personnel Evaluation Comments Screen cssorssossonssnnssnnssnnennnensssssssnnensnsnnsssnssonssonssonsnnnsnnssnnsnnnsnn 56 Personnel Training Screen e sesseseosseseosesoeosoesessossesoossesoesoeseosossesoossesoesoeseosesoesoesessossessossesoessesoessesessose 58 Personnel OSHA Screen ussnsssnsssossosssosssnnsonnsnnnennnonnsonnensnonnsonnennnsnnnnsnnssnsssnssnnssnnssnnssnssonssnnssnnssnnennanene 59 Photo Information Photo Screen cuscosssnsssnsesnsesssssnsssnssonssonsnnnsnnssnnssnnssnnssnnssnnensnssssssnssonssonssnnsennnene 60 Photo Information Dates Screen seseosossesoossesceosoesessossesoesessossesoessesoesoesessossesoossesoessesessossessossoesessoss 62 New Hire Reporting i s ccc ccccsecssseteessctcsaessscsscdssdecssocacsevootetensseveccessevstuosssdedeccsodedaiieeasensdesccssenesedaateecstseiess 64 6 EMPLOYEE TIME ENTRY nunea csccsentestuteckoocesicventianseostesonoesicessiupssbestesetheorsusesduosesecborinssecbenteetes 69 Pr
26. LL 3 FMOLE DLL FMTOOLS DLL Fai HRLaunch RWR A Jargon_ RWR tA JobApp_ RWR Fai Jobxns_ RWR Fai Lists_ RWR Fai Log_ RWR Fai OSHA_ RWR Fei Pay_ RWR Fai Phones RWR Mai Prefs_ RWR FajEmpEvals_ RWR WIRWareHR EXE 38 object s 7 81 MB a My Computer a Some of the Modules are Menu RWR This file houses the main menu and various report and utility functions No user records reside in this file aEMP RWR This is the Employee Management System which collects and reports on personnel file data This is a key module upon which others depend for information Much employee data resides here supported by a number of files which provide detail lists linked to this file Phones RWR This file houses phone numbers which are displayed in employee files 115 ReportWare Modules You will not normally access this file directly Prefs RWR This file contains company wide preferences which are set by senior management This file should be accessed and set to exactly what you want when you first start using ReportWare Any changes you later make to this file will affect all subsequent entries in every module Lists RWR This file provides information that is used in Prefs and elsewhere to support scrolling lists Nothing in this file is directly accessable by users Benefits RWR This file holds employee benefit information that is displayed in the main employee file CoProp RWR This file houses information about company prop
27. Log On click below Click Here for Timekeeping Log On Tirnekeeping System Log On EFES Welcome Screen Non supervisory employees should press the Click Here button to continue to Clock in or out Supervisory and Payroll Department employees should press the Main Menu button above The Set Single User and Set Multi User buttons are only used to debug networking problems and are not used in normal interaction 13 Initial Setup Preferences Select your user name from the presented pull down menu The very first time you use ReportWare and until you set up your own managers and passwords select ATH and use a password of ATH don t type the quotation marks You will later replace this preset user Type your password in the space provided Passwords are case sensitive a is not the same as A If the date and time displayed are incorrect you need to set your computer s system clock and calendar Press the Log On button Today is Monday May 1 2000 Current Time is 11 14 AM Please enter your password Rn portivane Enter Password to procesai RenoetiWare Password and Log in Screen The following Main Menu will appear 14 Basic Operations Ghantery BASIC OPERATIONS Supervisors and above are presented with the following ReportWare s Main Menu Employees clocking in are presented only with the Employee Time screen as described later in this manual 54 Mare HA
28. NG 0 aii Ode AA RE RAE EERE 85 9 TO RUN PAY ROL Disscsscsiccsiesssocstsesssssuseussesusentevsnssssassussnsessnsansusendessusaesasstvassessuseusdssusendessnsess igs aora 89 Initial Payroll Setup ersossonssssssonsssssssnesnesossnssnnsnnsnnsnnsnnsnnsnnnnnssnssnnsnnsnnsnnsnnnnnssnsnnnnnsnnssnnssnssnssnnsnnsnnsnnn 89 To Run the Payroll Module scccsscsssscccscescccccssceccecssssesceeessssescesessssescescsssssscsesssscscesensssesscesseess 91 10 JOB APPLICATIONS MODULE cccccsssssssssssssessssssscssssesssssssssssssssssssssssssssessssssssssssssssssssssssssssessesessess 97 11 UTILITY FUNCTIONS ussscossossssossnssssnssnenssnssnenssnennensenssnensensnensenssnessesensensssessensnsenstnsnsensensssessessenessen 99 Using the Synchronize Files Function c sossurs0rsossnsnnssessnssnsnsssnssnssonsnnsonsnnsnnsnnsnnsnnsnnssnssnssnnsonsnnsnnn 99 J2 BACKUPS A O N ATAO E RN 103 13 ADDITIONAL HELPFUL TIPS For More Advanced Users oomooonoononoomomornmmssmmmss m9o s 105 14 DATABASE PRINCIPLES eessessessesessesnssossesnssossesnssossesnssossesnssussusnssssnssossnsnssossnsnnsossssnnsossssnssassnsnnsnnse 109 P SECURITY EA NN 111 SOPP ORT irn E 30 ERBEN Econ RAAR caasevsedes bead ise ceebessedes 113 L7 Report Ware MODULES coirn cate sesetecesscocnseavsesesone cesses seaeeseepssucesesesessassesescvogdevsesescse 115 18 SYSTEM REQUIREMENTS s ssssssssssssssssesssssssessssesscssssssssssssessssssssssssssssssssssssessss
29. RWA m Sorted Ey SSH Includes Weeks 16 2000 tinweek 16 7000 eI eel Tiere ins Tires cad Positon Dejal Tor Beach Suzanne M 13340140000 Accounting 123406000 10 00 Accounting 11340160000 16 00 Lak 1334712000 Accounting 13340712000 Accounting 1334073000 19 44 19 43 Accounting E77 123401702000 19 44 19 46 Accounting 577 11340170000 18 52 18 53 Accounting BT 133401712000 19 53 19 55 Accounting ESTI Veo iN DOD 00 0001 Hagralas Tirra Regular Pay 10 Me Beach Suzanne M Orwertions OT Acid Poy ID 1234 Tole Hours Veoh Fay When you press Continue you will be presented with a Printer Dialog box 86 Reporting Printer Dialog Box Verify the printer that you wish to print to and press OK The report will be printed on your printer You may also press cancel if you just want to view the report on screen and don t want a printed copy 87 To Run Payroll Chanter9 TO RUN PAYROLL To run the Payroll module select the Pay Menu icon from the Main Menu Eo Et Mode seet Format sopt Window Hep pi i Chae nd E nat Enginving Cate Ported for Py se Bun Kor 23 2000 ad ae Dis Mes oe andy de dee onde fir 82h pay pene After ds oi pa eee e een falo pti say dp her ate and proc de He e ber F rs I wji ata bo yi Toll Senile aspreadsheel Sort Report by AE Name SEN Maximum Empib Pay iD Summary u Presa ba co Esport Lo TA Minimum 1 Print Repairs Preroll Gerwkoe ASCI Fie Payroll Module Mena Report
30. Ware Payroll Assembly Module Menu Initial Payroll Setup Prior to first exporting to ADP or Paychex you should click on the Payroll Svc Settings button in the Pay module to make sure your settings are correct This will take you to the following screen the exact screen will vary depending on which payroll service you have selected 89 To Run Payroll Ey AWareHA i Pa AWA Fayroll Sur Settings Payroll Service Sellings Report Ware Tiaj Bowes l ot Payroll Service Settings Menu Click in the field beside Payroll Service to select the service you re using from the popup menu Enter your company code assigned you by your payroll service and their batch ID If you are using ADP enter the codes for the items in the right side of the screen The codes will be provided by ADP Once you have completed this screen press the button labeled Pay Menu to return to the Payroll Assembly Menu 90 To Run Payroll To Run the Payroll Module This is the menu used to run Payroll Fie gdt Mock Select Formal Soipk window Help rar_ WR aging Date to Pe a prentan Sun Apr 23 2000 gt E ode ay de dr ee Fe par poro Arbor ds pri pa pedo e been alce par Say O e r Sees ber u Hame SEM LES EmplD Pay il Summar Minimum Payroll Module Meno f Payroll Menu You may review the employee times by pressing the Employee Times button This function should have been
31. ad 25700 11700 Yer garu Kiapo TW are Position and Pay Preference Salaries Screen Min Mid Max Pay Rate This is the minimum mid point and maximum that this job may 28 Initial Setup Preferences be paid It is used to calculate where in the pay range an employee falls Per This refers to the min mid and max pay rate above What is the range for A payroll period a week a month or a year Percentage Range This is the range between the min and max pay rates 29 Initial Setup Preferences OSHA Preference Screen To continue entering your company preferences press the OSHA tab This screen comes pre established with OSHA pattern and injury codes You may use these or enter your own A E ELECTE Eisin Thee EVE Eya Coax Seo nn q Bii Fodh Ciesa TEL OSHA Preferences Locations Screen 30 Initial Setup Preferences Absence and Benefits Preference Screen To continue entering your company preferences click on the Absence and Benefits tab The Absence screen comes pre programmed with Absence Status and LOA codes The Benefits screen comes pre programmed with Health and Insurance codes You may change them to meet your needs The number of codes is unlimited You may access all of them by scrolling or down with the side scroll bars i Pa ol ff ete WH ee ee AA OT Hann fis Ei Eeti N af ee SS ER Fegiopin Osip ADAD decida Daab L Piai Pir EEE Erpip h
32. ake a Copy of All Files will cause ReportWare to make a copy of each file with a filename preceded by x with a suffix of fp3 placed in the working subdirectory This will not save you in event of a hard disk failure but can save you from some operator errors These files once made are not in use and may be backed up using normal techniques while the software is still running You can also make backups directly from the program if you wish Under the File Menu choose Save a Copy As then choose another subdirectory remote server diskette or whatever This must be done once in each module and works fine except that it s a little slow Back up often 103 Additional Helpful Tips Id erig ADDITIONAL HELPFUL TIPS For More Advanced Users Macintosh Users Everything works the same only easier Wherever you see an instruction to use the Ctrl key with something use the Apple command or cloverleaf key instead Forget all the arcane DOS commands just copy or move files around using the Finder like with any other program All standard Macintosh conventions are followed All PC and Macintosh Users The Main Menu is presented when you first start ReportWare s Human Resources and Timekeeping Software This Main Menu may be accessed from any of ReportWare s modules at any time by typing Ctrl 2 This screen presents the basic user interface for both entering and extracting reports from data Bu
33. al clock in time for the employee Act Out The actual clock out time for the employee Req In The requested clock in time for the employee This is the time that the employee requested that the clock in time be changed to 82 Supervisor Adjust Time Req Out The requested clock out time for the employee This is the time that the employee requested that the clock out time be changed to Adj In The adjusted in time for the employee This time can come from approving the requested time that the employee entered or by typing in your own adjusted time This is the time that will become the actual Time In Adj Out The adjusted out time for the employee This time can come from approving the requested time that the employee entered or by typing in your own adjusted time This is the time that will become the actual Time Out Time In The actual time in for the employee as used by Payroll Time Out The actual time out for the employee as used by Payroll Tot Hrs The total hours for the day from the Time In and Time Out Under and Over These columns are used to show the over and under hours from the scheduled hours to be worked on this day When you have reviewed the employee s request press one of the buttons indicated below You only need to press the approval button if a request for a time change was made Approve Time Requests This button approves the regular and overtime hours for the employee but not the sick vacati
34. ample above Suzy has a very strange schedule She was scheduled to work two hours every day except Saturday when she was scheduled to work 1 25 hours Unhappy with her schedule she didn t work it She worked 7 74 hours on Sunday and about 8 minutes on Monday She then put in requests to use 1 97 hours of vacation on Monday 75 Employee Time Entry To request Sick time you enter the time requested in the Sick column You may enter a note to Payroll explaining the request if you wish To request Comp time or LOA time you enter the time requested in the Other column and then select the desired code from the pull down box located under the Code column You may enter a note to Payroll explaining the request if you wish et ATES AWH Bord sall ba culebealing de 10th asair mary at City Pai mis Ealag 1200 pa Yau band yardan ly aia Km da joda it Some celebrand eu d cime anb mario en el parque municipal srta ibaa s la 300 pre de la tarde Est n ieitador Ured y gu x Passwort a 2 00 T74 Be 2300 008 oos Fer 200 i i i 200 2 000 L Leave of Abo nee 200 zoo Od ML Hary Leave 2 00 1 35 Tabl for Selected Mie 13 25 752 345 5 Today aS 2000 wn Paro 76 Employee Time Entry Enter Employee Time Print Employee Timesheet To print your timesheet for your own records or for your supervisor s signature press the Print my times for this week button You will be prompted as to whether
35. bApp RWR This module is not linked to the others but is accessed through the Main Menu This provides a handy way to keep up with job applicants and then look them up when hiring time comes 116 ReportWare Modules There may also be other RWR files depending on which version of our software you have A standard full installation of ReportWare in a Windows environment will contain the above files plus Clingenu dll Clspell dll Fm_rwr dll Fmengine dll Fmole dll Fmtools dll all utilities that Windows needs to work with ReportWare RWareHR exe the main database program file In multi user settings subdirectories called 4Winsys and System must be present with their contents Additional support subdirectories called Exports INbox and OUTbox may exist In a standard installation all these files reside in the RWEmps subdirectory When the software is first launched portions of the 4Winsys subdirectory will be automatically relocated to your Windows subdirectory System Requirements SYSTEM REQUIREMENTS Hardware Requirements ReportWare s Human Resources and Timekeeping Systems will run on 1 Macintosh minimum Plus model with 4 MB available RAM and 20 MB hard disk space 2 PowerPC any model or 3 IBM PC or 100 compatible with at least a Pentium class or better processor the faster the better b MS DOS 3 3 or later c Windows95 98 2000 or NT 4 d 32 MB RAM e 20 MB availab
36. cessing the system over a WAN there may be a short delay as files load Enter Employee Time Initial Log On Screen You will initially see a screen similar to this M AWarcHA A IChckMe AWA Set Single User Set Muti User Welcome to Demo Corporation Personnel Tracking System To Log On click below Click Here for Timekeeping Log On Timekeeping Systemi Log On ReportWare Employee Time Entry Initial Log On Screen Just click on the big button to proceed You will next see 70 Employee Time Entry Enter Employee Time Clock In Out Screen 72 RWareHA Ame wall be oebebrating Hs Pth anni a Cite Fak this Saturday a 2 00 pm Yas and your family are insted do jean ur Am thleb zu d cimo antaras an al parque maniwigal este s bados s la 200 pm da ja tarde Eriin viedo Lea d y eu Employee ID All Password ian Tou are en in Gut Mark iu Status Fajara e Fl Employee Time Entry Clock In Out Screen Use this screen to mark yourself in and out and to see any messages your payroll department may leave for you The message in small type at the top of the screen is for everyone in the company the message just below your name is specifically for you If you want to leave a comment to be reflected in the Who s Here screen you ll see it below type in the comment in the Attach Comment box An example would be Gone to Doctor be back at 3 00 If the comme
37. csssssesssssesssssnessssnescessesseseeses 36 9 EMPLOYEE DATA scccccessessxcetescecnousouitueesetoctvaeoucssstvavattetsebsversieogsetseasestusscesseiicosteusysegesesteobtactensszenseesee 39 Employee Data Main Data Screen sorsossssonsnssnsnnessssnssnnsonsnnsnnsnnsnnsnnssnnsonsnnsnnsnnsnnsnnssnssnssnnsonsnnsnnn 39 Tax and Payroll Screen Payroll esrsosssonsoossonssnnssnnssnnssnsennnennssssnssnssonssonssnsssnssonssonssnnsnnssnnssnnnessnssnnne 41 Tax and Payroll Setup Hours and Schedules Screen corsouscossenssnsennsonnsonsesnnsnnssnsnsnnennnsssnsnnennnne 44 Table of Contents Tax and Payroll Transfers Screen cu soussonsonssonssonssossnnssnnsennsennnnnnennnsnnssnnesnnensnsssnssnssonssonssnnsennnene 46 Tax and Payroll Employee Times Screen c corsoossonssssnssnnsennsennennnennnennnsnnsssnssnnsnsnssnssonssonssonsnnnenns 47 Tax and Payroll Benefits Screen crsosssnsonsssssossnnsossnssnssonsnnsonsnnsnnsnnennssonsnsnnssnnsnnsonsnnssnsnnssnnsnnsonsnnee 48 Personnel Hire Term Screen csccsscsscccscsccsccsscccscssscsssccscssscssscsesscsssesecesecsscesseesecssessscesocsssessees 49 Personnel Attendance Screen eussonssonsoossonssonsonnsnnssnnssnnssnnsnnssnnssnnssnnssnnnnnnssssssnensnssnnssnssonssonsennsenunene 50 Personnel Evaluations Screen orsussonsonssnsonesessnssnnsonsnssnnsonsnnsonsnnsnnsnnsnnnsnssnnsonsnssnnsnnsnnssnsnnssnnsnnsonsnnee 51 Personnel Evaluation Basic
38. dates which add new functions and user requested improvements Be sure you notify us of any changes in your address or phone number You can reach ReportWare support at 888 737 9273 24 hours a day seven days a week If no human can take your call be sure to leave a message for a prompt response If at the prompt you mark your message as urgent one of our staff will be paged to get back to you even more quickly You may also email us anytime with less urgent matters Contact ReportWare com ReportWare Modules Chanter ti ReportWare MODULES ReportWare currently ships with a collection of modules for specific functions Your CD also includes various government forms and utility software such as Acrobat Reader Do not erase or rename the various module files RWR These all must be located in the same subdirectory S C CD HRdemo RWRSs File Edit View Favorites Tools Help Back Qsearch GyFolders amp 4History as lx EE Edy AE C CD HRdema RWRs Go Select an item to view its description See also My Documents My Network Places My Computer O 4winsys Oo _Jexports INbox OUTbox Photos System t ClickMe RWR A Imenu_ RWR Hal Aemp_ RWR A Benefits_ RWR Fai Client_ RWR 3 CLUNGENU DLL gt CLSPELL DLL Fei CoProp_ RWR Fei Days_ RWR Emp cts_ RWR TaskCd_ RWR Fai Tasks_ RWR Mai TKS_ RWR Mai Train_ RWR Empxfrs_ RWR Fai EvaList_ RWR gt FM_RWR DLL gt FMENGINE D
39. e button to Set All Files to Multi User This causes all files to be available to guests on the network If you quit the program or shut down this machine all guests will be disconnected On each Guest machine run the setup exe file from the Guest Install subdirectory on your CD Launch the program as normal but do not click on any buttons Cancel any requests for related files or the like if they are presented Go to the Edit pull down menu and select Preferences and indicate the network protocol you have chosen You should also name this machine filling in the User Name box This name will become the Terminal ID of this workstation on your system You may be prompted to exit and relaunch the program for networking changes to take effect Click on the Menu button It will ask you to locate the Menu file In the ensuing dialog click on the hosts button 10 Table of Contents You should see a file called Menu or Menu rwr depending on your folder option settings at the top of the list and select it After doing this once the program will thereafter remember where its host is and require no unusual actions from users 11 Password Entry Ghanter2 START THE REPORTWARE SYSTEM Start The ReportWare System When all users launch ReportWare the following screen will appear File Edit Mode Select Format Sort window Help Ti Llicke Aw aS EB lA Welcome to Demo Corporation Personnel Tracking System To
40. e for the pay period and number of weeks Next select the sort order This is the sequence in which the report will print 94 To Run Payroll The third step is to determine how much information you wish to see on your report Maximum shows the greatest amount of detail For instance a maximum level of detail on a Timekeeping report would likely show every clock in and clock out record Summary shows only the summary of the detail For instance a summary level of detail on a Timekeeping report would likely show the total number of hours worked in the week Minimum shows the least amount of detail For instance a minimum level of detail on a Timekeeping report would likely show only the employee s id and the total hours she worked It is often best to try each report with each selection to see which selection works best for you The final step is to press the Preview or Print Reports button Review the report that is presented on your screen If this is the report you expected click continue to print the report You will receive the following print dialog box Print Dialog Box Verify that the report is printing to the correct printer and press OK Your report will print When you are ready to export your data to your outside service provider select the button labeled Export to Payroll Service The data will be exported to the payroll service that was setup originally in the Preferences Initial Setup under the Pay
41. ef Bosc CHticer AA a a ee nata ee i OF OM ob ged Managers H CONT CONT Cantrollar i Di Official aad agar H coo COO Chia Operating as Fiedsmional H CORME CORME WP Ceip lackeling Positions and EEO Relationships Reporti ang al Brase Position and Pay Preference Positions Screen The Position and Salaries buttons on this screen present all of your job positions by their EEO category You should set up all of your positions on these screens The information on these screens determines the positions that may be used when entering a new hire The min mid and max ranges found on the Salary Button are later used to determine where your employee falls in their pay range If you prefer you may skip setting anything up on these screens and simply enter it on the Employee New Hire Screen for each employee These screens are displayed one line per job position The following information should be entered for each position in your company This will become the list from which you later choose your employee s job position 27 Initial Setup Preferences EEO Code You may use the data that comes with the system or you may change this based on your EEO requirements This is usually federally mandated Please verify with your Human Resources department before changing this EEO Category This is the category related to the EEO code just entered You may use the data that comes with the system or you may change this based on your EEO
42. elp hme ot Aging Code Parri for roy Pate pco E a isn Empib Pay Surnenary Minirnir Payroll Assembly Menu After setting your start date click the Lock and Prep Timekeeping button The software will assemble the chosen information lock it to prevent any changes and import it into the file PAY RWR CAUTION Do not import the same information twice If you import the same date again you will be given the following warning FileMaker Pro Import Warning Dialog If you have made any changes in the underlying timekeeping data and need to update 93 To Run Payroll these changes into the Pay module press Reimport If you wish to use the previously imported data press Cancel If you wish to stop the import and review the data that is already there press Review After you have finalized and imported your timekeeping records you are ready to create a payroll report to review your payroll data To print the payroll report and to export your payroll data to your outside payroll service you will use the bottom half of the Payroll Assembly Module screen File Edit Mode Select Format Script Window Help aging Date to a pe Sun Apr 23 2000 oe no a God andy de oe 624 A a L After ds culties pa pedod e een lines ptu say 0 I mere Mame SEN Empi Pay il Surnmary klinimum Hayr ol Module Menu Payroll Assembly Module Screen To print or review the payroll report verify the starting dat
43. emise of Report Ware s Timekeeping Software eesssnssorsnssonsnnssnsnnennssnssnnsonsnnsnnsnnsnnssnssnnsonsnnsonsnnne 69 Enter Employee Time System Setup csccscssssssssssssssssssssscessssssscssssessssnessessessesssssssssssnesesssssneses 70 Enter Employee Time Initial Log On Screen cussessnssossossnssnssossnnsonsnnsnnsnnsnnssnssnnsonsnnsnnsnnsnnnsnsnnsnnne 70 Enter Employee Time Clock In Out Screen sorsossonsnessssnssnssossnnsonsnnsnnsnnsnnsnnsnnsnnssnnsnnsonsnnsonsnnee 71 Enter Employee Time Task Entry Screen sscsscsscsssssssscssssscsscssssessssnessesscssesssssssssssnessesseseeses 73 Enter Employee Time Review Day Screen orsossssssnsonsssssnssnssossnnsonsnnsnnsnnsnnsnnssnnsnnsnnssnsnnsnnsnnsnnnnnne 74 Enter Employee Time Review Week Screen corsoossonssnnssnnssnsessnenssnsssssnssonssnsssnssonssonssonsnnnsnnsennsennnene 75 Enter Employee Time Print Employee Timesheet corsossonssnnssnsesnsessnsnsssonssonssonssonsonnsnnsennsennnene 77 Enter Employee Time Who s Here sus0s0s000ssnssonsnonsonssnnssnnsonnesnnennnsnnnsnnsssnssonssonssonsnnnsnnssnnsnnnene 78 7 SUPERVISOR ADJUST TIME e c czoccccecsentvcccaonsecetsectesedd seccecvnsusesseosesevocsit suck sasescvecelchossegesseslecectersueess 81 4 Table of Contents Supervisor Review and Approve Time cosssssssnsesssesossssssonssonsnssssnssonssonssonsnnnsonssnnssnnsnnsnnssnnsennsnnnnne 81 Be REPORTI
44. en ste AT 134 Installation and Start Up WG INSTALLATION AND START UP INSTRUCTIONS For those who hate to read manuals Here s the really short version l Plan your installation Set up all computers to use TCP IP or IPX SPX networking Any computer may be your ReportWare server You should normally select your fastest machine with the fastest hard drive Run Setup exe from the Server Install subdirectory on the CD On each workstation run Setup exe from the Guest Install subdirectory Launch ReportWare on the server and check all Preference settings to be sure that they re exactly what you want for your company When you first launch ReportWare before you set up your own passwords select ATH Attila T Hun as your identity and ATH as your password This gives you top level access until you set up your own identity and password The server will automatically launch with a hidden high access secondary password that controls pulldown menus and certain other high functions Guest installations will launch with a lower hidden password To control launch passwords hold down the shift key at program start See separate instructions for what launch passwords are Set up all employees using the New Employee button If you don t have all information that s fine but be sure to enter at least Social Security Number name nickname initials Employee ID and their password Fill in the rest when you have time Employees
45. erty issued to employees It is accessed from the Main Employee File aEmp RWR TKS RWR This file holds and reports on timekeeping sales and tip declaration data for all employee It is directly accessible from the Main Menu This module prepares information for transfer to Days RWR Days RWR This file is used to create a record for each day for each current employee Managers may use this to review time adjustment and vacation requests and approve or edit them This module prepares information for transfer to the payroll front end PAY RWR PAY RWR The Payroll module draws information from Days RWR file to assemble a payroll summary It draws information from aEMP RWR to fill in names and other information EmpEvals RWR Houses information relating to Employee Evaluations It is accessed from the Main Employee File aEmp RWR Evalist RWR Houses information relating to Employee Evaluations It is accessed from the EmpEvals File EmpEvals RWR EmpXfrs RWR Houses information relating to Employee transfers It is accessed from the Main Employee File aEmp RWR EmpActs RWR Houses information relating to Employee Attendance vacations and the like It is accessed from the Main Employee File aEmp RWR Jargon RWR Houses standard language used in Employee Evaluations It is accessed through Prefs OSHA RWR Houses information relating to on the job injuries Train RWR Houses information relating to training and certifications for employees Jo
46. es 33 Initial Setup Preferences an employee the jargon is automatically filled in helping the supervisor with their evaluation This screen may be viewed as a list by pressing the View as List button After you re finished with this screen you may skip filling in any of the evaluation data if you don t use ReportWare to do employee evaluations click on the Return Button to go back to where you were in the Phrase Screen in Passwords and Evaluations 34 Initial Setup Preferences Password and Evaluations Schedule Screen The schedule button allows you to schedule when evaluations will be due y Ware A Prefs _ RWA Gren CO Aida Evaluation Scheculite Calculatons ave fiom fest anae or promotion ote Or hire dale whichever la Loles anal loe ml acco Gat heey ada Scheduls Tiraieraluaion 80 days after hire or transfer Schedule heat evaluation 1 amp 0 days after hire or transfer Schedule subsequent evaluations for avan 35535 days hersa ar Wheres been evaluation within 15 days schedule for next interes Evaluation Scheduling Rent ane Password and Evaluations Schedule Screen This screen allows for the automatic scheduling of evaluations Supervisors are automatically notified of pending evaluations for their employees 35 Initial Setup Preferences Password and Evaluations Password Screen The Password button from the Preferences screen takes you to the screen that allo
47. formation at clock out 3 The program may be set to run unattended but with feed to the computer so that employees may clock in and out on the hand reader without interacting further via a mouse or trackball In this or mode 2 above the program may be set in Preferences to automatically print a receipt for the employee at clock out 4 The Hand Reader may be configured to run Off Line such that it is not connected 132 Timekeeping Input Devices live to a computer and is only polled via cable or modem at certain times to collect punch information In this mode limited employee interaction is supported How to connect the hardware for a live as described in 1 3 above but not 4 data feed 1 Shut down and turn off your computer actually power down 2 Unplug your computer s keyboard from the back of the computer and plug it into the Y cable provided plug the other part of the Y cable into the computer s keyboard input 3 Note the connector at the third end of the Y cable which matches the connector on the end of the keyboard wedge interface unit the small flat unit about 5 inches long plug it into the wedge 4 Place the wedge interface so that it is lying flat with the top side up and the two identical empty plugs facing you Coming from the hand reader is a DB 9 nine pin connector at the end of a thin cable This plugs into the keyboard wedge interface to your right as you face it 5 All cables should n
48. goals click on the Future Goals tab 5 are HA Ti EmpErals_ AWR GO O MME Guraras Beach Sumy PSH HOCH EF 123 Suzy should contrive to work on her Leadershog skills As a niw super sor she is entoursged to take an outside class in leadership and do volunteer for more SUperas or projects Personnel Evaluations Future Goals The future goals entered in this evaluation are the basis for reviewing Past Goals in the next evaluation The text is free form and is up to the supervisor to enter manually 55 Employee Data Personnel Evaluation Comments Screen The comments portion of the evaluation is accessed by clicking on the Comments tab 5 Mare HA 55 EmpEwals_ AWA e past 3 months has been a period ofiniense bearning This is my first position in a superdson roda arid appreciate all ofthe help that hawe received am vor pleased wiih Suzy s progress She is encouraged to keep up ihe good rk Personnel Evaluation Comments Screen The employee is encouraged to comment on her his evaluation These comments remain a part of the evaluation for the term of the employee The evaluator s general comments are also maintained here All comments are fre form To print the evaluation click on the Print Evaluation button A preview screen of the evaluation is presented 56 Employee Data ed aa ye 506 Aim iari Ped Uist by bmi eee Erd Fpp Cae Eram al Pir Zial opi nn AA di
49. h employee When you press the Load Default Schedule button the system will set the company default schedule for this employee You may change the default schedule after it is loaded This schedule will be 44 Employee Data compared to the actual clock times of the employee to report tardiness and absenteeism Next if you provide your employees with a legitimate unpaid mandatory break you may select the time to be deducted from each day in which they work more than four hours Use this with care and after consulting with counsel or the Department of Labor An unpaid break must generally be at least 30 continuous minutes during which the employee is in a break room or otherwise away from job duties 45 Employee Data Tax and Payroll Transfers Screen The Button marked Transfers takes you to a sub screen that you may use to enter job transfer data 4 AWareHAl Acmp_ AWA He Mala bless view Wi Plaepenerts Mea Gets N L 1 Pay br 1203 1008 His _ HA 3 000 Tiarabarr d from HR te LE Sn Enter Job Status Changes for Employes Repar hA ane 100 ad all Brower l I Employee Data Transfers Screen All transfers and promotions may be monitored here Their current position is displayed at the top of the screen while their job history is displayed in the bottom half of the screen Enter the current transfer FROM on the first available line The position that the employee is transferring TO will bec
50. irectory type the following at the MS DOS command prompt and press ENTER md lt temp gt If you do not receive an error message clear the temp directory of temporary files Type the following at the MS DOS and press ENTER del tmp 6 Type the following at the MS DOS prompt and press ENTER exit 127 System Requirements Tech support We pride ourselves on outstanding customer service and are committed to your happiness with this software If you have any problems anytime call our toll free line at 888 REPWARE 888 737 9273 Someone will almost always answer your call even evenings and weekends If no human can answer leave a message and one of our support techs will be paged to return your call 128 System Requirements Demonstration Data This software ships with dummy information in all modules to facilitate experimentation and learning Dummy employees with Employee ID numbers of 123 and 2 through 8 are provided as are time and payroll records for random periods for these employees Suzy with employee ID 123 has the most dummy data Use these to play with the software and see its features You can go ahead and enter real information while keeping the dummy data to fool around with When you want to get rid of the dummy data simply Find in each module all Employee ID numbers less than 8 then select Delete All under the Edit menu Be careful not to delete your actual records If your find request turns
51. k areas You then enter information to specify what you are looking for then hit the Enter key not the carriage return key the enter key by 105 Additional Helpful Tips the number pad at the extreme right side of your keyboard on your keyboard or hit the Find Button with your mouse to search for specified information You may Cancel searches Preview shows what your information will look like when it is printed You often must be in Preview mode to see summary or subtotal information anything that mixes two or more records and produces a result The Mode Menu also give access to the Sort command which lets you arrange found sets of records in any order you please The Select Menu provides means of selecting and omitting records Finding and Omitting records does no harm it simply hides certain records so that you may look only at those of interest at the moment Records that are hidden by a Find or Omit command will be displayed when using a Find All command Ctrl J or different Find command The Format Menu allows for some alternate selection of Fonts You will not often use this The Script Menu gives access to certain automated commands some of which vary from one module to the next The first three script items are 1 Main Data Ctrl 1 which takes you to the top menu in the module you are currently in 2 Main Menu Ctrl 2 which takes you to the Main Menu and 3 Reports Ctrl 3 which takes you to the Repor
52. layed in caps since the person whose proper name is Elgobert Wycyzinski may be better known to everyone as Red To go back to your own time screen click on the Clock in out Employees button or click on the Hide button 78 Employee Time Entry ReportWare supports Biometric Hand Readers Mag Card swipes and other timekeeping device interfaces as well as direct keyboard entry 79 Supervisor Adjust Time Chanter SUPERVISOR ADJUST TIME Supervisor Review and Approve Time Employee time must be reviewed by a supervisor with the proper authority before the payroll is processed by Payroll This is accomplished by selecting the Employee Times button from the Main Menu The following screen appears Efe Edt Mode Select Format Sot Window Hep TATKSLEWR Fajen Perches Erphy aes TIMEKEEPING ADJUSTMENT AND REPORT SELECTOR A 7 1 Choose F Dates Begining 4 22 2000 Ending 06 2000 In Payroll Week 17 In Payroll Week 18 Hauwe OOO 1 3 Check for Open Timecands 4 Review and Adjust Preview and Print Reports Sort Order L Marne SEN Postion Taskcode Daai A Madman Emp ID OPayiD ODept Osnit FF E Summary teca Select a repari Reporiare Employee Time Supervisor Review and Approve The first thing you should do is check for Open Timecards by clicking on the box with that name All open clock ins for your employees will be displayed Enter the adjusted time that you know tha
53. le hard disk space f VGA graphics or better g A Windows supported mouse or pointing device This product will operate on the following networks LocalTalk Mac environments only Novell NetWare IPX SPX or TCP IP Mixed Macintosh PC PowerPC networks are supported Remote dial in access is supported with additional software products needed 119 System Requirements Software Limitations Some general limitations Maximum file size Number of records per file Max field size Text Number Date Range 100 YEAR 2000 COMPLIANT Accuracy Max Networked Users 120 Available disk space Available disk space 64 000 characters 255 characters 1 1 001 to 12 31 3000 Numeric calculations done to 15 decimal places 25 more with additional software System Requirements Import Export Data You may import and export data in the following formats a MM gt 0gQao Do Text Tab or Comma Separated TAB or CSV SYLK SLK DBF DBF DIF DIF WKS WK BASIC BAS Merge MER If you wish for example to import existing employee files dump them into a text txt file that is tab or comma delimited and includes a header record providing field names Use ReportWare s import command to line up field names and make fields match for import This is really pretty easy You may export information as you please Buttons have been provided to automate export of certain payro
54. ll information but if you are adventurous you may go far beyond this 121 System Requirements Star Receipt Printer ReportWare s TKS RWR module supports printing of receipts for employees using automated clock functions such as swipe cards or hand readers on Star SP 300 and similar printers using 3 or 3 25 roll paper This provides a quick and economical means of printing receipts for employees as they clock out It is necessary to use normal Windows printer selection commands to switch between the 3 printer and your normal printer you probably won t switch more than once a day If you try to print a report on one printer that is meant for the other you may get a cut off or funny looking report No harm done just switch printers and try again Hardware You need 1 A Star or similar printer that can be driven by your PC 2 Interface cable for the printer 3 Software driver for the printer This has been tested on Star SP 300 printers with and without automatic paper cutting If you have a modern POS system you probably have several of these printers These are very common print fast and use cheap paper 122 System Requirements Troubleshooting Goofs It is not uncommon for operators to goof on time entry especially clock out times that may be entered a little after the fact If you enter an employee in at 11 00 this will be read as eleven in the morning as the computer assumes military
55. may now clock in as guests After everyone s clocked in and out for a pay cycle use Timekeeping button to review and edit their times After all times are correct use the Payroll function to assemble Time and Pay data and export it to a file to be read by your payroll service software Stuff you really should know 1 If you re using a Macintosh either as server or guest you may mix and match as you please everything works the same except use the CMD Apple key instead of the Ctrl Key Use the Tab key to move from field to field Shift Tab goes backwards Use the Enter key at the far right side of your keyboard by the number pad to make things happen such as OK dialog boxes etc Only use the Return key over the shift key on the right to enter carriage returns in a text field The interface includes buttons that look like file tabs and rectangular buttons Installation and Start Up with rounded corners labeled with the action they cause Click around on them to learn more The small gray graph like button at the top of some list views sorts the list by the column it is atop The small yellow box with a question mark in it provides on screen help and may be clicked anytime End of Section for Those Who Hate to Read Manuals Planning your installation Decide which computer will be your ReportWare server This should be your best computer It is assumed that this also happens to be the System Administrator
56. mployee is responsible Co and Emp Per Month is the amount of money to be deducted from the employees check per month as well as the amount of money which will be paid by the employer for this benefit The total is displayed at the bottom of the screen Eligible Date is the date that the employee is eligible for this benefit Enrolled Date is the date that the employee was enrolled in this benefit plan End Date is the date that the employee cancelled or ended their enrollment in the benefit plan Termination Date is the date that the benefit plan was actually terminated 48 Employee Data Personnel Hire Term Screen Press the Personnel tab to take you to the Personnel screen Click on the Hire Term Button 3 4 AWareHf Ti Acmp_ AWA Repor tA ane Personnel Hire Term Screen Hire and Termination information is maintained for each employee under the button marked Hire Term Company property is also maintained on this screen Each piece of company property keys laptop computers cell phones etc is entered in the section labeled Company Property To access the detail file on each piece of property click on the green icon to the left of the property description This is also the screen where Cobra insurance is maintained Upon termination this screen will maintain if and when a Cobra letter was mailed and will in fact prepare the letter for you You can prepare the letter by clicking on the button labeled Prepa
57. n each employee s detail file under the Photo tab labeled Dates This screen allows you to review and alter various dates pertaining to each employee s file including the Hire Reported for CSE Requirements date To automatically report new hires for CSE Child Support Enforcement requirements go to Reports and click on the button for CSE New Hires This will search your employee files for everyone who lacks a Hire Reported for CSE Requirements date It will sort 1 7 HWareHH Ele Edt pode Select Pama Sgip winder Help ACHP whl DO y info Chone liin bina Led Meade Aponte Details Um Suman Basie Sexy AA AA A Action dates los thes employee Tho mori un coated an Meri Enal fee Oude LAA A Enter or Edit important Dates for Employer s File Reportar Employee Data those found alphabetically and print a report which you may mail or fax to the state agency with which you are required to file After generating this report ReportWare will ask if you d like to mark those employees included in this report as having been filed If you select Yes the current date will automatically be inserted into each record included in the report When you use this function for the first time you will not want to report and are not required to report older existing employees To prevent them being reported run the function once cancel printing and choose Yes when asked if you d like to mark all as having been filed
58. nd sorting information for you but as you get more comfortable you can look around on your own 110 Security SECURITY When you open the application a password for the installation will automatically be entered For the Server this will be a high level password for guests it will be lower level The high level launch password is required to do certain tasks likely performed only by the System Administrator or Payroll department To enable access to these functions when launching the software hold down the Shift key This will produce a password dialog at start Enter the appropriate password and proceed Your passwords are supplied with your installation instructions Be careful whom you give these passwords to You may change passwords but this must be done in each module and is a bit cumbersome If you change a password in one module be sure you change this password identically in each module Do not lose your passwords If you have a password disaster tech support can generally save you but it would be better not to go through this The normal level of passwords used when each supervisor logs on to the system impose other security controls A supervisor with an access level of 5 may only see and deal with records pertaining to those employees assigned to that supervisor Payroll and HR managers with access levels of 8 9 or 10 have access to all employee records Support ReportWare provides its customers up
59. nennnsnnennnennnsnnnssnnssnssonssonse 21 Main Preferences Payroll Screen u s0sessonsesnsesnsenssssnssonssonsnonsnnnsnnnsnnssnnsennssnssnnssnnssnnssnnnnnnnsnnssnnse 23 Main Preferences Cost Schedule Screen usssussussessnssnssossnssnssonsnnsnnsnnsnnsnnsnnsnnsnnsnnnsossnsnnssnssnnsonsnnsnne 25 Main Preferences Tasks Costing Screen u sorsosssnsonsnssnnsnnennssnssnnsonsnnsnnsonsnnsonsnnssnsnnssnssnssnssnnsonsnne 26 Position and Pay Preference Screen cussosssnsssnsssnsessnenssssnssonssonssonssnssonssonsnnnsnnnsnnssnnssnnssnnssnnnsnnensnssense 27 OSHA Preference Screen sessisscisscsssasessessonsesecssonssesssenesacseasens sceesenssessossoevesuasaavssessonseseedooassesssenasasseassenses 30 Absence and Benefits Preference Screen ouscssssnsesssssssssnssnssnssssnssonssonsnnnsnnssonsnnnsnnssnnsennssnssnnsennssnenne 31 Password and Evaluations Screen c sssonsosssssonsnnssnsnnsnnssnssnnsonsnnsnnsnnsnnnnnsnnsnnssnssnnsnnsnnsnnsnnssnsnnsnnnsnnsnne 32 Password and Evaluations Phrases Screen ussssusssssessnssnssonsnnsonsnnsnnsnnennssnssnsnnssnssnnsonsnnsonsnnssnsnnsnnne 32 Password and Evaluations Jargon Screen eusssssessnsssssossnssonsnnsnnsnnsnnssnssnnnnssnssnnsnnsnnsonsnnssnsnnssnnsansnne 33 Password and Evaluations Schedule Screen c ssussrsnssnsnnssnsnnennsnnsnnensssnssnnsonsnssnnsonsnnsonsnnsnnsnnsnnee 35 Password and Evaluations Password Screen cscsscssssssssessscssssscsss
60. nt appears to be too large to fit in the box don t worry what you type is never lost it just doesn t fully display until you click in the box To log ON type in your Employee ID in the space provided then hit tab to go to the password box Type in the password you are assigned Passwords are case sensitive 71 Employee Time Entry After doing this click any of the I m IN or similar buttons if you want to mark yourself in or out If you want to review your times or enter tasks without clocking in or out click on any of the folder tabs Mark In Out Tasks Review Day etc Clicking any tab will check your password and take you to that screen You must enter your ID and password to see your own information To log out so that someone else may log in on your computer or when you re away from your desk and want to keep your information private click the Clear All button This will not clock you out it will remove your Employee ID and password thus disabling access to your personal information 72 Employee Time Entry Enter Employee Time Task Entry Screen To enter Tasks Click on the Tasks tab to enter information for job costing customer billing etc You will see the following screen 1 As areHA Acme will be celebrating tbr 08h arribar at Coty Pak thie Saturn 200 pm Sou and year famibe ae lied to joie ur Acme celabra su d cimo anivaiats an el parque meniopal ai a
61. ome the current position at the top of the screen 46 Employee Data Tax and Payroll Employee Times Screen The Button marked Emp Times displays Employee Timekeeping data that has been accumulated from the employee s clock ins outs Atar HA EX RWA 100 FLO FLIA Employee Data Employee Times Screen The employee times screen displays the scheduled hours to be worked along with the actual hours worked for each day of the month The O S shows the variance of actual hours worked to the scheduled hours Vacation sick and other time are displayed after they have been approved by the supervisor and the payroll department If other time is used the code that describes the other time is entered A comment from the employee is maintained by day if a change is requested You can view the actual time requests clock ins and clock outs by day by clicking the green icon to the left of each day 47 Employee Data Tax and Payroll Benefits Screen The button marked Benefits displays the list of Benefits that this employee has selected 35 AWareHf E Acme AWA Mones Child Pappan is only payable endl 41104 Tk ast per marth 100 56 700 00 Cost par pay pa od vis u Repita e Employee Data Benefits Screen Click under the Benefit column to select the benefit selected by the employee Click under Enrolled Code to select who is being enrolled is the amount of the cost for which the e
62. on or other hours This button approves the regular overtime sick vacation and Sue _ other hours for the employee Ni This button approves only the vacation sick and other hours for the employee but not the regular or overtime hours 7 This button creates a new line below the clock in and clock out Create new lines for entries records so you can add additional clock in or clock out records When you have reviewed and approved each request for every employee return to the Timekeeping Menu by pressing the button labeled Timekeeping Reports 83 Reporting Ganter REPORTING All reports are available on the same screen from which you approved your time File Edit Moc Select Format Smit Window Help T TES_EWR TIMEKEEPING ADJUSTMENT AND REPORT SELECTOR 1 Choose F Dates Begining 4232000 Ending 5 06 2000 Buna Saturday In Payroll Week 17 In Payroll Week 18 F 2 Limit to nn Lt i a i a Prese and Print Reports Sort Onder Name SM Position 2 Task code Dealt Maximum EmpiD OPayiID ODspt Osnit FF E Summary 5 Prepare Repont Payol 7 bala Select a repari Reparti ane The first step in running any report is to fill in the data labeled Limit to This will restrict your report to only the employees division department shift position or supervisor that you indicate OT Pay determines whether employees earning overtime should be included in the report or not The next s
63. ord that the employee will use when clocking in This password does not give him access to anything but entering and viewing his own time If supervisory personnel also clock in and out they must have a password assigned here It may or may not be the same as their access password in Preferences The pay cycle reflects when this employee will be paid Multiples of weeks must be used for all hourly personnel This much better assures compliance with Wage and Hour Laws and makes audits smoother You may enter data in any order but it s important to be thorough and not skip anything lest it be forgotten later You can go back through a record and enter more 42 Employee Data information or alter what s already there any time you wish Continue by selecting the Setup Hours and Schedule button 43 Employee Data Tax and Payroll Setup Hours and Schedules Screen When you select the Setup Hours and Schedule button the following screen will appear 34 AWareHf E Acme AWA Cay Diet Pap 1 5 ter gt 500 brainy tu for gt 1500 Hamry Employee Data Setup Hours and Schedule Screen Fill in the following fields Pay Overtime Mark yes for everyone except persons you are certain are not entitled to overtime pay Daily Overtime Pay Enter the number of hours per day that must be worked before this person is paid overtime at time and a half and at double time This screen determines the expected schedule for eac
64. ow be connected Plug in power to the Hand Reader and turn on your computer 6 Note that on the keyboard wedge there s a small switch on the side with On Off and Program positions Set it to On to enable it to transmit signals from the Reader to your computer It will beep as it turns on drawing its power from the computer 7 Launch ReportWare and from the Main Menu click on Hand Read Employees to ready the program to accept data from the Reader 8 Punch in on the reader to transmit your employee ID number into timekeeping 9 You may simulate Reader punches from your keyboard by typing an employee number then pressing the Enter key not carriage return the enter key by the number pad 10 Turn the 3 position switch on the wedge to Off to enroll employees or play with the 133 Timekeeping Input Devices Reader without having it transmit information to the computer Difficulties Call ReportWare at 888 737 9273 134 Index Absence and Benefits 31 Access Levels 36 Accounting Week 24 Adjusting Time 81 ADP 42 89 Attendance 50 Backup 103 Bar Code Readers 131 Benefits 48 Biometric Hand Readers 79 Clock In Out 71 Cobra 49 Comments 56 Company property 49 Cost 25 Crashes 123 Database 109 Dates 60 62 63 Demonstration 129 Department 21 Division 21 DSync 102 Edit Menu 105 EEO 27 EEOC 60 Employee Data 39 Employee ID 40 Employee Time 70 71 73 74
65. performed by the employees supervisors Next you want to finalize and import your timekeeping data for your payroll weeks You should know the starting date usually on a Sunday of the data you wish to process for payroll and be sure it s entered in the date box After you have set the first payroll beginning date you may roll to the next one by pressing the up triangle button and go to past periods by pressing the down triangle button The number of weeks for which reports will be prepared and start dates will roll is set in the Number of Weeks box This is drawn from Preferences but may be set to another number temporarily 91 To Run Payroll To view the existing Import file before you import this week s timekeeping data press the View Edit Information button 4 AlWareHiAl En Pay_ AWRA ven a 35M Divas Pay Mp Feme Ahm IO 345 10 Beach Suzanne T 6 00 Suzy O E T se Sol n E o oo T aciela a aaa ae EEEE 0 00 30003 Lawless Gregor 4 J 000 reg Tip or Eaenings Shortfall OL SEEN 0 08 0 00 30 00 Smith Sarah 2 0 00 000 0 00 Tota Tip or Eaenings Shortfall OO SEAT 0 03 0 00 2501 Boeg Calland a 5 ad 0 00 000 Calle Tip or Egmings Shortfall Thir report printed on ALTO ot 6 34 33 Phi Page View Edit Import Information To return to the Payroll Assembly Module screen press the button labeled Pay Menu 92 To Run Payroll yy rei File Edit Mode Select Format Script Window H
66. r ID number for tax filing Timekeeping Input Mode Enter the type of input device that you are using to clock in employees This is a very important choice and will effect timekeeping screens and interfaces If you will only be manually entering times from timesheets or the like select By Supervisor If 19 Initial Setup Preferences employees will have access to computers to transact their timekeeping activities select Ees Keyboard Other choices may require special hardware support call ReportWare if you want to use them Show Print Setup Dialogs Do you wish for each report to prompt you for the printer on which to print If so enter Yes here Auto Print Time receipts Do you wish to print a receipt for your employees as they clock out Track Tips and Sales Do you wish for the system to automatically track tips and sales for management reporting If you do not have any tipped employees you may set this to No Auto Set Emp ID SSN The Employee ID is used by timekeeping to identify your employees in your Payroll system If you are using their social security number as your employee number you may set this to Yes and the system will ensure that these two fields are set the same If you select No you must set up a separate Employee ID when you establish a new employee Each Employee ID must be numeric and be unique 20 Initial Setup Preferences Main Preferences Department Division Screen From the Main P
67. r a New Employee record select the New Employee button from the Main Menu You will be presented with a screen requesting the employee s social security number EY Pare Ti Aemp_ RWA Continue Enter Social Security Number for New Employee Report Ware ieee resi Social Security Duplication New Hire Screen Every employee must have a social security number The system verifies that it does not duplicate one already on file Internally the software tracks everyone by their Social Security Number and to a lesser extent by Employee ID You may freely edit all information about an employee except SSN If you accidentally set an employee up using the wrong SSN you must delete that record and do a new set up with the correct number Once you ve assigned an Employee ID you should not change it or reassign it to anyone else Enter the social security number and press Continue It is not necessary to enter the 39 Employee Data dashes Simply type the 9 digit number and click Continue The Main Data Screen will appear EA aran 2 Eie Edt Mode Select Formal Soipk Window Help FA Aer JAHR Suzanne Beak Suzy SSH 00 00 0004 ibe 123 Repita e Employee Data New Hire Screen The white rectangle at the left of the screen in this example showing 1 8 8 indicates record status This is record 1 in a found group of 8 with a total of 8 records in the system The up and down triangle buttons navigate up and
68. rdiness This schedule is a company wide default It may be overridden at the employee level 25 Initial Setup Preferences Main Preferences Tasks Costing Screen From the Main Prefs screen press the Tasks Costing button to continue to enter your job cost preferences RA are File gdt Mode Select Format Script Window Hii lt prelis WE 1 E Ei dost Print Sap a Mom Indias East area World B oe dows Bail Snack Job Costing Task Setlings Main Preferences Tasks Costing Preference Screen This screen is used if you wish to use the Job Cost portion of the system First you must add your clients for time billing purposes These will be the people or departments to whom the time will be billed Next you must set up your Cost Codes with a description of each task These codes will be used by your employees for their time allocation and are later used in Job Cost Reporting 26 Initial Setup Preferences Position and Pay Preference Screen To continue to with your company Preference setup select the Positions amp Pay tab on your screen Select the Positions button 4 AWarcHA Category OT Grada AUTE Ton Spies 05 Office amp Clatical Adminislialion Y ACTCLA ACTCLi Accounting Clare i 05 ice Clerical Administration Y ACTCLA ACTOL Accounting Clara 05 Omot amp Checa Y ADS Ti ALASTI Admin Asse 1 05 Office amp Cantal Y B0eST2 AbAaSTz Admin Al Di Otici ale and Managem H ceo CEO Chi
69. re Cobra Letter 49 Employee Data Personnel Attendance Screen Attendance records may be reviewed by clicking the Attendance button 35 Warnell hy Furi Aah Arporniffara Personnel Attendance Screen The time displayed here comes from the employee clock ins and outs and any changes approved by Payroll This does not show regular or overtime hours For that information you need to go to the Payroll Tax tab and press the Employee Times button Accruals for the employee are entered as positive numbers on this screen Vacation Shows the hours taken as Vacation time Sick Shows the hours taken as Sick time Other Shows the hours taken as not regular vacation or sick time The time in this field must be accompanied by a Code such as Comp compensatory LOA leave of absence etc The codes are determined at system setup 50 Employee Data Personnel Evaluations Screen Evaluations are entered and maintained by clicking the button labeled Evaluations 5 Mare HR SAF am wery peared Geres progress Bhe it Enter Evaluation Information for Employee Reparan Personnel Evaluations Screen ReportWare facilitates preparation of employee performance reviews Look at an existing Evaluation by clicking on the green detail button by a date in the Evaluations screen Hint Suzy employee 1 has some evaluations You may do a new evaluation on anyone by selecting a blank line filling in the date and evaluator
70. refs screen press the Depts button to enter or see a list of your departments FRA Fil Edt Mode Select Format Sort window Help Ti Preis ARWR Empilloisa Egk Feet Enekyet Parar Lia Tieres Main Preferences Department Division Screen You may setup your Divisions Departments or Areas using this screen Divisions may be the city in which each remote office is located or another descriptor The system is shipped with the sample data shown above to get you started Identify the starting and ending times of each of your shifts These shifts may be used later in the Timekeeping reports to identify if your employees are arriving early or late for their shift After you have entered your division and department information press the button marked Upload Division Changes to Who s Here This will update your Who s Here screen with the appropriate Divisions 21 Initial Setup Preferences The division department area setup is hierarchical Divisions own departments and departments own areas Any area may be owned by any department Any department may be owned by any division If used the shifts and their starting and ending times must be the same for each Division The shift entry is purely optional Your employees expected start and end times are entered later in the employee setup 22 Initial Setup Preferences Main Preferences Payroll Screen From the Main Prefs screen click on the Payroll button The
71. requirements This is usually federally mandated Please verify with your Human Resources department before changing this Internal Category If you wish to maintain an internal category for the federally mandated EEO category you may set it up here OT Is this position paid overtime Yes or No Salary Grade You may establish salary grades within which to group your positions This is a freeform field Simply type the name of the salary grade that you are defining for this position Position Code This is the code for the position It may consist of both letters and numbers and should be no more than 6 characters long Position This is the description of the above position code Now that you have entered your position information press the Salaries button to enter the related salary information for each position 1 Ware HP 15 Freir HR Emplea Employes Rapes Ergo Preiermncar Timer Paaie Say hir kki l emma Code Position GE Por ey Eee Par Ras Bar Has ACTUL Acceenting Clam ACTOLE 14 360 33000 26am Year BOB ACTELS Accoming Claw ACTCLS 12 00 17680 23 400 Year eom ap ADASTI Admin Aust 4 abAST 20600 431300 54000 Year Era hh ADAST Admin Amt 2 ADASTI 18 300 37800 34000 Tear SOOT by EBC Chiat Exes Others CEO 130 000 172 500 235 000 Year SOE CPO Chiat Financial Officer cro 11 900 17300 151000 Tear 60 17 Eon contotles II Year Bowl COD Chiet Cpewsing coo 105 800 151000 100000 vear BORN CORME YP Cop Madetirg CORME B
72. riate service from the pull down menu Company Wide Standards Years til 401K Number of years until an employee is eligible for 401K benefits Hours per Day Number of standard work hours in a day Hours per Week Number of standard work hours in a week Hours per Year Number of standard work hours in a year This is typically 2080 Work Days per year Number of standard work days in a year This is typically 257 Calculate attendance on Exempt Employees A yes here will keep track of the expected schedule for exempt management employees and match this to their days actually worked Select No if you do not track time and attendance for exempt employees A no is less resource intensive Accounting Week Starts on The day of the week your payroll week begins on This is usually Sunday Week Starts Time The time of the day your payroll week begins on This is usually midnight 12 00 AM 24 Initial Setup Preferences Main Preferences Cost Schedule Screen From the Main Prefs screen press the Schedule button to continue to enter your standard schedule preferences JA ares File Edit Mode Select Format Soot window Help lt prelis WE Emplea Emploi FoF Enekyet Parar Dead Lia Timas Repora e Main Preferences Schedule Preference Screen This screen is used to preset a standard schedule for most employees This schedule is later compared with the actual time worked to determine excessive ta
73. roll button 95 Job Applicants Chanter10 JOB APPLICATIONS MODULE The Job Applications Module JobApp RWR helps users track job applicants Five input screens are provided using a file tab interface To access this function select the Job Applications icon from the Main Menu RA are File gdt Mode Select Format Soript Window Help A lob po_AWA Date of Appar Ar A ETT Dr Reportar e Simply fill in the information in each screen clicking on the tabs to change screens A blank form job application can be printed from the reports menu as well as a list of applicants To best use this module be sure to fill in the Job Category and Suitability fields on the Position Desired screen To pick out applicants for a report you might click on the Find button at the top of the screen then select limiting criteria such as waitress in Job Category and Suitability of gt 7 with a date after gt a date a month ago Then hit the sort button to arrange these by date or whatever you please Hit the report or list 97 Job Applicants buttons to see who to call 98 Utility Functions UTILITY FUNCTIONS Using the Synchronize Files Function ReportWare provides a function to facilitate synchronizing new records for our users who have offices which are remote from the location where administration takes place and do not share a network or those users who have multiple locations If all yo
74. s You can copy and paste between modules 108 Database Principles l fen 1a DATABASE PRINCIPLES You will enter records into this database Each collection of information about a specific individual is called a record Within each record are fields A field holds specific information within the record for example first name or birth date ReportWare s Human Resource and Timekeeping Software collects a great deal of information many fields on each individual record To ease screen crowding several screens Layouts are used to input all information about each individual Each screen Layout presents parts of a single record or series of records while hiding others Just because you can t see some particular bit of information Field on a particular screen does not mean it does not exist You will find it in another Layout If you see something or type something that does not fit in the display box you are looking at don t worry nothing s lost This program will store up to 64 000 characters of text in any text box but you may have to scroll through it to see everything If you are unfamiliar with computer databases think of it all this way Suppose you have a big piece of paper with a grid printed on it having hundreds of boxes You write a different piece of information about an individual for example last name first name phone etc in each box You then take an identical piece of paper with a grid but
75. s machine This computer should be physically secure from theft intrusion and casualty damage It will house all your personnel and payroll data Be sure this computer is on an uninterruptible power supply UPS Your server may be a Windows based PC or a Macintosh It need not be the same OS as your guests Be sure that you have networking support in place on all computers that will use ReportWare You must set up either TCP IP or IPX SPX networking in a PC or mixed environment If you have a Macintosh only network you may use AppleTalk TCP IP is the best choice if you already have fixed or server assigned IP addresses IPX SPX is a good choice if you have a small network and don t want to be bothered with figuring out IP addresses Be sure that all computers can see each other on your network seeing each other over any other networking protocol doesn t count You should have provisions for backing up your server This is addressed in detail later in this manual but be aware that you cannot use normal backup procedures to copy ReportWare data files while they are in use You server should be on an uninterruptible power supply UPS Actually every computer should be on one Your server machine may also perform other functions word processing internet hosting or whatever so long as it has enough power and memory Try not to use unstable software on it or do other things which may cause it to crash If it crashes and takes Repor
76. se our networking you must install Windows peer to peer networking with either IPX SPX or TCP IP networking Obviously cables and hubs and such must be put in place Any competent computer consultant should be able to easily set up a suitable network for you if you don t already have one The subdirectory in which the main ReportWare files are housed C RWEmps should NOT be shared on the network Your host machine will use ReportWare s internal networking to go around Window s privileges guests must NOT directly access data files through Windows After setting up your network and making sure all computers can see each other over it you can set up ReportWare s networking Any machine may act as host for ReportWare with the others acting as guests You should select your best and fastest machine as host It may or may not be your primary network server for other purposes It may be running Windows 95 98 2000 or NT 4 Server or Workstation It may be a Macintosh Guests may be running any of these operating systems you can mix and match if you like On the selected Host machine follow the installation instructions above for a full install Launch the software and go to the Edit pull down menu and select Preferences and indicate the network protocol you have chosen You may be prompted to exit and relaunch the software for networking changes to take effect Next click on the Utility Functions button on the Main Menu and hit th
77. sssessssssssssssssseseasenes 119 Hardware Requirements cscorssorsonsennssnnssnsssnsensssnesssnssonssnnssnssonssonssnnsnnnsnnssnnssnnnsnnssnnsssnssssssnssonssonsnnne 119 Software Limitations eossessonssssnsnnesessnssnssonsnnsonsnnsnnsnnsnnnsnssnnsonsnnsnnsnnsnnssnssnnsnnsnnssnsnnsnnssnsnnnsonsnnsonsnnen 120 Import Export Data vsccccsscsscssccsecescecsascesccesseseavcvasssesssesceseadsecacaicosvacedvenbesstesssesdesssbagsevesactesvessasieacacsseses 121 Star Receipt IS AAA 122 TROUDIESHOOUING Sscis csscseuciccsscsesteccend edtssssssccseucccaucsdesaevcbacieesssbesdacsbeccoah euls ictedsecseavesssesevssasieadecdasieucsesseste 123 Illegal Operation Message in Windows 95 uesnsonssessnssnssonsnnsonsnnsnnsnnsnnssnssnsnnnsnssnnsonsnnssnsnnssnssnssnnsonsnnee 125 Pech SUP POM 2 arcs i528 5 cousanueceenscgwnssonsscoasss saeassancecbessense TOE O EEEa ESOO SISS EEOSE EST EEEa 128 Demonstration Data srsrsessorssssnsnnessssnssnssossnnsonsnnsnnsonsnnsnnsnnnnnssnssnnsnnsnnssnsnnssnssnssnnsonsnnssnsnnssonsnnsonsnnee 129 19 TIMEKEEPING INPUT DEVICES essesersnsnssossssnssonsnsnssnssnsnnsnnsnsnssnnsnsnnsnnsnsnnsnnsnsnnsnnsnssnsnnsnnsnsnnsnnsnnn 131 Percon Bar Code Reader soesorsssossnsossnssnsnrsnrsnsnnsnrsnsnnsnnsnsnnsnrsnsnnsnnsesussnsnennssesnennssnsnsnnssennenassarsesnenane 131 ID3D R Hand Reader with Wedge cu ssussssesssesosssnensssnssssnssonssonsnnnsnnnsnnssnnssnnennnnsnnensnsnnnsnnsnsnssnnsanne 132 INDEX ns DEI ri doves O levees t
78. t then opening the file called WIN INI Scroll down to the Font section and make any needed changes Make sure that the True Type fonts Courier Arial and Times New Roman are installed on your machine and supported by your printer Please call us for any assistance you need with this The computer is running slower and slower Your Days RWR and TKS RWR files grow quite large over time and it takes longer to access large data files This will be particularly annoying on an older computer that s slow anyway The solution Archive older data by using the Save as command to stick a copy of all information in another subdirectory After you are sure you have a good backup Find all records in the original file that are not currently needed for example Find Datein lt 9 1 97 or whatever Select Delete Found Set from the edit menu to remove these records If you later need these old records access your backup file 124 System Requirements Illegal Operation Message in Windows 95 This error message is typically generated when an incompatible printer driver is set as the default Platform Windows 95 If you receive an Illegal Operation or Exception error 10H message from Windows 95 when performing routine tasks in ReportWare such as installing the application running an Assistant or opening a file there are several things that you can do to try to eliminate this error If you receive the Illegal Opera
79. t they should have clocked out to close these timecards The next step is to review and approve the time for your employees Enter a beginning and ending date for the dates you want to review and click on the button labeled Review All My Employees Times If you prefer to only review requests for changes you may 81 Supervisor Adjust Time click on the Review Time Requests or the Review Vac And Sick Requests from the popup menu 35 ef arehli 7 Days_AwWh From 2762000 to AM 673000 Dem Corporabon Aiie cl Pes ea Ain AO Timm rta a M ii 120 FW 120 FW 200 Akhi 10 00 A 500 PRO 64 200 PH 100 TA File 3400 Fil 4 00 Fil 7 44 PM 374 4182000 Sunday Baach Suzanne i Empl 123 TF4 HraBested ad DWE en Wher Gtherfede 0119 OTD Tr 2100 574 waed bir WON Sunday Smith Sarwi Empl 2 Hr Pem So e QUE WH Sek ther Oberbok 0713 0TF0O A TERED pri b Ripsa Pabed 4202000 15 12 09 PM Page The box at the top of the screen is the first day for the first employee selected All of the lines contained within the belong to the same employee for a single day For control purposes the actual clock in and clock out records may not be changed but the time reflected may be adjusted by the supervisor or by the Payroll Department Only your employees will appear on your screen unless you are with the Payroll Department in which case all employees will appear The screen displays the following fields Act In The actu
80. tWare down with it not only will your guests be inconvenienced you may damage your data files as well The load placed on your server by ReportWare will be a function of how many simultaneous guests you have and how much they interact There is a limit of 25 simultaneous guests per server with the normal version of our software If you have 20 offices with 10 computers who are not on a WAN but who synchronize files off line as 8 Table of Contents described later you won t have a problem If however you need to have more than 25 guest computers hit the same ReportWare server please call us to arrange purchase of a special enhanced server which will accommodate as many as 250 guest computers In Windows Load the enclosed CD ROM into your CD ROM drive Open the Folder called Server Install Double click the Setup exe file or RUN it from your Start Menu This will allow you to select a subdirectory for installation or by default install to an RWEmps subdirectory An uninstall program is also created Possible Error If you receive a message saying setup inf or some other file could not be installed disregard it and proceed On some systems some unimportant files may not show as installing fully The installation will work fine To setup an icon on your desktop that will launch ReportWare e Open the C RWEMPS subdirectory e Locate the file called RWareHR exe e Right click on the RwareHR exe file
81. tep is to select the sort order This is the sequence in which the report will print The third step is to determine how much information you wish to see on your report Maximum shows the greatest amount of detail For instance a maximum level of detail on a Timekeeping report would likely show every clock in and clock out record 85 Reporting Summary shows only the summary of the detail For instance a summary level of detail on a Timekeeping report would likely show the total number of hours worked in the week Minimum shows the least amount of detail For instance a minimum level of detail on a Timekeeping report would likely show only the employee s id and the total hours she worked It is often best to try each report with each selection to see which selection works best for your report The final step is to select the report that you wish to print You select the report by clicking on the box labeled Report Type This will bring up a pull down menu with a list of all of the Timekeeping Reports in the system Click on the report that you wish to run A check mark will appear next to the report Press the button labeled Prepare Report The following screen will appear with a display of the report to be printed If this is the report you wished to run press Continue If this is not the correct report or if you only wish to view the information press Cancel and you will be returned to the Timekeeping Menu 2 AwaneHA ATES
82. ter you may want to take plain 35 mm photos and have your photo lab put them on a Photo CD Most graphics software can read Photo CDs and import them into ReportWare This is cheap in that you don t have to buy a lot of specialized digital equipment and it provides a handy permanent system for keeping photographs Your ReportWare representative can provide you more information In using the Photo feature be sure to check the box below for Store only a reference to the file to keep your database from growing too large If you do not elect to store only a reference the actual picture will be added to your database otherwise your computer will look for the referenced picture and display it whenever you visit this screen 61 Employee Data Photo Information Dates Screen Press the button marked Dates to go to the Dates screen 35 Marelli Rest Eval Due 015111957 Photo and Dates Dates Use this screen to store important date information about your employee Most of these dates are updated on other screens and displayed in this single convenient spot If you change a date here it will reflect correctly on the other screens as well 62 Employee Data Search Press the tab marked Search to search for an individual employee or group of employees y A WareHA Bme Let First zT Era Ore Ors Sun Grad De Day Takok for dabas after a Boat da precede da eh to Tied a dde before a pechi dane precede
83. the new time files created at the remote location but not bring in any records it already has as bringing them in might overwrite existing records and destroy corrections made Here s how to accomplish that 100 Utility Functions 1 Access the Branch computer using PCAnywhere Timbuktu or similar remote access software Launch ReportWare at the Branch Click on the Utility Functions Button from the Main Menu then click on the Synchronize Files with Remote Computer Button on the Utilities Menu You will see a screen like this ora Fremde Cik belo bo geleert thee Ale groups yea mara do ranohronize Those peeps selected mill have or tts exported de a rubisscico called Duiboo when pou click on fhe Export Sync Fiber io uibex buan AE files in Qutheo should be mowed bo the nb een an the rem be oampurber eh loh wou wah do ehe Clidosg tha imped Syne Filas tem Inbox bution wall sauna sa leciad Heap of Her ba impor Lata from thee Ink pubis ip The Check for Dupleca e Employee Filer bufan allow you to identity duplicatas arciderdalig creased and debebe them Craton pourr holma about any of this cancel and call ua si BE REP WARE Wa aie sieaa tod la help pou Se or Ihre Fibs pea war do Gpo jea all Ms ib ds rated El Dars Blog BITks EjEmprela Tasks Click to put a checkmark in all boxes Click on the Export Sync Files to Outbox Button This will identify new records which have not been previously s
84. then clicking the green button All pop up menus are user definable as is the sample review jargon that s filled in automatically and may be edited for each employee The default jargon is entered during system setup in the company Preferences screens The evaluation date is automatically calculated based on the company preference You may override this date and enter a specific date for an evaluation by typing it at the top of the screen 51 Employee Data Personnel Evaluation Basic Information Screen A detailed evaluation is accessed by pressing the green icon at the left of the evaluation line Warnell 55 EmpEwals_ AWA GAGE Alella irie oe Biain Polar ee br Raponi ee Find Fuara Basch Gury 5 N MMC Eat 123 122946 Evuhuator Bare Exa Attila T Hun Eval Posted 7 981 2198 Eval Typed 150 Day Employee Suzanne M Beach ss 000 00 0001 Erin Austin Department Finance E Accio ia 51 Saperka Susan A Supervisor Pac counting Clark 2 Admin Asst i Personnel Evaluation Basic Information Screen This is the evaluation header information Each evaluation has a header record that describes who the evaluator was what the evaluation period was what type of an evaluation it was and the date of the evaluation 52 Employee Data Personnel Evaluation Past Goals Screen To continue with the evaluation press the tab labeled Past Goals 5 Mare HA 55 EmpEwals_ AWA Sur Beach Szy 5
85. time unless am or pm follow the time entry If that person is clocked out at 7 00 this will look like she worked 20 hours and clocked out at seven the next morning Either use military time recommended or remember to put pm on times after noon whenever these times are typed in manually Time errors are easily spotted on review and may be corrected whenever they are caught Crashes If you just turn off your computer without properly exiting this program you should use the Quit button on the Main Menu when finished for the day or if you crash your computer or have a power failure or other disaster at a bad time it is possible to damage data files that are in active use when the failure occurs This software can generally repair these files next time they are used a message saying File was not closed properly FileMaker Pro is performing a consistency check will appear If they are damaged a bit more they may refuse to open If this happens exit and re launch the program while holding down the Ctrl amp Shift keys This will take you through a file recovery process In the unlikely event this too fails something really bad has happened and you should copy your most recent backup and use this copy don t use the actual backup because if you mess it up too you ll get fired If you have been backing up properly you can t lose more than one day s work The most important thing you can do for your comp
86. tion error click on the DETAILS button If you get a message similar to the following FMPRO caused an exception 10H in module FMPRO EXE at XXXX 004dc6ef The XXXX seems to vary depending on the operation preformed but the rest of it seems to remain pretty constant You may have an incompatibility between your application and your printer driver We have found this particularly to be the case the following printer drivers Canon BubbleJet BJC 70 NOTE The Windows 95 BJC 70 driver does not cause this error message Canon BubbleJet BJ 210 Canon BJC 610 Canon BJC 4000 Windows 3 1 driver version 1 0d 3 1 Canon BJ 200EX Canon BJC 4100 Canon BJC 4200 Eclipse Fax driver Hewlett Packard HP DeskJet 660 Hewlett Packard HP DeskJet 660c driver versions prior to 8 0 Hewlett Packard HP LaserJet 5L Hewlett Packard HP LaserJet 5P 5MP Generic Text Only MidiComm Fax Driver by MidiSoft Cheyenne Bit Fax 125 System Requirements Epson Color Stylus If you are getting this error message the printer driver you are using should not be set as the default printer when the application Setting another printer as the default printer and then switching to your specific driver using PRINT SETUP may get you around the problem but it may crash the system also Your best option is to print to another printer or use a compatible printer driver such as the 5P driver or download the updated driver from HP in the case of the HP LaserJet
87. ts Menu The Window Menu gives you a shortcut to jump between open modules Note near the left top of the screen there s a small box which bears the name of the layout you are currently viewing You may select this by clicking on it with your mouse to go to the various layouts provided You will seldom need this until you grow more familiar with the program but it does provide an ever present way to get back to a familiar screen or jump to another view of the chosen record s Below this is what looks like an open notebook lying sideways You may click on the open pages to go up or down through records one at a time Just beneath the open notebook is some status information that will make more sense with your use of this software Various buttons and file folder tabs are provided to assist you in navigating through ReportWare Click on these with your mouse to move to other layouts other modules 106 Additional Helpful Tips or produce other indicated results Click around and see what happens You won t break anything IMPORTANT NOTE If you seem stuck in a screen and the buttons don t work or information doesn t enter properly you are likely out of the the Browse mode You must return to this to work Hold the Ctrl key down and hit b Type Ctrl 1 to jump out to the Top Menu You can also get back to Browse through the pull down Select Menu or simply type Ctrl B Anytime you seem stuck type Ctrl B You will never hurt an
88. ttons provide access to companion ReportWare modules and should be used to open files You may later switch between modules using provided buttons or the Window menu at the top of the screen The pull down menu items across the top of the screen are standard ReportWare menus Take a moment to pull down and examine the various menus The File Menu will allow you to exit the program print paper copies import and export data and perform some backup tasks Save As There is no save function since all your work is saved automatically by the software The Edit Menu is useful for copying and pasting information from one area to another Common Windows conventions Ctrl C for copy Ctrl X for cut Ctrl V for paste etc are supported The Edit Menu also allows setting of Preferences for networked installations The Mode Menu lets you navigate among the three interfaces or modes unique to ReportWare It is important that you note the distinctions among these three interfaces Browse is the mode you must be in to enter or edit files The Mode Menu also allows you to start new records and duplicate or delete existing records use with caution If you delete a record or group of records they are gone forever and cannot be recovered except by reverting to a backup file you have made For this reason low level passwords do not allow deletion of records Find brings up a copy of the screen you have been working in with blan
89. ur computing with ReportWare takes place on the same local area network or WAN you do not need this function and may disregard these instructions Remote location setups vary A typical arrangement might be a number of branch offices where timekeeping records are entered and a central office where this information is collected and assembled for payroll For convenience these are called Central and Branch in the text below Branch may refer to as many remote offices as you have Timekeeping entry and adjustment approval is done at each branch It may also be done at the central office for the employees there To ensure uniformity and complete paperwork and adherence to company policies all new hire data is processed at Central While each branch office sets up its own employee records those are not transferred to Central lest poor changes made at Branch overwrite changes made at Central Both Central and Branch must have complete employee files to function To make this process easier you may use our Synchronization function as follows Your ReportWare operating subdirectory should look something like this 99 Utility Functions C CD HRdemo RWRSs File Edit View Favorites Tools Help Back A Search U4 Folders GHhHistory Ag Ga mK A Edy Select an item to view its description See also My Documents My Network Places My Computer 4WINSYS exports INbox OUTbox Photos System
90. uter is get it an uninterruptible power supply UPS This is a battery back up device that plugs into the wall then your computer plugs into it Anyone can put it in it s simply a matter of plugging it in These can be purchased from any good office supply store or computer store for around 100 They keep your computer going whenever the power blinks from thunderstorms or other problems and can save your data and your computer Whether for ReportWare or anything else you should ALWAYS have one of these on every computer you own Fonts Some of the letters on screen look real weird and are hard to read You probably installed a new printer changed the Print Setup under the file menu or deleted some fonts from your system ReportWare uses the following Truetype fonts 123 System Requirements Times New Roman Arial Courier These seem to be some of the most common fonts around and everybody is likely to have them If these fonts are not installed on your computer properly the screen may look funny Information will not be lost but will be hard to read Call tech support for guidance if you cannot restore these fonts You may need to set up font substitution tables if fonts do not display properly Make sure your Windows INI file has the following font substitutions Helvetica Arial and Monaco Courier You may review your Font Substitution table by going to the Run command on the Start Menu and typing sysedi
91. ws you to set up management user ids and passwords This screen establishes a secondary user id and password for more stringent security Every supervisor and all payroll personnel must have a secondary user id and an access level y Ware A Prefs _ RWA Atia T Hur Mie H Paproll HR Guy Funn A paparin Dier P Manager Manager Dema Derer Derer Management Details and Special Passwords Reportar Password and Evaluation Passwords Screen Initials go in the first field and other information is entered as displayed in the above example You may type over any demo data you see to enter real data Access Levels are numeric from 1 lowest access to 10 highest access for senior management If you use a touch screen terminal for cashiers to access ReportWare enter numeric passwords An access level of 5 indicates a supervisor An access level of 8 indicates a Human Resource employee An access level of 9 indicates a Payroll employee An access level of 10 indicates the System Administrator Employees without secondary ids most employees using the system for clock in out purposes only are not set up here 36 Initial Setup Preferences This completes all set up for company wide preferences You need not access these screens again unless you wish to change your company preferences Return to the Main Menu by using the button provided 37 Employee Data Chanter EMPLOYEE DATA Employee Data Main Data Screen To ente
92. y A bi Lea Aa soe eee oho eed a tar nah a Fe Personnel Evaluation Print Evaluation To continue printing the evaluation from the above File menu select the Print button You will be presented with a Printer Dialog box Press ok to print or cancel to return to Evaluation screen Print Dialog Box Now that you are done with the evaluation you can return to the employee record by pressing the Return to Employees button 57 Employee Data Personnel Training Screen Records of employee training are maintained by selecting the button marked Training under the Personnel Tab 34 AlWareHA A Aemp_ FIAR Intel Leadership bed Enter Training School information for Employee Report Ware Personnel Training Screen A record of each training class or certification is maintained for all employees Mark Yes in the required column to tell the system to track and report on the associated item To add a new class or certification simply type on a blank line You may select the school from the pull down menu If the school is not present choose EDIT from the menu and add the name of the school then select it The description and notes are free form 58 Employee Data Personnel OSHA Screen OSHA filings are maintained under the button marked OSHA EY A WareHA ma a Beach Bury ZH 000 00 0004 E 129 ILL FF UHAHE OFFICE Enter OSHA incidents for Employee AejortWWare Personnel
93. ynchronized and generate small text files containing their data These files will be created in the OUTbox subdirectory on the remote computer 2 Exit ReportWare Use the file transfer function in your remote access software to Cut all the contents of the remote location s OUTbox subdirectory and paste them into the INbox subdirectory on your computer If you for some reason cannot use remote control and dial up access these files will fit on a diskette and may be mailed 101 Utility Functions 3 Exit the remote access session and go to the above menu on your computer Put check marks in all the boxes for which you have brought in Sync files from the remote location Click on the Import Sync Files from Inbox Button This will bring in the new files and display them for you All done How does it work Each of the File groups shown in the dialog box has a date field called DSync which contains a synchronization date When you export Sync records the current date is filled in on each record which is copied for export The Sync function looks for records that lack a Sync date copies their information out to text files without affecting the original file and marks the DSync field Each record imported has its DSync filled in so it doesn t accidentally get sent back out If you goof and lose your Sync files in transit or something you may search for all files synchronized an a particular date and use the Replace
94. you want detail which shows all ins and outs or a summary which just shows totals for each day FileMaker Pro Employee Time Entry Print Timesheet Prompt Select the level of detail that you wish by clicking on the box You will see a copy of the report on your screen Press the continue button and a print dialog box will be displayed Print Dialog Box Verify the name of your printer and press OK The timesheet will print on your printer 77 Employee Time Entry Enter Employee Time Who s Here At the top of each screen you may notice a button with a caption of Who s Here Click on this to see the in out status of your co workers 35 Mare A Aone Ty _ RWA OOG IA E Tee Te EE EI sata VSunniy uate Divisas F damos E B Dat sanken Tarna hat Preche Judith JUDY ee EEEE nu e mens nmmmnunu mn nun un mum une zum mm mn e un zu Click buttons do select Division Hepor Atare Employee Time Entry Who s Here In the example above you see all current employees from all offices You can see that it s all offices by noting the word All in the box above the division column If you want to see who is in at a particular office click on the oval button at the top to display information for that division You may also use the Find button to search for a particular person You sort each column by clicking on the gray graph symbol at the top of the column Each person s nickname is disp
95. ything by hitting Ctrl B You can then hit the buttons to get back to the Main Menu Ctrl 2 takes you directly to the Main Menu Minor discrepancies You may occasionally note that sometimes numbers that should add exactly differ by a few pennies Noticing this means that you have too much time on your hands The reason for this is that this software calculates everything to 15 decimal places then displays it in two This rounding effect may cause things to look a tiny bit off when they re not For example the number 10 154 will display in currency as 10 15 If this sum is multiplied by four the true answer is 40 616 which will display as 40 62 seemingly two cents over If an error greater than a few pennies appears call for help immediately Shortcuts There are some quick keyboard shortcuts you can use once you re comfortable with the system Ctrl 1 Ctrl amp 1 Jumps to Top Menu in module Ctrl 2 Ctrl amp 2 Jumps to Main Menu Ctrl 3 Ctrl 3 Goes to the Reports Menu Ctrl Ctrl amp hyphen Enters today s date Ctrl Ctrl amp semicolon Enters the present time Ctrl N Ctrl n Creates blank record for new entry Ctrl C Ctrl amp c Copies information you have selected highlighted with the mouse Ctrl V Ctrl amp v Pastes information you have 107 Additional Helpful Tips just copied into selected field Pull down the Window Menu to quickly jump back and forth between the module

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