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QuickTrax Employee RollCall! Sv1.0 ──────────────────────────────────────────────────── All Rights Reserved Copyright 1990 Users Guide "Management Software For The Rest Of Us" Discovery Graghix P.O. Box 344 Byron, CA 94514 (415) 634-2347 Voice Mail (415) 634-2364 QuickTrax Employee RollCall! Sv1.0 ──────────────────────────────────────────────────── All Rights Reserved Copyright 1990 Discovery Graghix P.O. Box 344 Byron, CA 94514 (415) 634-2364 Thank you for trying this version of QuickTrax Employee RollCall! QRC version 1.0 is a shareware database application designed to allow users the ability to manage employee information with ease. QRC is fast and efficient! You will not have to spend hours learning how it works or days to set it up. Like programs costing $495.00 with three manuals, QRC is powerful! But unlike these database programs, the programing is already done for you. QRC will save you more than money. As many have, I hope you find this program to be of great use in your business. Thank You, Michael E Messier Discovery Graphix License Agreement ───────────────── QRC version Sv1.0 is a shareware product. It may be freely copied and distributed for evaluation as long as 1.) all files and documentation are not modified in any way, and 2.) a copy of this documentation is provided with the program, and 3.) no charge, other than a media and handling charge when copied, and 4.) users of this program purchase a license for its use. One license per machine is required. Please note that if you purchased a disk containing this software from a public domain/shareware software distributor, you have paid the media and handling charges as permitted above. You have not purchased a license or registered this product with Discovery Graphix. Purchasing a license and registering this product is required for continued use. This product is warranted to perform as outlined in this manual and within the stated limitations and should not be construed as any kind of commitment. With the various hardware and soft- ware environments into which this product may be used, no warranty of fitness is offered. This software and manual are distributed without warranties as to performance of purpose or any other warranties whether expressed or implied. Page 1 Table of Contents ─────────────────────── Overview ──────── QRC Feature Summary . . . . . . . . . . . . . . . 3 Order/Registration Information. . . . . . . . . . 4 Installation. . . . . . . . . . . . . . . . . . . 6 Quick Start Information . . . . . . . . . . . . . 7 QRC Commands. . . . . . . . . . . . . . . . . . . 8 Menus ───── File Manager. . . . . . . . . . . . . . . . . . .10 Time Keeper . . . . . . . . . . . . . . . . . . .11 Utilities . . . . . . . . . . . . . . . . . . . .16 Codes . . . . . . . . . . . . . . . . . . . . . .21 Using QRC ───────── Getting Help. . . . . . . . . . . . . . . . . . .22 QRC Files . . . . . . . . . . . . . . . . . . . .22 Configuring Virtual Memory. . . . . . . . . . . .24 About Discovery Graphix ─────────────────────── Overview. . . . . . . . . . . . . . . . . . . . .26 Product Support . . . . . . . . . . . . . . . . .27 About QRC Rv1.0 . . . . . . . . . . . . . . . . .28 Page 2 QRC Feature Summary ──────────────────────── Version Sv1.0 ───────────── This shareware version is a full featured program, not a demo. You will find this program easy to use, fast and friendly. This version was designed for a major European (U.S. Division) company for use in their regional field offices. The design objective was to have a program that standardized employee data and reports, and reduce the dreaded (and expensive) learning curve associated with expensive spreadsheet and database programs. If you have ever hired and trained a new employee using these programs you know why this program was so cost effective. QRC will save you $'s! QRC (1.0) keeps track of employee personnel data, and organizes the information in a logical easy access format. QRC features pull down menus and pop-up screens, field and screen sensitive help throughout, and password security! Other features include: - Employee personnel and emergency information - EEO information tracking and reporting - Track employee attendance - Vacation, Illness and 24 other time coded categories. - Schedule employee hours by day or employee - Print 7 day schedules and time summaries - Two, user programmable "look up" 1ode tables - EEO and Absence Reason code "look up" tables - 16 Reports with programmable titles - Print continuous or sheet mailing labels - View, Print or Save reports to file - Calendar and Note Pad utilities - Printer setup utility - Two level password maintenance utility - Data file backup utility - Complete error checking throughout Page 3 We love what we do, but we don't do it for free...Please Pay Order/Registration ────────────────────── Mail Orders ─────────── Item Quantity Price Total QRC Sv 1.0 x $39.95 = ──────── ─────────── QRC Rv 1.0 x $89.00 = ──────── ─────────── QRC Network Rv 1.0 x $129.00 = ──────── ─────────── Sub-Total ─────────── Shipping and Handling (Foreign Orders $5.00) $ 2.00 ─────────── California residents add 7.25% sales tax ─────────── Total ─────────── Thank You! Method Of Payment: Check Visa MasterCard ────── ────── ────── Name : ────────────────────────────────────────── Company : ────────────────────────────────────────── Address 1 : ────────────────────────────────────────── Address 2 : ────────────────────────────────────────── City/State/Zip : ────────────────────────────────────────── Phone : ( ) ───────── ──────────────────────────── For charge orders, please enter your card number and expiration: ┌────┬────┐ ── ── ── ── ── ── ── ── ── ── ── ── ── ── ── ── └────┴────┘ Signature: ──────────────────────────────────────────────── Mail To: Discovery Graphix P.O. Box 344 Byron, California 94514 Phone Orders: (415) 634-2347 or (415) 634-2364 for Voice Mail 7:00am to 5:30pm (Pacific Time) Monday - Friday Page 4 Product Registration ──────────────────── QRC Sv1.0 - All registrations will receive written conformation including registered serial number within three weeks of receipt of registration. You will also receive the latest Quality Release Update at no additional charge. Free phone support for 3 months. QRC Rv1.0 - Orders will receive both 5 1/4 and 3 1/2 inch media plus the QRC User Guide. You will also receive Quality Release Update's and phone support for 3 months. QRC Rv1.0 - Orders will receive both 5 1/4 and 3 1/2 inch media (Network) plus the QRC User Guide. You will also receive Quality Release Update's and phone support for 6 months. Page 5 QRC Installation ──────────────────── If you received QRC on a diskette, install QRC on your hard drive from a diskette by simply typing INSTALL from your drive prompt. The file INSTALL.BAT will create and load all QRC files to a sub-directory called C:\QRC. You can also install QRC on any sub-directory or drive. If you obtained QRC from a down load service, copy QRC_SV1.EXE to any directory and type QRC_SV1. This will unpack all the program files. Save QRC_SV1.EXE as your backup program source. To run QRC from a floppy drive you will need a high density diskette. We recommend hard drive installation for the best results. You will need to set your CONFIG.SYS file to the following: *FILES = 40 BUFFERS = 30 Remember to include QRC in your Autoexec.bat path statement. Please check your Disk Operating System for instructions on changing this file. * You may need to increase this number. It is assumed that only system files are open prior to starting QRC. If you should experience an ERROR such as "TOO MANY OPEN FILES", increase to FILES = 50. Remember to reboot your computer after making changes to this file. System Requirements ─────────────────── QRC will require at least 750K of disk space. This will increase as you add data. Your system (PC, XT, AT) should have at least 640K of memory. When you initially start QRC, from the command screen, your available memory (bottom right corner) should read from 55K to 110K (or more). This depends on your version of DOS, drivers loaded (in config.sys), any utility commands (in autoexec.bat) and any memory resident (TSR) programs you may have loaded. All of these factors can impact your available memory. If you have extended or expanded memory, you can increase the performance of QRC by utilizing this space for memory used for screens and file buffers. Please read page 24 for instructions on how to configure your system. QRC was designed on a AT 286. It has been tested on an XT, AT, 386, and numerous Laptops. QRC runs in "standard" text mode forms display and has been tested using CGA, EGA and VGA screens. If you are using a non-color adapter and screen and experience a problem, please call. We will send you (free of charge) our Laptop version. Page 6 Quick Start Information ─────────────────────── To start QRC, go to the sub-directory by typing cd\QRC (or your directory) and press ENTER. At the system prompt, type QRC and press ENTER. The first screen you will see is the Password entry screen. The program has two passwords setup for you. To enter, type "USER1" for the User ID. Type "PASS1" at the password prompt and press ENTER. The next screen you see will be the "command screen". All menus and windows are accessible from this screen. The first menu selection named "File Manager" will be set to the color red. Move the menu selector using the Right/Left arrow keys, you will see the red highlight move to the selected menu option. The red highlight indicates the menu option for execution. You can open any menu by pressing ENTER or the down arrow key. First, select the FILE MANAGER menu. Move the selector bar to Passwords and press ENTER. From the Password User List, you can add, delete or change user passwords, ID's and level code. Level 1 allows full access. Level 2 users will not be able to enter the password maintenance program. Now, update USER1 password information with your own ID and Password by highlighting the "USER1" and pressing ENTER. Before you can use QRC you MUST enter employee information first. All data files rely (or are "keyed") on employee data. Once you have loaded your employee information, you can begin using the Time and EEO features. Before printing, you need to fill in the Main Program Setup information. See page 20 for details. The following schematic demonstrates the QRC window flow: ┌────────────────────┐ │ Menu Selections │ └──────────┬─────────┘ │ ┌───────────────────┐ ├────┤ Scrolling Windows │ │ └─────────┬─────────┘ │ │ │ │ ┌────────────────────┐ │ └────┤ Data Entry Screens │ │ └────────────────────┘ ┌──────────┴─────────┐ │ Data Entry Screens │ └────────────────────┘ Page 7 Quick Start Information ─────────────────────── QRC Main "Command" Screen ───────────────────────── ────────────────── QuickTrax Employee RollCall! ──────────────── File Manager Time Keeper Utilities Codes Quit │ │ │ │ ├─ Backup ├─ Employee File ├─ Calendar F4 ├─ Absence │ │ │ │ ├─ Restore ├─ Activity File ├─ Note Pad F8 ├─ EEO Class │ │ │ │ ├─ Make Disks ├─ Daily Schedule ├─ Printing F10 ├─ Misc1 │ │ │ │ └─ Passwords ├─ Set Long Term ├─ Printer Setup └─ Misc2 │ │ └─ Set Down Time ├─ Report Setup │ └─ Main Setup │10/19/91│11:15AM│ ***** Message Area ***** │CapLck Num│85K│ └────────┴───────┴───────────────────────────────┴──────────┴───┘ (Date) (Time) (System Messages) (Keyboard)(Memory) QRC Commands ──────────────── Menus Right/Left arrow keys - Moves selector to menu option Down arrow key - Opens selected menu window ENTER key - Opens selected menu window ESC key - Opens the Quit Menu to exit to DOS Scrolling Windows Up/Down arrow keys - Scrolls highlight bar up and down PgDn/PgUp keys - Scrolls a page at a time ENTER key - Selects a file to enter and update INS key - To insert a new file DEL key - To delete a file Ctrl M key - To Mark and UnMark a file Ctrl D key - To purge all Marked files Ctrl U key - To UnMark all Marked files F9 key - Return to menu Page 8 QRC Commands ──────────────── Data Entry Windows Up/Down arrow keys - Selects entry fields Right/Left keys - Moves curser in selected field ENTER key - Enters data/moves curser to next field Ctrl ENTER key - Bypasses the remaining fields F9 key - Return to main screen ESC key - To back up one field or return Ctrl ESC key - Returns to main screen Backspace key - To delete characters in field Utilities F1 key - Help Menu or Help screen F4 key - Will pop-up a monthly calendar in the right hand corner of the screen. F6 key - Will pop-up the Note Pad file window. F10 key - Will present you with a menu for printing reports. Use this at any menu or table procedure. Terminology ─────────── QRC - QuickTrax Employee RollCall! program ABS - Absence Reason Codes Data Files - Data Base Record Files (.DAT) File Records - Data records, or "file folders" on subjects File Entries - A line of information in a data file. Tables - A scrolling screen of records Forms - Update/Add/Delete information Menus - Selection of options Reports - View, Print or Save summarized data Field(s) - Screen location for data entry Screens - A "page" on your computer monitor Windows - A screen that pop-up over another screen Default - Pre-defined, changeable information DOS - Disk operating system ASCII - American Standard Code for Information Interchange Page 9 File Manager Menu ───────────────── Backup Data ─────────── Select the File Manager menu selection and press ENTER or use the Down arrow key. Before you backup your files you need to make a "disk set". QRC's backup utility can span beyond one disk. As your data files grow, you will need more disks to backup. The "disk sets" are files named EMPWIN1.BKP, EMPWIN2.BKP, etc. By setting up these files first, the utility knows how much disk space it has to work with. Keep an eye on your backup disks available space. Example, if disk #2 has only 25K left after your last backup, make disk #3 before you add more data and your next backup. If you are using a floppy drive (A:\ or B:\), the disk(s) must be formatted first. Select Make Disk from the File Manager Menu and press ENTER. Enter the drive and directory of the backup disks. Example, A:\ = backs up to floppy drive "A" D:\QRCBKP\ = backs up to hard drive "D" in a subdirectory named QRCBKP Next, enter the number of disks you want to setup. For one disk, enter 1 at the curser location and press ENTER. If you are using a hard drive to backup, enter 1. Now select Backup Files and press ENTER. Enter the drive and directory of your backup disk(s) and press ENTER. You will see each file scroll up the screen as it is backed up. To restore your data files, simply put your backup disk #1 in drive A, select Restore Files from the File Manager Menu and enter the drive and directory of your disk(s) press ENTER. All archived data files will be restored automatically. Password Maintenance ──────────────────── Select PASSWORDS from the File Manager menu. If you do not have level 1 status a screen will pop-up telling you that access to this procedure has been denied. The first screen lists the users on the system. When you first enter the program, USER1 and USER2 are already loaded in the data base. USER1 has level 1 clearance and USER2 is assigned level 2. You can now set up your own "system users" by pressing the INS key. Enter the user name, ID, password and level. To delete a user, highlight the user and press DEL. To change a users information, highlight the user and press ENTER. Page 10 Time Keeper Menu ──────────────── Employee File ───────────── To enter employee information, select the Employee File menu selection and press ENTER. The first window, EMPLOYEE MASTER LIST is your scrolling list of employees. All other files and procedures use this data so it is important that you enter at least one employee before continuing on to other screens. The first time you enter this window the EMPLOYEE FILE window will pop-up over the Employee Master window. This is because the employee database is empty. After the first employee is entered and on subsequent accesses to this window you will have a scrolling list of employee's from which to choose. To select an employee file, use the Up or Down arrow keys, or the Search field to locate an employee file. To search, type in the name. As you type, you will see the highlight bar move to the employee name beginning with that letter. For example, if you type the letter "M", the highlight bar will move to the first employee name starting with "M". If you then type "e" the highlight bar will then move to the first employee name starting with "Me", and so on. After you have selected the employee file, Press ENTER to open the file. If you wish to create a new file press INS. If you wish to delete an employee file, press DEL and press ENTER. You can also delete employees by highlighting the employee and pressing Ctrl M to "Mark" or "UnMark" a file. After you have Marked your files, press Ctrl D and all Marked files will be erased. Use Ctrl U to UnMark all Marked files. Note: you must also "Mark" employees when printing the EMPLOYEE report. Once you have entered the EMPLOYEE FILE window you can add or change employee information. Enter the employee name by typing the first, middle and last name. DON'T WORRY ABOUT STYLE, QRC WILL CAPITALIZE THE FIRST LETTER OF EACH NAME FOR YOU! Fill in each appropriate field and press ENTER to move to the next field. NOTE: the fields SEX and ETHNIC ID cannot be changed once filled in. This is because all calculated EEO data is based on these two criteria (and the fact that people usually don't change these statuses). If you make a mistake, delete the employee and start over. There are three code tables available on this screen. By pressing F5 on the fields marked with " ", a selection table will pop-up from which to choose. The EEO table has already been filled out for you. Simply highlight your selection and press ENTER. The Misc1 and Misc2 tables are for your own custom criteria. You will need to fill these out before using them. See the "Codes" menu on page 14 for more information. Page 11 Time Keeper Menu ──────────────── Employee File ───────────── Each field is limited to the following character lengths. First Name : 12 EMP# : 5 Middle Name : 12 S. S. # : 9 Last Name : 14 Birth Date : 6 Street : 25 Hire Date : 6 City : 15 Sex : 1 (F/M) State : 2 Ethnic ID : 1 Zip : 5 Married : 1 (Y/N) Home Phone : 10 Handicap : 1 " Work Phone : 10 Military : 1 " Voice Mail : 5 Viet Vet : 1 " Voice Mail : 4 Dis. Vet : 1 " Title : 12 I_9 Ver. : 1 " EEO Class : 2 Emergency Name : 20 School(YRS): 2 City/State/Zip : 25 Misc1 : 6 Phone : 9 Misc2 : 6 Pressing ENTER from the last field (Emergency Phone) saves the file and returns you to the Master List table. The highlight bar is now on the employee you just entered. NOTE: To print an employee file, "Mark" the file entry using the Ctrl M keys and press F10. The Employee File screen updates the following data files: - EMPWIN.DAT - EEOFILE.DAT - TIME1.DAT - TIMETRX.DAT Activity File ───────────── Select Activity File from the Time Keeper menu and press ENTER. From this screen, you can quickly enter employee "down time" hours. For example, you know John B. Good will be taking next week off for vacation. Simply enter this screen, the Employee List table will pop-up requesting an employee to select. Move the highlight bar down to John B. Good and press ENTER. If there are no entries on file for John then the Employee Attendance Update Form will pop-up. From here you can enter the date, hours and work code "V" for vacation. If John does have previous entries, press Page 12 Time Keeper Menu ──────────────── Activity File ───────────── the INS key to enter a new record file. Again, enter the first date of John's vacation and press ENTER. Next, enter a reason code or press F5 for the Absence Reason Codes table and choose. Choose by highlighting the appropriate code and press ENTER. Next, enter the hours for that day and code and press ENTER. The last field is for any comments that you might want noted. To enter the next date, press INS from the Attendance Activity File screen and the next date will already be filled in for you. To delete a date, simply highlight the date and press DEL. You can also delete multiple date(s) by highlighting the employee and pressing Ctrl M to "Mark" or "UnMark" a file entry. After you have Marked your files, press Ctrl D and all Marked files will be erased. Use Ctrl U to UnMark all Marked files. TIP NOTE: ALL TIME FILE ENTRIES CANNOT BE CHANGED. To change hours or work codes, delete the entry then press INS to create a new file entry with the correct information. Example, you had John already scheduled for today, and wouldn't you know, he calls in sick. Delete this schedule day for John, then press INS and create a new schedule day using "I" (illness) for the ABS code. Another example would be half days. If John came to work today and suddenly got sick around lunch (and had to go home) you would delete this schedule day for John, create a new day with 4 hours coded "W" (work hours) and then create a new schedule day (same date) with 4 hours coded "I". The Attendance Update Form screen updates the following data files: TIME1.DAT and TIMETRX.DAT Daily Schedule ────────────── Select Daily Schedule from the Time Keeper menu and press ENTER. From this screen, all employee's can be scheduled by date. There are two ways to set the work date. Simply type in the date and press ENTER or press F5 and a calendar will pop-up on the right side of the screen. Use the arrow and PgUp/PgDn keys to select the date and press ENTER. If there are no entries on file for this date, the Schedule Work Hours form will pop-up. From here you can enter the employee, starting and ending times, and the work code. To schedule another employee for that date press INS. Press F5 from the Employee field, select the employee and press ENTER. Next, enter the starting and ending time in 24 hour format. Note: When on a time field you can press F1 for a conversion time table. Now, enter the work code or press F5 for the code selection table. Page 13 Daily Schedule ────────────── To move on to a new date, press ESC from the Daily Schedule Table and you will see the cursor move to the date field. Repeat the process from the previous page. To delete a date, simply highlight the date and press DEL. You can also delete multiple date(s) by highlighting the employee and pressing Ctrl M to "Mark" or "UnMark" a file entry. After you have Marked your files, press Ctrl D and all Marked files will be erased. Use Ctrl U to UnMark all Marked files. NOTE: All time file entries cannot be changed, to change hours or work codes, delete the entry then press INS to create a new file entry with the correct information. WARNING! When you delete schedule dates, the totals for Absence Reasons change. The Schedule Employee Work Hours form screen updates the following data files: TIME1.DAT and TIMETRX.DAT Set Long Term ───────────── Select Set Long Term from the Time Keeper menu and press ENTER. The Employee Schedule Table & Form, schedules by employee for any date you specify. Select an employee from the Employee List table (automatically pops up) and press ENTER. If there are no records on file, the Employee Schedule Form (no title) will pop-up. From here you can enter the work date, starting and ending times, the work code and any comments. To schedule a new date, press INS from the Employee Schedule Table. You will see that the date has been incremented by one day. Accept this date or enter a new one. Enter the starting and ending times and the hours will be calculated for you. Next, enter the work code (the default is "W" for regular work hours) or press F5 for the Absence Reasons Codes table. Enter any comments and press ENTER. To delete a date, simply highlight the date and press DEL. You can also delete multiple date(s) by highlighting the employee and pressing Ctrl M to "Mark" or "UnMark" a file entry. After you have Marked your files, press Ctrl D and all Marked files will be erased. Use Ctrl U to UnMark all Marked files. NOTE: All time file entries cannot be changed, to change hours or work codes, delete the entry then press INS to create a new file entry with the correct information. WARNING! When you delete schedule dates, the totals for Absence Reasons change. Page 14 Set Long Term ───────────── The Employee Schedule Form screen updates the following data files: TIME1.DAT and TIMETRX.DAT Set Down Time ───────────── Select Set Down Time from the Time Keeper menu and press ENTER. The Employee Eligibility Review Table lists all employee's and their respective eligible vacation, illness, personal and other hour benefits that are setup by you. To enter an employee's benefit hours, highlight the employee and press ENTER. From the Employee Attendance Summary Form you can enter the hours by benefit for the current year. The rest of the fields are calculated for you. The Y.T.D. Accrued row is calculated based on the benefit hours divided by the days of the year and rounded to the nearest full hour. The Y.T.D. Taken row is the sum of all the coded hours you have entered for that employee. The Y.T.D. remaining row is the difference of "Accrued" and "Taken" hours. NOTE: From the Review Table you can "purge" ALL hours on EACH employee by pressing Ctrl P. This procedure was designed to "house clean" at year end. IF YOU USE THIS PROCEDURE ALL TIME RELATED DATA WILL BE ERASED! THIS PROCEDURE "FLUSHES" A DATA FILE AND THEREFORE NO DATA RECOVERY CAN BE MADE. The benefit hours you have entered for each employee will not be erased. BACKUP ALL DATA FILES BEFORE USING THIS PROCEDURE! The Employee Eligibility Review Table screen updates the following data files: - TIME1.DAT - TIMETRX.DAT Page 15 Utilities Menu ────────────── Select Utilities from the Main Menu and press ENTER or the down arrow key. Calendar F4 ─────────── You can call the calendar from virtually any where in the program by pressing the F4 key. The calendar will pop-up on the bottom right hand corner of your screen. WARNING! Each time you change a month or a year you are actually layering screens on top of another. This will use up memory. If you drop below 5K, you will see a warning message at the bottom of the screen. Use, Ctrl PgUp/PgDn key - Increase/Decrease by one year PgUp/PgDn key - Increase/Decrease by one month Arrow keys - Moves highlight bar HOME key - Sets first Sunday END key - Sets last Saturday ESC key - Returns to called procedure Note Pad F8 ─────────── You can call the Note Pad from virtually any where in the program by pressing the F8 key. The Note File List screen will pop-up on the left hand side of your screen. To view or change a note, highlight the note and press ENTER. To delete a note, press DEL. To create a new note, press INS. You also delete notes using the Ctrl M/D keys. From the Note File window you will enter the Subject and Date. The default date is set to todays date. After you have entered the date, the cursor will drop down to the note pad window area. Your notes can be up to 30 characters wide and 50 lines long. To save your note, press Ctrl ENTER. From the window area use, Ctrl ENTER key - To end and SAVE your note Ctrl ESC key - To return ENTER key - To jump down one line INS SPACEBAR key - Move text down one line DEL key - Deletes character PgUp & PgDn key - Moves a screen at a time HOME key - Beginning of line END key - End of line Arrow keys - Move one space at a time NOTE: To print your note(s), "Mark" the note(s) using the Ctrl M keys at the Note File List screen. Next, press F10 to print. Page 16 Utilities Menu ────────────── Printing F10 ──────────── You can call the Reports Menu from any menu or table in the program by pressing the F10 key. There are 16 reports plus two label printing utilities to choose from. From here, you can view the report on screen, send the report to a printer or save the report to an ASCII file. To select a report, move the highlight bar to your choice and press ENTER. The Report Setup Selections screen will then pop-up. The default printing options will appear in the fields. You can accept them by pressing ENTER (or Ctrl ENTER for all) at each field or selecting an option from the menus to the right of each of the fields. You can change these "defaults" from the Report Setup procedure. The next screen, Report Generation, gives you the choice of viewing the report, printing the report or saving the report to a file. Viewing - Select View from the menu and your report will be sent to the Report Viewing Utility. Depending on the report, you may see additional screens first. These will ask you for "search criteria" such as beginning and ending dates. Press ESC at any time to abort viewing. Keyboard controls are located at the bottom of the screen and by pressing F1 for help. Printing - Select Print from the menu and another screen will ask you for the number of copies you wish to print. Depending on the report, you may see additional screens asking for search criteria. Make sure your selected printer is turned on and on line. Press ESC at any time to abort printing. Saving - Select File from the menu and enter any valid disk drive, subdirectory and DOS file name, then press ENTER. QRC supports comma delimited ASCII files. For more information on ASCII files, see your DOS manual. Reports Report titles can be changed to suit your needs. Use the Report Setup menu option to change any title. The following outlines the features of each report; #1. ACTIVITY - Recaps all employee's benefit hours taken Y.T.D. The employee's are listed alphabetically, with employee number and vacation, illness, personal and total other hours. Totals are calculated at the bottom of the report. Page 17 Utilities Menu - Reports ──────────────────────── 2. ELIGIBILITY - Recaps all employee's benefit hours allocated for the current year. The employee's are listed alphabetically, with employee number and vacation, illness, personal and total other hours. Totals are calculated at the bottom of the report. 3. TIME1 - Lists all ABS coded days for a given employee. You will be asked for beginning and ending dates as a search criteria. The report dates are listed from oldest to most current. The start and end times, ABS code and total hours for that day are posted. Totals are calculated at the bottom of the report. 4. TIME2 - Lists all ABS coded work days by date and by employee. You will be asked for beginning and ending dates as a search criteria. For example, if you would like a recap of all employee's hours for the month of October, you would enter 10/1/90 for the beginning date, and 10/31/90 for the ending date. Totals are calculated at the bottom of the report. 5. TIME3 - As with the last 2 time reports, you will first enter in starting and ending dates. This report summarizes all ABS coded hours by employee and ABS code. Totals are calculated for each employee and at the end of the report. 6. SCHEDULE_1 - Is a printable 7 day employee schedule. Start and finish times are posted by day/date. You will be asked for the starting date. No totals are posted for this report. 7. SCHEDULE_2 - Is also a 7 day employee schedule with total hours posted by the employee for the week, total hours by day and total report hours. This report is 182 columns wide and should be printed on a wide carriage printer or in Landscape mode. 8. EMPLOYEE - To print an employee personnel record you must first "Mark" the employee(s) file record from the Employee Master List. This report is a one page form. 9. FIELD - Lists employees alphabetically by name, address, phone number and voice mail number. This report is meant for field distribution. Page 18 Utilities Menu - Reports ──────────────────────── 10. MANAGEMENT - Lists all employee personnel information alphabetically. This report is intended for management review. This report is 226 columns wide and will require a wide carriage printer. 11. MISC_1 - This "Phone List" report groups employees by the "Misc1" or "Misc2" user defined codes. An example for this code would be "Division Number" or "Department". 12. MISC_2 - This report is the same as the "Field" report except the employees are grouped by Misc1 or Misc2 criteria. 13. PHONES - Lists employees alphabetically with work phone, voice mail and home phone numbers. 14. EEO_1 - This is the standard EEO Work Force Analysis form. Summaries for total employees, by EEO code and by sex and ethnic code. 15. EEO_2 - Lists employee statistics by EEO code. Full summaries by EEO code, ethnic code, minority status, sex, handicap, military, service and I_9 verification. 16. BIRTHDAYS - Lists employees by birth dates. 17. C_LABELS - Continuous address labels (form feed) that use 3 1/2 x 15/16 (-1 up) (Avery#4145) inch size labels. This procedure will print one label per employee for all employees in the data base, or just the employees you "Mark". 18. S1_LABELS - Sheet address labels that use Avery brand #5260s, 30 labels per sheet. This procedure prints on label per employee in the data base, or just the employees you "Mark". To print one employee on an entire sheet, "Mark" just the employee and select "Marked" from the setup screen. You can even print more than one page. 19. SR_LABELS - Using the same labels as #18, this report will print an entire sheet of return address labels with you company's name and address. You must fill out the information needed in the Main Setup screen. Page 19 Utilities Menu ────────────── Printer Setup ───────────── Select Printer Setup from the Utilities menu and press ENTER. This procedure is used only to modify or add printer codes. To setup your default printer(s) for QRC, use the Main Setup procedure. If your printer is not on the selected list, you can add your printer by pressing INS. You will need your printers control characters found in your printer manual. You will need the character codes in Decimal Values. Type in the name and description of your printer. Next, from the Printer Control Character Setup screen, enter your printers Decimal Values found in your printers manual. If you have any problems, consult your printer company or feel free to give us a call. When you have finished, press F9 to save the printer information. Report Setup ──────────── Select Report Setup from the Utilities menu and press ENTER. Each report has already been setup for you however, you can change any option to suit your needs. From the Report Description Table, you can change any report option by highlighting the report and pressing ENTER. The Report Default Setup Form options are report title, print quality (Draft or Letter) and print size, 12 characters per inch for normal and 17 characters per inch for condensed. Remember, you can change these options at print time. Main Setup ────────── Select Main Setup from the Utilities menu and press ENTER. From the QRC Main Program Setup screen you can set your company name for printing, title your custom Misc 1 & Misc 2 fields. select 2 default printers and port locations. Both Misc 1 & Misc 2 fields are used in the Employee File. You set these "categories" up to suit your needs. Examples; shifts, work groups, division, region, office, etc. To select a printer, type "P" at the field and press ENTER. A screen will pop-up to give you a list from which to choose. Highlight your printer and press ENTER. If your printer is not on the list, refer to "Printer Setup" of this manual. Select printer #1 as your primary printer, that is the default. Choose the printer port or location of your printer. If you are not sure of the port, try LPT1 first. Selecting printer #2 is optional. Page 20 Codes Menu ────────── Absence Reasons ─────────────── To change ABS codes, select Absence from the Codes Menu. From the Absence Reason Code Table, you can view all codes and descriptions, add codes and change codes. The codes that are displayed are standard forms codes. You can change these and add up to 26 codes to track. To add a code press INS. To change a code, highlight the code and press ENTER. From the ABS Code Setup screen, enter a code from A - Z. Next, enter a description and press ENTER. EEO Codes ───────── To change EEO codes, select EEO Codes from the Codes Menu. EEO codes 1 - 9 are already setup for you. You can however, change the description for any of the 12 codes. To change an EEO code description or add codes 10 - 12, highlight the EEO code and press ENTER. Misc1 & Misc2 Codes ─────────────────── To change Misc1 & 2 codes, select Misc1 or Misc2 from the Codes Menu. Both Misc 1 & Misc 2 fields are used in the Employee File. You set these "categories" up to suit your needs. Examples; shifts, work groups, division, region, office, etc. Titles for each category are set in the Main Setup procedure. To add a code press INS from the table. To delete a code, move the highlight bar to the code and press DEL. Quit Menu ───────── To exit QRC press ESC until you reach the "command" screen. Press ESC and the Quit Menu will pull down. Press ENTER. You can also use the left/right arrow keys when a pull down menu is open. Page 21 Using QRC ───────── Getting Help ──────────── You can obtain help at any time by pressing the F1 key. There are 35 help screens and three menu screens. After pressing F1, the current subject help screen will pop-up. Press ESC to return to your previous screen or ENTER for the Help Menu. The Main Help Menu gives you 12 subjects from which to choose. 1. Key Board Controls 2. Employee Master List 3. Attendance Activity 4. Daily Schedule Table 5. Employee Schedules 6. Eligibility Schedule 7. Calendar Utility 8. Note Pad Utility 9. Printing & Reports 10. Code Table Setup 11. Main Program Setup 12. File Manager Utility QRC Files ───────── QRC data base files consist of a program (.EXE) and help (.HLP) file, data files (.DAT), key (.K01) files and control (.BIN) files. All QRC Sv1.0 files are compressed into one self extracting file named QRC_SV1.EXE. To unpack the program files, just type QRC_SV1 and press ENTER from any DOS prompt. The following files are contained in QRC_SV1.EXE; QRC .EXE - Main program file QRC .HLP - Help file EMPWIN .DAT - Employee data file EMPWIN .K01 - Keyed by EMP# EMPWIN .K02 - Keyed by birth data EMPWIN .K03 - Keyed by Misc1 EMPWIN .K04 - Keyed by Misc2 EEOFILE .DAT - EEO data file EEOFILE .K01 - Keyed by EEO# CODES .DAT - ABS & EEO codes data file CODES .K01 - Keyed by ABS code CODES .K02 - Keyed by EEO code CODES1 .DAT - Misc1 & Misc2 data file CODES1 .K01 - Keyed by Misc1 CODES1 .K02 - Keyed by Misc2 Page 22 Using QRC ───────── QRC Files ───────── CONPRO .DAT - QRC configuration file CONPRO .K01 - Keyed by company name DEFPRINT.DAT - Default printer settings DEFPRINT.K01 - Keyed by printer PRINTERS.DAT - Printer data file PRINTERS.K01 - Keyed by printer TIME1 .DAT - Time totals data file TIME1 .K01 - Keyed by EMP# TIMETRX .DAT - Date schedule data file TIMETRX .K01 - Keyed by EMP# TIMETRX .K02 - Keyed by Date TIMETRX .K03 - Keyed by ABS code NOTFILE .DAT - Note Pad data file NOTFILE .K01 - Keyed by date NOTFILE .K02 - Keyed by subject USER .DAT - Password user data file USER .K01 - Keyed by ID# DOS1 .BIN - Environment Binary file INT .BIN - Interrupts Binary file REPORT3 .BIN - Report Binary file Data files are made up of date records, a line of data in either string or numeric fields, and "keyed" files. Keyed files hold information on the data file so the records can be accessed in a particular manner. As you add data, these data files will consume disk space. You should always have at least 1MB of disk space to run ANY program. This version of QRC tracks data on a year-to- date bases and should only be purged at year end. For this reason, your data files will be quite large by year end. When you delete a record, the records "space" in the file is "marked" as deleted, it is not actually deleted. When you add a record, it is added to the end of the file unless there is a deleted "space". The record will then be placed in the space of the deleted record. In the event of an unexpected system failer, QRC files that are open will be "locked" until you restart the program. When the program is restarted, the locked files will be re- stored with all data. Information that was in memory will be lost. In the event of an unexpected error, the program will terminate and all data will be written to a temporary image file. When the program is restarted, all data is restored. Page 23 Configuring Virtual Memory ────────────────────────── QRC uses virtual memory to store buffers and video images "behind" windows. Virtual memory is composed of conventional memory (below 640 kilobytes), extended memory (above 1 megabyte), expanded memory (EMS), and hard disk. Hard disk is recommended only as a last resort. If no virtual memory is used, only conventional memory is allocated. When conventional memory overflows, the program halts with an "Insufficient Memory" error. Extended and expanded memory must be assigned to a RAM drive to be used as virtual memory. A RAM drive is a fast pseudo disk drive that resides in expanded or extended memory. RAM drives can be set up with the VDISK or RAMDRIVE utilities supplied with DOS operating system. For more information on these utilities, consult your DOS manual. To setup QRC for virtual memory, you will need to use the SET command in your AUTOEXEC.BAT file. For more information on the SET command, consult your DOS manual. SET command parameters, SET CLAVMx=path,size,ram-indicator CLAVM - alerts QRC to virtual memory x - is 0 to 3 0 = RAM drive to be used first 1 = RAM drive to be used second 2 = RAM drive to be used third 3 = RAM drive to be used fourth path - is the drive and directory path of the RAM drive or disk. size - is the maximum number of kilobytes to allocate. ram-indicator - is M for RAM drive CLAVM0 specifies the conventional memory, RAM drive, or hard disk that is to be allocated first. When the virtual memory specified by CLAVM0 overflows, the virtual memory specified by CLAVM1 is allocated. Page 24 Configuring Virtual Memory ────────────────────────── Some conventional memory will need to be withheld from virtual memory for the Binary control files. This is done using the MEMORY parameter. SET CLAVMx=MEMORY,size x - is 0 to 3 MEMORY - is the kilobytes that are NOT to be used as virtual memory. size - is the number of kilobytes to be withheld The following SET command configures virtual memory for a 2 megabyte 80286 AT-class machine with a RAM drive in extended memory. The first 512 kilobytes of virtual memory will reside on the RAM drive. Then virtual memory is allocated from conventional memory (withholding 64K for control blocks). Finally, virtual memory overflows onto the hard disk if needed. C: is the hard disk and D: is the RAM drive. SET CLAVM0=D:\,512,M SET CLAVM1=MEMORY,64 SET CLAVM2=C:\VIRTUAL,512 IMPORTANT: Do not include spaces between CLAVMx and the equal sign. Page 25 About Discovery Graphix ─────────────────────────── Overview ──────── Discovery Graphix, based in Northern California, was formed in 1989 by Michael and Katrina Messier. Our mission was simple: create business software that business people could afford! This meant software that was not only inexpensive to purchase, but cost effective to use as well. We believe software should save you time and money - not create more work! We have over 25 years experience in sales, marketing and personnel management. Our strategy advisors are business people, just like you. They are from Health Services Management, Construction, Sales, Marketing, Office, Production, Distribution, Retail and Service business fields. Our technical advisors have over 20 years of experience in programing. We could produce powerful, expensive software, but why? I spent 13 years working for one of the worlds largest companies learning, then training (and spending hundreds of hours!) employees to use, spreadsheets, data base and numerous other "user friendly" programs AND never using half the features! In the end, I found myself and my employee's no longer focused on what we where paid to do! We believe our software products will put you on the QuickTrax to efficiently. Our next products are currently in test and will be released in the first and second quarters of 1991. QuickTrax Consumer Connexion - Track consumer communication ───────────────────────────── Create Mailing Lists Release Date: January, 1991 Mail form letters Analyze comments by product, Zip, State and date $39.00 Create custom code tables Task reminder & Note Pad Create over 20 reports QuickTrax Customer Connexion - Up to 99,000 Account Profiles ──────────────────────────── Customer invoicing Release Date: March, 1991 Product/Sales tracking Appointment Manager $39.00 Business Card File Create over 25 reports Mailing Lists To Do Lists Note Pad Page 26 Product Support ─────────────────── Our products are database in design. If you need a custom approach for your particular business needs, give us a call. We will be happy to give you a firm cost analysis. If you need a customized product, talk to us first. Over half of our business is done in speciality work. If you should have any problems with our products, call us 24 hours a day on our Voice Mail System. We check our messages 7 days a week. (415) 634-2364 If you should have a question regarding our products, call us Monday through Friday, 7:00am to 5:00pm (Pacific Time). (415) 634-2347 We guarantee our products with a "No Questions Asked" money back (minus shipping and handling) refund. If you are not 100% satisfied with the product, simply return it within 30 days for your refund. Thank you once again for trying QuickTrax! Michael and Katrina Messier Page 27 QRC Retail Version ────────────────── QRC Rv1.0 ───────── QuickTrax Employee RollCall! version Rv1.0 is the full retail employee management program. With the same look and feel, you can upgrade at any time with ease. This version has an expanded employee file section with salary, position history, full Affirmative Action reporting and special event tracking. Complete employee benefit reporting and summaries In addition, you will find an objective management module that sets and tracks short and long term objectives. Up to 99 objectives per employee. You can also organize and track prospective employee hires. Prints interview forms (2) and applicant summaries. Full password protection with file encryption, nine level security and complete usage tracking system. Ten code tables and four user defined tables. Additional calculator utility. Typewriter for form letters. Over 30 selectable reports Many more features! Design and save your own custom reports! The "Report Writer" is a second party software program that is fully supported by QRC Rv1.0. This is an invaluable tool when special reports are needed. Each on site licence is $199.00 per machine. QRC Rv1.0 is a very powerful and complete employee management software system. For $89.00, we believe this is the best employee management program on the market today. If you need more features, we can add them. Programing rates are $65.00 (rate is effective through April, 1991) an hour. Most "custom" features take only 2-3 hours. Now you can have the program YOU need for YOUR business needs, and at a fraction of the cost! Call us for a free demo of QRC Rv1.0 today! Page 28