WORKFLOW USER DOCUMENTATION

Transcription

1 WORKFLOW USER DOCUMENTATION Copyright by - Combined Computer Resources, Inc. Telephone 214/ Fax 214/ Support Line 800/

2 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 2 LOGIN SCREEN A. Type in your USER NAME, then press TAB and type in your PASSWORD. The Password is case sensitive so use the correct upper and lower case. It will appear as. B. Press ENTER or click on the LOGIN button with your left mouse button. NOTE: The system will automatically default the Password to the UserName, therefore you can simply type in your UserName and press enter if UserName and Password are the same. STEP 1: Initiate Job Requisition (Vacancy) A. To begin a new Job Requisition (Job Vacancy) click on Initiate Vacancy as seen on the screen below. Combined Computer Resources, Inc. Documentation Date: August, 2010

3 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 3 B. You will then see the screen on the following page. Select Personnel Vacancy form to continue. STEP 2 - Complete Vacancy Form - Top Section 1. Enter the Date (MM/DD/YYYY) you begin the requisition which is usually the current date. 2. Click on the arrow for the drop down box to select your Facility or type the 1 st letter of your Facility name. 3. Select the appropriate Employee Type for the vacant position you are entering: -Administrative, - Ancillary,-Classified,-Teacher 4. Select the appropriate Position from the drop down list. The list will change depending on the Employee Type selected. 5. Type in the PAF number. 6. Select the Rationale from the drop down list as well as entering the info for Person being replaced, SSN of the person being replaced and the last day worked for the employee being replaced. 7. Complete the full time/part time, days per year, hours per day, starting date and approved by and date to continue with the requisition.

4 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 4 STEP 3 - Complete Personnel Vacancy Form - Middle Section The next four (4) areas (Qualifications, Job Descriptions, Responsibilities, and Experience) of the Personnel Requisition Form will be used as text to complete the Job Posting. These four areas of the Personnel Requisition Form are not required; however, the more detailed information you can provide the better the Job Posting will describe the requirements for your vacancy. Below is a SAMPLE of text that may be used for a teaching position or you may complete using additional specific requirements: Qualifications: 1) Educational Level: Bachelor's Degree 2) Certification/License Required: Valid Professional Teaching Certificate in appropriate field 3) Physical Activities: Routine physical activities that are required to fulfill job responsibilities 4) Proficient Skills: Communication, instructional strategies that connect the curriculum to the learners, student management Job Descriptions: To provide instruction for students that enables them to learn and achieve to the maximum of their abilities. Responsibilities: Planning and Preparation: - knows material and student needs - effectively organizes instructional plans and efficiently manages resources. Classroom Environment: - sets and enforces student learning and behavior expectations

5 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 5 - ensures classroom safety and cleanliness - effectively uses space, time and materials Instruction: - demonstrates effective teaching techniques - displays flexibility, initiative and creativity - primary focus is on student engagement and learning Administrative Responsibilities: - demonstrates accuracy and timeliness in grading, record keeping and other administrative tasks - effective parental and co-worker relationships Professional Qualities: - listens, speaks and writes effectively - accepts personal responsibility; exhibits loyalty and integrity; fosters teamwork and professional development Experience: One (1) to three (3) years previous teaching experience preferred. STEP 4 - Complete Personnel Requisition Form - 3rd Section 1. Select the appropriate Full Time or Part Time designation. 2. If the position is Part Time please enter the percentage (i.e. 30 for 30 percent). 3. Complete the Days per Year (contract days for the vacant position you are entering) 4. Be sure to enter the correct Hours per Day for the position. If part time enter the appropriate part time percentage. 5. Be sure to enter the date (MM/DD/YYYY) you need a new employee to begin. 6. If you have any Special Instructions i.e. account information, additional courses needed, additional duties required, enter here. 7. Enter your name (Approved by) as Principal or administrator responsible for hiring and the Date (MM/DD/YYYY) you completed the requisition. At this point you may Complete the requisition to make it available to move to the next step or Save it for Later and go back to it at another time to review and complete.

6 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 6 STEP 5 - Send to HR for Approval 1. After you have clicked Complete as indicated on the previous page you will see your Personnel Vacancy Form that it is DONE and ready to send to Personnel for Approval. 2. Notice that there is a red square ( ) next to Personnel Requisition Form. That indicates that there is a required action. Under the FLOWS section you must either Submit for Approval or Cancel it. You have to complete the required actions for the corresponding flow. Since the submit for approval has the red box, you must do everything above that has a red box. 3. If you have successfully sent your requisition to personnel for approval then it will disappear from your Work Queue. If you click on your Work Queue you will then see a screen as shown here. 4. You can see all the Vacancy requisitions on the screen to the right. They are all pending approval from the HR director. If all requisitions have been approved, the message of Currently there are no queue items to process will be displayed.

7 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 7 Initiating a Recommendation for Hire request STEP 1: Initiate Rec to Hire B. To begin a new Rec to Hire click on Initiate Rec to Hire as seen on the screen below. B. You will then see the screen on the following page. Select Recommend to Hire form to continue.

8 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 8 STEP 2 - Complete Recommend to Hire Form - Top Section 1. Enter the Posting Date (MM/DD/YYYY) you begin the requisition which is usually the current date. 2. Enter the Closing Date. 3. Click on the arrow for the drop down box to select your Facility or type the 1 st letter of your Facility name. 4. Select the appropriate Employee Type for the Recommend to Hire you are entering: -Administrative, -Ancillary,-Classified,-Teacher 5. Select the appropriate Position from the drop down list. The list will change depending on the Employee Type selected. 6. Type in the PAF number if needed. 7. Enter the name, SSN of the person being replaced if known. STEP 3 - Complete Personnel Vacancy Form - Middle Section In the middle section of the Rec to Hire form. Enter the information of the person being recommended for hire. 1. Enter the recommended person s name, SSN. 2. In-district/out-ofdistrict 3. Comments 4. Assignment days, actual days, hours per day and the funding information.

9 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 9 Criminal Records Check: Enter the Criminal Records Check information for the person recommended for hire. Enter the Criminal Records Check Date, Person Conducting CR Check and any comments or notes pertaining to the criminal records check. STEP 4 - Complete Recommend to Hire Form -Last Section Enter the compensation information. 1. Enter the Salary/Rate. 2. Enter the Years of Experience only if it is a administrative position. 3. Enter any comments or notes as needed. 4. Lastly enter the Human Resource Approval information (Human Resource and date). Now you may Complete the Recommend to Hire Form to make it available to move to the next step or Save it for Later and go back to it at another time to review and complete.

10 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 10 STEP 5 - Send to HR for Approval 1. After you have clicked Complete as indicated on the previous page you will see your Recommend to Hire Form that it is DONE and ready to send to Personnel for Approval. 1. Notice that there is a red square ( ) next to Recommend to Hire Form. That indicates that there is a required action. Under the FLOWS section you must either Submit for Approval or Cancel it. You have to complete the required actions for the corresponding flow. Since the submit for approval has the red box, you must do everything above that has a red box. 3. If you have successfully sent your requisition to personnel for approval then it will disappear from your Work Queue. If you click on your Work Queue you will then see a screen as shown here. 4. You can see all the Vacancy requisitions on the screen to the right. They are all pending approval from the HR director. If all requisitions have been approved, the message of Currently there are no queue items to process will be displayed.

11 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 11 Search Workflow Application 1. Click on Search to review all items that you have worked on. 2. You may select to search only items you initiated, Search items on which I worked or search all items. 3. You may also search by specific Task ID s 4. Select the criteria for process from the pull down menu (Vacancy or Rec to Hire) 5. Select your options (you may accept the defaults) and click on Search. Search Results 1. The Search Results will give you a listing of tasks matching your Search criteria - Active and Completed. 2. The listing shows: -the Process -step in the Process for each task -who is working on it -the content of the Process -the date it was added to the work queue

12 WINOCULAR WORKFLOW USER DOCUMENTATION PAGE 12 Log Off 1. Click Log Off to end your WorkFlow session. 2. If you are finished with WorkFlow for the day you may close that window by clicking on the red X in the upper right hand corner.