Module: Human Resources/Payroll Topic: Employee Certifications Employee Certifications Tracking in Munis Munis Version 10

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1 Module: Human Resources/Payroll Topic: Employee Certifications Employee Certifications Tracking in Munis Munis Version 10 Objective This document will guide you through set-up and use of the Employee Certifications program located within the Human Resources module of Munis. It is intended for either a superuser of Munis responsible for set-up of codes in Munis necessary to begin using Employee Certifications or an enduser responsible for entering and tracking that employee information. Overview For many new clients of Munis employee certification data has resided in a host of different files including Excel spreadsheets, Access databases and other information sources. Employee Certifications in Munis allows you to track this information in one location, eliminating dual data entry of basic employee information necessary when tracking information off-line. Additionally, you can leverage the power of Microsoft Office mail merge functionality to facilitate communication to employees with about-to-expire certifications (see Knowledge Base documentation for Munis Mail Merge). Prerequisites Before you can successfully use Employee Certifications, you must ensure that the necessary settings and codes are in place. If settings and codes are not set up, or not set up correctly, you may need to contact your Munis system administrator or department manager to have them updated or added into the Munis system. o o Users must have access to Personnel and/or Payroll Miscellaneous Codes (if a superuser) and/or menu access to the Employee Certifications program. Employee Master records must exist for the employees for whom you wish to track certifications.

2 Personnel Settings Relating to Employee Certifications There is one Personnel Setting that needs to be considered before setting up Miscellaneous Codes, required for entry of Employee Certifications data. Depending on your use of other Human Resources programs used to track employee information you may need to update a Personnel Setting Use Certification Levels. If you have made a decision to use the Employee Skills program in addition to Employee Certifications you may decide Employee Certifications should use a separate Level code using the Code Type CERL in Miscellaneous Codes. Employee Skills, like Employee Certifications, use Type, Area and Level Codes (required in Employee Skills, unlike Employee Certifications). Different data elements are captured when comparing Employee Certification and Employee Skills. Once use of these optional Munis programs has been determined you will need to verify or change the Use Certification Level Personnel Setting. 1. Open Personnel Settings. Human Resources/Payroll > Human Resources > Personnel Setup > Personnel Settings 2. If necessary, click Update and check or uncheck the Use Certification Level checkbox. 3. Click Accept to save the change. Procedure for Creating Miscellaneous Codes Before using Employee Certifications you must create Miscellaneous Codes. These can be set up directly in the Employee Certification program. Certification Type and Area codes are required. Certification Level codes are an optional code that you can use to further identify and report on Employee Certifications. You will also have the opportunity to create Expiration Types and Subject Matter codes for reporting purposes, if so desired. Page 2

3 1. To establish the Miscellaneous Codes necessary to use Employee Certifications open Employee Certifications. Human Resources/Payroll > Human Resources > Certifications and Training > Certifications and Skills > Employee Certifications 2. Click Add then click the highlighted subfolder to the right of the Type field. 3. Click Add then complete the fields as outlined below. Page 3

4 Field Code Type Code Short Desc Long Desc Data Description This is the code type selected from the Code Types list. Click Show Types to select another code type. Enter a 4 character (alpha-numeric) code. This is the short description for the code. It can be up to 10 characters long. This is the long description for the code. It can be up to 30 characters long. This is a data code associated with the code type, if applicable. This does not need to be populated for any Miscellaneous Code Types used for Employee Certifications. 4. Click Accept to save the record. 5. Continue adding CERT codes until complete. 6. Click Return to go back to Employee Certifications. 7. Click the yellow subfolder to the right of the Area field and follow steps 3 through 6 as indicated above. 8. Follow the same procedure if you wish to use Level codes (note that the Code Type will be SKLL If the Personnel Settings checkbox Use Certification Level is unchecked, CERL if checked). 9. Expiration Types or not required but can also be established in the same manner. Expiration Types have the Code Type EXPT. Procedure for Entering Employee Certifications 1. Open Employee Certifications Human Resources/Payroll > Human Resources > Certifications and Training > Certifications and Skills > Employee Certifications Page 4

5 2. Click Add then complete the fields as outlined below. Field Employee SSN Last Name First Name MI Status Job Org Location Description This is the employee number. This is the employee Social Security number. These boxes contain the last name, first name, and middle initial for the selected employee. This list indicates the employee's current employment status. This box identifies the employee's job class from Employee Master. This box indicates the employee's org code from Employee Master. This list indicates the employee's primary location from Employee Master. Page 5

6 Certifications Tab Type This list identifies certification type code to identify an accreditation. Certification type codes (CERT) must exist in the Payroll Miscellaneous Codes program. Click the folder button to open Payroll Miscellaneous Codes, where you can view/maintain the codes. Area This list identifies the certification area code. Certification area codes (AREA) must exist in the Payroll Miscellaneous Codes program. Click the folder button to open Payroll Miscellaneous Codes to maintain the codes. Level This list indicates the certification level code. Certification level codes (CERL or SKLL) must exist in the Payroll Miscellaneous Codes program. Click the folder button to open Payroll Miscellaneous Codes, where you can view/maintain the codes. Note: The list options display skill level (SKLL) codes to identify skills and identification if the Use Certification Level check box in Personnel Settings is not selected; if this check box is selected, this list displays certification level (CERL) codes. Number This box contains an authorized number (if available) from the certificate or license. The number or identifier can contain up to 20 characters. Verified This check box, if selected, indicates that the information for this employee has been verified. Tenured If selected, this check box indicates that the employee is tenured in this discipline or subject. Effective Date This box contains the effective date of the certificate/license. Expiration Date This box contains the expiration date of the certificate/license. Expiration Type This list indicates the expiration type. Expiration type codes (EXPT) must exist in the Payroll Miscellaneous Codes program. Click the folder button to open Payroll Miscellaneous Codes, where you can view/maintain the codes. Required Date This box indicates the date by which the license/certification is required. Highly Qualified This check box, if selected, indicates that the employee is highly qualified under the No Child Left Behind Act (NCLB) in this discipline/subject. Numeric Score This box contains a numeric score related to the discipline/subject. You can enter whole numbers, decimals up to two digits, or both (for example, 100, 99.5, 78.25). Alpha Score This is an alphabetic score related to the discipline/subject. You can enter up to 6 characters. Notes This box contains notes applicable to this certification. This box contains up to 40 text characters. Last Change Date This box indicates the last date that this record was changed. The program displays this date; it is display only. Page 6

7 Subject Matter Tab Discipline/Subject This list identifies the subject matter code. Subject matter codes (SUBJ) must exist in the Payroll Miscellaneous Codes program. Click the folder button to open the Payroll Miscellaneous Codes program to maintain the codes. You can enter up to four subject matter areas, with associated hour amounts. Level This list indicates the certification level code. Certification level codes (CERL) must exist in the Payroll Miscellaneous Codes program. This is regardless of whether the Personnel Setting Use Certification Levels is checked or unchecked. Click the folder button to open Payroll Miscellaneous Codes, where you can view/maintain the codes. Semester Hours This box contains the number of semester hours related to the subject. You can enter up to semester hour amounts, with associated discipline/subject areas. 3. Click Accept to save the record. Page 7

8 Results After setting up Miscellaneous Codes and entering (or importing) Employee Certifications you will be able to track this information for your employees. Additionally you will be able to send out or other communication to your employees to manage soon-to-expire certifications. Page 8