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One of the primary functions of the personnel database is to store information about your employees. Because eNsite is fully integrated, the information you enter in the personnel database is supplied automatically to other parts of the system.
Personnel information is used during payroll. Creating a Personnel database includes:
Creating personnel files.
eNsite makes it quick and easy to start your personnel database with as few errors as possible. For example, you have the option of letting the system assign employee identification numbers automatically, which prevents the possibility of duplicate numbers. After your personnel database has been created, it is easy to retrieve the employee. For example, you have the option of retrieving the employee by name or identification number.
eNsite lets you build and maintain complete and accurate employee history information. eNsite uses information from payroll to keep cumulative year-to-date totals for each of your employees. It uses this information at year-end to print W-2 forms and reports.
To operate your business more effectively, you need immediate access to information about reports. eNsite ships with a catalog of standard reports with predesigned formats.
Personnel parameters determine how you create the personnel database and how individual personnel database records are treated. These parameters are set in the (LHN) Payroll/Personnel Parameters screen. For more information on setting personnel parameters, please refer to the Personnel and Payroll Manual.
A small amount of planning can make starting your personnel database very simple.
Since personnel records are usually retrieved by employee name, it is important that you enter employee names consistently. This makes it easier to retrieve records. For example, if you enter names in all of the following ways, your personnel will have difficulty retrieving the records:
JOHN DOE
DOE, DR. JOHN
Entering employee names with the last name first gives you a consistent method for retrieving personnel records. An option set in the (LHN) Payroll/Personnel Parameters screen lets you enter employees names last name first but print the names on payroll checks and other personnel documents first name first. This option is set in the Swap Name field.
If you use the Swap Name option, the system uses the comma in the employee Name field (in the (HN) screen) to determine how to reverse the text. The system prints the text to the right of the comma first, followed by the text to the left of the comma. For example, names entered in the following format:
SMITH, JOHN
prints on employee documents in the following format:
JOHN SMITH
If you do not use the Swap Name option, the system prints and sorts employee names exactly as they are entered. For example, ANDREW SMITH comes before SAM ADAMS. DDMS recommends that you enter employee names last name first, and that you use the Swap Name option.
Group codes are used to classify employees for payroll and reporting purposes.
This allows you to specify a particular group code when processing payroll.
For example, employees who are paid on a weekly basis might be assigned one
group code while employees who are paid twice each month
are assigned another.
Group codes are user-defined and can be one alphanumeric character. For example, you could assign a group code of W for employees who are paid weekly. However you decide to assign group codes, make sure you are consistent.
You can also specify a default group code for employees added through the (HN) Personnel Master screen. The default group code is set in the Group field in the (LHN) screen.
You will want to develop a plan for assigning group codes based on your particular business needs.
When you have completed this part, you can test
your Personnel knowledge.
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