After installating the employee file, double-click on the Employee.FM file to get started. Take a few moments to read each information ballon for a descriptive of each button and what it's function is. Then begin by clicking the "New Record" button and creating a trial record (follow instruction below)
Creating a New Record
The initial data entry screen allows the user to input as much information as desired into the record without having to move from folder section to folder section.
After the initial data is entered the user can click the tabs on the folders and move from one section to another.
Specific buttons are identified and basic techniques are explained through balloons. For example, words included in the Folder Checklist (used to track what has and hasn't been done for a specific employee's file) which are red also signify buttons which can be selected for additional functions. If the user clicks the "red" Interview Critique word he would be taken to an additional layout with information concerning a printable Interview report and scoring criteria.
Using this interview critique assists the supervisor in making decisions in a more organizef ashion when hiring and ensures all interviews are performed in a "legal" manner.
TIP: When you need to go back to the "Main Menu" click on the folder with the pencil in the lower right hand corner of any folder section.
1. Pre-Employment Functions...The Interview Process & Reference Checking
"DID YOU CHECK HIS REFERENCES?" How many times have you wished for an electronic record of reference checking and the interview process. "Maybe I would have made a better decision if..."
The Folder Checklist option labeled Reference Checks in the 1. Pre-Employment section of the folder provides access to a history of reference checking as well as a form which provides step-by-step questioning.
The Interview Report
Scoring an applicant based on qualifications can be difficult. So many factors come into play and remembering all those applicants...
The Interview Report can be accessed under the Folder Checklist option labeled Interview Critique in 1.Pre-Employment. The report is designed to provide documentation to make a sound and accurate decision based on all qualifications.
2. Personal Information... What it covers
This folder section provides the personnel manager with current personal information including spouse and family information.
3. Personnel Information...Medical, Dental and Deductions
This section of the employee folder tracks important information pertaining to federal regulations, payroll, medical, dental, 401K, tax deductions, salary and frequency of pay. The Checklist provides an easy to follow process for completing the new employee orientation. Clicking on the "red" word buttons in the full version of employee generates printed reports associated with the checklist functions (for example, clicking the Policy & Procedures Signature Page prints the page with employee information prefilled and ready for completion and to be placed in the hard copy file.)
Other functions are available with add-on modules (such as employee review with goals and project management tasks.)
Perhaps one of the most difficult tasks of a manager is in providing accurate and fair performance reviews. Many times the last project, function or tasks are the measuring stick by which an employees performance is rated. Most employees are unhappy with this type of evaluation, typically wanting more kudos or strokes for overall performance.
The Employee allows the user to track month-by-month, performance issues relating to the employee. Then at the time of the evaluation, the manager can pull up a "history" of compliments, complaints, accomplishments and general information surrounding the true time-frame of the employee.
Providing concrete performance evaluations based on actual dates and projects allows the employee to feel more involved in the actual review; it also prevents questions being raised on "faulty" memory or inaccurate judgements.
5. Actions... Absences and Vacation Tracking
Although simple in appears, the actions portion of the employee file (5. Actions) provides a sophisticated function, difficult to accomplish in any FileMaker Pro file. The absence and vacation portion of the employee provide automatic roll-over calculation for all employees based on the Hire Date.
No more questions about "how much time" an employee has or arguments over accuracy of calculation. The Employee automatically adds a sick day per month based on an initial 90 day "review" period and the employee Hire Day. At the end of a year, The Employee rolls unused days into the following year. However, The Employee does not allow more than 12 sick days to accrue in any given year.
Both vacation and sick day accrual can be adjusted to suit any companies policies. Holidays and weekends are also taken into consideration when calculating attendance.
6. Termination... The Termination Process
Some people forget or don't recognize the important of the termination process. Regardless of whether it is the employee's choice or the company's choice for termination, processes need to be tracked, recorded and followed through. The important of COBRA tracking alone and the difficulty level can leave some personnel manager's pulling out their hair.
Following tips and techniques provided with the tip module the user will have a road map of appropriate action in handling terminations.
Viewing in The Employee
Aside from all the powerful functions and reports that are available to you, the personnel manager, The Employee still offers ease-of-use and quick reference.
Finding a group of employees based on any find criteria (such as Hire Date, Salary, Department, Location, etc.) is as easy as clicking find, typing in your criteria and pressing enter. You are quickly taken to a "View In A List" layout where information on those employees id displayed.
Access to other portions of the employee file are available by clicking a color coded button. Navigation through the employee file is easy and intuitive. The visual representation for each function makes learning The Employee a quick and non-frustrating experience. Each icon represents a function. For example, each section of the folder contains the "View In List" icon (in the lower right corner with the main menu icon) so the user can easily access the layout.
Finding in The Employee
The Employee uses all the built in power and functionality of FileMaker Pro. We provide a quick access Find Screen for novice user's to make entering and understanding Find Mode a pleasant experience.
Finding information can be performed from any layout, but sometimes too much data presented at one time can be very confusing.
The Find screen is accessed by clicking the Find icon presented on the Main Menu as well as other sections of the employee file.
REMEMBER: The user can always enter find mode by clicking command (apple) F or by changing modes in the Select pull down menu.
Perhaps one of the most difficult tasks of a manager is in providing accurate and fair performance reviews. Many times the last project, function or tasks are the measuring stick by which an employees performance is rated. Most employees are unhappy with this type of evaluation, typically wanting more kudos or strokes for overall performance.
The Employee allows the user to track month-by-month, performance issues relating to the employee. Then at the time of the evaluation, the manager can pull up a "history" of compliments, complaints, accomplishments and general information surrounding the true time-frame of the employee.
Providing concrete performance evaluations based on actual dates and projects allows the employee to feel more involved in the actual review; it also prevents questions being raised on "faulty" memory or inaccurate judgements.
