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 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.

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 Personal Records
Use the Standard Toolbar ADD sbutton or
Use Add Personnel Record option in File menu

2 Deleting A Personal Record
Use the Standard Toolbar DELETE button or
-Use Delete Selected Person option in File menu

3. Modifying Personal 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. 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

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

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.
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Name A minimum requirement for the application to operate properly is at least one person’s name and that person needs to be linked to at least one company. 
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Addresses, etc:  Use the person’s home address and contact information for the person’s residence. 
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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. 
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Contact Information:  Use personal phone numbers, etc. 
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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 documents to shareholders, directors, officers, etc. the email address is required. 
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Email Button:  The application provides an email link to each person in the database.   
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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.   
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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.     
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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.  
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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 data files before deleting records.     
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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.  
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  Notes:  Enter any notes that you would like for the selected person.     
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