null  null
PERSONNEL DIRECTOR
USER’S GUIDE
Important - Please read before opening the sealed package containing the CD
Licence Agreement Contract D'autoriasation Lizenz Vereinbarung
Terms and Conditions
THIS LICENSE AGREEMENT IS A LEGAL AGREEMENT BETWEEN YOU, THE
CUSTOMER (“CUSTOMER”), AND VIZUAL BUSINESS TOOLS PLC, THE OWNERS OF
THE SOFTWARE (“LICENSOR”). BY OPENING THE SEALED PACKAGE CONTAINING
THE SOFTWARE (THE “SOFTWARE”), CUSTOMER AGREES TO BECOME BOUND BY
THE TERMS AND CONDITIONS OF THIS LICENSE. IF CUSTOMER DOES NOT AGREE
TO ALL THE TERMS AND CONDITIONS OF THIS LICENSE, LICENSOR IS
UNWILLING TO LICENSE THE SOFTWARE TO CUSTOMER, AND CUSTOMER
SHOULD NOT USE THE SOFTWARE AND PROMPTLY RETURN IT TO THE PLACE OF
PURCHASE FOR A FULL REFUND EXCLUDING SHIPPING COSTS.
1.
LICENSE GRANT.
a) Subject to this License Agreement, Licensor grants Customer a non-exclusive, nontransferable license to use the Software as provided below:
i) For all Software other than the Personnel Director Software, Customer may use the
Software with a single or multi-user system at Customer's normal place of business. A
multi-user version is for single server use only limited to the number of licensed users
purchased by Customer from Licensor.
ii) For the Personnel Director Software, Customer may use the Software at Customer's
normal place of business. The software is for multiple server use, but the number of
client users on which the software can be installed is limited to the number of
Personnel Director client licenses purchased by Customer from Licensor.
b) The Software is licensed, not sold, to Customer. Customer owns the CD's on which the
Software is supplied, but Customer does not own the Software contained on the CD's.
Licensor retains copyright on the Software, and the Software is protected under copyright
law.
2.
LICENSE RESTRICTIONS.
a) Customer will not disassemble, decompile or reverse engineer the Software.
b) Customer will not modify the Software.
c) Customer will not copy the Software or the accompanying written materials, in whole or
in part, except for reasonable numbers of back-up copies.
d) Customer will not use the Software in any manner to provide computer services to third
parties.
3.
WARRANTY.
a) Licensor warrants for a period of ninety (90) days from Customer's date of purchase:
i) that CD's containing the Software will be free from defects in materials and
workmanship under normal use; and
ii) the Software, as provided by Licensor, will substantially conform to Licensor's
specifications for the Software.
b) In the event the Software or CD's fails to conform to such warranty, as Customer's sole
and exclusive remedy for such failure, Licensor will, at its option and without charge to
Customer, repair or replace the Software or CD's or refund to Customer the purchase price
of the Software, excluding shipping costs (the “License Fee”), provided such nonconforming item is returned to Licensor with the ninety (90) day warranty period.
c) The warranties in this section are in lieu of all other warranties, express and implied,
including, but not limited to, the implied warranties of satisfactory quality and fitness for a
particular purpose.
d) Without limiting the foregoing, Customer acknowledges that the Software is provided
“AS-IS” and that Licensor does not warrant that the Software will run uninterrupted or
error fee nor that the software will operate with hardware and/or software not provided by
Licensor.
4.
LIMITATIONS OF LIABILITY.
a) LICENSOR'S TOTAL LIABILITY UNDER THIS AGREEMENT WILL BE
LIMITED TO THE LICENSE FEE.
b) NO EVENT WILL LICENSOR, ITS PARENT OR SUBSIDIARIES OR ANY OF ITS
SUPPLIERS OR DEALERS, BE LIABLE FOR SPECIAL, DIRECT, INDIRECT,
CONSEQUENTIAL, INCIDENTAL OR PECUNIARY LOSS AND/OR DAMAGE
(INCLUDING, WITHOUT LIMITATION, LOSS OF BUSINESS PROFITS, BUSINESS
INTERRUPTION, AND LOSS OF BUSINESS INFORMATION), WHETHER
FORSEEABLE OR UNFORESEEABLE, ARISING OUT OF USE OF OR INABILITY
TO USE THE SOFTWARE AND ACCOMPANYING WRITTEN MATERIALS.
5.
TERMINATION.
a) Licensor will have the right to terminate this License Agreement if Customer breaches
any term or condition of this License Agreement.
b) This License Agreement will continue in effect until terminated.
c) Upon termination, Customer must destroy the Software, all accompanying written
materials and copies thereof and Section 4 will survive termination of this License
Agreement.
6.
CHOICE OF LAW. This License Agreement is governed by the laws of England [and/or
under the law of the country in which the software is sold.
7.
MISCELLANEOUS.
a) Assignment. This License Agreement will bind and inure to the benefit of each party's
successors and assigns, provided that Customer may not assign this License Agreement, in
whole or in part, without Licensor's written consent.
b) Severability. If any provision of this License Agreement is found illegal or
unenforceable, it will be enforced to the maximum extent permissible, and the legality and
enforceability of the other provisions of this License Agreement will not be affected.
c) Waiver. No failure of either party to exercise or enforce its rights under this License
Agreement will act as a waiver of such rights.
d) Entire Agreement. This License Agreement is the complete and exclusive agreement
between the parties with respect to the subject matter hereof, superseding and replacing
any and all prior agreements, communications and understandings (both written and oral)
regarding such subject matter.
MS, MS-DOS, Windows, Windows 95, Windows 98, Windows 2000, Windows NT and
Windows XP are registered trademarks of Microsoft Corporation. All other names are registered trademarks or service marks of their respective holders.
© Vizual Business Tools plc 2003. All rights reserved and all unauthorised duplication is a
violation of applicable laws.
PG-1421
05.03
CONTENTS
1
Introducing Personnel Director
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How This Guide is Organised . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About Vizual Business Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How Personnel Director Works. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Backing Up Your Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1
1
1
3
4
6
2
Installing Personnel Director
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Part 1: Installing Personnel Director on the Network Server . . . . . . . . . .
Step 1: Installing the InterBase Server . . . . . . . . . . . . . . . . . . . . . . . .
Step 2: Installing Additional Database Licences and
Restarting InterBase Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Step 3: Installing the Personnel Director Global, Demo and
Archive Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Step 4: Changing the InterBase Server Password . . . . . . . . . . . . . . .
Part 2: Installing Personnel Director on a Workstation. . . . . . . . . . . . . . .
Step 1: Installing the InterBase Client Tools on a Workstation . . . . .
Step 2: Check Communications with the Server . . . . . . . . . . . . . . . .
Step 3: Installing the Personnel Director Software on a Workstation
Step 4: Configuring Personnel Director at a Workstation . . . . . . . . .
Upgrading Databases from Previous Personnel Director Versions. . . . . .
Changing the SYSDBA Password for Personnel Director Workstations .
Installing the Recalculation Program . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7
8
9
10
13
14
17
17
18
19
21
26
28
29
29
i
PERSONNEL DIRECTOR USER’S GUIDE
Upgrading from Personnel Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Personnel Director Upgrade Wizard . . . . . . . . . . . . . . . .
Preparing Your Converted Database for Use . . . . . . . . . . . . . . . . . . . .
Starting Personnel Director and Logging In . . . . . . . . . . . . . . . . . . . . . . .
ii
30
30
32
32
3
Setting Up Security
35
Starting the Security Manager Module . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
The Security Manager Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Adding a New User Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Creating a Template for User Settings and Privileges . . . . . . . . . . . . . . . . 43
Editing User Accounts or Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Locking and Unlocking User Accounts or Templates . . . . . . . . . . . . . . . . 44
Deleting User Accounts or Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Setting Security Privileges for a User Account or Template . . . . . . . . . . . 45
Modifying Module Level Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Modifying Database Level Privileges . . . . . . . . . . . . . . . . . . . . . . . . . 47
Modifying Screen Level Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Modifying Field Level Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Modifying Function Level Privileges . . . . . . . . . . . . . . . . . . . . . . . . . 51
Modifying Employee Level Privileges . . . . . . . . . . . . . . . . . . . . . . . . 52
Auditing Personnel Director Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Starting Personnel Director and Logging In . . . . . . . . . . . . . . . . . . . . . . . 55
4
Setting Up Personnel Director
57
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Using the Personnel Director Setup Wizard . . . . . . . . . . . . . . . . . . . . 58
Setting Display Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Setting the Date Format Used by Windows. . . . . . . . . . . . . . . . . . . . . 59
Setting the Currency Format Used by Windows . . . . . . . . . . . . . . . . . 59
Entering Company Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Setting the Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Defining Company Pay Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Entering Currency Exchange Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Entering Statutory Holiday Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
CONTENTS
5
Defining Company Absence Allowances with the
Absence Allowance Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Company Absence Allowances . . . . . . . . . . . . . . . . . . . . . . .
Deleting Company Absence Allowances . . . . . . . . . . . . . . . . . . . . . .
Defining Employee Work Periods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Company Vehicle Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Accessing Company Vehicle Data . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Company Vehicle Details . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Company Vehicle Details. . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Company Vehicle Details . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Career Event Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Diary Reminder Preferences . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Your General Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Your Add-On Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Absence Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the Turnover Statistics Preference . . . . . . . . . . . . . . . . . . . . .
Setting Allowance Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Automatic Employee Number Generation Preferences . . . . .
66
72
73
73
75
75
77
78
79
79
80
81
83
84
85
87
88
91
Learning to Use Personnel Director
Starting Personnel Director and Logging In . . . . . . . . . . . . . . . . . . . . . . .
The Personnel Director Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Employee Navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Common Features of Personnel Director . . . . . . . . . . . . . . . . . . . . . . . . .
Pick Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calendar Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calculator Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Field Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Calculated Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Employee Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Header Band. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing the Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Summary Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Detail Screens. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Attached Documents Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
93
93
94
95
97
100
105
105
107
108
109
109
110
111
112
113
115
116
iii
PERSONNEL DIRECTOR USER’S GUIDE
iv
Adding, Updating, Deleting and Printing Employee Records . . . . . . . . . .
Adding New Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Employee Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Accessing the Employers’ Guide to HR. . . . . . . . . . . . . . . . . . . . . . . . . . .
Exiting Personnel Director . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
120
120
120
120
121
122
123
6
Working with Databases
Using Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Opening a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Closing the Current Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Transferring Employee Records to Another Database. . . . . . . . . . . . . . . .
Archiving Employee Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Archiving Individuals or a Group of Employees . . . . . . . . . . . . . . . . .
Archiving Employees Based on Date of Leaving . . . . . . . . . . . . . . . .
Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Exporting Data to a Text File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Exporting Data Using the Personnel Director Spreadsheet . . . . . . . . .
Exporting Data Using Microsoft Excel . . . . . . . . . . . . . . . . . . . . . . . .
125
126
126
126
127
128
128
129
130
131
131
148
7
Working with Employee Records
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating New Employee Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the New Employee Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating New Records Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Employee Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Employee Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Employee Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Searching for Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Employee Navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Locating Employees by Employee Number or Name . . . . . . . . . . . . .
Employee Data Entered on the Employee Details Screen . . . . . . . . . . . . .
Main Screen Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contract Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pay Details Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
149
149
149
150
150
152
152
153
154
154
158
159
160
161
163
CONTENTS
Personal Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Dates Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Working Time Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
8
recording and Tracking Holiday and Absence
Entering Holiday and Absence Records . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Holiday and Absence Summary. . . . . . . . . . . . . . . . . . . .
Editing Holiday and Absence Details. . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Holiday and Absence Calendars . . . . . . . . . . . . . . . . . . .
Displaying Holiday and Absence Schedules . . . . . . . . . . . . . . . . . . .
Using Other Absence Schedule Functions . . . . . . . . . . . . . . . . . . . . .
Setting and Displaying Absence Allowances . . . . . . . . . . . . . . . . . . . . . .
Assigning Work Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning Absence Allowances to Multiple Employees . . . . . . . . . . . . .
Displaying Absence Allowance Summaries. . . . . . . . . . . . . . . . . . . .
Allowances Year End Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing Absence Allowances at Year End. . . . . . . . . . . . . . . . . . .
169
169
170
171
173
174
177
177
178
180
183
187
188
9
Working with Employee Data
Locating Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finding Records By Field Content . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Record Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Searching the Database for Records. . . . . . . . . . . . . . . . . . . . . . . . . .
Accident History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Accident History Summaries . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Accident Details . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Appraisal History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Appraisal Summaries . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Appraisal Details . . . . . . . . . . . . . . . . . . . . . . . . . . .
Bank Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Bank Detail Summaries . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Bank Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Benefit Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Benefit Summaries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Benefit Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
189
189
189
191
194
196
196
197
198
199
199
204
204
204
205
206
206
v
PERSONNEL DIRECTOR USER’S GUIDE
Career History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Career History Summaries . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Career History Details . . . . . . . . . . . . . . . . . . . . . . . .
Correspondence History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Correspondence History Summaries. . . . . . . . . . . . . . . . .
Adding/Editing Correspondence History Details . . . . . . . . . . . . . . . .
CPE/CPD Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying CPE/CPD Summaries . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing CPE/CPD Record Details . . . . . . . . . . . . . . . . . . . . .
Disciplinary and Grievance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Disciplinary and Grievance Summaries . . . . . . . . . . . . . .
Adding/Editing Disciplinary and Grievance Details . . . . . . . . . . . . . .
Education History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Education Summaries . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Education Details . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Emergency Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Emergency Contact Details . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Emergency Contact Details . . . . . . . . . . . . . . . . . . . .
Employee Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Employee Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Employee Images. . . . . . . . . . . . . . . . . . . . . . . . . . . .
Employee Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Employee Notes Summaries . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Employee Notes Details. . . . . . . . . . . . . . . . . . . . . . .
Employee Photographs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying and Attaching Employee Photographs . . . . . . . . . . . . . . .
Employment History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Employment History Summaries . . . . . . . . . . . . . . . . . . .
Adding/Editing Employment History Details . . . . . . . . . . . . . . . . . . .
Exit Interview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Exit Interview Details . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Exit Interview Details . . . . . . . . . . . . . . . . . . . . . . . .
Maternity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Maternity Summaries . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Maternity Details . . . . . . . . . . . . . . . . . . . . . . . . . . . .
vi
207
208
209
210
210
211
212
212
213
214
215
215
217
217
218
219
219
220
221
221
221
222
223
223
224
225
226
226
226
228
228
228
229
230
230
CONTENTS
10
Medical History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Medical History Summaries . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Medical History Details . . . . . . . . . . . . . . . . . . . . . .
Pay History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Pay History Summaries . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Pay Record Details . . . . . . . . . . . . . . . . . . . . . . . . . .
Professional Memberships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Professional Membership Summaries . . . . . . . . . . . . . . .
Adding/Editing Professional Membership Details. . . . . . . . . . . . . . .
Project Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Project Timesheet Summaries . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Project Timesheet Details . . . . . . . . . . . . . . . . . . . . .
Calculated Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Training History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Training Summaries. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Training Details . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Qualifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Qualifications Summaries . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Qualifications Details . . . . . . . . . . . . . . . . . . . . . . . .
Skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Skills Summaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Skills Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Vehicle Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Vehicle Usage Summaries . . . . . . . . . . . . . . . . . . . . . . . .
Adding/Editing Vehicle Usage Details. . . . . . . . . . . . . . . . . . . . . . . .
232
232
232
234
234
235
237
237
238
239
239
240
241
242
242
243
244
244
245
246
246
246
248
248
248
Managing Working Time Regulations
Tracking Employee Working Time Data . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Key Working Time Information for New Employees . . . . . .
Managing Employee Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing and Printing Working Time Reports . . . . . . . . . . . . . . . . . .
Starting the Working Time Directive . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a Timesheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About the Working Time Directive Data Screen . . . . . . . . . . . . . . . . . . .
Using the Working Time Directive Toolbars . . . . . . . . . . . . . . . . . . .
Changing Timesheet Screen Colours . . . . . . . . . . . . . . . . . . . . . . . . .
251
252
252
255
255
256
257
259
260
262
vii
PERSONNEL DIRECTOR USER’S GUIDE
viii
Changing Timesheet Magnification. . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Timesheet Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recording Working Time Directive Data. . . . . . . . . . . . . . . . . . . . . . . . . .
Modifying a Timesheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a Timesheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Importing and Exporting Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Timesheet Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Other Working Time Directive Reports . . . . . . . . . . . . . . . . .
263
263
264
266
266
267
269
269
272
11
Using the Diary
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Activating the Diary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Personnel Director Diary Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . .
Controlling the Diary Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Diary Reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Automatic Reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Diary Reminder Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Diary Reminders Manually. . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Your Diary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Diary Reminder Pop-up Window. . . . . . . . . . . . . . . . . . . . . . . .
Exporting Personnel Director Diary Items to Outlook. . . . . . . . . . . . . . . .
275
275
276
276
276
277
277
280
280
283
284
284
12
Working with Groups and Filters
Working with Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating and Maintaining Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying an Employee’s Group Membership. . . . . . . . . . . . . . . . . .
Working with Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating an Employee Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applying an Employee Filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing an Existing Employee Filter . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting an Employee Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
285
285
286
286
289
290
290
295
295
296
CONTENTS
13
Working with Personnel Director Report List
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting and Exiting Personnel Director Report List . . . . . . . . . . . . . . . .
About the Personnel Director Report List Window . . . . . . . . . . . . . . . . .
The Personnel Director Report List Toolbar . . . . . . . . . . . . . . . . . . .
Managing Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Renaming a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Report, Letter and Graph Files . . . . . . . . . . . . . . . . . . . . . . . .
Creating a Report, Letter or Graph File . . . . . . . . . . . . . . . . . . . . . . .
Moving Files to Other Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Previewing a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Renaming a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Refreshing the Files and Folders List . . . . . . . . . . . . . . . . . . . . . . . . .
Importing a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Exporting a Letter, Report, or Graph File . . . . . . . . . . . . . . . . . . . . .
297
297
297
298
299
299
299
300
300
300
300
301
301
301
302
302
302
302
303
14
Word Processing and Mail Merging
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About Pre-Defined Letter Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Writing Standard Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Writing Other Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Your User Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Letter Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Modifying Letter Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Templates with the Personnel Director Word Processor . . .
Using Microsoft Word To Create Templates . . . . . . . . . . . . . . . . . . .
Using the Personnel Director Integrated Word Processor. . . . . . . . . . . . .
Word Processor Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Formatting Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Tables Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with the Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
305
305
306
307
311
314
315
315
317
318
322
322
323
324
325
ix
PERSONNEL DIRECTOR USER’S GUIDE
x
15
Working With Graphs
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying a Graph. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About the Graph Wizard Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Graph Wizard Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Graphs with the Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Example 1: Number of Employees by Department . . . . . . . . . . . . . . .
Example 2: Employees by Range of Pay Category . . . . . . . . . . . . . . .
Example 3: Number of Employees by Age and Division . . . . . . . . . .
Working with Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Saving Changes to a Graph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing the Graph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing the Graph Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applying 3-D Effects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Moving and Zooming Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Filtering Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Chart Titles and Adding Markers . . . . . . . . . . . . . . . . . . . .
Changing Chart Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing the Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Exporting a Personnel Director Graph . . . . . . . . . . . . . . . . . . . . . . . .
Copying the Graph to the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . .
333
333
333
334
335
337
337
340
342
345
345
346
347
347
348
349
350
350
355
355
355
16
Creating Queries
Creating a Query for Display and Selection. . . . . . . . . . . . . . . . . . . . . . . .
Creating a Query for a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Query Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Simple Query Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Summary Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running a Query for Display or Selection . . . . . . . . . . . . . . . . . . . . . . . . .
Editing a Query With the Query Designer . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Selected Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Groupings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Selection Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Sort Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
357
358
358
359
359
371
376
377
379
381
382
383
384
385
CONTENTS
Changing SQL Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Deleting a Query for Display or Selection . . . . . . . . . . . . . . . . . . . . . . . . 386
17
Working With Reports
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating New Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating New Reports Using the Report Wizard . . . . . . . . . . . . . . . .
Using the Page Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Page Layout Tools in the Page Designer . . . . . . . . . . . . . . . . .
The Design Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Previewing the Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
387
387
387
388
389
390
390
407
408
408
416
18
Batch Input and Global Updates
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Batch Input Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Global Update Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Implementing Employee Pay Increases . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Pay Increases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
417
417
418
423
433
433
19
Maintaining Personnel Director Databases
Starting the Database Maintenance Module . . . . . . . . . . . . . . . . . . . . . . .
Maintaining Personnel Director Servers . . . . . . . . . . . . . . . . . . . . . . . . . .
Maintaining a List of Personnel Director Databases . . . . . . . . . . . . . . . .
Creating a New Personnel Director Database. . . . . . . . . . . . . . . . . . . . . .
Importing Data from Other Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Preparing Data for Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Data Files for Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Importing Data using Import Definitions . . . . . . . . . . . . . . . . . . . . . .
Deleting an Import Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Refreshing Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Scheduling Recalculation Refreshes. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Populating Pick Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
437
438
439
440
442
443
443
445
446
452
453
455
456
xi
PERSONNEL DIRECTOR USER’S GUIDE
Purging Data from a Personnel Director Database . . . . . . . . . . . . . . . . . .
Using the Database Maintenance Utilities . . . . . . . . . . . . . . . . . . . . . . . . .
Backing Up and Restoring a Database . . . . . . . . . . . . . . . . . . . . . . . .
Validating and Repairing a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Shutting Down and Restarting a Database . . . . . . . . . . . . . . . . . . . . .
Changing Personnel Director Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . .
xii
457
459
461
463
465
467
20
Linking Personnel Director to Payroll Director
469
Installing the Payroll Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469
Using the Payroll Director Paylink with Personnel Director . . . . . . . . . . . 470
How the Payroll Director Paylink Works . . . . . . . . . . . . . . . . . . . . . . 471
Sharing Pay Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
Configuring the Payroll Director Payroll Link. . . . . . . . . . . . . . . . . . . . . . 476
Enabling the Payroll Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477
Specifying the Location of the Payroll Director Databases. . . . . . . . . 477
Linking Personnel Director Databases to Payroll Director Companies 477
Defining Basic Rates of Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Filtering Employees Transferred from Personnel Director . . . . . . . . . 481
Synchronising Employee Information . . . . . . . . . . . . . . . . . . . . . . . . . 482
Defining Standard Working Hours for Individual Employees. . . . . . . 483
Shared Fields between Personnel Director and Payroll Director . . . . 484
Troubleshooting the Payroll Link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
Configuring the Payroll Link Database Driver . . . . . . . . . . . . . . . . . . 487
21
Linking Personnel Director to Working Time Tracker
Installing the Working Time Tracker Link. . . . . . . . . . . . . . . . . . . . . . . . .
How the Link Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working Time Tracker and Payroll Director Integration. . . . . . . . . . .
Deleting Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Global Updates, Batch Inputs and the New Employee Wizard . . . . . .
Data Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Information Shared. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Employee Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pay Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
489
490
490
492
492
493
493
493
493
494
CONTENTS
Configuring the Link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Enabling the Link and Setting General Options. . . . . . . . . . . . . . . . .
Linking the Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Synchronising Employee Information . . . . . . . . . . . . . . . . . . . . . . . .
The Log File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
495
495
496
497
498
22
Scheduling Reports
Installing and Setting Up Report Scheduler . . . . . . . . . . . . . . . . . . . . . . .
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Installing Report Scheduler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring Report Scheduler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting Report Scheduler and Logging In. . . . . . . . . . . . . . . . . . . . .
Learning to Use Report Scheduler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working With Personnel Director Reports . . . . . . . . . . . . . . . . . . . . . . . .
Working With Scheduled Reports . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working With Archived Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . .
499
499
500
501
505
508
509
510
511
511
512
513
513
518
23
Using the Screen Designer
Starting the Screen Designer Module . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Designing Screens. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About the Screen Designer Window . . . . . . . . . . . . . . . . . . . . . . . . .
Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Screens. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Designing Screen Prints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Opening Screen Print Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About the Screen Print Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Page Layout Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Positioning and Sizing Objects and Data Fields. . . . . . . . . . . . . . . . .
Previewing the Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
521
522
523
523
527
546
556
571
580
581
581
583
588
590
593
xiii
PERSONNEL DIRECTOR USER’S GUIDE
xiv
Service and Support
Support Desk Business Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Purchasing Support - Protecting Your Investment . . . . . . . . . . . . . . . . . . .
Contacting Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
595
595
595
596
Appendix A
Understanding Pay Period Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . .
Annual Pay Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pay Per Period Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Hourly Rate Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
597
597
597
598
600
Appendix B
Using Operators and Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Operator Precedence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Arithmetic Operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Relational Operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Logical Operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
String Operators. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Boolean Operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assignment Operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Statistical Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
String Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
601
601
601
602
603
603
604
604
604
605
606
Index
609
1
INTRODUCING PERSONNEL
DIRECTOR
Welcome
Welcome to Personnel Director, the latest 32-bit client-server HR system from
Vizual Business Tools plc, part of OneClickHR plc.
The programming team here at Vizual Business Tools plc has worked hard to
create a product that can help you to collect, collate, and report on employee
data, quickly and easily. Our aim has been to develop a system that is easy to
use and offers more functionality per £ than any other personnel software on
the market.
You can use Personnel Director to quickly and efficiently gather personnel
data and, where possible, reduce the administrative burden of keeping
personnel records. Key dates can be logged automatically so they don’t slip by
unnoticed, and detailed analysis of the stored data can be carried out at the
click of the mouse, effortlessly producing comprehensive management
reports. Whether you have upgraded from our other products or are using a
Vizual product for the first time, we hope that Personnel Director will make
your life easier.
Thank you for selecting Vizual as your HR system supplier.
How This Guide is Organised
This User’s Guide is organised as follows.
Chapters 2 to 4 provides you with the information you need to install and set
up Personnel Director in your organisation. This includes instructions on how
to set up multiple user accounts, create templates for adding new users, and
specify the privileges that users have to access databases, fields, screens,
functions, modules, and the records of other employees.
1
PERSONNEL DIRECTOR USER’S GUIDE
Chapters 5 to 9 cover the basics of Personnel Director, including: opening and
closing databases, working with key employee detail records, recording and
tracking holiday and absence, and working with other types of employee data,
such as career and medical history, training and education, and payroll and
bank details.
Chapter 10 contains the information you require to track employee hours in
compliance with the Working Time Regulations.
Chapters 11 to 15 cover creating and using diary reminders, working with
groups and filters, using the Report List to organise your documents, printing
mail merge letters, and creating and printing graphs.
Chapters 16 and 17 contain information you can use to further exploit
Personnel Director’s capabilities. Use the instructions to create database
queries, employ Personnel Director’s advanced reporting techniques and lay
out and format reports in the Page Designer.
Chapter 18 explains how to update records using the batch input and global
update functions.
Chapter 19 is dedicated to the maintenance of your Personnel Director
databases. Here is where you find instructions on maintaining lists of
databases and servers, populating pick lists, refreshing calculations, and, when
necessary, importing data from other sources, as well as database backup,
restore, verification and repair and shutdown and restart operations.
Chapter 20 explains how to install and configure the Payroll Link and specify
what information is shared between Personnel Director and the payroll
program, Payroll Director. By linking to this payroll program, you eliminate
re-keying of information in the payroll and Personnel Director programs.
Chapter 21 explains how to install and configure Working Time Tracker and
specify what information is shared between Personnel Director and the
tracking program. By linking to Working Time Tracker, you eliminate rekeying of information in the tracking and Personnel Director programs.
Chapter 22 explains how to install and configure the Report Scheduler so that
you can generate Personnel Director reports on a scheduled basis and email
them to the selected recipients.
2
INTRODUCING PERSONNEL DIRECTOR
1
Chapter 23 contains information about the Screen Designer. Use this
advanced application to customise Personnel Director’s screens and screen
prints to meet your organisation’s requirements. You can even create new
screens and their associated screen prints. Screen Designer is also the tool you
use to change the Employee Record Card.
This manual also includes details of the Service and Support you can obtain
for Personnel Director and two appendices that contain information about pay
period calculations and how to use operators and functions.
About Vizual Business Tools
Vizual Business Tools was set up in 1996, and shipped its first product, Visual
Personnel, to customers in June 1997. The business was established to fill the
market need for a powerful, yet cost effective off-the-shelf HR system.
Within 18 months of its launch, Visual Personnel had become the best-selling
HR software in the UK, with over 5000 users in 3500 companies. The Dutch
version of the product was launched in March 1998 and by January 1999, the
UK version had been shipped to customers in over 26 countries worldwide.
Other products in the Vizual range include:
Employee Self Service Module – the add-on for Personnel Director that gives
users access to employee data from a web-based interface.
Payroll Director — easy to use customisable enterprise-level payroll
software.
CaptureIT/Working Tiime Tracker — the PC and hardware-based time
recording system.
Recruitment Director — A professional, flexible, fully customisable
enterprise-level recruitment management system.
Training Administrator – the essential tool for effective training
administration management.
HRCHARTER – a simple-to-use graphical tool for charting management
structures, lines of reporting and hierarchy. Available to link with both
Personnel Manager and Personnel Director.
KWIKID
– the complete out-of-the-box ID card solution.
3
PERSONNEL DIRECTOR USER’S GUIDE
Fleet Manager — the fleet management software solution.
Personnel Manager — the 32-bit HR system for single or multiple users.
Screen Designer — an add-on tool for customising screens within Personnel
Manager to the user’s exact requirements. (This add-on is included in
Personnel Director for customising Personnel Director screens.)
Asset Tracker — the tool for managing corporate assets.
Accident Tracker — an electronic accident book.
Risk Assessor — the ideal solution for assessing risk in the workplace.
COSHH Manager — 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:
4
•
Key Personal Details
•
Attached Documents
•
Correspondence History
•
Career History
•
Disciplinary & Grievance Records
•
Bank Details
•
Benefit History
•
Company Vehicle Details and Use
•
Education History
•
Emergency Contacts
•
Employment History
•
Employee Appraisals
INTRODUCING PERSONNEL DIRECTOR
•
Exit Interview
•
Holiday and Absence
•
Key Dates
•
Maternity Details
•
Medical History
•
Professional Memberships
•
Pay History
•
Skills Records
•
Terms and Conditions of Employment
•
Training History
1
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.
5
PERSONNEL DIRECTOR USER’S GUIDE
Personnel Director comes with its own Report Builder tool, allowing users to
easily analyse data stored on the system. The software comes with a wealth of
standard reports that can be modified, and users can add unlimited new reports
and graphs. Reports can be generated in text format or as graphs which can
easily be copied into other Windows applications.
Supported users of Personnel Director can also access the Employers’ Guide
to HR at www.vizual.co.uk/employers-guide.asp – an online guide to good
personnel management practice. This feature is particularly useful if you have
not had formal personnel management training and require clarification on
what course of action to take when managing employees.
Note: To use Microsoft Word, Excel, or Outlook, ensure that the application
(97 or above) is properly installed on your computer.
Backing Up Your Data
It is extremely important that you regularly make backups of your Personnel
Director databases. Back up Personnel Director databases using your own
scheduled backup software. For more information, see “Backing Up and
Restoring a Database” on page 461.
6
2
INSTALLING
PERSONNEL DIRECTOR
This chapter contains installation and startup instructions for InterBase and the
Personnel Director. InterBase is a Relational Database Management System
(RDMS) used by Personnel Director to store and manipulate employee
information. This chapter also includes instructions about upgrading from
Personnel Manager to Personnel Director.
Note: See the next chapter for instructions on creating user accounts and
templates and setting security privileges.
7
PERSONNEL DIRECTOR USER’S GUIDE
System Requirements
Use the following table to ensure that you have the required hardware and
software for the server, workstations and network where Personnel Director is
to be run.
Client
The Personnel Director Client runs on an IBM compatible
PC running one of the following operating systems:
•
Microsoft Windows 95, 98, ME or Microsoft Windows
NT4 Workstation (Service Pack 5 and above)
Minimum Specification: Intel Pentium (or compatible),
233MHz (or higher) 64MB RAM, CD-ROM or DVDROM drive.
•
Microsoft Windows 2000 or Microsoft XP
Minimum Specification: Intel Pentium II (or
compatible) 300MHz (or higher), 128MB RAM, CDROM or DVD-ROM drive.
Note: While you can run Personnel Director on lower
specification systems, there could be a performance loss
when using large databases.
Server
The Personnel Director Server is based on InterBase 5.6,
and will run on one of the following network operating
systems:
•
Microsoft Windows 95, 98, ME or Microsoft Windows
NT4 Workstation (Service Pack 5 and above)
•
Microsoft Windows 2000 or Microsoft XP
•
Red Hat Linux 5.1
•
Novell Netware 4.2 /5
•
SCO Open Server 5.0
•
Solaris 2.5.x /2.6
•
Hewlett Packard
•
HP-UX 10.20
•
IBM Power PC AIX 4.1.2/ 4.1.3
Minimum recommended hardware is: Intel Pentium II (or
compatible) 300MHz (or higher), 128MB RAM.
8
INSTALLING PERSONNEL DIRECTOR
Network Protocols
2
Network protocols should be MS-NET compatible for
Multi-user versions. For example, TCP\IP, IPX\SPX.
Note: If the network protocol is NETBUI or NETBIOS, do
not set up the server on Windows 95 or 98 due to
compatibility issues
OLE Links
Personnel Director comes complete with custom Word
Processor, Spreadsheet and Diary programs. Personnel
Director also links dynamically with the following
applications:
•
Word processor: MS-Word 97 and above.
•
Spreadsheet:
MS Excel 97 and above
•
Diary:
MS Outlook 97 and above
Application Disk
Storage
Personnel Director requires 40Mb hard drive space for
installation on client systems.The InterBase Server
requires a minimum of 10Mb for the application.
Data Disk Storage
It is recommended that at least 20MB of hard drive space is
available to store databases on the server.
A database containing 10,000 records with one sub record
per employee, uses approximately 10MB of disk space
This increases if all available fields are populated, large
notes fields are used, multiple sub records are created, or if
any files are attached to the database.
If images or other files are attached to a Personnel Director
database, then additional storage space will be required for
these files.
Part 1: Installing Personnel Director on the Network Server
To install the server component of Personnel Director, you must complete the
following steps on the network server:
Step 1: Install the InterBase Server
Step 2: Add additional InterBase licences and restart InterBase services
Step 3: Install Personnel Director Global, Demo and Archive databases
Step 4: Change the InterBase Server administrator password
9
PERSONNEL DIRECTOR USER’S GUIDE
Notes:
1. Before installing Personnel Director, make sure that you have the
necessary administrator rights and permissions to perform the
installation.
2. Ensure that Regional Options are set to English(United Kingdom). (Select
Start>Settings>Control Panel>Regional options General tab).
3. Note the name or IP address of the server.
Step 1: Installing the InterBase Server
1. Place the InterBase CD-ROM into the CD-ROM drive of the server where
you want to install Personnel Director.
The Setup program should start automatically. If it does not, follow these
instructions to start the Setup program.
• Click the Start button on the Taskbar.
• Select Run from the popup menu.
• Type x:\setup.exe where X is the drive letter of your CD-ROM drive,
then click the OK button.
The main InterBase screen appears.
2. Select the Install InterBase 5.6: Client And Server option.
3. Click Next until the Software Activation Certificate screen appears.
10
INSTALLING PERSONNEL DIRECTOR
2
Provide the following information found in your InterBase licence
agreement.
Certificate ID. Type the certificate identification number.
Certificate Key. Type the certificate key.
4. Click Next until the Component Selection screen appears.
• If space is a consideration, the following components are optional:
Online Documentation
Software Development Support
Example Programs
Example Databases
ODBC Driver
Clear the checkboxes of those components you do not want and click
OK.
• To change the destination, click the Browse button to select the desired
folder.
5. Click the Install button to install the components.
11
PERSONNEL DIRECTOR USER’S GUIDE
When the files are copied, the InterBase Server Setup Complete screen
appears.
6. Click Finish.
The main InterBase window reappears.
7. Click Exit.
12
INSTALLING PERSONNEL DIRECTOR
2
Step 2: Installing Additional Database Licences and Restarting InterBase
Services
Locate the licence card in the box with the Personnel Director software. On it,
you will find the appropriate licence keys for the version of Personnel Director
that you purchased (5, 10 or 20 simultaneous users). Additional licences can
be purchased from Vizual Business Tools.
1. From the Start button, select Programs>InterBase>Licence Manager.
The InterBase License Registration screen appears.
2. Add or remove licence information.
• To add a licence, click the Add button, type the Certificate ID and
Certificate Key provided by the licence, and click OK.
• To remove a licence, select the Certificate ID and click Remove.
3. Click OK.
The licencing information is updated.
4. From the Start button, select Settings>Control Panel>Services.
13
PERSONNEL DIRECTOR USER’S GUIDE
The Services screen appears.
5. Stop the InterBase server. Select the InterBase Server and click the Stop.
6. Restart the InterBase Guardian. Select InterBase Guardian and click Start.
7. Exit Services. Click the Close button.
Step 3: Installing the Personnel Director Global, Demo and Archive Databases
In this step, you restore the Personnel Director Global, Demo and Archive
databases from the Personnel Director CD-ROM onto the network server. Be
sure that you restore these databases to a directory on the network server
computer and note the location of the databases.
Important Note: Personnel Director clients do not and should not have
access to the Personnel Director directory on the network server where the
database files are stored. Access to the databases is controlled by the
InterBase server program. The user does not need an account on the network
server computer, although they must be able to see the server in their Network
Neighborhood and must be able to Ping it.
1. Using Explorer, create a folder to contain the Personnel Director
databases; for example, C:\PD
2. Place the Personnel Director CD-ROM into the CD-ROM drive of the
server where you want to install Personnel Director databases.
Note: If the Setup program starts automatically, cancel it.
3. From the Programs menu, select InterBase>Server Manager.
4. In Server Manager, select File>Server Login.
14
INSTALLING PERSONNEL DIRECTOR
2
The Login screen appears.
Provide the following information in the Server Info section:
User Name. Type SYSDBA.
Password. Type masterkey. The password is case sensitive; it must be
typed in small letters.
5. To log into the IB server, click OK.
6. From the Tasks menu, select Restore.
The Database Restore screen appears.
15
PERSONNEL DIRECTOR USER’S GUIDE
Backup File or Device. Type d:\Databases\VBTGlobaldata.gbk. If the
Personnel Director CD is not in the D driver, type the correct drive letter.
Primary Database File. Type c:\PD\VBTGlobalData.gdb. If the folder
you created for the Personnel Director databases in step 1 is not PD, type
the correct folder name.
Page Size. Type 4096.
7. To create the Global database, click OK.
8. When the restoration process is finished, close the Information screen.
9. Restore the Archive database. Follow steps 6 to 8 substituting the
following information on the database file locations for the Archive
database.
Backup File or Device. Type d:\Databases\Archive.gbk. If the
Personnel Director CD is not in the D driver, type the correct drive letter.
Primary Database File. Type c:\PD\Archive.gdb. If the folder you
created for the Personnel Director databases in step 1 is not PD, type the
correct folder name.
Page Size. Type 4096.
10. You can optionally restore the Demo database. Follow steps 6 to 8
substituting the following information on the database file locations for
the Demo database.
Backup File or Device. Type d:\Databases\demodata.gbk. If the
Personnel Director CD is not in the D driver, type the correct drive letter.
Primary Database File. Type c:\PD\demodata.gdb. If the folder you
created for the Personnel Director databases in step 1 is not PD, type the
correct folder name.
Page Size. Type 4096.
11. When the restoration process is finished, close the Information screen.
The NT server is now ready for Personnel Director.
16
INSTALLING PERSONNEL DIRECTOR
2
Step 4: Changing the InterBase Server Password
We strongly recommend that you change the system administration password
to the InterBase server. To do this, start the InterBase Server Manager; consult
your InterBase manual or online help for instructions.
Once you have changed the system administrator password in InterBase, you
will need to run the program ChangePassword.exe on all PCs which use
Personnel Director. For details please refer to “Changing the SYSDBA
Password for Personnel Director Workstations” on page 29.
Note the name or IP address of the server.
Part 2: Installing Personnel Director on a Workstation
To install the Personnel Director on a client workstation, you must install the
Personnel Director client software, the InterBase database drivers and,
optionally, the InterBase Client Tools (with these tools, you can administer
InterBase databases remotely for backup, restore and repair). When this is
complete, from one of these workstations, you can configure Personnel
Director database for all workstations.
Step 1: Install the InterBase Client Tools (all workstations)
Step 2: Check communications with the server
Step 3: Install the Personnel Director software (all workstations)
Step 4: Configure Personnel Director databases (one workstation)
Note: Before installing Personnel Director on a Windows or NT network, make
sure that you have the necessary administrator rights and permissions to
perform the installation.
17
PERSONNEL DIRECTOR USER’S GUIDE
Step 1: Installing the InterBase Client Tools on a Workstation
1. Place the InterBase CD-ROM into the CD-ROM drive of the workstation
where you want to install Personnel Director.
The Setup program should start automatically. If it does not, follow these
instructions to start the Setup program.
• Click the Start button on the Taskbar.
• Select Run from the popup menu.
• Type x:\setup.exe where X is the drive letter of your CD-ROM drive,
then click the OK button.
2. Select the Install InterBase 5.6 Client Only option.
3. Click Next until the Component Selection screen appears.
4. Click Next until the Component Selection screen appears.
• To accept the default component selection, click OK.
• If space is a consideration, the following components are optional:
Online Documentation
Software Development Support
Example Programs
ODBC Driver
Clear the checkboxes of those you do not want and click OK.
5. Click the Install button to install the components.
When the files are copied, the InterBase Client Setup Complete screen
appears.
6. Click Finish.
The main InterBase window reappears.
7. Click Exit.
18
INSTALLING PERSONNEL DIRECTOR
2
Step 2: Check Communications with the Server
1. From the Start button, select Programs>InterBase>Communication
Diagnostics.
The Communications Diagnostic Tool screen appears.
2. Click the Remote Server option.
19
PERSONNEL DIRECTOR USER’S GUIDE
3. Provide the following information.
Server: Type the name of the server where the Personnel Director
databases are located.
Network Protocol: Select the network protocol from the drop-down list;
for example, TCP/IP.
Database: Type the path of the Personnel Database with which
communication is to be tested; for example, C:\PD\GlobalData.gdb. The
path you enter here is the path to the database as the server sees it, not as
the client workstation sees it (as a shared drive).
User Name. Type SYSDBA.
Password. Type masterkey or the password currently assigned to
SYSDBA. The password is case sensitive; it must be typed in small
letters.
4. Click the Test button.
The diagnostics program test the communication and reports the results.
20
INSTALLING PERSONNEL DIRECTOR
2
If there is a problem:
• Check the spelling of the server, path and file are correct.
• Check that the syntax is correct for the network protocol you are using.
• Use the connection testing commands to test for network
communication problems; for example, on TCP/IP use the DOS
command PING to test the network connection.
5. When you are finished, click Exit.
Step 3: Installing the Personnel Director Software on a Workstation
1. Place the Personnel Director CD-ROM into the CD-ROM drive of the
workstation where you want to install Personnel Director.
The Setup program should start automatically. If it does not, follow these
instructions to start the Setup program.
• Click the Start button on the Taskbar.
• Select Run from the popup menu.
• 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 appears.
21
PERSONNEL DIRECTOR USER’S GUIDE
It is recommended that you accept the suggested location, which is:
C:\Program Files\PersDir. To specify a different location, click the Browse
button.
3. Click Next.
Next, you are asked if you want to make a copy of your previous files so
that you can return to the previously installed version if required.
Select Yes to make a backup, then use the Browse button to specify a drive
and directory for the backup files, or No to continue without backing up
the older version files.
4. Click Next.
22
INSTALLING PERSONNEL DIRECTOR
2
The Select Components screen appears.
Personnel Director: Click this checkbox to install the Personnel Director
program.
Security Manager: Click this checkbox to install Security Manager – an
application you can use to set up multiple user accounts and specify users’
privileges for accessing databases, fields, screens, functions, modules, and
the records of other employees. This program is typically used by the
Administrator.
Database Maintenance: Click this checkbox to install Database
Maintenance – a wizard to create new and maintain a list of current
Personnel Director databases. You can also use the wizard to import data
from other sources, refresh Personnel Director calculations, and purge
data. This program is typically used by the Administrator.
Screen Designer: Click this checkbox to install Screen Designer – a
program you can use to customize or create Personnel Director screens
and screen prints. This program is typically used by the Administrator or a
programmer.
5. Click the Next button to continue.
23
PERSONNEL DIRECTOR USER’S GUIDE
Next, you are asked the name of the Personnel Director group you wish to
create; accept the default Personnel Director, or select another group.
6. Click Next.
The Get Database Information dialog appears.
Provide the following information:
Server Name. Type the name of the server where the Personnel Director
database is installed; for example, VBTSERV.
Server Description. Type a description for the server where the Personnel
Director database is installed; for example, Vizual Server.
24
INSTALLING PERSONNEL DIRECTOR
2
Database Location. Type the name of the folder you created on the server
when you installed the Personnel Director databases; for example c:\PD.
Communication Protocol. Select the communication protocol used on
your network. If you are installing the Personnel Director software on the
same computer as you installed the InterBase Server, set the protocol to
Local InterBase.
Mail Server Host Name. Type the name of the computer that is serving
as the mail server; for example, MAILSERVER.
7. Clck Next.
Indicate whether the user is to use Microsoft Outlook or the Vizual Diary
(Personnel Director’s built-in diary).
25
PERSONNEL DIRECTOR USER’S GUIDE
8. Click Next. Follow the instructions on the screen.
The installation program continues automatically. When the installation is
complete, a message appears indicating successful installation. A new
Start menu group is created for Vizual Business Tools as well as a desktop
shortcut for each module.
Step 4: Configuring Personnel Director at a Workstation
1. From the Start button, select Programs>Personnel Director>Database
Maintenance.
The Database Maintenance Login screen appears.
2. Provide the following login information:
User Name. Type USERNAME as the User Name.
Password. Type password as the password.
26
INSTALLING PERSONNEL DIRECTOR
2
Server. Select the server running the Personnel Director database that you
want to maintain. The path to the Personnel Director files is displayed
below.
Note: Click the button to the right of the drop-down list button to
maintain the list of servers.
3. From the File menu, select Manage Database List.
The Manage Database List screen appears.
4. Provide the following information for the demonstration database:
Name. Type: Demodata.
Description. Type: Demonstration Data.
Location. Type the server and folder location of the Personnel Director
Demo database on the server; for example, VBTServer:c:\PD\Demodata.gdb.
This Database Is The Archive Database. Clear this checkbox. (This is
not an Archive database).
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.
27
PERSONNEL DIRECTOR USER’S GUIDE
Location. Type the server and folder location of the Personnel Director
Demo database on the server; for example, VBTServer:c:\PD\Archive.gdb.
This Database Is The Archive Database. Click this checkbox to
designate that this database is an Archive database.
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.
Upgrading Databases from Previous Personnel Director
Versions
You only need to perform this procedure once.
1. From the Start menu, select Run.
2. From the folder C:\Program Files\Persdir, and select the file
PDUpgrade.exe.
3. Double-click the file.
4. Provide the following login information:
User Name. You cannot update this field, the User Name must be
SYSDBA.
Password. Type masterkey or the password your administrator assigned
to you.
Server. Select the server running the Personnel Director database that you
want to maintain. The path to the Personnel Director files is displayed
below.
Note: Click the button to the right of the drop-down list button to
maintain the list of servers.
5. Click the OK button to continue run the application.
6. At the end of the upgrade process, click OK.
28
INSTALLING PERSONNEL DIRECTOR
2
Changing the SYSDBA Password for Personnel Director
Workstations
If you changed default password for Interbase user SYSDBA, please do the
following:
Note: You need to perform this for each and every Personnel Director
workstation.)
1. From the Start menu, select Run.
2. Click the Browse button to locate the folder where you installed Personnel
Director. The default directory is C:\Program Files\PersDir.
3. Double-click the file, ChangePassword.exe.
This filename appears on the Run screen,
4. Click the Ok button to run this file.
5. Provide the following information:
Old Password. Type the existing SYSDBA password.
New Password. Type the new SYSDBA password.
Confirm Password. Re-type the new SYSDBA password.
6. Click the Save button.
Personnel Director will now use the new password to connect to the
databases.
Installing the Recalculation Program
The installation CD-ROM contains a folder called Recalculate. Running the
Setup program in this folder installs a program that you can use to schedule
recalculation of Personnel Director screens. For more information on how to
install this program and schedule recalculation refreshes with the Windows
Task Scheduler, see “Scheduling Recalculation Refreshes” on page 446.
29
PERSONNEL DIRECTOR USER’S GUIDE
Upgrading from Personnel Manager
If you are a Personnel Manager user, you can very easily upgrade to Personnel
Director. The upgrade process will convert all your databases for use with
Personnel Director.
The following information is transferred from the Personnel Manager to
Personnel Director database:
•
•
•
•
•
•
Company data
Employee data
Diary reminders
Letter templates
Leave allowances
Attached documents
Important Notes
Due to enhancements in Personnel Director, some items are not converted and
may therefore require attention before normal use of the converted database.
See “Preparing Your Converted Database for Use” on page 32.
•
The Wizard does not convert 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:
30
•
Both Personnel Director and Personnel Manager must be available and
working before you can convert 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 database files (.GDB) that should exist on the file server is
DEMODATA.GDB. All other databases should be deleted and removed
from the Database List. (To remove databases from the Database List,
use the Database Maintenance’s Database List function; see “Maintaining
a List of Personnel Director Databases” on page 440). The Upgrade will
INSTALLING PERSONNEL DIRECTOR
2
not transfer data if it finds a Personnel Director database with the same
name in the folder (for example, Archive).
To run the Upgrade Wizard
1. If you haven’t already done so, install Personnel Director on all required
workstations. Check that you can start and run Personnel Director on each
workstation.
2. Ensure that all users are logged off. Exit Personnel Manager and
Personnel Director. Make sure that the Diary Reminder is not running.
3. Start the Personnel Director Upgrade Wizard.
• From the Windows task bar, click Start, then Run.
• Type c:\Program Files\PersDir\VBTUpgradePD.exe and click OK.
The Upgrade Wizard starts and guides you through the upgrade process.
4. First click the Notes button to read about some important considerations
before you proceed.
5. Click the Start button to start converting your databases.
A progress meter shows you the status as each conversion proceeds.
6. When the conversion is complete, click Finish.
31
PERSONNEL DIRECTOR USER’S GUIDE
Preparing Your Converted Database for Use
There are several tasks you should complete in Personnel Director before
normal use of the database.
•
Recreate any custom reports, graphs and queries.
•
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>Vizual Business Tools>Personnel Director>Personnel Director
-orDouble-click the Personnel Director icon on the desktop.
The Personnel Director Login screen appears.
Provide the following information:
User Name. Type USERNAME as default User Name.
Password. Enter password as the default password.
Note: User Names and Passwords to Personnel Director
databases can be set and changed using the Security module. For
more information, see chapter 3 “Setting Up Security” on page 35.
Server. Select the server running the Personnel Director database that you
want to maintain. The path to the Personnel Director files is displayed
below.
Note: Click the button to the right of the drop-down list button to
maintain the list of servers.
32
INSTALLING PERSONNEL DIRECTOR
2
2. Click OK.
3. Click the Open Database button.
-orFrom the File menu, select Open Database.
4. Select the database you want to use and click the Open button.
33
PERSONNEL DIRECTOR USER’S GUIDE
34
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 screens such as Exit
Interviews and Pay History, or to sensitive fields within screens, and deny
access to the records of departments such as Finance and Administration.
•
Control the access that users have to the records of other employees.
Starting the Security Manager Module
Note: You can log in to the Security Manager module only when no other
users are logged in to Personnel Director, Database Maintenance or Screen
Designer.
1. From the Start menu, select Programs>Vizual Business Tools>Personnel
Director>Security Manager.
The Security Manager Login screen is displayed.
35
PERSONNEL DIRECTOR USER’S GUIDE
2. Provide your password and the server where the Personnel Director
database you want to use is located. For further instructions, see “Starting
Personnel Director and Logging In” on page 32.
3. Click OK.
The Security Manager Screen
The Security Manager screen is shown below:
The Security Manager toolbar contains the following buttons:
Create a new user account.
Create a template for adding new user accounts.
Edit a user account or template.
Delete a user account or template.
Lock or unlock a user account or template
36
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
Set up security at the module level
Set up security for an entire database
Set up security at the screen level
Set up security at the field level
Set up security at the function level
Set up security at the employee level
View the audit log
Adding a New User Account
There are three ways to add a new user account:
•
specify all the settings in the New User Wizard.
•
use a template you have created and saved.
•
copy the settings from those of an existing user.
Note: When you create a user based on the settings in a template or copy the
settings of another user, the Wizard copies all access privileges, including the
right to access databases, fields, screens, functions, and the records of other
employees from the template or user account. To modify these privileges, see
“Setting Security Privileges for a User Account or Template” on page 45.
To add a new user account
1. Click the New User button or press Ins.
37
PERSONNEL DIRECTOR USER’S GUIDE
The New User Wizard appears.
2. Select the I Want To Specify All Settings Myself option.
3. Click Next. 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.
• Select the database that contains the staff member from the Employee
Database drop-down list.
• Select the staff number of the employee you are adding as a user.
• Click OK.
38
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
Password. Type the password the user will use to log in. The password
must be a minimum of 5 characters.
Confirm. Type the password again to confirm. Click Next.
Note: Users can modify their own password in Personnel Director. We
recommend issuing them a default password, and then asking them to
change it themselves.
4. In the User Contact Details screen, specify the following:
Office. Select the office to which the user belongs from the Pick List.
Department. Select the department to which the user belongs from the
Pick List.
Location. Select the location to which the user belongs from the Pick List.
Phone No. Type the user’s phone number.
E-mail. Type the user’s e-mail address.
39
PERSONNEL DIRECTOR USER’S GUIDE
5. Click Next.
6. 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 appears.
2. Click I Want to Use Settings From This Template.
3. Click the Pick List button and select the template, then click OK.
4. On the Key User Details screen, complete the following information:
40
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
• Enter an ID for the new user.
• Type the user’s forename and surname.
• Click the Pick List beside Staff Number and select a database and Staff
Number, then click OK.
• Type a password for the new user. Type it again to confirm. The
password must be a minimum of 5 characters.
5. Click Next.
• Select the user’s department and location using the Pick Lists.
• Enter the user’s phone number and e-mail address.
6. Click Next and then click Finish.
To add a new user account based on the settings of another user
1. Click the New User button.
The New User Wizard appears.
2. Click I Want to Use Settings From This User.
41
PERSONNEL DIRECTOR USER’S GUIDE
3. Click the Pick List button.
4. Select the user, then click OK.
5. Click Next.
6. On the Key User Details screen, complete the following information:
• Enter an ID for the new user.
• Type the user’s forename and surname.
• Click the Pick List beside Staff Number and select a database and Staff
Number, then click OK.
• Type a password for the new user. Type it again to confirm. The
password must be a minimum of 5 characters.
7. Click Next.
• Select the user’s department and location using the Pick Lists.
• Enter the user’s phone number and e-mail address.
8. Click Next and then click Finish.
42
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
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. Click the New Template button.
The New Template Wizard appears.
2. Click the I Want to Specify All Settings Myself button, then click Next.
43
PERSONNEL DIRECTOR USER’S GUIDE
3. Provide the following information:
Template Name: For example, you could name the template Demo1.
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.
4. Click Next, then click Finish.
5. Set the security privileges for databases, screens, fields, functions and
modules and employee records as described in “Setting Security
Privileges for a User Account or Template” on page 45.
Editing User Accounts or Templates
You can modify the settings for a user, such as their name, password,
department and location. You cannot change their user ID.
1. Select the user account or template from the User Accounts And
Templates list.
2. Right-click and select Edit, or press F4.
3. Click Next. Modify the user account as required, clicking Next to move
through the screens.
4. Click Finish.
Locking and Unlocking User Accounts or Templates
1. Select the user account or template from the User Accounts And
Templates list.
2. Click the Lock/Unlock User button.
When the account or template is locked, Yes appears in the Is Locked?
column in the User Accounts and Templates window. Click the Lock/
Unlock User button to unlock the account.
When an account is locked, the user will not be able to log on until you
clear the lock. This is useful, for example, when an employee is out of the
office for a holiday or business trip. For new users, you may want to lock
44
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
an account when you are creating it for a new hire who will start work in a
month, at which time you can unlock the account.
Deleting User Accounts or Templates
You can delete user accounts and templates that you no longer require.
1. Select the user account or template from the User Accounts And
Templates list.
2. Click the Delete button on the toolbar.
-orRight-click and select Delete or press Del.
3. Confirm that you want to delete the item.
Setting Security Privileges for a User Account or Template
When a new user or template account is added to 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:
• Select the user account or template from the User Accounts And
Templates list.
-or• Right-click and select the item for which you want to set privileges, or
click the toolbar button for the item.
2. Go to the heading for the level of security you are setting.
45
PERSONNEL DIRECTOR USER’S GUIDE
Modifying Module Level Privileges
When a new user or template account is added in Personnel Director, the
account is given access to all modules. You can modify a selected user’s
access to each of the Personnel Director modules.
1. Select the user account or template from the User Accounts And
Templates list.
2. Click the Module Security button, or press Ctrl+M.
3. To give the account access to a module, leave the checkbox selected; to
deny the account access to a module, clear the checkbox.
4. Click OK.
46
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
Modifying Database Level Privileges
If you deny access to a database, the user cannot open that database.
1. If you select Databases, click Next to go to the next screen.
2. On the Database Access screen, select which databases the user can access
and which ones they are prohibited from accessing.
• To add a database in the Allowed list to the Prohibited list, click the
Add button.
• To remove a database from the Prohibited list and make it available,
click a database in the Prohibited list and then click the Remove
button.
• Use the Add All button to move all the databases in the Allowed list to
the Prohibited list.
• Use the Remove All button to move all the databases in the Prohibited
list to the Allowed list.
3. Click Next, then click Finish.
47
PERSONNEL DIRECTOR USER’S GUIDE
Modifying Screen Level Privileges
If you deny access to a particular screen, the associated screen button is
disabled on the toolbar.
1. If you select Screens, click Next to go to the next screen.
2. On the Screen Access screen, select which screens the user can access and
which ones they are prohibited from accessing.
• To add a screen in the Allowed list to the Access Prohibited list, click
the Add button.
• To remove a screen from the Prohibited list and make it available, click
a screen in the Prohibited list and then click the Remove button.
• Use the Add All button to move all the screens in the Allowed list to
the Prohibited list.
• Use the Remove All button to move all the screens in the Prohibited
list to the Allowed list.
48
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
3. Click Next.
4. To select the screens which the user can access and view, but not change,
using the buttons as described above.
5. Click Next.
6. Select the screens which the user can view and change information on, but
not delete information from, using the buttons as described above.
7. Click Next, then click Finish.
49
PERSONNEL DIRECTOR USER’S GUIDE
Modifying Field Level Privileges
1. If you select Fields, click Next to go to the next screen.
2. On the Screen Name screen, select a screen that you want to define field
level privileges.
3. Click Next.
4. On the Field Access screen, select the fields that you do not want the user
to access, using the buttons as described above.
50
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
5. Click Next.
6. Select the fields that the user can view, but not change information in.
7. Click Next, then click Finish.
Modifying Function Level Privileges
1. If you select Functions, click Next to go to the next screen.
51
PERSONNEL DIRECTOR USER’S GUIDE
2. On the Function Access screen, select the modules or functions that the
user has access to using the buttons as described above.
3. Click Next, then click Finish.
Modifying Employee Level Privileges
Use employee-level privileges to grant or deny users access to the records of
other employees. When a user is denied access to employee records, those
records will not appear in the list of users on Personnel Director screens.
1. If you select Employees, click Next to go to the next screen.
2. On the Employee Criteria screen, click the Add button.
52
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
3. 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.
4. Select the master field values to exclude from access.
• Select the field value from the drop-down list, then click the Exclude
checkbox.
• 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.
6. Repeat steps 3 to 5 until all the values have been added, then click OK.
7. Check the list in the Employee Criteria screen. Click Next, then click
Finish.
53
PERSONNEL DIRECTOR USER’S GUIDE
Auditing Personnel Director Usage
Use the Audit Log feature of the Security Manager to monitor Personnel
Director usage, including the date and time when users log in and out, the
database they use and the type of usage (for example, record maintenance).
1. From the Security Manager Security menu, select View Audit Log, or
press Ctrl+A.
2. Take any of the following actions.
Filter the list of users and their activities. Select the type
and filter criteria and click OK.
Sort the list of users. Select the sort criteria and sort order
and click OK.
Show all users if a filter has been applied.
Clear the audit log. Confirm that you want to clear the log.
Export the Audit Trail details.
Exit the Audit Trail dialog.
54
PERSONNEL DIRECTOR
SETTING UP SECURITY
3
Starting Personnel Director and Logging In
1. From the Start menu, select Programs>Vizual Business Tools>Personnel
Director>Personnel Director.
2. 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.
55
PERSONNEL DIRECTOR USER’S GUIDE
56
4
SETTING UP PERSONNEL
DIRECTOR
Overview
Before you begin to use Personnel Director, you must enter certain
information into the system. This information enables Personnel Director to
work in the same manner as your organisation with regard to working hours
and pay periods, statutory holidays, absence allowances and currency
exchange rates.
If you do not enter this information, you will not be able to use Personnel
Director to perform time saving tasks, such as:
•
Setting company pay periods.
•
Setting currency exchange rates.
•
Defining statutory holidays.
•
Creating the various absence allowances that your organisation uses.
•
Defining employee work periods if absence days lost and hours lost are to
be based on an employee’s work period rather than the company’s pay
period.
•
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:
1. Set the date and currency display formats in Windows. This is essential.
2. Enter your company details. This is essential.
3. Specify the company logo. This is optional.
4. Enter details about your company’s pay periods. This is essential.
5. Enter details about currency exchange rates. This is optional.
6. Enter statutory holidays. This is essential.
57
PERSONNEL DIRECTOR USER’S GUIDE
7. Create all the holiday and absence allowances your company uses with the
Absence Allowances Wizard. Enter your absence calculation preferences,
as described in step 10. This is essential.
8. Enter details of any company vehicles. This is optional.
9. If the calculation of absence days lost and hours lost is to be based on
employee work periods rather than company pay periods, enter employee
master work periods.
10. Specify various preferences about how you want to work with Personnel
Director, including the following:
• general preferences screen and window display.
• the word processing, spreadsheet and diary applications to use.
• 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 time, but it can be
displayed at any time in the following way.
•
Select Setup Wizard from the Help menu.
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.
58
SETTING UP PERSONNEL DIRECTOR
4
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 and select Settings, then Control Panel.
2. Double-click on the Regional Settings icon.
3. Select the correct region for the date, time, currency, and number format
you want to use.
4. Click on the Currency tab folder.
5. Verify that the currency symbol is the one you want to use in Personnel
Director.
59
PERSONNEL DIRECTOR USER’S GUIDE
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.
2. Enter the following information about this office:
Company Office. Type a unique name to be used for this office. You can
set up as many offices as are needed.
Company Name. Type the name of the company. By doing this your
company’s name will automatically appear as the default company name
in all reports, letters, memos and faxes.
Company Address. This address is used when creating letters, faxes and
memos. Ensure that each line of your company's address appears on a
60
SETTING UP PERSONNEL DIRECTOR
4
separate line in the address box by inserting the cursor at the beginning of
the line.
Telephone. Type the phone number.
Fax. Type the fax number.
Email Address. Type the e-mail address.
This Is The Head Office. If the office information applies to the head
office, click this checkbox. Note: Employees not assigned to a specific
office are automatically assigned to the office you designate as the head
office; for example an employee not assigned to a specific office
automatically gets the statutory holidays assigned the head office.
3. Use the following buttons to add, delete, edit, and post changes to records.
Button
Action
Insert a new company record.
Delete the current company record.
Post changes made to the current
company record
Cancel changes made to the current
company record
Refresh the current company record.
4. To add or change the logo, click the Logo button.
61
PERSONNEL DIRECTOR USER’S GUIDE
• To change the logo, click the Load button. Use the file list to browse
and select the required logo. The logo must be a bitmap image (.BMP).
• Click the OK button to save the new logo, or the Cancel button to exit
without saving any changes.
Note: To fit your company logo in Personnel Director reports, the logo
should be no larger than 6 x 2 cm (255 x 80 pixels). If your logo is
larger, adjust the report header accordingly or the logo will not appear.
5. Click the OK button to save this information, or the Cancel button to
cancel it.
Setting the Office
If the company has been set up with several offices, you must indicate which
company details are to be used for mail merges and reports. For more
information about setting the company up with offices, see “Entering
Company Information” on page 60.
1. From the View menu, select Set My Office.
The Set My Office screen appears.
2. Select the office from the Company Office 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 employee Pay Per Period.
Tip: For more information about the formulas used to calculate pay amounts
based on the pay period information entered here, see “Understanding Pay
Period Calculations” on page 597.
62
SETTING UP PERSONNEL DIRECTOR
4
1. Select Company Pay Periods from the Company menu. The Company Pay
Periods screen is displayed.
2. Enter the number of Weekly, 2 Weekly, and 4 Weekly pay periods per
year.
3. Enter the number of paid working days per year.
4. Enter the number of paid working hours per week.
This is an important field, as it is used as the default value for Contracted
Hours when creating a new Pay Record for an employee. The Contracted
Hours value is used when calculating the amount of overtime worked in
the Time Sheet screen.
5. Enter the number of paid working hours per day.
6. 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.
63
PERSONNEL DIRECTOR USER’S GUIDE
1. Select Currency Exchange Rates from the Company menu.
2. Select your local currency from the Local Currency drop-down list.
3. Use the following buttons to add, delete, edit, and post changes to
exchange rates.
Button
Action
Insert a new currency exchange rate
record
Delete the current currency exchange
rate record
Edit the current currency exchange
record.
Post changes made to the current
currency exchange record
Cancel changes made to the current
currency exchange record
4. To insert a new record, click the Insert button, then type the currency
abbreviation, description, and current exchange rate.
5. When you finish entering currency exchange rates, click the OK button.
64
SETTING UP PERSONNEL DIRECTOR
4
Entering Statutory Holiday Settings
You can record all the statutory holidays observed by your company. If you set
up your company with multiple offices, you can define the holidays for each
office. (For more information about setting up offices, see “Entering Company
Information” on page 60.) Statutory holidays are displayed in red on the
Absence Calendar.
1. Select Statutory Holidays from the Company menu.
2. Select the office that you want to define holidays for from the Office dropdown list.
3. To insert a statutory holiday, press the Insert button or the Insert key on
your keyboard, then type the start date (if the holiday is for more than one
day) or select the date from the drop-down calendar.
4. If the holiday recurs each year, check the recurring checkbox; if not
uncheck it.
5. If the holiday extends over more than one day, enter the duration.
6. Type the description.
7. Press Post Edit to finish entering the holiday.
65
PERSONNEL DIRECTOR USER’S GUIDE
Use the following buttons to insert records, delete existing records and
post and cancel changes.
Button
Action
Insert a new statutory holiday record
Delete the current statutory holiday
rate record
Post changes made to the current
statutory holiday record
Cancel changes made to the current
statutory holiday record
8. Click OK when you are finished defining statutory holidays.
Defining Company Absence Allowances with the Absence
Allowance Wizard
Absence allowances within Personnel Director are based on the employee’s
length of service with the company, age, or neither of these criteria. Each
employee can 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 to a list of employees using a filter. You can
also set the start date for each absence allowance on an individual, group, or
global basis. For more information, see “Setting and Displaying Absence
Allowances” on page 177.
66
SETTING UP PERSONNEL DIRECTOR
4
1. Select Absence Allowances from the Company menu. The Absence
Allowance Wizard screen is displayed.
2. Click the I Want To Create a New Allowance radio button, then click
Next.
The Main Details screen appears.
3. Enter a description of the Absence Allowance of up to 50 characters. For
example, if you are entering an allowance for Maternity Leave, enter that
text.
4. Select an Absence Category or enter a new category.
67
PERSONNEL DIRECTOR USER’S GUIDE
• To select a category, click the Pick List button. Select a category from
the list and then click the Select button.
• To add a new category, type a category name, then click the Add
button. For example, Paid or Unpaid. Then click the Select button.
5. Select Days or Hours from the Units drop-down list.
The Absence Allowance units for the type of absence you are defining will
default to the Units specified on this screen.
6. Click Next. The Allowance Basis screen appears.
7. Select one of the following, depending on how your company awards this
category of allowances. Then click Next.
Length of Service: If the number of days or hours to which employees are
entitled is based on their length of service. If you select Length of Service,
go to step 9.
Age: If the number of days or hours to which employees are entitled is
based on their age. If you select Length of Service, go to step 9.
Parental: If the employee has dependants and is entitled with parental
leave, select this option. If you select Parental, go to step 13.
None: If the number of days or hours to which employees are entitled is
not based on either length of service or age. If you select None, go to
step 8.
68
SETTING UP PERSONNEL DIRECTOR
4
8. On the Allowance Method screen, select the calculation method as
follows. Then click Next and go to step 12.
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.
It Is Awarded As An Annual Amount. Check this radio button if a
certain number of days or hours are awarded on an annual basis.
69
PERSONNEL DIRECTOR USER’S GUIDE
It Is Accrued. Check this radio button if a number of days or hours are
accrued per week or per month during the year.
10. The Allowance Details screen appears.
Do the following:
• 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.
• Click the Add button.
• On the Define Absence Allowance screen, select the last year in the
range for which the annual allowance is valid.
• For example, if it is valid for employees from year one to three, select
3.
• Then select the number of days allowed per year and click OK.
Type the numbers, or select them by clicking the
70
and
buttons.
SETTING UP PERSONNEL DIRECTOR
4
11. Complete the following steps on the Define Absence Allowance screen.
• Click the Add button.
• Select the last year in the range for which the allowance is valid.
For example, if it is valid for employees from year one to three, select
3.
Type the numbers, or select them by clicking the
and
buttons.
• 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 1 day Per
Month.
12. Click the Next button. The Allowance Carryover screen appears.
• Specify whether or not unused allowances are carried forward to
another year by clicking the appropriate radio button. If you select
Unused Allowances May Be Carried Forward, specify whether the
71
PERSONNEL DIRECTOR USER’S GUIDE
carried-forward allowances are subject to a time limit or to a maximum
amount by clicking the appropriate checkbox.
13. If you selected Parental, provide the allowance details
• Select or type the period (in years) that parental leave is valid.
• Select or type the number of parental leave days allowed over the
period.
• Type or select the number of parental leave days allowed each year.
Enter 0 if the number of days is unlimited.
14. Click the Next button and then click Finish.
Editing Company Absence Allowances
If you want to change the definition of a company absence allowance:
1. Select Absence Allowances from the Company menu. The Absence
Allowance Wizard screen is displayed.
2. Click the I Want To Change An Existing Allowance radio button, then
click the Pick List button.
3. Select the allowance you want to modify, then click OK.
4. Modify the details as described above.
72
SETTING UP PERSONNEL DIRECTOR
4
Deleting Company Absence Allowances
To delete a company absence allowance, follow this procedure. Deleting an
absence allowance also deletes all employee absence allowances based on that
allowance in the current year. Optionally, you can delete matching allowances
for previous years.
1. Select Absence Allowances from the Company menu.
2. Click the I Want To Delete An Existing Allowance radio button, then click
the Pick List button.
3. Select the allowance you want to delete, then click OK.
4. To delete only allowances in the current year, click the Finish button. To
delete matching allowances for previous years, click the Delete Personal
Allowances History button, then click Finish.
For more information about how you can use Personnel Director to record and
monitor employees’ holiday and absence periods and perform end-of-year
maintenance, see “recording and Tracking Holiday and Absence” on
page 169.
Defining Employee Work Periods
Calculations of absence days lost and hours lost can be based on company pay
periods (all employees work fixed work hours and days) or on an employees’
work periods (employees work varying work hours and days).
To set work periods, you can define one or more master work periods and then
assign them to individual employees; calculations for any employee not
assigned a work period will be based on the company pay period.
Note: Be sure to set Personnel Director to calculate absence days lost and
hours lost based on employee work periods. For instructions, see “Setting
Absence Preferences” on page 85.
73
PERSONNEL DIRECTOR USER’S GUIDE
To define a master work period
1. Select Work Periods from the Company menu. The Company Vehicles
Summary screen is displayed.
2. Take one of the following actions:
• To insert a new Work Period master, click the Insert button.
• 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 Flexible Time.
4. For each day and its associated hours, do the following:
• Select the checkbox for the day worked.
• Specify the start and end times of the hours to be worked (Personnel
Director automatically calculates the hours from the Start and End
times entered). You can also type the number of hours directly.
5. Press Post Edit to finish entering the work period.
Use the following buttons to insert records, post and cancel changes.
Button
Action
Insert a new work period master record
74
SETTING UP PERSONNEL DIRECTOR
4
Post changes made to the current work
period master record
Cancel changes made to the work
period master record
6. Click OK when you are finished defining work period masters.
Entering Company Vehicle Data
You can store data on vehicles owned or leased by the company, record
company vehicle usage, and report on this data.
The first stage of this process is to create a list of vehicles operated by the
company. You can then enter vehicle usage information on the Vehicle Usage
screen. Once this information has been entered, you can view vehicle usage by
employees on the Usage tab.
Accessing Company Vehicle Data
1. Select Vehicles from the Company menu. The Company Vehicles
Summary screen is displayed.
75
PERSONNEL DIRECTOR USER’S GUIDE
2. To display the details about a particular vehicle, click the Vehicle Details
tab, or double-click the vehicle you want to see details for.
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.
Miles Traveled: This is the total number of miles the vehicle has been
driven by employees entered into Personnel Director. This is a calculated
field and is automatically updated from the Employee Vehicle Usage
screen. This is important as it relates to the contracted lease mileage.
When the total lease mileage is exceeded, extra costs may be incurred.
Type of Car Use: Business or Personal. There may be additional types, as
defined on the Employee Vehicle Usage screen.
Staff Number: Employee number of the employee using the vehicle.
76
SETTING UP PERSONNEL DIRECTOR
4
Adding Company Vehicle Details
Do the following for each company vehicle you want to add on the Vehicle
Details screen.
1. In the Registration field, type the car’s registration number, exactly as it
appears (e.g. E345 FGT). This field is mandatory and must be unique for
each company vehicle.
2. In Description, type the general description of the vehicle. For example,
Ford Fiesta Coupe 2-door.
3. Enter the following data about the vehicle on the Vehicle Specification tab
under Make:
• The make of car. You can select the make from a Pick List, or add new
makes to the Pick List (refer to “Pick Lists” on page 105.
• The model name of the car (e.g. Fiesta is a model, Ford is a make).
Tip: Note the difference between make and model.
• The engine CC (engine capacity).
4. Enter the following data about the vehicle on the Vehicle Specification tab
under Details:
• The fuel type (propane, gasoline).
• The colour.
• The trim colour.
• The CO2 emissions in gr/km.
5. Click the Tax, MOT, and Maintenance tab, then enter the following
information:
• Under Road Fund, select the classification or enter a new one by
clicking the Pick List button. Enter the Road Fund renewal date and
fee.
• Under MOT, enter the Ministry of Transport certificate due date and
certificate number. If no certificate number is required, enter Not
Required.
• Under Service, enter the following:
The next interim service date and major service date, the odometer
reading and date of the last reading.
77
PERSONNEL DIRECTOR USER’S GUIDE
The contracted lease mileage. This is the maximum amount of miles per
annum allowed under a lease agreement. This is important, as if it is
exceeded, you may have to pay a penalty.
6. Click the Vehicle Accessories tab and enter the following information:
• Under Alarm, click the Alarm checkbox if the vehicle has been fitted
with one. Specify the alarm code, key code or radio code for disarming
the alarm, as applicable.
• Under Other, click the Mobile Phone Fitted checkbox if the vehicle has
been fitted with one. Enter the fuel card company and card number if a
fuel card is provided with the vehicle.
7. Click the Financial tab and enter the following information:
• Under Purchase: the date on which the vehicle was registered. If the
vehicle was purchased, select Purchase as the Contract type; if the
vehicle was leased, select Lease.
• If you are leasing the car, the date the lease commenced and the name
of the lease company. The date must be entered in the format that you
specified in your Date Settings in the Windows Control Panel. See
“Setting the Date Format Used by Windows” on page 59.
• The amount it costs to lease the car per month. You do not need to enter
the pound sign.
• The P11D value. This is the taxable benefit value related to the
purchase price of the car.
• Under Sale, enter sale details if the vehicle has been sold: the date of
sale, name of the buyer, and selling price.
8. Click the Save button to add the vehicle to the list of company vehicles, or
the Cancel button to cancel the entry.
Changing Company Vehicle Details
1. On the Company Vehicles screen, click the Vehicle Details tab.
2. Use the Navigation Control buttons at the top of the screen to locate that
vehicle that you want to change.
78
SETTING UP PERSONNEL DIRECTOR
4
3. Change any of the data about the vehicle, as described in “Adding
Company Vehicle Details” on page 77.
4. Click the Save button to save the changes, or the Cancel button to cancel
them.
Deleting Company Vehicle Details
1. On the Company Vehicles screen, use the Navigation Control buttons to
locate the vehicle that you want to delete.
2. Click the Delete button, and confirm the deletion.
Setting Up Preferences
Personnel Director has five types of preferences that you can set:
•
Career Event Preferences: Use these preferences to specify when
Personnel Director should prompt you to create a Career Event. For
further details of Career Events, see “Career History” on page 207.
•
Diary Preferences: Indicate which diary you want to use to create onscreen reminders of important events, such as an employee’s end of
probation. See “Diary Reminders” on page 277. You can use either the
built-in diary or Microsoft Outlook.
•
General Preferences: Use these preferences to control screen
appearance, hide or show the status bar and shortcut bar, and set the size of
toolbar buttons at startup.
•
Add-On Preferences:
• 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.
79
PERSONNEL DIRECTOR USER’S GUIDE
•
Absence Preferences: Indicate whether to include weekends or holidays
or both in calculations of days or hours lost due to absence. Stipulate if the
calculation of absence days lost and hours lost is to be based on employee
work periods or company pay periods. Define which employee field is
used to determine the office the employee is assigned to.
•
Turnover Statistics: Indicate whether to track the number of employees
joining and leaving your organisation. The statistics are automatically
updated each time an employee leaves or joins or is transferred between
databases.
•
Absence Allowances: Indicate how absence allowance is to be calculated
for employees in your organisation.
•
Employee Number Generation. Optionally set Personnel Director to
generate employee numbers automatically.
Setting Career Event Preferences
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. Select Career Event Triggers from the Options menu.
The following screen is displayed.
80
SETTING UP PERSONNEL DIRECTOR
4
2. From the Screen name drop-down list, select the screen to be used to
create a career event trigger.
3. Click the Add button.
4. Select the field that you want to trigger a career event when the
information in it changes.
5. 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.
6. Click OK.
Setting Diary Reminder Preferences
You can specify when Personnel Director should prompt you to create a Diary
Reminder. Diary Reminders provide on-screen reminders of important events,
for example an employee’s end of probation.
1. Select Diary Event Triggers from the Options menu. The following screen
is displayed.
81
PERSONNEL DIRECTOR USER’S GUIDE
2. Select the screen on which you want to create a diary reminder trigger
from the Screen Name List.
3. Click the Add button.
4. Select the field that you want to trigger a diary reminder when the
information in it changes.
5. 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.
6. Specify the number of days, hours, or minutes beforehand that you want to
be reminded. Type the number, or use the
and
buttons, then select
Days, Hours, or Minutes from the drop-down list.
7. If you have the multi-user version of Personnel Director and want all users
to receive a reminder, click the Remind All Users checkbox.
8. Click OK.
82
SETTING UP PERSONNEL DIRECTOR
4
Setting Your General Preferences
To specify how you want to open screens and windows, set toolbar button size,
and hide or show the Status bar and Shortcut bar, do the following:
1. Select Preferences from the Options menu. The following screen is
displayed:
2. Under Screens, specify how you want Personnel Director to display and
open screens:
• To open each screen in a new window, click the Open Each Screen In
A New Window radio button.
• To open each screen in the same window, click the Open Each Screen
In The Same Window radio button.
• To automatically open the Employee Details screen each time you start
Personnel Director, click Show Employee Screen On Startup and
Open.
83
PERSONNEL DIRECTOR USER’S GUIDE
3. Under Window, specify the following:
• Click the Show Status Bar option to turn on or off the display of the
Status bar.
• Click the Display Shortcut List button to turn on or off display of the
Shortcut bar.
• Click Large Toolbar Buttons to display large or small toolbar buttons.
4. Check the Enable Auto Add checkbox under Pick List, if you want
Personnel Director to ask if you want to add items to the Pick List when
you type new information in a Pick List field. Clear the checkbox if you
don’t want to be prompted. Note that Auto-Add does not work on pick
lists of type Company Data and Employee Data, since the items on these
lists are derived from the company and employee information entered in
the database. All other pick lists (such as Department or Division) are
standard pick lists to which you can add and remove items.
5. Click OK, or click the Add Ons tab to set word processor, spreadsheet and
diary reminder application preferences.
Setting Your Add-On Preferences
To specify which word processor, spreadsheet, and diary reminder application
you want to use with Personnel Director, do the following:
1. Select Preferences from the Options menu.
2. On the Options screen, click the Add Ons tab. The following screen is
displayed.
84
SETTING UP PERSONNEL DIRECTOR
4
3. Specify which word processor, spreadsheet and diary reminder you want
to use by clicking the appropriate option. If you select Microsoft Word
Microsoft Excel, or Microsoft Outlook, the applications must be fully
installed on your computer.
4. Click OK, or click the Absence tab to set absence preferences.
Setting Absence Preferences
You can set Personnel Director to calculate holiday and absence based on
company level pay periods or employee lever pay periods:
•
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 due to absence on the Holiday And Absence screen.
•
Specify the field which is to be used to determine the company office an
employee is assigned to.
85
PERSONNEL DIRECTOR USER’S GUIDE
To set absence preferences:
1. Select Preferences from the Options menu.
2. On the Options screen, click the Absence tab. The following screen is
displayed.
3. In the Absence Settings section, indicate if weekends and company
holidays are to be included in the calculation.
• 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.
• To include company holidays in all holiday and absence calculations,
check the Include Company Holidays in Absence Calculations
checkbox. To omit company holidays from time lost calculations,
deselect this checkbox.
4. In the Work Period section, choose the type of pay period to be used.
• 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).
86
SETTING UP PERSONNEL DIRECTOR
4
The work period is the company pay period, unless you assign a work
period to an employee. For more information on how to assign work
periods to employees, see “Assigning Work Periods” on page 178.
• If all employees have the same work period, clear the User Employee
Work Period checkbox. Personnel Director will calculate absence days
lost and hours lost on the company pay periods.
If, for example, your company has a day-shift and evening shift, you
would select the Use Employee Work Periods checkbox, then create two
master work periods called ’Dayshift’ and ’Eveningshift’. You would then
assign the appropriate work shift to each employee. If your company only
has a day-shift day shift which is the same as the company-level pay
period, clear the Use Employee Work Periods checkbox.
5. In the Statutory Holidays section, select the field to be used to link
employees to the appropriate offices. This is the office that is used when
plotting absence on the calendar or calculating the days/hours lost when
adding a new absence record. If you do not select a value, the settings for
the office designated as the head office are used. (For more information on
head office, see “Entering Company Information” on page 60.)
6. Click OK, or click the Turnover Statistics tab to set turnover statistics
preferences.
Setting the Turnover Statistics Preference
You can set whether or not to report on turnover statistics for employees
leaving or joining the organization or transferred between databases. If you
enable this option, you can display turnover within a database by criteria such
as department, location, date, and so on.
87
PERSONNEL DIRECTOR USER’S GUIDE
1. Select Preferences from the Options menu.
2. Click the Turnover Statistics tab.
3. Select the Enable Turnover Statistics checkbox to track turnover statistics.
4. Click OK.
Setting Allowance Options
You can set how absence allowance is to be calculated for employees in your
organisation.
1. Select Preferences from the Options menu.
2. Click the Allowance Options tab.
88
SETTING UP PERSONNEL DIRECTOR
4
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.
For the next year's allowance (starting on 1 Jan 2001):
• 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 allowance for “up to 2 years”, that is 21 days.
• 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.
89
PERSONNEL DIRECTOR USER’S GUIDE
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:
• If you click the Sensitive To Employee Leaving Date checkbox,
Personnel Director calculates a pro-rata allowance of 10 days.
• If you clear the Sensitive To Employee Leaving Date checkbox,
Personnel Director ignores the leaving date and grants a full 20 days.
When allowances are subject to pro-rata calculations, often there are rounding
issues that need to be identified.
Round Up. Determines if the rounding is upwards or downwards. Click
the Round Up checkbox to enable rounding up. Clear the Round Up
checkbox to enable rounding down.
Rounding Precision. Determines the “to the nearest” factor of the
rounding; for example if rounding precision is set to 0.5, rounding is to the
nearest half.
Examples:
• if Precision = 0.5 and Round Up is not set -, the value 20.9 becomes
20.5
• if Precision = 0.5 and Round Up is set, the value 20.9 becomes 21
4. Click OK.
90
SETTING UP PERSONNEL DIRECTOR
4
Setting Automatic Employee Number Generation Preferences
You can set Personnel Director to automatically assign a unique employee
number each time a new employee is added.
To specify the format and increments for the employee number, do the
following:
1. Select Preferences from the Options menu.
2. On the Options screen, click the Auto Generate tab. The following screen
is displayed.
3. Provide the following information:
Auto generate employee number. Click this checkbox if you want
Personnel Director to generate employee numbers automatically.
Starting Number. The first employee number to be assigned.
91
PERSONNEL DIRECTOR USER’S GUIDE
Padding Numbers. Click this checkbox if you want Personnel Director to
prefix the employee number with leading zeros automatically
Characters Using Zeros. To prefix the employee number with leading
zeros, type the number of zeros you want to use.
Prefix With. To prefix the employee number with a code, type the code.
The code can be letters, numbers, or a combination of both; for example,
EMP30.
4. Verify the format in the Preview field.
5. Click OK.
92
5
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>Vizual Business Tools>Personnel
Director>Personnel Director
-orDouble-click the Personnel Director icon on the desktop.
The Personnel Director Login screen appears.
2. Provide your user name, password and the server where the Personnel
Director database you want to use is located. For further instructions, see
“Starting Personnel Director and Logging In” on page 32.
3. Click OK.
4. If you haven’t already done so, click the Open Database button, select the
database you want to use, and click the Open button.
93
PERSONNEL DIRECTOR USER’S GUIDE
The Personnel Director Environment
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.
Menu bar
Toolbars
Employee
Navigator
Shortcut bar
Shortcut bar
buttons
Status bar
This window is the starting point for accessing all of the functions in
Personnel Director. This section describes components that you see on the
main window, and how to use them.
94
•
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.
•
On the left side of the screen is the shortcut bar. Use it to select the type of
employee information you want to work with. You can also customise
your shortcut bar by changing the icon size and by rearranging, adding and
removing icons.
LEARNING TO USE PERSONNEL DIRECTOR
5
•
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.
•
At the bottom of the screen is the status bar. Check this bar for the current
date and time, and additional information about the current state of
Personnel Director.
The Main Menu
The main menu, near the top of the window, is called the “menu bar”.
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:
When you click on an item listed on the menu, you either perform the task
described by that item, or go to another screen to perform the task there.
95
PERSONNEL DIRECTOR USER’S GUIDE
Menus Available from the Main Menu
The following menus are available from the main menu:
96
•
File menu: contains functions related to opening and closing databases
and printing. You also use this menu to exit Personnel Director.
•
Employees menu: contains functions used to enter, maintain and display
a wide range of employee data and create and maintain employee groups.
•
Screen menu: contains functions used to create, maintain, filter, find,
sort, export, and print employee records.
•
Company menu: contains functions used to enter information about your
company, create and maintain pay periods, currency exchange rates,
holiday settings, absence allowances, and vehicles.
•
Tools menu: contains functions for creating letters, faxes, and other
correspondence, displaying and printing reports and graphs, and querying
the database. It also contains the Batch Input and Global Update wizards,
used to update some of the records in the database, and the Absence
Calendar and Absence Schedule.
•
View menu: contains functions used to display or hide the toolbars, status
bar and shortcut bar and set your own personnel record for creating mail
merge letters.
•
Options menu: contains functions used to trigger Career Events and
Diary Events, and set certain preferences for how you use Personnel
Director.
•
Window menu: contains functions for arranging windows.
•
Help menu: contains online help for Personnel Manager, including access
for supported users to the Employers’ Guide to HR, an online guide to
personnel management. It also contains the Personnel Director Setup
Wizard, for initially setting up Personnel Director, and the New Employee
Wizard for creating new employee records. The “About” option on this
menu is where your software version number is displayed.
LEARNING TO USE PERSONNEL DIRECTOR
5
The Toolbars
Just below the menu bar are the toolbars. You can display or hide any of the
toolbars and view them as large or small icons.
There are five separate toolbars that give quick access to menu options.
Screens Toolbar
The Screens toolbar has buttons you use to open and close all the screens in
Personnel Director.
Button
Menu Access
Description
Procedure
Shortcut
Screen menu>
Open Screen
Open an employee
screen
“Working with Employee
Data” on page 189
Ctrl+O
Screen menu>
Close all employee
Close All Screens screens
Record Toolbar
The Record toolbar has buttons you use to work with employee records.
Button
Menu Access
Description
Procedure
Shortcut
Screen menu
New Record
Create a new
employee record
“Creating New Employee
Records” on page 149
Ctrl+N
Screen menu>
Save Record
Save an
employee record
Ctrl+S
Screen menu>
Cancel Edit
Cancel editing of
a record
Esc
Screen menu>
Refresh
Screen
Refresh data
displayed on a
screen
97
PERSONNEL DIRECTOR USER’S GUIDE
Screen menu
Delete Record
Delete an
employee record
“Deleting Employee
Records” on page 152
Ctrl+D
Screen menu>
Filter Records
Filter employee
records
“To select a filter” on
page 157“
Ctrl+I
“Using Record Filters” on
page 191
Screen menu
Find Records
Find employee
records
“Employee Data Entered
on the Employee Details
Screen” on page 159
Screen menu
Export to
Spreadsheet
Export employee
records
“Exporting Data” on
page 130
Print employee
records
“Detail Screens” on
page 115“
Ctrl+F
Screen menu
Export to File
Screen menu>
Print Records
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.
Button
98
Menu Access
Description
View menu>
Employee
Navigator
Locate
employees
Employees
menu>
Quick Find
Quickly search
for employees
Tools menu
Search Database
Search the
database
Tools menu>
Query Database
Query the
database
Procedure
Shortcut
“Employee Data Entered
on the Employee Details
Screen” on page 159
Ctrl+Q
“Creating Queries” on
page 357
LEARNING TO USE PERSONNEL DIRECTOR
Open the Diary or
Microsoft Outlook
“Using the Diary” on
page 275
Tools menu>
Reports
Create and
display reports
“Working With Reports”
on page 387
Tools menu>
Write Letter
Create standard
letters, memos or
faxes for one or
more employees
“Word Processing and
Mail Merging” on
page 305
Tools menu>
Write Memo
5
Tools menu>
Write Fax
Note: When you click the Reports or Letters buttons on the Tools toolbar, the
Personnel Director Report List opens. You use the Report List to create and
organise letters, reports and graphs. For more information about working in
the Report List window, see chapter 13 “Working with Personnel Director
Report List” on page 297.
Help Toolbar
The Help toolbar has buttons you use to access online Help about Personnel
Manager and, for supported users, the Employers’ Guide to HR at
www.vizual.co.uk/employers-guide.asp.
Button
Menu Access
Description
Help menu>
Contents
View Contents for
online Help
Help menu>
Employers’
Guide to HR
View the
Employers’ Guide
to HR
Procedure
Shortcut
99
PERSONNEL DIRECTOR USER’S GUIDE
Database Toolbar
The Database toolbar has buttons you use to open and close databases.
Button
Menu Access
Description
Procedure
File menu>
Open Database
Open an existing
database
“Opening a Database”
on page 126
File menu>
Close Database
Close the current
database
“Closing the Current
Database” on page 126
Shortcut
The Employee Navigator
Use the Employee Navigator to locate the employees whose records you want
to work with.
Similar to using Windows Explorer, you use Personnel Director’s Employee
Navigator to organise employee records. Unless you specify otherwise, the
Employee Navigator organises your employees by departments.
100
LEARNING TO USE PERSONNEL DIRECTOR
5
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.
To display an employee’s details, you simply double-click the name of the
employee.
If grouping by department is inconvenient, you can quickly change the
organisation of the Employee Navigator to categorise employees by surname,
division, payroll or other criteria. You can even create and select from your
own customised groups and filters. You can also locate employees by
employee number or name. For further information, see “Searching for
Employees” on page 154.
To display details for an employee
1. If the Employee Navigator is not displayed, do one of the following:
• On the Tools toolbar, click the Employee Navigator button.
– or –
• Click the Employee Navigator item in the View menu.
2. Double-click the folder of the department (or other group) that the
employee is a member of.
3. Double-click the name of the employee you want to work with.
101
PERSONNEL DIRECTOR USER’S GUIDE
The Employee Details screen for the employee you selected appears.
4. When you are finished with this employee’s record, return to the
Employee Navigator to select the next employee.
To refresh data
Use the Refresh button if other users are adding and deleting employee records
to ensure that the Employee Navigator shows the latest changes.
•
To refresh the data, click the Refresh button.
Shortcut Bar
Use the Shortcut bar on the left side of the main window to open the same
screens available from Open Screen on the Screen menu. Each button contains
an image and a description related to that screen’s function. For example,
some coins and notes represent the Pay History screen.
The Shortcut bar has the following buttons, which are grouped according to
the type of employee records. You can move screens from one section of the
shortcut bar to another by dragging and dropping the screen icon.
102
LEARNING TO USE PERSONNEL DIRECTOR
5
Employee Shortcut Bar Buttons
To access employee records, click
.
Employee Details
Emergency Contacts
Employee Notes
Vehicle Usage
Correspondence History
Employee Photographs
Employee Images
Absence and Payroll Shortcut Bar Buttons
To access absence and payroll records, click
.
Holiday and Absence
Absence Allowance
Pay History
Bank Details
Project Time Sheets
103
PERSONNEL DIRECTOR USER’S GUIDE
Maternity
Benefits
Employment Shortcut Bar Buttons
To access employment records, click
.
Career History
Accident History
Medical History
Appraisal History
Disciplinary and Grievance
Exit Interviews
Employment History
Training and Education Shortcut Bar Buttons
To access training and education records, click
Training History
CPE/CPD Record
Professional Membership
104
.
LEARNING TO USE PERSONNEL DIRECTOR
5
Qualifications
Skills
Education History
Common Features of Personnel 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:
105
PERSONNEL DIRECTOR USER’S GUIDE
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. 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
•
Click the Pick List button to the right of a field or click in the pick list field
and press F4.
•
The Pick List for that field is displayed.
Selecting Items from Pick Lists
To select an item from a Pick List, do either of the following.
•
Double-click the item.
– or –
•
Select the item and click the Select button.
To cancel the selection, click the Cancel button.
Tip: To move quickly to a particular item in the pick list, type the first letter. This
function is case sensitive, so pressing “s” moves you to entries starting with
lowercase S and pressing “S” moves you to entries starting with uppercase S.
106
LEARNING TO USE PERSONNEL DIRECTOR
5
Adding Items to a Pick List
1. Click the Pick List button to the right of the field where you want to add an
item to the Pick List. The Pick List for that field is displayed.
2. Type text in the field at the bottom of the list, then click the Add button or
press Enter.
3. Click the Select button to add the item or the Cancel button to cancel it.
The newly entered item now appears as an option on the Pick List.
Removing Items from a Pick List
1. Click the Pick List button to the right of the field where you want to
remove an item on the Pick List. The Pick List for that field is displayed.
2. Use the mouse to highlight the item you want to remove.
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:
Personnel Director is fully year 2000 compliant and supports Date Windows.
For more information about Date Windows, see “Setting the Date Format
Used by Windows” on page 59.
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 59.
1. Click the Calendar button to the right of a date field. The calendar is
displayed.
107
PERSONNEL DIRECTOR USER’S GUIDE
2. Select the month and year as follows.
• Click the left and right arrows to move to a previous or next month or
year
-or• Click the month or year text on the calendar title bar and select the
desired month or year from the drop-down list. This is quicker if you
want to change the date by several months or years.
3. Click the date you want to enter.
• To close 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:
108
LEARNING TO USE PERSONNEL DIRECTOR
5
Entering Currency Amounts
1. Click the Calculator button to the right of a currency field. The calculator
is displayed.
2. Calculate amounts as follows:
• Enter the first number in the calculation.
• Click + to add, - to subtract, * to multiply, or / to divide.
• Enter the next number in the calculation.
• Click =.
Field Labels
Field labels appear to the left of each field and describe the data to be entered
into that field. If you prefer to use other terminology to describe a field, you
can customise the appearance of your screens by changing the field labels. For
more information about changing field labels, see “Changing an Existing
Screen” on page 549.
Calculated Fields
Fields that appear in yellow are calculated fields. You cannot enter data into
these fields.
The following example shows the Cost calculated field on the Holiday and
Absence details screen. The cost is calculated automatically as follows:
109
PERSONNEL DIRECTOR USER’S GUIDE
Cost of employee per day (from employee’s current pay record)
x days lost
Employee Screens
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.
It contains general information about an employee including their employee
number, name and address as well as contact, pay details, personal, dates and
working time particulars. This screen is the starting point for accessing all of
the information about an employee in Personnel Director. For more
information about the Employee Details screen, see chapter 7 “Working with
Employee Records” on page 149.
110
LEARNING TO USE PERSONNEL DIRECTOR
5
About Other Employee Screens
There are additional employee screens that contain various types of employee
data, such as Holiday and Absence History, Pay History or Medical History.
These screens present data associated with the subject that pertains to the
currently selected employee. For more information about these screens, see
chapter 9 “Working with Employee Data” on page 189.
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.
You can also select many of the other employee screens by clicking in the
Header band to drop-down the screen list. If the does not appear in the
Header band, you cannot switch screens from that location.
111
PERSONNEL DIRECTOR USER’S GUIDE
Changing the Views
Most employee screens have three tabs that you use to view or enter
information and attach documents related to the selected record type:
Summary tab. Use the Summary page to view a listing of all records of a
specific type for the currently selected employee.
Detail tab. Use the Detail page to enter and edit employee record
information for the selected data type.
Attached Documents tab. Use the Attached Documents page to attach
electronic documents related to the employee and data category. You
cannot attach documents to a single record; documents are linked to all
records of that data type for the current employee.
To change from Summary to Detail view:
•
Click the Detail tab.
To view attached documents:
•
Click the Attached documents tab.
To change from Detail to Summary view:
•
112
Click the Summary tab.
LEARNING TO USE PERSONNEL DIRECTOR
5
Summary Screens
Summary screens summarise the employee data into a list view. Each row in
the list represents one employee record for the type of data contained on the
screen. In the following Medical History screen, each row displays a holiday
or absence record for the current employee.
Sorting Columns
You can sort the records using any displayed column. Simply click the column
heading of the field by which you want to sort. Clicking the column heading
again will sort the records in the opposite order. For example, the medical date
is used to sort the records from the oldest date to the newest date. To sort the
records from the latest date to the earliest date, click the Date of Medical
column heading.
Rearranging the Columns
You can change the order of the columns in the Summary screen by dragging
and dropping them to any position you wish. You can also resize columns.
Note: Column positions and sizes are saved and displayed again the next time
you access the screen.
113
PERSONNEL DIRECTOR USER’S GUIDE
To rearrange column headings
•
Click a column heading.
•
Hold down the mouse button, then drag the heading to the desired position
and release the mouse button.
To resize column headings
•
Click on the vertical line between two columns, and drag until the column
is the desired size.
Customising the Column and Row Display
On any Summary screen, you can fix or unfix column position, turn on and off
the display of row and column lines, record indicators and notes, and change
the grid and font colors.
114
To
Right-click and select...
Hide or display specific fields
Show Fields. Add, remove, and
change the order of fields. Then click
OK.
Fix columns so that when you scroll to the
right the fixed columns remain visible
Fix Columns
Make column position variable again
Unfix Columns
Display or hide lines between columns
Column Lines
Display or hide lines between rows
Row Lines
Display or hide the record selector symbol
in the first column
Record Indicator
Display or hide the contents of the Notes
entered on the Details screen
Display Notes
Set the colour for the entire screen
Grid Colour. Select the color for the
screen background and click OK.
Set the font colour for text
Font Colour. Select the color for the
text and click OK.
5
LEARNING TO USE PERSONNEL DIRECTOR
Detail Screens
On Detail screens, you can view details of individual employee records.
As shown in the screen above, Detail screens contain many of the features
described in this chapter, including:
•
Tabs for changing the view to Summary or Attached Documents view.
•
Pick Lists, Calendar buttons, and calculated fields.
Using the Navigation Buttons
Click the buttons on the navigation bar to view the first, previous, next, and
last record associated with this screen.
First Record
Last Record
Previous Record Next Record
115
PERSONNEL DIRECTOR USER’S GUIDE
Attached Documents Screens
The Attached Documents screen is used to store documents associated with an
employee’s personnel record. The document could be a Microsoft Word or
WordPerfect document, a spreadsheet, an image or even a sound recording.
Attached documents must have an associated program. You can tell if a file
has an associated program by double-clicking the file within Windows
Explorer. The file should be displayed within the program in which it was
created. For example, double-clicking a Microsoft Word document file will
start Microsoft Word and load the document.
To associate a document that is not already associated with a program
1. In My Computer or Windows Explorer, click the View menu, and then
click Folder Options.
2. Click the File Types tab.
3. Click New Type to define a new file type.
• To modify settings for an existing file type, click the type, and then
click Edit.
116
LEARNING TO USE PERSONNEL DIRECTOR
5
4. Enter a description of the file type and the file name extension associated
with this type of file.
5. Click New to define an action for this file type.
6. 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. In the Detail View of an employee record, display the record of the
employee for whom you wish to display the attached document screen.
2. Click the Attached Documents tab.
117
PERSONNEL DIRECTOR USER’S GUIDE
Changing the View
Use the following icons to change the view in the Attached Documents screen.
Button
Use To
Display the attached documents as
large icons
Display the attached documents as
small icons
Display the attached documents as a
list of file names
Display the attached documents as a
list of file names and details
Adding an Attached Document
To add an attached document to an employee’s record:
1. Take one of the following actions:
• Drag the document from the Windows Explorer or Desktop onto the
Attached Documents list.
-or• Click the Attach button.
2. The Attach File dialog is displayed:
3. Select the file to attach and click the Open button.
118
LEARNING TO USE PERSONNEL DIRECTOR
5
4. To add comments about the attached document, select the document then
click the Properties button.
-or –
Right click and select Properties.
5. Enter a comment for the document, if you wish.
Note: Documents are stored as items in the Personnel Director
database. Attached documents are, therefore, backed up when you
back up the database.
Opening an Attached Document
To display an attached document:
1. Highlight the document, then right-click and select Open.
-or –
2. Double click the document item.
The document is displayed within the program in which it was created.
Deleting an Attached Document
To delete an attached document:
1. Select the document from the list of attached documents.
2. Right-click and select Delete.
119
PERSONNEL DIRECTOR USER’S GUIDE
Adding, Updating, Deleting and Printing Employee Records
This section explains how to add, update, delete and print employee records.
Adding New Records
1. Click the New button on the Record toolbar, or press Ctrl+N. The Detail
screen enters edit mode. As soon as you start editing a record, the Record
toolbar buttons Save and Cancel are activated.
2. Enter the data for the record.
3. Click the Save button to save the record, or the Cancel button to cancel it.
Editing Records
1. Do one of the following:
• To display Employee Details, locate and double-click the employees’
name using the Employee Navigator.
• To display other employee information, click the appropriate button on
the shortcut bar. Then on the Summary screen, double-click the record
you want to edit.
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:
• To display Employee Details, locate and double-click the employees’
name using the Employee Navigator.
• To display other employee information, click the appropriate button on
the shortcut bar. Then on the Summary screen, double-click the record
you want to edit.
2. Click the Delete button on the Record toolbar, or press Ctrl+D.
120
LEARNING TO USE PERSONNEL DIRECTOR
5
3. Click Yes to confirm that you want to delete the record.
Printing Employee Records
You can print the information on the Employee Details screen as an Employee
Record Card. You can also print the information contained on any of the other
employee screens
1. Display the Details screen. Do one of the following:
• To display Employee Details, locate and double-click the employees’
name using the Employee Navigator.
• To display other employee information, click the appropriate button on
the shortcut bar. Then on the Summary screen, double-click the record
you want to edit.
2. Click the Print button on the Record toolbar.
When you click the Print button, a screen similar to this Medical History
screen print appears:
121
PERSONNEL DIRECTOR USER’S GUIDE
Use the buttons on the Print Preview screen as follows.
Print the screen.
Size the page so that it fits in the Preview window.
Size the page to fit the width of the Preview window.
Size the page to display 100% of its actual size.
Display the first page.
Display the previous page.
Display the next page.
Display the last page.
Set the zoom magnification.
Close the Preview window.
Accessing the Employers’ Guide to HR
The Employers’ Guide to HR is an online resource available to supported
users, at www.vizual.co.uk/employers-guide.asp. You can access the
Employers’ Guide to HR from most parts of Personnel Director.
1. Use one of these ways to display the Employer’s Guide to HR:
• 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.
– or –
122
LEARNING TO USE PERSONNEL DIRECTOR
5
• Click the HR 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.
– or –
• 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.
2. If this is the first time you accessed the guide, you are asked to register as
a user.
Exiting Personnel Director
1. Select Exit from the File menu.
If you made changes to a personnel record and haven’t saved them, you
are prompted to save these changes.
2. Confirm whether you want to save these changes.
123
PERSONNEL DIRECTOR USER’S GUIDE
124
6
WORKING WITH DATABASES
Personnel Director stores employee records in different databases. When
Personnel Director is installed, the databases are set up for you. Typically
these are:
Personnel Database. The database used to store your company’s
employee records.
Demonstration Database. A database with a number of sample records
which you can refer to at any stage.
Archive Database. Used to store the records of employees that have left
the company, but whose details you want to retain for future reference.
Check with your Personnel Director administrator for more 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, spreadsheet, payroll or database program.
Note: While it is possible to move employee records from one database to
another, it is important to note that it is not possible to report on data held
across more than one database. It is better to use one database, grouping the
records into discrete groups and transferring any leavers to the Archive
database.
125
PERSONNEL DIRECTOR USER’S GUIDE
Using Databases
You can open and close databases available for your use.
Opening a Database
Use this procedure to open a Personnel Director database. This may be the
Demo Database, Archive Database, or a database that was created for you.
Note: If another database is created on your network and made available to
you, the database automatically appears in this list.
1. On the main screen, select Open Database from the File menu.
The Select Database screen appears.
2. Select the database that you want to open.
3. Click the Open button to open the database, or the Cancel button to return
to the main screen without opening the database.
Closing the Current Database
Use this function before opening a different Personnel Director database.
•
126
To close the current employee database, select Close Database from the
File menu.
WORKING WITH DATABASES
6
Transferring Employee Records to Another Database
You can transfer an employee’s complete record from one database to another.
For example, if an employee rejoins the company, you can transfer that
employee’s records from the Archive Database to the Personnel Database.
Note: The following rules apply for transferring an employee to another
database.
•
The Employee Number of the employee that you want to transfer cannot be
used by an existing employee in the target database.
•
You cannot transfer an employee if another user is editing any of the
employee’s details (this only applies for the multi-user edition of Personnel
Director).
1. 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.
2. On the main screen, select Transfer Employees from the Employees
menu. The Transfer Employees screen is displayed.
3. Select the employee(s) to transfer.
• To transfer the current employee on the main screen, click the Current
Employee option.
• To transfer a group of employees, click the Group option and select a
group from the drop-down list.
4. Click the OK button to transfer, or the Cancel button to cancel the transfer.
• If you click the OK button, click Yes to confirm that you want to
continue. The list of available databases is displayed.
5. Select the database to which you want to transfer the employee(s).
127
PERSONNEL DIRECTOR USER’S GUIDE
6. Click the Open button to transfer the employee(s), or the Cancel button to
cancel the transfer.
Archiving Employee Records
When you install Personnel Director, an Archive Database is created for you.
The Archive Database is used to store personnel files of employees who have
left the company. It is good practise to transfer old records to the archive, as
this keeps your main database ‘clean’ and ensures that any reports will only
include current employees. You can use the Archive Database like any other
database, opening it, browsing it, and reporting on it.
The advantage of transferring leavers records to the Archive is that, in the
event that they rejoin the company, their personnel records can just be
transferred back to the Personnel Database. In this way, all of their history can
be retained without the need to re-enter any data.
You can archive individual employees or groups of employees, or archive
employees whose date of leaving is on or before a date that you specify.
Archiving Individuals or a Group of Employees
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.
3. Select the employee(s) to archive.
• To archive the current employee on the main screen, click the Current
Employee option.
128
WORKING WITH DATABASES
6
• 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.
• If you click the OK button, confirm that you want to continue.
You can view the archived employees at any time by opening the Archive
Database (using Open Database on the File menu).
Archiving Employees Based on Date of Leaving
If an employee has left the company or is leaving the company some time in
the future, you can set their date of leaving in the Dates of Leaving field on the
Dates tab on the Employee Details screen.
Once this date has been set, you can automatically archive these employees
using the following steps.
1. Select Archive Leavers from the Employees menu. The Archive Leavers
screen is displayed.
2. Enter an archive date. All employees whose date of leaving (as entered in
the Date of Leaving field on the Dates tab) is on or before this date will be
archived.
3. Click the OK button to transfer the employees to the archive, or the Cancel
button to cancel the transfer.
• 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).
129
PERSONNEL DIRECTOR USER’S GUIDE
Exporting Data
You can export selected Personnel Director data is transferred to a file that can
be read by a word processor, spreadsheet, payroll or database program.
To export data, you can create a database query and export the resulting
records to disk, create a report and save it to disk, or export records to the
Personnel Director spreadsheet or Microsoft Excel. The best way to export
data is to export the result of a query, as described in “Running a Query for
Display or Selection” on page 376.
Note: Be sure to indicate which spreadsheet program you want to
use. For instructions, see “Setting Your Add-On Preferences” on
page 84.
Exporting employee data is the reverse process of importing data. You select
the data you want to export, and save it in a file, which can then be read by a
word processor, spreadsheet, payroll, or accounts program.
Export the data using one of the following options:
•
Export the data directly into a basic text file.
•
Export the date using the Personnel Director Spreadsheet to modify the
data before exporting it to a spreadsheet or HTML format or text format
•
Export the data directly into 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 84.
•
130
Export the data from a Personnel Director report (one supplied by
Personnel Director or one you previously customised).
WORKING WITH DATABASES
6
Exporting Data to a Text File
1. Display the Personnel Director screen that contains the data you want to
export.
2. Click the Export button on the Personnel Director Records toolbar. Then
click the down arrow on the right side of the button and select Export to
File from the drop-down menu.
The Export Data screen appears.
3. 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).
4. Click the OK button.
Exporting Data Using the Personnel Director Spreadsheet
1. Display the Personnel Director screen that contains the data you want to
export.
2. Click the Export button on the Personnel Director Records toolbar. Then
click the down arrow on the right side of the button and select Export To
Spreadsheet from the drop-down menu.
131
PERSONNEL DIRECTOR USER’S GUIDE
The VBT Spreadsheet appears.
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.
• Select the location, type the filename, and select the file type.
132
WORKING WITH DATABASES
6
• 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.
• Click the Save button.
More About Personnel Director Spreadsheet
Working with the Spreadsheet File
To open an existing spreadsheet:
1. Select Open from the File menu.
2. Select the path and filename.
3. Click the Open button.
To create a new spreadsheet:
•
Select New from the File menu.
To save a spreadsheet:
•
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.
133
PERSONNEL DIRECTOR USER’S GUIDE
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:
•
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.
134
WORKING WITH DATABASES
6
Provide the following information where required:
Header: Type the text to appear at the top of each page.
Footer: Type the text to appear at the bottom of each page.
Use the following codes to control the format of the header or footer.
&L
Left-aligns the characters that follow.
&C
Centers the characters that follow.
&R
Right-aligns the characters that follow.
&D
Prints the current date.
&T
Prints the current time.
&F
Prints the workbook name.
&A
Prints the worksheet name.
&P
Prints the page number.
&P+number
Prints the page number plus number.
&P-number
Prints the page number minus number.
&&
Prints an ampersand.
&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, &L, &C, and &R) restart
each section; new font codes can be specified after an alignment code.
&B
Use a bold font.
&I
Use an italic font.
&U
Underline the header.
&S
Strikeout the header.
&O
Ignored.
&H
Ignored.
&"fontname"
Use the specified font.
&nn
Use the specified font size - must be a two digit number.
135
PERSONNEL DIRECTOR USER’S GUIDE
Center: Specify the page centering options.
• Click the Center Horizontally checkbox to center the spreadsheet
between the left and the right edges of the printed page.
• Click the Center Vertically checkbox to center the spreadsheet between
the top and bottom edges of the printed page.
Margins: Type the measurements for the margins, header and footer.
Select the measurement units from the Units drop-down list.
Print Options: Click the appropriate checkbox to control the following
print options:
• Click the Grid Lines checkbox to print the spreadsheet’s grid.
• Click the Black & White checkbox to convert all colours to black and
remove patterns when printing.
• Click the Column checkbox to print column headings. Clear the
checkbox to remove column headings when printing.
• Click the Row checkbox to print row headings. Clear the checkbox to
remove column headings when printing.
Page Order: Indicate how the spreadsheet workbook is to be printed.
• To print pages in the spreadsheet workbook from top to bottom before
printing left to right, select the Top to Bottom option.
• To print pages in the spreadsheet workbook from left to right before
printing top to bottom, select the Left to Right option.
Scale: Indicate how the spreadsheet workbook is to be scaled.
• Click the Fit To Pages checkbox to compress the spreadsheet
workbook onto the number of pages that you specify.
• Type the number of pages high and wide you want to be printed.
• Specify the percentage to scale the spreadsheet.
To create a graph:
1. Select the rows(s) or column(s) to be used in the graph.
2. Click the Graph button or select Graph from the Tools menu.
3. Create an area in which to display the graph by dragging the mouse.
136
WORKING WITH DATABASES
6
To delete the graph:
•
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:
• To freeze rows, select Fix Rows from the Sheet menu.
• To freeze columns, select Fix Columns from the Sheet menu.
3. To remove the setting:
• To freeze rows, select Unfix Rows from the Sheet menu.
• To freeze columns, select Unfix Columns from the Sheet menu.
Editing Spreadsheet Data
To clear, copy, cut, and paste cells:
Clear
Clears the Spreadsheet clipboard.
Copy
Copies the current selection to the Spreadsheet clipboard and the
Windows clipboard (in text format only). If there is more than
one selection, only the first selection is copied.
Cut
Cuts the current selection to the Spreadsheet clipboard. If there
is more than one selection, only the first selection is cut.
Paste
Pastes the contents of the Spreadsheet clipboard to the current
selection. If the Spreadsheet clipboard is empty, text 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.
137
PERSONNEL DIRECTOR USER’S GUIDE
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 Cels Only: Click this checkbox to locate only those
occurrences that exactly match what you specified in Find What.
3. Take one of the following actions:
• To locate the next occurrence, click the Find Next button.
• To replace with different text or value, click the Replace button.
To replace text or a value:
1. From the Edit menu, select Replace.
2. Provide the following information:
Find What: Type the partial word, word, phase, or value you are
looking for.
Replace With: Type the partial word, word phase, or value to replace
the occurrence.
138
6
WORKING WITH DATABASES
Search: Select how the search is to be performed: row by row or
column by column.
Match Case: Click this checkbox to locate only those occurrences
with upper and lower case characters as specified in Find What.
Find Entire Cels Only: Click this checkbox to locate only those
occurrences that exactly match what you specified in Find What.
3. Take one of the following actions:
• To find the next occurrence, click the Find Next button.
• To replace the selected occurrence, click the Replace button.
• To replace all occurrences, click the Replace All button.
Hiding/Showing Toolbars
To hide or show the main toolbar:
•
From the View menu, select Main Toolbar. A checkmark indicates that
toolbar is to show.
To hide or show the drawing toolbar:
•
From the View menu, select Drawing Toolbar. A checkmark indicates that
toolbar is to show.
Formatting Data
To set the alignment of selected cells:
1. Select the cell(s) to be formatted.
2. Select Alignment from the Format menu.
3. Provide the following information:
Horizontal: Select the type of horizontal alignment from the drop-down
list.
Vertical: Select the type of vertical alignment from the drop-down list.
Wrap Text: Click this checkbox so that if the content exceeds the width
of the cell, it continues on the next line.
4. Click OK.
139
PERSONNEL DIRECTOR USER’S GUIDE
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.
Color: Select the colour from the drop-down list.
Script: Select the type of script from the drop-down list.
4. Click OK.
To set the font for the entire worksheet:
1. From the Tools menu, select Options>Default Font.
2. Provide the following information:
Font: Select the font to be used from list.
Font Style: Select the style of font from the list.
Size: Select the size of font from the list.
Effects
Strikeout: Click this checkbox if a horizontal line (strikeout) is to
appear in each character.
Underline: Click this checkbox if each character is to be underlined.
Color: Select the colour from the drop-down list.
Script: Select the type of script from the drop-down list.
3. Click OK.
140
WORKING WITH DATABASES
6
To set the border for selected cells:
1. Select the cell(s) to be formatted.
2. Select Border from the Format menu.
3. Provide the following information:
Line Style: Click the button representing the line style you want to use.
Color: Click the colour of the border.
Border: Click the button representing the border you want to use.
A example of the border appears in the sample box.
4. Click OK.
To set the colour palette for the entire worksheet:
1. From the Tools menu, select Options>Set Color Palette.
2. Do one of the following:
• To replace a colour in the palette, select the color and click the Edit
button. Click the colour matrix or type the values for the Hue,
Saturation, Luminosity, Red, Green and Blue, then click the Add To
Custom Colors button.
• To return to the default colour, select the customised colour then click
the Default Color button.
• 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.
2. Select Pattern from the Format menu.
3. Provide the following information:
Fill Colour: Click the fill color you want.
Pattern Colour: Click the pattern colour you want.
Fill Pattern: Click the fill pattern you want.
4. Click OK.
141
PERSONNEL DIRECTOR USER’S GUIDE
To set protection for selected cells:
1. Select the cell(s) to be formatted.
2. Select Cell Protection from the Format menu.
3. Provide the following information:
Locked: Click this checkbox if the contents of this cell are to be
displayed, 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.
4. Click OK.
To set column width:
1. Select the columns to be formatted.
2. Select Column Width from the Format menu.
3. Provide the following information:
Width: To specify the width, type the number of units.
Use Default: To use the default width, click this checkbox. To set the
default, click the Change Default button, and type the width and units,
then click OK.
Units: Select the units of measurement from the drop-down list.
4. Click OK.
To set row height:
1. Select the rows to be formatted.
2. Select Row Height from the Format menu.
3. Provide the following information:
Height
Auto: Click this radio button if you want the height to be adjusted
automatically.
Custom: Click this radio button if you to specify the height. Then type
the value for the height in the box.
142
WORKING WITH DATABASES
6
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.
4. Click OK.
To set the format of selected cells:
1. Select the cells to be formatted.
2. Select Cell Format from the Format menu.
3. Select the format for the cell contents from the drop-down list.
4. Do one of the following:
• To set a customised format, click the Custom Number button. Type the
format and click OK.
• 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.
143
PERSONNEL DIRECTOR USER’S GUIDE
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 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.
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.).
144
WORKING WITH DATABASES
6
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:
Key Reference: Type the column (row) identification.
Ascending: Click this if you want the lowest number (or first letter or
first date) to appear first.
Descending: Click this if you want the highest number (or last letter or
last date) to appear first.
4. Click OK.
To create an autofill list.
1. From the Data menu, select Autofill List:
2. Type the new autofill list, separating each item with a semi-colon.
You can also edit default lists using the Current List text box.
3. Click the Add button.
To delete an autofill list:
1. From the Data menu, select Autofill List.
2. Select the list and click the Delete button.
To automatically fill cells:
1. Select the cells to be filled.
2. Type the first item.
3. Do one of the following:
• To enter cell by cell, press Tab.
• To enter the entire row (column), press Enter.
To recalculate the values in the spreadsheet:
•
From the Tools menu select Recalc, or press F9.
145
PERSONNEL DIRECTOR USER’S GUIDE
To set recalculation options:
1. From the Tools menu, select Options>Calculations.
2. 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.
Iteration: Click this checkbox to limit the number of calculation
iterations when a circular reference is detected. The iteration stops when
the first of the two following conditions occurs.
Maximum Iterations: Type the number of iterations to be used as the
limit when calculating circular references.
Maximums Change: Type the maximum change between iterations.
The smaller the number the more accurate your answer will be.
Precision As Displayed:. Click this checkbox to store values based on
cell format. Clear this checkbox to store values using full precision.
3. Click OK.
Working with the Spreadsheet Tools
To draw an object:
1. From the 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:
•
146
Select the object and click the Cut button (or select Cut from the Edit
menu, or press Ctrl+X).
WORKING WITH DATABASES
6
Setting Print Options
To set the print area:
1. Select the range you want to print.
2. From the Sheet menu, select Set Print Area.
To set print titles:
1. Select the row (column) which contains the titles that are printed on each
page.
Row titles are printed at the top of each page; column titles are printed on
the left of each page.
2. From the Sheet menu, select Set Print Title.
To set a page break:
1. Select the row where the page break is to be inserted.
2. From the Sheet menu, select Set Page Break.
147
PERSONNEL DIRECTOR USER’S GUIDE
Exporting Data Using Microsoft Excel
Note: Be sure to indicate that you want to use Microsoft Excel as the
spreadsheet program. For instructions, see “Setting Your Add-On
Preferences” on page 84.
1. Display the Personnel Director screen which contains the data you want to
export.
2. Click the Export button on the Personnel Director Records toolbar. Then
click the down arrow on the right side of the button and select Export to
Spreadsheet from the drop-down menu.
The Excel Spreadsheet appears, displaying the data you requested
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.
148
7
WORKING WITH EMPLOYEE
RECORDS
Overview
This chapter explains how you create and maintain basic employee records.
These records contain the employee data that you enter on the Employee
Details screen in Personnel Director. This includes the following data:
Employee Detail identification. The employee’s number, name and
address.
Contract tab. Data relating to the employee’s contract with the company.
Pay Details tab. A summary of the employee’s current pay, payroll and
tax details.
Personal tab. Miscellaneous personal details for the employee.
Dates tab. Key dates relating to the employee.
Working Time tab. Status of participation in Working Time Directive.
After these employee records are created, you can enter many other types of
data for these employees (described in “Working with Employee Data” on
page 189).
This chapter also describes how you can search the database for particular
employee records, and how to sort records in the database.
Creating New Employee Records
There are several ways to create new employee records in Personnel Director:
•
Use the New Employee Wizard.
•
Enter them manually on the main screen and main screen tabs.
•
Import them from another existing database, spreadsheet or payroll
program.
149
PERSONNEL DIRECTOR USER’S GUIDE
The first two of these methods are described below. For information about
importing employee records, refer to “Importing Data from Other Sources” on
page 443.
Using the New Employee Wizard
Personnel Director provides a Wizard which takes you through the process of
creating new employee records.
To use this Wizard:
•
Select New Employee Wizard from the Help menu.
The Wizard guides you through the steps required to create new employee
records.
Creating New Records Manually
1. Open the database that employee records are to be added to.
• On the main menu, select Open Database from the File menu.
• Select the database that you want to add records to, and click the OK
button.
2. Display the Employee Details screen.
• Click the Open Screen button, or select Open Screen from the Screens
menu.
• Select Employee Details
• Click OK.
3. Do one of the following:
• On the Record toolbar, click the New button.
– or –
• Select New Record from the Screen menu or press Ctrl+N.
150
WORKING WITH EMPLOYEE RECORDS
7
A blank record appears in the Detail View tab of the Employee Details
screen.
4. First, enter an Employee Number for the new employee. This field is
mandatory and must be unique.
5. 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.
• For details about the data you can enter for an employee, refer to
“Employee Data Entered on the Employee Details Screen” on
page 159.
• For details about how to use the data entry features in Personnel
Director, refer to “Common Features of Personnel Director” on
page 105.
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 80. For more information about automatically triggered diary
reminders and headcount statistics created when employees leave or
join the company, see page 167.
151
PERSONNEL DIRECTOR USER’S GUIDE
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.
• To locate an employee record, refer to “Searching for Employees” on
page 154.
2. Edit the fields required, as described in “Creating New Records
Manually” on page 150.
3. When you finish editing data in the record, click the Save button to save
your changes, or the Cancel button to cancel any changes that you have
made. The main screen returns to browse mode.
Deleting Employee Records
You can completely remove an employee record from the Personnel Director
database using the delete function. When an employee is deleted, archived, or
given a date of leaving, Headcount Statistics are maintained. For more
information, see “Automatically Generated Headcount Statistics” on
page 167.
Note: In most cases you will not want to delete the record completely, even
when an employee leaves the company. Personnel Director comes with an
Archive Database. To keep your main database from becoming ‘clogged’ with
old records, move the records of ex-employees into this database. Archived
records can be retrieved at any time, in case an ex-employee rejoins the
company or a prospective employer of an ex-employee contacts you for a
reference. See “Archiving Employee Records” on page 128.
1. Display the employee record you want to delete on Details View of the
Employee Details screen.
• To locate a particular employee record, refer to “Searching for
Employees” on page 154.
152
WORKING WITH EMPLOYEE RECORDS
7
2. To delete a record, do either of the following.
• Select Delete Record from the Screen menu.
– or –
• On the Record toolbar, click the Delete 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:
• Click the Print button on the Record toolbar.
– or –
• 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 121.
153
PERSONNEL DIRECTOR USER’S GUIDE
Searching for Employees
To locate an employee within a database, you can use these methods:
•
Locate and select employees using the Employee Navigator.
•
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.
1. If the Employee Navigator is not displayed, do one of the following:
• On the Tools toolbar, click the Employee Navigator button.
– or –
• Click the Employee Navigator on the View menu.
2. Double-click the folder of the department (or other group) that the
employee is a member of.
3. Double-click the name of the employee you want to work with. The
Employee Details screen appears for that employee.
The Employee Details screen for the employee you selected appears.
154
WORKING WITH EMPLOYEE RECORDS
7
4. When you are finished with this employee’s record, return to the
Employee Navigator to select the next employee.
To change Employee Navigator grouping criteria
1. Click the Change Criteria button.
The Change Criteria screen appears.
2. Provide the following information:
Groups. From the Group By drop-down list, select the criteria you want
to use to group employees in the Employee Navigator. If you want
additional levels of grouping, select additional criteria from the Then By
drop-down list. For example, you can organise the display of employee
names using divisions, departments, and surnames.
Include Headcounts. Select this checkbox to display headcounts in the
Employee Navigator.
Sort Employees. Decide how you want the Employee Navigator to sort
employees.
Sort By. Select the field to be used to sort employees from the dropdown list. For example, you can sort employees by age.
155
PERSONNEL DIRECTOR USER’S GUIDE
Ascending. Select this option to sort in ascending order (A to Z or
1 to 9).
Descending. Select this option to sort in descending order (Z to A or
9 to 1).
Open Method. Decide how you want the Employee Navigator to work.
Open the Employee In The Current Window. Select this option to
replace the contents of the current screen with that of an employee you
select from the Employee Navigator. For example, if the Holiday and
Absence screen is displayed and you select a different employee from
the Employee Navigator, the information in the Holiday and Absence
screen is replaced by that of the selected employee.
Open the Employee In A New Window. Select this option to open a
new window with the selected employee’s information displayed in it.
Display Navigator On Top Of All Other Windows. Click this
checkbox if you want the Employee Navigator to appear on top of all
employee records that you open.
3. Click OK.
To select a custom-made group
1. Click the Group button.
A list of groups is displayed.
2. Select the group that you want to work with and click the OK button.
156
WORKING WITH EMPLOYEE RECORDS
7
You can also create your own group. For further instructions, see
chapter 12 “Working with Groups and Filters” on page 285.
The status bar at the bottom of the Employee Navigator displays the name
of the current group.
3. Double-click the folder of the group that the employee is a member of.
4. Double-click the name of the employee you want to work with. The
Employee Details screen appears for that employee.
5. When you are finished with the employee’s record, return to the Employee
Navigator to select the next employee.
Note: To remove the current group or filter from the Employee Navigator, click
the Remove Group/Filter button.
To select a filter
1. Click the Filter button on the Employee Navigator.
The Select Filter screen is displayed.
2. Select the filter you want to run and click the Select button.
You can also create your own filter. For further instructions, see
chapter 16 “Creating Queries” on page 357.
157
PERSONNEL DIRECTOR USER’S GUIDE
The status bar at the bottom of the Employee Navigator displays the name
of the current filter.
3. Double-click the name of the employee you want to work with. The
Employee Details screen appears for that employee.
4. When you are finished with the employee’s record, return to the Employee
Navigator to select the next employee.
Note: To remove the current group or filter from the Employee Navigator, click
the Remove Group/Filter button.
To refresh data
Use the Refresh button if other users are adding and deleting employee records
to ensure that the Employee Navigator shows the latest changes.
•
To refresh the data, click the Refresh button.
Locating Employees by Employee Number or Name
You can quickly find employees by specifying their name or employee
number.
1. Do one of the following:
• On the Tools toolbar, click the Q Find button.
– or –
• Select Quick Find from the Employees menu or press Ctrl+Q.
The Find An Employee dialog is displayed.
2. Enter one or more of the following fields.
Surname: Enter the employee’s last name.
158
WORKING WITH EMPLOYEE RECORDS
7
First Name: Enter the employee’s first name.
Employee Number: Enter the employee’s Employee Number.
3. Click the OK button to begin the search.
Personnel Director displays the employee who most closely matches your
search.
4. Select the employee whose Employee Details you wish to see and click
Select.
Employee Data Entered on the Employee Details Screen
This section describes the data in the fields on the Employee Details screen.
The Detail View tab shows the employee number, name and address data on
the left side of the main screen and the Contract, Pay Details, Personal, Dates,
and Working Time tabs on the right side.
Use this information when you are working with these procedures:
•
“Creating New Records Manually” on page 150
•
“Editing Employee Records” on page 152.
159
PERSONNEL DIRECTOR USER’S GUIDE
Main Screen Fields
Tip: Enter this data in mixed case, as this is how it will appear in letters and
reports (for example, Sales Division not SALES DIVISION). You can set the
data to display in Mixed Case by editing the Field Properties in the Screen
Designer. For more information, see “Changing Screen Properties” on
page 550.
The following employee fields are on the left side of the main screen.
Employee Number: Enter a unique number designated to each employee.
You must enter this number, as it is not generated automatically by
Personnel Director. It can be a simple number, or a combination of letters
and numbers, such as a payroll number.
Surname: The employee’s surname, which appears on any letters sent to
the employee created in Personnel Director.
First Name: Enter the employee’s first name(s), as used in formal
correspondence. Note the difference between it and the Known As field.
Middle Name: Enter the employee’s middle 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.
160
WORKING WITH EMPLOYEE RECORDS
7
Address: Enter the address of the employee’s normal residence. To avoid
gaps in the address when performing a mail merge, ensure that no blank
lines are left between address lines.
Post Code: Enter the employee’s home address post code.
Contract Tab
This tab contains data relating to the employee’s contract with the company.
The following employee fields are on the Contract tab.
Division: Select the particular division within the company in which the
employee is employed (for example, Manufacturing or South West).
These items can defined in and selected from the available Pick List.
When organising the information, it is worth thinking about how you may
want to analyse data within the company. Even if you do 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 80.
Department: Select the particular department within the company in
which the employee is employed. Use the Pick List button to select or
create a new department.
161
PERSONNEL DIRECTOR USER’S GUIDE
Job Title: Select the employee’s job description (for example, Senior
Widget Developer). Use the Pick List button to select or create a new title.
Location: Select the location where the employee is based. These
locations can defined in and selected from the available Pick List.
Reports To: Select the name of the employee to whom this employee is to
report. Use the Pick List button to select the employee.
Full/Part Time: Select the type of employment (for example, full or part
time). Use the Pick List button to select or create a new employment type.
Tip: Full-time and part-time employees can be easily grouped. See
“Creating and Maintaining Groups” on page 286.
Contract Type: Select the employee’s contract type (such as Permanent,
Contractor or Temporary). Use the Pick List button to select or create a
new contract type.
Contract End Date: Select the date on which an employee’s contract of
employment ends. The format of the date depends on your Windows
settings (see “Setting the Date Format Used by Windows” on page 59).
Tip: Changes to the Contract End Date can create automatic diary
reminders. See “Setting Diary Reminder Preferences” on page 81.
Notice Period: Select the period that an employee must be given before
terminating their employment. Use the Pick List button to select or create
a new notice period.
Status: Select the employment status. Typical classifications include:
Active, Left and Suspended. Use the Pick List button to select or create a
new employment status.
Tip: Changes to the employee’s status can be used to trigger career
events. See “Setting Career Event Preferences” on page 80.
Grade: Select the employee’s salary grade. Use the Pick List button to
select or create a new grade.
Assistant: If an employee is an assistant to another employee, select True.
An assistant is an employee who reports directly to another employee and
does not have any subordinates under them.
162
WORKING WITH EMPLOYEE RECORDS
7
Pay Details Tab
This tab provides a summary of the employee’s current pay, payroll and tax
details.
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.
Pay: The employee’s current pay, either Per Annum or Per Hour (as
shown to the right of the field). This is updated automatically from the
employee’s Pay Record.
Contracted Hours: The number of hours that an employee is contracted
to work, usually specified as Hours per Week (the units are shown to the
right of the field). This is updated automatically from the employee’s Pay
Record.
Pay Period: The frequency of payment — 2 weekly, 4 weekly or monthly
as set up for the employee. This is updated automatically from the
employee’s Pay Record.
Pay Per Period: The caption for this field depends on the employee’s pay
method and pay period. For employees with a pay basis of Salary, Hourly
and Daily, the pay per pay period is displayed (for an employee with a pay
163
PERSONNEL DIRECTOR USER’S GUIDE
period of weekly, the caption will read “Pay per Week”). For employees
with a pay basis of Shift, the pay per shift is displayed.
Allow Overtime: Indicates if the employee is allowed to work overtime.
This is updated automatically from the employee’s Pay Record.
Enter data into the following data fields:
Cost Code: Select the accounting code appropriate to the employee’s post
and pay. Use the Pick List button to select or create a new cost code.
Pay Group Number: Select the company pay group that the employee is
a member of. Use the Pick List button to select or create a new pay group.
NI Number: Enter the employee’s National Insurance number. If you are
exporting data from Personnel Director to Payroll Manager, do not enter
spaces in the NI number field, as they will be removed during export.
Contribution Letter: Enter the employee’s National Insurance
contribution letter.
Tax Code: Enter the employee’s current tax code (i.e. 344L).
Note: For a complete listing of all the pay calculations used in
Personnel Director, see “Understanding Pay Period Calculations” on
page 597.
164
WORKING WITH EMPLOYEE RECORDS
7
Personal Tab
This tab contains miscellaneous personal details for the employee.
The following employee fields are on the Personal tab.
Gender: Select the employee’s gender from the drop-down list.
Ethnic Origin: Select the ethnic origin of the employee. Use the Pick List
button to select or create a new ethnic origin.
Marital Status: Select the marital status of the employee. 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 77.
Home Telephone: Enter the employee’s home telephone number.
Mobile Telephone: Enter the employee’s mobile telephone number.
Fax Number: Enter the employee’s home fax number.
Work Telephone/Extension: Enter the employee’s work telephone
number and extension.
Email: Enter the employee’s email address.
165
PERSONNEL DIRECTOR USER’S GUIDE
Dates Tab
Key dates relating to the employee are entered on this tab. Select dates using
the Calendar button at the right of each field. The calculated fields shown in
yellow display elapsed time in days and months. The format in which the dates
are displayed and entered is determined from your Windows settings (see
“Setting the Date Format Used by Windows” on page 59).
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
166
WORKING WITH EMPLOYEE RECORDS
7
the company in a month. You can use this date to archive leavers (see
“Archiving Employees Based on Date of Leaving” on page 129).
Tip: The Date Of Join and Date Of Leaving fields are automatically
entered as Career Event triggers when Personnel Director is installed.
End Of Probation Date is automatically entered as a Diary Reminder
trigger. You can create Career Event and Diary Reminder triggers for
other important dates. See “Career History” on page 207 and “Diary
Reminders” on page 277).
Automatically Generated Headcount Statistics
Within each database (Sample, Personnel 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:
•
•
•
•
•
•
•
•
•
•
Year
Month
Division
Department
Location
Gender
Ethnic Origin
Number of Employees Left
Number of Employees Joined
Total Employees in Database
When you either create a new employee record or transfer an employee
from the Archive database to any other active database, you are asked if
you want to update the headcount statistics. If you select Yes, a record is
created in the TurnOver table.
Similarly, when you either delete an employee record, or set the Date of
Leaving for an employee, or transfer an employee from an active database
to the Archive database, you are asked if you want to update the headcount
statistics. If you select Yes, a record is created in the TurnOver table.
There are several reports that you can print to display these headcount
statistics.
167
PERSONNEL DIRECTOR USER’S GUIDE
Working Time Tab
Use the Working Time tab to enter the employee’s Working Time Directive
status.
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.
Notes. Notes about the employee’s Working Time status.
168
8
RECORDING AND TRACKING
HOLIDAY AND ABSENCE
Recording and tracking time that employees are absent for scheduled or
unscheduled reasons is an ongoing task. With Personnel Director, you can set
up absence allowances with anniversary dates or start dates linked directly to
each employee’s holiday and absence records. Personnel Director stores the
start and end date for each employee’s absence allowance year and calculates
any carry over that needs to be performed at year end.
To set up and maintain absence allowance records, you:
•
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.
•
Assign absence allowances to employees.
•
Assign work periods to employees if absence days and hours lost are to be
based on employee work periods.
•
Enter holiday and absence records.
•
Perform end of year maintenance.
Entering Holiday and Absence Records
Use the Holiday and Absence screens to track employee attendance history for
authorised absence, unauthorised absence, sickness and holiday. Absences and
holidays can be recorded in either hours or days, as determined when you set
up your company absence allowances. For more information, see “Defining
Company Absence Allowances with the Absence Allowance Wizard” on
page 66.
Once a holiday or absence has been entered into Personnel Director, you can
use the Absence Calendar and Absence Schedule charts to detect conflicting
absence (when more than one key employee is absent at the same time) and
patterns of absence.
169
PERSONNEL DIRECTOR USER’S GUIDE
You can also use these screens to track an employee’s annual holiday. The
amount of used and unused leave is shown on the Summary screen. This is
based on the employee’s annual holiday allowances.
Displaying Holiday and Absence Summary
1. Do one of the following.
• On the Absence and Payroll Shortcut bar, click the Holiday and
Absence button.
– or –
• 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 174 and Holiday
and Absence calendars, as described in “Displaying Holiday and Absence
Calendars” on page 173.
170
RECORDING AND TRACKING
HOLIDAY AND ABSENCE
8
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 & Absence Summary screen, select the record that you
want to display and click the Detail View tab, or double click the record.
2. For detailed instructions for editing, adding and deleting records, refer to
“Detail Screens” on page 115.
171
PERSONNEL DIRECTOR USER’S GUIDE
• 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 59).
End Date. The date on which the absence or holiday ended. This can be
selected from a Calendar button.
Days Lost. Calculated automatically from the Start and End dates of the
holiday or absence, but can be over-typed. The calculated duration
depends upon whether or not it is based on the company pay period or
employee work period and whether weekends have been set to be included
(see “Setting Absence Preferences” on page 85).
Hours Lost. Calculated automatically from the Start and End dates, but
can be over-typed. The calculated duration depends upon whether or not it
is based on the company pay period or employee work period and whether
weekends have been set to be included (see “Setting Absence
Preferences” on page 85).
Category. Personnel Director uses the Category field to determine which
absences to deduct from the employee’s annual allowance. For example,
you might create 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.
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.
172
RECORDING AND TRACKING
HOLIDAY AND ABSENCE
8
Cost. The cost of the absence or holiday, which is calculated
automatically from the Hours Lost field, using the employee’s hourly rate.
Hourly rate (from employee’s current pay record) x Hours lost
The cost is calculated by multiplying the current hourly rate by the
contracted hours per week and dividing by 5 days.
For more information about absence and pay calculations, see
“Understanding Pay Period Calculations” on page 597.
The value in this field cannot be modified.
% on Cost. Additional on-costs incurred by the company such as
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.
Notes. A free format notes field for you to add any information relating to
the Absence record.
Displaying Holiday and Absence Calendars
Use the holiday and absence calendar to view the current employee’s holiday
and absence in chart form. This is useful for spotting patterns of absence or
just to get an overview of any planned holiday.
•
To display this screen, select Absence Calendar from the Tools menu.
173
PERSONNEL DIRECTOR USER’S GUIDE
Changing the Chart Colours
Each absence is displayed in a separate colour and a legend is provided on the
right of the screen.
•
To change these colours, click the Legend color square, select the colour
you want on the Colour screen, then click OK. To define custom colours,
click the Define Custom Colours button.
Displaying Holiday and Absence Schedules
Use the Holiday and Absence Schedule to view the current employee’s
holiday and absence periods on a chart together with the absences of other
employees. In this way, you can spot if two or more employees are going to be
absent during the same period, rendering you short of staff.
Note: A maximum of 200 employees is set as the default to chart on this
screen. This is to prevent the chart from becoming too cluttered and
unintelligible.
174
RECORDING AND TRACKING
•
HOLIDAY AND ABSENCE
8
To display this screen, select Absence Schedule from the Tools menu.
The schedule shows absence for a number of employees. Each employee’s
absence is colour coded by type according to the legend set in the Absence
Calendar.
Changing the View
By default, a four-week view is displayed. To change the view, click one of the
following buttons.
•
To change to the previous month, click the Previous button beside the year
or month.
•
To change to the next month, click the Next button beside the year or
month.
For each period, you can easily identify any employees with overlapping
holiday and absence schedules.
175
PERSONNEL DIRECTOR USER’S GUIDE
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.
2. Provide the following information:
Employee Selection. Select the employees you want to be included.
Group of Employees. Click this option if you want to select
employees by group. Then select the group you want from the
Selection drop-down list.
Employees Defined By Filter. Click this option if you want to select
employees by filter. Then select the filter you want from the Selection
drop-down list.
All Employees. Click this option if you want all employees to be
included.
176
RECORDING AND TRACKING
HOLIDAY AND ABSENCE
8
Selection. If you clicked the Group of Employees or Employees
Defined By Filter options, select the name from the drop-down list.
Settings. You can alter the display settings.
Maximum Number of Employees. Set the maximum number of
employees to displayed on the chart.
To display all employees, click the Unlimited Number of Employees
checkbox.
To display a specific number of employees, clear the Unlimited
Number of Employees checkbox and set or type the desired number.
Range. Set the time range for the chart in years. For example, you
typed 2, the time range spans a year previous to the current date to a
year in advance of today’s date (2 years).
3. Click OK.
Using Other Absence Schedule Functions
Use these buttons to perform the following functions.
To
Click
Scroll up the list of employees
Scroll down the list of employees
Change the spacing between employee records
Preview or print the chart
Copy the chart to the clipboard
Exit Absence Schedule
Setting and Displaying Absence Allowances
Every company has an absence allowance policy — the number of days/hours
of paid absence that employees are entitled to per year. You can create and
track any type of absence, not only holidays and leave, but also absences for
reasons of sickness, training, or personal reasons.
177
PERSONNEL DIRECTOR USER’S GUIDE
Personnel Director initially uses the Absence Allowance defaults you set as
preferences when you set up Personnel Director for use with your company.
For more information, see “Defining Company Absence Allowances with the
Absence Allowance Wizard” on page 66.
You can use a system of allowances based on length of service, age, or neither
of the above criteria. The allowance can be a number of days allotted annually
or it can be accrued on a weekly or monthly basis.
All the absence allowances you define are available to be assigned to
employee records. You can assign allowances to all employees, or to a group
of employees you define through a group membership or an employee filter.
Assigning Work Periods
Personnel Director can calculate absence hours lost and hours lost based on
company pay periods or on employee work periods. You specify which
calculation is to occur when setting up the company (see “Setting Absence
Preferences” on page 85). You then define one or more work periods for your
organization (see “Defining Employee Work Periods” on page 73.)
You can assign a work period to an individual employee or to a group of
employees you define through a group membership or an employee filter.
Note: Calculations for any employee not assigned a work period will be based
on the company pay period.
178
RECORDING AND TRACKING
HOLIDAY AND ABSENCE
8
To assign a work period to one or more employees
1. From the Employees menu, select Employee Work Periods.
2. Select the period you want to assign from the Work Period drop-down list.
If the work period is not in the list, you can define it. For instructions, see
“Defining Employee Work Periods” on page 73.
3. Identify the employees to be assigned this work period. Do one of the
following:
• 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.
• 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.
• To assign a group of employees using a filter you previously defined,
select the Employees Within A Filter option and select the name of the
filter from the drop-down list.
4. When you are finished, click OK.
179
PERSONNEL DIRECTOR USER’S GUIDE
Assigning Absence Allowances to Multiple Employees
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.
2. Select the option I Want to Assign an Allowance to People. From the Pick
List, select an allowance you previously created and click OK.
180
RECORDING AND TRACKING
HOLIDAY AND ABSENCE
8
3. Click Next.
4. Specify the employees to whom you want to assign allowances and then
click Next.
• To assign an allowance to a group, go to step 5.
• To assign an allowance to employees you have chosen by defining an
Employee Filter, go to step 6.
• 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.
• Click the Pick List button, and select the group to which you want to
assign absence allowances.
181
PERSONNEL DIRECTOR USER’S GUIDE
6. To specify a group of employees you have defined with a filter, click I
Want To Select Employees Using a Filter.
• Click the Pick List button and select an Employee Filter from the list.
7. To assign the allowance to all employees, click I Want to Select ALL
Employees.
8. Select the start date for the allowance:
• 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.
182
RECORDING AND TRACKING
HOLIDAY AND ABSENCE
8
• 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.
• To start all allowances on the anniversary date of the end of the
employee’s probation, click Allowances Start on the Anniversary of
the End of Probation.
9. Click Next, then click Finish.
Allowances are assigned to the selected employees and a progress bar is
displayed. If an employee already has an allowance of the selected type
for the current year, that allowance takes precedence and is retained.
Displaying Absence Allowance Summaries
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.
2. Do one of the following.
• On the Absence and Payroll Shortcut bar, click the Absence Allowance
button.
– or –
From the Screen menu, select Open Screen. Select Absence Allowance
and then click OK.
183
PERSONNEL DIRECTOR USER’S GUIDE
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.
• To display allowances for all years, select All Years.
• To display allowances for one prior year, select that year.
3. To assign an absence allowance, click the New button on the Record
toolbar.
4. 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.
5. You should not have to set Amount Carried Forward and Time in Lieu for
a new allowance, but you can edit them at any time, as described below.
6. Click Save when you are finished setting or viewing the allowances.
Modifying Absence Allowances
If required, you can modify some details of an employee’s absence allowance.
Use this screen to display the employee’s absence allowance.
1. Navigate to the record of the employee for whom you want to display
absence allowance details.
184
RECORDING AND TRACKING
HOLIDAY AND ABSENCE
8
2. Do one of the following.
• On the Absence and Payroll Shortcut bar, click the Absence Allowance
button.
– or –
From the Screen menu, select Open Screen. Select Absence Allowance
and then click OK.
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.
4. Edit any of the following details:
• Runs From: Type a new start date or select one from the drop-down
calendar. For parental leave, this is the date on which the parental leave
starts.
185
PERSONNEL DIRECTOR USER’S GUIDE
• Runs To. This field only appears for parental leave related absences.
Type the end date when the parental leave period terminates.
• Carried Over: The number of days carried forward into the new year.
Type the number of days. You can enter negative numbers.
• In Lieu: Time may be given in lieu of extra pay or overtime. Enter the
number of days taken as time in lieu. You can enter negative numbers.
• 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.
5. Click the Save button.
Absence Allowance Calculations
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.
1. 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.
186
•
Allowed: The number of days or hours, depending on the company
absence allowance settings, of annual leave that the employee is entitled
to. This is determined by the employee’s length of service, age, or neither,
as set with the Absence Allowance Wizard. This number cannot be
modified from this screen. To change it, you edit the definition of the
Leave Allowance (see “Defining Company Absence Allowances with the
Absence Allowance Wizard” on page 66).
•
Taken: The amount of annual leave taken by the employee for the current
year. This figure cannot be modified here. It is automatically calculated by
summing all the days/hours lost which are marked as Annual Holiday in
the employee’s Holiday and Absence history.
•
Carried Over: The number of days or hours of unused holiday carried
across from the previous year. When the Absence Allowances screen is
RECORDING AND TRACKING
HOLIDAY AND ABSENCE
8
opened, Personnel Director checks to see if the end of year carry over
needs to be performed and generates this figure automatically as a result.
You can also run the year end process by selecting Allowances Year End
from the Company menu.
•
In Lieu: Time given in lieu of extra pay or overtime.
•
Carry Over Lost: Absence not taken in the current year that cannot be
carried over, as defined with the Absence Allowances Wizard.
•
Closed: Either True or False.
•
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.
The Allowances Year End process is run only on the current database.
187
PERSONNEL DIRECTOR USER’S GUIDE
Processing Absence Allowances at Year End
1. Take one of the following actions:
• Select Allowances Year End from the Company menu.
-or• Click the Absence Allowance button on the Absence and Payroll
shortcut bar. Click beside the Recalculate button, and select Year End.
2. To perform end of year allowance maintenance, click the Yes button. To
exit without making any changes, click the No button.
188
9
WORKING WITH EMPLOYEE
DATA
After you have entered an employee’s record on the Employee Details screen
(described in “Creating New Employee Records” on page 149), you can enter
a wide range of additional data for that employee. The screens for entering this
data are accessed from 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
records. You can also search the entire database for a record.
Finding Records By Field Content
When you want to locate specific information on a record, you can locate an
exact or partial match to the contents of a field.
1. From any employee screen except Employee Details, do one of the
following:
• On the Record toolbar, click the Find button.
– or –
• Select Find Records from the Screens menu or press Ctrl+F.
189
PERSONNEL DIRECTOR USER’S GUIDE
2. In the field value text box, type the information you want to find. For
example, on the Medical History to find the records with the location
James Street Clinic, type James Street Clinic.
3. Specify how to perform the search as follows.
Case Sensitive. Check this box to locate only records that match in
upper or lower case what you type.
Exactly Match. The search result will include only records which
match the Field Value exactly.
Partial Match At Beginning. The search result will include only
records which have the Field Value at the start of the field.
Partial Match Anywhere. The search result will include records
which have the Field Value anywhere in the field.
4. Select the Field that contains the information from the Fields list. In 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+F and click the Next
button.
190
WORKING WITH EMPLOYEE DATA
9
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:
•
A specific value of a field. For example, you want to view all records for
absences that were due to holidays.
•
A range of values for a field. For example, a list of holidays taken between
certain dates.
If you find that you are specifying the same filter frequently or if you require
more complex searching capability, you can create a query. For more
information, see chapter 16 “Creating Queries” on page 357.
To set up a record filter based on a specific value
1. From any employee screen except Employee Details, do one of the
following:
• On the Record toolbar, click the Filter button.
– or –
• Select Filter Records from the Screens menu or press Ctrl+I.
The Filter Records screen appears.
191
PERSONNEL DIRECTOR USER’S GUIDE
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, 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 a Field Value of “Hol” and select the Partial Match Anywhere option.
5. If the 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.
192
WORKING WITH EMPLOYEE DATA
9
To turn off a record filter
•
Select Record Filters from the Screen menu and click the New Search
button.
To set up a record filter based on a range of values
1. On the Record toolbar, click the Filter button.
-orSelect Filter Records from the Screen menu or press Ctrl+I.
The Filter Records screen appears.
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 value, the By Value
tab is displayed; to specify a range, click the By Range tab.)
For example, to select all absences prior to a certain date from the Holiday
and Absence screen, select the End Date field.
Tip: You can sort the list of fields. Under Field Order, click
Alphabetical if you want to sort the fields alphabetically or Logical if
you want to sort the fields as they appear on the Detail View tab.
4. Indicate the starting and ending value of the range:
Starting Range. Type the partial word, word, phrase or value to be used
as the starting point. To erase what you typed, click the Clear button.
Ending Range. Type the partial word, word, phrase, or value to be used as
the ending point. To erase what you typed, click the Clear button.
193
PERSONNEL DIRECTOR USER’S GUIDE
For example, to search for absences between January 5, 1998 and July 1,
1998, enter 05/01/1998 as the Starting Range and 01/07/1998 as the
Ending Range.
5. To view the search criteria, click View Summary. This is useful to verify
the search criteria when you create more complex filters. When you are
finished viewing, click OK.
6. When you are finished specifying the criteria, click OK.
The list of records matching your search criteria is displayed.
To refine the filter
Once you have created a filter, you can further refine the results using a
different field value or range. For example, if you wanted to see who took
holidays within a certain date range, you would first filter using Holiday as the
Category, and then filter using the date range.
Searching the Database for Records
You can search the database for records
1. On the Tools toolbar, click the Search button.
-orSelect Filter Records from the Tools menu.
The Search Database screen appears.
194
WORKING WITH EMPLOYEE DATA
9
2. Provide the following information:
Screen To Search. Select the screen you want to search from the dropdown 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.
195
PERSONNEL DIRECTOR USER’S GUIDE
6. Do one of the following:
• Double-click the record you want to display.
• To remove an expression from the search criteria, select the expression
and click the Remove button.
• To clear the results and start a new search, click the New Search button.
• To exit without completing the search, click the Cancel button.
Accident History
You can log accidents that have occurred in the work place. Accidents are
logged against each individual, so if more than one person is involved in an
accident, you need to create an accident record for each individual.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Accident History Summaries
1. Navigate to the record of the employee for whom you want to display
accident history data.
2. Do one of the following.
• On the Employment Shortcut bar, click the Accident History button.
– or –
• From the Screen menu, select Open Screen. Select Accident History
and then click OK.
3. Click the Summary View tab, if it is not already displayed.
The Accident History Summary screen lists all the accidents in the
workplace that the current employee has been involved in.
196
WORKING WITH EMPLOYEE DATA
9
Adding/Editing Accident Details
Use the Accident Detail screen to add, edit or delete employee accident records.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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.
• For adding and editing records, refer also to the following description
of data entered on this screen.
Data Entered on This Screen
Date of Accident. The date on which the accident occurred. The format of
dates depends upon your Windows settings (see “Setting the Date Format
Used by Windows” on page 59).
Time of Accident. The time at which the accident occurred. The format of
the time is determined by your Windows settings, but is normally
formatted as HH:MM, where HH is hours, MM is minutes (for example,
23:15 for 11.15 p.m.).
197
PERSONNEL DIRECTOR USER’S GUIDE
Type of Accident.The type of accident. This is used for classifying
industrial accidents and reporting purposes.
Type of Injury. The type of injury the employee suffered, if any.
Days Lost. The number of working days lost as a result of the accident.
Location. The location where the accident occurred.
Accident Book Updated By. The name of the individual who updated the
company accident book.
Date Updated. The date on which the accident book was updated.
HSE Informed By. The name of the individual who informed the Health
and Safety Executive.
Date Informed. The date on which the Health and Safety Executive was
informed.
Witnesses. The names of any witnesses to the accident, if any.
Follow Up. Any follow up action required following the accident.
Notes. A free form field for you to add information related to the accident.
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 81.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
198
WORKING WITH EMPLOYEE DATA
9
Displaying Appraisal Summaries
1. Navigate to the record of the employee for whom you want to display
appraisal data.
2. Do one of the following.
• On the Employment Shortcut bar, click the Appraisal History button.
– or –
• From the Screen menu, select Open Screen. Select Appraisal History
and then click OK.
3. Click the Summary View tab, if it is not already displayed.
The Appraisal Summary screen gives a summary view of all the appraisals
conducted for the current employee. The screen displays the date of the
appraisal, who conducted the appraisal and the date of the next appraisal.
It contains all of the standard summary screen toolbar buttons and related
functions (described in “Summary Screens” on page 113).
Adding/Editing Appraisal Details
Use the Appraisal Detail screen to add, edit or delete appraisal records for the
current employee.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Appraisal History Summary View tab, select
the record you want to work with and click the Detail View tab or
double-click the record.
199
PERSONNEL DIRECTOR USER’S GUIDE
The screen has two sections. The top half of the screen displays the details
of the appraisal – Date, Appraisor, Next Appraisal Date. The lower half of
the screen contains tabs where you enter Assessment criteria, Key
Objectives Agreed, Training Agreed and Comments for the current
appraisal.
Data Entered on This Screen
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 59).
Appraisor. The name of the individual who conducted the appraisal. A
Pick List is provided for this field, so that you can maintain a standard list
of appraisers.
Date of Next Appraisal. The date on which the next appraisal should be
conducted. This is automatically linked to the diary. When this date is
changed, Personnel Director can prompt you to create a diary reminder for
the next appraisal. For more details see “Setting Diary Reminder
Preferences” on page 81.
200
WORKING WITH EMPLOYEE DATA
9
2. For each of the tabs at the bottom of the screen, click the tab to select it.
Then enter the data on that tab, as described in the following sections.
Data Entered on the Assessment Tab
Use this tab to record the criteria against which you are appraising the current
employee.
1. Provide the following information.
Criteria. The criteria against which you are appraising the current
employee.
Score. The employee’s score for that criteria. This could be Excellent,
Good, Average, Poor or 1, 2, 3 etc.
2. Do one of the following:
• To save the changes, click the Save button on the Record toolbar.
• To add another assessment, click the Add button at the bottom of the
screen.
• To remove a criteria, select the criteria and click the Delete button at
the bottom of the screen.
201
PERSONNEL DIRECTOR USER’S GUIDE
Data Entered on the Key Objectives Agreed Tab
Use this tab to record any objectives agreed as a result of the appraisal. For
example, for a sales executive, these objectives could be to increase sales by
5% or to learn about a new product range.
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:
• To save the changes, click the Save button on the Record toolbar.
• To add another assessment, click the Add button at the bottom of the
screen.
• To remove a criteria, select the criteria and click the Delete button at
the bottom of the screen.
202
WORKING WITH EMPLOYEE DATA
9
Data Entered on the Training Agreed Tab
Use this tab to record any training agreed on as a result of the appraisal.
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:
• To save the changes, click the Save button on the Record toolbar.
• To add another assessment, click the Add button at the bottom of the
screen.
• To remove a criteria, select the criteria and click the Delete button at
the bottom of the screen.
Data Entered on the Comments Tab
Use this free-format text field to enter any comments that you may have on the
appraisal.
203
PERSONNEL DIRECTOR USER’S GUIDE
Bank Details
Use the Bank Details screen to record the details of the employee’s main bank
account (the one into which their salary is paid).
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Bank Detail Summaries
1. Navigate to the record of the employee for whom you want to display
bank details.
2. Do one of the following.
• On the Absence and Payroll Shortcut bar, click the Bank Details
button.
– or –
• From the Screen menu, select Open Screen. Select Bank Details and
then click OK.
3. Click the Summary View tab, if it is not already displayed.
The Bank Details summary screen displays all or the accounts for this
employee.
Adding/Editing Bank Details
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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 doubleclick the record.
204
WORKING WITH EMPLOYEE DATA
9
.
Data Entered on This Screen
Bank Name. The name of the bank (such as Barclays Bank Plc, National
Westminster).
Address. The full postal address of the bank.
Branch. The bank branch. This is useful when a bank has more than one
branch in a town or city.
Account Number. The account number of the employee’s main bank
account (the one into which their salary is paid).
Sort Code. The bank sort code. This is a free-format field.
Account Type. The type of account the employee has (such as Current,
Deposit Account).
Benefit Details
Use the Benefit screens to record taxable and non taxable benefits allocated to
an employee during his/her time with the organisation. Such benefits could
include mobile phones, season ticket loans, and private health care.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
205
PERSONNEL DIRECTOR USER’S GUIDE
Displaying Benefit Summaries
1. Navigate to the record of the employee for whom you want to display
benefits data.
2. Do one of the following:
• On the Absence and Payroll Shortcut bar, click the Benefit Details
button.
– or –
• 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.
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:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
206
WORKING WITH EMPLOYEE DATA
9
• 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.
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 59).
P11D Value. The P11D value attributable to this benefit per year.
Career History
An individual’s time with an employer consists of a series of ‘events’ ranging
from joining the company to promotions, salary changes, change in
employment status and so on. Personnel Director automatically creates career
history events when, for example, an employee leaves or joins the company.
You can track and build a history of these events. Personnel Director can
detect changes in certain pieces of data and prompt you to create career events.
For more details, see “Setting Career Event Preferences” on page 80.
207
PERSONNEL DIRECTOR USER’S GUIDE
You can analyse Career Event history using Personnel Director’s reporting
features, and find information such as the number of people joining or leaving
the company in a particular period.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Career History Summaries
1. Navigate to the record of the employee for whom you want to display
career history data.
2. Do one of the following:
• On the Employment Shortcut bar, click the Career History button.
– or –
• 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.
.
On the Summary View tab, the Career History Summary screen displays
the career history of the current employee.
208
WORKING WITH EMPLOYEE DATA
9
Career events can be triggered automatically (described in “Setting Career
Event Preferences” on page 80). Or, you can enter them manually yourself.
Adding/Editing Career History Details
Use the Career History Detail screen to add, edit, or delete career events for
the current employee.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Career History Summary View tab, select
the record you want to work with and click the Detail View tab or
double-click the record.
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 <No Change> is displayed. This
applies only if you let Personnel Director create the career events for you.
209
PERSONNEL DIRECTOR USER’S GUIDE
Data Entered on This Screen
Date of Event. The date on which the career event took place. The format
of dates depends upon your Windows settings (see “Setting the Date
Format Used by Windows” on page 59).
Career Event. The type of career event, for example Joined Company,
Promotion, or Relocation. To keep your data consistent and reports
accurate, you should use the Pick List for this field.
Division. The employee’s division following the career event.
Department. The employee’s department following the career event.
Job Title. The employee’s job title following the career event.
Location. The employee’s location following the career event.
Pay. The employee’s pay following the career event.
Full / Part Time. The employee’s employment status following the career
event.
Contract Type. The employee’s contract type following the career event.
Status. The employee’s status following the career event.
Notes. Freeform notes pertaining to the career event.
Correspondence History
You have the option of keeping a record of any correspondence sent to an
employee. Personnel Director creates a correspondence history record when
you print mail merge letters if you indicate that you want to update the
correspondence history and enter a description.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Correspondence History Summaries
1. Navigate to the record of the employee for whom you want to display
correspondence history data.
210
WORKING WITH EMPLOYEE DATA
9
2. Do one of the following:
• On the Employee Shortcut bar, click the Correspondence History
button.
– or –
• From the Screen menu, select Open Screen. Select Correspondence
History and then click OK.
3. Click the Summary View tab, if it is not already displayed.
The Correspondence History Summary screen displays the details of any
correspondence with the employee.
Adding/Editing Correspondence History Details
You can edit or delete the correspondence records Personnel Director creates
when you send mail merge letters.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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.
211
PERSONNEL DIRECTOR USER’S GUIDE
Data Entered on This Screen
Date. The date of the correspondence.
Letter. The name of the word processor letter that was sent to the
employee. Use the word processor to open the letter and get further details
on what was sent.
Description. A description of the letter or why the letter was sent (such as
End of Probation Letter, 1st Disciplinary Letter).
CPE/CPD Records
CPE/CPD Records are used to track training requirements for both structured
training, such as courses and seminars, and unstructured training, such as selfstudy, reading, and so on. When you save a record on the Training History
screen, the CPE/CPD record is automatically updated, so that you can track
whether annual targets are being met and see variances at a glance.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying CPE/CPD Summaries
1. Navigate to the record of the employee for whom you want to display
CPE/CPD records.
2. Do one of the following:
• On the Training and Education Shortcut bar, click the CPE/CPD
Record button.
– or –
• 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
212
WORKING WITH EMPLOYEE DATA
9
The CPE/CPD Record Summary screen appears. The screen displays the
annual structured and unstructured training targets, actual training levels
achieved, and the variance between the target and actual achievement.
Adding/Editing CPE/CPD Record Details
Use the CPE/CPD Record detail screen to add, edit, or delete continuing
professional education and development targets for the current employee. The
actual and variance amounts and budget used and remaining are automatically
calculated from the Training History records.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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 doubleclick the record.
213
PERSONNEL DIRECTOR USER’S GUIDE
Data Entered on This Screen
1. Enter the calendar year for which you are recording target points and
budget data.
2. In the Target Points column on the left, enter the target points for
structured and unstructured training.
3. In the Training Budget column on the right, enter the annual budget
allocated to this employee for training. Personnel Director will deduct
training costs from this amount when you add records in Training History.
Disciplinary and Grievance
You can track the Disciplinary and Grievance history for each employee. Any
number of disciplinary infringements can be recorded for a person and these
can be graded by status, such as First Warning and Second Warning.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
214
WORKING WITH EMPLOYEE DATA
9
Displaying Disciplinary and Grievance Summaries
1. Navigate to the record of the employee for whom you want to display
disciplinary or grievance data.
2. Do one of the following:
• On the Employment Shortcut bar, click the Disciplinary & Grievance
button.
– or –
• 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:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Disciplinary and Grievance Summary View
tab, select the record you want to work with and click the Detail View
tab or double-click the record.
215
PERSONNEL DIRECTOR USER’S GUIDE
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 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 277).
Letter Sent To Employee. Tick this box to indicate if a letter was sent to
the employee concerning this event. The Correspondence History contains
the actual details of the letter.
Follow Up Date. The date by which some follow-up action should have
taken place relating to the event. A reminder can be automatically inserted
into the diary for this date (see “Diary Reminders” on page 277).
216
WORKING WITH EMPLOYEE DATA
9
By Whom. The name of the individual responsible for any follow-up
relating to the disciplinary or grievance event. The Pick List for this field
displays a list of all the employees in the current database.
Notes. A free-format notes field to outline any further information relating
to the event.
Education History
You can keep details of your employees’ education. Details can be stored for
any number of establishments, and can be grouped in categories such as
University, College, or School.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Education Summaries
1. Navigate to the record of the employee for whom you want to display
education data.
2. Do one of the following.
• On the Training and Education Shortcut bar, click the Education
History button.
– or –
• From the Screen menu, select Open Screen. Select Education History
and then click OK.
217
PERSONNEL DIRECTOR USER’S GUIDE
3. Click the Summary View tab, if it is not already displayed.
The screen shows all the educational establishments attended and the
dates of attendance. To enter employee qualifications, see
“Qualifications” on page 244.
Adding/Editing Education Details
Use this screen to add, edit, or delete educational records for the current
employee.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Education Summary View tab, select the
record you want to work with and click the Detail View tab or doubleclick the record.
218
WORKING WITH EMPLOYEE DATA
9
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.
Attended From. The date from which the establishment was attended.
Attended To. The date on which the employee left the establishment.
Emergency Contacts
You can keep the details of individuals who may be contacted in the event of
an emergency. These individuals may be the husband, wife or other
individuals. You can keep the details of two contacts for each employee.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Emergency Contact Details
1. Navigate to the record of the employee for whom you want to display
emergency data.
219
PERSONNEL DIRECTOR USER’S GUIDE
2. Do one of the following.
• On the Employee Shortcut bar, click the Emergency Contacts button.
– or –
• 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:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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.
Data Entered on This Screen
Name. The name of the contact.
Relationship. The relationship of the contact to the employee (such as
Husband, Wife, Mother, Father).
220
WORKING WITH EMPLOYEE DATA
9
Day Telephone. The daytime telephone number at which the contact can
be reached.
Evening Telephone. The evening telephone number at which the contact
can be reached.
Type of Contact. Select either Next of Kin or Second Contact from the
drop-down list.
Address. The contact’s postal address.
Employee Images
You may want to link scanned images, such as driver’s licences and sample
employee signatures to employee records. These files must be stored as
bitmap (.BMP) images.
Displaying Employee Images
1. Navigate to the record of the employee for whom you want to display
images.
2. Do one of the following:
• On the Employee Shortcut bar, click the Employee Images button.
– or –
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:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Employee Images Summary View tab, select
the record you want to work with and click the Detail View tab or
double-click the record.
221
PERSONNEL DIRECTOR USER’S GUIDE
Data Entered on This Screen
Description. Type a description of the image.
Category. Select a category to identify the image or add one to the list.
Date. Enter the effective date or select it from the calendar.
Image: Click the Open File button. Locate the image to load, and click
Open. The image appears in the box on the right.
Note: Click the Actual Size button to view the actual size of the image.
Employee Notes
You can store any number of notes about an employee’s record. Use the
Employee Notes function for storing information that is not relevant to any of
the other Personnel Director screens.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
222
WORKING WITH EMPLOYEE DATA
9
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.
• On the Employee Shortcut bar, click the Notes button.
– or –
• From the Screen menu, select Open Screen. Select Employee Notes
and then click OK.
3. Click the Summary View tab, if it is not already displayed.
The Employee Notes Summary screen displays a list of all the notes
entered for the current employee.
Adding/Editing Employee Notes Details
Use the Employee Notes screen to store information that is not relevant to any
of the other Personnel Director screens.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Employee Notes Summary View tab, select
the record you want to work with and click the Detail View tab or
double-click the record.
223
PERSONNEL DIRECTOR USER’S GUIDE
.
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 81).
Employee Photographs
You can attach photographs to an employee’s record. This function assumes
that you have a copy of the photograph held digitally on the computer.
Note: The photograph must be in .JPEG graphic format.
224
WORKING WITH EMPLOYEE DATA
9
Displaying and Attaching Employee Photographs
1. Navigate to the record of the employee whose picture you want to see or
attach.
2. Do one of the following:
• On the Employee Shortcut bar, click the Employee Photographs
button.
– or –
• From the Screen menu, select Open Screen. Select Employee
Photographs and then click OK.
-or
• 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.
3. To attach an image, do the following:
• Click the New button on the Record toolbar.
• In the Load Photograph dialog, use the file list dialog to select the
required image, then click the Open button.
4. To detach an image, do the following:
• Click the Delete button on the Record toolbar.
• Click Yes to confirm that you want to detach this photograph.
Note: To update a picture, first detach the old picture, then attach the
new picture.
225
PERSONNEL DIRECTOR USER’S GUIDE
5. To close the photograph window, click the Window close button.
Employment History
You can keep a detailed record of an employee’s employment record prior to
joining your organisation. You record his/her past employers, the time they
worked there, job title, salary and reason for leaving.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Employment History Summaries
1. Navigate to the record of the employee for whom you want to display
employment history data.
2. Do one of the following.
• On the Employment Shortcut bar, click the Employment History
button.
– or –
• 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:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
226
WORKING WITH EMPLOYEE DATA
9
• 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.
Data Entered on This Screen
From. The date on which the employee joined the company in question.
To. The date on which the employee left the company in question.
Company Name. The name of the employee’s previous employer.
Address. The postal address of the employee’s previous employer.
Job Title. The employee’s previous job title/ occupation (such as Senior
Programmer).
Key Experience. These are the employee’s key skills or experience
relating to their previous job (for example, a computer programmer might
have key experience in Assembler, C++, Java / J++ languages). See also
the Skills screen for entering current experience.
Salary on Leaving. The employee’s salary on leaving this employer.
Reason for Leaving. The reason why the employee left their company
(such as redundancy, career change).
227
PERSONNEL DIRECTOR USER’S GUIDE
Exit Interview
It is good practise to conduct an interview with every employee who leaves the
organisation. You can use this interview to identify the employee’s reason for
leaving, which then can be analysed using the Report Writer. You can store
one exit interview per employee, the most current one, in Personnel Director.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Exit Interview Details
1. Navigate to the record of the employee for whom you want to display exit
interview data.
2. Do one of the following.
• On the Employment Shortcut bar, click the Exit Interview button.
– or –
• From the Screen menu, select Open Screen. Select Exit Interview and
then click OK.
3. Click the Summary View tab, if it is not already displayed.
Adding/Editing Exit Interview Details
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Exit Interviews Summary View tab, select
the record you want to work with and click the Detail View tab or
double-click the record.
228
WORKING WITH EMPLOYEE DATA
9
.
Data Entered on This Screen
Date of Interview. The date on which the interview took place.
Reason for Leaving. The reason why the employee is leaving the
organisation. This field is particularly important for reporting purposes, as
it helps you analyse why employees leave your organisation.
Interview Held By. The individual who held the interview with the
employee. Use the Pick List for this field to ensure that your data is
consistent and your reports are accurate.
Re engage. Select either Yes or No as to whether your organisation should
re-employ the individual, should the employee apply for work at your
organisation in the future.
Notes. A free-format notes field for any comments that you may have.
Maternity
You can record information about maternity pay periods, dates of
confinement, return to work, and related information.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
229
PERSONNEL DIRECTOR USER’S GUIDE
Displaying Maternity Summaries
1. Navigate to the record of the employee for whom you want to display
maternity data.
2. Do one of the following:
• On the Payroll and Absence Shortcut bar, click the Maternity button.
– or –
• From the Screen menu, select Open Screen. Select Maternity and then
click OK.
3. Click the Summary View tab, if it is not already displayed.
Adding/Editing Maternity Details
Use the Maternity Detail screen to add, edit, or delete employee maternity
records.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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 doubleclick the record
230
WORKING WITH EMPLOYEE DATA
9
.
Data Entered on This Screen
Pregnancy Notification Given. The date on which the employee notified
the company of the pregnancy. Select the date from the drop-down
calendar.
Doctor’s Certificate Received. The date on which the doctor’s certificate
was received by the company.
Expected Week of Confinement Begins. The date on which the
employee expects confinement to begin.
Actual Week of Confinement. The actual week on which confinement
began.
Return to Work. The date on which the employee returned to work.
Maternity Pay Period Begins. The date on which maternity pay begins.
Maternity Pay Period Ends. The date on which maternity pay ends.
Notes. Enter any free form notes about the maternity information.
231
PERSONNEL DIRECTOR USER’S GUIDE
Medical History
You can record information about an employee’s medical examinations and
their outcome and record the date of the next scheduled medical examination.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Medical History Summaries
1. Navigate to the record of the employee for whom you want to display
medical history data.
2. Do one of the following.
• On the Employment Shortcut bar, click the Medical History button.
– or –
• 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:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Medical History Summary View tab, select
the record you want to work with and click the Detail View tab or
double-click the record.
232
WORKING WITH EMPLOYEE DATA
9
Data Entered on This Screen
Date of Medical. The date on which the medical appointment occurred.
The format depends upon your Windows settings (see “Setting the Date
Format Used by Windows” on page 59).
Name of Examiner. The name of the health care practitioner who
conducted the medical examination.
Location. The location where the medical examination occurred.
Outcome. The result of the medical examination. For example: passed,
failed, further testing required, inconclusive. You can select from and add
items to the Pick List.
Next Medical. The date on which the employee is scheduled for the next
medical examination. Type the date or select it from the drop-down
calendar.
Notes. A free-format notes field for you to add any information relating to
the medical examination.
233
PERSONNEL DIRECTOR USER’S GUIDE
Pay History
You can keep a detailed record of an employee’s pay history. A pay record is a
wage or salary that an employee is paid for a particular period. Any changes to
the employee’s pay should be recorded as a new pay record, thereby
maintaining a historical record. Personnel Director stores salary records in up
to three currencies, including the Euro, and automatically converts local
currency to Euros.
Changing a date field in a pay history record, such as the From Date, can cause
a Career Event to be created and logged in the employee’s career history file.
For further details, refer to “Setting Career Event Preferences” on page 80.
The Holiday and Absence screen uses the pay record history to calculate the
cost of employee absences to your company. The holiday and absence
calculations attempt to find the pay record that was current during the period
of absence, and calculate the cost of the absence.
The current pay details are also displayed on the Pay Details tab on the
Employee Details screen.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Pay History Summaries
1. Navigate to the record of the employee for whom you want to display pay
record data.
2. Do one of the following.
• On the Absence and Payroll Shortcut bar, click the Pay History button.
– or –
• 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.
234
WORKING WITH EMPLOYEE DATA
9
Only one pay record is considered to be current at any particular time. The
current record is the pay record whose ‘From Date’ is closest to, but not
greater than, the 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:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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 doubleclick the record.
Data Entered on This Screen
From Date. The date on which the pay record comes into effect. This is
used to determine the current pay record to display on the Pay Details tab
on the Employee Details screen. It is also used to calculate the cost of an
employee absence. The current pay record is the pay record whose ‘From
Date’ is closest to, but not greater, than the current date on your computer.
235
PERSONNEL DIRECTOR USER’S GUIDE
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.
Local Pay. The pay converted to the local currency as defined on the
Currency Exchange Rates screen.
Euro Pay. The pay in Euros.
Pay Basis. Select Per Annum, Per Day, Per Hour, Per Month, Per Shift, or
Per Week from the drop-down list, to indicate how the employee is paid.
Changing this field will change the amounts calculated in the fields on the
right side of the screen.
Pay Period. How often the employee is paid - Weekly, 2 Weekly, 4
Weekly, or Monthly.
Contractual Hours. The hours normally worked by the employee in a
week. This is used when calculating absence costs and the various pay
calculated fields (see “Calculated Fields” below).
Allow Overtime. Indicate whether or not the employee is allowed to work
overtime. If you select Yes, then additional calculated fields appear on the
right of the screen, displaying the equivalent time-and-a-half and doubletime 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
236
WORKING WITH EMPLOYEE DATA
9
Company menu. For more information on pay and pay period calculations, see
“Understanding Pay Period Calculations” on page 597.
Annual Pay. Gross annual pay based on the Pay and Pay Basis entries.
Pay Per Period. The pay per Pay Period selected.
Hourly Rate. The employee’s hourly rate based upon the Pay and
Contractual hours entered.
Time And A Half. The employee’s hourly rate multiplied by 1.5. You can
see how much it would cost your company to pay the employee overtime.
Double Time. The employee’s hourly rate multiplied by 2. You can see
how much it would cost your company to pay the employee overtime.
Professional Memberships
You can record information about professional associations to which
employees belong.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Professional Membership Summaries
1. Navigate to the record of the employee for whom you want to display
professional membership data.
2. Do one of the following:
• On the Training and Education Shortcut bar, click the Professional
Membership button.
– or –
• 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.
237
PERSONNEL DIRECTOR USER’S GUIDE
Adding/Editing Professional Membership Details
Use the Professional Membership Detail screen to add, edit, or delete
professional membership records.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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.
Data 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.
238
WORKING WITH EMPLOYEE DATA
9
Company Pays Fees. Click this checkbox if the company pays the
employee’s membership fees.
Project Timesheets
You can create weekly timesheets to track employee’s time spent on projects
and activities. (To track non-project specific time, see “Managing Working
Time Regulations” on page 251.) The timesheet displays the number of
overtime hours worked in the week and on weekends. The overtime hours
calculations are based on the contractual hours per week on the current Pay
History record.
Personnel Director provides standard reports to analyse timesheet data — time
spent on projects and activities.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Project Timesheet Summaries
1. Navigate to the record of the employee for whom you want to display
timesheets.
2. Do one of the following.
• On the Absence and Payroll Shortcut bar, click the Project Time Sheets
button.
– or –
• From the Screen menu, select Open Screen. Select Project Time Sheets
and then click OK.
239
PERSONNEL DIRECTOR USER’S GUIDE
3. Click the Summary View tab, if it is not already displayed.
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:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Project Timesheet Summary View tab,
select the record you want to work with and click the Detail View tab
or double-click the record.
240
WORKING WITH EMPLOYEE DATA
9
Data Entered on This Screen
Project Code. The code of the project that the overtime hours are being
logged to. Use this code to record and analyse the time spent on any
number of projects.
Activity Code. The code for the type of 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.
241
PERSONNEL DIRECTOR USER’S GUIDE
Total Hours. The total number of hours worked in the timesheet week.
This is the sum of the hours worked Monday to Sunday for each Project
Code and Activity Code.
Training History
You can build a detailed history of any training undertaken by an employee,
specifying course details, costs, and outcomes.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Note: The distinction between the data contained in Education History and
Training History. Education data generally relates to academic qualifications
gained prior to joining the company, whereas training generally refers to
courses undertaken while employed by your company.
Displaying Training Summaries
1. Navigate to the record of the employee for whom you want to display
training data.
2. Do one of the following:
• On the Training and Education Shortcut bar, click the Training History
button.
– or –
• From the Screen menu, select Open Screen. Select Training History
and then click OK.
3. Click the Summary View tab, if it is not already displayed.
The Training Summary screen displays all the training courses that the
current employee has attended whilst being employed by your company.
The training cost and CPE/CPD points are used to update the CPE/CPD
points and Training Budget values on the CPE/CPD Record screen. See
“Qualifications” on page 244.
242
WORKING WITH EMPLOYEE DATA
9
Adding/Editing Training Details
Use the Training History detail screen to add, edit, or delete training records
for the current employee.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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.
Data Entered on This Screen
Date. The date of the course.
Expiry Date. The date on which the training expires and is due for
renewal. This field is automatically linked to the diary so that reminders
are displayed when employees need re-training.
Course. The title of the course.
Subject: The main subject matter of the course undertaken.
Provider. The name of the individual or organisation providing the
course.
243
PERSONNEL DIRECTOR USER’S GUIDE
Duration. The duration, in hours, of the course.
Location. The location where the course was held.
Cost. The cost of attending the course.
Passed. Whether the course was completed successfully.
Assessment. Was the course assessed and what were the results?
Notes. A free-format notes field in which you can enter further details of
the course undertaken, such as a candidate’s feedback.
CPE/CPD Points
Structured Points. If the course or training was structured training
that you want recorded on the CPE/CPD Records screen, enter the
number of structured points awarded.
Unstructured Points. If the training was unstructured training that
you want recorded on the CPE/CPD Records screen, enter the number
of unstructured points awarded.
Qualifications
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 120.
Displaying Qualifications Summaries
1. Navigate to the record of the employee for whom you want to display
training data.
2. Do one of the following.
• On the Training and Education Shortcut bar, click the Qualifications
button.
– or –
• From the Screen menu, select Open Screen. Select Qualifications and
then click OK.
244
WORKING WITH EMPLOYEE DATA
9
3. Click the Summary View tab, if it is not already displayed.
The Qualifications Summary screen displays all the levels attained in each
subject and grade at the establishments that the current employee has
attended.
Adding/Editing Qualifications Details
Use the qualifications detail screen to add, edit, or delete qualifications for the
current employee.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• 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 doubleclick the record.
Data Entered on This Screen
Level. The level; for example, O, A, First Degree, MSc or PhD
Subject. The subject; for example, Chemistry, Engineering or
Psychology.
Grade. The grade; for example, A, B, C, 1:1 or 2:1.
Establishment. School or university name.
245
PERSONNEL DIRECTOR USER’S GUIDE
Skills
You can use the Skills screens to track the skills of individual employees. Skill
records are important because they enable you to search for an employee
having particular skills. A set of Skills Reports are provided with Personnel
Director, and are available from the list of reports in the Personnel Director
Report List (see chapter 13 “Working with Personnel Director Report List” on
page 297).
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Skills Summaries
1. Navigate to the record of the employee for whom you want to display
skills data.
2. Do one of the following.
• On the Training and Education Shortcut bar, click the Skills button.
– or –
• From the Screen menu, select Open Screen. Select Skills and then click
OK.
3. Click the Summary View tab, if it is not already displayed.
The Skills Summary screen lists all the employee’s skills.
Adding/Editing Skills Details
Use this screen to add, edit, or delete skills records for the current employee.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
• To update a record, on the Skills Summary View tab, select the record
you want to work with and click the Detail View tab or double-click
the record.
246
WORKING WITH EMPLOYEE DATA
9
Data Entered on This Screen
Category. The employee’s main skills area (such as Programming, French
Language). Standard skill areas can be defined using the Pick List.
Skill. The employee’s particular skill within the Category of skills (for
example, a Computer Programmer may have C++ skills).
Competency. The employee’s skill level or competence. You may choose
to grade it as follows: Expert, Good, Fair, or 1, 2, 3.
Years of Experience. The number of years experience in the skill.
Last Used. The date on which the employee last used the skill.
Expiry Date. The date on which the competency in the skill expires. This
date is automatically linked to the Personnel Director diary.
247
PERSONNEL DIRECTOR USER’S GUIDE
Vehicle Usage
You can keep a list of company cars within your organisation. 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 75.
For detailed instructions for adding, editing and deleting records, refer to
“Adding, Updating, Deleting and Printing Employee Records” on page 120.
Displaying Vehicle Usage Summaries
1. Navigate to the record of the employee for whom you want to display
company car use data.
2. Do one of the following.
• On the Employee Shortcut bar, click the Vehicle Usage button.
– or –
• 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 113).
Adding/Editing Vehicle Usage Details
Use the Vehicle Usage screen to add, edit, or delete records for the current
employee’s use of company cars.
1. Do one of the following:
• To add a record, click the New button on the Record toolbar, or press
Ctrl+N.
248
WORKING WITH EMPLOYEE DATA
9
• To update a record, on the Vehicle Usage Summary View tab, select the
record you want to work with and click the Detail View tab or doubleclick the record
Data Entered on This Screen
Date. Enter the date when the vehicle was used, or click the Calendar
button and select the date.
Vehicle. Select the vehicle from the list of vehicles (as entered on the
Company Vehicles screen).
Usage Type. Select the type of use (Business or Personal). You can add
additional types to the Pick List.
Miles Traveled. Type the total mileage.
Notes. Type any notes about the vehicle usage.
249
PERSONNEL DIRECTOR USER’S GUIDE
250
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 239.
The EU Directive on Working Time came into effect in the UK on 1st 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:
•
•
•
•
Working hours
Rest periods
Annual leave
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 that
is available to supported users contains helpful information on the Working
Time regulations. (Click the HR Guide button on the toolbar to access
www.vizual.co.uk/employers-guide.asp to obtain Working Time information.)
Note: The rules for Working Time may vary from country to country. The
guidance included in Personnel Director is based on current UK legislation.
This varies from regulations in place in Ireland, Isle of Man and Channel
Islands. Please contact your local Employment Office for further information.
Vizual Business Tools also produces Working Time Tracker, a specialist
product designed for workplace time recording. Working Time Tracker allows
251
PERSONNEL DIRECTOR USER’S GUIDE
users to collect employee work times across a Windows NT network or by
using dedicated data capture terminals. For further information and pricing
call the Vizual sales line on 0181 249 6044 or look us up on the Internet at
www.vizualbusinesstools.com
Tracking Employee Working Time Data
Tracking Employee Working Time data involves the following activities:
•
Adding key Working Time information when the employee joins the
company. If necessary, print the Working Time Opt Out cover letter and
agreement.
•
Creating, distributing and completing timesheets on a scheduled basis.
•
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.
252
MANAGING WORKING TIME REGULATIONS
10
Be sure to fill in the following Working Time Regulations fields:
Opted Out? If the employee has signed a letter opting out of the Working
Time Regulations, select this checkbox.
Date Opted Out. The effective date that the employee opted out of the
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 149.
Under the Regulations, employees can agree to waive their rights under the
legislation. However, to do so they must sign an ‘opt out’ agreement indicating
that their agreement to opt out and their awareness of the implications of doing
so. Personnel Director comes with a standard opt out agreement along with a
covering letter explaining the purpose of the opt out agreement.
To print a Working Time Opt Out letter or agreement:
1. Click the Letters button on the toolbar.
253
PERSONNEL DIRECTOR USER’S GUIDE
The Report List appears.
• Double-click the Letters folder.
• Double-click the Working Time Regulations subfolder.
In Personnel Director Report List, all letters, faxes, and memos are stored
in the Letters folder in subfolders according to their subject matter. For
additional details on how to use Report List, see chapter 13 “Working with
Personnel Director Report List” on page 297.
2. Double-click the Working Time Opt Out Covering Letter or the Working
Time Agreement.
To generate and print the document, follow the instructions on the screens.
For more detailed instructions, see “Writing Other Documents” on
page 311.
254
MANAGING WORKING TIME REGULATIONS
10
Managing Employee Timesheets
Personnel Director comes with a comprehensive Working Time timesheet for
recording employee start and finish times. There are two methods that you can
use to collect timesheet data.
Depending on the procedures in your organisation, use either one or a
combination of both:
•
Centralised Data Entry
•
Distributed Data Entry
With Centralised Data Entry, you create and print timesheets on a scheduled
basis using the Working Time Directive function in Personnel Director. After
employees fill in and return the paper copies of the timesheets, you can then
update the timesheets in Personnel Director by recording the data using
Working Time Directive.
With Distributed Data Entry, there are two options.
•
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.
•
You create and export timesheets using the Working Time Directive
module in Personnel Director. (You can export timesheets into a variety of
spreadsheet and text formats.) Have employees record their hours by
updating the timesheet file using the appropriate spreadsheet or text editor.
When the timesheet file is returned to you, update the timesheet in the
Working Time Directive in Personnel Director by importing the file and
saving the data.
Viewing and Printing Working Time Reports
In addition to printing individual Working Time timesheets, you can also view
or print a number of standard Working Time reports including the ‘17 Week
Rolling Average’ report. For special reporting requirements, you can use
Working Time data to customise your own report (see “Creating New
Reports” on page 390).
255
PERSONNEL DIRECTOR USER’S GUIDE
Starting the Working Time Directive
To start the Working Time Directive:
1. From the Tools menu, select Working Time Directive.
The Working Time Directive menu appears.
2. Perform one of the following actions:
• Create a timesheet. See “Creating a Timesheet” on page 257.
• Modify or export a timesheet. To update a timesheet, see “Modifying a
Timesheet” on page 266. To export a timesheet, see “Importing and
Exporting Timesheets” on page 267.
• Delete a timesheet. See “Deleting a Timesheet” on page 266.
• Import a timesheet. See “Importing and Exporting Timesheets” on
page 267.
• View or print timesheet reports. See “Printing Timesheet Reports” on
page 269.
3. To exit the Working Time Directive, click the Close button.
256
MANAGING WORKING TIME REGULATIONS
10
Creating a Timesheet
To create a new timesheet:
1. On the Working Time Directive menu, click the Create Timesheet icon.
The Timesheet Wizard appears.
2. 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.
3. Click the Next button.
257
PERSONNEL DIRECTOR USER’S GUIDE
The second screen of the Timesheet Wizard appears.
• To include only employees belonging to a specific group, click Group
Of Employees. Select the group that you want to use from the dropdown 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.
• To include only employees you select, click Manually Select
Employees.
4. Click the Next button.
5. Add or remove employees from the list.
258
MANAGING WORKING TIME REGULATIONS
10
• To add one or more employees, click the Add button. Select one or
more employees and click OK.
• To remove one or more employees, select the employees in the list and
click the Remove button.
6. Click Finish.
The Working Time Directive screen appears. For instructions describing
how to enter timesheet data, see “Recording Working Time Directive
Data” on page 264.
About the Working Time Directive Data Screen
When you create or modify a timesheet, the Working Time Directive
timesheet appears.
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.
259
PERSONNEL DIRECTOR USER’S GUIDE
You can change the appearance of the screen by adjusting the color, level of
magnification, as well as by hiding the toolbars and status bar. All settings are
saved from timesheet to timesheet until you reset them.
If you are using the leave and absence functions in Personnel Director, be sure
to set the desired timesheet options. For more information, see “Setting
Timesheet Options” on page 263. These options also in effect from timesheet
to timesheet until you change them.
Using the Working Time Directive Toolbars
Main Toolbar
The Main toolbar has buttons you use to work with the timesheet file.
Button
Menu Access
Description
File menu>
Save Timesheet
Save the
timesheet
Ctrl+S
File menu>
Export the
Export Timesheet timesheet
Ctrl+E
File menu>
Print
Print the timesheet
Ctrl+P
File menu>
Page Setup
Change the layout
of the timesheet
for printing
File menu>
Printer Setup
Change the printer
or other printer
options
File menu>
Close
Exit the Working
Time Directive
timesheet
Display help for
Working Time
Directive
260
Procedure
Shortcut
MANAGING WORKING TIME REGULATIONS
10
Edit Toolbar
The Edit toolbar has buttons you use to work with the timesheet data.
Button
Menu Access
Description
Procedure
Shortcut
Edit menu>
Cut
Cut the selected
data
Ctrl+X
Edit menu>
Copy
Copy the selected
data
Ctrl+C
Edit menu>
Paste
Paste the data
previously cut or
copied
Ctrl+V
Edit menu>
Delete
Delete the
selected data
Del
Edit menu>
Refresh
Recalculate the
timesheet totals.
Options Toolbar
The Options toolbar has buttons you use to adjust the color and the level of
magnification.
Button
Menu Access
Description
Options menu>
Toolbars
Hide (show) the
toolbars and adjust
the size of the
toolbar buttons.
Options menu>
Copy
Hide (show) the
status bar
Options menu>
Change Colours
Change colours
used on the
timesheet screen
Options menu>
Change zoom
Change the
magnification
Options menu>
Options
Set absence
options and
import/export
warnings.
Procedure
Shortcut
261
PERSONNEL DIRECTOR USER’S GUIDE
Hiding/Showing Toolbars or Status Bar
To hide or show the toolbars:
•
From the Options menu, select Toolbars. A checkmark indicates that
toolbar is to show.
To hide or show the status bar:
•
From the Options menu, select Status Bar. A checkmark indicates that bar
is to show.
Changing Timesheet Screen Colours
To make the Working Time Directive timesheet easier to work with, you can
change the background and text colours used to display the header, title, and
worksheet data.
1. On the Working Time Directive timesheet screen, click the Colours button
or select Colours from the Options menu.
The Colours screen appears.
2. Select either the Background Colour or Text Colour button for the Header,
Title, or Worksheet data.
3. To change the colour, do one of the following and then click OK.
• Click the colour you want from Basic Color or Custom Color.
• To create a custom colour, click the Create Custom Color button. Click
the colour matrix or type the values for the Hue, Saturation,
262
MANAGING WORKING TIME REGULATIONS
10
Luminosity, Red, Green and Blue, then click the Add To Custom
Colors button. Then click OK.
4. On the Colours screen, click OK.
Changing Timesheet Magnification
You can change the level of magnification used to display the timesheet using
the Zoom button or the Zoom menu item.
To select a preset zoom level:
1. On the Working Time Directive timesheet screen, click the down arrow to
the right of the Zoom button.
2. Select the level of magnification you want.
To specify a zoom level:
1. On the Working Time Directive timesheet screen, click the Zoom button
or select Zoom from the Options menu.
The Personnel Director screen appears.
2. Type the percentage of magnification you want and click OK.
Setting Timesheet Options
You can set absence options and import/export warnings for the Working Time
Directive timesheet.
1. On the Working Time Directive timesheet screen, select Options from the
Options menu.
263
PERSONNEL DIRECTOR USER’S GUIDE
The Options screen appears.
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 enter information for each
employee on the timesheet. Notice that hours you add or change is reflected in
the Planned Hours, Actual Hours and Total fields.
You can speed up data entry by copying data. For example, if the planned start
and end hours are the same for all days on the timesheet:
1. Type the Planned Start and Planned End hours for Monday.
2. Select the two fields and click the Copy button.
264
MANAGING WORKING TIME REGULATIONS
10
3. Select the Planned Start and Planned End hour fields for Tuesday through
Sunday and click the Paste button.
Record the following information on the timesheet:
Planned Start. Type the hour (24 hour clock) planned as the hour work is
to start.
Planned End. Type the hour (24 hour clock) planned as the hour work is
to end.
The number of hours planned is calculated from the Planned Start and
Planned End fields and is displayed in Planned Hours.
Actual Start. Type the hour (24 hour clock) when work actually started.
Actual End. Type the hour (24 hour clock) when work actually ended.
The number of actual working hours is calculated from the Actual Start
and Actual End fields and is displayed in Actual Hours.
Breaks Taken. Indicate whether or not breaks were taken. Select Yes or
No.
Hours Absent: Type the number of hours the employee was absent during
the time period being reported.
Hours In 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.
265
PERSONNEL DIRECTOR USER’S GUIDE
Modifying a Timesheet
When necessary, you can update a timesheet you previously created.
1. On the Working Time Directive menu, click the Modify Timesheet icon.
The Modify Timesheet screen appears.
2. Select the timesheet you want to modify and click OK.
The Working Time Directive screen appears. For instructions describing
how to record timesheet data, see “Recording Working Time Directive
Data” on page 264.
Deleting a Timesheet
If a timesheet is no longer required, you can delete it.
Note: Deleting a timesheet deletes timesheet records from the Personnel
Director database, but does not delete any associated Absence records.
1. On the Working Time Directive menu, click the Delete Timesheet icon.
2. Select the timesheet you want to delete and click the Delete button.
3. Confirm that this timesheet is the one to be deleted. Click Yes.
266
MANAGING WORKING TIME REGULATIONS
10
Importing and Exporting Timesheets
In addition to importing time sheets from (or exporting timesheets to) other
applications, you can also exchange Working Time Directive timesheets with
other installations of Personnel Director. If, for example, an employee had
timesheets that were created in a different installation of Personnel Director
and you want to include that timesheet data in your system, simply have the
employee export the timesheet and then import it into your system.
Note: If you import a timesheet that has the same name as an existing
timesheet, a message warns you that you are about to replace the existing
timesheet. At this point, you can cancel the import if you want.
To import a Working Time Directive timesheet:
1. On the Working Time Directive menu, click the Import Timesheet icon.
The Import Timesheet screen appears.
2. Click the Browse button to locate the file that contains the timesheet you
want to import.
Note: You can import data stored in any one of the following formats:
Formula One or 2.x; Excel 4, 5 or 7; Tabbed Text or Tabbed Text
Values Only; or, HTML or HTML Data Only.
Information about the timesheet appears for your reference.
267
PERSONNEL DIRECTOR USER’S GUIDE
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:
• Create the timesheet you want to export.
-or• Modify the timesheet you want to export.
2. On the Working Time Directive timesheet screen, click the Export button,
select Export from the File menu, or press Ctrl+E.
The Export Timesheet As screen appears.
3. Select the path and type a name for the file that is to contain the timesheet.
4. To convert the data into a different format, select one of the following file
types: Formula One or 2.x; Excel 4, 5 or 7; Tabbed Text or Tabbed Text
Values Only; or, HTML or HTML Data Only.
5. Then click Save.
268
MANAGING WORKING TIME REGULATIONS
10
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
change the timesheet layout.
To print a timesheet:
1. Do one of the following:
• Create the timesheet.
-or• Modify the timesheet you want to print.
2. On the Working Time Directive timesheet screen, click the Print button,
select Print from the File menu, or press Ctrl+P.
To change the timesheet page layout:
1. Select Page Setup from the File menu.
The Page Setup screen appears.
269
PERSONNEL DIRECTOR USER’S GUIDE
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.
&L
Left-aligns the characters that follow.
&C
Centers the characters that follow.
&R
Right-aligns the characters that follow.
&D
Prints the current date.
&T
Prints the current time.
&F
Prints the workbook name.
&A
Prints the worksheet name.
&P
Prints the page number.
&P+number
Prints the page number plus number.
&P-number
Prints the page number minus number.
&&
Prints an ampersand.
&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, &L, &C, and &R) restart
each section; new font codes can be specified after an alignment code.
270
&B
Use a bold font.
&I
Use an italic font.
&U
Underline the header.
&S
Strikeout the header.
&O
Ignored.
&H
Ignored.
&"fontname"
Use the specified font.
&nn
Use the specified font size - must be a two digit number.
MANAGING WORKING TIME REGULATIONS
10
Center. Specify the page centering options.
• Click the Center Horizontally checkbox to center the timesheet
between the left and the right edges of the printed page.
• Click the Center Vertically checkbox to center the timesheet between
the top and bottom edges of the printed page.
Margins. Type the measurements for the margins, header and footer.
Select the measurement units from the Units drop-down list.
Print Options. Click the appropriate checkbox to control the following
print options:
• Click the Grid Lines checkbox to print the spreadsheet’s grid.
• Click the Black & White checkbox to convert all colours to black and
remove patterns when printing.
• Click the Column checkbox to print column headings. Clear the
checkbox to remove column headings when printing.
• Click the Row checkbox to print row headings. Clear the checkbox to
remove column headings when printing.
Page Order. Indicate how the timesheet is to be printed.
• To print pages in the timesheet workbook from top to bottom before
printing left to right, select the Top to Bottom option.
• 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.
• 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.
271
PERSONNEL DIRECTOR USER’S GUIDE
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 Timesheet Reports screen appears.
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. 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 all employees, click the All Employees radio button.
272
MANAGING WORKING TIME REGULATIONS
10
• 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.
• 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.
6. To save the report for archive purposes, click the Save button. Select the
folder, specify the name for the file and click the Save button.
To view the saved report at a later date, click the Load button. Select the
folder and name of the file and click Open.
7. To exit, click the Close button.
273
PERSONNEL DIRECTOR USER’S GUIDE
274
11
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:
•
Be sure to indicate which diary you want to use. For instructions, see
“Setting Diary Reminder Preferences” on page 81.
•
If you use Microsoft Outlook, you can remove the Diary Monitor from the
Startup menu. For instructions, see your Windows documentation. You
must, however, run both Personnel Director and Outlook simultaneously
to display reminders. For more information about the diary monitor, see
“The Personnel Director Diary Monitor” on page 276.
You can insert Diary Reminders yourself, or you can instruct Personnel
Director to automatically create diary reminders for you when certain events
occur, such as an employee’s end of probation date.
Personnel Director checks 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 284).
This chapter describes the basic concepts of the diary. However,
comprehensive online help is provided from within the diary program itself.
To display this help, start the diary and press the F1 key.
275
PERSONNEL DIRECTOR USER’S GUIDE
Activating the Diary
Use one of these methods to display the Personnel Director diary:
•
Do one of the following:
• Click the Diary button on the Personnel Director Tools toobar.
• Click the Diary 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.
• Instruct Personnel Director to automatically start the diary when you
start Personnel Director. For further details, see “Setting Diary
Reminder Preferences” on page 81.
The Personnel Director Diary Monitor
The Personnel Director Diary Monitor is an independent program that
monitors your diary and displays any pending diary reminders. The diary
monitor checks the diary every five minutes.
When you install Personnel Director, the Diary Monitor is placed in your
Windows Start Up program group. This starts the Diary Monitor as soon as
you start Windows.
Controlling the Diary Monitor
1. Right-click the Diary button in the Start box at the end of the Task bar.
2. Do one of the following:
• To open the diary monitor, select Open.
276
USING THE DIARY
11
• To check for reminders, select Check Now.
• To turn the monitor off for this session, select Shut Down.
• To turn the monitor off for this session and subsequent sessions, select
Disable.
• 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:
•
Automatically created by Personnel Director.
•
Manually entered by you.
Setting Up Automatic Reminders
Personnel Director can automatically create diary reminders when
information changes in any of the fields on the Employee records screens.
Note: You must restart Personnel Director for triggers to come into effect.
Adding Diary Reminder Triggers
1. Select Diary Reminder Triggers from the Options menu.
2. If the acknowledge message appears, click OK to acknowledge that you
have to restart Personnel Director for the triggers to become effective.
277
PERSONNEL DIRECTOR USER’S GUIDE
The Diary Reminder Triggers screen appears.
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
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.
Inform All Users. Select this checkbox to trigger reminders in the diaries
of all other Personnel Director users (if any).
6. Click OK.
278
USING THE DIARY
11
The trigger is created.
Now when you change the end date for a probation period, this trigger
automatically creates a reminder.
•
If you are using Personnel Director Diary, the following screen appears.
Click OK to add the reminder.
•
If you are using Microsoft Outlook, the following screen appears.
Follow the instructions for adding the reminder as outlined in the
Microsoft Outlook documentation.
279
PERSONNEL DIRECTOR USER’S GUIDE
Editing Diary Reminder Triggers
1. Select Diary Reminder Triggers from the Options menu.
2. If the acknowledge message appears, click OK to acknowledge that you
have to restart Personnel Director for the triggers to become effective.
The Edit Triggers screen appears.
3. Select the name of the screen containing the data that triggers the
reminder.
4. Select the name of the trigger.
5. Click the Edit button.
The Add Diary Reminder Trigger screen appears.
6. Edit the required fields.
7. Click OK.
Deleting Diary Reminder Triggers
1. Select Diary Reminder Triggers from the Options menu.
The Edit Triggers screen appears.
2. Select the name of the screen containing the data that triggers the
reminder.
3. Select the name of the trigger.
4. Click the Delete button.
5. Confirm the deletion. Click the Yes button.
6. 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.
280
USING THE DIARY
11
• If you are using Personnel Director Diary, a screen similar to the
following is displayed.
• If you are using Outlook, a screen similar to this appears.
281
PERSONNEL DIRECTOR USER’S GUIDE
Outlook Users Note: Follow the instructions in your Outlook
documentation.
2. Display the date. If you are using Outlook, follow the instructions in the
Outlook documentation. If you are using Personnel Director Diary, take
one of the following actions:
• Click the Go To Date button on the Diary toolbar, select the date and
click Go To.
• Click the bottom right or bottom left corner of the diary
• 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.
3. Click the New Reminder button.
The New Reminder dialog is displayed.
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.
282
USING THE DIARY
11
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).
• To add a user to the list, click the Add button, select the user’s name
and click Add.
• To add all users, click the All Users button.
• To remove a user from the list, select the user’s name in the list and
click Remove.
5. Click OK.
Printing Your Diary
1. Click the Print button on the Diary toolbar.
The Print Diary screen appears.
2. Do one of the following:
• To indicate a date range, select or type the start date in ‘From’, then
select or type the end date in ‘To’.
• 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.
283
PERSONNEL DIRECTOR USER’S GUIDE
Using the Diary Reminder Pop-up Window
The Personnel Director Diary Monitor displays pending diary reminders in a
pop-up window.
The Diary Reminder screen displays the date of the reminder, the employee
who the reminder is about (including employee number), and the diary
reminder text.
1. Do any of the following when the diary reminder pop-up is displayed:
• To display the next and previous pending diary reminders, use the
navigation buttons.
• To postpone a diary reminder, if necessary change the time and
duration in Click Postpone To Be Reminded In, then click the Postpone
button.
• To prevent a reminder from being displayed, but retain it in the diary,
click the Dismiss button.
2. When you finish viewing the diary reminders, click the Close button.
Exporting Personnel Director Diary Items to Outlook
If necessary, you can export Personnel Director diary items to Microsoft
Outlook.
Note: If you are changing the diary function to use Microsoft Outlook, follow
the instructions regarding Microsoft Outlook in the “Overview” on page 275.
1. To start the diary, click the Diary button on the Tools toolbar.
2. From the File menu, select Export to MS Outlook.
284
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
employee records on the main screen.
Groups are also extremely useful when creating letters, charts, and reports.
You can use the word processor to create mail merge letters for all the
employees in a particular group. Reports and charts can be filtered to include
only data from employees in a particular group.
Employees can be members of more than one group - for example one
employee could be a member of two groups such as New Starts and Engineers.
Assigning an employee to a particular group does not affect the data contained
in each record, and groups can be removed easily from the database.
285
PERSONNEL DIRECTOR USER’S GUIDE
Selecting a Group
1. On the Employee Navigator, click the Group button.
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.
Note: To remove grouping from the Employee Navigator, click the Remove
Group/Filter button.
Creating and Maintaining Groups
Use the Maintain Groups dialog to create or delete groups, add employees to a
group, or remove employees from a group.
Displaying Employees in Groups
1. Select Maintain Groups from the Employees menu.
286
WORKING WITH GROUPS AND FILTERS
12
The Maintain Groups dialog is displayed.
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.
The screen has two lists. The list on the left, labelled Available
Employees, will list all employees who are not in the selected group and
can be added to the group. The list on the right, labelled Employees In
Group, lists all the employees in the selected group. You can sort
287
PERSONNEL DIRECTOR USER’S GUIDE
Employees In Group by surname or by employee number; just select the
desired option under Sort By.
Adding Employees to a Group
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.
• Provide the following information:
Field. Select the field to search on from the drop-down list.
Value. Either type a value or click the
from the drop down list.
button and select a value
• Click the Show Employees button.
A list of employees appears in the Available Employees list.
Tip: To add several employees, use Ctrl+click and Shift+click.
3. To add the selected employees to the group, click the Add button.
The selected employees are moved into the list on the right.
• To add all the employees to the group, click the Add All 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
button.
The selected employees are moved into the list on the left.
288
WORKING WITH GROUPS AND FILTERS
12
• 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.
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
•
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.
289
PERSONNEL DIRECTOR USER’S GUIDE
Working with Filters
There may be times when you want to view or update information from
Personnel Director that cannot be accessed by groups. You can create filters to
select specific employee records when updating records manually, when using
batch input, or global update. You can use employee filters to select the
employees who are to appear on the holiday and absence schedule. Employee
filter queries can be as complex as you require.
Creating an Employee Filter
This section illustrates a number of examples showing how to create employee
filters.
Example 1 - Creating a Filter to Access Records of Employees with a Specific Benefit
You have to renew employee travel cards. You decide to create an employee
filter so that you can quickly access Benefit records of those employees who
have a travel card.
290
WORKING WITH GROUPS AND FILTERS
12
1. On the Employee Navigator toolbar, click the Filter button.
The Filter screen appears.
2. Click the New button.
The Filter screen appears.
3. Use this screen to set the criteria for selecting travel card benefit records.
To do this, you create a selection statement by filling in the Table, Field,
Operator and Value Fields.
Table: A benefit is maintained in the Benefit record, so you need to access
the benefit information stored in the Benefits table. To do this, select
Benefits from the Table drop-down list.
291
PERSONNEL DIRECTOR USER’S GUIDE
Field: In this example, the benefit type is maintained in the Benefit field.
Select Benefit from the Field drop-down list.
Operator: You want to display records that are an exact match. From the
Operator drop-down list, select Is Equal To.
Value: You want to display records that match the benefit of Travel Card.
Click
; this lists possible values in the drop-down list. Either select
Travel Card from the drop-down list or type Travel Card.
4. Now that you have completed the statement, click the Add button.
The statement now appears in the Criteria list.
Notice that, if required, you can replace or remove an existing statement.
5. Click the OK button.
The Personnel Director screen is displayed.
6. Type a name for the filter; for example, Employees with Travel Cards
and click OK.
292
WORKING WITH GROUPS AND FILTERS
12
The filter you just created appears in the Filters screen.
7. To filter the benefit records so that only those records for travel card
benefits, simply select the name of the filter and click the Select button.
The Benefits screen for the first travel card appears. To view the remaining
records for travel card benefits, click the employee in the Employee
Navigator.
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. On the Employee Navigator toolbar, click the Filter button.
2. Click the New button. The Filter screen appears.
3. Set the criteria for selecting Project 1 time records for the week ending
January 28, 2000. To do this, you create a selection statement to select all
Project Time Sheets with a Project code of Project 1, then create another
293
PERSONNEL DIRECTOR USER’S GUIDE
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
Project1
Project Time Sheets
Week Ending
Is Equal To
1/28/2000
The Filter screen looks similar to this.)
4. To save the criteria you just specified, click OK.
5. Type a name for the filter; for example, Project 1 Time Sheets - 1/28 and
click OK.
You now have a filter which will pull the Project 1 Project Time Sheet records
for the week ending January 28, 2000. Try running it to see if it works.
294
WORKING WITH GROUPS AND FILTERS
12
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.
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.
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.
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.
295
PERSONNEL DIRECTOR USER’S GUIDE
Deleting an Employee Filter
To delete a filter from the list of employee filters:
1. Click the Filter button on the Employee Navigator.
2. Select the filter you want to delete and click the Delete button.
296
13
WORKING WITH
PERSONNEL DIRECTOR
REPORT LIST
Overview
Similar to using Windows Explorer to manage your computer files, you use
Personnel Director’s Report List to manage Personnel Director report, letter,
and graph files.
With the Report List, you can:
•
Create, update, rename, preview or delete reports, letters or graphs and
refresh the Report List contents.
•
Create, rename, or delete folders to hold your reports, letters and graphs.
•
Import and export reports, letters and graphs.
Starting and Exiting Personnel Director Report List
To start Personnel Director Report List:
•
Click the Reports button on the Tools toolbar or select Reports from the
Tools menu.
To close the Report List:
•
From the Report List File menu, select Close.
297
PERSONNEL DIRECTOR USER’S GUIDE
About the Personnel Director Report List Window
Personnel Director comes with numerous pre-defined reports, letters and
graphs which you can use or customise. You can also create your own.
Personnel Director
Report List toolbar
Folder
organisation
Files
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, doubleclicking the All Folders folder displays the Graphs, Letters, and Reports
subfolders.
298
WORKING WITH PERSONNEL DIRECTOR REPORT LIST
13
The Personnel Director Report List Toolbar
Use the buttons on the Report List toolbar to manage your Personnel Director
report, letter, and graph folders and files.
Create a new folder.
Create a new report.
Create a new letter.
Create a new graph.
Open the selected file.
Delete the selected folder or file.
Preview the selected report or graph file. For a letter,
launch the Mail Merge Wizard.
Refresh the display to see the latest file and folder
contents.
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 button on the Report List toolbar.
-orSelect New>Folder from the Report List File menu.
299
PERSONNEL DIRECTOR USER’S GUIDE
Renaming a Folder
1. Click the name of the folder to be renamed.
2. Select Rename from the Report List Edit menu or press F4.
3. Type the new name and press Enter.
Deleting a Folder
1. Click the name of the folder to be deleted.
2. Click the Delete button on the Report List toolbar or press Del.
-orSelect 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.
-orSelect New from the Report List File menu and select Report, Letter, or
Graph.
• If you are creating a graph, Personnel Director Graph Wizard appears.
For instructions on how to create a graph, see chapter 15 “Working
With Graphs” on page 333.
• If you are creating a letter, Personnel Director Word Processor appears.
For instructions on how to create a letter, see chapter 14 “Word
Processing and Mail Merging” on page 305.
300
WORKING WITH PERSONNEL DIRECTOR REPORT LIST
13
• If you are creating a report, the Report Builder’s Query Wizard and
Query Designer appears. For instructions on how to create a report, see
chapter 17 “Working With Reports” on page 387.
3. To return to the Personnel Director Report List, select Exit from the File
menu on the word processing or charting screen, or select Cancel and
close the Report Builder window.
Moving Files to Other Folders
To move a file to another folder:
•
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 button on the Report List toolbar.
-orSelect 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.
-orSelect 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.
301
PERSONNEL DIRECTOR USER’S GUIDE
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 button on the Report List toolbar.
-orSelect Delete from the Report List Edit menu or press Del.
Refreshing the Files and Folders List
•
Click the Refresh button on the Report List toolbar, or press F5.
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. From the File menu, select Import Items.
2. Click the Import File Browse button to locate the file you want to import.
Select the file and click the Open button.
302
WORKING WITH PERSONNEL DIRECTOR REPORT LIST
13
3. From the Import Into drop-down list, select the Personnel Director Folder
you want to store the file in.
4. 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. Select the file or files you want to export in the Report List.
2. From the File menu, select Export Items.
3. Provide the following information:
• Navigate to the drive and directory where you want to create the
exported file.
• File Name: Type a name for the file.
• Save As Type: The file type must be Export File.
4. Click the Save button, then click OK at the successful export message.
303
PERSONNEL DIRECTOR USER’S GUIDE
304
14
WORD PROCESSING AND MAIL
MERGING
Overview
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 Vizual Business Tools cannot offer technical
or customer support concerning general use of Microsoft Word.
Notes:
•
Be sure to indicate which word processor you want to use. For
instructions, see “Setting Your Add-On Preferences” on page 84.
Personnel Director will store your mail merge letter files in .DOC format
if you select Microsoft Word, and .RTF format if you are using the built-in
word processor.
305
PERSONNEL DIRECTOR USER’S GUIDE
•
Company details used in a mail merge are those set for the office you
select using Set My Office from the View menu. For instructions, see
“Setting the Office” on page 62.
About Pre-Defined Letter Templates
The Letters folder in the Personnel Director Report List contains the following
options for writing letters to one or more employees. Each template 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.
306
•
Letter: Write a standard letter that has the name and address of the
employee and company filled in, but no content. You write the body of the
letter using the word processor. This document is based on the standard
letter template called Letter (letter.rtf or letter.doc) in the root Letter
folder.
•
Memo: Write a memo that has the date and employee name filled in. You
fill in other headings using the word processor. This memo is based on the
memorandum letter template called Memo (memo.rtf or memo.doc) in the
root Letter folder.
•
Fax: Write a fax cover sheet; headings you fill in using the word
processor. This document is based on the fax cover letter template
(faxcover.rtf or faxcover.doc) in the root Letter folder.
•
Letter Folder List: Write different types of letters organised by category.
Click a folder to see the letters, such as recruitment, employment, or
contract letters, it contains. Use the folder list to create and store letters
based on the templates that come with Personnel Director, as well as letter
templates that you create or modify yourself. These documents are
grouped by subfolder within the Letters folder.
WORD PROCESSING AND MAIL MERGING
14
Writing Standard Documents
You can quickly write a standard letter, memo, or fax to one or more
employees.
1. Do one of the following:
• To write a letter, click the down arrow to the right of the Letters button
and select Write Letter.
-orSelect Write Letter from the Tools menu.
• To write a memo, click the down arrow to the right of the Letters
button and select Write Memo
-orSelect Write Memo from the Tools menu.
• To write a fax, click the down arrow to the right of the Letters button
and select Write Fax
-orSelect Write Fax from the Tools menu.
The Mail Merge Wizard appears.
2. Select the individuals who are to receive the document.
• To select the current employee, click the Current Employee option.
307
PERSONNEL DIRECTOR USER’S GUIDE
• To select all employees, click the All Employees In The Database
option.
• To select a group of employees, click the Group Of Employees option,
then select the Group from the drop-down list.
• To select a filter, click the Filter option and select the name of the filter
from the drop-down list.
• To select employees individually, click the Manually Select Employees
option.
3. Click the Next button.
The second screen of the Wizard appears.
4. If required, add or remove employees from the list:
• To add one or more recipients to the list, click the Add button. Select
the additional employees and click the OK button.
• To remove an employee from the list, select the name and click the
Remove button.
308
WORD PROCESSING AND MAIL MERGING
14
5. Click Next.
Do one of the following:
• To print the mail-merge document, select the Print option. Continue
with step 7.
• To email the mail-merge document, select the E-Mail option and click
Next.
Note: If you are emailing the document and one or more of
employee you selected do not have email addresses, Personnel
Director displays a warning. Click the Details button to see the list
of employees.
309
PERSONNEL DIRECTOR USER’S GUIDE
6. If you are emailing the document, provide the following information:
E-Mail Subject. Type the topic of the email that will appear as the
Subject line in the email.
E-Mail Body. Type an explanation, if required. This will appear as the
body in the email.
7. Click Finish.
The Update Correspondence History screen appears.
8. Do one of the following:
• To record this document in Correspondence History, type a description
and click the Yes button.
• To prevent this document being recorded in Correspondence History,
click the No button.
The Personnel Director word processor or Microsoft Word appears
displaying the document.
310
WORD PROCESSING AND MAIL MERGING
14
9. Customise the document.
Add or change the information in the document.
For more information on using the Personnel Director word processor, see
“Using the Personnel Director Integrated Word Processor” on page 322.
For more information about using Microsoft Word, see the Microsoft
Word documentation.
Writing Other Documents
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 a message, your email address must be
entered in your Employee Details record in Personnel Director (see
(“Personal Tab” on page 159) or in User Account Details in the
Security Module (see “Editing User Accounts or Templates” on
page 39).
Note 2: You need use the Set My Record command on the View
menu to identify yourself as the sender of the email before you can
email mail merge documents. See “Setting Your User Record” on
page 314.
1. Click the Letters button on the toolbar:
The Personnel Director Report List appears.
In the Personnel Director Report List, all letters, faxes, and memos are
stored in the Letters folder in subfolders according to their subject matter.
311
PERSONNEL DIRECTOR USER’S GUIDE
For additional details on how to use the Report List, see chapter 13
“Working with Personnel Director Report List” on page 297.
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 promotion. To select the Notification of Promotion
Letter, double-click the Letters folder, then the Employment subfolder.
Then double-click the Notification of Promotion letter.
The Mail Merge Wizard appears.
4. Select the individuals who are to receive the document.
• To select the current employee, click the Current Employee option.
• To select all employees, click the All Employees In The Database
option.
• To select a group of employees, click the Group Of Employees option,
then select the Group from the drop-down list.
• To select a filter, click the Filter option and select the name of the filter
from the drop-down list.
• To select employees individually, click the Manually Select
Employees option.
312
WORD PROCESSING AND MAIL MERGING
14
5. Click the Next button.
The second screen of the Wizard appears.
6. If required, add or remove employees from the list:
• To add one or more recipients to the list, click the Add button. Select
the additional employees and click the OK button.
• To remove an employee from the list, select the name and click the
Remove button.
7. Click the Finish button.
The Update Correspondence History screen appears.
313
PERSONNEL DIRECTOR USER’S GUIDE
8. Do one of the following:
• To record this document in Correspondence History, type a description
and click the Yes button.
• To prevent this document being recorded in Correspondence History,
click the No button.
The Personnel Director word processor or Microsoft Word displays the
document.
9. Customise the document.
Add or change the information in the document.
For more information on using the Personnel Director word processor, see
“Using the Personnel Director Integrated Word Processor” on page 322.
For more information about using Microsoft Word, see the Microsoft
Word documentation.
Note: You can modify any of the letter templates to meet your specific
requirements. See “Modifying Letter Templates” on page 315.
Setting Your User Record
You can use Set My Record to personalise letters that you create as mail merge
documents. Details from your own personnel record can be added to your
correspondence, such as printing your name and job title on letters that you are
sending to other employees.
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 149 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.
The marked record will be displayed in the main window.
314
WORD PROCESSING AND MAIL MERGING
14
Working with Letter Templates
You can modify the templates delivered with Personnel Director or you can
create your own.
Modifying Letter Templates
Modify any of the Personnel Director letter templates to suit your
requirements. For example, you may want to add clauses to a contract of
employment that are not included in the standard versions available in
Personnel Director.
1. Follow these steps to select a template to modify:
• In the 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 311).
• Click the subfolder containing the template you want to select.
• Click the template you want to edit, then click the Edit button or select
Edit object from the Edit menu.
The word processor starts and the template opens. In the Personnel
Director integrated word processor, all merge fields are preceded by a
percent sign % and displayed inside square brackets (%[ and ]); for
example, %[Surname]. In Microsoft Word, merge fields are displayed
inside chevrons (« and »); for example, «Surname».
315
PERSONNEL DIRECTOR USER’S GUIDE
To insert a new merge field using the built-in word processor:
• Select a field from one of the four drop-down lists just above the ruler
on the left side of the Document screen. You can insert any available
employee, company, pay or user field.
Employee Fields
Pay Fields
Company Fields
User Fields
• Click in the document where you want to place the merge field.
• 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:
• 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.
• Press the Del key.
To insert a new merge field using Microsoft Word:
• Click the Insert Merge Field button on the toolbar and select the field
to insert from the list. If this button is not displayed, see the Word
online help.
To delete a merge field using Microsoft Word:
• Highlight the merge field and press the Del key.
316
WORD PROCESSING AND MAIL MERGING
14
Creating Templates with the Personnel Director Word Processor
Create new templates whenever they are required. Follow the procedures in
this section for the word processor you are using. If you are using Microsoft
Word, see “Using Microsoft Word To Create Templates” on page 318.
Note: Only information (fields) from Employee Details and Current Pay is
available for merging.
To create a new template using the integrated word processor:
1. Make sure that the built in word processor is selected in
Options>Preferences>Add Ons.
2. In the 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>Letter from the File menu.
The word processor is started and a new blank document with the name
you entered is created.
317
PERSONNEL DIRECTOR USER’S GUIDE
4. Type the text and any mail merge fields that you want in your template.
For help using the various options in the word processor, select Help
Topics from the Help menu or see “Using the Personnel Director
Integrated Word Processor” on page 322.
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>Preferences>Add
Ons.
2. In the 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 Letter button, or select New>Letter from the File menu.
4. Select the Letter option, enter a name for the new letter, and click OK.
318
WORD PROCESSING AND MAIL MERGING
14
5. Enter any text and merge fields into the template you wish.
• 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
To create a Microsoft Word mailing label template, follow these steps:
1. Click the Letters button on the Personnel Director Tools toolbar.
2. In the 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.
4. Select the Mailing Labels option and click OK.
Microsoft Word opens a blank document with the name you entered.
319
PERSONNEL DIRECTOR USER’S GUIDE
5. Select Mail Merge from the Word Tools menu.
6. In the Mail Merge Helper, click the Setup button.
The Label Options screen appears.
7. Select the printer, label, and label number that you want and click OK.
320
WORD PROCESSING AND MAIL MERGING
14
The Create Labels screen appears.
8. Click the Insert Merge Field button and select the fields that you want to
place on the label. To insert a postal bar code, click the Insert Postal Bar
Code button. When all the fields are selected and positioned, click OK.
Here is an example:
9. When you return to the Mail Merge Helper screen, click the Close button.
This closes this screen so you can edit the label template. When you are
finished, save the document as usual.
321
PERSONNEL DIRECTOR USER’S GUIDE
To create an envelope template
Creating a Microsoft Word envelope template is similar to creating a mailing
label template; the only difference is that the Label Options screen is replaced
by the following Envelope Options screen.
Follow the steps as explained in “To create a mailing label template” on
page 319. The dialog displayed in step 6 is replaced by the Envelope Options
screen shown above.
Using the Personnel Director Integrated Word Processor
This section describes the buttons and functions on the main toolbar and the
formatting bar and the menu equivalents.
Word Processor Toolbar
The following buttons appear on the word processor toolbar.
Button
322
Menu Access
Description
Shortcut
File menu
New
Create a new document
Ctrl+N
File menu>
Open document
Open an existing document Ctrl+O
WORD PROCESSING AND MAIL MERGING
File menu>
Save
Save a document to disk
Ctrl+S
File menu
Print
Print a document
Ctrl+P
File menu>
Print Preview
Preview a document before
printing
Tools menu
Spelling
Check spelling
F7
Edit menu
Cut
Cut selected text
Ctrl+X
Edit menu
Copy
Copy selected text
Ctrl+C
Edit menu
Paste
Paste cut or copied text
Ctrl+V
Edit menu
Undo
Undo the last action
Ctrl+Z
Edit menu
Find
Find specified text
Ctrl+F
Edit menu
Replace
Replace text
Ctrl+H
Insert menu
Date
Insert the current date
14
The Formatting Bar
Use the following buttons on the Personnel Director word processor
Formatting bar.
Button
Menu Access
Description
Format menu
Font>Font
Select the font for text
Format menu
Font>Size
Select the font size
Format menu
Font>Colour
Select the font colour
Shortcut
323
PERSONNEL DIRECTOR USER’S GUIDE
Select the highlight
colour
Format menu
Font>Font style
Format selected text as
bold
Format menu
Font>Font style
Format selected text as
italic
Format menu
Font>Font style
Format selected text as
underlined
Format menu
Paragraph
Left-align selected text
Format menu
Paragraph
Centre selected text
Format menu
Paragraph
Justify selected text
Format menu
Paragraph
Right-align selected text
Format menu
Bullet Style
Format a bulleted list
The Tables Bar
Use the following buttons on the Personnel Director word processor Tables
bar to add and alter tables.
Button
Menu Access
Description
Insert a table at the cursor
Add a row below the current
row
Select the current row
Delete the selected row
Select the current column
324
Shortcut
WORD PROCESSING AND MAIL MERGING
14
Working with the Document
To open an existing document:
1. Select Open from the File menu.
2. Select the path and filename.
3. Click the Open button.
To create a new document:
•
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:
Button
Description
Exit Print Preview
Display width of page
Display length of page
325
PERSONNEL DIRECTOR USER’S GUIDE
Zoom in
Zoom out
Print
Change printer setup
To set up the page layout:
1. Select Page Setup from the File menu.
2. Provide the following information where required:
Papersize
Width. Type the width of the paper (in inches) or use the selection
buttons.
Height. Type the length of the paper (in inches) or use the selection
buttons.
To exchange the width and height, click the Flip button.
Margins
Top. Select or type the height of the top margin (in inches).
Bottom. Select or type the height of the bottom margin (in inches).
Left. Select or type the width of the left margin (in inches).
Right. Select or type the width of the right margin (in inches).
3. Click OK.
To hide or show toolbars, the ruler, or status bar:
•
326
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.
WORD PROCESSING AND MAIL MERGING
14
Editing the Document
To clear, copy, cut, and paste.
Edit Menu
Button
Action
Shortcut
Clear
Deletes the selected text or object.
Copy
Copies the selected text or object
to the clipboard.
Ctrl+C
Cut
Cuts the selected text or object
and copies it to the clipboard.
Ctrl+X
Paste
Pastes the contents of the
clipboard after the insertion
cursor.
Ctrl+V
To undo the last action:
•
Click the Undo button, select Undo from the Edit menu, or press Ctrl+Z.
To select the entire document:
•
Select Select All from the Edit menu, or press Ctrl+A.
To find text:
1. From the Edit menu, select Find or press Ctrl+F.
2. Provide the following information:
Find What. Type the partial word, whole word, phrase, or value you are
looking for.
Match Whole Word Only. Click this checkbox to locate only those
occurrences that exactly match what you specified in Find What.
327
PERSONNEL DIRECTOR USER’S GUIDE
Match Case. Click this checkbox to locate only those occurrences with
upper and lower case characters as specified in Find What.
Direction. Select the direction of the search: up or down from the current
location.
3. To locate the next occurrence, click the Find Next button:
To replace text:
1. From the Edit menu, select Replace or press Ctrl+H.
2. 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.
3. Take one of the following actions:
• To find the next occurrence, click the Find Next button.
• To replace the selected occurrence, click the Replace button.
• To replace all occurrences, click the Replace All button.
To check spelling:
1. Click the Spelling button, select Spelling from the Tools menu, or press
F7.
2. Do one of the following:
• To replace the incorrectly spelled word, select a word from the
Suggestions list and click the Change button.
• To display additional suggestions, click the Suggestions button.
• To correct the spelling yourself, enter the text in the Change To field,
then click the Change button.
328
WORD PROCESSING AND MAIL MERGING
14
• To ignore this occurrence of the incorrectly spelled word, click the
Skip Once button or to skip all occurrences, click the Skip Always
button.
• To correct the spelling yourself and add the corrected spelling to the
list, type the correct spelling in Replace With and click the Add button.
3. To exit the Spell Checker, click the Close button.
To insert the current date:
• 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
-orSelect Font from the Format menu.
3. If you selected Font from the Format menu, provide the following
information:
Font. Select the font to be used from list.
Font Style. Select the style of font from the list.
Size. Select the size of font from the list.
329
PERSONNEL DIRECTOR USER’S GUIDE
Effects
Strikeout. Click this checkbox if a horizontal line (strikeout) is to
appear in each character.
Underline. Click this checkbox if each character is to be underlined.
Color. Select the colour from the drop-down list.
Script. Select the type of script from the drop-down list.
4. Click OK.
To create a bulleted paragraph:
•
Click the Bullet button on the Formatting toolbar or select Bullet Style
from the Format menu.
If you select Bullet Style from the Format menu, you can select from a
range of bullet and number options. Select the required style and click
OK.
•
To turn off the bullet style, click the Bullet button on the toolbar.
To set the format for a paragraph:
Method 1:
•
On the ruler, slide the Left and Right Indent icons to the positions desired.
To set the Paragraph indent, slide the Paragraph Indent icon to the desired
position.
Method 2:
1. Select Paragraph from the Format menu.
2. Provide the following information:
Alignment. Select alignment of the paragraph. Choose from Left, Right,
Center or Justified.
Indentation
Left. Select or type the number of inches the paragraph is to be
indented from the left margin.
Right. Select or type the number of inches the paragraph is to be
indented from the right margin.
330
WORD PROCESSING AND MAIL MERGING
14
Indent. Select or type the number of inches the first line of the
paragraph is to be indented from the paragraph’s left margin.
Spacing
Before. Select or type the number of inches to be inserted before the
previous paragraph.
After. Select or type the number of inches to be inserted before the
next paragraph.
Line Spacing. Select the type of line spacing. Choose from: Multiple,
At Least, or Exactly.
Value. Select or type the number of lines to be used in line spacing.
3. Click OK.
Inserting a table:
1. At the paragraph where you want the table inserted, on the Tables toolbar,
click the Create Table button.
2. Drag the cursor over the grid until you highlight the desired number of
columns and rows, then click the Checkmark button.
The table appears in the document.
3. Adjust the table if necessary:
• 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.
• To delete a row, insert the cursor in the row and click the Select Row
button. Then click the Delete Row button.
• To select a column, insert the cursor in the column and click the Select
Column button.
Setting Tabs:
•
Click the ruler at the location where you want to set the tab. To remove the
tab, click the Tab icon.
331
PERSONNEL DIRECTOR USER’S GUIDE
332
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:
• On the Tools toolbar, click the Reports button.
– or –
• Select Reports from the Tools menu.
The Personnel Director Report List appears. For instructions on how to
use Report List, see chapter 13 “Working with Personnel Director Report
List” on page 297.
2. Open the folder that contains the graph and select the graph you want to
see.
3. Double-click the graph, or click the Preview button on the Report List
toolbar.
-orSelect Preview from the Personnel Director Report List File menu or
Open from the shortcut menu.
The Personnel Director Graph Wizard appears.
Note: To return to the Report List, click the window close button in the Graph
Wizard window.
333
PERSONNEL DIRECTOR USER’S GUIDE
About the Graph Wizard Window
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.
Personnel Director
Graph Wizard toolbar
Top
chart title
Legend
Left
chart title
Y axis
X axis
Bottom
chart title
If you click in the bar of a bar chart or on the point in a scatter chart, the value
will display. For example, if you click the bar representing employees with
annual pay between 12500 and 15000 pounds, “Annual Pay: 12500 to 15000"
and “Headcount 23" is displayed.
334
WORKING WITH GRAPHS
15
The Graph Wizard Toolbar
The Graph Wizard toolbar contains buttons you can use to select a graph type,
enhance a graph, and add graph elements.
Click 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.
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.
Display a pie chart.
335
PERSONNEL DIRECTOR USER’S GUIDE
Click one of the following the buttons on the Graph Wizard toolbar to add
graph elements and enhance the graph display.
Apply a 3D effect.
Mark the graph bars or points with numeric labels
Change the stacking of 3-axis graphs. (The graph must
be 3-axis.)
Rotate a graph (The graph must be 3D).
Move a graph in the graph window.
Zoom a graph in the graph window.
Change the depth of the graph. (The graph must be 3-D.)
Edit graph properties.
Click one of the following the buttons on the Graph Wizard toolbar to manage
the graph file.
Print the graph.
Copy the graph to the clipboard for copying into another
application.
336
WORKING WITH GRAPHS
15
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 button.
The Graph Wizard appears.
337
PERSONNEL DIRECTOR USER’S GUIDE
3. From the Graph menu, select Graph Setup or click the Graph Setup button
on the toolbar.
4. On the Graph Criteria screen, select the type of data to graph.
• From the first Plot the Information Contained In drop-down list, select
Employee Details. This is the table on which to base the graph.
• 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.
• From the Versus drop-down list, select Employee Details.Department.
This is the information that will appear on the Y-axis of the graph.
5. Click the Exclude Blank Values checkbox. This ensures that employees
not assigned to a department are not included in the graph.
6. Click OK.
338
WORKING WITH GRAPHS
15
The graph appears in the Personnel Director Graph Wizard.
• Use the Personnel Director Graph Wizard features to view and change
the appearance of the graph as desired.
• When you are finished, click the Save button to save the graph.
• Type a name for the graph and click the Save button.
339
PERSONNEL DIRECTOR USER’S GUIDE
Example 2: Employees by Range of Pay Category
In this example, learn how to create a graph that shows the number of
employees that fall within a certain pay range. You can plot a range of values
for any field that contains numeric data, such as pay or holiday allowances. In
this example, the number of employees versus the pay ranges into which they
fall is plotted. 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:
• 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.
• From the Plot The drop-down list, select Number of Employees. This
is the information that will appear on the X-axis of the graph.
340
WORKING WITH GRAPHS
15
• From the Versus drop-down list, select Employee Details.Pay. This is
the information that will appear on the Y-axis of the graph.
• Check the Plot Range of Values checkbox to indicate that you want to
specify a range of pay values.
• In the Start field, enter 10000, to indicate that you want the graph to
include pay values beginning with 10,000 pounds.
• In the End field, enter 35000, to indicate that you want the graph to
include pay values ending with 35,000 pounds.
• In the Step field, enter 2500, to indicate that you want the graph to
show the pay ranges in increments of 2,500 pounds.
• Check the Exclude Blank Values checkbox to exclude employees not
within the pay range you specified.
4. Click OK.
341
PERSONNEL DIRECTOR USER’S GUIDE
5. To add the titles shown above to the graph, click the Graph Titles button.
• Enter the Graph Title as Headcount by Salary.
• Enter the Left Axis label as Headcount.
• Enter the Bottom Axis label as 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.
342
WORKING WITH GRAPHS
15
3. Complete the graph criteria as follows:
• From the Plot the Information Contained In drop-down list, select
Employee Details. This is the table on which to base the graph.
• 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.
• From the Versus drop-down list, select Employee Details.Age. This is
the information that will appear on the X-axis of the graph.
• 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.
• Check the Plot Range of Values checkbox to indicate that you want to
specify a range of age values.
• In the Start field, enter 16, to indicate that you want the graph to
include age values beginning with 16.
• In the End field, enter 65, to indicate that you want the graph to include
age values ending with 65.
343
PERSONNEL DIRECTOR USER’S GUIDE
• In the Step field, enter 4, to indicate that you want the graph to show
the age ranges in increments of 4 years.
• From the second Versus drop-down list, select Employee
Details.Division to create the third axis for the graph.
• Check the Exclude Blank Values checkbox to exclude employees not
within the pay range you specified.
4. Click OK.
5. When you first display this graph, the stacking option is selected, which
makes the graph more difficult to read.
6. Click the Stacking button and select None.
344
WORKING WITH GRAPHS
15
This graph looks particularly impressive in 3D. Simply click the 3D
button.
Working with Graphs
To open, close, rename, and preview graphs, see “Managing Report, Letter
and Graph Files” on page 300.
Saving Changes to a Graph
•
To save changes you made to the graph, click the Save button on the
toolbar.
345
PERSONNEL DIRECTOR USER’S GUIDE
Printing the Graph
346
•
To print the graph, click the Print button on the toolbar.
•
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 margin guides.
•
Click the Proportional checkbox to position the graph in proportion to the
margins and page size.
•
When you are finished, click Close.
WORKING WITH GRAPHS
15
Changing the Graph Type
Click one of the following the buttons on the Graph Wizard toolbar to change
the type of graph displayed.
Display a vertical bar chart.
Display a horizontal bar chart.
Display a line graph.
Display an area chart.
Display a point scatter chart.
Display a pie chart.
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:
•
Click the 3-D button on the toolbar.
To rotate a 3-D effect:
1. Click the Rotate button on the toolbar.
2. Click and drag in the direction in which you want to rotate the chart until
you get the desired effect.
To increase the depth of a 3-D bar chart:
•
Click the Depth button on the toolbar. Click and drag until you get the
desired effect.
347
PERSONNEL DIRECTOR USER’S GUIDE
Moving and Zooming Graphs
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:
•
Click the Move button on the toolbar. Click and drag to change the
position of the graph within the window. This is useful when you have
rotated and zoomed a graph and want to adjust the entire grid to centre it
within the window.
To zoom the graph:
348
•
Click the Zoom button on the toolbar. Click and drag to zoom in and out.
•
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.
WORKING WITH GRAPHS
15
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 Filters screen is displayed.
2. Identify the employees you want to include in the graph:
• To identify the employees by group, click the Group drop-down list
and select the name of the group.
• 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:
• To select the date to be used for filtering, select the name of the field
from the Date Filter drop-down list.
• To set a date range, select or type the range in the From and To fields.
4. Set up to five additional filters. For each filter:
• Select the field to be used. Select the name of the field from the first
Filter drop-down list (first field for the filter).
349
PERSONNEL DIRECTOR USER’S GUIDE
• To set the associated value, select the value in the second Filter dropdown 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 button on the toolbar.
The Edit Titles screen appears.
2. Do one or more of the following:
• To add or change a title, click in the location (Top, Left, Right, or
Bottom) and type the title you want.
• To remove a title, click in the location (Top, Left, Right, or Bottom)
and delete the title.
3. Click OK.
4. To add markers to bars, areas, or points on a graph:
• Click the Markers button. The markers show the numbers represented
by the graph element.
Changing Chart Properties
To fine tune the graph display, use the additional controls available from the
Edit Chart button on the toolbar.
Note: You can use the same techniques to change the graph properties of a
graph you have added in a report.
350
WORKING WITH GRAPHS
15
Changing Graph Type (Series) Properties
You can add custom graph types (called series), create series titles, and edit,
delete and duplicate a series.
1. Click the Edit Chart button on the toolbar.
The Editing Chart screen appears
2. To change Series attributes on the Series tab:
• To add a chart type, click the Add button on the Series tab. Doubleclick a chart type to add it to the Series tab.
• To add a title to the new Series, click the Title button and type a chart
name.
• To delete a selected series, click the Delete button, then click Yes to
confirm.
• To duplicate a selected series, click the Clone button. A duplicate is
created. Use the Title button to change the title.
Changing General Attributes
1. To change the general attributes of the chart, click the General tab and do
one or more of the following:
• Click the Print Preview button to see what the chart will look like when
it prints.
351
PERSONNEL DIRECTOR USER’S GUIDE
• Click the Export button to export chart data to another program.
• Click the Clip Points checkbox to prevent overlapping elements on the
chart.
• Use the Margins pointers to change the margins of the graph display in
pixels.
• To control the Zoom feature, use the Zoom checkbox to turn zooming
on or off. Click Animated Zoom in an animated sequence. To change
the number of steps in the sequence, enter the step number.
• To control chart scrolling, select the radio button that describes the
type of scrolling you want.
Changing Axis Attributes
•
Click the Axis tab to change chart axis attributes.
• Click Show Axis to turn on and off the display of the axes.
Changing Title Attributes
1. Click the Titles tab to change chart title attributes.
• To add a title, click the Visible button, then type the title in the text box.
Click Adjust Frame to position the title within a frame.
• To change the font, click the Font button, then select the font and font
properties and click OK.
• To add a border to the title, click the Border button. Click Visible. Then
set the border width, style and color.
• To change the background colour of the title, click the Back Color
button, select a colour and click OK.
• To change the pattern of a coloured background, click the Pattern
button, select a style and click OK.
• To change the position of the title, click an Alignment button.
352
WORKING WITH GRAPHS
15
Changing Legends Attributes
1. Click the Legend tab to change the chart legend attributes.
• Click the Visible button, to turn on and off the legend display.
• To change the font, click the Font button, then select the font and font
properties and click OK.
• To add a frame to the legend, click the Frame button. Set the border
width, style and color and click OK.
• To change the background colour of the legend, click the Back Color
button, select a colour and click OK.
• To change the position of the title, click a Position button.
• Leave the legend style set to Automatic to display the selected graph
criteria, or select a series style for a custom series.
• To change the text style, select a style from the drop-down list.
• To put a shadow color behind the legend, click the Shadow Color
button and select a width.
• To alter the position of the legend by a percentage or change the colour
bar width, use the %Top Pos and %Color Width controls. Click the
Resize Chart checkbox to resize the chart as you change the legend
position and width. Click the Inverted checkbox to vertically flip the
legend.
Changing Panel Attributes
1. Click the Panel tab.
• Click a Bevel Inner radio button to add a 3D bevel effect to the inner
edge of the chart. Click a Bevel Outer radio button to add a 3D bevel
effect to the outer edge of the chart. Use the Width control to adjust the
width of the bevel.
• To change the entire graph panel background colour, click the Panel
Color button.
• To fill the back panel with a gradient fill, click the Gradient Visible
checkbox. Then click the Start Color and End Color buttons to adjust
the fill colours. Use the Direction drop-down list to adjust the direction
of the gradient fill.
353
PERSONNEL DIRECTOR USER’S GUIDE
• To add a back image similar to wallpaper to the panel, click the Browse
button under Back Image, then select the file to use as background and
adjust it by selecting a Style button.
Changing Paging Attributes
1. Click the Paging tab.
2. Set the number of points per page. Use the Next and Last buttons to see
the page range. Select Scale Last Page to scale the distribution of the
points on the last page.
Changing Wall Attributes
For 3D charts only, you can select colours, borders and patterns for the left
side, bottom, and back wall of the 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.
• 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.
• Use the Zoom, Rotation, and Elevation sliders to adjust the zoom level
for points.
• Use the Horiz. Offset and Vert. Offset sliders to position 3D graphs
horizontally and vertically within the chart window. If Orthogonal is
not selected, you can use the Perspective slider to change the
perspective.
354
WORKING WITH GRAPHS
15
Changing the Data
You can change the data used to generate the graph.
1. Click the Graph Setup 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 bitmap, Windows metafile, Windows
enhanced metafile, or as a TeeChart.
1. Click the Edit button on the toolbar.
2. Click the General tab.
3. Click the Export button.
The Export Chart screen appears.
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.
6. 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.
1. 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.)
355
PERSONNEL DIRECTOR USER’S GUIDE
356
16
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:
•
For display and selection purposes. You can also export data to File,
HTML or Microsoft Excel formats. This cannot be done from a report.
•
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 377.
Important Notes About Security
Tables and Fields. If your user account does not permit you to access certain
tables or fields, you cannot access them when using Query Designer. You
cannot view a query or report that contains tables or fields you do not have
access to.
Employee Security. Employee security is automatically applied to queries.
For full details about setting security, see chapter 3 “Setting Up Security” on
page 35.
357
PERSONNEL DIRECTOR USER’S GUIDE
Creating a Query for Display and Selection
Follow these steps to create a database query. If you are creating a query to
extract data for a report, see the following section, “Creating a Query for a
Report”.
1. Click the Query button on the Tools toolbar.
2. Click the New button.
3. Double-click the Query Wizard button or click OK.
4. When the query is complete, the results appear in the Preview Data
window. Click OK to close the window.
5. The query results appear in the Query Designer window. Click the
window close button, then click Yes to save the changes.
6. The query now appears in the Query list, where you can select it to view
the results, edit it, or delete it.
Creating a Query for a Report
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 button on the Tools toolbar.
2. In the Report List window, click the New Report button.
3. Double-click the Query Wizard button or select the Query Wizard and
click OK.
4. When the query is complete, the results appear in the Preview Data
window. Click OK to close the window.
5. The query results appear in the Query Designer window.
6. Click the Design tab. From the File menu, select New. Double-click the
Report Wizard button or click OK.
358
CREATING QUERIES
16
Query Examples
There are two types of queries:
Simple. These queries use one or more tables that may or may not have
search criteria, but do not contain calculations.
Summary. These are queries that use functions (average, sum, minimum,
maximum or count) to calculate statistics grouped by other fields; for
example, Headcount by Department or Average Age by Gender.
This section illustrates a number of examples showing how to create simple or
summary queries.
Simple Query Examples
Example 1: A Query with One Table and No Selection Criteria
This example is the simplest query you can build — it uses only one table and
has no selection criteria. This example queries the Employee Details table for
the Employee Number, Post Name and Department fields.
1. Click the Query button on the Tools toolbar.
-orSelect Query Database from the Tools menu.
The Select Query screen is displayed.
359
PERSONNEL DIRECTOR USER’S GUIDE
2. Click the New button.
The New Items screen is displayed in the Report Builder.
3. Double-click the Query Wizard icon.
4. Select the database tables to include in the query.
• Click the Add button to add a selected table or tables to the selection
list on the right.
• Click the Remove button to remove a selected table or tables from the
list on the right.
In this example, you want to include information from only the Employee
Details table. Select the Employee Details table and click the Add button.
360
CREATING QUERIES
16
5. Now that you have selected the table, click the Next button.
6. Select the fields to include in the query.
You have the option of including all fields or only fields you select. In this
example, we want to include specific fields, so click the Choose Fields
option.
Use the following buttons to add or remove fields you select from the list.
• Click the Add button to add a selected field or fields to the selection list
on the right.
• Click the Add All button to add all fields to the selection list on the
right.
• Click the Remove button to remove a field or fields from the list on the
right.
• Click the Remove All button to remove all fields from the list on the
right.
Use the up and down buttons on selected fields to resequence the list.
• Click the Up button to move a selected field up the list on the right.
• Click the Down button to move a selected field down the list on the
right.
To show information about each employee add the Employee Number,
Post Name and Department fields.
361
PERSONNEL DIRECTOR USER’S GUIDE
7. Now that you have selected the fields for the query, click the Next button.
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.
9. Click Next. Indicate whether or not grouping is required in the query. In
this example, there is no grouping, so click the No Grouping option.
362
CREATING QUERIES
16
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.
11. Click Next. Indicate the sorting criteria. In this example, we want
ascending order (A-Z), so click the Natural Order option.
363
PERSONNEL DIRECTOR USER’S GUIDE
12. Click Next. Type the name of Employee and Department in the
Description field for this query and select the option to preview the results.
13. Click Finish. The Preview Data screen appears, displaying the results of
the query.
364
CREATING QUERIES
16
14. Click OK to close the screen. The Query screen appears on the Data tab of
the Report Builder.
15. Save the Query.
• Click the Close Window button in the upper right corner of the Report
Builder screen.
• 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
007
Mrs J.
Woodbridge
27/08/1999
3
Holiday
365
PERSONNEL DIRECTOR USER’S GUIDE
1. Click the Query button on the Tools toolbar.
-orSelect 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.
4. Select the database tables to include in the query.
Tip: Most queries will include the Employee Details table as this
contains details such as the Employee Number as well as the
employee’s name (Post Name) and Address.
In this example, you want information from two tables: the Employee
Details and Holiday and Absence.
When you add the second table, the following screen appears
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.
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
366
CREATING QUERIES
16
column common to both tables). For each record in the Holiday and
Absence table where there is a matching Employee Number in the
Employee Details table, we want access to the data in the associated
Employee Details record.
To do this, we want to create a join statement to specify that we want to
join data from both tables each time the Employee Number in the Holiday
and Absence table matches the Employee Number in the Employee
Details table.
Notice that Personnel Director provides this statement for you in the
Joined Fields list.
Click OK. The tables you chose now appear in the Selected Tables list.
5. Now that the tables are selected, click Next.
6. Select the fields to include in your query.
367
PERSONNEL DIRECTOR USER’S GUIDE
In this example, include the following fields to produce a query that shows
Employee Number, Post Name, Start Date, Days Lost and Category.
7. Now that the fields are identified, click Next.
8. Indicate whether or not you want to include calculations. In this example,
we have no calculations to perform, so click Next.
9. 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.
10. 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.
368
CREATING QUERIES
16
Do the following:
• Select the Define Search Criteria option.
• Right-click the Criteria box and select Insert Criteria from the shortcut
menu. Add the criteria where the Holiday and Absence.Start Date is
between 01/01/1999 and 31/12/1999. Be sure to put a comma (,)
between the two dates.
• Click OK.
11. Now that the search criteria is defined, click Next.
12. Choose the order in which you want to display the results. In this case, we
are going to sort the results by Days Lost in descending order.
• Click the Set Order button. Select Holiday and Absence.Days Lost
from the Available Fields list and click > to add it to the Selected Fields
list.
369
PERSONNEL DIRECTOR USER’S GUIDE
Use the A to Z sort buttons to sort in ascending order.
13. Click Next. Type Absences in 2000 in the Description field and select the
option to preview the results.
14. Click Finish. The Preview Data screen appears, displaying the results of
the query.
15. Click OK. The Query screen appears in the Report Builder screen.
From here, you can:
• 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.
• Change the query. For further instructions, see “Editing a Query With
the Query Designer” on page 377.
370
CREATING QUERIES
16
Summary Queries
Use summary queries to summarise data contained in employee details.
In example 2 of simple queries, we created a query to return all absence for
employees in the year 1999. We might not be interested in each individual
absence record, but the average or total days lost by an employee. This type of
information can be retrieved using a summary query.
Summary queries perform summary calculations on fields (average, sum,
maximum, minimum or count) broken down (known as grouping) by one or
more fields within the table.
Example 3: Summarising Pay History
In this example, we create a summary query to return the average annual pay
for employees, grouped by department and gender. This query is used to
answer questions like “What is the average pay for males and females within
the Administration department?”.
Here we need information from two tables, the Employee Details (for
Department and Gender fields) and the Current Pay Details (for the Current
Annual Pay).
1. Click the Query button on the Tools toolbar.
2. Click the New button.
3. Double-click the Query Wizard icon.
4. Select the database tables to include in the query. In this example we need
the Employee Details and the Current Pay Details tables. Because we are
selecting two tables, we are prompted to join the tables. To join the tables,
click OK. Then click Next.
5. We now select the fields that we want to appear in the query. Because we
are creating a summary query, we only select fields that are not being
summarised. In this example, these are Department and Gender. Click
Next to continue.
6. For calculations, we specify which fields we want to summarise. In this
example, we want to calculate the Average Annual Pay. To add
calculations, click the Add Calculations option.
371
PERSONNEL DIRECTOR USER’S GUIDE
• Select Current Pay Details.Annual Pay from the list of available fields
and click the > button.
• On the Calculated Fields screen, select Avg from the Function dropdown list. This will calculate the average annual pay.
• Click OK.
• Click Next to continue.
7. The Grouping screen appears. The Department and Gender fields that we
selected in step 5 are automatically added to the list of grouped fields. In a
summary query, all fields within the report must either have a summary
calculation performed on them or must be used to group the query.
• Click Next to continue.
8. The Define Search screen appears. We want all absence records to be
summarised, so click the Next button.
9. The Set Order screen appears. We want to leave the results in natural
order, so select Next.
372
CREATING QUERIES
16
10. Type a description for the query and click the Finish button.
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. Click the Query button on the Tools toolbar.
2. Click the New button.
3. Double-click the Query Wizard icon.
4. Select the database tables to include in the query. In this example we need
the Employee Details and the 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.
5. We now select the fields that we want to appear in the query. Because we
are creating a summary query, we only select fields that are not being
373
PERSONNEL DIRECTOR USER’S GUIDE
summarised. In this example, these are Employee Number and Post
Name. Click Next to continue.
6. For calculations, we specify which fields we want to summarise. In this
example, we want to calculate the Average, Sum, Minimum and
Maximum days lost for each employee. To add calculations, click the Add
Calculations option.
• Select Holiday and Absence. Days Lost from the list of available fields
and click the > button.
• On the Calculated Fields screen, select Sum from the Function dropdown list. This will calculate the total days lost for each employee.
• Click OK.
Repeat these three steps adding Average, Minimum, Maximum and Count
calculations for Days Lost.
• Click Next to continue.
374
CREATING QUERIES
16
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.
• Click Next to continue.
8. The Define Search screen appears. We want all absence records to be
summarised, so click the Next button. (At this stage we could limit the
absence records to a particular Category, date range or employees in a
specific department.
9. The Set Order screen appears. We want to leave the results in natural
order, so select Next.
10. Type a description for the query and click the Finish button.
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.
375
PERSONNEL DIRECTOR USER’S GUIDE
Running a Query for Display or Selection
1. Click the Query button on the Tools toolbar
-orSelect Query Database from the Tools menu.
The Select Query screen is displayed:
2. Select the query you want to edit and click the Select button.
The query results are displayed.
3. Do one of the following:
• To select an employee, double-click the employee’s name or select the
employee’s name and click the Employee button.
376
CREATING QUERIES
16
• To save the results to a file. Click the Save button, type a filename and
choose its location, then click OK. You can save into Text (.TXT},
Hypertext (.HTM) or Excel Spreadsheet (.XLS) format.
Editing a Query With the Query Designer
Essentially you use the same procedure for changing a query for display
purposes or a query to be used in a report.
1. Do one of the following:
• If you are 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.
• 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.
You can change any of the elements of the query. For example, to edit the
Example 2 query to change the pay amount, you would click the Search
button and change the Pay History.Pay selection criteria. For more
information, see “Changing Selection Criteria” on page 384.
377
PERSONNEL DIRECTOR USER’S GUIDE
Use the following buttons to edit your query.
To
Click
For more information
Add, change or remove tables
“Changing Tables” on page 379
Add or remove fields
“Changing Selected Fields” on
page 381
Add, change or remove calculations
“Changing Calculations” on
page 382
Add or remove groupings
“Changing Groupings” on
page 383
Add, change or remove selection
criteria
“Changing Selection Criteria” on
page 384
Add, change or remove sort order
“Changing Sort Order” on
page 385
Change SQL statements
“Changing SQL Statements” on
page 386
Preview the results
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.
378
CREATING QUERIES
16
Changing Tables
1. Click the Tables button on the query screen.
The Tables tab appears.
2. To add a new table, double-click the name of the table you want to add.
The Join Table screen appears.
If you include more than one table in your query, you must join the tables
(for example, a column from left table and a column from the right table)
379
PERSONNEL DIRECTOR USER’S GUIDE
so that the rows in each table are joined to create one larger table. Usually
this column is the same in the right table as in the left table, such as
Employee Number.
All rows from the left table and all rows from the right table are included
if values meet the retrieval criteria. If values do not meet the retrieval
criteria, their rows are omitted.
To specify the joined field, simply select a field in the left table, select the
associated field in the right table, then click the Add button.
The result appears in the Joined Fields list where you can change the
Operator if necessary. (To remove a statement from this list, simply select
the statement and click the Remove button.)
3. To change a table statement, click the ... button. The Table Join screen
appears. Add, change or remove the statements as required.
4. To remove a table statement, double-click the Field Alias name.
380
CREATING QUERIES
16
Changing Selected Fields
1. Click the Fields button on the query screen.
The Fields tab appears.
2. To add a field statement, double-click the name of the field in the
Available Fields list.
3. To remove a field statement, double-click the Field Alias name in the
Selected Fields list.
381
PERSONNEL DIRECTOR USER’S GUIDE
Changing Calculations
1. Click the Calcs button on the query screen.
The Calcs tab appears.
2. To add a calculation statement, do the following:
• Double-click the name of the field to be used in the calculation. The
field appears in the Calculations list.
• 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.
382
CREATING QUERIES
16
Changing Groupings
1. Click the Group button on the query screen.
The Group tab appears.
2. To add a grouping statement, double-click the name of the field to be used
for grouping in the Available Fields list. The field appears in the Group
Fields list.
3. To delete a grouping statement, double-click the Field Alias name in the
Group Fields list.
383
PERSONNEL DIRECTOR USER’S GUIDE
Changing Selection Criteria
1. Click the Search button on the query screen.
The Search tab appears.
2. To add a search statement, do the following:
• Double-click the name of the field to be searched. The field appears in
the Criteria Fields list.
• Click the Operator cell in the row of the field, and select the operator
you want from the drop-down list.
• 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.
384
CREATING QUERIES
16
Changing Sort Order
1. Click the Sort button on the query screen.
The Sort tab appears.
2. To add a Sort statement, do the following:
• Double-click the name of the field to be sorted. The field appears in the
Sort Fields list.
• Click the Desc checkbox in the row if you want the field to be sorted in
descending order (Z to A or 9 to 0). Clearing the checkbox indicates
the field is to be sorted in ascending order.
3. To change the sort order, clear or mark the Desc checkbox.
4. To delete a Sort statement, double-click the Field Alias name in the Sort
Fields list.
385
PERSONNEL DIRECTOR USER’S GUIDE
Changing SQL Statements
1. Click the SQL button on the query screen.
The SQL tab appears.
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
-orSelect Query Database from the Tools menu.
The Select Query screen is displayed:
2. Select the query you want to delete and click the Delete button.
386
17
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 Reports
1. To display existing reports, do one of the following.
• On the Tools toolbar, click the Reports button.
– or –
• Select Reports from the Tools menu.
The Personnel Director Report List screen appears. For instructions on
how to use Report List, see chapter 13 “Working with Personnel Director
Report List” on page 297.
2. 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:.
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.
387
PERSONNEL DIRECTOR USER’S GUIDE
Display the first page.
Display the previous page.
Display the next page.
Display the last page.
Set the zoom magnification
Close the Preview window.
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 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.
388
WORKING WITH REPORTS
17
4. Do one of the following:
• To update the query, click the Data tab. For more information, see
“Editing a Query With the Query Designer” on page 377.
• To update the format, click the Design tab. For more information, see
“Using Page Layout Tools in the Page Designer” on page 408.
• To view or print the result, click the Preview tab. For more information,
see “Displaying Reports” on page 387.
Deleting a Report
When a report is no longer required, you can delete it.
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.
389
PERSONNEL DIRECTOR USER’S GUIDE
Creating New Reports
If you do not see a report that matches your requirements in the list of standard
reports, you can create your own. There are two steps in creating a new report:
•
Create a query to extract the desired data for your report. Use the step-bystep assistance of the Query Wizard or design your own query.
•
Build the report using step-by-step assistance from the Report Wizard, or
design your own report.
There are three stages to using Report Builder.
Data tab. Use the Data tab to add or change the data contained in a report.
Design tab. Use 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 Preview tab if you are not authorized to view
employees. For information on how to reset employee authorisation,
see chapter 3 “Setting Up Security” on page 35.
Creating New Reports Using the Report Wizard
You can use the Report Wizard to add some of the data to reports, and then use
the Report Designer for further specifications. This section contains five
examples of creating these types of reports.
Example 1 - A Simple Report (Employee List)
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 359.
4. When the query is complete, click the Design tab in the Report Builder
window.
390
WORKING WITH REPORTS
17
5. From the File menu, select New.
6. In the New Items window, double-click the Report Wizard.
The Report Wizard appears.
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.
7. To select the fields for the report, click the button with the >> symbol to
add all of the fields.
391
PERSONNEL DIRECTOR USER’S GUIDE
If you need to change the sort order, you can do so by selecting fields on
the right, then clicking the direction arrow buttons.
8. Click the Next button.
The second screen of the Report Wizard is displayed.
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.
392
WORKING WITH REPORTS
17
The third screen of the Report Wizard is displayed.
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.
393
PERSONNEL DIRECTOR USER’S GUIDE
Use this screen to indicate the report style. Click each style to see how it
looks.
11. As the Corporate style is fine for this report, click the Next button.
The final screen of the Report Wizard is displayed.
12. 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 359.
4. When the query is complete, click the Design tab in the Report Builder
window.
5. From the File menu, select New.
394
WORKING WITH REPORTS
17
6. In the New Items window, double-click the Report Wizard.
The Report Wizard screen appears.
7. Select data the report is to contain.
• Click the >> button. This adds all the fields on the left to the Selected
Fields list on the right.
• Rearrange the fields, so that the order is: Employee Number, Post
Name and Department.
395
PERSONNEL DIRECTOR USER’S GUIDE
8. Click the Next button.
9. To group employees by department, do the following:
• From the Available Fields list in the top left, click Department.
• Click the V arrow. Department appears in the Groups list and you can
preview the layout on the left.
10. Click the Next button and accept the options already selected on the next
three screens.
11. Click Next and accept all of the options already selected until you display
the last screen of the wizard.
396
WORKING WITH REPORTS
17
12. Click the Finish button to complete and display your report.
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 based on “Example 2: A Query with Two Tables and Selection
Criteria” on page 365.
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 365. Instead of
sorting the query on Days Lost, sort the query on the Employee Number
field.
397
PERSONNEL DIRECTOR USER’S GUIDE
4. When the query is complete, click the Design tab in the Report Builder
window.
5. From the File menu, select New.
6. In the New Items screen, double-click the Report Wizard.
• Click the >> button. This adds all the fields on the left to the Selected
Fields list on the right.
• Rearrange the fields so that the order is: Employee Number, Post
Name, Start Date, Days Lost and Category.
• Click Next.
398
WORKING WITH REPORTS
17
7. The Grouping screen appears. We want to group absences by Employee
Number. Add the Employee Number field to the list of Groups.
• Click Next.
8. Click Next until the final wizard screen is displayed. Click Finish to
preview the report.
9. Click the Design tab to adjust the report layout.
399
PERSONNEL DIRECTOR USER’S GUIDE
• Move the Post Name to the Group Header next to the Employee
Number field. Drag the Post Name into the position shown below.
10. We now want to add a summary calculation field to display the total days
lost for each employee.
• Drag the group footer for the STAFFNO field so that there is space to
place a summary field.
• Click the DBCalc button.
• In the group footer for the STAFFNO, click the location directly under
the Days Lost field in the detail band.
400
WORKING WITH REPORTS
17
• With the DBCalc field selected, select Days Lost from the Data dropdown list.
• With the DBCalc field selected, right-click and select Calculations
from the menu.
• Then select Sum from the Calc Type drop-down and click OK.
• Right-click the DBCalc field and select Display Format from the
menu. Set the display to one decimal place and click OK.
11. Click the Preview tab to view the finished report.
Example 4 - Creating a Quick Crosstab Report
Cross tab reports are useful when you need to analyse information by several
different fields; for example average days lost by department, gender and
absence category.
401
PERSONNEL DIRECTOR USER’S GUIDE
1. Create a new query using the Employee Details and Holiday and Absence
tables. Select the following fields: Department, Gender, Days Lost and
Category. Do not group fields or add calculations.
2. Click the Design tab, then select New from the File menu.
3. Double-click the Cross Tab icon.
402
WORKING WITH REPORTS
17
4. As we want the report orientation to be in portrait mode, click Next.
Decide what fields you want in the columns and rows, as in a spreadsheet.
• Department is to appear as a column. Drag the Department field from
the left column over the New Column box.
• Department days lost figures are to be divided by Gender. Drag the
Gender field from the left column to the New Column box under
Department.
• Categories are to appear as rows. Drag the Categories field over the
New Row box.
• Days Lost are to be the values that appear in the table. Drag the Days
Lost field from the left column to the New Value box.
• Days Lost are to appear as averages. Select Sum of Days lost in the
table, then select Average from the Calculation drop-down list on the
Cross Tab Wizard toolbar.
• Set the 1000.00 figure under the Average Days Lost to two decimal
places. Right-click the figure, and select Display Format from the
drop-down menu. Set the display format to two decimal places.
403
PERSONNEL DIRECTOR USER’S GUIDE
The Cross Tab Wizard automatically generates the layout for the totals.
5. Click the Finish button.
6. To view the table, click the Preview button.
404
WORKING WITH REPORTS
17
Example 5 - Creating a Graphical Report
You can use Report Builder to create graphs using its charting component.
You must use a summary query to generate graphs (see the examples in
“Summary Queries” on page 371). In this example, we want a graph of
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.
2. Click the Design tab.
3. Add the graph component of your report.
• Make room for the chart by enlarging the window and dragging down
the Report Footer bar.
• Click the DBChart button. Then click your mouse where you want it
located in the Report Footer section.
• Drag the handles of the chart to make it as large as you want.
4. Define the characteristics of the graph.
• Right-click the chart and select Edit Graph from the drop-down menu.
• On the Chart - Series tab, click the Add button, select the Bar style
chart and click OK.
405
PERSONNEL DIRECTOR USER’S GUIDE
• Click the Series - Data Source tab.
• Select Dataset from the drop-down list.
• 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.
• Select the desired colours for the bars in the chart, click the SeriesFormat tab.
406
WORKING WITH REPORTS
17
Click the Color Each checkbox.
• When you are finished, click the Close button.
5. Click the Preview button.
There are many techniques you can use to improve the appearance of the
chart. For more information, see “Changing Chart Properties” on
page 350.
Using the Page Designer
Personnel Director has a Page Designer that you use to edit report layouts or
create new ones.
In addition to creating layouts for reports, you can use the Page Designer to:
•
Set units of measurement and display options.
•
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:
•
Query the database to select the information you want to use for the
report, as described in chapter 16 “Creating Queries” on page 357, and
•
Create the report as described in “Creating New Reports” on page 390.
407
PERSONNEL DIRECTOR USER’S GUIDE
Using Page Layout Tools in the Page Designer
The Page Designer is used to design or modify report layouts. If you want to
use the report templates provided with Personnel Director, you do not have to
use the Page Designer. However, if you want to change the layout of a report
or create a new layout, you must use the Page Designer.
The Page Designer is displayed by:
•
clicking the Open Object button on the Report List toolbar.
•
selecting File>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.
If you are designing or modifying a simple report, the screen will have four
sections:
•
•
•
•
408
Title
Header
Detail
Footer
WORKING WITH REPORTS
17
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:
•
•
•
•
•
•
•
•
•
•
•
•
Standard Components
Data Components
Advanced Components
Report Tree
Data Tree
Standard
Format
Edit
Draw
Align or Space
Size
Nudge
To activate a toolbar:
•
Select View>Toolbars, then select or deselect the active toolbars from the
popup menu. A checkmark means that the toolbar is active. Each of these
toolbars is described on the following pages.
Placing Labels, Shapes and Images
To place an object or data field use the Standard, Data or Advanced
Components toolbar. Following are a list of the functions:
1. Click the appropriate toolbar button, as shown below.
Select Object
Select a placed object
Label
Place a text label
Memo
Place a memo
Rich Text
Place a formatted text label
System Variable
Place a system variable such as date or page
count
409
PERSONNEL DIRECTOR USER’S GUIDE
Variable
Place any variable such as a string or integer
Image
Place a BMP of your organisation logo. Rightclick and select Picture to place another image.
Shape
Place a geometric shape
Line
Place a line
Graph
Place a graph with data you supply
Bar Code
Place a bar code graphic
Text Field
Place a text field from the database
Memo Field
Place a memo field from the database
Photograph
Place an employee photograph from the
database
Bar Code Field
Place a bar code field from the database
Variable
Place any variable using fields from the
database
Graph
Place a graph with data from the database
Region
Place a region
SubReport
Place a subreport
CrossTab
Place a cross table.
Point to the location where the object is to be placed and press the left mouse
button.
• For a Data Field, select the name of the field from the drop-down list.
For example, to insert employee number description, select Employee
Number from the drop-down list. If the drop-down list is not displayed,
select View>Toolbars and select Edit from the list of toolbars.
• For a Label field, type the text you want to appear.
410
WORKING WITH REPORTS
17
Positioning and Sizing Objects and Data Fields
Take the following actions to position and size objects:
•
To position the object or field, drag it to the desired location.
• To view the exact position of an object, right click and select Position.
• To bring objects to the front of the layout, click the Bring to Front
button or right click and select Bring to Front.
• To send objects to the back of the layout, click the Bring to Front
button or right click and select Send to Back.
•
To size the object:
• Use the sizing handles that appear when you move the mouse to the
bounding box, or right-click and select AutoSize to size the field to the
correct size.
Tip: You can also do some extremely fine positioning with the Nudge
toolbar, as described on “Fine Tuning the Size and Position of
Objects” on page 413.
Formatting Text Objects
You can use the Format toolbar to change any of the following text properties:
Font size
Font
Bold
Underline
Italic
Centre
Left-align
Font colour
Right-align
Bring to
front
Highlight
colour
Send to
back
You can also edit other text properties by selecting from the popup menu.
1. Select an object, then right-click to display the popup menu.
2. Change properties such as wordwrap, transparency or visibility of objects.
411
PERSONNEL DIRECTOR USER’S GUIDE
Formatting Graphic Objects
• You can use the Draw toolbar to add lines and graphic shapes and add
colour fills to them.
Fill colour Line thickness
Line colour
Line style
You can also quickly change a line from single to double or vice versa by
right-clicking a line and selecting Single or Double from the shortcut menu.
Aligning and Spacing Objects
The Page Designer has its own toolbar that you can use to align and space
objects. You can also set the grid to a specified number of millimeters and set
objects to snap to the grid. This gives you extremely powerful features to align
all objects horizontally or vertically as you work.
Space Space up/down
Align centre Align top Align bottom up/down in band
Align left
Align right Align middle Space
across
Space across
in band
Using a Layout Grid
1. From the Design page, select Grid Options from the View menu.
2. Set the size of the grid in millimeters along the horizontal and vertical
(X and Y) axes.
3. To have objects snap to the grid, click the Snap to Grid checkbox.
4. Click OK.
412
WORKING WITH REPORTS
17
Fine Tuning the Size and Position of Objects
There are two toolbars you can use to control the size of objects and fine tune
their positioning: the Size and Nudge toolbars.
Use the Size toolbar to instantly maximise or minimise the width or height of
selected objects.
Minimum
width
Minimum
height
Maximum Maximum
width
height
Use the Nudge toolbar to move selected objects up or down, left or right, a
millimeter at a time.
Nudge up
Nudge left
Nudge down Nudge right
Setting the Exact Print Position for a Label or Field
You can set the exact print position for items in the page design.
To set the exact print position:
1. Select the label or field.
2. Right-click and select Position from the shortcut menu.
413
PERSONNEL DIRECTOR USER’S GUIDE
3. 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.
2. Select the desired format and click OK.
Setting Page Breaks for Grouped Reports
If you have grouped a report so that it collects data based on the content of
certain data fields, you can control whether Personnel Director starts a
separate page when the group changes. For example, if you have grouped a
report first by location then by department, you can set a page break each time
the location changes.
414
WORKING WITH REPORTS
17
1. From the Report menu, select Groups.
2. Do the following:
• To set options on the basis of a data field on the report, leave data field
selected. To set options based on a custom field, such as a label, click
the Custom Field button. Select the report field from the drop-down list
and click the Add button.
• Under On Group Change, click the Start New Page to start a new report
page each time the content of a data or custom group field changes.
Selecting this option automatically selects the Reprint Group Headers
on Subsequent Pages option.
415
PERSONNEL DIRECTOR USER’S GUIDE
Previewing the Design
You can preview your report to see how the design looks.
•
Click the Preview tab in the Page Designer. This displays the first page of
a report.
The layout appears in the Preview window. If you are viewing a report, the
contents of the first page appears in Whole Page view. For instructions on
using the buttons on the Preview screen, see “Displaying Reports” on
page 387.
• To change the view, use the Zoom buttons or type the desired
percentage in the Zoom field.
• To print the contents of the window, click the Print button on the
toolbar, or select Print from the File menu.
• To continue working on your design, click the Design tab.
416
18
BATCH INPUT AND GLOBAL
UPDATES
Overview
There are several ways to expedite entering and changing information in the
Personnel Director database.
•
The first method is to perform Batch Inputs to the database.
Use Batch Inputs to create new records in the database.
For example, use Batch Inputs to enter new employee details in one batch
or to create training records for a group of employees who have attended
the same course.
•
The second method is to perform Global Updates.
Use Global Updates to update existing records or perform calculations on
fields in existing records and store the result in a new record.
For example, use the Global Update feature to update pay, absence,
benefit, training, or any other type of record for a group of employees. If a
new contract means a 10% increase in pay, you can use Global Update to
add 10% to the pay and store the result in a new record.
Important Note: Be sure that you backup your database before using
the Batch Input or Global Update functions. Using the backup, you
can undo the input or update by restoring the database. If you want to
try the examples in this chapter, use the Example database provided
with Personnel Director.
•
The third method is to implement pay increases for 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.
417
PERSONNEL DIRECTOR USER’S GUIDE
Using the Batch Input Wizard
The following procedures describe how to start the Batch Input Wizard. The
example shows how you can create Medical History records for employees
receiving a flu vaccination.
1. Select Batch Input from the Tools menu.
The Batch Input Wizard appears.
2. Click the Next button.
418
BATCH INPUT AND GLOBAL UPDATES
18
What Information Is To Be Entered?
3. Select the screen where batch input is to occur.
• 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.
4. Click the Next button.
What Fields To Be Added?
5. Specify the fields that you want to enter.:
419
PERSONNEL DIRECTOR USER’S GUIDE
In this example, we would add the following fields in this order.:
Date of Medical
01/15/99
Name of Examiner
Dr Brown
Location
Office
Outcome
Flu Vaccination
6. Click the Next button.
Who Is To Be Included?
7. Identify whose information is to be entered.
• To include only employees belonging to a specific group, click Group
Of Employees. Select the group that you want to use from the dropdown 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.
• To include only employees you select, click Manually Select
Employees.
420
BATCH INPUT AND GLOBAL UPDATES
18
In this example, we want to specify which employees had the vaccination,
so we would click Manually Select and then click the Next button.
• To add one or more employees, click the Add button. Select one or
more employees, and click OK.
• To remove one or more employees, select the employees in the list and
click the Remove button.
In this example, the employees who had the vaccination were Howell,
Forson and Hatton, so we would add these employees and then click
the Next button.
What Data is to be Entered?
8. Enter the data.
421
PERSONNEL DIRECTOR USER’S GUIDE
Do one of the following:
• Type the information in the appropriate fields.
• To add one or more employees to the list, click the Add Employee
button, select the employees you want, then click OK.
• To duplicate the contents in one record to all subsequent records, click
the Duplicate button.
• To remove an employee from the list, select the record and click the
Remove Employee button.
• 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 Examiner
Dr Brown
Location
Clinic
Date of Medical
Donaghy 01/15/99
Slattery 01/04/99
Pearce 01/11/99
Outcome
Flu Vaccination
9. To add the data to Personnel Director, click the Batch Input button.
10. To confirm that you want the data added, click Yes.
Personnel Director informs you of the number of records that were added
successfully.
422
BATCH INPUT AND GLOBAL UPDATES
18
Finish!
11. To save the definition as a Batch Input Template, click the Save button.
Name the template and click Save. Batch Input Template files are assigned
a filetype of .BTM.
12. To exit the Batch Input Wizard, click the Finish button
Using the Global Update Wizard
The following procedures describe how to start the Global Update Wizard, and
provide details for updating pay records by performing a calculation and
storing the results in a new record.
Note: Ensure that you try the following example of globally updating pay
history using the Example database provided with Personnel Director.
1. Select Global Updates from the Tools menu.
2. A message reminds you to back up your database before performing a
global update. Click OK.
423
PERSONNEL DIRECTOR USER’S GUIDE
The Global Updates Wizard appears.
3. Click the Next button.
Who Is To Be Included?
4. Identify whose information is to be globally updated.
• To include all employees, click All Employees.
• To include only employees as identified by an Employee Filter, click
Filter. Select the filter that you want to use from the drop-down list.
424
BATCH INPUT AND GLOBAL UPDATES
18
• To include only employees belonging to a specific group, click Group
Of Employees. Select the group that you want to use from the dropdown list.
To add a 10% pay increase to the pay records of employees in the sales
group, you would select the group “Sales Staff”.
5. Click the Next button.
What Information Is To Be Included?
6. Select the screen where the global updates are to occur.
• Select the name of the screen from the list.
To create a pay record, the Pay History screen is required. Select Pay
History.
7. Click the Next button.
425
PERSONNEL DIRECTOR USER’S GUIDE
Create New or Update Existing Records?
8. Indicate if you want to update existing pay records or create new ones.
• To update existing records, click the Update Existing Records option.
• To create new records, click the Create New Records option.
To create a new record with a pay increase of 10%, select the Create New
Records radio button.
9. Click the Next button.
426
BATCH INPUT AND GLOBAL UPDATES
18
Which Records Are To Be Included?
10. Indicate whether you want to update all pay records or just the current pay
record.
• 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.
• To only update or create records based on a specific date, click the
Select Current Records option and click the Next button.
In this example, you do not want to create new records for all pay records,
just a new record based on the current pay record. To do this, select the
Select Current Records radio button and click Next.
427
PERSONNEL DIRECTOR USER’S GUIDE
11. If you chose the Current Records option, specify the date.
• Select the type of date from the Date field drop-down list.
• Select or type the effective date.
Here, you want to select the field which will be used to determine if a pay
record is current (From Date) and type the date when the current record
will be selected (January 1, 1998). Select From Date from the Date Field
drop-down, then select the date to be used as the Effective Date.
12. Click the Next button.
428
BATCH INPUT AND GLOBAL UPDATES
18
Additional Records To Include or Exclude?
13. Specify any additional criteria to include or exclude records from the
Global Update.
• To add additional criteria, click the Add button. See step 13.
• If there is no additional criteria, click the Next button. See step 15.
• To correct selection criteria you previously entered, select the line and
click the Edit button.
• To delete selection criteria, select the line and click the Delete button.
In this example, you need to add additional criteria so that only salary paid
employees are updated (not hourly or shift). Click the Add button.
14. If you are adding additional selection criteria, do the following:
• Select the field to be used for identifying the records to be created or
updated.
Select PayBasis from the drop-down list and click OK
429
PERSONNEL DIRECTOR USER’S GUIDE
• Specify the criteria.
To set a single value as the selection criteria, select or type the value in
the Value box and click Add.
To set a range of values as the selection criteria, add the first value by
selecting or typing the value in the Value box and clicking Add. Add
the second value using the same procedure, then click the Range
checkbox.
To exclude records with this selection criteria, click the Exclude
checkbox.
In this example, you only want salaried employees, so select Per
Annum from the drop-down list. Then click the Add button (be sure to
click this button before clicking OK).
• Click OK. Return to step 12 if you need to specify other criteria for the
update; otherwise click the Next button.
430
BATCH INPUT AND GLOBAL UPDATES
18
What Fields Are To Be Added or Updated?
15. Specify the fields to be added or updated in the selected records.
• To add or update a field, click the Add button. See step 15.
• If there are no further additions, click the Next button.
• To correct a field you previously entered, select the line and click the
Edit button.
• To delete a field, select the line and click the Delete button.
In this case you want to add two criteria:
• An increase in pay of 10%
• A from date of January 28, 1999.
16. If you are adding or replacing a field, do the following.
• Select the first field to update from the Field Name drop-down list.
• Select the operator to apply from the Operator drop-down list.
• Enter the value that you want to create in the field.
• Click OK. Return to step 15.
431
PERSONNEL DIRECTOR USER’S GUIDE
To add the two criteria, enter the following:.
Field Name
Operator
Value
Pay
Add %
10
From Date
Set To =
28/01/1999 (in Windows settings format)
17. When you finish entering criteria, click Next.
Finish!
18. To run the global update, click the Next button
432
BATCH INPUT AND GLOBAL UPDATES
18
Personnel Director updates the fields in the selected records and adds the
percentage pay increase to the pay records of the Sales Staff group.
19. To end the process, click the Finish button.
Implementing Employee Pay Increases
You can calculate, review and implement pay increases for one or more
employees. You can enter a fixed amount or a percentage increase in local
currency, based on the employee’s current pay rate. Personnel Director can
round the resulting increase to a multiple you select.
Note: Before 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.
Entering Pay Increases
After you enter pay increase details, you can view the results on a Preview
screen, and decide to apply the increases and print a report, or close the
Preview screen and re-enter the increase details.
433
PERSONNEL DIRECTOR USER’S GUIDE
1. From the Tools menu, select Employee Pay Increase.
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 selecting 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.
434
BATCH INPUT AND GLOBAL UPDATES
18
5. To have Personnel Director round the increase to the nearest multiple, in
the case of percentage increase, click the Round Increase Value checkbox.
• 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.
6. Click OK in the Review pane to view the results.
7. A message reminds you to back up your database before performing an
employee pay increase. Click OK.
435
PERSONNEL DIRECTOR USER’S GUIDE
8. Do the following:
• If the results are satisfactory, click the Update button to effect the
increase. Click Yes to confirm that you want to perform the pay update.
• Click the Print button to print a report of the increase.
• If the results are not what you anticipated, click the Close button and
change the options, then click the OK button again.
436
19
MAINTAINING
PERSONNEL DIRECTOR
DATABASES
Use the Personnel Director Database Maintenance Module to create and
maintain a list of available databases for Personnel Director users. Also use
the Database Maintenance Module to import data from other sources, refresh
calculations in a database and to purge data from a Personnel Director
database.
Following is a quick reference to the syntax for accessing files on the network
based on the network protocol.
Network Protocol
Syntax/Example
TCP/IP
server:drive:\path...\filename.filetype
Example: SERVERA:C:\PERDIR\VBTGlobalData.gdb
NetBEUI
\\server\drive\path...\filename.filetype
Example: \\SERVERA\C:\PERDIR\VBTGlobalData.gdb
IPX/SPX
[email protected]:\path...\filename.filetype
Example: [email protected]:\VBTGlobalData.gdb
UNIX
server:drive:/path.../filename.filetype
Example: SERVERA:C:/PERDIR/VBTGlobalData.gdb
437
PERSONNEL DIRECTOR USER’S GUIDE
Starting the Database Maintenance Module
Before you start the Database Maintenance Wizard, ensure that no other
Personnel Director programs are running—the Personnel Director, Diary or
the Diary Monitor, Security Manager or Screen Designer.
1. From the Start menu, select
Programs>Vizual Business Tools>Personnel Director>Database
Maintenance
The Database Maintenance Login screen appears.
2. Provide your user name, password and the server where the Personnel
Director database you want to use is located. For further instructions, see
“Starting Personnel Director and Logging In” on page 32. For further
instructions, see “Starting Personnel Director and Logging In” on
page 32.
Note: Click the button to the right of the drop-down list button to
maintain the list of servers.
3. Click OK.
The Database Maintenance screen appears.
To exit the Database Maintenance Module
•
Click the Close button.
-orFrom the File menu, select Exit.
438
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
Maintaining Personnel Director Servers
You can perform the following functions from any Personnel Director login
screen on a client workstation. A change on one workstation updates the
server definition on all other workstations running Personnel Director on your
network.
To add a server (either on your LAN or a remote server at another site)
1. On the login screen, click the Servers selection button.
2. Provide the following information:
Description. Type a description or server name.
Global Database. Type the full path to the Personnel Director Global
database on the server. Use the path syntax required by your network
protocol; the following is an example of TCP/IP syntax:
PERDIR:C:\PERDIR\VBTGlobalData.gdb.
3. Click the Add button.
To update a server definition
1. On the login screen, click the Servers selection button.
2. Provide the following information:
Description. Change the description or server name.
Global Database. Change the full path to the Personnel Director Global
database on the server.
3. Click the Update button.
To delete a server definition
1. On the login screen, click the Servers selection button.
2. In the Servers list, select the server you want to delete.
3. Click the Delete button.
439
PERSONNEL DIRECTOR USER’S GUIDE
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 button.
-orFrom the File menu, select Maintain Database List.
The Maintain Database List screen appears.
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 442.
Description. Type a description of the database.
440
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
Location. Type the server and folder location of the Personnel Director
database on the server according to the syntax for the network protocol
being used.
For example if TCP/IP is being used, use the syntax:
server-name:\drive\path\filename.ext so that it looks similar to
VBTServer:c:\PD\Demodata.gdb.
The path you enter here is the path to the database as the server sees it, not
as the client workstation sees it (as a shared drive).
2. Click the Add button.
3. Test the connection.
• Click the Test Connection button.
• 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 description
1. Select the database where the name or description is to be changed.
Name. Type a new name for the database.
Description. Type a new description for the database.
2. Click the Replace button.
To test a database connection
1. Click the Test Connection button.
2. When the results appear, click OK.
441
PERSONNEL DIRECTOR USER’S GUIDE
Creating a New Personnel Director Database
You can create a new Personnel Director database whenever one is required.
1. Click the Create Database button.
-orFrom the File menu, select New Database.
The Create a New Personnel Director Database screen appears.
2. Provide the following information:
Name. Type the name of the database.
Description. Type a description of the database.
This Database Is The Archive Database. Click this checkbox if this
database is to be an Archive database. (This is the database where
employee records are transferred when you select Archive Employees or
Archive Leavers from the Employees menu.)
3. Click the Create button.
To make this database available to users, add it to the database list. The
database is automatically added to the Database List, see “Maintaining a
List of Personnel Director Databases” on page 440.
442
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
Importing Data from Other Sources
You may have employee data that is already in electronic form, perhaps in an
existing database, spreadsheet, or payroll program. If you can save this data in
a file with a field delimiter character format, such as Comma Separated Value
format or Tab Delimited (see “Preparing Data for Import” on page 443), you
can transfer this data directly into a Personnel Director database. Importing is
the process of transferring external data (in the form of a file) to the Personnel
Director database, thereby saving large amounts of manual input.
To import data, you create import definitions. An import definition is a
template that defines the data and the sequence in which it is to be imported.
Once created, you can 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:
•
Each employee record to be imported must have a unique employee
number.
•
Any dates must be in the same format.
•
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
|
Asterisk
*
Tab
Space
443
PERSONNEL DIRECTOR USER’S GUIDE
•
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
“
Single quote
’
Ampersand
@
Asterisk
*
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. 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.
444
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
Creating Data Files for Import
Before creating a data file for import, ensure that you are aware of the rules for
creating these files, described in “Preparing Data for Importing” above.
1. Use a word processor or spreadsheet program to create a text file that
contains the data to be imported.
• Save the file as a Text File, and note the name and location of the file.
2. Note the position of each field in the text file to be imported. For example,
consider the following text file, in Comma Separated Value format:
001,"Jones","Mary",01/05/1969,"Bristol,"Sales"
002,"Smith","David",02/04/1959,"London","Marketing"
3. Make a list of the fields, similar to the following example.
Position
Field Name
1
Employee Number
2
Forename
3
Surname
4
Date of Birth
5
Division
6
Department
4. Ensure that text fields are identified by a text qualifier.
If you already have an import definition designed to import data in the format
used in your text file, you can now import data, as described in “Importing
Data using Import Definitions” on page 446.
445
PERSONNEL DIRECTOR USER’S GUIDE
Importing Data using Import Definitions
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.
• Refer to “Creating Data Files for Import” on page 445. Even if you are
not creating the import data file at this time, create the list of fields as
described in that procedure and note the file format.
2. Open the database where you want to import the data.
• Click the Open Database button.
-orFrom the File menu, select Open Database.
• Select the Personnel Database where you want to import data into and
click OK.
3. Click the Import Data button.
-orFrom the File menu, select Import Data.
446
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
The Data Import Wizard dialog appears.
4. To create a new import definition, click the I Want To Create And Use a
New Import Definition button.
5. Click Next. The Import File Details dialog is displayed.
6. Do the following:
Import File. Click the Browse button to locate the file that you want to
import. Double click the file or select it and click the Open button.
Field Delimiter. Select the field delimiter character from the drop-down
list.
Text Qualifier. Select the text qualifier character from the drop-down list.
447
PERSONNEL DIRECTOR USER’S GUIDE
Date Format. Select the date format used in the import file from the dropdown 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.
7. Click Next.
The Import Rules screen appears.
• If you are importing records into a table other than Master, this version
of the Import Rules screen appears.
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.
448
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
• 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.
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 import the record, then
all fields will be replaced.
449
PERSONNEL DIRECTOR USER’S GUIDE
Ask on Duplicates then replace imported fields only. If a duplicate
record is found, you are given the option of cancelling the import,
importing the record, or ignoring the record. If you choose to import
the record, then only imported fields are replaced.
8. Click Next. The Data Import Map dialog appears.
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:
• From the Personnel Field drop-down list, select the Personnel Director
field to which to import the data.
• 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:
• To skip a field in the import file, select “Not Mapped” from the
Mapping Method drop-down list. This keeps all fields in the correct
field position, as defined in your list.
450
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
• Click the Preview 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.
• 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.
• Type a name for the template.
11. Click Finish.
If you requested to import data, the data is now imported to the database.
12. If you are finished, click the Close Database button.
-orFrom the File menu, select Close Database.
451
PERSONNEL DIRECTOR USER’S GUIDE
To edit an existing import definition
1. Open the database where you want to update the import definition.
• Click the Open Database button.
-orFrom the File menu, select Open Database.
• Select the Personnel Database where you want to change the import
definition into and click OK.
2. Click the Import Data button.
-orFrom the File menu, select Import Data.
3. 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.
4. Click Next and proceed through the screens, making any required changes
to the import definition, as described in steps 5 through 12 of the
procedure “To create and use a new import definition” on page 446.
Deleting an Import Definition
1. Open the database where you want to delete the import definition.
• Click the Open Database button.
-orFrom the File menu, select Open Database.
• Select the Personnel Database where you want to delete the import
definition into and click OK.
2. Click the Import Data button.
-orFrom the File menu, select Import Data.
3. Click the I Want Delete An Existing Import Definition option, then select
the definition you want to delete from the drop-down list.
4. Click the Next button.
452
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
5. Click Yes to confirm that you want to delete the definition.
6. If you are finished, click the Close Database button.
-orFrom 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 455.
Note: Refreshing large databases requires time; for example, refreshing
10,000 pay records can take over 15 minutes to complete.
1. Open the database where you want to perform the recalculate function.
• Click the Open Database button.
-orFrom the File menu, select Open Database.
• Select the Personnel Database where you want to recalculate the
calculations and click OK.
2. Click the Recalculate button.
-orFrom the File menu, select Recalculate Data.
453
PERSONNEL DIRECTOR USER’S GUIDE
The Recalculate screen appears.
3. Provide the following information:
Employees. Choose one of the following options: Group, Individual or
All Employees.
Recalculate. Select the category to be recalculated.
For example, to recalculate values on all employee records, you would
select the All Employees option, and select Employee Details from the
drop-down list.
4. Click OK.
The progress of the recalculation is displayed.
5. When the calculation is complete, click OK.
6. If you are finished, click the Close Database button.
-orFrom the File menu, select Close Database.
454
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
Scheduling Recalculation Refreshes
You can schedule refreshes of calculations for Personnel Director screens.
Important Note 1: To use this feature, you must first install the recalculation
program.
Important Note 2: Ensure that all users have exited Personnel Director and
all of its modules before a scheduled refresh. If a user is logged into Personnel
Director or its modules while recalculation is in progress, the recalculation may
fail. Set schedules for times when users are not logged in.
To install the recalculation program
1. Place the Personnel Director CD-ROM into the CD-ROM drive of the
workstation.
2. Exit from the Personnel Director install program. Click Cancel and Exit
Setup.
3. Open the folder Recalculate on the CD and double-click the file Setup.exe
This installs the program, VBTRecalculate.exe, in the folder,
c:\Program Files\Persdir, unless you specified otherwise.
To schedule a recalculation
1. Open the Task Scheduler. From the Start menu, select Programs> Open
the Recalculate Scheduler. From the Start menu, select Programs> Vizual
Business Tools>Personnel Director>Recalculate Scheduler.
2. Log into the Recalculate Scheduler.
3. Indicate how often and when recalculation is to be performed.
• 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.
• To recalculate on an daily basis, click the Daily option. Select or type
the number of days and the start time. For example, to schedule the
recalculation every 2 days starting at 10 in the morning, select 2 and
10:00 AM.
455
PERSONNEL DIRECTOR USER’S GUIDE
• 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 to reflect the
current items being used.
1. Open the database where you want to populate pick list fields.
• Click the Open Database button.
-orFrom the File menu, select Open Database.
• Select the Personnel Database where you want to populate pick list
fields and click OK.
2. Click the Populate Pick Lists button.
-orFrom the File menu, select Populate Pick Lists.
The Populate Pick Lists screen appears.
456
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
3. Provide the following information:
Clear Existing Pick Lists. Click this checkbox to remove all items from
existing pick lists before recreating them.
Limit Pick Lists 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 data.
1. Open the database where you want to purge data.
• Click the Open Database button.
-orFrom the File menu, select Open Database.
• Select the Personnel Database where you want to purge data and click
OK.
457
PERSONNEL DIRECTOR USER’S GUIDE
2. Click the Purge Data button or- from the File menu, select Purge Data.
The Purge Personnel Data screen appears.
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 2002, you would type 1/1/2002 or use the calendar button to
select the date.
Between. Enter or select the From date and To Date to purge data
between dates. For example, to purge absence records that occurred
between the 1st of January 2002 and 1st February 2002, you would
type 1/1/2002in the From Date and 1/2/2002 in the To Date or use the
calendar button to select the dates.
After. Enter or select the date after which data is to be purged. For
example, to purge absence records that occurred after the 1st of
January 2002, you would type 1/1/2002 or use the calendar button to
select the date.
4. Click Continue.
458
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
5. To confirm the purge, click Yes.
6. If you are finished, click the Close Database button.
-orFrom the File menu, select Close Database.
Using the Database Maintenance Utilities
This section is a summary of the main InterBase utilities. For complete
instructions, see your InterBase manuals and online help.
Important Note: Do not delete the SYSDBA User Id. The SYSDBA account is
used to administer the InterBase database server and is the only account that
is authorized to perform functions such as database repair, user account
Starting and Exiting the Database Manager
To perform database maintenance, you use the InterBase Server Manager. The
InterBase Server Manager is optionally installed as part of the InterBase
Client Software. For further instructions, see “Part 2: Installing Personnel
Director on a Workstation” on page 17.
To start the InterBase Server Manager and login to a server
1. From the Start button, select Programs>InterBase>Server Manager.
2. Select File>Server Login
459
PERSONNEL DIRECTOR USER’S GUIDE
Provide the following information in the Server Info section:
User Name. Type SYSDBA.
Password. Type masterkey or the currently assigned password. The
password is case sensitive; it must be typed in small letters.
3. Click OK.
4. Select File>Database Connect
The Connect To Database screen appears.
Provide the following information:
Database. Type the path and filename of the Personnel Director database you
want to work with.
Note: All databases you create using Personnel Director Database
Maintenance Module are located in the server directory where the
VBTGLOBALDATA.GDB file is installed.
5. Click OK.
To exit the server and InterBase Server Manager
460
•
From the File menu, select Server logout
•
From the File menu, select Exit.
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
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 InterBase backup. The InterBase backup
and restore removes unwanted space that is created when users insert and
delete records.
To backup a database
The database being backed up is called the source. You can back up only one
Personnel Director database at a time. The file or device to which the database
is being backed up is called the destination or target.
1. To back up a database, select Tasks>Backup.
Server Manager displays the Database Backup screen.
2. Provide the following information:
Database Path. Server Manager displays the database to which Server
Manager is currently connected. To choose another database, select it
from the drop-down list or type it in the text field.
Backup File or Device. Type the name of the destination file or device in
the Backup File or Device field. Database files and backup files can have
any name that is legal on the operating system; the .gdb and .gbk file
extensions are InterBase conventions only.
461
PERSONNEL DIRECTOR USER’S GUIDE
If you specify a backup file that already exists, Server Manager overwrites
it. To avoid overwriting, specify a unique name for the backup file.
Options. There a number of options you can set. Two of the more typical
ones are listed below. For full details and instructions, refer to the
InterBase manuals or online help.
• To copy the file to a machine with a different operating system, click
the Transportable Format option.
• To exclude the data and save only the database metadata, click the
Backup MetaData Only.
3. Click OK to start the backup.
A standard text display screen opens to display status and any messages
during the backup process.
A backup file typically occupies less space than the database because it
includes only the current version of data and incurs less overhead for data
storage. A backup file also does not contain index data structures, only the
index definition.
To restore a database
In restore operations, the backup file from which the database is being restored
is called the source. The database being restored is called the destination or
target.
1. Select Tasks>Restore.
The Database Restore screen appears.
462
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
Provide the following information:
Backup File or Device. Type the name of the source file or device.
Primary Database File. Type the name (including drive letter and
directory path) of the database to restore to in the Primary Database File
field. Note: You cannot restore a database to a networked file system
(mapped drive).
Options. Provide the Page Size and specify any other options required.
For full details and instructions, refer to the InterBase manuals or online
help.
Page Size. Type the page size, 4096 bytes.
Replace Existing Database. Click this checkbox to restore the
database you indicated in the Primary Database field.
2. Click OK to begin the restore.
Typically, a restored database occupies less disk space than it did before
being backed up, but disk space requirements could change if the on-disk
structure version changes.
Validating and Repairing a Database
In day-to-day operation, a database can be sometimes subjected to events that
pose minor problems to database structures. These events include:
•
Abnormal termination of a database application. This does not affect the
integrity of the database. When an application is canceled, committed data
is preserved, and uncommitted changes are rolled back. If a data page for
the uncommitted changes has already been assigned, the page might be
considered an orphan page. Orphan pages are unassigned disk space that
should be returned to free space.
•
Write errors in the operating system or hardware. These usually create a
problem with database integrity. Write errors can result in “broken” or
“lost” data structures, such as a database page or index. These corrupt data
structures can make committed data unrecoverable.
463
PERSONNEL DIRECTOR USER’S GUIDE
You should validate a database:
• Whenever a database backup is unsuccessful.
• Whenever an application receives a “corrupt database” error.
• Periodically, to monitor for corrupt data structures or misallocated
space.
• Any time you suspect data corruption.
Note. Database validation requires exclusive access to the database.
Shut down a database to acquire exclusive access. If you do not have
exclusive access to the database, you get the error message:
OBJECT database_name IS IN USE
1. Select Maintenance>Database Validation.
The Database Validation screen appears.
Provide the following information:
Database. The name of the current database is displayed. Because there
are some conditions such as a checksum error that make it impossible to
connect to a database, it is not necessary to connect to the database before
performing a validation. If Server Manager is not connected to the
database, you can enter the desired database name in the Database text
field or select it from the drop-down list.
When Server Manager validates a database it verifies the integrity of data
structures.
464
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
Specifically, it does the following:
• Report corrupt data structures
• Report misallocated data pages
• Return orphan pages to free space
Validation Options. For full details and instructions, refer to the
InterBase manuals or online help.
Shutting Down and Restarting a Database
Maintaining a database often involves shutting it down. Only the SYSDBA or
the owner of a database (the user who created it) may shut it down. The user
who shut down the database then has exclusive access to the database.
Exclusive access to a database is required to:
•
Validate and repair the database.
•
Use the Screen Designer module.
•
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 SYSDBA 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.
465
PERSONNEL DIRECTOR USER’S GUIDE
To shut down the database
1. Select Maintenance>Database Shutdown.
The Database Shutdown screen appears.
Provide the following information:
Shutdown Parameters. You can specify the following shutdown options:
Timeout period in minutes. Server Manager attempts to shut down
the database during this period. Exactly how it does this depends on the
other shutdown parameters.
Deny new connections while waiting. This option allows all existing
database connections to complete their operations unaffected. Server
Manager shuts down the database after all processes disconnect from
the database. At the end of the timeout period, if there are still active
connections, then the database is not shut down.
Deny new transactions while waiting. This option allows existing
transactions to run to normal completion. Once transaction processing
is complete, Server Manager shuts down the database. Denying new
transactions also denies new database connections. At the end of the
timeout period, if there are still active transactions, then the database is
not shut down.
Force Shutdown. With this option, there are no restrictions on
database transactions or connections. As soon as there are no processes
connections to the database, Server Manager shuts down the database.
At the end of the timeout period, if there are still active connections,
Server Manager rolls back any uncommitted transactions, disconnect
any users, and shut down the database.
2. Click OK.
466
MAINTAINING PERSONNEL DIRECTOR DATABASES
19
To restart a database
•
Select Maintenance>Database Restart.
The currently selected database is brought back online immediately.
Changing Personnel Director Servers
At some point, you may need to physically move Personnel Director data from
one server to another. To do this:
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 InterBase 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 440.
4. On each client workstation, log into one of the Personnel Director
programs and update the server settings to reflect the new path. For
instructions, see “To update a server definition” on page 439.
Note: You maintain the location of the Personnel Director global database
(VBTGlobaldata.gdb) using the Personnel Director Database Maintenance
module’s Maintain Database List function (recorded in the SERVERS.TXT file)
on each client workstation. You maintain the location of the Personnel Director
databases using the Personnel Director Database Maintenance module’s
Maintain Database List function (stored in the DATABASELIST table of the
VBTGlobaldata.gdb file) on one client workstation and it is automatically
updated on all other computers.
467
PERSONNEL DIRECTOR USER’S GUIDE
468
20
LINKING PERSONNEL
DIRECTOR TO PAYROLL
DIRECTOR
You can link or share Personnel Director personnel and pay data with Payroll
Director Paylink.
By linking to this payroll program, you eliminate re-keying of information in
the payroll and Personnel Director programs.
This chapter explains how to install and configure the Paylink and what
information is shared 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 461.
Installing the Payroll Link
Notes:
• If you are currently using Personnel Director or Payroll Director, exit
these programs.
• Please ensure that you have successfully installed Personnel Director
on your computer before attempting to install the Payroll Link.
• The Paylink program should be installed on all computers running
Personnel Director. If the Paylink is not installed on a computer
running Personnel Director, changes to the employee data in Personnel
Director are not replicated in Payroll Director and the data will not be
synchronised.
469
PERSONNEL DIRECTOR USER’S GUIDE
• 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. If the Personnel Director install program starts automatically, click the
Cancel button.
3. Click the Start button on the Windows taskbar and select Run.
4. Type x:\paylink.exe where X is the drive letter of your CD-ROM drive,
then click the OK button.
The Installation Wizard will appear informing you to exit all programs
before continuing with the installation. Please ensure that Personnel
Director is not running on your computer.
5. 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
the Paylink applies the changes to the other system.
470
LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR
20
The following information is shared between Personnel Director and Payroll
Director:
Data
Direction of Data
Employee Details
Sent from both Personnel Director and Payroll Director
Pay Information
Sent only from Payroll Director to Personnel Director
Bank Details
Sent from both Personnel Director and Payroll Director
Employee Details can be modified in either Personnel Director or Payroll
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.
Any changes made to an employee within a Personnel Director database are
also applied to the employee in the corresponding Payroll Director company
database. If no matching employee is found, a new employee record is created.
471
PERSONNEL DIRECTOR USER’S GUIDE
The same mapping is used to update employee data within Personnel Director
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:
•
Editing, inserting or deleting a record.
•
Performing a Batch Update
•
Performing a Global Update
•
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:
•
Logging into Personnel Director
•
Opening any employee screen
•
Prior to editing an Employee, Bank or Pay Record.
•
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.
472
LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR
20
Sharing Pay Information
Pay information is passed from Payroll Director to Personnel Director. Any
changes made to the Pay History within Personnel Director are ignored by the
Paylink and are not sent to Payroll Director.
Personnel Director and Payroll Director differ in the way they store pay
information for an employee. Personnel Director is a Human Resources
system and stores information about an employee’s basic rate of pay. It does
not store detailed information about additions or deductions to that pay. A Pay
History record is used to store the employee’s basic rate of pay. If an
employee’s basic rate of pay or contractual hours changes, a new Pay History
record is created to store this information.
Payroll Director, conversely, stores detailed pay information including any
additions or deductions an employee may receive. The pay an employee
receives can vary from pay period to pay period depending upon the additions
or deductions. An employee may, for example, receive an additional payment
for working a number of overtime hours. This information is recorded in
Payroll Director, but does not appear in the Pay History screen in Personnel
Director. If detailed, period by period pay information is required for an
employee, you should use the Payroll Director system to retrieve this
information.
The following process is used by the Paylink to retrieve an employee’s basic
pay from Payroll Director and import it into the Personnel Director Pay
History screen:
1. The 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. If no salary is specified, the Paylink checks the employee’s pay rate
information on the Rates tab in Payroll Director to determine which of the
pay rates is the employee’s basic pay rate. This is determined by checking
a list of pay rates. (You must set this list up before using the Paylink. For
more information, see “Configuring the Payroll Director Payroll Link” on
page 476). Only a single rate of pay can be imported into Personnel
Director, so the first matching basic pay rate is used.
3. The employee’s pay period is read from the Pay Period field on the Period
tab in Payroll Director.
473
PERSONNEL DIRECTOR USER’S GUIDE
4. Unless standard working hours have been specified for the employee, the
default Company Working Hours Per Week are retrieved from Personnel
Director and saved in the Contractual Hours field on the Pay History
screen. If you wish to store specific standard hours for an employee you
can do so using the Employee Extra Fields in Payroll Director. This is
described in detail in the section “Defining Standard Working Hours for
Individual Employees” on page 483.
Pay History records are only created in Personnel Director when one of the
following pieces of pay information has been modified in Payroll Director:
•
A change of basic rate or salary
•
Change of standard working hours
•
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.
474
•
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.
•
If the Employee Code format is numeric, the rules governing Staff
Number values are slightly more complex. No leading zeros are allowed,
only digits are allowed, and the number of digits defined is also enforced.
LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR
20
The following table gives examples of valid and invalid employee
numbers where the Employee Code is numeric with maximum of 4 digits:
0123
This is invalid as it starts with a zero (zero padded).
123c
This is invalid as it contains non numeric characters (the letter ‘c’)
100
This is valid
2
This is valid
12
This is valid
Payroll Director employee numbers can only be four characters in length and
cannot contain leading zeros.
Note: 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
475
PERSONNEL DIRECTOR USER’S GUIDE
Personnel Director (this avoids breaking the connections). You can however,
change Employee Codes in Payroll Director, but it is advisable to avoid doing
this for reasons stated above. If you do change Employee Codes, records for
individuals may be duplicated in the Personnel Director and/or Payroll
Director databases.
Configuring the Payroll Director Payroll Link
Before you can start sharing data between Payroll Director Paylink and
Personnel Director, you must configure the Payroll Link.
1. Start Personnel Director.
2. From the Options menu, select Payroll Link.
The Payroll Link Settings dialog is displayed.
Note: If you cannot see the Payroll Link menu option, you have not installed
the Payroll Link correctly. Please refer to “Installing the Payroll Link” on
page 469 for installation instructions.
476
LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR
20
Enabling the Payroll Link
1. Select the General tab in the Payroll 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:
• In Payroll Director, open the Company to which you want to link.
• 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 0000data.mdb. If it
shows (2) the file is 0002data.mdb, and so on.
477
PERSONNEL DIRECTOR USER’S GUIDE
2. Select the Databases tab in the Payroll Link Settings dialog.
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 appears.
478
LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR
20
4. Select the Payroll Director Company file, as described in step 1, and click
the Open button.
If you do not see a list of Payroll Director databases, check that you have
followed the Payroll Link installation instructions on page 469, enabled
the link as described on page 477, and that you have created at least one
Payroll Company within Payroll Director.
To prevent changes made to a Personnel Director database from being
sent to a Payroll Director Company
•
Select the required database from the list and click the Unlink button.
Defining Basic Rates of Pay
In order to import pay rates from Payroll Director into the Personnel Director
Pay History screen, you must specify which rates of pay determine an
employee’s basic rate of pay.
For example, rates named Basic and Overtime may be specified within Payroll
Director. The rate named Basic represents the basic rate of pay employees
would normally receive and Overtime is the rate used to pay employees for a
number of overtime hours worked. In this example, we want to import the pay
rate named Basic and ignore the pay rate named Overtime.
479
PERSONNEL DIRECTOR USER’S GUIDE
To define basic rates of pay
1. Click the Basic Rates tab.
2. Select a Payroll Director company database from the drop down list.
A list of all linked Payroll Director company databases is displayed. You
must specify pay rates for each company database that you want to link to.
3. Click the Add button next to the list of rates. A list of available rates from
the selected Payroll Director company database is displayed:
4. Select one or more rates that are used to define the employees’ basic rate
of pay and click the Select button.
5. To remove an item from the list of selected rates, click the ‘Remove’
button.
480
LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR
20
Filtering Employees Transferred from Personnel Director
Sometimes you may want to prevent changes to certain employee records
being transferred to Payroll Director. You can do this using the Export Filter
option, as shown below.
1. Select the Export Filter tab in the Payroll Link Settings dialog.
2. Take one of the following actions:
• To transfer all employee records to Payroll Director, click the All
Employees option.
• To specify the records that you want to transfer to Payroll Director,
select the Select Employees Based On A Field Value option. Then
select the field to use as the filter from the Export Employees Where
drop-down list. Then select a value from the Is Equal To drop-down
list. Only employee records that match the filter are transferred.
The filter is applied when using the Synchronisation option, described in
the following section.
3. Click OK.
481
PERSONNEL DIRECTOR USER’S GUIDE
Synchronising Employee Information
Synchronisation is used to ensure the employee information contained in
Payroll Director and Personnel Director match one another. Synchronisation is
especially useful if you have recently purchased the Payroll Director program
and want to populate it with employee information from Personnel Director.
1. Start Personnel Director and select the employee database that you wish to
synchronise.
2. Select Options>Payroll Link. The Payroll Link Settings dialog is
displayed.
3. Select the Synchronisation tab.
482
LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR
20
To synchronise Personnel Director by importing data from Payroll
Director
1. Select the type of employee information that you would like to import
from Payroll Director (Personal Details, Bank Details and Pay History).
• 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.
• If you only want to import data that has been changed since the last
time you synchronised, ensure that the Import Changed Data Only
checkbox is selected.
2. Click the Import Now button.
To synchronise Payroll Director by importing data from Personnel
Director
1. Select the Export Leavers checkbox if you want to export employees who
have a date of leaving in Personnel Director.
2. Click the Export Now button.
Note: When you export employees from Personnel Director to Payroll
Director, the employees’ Pay Period status is marked as Hold on the Period
tab of the Employee Details screen. You need to verify the employee details in
Payroll Director, then take the employees off Hold.
Defining Standard Working Hours for Individual Employees
By default, the Payroll Link assumes that all employees work the same
number of basic hours per week, as set by Company Working Hours per Week
in Personnel Director. If some of your employees work a different number of
basic hours, you can set their individual working hours per week using the
Payroll Director application.
In Payroll Director, before setting the working hours for each employee, add
the Standard Hours field using the Employee Extra Details screen.
483
PERSONNEL DIRECTOR USER’S GUIDE
To configure Employee Extra Details screen
1. 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.
484
Personnel Director Field
Payroll Director Fields
Employee Number
Employee Code
Title
Title
Marital Status
Status
Surname
Surname
First Name
Forename 1
Middle Name
Forename 2
Gender
Gender
Known As
Known As
Home Telephone
Phone No
Department
Department
Date of Birth
Date of Birth
Date Joined
Date Started
Date of Leaving
Date Left
LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR
Address
20
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 Fields
Name
Bank/Building Soc Name
Sort Code
Sort Code
Account Number
Account No
Branch Name
Bank Branch
Pay Details
Pay details are passed from Payroll Director to Personnel Director Pay History
only.
The employees basic rate of pay is taken either from the salary information
entered on the Salary tab in Payroll Director or, if no salary is specified, the
Hourly Rates defined for the employee on the Rates tab. The pay period is
read from the Pay Period field on the Period tab in Payroll Director.
485
PERSONNEL DIRECTOR USER’S GUIDE
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
Pay Period
PD Pay
Period
PD Pay Basis
PD Pay
Weekly
Weekly
Per Week
Payroll Director
Period Pay
2 Weekly
2 Weekly
Per Week
Payroll Director
Period Pay / 2
4 Weekly
4 Weekly
Per Week
Payroll Director
Period Pay / 4
Monthly
Monthly
Per Month
Payroll Director
Period Pay
Quarterly
Monthly
Per Month
Payroll Director
Period Pay / 3
Notes:
1. SSPQUALIFYINGPATTERN defaults to 1 week. Monday to Friday are
set as qualifying days for Statutory Sick Pay.
2. LASTPAID, LASTPAYRUN and PAIDUPTO relate to the pay period
number and have values formatted as yyynpp where yyyy is the year (set to
current year if exported), n is either 1 for monthly paid staff or 0 for
weekly paid staff, and pp is the period number (set to 00 if exported for a
new record).
3. ACTIVESTATUS, EMPLOYEESTATUS, NEWEMPLOYEE,
CURRENTPAYMETHOD and INITIALSSPCURRENTWEEK are set
to 1.
486
LINKING PERSONNEL DIRECTOR TO PAYROLL DIRECTOR
20
Troubleshooting the Payroll Link
You may need to verify and select the correct database driver for the Payroll
Director Paylink as described below.
Error Message
Solution
“Cannot load an IDAPI service library. File
C:\WINDOWS\MSAPPS\DAO\DAO3032.DLL
Alias: VBTPaylink. error reported.
The incorrect database driver has
been selected. Select the
IDDA3532.DLL driver as explained
in the following procedure.
Configuring the Payroll Link Database Driver
For the Payroll link to function correctly, certain settings need to be
configured. The following steps explain how to set or check these settings.
1. From the Windows Control Panel, double-click the program icon labelled
BDE Administrator.
If you cannot see the program then:
Select Start and Find, File or Folders from you windows task bar. Search
for the named BDEADMIN.EXE. When the file is found, double click on
it with your mouse.
2. In the BDE Administrator select the Configuration tab folder.
3. Click the + symbol to expand the Configuration list.
4. Click the + symbol to expand the Drivers list.
5. Click the + symbol to expand the Native list.
6. Select the driver named MSACCESS from the list.
A list of settings for the driver appear on the right hand side of the screen.
7. 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.
487
PERSONNEL DIRECTOR USER’S GUIDE
488
21
LINKING PERSONNEL
DIRECTOR TO WORKING TIME
TRACKER
The Personnel Director Working Time Tracker link is an add-on module for
Personnel Director that is optionally installed after Personnel Director and
Working Time Tracker have been installed.
Vizual Business Tools has developed the following software packages:
•
Personnel Director – Human Resources Software
•
Working Time Tracker – Time and Attendance Software
•
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. See chapter 20 “Linking Personnel
Director to Payroll Director” on page 469.
489
PERSONNEL DIRECTOR USER’S GUIDE
Installing the Working Time Tracker Link
Important Note 1:
Please ensure that the following are installed and functioning before installing
the link:
• Personnel Director
• Working Time Tracker Administrator
• Pervasive Database client
You must be able to log into Personnel Director with no errors. You must also
be able to log into Working Time Tracker and open the databases you want to
share with Personnel Director.
Important Note 2: The link must be installed on each workstation running
Personnel Director. Otherwise, any changes made to Personnel Director data
on a workstation where the link is not installed will not be synchronised with
data in Working Time Tracker and Payroll Director.
To install the link
1. Insert the Personnel Director CD-ROM into the CD-ROM drive.
2. If the Personnel Director install program starts automatically, click the
Cancel button.
3. Click the Start button on the Windows taskbar and select Run.
4. Type x:\wttlinksetup.exe where X is the 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).
490
LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER
21
Personnel Director performs the import from Working Time Tracker and
Payroll Director in the following order:
1. Imports changes from Working Time Tracker.
2. Updates Payroll Director with changes from Working Time Tracker.
3. Imports changes from Payroll Director.
4. Updates Working Time Tracker with changes from Payroll Director.
Therefore, if the same employee has been modified in Working Time Tracker
and Payroll Director, the changes made in Payroll Director are overwritten by
those made in Working Time Tracker. It is therefore recommended that
changes to employee details are made in either Working Time Tracker or
Personnel Director.
Personnel Director checks for changes in Working Time Tracker and Payroll
Director when any of the following events occur:
•
Logging into Personnel Director.
•
Displaying or refreshing the Employee Navigator.
•
Opening an employee screen.
•
Prior to editing an employee record.
•
Refreshing the data on an employee screen.
This ensures that the data in Personnel Director is kept synchronised with
changes made in Working Time Tracker and Personnel Director.
Any changes made in Personnel Director are immediately applied to both
Working Time Tracker and Payroll Director.
Important Note: You do not see changes made in Working Time Tracker or
Payroll Director reflected in Personnel Director unless one of the events listed
above has occurred. During normal operation of Personnel Director these
events occur regularly.
To verify that information has been imported into Personnel Director, click the
Refresh button on the Employee Navigator or open an employee screen.
Information is only passed between Working Time Tracker and Payroll
Director when Personnel Director is running.
491
PERSONNEL DIRECTOR USER’S GUIDE
Working Time Tracker and Payroll Director Integration
If Payroll Director, Working Time Tracker and the associated links are
installed, Working Time Tracker is used to drive payroll information in
Payroll Director.
As employees clock in and out of work, work records are created. These work
records record the amount of time an employee has worked and hence the pay
they should receive that week. Changes to work records are detected by
Personnel Director and it, in turn, updates weekly pay information in Payroll
Director.
It is important to understand that payroll information is only passed between
Working Time Tracker and Payroll Director for weekly paid employees. Pay
information for all other employees is passed from the Pay History in
Personnel Director to Payroll Director. The Payment Cycle field in Working
Time Tracker is used to indicate if an employee is weekly paid.
Employee Numbers
For employee information to be shared between Working Time Tracker and
Personnel Director, the Employee Number field must be numeric and cannot
contain alphabetic characters. If you modify an employee in Personnel
Director and the Employee Number is not numeric, Working Time Tracker
will not be synchronised with the changes. (No error message is displayed.)
When the Working Time Tracker link 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 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.
492
LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER
21
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.
Information Shared
Employee Information
The following employee information is shared between Personnel Director,
Working Time Tracker and Payroll Director.
Personnel Director Field
Working Time
Tracker Field
Payroll Director Field
Address
Address
Address
Department or Cost Code*
Cost Centre
—
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 Name
First Names
Forename 1, Forename
2
Night Worker indicator
Night Worker indicator
Not Linked
Employee Number
Clock Number
Employee Code
Gender
Gender
Gender
Surname
Surname
Surname
Home Telephone
Telephone
Phone No
493
PERSONNEL DIRECTOR USER’S GUIDE
*
Swipe Card Id**
Swipe Card Id
Not Linked
Marital Status
Not Linked
Marital Status
Known As
Not Linked
Known As
NI Number
Not Linked
NI Number
Contribution Letter
Not Linked
NI Rate
Tax Code
Not Linked
Tax Code
Title
Not Linked
Title
Either the Department or Cost Code field can be linked in Personnel Director.
This is specified in the WTT Link Options dialog (see page 495).
** Swipe Card Id is a new field added to the Personnel Director employee
details table when the Working Time Tracker link is installed. By default it is
not displayed on the screen, but you can display it by creating a field for it
using the Screen Designer.
Pay Information
If the Working Time Tracker link is installed but the Payroll Director link is
not, the employees’ pay rate, expressed as pence per minute, and pay
frequency are passed between Working Time Tracker and Payroll Director.
Deselecting the Send Pence Per Minute from Personnel Director to WTT
option in the WTT Link Options dialog disables this exchange.
If the Payroll Director link is also installed, the following pay information is
shared:
Between Personnel Director & Working Time Tracker
Rate of pay expressed as pence per minute and pay frequency.
Between Working Time Tracker & Payroll Director
Weekly pay calculated from work records for Weekly paid employees only.
Between Personnel Director & 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 Director and Payroll Director.
494
LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER
21
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.
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 how much an employee
earns per minute from their current pay record and sends the figure to
Working Time Tracker. The pence per minute figure is used in the Work
Records in Working Time Tracker to calculate how much an employee
earns per week. If the Payroll Link is enabled, the earnings per week are
sent to the payroll.
495
PERSONNEL DIRECTOR USER’S GUIDE
Link WTT Cost Centre to the Following Field: This determines which
Personnel Director field links to the Cost Centre field in Working Time
Tracker. The default is the Department field, but you can select the Cost
Code field if you wish.
Linking the Databases
Next you link Personnel Director databases to Working Time Tracker
databases. Personnel Director exchanges employee information with the
Working Time Tracker database linked to the database in which the employee
is located.
1. Click the Link Databases tab.
A list displays your Personnel Director databases on the left.
2. To connect a Personnel Director database to a Working Time Tracker
database, select the database from the list and then click the Link button.
3. Select the Working Time Tracker database to link to from the list and click
OK.
496
LINKING PERSONNEL DIRECTOR TO WORKING TIME TRACKER
21
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.
Note: Changes made to the Personnel Director or Working Time Tracker
databases during synchronisation are not sent to Payroll Director. To
synchronise with Payroll Director, you must run the payroll synchronisation
separately. See “Synchronising Employee Information” on page 482.
1. Click the Synchronisation tab.
2. Select the database you want to use to perform updates when matching
employees are found in both databases.
Synchronisation is performed in the following order:
1. Employees that are found in the Personnel Director database but not
found in the linked Working Time Tracker database are created in the
Working Time Tracker database.
497
PERSONNEL DIRECTOR USER’S GUIDE
2. Matching employees (employees found both in Personnel Director
and Working Time Tracker) are updated with details from the system
specified in the drop down list.
3. Employees that are found in Working Time Tracker but not found in
Personnel Director are created in the Personnel Director database.
4. Click the Synchronise button.
The Log File
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.
498
22
SCHEDULING REPORTS
Use Report Scheduler to automatically create Personnel Director reports on a
scheduled basis and email the reports to selected recipients. The reports are
saved as PDF files in an archive that you can use to monitor report distribution.
You can modify, copy, and delete scheduled reports and view, delete, email,
and purge archived reports if you are authorised to do so.
Important Note: Not all versions of Personnel Director include Report
Scheduler. For more information, contact your Alliance Partner or Vizual
Business Tools.
Installing and Setting Up Report Scheduler
This section contains installation and setup instructions on how to:
•
Install Report Scheduler on InterBase.
•
Grant users access to Report Scheduler in the Security module.
•
Configure Report Scheduler to connect to the Personnel Director database
and use the Service Indicator to select and start the Report Scheduler
Engine.
499
PERSONNEL DIRECTOR USER’S GUIDE
System Requirements
Use the following table to ensure that you have the required hardware and
software for the server, workstations, and network where you are running
Report Scheduler.
Server
The Report Scheduler runs on the Interbase version of
Personnel Director on one of the following operating
systems:
•
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
500
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
running the Personnel Director and Report Scheduler.
SCHEDULING REPORTS
22
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 505. You can then start and log in to Report Scheduler.
Pre-requisites For Installing Report Scheduler
•
Personnel Director should be installed and operational.
•
MS Outlook 2000 should be installed and configured.
•
Backup should be performed using the Database Maintenance module of
Personnel Director.
To install Report Scheduler:
1. Place the Report Scheduler CD-ROM into the CD-ROM drive of the
workstation where you want to install Report Scheduler.
2. The Setup program should start automatically. If it does not, follow these
instructions to start the Setup program.
• Click the Start button on the Taskbar.
• Select Run from the popup menu.
Type x:\setup.exe where X is the drive letter of your CD-ROM drive,
and then click the OK button.
501
PERSONNEL DIRECTOR USER’S GUIDE
3. Select the version you want to install.
• To install Interbase version of Report Scheduler, select Interbase.
Note: A message appears if the version of Personnel Director installed is
prior to 3.2.0.5, and the installation of Report Scheduler will terminate.
4. Click Next until the Select Component screen appears.
To accept the default component selection, click Next
-orClear the checkbox of component(s) you do not want to install and click
Next.
502
SCHEDULING REPORTS
22
Note: If you choose to install both the Report Scheduler and the
Service, Setup next asks for the installation location for the service. If
you choose to install only the Report Scheduler, Setup proceeds to
Start Installation screen.
5. If you chose to install the Service component, select the destination folder
where the Service component is to be installed.
Note: Only the Service component will be installed in this destination
folder. The Report Scheduler will be installed in the Personnel Director
folder.
6. To start the installation click the Next button.
503
PERSONNEL DIRECTOR USER’S GUIDE
7. During the installation, Setup will install the Borland Database Engine. If
BDE is already installed in the machine, the Setup will skip the
installation of BDE and proceed to the next screen.
8. 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.
9. Click Finish.
504
SCHEDULING REPORTS
22
Configuring Report Scheduler
The following section contains instructions on how to configure Report
Scheduler to connect to the Personnel Director database and use the Service
indicator to select and start the Report Scheduler Engine.
Configuring Report Scheduler to Connect to the Personnel Director Database
To connect Report Scheduler to the Personnel Director database, you must:
•
Configure Report Scheduler to connect to the Personnel Director global
database.
•
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>Vizual Business
Tools>Personnel Director>Configuration Utility.
505
PERSONNEL DIRECTOR USER’S GUIDE
2. Enter the following information to configure the Report Scheduler:
Server: Enter the server and database location of the VBTGlobaldata
database used by Personnel Director. For Interbase, this is the full path to
the database, including the drive, directory, and filename.
For example, if the databases are located in c:\databases and the server
name is Testsrv1, enter Testsrv1:c:\databases\vbtglobaldata.gdb
Username: The user name for the Personnel Director administrator. The
default is SYSDBA. This cannot be changed.
Password: Enter the password for the user SYSDBA. The default
password is masterkey.
Confirm Password: Enter the same password again to confirm.
Admin. Email Address: Enter the email address of the Administrator.
Errors in sending the reports through mail due to invalid email addresses
are sent to this address.
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 to send a test mail using the protocol selected.
This ensures that the email functionality works.
Service Time Interval: Select the time interval for the Service to generate
the scheduled Reports. By default, the interval is set to 15 minutes. The
interval can be set in minutes as well as hours.
Note: If you change to the settings in Configuration Utility, you must
restart the service.
4. Click the OK button to save the configuration or the Cancel button to exit
without saving the changes.
506
SCHEDULING REPORTS
22
Using the Service Indicator
Prior to scheduling reports, you must launch the scheduling service. When the
service is running, you can then manage the service by pausing, stopping, or
starting/continuing the service. When required, you can also cancel or
terminate the service.
When the service is running, one of the following indicators appear in the
System Tray.
Indicator
Meaning
The service is running
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>Vizual Business
Tools>Personnel Director>Service Indicator.
The Select a Service to Monitor screen displays the list of services.
2. Select the SchedulingEngine.
3. Click the OK button. Click the OK button again.
507
PERSONNEL DIRECTOR USER’S GUIDE
To manage the scheduling service:
1. From the System Tray, right-click the Report Scheduling Engine and
select one of the following from the menu:
• To start the scheduling service, select Start/Continue Service.
• To pause the scheduling service, select Pause Service.
• To stop the scheduling service, select Stop Service.
• 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.
2. Click the Module Security button or select Security>Modules.
3. Click the Report Scheduler checkbox and then click OK.
This provides access to Report Scheduler to the selected user.
• 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.
• To grant access to view all archived reports, click the View All
Archived Reports checkbox. This enables the user to view all the
archived reports. If this option is not checked, the user can view only
the archived reports that contain the logged in user’s email address.
508
SCHEDULING REPORTS
22
NOTE: A user’s ability to view or edit scheduled or archived reports
depends on the security settings selected on this screen.
4. Select User>Exit to exit the Security Manager module.
Starting Report Scheduler and Logging In
1. From the Start menu select Programs>Vizual Business Tools> Personnel
Director>Report Scheduler.
-orDouble-click the Report Scheduler icon on the Desktop.
The Report Scheduler login screen appears.
2. Provide the following information:
Username: Enter the User ID you set in the Security Manager or use the
default USERNAME.
Password: Enter the password for the selected username. If you entered
USERNAME, the default password is password.
Server: Select the server running the Personnel Director database that you
want to use.
3. Click OK.
509
PERSONNEL DIRECTOR USER’S GUIDE
Learning to Use Report Scheduler
When you start the Report Scheduler, the main window appears. It contains a
menu bar and a toolbar.
Menu bar
Toolbars
Tabs
This window is the starting point for accessing all of the functions in Report
Scheduler. This section describes the components that you see on the main
window and how to use them.
On the top of the window are the menus and toolbars. You can schedule a new
report, modify an existing report, or copy a report.
At the bottom of the screen are two tabs. The first one is the Scheduled
Reports tab and the other one is the Report Archive tab. Toggle between these
two tabs to perform relevant operations.
510
SCHEDULING REPORTS
22
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.
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.
511
PERSONNEL DIRECTOR USER’S GUIDE
The Toolbars
Report Toolbar
The Report toolbar has buttons you use to work with scheduled reports.
Button
Menu Access
Description
Procedure
Shortcut
File menu
New Scheduled
Report
Create a new
scheduled report
“Scheduling a
Report” on page 513
Alt+F+N
Edit menu
Modify Scheduled
Report
Modify a scheduled
report
“Modifying a Report
Schedule” on
page 517
Alt+D+M
Edit menu>
Copy Scheduled
Report
Create a copy of
the original
scheduled report
“Creating a Copy of a
Scheduled Report”
on page 517
Alt+D+C
Edit menu>
Delete Scheduled
Report
Delete a scheduled
report
“Deleting a
Scheduled Report”
on page 518
Alt+D+D
Archive Toolbar
The Archive toolbar has buttons you use to work with archived reports.
Button
512
Menu Access
Description
Procedure
Preview an
archived report
“Previewing an Archived
Report” on page 518
Delete an
archived report
“Deleting an Archived
Report” on page 519
Purge an archived
report
“Purging Archived
Reports” on page 519
Email an archived
report
“Emailing Archived
Reports” on page 519
Shortcut
SCHEDULING REPORTS
22
Help Toolbar
The Help toolbar has buttons you use to refresh report lists, access online Help
about Report Scheduler and exit the application.
Button
Menu Access
Description
Procedure
Shortcut
Refresh Scheduled
Reports and Archive
Reports lists
Help menu>
Contents
View Contents for
online Help
Alt+F+X
File menu
Exit
Exit Report
Scheduler
Alt+H+C
Working With Personnel Director Reports
Use Report Scheduler to run Personnel Director reports automatically at
predetermined dates that you specify. Report Scheduler then emails these
reports to recipients you identify and saves the report preview to an archive.
The report archive 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.
513
PERSONNEL DIRECTOR USER’S GUIDE
To create a schedule for a report:
1. On the Reports toolbar, click the New Scheduled Report button.
2. Select a report from the list of reports available from the Run The
Following Report drop-down list. A list of all available Report Builder
reports defined within Personnel Director is displayed.
Tip: Press the 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:
• Select Personnel Address Book to select the e-mail addresses from the
Personnel Address Book of your default email client.
514
SCHEDULING REPORTS
22
• Select Report Scheduler Custom Contact List to enter email addresses
manually, or select email addresses from a previously entered list.
• Select Personnel Director Database to select the email addresses from
your Personnel Director database.
Note: You must choose a Select E-mail Addresses From option to
enable the + selection button next to the recipients list.
6. Click the + button. The Select Names screen loads. This may take a few
minutes, depending on the number of names in the list.
7. Take one of the following actions:
• If you selected Personnel Address Book, go to step 8.
• 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.
• If you selected the Report Scheduler Custom Contact List, click the
Custom Contacts button and enter the following:
Name: Name to display in the Select Names list.
E-mail address: Email address for the contact.
• Click the Save button to save changes, or Add More to add more email
addresses.
8. Select at least one email recipient. This is a mandatory field.
515
PERSONNEL DIRECTOR USER’S GUIDE
• To select the names, use the > button.
• To view the name and email address of the selected recipient, click the
Properties button.
• If you selected the Report Scheduler Custom Contact List option on
the Scheduled Reports screen, the Custom Contacts button appears. To
enter email addresses manually, click the Custom Contacts button and
enter the email address information.
• If you selected the Personnel Director Database option on the Schedule
Reports screen, select database that contains the addresses you need
from the Select Database drop-down list.
• When you are 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.
516
SCHEDULING REPORTS
22
Modifying a Report Schedule
You can change the report schedule settings to obtain different results and to
change email recipients. For example, you can change the Department setting
from Administration to Information Technology so that the scheduled report
generates IT instead of Administration statistics.
You can modify only the following options:
•
Frequency of the scheduled report
•
The database from which the report is generated
•
The list of recipients
•
Parameter values
To modify a report schedule:
1. From the selection list, select the report to modify.
2. Click the Modify button on the toolbar or select Edit>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.
2. Click the Copy button on the toolbar or choose Edit>Copy Scheduled
Report
The report is copied and is assigned the same name as the original report
with a numbered suffix.
517
PERSONNEL DIRECTOR USER’S GUIDE
Deleting a Scheduled Report
When a scheduled report is no longer required, you can delete it.
To delete a scheduled report:
1. From the selection list, select the report to delete.
2. Click the Delete button on the toolbar or choose Edit>Delete Scheduled
Report.
3. To confirm the deletion, click Yes; to cancel the deletion, click No.
Working With Archived Reports
When a report is generated, its report preview is saved to an archive. The
report archive contains a copy of each report that is created in Report
Scheduler.
This section shows how to preview, email, delete and purge archived reports.
Previewing an Archived Report
From time to time you may want to view a scheduled report that was archived.
To preview an archived report:
1. Click the Report Archive tab.
2. From the selection list, select the report to preview.
3. Click the Preview button on the toolbar.
A preview of the report is displayed. Note that you can print the report
from this screen.
518
SCHEDULING REPORTS
22
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.
3. Click the Delete button on the toolbar.
4. To confirm the deletion, click Yes; to cancel the deletion, click No.
Purging Archived Reports
Warning: Purging archived reports permanently deletes the reports; proceed
with caution.
To purge an archived report:
1. Click the Report Archive tab.
2. Click the Purge button on the toolbar.
3. 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.
519
PERSONNEL DIRECTOR USER’S GUIDE
520
23
USING THE SCREEN DESIGNER
Use Personnel Director’s Screen Designer to:
•
Add new tabs, information boxes, and fields to an existing Personnel
Director screens.
•
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.
521
PERSONNEL DIRECTOR USER’S GUIDE
Starting the Screen Designer Module
Important Note: ALL databases must be shutdown prior to using Personnel
Director’s Screen Designer; creating or deleting a database field modifies the
database table in ALL Personnel Director databases. See “Shutting Down and
Restarting a Database” on page 465.
1. From the Start menu, select
Programs>Vizual Business Tools>Personnel Director>Screen Designer
The Screen Designer Login screen appears.
2. Provide your user name, password and the server where the Personnel
Director database you want to use is located. For further instructions, see
“Starting Personnel Director and Logging In” on page 32. For further
instructions, see “Starting Personnel Director and Logging In” on
page 32.
3. Click OK.
The Screen Designer screen appears.
To exit the Screen Designer
•
522
From the File menu, select Exit.
23
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
When you create a new screen or open an existing screen with Screen
Designer, the following window appears.
File toolbar
New or
existing
screen
Edit toolbar
Alignment toolbar
Control
Palette
toolbar
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 527.
For more information about adding or changing screens, see “Working with
Screens” on page 546. For more information about adding or changing fields,
see “Working with Fields” on page 556.
523
PERSONNEL DIRECTOR USER’S GUIDE
The File Toolbar
Click the buttons on the File toolbar to manage screens you are creating or
updating.
Create a new screen.
Open an existing screen.
Save changes to the current screen.
Close the current screen.
Close all screens currently open in the Screen Designer.
Display or change control properties of the selected object on the
current screen.
Display or change the properties of the current screen.
Display, add, change or remove fields associated with the current
screen.
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.
524
USING THE SCREEN DESIGNER
23
Paste the object in the clipboard.
Delete the selected object.
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:
•
Date, text, and, numeric data entry fields.
•
Interactive controls, such as checkboxes and Pick Lists.
•
Display controls, such as labels, lines, boxes, frames, information boxes,
and tabs.
None. Click to deselect the current control. Use this button to release
the control to do other tasks, such as repositioning labels and fields.
Click to create a label control for a field.
Click to create a note field control. This control is typically
associated with a field where a user enters unlimited data; for
example, comments and descriptions.
Click to create a text field control. This control is associated with a
field where a user enters alphanumeric data.
Click to create a fixed Pick List field control. This is a control
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.
525
PERSONNEL DIRECTOR USER’S GUIDE
Click to create a database label control. Use database controls to
display values in fields. You can only display fields defined for the
current screen.
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 tab control.
Click to create a checkbox control. This is a control where the user
either marks or clears the checkbox. It is typically associated with a
field used for logical (yes/no or on/off) data.
Click to create a frame for a image to be stored and displayed.
Images must be bitmap images (.BMP).
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.
Align selected objects to the top of the highest object
Align selected objects to the right of the right-most object.
.
526
Align selected objects to the left of the left-most object.
USING THE SCREEN DESIGNER
23
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:
•
Making changes to a Personnel Director screen.
•
Creating a new screen (basic).
•
Creating a new screen (advanced).
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.
527
PERSONNEL DIRECTOR USER’S GUIDE
Follow these instructions for adding the field.
1. Open the Benefits screen.
• Click the Open button on the Screen Designer toolbar.
• Select Benefits from the Table list and click OK.
Notice that this is the same version of the screen you use to enter
information. There are also two additional screens, Screen Properties and
Field Chooser.
2. First, create a new field to store the data in.
• 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:
• In the 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.
• In the Display Label box, type Notes.
Finally you need to enter a description of what this field is to be used for.
528
USING THE SCREEN DESIGNER
23
• In the Description box, type Notes relating to employee benefit.
The Field Properties screen should look similar to this.
• 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 step is to locate this new field on the screen.
• 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).
529
PERSONNEL DIRECTOR USER’S GUIDE
5. Now that you added the field, you want to provide instructions on when
and how to use it for your users. To do this, you create a screen note.
Screen Notes are a handy way to provide additional help for your users.
•
Click the Screen Properties button, if the Screen Properties is not
already displayed.
• Click the Screen Notes Pick List.
The Screen Notes editor appears.
• Replace the text on the screen with Use the Notes field to provide
additional information about the employee’s benefits.
• Click the Save button on the Screen Notes toolbar.
• 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 button on the File
toolbar.
530
USING THE SCREEN DESIGNER
23
• 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.
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.
• Click the New button on the Screen Designer toolbar.
The Create New Screen screen appears.
• Provide the following information:
Screen Name: Type Uniform.
Screen Description: Type Uniforms Issued.
Screen Icon: Click the Select button, choose an appropriate icon, and
click Open.
531
PERSONNEL DIRECTOR USER’S GUIDE
The screen should look similar to this.
• To create the screen, click OK.
Screen Designer creates a blank screen for you.
Notice the Field Chooser box displayed on the screen. Note that there is a
field that is automatically created: StaffNo. You cannot delete this field; it
is needed to link with other screens and generate reports.
532
USING THE SCREEN DESIGNER
23
2. The next step is to create the fields for storing the required information.
• 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
IssuedDate
Type: Date
Date Issued
Date the uniform
was issued
RenewalDate
Type: Date
Renewal Date
Date the uniform
is to be replaced
Description
Type: Text
Size: 30
Description
Description of the
uniform
Notes
Type: Notes
Notes
Any notes you
may want to make
on the uniform
Note: The names for a field can contain letters A to Z (upper or lower
case), numerals 1 to 9, but can have no spaces.
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.
4. The new form is now complete. Check the results.
• Save the screen, exit Screen Designer, and start Personnel Director.
• Just click the icon you chose that appears in the Personnel Director
shortcut bar. You can now enter information into your new screen.
533
PERSONNEL DIRECTOR USER’S GUIDE
Example 3: Creating and Editing a New Screen (Advanced)
In this example, you want to create a Loan Equipment screen to track
equipment people borrow from the company.
To add the screen, follow these instructions:
1. Create a new screen.
• Click the New button on the Screen Designer toolbar.
• Add the Loan Equipment screen information and click OK.
A blank screen appears.
2. Create the fields for the data to be saved into.
The names for a field can contain letters A to Z (upper or lower case),
numerals 1 to 9, but can have no spaces.
534
USING THE SCREEN DESIGNER
23
• There are four fields to be added.
Field Name
Field Type/Size
Display Label
Description
LoanOutDate
Type: Date
Date
Date equipment
was loaned out
Returned
Type: Date
Returned
Date equipment is
to be returned
Description
Type: Text
Size: 30
Description
Description of
equipment
LoanValue
Type: Decimal
Number
Value
Value of the
equipment
3. The EquipmentValue field is to have two decimal places.
• On the Field Chooser screen, double-click Value then click the Edit
button.
• Click the Display Format tab.
• Select 2 Decimal places from the format drop-down.
• Click OK.
4. Drag the fields from the Field Chooser to the form in the locations you
want them to be.
535
PERSONNEL DIRECTOR USER’S GUIDE
When you are done, your screen should look similar to this.
5. Now is a good time to set the properties for each item; for example, the
dates. Do this using the Field Chooser.
• Select LoanOutDate in the Field Chooser and click the Edit button.
The Field Properties screen displays the current properties of the field.
• Click the Display Format tab. Select the type of date you require from
the Format drop-down list.
• When you have done this, click on the OK button.
536
USING THE SCREEN DESIGNER
23
• Repeat step 4 for the Returned field.
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 is not in the
list) instead of a Fixed one (one where the user can only select items from
the list).
• To delete the Description box, select the Description box and press
Del.
• From the Control Palette toolbar, select the Variable Pick List and drag
it to the location where you just deleted the description box
• Select the Pick List field and select Control Properties from the Edit or
shortcut menu. The Control Properties screen appears.
537
PERSONNEL DIRECTOR USER’S GUIDE
• Select the Description field from the Field drop-down list.
This links the Pick List control with the Description field.
• When you have done this, click OK.
7. To avoid wasted space on the form, you can reduce the size of the screen.
•
Select and drag the navigation buttons up the screen.
• Now size the screen size so it looks similar to this.
8. Save the screen and exit Screen Designer to check the results in Personnel
Director.
538
USING THE SCREEN DESIGNER
23
Example 3 continued: Modifying the New Screen
Now that you have successfully created the new Loan Equipment screen, you
decide to customise it further to enter and display the following:
•
The quantity of equipment the employee has. You also want to validate the
field to ensure it has a number of 1 or greater.
•
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.
• Click the Open button on the Screen Designer toolbar.
• Select Loan Equipment from the Table list and click OK.
2. The first thing you need to do is make the screen larger by dragging it
down to twice the height so you will have room to show all this extra
information. When you do, this don’t forget to move the Navigation
buttons to the bottom of the screen.
Set up a field for the number of items loaned to the employee. Validate
the field to ensure it has a number of 1 or greater.
1. From the Field Chooser, select New, and create a field called Quantity.
Assign it a type of Integer Number. When you are finished, drag the field
onto the screen.
2. Repeat this step for another field, label it Total, and assign it a Decimal
Number.
539
PERSONNEL DIRECTOR USER’S GUIDE
3. The next step is to set the validation for the Quantity field so its value is
always 1 or greater.
• Select Quantity in the Field Chooser screen, and click the Edit button.
The Field Properties screen appears.
• Select the Validation tab. Then, click the Validate This Field Before
Saving A Record checkbox.
• Click the Edit button to the right of Validation Formula.
• From the Fields, list double-click Quantity (this will enter the word
Quantity in the Validation Statement at the top of the screen).
• Next choose the function; in this instance, if you want it to be greater
or equal to (>=). Double click >= to place it in the statement.
• Finally, you want the number to be greater or equal to 1. Type 1 at the
end of the expression in the Validation Statement box.
540
USING THE SCREEN DESIGNER
23
• You can now click the Test Expression button to check the validation.
If the validation is correct, click OK.
• To save the validation, click OK.
4. You now need to enter an error message to be displayed if this field does
not contain the correct information when a user clicks the Save button.
• In the Display This Message If The Validation Fails box, type
Quantity of goods must be one or greater. and click OK.
Set a field for the total value of the equipment loaned
1. Select the Total field in the Field Chooser screen and click the Edit button.
The Field Properties screen appears.
2. Click the Value tab and then click the This Field Is Calculated checkbox.
3. Click the Edit button. The Expression Builder is displayed.
• Click the Fields folder to display a list of all available fields.
• Create the formula: Quantity * EquipmentValue
From the Fields folder double-click Quantity.
Single-click the Multiply button on the Expression Builder toolbar.
541
PERSONNEL DIRECTOR USER’S GUIDE
From the Fields folder, double-click Value.
4. Click OK. This returns you to the Field 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 on the
Control Palette toolbar and drag it to an empty space on the main form.
2. Stretch the size of so it fills approximately half of the screen
3. Create additional tabs and specify their labels.
• Click the tab control you just added and select Control Properties from
the Edit menu (F11). The Tab Properties screen appears.
• You need to add another tab to store the notes and comments. To do
this, click the Add button. You now have two tabs, Page 1 and Page 2.
542
USING THE SCREEN DESIGNER
23
• Select Page 1 and click the Edit button. Change the caption to General
Details (or the caption you would like on the tab).
• Click OK. Notice that the new caption you just changed replaced Page
1 on the Tab Properties screen.
• Do the same for Page 2, changing the caption to Comments/Notes.
• Click the OK button. Notice that the tab labels have changed.
Set Up a Field for Reason
Setting up a Reason field involves creating a new field called Reason and
dragging it to the General Details tab. While doing this, decide if you want a
Pick List for the field.
Set Up a Field for Department
To set up a field for Department, create the field as a Pick List. On the Pick
List tab, click the More button and select the following details:
Pick List Type: Pick from Employee Data
Pick List Table: Employee Details
Pick List Field: Department
The list will show all the departments from the Employee Details screen.
543
PERSONNEL DIRECTOR USER’S GUIDE
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.
• Click the Pick List tab, then select the This Field Has A Pick List
checkbox.
• Now click the More button. The Pick List Options screen appears.
• 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.
• Click OK to save the changes to the Pick List options. You will then
see all of the departments listed.
• 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. From 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
1. From the Field Chooser screen, click the New button.
2. Enter the field name as Notes; set its type as Notes.
3. Enter a description and label, then click OK.
544
USING THE SCREEN DESIGNER
23
4. Drag the Notes field from the Field Chooser screen to the Notes/
Comments tab.
Align the Labels on the Screen
The labels down the side of the screen for Date Out, Date Returned, and
Description can be easily aligned.
1. Simply press Shift and click the labels (this highlights them all).
2. From the Alignment toolbar 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 Screen Designer.
Create a Diary Reminder Trigger for the Return Date
You now need to open Personnel Director to set up the automatic Diary
Reminder.
•
See “Setting Up Automatic Reminders” on page 277 for further
information.
You can now start using your new screen for data entry.
545
PERSONNEL DIRECTOR USER’S GUIDE
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.
Header bar
Client area
546
USING THE SCREEN DESIGNER
23
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
screen to collect information on employees’ performance reviews.
1. Do one of the following:
• On the File toolbar, click the New button.
– or –
• From the File menu, select New Screen.
– or –
• Press Ctrl+N.
The Create New Screen appears.
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.
547
PERSONNEL DIRECTOR USER’S GUIDE
The new screen appears in the Screen Designer window along with the
Screen Properties and Field Chooser dialog boxes.
4. Add or change the properties for the screen and its fields and controls.
For more information about changing screen properties, see “Changing
Screen Properties” on page 550.
For more information about adding, changing, or removing fields, see
“Working with Fields” on page 556.
For more information about adding, changing, arranging or removing
controls, see “Working with Controls” on page 571.
5. When you are finished, save the changes.
548
USING THE SCREEN DESIGNER
23
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:
• On the File toolbar, click the Open button.
– or –
• From the File menu, select Open Screen.
– or –
• Press Ctrl+O.
The Open Screen appears.
2. Select the screen you want to update and click OK.
• To sort the list by Description, click the Toggle Sort button. To sort the
list by Table, click Toggle Sort again.
The screen you selected appears in the Screen Designer window along
with its associated Screen Properties and Field Chooser dialog boxes.
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 550.
For more information adding, changing, or removing fields, see “Working
with Fields” on page 556.
For more information about adding, changing, arranging, or removing
controls, see “Working with Controls” on page 571.
549
PERSONNEL DIRECTOR USER’S GUIDE
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:
• On the File toolbar, click the Screen Properties button.
– or –
• From the View menu, select Screen Properties.
The Screen Properties dialog appears.
2. Add or change the following information:
Screen Description: Type what you want to appear as the title of the
screen.
Screen Icon: Click the Select button and select the icon you want from
those supplied with Personnel Director or one you created previously.
Then click Open.
Screen Notes: To add or update help tailored for users of this screen, click
the Pick List button. (Adding screen notes adds the Question Mark icon to
the screen which the user can click for additional help.) For more
information about adding or updating screen notes, see “Adding or
Updating Screen Notes” on page 551.
3. When you are finished, click the Save button on the File toolbar to save
changes to the screen.
550
USING THE SCREEN DESIGNER
23
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. If the Screen Properties screen is not already open, do one of the
following:
• On the File toolbar, click the Screen Properties button.
– or –
• From the View menu, select Screen Properties.
The Screen Properties dialog appears.
2. To add or update help tailored for users of this screen, click the Screen
Notes Pick List button.
The Screen Notes editor appears.
3. Replace the text with the screen notes you want.
Use the Screen Notes toolbar buttons to format, print, and save the notes.
4. When you are finished, click the Save button to save the changes.
551
PERSONNEL DIRECTOR USER’S GUIDE
Using the Screen Notes Toolbars
Use the Screen Notes toolbar to format, print and save the notes you type.
Save the notes.
Clear (erase) the notes.
Print the notes
Exit Screen Notes
Select the font.
Select the font size.
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:
• 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.
• You can only delete screens you have created; you cannot delete
screens delivered with Personnel Director.
1. Do one of the following:
• On the File toolbar, click the Open button.
552
USING THE SCREEN DESIGNER
23
– or –
• From the File menu, select Open Screen.
– or –
• Press Ctrl+O.
2. Select the screen to be deleted.
3. From the File menu, select Delete Screen.
4. Confirm that this screen is the one to be deleted. Click Yes.
Importing and Exporting Screens
You can exchange customised or new screens with different installations of
Personnel Director. If, for example, someone customised the Benefits screen
and you want to implement their version on your system, simply have the
person export the screen and then import it into your system.
Note: If you import a screen which has the same name as an existing screen, a
message warns that you are about to replace the existing screen. At this point,
you can rename the screen or cancel the import.
553
PERSONNEL DIRECTOR USER’S GUIDE
To export screens:
1. From the File menu, select Export Screens.
The Export Screens appears.
2. Do the following:
• Click the checkbox of one or more screens to be exported.
• Type any notes or comments you want associated with this export
under Notes.
3. Click the Start button.
The Save As screen appears.
554
USING THE SCREEN DESIGNER
23
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.
2. Click the Browse button to select the file containing the screens (file type
of *.VSX) and click the Open button.
3. Under Select The Screens You Would Like To Import, click the
checkboxes of the screens you want implemented on your system.
4. Then click Import.
555
PERSONNEL DIRECTOR USER’S GUIDE
Note: A message appears if a screen with the same name exists in Personnel
Director asking if you want to replace the existing screen with the screen you
are importing. If you click the No button,the following screen appears so that
you can provide a different name and screen desctiption.
Working with Fields
You can add new fields to any Personnel Director or customised screen.
However, you can only change the change information boxes, labels, and the
appearance of existing Personnel Director fields. This means you cannot
remove Personnel Director fields from Personnel Director screens or change
their basic properties.
Adding a New Field
1. Do one of the following if the Field Chooser screen is not already
displayed:
• On the File toolbar, click the Fields button.
– or –
• From the View menu, select Field Chooser.
556
USING THE SCREEN DESIGNER
23
The Field Chooser dialog appears.
2. To add a new field, click the New button.
The Field Properties screen appears.
3. Provide the information about the field.
Field Name: Type the name of the field. The name can contain the letters
A to Z (upper or lower case) and numerals 1 to 9, but can have no spaces.
Type: Select the type of the field. It can be: Date, Decimal Number,
Image, Integer Number, Logical, Notes, Text, or Time.
Size: If this is a Text field, type the maximum number of characters that
users can enter.
Display Label: Type the label to be displayed on the screen.
Description: Type a description of the field.
4. When you are finished, click OK.
557
PERSONNEL DIRECTOR USER’S GUIDE
For information about specifying other field properties such as display
validation, calculation and Pick Lists, see “Entering Additional Field
Properties” on page 559.
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:
• On the File toolbar, click the Fields button.
– or –
• From the View menu, select Field Chooser.
2. Select the field to be changed and click the Edit button.
The Field Properties screen appears.
558
USING THE SCREEN DESIGNER
23
3. Update the information about the field.
Display Label: Type the label to be displayed on the screen.
Description: Type a description of the field.
4. When you are finished, click OK.
For information about specifying other field properties such as display
validation, calculation, and Pick Lists, see “Entering Additional Field
Properties” on page 559.
Deleting a Field
Important Note: You can only delete fields you previously created; you cannot
delete fields delivered with Personnel Director.
1. Do one of the following if the Field Chooser screen is not already
displayed:
• On the File toolbar, click the Fields button.
– or –
• From the View menu, select Field Chooser.
2. Select the field to be deleted and click the Delete button.
3. To confirm the deletion, click Yes.
Entering Additional Field Properties
After you have created the field, you can specify additional properties.
•
If the field is to display a calculated value or is to contain a default value,
click the Value tab. See “Setting Field Value Properties” on page 560.
•
If the entry of this field entry is to conform to specific data entry rules,
click the Validation tab. See “Setting Field Validation Properties” on
page 562.
•
If the field is to be a Pick List, either fixed or variable, click the Pick List
tab. See “Setting Field Pick List Properties” on page 563.
559
PERSONNEL DIRECTOR USER’S GUIDE
Setting Field Display Properties
Click the Display Format tab to specify the display format and the summary
view for the field.
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 can 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.
560
USING THE SCREEN DESIGNER
23
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.
Specify the calculation and click OK. For more information about
defining calculations, see “Entering Calculated Values” on page 569.
Initial Value: Click this checkbox if this field is to display an initial value.
Then click the Edit button.
The Initial Value screen appears.
Either type the value or select it from the drop-down list, then click OK.
561
PERSONNEL DIRECTOR USER’S GUIDE
Setting Field Validation Properties
If this field is to be verified, click the Validation tab to set the rules to be used.
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.
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.
562
USING THE SCREEN DESIGNER
23
Enter the formula, then click OK. For more information about entering
field verification formulae, see “Entering Field Validation Formulae”
on page 568.
Display This Message If Validation Fails: Type the message that is to
appear if the verification fails.
Setting Field Pick List Properties
If the user is to select the value for this field from a Pick List, click the Pick
List tab. You can set whether or not the Pick List is fixed.
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.
• To add a value, click the Add button. Type the new value and click OK.
• To remove a value, select the value and click the Delete button. To
confirm the deletion, click Yes.
563
PERSONNEL DIRECTOR USER’S GUIDE
If the items in the Pick List are values in another field in Personnel Director
click the More button.
The Pick List Options screen appears.
Pick List Type: Select one of the following types:
Standard Pick List. Create a standard Pick List. Users can add or
remove items from this Pick List if you deselect the A Value Must Be
Selected From the Pick List checkbox on the Pick List tab.
Pick From Employee Data. Create a Pick List from Employee data; for
example, Post Names. Users cannot add or remove items 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.
564
USING THE SCREEN DESIGNER
23
Step 1: Create the Pick Lists to be linked and enter the items for each Pick
List.
Step 2: Link the Pick List to the field
If the Pick List is to be dependant on the selection value in another Pick
List, select the dependant Pick List from the Field Chooser screen. Click
the Edit button to open Field properties. On the Pick List tab click the
Filter button and then select the parent Pick List value from the Filter
Field drop-down list. This links the Pick Lists setting the parent-child
relationship.
Click OK.
For example, in the Cities Pick List, set the field COUNTRY as the filter.
Step 3: Set or change the item to be linked
From the Field Chooser screen, select the dependant Pick List (in this
instance, CITY). Click the Edit button to open Field Properties. On the
Pick List tab, select a Pick List item (London).
Do one of the following:
• To add a new value to the Pick List and set the Filter Value, click Add.
• To edit existing Filter Values, click Edit.
565
PERSONNEL DIRECTOR USER’S GUIDE
Add the new item in the Pick List Value field, select the filter value from
the Filter Value drop-down list and click OK.
The Filter Value for London is Great Britain. Repeat Step 3 for all of the
values in the child/dependent Pick List; for example, Edinburgh, New
York, Los Angeles.
Step 4: Place the Pick Lists onto the screen and save the screen.
Linking More than Two Pick Lists
You can link more than two Pick Lists. We recommend you identify the
parent-child relationships and build the list from the top down; that is parent to
child.
To illustrate, let’s extend the above example to add the Pick List STREET. The
relationship is as follows. COUNTRY is the parent of CITY and CITY is the
parent of STREET.
Set the STREET Pick List values to following values: Oxford St, Bond St,
42nd St and Madison Ave.
To set this link follow Step 2 above. Link the STREET Pick List to CITY
thereby setting CITY as the Filter field for STREET. The Pick List values in
STREET will be made dependent on CITY.
Then link the individual Pick List values of the STREET Pick List to the
values in the CITY Pick List as in Step 3 above.
With the Pick List selection Great Britain is selected from the COUNTRY
Pick List and London is selected from the CITY Pick List, then the STREET
Pick List will display Oxford St and Bond Street.
Note 1: Avoid Creating Cyclical Links
Example: When the COUNTRY Pick List is set as the filter field for CITY, do
not set CITY as the filter field for COUNTRY.
Note 2: Behaviour at Run Time
When linking variable Pick Lists it is important to note that it is possible to add
values to the Pick Lists that will observe the filter rules from the parent Pick
List. Referring back to the COUNTRY and CITY example, if the display value
566
USING THE SCREEN DESIGNER
23
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
•
Linked pick lists work only if both pick lists are on the same screen.
•
Linked pick lists work with screens that can be edited in Screen Designer.
•
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.
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.
Sort Order On The Summary Page. Specify how this field is to be sorted
when displayed on the Summary Page. Select the order from the drop-down
list.
567
PERSONNEL DIRECTOR USER’S GUIDE
Entering Field Validation Formulae
Use the Field Validation screen to enter a rule for the field. This rule is to be
performed each time data the user enters data in this field. If the data does not
conform, the user receives an error message.
The validation rule must produce a true or false result; for example:
TotalCost > 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.
2. Double-click the desired function from the Functions list.
3. Type the value in the Validation Statement.
4. Check the validity of the expression by clicking the Test Expression
button.
5. Click OK.
Following are some examples of validation rules used in current Personnel
Director screens.
•
To ensure that the end date of absence is greater than or equal to the start
date.
EndDate >= StartDate
•
To ensure that the equipment VALUE is greater than 1.
VALUE > 1
568
USING THE SCREEN DESIGNER
23
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.
To create the calculation, double-click the desired folders to display and select
the Fields, Functions, Operations, and Common Expressions you want.
569
PERSONNEL DIRECTOR USER’S GUIDE
Following are some examples of field calculations used in current Personnel
Director screens.
•
To calculate 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())
•
To calculate the total cost of an absence, add the cost of the absence, the
percentage of on-costs, plus the additional costs.
(Holiday and Absence - TotalCost)
[Cost] + ( ( [OnCost] / 100) * [Cost] ) + [AdditionalCost]
•
To extract the year from the date.
(Holiday and Absence - FromYear)
YEAR([StartDate])
•
To calculate the difference between planned and actual structural training
points.
(CPE/CPD Record - UnstructuredVariance)
[UnstructuredActual] - [UnstructuredTarget]
•
To calculate double time.
(Pay History - DoubleTime)
[HourlyRate] * 2
Some useful calculations include:
570
•
The day of the current date. Day[date-field]
•
The name of the day of the current date. DayName[date-field]
•
The month of the current date. Month[date-field]
•
The name of the month of the current date. MonthName[date-field]
USING THE SCREEN DESIGNER
23
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.
For more information about the types of controls, see “The Control Palette
Toolbar” on page 525.
If the control is to be associated with a specific field, you then specify Object
Properties to link the control to the appropriate field. After you add the basic
elements, you can use the various Screen Designer tools to align, size, and
handle any overlapping of the controls.
Adding a Control
1. Click the control you want for this field on the Control Palette toolbar and
then place it on the screen by clicking the desired location. For example, to
add a date field, click the Date button, then click where it is to be placed
on the screen.
2. Select the control and do one of the following:
• Double-click the control.
-or• Press F11.
571
PERSONNEL DIRECTOR USER’S GUIDE
The Control Properties dialog appears.
3. Specify the properties for the control.
Caption: For checkbox controls, type the caption for this field.
Field: Select the name of the field from the drop-down list to link to this
control.
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.
Style
Shape: Select the shape for a Bevel control. Choose one of the
following shapes: box, frame, top line, bottom line, left line, right line,
or a spacer.
Style: Select the 3-D style for a Bevel control. Choose either Lowered
(sunken lines) or Raised (elevated lines).
Align: Select the alignment of the control to the edges of the Client
area. Choose from: None, Top, Bottom, Left, Right, or Client.
572
USING THE SCREEN DESIGNER
23
Text Align: Select the start position for text entry. Choose from Left,
Right or Centre.
Auto Apply: Click this checkbox if you want to apply the changes to this
control’s properties when you close this screen.
4. When you are finished, click OK.
Changing Control Properties
1. Select the control for the field and do one of the following:
• Double-click the control.
-or• Press F11.
The Control Properties dialog appears.
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:
• Click the Copy button from the Edit toolbar.
-or• Select Copy from the Edit or shortcut menu.
-or• Press Ctrl+C.
573
PERSONNEL DIRECTOR USER’S GUIDE
To cut a control and copy it to the clipboard, select the control to be cut and do
one of the following:
• Click the Cut button from the Edit toolbar.
-or• Select Cut from the Edit or shortcut menu.
-or• Press Ctrl+X.
To paste a control from the clipboard
• Click the Paste button from the Edit toolbar.
-or• Select Paste from the Edit or shortcut menu.
-or• Press Ctrl+V.
Deleting a Control
1. Select the control for the field and do one of the following:
• Click the Delete button from the Edit toolbar.
-or• Select Delete from the Edit or shortcut menu.
-or• Press Ctrl+X.
2. When you are finished, click to save the changes.
574
USING THE SCREEN DESIGNER
23
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:
•
From the Alignment toolbar, click the Grid 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.
2. Enter the measurement, in pixels, between the horizontal and vertical lines
of the grid.
3. Click OK.
Using the Alignment Buttons
You can align two or more controls along the top, sides, or bottom using the
buttons on the Alignment toolbar.
Align the objects to the left of the left-most object.
Align the objects to the right of the right-most object.
575
PERSONNEL DIRECTOR USER’S GUIDE
Align the objects to the top of the highest object.
Align the objects to the bottom of the lowest object.
Sizing Controls
You can easily change the size one or more controls.
1. Select the control(s) to be sized.
2. Do one of the following:
• Click the Size button on the Alignment toolbar.
• Select Size from the Alignment or shortcut menu.
The Size dialog appears.
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.
576
USING THE SCREEN DESIGNER
23
Height
No Change: Select if there is to be no change to the height.
Grow To Largest: Select if you selected two or more objects, and
want the smaller controls to inherit the height of the largest.
Shrink To Smallest: Select if you selected two or more objects, and
want the larger controls to inherit the height of the smallest.
Height: Specify the exact height in pixels.
4. When you are finished, click OK.
Handling Overlapping
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.
577
PERSONNEL DIRECTOR USER’S GUIDE
Adding a Tab
•
To add a tab, drag the Tab button on the Control Palette toolbar to the
desired position on the screen.
Changing Tab Properties
1. Select the tab control and do one of the following:
• Double-click the Tab control.
-or• From the Edit or shortcut menu, select Object Properties.
The Tab Properties screen appears.
2. Change the tab’s position, if necessary. (To implement location changes
immediately, click the Apply button.)
Left: Enter the measurement, in pixels, from the left edge of the screen
to left edge of the control.
Top: Enter the measurement, in pixels, from the top of the screen to the
top edge of the control.
Width: Enter the measurement, in pixels, from the left edge of the
control to its right edge.
578
USING THE SCREEN DESIGNER
23
Height: Enter the measurement, in pixels, from the bottom of the
control to the top of the control.
Align: Select the alignment of the control to the edges of the Client
area. Choose from: None, Top, Bottom, Left, Right, or Client.
3. Specify the pages for this tab. (To implement page changes immediately,
click the Apply button.)
• To add a tab, click the Add button. A new page appears in the Tabs list.
• To change the page caption (label), select the page and click the Edit
button. Type the caption and click OK.
• To remove a page, select the page and click the Delete button.
• To change the page sequence, select the page to be reordered and click
the Up or Down arrow to move it to its new location.
4. When you are finished, click OK.
Adding a New Page to a Tab
You can add as many pages as you want to the tab. If the pages extend past the
right side of the tab, navigation controls are automatically inserted so users
can click the controls to display the remaining pages.
1. Select the Tab control where the page is to be added.
2. Right-click and select Add Page from the shortcut menu.
The new page appears on the tab.
3. To change the page caption sequence, see “Changing Tab Properties” on
page 578.
579
PERSONNEL DIRECTOR USER’S GUIDE
Changing Paging Order in a Tab
You can change the order in which users switch from page to page within a tab
control.
1. Select the Tab control where you want to change the paging order when
the Tab key is pressed.
2. Double-click the Tab control or press F11.
-orFrom 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. Select the Tab control where the page is to be deleted.
2. Right-click the page to be deleted and select Delete Page from the shortcut
menu.
Designing Screen Prints
Read the following section to learn how to modify existing Personnel Director
screen prints and create screen prints for screens you create yourself. These
are the printouts that are generated when you click the Print button when one
of the employee records is displayed.
Note: If you do not create a screen print for screens you create, a rudimentary
printout is generated.
580
USING THE SCREEN DESIGNER
23
Opening Screen Print Layouts
1. Do one of the following:
• Open an existing screen.
– or –
• Create a new screen.
The screen’s fields must be defined and saved. For more information,
see “Working with Screens” on page 546.
2. Select Design Screen Print from the File menu.
For example, if you open the Vehicle Usage screen and select Design
Screen Print from the File menu, the Screen Designer - Vehicle Usage
Screen Print screen appears.
About the Screen Print Window
When you create a new screen print or open an existing screen print with
Screen Designer, the following window appears. As with other Personnel
Director reports, the screen print report is divided into three sections: Header,
Detail, and Footer.
When you create a screen print for a new screen, Screen Designer 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.
581
PERSONNEL DIRECTOR USER’S GUIDE
Standard Components
toolbar
Edit toolbar
Data Components
toolbar
Format toolbar
Rulers
Header
Detail
Footer
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.
•
•
•
•
•
•
•
•
582
Standard Components
Data Components
Format
Edit
Draw
Align or Space
Size
Nudge
USING THE SCREEN DESIGNER
23
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:
•
Modifying an existing screen print.
•
Creating a screen print for a screen you created yourself.
Note: When viewing the result of a screen print you modified or created while
in Personnel Director, be sure that there are existing records or the report will
be blank.
Example 1 - Modifying a Screen Print Layout
In this example, work through each step in modifying the existing screen print
layout for the Vehicle Usage screen provided with Personnel Director.
You decide to move the Usage Type label and field, and add the Vehicle Usage
Notes label and field to the end of the line.
1. Open the Vehicle Usage screen.
2. Select Design Screen Print from the File menu.
583
PERSONNEL DIRECTOR USER’S GUIDE
The Screen Designer - Vehicle Usage Screen Print screen appears.
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 button, then click in the Header to the
right of the Miles Travelled label to place the new label.
6. In the Label box in 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.
584
USING THE SCREEN DESIGNER
23
8. Select Notes from the Field drop-down on the toolbar.
Because content in the Notes field is variable – that is in some notes the length
could be one line and in another it could be several – the field properties must
be set so that the field grows with the content.
9. Right-click the Notes field and select Stretch from the shortcut menu.
The Vehicle Usage screen print should look similar to this.
10. Click the Save Report button or select Save from the File menu.
11. Preview the results by clicking the Screen Designer Preview tab.
Now return to Personnel Director to check the result with real data. Remember
to check that there are Vehicle Usage records before clicking the Print button.
Example 2 - Creating a Screen Print Layout for a New Screen
Using the techniques you learned when modifying a screen print, you are now
ready to create a screen print for the Uniforms Issued screen you created in
“Example 2: Creating a New Screen (Basic)” on page 531.
585
PERSONNEL DIRECTOR USER’S GUIDE
1. Open the Uniform screen.
2. Select Design Screen Print from the File menu.
The Screen Designer - Uniforms Issued Screen Print screen appears.
3. Add labels and fields for Date Issued, Renewal Date, and Description.
• To add a label, click the Label button, then click in the Header to the
place the new label.
In the Label box in the toolbar, type the caption for the label.
• To add a field, click the DBText button, then click in the Detail section
to place the new field. Adjust the size of the fields as necessary.
Select Notes from the Field drop-down on the toolbar.
Note: You do not need to modify the Company Name, Screen Name,
or Logo controls. If you delete these controls, they will not appear
when printing the screen print.
The Screen Designer - Uniforms Issued Screen Print screen should be
similar to this.
4. Click the Save Report button or select Save from the File menu.
5. Preview the results by clicking the Screen Designer Preview tab.
Now return to Personnel Director to check the result with real data. Remember
to add a few Uniform records before clicking the Print button.
586
USING THE SCREEN DESIGNER
23
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 button on the toolbar.
Changing Fonts
You decide to change the font of the label to underscore its importance.
1. Select the label where the font is to be changed.
2. In the Formatting bar at the top of the window, select the font Arial from
the Font drop-down list.
3. To change the font style, click the Italic button to make the label italic.
Adding Graphic Elements and Colours
You can add horizontal or vertical lines to divide areas of the screen print or to
provide emphasis.
1. Click the Line button in the Standard Components toolbar, then click in
the screen print section where you want to place the line. Use your mouse
to adjust the length of the line.
2. To change the colour of the line, click the arrow to the right of the Line
Colour button on the Draw toolbar, and change the colour to red.
Changing Background Colours
Suppose that you want to change the background colour in the Header from
white to red.
1. Click the Shape button on the Standard Components toolbar and click in
the Header section. Drag the corner handles until the rectangle covers the
header section.
587
PERSONNEL DIRECTOR USER’S GUIDE
2. In the Format toolbar, click the arrow to the right of the Fill Colour button
on the Draw toolbar. Select the colour of your choice.
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. In the 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 button on the Standard Components toolbar to place a non-field
object on your screen print.
Button
588
Action
Description
Select Object
Select a placed object
Label
Place a text caption or label
USING THE SCREEN DESIGNER
23
Memo
Place a text memo (multi-line)
Rich Text
Place a rich text object (contains formatting
such as bolding, color, and bullets)
System
Variable
Place a date (the date when screen print is
displayed or printed)
Variable
Place a field that requires calculation
Image
Place a picture (must be .BMP, .ICO, .EMF or
.WMF format).
Shape
Place a geometric shape
Line
Place a line
Bar Code
Place a bar code graphic
2. Then click the position where you want the object placed in the report.
3. If required, set the properties of the object:
• If you placed a label, type the text in the Label box that appears on the
toolbar.
• If you placed a memo, right-click the object and select Lines from the
shortcut menu. Type the text and click OK.
• If you placed an image, right-click the object and select Picture. Then
select the location and filename of the file containing the image.
• If you placed a bar code, right-click the object and select Configure to
set the properties of the bar code, then click OK.
To place field objects that you previously defined for the screen:
1. Click a button on the Data Components toolbar to place the field object on
your screen print.
Button
Action
Description
DBText
Place a field
DBMemo
Place a memo field (multi-line)
DBCalc
Place a field which contains a calculation
589
PERSONNEL DIRECTOR USER’S GUIDE
DBRich
Place a field that contains a rich text object
(formatting such as bolding, color, and
bullets)
DBImage
Place a field which contains an image
DBBarCode
Place a bar code field.
2. Click the position where you want the object placed in the report.
3. Select the field you previously defined from the Field drop-down list.
Positioning and Sizing Objects and Data Fields
Take the following actions to position and size objects:
•
To position the object or field, drag it to the desired location.
• To view the exact position of an object on the card, right click and
select Position.
• To bring objects to the front of the layout, click the Bring to Front
button or right click and select Bring to Front.
• To send objects to the back of the layout, click the Send to Back button
or right click and select Send to Back.
•
To size the object:
• Use the sizing handles or right-click and select AutoSize to size the
field to the correct size for the label contents.
Tip: You can also do some extremely fine positioning with the Nudge
toolbar, as described on “Fine Tuning the Size and Position of
Objects” on page 592.
590
USING THE SCREEN DESIGNER
23
Formatting Text Objects
Use the Format toolbar change any of the following text properties:
Font size
Font
Bold
Underline
Italic
Centre
Left-align
Font colour
Right-align
Highlight
colour
Bring to
front
Send to
back
You can also edit other text properties by selecting from the popup menu.
1. Select an object, then right-click to display the popup menu.
2. Change properties such as wordwrap, transparency, or visibility of
objects.
Formatting Graphic Objects
Use the Draw toolbar to add format lines and graphic shapes and add colour
fills to them.
Fill colour Line thickness
Line colour
Line style
Aligning and Spacing Objects
The Screen Designer - Screen Print has its own toolbar for aligning and
spacing objects; this is called the Align or Space toolbar. You can also set the
grid to a specified number of millimeters and set objects to snap to the grid.
591
PERSONNEL DIRECTOR USER’S GUIDE
This gives you extremely powerful features to align all objects horizontally or
vertically as you work.
Align centre
Align left
Align top
Space Space up/down
Align bottom up/down in band
Align right Align middle Space
across
Space across
in band
Using a Layout Grid
1. From the Design page, select Grid Options from the View menu.
2. Set the size of the grid in millimeters along the horizontal and vertical (X
and Y) axes.
3. To have object snap to the grid, click the Snap to Grid checkbox.
4. Click OK.
Fine Tuning the Size and Position of Objects
There are two toolbars you can use to control the size of objects and fine tune
their positioning: the Size and Nudge toolbars.
Use the Size toolbar to instantly maximise or minimise the size, width or
height of selected objects.
Minimum
width
Minimum
height
Maximum Maximum
width
height
592
USING THE SCREEN DESIGNER
23
Use the Nudge toolbar to move selected objects up or down, left or right, a
millimeter at a time.
Nudge up
Nudge left
Nudge down Nudge right
Previewing the Design
You can preview your screen print to see if the design is working out as you
intended.
Note: If the preview is blank, there are no records to display.
To preview a screen print design in progress:
•
Click the Preview tab in Screen Designer - Screen Print.
The screen print appears in the Preview window.
•
To print the screen print, click the Print button on the toolbar, or select
Print from the File menu.
To continue working on your design, click the Design tab.
593
PERSONNEL DIRECTOR USER’S GUIDE
594
SERVICE AND SUPPORT
Support Desk Business Hours
Telephone calls to the Vizual Business Tools Customer Support Desk are
answered from 9:00am to 6:00pm, Monday to Friday (excluding Bank
Holidays). Support enquiries sent via email and fax are handled throughout the
day. We make every effort to respond to all email and fax enquiries within one
business day.
Purchasing Support - Protecting Your Investment
All products purchased from Vizual Business Tools come with 30 days free
access to our Customer Support Desk via telephone, fax and email. At the end of
this period, free support is no longer available and an annual support fee must be
paid for continued access to our Customer Support Services. Please contact your
Alliance Partner or Vizual Business Tools direct on 020 8663 4500 for full
details.
When you purchase an annual support contract, the following benefits are
included:
•
Access to the Customer Support Desk via telephone, fax, email, and our
website
•
Free upgrades to new and enhanced versions of the software
•
Discounts on new product releases
•
Weekly updates on HR news and legislation through our e-newsletter
•
Free access to our ’Employer’s Guide to HR’ via
www.vizual.co.uk/employers-guide.asp
595
PERSONNEL DIRECTOR USER’S GUIDE
The following services are not included:
•
Site visits or call outs
•
Extended user training by phone. For example, calls to the Customer
Support Desk requesting step-by-step instructions for the creation of
individually designed company reports, entire company absence
allowance set ups, and screen modifications from scratch to completion.
In cases where the user requires this level of instruction we recommend
the user refer to the User Manual prior to calling the Customer Support
Desk or book a training day. For further details on Product Training,
Consultancy, and Site Visit Requests please contact our Head Office on:
020 8663 4500
Contacting Technical Support
When calling the Support Desk, please have the following information at
hand:
•
Name of the product you are using
•
Product Version (To display from within the software, from the main
screen, click the Help menu and select About)
•
A brief description of the problem, including the exact text of any error
messages received, and at what point they occurred
•
The Windows platform you are using (Windows 95/98/2000/XP or NT)
•
The specification of computer you are using (for example, Pentium 266,
64MB RAM)
•
Details of the network on which the software is being used
Having these details ready will enable staff to assist you more quickly and
efficiently.
Please Note: Calls to the Customer Support Desk may be monitored or
recorded for training purposes.
596
Appendix
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 Per Year
Per Hour
Hourly Rate x Contracted Hours Per Week x Company
Weeks By Year
Per Shift
Pay Amount Per Shift x Shifts Per Year
597
PERSONNEL DIRECTOR USER’S GUIDE
Pay Per Period Calculations
The following calculations are used to determine the Pay Per Period.
The formula used varies depending on the pay basis selected.
•
•
•
598
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
APPENDIX A
•
•
•
If the pay basis is Per Hour:
Pay Period
Formula
Monthly
Hourly Rate x Contracted Hours Per Week x
Company Weeks Per Year / 12
4 Weekly
Hourly Rate x Contracted Hours Per Week x 4
2 Weekly
Hourly Rate x Contracted Hours Per Week x 2
Weekly
Hourly Rate x Contracted Hours Per Week
If the pay basis is Per Shift
Pay Basis
Formula
Shift Pay
Shift Pay
If the pay basis is Per Day
Pay Period
Formula
Per Month
Pay Per Day x 5 x Company Weeks Per Year / 12
Per 4 Weekly
Pay Per Day x 20
Per 2 Weekly
Pay Per Day x 10
Per Week
Pay Per Day x 5
599
PERSONNEL DIRECTOR USER’S GUIDE
Hourly Rate Calculations
The following calculations are used to determine the Hourly Rate.
600
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
Appendix
APPENDIX B
Using Operators and Functions
When creating advanced queries, you use various operators and functions. Use
the following rules and tables to create the search criteria you need.
Operator Precedence
The result of an expression depends on the order in which operations are
performed. Each operator is assigned a precedence, and operations are
performed in order of precedence. This eliminates possible ambiguities in
expressions. An operation can be given higher precedence by surrounding it
with parentheses.
Below is the operator precedence list from highest to lowest priority:
Operators
Precedence
Category
(, )
First
Prioritization
not, - , +
Second
Unary
^, **, *, /, mod, div
Third
Multiplicative
+, - , and , &, or, |, xor
Fourth
Additive
=, <>, <, <=, > , >=, like
Fifth
Relational
:=
Sixth
Assignment
The rules of precedence are:
1.
An operand between two operators of different precedence is bound to the
operator with higher precedence.
2. An operand between two equal operators is bound to the one on its left.
3. Expressions within parentheses are evaluated before being treated as a
single operand.
601
PERSONNEL DIRECTOR USER’S GUIDE
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
*
Multiplication
/
Division
div
Performs integer division on the operands
dmod
Performs modulo division
^, **
Exponentiation (raise a number to a power)
and, &
Performs a bitwise AND of the operands
or, |
Performs a bitwise OR of the operands
not
Performs a unary bitwise negation of an operand
<<, shl
Performs a left bit shift
>>, shr
Performs right bit-shift
xor
Performs a bitwise exclusive OR of the operands
Unary Arithmetic Operators
602
Operator
Description
+
Unary plus (sign identity)
-
Unary minus (sign negation)
APPENDIX B
Relational Operators
Expressions may contain the standard relational operators: Relational
operators are used to check for a particular relationship between two values.
The values being compared are usually of the same type or assignment
compatible.
Operator
Description
<
Is Less Than
<-
Is Less Than Or Equal To
=
Is Equal To
<>
Is Not Equal To
>
Is Greater Than
>-
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, <<
Bitwise shift left
SHR, >>
Bitwise shift right
XOR
Bitwise exclusive or
603
PERSONNEL DIRECTOR USER’S GUIDE
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 operators.
Operator
Description
NOT
Negation
AND
Logical AND. Returns TRUE if both operands are TRUE
OR
Logical OR. Returns TRUE if either operand evaluates to TRUE
XOR
Logical exclusive or. Returns TRUE if one or the other, but not both
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.
604
APPENDIX B
The assignment expression sets the value of the variable as well as returning
the value of the expression.
Operator
Description
:=
Simple assignment
+=
Add numeric, date and time values or concatenate strings before
assignment. A += B is equivalent to A := A + B
-=
Subtract numeric, date or time values before assignment. A -= B is
equivalent to A := A - B
*=
Multiply numeric values before assignment. A*= B is
equivalent to A := A * B
/=
Divide numeric values before assignment. A /= B is
equivalent to A := A / B
**= , ^=
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
<<=
Left shift integer values before assignment. A <<= B is
equivalent to A := A << B
>>=
Right shift integer value before assignment. A >> B is equivalent to
A := A >> B
Statistical Functions
Statistical functions perform calculations on lists of numeric values.
Function
Description
AVG
Returns the arithmetic mean of a list of numbers
MAX
Returns the maximum value of a list of numbers
MIN
Returns the minimum value of a list of numbers
605
PERSONNEL DIRECTOR USER’S GUIDE
String Functions
The string functions manipulate character strings.
606
Function
Description
ASC
Returns the ASCII code for the first character in a string
CHR
Returns the character corresponding to an ASCII code.
CLEAN
Removes all unprintable characters from a string.
EXTRACT
Returns a specific delimited word from a string.
FIND
Locates text within a string.
FIRST
Returns a specified number of characters from the
beginning of a string.
FORMAT
Returns a formatted series of arguments as a string.
INSERT
Inserts a substring into a string at a specific position.
LAST
Returns a specified number of characters from the end of a
string.
LENGTH
Returns the length of a string.
LOWER
Converts text to lowercase.
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
Pads a string on the left with spaces to a specified length.
PADR
Pads a string on the right with spaces to a specified length.
PROPER
Capitalizes the first letter of every word in a string, and
lowercases all other characters.
APPENDIX B
Function
Description
REPLACE
Replaces one substring with another.
REPLICATE
Duplicates a string a specific number of times.
RTRIM
Removes all instances of a specific trailing character from
a string.
SOUNDEX
Returns the Soundex code for a string.
SOUNDALIKE
Determines if two strings sound alike, based on their
Soundex codes.
STR
Returns the string equivalent of a value.
TRIM
Removes a specific leading and trailing character from a
string.
UPPER
Converts a string to uppercase.
VAL
Converts a string to its numeric equivalent.
WORDCOUNT
Returns the number of words in a string.
607
PERSONNEL DIRECTOR USER’S GUIDE
608
INDEX
A
Absence
setting options 85
Absence allowances
calculations for 186
carried over to next year 187
deleting company 73
displaying summaries for an employee
183
end of year maintenance 187
modifying company 72
modifying for an employee 184
recalculating 186
setting and displaying 177
setting up company 66
Absence data
See also Holiday and absence data
Accident history data 196
adding/editing details 197
displaying summaries 196
Allowance options
setting 88
Appraisal history 198
Archive database 125
Archiving employee records 128
based on date of leaving 129
individuals or groups of employees
128
Attached documents
adding to employee record 118
deleting 119
opening 119
Attached documents screens
accessing 112
changing the view 118
displaying 117
Attaching
documents to employee records 116
Audit log
displaying and working with 54
Automatic employee numbering
generation 91
B
Backing up databases 461
Backups 461
overview 6
Bank details 204
adding/editing 204
displaying 204
Batch updates
using the Batch Input Wizard 418
Benefit details 205
adding/editing 206
displaying summaries 206
C
Calculated fields 109, 560
Calculations
in designing screens 560
Calculator buttons 108
Calendar buttons 107
entering dates 107
609
PERSONNEL DIRECTOR USER’S GUIDE
Calendar for holiday and absence data 173
Career event preferences
setting 80
Career history 207
adding/editing details 209
displaying summaries 208
Cars. See Company vehicles
Charts for holiday and absence
changing chart colours 174
displaying 174
Client
disk storage requirements 9
system requirements 8
Company absence allowances
deleting 73
modifying 72
setting up 66
Company cars
accessing 75
Company information
setting up 60
Company logo
setting 60
Company pay periods
setting 62
Company vehicles
adding or editing details 77
changing data 78
deleting 79
setting up 75
Contract tab
employee data entered on 161
Correspondence history 210
adding/editing details 211
displaying summaries 210
CPE/CPD records
adding/editing details 213
displaying summaries 212
610
Cross Tab Wizard 401
Currency
entering amounts 109
setting exchange rates 63
setting the format 59
D
Data fields, placing when designing a report 409
Data files
for importing 445
Database Maintenance module
exiting 438
starting 438
Database query
creating for reports 358
deleting 386
editing 377
running 376
Databases 125
adding to the Database List 440
backing up 461
changing the name or description 441
closing the current database 126
maintaining a list 440
opening databases 126
purging data 457
querying 357
removing from the Database List 441
restarting 467
restoring 462
setting security privileges 47
shutting down 466
testing the connection to 441
types
Archive 125
Demonstration 125
Personnel 125
using Maintenance Manager 459
INDEX
Dates
entering 107
entering for employee 166
setting the format 59
Dates tab
employee data entered on 166
Deleting archived reports 519
Demonstration database 125
Detail screens 115
accessing 112
adding new records 120
Diary 275
about the Diary Monitor 276
activating the diary 276
diary reminder pop-up window 284
diary reminders 277
exporting items to Microsoft Outlook 284
printing 283
switching off the Diary Monitor 276
system requirements 9
Diary reminders 277
creating automatic reminders 277
creating manually 280
deleting automatic reminders 280
deleting triggers 280
editing automatic reminders 280
editing triggers 280
setting preferences 81
Disciplinary and grievance data
adding/editing details 215
displaying summaries 215
Display formats
setting 58
setting the currency format 59
setting the date format 59
Documents
attaching to employee records 116
creating in Report List 300
E
Education data 217
adding/editing details 218
displaying summaries 217
entering 219
Emailing archived reports 519
Emergency contacts 219
adding/editing 220
displaying 219
Employee appraisals
adding/editing details 199
data entered on Assessment tab 201
data entered on Comments tab 203
data entered on Key Objectives Agreed tab 202
data entered on Training Agreed tab 203
displaying summaries 199
Employee data 189
absence data 169
accident history 196
appraisal history 198
bank details 204
benefit details 205
career history 207
correspondence history 210
CPE/CPD 212
disciplinary data 214
education 217
emergency contacts 219
employee notes 222
employment history 226
exit interviews 228
grievance data 214
holiday data 169
images 221
medical history data 232
pay records 234
photographs 224
processing end of year absence allowances 187
professional memberships 237
611
PERSONNEL DIRECTOR USER’S GUIDE
project timesheets 239
qualifications 244
skills 246
training history 242
Employee filter
creating 290
Employee images
adding/editing 221
attaching 222
displaying 221
Employee Navigator
changing display record methods 155
changing grouping criteria 155
changing sorting 155
overview 100
refreshing 102
removing filters 158
removing groups 157
restoring a full list 157, 158
selecting employees 101
selecting filters 157
selecting groups 156
show latest changes 102
using 154
Employee notes 222
adding/editing details 223
displaying summaries 223
Employee pay increases
implementing 433
Employee records 149
adding 120, 149
archiving 128
attaching documents to 116
creating manually 150
creating using New Employee Wizard 150
data entered on Contract tab 161
data entered on Dates tab 166
data entered on main screen 159
data entered on Pay Details tab 163
612
data entered on Personal tab 165
data entered on Working Time tab 168
deleting 120, 152
displaying 102
editing 120, 152
finding 101, 159
printing 121, 153
Employee screens 110
Attached Documents 116
detail screens 115
Details screen 115
Employee Details 110
summary screens 113
Employees
assigning work periods 178
finding 154
searching 154
setting security privileges 52
Employers’ Guide to HR
accessing 122
displaying topics 122
Employment history 226
adding/editing details 226
displaying summaries 226
End of year processing
absence allowances 187
Envelope templates
creating in Microsoft Word 322
Exchange rates
setting 63
Exit interview 228
adding/editing details 228
displaying details 228
Exiting
Database Maintenance module 438
InterBase Server Manager 460
Personnel Director 123
Screen Designer 522
INDEX
Exporting
items to Microsoft Outlook 284
Personnel Director graphs 355
screens 553
Exporting data
to a text file 131
using Microsoft Excel 148
using Personnel Director Spreadsheet 131
F
Fax covers 306
Field delimiter characters
for file import 444
Fields
adding 556
adding additional field properties 559
calculated 109
customising 109
deleting 559
setting display properties 560
setting pick list properties 563
setting security privileges 50
setting validation properties 562
setting value properties 560
setting web properties 567
specifying calculations 569
specifying field validation formulae 568
updating 558
Files
creating in Report List 300
deleting in Report List 302
editing in Report List 301
exporting in Report List 303
importing in Report List 302
moving to another folder in Report List 301
renaming in Report List 302
Filter
applying 295
deleting 296
editing 295
employees 290
examples 290
Filtering
graph data 349
Filters
removing from Employee Navigator 158
selecting 157
Finding
employee records 100
Finding employee records 101, 159
Finding employees
using a filter 290
using Employee Navigator 154
using groups 286
Folders
creating in Report List 299
deleting in Report List 300
renaming in Report List 300
Functions 601
setting security privileges 51
G
Global updates 417
using the Global Update Wizard 423
Graphs
about the Charting window 334
adding titles 335
applying 3-D effects 347
changing data 355
changing properties 350
changing the type 347
changing titles 350
copying to the clipboard 355
creating in Report List 300
displaying 333
displaying markers 350
displaying source data 335
examples
613
PERSONNEL DIRECTOR USER’S GUIDE
creating a 2 axis graph 337
employees by range of pay 340
exporting a Personnel Director graph 355
filtering data 335
filtering data for 349
filtering graphs 349
in reports 405
moving and zooming 348
overview 333
printing 346
saving 335, 345
setting up 335
types
area chart 335, 347
horizontal bar chart 335, 347
line graph 335, 347
pie chart 335, 347
point scatter chart 347
scatter chart 335
vertical bar chart 335, 347
using the Graph Wizard toolbar 335
working with 345
Grid 412
Grievance. See Disciplinary and grievance data
Groups 285
adding employees to a group 288
archiving employees by 128
creating new groups 289
deleting groups 289
displaying an employee’s group membership
289
displaying employees in a group 286
removing employees from a group 288
removing from Employee Navigator 157, 286
selecting 156, 286
614
H
Holiday and absence data
displaying in charts 173
displaying in schedules 174
displaying summaries 170
editing details 171
Holidays
carried over to next year 187
entering statutory 65
I
Images 221
displaying and attaching images 225
Import/export templates
creating new templates 446
editing templates 452
Importing
deleting import definitions 452
editing import definitions 452
importing data 452
populating pick lists after 456
recalculating after 453
screens 553
Working Time Regulations timesheets 267
Importing data
creating files for importing 445
creating new templates 446
deleting templates 452
editing templates 452
field delimiter characters 444
Installation 7
network server 9
additional Interbase licences 13
changing InterBase server password 17
InterBase server 10
Personnel Director databases 14
INDEX
workstation 17
checking server communications 19
configuring Personnel Director 26
InterBase client tools 18
Personal Director software 21
InterBase
changing server password 17
installing client tools on workstation 18
registering additional licences 13
server installation 10
using database maintenance utilities 459
InterBase Maintenance Manager
shutting down a database 466
starting 459
validating a database 464
InterBase Server Manager
exiting 460
L
Labels
used in designing screens 525, 526
Layout
working with reports 416
Learning to use Personnel Director 93
Letter templates 306
creating in Microsoft Word 318
creating new templates 317
modifying templates 315
pre-defined 306
Letters 306
Letters. See Word processor in Personnel Director
Logo
setting company logo 60
M
Mail server
setting 58
Mailing label templates
creating in Microsoft Word 319
Main menu 95
Main screen 94
employee data on 159
toolbars 97
Maternity data
adding/editing details 230
displaying summaries 230
Medical history 232
Medical history data
adding/editing details 232
displaying summaries 232
Memos 306
Menus
using in Report Scheduler 511
N
Navigating employee records 100
Navigation Control
Employee Navigator 100
Navigation buttons 115
shortcut bar 102
Network protocol
syntax 437
Network requirements 9
New Employee Wizard 150
Notes. See Employee notes
O
Objects
aligning 412
formatting 411
placing when designing a report 409
Objects. See Screen Designer controls.
Objects. See Screen print.
Offices
defining for the company 60
setting 62
Operators 601
rules of precedence 601
615
PERSONNEL DIRECTOR USER’S GUIDE
P
Page Designer
aligning objects 412
Design tab 408
formatting objects 411
placing objects and data fields 409
shapes, labels and images used in designing
reports 409
starting 408
toolbars 409
Password
changing for InterBase server 17
Pay Details tab
employee data entered on 163
Pay increase
implementing for employees 433
Pay period calculations
understanding 597
Pay periods
setting company pay periods 62
Pay records 234
adding/editing employee details 235
displaying employee summaries 234
Payroll Director
defining standard working hours for individual
employees 483
fields shared with Personnel Director 484
identifying the location of the Payroll Director
databases 477
linking Personnel Director databases to Payroll
Director companies 477
Payroll Director Paylink
configuring the payroll link 476
employee number notes 474
enabling Payroll Link 477
filtering employees transferred from Personnel
Director 481
installing 469
616
synchronising employee information 482
troubleshooting 487
using with Personnel Director 470
working with Payroll Link 471
Personal tab
employee data entered on 165
Personnel database 125
Personnel Director 57
backing up your data 6
configuring 26
exiting 123
finding reports, graphs and documents using
Report List 297
installing databases on server 14
installing software on the workstation 21
learning to use 93
main screen 94
maintaining the list of databases 440
registering your software 6
Report Scheduler
system requirements 500
setting up 57
starting 32, 55, 93
system requirements 8
upgrading from Personnel Manager 30
Personnel Director Spreadsheet
editing spreadsheet data 137
formatting data 139
setting print options 147
showing/hiding toolbars 139
working with spreadsheet data 144
working with spreadsheet files 133
working with spreadsheet tools 146
Personnel Manager, upgrading from 30
Photographs 224
Pick Lists 105
adding items to 107
displaying 106
populating after importing 456
INDEX
removing items from 107
selecting items from 106
Preferences
career event 80
diary reminder 81
setting absence options 85
setting add-on 84
setting automatic employee numbering 91
setting general 83
setting the allowance options 88
setting the turnover statistics option 87
setting up 79
Previewing archived reports 518
Privileges
setting for databases 47
setting for employees 52
setting for fields 50
setting for functions 51
setting for modules 46
setting for screens 48
setting for users 45
setting in template 45
Professional membership 237
adding/editing details 238
displaying summaries 237
Project timesheets. See Timesheets.
Purging archived reports 519
Purging data 457
Q
Qualifications 244
adding/editing details 245
displaying summaries 244
Queries
display and selection 358
simple 359
one table and no selection criteria 359
two tables and selection criteria 365
Query
creating for reports 358
deleting 386
editing 377
changing calculations 382
changing fields 381
changing groupings 383
changing selection criteria 384
changing sort order 385
changing SQL statements 386
changing tables 379
running 376
Query Designer
using to create or modify query 377
R
Recalculating values
after importing data 453
Recalculation program
installing and scheduling 29, 455
Record
setting your own for mail merge letters 314
Records
printing 153
Registering your software 6
Reminder triggers
adding to the diary 277
Report List
about the Report List window 298
exiting 297
files
creating 300
deleting 302
editing 301
exporting 303
importing 302
moving between folders 301
previewing 301
renaming 302
617
PERSONNEL DIRECTOR USER’S GUIDE
folders
creating 299
deleting 300
renaming 300
overview 297
previewing in Report List 301
refreshing 302
starting 297
using the toolbar 299
Report Scheduler
configuring 505
database connection 505
engine
starting 507
granting user access 508
installing 501
learning 510
main menu 511
main window 510
network requirements 500
starting 509
system requirements 500
client 500
email 500
server 500
workstation 500
toolbars
archive 512
help 513
report 512
Report Wizard 390
Reports
archived
deleting 519
emailing 519
previewing 518
purging 519
creating graphs in 405
creating in Report List 300
618
creating new reports 390
CrossTab Wizard example
creating an Days Lost report 401
overview 387
previewing design of 416
printing employee records 121
Report Wizard example
creating an Absence Details By Employee
report 397
creating an Employee List 390
creating an Employees Grouped by
Department report 394
scheduled
copying 517
deleting 518
modifying 517
scheduling new 513
Restarting databases 467
Restoring databases 462
S
Schedules for holiday and absence 174
determining employees to include 176
Schedules for holiday and absence data
changing the view 175
Screen Designer 521
about the Screen Designer window 523
adding a control 571
adding a new field 556
adding a new page to a tab 579
adding a tab 578
adding additional field properties 559
adding or updating screen notes 551
aligning screen elements 575
Alignment toolbar 526
changing a control 573
changing screen properties 550
changing tab order 580
changing tab properties 578
INDEX
Control Palette toolbar 525
creating a new screen 547
cutting, copying and pasting a control 573
deleting a control 574
deleting a field 559
deleting screens 552
designing screen prints 580
designing screens 523
Edit toolbar 524
elements of a screen 546
examples
creating a new screen (advanced) 534
creating a new screen (basic) 531
modifying a screen (advanced) 539
modifying an existing screen (basic) 527
exiting 522
exporting screens 553
File toolbar 524
importing screens 553
modifying an existing screen 549
overlapping screen elements 577
pick list
creating links to other pick lists 564, 566
removing a page from a tab 580
Screen Notes toolbar 552
setting field properties
display 560
pick list 563
validation 562
weblist 567
setting field value properties 560
setting up tabs 577
sizing screen elements 576
specifying field calculations 569
specifying field validation formulae 568
starting 522
updating a field 558
using the grid 575
working with controls 571
working with fields 556
Screen Designer controls
adding 571
adding a new page to a tab 579
adding a tab 578
aligning 575
changing 573
changing tab order 580
changing tab properties 578
cutting, copying and pasting 573
deleting 574
handling overlapping 577
overview 571
removing a page from a tab 580
setting up tabs 577
sizing 576
Screen print 591
about the Screen Print window 581
Align or Space toolbar 591
aligning and spacing objects 591
Data Components toolbar 589
examples
creating a layout 585
formatting 587
modifying a layout 583
fine tuning size and position used in designing
layouts 592
formatting graphic objects 591
formatting text objects 591
Nudge toolbar 593
opening layouts 581
positioning and sizing fields used in designing
layouts 590
previewing the design 593
shapes, labels and images used in designing
layouts 588
Size toolbar 592
Standard Components toolbar 588
619
PERSONNEL DIRECTOR USER’S GUIDE
toolbars 582
using a grid used in designing 592
Screens
adding 547
adding or updating screen notes 551
changing properties 550
deleting 552
exporting 553
importing 553
modifying 549
setting security privileges 48
Security
creating templates for user accounts 43
setting database level privileges 47
setting employee level privileges 52
setting field level privileges 50
setting function level privileges 51
setting module level privileges 46
setting privileges for user accounts 45
setting privileges in template 45
setting screen level privileges 48
setting up 35
Report Scheduler 508
using audit log for 54
Security Manager
adding new user account 37
main screen 36
starting 35
starting and using 35
Server
adding 439
deleting 439
disk storage requirements 9
requirements 8
updating definition 439
Service and support 595
Service Indicator
using to select service 507
620
Setting up
company offices 60
Setting up Personnel Director
career event preferences 80
company absence allowances 66
company information 60
company logo 60
company pay periods 62
company vehicle data 75
currency exchange rates 63
diary reminder preferences 81
display formats 58
preferences 79
setting the office 62
statutory holidays 65
using the Setup Wizard 58
Setup Wizard 58
Shortcut bar
Absence and Payroll 103
Employee 103
Employment 104
overview 102
Training and Education 104
Shutting down databases 466
Skills 246
adding/editing details 246
displaying summaries 246
Spreadsheet
system requirements 9
Starting
Database Maintenance module 438
InterBase Maintenance Manager 459
Screen Designer 522
Starting Personnel Director 32, 55, 93
Starting Report Scheduler 509
Summary screens 113
accessing 112
customising display 114
rearranging and sizing columns 113
INDEX
Support
before contacting technical support 596
hours 595
support after 30 days 595
with annual support contract 595
Syntax
network protocol 437
System requirements 8
application disk storage 9
client 8
data disk storage 9
network protocol 9
OLE links 9
Report Scheduler 500
server 8
workstation 8
T
Templates
creating for user accounts 43
deleting in Security Manager 45
letter templates 306
Microsoft Word envelope templates 322
Microsoft Word letter 318
Microsoft Word mailing label 319
modifying in Security Manager 44
setting security privileges 45
Timesheets
project
adding/editing details 240
displaying summaries 239
Working Time Regulations
changing timesheet colours 262
changing timesheet magnification 263
creating timesheets 257
deleting timesheets 266
exporting timesheets 268
importing 267
key dates 252
managing timesheets 255
modifying timesheets 266
opt out letters and agreements 253
overview 251
printing timesheet reports 272
printing timesheets 269
recording data 264
setting timesheet options 263
starting 256
understanding the data entry screen 259
using the toolbars 260
Toolbars
Database 100
Graph Wizard 335
Help 99
Main screen 97
Page Designer 409
Personnel Director Word Processor 322
Formatting 323
Tables 324
Record 97
Report List 299
Report Scheduler 512
Screen Designer
Alignment 526
Control Palette 525
Edit 524
File 524
Screen Notes 552
Screen Print Align or Space 591
Screen Print Data Components 589
Screen Print Draw 591
Screen Print Format 591
Screen Print Nudge 593
Screen Print Size 592
Screen Print Standard Components 588
Screen Print 582
Screens 97
621
PERSONNEL DIRECTOR USER’S GUIDE
Tools 98
Working Time Directive 260
Training history 242
displaying summaries 242
editing details 243
Turnover statistics
setting options 87
U
Updating data. See Batch updates
Updating data. See Global updates
User accounts
adding 37
deleting in Security Manager 45
modifying in Security Manager 44
setting security privileges 45
User record
setting 314
V
Views, changing on employee screens 112
W
Weekends and company holidays
excluding or including in absence calculations
85
Wizards
Batch Input Wizard 418
Employee Filter 290
Global Update Wizard 423
New Employee Wizard 150
Personnel Manager Upgrade 30
Query 358
Report Wizard 390
Setup Wizard 58
Word processor
system requirements 9
622
Word processor in Personnel Director 305
creating new letter templates 317
modifying letter templates 315
pre-defined letter templates 306
using 322
writing letters, memos and faxes 307
writing other documents 311
Work periods
assigning to employees 178
defining 73
Working Time Regulations
changing timesheet colours 262
changing timesheet magnification 263
creating timesheets 257
deleting timesheets 266
exporting timesheets 268
importing timesheets 267
key dates 252
managing timesheets 255
modifying timesheets 266
Opt Out letters and agreements 253
overview 251
printing timesheet reports 272
printing timesheets 269
recording data 264
setting timesheet options 263
showing/hiding toolbars 262
starting 256
understanding the data entry screen 259
using the toolbars 260
Working Time status
entering for employee 168
Working Time tab
employee data entered on 168
Working Time Tracker link
configuring the link 495
data import 493
INDEX
deleting employees 492
employee number notes 492
global updates and batch inputs 493
how it works 490
information shared with Personnel Director and
Payroll Director 493
installing 490
integration notes 492
Workstation
disk storage requirements 9
system requirements 8
Writing
faxes 307
letters 307
memos 307
other documents 311
623
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement