OnCorps and egrants. Program Directors Training Tan-Tar-A Resort June 26, 2018 Presented by Lori Williams

Transcription

1 OnCorps and egrants Program Directors Training Tan-Tar-A Resort June 26, 2018 Presented by Lori Williams

2 Member Enrollment in OnCorps OnCorps Reports: Steps to Enroll a Member Log into OnCorps ( as a Program Director. Under the Manage Records tab, select Members. Click the Add New Member button. Enter all the applicable Member information. Enter all required fields. Also be sure to enter the following: Contact information including a current address for the Member The status of the Member (Enrolled) The username and temporary password for the Member (Members will be prompted to change it upon the first log in.) The slot type for the Member (i.e. full-time, half-time, etc.) The start and end dates of the service term. (Note: If you enter the mid-term date, the system will notify you when mid-term reviews are past due.) Confirmation that the Member has been enrolled in the My AmeriCorps Portal. The Site Supervisor(s) that will approve the Member s timesheets.

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5 Click Save to enroll the member

6 OnCorps Time Tracking General Member Timesheet Instructions 1. Members should complete the timesheets on a daily basis. 2. Hours should be recorded in 15-minute increments, using these fractions: [15 minutes =.25] [30 minutes =.50] [45 minutes =.75] [60 minutes = 1.00] Only hours served must be documented. Lunch breaks do not count as service hours unless the lunch hour includes structured activities like speakers and trainings. Training time cannot exceed 20% of the aggregate hours for all Members. 3. Members should submit timesheets regularly per the program s timekeeping policy. Note: Please review the Program Director Handbook for guidance and compliance expectations

7 OnCorps Time Tracking The timesheet system in OnCorps reports is in full compliance with CNCS requirements for online timesheets. The Member timesheet approval process is outlined below. 1. Members log in, fill out a timesheet and submit it to the supervisor(s) who supervised them during the timesheet period. The timesheet is then locked and Members can no longer revise it. 2. An is sent to all of the supervisors selected by the Member that they have a timesheet ready for approval. A notice also appears on the supervisor's Home page. 3. The supervisor logs in to OnCorps Reports and reviews the Member's timesheet. The supervisor can either: A. Approve the timesheet. (All supervisors that received the timesheet must approve it independently before the hours are officially approved) OR B. Reject the timesheet and enter the reason why it was rejected. (Only one supervisor needs to reject a timesheet to reject it for all supervisors it was sent to)

8 Member Service Hours You can manage Member service hours using the pages under the Time Tracking > Member Service Hours, which includes the following: Filter Member Timesheets Total Member Hours Graph Member Total Hours Year-to-Date Member Hours by Service Site Print Member Timesheets Unlock Member Timesheets Batch Member Time sheets

9 OnCorps Time Tracking

10 Filter Member Timesheet You can view your Member's timesheets by the following : Period Member Timesheet Status Filtering by timesheet period using the Select a Period drop down menu will show all of the following: Submitted Approved Rejected Select a Member or Select a Member Assigned All Members in your program (Member) Members that are associated with sites that are assigned to you (Assigned) Using the Select a Timesheet Status drop down menu selection you can sort for the following: Approved Submitted Rejected Late Not Started

11 Member Total Hours Year-to-Date

12 Print Member Timesheets

13 Unlock Member Timesheets

14 Below is how to access the tutorial for a demonstration on how to access and maneuver timesheets as an AmeriCorps member, Site Supervisor, and Program Director. It provides step-by-step instructions in a written format and a video format. Note: Please do not submit Request Help Forms in OnCorps Reports without first contacting your assigned MCSC program officer.

15 egrants Enrolling a Member My AmeriCorps Portal (egrants): Steps to Invite a Member 1. Log into egrants ( 2. Select Portal Home from the homepage. 3. Click Invite Members in the left menu. 4. Complete the required information for the Member. If inviting one Member, click Save. If inviting multiple Members, click Add Another and then click Save after entering the final Member s information. Note: Members will receive an automated prompting them to complete Parts I and II of the online National Service Trust Enrollment Form.

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17 egrants Pending Invitations My AmeriCorps Portal (egrants): Steps to Enroll a Member Click S&N Workbasket on the Portal Home menu. If Members have completed Parts I and II of the online National Service Trust Enrollment Form, they will appear under Pending Enrollments. If Members have not completed Parts I and II of the online National Service Trust Enrollment Form, they will appear under Pending Invitations (shown below).

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19 egrants Pending Enrollments My AmeriCorps Portal (egrants): Steps to Enroll a Member Pending Enrollments: Click on each Member s name. Certify each Member s enrollment by entering the following information: The Member s Start Date (date on which service commenced); The Program Title (either pre-filled or in a dropdown menu); The Service Site Location (selected from a dropdown menu provided the program has previously entered all service site locations into the My AmeriCorps Portal, which is required). The Slot Type (selected from a dropdown menu based on awarded Member slots). Check the certification statement and click Enroll Member.

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21 Resources To submit Help Desk tickets to OnCorps IT Support, you must have prior approval from MCSC program officer Program Director s Handbook Program Officer

22 QUESTIONS?