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PERSONNEL DIRECTOR USER'S GUIDE

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1. Button Menu Access Description Procedure Shortcut AD Help menu gt View Contents for Help Contents online Help View the re Help menu gt HR Guide Employers Guide to HR Employers Guide to HR 99 PERSONNEL DIRECTOR USER S GUIDE Database Toolbar The Database toolbar has buttons you use to open and close databases Ee Upen Close Button Menu Access Description Procedure Shortcut fe File menu gt Open an existing Opening a Database Open Open Database database on page 126 el File menu gt Close the current Closing the Current Blase Close Database database Database on page 126 The Employee Navigator Use the Employee Navigator to locate the employees whose records you want to work with QV e 22 ae H E Administration mC Information Technology mC Logistics mC Sales amp Marketting mC Software Development Ee Technical Support All Employees Z Similar to using Windows Explorer you use Personnel Director s Employee Navigator to organise employee records Unless you specify otherwise the Employee Navigator organises your employees by departments 100 LEARNING TO USE PERSONNEL DIRECTOR 5 i Navigator Double click the department s folder to display its employees For example double clicking the Accounts folder displays all of the employees in the Accounts department a 7 S Le 99 MrM
2. 3 1273171935 a a5 17171998 To 1273171998 Sair 130 1 1 1999 13 12 37 1999 Lite amp Summary View Detail View Attached Documents The Benefit Summary screen provides an overview of the Benefit History for the current employee The summary data is displayed one record per line Adding Editing Benefit Details 206 Use the Benefit Detail screen to add edit or delete employee benefit records for the current employee Do one of the following e To add a record click the New button on the Record toolbar or press Ctrl N WORKING WITH EMPLOYEE DATA 9 e To update a record on the Benefit Details Summary View tab select the record you want to work with and click the Detail View tab or double click the record ig 99 Mr H Corsar ne i Benefits 99 Mir Ml Corsar Po Date To hz Benefit Lite Assurance O A Monthly Value a P115 Value nE la a Date From Attached Documents summary View Detail view Data Entered on This Screen Date From The date from which the benefit is effective Date To The date on which the benefit ceases If this date is left blank the benefit is assumed to be effective indefinitely Benefit A description of the benefit such as BUPA Luncheon Vouchers A Pick List is provided for this field Monthly Value The monthly value of the benefit The format of this field depends on your Windows setting see Setting the C
3. 0 000 225 Adding Editing Employee Notes Details 0 223 Employee Photographs 4G ulin ten Be Satta eae Ee eae odd gle ached 224 Displaying and Attaching Employee Photographs 225 Employment History c2wwiedcunieteu Seu euct poe pioet soot eee 226 Displaying Employment History Summaries 226 Adding Editing Employment History Details 226 BE AC Cy ated tS ase eae foe ces E alder cele ee eed aes aia eet 228 Displaying Exit Interview Details 0 0 0 0 228 Adding Editing Exit Interview Details 0050 228 IV AT TAM yy reacts we seh asec aes ret eros Gd ence Gnas aie ody eek aad scare Ao ee at 229 Displaying Maternity Summaries 0 00 230 Adding Editing Maternity Details 0 0 0 eee eee 230 10 Medical HiIStON as cones Sah ar a Sots wade wane aut ete ase 232 Displaying Medical History Summaries 4 232 Adding Editing Medical History Details 232 Pay SOV 3 2 54 8 ae 1rh Seals i te ead ae side es Ae ett oie he ai 234 Displaying Pay History Summaries 0 0 00 c ee eee 234 Adding Editing Pay Record Details 0 000 ee eee 235 Professional Memberships seie sd0c acia ts bane e dae gud Gove sae ds 237 Displaying Professional Membership Summaries 237 Adding Editing Professional Membership Details 238 Project Times MCCS ta
4. 492 Deletine EMpPlOVCES 4 o 2 2 Sensis 4 arcane Sd eesti tae meeps Anan eRe OS 492 Global Updates Batch Inputs and the New Employee Wizard 493 Data Tmp is 2 Akh ed bh hea edad See BALE ee eh Ati 493 Information Shared csi soso bo eke een ed haa od she ond debs 493 Employee Information ccc cece cece cece cece eeees 493 Pay TUM OPV Atl OM ss sores co nis sess ceo sb BG By Sette ot a eee ecw dee saa 494 Configuring the Link Enabling the Link and Setting General Options Linking the Databases Synchronising Employee Information Scheduling Reports Installing and Setting Up Report Scheduler System Requirements Installing Report Scheduler Configuring Report Scheduler Setting Up Security Starting Report Scheduler and Logging In Learning to Use Report Scheduler The Main Menu Working With Personnel Director Reports Working With Scheduled Reports Working With Archived Reports Using the Screen Designer Starting the Screen Designer Module Designing Screens About the Screen Designer Window Working with Screens Working with Fields Working with Controls Designing Screen Prints Opening Screen Print Layouts About the Screen Print Window Using Page Layout Tools Positioning and Sizing Objects and Data Fields Previewing the Design xiii PERSONNEL DIRECTOR USER S GUIDE xiv Service and Support Support Desk Business Hours 2 22 4 004 244 000 se nanen nnee Purchasing Support Protecting Y
5. Groups Group By Then By lt None gt Then By lt None gt P Include Headcounts Sort Employees sort By Surname ka f Ascending Order Descending Order Open Method f Open the employee in the current window Open the employee in anew window Display Navigator on top of all other Windows Help Cancel 2 Provide the following information Groups From the Group By drop down list select the criteria you want to use to group employees in the Employee Navigator If you want additional levels of grouping select additional criteria from the Then By drop down list For example you can organise the display of employee names using divisions departments and surnames Include Headcounts Select this checkbox to display headcounts in the Employee Navigator Sort Employees Decide how you want the Employee Navigator to sort employees Sort By Select the field to be used to sort employees from the drop down list For example you can sort employees by age 155 PERSONNEL DIRECTOR USER S GUIDE 156 a Ascending Select this option to sort in ascending order A to Z or 1 to 9 Descending Select this option to sort in descending order Z to A or 9 to 1 Open Method Decide how you want the Employee Navigator to work Open the Employee In The Current Window Select this option to replace the contents of the current screen with that of an employee you select from the Employee Navigat
6. If you used the filter previously click the New Search button From the list of fields on the All tab select the field you want to use to find the records If the field is more likely to be based on a value the By Value tab is displayed to specify a range click the By Range tab For example to select all absences prior to a certain date from the Holiday and Absence screen select the End Date field Tip You can sort the list of fields Under Field Order click Alphabetical if you want to sort the fields alphabetically or Logical if you want to sort the fields as they appear on the Detail View tab Indicate the starting and ending value of the range Starting Range Type the partial word word phrase or value to be used as the starting point To erase what you typed click the Clear button Ending Range Type the partial word word phrase or value to be used as the ending point To erase what you typed click the Clear button 193 PERSONNEL DIRECTOR USER S GUIDE For example to search for absences between January 5 1998 and July 1 1998 enter 05 01 1998 as the Starting Range and 01 07 1998 as the Ending Range 5 To view the search criteria click View Summary This is useful to verify the search criteria when you create more complex filters When you are finished viewing click OK 6 When you are finished specifying the criteria click OK The list of records matching your search criteria is displayed
7. Tabs Page 2 Au age Delete OF Cancel Apply Edit k Ea Caption General Detail i e Click OK Notice that the new caption you just changed replaced Page 1 on the Tab Properties screen e Do the same for Page 2 changing the caption to Comments Notes e Click the OK button Notice that the tab labels have changed Set Up a Field for Reason Setting up a Reason field involves creating a new field called Reason and dragging it to the General Details tab While doing this decide if you want a Pick List for the field Set Up a Field for Department To set up a field for Department create the field as a Pick List On the Pick List tab click the More button and select the following details Pick List Type Pick from Employee Data Pick List Table Employee Details Pick List Field Department The list will show all the departments from the Employee Details screen 543 PERSONNEL DIRECTOR USER S GUIDE 544 From the Field Chooser create a new field called Department The Department field should be defined as having a Pick List From the Control Palette toolbar drag the Variable Pick List control to the General Details tab Select Department in the Field Chooser screen and click the Edit button This opens the Field Properties screen e Click the Pick List tab then select the This Field Has A Pick List checkbox e Now click the More button The Pick List Options screen appears e From th
8. ie Es l Career History v A ate g 0170171998 Change in pay p 0170171997 Change in pay a 0170171996 Change in pay a 14 02 1993 Joined Company Suromary view Detail View Attached Documents On the Summary View tab the Career History Summary screen displays the career history of the current employee 208 WORKING WITH EMPLOYEE DATA 9 Career events can be triggered automatically described in Setting Career Event Preferences on page 80 Or you can enter them manually yourself Adding Editing Career History Details Use the Career History Detail screen to add edit or delete career events for the current employee 1 Do one of the following E e To add a record click the New button on the Record toolbar or press en Ctrl N e To update a record on the Career History Summary View tab select the record you want to work with and click the Detail View tab or double click the record ES Career History 99 Mr M Corsar Bi Es Career History 33 Mr M Corsar Date OF Event fonsas Career Evert Joined Company an Division NorthEast am Job Title Credit Controller an Department Administration n Location Dublin Office n Pay 30 000 af Per Annum Contract Type Pemenant em Full Part Time Full Time m Status active Hotes F E A 5 m or Summan View Detail view Attached Documents Career events are normally created automatically for you by Personnel Director but you
9. provided such non conforming item is returned to Licensor with the ninety 90 day warranty period c The warranties in this section are in lieu of all other warranties express and implied including but not limited to the implied warranties of satisfactory quality and fitness for a particular purpose d Without limiting the foregoing Customer acknowledges that the Software is provided AS IS and that Licensor does not warrant that the Software will run uninterrupted or error fee nor that the software will operate with hardware and or software not provided by Licensor LIMITATIONS OF LIABILITY a LICENSOR S TOTAL LIABILITY UNDER THIS AGREEMENT WILL BE LIMITED TO THE LICENSE FEE b NO EVENT WILL LICENSOR ITS PARENT OR SUBSIDIARIES OR ANY OF ITS SUPPLIERS OR DEALERS BE LIABLE FOR SPECIAL DIRECT INDIRECT CONSEQUENTIAL INCIDENTAL OR PECUNIARY LOSS AND OR DAMAGE INCLUDING WITHOUT LIMITATION LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION AND LOSS OF BUSINESS INFORMATION WHETHER FORSEEABLE OR UNFORESEEABLE ARISING OUT OF USE OF OR INABILITY TO USE THE SOFTWARE AND ACCOMPANYING WRITTEN MATERIALS TERMINATION a Licensor will have the right to terminate this License Agreement if Customer breaches any term or condition of this License Agreement b This License Agreement will continue in effect until terminated c Upon termination Customer must destroy the Software all accompanying written materials and co
10. Insert Merge Field Insert Postal Bar Code Sample label Ej OK Cancel Click the Insert Merge Field button and select the fields that you want to place on the label To insert a postal bar code click the Insert Postal Bar Code button When all the fields are selected and positioned click OK Here is an example Create Labels H E Choose the Insert Merge Field button to insert merge Fields into the sample label You can edit and Format the merge Fields and text in the Sample Label box Insert Merge Field Insert Postal Bar Code Sample label eC oompany eA ddressiy A ddressl alibi Postal ode 9 When you return to the Mail Merge Helper screen click the Close button This closes this screen so you can edit the label template When you are finished save the document as usual 321 PERSONNEL DIRECTOR USER S GUIDE To create an envelope template Creating a Microsoft Word envelope template is similar to creating a mailing label template the only difference is that the Label Options screen is replaced by the following Envelope Options screen Envelope Options AES Envelope size Size 10 4 1 8009 112 in IF mailed in the USA T Delivery point barcode FIM 4 courtesy reply mail livery address Pr etic atte From left auto From top auto Feturn address Fae From left auto From top auto Cancel Follow t
11. Server Local Server Backup File or Device 9 persdir databases vbtglobaldata gbk Restore Destination T Restore Without Shadow Server Local Server Remote T Deactivate Indexes Maulti tile Primary Database File Je persdir ybtglobabaldata gdb cet tte T Do Not Restore Validity Conditions T Verbose Output 15 PERSONNEL DIRECTOR USER S GUIDE 16 10 11 Backup File or Device Type d Databases VBTGlobaldata gbk If the Personnel Director CD is not in the D driver type the correct drive letter Primary Database File Type c PD VBTGlobalData gdb If the folder you created for the Personnel Director databases in step 1 is not PD type the correct folder name Page Size Type 4096 To create the Global database click OK When the restoration process is finished close the Information screen Restore the Archive database Follow steps 6 to 8 substituting the following information on the database file locations for the Archive database Backup File or Device Type d Databases Archive gbk If the Personnel Director CD is not in the D driver type the correct drive letter Primary Database File Type c PD Archive gdb If the folder you created for the Personnel Director databases in step is not PD type the correct folder name Page Size Type 4096 You can optionally restore the Demo database Follow steps 6 to 8 substituting the following information on the database file lo
12. bjective Increase salar by 5 Er2 2000 1 Provide the following information Objective The objective agreed for example Improve Time Keeping Learn About New Product Range Increase Sales by 5 Review Date The date on which the objective should be reached and reviewed 2 Do one of the following e To save the changes click the Save button on the Record toolbar e To add another assessment click the Add button at the bottom of the screen e To remove a criteria select the criteria and click the Delete button at the bottom of the screen 202 WORKING WITH EMPLOYEE DATA 9 Data Entered on the Training Agreed Tab Use this tab to record any training agreed on as a result of the appraisal Assessment Key Objectives Agreed Training Agreed Comments taining Agreed First Aid Course fe 2000 1 Provide the following information Training The type of training required or the name of a particular training course Review Date The date by which the training should have taken place 2 Do one of the following e To save the changes click the Save button on the Record toolbar e To add another assessment click the Add button at the bottom of the screen e To remove a criteria select the criteria and click the Delete button at the bottom of the screen Data Entered on the Comments Tab Use this free format text field to enter any comments that you may have on the appraisal Much impro
13. 4 When you are finished click OK Populating Pick Lists 456 Whenever necessary you can populate pick lists with data currently residing in pick fields This is especially useful after you imported records into the Personnel Director database so that you can update pick lists to reflect the current items being used 1 Open the database where you want to populate pick list fields e Click the Open Database button _or From the File menu select Open Database e Select the Personnel Database where you want to populate pick list fields and click OK 2 Click the Populate Pick Lists button _or From the File menu select Populate Pick Lists The Populate Pick Lists screen appears Populate Pick Lists This option will populate Pick Lists within Personnel Director from data contained within the current database To begin click the OF button Clear existing picklists Limit Pick Lists bo a maximum of 50 items Cancel MAINTAINING PERSONNEL DIRECTOR DATABASES 19 3 Provide the following information Clear Existing Pick Lists Click this checkbox to remove all items from existing pick lists before recreating them Limit Pick Lists toa Maximum of _ Items Select or type the maximum number of items to be in each pick list 4 Click OK Purging Data from a Personnel Director Database Over time the volume of historical employee data will build up making it difficult to locate particular record
14. Backup File Destination Directory C FROGRA 1 PERSOIRBACKUP Browse Cancel 4 Click Next 22 INSTALLING PERSONNEL DIRECTOR 2 The Select Components screen appears J Select Components In the options list below select the checkboxes for the options that you would like to have installed The disk space fields reflect the requirements of the options you have selected M Personnel Director 27614 k M Security Manager 2111k M Database Maintenance PEO k M Screen Designer aa k Disk Space Required 239172 k Disk Space Remaining 3183254 k Personnel Director Click this checkbox to install the Personnel Director program Security Manager Click this checkbox to install Security Manager an application you can use to set up multiple user accounts and specify users privileges for accessing databases fields screens functions modules and the records of other employees This program is typically used by the Administrator Database Maintenance Click this checkbox to install Database Maintenance a wizard to create new and maintain a list of current Personnel Director databases You can also use the wizard to import data from other sources refresh Personnel Director calculations and purge data This program is typically used by the Administrator Screen Designer Click this checkbox to install Screen Designer a program you can use to customize or create Personnel Director screens and s
15. Database The name of the current database is displayed Because there are some conditions such as a checksum error that make it impossible to connect to a database it is not necessary to connect to the database before performing a validation If Server Manager is not connected to the database you can enter the desired database name in the Database text field or select it from the drop down list When Server Manager validates a database it verifies the integrity of data structures MAINTAINING PERSONNEL DIRECTOR DATABASES 19 Specifically it does the following e Report corrupt data structures e Report misallocated data pages e Return orphan pages to free space Validation Options For full details and instructions refer to the InterBase manuals or online help Shutting Down and Restarting a Database Maintaining a database often involves shutting it down Only the SYSDBA or the owner of a database the user who created it may shut it down The user who shut down the database then has exclusive access to the database Exclusive access to a database is required to e Validate and repair the database e Use the Screen Designer module e Restrict access when using Security Manager to change rights and permissions or Database Maintenance when importing data Important Note ALL databases must be shutdown prior to using Personnel Director s Screen Designer creating or deleting a database field modifies the database tabl
16. Select Diary Reminder Triggers from the Options menu If the acknowledge message appears click OK to acknowledge that you have to restart Personnel Director for the triggers to become effective The Edit Triggers screen appears Select the name of the screen containing the data that triggers the reminder Select the name of the trigger Click the Edit button The Add Diary Reminder Trigger screen appears Edit the required fields Click OK Deleting Diary Reminder Triggers l e a Select Diary Reminder Triggers from the Options menu The Edit Triggers screen appears Select the name of the screen containing the data that triggers the reminder Select the name of the trigger Click the Delete button Confirm the deletion Click the Yes button Click OK Creating Diary Reminders Manually Use this procedure to enter your own reminders into the diary HE 1 Diary 280 To start the diary click the Diary button on the Tools toolbar The screen that appears depends on whether you are using the Personnel Director Diary or Outlook USING THE DIARY at e If you are using Personnel Director Diary a screen similar to the following is displayed Personnel Manager Diary Piel Es File Edit Locate Help e p amp Wes December 1998 December 1998 7 Monday Thursday 10 09 00 am 002 Mr D Slattery Exit Interview n 8 Tuesday 9 Wednesday Saturday 12 Sunday 13 e If you are usin
17. B is equivalent to A A B Calculate modulus before assignment A B is equivalent to A A B lt lt Left shift integer values before assignment A lt lt B is equivalent to A A lt lt B gt gt Statistical Functions Right shift integer value before assignment A gt gt B is equivalent to A A gt gt B Statistical functions perform calculations on lists of numeric values Function Description AVG Returns the arithmetic mean of a list of numbers MAX Returns the maximum value of a list of numbers MIN Returns the minimum value of a list of numbers 605 PERSONNEL DIRECTOR USER S GUIDE String Functions 606 The string functions manipulate character strings Function Description ASC Returns the ASCII code for the first character in a string CHR Returns the character corresponding to an ASCII code CLEAN Removes all unprintable characters from a string EXTRACT Returns a specific delimited word from a string FIND Locates text within a string FIRST Returns a specified number of characters from the beginning of a string FORMAT Returns a formatted series of arguments as a string INSERT Inserts a substring into a string at a specific position LAST Returns a specified number of characters from the end of a string LENGTH Returns the length of a string LOWER Converts text to lowercase LTR
18. Editing Employee Records mj Save Once a record for an employee has been created in Personnel Director you can enter and edit data for that employee at any time Use this procedure to edit an existing record 1 Display the employee record you want to edit on the Detail View tab of the Employee Details screen e To locate an employee record refer to Searching for Employees on page 154 2 Edit the fields required as described in Creating New Records Manually on page 150 3 When you finish editing data in the record click the Save button to save your changes or the Cancel button to cancel any changes that you have made The main screen returns to browse mode Deleting Employee Records 152 You can completely remove an employee record from the Personnel Director database using the delete function When an employee is deleted archived or given a date of leaving Headcount Statistics are maintained For more information see Automatically Generated Headcount Statistics on page 167 Note In most cases you will not want to delete the record completely even when an employee leaves the company Personnel Director comes with an Archive Database To keep your main database from becoming clogged with old records move the records of ex employees into this database Archived records can be retrieved at any time in case an ex employee rejoins the company or a prospective employer of an ex employee contact
19. On the Company Vehicles screen use the Navigation Control buttons to locate the vehicle that you want to delete 2 Click the Delete button and confirm the deletion Setting Up Preferences Personnel Director has five types of preferences that you can set Career Event Preferences Use these preferences to specify when Personnel Director should prompt you to create a Career Event For further details of Career Events see Career History on page 207 Diary Preferences Indicate which diary you want to use to create on screen reminders of important events such as an employee s end of probation See Diary Reminders on page 277 You can use either the built in diary or Microsoft Outlook General Preferences Use these preferences to control screen appearance hide or show the status bar and shortcut bar and set the size of toolbar buttons at startup Add On Preferences e Word Processor Indicate which word processor you want to use to create mail merge documents Personnel Director s built in word processor or Microsoft Word for Windows e Spreadsheet Indicate which spreadsheet you want to use with Personnel Director Personnel Director s built in spreadsheet or Microsoft Excel e Diary Indicate which diary reminder application you want to use with Personnel Director Personnel Director s built in diary reminder or Microsoft Outlook 79 PERSONNEL DIRECTOR USER S GUIDE Absence Prefer
20. e To send objects to the back of the layout click the Bring to Front button or right click and select Send to Back e To size the object e Use the sizing handles that appear when you move the mouse to the bounding box or right click and select AutoSize to size the field to the correct size Tip You can also do some extremely fine positioning with the Nudge toolbar as described on Fine Tuning the Size and Position of Objects on page 413 Formatting Text Objects You can use the Format toolbar to change any of the following text properties Font size Font Bold Underline Centre Font colour Bring to fo oe rules Italic Left align Right align 4 2 U Highlight Send to colour back You can also edit other text properties by selecting from the popup menu 1 Select an object then right click to display the popup menu 2 Change properties such as wordwrap transparency or visibility of objects 411 PERSONNEL DIRECTOR USER S GUIDE Formatting Graphic Objects e You can use the Draw toolbar to add lines and graphic shapes and add colour fills to them Fill colour Line thickness Line colour Line style You can also quickly change a line from single to double or vice versa by right clicking a line and selecting Single or Double from the shortcut menu Aligning and Spacing Objects The Page Designer has its own toolbar that you can use to align and space objects You can also
21. Asean and Asain on different occasions when entering details of staff members in that group If you printed an ethnic origin report with such variations it would show three different ethnic groups Asian Asean and Asain instead of one Asian However by using Pick Lists you can pre determine the options that can be entered into certain fields In the example above Asian would be entered once on the Pick List Every time you want to specify this ethnic group for an employee you simply select this option from the Pick List This ensures that reports you print will be accurate Fields that have Pick Lists have a Pick List selection button displayed just to the right of the field For example this is the Title field on the Employee Details screen Title mo H 105 PERSONNEL DIRECTOR USER S GUIDE In addition to the Pick Lists to which you can add information there are fixed a pick lists that are indicated by a standard selection button You can only add information to these lists if you use the Screen Designer to customise the screen The Gender field on the Employee Details screen is an example of a fixed Pick List Displaying a Pick List Ej e Click the Pick List button to the right of a field or click in the pick list field and press F4 e The Pick List for that field is displayed Selecting Items from Pick Lists To select an item from a Pick List do either of the following e Double click the ite
22. Bar Code Field Variable Graph Region SubReport CrossTab Place any variable such as a string or integer Place a BMP of your organisation logo Right click and select Picture to place another image Place a geometric shape Place a line Place a graph with data you supply Place a bar code graphic Place a text field from the database Place a memo field from the database Place an employee photograph from the database Place a bar code field from the database Place any variable using fields from the database Place a graph with data from the database Place a region Place a subreport Place across table Point to the location where the object is to be placed and press the left mouse button e Fora Data Field select the name of the field from the drop down list For example to insert employee number description select Employee Number from the drop down list If the drop down list is not displayed select View gt Toolbars and select Edit from the list of toolbars e Fora Label field type the text you want to appear WORKING WITH REPORTS Positioning and Sizing Objects and Data Fields Take the following actions to position and size objects e To position the object or field drag it to the desired location e To view the exact position of an object right click and select Position e To bring objects to the front of the layout click the Bring to Front button or right click and select Bring to Front
23. Creating Graphs with the Wizard You can create new graphs quickly and easily with the Personnel Director Graph Wizard The following examples show how to create a graph using the Personnel Director Graph Wizard Example 1 Number of Employees by Department This example describes how to create a graph that shows the number of employees in each department The vertical axis of the graph will display the number of employees and the horizontal axis will display the department a name a 1 Click the Reports button on the Tools toolbar 2 Click the New Graph button The Graph Wizard appears fi Graph Wizard OF x File Graph Help Ga SY aje fas Elalem SQL Mali 337 PERSONNEL DIRECTOR USER S GUIDE NI 3 From the Graph menu select Graph Setup or click the Graph Setup button a on the toolbar Graph Criteria x Plot the information contained in z z Employee Details i i and Cancel Plot the e Help Number of Employees of Versus Employee Details Department Plot Range of salves Start a Plot Range of salves Start a I Exclude Blank Values 4 On the Graph Criteria screen select the type of data to graph e From the first Plot the Information Contained In drop down list select Employee Details This is the table on which to base the graph e From the Plot The drop down list select Number of Employees This is the information that
24. Interactive controls such as checkboxes and Pick Lists Display controls such as labels lines boxes frames information boxes and tabs None Click to deselect the current control Use this button to release the control to do other tasks such as repositioning labels and fields Click to create a label control for a field Click to create a note field control This control is typically associated with a field where a user enters unlimited data for example comments and descriptions ANIE Click to create a text field control This control is associated with a field where a user enters alphanumeric data Click to create a fixed Pick List field control This is a control Bs associated with a field where a user selects pre defined items from a list Click to create a variable Pick List field control This is a control associated with a field where a user selects pre defined items from a list adds new items to the list when required or removes items from the list when no longer used 925 PERSONNEL DIRECTOR USER S GUIDE TA Click to create a database label control Use database controls to display values in fields You can only display fields defined for the current screen a E Click to create a date field control This is a control associated with a field where the user either types the date or selects the date from a drop down calendar Click to create 3 D effect lines b
25. PERSONNEL DIRECTOR USER S GUIDE To rearrange column headings e Click a column heading e Hold down the mouse button then drag the heading to the desired position and release the mouse button To resize column headings e Click on the vertical line between two columns and drag until the column is the desired size Customising the Column and Row Display On any Summary screen you can fix or unfix column position turn on and off the display of row and column lines record indicators and notes and change the grid and font colors 114 To Right click and select Hide or display specific fields Show Fields Add remove and change the order of fields Then click OK Fix columns so that when you scroll to the right the fixed columns remain visible Fix Columns Make column position variable again Unfix Columns Display or hide lines between columns Column Lines Display or hide lines between rows Row Lines Display or hide the record selector symbol in the first column Record Indicator Display or hide the contents of the Notes entered on the Details screen Display Notes Set the colour for the entire screen Grid Colour Select the color for the screen background and click OK Set the font colour for text Font Colour Select the color for the text and click OK LEARNING TO USE PERSONNEL DIRECTOR 5 Detail Screens On Detail screens you can view
26. Prints the page number plus number amp P number Prints the page number minus number amp amp Prints an ampersand amp N Prints the total number of pages in the document The following font codes must appear before other codes and text or they are ignored The alignment codes for example amp L amp C and amp R restart each section new font codes can be specified after an alignment code amp B Use a bold font amp I Use an italic font amp U Underline the header amp S Strikeout the header amp O Ignored amp H Ignored 1 amp fontname Use the specified font amp nn Use the specified font size must be a two digit number MANAGING WORKING TIME REGULATIONS 10 Center Specify the page centering options e Click the Center Horizontally checkbox to center the timesheet between the left and the right edges of the printed page e Click the Center Vertically checkbox to center the timesheet between the top and bottom edges of the printed page Margins Type the measurements for the margins header and footer Select the measurement units from the Units drop down list Print Options Click the appropriate checkbox to control the following print options e Click the Grid Lines checkbox to print the spreadsheet s grid e Click the Black amp White checkbox to convert all colours to black and remove patterns when printing e Click the Column checkbox to print column
27. Screen Information Screen Name Screen Description Working with Fields You can add new fields to any Personnel Director or customised screen However you can only change the change information boxes labels and the appearance of existing Personnel Director fields This means you cannot remove Personnel Director fields from Personnel Director screens or change their basic properties Adding a New Field 556 1 Do one of the following if the Field Chooser screen is not already displayed e On the File toolbar click the Fields button e From the View menu select Field Chooser USING THE SCREEN DESIGNER The Field Chooser dialog appears Field Chooser NAME CFDA Hew Edit elete 2 To add a new field click the New button The Field Properties screen appears Field Properties x Field Display Format Value Validation Pick List web Field Name I Type Size Display Label Description 3 Provide the information about the field Field Name Type the name of the field The name can contain the letters A to Z upper or lower case and numerals 1 to 9 but can have no spaces Type Select the type of the field It can be Date Decimal Number Image Integer Number Logical Notes Text or Time Size If this is a Text field type the maximum number of characters that users can enter Display Label Type the label to be displayed on the screen Desc
28. Timesheet Description Type a description for the timesheet Date From Which The Timesheet Will Commence Select or type the date to be recorded as the start date for this timesheet Number of Shifts Per Working Day Select the number of shifts per day to be recorded 3 Click the Next button 257 PERSONNEL DIRECTOR USER S GUIDE 258 The second screen of the Timesheet Wizard appears Timesheet Wizard x Please select the employees that you would like to include in this timesheet ie Group of Employees Sales Statt had Filter Manually select employees Tise Click Next to view amend the choosen employees e To include only employees belonging to a specific group click Group Of Employees Select the group that you want to use from the drop down list e To include only employees as identified by an Employee Filter click Filter Select the filter that you want to use from the drop down list e To include only employees you select click Manually Select Employees 4 Click the Next button 5 Add or remove employees from the list Timesheet Wizard Use the Add and Remove buttons to select the employees to be included in the timesheet Mr D Slattery Add E 007 Mra J Woodbridge 011 Miss H Steel Jessop 014 Miss S J Dibbens Remove Cancel Back Hert Finish MANAGING WORKING TIME REGULATIONS 10 e To add one or more employees click the Add
29. Up to 1 VRAIS SErvice Please enter the allowance amount Allowed 0 00 Sj Days Pet ear Help Cancel e On the Define Absence Allowance screen select the last year in the range for which the annual allowance is valid e For example if it is valid for employees from year one to three select 3 e Then select the number of days allowed per year and click OK Type the numbers or select them by clicking the and buttons 70 SETTING UP PERSONNEL DIRECTOR 4 11 Complete the following steps on the Define Absence Allowance screen e Click the Add button Define Absence Allowance Please enter the last year this allowance iz walid for Up to 1 l VRAIS SErvice Please enter the allowance amount Accrues 0 00 4 Days Fer Week Help Cancel e Select the last year in the range for which the allowance is valid For example if it is valid for employees from year one to three select gt Type the numbers or select them by clicking the 4 and buttons e Select the number of days accrued then select the accrual period Per Week or Per Month and click OK For example if 1 day is accrued per month enter Accrues day Per Month 12 Click the Next button The Allowance Carryover screen appears Absence Allowance Wizard EI Allowance Carry Over Use this step to define allowance camy over controls For example an allowance may permit a 3 month grace period in which un
30. e Click the Open button on the Screen Designer toolbar e Select Loan Equipment from the Table list and click OK 2 The first thing you need to do is make the screen larger by dragging it down to twice the height so you will have room to show all this extra information When you do this don t forget to move the Navigation buttons to the bottom of the screen Set up a field for the number of items loaned to the employee Validate the field to ensure it has a number of 1 or greater 1 From the Field Chooser select New and create a field called Quantity Assign it a type of Integer Number When you are finished drag the field onto the screen 2 Repeat this step for another field label it Total and assign it a Decimal Number 539 PERSONNEL DIRECTOR USER S GUIDE 540 The next step is to set the validation for the Quantity field so its value is always 1 or greater Select Quantity in the Field Chooser screen and click the Edit button The Field Properties screen appears Select the Validation tab Then click the Validate This Field Before Saving A Record checkbox Field Properties x Field Display Format Value Validation Pick List web A value is required for this field Validation Formula Edit Display this message if the validation Fails Click the Edit button to the right of Validation Formula From the Fields list double click Quantity this will enter the word Quantity in t
31. on page 505 You can then start and log in to Report Scheduler Pre requisites For Installing Report Scheduler Personnel Director should be installed and operational MS Outlook 2000 should be installed and configured Backup should be performed using the Database Maintenance module of Personnel Director To install Report Scheduler l Place the Report Scheduler CD ROM into the CD ROM drive of the workstation where you want to install Report Scheduler The Setup program should start automatically If it does not follow these instructions to start the Setup program e Click the Start button on the Taskbar e Select Run from the popup menu Type x setup exe where X is the drive letter of your CD ROM drive and then click the OK button 2 Welcome Welcome to the Personnel Director Report Scheduler Setup program aor Ik ie strongly recommended that you exit all Windows programs before running this Setup Program Click Cancel to quit Setup and close any programs you have running Click Mest to continue with the Setup program WARNING This program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the masimum extent possible under law 501 PERSONNEL DIRECTOR USER S GUIDE 3 Select the version you want to install 2 Personnel Dire
32. page 377 Important Notes About Security Tables and Fields If your user account does not permit you to access certain tables or fields you cannot access them when using Query Designer You cannot view a query or report that contains tables or fields you do not have access to Employee Security Employee security is automatically applied to queries For full details about setting security see chapter 3 Setting Up Security on page 35 357 PERSONNEL DIRECTOR USER S GUIDE Creating a Query for Display and Selection Follow these steps to create a database query If you are creating a query to extract data for a report see the following section Creating a Query for a Report 1 Click the Query button on the Tools toolbar 2 Click the New button 3 Double click the Query Wizard button or click OK 4 When the query is complete the results appear in the Preview Data window Click OK to close the window 5 The query results appear in the Query Designer window Click the window close button then click Yes to save the changes 6 The query now appears in the Query list where you can select it to view the results edit it or delete it Creating a Query for a Report 358 a Reports You use the same Query Wizard to query the database for data to include in a report the only difference is that once the query is complete you use the Design tab in the Report Builder window to lay out the report
33. 420 BATCH INPUT AND GLOBAL UPDATES 18 In this example we want to specify which employees had the vaccination so we would click Manually Select and then click the Next button Batch Input Wizard x amp The following employees have been selected for Batch Input cof To add additional employees click the Add button To remove employees click the Remove button Selected Employees e To add one or more employees click the Add button Select one or more employees and click OK e To remove one or more employees select the employees in the list and click the Remove button In this example the employees who had the vaccination were Howell Forson and Hatton so we would add these employees and then click the Next button What Data Is to be Entered 8 Enter the data Batch Input Oy x File Edit Help fa 21 N Date of Medical Name ofExaminer Location Outcome 1 Mrs L Howell 2 Miss C Forson 3 Miss L Hatton 421 PERSONNEL DIRECTOR USER S GUIDE ss x 422 10 Do one of the following e Type the information in the appropriate fields e To add one or more employees to the list click the Add Employee button select the employees you want then click OK e To duplicate the contents in one record to all subsequent records click the Duplicate button e To remove an employee from the list select the record and click the Remove Employee button e To
34. 8 Title a Header E Detail p pe2000 11 4 Footer Ready Left 0 Top 0 width 0 Height 0 h WORKING WITH REPORTS 4 Do one of the following e To update the query click the Data tab For more information see Editing a Query With the Query Designer on page 377 e To update the format click the Design tab For more information see Using Page Layout Tools in the Page Designer on page 408 e To view or print the result click the Preview tab For more information see Displaying Reports on page 387 Deleting a Report When a report is no longer required you can delete it ig 1 Click the Reports button on the toolbar or select Reports from the Tools Reports menu x 2 Click the report you want to delete then click the Delete button x 3 Select Yes to confirm the deletion 389 PERSONNEL DIRECTOR USER S GUIDE Creating New Reports If you do not see a report that matches your requirements in the list of standard reports you can create your own There are two steps in creating a new report Create a query to extract the desired data for your report Use the step by step assistance of the Query Wizard or design your own query Build the report using step by step assistance from the Report Wizard or design your own report There are three stages to using Report Builder Data tab Use the Data tab to add or change the data contained in a report Design tab Use th
35. Add the criteria where the Holiday and Absence Start Date is between 01 01 1999 and 31 12 1999 Be sure to put a comma between the two dates Search Criteria Field Holiday and Absence Start Date idl Operator Between ka Value jor 01 1999 3112 1999 e Click OK 11 Now that the search criteria is defined click Next 12 Choose the order in which you want to display the results In this case we are going to sort the results by Days Lost in descending order e Click the Set Order button Select Holiday and Absence Days Lost from the Available Fields list and click gt to add it to the Selected Fields list 369 PERSONNEL DIRECTOR USER S GUIDE Use the A to Z sort buttons to sort in ascending order Query Wizard Order the rows of the quer based on field values AAA EEE coc Natural Order Set Order Available Fields Selected Fields Holiday and 4bsence D ays Lost Holiday and 4bsence End Date Holiday and Absence Day Numbe id Holiday and Absence Month Murr Holiday and Absence ear _ Holiday and 4bsence Hours Lost Holiday and 4bsence D ay Name Holiday and 4bsence Notes Holiday and Absence On Cost a _ Holiday and Absence Primary Ker EA Holiday and Absence Reason siel Cancel g Back Hegt gt 13 Click Next Type Absences in 2000 in the Description field and select the option to preview the results 14 Click Finish The P
36. Button Menu Access Description Procedure Shortcut Edit menu gt Cut the selected Ctrl X af Cut data Edit menu gt Copy the selected Ctrl C Copy Copy data A Edit menu gt Paste the data Ctrl V Eae Paste previously cut or copied x Edit menu gt Delete the Del Delete Delete selected data Edit menu gt Refresh Options Toolbar Recalculate the timesheet totals The Options toolbar has buttons you use to adjust the color and the level of magnification Button Menu Access Description Procedure Shortcut Options menu gt Toolbars Hide show the toolbars and adjust the size of the toolbar buttons Options menu gt Hide show the Copy status bar bat Options menu gt Change colours Colours Change Colours used on the timesheet screen gy Options menu gt Change the Foam Change zoom magnification Options menu gt Options Set absence options and import export warnings 261 PERSONNEL DIRECTOR USER S GUIDE Hiding Showing Toolbars or Status Bar To hide or show the toolbars e From the Options menu select Toolbars A checkmark indicates that toolbar is to show To hide or show the status bar e From the Options menu select Status Bar A checkmark indicates that bar is to show Changing Timesheet Screen Colours To make the Working Time Directive timesheet easier to work with you can change the background and text colours used to di
37. Important Notes e Deleting a screen not only removes the screen but also removes its icon from the Personnel Director Shortcut bar fields and all data associated with it e You can only delete screens you have created you cannot delete screens delivered with Personnel Director 1 Do one of the following e On the File toolbar click the Open button USING THE SCREEN DESIGNER e From the File menu select Open Screen e Press Ctrl O 2 Select the screen to be deleted From the File menu select Delete Screen 4 Confirm that this screen is the one to be deleted Click Yes Importing and Exporting Screens You can exchange customised or new screens with different installations of Personnel Director If for example someone customised the Benefits screen and you want to implement their version on your system simply have the person export the screen and then import it into your system Note If you import a screen which has the same name as an existing screen a message warns that you are about to replace the existing screen At this point you can rename the screen or cancel the import 553 PERSONNEL DIRECTOR USER S GUIDE To export screens 1 From the File menu select Export Screens The Export Screens appears Export Screens Select the screens you want to export Wu Export O Bank Details C Benetits C CPE CPD Record Close CI Career History O Corespondence History Help CI Disci
38. Maternity Pay Period Ends The date on which maternity pay ends Notes Enter any free form notes about the maternity information 231 PERSONNEL DIRECTOR USER S GUIDE Medical History You can record information about an employee s medical examinations and their outcome and record the date of the next scheduled medical examination For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Medical History Summaries 1 Navigate to the record of the employee for whom you want to display medical history data 2 Do one of the following e On the Employment Shortcut bar click the Medical History button _or e From the Screen menu select Open Screen Select Medical History and then click OK 3 Click the Summary View tab if it is not already displayed Adding Editing Medical History Details Use the Medical History Detail screen to add edit or delete employee medical history records 1 Do one of the following GB e To add a record click the New button on the Record toolbar or press ee Ctrl N e To update a record on the Medical History Summary View tab select the record you want to work with and click the Detail View tab or double click the record 232 WORKING WITH EMPLOYEE DATA 9 Medical History 83 Mr D Anderson oe Medical History 63 Mr D Anderson Outcome Pass
39. New User Wizard Welcome to the New User Wizard This wizard will lead you through the steps required to set up the main details and database access settings for a new user Optionally you can specify a template or existing User record from which the new user default details are created f want to specify all settings myself f want to use settings from this Template want to use settings from this Uzer Back _New gt Cancel 41 PERSONNEL DIRECTOR USER S GUIDE 3 Click the Pick List button Select User JUSERNAME Default User 4 Select the user then click OK 5 Click Next 6 On the Key User Details screen complete the following information e Enter an ID for the new user e Type the user s forename and surname e Click the Pick List beside Staff Number and select a database and Staff Number then click OK e Type a password for the new user Type it again to confirm The password must be a minimum of 5 characters 7 Click Next e Select the user s department and location using the Pick Lists e Enter the user s phone number and e mail address 8 Click Next and then click Finish 42 PERSONNEL DIRECTOR SETTING UP SECURITY Creating a Template for User Settings and Privileges When you create templates you can copy not only the default user settings and password but also the defaults you set for access to every screen field function and module in the
40. Performing any of the following functions on Employee Details or Bank Details in Personnel Director immediately applies the change to the same employees in the corresponding Payroll Director company e Editing inserting or deleting a record e Performing a Batch Update e Performing a Global Update e Importing Data using the Data Import Wizard When data is modified in Payroll Director a mark is set in the database to indicate that the data has been changed The Paylink determines that data has been modified and applies the changes to the corresponding Personnel Director database The Paylink checks for changes in Payroll Director when any of the following actions occur in Personnel Director e Logging into Personnel Director e Opening any employee screen e Prior to editing an Employee Bank or Pay Record e Displaying or refreshing the Employee Navigator window If changes are found they are applied to the Personnel Director database and the two systems are kept in synchronisation It is important to realize that Personnel Director must be running for changes to be sent to or received from Payroll Director If changes are made to data held within Payroll Director and there are no users logged into Personnel Director then those changes are not applied to the Personnel Director database until a user starts the Personnel Director application LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR 200 Sharing Pay Information Pay i
41. Select Project Time Sheets and then click OK 239 PERSONNEL DIRECTOR USER S GUIDE 3 Click the Summary View tab if it is not already displayed Project Time Sheets 26 Mr K Panton Project Time Sheets v 26 Mr K Panton 4 1 Project Actryitye 5 6B Project Activity 1 4 Project Summary View Detail View Attached Documents Adding Editing Project Timesheet Details Use the Project Time Sheets detail screen to add edit or delete timesheet records for the current employee 1 Do one of the following E e To add a record click the New button on the Record toolbar or press e Ctrl N e To update a record on the Project Timesheet Summary View tab select the record you want to work with and click the Detail View tab or double click the record 240 WORKING WITH EMPLOYEE DATA 9 Project Time Sheets 26 Mr K Panton Project Time Sheets v 26 Mr K Panton Project Code Project Week Ending E74 2000 ki Activity Code Activity Monday Weekday Hours Weekend Hours Total Hours Tuesday Wednesday Thursday Friday Saturday Sunday Hi Attached Documents summary View Detail view Data Entered on This Screen Calculated Fields Project Code The code of the project that the overtime hours are being logged to Use this code to record and analyse the time spent on any number of projects Activity Code The code for the type of a
42. Starting Personnel Director and Logging In on page 32 For further instructions see Starting Personnel Director and Logging In on page 32 3 Click OK The Screen Designer screen appears To exit the Screen Designer e From the File menu select Exit 522 USING THE SCREEN DESIGNER Designing Screens Read the following section to learn how to modify existing Personnel Director screens or create one yourself About the Screen Designer Window New or existing screen When you create a new screen or open an existing screen with Screen Designer the following window appears File toolbar Edit toolbar W Screen Designer File Edit View Alignment Window Help AGH eG tagl sa ole 3m o ale Holiday and Absence Start Date End Date D ays Hours Cost cot oo Currency On Cost s s s GB Additional Cost a Total Cost TotalCost m ajej e Category Reason f H Days Lost Hours Lost Detail View Alignment toolbar Screen Properties D Screen Name ABSENCE Display Name Holiday and bsence i Screen Ilcon Cick to Change Icon gt ab Screen Notes Click to Edit Notes gt B e Control Field Chooser Palette toolbar zl New Edit Delete Bl lt E e Ey Si l In addition to the File Edit Alignment and Control Palette toolbars the associated Screen Properties and Field Chooser dialogs also appear For examples of how t
43. To refine the filter Once you have created a filter you can further refine the results using a different field value or range For example if you wanted to see who took holidays within a certain date range you would first filter using Holiday as the Category and then filter using the date range Searching the Database for Records 194 N Search You can search the database for records 1 On the Tools toolbar click the Search button _or Select Filter Records from the Tools menu The Search Database screen appears 4 Search Database Screen to Search Employee Details Search Criteria Find records that match all of these criteria Cancel New Search Add criteria from below to this list Renove Define Search Criteria Field orndittari valle j j Addons F WORKING WITH EMPLOYEE DATA 9 2 Provide the following information Screen To Search Select the screen you want to search from the drop down list Define Search Criteria Create an expression for the search Field Select the field to be used in the search Condition Select the condition such as Equals or Is Greater Than Or Equal To that is to be used in the search Value Type or select the value to be used in the search To display values you can select from the drop down list click the T button 3 Click the Add To List button The criteria you specified appears in the Search Criteria ar
44. Type the name of the server where the Personnel Director database is installed for example VBTSERV Server Description Type a description for the server where the Personnel Director database is installed for example Vizual Server 24 INSTALLING PERSONNEL DIRECTOR 2 Database Location Type the name of the folder you created on the server when you installed the Personnel Director databases for example c PD Communication Protocol Select the communication protocol used on your network If you are installing the Personnel Director software on the same computer as you installed the InterBase Server set the protocol to Local InterBase Mail Server Host Name Type the name of the computer that is serving as the mail server for example MAILSERVER Clck Next 3 Personnel Diary Personnel Director Interbase includes a diary facility to remind you about key events associated with employees The diary can be run using ether Microsoft Outlook or the Vizual Diary Select which diary system you want to use from the options below Use Microsoft Outlook Version 97 and above lt Back Cancel Indicate whether the user is to use Microsoft Outlook or the Vizual Diary Personnel Director s built in diary 25 PERSONNEL DIRECTOR USER S GUIDE 8 Click Next Follow the instructions on the screen J Personnel Director Interbase Installation The Borland Database Engine it a shared
45. Week Ending Select or type the date Weeks Type the number of weeks to be included Hide Opted Out Employees If employees who have opted out of the Working Time Directive are not to be included click this checkbox Show Exceptions Only e For the Breaks Report click this checkbox to list only employees who haven t taken breaks e For the Average Hours Report click this checkbox to list only employees whose average hours exceed 48 hours Click the Employees tab to choose which employees are to be included in the report e To include all employees click the All Employees radio button MANAGING WORKING TIME REGULATIONS 10 tar e To include only employees belonging to a specific group click Group Select the group that you want to use from the drop down list e To include only employees as identified by an Employee Filter click Filter Select the filter that you want to use from the drop down list e To include only those employees that match the search criteria you specify click User Defined Filter Then select the field to be searched and the value to be used for example to only include employees who are 35 years old select Age and type or select 35 5 Click the Run Report button The report appears E Print Preview Belno n gal Bes el 17 Week Average Attendance Hours Grouped by Sales Staff From 12700649983 to O404999 lel Es OS239999 10 11 06 Ahi Employee Planmed Hours Actual Hours Ove ti
46. as set with the Absence Allowance Wizard This number cannot be modified from this screen To change it you edit the definition of the Leave Allowance see Defining Company Absence Allowances with the Absence Allowance Wizard on page 66 Taken The amount of annual leave taken by the employee for the current year This figure cannot be modified here It is automatically calculated by summing all the days hours lost which are marked as Annual Holiday in the employee s Holiday and Absence history Carried Over The number of days or hours of unused holiday carried across from the previous year When the Absence Allowances screen 1s RECORDING AND TRACKING HOLIDAY AND ABSENCE EN opened Personnel Director checks to see 1f the end of year carry over needs to be performed and generates this figure automatically as a result You can also run the year end process by selecting Allowances Year End from the Company menu In Lieu Time given in lieu of extra pay or overtime e Carry Over Lost Absence not taken in the current year that cannot be carried over as defined with the Absence Allowances Wizard e Closed Either True or False e Remaining The number of days or hours of leave the employee has remaining this year This is calculated as Remaining Allowed Carried Over Taken Carry Over Lost In Lieu Allowances Year End Maintenance At the end of your company leave year you should perform the Allowances Year E
47. e Click the Delete button on the Record toolbar e Click Yes to confirm that you want to detach this photograph Note To update a picture first detach the old picture then attach the new picture 225 PERSONNEL DIRECTOR USER S GUIDE 5 To close the photograph window click the Window close button Employment History You can keep a detailed record of an employee s employment record prior to joining your organisation You record his her past employers the time they worked there job title salary and reason for leaving For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Employment History Summaries 1 Navigate to the record of the employee for whom you want to display employment history data 2 Do one of the following e On the Employment Shortcut bar click the Employment History button e From the Screen menu select Open Screen Select Employment History and then click OK 3 Click the Summary View tab if it is not already displayed The Employment History Summary screen lists the employee s employment history prior to joining your organisation Adding Editing Employment History Details Use this screen to add edit or delete employment records for the current employee 1 Do one of the following E e To add a record click the New button on the Record toolbar or press Hen Ctrl N
48. ne rand oa red Gab wae nth eyed Gach doe aes 239 Displaying Project Timesheet Summaries 040 239 Adding Editing Project Timesheet Details 240 Calculated PICs ac io ie echcone a aechins eied whonee eaed arate Ah 4 aad areas 241 TYAN HSO seat env cue a Le ae eee Sate aia oak ee eee 242 Displaying Training Summaries 0 00 ee eee eee eee 242 Adding Editing Training Details 0 0 0 2 eee eee ee 243 QOUaIMCAUONS serere irane So rA ge lei ooh dd count esate s 244 Displaying Qualifications Summaries 0 0000 244 Adding Editing Qualifications Details 2 000 000 ee 245 3 eke ee EEA eee ee eee eee E E eee Tee eres 246 Displaying Skills Summaries 0 0 cece ee ees 246 Adding Editing Skills Details 0 0 0 0 0 eee ee 246 We MICO USAC Ca oats a face tng b ip feed amp See ats ne 0 eames EE SEE SEEE 248 Displaying Vehicle Usage Summaries 0 00000 248 Adding Editing Vehicle Usage Details 0 404 248 Managing Working Time Regulations 251 Tracking Employee Working Time Data 20008 252 Adding Key Working Time Information for New Employees 252 Managing Employee Timesheets 002 ee eens 255 Viewing and Printing Working Time Reports 255 Starting the Working Time Directive 0 0 0 eee ee eee 256 Creatine a Timesheet eaae raa ie toe Lieu oa ee away 257 Abo
49. working with fields 556 Screen Designer controls adding 571 adding a new page to a tab 579 adding a tab 578 aligning 575 changing 573 changing tab order 580 changing tab properties 578 cutting copying and pasting 573 deleting 574 handling overlapping 577 overview 571 removing a page from a tab 580 setting up tabs 577 sizing 576 Screen print 591 about the Screen Print window 581 Align or Space toolbar 591 aligning and spacing objects 591 Data Components toolbar 589 examples creating a layout 585 formatting 587 modifying a layout 583 fine tuning size and position used in designing layouts 592 formatting graphic objects 591 formatting text objects 591 Nudge toolbar 593 opening layouts 581 positioning and sizing fields used in designing layouts 590 previewing the design 593 shapes labels and images used in designing layouts 588 Size toolbar 592 Standard Components toolbar 588 619 PERSONNEL DIRECTOR USER S GUIDE toolbars 582 using a grid used in designing 592 Screens adding 547 adding or updating screen notes 551 changing properties 550 deleting 552 exporting 553 importing 553 modifying 549 setting security privileges 48 Security creating templates for user accounts 43 setting database level privileges 47 setting employee level privileges 52 setting field level privileges 50 setting function level privileges 51 setting module level privileges 46 setting privileges for user accounts 45 setting
50. 05 1969 Bristol Sales 002 Smith David 02 04 1959 London Marketing 3 Make a list of the fields similar to the following example Position Field Name 1 Employee Number 2 Forename 3 Surname 4 Date of Birth 5 Division 6 Department 4 Ensure that text fields are identified by a text qualifier If you already have an import definition designed to import data in the format used in your text file you can now import data as described in Importing Data using Import Definitions on page 446 445 PERSONNEL DIRECTOR USER S GUIDE Importing Data using Import Definitions 446 The procedures in this section describe how to create and use import definitions to import data An import definition is a template that defines the data and the sequence in which it is to be imported Once you create a definition you can reuse by selecting it s name from a list To create and use a new import definition l Before starting you need to know the data fields in the file to be imported their sequence and the file format e Refer to Creating Data Files for Import on page 445 Even if you are not creating the import data file at this time create the list of fields as described in that procedure and note the file format Open the database where you want to import the data e Click the Open Database button _or From the File menu select Open Database e Select the Personnel
51. 226 WORKING WITH EMPLOYEE DATA 9 e To update a record on the Employment History Summary View tab select the record you want to work with and click the Detail View tab or double click the record Employment History v 93 Mr M Corsar From E 7271982 To i 2 23 1999 Company Mame Seamen Software Address 28 The Boulevard Job Title Hardware Consultant Rey Experience Installation and maintenance of networks Salary on Leaving E 14 500 00 Reason For Leaving Not enough career prospects Also felt that due to budget systems were outdated Offered position with our company zai Ea e es Summary View Detail view Attached Documents Data Entered on This Screen From The date on which the employee joined the company in question To The date on which the employee left the company in question Company Name The name of the employee s previous employer Address The postal address of the employee s previous employer Job Title The employee s previous job title occupation such as Senior Programmer Key Experience These are the employee s key skills or experience relating to their previous job for example a computer programmer might have key experience in Assembler C Java J languages See also the Skills screen for entering current experience Salary on Leaving The employee s salary on leaving this employer Reason for Leaving The reason why the employee left the
52. 8 application disk storage 9 client 8 data disk storage 9 network protocol 9 OLE links 9 Report Scheduler 500 server 8 workstation 8 T Templates creating for user accounts 43 deleting in Security Manager 45 letter templates 306 Microsoft Word envelope templates 322 Microsoft Word letter 318 Microsoft Word mailing label 319 modifying in Security Manager 44 setting security privileges 45 Timesheets project adding editing details 240 displaying summaries 239 Working Time Regulations changing timesheet colours 262 changing timesheet magnification 263 creating timesheets 257 deleting timesheets 266 exporting timesheets 268 importing 267 key dates 252 managing timesheets 255 modifying timesheets 266 opt out letters and agreements 253 overview 251 printing timesheet reports 272 printing timesheets 269 recording data 264 setting timesheet options 263 starting 256 understanding the data entry screen 259 using the toolbars 260 Toolbars Database 100 Graph Wizard 335 Help 99 Main screen 97 Page Designer 409 Personnel Director Word Processor 322 Formatting 323 Tables 324 Record 97 Report List 299 Report Scheduler 512 Screen Designer Alignment 526 Control Palette 525 Edit 524 File 524 Screen Notes 552 Screen Print Align or Space 591 Screen Print Data Components 589 Screen Print Draw 591 Screen Print Format 591 Screen Print Nudge 593 Screen Print Size 592 Screen Print Standard Components 588 Screen Print 582
53. 81 Setting Your General Preferences 0 0 e eee eens 83 Setting Your Add On Preferences 0 000 cece 84 Setting Absence Preferences 2 2 i 40 6 oss tow ede Peas ae SNS 85 Setting the Turnover Statistics Preference 005 87 Setting Allowance Options 00 cece ec ees 88 Setting Automatic Employee Number Generation Preferences 91 Learning to Use Personnel Director 93 Starting Personnel Director and Logging In 93 The Personnel Director Environment 0 0000 94 The Minm Menu iwc op ae bo oe ele dh on Son ee ae araida 95 The TOODI r rara ek anit ba tks Oe tee Bey and Swede 97 The Employee Nayi ator 44 sin if ad tee eet Sk leak ie a 100 Common Features of Personnel Director 0 000000 eee 105 EEE EEEE EE E E tee ato cee Beene eaten wt 105 Calendar DUlONS sce cialis da cidcne w ara eae et ere 4 eee wales 107 Calculator DUNOIS erie a b dace dott de BSR A Ke ee Be we 108 Pre FSA Se srepet 25 cust em corer eee tee Sas Bord ee eee 109 Calculated Fields ti 44 bicxcedbte ee edo does ie ons ehh 109 Employce SCLCCNS oo es t 5 ari e tends Beale wees Be a Sse Bw eae Hw Gro Saou BBR ew Ss 110 Using the Header Band 5 cynsuscnsone ei ssae ewes nE DEERE 111 Chane MEDENI NS enee th int a a a e bets 2h a Soe 112 SUIMMALY SOEC ce can sunaa arera ee Aa RATES ea 113 Detail Seea e e a a oO ates 115 Attached Documents Screens 0 000 cc cece
54. Access Description Procedure Shortcut fa View menu gt Locate Navigator Employee employees Navigator p Employees Quickly search Employee Data Entered Ctrl Q Find menu gt for employees on the Employee Details Quick Find Screen on page 159 A Tools menu Search the Seach Search Database database HI Tools menu gt Query the Creating Queries on Query Query Database database page 357 LEARNING TO USE PERSONNEL DIRECTOR 5 4 Diary Open the Diary or Microsoft Outlook Using the Diary on page 275 iS Tools menu gt Reports Reports Create and display reports Working With Reports on page 387 aS Tools menu gt Write Letter Tools menu gt Write Memo Letters Tools menu gt Write Fax Create standard letters memos or faxes for one or more employees Word Processing and Mail Merging on page 305 Note When you click the Reports or Letters buttons on the Tools toolbar the Personnel Director Report List opens You use the Report List to create and organise letters reports and graphs For more information about working in the Report List window see chapter 13 Working with Personnel Director Report List on page 297 Help Toolbar The Help toolbar has buttons you use to access online Help about Personnel Manager and for supported users the Employers Guide to HR at www vizual co uk employers guide asp Help HA Guide
55. Attached Documents e For adding and editing records refer also to the following description of data entered on this screen Data Entered on This Screen Date of Accident The date on which the accident occurred The format of dates depends upon your Windows settings see Setting the Date Format Used by Windows on page 59 Time of Accident The time at which the accident occurred The format of the time is determined by your Windows settings but is normally formatted as HH MM where HH is hours MM is minutes for example 23 15 for 11 15 p m 197 PERSONNEL DIRECTOR USER S GUIDE Type of Accident The type of accident This is used for classifying industrial accidents and reporting purposes Type of Injury The type of injury the employee suffered if any Days Lost The number of working days lost as a result of the accident Location The location where the accident occurred Accident Book Updated By The name of the individual who updated the company accident book Date Updated The date on which the accident book was updated HSE Informed By The name of the individual who informed the Health and Safety Executive Date Informed The date on which the Health and Safety Executive was informed Witnesses The names of any witnesses to the accident if any Follow Up Any follow up action required following the accident Notes A free form field for you to add information related to the accident Apprai
56. CPE CPD Record and then click OK 3 Click the Summary View tab if it is not already displayed WORKING WITH EMPLOYEE DATA 9 E CPE CPD Record 99 Mr h Corsar OR x CPE CPD Record 99 MrM Corsar Summary View Detail View Attached Documents The CPE CPD Record Summary screen appears The screen displays the annual structured and unstructured training targets actual training levels achieved and the variance between the target and actual achievement Adding Editing CPE CPD Record Details Use the CPE CPD Record detail screen to add edit or delete continuing professional education and development targets for the current employee The actual and variance amounts and budget used and remaining are automatically calculated from the Training History records 1 Do one of the following e To add a record click the New button on the Record toolbar or press Ctrl4 N e To update a record on the CPE CPD Summary View tab select the record you want to work with and click the Detail View tab or double click the record 213 PERSONNEL DIRECTOR USER S GUIDE E CPE CPD Record 99 Mr H Corsar Mm x CPE CPD Record 39 Mr M Corsar Calendar Year foo Target Points Actual Points Warance Training Budget Structured a5 25 Budget Unstructured T Used Total 25 T 25 Remaining a al a al Summary View Beta view Attached Documents Data Entered on This Screen 1 Enter the
57. Director and Payroll Director LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER 24 Configuring the Link When the Working Time Tracker link is installed an option called WTT Link appears on the Personnel Director Options menu Note Displaying the WTT Link Options dialog closes any active employee windows that you have open l From the Personnel Director Options menu select WTT Link The WTT Link Options dialog where you configure the link appears WTT Link Options E x i Link Enabled I Send Pence per Minute from Personnel Director to TT Link WTT Cost Centre to the following field Department 2 Set options as described below and click OK when you are finished Enabling the Link and Setting General Options Set General options as follows Link Enabled Use this option to switch on and off the link to Working Time Tracker When the option is checked you cannot edit employee numbers and employee and pay data is shared with Working Time Tracker Send Pence per Minute from Personnel Director to WITT When this option is selected Personnel Director calculates how much an employee earns per minute from their current pay record and sends the figure to Working Time Tracker The pence per minute figure is used in the Work Records in Working Time Tracker to calculate how much an employee earns per week If the Payroll Link is enabled the earnings per week are sent to the payroll 495 P
58. Employee Wizard Data Import Any changes you make to employee details or pay information using the Global Update Batch Input or New Employee Wizard are automatically sent to Working Time Tracker and Payroll Director to ensure that the data is kept synchronised If you import data into Personnel Director you should use the Synchronisation option in the Working Time Tracker Link Options dialog to send the imported data to Working Time Tracker If you have the Payroll Link installed then you should also run the Synchronisation option in the Payroll Link options dialog Information Shared Employee Information Personnel Director Field Address Department or Cost Code Department Date of Birth Date Joined Date Left First Name Middle Name Night Worker indicator Employee Number Gender Surname Home Telephone Working Time Tracker Field Address Cost Centre Date of Birth Date Joined Date Left First Names Night Worker indicator Clock Number Gender Surname Telephone The following employee information is shared between Personnel Director Working Time Tracker and Payroll Director Payroll Director Field Address Department Date of Birth Date Started Date Left Forename 1 Forename 2 Not Linked Employee Code Gender Surname Phone No 493 PERSONNEL DIRECTOR USER S GUIDE Swipe Card Id Swipe Card Id Not Linked Marital Status Not Linked Marital Status Known As Not Linked Known As
59. For a letter launch the Mail Merge Wizard Refresh the display to see the latest file and folder contents e exe ele es a Managing Folders You can create or rename folders and subfolders for your Personnel Director reports letters and graphs If you no longer require a folder you can delete it Creating a Folder 1 Click the name of the folder which is to contain the new folder d 2 Click the New Folder button on the Report List toolbar OT Select New gt Folder from the Report List File menu 299 PERSONNEL DIRECTOR USER S GUIDE Renaming a Folder 1 Click the name of the folder to be renamed 2 Select Rename from the Report List Edit menu or press F4 3 Type the new name and press Enter Deleting a Folder 1 Click the name of the folder to be deleted x 2 Click the Delete button on the Report List toolbar or press Del O Select Delete from the Report List Edit menu Managing Report Letter and Graph Files You can create edit preview or rename your Personnel Director report letter and graph files If you no longer require a file you can delete it You can also sort the display of files by name file type owner and date Creating a Report Letter or Graph File 1 Click the name of the folder which is to contain the new file 2 Click the New button for the type of file Report Letter or Graph on the toolbar O Select New from the Report List File menu and select Report L
60. Graphs 333 ONEIMICW eaaa e a a a A ues eee her eae eae dae ees 333 Displayine a Grap one coe ein ad d8 eed bie Redeae Ge aa Eads 333 About the Graph Wizard Window 0 eens 334 The Graph Wizard Toolbar 0 0 0 ccc cece eee eee 335 Creating Graphs with the Wizard 0 eee ees 337 Example 1 Number of Employees by Department 337 Example 2 Employees by Range of Pay Category 340 Example 3 Number of Employees by Age and Division 342 Working with Graphs escis a reacer uaa ee ee eee eens 345 Saving Changes toa Graph 0 cee ee eee 345 Printing the Graph 1 ee eee nes 346 Chanciiethe Graph Fy pes 342 ies ea is ated ieee y bans de ye de 347 Applying 32D Effects ss ensctnndivenvadewesaatan hetatew hens 347 Moving and Zooming Graphs nananana eee eee 348 Filtering Grapns eresi r boda kde bw he Pate ee a ewaw edie 349 Changing Chart Titles and Adding Markers 350 Changing Chart Properties 0 ccc eee ee eee eee 350 Channoine the Data 3364 08 d ceed e es ie eek oe Bawedes 355 Exporting a Personnel Director Graph 0 000 355 Copying the Graph to the Clipboard 0005 355 Creating Queries 357 Creating a Query for Display and Selection 000 358 Creating a Query fora Report 0 0 eens 358 Query E XaimpleSo 4 4 4 04 deh et teh a bah Seed a dos Meee are bes x 359
61. History v E E Date i 2 3 1999 Letter Pa Increase Letter Description Notification of pay increase effective December 31 1999 teal ead ASS ee summary View Detail View Attached Documents 211 PERSONNEL DIRECTOR USER S GUIDE Data Entered on This Screen Date The date of the correspondence Letter The name of the word processor letter that was sent to the employee Use the word processor to open the letter and get further details on what was sent Description A description of the letter or why the letter was sent such as End of Probation Letter 1st Disciplinary Letter CPE CPD Records CPE CPD Records are used to track training requirements for both structured training such as courses and seminars and unstructured training such as self study reading and so on When you save a record on the Training History screen the CPE CPD record is automatically updated so that you can track whether annual targets are being met and see variances at a glance For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying CPE CPD Summaries 212 CI 1 Navigate to the record of the employee for whom you want to display CPE CPD records 2 Do one of the following e On the Training and Education Shortcut bar click the CPE CPD Record button e From the Screen menu select Open Screen Select
62. Lieu Time may be given in lieu of extra pay or overtime Enter the number of hours taken as time in lieu Overtime Hours Type the number of hours overtime the employee worked during the time period being reported Absence Category Select the category to which the absence is to be recorded Absence Reason Select the reason why the employee was absent The totals for each hour column and are displayed in the Totals row When you have finished entering the timesheet data for this job click the Save cere button select Save from the File menu or press Ctrl S 265 PERSONNEL DIRECTOR USER S GUIDE Modifying a Timesheet When necessary you can update a timesheet you previously created 1 On the Working Time Directive menu click the Modify Timesheet icon The Modify Timesheet screen appears Modify Timesheet x 29 The timesheet i curently exported 2 Select the timesheet you want to modify and click OK The Working Time Directive screen appears For instructions describing how to record timesheet data see Recording Working Time Directive Data on page 264 Deleting a Timesheet If a timesheet is no longer required you can delete it x Note Deleting a timesheet deletes timesheet records from the Personnel Director database but does not delete any associated Absence records 1 On the Working Time Directive menu click the Delete Timesheet icon 2 Select the timesheet you want to delete a
63. Mapping Method from the drop down list Not Mapped Omit the field from the import As Is Import the field as it appears in the import file Upper Case Import text as all upper case Lower Case Import text as all lower case Mixed Case Import text as mixed case When selecting fields do the following To skip a field in the import file select Not Mapped from the Mapping Method drop down list This keeps all fields in the correct field position as defined in your list MAINTAINING PERSONNEL DIRECTOR DATABASES 19 e Click the Preview button to check the integrity of the fields in the a import file If a field is invalid click it to see a description of why Click the Close button to close the Preview window 10 When you finish mapping the fields click Next Data Import Wizard x Completed oo You have now completed all the steps required in the Data Import Wizard Select the option You require below and press the Finish button f want to save these details as a template then import data now f want to save these details as a template but not import data now f want to import data now but not save a template Template Name lt Back Herts Finish e Select one of the following options I Want To Save These Details As A Template Then Import Data Now To save the template and import the file immediately click I Want To Save These Details As A Template Then Import Data Now I Want To
64. NI Number Not Linked NI Number Contribution Letter Not Linked NI Rate Tax Code Not Linked Tax Code Title Not Linked Title Either the Department or Cost Code field can be linked in Personnel Director This is specified in the WTT Link Options dialog see page 495 Swipe Card Id is a new field added to the Personnel Director employee details table when the Working Time Tracker link is installed By default it is not displayed on the screen but you can display it by creating a field for it using the Screen Designer Pay Information 494 If the Working Time Tracker link is installed but the Payroll Director link is not the employees pay rate expressed as pence per minute and pay frequency are passed between Working Time Tracker and Payroll Director Deselecting the Send Pence Per Minute from Personnel Director to WTT option in the WTT Link Options dialog disables this exchange If the Payroll Director link is also installed the following pay information is shared Between Personnel Director amp Working Time Tracker Rate of pay expressed as pence per minute and pay frequency Between Working Time Tracker amp Payroll Director Weekly pay calculated from work records for Weekly paid employees only Between Personnel Director amp Payroll Director Pay period and pay per period for employees that are not weekly paid weekly pay is sent from Working Time Tracker In addition bank details are also passed between Personnel
65. Name of Examiner Dr Wb Greene Next Medical 27 2000 Location ames Street Clinic Notes Date of Medical el a aa Attached Documents summary View Detail view Data Entered on This Screen Date of Medical The date on which the medical appointment occurred The format depends upon your Windows settings see Setting the Date Format Used by Windows on page 59 Name of Examiner The name of the health care practitioner who conducted the medical examination Location The location where the medical examination occurred Outcome The result of the medical examination For example passed failed further testing required inconclusive You can select from and add items to the Pick List Next Medical The date on which the employee is scheduled for the next medical examination Type the date or select it from the drop down calendar Notes A free format notes field for you to add any information relating to the medical examination 233 PERSONNEL DIRECTOR USER S GUIDE Pay History You can keep a detailed record of an employee s pay history A pay record is a wage or Salary that an employee is paid for a particular period Any changes to the employee s pay should be recorded as a new pay record thereby maintaining a historical record Personnel Director stores salary records in up to three currencies including the Euro and automatically converts local currency to Euros Changing a
66. On the Options screen click the Absence tab The following screen is displayed Preferences E Absence Settings These settings detemine if Weekends and Company Holidays are included When calculating the days and hours lost on the absence screen Include Weekends in Absence Calculations Include Company Holidays in Absence Calculations Work Period i Use Employee Work Periods Employee Work Periods are maintained at individual Employee Level An Employee can work on different days and times This information it saved in the Employee WorkPeriod Statutory Holidays Use this option to specify which employee field is used to determine the Office an employee is employed within This iz used to determine the Statutory holidays an employee is entitled to Office Field 3 Inthe Absence Settings section indicate if weekends and company holidays are to be included in the calculation e To include weekends in all holiday and absence calculations check the Include Weekends In Absence Calculations checkbox To omit weekends from time lost calculations deselect this checkbox e To include company holidays in all holiday and absence calculations check the Include Company Holidays in Absence Calculations checkbox To omit company holidays from time lost calculations deselect this checkbox 4 Inthe Work Period section choose the type of pay period to be used e If employees have differing work p
67. Passed O H Provider Open University an Assessment Nokes z E CPE CPD Points Structured Points E Unstructured Points TENA Summan View Detail view Attached Documents Data Entered on This Screen Date The date of the course Expiry Date The date on which the training expires and is due for renewal This field is automatically linked to the diary so that reminders are displayed when employees need re training Course The title of the course Subject The main subject matter of the course undertaken Provider The name of the individual or organisation providing the course 243 PERSONNEL DIRECTOR USER S GUIDE Qualifications Duration The duration in hours of the course Location The location where the course was held Cost The cost of attending the course Passed Whether the course was completed successfully Assessment Was the course assessed and what were the results Notes A free format notes field in which you can enter further details of the course undertaken such as a candidate s feedback CPE CPD Points Structured Points If the course or training was structured training that you want recorded on the CPE CPD Records screen enter the number of structured points awarded Unstructured Points If the training was unstructured training that you want recorded on the CPE CPD Records screen enter the number of unstructured points awarded Qualifications are the specific educatio
68. Personnel Director databases 1 Click the New Template button The New Template Wizard appears ew Template Wizard Welcome to the New Template Wizard So This wizard will lead You through the steps required to set up the main details and database access settings fora new user template Optionally you can specify a template or existing user record from which the new template default details are created f want to specify all settings myself f want to use settings from this Template f want to use settings from this User Hain Template Details Please enter a name and description for the new template Template Name Description lt Back n Cancel 43 PERSONNEL DIRECTOR USER S GUIDE 3 Provide the following information Template Name For example you could name the template Demol Description The template description For example it might describe the type of access you are granting For example Full No Reporting or for the databases to which you are granting users access with this template Click Next then click Finish Set the security privileges for databases screens fields functions and modules and employee records as described in Setting Security Privileges for a User Account or Template on page 45 Editing User Accounts or Templates You can modify the settings for a user such as their name password department and location You cannot change thei
69. Reminder Pop up Window 04 284 Exporting Personnel Director Diary Items to Outlook 284 Working with Groups and Filters 285 Working with Groups 2 sieacc2c5c56 uso eats bse eek ees 285 CISC UI Sc CHOU a eee dt ete ate Sule eves Shee alee dais fees Ahad da ase ae 286 Creating and Maintaining Groups 0 0 0 eee eens 286 Displaying an Employee s Group Membership 289 Workine with UCI essene nia eee een A Ga eae eso wate A 290 Creatine an Priployee Miter sicccecccesedtos ewe ottdawekedes 290 Applying an Employee Filter 0 0 0 ccc eee eee 295 Editing an Existing Employee Filter 05 295 Deleting an Employee Filler sert dessant toe ie ade ae E be 296 13 14 Working with Personnel Director Report List 297 OVCE N 20inntdadued SOetae Ree eee eee eee aaa EER NON 297 Starting and Exiting Personnel Director Report List 297 About the Personnel Director Report List Window 298 The Personnel Director Report List Toolbar 299 Manag inme Folde cir vowel hu ie eee Bale how oes ain at 299 Crean CFO 24 4056 et Gaenderd Ginmk hea athe ad desis 299 Renaming d Polder so ccs heed bao cea he ota rentes 300 Deleting a Bolder ns cca os dee tow ngne ewe ed hiees hones 300 Managing Report Letter and Graph Files 00 300 Creating a Report Letter or Graph File 300 Movin
70. Report Scheduler Engine 499 PERSONNEL DIRECTOR USER S GUIDE System Requirements Use the following table to ensure that you have the required hardware and software for the server workstations and network where you are running Report Scheduler Server The Report Scheduler runs on the Interbase version of Personnel Director on one of the following operating systems e Windows 95 98 e Windows NT4 Server Service Pack 4 and above e Windows 2000 Server Minimum recommended hardware 1s Pentium II 233 128MB RAM Client Report Scheduler runs on an IBM compatible PC running one of the following operating systems with Personnel Director and MS Outlook 2000 installed and configured any machine that can run Personnel Director with MS Outlook 2000 Microsoft Windows 95 98 Microsoft Windows NT Microsoft Windows 2000 Microsoft Windows XP Personnel Director Minimum Specification Pentium P133 32MB RAM Recommended Specification Pentium P200 64MB RAM Network Protocols Network protocols should be MS Net compatible for Multi user versions For example TCP IP IPX SPX Email 500 MS Outlook 2000 needs to be installed on the machine running the Personnel Director and Report Scheduler SCHEDULING REPORTS 220 Installing Report Scheduler Install Report Scheduler as follows then complete the procedures in the next two sections Setting Up Security and Configuring Report Scheduler
71. Save These Details As A Template But Not Import Data Now To save the template without importing the file click I Want To Import Data Now But Not Save A Template To import the file but not save the template click e Type a name for the template 11 Click Finish If you requested to import data the data is now imported to the database i 12 If you are finished click the Close Database button or From the File menu select Close Database 451 PERSONNEL DIRECTOR USER S GUIDE To edit an existing import definition l Open the database where you want to update the import definition e Click the Open Database button _or From the File menu select Open Database e Select the Personnel Database where you want to change the import definition into and click OK Click the Import Data button O From the File menu select Import Data Click the I Want To Use Edit An Existing Import Definition option then select the definition you want to edit from the drop down list and click Next Click Next and proceed through the screens making any required changes to the import definition as described in steps 5 through 12 of the procedure To create and use a new import definition on page 446 Deleting an Import Definition 452 a l Open the database where you want to delete the import definition e Click the Open Database button _or From the File menu select Open Database e Select the Person
72. Screens 97 621 PERSONNEL DIRECTOR USER S GUIDE Tools 98 Working Time Directive 260 Training history 242 displaying summaries 242 editing details 243 Turnover statistics setting options 87 U Updating data See Batch updates Updating data See Global updates User accounts adding 37 deleting in Security Manager 45 modifying in Security Manager 44 setting security privileges 45 User record setting 314 V Views changing on employee screens 112 W Weekends and company holidays excluding or including in absence calculations 85 Wizards Batch Input Wizard 418 Employee Filter 290 Global Update Wizard 423 New Employee Wizard 150 Personnel Manager Upgrade 30 Query 358 Report Wizard 390 Setup Wizard 58 Word processor system requirements 9 622 Word processor in Personnel Director 305 creating new letter templates 317 modifying letter templates 315 pre defined letter templates 306 using 322 writing letters memos and faxes 307 writing other documents 311 Work periods assigning to employees 178 defining 73 Working Time Regulations changing timesheet colours 262 changing timesheet magnification 263 creating timesheets 257 deleting timesheets 266 exporting timesheets 268 importing timesheets 267 key dates 252 managing timesheets 255 modifying timesheets 266 Opt Out letters and agreements 253 overview 251 printing timesheet reports 272 printing timesheets 269 recording data 264 sett
73. Simple Query Examples 0 0 0 cee eee eens 359 Summary QUEIS s 6 Ag oe Bones le aes POS eh ae ees 371 Running a Query for Display or Selection 2000050 376 Editing a Query With the Query Designer 000005 377 Chaneime Tavles 23 05 tote eee a a Sie bdonotan Jee ete 379 Chaneine Selected Picts 2 0 s 5is a cars esis arare SS a we Poe wee 381 Changing Calculations sos suv trsa iwi eh dt Gel nes Beeb Aw Rs 382 Cane i COMIN Sis 5 2h a beet Sy ae Saal Se ew seater alae abt ede ices 383 Chance selection Cmi lt 2 iat btiaiaaceaswcae TEREE DDES eee 384 Chanoine Sor Onder arrenar erae Ghar wb beard wowed hd adie 385 Changing SQL Statements 0 0 386 Deleting a Query for Display or Selection 0 00000 386 Working With Reports 387 Oa ss sag Ets Es ae EE ae eer ete oats cree 387 Displaying Reports 6 4 oche3 cx ceaha pthc tc octivse alah anenee 387 Chano moa REPON vaxennets sensation beeahihevia hve awit eae anes 388 Deletie a Repot rec occ ewe ee e Ses ele aa TAOS rae 389 Creating New Reports nnssannnnnn nenen nnee 390 Creating New Reports Using the Report Wizard 390 sine the Pave Desiener 1 0 2500 oe ab mee bolt bad ot d ae eee 407 Using Page Layout Tools in the Page Designer 408 The Deseni Screen oer cuvettes Soe oh ioe nee a N ENE 408 Previewime the Desi eit nrrsisa nak a e Ana a ease AE 416 Batch Input and Global Updates 417
74. Since eee Rides annie A aoh eee 207 Displaying Career History Summaries 000 0s 208 Adding Editing Career History Details 005 209 COTrespondence Hist iia sen ead erences hon ehwk aes ERRE 210 Displaying Correspondence History Summaries 210 Adding Editing Correspondence History Details 211 CPEICPD RECON S onc cctangetseewet eh tacensddee suet eeaueds 212 Displaying CPE CPD Summaries 0 0 0 0 eee 212 Adding Editing CPE CPD Record Details 213 Disciplinary and Grievance 6 os tde6 wbhdidat owned dane weed ede arwies 214 Displaying Disciplinary and Grievance Summaries 215 Adding Editing Disciplinary and Grievance Details 215 Education History o4 i 3 04 sak ka tet ews wetaw thie Cin E a Ved Sees 217 Displaying Education Summaries 0 0 00 ee eee eee 217 Adding Editing Education Details 20 0 0 00 ee eee 218 PMersency CONICS 44 c4 cocked ioe Shu a e eee Sar oen Sees 219 Displaying Emergency Contact Details 0000 219 Adding Editing Emergency Contact Details 220 Employee MI eS sr ice Gost wie ae EUR ie i Se eb Sh eee 221 Displaying Employee Images 0 00 ce eee eee 221 Adding Editing Employee Images 2 0 00 cece 221 Employee NOS etn secre tau easne eta erode eee d et edd 222 Displaying Employee Notes Summaries
75. Statutory Holidays Use this screen to record Company Statutory Holidays such as Christmas or New Years Day Office Head Office Ok 2370272000 F Christmas Holiday 0170672000 E 1 Company Training 2 Select the office that you want to define holidays for from the Office drop down list 3 To insert a statutory holiday press the Insert button or the Insert key on your keyboard then type the start date if the holiday is for more than one day or select the date from the drop down calendar 4 If the holiday recurs each year check the recurring checkbox if not uncheck it If the holiday extends over more than one day enter the duration Type the description Press Post Edit to finish entering the holiday 65 PERSONNEL DIRECTOR USER S GUIDE Use the following buttons to insert records delete existing records and post and cancel changes Button Action Insert a new statutory holiday record Delete the current statutory holiday a rate record Post changes made to the current kai statutory holiday record Cancel changes made to the current x statutory holiday record 8 Click OK when you are finished defining statutory holidays Defining Company Absence Allowances with the Absence Allowance Wizard Absence allowances within Personnel Director are based on the employee s length of service with the company age or neither of these criteria Each employee can ha
76. Type the password the user will use to log in The password must be a minimum of 5 characters Confirm Type the password again to confirm Click Next Note Users can modify their own password in Personnel Director We recommend issuing them a default password and then asking them to change it themselves 4 Inthe User Contact Details screen specify the following User Wizard SYSDBA User Contact Details This step allows you to define the organizational and contact information for the user This includes details about their work location and contact information such as e mail address and phone number Office Head Office ki Department fAccounts Location Aberdeen Office a Phone Mo l E mail lt Back ne Cancel Office Select the office to which the user belongs from the Pick List Department Select the department to which the user belongs from the Pick List Location Select the location to which the user belongs from the Pick List Phone No Type the user s phone number E mail Type the user s e mail address 39 PERSONNEL DIRECTOR USER S GUIDE 5 Click Next New User Wizard Completed You have now completed all the steps required To save the information you have entered in the security database click the Finish button To review and amend any of the details click the Back Button Cancel 6 Click Finish To add a new user account based on a te
77. USER S GUIDE Personnel Director initially uses the Absence Allowance defaults you set as preferences when you set up Personnel Director for use with your company For more information see Defining Company Absence Allowances with the Absence Allowance Wizard on page 66 You can use a system of allowances based on length of service age or neither of the above criteria The allowance can be a number of days allotted annually or it can be accrued on a weekly or monthly basis All the absence allowances you define are available to be assigned to employee records You can assign allowances to all employees or to a group of employees you define through a group membership or an employee filter Assigning Work Periods 178 Personnel Director can calculate absence hours lost and hours lost based on company pay periods or on employee work periods You specify which calculation is to occur when setting up the company see Setting Absence Preferences on page 85 You then define one or more work periods for your organization see Defining Employee Work Periods on page 73 You can assign a work period to an individual employee or to a group of employees you define through a group membership or an employee filter Note Calculations for any employee not assigned a work period will be based on the company pay period RECORDING AND TRACKING HOLIDAY AND ABSENCE EN To assign a work period to one or more employees 1 Fr
78. a fuel card is provided with the vehicle 7 Click the Financial tab and enter the following information Under Purchase the date on which the vehicle was registered If the vehicle was purchased select Purchase as the Contract type if the vehicle was leased select Lease If you are leasing the car the date the lease commenced and the name of the lease company The date must be entered in the format that you specified in your Date Settings in the Windows Control Panel See Setting the Date Format Used by Windows on page 59 The amount it costs to lease the car per month You do not need to enter the pound sign The P11D value This is the taxable benefit value related to the purchase price of the car Under Sale enter sale details if the vehicle has been sold the date of sale name of the buyer and selling price 8 Click the Save button to add the vehicle to the list of company vehicles or the Cancel button to cancel the entry Changing Company Vehicle Details 78 1 On the Company Vehicles screen click the Vehicle Details tab 2 Use the Navigation Control buttons at the top of the screen to locate that vehicle that you want to change SETTING UP PERSONNEL DIRECTOR 4 Change any of the data about the vehicle as described in Adding Company Vehicle Details on page 77 Click the Save button to save the changes or the Cancel button to cancel them Deleting Company Vehicle Details x 1 Delete
79. absence allowance 1 Navigate to the record of the employee for whom you want to display absence allowance details 184 RECORDING AND TRACKING HOLIDAY AND ABSENCE EN 2 Do one of the following e On the Absence and Payroll Shortcut bar click the Absence Allowance button From the Screen menu select Open Screen Select Absence Allowance and then click OK Absence Allowances 1 Mrs L Howell Absence Allowances 1 Mrs L Howell Display Allowances for 3 Recalculate Paid Sick Leave 25 0 25 Daps Standard Holiday A G 0 6 Days Training Seminar 5 0 5 Days Summary Wie 3 On the Summary View tab double click the absence allowance you want to edit or select the allowance then click the Detail View tab Absence Allowances 1 Mrs L Howell Absence Allowances 1 Mrs L Howell Display Allowances for 3 Recalculate Description meane Allowed q4 Days Taken Days Category Sickness a Carried Over o Days Puna Eron 21 2000 In Liew o Days Yea 2000 Closed F Cary Over Lost o Days Remaining q4 Days eed summary View Detail view 4 Edit any of the following details e Runs From Type a new start date or select one from the drop down calendar For parental leave this is the date on which the parental leave starts 185 PERSONNEL DIRECTOR USER S GUIDE e Runs To This field only appears for parental lea
80. accrued per week or per month during the year Then enter the number of days accrued and select either Week or Month from the drop down list On the Allowance Method screen select the calculation method as follows Then click Next and go to step 10 Absence Allowance Wizard Allowance Methad Please select the method by which allowances are awarded the optiona are Accrued of Annual allowances This allowance i awarded as a lump sum 21 days per pear for example his accrued An employee might recenve 1 day per month for example lt Back ne Cancel It Is Awarded As An Annual Amount Check this radio button if a certain number of days or hours are awarded on an annual basis 69 PERSONNEL DIRECTOR USER S GUIDE It Is Accrued Check this radio button if a number of days or hours are accrued per week or per month during the year 10 The Allowance Details screen appears Absence Allowance Wizard Allowance Details Please specify the details for allowances on a band by band basis You can use the Add Edit and Delete buttons for this purpose Edit Add lt Back Next gt Cancel Do the following e If you selected It Is Awarded As An Annual Amount in step 9 complete the following steps on the Allowance Details screen Otherwise if you selected It Is Accrued go to step 11 e Click the Add button Please enter the last year this allowance iz walid for
81. align all objects horizontally or vertically as you work lign top Space Space up down Align centre Align bottom up down in band E 0 3 T mM oe fol Align et Align right Align middle Space Space across across in band Using a Layout Grid 1 From the Design page select Grid Options from the View menu 2 Set the size of the grid in millimeters along the horizontal and vertical X and Y axes To have object snap to the grid click the Snap to Grid checkbox 4 Click OK Fine Tuning the Size and Position of Objects There are two toolbars you can use to control the size of objects and fine tune their positioning the Size and Nudge toolbars Use the Size toolbar to instantly maximise or minimise the size width or height of selected objects Minimum Minimum width height Maximum Maximum width height 592 USING THE SCREEN DESIGNER Use the Nudge toolbar to move selected objects up or down left or right a millimeter at a time Nudge up Nudge left Nudge down Nudge right Previewing the Design You can preview your screen print to see if the design is working out as you intended Note If the preview is blank there are no records to display To preview a screen print design in progress e Click the Preview tab in Screen Designer Screen Print The screen print appears in the Preview window f e To print the screen print click the Print button on the toolbar or select Print
82. and bank details Chapter 10 contains the information you require to track employee hours in compliance with the Working Time Regulations Chapters 11 to 15 cover creating and using diary reminders working with groups and filters using the Report List to organise your documents printing mail merge letters and creating and printing graphs Chapters 16 and 17 contain information you can use to further exploit Personnel Director s capabilities Use the instructions to create database queries employ Personnel Director s advanced reporting techniques and lay out and format reports in the Page Designer Chapter 18 explains how to update records using the batch input and global update functions Chapter 19 is dedicated to the maintenance of your Personnel Director databases Here is where you find instructions on maintaining lists of databases and servers populating pick lists refreshing calculations and when necessary importing data from other sources as well as database backup restore verification and repair and shutdown and restart operations Chapter 20 explains how to install and configure the Payroll Link and specify what information is shared between Personnel Director and the payroll program Payroll Director By linking to this payroll program you eliminate re keying of information in the payroll and Personnel Director programs Chapter 21 explains how to install and configure Working Time Tracker and specify what info
83. and absence records you want to view The lower pane displays the current employee s absence allowances for the current year These are the allowances created with the Absence Allowance Wizard that you assign using the Wizard or by clicking the Absence Allowances button on the Absence and Payroll Shortcut bar You can also view Holiday and Absence schedules as described in Displaying Holiday and Absence Schedules on page 174 and Holiday and Absence calendars as described in Displaying Holiday and Absence Calendars on page 173 RECORDING AND TRACKING HOLIDAY AND ABSENCE EN 4c 83 Mr D Anderson x Holiday and Absence w 83 MrD Anderson a Sickness 1 1025 1999 7 D Sickness 8 2 10 2000 56 Standard Holiday Allowance Holiday Summary View Detail View Attached Documents Editing Holiday and Absence Details On the Holiday and Absence Detail screen you can add new edit or delete employee absence records 1 On the Holiday amp Absence Summary screen select the record that you want to display and click the Detail View tab or double click the record ss Holiday and Absence 001 Mr M Donaghy Bi Es Holiday and Absence v OO1 MrM Donaghy Start Date 23 703 1998 Category Holiday End Date 23 031 998 ka Reason annual Holiday Days Lost Hours Lost 7 Nokes a Cost O GEF n Cost al Additional Cost H Total Cost O 4 H H Summary view Detail Vi
84. as a label click the Custom Field button Select the report field from the drop down list and click the Add button Under On Group Change click the Start New Page to start a new report page each time the content of a data or custom group field changes Selecting this option automatically selects the Reprint Group Headers on Subsequent Pages option 415 PERSONNEL DIRECTOR USER S GUIDE Previewing the Design 416 You can preview your report to see how the design looks Click the Preview tab in the Page Designer This displays the first page of a report ReportBuilder C Program Files PersDir LocalD ata lynda E mployee_Pay_Basis RTM OF Xx File Edt View Feport Help Data Design Preview amp g m fox 4 fl gt gt I Cancel Employee Pay Basis Employee Number Post Name Pay Basis Pay Accounts 92 Mr J Mackay Per Annum 16000 23 Mrs M Taylor Per Annum 22000 64 Mr S Maxwell Per Annum 17500 26 Mr K Panton Per Annum 32000 oF Miss J Duncan Per Annum 26000 58 Mr amp Fiddes Per Annum 20000 68 Mr R Forrest Per Annum 22000 98 Mr P Yard Per Annum 32000 29 Mr 4 Greene Per Annum 16000 Page 1 The layout appears in the Preview window If you are viewing a report the contents of the first page appears in Whole Page view For instructions on using the buttons on the Preview screen see Displaying Reports on page 387 e To change the view use the Zoom buttons or type the desi
85. as qualifying days for Statutory Sick Pay 2 LASTPAID LASTPAYRUN and PAIDUPTO relate to the pay period number and have values formatted as yyynpp where yyyy is the year set to current year if exported n is either 1 for monthly paid staff or O for weekly paid staff and pp is the period number set to OO if exported for a new record 3 ACTIVESTATUS EMPLOYEESTATUS NEWEMPLOYEE CURRENTPAY METHOD and INITIALSSPCURRENTWEEK are set to l LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR 200 Troubleshooting the Payroll Link You may need to verify and select the correct database driver for the Payroll Director Paylink as described below Error Message Solution Cannot load an IDAPI service library File The incorrect database driver has C WINDOWS MSAPPS DAO DA03032 DLL been selected Select the Alias VBTPaylink error reported IDDA3532 DLL driver as explained in the following procedure Configuring the Payroll Link Database Driver For the Payroll link to function correctly certain settings need to be configured The following steps explain how to set or check these settings l D E ee a From the Windows Control Panel double click the program icon labelled BDE Administrator If you cannot see the program then Select Start and Find File or Folders from you windows task bar Search for the named BDEADMIN EXE When the file is found double click on it with your mouse In the BDE Administrator select the Co
86. assigned a precedence and operations are performed in order of precedence This eliminates possible ambiguities in expressions An operation can be given higher precedence by surrounding it with parentheses Below is the operator precedence list from highest to lowest priority Operators Precedence Category First Prioritization not Second Unary A mod div Third Multiplicative and amp or xor Fourth Additive lt gt lt lt gt gt like Fifth Relational Sixth Assignment The rules of precedence are 1 An operand between two operators of different precedence is bound to the operator with higher precedence 2 An operand between two equal operators is bound to the one on its left Expressions within parentheses are evaluated before being treated as a single operand 601 PERSONNEL DIRECTOR USER S GUIDE Arithmetic Operators 602 Arithmetic operators manipulate numeric values Most are binary operators meaning they require two operands variables or numbers Unary operators require only one operand Binary Arithmetic Operators Operator Description Addition Subtraction Multiplication Division div Performs integer division on the operands dmod Performs modulo division Ne ee Exponentiation raise a number to a power and amp Performs a bitwise AND of the operands or Performs a bitw
87. button click Yes to confirm that you want to continue The list of available databases is displayed Select the database to which you want to transfer the employee s 127 PERSONNEL DIRECTOR USER S GUIDE 6 Click the Open button to transfer the employee s or the Cancel button to cancel the transfer Archiving Employee Records When you install Personnel Director an Archive Database is created for you The Archive Database is used to store personnel files of employees who have left the company It is good practise to transfer old records to the archive as this keeps your main database clean and ensures that any reports will only include current employees You can use the Archive Database like any other database opening it browsing it and reporting on it The advantage of transferring leavers records to the Archive is that in the event that they rejoin the company their personnel records can just be transferred back to the Personnel Database In this way all of their history can be retained without the need to re enter any data You can archive individual employees or groups of employees or archive employees whose date of leaving is on or before a date that you specify Archiving Individuals or a Group of Employees 128 1 If you want to archive an individual employee make that employee the current record on the main screen using the Find Record List Records or Navigation Control buttons 2 Onthe main sc
88. calendar year for which you are recording target points and budget data 2 Inthe Target Points column on the left enter the target points for structured and unstructured training 3 Inthe Training Budget column on the right enter the annual budget allocated to this employee for training Personnel Director will deduct training costs from this amount when you add records in Training History Disciplinary and Grievance You can track the Disciplinary and Grievance history for each employee Any number of disciplinary infringements can be recorded for a person and these can be graded by status such as First Warning and Second Warning For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 214 WORKING WITH EMPLOYEE DATA 9 Displaying Disciplinary and Grievance Summaries 1 Navigate to the record of the employee for whom you want to display disciplinary or grievance data 2 Do one of the following sla e On the Employment Shortcut bar click the Disciplinary amp Grievance button e From the Screen menu select Open Screen Select Disciplinary and Grievance and then click OK 3 Click the Summary View tab if it is not already displayed The Disciplinary And Grievance Summary screen provides a summary of all the disciplinary and grievance records for the current employee Adding Editing Disciplinary and Grievance Detai
89. criteria e An increase in pay of 10 e A from date of January 28 1999 16 If you are adding or replacing a field do the following Specify Update x ieli P Operator Lancel Value e Select the first field to update from the Field Name drop down list e Select the operator to apply from the Operator drop down list e Enter the value that you want to create in the field e Click OK Return to step 15 431 PERSONNEL DIRECTOR USER S GUIDE To add the two criteria enter the following Field Name Operator Value Pay Add 10 From Date Set To 28 01 1999 in Windows settings format 17 When you finish entering criteria click Next Finish 18 To run the global update click the Next button Global Update Wizard 432 BATCH INPUT AND GLOBAL UPDATES 18 Personnel Director updates the fields in the selected records and adds the percentage pay increase to the pay records of the Sales Staff group Global Update Wizard The Global Update completed successfully Click the Finish button to exit 19 To end the process click the Finish button Implementing Employee Pay Increases You can calculate review and implement pay increases for one or more employees You can enter a fixed amount or a percentage increase in local currency based on the employee s current pay rate Personnel Director can round the resulting increase to a multiple you select Note Before apply
90. details of individual employee records Medical History 83 Mr D Anderson oe Medical History 63 Mr D Anderson Outcome Pass Name of Examiner Dr web Greene Next Medical 27 2000 Location i ames Street Clinic Notes Date of Medical il cal Attached Documents summary View Detail View As shown in the screen above Detail screens contain many of the features described in this chapter including e Tabs for changing the view to Summary or Attached Documents view e Pick Lists Calendar buttons and calculated fields Using the Navigation Buttons Click the buttons on the navigation bar to view the first previous next and last record associated with this screen First Record Last Record Previous Record Next Record 115 PERSONNEL DIRECTOR USER S GUIDE Attached Documents Screens The Attached Documents screen is used to store documents associated with an employee s personnel record The document could be a Microsoft Word or WordPerfect document a spreadsheet an image or even a sound recording Attached documents must have an associated program You can tell if a file has an associated program by double clicking the file within Windows Explorer The file should be displayed within the program in which it was created For example double clicking a Microsoft Word document file will start Microsoft Word and load the document To associate a document that is not already
91. displayed Options Career Event Triggers Diary Event Triggers Preferences When you click on an item listed on the menu you either perform the task described by that item or go to another screen to perform the task there 95 PERSONNEL DIRECTOR USER S GUIDE Menus Available from the Main Menu 96 The following menus are available from the main menu File menu contains functions related to opening and closing databases and printing You also use this menu to exit Personnel Director Employees menu contains functions used to enter maintain and display a wide range of employee data and create and maintain employee groups Screen menu contains functions used to create maintain filter find sort export and print employee records Company menu contains functions used to enter information about your company create and maintain pay periods currency exchange rates holiday settings absence allowances and vehicles Tools menu contains functions for creating letters faxes and other correspondence displaying and printing reports and graphs and querying the database It also contains the Batch Input and Global Update wizards used to update some of the records in the database and the Absence Calendar and Absence Schedule View menu contains functions used to display or hide the toolbars status bar and shortcut bar and set your own personnel record for creating mail merge letters Options m
92. document if you wish Note Documents are stored as items in the Personnel Director database Attached documents are therefore backed up when you back up the database Opening an Attached Document To display an attached document 1 Highlight the document then right click and select Open _or 2 Double click the document item The document is displayed within the program in which it was created Deleting an Attached Document To delete an attached document 1 Select the document from the list of attached documents 2 Right click and select Delete 119 PERSONNEL DIRECTOR USER S GUIDE Adding Updating Deleting and Printing Employee Records This section explains how to add update delete and print employee records Adding New Records B I 2 gt Editing Records l Deleting Records L K Delete pA 120 Click the New button on the Record toolbar or press Ctrl N The Detail screen enters edit mode As soon as you start editing a record the Record toolbar buttons Save and Cancel are activated Enter the data for the record Click the Save button to save the record or the Cancel button to cancel it Do one of the following e To display Employee Details locate and double click the employees name using the Employee Navigator e To display other employee information click the appropriate button on the shortcut bar Then on the Summary screen double click the record you wan
93. eee eens 116 PERSONNEL DIRECTOR USER S GUIDE Adding Updating Deleting and Printing Employee Records 120 Addins New Records sereen Grn beh hee eae haw ee 120 Edine ReCO 4 4 ga crea ete Bene pe tate tas weer Ses ee SA 120 Deleting Records cri sige see tinea Geen Oke er eee eee 120 Pinne Employee Records s 44 2 047o445uer eens te savet ea 121 Accessing the Employers Guide to HR 0 0 00 cea 122 Exiting Personnel Director cess rre has ee swan es 123 Working with Databases 125 Wome Database Sa aes Goat o oh ee hah ew aos Bae E EO Obes 126 Opening a Database o5 2 4d ce te eke ee Kee TEASEE 126 Closing the Current Database risas adersi enda late beus at ede 126 Transferring Employee Records to Another Database 127 Archiving Employee Records 0 cece eee eens 128 Archiving Individuals or a Group of Employees 128 Archiving Employees Based on Date of Leaving 129 Exporting Dalds 4u u nce seed oe oe ae ee Bee BEES 130 Exporting Data to a Text File 2 2 2 0 0 0 cc cee eee eee 131 Exporting Data Using the Personnel Director Spreadsheet 131 Exporting Data Using Microsoft Excel 0 0 0 0 0000 ee 148 Working with Employee Records 149 ON COV IC We et a Picton ea rie Sete cane ied ee Meare aaa nee oe 149 Creating New Employee Records 0 0 cece ees 149 Using the New Employee Wizard 0 0 00 cece eae 150
94. employee details for the absence The query results will be similar to this Employee Number Post Name Start Date Days Lost Category 001 Mr M Donaghy 17 01 1999 16 Holiday 001 Mr M Donaghy 06 02 1999 7 Sickness 007 Mrs J 27 08 1999 3 Holiday Woodbridge 365 PERSONNEL DIRECTOR USER S GUIDE 366 ni Huer l Click the Query button on the Tools toolbar or Select Query Database from the Tools menu The Select Query screen is displayed Click the New button The New Items screen is displayed in the Report Builder Double click the Query Wizard icon Select the database tables to include in the query Tip Most queries will include the Employee Details table as this contains details such as the Employee Number as well as the employee s name Post Name and Address In this example you want information from two tables the Employee Details and Holiday and Absence When you add the second table the following screen appears Join Table x Join Type Join Holiday and Absence Table with Inner Employee Details Holiday and Absence Fields Employee Details Fields Additional Cost Address Line 1 Address Line 2 a Address Line 3 Add Address Line 4 Address Line 5 Age Day Number Age Text Month Number Birthday Month Name Tear E Contract End Date Cancel If you include more than one table in your query you must join the tables a column from left table and
95. example Additional Cost 233 LEARNING TO USE PERSONNEL DIRECTOR 5 Entering Currency Amounts E 1 Click the Calculator button to the right of a currency field The calculator is displayed z e s 2 Calculate amounts as follows e Enter the first number in the calculation e Click to add to subtract to multiply or to divide e Enter the next number in the calculation e Click Field Labels Field labels appear to the left of each field and describe the data to be entered into that field If you prefer to use other terminology to describe a field you can customise the appearance of your screens by changing the field labels For more information about changing field labels see Changing an Existing Screen on page 549 Known As M ike Calculated Fields Fields that appear in yellow are calculated fields You cannot enter data into these fields The following example shows the Cost calculated field on the Holiday and Absence details screen The cost is calculated automatically as follows 109 PERSONNEL DIRECTOR USER S GUIDE Cost of employee per day from employee s current pay record x days lost Employee Screens 110 There is a main screen that displays general information about an employee called the Employee Details screen In addition there are other secondary screens which contain additional details such as pay history qualifications and emergency contacts
96. exit click the Close button or from the File menu select Exit In this example we want to add the following information Name of Examiner Dr Brown Location Clinic Date of Medical Donaghy 01 15 99 Slattery 01 04 99 Pearce 01 11 99 Outcome Flu Vaccination To add the data to Personnel Director click the Batch Input button To confirm that you want the data added click Yes Personnel Director informs you of the number of records that were added successfully BATCH INPUT AND GLOBAL UPDATES 18 Finish Batch Input Wizard The Batch Input is complete Click the Finish button bo close this wizard Click the Back button to peform another Batch Input Click the Save button to save the curent Batch Input definition az a template that can be uted again 11 To save the definition as a Batch Input Template click the Save button Name the template and click Save Batch Input Template files are assigned a filetype of BTM 12 To exit the Batch Input Wizard click the Finish button Using the Global Update Wizard The following procedures describe how to start the Global Update Wizard and provide details for updating pay records by performing a calculation and storing the results in a new record Note Ensure that you try the following example of globally updating pay history using the Example database provided with Personnel Director 1 Select Global Upd
97. f03 53 Personnel Director is fully year 2000 compliant and supports Date Windows For more information about Date Windows see Setting the Date Format Used by Windows on page 59 Tip You can also enter dates by just typing the numbers into the date field using the date format that has been set up for your system Your date format is defined in Setting the Date Format Used by Windows on page 59 1 Click the Calendar button to the right of a date field The calendar is displayed 107 PERSONNEL DIRECTOR USER S GUIDE EE April 2000 Sun Mon Tue Wed Thu Fr Sat 2 3 4 5 6 g 10 11 12 13 16 Ff 18 19 20 23 24 25 fh amp 30 J Today 24712799 2 Select the month and year as follows e Click the left and right arrows to move to a previous or next month or year OT e Click the month or year text on the calendar title bar and select the desired month or year from the drop down list This is quicker if you want to change the date by several months or years 3 Click the date you want to enter e To close the calendar without selecting a date click outside the calendar Calculator Buttons 108 Calculator buttons are used to quickly enter numeric values and formatted currency amounts into currency fields Clicking a Calculator button displays a pop up calculator you can use to calculate an amount This function is found where you see a Calculator button to the right of a numeric or currency field for
98. from Payroll Director 1 Select the type of employee information that you would like to import from Payroll Director Personal Details Bank Details and Pay History e To exclude employees who are marked as leavers within Payroll Director Payroll ensure that the Import Leavers checkbox is clear before you start the import process e If you only want to import data that has been changed since the last time you synchronised ensure that the Import Changed Data Only checkbox is selected 2 Click the Import Now button To synchronise Payroll Director by importing data from Personnel Director 1 Select the Export Leavers checkbox if you want to export employees who have a date of leaving in Personnel Director 2 Click the Export Now button Note When you export employees from Personnel Director to Payroll Director the employees Pay Period status is marked as Hold on the Period tab of the Employee Details screen You need to verify the employee details in Payroll Director then take the employees off Hold Defining Standard Working Hours for Individual Employees By default the Payroll Link assumes that all employees work the same number of basic hours per week as set by Company Working Hours per Week in Personnel Director If some of your employees work a different number of basic hours you can set their individual working hours per week using the Payroll Director application In Payroll Director before setting the worki
99. from one of these workstations you can configure Personnel Director database for all workstations Step 1 Install the InterBase Client Tools all workstations Step 2 Check communications with the server Step 3 Install the Personnel Director software all workstations Step 4 Configure Personnel Director databases one workstation Note Before installing Personnel Director on a Windows or NT network make sure that you have the necessary administrator rights and permissions to perform the installation 17 PERSONNEL DIRECTOR USER S GUIDE Step 1 Installing the InterBase Client Tools on a Workstation 18 l Place the InterBase CD ROM into the CD ROM drive of the workstation where you want to install Personnel Director The Setup program should start automatically If it does not follow these instructions to start the Setup program e Click the Start button on the Taskbar e Select Run from the popup menu e Type x setup exe where X is the drive letter of your CD ROM drive then click the OK button Select the Install InterBase 5 6 Client Only option Click Next until the Component Selection screen appears Click Next until the Component Selection screen appears To accept the default component selection click OK e If space is a consideration the following components are optional Online Documentation Software Development Support Example Programs ODBC Driver Clear the checkboxes of those you do
100. group click the Group of Employees button then select the group from the drop down list e To increase pay for employees for whom there is a defined filter click the Employees Within a Filter button then select the filter from the drop down list Select the date on which the pay increase becomes effective by clicking the calendar button and selecting a date Take one of the following actions e Ifthe increase is a percentage of the current pay rate or salary click the Percentage Increase button Then enter the percentage increase in the Percentage box e Ifthe increase is a fixed amount click the Fixed Increase button Then enter the amount in the Increase Amount box BATCH INPUT AND GLOBAL UPDATES 18 5 To have Personnel Director round the increase to the nearest multiple in the case of percentage increase click the Round Increase Value checkbox e Click Round Up or Round Down to round to the nearest higher or nearest lower multiple e Select the multiple or type it in the Round to Nearest Multiple Of box For example if the increase based on a percentage was 233 you would select round up and 5 to round to 235 6 Click OK in the Review pane to view the results Preview Screen Pay effective from 9 24 1999 Type of increase Fixed Increase Amount 5 Pounds Sterling Employee Curent Pay Revised Pay 020 Mir G Davidson 12 00 5 00 17 00 Update Close 7 A message reminds you to back u
101. headings Clear the checkbox to remove column headings when printing e Click the Row checkbox to print row headings Clear the checkbox to remove column headings when printing Page Order Indicate how the timesheet is to be printed e To print pages in the timesheet workbook from top to bottom before printing left to right select the Top to Bottom option e To print pages in the timesheet from left to right before printing top to bottom select the Left to Right option Scale Indicate how the timesheet is to be scaled e Click the Fit To Pages checkbox to compress the spreadsheet workbook onto the number of pages that you specify e Type the number of pages high and wide you want to be printed e Specify the percentage to scale the spreadsheet 271 PERSONNEL DIRECTOR USER S GUIDE Printing Other Working Time Directive Reports 272 You can view or print the following reports Weekly Timesheets Average Hours or Breaks Taken l On the Working Time Directive menu click the Timesheet Reports icon The Timesheet Reports screen appears Reports RAEI Properties Employees Please select the properties for the report Week Ending 032871 994 Weeks 1 Week z Reports Tai Hide Opted Out Employees D Show Exceptions Only Breaks Taken Working Time Directive coe _ Select the report you want to view or print and click Run Report Choose the properties of the report
102. in Personnel Director by recording the data using Working Time Directive With Distributed Data Entry there are two options e You create and print timesheets on a scheduled basis using the Working Time Directive function in Personnel Director Employees then use Working Time Directive in Personnel Director to modify the timesheet by filling in their hours e You create and export timesheets using the Working Time Directive module in Personnel Director You can export timesheets into a variety of spreadsheet and text formats Have employees record their hours by updating the timesheet file using the appropriate spreadsheet or text editor When the timesheet file is returned to you update the timesheet in the Working Time Directive in Personnel Director by importing the file and saving the data Viewing and Printing Working Time Reports In addition to printing individual Working Time timesheets you can also view or print a number of standard Working Time reports including the 17 Week Rolling Average report For special reporting requirements you can use Working Time data to customise your own report see Creating New Reports on page 390 255 PERSONNEL DIRECTOR USER S GUIDE Starting the Working Time Directive 256 i To start the Working Time Directive l From the Tools menu select Working Time Directive The Working Time Directive menu appears Working Time Directive Ea C Create a ne
103. included RECORDING AND TRACKING HOLIDAY AND ABSENCE EN Selection If you clicked the Group of Employees or Employees Defined By Filter options select the name from the drop down list Settings You can alter the display settings Maximum Number of Employees Set the maximum number of employees to displayed on the chart To display all employees click the Unlimited Number of Employees checkbox To display a specific number of employees clear the Unlimited Number of Employees checkbox and set or type the desired number Range Set the time range for the chart in years For example you typed 2 the time range spans a year previous to the current date to a year in advance of today s date 2 years 3 Click OK Using Other Absence Schedule Functions Use these buttons to perform the following functions To Click Scroll up the list of employees Scroll down the list of employees Change the spacing between employee records Preview or print the chart Copy the chart to the clipboard Exit Absence Schedule Setting and Displaying Absence Allowances e a e l Every company has an absence allowance policy the number of days hours of paid absence that employees are entitled to per year You can create and track any type of absence not only holidays and leave but also absences for reasons of sickness training or personal reasons 177 PERSONNEL DIRECTOR
104. instructions tips and other helpful information 1 Ifthe Screen Properties screen is not already open do one of the following e On the File toolbar click the Screen Properties button e From the View menu select Screen Properties The Screen Properties dialog appears 2 To add or update help tailored for users of this screen click the Screen Notes Pick List button The Screen Notes editor appears Screen Notes Benefits Oy x File Format Help BO SO moc Ale e all 05 These are screen notes Screen notes are used to explain how a screen functions rather like a help file They can be modified created by the end user 3 Replace the text with the screen notes you want Use the Screen Notes toolbar buttons to format print and save the notes 4 When you are finished click the Save button to save the changes 551 PERSONNEL DIRECTOR USER S GUIDE Using the Screen Notes Toolbars Deleting Screens 552 a Use the Screen Notes toolbar to format print and save the notes you type Save the notes a Clear erase the notes O E Print the notes F Exit Screen Notes Paid id Select the font ral T Select the font size E z Select the font colour To reduce the number Personnel Director screens to those only needed for your organisation simply remove the unnecessary screens from Personnel Director This will simplify the interface for your users
105. layout click the Send to Back button or right click and select Send to Back e To size the object e Use the sizing handles or right click and select AutoSize to size the field to the correct size for the label contents Tip You can also do some extremely fine positioning with the Nudge toolbar as described on Fine Tuning the Size and Position of Objects on page 592 590 USING THE SCREEN DESIGNER Formatting Text Objects Use the Format toolbar change any of the following text properties Font Font size Bold Underline Centre Font colour Bring to front A Times New Roman fi0 z H J U Italic Left align Right align Highlight Send to colour back You can also edit other text properties by selecting from the popup menu 1 Select an object then right click to display the popup menu 2 Change properties such as wordwrap transparency or visibility of objects Formatting Graphic Objects Use the Draw toolbar to add format lines and graphic shapes and add colour fills to them Fill colour Line thickness Line colour Line style Aligning and Spacing Objects The Screen Designer Screen Print has its own toolbar for aligning and spacing objects this is called the Align or Space toolbar You can also set the grid to a specified number of millimeters and set objects to snap to the grid 591 PERSONNEL DIRECTOR USER S GUIDE This gives you extremely powerful features to
106. merge letters 314 Records printing 153 Registering your software 6 Reminder triggers adding to the diary 277 Report List about the Report List window 298 exiting 297 files creating 300 deleting 302 editing 301 exporting 303 importing 302 moving between folders 301 previewing 301 renaming 302 617 PERSONNEL DIRECTOR USER S GUIDE folders creating 299 deleting 300 renaming 300 overview 297 previewing in Report List 301 refreshing 302 starting 297 using the toolbar 299 Report Scheduler configuring 505 database connection 505 engine starting 507 granting user access 508 installing 501 learning 510 main menu 511 main window 510 network requirements 500 starting 509 system requirements 500 client 500 email 500 server 500 workstation 500 toolbars archive 512 help 513 report 512 Report Wizard 390 Reports archived deleting 519 emailing 519 previewing 518 purging 519 creating graphs in 405 creating in Report List 300 618 creating new reports 390 CrossTab Wizard example creating an Days Lost report 401 overview 387 previewing design of 416 printing employee records 121 Report Wizard example creating an Absence Details By Employee report 397 creating an Employee List 390 creating an Employees Grouped by Department report 394 scheduled copying 517 deleting 518 modifying 517 scheduling new 513 Restarting databases 467 Restoring databases 462 S Schedules for holiday and absence 174 determining e
107. name s as used in formal correspondence Known As Enter the name by which the employee is commonly known in an informal scenario for example Bob where Robert is the First Name Title Select the formal prefix to a person s name such as Ms Miss Mrs Mr Doctor and Sir Use the Pick List button to select or create a new title WORKING WITH EMPLOYEE RECORDS Address Enter the address of the employee s normal residence To avoid gaps in the address when performing a mail merge ensure that no blank lines are left between address lines Post Code Enter the employee s home address post code Contract Tab This tab contains data relating to the employee s contract with the company Contract Pap Details Personal Dates Working Time Division Second Dice d Department Information Technology e Job Title jit Manager Location Bristol Office m Reports To m Full Part Time FulTime Contract Type Pemanent d Contract End Date po Notice Period 3Months o d Status itive al Grade Pl Assistant False The following employee fields are on the Contract tab Division Select the particular division within the company in which the employee is employed for example Manufacturing or South West These items can defined in and selected from the available Pick List When organising the information it is worth thinking about how you may want to analyse data within the company Even if you do no
108. on page 60 6 Click OK or click the Turnover Statistics tab to set turnover statistics preferences Setting the Turnover Statistics Preference You can set whether or not to report on turnover statistics for employees leaving or joining the organization or transferred between databases If you enable this option you can display turnover within a database by criteria such as department location date and so on 87 PERSONNEL DIRECTOR USER S GUIDE 1 Select Preferences from the Options menu 2 Click the Turnover Statistics tab Turnover Statistics i Enable Turnover Statistics Turnover Statistics keep track of the number of employees joining and leaving your organization The statistics are automatically updated whenever an employee i added deleted or transfenred between databases 3 Select the Enable Turnover Statistics checkbox to track turnover statistics 4 Click OK Setting Allowance Options You can set how absence allowance is to be calculated for employees in your organisation 1 Select Preferences from the Options menu 2 Click the Allowance Options tab 88 SETTING UP PERSONNEL DIRECTOR 4 Preferences Allowance Options These settings affect how your employees annual allowances are calculated For further information consult the online help or your manual I Count first year as a whole year I Sensitive to employee leaving date I Round up Founding Pre
109. on which the software can be installed is limited to the number of Personnel Director client licenses purchased by Customer from Licensor b The Software is licensed not sold to Customer Customer owns the CD s on which the Software is supplied but Customer does not own the Software contained on the CD s Licensor retains copyright on the Software and the Software is protected under copyright law 2 LICENSE RESTRICTIONS a Customer will not disassemble decompile or reverse engineer the Software b Customer will not modify the Software c Customer will not copy the Software or the accompanying written materials in whole or in part except for reasonable numbers of back up copies d Customer will not use the Software in any manner to provide computer services to third parties WARRANTY a Licensor warrants for a period of ninety 90 days from Customer s date of purchase 1 that CD s containing the Software will be free from defects in materials and workmanship under normal use and 11 the Software as provided by Licensor will substantially conform to Licensor s specifications for the Software b In the event the Software or CD s fails to conform to such warranty as Customer s sole and exclusive remedy for such failure Licensor will at its option and without charge to Customer repair or replace the Software or CD s or refund to Customer the purchase price of the Software excluding shipping costs the License Fee
110. post and pay Use the Pick List button to select or create a new cost code Pay Group Number Select the company pay group that the employee is a member of Use the Pick List button to select or create a new pay group NI Number Enter the employee s National Insurance number If you are exporting data from Personnel Director to Payroll Manager do not enter spaces in the NI number field as they will be removed during export Contribution Letter Enter the employee s National Insurance contribution letter Tax Code Enter the employee s current tax code i e 344L Note For a complete listing of all the pay calculations used in Personnel Director see Understanding Pay Period Calculations on page 597 WORKING WITH EMPLOYEE RECORDS Personal Tab This tab contains miscellaneous personal details for the employee Gender Male r Ethnic Origin white European Marital Status Married Driving Licence Full Licence Vehicle Reg No R572EK Home Telephone 017 727378 Mobile Telephone 0338 772888 00O Fas Number 0117 2663778 OOOO Eoi Wark Telephone 01934 654542 00 E545 Email mdonaghy intemetnet The following employee fields are on the Personal tab Gender Select the employee s gender from the drop down list Ethnic Origin Select the ethnic origin of the employee Use the Pick List button to select or create a new ethnic origin Marital Status Select the marital status of the employee Us
111. print the diary click the Print button to return to the diary click the Close button 283 PERSONNEL DIRECTOR USER S GUIDE Using the Diary Reminder Pop up Window The Personnel Director Diary Monitor displays pending diary reminders in a pop up window Personnel Diary Reminder x i Dismiss Diary Reminder Due O04 Mr J Hesburn 12 07798 Postpone Exit Interview E Close b Click Postpone to be reminded again in 5 Minutes g The Diary Reminder screen displays the date of the reminder the employee who the reminder is about including employee number and the diary reminder text 1 Do any of the following when the diary reminder pop up is displayed e To display the next and previous pending diary reminders use the navigation buttons e To postpone a diary reminder if necessary change the time and duration in Click Postpone To Be Reminded In then click the Postpone button e To prevent a reminder from being displayed but retain it in the diary click the Dismiss button 2 When you finish viewing the diary reminders click the Close button Exporting Personnel Director Diary Items to Outlook If necessary you can export Personnel Director diary items to Microsoft Outlook Note If you are changing the diary function to use Microsoft Outlook follow the instructions regarding Microsoft Outlook in the Overview on page 275 EN 1 To start the diary click th
112. same way as most Windows based word processors Documents once created can be saved and retrieved at any point Optionally you can use Microsoft Word for Windows with Personnel Director Microsoft Word introduces a host of features including the ability to create mailing labels and envelopes both of which are exploited by Personnel Director Although Personnel Director makes the task of creating Microsoft Word mail merge documents and templates very easy you are advised to become familiar with the word processing and mail merge features available within Microsoft Word Note that Vizual Business Tools cannot offer technical or customer support concerning general use of Microsoft Word Notes e Be sure to indicate which word processor you want to use For instructions see Setting Your Add On Preferences on page 8 amp 4 Personnel Director will store your mail merge letter files in DOC format if you select Microsoft Word and RTF format if you are using the built in word processor 305 PERSONNEL DIRECTOR USER S GUIDE Company details used in a mail merge are those set for the office you select using Set My Office from the View menu For instructions see Setting the Office on page 62 About Pre Defined Letter Templates The Letters folder in the Personnel Director Report List contains the following options for writing letters to one or more employees Each template 1s initially in RTF format for use with the Personn
113. screen appears displaying the results of the query Preview Data Employee and Department Iofs STAFFNO POSTNAME DEPARTMENT g 1 Mra L Howell Accounts E Miss C Forson Miss L Hatton Mr T Kennedy W Carline Mr B McGregor Miss G Laird Mr G Campbell Miss G Combe Mr K White Mr K Carroll Mr G E Moore Mrs C Ferguson MrJ Cruickshank Mir M Srnith MrJ Thomson Mr A Pearson Mir A Barber 4 Record Id 4 f H FI oof 100 364 Software Development Information Technology Administration Technical Support Technical Support Sales amp Marketting Technical Support Software Development Technical Support Logistics Technical Support Logistics Software Development Administration Logistics Information Technology Technical Support CREATING QUERIES E 14 Click OK to close the screen The Query screen appears on the Data tab of the Report Builder Employee and Department Sie eyra amp B EE Department LE Employee Number EE Post Name 15 Save the Query e Click the Close Window button in the upper right corner of the Report Builder screen e Click Yes to confirm that you want to save the query Type a name for the query and click the Save button Example 2 A Query with Two Tables and Selection Criteria This example is slightly more complex It queries two tables and has selection criteria In this example we create a query to display absence records that occurred in 1999 along with the
114. security module to change the user access rights 2 Provide the following information Name Type the name of the database Description Type a description of the database This Database Is The Archive Database Click this checkbox if this database is to be an Archive database This is the database where employee records are transferred when you select Archive Employees or Archive Leavers from the Employees menu 3 Click the Create button To make this database available to users add it to the database list The database is automatically added to the Database List see Maintaining a List of Personnel Director Databases on page 440 442 MAINTAINING PERSONNEL DIRECTOR DATABASES 19 Importing Data from Other Sources You may have employee data that is already in electronic form perhaps in an existing database spreadsheet or payroll program If you can save this data in a file with a field delimiter character format such as Comma Separated Value format or Tab Delimited see Preparing Data for Import on page 443 you can transfer this data directly into a Personnel Director database Importing is the process of transferring external data in the form of a file to the Personnel Director database thereby saving large amounts of manual input To import data you create import definitions An import definition is a template that defines the data and the sequence in which it is to be imported Once created you can
115. should NOT be included then check the Exclude option Value Add Delete Range D Exclude D To set a single value as the selection criteria select or type the value in the Value box and click Add To set a range of values as the selection criteria add the first value by selecting or typing the value in the Value box and clicking Add Add the second value using the same procedure then click the Range checkbox To exclude records with this selection criteria click the Exclude checkbox In this example you only want salaried employees so select Per Annum from the drop down list Then click the Add button be sure to click this button before clicking OK Click OK Return to step 12 if you need to specify other criteria for the update otherwise click the Next button BATCH INPUT AND GLOBAL UPDATES 18 What Fields Are To Be Added or Updated 15 Specify the fields to be added or updated in the selected records Global Update Wizard x Please specify the fields that are to be updated and the actual o Updates to be applied ro Add Edit Delete Cancel lt Back Il e To add or update a field click the Add button See step 15 e If there are no further additions click the Next button e To correct a field you previously entered select the line and click the Edit button e To delete a field select the line and click the Delete button In this case you want to add two
116. tab T Accident History Dr M Donaghy Accident History Dr M Donaghy P summary View Detail View Attached Documents 117 PERSONNEL DIRECTOR USER S GUIDE Changing the View Use the following icons to change the view in the Attached Documents screen Button Use To 3 Display the attached documents as D large icons m Display the attached documents as n small icons TEN Display the attached documents as a 0 0 list of file names Ee Display the attached documents as a list of file names and details Adding an Attached Document To add an attached document to an employee s record 1 Take one of the following actions Drag the document from the Windows Explorer or Desktop onto the Attached Documents list OYLr Oo e Click the Attach button 2 The Attach File dialog is displayed Attach File Look in EJ EmiklD pix E k Title frm ez dbadmin frm gE kwikid bk book 4 photorec fm a kwikid bki lt fm Bg printim eq kwikid bk TOC fm reports frn kwikid log B service frm kwikid pdf Ed setup fm Files of type al Files Cancel 3 Select the file to attach and click the Open button 118 LEARNING TO USE PERSONNEL DIRECTOR 5 4 To add comments about the attached document select the document then click the Properties button Or Right click and select Properties 5 Enter a comment for the
117. that shows Employee Number Post Name Start Date Days Lost and Category Select the fields for the query C All Fields f Choose Fields Available Fields Selected Fields Holiday and Absence Additional Employee Number Holiday and Absence Cost Post Name Holiday and Absence Currency Start Date Holiday and 4bsence End Date Days Lost Holiday and Absence Day Numbe _ Category Holiday and Absence Month Murr Holiday and Absence ear Holiday and Abzence Hours Lost z le bb Holiday and 4bsence Day Name Holiday and 4bsence Notes Holiday and 4bsence On Cost Cancel lt Back Hegt gt Now that the fields are identified click Next Indicate whether or not you want to include calculations In this example we have no calculations to perform so click Next Indicate whether or not you will want to group records Groups are only used when creating summary queries so make sure you select No Grouping before clicking Next Specify whether you want to limit the rows returned In this example we only want to see absences that occurred in the year 1999 so we need to add selection criteria Do the following e Select the Define Search Criteria option Query Wizard Limit the rows returned Right click over the list box to see the edit options Cancel lt Back Hegt gt e Right click the Criteria box and select Insert Criteria from the shortcut menu
118. the Add button on the Series tab Double click a chart type to add it to the Series tab To add a title to the new Series click the Title button and type a chart name To delete a selected series click the Delete button then click Yes to confirm To duplicate a selected series click the Clone button A duplicate is created Use the Title button to change the title Changing General Attributes 1 To change the general attributes of the chart click the General tab and do one or more of the following e Click the Print Preview button to see what the chart will look like when it prints 351 PERSONNEL DIRECTOR USER S GUIDE Click the Export button to export chart data to another program Click the Clip Points checkbox to prevent overlapping elements on the chart Use the Margins pointers to change the margins of the graph display in pixels To control the Zoom feature use the Zoom checkbox to turn zooming on or off Click Animated Zoom in an animated sequence To change the number of steps in the sequence enter the step number To control chart scrolling select the radio button that describes the type of scrolling you want Changing Axis Attributes Click the Axis tab to change chart axis attributes Click Show Axis to turn on and off the display of the axes Changing Title Attributes 352 im Click the Titles tab to change chart title attributes To add a title click the Visible button then type
119. the best solution for effective COSHH regulation enforcement Payroll Manager the 32 bit payroll system with links to Personnel Manager Recruitment Manager ideal for managing staff recruitment and selection How Personnel Director Works Personnel Director is a multi platform client server HR system Users can store over 600 separate pieces of data with unlimited history in each category on each employee including e Key Personal Details e Attached Documents e Correspondence History e Career History e Disciplinary amp Grievance Records e Bank Details e Benefit History e Company Vehicle Details and Use e Education History e Emergency Contacts e Employment History e Employee Appraisals INTRODUCING PERSONNEL DIRECTOR Aw Exit Interview Holiday and Absence Key Dates Maternity Details Medical History Professional Memberships Pay History Skills Records Terms and Conditions of Employment Training History Users can modify any of the existing screens using the Screen Designer and create additional screens for each employee Personnel Director comes with a various standard employment letter and contract templates which can be printed for any number of employees using the built in word processor or by linking to Microsoft Word The standard templates cover Recruitment Letters of appointment Contracts Maternity leave Disciplinary Grievance Warnings Dismissals You can track employe
120. the design To go directly to the Preview click the Finish button 13 To save and name the report select Save from the File menu Enter the report name Employee List and click the Save button Example 2 A Grouped Report Employees Grouped by Department 394 This example shows how to create reports that use groups Employees are to be listed within their departments sorted by employee number 1 Click the Reports button on the toolbar 2 Click the New Report button 3 Complete the remaining steps beginning with step 3 in Example 1 A Query with One Table and No Selection Criteria on page 359 4 When the query is complete click the Design tab in the Report Builder window 5 From the File menu select New WORKING WITH REPORTS 6 In the New Items window double click the Report Wizard The Report Wizard screen appears Report Wizard Which fields do you want on your report Data Pipeline Mame plEmployee and Department Available Fields Selected Fields Employee Humber Post Name Department m Order E Cancel Hegt gt 7 Select data the report is to contain Click the gt gt button This adds all the fields on the left to the Selected Fields list on the right Rearrange the fields so that the order is Employee Number Post Name and Department 395 PERSONNEL DIRECTOR USER S GUIDE 8 Click the Next button Available Fields Employee
121. the employee joined the company and today determine the number of days between the date when the employee joined and the current date Employee Details LengthofService DATEDIFF DateJoin Today To calculate the total cost of an absence add the cost of the absence the percentage of on costs plus the additional costs Holiday and Absence TotalCost Cost OnCost 100 Cost AdditionalCost To extract the year from the date Holiday and Absence From Year YEAR StartDate To calculate the difference between planned and actual structural training points CPE CPD Record Unstructured Variance UnstructuredActual UnstructuredTarget To calculate double time Pay History DoubleTime HourlyRate 2 Some useful calculations include The day of the current date Day date field The name of the day of the current date DayName date field The month of the current date Month date field The name of the month of the current date MonthName date field USING THE SCREEN DESIGNER Working with Controls Adding a Control ici Use the buttons on the Control Palette toolbar and drag them to the screen to add Date text and numeric data entry field controls Interactive controls such as checkboxes and Pick Lists Display controls such as labels lines boxes frames information boxes Tabs and their associated pages You can add the following items to a scree
122. to the medical history records of the employees here we would select Medical History 4 Click the Next button What Fields To Be Added 5 Specify the fields that you want to enter Batch Input Wizard x Please select the fields that you would like to appear on the batch input screen required fields are marked with a red dot y x Jiriki ee Available Fields Selected Fields Name of Examiner Location Date of Medical Next Medical Outcome 2 gt EHNE ae Saisie Cancel lt Back Il 419 PERSONNEL DIRECTOR USER S GUIDE In this example we would add the following fields in this order Date of Medical 01 15 99 Name of Examiner Dr Brown Location Office Outcome Flu Vaccination 6 Click the Next button Who Is To Be Included 7 Identify whose information is to be entered Batch Input Wizard Ea Please select the employees that you would like to perform a Batch Input for Group of Employees Filter Manually select Employees Selection ka Help Cancel z Back nw e To include only employees belonging to a specific group click Group Of Employees Select the group that you want to use from the drop down list e To include only employees as identified by an Employee Filter click Filter Select the filter that you want to use from the drop down list e To include only employees you select click Manually Select Employees
123. to the selected user e To grant access to view or edit a schedule click the View Edit Schedules checkbox If this option is not checked the user cannot view or edit the report schedules e To grant access to view all archived reports click the View All Archived Reports checkbox This enables the user to view all the archived reports If this option is not checked the user can view only the archived reports that contain the logged in user s email address 508 SCHEDULING REPORTS 220 NOTE A user s ability to view or edit scheduled or archived reports depends on the security settings selected on this screen 4 Select User gt Exit to exit the Security Manager module Starting Report Scheduler and Logging In l From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Report Scheduler OYLr Double click the Report Scheduler icon on the Desktop The Report Scheduler login screen appears Login to Personnel Director Report Scheduler Fa a Enter your login details for Personnel Director UserName USERNAME Password 9 ssssxxxx Cancel Server TestSAVs l id E _ Hp TestS A S Y btglobaldata Provide the following information Username Enter the User ID you set in the Security Manager or use the default USERNAME Password Enter the password for the selected username If you entered USERNAME the default password is password Server Select the server running th
124. use a definition repeatedly by selecting it from a list Preparing Data for Import Employee data that you want to import will probably be in an existing database spreadsheet or payroll program In order to import it you need to put it in the form of a text file Text files of data for importing must conform to the following rules e Each employee record to be imported must have a unique employee number e Any dates must be in the same format e The fields must be separated by one of the following delimiter characters The comma is the default Description Character Comma Semi colon A Hash symbol Pipe symbol Asterisk F Tab Space 443 PERSONNEL DIRECTOR USER S GUIDE 444 e Text strings must be bracketed by one of the following qualifiers at the beginning and end of each string The double quote is the default Description Character 66 Double quote Single quote Ampersand Asterisk x Hash symbol For example in a comma separated delimiter file format that uses double quotes as text qualifiers each item or field in the file is separated by a comma but no spaces Text fields are surrounded by double quotes For example 001 Jones Mary 01 05 1969 Bristol Sales 0023 Smith David 02704719597 London Marketing The example shows data for two employees The first field in each line is the Employee Numb
125. whom you want to display employee notes 2 Do one of the following A e On the Employee Shortcut bar click the Notes button e From the Screen menu select Open Screen Select Employee Notes and then click OK 3 Click the Summary View tab if it is not already displayed The Employee Notes Summary screen displays a list of all the notes entered for the current employee Adding Editing Employee Notes Details Use the Employee Notes screen to store information that is not relevant to any of the other Personnel Director screens 1 Do one of the following D e To add a record click the New button on the Record toolbar or press hen Ctrl N e To update a record on the Employee Notes Summary View tab select the record you want to work with and click the Detail View tab or double click the record 223 PERSONNEL DIRECTOR USER S GUIDE E Employee Notes 99 Mr M Corsar Bi Es A Employee Notes v 99 Mr M Corsar Date 14705 1993 Type Erd of Probation Notes Michael finishes his probation period today Ensure he recieves welcome pack and employee guide book Follow Up Ensure Michael signs and returns the new contract Follow Up Date 2724 2000 E Bice Ele Summary View Detail view Attached Documents Data Entered on This Screen Date The date of the event being noted in this notes record Type The type of note such as meetings reviews Notes A free format text field to ente
126. workbook name amp A Prints the worksheet name amp P Prints the page number amp P number Prints the page number plus number amp P number Prints the page number minus number amp amp Prints an ampersand amp N Prints the total number of pages in the document The following font codes must appear before other codes and text or they are ignored The alignment codes for example amp L amp C and amp R restart each section new font codes can be specified after an alignment code amp B Use a bold font amp I Use an italic font amp U Underline the header amp S Strikeout the header amp O Ignored amp H Ignored amp fontname Use the specified font amp nn Use the specified font size must be a two digit number 135 PERSONNEL DIRECTOR USER S GUIDE Center Specify the page centering options Click the Center Horizontally checkbox to center the spreadsheet between the left and the right edges of the printed page Click the Center Vertically checkbox to center the spreadsheet between the top and bottom edges of the printed page Margins Type the measurements for the margins header and footer Select the measurement units from the Units drop down list Print Options Click the appropriate checkbox to control the following print options Click the Grid Lines checkbox to print the spreadsheet s grid Click the Black amp White checkbox to convert all c
127. 00 4 3 Page 1 Footer Ready Left 0 Top 0 width 0 Height 0 A If you are designing or modifying a simple report the screen will have four sections e Title e Header e Detail e Footer WORKING WITH REPORTS Grouped reports will have additional Group Header and Group Footer sections On this screen you build your report layout by placing and arranging objects with the Page Designer using the tools on the following toolbars e Standard Components e Data Components e Advanced Components e Report Tree e Data Tree e Standard e Format e Edit e Draw e Align or Space e Size e Nudge To activate a toolbar e Select View gt Toolbars then select or deselect the active toolbars from the popup menu A checkmark means that the toolbar is active Each of these toolbars is described on the following pages Placing Labels Shapes and Images To place an object or data field use the Standard Data or Advanced Components toolbar Following are a list of the functions 1 Click the appropriate toolbar button as shown below Select Object Select a placed object Label Place a text label Memo Place a memo Rich Text Place a formatted text label System Variable Place a system variable such as date or page count 409 PERSONNEL DIRECTOR USER S GUIDE 410 E Halad H m e Ble amp Variable Image Shape Line Graph Bar Code Text Field Memo Field Photograph
128. 000 nn A WoO me OO oN pk 14 17 17 18 19 21 26 28 29 29 PERSONNEL DIRECTOR USER S GUIDE Upgrading from Personnel Manager 0 0000 ce eee eens 30 Running the Personnel Director Upgrade Wizard 30 Preparing Your Converted Database for Use 32 Starting Personnel Director and Logging In 24 32 Setting Up Security 35 Starting the Security Manager Module 0 0 0 cee eens 35 The Secunity Wanaset Screen 205354 oes dG alee ie Be dale arc sia 36 Adding a New User Accounts 660 344 500i S468 Ahh Oba ee NAS e RAS 37 Creating a Template for User Settings and Privileges 43 Editing User Accounts or Templates 2 0 0 0 cc cee eee 44 Locking and Unlocking User Accounts or Templates 44 Deleting User Accounts or Templates 0 0 45 Setting Security Privileges for a User Account or Template 45 Modifying Module Level Privileges 0 000000 46 Modifying Database Level Privileges 0 005 47 Modifying Screen Level Privileges 0 0 02 cece eee ees 48 Modifying Field Level Privileges 0 0 0 50 Modifying Function Level Privileges 0 e eee eee 51 Modifying Employee Level Privileges 005 52 Auditing Personnel Director Usage 0 0 eee eee 54 Starting Personnel Director and Loggi
129. 1 2003 2 43 57 PM This window is the starting point for accessing all of the functions in Personnel Director This section describes components that you see on the main window and how to use them e On the top of the window are the menus and toolbars You can open screens from the menu or from the shortcut bar The toolbars are organised by function and can be turned on or off as you wish e On the left side of the screen is the shortcut bar Use it to select the type of employee information you want to work with You can also customise your shortcut bar by changing the icon size and by rearranging adding and removing icons LEARNING TO USE PERSONNEL DIRECTOR 5 e On the right side of the screen is an area which displays the Personnel Director screens When you start it displays the Employee Navigator which you use to select the employees you want to work with e At the bottom of the screen is the status bar Check this bar for the current date and time and additional information about the current state of Personnel Director The Main Menu The main menu near the top of the window is called the menu bar File Employees Screen Company Toole View Options Window Help Each word or group of words on a menu provides access to another menu of related functions When you click on a word on a menu a drop down list appears showing the menu associated with that word For example when you click on Options the Options menu is
130. 1 Click the Reports button on the Tools toolbar 2 Inthe Report List window click the New Report button 3 Double click the Query Wizard button or select the Query Wizard and click OK 4 When the query is complete the results appear in the Preview Data window Click OK to close the window 5 The query results appear in the Query Designer window 6 Click the Design tab From the File menu select New Double click the Report Wizard button or click OK Query Examples There are two types of queries Simple These queries use one or more tables that may or may not have search criteria but do not contain calculations Summary These are queries that use functions average sum minimum maximum or count to calculate statistics grouped by other fields for example Headcount by Department or Average Age by Gender This section illustrates a number of examples showing how to create simple or summary queries Simple Query Examples Example 1 A Query with One Table and No Selection Criteria This example is the simplest query you can build it uses only one table and has no selection criteria This example queries the Employee Details table for the Employee Number Post Name and Department fields rae 1 Click the Query button on the Tools toolbar Quer or Select Query Database from the Tools menu The Select Query screen is displayed Query List Birthdays this Month Contractors Full Time Em
131. 1 From the Report List click the New Graph button The Graph Wizard appears 2 From the Graph menu select Graph Setup or click the Graph Setup button on the toolbar WORKING WITH GRAPHS 15 3 Complete the graph criteria as follows Graph Criteria x Plot the information contained in OF Employee Details and Cancel Plot the eee __ Help Number of Employees of Versus Employee Details Age Divided By 365 i Plot Range of alues Start fis End e5 Step 4 Versus Employee Details Division ag Plot Range of salves Start bp End a step a e From the Plot the Information Contained In drop down list select Employee Details This is the table on which to base the graph e From the Plot The drop down list select Number of Employees This is the information that will appear on the Y axis of the graph e From the Versus drop down list select Employee Details Age This is the information that will appear on the X axis of the graph e Click the drop down list button in the field below Employee Details Age and select Divided By Then enter 365 in the text box to the right of the field This will display the ages in years rather than days e Check the Plot Range of Values checkbox to indicate that you want to specify a range of age values e Jn the Start field enter 16 to indicate that you want the graph to include age values beginning with 16 e I
132. 1 Select Preferences from the Options menu 2 On the Options screen click the Add Ons tab The following screen is displayed SETTING UP PERSONNEL DIRECTOR 4 Preferences x Mail Merge Word Processor Use the built in Word Processor f Use Microsoft ord for windows Mord 97 or above Spreadsheet f Use the built in Spreadsheet f Use Microsoft Excel Excel 97 or above Diar f Use the built in Diary to record diary reminders f Use Microsoft Qutlook to record diary reminders 3 Specify which word processor spreadsheet and diary reminder you want to use by clicking the appropriate option If you select Microsoft Word Microsoft Excel or Microsoft Outlook the applications must be fully installed on your computer 4 Click OK or click the Absence tab to set absence preferences Setting Absence Preferences You can set Personnel Director to calculate holiday and absence based on company level pay periods or employee lever pay periods e Base the calculation of days lost and hours lost on company pay periods the default or on employee pay periods e Include weekends or company holidays or both in the calculation of hours or days lost due to absence on the Holiday And Absence screen e Specify the field which is to be used to determine the company office an employee is assigned to 85 PERSONNEL DIRECTOR USER S GUIDE 86 To set absence preferences 1 Select Preferences from the Options menu 2
133. 2 400 WORKING WITH REPORTS e With the DBCalc field selected select Days Lost from the Data drop down list Data Design Preview kt ABS tea fe m AS S plGroup_Absence_By Em a z Lategar Dans Lost i a e With the DBCalc field selected right click and select Calculations from the menu Calculations Cale Type Sum z Reset Group e Then select Sum from the Calc Type drop down and click OK e Right click the DBCalc field and select Display Format from the menu Set the display to one decimal place and click OK Format Display Format HOB 0 00 0 00 1234 40 0 00 0 00 1 234 40 0 00 4 0 00 1 234 40 0 00 4 0 00 1 234 H 0 F4 0 1234 4 0 4 0 234 4 Ox 1234 40 2 0 00 2 canci 11 Click the Preview tab to view the finished report Example 4 Creating a Quick Crosstab Report Cross tab reports are useful when you need to analyse information by several different fields for example average days lost by department gender and absence category 401 PERSONNEL DIRECTOR USER S GUIDE 1 Create a new query using the Employee Details and Holiday and Absence tables Select the following fields Department Gender Days Lost and Category Do not group fields or add calculations 2 Click the Design tab then select New from the File menu 3 S Report CrossT ab Wizard 402 WORKING WITH REPORTS 4 As we want the repo
134. 3 To give the account access to a module leave the checkbox selected to deny the account access to a module clear the checkbox 4 Click OK Screen Designer T Self Service Administration 46 PERSONNEL DIRECTOR SETTING UP SECURITY Modifying Database Level Privileges If you deny access to a database the user cannot open that database 1 If you select Databases click Next to go to the next screen Database Securty Wizard NOPAYT Database Access ne Please specii which databases the user hat access to and which databases are not allowed Prohibited Cancel 2 Onthe Database Access screen select which databases the user can access and which ones they are prohibited from accessing e To add a database in the Allowed list to the Prohibited list click the Add button e To remove a database from the Prohibited list and make it available click a database in the Prohibited list and then click the Remove Is M button e Use the Add All button to move all the databases in the Allowed list to the Prohibited list e Use the Remove All button to move all the databases in the Prohibited list to the Allowed list 3 Click Next then click Finish 47 PERSONNEL DIRECTOR USER S GUIDE Modifying Screen Level Privileges ay a oe a m 48 If you deny access to a particular screen the associated screen button 1s disabled on the toolbar 1 If you select Screens click
135. 4 Click OK Recording Working Time Directive Data 264 Use the Working Time Directive screen to enter information for each employee on the timesheet Notice that hours you add or change is reflected in the Planned Hours Actual Hours and Total fields You can speed up data entry by copying data For example if the planned start and end hours are the same for all days on the timesheet 1 Type the Planned Start and Planned End hours for Monday 2 Select the two fields and click the Copy button MANAGING WORKING TIME REGULATIONS 10 3 Select the Planned Start and Planned End hour fields for Tuesday through Sunday and click the Paste button Record the following information on the timesheet Planned Start Type the hour 24 hour clock planned as the hour work is to start Planned End Type the hour 24 hour clock planned as the hour work is to end The number of hours planned is calculated from the Planned Start and Planned End fields and is displayed in Planned Hours Actual Start Type the hour 24 hour clock when work actually started Actual End Type the hour 24 hour clock when work actually ended The number of actual working hours is calculated from the Actual Start and Actual End fields and is displayed in Actual Hours Breaks Taken Indicate whether or not breaks were taken Select Yes or No Hours Absent Type the number of hours the employee was absent during the time period being reported Hours In
136. 4 4LOANVALUE Style Shape Style None Test Align Display T Auto Apply Help Cancel Apply This links the Pick List control with the Description field e When you have done this click OK Align 7 To avoid wasted space on the form you can reduce the size of the screen e Select and drag the navigation buttons up the screen lt ajej C e Now size the screen size so it looks similar to this Loan Equipment Date Description DESCRIPTION Retumed value LOANVALUE Detail wiew 8 Save the screen and exit Screen Designer to check the results in Personnel Director 538 USING THE SCREEN DESIGNER Example 3 continued Modifying the New Screen Now that you have successfully created the new Loan Equipment screen you decide to customise it further to enter and display the following e The quantity of equipment the employee has You also want to validate the field to ensure it has a number of or greater e The total value of the equipment loaned e The reason for the loan e The Department to be charged e Equipment returned indicator e Notes or comments As you are customising the screen you will also want to e Design a multi page tab to avoid too large a screen e Align the labels to conform with the rest of the screens e Trigger a diary reminder for the return date To modify the Loan Equipment screen first 1 Open the Loan Equipment screen
137. 5 To specify a group click I Want To Select Employees as a Group Absence Allowance Wizard Employees Use this step to specify the employees to which the allowance is to be assigned Employees can be selected as a group or a filter or You can specify ALL employees f want to select employees using a filter f want to select ALL employees lt Back ne gt Cancel e Click the Pick List button and select the group to which you want to assign absence allowances 181 PERSONNEL DIRECTOR USER S GUIDE 182 6 To specify a group of employees you have defined with a filter click I Want To Select Employees Using a Filter Absence Allowance Wizard Employees Use this step to specify the employees to which the allowance is to be assigned Employees can be selected as a group or a filter or you can specify ALL employees f want to select employees as a group f want to select ALL employees lt Back ne gt Cancel e Click the Pick List button and select an Employee Filter from the list 7 To assign the allowance to all employees click I Want to Select ALL Employees Allowance year Start Use this step to specify the date on which allowances are to start The options are a specific date anniversary of joining the company and anniversary of end of probabation f want all allowances to start on a date specify m f01 499 C Allowances start on the
138. 8 10 07 56 10 09 36 10 40 05 10 49 12 11 05 09 11 46 41 12 16 13 12 31 55 USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME USERNAME DEMODATA DEMODATA DEMODATA DEMODATA DEMODATA DEMODATA DEMODATA DEMODATA DEMODATA DEMODATA VBTPMDBONE VBTPMDBONE DEMODATA DEMODATA DEMODATA DEMODATA DEMODATA DEMODATA VBTPMDBONE VBTPMDBONE Log Out Log Out Log Out Modified Record Log Out Log Out Log Out Log Out Modified Record Log Out Log Out Log Out Log Out Log Out Log Out Log Out Log Out Log Out Log Out Log Out 2 Take any of the following actions Filter the list of users and their activities Select the type wr and filter criteria and click OK A Sort the list of users Select the sort criteria and sort order zt and click OK Show all users if a filter has been applied Clear the audit log Confirm that you want to clear the log Export the Audit Trail details Exit the Audit Trail dialog PERSONNEL DIRECTOR SETTING UP SECURITY Starting Personnel Director and Logging In 1 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Personnel Director 2 Type the password Select the server to which you want to connect from the Server drop down list 4 Click OK Note If you are a new user your a
139. A AGF MASTER MASTER MASTER MASTER MASTER MASTER Criteria Pay History Pay e Double click the name of the field to be searched The field appears in the Criteria Fields list e Click the Operator cell in the row of the field and select the operator you want from the drop down list e Click the Value cell in the row of the field and type the value to be searched for 3 To delete a search statement right click the statement and select Remove from the shortcut menu Cancel 2 To add a search statement do the following Changing Sort Order 4 1 Click the Sort button on the query screen The Sort tab appears Query Designer Oy x Tables Fields Calc Group Search Sort soL 41 Available Fields _Field Alias Field SQL Alias Table SOL Alias Z o o lt l Address Line 1 MASTER ADDR MASTER Address Line MASTER ADDA MASTER Address Line3 MASTER ADDA MASTER Address Line 4 MASTER ADDA MASTER Address Line 5 MASTERADDA MASTER Age MASTER AGF MASTFR El Sort Fields fi Hatua Arder Field Aliaz i i Table SQL Alias 2 To adda Sort statement do the following e Double click the name of the field to be sorted The field appears in the Sort Fields list e Click the Desc checkbox in the row if you want the field to be sorted in descending order Z to A or 9 to 0 Clearing the checkbox indicates the field is to be sorted in ascending order To
140. About the Employee Details Screen The main employee screen is the Employee Details screen Employee Details 001 Mr M Donaghy i il Employee Details SUN lh wi Doia yy gt anaa aaa m Contract Pay Details Personal Dates working Time Sumame Donaghy Division Second Office m First Name Michael Department Information Technology z Middle Name Job Title jit Manager z Known 4s Mike Location Bristol Office z Title Mr z Reports To m Address 59 Hillside Wiew Full Part Time Ful Time z Nailsea Contract Type Permanent z Bristol Contract End Date Notice Period Months m Status Active m Fost Code pst 21HG Grade m Assistant False It contains general information about an employee including their employee number name and address as well as contact pay details personal dates and working time particulars This screen is the starting point for accessing all of the information about an employee in Personnel Director For more information about the Employee Details screen see chapter 7 Working with Employee Records on page 149 LEARNING TO USE PERSONNEL DIRECTOR 5 About Other Employee Screens There are additional employee screens that contain various types of employee data such as Holiday and Absence History Pay History or Medical History These screens present data associated with the subject that pertains to the currently selected employee For more information about thes
141. Add button to add a selected field or fields to the selection list on the right e Click the Add All button to add all fields to the selection list on the right e Click the Remove button to remove a field or fields from the list on the right e Click the Remove All button to remove all fields from the list on the right Use the up and down buttons on selected fields to resequence the list e Click the Up button to move a selected field up the list on the right e Click the Down button to move a selected field down the list on the right To show information about each employee add the Employee Number Post Name and Department fields Query Wizard Eg Select the fields for the query t All Fields amp Choose Fields Available Field Employee Details Cost Code Employee Details Date of Birth Employee Details End of Probatio Employee Details Date of Join Employee Details Division Employee Details Driving Licence Employee Details Email Employee Details Ethnic Origin Employee Details Full Part Time gt Cancel lt Back Next gt 361 PERSONNEL DIRECTOR USER S GUIDE 7 Now that you have selected the fields for the query click the Next button Indicate whether or not there are calculations to be included in the query In this example there are no calculations so click the No Calculations option Add calculated fields to the query f No Calculations Add Calcul
142. Be sure to set Personnel Director to calculate absence days lost and hours lost based on employee work periods For instructions see Setting Absence Preferences on page 85 73 PERSONNEL DIRECTOR USER S GUIDE To define a master work period l 74 Select Work Periods from the Company menu The Company Vehicles Summary screen is displayed Work Periods an Work Period ID fioo Start Time Finish Time Hours f Monday osoo fiso I Tuesday e e IY Wednesday fzo fso I Thursday ie 1 El I Friday jan00 Joe00 I Saturday El E m 7 ro r ro ro IY Sunday zz 0 Take one of the following actions e To insert a new Work Period master click the Insert button e To update an existing Work Period master use the navigation buttons to display the master you want to work with Type a name for this Work Period master for example Flexible Time For each day and its associated hours do the following e Select the checkbox for the day worked e Specify the start and end times of the hours to be worked Personnel Director automatically calculates the hours from the Start and End times entered You can also type the number of hours directly Press Post Edit to finish entering the work period Use the following buttons to insert records post and cancel changes Button Action Insert a new work period master record SETTING UP PERSONNEL DIRECTOR 4 Post changes made to the current work
143. CHEDULING REPORTS 220 Configuring Report Scheduler The following section contains instructions on how to configure Report Scheduler to connect to the Personnel Director database and use the Service indicator to select and start the Report Scheduler Engine Configuring Report Scheduler to Connect to the Personnel Director Database To connect Report Scheduler to the Personnel Director database you must e Configure Report Scheduler to connect to the Personnel Director global database e Provide the email address of the Administrator who will receive mail about reports that could not be delivered due to invalid email addresses Important Note You must configure Report Scheduler before using the service indicator setting up security or logging into Report Scheduler itself To configure Report Scheduler 1 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Configuration Utility Configuring Report Scheduler x Please select a Personnel Director database server to run the scheduled reports against and enter the Personnel Director administrator account password Server D DBIBDBSVET GlobalD ata gdb aj Username Password Contirm Password Admin E mail Address rajeevr oneclickhr co in i SMTP Test E mail E mail Server Username Serice Time Interval Minute s 2 l Mote The Admin E mail address ts the e mail address to which any error rep
144. CTOR USER S GUIDE 380 so that the rows in each table are joined to create one larger table Usually this column is the same in the right table as in the left table such as Employee Number All rows from the left table and all rows from the right table are included if values meet the retrieval criteria If values do not meet the retrieval criteria their rows are omitted To specify the joined field simply select a field in the left table select the associated field in the right table then click the Add button The result appears in the Joined Fields list where you can change the Operator if necessary To remove a statement from this list simply select the statement and click the Remove button To change a table statement click the button The Table Join screen appears Add change or remove the statements as required To remove a table statement double click the Field Alias name Changing Selected Fields Hl 1 Click the Fields button on the query screen The Fields tab appears Jox Query Designer Tables Fields Cales Group Search Sort SQL LEl Available Fields Field Alias Field SAL Alias TableSGLAlas o oO o 0000000 l Address Line 1 MASTER ADDA MASTER Address Line 2 MASTER ADDA MASTER Address Line 3 MASTER ADDA MASTER Address Line 4 MASTER ADDA MASTER Address Line 5 MASTER ADDA MASTER Ane MASTER AGE MASTER H Selected Fields All Fiel
145. Color button e To return to the default colour palette click the Default Palette button Click OK To set the pattern for selected cells l 2 3 Select the cell s to be formatted Select Pattern from the Format menu Provide the following information Fill Colour Click the fill color you want Pattern Colour Click the pattern colour you want Fill Pattern Click the fill pattern you want Click OK 141 PERSONNEL DIRECTOR USER S GUIDE 142 To set protection for selected cells 1 2i 3 4 Select the cell s to be formatted Select Cell Protection from the Format menu Provide the following information Locked Click this checkbox 1f the contents of this cell are to be displayed but are not to be edited Clear this checkbox 1f the contents are to be updatable Hidden Click this checkbox 1f the contents of this cell are not to be displayed Clear this checkbox to display the contents Click OK To set column width 1 Select the columns to be formatted 2 Select Column Width from the Format menu 3 Provide the following information Width To specify the width type the number of units Use Default To use the default width click this checkbox To set the default click the Change Default button and type the width and units then click OK Units Select the units of measurement from the drop down list 4 Click OK To set row height 1 Select the rows to be formatted 2 Selec
146. Corsar B 97 Miss J Duncan el 59 Mr A Fiddes B EB Mr A Forrest B 29 Mr Greene lf 1 Mrs L Howell lf 92 MrJ Mackay ol 84 MrS Maxwell el 37 MrS McMillan el 82 Mize L Milliken 7 E 26 Mrk Panton E 23 Mre M Taylor lf 98 Mr P wad ol 79 Mr K White H E Administration All Employees ee To display an employee s details you simply double click the name of the employee If grouping by department is inconvenient you can quickly change the organisation of the Employee Navigator to categorise employees by surname division payroll or other criteria You can even create and select from your own customised groups and filters You can also locate employees by employee number or name For further information see Searching for Employees on page 154 To display details for an employee 1 Ifthe Employee Navigator is not displayed do one of the following e On the Tools toolbar click the Employee Navigator button _or e Click the Employee Navigator item in the View menu 2 Double click the folder of the department or other group that the employee is a member of 3 Double click the name of the employee you want to work with 101 PERSONNEL DIRECTOR USER S GUIDE O Shortcut Bar 102 The Employee Details screen for the employee you selected appears Employee Details 001 Mr M Donaghy 0 J Employee Details n Wale v Deia y eunin Muka m t CS S S Contract Pay Detai
147. Creating New Records Manually 0 0 00 aee 150 Editing Employee Records essre eridro oR es eG eee Pew ata 152 Deleting Employee Records ca5ieesecekdeeeeedieueneihseea aye 152 Printing Employee Records i003 oan 1454404 4Gd dense didesdadsds 153 Searching for Employees x ss dreken veut ewe Vee basa ie te ve ds 154 Using the Employee Navigator 0 0 00 c eee eens 154 Locating Employees by Employee Number or Name 158 Employee Data Entered on the Employee Details Screen 159 Main Screen FIClds errei do ahead deh NAS ORS CBRE CaS 160 Contract TaDy a4 itt wh aed nase Boe bees ake kee e eRe eee 161 Pay Details TAD cuenta t odes det he ke ie he a el ee eo oa 163 Pertsonal Tab forsee aes ho Beek ete eee eed eee E a a D 165 Dates TAD 08 5 due kot d cue a cach dhs ook hr oh ada ae eae eee 166 Workin amp Time TaD sereissreres re dee aie Bee Pas ache Botan ew ese Shieh 168 recording and Tracking Holiday and Absence 169 Entering Holiday and Absence Records 0 000 eee 169 Displaying Holiday and Absence Summary 170 Editing Holiday and Absence Details 0 000050 171 Displaying Holiday and Absence Calendars 173 Displaying Holiday and Absence Schedules 174 Using Other Absence Schedule Functions 0 177 Setting and Displaying Absence Allowances 220050 177 Assigning Wo
148. DE statement to select only those with the week ending January 28 2000 Remember to click the Add button after creating each statement Table Field Operator Value Project Time Sheets Project Code Is Equal To Project Project Time Sheets Week Ending Is Equal To 1 28 2000 The Filter screen looks similar to this Filter x Criteria Table Field Operator Value Project Time Sheets Activity Code lz Equal To ai Project Time 5 i feek Ending lIs Equal To ae O00 sheets Add Replace Remove r Auto Replace Tabe A Fe td Ms Upao Yt Project Time Sheets Week Ending Is Equal To 1728 2000 e crea 4 To save the criteria you just specified click OK 5 Type a name for the filter for example Project 1 Time Sheets 1 28 and click OK You now have a filter which will pull the Project 1 Project Time Sheet records for the week ending January 28 2000 Try running it to see if it works 294 WORKING WITH GROUPS AND FILTERS 120 Applying an Employee Filter To apply an employee filter from the list of employee filters v 1 Click the Filter button on the Employee Navigator The Filters screen is displayed Filters Select Filters Part time employees __Seect_ Cancel Help Edit Rename Delete 2 Select the filter you want to run and click the Select button The status bar at the bottom of the Employee Navigator display
149. Database where you want to import data into and click OK Click the Import Data button O From the File menu select Import Data MAINTAINING PERSONNEL DIRECTOR DATABASES 19 The Data Import Wizard dialog appears Data Import Wizard x Welcome to the Import Wizard This wizard will guide you through the steps required to import data from a text file into the Personnel Database Please select the wizard option you require and then click Next to continue f want to create and use a new import definition i want to useedit an existing import definition f want to delete an existing import definition 4 Back Next gt Eimer 4 To create a new import definition click the I Want To Create And Use a New Import Definition button 5 Click Next The Import File Details dialog is displayed Data Import Wizard Import File Details Using the options below you can specify the file to be imported and describe the format of the file Import File C My Documents NAMES cev Field Delimiter pooo H Text Qualifier Po Date Format Dimm First row contains headings ial Import Into Table MASTER O Cancel lt Back ii Eimer 6 Do the following Import File Click the Browse button to locate the file that you want to import Double click the file or select it and click the Open button Field Delimiter Select the field delimiter character from the drop down list Text Qualifier
150. Designer window along with the Screen Properties and Field Chooser dialog boxes E Screen Designer olx File Edit View Alignment Window Help SA2Q ea Sag sae Aa 2 4a aaa Screen Properties Screen Name ABSENCE i i it s S Display Name Holiday and Absence Start Date Screen Icon Click to Change Icon gt End Date gt Screen Notes Click to Edit Notes gt Days Lost Days Hours Lost Hours Cost Cot Currency On Cost p Additional Cost gl ENDDATE Total Cost Totalo aean FROMMONTH FROMYEAR w a a a HOURS NAMEOFDAY hd New Edit Delete 4 Add or change the properties for the screen and its fields and controls E Aa ai A El al i Vv Detail View For more information about changing screen properties see Changing Screen Properties on page 550 For more information about adding changing or removing fields see Working with Fields on page 556 For more information about adding changing arranging or removing controls see Working with Controls on page 571 5 When you are finished save the changes 548 USING THE SCREEN DESIGNER Changing an Existing Screen You can change the Detail View tab of an existing Personnel Director screen or a screen that you previously created Do one of the following e On the File toolbar click the Open button _or e From the File menu select Open Screen _or e Press Ctrl O The Open Sc
151. Documents To view attached documents e Click the Attached documents tab Summary View Detal View Attached Documents To change from Detail to Summary view e Click the Summary tab Summary view Detail View Attached Documente 112 LEARNING TO USE PERSONNEL DIRECTOR 5 Summary Screens Summary screens summarise the employee data into a list view Each row in the list represents one employee record for the type of data contained on the screen In the following Medical History screen each row displays a holiday or absence record for the current employee Medical History 83 Mr D Anderson oe Medical History 63 Mr D Anderson 1071 1999 2 1 2000 5 1 2000 Summary View Detail View Attached Documents Sorting Columns You can sort the records using any displayed column Simply click the column heading of the field by which you want to sort Clicking the column heading again will sort the records in the opposite order For example the medical date is used to sort the records from the oldest date to the newest date To sort the records from the latest date to the earliest date click the Date of Medical column heading Rearranging the Columns You can change the order of the columns in the Summary screen by dragging and dropping them to any position you wish You can also resize columns Note Column positions and sizes are saved and displayed again the next time you access the screen 113
152. ERSONNEL DIRECTOR USER S GUIDE Link WTT Cost Centre to the Following Field This determines which Personnel Director field links to the Cost Centre field in Working Time Tracker The default is the Department field but you can select the Cost Code field if you wish Linking the Databases Next you link Personnel Director databases to Working Time Tracker databases Personnel Director exchanges employee information with the Working Time Tracker database linked to the database in which the employee is located 1 Click the Link Databases tab WTT Link Options E x Please specity the Working Time Tracker database to which each Personnel Director database is linked PO Database WITT Database Archive Database Not Linked Employee Database Link Unlink A list displays your Personnel Director databases on the left 2 To connect a Personnel Director database to a Working Time Tracker database select the database from the list and then click the Link button Select WTT Database x Please select the WTT Database you wish bo link bo OneClickHR 3 Select the Working Time Tracker database to link to from the list and click OK 496 LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER 24 Synchronising Employee Information This option is used to synchronise the employee information contained in Personnel Director and Working Time Tracker Synchronisation is performed for the cur
153. IM Removes all instances of a specific leading character from a string MAXSTR Returns the maximum value in a list of strings MINSTR Returns the minimum value from a list of strings MID Returns a substring of a string PADC Centres a string within a given width PADL Pads a string on the left with spaces to a specified length PADR Pads a string on the right with spaces to a specified length PROPER Capitalizes the first letter of every word in a string and lowercases all other characters Function Description REPLACE Replaces one substring with another REPLICATE Duplicates a string a specific number of times RTRIM Removes all instances of a specific trailing character from a string SOUNDEX Returns the Soundex code for a string SOUNDALIKE Determines if two strings sound alike based on their Soundex codes STR Returns the string equivalent of a value TRIM Removes a specific leading and trailing character from a string UPPER Converts a string to uppercase VAL Converts a string to its numeric equivalent WORDCOUNT Returns the number of words in a string 607 PERSONNEL DIRECTOR USER S GUIDE 608 INDEX A Absence setting options 85 Absence allowances calculations for 186 carried over to next year 187 deleting company 73 displaying summaries for an employee 183 end of year maintenance 187 modifying company 72 modifying for an employee 184 recalculating 186
154. IRECTOR USER S GUIDE Running a Query for Display or Selection Hi 1 Click the Query button on the Tools toolbar OYLr Select Query Database from the Tools menu The Select Query screen is displayed Query List Query Mame Birthdays this Month Select Contractors Employee E aming over 15 000 Full Time Employees Hourly Paid Employees New filter from Pe Part Time Employees WTO Opted Out Working Time Opted Out Cancel ee Help Edit Delete 2 Select the query you want to edit and click the Select button The query results are displayed gt Query Employees Earning Over 15 000 OR x fle Drag a column header here to group by that column POSTNAME Miss J Duncan Mr T McGinley r 5 Beaumont Mrd Mackay Miss G Callaghan A McCulloch MW Stenhouse Mr G Simpson Miss L Muir Mr P Ward 3 Do one of the following a e To select an employee double click the employee s name or select the f employee s name and click the Employee button 376 CREATING QUERIES E e To save the results to a file Click the Save button type a filename and choose its location then click OK You can save into Text TXT Hypertext HTM or Excel Spreadsheet XLS format Editing a Query With the Query Designer Essentially you use the same procedure for changing a query for display purposes or a query to be used in a report 1 Do one of the following If you are u
155. It is important to understand that payroll information is only passed between Working Time Tracker and Payroll Director for weekly paid employees Pay information for all other employees is passed from the Pay History in Personnel Director to Payroll Director The Payment Cycle field in Working Time Tracker is used to indicate if an employee is weekly paid Employee Numbers For employee information to be shared between Working Time Tracker and Personnel Director the Employee Number field must be numeric and cannot contain alphabetic characters If you modify an employee in Personnel Director and the Employee Number is not numeric Working Time Tracker will not be synchronised with the changes No error message is displayed When the Working Time Tracker link 1s enabled you cannot change Employee Numbers in Personnel Director This is because it is not possible to change an employee s Clock Number once it has been set in Working Time Tracker Deleting Employees 492 When you delete an employee in Personnel Director the employee is not deleted from Working Time Tracker However their date of leaving is set to the current date and the reason for leaving is set to Employee deleted from Personnel Director You can if you wish start Working Time Tracker and permanently delete the employee from the Working Time Tracker database LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER 24 Global Updates Batch Inputs and the New
156. L DIRECTOR USER S GUIDE Determining Which Employees Appear on the Chart 176 The absence schedule displays the current employee s absence together with a number of other employees absence records You can create a group or define a filter to display only certain employees or types of absence You can also set the maximum number of employees to display on the schedule 1 Click the Selection pick list button The Absence Schedule Criteria screen appears Absence Schedule Criteria Employee Selection Select which employees you would like plotted on the schedule f Group of Employees Employees defined by a Filter All Employees Selection Engineering Settings Maximum Employees Use this setting to specify the maximum number of employees that can be plotted on the Absence Schedule f Unlimited Number of Employees Plot a masimum of E aj Employees Rane Plot absences from todays date fir pearls 2 Provide the following information Employee Selection Select the employees you want to be included Group of Employees Click this option if you want to select employees by group Then select the group you want from the Selection drop down list Employees Defined By Filter Click this option if you want to select employees by filter Then select the filter you want from the Selection drop down list All Employees Click this option if you want all employees to be
157. NEL DIRECTOR USER S GUIDE Setting Field Validation Properties If this field is to be verified click the Validation tab to set the rules to be used Field Properties E Field Display Format Value Validation Pick List web W A value is required for this field Validation Formula Edit Display this message if the validation Fails Provide the following information A Value Is Required For This Field Click this checkbox 1f the field is mandatory Validate This Field Before Saving Click this checkbox if the field must be verified before the record is saved Validation Formula To enter a validation formula click the Edit button The Validate This Field Before Saving checkbox must be selected The Field Validation screen appears Field alidation Validation Stat t alidation Statemen ok Quantity 1 Cancel Test Expression kh Help Functions 562 USING THE SCREEN DESIGNER Enter the formula then click OK For more information about entering field verification formulae see Entering Field Validation Formulae on page 568 Display This Message If Validation Fails Type the message that is to appear if the verification fails Setting Field Pick List Properties If the user is to select the value for this field from a Pick List click the Pick List tab You can set whether or not the Pick List is fixed Field Properties Field Display Format Value V
158. Navigator 154 using groups 286 Folders creating in Report List 299 deleting in Report List 300 renaming in Report List 300 Functions 601 setting security privileges 51 G Global updates 417 using the Global Update Wizard 423 Graphs about the Charting window 334 adding titles 335 applying 3 D effects 347 changing data 355 changing properties 350 changing the type 347 changing titles 350 copying to the clipboard 355 creating in Report List 300 displaying 333 displaying markers 350 displaying source data 335 examples 613 PERSONNEL DIRECTOR USER S GUIDE creating a 2 axis graph 337 employees by range of pay 340 exporting a Personnel Director graph 355 filtering data 335 filtering data for 349 filtering graphs 349 in reports 405 moving and zooming 348 overview 333 printing 346 saving 335 345 setting up 335 types area chart 335 347 horizontal bar chart 335 347 line graph 335 347 pie chart 335 347 point scatter chart 347 scatter chart 335 vertical bar chart 335 347 using the Graph Wizard toolbar 335 working with 345 Grid 412 Grievance See Disciplinary and grievance data Groups 285 adding employees to a group 288 archiving employees by 128 creating new groups 289 deleting groups 289 displaying an employee s group membership 289 displaying employees in a group 286 removing employees from a group 288 removing from Employee Navigator 157 286 selecting 156 286 614 H Holiday and absen
159. Next to go to the next screen Screen Security Wizard NOPAY Screen Access Please specify which screens the user has access to and which are to be defined as No Access Allowed Absence Allowance Accident History Appraisal History Bank Details Benefits Career History Correspondence History CFE CPO Record Access Prohibited Cancel 2 Onthe Screen Access screen select which screens the user can access and which ones they are prohibited from accessing e To add a screen in the Allowed list to the Access Prohibited list click the Add button e To remove a screen from the Prohibited list and make it available click a screen in the Prohibited list and then click the Remove button e Use the Add All button to move all the screens in the Allowed list to the Prohibited list e Use the Remove All button to move all the screens in the Prohibited list to the Allowed list PERSONNEL DIRECTOR SETTING UP SECURITY 3 Click Next Screen Security Wizard NOPAY Read Only Access For the screens to which the user has access please specily which screens will be defined as Read Only and which are to have record maintenance access Maintenance Permitted Read Only Accident History gt Appraisal History Bank Details Benefits o Career History Correspondence History E CFE CPO Record Disciplinary and Grievance a nn ro E E EE 4 To select the s
160. Number Post Name Departmen Post Name Department Groups bi Priority por Cancel g Back Next gt Finish 9 To group employees by department do the following e From the Available Fields list in the top left click Department e Click the V arrow Department appears in the Groups list and you can preview the layout on the left 10 Click the Next button and accept the options already selected on the next three screens 11 Click Next and accept all of the options already selected until you display the last screen of the wizard 396 WORKING WITH REPORTS 12 Click the Finish button to complete and display your report ReportBuilder OF x File Edt View Heport Help Data Design Preview amp Oe fox 4 ft gt plEmployee_and_ Department Employee Number Post Name Accounts 1 Mrs L Howell Software Development 2 Miss C Forson Information Technology 3 Miss L Hatton Administration 4 Mr T Kennedy Technical Support 5 W Carline 6 Mr B McGregor Sales amp Marketting 7 Miss G Laird Technical Simna rt Page 1 7 Example 3 A Grouped Report Absence Details Grouped by Employee i Reports In this example we create a report that groups absence records by employee and display the total days lost for employee using a summary calculation This report is based on Example 2 A Query with Two Tables and Selection Criteria on page 365 1 Clic
161. OM drive of the workstation Exit from the Personnel Director install program Click Cancel and Exit Setup Open the folder Recalculate on the CD and double click the file Setup exe This installs the program VBTRecalculate exe in the folder c Program Files Persdir unless you specified otherwise To schedule a recalculation l Open the Task Scheduler From the Start menu select Programs gt Open the Recalculate Scheduler From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Recalculate Scheduler Log into the Recalculate Scheduler Indicate how often and when recalculation is to be performed e To recalculate on an hourly basis click the Hourly option Select or type the number of hours and the start time For example to schedule the recalculation every 2 hours starting at 10 in the morning select 2 and 10 00 AM e To recalculate on an daily basis click the Daily option Select or type the number of days and the start time For example to schedule the recalculation every 2 days starting at 10 in the morning select 2 and 10 00 AM 455 PERSONNEL DIRECTOR USER S GUIDE e To recalculate on an weekly basis click the Weekly option Click the checkboxes of the days of the week and the time at which the recalculation should be performed For example to schedule the recalculation at 10 00 AM on Tuesdays and Fridays select or type 10 00 AM and click the Tuesday and Friday checkboxes
162. ORKING WITH GROUPS AND FILTERS 120 7 The filter you just created appears in the Filters screen Filters Employee with Travel Cards Cancel Help fone edi Bename Delete To filter the benefit records so that only those records for travel card benefits simply select the name of the filter and click the Select button The Benefits screen for the first travel card appears To view the remaining records for travel card benefits click the employee in the Employee Navigator i Note To remove a filter from the Employee Navigator click the Remove i Group Filter button You now have a travel card filter which will pull the benefit records of employees with travel cards Try running it to see if it works Example 2 Creating a Filter to Access Records of Employees In a Specific Project The hours for Project A Time Sheets last week were recorded incorrectly and must be updated You want to update these Time Sheets for the week ending January 28 2000 To make updating easier you decide to create an employee filter 7 1 On the Employee Navigator toolbar click the Filter button 2 Click the New button The Filter screen appears 3 Set the criteria for selecting Project 1 time records for the week ending January 28 2000 To do this you create a selection statement to select all Project Time Sheets with a Project code of Project 1 then create another 293 PERSONNEL DIRECTOR USER S GUI
163. OVON I W eean oe te aaa ar ee ote E N A 417 Usmo the Batch Input Wizi deeree Eee RE Cu 418 Using the Global Update Wizard 0 0 eee eee 423 Implementing Employee Pay Increases 0 000 eee 433 Enterme Pay ICreases eec se zai secede Ga a eet se nie wh Bw e Be aw 433 Maintaining Personnel Director Databases 437 Starting the Database Maintenance Module 05 438 Maintaining Personnel Director Servers 00000 0 eee 439 Maintaining a List of Personnel Director Databases 440 Creating a New Personnel Director Database 442 Importing Data from Other Sources 0 0 0 0 ees 443 Preparing Data for Import 0 0 0 0 ccc cee eee 443 Creating Data Files for Import 0 0 0 0 0c eee eee 445 Importing Data using Import Definitions 446 Deleting an Import Definition 0 eee eee 452 Retreshitre Calculations 02 2evetestusetes deenaet ieenaes oot 453 Scheduling Recalculation Refreshes 0 0 0 cee eee eens 455 Populanns Pick Wists oaeiai ese oat bie heeded A saad 456 xi PERSONNEL DIRECTOR USER S GUIDE xii 20 21 Purging Data from a Personnel Director Database 457 Using the Database Maintenance Utilities 459 Backing Up and Restoring a Database 005 461 Validating and Repairing a Database 0 0c cee
164. Pay x 2 Weekly Weekly Pay If the pay basis is Per Hour Pay Period Formula Monthly Hourly Rate x Contracted Hours Per Week x Company Weeks Per Year 12 4 Weekly Hourly Rate x Contracted Hours Per Week x 4 2 Weekly Hourly Rate x Contracted Hours Per Week x 2 Weekly Hourly Rate x Contracted Hours Per Week If the pay basis is Per Shift Pay Basis Formula Shift Pay Shift Pay If the pay basis is Per Day Pay Period Formula Per Month Pay Per Day x 5 x Company Weeks Per Year 12 Per 4 Weekly Pay Per Day x 20 Per 2 Weekly Pay Per Day x 10 Per Week Pay Per Day x 5 599 PERSONNEL DIRECTOR USER S GUIDE Hourly Rate Calculations The following calculations are used to determine the Hourly Rate Pay Basis Formula Per Annum Annual Pay Company Days Per Year Contractual Hours Per Week 5 Per Month Monthly Pay x 12 Company Weeks Per Year Contracted Hours Per Week Per Week Weekly Pay Contracted Pay Per Week Per Day Pay Per Day Hours Per Day Per Shift Shift Pay Hours Per Shift Per Hour Pay Per Hour 600 Appendix APPENDIX B Using Operators and Functions When creating advanced queries you use various operators and functions Use the following rules and tables to create the search criteria you need Operator Precedence The result of an expression depends on the order in which operations are performed Each operator is
165. Paylink checks whether the employee is paid a salary on the Salary tab in Payroll Director If a salary is specified the period value is imported into the Personnel Director Pay History screen 2 Ifno salary is specified the Paylink checks the employee s pay rate information on the Rates tab in Payroll Director to determine which of the pay rates is the employee s basic pay rate This is determined by checking a list of pay rates You must set this list up before using the Paylink For more information see Configuring the Payroll Director Payroll Link on page 476 Only a single rate of pay can be imported into Personnel Director so the first matching basic pay rate is used 3 The employee s pay period is read from the Pay Period field on the Period tab in Payroll Director 473 PERSONNEL DIRECTOR USER S GUIDE 474 4 Unless standard working hours have been specified for the employee the default Company Working Hours Per Week are retrieved from Personnel Director and saved in the Contractual Hours field on the Pay History screen If you wish to store specific standard hours for an employee you can do so using the Employee Extra Fields in Payroll Director This is described in detail in the section Defining Standard Working Hours for Individual Employees on page 483 Pay History records are only created in Personnel Director when one of the following pieces of pay information has been modified in Payroll Directo
166. Pick List set the field COUNTRY as the filter Step 3 Set or change the item to be linked From the Field Chooser screen select the dependant Pick List in this instance CITY Click the Edit button to open Field Properties On the Pick List tab select a Pick List item London Do one of the following e To add a new value to the Pick List and set the Filter Value click Add e To edit existing Filter Values click Edit Add New Items Table ACCIDENT Filter Field COUNTRY Filter alue Great Britain Pick List Value Londori o j o 0 565 PERSONNEL DIRECTOR USER S GUIDE 566 Add the new item in the Pick List Value field select the filter value from the Filter Value drop down list and click OK The Filter Value for London is Great Britain Repeat Step 3 for all of the values in the child dependent Pick List for example Edinburgh New York Los Angeles Step 4 Place the Pick Lists onto the screen and save the screen Linking More than Two Pick Lists You can link more than two Pick Lists We recommend you identify the parent child relationships and build the list from the top down that is parent to child To illustrate let s extend the above example to add the Pick List STREET The relationship is as follows COUNTRY is the parent of CITY and CITY is the parent of STREET Set the STREET Pick List values to following values Oxford St Bond St 42nd St and Madison Ave To set this link
167. Provide the following information Alignment Select alignment of the paragraph Choose from Left Right Center or Justified Indentation Left Select or type the number of inches the paragraph is to be indented from the left margin Right Select or type the number of inches the paragraph is to be indented from the right margin WORD PROCESSING AND MAIL MERGING 14 Indent Select or type the number of inches the first line of the paragraph is to be indented from the paragraph s left margin Spacing Before Select or type the number of inches to be inserted before the previous paragraph After Select or type the number of inches to be inserted before the next paragraph Line Spacing Select the type of line spacing Choose from Multiple At Least or Exactly Value Select or type the number of lines to be used in line spacing 3 Click OK Inserting a table 1 Atthe paragraph where you want the table inserted on the Tables toolbar click the Create Table button 2 Drag the cursor over the grid until you highlight the desired number of columns and rows then click the Checkmark button The table appears in the document 3 Adjust the table if necessary e To add a row place the cursor on the row below where you want the new row to appear and click the Insert Row button e To delete a row insert the cursor in the row and click the Select Row button Then click the Delete Row button e To select a c
168. RSONNEL DIRECTOR USER S GUIDE 520 23 USING THE SCREEN DESIGNER Use Personnel Director s Screen Designer to e Add new tabs information boxes and fields to an existing Personnel Director screens e Change information boxes labels and appearance of existing Personnel Director fields e Create new screens specially customised for your organisation e Create customised help for your Personnel Director users You can also use the Screen Designer to e Modify existing Personnel Director screen prints print records e Create screen print layouts for the new screens you create 521 PERSONNEL DIRECTOR USER S GUIDE Starting the Screen Designer Module Important Note ALL databases must be shutdown prior to using Personnel Director s Screen Designer creating or deleting a database field modifies the database table in ALL Personnel Director databases See Shutting Down and Restarting a Database on page 465 1 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Screen Designer The Screen Designer Login screen appears Login to Screen Designer E A Enter your login details for Personnel Director UserName USERNAME Password Caneel Server VieualSever E Hep c PD UK 1B DATAWE T GlobalD ata gdb 2 Provide your user name password and the server where the Personnel Director database you want to use is located For further instructions see
169. S E 7 The Grouping screen appears The Employee Number and Post Name fields that we selected in step 5 are automatically added to the list of grouped fields In a summary query all fields within the report must either have a summary calculation performed on them or must be used to group the query e Click Next to continue 8 The Define Search screen appears We want all absence records to be summarised so click the Next button At this stage we could limit the absence records to a particular Category date range or employees in a specific department 9 The Set Order screen appears We want to leave the results in natural order so select Next 10 Type a description for the query and click the Finish button R Preview Data Absence Summary Oy x Mrs L Howell br K White Mr H Douglas Mr K Carroll Mr G E Moore Mrs C Ferguson Mr Cruickshank Mir M Srnith Mr Thomson bir Pearson Mir A Barber Mr G White Miss C Forson Me K Smith Miss L Harland Mr M Steedman hrs Wi Taylor Mr D Morris Mir C Tait Recod 4 4 1 gt bl of 100 j l l l l l l l l l l l a e e e e The results display the total sum days lost average Avg days lost minimum Min and maximum Max days lost and the number of absence records for each employee Count Notice that each employee is display only once within the results The reason 1s that we grouped our results by Employee Number and Post Name 375 PERSONNEL D
170. Select Maternity and then click OK 3 Click the Summary View tab if it is not already displayed Adding Editing Maternity Details Use the Maternity Detail screen to add edit or delete employee maternity records 1 Do one of the following E e To add a record click the New button on the Record toolbar or press ea Ctrl4 N e To update a record on the Maternity Summary View tab select the record you want to work with and click the Detail View tab or double click the record 230 WORKING WITH EMPLOYEE DATA 9 fll Maternity 1 Mrs L Howell AV Maternity 1 Mrs L Howell Pregnancy Notification Giver Doctor s Certificate Received Expected Week of Confinement Begina Actual Week of Confinement Return To Work Maternity Pay Period Begins Maternity Pay Period Ends Motes Data Entered on This Screen Pregnancy Notification Given The date on which the employee notified the company of the pregnancy Select the date from the drop down calendar Doctor s Certificate Received The date on which the doctor s certificate was received by the company Expected Week of Confinement Begins The date on which the employee expects confinement to begin Actual Week of Confinement The actual week on which confinement began Return to Work The date on which the employee returned to work Maternity Pay Period Begins The date on which maternity pay begins
171. Select the text qualifier character from the drop down list 447 PERSONNEL DIRECTOR USER S GUIDE 448 Date Format Select the date format used in the import file from the drop down list First Row Contains Headings If the first row of the import file contains headings click the First Row Contains Headings checkbox if not clear the checkbox Import Into Table Select the name of the Personnel Director table from the drop down list to be used for the data being imported To import names addresses or any other data that appears on the Personnel Director main screen select Master from the list Click Next The Import Rules screen appears e If you are importing records into a table other than Master this version of the Import Rules screen appears Data Import Wizard Import Rules These options allow you to specify the manner in which records are imported to the za database and how to handle situations Where data already exist f Anpend Imported Records to Existing Imported records will be added to existing employee records f Replace Existing Records with Imported Records Existing records for an employee are deleted before importing the new data Cancel lt Back Eimer Append Imported Records To Existing To append the imported records to the end of the file click this option Replace Existing Records With Imported Records To replace the existing records with the ones you are importi
172. Site visits or call outs Extended user training by phone For example calls to the Customer Support Desk requesting step by step instructions for the creation of individually designed company reports entire company absence allowance set ups and screen modifications from scratch to completion In cases where the user requires this level of instruction we recommend the user refer to the User Manual prior to calling the Customer Support Desk or book a training day For further details on Product Training Consultancy and Site Visit Requests please contact our Head Office on 020 8663 4500 Contacting Technical Support 596 When calling the Support Desk please have the following information at hand Name of the product you are using Product Version To display from within the software from the main screen click the Help menu and select About A brief description of the problem including the exact text of any error messages received and at what point they occurred The Windows platform you are using Windows 95 98 2000 XP or NT The specification of computer you are using for example Pentium 266 64MB RAM Details of the network on which the software is being used Having these details ready will enable staff to assist you more quickly and efficiently Please Note Calls to the Customer Support Desk may be monitored or recorded for training purposes Appendix APPENDIX A Understanding Pay Period Calculations
173. The following calculations are the formulas used to determine the calculated values displayed in yellow for Annual Pay Pay Per Period and Hourly Rate on the Pay History screens Annual Pay Calculations The following calculations are used to determine the Annual Pay Pay Basis Formula Per Annum Annual Pay Per Month Monthly Pay x 12 Per Week Weekly Pay x Company Weeks Per Year Per Day Daily Pay x Company Working Days Per Year Per Hour Hourly Rate x Contracted Hours Per Week x Company Weeks By Year Per Shift Pay Amount Per Shift x Shifts Per Year 597 PERSONNEL DIRECTOR USER S GUIDE Pay Per Period Calculations 598 The following calculations are used to determine the Pay Per Period The formula used varies depending on the pay basis selected If the pay basis is Per Annum Pay Period Formula Monthly Annual Pay 12 4 Weekly Annual Pay Company 4 Weeks per Year Company Settings 2 Weekly Annual Pay Company 2 Weeks per Year Company Settings Weekly Annual Pay Company Weeks Per Year If the pay basis is Per Month Pay Basis Formula Per Month Monthly Pay Per 4 Weekly Monthly Pay x 48 Company Weeks Per Year Per 2 Weekly Monthly Pay x 24 Company Weeks Per Year Per Weekly Monthly Pay x 12 Company Weeks Per Year e If pay basis is Per Week Pay Period Formula Monthly Weekly Pay x Company Weeks Per Year 12 4 Weekly Weekly Pay x 4 2 Weekly Weekly
174. The pay ranges from 10 000 to 35 000 are graphed with each range stepped in increments of 2 500 1 From the Report List click the New Graph button The Graph Wizard appears A 2 From the Graph menu select Graph Setup or click the Graph Setup button on the toolbar 3 Complete the graph criteria as follows Graph Criteria E Plot the information contained in OF Curent Pay Details and Cancel Plot the ee T Help Number of Employees ae of Versus Current Pay Details Pay z fv Plot Range of Yalues Start foo 3 End 35000 step 2500 P Plot Range of alues Start fo e From the first Plot the Information Contained In drop down list select Current Pay Details This is the table on which to base the graph e From the Plot The drop down list select Number of Employees This is the information that will appear on the X axis of the graph 340 WORKING WITH GRAPHS 15 e From the Versus drop down list select Employee Details Pay This is the information that will appear on the Y axis of the graph e Check the Plot Range of Values checkbox to indicate that you want to specify a range of pay values e In the Start field enter 10000 to indicate that you want the graph to include pay values beginning with 10 000 pounds e In the End field enter 35000 to indicate that you want the graph to include pay values ending with 35 000 pounds e Jn the Step field enter 2500 to i
175. To define custom colours click the Define Custom Colours button Displaying Holiday and Absence Schedules Use the Holiday and Absence Schedule to view the current employee s holiday and absence periods on a chart together with the absences of other employees In this way you can spot if two or more employees are going to be absent during the same period rendering you short of staff Note A maximum of 200 employees is set as the default to chart on this screen This is to prevent the chart from becoming too cluttered and unintelligible 174 RECORDING AND TRACKING HOLIDAY AND ABSENCE EN e To display this screen select Absence Schedule from the Tools menu E Absence Schedule lel Es Selection Group Engineering j 4 Hovember 1999 a E B Sickness BO Unauthorized D Holiday ee ee ee eee 0241999 09411999 1641141999 3141999 30141999 The schedule shows absence for a number of employees Each employee s absence is colour coded by type according to the legend set in the Absence Calendar Changing the View By default a four week view is displayed To change the view click one of the following buttons e To change to the previous month click the Previous button beside the year or month fad e To change to the next month click the Next button beside the year or month For each period you can easily identify any employees with overlapping holiday and absence schedules 175 PERSONNE
176. UT AND GLOBAL UPDATES 18 Additional Records To Include or Exclude 13 Specify any additional criteria to include or exclude records from the Global Update Global Update Wizard Please specity any additional criteria to be used to select records _ for update 4 w ce e Cancel Back I e To add additional criteria click the Add button See step 13 e If there is no additional criteria click the Next button See step 15 e To correct selection criteria you previously entered select the line and click the Edit button e To delete selection criteria select the line and click the Delete button In this example you need to add additional criteria so that only salary paid employees are updated not hourly or shift Click the Add button 14 If you are adding additional selection criteria do the following e Select the field to be used for identifying the records to be created or updated Select Field 3x Select the field to be used for record OK selection criteria en Cancel Select PayBasis from the drop down list and click OK 429 PERSONNEL DIRECTOR USER S GUIDE 430 Specify the criteria Table Benefits x Field Employee Humber Type Text Cancel Select the field values for records which are to be processed as part of the global update If the values form a range then select two values and check the Range option If the values represent records which
177. VIZUAL BUS IN ES amp TOOLS PERSONNEL DIRECTOR USER S GUIDE Important Please read before opening the sealed package containing the CD Licence Agreement Contract D autoriasation Lizenz Vereinbarung Terms and Conditions THIS LICENSE AGREEMENT IS A LEGAL AGREEMENT BETWEEN YOU THE CUSTOMER CUSTOMER AND VIZUAL BUSINESS TOOLS PLC THE OWNERS OF THE SOFTWARE LICENSOR BY OPENING THE SEALED PACKAGE CONTAINING THE SOFTWARE THE SOFTWARE CUSTOMER AGREES TO BECOME BOUND BY THE TERMS AND CONDITIONS OF THIS LICENSE IF CUSTOMER DOES NOT AGREE TO ALL THE TERMS AND CONDITIONS OF THIS LICENSE LICENSOR IS UNWILLING TO LICENSE THE SOFTWARE TO CUSTOMER AND CUSTOMER SHOULD NOT USE THE SOFTWARE AND PROMPTLY RETURN IT TO THE PLACE OF PURCHASE FOR A FULL REFUND EXCLUDING SHIPPING COSTS 1 LICENSE GRANT a Subject to this License Agreement Licensor grants Customer a non exclusive non transferable license to use the Software as provided below 1 For all Software other than the Personnel Director Software Customer may use the Software with a single or multi user system at Customer s normal place of business A multi user version is for single server use only limited to the number of licensed users purchased by Customer from Licensor 11 For the Personnel Director Software Customer may use the Software at Customer s normal place of business The software is for multiple server use but the number of client users
178. Working Time Data Tracking Employee Working Time data involves the following activities e Adding key Working Time information when the employee joins the company If necessary print the Working Time Opt Out cover letter and agreement e Creating distributing and completing timesheets on a scheduled basis e Viewing and printing Working Time reports for management and reporting purposes Adding Key Working Time Information for New Employees When an employee joins the company you record his or her information using the Employee Details screen The Working Time tab of this screen contains fields that enable you to record key Working Time dates and other relevant information Employee Details 1 Mrs L Howell iy Employee Details ai a Employee Number i Contract Pay Details Personal Dates Working Time Sumame Howell Opted Out m First Hame Linda Date Opted Out 2 4 2000 Middle Name Review Date Known As Title Mis 7m Might Worker M Health Assessment Jw Address E Ingles Court naes ae Health 4ssessment Date Thorton Motes Fost Code krii Ada Detail view Attached Documents 252 MANAGING WORKING TIME REGULATIONS 10 Letters kal Be sure to fill in the following Working Time Regulations fields Opted Out If the employee has signed a letter opting out of the Working Time Regulations select this checkbox Date Opted Out The effective date that the employee opted out of the Worki
179. _ tt Cancel 4 Back Hegt gt Use this screen to specify the type of data to include in the report In this report we are interested in employee numbers names and departments All this data is contained in the data pipeline plEmployee_Name_and_Department To select the fields for the report click the button with the gt gt symbol to add all of the fields 391 PERSONNEL DIRECTOR USER S GUIDE 392 If you need to change the sort order you can do so by selecting fields on the right then clicking the direction arrow buttons Click the Next button The second screen of the Report Wizard is displayed Available Fields Post Name Status Groups _v Cancel lt Back Hegt gt Finish Use this screen to indicate whether you want a detailed or summary report grouped by certain fields If you are grouping you can also set the priority for each group For example if you had an additional Status field you could group first by department then by status The next example demonstrates this feature As this report is to show detail not summary groups simply click the Next button WORKING WITH REPORTS The third screen of the Report Wizard is displayed How would vou like to lay out your report Onentatia f Portrait Layou i Vertical COHPAHT REGION CITT STATE f Tabular Landscape Action Club Southeart Sararota FL Action Club Southeart Tampa FL a Action Club South
180. a column from right table so that the rows in each table join to create one larger table In this instance we want to join the Holiday and Absence table left to the Employee Details table right using the column Employee Number a CREATING QUERIES E column common to both tables For each record in the Holiday and Absence table where there is a matching Employee Number in the Employee Details table we want access to the data in the associated Employee Details record To do this we want to create a join statement to specify that we want to join data from both tables each time the Employee Number in the Holiday and Absence table matches the Employee Number in the Employee Details table Notice that Personnel Director provides this statement for you in the Joined Fields list Click OK The tables you chose now appear in the Selected Tables list Query Wizard Select the tables that you want to query Available Table Emergency Contacts Employee Details Employee Images Holiday and 4bsence Employee Motes Employee Photographs Medical History Pay History Professional Membership Project Time Sheets Qualifications Skills Training History Vehicle Usage Cancel Hegt gt 5 Now that the tables are selected click Next 6 Select the fields to include in your query 367 PERSONNEL DIRECTOR USER S GUIDE 368 Ti 8 10 In this example include the following fields to produce a query
181. ab select the record you want to work with and click the Detail View tab or double click the record HE Emergency Contacts 99 Mr H Corsar Mm x ne Emergency Contacts w eH WNW RISE tp Name Hannah James Relationship sibing am Address Day Telephone 01179565443 Evening Telephone m7 32 00 Type of Contact Nextotkin 59 Hillside View Nailsea Summary View Detail view Attached Documents Data Entered on This Screen Name The name of the contact Relationship The relationship of the contact to the employee such as Husband Wife Mother Father 220 WORKING WITH EMPLOYEE DATA 9 Day Telephone The daytime telephone number at which the contact can be reached Evening Telephone The evening telephone number at which the contact can be reached Type of Contact Select either Next of Kin or Second Contact from the drop down list Address The contact s postal address Employee Images You may want to link scanned images such as driver s licences and sample employee signatures to employee records These files must be stored as bitmap BMP images Displaying Employee Images 1 Navigate to the record of the employee for whom you want to display images 2 Do one of the following e On the Employee Shortcut bar click the Employee Images button From the Screen menu select Open Screen Select Employee Images and then click OK 3 Click the Summary View tab if it is not already
182. add items to the Pick List Membership Type For example Associate Student or Full You can select from or add items to the Pick List Designation Professional designation For example CGA or RN Annual Fee Annual membership fee Renewal Date The date on which the membership is due for renewal Notes A free format text field to enter the details of the note WORKING WITH EMPLOYEE DATA 9 Company Pays Fees Click this checkbox if the company pays the employee s membership fees Project Timesheets You can create weekly timesheets to track employee s time spent on projects and activities To track non project specific time see Managing Working Time Regulations on page 251 The timesheet displays the number of overtime hours worked in the week and on weekends The overtime hours calculations are based on the contractual hours per week on the current Pay History record Personnel Director provides standard reports to analyse timesheet data time spent on projects and activities For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Project Timesheet Summaries 1 Navigate to the record of the employee for whom you want to display timesheets 2 Do one of the following e On the Absence and Payroll Shortcut bar click the Project Time Sheets button e From the Screen menu select Open Screen
183. alidation Pick List web Add elete Edit Filter More we i This field has a pick list I A value must be selected from the pick list Provide the following information This Field Has A Pick List Click this checkbox if this field is to be a Pick List A Value Must Be Selected From the Pick List Click this checkbox if a value must be selected from the list if the user is to be able to add values clear this checkbox e To add a value click the Add button Type the new value and click OK e To remove a value select the value and click the Delete button To confirm the deletion click Yes 563 PERSONNEL DIRECTOR USER S GUIDE 564 If the items in the Pick List are values in another field in Personnel Director click the More button The Pick List Options screen appears Pick List Options This screen enabled you to specify which table and field should be used to provide pick list values Pick List Tepe Stardard Pick List al Pick List Table ih Pick List Field text Help Cancel ox Pick List Type Select one of the following types Standard Pick List Create a standard Pick List Users can add or remove items from this Pick List if you deselect the A Value Must Be Selected From the Pick List checkbox on the Pick List tab Pick From Employee Data Create a Pick List from Employee data for example Post Names Users cannot add or remove items fro
184. and Archive there is a table called TurnOver This table is used to monitor employee headcounts within the organisation and is updated whenever an employee leaves or joins the company The table contains the following information e Year e Month e Division e Department e Location e Gender e Ethnic Origin e Number of Employees Left e Number of Employees Joined e Total Employees in Database When you either create a new employee record or transfer an employee from the Archive database to any other active database you are asked if you want to update the headcount statistics If you select Yes a record is created in the TurnOver table Similarly when you either delete an employee record or set the Date of Leaving for an employee or transfer an employee from an active database to the Archive database you are asked if you want to update the headcount statistics If you select Yes a record is created in the TurnOver table There are several reports that you can print to display these headcount Statistics 167 PERSONNEL DIRECTOR USER S GUIDE Working Time Tab 168 Use the Working Time tab to enter the employee s Working Time Directive Status Opted Out al Date Opted Out fi2n 798 Review Date Night Worker E Health Assessment al Health 4ssessment Date Motes The following employee fields are on the Working Time tab Opted Out If the employee has signed a letter opting out of the Wor
185. and offers more functionality per than any other personnel software on the market You can use Personnel Director to quickly and efficiently gather personnel data and where possible reduce the administrative burden of keeping personnel records Key dates can be logged automatically so they don t slip by unnoticed and detailed analysis of the stored data can be carried out at the click of the mouse effortlessly producing comprehensive management reports Whether you have upgraded from our other products or are using a Vizual product for the first time we hope that Personnel Director will make your life easier Thank you for selecting Vizual as your HR system supplier How This Guide is Organised This User s Guide is organised as follows Chapters 2 to 4 provides you with the information you need to install and set up Personnel Director in your organisation This includes instructions on how to set up multiple user accounts create templates for adding new users and specify the privileges that users have to access databases fields screens functions modules and the records of other employees PERSONNEL DIRECTOR USER S GUIDE Chapters 5 to 9 cover the basics of Personnel Director including opening and closing databases working with key employee detail records recording and tracking holiday and absence and working with other types of employee data such as career and medical history training and education and payroll
186. anniversary of the date of join C Allowances start on the anniversary of the end of probation Cancel 8 Select the start date for the allowance e To set the date click I Want All Allowances to Start on a Date I Specify then enter the date or select the date from the drop down calendar RECORDING AND TRACKING HOLIDAY AND ABSENCE EN e To start all allowances on the anniversary date of the day the employee joined the company click Allowances Start on the Anniversary of the Date of Join e To start all allowances on the anniversary date of the end of the employee s probation click Allowances Start on the Anniversary of the End of Probation 9 Click Next then click Finish Allowances are assigned to the selected employees and a progress bar is displayed If an employee already has an allowance of the selected type for the current year that allowance takes precedence and is retained Displaying Absence Allowance Summaries Le a Use this screen to set and display the employee s absence allowance by year l Navigate to the record of the employee for whom you want to set or display absence allowances Do one of the following e On the Absence and Payroll Shortcut bar click the Absence Allowance button From the Screen menu select Open Screen Select Absence Allowance and then click OK Absence Allowances 1 Mrs L Howell Absence Allowances 1 Mrs L Howell Display Allowances fo
187. any reports graphs data import templates or queries that you created in Personnel Manager The Wizard does not convert the Demonstration database Use Personnel Director s Demonstration database instead Running the Personnel Director Upgrade Wizard 30 Notes Both Personnel Director and Personnel Manager must be available and working before you can convert a database successtully The upgrade process may be lengthy The length of time depends on the amount of data to be converted the performance of your computer and if you are on a network the network speed and amount of traffic Be patient The only database files GDB that should exist on the file server is DEMODATA GDB All other databases should be deleted and removed from the Database List To remove databases from the Database List use the Database Maintenance s Database List function see Maintaining a List of Personnel Director Databases on page 440 The Upgrade will INSTALLING PERSONNEL DIRECTOR 2 not transfer data if it finds a Personnel Director database with the same name in the folder for example Archive To run the Upgrade Wizard 1 If you haven t already done so install Personnel Director on all required workstations Check that you can start and run Personnel Director on each workstation 2 Ensure that all users are logged off Exit Personnel Manager and Personnel Director Make sure that the Diary Reminder is not running 3 S
188. aphs 224 Pick Lists 105 adding items to 107 displaying 106 populating after importing 456 noe removing items from 107 selecting items from 106 Preferences career event 80 diary reminder 81 setting absence options 85 setting add on 84 setting automatic employee numbering 91 setting general 83 setting the allowance options 88 setting the turnover statistics option 87 setting up 79 Previewing archived reports 518 Privileges setting for databases 47 setting for employees 52 setting for fields 50 setting for functions 51 setting for modules 46 setting for screens 48 setting for users 45 setting in template 45 Professional membership 237 adding editing details 238 displaying summaries 237 Project timesheets See Timesheets Purging archived reports 519 Purging data 457 Q Qualifications 244 adding editing details 245 displaying summaries 244 Queries display and selection 358 simple 359 one table and no selection criteria 359 two tables and selection criteria 365 Query creating for reports 358 deleting 386 editing 377 changing calculations 382 changing fields 381 changing groupings 383 changing selection criteria 384 changing sort order 385 changing SQL statements 386 changing tables 379 running 376 Query Designer using to create or modify query 377 R Recalculating values after importing data 453 Recalculation program installing and scheduling 29 455 Record setting your own for mail
189. ard Notification of Promotion ATF Please select whether vou want to Print or E Mail the mail merge document for the selected employees Print tf E Mail E Mail Subject A E Mail Body a Help Cancel lt Back Hert Finish E Mail Subject Type the topic of the email that will appear as the Subject line in the email E Mail Body Type an explanation if required This will appear as the body in the email Click Finish The Update Correspondence History screen appears Update Correspondence History Would you like to update the comespondence history for each employee Description wo cren Do one of the following e To record this document in Correspondence History type a description and click the Yes button e To prevent this document being recorded in Correspondence History click the No button The Personnel Director word processor or Microsoft Word appears displaying the document WORD PROCESSING AND MAIL MERGING 14 9 Customise the document Add or change the information in the document For more information on using the Personnel Director word processor see Using the Personnel Director Integrated Word Processor on page 322 For more information about using Microsoft Word see the Microsoft Word documentation Writing Other Documents Letters a p You can create a letter from a letter template you created previously or from a template that comes w
190. are looking for Search Select how the search is to be performed row by row or column by column Look In Indicate where the search is to be performed in formulas or in Values Match Case Click this checkbox to locate only those occurrences with upper and lower case characters as specified in Find What Find Entire Cels Only Click this checkbox to locate only those occurrences that exactly match what you specified in Find What 3 Take one of the following actions e To locate the next occurrence click the Find Next button e To replace with different text or value click the Replace button To replace text or a value 1 From the Edit menu select Replace 2 Provide the following information Find What Type the partial word word phase or value you are looking for Replace With Type the partial word word phase or value to replace the occurrence WORKING WITH DATABASES 6 Search Select how the search is to be performed row by row or column by column Match Case Click this checkbox to locate only those occurrences with upper and lower case characters as specified in Find What Find Entire Cels Only Click this checkbox to locate only those occurrences that exactly match what you specified in Find What 3 Take one of the following actions e To find the next occurrence click the Find Next button e To replace the selected occurrence click the Replace button e To replace all occurrences click the R
191. ary View tab select the record you want to work with and click the Detail View tab or double click the record 5S Vehicle Usage Mr D Slattery Piel E Vehicle Usage v Mir D Slattery P Date i570 1999 Notes a Vehicle R572E KM Usage Type Personal Miles Traveled Data Entered on This Screen Date Enter the date when the vehicle was used or click the Calendar button and select the date Vehicle Select the vehicle from the list of vehicles as entered on the Company Vehicles screen Usage Type Select the type of use Business or Personal You can add additional types to the Pick List Miles Traveled Type the total mileage Notes Type any notes about the vehicle usage 249 PERSONNEL DIRECTOR USER S GUIDE 250 MANAGING WORKING IME REGULATIONS This chapter outlines how you can use Personnel Director to track Working Time data If you want information on how to track employee time for specific projects see Project Timesheets on page 239 The EU Directive on Working Time came into effect in the UK on Ist October 1998 The Working Time Regulations as the Directive became known when it became law require employers to maintain records specifically relating to employee working times Personnel Director is designed to help you manage this data The Regulations affect the following for some or all of the employees e Working hours e Rest periods e Annual leave e H
192. asier by using the Copy and Paste buttons or the Copy and Paste commands on the Edit menu to auto fill the rows 259 PERSONNEL DIRECTOR USER S GUIDE You can change the appearance of the screen by adjusting the color level of magnification as well as by hiding the toolbars and status bar All settings are saved from timesheet to timesheet until you reset them If you are using the leave and absence functions in Personnel Director be sure to set the desired timesheet options For more information see Setting Timesheet Options on page 263 These options also in effect from timesheet to timesheet until you change them Using the Working Time Directive Toolbars 260 Main Toolbar The Main toolbar has buttons you use to work with the timesheet file Button Menu Access Description Procedure Shortcut File menu gt Save the Ctrl S Poz Save Timesheet timesheet z4 File menu gt Export the Ctrl E Export Export Timesheet timesheet File menu gt Print the timesheet Ctrl P Print Print File menu gt Change the layout Page Setup of the timesheet for printing File menu gt Change the printer Printer Setup or other printer options F File menu gt Exit the Working piece Close Time Directive timesheet a Display help for Help Working Time Directive MANAGING WORKING TIME REGULATIONS 10 Edit Toolbar The Edit toolbar has buttons you use to work with the timesheet data
193. associated with a program 1 In My Computer or Windows Explorer click the View menu and then click Folder Options 2 Click the File Types tab Options EES View File Types Registered file types a8 Microsoft Office Binder Wizard New Type a Microsoft Program Group TE Microsoft Word Add in SEITEN Edit i 1 MIDI Instrument Definition J MIDI Sequence File type details Ww Extension Content Type MIME iy Opens with WiINMWORD cence Apo 3 Click New Type to define a new file type e To modify settings for an existing file type click the type and then click Edit 116 LEARNING TO USE PERSONNEL DIRECTOR 5 4 Enter a description of the file type and the file name extension associated with this type of file Click New to define an action for this file type New Action AES Actors Open OF ee Cancel Application used to perform action CAWINDOWS SDE SE TOP PageMaker 6 5 Ink I l Use DDE Specify Open as the action then click the Browse button and locate the executable file for the program If you are modifying an existing type you can click the command in the Action box that you want to modify and then click Edit Displaying the Attached Documents Screen l 2 In the Detail View of an employee record display the record of the employee for whom you wish to display the attached document screen Click the Attached Documents
194. ata Do one of the following e On the Training and Education Shortcut bar click the Professional Membership button e From the Screen menu select Open Screen Select Professional Membership and then click OK Click the Summary View tab if it is not already displayed The Professional Membership screen displays the professional associations or organisations to which the employee has belonged while employed by your company 237 PERSONNEL DIRECTOR USER S GUIDE Adding Editing Professional Membership Details Use the Professional Membership Detail screen to add edit or delete professional membership records 1 Do one of the following e To add a record click the New button on the Record toolbar or press Ctrl4 N e To update a record on the Professional Membership Summary View tab select the record you want to work with and click the Detail View tab or double click the record Eg Professional Membership 26 Mr K Panton Professional Membership v 26 Mrk Panton Date Admitted panses Hotes Organisation British Standards Institute Membership Type associate l Designation Member atlange Annual Fee Po E Renewal Date O H i Company Pays Fees fay A en Attached Documents summary View Detail view Data Entered on This Screen 238 Date Admitted The date on which the employee became a member of the organisation Organisation The name of the organisation You can select from or
195. ate a screen note Screen Notes are a handy way to provide additional help for your users ae e Click the Screen Properties button if the Screen Properties is not already displayed C Cheer Properties screen Name BENEFITS Display Mame Benefits screen con Click to Change Icon gt screen Notes Click to Edit Notes gt e Click the Screen Notes Pick List The Screen Notes editor appears e Replace the text on the screen with Use the Notes field to provide additional information about the employee s benefits f Screen Notes Benefits _ OP x File Format Help BOSH fm ale e al wa Use the Notes field to provide additional information about the employee s benefits e Click the Save button on the Screen Notes toolbar e To exit Screen Notes select Exit from the File menu 6 You have now successfully modified the benefit screen Check the result m e To save your changed Benefits screen click the Save button on the File toolbar 530 USING THE SCREEN DESIGNER e Exit Screen Designer Select Exit from the File menu e Restart Personnel Director e Open the benefit screen and you will be able to enter information in the new field that has just been added ig Benefits fal Benefits Mr M Donaghy drp Date From jnm Date To heas H Benefit Trave Cad a Monthly alue sE Motes Michael has been given 4 Travel Card as PIDAS ll s ai vst the London Dice It a me
196. ates from the Tools menu 2 A message reminds you to back up your database before performing a global update Click OK 423 PERSONNEL DIRECTOR USER S GUIDE The Global Updates Wizard appears Global Update Wizard 3 Click the Next button Who Is To Be Included 4 Identify whose information is to be globally updated Global Update Wizar e To include all employees click All Employees e To include only employees as identified by an Employee Filter click Filter Select the filter that you want to use from the drop down list 424 BATCH INPUT AND GLOBAL UPDATES 18 e To include only employees belonging to a specific group click Group Of Employees Select the group that you want to use from the drop down list To add a 10 pay increase to the pay records of employees in the sales group you would select the group Sales Staff 5 Click the Next button What Information Is To Be Included 6 Select the screen where the global updates are to occur Global Update Wizard Please select the employee screen that you would like perform the Global Update on Screen Hame Accident History Bank Details Benefits Career History Correspondence History CFE CPO Record Deductions Entry Disciplinary and Grievance Education History Emergency Contacts Employee Details Help Cancel lt Back Il i e Select the name of the screen from the list To create a pay re
197. ation statement double click the Field Alias name in the Calculations list Changing Groupings T 1 Click the Group button on the query screen The Group tab appears Query Designer Tables Fields Cales Group Search Sot SOL Available Fields lel Es Field Alias Field SOL Alias TableSGLAlas o oO oOO00000000O0 o ol Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Ane MASTER ADDR MASTER ADDR MASTER ADDAR MASTER ADDAR MASTER ADDAR MASTFRA AGE MASTER MASTER MASTER MASTER MASTER MASTER Group Fields Field Alias i i Table SQL Alias Cancel 2 To add a grouping statement double click the name of the field to be used for grouping in the Available Fields list The field appears in the Group Fields list 3 To delete a grouping statement double click the Field Alias name in the Group Fields list 383 PERSONNEL DIRECTOR USER S GUIDE Changing Selection Criteria 384 41 Click the Search button on the query screen The Search tab appears Quer Designer Tables Fields Calcs Group Search Sort SQL lel Es Q Available Fields Field Alias Field SOL Alias TableSGLAlas a Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Ane MASTER ADDAR MASTER ADDA MASTER ADDAR MASTER ADDAR MASTER ADDR hMAS TF
198. ations Cancel g Back 9 Click Next Indicate whether or not grouping is required in the query In this example there is no grouping so click the No Grouping option Group rows together based on common field values f No Grouping f Select Group Fields Cancel lt Back 362 CREATING QUERIES E 10 Click Next Indicate whether or not selection criteria is required In this example we want all employees listed so click the All Rows option Query Wizard Limit the rows returned Right click over the list box to see the edit options f All Rowe C Define Search Criteria Cancel Back 11 Click Next Indicate the sorting criteria In this example we want ascending order A Z so click the Natural Order option Order the rows of the quer based on field values f Natural Order f Set Order Cancel lt Back 363 PERSONNEL DIRECTOR USER S GUIDE 12 Click Next Type the name of Employee and Department in the Description field for this query and select the option to preview the results You have finished defining your query Please enter a description of your query Description Employee and Department Data Pipeline Hame pE mployee_and_Department Do you want to preview Your Quer or modify your query s design f Preview the query Modify the query s design Cancel g Back Finish 13 Click Finish The Preview Data
199. ays a blank screen print report with the company logo and screen name in the header and the page number in the footer When you are modifying an existing screen print the fields appear in the Detail section 581 PERSONNEL DIRECTOR USER S GUIDE Standard Components Data Components toolbar toolbar Edit toolbar Format toolbar Screen Designer ehicle Usage Screen Print File Edit View Repoft Help Design P eview bA Eaha all aaa Times New Roman fic x E J Ujz 2 A F hA 2 4 S 2 0S0 946R 4B les 4 mo ENE Ruler are a a aa a e a ae s le U p a Header i BUSINESS TOOLS ia 1 Header Detail o PATEOFUSE REGISTRATION Detail Footer P Footer 4 Ready Lett 0 Top 0 width 0 Height 0 2 Use the various toolbars to create layout required by adding removing positioning and formatting fields previously defined for the screen Build or modify the layout by placing and arranging objects using the tools on the following toolbars e Standard Components e Data Components e Format e Edit e Draw e Align or Space e Size e Nudge 582 USING THE SCREEN DESIGNER Viewing the Toolbars Examples Only the Standard Components Data Components Format and Edit toolbars are shown when you first open a screen print To display and use the other toolbars follow this procedure 1 Select View from the Toolbars menu 2 Select or deselect the a
200. b records are created or if any files are attached to the database If images or other files are attached to a Personnel Director database then additional storage space will be required for these files Part 1 Installing Personnel Director on the Network Server To install the server component of Personnel Director you must complete the following steps on the network server Step 1 Install the InterBase Server Step 2 Add additional InterBase licences and restart InterBase services Step 3 Install Personnel Director Global Demo and Archive databases Step 4 Change the InterBase Server administrator password PERSONNEL DIRECTOR USER S GUIDE Notes L Before installing Personnel Director make sure that you have the necessary administrator rights and permissions to perform the installation Ensure that Regional Options are set to English United Kingdom Select Start gt Settings gt Control Panel gt Regional options General tab Note the name or IP address of the server Step 1 Installing the InterBase Server l 2 Place the InterBase CD ROM into the CD ROM drive of the server where you want to install Personnel Director The Setup program should start automatically If it does not follow these instructions to start the Setup program e Click the Start button on the Taskbar e Select Run from the popup menu e Type x setup exe where X is the drive letter of your CD ROM drive then click the OK
201. bar 345 PERSONNEL DIRECTOR USER S GUIDE Printing the Graph e To print the graph click the Print button on the toolbar E TeeChart Print Preview Oy x Printer ante PS3 direct Printer Setup Print Paper rientation i Portrait f Landscape Detail More Normal Proportional e To select a different printer or change the print options click the Printer Setup button in the Preview window e To change the orientation on the page click the Portrait or Landscape button e You can also use the Margin controls to increase or decrease the margins and drag the margin guides to see the effect Click the View Margins button to turn on and off the display of the margin guides e Click the Proportional checkbox to position the graph in proportion to the margins and page size e When you are finished click Close 346 WORKING WITH GRAPHS 15 Changing the Graph Type Click one of the following the buttons on the Graph Wizard toolbar to change the type of graph displayed Display a vertical bar chart Display a horizontal bar chart Display a line graph Display an area chart Display a point scatter chart BEER me Display a pie chart Applying 3 D Effects K g You can create or enhance impressive graphs using the 3 D effect Special effects can also be added using the rotate and depth functions To turn on a 3 D effect e Click the 3 D button on th
202. base Back up Personnel Director databases using your own scheduled backup software using a schedule where the backup media is rotated every day The backup program cannot be scheduled You can however improve performance by backing up and restoring a Personnel Director database using InterBase backup The InterBase backup and restore removes unwanted space that is created when users insert and delete records To backup a database The database being backed up is called the source You can back up only one Personnel Director database at a time The file or device to which the database is being backed up is called the destination or target 1 To back up a database select Tasks gt Backup Server Manager displays the Database Backup screen Database Backup x Backup Source Options Server lynda M Transportable Format Database Path l Backup Metadata Only Disable Garbage Collection T Ignore Transactions In Limbo Backup Destination Server lynda T Ignore Checksume Backup File or Device Verbose Output T Cancel Help 2 Provide the following information Database Path Server Manager displays the database to which Server Manager is currently connected To choose another database select it from the drop down list or type it in the text field Backup File or Device Type the name of the destination file or device in the Backup File or Device field Database files and backup f
203. button The main InterBase screen appears InterBase Setup Launcher InterBase Install InterBase 5 6 Client and Server Install InterBase 5 6 Client Only Install InterClient 1 5 Install Adobe Acrobat Reader 3 0 Exit Select the Install InterBase 5 6 Client And Server option 3 Click Next until the Software Activation Certificate screen appears 10 INSTALLING PERSONNEL DIRECTOR 2 Provide the following information found in your InterBase licence agreement Certificate ID Type the certificate identification number Certificate Key Type the certificate key 4 Click Next until the Component Selection screen appears InterBase component selection Select the components you wich to install 7 InterBase Server 3578 K M InterBase Client 384 K D Online documentation 17000 K Command line tools 383 K Graphical tools 1731 K C Software development support E26 K Descriptio Intersoly ODBC driver for InterBase Compliant with the ODBC 3 0 standard Destinatio D Program Files InterBase Corp lnter Browse Available 732640F Required 6076 K xis lt Back Cancel If space is a consideration the following components are optional Online Documentation Software Development Support Example Programs Example Databases ODBC Driver Clear the checkboxes of those components you do not want and click OK e To change the destination click the Br
204. button Select one or more employees and click OK e To remove one or more employees select the employees in the list and click the Remove button 6 Click Finish The Working Time Directive screen appears For instructions describing how to enter timesheet data see Recording Working Time Directive Data on page 264 About the Working Time Directive Data Screen When you create or modify a timesheet the Working Time Directive timesheet appears i gt Working Time Directive Iof x File Edit Options Help 2a 6 ae QO ae Close Help Print Save Export test test Cut Copy Paste Delete Colours Zoom Week Beginning 02 15 1999 Timesheet Exported No Current Database YBT30_Demonstration Employee No Name Day Breaks Taken Hours Absent Hours In Lieu Overtime Hours Absence Categor Absence Reason 002 ir D Slattery Monday Tuesday Wednesday Thursday Friday Saturday Sunday Totals Mrs J Woodbridge Monday Tuesday Wednesday Thursday Friday Saturday Sunday Totals Miss H Steel Jessop Monday Tuesday Wednesday Thursday 03 09 1999 10 15 01 Ab 7 Use this screen enter or update the data required for each individual on the timesheet In addition to saving and printing the timesheet you can also export it to a number of different spreadsheet and text formats for use with other applications When the start and end times for multiple employees are the same you can make data entry e
205. can add your own or modify existing events using this screen The screen displays the date and type of career event together with the status of key pieces of data If any of the data has changed then the new value is displayed otherwise the text lt No Change gt is displayed This applies only if you let Personnel Director create the career events for you 209 PERSONNEL DIRECTOR USER S GUIDE Data Entered on This Screen Date of Event The date on which the career event took place The format of dates depends upon your Windows settings see Setting the Date Format Used by Windows on page 59 Career Event The type of career event for example Joined Company Promotion or Relocation To keep your data consistent and reports accurate you should use the Pick List for this field Division The employee s division following the career event Department The employee s department following the career event Job Title The employee s job title following the career event Location The employee s location following the career event Pay The employee s pay following the career event Full Part Time The employee s employment status following the career event Contract Type The employee s contract type following the career event Status The employee s status following the career event Notes Freeform notes pertaining to the career event Correspondence History You have the option of keeping a reco
206. car e g Fiesta is a model Ford is a make Tip Note the difference between make and model e The engine CC engine capacity Enter the following data about the vehicle on the Vehicle Specification tab under Details e The fuel type propane gasoline e The colour e The trim colour e The CO emissions in gr km Click the Tax MOT and Maintenance tab then enter the following information e Under Road Fund select the classification or enter a new one by clicking the Pick List button Enter the Road Fund renewal date and fee e Under MOT enter the Ministry of Transport certificate due date and certificate number If no certificate number is required enter Not Required e Under Service enter the following The next interim service date and major service date the odometer reading and date of the last reading 77 PERSONNEL DIRECTOR USER S GUIDE Save The contracted lease mileage This is the maximum amount of miles per annum allowed under a lease agreement This is important as if it is exceeded you may have to pay a penalty 6 Click the Vehicle Accessories tab and enter the following information Under Alarm click the Alarm checkbox if the vehicle has been fitted with one Specify the alarm code key code or radio code for disarming the alarm as applicable Under Other click the Mobile Phone Fitted checkbox if the vehicle has been fitted with one Enter the fuel card company and card number if
207. cations for the Demo database Backup File or Device Type d Databases demodata gbk If the Personnel Director CD is not in the D driver type the correct drive letter Primary Database File Type c PD demodata gdb If the folder you created for the Personnel Director databases in step is not PD type the correct folder name Page Size Type 4096 When the restoration process is finished close the Information screen The NT server is now ready for Personnel Director INSTALLING PERSONNEL DIRECTOR ie Step 4 Changing the InterBase Server Password We strongly recommend that you change the system administration password to the InterBase server To do this start the InterBase Server Manager consult your InterBase manual or online help for instructions Once you have changed the system administrator password in InterBase you will need to run the program ChangePassword exe on all PCs which use Personnel Director For details please refer to Changing the SYSDBA Password for Personnel Director Workstations on page 29 Note the name or IP address of the server Part 2 Installing Personnel Director on a Workstation To install the Personnel Director on a client workstation you must install the Personnel Director client software the InterBase database drivers and optionally the InterBase Client Tools with these tools you can administer InterBase databases remotely for backup restore and repair When this is complete
208. ce data displaying in charts 173 displaying in schedules 174 displaying summaries 170 editing details 171 Holidays carried over to next year 187 entering statutory 65 Images 221 displaying and attaching images 225 Import export templates creating new templates 446 editing templates 452 Importing deleting import definitions 452 editing import definitions 452 importing data 452 populating pick lists after 456 recalculating after 453 screens 553 Working Time Regulations timesheets 267 Importing data creating files for importing 445 creating new templates 446 deleting templates 452 editing templates 452 field delimiter characters 444 Installation 7 network server 9 additional Interbase licences 13 changing InterBase server password 17 InterBase server 10 Personnel Director databases 14 workstation 17 checking server communications 19 configuring Personnel Director 26 InterBase client tools 18 Personal Director software 21 InterBase changing server password 17 installing client tools on workstation 18 registering additional licences 13 server installation 10 using database maintenance utilities 459 InterBase Maintenance Manager shutting down a database 466 starting 459 validating a database 464 InterBase Server Manager exiting 460 L Labels used in designing screens 525 526 Layout working with reports 416 Learning to use Personnel Director 93 Letter templates 306 creating in Microsoft Word 318 creating new t
209. ch will automatically come into effect as the date changes on your computer Pay The gross amount of pay the employee receives excluding National Insurance and other on costs on a pay unit basis as set under Pay Basis see below You can change the currency used to calculate and display gross pay by selecting a currency from the drop down list The Local Pay and pay in Euros is automatically recalculated when you save the record Currency The Local Currency defined in the Currency Exchange Rates screen accessed from the Company menu Local Pay The pay converted to the local currency as defined on the Currency Exchange Rates screen Euro Pay The pay in Euros Pay Basis Select Per Annum Per Day Per Hour Per Month Per Shift or Per Week from the drop down list to indicate how the employee is paid Changing this field will change the amounts calculated in the fields on the right side of the screen Pay Period How often the employee is paid Weekly 2 Weekly 4 Weekly or Monthly Contractual Hours The hours normally worked by the employee in a week This is used when calculating absence costs and the various pay calculated fields see Calculated Fields below Allow Overtime Indicate whether or not the employee is allowed to work overtime If you select Yes then additional calculated fields appear on the right of the screen displaying the equivalent time and a half and double time rates based on the gross pay de
210. change the sort order clear or mark the Desc checkbox 4 Todelete a Sort statement double click the Field Alias name in the Sort Fields list 385 PERSONNEL DIRECTOR USER S GUIDE Changing SQL Statements F 1 Click the SQL button on the query screen The SQL tab appears Query Designer Jof x Tables Fields Calcs Group Search Sot SOL Data Pipeline Hame pE mployees_E aming_Ower_15_000 SELECT MASTER STAFFNO MASTER POSTNAME MASTER DEPARTMENT PAYHISTORY PAYBASIS PAY HISTORY PAY FROM MASTER MASTER PAYHISTORY PAHS TORY WHERE PA amp YHISTORY STAFFNO MASTER STAFFNO AND PAYHISTORY PAY gt 15000 Cancel 2 Add or change the SQL statements as required Deleting a Query for Display or Selection To delete a database query Hi 1 Click the Query button on the Tools toolbar Huer or Select Query Database from the Tools menu The Select Query screen is displayed 2 Select the query you want to delete and click the Delete button 386 17 Overview WORKING WITH REPORTS Personnel Director comes with its own integrated Report Builder so you can select and modify many pre defined reports Use a combination of the Query and Report Wizard to quickly create a new report to meet your own specifications then save the results as a report template Displaying Reports i Reports l To display existing reports do one of the following e On the Tools toolbar cli
211. cision fos NOTE Ifyou do not wish to have any Rounding please ensure that Rounding Precision i set to 0 Provide the following information Count First Year As A Whole Year Determines how the second year of absence allowance is to be handled for partial employment during the first year Click this checkbox 1f a partial year s service is to be treated as a whole year s absence allowance Clear this checkbox 1f a partial year s service is not to be treated as a whole year s absence allowance For the next year s allowance starting on 1 Jan 2001 e Ifyou click the Count First Year As A Whole Year checkbox the first part year 6 months of service is counted as a whole year and so the employee gets the allowance for up to 2 years that is 21 days e Ifyou clear the Count First Year As A Whole Year Personnel Director determines that on 1 Jan 2001 the employee has 6 months service and therefore is only allocated an allowance for up to 1 year that is 20 days Sensitive To Employee Leaving Date Determines if an employee s date of leaving is to be used in the absence allowance calculation 89 PERSONNEL DIRECTOR USER S GUIDE 90 For example if an employee leaves on 30 Jun 2000 and they have an allowance of 20 days starting from 1 Jan 2000 the absence allowance is calculated as follows e If you click the Sensitive To Employee Leaving Date checkbox Personnel Director calculates a pro rata allowanc
212. ck the Reports button _or e Select Reports from the Tools menu The Personnel Director Report List screen appears For instructions on how to use Report List see chapter 13 Working with Personnel Director Report List on page 297 Select the report you want to view Click the Preview button or select Preview from the File menu The Print Preview screen appears Use the buttons as follows Print the screen Size the page so that it fits in the Preview window Size the page to fit the width of the Preview window Size the page to display 100 of its actual size hee amp 387 PERSONNEL DIRECTOR USER S GUIDE Display the first page Display the previous page Display the next page Display the last page F 4 4 Set the zoom magnification rr M mt Close the Preview window Close d Changing a Report 15 l Reports 2 388 e If you want to change the content or the appearance of an existing report you open it in the Report Builder Click the Reports button on the toolbar or select Reports from the Tools menu Select the report you want to change Click the Open button or select Open from the File menu The Report Builder screen appears ReportBuilder C Program Files PersDir LocalD ata lynda T est_Age RTM File Edit View Report Help Data Design l Preview DESTETE TEAL a a ee ee a ee ee ee a ee plEmployee Details
213. cord the Pay History screen is required Select Pay History 7 Click the Next button 425 PERSONNEL DIRECTOR USER S GUIDE Create New or Update Existing Records 8 Indicate if you want to update existing pay records or create new ones Global Update Wizard Please select the type of Global Update that you would like to _ perform ot Update Existing Records Apply the specified updates to existing records For example you could use this option to change employee departments to reflect a company rearganistion Create New Records Appl the updates on new records created as copies For example you could use this option to create new pay records to reflect a salary review preserving the pay history Cancel lt Back ii e To update existing records click the Update Existing Records option e To create new records click the Create New Records option To create a new record with a pay increase of 10 select the Create New Records radio button 9 Click the Next button 426 BATCH INPUT AND GLOBAL UPDATES 18 Which Records Are To Be Included 10 Indicate whether you want to update all pay records or just the current pay record Global Update Wizard x Please specify the method that should be used to select records for update Eo Select All Records All records for the employees on the specified screen will be updated Select Curent Records Records for update will be selecte
214. creen prints This program is typically used by the Administrator or a programmer 5 Click the Next button to continue 23 PERSONNEL DIRECTOR USER S GUIDE Next you are asked the name of the Personnel Director group you wish to create accept the default Personnel Director or select another group J Select Program Manager Group Enter the name of the Program Manager group to add Personnel Director Interbase icons to Vizual Business Tools Accessories Adobe ATI Multimedia Cabinet Manager Disabled Startup Items lconEdit Pro 6 02 InterBase Macromedia Dreamweaver 4 Mcafee Office McAfee VirusScan Microsoft Office Tools Netscape Communicator Netscape SmartDownload New Visio Diagram Cancel Back 6 Click Next The Get Database Information dialog appears Ja Get Database Information Please enter the name of the server where the Personnel Director databases are stored the description you wish to use for the server the name of the database used to store the global data usually YBTGLOBALDATA and the mail server host name For examples and further information press the Help button Server Name VBTSERV Server Description vizual Server Database Location JCNPD U E DATASWET GlobalD ata Communication Protocal Mail Server Host Name TCRAP MAILSERVER Back ue Cancel Provide the following information Server Name
215. creens which the user can access and view but not change using the buttons as described above 5 Click Next Screen Security Wizard NOPAY Prevent Record Deletion For the screens to which the user has maintenance access please specity which screens will be defined as Full Access and which are to disallow the deletion of records Accident History Appraisal History Bank Details Benetits Full Access Allowed Record Deletion Mot Allowed Career History Correspondence History PP B lt CPESCPO Record Disciplinary and Grievance a nn re D EA EE 6 Select the screens which the user can view and change information on but not delete information from using the buttons as described above 7 Click Next then click Finish 49 PERSONNEL DIRECTOR USER S GUIDE Modifying Field Level Privileges 1 If you select Fields click Next to go to the next screen Field Security Wizard HOPAY Screen Name Please specit which screen for which you wish to define field security Select screen from list below Absence Allowance Accident History Appraisal History Bank Details Benefits CFE CPO Record Career History Correspondence History Disciplinary and Grievance Education History L 2 On the Screen Name screen select a screen that you want to define field level privileges 3 Click Next Field Security Wizard NOPAY Field Access P
216. ctive toolbars from the drop down menu A checkmark means that the toolbar is active Each of these toolbars is described on the following pages More information about how to use these toolbars appears later in this chapter This section contains two examples for you to follow e Modifying an existing screen print e Creating a screen print for a screen you created yourself Note When viewing the result of a screen print you modified or created while in Personnel Director be sure that there are existing records or the report will be blank Example 1 Modifying a Screen Print Layout In this example work through each step in modifying the existing screen print layout for the Vehicle Usage screen provided with Personnel Director You decide to move the Usage Type label and field and add the Vehicle Usage Notes label and field to the end of the line 1 Open the Vehicle Usage screen 2 Select Design Screen Print from the File menu 583 PERSONNEL DIRECTOR USER S GUIDE 584 The Screen Designer Vehicle Usage Screen Print screen appears Screen Designer Yehicle Usage Screen Print Oy x File Edit View Report Help Design Preview bh A E awp uatl A anua Times New Roman fic x E 7 U A S Fy oh ee gy SAE SEES EERE A Vi UAL 1 a s LY BUSINESS TOOL E i E 14 February 200 1 Header _o DATEOFUSE REGISTRATION Detail x Footer 4 Ready Left 0 Tap 0 width 0 H
217. ctivity performed on the project Monday Tuesday Wednesday Thursday Friday The hours spent each day of the week working on the project and activity Week Ending The Friday of the week for which you are creating the timesheet Select the date from the drop down calendar There are three calculated fields on the right side of the Time Sheets Details screen Weekday Hours The number of weekday overtime hours worked Any hours worked in excess of the contractual hours on the current Pay History record are considered to be overtime For example if the current contracted hours are 37 and the employee has worked 40 hours Monday to Friday then 3 hours is calculated as overtime Weekend Hours The total hours worked at weekends for the week 241 PERSONNEL DIRECTOR USER S GUIDE Total Hours The total number of hours worked in the timesheet week This is the sum of the hours worked Monday to Sunday for each Project Code and Activity Code Training History You can build a detailed history of any training undertaken by an employee specifying course details costs and outcomes For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Note The distinction between the data contained in Education History and Training History Education data generally relates to academic qualifications gained prior to joining the company whereas trai
218. ctor Report Scheduler e To install Interbase version of Report Scheduler select Interbase Note A message appears if the version of Personnel Director installed is prior to 3 2 0 5 and the installation of Report Scheduler will terminate 4 Click Next until the Select Component screen appears A Select Components Report Scheduler To accept the default component selection click Next OT Clear the checkbox of component s you do not want to install and click Next 502 SCHEDULING REPORTS 220 Note If you choose to install both the Report Scheduler and the Service Setup next asks for the installation location for the service If you choose to install only the Report Scheduler Setup proceeds to Start Installation screen If you chose to install the Service component select the destination folder where the Service component is to be installed Note Only the Service component will be installed in this destination folder The Report Scheduler will be installed in the Personnel Director folder 3 Choose Destination Location Setup will install the Service in the following folder Ta install into a different folder click Browse and select another folder You can choose not to install Personnel Director Report Scheduler and Service by clicking Cancel to exit Setup The service will be installed to the folder selected below Destination Folder C Program Files w l UALSPO MSS QL Browse
219. d click OK 9 Click the Preview button to preview the report You can also print the report from the Preview window 10 To set selection criteria use the grid at the bottom of the screen When you choose a report that contains selection criteria the grid is automatically filled with a list of parameters defined in the report You can change the default values and enter a valid value for each report parameter These parameters are applied to the report when it is scheduled to run 11 Click the OK button to schedule the report SCHEDULING REPORTS 220 Modifying a Report Schedule You can change the report schedule settings to obtain different results and to change email recipients For example you can change the Department setting from Administration to Information Technology so that the scheduled report generates IT instead of Administration statistics You can modify only the following options Frequency of the scheduled report The database from which the report is generated The list of recipients Parameter values To modify a report schedule From the selection list select the report to modify Click the Modify button on the toolbar or select Edit gt Modify Scheduled Report Modify the required fields and click the OK button The original scheduled report is replaced by the modified scheduled report Creating a Copy of a Scheduled Report Creating a copy of a scheduled report is useful for running the same
220. d Name Type Size Display Label Description IssuedDate Type Date Date Issued Date the uniform was issued RenewalDate Type Date Renewal Date Date the uniform is to be replaced Description Type Text Description Description of the Size 30 uniform Notes Type Notes Notes Any notes you may want to make on the uniform Note The names for a field can contain letters A to Z upper or lower case numerals 1 to 9 but can have no spaces The next step is to add the new fields you created to the form by dragging them from the Field Chooser to the form The result should look something like this 3 Uniforms Issued le Uniforms Issued Date Issued ka Hotes Renewal Date hi Description DESCRIPTION Betal View The new form is now complete Check the results e Save the screen exit Screen Designer and start Personnel Director e Just click the icon you chose that appears in the Personnel Director shortcut bar You can now enter information into your new screen 533 PERSONNEL DIRECTOR USER S GUIDE Example 3 Creating and Editing a New Screen Advanced In this example you want to create a Loan Equipment screen to track equipment people borrow from the company To add the screen follow these instructions 1 Create a new screen A e Click the New button on the Screen Designer toolbar e Add the Loan Equipment screen information and click OK A blank screen appears 2 Loan E
221. d based on the date field that you enter during the next step Cancel lt Back i e To update or create all the records on the specified screen for all the selected employees click the Select All Records option and click the Next button See step 12 e To only update or create records based on a specific date click the Select Current Records option and click the Next button In this example you do not want to create new records for all pay records just a new record based on the current pay record To do this select the Select Current Records radio button and click Next 427 PERSONNEL DIRECTOR USER S GUIDE 11 If you chose the Current Records option specify the date Global Update Wizard Please specify the date information that it to be used to select _ fecords for update The system will use the information you enter below to determine which records are current and should therefore be updated Date Field Effective Date 01 15799 Cancel Back Il e Select the type of date from the Date field drop down list e Select or type the effective date Here you want to select the field which will be used to determine if a pay record is current From Date and type the date when the current record will be selected January 1 1998 Select From Date from the Date Field drop down then select the date to be used as the Effective Date 12 Click the Next button 428 BATCH INP
222. d by a percentage or change the colour bar width use the Top Pos and Color Width controls Click the Resize Chart checkbox to resize the chart as you change the legend position and width Click the Inverted checkbox to vertically flip the legend Changing Panel Attributes 1 Click the Panel tab Click a Bevel Inner radio button to add a 3D bevel effect to the inner edge of the chart Click a Bevel Outer radio button to add a 3D bevel effect to the outer edge of the chart Use the Width control to adjust the width of the bevel To change the entire graph panel background colour click the Panel Color button To fill the back panel with a gradient fill click the Gradient Visible checkbox Then click the Start Color and End Color buttons to adjust the fill colours Use the Direction drop down list to adjust the direction of the gradient fill 353 PERSONNEL DIRECTOR USER S GUIDE e To adda back image similar to wallpaper to the panel click the Browse button under Back Image then select the file to use as background and adjust it by selecting a Style button Changing Paging Attributes 1 Click the Paging tab 2 Set the number of points per page Use the Next and Last buttons to see the page range Select Scale Last Page to scale the distribution of the points on the last page Changing Wall Attributes For 3D charts only you can select colours borders and patterns for the left side bottom and back wall of the cha
223. d is displayed when Personnel Director is used for the first time but it can be displayed at any time in the following way e Select Setup Wizard from the Help menu Setting Display Formats 58 Personnel Director uses your Windows settings to determine how to display dates and currencies In Personnel Director dates are displayed in and must be entered in the format specified in your Short Date Format setting in Windows In order to store dates beyond 31st December 1999 you must specify a four digit year format in your Windows settings Currency amounts are displayed according to the Currency Format settings in Windows SETTING UP PERSONNEL DIRECTOR 4 Setting the Date Format Used by Windows Click the Start button and select Settings then Control Panel Double click on the Regional Settings icon Click on the tab folder labelled Date In the Short Date section enter the date format that you require in the Short date style dd mm yyyy for example Ensure the date format you enter has a four digit year yyyy ee ae Year 2000 Compliant Date Windows Date Windows determine how 2 digit years are interpreted All calendar buttons have a Date Window of 1950 and work as follows 2 Digit Date Entered Interpreted Date 00 49 2000 2049 50 99 1950 1999 Use the Regional Settings option in the Control Panel to set up a four digit date format to ensure that dates are entered and interpreted correctly Setting the Curre
224. date field in a pay history record such as the From Date can cause a Career Event to be created and logged in the employee s career history file For further details refer to Setting Career Event Preferences on page 80 The Holiday and Absence screen uses the pay record history to calculate the cost of employee absences to your company The holiday and absence calculations attempt to find the pay record that was current during the period of absence and calculate the cost of the absence The current pay details are also displayed on the Pay Details tab on the Employee Details screen For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Pay History Summaries 234 1 Navigate to the record of the employee for whom you want to display pay record data 2 Do one of the following e On the Absence and Payroll Shortcut bar click the Pay History button e From the Screen menu select Open Screen Select Pay History and then click OK 3 Click the Summary View tab if it is not already displayed The Pay History Summary screen provides an overview of the employee s complete pay history with your company WORKING WITH EMPLOYEE DATA 9 Only one pay record is considered to be current at any particular time The current record is the pay record whose From Date is closest to but not greater than the curr
225. der bar and the Client area You use Screen Properties to specify information you want to appear in the Header bar this includes the name and icon displayed customised user notes called Screen Notes and screen print control The Client is an area that contains the controls you drag from the Control Palette toolbar and is used to display and collect information ep Reviews Header bar Client area Detail wiew USING THE SCREEN DESIGNER Creating a New Screen a To collect additional sets of information for your organisation you can design new screens with the fields you need For example perhaps you need a new screen to collect information on employees performance reviews 1 Do one of the following On the File toolbar click the New button e From the File menu select New Screen e Press CtrI4 N The Create New Screen appears Create New Screen x Screen Information Screen Name Screen Description screen con le Select Hel cma Provide the following information Screen Name Type the name for this screen used for maintenance purposes Screen Description Type what you want to appear as the title of the screen Screen Icon Click the Select button and select the icon you want from those supplied with Personnel Director or one you created previously Then click Open 3 Click OK 547 PERSONNEL DIRECTOR USER S GUIDE The new screen appears in the Screen
226. ding on how your company awards this category of allowances Then click Next Length of Service If the number of days or hours to which employees are entitled is based on their length of service If you select Length of Service go to step 9 Age If the number of days or hours to which employees are entitled is based on their age If you select Length of Service go to step 9 Parental If the employee has dependants and is entitled with parental leave select this option If you select Parental go to step 13 None If the number of days or hours to which employees are entitled is not based on either length of service or age If you select None go to step 8 SETTING UP PERSONNEL DIRECTOR 4 On the Allowance Method screen select the calculation method as follows Then click Next and go to step 12 Absence Allowance Wizard Allowance Methad Please select the method by which allowances are awarded the optiona are Accrued of Annual allowances This allowance i awarded as a lump sum 21 days per pear for example Allowance 0 00 Days Per ear his accrued An employee might recente 1 day per month for example lt Back ne gt Cancel It Is Awarded As An Annual Amount Check this radio button if a certain number of days or hours are awarded on an annual basis Then enter the number of days allowed per year in the text box It Is Accrued Check this radio button if a number of days or hours are
227. displayed Adding Editing Employee Images 1 Do one of the following E e To add a record click the New button on the Record toolbar or press en Ctrl N e To update a record on the Employee Images Summary View tab select the record you want to work with and click the Detail View tab or double click the record 221 PERSONNEL DIRECTOR USER S GUIDE co Employee Images 99 Mr H Corsar lt 8 Employee Images v 93 Mr M Corsar Description Category Date a nssnnnnnnnuunnnnnnnnnnnnnnnn Attached Documents Data Entered on This Screen Description Type a description of the image Category Select a category to identify the image or add one to the list Date Enter the effective date or select it from the calendar Image Click the Open File button Locate the image to load and click Open The image appears in the box on the right Note Click the Actual Size button to view the actual size of the image Employee Notes 222 You can store any number of notes about an employee s record Use the Employee Notes function for storing information that is not relevant to any of the other Personnel Director screens For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 WORKING WITH EMPLOYEE DATA 9 Displaying Employee Notes Summaries 1 Navigate to the record of the employee for
228. diting employee details 235 displaying employee summaries 234 Payroll Director defining standard working hours for individual employees 483 fields shared with Personnel Director 484 identifying the location of the Payroll Director databases 477 linking Personnel Director databases to Payroll Director companies 477 Payroll Director Paylink configuring the payroll link 476 employee number notes 474 enabling Payroll Link 477 filtering employees transferred from Personnel Director 481 installing 469 616 synchronising employee information 482 troubleshooting 487 using with Personnel Director 470 working with Payroll Link 471 Personal tab employee data entered on 165 Personnel database 125 Personnel Director 57 backing up your data 6 configuring 26 exiting 123 finding reports graphs and documents using Report List 297 installing databases on server 14 installing software on the workstation 21 learning to use 93 main screen 94 maintaining the list of databases 440 registering your software 6 Report Scheduler system requirements 500 setting up 57 starting 32 55 93 system requirements 8 upgrading from Personnel Manager 30 Personnel Director Spreadsheet editing spreadsheet data 137 formatting data 139 setting print options 147 showing hiding toolbars 139 working with spreadsheet data 144 working with spreadsheet files 133 working with spreadsheet tools 146 Personnel Manager upgrading from 30 Photogr
229. dministrator should have provided you with a User Name and Password and the name of your Server Click the Pick List button beside the Server field to see the list of available servers or ask your administrator for this information 55 PERSONNEL DIRECTOR USER S GUIDE 56 4 SETTING UP PERSONNEL DIRECTOR Overview Before you begin to use Personnel Director you must enter certain information into the system This information enables Personnel Director to work in the same manner as your organisation with regard to working hours and pay periods statutory holidays absence allowances and currency exchange rates If you do not enter this information you will not be able to use Personnel Director to perform time saving tasks such as e Setting company pay periods e Setting currency exchange rates e Defining statutory holidays e Creating the various absence allowances that your organisation uses e Defining employee work periods if absence days lost and hours lost are to be based on an employee s work period rather than the company s pay period e Performing absence allowances end of year maintenance To set up Personnel Director you must first enter details about your company Do this using the Company menu on the main screen The stages are as follows and are described in detail in the remaining sections of this chapter Set the date and currency display formats in Windows This is essential Enter your com
230. ds Field SOL Alias MASTER S TAF MASTER POST Department MASTER DEPS Pay Basis Pay HISTOR Y P Pay PaY HISTOR Y F Table SQL Alias MASTER MASTER MASTER PaY HISTOR Y PAaY HISTOR Y Employee Number Post Name Cancel 2 To add a field statement double click the name of the field in the Available Fields list 3 To remove a field statement double click the Field Alias name in the Selected Fields list 381 PERSONNEL DIRECTOR USER S GUIDE Changing Calculations 382 1 Click the Calcs button on the query screen The Calcs tab appears Query Designer Tables Fields Calca Group Search Sort SQL Bk Es E Available Fields Field Alias Field SOL Alias TableSGLAlias a Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Ace MASTER ADDR MASTER ADDAR MASTER ADDAR MASTER ADDAR MASTER ADDAR hMAS TFA AGE Field Aliaz i MASTER MASTER MASTER MASTER MASTER MASTER Cancel 2 To add a calculation statement do the following e Double click the name of the field to be used in the calculation The field appears in the Calculations list e Click the Function cell in the row of the field and select the function you want from the drop down list 3 To change a calculation statement click the Function cell in the row of the field and choose the desired function from the drop down list 4 To delete a calcul
231. e l From any employee screen except Employee Details do one of the following e On the Record toolbar click the Filter button e Select Filter Records from the Screens menu or press Ctrl I The Filter Records screen appears Filter Records x Fields Categor Field Value Holiday Clear Search Type Exact Match f Partial Match at Beginning Partial Match Anywhere By Value Field Orde ir Alphabetic Logical View Summar New Search v OK x Cancel 191 PERSONNEL DIRECTOR USER S GUIDE 192 If you used the filter previously click the New Search button From the list of fields on the All tab select the field you want to use to find the records If the field is more likely to be based on a range the By Range tab is displayed if you still want to specify a specific value click the By Value tab For example to select all Holiday and Absence records where the employee took holidays select the Category field then type Holiday in the Field Value text box Tip You can sort the list of fields Under Field Order click Alphabetical if you want to sort the fields alphabetically or Logical if you want to sort the fields as they appear on the Detail View tab Indicate the value of the field which is to be used in the search Field Value Type the partial word word phrase or value to be used in the search To erase what you typed click the Clear button Search Ty
232. e automatically inserted into the Diary for this date see Diary Reminders on page 277 Letter Sent To Employee Tick this box to indicate if a letter was sent to the employee concerning this event The Correspondence History contains the actual details of the letter Follow Up Date The date by which some follow up action should have taken place relating to the event A reminder can be automatically inserted into the diary for this date see Diary Reminders on page 277 WORKING WITH EMPLOYEE DATA 9 By Whom The name of the individual responsible for any follow up relating to the disciplinary or grievance event The Pick List for this field displays a list of all the employees in the current database Notes A free format notes field to outline any further information relating to the event Education History You can keep details of your employees education Details can be stored for any number of establishments and can be grouped in categories such as University College or School For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Education Summaries 1 Navigate to the record of the employee for whom you want to display education data 2 Do one of the following e On the Training and Education Shortcut bar click the Education History button e From the Screen menu select Open Screen S
233. e grouped as shown in Writing Other Documents on page 311 e Click the subfolder containing the template you want to select e Click the template you want to edit then click the Edit button or select Edit object from the Edit menu The word processor starts and the template opens In the Personnel Director integrated word processor all merge fields are preceded by a percent sign and displayed inside square brackets and for example Surname In Microsoft Word merge fields are displayed inside chevrons and for example Surname 315 PERSONNEL DIRECTOR USER S GUIDE To insert a new merge field using the built in word processor e Select a field from one of the four drop down lists just above the ruler on the left side of the Document screen You can insert any available employee company pay or user field Employee Fields Pay Fields Company Fields User Fields e Click in the document where you want to place the merge field e Click the Insert Field button to the right of the drop down list Address Line 1 i Insert field button For example to select the employee s name select Post Name from the Employee drop down list then click the Insert button To delete a merge field using the built in word processor e Click atthe end of the merge field the right side then press Shift and the Left Arrow key to highlight the entire merge field e Press the Del key To i
234. e Company Car Use screens are then used to log the use of any of these vehicles against an employee s record Before you can use these screens the details of company cars must have been entered on the Company Cars screen as described in Entering Company Vehicle Data on page 75 For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Vehicle Usage Summaries l Navigate to the record of the employee for whom you want to display company car use data Do one of the following e On the Employee Shortcut bar click the Vehicle Usage button e Select Vehicle Usage from the Employee menu Click the Summary View tab if it is not already displayed The Vehicle screen displays the current employee s history of company car use The date of use car registration total miles driven and type of use personal or business is displayed This screen contains all of the standard summary screen toolbar buttons and related functions described in Summary Screens on page 113 Adding Editing Vehicle Usage Details Use the Vehicle Usage screen to add edit or delete records for the current employee s use of company cars l 248 Do one of the following e To add a record click the New button on the Record toolbar or press Ctrl N WORKING WITH EMPLOYEE DATA 9 e To update a record on the Vehicle Usage Summ
235. e Design tab to create or change the report layout Preview tab View the results on the Preview tab Note You will not see the Preview tab if you are not authorized to view employees For information on how to reset employee authorisation see chapter 3 Setting Up Security on page 35 Creating New Reports Using the Report Wizard You can use the Report Wizard to add some of the data to reports and then use the Report Designer for further specifications This section contains five examples of creating these types of reports Example 1 A Simple Report Employee List 390 Reports This example shows how to create a report of all employees that lists their employee number name and department l 2 Click the Reports button on the toolbar Click the New Report button Complete the remaining steps beginning with step 3 in Example 1 A Query with One Table and No Selection Criteria on page 359 When the query is complete click the Design tab in the Report Builder window WORKING WITH REPORTS 5 From the File menu select New 6 Report CrossT ab Wizard Cancel In the New Items window double click the Report Wizard The Report Wizard appears Report Wizard Which fields do you want on your report m EE Data Pipeline Hame pIE mployee_and_Department Available Fields Selected Fields Employee Humber Post Name gt Department an Order
236. e Diary button on the Tools toolbar Diary 2 From the File menu select Export to MS Outlook 284 WORKING WITH GROUPS AND FILTERS Read this chapter to find out how to create and use employee groups and filters Both can reduce the amount of time required to locate records when updating employee records as well as when generating letters charts and reports Working with Groups You can organise employee records into distinct groups within a database For example perhaps you have 300 records on your database but you only need to work on 10 of these records By creating a group for these employees you exclude the extra 290 records making it easier to navigate between relevant employee records on the main screen Groups are also extremely useful when creating letters charts and reports You can use the word processor to create mail merge letters for all the employees in a particular group Reports and charts can be filtered to include only data from employees in a particular group Employees can be members of more than one group for example one employee could be a member of two groups such as New Starts and Engineers Assigning an employee to a particular group does not affect the data contained in each record and groups can be removed easily from the database 285 PERSONNEL DIRECTOR USER S GUIDE Selecting a Group D 1 On the Employee Navigator click the Group button Select Group x Please select th
237. e Personnel Director database that you want to use Click OK 509 PERSONNEL DIRECTOR USER S GUIDE Learning to Use Report Scheduler When you start the Report Scheduler the main window appears It contains a menu bar and a toolbar os Personnel Director Report Scheduler mei fa Menu bar Fie Edit Wiew Help Toolbars Last Run Date Nest Run Date Absence Analysis by Day of Month 1 Week s at 16 34 47 1171172002 Tabs _ This window is the starting point for accessing all of the functions in Report Scheduler This section describes the components that you see on the main window and how to use them On the top of the window are the menus and toolbars You can schedule a new report modify an existing report or copy a report At the bottom of the screen are two tabs The first one is the Scheduled Reports tab and the other one is the Report Archive tab Toggle between these two tabs to perform relevant operations 510 SCHEDULING REPORTS 220 The Main Menu The Toolbars The main menu near the top of the window is called the menu bar Each word or group of words on a menu provides access to another menu of related functions When you click a word on a menu a drop down list appears showing the menu associated with that word For example when you click Edit the Edit menu is displayed Modify Scheduled Report Copy Scheduled Report Delete Scheduled Report When you clic
238. e Pick List Type drop down select Pick From Employee Data From the Pick List Table drop down select Pick From Employee Details From the Pick List field drop down list select Department e Click OK to save the changes to the Pick List options You will then see all of the departments listed e Click OK button to save the properties Set Up a Checkbox for Goods Returned Adding a check box to the General Details tab will indicate at a glance if the item has been returned This field will also make it easier to run reports on goods that are on loan A checkbox is a box that when clicked will be either checked or clear l 2 3 4 From the Field Chooser screen click the New button Enter the field name as Returned set its type as Logical Enter a description and label then click OK Drag the Returned field from the Field Chooser screen to the General Details tab Create a Box for Notes or Comments l on gt From the Field Chooser screen click the New button Enter the field name as Notes set its type as Notes Enter a description and label then click OK USING THE SCREEN DESIGNER 4 Drag the Notes field from the Field Chooser screen to the Notes Comments tab Align the Labels on the Screen The labels down the side of the screen for Date Out Date Returned and Description can be easily aligned 1 Simply press Shift and click the labels this highlights them all 2 From the Alignment toolbar
239. e Test button The diagnostics program test the communication and reports the results i Communication Diagnostic Tool Location Info f Local Engine f Remote Server Server Network Protocol prda r TEPIP z Database Info Database Je persdir vbtglobaldata gdb 7 User Name SYSDBA Password Results Path Name CAWINNTSSystems2 qds32 dll a Size 335360 Bytes File Time 06 50 00 File Date 10 18 1998 Version 5 5 0 742 This module has passed the version check Attempting to attach to ate F INSTALLING PERSONNEL DIRECTOR 2 If there is a problem e Check the spelling of the server path and file are correct e Check that the syntax is correct for the network protocol you are using e Use the connection testing commands to test for network communication problems for example on TCP IP use the DOS command PING to test the network connection 5 When you are finished click Exit Step 3 Installing the Personnel Director Software on a Workstation l Place the Personnel Director CD ROM into the CD ROM drive of the workstation where you want to install Personnel Director The Setup program should start automatically If it does not follow these instructions to start the Setup program e Click the Start button on the Taskbar e Select Run from the popup menu e Type x setup exe where X is the drive letter of your CD ROM drive then click the OK butto
240. e Usage Tab Besides the data you enter about company vehicles the Usage tab displays the following data that is automatically updated as you use Personnel Director Date of Car Use Date on which employees used this vehicle Miles Traveled This is the total number of miles the vehicle has been driven by employees entered into Personnel Director This is a calculated field and is automatically updated from the Employee Vehicle Usage screen This is important as it relates to the contracted lease mileage When the total lease mileage is exceeded extra costs may be incurred Type of Car Use Business or Personal There may be additional types as defined on the Employee Vehicle Usage screen Staff Number Employee number of the employee using the vehicle 76 SETTING UP PERSONNEL DIRECTOR 4 Adding Company Vehicle Details Do the following for each company vehicle you want to add on the Vehicle Details screen l In the Registration field type the car s registration number exactly as it appears e g E345 FGT This field is mandatory and must be unique for each company vehicle In Description type the general description of the vehicle For example Ford Fiesta Coupe 2 door Enter the following data about the vehicle on the Vehicle Specification tab under Make e The make of car You can select the make from a Pick List or add new makes to the Pick List refer to Pick Lists on page 105 e The model name of the
241. e data in the built in spreadsheet or use the single button export to Microsoft Excel Users can track important employee dates in the built in diary or use Microsoft Outlook Diary events can be automatically triggered from most fields in the system PERSONNEL DIRECTOR USER S GUIDE Personnel Director comes with its own Report Builder tool allowing users to easily analyse data stored on the system The software comes with a wealth of standard reports that can be modified and users can add unlimited new reports and graphs Reports can be generated in text format or as graphs which can easily be copied into other Windows applications Supported users of Personnel Director can also access the Employers Guide to HR at www vizual co uk employers guide asp an online guide to good personnel management practice This feature is particularly useful if you have not had formal personnel management training and require clarification on what course of action to take when managing employees Note To use Microsoft Word Excel or Outlook ensure that the application 97 or above is properly installed on your computer Backing Up Your Data It is extremely important that you regularly make backups of your Personnel Director databases Back up Personnel Director databases using your own scheduled backup software For more information see Backing Up and Restoring a Database on page 461 INSTALLING PERSONNEL DIRECTOR Thi
242. e details as described above 72 SETTING UP PERSONNEL DIRECTOR 4 Deleting Company Absence Allowances To delete a company absence allowance follow this procedure Deleting an absence allowance also deletes all employee absence allowances based on that allowance in the current year Optionally you can delete matching allowances for previous years 1 Select Absence Allowances from the Company menu 2 Click the I Want To Delete An Existing Allowance radio button then click the Pick List button Select the allowance you want to delete then click OK 4 To delete only allowances in the current year click the Finish button To delete matching allowances for previous years click the Delete Personal Allowances History button then click Finish For more information about how you can use Personnel Director to record and monitor employees holiday and absence periods and perform end of year maintenance see recording and Tracking Holiday and Absence on page 169 Defining Employee Work Periods Calculations of absence days lost and hours lost can be based on company pay periods all employees work fixed work hours and days or on an employees work periods employees work varying work hours and days To set work periods you can define one or more master work periods and then assign them to individual employees calculations for any employee not assigned a work period will be based on the company pay period Note
243. e drop down list select Notes Next enter the display label This is the label you will see by the side of the box on screen e In the Display Label box type Notes Finally you need to enter a description of what this field is to be used for USING THE SCREEN DESIGNER e In the Description box type Notes relating to employee benefit The Field Properties screen should look similar to this Field Properties Ea Field Display Format Value Validation Pick List Web Field Name NOTES Type Notes ej Display Label Notes Description es relating to employee benefid Cancel e To save the new field click OK The field you just added now appears in the Field Chooser screen Adjust the size of the Benefits screen by dragging the lower right corner to the right Next adjust the size of the notes box by selecting the box by clicking it and then dragging the bottom line up The next step is to locate this new field on the screen e From the Field Chooser screen select Notes the field you just created drag it onto the form and move it to a position under the date You may need to use the scroll bar to find the field i Benefits o H Date To o H Benefit Fl Monthly Value aN otese i P11D Value Detail View 529 PERSONNEL DIRECTOR USER S GUIDE 5 Now that you added the field you want to provide instructions on when and how to use it for your users To do this you cre
244. e group of employees that you would like to filter the current screen for Eng MEINA DE Sales Staff pe Cancel 2 Highlight the group that you would like to work with and click the OK button The status bar at the bottom of the Employee Navigator displays the name of the current group fis Group Engineering Z i Note To remove grouping from the Employee Navigator click the Remove Group Filter button Creating and Maintaining Groups Use the Maintain Groups dialog to create or delete groups add employees to a group or remove employees from a group Displaying Employees in Groups 1 Select Maintain Groups from the Employees menu 286 WORKING WITH GROUPS AND FILTERS 120 The Maintain Groups dialog is displayed Maintain Groups Group Mame oO Add Delete Available Employees Employees in Group Cancel Hel 7 Hep zg AHHA ilten Sort By Field f Sumame Value 4 ol Employee Number Display a maxinurnn of fioo employees To view the employees in a particular group select that group using the Group Name drop down list at the top of the screen Maintain Groups Group Mame Engineering Available Employees Employees in Group Name a Name d Employee No OK Anderson Danny Mr a3 Boardman John har 46 Brown Amanda Miss 78 Cancel Cheetham Christina Me 65 Cooper Thomas Mr 39 Help Filter Sort By Field i Suma
245. e in ALL Personnel Director databases After a database is shut down the database owner and SYSDBA 1s still able to connect to it but any other user attempting to connect gets an error stating that the database is shut down Note Forcing database shutdown interferes with normal database operations and should only be used after users have been given appropriate broadcast notification well in advance After a database is shut down it must be restarted brought back online before users can access it 465 PERSONNEL DIRECTOR USER S GUIDE 466 To shut down the database 1 Select Maintenance gt Database Shutdown The Database Shutdown screen appears Database Shutdown Server Inda Database e persdinybtglobaldata gdb Shutdown will wait for all databaze connections to disconnect or until the specihed timeout period expires Shutdown Parameters Deny New Transactions while waiting Force Shutdown After Timeout 5 Minutes Timeout Provide the following information Shutdown Parameters You can specify the following shutdown options Timeout period in minutes Server Manager attempts to shut down the database during this period Exactly how it does this depends on the other shutdown parameters Deny new connections while waiting This option allows all existing database connections to complete their operations unaffected Server Manager shuts down the database after all processes disco
246. e menu select Exit MAINTAINING PERSONNEL DIRECTOR DATABASES 19 Maintaining Personnel Director Servers You can perform the following functions from any Personnel Director login screen on a client workstation A change on one workstation updates the server definition on all other workstations running Personnel Director on your network To add a server either on your LAN or a remote server at another site l 2 On the login screen click the Servers selection button Provide the following information Description Type a description or server name Global Database Type the full path to the Personnel Director Global database on the server Use the path syntax required by your network protocol the following is an example of TCP IP syntax PERDIR C PERDIR VBTGlobalData gdb Click the Add button To update a server definition On the login screen click the Servers selection button Provide the following information Description Change the description or server name Global Database Change the full path to the Personnel Director Global database on the server Click the Update button To delete a server definition l 2 gt On the login screen click the Servers selection button In the Servers list select the server you want to delete Click the Delete button 439 PERSONNEL DIRECTOR USER S GUIDE Maintaining a List of Personnel Director Databases 440 i You can add or remove the Pers
247. e of 10 days e If you clear the Sensitive To Employee Leaving Date checkbox Personnel Director ignores the leaving date and grants a full 20 days When allowances are subject to pro rata calculations often there are rounding issues that need to be identified Round Up Determines if the rounding is upwards or downwards Click the Round Up checkbox to enable rounding up Clear the Round Up checkbox to enable rounding down Rounding Precision Determines the to the nearest factor of the rounding for example if rounding precision is set to 0 5 rounding is to the nearest half Examples e if Precision 0 5 and Round Up is not set the value 20 9 becomes 20 5 e if Precision 0 5 and Round Up is set the value 20 9 becomes 21 Click OK SETTING UP PERSONNEL DIRECTOR 4 Setting Automatic Employee Number Generation Preferences You can set Personnel Director to automatically assign a unique employee number each time a new employee is added To specify the format and increments for the employee number do the following l 2 Select Preferences from the Options menu On the Options screen click the Auto Generate tab The following screen is displayed Absence Turnover Statistics Allowance Options Auto Generate 4 r Employee Number Auto Generation Starting Number f Pad number to jo Characters using zeros Prefix with Preview Provide the following information Auto generate em
248. e rows select Fix Rows from the Sheet menu e To freeze columns select Fix Columns from the Sheet menu 3 To remove the setting e To freeze rows select Unfix Rows from the Sheet menu e To freeze columns select Unfix Columns from the Sheet menu Editing Spreadsheet Data To clear copy cut and paste cells Clear Clears the Spreadsheet clipboard Copy Copies the current selection to the Spreadsheet clipboard and the Windows clipboard in text format only If there is more than one selection only the first selection is copied Cut Cuts the current selection to the Spreadsheet clipboard If there is more than one selection only the first selection is cut Paste Pastes the contents of the Spreadsheet clipboard to the current selection If the Spreadsheet clipboard is empty text 1s pasted from the Windows clipboard You can also paste tab delimited blocks of data To insert a row 1 Select the row before which the new row is to be inserted 2 From the Edit menu select Insert 137 PERSONNEL DIRECTOR USER S GUIDE 138 To delete a row 1 Select the row to be deleted 2 From the Edit menu select Delete Row To delete a column 1 Select the column to be deleted 2 From the Edit menu select Delete Column To find text or a value 1 From the Edit menu select Find or press Ctrl F 2 Provide the following information Find What Type the partial word word phase or value you
249. e screens see chapter 9 Working with Employee Data on page 189 Medical History 83 Mr D Anderson oe Medical History 53 Mr D Anderson 10 1 1999 2 1 2000 Bf 1 2000 Summary View Detail View Attached Documents Using the Header Band At the top of the screen the header band displays the name of the current employee screen together with the name of the current employee oe Medical History o3 Mr D Anderson You can also select many of the other employee screens by clicking w in the Header band to drop down the screen list If the does not appear in the Header band you cannot switch screens from that location 111 PERSONNEL DIRECTOR USER S GUIDE Changing the Views Most employee screens have three tabs that you use to view or enter information and attach documents related to the selected record type Summary tab Use the Summary page to view a listing of all records of a specific type for the currently selected employee Detail tab Use the Detail page to enter and edit employee record information for the selected data type Attached Documents tab Use the Attached Documents page to attach electronic documents related to the employee and data category You cannot attach documents to a single record documents are linked to all records of that data type for the current employee To change from Summary to Detail view Click the Detail tab Summary View Detail view Attached
250. e the Pick List button to select or create a new status Driving Licence Select the employee s driving licence type such as Full Provisional HGV or PSV Use the Pick List button to select or create a new type Vehicle Reg No Select the vehicle registration number of the employee For more information about entering registration numbers see Adding Company Vehicle Details on page 77 Home Telephone Enter the employee s home telephone number Mobile Telephone Enter the employee s mobile telephone number Fax Number Enter the employee s home fax number Work Telephone Extension Enter the employee s work telephone number and extension Email Enter the employee s email address 165 PERSONNEL DIRECTOR USER S GUIDE Dates Tab Key dates relating to the employee are entered on this tab Select dates using the Calendar button at the right of each field The calculated fields shown in yellow display elapsed time in days and months The format in which the dates are displayed and entered is determined from your Windows settings see Setting the Date Format Used by Windows on page 59 Date of Birth 03 Reelin Age 45 Years 9 Months 26 Days Date of Join 2A 4 93 Length Of Service 5 ears 11 Months 5 Days End of Probation Date 051 4 93 Pension Scheme Join osa 4 93 Time Fension Scheme 5 fears 5 Months 5 Days Date of Leaving The following employee fields are on the Dat
251. e toolbar To rotate a 3 D effect 1 Click the Rotate button on the toolbar 2 Click and drag in the direction in which you want to rotate the chart until you get the desired effect To increase the depth of a 3 D bar chart e Click the Depth button on the toolbar Click and drag until you get the desired effect 347 PERSONNEL DIRECTOR USER S GUIDE Moving and Zooming Graphs 348 When you work with 3 D and rotated views of complex graphs you may want to zoom out to get a better overall view and move the resized graph To move a graph within the graph window e Click the Move button on the toolbar Click and drag to change the position of the graph within the window This is useful when you have rotated and zoomed a graph and want to adjust the entire grid to centre it within the window To zoom the graph e Click the Zoom button on the toolbar Click and drag to zoom in and out e The following screen illustration shows a rotated 3 D bar graph with added depth It has been zoomed out and moved to re position it within the window i Graph Wizard Employees by Age by Division File Graph Help 7 fas Flao a oS Ss Qt M S fal E South West E Horth East O vest North E South E East oO ho E n M oo 24 to 28 a2 to 36 40 to 44 48 to 52 56 to 60 gt BS WORKING WITH GRAPHS 15 Filtering Graphs To exclude specific data from your graph you can se
252. ea 4 Repeat steps 2 and 3 until you are finished specifying the search expressions required for this search 5 Click the Find Now button The criteria you specified appears in the Search Criteria area a Search Database Screen to Search Medical History Search Criteria Find records that match all of these criteria James Street Clinic Cancel New Search Remove Define Search Criteria Field Eornditiar value Sae Name of Examiner Location Date of Medical Next Medical Dr Wb Greene James Street Clinic 10771999 2f 1 2000 Dr Wb Greene James Street Clinic 2f 1 2000 57172000 kai 4 2 Items 195 PERSONNEL DIRECTOR USER S GUIDE 6 Do one of the following e Double click the record you want to display e To remove an expression from the search criteria select the expression and click the Remove button e To clear the results and start a new search click the New Search button e To exit without completing the search click the Cancel button Accident History You can log accidents that have occurred in the work place Accidents are logged against each individual so if more than one person is involved in an accident you need to create an accident record for each individual For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Accident History Sum
253. ealth assessments for night workers Some professions are exempt from the Regulations and the qualification for exemption has changed a number of times since the Regulations became law Please contact your local employment office for current information Within Personnel Director you can track key data relating to each employee send opt out letters maintain detailed records of working hours and generate Working Time reports In addition the Employers Guide to HR that is available to supported users contains helpful information on the Working Time regulations Click the HR Guide button on the toolbar to access www vizual co uk employers guide asp to obtain Working Time information Note The rules for Working Time may vary from country to country The guidance included in Personnel Director is based on current UK legislation This varies from regulations in place in Ireland Isle of Man and Channel Islands Please contact your local Employment Office for further information Vizual Business Tools also produces Working Time Tracker a specialist product designed for workplace time recording Working Time Tracker allows 251 PERSONNEL DIRECTOR USER S GUIDE users to collect employee work times across a Windows NT network or by using dedicated data capture terminals For further information and pricing call the Vizual sales line on 0181 249 6044 or look us up on the Internet at www vizualbusinesstools com Tracking Employee
254. ease grid spacing To change the grid setting 1 From the Alignment menu select Grid Step The Grid Stepping screen appears Grid Stepping H EI Grid Step Amount E 2 Enter the measurement in pixels between the horizontal and vertical lines of the grid 3 Click OK Using the Alignment Buttons You can align two or more controls along the top sides or bottom using the buttons on the Alignment toolbar E Align the objects to the left of the left most object Align the objects to the right of the right most object 575 PERSONNEL DIRECTOR USER S GUIDE Align the objects to the top of the highest object Align the objects to the bottom of the lowest object Sizing Controls You can easily change the size one or more controls 1 Select the control s to be sized 2 Do one of the following or e Click the Size button on the Alignment toolbar e Select Size from the Alignment or shortcut menu The Size dialog appears Size EES Height f No change f Grow to largest f Shrink to smallest Height f Grow to largest Shrink to smallest width 3 Change the size Width No Change Select if there is to be no change to the width Grow To Largest Select if you selected two or more objects and want the smaller controls to inherit the width of the largest Shrink To Smallest Select if you selected two or more objects and want the larger con
255. ector Changing Employee Details in either system updates the other and keeps them both in synchronisation Pay Information is sent in one direction only from Payroll Director to Personnel Director Although changes can be made to Pay History within Personnel Director they are not applied to Payroll Director This is because Payroll Director requires more pay information than is stored on the Pay History screen in Personnel Director Changes to employees pay should therefore be made in Payroll Director only Bank Details can be modified in either system The Paylink ensures that the other system is updated with the changes The following sections describe in detail how the Paylink functions and how data within the two systems is kept in synchronisation How the Payroll Director Paylink Works In order for information in the Personnel Director and Payroll Director databases to be shared a Personnel Director database must be mapped to a Payroll Director company This mapping is created using the Payroll Link Settings dialog in Personnel Director Any changes made to an employee within a Personnel Director database are also applied to the employee in the corresponding Payroll Director company database If no matching employee is found a new employee record is created 471 PERSONNEL DIRECTOR USER S GUIDE 472 The same mapping is used to update employee data within Personnel Director when it is modified in Payroll Director
256. ee Navigator to select the next employee Note To remove the current group or filter from the Employee Navigator click the Remove Group Filter button To select a filter 1 Click the Filter button on the Employee Navigator The Select Filter screen is displayed Filters Select Ed Ee Cancel tee Help i Edit Rename Delete 2 Select the filter you want to run and click the Select button You can also create your own filter For further instructions see chapter 16 Creating Queries on page 357 157 PERSONNEL DIRECTOR USER S GUIDE The status bar at the bottom of the Employee Navigator displays the name of the current filter 3 Double click the name of the employee you want to work with The Employee Details screen appears for that employee 4 When you are finished with the employee s record return to the Employee Navigator to select the next employee i Note To remove the current group or filter from the Employee Navigator click the Remove Group Filter button To refresh data Use the Refresh button if other users are adding and deleting employee records to ensure that the Employee Navigator shows the latest changes U e To refresh the data click the Refresh button Locating Employees by Employee Number or Name You can quickly find employees by specifying their name or employee number 1 Do one of the following Aid e On the Tools toolbar click the Q Find butt
257. ee eee 463 Shutting Down and Restarting a Database 465 Changing Personnel Director Servers 00 eee 467 Linking Personnel Director to Payroll Director 469 Installing the Payroll Link ser 5 425 442 oedc0e Raa hORGS 8 6A Lee E ORAL 469 Using the Payroll Director Paylink with Personnel Director 470 How the Payroll Director Paylink Works 04 471 Sharing Pay Information lt 3 oi 24 speen a ee a owe 473 Configuring the Payroll Director Payroll Link 476 Enabling the PayrowWLink 3 20 56 boo eaatd oe dutd nee tenes 47 Specifying the Location of the Payroll Director Databases 4711 Linking Personnel Director Databases to Payroll Director Companies 477 Defining Basic Rates of Pays inwsccr ek ete ees ieiti oeni h 479 Filtering Employees Transferred from Personnel Director 481 Synchronising Employee Information 00006 482 Defining Standard Working Hours for Individual Employees 483 Shared Fields between Personnel Director and Payroll Director 484 Troubleshooting the Payroll Link 0 0 0 0 00 ceeeeeeee 487 Configuring the Payroll Link Database Driver 487 Linking Personnel Director to Working Time Tracker 489 Installing the Working Time Tracker Link 004 490 How the Elink WOrkS cc bec ew nak cate eee hae eae feed eae aes as 490 Working Time Tracker and Payroll Director Integration
258. een and main screen tabs e Import them from another existing database spreadsheet or payroll program 149 PERSONNEL DIRECTOR USER S GUIDE The first two of these methods are described below For information about importing employee records refer to Importing Data from Other Sources on page 443 Using the New Employee Wizard Personnel Director provides a Wizard which takes you through the process of creating new employee records To use this Wizard Select New Employee Wizard from the Help menu The Wizard guides you through the steps required to create new employee records Creating New Records Manually 150 l Open the database that employee records are to be added to e On the main menu select Open Database from the File menu e Select the database that you want to add records to and click the OK button Display the Employee Details screen e Click the Open Screen button or select Open Screen from the Screens menu e Select Employee Details e Click OK Do one of the following e On the Record toolbar click the New button _or e Select New Record from the Screen menu or press Ctrl N WORKING WITH EMPLOYEE RECORDS A blank record appears in the Detail View tab of the Employee Details screen Employee Details SUH Wilh ui Doia y gt Enie unaa m Contract Fay Details Personal Dates working Time Sumame Donaghy Division Second Office e First Hame Michael Departmen
259. een print appears Print Preview Oy x ERG fs wafi gt gt t Close VWi UAL Vimal Business Tools Ltd at Sal Metical History Buwitere TAMLI bi D Arderson 1 Robo 2000 Date of alee jog urcori a Date of Nant Wie ios Eram ina izahi 11 Pare BLAoo Dr Wb Grae Tamor Stmati Hiis 21000 Fare A000 Dr Wb Groene Tamar Pte tC inde Page 1 of 1 121 PERSONNEL DIRECTOR USER S GUIDE Use the buttons on the Print Preview screen as follows Print the screen Size the page so that it fits in the Preview window Size the page to fit the width of the Preview window Size the page to display 100 of its actual size Display the first page Display the previous page Display the next page Display the last page FrFeRE eae amp Set the zoom magnification rm Ph oe Close the Preview window Close d Accessing the Employers Guide to HR 122 The Employers Guide to HR is an online resource available to supported users at www vizual co uk employers guide asp You can access the Employers Guide to HR from most parts of Personnel Director 1 Use one of these ways to display the Employer s Guide to HR e Select the Employers Guide to HR from the Help menu Your web browser is launched and the home page of the Employers Guide to HR is displayed LEARNING TO USE PERSONNEL DIRECTOR 5 e Click the HR Guide button on the Help toolbar A lis
260. eight 0 2 To move the Usage Type label and Type field to a temporary location click and drag the Detail separator bar down to increase the space in the Detail section Then press the shift key and click both the Usage Type label and Type field and drag them down into the body of the Detail section Press the shift key and click the Date label Date field Vehicle label and Registration and drag them to the left until positioned to the right of Miles Travelled To add a Notes label click the Label button then click in the Header to the right of the Miles Travelled label to place the new label In the Label box in the toolbar type Notes To add the Notes field click the DBMemo button then click in the Detail section to the right of the Miles field to place the new Notes field Adjust the size of the field as necessary USING THE SCREEN DESIGNER 8 Select Notes from the Field drop down on the toolbar Because content in the Notes field is variable that is in some notes the length could be one line and in another it could be several the field properties must be set so that the field grows with the content 9 Right click the Notes field and select Stretch from the shortcut menu The Vehicle Usage screen print should look similar to this Screen Designer ehicle Usage Screen Print Oy x File Edit View Report Help Design Preview ee T E Times New Roman fic x H 7 U E A F T A Compa
261. el Director the account is given all security privileges that is it is unlocked and has access to all databases functions screens fields and employee records You then modify the security privileges as required The easiest way to do this is to create a template that contains the most common settings then create new users based on the template 1 Take one of the following actions e Select the user account or template from the User Accounts And Templates list or e Right click and select the item for which you want to set privileges or click the toolbar button for the item 2 Go to the heading for the level of security you are setting 45 PERSONNEL DIRECTOR USER S GUIDE Modifying Module Level Privileges When a new user or template account is added in Personnel Director the account is given access to all modules You can modify a selected user s access to each of the Personnel Director modules 1 Select the user account or template from the User Accounts And Templates list ie 2 Click the Module Security button or press Ctrl M Module Security SELFSER ICE x Please select the Personnel Director modules that the user has access to M Personnel Director Sell Service Administrator Access Security Manager f Manager Access ir Self Service Access Database Maintenance v Report Scheduler IY View Edit Schedules IY View All Archived Reports Help Cancel
262. el Director word processor If you set your preferred word processor to Microsoft Word the templates are converted to DOC format the first time you do a mail merge 306 Letter Write a standard letter that has the name and address of the employee and company filled in but no content You write the body of the letter using the word processor This document is based on the standard letter template called Letter letter rtf or letter doc in the root Letter folder Memo Write a memo that has the date and employee name filled in You fill in other headings using the word processor This memo is based on the memorandum letter template called Memo memo rtf or memo doc in the root Letter folder Fax Write a fax cover sheet headings you fill in using the word processor This document is based on the fax cover letter template faxcover rtf or faxcover doc in the root Letter folder Letter Folder List Write different types of letters organised by category Click a folder to see the letters such as recruitment employment or contract letters it contains Use the folder list to create and store letters based on the templates that come with Personnel Director as well as letter templates that you create or modify yourself These documents are grouped by subfolder within the Letters folder WORD PROCESSING AND MAIL MERGING 14 Writing Standard Documents Letters You can quickly write a standard letter memo or fax to one or more em
263. elect Education History and then click OK 217 PERSONNEL DIRECTOR USER S GUIDE 3 Click the Summary View tab if it is not already displayed Education History 99 Mr H Corsar O E Education History 99 Mr M Corsar FHER University of Leeds Technical College 1767 1992 St Anne s Technical College we Summary View Detail View Attached Documents The screen shows all the educational establishments attended and the dates of attendance To enter employee qualifications see Qualifications on page 244 Adding Editing Education Details Use this screen to add edit or delete educational records for the current employee 1 Do one of the following GB e To add a record click the New button on the Record toolbar or press Ke Ctrl N To update a record on the Education Summary View tab select the record you want to work with and click the Detail View tab or double click the record 218 WORKING WITH EMPLOYEE DATA 9 Education History 99 Mr H Corsar if x Education History v E ke M Coegi g Type of Establishment Technical College Attended From i 7671992 Name Of Establishment St Anne s Technical College Attended To E 1994 Address El Summan View Detail view Attached Documents Data Entered on This Screen Type of Establishment The type of establishment attended such as School College or University Name of Establishment The name of
264. elete skills records for the current employee 1 Do one of the following iki e To add a record click the New button on the Record toolbar or press en Ctrl N e To update a record on the Skills Summary View tab select the record you want to work with and click the Detail View tab or double click the record 246 WORKING WITH EMPLOYEE DATA 9 Skills 26 Mr K Panton Oe x a i AS Skills v 25 Mr K Panton Category Health and Safety skill First Aid Competency Excelent O H Years of Experience Booo Last Used hao A Expiry Date jean H Summary View Detail view Attached Documents Data Entered on This Screen Category The employee s main skills area such as Programming French Language Standard skill areas can be defined using the Pick List Skill The employee s particular skill within the Category of skills for example a Computer Programmer may have C skills Competency The employee s skill level or competence You may choose to grade it as follows Expert Good Fair or 1 2 3 Years of Experience The number of years experience in the skill Last Used The date on which the employee last used the skill Expiry Date The date on which the competency in the skill expires This date is automatically linked to the Personnel Director diary 247 PERSONNEL DIRECTOR USER S GUIDE Vehicle Usage You can keep a list of company cars within your organisation Th
265. emplates 317 modifying templates 315 pre defined 306 Letters 306 Letters See Word processor in Personnel Director Logo setting company logo 60 Mail server setting 58 Mailing label templates creating in Microsoft Word 319 Main menu 95 Main screen 94 employee data on 159 toolbars 97 Maternity data adding editing details 230 displaying summaries 230 Medical history 232 Medical history data adding editing details 232 displaying summaries 232 Memos 306 Menus using in Report Scheduler 511 N Navigating employee records 100 Navigation Control Employee Navigator 100 Navigation buttons 115 shortcut bar 102 Network protocol syntax 437 Network requirements 9 New Employee Wizard 150 Notes See Employee notes O Objects aligning 412 formatting 411 placing when designing a report 409 Objects See Screen Designer controls Objects See Screen print Offices defining for the company 60 setting 62 Operators 601 rules of precedence 601 615 PERSONNEL DIRECTOR USER S GUIDE P Page Designer aligning objects 412 Design tab 408 formatting objects 411 placing objects and data fields 409 shapes labels and images used in designing reports 409 starting 408 toolbars 409 Password changing for InterBase server 17 Pay Details tab employee data entered on 163 Pay increase implementing for employees 433 Pay period calculations understanding 597 Pay periods setting company pay periods 62 Pay records 234 adding e
266. employees When a user is denied access to employee records those records will not appear in the list of users on Personnel Director screens 1 If you select Employees click Next to go to the next screen Employee Securty Wizard NOPAYT Employee Criteria Please specily the employee fields and associated critena which determine the set of employees to which the user has access Employee Field Range Edit Delete EI lt Back Next gt Cancel Select Employee Master Field Select the employee master field to be OK used for employee security Address Line 1 Cancel 52 PERSONNEL DIRECTOR SETTING UP SECURITY 3 From the drop down list select a Master field to use to restrict access Set User Security User NOPAY x Field Department Type Text Cancel Select the master field values for employee records which the user has access to If the values form a range then select two values and check the Range option If the values represent employees to which the user should NOT have access then check the Exclude option Value al Add Accounts Administration Delete Information Technology Logistics Sales amp Marketting Software Development Technical Support Benge T Exclude For example you might select the Department field to restrict access to records in the Administration and Finance departments You can select multip
267. en Personnel Director and the payroll program Important Note To integrate with Working Time Tracker you also need to install and configure the Working Time Tracker link See chapter 20 Linking Personnel Director to Working Time Tracker on page 461 Installing the Payroll Link Notes e If you are currently using Personnel Director or Payroll Director exit these programs e Please ensure that you have successfully installed Personnel Director on your computer before attempting to install the Payroll Link e The Paylink program should be installed on all computers running Personnel Director If the Paylink is not installed on a computer running Personnel Director changes to the employee data in Personnel Director are not replicated in Payroll Director and the data will not be synchronised 469 PERSONNEL DIRECTOR USER S GUIDE e The computer on which the Personnel Director and Paylink programs are installed must have full read write access to the directory containing the Payroll Director databases files If Payroll Director is run on a different computer than Personnel Director the folder containing the Payroll Director database files must be shared with full read write access To install the Payroll Link l Place the Personnel Director CD ROM into the CD ROM drive of the computer where you want to install the Paylink If the Personnel Director install program starts automatically click the Cancel button C
268. ences Indicate whether to include weekends or holidays or both in calculations of days or hours lost due to absence Stipulate if the calculation of absence days lost and hours lost is to be based on employee work periods or company pay periods Define which employee field is used to determine the office the employee is assigned to Turnover Statistics Indicate whether to track the number of employees joining and leaving your organisation The statistics are automatically updated each time an employee leaves or joins or is transferred between databases Absence Allowances Indicate how absence allowance is to be calculated for employees in your organisation Employee Number Generation Optionally set Personnel Director to generate employee numbers automatically Setting Career Event Preferences 80 You can specify when Personnel Director should prompt you to create a Career Event Personnel Director can prompt you to create a Career Event when certain pieces of employee data change such as department location or status When a Career Event is created it is added to the employee s Career History l Select Career Event Triggers from the Options menu The following screen is displayed Career Event Triggers x Screen Name Accident History Fields that will tigger a Career Event Field Name Career Event Text SETTING UP PERSONNEL DIRECTOR 4 From the Screen name drop down list select the screen to be used t
269. ent date on your computer Adding Editing Pay Record Details Use this screen to add edit or delete pay records for the current employee 1 Do one of the following E e To add a record click the New button on the Record toolbar or press en Ctrl N e To update a record on the Pay History Summary View tab select the record you want to work with and click the Detail View tab or double click the record Fl Pay History 26 Mr K Panton Te Pay History 26 Mr K Panton From Date E757 499 Allow Overtime fas Pay 32 000 00 GBP All values below shown in GBP Local Pay 32 000 00 GEP Annual Pay 32 000 00 Euro Pay 23 307 02 Euros Pay Per Period 2 666 67 Pay Basis Per Annum Hourly Rate 2462 Pay Period Monthly Time and a Half 36 92 Contractual Hours 2600 Fer week Double Time 49 23 Bonus 875 00 Summary View Detal view Attached Documents Data Entered on This Screen From Date The date on which the pay record comes into effect This is used to determine the current pay record to display on the Pay Details tab on the Employee Details screen It is also used to calculate the cost of an employee absence The current pay record is the pay record whose From Date is closest to but not greater than the current date on your computer 235 PERSONNEL DIRECTOR USER S GUIDE Calculated Fields You can use this feature to enter future pay records whi
270. enu contains functions used to trigger Career Events and Diary Events and set certain preferences for how you use Personnel Director Window menu contains functions for arranging windows Help menu contains online help for Personnel Manager including access for supported users to the Employers Guide to HR an online guide to personnel management It also contains the Personnel Director Setup Wizard for initially setting up Personnel Director and the New Employee Wizard for creating new employee records The About option on this menu is where your software version number is displayed LEARNING TO USE PERSONNEL DIRECTOR 5 The Toolbars Just below the menu bar are the toolbars You can display or hide any of the toolbars and view them as large or small icons There are five separate toolbars that give quick access to menu options Screens Toolbar The Screens toolbar has buttons you use to open and close all the screens in Personnel Director fe Upen Close All Button Menu Access Description Procedure Shortcut Screen menu gt Open an employee Working with Employee Ctri O Open Open Screen screen Data on page 189 H Screen menu gt Close all employee Close 4 Close All Screens screens Record Toolbar The Record toolbar has buttons you use to work with employee records D E amp xXx 8 amp amp 2 GS Mew Save Cancel Delete Refresh Filter Find Export P
271. eplace All button Hiding Showing Toolbars To hide or show the main toolbar e From the View menu select Main Toolbar A checkmark indicates that toolbar is to show To hide or show the drawing toolbar e From the View menu select Drawing Toolbar A checkmark indicates that toolbar is to show Formatting Data To set the alignment of selected cells 1 Select the cell s to be formatted 2 Select Alignment from the Format menu 3 Provide the following information Horizontal Select the type of horizontal alignment from the drop down list Vertical Select the type of vertical alignment from the drop down list Wrap Text Click this checkbox so that if the content exceeds the width of the cell it continues on the next line 4 Click OK 139 PERSONNEL DIRECTOR USER S GUIDE 140 To set the font for selected cells Select the cell s to be formatted 2 Select Font from the Format menu 3 Provide the following information Font Select the font to be used from list Font Style Select the style of font from the list Size Select the size of font from the list Effects Strikeout Click this checkbox if a horizontal line strikeout is to appear in each character Underline Click this checkbox if each character is to be underlined Color Select the colour from the drop down list Script Select the type of script from the drop down list 4 Click OK To set the font for the entire work
272. er followed by Surname Forename Date of Birth Division and Department Each line in the file must follow exactly the same sequence of fields The import definition that you use to import the data interprets what data is coming into Personnel Director Therefore the definition needs to represent the exact sequence of fields and data format of the import file In the example above the definition would need to indicate to Personnel Director that each line of incoming data contains the Employee Number Surname Forename Date of Birth Division and Department is in a Comma Separated Value file format and uses double quotes for text qualifiers When importing a data file if you already have a definition set up to import data in the correct sequence and file format you can use that import definition If not you need to create a new import definition MAINTAINING PERSONNEL DIRECTOR DATABASES 19 Creating Data Files for Import Before creating a data file for import ensure that you are aware of the rules for creating these files described in Preparing Data for Importing above 1 Use a word processor or spreadsheet program to create a text file that contains the data to be imported e Save the file as a Text File and note the name and location of the file 2 Note the position of each field in the text file to be imported For example consider the following text file in Comma Separated Value format 001 Jones Mary 01
273. er oe Detail View Example 2 Creating a New Screen Basic You decide there is a need to keep a log of staff uniforms and their associated date for replacement As Personnel Director is currently set up there is no place to record this information You can do this by creating a new screen for Personnel Director To add a screen follow these instructions 1 Create the new screen 5 e Click the New button on the Screen Designer toolbar The Create New Screen screen appears e Provide the following information Screen Name Type Uniform Screen Description Type Uniforms Issued Screen Icon Click the Select button choose an appropriate icon and click Open 531 PERSONNEL DIRECTOR USER S GUIDE The screen should look similar to this a UNIFORM Uniforms Issued nee Vas ke n e To create the screen click OK Screen Designer creates a blank screen for you D3 Uniforms Issued Ey pen l Uniforms Issued Detail wiew Notice the Field Chooser box displayed on the screen Note that there is a field that is automatically created StaffNo You cannot delete this field it is needed to link with other screens and generate reports 532 USING THE SCREEN DESIGNER 2 The next step is to create the fields for storing the required information e On the Field Chooser screen click the New button specify the field properties and click OK Do this four times once for each field Fiel
274. eriods select the Use Employee Work Periods checkbox Personnel Director will calculate absence days lost and hours lost on employees current work periods company holidays and weekends are ignored SETTING UP PERSONNEL DIRECTOR 4 The work period is the company pay period unless you assign a work period to an employee For more information on how to assign work periods to employees see Assigning Work Periods on page 178 e If all employees have the same work period clear the User Employee Work Period checkbox Personnel Director will calculate absence days lost and hours lost on the company pay periods If for example your company has a day shift and evening shift you would select the Use Employee Work Periods checkbox then create two master work periods called Dayshift and Eveningshift You would then assign the appropriate work shift to each employee If your company only has a day shift day shift which is the same as the company level pay period clear the Use Employee Work Periods checkbox 5 In the Statutory Holidays section select the field to be used to link employees to the appropriate offices This is the office that is used when plotting absence on the calendar or calculating the days hours lost when adding a new absence record If you do not select a value the settings for the office designated as the head office are used For more information on head office see Entering Company Information
275. es tab You cannot enter data into the fields that are automatically calculated Date of Birth Select employee s date of birth Age Automatically calculated from the employee s date of birth Date of Join Date of hire as created with the New Employee Wizard or entered manually Length of Service Automatically calculated from the employee s date of Join End of Probation Date Select the date on which the employee s probationary period with the company ends Pension Scheme Join Select the date on which the employee joined the company pension scheme Time Pension Scheme This field is automatically calculated from the Pension Scheme Join date field Date of Leaving Select the date on which the employee left the company This can be a date in the future for example the employee may be leaving 166 WORKING WITH EMPLOYEE RECORDS the company in a month You can use this date to archive leavers see Archiving Employees Based on Date of Leaving on page 129 Tip The Date Of Join and Date Of Leaving fields are automatically entered as Career Event triggers when Personnel Director is installed End Of Probation Date is automatically entered as a Diary Reminder trigger You can create Career Event and Diary Reminder triggers for other important dates See Career History on page 207 and Diary Reminders on page 277 Automatically Generated Headcount Statistics Within each database Sample Personnel
276. estart Personnel Director for triggers to come into effect Adding Diary Reminder Triggers 1 Select Diary Reminder Triggers from the Options menu 2 If the acknowledge message appears click OK to acknowledge that you have to restart Personnel Director for the triggers to become effective 277 PERSONNEL DIRECTOR USER S GUIDE 278 The Diary Reminder Triggers screen appears Diary Reminder Triggers Screen Name Employee Details Fields that will tigger a Diary Reminder Field Name Diary Reminder Text End of Probation Date End of Probation Edit Delete Select the name of the screen that contains the data from the Screen Name drop down list Click the Add button The Add Diary Reminder Trigger screen appears Add Diary Reminder Trigger x When the following field changes End of Probation O ate Create the following diary reminder Description End of Probation Date Arrange meeting with Employees Manager Remind Me 2 Day s Beforehand Remind all users Help Cancel Do the following When The Following Field Changes Select the name of the field from the drop down list When this field changes it triggers the reminder Description Type the purpose of the trigger Remind Me Indicate how long before the event the reminder is to be triggered Select the duration and period Inform All Users Select this checkbox to trigger reminders in the diaries of all other Per
277. ete the first page you must delete the Tab control To delete a page 1 Select the Tab control where the page is to be deleted 2 Right click the page to be deleted and select Delete Page from the shortcut menu Designing Screen Prints 580 Read the following section to learn how to modify existing Personnel Director screen prints and create screen prints for screens you create yourself These are the printouts that are generated when you click the Print button when one of the employee records is displayed Note If you do not create a screen print for screens you create a rudimentary printout is generated USING THE SCREEN DESIGNER Opening Screen Print Layouts 1 Do one of the following e Open an existing screen _or e Create a new screen The screen s fields must be defined and saved For more information see Working with Screens on page 546 2 Select Design Screen Print from the File menu For example if you open the Vehicle Usage screen and select Design Screen Print from the File menu the Screen Designer Vehicle Usage Screen Print screen appears About the Screen Print Window When you create a new screen print or open an existing screen print with Screen Designer the following window appears As with other Personnel Director reports the screen print report is divided into three sections Header Detail and Footer When you create a screen print for a new screen Screen Designer displ
278. etter or Graph e If you are creating a graph Personnel Director Graph Wizard appears For instructions on how to create a graph see chapter 15 Working With Graphs on page 333 e If you are creating a letter Personnel Director Word Processor appears For instructions on how to create a letter see chapter 14 Word Processing and Mail Merging on page 305 300 WORKING WITH PERSONNEL DIRECTOR REPORT LIST e If you are creating a report the Report Builder s Query Wizard and Query Designer appears For instructions on how to create a report see chapter 17 Working With Reports on page 387 To return to the Personnel Director Report List select Exit from the File menu on the word processing or charting screen or select Cancel and close the Report Builder window Moving Files to Other Folders To move a file to another folder Previewing a File Ey Editing a File Z l 2 Select the file then drag it to a different folder Click the name of the file to be viewed Click the Preview button on the Report List toolbar _or Select Preview from the Report List File menu To return to the Report List select Exit from the File menu on the word processing or charting screen or select Cancel and close the Report Builder window Click the name of the file to be updated Click the Open button on the Report List toolbar or Select Open from the Report List File menu or shortcut menu To ret
279. ew Attached Documents 2 For detailed instructions for editing adding and deleting records refer to Detail Screens on page 115 171 PERSONNEL DIRECTOR USER S GUIDE e For adding and editing records refer also to the following description of data entered on this screen Data Entered on this Screen 172 Start Date The date on which the absence or holiday began This can be selected from a Calendar button The format of dates depends upon your Windows settings see Setting the Date Format Used by Windows on page 59 End Date The date on which the absence or holiday ended This can be selected from a Calendar button Days Lost Calculated automatically from the Start and End dates of the holiday or absence but can be over typed The calculated duration depends upon whether or not it is based on the company pay period or employee work period and whether weekends have been set to be included see Setting Absence Preferences on page 85 Hours Lost Calculated automatically from the Start and End dates but can be over typed The calculated duration depends upon whether or not it is based on the company pay period or employee work period and whether weekends have been set to be included see Setting Absence Preferences on page 85 Category Personnel Director uses the Category field to determine which absences to deduct from the employee s annual allowance For example you might create Holida
280. export txt 6 To save the file into a different location or to convert the data into a different format select Save As from the File menu e Select the location type the filename and select the file type 132 WORKING WITH DATABASES 6 e Choose from one of the following file types Formula One or 2 x Excel 4 5 or 7 Tabbed Text or Tabbed Text Values Only or HTML or HTML Data Only Save As Ei Ea Save in E Vizual Ed EE J Archive EI VBTGlobalD ata J Demonstration _JVBTLocalD ata Personnel J btmaint J VETDESIGNER J VBTPERSONNEL I Vbtdiary _DVBTPersonnel PDT CJ VBTDIARY MONITOR File name i Cancel Save as type impre ca e Click the Save button More About Personnel Director Spreadsheet Working with the Spreadsheet File To open an existing spreadsheet 1 Select Open from the File menu 2 Select the path and filename 3 Click the Open button To create a new spreadsheet e Select New from the File menu To save a spreadsheet e Select Save from the File menu The file is saved by default into the folder and file c Program Files PersDir V BTLocalData PMexport txt To save the spreadsheet in a different format 1 Select Save As from the File menu 133 PERSONNEL DIRECTOR USER S GUIDE 134 2 Select the location type the filename and select the file type Choose from one of the following file types Formula One or 2 x Excel 4 5 or 7 Tabbed Text or Tabbed Tex
281. fessional memberships 237 611 PERSONNEL DIRECTOR USER S GUIDE project timesheets 239 qualifications 244 skills 246 training history 242 Employee filter creating 290 Employee images adding editing 221 attaching 222 displaying 221 Employee Navigator changing display record methods 155 changing grouping criteria 155 changing sorting 155 overview 100 refreshing 102 removing filters 158 removing groups 157 restoring a full list 157 158 selecting employees 101 selecting filters 157 selecting groups 156 show latest changes 102 using 154 Employee notes 222 adding editing details 223 displaying summaries 223 Employee pay increases implementing 433 Employee records 149 adding 120 149 archiving 128 attaching documents to 116 creating manually 150 creating using New Employee Wizard 150 data entered on Contract tab 161 data entered on Dates tab 166 data entered on main screen 159 data entered on Pay Details tab 163 612 data entered on Personal tab 165 data entered on Working Time tab 168 deleting 120 152 displaying 102 editing 120 152 finding 101 159 printing 121 153 Employee screens 110 Attached Documents 116 detail screens 115 Details screen 115 Employee Details 110 summary screens 113 Employees assigning work periods 178 finding 154 searching 154 setting security privileges 52 Employers Guide to HR accessing 122 displaying topics 122 Employment history 226 adding editing details 226 displaying sum
282. follow Step 2 above Link the STREET Pick List to CITY thereby setting CITY as the Filter field for STREET The Pick List values in STREET will be made dependent on CITY Then link the individual Pick List values of the STREET Pick List to the values in the CITY Pick List as in Step 3 above With the Pick List selection Great Britain is selected from the COUNTRY Pick List and London is selected from the CITY Pick List then the STREET Pick List will display Oxford St and Bond Street Note 1 Avoid Creating Cyclical Links Example When the COUNTRY Pick List is set as the filter field for CITY do not set CITY as the filter field for COUNTRY Note 2 Behaviour at Run Time When linking variable Pick Lists it is important to note that it is possible to add values to the Pick Lists that will observe the filter rules from the parent Pick List Referring back to the COUNTRY and CITY example if the display value USING THE SCREEN DESIGNER of the COUNTRY Pick List is Great Britain and the user adds a Pick List value to the CITY Pick List then this value will only be displayed when the COUNTRY Pick List value is Great Britain Note 3 Limitations e Linked pick lists work only if both pick lists are on the same screen e Linked pick lists work with screens that can be edited in Screen Designer e Linked pick lists do not support the advanced pick list settings found on the Pick List Options screen Setting Web Properties If this field
283. for your reference 267 PERSONNEL DIRECTOR USER S GUIDE 268 E Export 3 To preview the timesheet before importing click the Show Preview button 4 To import the timesheet click the OK button To export a Working Time Directive timesheet l Do one of the following e Create the timesheet you want to export or e Modify the timesheet you want to export On the Working Time Directive timesheet screen click the Export button select Export from the File menu or press Ctrl E The Export Timesheet As screen appears Export Timesheet As ga Insane C E vbttemp AA H E E KwiklD Save jni J Trader2t J Convey 2 PH pom J MemberPlan temp J Msve25 WCB Efile J winCony32 J wincony J Idapi J Infoway J New Folder J Corel J winHelp J Mark J sglany50 E My Files J Tmp ati re tun J Vispers J Multimedia Save as Ippe Tabbed Text txt Cancel Select the path and type a name for the file that is to contain the timesheet To convert the data into a different format select one of the following file types Formula One or 2 x Excel 4 5 or 7 Tabbed Text or Tabbed Text Values Only or HTML or HTML Data Only Then click Save MANAGING WORKING TIME REGULATIONS 10 Printing Timesheet Reports You can print an individual timesheet or a number of different timesheet reports Printing Timesheets inl Print You ca
284. fou are now ready to install Personnel Director Report Scheduler Press the Next button to begin the installation or the Back button to re enter the installation information Cancel 503 PERSONNEL DIRECTOR USER S GUIDE 504 7 During the installation Setup will install the Borland Database Engine If BDE is already installed in the machine the Setup will skip the installation of BDE and proceed to the next screen 3 Personnel Director Report Scheduler Installation The Borland Database E ngine it a shared software component that provides 4 common database layer for applications Use the Browse button below to install the Borland Database Engine to a different directory Borland Database Engine Directory C Program Files Borland Common Files BDE Browse Advanced Settings Press the Advanced button below to set the location of the IDAPI configuration file and other BDE options Advanced Cancel Click the Browse button to change the directory and then click the Next button or click the Next button to accept the default directory You can also use the Advanced button to configure the Borland Database Engine When the files are copied the Report Scheduler Setup Completed screen appears 3 Installation Complete Personnel Director Report Scheduler has been successfully installed Press the Finish button to exit this installation rence 9 Click Finish S
285. found in Personnel Director are created in the Personnel Director database 4 Click the Synchronise button The Log File 498 If changes in Personnel Director cannot be sent to Working Time Tracker because a connection could not be established the changes are written to a temporary database When a connection becomes available Personnel Director writes the changes in the temporary database to Working Time Tracker This ensures that the two systems are kept in synchronisation even when a connection to Working Time Tracker cannot be established SCHEDULING REPORTS Use Report Scheduler to automatically create Personnel Director reports on a scheduled basis and email the reports to selected recipients The reports are saved as PDF files in an archive that you can use to monitor report distribution You can modify copy and delete scheduled reports and view delete email and purge archived reports if you are authorised to do so Important Note Not all versions of Personnel Director include Report Scheduler For more information contact your Alliance Partner or Vizual Business Tools Installing and Setting Up Report Scheduler This section contains installation and setup instructions on how to e Install Report Scheduler on InterBase e Grant users access to Report Scheduler in the Security module e Configure Report Scheduler to connect to the Personnel Director database and use the Service Indicator to select and start the
286. from the File menu To continue working on your design click the Design tab 593 PERSONNEL DIRECTOR USER S GUIDE 594 SERVICE AND SUPPORT Support Desk Business Hours Telephone calls to the Vizual Business Tools Customer Support Desk are answered from 9 00am to 6 00pm Monday to Friday excluding Bank Holidays Support enquiries sent via email and fax are handled throughout the day We make every effort to respond to all email and fax enquiries within one business day Purchasing Support Protecting Your Investment All products purchased from Vizual Business Tools come with 30 days free access to our Customer Support Desk via telephone fax and email At the end of this period free support is no longer available and an annual support fee must be paid for continued access to our Customer Support Services Please contact your Alliance Partner or Vizual Business Tools direct on 020 8663 4500 for full details When you purchase an annual support contract the following benefits are included e Access to the Customer Support Desk via telephone fax email and our website e Free upgrades to new and enhanced versions of the software e Discounts on new product releases e Weekly updates on HR news and legislation through our e newsletter e Free access to our Employer s Guide to HR via www vizual co uk employers guide asp 595 PERSONNEL DIRECTOR USER S GUIDE The following services are not included
287. g Files to Other Folders 0 0 0 0 eee 301 PICVie Wane OPC eyo hei teow eee waa eA ee eet 301 GIG GPU ss occa conde Ate buy E TEE E EEEE EE EATE 301 Renamine GF Oy 2 ou 4 tei eee to eid ah aed ead eh ee he ee eee et 302 Deklina a PE 54 cetrn eso topei derste dy a aang oe Otek oe a 302 Refreshing the Files and Folders List 05 302 mporn a Flessen wok ele Go eer a A Aaa 302 Exporting a Letter Report or Graph File 303 Word Processing and Mail Merging 305 OVO OW bats 2 ee ba oe ee Brass ow a Re oe ee eaten She ee 305 About Pre Defined Letter Templates 00005 306 Writing Standard Documents 0 0 eee 307 Writing Other Documents 0 0 0 0 0c eee ees 311 Settine Your User Records c4 2 cata sa ovat agan sat SAARA ER bee ad 314 Working with Letter Templates 0 0 00 cece ee 315 Modifying Letter Templates 0 0 0 0 0 cece eee 315 Creating Templates with the Personnel Director Word Processor 317 Using Microsoft Word To Create Templates 318 Using the Personnel Director Integrated Word Processor 322 Word Processor Toolbar esi ice ewes eretia t a a Ch h 322 The Formatting Bar 503 0540 a koe aneen eA ORR AETS aes 323 dhe Tables Bar e2csicc e2t been tepe Ea EE cee coed ec eee 324 Working with the Document 0 0 0 0 cece eee 325 PERSONNEL DIRECTOR USER S GUIDE 15 16 Working With
288. g Outlook a screen similar to this appears Calendar Microsoft Outlook Iof x Ele Edit view Go Tools Calendar Help IERE gt BQ 2 Be X Day weekMonth nhm s o 3 Dec 111998 W 13 14 15 16 17 18 19 10 11 12 13 14 15 16 20 21 22 23 24 25 26 17 18 19 20 21 22 23 27 28 29 30 31 24 25 26 27 28 29 30 ee 31123456 i DA Taskead hat click here to add a new Task EE N Li WekometoTasst oi Calendar Tasks pm Journal 281 PERSONNEL DIRECTOR USER S GUIDE 282 Outlook Users Note Follow the instructions in your Outlook documentation Display the date If you are using Outlook follow the instructions in the Outlook documentation If you are using Personnel Director Diary take one of the following actions e Click the Go To Date button on the Diary toolbar select the date and click Go To e Click the bottom right or bottom left corner of the diary e Use the navigation buttons Previous Week or Next Week on the toolbar until the desired page is displayed Note You can also set the date when you are entering the reminder Click the New Reminder button The New Reminder dialog is displayed Date at 9 00 00 244 Employee Po Description P I Display Reminder Message fi zj Dat Beforehand Remind Other Users Add Remove Asem Cancel Note If there is more than one user sharing Personnel Director on a workstation or on the net
289. ge salary by department 1 Create a new query using the Employee Details and Current Pay Details tables Select the Department field Add a calculation to average Annual Pay 2 Click the Design tab Add the graph component of your report e Make room for the chart by enlarging the window and dragging down the Report Footer bar e Click the DBChart button Then click your mouse where you want it located in the Report Footer section e Drag the handles of the chart to make it as large as you want 4 Define the characteristics of the graph e Right click the chart and select Edit Graph from the drop down menu e On the Chart Series tab click the Add button select the Bar style chart and click OK E TeeChart Gallery Of x Standard Functions Line Horiz Bar Area Point Fast Line Bubble oie Arrow Shape ir a OK Cancel W 30 405 PERSONNEL DIRECTOR USER S GUIDE e Click the Series Data Source tab e Select Dataset from the drop down list e On the DataSource tab provide the following information Dataset Select the name of the query you just created from the Dataset drop down list Labels Select Department from the drop down list Bar Select Avg Annual Pay from the drop down list Editing Le PTeeChartControll H E uk Bar Series Format General Make Data Source Dataset Dataset plDepartment_Pay Labels Department DateTime Ba
290. gher pah Interview Held By Miss G Callaghan O H Re engage o SY Notes r Attached Documents summary View Detail view Data Entered on This Screen Maternity Date of Interview The date on which the interview took place Reason for Leaving The reason why the employee is leaving the organisation This field is particularly important for reporting purposes as it helps you analyse why employees leave your organisation Interview Held By The individual who held the interview with the employee Use the Pick List for this field to ensure that your data is consistent and your reports are accurate Re engage Select either Yes or No as to whether your organisation should re employ the individual should the employee apply for work at your organisation in the future Notes A free format notes field for any comments that you may have You can record information about maternity pay periods dates of confinement return to work and related information For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 229 PERSONNEL DIRECTOR USER S GUIDE Displaying Maternity Summaries 1 Navigate to the record of the employee for whom you want to display maternity data 2 Do one of the following e On the Payroll and Absence Shortcut bar click the Maternity button _or e From the Screen menu select Open Screen
291. gs dialog Payroll Link Settings ae Select Databases Below iz a list of all databases known to the Personnel Director system Select the databases for which the payroll link should be active Linked Databases PD Database Payroll Director Database Archive Not Linked Demo Data C Program Files Payrall Director O000data mdb A list displays your Personnel Director databases on the left To connect a Personnel Director database to a Payroll Director Company select the database from the list and then click the Link button Note A Payroll Director Company can only be linked to a single Personnel Director database A file selection dialog appears Select Payroll Database Look in E Faproll Director t Helpfiles a8 xxxxdata mdb Reports J Utils Workstation za o000data mdb a OOOSDATA MDE File name 0000data mdb Files of type Payroll Director Database Cancel 4A LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR 200 4 Select the Payroll Director Company file as described in step 1 and click the Open button If you do not see a list of Payroll Director databases check that you have followed the Payroll Link installation instructions on page 469 enabled the link as described on page 477 and that you have created at least one Payroll Company within Payroll Director To prevent changes made to a Personnel Director database from being sent to a Payroll Director C
292. he Data menu select Define Name Provide the following information Name Type the name The name cannot include blanks spaces Use names to identify a cell a group of cells a value or a formula For example the formula Sales Expenses is much clearer than A10 AO You can also use names to identify constants and formula expressions For example you might define the name LightSpeed as 186000 You could then use the name LightSpeed in all your formulas Or you could define the name SgRtTwo as the formula SQRT 2 Formula The cell or range reference that represents your selection step 1 is displayed You can edit this reference if desired Click the Add button To remove a name for a formula a value or selected cells l 2 J From the Data menu select Define Name Select the name to be deleted Click the Delete button To sort data 1 Z 3 Select the range of cells to be sorted a row a column or multiple rows or columns From the Data menu select Sort Provide the following information Sort By Indicate the method to be used sort by rows or sort by columns Keys If you are sorting multiple columns or rows indicate the order in which the columns rows are to be sorted as well as the sort sequence You assign each a key to indicate the order Key 1 Key 2 etc WORKING WITH DATABASES 6 If the data is sorted by rows each row of data in the specified range is c
293. he Validation Statement at the top of the screen Next choose the function in this instance if you want it to be greater or equal to gt Double click gt to place it in the statement Finally you want the number to be greater or equal to 1 Type 1 at the end of the expression in the Validation Statement box Field alidation Validation Statement x QUANTITY 1 Test Expression Help Fields DESCRIPTION EQUIPMENTVALUE LOANOUTDATE Functions RETURNED USING THE SCREEN DESIGNER e You can now click the Test Expression button to check the validation If the validation is correct click OK e To save the validation click OK 4 You now need to enter an error message to be displayed if this field does not contain the correct information when a user clicks the Save button e Inthe Display This Message If The Validation Fails box type Quantity of goods must be one or greater and click OK Set a field for the total value of the equipment loaned 1 Select the Total field in the Field Chooser screen and click the Edit button The Field Properties screen appears 2 Click the Value tab and then click the This Field Is Calculated checkbox Field Properties Field Display Format Value Validation Pick List web Calculated Yale 2 Initial Yalue Set the initial value of this field to a 3 Click the Edit button The Expression Bu
294. he Wizard appears Hail Merge Wizard Notification of Promotion ATF Use the Add and Remove buttons to select the employees to be included in the mail merge Mr Md Donaghy Add Remove Cancel lt Back Hert Finish 6 If required add or remove employees from the list e To add one or more recipients to the list click the Add button Select the additional employees and click the OK button To remove an employee from the list select the name and click the Remove button 7 Click the Finish button The Update Correspondence History screen appears Update Correspondence History Would you like to update the comespondence history for each employee Description es Ho Cancel 313 PERSONNEL DIRECTOR USER S GUIDE 8 Do one of the following e To record this document in Correspondence History type a description and click the Yes button e To prevent this document being recorded in Correspondence History click the No button The Personnel Director word processor or Microsoft Word displays the document Customise the document Add or change the information in the document For more information on using the Personnel Director word processor see Using the Personnel Director Integrated Word Processor on page 322 For more information about using Microsoft Word see the Microsoft Word documentation Note You can modify any of the letter templates to meet your specific
295. he diary approximately every one and a half minutes and displays a pop up reminder window if it finds any pending diary reminders described in Using the Diary Reminder Pop up Window on page 284 This chapter describes the basic concepts of the diary However comprehensive online help is provided from within the diary program itself To display this help start the diary and press the F1 key 275 PERSONNEL DIRECTOR USER S GUIDE Activating the Diary Use one of these methods to display the Personnel Director diary i e Do one of the following Diary e Click the Diary button on the Personnel Director Tools toobar e Click the Diary button beside the clock in the Startup box at the end of fi the Task bar If the diary is already running but minimised clicking this button reactivates it and displays it full size on your screen e Instruct Personnel Director to automatically start the diary when you start Personnel Director For further details see Setting Diary Reminder Preferences on page 81 The Personnel Director Diary Monitor The Personnel Director Diary Monitor is an independent program that monitors your diary and displays any pending diary reminders The diary monitor checks the diary every five minutes Personnel Director Diary Monitor E This program will monitor the Personnel Director diary and inform you of any pending diary reminders Check Now To prevent diary reminders from being d
296. he steps as explained in To create a mailing label template on page 319 The dialog displayed in step 6 is replaced by the Envelope Options screen shown above Using the Personnel Director Integrated Word Processor This section describes the buttons and functions on the main toolbar and the formatting bar and the menu equivalents Word Processor Toolbar The following buttons appear on the word processor toolbar Button Menu Access Description Shortcut File menu Create a new document Ctrl N O New File menu gt Open an existing document Ctrl O Open document 322 WORD PROCESSING AND MAIL MERGING 14 File menu gt Save a document to disk Ctrl S Save File menu Print a document Ctrl P Print File menu gt Preview a document before E Print Preview printing te Tools menu Check spelling F7 Spelling Edit menu Cut selected text Ctrl X dt Cut Edit menu Copy selected text Ctrl C Copy Edit menu Paste cut or copied text Ctrl V E Paste Edit menu Undo the last action Ctrl Z z Undo Edit menu Find specified text Ctrl F gA Find A Edit menu Replace text Ctrl H Replace Insert menu Insert the current date Bs Date The Formatting Bar Use the following buttons on the Personnel Director word processor Formatting bar Button Menu Access Description Shortcut Format menu Select the font for text T Arial l Font gt Font Format menu Select the fo
297. iately recalculate the worksheet if recalculation is necessary Thereafter any change to the workbook causes all formulas to be recalculated Clear this checkbox to recalculate the worksheet only if you specifically request a recalculation Iteration Click this checkbox to limit the number of calculation iterations when a circular reference is detected The iteration stops when the first of the two following conditions occurs Maximum Iterations Type the number of iterations to be used as the limit when calculating circular references Maximums Change Type the maximum change between iterations The smaller the number the more accurate your answer will be Precision As Displayed Click this checkbox to store values based on cell format Clear this checkbox to store values using full precision Click OK Working with the Spreadsheet Tools To draw an object l From the Drawing toolbar click one of the following buttons line rectangle circle partial circle or polygon Click the mouse on the spreadsheet and drag until you get the size you want then release the mouse button To change the size click the object then drag one of the object s handles little black square to the position required To delete an object Select the object and click the Cut button or select Cut from the Edit menu or press Ctrl X WORKING WITH DATABASES 6 Setting Print Options To set the print area 1 Select the range you
298. ich data is to be purged For example to purge absence records that occurred before the 1st of January 2002 you would type 1 1 2002 or use the calendar button to select the date Between Enter or select the From date and To Date to purge data between dates For example to purge absence records that occurred between the 1st of January 2002 and 1st February 2002 you would type 1 1 2002in the From Date and 1 2 2002 in the To Date or use the calendar button to select the dates After Enter or select the date after which data is to be purged For example to purge absence records that occurred after the Ist of January 2002 you would type 1 1 2002 or use the calendar button to select the date 4 Click Continue MAINTAINING PERSONNEL DIRECTOR DATABASES 19 To confirm the purge click Yes al 6 If you are finished click the Close Database button OT From the File menu select Close Database Using the Database Maintenance Utilities This section is a summary of the main InterBase utilities For complete instructions see your InterBase manuals and online help Important Note Do not delete the SYSDBA User Id The SYSDBA account is used to administer the InterBase database server and is the only account that is authorized to perform functions such as database repair user account Starting and Exiting the Database Manager To perform database maintenance you use the InterBase Server Manager The InterBase Server Manager is opt
299. ick the Query button on the Tools toolbar 2 Click the New button 3 Double click the Query Wizard icon 4 Select the database tables to include in the query In this example we need the Employee Details and the Current Pay Details tables Because we are selecting two tables we are prompted to join the tables To join the tables click OK Then click Next 5 We now select the fields that we want to appear in the query Because we are creating a summary query we only select fields that are not being summarised In this example these are Department and Gender Click Next to continue 6 For calculations we specify which fields we want to summarise In this example we want to calculate the Average Annual Pay To add calculations click the Add Calculations option 371 PERSONNEL DIRECTOR USER S GUIDE 372 Select Current Pay Details Annual Pay from the list of available fields and click the gt button On the Calculated Fields screen select Avg from the Function drop down list This will calculate the average annual pay Calculated Fields x Function OF Cancel Numeric Field Current Pay Details 4nnual Pay Click OK Click Next to continue The Grouping screen appears The Department and Gender fields that we selected in step 5 are automatically added to the list of grouped fields In a summary query all fields within the report must either have a summary calculation performed on them or mus
300. igator e Opening an employee screen e Prior to editing an employee record e Refreshing the data on an employee screen This ensures that the data in Personnel Director is kept synchronised with changes made in Working Time Tracker and Personnel Director Any changes made in Personnel Director are immediately applied to both Working Time Tracker and Payroll Director Important Note You do not see changes made in Working Time Tracker or Payroll Director reflected in Personnel Director unless one of the events listed above has occurred During normal operation of Personnel Director these events occur regularly To verify that information has been imported into Personnel Director click the Refresh button on the Employee Navigator or open an employee screen Information is only passed between Working Time Tracker and Payroll Director when Personnel Director is running 491 PERSONNEL DIRECTOR USER S GUIDE Working Time Tracker and Payroll Director Integration If Payroll Director Working Time Tracker and the associated links are installed Working Time Tracker is used to drive payroll information in Payroll Director As employees clock in and out of work work records are created These work records record the amount of time an employee has worked and hence the pay they should receive that week Changes to work records are detected by Personnel Director and it in turn updates weekly pay information in Payroll Director
301. il Merge Wizard LETTER RTF Use the Add and Remove buttons to select the employees to be included in the mail merge 01 Mr bi Donaghy Add Remove Cancel Back Hert Finish 4 If required add or remove employees from the list To add one or more recipients to the list click the Add button Select the additional employees and click the OK button To remove an employee from the list select the name and click the Remove button WORD PROCESSING AND MAIL MERGING 14 Click Next Hail Merge Wizard Notification of Promotion ATF A Please select whether you want to Print or E Mail the mail merge document for the selected employees amp Print i E Mail Help Cancel lt Back Hert Finish Do one of the following e To print the mail merge document select the Print option Continue with step 7 e To email the mail merge document select the E Mail option and click Next Note If you are emailing the document and one or more of employee you selected do not have email addresses Personnel Director displays a warning Click the Details button to see the list of employees Personnel Director Unable to send an e mail to certain employee s because their e mail addresses are not available in Personnel Director 015 Miss J Difazio 309 PERSONNEL DIRECTOR USER S GUIDE 310 6 If you are emailing the document provide the following information Hail Merge Wiz
302. ilder is displayed e Click the Fields folder to display a list of all available fields e Create the formula Quantity EquipmentValue From the Fields folder double click Quantity Single click the Multiply button on the Expression Builder toolbar 541 PERSONNEL DIRECTOR USER S GUIDE From the Fields folder double click Value Expression Builder QUANTITY EQUIPMENT WALUE OF Undo Jeff f e efaa or not ike e i Pete 2 He E Fields E Functions Operators iE Common Expressions 4 Click OK This returns you to the Field Properties screen Click OK to finish Design a Multi Page Tab c 1 To add a Multi Page tab to the screen select the Tab control on the Control Palette toolbar and drag it to an empty space on the main form 2 Stretch the size of so it fills approximately half of the screen 3 Create additional tabs and specify their labels e Click the tab control you just added and select Control Properties from the Edit menu F11 The Tab Properties screen appears e You need to add another tab to store the notes and comments To do this click the Add button You now have two tabs Page 1 and Page 2 542 USING THE SCREEN DESIGNER e Select Page 1 and click the Edit button Change the caption to General Details or the caption you would like on the tab Tab Properties EE Poston ___ El El Left 248 5 To p 5 width jes Height 150 Align None
303. iles can have any name that is legal on the operating system the gdb and gbk file extensions are InterBase conventions only 461 PERSONNEL DIRECTOR USER S GUIDE 462 If you specify a backup file that already exists Server Manager overwrites it To avoid overwriting specify a unique name for the backup file Options There a number of options you can set Two of the more typical ones are listed below For full details and instructions refer to the InterBase manuals or online help e To copy the file to a machine with a different operating system click the Transportable Format option e To exclude the data and save only the database metadata click the Backup MetaData Only Click OK to start the backup A standard text display screen opens to display status and any messages during the backup process A backup file typically occupies less space than the database because it includes only the current version of data and incurs less overhead for data storage A backup file also does not contain index data structures only the index definition To restore a database In restore operations the backup file from which the database is being restored is called the source The database being restored is called the destination or target l Select Tasks gt Restore The Database Restore screen appears Database Restore x Restore Source Options Page Size li O24 Replace Existing Database Serve
304. information setting up 60 Company logo setting 60 Company pay periods setting 62 Company vehicles adding or editing details 77 changing data 78 deleting 79 setting up 75 Contract tab employee data entered on 161 Correspondence history 210 adding editing details 211 displaying summaries 210 CPE CPD records adding editing details 213 displaying summaries 212 610 Cross Tab Wizard 401 Currency entering amounts 109 setting exchange rates 63 setting the format 59 D Data fields placing when designing a report 409 Data files for importing 445 Database Maintenance module exiting 438 starting 438 Database query creating for reports 358 deleting 386 editing 377 running 376 Databases 125 adding to the Database List 440 backing up 461 changing the name or description 441 closing the current database 126 maintaining a list 440 opening databases 126 purging data 457 querying 357 removing from the Database List 441 restarting 467 restoring 462 setting security privileges 47 shutting down 466 testing the connection to 441 types Archive 125 Demonstration 125 Personnel 125 using Maintenance Manager 459 noe B Dates entering 107 entering for employee 166 setting the format 59 Dates tab employee data entered on 166 Deleting archived reports 519 Demonstration database 125 Detail screens 115 accessing 112 adding new records 120 Diary 275 about the Diary Monitor 276 activating the diary 276 diary reminder pop up
305. ing or if you are upgrading and have many employee records to update You assign absence allowances to multiple employees using the Absence Allowances Wizard 1 Select Absence Allowances from the Company menu Absence Allowance Wizard x Welcome to the Absence Allowance Wizard This wizard will guide you through the steps needed to create amend delete or assign Absence Allowances Select the option you require below then press Nest to proceed f want to create a new allowance f want to change an existing allowance f want to delete an existing allowance 2 Select the option I Want to Assign an Allowance to People From the Pick List select an allowance you previously created and click OK RECORDING AND TRACKING HOLIDAY AND ABSENCE EN 3 Click Next Employees Use this step to specify the employees to which the allowance is to be assigned Employees can be selected as a group or a filter or you can specity SLL employees want to select employees as a group f want to select employees using a filter Full Time Employees f want to select ALL employees lt Back Net gt Cancel 4 Specify the employees to whom you want to assign allowances and then click Next e To assign an allowance to a group go to step 5 e To assign an allowance to employees you have chosen by defining an Employee Filter go to step 6 e To assign an allowance to all employees go to step 7
306. ing a fixed increase to all employees create a filter to separate employees paid on a salary from those on an hour rate and use it to apply the increase for example if you were to apply a fixed update of 100 pounds to all employees those on salaries would receive an increase of 100 pounds per year and those on hourly rates would receive 100 pounds an hour Creating and using filters will avoid this problem Entering Pay Increases After you enter pay increase details you can view the results on a Preview screen and decide to apply the increases and print a report or close the Preview screen and re enter the increase details 433 PERSONNEL DIRECTOR USER S GUIDE 434 From the Tools menu select Employee Pay Increase Employee Pay Increase Employee Pay Increase P Rounding I Round increase value f Group of Employees f Round Up Employees within a Filter C Round Down Employee Increase Detalls Round to nearest multiple of jig Review Press OF to view or update the selected Pay Effective From gr24 1959 employee s vou will also be able to print a report of the results f Percentage Increase Fixed Increase Local Currency Percentage E E Take one of the following actions e To increase pay for one employee click the Individual Employee button then select the employee name from the drop down list e To increase pay for a
307. ing timesheet options 263 showing hiding toolbars 262 starting 256 understanding the data entry screen 259 using the toolbars 260 Working Time status entering for employee 168 Working Time tab employee data entered on 168 Working Time Tracker link configuring the link 495 data import 493 deleting employees 492 employee number notes 492 global updates and batch inputs 493 how it works 490 information shared with Personnel Director and Payroll Director 493 installing 490 integration notes 492 Workstation disk storage requirements 9 system requirements 8 Writing faxes 307 letters 307 memos 307 other documents 311 623
308. ins a copy of each report that you generate in Report Scheduler Working With Scheduled Reports This section shows how to schedule Personnel Director reports If required you can then modify copy or delete a report schedule Scheduling a Report Select the report you want to create a schedule for and specify its frequency email recipients the Personnel Director database to be used and the source of the email addresses 513 PERSONNEL DIRECTOR USER S GUIDE 514 To create a schedule for a report 1 On the Reports toolbar click the New Scheduled Report button Schedule Report x Run the following report Absence Analysis by Day of Month Select Database AAA x Every 4 week s at 10 17 07 starting from 027 2 2002 x m Select e mail addressess from T Personnel Address Book Personnel Director Database E mail the report to the following recipients Run the report with the following parameter values Default Value s Select a report from the list of reports available from the Run The Following Report drop down list A list of all available Report Builder reports defined within Personnel Director is displayed Tip Press the lab key to move to the next field Select the frequency for generating the report and the start date Important The time must be later than the current date and time If the Starting From date is today then the time must be later than the cu
309. ion and filename of the file you want to insert 3 Click the Open button Formatting the Document To select the font 1 Select the text to be formatted 2 Use the buttons on the Formatting toolbar _or Select Font from the Format menu 3 If you selected Font from the Format menu provide the following information Font Select the font to be used from list Font Style Select the style of font from the list Size Select the size of font from the list 329 PERSONNEL DIRECTOR USER S GUIDE 330 4 Effects Strikeout Click this checkbox if a horizontal line strikeout is to appear in each character Underline Click this checkbox if each character is to be underlined Color Select the colour from the drop down list Script Select the type of script from the drop down list Click OK To create a bulleted paragraph Click the Bullet button on the Formatting toolbar or select Bullet Style from the Format menu If you select Bullet Style from the Format menu you can select from a range of bullet and number options Select the required style and click OK To turn off the bullet style click the Bullet button on the toolbar To set the format for a paragraph Method 1 On the ruler slide the Left and Right Indent icons to the positions desired To set the Paragraph indent slide the Paragraph Indent icon to the desired position Method 2 l Select Paragraph from the Format menu 2
310. ionally installed as part of the InterBase Client Software For further instructions see Part 2 Installing Personnel Director on a Workstation on page 17 To start the InterBase Server Manager and login to a server 1 From the Start button select Programs gt InterBase gt Server Manager 2 Select File gt Server Login InterBase Login Location Info Local Engine Remote Server s EET l ewok Protocol Server Info User Name SYSDBA HHERRMEEE oron Hee _ 459 PERSONNEL DIRECTOR USER S GUIDE 460 Provide the following information in the Server Info section User Name Type SYSDBA Password Type masterkey or the currently assigned password The password is case sensitive it must be typed in small letters Click OK Select File gt Database Connect The Connect To Database screen appears Connect To Database Server Inda Database Cancel Help Provide the following information Database Type the path and filename of the Personnel Director database you want to work with Note All databases you create using Personnel Director Database Maintenance Module are located in the server directory where the VBTGLOBALDATA GDB file is installed 5 Click OK To exit the server and InterBase Server Manager From the File menu select Server logout From the File menu select Exit MAINTAINING PERSONNEL DIRECTOR DATABASES 19 Backing Up and Restoring a Data
311. ir company such as redundancy career change 227 PERSONNEL DIRECTOR USER S GUIDE Exit Interview It is good practise to conduct an interview with every employee who leaves the organisation You can use this interview to identify the employee s reason for leaving which then can be analysed using the Report Writer You can store one exit interview per employee the most current one in Personnel Director For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Exit Interview Details 1 Navigate to the record of the employee for whom you want to display exit interview data 2 Do one of the following e On the Employment Shortcut bar click the Exit Interview button e From the Screen menu select Open Screen Select Exit Interview and then click OK 3 Click the Summary View tab if it is not already displayed Adding Editing Exit Interview Details 1 Do one of the following E e To add a record click the New button on the Record toolbar or press New Ctrl N e To update a record on the Exit Interviews Summary View tab select the record you want to work with and click the Detail View tab or double click the record 228 WORKING WITH EMPLOYEE DATA 9 A Exit Interviews 68 Mr A Forrest A Exit Interviews BB Mr R Forest Date of Interview jz Reason For Leaving Position with hi
312. is also to be used in the Employee Self Service module set its web properties Field Properties x Field Display Format Value validation Pick List web Sell Serice Module W Show this field on summary page a Position on the summary page i Sort Order on the summary page Ascending Provide the following information Show This field On Summary Page Click this checkbox 1f this field is to be displayed in the Summary Page of the Employee Self Service module Position On The Summary Page Indicate the position where the field is to displayed on the Summary Page Select the position from the drop down list Sort Order On The Summary Page Specify how this field is to be sorted when displayed on the Summary Page Select the order from the drop down list 567 PERSONNEL DIRECTOR USER S GUIDE Entering Field Validation Formulae Use the Field Validation screen to enter a rule for the field This rule is to be performed each time data the user enters data in this field If the data does not conform the user receives an error message Field alidation EAE Validation Stat _ _ _ _ _ _ alidation Statemen Quantity 1 Cancel Test Expression Help Functions The validation rule must produce a true or false result for example TotalCost gt 1000 will produce a true false result whereas TotalCost 1000 will not T
313. is displayed Click Finish to preview the report ReportBuilder Oy x Fille Edit View Sepot Help Data Design Preview amp mage fox naf gt gt I Care plGroup Absence By Employee Post Name otari Date l Mra L Howell 2302999 Mra L Howell 0141999 040054 999 Mr M Douglas 154054999 9 Click the Design tab to adjust the report layout 399 PERSONNEL DIRECTOR USER S GUIDE e Move the Post Name to the Group Header next to the Employee Number field Drag the Post Name into the position shown below R ReportBuilder ol File Edit View Repot Help Data Design Preview PAB SUB o etn ABE Buns FEE plGroup_Absence_By Emp Post Name Arial s EB get Pig eA Seige t e Ee ge on n Er t t ee de a a A plGroup Absence By Employee a Title PostName S S SSSCSC Bart te ays Ls E Header Group Header 0 STAFFNO m Detail Group Footer 0 STAFFNO E Footer ro Object DET estz Left 1 4167 Top 0 0313 Width 3 7917 Height 0 1458 10 We now want to add a summary calculation field to display the total days lost for each employee e Drag the group footer for the STAFFNO field so that there is space to place a summary field e Click the DBCalc button e Inthe group footer for the STAFFNO click the location directly under the Days Lost field in the detail band Group Header 0 STAFFNO Eateg Detail Bum Group Footer 0 STAFFNO 1022000
314. ise OR of the operands not Performs a unary bitwise negation of an operand lt lt shl Performs a left bit shift gt gt shr Performs right bit shift xor Performs a bitwise exclusive OR of the operands Unary Arithmetic Operators Operator Description Unary plus sign identity Unary minus sign negation APPENDIX B ee Relational Operators Expressions may contain the standard relational operators Relational operators are used to check for a particular relationship between two values The values being compared are usually of the same type or assignment compatible Operator Description lt Is Less Than lt Is Less Than Or Equal To Is Equal To lt gt Is Not Equal To gt Is Greater Than gt Is Greater Than Or Equal To LIKE String equality comparison with optional pattern matching Logical Operators The following operators work with integers and return an integer Logical operators differ from the relational operators in that they work at the bit level as opposed to working with complete values All except the NOT operator are binary operators Operator Description NOT Performs unary bitwise negation on its operand AND Bitwise and OR Bitwise or SHL lt lt Bitwise shift left SHR gt gt Bitwise shift right XOR Bitwise exclusive or 603 PERSONNEL DIRECTOR USER S GUIDE String Operators String opera
315. isplayed click the Shut Down button To check if any Gelant Gene diary reminders are currently pending click on Check Now Shut Down Current Sener all Servers When you install Personnel Director the Diary Monitor is placed in your Windows Start Up program group This starts the Diary Monitor as soon as you start Windows Controlling the Diary Monitor 1 Right click the Diary button in the Start box at the end of the Task bar 2 Do one of the following e To open the diary monitor select Open 276 USING THE DIARY at e To check for reminders select Check Now e To turn the monitor off for this session select Shut Down e To turn the monitor off for this session and subsequent sessions select Disable e To turn on a disabled monitor select Enable Diary Reminders A diary reminder is a Personnel Director entry in the Personnel Director diary or Microsoft Outlook Diary reminders have a date and message attached to them for example 25 5 97 Mrs Jones End of Probation Personnel Director checks the diary every one and a half minutes and displays any pending diary reminders Diary reminders can be created by either of these methods e Automatically created by Personnel Director e Manually entered by you Setting Up Automatic Reminders Personnel Director can automatically create diary reminders when information changes in any of the fields on the Employee records screens Note You must r
316. ith Personnel Director and either print it or email it to one or more employees Note 1 Prior to sending a message your email address must be entered in your Employee Details record in Personnel Director see Personal Tab on page 159 or in User Account Details in the Security Module see Editing User Accounts or Templates on page 39 Note 2 You need use the Set My Record command on the View menu to identify yourself as the sender of the email before you can email mail merge documents See Setting Your User Record on page 314 Click the Letters button on the toolbar The Personnel Director Report List appears Report List of x File Edit Help a lela sal x ol Employment Contents of Employment All Folders E Completion of Probation C Company Policies Standards E Employee Loan Agreement C Contracts E Exit Interview Report Employment Notice of Impending Redundancy CI Grievance Notification of Promotion C Letters E Salary Review Notification oe Sickness Self Certification ecruitmen C References J Termination J Warning Letters CG Working Time Regulations 7 Item s In the Personnel Director Report List all letters faxes and memos are stored in the Letters folder in subfolders according to their subject matter 311 PERSONNEL DIRECTOR USER S GUIDE 312 For additional details on how to use the Report List see chapter 13 Working with Personnel Direc
317. ither the Screen menu or the Shortcut bar Locating Records Over a period of time the number of records for in a particular area such as Holiday and Absence may increase to the point where it is difficult to locate the record you want To make it easier to locate the record you can find it by specifying information you know is in the record or filtering records to extract only those with a particular item of information for example dental benefit records You can also search the entire database for a record Finding Records By Field Content When you want to locate specific information on a record you can locate an exact or partial match to the contents of a field 1 From any employee screen except Employee Details do one of the following i e On the Record toolbar click the Find button IA e Select Find Records from the Screens menu or press Ctrl F 189 PERSONNEL DIRECTOR USER S GUIDE 190 Find Employee s EI Field Value 325M Search Type Case sensitive Exact Match Partial Match at Beginning Partial Match Anywhere Field TasCode S First l M Cancel In the field value text box type the information you want to find For example on the Medical History to find the records with the location James Street Clinic type James Street Clinic Specify how to perform the search as follows Case Sensitive Check this box to locate only records that match in uppe
318. ity of the database When an application is canceled committed data is preserved and uncommitted changes are rolled back If a data page for the uncommitted changes has already been assigned the page might be considered an orphan page Orphan pages are unassigned disk space that should be returned to free space Write errors in the operating system or hardware These usually create a problem with database integrity Write errors can result in broken or lost data structures such as a database page or index These corrupt data structures can make committed data unrecoverable 463 PERSONNEL DIRECTOR USER S GUIDE 464 You should validate a database e Whenever a database backup is unsuccessful e Whenever an application receives a corrupt database error e Periodically to monitor for corrupt data structures or misallocated space e Any time you suspect data corruption Note Database validation requires exclusive access to the database Shut down a database to acquire exclusive access If you do not have exclusive access to the database you get the error message OBJECT database name IS IN USE Select Maintenance gt Database Validation The Database Validation screen appears Database Yalidation Server lwnda Database Validation Options ok Cancel Validate record fragments T Read only validation I Ignore checksum errors Provide the following information
319. iv This is the Head Office Ft y X 2 Enter the following information about this office Company Office Type a unique name to be used for this office You can set up as many offices as are needed Company Name Type the name of the company By doing this your company s name will automatically appear as the default company name in all reports letters memos and faxes Company Address This address is used when creating letters faxes and memos Ensure that each line of your company s address appears on a SETTING UP PERSONNEL DIRECTOR 4 separate line in the address box by inserting the cursor at the beginning of the line Telephone Type the phone number Fax Type the fax number Email Address Type the e mail address This Is The Head Office If the office information applies to the head office click this checkbox Note Employees not assigned to a specific office are automatically assigned to the office you designate as the head office for example an employee not assigned to a specific office automatically gets the statutory holidays assigned the head office 3 Use the following buttons to add delete edit and post changes to records Button Action Insert a new company record Delete the current company record Post changes made to the current w company record Cancel changes made to the current x company record o Refresh the current company record 4 To add or change the log
320. ive letter of your CD ROM drive then click the OK button The Installation Wizard starts and guides you through the rest of the installation process How the Link Works 490 Personnel Director checks both Working Time Tracker and Payroll Director to see if employee or pay information has been modified If it has the changes are imported into Personnel Director Personnel Director then updates the other system Payroll Director if the changes originated in Working Time Tracker and vice versa if the changes originated in Payroll Director LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER 24 Personnel Director performs the import from Working Time Tracker and Payroll Director in the following order 1 Imports changes from Working Time Tracker 2 Updates Payroll Director with changes from Working Time Tracker 3 Imports changes from Payroll Director 4 Updates Working Time Tracker with changes from Payroll Director Therefore if the same employee has been modified in Working Time Tracker and Payroll Director the changes made in Payroll Director are overwritten by those made in Working Time Tracker It is therefore recommended that changes to employee details are made in either Working Time Tracker or Personnel Director Personnel Director checks for changes in Working Time Tracker and Payroll Director when any of the following events occur e Logging into Personnel Director e Displaying or refreshing the Employee Nav
321. ive z Fost Code Jesi2z1HG Grade Pl Assistant False ssonnnnnnsnunnnnnnsunnnnnnnn Attached Documents Use this information when you are working with these procedures e Creating New Records Manually on page 150 e Editing Employee Records on page 152 159 PERSONNEL DIRECTOR USER S GUIDE Main Screen Fields 160 Tip Enter this data in mixed case as this is how it will appear in letters and reports for example Sales Division not SALES DIVISION You can set the data to display in Mixed Case by editing the Field Properties in the Screen Designer For more information see Changing Screen Properties on page 550 The following employee fields are on the left side of the main screen Employee Humber jon Sumame Donaghy O First Hame Michael Middle Hame fic Known As Mike Title Address 59 Hillside View Nailsea Bristol B512 1HG Fost Code Employee Number Enter a unique number designated to each employee You must enter this number as it is not generated automatically by Personnel Director It can be a simple number or a combination of letters and numbers such as a payroll number Surname The employee s surname which appears on any letters sent to the employee created in Personnel Director First Name Enter the employee s first name s as used in formal correspondence Note the difference between it and the Known As field Middle Name Enter the employee s middle
322. k an item listed on the menu you can either perform the task described by that item or go to another screen to perform the task there Menus Available from the Main Menu The following menus are available from the main menu File menu Contains functions related to creating new reports and closing Report Scheduler Edit menu Contains functions related to modifying or copying or deleting a scheduled report View menu Toggles between the Scheduled Report tab and the Archived Report tab Help menu Contains online help for Report Scheduler The About option on this menu is where your software version number is displayed Just below the menu bar are the toolbars There are three toolbars the Report toolbar that you use to create modify copy and delete new reports the Archive toolbar that you use to preview delete and purge archived reports and the Help toolbar you use to view context sensitive Help or exit Report Scheduler 511 PERSONNEL DIRECTOR USER S GUIDE The Toolbars 512 Report Toolbar The Report toolbar has buttons you use to work with scheduled reports Button Menu Access Description Procedure Shortcut File menu Create a new Scheduling a Alt F N New Scheduled scheduled report Report on page 513 Report Edit menu Modify a scheduled Modifying a Report AlttD M Modify Scheduled report Schedule on Report page 517 Edit menu gt Create a copy of Creating a Copy ofa Al
323. k the Reports button on the toolbar 2 Click the New Report button 3 Complete the remaining steps beginning with step 3 in Example 2 A Query with Two Tables and Selection Criteria on page 365 Instead of sorting the query on Days Lost sort the query on the Employee Number field 397 PERSONNEL DIRECTOR USER S GUIDE 4 When the query is complete click the Design tab in the Report Builder window From the File menu select New 398 In the New Items screen double click the Report Wizard Report Wizard w Data Pipeline Hame plGroup_Absence_By Employe Available Fields Selected Fields Which fields do you want on your report Employee Humber Post Hame od Start D ba tas Ea _ Category Order EA Ea _ Cancel Hegt gt Click the gt gt button This adds all the fields on the left to the Selected Fields list on the right Rearrange the fields so that the order is Employee Number Post Name Start Date Days Lost and Category Click Next WORKING WITH REPORTS 7 The Grouping screen appears We want to group absences by Employee Number Add the Employee Number field to the list of Groups Available Fields Employee Number Start Date Days Lost Post Name Start Date Days Lost Category Category Groups gt a Employee Humber Cancel lt Back Next gt Finish e Click Next 8 Click Next until the final wizard screen
324. king Time directive select this checkbox Date Opted Out The effective date that the employee opted out of the Working Time directive Review Date The date on which the employee s status under Working Time will be reviewed Night Worker If the employee is required to work nights select this checkbox Health Assessment If the employee has had a health assessment related to working nights select this checkbox Health Assessment Date Select the date of the employee s health assessment from the drop down calendar Notes Notes about the employee s Working Time status RECORDING AND TRACKING HOLIDAY AND ABSENCE Recording and tracking time that employees are absent for scheduled or unscheduled reasons is an ongoing task With Personnel Director you can set up absence allowances with anniversary dates or start dates linked directly to each employee s holiday and absence records Personnel Director stores the start and end date for each employee s absence allowance year and calculates any carry over that needs to be performed at year end To set up and maintain absence allowance records you e Use the Absence Allowance Wizard to create all the different types of allowances required for employee holidays as well as absences due to training sickness and other reasons e Assign absence allowances to employees e Assign work periods to employees if absence days and hours lost are to be based on employee work peri
325. l Insurance or Pension contributions Additional Cost Additional costs incurred by the company as a result of the absence such as the cost of temporary staff By adding this data at this stage you can report on the cost of absenteeism both in terms of salary costs to the company and in terms of true costs including all other costs which are directly related to the absence Total Cost A calculated field the total of all the costs for the absence This is calculated as follows Cost on Cost Additional Costs where on Cost is a percentage value of Cost Notes A free format notes field for you to add any information relating to the Absence record Displaying Holiday and Absence Calendars Use the holiday and absence calendar to view the current employee s holiday and absence in chart form This is useful for spotting patterns of absence or just to get an overview of any planned holiday e To display this screen select Absence Calendar from the Tools menu 173 PERSONNEL DIRECTOR USER S GUIDE 2021222324 1718192021 naaa Changing the Chart Colours Annual Leave Doctors Hote Holiday Holiday Agreed Sickness Training Un Paid Sick Unauthorised Statuatony Each absence is displayed in a separate colour and a legend is provided on the right of the screen E taining e To change these colours click the Legend color square select the colour you want on the Colour screen then click OK
326. labels and fields hidden by the rectangle right click the rectangle then select Send to Back from the shortcut menu Using Page Layout Tools Use the Screen Designer Screen Print toolbars to format the layout of your screen print Placing Labels Shapes and Images 588 Use the buttons on the Standard and Data Components toolbars to define and arrange content in the screen print To place non field objects on the screen print Click a button on the Standard Components toolbar to place a non field object on your screen print Button Action Description e Select Object Select a placed object A Label Place a text caption or label USING THE SCREEN DESIGNER Memo Place a text memo multi line d Rich Text Place a rich text object contains formatting such as bolding color and bullets e System Place a date the date when screen print is Variable displayed or printed F Variable Place a field that requires calculation PF Image Place a picture must be BMP ICO EMF or WMF format Dm Shape Place a geometric shape Line Place a line Bar Code Place a bar code graphic 2 Then click the position where you want the object placed in the report 3 If required set the properties of the object e If you placed a label type the text in the Label box that appears on the toolbar e If you placed a memo right click the object and select Lines from the shortcu
327. lated fields and are updated automatically when you modify the employee s Pay Record e The other fields are where you enter information The Pay Details tab contains the following calculated fields You cannot enter data into these fields Pay The employee s current pay either Per Annum or Per Hour as shown to the right of the field This is updated automatically from the employee s Pay Record Contracted Hours The number of hours that an employee is contracted to work usually specified as Hours per Week the units are shown to the right of the field This is updated automatically from the employee s Pay Record Pay Period The frequency of payment 2 weekly 4 weekly or monthly as set up for the employee This is updated automatically from the employee s Pay Record Pay Per Period The caption for this field depends on the employee s pay method and pay period For employees with a pay basis of Salary Hourly and Daily the pay per pay period is displayed for an employee with a pay 163 PERSONNEL DIRECTOR USER S GUIDE 164 period of weekly the caption will read Pay per Week For employees with a pay basis of Shift the pay per shift is displayed Allow Overtime Indicates if the employee is allowed to work overtime This is updated automatically from the employee s Pay Record Enter data into the following data fields Cost Code Select the accounting code appropriate to the employee s
328. le Master fields For example you might select both Department and Location to restrict access to Administration and Finance records for the London office Select the master field values to exclude from access e Select the field value from the drop down list then click the Exclude checkbox e If the data in the field contains a range of values select two values then click the Range checkbox Click the Add button to add the excluded value or range of values to the list Repeat steps 3 to 5 until all the values have been added then click OK Check the list in the Employee Criteria screen Click Next then click Finish 53 PERSONNEL DIRECTOR USER S GUIDE Auditing Personnel Director Usage 54 Use the Audit Log feature of the Security Manager to monitor Personnel Director usage including the date and time when users log in and out the database they use and the type of usage for example record maintenance 1 From the Security Manager Security menu select View Audit Log or press Ctrl A E Audit Trail Date rime User DatabaseName D 16 02 2004 16 02 2004 16 01 2004 16 01 2004 16 02 2003 16 02 2003 16 02 2003 16 02 2003 16 02 2003 F 20 01 2003 20 01 2003 M 20 01 2003 17 01 2003 1701 2003 1701 2003 17 01 2003 17 01 2003 1701 2003 17 01 2003 1701 2003 15 39 37 15 44 30 16 09 35 16 09 22 15 21 54 15 33 30 15 37 23 15 43 44 15 33 28 14 09 45 11 48 44 12 37 1
329. lease speciy which fields the user will have access to and which are to be hidden Access Prohibited Cancel 4 On the Field Access screen select the fields that you do not want the user to access using the buttons as described above 50 PERSONNEL DIRECTOR SETTING UP SECURITY 5 Click Next Field Security Wizard NOPAY Read Only Access Please speciy which fields will be defined as Read Only and which will be fully available to the user Maintenance Permitted Read Only Cancel 6 Select the fields that the user can view but not change information in 7 Click Next then click Finish Modifying Function Level Privileges 1 If you select Functions click Next to go to the next screen Function Security Wizard LYNDA Function Access Please speciy which functions the user has access to and which are prohibited Functions Allowed Archive Employees Create New Reports Letters and Graphs Create or Modify Company Leave Allowances Delete Attached Documents Delete Reports Letters and Graphs Functions Prohibited Transfer Employees Between Databases 51 PERSONNEL DIRECTOR USER S GUIDE 2 On the Function Access screen select the modules or functions that the user has access to using the buttons as described above 3 Click Next then click Finish Modifying Employee Level Privileges Use employee level privileges to grant or deny users access to the records of other
330. lication is a violation of applicable laws PG 1421 05 03 CONTENTS Introducing Personnel Director WelCOMNe aia mettle hae es tha ee ba a alate weaves oe ee ake How This Guide is Organised 0 0 0 0c ees About Vizual Business Tools 0 eee eens How Personnel Director WorkS lt lt 2 006 eta te bev e si wii eee s wads Backing Up Your Data ss aike cde caw datesa s baw a eee owes Installing Personnel Director Systeni REQUIFCIMCNIS ies Sos ae eee i eee ade Dee a Geek Part 1 Installing Personnel Director on the Network Server Step 1 Installing the InterBase Server 005 Step 2 Installing Additional Database Licences and Restarting InterBase Services 645 4 9 2 Hb wae Sara he le whe Step 3 Installing the Personnel Director Global Demo and Archive Databases 23 4 4 50 n ea Gat Ae S hee ese ee les Step 4 Changing the InterBase Server Password Part 2 Installing Personnel Director on a Workstation Step 1 Installing the InterBase Client Tools on a Workstation Step 2 Check Communications with the Server Step 3 Installing the Personnel Director Software on a Workstation Step 4 Configuring Personnel Director at a Workstation Upgrading Databases from Previous Personnel Director Versions Changing the SYSDBA Password for Personnel Director Workstations Installing the Recalculation Program 0
331. lick the Start button on the Windows taskbar and select Run Type x paylink exe where X is the drive letter of your CD ROM drive then click the OK button The Installation Wizard will appear informing you to exit all programs before continuing with the installation Please ensure that Personnel Director is not running on your computer Click the Next button to continue The installation program continues automatically When the installation is complete a message appears indicating successful installation Using the Payroll Director Paylink with Personnel Director 470 The Payroll Director Paylink is an add on program for Personnel Director that must be installed from the Personnel Director installation CD The Paylink ensures that the employee and pay information stored in Personnel Director and Payroll Director is kept in synchronisation When employee data is changed in either Personnel Director or Payroll Director the the Paylink applies the changes to the other system LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR 20 The following information is shared between Personnel Director and Payroll Director Data Direction of Data Employee Details Sent from both Personnel Director and Payroll Director Pay Information Sent only from Payroll Director to Personnel Director Bank Details Sent from both Personnel Director and Payroll Director Employee Details can be modified in either Personnel Director or Payroll Dir
332. linked to the diary When this date is changed Personnel Director can prompt you to create a diary reminder for the next appraisal For more details see Setting Diary Reminder Preferences on page 81 WORKING WITH EMPLOYEE DATA 9 2 For each of the tabs at the bottom of the screen click the tab to select it Then enter the data on that tab as described in the following sections Data Entered on the Assessment Tab Use this tab to record the criteria against which you are appraising the current employee Assessment Kep Objectives Agreed Training Agreed Comments 1 Provide the following information Criteria The criteria against which you are appraising the current employee Score The employee s score for that criteria This could be Excellent Good Average Poor or 1 2 3 etc 2 Do one of the following e To save the changes click the Save button on the Record toolbar e To add another assessment click the Add button at the bottom of the screen e To remove a criteria select the criteria and click the Delete button at the bottom of the screen 201 PERSONNEL DIRECTOR USER S GUIDE Data Entered on the Key Objectives Agreed Tab Use this tab to record any objectives agreed as a result of the appraisal For example for a sales executive these objectives could be to increase sales by 5 or to learn about a new product range Assessment Key Objectives Agreed Training Agreed Comments
333. list e To change the page caption label select the page and click the Edit button Type the caption and click OK e To remove a page select the page and click the Delete button e To change the page sequence select the page to be reordered and click the Up or Down arrow to move it to its new location 4 When you are finished click OK Adding a New Page to a Tab You can add as many pages as you want to the tab If the pages extend past the right side of the tab navigation controls are automatically inserted so users can click the controls to display the remaining pages 1 Select the Tab control where the page is to be added 2 Right click and select Add Page from the shortcut menu The new page appears on the tab 3 To change the page caption sequence see Changing Tab Properties on page 578 579 PERSONNEL DIRECTOR USER S GUIDE Changing Paging Order in a Tab You can change the order in which users switch from page to page within a tab control 1 Select the Tab control where you want to change the paging order when the Tab key is pressed 2 Double click the Tab control or press F11 O From the Edit menu select Control Properties 3 To change the page sequence select the page to be reordered in the list of pages then click the Up or Down arrow to move it to its new location 4 When you are finished click OK Removing a Page from a Tab You can delete any page except the first To del
334. loyee benefits you decide that you need an area to record extra information for example some notes With Screen Designer you can quickly achieve this simply by adding a new field to the Benefits screen This will enable you to store the information you need 527 PERSONNEL DIRECTOR USER S GUIDE 528 S Follow these instructions for adding the field l Open the Benefits screen e Click the Open button on the Screen Designer toolbar e Select Benefits from the Table list and click OK lolx Screen Designer File Edit View Alignment Window Help ACR ae Slelalal sa 7s 2 aa wale f Benefits ic Benefits ai freis Display Name Benefits Date From Screen Icon Click to Change Icon gt Screen Notes Click to Edit Notes gt a Benefit Monthly Value P11D Value alrel mfeo Detail View Aa ab A EJ i Iv w Edit Delete E Notice that this is the same version of the screen you use to enter information There are also two additional screens Screen Properties and Field Chooser First create a new field to store the data in e From the Field Chooser click the New button The Field Properties box appears on the screen For this example we want to create a new field to store notes To do this e Inthe Field Name box type Notes You now need to tell the database what type of information you want to store in it in this example storing notes e From the Typ
335. ls Use this screen to add edit or delete disciplinary and grievance records for the current employee 1 Do one of the following E e To add a record click the New button on the Record toolbar or press en Ctrl N e To update a record on the Disciplinary and Grievance Summary View tab select the record you want to work with and click the Detail View tab or double click the record 215 PERSONNEL DIRECTOR USER S GUIDE Disciplinary and Grievance 99 Mr H Corsar T Disciplinary and Grievance w 99 Mr M Corsar Date fioa 399 Event fist Verbal Warning Release Date fan 399 7 Letter Sent To Employee Follow Up Date a 0 2000 By hom Miss A Brown Motes Michael received his first verbal warning after it was discovered that he had mistreated a member of his staff fa eee ee summary View Detail View Attached Documents Data Entered on This Screen 216 Date The date on which the disciplinary or grievance event occurred Event The disciplinary or grievance event such as First Warning Second Warning Final Warning Grievance Received Grievance Actioned To keep your data consistent and ensure reports are accurate you should use the Pick List for this field Release Date The date on which the disciplinary event is to be removed from the employee s record Generally a first written warning remains on the employee s file for a period of 6 months A reminder can b
336. ls Personal Dates working Time Surname Donaghy Division Second Office m First Hame Michael Department Information Technology m Middle Name Job Title jit Manager Known As Mike Location Bristol Office m Title Mr m Reports To m Address 59 Hillside view Full Part Time Ful Time Nailsea Contract Type Permanent m Bristol Contract End Date Notice Period 3 Months m Status Active q Fost Code pst 21HG Grade m Assistant False 4 When you are finished with this employee s record return to the Employee Navigator to select the next employee To refresh data Use the Refresh button if other users are adding and deleting employee records to ensure that the Employee Navigator shows the latest changes e To refresh the data click the Refresh button Use the Shortcut bar on the left side of the main window to open the same screens available from Open Screen on the Screen menu Each button contains an image and a description related to that screen s function For example some coins and notes represent the Pay History screen The Shortcut bar has the following buttons which are grouped according to the type of employee records You can move screens from one section of the shortcut bar to another by dragging and dropping the screen icon LEARNING TO USE PERSONNEL DIRECTOR 5 Employee Shortcut Bar Buttons To access employee records click Employee Employee Details Emergency Contact
337. ls screens to calculate an employee Pay Per Period Tip For more information about the formulas used to calculate pay amounts based on the pay period information entered here see Understanding Pay Period Calculations on page 597 SETTING UP PERSONNEL DIRECTOR 4 1 Select Company Pay Periods from the Company menu The Company Pay Periods screen is displayed Company Pay Periods EI 73 Company Pay Periods PEUS Tae Weekly Pay Periods Per ear E2 2 Weekly Pay Periods Per rear 26 Cancel 4 Weekly Pay Periods Per rear i 3 za elp 261 Working Days Per year Working Hours Per Week E Working Hours Per Day B 2 Enter the number of Weekly 2 Weekly and 4 Weekly pay periods per year Enter the number of paid working days per year 4 Enter the number of paid working hours per week This is an important field as it is used as the default value for Contracted Hours when creating a new Pay Record for an employee The Contracted Hours value is used when calculating the amount of overtime worked in the Time Sheet screen Enter the number of paid working hours per day Click the OK button to save your entries or the Cancel button to cancel them Entering Currency Exchange Rates You need to select your local currency or define it if it is not included in the currency list In addition you must have an entry for Euros so that Personnel Director can calculate and display amounts in both local c
338. m _or e Select the item and click the Select button To cancel the selection click the Cancel button Tip To move quickly to a particular item in the pick list type the first letter This function is case sensitive so pressing s moves you to entries starting with lowercase S and pressing S moves you to entries starting with uppercase S 106 LEARNING TO USE PERSONNEL DIRECTOR 5 Adding Items to a Pick List 1 Click the Pick List button to the right of the field where you want to add an item to the Pick List The Pick List for that field is displayed 2 Type text in the field at the bottom of the list then click the Add button or press Enter 3 Click the Select button to add the item or the Cancel button to cancel it The newly entered item now appears as an option on the Pick List Removing Items from a Pick List 1 Click the Pick List button to the right of the field where you want to remove an item on the Pick List The Pick List for that field is displayed 2 Use the mouse to highlight the item you want to remove Click the Delete button Calendar Buttons Entering Dates Ind Calendar buttons are used to quickly enter correctly formatted dates into date fields Clicking a Calendar button displays a calendar pop up window from which you select the date you want to enter This function is found where you see a selection button to the right of the date field for example Date of Birth 21
339. m this type of Pick List Pick From Company Data Create a Pick List from Company data for example Currency Users cannot add or remove items from this type of Pick List Pick List Table Select the table in which the field to be used as the Pick List is found Pick List Field Select the field to be used as the Pick List Creating Linked Pick Lists You can also set up a Pick List which is dependent on the pick value selected in another Pick List For example create two Pick Lists COUNTRY and CITY The relationship between the Pick Lists is one of parent and child The values in CITY will be determined by a value selected from COUNTRY Assign the following values to COUNTRY Great Britain and United States Assign CITY with the following values London Edinburgh New York and Los Angles USING THE SCREEN DESIGNER Step 1 Create the Pick Lists to be linked and enter the items for each Pick List Step 2 Link the Pick List to the field If the Pick List is to be dependant on the selection value in another Pick List select the dependant Pick List from the Field Chooser screen Click the Edit button to open Field properties On the Pick List tab click the Filter button and then select the parent Pick List value from the Filter Field drop down list This links the Pick Lists setting the parent child relationship Set Filter Field Table ACCIDENT Filter Field woo cme OK Click OK For example in the Cities
340. maries a 1 Navigate to the record of the employee for whom you want to display a accident history data 2 Do one of the following e On the Employment Shortcut bar click the Accident History button e From the Screen menu select Open Screen Select Accident History and then click OK 3 Click the Summary View tab if it is not already displayed The Accident History Summary screen lists all the accidents in the workplace that the current employee has been involved in 196 WORKING WITH EMPLOYEE DATA 9 Adding Editing Accident Details Use the Accident Detail screen to add edit or delete employee accident records 1 Do one of the following B e To add a record click the New button on the Record toolbar or press he Ctrl N e To update a record on the Accident History Summary View tab select the record you want to work with and click the Detail View tab or double click the record Date of Accident Time of Accident Days Lost Book Updated By HSE Informed By Witnesses Notes ae Accident History O01 Mr H Donaghy Accident History v ee RU es Summary View Detail View i 612 1997 Type of Accident Fall i 223 Type of Injury Sprain 2 Location Bristol Office Stella Dibbens Date Updated Jalan Locatell Date Informed i 9 12 1997 Stella Dibbens n Follow Up Accident due to Mr Donaghy running Slipped whilst running throught the shop floor a
341. maries 226 End of year processing absence allowances 187 Envelope templates creating in Microsoft Word 322 Exchange rates setting 63 Exit interview 228 adding editing details 228 displaying details 228 Exiting Database Maintenance module 438 InterBase Server Manager 460 Personnel Director 123 Screen Designer 522 Exporting items to Microsoft Outlook 284 Personnel Director graphs 355 screens 553 Exporting data to a text file 131 using Microsoft Excel 148 using Personnel Director Spreadsheet 131 F Fax covers 306 Field delimiter characters for file import 444 Fields adding 556 adding additional field properties 559 calculated 109 customising 109 deleting 559 setting display properties 560 setting pick list properties 563 setting security privileges 50 setting validation properties 562 setting value properties 560 setting web properties 567 specifying calculations 569 specifying field validation formulae 568 updating 558 Files creating in Report List 300 deleting in Report List 302 editing in Report List 301 exporting in Report List 303 importing in Report List 302 moving to another folder in Report List 301 renaming in Report List 302 Filter applying 295 deleting 296 editing 295 employees 290 examples 290 Filtering graph data 349 Filters removing from Employee Navigator 158 selecting 157 Finding employee records 100 Finding employee records 101 159 Finding employees using a filter 290 using Employee
342. me Value 4 ol Employee Number Display a maxinurnn of fioo employees The screen has two lists The list on the left labelled Available Employees will list all employees who are not in the selected group and can be added to the group The list on the right labelled Employees In Group lists all the employees in the selected group You can sort 287 PERSONNEL DIRECTOR USER S GUIDE Employees In Group by surname or by employee number just select the desired option under Sort By Adding Employees to a Group l a Ey 4 On the Maintain Groups dialog use the Group Name drop down list to select the group that you want to add the employee s to To display a list of likely candidates filter the employee records e Provide the following information Field Select the field to search on from the drop down list Value Either type a value or click the button and select a value from the drop down list e Click the Show Employees button A list of employees appears in the Available Employees list Tip To add several employees use Ctrl click and Shift click To add the selected employees to the group click the Add button The selected employees are moved into the list on the right e To add all the employees to the group click the Add All button Repeat steps 2 and 3 until you have added all the employees you want in the group Removing Employees from a Group l R gt 288 On the Maintai
343. me Abs moe O02 bir O Slattery 30 74 o Gi OOF Prs J Wtoodbridge 30 30 o 011 bliss H Steel Jessop 30 30 Di4 hiss J Obbens 30 30 Averages 30 00 73 50 0 00 1 50 Total 120 00 114 00 o 00 6 00 4 I Page 1 of 1 2 6 To save the report for archive purposes click the Save button Select the folder specify the name for the file and click the Save button To view the saved report at a later date click the Load button Select the folder and name of the file and click Open 7 To exit click the Close button 273 PERSONNEL DIRECTOR USER S GUIDE 274 I Overview USING THE DIARY To keep track of important events and dates Personnel Director provides you with a diary or you can use Microsoft Outlook Notes e Be sure to indicate which diary you want to use For instructions see Setting Diary Reminder Preferences on page 81 e If you use Microsoft Outlook you can remove the Diary Monitor from the Startup menu For instructions see your Windows documentation You must however run both Personnel Director and Outlook simultaneously to display reminders For more information about the diary monitor see The Personnel Director Diary Monitor on page 276 You can insert Diary Reminders yourself or you can instruct Personnel Director to automatically create diary reminders for you when certain events occur such as an employee s end of probation date Personnel Director checks t
344. mplate you have created 1 Click the New User button The New User Wizard appears 2 Click I Want to Use Settings From This Template New User Wizard Ea Wee Welcome to the New User Wizard This wizard will lead you through the steps required to set up the main details and database access settings for a new user Optionally you can specify a tempiele of existing user record from which the new user default details are created want to specify all settings myself f want to use settings from this Template TEMPLATE aa want to use settings from this User Hack sw Cancel 3 Click the Pick List button and select the template then click OK 4 On the Key User Details screen complete the following information 40 PERSONNEL DIRECTOR SETTING UP SECURITY e Enter an ID for the new user e Type the user s forename and surname e Click the Pick List beside Staff Number and select a database and Staff Number then click OK e Type a password for the new user Type it again to confirm The password must be a minimum of 5 characters 5 Click Next e Select the user s department and location using the Pick Lists e Enter the user s phone number and e mail address 6 Click Next and then click Finish To add a new user account based on the settings of another user E 1 Click the New User button The New User Wizard appears 2 Click I Want to Use Settings From This User
345. mployees to include 176 Schedules for holiday and absence data changing the view 175 Screen Designer 521 about the Screen Designer window 523 adding a control 571 adding a new field 556 adding a new page to a tab 579 adding a tab 578 adding additional field properties 559 adding or updating screen notes 551 aligning screen elements 575 Alignment toolbar 526 changing a control 573 changing screen properties 550 changing tab order 580 changing tab properties 578 Control Palette toolbar 525 creating a new screen 547 cutting copying and pasting a control 573 deleting a control 574 deleting a field 559 deleting screens 552 designing screen prints 580 designing screens 523 Edit toolbar 524 elements of a screen 546 examples creating a new screen advanced 534 creating a new screen basic 531 modifying a screen advanced 539 modifying an existing screen basic 527 exiting 522 exporting screens 553 File toolbar 524 importing screens 553 modifying an existing screen 549 overlapping screen elements 577 pick list creating links to other pick lists 564 566 removing a page from a tab 580 Screen Notes toolbar 552 setting field properties display 560 pick list 563 validation 562 weblist 567 setting field value properties 560 setting up tabs 577 sizing screen elements 576 specifying field calculations 569 specifying field validation formulae 568 starting 522 updating a field 558 using the grid 575 working with controls 571
346. n Click Next The Choose Destination Location screen appears 3 Choose Destination Location Setup will install Personnel Director Interbase in the following folder To install into a different folder click Browse and select another folder You can choose not to install Personnel Director Interbase by clicking Cancel to exit Setup Destination Folder C PROGR amp T4PERSDIR Browse Cancel 21 PERSONNEL DIRECTOR USER S GUIDE It is recommended that you accept the suggested location which is C Program Files PersDir To specify a different location click the Browse button 3 Click Next Next you are asked if you want to make a copy of your previous files so that you can return to the previously installed version if required Select Yes to make a backup then use the Browse button to specify a drive and directory for the backup files or No to continue without backing up the older version files 2 Backup Replaced Files This installation program can create backup copies of all files replaced during the installation These files will be used when the software it uninstalled and a rollback is requested If backup copies are not created you will only be able to uninstall the software and not roll the system back to a previous state Do vou want to create backups of the replaced files fe Yes i No Please select the director where the replaced files will be copied
347. n 4 Click the Ok button to run this file Provide the following information Old Password Type the existing SYSDBA password New Password Type the new SYSDBA password Confirm Password Re type the new SYSDBA password 6 Click the Save button Personnel Director will now use the new password to connect to the databases Installing the Recalculation Program The installation CD ROM contains a folder called Recalculate Running the Setup program in this folder installs a program that you can use to schedule recalculation of Personnel Director screens For more information on how to install this program and schedule recalculation refreshes with the Windows Task Scheduler see Scheduling Recalculation Refreshes on page 446 29 PERSONNEL DIRECTOR USER S GUIDE Upgrading from Personnel Manager If you are a Personnel Manager user you can very easily upgrade to Personnel Director The upgrade process will convert all your databases for use with Personnel Director The following information is transferred from the Personnel Manager to Personnel Director database Company data Employee data Diary reminders Letter templates Leave allowances Attached documents Important Notes Due to enhancements in Personnel Director some items are not converted and may therefore require attention before normal use of the converted database See Preparing Your Converted Database for Use on page 32 The Wizard does not convert
348. n page 386 Preview the results E 2 When you finish updating the query do one of the following e Ifyou are updating a query used for display purposes close the Report Builder screen then click Yes to confirm that you want to save the changes e If you are updating a query used in a report click the Design tab From here you can change the layout of the report or select Save from the File menu 378 Changing Tables ane l Click the Tables button on the query screen The Tables tab appears Query Designer Tables Fields Calcs Group Search Sort SQL Available Tables Table Name lel Es Absence Allowan PERSONALALL Accident History ACCIDENT Appraisal Assess APPRAISAL AS Appraisal History APPRAISAL Appraisal Object APPRAISAL O Annoraisal Trainin SPPRAISAL T kd Employee Detaile MASTER MASTER Pay History PAY HISTORY Pay HISTORY Inner 2 To add a new table double click the name of the table you want to add The Join Table screen appears Join Table x Join Type Join Driver History Table with Inner vehi Driver History Fields Registation Number PRey Staff Humber Driver Name Notes Start Date End Date Joined Fields Vehicles Driver Hame Cancel If you include more than one table in your query you must join the tables for example a column from left table and a column from the right table 379 PERSONNEL DIRE
349. n Groups dialog use the Group Name drop down list to select the group that you want to remove the employee s from To select the employees to be removed the group use the mouse to click their names in the Employees in Group list Tip To remove several employees use Ctrl click and Shift click To remove the selected employees from the group click the Remove button The selected employees are moved into the list on the left WORKING WITH GROUPS AND FILTERS 120 e To remove all the employees from the group click the Remove All button Creating New Groups l 2 Deleting Groups To create a new group click the Add button Enter a name for the group This name cannot already exist and can be no longer than 20 letters or numbers Please enter a new group name Cancel Click the OK button to create the group To add employees to the new group select them from the list and refer to Adding Employees to a Group above Select the group to be deleted from the Group Name drop down list and click the Delete button Note This deletes the group and not the employee records Displaying an Employee s Group Membership Use this procedure to display a list of groups that the current employee is a member of l Click the Employee Details screen of the employee whose membership you wish to see Select Group Membership from the Employees menu The following screen is displayed listing all the group
350. n In A New Window radio button e To open each screen in the same window click the Open Each Screen In The Same Window radio button e To automatically open the Employee Details screen each time you start Personnel Director click Show Employee Screen On Startup and Open 83 PERSONNEL DIRECTOR USER S GUIDE 3 Under Window specify the following e Click the Show Status Bar option to turn on or off the display of the Status bar e Click the Display Shortcut List button to turn on or off display of the Shortcut bar e Click Large Toolbar Buttons to display large or small toolbar buttons 4 Check the Enable Auto Add checkbox under Pick List if you want Personnel Director to ask if you want to add items to the Pick List when you type new information in a Pick List field Clear the checkbox if you don t want to be prompted Note that Auto Add does not work on pick lists of type Company Data and Employee Data since the items on these lists are derived from the company and employee information entered in the database All other pick lists such as Department or Division are standard pick lists to which you can add and remove items 5 Click OK or click the Add Ons tab to set word processor spreadsheet and diary reminder application preferences Setting Your Add On Preferences 84 To specify which word processor spreadsheet and diary reminder application you want to use with Personnel Director do the following
351. n a graph the associated data is graphed and displayed in the Personnel Director Graph Wizard window You can quickly change the type of graph displayed and its title and axis labels Personnel Director Graph Wizard toolbar ff Graph Wizard Employees by Salary Band File Graph Help Y fa b adlt es an Headcount by Salary Legend 184 4 ff La 4 117500 to 20000 E 20000 to 22500 E 30000 to 32500 124 4 22 a te e BE 32500 to 35000 i l W gt 35000 S IE ccc ocr Headcount esa ee ew ok wg eee mewn e ee haaas ee IN ww ww we we we ew ee ee eee ee oo M jp M wm meme ew em eee eo ees 0 I 10000 12500 to 15000 20000 to 22500 27500 to 30000 gt 35000 Annual Pay Bottom X axis chart title If you click in the bar of a bar chart or on the point in a scatter chart the value will display For example if you click the bar representing employees with annual pay between 12500 and 15000 pounds Annual Pay 12500 to 15000 and Headcount 23 is displayed Graph Wizard x A Annual Pay 12500 to 15000 Headcount 23 WORKING WITH GRAPHS 15 The Graph Wizard Toolbar The Graph Wizard toolbar contains buttons you can use to select a graph type enhance a graph and add graph elements Click
352. n or press Ins 37 PERSONNEL DIRECTOR USER S GUIDE 38 The New User Wizard appears Sew User Wizard Welcome to the New User Wizard This wizard will lead you through the steps required to set up the main details and database access settings for a new user Optionally you can specify a template or existing user record from which the new user default details are created f want to specify all settings myself f want to use settings from this Template f want to use settings from this User Cancel 2 Select the I Want To Specify All Settings Myself option 3 Click Next In the Key User Details screen specify the following New User Wizard Key User Details Enter a User Name for the new user below In addition to the User Mame you can also specify the new Users employee number from a personnel database their real name and the password they will be required by the system to provide in order to gain access User Mame PO Name PO Staff Number Pol Password sis Confirm sis Back n Cancel User Name Type a user name Name Type the full user name including the first name and surname Staff Number Click the Pick List button e Select the database that contains the staff member from the Employee Database drop down list e Select the staff number of the employee you are adding as a user e Click OK PERSONNEL DIRECTOR SETTING UP SECURITY Password
353. n or tab Field label and database label controls Note edit date and calculator data entry boxes Fixed and variable Pick Lists Check boxes 3 D display effects such as lines boxes and frames For more information about the types of controls see The Control Palette Toolbar on page 525 If the control is to be associated with a specific field you then specify Object Properties to link the control to the appropriate field After you add the basic elements you can use the various Screen Designer tools to align size and handle any overlapping of the controls l Click the control you want for this field on the Control Palette toolbar and then place it on the screen by clicking the desired location For example to add a date field click the Date button then click where it is to be placed on the screen Select the control and do one of the following e Double click the control OYLr e Press F11 571 PERSONNEL DIRECTOR USER S GUIDE 572 The Control Properties dialog appears Control Properties E E Caption Field TotalCost g Position Fisel Left 36 Top feo width pa 2 Height a aj al al Ste Shape E Style E Align None Test Align Auto Apply 3 Specify the properties for the control Caption For checkbox controls type the caption for this field Field Select the name of the field from the drop down list to link to this control P
354. n print timesheets as you create or modify them If desired you can also change the timesheet layout To print a timesheet 1 Do one of the following e Create the timesheet or e Modify the timesheet you want to print 2 On the Working Time Directive timesheet screen click the Print button select Print from the File menu or press Ctrl P To change the timesheet page layout 1 Select Page Setup from the File menu The Page Setup screen appears Header m A j Cancel Footer Center Page amp P a i l Center Horizontally E l Center Wertically Print Options W Grid Lines T Black amp White T Row Heading T Column Heading Scale W Fit To Page s Pages Wide peaewee Pages High n Page Order fi i Top To Bottom Units Inches Left To Right 269 PERSONNEL DIRECTOR USER S GUIDE 270 Provide the following information where required Header Type the text to appear at the top of each page Footer Type the text to appear at the bottom of each page Use the following codes to control the format of the header or footer amp L Left aligns the characters that follow amp C Centers the characters that follow amp R Right aligns the characters that follow amp D Prints the current date amp T Prints the current time amp F Prints the workbook name amp A Prints the worksheet name amp P Prints the page number amp P number
355. n select a value from the Is Equal To drop down list Only employee records that match the filter are transferred The filter is applied when using the Synchronisation option described in the following section 3 Click OK 481 PERSONNEL DIRECTOR USER S GUIDE Synchronising Employee Information 482 Synchronisation is used to ensure the employee information contained in Payroll Director and Personnel Director match one another Synchronisation is especially useful if you have recently purchased the Payroll Director program and want to populate it with employee information from Personnel Director 1 Start Personnel Director and select the employee database that you wish to synchronise 2 Select Options gt Payroll Link The Payroll Link Settings dialog is displayed 3 Select the Synchronisation tab Payroll Link Settings e x General Databases Basic Rates Export Fiter Synchronization Import Payroll Data Click the button labelled Import Mow to import all Payroll Director data M Personal Details V Bank Details Jw Pay History Import Leavers f Import Changed Data Only gz Import Mow Export Personnel Data Click the button labelled Export Now to export to the payroll all personnel details for employees in the current database Export Leavers gz Export How LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR 200 To synchronise Personnel Director by importing data
356. nal qualifications attained by the employee at the establishments they attended Qualifications are made up of the level attained in each grade and subject For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Qualifications Summaries 244 Navigate to the record of the employee for whom you want to display training data Do one of the following e On the Training and Education Shortcut bar click the Qualifications button e From the Screen menu select Open Screen Select Qualifications and then click OK WORKING WITH EMPLOYEE DATA 9 3 Click the Summary View tab if it is not already displayed The Qualifications Summary screen displays all the levels attained in each subject and grade at the establishments that the current employee has attended Adding Editing Qualifications Details Use the qualifications detail screen to add edit or delete qualifications for the current employee 1 Do one of the following i e To add a record click the New button on the Record toolbar or press ken Ctrl N e To update a record on the Qualification Summary View tab select the record you want to work with and click the Detail View tab or double click the record 3 Qualifications 26 Mr K Panton P Qualifications 25 Mr K Panton Level eo gt H Subject Computer Science em Grade Meith Establi
357. ncy Format Used by Windows 1 Click the Start button and select Settings then Control Panel 2 Double click on the Regional Settings icon Select the correct region for the date time currency and number format you want to use Click on the Currency tab folder Verify that the currency symbol is the one you want to use in Personnel Director 59 PERSONNEL DIRECTOR USER S GUIDE Entering Company Information 60 Use the Company Information screen to enter details about your company You set up the company information on an office by office basis After you provide the office name address and telephone information you can then add its logo and statutory holidays For example you may have a company with offices in England France and Germany each has a different address logo and statutory holidays By setting the company details for each you can assign each employee the appropriate holidays and generate the appropriate company information when printing letters faxes and other documents including reports 1 On the main screen select Company Information from the Company menu The Company Information screen is displayed IN Company Information pw Company Office Company Name Company Address Telephone Fan E mail Address Head Office vizual Business Tools Cancel Burnhill Business Centre 50 Burnhill Road Help jan 81 249 6044 jan 81 249 6022 sales vizual co uk Loga
358. nd click the Delete button 3 Confirm that this timesheet is the one to be deleted Click Yes 266 MANAGING WORKING TIME REGULATIONS 10 Importing and Exporting Timesheets In addition to importing time sheets from or exporting timesheets to other applications you can also exchange Working Time Directive timesheets with other installations of Personnel Director If for example an employee had timesheets that were created in a different installation of Personnel Director and you want to include that timesheet data in your system simply have the employee export the timesheet and then import it into your system Note If you import a timesheet that has the same name as an existing timesheet a message warns you that you are about to replace the existing timesheet At this point you can cancel the import if you want To import a Working Time Directive timesheet 1 On the Working Time Directive menu click the Import Timesheet icon The Import Timesheet screen appears Import Timesheet x File Hame Browse Code Description Start Date Database Mo of Shifts Staff No Employee RESE 2 Click the Browse button to locate the file that contains the timesheet you want to import Note You can import data stored in any one of the following formats Formula One or 2 x Excel 4 5 or 7 Tabbed Text or Tabbed Text Values Only or HTML or HTML Data Only Information about the timesheet appears
359. nd procedure When the end of the company absence allowances year has been reached and a new year begins the amount of leave taken by all employees is set back to zero by Personnel Director If you selected Unused Allowances May Be Carried Forward on the Allowance Carry Over screen in the Absence Allowance Wizard the year end procedure will carry forward any unused allowance and add it to the employee allowance for the new year Otherwise no allowance is carried forward The Allowances Year End process is run only on the current database 187 PERSONNEL DIRECTOR USER S GUIDE Processing Absence Allowances at Year End 1 Take one of the following actions e Select Allowances Year End from the Company menu OT e Click the Absence Allowance button on the Absence and Payroll shortcut bar Click beside the Recalculate button and select Year End Personnel Director Ea 2 You have requested that the year end and carry over process be performed for all employee allowances Do vou with to proceed 2 To perform end of year allowance maintenance click the Yes button To exit without making any changes click the No button 188 WORKING WITH EMPLOYEE DATA After you have entered an employee s record on the Employee Details screen described in Creating New Employee Records on page 149 you can enter a wide range of additional data for that employee The screens for entering this data are accessed from e
360. ndicate that you want the graph to show the pay ranges in increments of 2 500 pounds e Check the Exclude Blank Values checkbox to exclude employees not within the pay range you specified Click OK ffi Graph Wizard Employees by Salary Band File Graph Help Y E fia Ella el ao ole Headcount by Salary CEEA eeeee ee eeec es apple cee eee ee ee ee ooo ol TEE mT TETTETETT R ee r Se ee ee ee h 6UllCO MSI ee ee ssnadaanmunanan a Headcount re lt 10000 12500 to 15000 20000 to 22500 ee seneaonunnnniaanwe i M san aogwawea ana hoe me TETTETETT a mnaennvauasG uaane gt 35000 27500 to 30000 Annual Pay 341 PERSONNEL DIRECTOR USER S GUIDE abl 5 To add the titles shown above to the graph click the Graph Titles button Graph Tithe Headcount by Salary Cancel Left Axis Headcount Bottom Axis annual Pay Footer Text e Enter the Graph Title as Headcount by Salary e Enter the Left Axis label as Headcount e Enter the Bottom Axis label as Annual Pay Example 3 Number of Employees by Age and Division 342 This example is a more advanced one that produces a 3 axis graph It plots the number of employees within each age range by division Age is stored in days within Personnel Director so to make the graph easier to read you can divide the age by 365 days to show the age in years
361. ne of the following e On the File toolbar click the Screen Properties button e From the View menu select Screen Properties The Screen Properties dialog appears Screen Properties x Screen Name Absence Display Name Holiday and Absence screen loon Click to Change Icon gt mj Screen Notes Click to Edit Notes gt Add or change the following information Screen Description Type what you want to appear as the title of the screen Screen Icon Click the Select button and select the icon you want from those supplied with Personnel Director or one you created previously Then click Open Screen Notes To add or update help tailored for users of this screen click the Pick List button Adding screen notes adds the Question Mark icon to the screen which the user can click for additional help For more information about adding or updating screen notes see Adding or Updating Screen Notes on page 551 When you are finished click the Save button on the File toolbar to save changes to the screen USING THE SCREEN DESIGNER Adding or Updating Screen Notes a You can enter screen notes for a Personnel Director screen or a screen you created With screen notes you can tailor help to specifically address Personnel Director users needs in your organisation The contents of a screen note that you add or update display when the user clicks the Question Mark icon on the screen Screen notes can include special
362. nel Database where you want to delete the import definition into and click OK Click the Import Data button O From the File menu select Import Data Click the I Want Delete An Existing Import Definition option then select the definition you want to delete from the drop down list Click the Next button MAINTAINING PERSONNEL DIRECTOR DATABASES 19 ail Click Yes to confirm that you want to delete the definition 6 If you are finished click the Close Database button OT From the File menu select Close Database Refreshing Calculations S Whenever necessary you can refresh the calculations in a database to reflect changes to calculated fields You can recalculate pay records holiday allowances and calculated values on any or all of the employee record screens You can also schedule these refreshes for more information see Scheduling Recalculation Refreshes on page 455 Note Refreshing large databases requires time for example refreshing 10 000 pay records can take over 15 minutes to complete 1 Open the database where you want to perform the recalculate function e Click the Open Database button or From the File menu select Open Database e Select the Personnel Database where you want to recalculate the calculations and click OK 2 Click the Recalculate button or From the File menu select Recalculate Data 453 PERSONNEL DIRECTOR USER S GUIDE 454 The Recalculate sc
363. nfiguration tab folder Click the symbol to expand the Configuration list Click the symbol to expand the Drivers list Click the symbol to expand the Native list Select the driver named MSACCESS from the list A list of settings for the driver appear on the right hand side of the screen The third item in the list is an option named DLL32 Ensure that this 1s set to IDDA3532 DLL If it is not then click on the drop down list for this setting and select IDDA3532 DLL from the list If you cannot see IDDA3532 DLL on the list ensure you have followed the installation instructions above and that you computer was restarted after the installation 487 PERSONNEL DIRECTOR USER S GUIDE 488 LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER The Personnel Director Working Time Tracker link is an add on module for Personnel Director that is optionally installed after Personnel Director and Working Time Tracker have been installed Vizual Business Tools has developed the following software packages e Personnel Director Human Resources Software e Working Time Tracker Time and Attendance Software e Payroll Director Payroll Software Although each of these packages can be installed and operated independently the link described in this chapter enables them to work together and share employee and pay information as if they were a single software package Whenever employee or pay information is changed in
364. nformation is passed from Payroll Director to Personnel Director Any changes made to the Pay History within Personnel Director are ignored by the Paylink and are not sent to Payroll Director Personnel Director and Payroll Director differ in the way they store pay information for an employee Personnel Director is a Human Resources system and stores information about an employee s basic rate of pay It does not store detailed information about additions or deductions to that pay A Pay History record is used to store the employee s basic rate of pay If an employee s basic rate of pay or contractual hours changes a new Pay History record is created to store this information Payroll Director conversely stores detailed pay information including any additions or deductions an employee may receive The pay an employee receives can vary from pay period to pay period depending upon the additions or deductions An employee may for example receive an additional payment for working a number of overtime hours This information is recorded in Payroll Director but does not appear in the Pay History screen in Personnel Director If detailed period by period pay information is required for an employee you should use the Payroll Director system to retrieve this information The following process is used by the Paylink to retrieve an employee s basic pay from Payroll Director and import it into the Personnel Director Pay History screen 1 The
365. ng click this option MAINTAINING PERSONNEL DIRECTOR DATABASES 19 If you are importing records into the Master table this version of the Import Rules screen appears Data Import Wizard ai Import Rules e Please specity how vou would like to handle duplicate records f gnore Duplicates Ask on Duplicates then replace imported fields only f Ask on Duplicates then replace all fields Replace Duplicates imported fields only i Replace Duplicates all fields Cancel lt Back Ii Eimer Specify how you would like Personnel Director to handle duplicate records Duplicate records exist when you try to import a record which already exists in Personnel Director For example a duplicate record would occur if you tried to import two employee records with the same employee number as this must be unique for each employee in Personnel Director If you are importing employee details into a field that currently exists in Personnel Director such as Employee Number select one of the following options Click the rules option you want to use for the import Ignore Duplicates The import record is ignored and not imported into Personnel Director No warning is displayed Replace Duplicates all fields The existing record is replaced by the imported record All fields are replaced Replace Duplicates imported fields only The existing record is updated with the imported record fields Ask on Duplicates then
366. ng In 005 55 Setting Up Personnel Director 57 OVOViICW EE A eae ee E EE E E EE E ere eee sitoeses 57 Using the Personnel Director Setup Wizard 0 58 Setting Display Formats 0 0 0 0 ccc cee eee eens 58 Setting the Date Format Used by Windows 59 Setting the Currency Format Used by Windows 59 Entering Company Information 0 0 cece ees 60 Setin ANS OUICS srece o oo Sd ed eae Bk ak id E EA 62 Defining Company Pay Periods 0 0 eee ees 62 Entering Currency Exchange Rates 0 0 cee eee eens 63 Entering Statutory Holiday Settings 0 00 eee eee 65 Defining Company Absence Allowances with the Absence Allowance Wizard 0 00 eee eens 66 Editing Company Absence Allowances 0 00000 72 Deleting Company Absence Allowances 0000005 73 Defining Employee Work Periods 0 00 cee eee eee 73 Entering Company Vehicle Data 0 0 0 ccc cee 75 Accessing Company Vehicle Data 0 0 2 0 0c eee 75 Adding Company Vehicle Details 0 0 eee T1 Changing Company Vehicle Details 0005 78 Deleting Company Vehicle Details 0005 79 Setting UP PrelerenC oSer a EE eee bake ks 79 Setting Career Event Preferences rirse fe Puede ele uieus tinia 80 Setting Diary Reminder Preferences 000 ees
367. ng Time regulations Review Date The date on which the employee s status under Working Time Regulations will be reviewed Night Worker If the employee is required to work nights select this checkbox Health Assessment If the employee has had a health assessment related to working nights select this checkbox Health Assessment Date Select the date of the employee s health assessment from the drop down calendar Notes Notes about the employee s Working Time Regulations status For complete instructions on how to add new employees see Creating New Employee Records on page 149 Under the Regulations employees can agree to waive their rights under the legislation However to do so they must sign an opt out agreement indicating that their agreement to opt out and their awareness of the implications of doing so Personnel Director comes with a standard opt out agreement along with a covering letter explaining the purpose of the opt out agreement To print a Working Time Opt Out letter or agreement 1 Click the Letters button on the toolbar 253 PERSONNEL DIRECTOR USER S GUIDE 254 The Report List appears Report List Iof x File Edit Help ct alala elal x ul Employment Contents of Employment E All Folders IE Completion of Probation i Company Policies Standards E Employee Loan Agreement 0 Contracts Exit Interview Report ee Employment Notice of Impending Red
368. ng hours for each employee add the Standard Hours field using the Employee Extra Details screen 483 PERSONNEL DIRECTOR USER S GUIDE To configure Employee Extra Details screen 1 2 3 4 In Payroll Director close all open screens From the Company menu select Configure Extra Employee Information Set the caption for the first field Field 1 Name to Standard Hours Set the Field 1 Type to Numeric To set the working hours per week for an individual l In Payroll Director display the Employee Details screen for the employee you wish to modify Click the User Defined button at the bottom of the screen Enter the default working hours per week for the employee in the first field on the first tab of the Employee Extra Details screen Shared Fields between Personnel Director and Payroll Director 484 Employee Details The following information is shared between Personnel Director and Payroll Director and can be modified in either system Personnel Director Field Payroll Director Fields Employee Number Employee Code Title Title Marital Status Status Surname Surname First Name Forename 1 Middle Name Forename 2 Gender Gender Known As Known As Home Telephone Phone No Department Department Date of Birth Date of Birth Date Joined Date Started Date of Leaving Date Left LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR 20 Address Address Postcode Postcode Tax Code Tax Code NI Number NI Number C
369. ning generally refers to courses undertaken while employed by your company Displaying Training Summaries 242 1 Navigate to the record of the employee for whom you want to display training data 2 Do one of the following e On the Training and Education Shortcut bar click the Training History button e From the Screen menu select Open Screen Select Training History and then click OK 3 Click the Summary View tab if it is not already displayed The Training Summary screen displays all the training courses that the current employee has attended whilst being employed by your company The training cost and CPE CPD points are used to update the CPE CPD points and Training Budget values on the CPE CPD Record screen See Qualifications on page 244 WORKING WITH EMPLOYEE DATA 9 Adding Editing Training Details Use the Training History detail screen to add edit or delete training records for the current employee 1 Do one of the following E e To add a record click the New button on the Record toolbar or press Hen Ctrl N e To update a record on the Training History Summary View tab select the record you want to work with and click the Detail View tab or double click the record lt Training History 26 Mr K Panton afi Training History al eM Poniond pi Date f28200 J Duration i E Hours Expiry Date fea Location Training Room PAS Heath and Safety at Wok A Cotte 0 ial Subject Fire Safety am
370. nnect from the database At the end of the timeout period if there are still active connections then the database is not shut down Deny new transactions while waiting This option allows existing transactions to run to normal completion Once transaction processing is complete Server Manager shuts down the database Denying new transactions also denies new database connections At the end of the timeout period if there are still active transactions then the database is not shut down Force Shutdown With this option there are no restrictions on database transactions or connections As soon as there are no processes connections to the database Server Manager shuts down the database At the end of the timeout period if there are still active connections Server Manager rolls back any uncommitted transactions disconnect any users and shut down the database 2 Click OK MAINTAINING PERSONNEL DIRECTOR DATABASES 19 To restart a database Select Maintenance gt Database Restart The currently selected database is brought back online immediately Changing Personnel Director Servers At some point you may need to physically move Personnel Director data from one server to another To do this l Backup all databases on the source server This includes all Personnel Director databases as well as the global database On the destination server install InterBase Server software then restore the backups you made in step 1 to
371. not want and click OK Click the Install button to install the components When the files are copied the InterBase Client Setup Complete screen appears Click Finish The main InterBase window reappears Click Exit INSTALLING PERSONNEL DIRECTOR 2 Step 2 Check Communications with the Server 1 From the Start button select Programs gt InterBase gt Communication Diagnostics The Communications Diagnostic Tool screen appears 40 Communication Diagnostic Tool DB Connection NetBELI Winsock Location Inf f Local Engine Remote Server Server Network Protocol X TCP IP T Database Inf Database ka User Name Browee Password Results 2 Click the Remote Server option 19 PERSONNEL DIRECTOR USER S GUIDE 20 3 Provide the following information Server Type the name of the server where the Personnel Director databases are located Network Protocol Select the network protocol from the drop down list for example TCP IP Database Type the path of the Personnel Database with which communication is to be tested for example C PD GlobalData gdb The path you enter here is the path to the database as the server sees it not as the client workstation sees it as a shared drive User Name Type SYSDBA Password Type masterkey or the password currently assigned to SYSDBA The password is case sensitive it must be typed in small letters Click th
372. nsert a new merge field using Microsoft Word e Click the Insert Merge Field button on the toolbar and select the field to insert from the list If this button is not displayed see the Word online help Insert Merge Field To delete a merge field using Microsoft Word e Highlight the merge field and press the Del key 316 WORD PROCESSING AND MAIL MERGING 14 Creating Templates with the Personnel Director Word Processor Create new templates whenever they are required Follow the procedures in this section for the word processor you are using If you are using Microsoft Word see Using Microsoft Word To Create Templates on page 318 Note Only information fields from Employee Details and Current Pay is available for merging To create a new template using the integrated word processor 1 Make sure that the built in word processor is selected in Options gt Preferences gt Add Ons 2 Inthe Letters folder in the Personnel Director Report List navigate to the folder in which you want to create the new letter template 3 Click the New button or select New gt Letter from the File menu The word processor is started and a new blank document with the name you entered is created Document Untitled ATF File Edit View Insert Format Tools Help RSY BOBO MAB 317 PERSONNEL DIRECTOR USER S GUIDE 4 Type the text and any mail merge fields that you want in your template For help using the variou
373. nt size 10 Font gt Size Format menu Select the font colour E Font gt Colour 323 PERSONNEL DIRECTOR USER S GUIDE Select the highlight E colour Format menu Format selected text as B Font gt Font style bold Format menu Format selected text as z Font gt Font style italic Format menu Format selected text as u Font gt Font style underlined Format menu Left align selected text Paragraph Format menu Centre selected text Paragraph Format menu Justify selected text Paragraph Format menu Right align selected text Paragraph Format menu Format a bulleted list Bullet Style The Tables Bar Use the following buttons on the Personnel Director word processor Tables bar to add and alter tables Button Menu Access Description Shortcut Insert a table at the cursor Add a row below the current l row Select the current row Delete the selected row Select the current column E 324 WORD PROCESSING AND MAIL MERGING 14 Working with the Document To open an existing document 1 Select Open from the File menu 2 Select the path and filename 3 Click the Open button To create a new document e Select New from the File menu To save a document 1 Select Save from the File menu 2 Type aname for the letter 3 Click OK To print a document 1 Select Print from the File menu 2 Indicate the number of copies and o
374. nthe End field enter 65 to indicate that you want the graph to include age values ending with 65 343 PERSONNEL DIRECTOR USER S GUIDE 344 e In the Step field enter 4 to indicate that you want the graph to show the age ranges in increments of 4 years e From the second Versus drop down list select Employee Details Division to create the third axis for the graph e Check the Exclude Blank Values checkbox to exclude employees not within the pay range you specified 4 Click OK 5 When you first display this graph the stacking option is selected which makes the graph more difficult to read n 6 Click the Stacking button and select None i Graph Wizard OF x File Graph Help Sv ajm fs Ella lel fm BlS Qt s lt 16 16to 20 24 to 28 32 to 36 40 to 44 48 to 52 56 to 60 WORKING WITH GRAPHS 15 This graph looks particularly impressive in 3D Simply click the 3D lel Es button Heerle Hi Graph Wizard File Graph Help E Sly ale lin Eleal ial H 5 P E el ae a A aa i i a a a a P Soses ee es ere Sooo spso see otisesssdbosss I Se l a a a e a ES a a a a a a e i 40 to 44 48 to 52 56to 60 60 a2 to 36 24 to 26 0 16 16to 20 Working with Graphs To open close rename and preview graphs see Managing Report Letter and Graph Files on page 300 Saving Changes to a Graph To save changes you made to the graph click the Save button on the J tool
375. ny Ltd 14 February 200 Nok Header E DATEOFUSE REGISTRATION MILES Cd Detail Footer 4 Ready Left 0 Tap 0 width 0 Height 0 A 10 Click the Save Report button or select Save from the File menu 11 Preview the results by clicking the Screen Designer Preview tab Now return to Personnel Director to check the result with real data Remember to check that there are Vehicle Usage records before clicking the Print button Example 2 Creating a Screen Print Layout for a New Screen Using the techniques you learned when modifying a screen print you are now ready to create a screen print for the Uniforms Issued screen you created in Example 2 Creating a New Screen Basic on page 531 585 PERSONNEL DIRECTOR USER S GUIDE Open the Uniform screen Select Design Screen Print from the File menu The Screen Designer Uniforms Issued Screen Print screen appears Add labels and fields for Date Issued Renewal Date and Description e To add a label click the Label button then click in the Header to the place the new label In the Label box in the toolbar type the caption for the label e To add a field click the DBText button then click in the Detail section to place the new field Adjust the size of the fields as necessary Select Notes from the Field drop down on the toolbar Note You do not need to modify the Company Name Screen Name or Logo controls If you delete these cont
376. o click the Logo button Company Logo NESS TOOLS 61 PERSONNEL DIRECTOR USER S GUIDE To change the logo click the Load button Use the file list to browse and select the required logo The logo must be a bitmap image BMP Click the OK button to save the new logo or the Cancel button to exit without saving any changes Note To fit your company logo in Personnel Director reports the logo should be no larger than 6 x 2 cm 255 x 80 pixels If your logo is larger adjust the report header accordingly or the logo will not appear 5 Click the OK button to save this information or the Cancel button to cancel it Setting the Office If the company has been set up with several offices you must indicate which company details are to be used for mail merges and reports For more information about setting the company up with offices see Entering Company Information on page 60 l 2 From the View menu select Set My Office The Set My Office screen appears Set My Company Office Use this screen to specify which Company Office vou work within The Company Office determines which Company Details will be used when peforming mail merges and running reports Company Office Head Office Cancel Select the office from the Company Office drop down list and click OK Defining Company Pay Periods 62 You need to specify various pay periods per year These figures are used in the Pay Detai
377. o create a career event trigger Click the Add button Add Career Event When the following field changes et Create the following career ewent Cancel Select the field that you want to trigger a career event when the information in it changes Enter the text that you want to appear when the career event is triggered For example you might select the Job Title field on the Employee Details screen and enter the text Promotion Approved as the career event Click OK Setting Diary Reminder Preferences You can specify when Personnel Director should prompt you to create a Diary Reminder Diary Reminders provide on screen reminders of important events for example an employee s end of probation Select Diary Event Triggers from the Options menu The following screen is displayed screen Name Accident History Fields that wall tigger a Diary Reminder Field Name Diary Reminder Text Edit Delete 81 PERSONNEL DIRECTOR USER S GUIDE 82 Select the screen on which you want to create a diary reminder trigger from the Screen Name List Click the Add button Add Diary Reminder Trigger When the following field changes End of Probation O ate Create the following diary reminder Description End of Probation Date Arrange meeting with Employees Manager Remind Me 2 Day s Beforehand Remind all users Help Cancel Select the field that you want to trigge
378. o create the rule 1 Double click the desired field from the Field list 2 Double click the desired function from the Functions list 3 Type the value in the Validation Statement 4 Check the validity of the expression by clicking the Test Expression button 5 Click OK Following are some examples of validation rules used in current Personnel Director screens e To ensure that the end date of absence is greater than or equal to the start date EndDate gt StartDate e To ensure that the equipment VALUE is greater than 1 VALUE gt 1 568 USING THE SCREEN DESIGNER Entering Calculated Values Use the Build Expression screen to specify the formula for the calculation The result is updated when the user enters data in the fields used as the basis for the calculation and appears when the user displays the screen Expression Builder QUANTITY EQUIPMEN TYALUE Cancel Undo A aE a AAE Value nE Fields B Functions E Operators E Common Expressions DESCRIPTION LOANOQUTDATE QUANTITY RETURNED TOTAL To create the calculation double click the desired folders to display and select the Fields Functions Operations and Common Expressions you want 569 PERSONNEL DIRECTOR USER S GUIDE 570 Following are some examples of field calculations used in current Personnel Director screens To calculate the number of days between the date
379. o decimal places 403 PERSONNEL DIRECTOR USER S GUIDE The Cross Tab Wizard automatically generates the layout for the totals CrossT ab Wizard 1 Construct your crosstab by dragging fields from the field list into the shaded cells 2 Remove columns rows or values by dragging from the diagram back to the field list 3 Reorder columns rows or values by dragging within the diagram 4 Format crosstab by selecting a row column or value and then using the toolbar or popup menu 0 BL 2 Aral y fi0 BIUF224 2 Grand Total Fields Layout Days Lost e a or aaa Days at wad meer 000 1 000 1 000 a O O oo Cancel lt Back Next gt Finish 5 Click the Finish button 6 To view the table click the Preview button Pile Es ReportBuilder File Edt View Fepot Help Data Design Preview amp ome fox maf gt gt I Cance plEmployee_Details Average Days Lost Department Gender Accounts ae Total ie Administration Total Information Technology w Po M Holiday 14 10 Sickness 4 2 5 3 Training 4 5 10 14 Unauthorised 16 11 E nf of 7 of E Page 1 of 3 404 WORKING WITH REPORTS Example 5 Creating a Graphical Report You can use Report Builder to create graphs using its charting component You must use a summary query to generate graphs see the examples in Summary Queries on page 371 In this example we want a graph of avera
380. o start Personnel Director Report List e Click the Reports button on the Tools toolbar or select Reports from the Tools menu Reports To close the Report List e From the Report List File menu select Close 297 PERSONNEL DIRECTOR USER S GUIDE About the Personnel Director Report List Window Personnel Director comes with numerous pre defined reports letters and graphs which you can use or customise You can also create your own Report List iof x Personnel Director ESSSRREEE Report List toolbar fai d elj x o g Graphs Contents of Graphs Ea All Folders Graphs Folder aC Letters Files organisation t _ _ __ m0 Repot SIE E O here Like Windows Explorer the Report List can organise your files in folders and subfolders Double clicking a folder or subfolder in the left pane displays any of its associated subfolders or files in the right pane For example double clicking the All Folders folder displays the Graphs Letters and Reports subfolders 298 WORKING WITH PERSONNEL DIRECTOR REPORT LIST The Personnel Director Report List Toolbar Use the buttons on the Report List toolbar to manage your Personnel Director report letter and graph folders and files Create a new folder Create a new report Create a new letter Create a new graph Open the selected file Delete the selected folder or file Preview the selected report or graph file
381. o the Clipboard ia To place the graph in a report or online presentation you can copy the graph to the clipboard and then paste it into your presentation l 2 To copy the graph to the clipboard click the Copy button on the toolbar To insert it in your presentation open the presentation click the position where it is to appear and select Paste from the Edit menu If this instruction does not work check the documentation for your application 355 PERSONNEL DIRECTOR USER S GUIDE 356 CREATING QUERIES There may be times when you want to extract information from Personnel Director that is not easily located by using the find search or filter tools or that is not contained in any of the predefined reports or queries For example you might want to view or print a list of staff names and their dates of birth or view or report on the officers that updated the accident book To do this you can create a query to extract data directly from Personnel Director tables e For display and selection purposes You can also export data to File HTML or Microsoft Excel formats This cannot be done from a report e For report generation The easiest way to query Personnel Director databases is to use the Query Wizard More advanced users can use the Query Designer to create and modify queries without the step by step assistance of the Query Wizard For more information see Editing a Query With the Query Designer on
382. o use Screen Designer see Examples on page 527 For more information about adding or changing screens see Working with Screens on page 546 For more information about adding or changing fields see Working with Fields on page 556 523 PERSONNEL DIRECTOR USER S GUIDE The File Toolbar Click the buttons on the File toolbar to manage screens you are creating or updating Create a new screen Open an existing screen Save changes to the current screen Close the current screen Close all screens currently open in the Screen Designer ererpe e amp Display or change control properties of the selected object on the current screen Display or change the properties of the current screen Display add change or remove fields associated with the current screen a The Edit Toolbar Use the buttons on the Edit toolbar to change controls displayed on the current screen M Cut the selected object and copy it to the clipboard Copy the selected object to the clipboard 524 USING THE SCREEN DESIGNER al Paste the object in the clipboard Delete the selected object a Display or change the order of the tab key order in the selected imig screen The Control Palette Toolbar Click the following buttons on the Control Palette toolbar then click on the screen where they are to be placed You can add Date text and numeric data entry fields
383. ods e Enter holiday and absence records e Perform end of year maintenance Entering Holiday and Absence Records Use the Holiday and Absence screens to track employee attendance history for authorised absence unauthorised absence sickness and holiday Absences and holidays can be recorded in either hours or days as determined when you set up your company absence allowances For more information see Defining Company Absence Allowances with the Absence Allowance Wizard on page 66 Once a holiday or absence has been entered into Personnel Director you can use the Absence Calendar and Absence Schedule charts to detect conflicting absence when more than one key employee is absent at the same time and patterns of absence 169 PERSONNEL DIRECTOR USER S GUIDE You can also use these screens to track an employee s annual holiday The amount of used and unused leave is shown on the Summary screen This is based on the employee s annual holiday allowances Displaying Holiday and Absence Summary 170 ly Do one of the following e On the Absence and Payroll Shortcut bar click the Holiday and Absence button e From the Screen menu select Open Screen Select Holiday and Absence from the Screen list and then click OK On the Summary View tab the top of the screen displays holiday and absence records for the current employee Use the Employee Navigation or Q Find buttons to locate another employee whose holiday
384. olbar The Edit Titles screen appears Graph Title Headcount by Salary 4 Cancel Footer Text KE E Left Axis Headcount Bottom Asis annual Pay 2 Doone or more of the following e To add or change a title click in the location Top Left Right or Bottom and type the title you want e To remove a title click in the location Top Left Right or Bottom and delete the title 3 Click OK 4 To add markers to bars areas or points on a graph al e Click the Markers button The markers show the numbers represented by the graph element Changing Chart Properties To fine tune the graph display use the additional controls available from the Edit Chart button on the toolbar Note You can use the same techniques to change the graph properties of a graph you have added in a report 350 WORKING WITH GRAPHS 15 Changing Graph Type Series Properties You can add custom graph types called series create series titles and edit delete and duplicate a series a 1 Click the Edit Chart button on the toolbar The Editing Chart screen appears Editing Chart AES Seres General Axis Titles Legend Fanel Paging walls 3D al Ee Add Delete lull M Horth Wrest ull M South East ial M North E ast li F E as Title lull M W North Clone lal south Change 2 To change Series attributes on the Series tab To add a chart type click
385. olours to black and remove patterns when printing Click the Column checkbox to print column headings Clear the checkbox to remove column headings when printing Click the Row checkbox to print row headings Clear the checkbox to remove column headings when printing Page Order Indicate how the spreadsheet workbook is to be printed To print pages in the spreadsheet workbook from top to bottom before printing left to right select the Top to Bottom option To print pages in the spreadsheet workbook from left to right before printing top to bottom select the Left to Right option Scale Indicate how the spreadsheet workbook is to be scaled Click the Fit To Pages checkbox to compress the spreadsheet workbook onto the number of pages that you specify Type the number of pages high and wide you want to be printed Specify the percentage to scale the spreadsheet To create a graph 1 Select the rows s or column s to be used in the graph 2 Click the Graph button or select Graph from the Tools menu 3 Create an area in which to display the graph by dragging the mouse 136 WORKING WITH DATABASES 6 To delete the graph e Select the graph object and click the Delete button or press Del To set non scrolling fixed rows or columns 1 Select the rows s or column s to be set The worksheet splits into panes ones that are scrollable and ones that are not frozen or fixed 2 To set the area e To freez
386. olumn insert the cursor in the column and click the Select Column button Setting Tabs e Click the ruler at the location where you want to set the tab To remove the tab click the Tab icon 331 PERSONNEL DIRECTOR USER S GUIDE 332 I5 WORKING WITH GRAPHS Overview Personnel Director comes with its own integrated graphing module so you can create professional looking charts and quickly tailor graphs for impressive personnel presentations and reports You can even add 3 D effects for those graphs that need special impact Displaying a Graph 1 To display existing graphs do one of the following i e On the Tools toolbar click the Reports button Reports e Select Reports from the Tools menu The Personnel Director Report List appears For instructions on how to use Report List see chapter 13 Working with Personnel Director Report List on page 297 2 Open the folder that contains the graph and select the graph you want to see 3 Double click the graph or click the Preview button on the Report List toolbar as or Select Preview from the Personnel Director Report List File menu or Open from the shortcut menu The Personnel Director Graph Wizard appears Note To return to the Report List click the window close button in the Graph Wizard window 333 PERSONNEL DIRECTOR USER S GUIDE About the Graph Wizard Window Top chart title Left chart title Y axis 334 When you create or ope
387. om the Employees menu select Employee Work Periods cf Employee VVork Periods Work Period ID Employee Selection f Individual Employee f Group of Employees i Employees within a Filter Employee 2 Select the period you want to assign from the Work Period drop down list If the work period is not in the list you can define it For instructions see Defining Employee Work Periods on page 73 3 Identify the employees to be assigned this work period Do one of the following e To assign an individual employee select the Individual Employee option then click the Employee pick list button Select the employee to be assigned the work period and click OK e To assign a group of employees select the Group Of Employees option and select the name of the group from the Group drop down list e To assign a group of employees using a filter you previously defined select the Employees Within A Filter option and select the name of the filter from the drop down list 4 When you are finished click OK 179 PERSONNEL DIRECTOR USER S GUIDE Assigning Absence Allowances to Multiple Employees 180 Although you can assign absence allowances to individual employees there will be times when you want to simultaneously assign allowances to groups of employees or to all employees Use this feature if for example a large number of employees share the same allowance for holiday or train
388. ompany e Select the required database from the list and click the Unlink button Defining Basic Rates of Pay In order to import pay rates from Payroll Director into the Personnel Director Pay History screen you must specify which rates of pay determine an employee s basic rate of pay For example rates named Basic and Overtime may be specified within Payroll Director The rate named Basic represents the basic rate of pay employees would normally receive and Overtime is the rate used to pay employees for a number of overtime hours worked In this example we want to import the pay rate named Basic and ignore the pay rate named Overtime 479 PERSONNEL DIRECTOR USER S GUIDE To define basic rates of pay 1 Click the Basic Rates tab Payroll Link Settings 2 a8 x General Databases Basic Rates Export Filter Synchronization Basic Rates Use this screen to define for each Payroll Director database the rates which represent an employee s basic rate These rates will be used when importing from Payroll Director into the Pay History screen Payroll Director Database Basic Rates for this Company Basic Add Doctor Remove Cancel 2 Select a Payroll Director company database from the drop down list A list of all linked Payroll Director company databases is displayed You must specify pay rates for each company database that you want to link to 3 Click the Add button next to the list of rate
389. on _or e Select Quick Find from the Employees menu or press Ctrl Q The Find An Employee dialog is displayed Find an Employee Search Criteria Sumame First Hame Employee Number 2 Enter one or more of the following fields Surname Enter the employee s last name 158 WORKING WITH EMPLOYEE RECORDS First Name Enter the employee s first name Employee Number Enter the employee s Employee Number 3 Click the OK button to begin the search Personnel Director displays the employee who most closely matches your search 4 Select the employee whose Employee Details you wish to see and click Select Employee Data Entered on the Employee Details Screen This section describes the data in the fields on the Employee Details screen The Detail View tab shows the employee number name and address data on the left side of the main screen and the Contract Pay Details Personal Dates and Working Time tabs on the right side Employee Details U hil bal Donaghy y Eneee Hunza m Contract Fay Details Personal Dates Working Time Surname Donaghy Division Second Office m First Hame Michael Department Information Technology a Middle Name P Job Title IT Manar el Known As Mike Location Bristol Office Title Mr Reports To Pal Address BS Hilside View Full Fart Time FulTime Nailsea Contract Type Pemanent el Bristol Contract End Date fi H 0 Notice Period 3Months o Status Act
390. on had been shipped to customers in over 26 countries worldwide Other products in the Vizual range include Employee Self Service Module the add on for Personnel Director that gives users access to employee data from a web based interface Payroll Director easy to use customisable enterprise level payroll software CaptureIT Working Tiime Tracker the PC and hardware based time recording system Recruitment Director A professional flexible fully customisable enterprise level recruitment management system Training Administrator the essential tool for effective training administration management HRCHARTER a simple to use graphical tool for charting management structures lines of reporting and hierarchy Available to link with both Personnel Manager and Personnel Director KWIKID the complete out of the box ID card solution PERSONNEL DIRECTOR USER S GUIDE Fleet Manager the fleet management software solution Personnel Manager the 32 bit HR system for single or multiple users Screen Designer an add on tool for customising screens within Personnel Manager to the user s exact requirements This add on is included in Personnel Director for customising Personnel Director screens Asset Tracker the tool for managing corporate assets Accident Tracker an electronic accident book Risk Assessor the ideal solution for assessing risk in the workplace COSHH Manager
391. one of the following e To add a record click the New button on the Record toolbar or press E P Hen Ctrl N e To update a record on the Appraisal History Summary View tab select the record you want to work with and click the Detail View tab or double click the record 199 PERSONNEL DIRECTOR USER S GUIDE Appraisal History 99 Mr H Corsar Q Appraisal History oo FL Latsai tp Appraisal Date 1 3 2000 Hest Appraisal Date Appraisor i ames Brown m Assessment Kep Objectives Agreed Training Agreed Comments riteria Summary View Detail view Attached Documents The screen has two sections The top half of the screen displays the details of the appraisal Date Appraisor Next Appraisal Date The lower half of the screen contains tabs where you enter Assessment criteria Key Objectives Agreed Training Agreed and Comments for the current appraisal Data Entered on This Screen 200 l Enter the data on the top of the screen as follows Date of Appraisal The date on which the appraisal took place The format of dates depends upon your Windows settings see Setting the Date Format Used by Windows on page 59 Appraisor The name of the individual who conducted the appraisal A Pick List is provided for this field so that you can maintain a standard list of appraisers Date of Next Appraisal The date on which the next appraisal should be conducted This is automatically
392. one of the following buttons on the Graph Wizard toolbar to set up graphs save and filter graph information view graph data and create graph titles Save the graph Define the graph contents and set up graph properties Filter the graph data Add or change the text in graph titles ais amp fe Display source data for the graph Click one of the following buttons on the Graph Wizard toolbar to define the graph contents and change the type of graph displayed Display a vertical bar chart Display a horizontal bar chart Display a line graph Display an area chart Display a point scatter chart BEER mE Display a pie chart 335 PERSONNEL DIRECTOR USER S GUIDE 336 Click one of the following the buttons on the Graph Wizard toolbar to add graph elements and enhance the graph display Apply a 3D effect Mark the graph bars or points with numeric labels Change the stacking of 3 axis graphs The graph must be 3 axis Rotate a graph The graph must be 3D Move a graph in the graph window Zoom a graph in the graph window Change the depth of the graph The graph must be 3 D Edit graph properties Roa H mpeg Click one of the following the buttons on the Graph Wizard toolbar to manage the graph file Print the graph Copy the graph to the clipboard for copying into another application WORKING WITH GRAPHS 15
393. one system the link ensures that the other systems are updated keeping them in synchronisation This synchronisation happens automatically during normal operation of Personnel Director and no user action 1s required Important Note To integrate with Payroll Director you also need to install and configure the Payroll Director link See chapter 20 Linking Personnel Director to Payroll Director on page 469 489 PERSONNEL DIRECTOR USER S GUIDE Installing the Working Time Tracker Link Important Note 1 Please ensure that the following are installed and functioning before installing the link e Personnel Director e Working Time Tracker Administrator e Pervasive Database client You must be able to log into Personnel Director with no errors You must also be able to log into Working Time Tracker and open the databases you want to share with Personnel Director Important Note 2 The link must be installed on each workstation running Personnel Director Otherwise any changes made to Personnel Director data on a workstation where the link is not installed will not be synchronised with data in Working Time Tracker and Payroll Director To install the link 1 Insert the Personnel Director CD ROM into the CD ROM drive 2 If the Personnel Director install program starts automatically click the Cancel button 3 Click the Start button on the Windows taskbar and select Run 4 Type x wttlinksetup exe where X is the dr
394. onnel Director databases that users can see when they select Open Database from the File menu You can also test the connection for a specific database in the list l Click the Maintain Database List button O From the File menu select Maintain Database List The Maintain Database List screen appears Ea Manage Database List Use this screen to manage the list of databases available to Personnel Director users Database Name Archive Archive Database Default Personnel Database Name Jachive si Description Archive Database Location fcSpdiArchive GDE i This database is the Archive database Replace Add Delete Test Connection 2 From this screen you can add rename or remove databases in the list You can also test the connection to a database When you are finished click OK to exit To add a database to the list l Provide the following information Name Type the name of the database that you previously created For instructions on how to create a database see Creating a New Personnel Director Database on page 442 Description Type a description of the database MAINTAINING PERSONNEL DIRECTOR DATABASES 19 Location Type the server and folder location of the Personnel Director database on the server according to the syntax for the network protocol being used For example if TCP IP is being used use the syntax server name drive path filename ext so that it looks simila
395. onsidered a record and sorted together If data is sorted by columns each column in the specified range is considered a record When defining sort keys specify the number of the row or column in the selected range that is to serve as a key Select the key and specify the following Key Reference Type the column row identification Ascending Click this if you want the lowest number or first letter or first date to appear first Descending Click this if you want the highest number or last letter or last date to appear first 4 Click OK To create an autofill list 1 From the Data menu select Autofill List 2 Type the new autofill list separating each item with a semi colon You can also edit default lists using the Current List text box 3 Click the Add button To delete an autofill list 1 From the Data menu select Autofill List 2 Select the list and click the Delete button To automatically fill cells 1 Select the cells to be filled 2 Type the first item 3 Do one of the following To enter cell by cell press Tab e To enter the entire row column press Enter To recalculate the values in the spreadsheet e From the Tools menu select Recalc or press F9 145 PERSONNEL DIRECTOR USER S GUIDE 146 To set recalculation options 1 2 3 From the Tools menu select Options gt Calculations Provide the following information Automatic Recalc Click this checkbox to immed
396. ontribution Letter NI Rate Bank Details The following bank information is shared between Personnel Director and Payroll Director and can be modified in either system Personnel Director Field Payroll Director Fields Name Bank Building Soc Name Sort Code Sort Code Account Number Account No Branch Name Bank Branch Pay Details Pay details are passed from Payroll Director to Personnel Director Pay History only The employees basic rate of pay is taken either from the salary information entered on the Salary tab in Payroll Director or if no salary is specified the Hourly Rates defined for the employee on the Rates tab The pay period is read from the Pay Period field on the Period tab in Payroll Director 485 PERSONNEL DIRECTOR USER S GUIDE 486 If an hourly rate is read from Payroll Director then the Pay Basis field within Personnel Director is set to Per Hour If a salary value is read form Payroll Director then the Pay and Pay Basis fields within Personnel Director PD are set as follows Payroll Director PD Pay Pay Period Period PD Pay Basis PD Pay Weekly Weekly Per Week Payroll Director Period Pay 2 Weekly 2 Weekly Per Week Payroll Director Period Pay 2 4 Weekly 4 Weekly Per Week Payroll Director Period Pay 4 Monthly Monthly Per Month Payroll Director Period Pay Quarterly Monthly Per Month Payroll Director Period Pay 3 Notes 1 SSPQUALIFYINGPATTERN defaults to 1 week Monday to Friday are set
397. operties screen displays the current properties of the field Click the Display Format tab Select the type of date you require from the Format drop down list When you have done this click on the OK button 536 USING THE SCREEN DESIGNER e Repeat step 4 for the Returned field Field Properties E Field Display Format Value Validation Pick List web Display Format Format 6 Change the Description field so that users can choose from a Pick List instead of using the default field box To do this you must first delete the Description default field box You decide to replace the box with a Variable Pick List one where the user can add an item 1f it is not in the list instead of a Fixed one one where the user can only select items from the list E Description Description z E E E Value Value e To delete the Description box select the Description box and press Del TE e From the Control Palette toolbar select the Variable Pick List and drag it to the location where you just deleted the description box e Select the Pick List field and select Control Properties from the Edit or shortcut menu The Control Properties screen appears 537 PERSONNEL DIRECTOR USER S GUIDE e Select the Description field from the Field drop down list Control Properties x Caption Field DESCRIPTION LOANOUTOATE RETURNED LOANVALUE O O O o O Position Fise nE URNEL DESCRIPTION Left 2
398. or For example if the Holiday and Absence screen is displayed and you select a different employee from the Employee Navigator the information in the Holiday and Absence screen is replaced by that of the selected employee Open the Employee In A New Window Select this option to open a new window with the selected employee s information displayed in it Display Navigator On Top Of All Other Windows Click this checkbox if you want the Employee Navigator to appear on top of all employee records that you open 3 Click OK To select a custom made group l Click the Group button A list of groups is displayed Select Group Please select the group of employees that you would like to filter the current screen for Eng MEINA accncscstcenceneeeanncicetienaenced DE Sales Staff ok Cancel Select the group that you want to work with and click the OK button WORKING WITH EMPLOYEE RECORDS ve You can also create your own group For further instructions see chapter 12 Working with Groups and Filters on page 285 The status bar at the bottom of the Employee Navigator displays the name of the current group fis Group Engineering Z Double click the folder of the group that the employee is a member of 4 Double click the name of the employee you want to work with The Employee Details screen appears for that employee 5 When you are finished with the employee s record return to the Employ
399. ormat of the date depends on your Windows settings see Setting the Date Format Used by Windows on page 59 Tip Changes to the Contract End Date can create automatic diary reminders See Setting Diary Reminder Preferences on page 81 Notice Period Select the period that an employee must be given before terminating their employment Use the Pick List button to select or create a new notice period Status Select the employment status Typical classifications include Active Left and Suspended Use the Pick List button to select or create a new employment status Tip Changes to the employee s status can be used to trigger career events See Setting Career Event Preferences on page 80 Grade Select the employee s salary grade Use the Pick List button to select or create a new grade Assistant If an employee is an assistant to another employee select True An assistant is an employee who reports directly to another employee and does not have any subordinates under them WORKING WITH EMPLOYEE RECORDS Pay Details Tab This tab provides a summary of the employee s current pay payroll and tax details Pay Per Annum 22 500 00 GBP Contracted Hours 5 Per Week Pay Period Monthy Pay Per Period 1875 00 Allow Overtime No Cost Code SFWRE1 Pay Group Mo Monthy NI Humber NI B4 67 37 334 Contribution Letter a Tax Code 456L It has two distinct areas e The fields in yellow are calcu
400. orts will be sent Help Cancel OF 505 PERSONNEL DIRECTOR USER S GUIDE 506 2 Enter the following information to configure the Report Scheduler Server Enter the server and database location of the VBTGlobaldata database used by Personnel Director For Interbase this is the full path to the database including the drive directory and filename For example if the databases are located in c databases and the server name is Testsrv1 enter Testsrv1 c databases vbtglobaldata gdb Username The user name for the Personnel Director administrator The default is SYSDBA This cannot be changed Password Enter the password for the user SYSDBA The default password is masterkey Confirm Password Enter the same password again to confirm Admin Email Address Enter the email address of the Administrator Errors in sending the reports through mail due to invalid email addresses are sent to this address Set the Email Protocol and Service Time Interval options Email Protocol Select the email protocol your mail server supports If you select the MAPI option a MAPI compliant email client should be installed in the system where the Service is running If you select the SMTP option specify the email server name and username and password if required for the SMTP mail server Please contact your System Administrator for more information about configuring the email protocol Click the Test Email button to send a te
401. osition Left Enter the measurement in pixels from the left edge of the screen to left edge of the control Top Enter the measurement in pixels from the top of the screen to the top edge of the control Width Enter the measurement in pixels from the left edge of the control to its right edge Height Enter the measurement in pixels from the bottom of the control to the top of the control Style Shape Select the shape for a Bevel control Choose one of the following shapes box frame top line bottom line left line right line or a spacer Style Select the 3 D style for a Bevel control Choose either Lowered sunken lines or Raised elevated lines Align Select the alignment of the control to the edges of the Client area Choose from None Top Bottom Left Right or Client USING THE SCREEN DESIGNER Text Align Select the start position for text entry Choose from Left Right or Centre Auto Apply Click this checkbox if you want to apply the changes to this control s properties when you close this screen 4 When you are finished click OK Changing Control Properties 1 Select the control for the field and do one of the following e Double click the control or e Press F11 The Control Properties dialog appears 2 Change the properties for the control When you are finished click OK Cutting Copying and Pasting a Control You can use the Cut Copy and Paste functions of Screen De
402. ou cannot change the employee number when the payroll link is enabled If you modify an employee record or synchronise employee information and the employee number is not valid a warning message appears and the data is not transferred NI Number Tax Code and Contribution Letter The NI Number Tax Code and Contribution Letter fields on the Employee Details screen in Personnel Director are validated to prevent invalid information being entered and passed to the payroll where it may affect the pay an employee receives The validation is only enabled when the payroll link is enabled disabling or nonstaining the link switches off the validation Deleting Employees and Changing Employee Numbers Deleting an employee from Personnel Director will prompt you to set the date of leaving on the matching employee record in Payroll Director Personnel Director cannot delete employee records from Payroll Director this must be done manually by the payroll operator When using Payroll Director Paylink records in Personnel Director and Payroll Director are linked by matching Staff Numbers in Personnel Director to Employee Codes in Payroll Director You cannot change Staff Numbers in 475 PERSONNEL DIRECTOR USER S GUIDE Personnel Director this avoids breaking the connections You can however change Employee Codes in Payroll Director but it is advisable to avoid doing this for reasons stated above If you do change Employee Codes reco
403. ou selected a date field you can choose Long Medium Short or Windows default date formats Setting Field Value Properties If this field is to display a calculated value or 1f it is to contain an initial default value click the Value tab Field Properties x Field Display Format Value Validation Pick List web Calculated Value Initial Yalue Set the initial value of this field to 560 USING THE SCREEN DESIGNER Provide the following information Calculated Field Click this checkbox if this is a calculated field To specify the calculation click the Edit button The Expression Builder screen appears Expression Builder QUANTITY EQUIPMENTYALUE OF Undo 25 YAS a i ae sE Fields Value gt DESCRIPTION LOANOUT DATE QUANTITY RETURNED TOTAL iE Functions amp Operators Specify the calculation and click OK For more information about defining calculations see Entering Calculated Values on page 569 te fy Common Expressions Initial Value Click this checkbox if this field is to display an initial value Then click the Edit button The Initial Value screen appears Initial Yalue RAEI Please enter an initial value for this field Several standard default values are available from the drop down list Cancel Help Either type the value or select it from the drop down list then click OK 561 PERSON
404. our Investment Contacting Technical Support 0 0 0 cee es Appendix A Understanding Pay Period Calculations 0 0 00 000 e Annual Pay Calculations o 0 2 5 b 0 6 6 saben were ates at ek a Pay Per Period Calculations lt 4 04 4 4ie00ke deed eee erent eae eens Hourly Rate Calculauons lt a0v acsveevas ixsetnh dea aot codes Appendix B Using Operators and Functions 00 ccc eee eee ee eens Operator Procedente 24244 t5 2 eae tee Sek een een ee oases Arithmeuc DET ALOT S erectae sist rand es dB Sek wR ae Re eek Relational Operators i235 ea tsusi nu runaa 2 ined Gevs cea ds LOSCA KOPETA J eaaa he E e nila cis a neem cider is ica String Operators Boolean Operaio nea ochavk Eo a derd Ghee we Gade ewes Assignment Operators 4 425 ck bese h Chie Chae beset esseere Statistical PUNCHONS 6tea s as wsieals econ Pema dos ee else ees String Functions Index 595 595 595 596 597 597 597 598 600 601 601 601 602 603 603 604 604 604 605 606 609 Welcome INTRODUCING PERSONNEL DIRECTOR Welcome to Personnel Director the latest 32 bit client server HR system from Vizual Business Tools plc part of OneClickHR plc The programming team here at Vizual Business Tools plc has worked hard to create a product that can help you to collect collate and report on employee data quickly and easily Our aim has been to develop a system that is easy to use
405. owse button to select the desired folder 5 Click the Install button to install the components 11 PERSONNEL DIRECTOR USER S GUIDE When the files are copied the InterBase Server Setup Complete screen appears InterBase Server setup complete The InterBase Server and Client are now installed on your computer The README file contains important information on this release Would you like to view the README file now 6 Click Finish The main InterBase window reappears InterBase Setup Launcher InterBase a Install InterBase 5 6 Client and Server Install InterBase 5 6 Client Only Install InterClient 1 5 Install Adobe Acrobat Reader 3 0 Exit 7 Click Exit 12 INSTALLING PERSONNEL DIRECTOR 2 Step 2 Installing Additional Database Licences and Restarting InterBase Services Locate the licence card in the box with the Personnel Director software On it you will find the appropriate licence keys for the version of Personnel Director that you purchased 5 10 or 20 simultaneous users Additional licences can be purchased from Vizual Business Tools 1 From the Start button select Programs gt InterBase gt Licence Manager The InterBase License Registration screen appears Ld InterBase License Registration Ei EI License Options Description InterBase Server activation license and simultaneous user license for five 5 users Cancel 2 Add or remo
406. oxes and empty areas spaces Click to create a numeric field control This is a control associated with a field where the user has the option of using a calculator to enter a figure Click to create a tab control Ee A The Alignment Toolbar Click to create a checkbox control This is a control where the user either marks or clears the checkbox It is typically associated with a field used for logical yes no or on off data Click to create a frame for a image to be stored and displayed Images must be bitmap images BMP Use the buttons on the Alignment toolbar to line up two or more controls on the current screen Additional buttons are used for changing the size of a selected control and for turning grid snap on or off Co Align selected objects to the top of the highest object Align selected objects to the right of the right most object 526 Align selected objects to the left of the left most object USING THE SCREEN DESIGNER Align selected objects to the bottom of the lowest object Display or change the size of the selected object Enable or disable the snap grid used for aligning objects Examples This section presents three examples for you to follow e Making changes to a Personnel Director screen e Creating a new screen basic e Creating a new screen advanced Example 1 Making Changes to a Personnel Director Screen While recording emp
407. p 7 and 8 substituting a name and description of your own choosing for example Default and Personnel Database Upgrading Databases from Previous Personnel Director Versions 28 You only need to perform this procedure once l 2 From the Start menu select Run From the folder C Program Files Persdir and select the file PDUpgrade exe Double click the file Provide the following login information User Name You cannot update this field the User Name must be SYSDBA Password Type masterkey or the password your administrator assigned to you Server Select the server running the Personnel Director database that you want to maintain The path to the Personnel Director files is displayed below Note Click the button to the right of the drop down list button to maintain the list of servers Click the OK button to continue run the application At the end of the upgrade process click OK INSTALLING PERSONNEL DIRECTOR ie Changing the SYSDBA Password for Personnel Director Workstations If you changed default password for Interbase user SYSDBA please do the following Note You need to perform this for each and every Personnel Director workstation 1 From the Start menu select Run 2 Click the Browse button to locate the folder where you installed Personnel Director The default directory is C Program Files PersDir 3 Double click the file ChangePassword exe This filename appears on the Run scree
408. p your database before performing an employee pay increase Click OK 435 PERSONNEL DIRECTOR USER S GUIDE 8 Do the following e Ifthe results are satisfactory click the Update button to effect the increase Click Yes to confirm that you want to perform the pay update e Click the Print button to print a report of the increase Print Preview 4 mag fox afi gt gt Close VIZUAL Pay Increase Report BUSINESS rTroo s Pay effective from 9 24 1999 Rounding Turned off Type of increase Fixed Round to nearest N A Increase amount 5 Pounds Sterling Employee Name Current Pay Increase By Revised Pay 020 Mr G Davidson 12 5 Page 1of1 YW e Ifthe results are not what you anticipated click the Close button and change the options then click the OK button again 436 MAINTAINING PERSONNEL DIRECTOR DATABASES Use the Personnel Director Database Maintenance Module to create and maintain a list of available databases for Personnel Director users Also use the Database Maintenance Module to import data from other sources refresh calculations in a database and to purge data from a Personnel Director database Following is a quick reference to the syntax for accessing files on the network based on the network protocol Network Protocol Syntax Example TCP IP server drive path filename filetype Example SERVERA C PERDIR VBTGlobalData gdb NetBEUI server drive path filename filety
409. pany details This is essential Specify the company logo This is optional Enter details about your company s pay periods This is essential Enter details about currency exchange rates This is optional a oe ie aes es Sie Enter statutory holidays This is essential 57 PERSONNEL DIRECTOR USER S GUIDE 7 Create all the holiday and absence allowances your company uses with the Absence Allowances Wizard Enter your absence calculation preferences as described in step 10 This is essential Enter details of any company vehicles This is optional 9 If the calculation of absence days lost and hours lost is to be based on employee work periods rather than company pay periods enter employee master work periods 10 Specify various preferences about how you want to work with Personnel Director including the following e general preferences screen and window display e the word processing spreadsheet and diary applications to use e whether or not to include weekends and company holidays in absence calculations whether or not to base the calculation of absence days lost and hours lost on company pay periods or on employee work periods You can also set the limit on the number of employees to display on the Absence Schedule chart Using the Personnel Director Setup Wizard A Wizard is provided to take you through the stages of setting up Personnel Director including configuring your mail server host name This Wizar
410. pdating a query used for display purposes click the Query di Query button on the Tools toolbar select the query you want to update and click the Edit button a e If you are updating a query to be used in a report click the Report Reports button on the Tools toolbar select the report you want to update and select Open from the File menu Then click the Data tab The query definition is displayed Employee and Department Sieyra 4 amp B EE Cepartment String 50 CE Employee Number String 20 EE Post Mame String 60 You can change any of the elements of the query For example to edit the Example 2 query to change the pay amount you would click the Search button and change the Pay History Pay selection criteria For more information see Changing Selection Criteria on page 384 377 PERSONNEL DIRECTOR USER S GUIDE Use the following buttons to edit your query To Click For more information Add change or remove tables Changing Tables on page 379 p Add or remove fields ral Changing Selected Fields on page 381 Add change or remove calculations Changing Calculations on page 382 Add or remove groupings Changing Groupings on page 383 Add change or remove selection Changing Selection Criteria on criteria 4 page 384 Add change or remove sort order AJ Changing Sort Order on a page 385 Change SQL statements cy Changing SQL Statements o
411. pe Example SERVERA C PERDIR VBTGlobalData gdb IPX SPX directoryshare volume path filename filetype Example PERDIR SERVERA VBTGlobalData gdb UNIX server drive path filename filetype Example SERVERA C PERDIR VBTGlobalData gdb 437 PERSONNEL DIRECTOR USER S GUIDE Starting the Database Maintenance Module 438 il Before you start the Database Maintenance Wizard ensure that no other Personnel Director programs are running the Personnel Director Diary or the Diary Monitor Security Manager or Screen Designer l From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Database Maintenance The Database Maintenance Login screen appears Login to Database Maintenance A Enter your login details for Personnel Director UserName USERNAME Password Eoo Server Vizual Sever E Hep c PD 0K B DATAWE T GlobalD ata gdb Provide your user name password and the server where the Personnel Director database you want to use is located For further instructions see Starting Personnel Director and Logging In on page 32 For further instructions see Starting Personnel Director and Logging In on page 32 Note Click the button to the right of the drop down list button to maintain the list of servers Click OK The Database Maintenance screen appears To exit the Database Maintenance Module Click the Close button Or From the Fil
412. pe Indicate how the search should be undertaken Choose one of the following options Exactly Match The search result will include only records which match the Field Value exactly Partial Match At Beginning The search result will include only records which have the Field Value at the start of the field Partial Match Anywhere The search result will include records which have the Field Value anywhere in the field For example if you didn t know the exact name of the holiday you could type a Field Value of Hol and select the Partial Match Anywhere option If the search is to differentiate between upper and lower case letters click the Case Sensitive checkbox To view the search criteria click View Summary This is useful to verify the search criteria when you create more complex filters When you are finished viewing click OK When you are finished specifying the criteria click OK The list of records matching your search criteria is displayed WORKING WITH EMPLOYEE DATA 9 i Filter To turn off a record filter Select Record Filters from the Screen menu and click the New Search button To set up a record filter based on a range of values l On the Record toolbar click the Filter button OT Select Filter Records from the Screen menu or press Ctrl I The Filter Records screen appears Filter Records x End Date Starting Range jos 71995 Clear Ending Range aor 395 g Clear
413. pies thereof and Section 4 will survive termination of this License Agreement CHOICE OF LAW This License Agreement is governed by the laws of England and or under the law of the country in which the software is sold 7 MISCELLANEOUS a Assignment This License Agreement will bind and inure to the benefit of each party s successors and assigns provided that Customer may not assign this License Agreement in whole or in part without Licensor s written consent b Severability If any provision of this License Agreement is found illegal or unenforceable it will be enforced to the maximum extent permissible and the legality and enforceability of the other provisions of this License Agreement will not be affected c Waiver No failure of either party to exercise or enforce its rights under this License Agreement will act as a waiver of such rights d Entire Agreement This License Agreement is the complete and exclusive agreement between the parties with respect to the subject matter hereof superseding and replacing any and all prior agreements communications and understandings both written and oral regarding such subject matter MS MS DOS Windows Windows 95 Windows 98 Windows 2000 Windows NT and Windows XP are registered trademarks of Microsoft Corporation All other names are regis tered trademarks or service marks of their respective holders Vizual Business Tools plc 2003 All rights reserved and all unauthorised dup
414. play options e Control print settings for reports select summary or detail view landscape or portrait page orientation and start a new page when the content of a group field changes Before you can use the Page Designer to modify the layout of a new report you need to e Query the database to select the information you want to use for the report as described in chapter 16 Creating Queries on page 357 and e Create the report as described in Creating New Reports on page 390 407 PERSONNEL DIRECTOR USER S GUIDE Using Page Layout Tools in the Page Designer The Page Designer is used to design or modify report layouts If you want to use the report templates provided with Personnel Director you do not have to use the Page Designer However if you want to change the layout of a report or create a new layout you must use the Page Designer The Page Designer is displayed by e clicking the Open Object button on the Report List toolbar e selecting File gt Open in the Report List The Design Screen 408 The Design screen displays either a blank page or the layout of the report you selected to modify ReportBuilder Iof x File Edit View Report Help Data Design Preview aL m4 pot ou io l i TIAP ee aan far Title Header Department SS E Group Header 0 DEPARTMENT _ Employee Number Post Name Pay Basis Detail Group Footer 0 DEPARTMENT Br120
415. plinary and Grievance C Education History C Emergency Contacts 2 Do the following e Click the checkbox of one or more screens to be exported e Type any notes or comments you want associated with this export under Notes 3 Click the Start button The Save As screen appears Save As EES Save in 4 Localdata ce Irda File name oldecreerl Save as type Vizual Screen Export File M54 Cancel Help 554 USING THE SCREEN DESIGNER the screens Then click Save and OK To exit click Close Click OK To import screens 1 From the File menu select Import Screens The Open screen appears T Screen p Eo File Select the screens you want to import Close ES Help Notes as Select the path and type a name for the file file type of VSX to contain 2 Click the Browse button to select the file containing the screens file type of VSX and click the Open button 3 Under Select The Screens You Would Like To Import click the checkboxes of the screens you want implemented on your system 4 Then click Import 555 PERSONNEL DIRECTOR USER S GUIDE Note A message appears if a screen with the same name exists in Personnel Director asking if you want to replace the existing screen with the screen you are importing If you click the No button the following screen appears so that you can provide a different name and screen desctiption Import Screen Details
416. ployee number Click this checkbox if you want Personnel Director to generate employee numbers automatically Starting Number The first employee number to be assigned 91 PERSONNEL DIRECTOR USER S GUIDE 92 Padding Numbers Click this checkbox if you want Personnel Director to prefix the employee number with leading zeros automatically Characters Using Zeros To prefix the employee number with leading zeros type the number of zeros you want to use Prefix With To prefix the employee number with a code type the code The code can be letters numbers or a combination of both for example EMP30 4 Verify the format in the Preview field 5 Click OK LEARNING TO USE PERSONNEL DIRECTOR This chapter describes the conventions used on screens throughout Personnel Director and explains how you use them Note A demonstration database is supplied with Personnel Director You can use it to evaluate Personnel Director or to try any of the examples in this guide Starting Personnel Director and Logging In 1 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Personnel Director or i Double click the Personnel Director icon on the desktop The Personnel Director Login screen appears Login to Personnel Director Ca Enter your login details for Personnel Director Password Cancel S Erve VBT Server isl Help LIZ YET GlobalD ata 2 Provide your user name pass
417. ployees 1 Do one of the following kal To write a letter click the down arrow to the right of the Letters button and select Write Letter OT Select Write Letter from the Tools menu To write a memo click the down arrow to the right of the Letters button and select Write Memo OT Select Write Memo from the Tools menu To write a fax click the down arrow to the right of the Letters button and select Write Fax or Select Write Fax from the Tools menu The Mail Merge Wizard appears Hail Merge Wizard LETTER RTF x Please select the employees that you would like to include in your mail merge f Current Employee 001 Mr M Donaghy All Employees in the current database f Group of Employees Filter Manually select employees Cancel Back Next gt Finish 2 Select the individuals who are to receive the document To select the current employee click the Current Employee option 307 PERSONNEL DIRECTOR USER S GUIDE 308 To select all employees click the All Employees In The Database option To select a group of employees click the Group Of Employees option then select the Group from the drop down list To select a filter click the Filter option and select the name of the filter from the drop down list To select employees individually click the Manually Select Employees option 3 Click the Next button The second screen of the Wizard appears Ha
418. ployees Cancel Hourly Paid Employees New filter from Pe Hel Part Time Employees SE WTO Opted Out Working Time Opted Out Edit Delete 359 PERSONNEL DIRECTOR USER S GUIDE 360 Em Em 2 Click the New button The New Items screen is displayed in the Report Builder Query Wizard uey Designer 3 Double click the Query Wizard icon 4 Select the database tables to include in the query e Click the Add button to add a selected table or tables to the selection list on the right e Click the Remove button to remove a selected table or tables from the list on the right In this example you want to include information from only the Employee Details table Select the Employee Details table and click the Add button Query Wizard Appraisal Objectives Appraisal Training Planned Bank Details Benetits Career History Correspondence History CPE CPO Record Daily Attendance Disciplinary and Grievance Employee Images Employee Motes Employee Photographs Employment History Cancel Hext gt CREATING QUERIES E EEEF le Now that you have selected the table click the Next button Select the fields to include in the query You have the option of including all fields or only fields you select In this example we want to include specific fields so click the Choose Fields option Use the following buttons to add or remove fields you select from the list e Click the
419. privileges in template 45 setting screen level privileges 48 setting up 35 Report Scheduler 508 using audit log for 54 Security Manager adding new user account 37 main screen 36 starting 35 starting and using 35 Server adding 439 deleting 439 disk storage requirements 9 requirements 8 updating definition 439 Service and support 595 Service Indicator using to select service 507 620 Setting up company offices 60 Setting up Personnel Director career event preferences 80 company absence allowances 66 company information 60 company logo 60 company pay periods 62 company vehicle data 75 currency exchange rates 63 diary reminder preferences 81 display formats 58 preferences 79 setting the office 62 statutory holidays 65 using the Setup Wizard 58 Setup Wizard 58 Shortcut bar Absence and Payroll 103 Employee 103 Employment 104 overview 102 Training and Education 104 Shutting down databases 466 Skills 246 adding editing details 246 displaying summaries 246 Spreadsheet system requirements 9 Starting Database Maintenance module 438 InterBase Maintenance Manager 459 Screen Designer 522 Starting Personnel Director 32 55 93 Starting Report Scheduler 509 Summary screens 113 accessing 112 customising display 114 rearranging and sizing columns 113 noe B Support before contacting technical support 596 hours 595 support after 30 days 595 with annual support contract 595 Syntax network protocol 437 System requirements
420. quipment gt Loan Equipment Detail wiew 2 Create the fields for the data to be saved into The names for a field can contain letters A to Z upper or lower case numerals 1 to 9 but can have no spaces 534 USING THE SCREEN DESIGNER e There are four fields to be added Field Name Field Type Size Display Label Description LoanOutDate Type Date Date Date equipment was loaned out Returned Type Date Returned Date equipment is to be returned Description Type Text Description Description of Size 30 ee Loan Value Type Decimal Value Value of the Number equipment 3 The EquipmentValue field is to have two decimal places e On the Field Chooser screen double click Value then click the Edit button e Click the Display Format tab Field Properties Field Display Format Value Validation Pick List web Display Format e Select 2 Decimal places from the format drop down e Click OK Drag the fields from the Field Chooser to the form in the locations you want them to be 535 PERSONNEL DIRECTOR USER S GUIDE When you are done your screen should look similar to this EA Loan Equipment Ea Loan Equipment Detail View 5 Now is a good time to set the properties for each item for example the dates Do this using the Field Chooser Select LoanOutDate in the Field Chooser and click the Edit button e Field Chooser LOANOUTDATE The Field Pr
421. r 5 Recalculate Paid Sick Leave 25 0 25 Daps Standard Holiday 4 G 6 Days Training Seminar 5 5 Days D oc Summar Wie 183 PERSONNEL DIRECTOR USER S GUIDE The Absence Allowances Summary screen displays the allowances assigned to the current employee for the current year e To change the view click the Display Allowances For drop down list e To display allowances for all years select All Years e To display allowances for one prior year select that year b 3 To assign an absence allowance click the New button on the Record Hew toolbar Select Allowance S A ie id E ick Le ave E Sabbatical Cancel E Standard Holiday Allowance E Training Seminar Help Allowance Start Date iv 1 2000 gt Amount Carried Forward o Time in Lieu o 4 Set the Allowance Start Date for the allowance by selecting the date from the drop down calendar The default is the Ist of January of the current year but you should set the date as appropriate for your company year This date is used in year end allowance calculations 5 You should not have to set Amount Carried Forward and Time in Lieu for a new allowance but you can edit them at any time as described below 6 Click Save when you are finished setting or viewing the allowances Modifying Absence Allowances If required you can modify some details of an employee s absence allowance Use this screen to display the employee s
422. r e Achange of basic rate or salary e Change of standard working hours e Change of Pay Period Employee Numbers You can specify the Employee Code format in Payroll Director for each payroll company The Employee Code format can be numeric or text if the format is numeric the maximum number of digits can be from 2 to 10 When using the Payroll Director Paylink in Personnel Director entry of Staff Numbers and the exchange of data is controlled by the rules defined for the payroll company e If the Employee Code format is text Personnel Director allows up to 10 alphanumeric characters for Staff Number Any employee with more than 10 characters in the Staff Number field will not be transferred to Payroll Director e If the Employee Code format is numeric the rules governing Staff Number values are slightly more complex No leading zeros are allowed only digits are allowed and the number of digits defined is also enforced LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR 20 The following table gives examples of valid and invalid employee numbers where the Employee Code is numeric with maximum of 4 digits 0123 This is invalid as it starts with a zero zero padded 123c This is invalid as it contains non numeric characters the letter c 100 This is valid 2 This is valid 12 This is valid Payroll Director employee numbers can only be four characters in length and cannot contain leading zeros Note Y
423. r avalannual Fap DateTime e Select the desired colours for the bars in the chart click the Series Format tab Editing ppDPTeeChartControl1 AES Chat Seres Series al Bar Series Format General Marks Data Source Style Rectangle Border Pattern ea W Use Onigir fo m Color Bach X Bar width 70 ae E Multiple Bar Bar Offset U E C None fe Side M Dark Bar 3D Sides Stacked W Bar Side Margins C Stacked 100 IY Auto Mark Position 406 WORKING WITH REPORTS Click the Color Each checkbox e When you are finished click the Close button 5 Click the Preview button Chart MS 12 317 5 Administration BS 26 000 Buying J 20 150 Human Resources BS 27 750 Information Technolo C 20 000 Production E 19 150 Sales amp Marketing GS 19 950 Software Developme GS 29 000 Training MS 16 025 Warehouse 28 000 26 000 24 000 22 000 20 000 18 000 16 000 44 000 42 000 40 000 6 000 6 000 4 000 2 000 o Administration Human Resources Production Software Development Warehouse There are many techniques you can use to improve the appearance of the chart For more information see Changing Chart Properties on page 350 Using the Page Designer Personnel Director has a Page Designer that you use to edit report layouts or create new ones In addition to creating layouts for reports you can use the Page Designer to e Set units of measurement and dis
424. r a diary reminder when the information in it changes Enter a description of the reminder For example you might enter Confirm Contract Renewal to remind you to check on an employee s performance three days before the End of Probation field changes Specify the number of days hours or minutes beforehand that you want to be reminded Type the number or use the 4 and buttons then select Days Hours or Minutes from the drop down list If you have the multi user version of Personnel Director and want all users to receive a reminder click the Remind All Users checkbox Click OK SETTING UP PERSONNEL DIRECTOR 4 Setting Your General Preferences To specify how you want to open screens and windows set toolbar button size and hide or show the Status bar and Shortcut bar do the following 1 Select Preferences from the Options menu The following screen is displayed SCheens f Open each screen in a new window f Open each screen in the same window Window IY Show Status Bar I Display Shortcut List W Large Toolbar Buttons Pick Lists f Enable Auto Add Prompts the user to add unknown values to the pick list NOTE This feature applies only to standard pick lists and not to pick lists driven from Company or Employee information 2 Under Screens specify how you want Personnel Director to display and open screens e To open each screen in a new window click the Open Each Scree
425. r lynda Backup File or Device amen T Commit After Each Table Restore Destination Server lynda Remote Primary Database File Multi tile Restore Without Shadow Deactivate Indexes Do Not Restore Validity Conditions T Verbose Output B Cancel Help MAINTAINING PERSONNEL DIRECTOR DATABASES 19 Provide the following information Backup File or Device Type the name of the source file or device Primary Database File Type the name including drive letter and directory path of the database to restore to in the Primary Database File field Note You cannot restore a database to a networked file system mapped drive Options Provide the Page Size and specify any other options required For full details and instructions refer to the InterBase manuals or online help Page Size Type the page size 4096 bytes Replace Existing Database Click this checkbox to restore the database you indicated in the Primary Database field Click OK to begin the restore Typically a restored database occupies less disk space than it did before being backed up but disk space requirements could change if the on disk structure version changes Validating and Repairing a Database In day to day operation a database can be sometimes subjected to events that pose minor problems to database structures These events include Abnormal termination of a database application This does not affect the integr
426. r or lower case what you type Exactly Match The search result will include only records which match the Field Value exactly Partial Match At Beginning The search result will include only records which have the Field Value at the start of the field Partial Match Anywhere The search result will include records which have the Field Value anywhere in the field Select the Field that contains the information from the Fields list In this example you would select Location Click the First button to find the first match The record is located and displayed by the record indicator on the Summary screen To find the next record press Ctrl F and click the Next button WORKING WITH EMPLOYEE DATA 9 Using Record Filters Fi Filter Record filters are useful when you want to view only certain types of information for an employee For example extract only the dental benefit records or only certain types of leave taken You can set up lists of records based on A specific value of a field For example you want to view all records for absences that were due to holidays A range of values for a field For example a list of holidays taken between certain dates If you find that you are specifying the same filter frequently or if you require more complex searching capability you can create a query For more information see chapter 16 Creating Queries on page 357 To set up a record filter based on a specific valu
427. r the details of the note Follow Up A summary of any follow up arrangements relating to the note Follow Up Date A future date by which the follow up activity relating to this note must be completed This field is linked to the Diary and if required a diary reminder for this date can be created with the follow up text see Setting Diary Reminder Preferences on page 81 Employee Photographs You can attach photographs to an employee s record This function assumes that you have a copy of the photograph held digitally on the computer Note The photograph must be in JPEG graphic format 224 WORKING WITH EMPLOYEE DATA 9 Displaying and Attaching Employee Photographs ea Hew Pa Delete Navigate to the record of the employee whose picture you want to see or attach Do one of the following e On the Employee Shortcut bar click the Employee Photographs button e From the Screen menu select Open Screen Select Employee Photographs and then click OK Or e From the Employee Details screen click the Employee Details button in the upper left corner The frame appears it contains the picture that was previously attached 1f there was one Mr R Howden x To attach an image do the following e Click the New button on the Record toolbar e In the Load Photograph dialog use the file list dialog to select the required image then click the Open button To detach an image do the following
428. r to VBTServer c PD Demodata gdb The path you enter here is the path to the database as the server sees it not as the client workstation sees it as a shared drive 2 Click the Add button 3 Test the connection e Click the Test Connection button e When the results appear click OK To remove a database from the list l Select the database you want to remove and click the Remove button 2 Click OK to confirm the deletion To change a database s name or description l Select the database where the name or description is to be changed Name Type a new name for the database Description Type a new description for the database Click the Replace button To test a database connection l Click the Test Connection button 2 When the results appear click OK 441 PERSONNEL DIRECTOR USER S GUIDE Creating a New Personnel Director Database You can create a new Personnel Director database whenever one is required ee 1 Click the Create Database button _or From the File menu select New Database The Create a New Personnel Director Database screen appears ca Create a New Personnel Director Database Use this screen to create a new Personnel Director database Create a Cancel Please enter a name and description for your new database Name Help Description This database is the Archive database Hote By default all users will have access to this database Use the
429. r user ID l Select the user account or template from the User Accounts And Templates list Right click and select Edit or press F4 Click Next Modify the user account as required clicking Next to move through the screens Click Finish Locking and Unlocking User Accounts or Templates 44 i l Select the user account or template from the User Accounts And Templates list Click the Lock Unlock User button When the account or template is locked Yes appears in the Is Locked column in the User Accounts and Templates window Click the Lock Unlock User button to unlock the account When an account is locked the user will not be able to log on until you clear the lock This is useful for example when an employee is out of the office for a holiday or business trip For new users you may want to lock PERSONNEL DIRECTOR SETTING UP SECURITY an account when you are creating it for a new hire who will start work in a month at which time you can unlock the account Deleting User Accounts or Templates You can delete user accounts and templates that you no longer require 1 Select the user account or template from the User Accounts And Templates list 2 Click the Delete button on the toolbar O Right click and select Delete or press Del 3 Confirm that you want to delete the item Setting Security Privileges for a User Account or Template When a new user or template account is added to Personn
430. rd of any correspondence sent to an employee Personnel Director creates a correspondence history record when you print mail merge letters if you indicate that you want to update the correspondence history and enter a description For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Correspondence History Summaries 1 Navigate to the record of the employee for whom you want to display correspondence history data 210 WORKING WITH EMPLOYEE DATA 9 2 Do one of the following e On the Employee Shortcut bar click the Correspondence History button e From the Screen menu select Open Screen Select Correspondence History and then click OK 3 Click the Summary View tab if it is not already displayed The Correspondence History Summary screen displays the details of any correspondence with the employee Adding Editing Correspondence History Details You can edit or delete the correspondence records Personnel Director creates when you send mail merge letters 1 Do one of the following e To add a record click the New button on the Record toolbar or press Ctrl4 N e To update a record on the Correspondence History Summary View tab select the record you want to work with and click the Detail View tab or double click the record A Correspondence History 99 Mr H Corsar Op x A Correspondence
431. rds for individuals may be duplicated in the Personnel Director and or Payroll Director databases Configuring the Payroll Director Payroll Link Before you can start sharing data between Payroll Director Paylink and Personnel Director you must configure the Payroll Link 1 Start Personnel Director 2 From the Options menu select Payroll Link Payroll Link Settings E General Databases Basic Rates Export Filter Synchronisation Payroll Link I Payroll Link Enabled When any changes are made in Personnel Director they will automatically update the Payroll Director database Data Received from Payroll Automatically import the following information from Payroll Director I Employee Details W Bank Details fv Pay Details Data Sent to Payroll Automatically send the following information to Payroll Director i Employee Details W Bank Details Payroll Director databaze location Please browse for the location of the Payroll Director data files C Program Files Payroll Director Test Connection The Payroll Link Settings dialog is displayed Note If you cannot see the Payroll Link menu option you have not installed the Payroll Link correctly Please refer to Installing the Payroll Link on page 469 for installation instructions 476 LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR 200 Enabling the Payroll Link 1 Select the General tab in the Payroll Link Settings dialog 2 To enable
432. rector clients do not and should not have access to the Personnel Director directory on the network server where the database files are stored Access to the databases is controlled by the InterBase server program The user does not need an account on the network server computer although they must be able to see the server in their Network Neighborhood and must be able to Ping it l Using Explorer create a folder to contain the Personnel Director databases for example C PD Place the Personnel Director CD ROM into the CD ROM drive of the server where you want to install Personnel Director databases Note If the Setup program starts automatically cancel it From the Programs menu select InterBase gt Server Manager In Server Manager select File gt Server Login INSTALLING PERSONNEL DIRECTOR 2 The Login screen appears InterBase Login x Location Info Local Engine Remote Server SEVER Hetwork Proton Server Info User Name SYSDBA HHERRREEE cet Hee _ Provide the following information in the Server Info section User Name Type SYSDBA Password Type masterkey The password is case sensitive 1t must be typed in small letters To log into the IB server click OK From the Tasks menu select Restore The Database Restore screen appears Database Restore Restore Source Options Page Size 4094 Replace Existing Database T Commit After Each Table
433. rector database e To close the current employee database select Close Database from the File menu 126 WORKING WITH DATABASES 6 Transferring Employee Records to Another Database You can transfer an employee s complete record from one database to another For example if an employee rejoins the company you can transfer that employee s records from the Archive Database to the Personnel Database Note The following rules apply for transferring an employee to another database The Employee Number of the employee that you want to transfer cannot be used by an existing employee in the target database You cannot transfer an employee if another user is editing any of the employee s details this only applies for the multi user edition of Personnel Director If you want to transfer an individual employee make that employee the current record on the main screen using the Find Record List Records or Navigation Control buttons On the main screen select Transfer Employees from the Employees menu The Transfer Employees screen is displayed Transfer Employees f Group E Select the employee s to transfer e To transfer the current employee on the main screen click the Current Employee option e To transfer a group of employees click the Group option and select a group from the drop down list Click the OK button to transfer or the Cancel button to cancel the transfer e If you click the OK
434. red percentage in the Zoom field e To print the contents of the window click the Print button on the toolbar or select Print from the File menu e To continue working on your design click the Design tab 18 BATCH INPUT AND GLOBAL UPDATES Overview There are several ways to expedite entering and changing information in the Personnel Director database The first method is to perform Batch Inputs to the database Use Batch Inputs to create new records in the database For example use Batch Inputs to enter new employee details in one batch or to create training records for a group of employees who have attended the same course The second method is to perform Global Updates Use Global Updates to update existing records or perform calculations on fields in existing records and store the result in a new record For example use the Global Update feature to update pay absence benefit training or any other type of record for a group of employees If a new contract means a 10 increase in pay you can use Global Update to add 10 to the pay and store the result in a new record Important Note Be sure that you backup your database before using the Batch Input or Global Update functions Using the backup you can undo the input or update by restoring the database If you want to try the examples in this chapter use the Example database provided with Personnel Director The third method is to implement pay increases for g
435. reen select Archive Employees from the Employees menu The Archive Employees screen is displayed Archive Employees f Group E 3 Select the employee s to archive e To archive the current employee on the main screen click the Current Employee option WORKING WITH DATABASES 6 e To archive a group of employees click the Group option and select a group from the drop down list 4 Click the OK button to transfer the employees to the archive or the Cancel button to cancel the transfer e If you click the OK button confirm that you want to continue You can view the archived employees at any time by opening the Archive Database using Open Database on the File menu Archiving Employees Based on Date of Leaving If an employee has left the company or is leaving the company some time in the future you can set their date of leaving in the Dates of Leaving field on the Dates tab on the Employee Details screen Once this date has been set you can automatically archive these employees using the following steps 1 Select Archive Leavers from the Employees menu The Archive Leavers screen is displayed Archive Leavers 2 Enter an archive date All employees whose date of leaving as entered in the Date of Leaving field on the Dates tab is on or before this date will be archived 3 Click the OK button to transfer the employees to the archive or the Cancel button to cancel the transfer e If yo
436. reen appears Recalculate Use the recalculate option to ensure that your personnel information is up to date This iz useful after you have performed a data import Cancel Employee Help f Group Individual ff All Employees Recalculate 3 Provide the following information Employees Choose one of the following options Group Individual or All Employees Recalculate Select the category to be recalculated For example to recalculate values on all employee records you would select the All Employees option and select Employee Details from the drop down list Click OK The progress of the recalculation is displayed When the calculation is complete click OK If you are finished click the Close Database button or From the File menu select Close Database MAINTAINING PERSONNEL DIRECTOR DATABASES 19 Scheduling Recalculation Refreshes You can schedule refreshes of calculations for Personnel Director screens Important Note 1 To use this feature you must first install the recalculation program Important Note 2 Ensure that all users have exited Personnel Director and all of its modules before a scheduled refresh If a user is logged into Personnel Director or its modules while recalculation is in progress the recalculation may fail Set schedules for times when users are not logged in To install the recalculation program l Place the Personnel Director CD ROM into the CD R
437. reen appears z Accident History Cancel BANE Bank Details BENEFITS Benefits CAREER Career History a CARUSAGE Vehicle Usage CONTACTS Emergency Contacts CORRESPONDENCE Correspondence History DISCIPLINARY Disciplinary and Grievance EDUCATION Education History Toggle Sort EMPLOYMENT Employment History EXITINTERVIEW Exit Interviews El Help Select the screen you want to update and click OK e To sort the list by Description click the Toggle Sort button To sort the list by Table click Toggle Sort again The screen you selected appears in the Screen Designer window along with its associated Screen Properties and Field Chooser dialog boxes Add or change the properties for the screen and its fields and controls For more information about changing screen properties see Changing Screen Properties on page 550 For more information adding changing or removing fields see Working with Fields on page 556 For more information about adding changing arranging or removing controls see Working with Controls on page 571 549 PERSONNEL DIRECTOR USER S GUIDE a 4 When you are finished click the Save button on the File toolbar to save changes to the screen Changing Screen Properties You can change the properties of a screen whenever required If the Screen Properties screen is not already open do one of the following l 550 On the screen where properties are to be changed do o
438. ren 3 Use this screen to set the criteria for selecting travel card benefit records To do this you create a selection statement by filling in the Table Field Operator and Value Fields Table A benefit is maintained in the Benefit record so you need to access the benefit information stored in the Benefits table To do this select Benefits from the Table drop down list 291 PERSONNEL DIRECTOR USER S GUIDE 292 Field In this example the benefit type is maintained in the Benefit field Select Benefit from the Field drop down list Operator You want to display records that are an exact match From the Operator drop down list select Is Equal To Value You want to display records that match the benefit of Travel Card Click this lists possible values in the drop down list Either select Travel Card from the drop down list or type Travel Card Now that you have completed the statement click the Add button The statement now appears in the Criteria list Filter ee Criteria Travel Card Add Replace Remove 7 Auto Replace Tabe Feld MA prao Benefits Benefit Is Equal To Help Notice that if required you can replace or remove an existing statement Click the OK button The Personnel Director screen is displayed Personnel Director Please enter a name for the new filter Type a name for the filter for example Employees with Travel Cards and click OK W
439. rently open database To synchronise other databases you need to open them from the File menu The synchronisation option is useful to initially populate the Personnel Director or Working Time Tracker databases or to update information after you import data into Personnel Director Note Changes made to the Personnel Director or Working Time Tracker databases during synchronisation are not sent to Payroll Director To synchronise with Payroll Director you must run the payroll synchronisation separately See Synchronising Employee Information on page 482 1 Click the Synchronisation tab WITT Link Options x Use this option to synchronise the employee data contained in Personnel Director and Working Time Tracker When matching employees are found update with details from Personnel Director r Synchronize 2 Select the database you want to use to perform updates when matching employees are found in both databases Synchronisation is performed in the following order 1 Employees that are found in the Personnel Director database but not found in the linked Working Time Tracker database are created in the Working Time Tracker database 497 PERSONNEL DIRECTOR USER S GUIDE 2 Matching employees employees found both in Personnel Director and Working Time Tracker are updated with details from the system specified in the drop down list 3 Employees that are found in Working Time Tracker but not
440. replace all fields If a duplicate record is found you are given the option of cancelling the import importing the record or ignoring the record If you choose to import the record then all fields will be replaced 449 PERSONNEL DIRECTOR USER S GUIDE 450 Ask on Duplicates then replace imported fields only If a duplicate record is found you are given the option of cancelling the import importing the record or ignoring the record If you choose to import the record then only imported fields are replaced 8 Click Next The Data Import Map dialog appears Data Import Wizard Import Map This iz Where you can specify precisely which fields in the import file are to be oe imported and map them to comesponding fields in the personnel database Import Field Personnel Field Mapping Method A ads Not Mapped ADDRESS 2 Not Mapped ADDRESS Not Mapped ADDRESS4 Not Mapped ADDRESSS Not Mapped AGE Not Mapped AGETEXT Not Mapped BIRTHDAY MON THNAME Mot Mapped CONTRACTENDDATE Mot Mapped Ferzonnel Field Mapping Cancel lt Back Eimer The Import field column contains all of the fields from the import file To set up the import definition you must specify the Personnel Director field and its associated mapping method For each of the fields in the list do the following From the Personnel Field drop down list select the Personnel Director field to which to import the data Select the
441. report at the same scheduled time but with different settings For example you want to run a report for the Sales department then for Engineering The copied report is given the same name as the existing report but is assigned a numerical suffix to ensure the name is unique You can also rename the copied report To create a copy of a scheduled report l g 2 From the selection list select the report to copy Click the Copy button on the toolbar or choose Edit gt Copy Scheduled Report The report is copied and is assigned the same name as the original report with a numbered suffix 517 PERSONNEL DIRECTOR USER S GUIDE Deleting a Scheduled Report When a scheduled report is no longer required you can delete it To delete a scheduled report 1 From the selection list select the report to delete ia 2 Click the Delete button on the toolbar or choose Edit gt Delete Scheduled Report 3 To confirm the deletion click Yes to cancel the deletion click No Working With Archived Reports When a report is generated its report preview is saved to an archive The report archive contains a copy of each report that is created in Report Scheduler This section shows how to preview email delete and purge archived reports Previewing an Archived Report From time to time you may want to view a scheduled report that was archived To preview an archived report 1 Click the Report Archive tab 2 From the selection li
442. requirements See Modifying Letter Templates on page 315 Setting Your User Record 314 You can use Set My Record to personalise letters that you create as mail merge documents Details from your own personnel record can be added to your correspondence such as printing your name and job title on letters that you are sending to other employees l Locate your own personnel record using the Navigation or Q Find buttons or enter your own record into the system see Creating New Employee Records on page 149 for further details Select Set My Record from the View menu Click Yes to confirm that you want to mark the current record as being your own personnel record To check which record you have marked as your own select Goto My Record from the View menu The marked record will be displayed in the main window WORD PROCESSING AND MAIL MERGING 14 Working with Letter Templates You can modify the templates delivered with Personnel Director or you can create your Own Modifying Letter Templates Modify any of the Personnel Director letter templates to suit your requirements For example you may want to add clauses to a contract of employment that are not included in the standard versions available in Personnel Director 1 Follow these steps to select a template to modify e Inthe Personnel Director Report List click the Letters folder A list of subfolders shows the subjects into which the letter templates ar
443. review Data screen appears displaying the results of the query 15 Click OK The Query screen appears in the Report Builder screen From here you can e Save the Query Click the Close Window button in the upper right corner of the Report Builder screen Then click Yes to confirm that you want to save the query e Change the query For further instructions see Editing a Query With the Query Designer on page 377 370 CREATING QUERIES E Summary Queries Use summary queries to summarise data contained in employee details In example 2 of simple queries we created a query to return all absence for employees in the year 1999 We might not be interested in each individual absence record but the average or total days lost by an employee This type of information can be retrieved using a summary query Summary queries perform summary calculations on fields average sum maximum minimum or count broken down known as grouping by one or more fields within the table Example 3 Summarising Pay History In this example we create a summary query to return the average annual pay for employees grouped by department and gender This query is used to answer questions like What is the average pay for males and females within the Administration department Here we need information from two tables the Employee Details for Department and Gender fields and the Current Pay Details for the Current Annual Pay 1 Cl
444. rint Button Menu Access Description Procedure Shortcut E Screen menu Create a new Creating New Employee Ctrl N Klien New Record employee record Records on page 149 i Screen menu gt Save an Ctrl S Came Save Record employee record RE Screen menu gt Cancel editing of Esc Cancel Cancel Edit a record 3 Screen menu gt Refresh data Refresh Refresh displayed on a Screen screen 97 PERSONNEL DIRECTOR USER S GUIDE 98 x Screen menu Delete an Deleting Employee Ctrl D Delete Delete Record employee record Records on page 152 re Screen menu gt Filter employee To select a filter on Ctrl l Filter Filter Records records page 157 Using Record Filters on page 191 itch Screen menu Find employee Employee Data Entered Ctrl F Bind Find Records records on the Employee Details Screen on page 159 E Screen menu Export employee Exporting Data on Export Export to records page 130 Spreadsheet Screen menu Export to File Screen menu gt Print employee Detail Screens on Ctrl P a Print Print Records Tools Toolbar records page 115 The Tools toolbar has buttons you use to locate employees search and query the database open the Diary and create reports letters and other correspondence E Navigator Woo a Find Search 7 BE g 9 Quey Diary Reports Letters Button Menu
445. ription Type a description of the field 4 When you are finished click OK 557 PERSONNEL DIRECTOR USER S GUIDE Updating a Field For information about specifying other field properties such as display validation calculation and Pick Lists see Entering Additional Field Properties on page 559 You can change any field property except the name size and type To change the name size or type you must delete the field and re add it l 558 Do one of the following 1f the Field Chooser screen is not already displayed e On the File toolbar click the Fields button e From the View menu select Field Chooser Select the field to be changed and click the Edit button The Field Properties screen appears Field Properties E Field Display Format Value Validation Pick List web Field Name JADDITIONALCOST Type Decimal Number Size Display Label BR Description ee Cost of Absence USING THE SCREEN DESIGNER 3 4 Deleting a Field Update the information about the field Display Label Type the label to be displayed on the screen Description Type a description of the field When you are finished click OK For information about specifying other field properties such as display validation calculation and Pick Lists see Entering Additional Field Properties on page 559 Important Note You can only delete fields you previously created you cannot dele
446. rk Periods 0 0 eee eee ee eee eens 178 Assigning Absence Allowances to Multiple Employees 180 Displaying Absence Allowance Summaries 0 183 Allowances Year End Maintenance 0000 e eee eee 187 Processing Absence Allowances at Year End 188 Working with Employee Data 189 ISOCAM RECOTd S 24 0310 2 ae wilen cee tie Bat ee Abas eho oe eee 189 Finding Records By Field Content 0 2 0 0 ce eee 189 Usine Record Pimers osise asd a arate gine alee BAG Oe Ree eS 191 Searching the Database for Records 0 000 cee eee 194 Accident HBO eere Sind tenth bode ena CSV E oF ee eee ii 196 Displaying Accident History Summaries 04 196 Adding Editing Accident Details 0 0 eee eee 197 Appraisal History ss bn worey a doe oo ee ee Ewe ae een ee 198 Displaying Appraisal Summaries 0 0 00 ce eee 199 Adding Editing Appraisal Details 0 0 cece eee ee 199 Dank Detalls 2u eccteguece cect peacdenteadst ee eene weed hades 204 Displaying Bank Detail Summaries 200005 204 Adding Editing Bank Details 20 0 0 204 Berent Donil aroaren eee oka Val tan an e tune ee aon et oo 205 Displaying Benefit Summaries nunana aanne 206 Adding Editing Benefit Details 0 0 0 eee ee eee ee 206 PERSONNEL DIRECTOR USER S GUIDE vi Carecer TISIODY acae i a e re arene
447. rmation is shared between Personnel Director and the tracking program By linking to Working Time Tracker you eliminate re keying of information in the tracking and Personnel Director programs Chapter 22 explains how to install and configure the Report Scheduler so that you can generate Personnel Director reports on a scheduled basis and email them to the selected recipients INTRODUCING PERSONNEL DIRECTOR Aw Chapter 23 contains information about the Screen Designer Use this advanced application to customise Personnel Director s screens and screen prints to meet your organisation s requirements You can even create new screens and their associated screen prints Screen Designer is also the tool you use to change the Employee Record Card This manual also includes details of the Service and Support you can obtain for Personnel Director and two appendices that contain information about pay period calculations and how to use operators and functions About Vizual Business Tools Vizual Business Tools was set up in 1996 and shipped its first product Visual Personnel to customers in June 1997 The business was established to fill the market need for a powerful yet cost effective off the shelf HR system Within 18 months of its launch Visual Personnel had become the best selling HR software in the UK with over 5000 users in 3500 companies The Dutch version of the product was launched in March 1998 and by January 1999 the UK versi
448. rols they will not appear when printing the screen print The Screen Designer Uniforms Issued Screen Print screen should be similar to this Screen Designer Uniforms Issued Screen Print OF x File Edit View Report Help Design Preview DESTETE la ARESER Times New Roman a2 z B iu A oe T T Dentar e BES SEAS ME H aa rr 7 l T porns e _0 r JA isual Business Tools a r TOOLS l _ 21 January 1999 Ready Left 0 Top 0 Width 0 Height 0 h 4 Click the Save Report button or select Save from the File menu 5 Preview the results by clicking the Screen Designer Preview tab Now return to Personnel Director to check the result with real data Remember to add a few Uniform records before clicking the Print button 586 USING THE SCREEN DESIGNER Additional Examples Formatting Techniques Ti Aligning Objects Suppose you need to align field labels so that they appear in a straight line 1 Select the field labels to be aligned 2 Click the Align Top button on the toolbar Changing Fonts You decide to change the font of the label to underscore its importance 1 Select the label where the font is to be changed 2 In the Formatting bar at the top of the window select the font Arial from the Font drop down list 3 To change the font style click the Italic button to make the label italic Adding Graphic Elements and Colours You can add hori
449. roups of employees You can increase pay by a percentage or by a fixed amount for individuals groups or selected employees you have defined using a filter 417 PERSONNEL DIRECTOR USER S GUIDE Using the Batch Input Wizard The following procedures describe how to start the Batch Input Wizard The example shows how you can create Medical History records for employees receiving a flu vaccination 1 Select Batch Input from the Tools menu The Batch Input Wizard appears Batch Input Wizard Ea Welcome to the Batch Input Wizard cs Use the Batch Input wizard to enter several records for a screen in one go For example you could use this option to enter a batch of new starters or enter absence records for a group of employees Mote You are strongly advised to make a backup of your data before peforming a Batch Input Once the Batch Input has been peformed the changes cannot be undone Click Next to continue Cancel 4 Back Il 2 Click the Next button 418 BATCH INPUT AND GLOBAL UPDATES 18 What Information Is To Be Entered 3 Select the screen where batch input is to occur Batch Input Wizard Please select the information that you would like perform the Batch Input upon You can also select a previously saved Batch Input template Screen Hame Cancel Back Next gt e Select the name of the screen from the drop down list To add the flu vaccination
450. rrent time If the Starting From date is after today the time can be any valid time Choose a database from the list of databases available from Select Database drop down list A list of all available databases in Personnel Director is displayed Under Select E mail Addresses From select the source of the email addresses e Select Personnel Address Book to select the e mail addresses from the Personnel Address Book of your default email client SCHEDULING REPORTS 220 e Select Report Scheduler Custom Contact List to enter email addresses manually or select email addresses from a previously entered list e Select Personnel Director Database to select the email addresses from your Personnel Director database Note You must choose a Select E mail Addresses From option to enable the selection button next to the recipients list 6 Click the button The Select Names screen loads This may take a few minutes depending on the number of names in the list 7 Take one of the following actions e If you selected Personnel Address Book go to step 8 e If you selected Personnel Director Database the Select Database list shows the databases available in Personnel Director Select the database and then select names as described in step 8 e If you selected the Report Scheduler Custom Contact List click the Custom Contacts button and enter the following Custom Contact List x Mame E mail address dd tiae cave Exi
451. rt 1 Click the Walls tab 2 Adjust the left bottom and back wall background border and pattern attributes by clicking the appropriate button Changing 3D Attributes 1 Click the 3D tab e Click the 3D checkbox to turn the 3D view on and off Use the 3D controls to adjust the degree of 3D display Click the Orthogonal checkbox to turn rotation on and off e Use the Zoom Rotation and Elevation sliders to adjust the zoom level for points e Use the Horiz Offset and Vert Offset sliders to position 3D graphs horizontally and vertically within the chart window If Orthogonal is not selected you can use the Perspective slider to change the perspective 354 WORKING WITH GRAPHS 15 Changing the Data XI You can change the data used to generate the graph l 2 Click the Graph Setup button or select Graph Setup from the Graph menu The Graph Criteria screen appears Change any of the graph criteria and click OK Exporting a Personnel Director Graph z4 You can export a graph as a Windows bitmap Windows metafile Windows enhanced metafile or as a TeeChart P 2 3 Click the Edit button on the toolbar Click the General tab Click the Export button The Export Chart screen appears Click the radio button for the type of file if you are exporting to a file Then click the Save to File button Select the drive and directory location for the exported file Click Save Copying the Graph t
452. rt orientation to be in portrait mode click Next C Fields Layout iii Department rossTab Wizard a X Piss an 1 Construct your crosstab by dragging fields from the field list into the shaded cells 5 me a 2 Remove columns rows or values by dragging from the diagram back to the field list Js 3 Reorder columns rows or values by dragging within the diagram 4 Format crosstab by selecting a row column or value and then using the toolbar or popup menu A Ep faria Wo z e z wi a A Z iii Gender iii Category Cancel Decide what fields you want in the columns and rows as in a spreadsheet Department is to appear as a column Drag the Department field from the left column over the New Column box Department days lost figures are to be divided by Gender Drag the Gender field from the left column to the New Column box under Department Categories are to appear as rows Drag the Categories field over the New Row box Days Lost are to be the values that appear in the table Drag the Days Lost field from the left column to the New Value box Days Lost are to appear as averages Select Sum of Days lost in the table then select Average from the Calculation drop down list on the Cross Tab Wizard toolbar Set the 1000 00 figure under the Average Days Lost to two decimal places Right click the figure and select Display Format from the drop down menu Set the display format to tw
453. rvers From the File menu select Manage Database List The Manage Database List screen appears Ea Manage Database List x Use this screen to manage the list of databases available to Personnel oK Director users Help Database Name o e H Mame Description Location Replace Il Delete Test Connection Provide the following information for the demonstration database Name Type Demodata Description Type Demonstration Data Location Type the server and folder location of the Personnel Director Demo database on the server for example VBTServer c PD Demodata gdb This Database Is The Archive Database Clear this checkbox This is not an Archive database Click the Add button The Demo database will now be available whenever the user displays the list of Personnel Director databases If you want to create an Archive database continue with step 7 otherwise click the OK button Provide the following information Name Type Archive Description Type Archive Data 27 PERSONNEL DIRECTOR USER S GUIDE 8 9 Location Type the server and folder location of the Personnel Director Demo database on the server for example VBTServer c PD Archive gdb This Database Is The Archive Database Click this checkbox to designate that this database is an Archive database Click the Create button To exit click OK Tip You can create a blank database for your company s use Repeat ste
454. s A list of available rates from the selected Payroll Director company database is displayed Company Pay Rates Migh Nurse e i 4 Select one or more rates that are used to define the employees basic rate of pay and click the Select button 5 To remove an item from the list of selected rates click the Remove button 480 LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR 20 Filtering Employees Transferred from Personnel Director Sometimes you may want to prevent changes to certain employee records being transferred to Payroll Director You can do this using the Export Filter option as shown below 1 Select the Export Filter tab in the Payroll Link Settings dialog Payroll Link Settings E X General Databases Basic Rates Export Filter Synchronisation Filter Employees Use these options to specify the employees that will be exported to Payroll Director when exporting using the Synchronization option on the nest tab f Select Employees based on a Field Value Export employees where Address Line 1 ig equal to ha 2 Take one of the following actions e To transfer all employee records to Payroll Director click the All Employees option e To specify the records that you want to transfer to Payroll Director select the Select Employees Based On A Field Value option Then select the field to use as the filter from the Export Employees Where drop down list The
455. s Employee Notes Vehicle Usage Correspondence History Employee Photographs Employee Images Absence and Payroll Shortcut Bar Buttons To access absence and payroll records click Absence and Payroll Holiday and Absence Absence Allowance Pay History Bank Details Project Time Sheets 103 PERSONNEL DIRECTOR USER S GUIDE Maternity Benefits Employment Shortcut Bar Buttons To access employment records click Salem zni Career History Accident History Medical History Appraisal History Disciplinary and Grievance Exit Interviews Employment History Training and Education Shortcut Bar Buttons To access training and education records click Training and Education Training History CPE CPD Record Professional Membership 104 LEARNING TO USE PERSONNEL DIRECTOR 5 ie Qualifications gt Skills z Education History Common Features of Personnel Director Pick Lists This section describes some of the features that are available on most of the screens throughout Personnel Director It provides instructions on how to use these features Pick Lists are used to ensure that information is consistent throughout the database as well as to save keying in time It is important that the quality of information entered into Personnel Director is consistent For example if you are entering the ethnic group Asian in the ethnic origin field you could misspell Asian as
456. s To overcome this problem you can purge historical data WARNING Purging data will permanently delete the data from your database so you should proceed with caution Before using this function you should have a current backup of your data 1 Open the database where you want to purge data e Click the Open Database button or From the File menu select Open Database e Select the Personnel Database where you want to purge data and click OK 457 PERSONNEL DIRECTOR USER S GUIDE 458 Fa 2 Click the Purge Data button or from the File menu select Purge Data The Purge Personnel Data screen appears Purge Personnel Data Purge data will permanently delete selected personal data from the current database Records will be deleted according to the date condition selected below lt will not be possible to recover purged data 20 please ensure that vou have a recent backup Purge data from screen A bzence Allowance Base purge on field Year End Purge all data for Date Before 18 11 2002 Between c After se en 3 Provide the following information Purge Data From Screen Select the screen where the data is located type of data to be purged for example Absence or Pay History Base Purge On Field Select the field to be used to filter records for the purge such as the Holiday and Absence End Date Purge All Data for Date Before Enter or select the date before wh
457. s chapter contains installation and startup instructions for InterBase and the Personnel Director InterBase is a Relational Database Management System RDMS used by Personnel Director to store and manipulate employee information This chapter also includes instructions about upgrading from Personnel Manager to Personnel Director Note See the next chapter for instructions on creating user accounts and templates and setting security privileges PERSONNEL DIRECTOR USER S GUIDE System Requirements Use the following table to ensure that you have the required hardware and software for the server workstations and network where Personnel Director is to be run Client The Personnel Director Client runs on an IBM compatible PC running one of the following operating systems e Microsoft Windows 95 98 ME or Microsoft Windows NT4 Workstation Service Pack 5 and above Minimum Specification Intel Pentium or compatible 233MHz or higher 64MB RAM CD ROM or DVD ROM drive e Microsoft Windows 2000 or Microsoft XP Minimum Specification Intel Pentium II or compatible 300MHz or higher 128MB RAM CD ROM or DVD ROM drive Note While you can run Personnel Director on lower specification systems there could be a performance loss when using large databases Server The Personnel Director Server is based on InterBase 5 6 and will run on one of the following network operating systems e Microsoft Windows 95 98 ME or Microsof
458. s options in the word processor select Help Topics from the Help menu or see Using the Personnel Director Integrated Word Processor on page 322 Save the document when you have finished If you save the document earlier you will not be able to use the mail merge feature unless you save the document under a different name Using Microsoft Word To Create Templates 318 You can create letter mailing label and envelope templates using Microsoft Word To create a letter template To create a letter template using Microsoft Word l Make sure that Microsoft Word is selected in Options gt Preferences gt Add Ons In the Letters folder in the Personnel Director Report List navigate to the folder in which you want to create the new letter template Click the New Letter button or select New gt Letter from the File menu Select the Letter option enter a name for the new letter and click OK Create new template x Please select the type of mail merge template that you would like to create Cancel f Letter Mailing Labels Help Envelope Template Name WORD PROCESSING AND MAIL MERGING 14 Insert Menge Field Enter any text and merge fields into the template you wish e To insert a merge field into your template click in the document where you want to place the field Click the Insert Merge Field button located on the toolbar in Microsoft Word and select a merge field When you are finished save
459. s that the current employee is a member of 289 PERSONNEL DIRECTOR USER S GUIDE Group Membership Mr MM Donaghy i a member of the following groups Working with Filters There may be times when you want to view or update information from Personnel Director that cannot be accessed by groups You can create filters to select specific employee records when updating records manually when using batch input or global update You can use employee filters to select the employees who are to appear on the holiday and absence schedule Employee filter queries can be as complex as you require Creating an Employee Filter This section illustrates a number of examples showing how to create employee filters Example 1 Creating a Filter to Access Records of Employees with a Specific Benefit You have to renew employee travel cards You decide to create an employee filter so that you can quickly access Benefit records of those employees who have a travel card 290 WORKING WITH GROUPS AND FILTERS 120 1 On the Employee Navigator toolbar click the Filter button T The Filter screen appears Filters Filters Select Fart time employees Cancel Wd Help Edit Rename Delete 2 Click the New button The Filter screen appears Filter Ed Criteria Add Replace Remove 7 Auto Replace Table Field Operators _ Value ee 7 z o c
460. s the list of services Select a service to monitor x Mame Display name Sree Report Scheduling Engine Show drivers XM Cancel Help 2 Select the SchedulingEngine 3 Click the OK button Click the OK button again 507 PERSONNEL DIRECTOR USER S GUIDE To manage the scheduling service 1 From the System Tray right click the Report Scheduling Engine and select one of the following from the menu p e To start the scheduling service select Start Continue Service a e To pause the scheduling service select Pause Service E e To stop the scheduling service select Stop Service e To cancel or terminate the service select Exit Setting Up Security Log in to the Security Manager module to set up user access to Report Scheduler For login instructions see the Personnel Director User s Guide 1 Select the user whose security access is to be changed JE 2 Click the Module Security button or select Security gt Modules Please select the Personnel Director modules that the user has access to I Personnel Director Sell Service Administrator Access Security Manager f Manager Access Database Maintenance Self Service Access v Report Scheduler IY View Edit Schedules IY View All Archived Reports Help Cancel 3 Click the Report Scheduler checkbox and then click OK Screen Designer P Self Service Administration This provides access to Report Scheduler
461. s the name of the current filter 3 Double click the name of the employee you want to work with The Employee Details screen appears for that employee 4 When you are finished with the employee s record return to the Employee Navigator to select the next employee ie Note To remove a filter from the Employee Navigator click the Remove i Group Filter button Editing an Existing Employee Filter To open an existing employee filter ra 1 Click the Filter button on the Employee Navigator 2 Select the filter you want to open and click the Edit button 3 Add change or remove the filter statements and click OK 295 PERSONNEL DIRECTOR USER S GUIDE Deleting an Employee Filter To delete a filter from the list of employee filters 1 Click the Filter button on the Employee Navigator Ww 2 Select the filter you want to delete and click the Delete button 296 13 WORKING WITH PERSONNEL DIRECTOR REPORT LIST Overview Similar to using Windows Explorer to manage your computer files you use Personnel Director s Report List to manage Personnel Director report letter and graph files With the Report List you can e Create update rename preview or delete reports letters or graphs and refresh the Report List contents e Create rename or delete folders to hold your reports letters and graphs e Import and export reports letters and graphs Starting and Exiting Personnel Director Report List T
462. s you for a reference See Archiving Employee Records on page 128 1 Display the employee record you want to delete on Details View of the Employee Details screen e To locate a particular employee record refer to Searching for Employees on page 154 WORKING WITH EMPLOYEE RECORDS Pa Delete To delete a record do either of the following e Select Delete Record from the Screen menu or e On the Record toolbar click the Delete button or press Ctrl D You are prompted to confirm that you want to delete the record Click the Yes button to delete the record or the No button to cancel Printing Employee Records Pririt You can print an employee record which contains all of the employee data entered on the Employee Details screen On the Employee Details screen do either of the following e Click the Print button on the Record toolbar _or e Select Print Records from the File menu or press Ctrl P The Print Preview screen is displayed Click the Print button to print the report For information about how to use the Print Preview screen see Printing Employee Records on page 121 153 PERSONNEL DIRECTOR USER S GUIDE Searching for Employees To locate an employee within a database you can use these methods e Locate and select employees using the Employee Navigator e Quickly locate specific employees by name or employee number Using the Employee Navigator Use the Employee Na
463. sal History 198 You can store the results of staff appraisals Assessment criteria are recorded and scored along with key objectives training agreed and comments Staff appraisals are linked to the Personnel Director diary When an appraisal record is added or modified a diary reminder is created for the date of the next appraisal See Setting Diary Reminder Preferences on page 81 For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 WORKING WITH EMPLOYEE DATA 9 Displaying Appraisal Summaries 1 Navigate to the record of the employee for whom you want to display appraisal data 2 Do one of the following S e On the Employment Shortcut bar click the Appraisal History button _or e From the Screen menu select Open Screen Select Appraisal History and then click OK 3 Click the Summary View tab if it is not already displayed The Appraisal Summary screen gives a summary view of all the appraisals conducted for the current employee The screen displays the date of the appraisal who conducted the appraisal and the date of the next appraisal It contains all of the standard summary screen toolbar buttons and related functions described in Summary Screens on page 113 Adding Editing Appraisal Details Use the Appraisal Detail screen to add edit or delete appraisal records for the current employee 1 Do
464. select the Align Left button Then click anywhere on the screen to de select the three items Use this technique to align other elements on the screen You can also change the display format of the Value Quantity and Total boxes by default these are left justified 3 Select the Value box and select Control Properties from the Edit menu F11 The Control Properties screen appears Select Right from the Text Align drop down list Repeat steps 3 to 4 to change the justification of the Quantity and Total fields When you make all the changes you want select Save Screen from the File menu and then Exit to close the Screen Designer Create a Diary Reminder Trigger for the Return Date You now need to open Personnel Director to set up the automatic Diary Reminder e See Setting Up Automatic Reminders on page 277 for further information You can now start using your new screen for data entry 945 PERSONNEL DIRECTOR USER S GUIDE Working with Screens 546 Change an existing Personnel Director screen or design a new screen to collect additional information for your organisation You basically redesign or design the Detail View tab by adding or changing the fields and display elements If you create a new screen the Summary View and Attached Documents tabs appear automatically when the screen is accessed in Personnel Director In Screen Designer the Detail View tab screen is composed of two distinct areas the Hea
465. set BS26 GRF 4 M gt nh Sheet17 Sheet Z Sheet2 Z Sheet3 Sheet4 Sheets Eja Ready Sum 0 3 Use the Excel functions to modify the spreadsheet as desired For instructions see the Microsoft Excel documentation 4 Toexit Microsoft Excel select Exit from the File menu WORKING WITH EMPLOYEE RECORDS Overview This chapter explains how you create and maintain basic employee records These records contain the employee data that you enter on the Employee Details screen in Personnel Director This includes the following data Employee Detail identification The employee s number name and address Contract tab Data relating to the employee s contract with the company Pay Details tab A summary of the employee s current pay payroll and tax details Personal tab Miscellaneous personal details for the employee Dates tab Key dates relating to the employee Working Time tab Status of participation in Working Time Directive After these employee records are created you can enter many other types of data for these employees described in Working with Employee Data on page 189 This chapter also describes how you can search the database for particular employee records and how to sort records in the database Creating New Employee Records There are several ways to create new employee records in Personnel Director e Use the New Employee Wizard e Enter them manually on the main scr
466. set the grid to a specified number of millimeters and set objects to snap to the grid This gives you extremely powerful features to align all objects horizontally or vertically as you work Space Space up down Align centre Align top Align bottom up down in band Eo St mm mop 2 fol Align left Align right Align middle Space Space across across in band Using a Layout Grid 1 From the Design page select Grid Options from the View menu 2 Set the size of the grid in millimeters along the horizontal and vertical X and Y axes 3 To have objects snap to the grid click the Snap to Grid checkbox 4 Click OK 412 WORKING WITH REPORTS Fine Tuning the Size and Position of Objects There are two toolbars you can use to control the size of objects and fine tune their positioning the Size and Nudge toolbars Use the Size toolbar to instantly maximise or minimise the width or height of selected objects Minimum Minimum width height Maximum Maximum width height Use the Nudge toolbar to move selected objects up or down left or right a millimeter at a time Nudge up Nudge left Nudge down Nudge right Setting the Exact Print Position for a Label or Field You can set the exact print position for items in the page design To set the exact print position 1 Select the label or field 2 Right click and select Position from the shortcut menu 413 PERSONNEL DIRECTOR USER S GUIDE 3 T
467. setting and displaying 177 setting up company 66 Absence data See also Holiday and absence data Accident history data 196 adding editing details 197 displaying summaries 196 Allowance options setting 88 Appraisal history 198 Archive database 125 Archiving employee records 128 based on date of leaving 129 individuals or groups of employees 128 Attached documents adding to employee record 118 deleting 119 opening 119 Attached documents screens accessing 112 changing the view 118 displaying 117 Attaching documents to employee records 116 Audit log displaying and working with 54 Automatic employee numbering generation 91 B Backing up databases 461 Backups 461 overview 6 Bank details 204 adding editing 204 displaying 204 Batch updates using the Batch Input Wizard 418 Benefit details 205 adding editing 206 displaying summaries 206 C Calculated fields 109 560 Calculations in designing screens 560 Calculator buttons 108 Calendar buttons 107 entering dates 107 609 PERSONNEL DIRECTOR USER S GUIDE Calendar for holiday and absence data 173 Career event preferences setting 80 Career history 207 adding editing details 209 displaying summaries 208 Cars See Company vehicles Charts for holiday and absence changing chart colours 174 displaying 174 Client disk storage requirements 9 system requirements 8 Company absence allowances deleting 73 modifying 72 setting up 66 Company cars accessing 75 Company
468. sheet From the Tools menu select Options gt Default Font 2 Provide the following information Font Select the font to be used from list Font Style Select the style of font from the list Size Select the size of font from the list Effects Strikeout Click this checkbox if a horizontal line strikeout is to appear in each character Underline Click this checkbox if each character is to be underlined Color Select the colour from the drop down list Script Select the type of script from the drop down list 3 Click OK WORKING WITH DATABASES 6 To set the border for selected cells 1 2 3 4 Select the cell s to be formatted Select Border from the Format menu Provide the following information Line Style Click the button representing the line style you want to use Color Click the colour of the border Border Click the button representing the border you want to use A example of the border appears in the sample box Click OK To set the colour palette for the entire worksheet l 2 3 From the Tools menu select Options gt Set Color Palette Do one of the following e To replace a colour in the palette select the color and click the Edit button Click the colour matrix or type the values for the Hue Saturation Luminosity Red Green and Blue then click the Add To Custom Colors button e To return to the default colour select the customised colour then click the Default
469. shment Leeds University 000 Attached Documents Summan View Detail view Data Entered on This Screen Level The level for example O A First Degree MSc or PhD Subject The subject for example Chemistry Engineering or Psychology Grade The grade for example A B C 1 1 or 2 1 Establishment School or university name 245 PERSONNEL DIRECTOR USER S GUIDE Skills You can use the Skills screens to track the skills of individual employees Skill records are important because they enable you to search for an employee having particular skills A set of Skills Reports are provided with Personnel Director and are available from the list of reports in the Personnel Director Report List see chapter 13 Working with Personnel Director Report List on page 297 For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Skills Summaries 1 Navigate to the record of the employee for whom you want to display skills data 2 Do one of the following e On the Training and Education Shortcut bar click the Skills button e From the Screen menu select Open Screen Select Skills and then click OK 3 Click the Summary View tab if it is not already displayed The Skills Summary screen lists all the employee s skills Adding Editing Skills Details Use this screen to add edit or d
470. signer to move and copy controls you have already created To copy a control to the clipboard select the control to be copied and do one of the following e Click the Copy button from the Edit toolbar OYLr e Select Copy from the Edit or shortcut menu OT e Press Ctrl C 573 PERSONNEL DIRECTOR USER S GUIDE To cut a control and copy it to the clipboard select the control to be cut and do one of the following Wo Click the Cut button from the Edit toolbar O Select Cut from the Edit or shortcut menu O Press Ctrl X To paste a control from the clipboard Eo Deleting a Control Click the Paste button from the Edit toolbar O Select Paste from the Edit or shortcut menu O Press Ctrl V 1 Select the control for the field and do one of the following g Click the Delete button from the Edit toolbar O Select Delete from the Edit or shortcut menu OYLr Press Ctrl X 2 When you are finished click to save the changes 574 USING THE SCREEN DESIGNER Aligning Controls You can easily align two or more controls using the snap to grid or the alignment buttons on the Alignment toolbar Using the Grid With the grid turned on any object you select or drag will snap to the closest grid intersection To turn the grid on or off e From the Alignment toolbar click the Grid button Click the button again to return it to its former mode You can increase or decr
471. software component that provides a common database layer for applications Use the Browse button below to install the Borland Database Engine to a different directory Borland Database Engine Directory C4 Common Files Borland Shared BDE Browse Advanced Settings Press the Advanced button below to set the location of the IDAFI configuration file and other BDE options Advanced Cancel The installation program continues automatically When the installation is complete a message appears indicating successful installation A new Start menu group is created for Vizual Business Tools as well as a desktop shortcut for each module Step 4 Configuring Personnel Director at a Workstation 1 From the Start button select Programs gt Personnel Director gt Database Maintenance The Database Maintenance Login screen appears A Enter your login details for Personnel Director UserName USERNAME Password fo __ Cancel Server VieualSever E Hep YET Server W BT GlobalD ata 2 Provide the following login information User Name Type USERNAME as the User Name Password Type password as the password 26 INSTALLING PERSONNEL DIRECTOR 2 Server Select the server running the Personnel Director database that you want to maintain The path to the Personnel Director files is displayed below Note Click the button to the right of the drop down list button to maintain the list of se
472. sonnel Director users if any Click OK USING THE DIARY at The trigger is created Now when you change the end date for a probation period this trigger automatically creates a reminder e If you are using Personnel Director Diary the following screen appears Date at 12 00 00 2 4 Employee 001 MrM Doray y Description End of Probation Date Arrange meeting with Employees Manager I Display Reminder Message 2 Dat Beforehand Remind Other Users Add Remove Alise Cancel Click OK to add the reminder e If you are using Microsoft Outlook the following screen appears Hi End of Probation Date Arrange meeting with Employees Manager Mr H Donaghy Appointment Oy x I File Edit View Insert Format Tools Appointment Help Save and close amp ab A i a x 7 Wr Appointment Meeting Planner Subject Era of Probation Date Arrange meeting with Employees Manager Mr M Donaghy Location Start time Tue 12 15 98 fiz 00am E Alday event End time Tue 12 15 98 fizsoam Show time as Busy Personnel Manager Diary Reminder M Reminder End of Probation Date Arrange meeting with Employees Manager El Categories Private E Follow the instructions for adding the reminder as outlined in the Microsoft Outlook documentation 279 PERSONNEL DIRECTOR USER S GUIDE Editing Diary Reminder Triggers i 2
473. splay the header title and worksheet data bat 1 On the Working Time Directive timesheet screen click the Colours button Bola or select Colours from the Options menu The Colours screen appears Header Timesheet Code Background Colour Exported No Text Colour Titles Monday Background Colour Tuesday Wednesday Text Colour worksheet 9 30 Background Colour 25 Text Colour 2 Select either the Background Colour or Text Colour button for the Header Title or Worksheet data 3 To change the colour do one of the following and then click OK e Click the colour you want from Basic Color or Custom Color e To create a custom colour click the Create Custom Color button Click the colour matrix or type the values for the Hue Saturation 262 MANAGING WORKING TIME REGULATIONS 10 Luminosity Red Green and Blue then click the Add To Custom Colors button Then click OK 4 On the Colours screen click OK Changing Timesheet Magnification You can change the level of magnification used to display the timesheet using the Zoom button or the Zoom menu item To select a preset zoom level 1 On the Working Time Directive timesheet screen click the down arrow to the right of the Zoom button oom 2 Select the level of magnification you want To specify a zoom level 1 On the Working Time Directive timesheet screen click the Zoom button or select Zoom from the Op
474. st select the report to preview ql 3 Click the Preview button on the toolbar A preview of the report is displayed Note that you can print the report from this screen 518 SCHEDULING REPORTS 220 Emailing Archived Reports You can email one or more archived reports To email one or more archived reports l 2 Click the Report Archive tab From the selection list select one or more archived reports to email Click the Email Selected Archive Reports button on the toolbar The MS Outlook 2000 s Email Compose window appears with the reports you selected as attachments Add the required email address the message then click the Send button Deleting an Archived Report ii When an archived scheduled report is no longer being used you can delete it To delete an archived report a he Click the Report Archive tab From the selection list select the archived report to delete Click the Delete button on the toolbar To confirm the deletion click Yes to cancel the deletion click No Purging Archived Reports Warning Purging archived reports permanently deletes the reports proceed with caution To purge an archived report l 2 Click the Report Archive tab Click the Purge button on the toolbar Select the date Archive Reports that were created on or before the date you select will be removed permanently To confirm the purge click Yes to cancel the purge click No 519 PE
475. st mail using the protocol selected This ensures that the email functionality works Service Time Interval Select the time interval for the Service to generate the scheduled Reports By default the interval is set to 15 minutes The interval can be set in minutes as well as hours Note If you change to the settings in Configuration Utility you must restart the service Click the OK button to save the configuration or the Cancel button to exit without saving the changes SCHEDULING REPORTS 220 Using the Service Indicator Prior to scheduling reports you must launch the scheduling service When the service is running you can then manage the service by pausing stopping or starting continuing the service When required you can also cancel or terminate the service When the service is running one of the following indicators appear in the System Tray Indicator Meaning The service is running ii The service is paused E The service is stopped Scheduled reports are mailed to users only if the Service Indicator is running To launch the scheduling service Note If the Service is running on a Windows 2000 server or Windows NT server ensure that it is started using a Domain Administrator account This can be done using the StartUp options of the service 1 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Service Indicator The Select a Service to Monitor screen display
476. t Name Name to display in the Select Names list E mail address Email address for the contact e Click the Save button to save changes or Add More to add more email addresses 8 Select at least one email recipient This is a mandatory field 915 PERSONNEL DIRECTOR USER S GUIDE 516 To select the names use the gt button Select Names d a p x Select Database DEMODATA o H Custom Contacts Please type or select the name s of the recipients Anitha BeulH Report Recipients Anita Beulah Christian Pederson Duvinda Singh Harriet Steel Jessop gt Jane Difazia Jane Woodbridge John Hesburn John Stephen Watson Kavinda anniarachchi Michael Andrew Hancom Michael Donaghy Hote Report recipients e mail address can be selected from the available addresses list Multiple e mail addresses will be separated by a semicolon Properties Help Cancel OF To view the name and email address of the selected recipient click the Properties button If you selected the Report Scheduler Custom Contact List option on the Scheduled Reports screen the Custom Contacts button appears To enter email addresses manually click the Custom Contacts button and enter the email address information If you selected the Personnel Director Database option on the Schedule Reports screen select database that contains the addresses you need from the Select Database drop down list When you are finishe
477. t geil Ee e Summary View Detail view Attached Documents Data Entered on This Screen Bank Name The name of the bank such as Barclays Bank Plc National Westminster Address The full postal address of the bank Branch The bank branch This is useful when a bank has more than one branch in a town or city Account Number The account number of the employee s main bank account the one into which their salary is paid Sort Code The bank sort code This is a free format field Account Type The type of account the employee has such as Current Deposit Account Benefit Details Use the Benefit screens to record taxable and non taxable benefits allocated to an employee during his her time with the organisation Such benefits could include mobile phones season ticket loans and private health care For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 205 PERSONNEL DIRECTOR USER S GUIDE Displaying Benefit Summaries Navigate to the record of the employee for whom you want to display benefits data Do one of the following e On the Absence and Payroll Shortcut bar click the Benefit Details button e From the Screen menu select Open Screen Select Benefits and then click OK Click the Summary View tab if it is not already displayed ig 99 Mr H Corsar a Benefits 99 Wir M Corsar
478. t Information Technology a Middle Name P Job Title IT Manar el Known As Mike Location Bristol Office Title Mr Reports To Pl Address BS Hilside View Full Fart Time FulTime Nailsea Contract Type Permanent el Bristol Contract End Date o H P Notice Period 3Months el Status Active z Fost Code Jesi2z1HG Grade Pol Assistant False F E Ee eee 4 First enter an Employee Number for the new employee This field is mandatory and must be unique Press the Tab key on your keyboard to move to the next field Fill in as much or as little data as you want Click the Contract Pay Details Personal Dates and Working Time tabs to enter data in those categories e For details about the data you can enter for an employee refer to Employee Data Entered on the Employee Details Screen on page 159 e For details about how to use the data entry features in Personnel Director refer to Common Features of Personnel Director on page 105 When you finish entering data click the Save button to save your changes or the Cancel button to cancel any changes that you have made Tip The creation of a new record can be used to trigger a Career Event or Diary Reminder See Setting Career Event Preferences on page 80 For more information about automatically triggered diary reminders and headcount statistics created when employees leave or join the company see page 167 151 PERSONNEL DIRECTOR USER S GUIDE
479. t Programs gt Vizual Business Tools gt Personnel Director gt Personnel Director or i Double click the Personnel Director icon on the desktop The Personnel Director Login screen appears Login to Personnel Director a Enter your login details for Personnel Director Password Pema SEET VBT Server Ey Help LIZ YBT GlobalD ata Provide the following information User Name Type USERNAME as default User Name Password Enter password as the default password Note User Names and Passwords to Personnel Director databases can be set and changed using the Security module For more information see chapter 3 Setting Up Security on page 35 Server Select the server running the Personnel Director database that you want to maintain The path to the Personnel Director files is displayed below Note Click the button to the right of the drop down list button to maintain the list of servers 32 INSTALLING PERSONNEL DIRECTOR EA Click OK Click the Open Database button _or From the File menu select Open Database Select the database you want to use and click the Open button 33 PERSONNEL DIRECTOR USER S GUIDE 34 SETTING UP SECURITY Use the Security Manager module to set up multiple user accounts create templates for adding new users and specify users privileges for accessing databases fields screens functions modules and other employee records The Administrator can use
480. t Row Height from the Format menu 3 Provide the following information Height Auto Click this radio button if you want the height to be adjusted automatically Custom Click this radio button if you to specify the height Then type the value for the height in the box WORKING WITH DATABASES 6 4 Use Default To use the default height click this checkbox To set the default click the Change Default button and select or specify the height select the units then click OK Units Select the units of measurement from the drop down list Click OK To set the format of selected cells l 2 3 4 Select the cells to be formatted Select Cell Format from the Format menu Select the format for the cell contents from the drop down list Do one of the following e To set a customised format click the Custom Number button Type the format and click OK e To set the format click OK To set a validation rule for selected cells l Z 3 Select the cells where the rule is to be applied Select Validation Rule from the Format menu Provide the following information Rule Type the rule to be applied Text Type the text to be displayed if the rule is broken Click OK 143 PERSONNEL DIRECTOR USER S GUIDE 144 Working with Spreadsheet Data To define a name for a formula a value or selected cells l 2i 3 4 If you are naming a cell or range of cells select the cell s From t
481. t Values Only or HTML or HTML Data Only 3 Click the Save button To add another sheet to the file e Select Insert Sheet from the Sheet menu To remove a sheet from the file 1 Click the tab of the sheet to be deleted 2 Select Delete Sheet from the Sheet menu 3 Confirm the deletion Click Yes To print a spreadsheet 1 Select Print from the File menu 2 Indicate the number of copies and other options 3 Click Ok To set up the spreadsheet page layout 1 Select Page Setup from the File menu The Page Setup screen appears Header ma F Cancel Footer Center Page amp P amp Center Horizontally T Center ertically Print Options W Grid Lines Black amp White T Row Heading l Column Heading al Left 0 75 Right za Page Order i Top To Bottom Units Inches Left To Right Scale Fit To Pagefs Pages Wide pemi Fages High WORKING WITH DATABASES 6 Provide the following information where required Header Type the text to appear at the top of each page Footer Type the text to appear at the bottom of each page Use the following codes to control the format of the header or footer amp L Left aligns the characters that follow amp C Centers the characters that follow amp R Right aligns the characters that follow amp D Prints the current date amp T Prints the current time amp F Prints the
482. t Windows NT4 Workstation Service Pack 5 and above e Microsoft Windows 2000 or Microsoft XP e Red Hat Linux 5 1 e Novell Netware 4 2 5 e SCO Open Server 5 0 e Solaris 2 5 x 2 6 e Hewlett Packard e HP UX 10 20 e IBM Power PC AIX 4 1 2 4 1 3 Minimum recommended hardware is Intel Pentium II or compatible 300MHz or higher 128MB RAM INSTALLING PERSONNEL DIRECTOR ie Network Protocols Network protocols should be MS NET compatible for Multi user versions For example TCP IP IPX SPX Note If the network protocol is NETBUI or NETBIOS do not set up the server on Windows 95 or 98 due to compatibility issues OLE Links Personnel Director comes complete with custom Word Processor Spreadsheet and Diary programs Personnel Director also links dynamically with the following applications e Word processor MS Word 97 and above e Spreadsheet MS Excel 97 and above e Diary MS Outlook 97 and above Application Disk Storage Personnel Director requires 40Mb hard drive space for installation on client systems The InterBase Server requires a minimum of 10Mb for the application Data Disk Storage It is recommended that at least 20MB of hard drive space is available to store databases on the server A database containing 10 000 records with one sub record per employee uses approximately 10MB of disk space This increases if all available fields are populated large notes fields are used multiple su
483. t a filter Note You can save the filter if when exiting the graph you confirm that you want it saved with the graph 1 Select Filters on the menu bar The Graph Filters screen is displayed Graph Filter f Group Cancel Co Filter Help Date Filter From Monday August 13 1 To Monday August 13 7 fet ff whe mwa wi le fies wi Ie fies wil Iq fies wil 14 2 Identify the employees you want to include in the graph e To identify the employees by group click the Group drop down list and select the name of the group e To identify the employees by filter click the Filter drop down list and select the name of the filter 3 Identify the dates you want to include in the graph e To select the date to be used for filtering select the name of the field from the Date Filter drop down list e To set a date range select or type the range in the From and To fields 4 Set up to five additional filters For each filter e Select the field to be used Select the name of the field from the first Filter drop down list first field for the filter 349 PERSONNEL DIRECTOR USER S GUIDE e To set the associated value select the value in the second Filter drop down list first field for the filter 5 Click OK Changing Chart Titles and Adding Markers You can add change or remove the top bottom and side titles on the chart abl 1 Click the Titles button on the to
484. t be used to group the query Click Next to continue The Define Search screen appears We want all absence records to be summarised so click the Next button The Set Order screen appears We want to leave the results in natural order so select Next CREATING QUERIES E 10 Type a description for the query and click the Finish button Preview Data Average Pay by Department Gender E l a e g Administration Human Resources Human Resources Information Technology Production Sales amp Marketing Software Development Software Development Warehouse Record Id 4 f H RIO oof 12 The results display the average Avg annual pay by department and gender Example 4 Summarising Absence History ni Huer In this example we create a query which summarises the absences taken by employees We retrieve the average total minimum and maximum days lost for each employee as wall as the number of absence records for each employee i 2 F 4 Click the Query button on the Tools toolbar Click the New button Double click the Query Wizard icon Select the database tables to include in the query In this example we need the Employee Details and the Holiday and Absence tables Because we are selecting two tables we are prompted to join the tables To join the tables click OK Then click Next We now select the fields that we want to appear in the query Because we are creating a summary quer
485. t have separate divisions it is useful to utilise the extra layer in the organisation structure so you can have another layer of detail in the reports and charts you prepare Tip Changes to the employee s division can be used to define Career Events See Setting Career Event Preferences on page 80 Department Select the particular department within the company in which the employee is employed Use the Pick List button to select or create a new department 161 PERSONNEL DIRECTOR USER S GUIDE 162 Job Title Select the employee s job description for example Senior Widget Developer Use the Pick List button to select or create a new title Location Select the location where the employee is based These locations can defined in and selected from the available Pick List Reports To Select the name of the employee to whom this employee is to report Use the Pick List button to select the employee Full Part Time Select the type of employment for example full or part time Use the Pick List button to select or create a new employment type Tip Full time and part time employees can be easily grouped See Creating and Maintaining Groups on page 286 Contract Type Select the employee s contract type such as Permanent Contractor or Temporary Use the Pick List button to select or create a new contract type Contract End Date Select the date on which an employee s contract of employment ends The f
486. t menu Type the text and click OK e If you placed an image right click the object and select Picture Then select the location and filename of the file containing the image e If you placed a bar code right click the object and select Configure to set the properties of the bar code then click OK To place field objects that you previously defined for the screen 1 Click a button on the Data Components toolbar to place the field object on your screen print Button Action Description A DBText Place a field DBMemo Place a memo field multi line Bl DBCalc Place a field which contains a calculation 589 PERSONNEL DIRECTOR USER S GUIDE ae DBRich Place a field that contains a rich text object formatting such as bolding color and bullets Tal DBImage Place a field which contains an image itt DBBarCode Place a bar code field 2 Click the position where you want the object placed in the report 3 Select the field you previously defined from the Field drop down list Positioning and Sizing Objects and Data Fields Take the following actions to position and size objects e To position the object or field drag it to the desired location e To view the exact position of an object on the card right click and select Position e To bring objects to the front of the layout click the Bring to Front button or right click and select Bring to Front e To send objects to the back of the
487. t of topics you can choose from is displayed Your web browser is launched and the home page of the Employers Guide to HR is displayed e Click beside the Help button on any screen and select HR Guide or press Ctrl F1 Information relevant to that screen is displayed For example accessing the Employers Guide to HR in the Disciplinary and Grievance screen displays information relating to disciplinary action If there is no relevant topic the Employers Guide to HR home page appears If this is the first time you accessed the guide you are asked to register as a user Exiting Personnel Director l Select Exit from the File menu If you made changes to a personnel record and haven t saved them you are prompted to save these changes Confirm whether you want to save these changes 123 PERSONNEL DIRECTOR USER S GUIDE 124 WORKING WITH DATABASES Personnel Director stores employee records in different databases When Personnel Director is installed the databases are set up for you Typically these are Personnel Database The database used to store your company s employee records Demonstration Database A database with a number of sample records which you can refer to at any stage Archive Database Used to store the records of employees that have left the company but whose details you want to retain for future reference Check with your Personnel Director administrator for more informa
488. t tD C Copy Scheduled the original Scheduled Report Report scheduled report on page 517 Edit menu gt Delete a scheduled Deleting a AlttD D ia Delete Scheduled report Scheduled Report Report on page 518 Archive Toolbar The Archive toolbar has buttons you use to work with archived reports Oe Button Menu Access Description Procedure Shortcut Preview an Previewing an Archived archived report Report on page 518 Delete an archived report Deleting an Archived Report on page 519 Purge an archived report Purging Archived Reports on page 519 li le let e Email an archived report Emailing Archived Reports on page 519 SCHEDULING REPORTS 220 Help Toolbar The Help toolbar has buttons you use to refresh report lists access online Help about Report Scheduler and exit the application WENE Button Menu Access Description Procedure Shortcut Refresh Scheduled O Reports and Archive Reports lists Help menu gt View Contents for Alt F X oy Contents online Help File menu Exit Report Alt H C Exit Scheduler Working With Personnel Director Reports Use Report Scheduler to run Personnel Director reports automatically at predetermined dates that you specify Report Scheduler then emails these reports to recipients you identify and saves the report preview to an archive The report archive conta
489. t to edit On the Detail screen edit the record The Detail screen enters edit mode As soon as you start editing a record the Record toolbar buttons Save and Cancel are activated Make the required changes to the data and click the Save button to save your changes or the Cancel button to cancel them Display the Details screen Do one of the following e To display Employee Details locate and double click the employees name using the Employee Navigator e To display other employee information click the appropriate button on the shortcut bar Then on the Summary screen double click the record you want to edit Click the Delete button on the Record toolbar or press Ctrl D LEARNING TO USE PERSONNEL DIRECTOR 5 3 Click Yes to confirm that you want to delete the record Printing Employee Records You can print the information on the Employee Details screen as an Employee Record Card You can also print the information contained on any of the other employee screens l a 2 Display the Details screen Do one of the following To display Employee Details locate and double click the employees name using the Employee Navigator To display other employee information click the appropriate button on the shortcut bar Then on the Summary screen double click the record you want to edit Click the Print button on the Record toolbar When you click the Print button a screen similar to this Medical History scr
490. tails entered Bonus Enter the amount of an annual bonus awarded to the employee Reason for Bonus Enter the reason for awarding a bonus The following data is calculated automatically by Personnel Director based on the pay details entered All calculated field values are expressed in the Local Currency defined on the Currency Exchange Rates screen accessed from the 236 WORKING WITH EMPLOYEE DATA 9 Company menu For more information on pay and pay period calculations see Understanding Pay Period Calculations on page 597 Annual Pay Gross annual pay based on the Pay and Pay Basis entries Pay Per Period The pay per Pay Period selected Hourly Rate The employee s hourly rate based upon the Pay and Contractual hours entered Time And A Half The employee s hourly rate multiplied by 1 5 You can see how much it would cost your company to pay the employee overtime Double Time The employee s hourly rate multiplied by 2 You can see how much it would cost your company to pay the employee overtime Professional Memberships You can record information about professional associations to which employees belong For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Professional Membership Summaries l Navigate to the record of the employee for whom you want to display professional membership d
491. tart the Personnel Director Upgrade Wizard e From the Windows task bar click Start then Run e Type c Program Files PersDir VBTUpgradePD exe and click OK The Upgrade Wizard starts and guides you through the upgrade process Personnel Director Upgrade Wizard Welcome a o Welcome to the Personnel Director Upgrade Wizard This program will upgrade your copy of Personnel Manager to Personnel Director _ Before pou proceed please ensure that you have Personnel Manager and Personnel Director installed on this computer There are some important points that we would like you to read before you begin the upgrade Please click on the button below to read these Notes Cancel 4 First click the Notes button to read about some important considerations before you proceed 5 Click the Start button to start converting your databases A progress meter shows you the status as each conversion proceeds 6 When the conversion is complete click Finish 31 PERSONNEL DIRECTOR USER S GUIDE Preparing Your Converted Database for Use There are several tasks you should complete in Personnel Director before normal use of the database e Recreate any custom reports graphs and queries e Because the security features in Personnel Director have been greatly enhanced you will need to set up the security privileges for your users Starting Personnel Director and Logging In 1 From the Start menu selec
492. te fields delivered with Personnel Director l Do one of the following 1f the Field Chooser screen is not already displayed e On the File toolbar click the Fields button e From the View menu select Field Chooser Select the field to be deleted and click the Delete button To confirm the deletion click Yes Entering Additional Field Properties After you have created the field you can specify additional properties If the field is to display a calculated value or is to contain a default value click the Value tab See Setting Field Value Properties on page 560 If the entry of this field entry is to conform to specific data entry rules click the Validation tab See Setting Field Validation Properties on page 562 If the field is to be a Pick List either fixed or variable click the Pick List tab See Setting Field Pick List Properties on page 563 559 PERSONNEL DIRECTOR USER S GUIDE Setting Field Display Properties Click the Display Format tab to specify the display format and the summary view for the field Field Properties E Field Display Format Value Validation Pick List web Display Format Format Provide the following information Format Select how this field is to be displayed and stored Depending on the type of field selected the options vary For example 1f you selected a text field you can choose Normal Uppercase Lowercase or Mixed Case format if y
493. ted text or object Copy y Copies the selected text or object Ctrl C E3 to the clipboard Cut Cuts the selected text or object Ctrl X and copies it to the clipboard Paste a Pastes the contents of the Ctrl V clipboard after the insertion cursor To undo the last action e Click the Undo button select Undo from the Edit menu or press Ctrl Z To select the entire document e Select Select All from the Edit menu or press Ctrl A To find text 1 From the Edit menu select Find or press Ctrl F 2 Provide the following information Find What Type the partial word whole word phrase or value you are looking for Match Whole Word Only Click this checkbox to locate only those occurrences that exactly match what you specified in Find What 327 PERSONNEL DIRECTOR USER S GUIDE 328 gt Match Case Click this checkbox to locate only those occurrences with upper and lower case characters as specified in Find What Direction Select the direction of the search up or down from the current location To locate the next occurrence click the Find Next button To replace text l 2 3 From the Edit menu select Replace or press Ctrl H Provide the following information Find What Type the partial word whole word phrase or value you are looking for Replace With Type the partial word whole word phrase or value to replace the occurrence Match Whole Word Only Click this checkbox to locate onl
494. tegory to be controlled by this allowance Holiday Agreed Specify the units in which this allowance i awarded 3 Enter a description of the Absence Allowance of up to 50 characters For example if you are entering an allowance for Maternity Leave enter that text 4 Select an Absence Category or enter a new category 67 PERSONNEL DIRECTOR USER S GUIDE 68 e To select a category click the Pick List button Select a category from the list and then click the Select button e To add a new category type a category name then click the Add button For example Paid or Unpaid Then click the Select button 5 Select Days or Hours from the Units drop down list The Absence Allowance units for the type of absence you are defining will default to the Units specified on this screen Click Next The Allowance Basis screen appears Absence Allowance Wizard Allowance Basis Please select the method by which increases in allowances will be determined Length of Service Use this setting if an employees allowance i determined by their Length of Service with your organization Age Use this setting if an employees allowance i determined by their Age Parental Use this setting if an employees is entitled with parental absence allowance Use this setting if an employees allowance is not determined by ether of these criteria lt Back ne gt Cancel Select one of the following depen
495. the spreadsheet program For instructions see Setting Your Add On Preferences on page 84 e Export the data from a Personnel Director report one supplied by Personnel Director or one you previously customised 130 WORKING WITH DATABASES 6 Exporting Data to a Text File l E 7 Export Display the Personnel Director screen that contains the data you want to export Click the Export button on the Personnel Director Records toolbar Then click the down arrow on the right side of the button and select Export to File from the drop down menu The Export Data screen appears Export Data To esport the information displayed on the curent screen please enter the following information i a Cancel Export to the following file Help Create a file of the following Format Comma Separated Values a i b c Provide the following information Export to the Following File Click the Pick List to specify the location and name of the file that is to contain the data Then click the Save button Create a file of the following format Select one of the following formats from the drop down list Comma Separated Values each field is separated from the next by a comma or Tab Separated Values each field is separated from the next by a tab Click the OK button Exporting Data Using the Personnel Director Spreadsheet l E 7 Export Display the Personnel Director screen that contains the data
496. the Payroll Link select the Payroll Link Enabled checkbox You can also disable the link by clearing this checkbox Specifying the Location of the Payroll Director Databases For Personnel Director to communicate with Payroll Director Paylink you must specify the location of the Payroll Director databases To do this complete the following steps 1 Use the Directory browsing button to select this location 2 When you have selected the location of your Payroll Director databases click the Test Connection button to test the connection between Personnel Director and Payroll Director Paylink If you are not sure of the location of your Payroll Director databases contact your payroll administrator or search for the file O0O0OOdata mdb using Explorer s Find Files or Folders Linking Personnel Director Databases to Payroll Director Companies Next you specify which Personnel Director databases are linked to which Payroll Director companies 1 Identify the file that corresponds to a Payroll Director Company e Jn Payroll Director open the Company to which you want to link e Note the number in brackets in the title bar For example for the demonstration database the display is Payroll Director 0 Riverside Hospital PLC This means that the database file is OOO0Odata mdb If it shows 2 the file is OOO2data mdb and so on 477 PERSONNEL DIRECTOR USER S GUIDE 478 2 Select the Databases tab in the Payroll Link Settin
497. the Security Manager module to e Change their own password e Add or remove Personnel Director user accounts and templates for setting up new user accounts e Control the access that users have to Personnel Director databases screens fields functions and modules For example you can deny user access to the Security Module itself deny access to screens such as Exit Interviews and Pay History or to sensitive fields within screens and deny access to the records of departments such as Finance and Administration e Control the access that users have to the records of other employees Starting the Security Manager Module Note You can log in to the Security Manager module only when no other users are logged in to Personnel Director Database Maintenance or Screen Designer 1 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Security Manager The Security Manager Login screen is displayed Login to Secunty Manager x FA Enter your login details for Personnel Director UserName USERNAME Password Pema eSPO UEK IB DATASYET GlobalD ata gdb 35 PERSONNEL DIRECTOR USER S GUIDE 2 Provide your password and the server where the Personnel Director database you want to use is located For further instructions see Starting Personnel Director and Logging In on page 32 3 Click OK The Security Manager Screen The Security Manager screen is shown below Sa Securit
498. the document normally It will appear in the Personnel Director Letters folder To create a mailing label template To create a Microsoft Word mailing label template follow these steps l 2 Click the Letters button on the Personnel Director Tools toolbar In the Personnel Director Report List click the Letters folder then click the New button Click the Letters radio button then type a name for your mailing label template and click OK The Create New Template screen appears Create new template x Please select the type of mail merge template that you would like to create Cancel e Letter C Mailing Labels Help Envelope Template Name Select the Mailing Labels option and click OK Microsoft Word opens a blank document with the name you entered 319 PERSONNEL DIRECTOR USER S GUIDE 5 Select Mail Merge from the Word Tools menu Hail Merge Helper 6 Inthe Mail Merge Helper click the Setup button The Label Options screen appears Label Options ini Address ini Shipping ini File Folder ini File Folder ini Diskette ini Address 7 Select the printer label and label number that you want and click OK 320 WORD PROCESSING AND MAIL MERGING 14 The Create Labels screen appears Create Labels EES Choose the Insert Merge Field button to insert merge Fields into the sample label You can edit and Format the merge Fields and text in the Sample Label box
499. the establishment attended for example The University of Hertfordshire Address The address of the establishment attended Press the Enter key to move to the next address line Attended From The date from which the establishment was attended Attended To The date on which the employee left the establishment Emergency Contacts You can keep the details of individuals who may be contacted in the event of an emergency These individuals may be the husband wife or other individuals You can keep the details of two contacts for each employee For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Emergency Contact Details 1 Navigate to the record of the employee for whom you want to display emergency data 219 PERSONNEL DIRECTOR USER S GUIDE 2 Do one of the following e On the Employee Shortcut bar click the Emergency Contacts button T na i E e From the Screen menu select Open Screen Select Emergency Contacts and then click OK 3 Click the Summary View tab if it is not already displayed The Emergency Contact Summary screen lists all of the employee s emergency contacts Adding Editing Emergency Contact Details 1 Do one of the following D e To add a record click the New button on the Record toolbar or press ee Ctrl4 N e To update a record on the Emergency Contact Summary View t
500. the title in the text box Click Adjust Frame to position the title within a frame To change the font click the Font button then select the font and font properties and click OK To add a border to the title click the Border button Click Visible Then set the border width style and color To change the background colour of the title click the Back Color button select a colour and click OK To change the pattern of a coloured background click the Pattern button select a style and click OK To change the position of the title click an Alignment button WORKING WITH GRAPHS 15 Changing Legends Attributes 1 Click the Legend tab to change the chart legend attributes Click the Visible button to turn on and off the legend display To change the font click the Font button then select the font and font properties and click OK To add a frame to the legend click the Frame button Set the border width style and color and click OK To change the background colour of the legend click the Back Color button select a colour and click OK To change the position of the title click a Position button Leave the legend style set to Automatic to display the selected graph criteria or select a series style for a custom series To change the text style select a style from the drop down list To put a shadow color behind the legend click the Shadow Color button and select a width To alter the position of the legen
501. ther options 3 Click OK To preview the document before printing 1 Select Print Preview from the File menu 2 Use the toolbar buttons to view and print the document Button Description i Fl ol Display length of page Exit Print Preview Display width of page 325 PERSONNEL DIRECTOR USER S GUIDE Zoom in a fou Zoom out 5 Print E Change printer setup To set up the page layout 1 Select Page Setup from the File menu 2 Provide the following information where required Papersize Width Type the width of the paper in inches or use the selection buttons Height Type the length of the paper in inches or use the selection buttons To exchange the width and height click the Flip button Margins Top Select or type the height of the top margin in inches Bottom Select or type the height of the bottom margin in inches Left Select or type the width of the left margin in inches Right Select or type the width of the right margin in inches 3 Click OK To hide or show toolbars the ruler or status bar e From the view menu select the item you want to hide or show Items which are displayed have a checkmark beside the item Select the item again to show or hide the item 326 WORD PROCESSING AND MAIL MERGING 14 Editing the Document To clear copy cut and paste Edit Menu Button Action Shortcut Clear Deletes the selec
502. this location On one client workstation log into the Database Maintenance module and use the Maintain Database List function to change the entries in Database List to match their new location For instructions see Maintaining a List of Personnel Director Databases on page 440 On each client workstation log into one of the Personnel Director programs and update the server settings to reflect the new path For instructions see To update a server definition on page 439 Note You maintain the location of the Personnel Director global database VBTGlobaldata gdb using the Personnel Director Database Maintenance module s Maintain Database List function recorded in the SERVERS TXT file on each client workstation You maintain the location of the Personnel Director databases using the Personnel Director Database Maintenance module s Maintain Database List function stored in the DATABASELIST table of the VBTGlobaldata gdb file on one client workstation and it is automatically updated on all other computers 467 PERSONNEL DIRECTOR USER S GUIDE 468 LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR You can link or share Personnel Director personnel and pay data with Payroll Director Paylink By linking to this payroll program you eliminate re keying of information in the payroll and Personnel Director programs This chapter explains how to install and configure the Paylink and what information is shared betwe
503. tion about the databases installed for your use You can transfer data from one database to another or to the Archive database You can export selected Personnel Director data is transferred to a file that can be read by a word processor spreadsheet payroll or database program Note While it is possible to move employee records from one database to another it is important to note that it is not possible to report on data held across more than one database It is better to use one database grouping the records into discrete groups and transferring any leavers to the Archive database 125 PERSONNEL DIRECTOR USER S GUIDE Using Databases You can open and close databases available for your use Opening a Database Use this procedure to open a Personnel Director database This may be the Demo Database Archive Database or a database that was created for you Note If another database is created on your network and made available to you the database automatically appears in this list B 1 On the main screen select Open Database from the File menu per The Select Database screen appears Select Database Cancel Demodata xl Employee Archive 2 Select the database that you want to open 3 Click the Open button to open the database or the Cancel button to return to the main screen without opening the database Closing the Current Database Use this function before opening a different Personnel Di
504. tion of Personnel Director For example you could export a graph you customised so it could be used by another Personnel Director installation l 2 3 Select the file or files you want to export in the Report List From the File menu select Export Items Provide the following information e Navigate to the drive and directory where you want to create the exported file e File Name Type a name for the file e Save As Type The file type must be Export File Click the Save button then click OK at the successful export message 303 PERSONNEL DIRECTOR USER S GUIDE 304 14 Overview WORD PROCESSING AND MAIL MERGING You can use Personnel Director s own integrated word processor or Microsoft Word for Windows for your word processing needs Use either of these word processors to create letters memos fax covers and correspondence from within the system without the need to transfer data to another application Personnel Director comes with a selection of standard employment letter templates including contract letters warning letters and recruitment letters These pre defined letter templates are ready for you to use or to modify to meet your specific requirements Any letter or document you generate within the system can be sent to individual employees groups of employees or to everybody who has a record in the database The integrated Personnel Director word processor is easy to use and functions in the
505. tions menu oom The Personnel Director screen appears Personnel Manager Ea Please enter a new zoom value Cancel 2 Type the percentage of magnification you want and click OK Setting Timesheet Options You can set absence options and import export warnings for the Working Time Directive timesheet 1 On the Working Time Directive timesheet screen select Options from the Options menu 263 PERSONNEL DIRECTOR USER S GUIDE The Options screen appears Absences M Save absence details on save Split absences into separate days I Recalculate leave taken Export J Warm user about saving an exported timesheet Cancel 2 To set absence options provide the following information Save Absence Details On Save Click this checkbox if you want the absence information recorded on the timesheet to create an Absence record Split Absences Into Separate Days Click this checkbox if you want the hours absent to be calculated as separate days For example if an employee is ill for three days clicking this checkbox will create an Absence record for each day the employee was absent Recalculate Leave Taken Click this checkbox if you want leave information to be recalculated for the employee in Personnel Director 3 If you want a warning message issued when a user attempts to use a spreadsheet that has already been exported click the Warn User About Saving An Exported Timesheet checkbox
506. tor Report List on page 297 Select the folder that contains the document for which you want to perform a mail merge Double click the document or select it then click the Preview button on the Toolbar For example you might want to create a letter to officially notify an employee of their promotion To select the Notification of Promotion Letter double click the Letters folder then the Employment subfolder Then double click the Notification of Promotion letter The Mail Merge Wizard appears Hail Merge Wizard Notification of Promotion ATF Please select the employees that you would like to include in your mail merge f Current Employee 001 Mr M Donaghy 2 of All Employees in the current database Group of Employees t Filter Manually select employees Cancel 4 Back Next gt Finish Select the individuals who are to receive the document e To select the current employee click the Current Employee option e To select all employees click the All Employees In The Database option e To select a group of employees click the Group Of Employees option then select the Group from the drop down list e To select a filter click the Filter option and select the name of the filter from the drop down list e To select employees individually click the Manually Select Employees option WORD PROCESSING AND MAIL MERGING 14 5 Click the Next button The second screen of t
507. tors are used to perform operations on string operands Function Description Concatenation Joins two strings together LIKE Boolean Operators Deletes the first occurrence of the second operand from the first Compares two strings with optional pattern matching The boolean operators take boolean operands and return a boolean All except NOT are binary operators Operator Description NOT Negation AND Logical AND Returns TRUE if both operands are TRUE OR Logical OR Returns TRUE if either operand evaluates to TRUE XOR Logical exclusive or Returns TRUE if one or the other but not both Assignment Operators operands are TRUE Expressions may also have variable assignments of the form Variable AssignOp Expression where AssignOp is one of the operators listed in the following table 604 APPENDIX B ee The assignment expression sets the value of the variable as well as returning the value of the expression Operator Description Simple assignment Add numeric date and time values or concatenate strings before assignment A B is equivalent to A A B Subtract numeric date or time values before assignment A B is equivalent to A A B Multiply numeric values before assignment A B is equivalent to A A B Divide numeric values before assignment A B is equivalent to A A B ea 9 Raise numeric value to a power before assignment A
508. trols to inherit the width of the smallest Width Specify the exact width in pixels 576 USING THE SCREEN DESIGNER Height No Change Select if there is to be no change to the height Grow To Largest Select if you selected two or more objects and want the smaller controls to inherit the height of the largest Shrink To Smallest Select if you selected two or more objects and want the larger controls to inherit the height of the smallest Height Specify the exact height in pixels 4 When you are finished click OK Handling Overlapping Setting Up Tabs When you place controls on the screen one or more controls may overlap one another You can change how controls overlap by placing them in front or behind one another This is especially useful when controls are placed on top of a bevel to place the bevel behind the controls To move one or more objects to the foreground 1 Select one or more objects you want to move to the foreground 2 From the Edit or shortcut menu select Bring To Front To move one or more objects to the background 1 Select one or more objects you want to move to the background 2 From the Edit or shortcut menu select Send To Back If you have more information than can fit on a single screen you can create a tab similar to those in the Personnel Director Employee Details screen A tab can contain one or more pages After you create a tab you can then add the desired field and displa
509. u click the OK button confirm that you want to continue You can view the archived employees at any time by opening the Archive Database using Open Database on the File menu 129 PERSONNEL DIRECTOR USER S GUIDE Exporting Data You can export selected Personnel Director data is transferred to a file that can be read by a word processor spreadsheet payroll or database program To export data you can create a database query and export the resulting records to disk create a report and save it to disk or export records to the Personnel Director spreadsheet or Microsoft Excel The best way to export data is to export the result of a query as described in Running a Query for Display or Selection on page 376 Note Be sure to indicate which spreadsheet program you want to use For instructions see Setting Your Add On Preferences on page 84 Exporting employee data is the reverse process of importing data You select the data you want to export and save it in a file which can then be read by a word processor spreadsheet payroll or accounts program Export the data using one of the following options e Export the data directly into a basic text file e Export the date using the Personnel Director Spreadsheet to modify the data before exporting it to a spreadsheet or HTML format or text format e Export the data directly into Microsoft Excel Note Be sure to indicate that you want to use Microsoft Excel as
510. uert Fandore CA A Action Club Southuert Fhoenix AZ Action Club South Dallar Th Action Club South Atlant GA Action Club South El Far Th Action Diver Southeart Charlotke MG ActionDiver Southeart Miam FL ActionDiver Southeart Columbia SC Action Diver Southeart Lexington VA Adjust field widths so all fields fit on page Cancel lt Back Hegt gt Finish Use this screen to indicate the page layout and orientation a vertical stepped or tabular layout portrait vertical or landscape horizontal page orientation and adjust the field widths to fit the page 10 As this report is to be printed vertically in tabular format click the Next button The fourth screen of the Report Wizard appears What style would you like G Customers Corporate COHPAHT REGION Action Club Southe ark Soft Gray Customers Company Action Cluk Cancel lt Back Hegt gt Finish 393 PERSONNEL DIRECTOR USER S GUIDE Use this screen to indicate the report style Click each style to see how it looks 11 As the Corporate style is fine for this report click the Next button The final screen of the Report Wizard is displayed That t all the information needed to create your report Do vou want to preview the report of modify the report s design Modify the report s design Cancel lt Back ert gt Finish 12 You have a choice of previewing the report or modifying
511. undancy i Grievance Notification of Promotion 0 pie Salary Review Notification Matemity Sickness Self Certification 2 Recruitment 2 References 2 Termination bem s e Double click the Letters folder e Double click the Working Time Regulations subfolder In Personnel Director Report List all letters faxes and memos are stored in the Letters folder in subfolders according to their subject matter For additional details on how to use Report List see chapter 13 Working with Personnel Director Report List on page 297 Double click the Working Time Opt Out Covering Letter or the Working Time Agreement To generate and print the document follow the instructions on the screens For more detailed instructions see Writing Other Documents on page 311 MANAGING WORKING TIME REGULATIONS 10 Managing Employee Timesheets Personnel Director comes with a comprehensive Working Time timesheet for recording employee start and finish times There are two methods that you can use to collect timesheet data Depending on the procedures in your organisation use either one or a combination of both e Centralised Data Entry e Distributed Data Entry With Centralised Data Entry you create and print timesheets on a scheduled basis using the Working Time Directive function in Personnel Director After employees fill in and return the paper copies of the timesheets you can then update the timesheets
512. urn to the Report List select Exit from the File menu on the word processing or charting screen or select Cancel and close the Report Builder window 301 PERSONNEL DIRECTOR USER S GUIDE Renaming a File ie 2 Deleting a File x 2 Click the name of the file to be renamed Select Rename from the Report List Edit menu or shortcut menu or press F4 Type the new name and press Enter Click the name of the file to be deleted Click the Delete button on the Report List toolbar Or Select Delete from the Report List Edit menu or press Del Refreshing the Files and Folders List Importing a File Click the Refresh button on the Report List toolbar or press F5 You can import a letter report or graph which was previously exported For example you might want to import a letter template created by another user l 2 302 From the File menu select Import Items Click the Import File Browse button to locate the file you want to import Select the file and click the Open button Import Items Ea Import Fie f Lizzyi Lizzw TEMP testexport ZIP E il Employees Abse E ance Import Into WORKING WITH PERSONNEL DIRECTOR REPORT LIST From the Import Into drop down list select the Personnel Director Folder you want to store the file in Click the Import button Exporting a Letter Report or Graph File You can export letters reports or graphs for use in a different installa
513. urrency Format Used by Windows on page 59 P11D Value The P11D value attributable to this benefit per year Career History An individual s time with an employer consists of a series of events ranging from joining the company to promotions salary changes change in employment status and so on Personnel Director automatically creates career history events when for example an employee leaves or joins the company You can track and build a history of these events Personnel Director can detect changes in certain pieces of data and prompt you to create career events For more details see Setting Career Event Preferences on page 80 207 PERSONNEL DIRECTOR USER S GUIDE You can analyse Career Event history using Personnel Director s reporting features and find information such as the number of people joining or leaving the company in a particular period For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Career History Summaries 1 Navigate to the record of the employee for whom you want to display career history data 2 Do one of the following e On the Employment Shortcut bar click the Career History button From the Screen menu select Open Screen Select Career History and then click OK 3 Click the Summary View tab if it is not already displayed E Career History Mr M Donaghy
514. urrency and Euros 63 PERSONNEL DIRECTOR USER S GUIDE 1 Select Currency Exchange Rates from the Company menu Currency Exchange Rates Please enter cumency exchange rates based on your local CUMENCY Danish Kroner Deutch Marks Euros French Francs Pounds Sterling Dutch Gelder 2 Select your local currency from the Local Currency drop down list 3 Use the following buttons to add delete edit and post changes to exchange rates Button Action Insert a new currency exchange rate record Delete the current currency exchange rate record Edit the current currency exchange record Post changes made to the current currency exchange record Cancel changes made to the current currency exchange record ST aS 4 To insert a new record click the Insert button then type the currency abbreviation description and current exchange rate 5 When you finish entering currency exchange rates click the OK button 64 SETTING UP PERSONNEL DIRECTOR 4 Entering Statutory Holiday Settings You can record all the statutory holidays observed by your company If you set up your company with multiple offices you can define the holidays for each office For more information about setting up offices see Entering Company Information on page 60 Statutory holidays are displayed in red on the Absence Calendar 1 Select Statutory Holidays from the Company menu Statutory Holidays
515. used allowance can be taken this may be subject to a maximum value f Unused allowances may be carried forward e Specify whether or not unused allowances are carried forward to another year by clicking the appropriate radio button If you select Unused Allowances May Be Carried Forward specify whether the 71 PERSONNEL DIRECTOR USER S GUIDE carried forward allowances are subject to a time limit or to a maximum amount by clicking the appropriate checkbox 13 If you selected Parental provide the allowance details Absence Allowance Wizard Allowance Details Please specily the details for parental absence allowances Validity Period 5 pear Total number of days allowed 65 Days allowed per year 20 ET e Cancel e Select or type the period in years that parental leave is valid e Select or type the number of parental leave days allowed over the period e Type or select the number of parental leave days allowed each year Enter 0 if the number of days is unlimited 14 Click the Next button and then click Finish Editing Company Absence Allowances If you want to change the definition of a company absence allowance 1 Select Absence Allowances from the Company menu The Absence Allowance Wizard screen is displayed 2 Click the I Want To Change An Existing Allowance radio button then click the Pick List button Select the allowance you want to modify then click OK 4 Modify th
516. ut the Working Time Directive Data Screen 259 Using the Working Time Directive Toolbars 260 Changing Timesheet Screen Colours 0 0 0 0 ee ee 262 Vil PERSONNEL DIRECTOR USER S GUIDE viii 11 12 Changing Timesheet Magnification 0 000 ee ee eee 263 Setting Timesheet Options 2 sc2c4eccndddwceeiddwe beamed 263 Recording Working Time Directive Data 000004 264 Modityine a Timesheet s sericese usien a aE E ead ean ees 266 Deleting a Timesheet 1 4 sche dss Lactate dolar deh exe pee ha head See 266 Importing and Exporting Timesheets 0 0 0000 cece eee 267 Printing Timesheet Reports 20 cette eee 269 Pantune TimMesneetS ac 2 058 aan sais Satis a es gat where See 269 Printing Other Working Time Directive Reports 242 Using the Diary 275 OVE EW et ceased hohe da duawa cides Se NRE eee vases 2H ACiy aus the Didi yasrss streset ur eee eNd oere e wie kek ee 276 The Personnel Director Diary Monitor 0000 00 eee 276 Controlling the Diary Monitor 0 0 00 eee eee ees 276 Diary Reminders ereere aeaee ehetldng each a e e 277 Setting Up Automatic Reminders 0 2T7 Editing Diary Reminder Triggers 0 0 cece eee eee 280 Creating Diary Reminders Manually 00005 280 Printing Your Diary ini0 ceed oda otc bs ae boca be Gia ees eek Det bce 283 Using the Diary
517. ve licence information e To add a licence click the Add button type the Certificate ID and Certificate Key provided by the licence and click OK e To remove a licence select the Certificate ID and click Remove 3 Click OK The licencing information is updated 4 From the Start button select Settings gt Control Panel gt Services 13 PERSONNEL DIRECTOR USER S GUIDE The Services screen appears Services Service Statue DHCP Client Directory Replicator Manual EventLog Started Automatic InterBase Guardian Started Automatic InterBase Server Started Manual lomegat ccess Automatic MoAfee Alert Manager Started Automatic MoAfee Task Manager Started Automatic Messenger Started Automatic Net Logon Manual Startup Parameters oo Startup Disabled Close Stark Stop Pause Eontinue Startup Hw Profiles PELL Help 5 Stop the InterBase server Select the InterBase Server and click the Stop 6 Restart the InterBase Guardian Select InterBase Guardian and click Start 7 Exit Services Click the Close button Step 3 Installing the Personnel Director Global Demo and Archive Databases 14 In this step you restore the Personnel Director Global Demo and Archive databases from the Personnel Director CD ROM onto the network server Be sure that you restore these databases to a directory on the network server computer and note the location of the databases Important Note Personnel Di
518. ve related absences Type the end date when the parental leave period terminates e Carried Over The number of days carried forward into the new year Type the number of days You can enter negative numbers e In Lieu Time may be given in lieu of extra pay or overtime Enter the number of days taken as time in lieu You can enter negative numbers e Allowed Days Per Year This field only appears for parental leave related absences The number of days per year allowed as parental leave days If required you can change this number entering 0 means the employee can claim an unlimited number of days in the year up to the number of allowed days Click the Save button Absence Allowance Calculations J Recalculate F 186 The calculations in the following fields show the current employee s absence allowance allowance taken allowance carried over from the previous year allowance taken in lieu and allowance remaining l To recalculate allowances click the Recalculate button Tip If you have created absence allowances for employees on an accrued basis you should recalculate to ensure that the numbers are correct To recalculate the allowances for the current employee click the Recalculate button on this screen Allowed The number of days or hours depending on the company absence allowance settings of annual leave that the employee is entitled to This is determined by the employee s length of service age or neither
519. ve their own set of absence allowances but using the Absence Allowance Wizard saves time by setting default absence allowances You can assign any of the absence allowances defined with the Wizard to a group of employees to all employees or to a list of employees using a filter You can also set the start date for each absence allowance on an individual group or global basis For more information see Setting and Displaying Absence Allowances on page 177 66 SETTING UP PERSONNEL DIRECTOR 4 1 Select Absence Allowances from the Company menu The Absence Allowance Wizard screen is displayed Absence Allowance Wizard Welcome to the Absence Allowance Wizard This wizard will guide you through the steps needed to create amend delete or assign Absence Allowances Select the option you require below then press Next to proceed f want to change an existing allowance f want to delete an existing allowance want to assign an allowance to people 4 Back ne gt Cancel 2 Click the I Want To Create a New Allowance radio button then click Next The Main Details screen appears Absence Allowance Wizard x Main Details Please enter a description for the Absence Allowance and the 4bsence Category you wish to control using this allowance Also you should should specify if the allowance is in Hours or Days Description 50 character masiman Maternity Leave Select the absence ca
520. ved in last three months 203 PERSONNEL DIRECTOR USER S GUIDE Bank Details Use the Bank Details screen to record the details of the employee s main bank account the one into which their salary is paid For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 120 Displaying Bank Detail Summaries 1 Navigate to the record of the employee for whom you want to display bank details 2 Do one of the following per om e On the Absence and Payroll Shortcut bar click the Bank Details button e From the Screen menu select Open Screen Select Bank Details and then click OK 3 Click the Summary View tab if it is not already displayed The Bank Details summary screen displays all or the accounts for this employee Adding Editing Bank Details 1 Do one of the following E e To add a record click the New button on the Record toolbar or press er Ctrl N e To update a record on the Bank Details Summary View tab select the record you want to work with and click the Detail View tab or double click the record 204 WORKING WITH EMPLOYEE DATA 9 ict Bank Details 99 Mr H Corsar Oe x Bank Details 99 Mr Ml Corsar Po Name Lloyds Bank Address 2 Binford Place The High Street Weston Super Mare Branch Name weston Super Mare Account Number i 2398321 Sort Code 45 274 3 Account Type Curren
521. vigator to locate the records you want to work with 1 Ifthe Employee Navigator is not displayed do one of the following FE e On the Tools toolbar click the Employee Navigator button Navigator o Or e Click the Employee Navigator on the View menu 2 Double click the folder of the department or other group that the employee is a member of 3 Double click the name of the employee you want to work with The Employee Details screen appears for that employee The Employee Details screen for the employee you selected appears Employee Details 001 Mr M Donaghy 10 J Employee Details SUN Ith Dishi ya Eumee Muka m tCt CS Contract Fap Details Personal Dates Working Time Surname Donaghy Division Second Office m First Hame Michael Department Information Technology m Middle Hame Job Title jit Manager Known As Mike Location Bristol Office m Title Mr Reports To m Address 59 Hillside view Full Part Time Ful Time m Nailsea Contract Type Permanent m Bristol Contract End Date Notice Period 2 Konths m Status Active m Fost Code pst 21HG Grade m Assistant False 154 WORKING WITH EMPLOYEE RECORDS 4 When you are finished with this employee s record return to the Employee Navigator to select the next employee To change Employee Navigator grouping criteria 1 Click the Change Criteria button The Change Criteria screen appears Change Criteria x
522. w period master record Cancel changes made to the work x period master record 6 Click OK when you are finished defining work period masters Entering Company Vehicle Data You can store data on vehicles owned or leased by the company record company vehicle usage and report on this data The first stage of this process is to create a list of vehicles operated by the company You can then enter vehicle usage information on the Vehicle Usage screen Once this information has been entered you can view vehicle usage by employees on the Usage tab Accessing Company Vehicle Data l Select Vehicles from the Company menu The Company Vehicles Summary screen is displayed Company Yehicles i x Company Vehicles oe me 9 123 216 Mondeo Vehicle List Wehicle Details 75 PERSONNEL DIRECTOR USER S GUIDE 2 To display the details about a particular vehicle click the Vehicle Details tab or double click the vehicle you want to see details for Company Yehicles isl z amp Company Vehicles ee en Registration Number RFOSEELU Description Ford Mondeo Verona 1 815 dr Hatchback Vehicle Specification Tas MOT amp Maintenance Vehicle Accessories Financial Usage Make Make I FORD Madel Mondeo Engine Capacity 1800 E Details Fuel Type Unleaded Colour Fed Trim Black z CO Emissions k g km Vehicle List Yehicle Details Automatically Updated Data on th
523. w weekly timesheet using the timesheet wizard Modify an existing timesheet Also export any existing timesheet 2 Delete a timesheet Oz Import a currently exported timesheet View and print Working Time Directive reports Perform one of the following actions Create a timesheet See Creating a Timesheet on page 257 Modify or export a timesheet To update a timesheet see Modifying a Timesheet on page 266 To export a timesheet see Importing and Exporting Timesheets on page 267 Delete a timesheet See Deleting a Timesheet on page 266 Import a timesheet See Importing and Exporting Timesheets on page 267 View or print timesheet reports See Printing Timesheet Reports on page 269 To exit the Working Time Directive click the Close button MANAGING WORKING TIME REGULATIONS 10 Creating a Timesheet To create a new timesheet 1 On the Working Time Directive menu click the Create Timesheet icon The Timesheet Wizard appears Timesheet Wizard x This Wizard will guide you through the steps required to create anew weekly timesheet Timesheet Code Z Timesheet Description i Date from which the timesheet will commence 9 14 1999 ieee Number of shifts per working day Help Cancel 4 Back Next gt Finish 2 Provide the following information Timesheet Code Type a unique code for this timesheet The code cannot include blanks
524. want to print 2 From the Sheet menu select Set Print Area To set print titles 1 Select the row column which contains the titles that are printed on each page Row titles are printed at the top of each page column titles are printed on the left of each page 2 From the Sheet menu select Set Print Title To set a page break 1 Select the row where the page break is to be inserted 2 From the Sheet menu select Set Page Break 147 PERSONNEL DIRECTOR USER S GUIDE Exporting Data Using Microsoft Excel 148 Export Note Be sure to indicate that you want to use Microsoft Excel as the spreadsheet program For instructions see Setting Your Add On Preferences on page 84 1 Display the Personnel Director screen which contains the data you want to export 2 Click the Export button on the Personnel Director Records toolbar Then click the down arrow on the right side of the button and select Export to Spreadsheet from the drop down menu The Excel Spreadsheet appears displaying the data you requested X Microsoft Excel Iof x sj File Edit View Insert Format Tools Data Window Help l x olele elaly selale elel zle alz lalala e ale e lAddress1 Address2 Address3 Address4 AddressS PostCode Age 6 Clifford FLeighton L Evercreect North Som B524 40 45 10 4 Brooklan Hillview Ro Glastonbui Somerset BS23 6UP 45 16 37a Hill Rc Weston su North SomBS23 SFG 4 17 10 Manor Clevedon Somer
525. will appear on the X axis of the graph e From the Versus drop down list select Employee Details Department This is the information that will appear on the Y axis of the graph 5 Click the Exclude Blank Values checkbox This ensures that employees not assigned to a department are not included in the graph 6 Click OK 338 WORKING WITH GRAPHS 15 The graph appears in the Personnel Director Graph Wizard fi Graph Wizard Tox File Graph Help Ba il al eels all Q O X a E Accounts E Acininistration C Information Technology E Logistics C Sales amp Marketting GS Software Development GS Technical Support o V U B nn mn C o wo I I I I I Accounts Administration Logistics Software Development e Use the Personnel Director Graph Wizard features to view and change the appearance of the graph as desired e When you are finished click the Save button to save the graph Save Graph x Employees by Department Cancel e Type a name for the graph and click the Save button 339 PERSONNEL DIRECTOR USER S GUIDE Example 2 Employees by Range of Pay Category In this example learn how to create a graph that shows the number of employees that fall within a certain pay range You can plot a range of values for any field that contains numeric data such as pay or holiday allowances In this example the number of employees versus the pay ranges into which they fall is plotted
526. window 284 diary reminders 277 exporting items to Microsoft Outlook 284 printing 283 switching off the Diary Monitor 276 system requirements 9 Diary reminders 277 creating automatic reminders 277 creating manually 280 deleting automatic reminders 280 deleting triggers 280 editing automatic reminders 280 editing triggers 280 setting preferences 81 Disciplinary and grievance data adding editing details 215 displaying summaries 215 Display formats setting 58 setting the currency format 59 setting the date format 59 Documents attaching to employee records 116 creating in Report List 300 E Education data 217 adding editing details 218 displaying summaries 217 entering 219 Emailing archived reports 519 Emergency contacts 219 adding editing 220 displaying 219 Employee appraisals adding editing details 199 data entered on Assessment tab 201 data entered on Comments tab 203 data entered on Key Objectives Agreed tab 202 data entered on Training Agreed tab 203 displaying summaries 199 Employee data 189 absence data 169 accident history 196 appraisal history 198 bank details 204 benefit details 205 career history 207 correspondence history 210 CPE CPD 212 disciplinary data 214 education 217 emergency contacts 219 employee notes 222 employment history 226 exit interviews 228 grievance data 214 holiday data 169 images 221 medical history data 232 pay records 234 photographs 224 processing end of year absence allowances 187 pro
527. word and the server where the Personnel Director database you want to use is located For further instructions see Starting Personnel Director and Logging In on page 32 Click OK 4 If you haven t already done so click the Open Database button select the database you want to use and click the Open button 93 PERSONNEL DIRECTOR USER S GUIDE The Personnel Director Environment Menu bar Toolbars Employee Navigator Shortcut bar Shortcut bar buttons Status bar 94 When you start Personnel Director the main window appears It contains a menu bar toolbars the Employee Navigator the shortcut bar and the status bar gt Personnel Director New Database USERNAME Iols File Employees Screen Company Toole View Options Window Help S c Ee amp a u E S S Open Close Open Close All Navigator O Find Search Query Diam Reports Letters ii E B amp B x O ri A g Oo El Hew Save Wancel Delete Beresh Falter Bird Export Pritt Help HA Guide gt Employee Navigator Ei Yag sane H E Information Technology Employee Details ao Production 3g H E Sales amp Marketing Ag Software Development Frennerncu Contacts a Employee Notes Vehicle Usagdey Employment Absence and Payroll raining and Educatio Q Inactive All Employees 6 2 e 2040
528. work a Remind Other Users prompt is also shown at the bottom of the screen Enter the details of the reminder Date If the date is different than the one displayed select the date Time If the time is different than the one displayed select the time Employee Select the name of the employee from the Pick List USING THE DIARY at 5 Description Type the purpose of the event or meeting Display Reminder Message Click this checkbox if you want a reminder to appear in your diary Then indicate how long before the event the reminder is to be triggered Select the duration and period Remind Other Users Select this checkbox to trigger reminders in the diaries of all other Personnel Director users if any e To add a user to the list click the Add button select the user s name and click Add e To add all users click the All Users button e To remove a user from the list select the user s name in the list and click Remove Click OK Printing Your Diary l Click the Print button on the Diary toolbar The Print Diary screen appears From 12707798 ht To 12714798 Ened Print All Events Do one of the following e To indicate a date range select or type the start date in From then select or type the end date in To e To print all events click the Print All Events checkbox Click OK The Print Preview screen appears displaying a printed version of the diary To
529. y we only select fields that are not being 373 PERSONNEL DIRECTOR USER S GUIDE summarised In this example these are Employee Number and Post Name Click Next to continue 6 For calculations we specify which fields we want to summarise In this example we want to calculate the Average Sum Minimum and Maximum days lost for each employee To add calculations click the Add Calculations option e Select Holiday and Absence Days Lost from the list of available fields and click the gt button e On the Calculated Fields screen select Sum from the Function drop down list This will calculate the total days lost for each employee Calculated Fields Function Cancel Numeric Field Holiday and 4Absence D ays Lost e Click OK Repeat these three steps adding Average Minimum Maximum and Count calculations for Days Lost Add calculated fields to the query f No Calculations f Add Calculations Available Fields Selected Fields Holiday and Absence Curenc Sum Days Lost Holiday and Absence Days Lost Holiday and 4bsence End Date Holiday and Absence Day Numbe gt Holiday and Absence Month Mur Holiday and Absence ear n Holiday and 4Absence Hours Lost Holiday and 4bsence Day Name Holiday and Absence Notes Holiday and Absence On Cost le Holiday and Absence Primary Key Function Cancel lt Back Next gt e Click Next to continue 374 CREATING QUERIE
530. y Agreed Leave of Absence and Sabbatical as holiday categories that are deducted from annual allowances Create other general absence categories such as Sickness Training and Unauthorised for other types of absence This is very important for reporting purposes as you can use it to group your employee absences into distinct categories for analysis Tip Use the absence Category to define a broad range of absence reasons such as Holiday Agreed and Sickness Then use the absence Reason to define subgroups for each of the absence Categories For example Sickness might be an absence Category and Influenza Cold and Back Pain could be absence Reasons Reason Contains a more detailed description of the absence This is a subgroup of Category see Category above You should use the Pick List for this field to standardise your data RECORDING AND TRACKING HOLIDAY AND ABSENCE EN Cost The cost of the absence or holiday which is calculated automatically from the Hours Lost field using the employee s hourly rate Hourly rate from employee s current pay record x Hours lost The cost is calculated by multiplying the current hourly rate by the contracted hours per week and dividing by 5 days For more information about absence and pay calculations see Understanding Pay Period Calculations on page 597 The value in this field cannot be modified on Cost Additional on costs incurred by the company such as Nationa
531. y Manager USERNAME User Security Help User Accounts and Templates User 2 Template Hame Full lme Description ls Locked iz SERNAME E tella a TE The Security Manager toolbar contains the following buttons Create a new user account Create a template for adding new user accounts Edit a user account or template Delete a user account or template Lock or unlock a user account or template 36 PERSONNEL DIRECTOR SETTING UP SECURITY Set up security at the module level a JE Set up security for an entire database Set up security at the screen level p y Set up security at the field level Set up security at the function level ah gj Set up security at the employee level View the audit log Adding a New User Account There are three ways to add a new user account e specify all the settings in the New User Wizard e use a template you have created and saved e copy the settings from those of an existing user Note When you create a user based on the settings in a template or copy the settings of another user the Wizard copies all access privileges including the right to access databases fields screens functions and the records of other employees from the template or user account To modify these privileges see Setting Security Privileges for a User Account or Template on page 45 To add a new user account 1 Click the New User butto
532. y controls 577 PERSONNEL DIRECTOR USER S GUIDE Adding a Tab i e To add a tab drag the Tab button on the Control Palette toolbar to the desired position on the screen Changing Tab Properties 1 Select the tab control and do one of the following e Double click the Tab control _or e From the Edit or shortcut menu select Object Properties The Tab Properties screen appears Tab Properties EES Poston __ ite Bl Left a56 Top 248 z width 185 Height 150 H Align None Tabs Add Edit Delete cat eow 2 Change the tab s position if necessary To implement location changes immediately click the Apply button Left Enter the measurement in pixels from the left edge of the screen to left edge of the control Top Enter the measurement in pixels from the top of the screen to the top edge of the control Width Enter the measurement in pixels from the left edge of the control to its right edge 578 USING THE SCREEN DESIGNER Height Enter the measurement in pixels from the bottom of the control to the top of the control Align Select the alignment of the control to the edges of the Client area Choose from None Top Bottom Left Right or Client 3 Specify the pages for this tab To implement page changes immediately click the Apply button e To add a tab click the Add button A new page appears in the Tabs
533. y those occurrences that exactly match what you specified in Find What Match Case Click this checkbox to locate only those occurrences with upper and lower case characters as specified in Find What Take one of the following actions e To find the next occurrence click the Find Next button e To replace the selected occurrence click the Replace button e To replace all occurrences click the Replace All button To check spelling l Click the Spelling button select Spelling from the Tools menu or press F7 Do one of the following To replace the incorrectly spelled word select a word from the Suggestions list and click the Change button e To display additional suggestions click the Suggestions button To correct the spelling yourself enter the text in the Change To field then click the Change button WORD PROCESSING AND MAIL MERGING 14 e To ignore this occurrence of the incorrectly spelled word click the Skip Once button or to skip all occurrences click the Skip Always button e To correct the spelling yourself and add the corrected spelling to the list type the correct spelling in Replace With and click the Add button 3 To exit the Spell Checker click the Close button To insert the current date e Click in the document where you want to place the date then select Date from the Insert menu To insert a picture or other object 1 Select Picture from the Insert menu 2 Select the locat
534. you want to export Click the Export button on the Personnel Director Records toolbar Then click the down arrow on the right side of the button and select Export To Spreadsheet from the drop down menu 131 PERSONNEL DIRECTOR USER S GUIDE The VBT Spreadsheet appears B VET Spreadsheet x File Edit View Data Sheet Format Tools Window Help D em Ss el Beas hk a E C Program Files4 izual4 6 T LocalD ata ssexp txt 59 Hillside View INailsea Michael Active 2 5 Trinity Close kingston seymour 2 David Active 3 Brownrack Cottage Orchard Drive 3 Sarah Active 4 53a Dial Hill Shrowle 4 John Active 5 40 Birnbeck Road Wimbledon Skavinda Active T6 25a Wood Averue Ealing Bb Samantha Active F J6 Clifford House Leighton Lane T Jane Active 66 Avon Way Halesowen o Richard Active 9 43 Matermnan Road Hillytields 4 Duvinda Active 40 4 Brooklands Hillview Road 10 Christian Active TAT 109 Grove Road Kemptston 11 Harriet Active 42 10 Monington Road Wimbledon 12 Norman Active 3 Use the VBT functions to modify the spreadsheet as desired For more complete instructions see the Personnel Director Spreadsheet online help 4 To print the spreadsheet click the Print button or select Print from the File menu 5 To save the file as a TXT file click the Save button or select Save from the File menu The file is saved by default into the folder and file c Program Files PersDir V BTLocalData PM
535. ype the exact measurement for the item from the left or top of the page or the width or height of the item 4 Click OK Changing the Unit of Measure You can change the unit of measure used for the ruler and for setting measurements and print position 1 From the Report menu select Units 2 Select the unit of measurement you want to use Changing the Display Format for Date Fields You can change the display format of date fields 1 Select a date field then right click and select Display Format 2 Select the desired format and click OK Setting Page Breaks for Grouped Reports If you have grouped a report so that it collects data based on the content of certain data fields you can control whether Personnel Director starts a separate page when the group changes For example if you have grouped a report first by location then by department you can set a page break each time the location changes 414 WORKING WITH REPORTS 1 From the Report menu select Groups Group pl FeesDue DateRenewed Add Group plFeesOue FeeDue Insert Delete Break On Data Field Custom Field On Group Change Start new page Reset page number New page when less than o Keep group together i Reprint group headers on subsequent pages conc 2 Do the following To set options on the basis of a data field on the report leave data field selected To set options based on a custom field such
536. zontal or vertical lines to divide areas of the screen print or to provide emphasis 1 Click the Line button in the Standard Components toolbar then click in the screen print section where you want to place the line Use your mouse to adjust the length of the line 2 To change the colour of the line click the arrow to the right of the Line Colour button on the Draw toolbar and change the colour to red Changing Background Colours Suppose that you want to change the background colour in the Header from white to red 1 Click the Shape button on the Standard Components toolbar and click in the Header section Drag the corner handles until the rectangle covers the header section 587 PERSONNEL DIRECTOR USER S GUIDE al In the Format toolbar click the arrow to the right of the Fill Colour button on the Draw toolbar Select the colour of your choice To show the labels and fields hidden by the rectangle right click the rectangle then select Send to Back from the shortcut menu Creating a Border You can use the Shape button to add a border around the Detail section of the screen print Click the Shape button then click inside the screen print the top left corner of the Detail section to place the rectangle Drag the lower right corner handle to the lower right corner of the section In the Draw toolbar click the arrow to the right of the Line Colour button then select red for the border colour To show the

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