Employee Grid Edit

General Information

The editing grid works much like an Excel spreadsheet. It allows the user to quickly view and edit some of the employees within the currently selected plan. This window may be re-sized and the software will remember the position upon returning. All of the columns in the grid may be reordered by using the mouse to click, hold and drag the column to the desired position. Columns may also be re-sized. The window can be accessed by clicking the Employees icon on the toolbar or selecting Employee Grid Edit from the Tools Menu. Missing or invalid codes are highlighted in yellow.

Controls

• Add Button

Allows the user to add an employee record. If the user has previously selected a plan to work with, that plan code will be inserted into the Plan column automatically.

If the Pro user has selected to work with All Plans, the plan code will be the same as the last employee record the user was on. The plan code may be changed only if All Plans has been selected.

• Delete Button

Allows the user to delete the currently selected employee record.

• Tools Button

Brings up a menu that will show the user various tools/tasks they may use on the employee data.

Single Record Edit - Closes the Employee Grid Edit window and shows the Employee Single Record Edit.

Print Employee List - Enables the user to print, preview or export an employee list for the currently open plan.

Convert Salaries to Annual - Will convert all hourly, weekly bi-weekly, semi-monthly, monthly, and bi-monthly to an annual salary in the Base Salary field.

Convert All Employee Names To Uppercase - Converts all of the employee names for the currently selected plan into uppercase.

Convert All Employee Names To Proper Case - Converts all of the employee names for the currently selected plan into proper case.

Clear Force Into Plan For All Employees - Removes all 'Y' markers from the Force Into Plan column for all employees in the currently selected plan.

Delete All Employees - Will permanently remove all employees from the currently selected plan.

Manually Exclude This Employee From This Plan - Excludes the employee from the currently selected plan. The employee's name and ID will be highlighted in green when this option is selected. Excluded employees will not be counted in the Workforce Analysis, Job Group Analysis, Availability Analysis, Utilization Summary, Annual Goals, Salary Reports, and Employee List of Included Employees.

• Search Button

Opens a search grid that will allow the user to type in the name or ID of an employee. Employees that match the search criteria are displayed in the grid.

• Sort Level 1

This drop-down list will set the first sort order for the grid.

• Sort Level 2

This drop-down list will set the second sort order for the grid.

• Information Box

When the cursor is within either the Emp ID or Name field, the information box (at the bottom of the window) will display how many, if any, individuals are supervised by the currently selected employee. TIP: The user can click the information box and be taken to another employee edit window, where only the subordinates of this employee are displayed. When the cursor is within the Supervisor field, the information box will display the name of the currently selected employee's supervisor. TIP: The user can click the information box and be taken to another Employee Grid Edit window, where only the supervisor's record is displayed.

• Close Button - Closes the Employee Grid Edit window.

Data Columns

Click here to see more details about the Required Fields.

• Plan Code - Required for import.

Shows the plan code assigned to the employee.

Standard Version Users: CAUTION Deleting the plan code or changing to something other than 1 will result in lost data.

Plan codes can only be changed if All Plans has been selected.

• Employee ID

The employee ID is a unique alphanumeric code that can be up to 10 characters in length. All employees must have an ID and there cannot be a duplicate employee ID within a company. Letters in IDs are automatically converted to uppercase.

• Employee Name - Required for import.

Enter up to 60 characters for the employee's name.

• Race

Assign the race of the employee from the drop-down list by clicking on the icon.

• Gender

Assign the gender of the employee from the drop-down list by clicking on the icon.

• Supervisor's ID

The supervisor's ID is the employee ID of the employee's manager. Clicking on the icon will open a list of all employees to choose from. Letters in IDs are automatically converted to uppercase.

Pro users will see a list of all employees in all plans within the company when working in a single plan.

• Dept. Code

This is the department code of the department assigned to this employee. To view the Department Title click in the Dept. Code cell and the title will appear in the information box at the bottom of the window. You may change an employee’s department by clicking on the icon and selecting a department from the list of available departments from the Department Edit window. Edits to the Department Code and Title must be made from the Department Edit window.

• Job Code

This is the job code of the job assigned to this employee. To view the Job Title click in the Job Code cell and the title will appear in the information box at the bottom of the window. You may change the employee’s job by clicking on the icon and selecting a job from the list of available jobs from the Jobs Edit window. Edits to the Job Code and Title must be made from the Jobs Edit window.

• Job Group Code

Displays the job group code assigned to this employee's job. To view the Job Group Name click in the Job Group Code cell and the title will appear in the information box at the bottom of the window. The job group field is read only and can not be edited from the Employee Grid. Job group assignments can be edited from the Jobs Edit window.

• Full Time-Part Time

Enter either 'N' to indicate the employee works full time or enter 'Y' to indicate the employee works part time. Part time employees are identified on the Workforce Analysis report with a '~' next to their job title.

• Location Code

This is the employee's work location code. Clicking on the icon will open a list of available locations to choose from the Locations Edit window. Location codes are automatically converted to uppercase.

• Hire Date

Enter the employee's hire date in 'mm/dd/yyyy' format.

• Salary Code

This is a unique alphanumeric code that can be up to 10 characters in length. Leave this field blank if your company does not use salary codes. Salary codes are used to group employees in the Workforce Analysis and compensation reports.

• Salary Basis

This is the basis of the salaries reported in the Base Salary field. Choose the appropriate basis from the drop-down list by clicking on the icon.

• Base Salary

This is the base salary of the employee at the beginning of the new plan year. Do not include additional compensation, such as overtime, bonuses, or shift differential. This field will not accept dollar signs or commas.

• Confidentially Paid

Type a 'Y' into this column to prevent this employee's salary from printing on reports.

• Total Salary

This is the total salary of the employee for the 12 month period prior to the beginning of the new plan year. Include all compensation, such as base salary, overtime, and bonuses. This field will not accept dollar signs or commas.

• Annotation

This field is used for employees that report to a manager at another location. The default annotation for standard version plans is by location. Pro users may choose to annotate by Plan Codes or Location Codes by selecting one in the Company Information window. Annotations are automatically created by the program when the employees' plan code is different from their manager's plan code. The annotation displays both the employee's and the manager's work location on the Workforce Analysis and Job Group Analysis Annotations reports. This automatic annotation can be overwritten with a manual annotation by clicking on the Edit This Annotation box.

• Force Into Plan

Pro Version Users only: This field allows the user to specify in which plan the employee will be counted. Clicking on the icon will open a list of available plans to choose from the Open Plan window. Employees are counted in the plan that includes their manager's location if this field is left blank.

• Hours Per Week

Enter the number of hours per week an employee is usually required to work. This value is used to annualize salaries for part-time employees.

• Veterans

Type either ‘Y’ to indicate an employee who has self identified as a protected veteran or ‘N’ to indicate the employee is not a veteran.

• Disabled

Type either ‘Y’ to indicate an employee who has self identified as an individual with a disability or ‘N’ to indicate the employee is not disabled.

• User-Defined Fields

Enter values for up to two date and three numeric user-defined fields. This data is used to analyze employee compensation using the Multiple Regression test. The user-defined fields will not appear in the Employee Edit window until they are activated and labeled in the Company Information window.

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