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Personnel
Purpose: This form provides access to the
personnel data table. Data entered on
the personnel form is automatically entered in other forms and can be entered
automatically in corporate documents and reports.
Overview: Personal data is entered only once no
matter how may companies the person is associated with. This reduces the amount of data entry but
it necessitates linking each person to each company that the person is
associated with. Once the data is
entered and each person is associated with their companies, all of the people
associated with a company are accessible for that company when the company
tab is selected at the top of a form.
This form does not have company tabs because the tabs are used to sort
the data by company and this form is where the links between people and
companies are made.
Details: Click on the underlined links below
for details. Directions for adding,
deleting, and modifying personnel data is under Related Information below
including valuable web links.
Related
Information:
1. Adding A
Personnel Record
- Use the Standard Toolbar
ADD  button or
- Use Add Personnel Record
option in File menu
2. Deleting A Personnel
Record
- Use the Standard Toolbar
DELETE  button or
- Use Delete Selected Person option in
File menu
3. Modifying
A Personnel Record
- Use Standard Toolbar SAVE
 button and
REVERT  button
or
- Use Save or Revert
option in the File menu
4. Record Navigation 
- The First/Prior/Next/Last
buttons move through personnel records
5. List  and
Find 
- The ‘List’ option
displays personnel by name
Selecting a name in the list
displays that
record on the form.
- The ‘Find’ option locates records of
shareholder meetings by
last name
first name
city
county
postal zip code
6.
Reports-Labels The
following reports and labels are accessible from the Reports-Labels option on
the main menu. While moving from one form to another the report options
change
- Address Labels
- Profile of Selected Person
- List of All Personnel
- List of All Personnel by Company
- List of All Companies by Personnel
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No Company
Name Tabs??: The names of individuals are linked to
companies on this form. Much of the
data in the database is related to the combination of personnel and
companies. The Personnel form is used to collect
data on each person including which companies each person is associated
with. In the lower left corner of the
form all of the companies are listed with a check box so company affiliations
can be indicated. For this reason it’s
a good idea to complete the company form first but additional companies can
be added at any time.
GO
TOP
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Name List: The list in the upper left corner of
the form contains all of the people in the database no matter which
company/companies they are associated with.
GO
TOP
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Name: A minimum requirement for the CMS to operate properly is
at least one person’s name and that person needs to be linked to at least one
company. GO TOP
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Addresses, etc: Use the
person’s home address and contact information for the person’s residence. GO TOP
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SSN & DOB: It is understandable that many people
don’t want to provide their SSN or DOB.
This information is not used in other places in the database and it
can be left out. It is intended
strictly as a source of information for company administrators that may need
to know the information.
GO TOP
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Email Address: The personal email address is required
for the email function to work. If the
email address is left blank the individual can not be contacted using the
email button which is located just below the email address but more
importantly if you want to send corporate documents to shareholders,
directors, officers, etc. using the CMS an email address is required.
GO TOP
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Email Button: The CMS provides an email link to each
person in the database. GO
TOP
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Email Directions: The ‘Important Email
Directions’ button is a warning that your email client must be MAPI
compliant. MAPI
compliant email clients include Outlook, Outlook Express, Netscape, etc. Even if you’re using a client that is not
compatible it’s easy to temporarily switch to one that is by opening the
control panel, double clicking the Internet Options Icon, selecting the
Programs tab, then selecting a compliant email program. This requires that
you have an Internet provider where MAPI compliant software can be used. If you use AOL, or a similar provider, you
will need to copy and paste documents into messages and send email
manually.
GO TOP
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Company Associations: Every name in the personnel table has to
be linked to each company the person is associated with. This eliminates the duplication of data,
reduces the time needed to maintain the database, and reduces the possibility
of errors. Once a person’s name is
entered the name appears in the list at the top left of the form. By clicking on the name in this list, a
list of the companies appears in the bottom left corner of the form. This is where the links are made between
people and companies. Click the
checkbox for each company that the person is associated with. Then each time the personnel for a specific
company is referenced, the person’s name will appear
in the list. GO TOP
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Adding A Personnel Record:
To add a person’s name use the New button on
the Standard Toolbar or the Add Personnel Record option in the File
menu. At least one record always
exists in the Personnel table so the first record doesn’t need to be added. Just replace the New Person label with the
name of the first person. From then on
a new record will need to be added.
When you add a record, blank text boxes appear and data can be entered
for that person. Links to other tables
are automatically created when a new personnel record is added to the table.
GO
TOP
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Deleting A Personnel Record:
Use the
Delete button on the Standard Toolbar or the Delete Selected Person option in
the File menu to remove personnel records.
When a person’s name is deleted, all of the links for that person are
also deleted. For that reason it’s
highly recommend that you backup the CMS data files before deleting records.. GO TOP
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Modifying A Personnel Record:
It’s
relatively easy to modify personnel records.
Simply select the person’s name in the list in the top left corner of
the screen and change the information in a text boxes or make new selections
using pull-down menus. The changes can
be saved by pressing the SAVE button on the Standard toolbar or, if you want
to revert to the data that was last saved, press the REVERT button. GO TOP
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