HR Generalist Training Guide

Transcription

1 HRMS: Human Resource Management System HR Generalist Training Guide NC Department of Public Instruction Raleigh, North Carolina

2 Table of Contents Introduction to HRMS Pages 4 37 Applicant Functions Pages Administrative Applications Pages New Hire without Vacancy Permit Pages Position Management Console Pages Assignment Budget Codes Pages Renewals/Continuing Education Pages Employee Self Service Pages Principal s Employee Page Pages Employee Staff Actions Pages Licensure Forms Management Pages Local Forms Pages HRMS Customer Support Contact Info Page 185 2

3 Introduction to HRMS 3

4 System Overview HRMS Definition The Human Resource Management System (HRMS) is a web-based software solution specifically designed to meet the human resources (HR) needs of all public school systems in North Carolina. It provides many, but not all, HR information management needs. HRMS Background Before HRMS, the 115 North Carolina school systems were on their own to handle increasingly complex tasks associated with HR management. In small school systems, the entire process was often paper-based. Larger systems faced the daunting prospect of evaluating HR software, usually designed for the corporate world, then hiring consultants and programmers to customize it for the needs of a public school system. In 1992, through the cooperation of the North Carolina Department of Public Instruction, school systems, and later, the business community the first release of HRMS was distributed to the Local Education Agencies (LEAs). In 2002, the Applicant system went into production and the LEA web system followed in By 2004, most LEAs had converted to the LEA web based system. In 2005, a new staffing module was added to the LEA web based system. HRMS Users Nearly all school systems use HRMS, though its use is optional according to the desires of the local School Board. The HRMS user community includes a variety of individuals in different roles including but not limited to Applicants for all types of jobs at the LEAs LEA HR Officers and Staff LEA Finance Officers and Staff Principals and site-based office staff Teachers looking up their CEU credits Other employees using the self-service portal School Boards, DPI, and the Federal Government use the reports produced by HRMS HRMS Benefits HRMS offers many benefits to the LEAs such as Individual school systems are freed from having to negotiate costly purchases, installations, and maintenance contracts. HRMS includes only the features needed by school systems. School systems do not need to pay for features they will not use. HRMS is web-based from the ground up which supports seamless upgrades, easier training, and minimal system administrator effort to add new users. Feature enhancements are incorporated rapidly with most upgrades occurring overnight with no action required by the school system. 4

5 Integration with off-the-shelf financial systems. HRMS runs on the enterprise hardware infrastructure already used by the school systems. HRMS Platform/System Requirements HRMS runs on an AS/400 located in each school district. Following are the minimum requirements to use HRMS: Operating System o Windows 98 Second Edition o Windows 2000 o Windows XP Browser o IE Version 6 Service Pack 1 or later for LEA module (special internet settings) o IE 6 or Netscape 7 for Applicant module (Mac uses Netscape only) HRMS Enhancement Process Enhancements to HRMS are developed and implemented in response to Legislative action, State Board directives, and HRMS Steering Committee initiatives. The HRMS Steering Committee includes representatives from the six State Board of Education districts and finance officers. Steering Committee members analyze the use of HRMS in LEAs and gather information from HRMS users in order to propose new functionality for inclusion in HRMS. HRMS Modules HRMS consists of four modules: LEA, Applicant, Report Generation, and the HRMS Communications Site. The LEA Module is an ever-growing suite of web-based human resources features that reduces paperwork. The Applicant Module is an online job application system where teachers and support staff can find current vacancies and submit a single application for submission to specific school systems or for statewide distribution. The Report Generation Module is a flexible set of management report tools and a variety of ancillary data extraction and manipulation features. The HRMS Communications Site is a central repository for HRMS information. 5

6 LEA Module The LEA Module automates many Applicant Management, Vacancy Staffing, Employee and Continuing Education HR business processes. The LEA Module is accessed at each LEA via the Intranet. Figure 1: LEA Home Page V

7 LEA Module Features The table below lists features of the LEA Module and indicates when the feature can be used to support a HR business process and/or information management need. Table 1: LEA Module Features LEA Feature Applicant Search Employee Use the LEA Feature To Search for applicants to fill Classified, Licensed, Bus Driver, and Substitute vacancies. Contains the following sub-functions: Hiring Complete the hiring process by entering demographic, assignment, benefit, and contract information for a new employee. Renewal/Continuing Education Manage LEA-defined renewal classes and to view and update employee renewals. Employee Actions Print blank evaluation forms (Formative Observation Data Instrument (FODI), Pre- Conference Questions, Pre-Conference Form, and Pre- Conference Scoring Rubic); enter the results of an employee evaluation, and to display an employee s evaluation status. Employee Self Service Portal LEA Configuration Mass Updates Position Staff Action System View User Management Vacancy Permit Licensure Forms Complete licensure forms and print copies of the completed forms. Print blank licensure forms. Allow employees to access their continuing education credit information, general information, and local forms. Define local LEA configuration settings. Update multiple employee records and/or position records at one time without having to make changes on individual records. Create, view, and edit positions. Update employee records when events occur during the course of employment such as termination, transfer, and/or leave of absence. View employee data associated with demographics, tenure, position, salary, benefits, absences, leave, licensure and payroll. Activate, update, or delete a HRMS user account. Screen applicants Establish a pre-vacancy permit Select applicants for interviews Record interview or approval results. 7

8 Online Applicant Module The Online Application Module allows individuals to search LEA vacancy listings by keyword, county, position type, position title, or school district name. Vacancies for Licensed, Classified, Bus Driver and/or Substitute jobs are retrieved and posted from LEAs by DPI twice daily. A completed online application includes relevant information such as educational history, previous employment, licensure information, references, and choice of position. Licensure and education information already on file with the DPI Licensure System is automatically inserted in the online application. A completed online application can be electronically submitted to up to 107 different LEAs. The URL for the online Application Module is Figure 2: Online Applicant Module Home Page 8

9 Report Generation HRMS has a reporting toolset with predefined reports and general purpose query tools that are used to explore HRMS data. There are three general mechanisms for retrieving data from HRMS including the Reporting Tool, Web Reports, and the Query Tool. Reporting Tool The Reporting Tool includes Ad Hoc Reports and Standard Reports. o Standard reports are predefined and static. Federally-mandated and Statemandated reports are available in Standard Reports. o Ad Hoc Reports allow users to choose a report type and then build a customized report by choosing report data and parameters from menus. Ad Hoc Report data can be exported in popular formats such as Excel or XML for further manipulation. Access to the Reporting Tool is limited to users who have been granted access by the HRMS System Administrator. The Reporting Tool requires software installation on each user s computer. Figure 3: HRMS Reporting Tool Home Page 9

10 Web Reports HRMS Web Reports is a web-based reporting tool which is capable of producing simple, cost-effective reports in a timely manner. Web Reports extends HRMS Reporting tool report delivery to all users via the web utilizing the HRMS role-based security model. Web Reports do not require SQL knowledge or software installation at the desktop. Users may link directly to the Web Reporting Page or via the LEA Home Page at the discretion of the LEA s HRMS System Administrator or Webmaster. Figure 4: HRMS Web Reports Home Page 10

11 Query Tool The Query Tool allows users to make requests for information in the form of a stylized query that is written in a special query language. It empowers users to extract data when they want it and how they want it. The Query Tool is available to HRMS Systems Administrators through the LEA Home Page and the LEA Configuration Page. Knowledge of SQL syntax is helpful but queries can be requested and easily copied from Forum and/or KnowledgeBase posts on the HRMS Project Communications Site. The Query Tool outputs data in XML or Excel format. Figure 5: Query Tool 11

12 HRMS Communications Site The HRMS Web Project Communications Site (aka HRMS Comm. Site) is a central repository for HRMS Information. Its primary purpose is to facilitate sharing and disseminating information about HRMS modules. Figure 6: HRMS Communications Site Home Page The site can be accessed in different ways. One way is by typing the web address (URL) using an Internet browser (URL: Another way to access the HRMS Web Project Communications Site is from the LEA Home Page. The HRMS Communications Site provides access to several types of information including: Online Training Videos demonstrate how to use specific HRMS functionality. The videos include instructor audio and HRMS screens. Currently, videos are segmented into two groups. The Principals group includes videos that show how to accomplish tasks performed by Principals and the Central Office Staff group includes videos that show how to accomplish tasks performed by Central Office Staff. 12

13 Release Notes and Deployment Guide provides detailed documentation of the new functionality included in a release. KnowledgeBase includes articles with varying content including step-by-step instructions, queries, and workarounds. Articles are primarily posted by the HRMS Help Desk and/or Development Team. Interactive User Forum is an online HRMS user community. HRMS users can browse and post topics of common interest. Calendar is used to notify HRMS users about upcoming events (i.e. HRMS training, conferences). 13

14 Exercise 1: 1. List 3 benefits of HRMS. 2. List the modules of HRMS. 3. Identify the module/feature that supports the following tasks: a. Watch a training video? b. Enter Leave of Absence information? c. Search for Applicant information? d. Enter applicant data for a person who would like to drive school buses? e. Generate the SS300 Report, a report mandated by the Federal Government? f. Retrieve data that is not provided by the Reporting Tool, Web Reports, or Ad Hoc Reporting? g. Ask other HRMS users how to create a particular query? 14

15 Administrative Tasks Overview What are Administrative Tasks? Administrative Tasks are performed by System Administrators in local school systems in order to maintain and manage HRMS. Specific Administrative Tasks include setting up user accounts, managing user accounts, removing user accounts and defining codes, descriptions and operating parameters in order to use features that are available in HRMS. Who can Access Administrative Task Features? Administrative Tasks can only be executed by individuals in the System Administrators group. See Assign a Registered User to a Group(s). How are Administrative Tasks Features Accessed? System Administrators access the Manage Users Screen and the LEA Configuration Page to perform various Administrative Tasks. Figure 7: LEA Home Page V4.0 15

16 Use the following steps to access the Manage Users Screen: Access Manage Users Screen Step 1. On the LEA Home Page, point to SET UP. Step 2. Click MANAGE USERS. Step 3. Click a Registration ID to select the desired user. Use the following steps to access the LEA Configuration Page: Access the LEA Configuration Page Step 1. On the LEA Home Page, point to SET UP. Step 2. Click CONFIGURATION. 16

17 Registration Form Register a New User Registering a new user involves creating a user name and password. Use the following steps to register a new user: Figure 8: Registration Form Step 1. Step 2. Click REGISTER on the LEA Home Page. Enter User Name. The User Name may be any combination of least six but no more than nine characters and numbers. Note: The LEA number defaults in the Site Code field. Data entry is not allowed in this field. The three-digit LEA number is appended to the beginning of the user name. 17

18 Note: The system prefixes the HRMS User Name with the LEA number. Do not include the three-digit LEA number prefix in the User Name. Step 3. Step 4. Step 5. Step 6. Step 7. Step 8. Step 9. Enter Password. The Password may be any combination of at least six but no more than ten characters and numbers. Re-enter the password in Confirm Password for verification. The registration will fail if Confirm Password does not match Password. Enter Social Security #. The number is divided into three fields and you must tab between them to enter the Social Security Number. Select the title by which the user prefers to be addressed in the Prefix drop-down menu. Enter the user s First Name. Enter the user s Last Name. Enter the address where the user can be contacted about issues concerning the system. Step 10. Select the location within the LEA where the user works from the Primary School # drop-down menu. Note: If the user is assigned to more than one site, select the home-based site or the site where he/she spends most of his/her time. A user will only be able to update or view information related to the site associated with his/her user id. Step 11. Step 12. Select the description that most closely matches the user from the Job Description drop-down menu. Job descriptions are system-defined. Click REGISTER. It will take a few minutes for the system to complete the registration. If the registration is successful, a Registration Confirmation message will display and the newly registered user will receive an confirmation. Note: Required fields must be completed to register a new user. A dialog box identifies missing required field(s) after clicking REGISTER. 18

19 Registered Users Screen The Registered Users screen is used to View a list of registered users Sort a list of registered users Search for registered users Remove registered users access to HRMS Access the Manage Users Screen Figure 9: Registered Users Screen View Registered Users System Administrators can view a list of registered users on the Registered Users screen. Use the following steps to view a list of registered users: Step 1. Step 2. On the LEA Home Page, point to SET UP. Click MANAGE USERS. 19

20 Sort Registered Users Specific column headings (Reg ID, Name, SSN, Job Group, Created) on the Registered Users screen have two small triangles to the immediate right of the text. You may sort all of the columns except the Remove column in either ascending or descending order. Use the following steps to sort the list of registered users. Step 1. Step 2. Step 3. Step 4. On the LEA Home Page, point to SET UP. Click MANAGE USERS. To sort data in ascending order by a selected column, click on the arrow pointing to the top of the screen. To sort data in descending order by a selected column, click on the arrow pointing to the bottom of the screen. Search for a Registered User System Administrators can search for registered users by Reg ID, Name, Social Security Number, Group, and Creation date on the Registered Users screen. Use the following steps to limit search results: Step 1. Step 2. Step 3. Step 4. Step 5. On the LEA Home Page, point to SET UP. Click MANAGE USERS. Type a character or numeric string in the Search Box at the top of the screen Click on the Search button The screen displays entries with fields that begin with the search criteria entered. Note: Search criteria will be applied to search results until cleared. Before initiating another search, click CLEAR SEARCH to remove previously entered criteria. If the search does not return the desired results, click CLEAR SEARCH and try your search again. 20

21 Remove a Registered User(s) Access to HRMS Systems Administrators may remove a registered user s access to HRMS. Use the following steps to remove a registered user s system access: Step 1. Step 2. Step 3. Step 4. Step 5. On the LEA Home Page, point to SET UP. Click MANAGE USERS. Click the box to the far right of the line containing the user s information to select the user for deletion. Click the Run task button at the bottom of the screen Click CANCEL when the confirmation message displays if the user was selected in error. Click OK to delete the user s access to the system. Note: The Registered Users screen will not show deleted users after the screen is updated and refreshed. 21

22 Manage Users Screen The Manage Users screen provides System Administrators with the capability to view and update user information. Figure 10: Manage Users Screen (Top) 22

23 View User Information Step 1. Step 2. Step 3. On the LEA Home Page, point to SET UP. Click MANAGE USERS. Click a Registration ID to select the desired user. Note: The Manage Users screen displays the selected user s information. Change a User Name Step 1. Step 2. Step 3. Step 4. Step 5. On the LEA Home Page, point to SET UP. Click MANAGE USERS. Click a Registration ID to select the desired user. Click in the CHANGE USERNAME radio button. Enter New Username. The New Username may be any combination of least six but no more than nine characters and numbers. Step 6. Note: The system prefixes the HRMS User Name with the LEA number. Do not include the three-digit LEA number prefix in the New Username. Click SUBMIT. Note: HRMS will display a User Account Change Confirmation message and generate an notification of the User Name change to the registered user. 23

24 Change a Password Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. Step 7. On the LEA Home Page, point to SET UP. Click MANAGE USERS. Click a Registration ID to select the desired user. Click in the CHANGE PASSWORD radio button. Enter a New Password. The Password may be any combination of at least six but no more than ten characters and numbers. Re-enter the password in Confirm Password for verification. Note: Changing the password will fail if New Password does not match Confirm Password. Click SUBMIT. Note: A User Account Change Confirmation message will display. In addition, an notification is generated to notify the registered user of the password change. 24

25 Assign a Registered User to a Group(s) The Administrative Tasks section of the Manage Users screen is used to assign registered users to group(s). Assigning a registered user to a group grants him/her access to features that most closely relate to his/her job responsibilities. Figure 11: Manage Users Screen (Bottom) 25

26 Step 1. Step 2. Step 3. Step 4. On the LEA Home Page, point to SET UP. Click MANAGE USERS. Click a Registration ID to select the desired user. Click on the box next to the Role Group(s) required for the user. Note: Click GROUP INFO to view the features that a group has access to. An asterisk (*) next to a group indicates that the user must also be assigned to another group. Click DEPENDENCY RULES to view the relationships between the role groups. Step 5. Note: If a dependent group is selected, the system will automatically select and give the user access to the role and the functions in the master group. If a dependent group is deselected, the module retains the user s access to the master group. If a master group is deselected, the module retains the user s roles in all selected dependent groups. Click SUBMIT. Note: Registered users will have access to HRMS within five minutes of submitting updates to the Manage Users screen. Remove a Registered User from a Group(s) Step 1. Step 2. Step 3. Step 4. Step 5. On the LEA Home Page, point to SET UP. Click MANAGE USERS. Click on a Registration ID to select the desired user. Click in the box next to a selected Role Group to deselect it and remove user access to a particular feature(s). Click SUBMIT. Provide User Access to HRMS Providing an individual with access to HRMS is a two step process. Step 1. Step 2. Register the individual as a new HRMS user. See Register a New User. Note: New user registration may be completed by either the HRMS System Administrator or by the individual requiring access to the application. Assign the individual to a role group. A role group defines the HRMS features that a user can access. See Assign a Registered User to a Group(s). 26

27 Note: Only the HRMS System Administrator can assign an individual to a role group. Exercise 2: Scenario: A new Office Support employee has been given the responsibility of managing CEUs using HRMS. 1. Identify the two tasks that must be completed to provide the new employee with the HRMS access required to perform his job. a. b. 2. Verify that the user has access to the Manage Renewal Courses feature. 27

28 LEA Configuration Page The LEA Configuration page is used to modify, create and view locally defined LEA codes, descriptions, and operating parameters. Each LEA should configure LEA settings to maximize all of the features available in HRMS. Figure 12: LEA Configuration Page Access Configuration Options Use the following steps to access configuration options on the LEA Configuration Page: Step 1. Step 2. Step 3. On the LEA Home Page, point to SET UP. Click LEA CONFIGURATION. Click one of the options listed on the LEA Configuration Page to define specific parameters. 28

29 Action Notice Recipients Use this screen to add, update, view or remove information for each Action Notice Recipient. The system will notify the contacts via when the job actions to which they are assigned occur for employees working at the recipient s site. Applicant Local Questions Use this screen to add, update, view or remove applicant local questions defined by your LEA, which appear on the licensed online application. An applicant applying to your school system using the North Carolina Online Application can view and answer questions related to your LEA when completing the online application. Coaching, Hobbies Use this screen to add, update, view or remove codes for Coaching and Hobbies interests. Contract Conditions Use this screen to add, update or remove contract condition codes and descriptions. The LEA defines each special condition code, along with the description needed for each code. Each LEA will specify the code(s) needed on the contract, and the system will pull the associated description for each condition and include it on the contract. The contract button is located on the Hire New Employee Position Assignment screen. Contract Types Use this screen to add, update or remove employee contract type codes and descriptions. The contract type associated with the employee assignment determines the contract printed for the employee. Convert Application Types Use this screen to update the new application types and position choices. In the HRMS Legacy System each LEA can enter multiple application types. Differential Pay Use this screen to add, update, view or remove field names and descriptions. This will allow you to track information not recorded in system-defined fields. These fields correspond to the Differentiated Pay local use fields in the legacy system. Employee Local Use Fields Use this screen to add, update, view or remove field names and descriptions. This will allow you to track information not recorded in system-defined fields. Employee local use fields appear on the Employee Demographics screen. Employment Status Use this screen to add, update, view or remove codes and descriptions indicating employee status. These codes indicate if an employee is currently employed inactive, full-time, part-time, retired, etc Frequency of Payment 29

30 Use this screen to add, update, view, or remove the code and descriptions for the Frequency of Payment within the Position system. Each code is locally defined. Job Actions Use this screen to add, update, view, and remove employee job action codes. Job action codes record key job-related changes for employees such as new hires, assignments, and terminations. LEA Settings Use this screen to enter basic information, enrollment information, state and federal reporting information, and payroll interface information about your LEA. Leave of Absence Use this screen to create, change, view or remove Leave of Absence reason codes. Leave of Absence reason codes are used in the Staff Action feature. Local Forms Setup Use this screen to create, edit, or view Local Forms. These forms allow you to collect and store data as required by your LEA. Longevity Use this screen to add, update, view or remove longevity change reason codes and descriptions. Longevity reason codes and descriptions are used in the Staff Action feature. Position Groups Use this feature to assign position titles to position groups. Position Groups are needed to use the System-Wide Hiring Agent feature and the Nominee Approval Agent features. These configuration forms enable you to assign existing Position Titles to a Group or remove a Position Titles from a group. You may in turn designate whether you wish to use a System-Wide Hiring Agent or a Nominee Approval Agent for that Position Group. If you are using either the System- Wide Hiring Agent feature or the Nominee Approval Agent for that Position Group, then you may assign users who have authority to act as those agents for the LEA. Position Local Use Fields Use this screen to add, update, view and remove field names and descriptions. The local use fields can be found on the Create Position Screen. Position Titles Use this screen to add, update, view or remove position titles. You can use the dropdown menu to select position titles from the Create Position screen or by viewing individual positions from the Position Results Page. Query Tool 30

31 This tool allows you to generate reports that are not available in the Reporting Tool. Occasionally, the DPI programming staff will write a report that will help you troubleshoot an issue that has been reported through the help desk. Queries written by the DPI programming staff are located on the HRMS Communications site ( You can access the Knowledge base section of the site to view the queries that are currently available Reference Questions Use this feature to enter standardized questions to be asked of references provided by candidates. After the questions are entered, you may associate these questions to one or more reference question sets. Reference questions may be used when conducting reference checks using the Vacancy Permit feature. Reference Question Sets Reference Question sets allow you to create and store standardized sets of questions to be asked when checking candidate references using the Vacancy Permit feature. Reference questions are entered using the Reference Questions program. Sites Use this screen to add, update, view or remove site information from this page. You can setup basic information about each site and the grade level for each site. Site Contacts Use this screen to add, update, view or remove site contacts for each site. You may assign one or more contacts for each site in your system. The site contacts are sorted by site code. Substitute Types Use this screen to add, update or remove a codes and descriptions for Substitute Types. Each code is locally defined. Substitute Types will appear on the Update Substitutes and View Substitutes screen. Tenure Status Use this screen to add, update, view or remove tenure status codes and descriptions. Tenure status codes and descriptions are used when creating a new hire contract. 31

32 EXERCISE 3: 1. All of the configuration options on the LEA Configuration screen must be defined in order to use HRMS. True False 2. What is the Position Title for Title Code ADM? 3. What Employee Local Use Fields have already been defined? 4. Scenario: An LEA wants applicants to answer questions when using the online Applicant System. What option should the LEA choose on the LEA Configuration screen to perform this task? 5. Leave of Absence reason codes are locally defined by LEAs. True False LEA Settings The LEA Settings screen is used to enter basic, enrollment, state and federal reporting, and payroll interface LEA information. 32

33 Figure 13: LEA Settings Screen (Top) 33

34 Figure 14: LEA Settings (Bottom) Turn Applicant Screening Off/On HRMS allows designated persons to review and release applications prior to the applications being viewed by a principal or hiring agent. The Screening Process feature is available in Vacancy Permit. Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. On the LEA Home Page, point to SET UP. Click LEA CONFIGURATION. Click LEA SETTINGS on the LEA Configuration Page. Click the YES radio button to prescreen applicants before the application is sent to the principal or hiring agent. Click the NO radio button to allow principals and hiring agents to view the application immediately after it is submitted by the applicant. Click SUBMIT. 34

35 Copy Data from HRMS to Payroll HRMS has an interface with the Payroll System that allows HRMS to send employee demographic data and/or assignment/budgetary data to the Payroll System. The options for passing data from HRMS to Payroll are specified on the LEA Settings Page. In order to copy data from HRMS to Payroll use the following steps: Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. Step 7. Step 8. On the LEA Home Page, point to SET UP. Click LEA CONFIGURATION. Click LEA SETTINGS on the LEA Configuration Page. Select the Yes radio button for the HRMS to Payroll option. Note: Selecting Yes will overwrite data that is in payroll with HRMS data. If the LEA s Payroll System is ISIS or SARTOX go to Step 5. If the LEA s Payroll System is not listed go to Step 6. If HRMS should not overwrite payroll data, do not select an option. Otherwise, select the LEA s Payroll System (ISIS or SARTOX) from the Payroll System in Use list box. Note: Demographic Data Only Sends new employee basic information and changes to existing employees basic information to the Payroll System. Demographic Data and New Employee Position Info Sends new employee basic information, changes to existing employees basic information PLUS position assignment and budget code information for newly hired employees only to the Payroll System. Demographic Data and Employee Position Info Sends new employee basic information, changes to existing employees basic information PLUS position assignment and budget code information for newly hired employees PLUS changes to position assignment and budget code data for existing employees to the Payroll System. If the LEA s Payroll System is not listed, select the No option for HRMS to Payroll. Click SUBMIT. 35

36 Copy Data from Payroll to HRMS HRMS has an interface with the Payroll System that allows the Payroll System to copy assignment/budgetary and absence data to HRMS. The option for passing data from the Payroll System to HRMS is specified on the LEA Settings Page. In order to copy data from Payroll to HRMS use the following steps: Step 1. Step 2. Step 3. Step 4. Step 5. On the LEA Home Page, point to SET UP. Click LEA CONFIGURATION. Click LEA SETTINGS on the LEA Configuration Page. Select the Yes radio button for the Payroll to HRMS option. The following types of data are passed to HRMS: Assignment/budgetary data, absence and leave data, salary data, and benefits information. Note: Payroll data is copied into HRMS for viewing and comparison purposes only. For example, Payroll Discrepancy and Payroll Information data can be viewed from the Employee Page. Click SUBMIT. Update the Salary Schedule Library Name Step 1. Step 2. Step 3. On the LEA Home Page, point to SET UP. Click LEA CONFIGURATION. Click LEA SETTINGS on the LEA Configuration Page. Step 4. If the LEA uses SARTOX go to Step 4. If the LEA uses ISIS go to Step 5. Step 5. Step 6. Enter sfdatax in Salary Schedule Library Name, where X represents the fiscal year. Enter emsfiles in Salary Schedule Library Name. Update the Budget Code Library Name Step 1. Step 2. Click CONFIGURATION on the LEA Home Page. Click LEA SETTINGS on the LEA Configuration Page. Step 3. If the LEA uses SARTOX go to Step 4. If the LEA uses ISIS go to Step 5. Step 4. Step 5. Enter sfdatax in Salary Schedule Library Name, where X represents the fiscal year. Enter emsfilesx in Salary Schedule Library Name, where X represents the fiscal year. 36

37 EXERCISE 4: 1. At the beginning of the New Year, go to the screen and change the field to for ISIS. 2. At the beginning of the New Year, go to the screen and change the field to for SARTOX. 3. An LEA wants to pre-screen applicants prior to making their applications available to principals and hiring agents. What HRMS feature will allow the LEA to turn Applicant screening on? 37

38 Applicant Functions 38

39 39

40 Applicant Functions Entering a Paper Application 1. Sign on to the HRMS LEA System Note: You must be enrolled in the Applicant Entry Group 2. Click on the option to Enter Online Application. You will advance to the On-Line Application System. Click on the link titled Existing User. 3. You will advance to another login screen (shown below). Enter the same user name and password that you use to log on to the HRMS LEA system. 40

41 Applicant Entry (continued) 4. As an HRMS user, you may enter an unlimited number of applications. You will see the total number of applications you entered at the top of the screen. Select an application type to enter begin application entry. 5. Please refer to the Help Text for detailed instructions on completing the application screens. 6. When you have finished entering the application, you must go to the Final Step section to submit it. Submitting the application sends it initially to DPI, and then DPI transmits the applications to each LEA daily. You will be able to view the application within your HRMS LEA system by the next business day. 41

42 Updating and Viewing the Dismissed Teachers List You must be assigned to the System Administrator Role Group AND the Dismissed Teacher List role group in order to access this feature. If you have the appropriate authority, you will see the link to the Dismissed Teacher List in the upper left corner of the screen. To access the listing, click on the Dismissed Teacher List link. You may sort this list by clicking on the up and down arrows under each column heading. Click on the appropriate row to view more information about the dismissed teacher. You may make an entry to this list by clicking on the Add New Dismissed Teacher button and completing the fields as directed on the screen. 42

43 Applicant Screening The pre-screen process is available to all LEA s who choose to review applications prior to making them available to Hiring Agents. If the LEA chooses not to pre-screen applicants, then all submitted applications will be available and viewable for the principals or LEA Hiring Agent to view during their part of the process. This function is activated using the LEA Settings feature located on the LEA Configuration menu. 43

44 To release or retract screen applications, proceed to the Screen Applicants screen. Access this screen by selecting the Screen Process link on the LEA Home Page. You can use this form to release or retract up ten individual applications. You must individually release each application submitted by a candidate. For example, you could release a candidate's substitute application while leaving the licensed application in the screening process and not visible to your hiring agents. You may use the same process to retract applications that you previously released and no longer wish to view. To release or retract applicants, follow these steps: 1. Select your screening status: Released or Unreleased 2. If you want to restrict the search results to a particular application type (Licensed, Substitute, Classified or Bus Driver), select the appropriate radio button 3. If you want to restrict the search results to a particular Last Name or SSN, type a value in the box and click the Last Name button or the SSN button. NOTE: The last name and Social Security Number search can be exact or fuzzy. If the exact box is checked, the field must match the search value exactly. If the exact box is not checked, then only the first part of the field must match the search value 4. The results of your search are displayed in a table. Above the table is text showing how many results were returned and how many pages of data are in the table. Buttons above the table allow you to move between pages of the table so as to display all records. Some columns may be sorted by clicking on the up or down arrows. 44

45 5. In the results list, click "Select" beside each application you want to release (or retract). Before you click, please note the value in the category column (L,C,S,B) to make sure you are selecting the correct type of application to update. You can only select up to 10 applications at once. 6. Click either the "Release Selected Applications" or "Retract Selected Applications" button and wait for the confirmation message. This will change the status of the applications you selected. 7. If you selected to release applications, those applications are now viewable during the applicant search. If you retracted applications, those applications will not be viewable during an applicant search. 45

46 Applicant Search Functions If your LEA uses applicant screening, only released applications matching the search criteria will appear in a search. In all cases, only active applications will be returned in the search results. To show every active application, do not specify any search criteria and click the Search Applicants button. CAUTION: This can take a long time if you have many applications. If you are looking for a specific applicant, type a Last Name or Social Security Number in the Search Value box and click the Last Name or SSN button NOTE: The last name and Social Security Number search can be exact or fuzzy. If the exact box is checked, the field must match the search value exactly. If the exact box is not checked, then only the first part of the field must match the search value. If you are looking for applicants who have submitted a particular type of application, the Advanced Search allows you to combine a variety of search criteria to limit the results more accurately. If you specify more than one search option, the application must match all criteria entered. You may specify any or all of the following search criteria. Application Type Position Choice Type of Employment Requested Date Applicant is available to begin work Applications updated since a specific date The results of your search, if any, will be displayed in a results table. Above the results table is text showing how many applications matched the search and how many pages of data are in the table. Buttons above the table allow you to move between pages of the table so as to display all records. 46

47 Viewing Applicant Search Results To view an application, click on the row containing the applicant s information within the table. 47

48 Inactivating and Activating Individual Applications All applications transmitted to your LEA are active status by default. You may inactivate applications when The applicant has informed you he/she is not longer interested in employment The applicant is not qualified for the position for which he/she applied The LEA does not wish to hire the applicant. All inactive applications will remain inactive until the LEA chooses to reactivate them. Any updates transmitted by the applicant will have no effect on the applicant status. Inactive applications will not be seen by hiring agents and personnel who screen applications. If your LEA has previously inactivated applications and would like to know if the applicant has modified or updated their application, you may run the Inactive Applications Recently Modified web report. You may also use this same feature to activate applications when you would like to reconsider an applicant who has had his/her application previously inactivated by the LEA. Use this form to activate or inactivate one to ten individual applications. You may inactivate one of a candidate's applications while leaving any other applications active and visible to your hiring agents. If you want to inactivate multiple applications submitted before a specific date, or in a date range use the Mass Inactivate feature. To activate or inactivate applicants, follow these steps: 1. Select either Active or Inactive. 2. If you want to restrict the search results to a particular Last Name or SSN, type a value in the box and click the Last Name button or the SSN button. NOTE: The last name and Social Security Number search can be exact or fuzzy. If the exact box is checked, the field must match the search value exactly. If the exact box is not checked, then only the first part of the field must match the search value 3. Click Go. 48

49 4. The results of your search are displayed in a table (shown below). Above the table is text showing how many results were returned and how many pages of data are in the table. Buttons above the table allow you to move between pages of the table so as to display all records. Some columns may be sorted by clicking on the up or down arrows 5. In the results list, click "Select" beside each application you want to activate (or inactivate). Before you click, please note the value in the category column (L, C, S, and B) to make sure you are selecting the correct type of application to update. You may select up to 10 applications each time. 6. Click either the "Activate Selected Applications" or "Inactivate Selected Applications" button and wait for the confirmation message. This will change the status of the applications you selected. 49

50 Mass Update to Inactivate Applications Use this feature to inactivate applications that have not been updated since a specified date. Inactive applications will not be seen by hiring agents and personnel who screen applications. Any updates transmitted by the applicant will have no effect on the applicant status. If an application has been inactivated in error you may use the Activate/Inactivate Individual Applications feature to reactivate. 50

51 Administrative Applications 51

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53 Administrative Applications Manager Understanding Administrative Applications An applicant may choose to submit an administrative (or private) application to ensure that his/her search for employment remains confidential. Administrative applications are generally applications for high-level positions, such as Superintendent, Administrator, or Principal. Administrative applications initially appear only to designated persons, called Administrative Applications Managers. These people are responsible for distributing the application only to administrators involved in the hiring process. This application will not appear in applicant searches conducted by other HRMS users. HRMS users must be assigned to the role group System Administrator, Administrative Applications Manager or Administrative Applications Viewer in order to administrative applications. Managing Applications Use the menu in the drop-down menu within the left side column to work with each administrative application. All applicants in the list displayed had to specifically request interest in working for your school system. There is no option to submit an administrative application statewide. 53

54 View Use this option to view the submitted application. You may print the application by clicking on the print icon in the upper left corner when the application is displayed. Local (county-specific) questions are not visible as they would normally be for licensed applications. Edit Comment Use this option to enter any remarks that you want to be displayed in the LEA Comment field. You may enter comments about the application or instructions to the persons designated to the application. You must refresh your screen to view your entry. Mark Viewed Use this option to indicate that you have viewed the application. You must refresh your screen to view your update. Mark Unviewed Use this option to reset the application status to unviewed. You must refresh your screen to view your update. Manage Viewers Use this option to designate the persons able to view the selected application. All viewers must be registered users of the HRMS System. Detailed instructions are included in the following section. 54

55 Inactivate Use this option to inactivate an application so that it no longer appears on the Admin Apps Manager form. Inactivating an application will restrict the Applicant Viewer from viewing it. The candidate will not be able to tell if his/her application has been inactivated. Reactivate Use this option to reactivate an application which was previously inactivated. Send to LEA Use this option to request that the application be sent down to your school system. Prior to making this request, the application resides in a file at the DPI. Since these applications were originally intended to be private, if you still consider the application confidential, you must be on the lookout for the application. After the next application download, you can quickly put the application through the Vacancy Permit process and inactivate the application before the Principals and other Hiring Agents see the application. Managing Viewers When you select the Manage User option, the system opens a window where you can add viewers to a particular application or remove viewers from an application. The Administrative Applications Manager has the ability to indicate that an individual application is to be visible to another registered HRMS user at your school system. 55

56 Adding a Viewer Follow the steps listed below to allow a viewer to access the application: 1. Select Manage Viewers from the drop down menu in the Actions column. The system displays any viewers that have been selected to view the application. 2. Click on the Select User Button in the upper left corner. 3. Click on the first letter of the last name of the person you want to view the application. The system returns a list of all registered users who have a last name beginning with the letter you selected. 4. Click on the row that contains the name of the person you want to select. The user name appears at the top of the screen as a selected user. 5. Click on the button labeled Make Selected User a Viewer. The system opens the Add Viewer window where you can enter a comment for your selected viewer. 6. Enter your comment and click on the Submit button. A Confirmation Screen appears, notifying you that an has been sent to the user you selected. 7. Refresh your screen to see the updated list of viewers. Removing a Viewer Follow the steps listed below to remove a viewer from accessing the application: 1. From the Admin Apps Manager screen, select Remove from the drop down menu in the Actions column. 2. A message appears notifying you that the viewer has been removed. 3. Refresh your screen to see the updated list of viewers. 56

57 Admin Apps Viewer When you select the Admin Apps feature on the home page you will be able to view only active applications that your Administrative Applications Manager has delegated to you. This Administrative Applications Manager is responsible for making the application available only to each viewer. These applications will not be available when using the Applicant Search function. Use the drop down menu in the left column to work with the each application. View Use this option to view the submitted application. You may print the application by clicking on the print icon in the upper left corner of the displayed application. County specific questions are not visible on this application even though the candidate may have answered them for you LEA. Mark Viewed Use this option to indicate that you have viewed the application. You must refresh your screen to view your update. Mark Unviewed Use this option to reset the application status to unviewed. You must refresh your screen to view your update. Edit Comment Use this option to enter or edit any remarks that you want to be displayed in the To Administrative Applications Manager field. You may enter comments about the application or a response to the comment entered by the Administrative Applications Manager. You must refresh your screen to view your entry. 57

58 Applicant Management Exercises 1. Your LEA decided to use the Applicant Screening functionality. Please configure your system to use Applicant Screening. Steps to follow: a. From the LEA Home Page, select Configuration b. Select LEA Settings c. Prescreen Applicants? Yes d. Click Submit e. Verify Prescreen applicant indicator Yes is selected. 2. Once the Applicant Screening is set to Yes, release all Licensed Applications. Steps to follow: a. From the LEA Home Page, select Screen Process (located under Vacancy Management heading). b. Search Unreleased Licensed Applicants. If no results are returned, skip to Step G. c. When the results are returned select 1 applicant, write down the SSN, and click on the Action dropdown and choose Select. d. The applicants chosen should appear in the Selection Table at the bottom of the window. e. Click Released Selected Applications (located just above Selection Table). f. Verify the application was released, by using the SSN to search for the released application. g. If all of the licensed applicants are already released, search for Released Licensed Applicants. h. When the results are returned select 1 applicant, write down the SSN, and click on the Action dropdown and choose Select. i. The applicants chosen should appear in the Selection Table at the bottom of the window. j. Click Retract Selected Applications (located just above Selection Table). k. Verify the application returned to an unreleased status, by using the SSN to search for the released application. 58

59 3. You have been notified that Mickey Mouse applied for a position at your LEA. Using the Search Applicants function, look for Mickey s applications. a. How may applications have been submitted by Mickey Mouse? What are his first choices of licensed positions? 4. The high school has an urgent need for a Math Teacher. Search for applicants who applied and indicated a position choice of Mathematics (Grades 9-12). a. How many applicants applied with a Position Choice of Mathematics (Grades 9 12)? 5. The elementary school has a desire to only consider applicants who hold a license in Elementary Education. Using the Search Applicants feature to find applicants who have or have indicated on their application that they hold this license. a. How many Applicants hold a license to teach Elementary Education? 6. Mayberry Elementary is looking for teacher who desire position choice Elementary Education (K-6). a. How many applicants have selected Elementary Education (K 6) as one of their position choices? 7. Search for applicants who have updated their applications since August 1, 2004? a. How many did you find? b. Could this number be an inaccurate count? c. Why? Hint: All inactive applications remain inactive until the LEA chooses to reactivate them. Therefore, updates transmitted by the applicant have no effect on the applicant status. 59

60 New Hire without Vacancy Permit 60

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62 New Hire without Vacancy Permit: The New Hire without Vacancy Permit functionality allows users to bypass the Vacancy Permit process. The Employee Hire Group and System Administrator have access to the New Hire with No Vacancy Permit program. Use this functionality to Enter a new hire who was not previously an applicant. Enter a new hire not currently assigned to a position. Enter a new hire that will work as a substitute employee. The Hire New Employee (Demographic Information Screen) is the only required screen and must be completed to update your HRMS files with new hire information. You may then enter all other employment information, such as assignment, contract, and benefits using the appropriate Staff Action program. The following steps allow you to process a New Hire without Vacancy Permit: 1) Click on the New Hire without Vacancy Permit link under the Hire Process Views section to advance to the Hire New Employee page. 2) SSN Enter the New Hire s Social Security Number in Section 1. 3) Type of Employment: Select the Licensed, Classified, Substitute or Bus Driver for the type of employment in Section 2. 4) Press the Submit button to advance to a second Hire New Employee screen to enter the new hire s demographic information. If you enter a social security number that currently exists in your system, the system returns a message stating that this person is already an employee. You must then update this employee s information using the Staff Action programs. 62

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64 Hire New Employee Demographics: Section 1: Basic Information 1) SSN The new hire s social security number as entered on the previous screen. No data entry is allowed to this field. 2) Substitute Indicator Select Yes or No to indicate if this is a substitute employee. Select Both if this employee will be assigned to a position AND work as a substitute. 3) Prefix The new hire s preferred title (Mr., Mrs., Dr., etc) 4) First Name The first name of the new hire (required) 5) Middle Name The middle name of the new hire 6) Last Name The last name of the new hire (required) 7) Suffix The suffix of the new hire (Jr., Sr., III, etc.) 8) Nickname The name the new hire prefers to be called (if different from first name). 64

65 9) Maiden Name The maiden name of the new hire, if applicable Section 2: Address and Phone 1) Street Address Enter the employee s street address (required). This field may contain data that has already been entered into HRMS. 2) City Enter the name of your city or town (required). This field may contain data that has already been entered into HRMS. 3) State Use the drop-down menu to select your state (required). This field defaults to North Carolina. 4) Zip Code Enter a postal or zip code (required). This field may contain data that has already been entered into HRMS. 5) Zip Suffix Enter the zip code suffix (four digits), if known. 6) Home Phone Enter the employee s home phone number, including your area code without the hyphens (required). This field may contain data that has already been entered into HRMS. 7) Office Phone Enter a phone number, including your area code, where the employee can be reached during the weekday. 8) Cell Phone Enter a cell phone number including area code where the employee can be reached when you are not at the other numbers listed above. 9) Unlisted Phone Select Yes or No to indicate that the cell phone number is unlisted and should not be published on certain employee reports. 10) The address the new hire entered during the registration process. If this is no longer the employee s preferred , you may edit this entry. Section 3: Demographics 1) Date of Birth Enter date of birth in MM/DD/YYYY format. The system defaults to January 01. Select the appropriate month and day from the drop-down menu. You will have to key in the four digits for the year. (required) 2) Ethnicity Select the employee s ethnic category from the drop down menu (required). 3) Gender Select the gender for the new hire. (required) 65

66 4) Handicap Use the drop-down list to select an option if the employee has disability. Select the appropriate category from the drop down menu. Select NONE from the list if the employee is not handicapped. 5) Veteran Select Yes or No to indicate if the employee has served in the military. Section 4: Other 1) Start Date Enter the first day the new hire began working at the LEA in MM/DDY/YYY format. You may instead click on the icon next to the field and select a date from the calendar. (required) 2) Original Hire Date Enter the date the new hire was hired in MM/DD/YYYY format. You may instead click on the icon next to the field and select a date from the calendar. (required) 3) Contract If the new hire employee requires a contract, you may click on the Contract button to advance to the Contract screen. You can find detailed information for completing this screen in the next section. 4) Substitute Indicator Select Yes, No or Both. When the indicator is changed to Yes or Both, you must create or update subjects on the substitute profile for this employee. After submitting this form, click the Update Substitutes link on the Employee page. The default is set to No. 5) Paid Mentor Select Yes or No to indicate if the new hire will have a paid mentor. 6) Mentor Rate If the employee has a mentor, enter the mentor s rate of pay. 7) Mentor Name If the employee has a mentor, enter the mentor s name. 8) Local Use Fields The information in the following ten fields will vary. You may use these fields to enter local information for which no field currently exists. The LEA defines these fields using the Employee Local Use Fields program located on the LEA Configuration Page. 9) Additional Local Use Fields The information in the following five fields will vary. You may use these fields to enter local information for which no field currently exists. The LEA using the Differential Pay program located on the LEA Configuration Page defines these fields. NOTE: These fields correspond to the Differential Pay Local Use fields located on the Employee Demographic screen within the legacy system. 66

67 9) Click on Submit to update the employee record. The system will validate that all your entries are correct and save your data. At this point, the new hire is entered in your system as an employee, and display on the employee pages. 10) If the Substitute type was not selected, the system will display the following message in a separate window: Don t forget to set the application status to Inactive if needed. The System Administrator or a member of the Application Screening Group can perform this function for you. Close the window to continue. 11) The system validates that all the data entered in the fields are correct, saves the data, and displays a confirmation screen. 12) The system will automatically set the employment status code for the new employee to 00. In the Employment Status table 00 is equal to NONE. 13) If the user selected Substitute as the employment type, the system will inactivate the Substitute application, if one exists, and the system displays the Substitute screen. 67

68 Contract Screen You will advance to this screen only if you click on the Contract button located on the Hire New Employee screen. Use this screen to enter contract information and generate an employee s contract. Use the HRMS Reporting Tool to print employee contracts and contract cover letters. The following data is displayed as entered on the previous screen. No data entry is allowed to these fields. Employee Name Social Security Number 1) Contract Type Use the drop-down list to select the type of contract for the employee. Contract types may be system defined or locally defined. Locally defined contract types are entered using the Contract Types program located on the LEA Configuration page. 2) Board Action Date Enter the Board Action in MM/DD/YYYY format. You may click on the date icon next to this field to select the date from the calendar. 3) If Part Time or Temporary, Start Date Enter the beginning date of the contract in MM/DD/YYYY format. You may instead click on the icon next to this field to select the date from the calendar. 68

69 4) End Date If this is a part time or temporary position, enter the contract ending date in the MM/DD/YYYY format. You may instead click on the date icon next to this field to select the date from the calendar. 5) If a Probationary Contract, School Year If you are creating a probationary contract, select the correct school year from the drop-down menu. 6) Special Conditions Select the codes associated with special conditions to be printed on the contract. Contract condition codes are locally defined and entered using the Contract Conditions program located on the LEA Configuration page. You may select multiple conditions by holding the control key as you click to make your selections. 7) After completing the fields below, click on Submit button to save your data and return to the New Hire Screen. 69

70 New Hire without Vacancy Permit Exercises: 1. Using the Applicant Search feature, search for an applicant who has a substitute application. (Write down the SSN). 2. Using the New Hire without Vacancy Permit process, hire the applicant to work as a substitute. 70

71 Position Management Console 71

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73 Position Management Console The Position Management Console is where you perform all functions of position control, with the exception of employee assignments. Here, you may launch most position-related functions from a single location. Your assigned role within HRMS determines the functions available to you. Using the Position Management Console as an LEA or Central Office Administrator 73

74 Viewing the Position Search Results Always maximize the window when viewing the Position Search Results to navigate the position list easier. You may sort the list on each column by clicking on the up and down arrows under each column heading. You can toggle the position list scrollbars by clicking "Toggle scrollbars Select a position by clicking on the row. Your selection is displayed above the list along with a set of action buttons. Some of the actions are enabled, depending on your user rights and certain values associated with that position. To refresh the screen after you act on a position, perform your search again or refresh the screen by pressing F5. 74

75 Editing and Viewing the Position Information Click on the View Position button to display the position information. Click on the Edit Position button if you plan to change any of the existing position information. 75

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77 Entering Salary / Payment Information Contact your Payroll Office to determine the correct salary schedules, grades and steps for a position. HRMS imports salary schedule data from your payroll system. Base Salary Schedule In HRMS all positions must be assigned to a salary schedule. Grade In HRMS, all classified positions must have a pay grade. However, having a pay grade for certified positions is optional. You can change the Grade and Step when you assign an employee to the position. Standard Hours If the payment method is hourly, you are required to update the standard number of hours per week that a person in this position would normally work. Hours Funded This value should be the total assignment hours of all employees assigned to this position. Percent Funded This value should be the current total assignment percentages for the position. 77

78 Budget Code Allocation There is no limit on the number of budget codes you can select for a position. The Budget Codes available for selection will be limited to currently active account codes in your Chart of Accounts. You may remove a budget code ONLY if it is not being used on any assignments, you have the option of removing the budget code from the position. Rules for entering Base Budget Code Type: If you selected Salaried as the Payment Method, you will enter the Percent of the position that is being funded from this budget code. For example, a Salaried position may consist of 100% base funding from one budget code, or it may be made up of two budget codes funded at 50% each. If you selected Hourly as the Payment Method, you will enter the number of hours per week being funded from this budget code. If this is a 40-hour-a-week position, all 40 hours might be funded from one budget code or it might be funded with two budget codes at 20 hours each. You may enter as many base budget codes as you like, as long as the total Percent Employed (or Hours) from all base budget codes does not exceed the Percent Funded or Hours funded that you entered in Section 3 of this form. Rules for entering the Supplement Budget Code Type: This budget code type is available if you selected Salaried or Hourly payment method in Section 3 of this form. All budget codes entered, as a Supplement will be included as supplements on the SS-300 report. If your position includes funding from a non-base budget code that should NOT be considered a supplement for SS-300 purposes, please enter that budget code as an Additional Pay budget code. Supplements must be entered using a salary schedule. Supplement amounts must be stored in the salary tables in monthly amounts. Supplements cannot be entered as a percentage of a base salary or as a flat dollar amount. If, for example, your supplement equals 10% of the base salary, then the monthly dollar amount of that 10% supplement should be stored in your supplement salary schedule and designate that salary schedule when entering the supplement budget code. You should work with your Finance Officer to make sure your Supplement Salary Schedule is setup correctly. 78

79 If you selected Salaried as the Payment Method, you will enter the actual percent of the supplement amount in the salary schedule that is being funded from this budget code. For example, if you have a 100% funded position and the entire supplement is being paid from one supplement budget code, you would enter 100% in Percent Employed. If you have a 100% funded position where the supplement is being split equally between two different budget codes, you would enter 50% for Percent Employed in each supplement budget code. You will also need to select the Frequency of Payment and the Salary Schedule to be used for this supplement budget code. If you selected Hourly as the Payment Method, you enter the actual hours associated with the supplement amount in the salary schedule that is being funded from this budget code. For example, if you have a 40-hour-a-week position and the entire supplement is being paid from one supplement budget code, you would enter 40 in Hours for that supplement budget code. If you have a 40-hour-a-week position where the supplement is being split funded (equally) between two different budget codes, you would enter 20 hours in each supplement budget code. You will also need to select the Frequency of Payment and the Salary Schedule to be used for this supplement budget code. Supplement Budget Codes automatically have their Supplement(s) indicator set to Yes. Rules for entering the Additional Pay Budget Code Type: This budget code type is available if you selected Salaried, Hourly or Flat Dollar payment method in Section 3 of this form for all payment methods. It is important to note that if you selected Flat Dollar payment method, Additional Pay is the ONLY budget code type that you can select. Additional Pay budget codes can be entered using either a salary schedule or as a flat dollar amount but not both. Additional Pay budget codes can be used to designate a flat dollar amount that is not contained in a salary schedule, or for budget codes funded that are not considered supplements. For budget codes entered using a salary schedule, select the appropriate schedule from the drop-down menu. For flat dollar budget codes, leave the dropdown list as is (** Select Choice **). If this budget code is being entered as a flat dollar amount, then enter the ANNUAL flat dollar amount. Amounts should always be entered as an annual amount, regardless of the frequency in which they are paid. If the flat dollar amount is entered as anything other than an annual amount, then the system will be unable to accurately calculate the salary on the Payroll Discrepancy Report view. (Although you can currently view the payroll discrepancy report within the HRMS LEA system, the report is under review and the information currently 79

80 displayed may not be consistent with your payroll system information.) Changes in additional position funding do not reflect on existing employee assignments to the position. 80

81 Announcing a Position Vacancy Use this feature to create and post an announcement of a pending job opening without initiating the vacancy permit process. A central web page listing all vacancies and announcements includes a toggle button for each one that will allow you to control whether a vacancy announcement is posted to the web at any given time. You may post any position on the announcements page as long as the position number is valid and the position status is not frozen, inactive, or pending purge. You may post an announcement against a position that is fully staffed. Editing a Vacancy Announcement After you create an announcement, you may edit the announcement information. Use the Edit Announcement Button to display and change the existing announcement information. Changes to position announcements will appear on the web page on the next business day, after a nightly agent runs to update the web page. Removing a Vacancy Announcement After you post your announcement to the internet, you may return to the announcement page at any time and change whether the announcement appears on the web page or not. Use the Remove Announcement button to remove the announcement from the web page. Changes to position announcements will appear on the web page on the next business day, after a nightly agent runs to update the web page. 81

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84 Position Actions Search Positions This feature offers you an alternative method to search for positions within your system. Your search criteria remains in the system until cleared. If your search does not return your desired results, click Clear Search and try your search again. You may click on the position number or the View text in the right-hand column, to edit and view position information. Position List The Position List feature allows you to view data associated with all the positions at your LEA. You will advance to the Position List Position Results page which displays all of the existing positions at you LEA. You may sort all of the columns except the Task column in either ascending or descending order. Create Position You may create a position by entering the required information or by copying information from an existing position and making appropriate changes. You can duplicate information from an existing position by entering a valid position number in this field and clicking on the Go button. Enter a new position number in the Position # field in Section 1, and select a new budget code(s) for the position in Section 5. Inactive List The Inactive Position List feature allows you to view and modify information about inactive positions at your LEA on the Position Results Page. After selecting a position from this screen you can: View position information created on the position screen. Modify position information in all fields. Modify budget codes for filled (or partially filled) positions through Staff Action, rather than updating the Position form directly. Use the Modify Position form in Staff Action to update budget codes. 84

85 Mass Update Position No Child Left Behind (NCLB) Indicator The section allows you to mass update the position NCLB indicator field which appears on the Position Edit and Position List features. This function flags selected classified positions as being governed under the NCLB requirements. The System Administrator and employees assigned to the Position Edit Group will have access to this feature. 85

86 Mass Update - Core Academic Subject Area Indicator The section allows you to mass update the core academic subject indicator associated with licensed positions. This function flags selected licensed positions as being a position in which core academic subjects are taught. The System Administrator and employees assigned to the Position Edit Group will have access to this feature. 86

87 Show Current Web Postings This system view contains a list of all vacancies and announcements at your LEA. Always maximize the window. This allows you to navigate the position list easier. You can toggle the position list scrollbars by clicking "Toggle scrollbars." You may sort the list on each column. Click on the up and down arrows under each column heading to sort. Click on a row to act on that position. The position you click will be displayed at the top of the list with a set of action buttons. Some of which will be enabled, depending on your user rights and certain values associated with that position. After you select a position, you may do the following actions View or Edit the position details Edit the Vacancy Announcement Remove the Vacancy Announcement 87

88 Using the Position Management Console as a Site Administrator After clicking on the Position Management text or icon on the home page, the system automatically retrieves all the position records for your location. You may sort the list on each column when you click on the up and down arrows under each column heading. NOTE: Always maximize the window so you may navigate the position list easier. You may click on a row to act on a position. The position you click is displayed on a line by itself along with a set of action buttons, some of which will be enabled, depending on your user rights and certain values associated with that position. Press F5 to refresh the screen after you view a position. 88

89 Position Management Exercises 1. Create a Licensed Position for Mayberry Elementary (310) Section 1 Position Information Use Number 3011 Enter the number of your user id in the last 2 digits The position will be for 10 months, Continuing, and Full Time. You may use any position title and description that reflects a licensed position. Section 2 - Position Reporting Information Section Select the appropriate choices from the drop-down menus. Section 3 Salary Payment Information The position will be salaried and 100% funded. Choose a grade and step from the choices available. Section 5 Entering/Editing Budget Codes Enter Base Salary Code at 100%. Enter a Supplement Budget o Funding is 100%, payable monthly o Use Salary Schedule SUP Enter Additional Pay Budget Code: for a flat dollar amount of $1000, payable annually. 2. Copy the position you created in the previous exercise to position number Enter the number of your user id in the last 2 digits. 1. Edit the data as you feel is appropriate and add at least one budget code to the position. 3. Principal Smith at Petersburg Elementary wants to know if his Assistant Principal position has been posted to the Web. Using the Position Management Console, search for Current Web Postings. a. Was the position posted to the Web? 4. Your Elementary Teacher Assistance positions have been determined to be NCLB - Locally Mandated. You need to update the positions to reflect the change. Rather than updating each one individually, use the Mass Update function. a. What action did you select from the Position Management Console? b. What letter did you use when searching for the positions? c. How many positions did you find? 89

90 Assignment Budget Codes 90

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92 Assignment Budget Codes (ABCs) Assignment Budget Code Information The Modify Assignment screen, located within Staff Actions, allows the user to adjust budget code allocations associated with an employee s assignment record. Section 2 Assignment Budget Code Information displays all the budget codes associated with this assignment. The first list shows all the budget codes that have been allocated to this assignment and the amounts they have been funded. The second list shows all budget codes that are available to the position that have not yet been allocated to this assignment. It is possible, though not normal, that neither list will be populated. This only occurs if there are no budget codes on the position itself. Remember, all budget codes flow down from the position to the assignment. You can think of the Position as the parent of the Assignment and the Position Budget Code as the parent of the Assignment Budget Code. Use the Edit Position program to add or change the budget codes. Complete the following steps to edit an assignment budget code: Click the budget code. This will display the Budget Code Allocation form. The field s labels will vary depending on the type of budget code you select. 92

93 You may edit the position information and must enter the date the change is effective. If this is an existing Assignment Budget Code, you will also have a button allowing you to remove the budget code from the assignment. NOTE: Where applicable, you cannot enter both a flat dollar amount above zero and a salary schedule. However, if these fields are available, you should enter one or the other. Budget Code Type: The type of budget code you are editing (base, supplement, or additional). No data entry is allowed. Budget Code: The budget code you are editing. No data entry is allowed. Percent Funded: The percentage of the employee s salary that is paid from this budget code. The system displays the maximum amount available to the right of this field. NOTE: This field will display only if the budget code corresponds to a salary schedule. Hours Per Week: The total number of hours the employee will work in this position each week. The system displays the maximum number of weekly hours available to the right of this field. NOTE: This field will display only if this budget code corresponds to an hourly salary schedule. Frequency of Payment: Indicates how often the employee will be paid from this budget code. No data entry is allowed. Salary Schedule: The pay table from which the position salary is determined. This value transfers from position system. No data entry is allowed. NOTE: This field appears only if you are editing a supplement or an additional pay budget code. Grade: Enter the grade associated with the salary schedule. You may instead click on the Choose button to view and select those grades that correspond to the salary schedule for this position. The value entered in this field is case-sensitive and must be entered exactly as it is set up in the pay table. NOTE: This field is only displayed for hourly and salaried positions. Step: Enter the step associated with the salary schedule and pay grade. You may instead click on the Choose button to view and select those steps that correspond to the salary schedule for this position. NOTE: This field is only displayed for hourly and salaried positions. Validate Button: If you manually enter a pay grade and step, click on this button so the program can verify that your entries are valid within the salary pay tables. You must validate the grade and step against the salary schedule if either of these fields is 93

94 changed and before you can submit the form. If you have an invalid entry the system displays an error message in a pop-up window. NOTE: This button is only displayed for hourly and salaried positions. NOTE: If you select a grad and step using the Choose button, the Validate button will be grayed out. Choose Button: Click on this button to display valid pay grades and steps for the selected salary schedule in another window. You may make your selection from the displayed values. NOTE: This button is only displayed for hourly and salaried positions. Flat Dollar Amount: The total dollar amount an employee is paid from this budget code. Is this considered a supplement (for SS-300 purposes): Enter yes or no to indicate if this funding should be included within the data of your SS-300 report. Effective Date: Enter the date that this change begins in MM/DD/YYYY format. You may click on the icon next to this field to select a date from the calendar. Budget Code Allocation on Future Assignments You are able to create future assignment budget codes; however, you cannot edit existing future budget codes. If you want to add a budget code on a future assignment, select the desired code from the list of available budget codes at the bottom of the form. When you click on the budget code, the system displays the Future Budget Code Allocation window. The Future Budget Code Allocation window is identical to the Budget Code Allocation form. Please refer to the previous section of help text for detailed instructions on completing this form. The system will not validate funding allocation against funding availability. No error messages will appear if you allocate more funds to the position than are available on the designated start date. 94

95 Assignment Budget Code Exercises: 1. You have received notification that an employee needs an assignment record added to their employee record. Proceed to staff actions and search for an employee. Using one of the positions you created earlier, proceed to Staff Actions Add Assignment. Add the position assignment to the employee record. Only add the base budget code to the employee assignment. 2. One of your current employees has accepted an offer for another assignment. The assignment does not start until February 1, Add the future assignment to the employee record. Proceed to staff actions and search for an employee. Using one of the positions you created earlier, proceed to Staff Actions Add Assignment. Add the position assignment to the employee record. Does the system allow you to add any assignment budget codes at this time? 3. Create a future assignment for a current employee. Using Modify Assignment, modify the assignment budget code assigned to the employee. Does the system allow you to modify the assignment budget codes? 4. Create a future assignment for a newly hired employee. Using the modify assignment screen, add a supplement to the employee assignment. What happens? 95

96 Renewals / Continuing Education 96

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98 Course Management The Course Management console is used to create, update, and assign renewal courses. The following concepts are important for you to understand. 1. You must first create a Course Template and then Assign Renewal Credit for that course. 2. The Course Template can be though of as a master document. The course template contains the following information: a. The name, code, source, and description of the course. b. How many credits of each type are typically granted to an attendee of the full course? These credits included: i. CEUs (the regular type of credit given) ii. Semester Hours iii. Which portion of the total CEUs granted also qualifies as another credit category: 1. Principal credits 2. Reading Methods credits 3. Technical Competency credits 4. No Child Left Behind (NCLB) credits iv. Whether the course is considered High Quality Professional Staff Development 3. After your Course Template is created, you may assign the course credit a. to a group of employees, such as every licensed employee at a school or to everyone who signed a class roster b. to an individual. 4. When you assign a course, you provide the date the course was completed and the number of credits the employee should earn. a. The default number of credits earned is read from the course template. b. If the employee did not attend the entire course, you may assign partial credit if your LEA allows partial credit. c. Credits earned for National Board Certification can be assigned to a future date if the employee has already earned sufficient credits during the current licensure period. Note that this is an option for National Board Certification only, is not applicable to NC Licensure requirements, and is subject to change without this training document being updated accordingly. 5. Technical note: Course templates are stored in the hrmsshr.continuing_ed_cls_dom table, and course attendance records are stored in the hrmslea.continuing_education table. 98

99 Before a search is performed: After a search is performed: 99

100 Features of Course Management 1. Searching a. Search by course code by typing a value in the Search Value field and clicking the Course Code or Description button. Note: Underlined characters on buttons or labels indicate that you can hold down the Alt key and press the underlined key to activate the button or enter the field, e.g., Alt-C to active the Course Code button. b. Check Exact if you wish to perform a search where the entire value must match the item you are searching for. c. Search by Date to show a list of courses for which there is a course attendance record on that date. d. Show only courses allow you to display courses that match the special credit indicator, such as NCLB credits or High Quality Professional Staff Development. Select the indicator you wish to search on and click Go. This search option acts alone and is not limited by any value that might be showing in the Search value field. e. In the search results are, if more than 10 matching course templates are found, the navigation buttons allow you to move forward and backward through the results. For very large result sets, you can also move a specified number of pages forward or backward. For backward movement, use a negative value, e.g. -5, in the Move Pages field. f. You may sort the search results by single-clicking any column header, such as Description. Click the same column header again to sort in descending order. 2. New Course a. Click the New Course button to create a new course template. 3. Mass Updates a. Mass Updates are used to change all the attendance records for a course. i. Single Course allows you to change all the attendance records for a single course with the current values from the course template. ii. The remaining mass updates are used to efficiently update old attendance records with the appropriate Reading Methods, Technical Competency, NCLB, or Principal credits and to indicate whether the class is High Quality Professional Staff Development. Except for the Principal Credit mass update, the course template must be updated separately. 100

101 New Course Template 1. On the Course Management console, click New Course to create a new course template. 2. Specify the class code, typically 6 alphanumeric characters. Do not use any spaces or special characters in the class code. Use letters, numbers, and the underscore only. After you type a class code, before proceeding, click Verify Availability to make sure the class code you entered is not already in use. 3. Fill out all the required fields, specify other values as needed, and submit the form. 101

102 Edit Course Template Sometimes you may need to change the values on a course template. For example, a course might now be eligible for Principal Credits, and you need to make sure that attendance records for the course properly reflect that. 1. On the Course Management console, search to find the course which you wish to edit. Click on the Course Template button next to the course listing. (When you hover over the button, it will display the tool tip text: Course Template) 2. Modify the Course Template as needed and submit the form. You cannot change the class code. If there is no attendance records associated with the course template, you may delete it. 102

103 Assign Renewal Assignment of renewal credit creates an attendance record for one or more employees. You may grant an employee credit for attending a single class on separate dates, or for attending multiple classes on the same date. However, HRMS does not allow you to grant an employee credit for attending a single class multiple times on the same date. You may grant credit to an individual employee or to several employees at the same time. Choose the tool that is most convenient to perform the task at hand. Assign Renewal Credits to Multiple Employees 1. On the Course Management console, search to find the course for which you wish to assign credit. Click on the Assign button next to the course listing. (When you hover over the button, it will display the tool tip text: Align). 103

104 2. The Assign Continuing Education Class form appears. a. Select a completion date b. Look over the other values shown. They are the default values stored on the course template. Verify that you wish to assign the default values to every employee you are about to select. If not, change the values. Note: The changes you make are not stored in the course template, but are only used for this one assignment task. If you wish to update the default values, use Course Management to edit the course template. c. Click one of the links, "By Name", "By SSN" or "By Site" to select which employees should be assigned this renewal credit. You will frequently want to use a combination of tools to assign credit, but you may only use one tool at a time. d. After selecting the employees you wish to grant credit, you must submit this form. 104

105 Selecting Employees by Name This screen allows you to easily type or paste in a list of names of attendees. The names must be in LAST FIRST MIDDLE format, uppercase, with no punctuation. The values must match the HRMS employee record exactly. You may also use the Find Individual Employee features at the bottom of the screen to choose an employee. The list of names you type must be validated to determine if the name is found and to ensure the employee has not already been granted credit for the course on the date you specified. Click the Help button for complete details. 105

106 Selecting Employees by SSN This screen allows you to easily type or paste in a list of SSNs of attendees. The values must match the HRMS employee record exactly. You may also use the Find Individual Employee features at the bottom of the screen to choose an employee. The list of SSNs you type must be validated to determine if the employee is found and to ensure the employee has not already been granted credit for the course on the date you specified. Click the Help button for complete details. 106

107 Selecting Employees by Site This screen allows you to easily select attendees by the site of their primary assignment. After displaying a list of employees, you may click to highlight those employees who should not receive the credit. When you are satisfied with the list of employees who will be granted credit, scroll down and click submit. 107

108 Submitting the Assign Continuing Education Class When you return from one of the employee selection methods (By Name, By SSN, By Site), a list of SSNs will appear in the box in section 2 of the Assign Continuing Education form. If you are satisfied with the values that appear on the form, click Submit. Note: If you attempt to select additional employees, the system will clear out the values you have already selected (after warning you). If you wish to use another method to select additional employees, you may submit this form and then bring it up again to use a different selection method. 108

109 Renewal List In the same way you use the Course Management console to perform course-related activities, use the Renewal List to manage the class attendance records for individual employees. Below is a screen shot of the Renewals List after an SSN search has been performed. The results show all the course records for the employee. 1. Search options include: a. Class Code. Shows all attendance records for a particular class code. If Exact is checked, the course code typed in the Search value must match exactly. b. SSN. Shows all attendance records for employees whose SSN matches the Search value. If Exact is checked, the SSN typed in the Search value must match exactly. c. Description. Shows all attendance records for any class whose description matches the Search value. If Exact is checked, the description typed in the Search value must match exactly. Be aware that this search can take a very long time. d. Pick Employee. This launches the Pick Employee form used throughout HRMS. When you select an employee, the Pick Employee form closes, the SSN of the employee you selected is pasted into the Search value, and the SSN search is launched automatically. 109

110 2. If more than 50 matching records are returned, then movement controls can be used to show the records that are not initially displayed. You may also move ahead or back the desired number of pages (of 50 records) by typing a positive number for forward movement, or a negative number for backward movement, and clicking Go. 3. The columns are sortable by clicking the up or down arrows below the column name. Click the up arrow to sort ascending and the down arrow to sort descending. 4. To view the Continuing Education Employee History for an individual employee, single click a row in the search results. 110

111 Continuing Education Employee History Use this form to add, change, delete, or view information about any continuing education classes an employee attends. For licensed employees, this form displays the number of renewal credits earned by the employee during the various license renewal periods. Access to the Add Class, the Remove checkboxes, and the Submit button is limited to the following roles: System Administrator, Continuing Education Editor, and Continuing Education Entry. You may double-click the SSN to hide it, typically for a printout. Individual sections may be collapsed and expanded by clicking on the section header. 111

112 CEU Mass Updates There are two types of mass updates for continuing education records. 1. Mass Update for a Single Course. This mass update is the one you will use most frequently to correct assignment of credit after the fact. One example could be when you realize a course should receive fewer reading methods credit than the general credits for the course because only half of the course was spent on reading methods. Without this mass update, you would have to edit each class attendance record individually. With the mass update, you change the course template, and then use the mass update to change the records for everyone who attended the course. 2. Mass Updates for miscellaneous credits. Most LEAs have already performed these mass updates and will not need to use these features again. These mass updates are used primarily to change the attendance records to include credits that have been invented or codified by law in recent years. These credits include reading methods credit, No Child Left Behind (NCLB) credit, high quality professional staff development, and Principal credit. You may select the qualifying classes from you list of renewal credit class codes and specify the number of credits from the class that count towards the requirement. All of these mass updates operate similarly, though the Principal Credit mass update will also update the course template. For the other mass updates, you will need to update each course template manually. 112

113 Mass Update for a Single Course This mass update may be used to correct a mistake made when entering credits, such as having assigned the wrong number of reading methods credits. All matching records are updated simultaneously. Steps to perform the mass update for a single course: 1. From the Course Management console, find the course whose attendance records you wish to update. 2. Update the course template to change the values to the ones you wish to appear on the updated course records. (If desired, you may change the values back to a different default after performing the mass update.) 3. Select "Single Course" in the Mass Update dropdown and click Go. The Mass Update for a Single Course screen appears. (See example on the following page.) 4. Type the Class Code (i.e., Class ID) for the records you wish to update. 5. Optional: Click "Find Class" to display the current values from the course template. The values will appear at the bottom of the screen. If the values are not the values you wish to write to the updated attendee records, you must change the values on the course template first. This is true even if you will need to change the course template values again after performing the mass update. 6. Select one of the date criteria options. 7. Click in the field(s) beside the date criteria option you specify. The calendar control will appear. Click a date, or click the Today button. Click the calendar's question mark (?) button for further options in selecting a date. For the "Between" option, you must specify two dates. If you do not wish to use the calendar control, press ESC on your keyboard. 8. At this point, you may submit the form or further restrict which attendee records will get updated. 9. To show a list of who attended the class during the date range specified, click Show Attendees. 10. When the list of attendees appears, you may print the list so that you will have a copy for your records. 11. If anyone appears in the list of attendees who you do not wish to update, click the appropriate row. The row will change color, and the user's SSN will be added to the list of records to exclude. Notes: Clicking on a row again will append the user's SSN to the exclude list again, but this has no effect. Also, the system leaves a trailing comma at the end of the list, which also has no effect. 113

114 12. When you are finished selecting employees to exclude, or if you do not wish to exclude any employees, click Done. 13. You may also manually type or paste in the SSNs of the employees you wish to exclude. Each SSN must be contained in single quotes, and a comma must separate each value. For example: ' ',' ',' ' 14. When you are finished listing any employees that should be excluded from the update, click Submit. If there are any remaining records available to be updated, the system will do so. 15. Repeating the update process is allowable, but unless you change a value in the course template, it will have no real effect. 114

115 Mass Update for Miscellaneous Credits 1. Check with your HRMS System Administrator before performing any of these updates, as most LEAs performed the updates when the feature originally became available. 2. Select the desired Mass Update option from the Course Management console. The steps to perform the update will be the same for all of the options except Mass Update for a Single Course, which was covered previously. 3. Select the first character of the class code you wish to update. Then select the appropriate code from the resulting list. You may select up to 10 courses at a time before clicking Update. 115

116 4. Click the Update button. 5. The system returns the message shown below. After you click OK, the system will update every attendance record the selected course(s). Continue until you have updated all courses that should receive the credit. 6. Note that only the Principal Credit mass update will also simultaneously update the Course Template. If you are performing one of the other mass updates, you will also need to update the course template to set the value of the other credit default settings and values. For all of these mass updates, the default value for the particular credit being updated will be the same as the CEU credits for that course. For example, if a course has 3 CEU credits, and you perform a mass update of reading methods credits, the course attendance record will be given 3 reading methods credits. If this is not appropriate, you should use the Mass Update for a Single Course feature for that particular course. HRMS Continuing Education Class Exercises 1. Sign in using a system administrator account. 2. Open Course Management (under the Courses menu) 3. Click New Course 4. Type any six character class code and click Verify Availability to make sure it is available. The system will automatically capitalize your entry. Make a note of the class code here: a. If the class code you type is not available, keep trying new class codes until you find one that is not being used. In practice, LEAs will develop their own system of numbering class codes. 116

117 5. For source type your name followed by the word "Training" (e.g., John Doe Training) 6. Type as the class description "Using candy to motivate lazy students" 7. Complete the rest of the form with these values. Leave the other values at their default a. Renewal credits: 20 b. Tech Comp? Yes c. Tech Comp Credits: 10 d. Principal Credits? Yes e. Principal Credits: 5 f. High Quality Staff Development? Yes 8. Submit the form. a. The system will write a confirmation message and then open the Assign Continuing Education Class form. 9. Now you will grant the credit to all licensed employees of Mayberry Elementary. Using the calendar control, select a completion date of 11/01/2005. (You must use this date for the remaining tasks of this exercise.) On this date, the course was cut a little short. Change the values for Semester Hours and Principal Credits to Click the By Site link. This will launch the Employees by Site form. 11. Click Show All Sites and select Mayberry Elementary. 12. Select Show only employees with a primary assignment at this site. 13. Since only licensed employees attended this training, uncheck Classified, Substitute, and Bus Driver. 14. Click Show Employees. A list of employees with a primary assignment to a licensed position at Mayberry Elementary will appear. 15. Two employees were absent the day of the training and should not be given credit. Click in the list of employees to select two employees. The row will change colors. 16. Click Submit and then click OK on the message that displays. 17. Back on the Assign Continuing Education Class form, you will notice that the SSNs will appear in the box below the By Site link. Click Submit to complete 117

118 the process. The form will close automatically, leaving you at the Course Management console. 18. On the Course Management console, type 11/01/2005 as the Search value. Click Date. The course you just created and assigned will display in the search results. 19. Refresh the screen by pressing F Use the Show only courses feature to show only those courses with Tech credits. Click Go. 21. In the search results, if more than one class appears, click the Tech Crd column to sort by the number of tech credits in the course template. Click again to sort this column in descending order (largest values first). Find the course you created in the list. 22. Now let's show a list of who has been granted credit for this course. Close the Course Management console window. 23. On the Home Page, choose Renewal List under the Courses menu. The Renewals by Class Code / SSN / Description screen will appear. 24. In the Search value field, type your class code. If you type a partial value, be sure to uncheck Exact. Click Class Code to begin the search. How many matching attendance records were returned? (Hint: look at the information displayed just below the search bar) How many total pages do these records span? 25. Click one of the rows in the results table. What form appears? 26. Double-click the SSN. Double-click in the same area again. What happens the first time you double-click the SSN? 27. Click the various section headers to collapse and expand sections. 28. In the Class History List, click on the Tech Cred column heading to sort the list in descending order. What class code in the employee's history had the most Tech Credits? 29. Click the Date column to sort ascending. What was the first class the employee was granted credit for? 118

119 30. In the first section, what is the total of CEU credits earned during the employee's lifetime? 31. Press F5 to refresh the screen. 32. Click Pick Employee. The Pick Employee window is displayed. 33. Type ad in the Last Name or SSN field. How many rows are displayed? 34. Change the Rows to display value to 3 and watch how the number of employees displayed changes. 35. Change the Rows to display value to Select Wednesday Addams by clicking on her name. The Renewals screen will initiate a new search based on Wednesday Addams' SSN. How many classes has she been granted credit for? 37. Close the Renewals List and open the Course Management console. 38. Let's say we determined that the course you create before does not qualify for High Quality Staff Development after all. Type the course code in the Search value field and press Alt-C to activate the Course Code button. (You may also click on the Course Code button.) 39. When the course appears in the search results, hover the mouse pointer over the small buttons to the left of the Course Code. Click the button that displays Course Template when you hover over it. The Course Template form will appear. 40. Click the Delete Course button at the bottom of the screen. Describe what happens: 41. Close the information message, and click the Course Template button again. 42. This time, change the High Quality Staff Development setting to No and submit the form. Now we need to update the attendance records so that the employees who were granted credit for the course no longer get to count this course as High Quality Staff Development. (Changing the course template doesn't affect past attendance records automatically.) On the Course Management console, make sure the Mass Update setting is on Single 119

120 43. Course and click the Go button. The Mass Update Credits for Single Course form appears. 44. Type the class code in the first field and click the Find Class button. (This value is case-sensitive.) Scroll down to see the details of the course template. The High Quality Staff Development value should be 0, which is No. 45. Back toward the top of the form, leave the Date Criteria at the default setting and click Show Attendees. The Class Attendees popup window appears. Since we are going to update the attendance records for all attendees, click Done to close the Class Attendees popup window. (Had you needed to contact these employees about the change, it would be helpful to print a list before you close the window.) 46. Submit the Mass Update Credits for Single Course form. A confirmation page appears. Close the confirmation page. 47. Close the Course Management console window and open the Renewal List window. Search for your class, and confirm that the High Qual column displays No for each of the class attendance records. 120

121 Employee Self- Service 121

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123 Employee Self-Service You access the Employee Self-Service functionality from the HRMS Home Page. This screen is designed to allow your employees access their own Continuing Education Credits, General Information (demographics), and Local forms. Their access to this information is contingent upon the LEA allowing users access to the home page or creating a link to the Employee Self-Service portal on their intranet. This functionality has reduced the number of calls to Central Office for employees requesting this type of information. Employee Self-Service is available to all users, with or without an HRMS account. 123

124 Instructions: 1. Click Employee Self-Service on the home page 2. Type an SSN without dashes. 3. Verify that Continuing Education Credits is select 4. Click Submit The Continuing Education Employee History form appears (see next page). This is a restricted version of the form that does not allow any updates to the data. 124

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126 Employee Self Service Exercise 1. Look up an employee s Continuing Education Credits. Use the social security number of one of the new hires you previously entered or return to Staff Actions and search for an employee SSN. 2. Look up an employee s General Information (demographics). Use the same SSN used in exercise 2. The information displayed on these screens demonstrates the manner in which the employee will view the information. 126

127 Principal's Employee Page 127

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129 Principal's Employee Page Figure 1: Principal's Employee Page as Central Office User Introduction The Principal's Employee Page serves as a launching point for retrieving a variety of data about employees, such as demographic information, licensure data, and renewal credit history. The page is accessible by central office HRMS users and by principals. The only difference is that the central office is allowed to select different sites, while the principal can only retrieve information on employees who have an assignment at the principal's site. Help Extensive help for using this feature is available by clicking the Help button and then selecting a help topic from the popup window. Because this feature uses a unique user interface which may not be immediately intuitive, you should read all of the help topics. The user interface was designed for speed and flexibility, but these come at a cost of having to do a little bit of up-front reading. 129

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131 Principal Employee Page Exercises 1. While signed in as a system administrator, note that the title of the page is "Principal's Employee Page for Site 000." Site 000 is the central office. (It may take a moment for the site number to appear.) Click the Select Site button. Select Mayberry Elementary. Note that the title of the page changes to "Principal's Employee Page for Site 310" 2. Read all of the available options in the "Lists" box. Select "Employee List" from the "Lists" box and wait for the search results. Note that the graphic in the upper right hand corner of Internet Explorer will be active until the results are returned. 3. Click the SSN column heading. What happens? Click the SSN column heading again. What happens? Click the other column headings. 4. Move your cursor up and down over the results table. What happens as you move your cursor? What shape is the cursor when it is over the results table? (This shape always indicates that something will happen when you click.) 5. Click "Employee List Bus Driver" from the Lists box. How many results did you get? How many employees at site 310 have a Classified position. (Hint: sort on the Category column) How many employees at site 310 have a Licensed position? 6. How many employees at site 310 have a future assignment? 7. How many employees at site 310 do not have a completed evaluation? 8. Click "Substitutes at this Site" in the Lists box. What subject can Lolly Pop substitute for? 131

132 9. Click "Substitutes by Subject" in the Lists box. Select "Math". How many substitutes can teach math (system-wide)? What days can Vidalia Onion substitute on? 10. Click "Substitutes by Subject at this Site" in the Lists box. Select "Math". How many substitutes can teach math at this site? Write down the SSNs of these substitutes. 11. Click "Substitutes by Subject at this Site". Select MATH, SCIE. How many substitutes can teach math or science at this site? Write down the SSNs of these substitutes. Note that the user entered the subject name "MATH, SCIE" and HRMS simply displays matching subs for the selected subject. Typically, you should enter each subject separately unless you need to find a sub for more than one subject. Be consistent when you set up your substitute records. 12. Close the Principal's Employee Page. 13. We will not create a new substitute employee record and assign subjects to that substitute. From the Home Page, click Employees (or Employees, Employee Page). On the Employee page, click Staffing, New Hire without Vacancy Permit. 14. Enter an SSN starting with "999". Write the SSN on the line below. Choose Classified, and click Submit. 15. Change the substitute indicator to Yes. 16. Enter fake data in all the required fields and the phone number. Choose a famous movie star, historical figure, or cartoon character and submit the form. 17. On the Employee page, click Staffing, Update Substitutes. (Note that there is also a Substitutes option under the Views menu, but this option only displays existing information and does not allow you to make changes.) 18. Type the SSN of the employee record you just created and press Enter (or click Go to Employee). 19. Complete the record as follows: (Note: Do not make a change to the Status field yet.) Substitution type: Substitute-Certified Subject: MATH, SCIE (there is a space between the comma and the S) From Grade: 1 To Grade: 5 Rate of Pay: 50 Select "Mayberry Elementary" from the sites list and click the Add button beside the sites list. Set the availability to Yes for Monday, Wednesday, and Friday. Click the Add button near the bottom of the form. 132

133 20. A confirmation screen will appear and the screen will refresh. Confirm that the new subject "MATH, SCIE" appears at the bottom in the list. After the entire class has finished adding this subject, someone should remove the duplicate entries of "MATH, SCIE" for the employee. 21. Change the employment status as follows. Scroll up to see the Status field. Choose "ACT SUB" from the drop down list. This is the code for Active Substitute. On the popup window, click submit. 22. Close the Substitute screen and return to the Principal's Employee Page. 23. Select Site 310 Mayberry Elementary. Choose "Substitutes by Subject at this Site". Select "MATH, SCIE" and make sure the employee you entered shows up in the results list. 24. Click the substitute whose record you just added to highlight that row. Then click "Substitute Info" in the "Info for selected employee" list. The Substitute form will appear. (This form is now in read-only mode. You cannot make updates to it from the Principal's Employee Page.) 25. In section 3 of the Substitute form, click the "MATH, SCIE" link. What days is this substitute available to teach MATH, SCIE? At which site(s) is the substitute willing to work? 26. Close the Substitute form. Switch to Site 315 Mayberry Middle School. Select "Substitutes by Subject at this Site". Is the subject MATH, SCIE available in the subject list? 27. Using the Update Substitute feature, update the substitute record you have been working on to indicate that the employee is also willing to substitute at site Return to the Principal's Employee Page and select site 315. Now select "Substitutes by Subject at this Site". The subject SCIE, MATH is not in the list of subjects to select. Why not? 29. Update the employee you added previous so that he/she is also willing to substitute at site 315 Mayberry Middle School. Then return Principal's Employee Page and select site 315. Search for substitutes who can teach "MATH, SCIE" and display the substitute information for the employee you added. Click the appropriate link at the bottom of the substitute screen and confirm that the employee is willing to substitute for MATH, SCIE at both Mayberry Middle and Mayberry Elementary. 30. Close the Substitute Info page and switch back to site 310 on the Principal's Employee Page. 133

134 31. If you are the principal at Mayberry Elementary, how do you find person who are willing to be a math substitute at other sites? 32. Select "Employee List Licensed" from the Lists box. Select one of the employees in the results list. Then select "Employee Info" in the "Info for selected employee" list. Review the information available on that page. What was the employee's Original Hire Date? 33. Double-click the Social Security Number. What happens? 34. Choose File, Print Preview from the menu. Would the SSN print or not? Note that state law requires all public agencies to protect sensitive information, including Social Security Numbers. Use the features in HRMS to hide the SSN when possible before you print employee information, and always shred paper printouts that you do not need to file. 35. Click the "Employee Summary" button near the top. Review the information available on that page. 36. Let's say you want to print this page without the SSN showing. Click directly on the page, and use the backspace and delete keys on your keyboard to remove the SSN. 37. Click and drag to select all the lines that start with "NCLB". Press the delete key to remove those lines. Remove the empty line beside "Approved by" and type your name where the empty line was. Choose File, Print Preview from the menu to show what the results will look like when printed. Then close the Employee summary window. 38. Close the Employee display. 39. From the instructor, get the name or SSN of an employee with CEU credits. Use the "Enter SSN or Name" box in the top right of the screen to find that employee using the SSN. 40. Click "Renewals/CEUs" from the "Info on selected employee" box. Wait until the activity indicator in the browser stops moving. In the Class History list, Click the Tech Credits column header twice. How many classes has the user taken that qualified for tech credits? 41. Click on the "General Information and Totals" section header to close it. Click on the "Add Class" section header to close it. Do a print preview on the resulting screen. 134

135 42. Click the remove checkbox beside one of the classes. What would you do to remove the class attendance record? (Do not actually remove it.) 43. Click one of the links in the Class Code column. What can you do on the screen that appears? 44. Change the Reading Methods Credit value and submit the form. After the confirmation window goes away, did the Continuing Education History display your changes? 45. Press F5 on your keyboard to refresh the Continuing Education History screen. Did the screen display your changes? 46. Write down or copy the Social Security Number, and from the home page, select Employee Self Service. Use the SSN to display the Continuing Education Credits for the employee. Which section is missing from the Continuing Education Employee History form, as compared to how the same form is displayed from the Principal's Employee Page? 47. Log out, and sign on using the Principal's account from site 315 (username=090prin02, password = prin02). Go to the Principal's Employee Page by clicking "Employee Action". What is different on this screen versus being signed on as a Central Office User? (Hint: look at the top right corner.) 48. Click "Employee List Licensed" from the Lists box. Select the same employee you looked at last time. Then click "Renewals/CEUs". Is the "Assign" section available to principals? Can you click the "remove" checkbox beside each class? 49. Can you remove the class record? What happens when you click one of the course links? 50. For your own reinforcement, briefly describe how the Principal's Employee Page responds when you click a value in the Lists box, the results list, and the Info box. Describe what happens when you have already selected an Info option and then click a different employee, and what happens when you have already selected an employee and then click a different Info option. 135

136 Employee Staff Actions 136

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138 Employee Staff Actions 138

139 Employee Staff Actions (continued) 139

140 Actions Disability Use this feature to update the records of an employee who becomes disabled. After you submit your entry, the system automatically does the following: If you have defined action notice recipient(s) for this action, an notification will automatically be sent. The status of the employee s former position is updated to Pending Vacant. 140

141 Envelopes (Home and Site) Use this functionality to print an envelope. You may adjust the position of the address by modifying the values in the horizontal, vertical, and width fields. If you need additional information about printing, click on the Printing Instructions link. 141

142 Leave of Absence Use this staff action feature to enter, extend, and remove a leave of absence for an employee. After you submit your entry, the system automatically does the following: Updates the employee s record with the leave of absence. NOTE: If the beginning date for the leave is a future date, the employee s status code will not be updated until the leave is in effect. If you have defined action notice recipient(s) for this action, an notification will automatically be sent Removes the employee from all assignments if the option is selected. If you enter a future date, the employee will remain in the position until the current date is the removal date. Position status will be updated to Pending Vacant if employee is going on leave of absence without pay. 142

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144 Job Action Use this screen to associate locally-defined job action codes with an employee. Job Actions are entered using the Job Action Feature within LEA Configuration. 144

145 Retirement Use this feature to separate an employee who is retiring. After submitting your entry, the system automatically does the following: If you have defined action notice recipient(s) for this action, an notification will automatically be sent. The status code of the employee s former position will be updated to Pending Vacant The position becomes available to initiate a Vacancy Permit. 145

146 Separation Use this staff action feature to enter employee resignations, terminations and deaths. After submitting your entry, the system automatically does the following: If you have defined action notice recipient(s) for this action, an notification will automatically be sent. The status code of the employee s former position will be updated to Pending Vacant The position becomes available to initiate a Vacancy Permit. 146

147 Suspension Use this feature to suspend a person from employment. After submitting your entry, the system automatically sends an notification to the action notice recipients defined for this action. 147

148 Assignments Add Assignment Use this feature to assign a position to an employee after he/she is hired. You may make an initial assignment for an employee or make additional assignments to an employee who is currently in at least one position. 148

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150 Modify Assignment Use this form to change information for the employee s assignment, including the assignment ending date and the salary grade and/or step. Upon submitting the form, the system will: Update information regarding the assignment Send an to the action notice recipients defined to receive information about position changes. 150

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152 Transfer Use this feature to simultaneously remove an employee from the current position and assign him/her to another position. After you enter the position number to which employee is being transferred, the system opens the Add Assignment window where you can enter the details of the employee assignment. When you submit your entry, the system automatically sends an notification, if you have defined an action notice recipient for Transfers. 152

153 Edit Position Use this feature to edit position information. 153

154 Details Comments Use this screen to create, edit, or view comments about an employee. This screen is only accessible for users assigned to at least one of the following role groups: System Administrator Comment Viewer 154

155 Contract Use this screen to create an employee s contract or edit existing contract. You may print contracts using the Letters option within the HRMS Reporting tool. 155

156 Employment Status / Benefits Use this feature to edit employee benefits and status code. After you submit your updates the system will: Update employee benefit information Send an to the action notice recipients defined to receive information about benefit changes. 156

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158 Employee Summary This form summarizes employee information on one page. The information on this form may be edited and deleted; however the entries will not be saved within the HRMS system. You may also drag the lines on this form to rearrange the data, insert new text, and paste other items on the form, such as pictures. Only the following rolls will have the authority to access and print this form: System Administrator Staff Action Clerk HR Staff Action Officer 158

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160 Last Hire Date Use this feature to correct the employee s last hire date. After you submit your entry, the system automatically sends an notification to the action notice recipients defined for this Staff Action. 160

161 Longevity Use this feature to make corrections or adjustments to the employee s longevity date. After you click on the Submit button, an is to the action notice recipients designated to receive information about longevity adjustments. 161

162 Paraprofessional NCLB Qualifications Use this screen to enter employee s criteria for meeting the employment criteria specified in No Child Left Behind policy. You will access this function only when an employee is in any classified position and the position has been identified as being governed under NCLB requirements (either by federal mandate or local board decision). 162

163 SSN Use this feature to correct an employee s social security number. Click on the Submit button after making the necessary corrections. The system will: Update all employee records with the correct social security number Send an to the action notice recipients defined to receive information about social security number changes