QCC Absence Tracking Module Session #331 QSS Users Group Conference Santa Clara, CA ~~ March 8,9,10, 2010 Presenter: Stephanie Gunderson El Dorado County Office of Education 1
Absence Tracking Master Files Inspection / Maintenance of ABT Master Files Absence Tracking Module Screen layout navigation & access Personal Setting Options Maintenance of Absences Location of Absence Tracking Reports/Jobs HR Report Selector Absence Tracking Job Menu 2
QSS Control Center (QCC) Absence Tracking Master Files 3
Absence Tracking Master Files Absence Reasons 4
Absence Tracking Master Files Icons Save (F9) Retrieve Data (F2) Expand or Collapse Tree (Ctrl +E or Ctrl +O) Inspect Change Add New or (Ctrl + F5) (Ctrl + F9) Add New (no preload) (Ctrl +F6 or Shft +F6) Auto Select Create Report Clear Filter (Ctrl + A) (Ctrl + R) (F4) Grid Output (Shft + F11) Print Screen (F11) 5
Absence Tracking Master Files Absence Reasons Inspect Mode Change Mode 6
Absence Tracking Master Files Leave Groups Select the Master file & then select the Retrieve Data Icon for the file to display in the grid. 7
Absence Tracking Master Files Leave Groups (LG) Leave Bucket Tab Leave Bucket Tab defines bucket name, abbreviation, Pos balance required, Accrual, Reset & Balance reason codes, 8
Absence Tracking Master Files Leave Groups (LG) Service Years Tab Service Years Tab defines the year-band ranges. This determine when an employee moves to the next accrual rate year band. The first year is considered year 00. 9
Absence Tracking Master Files Leave Groups (LG) Paystub Mapping Paystub Mapping Tab defines the bucket to use if printing leave balances on the pay stub. 10
Absence Tracking Master Files Absence Indices (AI) 11
Absence Tracking Master Files Absence Indices (AI) This master file defines which buckets are affected by the absence. In this example both Sick Leave and Personal Necessity are deducted when this absence reason is used. 12
Absence Tracking Master Files Accrual Rules (AC) You need an Accrual Rule for each Year Band defined for the Leave Group. AV Leave Group has 4 year bands vacation increases with each year band. 13
Absence Tracking Master Files Accrual Rules (AC) Page 1 tab Page 1 tab defines the units of leave accrued, carry over & maximum accrual amounts for this Year Band. 14
Absence Tracking Master Files Accrual Rules (AC) Page 2 tab Page 2 tab defines the roll code, Reset Rule & Value & month the accruals are posted. This example is an annual accrual. 15
QSS Control Center (QCC) Absence Tracking Module 16
Absence Tracking Module Search Options (SSN, (SSN, ExtRef # or Name) Search by SSN, ExtRef # or Name enter info & select the Search Icon (F3) Switch between Search request and results using Toggle Selection (F8) To return one of the names to the Absence Tracking screen use the Return Employee (F4) 17
QSS Control Center (QCC) Absence Tracking Module LV Screen information Absence Detail Quick View 18
QSS Control Center (QCC) Absence Tracking Quick View Section You can control the default setting in the Quick View section via File - Settings Quick View Settings 19
QSS Control Center (QCC) Absence Tracking Icon Options The options in this section (green) relate to the Leave Group area of the screen The options in this section relate to how to search (SSN, ExtRef # or Name), & Advance search options The options in this section are Grid & Print Screen The options in this section Search or locate employees. You can return an employee from a searched list, process & clear Quick View selections The options in this section (orange) relate to the Absence Detail area of the screen These are navigation buttons that will be active if you are working from a search that created a list of employees. 20
Absence Tracking Icon Options Selecting Employee Options Search Employees (F3) Return Employee (F4) Toggle Selection Screen (F8) Process Quick View (F2) Reset Quick View (F7) 21
Absence Tracking Icon Options Leave Group Maintenance Options Change Leave Group (Ctrl + F9) Add to Leave Group Ctrl + F6) Transfer Leave Group (Ctrl + F8) Absence Comments (Ctrl + F7) View Accrual Rules (Ctrl + F5) 22
Absence Tracking Icon Options Absence Maintenance Options Change Absence Transaction (Shift + Ctrl + F9) Add Absence Transaction (Shift + Ctrl + F6) Import Absence Quick Add Absence Transactions Transactions (Ctrl + I) (Shift + Ctrl + F8) 23
Absence Tracking Icon Options Search Options SSN Search (Ctrl +Alt + S) Name Search (Ctrl +Alt + N) ExtRef # Search (Ctrl +Alt + E) Or use this area of the screen Detail Search Advanced Search (Ctrl +Alt + D) (Ctrl +Alt + A) 24
Absence Tracking Icon Options Advanced Search Option Advanced Search (Ctrl +Alt + A) General Information Tab search options 25
Absence Tracking Icon Options Advanced Search Option Advanced Search (Ctrl +Alt + A) DatesTab search options 26
Absence Tracking Icon Options Advanced Search Option Advanced Search (Ctrl +Alt + A) Payroll Tab search options 27
Absence Tracking Icon Options Advanced Search Results Advance Search Results Requesting LG = AV 28
Absence Tracking Icon Options Search Options 1 2 3 4 Navigation through a list of employees. 1) First Employee 2) Previous Employee 3) Next Employee 4) Last Employee Grid Output (Shift + F11) Print Screen (F11) 29
Leave Group Section Leave Group information for the employee. Bucket names, current balance and accrual al hours for the FY. Notice you can indicate a Balance As Of date & refresh balances. 30
Quick View Section Default Settings are controlled by end user File Settings Quick View Settings 1 st line of Audit Information shows when the transaction was posted. 2 nd line of Audit information indicates last date changed Units field # indicates the units of the transaction. Y or n indicate the bucket affected by the transaction. 31
Quick View Section Database Format Units Format Database negative value employee getting g the units, positive value employee using units. Balance Format positive value employee getting the units, negative value employee using the units. The Balance format may make more sense to the employee. 32
Quick View Section Balance Format Units Format Database negative value employee getting the units, positive value employee using units. Balance Format positive value employee getting the units, negative value employee using the units. The Balance format may make more sense to the employee. 33
Quick View Section Select Options Select Option, then Process Quick View Icon or (F2) to refresh detail in grid below. 34
Add an Absence Transaction Add Absence Transaction (Shift + Ctrl + F6) 1) Select Reason Code 2) Enter Absence Units 3) Input Date if single date only need to enter the Starting Date 4) Remark optional 5) Save & Exit (F2) 6) Save & Stay (F9) 35
Change an Absence Transaction Right Click on Absence transaction to access the Change options. The View/Change Transaction brings up the Change window. This demonstrates the Quick Change Remark window. 36
Change an Absence Transaction Change Absence Transaction (Shift + Ctrl + F9) OR Right Click on Absence transaction. 1) Select Absence Transaction in grid (shown on previous slide) 2) Select the Change Absence Icon 3) Make necessary change 4) Save & Exit (F2) 5) Save & Stay (F9) 37
Quick Add Absence Quick Add Absence Transactions (Shift + Ctrl + F8) Quick Entry can be run in two modes. 1) Verify Mode which requires the absence be verified prior to being saved (2 steps) After entering absence information select Verify or (F3), then Save or (F9) Mode Toggle 2) Add Immediate Mode which automatically saves & updates (1 step) After entering absence information select Save or (F9) Mode Toggle 38
Quick Add Absence Quick kaddab Absence Transactions (Shift + Ctrl + F8) Notice the balance adjustment showing prior to saving the change. Once you save, the transactions will display in the white grid below. 39
QSS Control Center (QCC) Absence Tracking Reports & Jobs 40
QSS Control Center (QCC) HR Report/Job Selector Reports Show Reports Category = ABT QCC reports names that are ABR### used to be ABT### in the traditional QSS environment. 41
QSS Control Center (QCC) HR Report/Job Selector Jobs Show Jobs Category = ABT Access is controlled by user security: HRSJIN## - include Jobs HRSJEX## - exclude Jobs HRSRIN## - include Reports HRSREX## - exclude Reports QCC reports names that are ABR### used to be ABT### in the traditional QSS environment. 42
QSS Control Center (QCC) Absence Tracking Job Menu Tree View vs. Grid View 43
Absence Tracking Job Menu Absence Reset & Balance Forward 44
Absence Tracking Job Menu Absence Tracking Accural Process 45
El Dorado County Office & Districts have been exclusively using the QCC Absence Tracking module since October, 2008. We have been pleased with the transition & stability of the module. 46