Copyright: Copyright 1996, 1997, 1998 Propath Software Limited
Citation: Copyright 1996, 1997, 1998 Propath Software Limited


 Absence Analysis Report

Applies to: Simply Personnel only

The Employee Absence Report shows all Employee Absences, both Current and Historical, within a selected date-range, set using Start Date and End Date fields.

You can select a combination of Department and/or Location to Report within using the Department and Location fields.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

You may select a specific Absence Reason using the Reason field, in which case the lines in the Report are restricted to only those Absences marked with the selected Absence Reason, or leave this blank (to include all Absences that match the other filters).

This Report will optionally print Employees who have left.  By default, they will be left out, but checking Include Leavers will include them.


Absence Summary Report

Applies to: Simply Personnel only

The Absence Summary Report provides a summary breakdown of Absences.  The Report can be printed at Company, Department or Location level.

The Report can also be broken down further by Absence Reason.


Absence Summary by Reason Report

Applies to: Simply Personnel only

This Report is similar to the Absence Summary Report, except that this Report always shows a breakdown by reason.  If Department Level is selected, the Departments are broken down within each Absence Reason. The Absence Summary Report, on the other hand, shows Absence Reasons within each Department.


Employee Maintenance - Absence Tab

Applies to: Simply Personnel only

This Tab Folder allows you to store current and historical details of any Absences for each Employee.  Each Absence is categorised, and you must first create the different Absence Reasons.

To add a new Absence record, click the Add button.

Select the Absence Reason from the drop-down list, enter the date the Absence commenced. Press Tab, the Number of Days will automatically be calculated. If entering a current Absence press the  ‘Save’ button now. You cannot have more than one Open Ended Absence record, the system will prevent you if you try to enter another record. If entering historical data, enter the date the Absence ended.  The System will work out the number of days absent, but you may change this, for example from 1 day to 0.5 day.

Enter any Notes you wish to record about the absence.

Click the Save button or the Cancel button to save or cancel the new Absence record.

If, when entering a new Absence record, and the date of this current Absence could possible conflict with a Training Course or a Holiday record , the system will warn you of this possible conflict, but will still allow you to save the record.


Security - Access Profiles

Applies to: Simply Personnel and Simply Training

Each User ID is allocated an Access Profile.  This determines what overall restrictions are placed on that User, i.e. the User that logs in with that User ID.  This applies to all Employees within the system, regardless of any Security Level or Department/Location Security rules.

The General Settings section of the Access Profiles screen controls access to:

The individual tab folders of Employee Maintenance

Non Employee Maintenance Simply Training screens

Reports

Charts

Menu Options

Individual tab folders on the Employee Maintenance screen can be restricted, by clicking on the appropriate box so that it becomes checked, as follows:

All entries that start with the word “Restrict” – including all Employee Maintenance screens - can also be made read only by clicking again to give a greyed check, as follows:

Similarly, access to each menu function can also be restricted.  You may, for example, wish to restrict the option to delete Employee records, or to create Employee records.  These entries, and others that do not start with the word “Restrict”, can only be restricted or made available.  Although the third, greyed state is available, it is not effective.

Read only permissions cannot be set for a profile that will prevent you from viewing a particular area of the system, e.g. if the "Hide Salary Amount" was restricted and the "Work Screen" was made ready only, then the "Hide Salary Amount" will be given the priority.

The Notes section of the Access Profiles screen controls access to Notes Categories.  As all entries are either restricted or unrestricted, only those two states are available when clicking on entries in this list.


Action Diary

Applies to: Simply Personnel only

Simply Personnel contains an Action Diary, which makes it easy for you to remember important dates, such as Employee Reviews.

Whenever you create or update an Appraisal, Grievance, Disciplinary, Car History, Benefit or Notes record, Simply Personnel will give you the option to add one or more Actions to the diary so you do not forget to action the record.

At system start each day, if the User logging in has any outstanding Actions, the Diary will be displayed. From here the User may perform all tasks relating to the command buttons at the bottom of the window. This window is multiple select.

Alternatively, to see what Actions you have outstanding once you have closed the Diary window at system start, select the Personnel Action Diary option from the View menu (ALT,V), Diaries option. You may perform the following tasks:

Print Press the Print button to firstly see a Print Preview of the list of Actions, you may then Print.

Filter You may Filter the information you wish to see in your Diary window. The Criteria Tab allows you to choose what Actions to list, who is to Action it and which Employee you wish to list. You may also filter Closed Actions and Overdue Actions. The Dates Tab allows you to set the search criteria based on a selection of dates. For example, Today’s Date, This Week (Sun-Sat), This Month (current Calendar month), Between Dates (leave the first date blank for all Actions up to the second date, leave the second date blank for all Actions from the first date or leave both blank for all Actions in the Diary), or for a specified number of days from today.

Note: If an Employee Maintenance screen is the active window when the Action Diary is opened then the filter will default to just those actions against that employee. This can be changed using the Filter button once the Diary has been displayed.

Simply Personnel will list all outstanding Actions within the search criteria.

Actions may be Reassigned to other Users. By highlighting an Action and pressing the Reassign button, choose another User from the drop-down list available to you. It is possible to reassign multiple Actions at once using this method.

User specified Actions can be Added to the Diary (see the Personnel Diary Actions Table Maintenance option). They do not have to relate to a specific Employee.

You may Edit an Action.

You may Delete an Action. It is possible to delete multiple Actions at once using this method.

If you highlight an Action and press the Select button, you will be taken into Employee Maintenance. If the Action does not have an Employee linked to it this action cannot be performed.

The Exit button closes the Diary window.

If there are no outstanding Actions for the period selected, all you will see is a blank screen. The default period for the filter is up to seven days from the current date, including overdue actions.


New Employee Wizard

Applies to: Simply Personnel and Simply Training

The New Employee Wizard allows a new Employee record to be added simply, in a step-wise fashion, and quickly to the System.

Simply Training will present a much simplified version of the wizard when Simply Personnel is not licensed and will only consist of the page:

Simply Training Main Employee Details

When Simply Personnel is licensed, it will be possible to add more details as the wizard takes you through the following steps:

Personal Details

Address Details

Next Of Kin Details

Picture

Bank Details

Initial Job Details

Work Details

Initial Holiday Year Details

Benefits


Adding a Control to an Employee Maintenance Tab

Applies to: Simply Personnel only

(N.B. Since Simply Training is responsible for the Training Details, Training Needs and enhanced Training Tab, these cannot be currently used with the Screen Designer)

To insert a control onto a tab on the Employee Maintenance tab folder, select the type of control you require by clicking one of the toolbar buttons on the Screen Designer floating toolbar.  Keeping the left mouse button pressed, drag the control onto the tab folder.  Release the mouse button to drop the control in the required place.

Simply Personnel allows 4 different types of control:-

Edit Control  This type of control allows a User to type characters into the field.  For example most of the fields you see on the Employee details screens are edit controls, Surname, Firstname, NI Number, Date of Birth etc.

Label Control  A label control allows you to place and name a label on the screen.  A label cannot be edited by a User.  Labels are commonly used to describe a corresponding edit control.

Combo Box Control  This type of control is similar to an edit control, except that the User can only select from a list of pre-defined entries.  The Nationality field on the main Employee screen is an example of a combo box.

Group Box  A group box control is simply a frame, which contains a label, and can be used to enhance the aesthetic look of your screen.  Group boxes are generally used to display a box and a group description around a related group of controls.  For example, the next of kin tab folder uses two group boxes, one grouping the next of kin 1 details, and the other grouping the next of kin 2 details.

Moving a Control  Once placed on the tab folder, a control can easily be moved around the screen.

Select the control you wish to move by clicking on it.  Handles will appear on the control.  The mouse pointer will change to a black cross with arrows on each end.  Hold down the left mouse button and drag and drop the control to the position you require.

Resizing a Control  Select the control you wish to resize, so that handles appear on it.  To resize the control horizontally or vertically place your mouse pointer over one of the handles on the side of the control, your mouse pointer will change to a double arrowhead.

Drag the arrowhead to resize the control.  You can resize both horizontally and vertically at the same time by dragging one of the corner handles.

NOTE:  To resize a Combo box control, you may only drag one of the upper handles. i.e. upper left, middle and right handles.  Resizing vertically alters the size of the drop down area of the control.

Using the Grid  To help you design your screen layout, you can choose to display a grid.  This can help in lining up controls into rows and columns.  Choose the 'Show Grid' option from the View Menu.

As well as the screen designer, Simply Personnel shows X and Y co-ordinates of each control at the bottom of the screen on the status bar. You must have the status bar displayed.  Choose View Status bar from the View menu if the status bar is not displayed.

Deleting a Control  You can delete a control: Select the control so that the handles appear, ensure the cursor is positioned over the control (cursor changes to black cross with arrows) and press the DELETE key on your keyboard.


Employee Maintenance - Address Tab

Applies to: Simply Personnel only

This tab allows you to store the Employee address details, contact details and driving licence details. You can leave all fields on this screen blank.

Address Enter the Employee's Address  (up to 5 lines).  The system will automatically capitalise the Address fields for you.

Postcode Enter the Employee's Postcode.

Home Status Select an entry from the list of Home Status Types.

Home Phone Enter the Employee's home telephone number.

Mobile Enter the Employee's mobile phone number.

Home Email Enter the Employee's home email address.

Driving Licence and Licence No. Indicate whether the Employee has a full driving licence and optionally enter their driving licence number.

Car Owner and Registration No. Indicate whether the Employee is a car owner, and optionally enter their car registration number.  This is useful to hold if the Employee parks his/her car in the Company car park.


Simply Answers - Advanced Queries

Applies to: Simply Personnel only

Auto-Filter

The down arrow buttons on the column headers are called auto-filters.

Every time you run a query they will update, giving a list of entries.

Criteria Builder

When choosing from an auto-filter there is one last option marked "other", selecting this option results in you being given a criteria box to aid the filtering of your data.

The structure of the box is relatively simple.  The first box can be an operator, such as =,<> (not equal) etc.  The second box contains a string or a number (depending on the format of the field), this is the actual criteria.  Between criteria is a box that allows AND/OR joins, allowing a wider range of queries.


Age Profile Analysis Report

Applies to: Simply Personnel only

This Report provides a breakdown of the workforce by Age.  This can be printed at Company, Department or Location level.

The Report Date can be used to generate historical analysis.  i.e. "Give me an age profile analysis as at 1st January 1995".

You can select the Age Cut Off Points.  Use the >> button to remove an Age from the list or to enter a new age, type the Age in the edit box and click the << button.  The <<BLANK>> section shows all Employees without a Date of Birth entered in the System.


Age Profile Chart

Applies to: Simply Personnel only

This Chart provides a breakdown of the workforce by Age.  This can be produced for the whole Company or a specific Department or Location.

The Report Date provides the ability to Report historically for any date in the past.

You can select the Age Cut Off Points.  Use the >> button to remove an age from the list, to enter a new age type the age in the edit box and click the << button. The <<BLANK>> section shows all Employees without a date of birth entered in the System.


Analysis Reports

Applies to: Simply Personnel only

The Analysis Reports Menu contains the following Reports:

Leaver Analysis Report

Leaver Analysis Summary

Gender Mix Report

Ethnic Representation

Disabled Representation

Age Profile Analysis

Staff Turnover

Length of  Service


Employee Maintenance - Appraisals Tab

Applies to: Simply Personnel only

This Tab Folder allows you to record details of Appraisals received by Employees.

Click the Add button to add a new Appraisal record.

Enter the Review Date, and the name of the person who conducted the Review.

You may optionally enter the date the next review is due. This is the date that will appear in the Diary. If you leave is blank, and enter these details in the Diary, this Next Review Date and the Action Date in the Diary will default to one week hence.

Enter any Notes about the Review that you wish to record.  You can use the Notes to either enter details of the Review itself, or to provide a reference to another document which contains the Review information.

Enter any Action Plan notes you require.

The Closed check box, if checked, will Close an Appraisal record, but any Actions may still be open and read in the Diary.

To enter the details of the Review into the Diary, press the Diary button. You will be presented with an Add Action to Diary window. Complete the Actioned By field and Action Date field. If you check the Closed check box, you will mark the Action as Closed on the Appraisal Tab, but it can still be viewed in the Action Diary depending on the search filters you use.

Press the OK button for the details to be entered into the Diary.

Click on either the Save or Cancel buttons to save or cancel the Appraisal record.


Backing Up Your Database

Applies to: Whole Simply Personnel Suite

As with all computer systems, you are advised to make regular backups of your data to provide protection against machine failure, fire, theft. etc.

All information stored by the applications in the Simply Personnel suite is contained within a single database file.

The database file is called PERSON.MDB and this can be found in the directory in which you installed the Simply Personnel suite.

Use your normal backup facilities to make a backup copy of the database file.

You must ensure that no one is using any the Simply Personnel of the suite when you backup the database file.


Employee Maintenance - Bank Tab

Applies to: Simply Personnel only

This tab allows you to store bank details.  You can leave all fields on this screen blank.

Name Enter the Employee's bank name.

Address Enter the bank address.

Postcode Enter the bank postcode.

Sort Code Enter the bank sortcode.

Account Code Enter the Employee's bank account number.

Account Name This will default to the Employee's Forename and Surname but can be overridden.


Employee Maintenance - Benefits Tab

Applies to: Simply Personnel only

This tab allows you to store a summary of Benefits the Employee receives. All fields on this screen can be left blank. For a more comprehensive record of the Benefits an Employee receives you can use the Benefits 2 tab.

Pension Scheme Indicate whether the Employee is in the Company Pension Scheme.  If selected the Date Joined Pension Scheme field is activated.

Date eligible to join pension scheme If you run a Company Pension Scheme, indicate the date on which the Employee is eligible to join that scheme.

Date joined pension scheme Enter the date the Employee actually joined the Company Pension Scheme.  This field is only active if you have selected the Pension Scheme indicator field, as described above.

Health Insurance Indicate whether the Company provides Health Insurance for the Employee.  If selected, you can enter details of the PHI health scheme in this field.

Pay Bonus Indicate if the Employee is paid bonuses.

Profit Related Pay Indicate if the Employee participates in any profit related pay scheme.

Company Car, Registration, Make and Model and Personal Petrol Indicate if the Employee has a Company Car.  If so enter the car registration, make and model number, and indicate if the Company provides petrol for personal use.

Note. The Car Details Tab allows you to hold details of all Company Cars that the Employee has been allocated.

Commission Enter brief details of any commission paid to the Employee.

TIP: If you want to hold more comprehensive commission details, you can define a Notes Category for "Commission", and hold the details as Notes against the Employee.

Other Benefits Enter brief details of any other benefits given to this Employee.

TIP: See also the Benefits 2 Tab which allows additional, more detailed information relating to benefits to be recorded for each Employee.


Employee Maintenance - Benefits 2 Tab

Applies to: Simply Personnel only

This tab allows you to hold details of any Benefits which an Employee receives, which cannot be held on the other Benefits Tab.

You can define your own list of Benefits by using the Benefits option under Table Maintenance.

Once you have created your list of Benefits, you can add a Benefit to an Employee record, by clicking the Add button.

Choose the Benefit from the drop-down list, enter the Start Date (the date when the Benefit became available to the Employee) and the End Date (the date on which the Benefit ceased to be available to the Employee).  You may leave the End Date blank to signify that the Benefit is on-going.  However, many people choose to record Benefits over the Tax Year.

Enter the Number of these Benefits that the Employee receives.  (e.g. if Luncheon Vouchers, you may want to record the actual number given). For most Benefits this will be One.

Enter the total Annual Value of the Benefit.

Enter any additional Notes that you require.

To enter the details of the Benefit into the Diary , press the Diary button. You will be presented with an Add Action to Diary window. Complete the Actioned By field and Action Date field. If you check the Closed check box, you will mark the Action as Closed on the Benefit 2 Tab, but it can still be viewed in the Action Diary depending on the search filters you use.

Press the OK button for the details to be entered into the Diary.

Click the Save button to save the new Benefit record, or Cancel to cancel.  If you save the record, it will be shown in the list.

You can Update and Delete records by selecting a line from the list box and clicking the appropriate button.


Benefits List Report

Applies to: Simply Personnel only

Simply Personnel allows you to print an Employee Benefits List which shows details of Benefits which each Employee has received or is receiving.

To print the Employee Benefits List, select the Employee Benefit List option from the Reports menu (ALT,R).

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

You can also select a range of dates. Only Benefits active within the range selected will be shown.  If the Start and End Dates are left blank all Employee Benefits records will be shown.  You may enter a Start Date and leave the End Date blank this will show all benefits which started on or after the Start Date entered.

You may choose to include those Employees who have Left, by checking Include Leavers.

To see the Report as it would appear when printed select the Print Preview option from the File menu (ALT,F), or select the Print Preview toolbar button.

If you wish to print the Report select Print from the File menu (ALT,F), or select the Print toolbar button.

The Print Dialog Box will be presented, where you can specify the range of pages to be printed, the number of copies, the destination printer, and other printer options.


Employee Maintenance - Car History Tab

Applies to: Simply Personnel only

This Tab allows you to keep a record of Company Cars that an Employee has been allocated.

To add a new record, click the Add button.

Enter the date the car was Issued to the Employee.

Enter details of the car, its Make, Model and Registration Number.

If the Car has been returned, you can enter the date on which the Car was Returned by. This is the date that will appear in the Diary. If you leave it blank, and enter these details in the Diary, this Returned Date and the Action date in the Diary will default to one week hence.

Enter any Details about the Car, e.g. special features, damage, mileage etc.

You also have an additional Notes field which is useful for storing details about the Car when it was returned, e.g. mileage, condition, damage etc.

The Closed check box, is used to signify that you have finished with the Car record. For example, the Car has been returned to the satisfaction of the Company, but any Actions may still be open and read in the Diary.

To enter the details of the Car into the Diary, press the Diary button. You will be presented with an Add Action to Diary window. Complete the Actioned By field and Action Date field. If you check the Closed check box, you will mark the Action as Closed on the Car History Tab, but it can still be viewed in the Action Diary depending on the search filters you use.

Press the OK button for the details to be entered into the Diary.

Click on either the Save or Cancel buttons to save or cancel the Car History record.


Changing Your Password

Applies to: Whole Simply Personnel Suite

You may change your Password at any time by selecting the Change Password option from the File menu (ALT,F).

You will be asked to enter your Old Password, your New Password, and then confirm the New Password.

The next time you use Simply Personnel you will need to supply your new Password.

The System holds a separate Password for each User ID defined on the System.  The System comes with a special User ID called ADMIN.  This User ID is allowed access to all areas of the System, and to all Employee records.  It is therefore important that you change the Password for the ADMIN User ID, and keep that Password secret.

Note: Do not forget the Password you enter. You will not be able to use Simply Personnel without this Password.


Analysis Charts

Applies to: Simply Personnel only

Simply Personnel contains pre-defined Analysis Charts.  These can be accessed from the Charts menu (ALT, C).

The following Charts are available

Gender Mix

Gender Mix by Department / Location

Ethnic Representation Chart

Ethnic Representation by Department / Location

Ethnic Mix

Disabled Representation Chart

Disabled Representation by Department / Location

Age Profile Chart

All Charts display on the screen.  To print a Chart click the print button on the toolbar.

Parameters  When a Chart is visible on the screen, use the Parameters option from the Charts menu to change the way in which the Chart is displayed.  The type of Chart can be amended, e.g. display a Pie Chart instead of a Bar Chart.  Many of the Chart Parameters can be amended to display the exact type of Chart you require.


Close Holiday Year

Applies to: Simply Personnel only

You can choose this option to close all the Holiday Years for Employees associated with a particular Profile.

If a profile other than "Any Date", "Birthday", or "Start Date" is selected, then you will be able to specify the year for the Profile that is to be closed.  Any Employee who has a Holiday Year matching the Profile for that year will have their year closed if it isn't closed already.  It will not be possible to close a Holiday Year for an Employee if it has already been done.  A new Holiday Year will only be set up if it has been defined in Company Holiday Years via the Table Maintenance menu.

Any Holiday Year for the specified default Profile that ends between the specified Start Date and End Date will be closed.

You will also have the option to "Carry Forward" either "All Days", or a "Maximum of" days to the next Holiday Year.

To close individual Employee Holiday Years see Holiday Profiles Tab Folder.


Closing the System

Applies to: Whole Simply Personnel Suite

To exit from the Simply Personnel suite, choose the Exit option from the File menu (ALT,F).

You can also exit the System by closing the main window.

You should ensure that all changes that you have made to an Employee have been saved prior to exiting Simply Personnel.

You should close Simply Personnel whenever you leave your PC unattended so that other users cannot get access to confidential Employee information.


Screen Designer - Combo Box Control Properties

Applies to: Simply Personnel only

Tab Order The tab order determines the order in which your controls are accessed when the User presses the TAB key. The control with the lowest tab order is accessed first followed by the next lowest etc.

Visible  Clear this check box to make the edit box invisible.  It is sometimes useful to hide controls, rather than deleting them.

List Box Entries  Enter the valid entries that the User must choose for this field.  Each entry must be terminated by entering CTRL+CARRIAGE RETURN.  Remember to do this on the last line, otherwise the last item will not appear in the drop down list.

Database Fields Tab  This is exactly the same as the Edit Control, and allows you to link the value in the combo box to a database field.


Company Car Report

Applies to: Simply Personnel only

Simply Personnel allows you to print a Company Car Report which shows details of which Company Cars, if any, are allocated to each Employee.

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

If the Show Historical Car Allocation option is left unchecked, only the current Car allocations are included in the Report.  Selecting the option, however, allows a date range to be entered (using Start Date and End Date), and all allocations within the period will be shown.  This History option is very useful for entering the end-of-year tax return details, as you need to know what Company Cars an Employee has had over the tax year.

This Report will optionally allow Leavers to be shown if Historical Company Car records are being printed.

To print the Company Car Report, select the Company Car Report option from the Reports menu (ALT,R).


Contents

Getting Started

Using On-Line Help

Backing Up Your Database

Finding Out The Version Of The Software You Are Using

Employee Maintenance

Course Maintenance

Delegate Place Maintenance

Table Maintenance

Enquiries And Updates

Reports And Charts

Security

Screen Designer And User Defined Fields

Simply Answers


Screen Designer - Database Fields on Transactions

Applies to: Simply Personnel only

When you add an edit control or a combo box control to one of the transactions screens, you will notice that the database fields available are different, depending on which tab folder you are adding the control to.

This is because Simply Personnel automatically chooses the correct database table for you.

For example:

Adding a control to the Holidays Tab Folder will link the control to the Employee Holidays table, whereas adding a control to the Training Tab Folder will link the control to the Employee Training table.


Deleting An Employee

Applies to: Simply Personnel and Simply Training

You may delete Employees from Simply Personnel at any time by selecting the Employee Delete option from the File menu.

You must have an Employee record 'open' i.e. be in the Employee Maintenance screen.

You will be asked to confirm that you do wish to delete the Employee, clicking on Yes will delete the Employee permanently, clicking on NO will cancel the delete option and will not delete the Employee.

If you have two or more different Employee Maintenance windows open at the same time, the deletion relates to the window you have active at the time.

If an Employee has left you may wish to mark the Employee as a Leaver rather than deleting all of the Employee's details. You can then delete the Employee at a later time, for example at the end of the current Payroll tax year. You may wish to retain the Employee's Details until the end of the tax year to help you in completing your end of year tax return forms, e.g. P11D's.

Tip: You can keep Employee details indefinitely in Simply Personnel, by marking the Employee as a Leaver. This will still allow you to see the Employees Details, but the Employee will be marked as having left.

Only use the Delete option to permanently remove details of an Employee.


Security - Department/Location

Applies to: Simply Personnel

(Simply Training records will be affected in the same way as they are by Security Level restriction, but only if Simply Personnel is licensed and used to set up the Departments and Locations)

Consider a scenario where the Company has 2 Departments, and the boss of each Department needs access to all persons in their Department, but must be prevented from accessing details of Employees in other Departments.

To provide this facility, a separate table of Department/Location Security rules is held against each User ID.  By default, this table contains an entry for <ALL> Departments and <ALL> Locations, which means that the User has access to all Employees in all Departments and all Locations.

However, the Admin User can add Department/Location records to this table (having deleted the <<ALL>>, <<ALL>> record), which means that the User can then only have access to Employees in the specified Department/Location combinations.  Each User can have access to as many Department/Location combinations as is required.

Department/Location Security rules work in conjunction with the Security Level rules.  i.e. the Security Level rules still apply regardless of Department//Location Security rules. See Security for an overview.

The Department / Location security is set up for each User ID.


Disabled Representation Report

Applies to: Simply Personnel only

This Report provides a breakdown of the number of Disabled people within the Company.  This can be produced at Company, Department or Location level.

The Report Date will Report all Employees employed on the date entered.  If you enter a date in the past, the Report will provide an analysis as of the date specified.  It does this by looking at each Employee’s Commencement Date and Leaving Date (if set).


Disabled Representation Chart

Applies to: Simply Personnel only

This Chart provides a breakdown of the number of Disabled people in the Company.  This can be produced for the whole Company or for any Department or Location.  The Report Date provides the ability to Report historically for any date in the past.


Disabled Representation by Department / Location Chart

Applies to: Simply Personnel only

This Chart provides a breakdown of the number of Disabled people in the Company.  This can be produced at Company, Department or Location level.  The Report Date provides the ability to Report historically for any date in the past.


Disciplinary Report

Applies to: Simply Personnel only

This Report provides a list of all Disciplinary Actions in the period selected.  The Report can be confined to a specific Department or Location.  There is the option to include Disciplinary Actions for Leavers.

Full details of each Disciplinary Action are printed.


Disciplinary Summary Report

Applies to: Simply Personnel only

This Report provides a breakdown of the number of Disciplinary Actions within the period selected.  This can be produced at Company, Department or Location level.


Employee Maintenance - Disciplinary Tab

Applies to: Simply Personnel only

This Tab allows you to record details of any Disciplinary Actions taken against an Employee.

To add a new Disciplinary record.  Click the Add button.

Enter the date (Action Date) the Action was taken, and enter a Description of why the Action was necessary.

Select the type of Disciplinary Action (Action Type) taken from the drop-down list.

Enter details of the Action taken.

You may optionally set the Appeal Date. This is the date that will appear in the Diary. If you leave it blank and enter these details into the Diary, this Appeal Date and the Action date in the Diary will default to one week hence.

After the appeal has happened you can Update the record and enter the results of the appeal.

There is also the facility to enter any additional Follow Up Notes that are required.

The Closed check box, if checked, will Close a Disciplinary record, but any Actions may still be open and read in the Diary.

To enter the details of the Disciplinary into the Diary, press the Diary button. You will be presented with an Add Action to Diary window. Complete the Actioned By field and Action Date field. If you check the Closed check box, you will mark the Action as Closed on the Disciplinary Tab, but it can still be viewed in the Action Diary depending on the search filters you use.

Press the OK button for the details to be entered into the Diary.


Disciplinary and Grievance Reports

Applies to: Simply Personnel only

The Disciplinary and Grievance Reports Menu contains the following Reports:

Grievance Report

Disciplinary Report

Grievance Summary Report

Disciplinary Summary Report


Document Maintenance

Applies to: Simply Personnel and Simply Recruitment

Documents used for Simply Personnel and Simply Recruitment mail-merge facilities are set up under Table Maintenance.

In Simply Personnel only, you can create Document Groups.  When a group has been created you can hold as many Standard Documents as you want against that group.

Document Groups (Simply Personnel only)

To create a new group select Document Groups from the Document Maintenance menu.

To add a new group, click the Add button.

Enter a Description for the group, e.g. Internal Memos, Misc. etc.

Standard Documents (Simply Personnel and Simply Recruitment)

You can now create Standard Documents.

To add a new Standard Document, click the Add button.

Enter the name you would like to give to the Standard Document you are creating.  This name will be shown in the list of Standard Documents to use when creating new documents against an Employee or Applicant.

From the "Document Type" list select the group you want this document to belong to (Simply Personnel only).

Select the option to either "Create New", or "Create from File".

If you select "Create New" then you will need to select an Object Type, e.g. Microsoft Word, Microsoft Excel, etc.  You can do this by double clicking on the object.  You will then be taken directly into that application.  You are now ready to create your Standard Document. When you create a document you can insert merge fields into your Standard Document, then when you attach the document to an Employee or Applicant it will insert the Employee's or Applicant’s  data into the merge fields for you.

Once the document has been created, select “Close and Return to Simply Personnel/Simply Recruitment from the file menu.  Your document has now been created and is stored in Simply Personnel/Simply Recruitment.

If you select create from file, you can type the name of the file if you know it or you can click on the browse button to find the file.

You can now use the Employee Maintenance Document Tab / Applicant Maintenance Document Tab / Vacancy Maintenance Document Tab to attach these documents to your Employees / Applicants.

From the Documents Tab, click on the Std Doc button.  (Simply Personnel only).

Select the document you want to add to an Employee record from the Groups you have created.  You can see a Preview of the selected document by clicking on the Preview button.  Give the document a New Document Name and then click on the Save button.  You will now be taken directly into this document.

This document will now be attached to the Employee.  You can make changes to the document if you want to.

Choose "Close & Return to Simply Personnel" from the file menu to return to Simply Personnel.

From the Documents Tab, click on the Insert button.  (Simply Recruitment only).

Select the document you want to add to an Applicant record by choosing the Create from File option, complete the Document Properties window and press the OK button.  The document is now placed and linked to the Applicant record.


Employee Maintenance - Documents Tab

Applies to: Simply Personnel only

This tab allows you to link or embed external documents to an Employee.  For example you can link word processor documents containing offer letters, general Employee correspondence, a contract of employment etc; or link expenses spreadsheets; or link a scanned copy of the Employee’s driving licence.

By double clicking on an item, you can automatically invoke the original application that the document was created with.  This allows you to easily manage and organise all of your Employee information directly from within Simply Personnel.

Any type of document can be linked into Simply Personnel, by dragging and dropping the document onto the Employee document tab folder.

Under Windows 95 (and NT 4) you can also run Explorer directly from Simply Personnel by clicking the "Run Explorer" button.  You can then select the file you wish to link or embed and drag and drop it onto the Employee document tab folder.

Linking/Embedding External Documents to an Employee Record By Dragging and Dropping

When the document is dropped onto the Employee Documents tab, a Drag/Drop dialog box will appear.  You must enter a description of the document, and choose whether to 'Link' or 'Embed' the Document.  You can also enter notes to describe the document further.

Difference Between Linking and Embedding

A Linked document means that Simply Personnel has established a link to the original document, therefore if the original document is changed, that change will be reflected whenever you access the document from Simply Personnel.

Similarly, if the original document is renamed, moved or deleted, Simply Personnel will no longer be able to access the document.

Embedding, on the other hand, means that Simply Personnel takes a copy of the original document and embeds it into the Simply Personnel Database.  Any changes to the original document will not affect the copy which now resides within Simply Personnel.

Similarly, if the original document is renamed, moved or deleted this will not affect the copy of the document which has been embedded in the Simply Personnel Database, and you will still be able to access the document using Simply Personnel.

Because Embedding actually copies the document into the Simply Personnel Database, this method uses more disk space.

The decision of whether to link or embed depends on which of the above features you require.

Document Maintenance


Screen Designer - Edit Control Properties

Applies to: Simply Personnel only

General Tab

Mask

The mask field allows you to define a set of rules that control what type of data can be entered into the edit control.  The following characters can be entered into the mask field, and have these meanings:

Character	Usage

Literal	A character that is displayed as it is in the mask

(anything but #  &  A  ?  \)

#	Digit placeholder (0-9)

&	Character placeholder (Any ASCII character)

A	Alphanumeric placeholder (a-z, A-Z, 0-9)

?	Letters (a-z, A-Z)

U	Upper case letters

L	Lower case letters

\	Escape so that any of the above can be used as

a literal

For example a mask of UU-##-##-##-U could be used to control the entry and display of a National Insurance number.  If the User entered "ab123456c", this would be displayed as "AB-12-34-56-B.

Tab Order  The tab order determines the order in which your controls are accessed when the User presses the TAB key. The control with the lowest tab order is accessed first followed by the next lowest etc.

Visible  Clear this check box to make the edit box invisible.  It is sometimes useful to hide controls, rather than deleting them.

Multi-Line  Check the multi-line box, if you want the edit control to wrap text onto multiple lines.  This is useful for large edit controls, used for notes and long descriptions.

Character, Date or Decimal  Select what type of data this control will hold.  This setting will be used in conjunction with the mask field, but, for example, if you choose the date, the system will always ensure that a valid date is entered.

For example:

Data to
be stored	Type	Mask	Example
Name	Character	&&&&&&&&&&&&&&&&&	John Smith
Time	Character	##;## UU	10:45 AM
Date	Date	##/##/####	10/11/2000
Phone no.	Character	(####) #######	(0113) 2554115
Salary	Decimal	£ ####.##	£ 1234.56
NI Number	Character	UU######U	WM332244B

Database Fields Tab  This tab allows you to link your control to the Simply Personnel Database.  This allows you to store details entered into your new control into the Employee's record.

Select a field from the list of database fields.  You MUST choose one of the User defined fields (at the bottom of the list) to store new information in.  For example, do not choose one of the existing fields, i.e. the Surname field, otherwise your new control will read and write information into the Employee surname field.

There are 20 character User defined fields, UserDefChar1 – UserDefChar20 and 10 decimal User defined fields, UserDefNumber1 – UserDefNumber10.

Remember to make a note of which database fields you have used against your controls so that you do not link more than one of your controls to the same database field.


Emergency Contact List Report

Applies to: Simply Personnel only

Simply Personnel allows you to print an Emergency Contact List, which shows Employee Next of Kin contact details.

To print the Emergency Contact List, select the Emergency Contact List option from the Reports menu (ALT,R). You may choose to include Next of Kin details.

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

The Report does not print Employees who have left.


Employee Attendance Record

Applies to: Simply Personnel only

Simply Personnel provides an Employee Attendance Record screen, which shows you an Employee's Attendance for the current Calendar Year (although this can be changed for each user).

Use the Employee Attendance Record option from the View menu (ALT, V).  This is only enabled when you have an Employee Maintenance record open.

You may also use the toolbar button to view the Employee Attendance Record.

The Employee Attendance Record is User Definable. By using the Properties button, you can set the Months, Days, Dimensions and Colours shown on screen. Each User’s setting can be saved separately to the other User’s settings. Holidays, Absences and Training Courses are displayed in different colours.

The two dates either side of the scroll bar can be used to jump to the dates shown on them. Clicking on the left date will return you to the current date. Clicking on the right date will return you to the highlighted date.

By default you will view the current Calendar Year, but the ‘Month View’ button will allow you to see each month in detail. It shows you which Course an Employee was on, is on, or their Absence Reason, both shown as a brief text description at the bottom of each day box.

It is possible for an Employee to have Holiday, Absence and Training records all on the same day, although Simply Personnel will warn you when this happens. The Employee Attendance Record can only show one type of record per day, e.g. just a Holiday. If there was also an Absence for this day, then in order to show it, de-select the Absence check box and select it again. This will display all the Absences on top of the other records.

By default, Absences are displayed on top of Courses and Holidays are displayed on top of Absences. This can be changed by de-selecting and selecting the check boxes.


Employee Attendance Report

Applies to: Simply Personnel only

Simply Personnel provides an Employee Attendance Report.  This shows details of any Absences, Holidays and Training Courses for each Employee.

To print the Employee Attendance Report, select the Employee Attendance Report option from the Reports menu (ALT, R).

If you have a current Employee window open, you have the option of printing the Report for just the current Employee, otherwise you must select by Department and/or Location.

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

You must select a date range for which to Report.

The Report will print details of any holidays, absences and training courses attended during the dates selected.


Employee Details Report

Applies to: Simply Personnel only

Simply Personnel provides an Employee Details Report.  This Reports all of the details held in Simply Personnel for any Employee.

To print the Employee Details Report, select the Employee Details Report option from the Reports menu (ALT, R).

If you have a current Employee window open, you have the option of printing the Report for the current Employee only, otherwise you must select by Department and/or Location.

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

You may also select to show all details, or you can select individual details you require.

If all details are selected for all Employees, the Report may consist of many pages.


Security - Employee Maintenance

Applies to: Simply Personnel and Simply Training

There are 3 fields on Employee Maintenance that are used by the security system:

1.	Employee Security Level

2.	Department

3.	Location

Changing these fields on the Employee Maintenance can affect the Security access to the Employee record being shown.

A User cannot promote an Employee to a Security Level higher than their own.


Employment Details Report

Applies to: Simply Personnel only

Simply Personnel provides an Employment Details Report that shows information concerning each Employee's employment with the Company.  The Report shows current Employment Details, including Salary, Job Title, Commencement Date, date of current Post and type of employment.

To print the Employment Details Report, select the Pay and Benefits option from the Reports menu (ALT, R), and then select the Employment Details Report from this sub-menu.

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

This Report will optionally print Employees who have left.


Enquiries And Updates

Applies to: Simply Personnel only

Holidays

Holiday Year Planner

Action Diary

Employee Attendance Record

Global Pay Change - Salary

Global Pay Change - Grade

Payroll Interface

Close Holiday Year

Allocate Holidays

Global Reports To

Document Mail Merge


Screen Designer - Entering Screen Designer Mode

Applies to: Simply Personnel only

In order to make changes to the design of the Employee Maintenance tab folder, you must switch into Screen Designer mode.  Choose the Screen Designer option from the View Menu (ALT+V).

A floating toolbar will appear.  This is the Screen Designer Toolbar, and gives you a visible indication that you are currently in Designer Mode.

To exit Screen Designer mode, choose Screen Designer again from the View Menu.  Another way to exit is to close the floating toolbar.

Renaming the Blank Tab  Position the cursor somewhere on the Employee Maintenance - Blank Tab (other than on any controls that may already have been added) and click the right mouse button.  A dialog box will appear, which allows the name of the tab to be changed.

The tab will not immediately change name.  You must exit Simply Personnel completely and restart it in order for this change to take effect.


Entering Your User ID And Password

Applies to: Whole Simply Personnel Suite

When you use the Simply Personnel suite, you will be prompted to enter your User IDentifier and Password.  Simply Personnel comes with a  pre-set User ID of  ADMIN  with a Password of   ADMIN  .  The very first time you use Simply Personnel enter this User ID and Password.  You should immediately change the Password using the Change Password option.

Note: Do not forget the Password you enter. You will not be able to use Simply Personnel without this Password.  You may change your Password at a later stage.

The ADMIN User is a special User within Simply Personnel, which has access to all areas of the system.  You should change the ADMIN User's Password and keep it secret.


Ethnic Mix Chart

Applies to: Simply Personnel only

This Chart provides an analysis of all Ethnic Origins. This can be produced for the whole Company or for a specific Department or Location.  The Report Date provides the ability to Report historically for any date in the past.


Ethnic Representation Report

Applies to: Simply Personnel only

This Report provides a breakdown of the workforce on the basis of Ethnic Origin.  The Selection Criteria allow you to choose which Ethnic Origin categories are to be included in the ethnic count.  The Report can be printed at Company, Department or Location level.

The Report Date will Report all Employees employed on the date selected.  If you enter a date in the past, the Report will provide an Ethnic Analysis as of the date specified.  It does this by looking at each Employee’s Commencement Date and Leaving Date (if set).


Ethnic Representation Chart

Applies to: Simply Personnel only

This Chart provides a breakdown of the workforce on the basis of Ethnic Origin.  The Selection Criteria allow you to choose which ethnic origin categories are to be included in the ethnic count.  The whole Company or a specific Department or Location can be selected.


Ethnic Representation by Department / Location Chart

Applies to: Simply Personnel only

This Chart provides a breakdown of the workforce on the basis of Ethnic Origin at Company, Department or Location level.  The Selection Criteria allow you to choose which Ethnic Origin categories are to be included in the ethnic count.


Export Post Organisation Chart

Applies to: Simply Personnel only

This option produces an export file containing sufficient information to generate a Post Organisation Chart, which will output details of both vacant and filled posts using an additional charting software product.

From the Selection Criteria select the post you wish to start the Organisation Chart from.

The System uses the Posts field to determine who reports to whom when compiling the information to export.

Select Export Employee Names so that the file produced contains the Employee Names and not just the Post.

Click the Export button to proceed.

You will be asked to specify an Export File Name. Choose a new File Name. The default file extension is .TXT.

Once the file has been produced, you can use a third-party charting product to produce the Post Organisation Chart.


Export Organisation Chart

Applies to: Simply Personnel only

This option produces an Export File containing sufficient information to generate an Organisation Chart, using an third-party charting software product.

You can produce organisation charts for individual Departments or Locations, or select <<ALL>> to produce a Company-wide chart.

The system uses the Reports To field, set on the Employee Maintenance Work Tab, to determine who Reports to whom when compiling the information to export.

You must select the option to Export Report To, so that the file produced contains details of each Employee's Manager, which the organisational charting software will use to construct the chart.

The only time you may wish not to export the Reports To information is if you just want to export a list of Employee Names, and construct the chart manually.

You may optionally decide to include Job Titles.

Click the Export button to proceed.

You will be asked to specify an Export File Name.  Choose a new File Name.  The default file extension is .TXT.

Once the file has been produced, it should be imported into a third-party charting product to produce the organisation chart.

In the charting product you should choose the Open command, and select the file type "Comma Delimited text (.TXT)", and select the file which you created from Simply Personnel.

You must tell the charting product which field is the Manager's name, and which is the Employee's name. The Manager's name is always the first field.

Click OK to import and display the Organisation Chart.

You can now View, Print, Amend and save the organisation chart.  See the charting product manual for full details on the facilities and features available.

NOTE:  Simply Personnel does not include a charting package.  This must be purchased separately.


Finding Out The Version Of The Software You Are Using

Applies to: Whole Simply Personnel Suite

To find out what version of the Simply Personnel suite you have installed on your PC, select the About option from the Help menu (ALT,H) or click the version button on the toolbar.


Finishing And Entering Additional Details For The Employee

Applies to: Simply Personnel only

Once you have completed the Benefits screen on the New Employee Wizard, click on the Finish button to create the Employee record.

The System will confirm that the Employee record has been created, and you will be given the choice of entering additional details for the Employee.

If you choose No, the Employee window will close.  You may view and amend the Employee’s details at a later time.

If you choose Yes, the Employee Maintenance window will be opened. You will be able to view and amend the details you have just created, and add additional information to the Employee.


Gender Mix Chart

Applies to: Simply Personnel only

This Chart provides a breakdown of the workforce on the basis of Gender.  This can be produced for the whole Company or for any Department or Location.  The Report Date provides the ability to Report historically for any date in the past.


Gender Mix Report

Applies to: Simply Personnel only

The Gender Mix Report provides an analysis of the split between male and female workforce. This can be printed at Company, Department or Location level.

The Report Date will Report all Employees employed on the date selected.  If you enter a date in the past, the Report will provide a gender analysis as of the date specified.  It does this by looking at each Employee’s Commencement Date and Leaving Date (if set).


Gender Mix by Department / Location Chart

Applies to: Simply Personnel only

This Chart shows a breakdown of the Company, Department or Location on the basis of Gender.  The Report Date provides the ability to Report historically for any date in the past.


Global Pay Change - Grade

Applies to: Simply Personnel only

Select the Global Pay Change option from the Updates Menu (ALT, U), and then choose the Grade option from this menu.

Select the Salary Grade that you want to update from the drop-down list. You are shown the Pay and Period for that Grade.

There are two ways in which the updates for the Grades can be done.

You can choose to Apply This Pay To All Employees On This Grade, which will change all the Employees associated with the selected Grade to have a pay equal to the one in the  "Pay" box.

If you choose to Change Grade Pay there are then a further three different ways you can do this:

Absolute Change To  Here the grade is changed to a new value, e.g. Increase the Grade A salary from £12,000 to £14,000.

Amount Change By  e.g. Increase the Grade A salary by £500.

Percentage Change  e.g. Increase the Grade A salary by 5%.

You can choose to view and print the results of the Salary Change before actually committing the changes to the System. This is useful as it allows "what if" type Reports to be generated.


Global Pay Change - Salary

Applies to: Simply Personnel only

The Global Pay Change Wizard allows you to make global changes to Employee's Salary or Pay Details, without having to amend each Employee individually. You can also make global updates by Grade.

Select the Global Pay Change option from the Updates Menu (ALT, U), and then choose the Salary option from this menu.

There are three different ways in which pay can be changed:

Absolute value change. Here the pay is changed to a new value. This would normally be used by specifying an old pay value, and then entering the new pay value. E.g., Increase all people on a salary of £10,500 to £11,250.

Amount Increase, e.g. increase all Salaries by £500 per annum.

Percentage Change, e.g. increase all salaries by 3%.

Updates can be made by Department or Location or by specific Post.

If an Old Pay amount is chosen, then only Employees on the old pay amount selected will be included.

You can choose to view and print the results of the Salary Change before actually committing the changes to the System. This is useful as it allows 'what if' type Reports to be generated.


Simply Answers - Graphs

Applies to: Simply Personnel only

Simply Answers has the facility to create graphs from the data contained within the grid, which provides easy analysis of the results obtained from the query.

To access this feature the New Graph button is used.

Currently 1 and 2 Column Graphs are supported, as these provide the majority of useful information.

One Column Graph

To create a one-column graph, select the area and then click once on the New Graph button The graph will appear as a bar chart.

There is a parameter facility available where you can change the look of your graph.

Two Column Graph

To create a two-column graph, select two suitable columns and then click once on the New Graph button. The graph can be modified as described earlier.

Both of the above graph methods can be sent to printer, re-sized, exported to various image formats etc.


Grievance Report

Applies to: Simply Personnel only

This report provides a list of all Grievances in the period selected.  The report can be confined to a specific Department or Location.  There is the option to include Grievances for Leavers.

Full details of each Grievance record are printed.


Grievance Summary Report

Applies to: Simply Personnel only

This report provides a breakdown of the number of Grievances within the period selected.  This can be produced at Company, Department or Location level.


Employee Maintenance - Grievances Tab

Applies to: Simply Personnel only

This tab allows you to record details of any Grievances that an Employee has raised.

To add a new Grievance record, click the Add button.

Enter the date of the Grievance along with any details of it.

Optionally enter the name of the person who will be responsible for actioning this Grievance.

Enter a date by which the Grievance Review is to be completed.  This date is used by the Action Diary system to highlight that the Grievance is due for action.

Click the Closed check box if you do not want this Grievance record to appear in the Action Diary on the Action Date specified.

Tip:  After a Grievance has been actioned, you can Update the record and check the Closed box to prevent the Grievance from appearing again in the Action Diary.

Enter details of the action taken.

Enter any Follow Up Notes.  Tip: you will probably leave these blank, until after the Grievance has been investigated.  You may Update the Grievance record at  a later time and enter the Follow Up Notes.

Click Save to save or Cancel to cancel the creation of the Grievance record.


Screen Designer - Group Box Properties
Screen Designer - Group Box Control Properties

Applies to: Simply Personnel only

Label Text  Enter the label which you want to appear in the top left hand corner of the group box.

Tab Order  The tab order determines the order in which your controls are accessed when the User presses the TAB key. The control with the lowest tab order is accessed first followed by the next lowest etc.  The Tab order field may be left at the default of 0 for Group box controls.

Visible  Clear this check box to make the group box invisible.  It is sometimes useful to hide controls, rather than deleting them.


Holidays

Applies to: Simply Personnel only

Simply Personnel provides a comprehensive method of managing your Employees holidays.

Holidays are entered using the Holidays Tab Folder in the Employee Maintenance screen.

Holiday Card

Use the Holiday Card option from the View menu (ALT,V) to view and print details of an Employees Holidays within a Holiday Year.

Note: You can also use the toolbar button to view the Holiday Card.

The Holiday Card shows a summary of the number of days entitlement, the number of days carried forward from the previous year, days taken so far and the days remaining in the Holiday Year.

Details of each holiday taken are also listed.

You may wish to print a copy of the Holiday Card to give to the Employee, who can then see details of their remaining entitlement.  The printed Holiday Card contains a section in which the Employee can complete to request further holidays.

Simply Personnel allows Employees to take more holiday than they are entitled to and the user will be warned if this has happened but they will not be prevented from adding the holiday.

Any notes that you have entered in the Holiday Profiles Record will show on the Holiday Card.

Allocate Holidays

You can use this function to globally update more than one Employees Holiday entitlement at once. For example, when entering the statutory Holidays for a new Holiday Year, you may do this globally by selecting the Allocate Holidays option from the Updates menu (ALT,U), Holidays.


Holiday and Absence Reports

Applies to: Simply Personnel only

The Holiday and Absence Reports Menu contains the following Reports:

Holiday Card Report

Holiday List by Employee

Holiday List by Date

Absence Analysis Report

Employee Attendance Report

Open Ended Absence Conflicts

Absence Summary Report

Absence Summary by Reason Report

Open Ended Absences


Holiday Card Report

Applies to: Simply Personnel only

The Holiday card Report allows you to print off Holiday Cards for multiple Employees.  This is a quicker way of printing Holiday Cards than doing so for each Employee individually.

Holiday Cards can be printed for all Employees in the Company, or for a specific Department or Location, or a combination of Department and Location.

Select the required Holiday Year Profile from the drop-down list.

If you select one of the Default Profiles you will need to enter the "from" date and "to" date.

If you choose one of the other Profiles you will then be able to choose the Holiday Year from the drop-down list.

You can also choose to print Holiday Cards for Leavers.


Holiday List by Date Report

Applies to: Simply Personnel only

This Report provides a list of Holidays by date.  The list can be generated over any date range and is not limited to a specific Holiday Year.  The default dates are for the last 12 months from today’s date.

Details of any Holidays taken in the period selected are listed in date order.


Holiday List by Employee Report

Applies to: Simply Personnel only

This Report provides a list of holidays by Employee.  The list can be generated over any date range and is not limited to a specific holiday year. The default dates are for the last 12 months from today’s date.

The Report can be generated for the whole Company, or further selection by Department and/or Location is available.

There is the option to include Holiday details for Leavers.

The Report can be sorted to print by Employee ID order, or by Employee Surname order.

There is the option to include the narrative Notes held against each Holiday record.


Employee Maintenance - Holiday Profiles Tab

Applies to: Simply Personnel only

This tab allows you to create Holiday Years for the Employee.

This screen shows you a summary for each Profile name and Holiday Year, the Employee’s Holiday Entitlement, any Holidays brought forward, and whether the Holiday Year is open or closed.

Add a Holiday Year

To add a new Holiday Year, click the Add button.

Select the Profile that you want to create a Holiday Year for.  If a Date of Birth (DOB) has not been entered for an Employee you will not be able to choose the "Birthday" profile.

If one of the Default Profiles "Birthday", "Start Date", or "Any Date" is selected then you will be able to enter a description for the Holiday Year.  If one of the other Profiles is selected then you will be able to select a Holiday Year from the drop-down list.

The Start and End Dates will be populated with the values depending on the profile that you have selected and will be read only except for the Default Profiles.  For "Birthday" and "Start Date" you will be able to change the year, and for "Any Date" you can enter any Start Date and End Date you want to for that year.

The Employee's Holiday Entitlement will default to the normal annual entitlement.  You can overtype the value in this field if required.

Enter any days to carry forward from the previous year.

Close a Holiday Year

To close a Holiday Year for an Employee, select the year you want to close from the Holiday Profiles tab folder and then click the Update button.  Click on the Close button, a message will appear "do you wish to close this holiday year".  Select Yes to close.  You will now have the option to carry forward  "All" or a “Maximum of" unused holidays.

The Holiday Year will only be closed if all previous Holiday Years are closed.

Reopening a Holiday Year

To reopen a Holiday Year, select the year you want to reopen from the Holiday Profiles tab folder and then click the Update button.

Click on the Close button, a message will appear "Do you wish to reopen this holiday year".  Select Yes to reopen.  You will not be able to reopen a Holiday Year if the Employee has a later Holiday Year that is closed.  All later Holiday Years must be reopened before the required one can be opened.


Employee Maintenance - Holidays Tab

Applies to: Simply Personnel only

This tab shows you a summary of Holidays taken by the Employee for the current year and any previous Holiday Years that exist for the Employee.

To show Employee Holidays, select the Profile and Holiday Year you wish to view from the drop down list boxes. A summary of Holidays taken is shown.  At the bottom of the screen the total Annual Entitlement and days taken so far are shown for that Profile and Year.

To add a new Holiday record, click the Add button:

Enter the Start Date and the End Date.

Enter the number of days Holiday taken.

Enter any Notes you wish to record with the Holiday record.

To save the record, click Save, or click Cancel to cancel.

Simply Personnel will also allow you to credit Holiday days.  E.g. if an Employee works a Bank Holiday and is then entitled to a day off in lieu.

Credit Holiday Days

To add a Holiday record to credit, click the Add button.

Enter the start date and end date.  The number of days will then be shown in the "Days" field.  You now need to add a minus sign in front of this number.

To save the record, click Save, or click Cancel to cancel.

Simply Personnel can produce an Employee Holiday Card which shows details of the Holidays taken in any given Holiday Year, along with summary information of days entitlement, total days taken and days remaining.  Use the Holiday Card toolbar button, to view the Employee's holiday card.


Holiday Years

Applies to: Simply Personnel only

A Holiday Year is a twelve-month period in which the Company tracks Employee Holidays.

Holiday Years are set up under Table Maintenance, choose the "Company" option from the Tables menu (ALT,T) and then choose the "Holiday Years" option.  Click the Add button to create a new Holiday Year.

Select a Holiday Year Profile Name from the drop-down list.  When a Profile is selected the Start Date and End Date will be populated with default values.  If no previous years exist for that profile, these will be the current date and one year from the current date, respectively.  Otherwise they will be populated with the day after the End Date of the most recent Holiday Year for that Profile, and one year from then, respectively.

Enter a description for the Year. This can be anything you want.

Correct the Start Date and End Date for the year, if necessary.


Holiday Year Planner

Applies to: Simply Personnel only

Use the Holiday Year Planner option from the View menu (ALT,V) to view and print the Holiday Year Planner.

A Holiday Year Planner can be produced for the whole Company, for a selected Department or Location, or any specific Department/Location combination.  Select the required Department and Location codes, use the <<ALL>> option to select the whole Company.

Select a Start Date and End Date.

Different Employees will be shown in different colours, however, only 10 different colours are available.  If you place the cursor over a Holiday, a pop-up window will appear showing the Employee Number, Name and Holiday Dates.

By clicking the left mouse button, you can blow up any month, this will give a further breakdown of Employees who are on Holiday within that month.  This will show a further breakdown of each day, and is capable of showing up to 12 different Employees on Holiday for the same day.

Click the left mouse button again to return to the yearly view.

You can use the scroll bars on the top right hand corner to scroll through the Holiday Year Planner year by year.


Holiday Year Profiles

Applies to: Simply Personnel only

A Holiday Profile contains a set of Holiday Years.  Holiday Profiles allow different Employees to have their Holidays tracked over different twelve-month periods.  This is done by assigning each Employee to a different Profile.  Each Profile can have more than one Holiday Year associated with it as long as the years do not overlap.

Holiday Year Profiles are set up under Table Maintenance, choose the "Company" option from the Tables menu (ALT,T), and then choose the "Holiday Year Profiles" option.  Click the Add button to create a new Holiday Year Profile.

If you do not create a Holiday Year Profile, then you will not be able to create a Holiday Year.

You will be presented with a box where you will need to add a Profile name.

If you want to delete a Holiday Profile you can only do so if no Holiday Year records exist that use that Profile, even closed ones.

When the Holiday Year Profiles have been created you need to create the Holiday Years.


Holiday Year Profiles and Holiday Years

Applies to: Simply Personnel only

Simply Personnel has the ability for each Employee to belong to a different Holiday Year.  This can be done by setting up Holiday Year Profiles and Holiday Years .

Prior to using Simply Personnel to record details of Employee's Holidays, at least one Holiday Profile must be set up, followed by a Holiday Year (unless a default Profile is used).  You cannot define a Holiday Year without first creating a Profile.  You can have as many Profiles and Holiday Years as you like.

Simply Personnel uses three default Profiles, "Birthday", "Start Date", and "Any Date".

The Birthday Profile uses each Employee's date of birth to determine the twelve month period for the Holiday Year.

The Start Date Profile uses the date that the Employee started working for the Company to determine the Holiday Year.

The Any Date Profile allows you to specify any date you want for the Holiday Year to start.

Note:  A holiday year can cover any period of time either less than or more than one year.  However, you should ensure that all days are covered.  Simply Personnel will not allow holiday years to overlap if they are assigned to the same profile, but will if they belong to different profiles.


Employee Maintenance - Initial Holiday Year

Applies to: Simply Personnel only

This tab allows you to set up the Employee’s Holiday Year and Holiday Profile.  You will also enter the Employees initial Holiday Entitlement here.

Holiday Profile Select a Holiday Profile from the drop-down list.  If the Holiday Profile selected is  "Any Date" you will be able to amend the start date and end date.  If  "Birthday" or "Start Date" is selected you will only be able to change the holiday year.  If any of the other profiles are selected you will not be able to change the holiday year, start date, and end date, these will become read only.

Days Holiday This Year Enter the Employee's holiday entitlement for this year.

Initial Holiday Year Notes Enter any notes you wish to hold against the Initial Holiday Year.


Employee Maintenance - Initial Job Details

Applies to: Simply Personnel only

This screen allows you to store the Employee Post details, pay details, and pay period details.

Post Select a job Post from the drop down list.

Pay Enter the pay amount, e.g. £10000, £15000 etc.

Period Select the Period from the drop-down list, e.g. the pay is paid weekly, monthly, yearly etc.

Additional Notes may also be entered.

The Job details entered on this screen will appear in the 'Job History' Tab folder.


Internal Phone List Report

Applies to: Simply Personnel only

Simply Personnel allows you to print an Internal Phone List, which shows Employee Name, Extension Number and Mobile
Telephone Number.

To print the Internal Phone List, select the Internal Phone List option from the Reports menu (ALT,R).

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

You may choose to include Employees with no internal extension numbers.

The Report does not print Employees who have left.


Security - Introduction

Applies to: Simply Personnel only

The key to Simply Personnel’s security system is the use of different User ID’s.

Each time you start to use Simply Personnel, you must enter a valid User ID and its associated Password.  Different User ID’s can be set up by the System Administrator to have different access rights to the information held within the Simply Personnel Database.

When you first install Simply Personnel, there is a default User ID of ADMIN which has a Password of ADMIN. Note: You should change the Password for the ADMIN User as soon as possible to prevent unauthorised access to the database.

Before you create any new User ID’s, you must first decide what access each User will have to the System from the three types available.  See Security.


Introduction To The Screen Designer

Applies to: Simply Personnel only

Simply Personnel contains a powerful feature which allows you to modify the design of the Employee Maintenance screens.

There is a 'spare' tab (by default this is labelled "Blank"), which can be used to store additional details that are specific to your personnel requirements.

New fields, (or Controls as we call them) can be added to the Blank Employee Maintenance tab, and linked to the Employee database record.

Simply Personnel also allows the other tabs to be tailored.  You can hide any existing controls that you do not wish to use, or rename them to use for a different purpose.  New controls can be added to the existing tabs.

These facilities allow you to tailor Simply Personnel to the exact needs of your organisation.


Job Details Report

Applies to: Simply Personnel only

Simply Personnel allows you to print a Job Details Report which shows the latest pay details for each Job History record.

To print the Job Details Report, select the Pay and Benefits option from the Reports menu (ALT, R), and then select the Job Details Report from this sub-menu.

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

The Report will optionally print Job History Details.  This will show details of when and what job changes each Employee has had. If this option is selected you must enter a Start Date.  All Job records from the date entered will be Reported.

This Report will optionally print Employees who have left.


Employee Maintenance - Job History Tab

Applies to: Simply Personnel only

This tab shows you one of each Post that the Employee has held.  The record will show the most recent Salary held for that post.

After adding a new Employee, you should create a Job History record for their current employment.

To add a job history record, click the Add button.

Enter the Start Date.  If this is the first Job History record, the date will default to the Employee’s Commencement Date, otherwise it will default to today’s date.  You may, however, amend the date as required. Enter the end date, or leave it blank if this is the current job.  Note the system will not allow you to add job history records that have dates that overlap each other.

If you are adding a new Job record, and the previous record had a blank End Date, Simply Personnel will automatically set the End Date of the old Job record based on the Start Date of the new Job record.

Select the Post from the drop-down list.

Select the Shift Pattern from the drop-down list.  This field is optional and may be left blank.

Enter the total number of hours worked by the Employee each week.

Select a Salary Band from the drop-down list.  This field is optional and may be left blank.  The Employee's Salary must be valid for the Salary Band, if it isn't valid the record will not be added.

The Pay and Period fields appear for information only, these are maintained in the Salary History tab.

If this is a change of Job, then you may wish to enter a reason for the Job change.

Enter any Notes you wish to associate with this Job History record.

Note: Details from the current job record appear on the Employee Maintenance - Work Tab for information purposes only.


Screen Designer - Label Control Properties

Applies to: Simply Personnel only

Label Text  Enter the text for the label.  You can precede any single letter with the ampersand character to make a shortcut to the label. e.g. "Shoe Si&ze" will show as "Shoe Size", and using ALT + Z will switch focus to the control after the label (as defined by tab order - see below).

Tab Order  Although labels cannot receive 'focus', the tab order can be set to link the label with an edit or combo box control.  For example, imagine you have a control to hold an Employee’s shoe size and this has a tab order of 40. If you create a label called "Shoe Size", you must set the tab order to be just less than 40, (e.g. 39), so that whenever you press ALT+Z, ‘focus’ will jump to the shoe size edit control.

Visible  Clear this check box to make the label invisible.


Leaver Analysis Report

Applies to: Simply Personnel only

Simply Personnel allows you to print a Leaver Analysis Report which shows all Employees who have left within the date range selected.

To print the leaver analysis Report, select the Leaver Analysis Report option from the Reports menu (ALT,R).

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

At this stage you must select a Start Date and an End Date. Only Leavers who left on a day within the range selected will be Reported.


Leaver Analysis Summary Report

Applies to: Simply Personnel only

The Leaver Analysis Summary provides a breakdown of the number of leavers by leaving reason.  The Report can be listed at Company, Department or Location level.


Employee Maintenance - Leaver Tab

Applies to: Simply Personnel only

This Tab allows you to mark an Employee as a Leaver.

Select the Left check box, and enter the Date the Employee left. Note: You must enter a Leaving Date if you mark the Employee as a Leaver.

Optionally enter a Leaving Reason.

Specify whether or not you would Re-employ this person.

Enter any Notes you require.

To save the changes to this Tab Folder, use the Save button on the toolbar.

Note If an Employee is marked as a Leaver and they have an Open Ended Absence, Job Record or Salary Record open, you will be prompted as to whether or not you want to set the Closing Date of these Records to the Employees Leaving Date. If you do not, then it is your responsibility to make sure these Records are closed. Also if the Leaver is reported to by at least one other Employee, or has any outstanding Diary Actions , then the system will warn you of this.


Length Of Service Report

Applies to: Simply Personnel only

Simply Personnel allows you to print a Length of Service Report which shows Employee ID, Employee Name, Start Date, and Length of Service.

To print the Length of Service Report, select the Length of Service Report option from the Reports menu (ALT,R).

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

You may also choose to print the Report in order of Length of Service, this will print the longest serving Employee first.

The Report does not print Employees who have left.


Screen Designer - Linking User Defined Controls To Existing Database Fields

Applies to: Simply Personnel only

You can link your User defined fields to any of the existing database fields in Simply Personnel.  However, this MUST BE DONE WITH CARE.  You would probably only want to do this to move a control from one tab folder to another.

For example if you wanted the NI number field to appear on the Work tab folder, you would:

1.  Hide the NI edit control and label control on the Main tab folder.

2.  Add a new control to the Work tab, and link it to the NI number

     database field.

You should not try to duplicate fields on more than one tab folder as this will cause a problem if the User changes the value in one and not the other.  Simply Personnel will not know which value to save to the database.


Simply Answers - Loading and Saving Queries

Applies to: Simply Personnel only

Simply Answers has the facility to load and save the queries you design. This saves valuable time if the template is frequently used.

Saving a Query

To save a query click once on the Save Query button. You will be presented with a filename screen. Choose the Location the file is to be stored in.

Loading a Query

To load a query click once on the Load Query button, then select the file from the filename screen.  If the file is not present you can view other folders by clicking on the folder icon.

Exporting Your Data to Another Application

It is possible for Simply Answers to export the contents of its query grid to a file to be read in either comma separated variable (CSV) or tab delimited format.

To utilise this feature, select the area to be exported (or leave "as is" for the whole grid to be exported) and click once on the Export Data button .

You will then be presented with a filename screen. The suggested extension for comma separated variable files is .csv, as this is the extension other applications recognise.

It is possible, using the export function, to export the entire database into another application, provided it recognises CSV or tab delimited file formats.

Another method of extracting your data is to copy it onto the clipboard, to do this click once on the "copy to clipboard" button on the toolbar.

For this to work you need to first choose a selection of data to copy. This copy can then be pasted into virtually any Microsoft Windows application.


Management Report

Applies to: Simply Personnel only

Simply Personnel provides a Management Report that provides a management summary of significant changes within a given period of time.  The Management Report is often run monthly to provide a monthly Report to senior managers and Directors of the Company, however the Report can be run for any period of time, e.g. weekly or yearly.

The Report details many different pieces of information.  There is the option to exclude or include any or all of these.

The Report can be run for the whole Company, or for any Department or Location.


Management Reports

Applies to: Simply Personnel only

The Management Reports Menu contains the following Reports:

Management Report

Post Details Report

Post Details Summary Report


Employee Maintenance - Medical Details Tab

Applies to: Simply Personnel only

This Tab Folder allows you to hold details of an Employees Doctor with Address details and Note making facilities.

Name Enter the name of the Doctor

Phone 1 Enter the Surgery Telephone Number.

Phone 2 You can hold a second telephone number for the Doctor.

Address Enter the Surgery Address, and Postcode, if known.

Notes Enter any relevant Medical Notes here.


Employee Maintenance - Next Of Kin Tab

Applies to: Simply Personnel only

This tab allows you to store Next of Kin contact details for the Employee.  Up to two Next of Kin contacts can be stored. You can leave all fields on this screen blank.

Name Enter the name of the person.

Relationship Choose a Relationship from the list.

Address When entering or altering the Next of Kin address, if the first few letters of the address are the same as the Employee's address or the Next of Kin 1 is the same as Next of Kin 2 (and vice versa) they will default to that address.  If you want to change the address you can keep on typing without having to delete the address the system has defaulted to.

Home Phone Enter the person's home telephone number.

Work Phone Enter the person's work telephone number.

Repeat the above fields for the second next of kin person.


Notes Report

Applies to: Simply Personnel only

Simply Personnel allows you to print an Employee Notes Report, which will list all Notes details for any Employee in reverse chronological order.

To print the Notes Report, select the Notes Report option from the Reports menu (ALT,R).

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

You can select a single specific Notes Category or leave the field blank to select all Notes Categories.

This Report will optionally print Employees who have left.


Employee Maintenance - Notes Tab

Applies to: Simply Personnel only

This tab allows you to store any additional details against an Employee.  The information is stored as free format Notes text.  Different information can be categorised into different Notes Categories.  You set up the different Notes Categories, using Table Maintenance.

Simply Personnel also allows you to add notes as a reminder, which can then be entered into the Action Diary  For example, you may define a note category called "Pay Review" and then diary forward dates in the future, when the System will remind you that the Pay Review is due.

To add a new Note record, click the Add Button.

Enter the Date of the Note.  The Note Date will default to to-days date, but can be changed. This is the date that will appear in the Diary. If you leave it blank, and enter these details in the Diary, this Date and the Action Date in the Diary will default to one week hence.

Select the Note Category from the drop down list.

Enter the Notes text in the Details box.

To enter the details of the Notes into the Diary, press the Diary button. You will be presented with an Add Action to Diary window. Complete the Actioned By field and Action Date field. If you check the Closed check box, you will mark the Action as Closed on the Notes Tab, but it can still be viewed in the Action Diary depending on the search filters you use.

Press the OK button for the details to be entered into the Diary.

Click on Save to save or Cancel to cancel the addition of the note record.


Pay Details Report

Applies to: Simply Personnel only

Simply Personnel allows you to print a Pay Details Report which shows what each Employee is currently paid.  The Report will use the Salary History screen to find out the latest Pay Details for each Employee.

To print the Pay Details Report, select the Pay Details Reports option from the Reports menu (ALT, R), and then select the Pay Details Report from this sub-menu.

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

The Report will optionally print Pay History details.  This will show details of when and what pay increases each Employee has had. If this option is selected you must enter a Start Date.  All Salary records from the date entered will be Reported.

This Report will optionally print Employees who have left.


Pay and Benefits Reports

Applies to: Simply Personnel only

The Pay and Benefits Reports Menu contains the following Reports:

Pay Details Report

Job Details Report

Employment Details Report

Benefits List

Company Car Report


Payroll Interface

Applies to: Simply Personnel only

Simply Personnel's Payroll Interface can be used to Export fields from the Employee, Pay and Job tables, enabling you to update your payroll system with data from Simply Personnel.  You can also Import data from your payroll system into Simply Personnel.

The System Parameters maintenance is used to maintain a Payroll In-Use flag. This must be checked if you want to export or import data to and from a payroll system.  The System Parameters option can be found under Table Maintenance.


Payroll Export

Applies to: Simply Personnel only

The Payroll Export option will allow you to export data from Simply Personnel on an ad-hoc basis.

The Payroll Export option can be found in the Updates menu (ALT, U).

Select a Profile to export from the drop down list.

Select the Text Qualifier - identifies the character surrounding any text in a CSV file, in most cases this would be "None".

If you want to include future starters to the payroll export file click on the  "Include Future Starters" box.

Select "All" to export all records, or "Changes" to select only those records which have changed since the last time this profile was exported.

When all options have been selected click on the Export button, choose the Location to save your file, and give your file a name.  The file must have  a .CSV extension  (COMMA SEPARATED VARIABLE). Then select save.

Your changes will now be exported to your payroll system.  When your payroll export is complete click OK, you will then be given a Report of the number of records exported

Each line exported will have a line identifier which will be one of the following:-

N - Indicating a new record, i.e. this is the first time this record has been exported.

U - Indicating a updated record, i.e., this is the successive time this record has been exported.

D - Indicating that this record has been deleted from Simply Personnel.

L - Indicating that this record has been identified as a leaver.


Payroll Import

Applies to: Simply Personnel only

The Payroll Import option will allow a Comma Separated Variable (CSV) file to be imported into Simply Personnel, which will allow you to create, amend or delete Employee job and pay history details.

The Payroll Import option can be found in the Updates menu (ALT, U).

When you are importing into Simply Personnel the fields will have to be imported in the following order.  If you do not have any information for any of these fields you must insert a comma, this will tell Simply Personnel there is nothing to import into that field.

0 Employee PayrollID – c	32 UserDefChar8 – c
1 Employee Surname – c	33 UserDefChar9 – c
2 Employee Firstname – c	34 UserDefChar10 – c
3 Employee Middle Name – c	35 UserDefChar11 – c
*4 Employee Title – c	36 UserDefChar12 – c
5 Employee DOB – d	37 UserDefChar13 – c
6 Employee NI number – c	38 UserDefChar14 – c
7 Employee Home Address 1 – c	39 UserDefChar15 – c
8 Employee Home Address 2 – c	40 UserDefChar16 – c
9 Employee Home Address 3 – c	41 UserDefChar17 – c
10 Employee Home Address 4 – c	42 UserDefChar18 – c
11 Employee Home Address 5 – c	43 UserDefChar19 – c
12 Employee Home Postcode – c	44 UserDefChar20 – c
13 Employee Date Employed – d	45 UserDefNumber1 – n
14 Employee is a Leaver – b	46 UserDefNumber2 – n
15 Employee Date Left – d	47 UserDefNumber3 – n
16 Employee Bank Name – c	48 UserDefNumber4 – n
17 Employee Bank Address 1 – c	49 UserDefNumber5 – n
18 Employee Bank Address 2 – c	50 UserDefNumber6 – n
19 Employee Bank Address 3 – c	51 UserDefNumber7 – n
20 Employee Bank Address 4 – c	52 UserDefNumber8 – n
21 Employee Bank Postcode – c	53 UserDefNumber9 – n
22 Employee Bank Account No. – c	54 UserDefNumber10 – n
23 Employee Bank Sort Code – c	55 Salary Start Date – d
24 Employee Bank Account Name – c	56 Salary End Date – d
25 UserDefChar1 – c	57 Salary – n
26 UserDefChar2 – c	*58 Pay Period – c
27 UserDefChar3 – c	*59 Salary Grade Code – c
28 UserDefChar4 – c	60 Job Start Date – d
29 UserDefChar5 – c	61 Job End Date – d
30 UserDefChar6 – c	*62 Post – c
31 UserDefChar7 – c	*63 Salary Band – c

c - indicates a character field.  This field will require the text qualifier if used.

n - indicates a numeric field.

d - indicates a date field

b - indicates a boolean field, Yes or No

*These fields need to be validated against what is held in Simply Personnel.  E.g. Employee Title must have Mr., Mrs, Miss etc.

The User defined characters and numbers are used in Screen Designer.

Each line imported will have to have a  line identifier which will be one of the following.  This will have to be the first character on the line being imported:

N - Indicating a new record, i.e. this is the first time this record has been imported.

U - Indicating a updated record, i.e. this is the successive time this record has been imported.

D - Indicating that this record has been deleted from Simply Personnel.

L - Indicating that this record is now a leaver.

To import a file into Simply Personnel select the Payroll Import option from the updates menu.

Select the Test Qualifier from the drop-down list.  In most cases this would be None.

Click on the Import button.

Select the file you wish to import.

Your file will be imported into Simply Personnel.  Simply Personnel will then let you know that the Payroll Import has been completed and will give you an audit Report.


Employee Maintenance - Main (Personal Details) Tab

Applies to: Simply Personnel only

This tab allows you to store personal Employee details, such as the Employee name, date of birth, marital status, etc. You cannot leave the Employee surname or forename fields blank on this screen, however all other fields can be left blank.

Employee ID  Enter an Employee ID, which must be a number, or you can leave the field at zero and let Simply Personnel assign the next number automatically for you. If you are converting from a manual system, or from another computer system, you may wish to use the existing Employee ID numbers, otherwise it is easier if you let Simply Personnel assign the Employee ID number for you.

Surname The Employee's surname.  This is a mandatory field.  The system will automatically capitalise the Surname field for you.

Forename The Employee's Forename.  This is a mandatory field.  (auto-capitalise).

Other Names Any other or Middle Names.  (auto-capitalise).

Known As This will default to the Forename but can be amended.  e.g. name may be "Daniel", but want to record "Known As" name of "Dan".

Title Select a Title from the list. e.g. "Mr." or "Miss". You do not need to use the mouse to select from the drop down list.  Instead, if you type the first letter of the title you want, this will appear in the field.  e.g. type "D" for "Dr.".  If there are multiple entries in the list which begin with the same letter e.g. "Mr.", "Mrs.", "Ms." and "Miss", then repeatedly hitting the "M" key will bring each one up in turn.

This method of selecting an entry from a list box works with all the list box entries within the Simply Personnel system.

DOB/Age Date of birth.  You may enter the year as either yy or yyyy. e.g. 97 or 1997.  Use the button at the side of the field to bring up the calendar.  The Employee's age will be calculated in years and months and displayed below the DOB/Age.

Male / Female The system will auto select this based on the title field you choose.

NI Number NI number in the format AANNNNNNA.  The system will not allow any other format of entry.

Marital Status Select from the list of Marital Statuses, or leave blank.

Dependants Enter the number of dependants the Employee has.

Nationality Select from the list of Nationalities, or leave blank.

Ethnic Origin Select from the list of Ethnic Origins, or leave blank.

Religion Select from the list of Religions, or leave blank.

Disabled & Reg. Disabled Number Select this option button if the Employee is disabled.  You may then enter their registered disabled number.


Phone List By Department/Location Report

Applies to: Simply Personnel only

This option provides an internal phone list that can be printed in Department or Location order.

Individual Departments (or Locations) may be selected.


Employee Maintenance - Picture Tab

Applies to: Simply Personnel only

The Employee picture tab allows you to hold a picture for an Employee.  You must already have a picture of your Employee stored in a file on your PC.  Simply Personnel will read pictures that are stored in the Microsoft bitmap format, these files normally have an extension of .BMP.

Click on the Import button, and browse your computer's file system, and locate the file containing the Employee's picture.  The system works best with a bitmap that has a resolution of 320 X 240 pixels, and the screen showing more than 256 colours.


Post Details Report

Applies to: Simply Personnel only

Simply Personnel allows you to print a Post Details Report which shows the Post and a list of Employees held against these Posts.

The Report can include inactive Posts also.  If you select to show Post History then you will need to enter a Start Date.


Post Details Summary Report

Applies to: Simply Personnel only

This Report provides a breakdown of the total number of staff, Posts, and Vacancies.  You can also choose to include inactive Posts.


Qualifications Report

Applies to: Simply Personnel only

Simply Personnel allows you to print a Qualifications Report, which lists the Employee’s Qualifications.

To print the qualifications Report, select the Qualifications option from the Reports menu (ALT,R).

You can select the Report by current Employee or you can select a combination of Department and/or Location. This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

There is an option to include Qualification details for Leavers.

Further selection by Qualification, Subject, Start Date, and End Date is available.


Employee Maintenance - Qualifications Tab

Applies to: Simply Personnel only

This tab allows you to record details of Qualifications held by the Employee.

Click the Add button to add a new Qualification record.

Select a Qualification from the drop-down list.

Select a Subject from the drop-down list.

Enter the date the Qualification was passed.

Enter where the Qualification was passed in the "Establishment" box.

Enter the Grade obtained.

Enter any additional Notes that you require.


Report Designer And User Defined Reports

Applies to: Simply Personnel only

Simply Personnel has an in-built link to an additional Report Writer package which you can optionally purchase.  This is called Crystal Reports and is one of the best Reporting packages on the market today.

If you have purchased Crystal Report with Simply Personnel, or if you already have Crystal Reports on your PC, you can use it to write your own Employee information reports using the information stored in the Simply Personnel database.

The Report Designer option from the Reports menu, (ALT,R) will start up the Crystal Reports application (as long as you have Crystal Reports installed on your PC).

The User Defined Reports option on the Reports menu allows you to directly run a report that you have previously created and saved using the Crystal Reports package.

If you have not purchased the Crystal Reports system then please contact Propath for ordering and pricing information.


Reports And Charts

Applies to: Whole Simply Personnel Suite

Each of the products in the Simply Personnel Suite contains many standard reports.  These are available from the Reports Menu (ALT,R)

The reports are further divided into several different categories, each with their own sub menu.

Each sub menu contains several different reports.

Most of the reports offer similar selection criteria, usually by selecting Department and/or Locations.  For Simply Training Reports, the reporting criteria will be based on the Course Code and Description which can be further broken down by dates, type of Course and Status.  For the Simply Recruitment Reports, the reporting criteria will be based on Vacancy and Applicant information, again, which can be further broken down, by contributing factors such as Costs, Dates, Status, etc.

You can select a combination of Department and/or Location.  This allows reporting for either the whole organisation (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

Some of the Reports also offer an option to print the currently selected Employee.

If you have a current Employee window open, you have the option of printing the Report for the current Employee only, otherwise you can select by Department and/or Location.

All the Reports provide a Print Preview of the actual Report, prior to actually printing the Report.

To see the Report as it would appear when printed select the Print Preview option from the File menu (ALT,F), or select the Print Preview toolbar button.

If you wish to print the Report select Print from the File menu (ALT,F), or select the Print toolbar button.

The Print Dialog box will be presented, where you can specify the range of pages to be printed, the number of copies, the destination printer, and other printer options.

All Reports also allow the information to be EXPORTED to a disk file.  This can be useful for loading the information into another Application, for example, a Word Processor package or a Spreadsheet package.  Simply Personnel allows the information to be saved as either a Tab Delimited ASCII Text file (.txt file), or as a Comma Separated Variable file (.csv file).

Employee Reports

Holiday and Absence Reports

Pay and Benefits Reports

Analysis Reports

Disciplinary and Grievance Reports

Management Reports

Skills Analysis Reports

Employee Training Reports

Training Administration Reports

Export Organisation Chart

Export Post Organisation Chart

Report Designer And User Defined Reports

Simply Answers

Analysis Charts

Financial Summary Reports

Recruitment Administration Reports


Employee Maintenance - Salary History Tab

Applies to: Simply Personnel only

This tab holds details of an Employee's Salary History.  This will hold one record for every Salary change, and will show the most recent Job for that salary.

To add a Salary record, click the Add button.

Enter the Start Date and the End Date.  Leave the End Date blank if this is the current Salary record.

The Post field appears for information only and cannot be changed on this tab folder.

The Salary Grade field is not mandatory, as a particular Employee may not be graded. If the Grade field is left blank, the Employee’s Salary can be manually entered in the Pay field, and a Pay Period then selected from the drop-down list.  If a Grade is selected, then the Salary and Pay Period fields will be automatically populated  from the appropriate Grade record and cannot be manually changed.

If you update the Salary Grade record with a new Salary amount, Simply Personnel will warn you that the Salary with this Grade has changed, and that you must run the Global Pay Change to update any Employee using this Grade.

When the Global Pay Change is run a new salary history record will be created for all those Employees who are on that particular grade.

Enter a Reason for the change.

Enter any Notes you wish to associate with this Salary History record.


Screen Designer And User Defined Fields

Applies to: Simply Personnel only

Introduction To The Screen Designer

The Blank Employee Maintenance Tab

Entering Screen Designer Mode

Adding a Control to an Employee Maintenance Tab

Setting the Properties of a Control

Using Screen Designer on Existing Employee Maintenance Tabs

Linking User Defined Controls To Existing Database Fields


Searching for an Employee

Applies to: Simply Personnel and Simply Training

To select an existing Employee, choose the "Employee Maintenance" option from the File menu (ALT,F) or click on the second button on the toolbar. The Employee Selection Window will be displayed.

There are two different ways to locate a particular Employee record:

1. The first tab, Employee Search, will carry out a search for you based on an Employee ID or a (possibly partial) Surname, a Date, i.e. Start Date, Leaving Date, or a between Date and also Department and/or Location and/or Post within the organisation.

2. The second tab, the Employee Tree, allows you select an Employee by either their Surname, Forename, or Employee ID.


Security

Applies to: Simply Personnel and Simply Training

Simply Personnel and Simply Training both offer comprehensive Security and controlled access to the information held within the System.

Tip: If there is only one person in your organisation who will use the Simply Personnel suite, then you do not need to read any further, as you do not need to set up any additional Users or any Security rules.

Introduction

Security Levels

Department/Location Security

Access Profiles

User Maintenance

Employee Maintenance

Diary Access Maintenance


Security - Security Levels

Applies to: Simply Personnel and Simply Training

Each User ID is allocated a Security Level under User Maintenance.  Similarly, each Employee record is allocated a Security Level on the Employee Maintenance - Work Tab.  Only User IDs that have a Security Level equal to, or lower than, an Employee's Security Level will have access to that Employee.  In other words “0” is the highest level of Security and 999 is the lowest.

EXAMPLE:

We have 3 users on the system:-

User ID	User Security Level

BOSS	0

HEATHER	30

BILLY	30

SALLY	50

and we have the following Employee records on the system:-

Employee	Employee Security Level

Alan	10

Sat	10

Manjit	25

Gavin	35

Dan	35

Barry	50

Diane	60

User BOSS has access to ALL Employees

User HEATHER has access to Gavin, Dan, Barry & Diane only.

User BILLY also has access to Gavin, Dan, Barry & Diane only.

User SALLY has access to Barry and Diane only.

You can use Security Levels to prevent access to particular Employee records.  For instance, you may wish to set up all Managers with a Security Level of 10 and all other Employees with a Security Level of 60.

If you then set up a User ID with a Security Level of 50, that User will be able to view and amend details for all Employees except the Managers.


Table Maintenance

Applies to: Whole Simply Personnel Suite

All products in the Simply Personnel Suite have several tables to look up data outside the main information that they maintain. Simply Personnel, for instance, maintains Employee information, but to do this, it needs somewhere to find the valid Departments that Employees may belong to.  Similarly, the System must be able to look up the valid entries for Leaving Reasons, so that it can present these to a User who is setting an Employee as having left.  There are three major advantages of holding this information in ‘Validation Tables’:

1. Standard Terms can be consistently applied (i.e. one cannot mistakenly apply a term that is not in official use)

2. Control can be exercised over who can change the list of valid terms (through the Security mechanism)

3. Reporting can be carried out on the basis of these terms, as they are guaranteed to have been consistently applied

Entries in some tables can be marked as inactive (by un-checking the In Use box, if it is available). This means that the system will allow current uses of that information to remain, but it will not be available to use in new places. This is important for retaining history.  An example shows where this could be useful:

Consider a situation where a particular Leaving Reason is used as a standard term, but then a decision is made to be more specific and split this into two terms.  It would no longer be appropriate for the old value to appear as an appropriate entry when newly setting an Employee as having left, but nor would it be sensible (or indeed possible) to delete the old value altogether.

The In Use flag, where provided, allows this facility to stop new assignments of an entry without the need to delete the value altogether.

Table data can be created and deleted using the relevant option from the Tables Menu (ALT,T).

All Table Maintenance options detailed below follow the same pattern.  When selected from the menu, a list of the entries in the table will be shown.  Normally, there will be three buttons alongside: Add, Update and Delete.  Pressing the Add button will show a dialog that allows the information specific to entries in the Table to be added.  Clicking the Update button will show the same window so that the information, for whichever entry was highlighted, can be changed. N.B. the fields which are used directly against other records in the system cannot be changed and will be shown read-only.  For instance, in Training Provider Maintenance, the name of the Training Provider is used against Courses and therefore cannot be changed, whereas the other information is looked up in the table against the name and therefore can be changed.  Clicking on Delete will remove the entry from the list; this will only be possible if the entry has not already been used against another record in the system.  If the entry has already been used a message similar to the following will be shown: ‘Cannot delete.  The record is in use.’  N.B. do not confuse this with the In Use flag which provides the facility to stop new uses of the record without deleting it.  This, after all, is what is probably required if the record has already been used; the only real reason to delete a record is if its entry was a mistake (and therefore it would not have been used).

The menu is divided into different categories, each with its own sub menu.

Company contains the following menus:

Departments

Locations

Holiday Years

Holiday Year Profiles

Salary Bands

Salary Grades

Shifts

Time Periods

Employment Types

Work Tables contains the following menus:

Absence Reasons

Benefit

Courses

Disciplinary Action

Leaving Reasons

Notes Category

Personnel Diary Actions

Posts

Grade

Qualification

Subject

Employee Information contains the following menus:

Ethnic Origin

Home Status Types

Marital Status

Nationality

Relationships

Religion

Titles

Training contains the following menus:

Budget Holder

Budget Type

Cost Type

Analysis Code 1 & 2

Budget Year

Budget

Standard Course

Training Provider

Course-Level Actions

Delegate-Level Actions

Standard Action

Standard Training Need

TNA Profiles

Recruitment contains the following menus:

Action

Rejection Reason

Cost Type

Analysis Codes 1 & 2

Advertising Provider

Source

Payroll Interface

System Parameters

User Maintenance

Access Profile Maintenance

Diary Access Maintenance

Document Maintenance

Note: Simply Personnel is provided with a range of standard table data already set up for you. However it is possible that you may need to add additional entries to these tables to suit your company’s requirements.

Note: Simply Training and Simply Recruitment does not ship with any information in most tables, as the entries will be specific to the Users.

Note: You will not be able to delete table data if you have used it against an Employee, Course, Delegate, Vacancy or Applicant.


Screen Designer - Setting the Properties of a Control

Applies to: Simply Personnel only

Each control has a set of properties, which should be set to make the control perform as desired.

To alter or view controls properties, select the control and then click the right mouse button.

Different types of control have different properties.

Edit Control Properties

Label Control Properties

Combo Box Control Properties

Group Box Control Properties


Simply Answers

Applies to: Simply Personnel only

Simply Answers is a powerful query tool allowing you to search and filter through the Simply Personnel database to create queries.

With this tool, valuable statistics can be accessed in a matter of seconds. User definable graphs show all the figures you need to know in easy to read formats.

This manual provides a beginner’s reference for Simply Answers, how to create a query, how to select criteria, and how to create a Graph from selected data.

You can start Simply Answers from the Reports menu (ALT,R).

Using Simply Answers for the First Time

Loading and Saving Queries

Advanced Queries

Graphs


Skills Analysis Reports

Applies to: Simply Personnel only

The Skills Analysis Menu contains the following Reports:

Training Report

Qualifications Report

Skills Matching Report


Skills Matching Report

Applies to: Simply Personnel only

Simply Personnel allows you to print a skills matching Report which shows a list of matching Employees for a particular Qualification or Qualification/ Subject / Grade combination.

To print the skills matching Report, select the Skills Matching Report option form the Reports menu (ALT,R).

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

Select the AND/OR option to specify that the Employee must match all the conditions described in the Report Criteria list options or just one of them.

Using the Report Criteria, select the combination of Qualification, Subject and Grade you wish to match to your Employees.

The Report does not print Employees who have left.


Staff Turnover Report

Applies to: Simply Personnel only

This Report gives an analysis of Staff Turnover for a selected period.  This can be printed at Company, Department or Location level.


System Parameters

Applies to: Whole Simply Personnel suite

This window can be accessed by selecting the System Parameters option from the Table menu.  A page is available on this window to set System Parameters for each product from the Simply Personnel suite that is licensed:

Personnel

Absences

Training

Recruitment


System Parameters - Personnel

Applies to: Simply Personnel only

If you are interfacing to a payroll system you must click on the "Payroll In Use" box.

Check which details you want to include in the Action Diary .


System Parameters - Training

Applies to: Simply Training only

If checked, the addition of either one or both Analysis Codes against a Training Cost will be mandatory.


Employee Maintenance - Blank Tab

Applies to: Simply Personnel only

The Employee Maintenance tab folder contains a 'spare' tab.  By default this is called "Blank", and is completely blank, containing no 'Controls' at all.

By using the Screen Designer, this tab can be used to hold details of additional information that you wish to hold against each Employee.


Employee Maintenance

Applies to: Simply Personnel and Simply Training

The Employee Maintenance window is a tab folder, which provides various tabs for the recording of Employee information.

The main way into viewing an Employee’s details on Employee Maintenance is to choose Employee Maintenance from the File menu.  This will show the Employee Selection window, which will allow you to locate an Employee.  Selecting an Employee from this window will bring up a copy of the Employee Maintenance window with that Employee’s details.

Simply Personnel allows you to record comprehensive details about your Employees over a number of tabs:

Personal Details (Main)

Address

Next of Kin

Medical Details

Picture

Bank

Notes

Documents

Blank Page

Holidays

Holiday Profiles

Disciplinary

Grievances

Appraisal

Qualifications

Training

Work

Work2

Job History

Salary History

Leaver

Benefits

Benefits2

Car History

Absence

Simply Training provides further tabs for Employee Maintenance to allow more detailed information to be recorded about Employee Training:

Training Needs

Training Profiles

Extended Training

Simply Training is also capable of presenting a small subset of the Personnel-type Employee Information (that Simply Personnel normally deals with) if it is used without Simply Personnel:

Simply Training Main Tab

When both Systems are run together, they combine to provide the highest level of support for both Personnel and Training information against Employees.

To save the Employee details entered on Employee Maintenance, you may choose the Save button on the toolbar.

To cancel any changes you have made to the Employee you must choose the Cancel button on the toolbar.

Cancel will not cancel any changes you have already made on the: Benefits 2, Appraisal, Absence, Holidays, Holiday Profiles, Training Needs, Training Profiles, Training (Simply Personnel), Training (Simply Training), Notes, Job History, Salary History, Grievances, Disciplinary, Qualifications, Documents or Car History tabs, as these details are saved immediately when you add, update or delete a record.

To quickly move from one Employee to the next use the First, Previous, Next and Last toolbar buttons, shown here:

Any changes you have made to an Employee will be automatically saved when you move to another Employee record.


Training Report

Applies to: Simply Personnel only

(Simply Training, if licensed, will replace this report with more in-depth Training reports)

Simply Personnel allows you to print a Training Report, which lists all Employees who have attended Training Courses within the date range selected.

To print the Training Report, select the Training Report option from the Reports menu (ALT,R).

You can select a combination of Department and/or Location.  This allows Reporting for either the whole Company (<<ALL>> Departments and <<ALL>> Locations), a single Department, a single Location or a specific Department and Location combination.

You can select a single specific training course code or leave the field blank to select all training course codes.

This Report does not print Employees who have left.

The Report produces cost totals for each Employee and grand totals for the Report.  This can be used to generate Departmental totals or course specific totals, depending on the Selection Criteria used.


Employee Maintenance - Training Tab

Applies to: Simply Personnel only

(Simply Training, if licensed, will replace this tab with an Extended Training tab)

This tab allows you to hold details of an Employee’s training courses that they have attended.

To add a new record, click the Add button.

Course Date  Enter the Start Date of the training course.

Course  Select the Course Code from the drop-down list.

Duration  Enter the Duration of the course in days

Cost The cost in £'s

Expenses  The cost of any expenses incurred in £'s.

Notes  Enter any notes you wish to record against this record.

Click the Save button or the Cancel button to save or cancel the new Training record.


User Maintenance

Applies to: Simply Personnel and Simply Training

Use the User Maintenance option from the Table Menu.

You can add many different User ID’s to the system.

User ID – This is the unique User IDentifier, which is entered to log into the Simply Personnel System.

Password – Enter the Password associated with this User ID.  For security reasons the Password is not displayed, instead an asterisk character is displayed for each key entered.

User name – The User’s full name

Security level – Enter the security level required. See the earlier section on security levels for more information about this field.

Access Profile – Enter the access profile required. See the section on access profiles for more information.

Note: To add Department / Location security records, you must first Delete the default record of <<ALL>> Departments and <<ALL>> Locations, otherwise you will be prevented from adding any further records.

By default the User will have access to ALL Departments and ALL Locations.  You can however, limit the User’s access to any specific Department and/or Location combinations.

If you add a Department / Location combination, then the User will only have access to those Department / Location combinations which have been specified.


Using On-Line Help

Applies to: Whole Simply Personnel Suite

Simply Personnel provides comprehensive on-line help. You can activate help by pressing F1, using the help icon on the toolbar or choosing Help from the Help menu (ALT,H).

The help in Simply Personnel is context sensitive, which means if you press F1 or select the help icon, you will receive help on the current option you are using.

Use the help icon to receive context sensitive help about the current option.  Choose the help icon, your cursor will change to a question mark.  Move the help cursor and click on the subject for which you require help.


Screen Designer - Using Screen Designer on the Transaction Screens

Applies to: Simply Personnel only

The main Employee screens, Main, Address, Next of Kin, Work, Picture, Leaver, Benefits, etc. all behave like the Blank Page tab.

However, the 'transaction' screens, which hold multiple records per Employee (Holidays, Absences, Car, Training, Grievances, Disciplinary, Benefits 2, Notes , etc) all work in a slightly different way.

Select the tab folder, and enter the Screen Designer: a new Designer button will appear at the bottom of the screen.

Select the Designer button, the transaction design screen will be displayed.  You can now edit the design layout of the details screen.


Simply Answers - Using Simply Answers for the First Time

Applies to: Simply Personnel only

The quickest way to execute query commands and navigate through Simply Answers is by using the toolbar.

Opening Tables and Selecting Field Names

To open a table for inclusion within the query, click once on the Insert Table(s) button.

This will bring up a dialog box listing all the tables available.

Double click on the Key Fields table (this is a mandatory field and is required for the query to execute).  If you exclude this don't worry, it won't harm anything, the query just won't execute.

Select the tables you require to run your query and then click once on the Finish button.

The tables you have selected are now shown.

Double click on the Employee ID field in the Key Fields table.

You can select the field names from your tables by double clicking on them. When you have made your selection you can run the query.

Running a Query

To run the query you have designed simply click once on the Run Query button on the toolbar.

The fields you have selected for inclusion will appear in the query grid as a column heading.

Inserting Columns into the Middle of a Query

To insert a new field into the middle of an existing query, highlight the field on the grid that you wish to insert the new field before, double click on the field to add and it will push the existing selected field to the right.

Deleting Columns

To delete a column/columns, select the column/columns on the grid and then click once on the delete button.

Creating a New Query

To create a new query click once on the New Query button on the toolbar.


Screen Designer - Using Screen Designer on Existing Employee Maintenance Tabs

Applies to: Simply Personnel only

The Screen Designer can be used on any of the other Employee maintenance screens.  Existing controls on these screens can be resized and moved and their properties can be amended.  However, these fixed controls cannot be deleted.  If the DELETE key is pressed whilst one of the fixed controls is selected, Simply Personnel will RESTORE the control to its original size and screen position.

Using Screen Designer on the Transaction Screens

Database Fields on Transactions


Employee Maintenance - Work Tab

Applies to: Simply Personnel only

This tab allows you to store various work details for the Employee. You must enter the Date Commenced field, however all other fields can be left blank. This screen also shows details of the Employee’s current job and salary (as defined in the Job and Salary History tab folders).

Date Commenced Enter the date this Employee's employment commenced with the Company.  This is a mandatory field. Use the button to the right of the date field to bring up a calendar to assist in entering the date. The system will warn you if the date is more than 1 month ahead of, or before, the current date. The Employee's length of service will be calculated in years and months and displayed below the Date Commenced field.

Fixed Term End Date Select this option button if the Employee is on a Fixed Term contract of employment, the Fixed Term end date will then become activated.

When this option is selected Simply Personnel will automatically complete the employment finish date to the "active" job and salary history records and this date will be read only.

The only way to change the end date would be to change the end date on the work tab folder. When this is changed the date on the Job and Salary History tabs will be updated.

If the Fixed Term end date is deleted, then the end date on the Job and Salary History tabs will be updated, making the employment type non-Fixed Term.

If the Employee changes Posts while under the Fixed Term employment, then you must remove the date in the Fixed Term box or change it to the last day that their current job is active.  This will allow the job record to be closed.  You can then add a new job history record and set the Fixed Term date back again.

If the Employee is changed to be Fixed Term and their current job record has an end date specified, then the Fixed Term end date will default to this date, but this can be altered.  If an Employee has a job record with a start date set in the future and it is not their only job record, then they will not be allowed to be set to Fixed Term until that record has been deleted or the start date has been reached.

The Employee Details Report will show end dates for those Employees currently under a Fixed Term of employment.

Employment Type Select an Employment Type from the drop-down list.

Shift Details Select a Shift Pattern from the drop-down list.

Working Hours The working hours are shown here for information purposes only.  Working hours are entered on the job history tab folder.

No. of Days Holiday Enter the number of days holiday entitlement that this Employee will have for a full 12 month period.

Internal Extension Enter the Employee's internal telephone extension number.

Company Email Enter the Employee’s company email address.

Reports To Enter the ID of the Person who this Employee Reports to.  Leave it at 0 if they report to no one. This field can be globally up-dated via the Reports To option on the Update menu (ALT,U).

Department Select a Department from the list.

Location Select a Location from the list.

Security Level Enter the Security Level for this Employee.  If you do not intend to use Employee level security then leave the value as 0.  Remember that 0 is the highest security level and 999 is the lowest.

Salary Band The Salary Band is shown on this screen for information purposes only.


Employee Maintenance - Work 2 Tab

Applies to: Simply Personnel only

Working Days The following values can be held against each day:

1/4 day, 1/2 day, 3/4 day, Yes, No

Simply Personnel will take these working days into account when calculating holidays and sickness.  E.g.  if an Employee took 2 days holiday and 1 of those days was their day off, then Simply Personnel will calculate that the Employee has actually only taken 1 day as holiday, as the other day is their day off.

Payroll By default all Employees will be included in any payroll exports, however, you can click on "Include in Payroll" to exclude Employees from the payroll export.

How Recruited Enter a description of how the Employee was recruited.  E.g. "Agency", "Sent in CV", "Advertisement", etc.

 Recruitment Cost Enter the cost of recruiting the Employee.


Diary Training Course Wizard

Applies to: Simply Training only

To diary a Training Course, go to the File, Diary Training Course menu. A Wizard, with the following pages, will guide you through the process:

Course Selection

Course Details


Course Filtering - Main Page

Applies to: Simply Training only

These are the basic details of Courses, which will most often be used to filter the Search.

Course Code If left blank there will be no filtering by Course Code; or enter a part Code for a list matching this part Code, or use the drop down list to choose a Standard Course (the matching Description will be automatically chosen).

Description The Description behaves in the same manner as Course Code.

Internal If checked, Internally Administered Courses will appear in the results of the Search.

External If checked, Externally Administered Courses will appear in the results of the Search.

The Course Delegates and Cost Details Reports have a further option on this page – Current Course. This option is only available if a Course Maintenance window is open and it allows you to print the Report for only the current course. Deselecting this option enables the selection criteria described above.


Course Filtering - Date Page

Applies to: Simply Training only

All Courses in the Diary If this is checked, there will be no filtering by date.

Courses diaried between If this is checked, dates can be entered in the two boxes to restrict the Courses returned by the search according to their Start Dates. If both boxes are filled in, only Courses that start within the range will be returned. If the first box is left empty, only Courses that start before the date entered in the second box will be returned.  If the second box is left empty, only Courses that start after the date entered in the first box will be returned.


Course Filtering - Advanced Page

Applies to: Simply Training only

Standard If checked, Standard Courses will be included in the Search results.

Conference If checked, Conferences will be included in the Search results.

Ad Hoc If checked, Ad Hoc Courses will be included in the Search results.

Scheduled If checked, Courses with the Status Scheduled will be included in the Search results.

Completed If checked, Courses with the Status Completed will be included in the search results.

Cancelled If checked, Courses with the Status Cancelled will be included in the search results.


Course Filtering - Booking Page

Applies to: Simply Training only

For a description of how these fields apply to a Course, see Course Booking.

Under-booked If checked, Courses which have been Under-booked will be included in the Search results.

Over-booked If checked, Courses which have been Over-booked will be included in the Search results.

Other If checked, will include Courses which are neither Under-booked nor Over-booked.  This will include Courses with Zero Maximum/Minimum Places if not excluded from this Report.


Course Search

Applies to: Simply Training only

The Course Search window is used to find Courses that have been diaried. Filters can be set to aid your Search, which will restrict the Courses shown in the list when the Search button is pressed. The filters are split into the following pages:

Main Page

Date Page

Advanced Page

Booking Page

Costs Page


Course Maintenance - Main Tab

Applies to: Simply Training only

This tab displays the details of the Course in read only mode, i.e. you cannot access these fields from this screen. The only three active buttons are Cancel Course, Delete Course and Reschedule course.

Cancel Course If you cancel the Course, all Delegate Places will also be cancelled. The system will prompt you to confirm Yes / No. If the Course has Costs and/or Actions associated with it, these will be deleted.

Delete Course

Reschedule Press the Re-schedule button to Reschedule the Course


Rescheduling a Course

Applies to: Simply Training only

Pressing Reschedule on the Course Maintenance - Main Tab allows that Course to be rescheduled, using the Course rescheduling window.

Change the Start Date as required. Use the tab key to move on. The End Date will be calculated automatically by the system based on the new start date and the duration of the course. When finished, press the Save button.


Deleting a Course

Applies to: Simply Training only

Pressing the Delete button on the Course Maintenance - Main Tab allows you to delete a Course from the system.  This is only possible if it has no dependant records (Delegate Places, Costs, Actions). The system will prompt you for confirmation.


Course Maintenance - Details Tab

Applies to: Simply Training only

Details are brought forward onto this tab from the Diary Training Course screen. All fields are active and can be amended, apart from the Course Type.

Start Date Enter the known start date of the Course. Use the button to the right of the date field to bring up a calendar to assist in entering the date.

Duration This field will default to the number of days allocated to the Course selected on the previous screen. This information comes from the Standard Courses table. It can be changed.

End Date The end date will be calculated automatically by the system based on the start date and the duration of the course. It can be changed.

Trainer Name You may add a trainer's name here, if known. This will be more useful for internally run courses.

Provider Name This will default to the provider set up against the course selected on the previous screen. This information comes from the Standard Courses table. It can be changed.

Location Mainly for use with internal courses where you can state where the course is being held, e.g. Meeting Room 1, 3rd Floor, but any notes you wish to hold against this entry can be typed here.

Administration – Internal/External Will default to the setup of the course selected on the previous screen but can be changed.

Maximum Use the side arrows to enter the maximum number of places on the course.

Minimum Use the side arrows to enter the minimum number of places on the course.

For more information on Maximum and Minimum Places, see Course Booking.

Notes This field allows entry of any additional information required (this is not present in the Diary Course Wizard).


Course Maintenance - Provider Tab

Applies to: Simply Training only

This tab shows the details of the training provider, as set up in the Training Provider table. The only detail you may change here is the Provider.

For more details on the information shown, see Training Providers.


Course Maintenance - Delegates Tab

Applies to: Simply Training only

This is the tab where actual Delegates are placed onto the course. The screen of a new course will initially be blank until Delegates have been placed. Until a delegate is placed, the Details button and Delete button are inoperable.

The Add button allows new Delegates to be added against the Course, see Adding a Delegate Place to an Existing Course.

The Details button shows the Delegate Place Maintenance tab folder for that Place.

The Delete button allows Delegate Places to be removed from the Course, see Removing a Delegate Place.


Course Maintenance - Costs Tab

Applies to: Simply Training only

This tab allows the maintenance of the Course-Level Costs, i.e. you maintain Costs here which are credited to a particular Course.  On this tab is information held by the system on Total Costs at both Course-Level and Delegate-Level.  Until Costs are assigned, the screen will be empty except, in read only mode, the totals will be shown.

The Add button allows new Costs to be assigned to the Course, see Adding Training Costs.

The Update button allows you to amend all fields to any highlighted Cost line that you want to amend.

The Delete button allows you to delete any highlighted Cost line. The system will prompt you before doing this.


Course Maintenance - Actions Tab

Applies to: Simply Training only

As well as any Standard Actions that may have been automatically added to a Course, when diaried, this tab allows you to add and maintain further Course-Level Actions.

The Add button allows new Actions to be assigned to the Course.

The Update button allows you to amend all fields to any highlighted Action line.

The Delete button allows you to delete any highlighted Action line. The System will prompt you before doing this.


Course Maintenance

Applies to: Simply Training only

The Course Maintenance tab folder displays all of the details for a Course in the Diary and allows these details to be maintained.

There are two ways to gain access to the Course Maintenance tab folder:

1. By accepting the offer to enter additional details immediately after diarying a Course

2. By selecting the File, Course Maintenance Menu option, and using the Course Search window to find the desired Course.

The tab folder, itself, is made up of the following tabs:

Main

Details

Provider

Delegates

Costs

Actions


Adding a Delegate Place to an Existing Course

Applies to: Simply Training only

By pressing the Add button on the Delegates tab on the Course Maintenance tab folder, you are presented with an Employee Search screen.  If an Employee is selected, they are added as a Delegate to the Course.


Adding a Delegate Place for an Employee

Applies to: Simply Training only

From the Training tab of Employee Maintenance, it is possible to add the Employee as a Delegate to a Training Course.  There are two ways to achieve this:

First, the Employee can be added, as a Delegate, to a Course that has already been diaried. This is achieved by pressing the Add button; this shows a Course Search window. If a Course is selected, then the Employee is added to the list of Delegates.

Second, a new Course can be diaried and the Employee automatically added as a Delegate. This is achieved by pressing the New button; this shows the Diary Training Course Wizard, which allows the diarying of a new Course. If a Course is successfully diaried, the Employee is added as its first Delegate.


Adding a Delegate Place

Applies to: Simply Training only

A Delegate Place is the link between a Diaried Training Course and an Employee.

There are two ways to add Delegate Places in Simply Training:

Adding a Delegate Place from Course Maintenance

Adding a Delegate Place from Employee Maintenance


Removing a Delegate Place from a Course

Applies to: Simply Training only

Pressing the Delete button on the Delegates tab of the Course Maintenance tab folder removes a Delegate Place from that Course. If this is confirmed, then the Costs and Actions associated with that Place are also removed.


Removing a Delegate Place from an Employee

Applies to: Simply Training only

Pressing the Delete button on the Training tab of the Employee Maintenance tab folder removes a Delegate Place from that Employee. If this is confirmed, then the Costs and Actions associated with that Place are also removed.


Removing a Delegate Place

Applies to: Simply Training only

There are two ways to remove Delegate Places in Simply Training:

Removing a Delegate Place in Course Maintenance

Removing a Delegate Place in Employee Maintenance


Adding Training Costs

Applies to: Simply Training only

Training Costs are maintained by Simply Training at two levels: against a Training Course, and against each Delegate Place on a Course.

Each Training Cost is supported by a comprehensive Budgeting mechanism.

Costs can be both added and up-dated against both Courses and Delegate Places by a common window.

Date Enter a date which relates to the cost, i.e. the actual date of the course will be used in most cases.

Description Use this field to enter a cost description.

Cost Type Select a Cost Type from the drop down list.

Cost Enter the cost value here. This cost is linked to the Cost tab on the Course Maintenance screen and will update it when added.

Budget Holder Select the appropriate Budget Holder from the drop down list.

Budget Type Select the appropriate Budget Type from the drop down list.

If the Budget Holder selected does not have a suitable Budget Type allocated to them, or has not been assigned a Training Budget for that Budget Type covering the date entered, the system will prompt you. You will have to select another Budget Holder, Budget Type or Budget to process the cost. Alternatively, postpone the Training Cost window, and use Training Budget Maintenance to set up the appropriate information.

Analysis Code 1/2 Use these fields as further reporting parameters if you have set them up in Analysis Code 1/2 Table Maintenance

Notes There is a Notes tab on the Enter Details screen. Use this to assign any notes to this Cost.


Training Budgets

Applies to: Simply Training only

Training Budgets exist for the length of Budget Years.  Within the Budget Year, they link together a Budget Holder and a Budget Type; i.e. that Budget Holder will hold a Budget of that Type within that Year.  Budget Year Maintenance allows a Budget Year to be broken down into any number of Periods, and it is to these Periods that amounts are assigned.  The amounts can be individually added to each Periods, on the Periods page, and automatically summed across the Year.  Alternatively, Auto-split can be used to assign an amount to the Year and split this down through the Periods.


Budget Holder

Applies to: Simply Training only

This table allows employees who are responsible for controlling Training Budgets to be defined. An example of a Budget Holder would be a Section Manager.

Add Use this button to add a new budget holder to the list. This list will be available to you as a drop down list to add a budget holder, who is applicable, on the Course Maintenance Cost tab and on the Delegate Place Maintenance Cost tab.

Update The update button allows you to specify whether or not the budget holder is in use, i.e. they have a current budget allocation.

Delete Use this button to delete a budget holder. You cannot delete a budget holder who has a budget allocated to them. You will be given a warning message.


Budget Type

Applies to: Simply Training only

Each Budget Holder set up on the system will have a set of Budget Types assigned to them, which, in turn, can be associated with costs. An example of a Budget Type would be Health & Safety.

Add Use this button to add a new budget type to the list. This list will be available to you as a drop down list to add a budget type on the Course Maintenance Cost tab and on the Delegate Place Maintenance Cost tab.

Update The update button allows you to specify whether or not the budget type is in use, i.e. this budget type exists as a cost centre and can be allocated costs against it.

Delete Use this button to delete a budget type. You cannot delete a budget type which has costs already allocated to it. You will be given a warning message.


Budgeting Analysis Code 1/2

Applies to: Simply Training only

The system also allows costs to be assigned to two separate Analysis Codes which can then be used as further parameters when reporting. These are referred to as "Analysis Code 1" and "Analysis Code 2", but can be populated with analysis information of your choice, e.g. departments and locations, type of training and financial cost centres, etc.

Add Use this button to add a new code to the list. This list will be available to you as a drop down list to use as a further parameter on the Course Maintenance Cost tab and on the Delegate Place Maintenance Cost tab.

Update The Update button allows you to specify whether or not an analysis code can be used for further reporting parameters.

Delete Use this button to delete an analysis code. If the code is in use, it cannot be deleted. You will get a warning message.


Standard Actions

Applies to: Simply Training only

This table holds a default set of "actions" which are automatically applied when a Standard Course is diaried. Viewed initially at course level, "actions" are maintained and applied via the Course Level Action and Delegate Level Action Tables.

Update To update actions applied to a course, highlight the course on the Standard Actions Maintenance screen and press the Update button. You will be presented with a two tab maintenance screen: Course Level Actions and Delegate Level Actions. The same procedure is followed to fill in either tab.

Add Press the Add button to attach a new action to this course. You will be presented with the Standard Course Actions screen. Course Code and Description fields are disabled.

Action Use the drop down list of actions to choose a relevant action which can be applied to this course as a standard action, i.e. "provisionally book with external trainer".

To Be Added The days before or after a course by which this action should have occurred. For example, "30" days can be selected by using the up and down arrows, or highlight and type over to enter the number of days.

Tick one of these option buttons to apply the Before or After Course scenario. When completed, press the OK button. This action will now be applied to this course.

Update By pressing the Update button on the Standard Actions Maintenance screen with the Course Level Actions tab active, you are presented with the Standard Course Actions screen where all fields are disabled apart from the number of days field and the before and after fields. The enabled fields can be updated.

Delete Highlight an action and press the Delete button to remove the action from the course.


Course-Level Actions

Applies to: Simply Training only

A User maintainable table containing "Actions" which are applicable to the organisation of a specific Course.  For example, "Replicate Course Materials", "Book Training Room", etc.

Add Press the Add button to place an Action into the Course-Level Action Maintenance list.

Course Action Type in an Action and press the OK button.

Update The only update available to you is a tick box indicating whether the Action is 'In Use' or not.

Delete Press the Delete button to delete an Action. If the Action is in use, it cannot be deleted. The system will warn you.


Standard Courses

Applies to: Simply Training only

This table is used to maintain Courses which have been identified as being used more than once by the organisation. The Courses are identified by a short Course Code (25 characters) and Description (50 characters) e.g. COM1 = Communication Skills; whether the standard course is an internal or external course; a Provider can be set up along with a Trainer Name, if known.

Add To add a new course which has been identified as being standard, press the Add button. You will be given a Main tab in which to complete the following information.

Course Code Enter a new course code.

Description Enter a description of the course.

Administration Tick an option as to whether the course is external or internal.

Provider Choose the Provider for the course from the drop down list.

Trainer Name Enter the trainer's name, if known.

Duration Enter the duration of the course.

When all details have been entered, press the OK button. The course will be placed into the Standard Course Maintenance list for use when selecting a course in Diary Training Course or Course Maintenance.

Update You can update a course by pressing this button. You will be able to amend all fields on the Main tab of the Standard Course Maintenance screen except the Course Code field.

Delete You may delete a course only if it is not in use, i.e. diaried. You will get a warning message.


Conferences

Applies to: Simply Training only

It will also be possible to diary courses that are not in the Standard Courses table. When diaried, these Courses will be set as one of two types: Ad Hoc Courses or Conferences. The distinction being that Ad Hoc Courses are used when it is inappropriate to set up a standard course, and it will never appear in the table of Standard Courses; Conferences, on the other hand, are 'one-off' by nature.

Delegates, Costs and Actions can be added to Non-Standard Courses just as to Standard Courses.

Course Code When using Non-Standard Courses you have to give the course a code and description at this point. The course code can be up to 25 characters long.

Description The long hand description of the course (up to 50 characters). Both can be used to search for a Training Course in the Course Diary.


Ad Hoc Courses

Applies to: Simply Training only

It will also be possible to diary courses that are not in the Standard Courses Table. When diaried, these Courses will be set as one of two types: Ad Hoc Courses or Conferences.  The distinction being that Ad Hoc Courses are used when it is inappropriate to set up a standard course, and it will never appear in the table of Standard Courses; Conferences, on the other hand, are 'one-off' by nature.

Delegates, Costs and Actions can be added to Non-Standard Courses just as to Standard Courses.

Course Code When using Non-Standard Courses you have to give the course a code and description at this point.  The course code can be up to 25 characters long.

Description The long hand description of the course (up to 50 characters).  Both can be used to search for a Training Course in the Course Diary.


Course Status

Applies to: Simply Training only

Viewed through Course Maintenance , the User will be allowed to change a Course from “Scheduled” to “Cancelled”. This change must be made immediately.  No other changes to Status can be made directly by the User. The only other change to Status is made by the system.

On ‘Start-up’ the System will check the end dates of all Diaried Courses with the Status at “Scheduled”.  Any that should be finished are presented on a Completed Courses Window. The User will be able to confirm the Status. When a Course is changed to “Completed” a search will be made through all outstanding Employee Training Needs. Those which are set as being fulfilled by the Course, and on which the Employee has a Delegate Place on this instance of the Course, will also have their Status changed to “Completed”.

Status is also a control function when reporting.  Use as an Advanced Reporting Selection criteria in Training Details Report, Course Booking Report, Cost Detail Report and Course Delegate Report to filter out the types of Courses you want to report on.


Completed Courses Window

Applies to: Simply Training only

A special feature of Simply Training is the Completed Courses screen. When you log in to the Simply Personnel suite, if Simply Training is licensed, this message box will appear giving information regarding completed courses. Their records in the course diary will now be automatically changed to "Completed". You have the option to exclude a record from being changed to completed. Once a status is completed it cannot be changed back. For example, you know a course was cancelled rather than completed, so you want to change the status yourself, therefore you would uncheck the course before pressing the OK button.


Diary Training Course - Course Details

Applies to: Simply Training only

For a description of the fields on this screen, see Course Maintenance - Details Tab.

A Start Date, End Date and Duration must be entered on this screen.

When you have finished entering the details of the course, click on the Finish button. You will receive a message box confirming that the course has been diaried successfully and asking whether you wish to enter additional details.

If you press No, the screen closes. If you press Yes, you are presented with the Course Maintenance screen for the course you have just diaried. This is now covered under the heading of Course Maintenance.


Diary Training Course - Course Selection

Applies to: Simply Training only

Standard Course All  standard courses are identified by a Course Code and Description. These are identified and set up in the Standard Courses Tables. An example of a standard course would be a Basic First Aid Course or a Supervisory Skills Course. When a standard course is selected, the default field values set up against that course will be copied into the next page.

Course Code Select a course code from the drop down list. This will automatically place a full description in the Description field. If the course code is not easily identifiable, use the Description field instead to search for the course you are looking for.

Description Select a description from the drop down list. This will automatically place a course code in the Course Code field.

Non-Standard Course It will also be possible to diary courses that are not in the Standard Courses table. When diaried, these courses will be set as one of two types: Ad Hoc Courses or  Conferences. The distinction being that Ad Hoc Courses are used when it is inappropriate to set up a standard course, and it will never appear in the table of Standard Courses; Conferences, on the other hand, are 'one-off' by nature.

Delegates, Costs and Actions can be added to Non-Standard Courses just as to Standard Courses.

Course Code When using Non-Standard Courses you have to give the course a code and description at this point. The course code can be up to 25 characters long.

Description The long hand description of the course (up to 50 characters). Both can be used to search for a Training Course in the Course Diary.


Delegate Places

Applies to: Simply Training only

A Delegate Place links together an Employee and a Training Course, signifying that the Employee is a Delegate on that Course. The Place itself holds certain attributes, such as a Notes field, Costs and Actions.

An Employee’s Delegate Places are listed against that Employee in the Employee Maintenance - Extended Training Tab.

The Delegate Places on a Course are listed against that Course in the Course Maintenance - Delegates Tab.

From either of these places, more information can be viewed about the Delegate Place by double-clicking on an entry to move to Delegate Place Maintenance.


Delegate Place Maintenance

Applies to: Simply Training only

The Delegate Place Maintenance window is a tab folder, which provides various tabs for the recording of information against Delegate Places.

There are two main ways into viewing this window:

1. By double-clicking on a list entry in the Employee Maintenance - Extended Training Tab.

2. By double-clicking on a list entry in the Course Maintenance - Delegates Tab.

The information held against a Delegate Place is shown across the following tabs:

Delegate Place Maintenance - Main Tab

Delegate Place Maintenance - Costs Tab

Delegate Place Maintenance - Actions Tab

To save the Delegate Place details entered on Delegate Place Maintenance, you may choose the Save button on the toolbar.

To cancel any changes you have made to the Delegate Place you must choose the Cancel button on the toolbar.

Cancel will not cancel any changes you have already made on the Delegate Place Maintenance - Costs Tab or Delegate Place Maintenance - Actions Tab as these details are saved immediately when you add, update or delete a record.


Delegate Place Maintenance - Main Tab

Applies to: Simply Training only

This tab shows the basic information regarding the Delegate (Employee) and the Course.  Only two of the fields can be amended:

Status This is the Status of the Delegate Place.

Notes Use this free hand text area to make any comments you wish to associate with this Delegate Place.


Delegate Place Maintenance - Costs Tab

Applies to: Simply Training only

This tab allows the maintenance of the Delegate-Level Costs, i.e. you maintain Costs here which are credited to a particular Delegate Place.  On this tab is also information held by the system on the Total credited to the Delegate Place.  Until Costs are assigned, the screen will be empty except, in read only mode, a zero total will be shown.

The Add button allows new Costs to be assigned to the Delegate Place. See Adding Training Costs.

The Update button allows you to amend all fields to any highlighted cost line.

The Delete button allows you to delete any highlighted cost line, the system will prompt you before doing this.


Delegate Place Status

Applies to: Simply Training only

If the Course Status of the associated Course is ‘Scheduled’, this Delegate Place Status can be manually changed between ‘Scheduled’ and ‘Cancelled’.  If the Course Status is ‘Cancelled’, this Status will be fixed as Cancelled.  If the Course Status is ‘Completed’, this Status will similarly be fixed.


Absence Reasons

Applies to: Simply Personnel only

These are used on the Employee Maintenance Absence tab, and reported on by Holiday and Absence Reports.

The valid entries for an Absence Reason field are set up under Table Maintenance, and take values such as "Sickness", "Unpaid Leave", "Bereavement", etc.


Disciplinary Action

Applies to: Simply Personnel only

These are used on the Employee Maintenance Disciplinary tab, and reported on by Disciplinary and Grievance Reports.

The valid entries for a Disciplinary Action are set up under Table Maintenance, and take values such as "Verbal Warning", "1st Written", "Final Written", "Termination", etc.


Notes Categories

Applies to: Simply Personnel only

These are used on the Employee Maintenance Notes tab, and are reported on by the Notes Report and the Action Diary.

The valid entries for a Notes Category are set up under Table Maintenance, and may be used for Notes such as "Pay Related", "Qualifications", "Commission Details", etc.


Home Status Types

Applies to: Simply Personnel only

These are used on the Employee Maintenance Address Tab.

The valid entries for the Home Status field are set up under Table Maintenance, and take values such as "Owner", "Tenant", "With Parents", etc.


Benefits

Applies to: Simply Personnel only

These are used on the Employee Maintenance Benefits 2 Tab, and reported on by the Benefits List Report.

The valid entries for Benefits are set up under Table Maintenance, and take values such as "Luncheon Vouchers", "Nursery Place", "Portable Phone", "School Fees", etc.


Ethnic Origin

Applies to: Simply Personnel and Simply Recruitment only

These are used on the Employee Maintenance Main (Personal Details) Tab (Simply Personnel), and reported on by the Analysis Reports and Analysis Charts.

In Simply Recruitment they are used on the Applicant Maintenance – Personal tab and are reported on using the Recruitment Administration Reports.

The valid entries for Ethnic Origins are set up under Table Maintenance, and take values such as "British", "African", "Indian", etc.


Titles

Applies to: Whole Simply Personnel Suite

These are used on the Employee Maintenance Main (Personal Details) Tab and on the Applicant Maintenance Main (Basic Details) Tab and the Applicant Maintenance – Reference 1 and Reference 2 tabs.

The valid entries for Titles are set up under Table Maintenance, and take values such as "Mr", "Mrs", "Ms", "Dr", etc.


Posts

Applies to: Simply Personnel and Simply Recruitment only

These are used on the Employee Maintenance Work tab and Job History tab, and reported on by the Management Reports (Simply Personnel). In Simply Recruitment they are used on the New Vacancy wizard and are displayed on the Applicant Maintenance – Main tab and Vacancy Maintenance – Main tab for reference only.

The valid Posts are set up under Table Maintenance. Enter a Post Description. Select whom the Post Reports To from the drop-down list  (this can be left blank if the Post does not Report to anyone). Enter the number of Positions that are available for this Post; this is the number of Employees that can have this Post as their current Job History record simultaneously. Simply Personnel will prevent the maximum number of Positions for that Post from being exceeded.  Enter the number of people who job share (Shares) this post. This will default to 1, i.e. no sharing of this Post, but any number can be entered here.


Shift Patterns

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Job History Tab.

The valid Shift Patterns are set up under Table Maintenance, and are used to indicate normal working hours, or shift patterns. They should consist of values such as: "Normal Day", "Double Shift Day", "Night Shift", etc.


Salary Bands

Applies to: Simply Personnel and Simply Recruitment only

These are used on the Employee Maintenance - Job History Tab (Simply Personnel) and the Vacancy Maintenance – Main Tab (Simply Recruitment).

The valid Salary Bands are set under Table Maintenance, and one is associated with each job record.  Each salary band has an upper limit and a lower limit. This is optional and can be left blank. If you assign a Salary Band to an Employee then the Employee's salary must fall between these two limits.

Simply Personnel will prevent you making any changes to an existing Salary Band if you have Employees using that Band and making the changes mean that the Employee's salary then falls outside the band.


Leaving Reasons

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Leaver Tab, and reported on by the Analysis Reports.

The valid entries for Leaving Reasons are set up under Table Maintenance, and take values such as "Promotion", "Moved Away", "Retired", etc.


Qualifications

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Qualifications Tab, and reported on by the Qualifications Report.

The valid entries for Qualifications are set up under Table Maintenance, and take values such as "O" Level, "A" Level, "Degree", etc.


Qualification_ Subjects
Qualification Subjects

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Qualifications Tab, and reported on by the Qualifications Report.

The valid entries for Qualification Subjects are set up under Table Maintenance, and take values such as "English", "Maths", "Chemistry", etc.


Qualification_ Grades
Qualification Grades

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Qualifications Tab, and reported on by the Qualifications Report.

The valid entries for Qualification Grades are set up under Table Maintenance, and take values such as "A", "B", "C", "Pass", etc.


Payroll Export Profiles

Applies to: Simply Personnel only

The Export Profile Maintenance option, under Table Maintenance, will allow you to define the format of the file that will be exported from Simply Personnel . You can Add a new profile, Update an existing profile, or Delete a Profile

Adding a New Profile

Add a Profile Name, which will identify this profile when you are exporting the file.

Select the Payment Frequency from the drop-down list.  This can be day, hour, month, week or year.  This information is associated with an Employee’s current salary record on the Employee Maintenance - Salary History Tab.

Select an Employee Type from the drop-down list.  This can be New, Updated, Leaver or Deleted.

Click on the Add button.  You will now be able to select what fields you want to export from the Employee, Job History, and Salary History tables.

Select an order. This will determine the order that your fields will be exported in.

Updating an Existing Profile

Select the profile you want to update and then click on the Update button. Select the Payment Frequency from the drop-down list box.

Select the Employee Type from the drop-down list box.

Note:  When one of these is selected, the contents of the Fields To Export box will change to indicate those fields that are to be exported for that particular type.

Use the Add button to add a new field to export from the Employee, Job History or Salary History tables.  You need to also enter the order you want to export these fields.

Use the Delete button to remove the field from the export list.

Use the Update button to change a field's order in the export file.  You will not be able to change the field being exported.

If you select a used field and an unused order, you will be asked whether you want to export this field more than once.  If you do, then you will be allowed to do so providing the orders are different.

If you select a used field and a used order, then an error message will be displayed informing you that the order belongs to a different field. If the order belongs to the same field, then you will be prompted to confirm that you wish to export it more than once. If you do then you will be told that you need to change the order.

Deleting a Profile

If you want to delete a Profile Name, select the profile that you want to delete and then click on the Delete button.


Salary Grades

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Salary History Tab.

Each salary record can have a Salary Grade associated with it.  This is optional and can be left blank.  When a Salary associated with a Grade is updated, then the User will be warned that they must run the Global Pay Update facility to upgrade all the Employee's pay to use the new value if they are using that particular Grade.

The valid entries for Salary Grades are set up under Table Maintenance.


Employee Search

Applies to: Simply Personnel and Simply Training

To select an existing Employee, choose the ‘Employee Maintenance’ option from the File menu (ALT,F) or click on the ’Open File’ icon on the toolbar. The Employee Search Window will be displayed.

This window allows you to either directly enter an Employee ID (Employee number), or enter a Surname, or part of a Surname.  This will list all Employees whose Surname starts with the characters entered. You may then add further search criteria by using the Date Tab to control how the search will select an Employee other than by Surname or part Surname. That is, all Employees or enter a particular Starting Date or Leaving Date, or those Employees who have Started or Left during the number of days you enter. Use the Work Tab to include in the search the Reports To field and the Employment Type. Also use the Dept/Loc Tab to include in the search Department and/or Location of an Employee and also their Post within the organisation.

The results will be listed in the Search Results window. These results can be sorted by clicking on the column headings.

Double click on any Employee to access that record, or select all or some to open multiple records (no greater than 10 records).

The ‘Clear All’ button clears away all search criteria.

You may Print the results of the search by clicking on the ‘Print’ button. Alternatively, you may Export the search results to a disk file. This can be useful for loading the information into another application. Simply Personnel allows the information to be saved as either a Tab Delimited ASCII Text file (.txt), or as a Comma Separated Variable file (.csv).


Employee Tree

Applies to: Simply Personnel and Simply Training

The Employee Tree tab allows you to select an Employee by either their Surname, Firstname, or Employee ID.  Click on the small box with the ‘+’ sign to open up the list.

Once an Employee has been selected, you will be shown the Employee Maintenance window for that Employee where you can view their details, make changes to them and add additional details.


Departments

Applies to: Simply Personnel and Simply Recruitment only

These are used on the Employee Maintenance - Work Tab (Simply Personnel) and the Vacancy Maintenance – Main Tab (Simply Recruitment) and are fundamental to most of the selection criteria on the Simply Personnel Reports.  They are also the basis, with Locations, of one of the Security mechanisms (Simply Personnel only).

The valid Departments are set up under Table Maintenance and can be given a full description, as well as a code that is used, for example, to fill lists so that the required Department can be selected.


Locations

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Work Tab (Simply Personnel) and the Vacancy Maintenance – Main Tab (Simply Recruitment) and are fundamental to most of the selection criteria on the Simply Personnel Reports.  They are also the basis, with Departments, of one of the Security mechanisms (Simply Personnel only).

The valid Locations are set up under Table Maintenance and can be given a full description, as well as a code that is used, for example, to fill lists so that the required Location can be selected.


Time Periods

Applies to: Simply Personnel only

These are used against Salaries on the Employee Maintenance - Salary History Tab, and hence are important for the Pay and Benefits Reports and the Payroll Interface.

The valid Time Periods are set up under Table Maintenance, and take values such as "Year", "Week", "Hour", etc.


Employment Types

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Work Tab, and reported on by the Employment Details Report.

The valid Employment Types are set up under Table Maintenance, and take values such as "Full time"; "Part time", "1 Year Contract", "2 Year Contract", etc.


Employee Training Reports

Applies to: Simply Training only

The Employee Training Reports Menu contains the following Reports:

Training Details Report

Training Needs Report


Training Details Report

Applies to: Simply Training only

Simply Training provides a Training Details report. This reports on all of the Training Courses held in the Course Diary.

For details on how to complete the selection criteria for this Report see the following topics:

Training Details/Needs Report - Employee Filter Page

Course Filtering - Main Page

Course Filtering - Date Page

Course Filtering - Advanced Page


Training Needs Report

Applies to: Simply Training only

Simply Training allows you to print a report which shows employee training needs.

For details on how to complete the selection criteria for this Report see the following topics:

Training Details/Needs Report - Employee filter Page

Training Needs Report - Date Page

Training Needs Report - Advanced Page


Training Needs Report - Date Page

Applies to: Simply Training only

All Needs Show all training needs.

Needs with target date up to Show only those training needs up to the date specified.


Training Needs Report - Advanced Page

Applies to: Simply Training only

Show completed training needs Shows the completed training needs if selected.

Show outstanding training needs Shows the outstanding training needs if selected.


Standard Courses Report

Applies to: Simply Training only

This report allows you to print a report which will list all Standard Course details in Course Code order.  You can choose to include those Standard Courses which have been allocated as not “In Use”.


Course Booking Report

Applies to: Simply Training only

Simply Training provides a Course Booking Report.  This reports on the actual bookings against a specific Course, showing whether a Course is under-booked or over-booked, along with the number of places allocated and status.

For details on how to complete the Course Filtering tabs see:

Course Filtering - Main Page

Course Filtering - Date Page

Course Filtering - Advanced Page

Course Filtering - Booking Page


Courses (Simply Personnel)

Applies to: Simply Personnel only

Simply Personnel provides the ability to record basic Training information. The Courses are set up under Table Maintenance and recorded on the Employee Maintenance - Training Tab.


Marital Status

Applies to: Simply Personnel and Simply Recruitment only

These are used on the Employee Maintenance - Main (Personal Details) Tab (Simply Personnel) and the Applicant Maintenance – Personal tab (Simply Recruitment).

The valid entries for Marital Status are set up under Table Maintenance, and take values such as "Single", "Married", "Divorced", "Separated", etc.


Nationality

Applies to: Simply Personnel Simply Recruitment only

These are used on the Employee Maintenance - Main (Personal Details) Tab (Simply Personnel) and the Applicant Maintenance – Personal tab (Simply Recruitment).

The valid entries for Nationality are set up under Table Maintenance, and take values such as "British", "French", "American", "Indian", etc.


Relationships

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Next Of Kin Tab.

The valid entries for Relationships are set up under Table Maintenance, and take values such as "Father", "Mother", "Wife", "Aunt", etc.


Religion

Applies to: Simply Personnel only

These are used on the Employee Maintenance - Main (Personal Details) Tab.

The valid entries for Religion are set up under Table Maintenance, and take values such as "Catholic", "C of E", "Hindu", etc.


Analysis Codes 1 & 2

Applies to: Simply Training and Simply Recruitment

Simply Training and simply Recruitment allows costs to be assigned to two separate Analysis Codes, which can then be used as further parameters when reporting.  These are referred to as “Analysis Code 1” and “Analysis Code 2”, but can be populated with analysis information of your choice, e.g. Departments and Locations, type of Training. Recruitment and Financial Cost Centres, etc.


Employee Maintenance - Extended Training Tab

Applies to: Simply Training only

Simply Training is a system which allows the User to create and store information regarding Training Courses and Delegate Places, with other functionality attached to these.  Therefore, a more comprehensive Training Tab Folder is available for use within Simply Training.

For further information on the Extended Training Tab see:

Employee Maintenance - Training Needs Tab

Employee Maintenance - Training Profiles Tab


Employee Maintenance - Training Needs Tab

Applies to: Simply Training only

This tab shows a list of Needs that have been identified as Training Needs for an Employee.  It lists the Training Needs along with a Target Date for that Need to be fulfilled and a Status showing whether or not the Need is Completed or still Outstanding.  On this tab you can Add, Update or Delete.

Add To add a new Training Need to an Employees record click on the Add button.  You will be given the following window to complete.

Training Need – Standard Select this option button in conjunction with the drop down list to identify the Training Need for an Employee,

Select the Ad Hoc option button if the Training Need is a one off.  The text box must be filled in with the description of the Training Need.

If a Standard Training Course exists for the Standard Need then this tab is complete so press the OK button.  If the Training Need is Ad Hoc, you are required to fill in the rest of the tab.

Course Type – None Use this if the Course has not yet been identified or is not yet set up on the system via the Standard Course option in Table Maintenance.

Standard Course Use this along with the drop down list to fill in the Course Code and Description.

Non Standard Course Use this option to select a Non Standard Course, which must already have been set up in the Course Diary.

Target Date Enter the date by which the Training Need should be satisfied, i.e. the date by which the Employee should have attended a Course.

Status Defaults to Outstanding but can be changed to read “Completed”. This is useful if setting up a historic record of the Employee’s Needs.

Notes Enter any additional notes that you wish to associate with this record.

Click on OK when all details are complete and the ‘Need’ will be written to the Employee’s record.

Update To Update an existing record, highlight the ‘Need’ and press the Update button.  You will be presented with the above ‘Enter Details’ window with the Need information in the fields.  The information can then be amended.

Delete Use this to delete a Training Need.  The system will prompt you first before deleting.


Employee Maintenance - Training Profiles Tab

Applies to: Simply Training only

An Employee’s Training Profile is where Training Needs have been identified and are attached to their record.  A profile is a set of Training Needs linked together under one name and can be applied to multiple Employees who all have the same set of Needs.  This tab lists the name of the Profile, how many Needs are contained within the Profile and the number completed, represented as both a number and as a percentage.

To Add a new Profile, press the Add button.

TNA Profile From the drop down list, choose a Profile, which is maintained via the Table Maintenance option. To apply it to the Employee, press the OK button and it will be listed on screen in the Profile tab. It will also show, but as a list of individual Needs, on the Training Needs Tab.

If you try to apply a Profile which contains a Need, which has already been applied to the Employee on the Employee Maintenance – Training Needs tab as a separate Need, you will get the message box shown below.

If you press No, the action is cancelled and the Profile is not assigned.  If you press Yes, the Profile is applied and listed on the Training Profile tab. The Training Needs, which were already listed as ‘Outstanding’, remain unchanged on the Training Needs Tab.

If, however, a Training Need’s status is ‘Completed’ and you apply a Profile which contains this need, and you press Yes after receiving the above message box, then the Profile is applied but is instantly up-dated to show the completed need.

Delete If you wish to delete a Profile from an Employee’s record, press the Delete button.  You are given a choice of either removing the Profile from the Training Profile tab, along with the Training Needs from the Training Needs tab, or you can dissociate the Profile from the Training Needs tab. This is done by checking or unchecking the Training Needs listed against the Profile in the Outstanding Training Needs window.

If you want to delete a Profile that has been partly completed, you may do so but only those Training Needs outstanding will be listed for checking or unchecking in the Outstanding Training Needs window.  The completed Training Needs remain listed on the Training Needs tab as ‘Completed’.  It can be deleted from there, if you wish.


Cost Type

Applies to: Simply Training and Simply Recruitment

Simply Training requires Cost Types to be set up so that costs can be allocated to a Budget Holder and to the Budget Type. Examples of Cost Types could be Accommodation, Lunch, Dinner, Course Materials, etc.

Add Use the Add button to add a new Cost Type to the list.  This list will be available to you as a drop down list to add costs on the Course Maintenance Cost Tab and on the Delegate Place Maintenance Cost Tab.

Update The Update button allows you to specify whether or not the Cost Type is in use, i.e. this Cost Type is an allowable cost and can be allocated costs against it.

Delete Use this button to delete a Cost Type. If costs have been allocated against it, it cannot be deleted. You will get a warning message from the system.

Simply Training provides comprehensive analysis of Training Costs. These can be held both at Delegate-Level and at Diaried Course-Level.

Simply Recruitment requires Cost Types to be set up so that costs can be allocated against both Vacancies and Applicants . An example of a Cost against a Vacancy would be the Advertising Costs.  A Cost against an Applicant could be Travel Expenses.

Add Use this button to add a new Cost Type to the table.

Update Use this button to up-date the information held in the table.

Delete Use this button to delete a Cost Type.


Budget Year

Applies to: Simply Training only

Used to set up and maintain Budget Years with a Start and End Date and a number of Periods within that Budget Year.  The Periods can be set at a user-defined regularity, e.g. 12 periods for monthly accounting or 2 periods for bi-annual accounting.  Furthermore, the periods within a Budget year need not be of the same size, this is to allow for flexible budgeting.

Use the Add button to add a new Budget Year.  You will be given a Budget Year Maintenance window to complete.  The first tab needs the following information completing:

Budget Year Enter the Budget Year here.

Start Date Enter the Start Date of the Budgeting Year.

Period Enter the number of Periods in the Budgeting Year.

On the second tab, the Periods tab, the system allows you to set up the Start Dates and End Dates of the Periods specified on the Main tab. If you specified 12 Periods, you will, by default, have 12 Start Dates and End Dates to set up.  They do not have to be uniform periods of time.

If you do not set the same number of Periods as specified on the Main tab, you will be given a warning and not allowed out of Budget Year Maintenance until you have completed the required number of Periods.

Once the Periods have been entered, press the OK button.  The Budget Year Maintenance window will be updated with the new budget.


Budget

Applies to: Simply Training only

Once Budget Holders, Budget Types and Budget Years have been set up, Simply Training will allow you to assign a Training Budget for each Budget Holder to each of the Budget Types assigned to them.

For example, a Section Manager has been allocated one Budget Type of Health & Safety.  To this a Budget of £12,000 has been assigned over 4 Periods (quarterly) making the Training Budget £3,000 per quarter.

Add Use this button to add a Budget to a Budget Holder.  You will be given a ‘New Training Budget’ window to complete with the following fields:

Budget Year Choose the new Budget Year you are setting up from the drop down list.

Budget Holder Choose a Budget Holder’s name from the drop down list available to you.

Budget Type Choose a Budget Type from the drop down list.

Once you are satisfied with the Training Budget set up, press the OK button.  You will be presented with a Training Budget Maintenance window to complete.  The Main tab is read only mode.  The next step is to allocate a Budget Amount on the Periods tab.

Auto-split The Periods Tab shows the Periods formerly set up in Budget Year Maintenance with zero amounts. By pressing the Auto-split button, you are asked to enter the amount of Budget this Budget Holder has been allocated against a Budget Type.  Press the OK button once an amount has been entered.  The Periods tab is updated with the Budget being equally split over the specified Periods.  For example, a Budget of £25,000 auto-split over 12 Periods is an allocation of £2,083.33 per Period.

You may update the amount of any Period by highlighting it and pressing the Update button.  Simply Training allocates the new amount but does not re-adjust the rest of the periods.  The new amount is now included in the Total Budget.

These new details are now listed on the Training Budget Maintenance window.


Training Provider

Applies to: Simply Training only

This is a maintainable table containing the names and addresses of organisations whom are known providers of Training Courses.  Used when the Standard Course is an External Course, or when it is an internal provider, such as a department within the company.

Use the Add button to place a training organisation into the table.  You will be given two tabs to complete. The first tab contains the Provider Name, Contact Name, Telephone, Fax and E-mail information; the second tab contains the Provider’s full address.

When completed, press the OK button.  The details are now in the table.

You can Update a Provider’s details and you can also Delete a Training Provider.  If the provider is in use then it cannot be deleted.  The system will warn you.


Employee Maintenance - Simply Training Main Tab

Applies to: Simply Training only

(If Simply Personnel is licensed, this tab will not be shown, as all details on it will be maintained by Simply Personnel)

Simply Training allows you to record necessary details about your employees including their training records.

Main Details This screen allows you to store personal Employee details, such as the Employee Name, etc.  You cannot leave the Employee Surname, Forename and Date Commenced fields blank on this screen (known as mandatory fields).

Employment Details – Date Commenced Enter the date the Employee started employment with the organisation. This is a mandatory field. Use the button to the right of the date field to bring up a calendar to assist in entering the date. The system will warn you if the date is more than one month ahead of, or before, the current date.

Security Level Enter a Security Level allocated to the position of this Employee.  Security Levels should be decided prior to entering Employee information.

When an Employee leaves the organisation, you will need to update their record by completing the remainder of this section.

Left This check box allows you to mark an employee as a Leaver. Leavers can be reported on, but are not part of the employee count on your licence details and will not appear on the Employee search list by default.

Date Left Enter the leaving date.

Reason You may enter a reason for leaving from the drop down list, or you may leave it blank.

Re-employ Tick this check box if, as an organisation, you would consider re-employing the leaver.

Simply Training allows you to store more details, i.e. Training details, against an Employee, using the following tabs:

Employee Maintenance - Training Needs Tab

Employee Maintenance - Training Profiles Tab

Employee Maintenance - Training Tab


Training Budget Report

This Report gives a break down of the Training Budgets.  The selection criteria is split down into:

Budget Year  Choose the year from the drop down list on which you want to report on.

Up To Period  This field enables you to control the time periods you report on, i.e. quarterly.

Budget Holder  Select the Budget Holder upon whom you wish to report from the drop down list.

Budget Type  Also, select the Budget Type you wish to report on.


Cost Analysis Summary Report

Applies to: Simply Training only

This Report allows for the analysis of costs in a chosen period by Analysis Codes. If you have elected not to set up and use the Analysis Codes, then you cannot use this Report.  An alternative is the Cost Detail Report.

Start Date Choose a start date for the analysis.

End Date Choose an end date for the analysis.

Grouping Decide on how you want your data grouping within the analysis code criteria. You can either group by Analysis Code 1 only, or group by Analysis Code 1 broken down by Analysis Code 2, or group by Analysis Code 2 only.


Cost Detail Report

Applies to: Simply Training only

You can report on Costs per Course within a chosen period with this Report.  You may also list Courses without any costs attached.

See the following as a guide to completing the selection criteria:

Course Filtering - Main Page

Course Filtering - Date Page

Course Filtering - Advanced Page

Course Filtering - Costs Page


Course Delegates Report

Applies to: Simply Training only

This Report provides details of which Delegates have been on which Courses.

See the following as a guide to completing the selection criteria:

Course Filtering - Main Page

Course Filtering - Date Page

Course Filtering - Advanced Page


Standard Training Needs Report

Applies to: Simply Training only

Simply Training allows you to print a Report which will list all Standard Training Needs identified by your organisation.

The only selection criteria you can choose is to include Training Needs that are not in use.


Course Booking

Applies to: Simply Training only

The Diary Training Course - Course Details allows Maximum and Minimum Places to be set against a Course when diaried, and the Course Maintenance - Details Tab allows this information to be maintained. If left as zero, no Course Booking facilities are provided for the Course.

On the other hand, if these are set, Bookings can be reported on by the Course Booking Report. The Course Diary will also provide information on Booking.

To set the Maximum and Minimum Places on a Course, if known, use the side arrows to enter the number of Places, or type them in directly.


Course Filtering - Costs Page

Applies to: Simply Training only

Check this box if you want to include Courses in the Report which have no costs assigned to them.


Training Details/Needs Report - Employee Filter Page

Applies to: Simply Training only

If you have a current Employee window open, and you select this report from the Reports Menu (ALT,R), you have the option of reporting on that Employee only, otherwise you may check the ‘All Employees’ option to report on all.


Delegate Place Maintenance - Actions Tab

Applies to: Simply Training only

As well as any Standard Actions that may have been automatically added to a Delegate, when diaried, this tab allows you to add and maintain further Delegate-Level Actions.

The Add button allows new Actions to be assigned to the Delegate.

The Update button allows you to amend all fields to any highlighted Action line.

The Delete button allows you to delete any highlighted Action line. The system will prompt you before doing this.


Delegate-Level Actions

Applies to: Simply Training only

This is a User maintainable table, which contains "Actions" that are applicable to individual Delegates attending a specific Course. For example, "Confirm attendance of Course", "Return Course Evaluation Form", etc.

Add Press the Add button to place a new Action into the Delegate Level Action Maintenance list.

Course Action Type in a Delegate Action and press the OK button.

Update The only update available to you is a tick box indicating whether the Action is 'In Use' or not.

Delete Press the Delete button to delete an Action. If the Action is in use, it cannot be deleted. The system will warn you.


Standard Training Needs

Applies to: Simply Training only

The Standard Training Needs table holds details of identified Training Needs so that they can be applied repeatedly and consistently to Employee Training Records.

Add To add a new Training Need, press the Add button.  You will be given the Standard Training Need Maintenance Main tab to complete.

Training Need Enter an identified Need here.

Course Type If a Standard Course exists, tick the appropriate button. If there is no Course identified at present, tick None. If there is a Course which can be applied to this Need, but will never be a Standard Course (only a one-off) tick the Non-standard Course button.

Course Code & Description If you tick the Standard Course option or the Non Standard Course option, the Course Code field and Description field become active.  You must now apply a Course Code from the drop down list that fits the Training Need.

When all details are complete, press the OK button.  The Training Need will be placed into the table.

Records may be up-dated by pressing the Update button.  Also, records may be deleted by pressing the Delete button, but if the record is in use, it cannot be deleted.  The system will warn you.


TNA Profiles

Applies to: Simply Training only

Training Needs Analysis (TNA) is where a number of related Training Needs are grouped together into profiles and assigned as one, e.g. an Induction Course, Basic First Aid, Health & Safety in the Workplace and Communication Skills might be the introductory profile given to a new starter.


Company Details

Applies to: Whole Simply Personnel Suite

From the Tables Menu (ALT,T) select Company Details.  Enter your Company details on the two tabs.


Course Diary

Applies to: Simply Training only

To use the Course Diary feature, select it from the View Menu (ALT,V).  This function allows an effective review of general information held on diaried Courses.

The Course Diary has a series of tabs on which to enter the selection criteria for listing or printing:

See Course Filtering - Main Page.

See Course Filtering - Date Page.

See Course Filtering - Advanced Page.

See Course Filtering - Booking Page.

Pressing the Show button displays the On Screen Course Diary.

Pressing the Print button displays the Printed Course Diary.


Course Diary - On Screen

Applies to: Simply Training only

This section describes the on-screen version of the Course Diary.  More details are listed on-screen than are printed, if you opt for the printed version.

The Courses are listed in chronological order, showing the Start Date, Course Code with its Description, Status, Duration, End Date, Administration, Delegates, Maximum Places, Minimum Places and Booking.  To process a Course, highlight it and press the Select button.  You are given the Course Maintenance - Main Tab where you can amend the Course.


Course Diary - Print

Applies to: Simply Training only

This section describes the print version of the Course Diary.

If you press the Print button at the Course Diary window, a Print Preview window appears where you can view and then print a Report of the Courses listed.


Course Action Diary

Applies to: Simply Training only

Select the Course Action Diary from the View Menu (ALT,V).  This function is available to enable effective policing of the Actions which have been set up against a Course.  It enables you to see, at a glance, what Actions require immediate attention.  The Course Action Diary window has two selection criteria for listing or printing:

Show All Actions Up To Enter a date here.  All Actions up to that date will be shown.

Show All Actions For Enter a number of days in the future for a list of Actions.

Pressing the Show button shows the On Screen Course Action Diary

Pressing the Print button shows the Printed Course Action Diary


Course Action Diary - On Screen

Applies to: Simply Training only

This section describes the on-screen version of the Course Action Diary.

The Course Actions are listed in chronological order, showing the Action Date, Course Code with its Description and the Action.  To process an Action, highlight it and press the Select button.  You are given the Course Maintenance - Actions Tab where you can amend the Action.


Course Action Diary - Print

Applies to: Simply Training only

This section describes the print version of the Course Action Diary.

If you press the Print button at the Course Action Diary window, a Print Preview window appears where you can view and then print a Report of the Actions listed.


Delegate Action Diary

Applies to: Simply Training only

Select the Delegate Action Diary from the View Menu (ALT,V).  This function is available to enable effective policing of the Actions which have been set up against a Delegate.  It enables you to see, at a glance, what Actions require immediate attention.  The Delegate Action Diary window has two selection criteria for listing or printing:

Show All Actions Up To Enter a date here.  All Actions up to that date will be shown.

Show All Actions For Enter a number of days in the future for a list of Actions.

Pressing the Show button shows the On Screen Delegate Action Diary

Pressing the Print button shows the Printed Delegate Action Diary


Delegate Action Diary - On Screen

Applies to: Simply Training only

This section describes the on-screen version of the Delegate Action Diary.

The Delegate Actions are listed in chronological order, showing the Action Date, Employee ID, Employee, Action and Course Code.  To process an Action, highlight it and press the Select button.  You are given the Delegate Place Maintenance - Actions Tab where you can amend the Action.


Delegate Action Diary - Print

Applies to: Simply Training only

This section describes the print version of the Delegate Action Diary.

If you press the Print button at the Course Action Diary window, a Print Preview window appears where you can view and then print a Report of the Actions listed.


Employee Reports

Applies to: Simply Personnel only

The Employee Reports Menu contains the following Reports:

Employee Details

Internal Phone List

Phone List By Department/Location

Emergency Contact List

Notes Report


Training Administration Reports

Applies to: Simply Training only

The Training Administration Reports Menu contains the following Reports:

Standard Courses Report

Course Booking Report

Training Budget Report

Cost Analysis Summary Report

Cost Detail Report

Course Delegates Report

Standard Training Needs Report


Getting Started

Applies to: Whole Simply Personnel Suite

Entering Your User ID And Password

Changing Your Password

Closing the System


Financial Summary Reports

Applies to: Simply Recruitment only

The Recruitment Financial Summary Reports Menu contains the following Reports:

Cost Type Analysis Report

Vacancy Cost Details Report

Cost Type Analysis by Vacancy Report

Analysis Code Summary Report

Cost Type Analysis Summary Report

Cost Type Analysis by Vacancy Summary Report


Cost Type Analysis Report

Applies to: Simply Recruitment only

This Report will analyse by Cost Type per Vacancy. Listed by Cost Type.  For example, allows you to analyse each Cost Type you have set-up, giving totals against each Cost Type. The selection criteria is split down into:

Cost Type Choose a Cost Type you wish to report on from the drop down list, or leave the default <<ALL>> to report of all Cost Types.

Vacancy Reference Enter the Vacancy Reference you wish to report on.  Wildcard searches may be performed, e.g. AD*.

Post Enter the Post description here, selected from the drop down list, or leave the default <<ALL>> to report on all Posts.

Date Range You may wish to enter a Date Range for reporting on.


Vacancy Cost Details Report

Applies to: Simply Recruitment only

This Report splits the Costs allocated to a Vacancy between the Applicants and Vacancy.  This enables you to see the separated Costs per Vacancy.  The selection criteria is split down into:

Vacancy Reference Enter a vacancy Reference from the drop down list.  Wildcard searches may also be performed, e.g. DEV*.

Post Select a Post description from the drop down list.

Vacancy Status Decide which Status you wish to report on.  You may choose one, two or all three of the options.

Date Range If you want to report on a specific period, enter the Date Range here.


Cost Type Analysis by Vacancy Report

Applies to: Simply Recruitment only

This Report allows you analyse Cost Types per Vacancy, listed by Vacancy.  For example, allows you to see what type of Costs have been allocated to a particular Vacancy.  The selection criteria is as follows:

Vacancy Reference Enter the Vacancy Reference you wish to report on.

Post Enter the Post description here.

Cost Type Choose a Cost Type you wish to report on.

Date Range You may wish to enter a Date Range for reporting on.


Analysis Code Summary Report

Applies to: Simply Recruitment only

This Report allows for the analysis of Costs in a chosen period by Analysis Codes.  If you have elected not to set-up and use the Analysis Codes then you cannot use this Report.  The selection criteria is as follows:

Start Date Choose a start Date for the analysis.

End Date Choose an End Date for the analysis.

Grouping Decide on how you want your data grouping within the Analysis Code criteria.  You can either group by Analysis Code 1 only, or group by Analysis Code 1 broken down by Analysis Code 2; or group by Analysis Code only.


Cost Type Analysis Summary Report

Applies to: Simply Recruitment only

This Report allows you to report on Cost Types per Vacancy, listed by Cost Types as a summary.  For example, this gives total costs against a Cost Type by Vacancy.  The election criteria is as follows:

Cot Type Enter a Cost Type from the drop down list.

Vacancy Reference Enter a Vacancy reference from the drop down list.

Post Select a Post description from the drop down list.

Vacancy Status Decide which Status you wish to report on.  You may choose one, two or all three of the options.

Date Range If you want to report on a specific period, enter the Date Range here.


Cost Type Analysis by Vacancy Summary Report

Applies to: Simply Recruitment only

Here, you may report on Cost Types per Vacancy, listed by Vacancy as a summary.  For example, this reports on the Cost Types used against a Vacancy.  The selection criteria is as follows:

Vacancy Reference Enter a Vacancy reference from the drop down list.

Post Select a Post description from the drop down list.

Vacancy Status Decide which Status you wish to report on.  You may choose one, two or all three of the options.

Date Range If you want to report on a specific period, enter the Date Range here.


Recruitment Administration Reports

Applies to: Simply Recruitment only

The Recruitment Administration Reports Menu contains the following Reports:

Recruitment Gender Mix Report

Vacancy Details Report

Vacancy Summary Report

Recruitment Disabled Representation Report

Recruitment Ethnic Representation Report

Recruitment Age Profile Report


Recruitment Gender Mix Report

Applies to: Simply Recruitment only

The Gender Mix Report provides an analysis of the split between male and female applying for Vacancies within the organisation. This can be printed at Department and/or Location level.

Vacancy Ref Choose from the drop down list a Vacancy Reference, or leave at <<ALL>> to report on all Vacancies.

Applicant Source You may want to report on just one source of advertising material, or leave at <<ALL>> to report on all used Sources.

Department Select the Department you wish to report on, or leave at <<ALL>> to report on all Departments.

Location Choose the Location from the drop down list, or leave at <<ALL>> to report on all Locations.

Include Vacancy Status Decide on which reporting criteria you want to see in your Report.  Select one, two or all three of the potential Status Types.

Date Range You may want to prohibit the search by entering a time period.  Enter the Date Range here.


Vacancy Details Report

Applies to: Simply Recruitment only

This Report gives a breakdown of each Vacancy with details taken from the Vacancy Maintenance Tab Folder.  The selection criteria is as follows:

Vacancy Ref Choose from the drop down list a vacancy Reference, or leave at <<ALL>> to report on all Vacancies.

Department Select the Department you wish to report on, or leave at <<ALL>> to report on all Departments.

Location Choose the Location from the drop down list, or leave at <<ALL>> to report on all Locations.

Include Vacancy Status Decide on which reporting criteria you want to see in your Report.  Select one, two or all three of the potential Status Types.

Date Range You may want to prohibit the search by entering a time period.  Enter the Date Range here.

Details to Show A further feature of this Report is how you can control what is actually shown in the Report.  Press the Select All button to choose all options, or press the Clear All button to un-check the options so that you may pick individual options of your choice.


Vacancy Summary Report

Applies to: Simply Recruitment only

Here, you may produce a Report which will provide a means of identifying an overview of Vacancy details.  The selection criteria is as follows:

Vacancy Ref Choose from the drop down list a Vacancy Reference, or leave at <<ALL>> to report on all Vacancies.

Advert Source You may want to report on just one source of advertising material, or leave at <<ALL>> to report on all used Sources.

Department Select the Department you wish to report on, or leave at <<ALL>> to report on all Departments.

Location Choose the Location from the drop down list, or leave at <<ALL>> to report on all Locations.

The Include Summary range here is very specific and enables you to break down your report even further by including:

Equal Opps Summary Tick this option to include a report on the Equal Opportunities of your Applicants.

Applicant Summary/Inc Applicant Name Tick his option to include a detailed Applicant Summary, you may/may not wish to include the Applicant Name.

Include Vacancy Status Decide on which reporting criteria you want to see in your Report.  Select one, two or all three of the potential Status Types.

Date Range You may want to prohibit the search by entering a time period.  Enter the Date Range here.


Recruitment Disabled Representation Report

Applies to: Simply Recruitment only

Here, you may produce a Report which gives a break-down of Disabled and Able-bodied Applicant applying for jobs within the organisation.  He selection criteria is as follows:

Vacancy Ref Choose from the drop down list a Vacancy Reference, or leave at <<ALL>> to report on all Vacancies.

Applicant Source You may wish to break-down the Source, i.e. where the Applicants are getting their information from, or leave at <<ALL>> to report on all Applicant Sources.

Department Select the Department you wish to report on, or leave at <<ALL>> to report on all Departments.

Location Choose the Location from the drop down list, or leave at <<ALL>> to report on all Locations.

Include Vacancy Status Decide on which reporting criteria you want to see in your Report.  Select one, two or all three of the potential Status Types.

Date Range You may want to prohibit the search by entering a time period.  Enter the Date Range here.


Action

Applies to: Simply Recruitment only

This table is used to maintain a list of Actions which have been identified as being part of the Recruitment process.  Used on the Applicant Maintenance Actions tab.  Examples of Actions would be Send Application Form out, Application Form received, 1st Interview, 2nd Interview, etc.

Add Use this button to add a new Action.  You will be presented with an Action Maintenance window to complete.  See below.

Action Enter a description of the Action here.

Action Type Tick what type of Action you want this to be from the four options available.

Immediate Follow-On Action Within an organisation, there will be a particular ‘flow’ to the recruitment process.  Simply Recruitment allows this flow to be automated where possible.  It does this using Follow-On Actions.  If you tick this option, you will then select the Follow-On Action from the drop down list, and also an Owner for the Action.

Document Production You can specify here if the Action definition needs to generate a Document.  Choose the Template name from the drop down list of Templates previously set-up under Document Maintenance.

When all details are complete on this tab, and you have selected an Action Type which requires a Response, you now need to fill-in the details on the Response tab.

Response Time If you want the users, at the time of operating the system, to be able to change the Default Response Time set-up, then tick this box.  Enter the Default number of days you, as an organisation, are prepared to wait for a response.

Enter the likely Response to the Action in this field.

These Responses are maintainable by pressing the Add, Update, or Delete button.  Highlight the Action.  If you Add or Update, you will be presented with a Response Maintenance window.  If you want to Delete a Response, press the Delete button, but you cannot Delete a Response which is in use.  The system will warn you.


Rejection Reason

Applies to: Simply Recruitment only

When a Response is given to an Action , the Action may be Closed due to this Response.  It is at this point, the system will ask you if you wish to assign a Rejection Reason.  This table maintains the Rejection Reasons for this purpose.

Add Use this button to add a new Rejection Reason to the table.

Update Use this button to up-date the information held in the table.

Delete Use this button to delete a Rejection Reason


Advertising Provider

Applies to: Simply Recruitment only

This maintainable table contains names and addresses of organisation whom are known providers of Recruitment Advertising.

Add Use this button to add a new Provider to the table.

Update Use this button to up-date the information held in the table.

Delete Use this button to delete a Provider.


Source

Applies to: Simply Recruitment only

This maintainable table is used for recording the source of a job application.  It allows an organisation to monitor the effects of their advertising.

Add Use this button to add a new Source to the table.

Update Use this button to up-date the information held in the table.

Delete Use this button to delete Source.


New Vacancy Wizard

Applies to: Simply Recruitment only

The New Vacancy Wizard allows a new Vacancy record to be added simply, in a step-wise fashion, and quickly to the System.

The wizard will take you through the following step:

Vacancy Details


New Applicant Wizard

Applies to: Simply Recruitment only

The New Applicant Wizard allows a new Applicant record to be added simply, in a step-wise fashion, and quickly to the System.

The wizard will take you through the following steps:

Basic Details

Address Details

Personal Details

First Action Details - Recruitment


Vacancy Details

Applies to: Simply Recruitment only

This tab allows you to store Vacancy details, such as the Vacancy Reference, Post, Status, etc.  Enter the details in the window.  Simply Recruitment will not allow you to finish before all mandatory information has been entered.

Reference Enter a Vacancy Reference here.  This is a mandatory field, i.e. it must be filled in.

Post Enter the Post from the drop down list available.  This is a mandatory field.

Status The Vacancy Status.  Defaults to ‘Open’, but can be changed using the drop down list to ‘Suspended’ or ‘Closed’.

Application Closing Date Enter the Closing Date for the receipt of the Applicant Form.  This field is used in the Mail Merge process, is viewed on the Applicant Maintenance Actions tab and also through the Recruitment Diary.

Target Date to fill Vacancy For user maintenance only.  There is no system processing on this field.

Date Vacancy Created Defaults to today’s date, but can be changed.

Date Vacancy Closed When you change the ‘Status’ of the Vacancy to ‘Closed’, today’s date will automatically be applied to this field.  The date can be changed.

Location Select a Location from the drop down list.

Department Select a Department from the drop down list.

Salary Band Select the Salary Band appropriate for the Vacancy from the drop down list.

Specific Salary If there is a Specific Salary for the Vacancy, enter it here.


Vacancy Maintenance

Applies to: Simply Recruitment only

The Vacancy Maintenance tab folder displays all of the details of a Vacancy and allows these details to be maintained.

There are three ways to gain access to the Vacancy Maintenance tab folder:

1.	By accepting the offer to enter additional details immediately after adding a new Vacancy.

2.	By selecting the File, Vacancy Maintenance Menu option, and using the Vacancy Search window to find the desired vacancy.

3.	Through the Applicant Maintenance Applicant Maintenance tab folder, by pressing the Vacancy button.  This will take you into Vacancy Maintenance

The tab folder, itself, is made up of the following tabs:

Main

Advertising

Costs

Notes

Applicants

Open Actions

Mail Merge

Documents


Vacancy Maintenance - Main Tab

Applies to: Simply Recruitment only

This tab displays the Vacancy Reference and Post in read-only mode, i.e. you cannot access these fields from this window.  The rest of the fields are accessible and can be maintained from here.

All the information held on this tab was previously set-up as a New Vacancy.  See that section for field descriptions.


Vacancy Maintenance - Advertising Tab

Applies to: Simply Recruitment only

This tab allows the recording of Advertising details against the Vacancy record.  It shows the Date and Description of the Advert, the Provider and the Source used.

To add a new record to this tab, press the Add button.  You will be given an Advertising details window to complete, with the following fields:

Date Enter a Date which is appropriate to you, as an organisation, e.g. the date a cost was incurred for advertising, the date of the advert, etc.

Description Enter a Description of the type of Advertising

Provider If you have set-up the Provider Tables , choose a Provider from the drop down list.

Source Choose a Source from the drop down list.  This Source field is tied-up with the Source field on the New Applicant/Applicant Maintenance windows.  If the Sources do not match, the system will warn you of this by a ‘pop-up’ message.

When you have completed the fields, press the OK button, the Advert will be listed on the Advertising window.  From here you may Update or Delete a record by pressing the appropriate button.  You may also, from this window, maintain the Provider Press the Provider button.  You will be presented with an Advertising Provider Maintenance window to amend.  When you have finished amending, press the OK button.  You will be returned to the Advertising tab.


Vacancy Maintenance - Costs Tab

Applies to: Simply Recruitment only

This tab allows you to record Costs against the Vacancy.  This Cost tab also records Costs from the Applicant Cost tab and gives a grand total of all Costs.

To add new Costs, press the Add button.  You will be given a Cost Details window to complete with the following fields:

Date Enter a date the Cost was incurred.

Cost Enter the amount here.

Description Enter a brief description of the Cost.  (Maximum of 50 characters).

Cost Type Enter a Cost Type from the drop down list.

Analysis Code 1 & 2 if set-up, enter an Analysis Code 1 and 2 here.

Notes A further tab allows you to assign notes to this Cost.

Each Cost you enter is listed on the Cost tab.  This tab also displays the totals of Costs incurred at both Applicant level and Vacancy level with a grand total.  You may Update and Delete Vacancy level Costs which have already been added by using the Update or Delete buttons.


Vacancy Maintenance - Notes Tab

Applies to: Simply Recruitment only

This tab allows information to be recorded against the Vacancy.


Vacancy Maintenance - Applicants Tab

Applies to: Simply Recruitment only

This tab maintains a list of all Applicants who have applied for a specific Vacancy.  It lists the Reference number, the name of the Applicant, along with their Status, and the Rejection Reason, if they have been Rejected.

You can add a New Applicant at this stage, press the Add button.  The New Applicant window will open.

To amend and existing Applicant, press the Update button.  The Applicant Maintenance window will open.


Vacancy Maintenance - Open Actions Tab

Applies to: Simply Recruitment only

This tab is for viewing and responding to Open Actions which are against a particular Vacancy.  Open Actions are Actions which are current.

Open Actions are awaiting a response.  Once a response is given to an Open Action, the Action becomes Closed and cannot be read on this window.

This tab is very similar to the Actions tab in Applicant Maintenance, apart from you cannot Add a new Action here.  Should you need to Add a further Action, there is the capacity to be able to go to the Applicant Maintenance tab folder by pressing the Applicant button on the window.

To Respond to an Open Action, highlight the Action you wish to Respond to and press the Respond button.  You will be presented with a Respond to Action window to complete.

Enter the required Action Response from the drop down list.  If the Response has a Follow-On Action attached to it, this ill be listed in the Follow-On Actions window.  You may Add, Update or Delete the Follow-On Actions by using the appropriate buttons (you will be presented with an Action Details window to complete).  Press the OK button once you have chosen the correct Response.  This will take you back to the Open Actions tab, with the up-dated information.  If the Response you gave to the Action was to Close it, then it will no longer be listed on this window.

If your Response was to Close an Action, e.g. “Applicant does not met minimum criteria”, after being reviewed by the Human Resources Department, you may attach a ‘Rejection Reason’ as to why this Applicant did not met the criteria.  You are given a Rejection Reason window to complete.  Select the reason from the drop down list.  This reason can be read on the Applicant tab, or on the Applicant Maintenance Notes tab where it can be amended.


Vacancy Maintenance - Mail Merge Tab

Applies to: Simply Recruitment only

This tab allows the user to Produce, View and Delete Documents which have been generated against a Vacancy.  The data which is listed on this tab is both historical and current.

To Produce a Document, you may select one, some or all (Simply Recruitment can handle more than one type of Document), and press the Produce button.  You are taken through the Mail Merge wizard.

The View button gives the user the ability to open up a Document to view it, once it has been Produced, without going through the Mail Merge wizard.  It can be used to answer queries quickly over the telephone, for example.

The Delete option can be used purely to up-date the queue.  For example, you may have initiated an incorrect Document.  You do not want to mark it as ‘Produced’; nor do you want to leave it in this list forever.  Therefore use this option to remove the Document completely from the list.


Vacancy Maintenance - Documents Tab

Applies to: Simply Recruitment only

This tab allows you to link external documents to a Vacancy.  For example, you can link word processor Documents containing a Contract of Employment, Job Specification; or link expense spreadsheets; etc.

By double clicking on an item, you can automatically invoke the original Application that the Document was created with.  This allows you to easily manage and organise all of your Vacancy information directly from within Simply Recruitment.

Any type of document can be linked into Simply Recruitment.

Linking

A Linked document means that Simply Recruitment has established a link to the original document, therefore if the original document is changed, that change will be reflected whenever you access the document from Simply Recruitment.

Similarly, if the original document is renamed, moved or deleted, Simply Recruitment will no longer be able to access the document.

A linked document uses less disk space in the database because it is actually stored in another application.

To insert a document, press the Insert button.  You will be presented with the Insert Object window.  Tick the Create New option if the document has not yet been produced.  Or, tick the Create from File option if the document has already been created.  Type in the file name, if known, or you can use the Browse button to find the file.  Place a tick in the Link box to establish a link to the original document.  Press the OK button when completed.

You will now need to complete the Document Properties window:

Description Enter a valid description of the document here.

Notes You may attach any notes you wish here.

Press the OK button once complete.  The document is now placed and linked to the Vacancy.


Vacancy Search

Applies to: Simply Recruitment only

The Vacancy Search window is used to find Vacancies.  Simply Recruitment provides comprehensive search criteria: you may use one, some or all of these filters.  These filters can be set to aid your Search, which will restrict the Vacancies shown in the list when the Search button is pressed.  “Wildcards” may be used, i.e. *, ?.  The filters are split into the following:

Reference Enter part or all of a Vacancy Reference.

Post Select the Post from the drop down lit, or leave the default <<ALL>>, to search on all Vacancies.

Status Select the Status of the Vacancy from the drop down list, or change to <<ALL>>, to search on all Statuses.

Location Choose the Location of the Vacancy, or leave the default <<ALL>>, to search on all Locations.

Department Choose the Department of the Vacancy, or leave the default <<ALL>>, to search on all Departments.

Once you are satisfied with your search criteria, press the Search button.


First Action Details - Recruitment

Applies to: Simply Recruitment only

This window is only seen when entering a New Applicant.  It is the last window in the New Applicant Wizard process.

First Action Select an Action from the drop down list.  This Action selected will remain the Default Action each time this window is opened.  This Action is maintainable on the Applicant Maintenance Actions tab.

Owner Select an Owner from the drop down list, for example, an Owner being a member of the Recruitment Team, or a Section Manager.  The Owner will default to the Logon User.

Vacancy Closing Date Select this option if the Closing Date you wish to use is the actual vacancy Closing Date as specified on the Vacancy Maintenance Main tab.  You may use another date by selecting the Specific Date option and entering a date in that field.

Creation Narrative Enter any free hand text here.  This can be read on the Applicant Maintenance Actions tab.  (255 characters maximum).


Applicant Maintenance

Applies to: Simply Recruitment only

The Applicant Maintenance tab folder displays all of the details of an Applicant and allows these details to be maintained.

There are three ways to gain access to the Applicant Maintenance tab folder:

1.	By accepting the offer to enter additional details immediately after adding a New Applicant.

2.	By selecting the File, Applicant Maintenance Menu option, and using the Applicant Search window to find the desired Applicant.

3.	Through the Open Actions tab on the Vacancy Maintenance tab folder, by selecting an Applicant and pressing the Applicant button.  This will take you into Applicant Maintenance.

The tab folder, itself, is made up of the following tabs:

Main Tab

Address Tab

Personal Tab

Notes Tab

Costs Tab

Events Tab

Reference Tabs

Documents Tab

Actions Tab

Mail Merge Tab

The topic below will instruct you on how to convert an Applicant to an Employee. Simply Personnel must be licensed in order to do this.

Applicant to Employee Conversion


Applicant Maintenance - Main Tab

Applies to: Simply Recruitment only

This tab allows you to store the basic details of a New Applicant, such as their Surname, Title, which Vacancy they are applying for and their Source.

Applicant Ref This is system generated each time a ‘New Applicant’ wizard is completed.  It is counted in chronological order.

Surname The Applicant’s Surname. This is a mandatory field.  The system will automatically capitalise the Surname field for you.

Forename The Applicant’s Forename. This is a auto-capitalised mandatory field.

Other Names Any other or Middle Name(s).  (Auto-capitalise.)

Known As This will default to the Forename but can be amended to a desired name by the Applicant.

Title Select a Title from the list, e.g. “Mr” or “Miss”.  You do not need to use the mouse to select from the drop down list.  Instead, if you type the first letter of the title you want, this will appear in the field, e.g. type “D” for “Dr”.  If there are multiple entries in the list which begin with the same letter, e.g. “Mr”, “Miss”, etc, then repeatedly hitting the “M” key will scroll through the “M” list.

The system will auto-select Male/Female based on the Title field you selected, but can be changed.

Vacancy Ref Choose the Vacancy Ref from the drop down list.  This selection will automatically place a full description in the read-only Post field.  This is a mandatory field.

Source Enter the Source where the Applicant attained the Vacancy details, if known.

Enquiry Date Defaults to today’s date, but can be changed.

There is a subtle difference in windows when entering a New Applicant and maintaining that Applicant’s information.  When using this tab to maintain Applicant information there is a Vacancy button which enables the user to switch between Vacancy Maintenance and Applicant Maintenance.

To convert this Applicant to an Employee, choose the New Employee option from the File menu, or click on the first icon on the toolbar.


Applicant Maintenance - Address Tab

Applies to: Simply Recruitment only

This tab allows you to store the Address details and Contact details of a New Applicant and to maintain these details.

Address Enter the Applicant’s Address (up to 5 lines).  The system will automatically capitalise the Address fields for you.

Postcode Enter the Postcode.

Work Phone Enter Work telephone number.

Home Phone Enter Home telephone number.

Mobile Phone Enter Mobile telephone number.

Work E-mail Enter Work e-mail address.

Home E-mail Enter Home e-mail address.


Applicant Maintenance - Personal Tab

Applies to: Simply Recruitment only

This tab allows you to store Personal details regarding the Applicant and to maintain these details.

Date of Birth Enter to Applicant’s Date of Birth.  You may enter the year as either yy or yyyy, e.g. 98 or 1998.  (Use the button at the side of the field to bring up the calendar).  The Applicant’s age will automatically be calculated in years and months and displayed in the Age field (read-only mode).

Marital Status Enter the Marital Status from the drop down list.

Nationality Enter the Nationality from the drop down list.

Ethnic Origin Enter the Ethnic Origin from the drop down list.

Disabled Select this option button if the Applicant is Disabled.  This information can be reported on.


Applicant Maintenance - Notes Tab

Applies to: Simply Recruitment only

This tab allows you to store any information against the Applicant and to maintain these details.

Also on this tab the Rejection Reason is shown.  It is actually generated on the Vacancy Maintenance Open Actions tab,  but you may amend the details here from the drop down list.  The Rejection Reason would be up-dated on the Vacancy Maintenance Applicants tab.


Applicant Maintenance - Costs Tab

Applies to: Simply Recruitment only

This tab allows you to record Costs against the Applicant.  These Costs can also be viewed through the Vacancy Maintenance Costs tab.

Add To add a new Cost, press the Add button.  You will be given a Cost Details window to complete with the following fields:

Date Enter a date the Cost was incurred.

Cost Enter the amount here.

Description Enter a brief description of the Cost.  (Maximum of 50 characters).

Cost Type Enter a Cost Type from the drop down list.  This is a mandatory field.

Analysis Code 1 & 2 If set-up, enter an Analysis Code 1 and 2 here.

Notes A further tab allows you to assign notes to this Cost.

Each Cost you enter is listed on the Cost tab.  You may Update and Delete Costs which have already been Added.

Update Press this button to Update the Cost information.  You are presented with the Costs Details window.

Delete Use the Delete button if you wish to delete a Cost.  The system will prompt you for confirmation.


Applicant Maintenance - Events Tab

Applies to: Simply Recruitment only

There are two Events tabs, each able to record two events each.  They can be used as a electronic planner by the user to record forthcoming events relating to the Applicant, for example, the date of the first interview.  If used consistently, they can be used in the Mail Merge process, i.e. a letter template may be set-up to send interview details to the Applicant.  Unlike Actions, Events cannot be read on any other tab.  You will need to complete the following fields:

Type Enter the Type of Event you wish o record here

Date Enter the Date of the Event.

Time Enter a Time of the Event.

Location Enter the Location of the Event.  The organisation may have more than one office location in which an Event could take place.

Participants Enter the Participants’ names, Positions, etc. who will be taking part in the event.


Applicant Maintenance - Reference Tab
Applicant Maintenance - Reference Tabs

Applies to: Simply Recruitment only

There a two Reference tabs, each one allows the recording of a referee against the Applicant’s record.

To record the information, you must complete the following fields:

Name Enter the Referee’s name here.

Address Enter the Address.

Telephone  Enter the Telephone number.

Relationship Enter the Referee’s Relationship to the Applicant here, i.e. Employer, Friend, etc.


Applicant Maintenance - Documents Tab

Applies to: Simply Recruitment only

This tab allows you to link external documents to an Applicant.  For example you can link word processor documents containing offer letters, a contract of employment etc; or link expense spreadsheets; or link a scanned copy of the Applicant’s driving licence.

By double clicking on an item, you can automatically invoke the original application that the document was created with.  This allows you to easily manage and organise all of your Applicant information directly from within Simply Recruitment.

Any type of document can be linked into Simply Recruitment.

Linking

A Linked document means that Simply Recruitment has established a link to the original document, therefore if the original document is changed, that change will be reflected whenever you access the document from Simply Recruitment.

Similarly, if the original document is renamed, moved or deleted, Simply Recruitment will no longer be able to access the document.

A linked document uses less disk space in the database because it is actually stored in another application.

To insert a document, press the Insert button.  You will be presented with the Insert Object window.  Tick the Create New option if the document has not yet been produced.  Or, tick the Create from File option if the document has already been created.  Type in the file name, if known, or you can use the Browse button to find the file.  Place a tick in the Link box to establish a link to the original document.  Press the OK button when completed.

You will now need to complete the Document Properties window:

Description Enter a valid description of the document here.

Notes You may attach any notes you wish here.

Press the OK button once complete.  The document is now placed and linked to the Applicant.


Applicant Maintenance - Actions Tab

Applies to: Simply Recruitment only

Action defines where an Applicant is “at” in the recruitment process: what has happened to them along the way and what is planned in the future.  Actions are applied to Applicants.  Some Actions are completed immediately, other Actions take time and have a “Response”.  All Actions, which can be applied to an Applicant, are pre-defined in Table Maintenance.  You can edit the definitions of Actions or create new Actions.  You cannot apply an Action to an Applicant until the Action has been defined.

The Response, which can be given to an Action, comes from a pre-defined set of possible Responses set-up in Table Maintenance.  Each Action has its own set of allowed Responses.  Responses are not ‘shared’ between Actions.  You will not be allowed to choose a Response other than one pre-defined on the Action.

Also attached to a Response may be a “Follow-On Action”.  These are new Actions which are automatically triggered when a particular event occurs.

To Respond to an Action on this tab, highlight the Action and press the Respond button.  You will be presented with a Respond to Action window to complete.  Select the required response from the drop down list, to the Action which you selected.  If the Response has a Follow-On Action attached to it, this will list in the Follow-On Actions window.  You may Add, Update or Delete the follow-On Actions by pressing the appropriate button.  You will be given an Action Detail window to complete.

Enter any Narrative you wish to attach to this Action in the Closing Narrative window.  This can be read on the Action tab.

When you are satisfied with the Response, press OK.  The Respond to Action screen will be up-dated.

Any previous Narrative entered under Creation Narrative or Closing Narrative can be read using this option.  You can also add further text at this point.

You may also, at this point, Add further Actions.  You will be presented with a New Action window.

Select a new Action from the drop down list.  The rest of the screen is automatically filled-in with information pre-defined.  Press the OK button to accept.  This new Action will be listed on the Actions tab.

Once the Recruitment process has occurred, and a suitable Applicant has been offered a post, and accepted, this Applicant can then be converted into an Employee. The option to convert an Applicant to an Employee will only be enabled if Simply Personnel is licensed, and the User has permission to create New Employees. By pressing the Convert button you will be prompted by the system as to whether or not you wish to convert this Applicant. If you answer Yes, the New Employee window will open with the main details of the Employee transferred over from the Applicant details window. If you answer No, you will be returned back to the Actions tab.


Applicant Maintenance - Mail Merge Tab

Applies to: Simply Recruitment only

This tab allows the user to Produce, View and Delete Documents which have been generated against an Applicant.  The data which is listed on this tab is both historical and current.

To Produce a Document, you may select one, some or all (Simply Recruitment can handle more than one type of Document), and press the Produce button.  You are taken through the Mail Merge wizard.

The View button gives the user the ability to open up a Document to view it, once it has been Produced, without going through the Mail Merge wizard.  It can be used to answer queries quickly over the telephone, for example.

The Delete option can be used purely to up-date the queue.  For example, you may have initiated an incorrect Document.  You do not want to mark it as ‘Produced’; nor do you want to leave it in this list forever.  Therefore use this option to remove the Document completely from the list.


Applicant Search

Applies to: Simply Recruitment only

The Applicant Search window is used to find Applicants that have shown an interest in a particular Vacancy. Filters can be set to aid your Search, which will restrict the Applicants shown in the list when the Search button is pressed. The filters are split into either an ID number, if known, or the Surname, here you may enter just part of a name.


Recruitment Diary

Applies to: Simply Recruitment only

Select the Recruitment Diary from the View Menu (ALT,V).  This function is available to enable effective policing of the recruitment process.  It enables you to view a range of Actions which have been initiated, thus ensuring that targets are achieved.  The Recruitment Diary has two selection criteria for listing or printing.

Action Select an Action you wish to report on, or leave at <<ALL>> to report on all Actions.

Owner Select an Owner from the drop down list, an Owner being the person assigned to complete the Action.

Show actions up to Enter a date here.  All Actions up to that date will be shown.

Show actions for next Enter a number of working days here.  All Actions up to the number of days specified will be shown.

Show all overdue actions Tick this option for a list of all overdue Actions.

Pressing the Show button shows the On Screen Recruitment Diary.

Pressing the Print button shows the Printed Recruitment Diary.


Recruitment Diary - On Screen

Applies to: Simply Recruitment only

This section describes the on-screen version of the Recruitment Diary.

The Actions are listed in chronological order, showing the Action Date, the Action, the Vacancy Reference, the Applicant and the Owner of the Action.  To process an Action, highlight it and press one of the following buttons:

Applicant button will take you into the Applicant Maintenance Tab Folder where you can amend and up-date the information held there.

Vacancy button will take you into the Vacancy Maintenance Tab Folder where you can amend and up-date the information held there.

Narrative can be added here.  It can be read on the Vacancy Maintenance Open Actions tab and vice versa.


Recruitment Diary - Print

Applies to: Simply Recruitment only

This section describes the print version of the Recruitment Diary.

If you press the Print button at the recruitment Diary window, a Print Preview window appears where you can view and then print a Report of the Actions listed.


Mail Merge Queue

Applies to: Simply Recruitment only

This option is to help you effectively control Documents which have been placed in the Mail Merge Queue due to Actions being assigned to Applicants.

You will only ever see Documents in this queue which have not yet been produced.

As soon as a Document has been printed, it will be removed from this queue.  To actually view historical data regarding Documents, look on the Mail Merge tab in either the Vacancy Maintenance or the Applicant Maintenance Tab Folders.

To view the queue, go into the Documents Menu (ALT,D), Recruitment, Mail Merge Queue.  Select an Owner from the drop down list, and choose a Template (Document) name you wish to list.  Or, leave at <<ALL>> to list all Document Templates in the Queue.

Press the Show button for an on screen listing, or press the Print button to print the list.

From the on screen listing, you can Produce one or more Documents, Remove one or more Documents, go into Applicant Maintenance or Vacancy Maintenance, where you can view and amend details shown there.


Respond To Action

Applies to: Simply Recruitment only

This Respond to Action window allows the user to Respond to Actions.  The Response which can be given to an Action comes from a pre-defined set of possible Responses set-up in Table Maintenance.  Each Action has its own set of allowed Responses.  Responses are not ‘shared’ between Actions.  You will not be allowed to choose a Responses other than one pre-defined.

Choose a Response from the drop down list.

Closing Narrative Enter any Narrative you wish to attach to this Action here.  It can be read on the Actions tab.


Action Detail

Applies to: Simply Recruitment only

This tab allows the user to amend Follow-On Actions on the Actions tab.

The Action Details window has the following fields to complete:

Date You may change the pre-defined Date of a Follow-On Action but, bearing in mind that a sequence of events have been set-up and attached to the Action.

Owner You may change the Owner from the drop down list.

Creation Narrative Enter any Narrative you wish to attach to this Action here.  This can be read on the Actions tab.

Document Production If this particular Action has a Document attached to it, it will show in this field.  You may override it by un-checking the tick box.  Similarly, you may attach an Ad Hoc letter in this way.


Recruitment Age Profile Report

Applies to: Simply Recruitment only

The Age Profile Report provides an analysis of the age range of Applicants applying for Vacancies within the organisation. This can be printed at Department and/or Location level.

Vacancy Ref Choose from the drop down list a Vacancy Reference, or leave at <<ALL>> to report on all Vacancies.

Department Select the Department you wish to report on, or leave at <<ALL>> to report on all Departments.

Location Choose the Location from the drop down list, or leave at <<ALL>> to report on all Locations.

Vacancy Status Decide on which reporting criteria you want to see in your Report.  Select one, two or all three of the potential Status Types.

Date Range You may want to prohibit the search by entering a time period.  Enter the Date Range here.

Age Range You can select the Age Cut Off Points.  Use the >> button to remove an Age from the list or to enter a new age, type the Age in the edit box and click the << button.  The <<BLANK>> section shows all Applicants without a Date of Birth entered in the System.


Recruitment Ethnic Representation Report

Applies to: Simply Recruitment only

The Ethnic Representation Report provides an analysis of the ethnic origins of the Applicants applying for Vacancies within the organisation. This can be printed at Department and/or Location level.

Vacancy Ref Choose from the drop down list a Vacancy Reference, or leave at <<ALL>> to report on all Vacancies.

Applicant Source You may want to report on just one source of advertising material, or leave at <<ALL>> to report on all used Sources.

Department Select the Department you wish to report on, or leave at <<ALL>> to report on all Departments.

Location Choose the Location from the drop down list, or leave at <<ALL>> to report on all Locations.

Ethnic Categories Choose which Ethnic Origin categories are to be included in the ethnic count.

Include Vacancy Status Decide on which reporting criteria you want to see in your Report.  Select one, two or all three of the potential Status Types.

Date Range You may want to control the search by entering a time period.  Enter the Date Range here.


Open Ended Absence Conflicts

Applies to: Simply Personnel only

At system start each day Absences will be up-dated automatically and checked against the Warning Time Period for any Holiday or Training Records. If there is a potential clash, then a ‘Open Ended Absence Conflicts’ window will appear after log in. It will list the Employee ID and Name and the Conflict along with the date of the Conflict, e.g. Holiday, 19/04/1999. By highlighting an Employee and pressing the ‘Select’ button, you will be taken into Employee Maintenance where you can amend any of the Employee records held there.

Alternatively, if at system start up, you choose to close the ‘Open Ended Absence Conflicts’ window, but wish to produce the list again, select Open Absence Conflicts option from the View menu (ALT,V).

Enter the selection criteria you want and press the ‘OK’ button.

Department Select a Department from the drop-down list.

Location Select a Location from the drop-down list.

Check Tick the Holidays and/or Courses check boxes to report on.

You will be presented with the ‘Open Ended Absence Conflicts’ window.


Open Ended Absences Report

Applies to: Simply Personnel only

This Report will show all the Open Ended Absences for all Employees. The selection criteria, for the Report, are Department, Location and Absence Reason.

The report will show the Start Date of the absence along with the current number of days the employee has been absent and the reason for the absence.

The total number of employees currently absent and the total number of days will be displayed at the end of the report.


Personnel Diary Actions

Applies to: Simply Personnel only

These are used in the Simply Personnel Action Diary.

The valid entries are set-up under Table Maintenance, and take values such as ‘Book Meeting Room’, ‘Close Old Holiday Year’, ‘Hand out P11D Forms’, etc


System Parameters - Absences

Applies to: Simply Personnel only

Enter the number of days advanced warning you require regarding Open Ended Absences overlapping with Holiday and Training Courses.


System Parameters - Recruitment

Applies to: Simply Recruitment only

If checked, the addition of either one or both Analysis Codes against a Recruitment Cost will be mandatory.


Security - Diary Access Maintenance

Applies to: Simply Personnel only

This function will determine who has the right to view each User’s Actions in the Personnel Diary. The Admin User will not appear in the list of Users as that Diary access will not be able to be altered. Other Users cannot be granted access to the Admin User’s Diary and the Admin User will always have access to all the other User’s Diaries. The Users listed have previously been set-up in Table Maintenance, User Maintenance option.

Using the Update button you will be able to grant access to a selected User to other Users listed in the window by checking the box at the side of each Users name.


Global Reports To - Update

Applies to: Simply Personnel only

The function of the Reports To wizard is to globally update the Reports To field on the Employee Maintenance Work Tab. This function is necessary, if for instance, a Line Manager leaves, then all Employees who reported to this Manager will need to have their Reports To field updated to point to a new Manager.

Select the Reports To option from the Update menu (ALT,U).

You will be presented with a wizard. The first page of the wizard is an instructions page. Please read before commencing.

The second page of the wizard is similar to the Employee Search window and the purpose of this is to create a list of Employees who need to have their Reports To field updated. There are two Tabs to enable you to produce your list of Employees: Work Tab – on this Tab you may either enter the Reports To Employee ID and/or the Employment Type.

On the Dept/Loc Tab you may stipulate from which Department and/or Location, and/or which Post the list of Employees will come from.

When you are satisfied with your search criteria, press the Search button. A list of Employees matching your search criteria will be listed in the Search Results window. If you are happy with the list of Employees, press the Add All button to include them all in the Reports To update, or if you want to exclude one or some of the Employees, you may multiple select and then press the Add button.

You may Print the search results or Export it as a .txt file or as a .csv file.

To continue with the wizard, press the Next button. You will be presented with the Employee List page. From this page an Employee may be removed, or all Employees may be removed. You may Print the list or Export it as a .txt file or as a .csv file.

Press the Next button to continue. You will be presented with the fourth page of the wizard. On this page you will be able to select a New Manager. Press the Look-up button at the side of the New Manager field. This will take you to the Employee Search window where you can search for the New Manager. Once found, press the Select button. This will place the Employee ID and Name into the New Manager field.

By pressing the Preview button, you will see a Report of all the changes that will be made before actually performing them.

By pressing the Finish button you will be shown a Report which lists the changes that have now taken place. Once this Audit Report appears, then changes will have been made. Closing the Print Preview will return you to the last page of the wizard, press the Close button to complete the wizard.


Document Mail Merge

Applies to: Simply Personnel only

The function of the Document Mail Merge wizard is to allow you to specify a Standard Document you wish to use, and a group of Employees you want to create the Document for, allowing you to Document Mail Merge for multiple Employees. For example, a company wide memo may now be sent merging all Employees details at the same time.

You may access the Documents option via the Documents menu (ALT,D), Personnel option.

The first page of the wizard is an instructions page. Please read before commencing.

The second page of the wizard is similar to the Employee Search window and the purpose of this is to create a list of Employees to merge information for. There are four Tabs on which you may enter information to enable you to produce your list of Employees.

The first Tab, the Main Tab, you may either enter an Employee ID, or a Surname, or part of a Surname. The search criteria will allow wildcards to be used here.

The second Tab, the Date Tab, enables you to use Dates to search. Use the Stating Dates or Leaving Dates of Employees, or the Between Dates, or by selecting Employees who have started, or left, during the last (enter number of days) days.

The next Tab is the Work Tab. On this Tab you may use the Reports To field and the Employment Type for your search.

The last Tab, the Dept/Loc Tab allows you to stipulate from which Department, and/or Location, and/or which Post the list of Employees will come from.

When you are satisfied with your search criteria, press the Search button. A list of Employees matching your search criteria will be listed in the Search Results window. If you are happy with the list of Employees, press the Add All button to include them all in the Document Mail Merge, or if you want to exclude one or some of the Employees, you may multiple select and then press the Add button.

You may Print the search results or Export it as a .txt file or as a .csv file.

To continue with the wizard, press the Next button. You will be presented with the Employee List page. From this page an Employee may be removed, or all Employees may be removed. You may Print the list or Export it as a .txt file or as a .csv file.

Press the Next button to continue. You will be presented with the fourth page of the wizard. On this page you will be able to select the Standard Document you wish to use for Mail Merging. You may Preview the Document first before pressing the Next button which will give you the next page of the wizard.

The fifth page of the Document wizard gives you Document Information. Check this information is correct before proceeding. Select whether you wish to Print the Document directly, or to Review the Merged Document first.

Press the Next button to perform the Mail Merge. You will be given a ‘Waiting’ window whilst the Mail Merge happens.

If you choose to Print the Mail Merge directly, the Print dialog box will open for you to OK the print.

If you choose to Review the Merged Documents first, the word processing package will open up with the merged information for you to view.

After Printing you will be presented with the last page. Click on the Finish button to close the wizard or on the Back button to produce further documents.


Allocate Holidays

Applies to: Simply Personnel only

This function will allow the allocation of a Holiday to more than one Employee at once. For example, when entering the Statutory Holidays for a new Holiday Year, this can now be done globally.

Select the Allocate Holiday option from the Updates menu (ALT,U), Holidays. You will be presented with a Global Holiday Allocation wizard to complete.

The first page of the wizard is an instructions page. Please read before commencing.

The second page of the wizard is similar to the Employee Search window and the purpose of this is to create a list of Employees who need to have their Holiday Allocation updated. There are four Tabs on which you may enter information to enable you to produce your list of Employees.

The first Tab, the Main Tab, you may either enter an Employee ID, or a Surname, or part of a Surname, or leave blank to select All. The search criteria will allow wildcards to be used here.

The second Tab, the Date Tab, enables you to use Dates to search. Use the Stating Dates or Leaving Dates of Employees, or the Between Dates, or by selecting Employees who have started, or left, during the last (enter number of days) days.

The next Tab is the Work Tab. On this Tab you may use the Reports To field and the Employment Type for your search.

The last Tab, the Dept/Loc Tab allows you to stipulate from which Department, and/or Location, and/or which Post the list of Employees will come from.

When you are satisfied with your search criteria, press the Search button. A list of Employees matching your search criteria will be listed in the Search Results window. If you are happy with the list of Employees, press the Add All button to include them all in the Holiday Allocation, or if you want to exclude one or some of the Employees, you may multiple select and then press the Add button.

You may Print the search results or Export it as a .txt file or as a .csv file.

To continue with the wizard, press the Next button. You will be presented with the Employee List page. From this page an Employee may be removed, or all Employees may be removed. You may Print the list or Export it as a .txt file or as a .csv file.

Press the Next button to continue. You will be presented with the fourth page of the wizard. On this page you will be able to enter the details of the Holiday Allocation. Enter the Start Date and End Date of the Allocation and the Days Taken, enter zero here when entering Statutory Holidays as this will then not affect the Employees Annual Holiday Entitlement. Enter any Notes in the Notes field.

By pressing the Preview button, you will be presented with a Report of all the changes that will be made before they are actually performed.

The bottom section of the Report will inform you of the Employees whose records have not been updated. There will be a reason why in the Reason column. You can use this information to make the appropriate amendments to their Holiday records.

By pressing the Finish button you will be shown an Audit Report which lists the changes that have now taken place. Once this Audit Report appears then changes will have been made. Closing the Print Preview will return you to the last page of the wizard, press the Close button to complete the wizard.


Applicant to Employee Conversion

Applies to: Simply Recruitment and Simply Personnel

Once an Applicant has gone through the Recruitment process, using Simply Recruitment, and a Job Offer has been made and accepted, it is now possible to automatically convert this Applicant into an Employee.

The option to convert an Applicant to an Employee will only be enabled if Simply Personnel is licensed and the User has permission to create New Employees.

To convert an Applicant, you must first have their Applicant Maintenance screen open, and from the File menu (ALT,F), choose the New Employee option, or click on the first icon on the toolbar.

The system will prompt you. If you answer Yes, the New Employee screen will open with the main details of the Employee transferred over from the Applicant details window.

From the basic details of an Applicant being transferred to a New Employee, you must now go through the Employee Maintenance tab folder and complete all relevant information.

If you answer No, to the system prompt, a blank New Employee window will open.

Alternatively, use the Convert button on the Actions tab in Applicant Maintenance. If you answer No at this prompt then a blank New Employee window will not open.


Update Wizard Instructions
Update Wizards Instructions

Applies to: Simply Personnel only

This is the first page of the wizards and contains the instructions on how to proceed through each step. Please read these instructions carefully.


Update Wizard Employee List

Applies to: Simply Personnel only

This page will allow you to review the list of employees that will be updated. From here it is possible to Remove the highlighted employees from the list (one at a time or multiple employees), Remove All the employees from the list, Print the list or Export it as either a .txt or a .csv file.

You will not be allowed to proceed past this page unless there is at least one employee in the list.


Entering Licence Details

Applies to: Whole Simply Personnel Suite

When you are using the Simply Personnel suite for the very first time you will be asked to enter your licence details. Your licence details will have been provided to you along with the software.

You will be shown the following screen and asked to copy the details from the licence. You must enter the details exactly as shown on the licence sheet. Please ensure you spell the Company Name correctly (including upper and lower case letters) and that you only select (check) the boxes for the products you have actually purchased.

You will not be allowed to proceed unless you enter the correct information.

Click on the OK button to accept the licence details. If the licence details are incorrect then a warning message will be displayed and you will be invited to try again. If this happens, check that you have spelt the Company Name correctly and all the other details have been entered as shown on the licence sheet.

If, after successfully entering the licence details, you wish to amend them then you will need to contact Propath Software for an updated licence. Once this has been returned then you can enter the details by selecting the Amend Licence Details option from the File menu (ALT, F).