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Human Resources Component
Employee Contact Information
Employee ID
Main ID (could use SS#)
Prefix *lookup list (Mr. / Mrs.
/ Ms. / Dr.)
First Name
Last Name
Middle Initial
Preferred Name
Permanent Address *Should be
able to enter more than one line
Permanent City
Permanent State
Permanent Zip
Permanent Phone
Current Address * Should be able
to enter more than one line
Current City
Current State
Current Zip
Current Phone
Current Address Effective Until:
(Date entry)
Cell Phone
Work Phone
E-mail Address 1
E-mail Address 2
Social Security Number
Link to view application and
resume
Employee EEO
Employee ID
Main ID
Name
Birthdate
Age
Citizenship
Gender (Dropdown Menu)
Race (Dropdown Menu)
Disability
I9 Documentation
Visa Type
Visa Issue Date
Visa Exp Date
Employee Category Table
Employee ID
Main ID
Name (Conjugate first and last
name)
Category (Full-time, Seasonal)
Active (Yes/No Checkbox)
Seasonal Employee Status Table
Employee ID
Main ID
Seasonal Position**
Site
Grade Level
Starting Date
Ending Date
Season *(Need to be able to
enter more than one season per
employee - i.e. Summer 2003,
School Year 2003-2004, Summer
2004)
Seasonal Position Lookup Table
Seasonal Position ID
Seasonal Position
Should include the following
selections:
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Site Director
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Associate Site Director
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Counselor
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Wellness Coordinator
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Cadet
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Office Manager
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Teacher - Mathematics
-
Teacher - Biology (6)
-
Teacher - Chemistry (7)
-
Teacher - Physics (8)
-
Teacher - PRIDE
-
Teacher - Latin
-
Teacher - English
-
Teacher - Workshop/Creative
Expressions (6 & 7)
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Teacher - Workshop/Debate (8)
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Teacher - ILC
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Teacher - Multiple
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Teacher Assistant -
Mathematics
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Teacher Assistant- Biology (6)
-
Teacher Assistant- Chemistry
(7)
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Teacher Assistant- Physics (8)
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Teacher Assistant - PRIDE
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Teacher Assistant- Latin
-
Teacher Assistant- English
-
Teacher Assistant-
Workshop/Creative Expressions
(6 & 7)
-
Teacher Assistant-
Workshop/Debate (8)
-
Teacher Assistant - ILC
-
Teacher Assistant - Floater
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Residential Instructor
-
Residential Assistant
-
Residential Assistant -
Floater
-
Tutor
-
STEP Coordinator
Should also be able to enter
more fields if necessary
Full-Time Employee Status Table
Employee ID
Main ID
Position
Office Location
Office Address
Office City
Office State
Office Zip
Office Phone
Office Fax
Office Cell Phone
Office Email
Starting Date
Ending Date
Years of Employment
Reason for Termination of
Employment
Employee Pay Table
Employee ID
Main ID
Name
Starting Salary
Pay Review Date
Pay Increase
Current Salary
Employee Education &
Certifications Table
Employee ID
Main ID
Name
School Name
Start Date
Degree
Major
GPA
Grad Date
Certification
Issued
Employee Performance Table
Employee ID
Main ID
Name
Position
Performance Review Date
Performance Evaluator
Rating (Dropdown Menu:
Excellent, Very Good, Average,
Below Average, Poor)
Strengths
Weaknesses
Overall Assessment
Recommended for Rehire (Yes/No
Checkbox)
Additional Comments
Emergency Contact Table
Employee ID
Main ID
Name
Contact Name
Relationship
Contact Address
Contact Home Phone
Contact Work Phone
Contact Cell Phone
Company Property Table
Should be able to link to the
Inventory Component to track
which employees have been
trusted with company property
Employee ID
Main ID
Name
Item/Product
Description
Check out date
Condition at Check Date
Return Date
Condition upon Return
Damages Reported
Damages Not Reported
Employee Notes Table
Employee ID
Main ID
Name
Date
Written By
Notes
Applicant Process Table
Main ID
Prefix
First Name
Last Name
Middle Initial
Preferred Name
Permanent Address *Should be
able to enter more than one line
Permanent City
Permanent State
Permanent Zip
Permanent Phone
Current Address * Should be able
to enter more than one line
Current City
Current State
Current Zip
Current Phone
Cell Phone
Work Phone
E-mail Address 1
E-mail Address 2
Social Security Number
Link to view application and
resume
Application Table
Application Date
Referred By
Position Sought
1st
Choice
2nd
Choice
3rd
Choice
Desired Site
1st
Choice
2nd
Choice
3rd
Choice
No Preference
References Needed (Yes/No
Checkbox)
References Received (Yes/No
Checkbox)
Interview Date
Interviewer(s)
Interview Rating
Recommended for Hire (Yes/No
Checkbox)
Position Recommended**Can link
to seasonal employee lookup
table
Offer Letter Sent (Yes/No
Checkbox)
Hired (Yes/No Checkbox)
Hold Applicant for Future
(Yes/No Checkbox)
Notes
Applicant EEO
Main ID
Full Name
Citizenship
Gender (Dropdown Menu)
Race (Dropdown Menu)
Applicant Education
Main ID
Name
School Name
Start Date
Degree
Major
GPA
Grad Date
Certification
Issued
New Hire Wizard (Form)
Should allow for rapid
data-entry of new employees and
the automatic generation of
offer letters.
Main ID
Social Security Number
Prefix
First Name
Last Name
Middle Initial
Permanent Address
Permanent City
Permanent State
Permanent Zip
Current Address
Current City
Current State
Current Zip
Current Phone
Cell Phone
Hire Date
Category (Full-time or Seasonal)
Position
Link to personalized offer
letter
Delete Applicant Form
Allows user to delete applicants
that we don't want to hold for
future use
REPORTS
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Address Book (Active Employees
Only)
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Inactive Employees
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Employees by Site
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Employees By Position
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Mailing Label for Active
Employees
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Active Employee Summary- 1
sheet per employee including
all information on the
employee
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Applicant Summary
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Applicant by Position Sought
by Site
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Applicant Status (To keep
track of interviewing and
hiring)
Inventory Component
Products Table
Product ID
Product
Product Description
Date Last Purchased
Supplier
Current Quantity
Total Quantity Needed
Location**
Category**
Condition**
Supplier Table
Supplier ID
Supplier
Contact Person
Address
City
State
Zip
Phone
Postal Code
Fax
PFL Account (Yes/No checkbox)
Special Discounts (Memo)
Location Table (Lookup Table)
Location ID
Location*
*Locations should be as
follows:
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Bryn Mawr
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Millersville
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Messiah
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Philadelphia Office
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Allegheny House (SP?)
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Lancaster Storage Shed
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Employee - (Could this then
link to the employee table
so that we can identify
which employee has the
item?)
We also need to be able to add
more locations if we need to
Category Table (Lookup Table)
Category ID
Category*
Categories should be as
follows:
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Student Supplies
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Teacher Supplies
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Residential Supplies
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Office Supplies
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Electronics
We also need to be able to add
more locations if we need to
Inventory Transactions Table
Transaction ID
Transaction Date
Product
Units Ordered
Unit Price
Units Received
Purchaser
Purchased For**
Reimbursement Needed (Yes/No
Checkbox)
Reimbursement Received (Yes/No
Checkbox)
Transaction Description
Condition Lookup Table
New
Very Good
Good
Bad
Unusable
Purchased For Lookup Table
Purchased For ID
Purchased For*
*Purchased For selections
should be as follows:
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Bryn Mawr Site
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Messiah Site
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Millersville Site
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Main Office
REPORTS
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Student Supplies
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Teacher Supplies
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Residential Supplies
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Office Supplies
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Shopping List (Produces a
shopping list based on
"Quantity Needed" minus
"Current Quantity" and include
the product needed and a
description of the product)
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Inventory Tracking - Should
include information of the
location of the product,
current quantity, condition,
and date last purchased
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Total Transaction Report -
Allows the user to view
transactions between certain
dates that the user inputs
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Transactions by Site - Should
be able to total the
transactions purchased by each
site by looking
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Reimbursement Tracking -
Should be able to keep track
of who purchased what, how
much they need to be
reimbursed for and whether or
not they have received
reimbursement
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Product Type - reports that
allow the user to view the
products by category
Student Tracking Component
Student Contact Information
Table
Student ID
Main ID (Use SSN)
First Name
Last Name
Middle Initial
Preferred Name
Address
City
State
Zip
Phone
Social Security Number
Student EEO Table
Student ID
Main ID
Name
Birthdate
Age
Gender
Race
Citizenship
Student Education Table
Student ID
Main ID
Name
School**
Counselor
Current Grade (can this field
automatically be updated each
year ?)
Anticipated Date of HS
Graduation
School Lookup Table
School ID
School
Contact Person
Address
City
State
Zip
Phone
Fax
Email
Student Status Table
Student ID
Main ID
Active (Yes/No)
Middle School Program (Yes/No)
High School Program (Yes/No)
Alumni (Yes/No)
Deactivation Date
Reason for Deactivation
Parent Information Table
Student ID
Main ID
Mother's/Primary Guardian
Information
First Name
Last Name
Address
City
State
Zip
Home Phone
Work Phone
Cell Phone
Email
Employeer
Notes
Father's/Secondary Guardian
Information
First Name
Last Name
Address
City
State
Zip
Home Phone
Work Phone
Cell Phone
Email
Employeer
Notes
Emergency Contact Information
Table
Student ID
Main ID
Name
Contact First Name
Contact Second Name
Relationship to Student
Address
City
State
Zip
Home Phone
Work Phone
Notes
Student Health Information Table
Student ID
Main ID
Name
Date of Last Physical
Physician
Physician Phone
Insurance Provider
Group/Policy #
Phone
Allergies
Medication
Dosage & Administration of
Medicine
Special Medical Conditions
Link to view a copy of Health
Form
Medical Incident Table
Student ID
Main ID
Name
Date of Incident
Description of Problem
Action Taken
Handled by:
Parents Contacted (Yes/No
Checkbox)
Notes
Behavior Incident Table
Student ID
Main ID
Name
Date of Incident
Description of Problem
Action Taken
Handled by:
Parents Contacted (Yes/No
Checkbox)
Notes
Student Documentation Table (All
Checkboxes)
Health Form
Date
Parent Permission Form
Date
Emergency Contact Card
Date
Information Release Form
Date
Summer Institute Status
Student ID
Main ID
Name
Year (i.e. Summer 2004)
Residential Group
Residential Instructor
Residential Assistant
Academic Group
Room #
Meal Card #
Key #
On-site (Yes/No Checkbox)
Off-site (Yes/No Checkbox)
Dismissed From Program
Reason for leaving
Admissions Process Table
Student ID
First Name
Last Name
Middle Initial
Preferred Name
Address
City
State
Zip
Phone
Social Security Number
Applicant EEO Table
Student ID
Main ID
Name
Birthdate
Age
Gender
Race
Citizenship
Applicant Education Table
Student ID
Name
School** Use School Lookup Table
Counselor
Current Grade
Anticipated Date of HS
Graduation
Application Table
Student ID
Name
Application Received (Yes/No
Checkbox)
Counselor Recommendation (Yes/No
Checkbox)
Teacher Recommendation 1 (Yes/No
Checkbox)
Teacher Recommendation 2 (Yes/No
Checkbox)
Other Recommendation (Yes/No
Checkbox)
Transcript (Yes/No Checkbox)
Test Scores (Yes/No Checkbox)
GPA (will need to have a
function to calculate the PFL
weighted GPA)
Interview Date
Interviewer(s)
Interview Rating Score
Recommended for Admission
(Yes/No Checkbox)
Total Applicant Score (will need
to be calculated by looking at
several different fields)
Admission Packet Sent (Yes/No
Checkbox)
Admitted (Yes/No Checkbox)
Hold Applicant for Future
(Yes/No Checkbox)
Notes
Should have a link to the
application and reference forms
New Admissions Wizard (Form)
Should allow for rapid
data-entry of new employees and
the automatic generation of
offer letters.
Main ID
Social Security Number
First Name
Last Name
Middle Initial
Address
City
State
Zip
Admission Date
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