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Fairfax County Public Schools

Substitute Systems: Administrator's Reference Guide

System Phone: 571-423-3175 Help Desk: 571-423-3030, Option 8 Website: https://hrnet.fcps.edu/logOnInitAction.do Access ID___________________________________________ PIN _______________________________ System Calling to Substitutes Times Day Today's Jobs Weekdays Starts at 5 a.m.; continues until jobs are 50% completed. Weekends & Holidays None Absence/Vacancy Reason Codes

# Description 1 Personal Sick Leave 2 Family Sick Leave 3 Personal Leave 4 Administrative/Staff Development 5 Civil Leave 6 Job-Related Injury/Workers' Comp 7 Jury Duty 8 Military Leave 9 LWOP/FMLA 10 Religious Leave 11 Vacant Position 12 Long-Term or Short-Term Disability 13 Bereavement

Future Jobs 4:30 ­ 10 p.m. 4:30 ­ 10 p.m.

<<SEE LAST PAGE OF THIS DOCUMENT FOR A GUIDE TO THE SUBSTITUTE PHONE SYSTEM'S ADMINISTRATOR MENU>>

ADMINISTRATOR BROWSER ACCESS Sign In

Open your web browser and go to the SmartFindExpress sign-in page. Review pop-up message box. Enter your User ID and password. Review any announcements on your home page. Important Note: Items in bold type are required to initiate chosen action.

PIN/Password Reminder

The "Trouble signing in?" link supports users who want to log into the system, but have forgotten their PIN/password. On the password request page, your user ID and the displayed security code must be entered. (You must be registered with the system to use this option.) If the submitted information is valid, you will receive an e-mail containing your password. The e-mail is sent to the address in your profile. If the submitted information is invalid, the system will return an error message and allow new information to be entered or refer you to the system administrator for assistance.

Language Selection

SmartFindExpress web and IVR functions are offered in English, Spanish, and French. If multiple languages are present, a choice between them is offered on the sign-in page. Selecting a language will immediately refresh the page, and display the selected language after you log in. You must select a language before clicking SUBMIT on the sign-in page. System menus--such as search criteria and list types--will display in the language selected at log in. District-defined menus--such as classifications and locations--will not be translated by the system. For example, a district with English, Spanish, and French enabled (and with English configured as the district's default language) would see the sign-in page in English, with links to French or Spanish.

Profile/Select Role

· · Profile: Review current status and address information, update e-mail address, or change password. Select Role: For multi-role administrators, click on the desired icon to access another profile.

To Create an Announcement

1. 2. 3. 4.

5.

Click the NEW button Select the location for the announcement (default is your location) If multiple languages are configured for your district, select the language for the announcement Type in the text of the announcement Click the SAVE button

To Create an Absence

Note: Items in bold are required to complete an Absence and receive a Job Number. 1. Enter employee's access ID, or use NAME LOOKUP: Enter the employee's first or last name (enter full or partial name) and click SEARCH; select the employee from the list by clicking name 2. Select a Location: Default is employee's primary location 3. Select Classification: Default is employee's primary classification; other classifications are in the drop-down menu. 4. Select Reason for this absence from the drop-down menu 5. Select Start and End Dates for your absence a. Enter the dates with forward slashes (MM/DD/YYYY) or use the calendar icon 6. Select Start and End Times for your absence. Default times are listed a. To change defaults, enter the time in HH:MM a.m. or p.m. format b. Ensure correct time is entered. If substitute times are different than absence times, enter adjusted times. c. If Unpaid Break is configured for this classification, enter the amount of unpaid break time (i.e., lunch) in minutes for the classification. Unpaid break minutes are deducted by the system to calculate the job duration and substitute time-worked values. 7. Multiple-Day (Recurring) Absence. Click MODIFY SCHEDULE: Default work schedule is shown. Remove checkmark(s) from Work Days boxes that don't apply; modify daily schedule/times for absence, substitute, or Unpaid Break minutes; click CONTINUE 8. Request a particular substitute: Enter their access ID number or click NAME LOOKUP to find the substitute 9. Indicate if the requested substitute has accepted this job a. Yes = substitute is prearranged and will not be called and offered the job b. No = call will be placed and the substitute will be offered the job 10. Enter special instructions for the substitute to view 11. Add file attachment(s) to the job record, if desired. Up to 3 files can be added. The attachments can be lesson plans, slides, images, or other file types. Files cannot exceed the maximum per-file size limit. 12. Enter comments for administrator viewing only 13. Click CONTINUE

14. Click CREATE ABSENCE to receive a Job Number (please record this number)

Create a Quick Absence Entry for one day (today) using default times

Items in bold are required to complete an Absence and receive a Job Number. 1. Enter employee's access ID or use NAME LOOKUP 2. Select Reason for Absence 3. Specify a Substitute 4. Prearrange Substitute 5. Enter instructions for Substitute and Administrator 6. Click CONTINUE 7. Confirm the Absence information 8. Click the CREATE ABSENCE to receive a Job Number (please record this number)

Create a Vacancy

1. 2. 3. 4. 5. Select Calendar for Vacancy Select Location for Vacancy Select Classification for Vacancy Continue with steps under "Create an Absence" above, starting at step 4: Select Reason Click CREATE VACANCY to receive a Job Number (please record this number)

Daily Job Counts

This function allows you to search and view past, present, and future job counts at your location for a month. You may search other months by using the "Previous Month" or "Next Month" buttons. · Select Month and Year (defaults to current month and year) · Select Reason for absence or leave blank for all reasons · Select Location (default will be your location) · Click SEARCH

Job Inquiry/Reports: Search, view, and print past, present, and future job reports for your location

Today's Job Inquiry: Click SEARCH or CREATE REPORT for a list of all of today's jobs Job Inquiry · Enter a Job Number or search criteria for a list of jobs. Search Criteria: o Job Types - All (both Absences and Vacancies), Absences, Vacancies o Job Status ­ All (include or exclude canceled), Open & Active, Open, Active, Finished & Verified, Finished, Verified, Canceled o Sub Status - All, No Sub Required, Filled, Not Filled o Date Range - Defaults to Today. Enter dates or use the calendar icons to select dates o Click MORE SEARCH OPTIONS to expand search criteria options to create a more defined search Select Sort Order (By Budget Code, Classification Name, Employee Name, End Date, Job # (default), Location Name, Reason Name, Start Date, Job Status, Job Sub-Status, Substitute Name) Click SEARCH to view a list of jobs or select other options o CREATE REPORT creates a printed report of the selected job information. A report set-up page allows you to choose between detailed or summary information for printing. o EXPORT creates a data file of the job information If you clicked SEARCH, click JOB NUMBER to view/modify job details o "Modify job actions" to change the job's status, including stop callout, re-open, cancel, and verify o "Modify job information" to change details (time, reason, substitute, file attachments, etc.) o "Filling Details" gives detailed information regarding all calls and disqualifications for the job o "Reset" returns the data to its original state before clicking SAVE o "Return to List" takes you back to the list that was created by the search o Click SAVE after making any changes

· ·

·

Priority Lists

View, modify, and print priority lists of substitutes for your location. Substitutes are assigned a list number and level, which determines the order they will be called for jobs. The lowest order is called first. New Priority List · Click NEW o Enter substitute's access ID or use NAME LOOKUP o Select list type from menu (Preferred, Auto Assignment, Active Do Not Use, Inactive Do Not Use) o A reason can be assigned to an Active or Inactive Do Not Use list. Use of Reasons is optional. o Select Classification from drop-down menu or enter the classification code o Select either a location or employee, but not both o Enter the sub list and level (default is 1) o Click SAVE

Priority List Inquiry · Enter the search criteria (Preferred, Auto Assignment, Active Do Not Use, Inactive Do Not Use) o A reason can be assigned to an Active or Inactive Do Not Use list. Use of Reasons is optional. o Select the "Subs at/above alert threshold for Do Not Use reason" option to search for substitutes currently at the alert threshold limit for the selected reason. o Select Classification from drop-down menu o Select Location o Enter employee's/substitute's access ID or use NAME LOOKUP

· · ·

Select the sort by order (default: Substitute name) and "then by" sort order Click CREATE REPORT; choose the data to be included on the report; click VIEW REPORT For all priority lists click SEARCH o Modify Priority List: Modify by selecting the substitute's name; modify list and/or level; click SAVE o Delete Substitute from Priority List: Place a checkmark in the "Delete" box; click DELETE

Profile Inquiry/Reports: View and/or print a list of Employees and/or Substitutes for your location

Profile Inquiry Tab · Enter name, access ID, external ID, or call back number (substitute only) · Click SEARCH · Select a profile by clicking SELECT near the name · View basic profile information on the profile tab; select employee or substitute tab for detailed information Employee Inquiry Tab · · · Enter search criteria or click SEARCH to return all employees at your location(s) Select a profile by clicking name View basic information on the profile tab; select the employee tab for detailed information

Employee Report from the Employee Inquiry Tab · · · · Enter search criteria or leave blank for all employees at your location(s) Click CREATE REPORT Select a report type from the report setup (Employee Detail Report, Employee Labels, Employee List) Click VIEW REPORT

Substitute Inquiry · · · · Enter search criteria or click SEARCH to return all substitutes at your location(s) Select a profile by clicking name View basic information on the profile tab Select the substitute tab and links within the tab for detailed information

Substitute Report from the Substitute Inquiry Tab · Enter search criteria, or leave blank for all substitutes at your location(s) · Click CREATE REPORT · Select a report type (Substitute Detail Report, Substitute List, Substitute Labels, Substitute Statistics) · Click VIEW REPORT

Absence Approval: View, approve/deny, or modify absence approval requests, or create report

View Absence Approval Requests · Enter search criteria or select the Search button to return all absence approval requests o Create Report creates a report of the selected absence approval information. Select report options from the report setup page

Approve/Deny Absence Approvals · Click in the SELECT field and then click APPROVE or DENY. To view the history on the specific request, click LEVEL to display the Absence Approval History page. A comment can be added to the approval request.

Substitute Phone System: Administrator Menu

System Phone: 571-423-3175 After calling, enter your Access ID, followed by the star (*) key. Enter your PIN, then the * key. (If your PIN is not valid, you will be asked to

enter a new PIN.) If your PIN is the same as your access ID, enter a PIN at least six (6) digits in length, then the * key. Listen to announcements.

Menu Options

1. Create an Absence 2. Create a Vacancy 3. Review/Cancel/Modify Jobs 4. Hear Job Counts 6. Record Announcements 7. Change your PIN or Language Preference (if multiple languages are configured) 9. Exit and hang-up

2/3/4/6 If multiple locations in your profile: Enter location then the * key. Hear location list. Then choose: 1. Accept 2. Re-enter location 9. Exit to menu options

1. Create Absence Enter absentee access ID, then * 1. Correct 2. Enter another access ID 9. Exit to menu options Confirm location & classification choice from list if more than one work schedule Date/Times of Absence 1. One day absence for today 2. One day absence for tomorrow 3. Enter dates and times 9. Exit to menu options Enter Absence Reason then * Hear a reason list If budget code is required, enter code, then * 1. Correct 2. Re-enter 9. Exit to menu Record Special Instructions 1. Yes 2. Bypass this step Is a substitute required? 1. Yes 2. No 9. Exit to menu Complete 1. Receive a job number 2. Review absence information 9. Exit to menu

2. Create a Vacancy Enter classification, then * 1. Correct 2. Re-enter 9. Exit to menu options Enter calendar, then * 1. Correct 2. Re-enter 9. Exit to menu options Enter in this order: Start Date, Start time, End date, End time 1. Accept date offered 2. Enter date MMDD 9. Exit to menu Confirm Reason 1. Correct 2. Re-enter 9. Exit to menu 1. Yes. Record, press * key when done 1. Accept 2. Re-enter 9. Exit to menu 1. Yes. Request a Substitute? 1. Yes. Enter access ID, then * 1. Accept 2. Re-enter 9. Exit ­ Is Sub Required? 2. No

3. Review/Cancel/Modify Jobs 1. Enter a job number 2. List Current/Future Jobs 3. List Today's Jobs 4. List Tomorrow's Jobs 5. List Jobs for a specific date ­ enter date as MMDDYY 6. Enter another location 9. Exit to menu options 1. Enter a job Enter job number, then * Enter time 1. Accept time offered 2. Enter time HHMM 1=am 2=pm 9. Exit to menu

4. Hear Job Counts 1. Today's total & open job count 2. Tomorrow's total & open job count 3. Total & open job count on a specific date ­ enter date as MMDDYY 9. Exit to menu options

6. Announcements 1. Record 2. Delete 1. To record in English Press 1*. To record in French Press 2*. To record in Spanish Press 3*. To exit, press 9. Record announcement followed by * key (if multiple languages are configured) 1. Accept 2. Re-record 9. Exit to menu 2. Enter announcement to delete (from list) followed by * 1. Correct 2. Hear more announcements 9. Exit to menu (without deleting announcement)

7. Change your PIN or Language 1. Change PIN 3. Change language preference 9. Exit to menu options 1. Enter new PIN (at least 2 digits) then * PIN is: 1. Correct 8 Re-enter 9. Exit to menu (without saving PIN) 3. Enter language, then * 1. Correct 2. Hear more options 9. Exit to menu (without saving language)

2/3/4/5 Hear List of Jobs Hear each job Hear Job Information Pound sign (#) to fast forward 1. Hear job information again 2. Cancel the Job 3. Modify the Job 4. Verify the Job 8. Hear the next Job 9. Exit to menu 2. Cancel job 1. Confirm cancellation Is a substitute assigned? 1. Call the substitute 2. Do not call the substitute 9. Exit to hear next job (not cancel) 3. Modify job 1. Start date 2. End Date 3. Start or End time 4. Special Instructions 5. Reason 6. Budget Code 7. Specified Substitute 9. Exit to hear next job

1. Accept Substitute 1. Not Prearranged 2. Prearranged 9. Exit to menu options

1. Receive a job number Hear the job number 1. Hear job number again 9. Exit to menu options

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