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Human Resource Manager

Table of Contents System Requirements...................................................................................................................................... 4

Downloading Human Resource Manager........................................................................................................ 4

1. Installation ..................................................................................................................................4 1.1 Starting the installation from CD..................................................................................................................... 4 1.2 Starting the installation from download........................................................................................................... 4 1.3 Selecting the type of installation...................................................................................................................... 4 1.4 Installation Location ........................................................................................................................................ 5

2. Setup and Application Preferences ..........................................................................................6 2.1 New Installation Wizard .................................................................................................................................. 6

2.1.1 Company Contact Details ............................................................................................................................... 6 2.1.2 Company Logo ........................................................................................................................................... 7 2.1.3 Company Holiday and Absence Preferences .............................................................................................. 8 2.1.4 Company & Public Holidays .................................................................................................................... 10

2.2 Logging in for the first time........................................................................................................................... 11 2.3 Application Preferences................................................................................................................................. 11

2.3.1 Colour Scheme.......................................................................................................................................... 12 2.3.2 Employee Display Order........................................................................................................................... 13 2.3.3 User Defined Fields .................................................................................................................................. 14 2.3.4 Users and Security Levels......................................................................................................................... 15 2.3.5 Alert Configuration................................................................................................................................... 15 2.3.6 Current Event Alerts ................................................................................................................................. 16

3. Employee Details ......................................................................................................................17 3.1 Adding a New Employee............................................................................................................................... 17

3.1.1 New Employee Wizard ............................................................................................................................. 18 3.1.2 Importing Employee Details ..................................................................................................................... 19

3.2 Adding or Amending Employee Details........................................................................................................ 21 3.2.1 Selecting an employee .............................................................................................................................. 21 3.2.2 Employee Details ...................................................................................................................................... 22 3.2.3 Importing an Employee Photograph ......................................................................................................... 22 3.2.4 Archive Employee .................................................................................................................................... 23

3.3 Background Information................................................................................................................................ 23 3.4 Emergency Contacts ...................................................................................................................................... 24 3.5 Health & Safety ............................................................................................................................................. 25 3.6 Employee Bank Details ................................................................................................................................. 26 3.7 Job Details ..................................................................................................................................................... 27

3.7.1 Employment Details ................................................................................................................................. 27 3.7.2 Current Post / Position .............................................................................................................................. 27

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3.7.3 Job Location.............................................................................................................................................. 29 3.8 Salary Details................................................................................................................................................. 29 3.9 Work Patterns ................................................................................................................................................ 30

3.9.1 Adding or Editing a Work Pattern ............................................................................................................ 31 3.10 Company Vehicle .......................................................................................................................................... 32 3.11 Employee Benefits......................................................................................................................................... 33

3.11.1 Adding a new benefit or editing a current benefit..................................................................................... 34 3.12 Employee Holidays........................................................................................................................................ 35

3.12.1 Holiday Parameters................................................................................................................................... 35 3.12.2 Holiday Entitlement .................................................................................................................................. 36 3.12.3 Issuing an Employee Holiday ................................................................................................................... 37 3.12.4 Amending the Holiday Record ................................................................................................................. 39

3.13 Employee Absence ........................................................................................................................................ 40 3.13.1 Adding an Employee Absence.................................................................................................................. 40 3.13.2 Amending the Absence Record................................................................................................................. 42

3.14 Disciplinary Record....................................................................................................................................... 42 3.14.1 Add Disciplinary Action ........................................................................................................................... 42 3.14.2 Amending the Disciplinary Action Record............................................................................................... 43

3.15 Employee Grievance...................................................................................................................................... 43 3.15.1 Add Employee Grievance ......................................................................................................................... 43 3.15.2 Amending the Grievance Record.............................................................................................................. 44

3.16 Employee Appraisal ...................................................................................................................................... 45 3.16.1 Add Employee Appraisal.......................................................................................................................... 45 3.16.2 Amending the Appraisal Record............................................................................................................... 46

3.17 Employee Training ........................................................................................................................................ 46 3.17.1 Add Training to the Employee Record Directly ....................................................................................... 47 3.17.2 Add Training using the Course Schedule.................................................................................................. 48 3.17.3 Enrolling an Employee on a Course ......................................................................................................... 50 3.17.4 Amending Scheduled Course Details ....................................................................................................... 51 3.17.5 Cancelling the Scheduled Course ............................................................................................................. 51 3.17.6 Completing the Course and updating the Employee Training History ..................................................... 51 3.17.7 Show Enrolled Courses / Removing the Employee from the Course ....................................................... 52 3.17.8 Amending the Training Record................................................................................................................. 52

3.18 Employee Qualifications ............................................................................................................................... 53 3.18.1 Adding a Qualification to the Employee Record directly ......................................................................... 53 3.18.2 Amending the Qualification Record ......................................................................................................... 53 3.18.3 Qualification Certificate............................................................................................................................ 54

3.19 Employee Documents.................................................................................................................................... 55 3.19.1 Linking a Document to the Employee ...................................................................................................... 56 3.19.2 Opening a document from within Human Resource Manager.................................................................. 57 3.19.3 Removing a Document ............................................................................................................................. 57

3.20 User Fields..................................................................................................................................................... 57 3.20.1 Amend User Fields ................................................................................................................................... 58

3.21 Employee Reminders..................................................................................................................................... 59 3.21.1 Add an Employee Reminder ..................................................................................................................... 60 3.21.2 Actioning, Marking as Complete or Deleting a Reminder........................................................................ 60

3.22 Employee Notes............................................................................................................................................. 61 3.22.1 Add a New Employee Note ...................................................................................................................... 62 3.22.2 Amend or Delete an Employee Note ........................................................................................................ 62

3.23 Contact Details .............................................................................................................................................. 63

4. Reports ......................................................................................................................................64 4.1 Selecting the Report and Criteria................................................................................................................... 64 4.2 Previewing or Printing the Report ................................................................................................................. 65

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5. Manager Documents ................................................................................................................66 5.1 Linking a Document ...................................................................................................................................... 67 5.2 Opening a document from within Human Resource Manager....................................................................... 68 5.3 Removing a Document .................................................................................................................................. 68

6. Company Details and Preferences..........................................................................................69 6.1 Company Contact Details .............................................................................................................................. 69 6.2 Company Logo .............................................................................................................................................. 70 6.3 Company Holiday and Absence Preferences................................................................................................. 71

6.3.1 Holiday Year End ..................................................................................................................................... 72 6.4 Company & Public Holidays ......................................................................................................................... 74 6.5 Work Patterns ................................................................................................................................................ 76 6.6 Company Vehicles......................................................................................................................................... 77

7. Security Levels and Users........................................................................................................78 7.1 Users.............................................................................................................................................................. 78

7.1.1 Add New User .......................................................................................................................................... 79 7.1.2 Add New Security Level........................................................................................................................... 80

8. Letters and Templates .............................................................................................................82 8.1 Merge employee details into a Word Template ............................................................................................. 82 8.2 Add a New Template ..................................................................................................................................... 83 8.3 Modify an existing Template......................................................................................................................... 83 8.4 Import a Letter Template ............................................................................................................................... 84 8.5 Deleting a Letter Template ............................................................................................................................ 84

9. Product Activation and Increasing the Maximum number of Employees 9.1 Activate Human Resource Manager .............................................................................................................. 85 9.2 Increasing the Maximum Number of Employees .......................................................................................... 86

10. Backup and Restore .................................................................................................................87 10.1 Backup........................................................................................................................................................... 88

10.1.1 Backup Location ....................................................................................................................................... 88 10.1.2 Backup Compression Options................................................................................................................... 88 10.1.3 Backup Selection ...................................................................................................................................... 89

10.2 Restore........................................................................................................................................................... 90 10.2.1 Restore Source .......................................................................................................................................... 90 10.2.2 Restore Locations ..................................................................................................................................... 90 10.2.3 Restore Selection ...................................................................................................................................... 91

10.3 Exit Backup and Restore ............................................................................................................................... 91

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System Requirements

Operating System

Windows 2000* / XP / 2003

Some of the functions within Human Resource Manager require you to have other applications installed. Microsoft Word is required to utilise and amend employee letter templates. An email client (such as Outlook/Express) and an internet connection is required to utilise the email functions.

*Windows 2000 must have Service Pack 3 or later installed

Downloading Human Resource Manager To download the latest version of Human Resource Manager, visit http://www.HRMsoft.co.uk or contact your nearest reseller.

1. Installation

1.1 Starting the installation from CD Setup should automatically start on installation of the CD into your CD drive. If the setup fails to start you can initiate the setup manually by browsing to your CD Drive and double-clicking setup.exe

1.2 Starting the installation from download Double-click setup.exe from the location where the download was saved.

If the setup program detects that you have an existing and identical version of Human Resource Manager already installed, you will be prompted to either repair or remove the existing installation.

1.3 Selecting the type of installation

There are three installation types for Human Resource Manager:

Default

The default installation installs all required files including both the application and data file to a single location. Unless you are certain that you require one of the following installation types, this is the installation that you should choose.

Client Only

The client only installation installs all files except the data files. Select this option if you are adding a workstation to an existing data file installation.

Server Only

The server only installation installs only the files required to host the data files. Select this option if you are installing the data file onto a shared resource and plan on installing the client onto a different computer.

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1.4 Installation Location The default installation location is C:\Program Files\Human Resource Manager\ It is recommended that you do not change this location unless you have a specific reason for doing so.

Once you are happy with your selections select Install to complete the installation.

For assistance and updates please visit the Human Resource Manager website at http://www.HRMsoft.co.uk/support/

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2. Setup and Application Preferences The first time that Human Resource Manager is ran it will attempt to connect to the data files. If the default setup was selected during installation, Human Resource Manager will locate the data files within its installation location and connect to them without any user intervention. If the Client Only setup was selected, you will be prompted to browse to and locate the data file manually.

2.1 New Installation Wizard After connecting to the data file you are presented with the New Installation Wizard. This wizard will take you through an initial setup, prompting you to provide your company details and some default parameters. All of the information entered though this wizard can be accessed at any time from the menus. If you prefer to enter the information manually at a later date you can choose to cancel the wizard at any time.

2.1.1 Company Contact Details

Fig 2.1.1 New Installation Wizard – Company Details Enter your company name, address, telephone, facsimile number, email and website address. The details entered for your company name will be utilised on reports and letters.

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2.1.2 Company Logo

Fig 2.1.2 New Installation Wizard – Company Logo After being imported, your company logo is displayed within Human Resource Manager. It is also displayed on any printed reports and exported forms. To import your logo, select Import and browse to your logo. The logo can be scaled, clipped or stretched using the three option buttons below the logo. If you select stretch, you can also adjust the logo size using the four directional arrows to the right of the logo. To get the best results resize the logo so that it fits within the surrounding box without distorting the image. The logo can be removed so that it does not appear on any screens or reports by selecting the Remove button.

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2.1.3 Company Holiday and Absence Preferences The settings here are used as a default only and can be amended for each individual employee as required.

Fig 2.1.3 New Installation Wizard – Company Preferences

Default Company Holiday Year and Entitlement Enter the Holiday year start and end dates and the default holiday entitlement. As in any area where a date is required you can either enter the date manually (in the format of dd/mm/yyyy) or you can select the date from the calendar. To open the calendar to select a date, select the calendar button which you will find located to the right of each date field. Holiday Entitlement is calculated Pro Rata based on Employee Start and Leaving Dates? Select either Yes or No. If you select Yes and an employee starts or is due to leave part way though the default holiday year then the employee’s holiday entitlement will be calculated as a percentage of the full default entitlement. For example, if your holiday year runs from January through December and an employee starts with the company on July 1st then the employee’s entitlement will be reduced to fifty percent of the default entitlement.

If you select No, the employee will be issued with the full entitlement for that holiday year regardless of start and due to leave dates.

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Weekends are counted as holidays? Select either Yes or No. If you select Yes and you issue an employee holiday which spans either a Saturday or a Sunday then the weekend days will be included as part of the holiday and the employee’s remaining entitlement reduced accordingly. Selecting No will exclude the weekend days when calculating the holiday entitlement used for this holiday. Company or public holidays are counted as holidays? Select either Yes or No. If you select Yes and you issue an employee holiday which spans either a company or public holiday, these days will be included as part of the holiday and the employee’s remaining entitlement reduced accordingly. Selecting No will exclude the company or public holiday days when calculating the holiday entitlement used for this holiday. Are Employees Paid for Holidays? Select either Yes or No. Next Year’s Entitlement can be use for Holidays taken this year? Select either Yes or No. Selecting Yes will allow an employee to use some of next year’s holiday entitlement for holidays which are taken in the current holiday year. Are Employees Paid for Absence? Select either Yes or No. Include Weekends as Absence? Select either Yes or No. If you select Yes and an employee absence spans either a Saturday or a Sunday then the weekend days will be treated as absence and the employee’s absence record increased accordingly. Selecting No will exclude the weekend days when calculating the number of days for this absence.

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2.1.4 Company & Public Holidays

Fig 2.1.4 Installation Wizard – Company & Public Holidays Company and/or public holidays can be either be entered manually or a list imported from a text file.

Manually adding public or company holidays To manually add a company holiday, select Add New Holiday and select whether you are adding a single or a block of dates. If you are adding a single date only the start date will be available for input. Wherever a date is required it should be entered in the format of dd/mm/yyyy or can be selected using the calendar function which is located to the right of the date input field. If you selected Block of Dates then both the start and end date must be completed. Both the start and end dates are inclusive. Select if the holiday is a public holiday or a company specific holiday.

Add Weekends? If any of the holiday dates fall over a weekend, selecting yes will add those days to the company holiday list. If you select no then the days which fall over the weekend are not included as part of the holiday.

Fig 2.1.4a New Installation Wizard – Company & Public Holidays – adding holidays manually

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Add public or company holidays by importing them from a text file To import a single date or range of dates from a text file, select Import Public and Company Holidays from File, select the file which contains the dates and select OK. Text files containing the public holidays for several countries can be downloaded from our web site at http://www.HRMsoft.co.uk.

Filtering Public and Company Holiday Records To view holidays which are occurring in a specific month only, select the buttons below the holiday list. When the exiting the New Installation Wizard you will be asked if you would like to run it again the next time the program is launched. Once all of the default information is entered into the program there is no need to run the wizard again as all information entered can be accessed through the menus.

2.2 Logging in for the first time The first time that you log in you should enter admin for both user name and password. It is recommended to change the password for this account as soon as possible as this account has full control and access to user accounts, security levels and all employee data. It is also recommended that you add any user accounts and allocate the appropriate security levels to them as soon as possible.

2.3 Application Preferences

Fig 2.3 Application Preferences Menu

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2.3.1 Colour Scheme Each user can create an individual colour scheme which is loaded each time they log in.

Fig 2.3.1 Application Colour Scheme Select a saved colour scheme Select a colour scheme from the list. If you amend any of the colour options you can save the scheme for selection again. Page Background Colour The page background colour can either be a single colour or a gradient from one colour to another. To set a single colour, select Single and then use the colour chooser. For a gradient, select Gradient then a start and an end colour. Window Background Depending on the resolution that your monitor is set to, you will have a blank area surrounding the main program window. This area can either be filled with a single colour of your choice or an image as a background. To set a single colour, select the palette button and select the colour. To set an image as the background, select the camera button and then select the image. This image must be in bitmap format. Box Backgrounds, Box Borders and Text Labels Each of these can be set to a single colour by selecting the corresponding palette button and selecting a colour. Saving your colour scheme Once you are happy with your colour selections select the exit button. You will then be asked if you wish to save the current colour scheme as your own. If you decide not to save the scheme then the previous scheme for that user will be restored to how it was before any changes were made.

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2.3.2 Employee Display Order

Fig 2.3.2 Employee Display Order Select how you would like the employee names displayed on the main employee screen and in which order they are sorted for selection. A sample list of employee names indicating how they will appear based on your current selections is displayed to the right. Once you are happy with your selections select Apply & Close.

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2.3.3 User Defined Fields

Fig 2.3.3 User Defined Fields In addition to the default data fields within the application we have allocated ten extra fields which you can rename and use to store additional information. The fields are of three types: 5 x Alpha Numeric 2 x Dates 3 x Yes / No Each of these fields can be named appropriately for the data that they are going to contain. If you do not wish to utilise all of the fields then the others can be disabled by un-checking the enabled box next to each one. The disabled fields will not appear on any screen or report.

Fig 2.3.3a User Defined Fields Sample The caption which appears on the button which displays these fields within the main employee screen can also be changed to something more appropriate to the information you have decided to store.

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Fig 2.3.3b User Defined Fields - changing button caption To ensure that the new caption will fit on the button, it should be no more than ten characters in length. An example of how the caption will look will be displayed on the sample button to the right.

2.3.4 Users and Security Levels (See the Users and Security Levels chapter later in the manual).

2.3.5 Alert Configuration Alerts can be displayed each time that a user logs into the system or viewed and printed at any time. The alerts are designed to notify you of imminent events which may require your attention.

Fig 2.3.5 Alert Configuration Select if, and how, you would like to be alerted of imminent events such as employee holidays, birthdays, qualification expiry, salary reviews, new employees starting, manually set reminders and so forth. Configure how many days prior to and after the event you wish to be alerted and whether the alerts should be displayed automatically each time that you log into the system. To enable or disable a particular alert, select or deselect the corresponding Enable check box. To set how many days prior to and after the event occurs that you wish to be alerted, enter a number (in days) into the corresponding prior and after fields.

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In the example below, you will be alerted 7 days prior to an employee birthday and the alert will continue to be displayed on the alert notification for 7 days after the birthday.

Fig 2.3.5a Alert Configuration - Configuring To display the alert on the day of the event only, enter 0 for the days prior. Similarly if you only wish to display the alert up until and including the day of the event, enter 0 for the days after. If you would like the alerts to be displayed automatically each time that you log into the system then check the Display Event Alerts on Startup check box. To view the current alerts, select the Show Current Alerts button.

2.3.6 Current Event Alerts

Fig 2.3.7 Event Alerts All events which date fall between the days prior and days after settings are displayed. The order of which the alerts are displayed can be changed by selecting an order in the Display Order list. Each of these options can then be displayed in either Ascending or Descending order by selecting the corresponding button. To display only a single alert type, select a type in the Filter By Alert Type list. The number of alerts displayed for the selected type is also displayed in the top right.

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3. Employee Details To access the employee details - from the Main Menu, select Employee Details Menu.

Fig 3.0 Employee Details Menu

3.1 Adding a New Employee New employees can be added either by using the New Employee Wizard and entering the details manually or by importing details from a previously completed Word form. Blank or partially completed Word forms can be sent to employees for them to complete and return. The details entered into the form by the employee can automatically be imported into Human Resource Manager. It is therefore possible for the details for every employee within the company to be entered into the system without the administrator having to input a single detail manually.

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3.1.1 New Employee Wizard

To add a new employee manually, select New Employee Wizard from either the Employee Details Menu or from within the main employee details screen.

Fig 3.1.1a Employee Details – New Employee Wizard After completing the employee Title, Forename and Surname you may save the new employee at any time or continue adding details as required. After saving the employee, you will be presented with the Employee Added Successfully screen. This screen summarises the number of employees stored and gives you the opportunity to preview or print the Employee Details Incomplete report. This report highlights the information which has not yet been entered for the employee. This report can then be passed onto the employee for them to manually complete the missing details or amend any errors.

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Fig 3.1.1b Employee Details Added Successfully Generate a Microsoft Word® Form This function creates a form and inserts the completed employee information into the form. This form can then be sent or emailed to the employee for them to verify and complete any missing information. Once the employee has completed the form it can be emailed back to the Human Resource Administrator and, if required, the details on the form can be automatically imported into the system without the administrator having to enter the additional or corrected details.

3.1.2 Importing Employee Details Human Resource Manager allows you to export a Word form which initially contains only the company information. This form can then be sent to the employee to complete their details. Once the employee has completed all (or some) of their details, this form can be imported into the Human Resource Manager and the employee record will be created and completed with all of the employee details, without the administrator having to enter any information manually whatsoever. This is an extremely effective way for the administrator to obtain the details of numerous employees at once, have their details entered into the application automatically, without the need to manually enter any of the information. This form can be emailed to as many employees as you decide in one action and their details imported as and when they return the completed forms. This form can also be used for data accuracy checking, as it can be created from any employee record at any time, regardless of how much information has already been entered for that employee, and emailed to them for data verification and completion of missing information. The form contains an area whereby the employee can alert you of errors or omission regarding their records. The administrator is made aware of this alert before they can import the form back into the application. If the form is created from a blank record, the name of the form is NewEmployee.Doc

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If the form is created from an existing employee record, the form is named after the employee, in the format surname_forename.doc The actual name of the form is irrelevant as only the employee name contained in the form is taken into account. To create a blank form to send to an employee, select Import form or Create Blank Word Form, then select Create Blank Form for New Employee.

Fig 3.1.2a Create Blank form / Export Employee Details

Fig 3.1.2b Create Blank form / Export Employee Details

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To create the form and preview or edit it in Word, select Open form to edit or preview it in Word. If you wish to email the form directly to the employee, enter the email address into the Alternative Email field and select Send form via Email. Once the form has been completed and returned by the employee it can be imported back into the application. If the form was initially created from an existing employee record, select Import Details from Form to an Existing Employee Record. The details contained on the form will be imported into the employee record, overwriting any existing information for that employee. If the application detects multiple existing employee records containing the same employee name it will display a list of matching records for you to select the correct record from. If the form was initially created as a blank form, select Create New Employee Record with Imported Details. A new employee record will be created from the information contained in the form.

3.2 Adding or Amending Employee Details

3.2.1 Selecting an employee

Fig 3.2.1 Employee Details Employees can be selected using the Select Employee list or by navigating through each employee record by selecting the Previous and Next buttons. If any employees have been marked as archived and the Show Archived Employees option is not selected, they will not appear in the Select Employee list.

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3.2.2 Employee Details The employee title can be selected by using the drop down list or by entering it directly into the Title field. If the title that you enter into the field is not currently stored in the system you will be asked if you wish to add it as a new title for future selection. New titles can also be added by selecting the plus button to the right of the Title drop down list. To edit the currently selected title, select the E button to the right of the Title drop down list. The employee gender will be automatically selected depending on the Title that you select. Enter the employee forename and surname plus other name into the appropriate fields. The employee Title, Forename and Surname are the only mandatory fields. Once these have been entered, you may save the new employee details and exit at any time. The Town, City and County fields can be selected by using the drop down lists or by entering them directly into their fields. Once a Town or City has been entered for an employee they will be saved and become selectable from the drop down list for future employees. The County field has already been populated with the counties of the UK. If you wish to add a new county, simply enter the county into the field and confirm that you wish to save it. This will then be stored and become selectable for future employees. The home telephone number, personal mobile telephone number and email address for the employee can also be entered.

3.2.3 Importing an Employee Photograph Most popular image formats can be imported, including JPG, TIF, PNG, BMP, DIB, EMF, WMF and ICO. To import the photograph, select Import and browse to the stored image. Once imported, the photograph can be displayed as scaled, clipped or stretched. Scaled: The size of the photograph is scaled up or down so that it fits the area without distorting the image. Clipped: The size of the original photograph is not adjusted and it is aligned to the top left of the area. Stretch: The photograph is resized to fit the area exactly. In stretch mode, the directional arrows to the right of the photograph area are enabled so that you can adjust the appearance of the image to minimise distortion from the stretching of the photograph. The original photograph stored on your computer is left completely unchanged by adjusting it using one of the above methods. Changes made this way effect how the photograph is displayed within Human Resource Manager only. When importing an employee photograph, the image is copied from the original location that you select to the employee’s folder within the Human Resource Manager location.

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3.2.4 Archive Employee If an employee is archived all of their details remain on the system. When selecting employees or generating reports you have the option to include or exclude archived employees. To archive an employee simply tick the Archive Employee check box.

3.3 Background Information

Fig 3.3 Employee Details – Background Information Date of Birth: Enter the employee’s date of birth (dd/mm/yyyy) or use the date selector. National Insurance Number Nationality, Ethnic Origin and Religion: The information for these fields can be selected by using the drop down lists or by entering them directly into the field. If the information that you enter into the field is not currently stored in the system you will be asked if you wish to add it for future selection. New details for that particular field can also be added by selecting the plus button to the right of the drop down lists. To edit the information in the currently selected field, select the E button to the right of the drop down list. Marital Status: Select, enter or add new marital status. No. of Dependants: Enter the number of dependants which the employee has. Notes: Enter any further information regarding the employee background.

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Driving License?: Tick if the employee holds a driving license. If this field is ticked then the Driving License No. field becomes enabled. Own Vehicle?: Tick if the employee has his/her own vehicle. If this field is ticked then the Registration Number field becomes enabled for storing the vehicle registration number.

3.4 Emergency Contacts

Fig 3.4 Employee Details – Emergency Contacts Select, enter or add a new Relationship to the Employee. If the contact shares the same home address as the employee you can quickly complete the contact fields by selecting Insert Home Address & Details. To add a new relationship type, select the plus button next to the relationship selector. To edit the currently selected relationship type, select the E button.

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3.5 Health & Safety

Fig 3.5 Employee Details – Health and Safety Select Doctor If the doctor is already stored or has been selected for another employee, select the doctor from the drop down list. The name and contact details of this doctor will be displayed from the information stored in the doctor file. The doctor details are not directly editable here. To edit the doctor information, select the required doctor and select the E next to the doctor selector. Similarly, to add a new doctor, select the plus button next to the doctor selector. Employee is registered disabled? Select Yes or No Disability Registration Number: If you selected Yes that the employee is registered as disabled, then the field to enter the registration number becomes enabled. Enter the disability registration number here. Requirements: Enter any other requirements regarding health that the employee may require. Further Health Information: Enter any further details relating to the employee’s health here. Health and Safety Representative? Select Yes or No If you select No, then you can select which employee (if any) is the health and safety representative for this employee.

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First Aider? Select Yes or No If you select No, then you can select which employee (if any) is the first aid representative for this employee Fire Marshal? Select Yes or No If you select No, then you can select which employee (if any) is the fire marshal representative for this employee and whether the employee is a deputy fire marshal. Fire Marshal Deputy? Select Yes or No

3.6 Employee Bank Details

Fig 3.6 Employee Bank Details Select or Add Employee’s Bank If the required bank has already been stored or has been selected for another employee, select the bank from the drop down list. The name and contact details of this bank will be displayed from the information stored in the bank file. The bank details are not directly editable here. To edit the bank information, select the required bank and select the E next to the bank selector. Similarly, to add a new bank, select the plus button next to the bank selector. Account No: Enter the employee’s bank account number. Account Name: Enter the name/s which are associated with the bank account.

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3.7 Job Details

Fig 3.7 Employee Job Details

3.7.1 Employment Details Start Date: Enter the date from which the employee was first employed by the company. As always, the date should be entered in the format (dd/mm/yyyy) or selected from the calendar by selecting the calendar button to the right of the date field. If the Current Post/Position Start Date field is blank, this will automatically be completed with the same date as the employment start date. Date Due to Leave: If the employee is employed for a fixed term, enter the date which the employment is due to terminate. Length of Employment to Date: This field displays the length of employment to date. This field cannot be edited. Proposed Employment Length: If the Date Due to Leave has been completed, this field displays the proposed length of employment. This field cannot be edited.

3.7.2 Current Post / Position This information is locked until you select Post/Position Change. To amend the current post/position details for the employee, select Post/Position Change. You will be asked if you would like to save the current job details to the employee history. To keep a record of the current position details before amending them, select yes when asked.

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It is recommended that you answer Yes and save the current details to history before amending them. You can view the full position history at any time by selecting Show Post / Position History. If you selected Yes to save the history you will be presented with the Change of Position screen. Enter a description for the position change and select the date to use for the last day of the current position.

Fig 3.7.2 Change of Position Select Update Post/Position History to return to the job details screen. Start Date: Enter the date from which the employee was first employed in their current position. Date End Date: If the current position is for a fixed term, enter the date which the employment in this position is due to terminate. Time in Current Position To Date: This field displays the length of employment in the current position to date. This field cannot be edited. Proposed Time in Current Post: If the Date End Date has been completed, this field displays the proposed length of employment in the current position. Employee Number: Enter your own employee/company number for this employee.

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Position, Employment Type, Department: Select form the current list or enter new details for the fields. Select Save Post / Position Details to save the new position details for the employee. The application will prevent you from leaving this screen until you have either saved or cancelled the change of position.

3.7.3 Job Location Default: Selecting default will insert the main company address into the job location. Home: Selecting home will insert the employee’s home address into the job location. Any other location can be selected from the list or entered as a new location. This new location will then be selectable for other employees. Enter the employee’s Business Telephone Number and extension, Mobile Telephone Number and email address. Is the Employee a Key Holder for the company? Select Yes or No.

3.8 Salary Details This information is locked until you select Amend.

Fig 3.8a Salary Details The current salary information and history is displayed. To amend the current salary, select Amend. You have the choice of saving the current salary to the salary history. If you select to update the salary to the history it will instantly be displayed in the history.

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After selecting to amend the salary, the fields are enabled and you can enter the relevant information. Salary Rate Name: If you enter salary information directly into the fields, rather than selecting a saved rate, the salary rate name displays Non-standard Rate. To load a pre-saved salary rate, select Load Saved Salary Rate, select the required rate and click Load to Employee. After completing the information, select Save. The application will prevent you from leaving this screen until you have saved the salary details.

Fig 3.8b Amend Salary Details The salary History can be filtered as required by selecting All, Current Year or Other to view only a single month.

To amend the salary history, select the button next to the corresponding history record.

3.9 Work Patterns

Fig 3.9 Work Patterns Select a saved work pattern from the list. To add a new work pattern, select the plus button next to the Select Work Pattern list.

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To edit the currently selected work pattern, select the E button. To remove the currently selected work pattern from this employee, select None.

3.9.1 Adding or Editing a Work Pattern

Fig 3.9.1 Adding or Editing Work Patterns If you selected to edit a current work pattern you can use the Select Work Pattern list to select the pattern that you wish to edit. Work Pattern Name: Enter a name to identify this work pattern. Minute Increment: This adjusts the increments of the minute fields for the start and end times to make your selections easier. Included in Work Pattern: Select or unselect each day as appropriate for the work pattern. Select the day start and finish times, plus break time. The total hours for that day and the week are displayed. Once completing the times for a particular day, click the copy button on the following day to duplicate the times for that day also. Selecting All will copy the time from Monday to each of the other days. Reset All Times: Select this will reset all time boxes to 00. Deduct Break from Total Hours? If Yes is selected then the break times are deducted from the total hours.

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3.10 Company Vehicle

Fig 3.10 Company Vehicle If the employee has not previously been allocated a company vehicle select Issue Vehicle to allocate a vehicle to the employee. Enter the start and end dates for the period which the employee is allocated the vehicle. Select Vehicle: Select a vehicle to allocate to the employee from the list. Company Vehicles can be added and edited either from the employee screen or via the main menu. To add or edit a company vehicle from the main menu, select Company Details and Preferences then Company Vehicles. Edit details for a Company Vehicle (via the employee details screen) To amend the details for the currently selected vehicle, select the E button. Add a new Company Vehicle (via the employee details screen) To add a company vehicle select the + button next to the vehicle selector.

Enter or select the vehicle male. Enter or select the vehicle model. Enter the vehicle registration number. The above three fields are mandatory and must be completed before saving the vehicle details. Enter any other details regarding the vehicle. Enter the current mileage of the vehicle.

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After entering all of the relevant details of the vehicle, select Save Issue of Vehicle. Change Vehicle: When changing the vehicle for the employee you will be asked if you wish to update the current vehicle to the employee vehicle history.

3.11 Employee Benefits

Fig 3.11 Benefits To issue a benefit to an employee select Issue Benefit. Select or enter the benefit type. To add a new benefit type, select the plus button. The details for each individual benefit are locked on this screen. To edit the currently selected benefit select the E button. Enter the start and end dates for the period which the employee holds the benefit. Click Save Benefit when you have completed all of the benefit details. The benefit is immediately transferred to the benefit history.

Each benefit record can be edited by selecting the button for the corresponding benefit record.

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3.11.1 Adding a new benefit or editing a current benefit

Fig 3.11.1 Benefits – Add New or Edit Select from the list or enter a new benefit type. Enter the Benefit. For example, mobile phone model Enter the length of time that the benefit is usually held and select or enter the duration period (e.g. months). Enter any notes relating to this benefit. If the benefit has a value, enter the value and whether or not it is taxable. If the employee contributes towards the benefit from their salary select yes and select whether the contribution is a fixed amount or a percentage of the employee’s salary. Select Save when you have completed the information and the benefit details will be loaded to the employee.

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3.12 Employee Holidays

Fig 3.12 Employee Holidays The holiday parameters can either be set manually or default values from the company preferences used.

3.12.1 Holiday Parameters Use Company Defaults

When Use Company Defaults is selected, all of the parameters are loaded as per the settings in the company preferences section. None of the settings can be amended manually. The employee holiday year and entitlement are calculated based on the default settings. If you have selected to calculate the holidays pro-rata in the default settings, you must complete the employee start date in the job details section.

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Set Manual Parameters Selecting Manual Parameters allows you to amend each of the parameters individually.

Holiday Year Start: This is the date from which the company holiday year should be calculated for this employee. If you are using Pro-Rata for the entitlement calculation and the employee start date is after the holiday year start date, this should be set to the employee start date. To set this field to the employee start date, select Employee Start Date. The employee start date must be set in the job details section prior to using this function. Holiday Year End: This is the date to which the company holiday year should be calculated for this employee. If you are using Pro-Rata for the entitlement calculation and the employee is due to leave before the end of the holiday year, this should be set to the last date of employment. To set this field to the last date of employment, select Employee Leaving Date. The employee leaving date must be set in the job details section prior to using this function. The above dates can also be entered manually (dd/mm/yyyy) or selected using the calendar.

3.12.2 Holiday Entitlement This is the annual holiday entitlement (days) allocated to the employee. Pro Rata: Selecting Pro-Rata will calculate the holiday entitlement based upon the employee start and leaving dates. For instance, if the company holiday year runs from January through December and the employee joins the company at the end of June, they will be allocated 50% of the annual entitlement. Similarly if the employee joined the company before or on the holiday year start date, but is due to leave at the end of June, they will also be allocated 50% of the annual entitlement. Full Allocation: The full annual entitlement is allocated to the employee regardless of their employment start and leaving dates.

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Carry Over Unused Holidays to Next Year? Yes: If the employee has not been allocated their full entitlement of holidays for the current holiday year when the Holiday Year End routine is ran, the unallocated balance will be added to the entitlement for next year, up to the number of days selected in the Max Days to Carry field. No: When the Holiday Year End routine is ran, the employee is allocated only the entitlement for next year regardless of whether they have unallocated holidays remaining for the current year or not. Allow Use of Next Years Holidays? Yes: If the employee has already been allocated the full entitlement for the current holiday year then next years entitlement can be brought forward and used in the current holiday year. When the Holiday Year End routine is ran, the entitlement brought forward will be deducted from the entitlement for the following year, up to the number of days selected in the Max Days to Allow field. No: The employee can use only the current holiday year entitlement. Next Years Used to Date: This is the number of days already allocated from the following year’s entitlement. The figure is a total of both holidays booked for the following holiday year plus holidays allocated this year using next year’s entitlement. When running the Holiday Year End routine, the above settings can be used to calculate the new entitlement or over-ridden with parameters set at the time.

3.12.3 Issuing an Employee Holiday To issue an employee holiday, select Issue Employee Holiday. Before issuing the holiday you may wish to view the employee schedule. Selecting View Employee Schedule will open the reports screen and select the employee schedule report. This report displays the current status of employees who may be absent from work, either through holidays, illness or training courses etc. The report can be filtered to display the schedule for a single or multiple departments, locations or work patterns etc and for any date range. The report can help you decide whether to allow a holiday or absence to be issued, depending on the status of other employee absences.

Fig 3.12.3a Employee Planner/Schedule Report

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Fig 3.12.3b Issue Employee Holiday Holiday Start Date: Enter the date that the holiday is to begin. If the holiday begins from the start of the day select AM. Alternatively, if the holiday begins on or after mid-day, select PM. Holiday End Date: Enter the last date of the holiday. If the holiday ends at the end of the last day, select PM. Alternatively, if the holiday ends at mid-day, select AM. Holiday Duration Displays the duration of the holiday regardless of the entitlement used. Entitlement Used for This Holiday Displays the number of days used from the employee’s entitlement for this holiday. Count Weekends as Holiday Days? Select either Yes or No. If you select Yes and the holiday spans either a Saturday or a Sunday, the weekend days will be included as part of the holiday and the employee’s entitlement reduced accordingly. Selecting No will exclude the weekend days when calculating the holiday entitlement used for this holiday. Company or Bank/Public holidays within this period If the holiday spans either a company or public holiday, the number of these days within the holiday period is displayed.

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Count Company or public holidays? Select either Yes or No. If you select Yes and the holiday spans either a company or public holiday, these days will be included as part of the holiday and the employee’s remaining entitlement reduced accordingly. Selecting No will exclude the company or public holiday days when calculating the holiday entitlement used for this holiday. Is this a Paid Holiday? Select either Yes or No. Selecting Company Defaults for any of the above will return the settings to the parameters set in the company preferences. Cancel Remove any information entered and cancel the addition of the holiday. Save Holiday Save the holiday to the employee and update their holiday entitlement accordingly. This holiday will be immediately viewable in the holiday record and can be amended from there at any time. If the number of days required to issue the holiday is greater then the remaining entitlement for the employee, a warning will be displayed and based on the settings for the employee, you will be prompted on how to configure the over-allocation

3.12.4 Amending the Holiday Record To amend the holiday record,

simply select the button next to the corresponding record. Amending the details for each individual holiday is identical to the procedure for issuing a new holiday as described above.

Fig 3.2.14.4 Amending the Holiday Record

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3.13 Employee Absence

Fig 3.13 Employee Absence

3.13.1 Adding an Employee Absence Before issuing the holiday you may wish to view the employee schedule. Selecting View Employee Schedule will open the reports screen and select the employee schedule report. This report displays the current status of employees who may be absent from work, either through holidays, illness or training courses etc. The report can be filtered to display the schedule for a single or multiple departments, locations or work patterns etc and for any date range. The report can help you decide whether to allow a holiday or absence to be issued, depending on the status of other employee absences.

Fig 3.13.1 Employee Planner/Schedule Report The absence entry may be started whilst the employee is still absent and completed on the employee’s return to work. To add an absence to the employee record, select Begin Absence.

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First Date of Absence Enter the date that the absence begins. If the employee was absent from the beginning of the day, select AM. Alternatively if the employee absence began after mid-day, select PM. Reason for Absence Select from the list or enter a new Reason for Absence. If you enter a new reason for absence it will be selectable for future absences for all employees. Notes Enter any further information regarding the absence. Return to Work On the employee’s return to work, select Return to Work. Last Date of Absence Enter the date which is the last date of the absence (not the date that the employee returned to work). AM/PM On returning to work, if the employee returned to work at mid-day, then select AM. Alternatively, if the employee returned to work at the start of the following working day select PM. Company Holidays are Absence Days? Select either Yes or No. If you select Yes and the absence spans either a company or public holiday, these days will be added to the absence record and the employee’s absence total incremented accordingly. Selecting No will exclude the company holiday days when calculating the number of days for this absence. Weekends are Absence Days? Select either Yes or No. If you select Yes and the absence spans either a Saturday or a Sunday, the weekend days will be added to the absence record and the employee’s absence total incremented accordingly. Selecting No will exclude the weekend days when calculating the number of days for this absence. Paid Absence? Is the employee paid for this absence? Select either Yes or No. Selecting Company Defaults for any of the above will return the settings to the parameters set in the company preferences. Number of Days Absent The total number of days which will be counted as absent based on the settings selected above. Update Absence History Save the absence entry and update the employee absence history with this record. The record cannot be saved until the Return to Work details have been completed. Cancel Absence Selecting the Cancel Absence button will remove the current open absence.

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3.13.2 Amending the Absence Record To amend the absence history record, select the button for the corresponding record. Amending the details for each individual absence is identical to the procedure for entering a new absence as described above.

3.14 Disciplinary Record

Fig 3.14 Employee Disciplinary Record

3.14.1 Add Disciplinary Action Disciplinary Type Select from the existing list or add a new disciplinary type. Date of Action Enter the date of the disciplinary action. Administering Manager Select the manager from the list. Details and Reason for Disciplinary Action Enter any relevant details regarding the action. Hard copy of original documents located at: If you are storing a hard copy of any documentation, enter the location where the documents are stored. Import and Link Disciplinary Document to Employee This enables you to store any electronic document such as a word processing letter or a scanned document with the disciplinary record. This document can then be opened with its

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associated application from within Human Resource Manager without having to exit. Selecting the button will allow you to browse for the document, after which you will have the option as to whether to copy or move the document to the employee folder, or simply link to it at its existing location. Disciplinary Action Closed? Select Yes if the action is complete and requires no further attention. After completing the above information you can either cancel the action or save it to the disciplinary action history. You must either cancel or complete the Disciplinary Action before navigating to another screen.

3.14.2 Amending the Disciplinary Action Record To amend the disciplinary action record, simply select the button for the corresponding record. Amending the details for each individual record is identical to the procedure for entering a new action as described above.

3.15 Employee Grievance

Fig 3.15 Employee Grievance

3.15.1 Add Employee Grievance Grievance Type Select from the existing list or add a new grievance type. Date of Grievance Enter the date of the employee grievance.

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Administering Manager Select the manager from the list. Details and Reason for Grievance Enter any relevant details regarding the grievance. Hard copy of original documents located at: If you are storing a hard copy of any documentation, enter the location where documents are stored. Import and Link Grievance Document to Employee This enables you to store any electronic document such as a word processing letter or scanned document with the grievance record. This document can then be opened with its associated application from within the Human Resource program without having to exit. Selecting the button will allow you to browse for the document, after which you will have the option as to whether to copy or move the document to the employee folder, or simply link to it at its existing location. Grievance Closed? Select Yes if the grievance is complete and requires no further attention. After completing the above information you can either cancel the grievance record or save it to the grievance history. You must either cancel or complete the employee Grievance before navigating to another screen.

3.15.2 Amending the Grievance Record

To amend the grievance record, simply select the button next to the corresponding record. Amending the details for each individual record is identical to the procedure for entering a new grievance as described above.

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3.16 Employee Appraisal

Fig 3.16 Employee Appraisal

3.16.1 Add Employee Appraisal Date Next Appraisal Due Enter the date when the next appraisal is due. Appraisal Type Select from the existing list or add a new appraisal type. Appraisal Date Enter the date of the employee appraisal. Appraised By Select the manager from the list. Notes Enter any relevant details regarding the appraisal. Hard copy of original documents located at: If you are storing a hard copy of any documentation, enter the location where documents are stored. Import and Link Appraisal Document to Employee This enables you to store any electronic document such as a word processing letter or scanned document with the appraisal record. This document can then be opened with its associated application from within the Human Resource program without having to exit. Selecting the button will allow you to browse for the document, after which you will have the option as to whether to copy or move the document to the employee folder, or simply link to it at its existing location.

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Appraisal Closed? Select Yes if the appraisal is complete and requires no further attention. Plans to Implement Enter any action required following the appraisal. Implement By Enter the date that the above plans should be implemented by. After completing the above information you can either cancel the appraisal record or save it to the appraisal history. You must either cancel or complete the employee Appraisal before navigating to another screen.

3.16.2 Amending the Appraisal Record

To amend the appraisal record, simply select the button next to the corresponding record. Amending the details for each individual record is identical to the procedure for entering a new appraisal as described above.

3.17 Employee Training

Fig 3.17 Employee Training Training can be added to the employee record either by entering the training information directly or by the completion of a scheduled training course.

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3.17.1 Add Training to the Employee Record Directly Select Add Training to History.

Fig 3.17.1 Employee Training – Add directly Select Course Select from the existing list or add a new course. Course Provider Select the organisation which is providing the training. The default course provider for the course (set when adding a new course) is automatically completed when selecting the course but can be changed by selecting another from the existing list or adding a new Course Provider. Course Location Select the location where the training is taking place. The default course location for the course (set when adding a new course) is automatically completed when selecting the course but can be changed by selecting another from the existing list or adding a new Course Location. Start & End Date Enter the date that the training begins and the last date of the training. Cost Enter any costs incurred by providing the training. Course Passed Select Yes if the course was passed, No if failed or if the course is not ranked, select N/A.

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Qualification Gained If the training has an associated qualification it will be displayed here. Select Cancel to return to the employee screen without updating the training history. Select Save to update the employee training history.

3.17.2 Add Training using the Course Schedule To add the employee to a scheduled course or to add a course to the schedule, select Show Course Schedule.

Fig 3.17.2 Employee Training – Course Schedule

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3.17.2.1 Add Course to Schedule If the relevant course is not currently listed in the schedule, select Add Course to Schedule.

Fig 3.17.2.1 Employee Training – Add Course to Schedule Select Course Select from the existing list or add a new course. Course Provider Select the organisation which is providing the course. The default course provider for the course (set when adding a new course) is automatically completed when selecting the course but can be changed by selecting another from the existing list or adding a new Course Provider. Course Location Select the location where the course is taking place. The default course location for the course (set when adding a new course) is automatically completed when selecting the course but can be changed by selecting another from the existing list or adding a new Course Location. Start & End Date Enter the date that the course begins and the last date of the course. Select Cancel to return to the course schedule screen or select Save to add the course to the schedule.

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3.17.3 Enrolling an Employee on a Course To enrol an employee on a scheduled course, select the Enrolment button on the course schedule.

Fig 3.17.3 Employee Training – Enrol employee on scheduled course The course details are displayed in the top section of the screen. Enrol an Employee All enrolled employees are displayed in the right window and all employees not enrolled on the course are displayed in the left window. Employees can be enrolled either individually, in multiples or all employees together. To enrol a single employee, simply select the employee in the left window by clicking on their name and select the button, or simply double-click the employee. To enrol multiple employees at once, select all of the employees to enrol in the left window and select the button. To enrol all of the employees at once, select the button. Remove an Employee Removing individual or multiple employees from the course is an identical process to enrolling them, with the exception that the left pointing arrows are selected.

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3.17.4 Amending Scheduled Course Details

To amend the Scheduled Course, simply select the button for the corresponding course. Amending the details for each individual record is identical to the procedure for entering a new course as described above.

3.17.5 Cancelling the Scheduled Course

To cancel the Scheduled Course, simply select the button for the corresponding course and select Delete Course from Schedule.

3.17.6 Completing the Course and updating the Employee Training History

To complete the course, select Course Completed.

Fig 3.17.6 Employee Training – Completing the Course The course details are displayed in the top section of the screen. If you do not wish to complete the course at this time you may select Exit without Updating and you will be returned to the course schedule screen. If the course is ranked as passable, select Pass or Fail for each employee. If every employee passed the course, you can mark them all as passed by selecting All Pass. Alternatively if every employee failed the course, mark them all as failed by selecting All Fail. After selecting pass or fail for each employee, select Course Complete to update the training history for each employee. If the course is associated with a Qualification and the course was marked as passed, the qualification record will also be updated for each employee.

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In the event that the employee already holds an identical qualification, you will be prompted as to whether to add the new qualification or overwrite the existing one. Selecting Course Complete also removes the course from the schedule and returns you to the course schedule screen.

3.17.7 Show Enrolled Courses / Removing the Employee from the Course

To display a list of the current courses which the employee is enrolled on select Show Enrolled Courses.

Fig 3.17.7 Employee Training – Courses Employee is Enrolled on The employee can be removed form the course either through the enrolment screen as described above or by selecting Remove from Course.

3.17.8 Amending the Training Record

To amend the training record, simply select the button next to the corresponding record. Amending the details for each individual record is identical to the procedure for entering a new training record directly as described above.

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3.18 Employee Qualifications Employee qualifications can either be entered directly or by the completion of a course with an associated qualification as described in the previous section.

3.18.1 Adding a Qualification to the Employee Record directly

Fig 3.18.1 Employee Qualifications – Adding qualifications Directly Select Qualification Select from the existing list or add a new qualification (see below). Date Gained Enter the date that the qualification was gained. Expiry Date Enter the date that the qualification is due to expire (if any). This is automatically calculated based on the expiry period set when adding the qualification but can be overridden by entering or selecting a new date. Depending on your alert settings, you will be alerted when qualification expiry becomes imminent. To save the qualification to the employee record, select Update Qualification History.

3.18.2 Amending the Qualification Record

To amend the qualification record, simply select the button for the corresponding record.

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3.18.3 Qualification Certificate If the employee received a certificate with their qualification, it can be imported into the application and stored with the qualification record. To import the certificate, select Import and browse to the file. The certificate can be resized by selecting the scale, clip and stretch buttons. The original file is not altered, simply the way that it is displayed in the application. To view a larger version of the certificate, select View Large Certificate.

Add a New Qualification

Fig 3.18.1.1 Add a New Qualification

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Qualification Name Enter the name of the qualification. Description Enter a description for the qualification. Expiry Period Enter the length of time that qualification is valid for. Depending on your alert settings, you will be alerted when qualification expiry becomes imminent. Cost Enter any associated costs with gaining the qualification. Cancel or Save the qualification details.

3.19 Employee Documents Numerous electronic document types can be linked to the employee, including contracts, letters, memos, images, spreadsheets and notes etc.

Fig 3.19 Employee Documents Each document can be assigned a document category. Any documents linked though other sections, such as disciplinary actions, grievances and appraisals will also be listed on this screen. The display can be filtered by category using the Filter Documents by Category filter list. The document category and the path to the location of the document can be displayed or hiding by ticking the Show Categories and Document Paths tick boxes.

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Each of the documents can be launched in its associated application from within Human Resource Manager. For instance, if Word is your default word processing application, selecting the Open button next to a letter will launch Word and open the document in it.

3.19.1 Linking a Document to the Employee To link a document, select Import New Document and browse to the document.

Fig 3.19.1 Employee Documents – Linking New Document to Employee Location of File Copy to Database Folder – a copy of the original file is made in the employee’s folder under the Human Resource Manager location. The original file is left untouched. Move to Database Folder – the file is moved from the location form which it was selected to the employee’s folder under the Human Resource Manager location. The file is no longer stored in its original location. Link to Original Location – A link is made within Human Resource Manager to the location that the file is stored. If the original file is deleted, Human Resource Manager will not be able to open the document. The original file is left untouched. Original Location / New Location These display the original location of the file that was selected and the new location of the file, based on your selection for the location. Document Name Enter a name which will identify the document. This is the display name within Human Resource Manager rather than the file name. The original file name is left unchanged. Description Enter a brief description for the document.

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Category Select from the existing list or enter a new category. Cancel or Save the document to the employee.

3.19.2 Opening a document from within Human Resource Manager To open the document in its associated application, select the Open button for the corresponding document.

3.19.3 Removing a Document To remove a document from the employee, select the Remove button for the corresponding document.

3.20 User Fields In addition to the default data fields within the application we have allocated ten extra fields which you can rename and use to store additional information. The fields are of three types: 5 x Alpha Numeric 2 x Dates 3 x Yes / No Each of these fields can be named appropriately for the data that they are going to contain. If you do not wish to utilise all of the fields then the others can be disabled by un-checking the enabled box next to each one. The disabled fields will not appear on any screen or report.

Fig 4.20 Employee Details – User Fields

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In the above example, the first two alpha-numeric fields have been renamed and are storing the employee height and their car-park reference. The first of the date fields is storing a contract signed date. The first of the yes/no fields is indicating whether or not a contract has been signed by the employee. If you are not utilising any of the user fields they can be hidden form view. To amend the names or hide any of the fields, select Amend Field Names.

3.20.1 Amend User Fields

Fig 4.20.1 Employee Details – Amend User Fields The fields can be renamed to match the information they will be storing. Additionally each field can be enabled or disabled if they are not being utilised. To enable or disable a field, simply tick or un-tick the corresponding Enabled box. Any fields not marked as enabled will be hidden on the employee screen. The caption on the menu button which appears on the employee screen can also be renamed to suit your requirements. Enter the new name for the button (up to a maximum of 10 characters) and an example of how it will appear on the menu button will be displayed to the right. Select Close to return to the employee screen.

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3.21 Employee Reminders The employee reminders are used to alert the user of details relating to an employee which may require action. For example, to remind that the employee needs to provide a document or have a certain job completed by a given date. The user is made aware of the reminder whenever they select the employee and also by the alert system. The employee reminders differ form the user reminders in that any user of the system (security rights allowing) will be made aware of the employee reminder.

Fig 4.21 Employee Details – Reminders The reminders can either be a single date reminder or a recurring reminder. The recurring reminders can be set to recur every day, week, month or year. When the current reminder is marked as actioned, the reminder is reset for the next occurrence date. If a reminder is due or overdue for the employee, the reminder icon will be displayed on the main employee screen and the colour of the Reminders menu button text will change to red.

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3.21.1 Add an Employee Reminder To add a new reminder, select Add New Reminder.

Fig 4.21.1 Add New Employee Reminder Reminder Date Enter the date that the reminder is due. Recurring Reminder If the reminder is a single date reminder select No. If the reminder should recur, select Yes. Recur Every Enter the period that the reminder should recur. e.g. 1 month. Next Due Date If the reminder is recurring and the reminder date has passed, this is the date that the reminder is due next.

3.21.2 Actioning, Marking as Complete or Deleting a Reminder To action or complete the reminder, select the button alongside the corresponding reminder. If the reminder is a single date reminder, selecting Action will mark the reminder as complete. If the reminder is recurring, you will be prompted as to whether to mark the reminder as complete or to move the date onto the next due date.

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If a reminder is marked as complete it remains on the employee reminder screen but will not raise any alerts. To delete the reminder and remove it from the employee screen, select Delete.

3.22 Employee Notes The employee notes are utilised to store any additional information regarding this employee. Each note can be categorised and the display filtered by these categories.

Fig 3.22 Employee Details - Notes

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3.22.1 Add a New Employee Note To add a new note for this employee, select Add New Note.

Fig 3.22.1 Employee Details – Add Employee Note Note Category Select from the existing list or add a new note category. Note Enter the details of the note. Select Cancel or Save to return to the employee details screen.

3.22.2 Amend or Delete an Employee Note To amend or delete an employee note, select the button alongside the corresponding note for the employee. To amend the note, simply enter the new note details. To delete the note, select Delete.

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3.23 Contact Details The Contact Details screen displays all of the employee’s contact information in one place. From this screen you can launch Word (either with a new document or from an existing template) and the employee’s home or business address will be inserted into the document. You can launch your email client and the employee’s personal or business email address will be inserted into the To: field of a new email.

Fig 3.23 Employee Details – Contact Details None of the information is editable from this screen. The contact details must be amended either from the employee screen or, in the case of the business address, from the job details screen. To launch Word with a new document and insert the employee’s address, select either Write to Home Address or Write to Business Address. To launch Word using a template select Write Using Template. Writing letters using templates is explained in the section Letters and Templates. To launch your email client and insert the employee’s email address, select either Email to Personal Address or Email to Business Address.

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4. Reports The reports can be accessed either from the main menu, the employee menu or from within the employee details screen.

Fig 4.0 Reports

4.1 Selecting the Report and Criteria Step 1 Select a Report Select which report you would like to display. Note: The “Employee - Details Incomplete Form” generates a Word form document, rather than a report. This is the same process as using Export details from the employee details screen. After selecting the report, the Filter Method selection box becomes enabled and contains filter options appropriate to the report that was selected. Step 2 Select a Filter Method For example, if the report is to display information only for certain departments, select Department in the Filter Method box. Likewise if the report is to display information for certain employees only, select Employee. Step 3 Select Filters Depending on your selection in step 2, select the departments or employees etc to include in the report. Select All selects all items listed and Select None removes your selections. Hold down shift or control on the keyboard to select multiple entries.

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If Employee was selected in step 2, you can include/exclude Archived Employees in the list by selecting or deselecting Show Archived Employees. On completing steps 1-3 above, the red tick next to the preview button becomes visible. This indicates that you have completed enough selections to proceed with printing or previewing the report. If the “Employee - Details Incomplete Form” was selected as the report in the first step, the Continue button also becomes enabled. Selecting this button will proceed with exporting the employee details to the Word form. Step 4 Report Options The available options depend on which report was selected. These options can contain date ranges or which sections of a report to include or exclude.

4.2 Previewing or Printing the Report If the red tick to the left of the Preview button is visible, the report can be previewed or printed directly to your default printer. Previewing the report enables you to view the result of your selections before sending the report to the printer. From the report preview you can amend the page setup, zoom in and out to view a section of the report in detail, view multiple pages of the report at once and either print the report to the default printer or select another printer. Selecting Print from the reports screen will immediately send the report to the default printer.

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5. Manager Documents

Fig 5.0 Manager Documents Numerous electronic document types can be linked, including contracts, letters, memos, images, spreadsheets, notes etc. The documents are manager or user related rather than linked to an individual employee. To link a document to an individual employee use the Employee Documents facility from the employee details screen. Each document can be assigned a document category. The display can be filtered by category using the Filter Documents by Category filter list. The document category and the path to the location of the document can be displayed or hiding by ticking the Show Categories and Document Paths tick boxes. Each of the documents can be launched in its associated application from within Human Resource Manager. For instance, if Word is your default word processing application, selecting the Open button next to a letter will launch Word and open the document in it.

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5.1 Linking a Document To link a document, select Import New Document and browse to the document.

Fig 5.1 Manager Documents – Add New Document Location of File Copy to Database Folder – a copy of the original file is made in the manager documents folder under the Human Resource Manager location. The original file is left untouched. Move to Database Folder – the file is moved from the location form which it was selected to the manager documents folder under the Human Resource Manager location. The file is no longer stored in its original location. Link to Original Location – A link is made within Human Resource Manager to the location that the file is stored. If the original file is deleted, Human Resource Manager will not be able to open the document. The original file is left untouched. Original Location / New Location These display the original location of the file that was selected and the new location of the file, based on your selection for the location. Document Name Enter a name which will identify the document. This is the display name within Human Resource Manager rather than the file name. The original file name is left unchanged. Description Enter a brief description for the document. Category Select from the existing list or enter a new category. Cancel or Save the document to the employee.

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5.2 Opening a document from within Human Resource Manager To open the document in its associated application, select the Open button for the corresponding document.

5.3 Removing a Document To remove a document, select the Remove button next to the corresponding document.

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6. Company Details and Preferences

Fig 6.0 Company Details and Preferences

6.1 Company Contact Details

Fig6.1 Company Contact Details

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Enter your company name, address, telephone, facsimile number, email and website address. The Information you enter as your company name will be used on reports and letters.

6.2 Company Logo

Fig 6.2 Company Logo Once imported, your company logo is displayed in the application. It is also displayed on any printed reports, letters and exported forms. To import your logo, select Import and browse to your logo. The logo can be scaled, clipped or stretched using the three option buttons below the logo. If you select stretch, you can adjust the logo using the four directional arrows to the right of the logo. To get the best results resize the logo so that it fits the surrounding box without distorting the image. If you do not wish to have a logo appearing on the screens or reports, you can remove the default one by selecting Remove.

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6.3 Company Holiday and Absence Preferences The settings here are used as a default only and can be amended for each employee independently as required.

Fig 6.3 Company Preferences

Default Company Holiday Year and Entitlement Enter the Holiday year start and end dates and the default holiday entitlement. As in any area where a date is required you can either enter the date manually (in the format of dd/mm/yyyy) or you can select the date from the calendar. To open the calendar to select a date, select the calendar button which you will find located to the right of each date field. Holiday Entitlement is calculated Pro Rata based on Employee Start and Leaving Dates? Select either Yes or No. If you select Yes and an employee starts or is due to leave part way though the default holiday year then the employee’s holiday entitlement will be calculated as a percentage of the full default entitlement. For example, if your holiday year runs from January through December and an employee starts with the company on July 1st then the employee’s entitlement will be reduced to fifty percent of the default entitlement.

If you select No, the employee will be issued with the full entitlement for that holiday year regardless of start and due to leave dates.

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Weekends are counted as holidays? Select either Yes or No. If you select Yes and you issue an employee holiday which spans either a Saturday or a Sunday then the weekend days will be included as part of the holiday and the employee’s remaining entitlement reduced accordingly. Selecting No will exclude the weekend days when calculating the holiday entitlement used for this holiday. Company or public holidays are counted as holidays? Select either Yes or No. If you select Yes and you issue an employee holiday which spans either a company or public holiday, these days will be included as part of the holiday and the employee’s remaining entitlement reduced accordingly. Selecting No will exclude the company or public holiday days when calculating the holiday entitlement used for this holiday. Are Employees Paid for Holidays? Select either Yes or No. Next Year’s Entitlement can be use for Holidays taken this year? Select either Yes or No. Selecting Yes will allow an employee to use some of next year’s holiday entitlement for holidays which are taken in the current holiday year. Are Employees Paid for Absence? Select either Yes or No. Include Weekends as Absence? Select either Yes or No. If you select Yes and an employee absence spans either a Saturday or a Sunday then the weekend days will be treated as absence and the employee’s absence record increased accordingly. Selecting No will exclude the weekend days when calculating the number of days for this absence.

6.3.1 Holiday Year End The holiday year end amends the holiday parameters for each employee and recalculates their entitlement for the new holiday year. The settings for each employee are amended depending on your selections for the Holiday Year End. By default, the parameters for the new holiday year are set to the current company holiday parameters, with the exception that the holiday year start and end dates are incremented by one year.

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Fig 6.3.1 Holiday Year End The options are identical to the company holiday parameters as described in the previous section, with the following additions: Holiday History Report & Holiday Summary Report Before proceeding with the Holiday Year end it is advisable to print the Holiday History and Holiday Summary Reports. Settings for Holiday Year End Routine: If any holidays were allocated during the previous year using the new year entitlement, reduce the new entitlement? As Employee Setting Use the parameters as set for each individual employee in their own holiday details. The following two options override options set for each individual employee in their holiday details! Yes Reduce the new entitlement by the number of days already allocated for holidays taken in the previous year. No The employee receives the full entitlement regardless of their previous allocations. Carry Over Unused Holidays to Next Year? As Employee Setting Use the parameters as set for each individual employee in their own holiday details.

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The following two options override options set for each individual employee in their holiday details! Yes: If the employee has not been allocated their full entitlement of holidays for the current holiday year, the unallocated balance will be added to the entitlement for the new holiday year. No: The employee is allocated only the default entitlement for the new holiday year regardless of whether they have unallocated holidays remaining for the current year or not. Amend Employee Holiday Settings to the Above Default Settings If any of the holiday parameters for an employee do not match the parameters set here, amend the employee’s parameters to match. Leave Employee Settings Alone, Calculate New Entitlement Only The holiday parameters for each employee remain unchanged. The only parameter which will change is the new holiday entitlement. Reset All Settings to Default Reset all of the parameters back to the company holiday defaults. Proceed With Holiday Year End Initiate the holiday year end routine, amending each employee’s holiday year, parameters and entitlement as per the settings above.

6.3.2 Company & Public Holidays

Fig 2.1.4 Installation Wizard – Company & Public Holidays

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Company and/or public holidays can be either be entered manually or a list imported from a text file.

Manually adding public or company holidays To manually add a company holiday, select Add New Holiday and select whether you are adding a single or a block of dates. If you are adding a single date only the start date will be available for input. Wherever a date is required it should be entered in the format of dd/mm/yyyy or can be selected using the calendar function which is located to the right of the date input field. If you selected Block of Dates then both the start and end date must be completed. Both the start and end dates are inclusive. Select if the holiday is a public holiday or a company specific holiday.

Add Weekends? If any of the holiday dates fall over a weekend, selecting yes will add those days to the company holiday list. If you select no then the days which fall over the weekend are not included as part of the holiday. Add public or company holidays by importing them from a text file To import a single date or range of dates from a text file, select Import Public and Company Holidays from File, select the file which contains the dates and select OK. Text files containing the public holidays for several countries can be downloaded from our web site at http://www.HRMsoft.co.uk.

Filtering Public and Company Holiday Records To view holidays which are occurring in a specific month only, select the buttons below the holiday list.

Fig 2.1.4a New Installation Wizard – Company & Public Holidays – adding holidays manually

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6.4 Work Patterns

Fig 6.5 Adding or Editing Work Patterns Work Pattern Name: Enter a name to identify this work pattern. Minute Increment: This adjusts the increment value of the minute fields for the start and end times to make your selections easier. Included in Work Pattern: Select or unselect each day as appropriate for the work pattern. Select the day start and finish times, plus break time. The total hours for that day and the week are displayed. Once completing the times for a particular day, click the copy button on the following day to duplicate the times for that day also. Selecting All will copy the time from Monday to each of the other days. Reset All Times: Select this will reset all time boxes to 00. Deduct Break from Total Hours? If Yes is selected then the break times are deducted from the total hours.

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6.5 Company Vehicles Company Vehicles can be added and edited either from the employee screen or via the main menu.

Enter or select the vehicle male. Enter or select the vehicle model. Enter the vehicle registration number. The above three fields are mandatory and must be completed before saving the vehicle details. Enter any other details regarding the vehicle. Enter the current mileage of the vehicle.

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7. Security Levels and Users Security levels ensure that users can only gain access to information they have the right to access. Each security level can allow or deny the user the ability to either modify or view information contained in Human Resource Manager. Each user can be assigned any single security level. The default username when you first installed the application is set to Admin and the password is also Admin. This admin account is assigned security level 1 (which is named Administrator). This security level has access to every aspect of the Human Resource Manager, including the rights to add and to amend security levels and users. It is recommended that the admin password is changed as soon as possible to ensure that only the administrator can gain access to the security features. A log is created each time that a user logs into and out of the system. This enables the administrator (or any other user with the security rights) to print a report showing the login history for each user.

7.1 Users

Fig 7.0 Users

To edit a user, select the button for the corresponding user. The username, password and the assigned security level can now be amended.

To remove a user, select the button for the corresponding user.

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7.1.1 Add New User Each user is assigned a user name, password and a security level. If the security level that you wish to assign the new user has not yet been created, it can be created during the process of adding the new user. To add a new user, from the Main Menu, select Application Preferences then Users. Select Add New User.

Fig 7.11 Add New User Enter a user name (the new user will enter this as the login name). Enter the password for this user and enter it again as confirmation. Security Level Select an existing security level or select the plus button to add a new security level. In this example we are creating a new security level, so select the plus button.

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7.1.2 Add New Security Level

Fig 7.12 Add New Security Level Security Level Enter a number for this security level. Name Enter a name to identify this security level. Description Enter a full description to identify this security level. System & Company Administration Select the tick boxes for the corresponding item to allow the user access. For instance, to allow the user access to edit the company preferences, select the Edit box under the Company Preferences column. To deny the user access to any of the items, leave the tick boxes empty. Employee Details Security To amend the access rights for the employee information, select the Employee Details Security Button.

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Fig 7.12a Employee Details Security Select the tick boxes for the corresponding item to allow the user access. For instance, to allow the user access to view the employees’ holidays, but not edit or issue a holiday, select the View box for Holidays. To deny the user access to any of the items, leave the tick boxes empty. To allow the user access to view all details for the employees, select View Only under the Change All column. To return to the System and Company Security settings, select the System & Company Security button. To save the new security level, select Save New Security Level.

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8. Letters and Templates Numerous letter templates are included with Human Resource Manager. The templates can be used to merge employee details into a letter and sent directly to print or opened in Word for editing. The letter templates can be modified to suit your requirements. New templates can be created or imported into the system and unused templates can also be removed. Multiple recipients can be selected for merging at one time into one document and recipients can be filtered by categories such as departments or locations then individual selections or de-selections can be made within those categories.

Fig 8.0 Employee Letters and Templates

8.1 Merge employee details into a Word Template To merge details from an employee into an existing template: Step 1 Select a Filter Method For example, if the letter is to merge information from employees in certain departments, select Department in the Select Filter box. Likewise if the letter is to merge information for certain employees only, select Employee. Step 2 Select Filters Depending on your selection in step 1, select the departments or employees to include in the merge. Select All selects all items listed and Select None removes your selections. Hold down shift or control on the keyboard to select multiple entries.

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If Employee was selected in step 1, you can include/exclude Archived Employees in the list by selecting or deselecting Show Archived Employees. Step 3 Select Letter Template Select the letter to which the details are to be merged with. Step 4 Enter the signatory (if any) which is to appear on the letter. This signatory is stored within the application and does not need to be entered again if the required signatory remains unchanged. To have no signatory appear on the letter, delete the existing signatory or select the Clear button. Step 5 Print or Edit Select Send Directly to Printer to merge the details from your selections into the template and send the letter/s immediately to the printer. Select Open for Editing in Word if you would like to manually amend any details, save the resulting document or simply preview the results. The resulting document is opened within Word and can be amended, saved or printed as any Word document. Some of the documents require user intervention to complete the details before printing. The relevant sections within the document appear in red text when opened in Word. It is therefore advisable to open the documents in Word to ensure all details are complete before sending to print. Step 6 Proceed Select Merge Letter and the resulting document is either sent directly to the default printer or opened in Word as per your settings in step 5 above.

8.2 Add a New Template To add a new template, select New. Enter the name of the template. This is the name that will be displayed in the Select Letter Template list so ensure the name corresponds to the template. A Blank document will be opened in Word. Enter the letter text and any Merge Fields (see the Modify an existing Template section below for information on Merge Fields) into the document and save. The new template will be immediately selectable for merging in the Select Letter Template list.

8.3 Modify an existing Template To modify an existing template, select the template in the Select Letter Template list and select Modify. The template is opened within Word and can be amended as any other Word template. The templates contain Merge Fields. These fields merge employee information from the Human Resource Manager into the resulting document.

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To add further merge fields into the document, ensure that the Mail Merge toolbar is visible within Word and select the Insert Merge Fields icon. A list of the available fields which can be inserted into the document is displayed. To insert the field, select the field and then select Insert. Please refer to the Word documentation for further information regarding Merge Fields. Save the amended template from within Word and it will be ready for use within the Human Resource Manager.

8.4 Import a Letter Template If you have an existing template that you wish to make available for selection within the Select Letter Template list, select Import and browse to the document. The template will be immediately selectable for merging.

8.5 Deleting a Letter Template If you envisage that you will never use one of the templates and wish to remove it from the Select Letter Template list, select the template in the list and select Delete. The template will be permanently removed from the list.

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9. Product Activation and Increasing the Maximum number of Employees allowed

The Human Resource Manager trial will run for 30 days and allow up to 5 employees to be stored. To continue using Human Resource Manager after this period or to allow more employees to be stored, activation is required. Human Resource Manager is free to use with up to 5 employees stored for a period of 12 months, but free activation is required after the 30 day trial period.

9.1 Activate Human Resource Manager The cost for activating the product depends on how many employees you require to be stored on the system. For full details of the cost, please consult our web site at www.hrmsoft.co.uk or contact our sales team, either by email at sales@hrmsoft.co.uk or telephone 0870 027 1122. To activate Human Resource Manager, from the Main Menu, select Application Preferences and Product Activation.

Fig 9.0 Product Activation Select the maximum number of employees to be stored on the system. A Verification Code will be generated depending on your selection. This code must be provided for activation. The product can be activated via email, through the web site or via telephone.

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After providing the Verification Code and payment details you will be issued with an Activation Code. Enter or paste the Activation Code into the field and select Activate Product. A confirmation will be displayed showing that the activation was successful.

9.2 Increasing the Maximum Number of Employees To increase the maximum number of employees which can be stored on the system, from the Main Menu, select Application Preferences and Increase Maximum Employees. Select the new maximum number of employees and the new Verification Code will be generated depending on your selection. The product can be activated via email, through the web site or via telephone. After providing the Verification Code and payment details you will be issued with a new Activation Code. Enter or paste the Activation Code into the field and select Activate Product. A confirmation will be displayed showing that the activation was successful and will show the new maximum employees allowed.

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10. Backup and Restore It is strongly recommended that regular backups are taken of Human Resource Manager Human Resource Manager contains a Backup and Restore Utility, but it is still preferential to take off-site (or at least off-computer) backups using your normal backup procedure. To backup the Human Resource Manager using the Backup and Restore Utility, select Load Backup Program from the Main Menu. The system also prompts to backup before exiting (providing the prompt has not been disabled in the application preferences).

Fig 10.0 Backup Utility Menu

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10.1 Backup

Fig 10.1 Human Resource Manager Backup

10.1.1 Backup Location This is the location that the backup files will be saved to. This can be a local hard disk, network drive, CD, external hard drive or USB Flash Drive etc. It is advisable to backup to a different drive than the drive which Human Resource Manager is installed on. To change the backup location, select Change Backup Location and browse to the new location. Append Current Date & Time to Backup Location? Appending the date and time to the folder distinguishes each backup from a previous one. It also enables the restoration of a backup set from a given date.

10.1.2 Backup Compression Options The backup set can be compressed into a single Zip file. This reduces the size of the backup and can also be password protected. Human Resource Manager incorporates a Zip algorithm and therefore no external application is required to compress or decompress the backup sets. Compress Backup into Single Zip File Enabling this option compresses the backup set into a single Zip file. Remove Backup Files after creating Zip? When you select to backup to a single zip file, the backup set is first copied to the backup location, then the compressed Zip file is created. If you select to remove backup files after

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creating the Zip, the backup set used to create the Zip file is removed, leaving only the final compress Zip file. If this option is not selected, the full backup set plus the additional compressed Zip file is saved in the backup location. Zip File Name Enter a file name for this backup. The .zip extension is always added to the filename that you specify. Use Today’s Date for zip File Name? Today’s date (in the format of yyyy-mm-dd) is used for the zip file name. Naming the Zip file today’s date helps distinguish each backup from a previous one. Zip Password If you wish to password protect the Zip file, enter a password. This password IS CASE SENSITIVE! Warning! If you forget or lose this password you will be unable to restore the contents of the Zip file!

10.1.3 Backup Selection It is strongly recommended that the selections are all left enabled. However, if you require a partial backup of the system you can select which items to include or exclude. Start Backup Once you are happy with your selections, select Start Backup to create the backup set. After the backup is complete you can view which files have been backed up by selecting View Backup Log.

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10.2 Restore The main Human Resource Manager application must have been exited prior to running a restoration. If the Human Resource Manager has been removed from the PC it must be reinstalled via its normal installation procedure before commencing a restoration.

Fig 10.2 Human Resource Manager Restore

10.2.1 Restore Source Restore From Folder: Select this option if the backup set which you are restoring was created as separate files and not a zip file. Use Select Source folder to locate the backup set being restored. Zip File: If the backup set which you are restoring is a single Zip file select this option. Use Select Zip File to locate the backup set being restored.

10.2.2 Restore Locations The restore location is the location that the backup set will be restored to. Depending on which installation type that you selected, the Application and Data Files may be located in separate folders. This is normally the case if the installation was in a server/client environment.

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If you selected the default installation, all associated files will be located in the same folder (normally C:\Program Files\Human Resource Manager). Application Files: Select the location to restore the application and auxiliary files to. Data Files: Select the location to restore the data and employee files to.

10.2.3 Restore Selection If you wish to restore only a selection of the backup set, such as employee documents or photographs, you can select or deselect the other options as required. Start Restore Once you are happy with your selections, select Start Restore to begin the restoration. After the restore is complete you can view which files have been restored by selecting View Restore Log.

10.3 Exit Backup and Restore To exit backup and restore and return to Human Resource Manager, select Exit from the Main Menu.