JCSM Shareware Collection 1993 November

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SOFTWARE MAGIC presents EMPLOYEE BENEFITS CALCULATOR (c) USER GUIDE May 16, 1991 *** NOTICE *** THIS IS A DEMO COPY OF THE PROGRAM. PLEASE PRINT THE FILE REGISTER.TXT (FOUND ON THE LAST PAGE OF THIS MANUAL) TO COMPLETE THE REGISTRATION PROCESS. BY REGISTERING, YOU WILL RECEIVE A COMPLETE WORKING COPY OF THE PROGRAM, A PRINTED MANUAL, AND UPDATE NOTICES. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 2 TABLE OF CONTENTS 1. CAPABILITIES 3 2. SYSTEM REQUIREMENTS 3 3. GETTING STARTED 3 4. CHECKING THE README FILE 4 5. RUNNING THE SOFTWARE FROM A FLOPPY DRIVE 5 6. RUNNING THE SOFTWARE FROM A HARD DRIVE 5 7. USING THE SOFTWARE 6 8. GENERAL SETUP 7 9. CREATE EMPLOYEE RECORD 8 10. DELETE EMPLOYEE RECORD 10 11. DIRECTORY OF EMPLOYEE RECORDS 11 12. UPDATE EMPLOYEE RECORD 12 13. COPY EMPLOYEE RECORD 13 14. CREATE EMPLOYEE REPORTS 14 A. REPORT 1 14 B. REPORT 2-8 14 15. APPENDIX A - BENEFITS SCREEN EXAMPLE 15 16. APPENDIX B - REGISTERING THE SOFTWARE 16 EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 3 1. CAPABILITIES The Employee Benefits Calculator (c) was developed to help company management better present benefits packages to their employees. At employee review time, the compensation report can be shown to the employee to emphasize each benefit paid by the company, and how it is affected by a salary adjustment. This will help the employee appreciate the total compensation package provided by the employer. The package also tracks background information about each employee. This information includes name, address, phone, department, supervisor, review date, emergency contacts, etc. Customized reports can then be printed with this information. 2. SYSTEM REQUIREMENTS The Employee Benefits Calculator (c) can be run on any IBM XT, AT, 386, or compatible system. It is designed to run using any graphics adapter and any memory configuration. The Employee Benefits Calculator (c) is furnished on one 5- 1/4" 360k floppy disk or one 3-1/2" diskette. This allows it to be run on any system with a 360k, 1.2M, or 1.4M floppy disk drive. 3. GETTING STARTED Before running the software, take a moment to complete the enclosed registration card. By registering the software, you ensure the best possible service and product upgrades. Once this is complete, make backup copies of the software. You are allowed to make backup copies of this software as long as it is for archival purposes and not for distribution. Please read the license agreement carefully regarding copying the software. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 4 A blank diskette is needed for this procedure, as the Diskcopy procedure destroys any data already on the disk. To make a backup copy; 1. Insert the program disk in floppy drive A. 2. Insert a blank, unformatted disk in drive B. (If you have only one floppy drive, the drive will mimic both drives A and B, and will prompt you to insert the disks). 3. Type DISKCOPY A: B: and press ENTER. 4. Label the backup disk. 4. CHECKING THE README FILE Be sure to read the README file before running the software. This file will contain any updated information not available in the text. To read this file; 1. Insert the program disk in floppy drive A. 2. Type TYPE A:README EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 5 5. RUNNING THE SOFTWARE FROM A FLOPPY DRIVE The software can be run directly from the floppy disk drive (usually drive A or B) or can be copied onto a hard drive (usually drive C). To run the software from the floppy drive, insert the disk into drive A and enter "BENEFITS" at the A prompt as shown below: A:> benefits The package will then be functional. The user is advised to enter the GENERAL SETUP menu selection before any other work is done. See the GENERAL SETUP section for more information concerning setup. 6. RUNNING THE SOFTWARE FROM A HARD DRIVE To run the software on a hard drive, several files must be copied onto the hard drive. It is recommended that the following procedure be used: A:> md c:\benefits A:> copy a:\benefits.exe c:\benefits A:> copy a:\setup.bc c:\benefits An installation procedure is provided on the distribution disk to do this for you. To run this procedure, do the following; A:> install To run the software from the hard drive after it has been copied, do the following at the C:> prompt; C:\BENEFITS> benefits See the GENERAL SETUP section for more information concerning setup. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 6 7. USING THE SOFTWARE There are currently eight menu selections in the package, each of which is discussed in the following sections. The selections are; 1 - CREATE EMPLOYEE RECORD 2 - DELETE EMPLOYEE RECORD 3 - DIRECTORY OF EMPLOYEE RECORDS 4 - UPDATE EMPLOYEE RECORD 5 - COPY EMPLOYEE RECORD 6 - CREATE EMPLOYEE REPORT 7 - GENERAL SETUP 8 - QUIT Simply enter the number of the desired function at the prompt and the software will take you to the correct screen. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 7 8. GENERAL SETUP The general setup section allows you to customize the software for your particular application. Setup lets you enter background information about your company, as well as information about printers and directories. This information is stored in a file called SETUP.BC. This file should not be edited or deleted and should always reside in the same directory as BENEFITS.EXE. A default SETUP.BC file is provided on the distribution disk. The information contained in this file is optional, but it is strongly suggested it be entered. The default SETUP.BC contains default answers for the directory (c:\benefits) and printer (LPT1:). The directory entered will tell the software where you wish to save the employee records created. It can be changed at any time, and becomes your save directory as soon as you enter it. The printer port entered will tell the software where all report output should go. Both serial and parallel printers are supported. Valid inputs are LPT1:, LPT2:, LPT3:, COM1:, COM2:. The company background information is used to customize your report headers. If this information is not entered, the report headers will be blank, except for the date. Any of the setup fields can be changed at any time. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 8 9. CREATE EMPLOYEE RECORD The CREATE EMPLOYEE RECORD option allows you to create a record containing information relative to an employee in your organization. The record contains background information (name, social security number, title, etc) as well as benefit information (Salary, unemployment, bonuses, etc). The data entry is divided into two screens. The first screen details the background information while the second screen details the benefit information. To create a new employee record, choose the CREATE EMPLOYEE RECORD menu selection from the Main Menu. The CREATE EMPLOYEE RECORD screen will appear with field names but no field values. By answering all of the questions, the field values will be supplied. Some answers are mandatory while others are optional. The system will not let you continue if a mandatory answer is not entered. To begin, enter the social security number of the employee desired, and the system will begin asking the background questions. By using the arrow keys, you can scroll back and forth through the questions. The RETURN/ENTER key is used to end the answer line. If no answer is given, the RETURN/ENTER key will blank out the current answer providing it is not a mandatory answer. It is best to go entirely through the question/answer session to completely describe the employee. Any changes can be made using the UPDATE EMPLOYEE RECORD menu selection. Once all the data has been entered, use the INSERT key to commit the background information to the database. The software will then take you directly into the employee benefits screen. At this point you should enter the employee's benefits, and hit INSERT to save them. (If any mandatory fields are not entered, the software will prompt you for these before the INSERT is done.) EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 9 Benefits can be entered either as a dollar amount or as a percentage of salary, respective to the "pay period" field entered in the background screen. For example, if you answer "W" (weekly) in the "pay period" field, all benefits should be entered for a week. This will also reflect how reports are printed. The report calculator will determine whether the benefit was entered as a dollar amount or as a percentage of salary, and display the data as necessary. At any point in time, the ESCAPE key can be pressed to return to the Main Menu without changes being inserted. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 10 10. DELETE EMPLOYEE RECORD This function allows you to delete an employee record from the system. To do this, simply enter the employee's social security number at the prompt. The ESCAPE key will cancel the delete. Optionally, the user may hit the F1 function key at the social security number prompt to get a directory listing of all employees in the system. By using the arrow and page keys, the user can select the record to delete. Once the record has been selected (highlighted), simply hit RETURN/ENTER to delete it. The system will then prompt you to see if you really wish to delete the record. If you do, enter Y. Otherwise enter N and the employee record will not be deleted. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 11 11. DIRECTORY OF EMPLOYEE RECORDS This menu selection will display the name and social security number of all employees that have been entered in the system. The page keys will move you back and forth through the pages of the directory. The arrow keys move you forward one record and backward one record. The social security number is the primary key for all employees, and is a mandatory field in each menu selection. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 12 12. UPDATE EMPLOYEE RECORD Once an employee is entered into the system, you may need to change data from time to time associated with that employee. Use the UPDATE EMPLOYEE RECORD menu selection to do this. Enter the social security number of the employee desired, and the system will read the record associated with the employee, and display the background information on the screen. By using the arrow keys, you can scroll back and forth through the questions. Optionally, the user may hit the F1 function key to get a directory listing of all employees in the system. By using the arrow and page keys, the user can select the record to update. Once the record has been selected (highlighted), simply hit RETURN/ENTER to begin updating it. The RETURN/ENTER key is also used to end the answer line. If no answer is given, the RETURN/ENTER key will blank out the current answer. Once all the data has been changed, use the INSERT key to commit the background changes to the database, or use the ESCAPE key to get back to the Main Menu. If you choose to INSERT the changes, the software will take you directly into the benefits screen. At this point you can make changes to the employees benefits and INSERT them, or use the ESCAPE key to get back to the Main Menu. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 13 13. COPY EMPLOYEE RECORD COPY EMPLOYEE RECORD will copy all of the information available for one employee into a record for a second employee. This is particularly useful if members of the same family are employed or for members of the same department. To use the copy function, simply enter the social security number of any employee already entered in the system. (The ESCAPE key will cancel the copy). Optionally, the user may hit the F1 function key to get a directory listing of all employees in the system. By using the arrow and page keys, the user can select the record to copy. Once the record has been selected (highlighted), simply hit RETURN/ENTER to get back to the copy function. Then, enter the social security number of the new employee and the software will perform the copy. Note that the first name will default to "Unknown" for the new employee. You can change this in the UPDATE EMPLOYEE RECORD function. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 14 14. CREATE EMPLOYEE REPORTS CREATE EMPLOYEE REPORTS will format the report selected and output it to the printer specified in GENERAL SETUP. Currently, the reports available are; 1) Individual Employee Compensation Report 2) Employee Background Report 3) Employee List 4) Employee Review Date List 5) Employee Birthday List 6) Employee Office Phone List 7) Employee Home Phone List 8) Employee Spouse Birthday List Choose the report by selecting the number associated with that report. A. REPORT 1 Report number one requires you to enter the social security number of the employee that the report is generated for. At the prompt, enter the social security number of the employee desired, and the system will format and print the report. Optionally, the user may hit the F1 function key to get a directory listing of all employees in the system. By using the arrow and page keys, the user can select the employee to report on. Once the record has been selected (highlighted), simply hit RETURN/ENTER to begin the report process or hit ESCAPE to cancel. This report contains benefit information about the employee selected. Each benefit the employee receives is listed, along with the value of the benefit per pay period. All calculations are done automatically, and the benefits are seperated into Direct and Indirect Compensation. After the benefit information is printed, the tax information is printed on a seperate page. B. REPORT 2-8 Reports two through eight list each employee in the system, giving various information about these employees depending upon the report. EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 15 15. APPENDIX A - BENEFITS SCREEN EXAMPLE __________________ *** UPDATE EMPLOYEE RECORD ***_____________________ | | |Enter the employee wage (based on the pay period). (Ex:350.00) | | | |1500.00 | |_____________________________________________________________________| | BENEFIT % OF SAL DEDUCT/PAY | BENEFIT % OFSAL DEDUCT/PAY| | | |Salary : 1500.00 Auto Insurnce: .00 | |Bonuses : 125.00 Highway Tolls: .00 | |Commission : .00 Transportatn : .00 | |Retirement : 22.07 Child Care : .00 | |Major Medical: 18.41 Dues : 13.00 | |Hospitalizatn: 38.95 Education : .00 | |Dental : 9.38 Social Secur.: 7.59% | |Vision : .00 Workmens Comp: .00 | |Legal : .00 State Unempl : .00 | |ST Disability: .00 Federl Unempl: .00 | |LT Disability: .00 Uniforms : .00 | |Life Insurnce: .00 Federal Tax : 20.65% | |Parking : 5.00 State Tax : 3.32% | |Auto costs : .00 Local Tax : .00 | | | | | |_____________________________________________________________________| EMPLOYEE BENEFITS CACLULATOR (c) - USER GUIDE May 16, 1991 Page 16 16. APPENDIX B - REGISTERING THE SOFTWARE This program was written over the course of one year. A great deal of time and energy was put into it, as well as a few bucks. If you find the program useful, please register it so that I may continue to improve it, as well as develope other software. To register, please complete the section below and mail it to me with your check for $25.00. This will entitle you to a manual, a copy of the full-blown software package and technical support. I also encourage you to send any enhancement requests to me, as well as requests for other software you may need. NAME ________________________________________________ COMPANY ________________________________________________ ADDRESS ________________________________________________ CITY _______________________ STATE _____________________ ZIP ______________ PHONE __________________________________________________ COMMENTS _______________________________________________ ________________________________________________________ ________________________________________________________ WHERE WAS THIS SOFTWARE LISTED _________________________ Software Magic shall not be held liable for any damages whatsoever (including loss of business profit, loss of business information, loss of business, business interruption, or any other loss) arising from the use or inability to use this software. If you have any other questions concerning this agreement, please write: Software Magic 9473 Mayfield Rd. Chesterland, Ohio 44026