PERSONNEL SYSTEM SPECIFICATIONS

System to interface with payroll allowing for the ability to build and maintain employee file information, and have the personnel data files create or update the payroll master file automatically.

The program uses a password security system to prevent unauthorized persons from having access to personnel records.

The password control codes for the payroll system can be different from the password required by the personnel system.

The employee personnel master record contains the following information:  Employee Code, Name and Address, Phone #, Driver's License #, Emergency Contact Name, Emergency Phone #, Social Security Number, Fund Code, Department Code, Pay Type, Pay Period, Rate of Pay, Annual Salary, Job Title, Part-Time Employee Flag, Active/Inactive Flag, Gender, EEOC Code, Handicap Code, Veteran Code, Education Code, Federal Exemptions, State Exemptions, Marital Status, Spouse's Name, Date of Birth, Date of Hire, Date of Termination,  Evaluation Month/Day, Date Last Raise, Performance Rating and Last Raise Increase Percent.

Employee records can be located by name or employee number.

Employee numbers can be assigned either manually or by the system.

The personnel system allows the tracking of applicant data. This information is entered in the system and can be printed or viewed for verification.

The system can be set so that the personnel department, not the payroll department, is responsible for updating the employee's file when changes are required giving personnel total responsibility for file maintenance and allows changes to be made as they occur.

The system verifies all fields for range of data to assist the operator during input.

Once required data is verified, the personnel department can transfer the new employee data to the payroll master file.  At that time, the additional data fields required for payroll processing are entered. 

The system maintains performance ratings with an additional section for miscellaneous comments relating to the employee.

The system tracks employee's education showing schools attended and dates of
completion/graduation and degrees.

The system has the ability to track special skills that an employee might have and to report those skills.

The personnel system has the capability to maintain a history of salary increases, the percentage of increase and the date of increase.

All information recorded in the personnel system is maintained on-line for as long as the employee is active.

When an employee is terminated, the employee status is changed to inactive.  The user has the option to maintain the data on-line or print the data to hard copy and delete the employee from the system.

The system checks employee file, and does not allow a terminated employee's record to be purged if the employee worked in the current year.

Once the employee data is entered, the system has the ability to create various reports to search for someone with a special skill, education, etc.

The personnel system includes a report generator that allows creation of user defined reports.  The system displays the database fields on the screen with a numerical sequence number.  The operator selects the associated numbers desired to create the report and the system generates the report.  The report writer provides selection range options for all fields selected.

After creating the report, the user can save the Report by assigning a Report name. 

Key Reports generated by the Personnel System are: Employee Personnel Record in Detailed or Brief Report, Personnel File Change Report, Salary Report, Salary Projection Analysis Report, Longevity Report, Service Reporting, Average Percentage Increase Report, Monthly Birthday Report, Hire Date List, Evaluations Due Report, Transfers to Payroll Report, Print Blank Personnel Reports, Job Title Code Listing, EEO Code Listing, Education Code Listing, and Longevity Percentage Master Listing.