Human
Resources
© 2005, Jenzabar, Inc.
5 Cambridge Center
Cambridge, MA 02142
1.877.535.0222
www.jenzabar.net
This document is confidential and contains proprietary information. The use of this document is subject to the license agreement that governs usage of the associated software. No part of this document may be photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Jenzabar, Inc. This document may contain errors, omissions, or typographical errors and does not represent any commitment or guarantee by Jenzabar. The information herein is subject to change with or without notice. Jenzabar disclaims any liability from the use of information herein. Please refer to the most current product release notes for updated information. All rights reserved.
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JENZABAR, INC.
HUMAN RESOURCES USER GUIDE TABLE OF CONTENTS
SECTION 1 - GETTING STARTED... 1
Overview... 1
Introduction ... 1
Human Resources Processing Flow ... 2
Payroll Processing Flow ... 2
Assumptions, Conventions, and Tools ... 4
Introduction ... 4
Logging in to Human Resources Administration ... 4
Using the Calendar in Human Resources ... 4
Using the Calculator in Human Resources ... 5
Using Table Lookup... 5
Using Human Resources Documentation ... 5
Online Help Conventions... 6
Style Conventions... 7
Printing Help Topics ... 8
Responding to Errors within Human Resources ... 8
Exiting Human Resources ... 8
Setting Up Preferences ... 9
Introduction ... 9
Customizing Screen Usage Features... 9
Selecting a Printer for Human Resources ... 10
Screen Customizations... 11
Customizing Screens in Human Resources Administration ... 11
Adding Text to Customized Screens ... 12
Removing Fields and Labels from Customized Screens... 12
Editing Labels on Customized Screens... 13
Setting Navigation Sequences on Customized Screens ... 13
Renaming Tabs and Frames on Customized Screens... 14
Using Grids ... 15
Changing the Layout of Grids... 15
Reorganizing and Sorting Grid Columns ... 16
Resizing Grid Rows and Columns... 16
Saving Changes to Grid Columns ... 17
Resizing Grid Columns ... 17
Common Procedures... 18
Introduction ... 18
Adding Records ... 18
Updating Records ... 18
Copying an Existing Record ... 19
Deleting Records ... 19
Working with IDs... 20
Introduction ... 20
Performing a Query ... 20
Direct Querying in the ID Information Region... 20
Querying in the ID Lookup Screen ... 20
Adding IDs ... 21
Tips for Adding IDs ... 21
Updating IDs ... 22
Using Privacy Codes ... 22
Overview... 23
Introduction ... 23
Organization ... 23
Screen Differences ... 23
Privacy Code Feature... 23
Screen Composition and Navigation ... 24
Screen Example ... 24
Human Resources Administration Title Bar ... 24
Human Resources Control Icons... 24
ID Region... 24 Data Region... 25 Fields ... 25 Field Descriptions ... 25 Dropdown Boxes ... 25 Comments ... 26 Primary Tab ... 26 Secondary Tab ... 26 Grid ... 26
Data List Region ... 26
Scrollbar... 26
Data Service Name ... 27
Status Bar ... 27
Status... 27
Human Resources Administration Menu Bar ... 27
Human Resources Administration Toolbar... 28
Secondary Tabs in Human Resources Administration... 30
Applicants Screen... 32
Purpose ... 32
Access ... 32
Contents ... 32
Personal Tab - Applicants Screen ... 32
Qualifications Tab - Applicants Screen ... 33
ADA Tab - Applicants Screen... 34
Positions Tab - Applicants Screen... 35
Application Tab - Applicants Screen... 36
Secondary Tab - Applicants Screen ... 36
Open Jobs - Applicants Screen ... 37
Applicants - Applicants Screen... 37
Applicants Contacts Screen ... 39
Purpose ... 39
Access ... 39
Contents ... 39
Applicant Identification - Applicants Contacts Screen ... 39
Contact - Applicants Contacts Screen... 39
Contact List - Applicants Contacts Screen ... 40
Secondary Tab - Applicants Contacts Screen... 41
Applicants Education Screen ... 42
Purpose ... 42
Access ... 42
Contents ... 42
Applicant Identification - Applicants Education Screen ... 42
Education - Applicants Education Screen ... 42
Education List - Applicants Education Screen... 43
Secondary Tab - Applicants Education Screen... 44
Applicants Events Screen... 45
Access ... 45
Contents ... 45
Applicant Identification - Applicants Events Screen ... 45
Event Applicants Information - Applicants Events Screen ... 45
Events - Applicants Events Screen ... 46
Secondary Tab - Applicants Events Screen... 47
Applicants Exam Scores Screen ... 48
Purpose ... 48
Access ... 48
Contents ... 48
Applicant Identification - Applicants Exam Scores Screen... 48
Exam Score - Applicants Exam Scores Screen ... 48
Exam Score List - Applicants Exam Scores Screen... 49
Secondary Tab - Applicants Exam Scores Screen ... 49
Applicants Image Management Screen ... 51
Purpose ... 51
Access ... 51
Contents ... 51
Applicant Identification - Applicants Image Management Screen ... 51
Image - Applicants Image Management Screen ... 51
Image List - Applicants Image Management Screen... 52
Secondary Tab - Applicants Image Management Screen... 53
Applicants Skills Screen ... 54
Purpose ... 54
Access ... 54
Contents ... 54
Applicant Identification - Applicants Skills Screen... 54
Skill - Applicants Skills Screen ... 54
Skill List - Applicants Skills Screen... 55
Secondary Tab - Applicants Skills Screen ... 56
Applicants Work Experience Screen ... 57
Purpose ... 57
Access ... 57
Contents ... 57
Applicant Identification - Applicants Work Experience Screen... 57
Work Experience - Applicants Work Experience Screen ... 57
Work Experience List - Applicants Work Experience Screen... 58
Secondary Tab - Applicants Work Experience Screen ... 59
Benefits Screen ... 60
Purpose ... 60
Access ... 60
Contents ... 60
ID Information - Benefits Screen ... 60
Selection Tab - Benefits Screen ... 61
Time Tab - Benefits Screen... 62
Track Tab - Benefits Screen... 63
Beneficiaries Tab - Benefits Screen ... 63
Beneficiaries/Dependents grids - Benefits Screen ... 64
Secondary Tab - Benefits Screen... 65
Benefits Selection Window ... 66
Purpose ... 66
Access ... 66
Contents ... 66
Cash Benefits Available (Benefits Selection Window) ... 67
Cash Benefits This Position (Benefits Selection Window) ... 67
Time Benefits This Position (Benefits Selection Window)... 68
Benefit Time Detail Window ... 69
Purpose ... 69 Access ... 69 Contents ... 69 Compensation Screen ... 70 Purpose ... 70 Access ... 70 Contents ... 70
Employee - Compensation Screen... 70
Job - Compensation Screen ... 70
Compensation - Compensation Screen ... 71
Compensation List - Compensation Screen... 72
Secondary Tab - Compensation Screen ... 73
Compensation Plans Screens ... 74
Purpose ... 74
Types of Plans ... 74
Access ... 74
What are compensation plans? ... 74
Example of a Step/Level Compensation Plan ... 74
Example of a Range Compensation Plan ... 75
Step/Level Compensation Plans Screen... 76
Purpose ... 76
Access ... 76
Contents ... 76
Step/Level Plan - Step/Level Compensation Plans Screen ... 76
Step/Level Detail - Step/Level Compensation Plans Screen ... 77
Step/Level Plan Lists - Step/Level Compensation Plans Screen... 77
Range Compensation Plans Screen ... 79
Purpose ... 79
Access ... 79
Contents ... 79
Range Plan - Range Compensation Plans Screen ... 79
Range Detail - Range Compensation Plans Screen ... 79
Range Plan List - Range Compensation Plans Screen ... 80
Constituent Status Screen... 82
Purpose ... 82
Access ... 82
Contents ... 82
ID Information - Constituent Status Screen... 82
Constituent Status - Constituent Status Screen ... 83
Constituent Status List - Constituent Status Screen ... 83
Secondary Tab - Constituent Status Screen ... 84
Contacts Screen ... 85
Purpose ... 85
Access ... 85
Contents ... 85
What are contacts?... 85
ID Information - Contacts Screen ... 85
Contact - Contacts Screen ... 86
Contact List - Contacts Screen... 86
Secondary Tab - Contacts Screen ... 87
Contracts Screen... 88
Purpose ... 88
Access ... 88
Employee - Contracts Screen... 88
Job - Contracts Screen... 88
Contract - Contracts Screen ... 89
Contract List - Contracts Screen ... 90
Secondary Tab - Contracts Screen ... 90
Custom Screen... 92 Purpose ... 92 Access ... 92 Contents ... 92 Deductions/Allowances/Fringes Screen... 93 Purpose ... 93 Access ... 93 Contents ... 93
ID Information - Deductions/Allowances/Fringes Screen ... 93
Adjustment - Deductions/Allowances/Fringes Screen... 94
Adjustment List - Deductions/Allowances/Fringes Screen... 95
Default Adjustments Window... 98
Purpose ... 98
Access ... 98
Contents ... 98
Direct Deposit Screen... 100
Purpose ... 100
Access ... 100
Contents ... 100
ID Information - Direct Deposit Screen... 100
Check Allocation - Direct Deposit Screen ... 100
Check Allocation List - Direct Deposit Screen... 101
Secondary Tab - Direct Deposit Screen ... 102
Display Preferences Window... 103
Purpose ... 103 Access ... 103 Contents ... 103 Education Screen ... 104 Purpose ... 104 Access ... 104 Contents ... 104
ID Information - Education Screen ... 104
Education - Education Screen ... 105
Education List - Education Screen ... 106
Secondary Tab - Education Screen... 107
EEO Information Window ... 108
Purpose ... 108
Access ... 108
Contents ... 108
EEO Statistics Screen ... 109
Purpose ... 109
Access ... 109
Contents ... 109
EEO Information - EEO Statistics Screen ... 109
Statistical Information - EEO Statistics Screen ... 110
Statistical Summary - EEO Statistics Screen ... 110
Secondary Tab - EEO Statistics Screen ... 111
Emergency Contacts Screen... 112
Purpose ... 112
Access ... 112
ID Information - Emergency Contacts Screen... 112
Emergency Contact - Emergency Contacts Screen... 113
Emergency Contact List - Emergency Contacts Screen ... 113
Secondary Tab - Emergency Contacts Screen ... 114
Employee Information Screen ... 116
Purpose ... 116
Other Access ... 116
Contents ... 116
ID Information - Employee Information Screen ... 116
Personal Tab - Employee Information Screen ... 117
Address Tab - Employee Information Screen ... 118
Other Information Tab - Employee Information Screen... 118
More Information - Employee Information Screen... 120
Secondary Tab - Employee Information Screen ... 121
Events Screen ... 122
Purpose ... 122
Access ... 122
Contents ... 122
ID Information - Events Screen ... 122
Event Information - Events Screen... 122
Events - Events Screen ... 123
Secondary Tab - Events Screen... 124
Exam Scores Screen... 125
Purpose ... 125
Access ... 125
Contents ... 125
ID Information - Exam Scores Screen ... 125
Exam - Exam Scores Screen ... 125
Exam List - Exam Scores Screen... 126
Secondary Tab - Exam Scores Screen ... 127
ID Lookup Screen... 128
Purpose ... 128
Access ... 128
Contents ... 128
ID Lookup - ID Lookup Screen ... 128
ID List - ID Lookup Screen ... 129
Image Management Screen ... 131
Purpose ... 131
Access ... 131
Contents ... 131
ID Information - Image Management Screen ... 131
Image - Image Management Screen ... 132
Image List - Image Management Screen ... 132
Secondary Tab - Image Management Screen ... 133
Job Assignment Screen... 134
Purpose ... 134
Access ... 134
Contents ... 134
ID Information - Job Assignment Screen... 134
Job Assignment - Job Assignment Screen... 134
Job Assignment List - Job Assignment Screen ... 136
Secondary Tab - Job Assignment Screen... 137
Job Funding Screen ... 138
Purpose ... 138
Access ... 138
Funding for Assignment - Job Funding Screen ... 138
Assignment Funding List - Job Funding Screen... 139
Login Screen ... 141
Purpose ... 141
Access ... 141
Contents ... 141
Main Human Resources Administration Screen... 142
Purpose ... 142
Open Jobs Screen... 143
Purpose ... 143
Access ... 143
Contents ... 143
Open Job - Open Jobs Screen ... 143
Open Job List - Open Jobs Screen ... 144
Secondary Tab - Open Jobs Screen ... 145
Other Addresses Screen ... 146
Purpose ... 146
Access ... 146
Contents ... 146
ID Information - Other Addresses Screen ... 146
Other Address - Other Addresses Screen... 147
Other Address List - Other Addresses Screen ... 147
Secondary Tab - Other Addresses Screen ... 148
Other Names Screen... 150
Purpose ... 150
Access ... 150
Contents ... 150
ID Information - Other Names Screen ... 150
Other Name - Other Names Screen ... 151
Other Name List - Other Names Screen ... 151
Secondary Tab - Other Names Screen ... 152
Parameter Properties Window ... 153
Purpose ... 153
Access ... 153
Contents ... 153
Payroll Management Screen ... 155
Purpose ... 155
Access ... 155
Contents ... 155
Payroll Select - Payroll Management Screen... 155
Payroll - Payroll Management Screen ... 156
Payroll List - Payroll Management Screen ... 156
Secondary Tab - Payroll Management Screen ... 158
Position Control Number Lookup Window... 159
Purpose ... 159
Access ... 159
Contents ... 159
PCN Lookup - PCN Lookup Window... 159
PCN Lookup Grid - PCN Lookup Window ... 160
Position Funding Screen ... 161
Purpose ... 161
Access ... 161
Contents ... 161
Funding for Position - Position Funding Screen ... 161
Position Funding List - Position Funding Screen... 162
Purpose ... 164
Access ... 164
Contents ... 164
Position - Position Management Screen ... 164
Position List - Position Management Screen... 165
Secondary Tab - Position Management Screen... 166
Qualifications Selection Window ... 167
Purpose ... 167 Access ... 167 Contents ... 167 Relationships Screen... 169 Purpose ... 169 Access ... 169 Contents ... 169
ID Region - Relationships Screen ... 169
Working with Relationships ... 169
Relationship - Relationships Screen ... 170
Relationship List - Relationships Screen... 170
Report Builder Screen ... 172
Purpose ... 172
Access ... 172
Contents ... 172
Report - Report Builder Screen ... 172
Report List - Report Builder Screen... 173
Report Selection Window ... 175
Purpose ... 175
Access ... 175
Contents ... 175
Report Processing Screen... 176
Purpose ... 176
Access ... 176
Contents ... 176
Requested Reports - Report Processing Screen ... 176
Report List - Report Processing Screen ... 177
Select E-Mail Address Window ... 178
Purpose ... 178
Access ... 178
Contents ... 178
Select Image Window... 179
Purpose ... 179
Access ... 179
Contents ... 179
Select Benefits Window... 180
Purpose ... 180 Access ... 180 Contents ... 180 Skills Screen ... 181 Purpose ... 181 Access ... 181 Contents ... 181
ID Information - Skills Screen ... 181
Skill - Skills Screen ... 181
Skill List - Skills Screen ... 182
Secondary Tab - Skills Screen ... 183
Time Entry Screen... 184
Access ... 184
Contents ... 184
Payroll Selection - Time Entry Screen... 184
Time - Time Entry Screen... 185
W-2 Review Screen... 188
Purpose ... 188
Access ... 188
Contents ... 188
W2 Tab - W2 Review Screen ... 188
Other Tab - W2 Review Screen... 188
Employee List - W2 Review Screen ... 188
Work Experience Screen... 190
Purpose ... 190
Access ... 190
Contents ... 190
ID Information - Work Experience Screen... 190
Work Experience - Work Experience Screen ... 191
Work Experience List - Work Experience Screen ... 191
Secondary Tab - Work Experience Screen ... 192
SECTION 3 - WORKING WITH POSITIONS, JOBS, AND COMPENSATION PLANS... 193
Introduction ... 193
Overview... 193
What is a Position? ... 193
What is a Job? ... 193
What are PCN Numbers?... 194
Creating a Position ... 194
Tips for Creating a Position ... 194
Funding a Position ... 195
Tips for Funding a Position or Job... 195
Assigning Benefits to a Position ... 196
Tips for Assigning Benefits to a Position ... 196
Assigning Default Benefits to a Position... 196
Creating a Compensation Plan... 197
Example of a Step/Level Plan Setup ... 197
Assigning a Compensation Plan to a Position... 198
Assigning Qualifications to Positions, Open Jobs, or Job Applicants ... 198
SECTION 4- WORKING WITH OPEN JOBS AND APPLICANTS... 201
Overview... 201
Introduction ... 201
Identifying Open Jobs ... 201
Tips for Identifying Open Jobs... 201
Funding a Job ... 202
Tracking Applicants ... 202
Tips for Adding Applicants to the Applicant Pool... 203
Maintaining EEO Statistics ... 203
Hiring Employees... 204
Hiring Employees from an Applicant Pool ... 204
Tips for Hiring Applicants from an Applicant Pool ... 205
SECTION 5- WORKING WITH EMPLOYEES ... 207
Overview... 207
Introduction ... 207
Directly Assigning an Employee to a Job ... 207
Tracking Personnel Events... 208
Tips for Tracking Personnel Events... 208
Updating Employee Information ... 208
Adding Employee Information ... 209
Maintaining Skill Information... 210
Maintaining Education Information ... 210
Maintaining Emergency Contact Information ... 211
Tips for Maintaining Emergency Contacts... 212
Maintaining Exam Score Information ... 212
Maintaining Experience Information ... 213
Tracking Contacts... 213
Maintaining Alternate Employee Names ... 214
Maintaining Other Addresses for Employees ... 214
Maintaining Images for Applicants or Employees ... 215
Maintaining Constituent Information ... 216
Maintaining Event Information ... 217
Corresponding With Employees and Applicants ... 217
Sending E-Mail ... 217
SECTION 6- WORKING WITH SALARIES, WAGES, AND PAYROLLS ... 219
Overview... 219
Introduction ... 219
Compensating Employees... 219
Tips for Compensating Employees... 220
Raising an Employee’s Salary or Wages Directly ... 220
Raising an Employee’s Salary or Wages Through Compensation Plans ... 221
Providing Temporary Compensation or Bonuses... 221
Tips for Providing Temporary Compensation or Bonuses ... 222
Compensating Employees for a Second Job ... 222
Tracking Contracts... 223
Recording Adjustments, Allowances, and Fringe Benefits... 223
Tips for Adding Adjustments... 224
Using Earned Income Credit ... 225
Setting Up Voluntary Adjustments... 225
Computing Year-to-Date Adjustments... 226
Setting Up Direct Deposits ... 226
Tips for Setting Up Direct Deposit ... 226
Starting or Modifying a Payroll... 227
Tips for Starting or Modifying a Payroll ... 228
Accruing Benefits... 228
Recording Benefits and Work Time... 229
Tips for Recording Benefits and Work Time... 230
Defaulting Time in Time Entry ... 230
Verifying Payroll Calculations ... 230
Running the Post Payroll Process ... 231
Tips for Running Post Payroll ... 231
Accruing, Using, and Adjusting Time Benefits ... 232
Processing Payroll Checks... 232
Modifying Check Stubs, Earnings Statements, and Direct Deposit Forms ... 233
Responding to Post Payroll Errors ... 233
Reprocessing Payroll Checks... 233
Computing Wages and Salaries ... 234
Correctly Entering Salary Information... 234
Correctly Matching Payroll Types with Compensation Types ... 235
Computing Gross Wages for Hourly Employees... 235
Computing Gross Wages for Less than One Pay Period ... 238
Computing Overtime Wages ... 238
Computing Adjustments to Gross Pay... 239
Example of Adjustment Computation ... 240
Types of Adjustments ... 240
Calculating FICA and Other Deductions with Maximum Amounts ... 241
Using Less-than-Annual Payment Plans ... 242
Using Compensation Plans ... 243
SECTION 7- WORKING WITH REPORTS AND W-2S ... 245
Overview... 245 Introduction ... 245 Overview of HR Reporting... 245 Creating a Report ... 247 Introduction ... 247 Standard Process ... 247
Creating an HR ACE Report... 247
Retrieving Data with an App Server Query ... 248
Creating an HR Report Using an SQL Query... 248
Finishing a Report ... 249
Steps to Completion ... 249
Testing Your Queries... 249
Formatting an MSWord Merge Report or Letter... 250
Setting Up Report Permissions ... 251
Editing a Report ... 251
Defining Report Parameters ... 252
Maintaining Your Report List ... 253
Running a Report... 253
Processing W-2 Information ... 255
Introduction ... 255
Building the W-2 Records... 255
Reviewing the W-2 Records ... 256
Printing W-2 Forms... 256
Printing a Single W-2 Form ... 257
Producing the W-3 Report ... 257
Submitting the W-2 Information Electronically... 257
APPENDIX A TABLE SETUP INFORMATION... 259
Overview... 259
Introduction ... 259
Logging in to Human Resources Maintenance ... 259
Overview of Human Resources Maintenance ... 260
Purpose ... 260
Table Screen Display ... 260
Title bar, Menu bar, and Toolbar components ... 260
Using HR Maintenance... 264
Locating and Entering Table Information ... 264
Performing a Query in Human Resources Maintenance... 264
Working with Tables ... 265
List of Tables ... 265
ADA Accommodations Table... 267
Purpose ... 267
Access ... 267
Contents ... 267
How does HR Administration use the ADA Accommodations Table? ... 267
Accommodation Code List Region - ADA Accommodations Table... 267
Adjustment Comparison Table ... 269
Purpose ... 269
Access ... 269
Contents ... 269
How does HR Administration use the Adjustment Comparison Table? ... 269
Adjustment Comparison - Adjustment Comparison Table ... 269
Adjustment Comparison List - Adjustment Comparison Table... 270
Adjustments Table... 271
Purpose ... 271
Access ... 271
Contents ... 271
How does HR Administration use the Adjustments Table?... 271
Adjustments for Payroll - Adjustments Table ... 271
Selecting an Adjustment Type... 273
Tabs on the Adjustment Table Screen ... 273
Liabilities/Expenses Tab - Adjustments Table... 274
Masking Accounts ... 274
Computation Tab - Adjustments Table ... 275
Tax Tab - Adjustments Table ... 276
W-2 Tab - Adjustments Table... 277
Adjustments for Payroll List - Adjustments Table... 278
Adjustments Exclusion Table ... 279
Purpose ... 279
Access ... 279
Contents ... 279
How does HR Administration use the Adjustments Exclusion Table? ... 279
Maintaining Adjustment Exclusion Codes ... 279
Adjustments Exclusion - Adjustments Exclusion Table... 280
Adjustments Exclusion List - Adjustments Exclusion Table ... 280
Benefit Plan Table ... 281
Purpose ... 281
Access ... 281
Contents ... 281
How does HR Administration use the Benefit Plan Table? ... 281
Benefit Code - Benefit Plan Table ... 281
Benefit Code List - Benefit Plan Table ... 282
Benefit Rate Table... 283
Purpose ... 283
Access ... 283
Contents ... 283
Benefit Rate Code - Benefit Rate Table ... 283
Benefit Rate Code List - Benefit Rate Table ... 284
Benefit Track Table ... 285
Purpose ... 285
Access ... 285
Contents ... 285
How does HR Administration use the Benefit Track Table? ... 285
Benefit Track Code - Benefit Track Table ... 285
Benefit Track Code List - Benefit Track Table... 286
Compensation Plan Table ... 287
Purpose ... 287
Access ... 287
Contents ... 287
How does HR Administration use the Compensation Plan Table? ... 287
Compensation Code List - Compensation Plan Table ... 288
Configuration Table ... 289
Purpose ... 289
Access ... 289
Contents ... 289
How does HR Administration use the Configuration Table? ... 289
Configuration Region - Configuration Table ... 289
Configuration List Region - Configuration Table ... 289
Contact Table ... 291
Purpose ... 291
Access ... 291
Contents ... 291
How does HR Administration use the Contact Table? ... 291
Contact - Contact Table... 291
Contact List - Contact Table ... 292
Contract Table ... 293
Purpose ... 293
Access ... 293
Contents ... 293
How does HR Administration use the Contract Table? ... 293
Contract Code - Contract Table... 293
Contract Code List - Contract Table ... 293
Default Adjustment Table ... 294
Purpose ... 294
Access ... 294
Contents ... 294
How does HR Administration use the Default Adjustment Table? ... 294
Default Adjustment - Details Window ... 295
Department Table... 297
Purpose ... 297
Access ... 297
Contents ... 297
How does HR Administration use the Department Table?... 297
Department Code - Department Table ... 297
Department Code List - Department Table ... 297
Display Preferences Window... 299
Purpose ... 299 Access ... 299 Contents ... 299 Division Table ... 300 Purpose ... 300 Access ... 300 Contents ... 300
How does HR Administration use the Division Table? ... 300
Division Code - Division Table... 300
Division Code List - Division Table ... 300
EEO Sort Table ... 302
Purpose ... 302
Access ... 302
Contents ... 302
How does HR Administration use the EEO Sort Table? ... 302
EEO Sort Code - EEO Sort Table ... 302
EEO Sort Code List - EEO Sort Table... 302
Employee Status Table ... 304
Purpose ... 304
Contents ... 304
How does HR Administration use the Employee Status Table? ... 304
Employee Status Code - Employee Status Table ... 304
Employee Status Code List - Employee Status Table... 304
Event Groups Table... 305
Purpose ... 305
Access ... 305
Contents ... 305
How does HR Administration use the Event Groups Table? ... 305
Event Group Code - Event Groups Table ... 305
Event Group Code List - Event Groups Table... 305
Events Table... 307
Purpose ... 307
Access ... 307
Contents ... 307
How does HR Administration use the Events Table?... 307
Event Information - Events Table ... 307
Event List - Events Table... 308
Image Class Table... 309
Purpose ... 309
Access ... 309
Contents ... 309
How does HR Administration use the Image Class Table? ... 309
Image Class - Image Class Table ... 309
Image Class List - Image Class Table... 309
Inclusion Table ... 311
Purpose ... 311
Access ... 311
Contents ... 311
How does HR Administration use the Inclusion Table? ... 311
Inclusion Information - Inclusion Table ... 311
Inclusion List - Inclusion Table ... 312
Login Screen ... 313
Purpose ... 313
Access ... 313
Contents ... 313
Low Income Table ... 314
Purpose ... 314
Access ... 314
Contents ... 314
How does HR Administration use the Low Income Table? ... 314
Low Income - Low Income Table... 314
Low Income List - Low Income Table ... 314
Main Human Resources Maintenance Screen... 316
Purpose ... 316
Payroll Table... 317
Purpose ... 317
Access ... 317
Contents ... 317
How does HR Administration use the Payroll Table?... 317
Payroll Code - Payroll Table... 317
Check Sub-Region - Payroll Code Region ... 318
Direct Deposit Sub-Region - Payroll Code Region... 318
Payroll Code List - Payroll Table ... 319
Payroll Permission Table... 320
Access ... 320
Contents ... 320
How does HR Administration use the Payroll Permission Table?... 320
Payroll Permission - Payroll Permission Table... 320
Payroll Permission List - Payroll Permission Table ... 321
Adjustments on Payroll Documents Setup Screen ... 322
Purpose ... 322
Access ... 322
Contents ... 322
What are pay stubs?... 322
What are earnings statements?... 322
Primary Occupation Table ... 323
Purpose ... 323
Access ... 323
Contents ... 323
How does HR Administration use the Primary Occupation Table?... 323
Primary Occupation Code - Primary Occupation Table ... 323
Primary Occupation List - Primary Occupation Table ... 323
Qualifications Table ... 324
Purpose ... 324
Access ... 324
Contents ... 324
How does HR Administration use the Qualifications Table?... 324
Qualifications Code - Qualifications Table ... 324
Qualifications Code List - Qualifications Table... 324
Reduction Table ... 326
Purpose ... 326
Access ... 326
Contents ... 326
How does HR Administration use the Reduction Table? ... 326
Reduction Information - Reduction Table... 326
Reduction Information List - Reduction Table ... 327
Report Group Table... 329
Purpose ... 329
Access ... 329
Contents ... 329
How does HR Administration use the Report Group Table?... 329
Report Group Code - Report Group Table ... 329
Report Group Code List - Report Group Table ... 329
Skills Table ... 331
Purpose ... 331
Access ... 331
Contents ... 331
How does HR Administration use the Skills Table? ... 331
Skills Code - Skills Table ... 331
Skills Code List - Skills Table ... 331
Tax Table... 333
Purpose ... 333
Access ... 333
Contents ... 333
How does HR Administration use the Tax Table?... 333
Tax - Tax Table... 333
Tax Schedules - Tax Table... 334
Tax Credit Table ... 335
Purpose ... 335
Contents ... 335
How does HR Administration use the Tax Credit Table? ... 335
Setup Example for the Tax Credit Table ... 335
Tax Credit - Tax Credit Table ... 335
Tax Credit List - Tax Credit Table... 336
Time Table... 337
Purpose ... 337
Access ... 337
Contents ... 337
How does HR Administration use the Time Table?... 337
Time Code - Time Table... 337
Time Code List - Time Table ... 338
Time on Payroll Documents Setup Screen ... 340
Purpose ... 340 Access ... 340 Contents ... 340 W2 Code Table... 341 Purpose ... 341 Access ... 341 Contents ... 341
How does HR Administration use the W2 Code Table? ... 341
W2 Code - W2 Code Table ... 341
W2 Code List - W2 Code Table... 341
Work Schedule Table ... 343
Purpose ... 343
Access ... 343
Contents ... 343
How does HR Administration use the Work Schedule Table? ... 343
Schedule Code - Work Schedule Table ... 343
Schedule Code List - Work Schedule Table... 343
APPENDIX B - IMPLEMENTATION ... 345
Overview... 345
Introduction ... 345
Prerequisites... 345
Order of Table Implementation... 346
Table Listing ... 346
Configuring Position Control Numbers ... 348
How to Use Position Control Numbers ... 348
Tips for Configuring Position Control Numbers ... 348
Defining Adjustments... 349
Account Tips ... 349
Defining a Housing Allowance... 349
Defining Employee-Paid 401(k)... 350
Defining Employer-Paid 401(k)... 350
Defining Employer-Paid Life Insurance ... 351
Defining Federal Income Tax ... 351
Defining Federal Income Tax for Overload Positions... 352
Setting Up Earned Income Credit Adjustments... 352
Defining Arizona State Income Tax ... 353
Defining Employer-Paid Health Insurance ... 354
Defining Garnishment of Wages... 354
Creating and Assigning Benefits ... 356
Organizing Cash-Based Adjustments on Payroll Documents ... 357
Sorting Time Types for Time Entry... 357
Permissions Setup... 360
Composition of Checks, Stubs, and Earnings Statements... 360
Modifying Configuration Table Values... 363
Changing the Narrative for a Configuration Table Entry ... 363
More About Configuration Table Values ... 363
SECTION 1 - GETTING STARTED
Overview
Introduction
Jenzabar CX’s Human Resources is an application that enables users to enter, view, and maintain all the information needed to support personnel and payroll functions at your institution. To use the application, you use Human Resources Maintenance to set up tables that uniquely define your institution and the way it processes. You then use those table values within Human Resources Administration to establish positions, jobs, employees, salaries or wages, benefits, adjustments, and payroll runs. A few processes that support the human resources/payroll functions exist on the CX menu, including some scripts that enable the PC applications to run smoothly.
The following diagram shows how the HR applications fit together.
Administration
The portion of Human Resources used for the day-to-day processing of applicants, employees, benefits, positions, and reporting.
Payroll
The portion of Human Resources Administration that includes starting a payroll, entering time, computing and verifying the results, and posting the accounting transactions that occur as a result of each payroll. The Payroll function is supported by values in tables maintained through Human Resources Maintenance and by information maintained and generated from Human Resources Administration.
Processing
Also known as Human Resources Administration, the portion of Human Resources used for all daily processing, from creating positions and tracking applicants to hiring employees, recording their demographics, and processing payrolls. After the system is completely implemented, users will use this component of the system almost exclusively, with only minor adjustments in
Maintenance.
Maintenance
The portion of Human Resources that defines each institution’s unique codes and methods of operation. Human Resources Maintenance supports Human Resources Administration with valid values for data fields and instructions on how to perform some processes.
Human Resources Processing Flow
The following diagram shows how the Human Resources Administration functions relate to each other. Note that you can produce reports independently of any other aspect of the process.
Payroll Processing Flow
The following diagram shows how the Human Resources Payroll functions relate to each other. Note that you can produce reports independently of any other aspect of the process.
Assumptions, Conventions, and Tools
Introduction
To get the most out of Jenzabar’s Human Resources applications, you should be able to: • Open, close, and exit an application
• Open, close, and resize windows
• Switch between two or more active windows and applications
• Select items from menus, buttons, list (drop-down) boxes, option buttons, and icons using a mouse or keystroke equivalents
• Use the Windows Help facility and features
• Access the database(s) to be used with the application
You can learn how to perform these tasks by referring to the documentation accompanying your Windows operating system and the database software.
A few processes are executed from the CX menus. For more information about using CX, see Jenzabar’s Getting Started User Guide, or refer to Jenzabar’s computer-based training course,
Getting Started with CX.
Logging in to Human Resources Administration
The first step to accessing Human Resources Administration screens and information is logging in.
To log in:
1. Access the Human Resources Administration program using one of these options: • Clicking the icon on your desktop
• Clicking Start, and then selecting Programs, Jenzabar HR, and then HR Administration
• Using Windows Explorer to locate the executable (hr.exe) and then double clicking on it
• The splash screen identifying the application appears. You can click your mouse to cause the screen to disappear, or wait until the Login screen appears automatically. 2. In the Service Name field, select the ODBC driver for the database where your HR
information resides.
3. In the Login field, enter your username.
4. In the Password field, enter your password, and then click OK. The bottom of the frame for the HR application will display the status of the login process. When the program is loaded, the Employee Information screen will display automatically.
Using the Calendar in Human Resources
The calendar option is available on all date fields in Human Resources that have a down arrow to the right side of the field. When you click the arrow, a calendar appears, displaying the current month as a default.
The following points are important when using the calendar:
• You can enter the date you want (e.g., “06/06/1996), or click on the date in the calendar to select it.
• To change the month that appears, click on either of the arrows at the top of the calendar. The left arrow selects months in the past, while the right arrow selects months in the future.
• If you click in the center of the calendar title bar (where the name of the month and year appears), a small scrolling box listing adjacent months and years will display. You can scroll through the adjacent months by moving your cursor past the top or the bottom of the scrolling box.
• You must scroll through the months to change the year.
• To select a date, click on the appropriate number on the grid. The system will close the calendar, and the desired date will appear in the date field.
Using the Calculator in Human Resources
The calculator option is available on all numeric fields in Human Resources that have a down arrow to the right side of the field. When you click the arrow, a calculator appears.
The following points are important when using the calculator:
• You can enter the number you want (e.g., “16), or let the calculator compute the number for you (e.g., “8 * 2).
• The number that displays in the result field automatically populates the field on the screen.
• To close the calculator, click on the OK button or anywhere on your monitor except on the calculator itself.
Using Table Lookup
The table lookup feature ensures that you populate your Human Resources screens with valid data. For table lookup fields, only those values your institution has already validated in other tables are available for you to select. For example, when you add values to the Department table, you can only assign the departments to divisions you already have been added to the Division table.
The table lookup feature is available on all alphanumeric fields in Human Resources that have a down arrow to the right of the field. When you click the arrow, the list of valid values appears. The following points are important when using the table lookup feature:
• You cannot type values into the field.
• To select a valid value, you can type its first character. For example, to select OR (for Oregon) from a list of valid states, type O. Continue to type O until the code OR appears in the field.
• You can also select valid values by clicking the down arrow, scrolling until you see the code or value you want to use, highlighting the desired value, and releasing your mouse button.
Using Human Resources Documentation
Human Resources contains complete online help for using the system, including descriptions, procedures for performing tasks, and examples. The same source information was used to create this user guide, which deviates from the standard Jenzabar CX user guide format because of its origin as online help.
Some system information, including installation instructions, is in the Human Resources
Installation Manual, a printed document that accompanies your application software.
See also:
Online Help Conventions Style Conventions
Online Help Conventions
Jenzabar has employed several help conventions in the online documentation for Human Resources, as follows:
Accessing help:
The question mark buttons on the Human Resources toolbar (as well as the commands from the Help option on the menu bar) provide you with different ways to access online help, as
represented by the following icons:
The first question mark button displays a Windows Contents window. You can use it to browse the topics in the Human Resources online help. Click on the book icons to view subtopics.
The second question mark button enables you to search for help on specific topics, just as you would look for information in an index in a book.
Screen-level help:
Both Human Resources Administration and Human Resources Maintenance offer screen-level context-sensitive online help. In other words, when you are using a particular screen, you can access the Help menu, select This Screen, and view the help topic relating to that screen. Another way to access the screen-level help is to press <F1> from any screen.
What’s New:
The What’s New feature on the Help menu is an interactive presentation that briefly explains how the latest version of Human Resources differs from the previous version. Use the navigation cues (e.g., Back, Next, and Exit) to move through or end the presentation.
Pop-ups and jumps:
Some words and phrases are displayed in green with a dotted underline. Clicking on these text areas displays a small box with a definition or extra information about the underlined word or phrase. For example, clicking on the phrase OK button displays a definition of that term as it is used in Human Resources. The small boxes overlay the Help window, and do not take you to another part of the online help. These small boxes are pop-ups.
Other words or phrases appear in green with an unbroken single underline. Clicking on these displays an entirely different part of the online help for more discussion or description of the words, phrases, commands or features. For example, clicking on the word Assumptions takes you to an entirely different Help window about that topic, and you must click on the Back button to return to the previous help topic. Because you go to another help topic, these links are called
jumps.
You can print any help topic, whether a jump or a pop-up.
Main topics and tasks:
This online documentation uses different sizes of windows to help you identify the purpose of each help topic. Help topics that appear in large windows to the right side of the screen are informational main topics.
Help topics that appear in smaller, elongated windows on the far right side of the screen are task
topics.
See also:
Style Conventions
Style Conventions
Human Resources help uses certain style conventions to make the help easier to use and understand. The most common conventions appear below:
Boldface type
Represents text that you type into the system (e.g., Type UNDG), command names (e.g.,
Finish), or keys you use to execute a command or function (e.g., <Enter>). Bulleted lists
Show items not ranked or without a sequential performance.
CAUTION:
Indicates a caution or warning of a potential risk or condition.
<Enter>
Represents the Enter, Return, Line Feed, or ↵ key on your keyboard.
Italic type
Is used in any of these ways:
• To represent a new or key term • To add emphasis to a word
• To reference another manual or a section within this guide
• To represent a variable for which you substitute another variable (e.g., substitute
filename with an appropriate filename)
<Key name>
Represents a key that you must press.
Note:
Indicates a note, tip, hint, or additional information.
Numbered lists
Show ranking of items or sequence of performance.
Parentheses
When used around a field name, indicate the field is unlabeled on the screen. The field description includes the location of the field.
Quotation marks
Represent information written in this guide exactly as it appears on the screen.
Example: The message, "Now Running..." appears.
See also:
Using Human Resources Help Online Help Conventions
Printing Help Topics
You can print both main topic windows and pop-up windows from this online help, as follows:
Main topic windows and task windows:
Select the Print button on the window’s button bar.
Pop-up windows:
Use the following quick procedure:
1. Click the right mouse button. A command menu appears. 2. Select Print from the command menu.
Responding to Errors within Human Resources
Three main types of errors are possible within Human Resources.
If you attempt to perform an action that is not consistent with HR functions (e.g., you attempt to close a screen in Update mode without committing or canceling your changes), the system will display a message in a dialog box. Typically, the response to this type of error is to click OK, and to then correct the error you have made.
Another error type is when one of the supporting UNIX programs does not perform as expected. Errors of this nature typically are reported in your e-mail. They may require data correction (e.g., correcting the setup of the Fiscal Calendar record), rerunning of processes, or perhaps the running of the Voucher Recovery process.
Occasionally, you may experience an error that relates to Windows, your ODBC drivers or Visual Basic. This type of error typically involves a problem with the infrastructure that supports your HR application. The system reports errors of this type in an error log. You can view the error log at the time the system reports the error, or you can examine the log file at a later time. Error logs from HR are written to your Windows Temporary directory, a location that varies with the type of operating environment you are running (e.g., Windows 2000 and Windows NT have different locations for this temporary directory).
Note: The error log file stores only one error message at a time. Therefore, if you encounter two errors, the log for the first error is overwritten by the log for the second error.
Exiting Human Resources
You can exit either Human Resources Administration or Human Resources Maintenance by clicking on the "X" in the upper right corner of the screen, or by selecting File, and then Exit. The system will either prompt you to confirm you want to exit, or it will notify you that you have one or more screens in Add or Update mode and you must commit or cancel your additions or updates before you can exit the program.
Setting Up Preferences
Introduction
Using the Preferences option on the File menu, you can customize your use of Human Resources in the following ways:
• Save changes to grid displays • Define a default printer
• With appropriate permissions, you can also customize the contents of all HR users' secondary tabs
Customizing Screen Usage Features
You can customize your use of the Human Resources screens in the following ways:
Saving Grid Changes
You can rearrange or change the size of grid columns according to your own needs, as described in Resizing Grid Rows and Columns and Reorganizing and Sorting Grid Columns. To keep your changes so they will display the next time you open the screen:
1. Select File, and then select Preferences.
2. From the Preferences dropdown, select Display.
3. Click the checkbox associated with Remember Grid Layouts, and then click Close.
Note: If the checkbox for Remember Grid Layouts is not checked, the grid will revert to its default display the next time you open the screens.
Resetting Grid Defaults:
If you have rearranged grid columns, you can restore them to their original order selectively, either by individual screen or for all screens at one time. To reset the grid defaults:
1. Select File, and then select Preferences.
2. From the Preferences dropdown, select Display.
3. Click Reset Grid Defaults. The Display Preferences window changes to contain two
options: to restore the grid layouts for all screens, or this screen only.
4. Click the option you want, and then click OK. The original Display Preferences window appears.
5. Click Close.
Saving the Most Recently Used ID:
You can cause HR Administration to "remember" the last ID number used so it appears in a screen's ID field automatically, eliminating the need to requery the ID. This feature resembles the "sticky ID" feature available in other components of Jenzabar CX.
To implement this feature:
1. Select File, and then select Preferences.
2. From the Preferences dropdown, select Display.
3. Click the checkbox associated with Remember Last ID Used, and then click Close.
You may prefer to eliminate the prompts “Are you sure you want to cancel your changes? and “Commit changes? that automatically appear when you either save or abandon information you have entered. When the prompts are eliminated, the commitment or cancellation of any changed data occurs the instant you use the Commit or Cancel command, saving an extra keystroke in the data entry process.
To bypass the commit/cancel confirmation: 1. Select File, and then select Preferences.
2. From the Preferences dropdown, select Display.
3. Click the checkbox associated with Bypass Confirm Commit/Cancel, and then click Close.
Activating Keystroke Commands:
Some users may want to use standard CX keystroke commands instead of icons or combination keystrokes (e.g., <Ctrl - E>). An option for using <Enter> to commit changes and <Esc> to abandon changes is available from the File: Preferences menu.
To activate keystroke commands:
1. Select File, and then select Preferences.
2. From the Preferences dropdown, select Display.
3. Click the checkbox associated with Enable Enter/Esc for Commit/Cancel, and then click
Close.
Note: Display options are controlled by user and by PC. For example, if two users use the same PC, they can set their grid displays independently of each other. However, if one of the users uses a different PC on which he/she has not performed any grid changes, all grid columns will display in their default size and order.
See also:
Setting Up Preferences
Selecting a Printer for Human Resources
When you want to print table reports from Human Resources, you can select from any of the printers set up on your PC. To select a printer:
1. Select File, and then select Preferences.
2. From the Preferences dropdown, select Printer. The Printer dialog box appears. Its appearance depends on the printer drivers you have installed on your PC.
3. On the Printer dialog box, click the down arrow in the Name field to view a list of installed printers.
4. Click on the name of the desired printer. It becomes the default printer for all printed output from Human Resources.
See also:
Screen Customizations
Customizing Screens in Human Resources Administration
Many screens in Human Resources Administration have secondary tabs, a completely
customizable region where you can enter and maintain any local data fields. Customization, while not complex, requires some knowledge of the database and should therefore be performed by the Jenzabar coordinator at your institution.
To customize the secondary region of a screen: 1. Access the screen you want to customize.
2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it displays the label from the pop-up window that displays when you click Tab Name.
3. Select Add. The Add Custom Data Wizard begins, displaying the first window that will
guide you through the process of adding fields to the tab.
4. Does the screen you are customizing contain information from more than one record? • If yes, a list of the records appears; select the record that contains the field you want
to add, and then click Next. The Wizard window changes to display a list of fields on the selected record.
• If no, (the screen you are customizing contains information from only one record), the Wizard window contains a list of fields on the record associated with the screen. Go to step 5.
5. Select the field you want to add to the secondary tab, scrolling through the grid as required, and then click Next. Depending on whether the selected field is updatable or display-only, and whether it is a character, date, or money field, the prompts on the next Wizard screen enable you to display or capture the new field appropriately.
6. Using the prompts to guide you, select the appropriate control type, and then click Next. Depending on the control you selected, the Wizard window changes so you can specify the appropriate information. For example, if you specified a combo box control type, you must specify the table and the fields from the table you want to use in the combo box. The last step of the Wizard process is to define the label you want to associate with the field. After you specify the label, click Finish. The Wizard window disappears.
7. Using your mouse to drag and drop, place the field and its label as desired. 8. Click Close. The system prompts you about saving your changes.
9. Click Yes to save your changes.
Note: You can use local tables as the source of values for dropdown lookups on the secondary
tab, but you cannot enter data into local records using this feature.
See also:
Secondary Tabs in Human Resources Administration Adding Text to Customized Screens
Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens
Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens
Adding Text to Customized Screens
In addition to adding fields and labels, you can add text to the secondary tab of any screen. The text can label groups of fields, prompt users about how fields should be completed, and provide other useful information.
To add text:
1. Access the screen you want to customize.
2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it is the secondary tab of the screen. 3. Select Add Info Text. The system displays a dialog box that enables you to change the
text appearance, adds a white text box to the secondary tab, and places the cursor in the text box.
4. Type the text you want to display on the secondary tab. If your text exceeds the size of the text box, click and drag the lines defining the box to resize it. If your text occupies less space than the size of the text box, you can click and drag the lines defining the box to make it smaller.
5. Click and drag to move the text box to the desired location in the secondary tab.
6. Using the option buttons and checkboxes on the popup box, define your text appearance as desired (bold, italics, and alignment), and then click OK.
7. Click Close. The system prompts you about saving your changes.
8. Click Yes to save your changes.
See also:
Customizing Screens in Human Resources Administration Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens
Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens
Removing Fields and Labels from Customized Screens
To delete a field/label combination from a secondary tab:
1. Access the screen from which you want to delete the field and label.
2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it is the secondary tab of the screen. 3. Click on the field (not the label) you want to delete.
4. Select Remove. The field and its label disappear from the secondary tab.
5. Click Close. The system prompts you about saving your changes.
6. Click Yes to save your changes.
See also:
Customizing Screens in Human Resources Administration Adding Text to Customized Screens
Editing Labels on Customized Screens
Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens
Editing Labels on Customized Screens
The Add Custom Data wizard enables you to define the labels for custom fields while you are adding them. However, to change a label after you have added the field:
1. Access the screen on which you want to change the label.
2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it is the secondary tab of the screen. 3. Click on the label (not the field) you want to change.
4. Select Edit Label. The system places the label in a text box you can edit.
5. Change the label as desired, and then press <Enter>. The text box disappears and the label reflects your changes.
6. Click Close. The system prompts you about saving your changes.
7. Click Yes to save your changes.
See also:
Customizing Screens in Human Resources Administration Adding Text to Customized Screens
Removing Fields and Labels from Customized Screens Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens
Setting Navigation Sequences on Customized Screens
All HR screens have built-in navigation using the <Tab> key. By pressing <Tab>, you advance from one field to another. On most HR screens, the navigation is from top to bottom within a column, moving among the columns from left to right.
You can control the way Human Resources navigates through the fields on a secondary region, either across rows or down columns. To control the navigation sequences on secondary regions: 1. Access the screen on which you want to set the navigation sequence.
2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it is labeled in accordance with the values that appear when you click Tab Name on the Custom region.
3. Select Set Order. The system displays the following buttons:
On each of these buttons, the sequence is numbered. For example, on the Row/Col button, the numbers 1, 2, and 3 appear on the top row, indicating that the navigation sequence
4. Click the button that indicates the navigation path you prefer. The buttons disappear after you make your selection.
5. Click Close. The system prompts you about saving your changes.
6. Click Yes to save your changes.
See also:
Customizing Screens in Human Resources Administration Adding Text to Customized Screens
Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens
Renaming Tabs and Frames on Customized Screens
Renaming Tabs and Frames on Customized Screens
As delivered, the HR secondary tabs are labeled “Secondary, and the frame that displays on the tab is labeled “Custom Information. To change these generic label names to something more descriptive for your institution:
1. Access the screen on which you want to change the labels.
2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears.
3. Select Tab Name. The system displays a pop-up window with two fields: Tab Name and
Frame Name.
4. Enter the labels you want for the tab and the frame, and then click Close. Your changes become part of the screen when you exit the Custom window and save your changes.
See also:
Customizing Screens in Human Resources Administration Adding Text to Customized Screens
Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens
Using Grids
Table information appears in grid format. This format enables you to view columns and rows in the table or record set at a glance. You can then select one row of available data and modify the fields in the top region of the screen.
You can also rearrange the grid columns on your display, and sort on any of the columns in the grid.
To view all the information in a grid, use the scroll bars at the bottom or at the right of the grid region. To select a row of information from the grid, click on the column of gray buttons at the left of the grid, highlighting the row.
The following example of a grid shows the column of gray buttons on the left side of the grid. Use these buttons to highlight and select data.
When the cursor changes from the standard white arrow to a black arrow, you can highlight and select the row.
See also:
Reorganizing and Sorting Grid Columns Locating and Entering Table Information Updating Records
Adding Records
Grid Selection Buttons
Buttons at the right end of each row of the grid that enable you to select that row, cause the program to display the selected information in the region above the grid, and enable you to modify the information in the top region.
Grid Titles
Headings for the columns in a grid. The grid titles will match the field names in the top region of the screen.
Grid Contents
Data that fills the grid. Each row represents a record or a single data grouping (e.g., all the information for a particular record in the table), and each column contains a particular field (e.g., all the codes or descriptions).
Changing the Layout of Grids
You can make the following changes to the layout of grid columns and rows on the Human Resources Maintenance screens.
• Change the standard row height
• Change the length of each individual cell
See also:
Reorganizing and Sorting Grid Columns Resizing Grid Rows and Columns
Reorganizing and Sorting Grid Columns
You can modify the sequence and sorting of any grid in Human Resources. This type of
modification includes dragging and dropping columns from one position to another, swapping two column locations, and sorting data in the grid (either ascending or descending) based on values in any column.
To drag and drop columns:
Click on the column heading you want to move, and drag the heading to the desired location. You can change the columns’ positions as many times as desired.
To swap two column locations:
Click a column heading. The column’s contents are highlighted and a selection arrow appears next to the heading. Click the arrow to view all the available column names. Choose the column name that you wish to move to this particular position. The new column will appear in this position, and the original column will appear in the vacated position.
To sort data:
Click on a column heading. All the data in the grid will sort in ascending order based on the values in the selected column. Click on the column heading a second time to sort the data in descending order.
Note: Based on your preferences, you can save the format of each grid so that each time you open a specific screen, its grid will be the same as the last time you used it. For more information, see Saving Changes to Grid Columns.
See also:
Using Grids in Human Resources Maintenance Saving Changes to Grid Columns
Resizing Grid Rows and Columns
You can change the height and width of the rows and columns in a grid. When you change the height of one row in the grid the other rows will be automatically resized to the same height. However, you can resize the width of each column individually.
To change the height of the rows in the grids:
1. Position your cursor on the column of gray buttons on the left side of the grid.
2. Drag the cursor to the top or bottom of the button at the grid line on the row you want to resize.
3. When the cursor becomes a double arrow hold down the mouse button and drag the grid line until the row is the desired size.
4. Release the mouse button.
To change the width of the columns in the grids:
2. When the cursor becomes a double arrow click and drag the gridline until the column is the desired size.
Saving Changes to Grid Columns
You can rearrange or change the size of grid columns according to your own needs, as described in Resizing Grid Rows and Columns and Reorganizing Grid Columns. To keep your changes so they will display the next time you open the screen:
1. Select File, and then select Setup.
2. From the Setup dropdown, select Display. The Display Preferences window appears. 3. Click the Remember Grid Layouts checkbox to place a checkmark in the box, and then
click Close.
Notes:
• Display options are controlled by user and by PC. For example, if two users use the same PC, they can set their grid displays independently of each other. However, if one of the users uses a different PC on which he/she has not performed any grid changes, all grid columns will display in their default size and order.
• If the Remember Grid Layouts checkbox is not checked, the grid will revert to its default display the next time the user(s) open the screens.
See also:
Setting Up Preferences
Resizing Grid Columns
You can change the width of the columns in Human Resources grids. Position your cursor on the gridline to the right of the column heading you want to resize. When the cursor becomes a double arrow, click and drag the gridline until the column is the desired width.
