Human Resources. User Guide

Transcription

1 Human Resources User Guide

2 2005, Jenzabar, Inc. 5 Cambridge Center Cambridge, MA This document is confidential and contains proprietary information. The use of this document is subject to the license agreement that governs usage of the associated software. No part of this document may be photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Jenzabar, Inc. This document may contain errors, omissions, or typographical errors and does not represent any commitment or guarantee by Jenzabar. The information herein is subject to change with or without notice. Jenzabar disclaims any liability from the use of information herein. Please refer to the most current product release notes for updated information. All rights reserved. Trademarks and Attributions Jenzabar, Jenzabar.com, and all related graphic logos are trademarks of Jenzabar, Inc. All other trademarks not owned by Jenzabar are used for identification purposes and may be trademarks of their respective owners. Filename: ughr Revision History Revision Date Comments March 31, 2005 Standards updates

3 JENZABAR, INC. HUMAN RESOURCES USER GUIDE TABLE OF CONTENTS SECTION 1 - GETTING STARTED... 1 Overview... 1 Introduction... 1 Human Resources Processing Flow... 2 Payroll Processing Flow... 2 Assumptions, Conventions, and Tools... 4 Introduction... 4 Logging in to Human Resources Administration... 4 Using the Calendar in Human Resources... 4 Using the Calculator in Human Resources... 5 Using Table Lookup... 5 Using Human Resources Documentation... 5 Online Help Conventions... 6 Style Conventions... 7 Printing Help Topics... 8 Responding to Errors within Human Resources... 8 Exiting Human Resources... 8 Setting Up Preferences... 9 Introduction... 9 Customizing Screen Usage Features... 9 Selecting a Printer for Human Resources Screen Customizations Customizing Screens in Human Resources Administration Adding Text to Customized Screens Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens Using Grids Changing the Layout of Grids Reorganizing and Sorting Grid Columns Resizing Grid Rows and Columns Saving Changes to Grid Columns Resizing Grid Columns Common Procedures Introduction Adding Records Updating Records Copying an Existing Record Deleting Records Working with IDs Introduction Performing a Query Direct Querying in the ID Information Region Querying in the ID Lookup Screen Adding IDs Tips for Adding IDs Updating IDs Using Privacy Codes SECTION 2 - USING THE HR ADMINISTRATION SCREENS i

4 Overview Introduction Organization Screen Differences Privacy Code Feature Screen Composition and Navigation Screen Example Human Resources Administration Title Bar Human Resources Control Icons ID Region Data Region Fields Field Descriptions Dropdown Boxes Comments Primary Tab Secondary Tab Grid Data List Region Scrollbar Data Service Name Status Bar Status Human Resources Administration Menu Bar Human Resources Administration Toolbar Secondary Tabs in Human Resources Administration Applicants Screen Purpose Access Contents Personal Tab - Applicants Screen Qualifications Tab - Applicants Screen ADA Tab - Applicants Screen Positions Tab - Applicants Screen Application Tab - Applicants Screen Secondary Tab - Applicants Screen Open Jobs - Applicants Screen Applicants - Applicants Screen Applicants Contacts Screen Purpose Access Contents Applicant Identification - Applicants Contacts Screen Contact - Applicants Contacts Screen Contact List - Applicants Contacts Screen Secondary Tab - Applicants Contacts Screen Applicants Education Screen Purpose Access Contents Applicant Identification - Applicants Education Screen Education - Applicants Education Screen Education List - Applicants Education Screen Secondary Tab - Applicants Education Screen Applicants Events Screen Purpose ii

5 Access Contents Applicant Identification - Applicants Events Screen Event Applicants Information - Applicants Events Screen Events - Applicants Events Screen Secondary Tab - Applicants Events Screen Applicants Exam Scores Screen Purpose Access Contents Applicant Identification - Applicants Exam Scores Screen Exam Score - Applicants Exam Scores Screen Exam Score List - Applicants Exam Scores Screen Secondary Tab - Applicants Exam Scores Screen Applicants Image Management Screen Purpose Access Contents Applicant Identification - Applicants Image Management Screen Image - Applicants Image Management Screen Image List - Applicants Image Management Screen Secondary Tab - Applicants Image Management Screen Applicants Skills Screen Purpose Access Contents Applicant Identification - Applicants Skills Screen Skill - Applicants Skills Screen Skill List - Applicants Skills Screen Secondary Tab - Applicants Skills Screen Applicants Work Experience Screen Purpose Access Contents Applicant Identification - Applicants Work Experience Screen Work Experience - Applicants Work Experience Screen Work Experience List - Applicants Work Experience Screen Secondary Tab - Applicants Work Experience Screen Benefits Screen Purpose Access Contents ID Information - Benefits Screen Selection Tab - Benefits Screen Time Tab - Benefits Screen Track Tab - Benefits Screen Beneficiaries Tab - Benefits Screen Beneficiaries/Dependents grids - Benefits Screen Secondary Tab - Benefits Screen Benefits Selection Window Purpose Access Contents Cash Benefits Available (Benefits Selection Window) Cash Benefits This Position (Benefits Selection Window) Time Benefits Available (Benefits Selection Window) iii

6 Time Benefits This Position (Benefits Selection Window) Benefit Time Detail Window Purpose Access Contents Compensation Screen Purpose Access Contents Employee - Compensation Screen Job - Compensation Screen Compensation - Compensation Screen Compensation List - Compensation Screen Secondary Tab - Compensation Screen Compensation Plans Screens Purpose Types of Plans Access What are compensation plans? Example of a Step/Level Compensation Plan Example of a Range Compensation Plan Step/Level Compensation Plans Screen Purpose Access Contents Step/Level Plan - Step/Level Compensation Plans Screen Step/Level Detail - Step/Level Compensation Plans Screen Step/Level Plan Lists - Step/Level Compensation Plans Screen Range Compensation Plans Screen Purpose Access Contents Range Plan - Range Compensation Plans Screen Range Detail - Range Compensation Plans Screen Range Plan List - Range Compensation Plans Screen Constituent Status Screen Purpose Access Contents ID Information - Constituent Status Screen Constituent Status - Constituent Status Screen Constituent Status List - Constituent Status Screen Secondary Tab - Constituent Status Screen Contacts Screen Purpose Access Contents What are contacts? ID Information - Contacts Screen Contact - Contacts Screen Contact List - Contacts Screen Secondary Tab - Contacts Screen Contracts Screen Purpose Access Contents iv

7 Employee - Contracts Screen Job - Contracts Screen Contract - Contracts Screen Contract List - Contracts Screen Secondary Tab - Contracts Screen Custom Screen Purpose Access Contents Deductions/Allowances/Fringes Screen Purpose Access Contents ID Information - Deductions/Allowances/Fringes Screen Adjustment - Deductions/Allowances/Fringes Screen Adjustment List - Deductions/Allowances/Fringes Screen Default Adjustments Window Purpose Access Contents Direct Deposit Screen Purpose Access Contents ID Information - Direct Deposit Screen Check Allocation - Direct Deposit Screen Check Allocation List - Direct Deposit Screen Secondary Tab - Direct Deposit Screen Display Preferences Window Purpose Access Contents Education Screen Purpose Access Contents ID Information - Education Screen Education - Education Screen Education List - Education Screen Secondary Tab - Education Screen EEO Information Window Purpose Access Contents EEO Statistics Screen Purpose Access Contents EEO Information - EEO Statistics Screen Statistical Information - EEO Statistics Screen Statistical Summary - EEO Statistics Screen Secondary Tab - EEO Statistics Screen Emergency Contacts Screen Purpose Access Contents v

8 ID Information - Emergency Contacts Screen Emergency Contact - Emergency Contacts Screen Emergency Contact List - Emergency Contacts Screen Secondary Tab - Emergency Contacts Screen Employee Information Screen Purpose Other Access Contents ID Information - Employee Information Screen Personal Tab - Employee Information Screen Address Tab - Employee Information Screen Other Information Tab - Employee Information Screen More Information - Employee Information Screen Secondary Tab - Employee Information Screen Events Screen Purpose Access Contents ID Information - Events Screen Event Information - Events Screen Events - Events Screen Secondary Tab - Events Screen Exam Scores Screen Purpose Access Contents ID Information - Exam Scores Screen Exam - Exam Scores Screen Exam List - Exam Scores Screen Secondary Tab - Exam Scores Screen ID Lookup Screen Purpose Access Contents ID Lookup - ID Lookup Screen ID List - ID Lookup Screen Image Management Screen Purpose Access Contents ID Information - Image Management Screen Image - Image Management Screen Image List - Image Management Screen Secondary Tab - Image Management Screen Job Assignment Screen Purpose Access Contents ID Information - Job Assignment Screen Job Assignment - Job Assignment Screen Job Assignment List - Job Assignment Screen Secondary Tab - Job Assignment Screen Job Funding Screen Purpose Access Contents vi

9 Funding for Assignment - Job Funding Screen Assignment Funding List - Job Funding Screen Login Screen Purpose Access Contents Main Human Resources Administration Screen Purpose Open Jobs Screen Purpose Access Contents Open Job - Open Jobs Screen Open Job List - Open Jobs Screen Secondary Tab - Open Jobs Screen Other Addresses Screen Purpose Access Contents ID Information - Other Addresses Screen Other Address - Other Addresses Screen Other Address List - Other Addresses Screen Secondary Tab - Other Addresses Screen Other Names Screen Purpose Access Contents ID Information - Other Names Screen Other Name - Other Names Screen Other Name List - Other Names Screen Secondary Tab - Other Names Screen Parameter Properties Window Purpose Access Contents Payroll Management Screen Purpose Access Contents Payroll Select - Payroll Management Screen Payroll - Payroll Management Screen Payroll List - Payroll Management Screen Secondary Tab - Payroll Management Screen Position Control Number Lookup Window Purpose Access Contents PCN Lookup - PCN Lookup Window PCN Lookup Grid - PCN Lookup Window Position Funding Screen Purpose Access Contents Funding for Position - Position Funding Screen Position Funding List - Position Funding Screen Position Management Screen vii

10 Purpose Access Contents Position - Position Management Screen Position List - Position Management Screen Secondary Tab - Position Management Screen Qualifications Selection Window Purpose Access Contents Relationships Screen Purpose Access Contents ID Region - Relationships Screen Working with Relationships Relationship - Relationships Screen Relationship List - Relationships Screen Report Builder Screen Purpose Access Contents Report - Report Builder Screen Report List - Report Builder Screen Report Selection Window Purpose Access Contents Report Processing Screen Purpose Access Contents Requested Reports - Report Processing Screen Report List - Report Processing Screen Select Address Window Purpose Access Contents Select Image Window Purpose Access Contents Select Benefits Window Purpose Access Contents Skills Screen Purpose Access Contents ID Information - Skills Screen Skill - Skills Screen Skill List - Skills Screen Secondary Tab - Skills Screen Time Entry Screen Purpose viii

11 Access Contents Payroll Selection - Time Entry Screen Time - Time Entry Screen W-2 Review Screen Purpose Access Contents W2 Tab - W2 Review Screen Other Tab - W2 Review Screen Employee List - W2 Review Screen Work Experience Screen Purpose Access Contents ID Information - Work Experience Screen Work Experience - Work Experience Screen Work Experience List - Work Experience Screen Secondary Tab - Work Experience Screen SECTION 3 - WORKING WITH POSITIONS, JOBS, AND COMPENSATION PLANS Introduction Overview What is a Position? What is a Job? What are PCN Numbers? Creating a Position Tips for Creating a Position Funding a Position Tips for Funding a Position or Job Assigning Benefits to a Position Tips for Assigning Benefits to a Position Assigning Default Benefits to a Position Creating a Compensation Plan Example of a Step/Level Plan Setup Assigning a Compensation Plan to a Position Assigning Qualifications to Positions, Open Jobs, or Job Applicants SECTION 4- WORKING WITH OPEN JOBS AND APPLICANTS Overview Introduction Identifying Open Jobs Tips for Identifying Open Jobs Funding a Job Tracking Applicants Tips for Adding Applicants to the Applicant Pool Maintaining EEO Statistics Hiring Employees Hiring Employees from an Applicant Pool Tips for Hiring Applicants from an Applicant Pool SECTION 5- WORKING WITH EMPLOYEES Overview Introduction Directly Assigning an Employee to a Job Assigning a Compensation Plan to an Employee ix

12 Tracking Personnel Events Tips for Tracking Personnel Events Updating Employee Information Adding Employee Information Maintaining Skill Information Maintaining Education Information Maintaining Emergency Contact Information Tips for Maintaining Emergency Contacts Maintaining Exam Score Information Maintaining Experience Information Tracking Contacts Maintaining Alternate Employee Names Maintaining Other Addresses for Employees Maintaining Images for Applicants or Employees Maintaining Constituent Information Maintaining Event Information Corresponding With Employees and Applicants Sending SECTION 6- WORKING WITH SALARIES, WAGES, AND PAYROLLS Overview Introduction Compensating Employees Tips for Compensating Employees Raising an Employee s Salary or Wages Directly Raising an Employee s Salary or Wages Through Compensation Plans Providing Temporary Compensation or Bonuses Tips for Providing Temporary Compensation or Bonuses Compensating Employees for a Second Job Tracking Contracts Recording Adjustments, Allowances, and Fringe Benefits Tips for Adding Adjustments Using Earned Income Credit Setting Up Voluntary Adjustments Computing Year-to-Date Adjustments Setting Up Direct Deposits Tips for Setting Up Direct Deposit Starting or Modifying a Payroll Tips for Starting or Modifying a Payroll Accruing Benefits Recording Benefits and Work Time Tips for Recording Benefits and Work Time Defaulting Time in Time Entry Verifying Payroll Calculations Running the Post Payroll Process Tips for Running Post Payroll Accruing, Using, and Adjusting Time Benefits Processing Payroll Checks Modifying Check Stubs, Earnings Statements, and Direct Deposit Forms Responding to Post Payroll Errors Reprocessing Payroll Checks Computing Wages and Salaries Correctly Entering Salary Information Correctly Matching Payroll Types with Compensation Types Computing Gross Wages for Hourly Employees Computing Gross Wages for Salaried Employees x

13 Computing Gross Wages for Less than One Pay Period Computing Overtime Wages Computing Adjustments to Gross Pay Example of Adjustment Computation Types of Adjustments Calculating FICA and Other Deductions with Maximum Amounts Using Less-than-Annual Payment Plans Using Compensation Plans SECTION 7- WORKING WITH REPORTS AND W-2S Overview Introduction Overview of HR Reporting Creating a Report Introduction Standard Process Creating an HR ACE Report Retrieving Data with an App Server Query Creating an HR Report Using an SQL Query Finishing a Report Steps to Completion Testing Your Queries Formatting an MSWord Merge Report or Letter Setting Up Report Permissions Editing a Report Defining Report Parameters Maintaining Your Report List Running a Report Processing W-2 Information Introduction Building the W-2 Records Reviewing the W-2 Records Printing W-2 Forms Printing a Single W-2 Form Producing the W-3 Report Submitting the W-2 Information Electronically APPENDIX A TABLE SETUP INFORMATION Overview Introduction Logging in to Human Resources Maintenance Overview of Human Resources Maintenance Purpose Table Screen Display Title bar, Menu bar, and Toolbar components Using HR Maintenance Locating and Entering Table Information Performing a Query in Human Resources Maintenance Working with Tables List of Tables ADA Accommodations Table Purpose Access Contents How does HR Administration use the ADA Accommodations Table? Accommodation Code Region - ADA Accommodations Table xi

14 Accommodation Code List Region - ADA Accommodations Table Adjustment Comparison Table Purpose Access Contents How does HR Administration use the Adjustment Comparison Table? Adjustment Comparison - Adjustment Comparison Table Adjustment Comparison List - Adjustment Comparison Table Adjustments Table Purpose Access Contents How does HR Administration use the Adjustments Table? Adjustments for Payroll - Adjustments Table Selecting an Adjustment Type Tabs on the Adjustment Table Screen Liabilities/Expenses Tab - Adjustments Table Masking Accounts Computation Tab - Adjustments Table Tax Tab - Adjustments Table W-2 Tab - Adjustments Table Adjustments for Payroll List - Adjustments Table Adjustments Exclusion Table Purpose Access Contents How does HR Administration use the Adjustments Exclusion Table? Maintaining Adjustment Exclusion Codes Adjustments Exclusion - Adjustments Exclusion Table Adjustments Exclusion List - Adjustments Exclusion Table Benefit Plan Table Purpose Access Contents How does HR Administration use the Benefit Plan Table? Benefit Code - Benefit Plan Table Benefit Code List - Benefit Plan Table Benefit Rate Table Purpose Access Contents Benefit Rate Code - Benefit Rate Table Benefit Rate Code List - Benefit Rate Table Benefit Track Table Purpose Access Contents How does HR Administration use the Benefit Track Table? Benefit Track Code - Benefit Track Table Benefit Track Code List - Benefit Track Table Compensation Plan Table Purpose Access Contents How does HR Administration use the Compensation Plan Table? Compensation Code - Compensation Plan Table xii

15 Compensation Code List - Compensation Plan Table Configuration Table Purpose Access Contents How does HR Administration use the Configuration Table? Configuration Region - Configuration Table Configuration List Region - Configuration Table Contact Table Purpose Access Contents How does HR Administration use the Contact Table? Contact - Contact Table Contact List - Contact Table Contract Table Purpose Access Contents How does HR Administration use the Contract Table? Contract Code - Contract Table Contract Code List - Contract Table Default Adjustment Table Purpose Access Contents How does HR Administration use the Default Adjustment Table? Default Adjustment - Details Window Department Table Purpose Access Contents How does HR Administration use the Department Table? Department Code - Department Table Department Code List - Department Table Display Preferences Window Purpose Access Contents Division Table Purpose Access Contents How does HR Administration use the Division Table? Division Code - Division Table Division Code List - Division Table EEO Sort Table Purpose Access Contents How does HR Administration use the EEO Sort Table? EEO Sort Code - EEO Sort Table EEO Sort Code List - EEO Sort Table Employee Status Table Purpose Access xiii

16 Contents How does HR Administration use the Employee Status Table? Employee Status Code - Employee Status Table Employee Status Code List - Employee Status Table Event Groups Table Purpose Access Contents How does HR Administration use the Event Groups Table? Event Group Code - Event Groups Table Event Group Code List - Event Groups Table Events Table Purpose Access Contents How does HR Administration use the Events Table? Event Information - Events Table Event List - Events Table Image Class Table Purpose Access Contents How does HR Administration use the Image Class Table? Image Class - Image Class Table Image Class List - Image Class Table Inclusion Table Purpose Access Contents How does HR Administration use the Inclusion Table? Inclusion Information - Inclusion Table Inclusion List - Inclusion Table Login Screen Purpose Access Contents Low Income Table Purpose Access Contents How does HR Administration use the Low Income Table? Low Income - Low Income Table Low Income List - Low Income Table Main Human Resources Maintenance Screen Purpose Payroll Table Purpose Access Contents How does HR Administration use the Payroll Table? Payroll Code - Payroll Table Check Sub-Region - Payroll Code Region Direct Deposit Sub-Region - Payroll Code Region Payroll Code List - Payroll Table Payroll Permission Table Purpose xiv

17 Access Contents How does HR Administration use the Payroll Permission Table? Payroll Permission - Payroll Permission Table Payroll Permission List - Payroll Permission Table Adjustments on Payroll Documents Setup Screen Purpose Access Contents What are pay stubs? What are earnings statements? Primary Occupation Table Purpose Access Contents How does HR Administration use the Primary Occupation Table? Primary Occupation Code - Primary Occupation Table Primary Occupation List - Primary Occupation Table Qualifications Table Purpose Access Contents How does HR Administration use the Qualifications Table? Qualifications Code - Qualifications Table Qualifications Code List - Qualifications Table Reduction Table Purpose Access Contents How does HR Administration use the Reduction Table? Reduction Information - Reduction Table Reduction Information List - Reduction Table Report Group Table Purpose Access Contents How does HR Administration use the Report Group Table? Report Group Code - Report Group Table Report Group Code List - Report Group Table Skills Table Purpose Access Contents How does HR Administration use the Skills Table? Skills Code - Skills Table Skills Code List - Skills Table Tax Table Purpose Access Contents How does HR Administration use the Tax Table? Tax - Tax Table Tax Schedules - Tax Table Tax Credit Table Purpose Access xv

18 Contents How does HR Administration use the Tax Credit Table? Setup Example for the Tax Credit Table Tax Credit - Tax Credit Table Tax Credit List - Tax Credit Table Time Table Purpose Access Contents How does HR Administration use the Time Table? Time Code - Time Table Time Code List - Time Table Time on Payroll Documents Setup Screen Purpose Access Contents W2 Code Table Purpose Access Contents How does HR Administration use the W2 Code Table? W2 Code - W2 Code Table W2 Code List - W2 Code Table Work Schedule Table Purpose Access Contents How does HR Administration use the Work Schedule Table? Schedule Code - Work Schedule Table Schedule Code List - Work Schedule Table APPENDIX B - IMPLEMENTATION Overview Introduction Prerequisites Order of Table Implementation Table Listing Configuring Position Control Numbers How to Use Position Control Numbers Tips for Configuring Position Control Numbers Defining Adjustments Account Tips Defining a Housing Allowance Defining Employee-Paid 401(k) Defining Employer-Paid 401(k) Defining Employer-Paid Life Insurance Defining Federal Income Tax Defining Federal Income Tax for Overload Positions Setting Up Earned Income Credit Adjustments Defining Arizona State Income Tax Defining Employer-Paid Health Insurance Defining Garnishment of Wages Creating and Assigning Benefits Organizing Cash-Based Adjustments on Payroll Documents Sorting Time Types for Time Entry Miscellaneous Setup Considerations xvi

19 Permissions Setup Composition of Checks, Stubs, and Earnings Statements Modifying Configuration Table Values Changing the Narrative for a Configuration Table Entry More About Configuration Table Values INDEX xvii

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21 Overview SECTION 1 - GETTING STARTED Introduction Jenzabar CX s Human Resources is an application that enables users to enter, view, and maintain all the information needed to support personnel and payroll functions at your institution. To use the application, you use Human Resources Maintenance to set up tables that uniquely define your institution and the way it processes. You then use those table values within Human Resources Administration to establish positions, jobs, employees, salaries or wages, benefits, adjustments, and payroll runs. A few processes that support the human resources/payroll functions exist on the CX menu, including some scripts that enable the PC applications to run smoothly. The following diagram shows how the HR applications fit together. Administration The portion of Human Resources used for the day-to-day processing of applicants, employees, benefits, positions, and reporting. Payroll The portion of Human Resources Administration that includes starting a payroll, entering time, computing and verifying the results, and posting the accounting transactions that occur as a result of each payroll. The Payroll function is supported by values in tables maintained through Human Resources Maintenance and by information maintained and generated from Human Resources Administration. Processing Also known as Human Resources Administration, the portion of Human Resources used for all daily processing, from creating positions and tracking applicants to hiring employees, recording their demographics, and processing payrolls. After the system is completely implemented, users will use this component of the system almost exclusively, with only minor adjustments in Maintenance. Maintenance The portion of Human Resources that defines each institution s unique codes and methods of operation. Human Resources Maintenance supports Human Resources Administration with valid values for data fields and instructions on how to perform some processes. Human Resources 1 Getting Started

22 Human Resources Processing Flow The following diagram shows how the Human Resources Administration functions relate to each other. Note that you can produce reports independently of any other aspect of the process. Payroll Processing Flow The following diagram shows how the Human Resources Payroll functions relate to each other. Note that you can produce reports independently of any other aspect of the process. Getting Started 2 Human Resources

23 Human Resources 3 Getting Started

24 Assumptions, Conventions, and Tools Introduction To get the most out of Jenzabar s Human Resources applications, you should be able to: Open, close, and exit an application Open, close, and resize windows Switch between two or more active windows and applications Select items from menus, buttons, list (drop-down) boxes, option buttons, and icons using a mouse or keystroke equivalents Use the Windows Help facility and features Access the database(s) to be used with the application You can learn how to perform these tasks by referring to the documentation accompanying your Windows operating system and the database software. A few processes are executed from the CX menus. For more information about using CX, see Jenzabar s Getting Started User Guide, or refer to Jenzabar s computer-based training course, Getting Started with CX. Logging in to Human Resources Administration The first step to accessing Human Resources Administration screens and information is logging in. To log in: 1. Access the Human Resources Administration program using one of these options: Clicking the icon on your desktop Clicking Start, and then selecting Programs, Jenzabar HR, and then HR Administration Using Windows Explorer to locate the executable (hr.exe) and then double clicking on it The splash screen identifying the application appears. You can click your mouse to cause the screen to disappear, or wait until the Login screen appears automatically. 2. In the Service Name field, select the ODBC driver for the database where your HR information resides. 3. In the Login field, enter your username. 4. In the Password field, enter your password, and then click OK. The bottom of the frame for the HR application will display the status of the login process. When the program is loaded, the Employee Information screen will display automatically. Using the Calendar in Human Resources The calendar option is available on all date fields in Human Resources that have a down arrow to the right side of the field. When you click the arrow, a calendar appears, displaying the current month as a default. The following points are important when using the calendar: You must be in Add or Update mode to access the calendar. Getting Started 4 Human Resources

25 You can enter the date you want (e.g., 06/06/1996), or click on the date in the calendar to select it. To change the month that appears, click on either of the arrows at the top of the calendar. The left arrow selects months in the past, while the right arrow selects months in the future. If you click in the center of the calendar title bar (where the name of the month and year appears), a small scrolling box listing adjacent months and years will display. You can scroll through the adjacent months by moving your cursor past the top or the bottom of the scrolling box. You must scroll through the months to change the year. To select a date, click on the appropriate number on the grid. The system will close the calendar, and the desired date will appear in the date field. Using the Calculator in Human Resources The calculator option is available on all numeric fields in Human Resources that have a down arrow to the right side of the field. When you click the arrow, a calculator appears. The following points are important when using the calculator: Using Table Lookup You can enter the number you want (e.g., 16), or let the calculator compute the number for you (e.g., 8 * 2). The number that displays in the result field automatically populates the field on the screen. To close the calculator, click on the OK button or anywhere on your monitor except on the calculator itself. The table lookup feature ensures that you populate your Human Resources screens with valid data. For table lookup fields, only those values your institution has already validated in other tables are available for you to select. For example, when you add values to the Department table, you can only assign the departments to divisions you already have been added to the Division table. The table lookup feature is available on all alphanumeric fields in Human Resources that have a down arrow to the right of the field. When you click the arrow, the list of valid values appears. The following points are important when using the table lookup feature: You cannot type values into the field. To select a valid value, you can type its first character. For example, to select OR (for Oregon) from a list of valid states, type O. Continue to type O until the code OR appears in the field. You can also select valid values by clicking the down arrow, scrolling until you see the code or value you want to use, highlighting the desired value, and releasing your mouse button. Using Human Resources Documentation Human Resources contains complete online help for using the system, including descriptions, procedures for performing tasks, and examples. The same source information was used to create this user guide, which deviates from the standard Jenzabar CX user guide format because of its origin as online help. Human Resources 5 Getting Started

26 Some system information, including installation instructions, is in the Human Resources Installation Manual, a printed document that accompanies your application software. Online Help Conventions Style Conventions Online Help Conventions Jenzabar has employed several help conventions in the online documentation for Human Resources, as follows: Accessing help: The question mark buttons on the Human Resources toolbar (as well as the commands from the Help option on the menu bar) provide you with different ways to access online help, as represented by the following icons: The first question mark button displays a Windows Contents window. You can use it to browse the topics in the Human Resources online help. Click on the book icons to view subtopics. The second question mark button enables you to search for help on specific topics, just as you would look for information in an index in a book. Screen-level help: Both Human Resources Administration and Human Resources Maintenance offer screen-level context-sensitive online help. In other words, when you are using a particular screen, you can access the Help menu, select This Screen, and view the help topic relating to that screen. Another way to access the screen-level help is to press <F1> from any screen. What s New: The What s New feature on the Help menu is an interactive presentation that briefly explains how the latest version of Human Resources differs from the previous version. Use the navigation cues (e.g., Back, Next, and Exit) to move through or end the presentation. Pop-ups and jumps: Some words and phrases are displayed in green with a dotted underline. Clicking on these text areas displays a small box with a definition or extra information about the underlined word or phrase. For example, clicking on the phrase OK button displays a definition of that term as it is used in Human Resources. The small boxes overlay the Help window, and do not take you to another part of the online help. These small boxes are pop-ups. Other words or phrases appear in green with an unbroken single underline. Clicking on these displays an entirely different part of the online help for more discussion or description of the words, phrases, commands or features. For example, clicking on the word Assumptions takes you to an entirely different Help window about that topic, and you must click on the Back button to return to the previous help topic. Because you go to another help topic, these links are called jumps. You can print any help topic, whether a jump or a pop-up. Main topics and tasks: This online documentation uses different sizes of windows to help you identify the purpose of each help topic. Help topics that appear in large windows to the right side of the screen are informational main topics. Getting Started 6 Human Resources

27 Help topics that appear in smaller, elongated windows on the far right side of the screen are task topics. Style Conventions Style Conventions Human Resources help uses certain style conventions to make the help easier to use and understand. The most common conventions appear below: Boldface type Represents text that you type into the system (e.g., Type UNDG), command names (e.g., Finish), or keys you use to execute a command or function (e.g., <Enter>). Bulleted lists Show items not ranked or without a sequential performance. CAUTION: Indicates a caution or warning of a potential risk or condition. <Enter> Represents the Enter, Return, Line Feed, or key on your keyboard. Italic type Is used in any of these ways: <Key name> To represent a new or key term To add emphasis to a word To reference another manual or a section within this guide To represent a variable for which you substitute another variable (e.g., substitute filename with an appropriate filename) Represents a key that you must press. Note: Indicates a note, tip, hint, or additional information. Numbered lists Show ranking of items or sequence of performance. Parentheses When used around a field name, indicate the field is unlabeled on the screen. The field description includes the location of the field. Quotation marks Represent information written in this guide exactly as it appears on the screen. Example: The message, "Now Running..." appears. Using Human Resources Help Online Help Conventions Human Resources 7 Getting Started

28 Printing Help Topics You can print both main topic windows and pop-up windows from this online help, as follows: Main topic windows and task windows: Select the Print button on the window s button bar. Pop-up windows: Use the following quick procedure: 1. Click the right mouse button. A command menu appears. 2. Select Print from the command menu. Responding to Errors within Human Resources Three main types of errors are possible within Human Resources. If you attempt to perform an action that is not consistent with HR functions (e.g., you attempt to close a screen in Update mode without committing or canceling your changes), the system will display a message in a dialog box. Typically, the response to this type of error is to click OK, and to then correct the error you have made. Another error type is when one of the supporting UNIX programs does not perform as expected. Errors of this nature typically are reported in your . They may require data correction (e.g., correcting the setup of the Fiscal Calendar record), rerunning of processes, or perhaps the running of the Voucher Recovery process. Occasionally, you may experience an error that relates to Windows, your ODBC drivers or Visual Basic. This type of error typically involves a problem with the infrastructure that supports your HR application. The system reports errors of this type in an error log. You can view the error log at the time the system reports the error, or you can examine the log file at a later time. Error logs from HR are written to your Windows Temporary directory, a location that varies with the type of operating environment you are running (e.g., Windows 2000 and Windows NT have different locations for this temporary directory). Note: The error log file stores only one error message at a time. Therefore, if you encounter two errors, the log for the first error is overwritten by the log for the second error. Exiting Human Resources You can exit either Human Resources Administration or Human Resources Maintenance by clicking on the "X" in the upper right corner of the screen, or by selecting File, and then Exit. The system will either prompt you to confirm you want to exit, or it will notify you that you have one or more screens in Add or Update mode and you must commit or cancel your additions or updates before you can exit the program. Getting Started 8 Human Resources

29 Setting Up Preferences Introduction Using the Preferences option on the File menu, you can customize your use of Human Resources in the following ways: Save changes to grid displays Define a default printer With appropriate permissions, you can also customize the contents of all HR users' secondary tabs Customizing Screen Usage Features You can customize your use of the Human Resources screens in the following ways: Saving Grid Changes You can rearrange or change the size of grid columns according to your own needs, as described in Resizing Grid Rows and Columns and Reorganizing and Sorting Grid Columns. To keep your changes so they will display the next time you open the screen: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click the checkbox associated with Remember Grid Layouts, and then click Close. Note: If the checkbox for Remember Grid Layouts is not checked, the grid will revert to its default display the next time you open the screens. Resetting Grid Defaults: If you have rearranged grid columns, you can restore them to their original order selectively, either by individual screen or for all screens at one time. To reset the grid defaults: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click Reset Grid Defaults. The Display Preferences window changes to contain two options: to restore the grid layouts for all screens, or this screen only. 4. Click the option you want, and then click OK. The original Display Preferences window appears. 5. Click Close. Saving the Most Recently Used ID: You can cause HR Administration to "remember" the last ID number used so it appears in a screen's ID field automatically, eliminating the need to requery the ID. This feature resembles the "sticky ID" feature available in other components of Jenzabar CX. To implement this feature: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click the checkbox associated with Remember Last ID Used, and then click Close. Bypassing Commit/Cancel Confirmation: Human Resources 9 Getting Started

30 You may prefer to eliminate the prompts Are you sure you want to cancel your changes? and Commit changes? that automatically appear when you either save or abandon information you have entered. When the prompts are eliminated, the commitment or cancellation of any changed data occurs the instant you use the Commit or Cancel command, saving an extra keystroke in the data entry process. To bypass the commit/cancel confirmation: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click the checkbox associated with Bypass Confirm Commit/Cancel, and then click Close. Activating Keystroke Commands: Some users may want to use standard CX keystroke commands instead of icons or combination keystrokes (e.g., <Ctrl - E>). An option for using <Enter> to commit changes and <Esc> to abandon changes is available from the File: Preferences menu. To activate keystroke commands: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Display. 3. Click the checkbox associated with Enable Enter/Esc for Commit/Cancel, and then click Close. Note: Display options are controlled by user and by PC. For example, if two users use the same PC, they can set their grid displays independently of each other. However, if one of the users uses a different PC on which he/she has not performed any grid changes, all grid columns will display in their default size and order. Setting Up Preferences Selecting a Printer for Human Resources When you want to print table reports from Human Resources, you can select from any of the printers set up on your PC. To select a printer: 1. Select File, and then select Preferences. 2. From the Preferences dropdown, select Printer. The Printer dialog box appears. Its appearance depends on the printer drivers you have installed on your PC. 3. On the Printer dialog box, click the down arrow in the Name field to view a list of installed printers. 4. Click on the name of the desired printer. It becomes the default printer for all printed output from Human Resources. Setting Up Preferences Getting Started 10 Human Resources

31 Screen Customizations Customizing Screens in Human Resources Administration Many screens in Human Resources Administration have secondary tabs, a completely customizable region where you can enter and maintain any local data fields. Customization, while not complex, requires some knowledge of the database and should therefore be performed by the Jenzabar coordinator at your institution. To customize the secondary region of a screen: 1. Access the screen you want to customize. 2. From the menu bar, select File, and then Preferences, and then Customize. The Custom region for the screen appears. Note that this region, while in the process of being changed, is called Custom; when it is changed and in use, it displays the label from the pop-up window that displays when you click Tab Name. 3. Select Add. The Add Custom Data Wizard begins, displaying the first window that will guide you through the process of adding fields to the tab. 4. Does the screen you are customizing contain information from more than one record? If yes, a list of the records appears; select the record that contains the field you want to add, and then click Next. The Wizard window changes to display a list of fields on the selected record. If no, (the screen you are customizing contains information from only one record), the Wizard window contains a list of fields on the record associated with the screen. Go to step Select the field you want to add to the secondary tab, scrolling through the grid as required, and then click Next. Depending on whether the selected field is updatable or display-only, and whether it is a character, date, or money field, the prompts on the next Wizard screen enable you to display or capture the new field appropriately. 6. Using the prompts to guide you, select the appropriate control type, and then click Next. Depending on the control you selected, the Wizard window changes so you can specify the appropriate information. For example, if you specified a combo box control type, you must specify the table and the fields from the table you want to use in the combo box. The last step of the Wizard process is to define the label you want to associate with the field. After you specify the label, click Finish. The Wizard window disappears. 7. Using your mouse to drag and drop, place the field and its label as desired. 8. Click Close. The system prompts you about saving your changes. 9. Click Yes to save your changes. Note: You can use local tables as the source of values for dropdown lookups on the secondary tab, but you cannot enter data into local records using this feature. Secondary Tabs in Human Resources Administration Adding Text to Customized Screens Removing Fields and Labels from Customized Screens Editing Labels on Customized Screens Setting Navigation Sequences on Customized Screens Renaming Tabs and Frames on Customized Screens Human Resources 11 Getting Started