SUPPLEMENTS MANAGEMENT PROGRAM v2.1 Administrator User Guide. Table of contents

Transcription

1 1 SUPPLEMENTS MANAGEMENT PROGRAM v2.1 Administrator User Guide Table of contents Menu Functions Page(s) Pay dates 2-4 Category / Subcategory 5-7 Organizations 7-8 Program Settings 8-9 User Management Employee Import 11 Budget Import 11 User Fund Access 12 User Approval Paths Supplement Functions Supplement Supplements by Pay Date Supplements Pending my Approval Approval Functions Supplement Override Restore a Supplement All Supplements Awaiting Approval Other Options Change my Password Change my Page Size Preference Account Inquiry Search Employee ID

2 2 PAY DATES The pay dates menu options can be accessed using the following item from the menu: The two available items are biweekly and monthly pay dates. Maintenance for these is the same and is as follows: These should be in alignment with your District s fiscal year pay schedule. The button options are as follows: Switch to Monthly Show Inactive Pay dates New Allows user to quickly switch to the Monthly Pay Dates table Allows user to Show/Hide Inactive Biweekly pay dates Allows user to enter a new pay date New In accordance with your District and Payroll department schedules, a new record requires the following information: Actual pay date Biweekly Pay Date Entry Begins Date when supplement data entry begins Entry Ends Date when supplement data entry ends To select a date, click on the appropriate textbox and a calendar will show up. **Note: Dates cannot be selected in the past. Only future dates can be selected ** If a supplement submission date is between the Entry Begins date and Entry Ends date, the supplement will be set by SMP to be paid on the Actual Pay Date. If a supplement is supplement date does not fall between the Entry Begins date and Entry Ends date, the supplement will be set by SMP to be paid on the next Pay Date. If no pay date exists, SMP will issue the submitter an error asking them to call payroll for adding a next pay date.

3 3 Pay dates can be built in advance as soon as your District approves a pay date calendar. Once a pay date is entered, it will be shown on a grid as follows: Clicking on a row s edit button will bring up the edit screen as shown below: To edit a date, click on the textbox and the calendar will appear. There are three restrictions regarding edits: 1. Pay date, entry begins, and entry ends cannot be set to dates lower than today 2. Entry Ends date cannot be earlier than entry ends (SMP will enforce these values) 3. All values must be in a valid date format, blanks are not allowed To update the record, click on the UPDATE button. To cancel the update, click on the CLOSE button. Clicking on a row s DELETE button will prompt the user for the following: Clicking OK will disable the selected row, and the pay date grid will reload. Clicking Cancel will make the prompt disappear. ** NOTE: Pay dates cannot be deleted, if a date is keyed in error, an edit can be made to make the correction **

4 4 The pay date currently used in the Settings menu option cannot be deleted, SMP will issue an error if Administrator tries to disable this pay date To bring up disabled pay dates, click on the Show Inactive Paydates button, this will bring up the following To Enable the pay date again, click on the DELETE icon for the specific row, the following prompt will appear If OK is clicked, the inactive pay dates grid will reload Q. Why would you want to inactivate pay dates? A. In order to keep the pay dates table view to a current school year pay dates, it is recommended that last year s pay dates are inactivated. (This makes for easier maintenance) To go back to the activate pay dates grid, click on the Show Active Paydates button. Cont. on next page

5 5 CATEGORY Categories are one of the driving forces behind SMP; they are supplements approved by the District s School Board and are found in the Human Resources Department s handbook. Category / SubCategory can be accessed via the following menu item: The data entry for Categories looks like the following: To Create a new category, click on the NEW button, the following will appear: A description is required to add a new record. ** NOTE: Descriptions must be unique, SMP will enforce for uniqueness ** Categories should be generic enough to accommodate several subcategories. For example, the category After School Tutorials category can contain the following subcategories: Instructional Aide, which pays $10 per hour Teacher / Librarian, which pays $20 per hour Principal, which pays $30 per hour To edit a Category name, click on the EDIT icon for the specific row and the Edit form will appear.

6 6 To update the row, click on the UPDATE button, to cancel the edit, click on the CLOSE button. SUBCATEGORY A subcategory is another driving force behind SMP. Each subcategory controls how much employees get paid when a Category -> Subcategory combination is selected on the Supplement Screen. To add a new subcategory, click on the NEW button, the following will appear: The following elements are required: Description Category Rate Unit Based Scode A description for the Sub Category The parent category Dollar amount the Sub Category pays If the Sub Category pays hourly, this should be checked If the Sub Category pays a fixed amount, it should be unchecked Matching Supplement Code in payroll system that will be shown on an employee s pay check When all the information has been entered, click on INSERT, this will reload the Sub Category grid.

7 7 Narrow by Category This drop down list can assist the SMP administrator in narrowing down the Sub Categories that belong to a Category. To use, just select an item from the drop down, if no Sub Categories are found a message is issued, if Sub Categories exist for the selected item, they will show up as follows: In this example, we are showing all Sub Categories under After School Tutorials To edit a Sub Category, click on the specific row s EDIT icon. To delete a Sub Category, click on the specific row s DELETE icon Q. Can Categories and Sub Categories be deleted at the end of the School Year? A. Yes, SMP will safeguard the entered data in each supplement row by keeping a copy of the selected Category/ Sub Category combination for historical purposes. In fact, it is recommended that the District performs maintenance to these tables on a yearly basis to prevent Secretaries from selecting a Supplement Category / Sub Category which no longer exists in your District. ** NOTE: to delete a Category, delete all Sub Categories first then delete the Category ** ** SMP does not allow users to delete a Category which still has Sub Categories ** ORGANIZATIONS To access the organization maintenance screen, click on the following icon from the main menu toolbar This will bring up the organization maintenance screen which looks as follows:

8 8 To add a new record, click on the following icon: This will bring up the Add New Record screen Type the organization number and description, then click on add. Upon successful addition of a new organization, SMP will reload the Organizations Table. To edit an organization, click on the EDIT icon for the specified row. When done with the edit, click on UPDATE to save your changes. ** NOTE: Duplicate Organizations are not allowed. Organizations can be alpha numeric. ** PROGRAM SETTINGS The most important integral part of SMP, behind the Supplements page, is the Program Settings. The Program Settings page is shown below:

9 9 This page controls all the settings on SMP. It controls the deadlines for both pay date types. It also controls whether users can key in data. It also controls whether approvers can approve. It also controls the District Logo. The biweekly pay date is the current pay date being used by SMP. The day after a successful payroll run, the Payroll Department Administrator needs to change the Biweekly and Monthly pay date selection from the dropdown for the next payroll. To edit the Start and Ending dates for any specific payroll date, refer to the Monthly / Biweekly section of this guide. The Allow Data Entry menu option will keep users from logging onto the Supplements program. When unchecked, only administrators can log into the program. Q. Why would you want to prevent access to the system if payroll deadlines enforce pay date rollovers? A. When downloading the upload data to the payroll system, it is recommended that the system administrator blocks access to the system, so that approvals for the same date do not overlap each other. For example, 100 supplements have been approved but there is still one pending on the system for the same pay date. These 100 supplements have a combined total of $95,000. The pending supplement has a total of $1,000. If access is not disabled and the last approver approves the supplement while the data is being downloaded, SMP will not have time to report the extra money being downloaded. The variance will be found when the data is uploaded into the payroll system, which gives totals on how much is being uploaded. These amounts from SMP and your payroll system should match. (covered later in the guide) To change the District Logo, which also appears on the login screen, click on the UPLOAD button. The District Logo Upload screen will show up. The following file extensions are allowed:.jpg,.tiff,.png Regardless of file size, SMP will only display the logo in a 175 x 75 pixels. ** NOTE: Smaller file sizes are rendered faster, thus reducing load time ** When uploading a District Logo, there is no need to click the UPDATE button on the Program Settings Page. Upon successful upload of a District Logo, SMP will issue a confirmation page, and as soon as the upload dialog is closed, the Program Settings page will reload. Cont. on next page

10 10 USER MANAGEMENT User management allows you to control access to the system. For legacy purposes, it is recommended that when staff leaves your District, the administrator re-assigns the user id of the person who left to the new employee. This reduces down the time it takes to create a user. Q. Why would you want to re-assign a user? A. In SMP, giving access to a new user requires the following: Create the user, give the user access to funds, and create a user approval paths for the new user. All this can be avoided by re-assigning the user. Q. Why is the user id only 3 digits long? A. In SMP, the user ids are only 3 digits long to ensure uniformity across the users being created. In using 3 digits, a District can have up to 999 users to the system. Moreover, if user ids are personalized to your Active Directory logon credentials, they could not be reassigned, thus rendering the legacy functionality useless. Q. If I reassign a user id to someone else, what about all the supplements they submitted or approved, is the name of the new person appear on those as well? A. In SMP, submissions, approvals and system notes are part of SMP s trademarked historical legacy. This means that if Jane Doe was assigned user id 001 and when she leaves, Rose Lawn replaces her. All the Supplements created by Jane Doe will continue to read as created by Jane Doe, not Rose Lawn. The same applies to Approved supplements, as well as historical information. To add a user, click on the following icon: This will bring up the NEW user window Type in the user name, next type in the user s address from your Exchange Server s Directory.

11 11 To ensure that the user exists and the is correct, click on the Verify button. This will check the against your District s Active Directory Server for correctness. If the exists, the name and title of the owner will appear on the AD Details line. ** NOTE: This will only work if your District has Active Directory Enabled on the Master Program Settings ** Contact your Software vendor for help with enabling this functionality Verifying a user name will also populate the First and Last name textboxes. If Active Directory is disabled, SMP will allow you to type directly into these textboxes. Next, select a User Type from the drop down menu. Next, select a Campus from the drop down menu. When you have entered all this information, click on ADD USER to save the record. ** NOTE: Before adding the record, SMP will check for duplicates ** EMPLOYEE IMPORT The employee import is used to retrieve a list of employees and their hourly wage to be used by SMP. To access the option, click on the Tools menu, then select Users, then select User Import, the following will appear. To update the employee listing click on the Import button. Upon successful import the screen will look similar to the following (the number of records varies depending on your District s employee counts) BUDGET IMPORT The Budget Import menu option is used to refresh the budget accounts used by SMP from the District s Financial System. To access the option, click on the Tools Menu, then select Users, then select Budget Import, the following will appear. Upon successful import, the screen will give a confirmation which includes the number of accounts imported.

12 12 FUND OPERATIONS Fund operations control what funds users have access to. A user can access to one or many funds. The data entry screen looks like the following: To add a Fund to a user, you have two options 1. Type in the User ID on the textbox or 2. Select the User ID from the Search by User drop down list. Only one fund can be added per user; however, the same fund can have several approval paths (covered in later section) USER APPROVER PATHS User approver paths control who the approvers are for a submitter. ** NOTE: Only assign Approver Paths to users who will be submitting a Supplement ** A submitter can have limitless number of approval paths; however, the approver paths are not a 20 digit account mask. Instead, the same fund can be assigned to a user multiple times with different sets of approvers. Q. Why would you want to assign a user the same fund? Doesn t it make more sense to create an account mask for submission purposes? A. From a system maintenance point of view, it is easier to add multiple funds to the same user and provide a choice for approvals. When a user has multiple approval paths for the same fund and they are submitting a supplement, they are presented with names of approvers not user ids. Moreover, when using 20 digits masks, the payroll department would have to maintain a mask for every user who submits. Three digits are easier to maintain. The User Approval Paths screen is shown below:

13 13 To add an approver path for a user, type in the User ID on the textbox then click on Find, if the user already has approval paths, you can select his/her name from the dropdown. If you don t have the user id of the user whose approval path will be edited, click on the Users Table search screen icon, this will bring up the Type in the information necessary to search for the user, then press Enter or click on Search, to select the user. When the results for your query show up click on the icon on the desired row. This will bring up the approval paths for the user, or if the user does not have an associated user path, SMP will notify you of this. Next, to add a path, type in the fund number on the Fund textbox and if you have the approver UID. To add approvers, you have two options: 1. Type in the 3 digit User ID on the textbox underneath the next approver, or 2. Select the name from the dropdown list and click on Add Approver To add the path to the user, click on the Add button, the grid will reload showing the changes. To edit a row, click on the Edit button for the row. The form will look like the following: After changes are made, click on the UPDATE button. To cancel, click on the CANCEL button

14 14 SUPPLEMENT The Supplement screen is the most important page of SMP, it is here where employees who will be receiving a supplement are entered. The screen looks like the following To initiate a supplement, two things are required: 1. The type of payroll frequency (Biweekly, or Monthly) 2. After the frequency is selected, the Purpose of the supplement should be entered. When this is done, Click on the NEW button, this will bring up the Data Entry screen To key in an employee, type in the numerical part of the Employee ID, SMP will auto fill leading zeroes. If you don t have the employee id, click on the icon to bring up the Employee Search Screen. The Employee Search Screen uses a phonetic search algorithm. Partial or full names can be typed into any of the First, Middle, and Last name textboxes and any relevant records will be retrieved.

15 15 In the above example, keying in JO would bring up the five records shown. Typing in JOHN would bring up only two records. ** NOTE: Your results may vary depending on your District employees ** To select an employee, click on the as shown below icon for the desired row, this will place the employee ID on the data entry screen Next, select a Category for the supplement. This will allow SMP to get the Sub Categories for your selection, if there are no categories for the selection, SMP will issue an error. Next select a Sub Category, this will allow the system to look up the Employee Name associated with the Employee ID. Depending on the Category / Sub Category combination selected, Hrs/Units may or may not be editable.

16 16 For example, if your Payroll Department had a Sub Category which pays a flat amount, SMP would place 1.00 in the Hrs/Units textbox. Using this example, type in the number of hours to be paid to the selected employee on the Hrs/Units textbox. This will auto calculate the Hrs/Units x Rate of Pay for the selected Category / Sub Category combination as shown: The last step before clicking the ADD button is to key a valid 20 digit Budget Account code that will be paying for the supplement. SMP will check for valid accounts using your District s Financial System. There is no separation between the account components; this means that rather than typing you would have to type Q. Why would you have to type in the account in this manner? A. This allows the use of copy / paste when keying in many supplement items. When done, click on the ADD button. If the record passes the system checks, it will be added in the background, and the data entry section will be cleared.

17 17 Q. Why not just show the grid instead of showing the data entry screen? A. This allows for faster data entry where you can add one employee after another without the need to click on Add on the supplement screen. When done adding employees, click on the CLOSE button. The supplement will look similar to Note that there are many more options than before. The Local Print button is enabled (this allows you to print your supplement) The Attachments button is enabled (this allows you to add supporting documentation for your supplement) The Notes button is enabled (this allows you to see the supplement notes) The Delete button is enabled (as its name implies, this allows you to delete the supplement) The Update Purpose button is enabled (this allows you to update only the Purpose textbox) The Submit button is enabled (this allows you to submit the supplement) Attachments are required to submit a supplement. To add an attachment to the supplement, click on the Attachments button, the following will show up Find your file by clicking on the Browse button. When you have selected your file, click on the Upload button. If your file is successfully uploaded, it will show up under the Uploaded Files section as shown below:

18 18 The only file types allowed by SMP are PDF. They must be no larger than 3MB in size. If you have an attachment larger than 3MB, it is recommended that it s scanned and uploaded in two parts. Moreover, it is recommended that if documents are scanned, they are scanned in 300 dpi (dots per inch) resolutions. Please contact your IT department for help in how to meet the scan requirement. If you are ready to submit, click on the Submit button. If your supplement is past the Payroll Department deadlines, the following prompt will show up: When this happens, click on the Submit to the Next Available Pay date, this will change the supplement pay date to the next available pay date. If the user submitting the supplement does not have multiple approval paths for the same fund, SMP will submit the supplement for approval; however, if the user has multiple approval paths, SMP will show the following Select the appropriate Approval Path by clicking on the desired radio button, this will submit the supplement.