Shelby County Schools Online Employee Accident Reporting User Manual

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1 Shelby Cunty Schls Online Emplyee Accident Reprting User Manual Department f Risk Management Nvember, 2013

2 Overview In accrdance with SCS bard plicy 4014, Accidents n the Jb (als referred t as On the Jb Injuries r OJI), in rder fr an eligible emplyee t qualify fr any benefits described in plicy, he/she must give ntice f an accident t his/her immediate supervisr n the day the accident ccurs unless he/she is prevented by disability frm the accident. In cnjunctin with the Department f Infrmatin Technlgy, the Department f Risk Management has develped an nline Intranet website that will allw schls and departments t reprt emplyee accidents. This site is nly accessible frm cmputers n the SCS netwrk. All users are required t lg in using their SCS user name and passwrd. Users will nly have access t emplyees assigned t the same lcatin as the user. User access is cntrlled by the Department f Risk Management. T establish additinal user accunts fr yur lcatin r department, please cntact the Department f Risk Management at r yu may Laterica Rse. After lgging in t the site, users will have the ability t: Enter a new accident reprt fr an emplyee Review accident reprt statuses Quickly determine the number f accidents reprted fr a single emplyee Respnd t any cncerns r questins sent by Risk Management When a new accident reprt is submitted t Risk Management, the fllwing will ccur: The Risk Management administratr(s) will receive an ntificatin stating that a new accident reprt has been submitted Risk Management will review the accident reprt and will either: Apprve the reprt Return the reprt fr additinal infrmatin Reject the reprt The user wh submitted the reprt will receive an ntificatin indicating the actin taken by Risk Management. Reprts that are returned fr additinal infrmatin shuld be updated by the user and resubmitted t Risk Management. The fllwing pages will prvide yu with step-by-step instructins n hw t: Enter a new reprt Search fr a specific reprt(s) Update a returned reprt Print an individual reprt Lgut Any questins r cncerns regarding emplyee accidents shuld be directed t the Department f Risk Management at Inquiries may als be sent via t Laterica Rse and/r R. Anthny Krne

3 Lg In Page Users can access the lgin page frm Enter User Name here Enter Passwrd here Click Lgin Users shuld enter their SCS user name and passwrd in the apprpriate fields and click the Lgin buttn t lgin. After lgging in the user will be directed t the Mem page which will prvide users with any special instructins and cntact infrmatin fr the Department f Risk Management. Click Cntinue t enter a new reprt and/r access an existing ne. Click Cntinue

4 Enter a New Reprt Click Emplyee Search (Emplyees wh have held multiple psitins at yur lcatin will be listed multiple times. Select the recrd that reflects the emplyee s current jb title.) Click Emplyee Search Click New next t the emplyee fr which yu need t submit the reprt T Search fr a specific emplyee enter his/her first and/r last name r their SSN and click Search T scrll thrugh the list f emplyees assigned t yur lcatin yu may click the page numbers listed at the bttm f each emplyee list If yu cannt find the emplyee n yur list, yu may create a manual reprt by clicking Create Manual Reprt T Search enter: Last Name and/r First Name r SSN & Click Create Manual Reprt t create a reprt fr an emplyee that des nt appear n yur lcatin s list Click New t create a new reprt fr the crrespnding emplyee Click page numbers t scrll thrugh yur list f emplyees Cmplete all required fields n the frm (required fields are nted with a red asterisk) Click Submit t Risk Management (yu may click Save & Cmplete Later if yu need t gather additinal required infrmatin) (See Next Page fr Screen Sht)

5 Yur emplyee s persnal data will be pre-ppulated in these fields. If data is incrrect r missing, cntact the Department f Human Resurces fr crrectins. Click Submit t Risk Management Click Save and Cmplete Later if yu need t gather additinal required infrmatin

6 Retrieving Saved Reprts T retrieve and submit a saved reprt: Click Reprt Search Click Reprt Search Chse Pending frm the Status drp dwn Click View t pen the saved reprt Chse Pending frm the Status drp dwn menu Click View t pen the saved reprt Click Submit t Risk Management Click Submit t Risk Management

7 Updating Reprts Click Reprt Search Chse the apprpriate status frm the Status drp dwn menu. If the reprt was returned fr mre infrmatin, chse Return fr mre inf. Click View next t the reprt yu want t update Click Reprt Search Click View t pen the saved reprt Chse the apprpriate status frm the Status drp dwn menu Make the necessary updates t yur reprt Click Update (Clicking update n a reprt returned fr mre infrmatin will resubmit the frm t Risk Management) Click Update

8 Searching fr and Printing Individual Reprts Click Reprt Search Enter search criteria which may be a cmbinatin f: Fiscal Year - allws yu t search fr reprts reprted in a previus fiscal/schl year Emplyee Type - allws yu t search fr reprts submitted fr regular r substitute emplyees Status search by reprt status: - Apprved/Rejected returns all reprts that have been apprved r rejected - Apprved returns all apprved reprts - Rejected returns all rejected reprts - Return fr mre inf returns all reprts returned t the user fr mre infrmatin - Submit returns all reprts that have been submitted t Risk Management but n actin has been taken by them - Pending returns reprts that have been saved by the user and have nt been submitted t Risk Management Reprt ID the reprt ID is assigned when the reprt is submitted Emplyee Last Name returns all reprts fr emplyees with that last name Emplyee First Name returns all reprts fr emplyees with that first name SSN returns reprts fr the emplyee with that SSN Status Date Frm & Status Date End returns reprts that are in the status indicated and fall between the dates stated. Fr example, the user may search fr reprts that were in a submit status n r between Nvember 1 and Nvember 13. IncDate_Frm & IncDate_End returns reprts that have an incident date that falls between the dates entered. Fr example, the user may search fr reprts fr incidents/accidents that ccurred n r between Nvember 1 and Nvember 13. Click View t view individual reprts Click Reprt Search Enter Search Criteria Click View

9 Click Print (must allw pp-ups n this site) this will generate a PDF dcument f the viewed reprt (must have Adbe Reader installed) Click Print Emplyee Data Here Emplyee Accident Histry T quickly determine hw many reprts have been entered fr a particular emplyee: Click Emplyee Search The number indicated in the Rpts clumn reflects the number f reprts that have been entered fr that emplyee Number f reprts entered fr that emplyee Lgging Out Due t the sensitive nature f data captured in this system, the user shuld ALWAYS lg ut when he/she has cmpleted the wrk that needs t be dne in this system. T lgut click the Lgut buttn lcated in the tp right crner f the page. Click Lgut

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