User Defined Data

Use this window to create groups of user-defined fields to be attached to any element of the Personnel module. You can create user-defined data items against any entity in the application, but they are predominantly used to record extra information against the main HR record.

Groups

You can create an unlimited number of user-defined fields against each element, such as Employee Details, Job Descriptions (Activity), Departments, and so on. These in turn may be broken down into further SUB GROUPS, so that user-defined fields of a similar functional requirement may be grouped together onto separate windows when they are maintained. In reality, only a few fields are usually created and one group is adequate.

Use this window to define a SUB GROUP to which an unlimited number of user-defined data items can be attached. This initial definition of the GROUP, requires the data Element against which, the fields are to be created and a summary description of the data items. This description is typically displayed on Reports and on Functions against the main Personnel record, so that the maintenance of these data items may be invoked for each employee.

The Type of a user-defined group, defines whether all the items of the group are displayed on a single window (Questionnaire), or are displayed on individual windows (Solitary). The Questionnaire type of window facilitates the creation of checklist type windows.

New

Click New to create a new group of user-defined fields. The user will then select an element from the provided drop-down list and enter a description to identify the group of fields.

Amend

Click Amend to amend the description against the entry that is currently highlighted.

Delete

Click Delete to delete the entry that is currently highlighted.

Items

Use this tab to maintain the user-defined fields for the currently selected group.

New

Click New to create a new user-defined field. The details needed to define an item are described below.

Amend

Click Amend to amend the details against the entry that is currently highlighted.

Delete

Click Delete to delete the entry that is currently highlighted.

Field Name

This is a unique data item identifier under which the data item definition will be recorded. The alphanumeric sequence in which the data items are recorded, is also used to display the data items in the alphanumeric sequence on the data capture window. Subsequently, users often use a simple numeric coding structure allowing for gaps, so that further data items can be introduced at a later date without having to simply append them to the current list.

Type

Select, from the drop-down list, the type of data that is to be held in this field (for example, the data can be a numeric value, a text field, or a date). Which of the later fields on this window are made available, depends on the entry you select in this field.

Description

This is a more extensive description of the data item, that is also used as a field label when the data items are to be recorded against an employee or job description.

Control

This field defines whether the user-defined item is to be considered a mandatory field. It is also possible to define the field as ‘warn’, which will result in a warning being given if the field is not completed.

Start

If the field type is Value or Integer, this field can hold the start of the range of values that it is valid for the user-defined field to hold.

End

If the field type is Value or Integer, this field can hold the end of the range of values that it is valid for the user-defined field to hold.

Third Party call

If the field type is Third Party, this field will hold the call to the Third Party software that will be used to maintain the data. The field will be of the format c:microsoftwinword.exe.

Length

If the field type is String, this field will hold the maximum length that the data can extend to.

Cross Reference

If the field type is Cross Reference, this field can hold the type of Definition that the field is to be validated against. A drop-down list is provided that shows all the available definitions within both the payroll and personnel systems.

Or

If the field type is Cross Reference, this field can hold the type of General Code that the field is to be validated against. General Codes are maintained through either the General Code or General lists options on the Housekeeping menu. Valid entries for each General Code are maintained within the General lists option on the Housekeeping menu.