STAFFING NOTIFICATION SYSTEM (SNS)

1. STAFFING NOTIFICATION SYSTEM (SNS) Presented by: Linda Baisley November 2007

2. You’ve gotta love those letters … • Typing the same information in a letter that you just finished putting into the assignment module, • Forgetting to send a letter to an employee approving their personal leave, • Finding out later the pay rate in the assignment was different than the contract you just sent out in the mail (snail mail that is), • Departments and supervisors getting information in a “not so” timely fashion, • Licking envelopes...yum yum, • The “but I never got a copy” woes, • AND ALL THAT PAPER ….

3. If you need a change, then I have the answer for you…… Staffing Notifications to the rescue

4. Staff Notifications allows Human Resources to create and send an electronic (email) notification of staff changes to individuals and departments affected by changes made. Changes include employee’s status, name, seniority date, assignment or location

5. The employee is notified by email or sent a printed copy. • The supervisor is notified by email. • The technology department can be notified by email to create a new employee’s email address or remove an employee who is being terminated from the system. • The union is notified by a report that will either be printed or emailed directly. • The payroll department is notified electronically using the web version of the Staff Notification Processing System (SNPS). This allows payroll clerks to view, edit and process employee changes that affect payroll. If using Staffing Notification LITE (SNL) the notification to payroll is sent by e-mail instead of the web-based screen. SNL allows districts to start receiving all of the benefits of staffing notification without the set up of the web.

6. SNS provides a one to one comparison of payroll information with Human Resources assignments. A report can be run to determine where the differences exist between the two products.

7. Courier versus Email

9. Employee status, name, or seniority date changes will generate an automatic SNS.

10. The seniority date field is changed in employee demographics (1,1,2 page 2 field 7) The user is able to change the name of this field in the Screen Control Profile – Demographics Screen (10,2,11)

11. The default comments can be modified when the automatic SNS is generated

12. If an employee's assignment or location is changed, the user will be prompted to create a notification.

13. If using SNS Full you’re prompted to create a notification if the GL or salary screens are modified.

14. Default information from the position code database populates the GL and Salary Screen Payroll information on the second screen of the position will be proposed to payroll unless changed in the GL or salary screens of the assignment. This may happen in situations where an allowance is paid to the employee.

17. Salary grid lookups from the payroll system (OPS) Auto load of salary amount based on grid multiplied by FTE Fields 05-11 Additional salary fields for additional salary such as allowances

18. Notifications codes can reflect the TYPE of change in the assignment. (Great for reporting)

19. The EFFECTIVE date MUST be the START DATE of the assignment

20. A Notification can be customized to display default comments, to skip the comment prompt and to specify who will receive a copy of the Staff Notification. (10,1,8,3.2)

21. System and Manual Comments are viewed by everyone receiving a copy of the SNS All other comments will be viewed by the appropriate recipient. (Employee, Supervisor, Payroll, and/or specific individuals)

22. Default comments and individuals receiving copies of the SNS are determined in the Notification Code database. (10,1,8,3.1-4)

23. Once the SNS is created you have the opportunity to view it before sending it.

25. Prior to emailing the SNS the system will give the user the opportunity to delete or change an email address

26. Overlays can be customized for each district.

27. Letter templates can be customized to display information on the employee category or notification type.

28. Your Notification

29. Think of the possibilities… • A specific template for teacher contracts and another for support with the contract ACTUALLY being the template • Notifications with default comments for specific leaves (Mat, Personal, Exchange) • A notification template for teachers and a different type of template for support employee categories • Multiple pages

30. (SNPS)Staff Notification Processing System Web Processing notifications through the web

31. Allows payroll clerks to receive and process staffing notifications from PRM. • Notifications are routed to the payroll clerks depending on the employee’s assigned and current payroll, salary grid, school term status, and last name. • These notifications alert the responsible payroll clerk to make changes that impact payroll. The clerk can then choose to process the notification immediately or mark it as reviewed so that it can be dealt with later. • Notifications are normally processed by taking the action suggested by the notification. Suggestions include changing the employee’s base payroll location, changing the employee status, or updating the payroll function lines with those suggested by the system. • In the event that the notification has been sent to the wrong payroll clerk, it can be re-route by specifying the user it should go to. If for some reason, the payroll ID is incorrect, it can also be changed.

32. Enhancements to SNPS (V4.0) • Code changed to use payroll dates if processing a notification is occurring after the effective date. Added warning to display to tell user that there may be some retroactive adjustment required. Added second warning when accepting function lines. Also changed code so that if this has been marked as completed at least once, opening it again would always use the same date to propose function lines. • Can mark notification as completed, pending, or reviewed directly from the inbox – though no snapshot of proposed function lines is saved if done from the inbox. • Various enhancements have been added to speed loading of the inbox after processing a notification. • Mass redirect of notifications from the inbox to a new user has been added.

33. User Security has been added (See Profile Maintenance option – Check for valid SNS user (Y/N)). If this option is set to Y, SNS will check SNS User Codes and Web Usernames set in PRM 10,1,8,2.2 and only allow users to run SNS, who have a web username matching one of these codes. • User modification has been added to SNS. (Requires a minor update to PRM version. This is done through PRM Menu option 10,1,8,2.2 . Field 04 – WEB USERNAME has been added. With this option, various generic user codes can be created in PRM and then assigned to new users in field 04 so that when they log into our web portal and start SNS, their inbox will be populated with the notifications belonging to the user code in field 01. • Multiple users can be assigned the same user code by adding multiple web usernames separated by a comma (Ex: RANDY,SHAWN,LINDA).

34. Logging onto the web using your username and password offers the payroll clerks the Staffing Notification Processing tab

35. The INBOX will, by default, display all notifications that have not yet been completed for the user as determined by the login username V4.0 is now using payroll dates! If processing a notification is occurring after the effective date a warning is displayed to tell the user that there may be some retroactive adjustment required.

36. There are seven different tabs that display various notification details. They are: Comments, Assignment History, Function Lines, Employee Info, Payroll Info, Status History and Print Information. The Comment window displays comments that may have been automatically generated by the system or by the PRM clerk.

37. The Assignment History tab shows the employee’s assignments from the time they were first entered into the system.

38. When you double click on the Function Line tab, you can view the employee’s current OPS function lines and also the proposed OPS function lines as of the effective date of the notification. The proposed function lines are calculated based on information entered into PRM.

39. The Employee Info Tab shows you the basic demographic information of the employee you are working with.

40. The Payroll Info Tab contains a place for you to enter comments that are relevant to the processing of the notification you are working with. The Status History tab shows changes that have been applied to the notification. A line is added to the Status history whenever a change to the information in the notification is saved, or when the notification is marked as completed without changing the information.

41. The Print Info tab will print in a report format, a summary of the information displayed under each one of the seven tabs.

42. The Assignment/Function Line Comparison Report (2,12) is run prior to payroll to verify Assignment Salary, GL and FTE information to the Function Lines in OPS.

43. Staffing Information Web offers employees the ability to view their Staff Notifications online.

44. Staffing Notification history is always available.

45. You have the ability to reprint, view or re email any SNS. The Notification will list destination comments if any, who created the SNS, the date and time it was completed.

46. This process eliminates running to the Xerox • One point of entry (less duplication) • Promotes integrity of your data • Notification of change is accomplished in a more timely fashion • History is accessible at all times • Less paper • More smiling faces…..