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the HR File Builder user manual

1. To add a new job hire promotion or transfer click Change Job If there is a current job a form will appear for entry of reasons for ending that current job Press Save to close this form EmployeeFileBuilder will then automatically proceed to a new job entry form Fill this out and press Save The old job will be transferred to the Work and Salary History chart and the new one will be saved as Current Edit Current Job 37 EmployeeFileBuilder User Manual Change Job Terminate Edit History Change Employee Job To record a job change or increase in salary click the Change Job button located on the bottom of the Job History page You will next see a prompt with the date of change and an opportunity to make a note about factors contributing to the change Click the Save button and you will see the job information window Here you may make the adjustments in salary or change the job code Since EmployeeFileBuilder is assuming a change job is taking place the Date Started field is changed If the employee is only getting a pay raise change the Date Started field back to the original date the employee started this position When you select the Save button again these changes will display as Current Job Information and the past salary and job information will display on the lower portion of the screen under the title Confidential Work and Salary History Edit Current Job To edit an employee
2. Note Codes Benefits Time off Benefits Job Categories Jobs Statistics Setup To open this folder click on the Corp Policy folder tab Company Information To change the default company information click Edit at the bottom of the folder or click on any of the fields displayed and enter the appropriate information in each field The Company Name field displays at the top of each report The other information may be used for other reports or just for your reference When finished entering data click Save Organization Chart The Organization Chart in the Corporate Policy folder provides an editable visual tool for maintaining employee divisions and hierarchy Divisions are shown by branch department area and team Employees may be assigned to any level created allowing management positions to be assigned directly to a branch department area or team The information entered in the organization chart is used to assist in assigning locations to employees To make changes to the Organization Chart press Add Edit or Delete Add Edit Note This chart does not show individual employees these are visible in the Corporate Views Organization Chart Employee locations must be entered into each employee s record just as they are assigned a job in order to maintain consistent data throughout EmployeeFileBuilder Add Edit Organization Chart To add a new level to the organization chart click on the next
3. Benefit Period 3rd Anniversary Year Now fill out the fields with the appropriate information An initial quantity of O Hours are given at start of benefit period There isn t an initial amount of hours given for this benefit period Bring forward up to 40 unused Hours from previous Anniversary Year Nothing has changed here from the 1st Anniversary year X Use Accrual Accrue 13 4 Hours every 1 Month s Our scenario allows 3 weeks a year 15 days of vacation when the employee has worked for the company 3 years A maximum of 160 Hours are allowed per Anniversary Year 50 EmployeeFileBuilder User Manual Nothing has changed in this field from the 1st Anniversary Year Now select the Finish button to add this vacation time off policy to your Time off Benefits page in your Corp Policy folder You are now ready to start assigning this benefit to individual employees Edit Time off Benefit From within the Time off Benefit page click on the benefit you want to edit and select the Edit button located on the bottom of the screen Then follow the same instructions defined in the add time off benefit wizard Job Categories All job categories in the company are defined in the Corporate Policy folder Job Categories page and are listed alphabetically by Job Category Each job must have a job category To add a new job category click Add To edit a job category select the job category in the list and click Edit or d
4. Click Add gt to add the field to the list on the right Filter on these fields Below a box displays two drop down lists The first drop down selects is or is not The next drop down list selects how the comparison is to be done any value equal to less than less than or equal to greater than greater than or equal to between and one of A new drop down will appear to the right allowing you to enter criteria Click the drop down arrow to select from the actual data in the database If the between option is selected two drop down boxes will appear allowing for a starting and an ending value to be entered This option is preferable when you need to select a range of values Example all notes last year would be EmployeeNotes StartDate is between 1 1 95 and 12 31 95 The last option one of is very useful when you need to select mutiple values at the same time Example all vacation and sick notes would be EmployeeNotes NoteCode is one of V S It would be incorrect to do the following EmployeeNotes NoteCode is equal to V and EmployeeNotes NoteCode is equal to S because one note code record can t be both V and S 22 EmployeeFileBuilder User Manual Click Ok when done Example To build a filter to show only full time employees in engineering click edit set filter select field Employees EmployeeStatus
5. If the employee is re hired just click Edit Current and enter the new job information then change the employee status from TERMINATED to their new status Employee Certifications EmployeeFileBuilder lets you keep detailed records on the certifications maintained by each employee Track the certification type date and additional notes The Employee Certifications page displays the type expiration date and notes of all the certifications for the current employee Click Add to add employee certifications to the 38 EmployeeFileBuilder User Manual current employee To edit employee certifications select the certification from the list and click Edit or double click on the certification to edit To delete a certification select the item from the list and click Delete Edit Employee Certification To edit a certification click Edit Enter the type of certification the expiration date and any additional notes about the certification Click Save to save the entry Employee Education EmployeeFileBuilder provides you with the ability to track information on the education levels of all your employees To view or enter information on an employee s education click on the Education button located on the right side of the Employees folder This will activate the Employee Education page To edit employee education information select the Edit button located on the bottom of the employee s Educatio
6. Re Open the database so that a different user can log in Open a different database File Import Data When selected this option will show a list of existing Import templates Select a template and then press Import A dialog box showing the filename will be displayed Enter the filename for the file to be imported and click Ok to start the import Note It is always recommended to perform a backup of your database before performing an import so that you may revert back to the original database in case of difficulty If the import file contains duplicates of the records in the EmployeeFileBuilder there are two options to take care of this If you know that the records in the import file are duplicates and you wish to overwrite the existing records in the EmployeeFileBuilder database check the option Replace duplicate records if they exist If this option is not checked then any duplicate records will be prompted individually if you wish to overwrite them If you do not wish to replace the duplicates but want to import other records that are not duplicates then check the option Import non duplicate records This option will simply ignore all duplicate records and import non duplicate records If the import template you are looking for does not exist or the import data exists on a different drive and or directory then you need to add or edit a template To create a new import template click the Add button To edit an existing import tem
7. The Custom Graphs option allows for the adding of new graphs created with Crystal Reports Printing a Graph The Print dialog box is used to select how many copies the destination and the criteria for the graph to be printed Each option is explained as follows Copies Enter the number of copies you want to print or use the spin control to increase or decrease the number of copies to print When first displayed the number of copies defaults to 1 Print to Printer This option sends the graph to the default printer as defined in the Print Setup dialog box If you wish to change the default printer select the Setup button Screen default This option displays the graph on the screen When the graph is displayed you can scroll the report using the scroll bars to the left and along the bottom of the window The printer icon displays a Print dialog which allows you to enter a range of pages to print Click Ok to print the selected pages to the default printer Use the Suitcase Icon to export the report to many different formats Select the format and the destination then click Ok to export the information Click the Envelope with paperclip button to export and send the graph to Mail Select the format and the destination then click Ok to send the graph to another user Click Close or press Ctrl F4 to close the report window File This option exports the graph data to a file Enter the filename and then select the output form
8. choose with unlimited customized on screen views and analysis reports Routine information entry for day to day work force management is only a few keystrokes or clicks of the mouse away File Folders Included with the powerful analytical capabilities of EmployeeFileBuilder are functions designed to incorporate all of your documentation needs in one on line environment Each group of these functions is represented on the screen as one of the following file folders Employees Corporate Views and Corporate Policy Simply click your mouse on one of the folder tabs and start working in the area you wish For example the Employees folder contains personal information performance amp event documentation location job status and a picture which you may import into the file Button Bars Within each file folder more detailed information may be obtained by selecting a topic from the button bar on the right side of the folder In the Employees folder the buttons cover extended information such as benefits notes job amp salary information and other topics Once you have pressed one of these buttons your screen displays the requested information just as if you had flipped a page in a file The highlighted folder at the top always indicates where you are and changing from one folder to the next is easy with a click of the mouse While simple in design EmployeeFileBuilder has been designed to provide the most powerful i
9. or press Ctrl F4 to close the report window File This option exports the report data to a file Enter the filename and then select the output format from one of the following formats Record Format Tab Separated Text Format DIF Format or Comma Separated Use Criteria When this option is selected the report is filtered depending on criteria that you specify Click the Edit Criteria button to edit the Report Criteria Options Click the Options button to change options for the report to be printed such as pages to be printed print date custom page margins and sorting 17 EmployeeFileBuilder User Manual Reports Print Options The Print Options dialog box is used to customize how the report is to be printed The Start Page and Stop Page options set what pages of a multi page report are to be printed This is helpful if a long report was interrupted during printing Enter the start page of the report to start printing and the end page Enter a 1 for the end page to print to the last page Use the Print Date option to specify a date for the report to be printed Some reports are date sensitive and must be run on the day they are reporting for If you need to run a report for a date in the past enter the Year Month and Day of the past date and the report will run as if that date is today s date The Margins settings are used to specify margins for a report that may be printed on odd sized paper or for a printer that
10. to save the template File Backup Data Periodic backup of EmployeeFileBuilder data is strongly recommended This option executes any backup command that can be run from the command line the default backup option uses the standard DOS backup exe program Users of MS DOS 6 0 or later that have MSbackup exe in 10 EmployeeFileBuilder User Manual place of the standard DOS backup exe can either edit the command line in EmployeeFileBuilder or set up a batch file in the DOS subdirectory called backup bat that calls MSbackup exe Users of tape backup units removable disks or optical storage subsystems can replace the default command line in EmployeeFileBuilder with the command line necessary to run a backup procedure or a batch file with the appropriate series of commands When this line is altered and run that alteration becomes the default backup procedure If the backup procedure is consistent the command line will not need to be changed for subsequent use Note This option is available only when you close the database For multi user configurations make sure that no other stations are accessing the EmployeeFileBuilder database before running the backup procedure File Print The print option on the file menu prints a report depending on the current view If the current view is the Main Form the file print option prints the employee information report EMPINFO RPT The print dialog print dialog is displayed allowing you to select
11. Employees folder The next field will allow you to establish how much time an employee can bring forward from a previous benefit period If your organization lets employees bring forward unused vacation time for instance this is where you would define how much unused time is allowed If the time off benefit you are creating includes a time accrual structure click a check mark on the Use Accrual box to activate the set up fields for this option Enter a time unit in the first field and enter the time period in the last two fields For example Accrue 6 7 Hours every 1 Month s Notice how the parameters you set in the second Add Time off Benefit Wizard screen are shown i e Hours or Days Next enter the maximum amount of time off units that will be allowed per benefit period This field allows you to put an absolute cap on the amount of time an employee can have available for this benefit Now that you have set up the calculations for the st Benefit Period click the Next Period gt button to the desired Benefit Period if you need to change the time off calculations in future periods as mentioned above If everything is in order select the Finish button to add this new time off benefit to your list of available Time off Benefits in your Corp Policy folder Here is one time off scenario to help get you started In our scenario we ll set up an employee vacation policy Full time employees will receive vaca
12. Overtime Hours the employee has logged if necessary Click Save when you have finished Employee Time Sheet View The Employee Time Sheet View screen provides a calendar based view of the time sheets recorded for an individual employee You may view this calendar by year month or day by selecting the Year Month or Day folders located on the upper left hand side of the screen To move year to year or month to month use the arrow buttons on the bottom left hand side of the screen If you need to view a particular day click on the actual day on your calendar and select the Day folder This will provide a more detailed view of the time sheets for that employee Employee Notes To view or edit an employee s notes click Notes in the Employee Folder Employee Notes are different from Comments in that they are classifiable and date specific For example notes about a new hire s resume would be placed in Comments while a vacation string of absences or doctor s appointment would be recorded as a Note Notes are predefined in the Corporate Policy folder by Note Code Edit Employee Note Employee Notes View Edit Employee Note To edit the list of an employee s notes press Add or Edit Select a note code from the list box at the upper left Specify a starting and ending date time if the ending date amp time do not apply they will not appear on the screen and select between the Excused and Unexcused check boxes Add
13. any all information that exists in the new database but it s empty so that s OK unless you went ahead and typed stuff in it already that stuff is gonzo in favor of upgrading all of your previous records from v3 2 Sorry Therefore you should perform the import prior to adding new records or corporate policies During installation the Windows wants to default to creating a new subdirectory under Program Files called JIAN EmployeeFileBuilder You must change it to direct the new contents to be deposited into the EmployeeFileBuilder 3 2 folder Otherwise to make ths work you will need to drag your copy of EmployeeFileBuilder 3 2 into the new EFB4 folder Either way works as long as ALL of the content is together in the same folder To import your existing information open the new employee database and select Import EmployeeFileBuilder 3 2 database from the File Add ins menu uu Employee File Builder EMPLOYEE Wok File Edit Goto View Reports Graphs Setup Help New Database Open f Comp Views Views J Corp Policy N p Policy Close g Name Main Form 2 Import data Export data Address User Fields Consolidate gt Print Home Phone Print Setup Ext Add ins L Add Note Codes ar EasyPayWin Import i x L Disabled Add in Manager Disability Type Military Status Gender Location Job Information Branch Title Departm
14. concerning time off for employees can differ from one company to the next EmployeeFileBuilder has been designed to accommodate a wide variety of time off policy situations to ensure accurate accrual and administration for all companies We have provided an explanation of the options involved as well as an example of how to define a time off policy From within the Corp Policy folder select the Time off Benefits page located on the right side of the screen The Time off Benefits screen will appear showing you the Code Description and Comments of the benefits available You ll notice EmployeeFileBuilder already offers a number of predefined time off benefits for your convenience Feel free to edit and use them as you wish 47 EmployeeFileBuilder User Manual From within the Time off Benefits page select the Add button located on the bottom of the screen This will display the add time off benefit wizard window Add Time off Benefit On the first page enter a unique benefit code to identify the new time off benefit a short description and enter any additional comments as needed in the spaces provided Click the Next gt button on the bottom of the screen to advance to the second page of the Add Time off Benefit Wizard The second page of the Add Time off Benefit Wizard allows you to enter the time periods of this new benefit and if it s going to be tracked in days or hours First enter the length of time before the be
15. manager is used to add new add in programs to the add ins menu To add a new add in to the system click Add and enter a description of the add in next enter the filename and path of the executable Click Browse to find the program on your hard disk To add a program such as the Windows calculator click Add enter Calculator under description enter C WINDOWS CALC EXE for the filename and click Save Click Close click File Add ins Calculator and the calculator will be displayed Use Retrieve button to retrieve add ins supplied on diskette These programs may be offered from Paradigm or other sources to enhance EmployeeFileBuilder File Consolidate The Consolidation option from the File menu gives you the ability to manage multiple sites If you have one central office that does data processing each remote location can Output their employee information to a file where it can be transported via diskette WAN Modem etc to a central location for Input into a single database If you are receiving a file from another location select Input The Input option will bring in all employee records any existing employees are overwritten To output employees to another site use Output This option gives you a dialog which you can enter a start date and an end date Then select a filename this must be a MS Access MDB file The dates tell the system how much history to include with each employee If you routinely consol
16. policy is for full days only Most commonly days are translated into 8 hour blocks Select the Next gt button to continue with the third Add Time off Benefit Wizard screen or select the lt Back button to make a correction to this new time off benefit The third page lets you select the note code s that will be used to calculate the time off benefit By doing this the program will be able to process the information needed for an employee s record when a note code is selected i e An employee who takes a vacation day will have 1 day of vacation time taken away from their accrued vacation time Select the note code s that will be used to calculate the time off benefit by placing a check mark to the left of the note code There may be an instance in which two or more note codes might update one policy For example placing check marks to the left of the D and the S would be appropriate if you track dental appointments separately but subtract them from accumulated sick time Note When a note code is selected for more than one time off benefit it will deduct time from each benefit When an employee has a note code applied to them for a particular occurrence it is possible for it to deduct time from two or more time off policies When finished select the Next gt button to continue with the final Add Time off Benefit Wizard page or select the lt Back button to make a correction to any portion of this new time 48 Emplo
17. Builder Create free promotion with this collection of 40 professional PR campaign software templates for press releases and company backgrounder Includes in depth PR know how and tips from the press SafetyPlan Builder Create a customized OSHA compliant safety plan fast with SafetyPlan Builder Use menus to select your industry and state and print Visit www jian com or call JIAN at 1 800 346 5426 for more information and to place your order Thank you EmployeeFileBuilder User Manual Menu File Menu The File menu can be reached from any screen by pressing ALT F In the File menu you will find options to create open and close databases data import and export printing and printer setup gateways to Microsoft Access and Crystal Reports consolidation add ins and the option to exit New Open Close Import DataExport Data Print Print Setup a Microsoft Access Crystal Reports a Consolidate a Add ins The following options are only available if the database is closed To access any of these options first select Close from the File menu Backup Data Compact Database Encrypt Database Repair Database File New Database To create a new database select New database from the file menu The New Database window will appear Enter the directory name where the new database will be located Then enter the filename of the new database Check the option Encrypt the database to make th
18. Code Select a job and all information will be updated from the corporate policy This function is best used when first assigning a job to an employee If an employee changes jobs use the change job option in the employee job history page This will help maintain a history of each job change dates and reasons Location This page contains the Branch Department Area Team and Supervisor for the current location of this employee To change an employee s location click Location and select a location from the organization chart If you type in a location that does not exist in the organization chart the location will be added automatically This is to assure that the organization chart is always up to date User the Select Supervisor button to help select a supervisor from a list of current employees in the system User Fields The user fields page contains 36 user defined fields This page is broken down into 3 separate pages of 12 user fields each The data allowed in the user field depends on the setting in the user fields option in the setup menu Some may allow any text and others are restricted to only accept numbers dates or yes no entry When a user field which allows for text entry is selected a down arrow appears to the right of the field Select a value for this field by clicking the down arrow Double click the user field to add your own user defined lists You could set up a user field to track hobbies and add items to th
19. Colors to define colors not shown Refer to Microsoft Windows manual for more information on Control Panel Setting Colors Utility Programs If you use Microsoft Access or Crystal Reports you need to define where the programs are stored in order for the appropriate File Menu options to work Click the Browse button to search through the directories and click Ok to select the correct directory Spelling This dialog lets you configure the spelling checker within JIAN EmployeeFileBuilder The spelling checker installs with two dictionaries a standard 100 000 word dictionary as well as a custom dictionary for your use to add your own words that are not included in the standard dictionary You can also set spelling options Automatic Suggestions This option selects whether the spelling checker automatically suggests correct spellings for the word highlighted Ignore Full Caps If this option is checked words in all caps will not be checked Ignore Partial Numbers If this option is checked words with numbers included in them will be ignored Allow Joined Words If this option is checked words with hyphens in them will be checked as two separate words If they are correct the full word is correct Otherwise the whole word with hyphen will be checked 28 EmployeeFileBuilder User Manual Recheck Typed Replaces Determines whether words typed in to replace the checked word get rechecked by the spell checker Suggest
20. Employee File Builder User Manual User Manual EmployeeFileBuilder User Manual Table of Contents TABEE OBS CONTEN ES paiscsatissdcsncctaiceccacsdatecceesccctevabessestaccoseecscctevuatacsdesuaacaunedessuncesssesnscessecdccdesuodsesetseceseuacs 2 ONLINE FAQS VISIT WWW JIAN COM AND LOOK UNDER THE SUPPORT HEADING JIAN PRODUCT SUPPORT ssccssscsssssssscscccssssssscccscccsscssssccscccessssssssccccesesessssscsesccesscssees 3 JIAN PRODUCT SUPPORT s ssscsscscccssssececssesescssestuceesscsesessovtuscesecsesescectecessevsscescavevcscsectovecsestveesesscoseasessvesss 4 ADD MORE USERS 99 99 EACH tst to esst teeter tsentre SSE PESSE EEEE SEEE Senere sanee e enren nt 4 OVERVIEW OF EMPLOYEEFILEBUILDER occooonononoccnoconanananononononanananaconoccnonananacononccononananonococonano 5 FILE POLDER Sisipan dae 5 BUTTON BARS Areia a aaraa saa a a A e E A AEA e uta a E A 5 LOGGING ON TO EMPLOYEEFILEBUILDER sss 5 WELCOME TO EMPLOYEEFILEBUILDER sese 6 UPDATE FROM VERSION 3 2 e sssssoosoesssssooooeesssssooosesssesooooosssssoooooeessseooooeesssessoooosessssoooosesssesooosesssessooesee 7 MORE SOFTWARE TOOLS TO BUILD YOUR BUSINESS cccccssssssscsccsssssscssseccssssssscsssccssssseees 8 MENU FILE MENU ssssssrevsssisrsrsisisrovsssiscsvsisssrevsosisvovsssss evsssvsvsvsosss evsssvsv Ir 9 FILESNEW DATABASE 0 oia od rias 9 BIE OPEN oso ol TTT 9 FEE aiii 10 PIE IMPOR T DAT A a ed ee ee 10 PILE EXPORT DAT Y EE erect acco
21. EmployeeFileBuilder User Manual In the Calculation start date field enter the date that the last known amount of time off was available to the employee EmployeeFileBuilder will compile the accumulated time off from this point forward in addition to the balance that you enter The Balance as of the calculation start date should read the amount of time that was available at the Calculation start date If the employee s time off benefit should start with an opening balance enter it here Click Finish to add the time off benefit to the employee Edit Employee Time off Benefit From within the Time off Benefits page select the benefit you wish to edit then click the Edit button located at the bottom of the screen The Edit Employee Time off Benefit screen will appear From within the General tab make changes in the available fields Notice the Code and Benefits are calculated in units of fields cannot be edited because they have been defined in your Corp Policy folder Enter the Date Enrolled and Benefit Starting Date of the benefit as needed Use the Benefit Ending Date field if you want to stop this time off benefit from accruing hours This will prove useful when you want to replace an existing time off benefit with a different one but want to keep a record of the past benefit s accrual history You may also use this field when suspending a time off benefit during a personal or medical leave To restart the time o
22. FULLTIME To build criteria do the following steps Select the field From the list of Available Fields click the field in the list Click Add gt to add the field to the list on the right Filter on these fields Below a box displays two drop down lists The first drop down selects is or is not The next drop down list selects how the comparison is to be done any value equal to less than less than or equal to greater than greater than or equal to between and one of A new drop down will appear to the right allowing you to enter criteria Click the drop down arrow to select from the actual data in the database If the between option is selected two drop down boxes will appear allowing for a starting and an ending value to be entered This option is preferable when you need to select a range of values Example all notes last year would be EmployeeNotes StartDate is between 1 1 95 and 12 31 95 The last option one of is very useful when you need to select mutiple values at the same time Example all vacation and sick notes would be EmployeeNotes NoteCode is one of V S It would be incorrect to do the following EmployeeNotes NoteCode is equal to V and EmployeeNotes NoteCode is equal to S because one note code record can t be both V and S Click Ok when done Example To build a filter to show onl
23. Refresh option refreshes the data in case updates were made on other stations in a multi user environment If the custom view allows edits but you do not want to accidentally change information uncheck the Editing Allowed option When this option is not checked the view is read only If the view does not allow edits then this option cannot be changed The Layout menu provides the ability to Hide columns show all columns To hide a column place the cursor in the column you wish to hide and select Hide Column To show all columns again select Show All Columns Columns can be re ordered by dragging the column headers left or right To close the view select Close from the File menu or click the Close button on the toolbar Corporate Benefits View The Benefits View shows the breakdown of how many employees are enrolled will be eligible in 1 month 1 quarter and 1 year quantity active and quantity inactive From here you can see how many employees are eligible for health insurance next quarter If you want to know WHO is eligible for health insurance next quarter click on the box in the row for Health Insurance and the column Eligible in 1 Quarter then click Employees You can also Double click on any row and column to show a list of employees Note when the list of employees is displayed you can double click on the employee to jump to their record in the employees folder Corporate Time off View The Time off Benefits View shows th
24. The associated program may not open properly This is due to incompatibilities with long filenames and this 16bit product To open the document first open the associated program then click Open For example If the attached document is a Word document open Word FIRST then click Open Employee Statistics The Employee Statistics form shows up to the minute information about an individual employee When this screen is displayed information is calculated such as e Length of employment e Expiration of Work Permit 19 Form e Number of Performance Entries along with percentages positive or negative 41 EmployeeFileBuilder User Manual Corporate Views Folder Corporate Views provides several on screen perspectives on the company from organizational layout and hierarchy to employee performance The following options appear in the Corporate Views folder Custom Views Benefits View Time off View Note Code Summary Status Code Summary Organization Chart Statistics View To open this folder click on the Corp Views folder tab Custom Views EmployeeFileBuilder Custom Views provide limited report like functions in a graphic on screen format for speed and ease of use These views can be built and modified to suit the specific needs of the company The Custom Views page displays the name of the view comments and the date it was last run To run a view click Run The results of the view will be displayed in a grid
25. additional information in the field provided as necessary to provide further documentation of the event Press Save when the note is complete If additional information is entered the check box at the right side of the note code list will be marked Employee Notes View The Employee Notes View screen provides a calendar based view of the notes recorded for an 36 EmployeeFileBuilder User Manual individual employee You may view this calendar by year month or day by selecting the Year Month or Day folders located on the upper left hand side of the screen To move year to year or month to month use the arrow buttons on the bottom left hand side of the screen If you need to view a particular day click on the actual day on your calendar and select the Day folder This will provide a more detailed view of the notes for that employee Note Colors Note Colors Change the notes you want to view by selecting the Note Colors button located at the bottom of the screen Next assign the notes to the colors you want to view by clicking on the down arrow next to the Note Code field Select OK when you have finished assigning the colors Employee Performance EmployeeFileBuilder lets you keep detailed records on the unusual or dramatic date specific events that arise during an employee s time with your company These events may include positive notations such as completion of a project or attainment of a professional go
26. al They may also note negative developments such as a project that lags far behind schedule or an altercation with another person on the job Make use of entries on Employee Performance when evaluating an individual for advancement or dismissal Edit Employee Performance Employee Performance View Edit Employee Performance To edit the list of an employee s performance press Add or Edit Specify a date of the performance Select whether the performance entry is positive or negative Enter a short comment and any additional notes Click Save to save the entry Employee Performance View The Employee Performance View screen provides a calendar based view of the performance recorded for an individual employee You may view this calendar by year month or day by selecting the Year Month or Day folders located on the upper left hand side of the screen To move year to year or month to month use the arrow buttons on the bottom left hand side of the screen If you need to view a particular day click on the actual day on your calendar and select the Day folder This will provide a more detailed view of the performance for that employee Employee Job History EmployeeFileBuilder keeps a record of all past and present jobs recorded in the Job History form If a new job is entered the current job is added to the historical list of positions If an employee terminates there is an option for the current job to be set to Terminated
27. at from one of the following formats Record Format Tab Separated Text Format DIF Format or Comma Separated Use Criteria When this option is selected the graph is filtered depending on criteria that you specify Click the Edit Criteria button to edit the Graph Criteria Options Click the Options button to change options for the graph to be printed such as pages to be printed print date custom page margins and sorting Graphs Print Options The Print Options dialog box is used to customize how the graph is to be printed The Start 21 EmployeeFileBuilder User Manual Page and Stop Page options set what pages of a multi page report are to be printed This is helpful if a long report was interrupted during printing Enter the start page of the report to start printing and the end page Enter a 1 for the end page to print to the last page Note normally you won t have to set these because graphs normally fit on one page Use the Print Date option to specify a date for the graph to be printed Some graphs are date sensitive and must be run on the day they are reporting for If you need to run a graph for a date in the past enter the Year Month and Day of the past date and the graph will run as if that date is today s date The Margins settings are used to specify margins for a graph that may be printed on odd sized paper or for a printer that may be cutting off some information because of a non printable area Enter the T
28. ath and extension Enter a category the attachment is to be stored under Click Select to select or add new categories to the system Enter the type of the document This defaults to the extension of the file but can be changed to a more descriptive type Click Select to select or add new document types to the system Enter any additional comments about the attachment in the comments field Note To change the filename of the attached file or change how it is linked delete the attachment and click Add Open Employee Attachment To open an employee attachment for viewing or editing highlight the attachment and click Open 40 EmployeeFileBuilder User Manual If the attached file is linked the file will be opened by the appropriate program for viewing or editing If the attached file is embedded the system will export the file to the windows temporary directory then opened by the appropriate program for viewing or editing If any changes are made to the file save the changes then click the Update Database button to import the file into the database Click Close when all changes have been made and saved and the document is closed Warning If changes were made but not saved the Close button will not update the database with the changes Also 1f the document is still open and close is clicked any additional changes to the file will not update the database NOTE On 32 bit systems such as Windows 95 and Windows NT
29. ces at vine sos aco ca AAE A Nba st EE E egeatvaeatuacteasy 10 FILE BACKUPS DATA ET E AEE wc gi nae e a ee eee See 10 PIES PRINT ieee es ged cc cas onc a Soe cS encase obs wl E O AA A sy Nba tt EE E 11 FILE COMPACTO A TAD A E e dedo Do 11 FILE ENCRYPT DATABASE e ous acouusvuaueneatuacstens 12 FILE A E ae A D AAN WAN EIS DEEE E e actin a dedo Do 12 FILE MICROSOFT ACCESS E E a A E T E o a ETERS 12 FLE ERA TAE REPORTS EE E E E E AE AE A E E 12 FEA NS aa ER S 12 END iaa 15 MENU VIEW MENU ccccccccccccccnnncnnnnnnnonononononnnnonononononnnnnnnnnnnnnononnnonononononnnnnnnnnononononononononononononononononeneneninenes 16 O a descuteecmeua emesigedueuenesutest saedeoeeueaen ess A aoe E E 16 INN RO 17 PRINTING A REPOR Tasio lo its 17 REPORTS EDIT CRITERIA dades 18 REPORTS MENU CUSTOM REPORTS oocccccccccncnconnnnnnnnnnonononononononononononononononononononononononononononononononononenenenenes 19 A OR 21 PRINTING A GRAPH e ias 21 GRAPHS PRINT OPTIONS aeei aiarar a ias 21 GRAPHS EDIT CRITERIA Lu ass 22 GRAPHS MENU CUSTOM GRAPHS s 23 RETRIEVE GRAPHS ehan e a aa a a a a a a a a aa a a aa a a 23 EDITORA a E 23 NAAA in bestoiserst dea daa stoso esu tasei eseeto raser esaonta eesosast asero Ne Sareta pe Sekss S sts 25 JOB EVAN OE SEEE da E E 25 EEDNCODES a ed da e bo id Sate 3 25 EmployeeFileBuilder User Manual AMA e A O ea 25 USER DEFINED HIELDS e j0ccotesnescsie sauce dosages tiesspsssdeesneeoieedgusedeesuesedeassedodeacanestpedaeednedsnted
30. click Add gt select is equal to type FULLTIME then select field Employees Department click Add gt select is equal to type Engineering then click Ok Click the Ok button to close this dialog window The criteria is used only when the Use Criteria option is selected in the Print dialog box Note the location fields Branch Department Area and Team may not be editable This will happen if you are restricted to a specific location defined in Setup Security Users If for example your user code has a location set to Branch Seattle Department Sales you can only view employees in Seattle Sales The Branch and Department fields will already appear in the fields list but cannot be changed The resulting report will only print employees in Seattle Sales Graphs Menu Custom Graphs EmployeeFileBuilder uses report files compatible with Crystal Report Generator and additional graphs can be added by users with the full version of Crystal Reports or from add on packages of graphs contact your local reseller or Paradigm Software for more information Add the new graph to the list of graphs in the system Click the Add button and the Add Graph dialog will be displayed To edit a graph already in the system to change the path tables and customize options for a graph click the Edit button and the Edit Graph dialog will be displayed Click Delete to remove a graph from the sys
31. crypt repair or Open another database Welcome to EmployeeFileBuilder When EmployeeFileBuilder is started the Welcome window is displayed Click open existing database EMPLOYEE to open your database If you need to access the sample database click Open the sample database SAMPDATA Use this database to teach new users the product without the risk of working with live data For network users To set access to a shared database that may exist on a network drive Click Close Select File open and select the database on a network Login as SUPER Select Setup Configure and enter the path and filename of the shared network database then click Save If you don t want this dialog appearing every time the program is run check the option Do not show this window again The next time the program is run the existing database will be opened automatically and the login window will be displayed EmployeeFileBuilder User Manual Update from version 3 2 EmployeeFileBuilder 4 0 is a Win 98 2000 XP program Please be sure you have all of the latest Windows Service Packs installed this makes world of difference Click the START button on your desktop Click Windows Updates or visit www microsoft com look for downloads Please follow the Microsoft instructions Complete Your Import Before Adding Any Further Data The import will not change the data in the old database but it will overwrite
32. ct Support JIAN Product Support Specialists can assist you with any problems related to installing or using the EmployeeFileBuilder product Our phone number is 650 254 5600 extension 3 Support is available from 9 00 a m to 5 00 p m Pacific Time Monday through Friday excluding holidays Before You Call 1 Please be sure that you followed the JIAN EmployeeFileBuilder installation instructions for your computer 2 Almost all questions or problems can be resolved by using either the User s Guide or this on line help Please consult both of these resources BEFORE calling JIAN 3 Double check the Frequently Asked Questions in the User s Guide We may have already addressed your problem or question When You Call Should you need support from JIAN to make the most effective use of JIAN EmployeeFileBuilder please have the following information available when you call 1 Your JIAN EmployeeFileBuilder serial number This number is on the box disk 1 or on the CD 2 The make and model of your computer 3 Your operating system software and version number for example Windows 95 Windows 3 1 4 A list of the error messages if any that you received when trying to install or open JIAN EmployeeFileBuilder files Please be at your computer and ready to work with EmployeeFileBuilder Sometimes it may be necessary for you to leave a voice mail message If so one of our Product Support Specialists will return your call as
33. dit button located on the bottom of the page Make the necessary changes and select Save when you have finished To delete an attachment highlight the actual entry you wish to delete and select the Delete button located on the bottom of the page Then select OK to delete the entry To open an employee attachment for viewing or editing select the Open button located on the bottom of the page If a Paperport scanner is attached to the system click the ImageLink button to view and attach scanned documents To scan a document into an employee s record click ImageLink and 39 EmployeeFileBuilder User Manual insert the document into the scanner then close the PaperPort software Add Employee Attachment To add a file to the employee s record click Add Type in the path and filename of the file you want to attach to the employee or click Browse to select browse for the file Link Options There are two options available for the attachment The Embed option reads the contents of the file and inserts it into the database Some advantages to embedding are 1 The file resides in the same location as the other employee data 2 Since the file is embedded in the database it is also secure It can only be accessed by authorized users The database can be backed up or moved and the attachments move with it The disadvantage of embedding a file is that the database can grow larger than expected The Link opt
34. e Edit button located on the bottom of the Statistics Setup page Enter the desired update times of Performance Entries and Employee Notes and input the desired times for your expiration reminders Utilize the drop down menus in each field to consistently input your information 51 EmployeeFileBuilder User Manual Click the Save button to activate the changes 52
35. e before any operation Use the Save As option to save the employee s picture in one of the formats as specified above Enter a new filename for the picture to be saved This option is useful if you need to save the image in a different format for editing by your favorite paint program Print badges by selecting the Print Badge option from the File menu This will print a standard 2 x 3 25 wallet sized photo identification badge to the default printer To return to the Employee Folder with the new picture select File and Exit and a message will be displayed asking you if you want to update the employee picture Click Yes to save the picture Employee User Fields The User Fields page in the Employee folder displays all the user defined fields with the description in the first column and the value in the second column To edit the user defined fields for an employee click Edit on the Main Form and click the User Fields tab Employee Comments The Comments page in the Employees folder displays the comments entered for the current employee To edit the comments for an employee click Edit on the Main Form and click the Comments tab Employee Relatives The Employee Relatives page displays the name relation phone and emergency contact status of all the relatives for the current employee Click Add to add a relative to the current employee To edit employee relative select the relative from the list and click Edit or double c
36. e breakdown of how many employees are enrolled active and inactive From here you can see how many employees are enrolled in Vacation Days Sample 2 benefit If you want to know what employees are active in that benefit click on the box in the row for Vacation Days Sample 2 and the column Quantity Active then click Employees You can also Double click on any row and column to show a list of employees Note when the list of employees is displayed you can double click on the employee to jump to their record in the employees folder Corporate Note Code Summary Note Code Summary displays a summary of all the note codes and their usage This view shows how many employees have used the note Today This Week This Month This Quarter and This Year If you want a list of the employees who used a particular note double click on any row and column to show a list of employees For instance you by double clicking on the row Vacation and the column Scheduled you can list all the employees scheduled for a vacation Or by double clicking on Review and Today you can list all the employees who need to be reviewed today Click Views to display the Note Codes View Corporate Notes View The Corporate Notes view provides a calendar based view of note code events for the whole company The green red and yellow color bars visible in the year view can be changed as 44 EmployeeFileBuilder User Manual desired To chang
37. e criteria for the report to be printed Each option is explained as follows Copies Enter the number of copies you want to print or use the spin control to increase or decrease the number of copies to print When first displayed the number of copies defaults to 1 Print to Printer This option sends the report to the default printer as defined in the Print Setup dialog box If you wish to change the default printer select the Setup button Screen This option displays the report on the screen When the report is displayed you can scroll the report using the scroll bars to the left and along the bottom of the window Use the arrow buttons on the lower left to jump to the next previous first or last pages of the report If the report has many pages and you wish to cancel press the Cancel button to stop Note when this is done not all pages of the report are processed Use the Magnifying glass button to display the report in different sizes in the window The printer icon displays a Print dialog which allows you to enter a range of pages to print Click Ok to print the selected pages to the default printer Use the Suitcase Icon to export the report to many different formats Select the format and the destination then click Ok to export the information Click the Envelope with paperclip button to export and send the report to Mail Select the format and the destination then click Ok to send the report to another user Click Close
38. e database encrypted so that users outside of the program cannot use programs such as Norton DiskDoctor to view the contents of the file Check the option Create an Access 1 1 version database if you have Microsoft Access version 1 1 With this option unchecked an Access 2 0 database is created Click Next gt and another page will be displayed verifying the information you entered If the information is not correct click lt Back Otherwise click Finish and the database will be created After it has created the database you have the option of opening the new database Click Yes to open the database and log in as SUPER to start entering in new information File Open To open a database select a database from the file dialog box The default name of the employee database is EMPLOYEE MDB JIAN EmployeeFileBuilder also comes with a sample database SAMPDATA MDB for which you can open and experiment with the sample data This is highly recommended to get you familiar with the workings of EmployeeFileBuilder and to experiment with different configurations before you actually go on line Use this option to select between different databases or open a shared database on a network EmployeeFileBuilder User Manual File Close To close the current database select Close from the File menu Use this option if you need to BackupFILE_BACKUP CompactFILE_COMPACT EncryptFILE_ENCRYPT or RepairFILE_REPAIR the database
39. e list of different types of hobbies Comments The Comments page contains any additional comments about the employee This is a free form area for general information Use the spell check button to check spelling of the text entered here When the desired information is complete press Save and the information will be updated for the employee Click New to add a new employee click the left and right arrow buttons to move between employees Click Close to return to the Employee Folder Edit Employee Location Each employee has a location specified by Branch Department Area and Team The location can be set from the Employee Folder Main Form or in the Employee Edit screen Click Location and the location dialog box will appear Type in the desired location or click Select Location to select a location as defined in the Organization Chart Use this form to enter the employee s supervisor as well Edit Employee Picture EmployeeFileBuilder comes complete with a picture editor To edit an employee s picture go to the Employees Folder click Main Form then click Picture You can also edit the picture by double clicking on the picture itself To import a picture from a saved file select File then Open From here you can import many 31 EmployeeFileBuilder User Manual different picture formats such as Windows OS2 bitmap BMP Windows device independent bitmap DIB Compuserve graphics interchange G F Joint Phot
40. e views press Year Month or Day To view a specific month or day select it before changing view To change the notes shown select Note Colors from the year view and pick the desired note code from the green yellow and red list boxes Save and press Recalculate To narrow the location shown press Change Location and select the location desired Note that a specific division cannot be specified below an all locations selection For example if Redmond is the selected branch and all departments is specified then all areas and all teams are included without option To narrow down to a specific team the branch department and area must be specified Save and press Recalculate Corporate Status Code Summary The Status Code Summary gives totals of all employees by their status This view shows how many employees have been hired this month hired this quarter hired this year and employees who ended this month ended this quarter ended this year and a total of all employees all within a particular status code Use this view to display how many full time part time temporary etc employees you have in your organization or your current location If you want a list of the employees who have a particular status double click on any row and column to show a list of employees For instance by double clicking on the row Full time employees and the column Hired this quarter you can list all the employees who a
41. ed for the user to be able to select criteria for the report The Use Criteria option in the Print Dialog box uses field names from the tables that are defined for the report For example If the report created lists Employees and the Notes for each employee then the tables will be Employees and Employee Notes This makes it so the criteria can be selected from any field in the Employees table and the Employee Notes table Custom sort options will use the first table only Click on the Allow Criteria option if you want users to be able to enter criteria for the report For instance the Company Information report does not require criteria because the report is only for one set of information If you have the Crystal Reports package and wish to edit the actual report definition click Edit Report and the Crystal Reports package will be loaded with the report displayed on screen Modify the report then save it and then exit Crystal Reports Run the report from within EmployeeFileBuilder to test the results 20 EmployeeFileBuilder User Manual Graphs All the graphs contained within JIAN EmployeeFileBuilder are arranged by group and description Each group is displayed as an option within the Graphs menu Each graph within the group is displayed as a list Click on a group to show a list of graphs within that group To select a graph click on the graph and then click Select or double click on the graph The Print dialog box will appear
42. ee s password if there is one then type in the new password Type in the new password again in the Verify new password box to verify the new password Click Save to make the new password permanent For each employee in the list 26 EmployeeFileBuilder User Manual that has a password assigned a Yes will appear next to their name Consult the System Administrator for details on changing security settings Users Users are defined in the Security option from the Setup menu A complete user definition includes the user code user name password security code for the appropriate security level and the location the user is allowed to view Consult the User s Guide or your System Administrator for details on changing security settings Security Codes and Levels Security Codes set in the Setup menu define a set of access levels of a certain class of user such as SUPER ADMIN MANAGER DATAENTRY or other type of user A few codes are defined with specific access levels and all users are assigned a code for the appropriate security level Click Program Restrictions to assign which parts of the program are active can be modified Click Field Restrictions to assign which fields in the program are either visible can be seen or active can be modified Click Reports to assign which Reports are available Click Graphs to assign which graphs are available A special code of DEFAULT is used when an employee logs in with t
43. eeFileBuilder database before running the backup procedure File Repair Database Repairing the database should only be necessary if data problems arise when using the program This option may be necessary to fix problems with data corruption that may have occurred due to a power failure system lock up or other hardware problem The most common cause of database corruption occurs when the user does not exit the program properly Remember to always exit the application by either selecting File and then Exit or double click on the control box in the upper left corner of the window To repair the employee database select Repair Database from the File menu Using this option will restructure the database for proper optimal performance Note This option is available only when you close the database For multi user configurations make sure that no other stations are accessing the EmployeeFileBuilder database before running the backup procedure File Microsoft Access If you wish to use Microsoft Access to do your own QBE Query by Example Reports etc that the EmployeeFileBuilder does not offer select Microsoft Access from the File menu NOTE Microsoft Access version 2 0 must be installed for this option to work Because EmployeeFileBuilder uses a secure database Microsoft Access can only be run from the File menu not from Program Manager This is to ensure that no users outside of the EmployeeFileBuilder program can get at sensitive infor
44. ent Date Started Area Date Ended Team Referral Source Supervisor Hire Date Rent Se EmployeeFileBuilder User Manual More Software Tools to Build Your Business Agreement Builder Create legally binding agreements without starting from scratch AgreementBuilder presents over 100 business contracts in templates you can edit with any word processor BizPlanBuilder BizPlan Builder is a proven professional business plan software template you can use to convince investors to invest money in you company Open edit and print with any word processor and spreadsheet application Employee Manual Maker EmployeeManualMaker is a pre written policy manual ready for editing and printing with your word processor Covers over 140 policies and benefits JIAN BusinessBasics JIAN BusinessBasics is a collection of 100 essential business tools to help with marketing accounting management and personnel projects Included are worksheets agreements spreadsheets forms and checklists applicable to any business Living Trust Builder Living Trust Builder contains software templates written by attorneys with more than 27 years experience in living trusts Open with any word processor edit and print MarketingBuilder Create and track a powerful marketing campaign with ease Just edit pre written document templates with any word processor and spreadsheet Covers Market Analysis Marketing Communications and Sales Strategies Publicity
45. ff benefit accrual delete the date in the Benefit Ending Date field and set the Recalculation Date to equal the date of reactivation Then click the Recalculate button to update the time off account If for any reason you want to change the Current Available field do so and enter the date this change is to take effect The Recalculation date field will automatically default to tomorrow s date to ensure your recalculations will be run through today After your changes have been made click the Recalculate button at the bottom of the screen to activate the changes you have made Then click Save to complete the task Select the History tab located at the top of the Edit Employee Time off Benefit screen to view the history and running balance of a particular time off benefit To see the latest balance figures of a benefit click the Recalculate button Note If you wish to change the content of a particular Time off benefit or add a different one do so in the Corp Policy folder Employee Time Sheets An employee s time sheets provide information on hourly work history what jobs an employee worked on and how long it took to complete them The Employee Time Sheets page displays the date project code activity code schedule and actual of all the time sheets for the current employee Click Add to add employee time sheets to the current employee To edit employee time sheets select the time sheet
46. fit is to be calculated in units of Hours When finished click on the Next gt button 3 On the third page indicate the note code s that will be used to calculate the time off benefit Since our scenario is a vacation policy place a check mark on the left hand side of the V for vacation We are only selecting vacation because no other note codes will take time away from this particular benefit When finished click on the Next gt button 4 On the final page enter the calculations used for each benefit period For our scenario enter the following information into the default Benefit Period Ist Anniversary Year screen An initial quantity of O Hours are given at start of benefit period There isn t an initial amount of hours given in this example Bring forward up to 40 unused Hours from previous Anniversary Year This is the maximum quantity of unused time the employee gets to bring forward from a previous year X Use Accrual Accrue 6 7 Hours every 1 Month s Our scenario allows 2 weeks a year 10 days of vacation for the first 2 years of employment A maximum of 160 Hours are allowed per Anniversary Year Our benefit will not let the employee s accumulated hours surpass 160 hours Now we need to set up the benefit for the time off accrual after the employee has been with the company for 3 years Click on the Next Period gt button twice until the Benefit Period reads as follows
47. for viewing and or printing To add a custom view click Add The custom view wizard will be displayed To edit a custom view click Edit To delete a custom view highlight the actual entry you wish to delete and select the Delete button Then select OK to delete the entry Add Custom Views To create a custom view select Add from the bottom of the Custom Views page to activate the Custom View Wizard Give the view a name select an additional table if needed to be included in the custom view and enter any comments or descriptions of the view If you want users to be able to do mass updating of the data within the view check the option Allow Editing of data within the custom view If this option is checked then the user can edit the employee records in the view otherwise the view is read only When all the information is entered click Next gt Now you need to setup the fields for your custom view With your mouse highlight a desired topic from the list of Available Fields Then select the Add gt button located on the right side of the Available Fields box to add it to the list of fields that will be shown in your custom view This can also be accomplished by double clicking the field in the Available Fields list After you click on the Add gt button a Criteria for field option will instantly appear enabling you to pinpoint exactly how you want the field to work for your custom view T
48. from the list and click Edit or double click on the time sheet to edit To delete a time sheet select the time sheet from the list and click Delete Click the Views button to show the Employee Time Sheet View 35 EmployeeFileBuilder User Manual Edit Employee Time Sheet Insert the date of entry from the Date field s calendar icon The Project Code and Activity Code fields allow you to select items from the Select buttons to ensure consistent data entry The Project Code typically refers to the project on which the employee is working The Activity Code typically refers to the type of work being done For example building a new retail store is a project laying the foundation is an activity After clicking the Select button for the Project Code or Activity Code fields a screen appears enabling you to view and select the desired Code with its Description You may also select the Modify gt gt button located at the bottom of the screen to Add Edit or Delete a particular code Once you have selected the proper Project Code Activity Code and Description for the employee time sheet enter the Scheduled Starting and Ending times of the particular task by selecting the clock icons located to the right of their respective fields Then input the estimated Days and or Hours it will take to complete the task Do the same with the Actual Starting and Ending times when the task is completed and input any
49. gnate what fields areas of the program and reports users are allowed to access You can easily enter usernames and passwords under the Setup pull down menu pido APOT EL Me L Gto We Bepots Gupte ETE meto Employee Passwords are used to secure the system by requiring a password when logging in as the employee code This is to prevent other employees from logging in as another employee and tampering with their information Users are recorded with a user name password and a user code for the appropriate level of access to the EmployeeFileBuilder system The user s full name is also recorded in the user definition Security Codes define a certain level of access for a class of user For example The ADMIN level might have all rights to all employee data screens but not rights to change other users levels and passwords That right is usually reserved for the Supervisor On the other hand a DATAENTRY level might have extremely limited rights to view or edit such that sensitive job payroll and personal information is not compromised On average no more than five codes are necessary for all levels of access Employee Passwords User Names Security Codes and Levels Consult the User s Guide or your System Administrator for details on changing security settings Employee Passwords Each employee can be assigned their own unique password To do this select an employee from the list and click Edit Type in the current employ
50. gories according to existing EEO standards If EEO reports are not required for your organization you can use the Job Category to organize jobs into groups and report by job categories To add a new Job Category click Add To edit an existing Job Category click on the Job Category to edit then click Edit Enter the Job Category and a description then click Save Define the Job Categories before editing Corporate Jobs to better organize your company setup EEO Codes Equal Employment Opportunity codes used in EmployeeFileBuilder records may be modified to reflect the codes applicable to the organization The system comes with pre defined EEO Codes according to existing EEO standards To add a new EEO Code click Add To edit an existing EEO Code click on the EEO Code to edit then click Edit Enter the EEO Code description and check if Minority then click Save Consultation with an employment law expert is recommended to up to date EEO compliance Status Codes Status codes reflect the standing of an employee in the organization For example common status codes would include FULLTIME PARTTIME CONTRACT NEWHIRE and so on To add a new Status Code click Add To edit an existing Status Code click on the Status Code to edit then click Edit Enter the Code description then click Save User Defined Fields Each Employee record contains 36 User Defined Fields To change description of the contents of each field select U
51. h drop down to select partial searches A partial search could be that you remember that the last name starts with Peter but didn t know the exact spelling Enter Peter select LastName and select Start of Field and click Find The list then will show a Peterson which 1s the person you were looking for The find option can also be useful for quick queries of the data For instance you want to list all FULLTIME employees Enter FULLTIME select EmployeeStatus and click Find All full time employees are then listed Goto Location Each employee has a location specified by Branch Department Area and Team The current location can be set by selecting the Goto Menu then selecting Location from any folder or by pressing F2 A tree view is displayed as defined in the Organization Chart Click the location in the chart you wish to go to and click Ok The records are filtered based on the new location If a location selected has no employees you will see only the Add button enabled The top of the window shows the current location that you are at and the New location displays the selected location in the list Note if you are restricted to certain locations in security only the locations you are able to see are displayed 15 EmployeeFileBuilder User Manual Define the location for the User in Setup Security Users Goto Page To move within the program without using the mouse click g
52. he excused option enables notes to be displayed in either green or yellow from within the Views button in the Employee Notes page as well as the Notes View button in the Corporate Notes Summary page If an extended description is needed enter it in the comment box and press Save Note a note code that is marked as excused does not necessarily create a carte blanche situation whereby for example an employee s vacation would appear as excused even though there was an extra week taken off Benefits Benefits are tracked in a simple list showing the benefit code dates and description This list shows all benefits available through the company Once a benefit is defined an employee may be given the benefit through their Employee folder record Edit Corporate Benefits Edit Corporate Benefits To add a benefit to the list press Add Benefit To edit an existing benefit select it and press Edit Benefit Enter a code and a benefit name or short description Set the period after which the employee is eligible for the benefit and how long the benefit continues after termination for example health coverage may continue under COBRA rules These settings will affect the eligibility date when the benefit is assigned to an employee Any details or additional description may be entered in the comments field Press Save To assign the benefit to a specific employee do so in the Employees folder Time off Benefits The policies
53. heir employee code This code should only allow an employee read only access and no access to corporate views or corporate policy information Reports and graphs should be restricted as well Consult the User s Guide or your System Administrator for details on changing security settings Security Code Reports The Reports and graphs options select which reports and graphs the user is allowed to view Place a check mark next to each report that the user is allowed to run And click Save when finished Click Set All to check all reports click Clear All to clear all checkmarks Program Field Restrictions Program restrictions allow for the restriction of individual elements in the program to be turned off This allows for the program to appear as if all features are available to one user while another user may have more or less options available A user could have access to only the Employee Folder Main Form for instance Field restrictions allow for both showing a field and allowing edits of a field Some information may be too sensitive for some users to display such as salary information job history etc so these fields will not be visible to the user Other information such as addresses phone numbers etc may be visible for reference but only authorized users are allowed to change the information NOTE The field restrictions do not effect reports The employee information report for instance cannot be limited by field restr
54. ictions so this report must be disabled if restricting visibility of some fields Setup Menu Configure General If the Employee Database EMPLOYEE MDB file is stored on a different drive and or directory 27 EmployeeFileBuilder User Manual enter the filename with the full path in the Employee Database option This option is used if in a multi user environment where the program may be installed on a local workstation but the database is stored on a network file server The database specified will be automatically opened when the program is run or when the open existing database button on the Welcome window is pressed To specify a different path for the reports specify the pathname of where the reports are stored in the Report Directory option Note Reports that are defined in the Customize Reports without pathnames will use the path entered here otherwise the path explicitly entered for the report will be used If Show Current User Name option is checked the current user s login name is displayed in the lower right corner of the window System Colors The system colors tab allows for customization of the selected folder color the deselected folder color background folders the folder background color behind the tabs and the field highlight color when the cursor is placed on a field Click the Colors option to the right of each item to change Click the color you wish to change to or click Define Custom
55. idate once every quarter the central office will already have history for employees since the previous quarter In this case just click the Quarter button to only send Notes Performance Corporate Mail and Memos for the previous quarter only Menu Edit Menu The Edit menu consists of two parts The first items separated by a bar duplicate the functionality of the buttons along the bottom of the window If the Main Form is displayed the buttons are displayed as Add Edit Delete Location and Picture The first half of the edit menu displays the same options The last three options select what records are displayed how they are sorted and give the option to refresh in case records have been added in a multi user environment and need to be re sorted These options are Set Filter Record Sort Order Refresh Edit Set Filter The Set Filter option on the Edit menu allows you to show only the records you want to see For instance you may only want to view full time employees in engineering When a filter is created only the records which match the selected criteria are displayed in the employee folder corp 13 EmployeeFileBuilder User Manual views and reports Edit Filter To restrict the records displayed in the system click Edit Set Filter Select the fields along with the criteria in this window and click Ok when done Use the criteria window to build a formula such as EmployeeStatus is equal to
56. ion Search Limit Sets the overall number of suggestions that are investigated for each misspelled word Click Ok to save the information Note This information is saved into the file WWEF INI If problems occur trying to load the EmployeeFileBuilder program check that all pathnames specified in WWEF INI are correct Retrieve The retrieve dialog allows for the easy retrieval of custom utilities reports etc by third party vendors If the file is provided by diskette insert the diskette and select the drive a The list will automatically show what is available on the diskette Select one or multiple entries or click Select All to select all items Click Ok and the items will be retrieved from the diskette into the system 29 EmployeeFileBuilder User Manual Employee Folder This folder contains the primary records in EmployeeFileBuilder personal information picture benefits history job and associated information The following options and tools appear in the Employee folder Edit Employee Employee Location Employee Picture Employee User Fields Employee Comments Employee Relatives Employee Benefits Employee Time off Benefits Employee Time Sheets Employee Notes Employee Performance Employee Job History Employee Certifications Employee Education Employee Statistics Employee Attachments This is the default folder when EmployeeFileBuilder starts To return to this folder c
57. ion will only reference the file by the path and the filename Some advantages to linking are 1 the file can be edited by other users outside of the program and 2 the database does not grow larger with each attached file Disadvantages are 1 Other stations on the network may not have access to the physical path and file 2 the linked file may be deleted edited or moved outside of the program by unauthorized users Note If this document is to be accessed by other users on the network the path and file must be the same for all users To make this possible all stations that are to access the attachment should have the same attached drive such as N pointing to the same directory Click Next gt to continue adding the attachment Enter the name of the attachment This defaults to the filename without the path and extension Enter a category the attachment is to be stored under Click Select to select or add new categories to the system Enter the type of the document This defaults to the extension of the file but can be changed to a more descriptive type Click Select to select or add new document types to the system Enter any additional comments about the attachment in the comments field Click Finish to add the attachment to the employee or Cancel to abort Edit Employee Attachment To edit the information on an attached file click Edit Enter the name of the attachment This defaults to the filename without the p
58. it button and the Edit Report dialog will be displayed Click Delete to remove a report from the system If you have a purchased set of reports and wish to add them to your system click the Retrieve button to Retrieve Reports from diskette Add Report Wizard The add report window is used to add a new report into the system First enter the full path and filename of the report Click Browse to search for the report on your hard drive Once the report filename has been entered click Next gt The next page asks to select a group to add the report to Click the down arrow and select an existing group If you wish to create a new group which appears in the Reports menu type in the new name of the group Next enter a description of the report The description is what appears when the list of reports is displayed Check the option Allow users to select criteria for the Report if you want users to select criteria for their own reports A report may be designed to look at specific information and already has criteria designed for it so this option may be left unchecked Other reports such as address lists may allow for users to select what employees to list Click Next gt and the next page will display the information entered for you to verify before adding the report to the system If everything is correct click Finish Retrieve Reports To retrieve reports from diskette insert the disk into A or B Select the dr
59. it select the benefit from the list and click Edit or double click on the benefit to edit To delete a benefit select the benefit from the list and click Delete Add Employee Benefit To add a benefit to an employee click Add The Add Employee Benefit window will be displayed Select the benefit to add from the list displayed of corporate benefitsand click Next gt Enter the date the employee enrolled eligible and when the benefit is to start Enter any additional comments about this benefit and click Finish to add the benefit to the employee Edit Employee Benefit To edit a benefit for an employee select the benefit and click Edit If the benefit is no longer valid for the employee enter a date in the Date Withdrawn field Employee Time off Benefits 33 EmployeeFileBuilder User Manual The Employee Time off Benefits page displays the description start date available and as of date of all the time off benefits for the current employee Click Add to add employee time off benefit to the current employee To edit employee time off benefit select the benefit from the list and click Edit or double click on the benefit to edit To delete a benefit select the benefit from the list and click Delete To recalculate a benefit select a benefit in the list and click Recalculate Add Employee Time off Benefit To add a time off benefit to an employee click Add The Add Employee Time off Benefi
60. ive from the drives prompt The list of reports will be retrieved from the diskette and displayed as a list Click each report that you wish to retrieve or click Select All to select all the reports Click Ok to start the retrieval process All the reports will be copied onto your hard disk and added to your menu 19 EmployeeFileBuilder User Manual automatically Note after reports have been retrieved you may need to set Security Codes and Levels for each security code except SUPER to allow access of these reports to other users Edit Report This option enables you to add reports that can be pre defined or designed by yourself with the Crystal Reports package Use the Crystal Reports option from the File Menu and you can create your own reports or modify existing ones Once the report has been saved it can be added to the reports currently installed in EmployeeFileBuilder Enter the group name of the report You can enter a new group name and the new group will be displayed as an item in the report menu Enter the name for the report This name will be displayed in the list of reports selected Give it a descriptive name such as Employees sorted by Department Enter the filename of the report as saved in Crystal Reports Include the pathname of the report only if the report is not in the directory specified for reports in the Configure option of the setup menu Select the tables used in the report At least one table is requir
61. leBuilder User Manual Edit Refresh The refresh option on the edit menu refreshes the data displayed in the employee folder If you have added a lot of records or are in a multi user environment where other people are adding and changing records click Refresh to bring your displayed information up to date Menu Goto Menu Use the goto menu to move around in the database or in the program The first section of the goto menu includes options that will allow you to jump or browse through employee data Choosing Next brings you to the employee that immediately follows the one you are currently viewing while choosing Previous displays the record just before the current employee Select First to go to the first employee listed in your database To see the employee at the very end of the list select Last To Find a specific employee click Find To go to a different Location click Location gt To go to a different part of the program without using the mouse click Page Goto Find To find an employee select the Find option from the goto menu Find The find option can be a very useful tool when you need to locate specific employees For example if you need to find Michael Smith but didn t remember his first name click Goto Find enter Smith select field LastName and click Find A list of all the Smiths are listed Click the one you want and click Goto Use the matc
62. level up from the one being added For example if a new department is to be added to the South Carolina branch click on South Carolina then Add To edit click on the level to be edited then Edit In the Add Edit Location screen enter the desired information If adding a new location enter the names in the blank fields as they should appear on the chart Click Add to create a new location even if identical to another location on a different branch of the chart Click Edit or double click on the location to make location changes Changing any of the fields will effectively move the location in the chart Note Codes 46 EmployeeFileBuilder User Manual Note Codes are abbreviations for common events that are date specific such as lateness absenteeism medical or dental appointments or vacation days Codes for these events and periods might be L late AB absence MD medical or V vacation respectively In day to day use recording of such events only requires the user to specify a note code and a date when an entry needs to be made in an employee s file Extended details may be recorded with the note but are not essential Add Edit Note Code Add Edit Note Codes To add or edit a note code definition press Add or select a note and press Edit Enter a short code and description in the marked fields Select whether the note code event will extend over a multi day period and or is excused such as a vacation T
63. lick on the Employees folder tab Edit Employee Editing and addition of employees is done in a concise data entry screen that is displayed when you select an add or edit function To edit an employee click on the Edit button or select Edit Employee from the Edit menu If a new employee is to be added select Add from the Main Form Add the employee s personal information and press Save The edit form is divided into 6 tabbed pages General Personal Current Job Location User Fields and Comments General The General page contains basic information on an employee like name address phone numbers E mail addresses etc The Employee Code is used to identify the employee This must be a unique code The Employee Status field is used to identify the status of the employee FULLTIME PARTTIME TEMP TERMINATED etc Click Select to select a status Personal The personal page displays personal information about the employee such as Social Security Number Birthdate Marital Status Driver s License Number etc Select the EEO Code for the employee by clicking the down arrow button Double click the EEO Code field to bring up the EEO setup window for adding custom EEO Codes 30 EmployeeFileBuilder User Manual Current Job This page displays current job information for the employee such as Job title salary category dates and descriptions To assign a job to an employee click the Select button to the right of Job
64. lick on the relative to edit To delete a relative select the relative from the list and click Delete 32 EmployeeFileBuilder User Manual Edit Employee Relative Editing and addition of employee relatives is done in a concise data entry screen that is displayed when you select an add or edit function The edit form is divided into 4 tabbed pages General Phone Numbers Personal and Notes General The General page contains basic information on an employee relative like name address relation emergency contact and dependent The Relation field is used to identify the relation of the relative FATHER MOTHER SON DAUGHTER etc Click Select to select a relation Relations can be added by clicking Modify gt gt Phone Numbers The Phone Numbers page contains many contact phone numbers and other types of phone numbers to contact the relative These numbers can be important if the relative is an emergency contact Personal The personal page displays personal information about the employee relative such as Social Security Number Birthdate and Gender Notes Use notes to add any additional information about the relative Click the spell check button to check your spelling Employee Benefits The Employee Benefits page displays the name date eligible date enrolled and date withdrawn of all the benefits for the current employee Click Add to add employee benefi to the current employee To edit employee benef
65. mation This option can also be disabled through EmployeeFileBuilder Security for users other than SUPER The default path for Microsoft Access is C ACCESS If Access is installed on a different drive and or directory change the pathname specified for Microsoft Access in the Configure dialog box File Crystal Reports If you wish to use Crystal Reports to create your own reports that the EmployeeFileBuilder does not offer select Crystal Reports from the File menu NOTE Crystal Reports version 3 0 or greater must be installed for this option to work Because EmployeeFileBuilder uses a secure database Crystal Reports can only be run from the File menu not from Program Manager This is to ensure that no users outside of the EmployeeFileBuilder program can get at sensitive information This option can also be disabled through EmployeeFileBuilder Security for users other than SUPER The default path for Crystal Reports is CACRW If Crystal Reports is installed on a different drive and or directory change the pathname specified for Crystal Reports in the Configure dialog box File Add ins 12 EmployeeFileBuilder User Manual The add ins option on the file menu is used for quick access to external programs or utilities When the file add ins option is selected a menu will appear to the right with each add in listed as a menu option The last option Add in Manager is used to add new add ins to the system Add in Manager The add in
66. may be cutting off some information because of a non printable area Enter the Top Left Bottom and Right margins of the report in inches All are set to 0 which sets the report to its own designed margins usually 25 for all borders Note if you have to change the margins constantly you may want to use Crystal Reports to change the margins on the reports themselves to work with your specific printer Sorting The sorting option allows you to specify sort fields other than what was originally designed in the report Any sorting specified here will override any sorting defined within the report If you want a report always sorted by something other than the report s original design it is best to customize the report itself using Crystal Reports You can specify up to two fields for sorting a primary and a secondary sort field Select the field from the drop down list and select whether you want it ascending or descending order Example if you want the Address list to be sorted by city select Options Primary City and Ascending and click Ok Note the sorting will only be based on the fields in the first table specified for the report in the Edit Report window Reports Edit Criteria The Report Criteria dialog box displays the fields and comparisons entered for the current report selected Use the criteria window to build a formula such as EmployeeStatus is equal to FULLTIME To build criteria do the following step
67. me of the graph only if the graph is not in the directory specified for Report Graph Directory in the Configure option of the setup menu Select the tables used in the graph At least one table is required for the user to be able to select criteria for the graph The Use Criteria option in the Print Dialog box uses field names from the tables that are defined for the graph For example If the graph created analyses Employees and the Notes for each employee then the tables will be Employees and Employee Notes This makes it so the critiria can be selected from any field in 23 EmployeeFileBuilder User Manual the Employees table and the Employee Notes table Click on the Allow Criteria option if you want users to be able to enter criteria for the graph If you have the Crystal Reports package and wish to edit the actual graph definition click Edit Graph and the Crystal Reports package will be loaded with the graph displayed on screen Modify the graph then save it and then exit Crystal Reports Run the graph from within EmployeeFileBuilder to test the results 24 EmployeeFileBuilder User Manual Setup Menu The Setup menu can be reached from any screen by pressing ALT S EEO Codes Status Codes User Defined Fields Security Employee Passwords N User Names N Security Codes and Levels Configure Job Categories Job Categories are used to classify jobs into categories The system comes with pre defined Job Cate
68. mployees in engineering click edit set filter select field Employees EmployeeStatus click Add gt select is equal to type FULLTIME then select field Employees Department click Add gt select is equal to type Engineering then click Ok Click the Ok button to close this dialog window This criteria is used only when the Use Criteria option is selected in the Print dialog box Note the location fields Branch Department Area and Team may not be editable This will happen if you are restricted to a specific location defined in Setup Security Users If for example your user code has a location set to Branch Seattle Department Sales you can only view employees in Seattle Sales The Branch and Department fields will already appear in the fields list but cannot be changed The resulting report will only print employees in Seattle Sales Reports Menu Custom Reports EmployeeFileBuilder uses report files compatible with Crystal Report Generator and additional reports can be added by users with the full version of Crystal Reports or from add on packages of reports contact your local reseller or Paradigm Software for more information Add the new report to the list of reports in the system Click the Add button and the Add Report dialog will be displayed To edit a report already in the system to change the path tables and customize options for a report click the Ed
69. n page Make the necessary changes and select Save when you have finished To delete an education entry highlight the actual entry you wish to delete and select the Delete button located on the bottom of the employee s Education page Then select OK to delete the entry Edit Employee Education In the Edit Employee Education screen three folders are available Address Phone Numbers and Notes In the Address folder input basic information on the institution in which the employee was enrolled Input if and when the employee graduated and utilize the Select button for the Degree field to create and maintain a consistent list of academic degrees The Phone Numbers folder allows you to input contact names and relevant telephone numbers And finally the Notes folder lets you enter any additional information concerning an employee s education Employee Attachments To attach files to an employee record the Employee Attachments option provides a way of documenting information on an employee using standard files created by other software Files can be attached by a filename or embedded in the database To view an employee s attachments select the Employee Attachments button located on the right side of the Employees folder The Employee Attachments screen will come into view To add an employee attachment select the Add button located on the bottom of the page To edit employee attachments select the E
70. nefit starts The first field available after the Benefit starts is a numeric field to be used in conjunction with the drop down menus that follow The second field s drop down menu has 4 choices Day s Month s Quarter s and Year s The third field provides 3 choices Hire Date Start Date and Today For example a Benefit starts 2 months after Hire Date Note If you choose Start Date the benefit will calculate time off from the employee s most current job start date If Hire Date is chosen the calculation will begin from the date you hired the employee Both dates can be found in the lower right hand corner of the Main Form page in the Employees folder Next select the period for the benefit The Benefit Period field provides 3 options Quarter Anniversary Year and Calendar Year If Quarter is selected the benefit renews itself on the first day of each quarter on a calendar year basis If Anniversary Year is selected the benefit renews itself on the anniversary of the employee s hire date If Calendar Year is selected the benefit renews itself on January 1st of each year Now enter the units used to calculate the time off benefit The Benefit is to be calculated in units of field provides 2 options Hours and Days If Hours is selected accrual will be based on note code hours otherwise note code Days will be used You will want to build your policy based on Hours if the company policy allows partial days off and in Days if your
71. nformation processing with the least difficulty By using the Windows operating environment we have been able to provide a strong product that is fast productive accurate and above all easy to use Logging on to EmployeeFileBuilder To logon to EmployeeFileBuilder enter the correct User Code and User Password When the program is first installed enter SUPER Supervisor for user name and leave the password field blank Make sure and set this password at a later time to prevent unauthorized access To add additional users to the system first log in as SUPER and then from the Setup Menu select Security Users The last User Code entered is automatically entered for you If you enter a different user code that code will be automatically entered the next time you log EmployeeFileBuilder User Manual on The Employee Code can also be entered for the User Code and that employee s record will only be displayed This is helpful for letting individuals have access to their records without granting them access to the entire database To change the access restrictions for employees who login with their employee code edit the security code of DEFAULT and set the Restrictions and Reports that general employees have access to Click Ok or press ENTER to accept the User Code and User Password to open the database Click Cancel or press ESC to cancel loading the database You can select options from the file menu if you need to compact en
72. nner as creating a custom view Refer to add a custom view for instructions Run Custom View To run a custom view once it has been created select the view from the list and click Run View You will then get a view of the fields and the records defined for the view You can move to any field and any record in the view Note If editing is allowed for the view be careful not to enter information that is invalid for certain fields such as entering an Employee Status that does not exist To print the information displayed in the view select Print from the File menu The Print dialog box is displayed Click Ok to print the information The Edit menu provides a way to copy the current record or all records to the clipboard To copy a single record move the cursor to any field within the record to be copied and select Edit Copy To copy all records to the clipboard select Copy All Then you can paste the records into a program such as Microsoft Excel for further number crunching or graphing 43 EmployeeFileBuilder User Manual The View menu provides options to hide the tool bar and the status bar to gain more space for data The Records menu provides options to move between records refresh data and set editing The Goto menu provides methods for navigating through records You can go to the Next Previous First and Last records The toolbar provides an up arrow and a down arrow button to move to the next and previous records The
73. o build criteria do the following steps The first drop down selects is or is not The next drop down list selects how the comparison is to be done any value equal to less than less than or equal to greater than greater than or equal to between and one of A new drop down will appear to the right allowing you to enter criteria Click the drop down 42 EmployeeFileBuilder User Manual arrow to select from the actual data in the database If the between option is selected two drop down boxes will appear allowing for a starting and an ending value to be entered This option is preferable when you need to select a range of values Example all employees hired last year would be Employees HireDate is between 1 1 95 and 12 31 95 The last option one of is very useful when you need to select multiple values at the same time Enter each criteria then click Add to add it to the list To delete an item select the item in the list and click Delete Example all full time and part time employees would be Employees EmployeeStatus is one of FULLTIME PARTTIME It would be incorrect to do the following Employees EmployeeStatus is equal to FULLTIME and Employees EmployeeStatus is equal to PARTTIME because one employee cannot be both FULLTIME and PARTTIME Check the option Field is visible to display the field in the view If you
74. ographics Experts Group JPG ZSOFT bitmap Paintbrush PCX TrueVision Targa TGA and tagged image file TIF Enter the name of the file and click Ok The image is loaded and displayed in the window If you have a TWAIN compliant scanner attached to your computer you can directly capture images and save them in EmployeeFileBuilder Select File then Acquire and the scanners software will load and let you scan the image When you are done the image will be imported directly into the Edit Employee Picture window Use Select Source to select from more than one scanner attached to your system Often the image that is scanned or photographed does not look right Either it may be too blurry or too dark The image can be enhanced by clicking the Image menu and selecting from one of the items Lighen Darken Smooth Sharpen Negative Gamma Correction Extract Edges Convert to grayscale or Reduce Colors By experimenting with these options you can improve the quality of the image If the image that was scanned for instance was upside down you can flip the image by clicking Transform and use either Flip Horizontal or Flip Vertical If you only want to save part of an image like the employee s head and not all the surrounding scenery click and drag a rectangle around the area you wish to save then select Edit and then Crop Everything outside of the rectangle is deleted from the image Use Undo to change the image back to its previous stat
75. op Left Bottom and Right margins of the graph in inches All are set to O which sets the report to its own designed margins usually 25 for all borders Note if you have to change the margins constantly you may want to use Crystal Reports to change the margins on the graphs themselves to work with your specific printer Sorting The sorting option allows you to specify sort fields other than what was originally designed in the report Any sorting specified here will override any sorting defined within the report If you want a report always sorted by something other than the report s original design it is best to customize the report itself using Crystal Reports You can specify up to two fields for sorting a primary and a secondary sort field Select the field from the drop down list and select whether you want it ascending or descending order Example if you want the Address list to be sorted by city select Options Primary City and Ascending and click Ok Note the sorting will only be based on the fields in the first table specified for the report in the Edit Graph window Graphs Edit Criteria The Graph Criteria dialog box displays the fields and comparisons entered for the current graph selected Use the criteria window to build a formula such as EmployeeStatus is equal to FULLTIME To build criteria do the following steps Select the field From the list of Available Fields click the field in the list
76. oto page A list is displayed with each folder and the pages it contains Click the page to go to and click Ok Menu View Menu While the Goto menu can be used to select employees and jump between folders The View menu can be used to display a list of all employees or all employees in the currently selected location or display a calendar Click the Status bar option to turn the status bar on and off Use this in case you would like to gain space on the screen that the status bar takes up To display a list of employees choose Employee List from the View menu To display a calendar choose Calendar from the View menu View Menu Employee List The employee list option provides for a quick way to display a list of all the employees in the current location To show the employee list select Employee List from the View menu To go to an employee in the list click the employee then click Select or Double Click on the employee and the employee record will be displayed in the Employees Folder If selected while in another folder this option will cause the active folder to change to Employees and the selected employee s record to be brought to the front View Menu Calendar To display a calendar select Calendar from the View menu The calendar will display the current month with today selected Press PageUp or click the left arrow to go back one month PageDown or right arrow to go forward one month Ctrl PageUp to go back one yea
77. ouble click the job category To delete a job category select the job category in the list and click Delete Jobs All jobs in the company are defined in the Corporate Policy folder Jobs form and are listed alphabetically with basic information visible Jobs can be broken down into job categories To add or edit a job in the list press Add or Edit Add Edit Corporate Job Add Edit Corporate Jobs To add or edit a corporate job definition press Add or Edit Enter the desired job title make up a unique job code and select a category under which this job falls Entry of job code category pay period status and salary are required Enter a clearance level and notes job description as necessary This information forms the default starting point for employees given this job but may be modified at any point for a particular employee Press Save when complete Corporate Statistics Setup Corporate Statistics Setup sets the periods at which the Statistics view is calculated Set the quantity and the period for performance entries and notes to be updated and expiration checks for work permits and I 9 forms For instance you can set the expiration for work permits to 3 weeks from today and then run the Corporate Statistics view to show how many employees will have expired work permits in 3 weeks Edit Statistics Setup Edit Corporate Statistics To define how the statistics will be calculated and presented to you select th
78. ound their hire date or after a probationary period The Enter the date when the benefit starts field will show the date that the benefit started derived from when the employee was hired and the time off benefit you have created in your Corp Policy folder The Calculation start date field will show the same date as the Enter the date when the benefit starts field This will enable EmployeeFileBuilder to compile the accumulated time off from the very beginning of the employee s eligibility The Balance as of the calculation start date should read 0 Now click on the Finish button to add this time off benefit to the employee EmployeeFileBuilder will make the calculations and show you the new benefit with it s information in the Employee Time off Benefits page 2 Method 2 will allow you to set up an employee s time off benefit that starts with a known time off balance from a specific date You would want to use this procedure if you don t want to manually build or track an entire history of an employee s time off or if you want EmployeeFileBuilder to start tracking the time off history from this date forward The Enter the date the employee enrolled in the time off benefit field will show today s date The Enter the date when the benefit starts field will show the date that the benefit started derived from when the employee was hired and the time off benefit you have created in your Corp Policy folder 34
79. ows Documentation for information on Printer Setup File Compact Database When using the EmployeeFileBuilder Employee records may be deleted pictures added and deleted and other information may be removed To remove the deleted information and compact the database select Compact Database from the File menu A dialog box will appear for verification Click Yes to compact the database or No to stop the operation Database Compaction makes a duplicated copy of the database Because of this you need to make sure there is enough disk space before proceeding with this operation Note This option is available only when you close the database For multi user configurations 11 EmployeeFileBuilder User Manual make sure that no other stations are accessing the EmployeeFileBuilder database before running the backup procedure File Encrypt Database Encrypting the database uses a keyed coding method to help insure that data is not accessible outside the program s security system To encrypt the data select Encrypt Database from the File menu For further information consult the User s Guide or your system administrator Database Encryption makes a duplicated copy of the database Because of this you need to make sure there is enough disk space before proceeding with this operation Note This option is available only when you close the database For multi user configurations make sure that no other stations are accessing the Employ
80. plate double click on the template in the list or click the template and then click the Edit button The Add Edit Templates dialog will be displayed Here enter the name of the Template you wish to create Click on the Data File Type of the data you wish to import If the data is from another product refer to the product s documentation for help Select the filename of the import file Once a filename has been selected match each Field in EmployeeFileBuilder with each field from the Import File Once all the fields have been assigned click Save to save the template File Export Data When selected this option will show a list of existing Export templates Select a template and then press Export A dialog box showing the filename will be displayed Enter the filename for the file to be exported to and click Ok to start the export To create a new export template click the Add button To edit an existing export template double click on the template in the list or click the template and then click the Edit button The Add Edit Templates dialog will be displayed Here enter the name of the Template you wish to create Select the filename of the export file if the current file type is incorrect click on the Data File Type of the data you wish to export and enter a filename Once a filename has been entered match each Field in EmployeeFileBuilder with each field for the export File Once all the fields have been assigned click Save
81. printer screen or file Other views such as corporate views Note Code Summary will print a bitmap of the current window to the printer NOTE If you want the current window to be captured and saved use ALT Print Screen to capture the current window to the clipboard Then Paste the image into your favorite paint program or word processor to be saved Note If the entire image does not print correctly it may be caused by limited memory conditions To solve this exit other applications and try printing again Example To print all the times an employee was late in 1995 click Notes then click File Print click Use Criteria To select only late note codes Click EmployeeNotes Code in the Available Fields list click Add gt in the criteria box select equal to from the drop down list then enter L in the field to the right To select only notes in 1995 click EmployeeNotes StartDate click Add gt select between and type 1 1 95 in the box to the right and 12 31 95 in the box below Click Ok then click Ok in the Print dialog to print the report File Print Setup When EmployeeFileBuilder is first loaded all output will be directed to the default printer as defined in Control Panel To change the output to a Specific Printer or change options for the default printer select Print Setup from the File menu A Print Setup dialog box will be displayed Refer to the Microsoft Wind
82. r and Ctrl PageDown to go forward one year When editing date fields press F8 to display the calendar or press the Calendar icon to the right of the field Select the new date by clicking the day View Clock To select the time from the clock click the clock icon next to a time field Click the up and down arrow buttons next to the hour and minute fields to adjust the time and click Ok when done Popups This list is a user definable list of codes or descriptions for the current field To select an item from the list click the item and click Select or double click the item To add new items to the list first click Modify gt gt then click Add To edit an item in the list click Modify gt gt then click Edit To delete an item from the list click Modify gt gt then click Delete 16 EmployeeFileBuilder User Manual Reports All the reports contained within JIAN EmployeeFileBuilder are arranged by group and description Each group is displayed as an option within the Reports menu Each report within the group is displayed as a list Click on a group to show a list of reports within that group To select a report click on the report and then click Select or double click on the report The Print dialog box will appear The Custom Reports option allows for the adding of new reports created with Crystal Reports Printing a Report The Print dialog box is used to select how many copies the destination and th
83. re full time and were hired this quarter Organization Chart View The organization chart view displays a hierarchy based on the locations entered in each employee s record The Branch Department Area and Team are displayed graphically to show where employees are located in your organization To change the location of an employee edit the Employee Location from the Employees folder To view the employees in a location click the location in the organization chart on the left side of the page The right side of the page lists all employees in the selected location Double click the employee to jump to their record Corporate Statistics View The Corporate Statistics View displays overall totals for the company or selected location Use this view to display the total number of employees employees who have expired Work Permits 1 9 forms and a breakdown of the notes and Performance Use Statistics in the Corporate Policy folder to set the periods at which these statistics are calculated Click Refresh to refresh the information in the view in case records have been added or updated by other users in a multi user environment 45 EmployeeFileBuilder User Manual Corporate Policy Folder Corporate Policy contains the general company setup such as jobs locations note codes benefits and associated information The following options and tools appear in the Corporate Policy folder Company Information Organization Chart
84. s Select the field From the list of Available Fields click the field in the list Click Add gt to add the field to the list on the right Filter on these fields Below a box displays two drop down lists The first drop down selects is or is not The next drop down list selects how the comparison is to be done any value equal to less than less than or equal to greater than greater than or equal to between and one of A new drop down will appear to the right allowing you to enter criteria Click the drop down arrow to select from the actual data in the database If the between option is selected two drop down boxes will appear allowing for a starting and an ending value to be entered This option is preferable when you need to select a range of values Example all notes last year would be EmployeeNotes StartDate is between 1 1 95 and 12 31 95 The last option one of is very useful when you need to select mutiple values at the same time Example all vacation and sick notes would be EmployeeNotes NoteCode is one of V S It would be incorrect to do the 18 EmployeeFileBuilder User Manual following EmployeeNotes NoteCode is equal to V and EmployeeNotes NoteCode is equal to S because one note code record can t be both V and S Click Ok when done Example To build a filter to show only full time e
85. s current job press Edit Current Enter the Job Code as defined in Jobs in the Corporate Policy folder After the Job Code is entered and you press ENTER the default information about that job such as Title and Pay will be automatically entered into the appropriate fields from the Corporate Job Enter the information as it pertains to this employee and click Save to save the current job The changes will be saved without alteration of the job history If the changes are significant enough to warrant an entry in the job history as a new position press Change Job This enables you to track history of when and what changed during the person s employment Edit Employee Job History To make changes in or view a full entry in the Work and Salary History chart select a job and press Edit History this button will be inactive if no Job History exists The Edit Employee Job History box will be displayed This box shows all information BEFORE the job was changed This shows the location the employee was at as well as past salary information Click Job End Reason to display the text of why the job was changed Terminate Employee To mark and employee as terminated press the Terminate button Enter a date and the nature reasons for the termination in the Termination form Press Save The current job will be added to the Job History the current job will be erased and the Employee Status will be changed to TERMINATED Note
86. ser Defined Fields from the Setup menu Click on and change any fields necessary and press Save Until these are changed all fields will display a default heading of User Field X Each user defined field also has an option of type This allows the restriction of the data to valid information of Text Number Date Currency and Yes No The Number option allows only for whole numbers no decimals The currency option allows only numbers and periods normally used to store dollar amounts The date type restricts to date only input Note these definitions do not change the actual type of the field in the database it is still a text field The type option just keeps your data consistent If a user field for instance is defined as type Date someone cannot enter a bunch of characters causing problems when sorting or generating 25 EmployeeFileBuilder User Manual reports NOTE It is a good idea to lay out what will be stored in each User Defined field before data is entered into the system This will help avoid confusion if data is entered and then the description of a User Defined Field is changed Security The Security option under the Setup menu provides simple but effective limitations on who has rights to access what information This security consists of three parts Employee Passwords that are assigned to each employee Users that are assigned a username password security code and location Security Codes that desi
87. soon as possible Hours 9 00am to 5 00pm Pacific Time Monday Friday Product Sales Info 1 800 346 JIAN 5426 Technical Support 650 254 5600 extension 3 Fax questions to 650 254 5640 Add More Users 99 99 each Licenses for each additional concurrent user are 99 99 each we issue additional serial s You can use your existing manual amp CD To order an additional user license please call 1 800 346 5426 x 7 or email us at sales jian com EmployeeFileBuilder User Manual Overview of EmployeeFileBuilder From its inception the design of EmployeeFileBuilder has been to provide the fastest easiest and most accurate way to track employees corporate policies benefits time off and similar data The information management capabilities provided are far beyond what can be accomplished with a traditional file system and corporate mail The core of EmployeeFileBuilder is a database that provides intelligent reporting and analysis tools designed to work in new and innovative ways After initial data entry keeping all of your records up to date requires only minimal effort and the program manages the rest The result is a large output of useful information in a practical graphical form from just a few rules and raw day to day information The great benefit about using EmployeeFileBuilder is that it applies your rules such as limitations on late arrivals vacations benefits and produces work force analyses in any form you
88. t window will be displayed Select the benefit to add from the list displayed of corporate time off benefits and click Next gt There are two methods in which you can set up an employee s calculations for their time off benefits Read both of the following procedures and decide which one you want to use 1 Method 1 will allow you to set up a complete history of the employee s time off activities since they have been employed with the company This procedure will be effective 1f you want to transfer all of the employee s time off history into EmployeeFileBuilder When you set up an employee with this kind of time off benefit EmployeeFileBuilder will bring forward past accumulated time since the employee s first benefit period when they started their employment This procedure requires that you manually input by use of Notes all of their time off activities from the very beginning of their employment prior to assigning this time off benefit The next screen already provides you with the appropriate information needed to bring forward an employee s complete time off accumulation history The Enter the date the employee enrolled in the time off benefit field will show today s date This date does not affect any calculations but serves as a record of when the benefit was assigned to the employee this will prove helpful in the future if you need to change policy accrual rates Typically an employee would enroll on or ar
89. tem If you have a purchased set of graphs and wish to add them to your system click the Retrieve button to Retrieve Graphs from diskette Retrieve Graphs To retrieve reports from diskette insert the disk into A or B Select the drive from the drives prompt The list of reports will be retrieved from the diskette and displayed as a list Click each report that you wish to retrieve or click Select All to select all the reports Click Ok to start the retrieval process All the reports will be copied onto your hard disk and added to your menu automatically Note after reports have been retrieved you may need to set Security Codes and Levels for each security code except SUPER to allow access of these reports to other users Edit Graph This option enables you to add graphs that can be pre defined or designed by yourself with the Crystal Reports package Use the Crystal Reports option from the File Menu and you can create your own graphs or modify existing ones Once the graph has been saved it can be added to the graphs currently installed in EmployeeFileBuilder Enter the group name to add this graph to You can enter a new group name and the new group will be displayed as an item in the graph menu Enter the name for the graph This name will be displayed in the list of graphs selected Give it a descriptive name such as Status Comparison Graph Enter the filename of the graph as saved in Crystal Reports Include the pathna
90. tion credits that equal 6 7 hours per month the equivalent of 2 weeks a year for the first two years of employment and then 13 4 hours per month the equivalent of 3 weeks a year from the start of the third year and thereafter The employee s vacation credits however do not start accruing until the second month of employment While they can bring forward up to 40 hours of unused time from one year to the next the total accumulated hours cannot total more than 160 hours one month s work To create this scenario follow these steps 1 Enter the Corp Policy folder and click on the Time off Benefits page Click on the Add button and enter the descriptions for the vacation policy in the first Add Time off Benefit 49 EmployeeFileBuilder User Manual Wizard page When finished click on the Next gt button 2 On the second page indicate the time calculations for the policy For our example the benefit starts 30 days from the employee s Hire Date So our Benefit starts field should read as follows Benefit starts 1 Month after Hire Date The Benefit Period is next Since our scenario is based on a yearly accrual basis from the hire date of employment the Benefit Period should read as follows Benefit Period Anniversary Year Now the units used to calculate the time off benefit needs to be defined Since our scenario is using an hourly accrual structure the benefit calculation should read as follows Bene
91. vadnud ea i 25 SA NE 26 EMPLOYEE PASSWORDS cccsssesssccceecesseesseeeccecessnsnaneeeeccesseseaeseeceesensaeeeeeecessesaaeeeeeeesessnseseeeecesenssaaaeeeees 26 O a 27 SECURITY CODES AND LEVELS ccsessscscccsessesssceeeceeecessneeeeescessesseaseeeceecesenuseeececseeessaseeeeeeeessessaaeeeeesesens 27 SETUP MENU CONFIGURE esse 27 A E OO A 29 EMPLOYEE FOLDER 6s sisdsssssscssssscssssssacsssscesesssscssssesscsscssscsassscdccseseasssassessissetssadsossesdeseoseasssasoesecesetesseessies 30 EDIE EMPEOY ARANA v0cteseceau Seuss ven Toes devin bese Sevssbauyehe nes Deu neaewbeta sud douestenduessoan deus stage bess onadececdeesse 30 EDIT EMPLOYEE LOCATION 2 52333002sssccsvesas en a e e rer a ar Ee ocbs04 sed r ro EE ee e s EEE e reer 31 EDIM EMPLOYER PICTURE TT 31 EDIT EMPLOYEE REIGATIV TT 33 EMPLOYEE BENEFITS eenaa ere e voices r RE E EEE E e eE eE r En e r EE r ret 33 EMPLOYEE TIME SHEETS a e areara os todo e E Er E E eee e E aE a Ea o e e aE R eei 35 ISRA TE ODAN AND AE E ne E EEA E EE EE 36 EMPLOYEE PERFORMANCE ssssssscsccccessssssececcccesssssneeeeccesssssaeeeeeccesesssaeeeeccessessaaeeeeceesessnaseesecesesssaaeeeees 37 EMPLOYEE JOB HISTORY svc lt decsss353008ssscdsevsess na enee rE rearen E EN r RE Eae eare AE ren r EEr ereen 37 TERMINATE EMPLOYEE brennere e E aE eE EE coset ae E E e ATE EI 38 EMPLOYEE CERTIFICATIONS iesieisicssvscdsessussvecdecesdsevaatatecSousssenuesdscedsaseveeceab ave deusccocsselseueteusctbensebdvendes
92. vedeeyss 38 EMPLOYEE EDUCATION vrare i aree O E E E aE e are a E rE NEES 39 EMPLOYEE ATTACHMENTS 39 CORPORATE VIEWS FOLDER jivssscsssscsscsssscssisassessissssssassscsessessosessssacsecscsscsssssesssessesoasocsisassssesesosessseasees 42 CUSTOM VIE A Eo peveethapsdawedheosdhasgesasnbies E sas odeussapbadbebhesdnessapeloueeavolesumivectlundersseeds 42 CORPORATE BENEFITS VB West ade aio vias 44 CORPORATE TIME lt OFE VIEW daa needs 44 CORPORATE NOTE CODE SUMMARY ii jsivccus cseckiessiveecacestesguseceusie tinevoeysasensadesdseneodheneabeeudens bussesidecsuennacdeveds 44 CORPORATE NOTES VIEW adi 44 CORPORATE STATUS CODE SUMMARY ocs ece areen en E a a E r e a 45 ORGANIZATION CHART VIEW eee 45 CORPORATE STATISTICS VIEW eee 45 CORPORATE POLICY FOLDER wssissssssiscssessisssscsesevoscssesonsssesscsessenssssesisessescuseseusssossessiesssceecesssossesenes 46 ORGANIZATION CHART iia riada E 46 NOTE CODES usina aiii iii aiii n 46 BENEFITS ori ii iia ti lia dali EES 47 JOB CATEGORIES voir ai di idad 51 CORPORATE STATISTICS SETUP iii dido iii iia lili ita cdta 51 JIAN EmployeeFileBuilder M User Manual O 1999 JIAN This file is considered a part of the EmployeeFileBuilder program and is subject to the JIAN license agreement For further copyright trademark and license information consult your manual or JIAN at 1 800 346 JIAN 5426 Online FAQs Visit www JIAN com and look under the Support heading EmployeeFileBuilder User Manual JIAN Produ
93. want a view to be filtered based on a field such as salary but don t want to actually display salaries keep this option unchecked Repeat the above process for each field you wish to include in the custom view If you have multiple fields for the view utilize the Move buttons to arrange the fields to your liking Just highlight the desired field and select Move Up or Move Down to place it in the order you want When you have finished select the Next gt button to define the sort order of your custom view Now that you have defined the information that will be available in the custom view the final step of selecting the sort options is next This will allow you to view the listings in alphabetical order whether A to Z Ascending or Z to A Descending All you have to do is select the Sort by field s drop down menu and select the field you have already defined in the previous screen Then click on the Ascending or Descending options to define the sort order If necessary repeat the step for all the fields you are using When you have completed defining the sort options select the Finish button on the bottom of the screen to save your custom view Edit Custom Views To edit an existing custom view highlight the name of the view you want to change and select the Edit button located on the bottom of the Custom Views page This will activate the Edit Custom Views screen Making the changes is done in the same ma
94. y full time employees in engineering click edit set filter select field Employees EmployeeStatus click Add gt select is equal to type FULLTIME then select field Employees Department click Add gt select is equal to type Engineering then click Ok Note the location fields Branch Department Area and Team may not be editable This will happen if you are restricted to a specific location defined in Setup Security Users If for example your user code has a location set to Branch Seattle Department Sales you can only view employees in Seattle Sales The Branch and Department fields will already appear in the fields list but cannot be changed The resulting report will only print employees in Seattle Sales Edit Record Sort Order To change the order of the records displayed in the employee folder select Record Sort Order from the edit menu The Set Record Sort Order dialog will be displayed Set Record Sort Order The order of the records displayed in the employee folder can be set by selecting Edit Record Sort Order Up to five fields can be selected and set to either ascending or descending order Example Order the records in the employee folder by Employee Status then by Last name and First Name Select the first field EmployeeStatus then the next field LastName then the next field FirstName then click Ok 14 EmployeeFi
95. yeeFileBuilder User Manual off benefit The final Add Time off Benefit Wizard page lets you enter the types of calculations that will be used for each period of the new benefit Notice the Benefit Period field automatically defaults to the st benefit period Quarter Anniversary Year or Calendar Year that you have defined in the second Add Time off Benefit Wizard page Initial calculations need to be entered here If the calculations of this new benefit you are creating change over a period of time like after 3 years of employment click on the Next Period gt button to move to future benefit periods For example let s say you re creating a vacation time off policy for employees that provides them with 2 weeks of vacation per year for the first 3 years of employment However this vacation policy will give them 3 weeks of vacation after they have been with the company for 4 years Instead of creating two separate time off benefits you can set up the calculation on this page Enter the appropriate calculations into the Zst Benefit Period then click on the Next Period gt button to move to the 4th Benefit Period to calculate the 3 weeks of vacation The first field underneath the Benefit Period allows you to input an initial quantity of time that is given at the start of the period Note You may want to assign an opening balance at the time you assign a time off benefit to an employee in their Time off Benefits page in the

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