This new enhancement is ideal for adding time- specific schedules (i.e. not using location times) to support staff.

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1 General HR Enhancements Schedules Enhanced Global Schedule Add This module is a supplement to the Global Schedule Add program that would add a default AMS/ PME schedule to selected assignments. The enhanced program allows specific start, end and break times to be specified and selected positions and locations to be specified as well. The program will also calculate the amount of time being added to the schedule. As previously, it will only add schedules to full- time employees working at one location. This new enhancement is ideal for adding time- specific schedules (i.e. not using location times) to support staff. There are two options for schedule addition: (1) One line of schedule per day with an optional break: (2) Two lines of schedules per day (no break, as the break will be applied through a gap in schedule line 1 s end time and schedule line 2 s start time. Schedule Entry Method 1 Page 1 of 36

2 Schedule Entry Method 2 This program can be found in 3,2,10 or by going to Assignments > Schedule Reports > Enhanced Global Schedule Add. Auditing Additional Areas Now Auditable The Audit File Report (10,3,13,2 or Setup/ Maintenance > System Setup > Audit Trail Menu > Audit File Report) can now be used to audit additional areas: Emergency Notification Employee Experience Certificates Special Skills Employee Seminar Attendance Employee Transfer Request Employee Assignments: Added subjects/ levels, GL screen data, authorizer location, payroll ID, salary screen fields. Staffing Notification Codes Page 2 of 36

3 Evaluations - Mass Update Supervisor Field This module will replace a specified supervisor throughout all incomplete evaluations (i.e. with no completion date specified) with a newly specified supervisor. This process can be run in preliminary to preview the changes. This new feature can be found by going to 4,1,11 or by going to Demographics > Evaluations and Discipline > Evaluations > Evaluation Supervisor Mass Update. User Profile Maintenance This new web menu option now provides districts with profiles and settings that control some web products, previously only accessible by SRB. Some of the profile options include: ADW: address to send to if the Add Schedule button is used Workboard: address of texting/ sender AMW: Which fields to use on the location database for daily/ weekly reminders HRW: New date key words JPW: Show closed postings an employee has applied for LMW: Customized Message for There are no events SIW (My Info): address for Human Resources feedback TEW: Allow timesheet adjustments to be made on closed days User Profile Maintenance Page 3 of 36

4 Tabbed User Profile Maintenance: Page 4 of 36

5 Either or both of these menus can be added through Security Builder to a new or existing view from the PRM environment: Page 5 of 36

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7 AUTOMATED DISPATCH Merging Multiple Absences for the Same Absent Employee ADS can be configured to merge together multiple call outs for the same absent employee into one call out, and then separate out that one call out into multiple dispatches so that the dispatches match the original absences. There are three profile options in the ADS Group Profiles (11,8,2,3 Page 5, Fields 3-5): MERGE CONTIGUOUS ABSENCES INTO ONE CALL OUT [Y/ N/ A] Y= Yes, N= No, A= Always NUMBER OF MINUTES TO DELAY FOR MERGED CALL OUT- SAME DAY NUMBER OF MINUTES TO DELAY FOR MERGED CALL OUTS- FUTURE DAY For example, if an employee is scheduled to work Tuesday and Thursday, logs two separate absences with different absence codes for both of those days, the system will merge those 2 call outs into one. When the sub is called, they will be asked to work both Tuesday and Thursday. If they accept the job, ADS will create 2 separate dispatches that attach to the respective absences. So you end up with 2 separate absences with their corresponding dispatches, one for each day. With the ability to say Yes, No or Always to the MERGE CONTIGUOUS ABSENCES INTO ONE CALL OUT, you can control whether this merging happens at all, whether it happens for contiguous absences only (absences that are consecutive, i.e. Monday and Tuesday), or whether it happens to all call outs currently in the system (Consecutive and non- consecutive, i.e. Monday and Tuesday or Tuesday and Thursday). The reason for the NUMBER OF MINUTES TO DELAY profile options are to delay the call out long enough to give the employee enough time to log 2 or more absences that they want to be treated together. If the absences are logged during a time when ADS is not dispatching, these profiles are not really needed. But if employees enterabsences during the call out times, the first absence may be picked up and processed by ADS before any subsequent absences can be logged. Number of Minutes for Future Days: More time may be needed to allow for subsequent absences to be logged if the dispatch doesn t start today. Let s say you set the same day delay to be 10 minutes. That will give the employee up to 10 minutes to enter a 2nd or 3rd absence before the first one is dispatched. Any absences entered in that time period will be merged into a single call out. Also, any absences that are entered PRIOR to the first one being called out will be considered for merging. So, depending on what ADS is doing in terms of filling other absences, could result in the delayed absence from delayed longer than the delay time you specify i.e. if there are 10 unfilled jobs in the system that are to be dispatched before the first absence that we re talking about, the merging won t happen until the absence is about to be dispatched. Similarly, if you set the delay time for future day call outs to be 60 minutes, then the user has an hour to enter any subsequent absences into the system. Again, any absences that exist in the system at the time the first one is processed will be considered for merging. Page 7 of 36

8 Allow Manual Absence Entry (through Atrieve) for Employees on Leave Previously, upon entering an absence for an employee on leave, HR would be prompted for a position and location and load a default schedule. With this enhancement, if the leave assignment type has a * in field 09, the on- leave employee s schedule will load on manual absence entry. Dispatch Over- Ride Rate By Units Logic This field can be found in 11,4,2,2 Page 3, Field 15. This field can be used if a replacement employee is to be paid a set rate other than the regular rate multiplied by the dispatch units. For example, a replacement employee would be paid $ per day when working a full day, but perhaps the district pays $100 if that replacement only worked half a day (0.5). The system would normally take the $ full day rate and multiply it by 0.5, which works out to $ Some districts pay their replacements extra if they only work a half day, so this field will accommodate this. If a replacement works 0.5 and this field shows /.5= 200/, the replacement would then be paid $ Similarly, an entry of: /.1< = 100/.3= 300/.4> 500/ produced the following results: (if units < =.1, then rate will be 100, if units = 300, then rate will be 300, and if units >.4, rate will be 500). Page 8 of 36

9 Different Sub Rate Factor By Location Field 43 has been added to the location code, which can be activated to be a sub rate factor. For example, if a sub who works at a specific location should earn 1.15 times more than the regular rate, apply that factor here. If the field is blank or zero, the field is ignored and the regular rate will be used. Page 9 of 36

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11 Soft Delete Dispatch Source Codes The ability to soft delete dispatch source codes has been added in 10,1,2,19.2. Soft- deleted dispatch source codes will not appear in Field 17 as an option for Source. Last Replacing Search Now Refers to Absent Employee s Schedule Dispatch Search Parameters (11,4,2,2), Page 1, Field 07 controls whether an employee replacing an absent employee should be tried first if the absent employee is away again. Previously, if this prompt was answered as Y, then the system would search back a defined amount of days without referring to the absent employee s schedule. Page 11 of 36

12 Two new options are available: A/ #: With # being the number of days to search back, this option will refer to the absent employee s schedule. For example, if the employee only works one day a week i.e. every Wednesday, the system will now actually look back (in this case) a whole week if the system says to look back one day, because now it will look back 1 working day according to their schedule. B/ #: Same as A/ #, except it will also refer to schedules that might exist on leave assignments as well. Customiz ed Help Files Help files can now be customized by District. sr- personnel@srb- es.com for more information or a quote. *billable service Page 12 of 36

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14 WORKBOARD Requested Sub Already Working Previously, if an absent employee requested a replacement that was already working on that particular date, the search order would not move on until a non- no requested sub line opened up. The requested sub could not refuse because the dispatch would not appear in his or her workboard. Sample Search Order: From days before a dispatch, show the dispatch to requested replacements only. From 3-30 days before a dispatch, if there are no requested subs, show the dispatch to replacements who matching on subjects. ***This would never be utilized if the requested sub was already working and therefore the dispatch would be queued until the next line which doesn t open until 3 days before the dispatch. From 2 hours 3 days before the dispatch, show the dispatch to all replacements. To remedy this, a change has been made to treat replacement employees who are already working as an auto- refuse. Page 14 of 36

15 LEAVE MANAGEMENT WEB Form Validation If there are fields on the form that are specified as required to be completed, they will appear in yellow. If the form is submitted without the required fields completed, a message will appear specifying what is missing. Event Maintenance This new web module can be used to find and maintain (add, change or delete) current and past Leave Management Web events. Page 15 of 36

16 Select the Add New button to create a new event; select the event name to change it: Page 16 of 36

17 Task Undo Authorizers can now pull back tasks they may have submitted in error. This process only works if the authorizer is not the approver (i.e. the final step in routing). For example, a supervisor reviews the leave (marks it as Recommend Page 17 of 36

18 Approval) then goes to the HR Director for final approval; the supervisor can pull back the recommendation, but the HR Director cannot. Any tasks eligible to be undone will appear here: The Task Manager Undo menu can be added through Security Builderto a new or existing view from the ESS environment: Page 18 of 36

19 Document Attachments Districts using Leave Management Web who also have the Document Storage Solution license can now make use of an attachment widget. To add this widget to a leave form, go to Page 6 of your leave code: Page 19 of 36

20 Field 38 = Document Storage Type Code Field 39 = Attachment is Required Field 40 = Attachment Warning Message Field 41 = Attachment Anchor Text Field 42 = Attachment Anchor Image Src Field 43 = Attachment Uploads Select HR_LEAVE_MANAGEMENT Enter Y to force that an attachment is submitted, W to warn or N to neither force nor warn. Enter a customized message to warn the user that a document is not attached. Enter a text label for the attachment widget To have an upload image other than a paper clip, enter the URL address of the desired image here. Enter Y to allow uploads in all sections of the form, N to allow uploads only in the initiator section. Page 20 of 36

21 STAFFING NOTIFICATION Correcting Assignment Errors While in Staffing Notification Entering the Staffing Notification Screen will now unlock the assignment from which the notification is being created. For example, an assignment is created and when the user is creating the staffing notification, a mistake on the assignment is noticed. The user will now be able to open another session of atrieve to fix the assignment while keeping the staffing notification screen open. Different Overlays (Letterhead) for Different Staffing Notification Codes Although this is not new, it is worth a mention since it was widely requested. If different overlays/ letterhead is required for different employee categories, positions, or bargaining units (perhaps one version of the letterhead has contact information for teachers vs. support), as long as those groups have a unique staffing notification code (i.e. New Teacher Hire), then a separate overlay can be applied. Send an to sr- personnel@srb- es.com in order for the overlay to be uploaded to your server and specify that it is a secondary overlay for use on a unique notification code. This may be a billable service, depending on whether your district has a Technical Services Agreement. Page 21 of 36

22 Staffing Notification From Date Extended Previously, when creating a staffing notification due to an assignment change, the From section would only look at the assignment that ended one day before the new one. To accommodate employees with gaps in assignments (for example an assignment ending June 30 and the next assignment starting September 1), a profile has been added to look back a specified amount of days. Page 22 of 36

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24 JOB POSTING WEB Mass Application Update Process (1 2,6,7 ) The JPW MASS APPLICATION UPDATE PROCESS module replaces the web- based Update Online Application menu option and will update job applications on the web with new assignment data or specified demographic data. Follow this link for more information on this important process: / wbx.tscsoftware.com/ MadCap/ atrievehr_2012-2/ HTML5/ Default.htm#12_6_7_JPW MASS APPLICATION UPDATE PROCESS.htm Attachments Districts using Job Posting Web who also have the Document Storage Solution license can now make use of an attachment widget (not on individual posting applications, but will apply to all applications made by an employee). To add this widget to your applications, please contact sr- personnel@srb- es.com. Page 24 of 36

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26 HR REPORT WRITER Temporary Authoriz er Reports can be created based on temporary authorizers (i.e. when a supervisor uses the Task Manager Task Reassignment function). This provides HR with the ability to track whose tasks are currently being re- routed. Page 26 of 36

27 Leave Management Web Form Fields Absence reports can now be created to include fields an employee may have completed on his/ her leave application form. Page 27 of 36

28 Date Picker A calendar icon has been added to date selection fields: Page 28 of 36

29 New Field: Address w ith Domain A new field has been added which merges the employee s in demographics with the domain name of the district. Most districts need only enter an employee s address in demographics as Archie.Andrews, for example, not needing es.com domain. Having the full address populate into a report can be useful, especially for using an excel- based output and using that file for an - mail merge. The field can be found in the Employee Demographics Table: Page 29 of 36

30 User- Defined Key Words for Dates The new User Profile Maintenance menu on the web will allow districts to specify key words that signify dates for use inhr Report Writer selection fields using a drop- down menu (i.e. School Year Start Date = September 1, 2013 and School Year End Date = June 30, 2014). Page 30 of 36

31 For example, a district may have several reports that have selection criteria of September 1 to June 30 of the given school year (assignment reports, absence reports, are popular uses). Before this enhancement, the person responsible for reports/ dashboards would have to go into each individual report and update the dates used. Now, each report could utilize the user- defined key words that signify the school year start/ end. Then once a year, the person responsible for reports/ dashboards would update two fields, once a year: Here is what the dropdown looks like as the fields are specified above: Page 31 of 36

32 After selecting the current school year start and the current school year end: The fields highlighted in yellow have always been available by simply typing the keywords into the date field, but the ability to select them in the drop- down is new: Page 32 of 36

33 New Field: Evaluations Secured by Supervisor Evaluation reports can now be secured by the supervisor. Previously, evaluation reports could be displayed on a dashboard and secured by location; however, some locations may have more than one supervisor completing evaluations. This new field will add security so that only the supervisor listed on the evaluation would see evaluation information(i.e. evaluations due/ overdue) on a report. Page 33 of 36

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35 ATTENDANCE MANAGEMENT WEB (AMW) Print Profiles When printing from Attendance Management Web, the User Profile Maintenance menu can be defined to change the font size, paper size and page orientation: Page 35 of 36

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