Screen Example
Most screens in Human Resources Administration have similar designs as shown in the following diagram.
Human Resources Administration Title Bar
The Human Resources Administration title bar identifies the name of the program you are running (in this case, Human Resources Administration, although screens in Human Resources
Maintenance are very similar) and the name of the screen that is currently active. When you first open Human Resources Administration, the screen that appears is the Employee Information screen.
Human Resources Control Icons
The icons, or buttons, in the upper right corner of the screen are standard Windows controls.
These buttons enable you to minimize, maximize, or close the application. If you attempt to close the application using the control icon, the system will prompt you to ensure that is your intent.
Note that maximizing an HR screen causes resizing, including the fonts displayed on the screen.
ID Region
Screens in Human Resources Administration that relate to individuals (i.e., not positions or payrolls) all feature an ID region immediately beneath the toolbar. The purpose of this region is to identify the person to whom the data relates, and to enable the user to execute a query
If the screen relates to applicants, this region will contain the name and social security number of the applicant, but is grayed (not active) so you cannot perform queries.
Data Region
Most screens in Human Resources Administration have a Data region directly beneath the ID region, and directly above the Data List region. The Data region has a name that reflects the contents of the screen (e.g., on the Skills screen, the Data region is labeled “Skill).
The purpose of the Data region is to show all the details about one particular row of data relating to the selected individual, and to enable updates or additions. The Data region of a screen contains fields and dropdowns.
Fields
Fields are spaces on screens where users can enter or view data. Therefore, fields in Human Resources Administration typically are located in the Data region of each screen.
For some fields, users directly type data, while other fields may be populated when a user selects a value from a dropdown list, a calendar, or a calculator. Still other fields are populated with option buttons or checkboxes.
You can determine the database source (or storage location) of most fields by changing the status to Update, placing your cursor in the field in question, and then pressing <F5>.
Field Descriptions
Field descriptions are view-only boxes on a screen that provide an explanation or description of a code, typically a code selected from a dropdown box. For example, if a payroll group is BWK, the description of that payroll group may be “Bi-Weekly Staff Payroll. Descriptions are typically supplied from the tables you populate in Human Resources Maintenance, where users create a code and a description for that code in a single table entry.
Dropdown Boxes
Dropdown boxes are fields with down arrows to the right. Dropdown boxes provide users with tools to help them complete fields correctly. Tools attached to dropdown boxes are:
Table list
Displays valid values defined in Human Resources or Common tables. Human Resources tables are populated in Human Resources Maintenance, while Common tables generally are populated using the Jenzabar CX table maintenance options. When a table list is attached to a field, the user must select a value from the list; the dropdown box does not accept data typed into the field.
Calendar
Displays dates from a standard calendar. If desired, the user can click on a date in the calendar to select it, or type a date in one of the following formats:
• mm dd yyyy
• mm-dd-yyyy
• mm/dd/yyyy Calculator
Displays a standard calculator on which numeric fields can be calculated. If desired, the user can compute a value, or simply type the value if it is known.
Comments
Many screens in Human Resources Administration contain comment fields. These fields can contain an unlimited amount of text, and users can edit the fields using standard Microsoft Windows keyboard functions, including cut, copy, and paste.
In your CX database, the text users enter is stored in a BLOB (Binary Large OBject) record.
Primary Tab
Most screens in Human Resources Administration contain a primary tab and a secondary tab.
The primary tab is active when the screen is first opened. The primary tab contains all the standard data fields that Human Resources Administration uses.
Users activate either tab by clicking on the appropriate primary or secondary labels. Note that the secondary tabs, which are labeled “Secondary in the standard CX product, can be renamed.
Throughout this help file, however, they are called secondary tabs.
Secondary Tab
The secondary tab on a Human Resources Administration screen is empty when the Human Resources product is first installed on your system. Its purpose is to allow your institution to capture all the unique data you need for your particular needs. With appropriate permission, a user can add data fields to the secondary tab and have those fields available for data entry for any or all users on your campus.
Users display the secondary tab by clicking on the secondary label, which appears on the rightmost or bottommost tab on your screens. Note that the secondary tab label is customizable, so it may be something other than “Secondary.
Grid
Most Human Resources screens contain grids that display all the data that relates to the selected ID or that satisfies the criteria specified for a query. If custom fields have been added to the secondary tab, the custom fields also appear in the grid.
Grids give a user an immediate display of several rows of data, enable the user to select a row of data for modification, and are easily rearranged and sorted to show the most important data.
The print icon on the toolbar causes the grid contents to print on the user’s selected printer.
Data List Region
The Data List region of a screen typically contains the grid. Occasionally, the region will also contain a Show All checkbox that changes the contents of the grid to include or exclude expired records, or one or more navigation buttons that enable you to access other screens or
information.
Scrollbar
Scrollbars are a standard Microsoft feature that enable you to move the information that appears in a defined viewing area so you can view information that was previously hidden outside the viewing area. The bars can move the information horizontally or vertically. To move the
information, click on the arrow in the direction you want to move, or click on the scrollbar itself. A progress box moves within the scrollbar to give you a visual cue about where the data you are viewing resides relative to the entire data set.
Data Service Name
The Data Service Name (DSN) indicates the name of the ODBC driver connection you are using.
The ODBC driver connects your PC to a database. Most users use names for their ODBC driver connections that relate to the database they reference. For example, if the database where your CX information resides is called jenza, that may also be the name of your ODBC driver
connection to that database. For more information about establishing an ODBC connection between Human Resources and your database, see the Jenzabar documents Human Resources Installation Guide and CX ODBC Driver Installation Guide.
Status Bar
The status bar, appearing in the center of the bottom of Human Resources screens, provides information about the state of the application. During most of your usage of Human Resources, this area of the screen is blank, since status messages typically relate to the launching and closing of the application. Typical status messages include:
• Retrieving permissions
• Checking permissions
• Loading tables
• Shutdown... please wait Status
The Status box appears in the lower left corner of the screen, and indicates the system’s current mode of operation. When prepared to receive a command such as Add or Update, the status is Ready. After such a command is received (e.g., Add), the status is Add status. Users should be aware of the status to ensure it is compatible with what they want to do.
Human Resources Administration Menu Bar
The menu bar is a horizontal list of major functions or product areas you can access from Human Resources Administration. This bar appears immediately under the title bar that names the application you are using, and just above the toolbar. On each screen, the more commonly used features from the menu bar appear on the toolbar.
The following example shows the standard Human Resources Administration menu bar. Note the location of the menu bar just below the title bar.
Title bar
Contains the name of the application (e.g., HR Administration) and the current screen (e.g., Employee Information).
File menu Lets you:
• Select or change databases
• Close the current screen
• Access Impromptu reports on the Web
• Send e-mail
• Retrieve the latest executable of HR from the Jenzabar Website
• Exit from the Human Resources Administration applications Edit menu
Lets you copy or paste information, using the Windows clipboard to temporarily hold information that you want to move or duplicate.
Database menu
Lets you select Add, Delete, or Update commands. You can also commit or cancel your work or reload the tables used on a selected screen to obtain refreshed data.
Demographics menu
Lets you select the screens that contain employee identification, background, and profile information.
Assignment menu
Lets you select the screen that relates employees to job assignments, as well as the screen that maintains employee benefits.
Position menu
Lets you access the screens that contain position, compensation plan, open job, and applicant information.
Payroll menu
Lets you select the screens that relate to employee salaries or wages and Payroll processing.
Window menu
Lets you access any windows that are active within the Human Resources Administration applications.
Reports menu
Provides access to the report building and report processing options, as well as the W-2 record build process.
Help menu
Lets you access online help. Online help consists of a searchable index, a table of contents, an assortment of help topics, information about the version of HR you are using, and a review of the new features contained in that version.
Human Resources Administration Toolbar
The toolbar contains buttons with pictures or icons. When you click on any of the buttons, you execute a command or implement a feature. The toolbar appears on every Human Resources Administration screen, just below the menu bar.
An example of the Human Resources Administration toolbar follows. On this example, all the icons on the buttons are colored, indicating they are active. When the icons appear in shades of gray and white only, they are inactive (i.e., the related command is not available at the current time).
When you are using the Human Resources Administration applications, you can also view a brief description of each command by placing your cursor arrow on the button. If you do not move the arrow for a few seconds, a small pop-up box with the description appears.
Close Button
A command button that closes the current screen you are using. If other screens are open, the previous screen used will appear when you select this command.
Print Button
A command button that enables you to print the contents of a grid. For example, on the Position Management screen, you could query a list of positions, and then use this command button to print the list. A grid must appear on the current screen to activate this command.
Copy Button
A command button that enables you to copy information you have highlighted, saving it in the Windows clipboard for use in another location or application.
Paste Button
A command button that enables you to place information from the Windows clipboard in the current cursor location.
Commit Button
A command button that saves the current information in the records in your database.
Cancel Button
A command button that abandons your current work, discarding any changes made since you last committed your work.
Update Button
A command button that initiates the Update status, in which you can change the contents of existing records. You must query for existing records before you can select Update.
Add Button
A command button that initiates the Add status, in which you can add or insert records for an employee or position.
Delete Button
A command button that enables you to delete the selected record. Because deleting records that have already been used or processed can interfere with the integrity of your data, Human Resources will only enable you to delete certain records.
Events Button
A command button that displays the Events screen associated with the current screen. For example, if you are using the Compensation screen, this button will display the Compensation Events screen on which you can record an event and comments specifically relating to compensation (e.g., a raise or a bonus).
Refresh Button
A command button that causes the system to reload the tables used in dropdowns on the current screen. For example, if you are entering adjustments on the Deductions/Allowances/Fringes screen for a particular employee and discover that you had neglected to select a certain benefit, you can:
• Open the Benefits screen
• Select the benefit
• Return to the Deductions/Allowances/Fringes screen
• Click the Refresh button
The dropdown list of benefits will include the newly selected benefit, without your having to close
Image Button
A command button that opens the Select Image window for the selected applicant or employee. If you are using the Applicants screen, the listed images will relate to the highlighted applicant in the Applicants region; if you are using any of the employee-related screens, the listed images will relate to the employee whose ID information appears in the ID region of the screen.
E-mail Button
A command button that opens an e-mail message window so you can use your standard e-mail program to contact the individual with whom you are working.
Help Button (Table of Contents)
A command button that enables you to review the online help table of contents for Human Resources.
Help Button (Index)
A command button that enables you to access the Human Resources online help index.
Secondary Tabs in Human Resources Administration
Many institutions need to add custom fields to their Human Resources Administration screens to maintain their own unique information. If your institution has such a need, your custom fields can be added to the secondary tabs that are available on many HR Administration screens.
You must have carsprog permissions to be able to add custom fields to the secondary tabs. If you do not have carsprog permissions, you will not have the Customize option on the File:
Preferences menu.
Any user with database permissions to the affected records and tables can access, view, or update information on the secondary tabs.
The following screens have secondary tabs:
• Applicants screen
• Applicants Contacts screen
• Applicants Education screen
• Applicants Exam Scores screen
• Applicants Image Management screen
• Applicants Skills screen
• Applicants Work Experience screen
• Benefits screen
• Compensation screen
• Constituent Status screen
• Contacts screen
• Contracts screen
• Direct Deposit screen
• EEO Statistics screen
• Education screen
• Emergency Contacts screen
• Employee Information screen
• Events screen
• Exam Scores screen
• Image Management screen
• Job Assignment screen
• Open Jobs screen
• Other Addresses screen
• Other Names screen
• Payroll Management screen
• Position Management screen
• Skills screen
• Work Experience screen