Bin-IT User Guide

Table of contents

Introduction

The software on this CD provides a system to make wage slips and employee information leaflets for your employees at the Bin-IT workplace. This is a bespoke software which is tailor made for your use. There are on screen instructions for installing your software but this user guide will provide more information with in-detail instructions, troubleshooting help and a glossary.

Instructions

Basic instructions to run the software

  • Specify which folders you want to save the spreadsheet, wage slip and leaflet. Click the “Run” button which will automatically save the spreadsheet and both documents to your computer.
  • Once you have saved the files to your computer locate your spreadsheet. This will be the spreadsheet you use to calculate the wages of various employees in your Bin-IT company. The columns you’ll want to change regularly are from G to M where the actual hours. You can also change the wages or job position if people are given promotions or something similar.
  • You will notice that when you enter a value out of the range in the hours worked (outside of the parameters 0 to 12) then an error message will appear telling you that you have entered an incorrect value. This is validation – this stops you from making typing errors when entering in data.
  • You can change the validation rules by selecting the values you wish to change by selecting the field you wish to change, going to Data > Validation and then changing the parameters accordingly.
  • Now the spreadsheet functions are sorted – we can move onto the mail merge functions. Mail merge allows you to automatically take the data from the spreadsheet and use it to make a wage slip and/or employee information leaflet. This software comes with the files already linked to each other therefore you don’t need to actually link the spreadsheet
  • Open up the Pay Slip word document. Go to tools > letters and mailing > Mail Merge. This will open up the mail merge wizard.
  • What will be shown to you is a mail merge wizard showing you which spreadsheet is selected to be merged with the Word document. You can edit the recipient list and change who you wish the Mail Merge to apply to.
  • Click Next twice to skip to Step 5 of 6 and there you can preview all your print outs for the pay slips.
  • Click Next again and you are on Step 6 of 6, print. Click print and choose which ones you which to print, or just leave it on All and click OK. Before printing – if there was anything you wanted to change on a one-time-basis with any of the employees’ wage slips then you can click edit individual letters and change a specific thing for a specific wage slip.
  • When doing Mail Merge for the leaflets just do exactly the same thing but on Microsoft Publisher

Troubleshooting

  • As stated in the instructions, you may receive an error message when trying to enter in data in some cells on the spreadsheet. This is because a validation rule has been set on the specific cell(s). Step 4 explains how to change the validation rules if they do not meet the criteria of some of your employees.
  • On Step 7, you may have a problem with the Microsoft Word document not being properly linked to the spreadsheet with your data in. In the event that this occurs, click ‘Select a different list’. From this use Explorer to find the spreadsheet file in the location you saved it, select it and then choose Sheet 1.

Glossary

Mail merge – Mail merge is a software function describing the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source. This helps to create personalized letters and pre-addressed envelopes or mailing labels for mass mailings

Data validation – In computer science, data validation is the process of ensuring that a program operates on clean, correct and useful data. It uses routines, often called “validation rules” or “check routines”, that check for correctness, meaningfulness, and security of data that are input to the system.

Validation Rule – A Validation rule is a criterion used in the process of data validation, carried out after the data has been encoded onto an input medium and involves a data vet or validation program.

Evaluation of User Guide

I have tested my user guide by providing my system to others with no other instructions apart from the ones on the user guide. I asked whether there was anything missing or anything else that may help. One common criticism I got is that I didn’t have any kind of contact information in case the User Guide did not provide enough information. I also got advice to specify a little more in the contents of what is actually on each page.

I have taken on these criticisms and have created a re-evaluated User Guide, starting on the next page:

  • Introduction – What is this software?
  • Instructions – Spreadsheet settings and functions
  • Instructions (continued) – Mail merge (Making the wage slip)
  • Troubleshooting & Glossary of Technical Terms
  • Contact Details – Phone, Fax & Email

Introduction

The software on this CD provides a system to make wage slips and employee information leaflets for your employees at the Bin-IT workplace. This is a bespoke software which is tailor made for your use. There are on screen instructions for installing your software but this user guide will provide more information with in-detail instructions, troubleshooting help and a glossary.

Instructions

Basic instructions to run the software:

  • Specify which folders you want to save the spreadsheet, wage slip and leaflet. Click the “Run” button which will automatically save the spreadsheet and both documents to your computer.
  • Once you have saved the files to your computer locate your spreadsheet. This will be the spreadsheet you use to calculate the wages of various employees in your Bin-IT company. The columns you’ll want to change regularly are from G to M where the actual hours. You can also change the wages or job position if people are given promotions or something similar.
  • You will notice that when you enter a value out of the range in the hours worked (outside of the parameters 0 to 12) then an error message will appear telling you that you have entered an incorrect value. This is validation – this stops you from making typing errors when entering in data.
  • You can change the validation rules by selecting the values you wish to change by selecting the field you wish to change, going to Data > Validation and then changing the parameters accordingly.
  • Now the spreadsheet functions are sorted – we can move onto the mail merge functions. Mail merge allows you to automatically take the data from the spreadsheet and use it to make a wage slip and/or employee information leaflet. This software comes with the files already linked to each other therefore you don’t need to actually link the spreadsheet with the other documents.
  • Open up the Pay Slip word document. Go to tools > letters and mailing > Mail Merge. This will open up the mail merge wizard.
  • What will be shown to you is a mail merge wizard showing you which spreadsheet is selected to be merged with the word document. You can edit the recipient list and change who you wish the Mail Merge to apply to.
  • Click Next twice to skip to Step 5 of 6 and there you can preview all your print outs for the pay slips.
  • Click Next again and you are on Step 6 of 6, print. Click print and choose which ones you which to print, or just leave it on All and click OK. Before printing – if there was anything you wanted to change on a one-time-basis with any of the employees’ wage slips then you can click edit individual letters and change a specific thing for a specific wage slip.
  • When doing Mail Merge for the leaflets just do exactly the same thing but on Microsoft Publisher

Troubleshooting

  • As stated in the instructions, you may receive an error message when trying to enter in data in some cells on the spreadsheet. This is because a validation rule has been set on the specific cell(s). Step 4 explains how to change the validation rules if they do not meet the criteria of some of your employees.
  • On Step 7, you may have a problem with the Microsoft Word document not being properly linked to the spreadsheet with your data in. In the event that this occurs, click ‘Select a different list’. From this use Explorer to find the spreadsheet file in the location you saved it, select it and then choose Sheet 1.

Glossary

Mail merge – Mail merge is a software function describing the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source. This helps to create personalized letters and pre-addressed envelopes or mailing labels for mass mailings

Data validation – In computer science, data validation is the process of ensuring that a program operates on clean, correct and useful data. It uses routines, often called “validation rules” or “check routines”, that check for correctness, meaningfulness, and security of data that are input to the system.

Validation Rule – A Validation rule is a criterion used in the process of data validation, carried out after the data has been encoded onto an input medium and involves a data vet or validation program.

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