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PERSONNEL DIRECTOR USER GUIDE

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1. 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 111 To display details for an employee 1 Ifthe Employee Navigator is not displayed do one of the following 2 Click the Employee Navigator item in the View menu Options Window Help Goto My Record Set My Record Set My Office Toolbars Employee Navigator Ctri Q lw Shortcut Bar lv Status Bar 3 Double click the folder of the department or other 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 for the employee you selected appears 70 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Employee Details 014 Miss S J Dibbens ay Bj x i Employee Details 014 Miss S J Dibbens Employee Number jor 4 Contract Pay Details Personal Dates Working Time Surname Dibtens Division SouthEast A First Name stella Department Administration n MiddleName jae JobTite Admin Assistant H Known As Stella Location London Office e Title Miss H Reports To O1G MrAJLocatel aa
2. 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 Menus Available from the Main Menu The following menus are available from the main menu File menu contains functions related to opening and closing databases printing and changing your password 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 menu contains functions used to trigger Career Events and Diary Events and set certain preferences for how you use Per
3. 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 importing click this option e If you are importing records into the Master table this version of the Import Rules screen appears 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 5 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 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 impo
4. v None Side by Side Stacked Stacked 100 This graph looks particularly impressive in 3D Simply click the 3D button ff Graph Wizard File Graph Help 10 x BAY alelu ellie mjol lt 1 au Xalal Vizual Bq rirerire N rg E North West E Second Office DG South East i South West lt 16 16to 20 24 to 28 32 to 36 40 to 44 Vizual 48 to 52 56 to 60 Working with Graphs To open close rename and preview graphs see Managing Report Letter and Graph Files on page 220 253 PERSONNEL DIRECTOR WORKING WITH GRAPHS Saving Changes to a Graph e To save changes you made to the graph click the Save Bl button on the toolbar Printing the Graph To print the graph click the Print 53 button on the toolbar W TeeChart Print Preview ioj x Printer Setup Print Printer He Lasenet 2300 Series PCL 6 M Paper Orientation Portrait Landscape mMargins 7 E ma Reset Marains V View Margins Detail More Normal IV Proportional To select a different printer or change the print options click the Printer Setup button in the Preview window To change the orientation on the page click the Portrait or Landscape button 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 margi
5. vlAccident History 9 Click the Design tab to adjust the report layout e Move the Post Name to the Group Header next to the Employee Number field Drag the Post Name into the position shown below 296 PERSONNEL DIRECTOR WORKING WITH REPORTS ReportBuilder New Report Mie ES Fie Edit View Report Help Data Design Preview IDES Shea Ooo ABBSRAS B I rm am EF PR 1 plAccident History lAccident History Title E Header E OLLOWUP Group Header 0 FOLLOWUP 0 Day Numbey Group Header 1 FIELDDAY BD Detail Group Footer 1 FIELDDAY Group Footer 0 FOLLOWUP 172872005 1 Page Footer lLeft 0 Top 0 width 0 Height 0 dn 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 DBCalec al button e Inthe group footer for the STAFFNO click the location directly under the Days Lost field in the detail band Group Header 0 FOLLOWUP Bay Numbe Group Header 1 FIELDDAY 2 Date of Accident Detail Group Footer 1 FIELDDAY Group Footer 0 FOLLOWUP 1728 2005 1 Page Footer e With the DBCalc field selected select Days Lost from the Data drop down list o Data Design Preview RIABEReaS oO ADDERSDS a B e i
6. x To insert a new record click the Insert button then type the currency abbreviation description and current exchange rate When you finish entering currency exchange rates click the OK button 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 39 Statutory holidays are displayed in red on the Absence Calendar 1 rag Select Statutory Holidays from the Company menu x z Statutory Holidays Use this screen to record Company Statutory Holidays such as Christmas or New Years Day Office Head Office a Cancel Help Select the office that you want to define holidays for from the Office drop down list 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 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 Use the following buttons to insert records delete existing records and post and cancel changes 42 PERSONNEL DIRECTOR S
7. Width 0 Height 0 WA 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 278 e To update the format click the Design tab For more information see Using Page Layout Tools in the Page Designer on page 302 e To view or print the result click the Preview tab For more information see Displaying Reports on page 286 Deleting a Report When a report is no longer required you can delete it 1 Click the Reports button on the toolbar or select Reports from the Tools menu 2 Click the report you want to delete then click the Delete button 3 Select Yes to confirm the deletion 288 PERSONNEL DIRECTOR WORKING WITH REPORTS 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 e 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 e 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 the Design tab to create or change the report layout Preview tab View the results on the Preview tab NOTE You will not see the Prev
8. ae e e Provide the following information Template Name For example you could name the template Demol1 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 27 Editing User Accounts or Templates You can modify the settings for a user such as their name password department and location You cannot change their user ID 1 2 3 4 Select the user account or template from the User Accounts And Templates list Right click and select Edit or press F4 Click Next to Modify the user account as required clicking Next to move through the screens Click Finish Locking and Unlocking User Accounts or Templates 1 2 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 w
9. 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 1 From the Tools menu select Employee Pay Increase 322 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES Employee Pay Increase gy x Ej Employee Pay Increase Selection Rounding Individual Employee F Round increase value Group of Employees G RoundUp C Employees within a Filter C Rud Dohn Employee Round to nearest multiple 002 Mr D Slattery oF 1 Increase Details Review Press OK to view or update the selected Pay Effective From fi 1 25 2005 x employee s You will also be able to print a report of the results Percentage Increase Fixed Increase Local Currency Increase Amount E GBP OK Close 2 Take one of the following actions To increase pay for one employee click the Individual Employee button then select the employee name from the drop down list To increase pay for a group click the Group of Employees button then select the group from the drop down list 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 3 Select the date on which the pay increase becomes effective by clicking the calendar button and s
10. For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 86 158 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 e On the Employment Shortcut bar click the Disciplinary amp Grievance button _or 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 Details Use this screen to add edit or delete disciplinary and grievance records for the current employee 1 Do one of the following e To add a record click the New button on the Record toolbar or press 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 2 Disciplinary and Grievance 001 Mr M Donaghy 7 E oj x a Disciplinary and Grievance w 001 Mr M Donaghy Date 2 7171994 Event Type fi st Verbal Warning Release Date an 71994 X IV Letter Sent To Employee Follow Up
11. Parameters Show backups of database vbtalobaldsta S First backup to restore 30 11 2005 11 22 01 VBTGlobaDData F Point in time restore Bi wo 9 30 11 200511 11 C WBTGlo VBTGlobalData Cancel Help On the General tab provide the following information Restore As Database Select this checkbox to specify which database to restore Restore Select what is to be restored e To restore the selected database click the Database option e To restore a file group or file click the File groups or Files option e To restore from a device click the Device option Restore Specify the parameters you want to set The following settings appear if you choose to backup a database for information on the parameters for the other options see the SQL Server documentation The following information is listed for each backup in the list Type The type of backup Backup Set Date The date of the backup set Size The size of the backup set Restore From The file location of the backup set Backup Set Name The backup set name e If required specify the following options 345 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES Show Backups Of Database Select the database you want to list the backups for First Backup To Restore Select which backup to restore first from the drop down list Point In Time Restore Click this checkbox to restore a backup from a selected point in tim
12. 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 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 275 NOTE Be sure to indicate which spreadsheet program you want to use For instructions see Setting Your Add On Preferences on page 58 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 the spreadsheet program For instructi
13. 1 Select Preferences from the Options menu 2 On the Preferences dialog click the Absence tab The following screen is displayed x Tumover Statistics Allowance Options General Add Ons i Absence Settings These settings determine if Weekends and Company Holidays are included when calculating the days and hours lost on the absence screen J Include Weekends in Absence Calculations Include Company Holidays in Absence Calculations Work Periods J Use Employee Work Periods Employee Work Periods are maintained at individual Employee Level An Employee can work on different days and times This information is 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 is used to determine the Statutory holidays an employee is entitled to Office Field X E toot e 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 cal
14. Change the depth of the graph The graph must be 3 D Edit graph properties hee es ee 246 PERSONNEL DIRECTOR WORKING WITH GRAPHS Click one of the following the buttons on the Graph Wizard toolbar to manage the graph file S Print the graph Copy the graph to the clipboard for copying into another application 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 name 1 Click the Reports button on the Tools toolbar 2 Click the New Graph an button The Graph Wizard appears t craph wizara E File Graph Help Bj Sly aea Ellaell lalm o Qo Male 3 From the Graph menu select Graph Setup Or Click the Graph Setup S button on the toolbar 247 PERSONNEL DIRECTOR WORKING WITH GRAPHS Graph Criteria l xj m Plot the information contained in z OK Employee Details we and Accident History X Cancel p Plot the elp Sum bd of Accident History Days Lost Versus FI Accident History Book Updated
15. Creating a Copy Create a copy of Edit menu gt Copy fhe orginal of a Scheduled Alt D C pami Scheduled Report Report on page scheduled report 370 Deleting a if Edit menu gt Delete Delete a scheduled Scheduled Report Alt D D Scheduled Report report on page 371 Archive Toolbar The Archive toolbar has buttons you use to work with archived reports a a Menu woe Button ccess Description Procedure Shortcut Previewing an Preview an Archived archived report Report on page 371 Deleting an Delete an Archived ui archived report Report on page 371 Purging Purge an Archived archived report Reports on page 372 Emailing Email an Archived 5 archived report Reports on page 371 Help Toolbar The Help toolbar has buttons you use to refresh report lists access online Help about Report Scheduler and exit the application o gt Button Menu Access Description Procedure Shortcut Refresh Scheduled Reports and u Archive Reports lists 368 PERSONNEL DIRECTOR SCHEDULING REPORTS EA Help menu gt View Contents for Alt E X Contents online Help o File menu gt Exit E it Report AlttH C Scheduler Working With Personnel Director Reports Use Report Scheduler to run Personnel Director reports automatically at predetermined dates that you specify Report Schedule
16. 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 J and J 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 Your General Preferences 56 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 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 Preferences x Allowance Options Employee Add Ons Absence Screens Open each screen in a new window Open each screen in the same window Window IV Show Status Bar IV Display Shortcut List IV Large Toolbar Buttons Pick Lists JV 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 He wet ok _ 2 Under Screens specify how you want Personnel Director to display and open screens
17. For example if it is valid for employees from year one to three select 3 Type the numbers or select them by clicking the J and J 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 Click the Next button The Allowance Carryover screen appears Absence Allowance Wizard g x Allowance Carry Over Use this step to define allowance carry over controls For example an allowance may permit a 3 month grace period in which unused allowance can be taken this may be subject to a maximum value Unused allowances may be carried forward lt Back ne Cancel e Specify whether or not unused allowances are carried forward to another year by clicking the appropriate radio button If you select Unused 47 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR allowances may be carried forward specify whether the 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 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 cli
18. 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 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 5 Click OK The tables you chose now appear in the Selected Tables list 271 PERSONNEL DIRECTOR CREATING QUERIES 8 9 Query Wizard JE g Select the tables that you want to query Available Table Selected Tables CPE CPD Record Employee Details Current Pay Details Holiday and Absence Daily Attendance Disciplinary and Grievance Education History Emergency Contacts A aE Employee Images Employee Notes Employee Photographs Employment History E Maternity Medical History 4 b Join Now that the tables are selected click Next Select the fields to include in your query In this example include the following fields to produce a query that shows Employee Number Post Name
19. PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS Notes 1 SSPQUALIFYINGPATTERN defaults to 1 week Monday to Friday are set as qualifying days for Statutory Sick Pay 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 00 if exported for a new record ACTIVESTATUS EMPLOYEESTATUS NEWEMPLOYEE CURRENTPAYMETHOD and INITIALSSPCURRENTWEEK are set to 1 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 The incorrect database driver has service library File been selected Select the C WINDOWS MSAPPS D IDDA35532 DLL driver as AO DA03032 DLL Alias explained in the following VBTPaylink error reported 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 1 Waly PIETA CONN 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 BDE
20. Server Enter the server and database location of the VBTGlobaldata database used by Personnel Director For MS SQL this is the server and database name separated by a period For example e Ifthe database server is Testsrv1 and the name of the database is vbtglobaldata enter Testsrv1 vbtglobaldata Username The user name for the Personnel Director administrator The default is VBTADMIN for MS SQL This cannot be changed Password Enter the password for the user VBTADMIN The default password is Vizual for MS SQL 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 3 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 363 PERSONNEL DIRECTOR SCHEDULING REPORTS to send a test mail using the protocol selected This ensures that the email functionality works Service Time Interval Select the time interv
21. Close the current Closing the Current Close Database database Database on page 91 The Employee Navigator Use the Employee Navigator to locate the employees whose records you want to work with Ye Ao C Administration C Buying CI Human Resources C Information Technology 001 Mr M Donaghy E 013 Mr P B Sedman C Production C Sales amp Marketing C Software Development CI Training CI Warehouse All Employees 20 Ui 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 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 69 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Y U C Administration C Buying C Human Resources C Information Technology 001 Mr M Donaghy 013 Mr P B Sedman C Production C Sales amp Marketing C Software Development amp 020 Mr G Davidson amp 004 Mr J Hesburn amp 012 Dr N Mansfields amp O06 Miss S Philips C Training C Warehouse All Employees 20 h To display an employee s details you simply double click the name of the employee 1
22. 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 separate line in the address box by inserting the cursor at the beginning of the line 38 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 4 5 Telephone Type the phone number Fax Type the fax number E Mail 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 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 company record Cancel changes made to the current company record a PS Refresh the current company record To add or change the logo click the Logo button The Company Logo dialog ope
23. Follow the instructions for adding the reminder as outlined in the Microsoft Outlook documentation Editing Diary Reminder Triggers 1 2 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 205 PERSONNEL DIRECTOR USING THE DIARY 6 7 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 1 An RB wn 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 1 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 e If you are using Personnel Director Diary a screen similar to the following is displayed oa Personnel Director Diary E o x File Edit Locate Help B amp B ee Bit M we lt gt gol
24. Installing and Setting Up Report Scheduler This section contains installation and setup instructions on how to e Install Report Scheduler on MS SQL Server 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 Report Scheduler Engine 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 MS SQL version of Personnel Director on one of the following operating systems Windows 95 98 Windows NT4 Server Service Pack 4 and above Windows 2000 Server Minimum recommended hardware is 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 MS Outlook 2000 needs to be installed on the machine
25. VIZUAL B USINESS TOOLS PERSONNEL DIRECTOR USER GUIDE E ntents INTRODUCING PERSONNEL DIRECTOR eeeseeerereeeeeseeeeeeeeeeeeeeeeceeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 1 Welcome sesrsrseiinenearaon aaa a a a aa aa a aa a an 1 How This G ideis Organised en a E E S 1 About Vizual Business Tools cae ca tated dant ade dade Gal adele el ade tect teed et alee Rete 2 How Personnel Director Works 0 eee eseeeseeeeseeeeseeseseesceeeseseescsecseeacseeacsesscsesscacseeaeseescsesaseesaesesseeasseeassesaeeesaees 3 Backing Up Your Data csccsesecccccasesccecscesecees cock ecacusicesasecicusadecscesevacheusucuckcxcecusaseescuonsaseceeasaceesstcesadecicusestessesesecaeetecees 5 INSTALLING PERSONNEL DIRECTOR cccscssssssssssssesssssssessssssscnssssesssesscesesevsesseessessesessesesessesesnens 6 System Requirements ie e505 ayestie tee eidia wien eid tease siete Aine eid nape toe ees 6 Part 1 Installing Personnel Director on the Network Servet eceeeeeescesecesecseeceeeceeeaeeeeeeeeeeeeeeeeeeseees 6 Installation Procedure 3 22 nie e shee niin Shade ts Hoda EE Ae hie eee doa 7 Part 2 Installing Personnel Director on a Workstation 00 0 cc ecceeceeceesceseceseceseceseceaecasecaeecaeseseseeeeneeeeees 8 Step 1 Installing the Personnel Director Software on a Workstation cece eseeeeeeeeeeeeeereeseeeseenaes 8 Step 2 Configuring Personnel Director at a Workstation eee ceeceecescceseceeceseceeceaecaeeeneeeseeeeeee
26. e For details about how to use the data entry features in Personnel Director refer to Common Features of Personnel Director on page 73 6 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 55 For more information about automatically triggered diary reminders and headcount statistics created when employees leave or join the company see page 202 Editing Employee Records 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 110 2 Edit the fields required as described in Creating New Records Manually on page 106 E 3 When you finish editing data in the record click the Save 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 Copying An Employee Using this feature users will be able to duplicate an employee s records to create a new employee into the same another database The new employee ho
27. e To add a database in the Allowed list to the Prohibited list click the Add gt ay button e Toremove a database from the Prohibited list and make it available click a lt database in the Prohibited list and then click the Remove button gt gt e Use the Add All gt button to move all the databases in the Allowed list to the Prohibited list 28 PERSONNEL DIRECTOR SETTING UP SECURITY 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 Modifying Screen Level Privileges If you deny access to a particular screen the associated screen button is disabled on the toolbar 1 Ifyou select Screens The Screen Security Wizard opens click Next to go to the next screen Screen Security Wizard USERNAME2 Screen Access Please specify which screens the user has access to and which are to be defined as No Access Allowed Access Prohibited Absence Allowance gt J Accident History Appraisal History Bank Details Benefits Career History lt d Correspondence History CPE CPD Record xl Cancel 2 On the Screen Access page of the Wizard 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
28. e To select an employee double click the employee s name or select the employee s name and click the Employee button e To save the results to a file Click the Save al 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 e If you are updating a query used for display purposes click the Query button on the Tools toolbar select the query you want to update and click the Edit button e If you are updating a query to be used in a report click the Report 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 279 PERSONNEL DIRECTOR CREATING QUERIES Employee Details enea oa plEmployee_Details Fields for plEmployee_Details EA Department String ER Job Title String EE Post Name String 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 283 Use the following buttons to edit your query
29. 11 24 2005 3 09 38 Pt 15 09 38 SERNAME LogIn E 11 24 2005 3 08 22 Pt 15 08 28 SERNAME pdtechdemo Log Out E 11 24 2005 3 08 22 Pt 15 08 22 SERNAME Log In il 11 24 2005 3 07 20 Pt 15 08 14 SERNAME Log Out E 11 24 2005 3 07 20 Pt 15 07 21 SERNAME Log In 11 24 2005 3 04 22 Pt 15 04 22 SERNAME LogIn E 11 24 2005 3 04 22 Pt 15 47 23 SERNAME FFD Log Out 11 24 2005 3 03 06 Pt 15 03 06 SERNAME Log In i 11 24 2005 3 03 06 Pt 15 07 05 SERNAME pdtechdema Log Out 11 24 2005 3 00 58 Pt 15 01 17 SERNAME Log In i 11 24 2005 3 00 58 Pt 15 25 26 SERNAME pdtechdema Log Out 1124 2005 11 56 08 4 15 03 57 SERNAME pdtechdemo Log Out E 11 24 2005 11 56 08 4 11 56 11 SERNAME Log In E 11 24 2005 11 56 03 4 11 56 04 SERNAME nvalid Login Attempt 2 Take any of the following actions Tools Description 7 Filter the list of users and their activities Select the type and filter criteria and click OK A i Sort the list of users Select the sort criteria and sort order and OK 34 PERSONNEL DIRECTOR SETTING UP SECURITY Sort the list of all users if a filter has been applied iff Clear the audit log Confirm that you want to clear the log e Export Audit Trail Items Click to get help for Audit Trail fl Exit the Audit Trail dialog Starting Personnel Director and Logging In 1 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Personnel Director 2
30. 138 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE The Allowances Year End process is run only on the current database Processing Absence Allowances at Year End 1 Take one of the following actions e Select Allowances Year End from the Company menu Or e Click the Absence Allowance button on the Absence and Payroll shortcut bar Click 4 beside the Recalculate button and select Year End Personnel Director E xj 9 You have requested that the year end and carry over process be performed for all employee allowances 2 J Do you wish to proceed 2 To perform end of year allowance maintenance click the Yes button To exit without making any changes click the No button 139 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 106 you can enter a wide range of additional data for that employee The screens for entering this data are accessed from either 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 r
31. 2 Click the Export Ei 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 E BT Spreadsheet 10 x File Edit View Data Sheet Format Tools Window Help jose Sse m yk a Ll C Program Files Vizual PD MSSQL LocalData intranet PDEXporetne E i ol x Al 59 Hillside View ADDRESS1 ADDRESS2 ADDRESS3 ADDRESS4 ADDRESS5 59 Hillside View INailsea Bristol eenceeen P 3 Use the Excel functions to modify the spreadsheet as desired For instructions see the Microsoft Excel documentation 4 To exit Microsoft Excel select Exit from the File menu 105 Overview WORKING WITH EMPLOYEE RECORDS 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 e Employee Detail identification The employee s number name and address e Contract tab Data relating to the employee s contract with the company e Pay Details tab A summary of the employee s current pay payroll and tax details e Personal tab Miscellaneous personal details for the employee e Dates tab Key dates relating to the employee e Working Time tab Status of participation in Working Time Directive Aft
32. Address 13 Roundmoor Gardens Full Part Time Fimme a Eaisfied Contract Type Permanent London Contract End Date X LO O y O Notice Period Monn o a w Post Code wisi oo alel foie Assistant Grade 4 Detail View Attached Documents 5 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 Ea e To refresh the data click the Refresh Refresh fb utton 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 Shortcut Bar 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 Employee Shortcut Bar Buttons To access employee records click Emos button The region is populated with the Icons to various details of the selected employee as shown below 71 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Icons Description Employee Details Emergency Contacts Employee Notes Vehic
33. Cancel lt Back Next gt Finish 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 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 Report Wizard 2 Available Fields Accident Book Updated Date of Accident Date of Accident Day Number Day Number Groups Ea 24 Cancel lt Back Neat gt Finish 290 PERSONNEL DIRECTOR WORKING WITH REPORTS 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 9 As this report is to show detail not summary groups simply click the Next button The third screen of the Report Wizard is displayed Report Wizard Eo How would you like to lay out your report Orientatior Vertical Portrait COMPANT REGION CITT STATE G Tabular E Landscape Action C
34. Enter the data for the record 3 Click the Save button to save the record or the Cancel button to cancel it 85 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Editing Records 1 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 2 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 3 Make the required changes to the data and click the Save button to save your changes or the Cancel button to cancel them Deleting Records 1 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 x 2 Click the Delete Ee button on the Record toolbar or press Ctrl D 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
35. If you requested to import data the data is now imported to the database L3 If you are finished click the Close Database oa button OFr From the File menu select Close Database To edit an existing import definition 1 Open the database where you want to update the import definition e Click the Open Database button 0Or 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 E button Or From the File menu select Import Data 336 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES 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 331 Deleting an Import Definition 1 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 Personnel Database where you want to delete the import definition into and click OK Click the Import Data button Or From the File menu select Import Data Click the I Want Delete An Existing Import Definition option then select the definition you
36. OneClickHR ochr 3 Select the Working Time Tracker database to link to from the list and click OK 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 currently 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 1 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 393 Click the Synchronisation tab 356 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER 6 The Log File WTT Link Options 7 x General Link Databases 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 a Personnel Director E Synchronise 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 Employees that are
37. Paste o Orcopied Ctrl V fam text K Edit menu gt Undo Undo the last action Ctrl Z g Edit menu gt Find Find specified text Ctrl F E Edit menu gt Replace Replace text Ctrl H RS Edit menu gt Replace Insert the current date The Formatting Bar Use the following buttons on the Personnel Director word processor Formatting bar Button Menu Access Description Shortcut Times New Roman Y Format menu Select the font for Font gt Font text 9 E Format menu Select the font size Font gt Size E Format menu Font gt Select the font Colour colour Bz Select the highlight colour Format menu Font gt Font style Format selected text as bold Format menu Font gt Font style Format selected text as italic la Format menu Font gt Font style Format selected text as underlined Format menu gt Left align selected Paragraph text Format menu gt gt Centre selected text Paragraph 237 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING Format menu gt Paragraph Justify selected text Format menu gt Right align selected at Paragraph text Format menu Bullet Format a bulleted list loan 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 j Insert a table at the curs
38. 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 396 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS 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 applica
39. 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 315 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES NOTE Ensure that you try the following example of globally updating pay history using the Example database provided with Personnel Director 1 Select Global Updates from the Tools menu 2 A message reminds you to back up your database before performing a global update Click OK The Global Update Wizard opens Global Update Wizard xj Please select the employees that you would like to perform a Global Update for All Employees Filter C Group of Employees Cancel lt Back IE 3 Click the Next button Who Is To Be Included 1 Identify whose information is to be globally updated Global Update Wizard xj Please select the employees that you would like to perform a Global Update for All Employees Filter C Group of Employees Cancel lt Back IE 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 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
40. 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 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 01x Cancel Add Delete 74 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Selecting Items from Pick Lists To select an item from a Pick List do either of the following e Double click the item _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 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
41. ceeecesecnsecseecneesseeeeeeeeeeeseesenseensecsaecaessaesaeeees 177 Fraime HIStory ses2scesesssssesses Sssess scsi E EE oo sseasestasoaseselapecagbeseees sessvecesteas 178 Displaying Training Summaries a n aa e e a Ee SE REE E oE EAE nE 179 Adding Editing Trams Details seses esise sespe cosas op erase NEEN dev iE Ep ENSE 179 Quali fi Catlonsen ces NTN EEEE O E EE PEE ENEE E E ANEA EE REPETE 180 Displaying Qualifications Summaries s esssseesseeeseesesteresetsrsserrerestesrrsrertssrrreestentestenteserrrnserrrereerent 180 Adding Editing Qualifications Details sssseeseeeseeeseseerseeerrstrrsrstesrrsteerssertrssertenresrentssrerrneerrenresrent 181 SIA E E E aioe elidel sh E E E 181 Displaying Skills S ummarjes essesi ereenn Erie E Era EAEE Eon Eee EEK ro Eeo SST 181 Adding Editing Skills Details sinisini nsee eeo i iE E aa EEE Ss 182 Vehicle VSA e seit eee E dee E ae ER h 183 Displaying Vehicle Usage Summaries essseesseeseseseseeseseeresserrreestestesrertsseersestentesreeteseerrnserrreresrent 183 Adding Editing Vehicle Usage Details 0 0 0 eeceecesecssecsseceecaeeeseeeeeeeeeeecesecesecaecsaecsaecseeeaeseneeees 183 10 MANAGING WORKING TIME REGULATIONS ccscsssssssessssssessessssessessssessessssessessssessessrsesserees 185 Tracking Employee Working Time Data eee csecseeeeeeeeeeeeeseeesecesecaecsaecsaecsaecsaecseseaeseaseeeeeneees 185 Adding Key Working Time Information for New Employees 00 ccc cececceecseec
42. 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 3 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 560 For more information adding changing or removing fields see Working with Fields on page 420 For more information about adding changing arranging or removing controls see Working with Controls on page 433 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 1 On the screen where properties are to be changed 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 opens x Screen Name JABSENCE o Display Name Holiday and Absence Screen Icon Click toChangelcon gt e Screen Notes Click to Edit Notes Enable Audit Trail V 2 Add or change the following information Screen Description Type what you want to appear as the title of the screen 419 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Screen Icon Click the Select button and select
43. 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 5 Click OK Printing Your Diary BS 1 Click the Print button on the Diary toolbar The Print Diary screen appears 208 PERSONNEL DIRECTOR USING THE DIARY x From 11725 2005 x E AT To 127 1 2005 ba Cancel P Print All Events 2 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 3 Click OK The Print Preview screen appears displaying a printed version of the diary 4 To print the diary click the Print button to return to the diary click the Close button Using the Diary Reminder Pop up Window The Personnel Director Diary Monitor displays pending diary reminders in a pop up window Personnel Director Diary Reminder i xj Diary Reminder Due Server sheby server 004 Mr J Hesbum 30 11 2005 Postpone Exit Interview Close gt Click Postpone to be reminded again in E Minutefs x 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
44. e if Precision 0 5 and Round Up is set the value 20 9 becomes 21 e if Precision 0 1 and Round Up is not set the value 20 88 becomes 20 8 e if Precision 0 1 and Round Up is set the value 20 88 becomes 20 9 4 Click OK 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 1 Select Preferences from the Options menu 2 On the Preferences screen click the Employee tab The following screen is displayed 62 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR x General Add Ons Absence Tumover Statistics Allowance Options Employee 7 New Employee Creation Override field security in New Employee Wizard Starting Number fi gt Padnumberts J0 sei characters using zeros Prefix with Preview 1 Display Fields Click button to set the fields and their sequence in the Employee search results Set Fields we cea ok _ 3 Provide the following information Auto generate employee number Click this checkbox if you want Personnel Director to generate employee numbers automatically Checking this check box automatically places a tick in the Auto generate employee number check box of the Import File Details page of the Data Import Wizard in the Database Maintenance module
45. employees are updated not hourly or shift Click the Add button 2 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 Select the field to be used for record OK selection criteria aes Cancel Select PayBasis from the drop down list and click OK e Specify the criteria 319 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES Record Selection Criteria Fz Table Accident History Field Date Informed Type Date 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 should NOT be included then check the Exclude option Value Friday RERAMA Range M Exclude M 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 O
46. nue 4 Assessment vey Good m Notes Michael was very attentive and fully understood all procedures explained CPE CPD Points Structured Points 2 Unstructured Points i J gt Lal Summary View Detail View Attached Documents 179 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 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
47. on page 194 View or print timesheet reports See Printing Timesheet Reports on page 196 To exit the Working Time Directive click the Close button Creating a Timesheet To create a new timesheet 1 On the Working Time Directive menu click the Create Timesheet Oo icon The Timesheet Wizard opens Timesheet Wizard x This Wizard will guide you through the steps required to create a new weekly timesheet Timesheet Code pas for 23 Timesheet Description Regular Date from which the timesheet will commence 11 24 2005 v Number of shifts per working day Cancel lt Back Next gt Finish Provide the following information Timesheet Code Type a unique code for this timesheet The code cannot include blanks 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 Click the Next button The second screen of the Timesheet Wizard opens 189 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS 4 5 Timesheet Wizard 3 x Please select the employees that you would like to include in this timesheet pes Group of Employees Filter Manually select employees Engineering v Click Next to view amend the chosen
48. points awarded Qualifications Qualifications are the specific educational 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 86 Displaying Qualifications Summaries 1 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 i button e From the Screen menu select Open Screen Select Qualifications and then click OK Click the Summary View tab if it is not already displayed 180 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 e To add a record click the New button on the Record toolbar or press 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 4 Qualifications 001 Mr M Donaghy ioj x Qualificat
49. 000 Production E 19 150 Sales amp Marketing E 19 930 Software Development E 29 000 Training HB 16 025 Warehouse There are many techniques you can use to improve the appearance of the chart For more information see Changing Chart Properties on page 261 302 PERSONNEL DIRECTOR WORKING WITH REPORTS 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 display 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 266 and e Create the report as described in Creating New Reports on page 293 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
50. 1 416 67 Pay Basis Per Annum Hourly Rate 8 68 Pay Period Monthly Time and a Half 13 03 Contractual Hours 37 50 Perweek Double Time 17 37 Bonus Reason for Bonus ro p gt Summary View Detail 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 You can use this feature to enter future pay records which 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 173 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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
51. 27 08 199 3 Holiday 1 Click the Query button on the Tools toolbar or Select Query Database from the Tools menu The Select Query screen is displayed 2 Click the New button The New Items screen is displayed in the Report Builder 3 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 270 PERSONNEL DIRECTOR CREATING QUERIES 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 xj Join Type Join Holiday and bsence Table with Inner k Employee Details Holiday and Absence Fields Employee Details Fields Add Remove Additional Cost Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Age Day Number Age Text Month Number Birthday Month Name Year zi Contract End Date zi Joined Fields Holiday and Absence Field Operator Employee Details Field Holiday and Absence Employee Number Employee Details Employee Number Cancel If you include more than one table in your query you must join the tables a column from left table and a column from right table so that the rows in each table join to create one larger table
52. 316 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES To add a 10 pay increase to the pay records of employees in the sales group you would select the group Sales Staff 2 Click the Next button What Information Is To Be Included 1 Select the screen where the global updates are to occur Global Update Wizard xj Please select the employee screen that you would like perform the Global Update on Screen Name Appraisal History Bank Details Benefits Career History Correspondence History CPE CPD Record Disciplinary and Grievance Education History Emergency Contacts Employee Details Employee Images Employee Notes e Select the name of the screen from the list To create a pay record the Pay History screen is required Select Pay History 2 Click the Next button Create New or Update Existing Records 1 Indicate if you want to update existing pay records or create new ones Global Update Wizard xj Please select the type of Global Update you would like to perform 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 reorganisation C Create New Records Apply 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 IE e To
53. 8 Name Christian Pederson 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 Contacts button and enter the following Custom Contact List xj E mail address Christ vizual ca in Add More Save Exit Name Name to display in the Select Names list E mail address Email address for the contact 8 Select at least one email recipient This is a mandatory field addresses e To select the names use the gt button Select Names x Select Database pdtechdemo ng Please type or select the name s of the recipients Report Recipients Alan James Locatell Christian Pederson Duvinda Singh Michael Donaghy Harriet Steel Jesso Norman Mansfields gt Jane Woodbridge John Hesburn John Stephen Watson Kavinda Wanniarachchi Michael Andrew Hancom Michael Donaghy Norman Mansfields xl Note 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 OK If you selected the Report Scheduler Custom Contact List click the Custom Click the Save button to save changes or Add More to add more email To view the name and email address of the selected recipient click the Properties button If you selected
54. Benefit Savins Pan S A Monthly Value sm P11D Value sg FS lt gt i Summary View Detail View Attached Documents 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 Currency Format Used by Windows on page 38 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 55 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
55. Button Menu Access Description Procedure Shortcut Creating New J Shade TENE REN o ENA d Employee Records on Ctrl N New aa page 106 il al Screen menu gt Save Save an Ctrl S Save Record employee record be Screen menu gt Cancel Cancel editing of i Esc Cancel Edit a record Cc Screen menu gt Renes dati Refresh Screen Gisplayec one Refresh screen x Screen menu Delete Delete an Deleting Employee Ctrl D Delete Record employee record Records on age 109 To select a filter on Gi Screen menu gt Filter Filter employee page 113 Using Ctrl l Filter Records records Record Filters on page Employee Data g Screen menu Find Find employee Entered on the Ctrl F Find Records records Employee Details Sa Screen on page 115 67 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Screen menu Export to Spreadsheet Screen menu Export to File Export employee records Exporting Data on page 93 Print Screen menu gt Print Records Print employee records Detail Screens on page 80 Ctrl P Tools Toolbar 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 a e B S 8 Help Toolbar Search Quem Diary Reports Letters Button Menu Access Description Procedure Shortcut Creating New 2
56. By M Plot Range of Values Start 0 End fo Step 0 Versus F Plot Range of Values Start fo j End fo Step jo 2j J 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 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 The graph appears in the Personnel Director Graph Wizard 248 PERSONNEL DIRECTOR WORKING WITH GRAPHS STFS File Graph Help Bj Sly ae u Elalem o ea XI a 1 E 10 Manor Gardens E 10 Monington Road E 109 Grove Road E 13 Roundmoor Gardens C 151 Moorland Road GB 235 Highgate Road E 238 Bristol Road GB 23a Wood Avenue E 34 The Perrings BB 37a Hill Road E 4 Brooklands Gl 40 Birnbeck Road Hl 43 Materman Road E 5 Trinity Close 53a Dial Hill EE 59 Hillside View Gl 6 Clifford House E 66 Avon Way E Brownrock Cottage E Fist 5 10 Manor Gardens 235 Highgate Road 37a Hill Road 5 Trinity Close 66 Avon Way e Use the
57. Datel Renewal Date Description la Detail S Left 0 Top 0 width 0 Height 0 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 Additional Examples Formatting Techniques 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 T 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 Inthe 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 E button to make the label italic Adding Graphic Elements and Colours You can add horizontal or vertical lines to divide areas of the screen print or to provide emphasis 1 Click the Line fal 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 7I button on the Draw toolbar and change the colour to red Changing Background Colours 448 PERSONNEL DIRECTOR USI
58. Delete l balasligee ek vl SHIFT CAPS 6 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 416 For more information about adding changing or removing fields see Working with Fields on page 420 For more information about adding changing arranging or removing controls see Working with Controls on page 581 7 When you are finished save the changes Changing an Existing Screen You can change the Detail View tab of an existing Personnel Director screen or a screen that you previously created 1 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 Screen appears 418 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER x TABLENAME Description _ Holiday and Absence ACCIDENT Accident History Cancel BANK Bank Details BENEFITS Benefits CAREER Career History Delete CARUSAGE Vehicle Usage CONTACTS Emergency Contacts CORRESPONDENCE Correspondence History DISCIPLINARY Disciplinary and Grievance EDUCATION Education History Toggle Sort EMPLOYMENT Employment History EXITINTERVIEW Exit Interviews xi Hep 2 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
59. Delete Scheduled Report When you click 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 The Toolbars 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 The Toolbars Report Toolbar 367 PERSONNEL DIRECTOR SCHEDULING REPORTS The Report toolbar has buttons you use to work with scheduled reports Button Menu Access Description Procedure Shortcut Scheduling a J File menu gt New Create new H Scheduled Report scheduled report ON On page AEN Edit menu gt Modifying a E Modify Scheduled Modify a Report Schedule Alt D M y scheduled report p Report P on page 370
60. Director and Payroll Director 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 1 From the Personnel Director Options menu select WTT Link The WTT Link Options dialog where you configure the link appears 354 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER WTT Link Options x i Link Databases Synchronisation IV Link Enabled IV Send Pence per Minute from Personnel Director to WTT Link WTT Cost Centre to the following field Department ad 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 WTT When this option is selected Personnel Director calculates from their current pay record how much an employee earns per minute and sends the figure to Working Time Tracker This occurs whenever an employee record is modified within Personnel Director The pence per minute figure is used in the Work Records within Working Time Tracker to
61. E 253 Saving Changes toa Graphis so vsecccscsicct cote ce cheose orii aoire EEEE TE EEEE EER REEE snebotadve SEEE EEE EROE 254 Printing th Graph soinn eener o eo e oe eet adeeb E REEE EE TEET r ates esa EEEE 254 Changing the Graph Ty pes onore n ones e EEE EEEE E blac E EEEE EE EEEE E EE E 254 Applying 3 DEffects en a e ERAT a AE E a E N AREA I ed Rae 255 Moving and Zooming Graphs seessseeseseeeseseeressrrresresteerrserersstrtestestesteseetssestrssertesteseeeteseeteneenresresreet 255 Filtering Grapiseeus e khan kee R ea ee ests 256 Changing Chart Titles and Adding Markers wo eeceeeesecssecseecseeeseeeeeeeeeeeceseensecaecsaecsaecaeeeaeeeneeees 256 Changing Chart Properties i sscscstessecspesseethsbsces ote stcenieeuees sapescveseysdua steeds eased er PEE EE a E EiS E Tari 257 Changing Axis Attributes sssini eneeier reee ri a n Eea Er ee E T E r s er eers 258 Changing Title Attributes o 5 332 accises cspesseossvasees cheedste heise es EEE EEE EE E rE er EER E EEEE E S En SES Eeer 258 Changing Legends Attributes cc cisscsssscoscistee censsee siescen iE s E Eese EE ER Ter Ee E E E EE Ep rE Spet reer s 259 Changing Panel Attributes eisin a a Abas eet eas RA E A eae 259 Changing Pagine Attributes irinna ar a E E Ris tees a A ER 260 Chan ging Wal Att bites anni ene a e E A E e EE A e E E EEA 260 Changing D A O ES a E E E AA E A ERS 260 Changing the Data eniros ieee oire eE e aE o seas o RE E E E EE eo secur E a EEI 260 Exporting a Personn
62. E sotscnssghs sonst cs seca sceheyabeedasesagsapebat AE 150 Displaying Bank Detail Summaries esscessesseessecseceneecneeconsennsonsvensessenssenssessessserseesneecoeeseesens 150 Adding Editing Bank Detalls s scis cssctssc abcssscescgs eeror sheesectssbuctestaessosbevened gotbve ss cteavash sadasesughsseesscossbesceness 151 Benefit Details o 8 ge sesssise voce deck sti tececoes ds sass ie tupe setts schaegi shee sce debe asda bagestths sth setetesasdeses T 152 Displaying Benefit Summaries essesi etara eheee dd sats dh costes ses SS alee ehestecse pny ee 152 Adding Editins Benetit Details vas evscys fessepsagecsessesssesnsugavecuceuscetnce picvencovassensusteseheeiecatnssseesenesbesoepsuseveenees 152 Career FISTOLY sccsdesscsases eese aarre aeee e N E fees cbsvsd stay ad vevoeb ENE N Ea a dheod sendy ESEESE SENESE e EE hee ICES PAi eshe 153 Displaying Career History Summaries eee eecesecesecesecssecececaeeeaeeeeeeseeeeesesecesecsaecsaeesaecseeeseeeneeees 153 Adding Editing Career History Details 0 eee ee eecesecesecesecnsecseecaeecseseaeeseeeseseenseeaeeaesaecsaeeaeeens 154 Correspondence HIStOry erreen enore na e EE hapa ous EE S E cbdnions NEE E S EEEE EES 155 Displaying Correspondence History Summaries essseessseeesestseresrsreerrseeersserrrerertenresrentesrerrnserrenresreet 156 Adding Editing Correspondence History Details 0 ee cee cece cee cseeeeeeeeeeeeeeeeeecesecaeesaecsaecsaesaeeees 156 CPE CPD Re
63. Editing an Existing Employee Filter To open an existing employee filter 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 Renaming an Employee Filter To rename a filter from the list of employee filters 1 Click the Filter button on the Employee Navigator 2 Select the filter you want to rename and click the Rename button Deleting an Employee Filter To delete a filter from the list of employee filters 1 Click the Filter button on the Employee Navigator 2 Select the filter you want to delete and click the Delete button 218 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 To start Personnel Director Report List e Click the Reports EA button on the Tools toolbar or select Reports from the Tools menu To close the Report List e From the Report List File menu select Close About the Person
64. Entered on This Screen 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 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 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 183 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 86 Displaying Project Timesheet Summaries 1 Navigate to the record of the employee for whom you want to display timesheets 176 PERS
65. History Emergency Contacts Employee Images Employee Notes Employment History Exit Interviews Holiday and Absence Loan Equipment Maternity Medical History Pay History Professional Membership Project Time Sheets Qualifications Skills Training History zi 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 e Summary tab Use the Summary page to view a listing of all records of a specific type for the currently selected employee e Detail tab Use the Detail page to enter and edit employee record information for the selected data type e 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 e Click the Detail tab Summary View Attached Documents To view attached documents e Click the Attached documents tab Summary View Detail View Attached Documents 79 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR To change from Detail to Summary view e Click the Summary tab gt wp Summary View Detail View Attached Documents Summary Screens Summary screens summarise the employee data into a list view Each row in the list represents one e
66. Multiplicative and amp or xor Fourth Additive lt gt lt lt gt gt s 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 An operand between two equal operators is bound to the one on its left Expressions within parenthesis are evaluated before being treated as a single operand Arithmetic Operators 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 i Multiplication Division div Performs integer division on the operands dmod Performs modulo division aa Exponentiation raise a number to a power and amp Performs a bitwise AND of the operands or Performs a bitwise OR of the operands not Performs a unary bitwise negation of an operand 458 PERSONNEL DIRECTOR 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 Relational Operators APPENDIX B Expr
67. 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 from 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 1 Create the Pick Lists to be linked and enter the items for each Pick List 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 settin
68. 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 sr Employee Notes w 001 Mr M Donaghy Date 571471993 Type End of Probation Notes Michael finishes his probation period today Ensure he receives welcome pack and employee guide book Ei Follow Up Ensure Michael signs and returns new Contract Follow Up Date e7 4 1993 fo a be gt i 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 enter 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 56 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 Displaying and Attaching Employee Photographs 1 Navigate to the record of the employee whose picture you want to see
69. Name of the examiner Dr Brown Location Office Outcome Flu Vaccination 2 Click the Next button Who Is To Be Included 1 Identify whose information is to be entered Batch Input Wizard ES Please select the employees that you would like to perform a Batch Input for Group of Employees Filter Manually select Employees Selection 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 313 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES 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 002 Mr D Slattery 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 1 Enter the data Do one of the following e Type the information in the appropria
70. November 2005 November 2005 21 Monday Thursday 24 22 Tuesday a Friday 25 23 Wednesday Saturday 26 Sunday 27 e If you are using Outlook a screen similar to this appears 206 PERSONNEL DIRECTOR USING THE DIARY Microsoft Outlook Yew Go Tools actions Type aquestion forhelp Month 25Find Gy Typ scontacttofind gt of ew A X Ei g Totoy oa E work week AI week BAES TENTEA Calendar Search In Calendar 4 November 2005 December 2008 SMIWTFS SMIWTFS 3112345 123 6 7 8 91011 12 45678 910 131415 16171819 11 12 13 14 15 16 17 20 21 22 23 24 25 26 18 19 20 21 22 23 24 27 28 29 30 25 26 27 28 29 30 31 8 91011 12 13 14 567891011 15 16 17 18 19 20 21 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 29 30 31 26 27 28 h23 4 S 67 8 91011 23 485 678 12 13 14 15 16 17 18 910 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 29 M 123456 My Calendars _ Calendar O Calendar in Personal Folders M Calendar in Mailb O Calendar in Archive Folders Open a Shared Calendar Outlook Users Note Follow the instructions in your Outlook documentation Outlook documentation If you are using Personnel Director Diary take one of the following actions e Click the Go To Date eal button on the Diary
71. Overwrite Append to media C Overwrite existing media I Schedule e w Cancel Help 2 On the General tab provide the following information Schedule Database Specify the database to back up Name Specify the name of the database backup Description Provide a description for the database backup Backup Choose the backup options you want to use Database Complete Select this option to do a complete database backup Database Differential Select this option to do a differential database backup A differential backup records only data changes made to the database after the last full database backup Transaction Log Select this option to back up the transaction log File And File group Select this option to backup file names or file groups then click the ellipsis button to select the file or group names Destination Specify the destination for the backup e To choose a destination if necessary select Tape or Disk and then select the destination you want to use e To add a destination click the Add button Specify the filename or device and click OK e Toremove a destination select the destination in the list and click the Remove button e To view the contents of a destination select the destination and click the Contents button Overwrite Specify the options for overwriting 343 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES Append To Media Select this option to append
72. Pay Graph Titles xi Graph Title Headcount by Salary Footer Text Ved E Left Axis Headcount Battom Axis Annual Pay Example 3 Number of Employees by Age and Division 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 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 3 Complete the graph criteria as follows e From the Plot the information contained in drop down list select Employee Details This is the table on which to base the graph 251 PERSONNEL DIRECTOR WORKING WITH GRAPHS 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 Inthe Star
73. SCREEN DESIGNER e Press Ctrl X To paste a control from the clipboard e Click the Paste a button from the Edit toolbar or e Select Paste from the Edit or shortcut menu or e Press Ctrl V Deleting a Control 1 Select the control for the field and do one of the following e Click the Delete a button from the Edit toolbar or e Select Delete from the Edit or shortcut menu or e Press Ctrl X 2 When you are finished click to save the changes 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 F button Click the button again to return it to its former mode You can increase or decrease grid spacing To change the grid setting 1 From the Alignment menu select Grid Step The Grid Stepping screen appears xi Grid Step Amount E SS 2 Enter the measurement in pixels between the horizontal and vertical lines of the grid 3 Click OK 439 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 E object S Align the objects to the righ
74. Select the format for the cell contents from the drop down list 4 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 1 Select the cells where the rule is to be applied 2 Select Validation Rule from the Format menu 3 Provide the following information Rule Type the rule to be applied Text Type the text to be displayed if the rule is broken 4 Click OK Working with Spreadsheet Data To define a name for a formula a value or selected cells 1 If you are naming a cell or range of cells select the cell s 2 From the Data menu select Define Name 3 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 A6 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 SqRtTwo 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 4 Click the Add button To remove a name for a formula a value or selected cells 1 From the
75. 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 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 448 Personal Tab This tab contains miscellaneous personal details for the employee 119 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS Contract Pay Details Personal Dates Working Time Gender Male Ethnic Origin E uropean Marital Status Single Driving Licence Full Driving Licence Vehicle Reg No Home Telephone 01934592384 Mobile Telephone 0737 876676 Fax Number 01934552828 Ext Work Telephon
76. 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 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 457 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 assigned 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 mod div Third
77. Start Date Days Lost and Category Query Wizard Select the fields for the query C All Fields Available Fields Employee Details Address Line 1 amp Employee Details Address Line 2 Employee Details Address Line 3 Employee Details Address Line 4 Employee Details Address Line 5 Employee Details Age Employee Details Age Text Employee Details Birthday Month Employee Details Contract End D Employee Details Contract Te id gt Cancel lt Back Next gt gt gt BREE 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 272 PERSONNEL DIRECTOR CREATING QUERIES 10 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 11 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 Limit the rows returned Right click over the list box to see the edit options All Rows C Define Search Criteria Query Wizard i lt Back e Right click the Criteria box and select Insert Criteria from the shortcut menu Add the criteria where the Holiday and Absence St
78. Starting Number The first employee number to be assigned Pad Number to 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 Verify the format in the Preview field 4 Click OK 63 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 Double click the Personnel Director icon on the desktop The Personnel Director Login screen opens Login to Personnel Director E x A Enter your login details for Personnel Director User Name fUSERNAME Password Cancel Server intact Fe Hb Intranet pdtechglobal 2 Provide your user name password and the server where the Personnel Director database you want to use is located For further instructions see Startin
79. The first field in each line is the Employee Number 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 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 4 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 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 Ma
80. This installs the program VBTRecalculate exe in the folder c Program Files Vizual PD SQL unless you specified otherwise To schedule a recalculation 1 Open the Recalculate Scheduler From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Recalculate Scheduler 2 Log into the Recalculate Scheduler 3 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 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 4 When you are finished click OK Populating Pick Lists 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 t
81. WindoW seeesssessseeesssreerssrsresresresresrerresrerensertenresrentsseerrssesreenrentes 209 Exporting Personnel Director Diary Items to Outlook ssessessesseeseseeeresreesrsreressrsrenresrenrsseerrssenrenresrenees 209 12 WORKING WITH GROUPS AND FILTERS cscsssssssssssssssessessssessessssessessssessessesessesessessesenseseesees 210 Working With Groups sci cisccseessecskstsee eerror e E E ESE SEEE EE E Tr EE EE rE ET TE E EE EEES E EESE E 210 Selecting a GOUD rsss aiene reer EE r EE E E EEEE EE EE EE p EE EE E SEE ES Tr OET rE EEE EN 210 Creating and Maintaining Groups 0 ee eeeeceesceeeceeecesecesecsecaecseecseseseseaeeseeesseesseeseesaeesaecsaecsaeeaeeeaa 211 Displaying an Employee s Group Membership eeeeeeesecsecseecseeeeeeeeeeeeeeeeeeeeesecesecaecaecsaeeaeeeas 213 Workin wath Filters s c E E E E E E sua leaseaebewns hs bantu een ake eee ipe anes 213 Creatinp an Employee Filter wiria nar tks tosh E eevee ee Ribs Saws E Steer eee ee euoeee 213 Applying an Employee Filtet sss ccscccesicoss ievsseessutewsss Sajes eran towed haze Canoes vuaa tion e ths a 217 Editing an Existing Employee Filter 0 0 eee ceeecesecesecesecnsecseecaeecaeseaeeseeeseesseensecaeesaesaessaesaeeeaa 218 Renaming an Employee Filter eee eeeeceeeceeecnsecesecsecsaecsaecaeesseseeeseeesesesseenseesesaecaecsaeeaeeeaa 218 Deleting an Employee Filter ensenen consetes eiieeii oeae ee a Eose Ote EEE EO ETE a Ee O EEKE 218 13 WORKING W
82. You have a choice of previewing the report or modifying 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 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 262 When the query is complete click the Design tab in the Report Builder window 5 From the File menu select New In the New Items window double click the Report Wizard The Report Wizard screen appears 292 PERSONNEL DIRECTOR WORKING WITH REPORTS Report Wizard ik Which fields do you want on your report oh ae Data Pipeline Name pl ccident_History v Available Fields Selected Fields Book Updated By Accident Book Updated Date Informed Taj Day Number gt gt Date of Accident t Order EA HSE Informed By Location zj Ea Nsu Alaran Cancel lt Back Neat gt Finish 7 Select data the report is to contain e Click the gt gt button This adds all the fields on the left to the Selected Fields list on the right e Rearrange the
83. a Field Value of Hol and select the Partial Match Anywhere option 5 Ifthe search is to differentiate between upper and lower case letters click the Case Sensitive checkbox 6 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 7 When you are finished specifying the criteria click OK The list of records matching your search criteria is displayed To turn off a record filter e Select Record Filters from the Screen menu and click the New Search button 142 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA To set up a record filter based on a range of values 1 On the Record toolbar click the Filter button Or Select Filter Records from the Screen menu or press Ctrl I The Filter Records screen opens x Fields EXAMINER EXAMINER 5 LOCATION Starting Range MEDICALDATE Clear OUTCOME Ending Range x Cancel Clear All By Range Field Order C Alphabetic Logical View Summary New Search 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 Absenc
84. a button on the Data Components toolbar to place the field object on your screen print Button Name of the Button Description DBText Place a field DBMemo Place a memo field multi line Place a field which contains a DBCalc calculation lg il pl Place a field that contains a rich DBRich text object formatting such as bolding colour and bullets Place a field which contains an image DBBarCode Place a bar code field DBImage DE E 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 450 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER e Tosend objects to the back of the 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 F
85. 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 337 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 e Company data e Employee data e Diary reminders e Letter templates e Leave allowances e Attached documents 14 PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR 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 18 e The Wizard does not convert 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 Notes 1 Both Personnel Director and Personnel Manager must be available and working before you can conver
86. 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 x Select Employees to Transfer Curent Employee Cancel Group Help an m i Leave a copy in the Current Database 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 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
87. and select Settings then Control Panel 2 Double click on the Regional Settings icon 37 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 3 Select the correct region for the date time currency and number format you want to use 4 Click on the Currency tab folder Verify that the currency symbol is the one you want to use in Personnel Director Entering Company Information 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 x a Company Information Fe Company Office Head Office Company Name OneClickHR ple Cancel Company Address Help North Somerset Telephone 01934 643100 Fax 01934 418203 Email Address sales yizual co uk Logo IV This is the Head Office xe 2 Enter the following information about this office
88. 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 Use this screen to set and display the employee s absence allowance by year 1 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 From the Screen menu select Open Screen Select Absence Allowance and then click OK 135 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE 6 E Absence Allowances 016 Mr A J Locatell Bj x Absence Allowances 016 Mr A J Locatell Display Allowances for a 2 Recalculate Holiday Allow vance Standard Holiday Allowance Holiday 20 Days Standard Holiday Allowance Holiday 21 0 21 Days Standard Holiday Allowance Holiday Days Parental Leave Allowance Child 1 Parental Leave CI 65 0 65 Days Summary View The Absence Allowances Summary screen displays the allowances assigned to the current employee for the current year 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 To assign an absence allowance click the New button on the Record toolbar New allowance
89. based on Example 2 A Query with Two Tables and Selection Criteria on page 269 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 2 A Query with Two Tables and Selection Criteria on page 269 Instead of sorting the query on Days Lost sort the query on the Employee Number field When the query is complete click the Design tab in the Report Builder window From the File menu select New In the New Items screen double click the Report Wizard Du e 294 PERSONNEL DIRECTOR WORKING WITH REPORTS Report Wizard Book Updated By Accident Book Updated Date Informed Day Number Days Lost z Date of Accident Month Number e Click the gt gt button This adds all the fields on the left to the Selected Fields list on the right e Rearrange the fields so that the order is Employee Number Post Name Start Date Days Lost and Category e Click Next 7 The Grouping screen appears We want to group absences by Employee Number Add the Employee Number field to the list of Groups Report Wizard Date of Accident e Click Next 8 Click Next until the final wizard screen is displayed Click Finish to preview the report 295 PERSONNEL DIRECTOR WORKING WITH REPORTS ReportBuilder New Report x Fie Edt View Report Help Data Design Preview 46 anm fox nah gt gt I Cancel
90. 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 NOTE To remove a filter from the Employee Navigator click the Remove 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 1 2 3 On the Employee Navigator toolbar click the Filter button Click the New button The Filter screen appears 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 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 2
91. calculate how much an employee earns per week If the Payroll Director Payroll Link is enabled this feature is automatically disabled as a separate link is used to send pay information between Working Time Tracker and Payroll Director and the Payroll Director Payroll Link is used to send pay information between Personnel Director and Payroll Director 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 355 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER WTT Link Options i x Synchronisation Please specify the Working Time Tracker database to which each Personnel Director database is linked PD Database WTT Database Archive Database lt Not Linked Employee Database A list displays your Personnel Director databases on the left To connect a Personnel Director database to a Working Time Tracker database select the database from the list and then click the Link button x Please select the WTT Database you wish to link to
92. 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 button e On the Employee Shortcut bar click the Employee Images _or e 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 displayed Adding Editing Employee Images 1 Do one of the following e To add a record click the New button on the Record toolbar or press 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 163 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 5 x Employee Images w 001 Mr M Donaghy Description Category Photo Date X Summary View Detail View Attached Documents Data Entered on This Screen Description Type a description of the image Category Select a category to i
93. e To exit Screen Notes select Exit from the File menu 6 You have now successfully modified the benefit screen Check the result To save your changed Benefits screen click the Save a button on the File toolbar e Exit Screen Designer Select Exit from the File menu Restart Personnel Director Open the benefit screen and you will be able to enter information in the new field that has just been added Benefits Date From l g Date To Ll sf Benefit pooo MonthipValue P11D Value E L 4 Detail View 406 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 e Click the New fa 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 The screen should look similar to this Create New Screen x Screen Information Screen Name UNIFORMS Screen Description fUniforms Issued Screen Icon isp Select Enable Audit Tr
94. each day and its associated hours do the following e Select the checkbox for the day worked Y e Click the Post Changes of current record EA button to automatically calculate the elapsed hours 0Or e Enter the total hours elapsed in the Hours field NOTE The automatic calculation feature is disabled whenever the hours is manually entered in the Hours field Once a manual entry has been made in the Hours field changing the Start time and Finish time for that day in the respective fields will not activate automatic calculation To turn automatic calculation on again delete the manually entered value and click the Post Changes of current record button The result will be calculated automatically 49 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 5 Use the following table summaries the usage of the various editing buttons Button Action Inserts a new work period master record gt Edits the current work period record Post changes made to the current work period record Deletes the record mg x Changes made to the work period record 6 Click OK when you are finished defining work period masters NOTE Use the navigation buttons on the screen to navigate between Work period records The following table summarises the functions of the various navigation buttons Button Action fad Navigate to the first record sas Skip to the previous record B Skip to the
95. employees Cancel lt Back j Finish 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 Click the Next button Add or remove employees from the list Timesheet Wizard b xj Use the Add and Remove buttons to select the employees to be included in the timesheet 001 Mr M Donaghy Add 015 Miss J Difazio au Remove Cancel lt Back Next gt Einish 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 Click Finish The Working Time Directive screen appears For instructions describing how to enter timesheet data see Recording Working Time Directive Data on page 193 190 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS About the Working Time Directive Data Screen When you create or modify a timesheet the Working Time Directive timesheet appears TL EIE File Edit Options Help luolan s mex sae 0123 Regular Week Beginning 11 24 2005 Timesheet Exported No Current Database pdtechdemo tl 11724 2005 6 13 54 P
96. fields so that the order is Employee Number Post Name and Department 8 Click the Next button Report Wizard Available Fields Paton Up Day Number Date of Accident Groups Eai Day Number Cancel lt 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 293 PERSONNEL DIRECTOR WORKING WITH REPORTS 11 Click Next and accept all of the options already selected until you display the last screen of the wizard 12 Click the Finish button to complete and display your report Report Wizard 1 Orientation jp Layout pOrientatin Stepped Portrait ontant necion ont rae C Block eee Action Club x C Outline 1 b puthoart C Dutline 2 Southuert Align Left 1 SanJaro CA Phacnix AZ Align Left 2 South Dallar T Atlanta GA Charlotte NC JV Adjust field widths so all fields fit on page Cancel lt Back Next gt Finish Example 3 A Grouped Report Absence Details Grouped by Employee 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
97. for Mr A J Locatell k x Select Allowance a E gt Parental Leave Allowance Child 1 Parental Leave Parental Leave Allowance Child 2 Parental Leave C Cancel Parental Leave Allowance Child 1 Disability Parental Leave C E Parental Leave Allowance Child 2 Disability Parental Leave C Help Allowance Start Date fi 142005 Time in Lieu 0 0 Set the Allowance Start Date for the allowance by selecting the date from the drop down calendar The default is the 1st 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 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 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 absence allowance 1 Navigate to the record of the employee for whom you want to display absence allowance details 136 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE 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 E Absence Allowances 016 Mr A J Locatell 5
98. global update click the Next button Global Update Wizard x You have now entered all the information required to perform the Global Update To review or amend the details entered use the lt Back button To proceed with the Global Update click the Next button Progress e O Help Cancel lt Back IE Personnel Director updates the fields in the selected records and adds the percentage pay increase to the pay records of the Sales Staff group 321 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES Global Update Wizard The Global Update completed successfully Click the Finish button to exit Cancel lt Back Finish 2 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 applying 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
99. 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 Centre Specify the page centring options 96 PERSONNEL DIRECTOR WORKING WITH DATABASES e Click the Centre Horizontally checkbox to centre the spreadsheet between the left and the right edges of the printed page e Click the Centre Vertically checkbox to centre 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 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 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 spreadsheet workbook is to be printed e To print pages in the spreadsheet workbook from top to bottom before printing left to right select the Top to Bottom option e To print pages in the spreadsheet workbook from left to right before printing top to bottom select the Left to Right option Scale
100. 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 Working Time Tracker and specify what information 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 21 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 Chapter 22 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 23 explains how to install configure and start Payroll Director SQL Link Service Chapter 24 explains how to install and configure the links and what information is shared between Personnel Director and the payroll program Chapter 25 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 R
101. intranet FFD I This database is the Archive database IV Enable Audit Trail for the database IV Include this database for recalculate 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 1 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 328 Description Type a description of the database Location Type the of the Personnel Director database on the server using the format ServerName DatabaseName for example VBTServer VBTGlobalData Enable Audit Trail for the database Placing a tick in this box can activate audit trail for the database Include this database for recalculate To include this database for recalculate place a tick in this box NOTE Use Security Manager to set Audit Trail for the Personnel Director Application at the Database level or table level 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 1 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 desc
102. may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law H Cancel Select the version you want to install 359 PERSONNEL DIRECTOR SCHEDULING REPORTS J Personnel Director Report Scheduler x Select the version to be installed Microsoft SOL Server Interbase lt Back Cancel e To install the MS SQL version of Report Scheduler select the Microsoft SQL Server option 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 5 Click Next until the Select Component screen appears J Select Components xj In the options listed below select the checkboxes for the options that you would like to have installed The disk space fields reflect the requirements for the options you have selected IV Report Scheduler 11827 k IV Service 16248 k Disk Space Required 29075 k Disk Space Remaining 9109084 k lt Back Cancel 6 To accept the default component selection click Next OFr 7 Clear the checkbox of component s you do not want to install and click Next 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 the Start Installation screen 8 If you chose to in
103. next record E Navigate to the last record 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 1 Select Company Vehicles from the Company menu The Company Vehicles Summary screen is displayed 50 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 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 ehicles Automatically Updated Data on the 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 51 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR Miles Travelled 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 contracte
104. on the right with spaces to a specified length REPLACE Replaces one substring with another REPLICATE Duplicates 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 a uppercase VAL Converts a string to its numeric equivalent WORDCOUNT Returns the number of words in a string 461 APPENDIX B
105. password again to confirm 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 Click Next The User Contact Details page of the wizard opens New User Wizard x User Contact Details This step allows you to define the organisational 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 fHeadOifice st Department Human Resouces Location Birmingham Office Phone No a E mail In the User Contact Details screen specify the following 21 PERSONNEL DIRECTOR SETTING UP SECURITY 8 1 3 e Office Select the office to which the user belongs from the Pick List e Department Select the department to which the user belongs from the Pick List e Location Select the location to which the user belongs from the Pick List e Phone No Type the user s phone number e E mail Type the user s e mail address Click Next The Completed page of the wizard displayed 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 Click Finish To add a new user account based on the settings of another user Cli
106. program will upgrade your copy of Personnel Manager to Personnel Director Before you 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 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 Click the Finish button when the conversion is complete 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 select Programs gt Vizual Business Tools gt Personnel Director gt Personnel Director 0Or Double click the Personnel Director icon on the desktop The Login to Personnel Director dialog opens x a Enter your login details for Personnel Director User Name USERNAME Password _ Cancel Server m Help 2 Provide the following information User Name Type the user name your admin
107. query In this example there is no grouping so click the No Grouping option Query Wizard Group rows together based on common field values No Grouping Select Group Fields 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 267 PERSONNEL DIRECTOR CREATING QUERIES Query Wizard Limit the rows returned Right click over the list box to see the edit options All Rows Define Search Criteria Cancel lt Back 11 Click Next Indicate the sorting criteria In this example we want ascending order A Z so click the Natural Order option Query Wizard Order the rows of the query based on field values Natural Order C Set Order Cancel lt Back 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 268 PERSONNEL DIRECTOR CREATING QUERIES Query Wizard Absence Allowance plAbsence_Allowance 9 Mr M Donaghy Mr D Slattery Information Technology Sales amp Marketing Miss S Pearce Administration MrJ Hesburn Software Development Dr K Wanniarachchi Production Miss Philips Software Development Mrs J Woodbridge Human Resources Mr RA Howden Sales amp Marketing Mr D Sing
108. records ES 1 On the Tools toolbar click the Search 22 button Or Select Filter Records from the Tools menu The Search Database screen opens Search Employee m Search Criteria Sumame Sedman First Name Peter Clear Employee Number 013 Help Include first 25 2j Rows in the result set Employee Number Sumame FirstName Location ail Employees 0 Click on column title to sort 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 button 3 Click the Add To List button The criteria you specified appears in the Search Criteria area 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 144 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Pee Screen to Search Absence Allowance J Help J Search Criteria Find records that match all of these criteria Allowed Is Greater Than Cancel New Searc
109. 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 again 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 201 1 To start the diary click the Diary button on the Tools toolbar 2 From the File menu select Export to MS Outlook 209 12 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 empl
110. 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 403 1 Open the Uniform screen 2 Select Design Screen Print from the File menu 3 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 e Inthe Label box in the toolbar type the caption for the label e To add afield click the DBText Al 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 controls they will not appear when printing the screen print The Screen Designer Uniforms Issued Screen Print screen should be similar to this 447 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Screen Designer Uniforms Issued Screen Print E jol x File Edit View Report Help Design Preview Ri ABBReae a ABBBUS an I fimesNewRoman io p z u s a T m a le ale s resums see alle e ala i dii Sama all o eo E a ee ES E R SneClickHR ple F a BUSINESS TOOLS E PaTEIssuEy RENEWALDATE PESCRIPTION Header
111. screens 1 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 2 Click the Print Ptnt_ button on the Record toolbar When you click the Print button a screen similar to this Medical History screen print appears 86 PERSONNEL DIRECTOR Prini 6 BAE fee LEARNING TO USE PERSONNEL DIRECTOR I4 afi gt OMISSISE m 235 Highgate Row Croan uk susauy Tams and Conditions tivon Sort Ext Job Tite Camper Programmer Full Part Time parttime Contract Type Contract End Cats 12241968 Notice Period Anitan Grade Pay Detalls AN yaluss are shown in GBP Pay o Per Hour Allow Overtime ves Pay Period weeny Ninumber weeny Pay 3000 Tar Code Annual Pay 19500 Contribution Letter wo Ethnie Crigin Driving Liesnes Full Dring Lesa Dats ot Join inas Pension schemes Join Page 1 of 1 Use the buttons on the Print Preview screen as follows Buttons Description 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
112. 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 e Select the file then drag it to a different folder Previewing a File 1 Click the name of the file to be viewed 2 Click the Preview jey button on the Report List toolbar Or Select Preview from the Report List File menu 3 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 Editing a File 1 Click the name of the file to be updated 2 Click the Open button on the Report List toolbar Or Select Open from the Report List File menu or shortcut menu 3 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 Renaming a File 1 Click the name of the file to be renamed 2 Select Rename from the Report List Edit menu or shortcut menu or press F4 3 Type the new name and press Enter Deleting a File 1 Click the name of the file to be deleted 2 Click the Delete x button on the Report List toolbar Or Select Delete from the Report List Edit menu or press Del Refreshing the Files and Folders List e Click the Refresh button on the Report List toolbar or press F5 222 PERSONNEL DIRECTOR WORKING WITH PERSONN
113. 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 e Click the Preview R button to check the integrity of the fields in the 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 335 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES 11 12 Data Import Wizard E xj Completed You have now completed all the steps required in the Data Import Wizard Select the option you require below and press the Finish button want to save these details as a template then import data now C want to save these details as a template but not import data now C I want to import data now but not save a template Template Name JMZUAL Cancel lt Back Next gt Einish 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 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 Click Finish
114. 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 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 1 On the main screen select Open Database from the File menu The Select Database screen opens 2 Select the database that you want to open Select Database x gt FFD pdtechdemo Cancel E Help 89 PERSONNEL DIRECTOR WORKING WITH DATABASES 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 Director database To close the current employee database select Close Database from the File menu Transferring Employee Records to Another Database You can transfer an employee s complete record from one database to another For example if
115. that you want to link to 4 Click the Add button next to the list of rates A list of available rates from the selected Payroll Director company database is displayed 394 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS Company Pay Rates x 5 Select one or more rates that are used to define the employees basic rate of pay and click the Select button 6 To remove an item from the list of selected rates click the Remove button 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 x General Databases Basic Rates Export Filter Synchronisation Audit Log Filter Employees Use these options to specify the employees that will be exported to Payroll Director when exporting using the Synchronisation option on the next tab C Select Employees based on a Field Value Export employees where Address Line 1 z is equal to z Help Cancel 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
116. the Expression Builder dialog of the Screen Designer module of Personnel Director The Expression Builder dialog is invoked from the Value tab of the Field Properties dialog of a field for example Annual Pay for a screen such as Pay History 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 currency and Euros 1 Select Currency Exchange Rates from the Company menu The Currency Exchange Rates dialog opens Currency Exchange Rates x Qe Please enter currency exchange rates based R on your local currency Local Currency is GBP Sterling x Currency Descripon Rate Euros Euros 1 598 GBP Sterling 1 Cancel Select your local currency from the Local Currency drop down list 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 record 41 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 5 Edit the current currency exchange lt record Post changes made to the current currency exchange record Cancel changes made to the current currency exchange record
117. the Personnel Director Diary or the Diary Monitor Security Manager or Screen Designer 1 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 xi a Enter your login details for Personnel Director UserName USERNAME Password Cancel Server intrant o m Hp intranet PDTechGlobal 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 18 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 Exit H button Or From the File menu select Exit 326 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES 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 1 On the login screen click the Servers selection button 2 Provide the following information Description Type a desc
118. the Report List toolbar e Selecting File gt Open in the Report List The Design Screen The Design screen displays either a blank page or the layout of the report you selected to modify 303 PERSONNEL DIRECTOR WORKING WITH REPORTS ReportBuilder C Program Files izual PD MSSQL Absence_Analysis_by_Division RTM File Edit View Report Help Data Design Preview RAB aueae oaa aunan lao I ee itves Now omen e l ver gy iy lee F i ot BIU ES3 A 27 0 g e Tee Tey Tee ree Tew few py sew Tay i ls e Absence Analysis by Division Tite F Total Days Losi Total Cosi Header Lo Bouth West 766 64 54 032 24 Detail fpsn0051 BUSINES S rTrOoOOLUSs Footer If you are designing or modifying a simple report the screen will have four sections e Title e Header e Detail e Footer 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 304 PERSONNEL DIRECTOR WORKING WITH REPORTS 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
119. the Report Scheduler Custom Contact List option on the Scheduled Reports screen the Custom Contacts button appears Toenter email addresses manually click the Custom Contacts button and enter the email address information 371 PERSONNEL DIRECTOR SCHEDULING REPORTS e Ifyou 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 e When you are finished 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 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 e Frequency of the scheduled report e The database from which the report is generated e Th
120. the Windows taskbar and select Run 4 Type x paylink exe where X is the drive letter of your CD ROM drive then click the OK button 387 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS 5 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 6 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 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 Paylink applies the changes to the other system The following information is shared between Personnel Director and Payroll Director Data Direction of Data Employee Sent from both Personnel Director and Payroll Details Director Pay Information Sent only from Payroll Director to Personnel Director Sent from both Personnel Director and Payroll Bank Details K Director Employee Details can be modified in either Personnel Di
121. 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 416 When you are finished click the Save button on the File toolbar to save changes to the screen Adding or Updating Screen Notes 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 instructions tips and other helpful information 1 3 4 If the 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 opens To add or update help tailored for users of this screen click the Screen Notes Pick List button The Screen Notes editor appears ioi x File Format Help E O amp p m sick v Aria 10 44 These are screen notes Screen notes are use
122. the password to expire Select a value in the Password expiry box to set the password expiry date The User is prompted to renew the password seven days before the date of expiry Therefore the smallest number that can be entered as the number of days of expiry is 10 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 Personnel Director databases 1 2 Click the New Template button The New Template Wizard opens with the Welcome page New Template Wizard x Welcome to the New Template Wizard _ This wizard will lead you through the steps required to set up the main details and database access settings for a new user template Optionally you can specify a template or existing user record from which the new template default details are created want to specify all settings myself C I want to use settings from this Template C want to use settings from this User Click the I Want to Specify All Settings Myself button then click Next The Main Template Details page of the wizard opens 25 PERSONNEL DIRECTOR SETTING UP SECURITY New Template Wizard x mae AY Main Template Details _ Please enter a name and description for the new template Template Name VIZUAL Description Vizual HA Template
123. the record of the employee for whom you want to display appraisal data 2 Do one of the following e On the Employment Shortcut bar click the Appraisal History button 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 80 Adding Editing Appraisal Details Use the Appraisal Detail screen to add edit or delete appraisal records for the current employee 1 Do one of the following e To add a record click the New button on the Record toolbar or press Ctrl N 147 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 ci Q Appraisal History 007 Mrs J Woodbridge Appraisal Date FRRREEE Next Appraisal Date ani 2000 X Appraisor fP Sedman Assessment Key Objectives Agreed Training Agreed Comments C Summary View Detail View Attached Documents The screen has two sections The top half of
124. the toolbar type Notes 7 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 NOTES v 8 Select Notes from the Field toolbar op down on the 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 446 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Screen Designer ehicle Usage Screen Print 5 x File Edit View Report Help Design Preview la nanena a ABDBBA aR fyerclusege E sf wy ol E IneClickHR ple l December 200 _0 PATEOFUS REGISTRATION EE MILES ROTES Page 1of1 a Object DBMemo1 left 6 4271 Top 0 Width 4 6875 Height 0 1667 Ai 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
125. 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 a button The Create New Diary Reminder dialog is displayed 207 PERSONNEL DIRECTOR USING THE DIARY x Date fi 1 21 2005 ad at fa 00 AM Employee 001 Mr M Donaghy Description fInformation on Scheduling Shifts IV Display Reminder Message fi Day s Beforehand Add Remove All Users se cmn NOTE If there is more than one user sharing Personnel Director on a workstation or on the network a Remind Other Users prompt is also shown at the bottom of the screen 4 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 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
126. update existing records click the Update Existing Records option e To create new records click the Create New Records option 317 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES To create a new record with a pay increase of 10 select the Create New Records radio button 2 Click the Next button Which Records Are To Be Included 1 2 Indicate whether you want to update all pay records or just the current pay record Global Update Wizard xi Please specify the method that should be used to select records for update Select All Records All records for the employees on the specified screen will be updated Select Current Records Records for update will be selected based on the date field that you enter during the next step Cancel lt Back IE 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 If you chose the Current Records option specify the date Global Update Wizard xi Please specify the date information that is to be
127. value or select it from the drop down list then click OK Setting Field Validation Properties If this field is to be verified click the Validation tab to set the rules to be used field Properties x Field Display Format Value Validation Pick List Web JV A value is required for this field 1 Formula Edit Display this message if the validation formula fails 2 Format N Numeric L Alphabet Alphanumeric GR Constants lt Space gt _ H Ekiz Help Cancel 1 Provide the following information A value is required for this field Click this checkbox if the field is mandatory Validate This Field Before Saving Click this checkbox if the field must be verified before the record is saved 427 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 Validation Statement QUANTITY gt 1 Cancel Test Expression Help Ix if Fields Functions Enter the formula then click OK For more information about entering field verification formulae see Entering Field Validation Formulae on page 429 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 Pi
128. x Absence Allowances 016 Mr A J Locatell Display Allowances for fan Years x Recalculate TEETE vance T j ae 6 ar Days Standard Holiday Allowance Holiday 1 20 Days Standard Holiday Allowance Holiday 21 0 21 Days Standard Holiday Allowance Holiday Days Parental Leave Allowance Child 1 Parental Leave CI 65 0 65 Days a Summary View 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 B Absence Allowances 016 Mr A J Locatell E z xl Absence Allowances BiG Met EEG 2s Display Allowances for All Years x Recalculate Description Standard Holiday Allowance Allowed 21 Days T D Category Holiday aken 27 04 Days Carried Over o Days In Lieu 0 Days Runs From Year Cary Over Lost o Days Remaining 6 04 Days I lt gt gt i 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 e Runs To This field only appears for parental leave 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
129. you want to delete and click the Delete button 3 Confirm that this timesheet is the one to be deleted Click Yes 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 196 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS fmmport Timesheet eS File Name for 23 txt Code 0123 Description Regular Start Date 11 24 2005 Database pdtechdemo No of Shifts 1 Staff No Employee 1 Mr M Donaghy 2 Mr D Slattery 15 Miss J Difazio Show Preview gt gt 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 Form
130. 01 00 GBP Contractual Hours 37 50 Per Week Pay Period Monthly Pay Per Period 2 750 08 GBP Allow Overtime N o Cost Code PROD Pay Group No Monthy NI Number TNT 60569M Contribution Letter M Tax Code 225M It has two distinct areas The fields in yellow are calculated fields and are updated automatically when you modify the employee s Pay Record The other fields are where you enter information The Pay Details tab contains the following calculated fields You cannot enter data into these fields 118 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS 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 payperiod of weekly the caption will read Pay per Week For employees with a pay basis of
131. 1 At the paragraph where you want the table inserted on the Tables toolbar click the Create Table button 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 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 column insert the cursor in the column and click the Select Column button 242 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING Setting tabs e Click the ruler at the location where you want to set the tab To remove the tab click the Tab icon 243 15 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 e On the Tools toolbar click the Reports Reports button 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 21
132. 16 PERSONNEL DIRECTOR WORKING WITH GROUPS AND FILTERS fiter j x Criteria Table Fick Operator Vatu Absence Allowance Allowance Code Add Replace Remove lv Auto Replace Apply criteria using AND C OR Table Field Operator Value Absence Allowance 7 Allowance Code x Contains 7 E 7 4 e cms 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 Applying an Employee Filter To apply an employee filter from the list of employee filters 1 Click the Filter button on the Employee Navigator The Filters screen is displayed x Select Accident History 2 Cancel 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 displays the name of the current filter 217 PERSONNEL DIRECTOR WORKING WITH GROUPS AND FILTERS 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 NOTE To remove a filter from the Employee Navigator click the Remove Group Filter button
133. 37 Setting the Currency Format Used by Windows cece ceeeeseeeeeeeeeeeeesecesecaecsaecsaecsaecaeeeseseneeeeeeeens 37 Entering Company nformati ON sirsie ereer eestis rairs astroa kea OE EErEE Te eeo PEE EEEE Ia Ea TE SEEC EEEo TST SESEO seS 38 Betting the Ome E E E EEE EE EEEE 40 Defining Company Pay Periods scsicsc cssessccsssesse coetssesssbstensheesseevsebsaes ctpucedvesease op Erei iE EEE oar EEr SE EEEa 40 Entering Currency Exchange Rates siirsin seier ii en eser ro ier aE EE EEEE S Er Ra EEE 41 Entering Statutory Holiday Settings insien a Se a EE EREE S KESTE Sa 42 Defining Company Absence Allowances with the Absence Allowance Wizard seeeeeeeeeerrereeereeeeeee 43 Editing Company Absence Allowance Si gosn e Enee ae A EEES an 48 Deleting Company Absence Allowances sseesseseseseeeseseeessserrtsstrtesresteetrsrertnertenrestenteseerenreneenesrentnn 48 Defining Employee Work Periods 00 0 eee ceeceecseeeneeeseeeeeeseceecesecsecsaecsaecsaecseecaeeeseseeeseeeseeerenseenseenaes 48 Entering Company Vehicle Data cee eee cee cseeeneeeseeeeeesecesecesecesecaecsaecsaecseecaeesseseaesseeeeseerenseeseenaee 50 Accessing Company Vehicle Data 00 0 0 eee ceceeeeeseeesceeseeeecesecesecsecsaecsaecaaecseecseseseseaeeseeseeeeesseenseenaes 50 Adding Company Vehicle Details cece eeeeeeeeeeeeceescesecesecesecsecsaecsaecsaecaeecaeseseseaesseeeeeeeesseenseenas 52 Changing Company Vehicle Details 0 0 eee eeeeceesceeeceecesecaeceaecnaec
134. 4 Tax Codes Valid tax codes are XxxxXA where A is L H P V T A J Y and xxxx is any number between 0000 and 9999 Kxxxx where xxxx is any number between 0000 and 9999 BR NT NI DO For example 376L K1123 DO NI Number A valid NI Number is in the format AA999999B where A is a letter 9 is a number and B is A B C or D B can also be an M F or X if AA or TN The system removes blank spaces and uses the first nine characters Importing Data from Payroll Director SQL You can do the following Import all data from Payroll Director SQL to Personnel Director When you import data from Payroll Director SQL for the first time after you establish the link use this option Import only data modified since the last import Use this option to keep information maintained in Payroll Director SQL synchronised with Personnel Director 381 PERSONNEL DIRECTOR To import all data LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL 1 On the Data Update tab uncheck the Import Modified Data Only checkbox 2 Click the Import Now button 3 If the details are imported successfully the status Complete message appears If an error occurs during import the details are displayed in the Import Log at the bottom of the Data Update tab 4 Click the Save to Log File button to save the log to the file Payroll Director SQL Error Log txt in the root Personnel Director folder To import only modified data 1 On the Data Update
135. 6 To view the table click the Preview button ReportBuilder New Report File Edit View Report Help Data Design Preview a pase pz na ft gt Caneel plAccident_History Page 1 of 1 300 PERSONNEL DIRECTOR 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 278 In this example we want a graph of average 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 Click the Design tab 3 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 EJ 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 H il TeeChart Gallery Standard Functions Line e Bar Horiz Bar Area l0 x Point Fast Line Bubble Arrow Shape Cei OK Cancel Iv 3D e Click the Series Da
136. 7 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 rey button on the Report List toolbar 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 About the Graph Wizard Window When you create or open 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 244 PERSONNEL DIRECTOR WORKING WITH GRAPHS Personnel Director Graph Wizard tool bar ffi Graph Wizard Total Distance Travelled by Location Si iol x File Graph Help F fa Eleea le mam Ezan Top chart title Total Distance Travelled by Location E Birmingham Office E Bristol Office G London Office Legend ance Tr os 8 Left chart title Ss 4 200 1 000 800 600 400 i Di a 5 Y axis 200 Birmingham Office Bristol Office London Office Location Name Bottom chart title X axis 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
137. 72 Creating a Copy of a Scheduled Report eee ee eecesecsecssecssecseeeseeeeeeeeeeeecesecesecaecsaeesaecsaeenaseneeees 372 Deleting a Scheduled Report srren a caves A AO EREIN eE KAE EKITS EiT t 373 Working With Archived Reports secessit seereis tse eiir b eeri Erio Ee Se roer ries 373 22 LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL eesssesersesesececoesoroeseseseeeesoee 375 About the Payroll Director SQL Link aiiin e a a a E E EA ENES ieee 375 Installing the Payroll Director SQL Link iesenii eeso a ee oise ae SEs a e E SSS 375 How Exporting Works sereni e e a E Geeta ats sie sane a S EA SERES 376 Hov Timportin gs MOT S r aves eto E overt eta N E S 376 Configuring the Payroll Director SQL Link seessssesssseesssressssrrerssrsreerestesrssreressestrsresrentrsrerrnserresresrent 377 Exporting Data to Payroll Director SQL esessesseesseesrsseesssresrsstrrsrstesresresrsseerrnestenresrertssrerrnserresresrent 380 Importing Data from Payroll Director SQL esessesesssseesssressssrrrrssrsreerestersserrenserrrnresrentsseeresserresresrent 381 Personnel Director Payroll Director SQL Field Mapping esseseerssresesreesrsrerissrsrreresreereseerrnsesresresrene 382 23 SETTING UP THE PAYROLL DIRECTOR SQL LINK SERVICE esesesesesesessesssssseesesesosesosesosesosese 384 Installing the Payroll Director SQL Link Service oe eeececeeceeecesecesecesecaecaecaaecseeeaeseaeseeeeeeeeerensrens 384 Configuring the Payroll Director SQL Link Service o
138. 78 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Displaying Training Summaries 1 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 Training History button _or e From the Screen menu select Open Screen Select Training History and then click OK 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 179 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 To add a record click the New button on the Record toolbar or press 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 Training History 001 Mr M Donaghy 15 xi dhi Training History 001 Mr M Donaghy Date pas20 o SF Duration Lo y al Hours Expiry Date o H Location Training Room Bristol Course Health amp Safety at Work ea Cost 35 i Subject Basic Fire Safety e Passed Yes Provider
139. 9 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING 7 10 11 12 e To add one or more recipients to the list click the Add button Select the additional employees and click the OK button e Toremove an employee from the list select the name and click the Remove button Click the Next button and do one of the following e To send the document to the selected recipients via email click the Email button Mail Merge Wizard Letter RTF x Please select whether you want to Print or E Mail the mail merge document for the selected employees Print E Mail E Mail Subject Inserts text into the e mail subject field oo E Mail Body Inserts text into the body of the e mail Cancel lt Back Next gt Finish Type a subject for the mail message Type the text that you want to appear in the message body e To print the document for the selected recipients click the Print button Click the Finish button The Update Correspondence History screen appears Update Correspondence History Xt Would you like to update the correspondence history for each employee Description Promotion Detail Yes No Cancel 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 If you chose to print the document the Personnel
140. ADMIN EXE When the file is found double click on it with your mouse In the BDE Administrator select the Configuration 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 is 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 399 25 A USING THE SCREEN DESIGNER Use Personnel Director s Screen Designer to Add new tabs information boxes and fields to an existing Personnel Director screen Change information boxes labels and appearance of existing Personnel Director fields Create new screens specially customised for your organisation Create customised help for your Personnel Director users You can also use the Screen Designer to Modify existing Personnel Director screen prints print records Create screen print layouts for the new screens you create Starting the Screen Designer Module Important Note ALL databases must be shutdown prior to using Personnel Director s
141. AR Close timesheet Display the help 2 for Working az Time Directive Edit Toolbar The Edit toolbar has buttons you use to work with the timesheet data Button Menu Access Description Procedure Shortcut 4 Edit menu gt Cut CVt the selected Ctrl X nes data Edit menu gt Copy ries y eaelectod Ctrl C Paste the data Edit menu gt Paste previously cut or Ctrl V copied x Edit menu gt Delete the selected Del Delete data Options Toolbar The Options toolbar has buttons you use to adjust the colour and the level of magnification Button Menu Access Description Procedure Shortcut j Reet Options menu gt Change Colours timesheet screen Change colours used on the OH Options menu gt Change zoom Change the magnification 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 192 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS To make the Working Time Directive timesheet easier to work with you can change the background and text colours used to display the header title and worksheet data 1 4 On the Working Time Directive timesheet screen
142. AYROLL DIRECTOR ACCESS To prevent changes from being sent to a Payroll Director Company 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 To define basic rates of pay 1 Click the Basic Rates tab Payroll Link Settings xi General Databases Basic Rates Export Filter Synchronisation Audit Log 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 C Program Files EARNIESO000data mdb a Basic Rates for this Company Remove Help Cancel OK Select a Payroll Director database from the drop down list 3 A list of all linked Payroll Director company databases is displayed You must specify pay rates for each company database
143. Adding Updating Deleting and Printing Employee Records on page 86 Displaying Pay History Summaries 1 Navigate to the record of the employee for whom you want to display pay record data 2 Do one of the following ie 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 Only one pay record is considered to 172 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA be current at any particular time The current record is the pay record whose From Date is closest to but not greater than the current 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 To add a record click the New button on the Record toolbar or press 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 oh z5 Pay History w 001 Mr M Donaghy From Date fi 7171996 v Allow Overtime No Pay 17 000 00 GBP All values below shown in GBP Local Pay j 17 000 00 GBP Annual Pay 17 000 00 Euro Pay 24 140 00 Euros Pay Per Period
144. CESSING AND MAIL MERGING 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 e 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 location 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 Ifyou 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 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 Colour Select the colour from the drop down list Script Select the type of script from the drop down list 4 Click OK To create a bulleted paragraph e Click the Bullet button on the Formatting toolbar or select Bull
145. Change Password x Enter Current Password Enter New Password Confirm New Password CS woo cms 2 Provide the following information Enter Current Password Type your current password Enter New Password Type your new password Confirm New Password To verify the new password you want to use type it again 3 Click OK Exiting Personnel Director 1 Select Exit from the File menu 2 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 88 PERSONNEL DIRECTOR WORKING WITH DATABASES 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 e Personnel Database The database used to store your company s employee records e Demonstration Database A database with a number of sample records which you can refer to at any stage e 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 information 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
146. Click the Open button to transfer the employee s or the Cancel button to cancel the transfer 90 PERSONNEL DIRECTOR WORKING WITH DATABASES 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 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 On the main screen select Archive Employees from the Employees menu The Archive Employees screen is displayed Archive Employees x Select employees to Archive Current Employee Ca
147. Current List text box Click the Add button To delete an autofill list 1 2 From the Data menu select Autofill List Select the list and click the Delete button To automatically fill cells Select the cells to be filled Type the first item Do one of the following e 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 To set recalculation options 1 2 From the Tools menu select Options gt Calculations Provide the following information Automatic Recalc Click this checkbox to immediately 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 103 PERSONNEL DIRECTOR WORKING WITH DATABASES 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 Clea
148. Data menu select Define Name 2 Select the name to be deleted 3 Click the Delete button To sort data 1 Select the range of cells to be sorted a row a column or multiple rows or columns 2 From the Data menu select Sort 3 Provide the following information Sort By Indicate the method to be used sort by rows or sort by columns 102 PERSONNEL DIRECTOR WORKING WITH DATABASES 5 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 If the data is sorted by rows each row of data in the specified range is considered 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 e Key Reference Type the column row identification e Ascending Click this if you want the lowest number or first letter or first date to appear first e Descending Click this if you want the highest number or last letter or last date to appear first Click OK To create an autofill list 1 2 3 From the Data menu select Autofill List Type the new autofill list separating each item with a semi colon You can also edit default lists using the
149. Date fe 7871994 By Whom Mr 4 Locatell Notes Michael Received a Verbal Warning for persistent lateness ie oe Summary View Detail View Attached Documents Data Entered on This Screen 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 159 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 be automatically inserted into the Diary for this date see Diary Reminders on page 202 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 202 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 emp
150. Detail View 4 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 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 e Click the New button on the Screen Designer toolbar e Add the Loan Equipment screen information and click OK A blank screen appears 408 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER xl gt Loan Equipment Date x DESCRIPTION DESCRIPTION RETURNED 4 Value LOANVALUE Detail View 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 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 Type Date Date equipment is to be returned bot Type Text ae bs Description Size 30 Description Description of equipment Loan Value Type CENH Value Value of the equipment Number 3 The Equipment Value field is to have two decimal places e On the Fie
151. 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 349 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER link is not installed will not be synchronised with data in Working Time Tracker and Payroll Director To install the link 1 2 Insert the Personnel Director CD ROM into the CD ROM drive If the Personnel Director install program starts automatically click the Cancel button Click the Start button on the Windows taskbar and select Run Type x wttlinksetup exe where X is the drive 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 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 Per
152. Director word processor or Microsoft Word displays the document Otherwise click OK when Personnel Director tells you that email has been sent to the selected employees Customise the document Add or change the information in the document 230 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING For more information on using the Personnel Director word processor see Using the Personnel Director Integrated Word Processor on page 235 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 requirements See Modifying Letter Templates on page 230 Setting Your User Record You can use Set My Record to personalise letters that you create as mail merge documents and identify yourself as the sender of documents delivered via email 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 1 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 106 for further details 2 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 3 To check which record you have marked as your own select Goto My Record from the View menu
153. EL DIRECTOR REPORT LIST Importing a File 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 1 2 3 4 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 Look in lt gt K JJe Ek Ee m Client Applications GPD pdf Documents and Settings PDImagesLatest Downloads PDImagesLatest 2 Frank Update 08 07 05 Program Files Inetpub Projects net pte File name Daa Files oftype Import Fies Cancel 4 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 installation of Personnel Director For example you could export a graph you customised so it could be used by another Personnel Director installation 1 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
154. ETTING UP PERSONNEL DIRECTOR Button Action Insert a new statutory holiday record Delete the current statutory holiday rate pe record Post changes made to the current statutory v holiday record c Cancel current changes made to the statutory ee 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 have 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 a list of employees using a filter You can also set the start date for each absence allowance on a group or global basis or a list of employees using a filter For more information see Setting and Displaying Absence Allowances on page 130 1 Select Absence Allowances from the Company menu The Absence Allowance Wizard screen is displayed 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 Next to proceed want
155. Employee Navigator is not displayed do one of the following 2 Click View on the menu bar and select Employee Navigator Or 111 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS 3 4 5 Click the Employee Navigator Quick Find tool on the Tools toolbar Speedkey Ctrl Q Double click the folder of the department or other group that the employee is a member of Double click the name of the employee you want to work with The Employee Details screen for the employee you selected opens 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 Bhool on the toolbar The Change Criteria dialog opens Change Criteria x Groups GroupBy Department x Then By Address Line 2 sA Then By Address Line 5 I Include Headcounts Sort Employees Sort By Surname y Ascending Order C Descending Order Open Method Open the employee in the current window C Open the employee in a new window I Display Navigator on top of all other Windows Help Cancel Select an option from the Group By drop down list to select the criteria you want to use to group employees in the Employee Navigator NOTE If you want additional levels of grouping select additional criteria from the Then By drop down lists For example you can organise the display of employe
156. FR x Calculations Field Alias Field SQL Alias Table SQL Alias Function Espressi 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 calculation statement double click the Field Alias name in the Calculations list Changing Groupings 1 Click the Group ad button on the query screen The Group tab appears 283 PERSONNEL DIRECTOR CREATING QUERIES PR QueryDesgner STE Tables Fields Cales t Search Sot SQL Available Fields FieldAliss Field SQL Alias TableSQLAlias l Address Line 1 MASTER ADDR MASTER Address Line 2 MASTER ADDR MASTER Address Line 3 MASTER ADDR MASTER Address Line 4 MASTER ADDR MASTER Address Line 5 MASTER ADDR MASTER Ane MASTFR AGF MASTFR x Group Fields Field SQL Alias Table SOL 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 Changing S
157. ITH PERSONNEL DIRECTOR REPORT LIST ccssssssssssessessssessessrsessessesesserees 219 OVEIVIE Wes ese os eee eet A elt ete el E A A ee E eed eh hes 219 Starting and Exiting Personnel Director Report List 0 0 0 eee cseeeseeeeeeeeeeeeeeeeeeseensecsecaecsaesaesaeeeas 219 About the Personnel Director Report List WindOW 0 cece eceeceeeceeecesecesecaecsaecsaecseecseeeseseaeeeeeeeees 219 The Personnel Director Report List Toolbar eee ee cescesecssecseeceeceeeeseeeeeeesenseensecaeesaecaecsaeeneeeea 220 Managing Pod OSa Ses sekadaccessntesh sasha a a aaar aa a EE A RELEE 221 Creating a Polder a E EE E T TT EEE 221 Renaming a Foldet a aa E heeds eens A TELET 221 De letin 8 a Foldet reee ae a a E r Ea a a a e na anO in eio 221 Managing Report Letter and Graph Files 0 0 ceecseeeeeeeceseeeeeeeecesecaecsaecsaecsaecsaecseeeaeseeeeeeeeneees 221 Creating a Report Letter or Graph Flessen nee aoire ee NEPE o ESR APE ENE REE E e 221 Moving Files t Other F lders scesero eer eos vispre peesaa seee ee nep iena eseye esie p i Sesha 222 PREVI WINS a Filerna Aii oE E hieatessvevtucheunbeguc E A EET epanieencsuuntevsvensesncnuuboubenacs 222 Editing a STi eE E E T E E E EEE 222 Reinatmin ga Bile 36 20 28 is E E A E A A AT 222 Deleting a File neoini N A E eh EE E EE E Beat R E E tees 222 Refreshing the Files and Folders List eesceescesescecssecessceceeeeeneecaceecneecsueeseaeecuceeeaeecaeeseaeeceaeeesnees 222 Importing a Bile s 3s ccciiess iene hice
158. IV Export modified data only I Do Automatic Export while exiting Personnel Director Import Data Import Now IV Import modified data only Total Progress 20 Generating the XML document 0 Help 2 Click the Export Now button All the existing Employee Bank and Pay records in the current database linked to a Payroll Director SQL company are exported from Personnel Director to the Payroll Director SQL company If the details are exported successfully the status Complete message appears If an error occurs during export the details are displayed in the Export Log at the bottom of the Data Update tab 3 The error message Export Completed With Error lt fieldname gt value format is invalid means data was exported but fields listed as invalid were not exported The error message 5 Export Not Completed means that the export was not done Attempt to fix the reported problems then try the export again 6 To save the export log click the Save to File button 7 The status report error log is automatically saved to the text file Payroll Director SQL Error Log txt in the root Personnel Director folder To export only modified data to Personnel Director SQL 1 On the Data Update tab check the Export Modified Data Only checkbox 2 Click the Export Now button 380 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL 3 The inserted modified and deleted Employee Ban
159. If the values represent employees to which the user should NOT have access then check the Exclude option Value l Add Select the master field values to exclude from access e Select the field value from the drop down list then click the Exclude checkbox 33 PERSONNEL DIRECTOR SETTING UP SECURITY e If the data in the field contains a range of values select two values then click the Range checkbox 5 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 Auditing Personnel Director Usage You can use the Audit Trail feature of the Security Manager to monitor Personnel Director usage including the date and time when users log in and out the database they are using and the type of usage for example record maintenance 1 From the Security Manager Security menu select View Audit Trail option Or o Click the View Audit Trail al tool on the toolbar or Press Ctrl A ioii File Vi og Of Date time User DatabaseName Action Petrino eam 15 47 45 SERNAME LogIn i 1124 2005 3 26 01 Pt 15 26 03 SERNAME LogIn 1124 2005 3 10 50 Pr 15 27 48 SERNAME Create Record 11 24 2005 3 10 50 Pt 15 39 09 SERNAME Modify Security 11 24 2005 3 10 50 Pt 15 10 50 SERNAME Log In E 11 24 2005 3 09 38 Pt 15 09 59 SERNAME pdtechdemo Log Out
160. In 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 button select Save from the File menu or press Ctrl S 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 195 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS Vizual Cancel Help 39 The timesheet is currently 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 193 Deleting a Timesheet If a timesheet is no longer required you can delete it 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 x icon 2 Select the timesheet
161. Indicate how the spreadsheet workbook 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 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 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 freeze 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 97 PERSONNEL DIRECTOR WORKING WITH DATABASES 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 Spreads
162. K e Click OK Return to step 12 if you need to specify other criteria for the update otherwise click the Next button What Fields Are To Be Added or Updated 1 Specify the fields to be added or updated in the selected records Global Update Wizard xi Please specify any additional criteria to be used to select records for update Cancel lt Back IE 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 320 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES 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 criteria e An increase in pay of 10 e A from date of January 28 1999 If you are adding or replacing a field do the following Specify Updates Field Date of Accident Operator SetTo Cancel Value 1257205 d 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 To add the two criteria enter the following Field Name Operator Value Pay Add 10 28 01 1999 in From Date Set To Windows settings format 3 When you finish entering criteria click Next Finish 1 To run the
163. M _ 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 easier by using the Copy and Paste buttons or the Copy and Paste commands on the Edit menu to auto fill the rows You can change the appearance of the screen by adjusting the colour 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 These options also in effect from timesheet to timesheet until you change them Using the Working Time Directive Toolbars Main Toolbar The Main toolbar has buttons you use to work with the timesheet file 191 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS Button Menu Access Description Procedure Shortcut File menu gt Save the Save Timesheet timesheet Ctrl S File menu gt Export the 23 Export XP Ctrl E timesheet Timesheet File menu gt Print the Print timesheet Ctrl P File menu gt Exit the Working f Time Directive L
164. NDOWS DESKTOP PageM aker 6 5 Ink l F Use DDE Or If you are running Windows XP click the Advanced button 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 1 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 tab 83 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Accident History 016 Mr A J Locatell RS of x 2 Accident History v D16 Mr A J Locatell R nm Hitt 6 a x 2 ii Summary View Detail View Attached Documents Changing the View Use the following icons to change the view in the Attached Documents screen Buttons Description 25 Display the attached documents as large icons Yo Display the attached documents as small icons Boe Display the attached documents in a List Display the attached documents in Detail Adding an Attached Document To add an attached document to an employee s record 1 Take one of the following actions e Drag the document from the Windows Explorer or Desktop onto the Attached Documents list Or e Click the Attach 6 button 2 The Attach File dialog is dis
165. NG THE SCREEN DESIGNER Suppose that you want to change the background colour in the Header from white to red 1 Click the Shape a button on the Standard Components toolbar and click in the Header section Drag the corner handles until the rectangle covers the header section 2 Inthe Format toolbar click the arrow to the right of the Fill Colour 2 button on the Draw toolbar Select the colour of your choice 3 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 1 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 2 Inthe Draw toolbar click the arrow to the right of the Line Colour button then select red for the border colour 3 To show the 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 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 1 Click a b
166. ONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 Select Project Time Sheets and then click OK 3 Click the Summary View tab if it is not already displayed zich Project Time Sheets w 001 Mr M Donaghy Week Ending Weekday Hours _ gt 1 7 2000 Project Activity 26 1 14 2000 Project1 Activity 26 Summary 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 To add a record click the New button on the Record toolbar or press 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 177 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Project Time Sheets w O01 MrM Donaghy Project Code Priectt a Week Ening fi 27 2000 gl Activity Code Activiyt a Monday o 8 Weekday Hours O S Tuesday o A Weekend Hours oOo o ag Wednesday i 77 Total Hours Thursday tc 77 Friday a Saturday OoOo Sunday Oo O O y ro p pw Summary View Detail View Attached Documents Data Entered on This Screen Project Code The code of the project that the overtime hours are being logged to Use
167. ORDING AND TRACKING HOLIDAY AND ABSENCE cccsssssssssssssessessssessessssessessesesserees 124 Entering Holiday and Absence Records cceescecessceseeeceseceeececaecesececaeceeececaeceneecaeceeeeecsaeceeneesaeeeeee 124 Displaying Holiday and Absence SUMMALY eee eceecesecesecnsecseecseeeeeeeeeeseeeeseeseensecsecaeeaesaeeaeeees 124 Editing Holiday and Absence Details 0 eee ec eeceeecesecesecnseceeecaeeeseeeeeeeeeeeeeeseesecsaecsaecsaessaeeaeeeneeees 125 Displaying Holiday and Absence Calendars 0 eee ee eeceseceecssecneeeseeeeeeeeeeeeeseeesecsecsaeenaecsaeeaaeeneeees 127 Displaying Holiday and Absence Schedules eeeecesecesecscecneeeseeeeeeeeceeeeeseensecsecsaecsaecsaeeaeeeneeeas 128 Using Other Absence Schedule Functions 0 occeeeecesecesecssecseecseeeseeeeeeeeeeeeceseensecsaecsaecnaessaeeaeeeseeees 130 Setting and Displaying Absence Allowances 2 0 0 0 eeeeseeseceecssecseecaeecseeseeeeseeeceseeessesecsaecsaecsaessaeeaeeeas 131 Assigning Work Periods ssc ses isccss sissig shes ereer sesse peoos easpa eiaeaen Eis k os EEEE EEE Eea sobspecobessnsbestavessstess 131 Assigning Absence Allowances to Multiple Employees s ssseessssesesseesesreesesesrresesreerestenresrerrnsenrenresreness 132 Displaying Absence Allowance Summaries eeesssesesseeseseessstsrrerrstestrsreetsrerrrsesrenresreetesrerrnsesresresrent 135 Allowances Year End Maintenance ccccccccssssssssssssssssssssssssssscsssssssscscseeesse
168. Pay 12500 to 15000 and Headcount 23 is displayed Graph Wizard E xj 3 Location Name Bristol Office Total Distance Travelled 2718 00 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 245 PERSONNEL DIRECTOR WORKING WITH GRAPHS Click 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 Display source data for the graph AMAAN 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 aE le E a E Display a pie chart 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
169. 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 Vizual Cancel e Type a name for the graph and click the Save button 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 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 2 From the Graph menu select Graph Setup or click the Graph Setup button on the toolbar 3 Complete the graph criteria as follows 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 249 PERSONNEL DIRECTOR WORKING WITH GRAPHS 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 speci
170. Personnel Director data from one server to another To do this 1 Backup all databases on the source server This includes all Personnel Director databases as well as the global database 2 On the destination server install the MS SQL Server software then restore the backups you made in step 1 to this location 3 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 326 4 Oneach 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 326 NOTE You maintain the location of the Personnel Director global database VBTGlobaldata using the Personnel Director Database Maintenance module s Maintain Database List function recorded in the SQLSERVERS 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 file on one client workstation and it is automatically updated on all other computers 348 20 LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER The Personnel Director Working Time Tracker link is an a
171. 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 430 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER To set this link 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 CO
172. 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 232 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING The word processor is started and a new blank document with the name you entered is created 2 Document Untitled RTF la x File Edit View Insert Format Tools Help B RSS sao M4 B Ms Sans Serif wit S ESs 8 7 u Address Line 1 gt itt Curent Allow Overtime gt a I CompanyAddress 1 se EE Ey DR SE E OLD ae aa My Email Fea Bene Get 40s ete 6 12 6 13 1 Age cars A 4 Type the text and any mail merge fields that you want in your template For help using the various options in the word processor select Help Topics from the Help menu or see Using the Personnel Director Integrated Word Processor on page 235 5 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 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 1 Make sure that Microsoft Word is selected in Options gt
173. 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 Click the New Letter button or select New gt Letter from the File menu 4 Select the Letter option enter a name for the new letter and click OK 233 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING Create new template Please select the type of mail merge template o that you would like to create x Letter Caneel Mailing Labels Help C Envelope Template Name Personnel Director Template 5 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 6 When you are finished save the document normally It will appear in the Personnel Director Letters folder To create a mailing label template 1 To create a Microsoft Word mailing label template follow these steps 2 Inthe Personnel Director Report List click the Letters folder then click the New button 3 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 b Please select the type of mail merge template OK that you would like to create ix Cancel C Letter H
174. QL Link Options x i Link Database Data Update Payroll Director SOL Link Registered To enable or disable link between Personnel Director and the Payroll Director SQL interface Register Un register To change the password of the registered link user ONECLICKUSER in the Payroll Director SOL database Change Password 2 On the Payroll Director SQL Link Options screen do the following e To register the Payroll Director SQL Link in the Payroll Director SQL database click the Register button on the Administration tab x Payroll Director SQL Admin Password l Confirm Password Cancel 3 On the Register Link dialog enter the Administrator password of the Payroll Director SQL Client software and re enter the same password to confirm This creates a user ONECLICKUSER in Payroll Director SQL for the Personnel Director Payroll Director SQL Link This is used for any further access to Payroll Director SQL from Payroll Director SQL Link The default password for this user is HRLINK you can change the password with the Change Password utility e On the Administration tab click the Change Password button x Enter Old Password i tt Enter New Password ss Confirm New Password Cancel e Enter the old password a minimum of 4 and a maximum of 15 characters then enter the new password and click OK 4 To link the Personnel Director database with an Payroll Director SQL company click the Li
175. QL Link Service keeps the data between Personnel Director and Payroll Director SQL synchronised by importing and exporting data between the two programs You can schedule this service to run in the background at specific intervals to e Export Personnel Director Employee Bank and Pay Details to Payroll Director SQL e Import Employee Bank and Pay Details from Payroll Director SQL into Personnel Director Installing the Payroll Director SQL Link Service Notes 1 Before installing Payroll Director SQL Link Service setup exit all Personnel Director programs and the Payroll Director SQL client 2 Install the Payroll Director SQL Link Service on computers where the Payroll Director SQL Client is installed and working These computers must be NT or Windows 2000 servers usually where the database is located 3 You do not have to install the Payroll Director SQL Link Service on the same machine where Personnel Director or the Payroll Director SQL To install the Payroll Director SQL Link Service 1 Place the Personnel Director CD ROM into the CD ROM drive of the computer where you want to install the Payroll Director SQL Link Service 2 Ifthe 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 PayrollDirectorSQLLinkService exe where X is the drive letter of your CD ROM drive then click the OK button 5 Click the Next but
176. R 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 Working Time Tracker and Payroll Director Integration If Payroll Director Working Time Tracker and the associated links are installed any changes made to employee data using Working Time Tracker are automatically synchronised with employees in Payroll Director and Personnel Director thereby keeping all three systems synchronised If the Payroll Director Payroll Link is installed sending pay information expressed as pence per minute between Personnel Director and Working Time Tracker is disabled A separate Working Time Tracker Payroll Director link must be installed to send payroll data between Working Time Tracker and Payroll Director The following diagram illustrates the flow of information between the three systems when all the links are installed and enabled Personnel Director Working Time Tracker Link Payroll Director Working Time Tracker Working Time Tracker Link Payroll Link i ee 351 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER Employee information name and address data is sent between Payroll Director Personn
177. RECTOR WORKING WITH EMPLOYEE RECORDS Contract Pay Details Personal Dates Working Time Date of Birth 5 6 1969 Age 36 Years 6 Months 7 Days Date of Join 117307 995 Length of Service 3 Years 11 Months 23 Days End of Probation Date 3 41 1996 Pension Scheme Join 3 141996 Time Pension Scheme Years 8 Months 22 Days Date of Leaving x The following employee fields are on the Dates 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 the company in a month You can use this date to archive leavers see Archiving Employees Based on Date of Leaving on page 91 Tip The Date Of Join and Date Of Leaving fields are automatically entered as Ca
178. 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 346 1 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Screen Designer The Login to Screen Designer dialog opens x A Enter your login details for Personnel Director User Name USERNAME Password ay Cancel Server intranet bd Sd Help intranet PD T echGlobal 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 18 Click OK The Screen Designer screen appears To exit the Screen Designer From the File menu select Exit 400 PERSONNEL DIRECTOR 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 Alignment toolbar Screen Designer USERNAME F SoreenName ABSENE Display Name Holiday and Absence Screenlcon Click toChangelcon gt e Screen Notes Click to Edt Notes gt e Enable Audit Trail 7 Start Date End Da
179. 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 details entered Bonus Enter the amount of an annual bonus awarded to the employee Reason for Bonus Enter the reason for awarding a bonus Calculated Fields 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 Company menu For more information on pay and pay period calculations see Understanding Pay Period Calculations on page 448 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 u
180. TO USE PERSONNEL DIRECTOR 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 Last record First record Previous record Next fecord 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 associated with a program 1 If you are running Windows 98 or earlier in My Computer or Windows Explorer click the View menu and then click Folder Options 2 Click the File Types tab Options RES View File Types Registered file types a Microsoft Office Binder Wizard New Type B Microsoft Program Group FF Microsoft Word Add in Re
181. Table SQL Alias Desc 2 gt a Department DEPARTMENT MASTER Cancel 2 To add a 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 Dese 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 3 To change the sort order clear or mark the Desc checkbox To delete a Sort statement double click the Field Alias name in the Sort Fields list Changing SQL Statements 1 Click the SQL B button on the query screen The SQL tab appears 285 PERSONNEL DIRECTOR CREATING QUERIES Query Designer MPLOYEE DETAILS 2 Add or change the SQL statements as required Deleting a Query for Display or Selection To delete a database query 1 Click the Query button on the Tools toolbar Or Select Query Database from the Tools menu The Query List screen is displayed 2 Select the query you want to delete and click the Delete button 286 PERSONNEL DIRECTOR WORKING WITH REPORTS 17 WORKING WITH REPORTS Overview 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 R
182. The Join Table screen appears x Join Type Join Accident History Table with Inner Accident History Fields Book Updated By Date Informed Date of Accident Days Lost Day Number Month Number Accident Book Updated Employee Details Employee Details Fields Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Birthday Month Name Contract End Date Accident History Location Accident History E mployee Number Employee Details Location Employee Details E mployee Number coce_ 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 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 281 PERSONNEL DIRECTOR CREATING QUERIES 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 3 Tochange a table statemen
183. 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 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 bjective Worked for long hours and acheived the target 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 Data Entered on the Training Agreed Tab Use this tab to record any training agreed on as a result of the appraisa
184. The marked record will be displayed in the main window 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 are grouped as shown in Writing Other Documents on page 226 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 231 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING To insert a new merge field using the built in word processor 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 ava
185. To Click For more information Add change or remove E Changing Tables on page tables 371 Changing Selected Fields Add or remove fields Bl ape 37a Add change and remove Changing calculations on calculation page 373 Changing Groupings on Add or remove groupings page 374 Add change or remove selection criteria Changing Selection Criteria on page 376 Add change or remove sort order Changing Sort Order on page 377 Changing SQL statements Changing SQL statements on page 378 Preview the results o e 2 When you finish updating the query do one of the following If you 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 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 Changing Tables ae 1 Click the Tables button on the query screen 280 PERSONNEL DIRECTOR CREATING QUERIES The Tables tab appears PR Query Designer E Absence Allowan Accident History Appraisal Assess Appraisal History Appraisal Objecti Annraisal Trainin Employee Details Table Name PERSONALALL ACCIDENT APPRAISAL_AS APPRAISAL APPRAISAL_O APPRAISAL T MASTER MASTER 2 To add anew table double click the name of the table you want to add
186. 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 For the Breaks Report click this checkbox to list only employees who haven t taken breaks For the Average Hours Report click this checkbox to list only employees whose average hours exceed 48 hours 4 Click the Employees tab to choose which employees are to be included in the report To include only employees belonging to a specific group click Group Select the group that you want to use from the drop down list 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 200 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS 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 six E amp Chose Bln r n ze Week Begnring Employee No Name Day Monday November 28 2005 o1 Standard Weekly Timesheet MrM Donaghy 11 24 2005 6 58 43 PM Group Engineering sua Planned Planned Planned Actual Actual Actual Breaks Breakin Absence Hoursin Overtim
187. Type the password 3 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 administrator 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 35 Overview SETTING UP PERSONNEL DIRECTOR 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 Setting company pay periods Setting currency exchange rates Defining statutory holidays Creating the various absence allowances that your organisation uses 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 N DO uw BR WN Set the date and currency display formats in Windows This is essential Enter your company details This is essential Specify the
188. UNTRY and CITY example if the display value 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 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 Self Service Module IV Show this field on summary page Position on the summary page Sort Order on the summary page Ascending X Provide the following information Show This field On Summary Page Click this checkbox if 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 431 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 Entering Field Validation Formulae Use the Field Validation
189. View tab or double click the record 154 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA ox Career History 007 Mrs J Woodbridge Date of Event finns x Career Event Joined Compay A Division SouthWest al Job Title Human Resources Assistant a Department Human Resouces a Location Bristol Office a Pay msg Per Hour m Contract Type Temporary O A Full Part Time Pat Time Status pie y Notes M f 5 x gt al Summary View Detail View Attached Documents Career events are normally created automatically for you by Personnel Director but you 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 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 38 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 follow
190. Vizual Business Tools cannot offer technical or customer support concerning general use of Microsoft Word Notes 1 Be sure to indicate which word processor you want to use For instructions see Setting Your Add On Preferences on page 58 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 2 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 41 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 is initially in RTF format for use with the Personnel 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 224 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING e 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 e Memo Write a memo that has the date and employee name filled in You fill in other headings using the wor
191. 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 To set the font for selected cells 1 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 99 PERSONNEL DIRECTOR WORKING WITH DATABASES Colour 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 worksheet 1 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 Colour Select the colour from the drop down list Script Select the type of script from the drop down list 3 Click OK To set the border for selected cells 1 Select the cell s to be formatted 2 Select Border from the For
192. a a a gt 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 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 Button Click To 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 For a letter launch Mail merge wizard Refresh the display to see the latest file and folder contents lee Xie Ee E E 220 PERSONNEL DIRECTOR WORKING WITH PERSONNEL DIRECTOR REPORT LIST 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 2 Click the New Folder c button on the Report List toolbar Or Select New gt Folder from the Report List File menu Renaming a Folder 1 Click the name of the folder to be renamed 2 Select Rename from the Report List Edit men
193. aaecaeecseseneseaeeeeeeeeeeeenseenseenaes 54 Deleting Company Vehicle Details 0 0 0 cee eeeeeceeseeeecesecesecsecsaecsaecsaecsaecseseaeseaeeeeeseeeneenseenseenaes 54 setting Up Preferences 35 se Sais e ea E e e ie a tes i ea 54 Setting Career Event Preferences eee eeeeeecesecssecssecseecseecseeeeeeeeeeseceeessecsecsaecsaecsaecaaecaeeeaeseneeeeeeaeens 55 Setting Diary Reminder Pr ferences ssss secscstsstess secosstsshsosebsvesdetesvhavtetvensvchescessgessnescebespavetevssastevasess 55 Setting Your General Preferences sc c ssc sssesceicstust cosine restore nees EEE e Era EEEE svete TOODE EEES OE SES ce SREE TOET ESTE 56 Setting Your Add On Preferences 2 5 ssssesbessduestststecosessseengpbsvesoetesshsststesasvesssceesgeuenestebeseessgebasasceessess 58 Setting Absence Preferences ssccscecsccesssesssesces isdvates ssa costcssecssedsnessvssaebsb se sbyasvets seesscedsnescessseosbansnpasessasess 58 Setting the Turnover Statistics Preference eee cee cseeeseeeeceeseeeeceseceseceseceaecsaecsaecaaecaaeeaeseaeeeeeeeees 60 Setting Allowance Options esiisa pidecheveden dees Jeegdhcus setup r e STEN Ne heo EEES E Een 60 Setting Automatic Employee Number Generation Preferences ssssesseeseseeeeresesererrseeeresrerrrsesreerrsrene 62 5 LEARNING TO USE PERSONNEL DIRECTOR seeeseeeseseeeeeeeeceeeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 64 Starting Personnel Director and Logging In sssesesssesessrsrs
194. aeseeeeeeeeerenetens 454 Contacting Technical Support asirin e eeustee sits avd a oep toni dentine eden ere Reese tease eae 454 APPENDIX A cscsssssssssssrsersessrsesecssrsssesensessesensesscssrsessesessessessssessessnsessesensessesenseseccensesscsensnssesenensecsenees 456 Understanding Pay Period Calculations 00 0 0 cee cseecseeeseeeseeeeeeeeeeeeessecesecsaecsaecsaecsaecaaecaaeeaeseneeeaeeaeees 456 Annual Pay Calculations 1 52 i sc ccsc sesdcscasceseo ce schon des eedan Eo Ern EEn eaa sda e SEEE Ke RE oi E ET 456 Pay Per Period Calculations sic ninasi eoet eii n eeaeee aa ra a aeee ara Seena is 456 Ho rly Rat Ca lcul tionS iiser nenea eaea e rRe aa a Ee N E EE E E R SST 457 APPENDIX B scssssssssssrsersssrsesscssrsessessnsessccsnsessessrsessesesssscssnsesscsensessssessessesessesscsensessecesseseesensessesenees 458 Using Operators and Functions ennie ere anaE aE e eea EENES e SEaren PEE EREET R eaae 458 Operator Precedence ra anna r a bute E A A E A A A E eee Uieaes 458 Arithmetic Operators sann r AG Seah Rais IS Steed RA MB 458 Relational Operators amnios ait ei es ee ee ee ee AS Set 459 Logical Operators ee s 3ssessit Levees EEE dans sectasescbasdasssogeasases satbndsostesvess sods pasuensseesbeetepesceees 459 StI O ol KLOI NEEE EEEE es tetecesceed Sass Sebeas beh estes seth cecoeedsaastetage T 459 Boolean Operators si cssiesiet tines S EER E EE E vase sect asducs av desnscpbesenegnsbnesbetesvass sods sesdeneyeevbee soe
195. ail J Help Cancel e To create the screen click OK Screen Designer creates a blank screen for you xl Uniforms Issued m lt rl nie Detail View 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 2 The next step is to create the fields for storing the required information 407 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 Field Name Type Size Display Label Description Issued Date Type Date Date Issued Dare me mmal was issued Renewal Date Type Date Renewal Date Date the nitratas to be replaced by Type Text a Description of the Description Size 30 Description mite Any notes you may Notes Type Notes Notes 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 3 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 xj ki Uniforms Issued Date Issued x Notes NOTES Renewal Date x Description DESCRIPTION m a mie
196. al 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 4 Click the OK button to save the configuration or the Cancel button to exit without saving the changes 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 ES The service is running i The service is paused 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 displays the list of services x Name Displayname d BB Alerter Alerter Maa Application Layer Gateway Service BB AppMamt Applicat
197. 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 page 278 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 20 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 pa Click the Query Que button on the Tools toolbar Click the New button Double click the Query Wizard button or click OK 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 ee 6 The query now app
198. apacity field Under the Details region enter the following information manually or by using the pick list button e The fuel type propane gasoline e The colour e The trim colour Click the Tax MOT and Maintenance tab then enter the following information under the Road Fund region e Click the pick list button in the Classification field and select add or delete a Classification of the car from the Classification dialog e Enter the Road Fund renewal date and fee Under MOT region enter the Ministry of Transport certificate Due Date and Certificate Number If no certificate number is required enter Not Required Under Service region enter the following e The next interim service date and major service date the odometer reading and date of the last reading e 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 Click the Vehicle Accessories tab and enter the following information e Under Alarm region click the Alarm Fitted checkbox if the vehicle has been fitted with one Specify the Alarm Code Key code or Radio Code for disarming the alarm as applicable e Under Other region click the Mobile Phone checkbox if the vehicle has been fitted with one Enter the Fuel Card Company and Card Number if a fuel card is provided with the vehicle Click the Financial tab and enter the following info
199. ard opens Absence Allowance Wizard Allowance Basis Please select the method by which increases in allowances will be determined C Length of Service Use this setting if an employees allowance is determined by their Length of Service with your organisation C Age Use this setting if an employees allowance is determined by their Age Parental Use this setting if an employee is entitled with parental absence allowance Bone Use this setting if an employees allowance is not determined by either of these criteria lt Back ne Cancel 7 Select one of the following depending on how your company awards this category of allowances Then click Next 44 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 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 8 On the Allowance Method screen select the calculation method as follows Then click Next and go to step 12 Absence Allo
200. art Date is between 01 01 1999 and 31 12 1999 Be sure to put a comma between the two dates Query Wizard cc Limit the rows returned Right click over the list box to see the edit options EE xi C AllRov Field Criteia SSeS Scr Line 1 Cancel Operator _ Cancel z Y Value c 273 PERSONNEL DIRECTOR CREATING QUERIES e Click OK 12 Now that the search criteria is defined click Next 13 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 Query Wizard Order the rows of the query based on field values Natural Order Available Fields Selected Fields Employee Details Address Line 1 a Employee Details Address Line 2 Employee Details Address Line 3 Employee Details Address Line 4 Employee Details Address Line 5 gt Employee Details Age Employee Details 4ge Text Employee Details Birthday Month me Employee Details Contract End D Employee Details Contract 1 Cancel lt Back Next gt A Z 4 Use the at 4 sort buttons to sort in ascending order 14 Click Next Type Absences in 2000 in the Description field and select the option t
201. as the mail server for example MAILSERVER 9 Click Next The Personnel Diary dialog opens A Personnel Diary x Personnel Director for MS SQL Server includes a diary facility to remind you about key events associated with employees The diary can be run using either 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 C Use Vizual Diary lt Back E Next gt Cancel Indicate whether the user is to use Microsoft Outlook or the Vizual Diary Personnel Director s built in diary 10 Click Next The Start Installation dialog opens J Start Installation xi You are now ready to install Personnel Director for MS SQL Server Press the Next button to begin the installation or the Back button to reenter the installation information 1 Click Next The Personnel Director for MS SQL Server Installation dialog opens 11 PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR SZ Personnel Director for MS SQL Server Installation 12 Click Next to install the Borland Database Engine files to the default directory or click the Browse button to install the files in another directory then click Next 13 Click Next The installation program continues automatically until the Install Acrobat Reader dialog opens Install Acrobat Reader 14 Click Yes to install Adobe Ac
202. as the filter from the Export Employees Where drop down list Then select a value from the Is Equal To drop down list Only employee records that match the filter are transferred 3 The filter is applied when using the Synchronisation option described in the following section 395 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS 4 Click OK Synchronising Employee Information 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 Select Options gt Payroll Link The Payroll Link Settings dialog is displayed 3 Select the Synchronisation tab x General Databases Basic Rates Export Filter Synchronisation Audit Log Import Payroll Data Click the button labelled Import Now to import all Payroll Director data IV Personal Details IV Bank Details IV Pay History JV Import Leavers JV Import Changed Data Only 0 Import Now Export Personnel Data Click the button labelled Export Now to export to the payroll all personnel details for employees in the current database To synchronise Personnel Director by importing data from Payroll Director 1
203. ating Deleting and Printing Employee Records on page 86 Displaying Emergency Contact Details 1 Navigate to the record of the employee for whom you want to display emergency data 2 Do one of the following e On the Employee Shortcut bar click the Emergency Contacts 2 button _or 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 e To add a record click the New button on the Record toolbar or press Ctrl N e To update a record on the Emergency Contact Summary View tab select the record you want to work with and click the Detail View tab or double click the record iix J Emergency Contacts w 016 Mr AJ Locatell Q Name Mrs Belinda Locatell Relationship wife Address 37a Hill Road weston Super Mare Day Teleph fovseaa7ees3 North Somerset ay elepnone 01934 478899 BS23 3FG Evening Telephone jon 934 479999 Type of Contact Next of kin i Ti p pe Summary View Detail View Attached Documents 162 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 Day Telephone The
204. ation and Pick Lists see Entering Additional Field Properties on page 422 Updating a Field 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 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 424 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 2 3 4 Select the field to be changed and click the Edit button The Field Properties screen appears field Properties x Field Display Format Value Validation Pick List Web Field Name ADDITIONALCOST Type Decimal Number Size Display Label RR ETRE Description Additional Cost of Absence Help Cancel 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 422 Deleting a Field Important Note You can only delete fields you previously created you cannot delete fields delivered with Personnel Director 1 2 3 Do one of the following if the Field Chooser screen is not already displayed e On the File toolbar click the Fiel
205. ave button More About Personnel Director Spreadsheet Working with the Spreadsheet File 94 PERSONNEL DIRECTOR WORKING WITH DATABASES 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 VBTLocalData PMexport txt To save the spreadsheet in a different format 1 Select Save As from the File menu 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 Text 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 95 PERSONNEL DIRECTOR WORKING WITH DATABASES xi Header o K A H Cancel Footer Center Page amp P a sae J Center Hor
206. b in the Page Designer This displays the first page of a report 309 PERSONNEL DIRECTOR WORKING WITH REPORTS ReportBuilder C Program Files izual PD MSSQL Absence_Analysis_by_Division RTM File Edit View Report Help Data Design Preview 6 anm fax waft rm Tarcal Absence Analysis by Divisio Drian Page 1 of 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 286 e To change the view use the Zoom buttons or type the desired 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 Tocontinue working on your design click the Design tab 310 Overview 18 BATCH INPUT AND GLOBAL UPDATES There are several ways to expedite entering and changing information in the Personnel Director database e 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 e The second method is to perform Global Updates Use Global Updates to update existing records or perform calculations on fields in existing records a
207. backup set on the media to determine if the entire media can be overwritten e Select the After option and type the number of days after the backup is completed before overwriting the media is permitted OFr e Select the On option and set the date on which the media can be overwritten Options Select the backup options you want to set Initialise And Label Media Click this checkbox to write the Microsoft Tape Format header to the beginning of the media This will erase all contents and any previous media header information The backup set expiration and media set name are not checked when initialising a media Type the media name that should be written to the media as part of the Microsoft Tape Format header Type the media description that should be written to the media as part of the Microsoft Tape Format header This is typically what the media is used for or where it is stored 4 To initiate the backup click OK 344 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES 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 1 2 Right click the database you want to restore and select All Tasks gt Restore Database The SQL Server Restore dialog opens General Options h Restore as database MEI TSETE Restore Database Filegroups or files From device
208. betic Logical View Summary New Search 2 If you used the filter previously click the New Search button 3 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 4 Indicate the value of the field which is to be used in the search Field Value Type the partial word phrase or value to be used in the search To erase what you typed click the Clear button Search Type 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
209. bitmap Windows metafile Windows enhanced metafile or as a TeeChart Click the Edit xj button on the toolbar Click the General tab Click the Export button The Export Chart screen appears 260 PERSONNEL DIRECTOR WORKING WITH GRAPHS 4 Click the radio button for the type of file if you are exporting to a file Then click the Save to File button 5 Select the drive and directory location for the exported file Click Save Copying the Graph to the Clipboard 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 To copy the graph to the clipboard click the Copy button on the toolbar 2 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 261 j A 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
210. bsence 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 448 The value in this field cannot be modified on Cost Additional on costs incurred by the company such as National 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 NOTE 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 d
211. cator Employee Number Clock Number Employee Code Gender Gender Gender Surname Surname Surname Home Telephone Telephone Phone No 353 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER Swipe Card Id Swipe Card Id Swipe Card Id Id Marital Status Not Linked Marital Status Known As Not Linked Known As NI Number Not Linked NI Number Contribution Letter Not Linked NI Rate Tax Code Not Linked Tax Code Titles 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 353 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 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
212. ces Displaying Holiday and Absence Summary 1 Do one of the following e On the Absence and Payroll Shortcut bar click the Holiday and Absence button 124 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE 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 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 126 and Holiday and Absence calendars as described in Displaying Holiday and Absence Calendars on page 125 me i Holiday and Absence w 013 Mr P B Sedman gt 12 30 1899 12 30 1899 5 8 1995 5 11 1995 4 Holiday 5 8 1996 5 13 1996 6 Holiday 2 3 1997 2 12 1997 10 Sickness 5 5 1997 5 15 1997 11 Holiday 8 11 1997 8 12 1997 2 Training 11 10 1997 11 12 1997 3 Sickness 2 9 1998 2 10 1998 2 Training 2 1 1998 2 24 1998 24 Training 1420 1999 1422 1999 Sickness All
213. ch it is to be imported Once created you can 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 Hash symbol Pipe symbol Asterik Tab Space 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 Double Quote i Single Quote Ampersand Asterisk 7 330 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES 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 002 Smith David 02 04 1959 London Marketing The example shows data for two employees
214. chived 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 list select the report to preview 3 Click the Preview Bl button on the toolbar A preview of the report is displayed Note that you can print the report from this screen Emailing Archived Reports You can email one or more archived reports To email one or more archived reports 1 Click the Report Archive tab 2 From the selection list select one or more archived reports to email 3 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 4 Add the required email address the message then click the Send button Deleting an Archived Report When an archived scheduled report is no longer being used you can delete it To delete an archived report 1 Click the Report Archive tab 2 From the selection list select the archived report to delete 373 PERSONNEL DIRECTOR SCHEDULING REPORTS 3 Click the Delete ia button on the toolbar 4 To confirm the deletion clic
215. ck Finish Editing Company Absence Allowances If you want to change the definition of a company absence allowance 1 3 4 Select Absence Allowances from the Company menu The Absence Allowance Wizard screen is displayed 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 Modify the details as described above 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 2 Select Absence Allowances from the Company menu 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 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 123 Defining Employee Work Periods Calculations of absence days lost and hours lost can be based on company pay
216. ck List click the Pick List tab You can set whether or not the Pick List is fixed 1 Field Properties E x Field Display Format Value Validation Pick List web a Add Delete Edit n Filter 4 F More JV This field has a 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 Toremove a value select the value and click the Delete button To confirm the deletion click Yes 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 428 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Pick List Options x This screen enables you to specify which table and field should be used to provide pick list values Linked pick lists do not support the advanced pick list settings contained in this screen Pick List Type gapenn Pick List Table Employee Notes Pick List Field COUNTRY x ue O cea ok 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
217. ck the New User button The New User Wizard opens Click I want to use settings from this user option New User Wizard z x 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 C want to specify all settings myself C want to use settings from this Template want to use settings from this User USERNAME j Click the Pick List button 22 PERSONNEL DIRECTOR SETTING UP SECURITY 7 USERNAME Mr G Davidson WILLIAMLEA William Select the user then click OK Click Next 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 e Number then click OK e Type a password for the new user Type it again to confirm Click Next On the User Contact Details screen do the following e Select the user s department and location using the Pick Lists e Enter the user s phone number and e mail address Click Next and then click Finish To add a new user account based on a template you have created 1 Click the New User button The New User Wizard opens Click I want to use settings from this Template o
218. click the Colours button Or select Colours from the Options menu The Colours screen appears x Header Timesheet Code Background Colour Exported No Text Colour Background Colour Text Colour Background Colour 2 35 Text Colour Tit Cancel Select either the Background Colour or Text Colour button for the Header Title or Worksheet data To change the colour do one of the following and then click OK e Click the colour you want from Basic Colour or Custom Colour e To create a custom colour click the Create Custom Colour button Click the colour matrix or type the values for the Hue Saturation Luminosity Red Green and Blue then click the Add To Custom Colours button Then click OK 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 2 On the Working Time Directive timesheet screen click the down arrow to the right of the Zoom aH button 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 Options menu The Working Time Directive screen appears 193 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS Working Time Directive x Pl
219. 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 Enter statutory holidays This is essential 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 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 e 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 36 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 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 Wizard is displayed when Personnel Director is used for the first tim
220. cordsiin e aor bec e EE cus one tee ew canh docs bags ETE E NEEE Sead veloea she EE ER EE 157 Displaying CPE CPD Summaries 000 0 eee eceecesscesecesecssecsaecaeecaeeeseseeeseeeeseeesecsecsaecsaecsaessaeeaaeeneeegs 157 Adding Editing CPE CPD Record Details 00 0 ee cesecesecssecseecseeeseeeeeeeeeeeeeeseeesecsaecsaecsaessaeeaaeeneeegs 157 Disciplinary and Grievance s ne e o ea EE e IE A REEE TTE IEE ERE e 158 Displaying Disciplinary and Grievance SuUmmaries esseeessseeeseseseeeseseeessrerrerestenreseretesrerrnsesrreresrent 159 Adding Editing Disciplinary and Grievance Details 00 0 0 eee ceeeseeeeeeeeeeeeceeseeeeeesecaeesaecaecsaeeneeees 159 Education History vs 2sisessencseeseeceieg soup cave r EEEE ag shea E EErEE EEE E rE EEEE EEr a aE 160 Displaying Education Summaries 0 cc eeeceesceescesecesecesecssecsecseecseeeseseaeseeeesseseeeseeeseesaecsaecsaesseeeas 160 Adding Editing Education Details cee eeeesceecesecesecesecesecaecseecaeesaeeeaeeeeeeeeesseeeseesaessaecsaecnaeeaaeeaa 161 Emerpency Comtacts scissssscseccccset sieveuce E sa vee estas tobe tese Uden eae ceed ste ae eee ee 162 Displaying Emergency Contact Details 00 0 ee nna a E Ea A E i 162 Adding Editing Emergency Contact Details s sssesesseessseesssereresesreerrsreerssrerrsestenresreetssrerrnserrrnresrent 162 Employee Ima ges sci scvivecsanescttidaee ucesenteneaidew stay sane a a Gaauusvuteense gs Satuue uutovnesw Gedbnbucteane nh daneeutevetst 163 Displa
221. creen use the Navigation Control buttons to locate the vehicle that you want to delete 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 152 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 202 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 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 Spreadsheet Indicate which spreadsheet you want to use with Personnel Director Personnel Director s built in spreadsheet or Microsoft Excel Diary Indicate which diary reminder application you want to use with Personnel Director Personnel Director s built in diary reminder or Microsoft Outlook Absence Preferences Indicate whether to include weekends or holidays or both in calculations of da
222. creen of the Wizard appears Mail Merge Wizard Letter RTF xj Use the dd and Remove buttons to select the employees to be included in the mail merge Mr M Donaghy 002 Mr D Slattery 003 Miss S Pearce 004 Mr J Hesburn 005 Dr K Wanniarachchi 006 Miss Philips 007 Mrs J Woodbridge 008 Mr R Howden 009 Mr D Singh 010 Mr C Pederson 011 Miss H Steel Jessop 012 Dr N Mansfields 013 Mr P B Sedman 014 Miss S J Dibbens 015 Miss J Difazio xi Add Remove Finish 4 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 226 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING 5 10 e Toremove an employee from the list select the name and click the Remove button Click the Next button and do one of the following e To send the document to the selected recipients via email click the Email button Mail Merge Wizard Letter RTF xi Please select whether you want to Print or E Mail the mail merge document for the selected employees Print E Mail Help Cancel lt Back Next gt Finish Type a subject for the mail message Type the text that you want to appear in the message body e To print the document for the selected recipients click the Print button Click the Finish button The Update Correspondence History screen a
223. creen to collect information on employees performance reviews 1 Do one of the following e On the File toolbar click the New fa button or e From the File menu select New Screen _or e Press Ctrl N The Create New Screen appears Create New Screen xj Screen Information Screen Name l Screen Description Screen Icon lop Select Enable Audit Trail J Help cren 2 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 417 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER The new screen appears in the Screen Designer window along with the Screen Properties and Field Chooser dialog boxes IE Screen Designer USERNAME File Edit View Alignment Window Help a s a soltam seo le am ol ale EE lt lt OB Holiday and Absence SeenName ABSENCE Display Name Holiday and Absence Start Date Il Category St SY Screen con Click to Change Icon gt EndDate a Reson o i ScrcenNotes fikoen E Days Lost Enable Audit Trail I7 a Notes E Cost Currency On Cost Additional Cost af Total Cost TotaiCost n al ef a New Edit
224. cs i Employee r Allowance Options These settings affect how your employees annual allowances are calculated For further information consult the online help or your manual JV Count first year as a whole year JV Sensitive to employee leaving date IV Round up Rounding Precision 0 5 h NOTE If you do not wish to have any Rounding please ensure that Rounding Precision is set to 0 ue cea ok _ 3 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 if a partial year s service is to be treated as a whole year s absence allowance Clear this checkbox if a partial year s service is not to be treated as a whole year s absence allowance To illustrate company policy states that allowance is based on the length of service and the employee is to receive 20 days for up to 1 year s service and 21 days for up to 2 year s service This means that if an employee s join date was 1 July 2000 and the allowance is allocated starting 1 Jan 2000 then that employee receives 20 days entitlement on a pro rata basis that is 10 days For the next year s allowance starting on 1 Jan 2001 e If you 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 allowa
225. ctor database to a company in Payroll Director SQL open the corresponding database using the Open Database option then use the Link Database option in the Payroll Director SQL Link To unregister the Payroll Director SQL Link On the Administration tab click the Un Register button 2 When you register the link again the Personnel Director databases that are linked with Payroll Director SQL databases are re enabled links already made are restored 3 If you want to link to another Payroll Director SQL database uninstall the Payroll Director SQL Link and install it again 379 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL Exporting Data to Payroll Director SQL You can do the following e Export all data from Personnel Director to Payroll Director SQL When you export data from Personnel Director to Payroll Director SQL for the first time after you establish the link use this option e Export only data modified since the last export Use this option to keep data modified in Personnel Director synchronised with Payroll Director e Set up Personnel Director to automatically export modified data on exit To export all data to Payroll Director SQL 1 On the Data Update tab uncheck the Export Modified Data Only checkbox x Administration Link Database Data Update Use these options to synchronise the employee data between Personnel Director and Payroll Director SQL Export Data
226. culations deselect this checkbox 4 Inthe Work Period section choose the type of pay period to be used e If employees have differing work periods 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 e 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 130 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 e 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 59 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR work periods called Dayshift and Evening shift You would then assign the appropriate work shift to each employee If your company only has a day shift which is the same as the company level pay period clear the Use Employee Work Periods checkbox 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
227. d Enter the password for the selected username If you entered USERNAME the default password is password Server Select the server running the Personnel Director database that you want to use 3 Click OK Learning to Use Report Scheduler When you start the Report Scheduler the main window appears It contains a menu bar and a toolbar 4 Personnel Director Report Scheduler E 5 x File Edit View Help Tool bars 3E ii im amp vlae Menu bar Tabs eiii Report Archive 366 PERSONNEL DIRECTOR SCHEDULING REPORTS 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 The Main Menu 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
228. d The new employee number is generated in the New employee number field 3 Click E in the Database into which employee to be copied field and select the database where you wish to copy the employee from the drop down list 4 Change the generated employee number if required in the New Employee Number field 5 Click the OK button A confirmation dialog opens Personnel Director xj re you sure you want to copy this employee a 6 Click the Yes button to copy the employee A confirmation box opens confirming the copy of the employee NOTE A message Employee successfully copied will be displayed If the employee copied into the same database the new record is recalculated automatically 109 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS Deleting Employee Records 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 120 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
229. d Delimiter Select the field delimiter character from the drop down list Text Qualifier Select the text qualifier character from the drop down list 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 Auto generate employee number This check box is automatically checked if the Auto generate employee number check box is checked under the Employee tab of the Preferences dialog box in Personnel Director Click Next The Import Rules page of the wizard opens e If you are importing records into a table other than Master this version of the Import Rules screen appears 333 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES Data Import Wizard xj A m Import Rules _ Please specify how you would like to handle duplicate records Ignore Duplicates Ask on Duplicates then replace imported fields only Ask on Duplicates then replace all fields Replace Duplicates imported fields only C Replace Duplicates all fields Cancel lt Back IE Emish
230. d Properties screen Click OK to finish Design a Multi Page Tab 1 To add a Multi Page tab to the screen select the Tab control 4 on the Control Palette toolbar and drag it to an empty space on the main form 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 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 x Position Left 188 Ho Top os H Width 185 Height 150 a Align None Sa Tabs Add Delete OK Cancel Apply Ll Caption Page 1 omn e Click OK Notice that the new caption you just changed replaced Page 1 on the Tab Properties screen 414 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 Depar
231. d duration depends upon whether weekends have been set to be included see Setting Absence Preferences on page 63 Hours Lost Calculated automatically from the Start and End dates but can be over typed The calculated duration depends upon whether weekends have been set to be included see Setting Absence Preferences on page 58 Category Personnel Director uses the Category field to determine which absences to deduct from the employee s annual allowance For example you might create Holiday 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 126 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE 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 Cost The cost of the a
232. d 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 Adding Company Vehicle Details Do the following for each company vehicle you want to add on the Vehicle Details screen 1 In the Registration Number 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 2 In Description type the general description of the vehicle For example Ford Fiesta Coupe 2 door 3 Click the Vehicle Specification tab and enter the following data about the vehicle under the Make region 4 Click the pick list button in the Make field and select the make of the car from the Make dialog or Enter the name for the new Make in the blank field and click the Add button to add a new make Refer to Pick Lists on page 74 for more information on working with Pick Lists P Ford Peugeot 3 x Cancel 5 Enter the model of the car in the Model field e The model name of the car e g Fiesta is a model Ford is a make TIP Note the difference between make and model 52 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 10 11 12 13 14 Enter the engine capacity of the car in the Engine C
233. d processor This memo is based on the memorandum letter template called Memo memo rtf or memo doc in the root Letter folder e 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 e 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 Writing Standard Documents You can quickly write a standard letter memo or fax to one or more employees and either print it or send it to the recipients via email Note 1 Prior to sending email your email address must be entered in your Employee Details record in Personnel Director see Personal Tab on page 118 or in User Account Details in the Security Module see Editing User Accounts or Templates on page 27 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 documents See Setting Your User Record on page 230 1 Do one of the following X e To write a letter click the down arrow to the right of the L
234. d to explain how a screen functions rather like a help file They can be modified created by the end user using the Screen Designer Replace the text with the screen notes you want Use the Screen Notes toolbar buttons to format print and save the notes When you are finished click the Save button to save the changes Using the Screen Notes Toolbars Use the Screen Notes toolbar to format print and save the notes you type Save the notes 420 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER kj Clear erase the notes Print the notes H Exit Screen Notes I F Arial Mi Select the font 10 Select the font size E Black Select the font colour Deleting Screens 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 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 or e From the File menu select Open Screen _or e Press Ctrl O 2 Select the screen to be deleted 3 From the File menu select Delet
235. 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 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 1 Click the Titles a button on the toolbar The Edit Titles screen appears 256 PERSONNEL DIRECTOR WORKING WITH GRAPHS Graph Titles xj Graph Title Head Count by Salart C Footer Text __ Cancel Left Axis Head Cout s Bottom Axis Annual Pay 2 Do one 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 To add markers to bars areas or points on a graph e Click the Markers B 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 Changing Graph Type Series Pr
236. day 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 e To display this screen select Absence Schedule from the Tools menu 128 Holiday Parental Leave Child Parental Leave Child Parental Leave Dis Parental Leave Dis Sickness Training Unauthorised Statutory PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE ioj xi Selection al Employees 4 4 March 2004 4am H 020 Mr G Davidson H H B Holiday B Sickness B Training 019 Mr J D Barker 018 Mr M amp Hancorn B Unauthorised BD lt No Category gt 017 Mr JS Watson 016 Mr A J Locatell 015 Miss J Difazio 013 Mr P B Sedman 012 Dr N Mansfields 011 Miss H Steel Jessop 010 Mr C Pederson 009 Mr D Singh ee 3 4 2004 31 2004 38 2004 3 25 2004 4 2004 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 Each period of absence plotted has the absence ca
237. db and so on 2 Select the Databases tab in the Payroll Link Settings dialog xi General Databases Basic Rates Export Filter Synchronisation Audit Loa Select Databases Below is a list of all databases known to the Personnel Director system Select the databases for which the payroll link should be active Linked Databases Payroll Director Database PDGAMBIANDEM lt Not Linked pdnewdbdemo lt Not Linked gt PDNEWDBDEMO lt Not Linked gt A list displays your Personnel Director databases on the left 3 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 opens Select Payroll Database 2 x Look in 3 Payroll Director Je amp im EJ a xxxxdata mdb 0000data mdb a 0003DaTA MDB File name 0000data mdb Files of type Payrol Director Database x Cancel p A 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 513 enabled the link as described on page 520 and that you have created at least one Payroll Company within Payroll Director 393 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO P
238. dd 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 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 is required Important Note To integrate with Payroll Director you also need to install and configure the Payroll Director link If you are using Payroll Director SQL see chapter 22 Linking Personnel Director to Payroll Director SQL on page 373 and chapter 23 Setting Up the Payroll Director SQL Link Service on page 381 If you are using Payroll Director Access see chapter 24 Linking Personnel Director to Payroll Director Access on page 384 Installing the Working Time Tracker Link Important Note 1 Please ensure that the following are installed and functioning before installing the link e Personnel
239. dentify 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 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 86 Displaying Employee Notes Summaries 1 Navigate to the record of the employee for whom you want to display employee notes 2 Do one of the following y e On the Employee Shortcut bar click the Employee Notes l 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 164 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 e To add a record click the New button on the Record toolbar or press Ctrl
240. ders in the diaries of all other Personnel Director users if any 6 Click OK The trigger is created Now when you change the end date for a probation period this trigger automatically creates a reminder 204 PERSONNEL DIRECTOR USING THE DIARY e If you are using Personnel Director Diary the following screen appears Create New Diary Reminder Date 1172172005 7 at 3 00 AM Employee O01 Mr M Donaghy Description nformation on Scheduling Shifts V Display Reminder Message fi Dayls Beforehand Add Remove All Users cm e Click OK to add the reminder e If you are using Microsoft Outlook the following screen appears HG End of Probation Date Arrange meeting with employee manager Mr P B Sedman Appointment joj x 2 File Edit View Insert Format Tools Actions Help Type a question for help E Save and Close amp lt 3Recurence Invite Attendees ft 4 X e BL Appointment Scheduling Subject end of Probation Date Arrange meeting with employee manager Mr P B Sedman Location gt IT This is an online meeting using Microsoft NetMeeting E time a izooam gt I Al day event Endtime Thu 01 12 2005 z fizsoam z Oe I Reminder fi minute hal A j Show time as Busy Label jo None x Personnel Director Diary Reminder End of Probation Date Arrange meeting with employee manager Contacts Categories Private I
241. ds The following example shows the Cost calculated field on the Holiday and Absence details screen The cost is calculated automatically as follows Cost of employee per day from employee s current pay record x days lost Pay Per Hour 16 95 GBP Employee Screens 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 About the Employee Details Screen The main employee screen is the Employee Details screen 77 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR t Employee Details 015 Miss J Difazio 9 Employee Details 015 Miss J Difazio R X Employee Number ois Contract Pay Details Personal Dates Working Time Surname Diao Pay Per Hour 1695 GBP First Name ae Contractual Hous 37 50 Per Week MiddeName Bay Period fweeky Known As anes Pay Per Period 656 GBP Title Ms H Allow Overtime Yes Address 4 The Perri 34 The Perrings Coat Code TT Westfield Pay Group No hu ah West Midlands NI Number Not 0173M kooo Contribution Letter M Post Code Be 8TG Tax Code 345 Detail View Attached Documents 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 particu
242. ds button _or 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 423 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 424 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 425 You can also link Pick Lists see Creating Linked Pick Lists on page 426 Setting Field Display Properties 1 Click the Display Format tab to specify the display format and the summary view for the field 425 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Field Properties x Field Display Format Value Validation Pick List web Display Format Format Normal use cee 2 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 if you selected a text field you can choose Normal Uppercase Lowercase or Mixed Case format if you selected a date field you ca
243. ds 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 391 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS 2 From the Options menu select Payroll Link 3 The Payroll Link Settings dialog is displayed Payroll Link Settings a x General Databases Basic Rates Export Filter Synchronisation Audit Log Payroll Link 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 JV Employee Details V Bank Details IV Pay Details Data Sent to Payroll Automatically send the following information to Payroll Director IV Employee Details JV Bank Details Payroll Director database location Please browse for the location of the Payroll Director data files C PROGRA 1Wizual PD MSSQL oS Test Connection 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 384 for installation instructions Enabling the Payroll Link 1 Select the General tab in the Payrol
244. dsheet 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 299 PERSONNEL DIRECTOR WORKING WITH REPORTS e 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 e 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 two decimal places The Cross Tab Wizard automatically generates the layout for the totals CrossTab 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 eo ah ay fas sno ey ule eel 2 Days Lost Time of Accident Employee Number new raw new value 5 Click the Finish button
245. e For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 86 Displaying CPE CPD Summaries 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 CPE CPD Record and then click OK 3 Click the Summary View tab if it is not already displayed E CPE CPD Record 001 Mr M Donaghy i oix C CPE CPD Record 001 Mr M Donaghy Training Date Structured Target Unstructured Target Training Budget D 11 2000 20 20 3 000 00 22 17172002 00 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 157 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 1 Do one of the following e To add a record click the New butt
246. e 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 displays the latest changes 1 Click the Refresh Y tool to refresh the data To search an employee using the Search Employee Mode 1 Click the Employee Navigator Quick Find tool on the Tools toolbar to display the Search Employee dialog Speedkey Ctrl Q The Search Employee dialog opens Search Criteria Sumame Sedman First Name Peter Clear Employee Number 013 Help Include first 25 Rows in the result set Employee Number a Employees 0 Click on column title to sort Enter a surname or enter a few of the first characters of the surname in the Surname field or and Enter a first name or enter a few of the first characters of the first name in the Firstname field or and Enter the employee s number in the Employee Number field Enter a number in the Include first field or select a higher or lower number using the arrow buttons Click the OK button Employees that match the search criteria are displayed in the box below The records displayed are limited to the number entered specified in the Include first box Double click on an employee record to view the Employee Details screen for that employee Or 114 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS Select an employee record and click the S
247. e 01934568922 Email psedman netcom The following employee fields are on the Personal tab Dates 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 Use 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 52 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 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 38 120 PERSONNEL DI
248. e Click the ellipsis button and select the date to restore e Click the checkbox of the database you want to restore e To view the properties of the selected backup click the Properties button 3 On the Options tab provide the following information Eject Tapes After Restoring Each Backup Click this checkbox to eject tapes after restoring each backup Prompt Before Restoring Each Backup Click this checkbox to prompt before restoring each backup Force Restore Over Existing Database Click this checkbox to force the restore over an existing database Restore Database Files As Specify the name and location of the database files that will be restored Recovery Completion State Specify the settings you want Leave Database Operational No Additional Transaction Logs Can Be Restored Select this option to leave the database operational which means no additional transaction logs can be restored Leave Database Nonoperational But Able To Restore Additional Transaction Logs Select this option to leave the database operational but allow additional transaction logs to be restored Leave Database Read only And Able To Restore Additional Transaction Logs Select this option to leave the database read only and allow transaction logs to be restored Undo File Select this option to specify the name of the file to undo Click the ellipsis button to select the location of the file to undo 4 To initiate the restore click OK Validat
249. e Start End Hours Start End Hours Taken Hows Hows Lieu Hours Absence Category Absence Reason 28 Monday 28 Monday 29 Tuesday 29 Tuesday 30 Wednesday 30 Wednesday 1 1 1 1 1 1 Total Actual Hours co 00 0 00 0 00 0 00 0 00 0 00 0 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 No No No No No No Employees Signature 0 Page 1 of 2 6 To save the report for archive purposes click the Save Sutton 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 201 1 1 A USING THE DIARY Overview To keep track of important events and dates Personnel Director provides you with a diary or you can use Microsoft Outlook Notes 1 Be sure to indicate which diary you want to use For instructions see Setting Diary Reminder Preferences on page 56 2 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 202 You can insert Diary Remind
250. e but it can be displayed at any time in the following way e Select Setup Wizard from the Help menu Click the Help button for help on each screen Setting Display Formats 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 the Date Format Used by Windows 1 Click the Start button and select Settings then Control Panel 2 Double click on the Regional Settings icon 3 Click on the tab folder labelled Date 4 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 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 Currency Format Used by Windows 1 Click the Start button
251. e CD ROM drive of the computer where you want to install the Payroll Director SQL Link If the Personnel Director install program starts automatically click the Cancel button Click the Start button on the Windows taskbar and select Run Type x PayrollDirectorSQLLink exe where X is the drive letter of your CD ROM drive then click the OK button The Installation Wizard appears 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 After installing the Payroll Director SQL Link run PDSUpgrade exe from any machine where the Payroll Director SQL Link is installed This upgrades the Personnel Director database to work with Payroll Director SQL Link How Exporting Works Once the Personnel Director databases and Payroll Director companies are linked performing any of the following functions on Employee Bank or Pay Details in Personnel Director stores the details in the temporary tables Editing inserting or deleting a record Performing a Batch Update Performing a Global Update Importing Data using the Data Import Wizard Inserting an Employee record through New Employee Wizard When you export data the details stored in temporary tables are exported to the Payr
252. e Details e Click OK Do one of the following Lj e On the Record toolbar click the New el button e Select New Record from the Screen menu or press Ctrl N A blank record appears in the Detail View tab of the Employee Details screen Employee Details 013 Mr P B Sedman Mmk i Employee Details 013 Mr P B Sedman Employee Number mooo Contract Pay Details Personal Dates Working Time Surname Seman Division SouthWest nah First Name Peter Department Information Technology Middle Name Barker JobTite Senior Programmer A Known s Peter Location Bristol Office a Title Mr H Reports To 001 Mr M Donaghy ea Address js Moorland Road Full Part Time Full Time 4 Weston super Mare Contract Type Permanent d North Somerset Contract End Date x Notice Period tMonth o a m Post Code s2340 Status active O A Assistant 0 a Grade 0 a Detail View Attached Documents 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 114 107 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS
253. e Link Service running but does not execute any data transfers Personnel Director to Payroll Director SQL Only exports data from Personnel Director to Payroll Director SQL Payroll Director SQL to Personnel Director Only imports data from Payroll Director SQL software into Personnel Director Both Imports and exports data between the linked Personnel Directory database and the Payroll Director SQL company Transfers are done for all the personnel databases on each of the scheduled Personnel Director servers For example assume that server my server points to myglobal database which contains three personnel databases mydbone mydbtwo and mydbthree If you select the import option modified data will be imported into mydbone mydbtwo and mydbthree from their corresponding linked Payroll Director SQL companies To schedule the link for another Personnel Director server that points to another global database log in to the Scheduler program using that server and configure the Data Transfer option 385 PERSONNEL DIRECTOR SETTING UP THE PAYROLL DIRECTOR SQL LINK SERVICE 4 Select the time interval between two consecutive transfer processes Enter the time interval in the text box and select the interval unit from the box next to Run Data Transfer Once In Intervals can be up to a month once in 720 hours using hours as the unit and up to 24 hours once in 1440 minutes using minutes as the unit Unlike the Data Transfer opti
254. e 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 362 PERSONNEL DIRECTOR SCHEDULING REPORTS 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 DEYBDE WBT GlobalD ata gdb VBT Username VBTADMIN Password Ez Xxxxxx Confirm Password Admin E mail Address raieevi vizual co in E mail Protocol MAFI SMTP Test E mail E mail Server i _g E mail Port Username Service Time Interval Minute s x 15 Note The Admin E mail Address is the e mail address to which any error reports will be sent Help Cancel 2 Enter the following information to configure the Report Scheduler
255. e 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 To export screens 1 From the File menu select Export Screens The Export Screen dialog opens 421 PERSONNEL DIRECTOR Export Screens i x Select the screen s you want to export Bank Details Benefits Career History Close Correspondence History CPE CPD Record Help Disciplinary and Grievance Education History Emergency Contacts thd 2 Do the following USING THE SCREEN DESIGNER 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 dialog opens Save in C3 MyDocuments xl e E Antivirusinfo Camtasia Studio Emy Pictures eDonkey2000 Downloads My Received Files My Data Sources Emy Videos SnagIt Catalog E AccidentHistor
256. e To open each screen in a new window click the Open each screen 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 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 Company Data or 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 57 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR Setting Your Add On Preferences To specify which word processor spreadsheet and diary reminder application you want to use w
257. e desired format and click OK 308 PERSONNEL DIRECTOR WORKING WITH REPORTS 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 1 From the Report menu select Groups x Groups plEmployee_Details DIVISION 7 0 plEmployee Details DIVISION Insert Delete Break On DataField Custom Field MOn Group Change Start new page Reset page number New page when less than fo IV Keep group together JV Reprint group headers on subsequent pages OK Cancel 2 Do the following e To set options on the basis of a data field on the report leave data field selected e To set options based on a custom field such as a label click the Custom Field button Select the report field from the drop down list and click the Add button e 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 Previewing the Design You can preview your report to see how the design looks e Click the Preview ta
258. e details about their purpose and syntax in the MS SQL Server documentation DBCC CHECKDB Checks the allocation and structural integrity of all the objects in the specified database Example DBCC CHECKDB VBTGlobalData DBCC CHECKTABLE Checks the integrity of the data index text ntext and image pages for the specified table and can optionally repair errors found Example DBCC CHECKTABLE USERS DROP DATABASE Removes damaged databases that have been marked suspect DROP DATABASE removes the specified database unless it has been marked OFFLINE A database that has been dropped can be re created only by restoring a backup You cannot drop a database currently in use open for reading or writing by any user Whenever a database is dropped the master database should be backed up Important Note DBCC DBREPAIR drops a damaged database It is included as a command in MS SQL Server 7 0 for backward compatibility only It is recommended that DROP DATABASE be used to drop damaged databases 1 Inthe SQL Server Enterprise Manager select the server From the Tools menu select the SQL Server Query Analyzer 2 Type the appropriate DBCC command 3 Press F5 or from the Query menu select Execute Shutting Down and Restarting a Database Maintaining a database often involves shutting it down Only the SA or the owner of a database the user who created it may shut it down The user who shut down the database then has exclusi
259. e ete oieee via oreas eerie es E aE K keene TK opatedscasbeeesSoes 237 The F rmatting Bar creisis oaeee E a EEEa oE E a a o EEE ERE RO i e EEES 237 Working with the Document seseessesesssseeseseeessstsressesreereseertstrttstestentestertssestrseesteetesteetesretessestresresrent 238 Editing the Doctimentins 4 32 85 she ail onee ea EE A o erR E ee hots tee Ea eA e EE 239 Formatting the Doc ment scere d e E a E E R E i cybeooenti 241 Inserting a table rnn E E Re es oA RS ROA E E E 242 15 WORKING WITH GRAPHG cccsssssssssessessssessessrsessssssessessssessessssessessssessessssessessssessesessessesesseseerers 244 OVERVICW E AE EE A E A A A A A E A A cette Bie S 244 Displaying Eae e E E E EEEE 244 About the Graph Wizard Wind W vss soc sscesssckics coches ch aa E aaa E i OE a aE ESEE Ei 244 The Graph Wizard ToG bar r irei e e a i e i 245 Creating Graphs withthe Wizard oebe ecieessdeeseueseevscetuyevoch sutevstesasevsensssalecnausdieeh eA oE EEOAE RER See 247 Example 1 Number of Employees by Department ssssesesessesseeseeeestesssseesetrsrersresstessresresseereeeseessee 247 Example 2 Employees by Range of Pay Category ssesseeessereeresrsreerrsrrerssrerreresresresreeteseerrnserrenresrent 249 Example 3 Number of Employees by Age and Division 00 0 0 cece cece eeeeeeeeeeeeseeeseeecesecaecaecsaeeneeens 251 Working wath Graphs 2 3325 se ses cc teeteg bus cuss ea E lds oa buteee ERE EEE e E EEEE SE E E I EEEE EEE
260. e list of recipients e Parameter values To modify a report schedule 1 From the selection list select the report to modify 2 Click the Modify button on the toolbar or select Edit gt Modify Scheduled Report 3 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 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 1 From the selection list select the report to copy Es 2 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 372 PERSONNEL DIRECTOR SCHEDULING REPORTS 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 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 Ar
261. e names using divisions departments and surnames Place a tick in the Include Headcounts box to display headcounts in the Employee Navigator Select a field from the Sort By dropdown list to be used to sort employees from the drop down list for example you can sort employees by age Select the Ascending radio button to sort the data in ascending order A to Z or 1 to 9 Or Select the Descending radio button to sort the data in the descending order Z to A or 9 to 1 112 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS 9 Select the Open the Employee In The Current Window radio button to replace the contents of the current screen with that of an employee you select from the Employee Navigator For example if the Holiday and Absence screen opens 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 Or Select the Open the Employee In A New Window radio button to open a new window with the selected employee s information displayed in it Place a tick in the Display Navigator On Top Of All Other Windows if you want the Employee Navigator to appear on top of all employee records that you open Click the OK button To select a custom made group 1 Click the Select Group tool on the toolbar The Select Group dialog opens Select the group that you want to work with and click the OK button You can also cr
262. e number amp number Prints the page number plus number amp 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 Centre Specify the page centring options e Click the Centre Horizontally checkbox to centre the timesheet between the left and the right edges of the printed page e Click the Centre Vertically checkbox to centre 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 headings Clear t
263. e or by employee number just select the desired option under Sort By Adding Employees to a Group 1 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 2 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 4 button and select a value from the drop down list e Click the Show Employees xe button A list of employees appears in the Available Employees list Tip To add several employees use Ctrl click and Shift click 3 To add the selected employees to the group click the Add gt 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 gt button 4 Repeat steps 2 and 3 until you have added all the employees you want in the group Removing Employees from a Group 1 On the Maintain Groups dialog use the Group Name drop down list to select the group that you want to remove the employee s from 2 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 3 To remove the selected employees from the group click the Remove eal button The selected employees are moved into the li
264. e 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 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 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 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 143 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Searching the Database for Records You can search the database for
265. e 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 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 Fleet Manager the fleet management software solution 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 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 PERSONNEL DIRECTOR Career History Disciplinary amp Grievance Records Bank Details Benefit History Company Vehicle Details and Use Education History Emergency Contacts Employment History Employee Appraisals Exit Int
266. e where employee records are transferred when you select Archive Employees or Archive Leavers from the Employees menu Enable Audit Trail for the database Placing a tick in this box can activate audit trail for the database Include this database for recalculate To include this database for recalculate place a tick in this box NOTE Use Security Manager to set Audit Trail for the Personnel Director Application at the Database level or table level 3 Click the Create button 329 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES 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 326 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 329 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 whi
267. eaeens 196 Printing Timesheet Reports is sc cscescasbssseviss jodscesvghs eisat ie sks ab ce ESE s EKE EEEE EEO Eea sebsseeoehepensbesdavesestess 198 Printing TME AEE Sa sas cette ss ssbscecsek r te a Eaa a E Eana EE En EE Eaa EERE O Ea ISSIR EEren ai 198 Printing Other Working Time Directive Reports essseesseseeseeresresrsreeresrerrsserrrsesreeresrertesrerrnsesreeresrent 200 11 USING THE DIARY seriis iiem inir esis ioeo irain is i EES EENES ROEE ASEN FTES ERNES FERE ERENS ERTES ERENS ES 202 OOR A ET ee cere HANA ANAR 202 Jan AeKa Dataa i o TGA D ATi aa Aaa EENEN ETETE EEE E ETEA EEE E EEEE E 202 The Personnel Director Diary Monitor sessessesesesseeresreeresrerrsserresrestestestertesestensestentesrentssrerrnserrrerestent 203 Controlling the Diary MOmitor 3 35 cdcouessecteessdeescuessecoepsuyevochsetevbensaseveenvaeas O EE EERE E EES REE Se 203 Di ty Remindet Sii ie a a e aE Lid E EEE E EE EEA E EEEE NATE E ES EEE E EER aS 203 Setting Up Automatic Reminders cece ceecseecseeeeeeeeeeeeeeccesecssecaecsaecsaecsaecseseseseeeseeesseeeeenseenaes 203 Editing Diary Reminder Triggers cece eceecceeeceeecesecesecaecesecsaecseeeaeseaeseeeessessesseesaeenaecsaecnaeeaeeeaa 205 Creating Diary Reminders Manually 00 eee eceecceecesecesecssecesecaeecseeeneseaeeeeeesseeecesecaecaecaecsaeeaeeeea 206 Printing Your Diary aia taketh Sagas dace aa neces Sodas hia ssa DA EN ar EREA S O EEE Era ee EI VORT USRI 208 Using the Diary Reminder Pop up
268. ears in the Query list where you can select it to view the results edit it or delete it 262 PERSONNEL DIRECTOR CREATING QUERIES Creating a Query for a Report 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 1 Click the Reports hee button on the Tools toolbar In the Report List window click the New Report button 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 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
269. ease enter a new zoom value 100 2 Type the percentage of magnification you want in the Please enter a new zoom value field 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 The Options screen appears Options 6 6 6 l Absences Split absences into separate days V Recalculate leave taken Export JV War user about saving an exported timesheet we Ceat 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 4 Click OK Recording Working Time Directive Data Use the Working Time Directive screen to en
270. eate your own group NOTE The status bar at the bottom of the Employee Navigator displays the name of the current group Double click the folder of the group that the employee is a member of Double click the name of the employee you want to work with The Employee Details screen opens for that employee When you are finished with the employee s record return to the Employee Navigator to select the next employee NOTE To remove the current group from the Employee Navigator click the Remove Group Filter button To select a filter Click the Filter 7 tool on the Employee Navigator The Select Filter dialog opens Select the filter you want to run and click the Select button You can also create your own filter See button Working with Filter AL Applying an Employee Filter Creating an Employee Filter Deleting an Employee Filter Editing an Existing Employee Filter Renaming an Employee Filter Using Record Filters Working with Filters 0 for further instructions NOTE The status bar at the bottom of the Employee Navigator displays the name of the current filter Double click the name of the employee you want to work with The Employee Details screen opens for that employee When you are finished with the employee s record return to the Employee Navigator to select the next employee 113 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS NOTE To remove the current filter from the Employee Navigator click the Remov
271. eaving Date Left Address Address Postcode Postcode Tax Code Tax Code NI Number NI Number Contribution 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 Field 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 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 i Pay Period PD Pay Period PD Pay Basis PD Pay Payroll Director Weekly Weekly Per Week Period Pay Payroll Director 2 Weekly 2 Weekly Per Week Period Pay 2 4 Weekly 4 Weekly Per Week Paio L Decor Period Payroll Director Monthly Monthly Per Month Period 3 Payroll Director Quarterly Monthly Per Month Period 4 398
272. ecord 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 Vizual 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 Vizual 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 version had been shipped to customers in over 26 countries worldwide PERSONNEL DIRECTOR INTRODUCING PERSONNEL DIRECTOR 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 Working Time Tracker CaptureIT 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 Personnel Manager the 32 bit HR system for single or multipl
273. ecords 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 e On the Record toolbar click the Find button _or e Select Find Records from the Screens menu or press Ctrl The Find Employee s dialog is displayed x m Field Value L Search Type Case sensitive Exact Match Partial Match at Beginning Partial Match Anywhere Fields NOTES x Xs 2 Inthe 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 3 Specify how to perform the search as follows 140 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Case Sensitive Check this box to locate only records that match in upper or lower case 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 4 Select the Field that contains the information from the Fields list I
274. ect Display or change the order of the tab key order in the selected 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 e Date text and numeric data entry fields e Interactive controls such as checkboxes and Pick Lists e 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 with a field where a user enters unlimited data for example comments and descriptions typically associated Ns a Click to create a text field control This control is field where a user enters alphanumeric data associated with a 402 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Click to create a fixed Pick List field control This is a control EG 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 Click to create a database label contr
275. ees screen Select Employee x Show employees where contains the text Address Line 3 x Bristol x 4l o Name Mr M Donaghy Mr D Slattery Miss S Pearce MrJ Hesburn Dr K Wanniarachchi al Miss S Philips Mrs J Woodbridge Mr A Howden Mr D Singh Mr C Pederson s Help Cancel 1 Select a field in the Show employees where drop down list 2 Click the Suggest values l button to suggest values for the field that is selected in the Show employees where field for example for a field such as Gender the suggested values are Male and Female 3 Click the Click to Show Employees Ba ution to list all employees that match the criteria The employees matching the criteria are displayed in the box 4 Select employees or leave the list untouched to select all the employees listed in the box 5 Click the OK button 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 Navigator to locate the records you want to work with NOTE You can also search an employee using the Search Employee dialog To invoke the Search Employee dialog click the Employee Navigator Quick Find tool on the toolbar This button toggles the display of the Employee Navigator and the Search Employee dialog 1 Ifthe
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277. el Director Graph esssssesserssresrsreerrsresrsserrssrsteeresterenserttsresteetesreetesrrrrssestrenresrent 260 Copying the Graph to the Clipboard sseesseeeesseeseesseseesrstesrssrrressrsreeresrerrssrrtrnsestenresrentrsrerrssesresresrent 261 16 CREATING QUERIES cscssssssssssrsessesssssssessssessessssessessssessessssessessssessessssessessssessesessessesessessesssseseerees 262 Creating a Query for Display and Selection 2 0 eee eeeeeeeceesceeeeeseceseceaecaecsaecaaecaeecseseaeseeeeeeeeeeenarens 262 Creating a Query for a Reportes aeh aee o e o e a E E ee oa Ier e EEEE Saai 263 Query Examplesice ect hed WE ee A a A E A ob bates 263 Simple Query Examples cenres ptre irere e aene ereet h dsdaunsounsvenescethsasesbeceushcetacastgessousbesiessseetese 263 SUMMALY ON G a ENA EE EEEE T E 274 Running a Query for Display or Selection seseesssessseeesesreessstsrtssrsresrrsrerrsseertnertenrestentssrerrnserrrsresreeees 278 17 18 19 20 Editing a Query With the Query Designer cece cee cseeeeeeeeeeeeeeeeeesecesecaecaecnaecsaecaaecneesaeseaeseaeeeens 279 Chan gine Tables enie eiaa aaar ede sseibaes E E E EE E TETEE E E sages see Ea E 280 Changing Selected Fields c ssitestses scesss Sh ea aa E E A N E A S 282 Chan ging Calculations Siani n a a a e ie A E 282 Chan ging Grouping Sireni Ses sone e a a a E E E E aoe euoewede 283 Chan ging Selection Criteria s itcsrscyscees 05s n ts eve E e E N A T a 284 Cha
278. el Director and Working Time Tracker using the Working Time Tracker link described in this chapter Employee information can be changed in any of the three systems and the other two systems are kept synchronised automatically Pay information is sent between Payroll Director and Personnel Director using the Payroll Director Link for Payroll Director SQL see chapter 22 Linking Personnel Director to Payroll Director SQL on page 373 for Payroll Director Access see chapter 24 Linking Personnel Director to Payroll Director Access on page 384 Payroll information is sent between Payroll Director and Working Time Tracker using the link supplied on the Working Time Tracker installation CD 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 is 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 When you delete an employee in Personnel Director the employee is not deleted from Working Time Tracker However their date of leaving
279. elect Replace 2 Provide the following information e Find What Type the partial word word phase or value you are looking for e Replace With Type the partial word word phase or value to replace the occurrence 98 PERSONNEL DIRECTOR WORKING WITH DATABASES e Search Select how the search is to be performed row by row or column by column e Match Case Click this checkbox to locate only those occurrences with upper and lower case characters as specified in Find What e Find Entire Cells 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 Replace 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
280. elect button to view the Employee Details screen for that employee If an employee screen is already displayed then the screen will scroll to the records for that employee 8 Click the Clear button to clear the fields and the search results before performing another search 9 Click the individual cells to sort the records in the descending or ascending order of that particular field Clicking the same cell toggles between ascending and descending order NOTE Personnel Director remembers the last criteria used in the search for that particular client You can select the fields also set the order of the fields to be reported under the Employee tab in the Preferences dialog 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 013 Mr P B Sedman B Bj xi Employee Details 013 Mr P B Sedman Employee Number DE Contract Pay Details Personal Dates Working Time Surname Sedman Division South West m First Name Peter Department Information Technology Middle Name Barker Job Title Senior Programmer Known As Peter Location Bristol Office Title Mr Reports To jo Mr M Donaghy Address fist Mo
281. electing a date 4 Take one of the following actions If the 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 If the increase is a fixed amount click the Fixed Increase button Then enter the amount in the Increase Amount box 5 To have Personnel Director round the increase to the nearest multiple in the case of percentage increase click the Round Increase Value checkbox Click Round Up or Round Down to round to the nearest higher or nearest lower multiple 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 Click OK in the Review pane to view the results 323 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES Preview Screen X Pay effective from 11 25 2005 Type of increase Fixed Increase Amount 25 GBP 002 Mr D Slattery 19000 00 25 00 19025 00 6 A message reminds you to back up your database before performing an employee pay increase Click OK 7 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 E oj xi a BOB Kz waft gt oi If the results are not what you anticipated clic
282. election Criteria 1 Click the Search ql button on the query screen The Search tab appears R Query Designer es Tables Fields Cales Group Search Sot SQL Q Available Fields Address Line 1 MASTER ADDR MASTER Address Line 2 MASTER ADDR MASTER Address Line 3 MASTER ADDR MASTER Address Line 4 MASTER ADDR MASTER Address Line 5 MASTER ADDR MASTER Ane MASTFR AGF MASTFR Criteria AutoSearch Mandatory 2 To add a search statement do the following e Double click the name of the field to be searched The field appears in the Criteria Fields list 284 PERSONNEL DIRECTOR CREATING QUERIES 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 Changing Sort Order A 1 Click the Sort at button on the query screen The Sort tab appears 10x Tables Fields Cales Group Search Sot soL 4 Available Fields Field Alias Field SQL Alias TableSQLAlias al Address Line 1 MASTER ADDR MASTER Address Line 2 MASTER ADDR MASTER Address Line 3 MASTER ADDR MASTER Address Line 4 MASTER ADDR MASTER Address Line 5 MASTER ADDR MASTER Ane MASTFR AGF MASTFR z Sort Fields J Natural Order Field Alias Field SQL Alias
283. elete OK Cancel Apply 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 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 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 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 2 Select
284. elp C Envelope Template Name Personnel Director Template 4 Select the Mailing Labels option and click OK Microsoft Word opens a blank document with the name you entered 5 Select Mail Merge from the Word Tools menu 234 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING 6 7 8 j rl i Mail Merge Helper E x In the Mail Merge Helper dialog click the Setup button The Label Options screen appears a Label Options Default tray Automatically Se i 2160 Mini Address Select the printer label and label number that you want and click OK The Create Labels screen appears 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 235 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING Here is an example 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 7 Insert Postal Bar Code Sample label FirstName Address 1 City PostalCode ke oompany 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 us
285. em or must 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 275 PERSONNEL DIRECTOR CREATING QUERIES 10 The Set Order screen appears We want to leave the results in natural order so select Next 11 Type a description for the query and click the Finish button 0 x STRUCTUREDTARGET D 0 0 0 20 17142857143 1100 500 Record I4 4 fi gt PI o3 The results display the average Avg annual pay by department and gender Example 4 Summarising Absence History 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 1 2 3 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 query we only select fields that are not being summarised In this example these are Employee Number and Post Name Click Next to continue For calculations we
286. ements 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 Workstations Operating Systems Supported Microsoft Windows 95 98 NT Workstation 2000 XP Minimum Hardware Specification Intel Pentium or compatible Processor 233 MHz 64MB RAM CD ROM or DVD ROM drive Personnel Director links with the following applications Microsoft Word 97 and above Microsoft Excel 97 and above Microsoft Outlook 97 and above Note While you can run Personnel Director on lower specification systems there could be a performance loss when using large databases Database Server Microsoft SQL Server 2000 fully service packed Part 1 Installing Personnel Director on the Network Server A Windows application is provided that automates the process of creating the required Personnel Director databases on your Microsoft SQL Server This Windows application can be run from any computer that can access the Microsoft SQL Server The application requires a database account that has database creation privileges PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR Installation Procedure 1 Do the following e Insert the Personnel Director installation CD From the autorun menu select the Database Server Installation option Or e Run Database Server Setup exe from the root of the installation CD The Pe
287. ent Book SE Recalculate k lt All Screens gt gt 7 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 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 1 Place the Personnel Director CD ROM into the CD ROM 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 338 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES
288. 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 Jaz File Graph Help AO eo ai E North West d Ml Second Office G South East I South West 255 PERSONNEL DIRECTOR WORKING WITH GRAPHS Filtering Graphs To exclude specific data from your graph you can set 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 Filter screen is displayed x OK Group TrainingGroup X Filter 7 Date Filter Employee Details Date of Join x From Friday November 25 7 To Friday November 25 x Filter 1 faez ff y feas ff wf fies off y ftes sf y 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 seta
289. eports 1 To display existing reports do one of the following e On the Tools toolbar click 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 217 Select the report you want to view 3 Click the Preview button or select Preview from the File menu The Print Preview screen appears 4 Use the buttons as follows Buttons Click To 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 fo B e Display the first page 4 1 Display the previous page al Display the next page ad Display the last page fox Set the zoom magnification Close Close the Preview window 287 PERSONNEL DIRECTOR WORKING WITH REPORTS Changing a Report If you want to change the content or the appearance of an existing report you open it in the Report Builder 1 Click the Reports fa button on the toolbar or select Reports from the Tools menu 2 Select the report you want to change 3 Click the Open button or select Open from the File menu The Report Builder screen appears ReportBuilder loj x File Edit Yiew Report Help Data Design Preview S ADSueael o aa antt e
290. er 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 Pay Per Period Calculations 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 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 Pay x 2 Weekly Weekly Pay If the pay basis is Per Hour 456 PERSONNEL DIRECTOR APPENDIX A 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 ShiftPay
291. er 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 86 Displaying Maternity Summaries 1 Navigate to the record of the employee for whom you want to display maternity data Do one of the following e On the Payroll and Absence Shortcut bar click the Maternity button e From the Screen menu select Open Screen Select Maternity and then click OK Click the Summary View tab if it is not already displayed 169 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Adding Editing Maternity Details Use the Maternity Detail screen to add edit or delete employee maternity records 1 Do one of the following e To add a record click the New button on the Record toolbar or press Ctrl 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 x Maternity 001 Mr M D Donaghy Al Maternity 001 Mr M D Donaghy Pregnancy Notification Given 02 02 2006 MATB1 Received faivozr2006 t
292. er these employee records are created you can enter many other types of data for these employees described in Working with Employee Data on page 139 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 Use the New Employee Wizard e Enter them manually on the main screen and main screen tabs e Import them from another existing database spreadsheet or payroll program The first two of these methods are described below For information about importing employee records refer to Importing Data from Other Sources on page 355 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 e Select New Employee Wizard from the Help menu The Wizard guides you through the steps required to create new employee records 106 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS Creating New Records Manually 1 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 Employe
293. errssertesesreereseerrsserrrsresrenresee 26 Deleting User Accounts or Template Sassin esaeo i ear ee re ia een iri aer e ner EE EEr EKA EES 27 Setting Security Privileges for a User Account or Template cece eee eeeeeeceeeeeeeeeecesecesecnseenseenaes 27 Modifying Module Level Privileges reciente e a aaa 27 Modifying Database Level Privileges isiccsiirersiccriesessoscis issenensis reroror es e risser vee E 28 Modifying Screen Level Privileges nenon E E rece E N emerson E a 29 Modifying Field Level Pri vale gesinn innere E E N ee eerie eee 30 Modifying Function Level Privileges ennenen ne r EE e E E E E N 32 Modifying Employee Level Privileges ienn a a EE E e S RARE TSEN 32 Auditing Personnel Director Usage esseseeseereessersresseseeeresrerrsserrestesteetesrertsseettssestentententeseerrnserersresrentesee 34 Starting Personnel Director and Logging In s ssseessssesssreesesersrsstsresesreerssterresrrrenertenresrentesrerrnsesrreresrent 35 SETTING UP PERSONNEL DIRECTOR eeeseseseeereseseeeeeeeeceeeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeses 36 OVET VIEN a A E ont ene don i oa il eee E E cat Coe a 36 Using the Personnel Director Setup Wizard eee eeeeeceseceseceseceseceecaeecaeecseseseseeeeeeeeseeneeneenseesaes 37 Setting Display Formats is s i3 oie iste eg li eee eat ani a nei Ane eet 37 Setting the Date Format Used by Windows 00 cece cece ceeeeseeeeeeeeeeeceecesccesecsaeceaecsaecaeecaeseaeseaeeeeeeeeeeseee
294. ers 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 the 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 208 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 Activating the Diary Use one of these methods to display the Personnel Director diary 1 Do one of the following L3 e Click the Diary Diaw button on the Personnel Director Tools toolbar Or e Click the Diary 2 button beside the clock in the Startup box at the end of 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 56 202 PERSONNEL DIRECTOR USING THE DIARY 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 minu
295. erview Holiday and Absence Key Dates Maternity Details Medical History Professional Memberships Pay History Skills Records Terms and Conditions of Employment Training History INTRODUCING PERSONNEL DIRECTOR 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 employee 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 4 PERSONNEL DIRECTOR INTRODUCING PERSONNEL DIRECTOR 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 Employer s G
296. es 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 185 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS 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 t Employee Details 016 Mr A J Locatell E i Sj x y Employee Details 016 Mr A J Locatell Employee Number ms Contract Pay Details Personal Dates Working Time Sumame Locate Opted Dut E First Name faan Date Opted Out 11726 2005 gt Midde Name James Review Date an Known As Harold Title vo Night Worker E Health Assessment E Address 7a HIIR Sahad Health Assessment Date fil 23 2005 x weston super Mare IN orth Somerset Notes fu K Post Code Bs 23 3FG Detail View Attached Documents 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 da
297. esapduevscbivies 90 Transferring Employee Records to Another Database esseesseesesseesesreerssrerrssesrtnesrenresreersserernresrenesee 90 Archiving Employee Records s 2 5 cesses a sesc cs aoseces ch take cs eoero sees suds ce cuctucsecbevococusocnsaendvuceossosuevsebivtes 91 Archiving Individuals or a Group of Employees 00 0 0 ccc eecceeceseceseceseceseceeecaeecneseneeeeeeeeeeeenseenseenseenaes 91 Archiving Employees Based on Date of Leaving o0 cece ee cesecesecesecnseceecaeeeaeeeneeeeeeeeeeseeneenseenseenaes 91 Exporting Datars i038 soe a ein SOAs ees A BO eh SA RAY Bead Ba Ate et 92 Exporting Data to acT ext Flers heise dati nie eh oA aia teenies Habe ee ae 93 Exporting Data Using the Personnel Director Spreadsheet eee ceeecseecseeeeeeeeeeeeeeeseeseenseenseenaes 93 More About Personnel Director Spreadsheet eee eeceecceseceeceseceecaeecaeecseeeseseaeeeeeseeeeeenseenseenaes 94 Exporting Data Using Microsoft Excel eceecceecesecesecesecnsecseecaeecaeeeaeeeeeesseseenseeaeesaecnaecsaesneeeaa 104 7 WORKING WITH EMPLOYEE RECORDS ccssssssssssessessssessssssessessssessessssssesessessessesessesesseseerees 106 COOVEL VIC Ws sos AE EAE EEEE AAEREN EEEE AE E EEEE EEEE EEE le le ial clea ln Da E 106 Creating New Employee RECO ES rar r r ded devin apnea Aiea Aare aes 106 Using the New Employee Wizard srebro ae neersien o eoe oE e heoa APEE echo tocbanes EE HES S RERE Ses eS 106 Creating New Records Manually 0 0 ccc eeeeseesce
298. esceescesecesecsecaecseecseeeseseaesseeessesseeesecaeesaecaesnaecaaeeaa 107 Editing Employee Records s cne esee EEEE E E EE E EE E REEE E E 108 Copying An Employee rin ie iener teas Et ETE EE EEEE E E EE E S EE EEE ESEESE 108 Part 1 Copying an Employee and Creating a New Employee sssessssesssseeseereeresesreeresresrsseerrsserreeresreeees 108 Deleting Employee Records mpanse eener aeter e EEES IER EIRE OEI EOE eea TI ERE E ERER st 110 Printing Employee Records genini e o oraaa apea e IEE REE EEE IAE ERER e 110 Selecting Employees oi Siete die cee ee E r A A AT E REE aide gue eee 110 Working with the Selecting Employees Screen 0 cece eeceeeecceesceescesecesecesecaecsaecaaecaeecseseaeseeeeeeeeeeeseens 111 Searching for Employees s sia cscciscbsse shes sasesscesesisves stsnusdesdsiesepcaescbavessbbous caeessdheeh sep ro Sri EESTE SEES iE EE ete o 111 Employee Data Entered on the Employee Details Screen wo eee eecesecesecesecnsecesecaeecneeeaeeeeseneeeneees 115 Main Screen Fieldsi rniii rera aeeoea E o E EEE E roe PEE T EEEIEE SEESE E E entree 116 Contract Tabs inin aa ra a e E e E E A EE E Eer DEEE EEEE E E E eoSt 116 Pay Details TAD a a Gui tien Ghee nisin eee A E mune 118 Bersoniall Wah E E sides oh see Sh E Sasa ths ea ean ts hac tacoamesee tates aes see bse ae eee 119 Dates Tabi a sepia shisshew i bs bond Sheeeions Geaectiane nbs ine du secrete S S i 120 Working Time Tab EEE E E Saas doe sen ah eaiaee tree ea ee eee 122 8 REC
299. escessee 459 Assignment Operators Statistical Functions String Functions 1 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 teams 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 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 provide 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 crea
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301. essions 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 String Operators String operators are used to perform operations on string operands Function Description Concatenation Joins two strings together Deletes the first occurrence of the second operand from the first LIKE Compares two strings with optional pattern matching Boolean Operators The Boolean operators take Boolean operands and return a Boolean All except NOT are binary operato
302. esuseseeesueesusesuauasaeaeananenees 138 Processing Absence Allowances at Year End oo eecescesecssecseeceesseeeeeeeeeesseseeesecnseeaecaecsaesneeees 139 WORKING WITH EMPLOYEE DATA cccssssssssssesssssssessssssessessssessessssessessssessessssessessssessessesesserees 140 PO Catin Sy RECOTS s 2ecitiscwsechesncsesustuveutee chro ane SE E eusem esses gusvOue euros Sa eaee E E 140 Finding Records By Field Content erino a n Ghisescinne wis ioee AEN E teehee E Si 140 Using Record Filters x soci scisiesskecs enoa seth teedee ee Ee sehen deh oes Gitta e eE EEE Ea EEE oS 141 Searching the Database for Records 00 0 eee cee cseeseeeeeeeeeeceeceeseceseceaecsaecsaecaaecseseseseeeeeeeseseeseenseenaes 144 ACCIdentsHIStOLY 3 nssch essa arise ce hed see A Sais A eNotes EESE EEEE EO Aa eae tes 145 Displaying Accident History Summaries 0 0 0 0 ec eeceecceseceseceecnseceeecaeeeaeeeseeeeeeeeeeenseeeseesaeceaecnaesaeeeas 145 Adding Editing Accident Details ccc eeeeceecceseceseceecesecsecseecseeeseseaeeeceeeeesecseesaecsaeesaessaeeaaeeneeees 146 Appraisal HIStOry sc s cecessveesdeeguih vcs cebes then a ce cbova E op aseulvensedesvanbeeudncaovbece st bdeste se iedeenaey hides E h 147 Displaying Appraisal Summaries 0 00 eee ee eeeeeceeecesecnecnsecaeecaeeeseeeaeeeeeeeeesecsecsaecsaecsaecaaecsaeeneeegs 147 Adding Editing Appraisal Details 0 cece eeecceecesecesecesecsecaeecaeecseeeaeeseeeeeeseessecsaecsaecnaessaecaaeeaeeegs 147 Bank DIE ri NE
303. et 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 e To turn off the bullet style click the Bullet button on the toolbar 241 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING To set the format for a paragraph Method 1 e 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 1 2 Select Paragraph from the Format menu Provide the following information Alignment Select alignment of the paragraph Choose from Left Right Centre 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 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 3 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 Click OK Inserting a table
304. etails are changed in Payroll Director SQL a new record is inserted in Personnel Director with the current system date as the From Date Any change in either Pay Period or Pay Per Period Pay Frequency in Payroll Director SQL is considered as a pay change Contractual hours are derived from the pay period defaults set in Personnel Director Payroll Director SQL maintains pay in Sterling Pounds so Pay currency is imported in Sterling Pounds If PayPeriod is Quarterly Pay is PayPerPeriod 3 and PayBasis is Per month If PayPeriod is 2 Weekly Pay is PayPerPeriod 2 and PayBasis is Per Week Similarly 4 Weekly Pay is PayPerPeriod 4 When Bank details are imported into Personnel Director the account number is matched A new bank record is inserted if there is no record with the matched account number otherwise the matched record is updated with the information from Payroll Director SQL Configuring the Payroll Director SQL Link Before you can transfer employee bank and pay details between Personnel Director and Payroll Director SQL Client software you must configure the Payroll Director SQL Link To register configure the Payroll Director SQL Link 1 From the Options menu in Personnel Director select Payroll Director SQL Link The Payroll Director SQL Link Options dialog is displayed if the Payroll Director SQL Link is installed 377 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL Payroll Director S
305. etters _Letters button and select Write Letter or select Write Letter from the Tools menu e To write a memo click the down arrow to the right of the Letters button and select Write Memo or select Write Memo from the Tools menu e 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 225 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING Mail Merge Wizard Letter RTF xj Please select the employees that you would like to include in your mail merge Curent Employee f All Employees in the current database Group of Employees Filter Manually select employees Cancel lt Back Next gt Finish 2 Select the individuals who are to receive the document You can email the letter to multiple employees with email addresses using the Filter Group of Employees and Manually Select Employees options 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 3 Click the Next button The second s
306. f the employee for whom you want to display employment history data Do one of the following 166 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Hh 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 To add a record click the New button on the Record toolbar or press Ctrl N 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 1 Employment History 001 Mr M Donaghy ioj x Employment History 001 Mr M Donaghy From ja 0 1979 7 To fi 31 1993 bes Company Name Serman Software Ltd Address 28 The Boulevard Job Title Hardware Consultant Key Experience Installation and Maintenance of Networks Salary on Leaving 14 500 00 Reason for Leaving Not enough career prospects Also felt that due to budget the systems were outdated Offered position with our company ro gt pe Summary View Detail View At
307. fAccountNumber Sort Code SotCods o Account Type gt O Building Society Ri o O H Current Payable I DEPARTMENT MASTER_DEPARTMENT k Detail View Save the screen and exit screen designer USING THE SCREEN DESIGNER 10 Open Personnel Director and open the Bank Details screen for an employee 11 Open the Bank Details screen for an employee 12 The Department field appears blank 13 Make a small change to any of the fields and click the Save tool on the toolbar 14 The Department field now displays the department of the selected employee fi Bank Details 001 Mr M Donaghy lol x Bank Details 001 Mr M Donaghy Name Lloyds Bank Address 2 Binford Place The High Street Weston Super Mare Branch Name weston Super Marel Account Number 1237342 Sort Code 45 2751 3 Account Type Current Building Society Ret Current Payable Vv DEPARTMENT Sales amp Marketing Summary View Detail View Attached Documents To use the employee details fields in calculated value calculations 1 Open the Bank Details screen for the employee The Field Chooser window also opens displaying the fields of the screen 435 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Select a field for which you wish to add or modify a calculated value for example CURRENTPAYABLE field The Field Properties dialog opens Click the Value tab Place a tick in the This field is Calculated box and cl
308. following e To add a record click the New button on the Record toolbar or press Ctrl N e 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 LX aici Education History v 001 Mr M Donaghy Type of Establishment Technical College Attended From far 71969 oa Name of Establishment St Anne s Technical College AttendedTo 5 22 1971 7 Address 35 38 Trinity Road Clifton Bristol BS35 8AT os gt Pl Summary View Betail 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 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 161 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 Upd
309. found in the Personnel Director database but not found in the linked Working Time Tracker database are created in the Working Time Tracker database 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 Employees that are found in Working Time Tracker but not found in Personnel Director are created in the Personnel Director database Click the Synchronise button 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 357 21 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
310. fy a range of pay values e Inthe Start field enter 10000 to indicate that you want the graph to include pay values beginning with 10 000 pounds e Inthe End field enter 35000 to indicate that you want the graph to include pay values ending with 35 000 pounds e Inthe Step field enter 2500 to indicate 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 raph criteria ij xi gt Plot the information contained in OK Current Pay Details x Sasa and z Cancel r Plot the Help Number of Employees X of Y Versus Curent Pay Details Annual Pay Change z JV Plot Range of Values Start freon End 25000 Step 25000 2j Versus F Plot Range of Values Start p g End fo ES Step pb S 4 Click OK 250 PERSONNEL DIRECTOR WORKING WITH GRAPHS ff Graph Wizard 5 x File Graph Help B Sly aje fla Elalem io Qu Nall ata EE RE E TA E lt 10000 a N a cn E E SEES E 10000 to 35000 O 35000 ee ats ae N A ATE EAR a Oe el ola Be Pal aay U Se SN eye al Neal a RS NSE ee Oe ST lt 1 0000 10000 to 35000 gt 35000 5 To add the titles shown above to the graph click the Graph Titles abl button 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
311. g Personnel Director and Logging In on page 18 3 Click OK 4 Ifyou haven t already done so click the Open Database button select the database you want to use and click the Open button NOTE To enhance the security feature of user logins a feature called User Login Policy that defines the Auto Locking and Password expiry details is included in the Security Manager module Check with your Administrator to set the values for these parameters The Personnel Director Environment 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 64 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Personnel Director Demonstration Database USERNAME 15 x File Employees Screen Company Tools view Options Window Help g a B E o Help HR Guide Open Close All Search Query Diay Reports Letters P E ei lA B Cancel D Fiter Find Export Print Locate Send Enea e Navigator Absence andPayol__ Y 3 0 EE Administration 3 Buying H O Human Resources Information Technology m Production a Sales amp Marketing m Software Development 1 Training Warehouse e cs Open Close D All Employees 20 B ES Training and Education 1172572005 9 32 54 AM This window is the starting point for accessing all of
312. g Editing Accident Details Use the Accident Detail screen to add edit or delete employee accident records 1 Do one of the following J e To add arecord click the New P3 button on the Record toolbar or press 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 Accident History 007 Mrs J Woodbridge 0 x S Accident History v O07 Mrs J Woodbridge R Date of Accident E 27 1997 m Type of Accident Crash B Time of Accident Crash Type of Injury Cuts Abrasions Days Lost 2 00 Location London Office Book Updated By Miss J Ditazio Date Updated fil 25 2006 HSE Informed By Miss S Philips Date Informed fi 1 23 2005 Witnesses a Follow Up FA Pe Notes Summary View Detail View 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 38 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 Type of Accident The type
313. g 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 The Screen Designer Vehicle Usage Screen Print screen appears 445 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Screen Designer ehicle Usage Screen Print E ioj xj File Edit View Report Help Design Preview RABE 2eue a ABBSERa aB if fava fo jez ules e A 2 0 a le a s ace Osa mSQ rae 0 a he OneClickHR plc l December 200 ii i sage Typed Miles Travelled Header Lo PATEOFUS REGISTRATION TYPE MILES lLeft 0 Top 0 width 0 Height o 3 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 4 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 5 To add a Notes label click the Label Al button then click in the Header to the right of the Miles Travelled label to place the new label 6 Inthe Label box Co in
314. g the parent child relationship 429 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Set Filter Field xj This screen enables you to select the filter pick list field for the curently selected pick list field Table NOTES Filter Field Help Cancel ox 3 Click OK For example in the Cities Pick List set the field COUNTRY as the filter Set or change the item to be linked 5 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 6 Do one of the following e To add anew value to the Pick List and set the Filter Value click Add e To edit existing Filter Values click Edit Add New Items E xj This screen enables you to add new values to the pick list If pick lists have been linked you can add new values to the pick list using the pick list value field You can set the fiter value for those pick list values using the filter value ield Table NOTES Filter Field COUNTRY Filter Value UK X Pick List Value LONDON Help Cancel ox 7 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 8 Place the
315. ge 27 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 documents See Setting Your User Record on page 230 1 Click the Letters button on the toolbar The Personnel Director Report List appears alx File Edit Help alala lR x o 2 Contracts Contents of Contracts All Folders E Notification of Change in Terms amp Conditions H Graphs IE Senior Managers Terms and Conditions Letters Staff Terms and Conditions a Company Policies St J Standard Contract Type 1 Races E Standard Contract Type 2 C Employment I Variation of Employment Terms Agreement gt theca IE Volunteer Contract aternity C Recruitment C References CI Termination CI Warming Letters C Working Time Regul H H Reports z Items In the 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 the Report List see chapter 13 Working with Personnel Director Report List on page 217 2 Select the folder that contains the document for which you want to perform a mail merge 3 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 pro
316. ged For example to purge absence records that occurred between the 1st of January 2000 and 1st February 2000 you would type 1 1 2000 in the From date and 1 2 2000 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 1st of January 2000 you would type 1 1 2000 or use the calendar button to select the date Click Continue 5 To confirm the purge click Yes If you are finished click the Close Database button Or From the File menu select Close Database Using the Database Maintenance Utilities This section is a summary of the main MS SQL Server utilities For complete instructions see your MS SQL Serve manuals and online help Important Note Do not delete the SA User Id The SA account is used to administer the SQL database server and is the only account that is authorised to 341 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES perform functions such as database repair user account creation as well as database backup and restore Starting and Exiting the Database Manager To perform database maintenance you use the MS SQL Server Enterprise Manager To start the Enterprise Manager and login to a server 1 From the Start button select Programs gt Microsoft SQL Server 7 0 gt Enterprise Manager 2 Select the server and if required provide the login information 3 Ri
317. ght click the server and select Start from the drop down menu To exit the server and Enterprise Manager 1 Right click the server and select Stop from the drop down menu 2 From the File menu select Exit Backing Up and Restoring a Database 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 MS SQL Server backup The Enterprise Manager 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 Right click the database you want to restore and select All Tasks gt Backup Database The SQL Server Backup dialog opens 342 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES SQL Server Backup PDGlobal xj General Options PD Global v E Database Name PD Global backup Description Backup Database complete C Database differential C Transaction log Eile and filegroup E Destination Backup to Tape Disk C DB Backup PDGlobalDB Add Remove Contents
318. h Define Search Criteria Field Condition Value JV Include all fields in result set Allowance Code Allowed at Over Lost Category Holida 2 0 Holiday 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 86 Displaying Accident History Summaries 1 Navigate to the record of the employee for whom you want to display accident history data 2 Do one of the following T 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 145 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Addin
319. h Buying Mr C Pederson Warehouse Miss H Steel Jessop Warehouse Dr N Mansfields Software Development Mr P B Sedman Information Technology Miss 5 J Dibbens Administration Miss J Difazio Administration Mr A J Locatell Human Resources MrJ 5 Watson Mr M A Hancom 14 Click OK to close the screen The Query screen appears on the Data tab of the Report Builder 269 PERSONNEL DIRECTOR CREATING QUERIES ana pIAbsence_Allowance Fields for pl amp 4bsence_Allowance Bll Address Line 1 String ER Contract Type String ER Contribution Letter String EB Cost Code String ER Date of Leaving DateTime ER Day of Birthday Integer 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 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 Mrs J 007 Woodbridge
320. hange 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 a 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 x a a Cancel Footer m Center Page amp P a i I Center Horizontally z I Center Vertically Margins __ p Print Options Top Left Grid Lines p Scale j o 75 I Black amp White MM Fit To Pagefs Bottom Right I Row Heading roe Wide fi y fo 75 I Column Heading Header Footer Page Dicer pan High fo 5 fos Top To Bottom Scale Units Inches zi Left To Right fico 2 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 198 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS Use the following codes to control the format of the header or footer amp L Left aligns the characters that follow amp C Centres 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 pag
321. he Table drop down list 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 l this lists possible values in the drop down list Either select Travel Card from the drop down list or type Travel Card 4 Now that you have completed the statement click the Add button The statement now appears in the Criteria list x Criteria Holida 2 Absence Allowance Allowance Code Add Replace Remove lv Auto Replace Apply criteria using AND C OR Table Field Operator Value Absence Allowance 7 Allowance Code x Contains 7 Holds J 4 e cren Notice that if required you can replace or remove an existing statement 5 Click the OK button The Personnel Director screen is displayed Personnel Director x Please enter a name for the new filter Accident Book omes 6 Type a name for the filter for example Employees with Travel Cards and click OK The filter you just created appears in the Filters screen 215 PERSONNEL DIRECTOR WORKING WITH GROUPS AND FILTERS x Cancel Help x New Edt _Bename Delete To filter the benefit records so that only those records for travel card
322. he 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 199 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS 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 Printing Other Working Time Directive Reports You can view or print the following reports Weekly Timesheets Average Hours or Breaks Taken 1 On the Working Time Directive menu click the Timesheet Reports icon The Reports screen appears x Propetties Employees Please select the properties for the report is Week Beginning 1172772005 7 Average Hours Weeks fi v IS Hide Opted Out Employees a Breaks Taken Show Exceptions Only a e oee 2 Select the report you want to view or print and click Run Report 3 Choose the properties of the report Week Ending Select or type the date Weeks
323. heet 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 is 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 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 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 Cells 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 s
324. 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 Editing the Document To clear copy cut and paste Edit Menu Button Action Shortcut Deletes the selected text or Clear object Bal Copies the selected text or coy object to the clipboard CEHE Cuts the selected text or Cut object and copies it to the Ctrl X clipboard Pastes the contents of the Ponie La clipboard after the insertion ay 239 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING 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 2 3 From the Edit menu select Find or press Ctrl F 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 Match Case Click this checkbox to loca
325. hen an employee is out of the office for a holiday or business trip For new users you may want to lock 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 26 PERSONNEL DIRECTOR SETTING UP SECURITY 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 Click the Delete button on the toolbar or Right click and select Delete or Press the Delete key in the keyboard 2 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 Personnel 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 Modifying Module Level Privileges When a new user or tem
326. his 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 3 Select the Total field in the Field Chooser screen and click the Edit button The Field Properties screen appears Click the Value tab and then click the This Field Is Calculated checkbox x Field Display Format Value Validation Pick List Web Calcul i Calculation Order Edit 7 This field is editable will only calculate if field is blank Initial Value J Set the initial value of this field to Edit e cot Click the Edit button The Expression Builder 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 From the Fields folder double click Value 413 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Expression Builder x QUANTITY EQUIPMENTVALUE OK Cancel Undo JJ Aff of af sf ofa of waft of 1 row 7 nee G Fields lt Value gt Functi FOLLOWUP Al FOLLOWUPDATE perag n NOTEDATE Common Expressions NOTES NOTETYPE PKEY QUANTITY STAFFNO 4 Click OK This returns you to the Fiel
327. ick the Add pe button to add a selected field or fields to the selection list on the right Click the Add AN IEE button to select all the fields e Click the Remove Eg button to remove a field or fields from the list on the right e Click the Remove All button to deselect all the selected fields To show information about each employee add the Employee Number Post Name and Department fields Query Wizard Select the fields for the query All Fields Choose Fields Selected Fields Address Line 1 Contribution Letter Contract Type Cost Code Date of Leaving Day of Birthday Available Fields Employee Details Department Employee Details Division Employee Details Date of Birth Employee Details Driving Licence Employee Details Ethnic Origin Employee Details Fax Number Employee Details First Name a gt Cancel lt Back Next gt 7 Now that you have selected the fields for the query click the Next button e E BEE lt 8 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 266 PERSONNEL DIRECTOR CREATING QUERIES Query Wizard gl Add calculated fields to the query No Calculations Add Calculations 9 Click Next Indicate whether or not grouping is required in the
328. ick the Edit button The Expression Builder opens Click the Fields folder The newly created field MASTER_DEPARTMENT is listed under the list of fields and is available for expression building TK x OK Cancel Undo oro neue cfs rom 2 ne ACCOUNTNUMBER DRESS eS EE ES VES Es Functions Operators Common Expressions lt Value gt YPE CURRENTPAYABLE BUILDINGSOCIETYREF MASTER_DEPARTMENT 7 Create the expression 8 Click the OK button when done Working with Controls 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 screen 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 436 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER For more information about the types of controls see The Control Palette Toolbar on page 535 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 al
329. ickHR ple cma 8 Click Next PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR The Start Installation screen opens 2 Personnel Director Database Setup x Start Installation S You are now ready to install Personnel Director Database Setup Press the Next button to begin the installation or the Back button to reenter the installation information OneClickHR ple 9 Click Next to begin the installation 10 Click Back to re enter the installation information or click Cancel to exit installation Part 2 Installing Personnel Director on a Workstation Step 1 Installing the Personnel Director Software on a Workstation 1 Place the Personnel Director CD ROM into the CD ROM drive of the workstation where you want to install Personnel Director From the autorun menu select the Install Upgrade the Personnel Director Windows Client Application option The setup wizard will start 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 2 Click Next The Choose Destination Location screen opens 3 Choose Destination Location zi Setup will install Personnel Director for MS SOL Server in the following folder To install into a different folder click Browse and select another folder You can choose not to install Personnel Director for MS SQL Server by c
330. ields in other screens You can define and use fields similar to the fields in the master table of the employees and use them in other screens and even in computations To create a field from an employee details field and use it on the Bank Details screen 1 p H pmo op Open the Bank Details screen in Screen Designer The Field Chooser dialog also opens Click the New button on the Field Chooser The Field Properties dialog opens Enter the name of the new field in the Field Name field suffixed by MASTER_ For example to create a field from the DEPARTMENT Department field of the employee from the Employee Details Master file the name of the field entered is to be MASTER_DEPARTMENT Select a type that matches the type of the original field xl Field Display Format Value Validation Pick List Web FieldName MASTER_DEPARTMENT Type Text Size Dm Display Label MESE Description NOTE The field name and the type must match for the field to be referenced correctly For string fields even the size must match correctly Enter values and details in other fields and under other tabs if necessary Click the OK button The new field can be seen listed in the Field Chooser Now drag and drop this field onto the Bank Details screen and label the field appropriately as done 434 PERSONNEL DIRECTOR i Bank Details Bank Details Name Address Branch Name Banh s SS Account Number
331. iew 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 20 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 This example shows how to create a report of all employees that lists their employee number name and department 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 262 When the query is complete click the Design tab in the Report Builder window 5 From the File menu select New E Report Wizard Report Wizard Cancel 289 PERSONNEL DIRECTOR WORKING WITH REPORTS 6 Inthe New Items window double click the Report Wizard 8 The Report Wizard opens Report Wizard Data Pipeline Name j pl ccident_History v Available Fields Selected Fields Book Updated By Accident Book Updated Date Informed ma Day Number Days Lost Date of Accident Month Number tl Which fields do you want on your report Year Number Order Follow Up E HSE Informed By EA Location xl Ea NM su Alaran
332. igger Click the Add button Add Career Event xj When the following field changes Accident Book Updated Create the following career event er een eet O 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 55 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 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 1 8 Select Diary Event Triggers from the Options menu The following screen is displayed Diary Reminder Triggers x Screen Name Accident History Acc Fields that will trigger a Diary Reminder Field Name Diary Reminder Text Select the screen on which you want to create a diary reminder trigger from the Screen Name List Click the Add button xi When the following field changes Accident Book Updated X Create the following diary reminder Description l Remind Me fi o ays 7 Beforehand J Remind all users Cancel Select the field that you want to trigger a diary reminder when the information in it changes
333. ign size and handle any overlapping of the controls Adding a Control 1 Click the control you want for this field on the Control Pallette toolbar and then place it on the screen by clicking the desired button For example to add a data field click the Data BB oon and 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 or e Press F11 The Control Properties dialog opens x Cate Field z Position Pixels Left s2 Top 35 sj Width firs sj Height ja Style Shape 7 Style z None z Text Align x Display Auto Apply e cms aw Specify the properties for the control Align 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 Position 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 437 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Style Shape Select the shape for a Bevel control Choose one of the following shapes box frame
334. ih eit pee putea saad aust ee aietieeens 223 Exporting a Letter Report or Graph File occ ee ceeeceecssecscecaeeeseeeeeeeeeeeeeesecnsecsaecsaecsaessaeesaeeneeees 223 14 WORD PROCESSING AND MAIL MERGING ccscssssssssessessssessessssessessssessessssessessssessesesseseerees 224 OVELVICW oE EE A EEA A EAE T ably AEE A E E E A AE A 224 About Pre Defined Letter Templates piiriin r E A E E 224 Writing Standard Documents 02ss 55c4 esses ssssstives sseessevesedsc cp soenssdeveebanesstpasadeseskoeescapsedcaeesblousebeessensbebseepeae 225 Writing Other DOCUMENIS ieni testeausenetea uses seats enveds Ud onan edueunebunasdeesvaueuseomsdausebetoarneny 228 Setting Your User Record csscsseissiasees cove sacebbsssreecteaadesiehsbesceescbuvessbsous EEEE EEE TEEPEE E SEE SEEE SEC EEEE 231 Working with Letter Templates i ccsccce csscsssccistisesssesecesestsne obsess tevkonsnepsheessde ste SEE caeubsnsebebeoebcbpessereavisbeness 231 Modifying etter Template Sieros en ide cae cuseds Gi hvayaebebes cede Sune ses sence Sb asteaenbes wrap eeateeth 231 Creating Templates with the Personnel Director Word Processor ecceesceesceseceseceseensecseeeeeeneeees 232 Using Microsoft Word To Create Templates 0 0 0 0 cic eceecceescesecesecesecaecaeecseecseseaeseeeseeeeeseeeenseenaes 233 Using the Personnel Director Integrated Word Processor 0 0 0 ecceeccesceseceseceseceseceeecaeeeaeeeeeeeeeeeeeeesenaeens 236 Word Processor Toolbar ta iiec en
335. ilable 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 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 at the 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 insert a new merge field using Microsoft Word o Click the Insert Merge Field Set M82 F4 button on the toolbar and select the field to insert from the list If this button is not displayed see the Word online help To delete a merge field using Microsoft Word e Highlight the merge field and press the Del key 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 232 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
336. ile 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 293 Starting the Working Time Directive To start the Working Time Directive 1 From the Tools menu select Working Time Directive The Working Time Directive menu appears Working Time Directive x Create a new weekly timesheet using the timesheet wizard Modify an existing timesheet Also export any existing timesheet Delete a timesheet Import a currently exported timesheet View and print Working Time Directive reports Help 2 Perform one of the following actions Create a timesheet See Creating a Timesheet on page 187 Modify or export a timesheet To update a timesheet see Modifying a Timesheet on page 194 To export a timesheet see Importing and Exporting Timesheets on page 194 188 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS 3 Delete a timesheet See Deleting a Timesheet on page 194 Import a timesheet See Importing and Exporting Timesheets
337. ils and then click OK 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 To add a record click the New button on the Record toolbar or press 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 5 x Bank Details 007 Mrs J Woodbridge Account Number Name Sart Code Bradford amp Bingley 42 56 71 Summary 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 151 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 ca
338. import it into the Personnel Director Pay History screen 1 The 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 388 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 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 394 Pay History records are only created in Personnel Director when one of the following pieces of pay information has been modified in Pa
339. ine Tuning the Size and Position of Objects on page 448 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 fsa Italic Leftalign Rightalign Highlight Send to back Colour 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 millimetres and set objects to snap to the grid This gives you extremely powerful features to align all objects horizontally or vertically as you work Align bottom Space Space up and Align centre Align Top up down down in band J Align Alion left middle Space Space across PERSONNEL DIRECTOR USING THE SCREEN DESIGNER e 4 ae or Using a Layout Grid 1 From the Design page select Grid Options from the View menu 2 Set the size of the grid in millimetres along the horizontal and vertical X and Y axes 3 To have ob
340. ing 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 e Abnormal termination of a database application This does not affect the integrity of the database When an application is cancelled 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 e 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 346 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES structures such as a database page or index These corrupt data structures can make committed data unrecoverable 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 To validate and repair a Personnel Director database you issue the following commands in the MS SQL Server s Query Analyzer To repair a database you restore the database to a checkpoint or from a previous database backup Before using these commands be sure to read th
341. ing 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 after 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 record of any correspondence sent to an employee Personnel Director creates a correspondence history record when you print mail 155 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 86 Displaying Correspondence History Summaries 1 Navigate to the record of the employee for whom you want to display correspondence history data 2 Do one of the following A 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 corre
342. inition 0 0 ee eee eeceeecesecesecaecssecaeecaeecaeesaesseeeeeeseceseceaecsaecsaecsaecaaeeneeees 337 Refreshing Calculation S oceniti ineens ein cacdsh ces ch suns co EE E dcuaeh ue cb bees EAEE EAEE 337 Scheduling Recalculation Refreshes ee eceeceescesscesecesecssecssecseecaeecaeseaeseaeseeeseeeeseesseesaecsaessaesnaeeseeeas 338 Populating Pick Lasts enoed e eee EE E ce ane acca EEAO EEE AEE 339 Purging Data from a Personnel Director Database seseseeseesesesesreeresterreserrrsertenresrenrsseerrsserrreresrent 340 Using the Database Maintenance Utilities 00 eee eeeeeeeeeeceeseesecesecesecsaecsaecaeecaeecaeseaeeeeeeeeeeerenstens 341 Starting and Exiting the Database Manager o oo eee cee cee cseeereeeeeeeeeeeeeeeeesecsecsaecsaecsaecsaecaeeeaeseneeees 342 Backing Up and Restoring a Database ei eceeceeecesecesecnseceeecaeeeneeeeeeeeeeseesecsecssecsaecsaessaeeaaeeaeeees 342 Validating and Repairing a Database oo eee ceecceeccesecesecesecaecaeecaeeeseseaeeseeeeseeeeseesaeesaecaecsaesaeeees 346 Shutting Down and Restarting a Database eeeeeceeeceesceeeceseceseceaecaaecaeecaeeeseseeeseeeseeeseenseenaes 347 Changing Personnel Director Servers eee cscs cee cseecseeeseeeeeeeeceseeeseceseceseesaecsaecnaecsaecsaecseseaeseaeeneeeeens 348 LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER ccsssssssssssssessssesserses 349 Installing the Working Time Tracker Link ccc cceseceeescseeescssecesesecseesscsesesesessuesecseessesess
343. instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 86 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 153 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA e 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 B Career History 007 Mrs J Woodbridge S iol xi Career History 007 Mrs J Woodbridge Date Of Event gt 1 1 1976 Joined Company Active 1 1 1998 Change in pay lt No Change gt Summary View Attached Documents On the Summary View tab the Career History Summary screen displays the career history of the current employee Career events can be triggered automatically described in Setting Career Event Preferences on page 55 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 To add a record click the New button on the Record toolbar or press 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
344. ion Management BB aspnet_state ASP NET State Service gt AudioSrv Windows Audio E es Background Intelligent Transfer Service BB Browser Computer Browser ccEvtMar Symantec Event Manager BB ccPwdSve Symantec Password Validation zi Show drivers Gk Cancel Help 2 Select the Scheduling Engine 3 Click the OK button Click the OK button again 364 PERSONNEL DIRECTOR SCHEDULING REPORTS 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 e To start the scheduling service select Start Continue Service 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 a 8G 2 Click the Module Security 2 button or select Security gt Modules x Please select the Personnel Director modules that the user has access to JV Personnel Director I Screen Designer I Security Manager I Database Maintenance Employee Self Service Module JV Report Scheduler J Administration Module IV View Edit Schedules 5 eb IV View All Archived Reports Administrator Access Manager Access Self Se
345. ions w 001 Mr M Donaghy Level pooo H Subject ComputerStudes na Grade Poo H Establishment St Anne s Technical College ro wm pt Summary view Detail View Attached Documents 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 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 217 For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 86 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 181 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 sc
346. is not in the list instead of a Fixed one one where the user can only select items from the list DESCRIPTION DESCRIPTION Vale LOANVALUE 410 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER e To delete the Description box select the Description box and press Del a e From the Control Palette toolbar select the Variable Pick List button 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 e Select the Description field from the Field drop down list x Caption Field DESCRIPTION DESCRIPTION Position Pixe LOANOUTDATE LOANVALUE Left 2356 RETURNED kas Style Shape l A Style v None x Text Align Display I Auto Apply Help Cancel Apply This links the Pick List control with the Description field e When you have done this click OK 7 To avoid wasted space on the form you can reduce the size of the screen Align e Select and drag the navigation buttons up the screen Hj lt 4 gt gt e Now size the screen size so it looks similar to this xl gt Loan Equipment Date x DESCRIPTION DESCRIPTION RETURNED SJ Value LOANVALUE Detail View 8 Save the screen and exit Screen Designer to check the results in Personnel Director Example 3 continued Modifyi
347. 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 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 389 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS 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
348. 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 Global Updates Batch Inputs and the New Employee Wizard 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 Data Import 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 352 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER Information Shared Employee Information The following employee information is shared between Personnel Director Working Time Tracker and Payroll Director Address Address Address Department or Cost Cost Centre Code Department Department Date of Birth Date of Birth Date of Birth Date Joined Date Joined Date Started Date Left Date Left Date Left First Name Middle Forename 1 First Names Name Forename 2 Not Night Worker Not Night Worker Linked Indicator Indi
349. 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 From the Type 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 404 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER e Inthe Display Label box type Notes Finally you need to enter a description of what this field is to be used for e Inthe Description box type Notes relating to employee benefit The Field Properties screen should look similar to this x Field Display Format Value Validation Pick List Web FieldName MASTER_DEPARTMENT Type Text Size sa Display Labe ER EER Description cot e To save the new field click OK The field you just added now appears in the Field Chooser screen 3 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 4 The next
350. isplay this screen select Absence Calendar from the Tools menu 127 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE BE Absence Calendar Mr P B Sedman E a ioj xj 4 gt 2005 013 MrPB Sedman zo BORO GERDA CREED uC EGE EUR EGEOCREUGEED Legend 5 6 7 8 9 1011 1213 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 6 7 8 9 101112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 g BEE at in 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 7 8 9 1011 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 5 6 7 8 9 1011 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Jun 9 10 11 12 13 1415 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Gr io 7 8 9 1011 12 13 1415 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 45 6 7 8 9 101112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 9 10 11 12 13 14 15 16 17 18 19 20 21 22 kii 26 27 28 29 30 7 8 9 1011 1213141516 17 18 19 20 21 2223 24 25 26 27 28 29 30 31 Changing the Chart Colours Each absence is displayed as a separate colour legend on the right of the screen e To change these colours click the Legend square select the colour you want from on the Colour dialog and then click OK To define custom colours click the Define Custom Colours button Displaying Holi
351. isplaying Professional Membership Summaries 1 Navigate to the record of the employee for whom you want to display professional membership data 2 Do one of the following e On the Training and Education Shortcut bar click the Professional a Membership E button e From the Screen menu select Open Screen Select Professional Membership and then click OK 3 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 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 Ctrl 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 175 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Professional Membership v 001 Mr M Donaghy i Professional Membership 001 Mr M Donaghy B z Date Admitted passo x Notes Organisation Institute of Electrical Engi Membership Type Member a Designation MEE 0 C Annual Fee SY Renewal Date o Z Company Pays Fees ro me Summary View Detail View Attached Documents Data
352. ist of employees Change the spacing between employee records Preview or print the chart Copy the chart to the clipboard Exit Absence Schedule le e e je Setting and Displaying Absence Allowances 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 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 44 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 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 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
353. istrator assigned to you The default user name is USERNAME 16 PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR Password Type the password your administrator assigned to you The initial password is 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 20 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 3 Click OK 4 Click the Open Database button Or From the File menu select Open Database 5 Select the database you want to use and click the Open button 17 3 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 the Security Manager module to Change their own password Add or remove Personnel Director user accounts and templates for setting up new user accounts 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 scree
354. ith Personnel Director do the following 1 2 4 Select Preferences from the Options menu The Preferences dialog is displayed On the Preferences dialog click the Add Ons tab The following screen is displayed I x Tumover Statistics Allowance Options Employee General Absence M Mail Merge Word Processor Use the built in Word Processor Use Microsoft Word for Windows Word 97 or above Spreadsheet f Use the built in Spreadsheet C Use Microsoft Excel Excel 97 or above Diary Use the built in Diary to record diary reminders C Use Microsoft Outlook to record diary reminders He wet ok _ 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 Click OK or click the Absence tab to set absence preferences Setting Absence Preferences You can set Personnel Director to Base the calculation of days lost and hours lost on company pay periods the default or on employee pay periods Include weekends or company holidays or both in the calculation of hours or days lost for company pay periods Specify the field which is to be used to determine the company office an employee is assigned to 58 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR To set absence preferences
355. izontally a I Center Vertically m Margins m Print Options Top Left I7 Grid Lines pt fi o 75 I Black amp White T Fit le Page s Bottom Right I Row Heading roe Wide p o 75 I Column Heading Header Footer asta Trae Re High jos fos Top To Bottom SA Units finches z C Left To Right jo x 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 Centres 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 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
356. ject 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 width Minimum d height 3 oat ose Maximum Maximum height width Use the Nudge toolbar to move selected objects up or down left or right a millimetre 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 452 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER e To print the screen print click the Print a button on the toolbar or select Print from the File menu To continue working on your design click the Design tab 453 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 emai
357. k and Pay records in the current database linked to an Payroll Director SQL company are exported from Personnel Director to the Payroll Director SQL company To automatically export modified data when you exit Personnel Director 1 On the Data Update tab check the Do Automatic Export While Exiting Personnel Director checkbox If you modified Employee Bank or Pay details in Personnel Director but did not export them manually the system automatically sends the modified details to the Payroll Director SQL company when you exit Personnel Director Export Validations Account No The Account Number should be eight numbers without spaces If the length of the Account Number value is less than eight characters the system fills the leading digits with zeros For Example 12345 as 00012345 If the length of the Account Number value is more than eight characters the system uses the first eight characters For Example 1234567890 as 12345678 Bank Index This is a mandatory field If the Bank Index is not assigned or is empty the system uses a default value of 1 Sort Code The format is xx xx xx where x is a number 0 to 9 If the Sort Code is not assigned or is empty the system uses the default value 99 99 99 The system uses the first eight digits of the Sort Code value assigns dash on the 3rd and 6th position of the value and replaces any non numeric letter or character with 0 For example 123456789 is 12 45 78 1234 is 00 12 3
358. k 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 1 Click the Report Archive tab Click the surge button on the toolbar Select the date Archive Reports that were created on or before the date you select will be removed permanently 4 To confirm the purge click Yes to cancel the purge click No 374 22 LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL You can link or share Personnel Director personnel and pay data with Payroll Director Access and Payroll Director SQL If you are using Payroll Director SQL follow the instructions in this chapter If you are using Payroll Director Access see Linking Personnel Director to Payroll Director Access on page 384 By linking to the payroll program you eliminate re keying of information in the payroll and Personnel Director programs This chapter explains how to install and configure the links and what information is shared between 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 348 About the Payroll Director SQL Link The Payroll Director SQL Link is an add on program for Personnel Director that you install from the Personnel Direc
359. k the Close button and change the options then click the OK button again NOTE You can now set a Career Event trigger associated with Current Pay A new item called Current Pay is included in the drop down list of screens in the Career Event Triggers dialog This facilitates you to set a trigger that is activated whenever the current pay for an employee is changed This trigger can also be activated if the current pay is affected by a transaction performed using the Employee Pay Increase screen 324 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES For example if an employee s pay has been revised in the middle of a month and if it has to go into effect beginning the first of the next month a current pay trigger can be set to capture this change In our e g the current pay will change on the first on the next month and this change activates the trigger See Setting Career Event Preferences for more information on setting triggers 325 1 9 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 Starting the Database Maintenance Module Before you start the Database Maintenance Wizard ensure that no other Personnel Director programs are running
360. l 149 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Assessment Key Objectives Agreed Training Agreed Comments raining Agreed 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 an 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 comments about the appraisal Assessment Key Objectives Agreed Training Agreed Comments Good in all attributes 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 86 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 e On the Absence and Payroll Shortcut bar click the Bank Details jiii button 150 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA e From the Screen menu select Open Screen Select Bank Deta
361. l Link Settings dialog 2 To enable 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 0000data 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 392 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS e In 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 O000data mdb If it shows 2 the file is 0002data m
362. l 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 email fax 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 Free access to our Employer s Guide to HR via http www vizual co uk employers guide asp The following services are not included e Site visits or call outs e 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 Pr
363. lAccident History Title e With the DBCalc field selected right click and select Calculations from the menu 297 PERSONNEL DIRECTOR WORKING WITH REPORTS Calculations xi Cale Type Sum Ae Reset Group Accident History FOLLOWU AGS e Then select Sum from the Calc Type drop down and click OK e Right click the DBCalec field and select Display Format from the menu Set the display to one decimal place and click OK format Display Format d mmm yy m d yy hinn ss a m d yy mmddyy mm dd dd mmm yy March 4 1995 mmmm d yyyy 374 md Mar 95 mmm yy March 95 mmmm yy v Cancel 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 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 few tems Ta Report Wizard Report 3 Double click the Cross Tab icon 298 PERSONNEL DIRECTOR WORKING WITH REPORTS CrossTab Wizard Decide what fields you want in the columns and rows as in a sprea
364. lars 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 106 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 these screens see chapter 9 Working with Employee Data on page 139 51 x we Medical History v 013 Mr P B Sedman Date of Medical 12 1999 Outcome Pass Name of Examiner Dr A Musselwhite Next Medical 3 12 2000 x Location Head Office Notes a sl gt Pl Summary View Detail View Attached Documents 78 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR 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 ee Medical History w 015 Miss J Difazio You can also select many of the other employee screens by clicking in the Header band to drop down the screen list Medical History Accident History a Bank Details Benefits Career History Correspondence History CPE CPD Record Disciplinary and Grievance Education
365. ld Chooser screen double click Value then click the Edit button e Click the Display Format tab x Field Display Format Value Validation Pick List Web Display Format Format Help Cancel e Select 2 Decimal places from the format drop down e Click OK 4 Drag the fields from the Field Chooser to the form in the locations you want them to be When you are done your screen should look similar to this 409 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER x L Loan Equipment De DESCRIPTION DESCRIPTION RETURNED 4 Value LOANVALUE 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 e Select LoanOutDate in the Field Chooser and click the Edit button x The Field Properties screen displays the current properties of the field e Click the Display Format tab Select the type of date you require from the Format drop down list e When you have done this click on the OK button e Repeat step 4 for the Returned field x Field Display Format Value Validation Pick List Web Display Format Format z e cot Le 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 if it
366. le Usage Correspondence History DINOS Se 5 Employee Photographs Employee Images Loan Equipment Uniforms Issued BEG Absence and Payroll Shortcut Bar Buttons To access absence and payroll records click atabs dal iae Description Holiday and Absence for the selected employee Absence Allowance for the selected employee Pay History for the selected employee Pay Period for the selected employee Bank Details for the selected employee Project Timesheet for the selected employee Maternity leave details for the selected employee Benefits allotted for the selected employee 72 PERSONNEL DIRECTOR Employment Shortcut Bar Buttons To access employment records click LEARNING TO USE PERSONNEL DIRECTOR Employment Icons Description Career History Accident History Medical History Appraisal History Disciplinary and Grievance Exit Interviews BaSHONW sh E Employment History Training and Education Shortcut Bar Buttons To access training and education records click Icons Description Training History CPE CPD Record Professional Membership Qualification Skills Education History 73 Training and Education PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Common Features of Perso
367. licking Cancel to exit Setup Folder C Program FilessVizual PD MSSOL Browse PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR It is recommended that you accept the suggested location which is C Program Files Vizual PD MSSQL 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 4 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 ne Backup Replaced Files xj This installation program can create backup copies of all files replaced during the installation These files will be used when the software is 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 you want to create backups of the replaced files Yes C No Please select the directory where the replaced files will be copied Backup File Destination Directoy CA We PD NSSOLBACKUP Browse 5 Click Next The Select Components screen opens elect Components i xj In the options list below select the checkboxes for the options that you would like to have installed The disk space fields reflect the require
368. llowance is to be assigned Employees can be selected as a group or a filter or you can specify ALL employees want to select employees as a group Engineering C want to select employees using a filter want to select ALL employees lt Back L ne 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 5 To specify a group click I want to select employees as a group e Click the Pick List button and select the group to which you want to assign absence allowances 6 To specify a group of employees you have defined with a filter click I want to select employees using a filter 133 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE Absence Allowance Wizard x 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 C want to select employees as a group want to select employees using a filter dent Book C want to select ALL employees cas e _ coe 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 emplo
369. lour of the legend click the Back Colour button select a colour and click OK e Tochange the position of the title click a Position button e Leave the legend style set to Automatic to display the selected graph criteria or select a series style for a custom series e To change the text style select a style from the drop down list e To put a shadow colour behind the legend click the Shadow Colour button and select a width e To alter the position of the legend by a percentage or change the colour bar width use the Top Pos and Colour 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 e 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 e Tochange the entire graph panel background colour click the Panel Colour button e To fill the back panel with a gradient fill click the Gradient Visible checkbox Then click the Start Colour and End Colour buttons to adjust the fill colours Use the Direction drop down list to adjust the direction of the gradient fill 259 PERSONNEL DIRECTOR WORKING WITH GRAPHS e To add a back image similar to wallpaper to the panel click the Browse b
370. low the instructions on the screens For more detailed instructions see Writing Other Documents on page 226 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 187 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS 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 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 f
371. loyee s length of service age or neither 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 44 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 Carry Over Lost Absence not taken in the current year that cannot be carried over as defined with the Absence Allowances Wizard 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 End 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
372. loyees in the current database Notes A free format notes field to outline further information 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 86 Displaying Education Summaries 1 Navigate to the record of the employee for whom you want to display education data 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 Select Education History and then click OK Click the Summary View tab if it is not already displayed 160 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA AET L Education History 001 Mr M Donaghy a el From Attended To Name Of Establishment Type of Establishment 5 22 1971 St Anne s Technical College Technical College 10 1 1971 8 23 1974 University of Leeds University Summary View Attached Documents The screen shows all the educational establishments attended and the dates of attendance To enter employee qualifications see Qualifications on page 179 Adding Editing Education Details Use this screen to add edit or delete educational records for the current employee 1
373. lub Southeart Sararota FL ActionClub Southoart Tampa FL y Action Club Southuert SanJare CA A ActionClub Sauthuort Phacnix AZ ActionClub South Dallar Tk Action Club South Atlanta GA Action Club South ElParo TH Action Divor Southoart Charlotte NC ActionDiver Southeart Miami FL FictionDiver Sautheart Columbia SC Action Diver Southeart Lexington VA JV Adjust field widths so all fields fit on page Cancel lt Back Next 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 Report Wizard What style would you like T Customers COMPANT REGION ActionClub Southeart Customers Company Action Club Cancel lt Back Next gt Finish Use this screen to indicate the report style Click each style to see how it looks 291 PERSONNEL DIRECTOR WORKING WITH REPORTS 11 As the Corporate style is fine for this report click the Next button The final screen of the Report Wizard is displayed Report Wizard That is all the information needed to create your report Do you want to preview the report of modify the report s design Cancel lt Back Next Finish 12
374. m the Field Chooser screen click the New button 2 Enter the field name as Returned set its type as Logical 3 Enter a description and label then click OK 4 Drag the Returned field from the Field Chooser screen to the General Details tab Create a Box for Notes or Comments 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 KR U N Drag the Notes field from the Field Chooser screen to the Notes Comments tab 415 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 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 4 Select Right from the Text Align drop down list 5 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 Sc
375. mat menu 3 Provide the following information Line Style Click the button representing the line style you want to use Colour 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 4 Click OK To set the colour palette for the entire worksheet 1 From the Tools menu select Options gt Set Colour Palette 2 Do one of the following e To replace a colour in the palette select the colour 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 Colours button e Toreturn to the default colour select the customised colour then click the Default Colour button e To return to the default colour palette click the Default Palette button 3 Click OK To set the pattern for selected cells 1 Select the cell s to be formatted 100 PERSONNEL DIRECTOR WORKING WITH DATABASES 4 Select Pattern from the Format menu Provide the following information Fill Colour Click the fill colour you want Pattern Colour Click the pattern colour you want Fill Pattern Click the fill pattern you want Click OK To set protection for selected cells 4 Select the cell s to be formatted Select Cell Protection from the Format menu Provide the following information Locked Click this checkbox if the contents of this cell are to be di
376. ments of the options you have selected IV Personnel Director 30209 k MV Security Manager 2197 k IV Database Maintenance 5495 k IV Screen Designer 3838 k Disk Space Required 41739k Disk Space Remaining 9042759 k lt Back 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 PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR 7 8 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 screen prints This program is typically used by the Administrator or a programmer Click the Next button to continue Next you are asked the name of the Program Manager group you wish to create for Personnel Director accept the default Vizual Business Tools or select ano
377. message 223 14 WORD PROCESSING AND MAIL Overview 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 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
378. 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 Toclose the calendar without selecting a date click outside the calendar Calculator Buttons 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 example Monthly Value wl Entering Currency Amounts 1 Click the Calculator m button to the right of a currency field The calculator is displayed 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 76 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR 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 451 Known As J ane Calculated Fields Fields that appear in yellow are calculated fields You cannot enter data into these fiel
379. motion To select the Notification of Promotion Letter double click 228 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING 6 the Letters folder then the Employment subfolder Then double click the Notification of Promotion letter The Mail Merge Wizard appears Mail Merge Wizard Notification of Promotion RTF Please select the employees that you would like to include in your mail merge f Current Employee 013 Mr P B Sedman All Employees in the current database Group of Employees Filter Manually select employees Cancel lt 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 Click the Next button The second screen of the Wizard appears Mail Merge Wizard Notice of Impending Redundancy RTF x Use the dd and Remove buttons to select the employees to be included in the mail merge Add Remove Cancel lt Back Next gt Finish If required add or remove employees from the list 22
380. move EJ Microsoft Word Backup Document Edit wy Microsoft Word Wizard A MIDI Instrument Definition 4 MIDIS a Wide x m File type details w Extension DOC Content Type MIME AF Opens with WINWORD Cancel Apply 3 Click New Type to define a new file type 82 PERSONNEL DIRECTOR 4 LEARNING TO USE PERSONNEL DIRECTOR OFr If you are running Windows XP in My Computer or Windows Explorer click on click the Tools menu and then click Folder Options General View File Types Otfine Files Registered file types Extensions Fie Types SJ NONE URL HyperText Transfer Protocol with Privacy a NONE URL LDAP Protocol linone URL MailT o Protocol A NONE URL News Protocol So NONE URL NNTP Protocol HNONE URL ALogin Protocol MQUNONFL LIRE Snews Protacal faa New Delete Details for URL RLogin Protocol file type Opens with Change To change settings that affect all URL ALogin Protocol files click Advanced Advanced Cancel Apply Click the File Types tab e To modify settings for an existing file type click the type and then click Edit Enter a description of the file type and the file name extension associated with this type of file If you are running Windows 98 Click New to define an action for this file type New Action 27 x Action Oren OK Cancel Application used to perform action Cancel CAWI
381. mployee Pay Per Period SETTING UP PERSONNEL DIRECTOR 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 453 Select Company Pay Periods from the Company menu The Company Pay Periods screen is displayed x A Company Pay Periods Weekly Pay Periods Per Year B2 2 Weekly Pay Periods Per Year je 4 Weekly Pay Periods Per Year pao Working Days Per Year 260 Working Hours Per Week fs Working Hours Per Day Li Pay Periods Cancel Help Enter the number of Weekly 2 Weekly and 4 Weekly pay periods per year Enter the number of paid working days per year 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 40 PERSONNEL DIRECTOR 8 SETTING UP PERSONNEL DIRECTOR 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 Pay Parameters tab Create a new parameter by entering the parameter name in the Name field for any of the blank parameter fields and enter a value for it in the corresponding Value field Up to five Parameters can be created NOTE Parameters created here will appear under the folder Pay Parameters in
382. mployee 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 Jaia z Medical History 013 Mr P B Sedman Date of Medical Outcome Neat Medical Q 3412 1999 Pass 3 12 2000 5722 2000 Pass 3 12 2001 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 To rearrange column headings e Click a column heading 80 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR 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
383. n choose Long Medium Short or Windows default date formats Setting Field Value Properties If this field is to display a calculated value or if it is to contain an initial default value click the Value tab x Field Display Format Value Validation Pick List Web Calculated Value d Calculation Order _ ae E J This field is editable will only calculate if field is blank Initial Value J7 Set the initial value of this field to Edit e cot Le 1 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 426 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER ITM x QUANTITY EQUIPMENTYALUE Cancel OK EA Undo f ff tf f ef s of andl orf noe tie cf i Pose 2 Hee Fields Functions FOLLOWUP Operators Common Expressions NOTES lt Value gt 2 Specify the calculation and click OK For more information about defining calculations see Entering Calculated Values on page 429 Initial Value Click this checkbox if this field is to display an initial value Then click the Edit button The Initial Value screen appears I 2 Please enter an initial value for this field Several standard default values are available from the drop down list Cancel Help Ix L 3 Either type the
384. n guides Click the Proportional checkbox to position the graph in proportion to the margins and page size When you are finished click Close 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 an point scatter chart FE K m E 254 PERSONNEL DIRECTOR WORKING WITH GRAPHS Applying 3 D Effects 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 a on the toolbar To rotate a 3 D effect e Click the Rotate a button on the toolbar e 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 B button on the toolbar Click and drag until you get the desired effect Moving and Zooming Graphs 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
385. n 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 VBT Spreadsheet opens 93 PERSONNEL DIRECTOR WORKING WITH DATABASES E YBT Spreadsheet C Program Files izual PD MSSQL LocalData intranet PDEXporee 4 loj xj File Edit View Data Sheet Format Tools Window Help la x n e mlas wezme n r m ADDRESS1 ADDRESS2 ADDRESS3 ADDRESS4 ADDRESS5 6 Clifford House ILeighton Lane Evercreech North Somerset UK 17231 47 Years 7 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 VBTLocalData PMexport 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 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 Te File name vet Spreadsheet Save as type Excel 5 or 7 xls Cancel 7 Click the S
386. n this example you would select Location 5 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 and click the Next button Using Record Filters 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 e A specific value of a field For example you want to view all records for absences that were due to holidays e 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 266 To set up a record filter based on a specific value 1 From any employee screen except Employee Details do one of the following Gi e On the Record toolbar click the Filter Filter button _or e Select Filter Records from the Screens menu or press Ctrl The Filter Records screen opens 141 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA x Fields EXAMINER MEDICALDATE Clear NEXTMEDICAL OUTCOME Ending Range x Cancel EXAMINER LOCATION Starting Range Clear All By Range Field Orde 5 C Alpha
387. nce by Reason dl Total Days Lost by J CJ Skills Graphs dl Total Cost of Absence by Category Total Days Lost by L C Timesheet Graph dl Total Cost of Absence by Day of week dl Total Days Lost by F C Training Graphs w dl Total Cost of Absence by Department OD Total Days Lost by F vet A 27 Items 7 Absence Graphs 4 Accident Graphs C Bank Graphs C Benefits Graphs H Career History Gre C Company Vehicle C Education History 2 Exit Interview Gra of Absence Incidents by Department of Absence Incidents by Division of Absence Incidents by Job Title of Absence Incidents by Location of Absence Incidents by Year of Incidents of Absence by Category of Incidents of Absence by Day of Week of Incidents of Absence by Month Total Cost of Absen Wl Total Cost of Absen Total Cost of Absen OO Total Cost of Abseri Ol Total Cost of Absen dl Total Days Lost by W Total Days Lost by dl Total D ays Lost by 2 Double click the Letters folder Double click the Working Time Regulations subfolder 4 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 217 5 Double click the Working Time Opt Out Covering Letter or the Working Time Agreement To generate and print the document fol
388. nce for up to 2 years that is 21 days e If you 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 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 61 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR e If you click the Sensitive To Employee Leaving Date checkbox Personnel Director calculates a pro rata allowance 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 if set to 0 1 rounding is to the nearest tenth Examples e if Precision 0 5 and Round Up is not set the value 20 9 becomes 20 5
389. ncel tk Group Help Engineering 3 Select the employee s to archive e To archive the current employee on the main screen click the Current Employee option 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 91 PERSONNEL DIRECTOR WORKING WITH DATABASES 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 x Archive all employees with a leaving date on or before E 224 2005 7 o omn 1 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 2 Click the OK button to transfer the employees to the archive or the Cancel button to cancel the transfer
390. nd Absence E 1 i Reason Header Detail BTARTDATH ATEGOR SON Detal o Footer Footer x 4 gt Ready 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 444 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER e Align or Space e Size e Nudge Viewing the Toolbars 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 active 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 Examples 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 modifyin
391. nd 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 e The third method is to implement pay increases for groups 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 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 opens 311 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES Batch Input Wizard x Welcome to the Batch Input Wizard 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 Note You are strongly ad
392. ndling Overlapping 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 Setting Up Tabs 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 display controls Adding a Tab e To add a tab drag the Tab a 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 dialog opens 441 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Tab Properties xi Position Lett 320 4 Top fies width 185 Height 150 a Align None x Tabs 7 Ad K D
393. nel 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 219 PERSONNEL DIRECTOR WORKING WITH PERSONNEL DIRECTOR REPORT LIST I iolxi File Edit Help ci eleja 2R x v 2 Absence Graphs Contents of Absence Graphs dl Absence Cost by Category amp Department Total Cost of Absern dl No of Absence Incidents by Department El Total Cost of Absent dl No of Absence Incidents by Division W Total Cost of Absern dl No of Absence Incidents by Job Title Total Cost of Absern dl No of Absence Incidents by Location OO Total Cost of Absern dl No of Absence Incidents by Year O Total Cost of Absern dl No of Incidents of Absence by Category dl Total Days Lost by dl No of Incidents of Absence by Day of Week Wi Total Days Lost by L 4 Accident Graphs C Bank Graphs C Benefits Graphs H Career History Gre CI Company Vehicle C Education History 9 Exit Interview Gra CI Pay Graphs dl No of Incidents of Absence by Month Total Days Lost by C Personnel Graphs dl No of Incidents of Absence by Reason dl Total Days Lost by J J Skills Graphs dl Total Cost of Absence by Category dl Total Days Lost by L dl Total Cost of Absence by Day of week dl Total Days Lost by F dl Total Cost of Absence by Department Total Days Lost by F 2 C Timesheet Graph C Training Graphs zi m
394. nens 13 Installing the Recalculation Program cessesscecsssceeececesccesececseceeceecsaccesaeecsaceseneecsaeeeeaeecsaeceeeeecaeeenees 14 Upgrading from Personnel Manager ii s ccisccscettscvst co sssescstssoesscodssssnsvcseveeuscdsecostessqsssedavesoyscsvestsesvpesvetesoes 14 Running the Personnel Director Upgrade Wizard eee eecesecssecsseceeecneeeseeeeeeeeeeseeeeeeeseeeseesseeaeenaes 15 Preparing Your Converted Database for Use wo eee eecesceseceseceseceseceeecaeeeseseaeseeeeeeeeeeeseenseesaeenaeenaes 16 Starting Personnel Director and Logging In oo eee eee cee eeecneeeeeeeeeeeeeeeceesecesecaecsaecsaecsaecaeecaeseneseneeaeees 16 SETTING UP SECURITY preron ansia iioii iii iii siie 18 Starting the Security Manager Module eee ceeecesecssecseecseeeseeeeeeseeeeeeecesecsecsaecsaecsaecaeeeseseeeeeeeeeaes 18 The Security Mana ser Screenices ices cisesesecsbiettusckcieegcotetendcs ices npebaptdud cheve e E EEE EO E ESEE asee 19 Adding a New User ACCOUNT hoereer tied liven iste welicinses inate hind seni eden ee sels dbo el 20 Setting Up User s Login Policy esia ue eE E ES a Sea e Erek ronne VITS Ee E 24 Creating a Template for User Settings and Privileges oes cesecesecseecneecneeeeeeeeeeeeeeseeeseensecnsseseenaes 25 Editing User Accounts or Templates ssessseeeeseseseeeseseeesestertssertestrsresresreetrserrnertentesrenteseertnsenrenrenrenese 26 Locking and Unlocking User Accounts or Templates sseeseeseseseseeesesreessse
395. next page AE e ma ol e Display the last page n oo t Set the zoom magnification Close Close the Preview window Accessing the Employers Guide to HR The Employers Guide to HR is an online resource available to supported users on the www oneclickHR com web site You can access the Employers Guide to HR from most parts of Personnel Director _ Use one of these ways to display the Employers Guide to HR 2 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 87 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Click the HR Guide HF Guide button on the Help toolbar A list 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 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 Changing Your Password You can easily change your password to improve security 1 Select Change Password from the File menu
396. ng 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 1 or greater 411 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER The total value of the equipment loaned The reason for the loan The Department to be charged Equipment returned indicator Notes or comments As you are customising the screen you will also want to Design a multi page tab to avoid too large a screen Align the labels to conform with the rest of the screens Trigger a diary reminder for the return date To modify the Loan Equipment screen first 1 Open the Loan Equipment screen e Click the Open button on the Screen Designer toolbar e Select Loan Equipment from the Table list and click OK 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 Repeat this s
397. nging Sort Order oense eoero eerte oei ie oceva does Eer e OE E EK aeea ESERE 285 Changing SQL Statement s 2 5 s ccsasetedosasccceoce schdsccsisheovschavbiceceseesasebevbonduaccuctssbawhcessasucescnsvecepoesbaeusepsee 285 Deleting a Query for Display or Selection cece eseeeeeeeeeeeeeeeeeesecesecsecsaecsaecsaecsaecseseseseaeeeeeeanens 286 WORKING WITH REPORTS ccssssscssssssssssssessessesessessssessessssessessssessessssessessssessessssessessesessesseseseerees 287 OV ELVIS Wer Genet Cor ee ee ok ee et he te E Oe ie E eee eed eh E 287 Displaying Reports erenn igi 8 eee Me Aen AER ete Oa eps ee GA es 287 Changing a ReEportcsc cssssesccsssskes csdsvesdetsieees jotscessgesscesh es EEE aE EEOSE ES paR NEE EEEE I Ea sets secogtesensb sedavecesteas 288 Deleting a REPOT T a Tr r aaa a e ae aaae aana EE OEE ET EO RETER EEn 288 Creating NEw Reports E A EEE E EE A 289 Creating New Reports Using the Report Wizard sssesssseessereeresrsressrsreerssesrrsesrenresreetesrerensesrrnresrent 289 Usinp the Page Desi Sere vseen e pe e a e aS E Eep N She ERE eie 303 Using Page Layout Tools in the Page Designer sssesssseesseressestsreesrsreerssterrsserresertreresrerreseerresesrenrsre 303 The Desin Sereen espren reso eseese sv eskearen e ee a EEan Ee Ee EEE N SEEEN E eieae 303 BATCH INPUT AND GLOBAL UPDATES ccssssssssssssessessrsessessssessessssessessssessessesessessssesseseesesserers 311 OVERVIEW sisi kf iano nad E tel dled ei a AA nA alate dela
398. ngth and cannot contain leading zeros NOTE You 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 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 recor
399. nk button on the Link Database tab 378 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL Payroll Director SQL Link Options x Data Update Administration Please select the Payroll Director SQL Company to which the current Personnel Director database is linked To link any other databases please login to the corresponding database using Open Database option Current Database Payroll Director SQL Company pdnewdbdemo NoT LINKED Link Unlink 5 The current database alias name is displayed in the Current Database text box If the current database is not linked the text Not Linked is displayed in the Payroll Director SQL Company text box If the Current Database is already linked with Payroll Director SQL the linked Payroll Director SQL company number is displayed 6 When you click the Link button the Select Payroll Director SQL Company screen displays the list of available company codes in Payroll Director SQL im Select Payroll Director SQL Comp loj x Please select the Payroll Director SAL Company you wish to link to 7 Select the company to which to link the Personnel Director database and click OK Once the database is linked you can transfer personnel data between it and the Payroll Director SQL company 8 Once the link is made you cannot change the Employee Number in Personnel Director 9 The link has to be done one database at a time To link any other Personnel Dire
400. nnel Director 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 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 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 Miss In addition to the Pick Lists to which you can add information there are fixed pick lists that are indicated by a standard selection button
401. ns xi A Help BUSINESS TOOLS Load e 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 e 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 Click the OK button to save this information or the Cancel button to cancel it 39 PERSONNEL DIRECTOR 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 39 1 2 From the View menu select Set My Office The Set My Company Office dialog opens x Use this screen to specify which Company Office you work within The Company Office determines which Company Details will be used when performing mail merges and running reports Company Office prpeenriyrm Help Select the office from the Company Office field drop down list and click OK Defining Company Pay Periods You need to specify various pay periods per year These figures are used in the Pay Details screens to calculate an e
402. ns 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 Control the access that users have to the records of other employees Deny users access to specific modules Delete the user accounts 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 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Security Manager The Security Manager Login screen is displayed xi A Enter your login details for Personnel Director User Name USERNAME Password eee Cancel Server Intranet ba w Help Intranet pdtechglobal 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 36 Click OK The Security Manager screen opens 18 PERSONNEL DIRECTOR SETTING UP SECURITY The Security Manager Screen The Security Manager screen is shown below Security Manager USERNAME loj x User Security Help galee 33 User Accounts and Templates User Template Name Full Name Description Is Locked USERNAME USERNAME2 Mr G Davidson The Security Manager toolbar contains the following but
403. nt Pay Details for the Current Annual Pay 1 2 3 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 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 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 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 e Select Current Pay Details Annual Pay from the list of available fields and click the gt button e On the Calculated Fields screen select Avg from the Function drop down list This will calculate the average annual pay Calculated Fields x Function ET Cancel Numeric Field CPE CPD Record Training Budget gt e Click OK e 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 th
404. nt to work with and click the Detail View tab or double click the record 183 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA ai amp Vehicle Usage v 001 Mr M Donaghy Date fi 41 1999 Notes Vehicle F576E KY j Usage Type Business Miles Travelled 395 zl i a om om Summary View Detail View Attached Documents Data Entered on This Screen Date Enter the date when the vehicle was used or click the Calendar button and select the date Registration Number Click the Vehicle Pick List button then select the vehicle from the list of vehicles as entered on the Company Vehicles screen Usage Type Select the type You can add additional types to the Pick List Miles Travelled Enter the total mileage Notes Enter any notes about the vehicle usage 184 10 MANAGING WORKING TIME 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 175 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
405. nufacturing or South West These items can be 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 not 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 55 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 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 be 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 209 117 Contract Type Select the employee s contract type such as Pe
406. o ee eeceeeceseceeceseceecseecneeeseeeaeseeeeeeeeerensnens 385 Starting the Payroll Director SQL Link Service eee cece ceee cece ceecseeeeeeeseeseeeseesseesecseceaecsaessaesaeeeas 386 24 LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS escssssssseeeseees 387 Installing the Payroll Litke enoret dss ch ietcesensoesseds sacastedesssteedasnsesnaseesscasasaceesessscbusbapecosbesesesastavecbetens 387 Using the Payroll Director Paylink with Personnel Director cece eeceseceseceseceeeceeeeeeeeeeeeeeeeeeesenseens 388 How the Payroll Director Paylink Works 0 0 0 cece cece eseeeeeeeeeeeeceeeeeseeseceaecsaecsaecaeecaeesaeseaeseeeeeeeeerenatens 388 Sharing Pay Imformatton siere na a enir ke chek EE E S EEEE Ea ene r Te PT rE S T SEEE S Eeee 389 Configuring the Payroll Director Payroll Link eee eeeeeeeeeecesecesecesecsecsaecsaecaeecneeeaeseneeeeeeeens 391 Enabling the Payroll Link msie sities deeebe ei lo ocesedk a ae wt needa seo eed ges Meera 392 Specifying the Location of the Payroll Director Databases 00 0 ec eeeecceeeesecesecesecenecssecseecaeeeseeeneeees 392 Linking Personnel Director Databases to Payroll Director Companies ccesceeseeseeseeseeeseeeeeeees 392 Dehining Basic Rates Of Payr n A uadesesucbene smn teleegugy sus A E R A E S 394 Filtering Employees Transferred from Personnel Director sssseesssresesreesesrerresrsrreresreerssrerreserresresrene 395 Synchronising Employee Information s
407. o preview the results 15 Click Finish The Preview Data screen appears displaying the results of the query 16 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 278 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 274 PERSONNEL DIRECTOR CREATING QUERIES 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 Curre
408. o 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 Click the Populate Pick Lists button Or From the File menu select Populate Pick Lists The Populate Pick Lists screen appears 339 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES Populate Pick Lists j x This option will populate Pick Lists within Personnel Director from data contained within the current database To begin click the OK button I Clear existing picklists Limit Pick Lists to a maximum of fsg f items Help Cancel i 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 to a 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 records 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 da
409. oO Add Delete Available Employees Employees in Group Donaghy Michael Mr Hesburn John Mr L Slattery David Mr 007 Woodbridge Jane Mrs areal Pearce Sarah Miss 011 Steel Jessop Harriet Miss Wanniarachchi Kavinda Dr gt 1014 Dibbens Stella Miss Philips Samantha Miss O15 Difazio Jane Miss Howden Richard Mr gt gt Singh Duvinda Mr Pederson Christian Mr Mansfields Norman Dr Ss Sedman Peter Mr 016 Locatell Alan Mr lt 017 Watson John Mr lt I 018 Hancorn Michael Mr 019 Barker Jonathon Mr gt aan DY we ide wie Ow ee Filter Sort By Field Address Line 1 x Sumame Value gt yo Employee Number Display a maximum of 109 aj employees 2 To view the employees in a particular group select that group using the Group Name drop down list at the top of the screen x Group Name o add Delete Available Employees Employees in Group mB ka azio Jane Miss a Cancel gt Help Filter Sort By Field Address Line 1 Sumame Value 1 lol Employee Number Display a maximum of 100 employees 211 PERSONNEL DIRECTOR WORKING WITH GROUPS AND FILTERS 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 Employees In Group by surnam
410. oduct Training Consultancy and Site Visit Requests please contact our Head Office on 020 8663 4500 Contacting Technical Support When calling the Support Desk please have the following information at hand e Name of the product you are using e Product Version To display from within the software from the main screen click the Help menu and select About 454 PERSONNEL DIRECTOR SERVICE AND SUPPORT e A brief description of the problem including the exact text of any error messages received and at what point they occurred e The Windows platform you are using Windows 95 98 2000 XP or NT e The specification of computer you are using for example Pentium 266 64MB RAM e 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 455 APPENDIX A Understanding Pay Period Calculations 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 P
411. oe New A AN d Employee Records Ctrl N New Ploy on page 106 Save an employee a Screen menu gt pe aes Save Record record Ctrl S i Screen Cancel editing of a Esc Cancel menu gt Cancel Edit record C Screen Refresh data menu gt Refresh displayed on a Refresh Screen screen 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 217 The Help toolbar has buttons you use to access online Help about Personnel Manager and for supported users the Employers www OneClickHR com website g Help HRA Guide A Guide to HR on the Button Menu Access Description Procedure Shortcut 2 Help Help menu gt Contents Online Help View Contents for A HR Guide Help menu gt Employers Guide to HR Guide to HR View the Employer s 68 PERSONNEL DIRECTOR Database Toolbar The Database toolbar has buttons you use to open and close databases LEARNING TO USE PERSONNEL DIRECTOR gt Open Close Button Menu Access Description Procedure Shortcut w File menu gt Open Open an existing Opening a Database Open Database database on page 90 Gi File menu gt Close
412. 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 146 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 NOTE A free form field for you to add information related to the accident Appraisal History 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 56 For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 86 Displaying Appraisal Summaries 1 Navigate to
413. 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 3 Click the Delete button Calendar Buttons 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 fi 0 27 1957 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 38 Entering Dates 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 38 1 Click the drown arrow button to the right of a date field The calendar is displayed 75 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Sun Mon Tue Wed Thu Fri 6 Fop 9 0 13 14 15 16 17 20 21 22 23 24 me 28 29 30 3 Today 11 25 2005 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 or e Click the month or year text on the calendar title bar and select the desired
414. ol Use database controls to display values in fields You can only display fields defined for the current screen 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 boxes 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 numeric field control This is a control associated with E Sa IP a field where the user has the option of using a calculator to enter a figure ea Click to create a tab control Click to create a checkbox control This is a control where the user M 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 The Alignment Toolbar 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 i Align selected objects to the top of the highest object Align selected objects to the right of the right most object Align selected objects to the left of
415. oll Director SQL company You can set up the system to automatically export any modified data when you exit Personnel Director You cannot change the Employee Number in Personnel Director when you link the Personnel Director database to the Payroll Director SQL Company Pay Currency is always exported in Sterling Pounds Whenever there is a change in the Current Pay of an employee the pay details are marked for export to Payroll Director SQL When an employee is deleted from Personnel Director the employee deleted date is set as Date Left in the Payroll Director SQL Company and the deleted details are exported to the Payroll Director SQL Client How Importing Works Payroll Director SQL Link imports Employee Bank and the Pay Details from Payroll Director SQL into Personnel Director For all the linked Personnel Director 376 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL databases the identified data is transferred from the Payroll Director SQL company to the Personnel Director database to which it is linked 1 You have the option of e Importing all the employee details or e Importing only the details of employees modified since the last import from Payroll Director SQL If the imported employee is already present in Personnel Director the details imported from Payroll Director SQL are updated Otherwise a new record is inserted for that employee Pay details are updated as follows If the pay d
416. on on the Record toolbar or press Ctrl 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 E CPE CPD Record o01 Mr Mponaohy eT C CPE CPD Record 001 Mr M Donaghy Training Date 17172000 7 Target Points Actual Points Variance Training Budget Structured 20 Budget 3 000 00 Unstructured 20 1 Used 740 00 Total 40 17 2 Remaining 2 260 00 LL dt ro wm op Summary View Detail View Attached Documents Data Entered on This Screen 1 Click in the Training Date field and select a date for which you are recording target points and budget data Training Date 11 26 2005 4 November 2005 G Sun Mon Tue Wed Thu Fri Sat 1 ef amp 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Ges 27 28 29 30 Z Today 11 25 2005 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
417. only one table and has no selection criteria This example queries the Employee Details table for the Employee Number Post Name and Department fields 1 Click the Query button on the Tools toolbar Or Select Query Database from the Tools menu The Query List screen is displayed 263 PERSONNEL DIRECTOR CREATING QUERIES Query List x Employee Details Reports To Query Designer 3 Double click the Query Wizard icon The Query Wizard dialog opens 264 PERSONNEL DIRECTOR CREATING QUERIES z Query Wizard eii 4 Select the database tables to include in the query e Click the Add EA button to add a selected table or tables to the selection list on the right e Click the Remove E 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 5 Now that you have selected the table click the Next button The Select the fields for query page of the wizard opens j Query Wizard 6 Select the fields to include in the query 265 PERSONNEL DIRECTOR CREATING QUERIES 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 Cl
418. ons see Setting Your Add On Preferences on page 58 e Export the data from a Personnel Director report one supplied by Personnel Director or one you previously customised 92 PERSONNEL DIRECTOR WORKING WITH DATABASES Exporting Data to a Text File 1 4 Display the Personnel Director screen that contains the data you want to export Click the Export et 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 opens Export Data x Ix To export the information displayed on the current screen please enter the following information Export to the following file E Help Create a file of the following format Comma Separated Values a b c X 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 1 2 Display the Personnel Director screen that contains the data you want to export Click the Export button o
419. ons this time interval is common to all the servers configured locally For example if you select 5 hours the service starts once every 5 hours on all servers 5 Click the Save button Starting the Payroll Director SQL Link Service Before you start the Payroll Director SQL Link Service program Register the link and map the Personnel Director database to the Payroll Director SQL company See Linking Personnel Director to Payroll Director SQL on page 373 To start the service 1 2 3 From the Windows taskbar select Settings gt Control Panel Select Services or Administrative Tools gt Services Select and start the service Payroll Director SQL Link Service NOTE If you change the Scheduler parameters Data Transfer options or the Time Interval you need to stop and then restart the Payroll Director SQL Link Service in the Control Panel 386 24 LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS You can link or share Personnel Director personnel and pay data with Payroll Director Access and Payroll Director SQL If you are using Payroll Director Access follow the instructions in this chapter If you are using Payroll Director SQL see Linking Personnel Director to Payroll Director SQL on page 373 By linking to the payroll program you eliminate re keying of information in the payroll and Personnel Director programs This chapter explains how to install and configure the links and what info
420. opens 31 PERSONNEL DIRECTOR SETTING UP SECURITY 6 7 Field Security Wizard USERNAME2 Read Only Access Please specify which fields will be defined as Read Only and which will be fully available to the user Maintenance Permitted Account Number Account Type Address Branch Name Building Society Ref Current Payable Employee Number MASTER_DEPARTMENT xl Read Only Select the fields that the user can view but not change information in Click Next then click Finish Modifying Function Level Privileges 1 2 3 If you select Functions the Function Security Wizard opens click Next to go to the next screen The Function Access page of the wizard opens Function Security Wizard USERNAME2 Function Access Please specify which functions the user has access to and which are prohibited Functions Allowed Archive Employees Assign Employee Work Periods Copy an Employee Create New Reports Letters and Graphs vy Create or Modify Company Leave Allowances x Functions Prohibited lt Back On the Function Access screen select the modules or functions that the user has access to using the buttons as described above Click Next then click Finish Modifying Employee Level Privileges Use employee level privileges to grant or deny users access to the records of other employees When a user is denied access to employee records tho
421. operties You can add custom graph types called series create series titles and edit delete and duplicate a series S4 1 Click the Edit Chart x button on the toolbar The Editing Chart screen appears 257 PERSONNEL DIRECTOR WORKING WITH GRAPHS a a dul Vv E Second Office Add lal Vv E South East Delete TA Vv E South West Title Clone Change 2 To change Series attributes on the Series tab e To add a chart type click the Add button on the Series tab Double click a chart type to add it to the Series tab e To add a title to the new Series click the Title button and type a chart name e To delete a selected series click the Delete button then click Yes to confirm e 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 e Click the Export button to export chart data to another program e Click the Clip Points checkbox to prevent overlapping elements on the chart e Use the Margins pointers to change the margins of the graph display in pixels e 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 ste
422. or Add a row below the current row Select the current row Delete the selected row Select the current column E 0 a e 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 a name for the letter 3 Click OK To print a document 1 Select Print from the File menu 2 Indicate the number of copies and other 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 238 WORD PROCESSING AND MAIL MERGING PERSONNEL DIRECTOR Button Description Bb Exit Print Preview ja Display width of page El Display length of page aJ Zoom in A Zoom out Print j 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
423. or attach 2 Do one of the following 165 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 5 e On the Employee Shortcut bar click the Employee Photographs 2 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 if there was one Mr R Howden x To attach an image do the following e Click the New button on the Record toolbar e Inthe 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 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 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 86 Displaying Employment History Summaries 1 2 Navigate to the record o
424. orland Road Full Part Time Full Time Weston super Mare Contract Type Pem anent d North Somerset Contract End Date Notice Period Monn o a o Post Code s2340 Status active a Assistant Grade Detail View Attached Documents Use this information when you are working with these procedures e Creating New Records Manually on page 106 e Editing Employee Records on page 107 115 PERSONNEL DIRECTOR Main Screen Fields WORKING WITH EMPLOYEE RECORDS 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 412 The following employee fields are on the left side of the main screen Employee Number ar 3 Contract Tab Sumame First Name Middle Name Known As Title Address Post Code fi 51 Moorland Road weston super Mare North Somerset juk B523 4HU 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 Directo
425. ot absences from todays date fn yearfs 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 included 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 be 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 Click OK Using Other Absence Schedule Functions Use these buttons to perform the following functions 130 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE To Scroll up the list of employees Q x Scroll down the l
426. ours are awarded on an annual basis 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 opens Absence Allowance Wizard xj Allowance Details Please specify the details for parental absence allowances Validity Period 5 yeas Total number of days allowed 65 Days allowed per year 0 oa ali 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 The Define Absence Allowances dialog opens 46 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 11 12 Define Absence Allowance xj Please enter the last year this allowance is valid for Up to fl years service Please enter the allowance amount Allowed 0 00 Days Per Year 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 4J and J buttons Complete the following steps on the Define Absence Allowance screen e Click the Add button e Select the last year in the range for which the allowance is valid
427. overtime Enter the number of days taken as time in lieu You can enter negative numbers 137 PERSONNEL DIRECTOR 5 RECORDING AND TRACKING HOLIDAY AND ABSENCE 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 1 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 Recalculate 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 Description A description of the absence allowance Category The category of the allowance Year The year in which the allowance is in effect Closed Indicates if this absence allowance is opened F or closed T 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 emp
428. owed 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 125 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE a Holiday and Absence 013 Mr P B Sedman Start Date 117972005 7 Category Parental Leave Child 2 End Date 1171072005 7 Reason Blood Disorder a Days Lost 2 Hours Lost 14 Notes n Cost o o On Cost Additional Cost Total Cost o xi r m Summary View Detail View Attached Documents For detailed instructions for editing adding and deleting records refer to Detail Screens on page 81 e For adding and editing records refer also to the following description of data entered on this screen Data Entered on this Screen 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 38 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 calculate
429. owever 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 1 Do one of the following if the Field Chooser screen is not already displayed i e On the File toolbar click the Fields button e From the View menu select Field Chooser The Field Chooser dialog opens 423 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Field Chooser eS x 2 To add anew field click the New button The Field Properties screen appears xi Field Display Format Value Validation Pick List Web FieldName FO Type H Size Loe Display Label DC Oo O y y O Description Help Cancel 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 Description Type a description of the field 3 When you are finished click OK For information about specifying other field properties such as display validation calcul
430. oyee 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 Selecting a Group 1 On the Employee Navigator click the Group button x Please select the group of employees that you would like to filter the current screen for Help Cancel Ee 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 210 PERSONNEL DIRECTOR WORKING WITH GROUPS AND FILTERS S Group Engineering NOTE To remove grouping from the Employee Navigator click the Remove Group Filter Fd 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 The Maintain Groups dialog is displayed x Group Name X
431. p 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 restart Personnel Director for triggers to come into effect Adding Diary Reminder Triggers 203 PERSONNEL DIRECTOR USING THE DIARY 1 Select Diary Reminder Triggers from the Options menu 2 Ifthe acknowledge message appears click OK to acknowledge that you have to restart Personnel Director for the triggers to become effective The Diary Reminder Triggers screen appears Diary Reminder Triggers i xj Screen Name Accident History x Fields that will trigger a Diary Reminder Field Name Diary Reminder Text 3 Select the name of the screen that contains the data from the Screen Name drop down list 4 Click the Add button The Add Diary Reminder Trigger screen appears xi When the following field changes Date X Create the following diary reminder Description Date of Leave applied Remind Me fi Dats 7 Beforehand Remind all users conc _ 5 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 Remind All Users Select this checkbox to trigger remin
432. page 58 You then define one or more work periods for your organization see Defining Employee Work Periods on page 49 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 To assign a work period to one or more employees 1 From the Employees menu select Employee Work Periods 131 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE x RJ Employee Work Periods Work Period ID From Date im Employee Selection Individual Employee f Group of Employees Employees within a Filter Group Engineering v 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 49 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 Emplo
433. periods e Annual leave e Health 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 contains helpful information on the Working Time regulations Click the HR Guide button on the toolbar to access the www OneClickHR com website 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 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 Working Time Data Tracking Employee Working Time data involv
434. 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 48 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR NOTE 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 58 To define a master work period 1 Select Work Periods from the Company menu The Company Work Periods screen is displayed xl LI Company Work Periods mae Define the Work Periods for the company Work Period ID Day shift Start Time Finish Time Hours Z Mondy foso fz fes IV Tuesday jooo pza 8 5 JV Wednesday jooo pza 8 5 JV Thursday jooo jiz30 8 5 Friday jooo fz COS I7 Saturday E E Sunday B a Enter the actual hours in Hours or leave it blank to calculate automatically 2 Take one of the following actions UAT xI f e To insert anew Work Period master click the Insert new record button e To update an existing Work Period master use the navigation buttons to display the master you want to work with 3 Type a name for this Work Period master for example Day Shift This field is mandatory 4 For
435. plate 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 2 Click the Module Security button or press Ctrl M 27 PERSONNEL DIRECTOR SETTING UP SECURITY Module Security USERNAME2 x Please select the Personnel Director modules that the user has access to JV Personnel Director I Screen Designer I Security Manager I Database Maintenance Employee Self Service Module JV Report Scheduler Administration Module IV View Edit Schedules IV View All Archived Reports Administrator Access Manager Access Self Service Access Help Cancel To give the account access to a module leave the checkbox selected to deny the account access to a module clear the checkbox 3 Click OK 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 below screen Database Security Wizard USERNAME2 xi Database Access Please specify which databases the user has access to and which databases are not allowed Allowed Prohibited FFD gt PDTECHDEMO 2 On the Database Access screen select which databases the user can access and which ones they are prohibited from accessing
436. played 84 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR Look in intranet O denge ABSENCE ACCIDENT E ACCIDENT VSF ftitea E APPRAISAL Sea Q APPRAISAL ea TE APPRAISAL sE E APPRAISAL vsf fie sE File name Files of type fan Files x Cancel 4 3 Select the file to attach and click the Open button 4 Toadd 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 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 OF 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 Adding Updating Deleting and Printing Employee Records This section explains how to add update delete and print employee records Adding New Records b 1 Click the New ed 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 2
437. ple to insert employee number description select Employee Number from 305 PERSONNEL DIRECTOR WORKING WITH REPORTS 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 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 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 311 Formatting Text Objects You can use the Format toolbar to change any of the following text properties Font Font size Bold Underline Centre Fontcolour Bring to front AS TinestewFonan le B 7 Ul 3 Left Right Highlight Send to fale align align colour back You can also edit othe
438. pon 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 NOTE You can now set a Career Event trigger associated with Current Pay A new item called Current Pay is included in the drop down list of screens in the Career Event Triggers dialog This facilitates you to set a trigger that is activated whenever the current pay for an employee is changed This trigger can also be activated if the current pay is affected by a transaction performed using the Employee Pay Increase screen For example if an employee s pay has been revised in the middle of a month and if it has to go into effect beginning the first of the next month a current pay trigger can be set to capture this change In our e g the current pay will change on the first on the next month and this change activates the trigger See Setting Career Event Preferences for more information on setting triggers 174 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 86 D
439. ppears Update Correspondence History JE Would you like to update the correspondence history for each employee Description Promotion Detail Yes No Cancel 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 If you chose to print the document the Personnel Director word processor or Microsoft Word displays the document Otherwise click OK when Personnel Director tells you that email has been sent to the selected employees Customise the document Add or change the information in the document For more information on using the Personnel Director word processor see 227 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING Using the Personnel Director Integrated Word Processor on page 235 For more information about using Microsoft Word see the Microsoft Word documentation Writing Other Documents You can create a letter from a letter template you created previously or from a template that comes with Personnel Director and either print it or email it to one or more employees Note 1 Prior to sending email your email address must be entered in your Employee Details record in Personnel Director see Personal Tab on page 118 or in User Account Details in the Security Module see Editing User Accounts or Templates on pa
440. ps in the sequence enter the step number e To control chart scrolling select the radio button that describes the type of scrolling you want Changing Axis Attributes e Click the Axis tab to change chart axis attributes e Click Show Axis to turn on and off the display of the axes Changing Title Attributes 1 Click the Titles tab to change chart title attributes 258 PERSONNEL DIRECTOR WORKING WITH GRAPHS e To add atitle click the Visible button then type the title in the text box Click Adjust Frame to position the title within a frame e To change the font click the Font button then select the font and font properties and click OK e To add a border to the title click the Border button Click Visible Then set the border width style and colour e To change the background colour of the title click the Back Colour button select a colour and click OK e To change the pattern of a coloured background click the Pattern button select a style and click OK e To change the position of the title click an Alignment button Changing Legends Attributes 1 Click the Legend tab to change the chart legend attributes e Click the Visible button to turn on and off the legend display e To change the font click the Font button then select the font and font properties and click OK e To add a frame to the legend click the Frame button Set the border width style and colour and click OK e To change the background co
441. ption 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 want to specify all settings myself want to use settings from this Template l j C want to use settings from this User Click the Pick List button and select the template then click OK 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 23 PERSONNEL DIRECTOR SETTING UP SECURITY 5 6 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 Click Next The User Contact Details screen opens e Select the user s department and location using the Pick Lists e Enter the user s phone number and e mail address Click Next and then click Finish Setting Up User s Login Policy This functionality lets you control a user s login process The User Login Policy button on the toolbar helps you to set a user s login in process To set a User s login policy 1 Click User Login Policy button al on the toolbar or Choose lt Users lt User Login Polic
442. r 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 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 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 This tab contains data relating to the employee s contract with the company 116 PERSONNEL DIRECTOR Contract Pay Details Personal Dates Working Time Division SouthWest Sa Department Information Technology ad Job Title Senior Programmer Location Bristol Office d Reports To O01 MrM Donaghy d Full Part Time Fultime Contract Type Permanent nah Contract End Date Ti C Notice Period Mohn eh Status Active Assistant Grade WORKING WITH EMPLOYEE RECORDS 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 Ma
443. r 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 You can use the Draw toolbar to add lines and graphic shapes and add colour fills to them Fill colour Line thickness oe Line colour Line style 306 PERSONNEL DIRECTOR WORKING WITH REPORTS 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 set the grid to a specified number of millimetres and set objects to snap to the grid This gives you extremely powerful features to align all objects horizontally or vertically as you work Align Align Align Space Left Right Center across S gt a d d Align Align Align Space Middle Top Bottom up down Using a Layout Grid 1 From the Design page select Grid Options from the View menu 2 Set the size of the grid in millimetres 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 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
444. r then emails these reports to recipients you identify and saves the report preview to an archive The report archive contains 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 To create a schedule for a report yh 1 On the Reports toolbar click the New Scheduled Report aa button 369 PERSONNEL DIRECTOR SCHEDULING REPORTS Schedule Report a xj Run the following report Absence Analysis by Day of Month Select Database FFD z Every BEE Week s s at 11 19 02 PM starting from 11 29 2005 Select e mail addressess fro Report Format Personnel Address Book Portable Document Format Adobe PDF Rich Text Format RTF Microsoft Excel LS Personnel Director Database C Hyper Text Markup Language HTML I Report Scheduler Custom Contact List E mail the report to the following recipients Run the report with the following parameter values Defauit Value s Help Preview Cancel IL x 2 Select a report from the list of reports available from the Run The Following Report drop down list A lis
445. r this checkbox to store values using full precision 3 Click OK Working with the Spreadsheet Tools To draw an object 1 Drawing toolbar click one of the following buttons line rectangle circle partial circle or polygon 2 Click the mouse on the spreadsheet and drag until you get the size you want then release the mouse button 3 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 e Select the object and click the Cut button or select Cut from the Edit menu or press Ctrl X Setting Print Options To set the print area 1 Select the range you 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 2 Row titles are printed at the top of each page column titles are printed on the left of each page 3 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 Exporting Data Using Microsoft Excel 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 58 1 Display the Personnel Director screen which contains the data you want to export 104 PERSONNEL DIRECTOR WORKING WITH DATABASES
446. r whom you want to display exit interview data 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 Click the Summary View tab if it is not already displayed Adding Editing Exit Interview Details 1 Do one of the following e To add a record click the New button on the Record toolbar or press 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 168 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Exit Interviews 001 Mr M Donaghy Bj x M Exit Interviews v 001 Mr M Donaghy Date of Interview 11 25 2005 Reason for Leaving High pay job 00 Interview Held By Miss J Difazio Re engage H Notes Summary View Detail View Attached Documents 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 eith
447. rators Common Expressions lt Value gt To create the calculation double click the desired folders to display and select the Fields Functions Operations and Common Expressions you want Following are some examples of field calculations used in current Personnel Director screens e Tocalculate the number of days between the date 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 e 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 e To extract the year from the date Holiday and Absence FromYear YEAR StartDate e Tocalculate the difference between planned and actual structural training points CPE CPD Record Unstructured Variance UnstructuredActual UnstructuredTarget e Tocalculate double time Pay History DoubleTime HourlyRate 2 Some useful calculations include e The day of the current date Day date field e The name of the day of the current date DayName date field e The month of the current date Month date field 433 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER e The name of the month of the current date MonthName date field Using Employees Details F
448. re For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 86 Displaying Benefit Summaries 1 Navigate to the record of the employee for whom you want to display benefits data 2 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 3 Click the Summary View tab if it is not already displayed i Benefits 007 Mrs J Woodbridge gt 1 1 1998 12 31 1998 Savings Plan 85 00 1 1 1998 12 31 1998 Life Assurance 130 00 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 Use the Benefit Detail screen to add edit or delete employee benefit records for the current employee 1 Do one of the following e To add a record click the New button on the Record toolbar or press Ctrl N 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 152 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA jj Benefits 007 Mrs J Woodbridge 5 xj G Benefits 007 Mrs J Woodbridge Date From hanss w Date To fizsiisse x
449. rector or Payroll Director 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 388 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS 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 The same mapping is used to update employee data within Personnel Di
450. rector when it is modified in Payroll Director 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 Sharing Pay Information Pay information
451. reen 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 202 for further information You can now start using your new screen for data entry Working with Screens 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 Header 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 416 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER LE ij x p Reviews Header bar Client bar m a mie Detail View Creating a New Screen 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 s
452. reen lists all the employee s skills Adding Editing Skills Details Use this screen to add edit or delete skills records for the current employee 1 Do one of the following e To add a record click the New button on the Record toolbar or press 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 zix X Skills 001 Mr M Donaghy Category Programming O A Skil Mues Competency len HA Years of Experience po 5 Last Used panse o l Expiry Date o iS miafe 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 182 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Vehicle Usage You can keep a list of company cars within your organisa
453. reer 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 151and Diary Reminders on page 202 121 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS Automatically Generated Headcount Statistics Within each database Sample Personnel 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 sta
454. rejoins the company or a prospective employer of an ex employee contacts you for a reference See Archiving Employee Records on page 91 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 110 2 To delete a record do either of the following e Select Delete Record from the Screen menu x e On the Record toolbar click the Delete ed button or press Ctrl D You are prompted to confirm that you want to delete the record 3 Click the Yes button to delete the record or the No button to cancel Printing Employee Records You can print an employee record which contains all of the employee data entered on the Employee Details screen 1 On the Employee Details screen do either of the following e Click the Print _ button on the Record toolbar e Select Print Records from the File menu or press Ctrl P The Print Preview screen is displayed 2 Click the Print button to print the report For information about how to use the Print Preview screen see Printing Employee Records on page 115 Selecting Employees This dialog helps select one or more employees It appears throughout the Personnel Director application and is accessed from various screens where employee s need to be selected 110 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS Working with the Selecting Employ
455. rintout is generated Opening Screen Print Layouts 1 Do one of the following e Open an existing screen e Create a new screen The screen s fields must be defined and saved For more information see Working with Screens on page 413 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 443 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER When you create a screen print for a new screen Screen Designer displays 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 Standard components toolbar Data components toolbar Edit toolbar Format toolbar Screen Designer Holiday and Absence Screen Print File Epit View Report Help ao es ules s a 2 5 ey amp S m at o 2 fol E Rulers li 8 6 oo Og mac a Ae SU in Sm Wh Sc a Sal Lo YVE VUAL Ld iz agree a i ee Holiday a
456. ription 1 Select the database where the name or description is to be changed Name Type a new name for the database 328 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES Description Type a new description for the database 2 Click the Replace button To test a database connection 1 Click the Test Connection button 2 When the results appear click OK Creating a New Personnel Director Database You can create a new Personnel Director database whenever one is required 1 Click the Create A New Database button Or From the File menu select New Database The Create a New Personnel Director Database screen appears C2 Create a New Personnel Director Database E x Use this screen to create a new Personnel Director database Cancel Please enter a name and description for your new database Name VIZUALEMPLOYEES Help Description J This database is the Archive database JV Enable Audit Trail for the database IV Include this database for recalculate a Note By default all users will have access to this database Use the security module to change the user access rights Using Screen Designer you can customise table level audit trail 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 databas
457. ription of the database Server Name Type the name of the server running MS SQL Server Global Database Type the name of the Personnel Director Global Database 3 Click the Add button To update a server definition 1 On the login screen click the Servers selection button 2 Select the server definition you want to change and provide the following information Description Type a description of the database Server Name Type the name of the server running MS SQL Server Global Database Type the name of the Personnel Director Global database 3 Click the Update button To delete a server definition 1 On the login screen click the Servers selection button 2 Inthe Servers list select the server you want to delete 3 Click the Delete button Maintaining a List of Personnel Director Databases You can add or remove the Personnel 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 1 Click the Maintain Database List S button Or From the File menu select Maintain Database List The Maintain Database List screen appears 327 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES Manage Database List x Use this screen to manage the list of databases available to Personnel Director users He FFD dfgf pdtechdemo Demonstration Database zi Name FFD Description j Location
458. rmanent 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 format of the date depends on your Windows settings see Setting the Date Format Used by Windows on page 38 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS Tip Changes to the Contract End Date can create automatic diary reminders See Setting Diary Reminder Preferences on page 56 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 55 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 Pay Details Tab This tab provides a summary of the employee s current pay payroll and tax details Contract Pay Details Personal Dates Working Time Pay Per Annum 33 0
459. rmation is shared between 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 348 Installing the Payroll Link Notes 1 If you are currently using Personnel Director or Payroll Director exit these programs 2 Please ensure that you have successfully installed Personnel Director on your computer before attempting to install the Payroll Link 3 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 4 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 1 Place the Personnel Director CD ROM into the CD ROM drive of the computer where you want to install the Paylink 2 Ifthe Personnel Director install program starts automatically click the Cancel button 3 Click the Start button on
460. rmation under Purchase region e Select the date on which the vehicle was registered in the Date Registered field e Ifthe vehicle was purchased Select Purchase as the Contract type if the vehicle was leased select Lease e If you are leasing the car select 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 38 e The amount it costs to lease the car per month You do not need to enter the pound sign e 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 Click the Save button to add the vehicle to the list of company vehicles or the Cancel button to cancel the entry 53 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR Changing Company Vehicle Details 1 2 4 On the Company Vehicles screen click the Vehicle Details tab Use the Navigation Control buttons at the top of the screen to locate that vehicle that you want to change Change any of the data about the vehicle as described in Adding Company Vehicle Details on page 52 Click the Save button to save the changes or the Cancel button to cancel them Deleting Company Vehicle Details 1 2 On the Company Vehicles s
461. robat Reader or No if you do not want to install the Reader The Installation Complete dialog opens S3 Installation Complete Bancel 15 Click the Finish button 12 PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR When the installation is complete a new Start menu group is created for Vizual Business Tools Step 2 Configuring Personnel Director at a Workstation 1 From the Start button select Programs gt Vizual Business Tools gt Personnel Director gt Database Maintenance The Login to Database Maintenance dialog opens x a Enter your login details for Personnel Director User Name USERNAME Password ers ee Server fintanet Ad Help Intranet pdtechglobal Provide the following login information User Name Enter User Name as USERNAME Password Type the password as password 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 From the File menu select Manage Database List The Manage Database List screen opens Manage Database List xi Use this screen to manage the list of databases available to Personnel Director users Database Name techdemo Demonstration Database zl Name TECHDEMO Description Demonstration Database Location intranet techdemo I Thi
462. rs 459 PERSONNEL DIRECTOR APPENDIX B 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 operands are TRUE Assignment Operators Expressions may also have variable assignments of the form Variable AssignOp Expression where AssignOp is one of the operators listed in the following table The assignment expression sets the value of the variable as well as returning the value of the expression Operator Description Simple assignment Re 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 Z A B t2 Multiply numeric values before assignment A B is equivalent to A A B l Divide numeric values before assignment A B is equivalent to A A B eho a ties Raise numeric value to a power before assignment A 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 Right shift integer value before assignment A gt gt B is equivalent to A A gt gt B Statistical Functions Sta
463. rsonnel Director Database Setup screen opens sonnel Director Database Setup xj Welcome to Personnel Director Database Setup Setup program This program will install Personnel Director Database Setup on your computer It is 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 Next 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 maximum extent possible under law Copyright 2005 OneClickHR ple Click Next The Database Server details dialog opens Enter the details Enter the SQL Server computer name this cannot be an IP address or localhost Enter the Username of the SQL server having admin rights Enter the Password for the SQL server user NOTE If no password is entered then leave the Password field blank Enter the details of the Personnel Director database as shown as below J Personnel Director Database Setup SOL Server Details S gt Server PDSERVER Username ia 00 CCC C S S Password OOO O NOTE Usemame and password is the log on details of the sa user to the SOL Server or any other user who has database creation rights Onell
464. rssrsrreresrenrrsrerrnsestesresteetesreresrerrenesrenees 81 Detail Screens 4 24 heckaads Sati asi cera Ga Sadie da baat AAA aan 81 Attached Documents Screens eee re pee e re penae E n NEE aa Ea 82 Adding Updating Deleting and Printing Employee Records sesssssessseeesssreesesrsreerrsreerrsrrersserrrssrsrreresee 85 Adding New Recordsissa BS BAG Revd ee AE BA AG ete Re a 85 Editing Records 2b Baik Ae eR A ee nh be ee ied ities 86 Deleting Records E sats vecietsscass sods escehs tyshsa ea AE sstsesvetesees 86 Printing Employee Records scsssesschiscessdssssessebeschsstebasesdgessensssassstebesdysstetsnecddvassnes sosavesbetesdbaststasasvenaseds 86 Accessing the Employers Guide to FIR i isscssecsscvabsessssscsbeseesscedsonsesvasevebestsvecosbessecngedanesovsesvnsbasshvasvetesoas 87 Changing Your Password a cscsssceeisiss ce cavesicchetsves passes sssbae cpsieesscedbebsaes capucedvessa seep SE ea iE EEE or Eir E EREE 88 Exiting Personnel Director sprr eers per is oka E ori EEEE Ees OES Ei sesh ives EPE SEE EEEE SEE ERa E 88 6 WORKING WITH DATABASEG cscssssserssssrsesssssrsessessrsessessssessecsrsessesersssesessessesessessesessessesessessesenees 89 Usi g Databases arininn n a e e Soloed ceuoreeues dadh ase ie change Uodyet E S E S ES 89 Opeminigva Databases eeo rer e e a E Eea E E E E E SEE EE e a E EEEIEE 89 Closing the Current Database sisssnise conose iet onsehan aeons rei esceduceescbineoeh evbacectsovsabenavleu
465. rt the record then all fields will be replaced 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 Import Map page of the wizard opens 334 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES Data Import Wizard k xj Import Map This is where you can specify precisely which fields in the import file are to be imported and map them to corresponding fields in the personnel database Import Field Personnel Field Mapping Method UNION Not Mapped Personnel Field X Mapping X Cancel lt Back IE Finish 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 9 For each of the fields in the list do the following e From the Personnel Field drop down list select the Personnel Director field to which to import the data e Select the 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 e To
466. running the Personnel Director and Report Scheduler 358 PERSONNEL DIRECTOR SCHEDULING REPORTS Installing Report Scheduler Install Report Scheduler as follows then complete the procedures in the next two sections Setting Up Security and Configuring Report Scheduler on page 388 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 1 4 Place the Personnel Director CD ROM into the CD ROM drive of the workstation where you want to install Report Scheduler Do the following e Click the Start button on the Taskbar e Select Run from the popup menu Type x ReportScheduler exe where X is the drive letter of your CD ROM drive and then click the OK button S3 Welcome F x Welcome to the Personnel Director Report Scheduler Setup program _ It is 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 Next 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
467. rvice Access Help Cancel 3 Click the Report Scheduler checkbox and then click OK This provides access to Report Scheduler 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 NOTE A user s ability to view or edit scheduled or archived reports depends on the security settings selected on this screen 5 Select User gt Exit to exit the Security Manager module Starting Report Scheduler and Logging In 1 From the Start menu select Programs gt Vizual Business Tools gt Personnel Director gt Report Scheduler Or 365 PERSONNEL DIRECTOR SCHEDULING REPORTS E D Double click the Report Scheduler icon on the Desktop The Report Scheduler login screen appears Login to Report Scheduler A Enter your login details for Personnel Director User Name USERNAME OK Password Cancel Server sheby server SS intranet pdnewdbglobal 2 Provide the following information Username Enter the User ID you set in the Security Manager or use the default USERNAME Passwor
468. ry 01 05 1969 Bristol Sales 002 Smith David 02 04 1959 London Marketing 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 Ensure that text fields are identified by a text qualifier 331 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES 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 331 Importing Data using Import Definitions 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 1 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 330 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 2 Open the database where you want to import the data e Click the Open Database button 0Or From the File menu select Open Database e Selec
469. s database is the Archive database JV Enable Audit Trail for the database IV Include this database for recalculate Replace Add Delete res Connection Provide the following information for the demonstration database Name Type TECHDEMO Description Type Demonstration Database Location Type the server and database name using the following format server Database for example intranet techdemo 13 PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR This Database Is The Archive Database Clear this checkbox This is not an Archive database 5 Click the Add button The Demo database will now be available whenever the user displays the list of Personnel Director databases 6 If you want to create an Archive database continue with step 7 otherwise click the OK button 7 Provide the following information Name Type Archive Description Type Archive Data Location Type the server and database name using the following format Server Database for example VBTServer Archive This Database Is The Archive Database Click this checkbox to designate that this database is an Archive database 8 Click the Create button 9 To exit click OK TIP You can create a blank database for your company s use Repeat step 7 and 8 substituting a name and description of your own choosing for example Default and Personnel Database Installing the Recalculation Program The installation CD ROM contains
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471. 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 3 Click Next The Read Only Access page of the Wizard opens 29 PERSONNEL DIRECTOR SETTING UP SECURITY Screen Security Wizard USERNAME2 xj Read Only Access For the screens to which the user has access please specify which screens will be defined as Read Only and which are to have record maintenance access Maintenance Permitted Absence Allowance Accident History Appraisal History Bank Details Benefits Career History Correspondence History CPE CPD Record ME 4 To select the screens which the user can access and view but not change using the buttons as described above 5 Click Next The Prevent Record Deletion page of the wizard opens Screen Security Wizard USERNAME2 xj Prevent Record Deletion For the screens to which the user has maintenance access please specify which screens will be defined as Full Access and which are to disallow the deletion of records Full Access Allowed Record Deletion Not Allowed Absence Allowance Accident History Appraisal History Bank Details Benefits Career History Correspondence History CPI D Record ee oinean nn Cancel 6 Select the screens which
472. 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 x Validation Statement X aa QUANTITY gt 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 To create the rule 1 Double click the desired field from the Field list Double click the desired function from the Functions list Type the value in the Validation Statement Check the validity of the expression by clicking the Test Expression button Click OK ye ge abe 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 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 432 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER TMK x QUANTITY EQUIPMENTVALUE OK Cancel Undo AAAA f ef sf of andl orf afa cf i Pose 2 tee x E Ope
473. se records will not appear in the list of users on Personnel Director screens 1 If you select Employees the Employee Security Wizard opens click Next to go to the Employee Criteria page of the Wizard 32 PERSONNEL DIRECTOR SETTING UP SECURITY 2 4 Employee Security Wizard USERNAME2 xj Employee Criteria Please specify the employee fields and associated criteria which determine the set of employees to which the user has access The conjunctive AND 0OR is common to all criteria given Employee Field F F DOB On the Employee Criteria screen click the Add button The Select Employee Master Field dialog opens Select Employee Master Field xj Select the employee master field to be used for employee security Address Line 1 From the drop down list select a Master field to use to restrict access For example you might select the Department field to restrict access to records in the Administration and Finance departments You can select multiple Master fields For example you might select both Department and Location to restrict access to Administration and Finance records for the London office The Set User Security dialog opens Set User Security User USERNAME2 Field Address Line 2 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
474. sed 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 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 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 55 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
475. 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 on page 39 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 organisation 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 1 2 4 Select Preferences from the Options menu Click the Turnover Statistics tab x General Add Ons Absence Allowance Options Employee M Turnover Statistics IV Enable Turnover Statistics Tumover Statistics keep track of the number of employees joining and leaving your organisation The statistics are automatically updated whenever an employee is added deleted or transferred between databases Hse wet ok _ Select the Enable Turnover Statistics checkbox to track turnover statistics Click OK Setting Allowance Options You can set how absence allowance is to be calculated for employees in your organisation 60 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR 1 Select Preferences from the Options menu 2 Click the Allowance Options tab Preferences x General Add Ons Absence Turmover Statisti
476. ser 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 want to specify all settings myself C want to use settings from this Template C want to use settings from this User Select the I want to specify all settings myself option Click Next The Key User Details page of the wizard opens 20 PERSONNEL DIRECTOR SETTING UP SECURITY 6 New User Wizard x Key User Details Enter a User Name for the new user below In addition to the User Name 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 Name fwilliaMlEA Name Wiliam Staff Number Password ae Confirm ee In the Key User Details screen specify the following 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 Password Type the password the user will use to log in The password must be a minimum of 5 characters Confirm Type the
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478. sonnel Director Window menu contains functions for arranging windows Help menu contains online help for Personnel Manager including access to the Employers Guide to HR available to supported users 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 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 66 PERSONNEL DIRECTOR Screens Toolbar LEARNING TO USE PERSONNEL DIRECTOR The Screens toolbar has buttons you use to open and close all the screens in Personnel Director oF Open Close All Button Menu Access Description Procedure Shortcut ie Screen menu gt Open an Working with ai Open Screen A loyee screen Employee Data on Ctrl O phen a page 139 Screen menu gt Close All Screens Close all employee screens Record Toolbar The Record toolbar has buttons you use to work with employee records b New a Save by Cancel x Delete Cc Refresh BP Filter ih Find ba Export Print
479. sonnel Director performs the import from Working Time Tracker and Payroll Director in the following order 1 2 3 Imports changes from Working Time Tracker Updates Payroll Director with changes from Working Time Tracker Imports changes from Payroll Director 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 Navigator 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 350 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKE
480. 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 276 PERSONNEL DIRECTOR CREATING QUERIES Calculated Fields xi Function Eoo D Cancel Numeric Field cma Career History ear Number v e Click OK Repeat these three steps adding Average Minimum Maximum and Count calculations for Days Lost Query Wizard Add calculated fields to the query Add Calculations Cancel lt Back Next gt e Click Next to continue 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 wan
481. splay 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 e To add a record click the New button on the Record toolbar or press 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 sox xe Medical History 001 Mr M Donaghy Date of Medical fen 1999 7 Outcome Pass Name of Examiner Dr A Musselwhite Next Medical jan 2000 7 Location Head Office Notes ro wm wt Summary View Detail View Attached Documents 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 38 171 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 pas
482. splayed but are not to be edited Clear this checkbox if the contents are to be updatable Hidden Click this checkbox if the contents of this cell are not to be displayed Clear this checkbox to display the contents Click OK To set column width 4 Select the columns to be formatted Select Column Width from the Format menu 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 Click OK To set row height 1 2 3 Select the rows to be formatted Select Row Height from the Format menu Provide the following information Height 4 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 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 101 PERSONNEL DIRECTOR WORKING WITH DATABASES 1 Select the cells to be formatted 2 Select Cell Format from the Format menu 3
483. spondence 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 Ctrl 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 AE Correspondence History w 001 Mr M Donaghy Date fi 1 23 2005 X Letter Pa Increase Letter Description 7 gt gt Summary View Detail View Attached Documents 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 156 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 glanc
484. ssesseeseseeseeeseseeessstertssertestrsteerssrersrertrsterteetesrentesrerresesreeesrt 396 Defining Standard Working Hours for Individual Employees esesssessseeesseeeeeseserereserersseerrrserrreresrene 397 Shared Fields between Personnel Director and Payroll Director sssesseeeesserseresrsererrsresrrrerrrssesreeresreee 397 Troubleshooting the Payroll Link eee eese roere ernen eseese r eoe een eusroet pese riS en Sne 399 Configuring the Payroll Link Database Driver sssesssseessersesesesseesrsresresterrsserressestenresrenrssrerrssenrreresreere 399 25 USING THE SCREEN DESIGNER ccccscsssssssssssssessssscsessssssssssessesesesseeseneesessenesseseesesseseesesseseseens 400 Starting the Screen Designer Module ic cssssscostesecetessoecovseseeosgntbonsovoeseoscasesbasusoosennssntbbestenesensoneensesesenss 400 DSI STINE SCLEONS E sds EEEE E EE TE 401 About the Screen Designer Widow 2 3ccscesesusctesssesoessstessspcsescoebesebcodebsvesovnes vase sedinasvebescbesdensbesceeses 401 EXAMP ES css rupere aaa n a a a aea ene a eaaa ra sek cotton Glad rob luenend ev ab e EEE eS 403 Workin swith Screens oorspan ea e Eare a RERE o EEN Eas oere aE APE ASEET SBE ENOTE S E ES 416 Working with Field ssc cocsscstecteeescecscblsseecodpad fecouseodans teat eatedsbonscadied pees cotecgspeuyeveusesvecnigasvees SaSao Eaei 423 Using Employees Details Fields in other screens cccscecsesesssesecseeesessesssesesssesecsessesssesessessu
485. ssrersstsrstsrsrstsrsrrrrrtsrstststnrenereertntntststnrstnrneeeerenenerestnes 64 The Personnel Director Environment ssssssseseerseseseseesetstsrststsetstertstststststntnreneeetrtstststntstststterererentststsrerereeet 64 The Main Ment vise e raa oea eaer EE EE E T E EE E E EERE E EEE ies 65 The Tool A S E RM RA N A Ne A 66 The Employee Navigator rien en E ERE r EE eave aie as ees aati 69 Shortcut BAE R a O hte ae Ra eed se es 71 Common Features of Personnel Director eee eeeeeeeeeeeeeceeecesecesecsecsaecsaecsaecaeeeaeseaeseeeseeeesrenseenseenas 74 Pick EA E hs eaves sebhdisows ashe sheahia teed E abe E 74 Calendar Buttons iesenii irea eserse e aneo S E EAEE EE E REESE EEE E ESEE EaR ES 75 Calculator BUttOnS oreinen ioiei eree ereere EEr a EE E EEE EE Er bees TE EE ERE ES EEES 76 Field Labels siener sags sssteisass tcveesseciavisnty sa teeeebiaisteg agus iavaaiegts capeeavteahs e EE E E dy setae ETOT ESS 77 Calculated Fields a r a RU aaa hase Gee Reo 77 Employee Screens anisar let vedeedideareees eens iach pene di E A S Sooeeonn A een Satta rete 77 Using the eader Band i sea tictiigetearee nist tuieell Ai Gaetan Gia cents Geet 79 Etat a nTa SAAVA GA E E S S E E EE 79 Summary Sereen n eo E E aE Se A was Ee eS E e iced Weer heise EEEO EEEE EEES 80 Re rranging the GolumnS sii 555 cosece ence cs ceseeces Gs oe esea aeoo oeeie ii eoe Sa neaei no koese K erie eoon asais 80 Customising the Column and Row Display sseessesesssseesesreesssese
486. st on the left 4 To remove all the employees from the group click the Remove All button Creating New Groups 1 To create a new group click the Add button 2 Enter a name for the group This name cannot already exist and can be no longer than 20 letters or numbers 212 PERSONNEL DIRECTOR WORKING WITH GROUPS AND FILTERS x Please enter a new group name Training Groupl Cancel 3 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 Deleting Groups e 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 1 Click the Employee Details screen of the employee whose membership you wish to see 2 Select Group Membership from the Employees menu The following screen is displayed listing all the groups that the current employee is a member of Group Membership x Mr M Donaghy is 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 inp
487. stall the Service component select the destination folder where the Service component is to be installed 360 PERSONNEL DIRECTOR SCHEDULING REPORTS NOTE Only the Service component will be installed in this destination folder The Report Scheduler will be installed in the Personnel Director folder 9 To start the installation click the Next button 3 Choose Destination Location 10 During the installation Setup will install the Borland Database Engine If BDE is already installed in the machine Setup will skip the installation of BDE and proceed to the next screen v Personnel Director Report Scheduler Installation 11 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 361 PERSONNEL DIRECTOR SCHEDULING REPORTS 3 Start Installation x You 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 12 Click Finish 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 th
488. 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 LI x Benefits Date From L g Date To Oo g Benefit ee Monthly Value p Notes P11D Value F a m lt a rl rl e Detail View 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 create a screen note Screen Notes are a handy way to provide additional help for your users e Click the Screen Properties button if the Screen Properties is not already displayed 405 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER x Screen Name fABSENCE Display Name Holiday and Absence Screen Icon Click to Changelcon gt e Screen Notes Click to Edit Notes Enable Audit Trail IV 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 E Screen Notes Benefits E loj x File Format Help lacate dees A 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 using the Screen Designer e Click the Save button on the Screen Notes toolbar
489. 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 periods 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 44 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 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 allowan
490. t Expected Week of Confinement Begins 0771172068 Actual Week of Confinement 170206 gt Retum To Work fozoar7 x Maternity Pay Period Begins jor 03 2006 7 Maternity Pay Period Ends joa 0 2006 7 Notes z Summary View Detail View Attached Documents 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 MATBI1 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 Maternity Pay Period Ends The date on which maternity pay ends Notes Enter any free form notes about the maternity information 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 170 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 86 Displaying Medical History Summaries 1 Navigate to the record of the employee for whom you want to di
491. t click the E button The Join Table screen appears Add change or remove the statements as required 4 To remove a table statement double click the Field Alias name Changing Selected Fields 1 Click the Fields m button on the query screen The Fields tab appears Table Cales Group Search Sort SQL B Available Fields Field Alias FieldSQLAlias TableSQLAlias al Address Line 1 MASTER ADDR MASTER Address Line 2 MASTER ADDR MASTER Address Line 3 MASTER ADDR MASTER Address Line 4 MASTER ADDR MASTER Address Line 5 MASTER ADDR MASTER Ane MASTFR AGF MASTFR x Selected Fields All Fields Field Alias Field SQL Alias Table SOL Alias Department MASTER DEPA MASTER Job Title MASTERJOBTI MASTER Post Name MASTER POST MASTER 2 To add afield statement double click the name of the field in the Available Fields list 3 Toremove a field statement double click the Field Alias name in the Selected Fields list Changing Calculations 1 Click the Cales button on the query screen The Cales tab appears 282 PERSONNEL DIRECTOR CREATING QUERIES ioii Tables Fields roup Search Sort SQL B Available Fields FieldAlias Field SQL Alias TableSQLAlias al Address Line 1 MASTER ADDR MASTER Address Line 2 MASTER ADDR MASTER Address Line 3 MASTER ADDR MASTER Address Line 4 MASTER ADDR MASTER Address Line 5 MASTER ADDR MASTER Ane MASTFR AGF MAST
492. t a database successfully 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 databases that should exist on the file server are DEMODATA and VBTGLOBALDATA 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 326 The Upgrade will 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 Ensure that all users are logged off Exit Personnel Manager and Personnel Director Make sure that the Diary Reminder is not running Start the Personnel Director Upgrade Wizard From the Windows task bar click Start and then Run Type C Program Files Vizual PD MSSQL VBTUpgradePD exe and click OK The Upgrade Wizard starts and guides you through the upgrade process 15 PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR Personnel Director Upgrade Wizard Welcome xj Welcome to the Personnel Director Upgrade Wizard This
493. t field enter 16 to indicate that you want the graph to include age values beginning with 16 e Inthe End field enter 65 to indicate that you want the graph to include age values ending with 65 e Inthe 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 x M Plot the information contained in OK Employee Details had and z Cancel M Plot the Help Number of Employees v of X Versus Employee Details Age 7 Divided By x 365 JV Plot Range of Values Start fis End es Step 4 m Versus Employee Details Division h F Plot Range of Values Start fo End fo Step fo M i 5 When you first display this graph the stacking option is selected which makes the graph more difficult to read as shown below 252 PERSONNEL DIRECTOR WORKING WITH GRAPHS ff Graph Wizard File Graph Help iolxi B Sv aE flu Ellille wa o gt el A Vizual E North West E Second Office E South East E South West 16 16to 20 24 to 28 32 to 36 40 to 44 48 to 52 56 to 60 gt 65 Vizual 6 Click the Stack button and select None mm 7
494. t of all available Report Builder reports defined within Personnel Director is displayed Tip Press the Tab key to move to the next field 3 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 current time If the Starting From date is after today the time can be any valid time 4 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 5 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 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 370 PERSONNEL DIRECT OR SCHEDULING REPORTS 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
495. t of the right most object iji Align the objects to the top of the highest object al Align the objects to the bottom of the lowest aaa 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 e Click the Size button on the Alignment toolbar e Select Size from the Alignment or shortcut menu The Size dialog opens x Width Height A No change largest Grow to largest Shrink to smallest Shrink to smallest C Width C Height se cmn 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 controls to inherit the width of the smallest Width Specify the exact width in pixels 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 440 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 Ha
496. t the Personnel Database where you want to import data into and click OK 3 Click the Import Data button OFr From the File menu select Import Data The Data Import Wizard opens 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 want to create and use a new import definition want to use edit an existing import definition want to delete an existing import definition Next gt Finish 4 To create a new import definition click the I want to create and use a new import definition button 332 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES 5 Click Next The Import File Details page of the wizard is displayed Data Import Wizard p xj Import File Details Using the options below you can specify the file to be imported and describe the format of the file Import File j _ aer Field Delimiter pooo Text Qualifier ri i sr Date Format pomm x First row contains headings IV Import Into Table MASTER O di Auto generate employee number F Cancel lt Back IE Finish 6 Do the following Ti 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 Fiel
497. t to leave the results in natural order so select Next 10 Type a description for the query and click the Finish button 277 PERSONNEL DIRECTOR CREATING QUERIES alo s Ta es 20 171428571 43 1100 500 Record I4 4 fi gt PI o3 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 is that we grouped our results by Employee Number and Post Name Running a Query for Display or Selection 1 Click the Query button on the Tools toolbar OFr Select Query Database from the Tools menu The Query List screen is displayed I x Query Name Select ABSENCE ALLOWANCE Employee Details Cancel Reports To 2 Select the query you want to edit and click the Select button The query results are displayed 278 PERSONNEL DIRECTOR CREATING QUERIES F Query ABSENCE ALLOWANCE TST mlel Drag a column header here to group by that column ADDRESS1 CONTRIBUTIONLETTER CONTRACTTY 109 Grove Road Fixed Term Permanent Permanent Permanent Permanent Permanent Fixed Term Permanent Fixed Term Temporary 10 Monington Road 151 Moorland Road 13 Roundmoor Gardens 34 The Perrings 37a Hill Road 10 Manor Gardens 238 Bristol Road Flat 5 235 Highgate Road WM PS Zl ZVZ zee 3 Do one of the following
498. ta 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 Click the Purge Data Ea button Or From the File menu select Purge Data 340 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES Purge Personnel Data x Purge data will permanently delete selected personal data from the current database Records will be deleted according to the date condition selected below It will not be possible to recover purged data so please ensure that you have a recent backup Purge data from screen Absence Allowance Base purge on field Ye a End Purge all data for Date Before 11728 2005 C Between After se omea 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 which data is to be purged For example to purge absence records that occurred before the 1st of January 2000 you would type 1 1 2000 or use the calendar button to select the date Between Enter or select the From date and To Date between which data is to be pur
499. ta 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 301 PERSONNEL DIRECTOR WORKING WITH REPORTS l Editing ppDPTeeChartControli i 2jx Chat Series1 7 JAX Line Seriest Format Point General Marks Data Source Single Record gt DataSource pl ppraisal Assessment sa Available Fields Selected Fields iteri Account Number Branch Name Employee Number Sort Code Name gt Account Type Employee Number 2 Current Payable 5 Building Society Ref Department e Select the desired colours for the bars in the chart click the Series Format tab Editing ppDPTeeChartControli 2 xi Seriest pax Line Series1 Format Point General Marks Data Source y Line Border IV Dark 3D Color I Color Each Line Mode E Stairs F inverted Pattern Solid bd Click the Colour Each checkbox e When you are finished click the Close button 5 Click the Preview button Chart Administration Human Resources Production Software Development Warehouse GB 12 317 5 Administration GB 26 000 Buying E 20 150 Human Resources HB 27 750 Information Technology CI 20
500. tab check the Import Modified Data Only checkbox 2 Click the Import Now button Personnel Director Payroll Director SQL Field Mapping The following fields are mapped between Personnel Director and Payroll Director SQL Employee Details Personnel Director Payroll Director SQL Staff No Employee Code Title Title Gender Gender Surname Surname First Name Forename Middle Name Forename2 Home Telephone Phone No DOB Date of Birth Date of Join Date Started Address Address Line 1 Address2 Address Line2 Address3 Address Line3 Address4 Address Line4 Tax Code Tax Code Postcode Postcode NINumber NINumber Bank Details Personnel Director Payroll Director SQL Branch Bank Branch Name Bank Name Account Number Account No SortCode SortCode BuildingSocietyRef BuildingSocietyRef 382 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL Pay Details Personnel Director Payroll Director SQL Annual Pay Salary Annual PayPerPeriod Salary Period PayPeriod PayFrequency 383 SETTING UP THE PAYROLL DIRECTOR SQL LINK SERVICE The Payroll Director SQL Link Service is an automated module of the Payroll Director SQL Link for Personnel Director For information about the Payroll Director SQL Link see chapter 22 Linking Personnel Director to Payroll Director SQL on page 373 The Payroll Director S
501. tached 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 167 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA 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 their company such as redundancy career change 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 86 Displaying Exit Interview Details 1 3 Navigate to the record of the employee fo
502. taka s 311 Using the Batch Input Wizard 00 eee cee cesecsseceseceecneeceeeeseeeeeeeeeeseeesecesecsaecnsecsaecauecaaecaeseaeseaeeeeeenens 311 Using the Global Update Wizard cece ces cesecesecseeceeeseeeeeeeeeeseeeeeeesecsecsaecsaecnaecaaecaaecaeseaeseaeeeeeeagens 315 Implementing Employee Pay Increases eee cseeseeeeeeeeeeeeeesecesecsecsaecsaecnaecaeecaeseseseaeseeeseeeeesenaeens 322 Entering Pay Increases tc scsec a aE E Seebeck ven E ee E E T RAE aN TE Eat 322 MAINTAINING PERSONNEL DIRECTOR DATABASES eseseseseseseseseseseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 326 Starting the Database Maintenance Module eee ee ceseceeceeecseecneecneeeeeeeeeseeeeeeeseeesecaecaecsaessaeeneeeas 326 Maintaining Personnel Director Servers eee cee ese cseeeeeeeeeesceeeeeecesecesecssecsaecssecsaecsaecaeeeseseneeeaeeeens 327 Maintaining a List of Personnel Director Databases 000 0 ee eceeceeesceeecesecesecesecaecsaecaeecneeeaeeeaeeeeeeeens 327 Creating a New Personnel Director Database eee ceeeeeeceeeeeeeeeecesecsecaecsaecsuecsaecneesaeseneeeaeeeens 329 Importing Data trom Other SOuUrCeS riasenie Sh igen daotbecbe Sats A a a aa D Opts steele thiaeu eaten 330 Preparing Data for Imiport sissies sia teaver Sens ae ei eee 330 Creating Data Files for Import ise es ak Gece a ieee Ahsan Riek eee sie E NS 331 Importing Data using Import Definitions 0 eee ee cee cee cnsecneecneeeeeeeeeeeeeeseeesecesecsaecsaecsaecaaecaeeeneeees 332 Deleting an Import Def
503. te Total Cost TotaiCost n al l e Baca tasima r 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 to use Screen Designer see Examples on page 400 For more information about adding or changing screens see Working with Screens on page 413 For more information about adding or changing fields see Working with Fields on page 420 The File Toolbar Click the buttons on the File toolbar to manage screens you are creating or updating 401 SHIFT CAPS Control Palette toolbar PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 Display or change control properties of the selected object on the current screen Display or change the properties of the current screen CAE 2 B e p e c Display add change or remove fields associated with the current screen The Edit Toolbar Use the buttons on the Edit toolbar to change controls displayed on the current screen Cut the selected object and copy it to the clipboard Copy the selected object to the clipboard Paste the object in the clipboard Delete the selected obj
504. te fields 314 PERSONNEL DIRECTOR e To add one or more employees to the list click the Add Employee button BATCH INPUT AND GLOBAL UPDATES 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 Toremove an employee from the list select the record and click the Remove Employee button e To exit click the Close button or from the File menu select Exit In this example we want to add the following information Name of the Examiner Dr Brown Location Clinic Donaghy 01 15 99 Date of the medical Slattery 01 04 99 Pearce 01 11 99 Outcome Flu Vaccination 2 To add the data to Personnel Director click the Batch Input button 3 To confirm that you want the data added click Yes Personnel Director informs you of the number of records that were added successfully Finish Batch Input Wizard E Click the Finish button to close this wizard S The Batch Input is complete Click the Back button to peform another Batch Input Click the Save button to save the current Batch Input definition as a template that can be used again 1 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 file type of BTM 2 To exit the Batch Input Wizard click the Finish button
505. te 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 1 2 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 only 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 Click the Spelling button select Spelling from the Tools menu or press F7 Do one of the following e 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 e To correct the spelling yourself enter the text in the Change To field then click the Change button 240 PERSONNEL DIRECTOR WORD PRO
506. te 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 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 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 INTRODUCING PERSONNEL DIRECTOR Personnel Director s advanced reporting techniques and layout 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
507. te that the employee opted out of the Working 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 116 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 186 PERSONNEL DIRECTOR 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 MANAGING WORKING TIME REGULATIONS 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 The Report List appears gt tox File Edit Help ci alela 2R x v 2 Absence Graphs Contents of Absence Graphs a Graphs dl Absence Cost by Category amp Department Total Cost of Absern Pay Graphs a EE Graphs dl No of Incidents of Abse
508. tegory printed under the bar that shows the time period Changing the View By default a four week view is displayed To change the view click one of the following buttons e Tochange to the previous month click the Previous 4 button beside the year or month e To change to the next month click the Next E button beside the year or month For each period you can easily identify any employees with overlapping holiday and absence schedules Determining Which Employees Appear on the Chart 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 129 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE 2 3 Absence Schedule Criteria x M Employee Selection Select which employees you would like plotted on the schedule C Group of Employees Employees defined by a Filter Help di All Employees Selection zi Settings Maximum Employees Use this setting to specify the maximum number of employees that can be plotted on the Absence Schedule I Unlimited Number of Employees Plot a maximum of 29 f Employees Range Pl
509. tep for another field label it Total and assign it a Decimal Number The next step is to set the validation for the Quantity field so its value is always 1 or greater e Select Quantity in the Field Chooser screen and click the Edit button The Field Properties screen appears e Select the Validation tab Then click the Validate This Field Before Saving A Record checkbox x Field Display Format Value Validation Pick List Web d ne Formula Edit Display this message if the validation formula fails N Numeric L Alphabet 4 Constants lt Space e Click the Edit button to the right of Validation Formula e From the Fields list double click Quantity this will enter the word Quantity in the Validation Statement at the top of the screen 412 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER e 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 e 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 OK QUANTITY gt 1 Cancel Test Expression Help Ix Functions 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 t
510. ter 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 194 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS 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 2 3 Type the Planned Start and Planned End hours for Monday Select the two fields and click the Copy button 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 Break in Hours Type the number of hours the employee was absent during break time Hours Absent Type the number of hours the employee was absent during the time period being reported Hours
511. ternity Summaries sin n a e E e N a E esos 169 Adding Editing Maternity Details carmi nan e E is ines E E A E 170 Medical S O e a R ees oe NS 170 Displaying Medical History Summaries sessseeseeesesseesssteereserersrsteeresresreseettnestenresrerteseerrneesreeresrent 171 Adding Editing Medical History Details eee ceecesecee esse cseecaeecneeeeeeeeeeeeeseenseesaeenaecaecnaesaaeees 171 Pay History eeni e eet os eaer t o e oe aE aaa aE E e o aa e a setebecsanieercbe ith 172 Displaying Pay History Summaries esssseessseeesestssessrsresrrsrestsserrrssrstesresrertrsrerisrestentesrertesrerrnserreeresrent 172 Adding Editing Pay Record Details 00 0 0 eceecceecesecesecesecsecaeecaeeeseeeneseeeeecesecsecaeesaecsaesseecaaeeneeees 173 Professional MembershipS seessssesessseseseeesssrsrrssesrenresrentesrerrssestestestentestetnsertensertestesrentsseerrssenrreestent 175 Displaying Professional Membership Summaries ss esssseessereeresesresrrsreerssrerrererrenresreeresrerrnserrreresreet 175 Adding Editing Professional Membership Details 0 0 0 0 cece ceeceeeeseeeeeeeeceeeeesecesecesecsaecnaecseeeaeseneeees 175 Project Timesheetss 7 osssssecssscsok sb bese sous dds ss setige sien fsck vole secs soeadseasdebiaestehs e EE Esee a Eaa sebszecdebassbesttsvasseaess 176 Displaying Project Timesheet SuUMMAaries eee eeceecesecese esse ceecseeceeeeaeeeeeeeseeseceseenseesaecaecsaeeaeeees 176 Adding Editing Project Timesheet Details 0 0 0
512. tes Personnel Director Diary Monitor x it This program will monitor the Personnel Director Check Now diary and inform you of any pending diary Select Server reminders To prevent diary reminders from being displayed click the Shut Down button To check if any diary reminders are currently pending click on Check Now Shut Down il Current Server 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 PAS 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 e Tocheck 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 U
513. 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 colours 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 colour for the screen background and click OK Set the font colour for text Font Colour Select the colour for the text and click OK Detail Screens On Detail screens you can view details of individual employee records 7 Medical History 013 Mr P B Sedman E loj xi 2 Medical History 013 Mr P B Sedman Date of Medical 341999 Outcome Pass Name of Examiner p A Musselwhite Next Medical ja 2 2000 7 Location Head Office Notes rl em ws Summary View Detail View Attached Documents PERSONNEL DIRECTOR LEARNING
514. the Tab control where the page is to be added Right click and select Add Page from the shortcut menu The new page appears on the tab To change the page caption sequence see Changing Tab Properties on page 438 Changing Paging Order in a Tab 442 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER 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 Or 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 delete the first page you must delete the Tab control To delete a page 1 2 Select the Tab control where the page is to be deleted Right click the page to be deleted and select Delete Page from the shortcut menu Designing Screen Prints 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 p
515. the backup to an existing media This means the previous contents of the media remain intact and the new backup is written after the end of the last backup on the media Overwrite Existing Media Select this option to overwrite any existing media By overwriting backups on media the existing contents of the backup media are overwritten with the new backup and therefore no longer available Schedule Select this checkbox to schedule a database backup then click the ellipsis button to select the desired backup schedule and click OK 3 On the Options tab provide the following information Options Select the backup options you want to set Verify Backup Upon Completion Select this checkbox to verify the backup upon completion for media integrity Eject Tape After Backup Select this checkbox to eject the backup media tape after the backup is complete Remove Inactive Entries From Transaction Log Select this checkbox to remove the entries from the transaction log upon completion of the backup for transactions that have completed Check Media Set Name And Backup Set Expiration Select this checkbox to check the media set name and backup set expiration date before overwriting the media Then type the media set name that the media must have before allowing overwrite of the media Backup Set Will Expire Specify that the backup set expiration conditions should be set SQL Server only uses the backup expiration information from the first
516. 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 customize your shortcut bar by changing the icon size and by rearranging adding and removing icons 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 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 Tools 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 displayed 65 PERSONNEL DIRECTOR LEARNING TO USE PERSONNEL DIRECTOR ecm Window Help Career Event Triggers Diary Reminder Triggers Preferences
517. the left most object 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 403 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Example 1 Making Changes to a Personnel Director Screen While recording employee 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 Follow these instructions for adding the field 1 Open the Benefits screen e Click the Open B button on the Screen Designer toolbar e Select Benefits from the Table list and click OK Ei Screen Designer USERNAME le Edt wew Alignment Window Help jae ae Glelalal ae 7 elle so ol ole Benefits E ff Benefits SceonNene ENERTS DisplayName Benets SCS Date From z DateTo Sill eeeenten Click to Change lcon gt a Benefit Screen Notes Eick to Edit Notes gt Monthly Value il Enable Audit Trail V move Ri a lBIb l api Boe xl New Edit Delete SHIFT CAPS Notice that this
518. 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 1 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 38 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 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 56 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 148 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE DATA Assessment Key Objectives Agreed Training Agreed Comments fiteria 1 Provide the following information Criteria
519. 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 Modifying Field Level Privileges 1 Ifyou select Fields the Field Security Wizard opens click Next to go to the next screen 30 PERSONNEL DIRECTOR SETTING UP SECURITY Field Security Wizard USERNAME2 Screen Name Please specify which screen for which you wish to define field security Select screen from list below Absence Allowance Accident History Appraisal History Bank Details Benefits Career History Correspondence History CPE CPD Record Current Pay Details gt e Indicates that the user has field security restrictions on a screen Help lt Back 2 On the Screen Name screen select a screen that you want to define field level privileges 3 Click Next The Field Access page of the Wizard opens Field Security Wizard USERNAME2 xj Field Access Please specify which fields the user will have access to and which are to be hidden Allowed Access Prohibited Account Number Account Type Address Branch Name Building Society Ref Current Payable Employee Number MASTER_DEPARTMENT xl lt lt EEEE lt Back i Cancel 4 On the Field Access page select the fields that you do not want the user to access using the buttons as described above 5 Click Next The Read Only Access page of the Wizard
520. ther group name 3 Select Program Manager Group zi Enter the name of the Program Manager group to add Personnel Director for MS SOL Server icons to Vizual Business Tools Accessories Administrative Tools Development Microsoft Office Tools Symantec Client Security Tools Vizual Business Tools WinZip Cancel Click Next The Get Database Information dialog opens Fe et Database Information xj 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 ana data usually YBTGLOBALDATA and the mail server st name For examples and further information press the Help button Server Name Server Description Vizual Server Database Name veT Global Data Mail Server Host Name eS Heb cea Provide the following information in the Get Database Information dialog Server Name Type the name of the computer where the MS SQL Server is running for example VBTSERVER Server Description Type a description for the server where the Personnel Director database is installed for example Vizual Server 10 PERSONNEL DIRECTOR INSTALLING PERSONNEL DIRECTOR Database Name Type the logical name assigned the Personnel Director global database on the SQL server Typically this is VBTGlobalData Mail Server Host Name Type the name of the computer that is serving
521. this code to record and analyse the time spent on any number of projects Activity Code The code for the type of activity 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 Calculated Fields 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 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 86 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 training generally refers to courses undertaken while employed by your company 1
522. tion In Payroll Director before setting the working hours for each employee add the Standard Hours field using the Employee Extra Details screen To configure Employee Extra Details screen 1 In Payroll Director close all open screens 2 From the Company menu select Configure Extra Employee Information 3 Set the caption for the first field Field 1 Name to Standard Hours 4 Set the Field 1 Type to Numeric To set the working hours per week for an individual 1 In Payroll Director display the Employee Details screen for the employee you wish to modify 2 Click the User Defined button at the bottom of the screen 3 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 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 Field Employee Number Employee Code Title Title Martial Status Status Surname Surname First Name Forename 1 Middle Name Forename 2 Gender Gender Know As Known As Home Telephone Phone No Department Department 397 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS Date of Birth Date of Birth Date Joined Date Started Date of L
523. tion The 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 50 For detailed instructions for adding editing and deleting records refer to Adding Updating Deleting and Printing Employee Records on page 86 Displaying Vehicle Usage Summaries 1 Navigate to the record of the employee for whom you want to display company car use data 2 Do one of the following e On the Employee Shortcut bar click the Vehicle Usage button e Select Vehicle Usage from the Employee menu 3 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 87 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 1 Do one of the following e To add a record click the New button on the Record toolbar or press Ctrl N e To update a record on the Vehicle Usage Summary View tab select the record you wa
524. tistical 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 String Functions 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 460 PERSONNEL DIRECTOR 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 LTRIM 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 Pad a string on the left with spaces to a specified length PADR Pads a string
525. tistics Working Time Tab Use the Working Time tab to enter the employee s Working Time Directive status Contract Pay Details Personal Dates Working Time Opted Out a Date Opted Out fi 1 24 2005 b Review Date fi 1 10 2005 Me Night Worker Vv Health Assessment a Health Assessment Date ii 11 2005 X Notes 122 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS The following employee fields are on the Working Time tab Opted Out If the employee has signed a letter opting out of the Working 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 NOTE Notes about the employee s Working Time status 123 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
526. tment To set up a field for Department create the field as a Pick List On the Pick List tab click More and provide 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 1 From the Field Chooser create a new field called Department The Department field should be defined as having a Pick List 2 From the Control Palette toolbar drag the Variable Pick List control to the General Details tab 3 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 check box Now click the More button The Pick List Options screen appears e From the 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 1 Fro
527. to change an existing allowance want to delete an existing allowance want to assign an allowance to people lt Back Cancel 2 Click the I want to create a new allowance radio button then click Next The Main Details page of the wizard opens 43 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR Absence Allowance Wizard xj Main Details Please enter a description for the Absence Allowance and the Absence Category you wish to control using this allowance Also you should specify if the allowance is in Hours or Days Description 50 character maximum l Select the absence category to be controlled by this allowance Specify the units in which this allowance is awarded Days z lt Back ne Cancel 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 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 anew 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 6 Click Next The Allowance Basis page of the wiz
528. ton to continue 6 The installation program continues automatically x Enter the server name and the global database location When the installation is complete a message appears indicating successful installation 384 PERSONNEL DIRECTOR SETTING UP THE PAYROLL DIRECTOR SQL LINK SERVICE If the Payroll Director SQL Link Service is already installed on the server machine the Setup program un installs the Link Service and re installs it with the new executables If the Link Service is already running a message appears and the Setup program terminates Configuring the Payroll Director SQL Link Service After you install the Payrolls Director SQL Link Service you need to schedule the service To schedule the Payroll Director SQL Link Service 1 Select Program Files gt Vizual Business Tools gt Personnel Director gt Payroll Director SQL Link Scheduler Log into the Personnel Director global database with your username and password A screen similar to the one below appears fia Payroll Director SQL Link Service Schedu 5 xj Data Transfer Personnel Director to Payroll Director SQL only C Payroll Director SQL to Personnel Director only C Both L Time Interval Run data transfer once in jo I 7 Help Save Cancel By default the Data Transfer option is disabled and the interval is set to zero Select a data transfer option Disabled leaves th
529. tons Tools Click To Create a New User Create a New Template Edit a User Account or Template Delete a User Account or Template Lock and Unlock the User Account or Template Setup Security in Module Level Setup Security in the entire Database Level Setup Security in Screen Level Setup Security in Screen Level Setup Security in Function Level Setup security at the employee level View Audit Dialog Set the User Login Policy KIE es Enable Audit Trail for Employee Transaction 19 PERSONNEL DIRECTOR SETTING UP SECURITY 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 27 To add a new user account 1 2 3 Click the New User button or Press the Insert key in the keyboard The New User Wizard opens displaying the Welcome page New User Wizard Welcome to the New U
530. 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 N Select Object Select a placed object A Label Place a text label E Memo Place a memo S Rich Text Place a formatted text label Pal System Variable Place a system variable such as date or page count B Variable Place any variable such as string or integer Place a BMP of your organisation logo Right click Image and select Picture to place another image fe Shape Place a geometric shape fe Line Place a line d Graph Place a graph with data you supply QQ Bar Code Place a bar code graphic A Text Field Place a text field from the database a Memo Field Place a memo field from the database kE Rich Text Field Place a formatted text label field from the database jal Photograph Place an employee photograph from the database Q Bar Code Field Place a bar code field from the database KJ Graph Place a graph with data from the database Hi Region Place a region CrossTab Place a cross table Point to the location where the object is to be placed and press the left mouse button e For a Data Field select the name of the field from the drop down list For exam
531. toolbars Use the Size toolbar to instantly maximise or minimise the width or height of selected objects Minimum width Minimum height Ea 53 agt 03t H Maximum height Use the Nudge toolbar to move selected objects up or down left or right a millimetre at a time 307 PERSONNEL DIRECTOR WORKING WITH REPORTS Nudgeup 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 Left 0 1354 OK ope Cancel Width 2 2708 Height 0 1458 Apply 3 Type 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 Format O x Display Format mm dd yy m d yy hinn ss AMA a m d py hinn ss mmddyyyy 4 Mar 95 d mmm yy 04 Mar 95 dd mmm yy March 4 1995 mmmm d yyyy 3 4 md Mar 95 mmm yy x 2 Select th
532. 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 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 9 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 opens 2 Change the properties for the control 3 When you are finished click OK Cutting Copying and Pasting a Control You can use the Cut Copy and Paste functions of Screen Designer 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 Or e Select Copy from the Edit or shortcut menu Or e Press Ctrl C To cut a control and copy it to the clipboard select the control to be cut and do one of the following e Click the Cut ny button from the Edit toolbar Or e Select Cut from the Edit or shortcut menu Or 438 PERSONNEL DIRECTOR USING THE
533. tor installation CD With the Payroll Director SQL Link you can export Personnel Director s Employee Bank and Pay details to Payroll Director SQL and import Payroll Director SQL Employee Bank and Pay details into Personnel Director Once the Personnel Director Database is linked to a Company in Payroll Director SQL data can be transferred in both directions You can transfer all records or transfer only records that have been modified since the last export or import For exports you can automatically transfer only modified records when you exit Personnel Director To temporarily remove the link between Personnel Director and Payroll Director SQL you can un register the Payroll Director SQL Link To restore the links to the same company you re register the Payroll Director SQL Link Installing the Payroll Director SQL Link Notes 1 If you are currently using Personnel Director or Payroll Director SQL Client software exit these programs 2 Please ensure that you have successfully installed Personnel Director 3 6 x or above on your computer before you install the Payroll Director SQL Link 3 The Payroll Director SQL Link program should be installed on the computers where the Personnel Director and Payroll Director SQL Client software are installed and working 375 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR SQL To install the Payroll Director SQL Link 1 Place the Personnel Director CD ROM into th
534. u or press F4 3 Type the new name and press Enter Deleting a Folder 1 Click the name of the folder to be deleted 2 Click the Delete x button on the Report List toolbar or press Del Or 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 or Select New from the Report List File menu and select Report Letter 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 248 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 223 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 285 221 PERSONNEL DIRECTOR WORKING WITH PERSONNEL DIRECTOR REPORT LIST 3 To return to the Personnel Director Report List
535. ual 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 aixi Printing Options Envelope size Size 10 4 1 8 x 9 1 2 in v Tf mailed in the USA T Delivery point barcode 7 FIm a courtesy reply mail Delivery address Font From left fauto From top fauto Return address Font From left Jauto From top Jauto Preview Follow the steps as explained in To create a mailing label template on page 233 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 236 PERSONNEL DIRECTOR WORD PROCESSING AND MAIL MERGING Word Processor Toolbar The following buttons appear on the word processor toolbar Button Menu Access Description Shortcut File menu gt Save Sa vee document i Ctrl S 2 disk E File menu gt Print Print a document Ctrl P a File menu gt Print Preview a document Preview before printing AE Tools menu gt ka Spelling Check spelling F7 db Edit menu gt Cut Cut selected text Ctrl X Edit menu gt Copy Copy selected text Ctrl C B Edit menu gt
536. uide to HR at http 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 342 INSTALLING PERSONNEL DIRECTOR This chapter contains installation and startup instructions for e Setting up your Personnel Director databases on MS SQL Server MS SQL Server is a Relational Database Management System RDMS used by Personnel Director to store and manipulate employee information You must have MS SQL Server already installed on your network before completing the instructions in this chapter MS SQL Server versions prior to version 7 0 are not supported e Setting up Personnel Director client software 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 System Requir
537. ula 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 for your reference 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 1 Do one of the following e Create the timesheet you want to export Or e Modify the timesheet you want to export 2 On the Working Time Directive timesheet screen click the Export a button select Export from the File menu or press Ctrl E The Export Timesheet As screen appears A x Savein MyDocuments x CK ES 2000 Downloads My Pictures 5 AShu Ext Current work My Received Files Gateway _Link my Videos Linux rar My eBooks Snaglt Catalog My Music 0123 txt Save as type Tabbed Text txt x Cancel 197 PERSONNEL DIRECTOR MANAGING WORKING TIME REGULATIONS 3 Select the path and type a name for the file that is to contain the timesheet 4 Toconvert 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 5 Then click Save Printing Timesheet Reports You can print an individual timesheet or a number of different timesheet reports Printing Timesheets You can print timesheets as you create or modify them If desired you can also c
538. used to select records for update The system will use the information you enter below to determine which records are current and should therefore be updated Date Field Accident Book Updated z Effective Date 11 25 2005 T Cancel lt Back I 318 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES 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 3 Click the Next button Additional Records To Include or Exclude 1 Specify any additional criteria to include or exclude records from the Global Update Global Update Wizard E Xf Please specify any additional criteria to be used to select records for update orm Fiche 4 Add Edit Delete Help Cancel lt Back 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
539. ut 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 213 PERSONNEL DIRECTOR WORKING WITH GROUPS AND 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 1 On the Employee Navigator toolbar click the Filter x button 2 3 The Filters screen appears xi Select Accident History 2 Cancel Edit Rename Delete Click the New button The Filter screen appears iter j x Criteria Add Replace Remove lv Auto Replace Apply criteria using AND C OR Table Field Operator Value Renee gii E J4 Help Cancel 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 214 PERSONNEL DIRECTOR WORKING WITH GROUPS AND FILTERS 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 t
540. utton on the Standard Components toolbar to place a non field object on your screen print Button Action Description le Select Object Selects a placed object A Label Places a text caption or Label Memo Places a text memo multi line Places a rich text object contains S Rich Text formatting such as bolding colour and bullets Places a date the date when E System Variable screen print is displayed or printed F Places a field that requires a Variable calculation 449 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Places an image image must be loud Image of BMP ICO EMF or WMF D format m Shape Places a geometric shape Line Places a line fin Bar Code Places 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 shortcut 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
541. utton under Back Image then select the file to use as background and adjust it by selecting a Style button Changing Paging Attributes 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 chart 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 Changing the Data You can change the data used to generate the graph 1 Click the Graph Setup S button or select Graph Setup from the Graph menu The Graph Criteria screen appears 2 Change any of the graph criteria and click OK Exporting a Personnel Director Graph You can export a graph as a Windows
542. ve access to the database Exclusive access to a database is required to e Validate and repair the database e Use the Screen Designer module 347 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES 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 table in ALL Personnel Director databases After a database is shut down the database owner and SA is 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 To shut down the database e Right click the server and select Stop from the drop down menu To restart a database 1 Select Maintenance gt Database Restart The currently selected database is brought back online immediately 2 Right click the server and select Start from the drop down menu The currently selected database is brought back online immediately Changing Personnel Director Servers At some point you may need to physically move
543. vised to make a backup of your data before performing a Batch Input Once the Batch Input has been performed the changes cannot be undone Click Next to continue Cancel lt Back 2 Click the Next button What Information Is To Be Entered 1 Select the screen where batch input is to occur Batch Input Wizard x Please select the screen on which you would like to perform the Batch Input upon You can also select a previously saved Batch Input template Screen Name Accident History bA Use Template ee Cancel lt Back se e Select the name of the screen from the drop down list To add the flu vaccination to the medical history records of the employees here we would select Medical History 2 Click the Next button What Fields To Be Added 1 Specify the fields that you want to enter 312 PERSONNEL DIRECTOR BATCH INPUT AND GLOBAL UPDATES Batch Input Wizard 7 a x Please select the fields that you would like to appear on the batch input screen required fields are marked with a red dot Suen i ee Available Fields Selected Fields Accident Book Updated Date of Accident Book Updated By COUNTRY Date Informed Days Lost HSE Informed By Location Time of Accident Type of Accident Type of Injury EELE Cancel lt Back In this example we would add the following fields in this order Date of Medical 01 15 99
544. wance Wizard E x Allowance Method Please select the method by which allowances are awarded the options are Accrued or Annual allowances int This allowance is awarded as a lump sum 21 days per year for example Allowance 0 00 Days PerYear C Itis accrued An employee might receive 1 day per month for example Help lt Back L s 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 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 9 On the Allowance Method screen select the calculation method as follows Then click Next and go to step 10 45 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR Absence Allowance Wizard x Allowance Method Please select the method by which allowances are awarded the options are Accrued or Annual allowances Itis awarded as an annual amount This allowance is awarded as a lump sum 21 days per year for example Itis accrued An employee might receive 1 day per month for example Accrue 0o50 Days Per RAENE lt Back L ne Cancel It Is Awarded As An Annual Amount Check this radio button if a certain number of days or h
545. want to delete from the drop down list Click the Next button Click Yes to confirm that you want to delete the definition If you are finished click the Close Database button Or From the File menu select Close Database Refreshing Calculations 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 337 NOTE Refreshing large databases requires time for example refreshing 10 000 pay records can take over 15 minutes to complete To refresh calculations 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 Click the Recalculate o button 337 PERSONNEL DIRECTOR MAINTAINING PERSONNEL DIRECTOR DATABASES Or From the File menu select Recalculate Data The Recalculate screen appears Recalculate xj Use the recalculate option to ensure that your personnel information is up to date This is useful after you have performed a data import Cancel Employeefs Filter Help C Group Individual C All Employees Accid
546. wever will have a new employee number The new employee number will be appended with 1 2 up to 9 and then A B and so on up to Z to maintain uniqueness in the employee number However the user will be allowed to change the new number to a number of their choice If the new employee is created in the same database then auto calculate fields such as Post name Employee record caption etc If the new employee is being created in a database other than the current database user needs to manually run recalculate from the Database Maintenance application Part 1 Copying an Employee and Creating a New Employee 1 Click Employees on the menu bar and select Copy an Employee 108 PERSONNEL DIRECTOR WORKING WITH EMPLOYEE RECORDS Em Pp lo yees Maintain Groups Group Membership Employee Work Periods Transfer Employees Archive Employees Archive Leavers Copy an Employee The Copy Employee dialog opens x Select the employee you want to copy foot Mr M Donaghy aj Database in which employee will be copied Cancel Demonstration Database New employee number 001 1 Help tHE 2 Click in the Select the employee you want to copy field The Select Employee dialog opens See Selecting Employees for more information NOTE The user can select only one employee at a time in the Select Employee dialog The selected employee is displayed in the Select the employee you want to copy fiel
547. y Shortcut Key Ctrl P The User Login Policy dialog appears User Login Policy x Es Please set the locking and password expiry details Maximum failed logon attempts 3 Password Password must contain numbers and letters i Minimum password length 5 Password never expires IV Password expiry days 90 Note Clicking OK will reset all the failed logon attempts and password expiry details This will NOT unlock the users who are already locked Cancel Select the Enable automatic locking check box to automatically lock the user who logs in to the Security Manager NOTE When you select this option the Maximum failed logon attempts box is enabled In the Maximum failed logon attempts box enter or select a value NOTE If the number of failed login attempts exceeds the set limit then the user will be automatically locked from logging into the Security Manager Users then need to contact their administrator Select the Password must contain numbers and letters check box if the password needs to contain both numbers and letters 24 PERSONNEL DIRECTOR SETTING UP SECURITY In the Minimum password length box select a value to set the minimum word length of the password The minimum password length is 5 characters Select the Password never expires check box to ensure that the password never expires OFr Clear the Password never expires checkbox to set the number of days when
548. y V SX File name Save as type vizual Screen Export File 5x x Cancel 4 Select the path and type a name for the file file type of VSX to contain the screens Then click Save and OK 5 To exit click Close 6 Click OK To import screens 1 From the File menu select Import Screens The Open screen appears 422 PERSONNEL DIRECTOR USING THE SCREEN DESIGNER Export Screens i i x Select the screen s you want to export Bank Details Benefits C Career History _ Correspondence History CPE CPD Record Help _ Disciplinary and Grievance Education History Emergency Contacts xl 2 Click the Browse button to select the file containing the screens file type of VSX and click the Open button 3 Under Select Screen s You Would Like To Import click the checkboxes of the screens you want implemented on your system 4 Then click Import 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 description Import Screen Details xj Screen Information Screen Name Screen Description Enable Audit Trail J Help Working with Fields cren You can add new fields to any Personnel Director or customised screen H
549. yees Within A Filter option and select the name of the filter from the drop down list 4 When you are finished click OK Assigning Absence Allowances to Multiple Employees 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 training 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 The Absence Allowance Wizard opens 132 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE 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 Next to proceed want to create a new allowance want to change an existing allowance want to delete an existing allowance Standard Allowance 2 Click the option I want to assign an allowance to people From the Pick List select an allowance you previously created and click OK 3 Click Next Absence Allowance Wizard x Employees Use this step to specify the employees to which the a
550. yees and then click Next Absence Allowance Wizard x 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 want to select employees as a group want to select employees using a filter a n toes 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 134 PERSONNEL DIRECTOR RECORDING AND TRACKING HOLIDAY AND ABSENCE Absence Allowance Wizard xi 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 probation want all allowances to start on a date specify 1 1 2005 os Allowances start on the anniversary of the date of join Allowances start on the anniversary of the end of probation 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 Click Next then click Finish Allowances are assigned to the selected employees and a progress
551. ying Employee Images eee eeeeeeeeeeeeceeeceeeceecesecaecsaecseecaeecseseaeeseeeesecseeeseesaeesaecsaecsaesaeeeea 163 Adding Editing Employee Images 00 0 cece eceecceesceescesecesecesecaecseecseesseseeeseeeesesseeeseeaeenaeceaecaaecneeeas 163 Employee Notes vis icc entonaran Ee S oti Ante G He beets endl cele Shea eee eee tes 164 Displaying Employee Notes Summaries 0 0 0 0 ceeceeccesecesecesecssecseecaeeeseeeeeeeeeesseeseenseeseeaecsaecsaesaeeeas 164 Adding Editing Employee Notes Details cece eecesecssecssecseecneeeseeeeeeeeeeecesecesecsaecsaeesaessaeenaeeneeees 165 Employee Photographs v i5 oie he hes A hha aie oe Mahia ai aie eid 165 Displaying and Attaching Employee Photographs 00 eee cee cseeseeeeeeeeeeeeeeseeesecsecsaecnaecseecsaeeneeees 165 Employment History ennen eed Ae ees A Aes ee anil iis 166 Displaying Employment History Summaries eee eeceeecese cee cece cseeeeeeeeeeeeeeeseseeesecaeesaecsaecsaeeaeeees 166 Adding Editing Employment History Details 0 0c eee esceeecsecseeceecneeeeeeeeeesseesensecsecaecaecsaeeaeeeas 167 Bat interview 42 5 2 tee eee Pee a the Nn ie bes bts SAE eee bens Bee 168 Displaying Exit Interview Details 0 0 0 0 ee eee eeceeecesecesecesecesecaeecseecaeseaeeeeeeeesseeesecaeesaecsaecsaeeneeeas 168 Adding Editing Exit Interview Details eee ceeceecesecesecesecnsecseecseecseeeaeeeeeeesesseeeseceseesaesaecsaesaeeeea 168 Maternity s s38 ne a a S sare heen nea 169 Displaying Ma
552. yroll Director 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 390 PERSONNEL DIRECTOR LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR ACCESS 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 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 This is invalid as it contains non numeric characters 123c ae 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 le
553. ys 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 54 PERSONNEL DIRECTOR SETTING UP PERSONNEL DIRECTOR e Employee Number Generation Optionally set Personnel Director to generate employee numbers automatically Setting Career Event Preferences 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 1 6 Select Career Event Triggers from the Options menu The following screen is displayed Career Event Triggers i x Screen Name Accident History Fields that will tigger a Career Event Field Name Career Event Text gt Add Edit Delete From the Screen Name drop down list select the screen to be used to create a career event tr

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