Using SART - Managing Employee Record

The subsections in this subject are as follows:

  1. Introduction
  2. General Navigation
  3. Date fields
  4. Gender
  5. Department
  6. Grade
  7. Manager
  8. Disabled as per DDA 1995?
  9. Contact, Absence Records Employment Detail & Job history Tabs
  10. Accessing Employees Absence Records


The main data recording and editing functions of the tool are accessed by choosing Employees & Absence Recording from the main menu. This will open up the Employees form as shown below.

All individual absence data records are accessed by way of the employee to whom the absence belongs. Therefore an employee must be chosen before individual absences are viewed. (This mode of access will be used in future versions of the database with enhanced security to limit access to only the relevant records.)


As in other data entry screens the prompts for the mandatory (required) screens are framed in colour. The other fields are optional, although the more that are filled-in, the greater will be the scope and usefulness of the tool for reporting and analysis purposes.

As usual Tooltips are available for all fields and buttons, and are revealed by hovering the mouse over a field.

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General Navigation

The general toolbar, with icons, at the top of the screen can be used to navigate through records, and to filter records according to the contents of particular fields.

Specific employee records can be managed with the command bar available above employee data. Via the drop down box this Command bar can be used to select and move to an existing employee record. Undo will abandon any unsaved changes; Save will save any pending changes; Delete will delete the current Employee record; and Print will print a copy of the current employees details.


A separate, form-specific navigation bar at the foot of the screen can also be used to move through multiple employee records as shown below. It reports the current position within a set of records (eg 1 of 38 employees). It is also used to close the form.


As usual Tooltips can be used to highlight these functions.

The drop-down list box, Move to existing employee record by Surname, can be used to move directly to the record for a particular employee.

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Date Fields

Like all date fields in the database, the Date of Birth field can be filled or edited in ways to suit the user. The data can be entered with the keyboard (eg enter '12/02/1966', for 12th February 1966).

Alternatively, double-clicking on the date field will open up a small Calendar form, as shown below, and the mouse used to choose a date to will be pasted into the field. If there is already a date in the field the calendar will open on that date, otherwise it will open at today's date. double-clicking on a chosen day will enter that into the current date field. To close the calendar without setting a date click on the X button to close the calendar.

For existing date fields that need to be adjusted, this can also be done by increasing or decreasing the date by a day at a time, using the plus (+) or minus (-) keys on the keyboard.

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Choose gender from the drop-down list.


Where relevant Choose the Department for which this employee works from the drop-down list. Several departments have been provided for the demonstration company. This list can be modified by double-clicking in the drop-down box. This opens up another form into which you can add further departments for your own use, as shown below.


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Choose Grade from the drop-down list. Similarly to Department, this list can be supplemented by double-clicking on the drop-down field and adding Grades for your own use.


Choose the employees line manager from the list of employees.

Disabled Person? (as per Disability Discrimination Act 1995)

Is the employee a disabled person under the terms of the 1995 Disability Discrimination Act?

Link to helpful information provided by the Disability Rights Commission here.

Link to the definition within the 1995 DDA provided by HMSO here.

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Accessing Employee Absence Records

Employee Contact Details, Absence Records, Further Employment Detail, and Job History records and are available by clicking on the relevant tabbed area of the screen as shown below.


Only the Job history tab has mandatory fields, where you are required to add details of at least the current Job. New job types can be added to the drop-down list of existing jobs by double-clicking the drop-down box and adding a new job to the list in the form provided.


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Accessing Employee's Absence Records

The Employee Absence Records tab gives access to the Absence records for the current employee. This is shown in the next figure below.

Absence data is clearly sensitive information and should only be available to approved personnel. It should be noted that to access absence records requires the appropriate security access. Further details on the security levels employed by SART, and their management, are given here.

Without appropriate security access, attempts to view absence records will produce a warning message and access will be restricted.


The listing presented here gives a read-only summary of existing absence records, in chronological order, with most recent at absences at the top.

The absence record command buttons,  located below the summary list, gives access to the details of Absence records, as itemised on the button titles (and their associated Tooltips). In addition, double-clicking on a record in the summary (or using the Selected button when a summary record is highlighted) will open the details for that absence record.

Shown near the top of this tab are the total number of absences for the current employee, and the number of absence action triggers set for the employee. Further information about trigger levels and settings are given here.

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