EES WEB User Guide - School District No. 71
Contents
1. AMS User Guide Revised August 2014 Page 6 ATTENDANCE MANAGEMENT SYSTEM Default GL Account Empl L Authori A International Student Program related entry confirm replacement costs with Authorizer LL ISP LL District Principal International Student Pgm Support staff in assignments attendance at H amp S meetings max 5 hrs school year L L Code AMS Description In District Meeting International Student Program Jury or Witness Duty Leave W O Pay SU12 PVP EXCL Leave W O Pay Personal Days Leave W O Pay Protocol Lieu Time LIF School Health amp Safety LIFH CASU SUPP SU12 Site Principal Supervisor LIFO CASU SUPP SU12 Site Principal Supervisor LIF School IEP SBT PWOP CASU SUPP SU12 Director of Human Resources EAs in assignments required to attend IEP SBT meetings max 2 hrs school year P VP attending Management Meetings LWOP CASU SUPP SU12 Director of Human Resources TEAC IEU EXCL PVP TEAC Director of Human Resources To track staff temporarily replacing another GT EXCL PVP Superintendent ED Site Principal Supervisor notified EDF TEAC Director of Human Resources For Payroll Flag ONLY SUPP For Payroll Use Only NIDES Replacement Sick NSIC TEAC Principal NIDES Day Not Worked NTWK CASU SUPP For Payroll Use Only Out of District 3 Party Other OUTD ALL Site Principal Supervisor ALL PLBR PALL a A Director of Human Resources PAT EXCL PVP TEAC Director of2. 25 26 29 301 2005 June 2005 af 29 30 1 2 3 4 5 6 B 6 gt 10 MEM 10 11 1 14 15 13 14 15 16 19 16 17 16 19 20 21 22 ea 25 26 23 24 25 26 27 20 29 a 1 gt AMS User Guide Revised August 2014 Page 30 ATTENDANCE MANAGEMENT SYSTEM MANAGER LEVEL INFO To see Teacher Assignments or Support Staff Assignments for your location select the list by clicking on its title on your dashboard and then select Next to view the report li Page Human Resources Report Writer Selection Dac Select the Field Criteria below and click Next Teaching Assignment Report Dashboard Selection Fields Field Name Selection Info ASOF_DATE_SELECTION 02 Sep 2008 Note Details displayed in these lists are for viewing purposes only and can only be updated by the Human Resources Department AMS User Guide Revised August 2014 Page 31
3. 18 ADMINISTRATIVE ASSISTANT CHECKLIST 18 PRINCIPAL SUPERVISOR 20 ADMINISTRATIVE ASSISTANT DAILY REVIEW DETAILED INSTRUCTIONS 212 PRINCIPAL SUPERVISOR WEEKLY AUTHORIZATION DETAILED INSTRUCTIONS 26 AMS User Guide Revised August 2014 Page 1 ss ATTENDANCE MANAGEMENT SYSTEM SCHOOL DISTRICT OVERVIEW FLOWCHART AMS Record Created by Employee amp applicable Attendance Leave Form prepared from AMS record and forwarded electronically Supervisor Authorized attendance Attendance Leave Form records are interfaced into i Authorized by Supervisor Payroll timesheet Leaves i Person responsible for must be approved for this to Absence code budget occur Payroll Run DR Daily Review processed ps M Comment submission for Gen eS Sl attendance record changes Supervisor vals Comments changes From Daily previous days where Review processed changes have been made LEGEND OF RESPONSIBILITY Employee Administrative Assistant Administrator AMS Help Desk Payroll AMS User Guide Revised August 2014 Page 2 ATTENDANCE MANAGEMENT SYSTEM AMS USER SECURITY Accessing the Se
4. button You will be unable to complete the Weekly Authorization until these records have been processed by AMS Help Desk When the records have been processed Date is marked by a C in the Daily Review selection the Daily Review for that date will need to be completed again after which you may proceed with your Weekly AMS User Guide Revised August 2014 Page 27 ATTENDANCE MANAGEMENT SYSTEM Authorization Note The Weekly Authorization button will only appear if all records are correct and all Comments have been marked NOTE If you accidentally mark an attendance record you can uncheck the column and recheck the record Changes are not saved until Submit Comments or Submit Authorization is clicked Once your Weekly Authorization has been processed you may click on the Go Back to Date Selection Screen link if you wish to review another date or you may click on Logout if you wish to leave the application Pop Up Message Box A pop up message box may display for a number of reasons Once you have reviewed the warnings you may proceed past the message by clicking OK Below are samples of messages you may see and actions which need to be taken to remove them Microsoft Internet Explorer A Warning Authorization will not be allowed due to unprocessed comments for the following dates 21 Aug 2004 Comment s on an attendance record identified by a red x have been submitted by the Administrative
5. AMS User Guide Revised August 2014 _ zxtra Comments E ATTENDANCE MANAGEMENT SYSTEM If any part of the entry is incorrect click on checkbox in the column under the red x The system will then prompt you for additional information If you wish to generate VO uos Ents des eS Exe employee attendance report Sa for the past year you may click on calendar icon Enter the reason you are marking the entry as incorrect Be specific e g if hours of work are incorrect provide correct hours amp start end time changes Enter the reason you are marking the entry as incorrect Provide as much information as possible Click the ACCEPT button once all the information has been recorded Click on the Cancel button if you do not wish to proceed with entering a comment on this entry An Extra Comments window 15 located at the end of the list of attendance records for each employee group This window is to be used to provide information for employees who were absent where an entry has not been recorded Please us the following format as a template when requesting new attendance records be entered into AMS Abs Rep Date Position StTm EnTm Days Code Employee Employee Rep GL Position EnTm Days Account The Extra Comments box may also be used to communicate changes to attendance records for previous weeks already
6. ATTENDANCE MANAGEMENT SYSTEM AMS USER GUIDE TABLE OF CONTENTS AMS USER GUIDE TABLE OF 1 OVERVIEW TLOWCPIAH aia ata cise sce te tant eee erase sed ee a RESO xa 2 AMS USER SECUR Y eee bed eres 3 OR ae sca ee ee cece L 4 PERSONAL EMPLOYEE 5 REASON CODES 6 ATTENDANCE onssennonnsennsnunonnnennonnnennnnnnonnnunnonnnennnnnnennnunnonnnennennnennnunnennneunonnnennnnnnennnnnnennnnnnnnnnnnnnnnne 9 ENTERING AN ATTENDANCE RECORD FOR ANOTHER EMPLOYEE INCLUDING PRE ASSIGNING A REPLACMENT EMPLOYEE A E S 9 ENTERING AN ATTENDANCE RECORD ADD TO PAY OR BANKED TIME SUPPORT ONLY 13 ENTERING AN ATTENDANCE RECORD EXTRA 13 ENTERING AN ATTENDANCE RECORD MOVE ccc ceseececceeeeceeeeeeeceeeeeeaeeeeeeeeeeeeeaeeeseeeeesesaaaaeeeeeeeesaaas 15 VIEW CANCEL OR CLOSE AN ABSENCE 16 AMS Eee 8pm
7. Add Schedule option to add additional information Once your schedule details are correct click the d a y a b sence y OU will need to press Include I I Add Schedule f v v 25 Dec 2008 Person School Board Office n each day Add Schedule This allows you to be able to add a new position or location to your schedule My Into My Location HR Finance My Jobs My Absences Knowledge Center C Ahsenco Entry Replacement Details 9 Selec or N 1o each of these Questons and Then cick te Next Sutton Click YES Do you require someone to replace you ves We Is he she required to work the same schedule as you Click YES 5 ves C we Da you want 16 request employee s to replace 9 Choose NO for random call out or YES to select a specific employee SSE AMS User Guide Revised August 2014 Page 14 ATTENDANCE MANAGEMENT SYSTEM My Info My Location HR My Jobs My Absences Dashboards Change Password You are entering an absence for Support Extra Staff Absence Entry Replacement Request To choose a specific employee use Click on the binoculars icon A pop up window will appear where you can search for A and select your preferred replacement employee When you are done click on the Next button binoculars to open the Requested Employee 1 search
8. i Me Errem tT du DO ILL Mu Bepe 27 Jun 200 ILL Limca 200 rrgpicyas han TET E J ILE Mn Repanng Eregicyas 1 ES Feeling Eiry MEEN T 2008 Patan Tm 1 ILL Pau anciens 2 AXin 200 Ege d De ert L i 224005 Lice A 1 ILE ZR Aun cx Be a cuc 30 JAun 2008 Wines 28 2008 ir E acera SoS t aL Bo EMeplscmg iiun 00A i 1 gt i ho Faspiac ng rroicryas c 008 n 3 Mn requis a hn 2008 Fux accen t1 Aur2005 1 1 Ma Eteplaceg Enseieses i k DS Tac hio rgicyaes 27 ure Ad EB 1 Ercan a Freie So unos 1 4 L Eireann 2 Replace Breeton Veplacing hin Replacing rcicas Fspiaz ng Ereqica n SAMPLE EMPLOYEE ATTENDANCE REPORT To generate this report click on the calendar icon located beside the absent employee s name on the attendance record of the Weekly Authorization screen E fintermal tscso ivare loo servlet Broker lenvy 2s
9. AMS User Guide Revised August 2014 Page 12 ATTENDANCE MANAGEMENT SYSTEM 0 Vig Cael finance faye re d a Confirms the name of the Wm m m m ads employee for whom you epa SEER e are entering an absence Make note of the confirmation receipt ID and or print receipt for your records ENTERING AN ATTENDANCE RECORD FOR ADD TO PAY OR BANKED TIME SUPPORT ONLY For an employee IN an assignment at your site My Jobs My Absences gt Time Entry gt Absence Entry Under the bullet Enter an absence for someone else Select Yes Select Next Select the employee who is working the additional hours or banking the time Select Reason Add To Pay or Banked time deposit Note Employees may make their own entries for banked time withdrawal Select single or range of days Select correct start end time If the employee works from 8 00 am to 3 30 pm and has received approval to work an extra hour at the end of their day the start time should be entered as 15 30 and the end time as 16 30 Do you require a replacement NO ENTERING AN ATTENDANCE RECORD EXTRA HOURS For Subs and TOCs dispatched to your site when they are not replacing an employee in an assignment My Jobs My Absences gt Time Entry gt Absence Entry Select the bullet Enter an absence for someone
10. Assistant to the AMS Help Desk In order to proceed AMS Help Desk must process the Comment make the requested change to the attendance record then the Administrative Assistant or yourself if there are time constraints must proceed with the Daily Review to mark the record under the green v Microsoft Internet Explorer Warning Authorization will not be allowed because the dates have not been reviewed 25 Jun 2005 26 Jun 2005 27 Jun 2005 28 Jun 2005 29 Jun 2005 Daily Review has not been completed for the dates noted This must be done for each day listed mark the record under the green v before you may proceed with your Weekly Authorization AMS User Guide Revised August 2014 Page 28 warning The week vou have chosen has already been authorized CE If you receive this message and require changes be made to an attendance record please contact the AMS Help Desk or Payroll Supervisor Microsoft Internet Explorer x N warning Meither authorization nor comment submission will be permitted because payroll processing has already begun If you receive this message and require changes be made to an attendance record please contact the Payroll Supervisor Email Reminders If you forget to review and authorize a week you will receive an email reminder similar to the following screen It will identify the week that needs to be reviewed It is important that you review your information ea
11. Info My Absences PRM Security Management Payroll RW Attendance Management Date Selection Edwardson Secondary Daily Attendance Review 2 Day to Review 08 10 2008 Submit Day Sbmitgay Click on the arrow in the review date Weekly Authorization Review 9 Week to Review 13 Ju 2007N Submit Week DAILY ATTENDANCE DISPATCH REVIEW SCREEN Daily Attendance Review displays all attendance records occurring on the date selected Attendance records are grouped by employee category i e Excluded Support Teaching If there are no attendance records for the day the message There are no absences or dispatches will appear under the employee category w a 7 Abs Employee Position Stim Days Rep Employee Rep Emp No Position Stim EnTm Days Mark each correct absence replacement entry by clicking on the checkbox in the column under the green This indicates the entire entry including the time absent replacement employee replacement time and absence reason 15 correct Support Staff gt wv x zl E 12 Abs Employee Position StIm EnTm Hours Abs GI Account Code Rep Employee Position StTn There are no absences or dispatches zxtra Comments 5 Teaching Staff gt v x zl lig 73 Abs Employee StIm EnTm Days Abs GI Account Code Rep Employee StIm EnTm F d 12 Makeechak Linda Joa 13 00 15 20 0 500 CLSN Dyke Helen 13 00 15 20 08 40 15 20 1 000 DIY Replacing Employee OY 59 No Absent Teacher Page 22
12. approved Ensure all relevant details regarding the change are included as shown above ie name of the employee absence date etc Please do not send emails regarding these changes to the AMS Help Desk Once all records have been reviewed and comments have been made click SUBMIT DAILY REVIEW A message window will appear indicating your daily review submission was successful Click on the Go Back To Date Selection Screen link if you wish to review another date If you want to leave the application click on Logout then close your web browser window NOTE If you accidentally mark an absence or dispatch entry you can UNCHECK the column and recheck the record Changes are not saved until Submit Daily Review is clicked You are able to review submitted comments by clicking on the icon AMS User Guide Revised August 2014 Page 23 ATTENDANCE MANAGEMENT SYSTEM Please note GL account codes are directly linked to the absence code If an absence code is incorrect please indicate the correct absence code through the use of the Comment box on your Daily Review Attendance Management Processed Comments Timestamp Absent Employee Replacing Employee Comment 2007091 0084325 amp bsent Teacher This entry is incorrect because the replacing employee should read Carol MacLeod 20070911091143 Absent Teacher This entry is incorrect because THE REPLACING EMPLOYEE
13. button to send the comments to AMS Help Desk NOTE If you exit without clicking the Submit Daily Review button ALL of your submitted comments will be deleted If you submit the Daily Review more than once all of your comments will be re sent to AMS Help Desk causing duplicate work If you have submitted Comments for a particular date you will be required to view the date again after the Comments have been processed by AMS Help Desk When this has occurred a status indicator C will be displayed next to the date in the Daily Review drop down menu Other status indicators which you will see are N for Not Reviewed and R for Reviewed Click on the Submit Day button to review the attendance records again If they are now accurate click the box under the green v and next the attendance record After AMS User Guide Revised August 2014 Page 20 ATTENDANCE MANAGEMENT SYSTEM attendance records with Comments have been checked you may proceed by clicking on the Submit Daily Review button to mark the date as reviewed Once the Daily Reviews have been completed you may proceed with the Weekly Authorization by clicking on the Submit Authorization button Once a week is authorized no further comments may be added NOTE You may see certain attendance records coloured red These are attendance records or dispatches from previous weeks which have been changed by the AMS Help Desk that now require the Principal Superv
14. dialog box If you have already contacted the requested employee about filling this absence choose YES when prompted or NO if you require the system to make a call out Review all your entries before submitting the absence Please note all attendance records entered using the Add to Pay or Extra absence reasons are charged by default to the site department If you require a different GL account be charged you must submit a Comment for that individual employee via the Daily Review or Weekly Authorization to provide the GL account information change ENTERING AN ATTENDANCE RECORD FOR MOVE UP This reason code is to be selected when a support staff employee in an assignment is replacing another support staff employee in an assignment who is paid at a higher pay grade than themselves Choosing the Move Up reason will not pay the employee at the higher pay grade but it does flag the record so payroll staff can assess the employee s eligibility for the higher pay grade Here is an example of how to use the move up absence reason code In this scenario Employee is the Senior Admin Assistant at an Elementary School who is away sick Employee B who is the part time Admin Assistant will work for Employee A and an On Call Admin Assistant will work for Employee B 1 Employee A creates an attendance record for herself for her full work day using the reason code SICK and indicates no replacing employee required 2 A second attendance
15. else Select Next Choose appropriate selection from bottom of the staff list Employee Support 10 11 Employee Support 12 or Employee Teacher Select Reason Extra Misc Subs TOCs P vP Use Only Select Single or Range of days AMS User Guide Revised August 2014 Page 13 ATTENDANCE MANAGEMENT SYSTEM Press Add Schedule Choose correct position and location from drop down lists and enter start end times before accepting schedule My Info My Location HR My Jobs My Absences Dashboards Change Password Choose the correct location from the drop down list try Modify Absence Schedule Employee Info gt Modify this portion of your schedule and then click the Accept Schedule button Time En Time AM PM Full Reset Date Day Position Location 25 Dec 2008 Thu Delivery Person School Board Office 1200 Jho Note Enter times g the 24 hour format i e for 3 30 PM ente Enter the start and end times Once all information has been entered correctly click Accept Schedule Choose correct position from drop down list My Info My Location HR Jobs My Absences Dashboards Change Password Absence Entry Absence Schedule Details If this is a multi P This is your working schedule during your absence Click on the date link below to change schedule details Click on the
16. need to be made must be forwarded to AMS Help Desk by clicking in the box under the red next to the employee record in question A dialogue box Comment will open with the wording this entry is incorrect because Please type the changes you require in the box provided being specific about what needs to be changed ie start end time is incorrect then provide correct start end times and any relevant change to hours or FTE The Extra Comments box is used when an attendance record is missing Full details of your request must be provided when using the Extra Comments ie Absent Employee Date Start End time Hours FTE Replacing Employee Start End time Hours FTE GL Account After you are finished making comments click on the Submit Daily Review button to send the comments to AMS Help Desk NOTE If you exit without clicking the Submit Daily button ALL of your submitted comments will be deleted If you submit the Daily Review more than once all of your comments will be re sent to AMS Help Desk causing duplicate work Please limit your submission of the Daily Review to once a day by 1 00 pm whenever possible NOTE Comments received by AMS Help Desk during the current day will be processed ASAP but no later than noon of the following day with the exception of Friday when Comments received by 2 00 pm will be processed by 3 00 pm order to minimize additional workload for both Administrative Assistants and AMS Help Desk
17. please do not send follow up emails or Comments to AMS Help Desk prior to these processing timelines Urgent matters such as an immediate need for a replacement at your location should be communicated to AMS Help Desk via phone 250 338 2388 If you have submitted Comments for a particular date you will be required to view the date again after the Comments have been processed by AMS Help Desk When this has occurred a status indicator C will be displayed next to the date in the Daily Review drop down menu Other status indicators which you will see are N for Not Reviewed and R for AMS User Guide Revised August 2014 Page 18 ATTENDANCE MANAGEMENT SYSTEM Click on the Submit Day button to review the attendance records again If they are now accurate click on the box under the green and next to the attendance record After attendance records with Comments have been checked you may proceed by clicking on the Submit Daily Review button to mark the date as reviewed On Monday mornings the previous Saturday and Sunday will need to be reviewed even if there were no attendance records Click on Submit Daily Review button to process On Friday once you are satisfied with the attendance information on each of the days of that week Saturday through Friday notify the Principal Supervisor that the week is ready to be reviewed and authorized The deadline for the Weekly Authorization is
18. record is created either by Employee A or the Principal Supervisor selecting Employee B as the absent employee with the reason MOVE UP The Absence Schedule Details screen start end times should be adjusted to match Employee A s work day Ensure you indicate a replacement is required In the Replacement Schedule Details Screen the replacing employee s schedule must be adjusted to match Employee B s normal work day start end times Request your preferred On Call Admin Assistant or allow the system to find someone for you AMS User Guide Revised August 2014 Page 15 ATTENDANCE MANAGEMENT SYSTEM 3 If this MOVE UP requires Employee B to work longer hours than their regular work day a third attendance record will need to be created either by Employee A or the Principal Supervisor selecting Employee as the absent employee and using the reason ADDP The Absence Schedule Details screen start end times should be adjusted to cover the additional hours worked ie Employee B normally finishes at 13 00 start time of the ADDP will be 13 00 and the end time will be adjusted to reflect Employee A s normal end time There will be no replacement required for this absence entry VIEW CANCEL OR CLOSE AN ABSENCE My Jobs My Absences gt Time Entry gt View or Change If the attendance record is for someone else Under the bullet View information for someone else Select Yes Select Next S
19. 10 00 am Monday morning or Tuesday if Monday is a holiday NOTE Please ensure Daily Reviews are submitted in a timely manner so that payroll processing is not held up Late submission of Comments or delayed completion of Daily Reviews may impact the Principal Supervisor s ability to process the Weekly Authorization The Payroll Supervisor will send friendly e mail reminders to administrative assistants if the Daily Review has yet to be submitted MAR Menu My Info My Absences PRM Security Management Payroll RW Attendance Management Date Selection Edwardson Secondary Daily Attendance Review Day to Review 08 10 2008 N Submit Day Weekly Authorization Review elp is alw ays available Week to Review 13 2007 Submit Week through a tutorial AMS User Guide Revised August 2014 Page 19 ATTENDANCE MANAGEMENT SYSTEM ADMINISTRATOR CHECKLIST See Administrator Weekly Authorization for detailed instructions following immediately after the Checklists A list of attendance records for the current day can be viewed by logging into AMS Web Portal and clicking on Dashboard Schools You may log in to AMS Web Portal to complete your Weekly Authorization after your Administrative Assistant has indicated all the Daily Reviews for the week have been completed The Weekly Authorization can be done as early as Friday at the end of the school day or at the latest Monday morning by 10 00
20. 4h Dprorrani Com stat es ser AA cpeosocoft internet Explorer L I H l F Fie Edi Wew Faverics Tools Help am 2 a 3 du Qa Ls 2 ZO ie rvn Abre 9 09 n J Gy KJ a ox Add ess 100 vhe Par Apra An eca iater ee eee T0 27 w Go E Links 2 mpm TT Lg a 0 Tea gt gt Weskhy Auth gt Page 1 Absences For Dawd Jacqueline 12471 Dowd September 2004 October w 0 November 2004 December 7008 a 30 31 2 29 30 2 BENE 7 gt io 4 T s ERE E s ip 11 14 15 NH 17 11 12 13 15 16 17 1 19 280023 13 15 16 17 19 20 21 22 23 24 4526 18 19 20 21 22 2224 22 24 25 20 21 22 23 24 25 26 27 2H 290 1 E 25 26 27 26 29 29 30 1 2 27 28 January E 2005 February 2005 2005 April l 2005 IC pene 389 we mo 29 30 11 3 X s ae AE T a m aw dz auam t MR 10 11 12 13 14 GS 14 15 16 17 18 14 201 13 14 15 1617 17 18 19 20 21 221 231 E 23 25 26 27 mam EE EE des ial 24 25 26 27 28 29 0 ai 2 3 4 Ee 23 24 1 2 9 i ESO EBS
21. Human Resources PATS SUPP SU12 Director of Human Resources PROD TEAC Site Principal Supervisor ALL ALL Site Principal Supervisor 101021408 000 SCGR PALL Site Principal Supervisor 101025104 000 Management Team Meeting Medical Appointment Employee Medical Appointment Family Move Up PVP Use only employee in higher rated position Include details in AMS entry or daily review comment box To adjust pay for an NI day Non Instructional Day To adjust pay for a day not worked To be used for Out of District related entries and to track TOC costs for billing to outside agencies Pallbearer Paternity Paternity Support Professional Development related entry for Teachers only Professional Development related entry for P VP and Excluded Staff only Pro D Teachers personal pro d money Pro D P VP Excluded personal pro d money Professional Partnerships Professional Partnership related entry School Growth School Growth related entry School Leadership Fund Secondary Education related entry confirm replacement costs with Authorizer Secondary Education SCED Assistant Superintendent SICK AL Site Principal Supervisor notified SWOP Site Principal Supervisor notified A LL ALL ifi LL ifi ALL ifi LL LL Sick Leave Sick Leave Without Pay Sick Leave Worksafe BC Only Work related injury illness entries only paid through sick leave Work related injury illness
22. K Not Worked STAT Statutory Holiday VA10 Vacation 10 11 month JBAC Job Action NOTES Not all Attendance Codes listed can be selected by every employee the reason menu which drops down when creating an attendance record has been tailored to meet the needs of each staff category ie Admin Teacher Support For example a teacher s menu will include the reason CDTA Union Business while a support staff s menu includes the reason CUPE Union Business instead When sending out invitations to upcoming meeting or inservice please include instructions directing participants to select the correct AMS Absence reason from the lists on the previous pages do not refer them to the 3 4 digit Code as this is not displayed when creating an attendance record in AMS AMS User Guide Revised August 2014 Page 8 COMOX VALLEY SCHOOL DISTRICT ATTENDANCE MANAGEMENT SYSTEM ATTENDANCE ENTRY Employees in SD71 are required to enter their own attendance records into the Attendance Management System this is not responsibility gt of the Principal Supervisor or the Administrative Assistant except in unique circumstances emergency extra hours banked time entry pre assigning replacements ENTERING AN ATTENDANCE RECORD FOR ANOTHER EMPLOYEE INCLUDING PRE ASSIGNING A REPLACMENT EMPLOYEE The Sr Administrative Assistant or Principal Supervisor may enter pre approved extra hours or banked time for staff at their location
23. To do so you must create an attendance record NOTE Attendance records can be created up to 14 days in the past replacements can only be requested for future absences or today s absence My Jobs My Absences Time Entry Absence Entry x Browser Compatibility dh Sheila Powell Support Links Logout Menu Search Ei Home My Location HR Finance My Jobs My Absences Ab Time Entry Absence Entry Employes Info Enter an abser Wiew Or Change Unawaila bility Work Board If Yes select the location the employee works at C Location Harne Abed Centre C Airport Elementary Arden Elementary uia Aspen Park Elementary Brooklyn Elementary Cape Lazo Middle Under the bullet Enter an absence for someone else Select Yes Select Next Select the employee by clicking on the employee s name Pseudo Employees Employee Support 10 11 Employee Support 12 Employee Teacher are found at the bottom of the list and are used to call a replacement for a pending Job Posting Vacancy or to bring in additional help at your location department Select the Absence reason and dates and then click the next button Ensure the correct information for the employee s absence is displayed ie start end times etc lf an adjustment to the attendance record details is required click on the date highlighted amp underlined to display another sc
24. WAS CAROL MACLEOD 20070913110925 Absent Teacher This entry ix incorrect because t is unnecessary Employee attendance records may be viewed by clicking on the calendar button A more detailed listing of the records is listed below the calendar Scroll down to view attendance details D emch y faventes Bree 42 am com tecsc oftware com qe 1002 sen viet Sr ober erv mess Apri 2005 28 29 30 33 1 If at any time you want to go back to the previous screen click on the link Email Reminders If you forget to review a date you l receive an email reminder that will look like the following It will include the date that needs to be reviewed AMS Web Review Message HTML Be feet Fymat Tess Actors Frami Ura Bandey Seni WedB 17 2008 10 23 Please review AMW Web details for 30 Jun 2005 AMS User Guide Revised August 2014 Page 24 ATTENDANCE MANAGEMENT SYSTEM Change Notification From AMS Help Desk If you are still logged into AMS Web Portal when AMS Help Desk has processed your comments for the day the following message will pop up on your monitor Microsoft Internet Explorer The information on vour Daily Review Screen for the following dates has changed 10 Oct 2003 This has resulted in these dates being modified from Rewewed Changed On your Daily Review screen a will now display beside the date on which comments have be
25. acted Heather Mitchell about filling this abse syste m to Ca 1 h ere p aceme nt Erier mesage pr your reglacement inen m ADT ev rand feet meade mb apepch a3 play ponant ta you uas proper amp pelling and grammar in your messages ac Selecting Yes will pre assign this job to the employee the system WILL NOT call the replacement Please ensure the replacement is made aware of this job Browser Compatibility a Sheila Powell Support Links Logout Menu Search 3 Home My Location HR Finance My Jobs My Absences Knowledge Center C You are entering an absence for Carol Alke Absence Entry Summary Page 2 Confirm that these absence details are correct and then click the Submit Absence button Absence Reason C U P E Union Business Absence Schedule Date Day Position Location St Time En Time 25 Jul 2008 Fri Senior Admin Assistant Brooklyn Elementary 08 45 14 30 Replacement Schedule Date Day Position Location St Time En Time You have indicated that the replacing employee s schedule is the same as your absence schedule Requested Employees Heather Mitchell Already Contacted The system will NOT call this employee Review the Summary Page Message For The Replacing Employee verify the attendance record information is accurate and then press Submit Absence
26. am Select the Week to Review from the drop down box Click on Submit Week to proceed lf a message pops up on your screen this must be dealt with before you will be able to complete the Weekly Authorization The most common message will identify dates which have not been processed by the Daily Review These dates must be reviewed by the Administrative Assistant or yourself if you are on a tight deadline You may process the outstanding Daily Reviews by choosing the appropriate date clicking on Submit Day reviewing the attendance records and then clicking on Submit Daily Review Review each attendance record on the selected week for accuracy Any corrections which need to be made must be forwarded to AMS Help Desk by clicking in the box under the red x next to the employee attendance record in question A dialogue box Comment will open with the wording this entry is incorrect because Please type the changes you require in the box provided being specific about what needs to be changed ie start end time is incorrect then provide correct start end times and any relevant change to hours or FTE The Extra Comments box is used when an attendance record is missing Full details of your request must be provided when using the Extra Comments ie Absent Employee Date Start End time Hours FTE Replacing Employee Start End time Hours FTE GL Account After you are finished making comments click on the Submit Daily Review
27. ation type dates time for a specific date range Displays support staff working schedule information from today to 6 days in future Displays teaching staff working schedule information from today to 6 days in future To select any of these reports simply press on the title of the report and fill in selection fields ie date format YYYYMMDD aes TE X ee ay Bpad Lbc ea template D cy Dashboard 1n E La 5 Employers Free Hotmail y SRB Home Suggested Sites EF Web Slice Gallery o X E rt T3 A rowan Companii Linda a Ax muppet Linka f Logout Y de 2 amp Meus SES Heme a Wee TALL RY i Info Dash bona Abaoncans Stating Finance D EngwiedgeCcemier E UPPORT PAYROLL CHER PAYROLE SUPERVISOR REP Hegri for Today wburg cr aal and Dispatch I S D M4 Coros Vall asc IOC Phone ami Subbect List for Ene BUD Phone amid Lid assnment ROA aoe Por TodXev id To ME EUH Coa lor Es amri i Bum costing tor Schools Ant
28. ch Monday morning no later than 10 00 am so that you do not hold up any payroll processing amp Absences Not Authorized Eile Edit pE Tools Message Help ep prim de ae Reply Reply All Fornssard Print Delete Previous ext Addresses From raridunce zczsnftvaare conm Date September 11 2003 9 11 To LOUWISERC TSCSOFPTVAAE CORM CORA Subypect beences Mok Authorized Absences for the week of 13 Sep 2005 have not yet been authorized Please complete the authorization process AMS User Guide Revised August 2014 Page 29 ATTENDANCE MANAGEMENT SYSTEM SAMPLE LOCATION ATTENDANCE REPORT To generate this report click on the printer icon located beside the Employee Category heading ie Exempt Support or Teaching on the Weekly Authorization screen nal psc d De een CUTE CHI 1 Serv len Broker ferry Psst bem pla le nm AVR nml Microsoft lnternet t xpleor tp prorided Pile Feit Cua Te Favorited lt 18 Prve Aree 62 O LJ ar 33 Address https Antennal tooo heare coq 1090 ZI ater rm oho pen mto Ker rgo m Eo m ea rm 5 Lines FAM save Lo dip search 477 m setect s y re Adobe Reader 7 5 Weekly Absence Dispatch Report 26 Jun 2005 To 01 Jul 2005 Teachers
29. cure Attendance Management System Web Site http 142 25 199 22 live servlet Broker OR Use the Link on the School District s web site http www sd71 bc ca under the STAFF dropdown menu choose AMS Web Portal a WW http www sdTlbcca D K Home School Dist gt ft TE je Employers Free Hotmail Home Suggested Sites Web Slice Gallery 2013 xurnmer Schedule al SIE 71 Locators BC Toolbox District Health amp Safety 4 Walk B Workorder System 1 wsOsFeteh d dismissal 2 201 Summit Vyises or Th Board of Hews Archive Around the District Sephember 1 2043 B PLC Gay avents 2012 20714 At a Glance ES School Supplies T gt Set uL TRI F 1 dum 4 11 42 eJ e3 x3 iw MER 33 08 2013 PASSWORDS Employees use their personal and private username and password to log in to the AMS Web Portal Employee Centre and Staff Webmail highlighted above in blue If you require your password to be reset please contact the IT Help Desk for assistance 250 338 1425 Please do not contact AMS Help Desk for password issues Please Note Changing your password online under webmail does not change your pin number on the ph
30. de Revised August 2014 Page 16 ATTENDANCE MANAGEMENT SYSTEM Please note The only changes which you can make to an absence are either to close or cancel If other information such as the replacing employee the start end time etc needs to be changed the job will need to be cancelled and a new absence created with the correct absence record information and a new confirmation receipt ID If a replacing employee has already accepted the dispatch the system will attempt to contact this employee just prior to the next scheduled call out for jobs a few minutes prior to 6 Sunday through Thursday to advise them of the cancellation AMS User Guide Revised August 2014 Page 17 ATTENDANCE MANAGEMENT SYSTEM AMS USER CHECKLISTS ADMINISTRATIVE ASSISTANT CHECKLIST See Administrative Assistant Daily Review for detailed instructions following immediately after the Checklists Each morning log into AMS Web Portal and select Dashboard Schools under the Dashboards tab to view the list of attendance records for the current day in order to prepare for replacement staff Each afternoon by 1 00 pm log into AMS Web to review attendance records The current day will show as the default in the Daily Attendance Review Select the date you wish to review Click on the Submit Day button to list all records for that day Heview each attendance record on the selected date for accuracy Any corrections which
31. elect the employee by clicking on the employee name Pseudo Employees Employee Support 10 11 Employee Support 12 Employee Teacher are found at the bottom of the list Click on the ID Number of the attendance record you wish to view close or cancel 7 2 Browser Compatibility 2 Sheila Powell 3 Support Links 1 Logout Menu Search i Home E pup COMOX VALLEY SCHOOL DISTRICT My Info My Location HR Finance My Jobs My Absences Knowledge Center View Change Absence Details for ID 5474 Absence Details ID Number 5474 Dates 25 Jul 2008 To 25 Jul 2003 Absence Reason CU Union Business Replacing Employee s Heather Mitchell Subjects Levels Admin Assistant 8 Message Absent Employee Date Day Position Location Start End Carol Alke 25 Jul 2008 Friday Senior Admin Assistant Brooklyn Elementary 08 45 14 30 Dispatch Details Replacing Employee Date Day Position Location Start End Heather Mitchell 25 Jul 2008 Friday Sub Senior Admin Assistant Brooklyn Elementary 08 45 14 30 Close Absence Cancel Absence Close Absence This process is used to shorten the length of an existing absence ie employee returns earlier than anticipated Cancel Absence This process can only be used if the absence has not yet begun The callout system will only allow cancellation of an absence if the request is selected more than 11 hours prior to the start date time of the absence AMS User Gui
32. en processed You must review the Absences Dispatches with Comments for that date again If accurate click the SUBMIT DAY button to process your Daily Review AMS User Guide Revised August 2014 Page 25 ATTENDANCE MANAGEMENT SYSTEM ADMINISTRATOR WEEKLY AUTHORIZATION DETAILED INSTRUCTIONS WEEK TO REVIEW Click on the arrow in the Week to Review drop down box to select the week you wish to authorize default is the current week The week ending dates for the last 52 weeks plus the current week will be available for review A status indicator will appear next to each date N for Not Authorized or for Authorized After you have selected your week to review click on the Submit week button This will bring you to the Attendance Management Weekly Authorization Review page ATTENDANCE MANAGEMENT WEEKLY AUTHORIZATION REVIEW Provided there are no messages in a pop up box see next section on Messages the Weekly Authorization attendance records for the week will be displayed by employee category i e Excluded Support Teaching If there are no attendance records for the day the message There are no absences or dispatches will appear under the employee category Each absence replacement record should be marked with a green check mark in the box under the green This indicates the details of the record have been reviewed by the Administrative Assistant through the Daily Review process If there are any a
33. ent or click on the Cancel button if you do not wish to proceed with entering a Comment on this record Comments must be done for each attendance record which requires correction The system will prompt the administrator for comments AMS Help Desk may be required to make changes to historical records which have already been authorized during previous Weekly Authorizations If this happens the attendance record will display in red text on the screen in your current Weekly Authorization It will require your review and a check mark in the box under the green v if the record is accurate The Extra Comments windows may be used to provide attendance data for an employee who was absent during the week but whose attendance record has not been entered Please ensure all pertinent data is provided including date of absence as shown below so that AMS Help Desk may accurately enter the attendance record 7 Abs Employee Position Stim Days RepEmployee Rep Emp No Position StTm EnTm Days All attendance records must be reviewed by the Principal Supervisor for accuracy If all records are correct and there are no Comments to be processed click on Submit Authorization at the bottom of your screen A message window will appear indicating your Weekly Authorization has been submitted successfully If there are any Comments incorrect records to submit click on the Submit Comments
34. entries only no sick leave remaining To adjust pay for STAT holiday Student Services related entry confirm replacement costs with Authorizer Superintendent related entry confirm replacement costs with Authorizer Technology related entry confirm replacement costs with Authorizer Use only when a Job Posting is pending Use Employee Support or Employee Teacher LEAD TEAC Site Principal Supervisor Sick Leave Worksafe No Pay WCBN Site Principal Supervisor notified STAT CASU SUPP For Payroll Use Only STAT Holiday Pay Deduction Student Services STSV A Director of Instruction Student P LANES n TECH AL District Principal Education Vacation 10 11 MO VA10 SUPP For Payroll Use Only Extra EXTR and Add to Pay ADDP records must be approved in advance by the site Principal Supervisor Superintendent Technology Unfilled Posting P VP Use Only lt lt lt U GH 5 6 8 a8 record adjust 10 11 month Support Staff vacation taken AMS User Guide Revised August 2014 Page 7 conos van ATTENDANCE MANAGEMENT SYSTEM SBO Codes only These codes are used by SBO Staff only They are not part of the employee s drop down attendance codes in AMS When applied by SBO staff these codes are visible to Administration Staff in their daily weekly review MDWP Long Term Medical Lv With Pay MDNP Long Term Medical Lv No Pay NI D Non Instructional Day NTW
35. es Sherer ime y Khangenc Form Information vibe Sopher ibe Ami Teachens EN mee ug TEST Please Note If you are unable to view the Reports Section from Dashboard Schools you will need to Slide your bottom scroll bar to the right AMS User Guide Revised August 2014 Page 4 ATTENDANCE MANAGEMENT SYSTEM PERSONAL EMPLOYEE INFORMATION Individual employee information such as an employee s earnings statements 4 slips Staffing notifications seniority date etc can be viewed from the My Info tab on AMS Web Portal VIEWING PERSONAL INFORMATION Detailed information can be viewed in Individual Info Employees can view Attendance History Current and Future Assignments as well as Assignment History and Subject History To view attendance records click on View my Attendance for this Year which will open a window detailing all entries for an employee in AMS Attendance records are displayed in calendar format first and then immediately below the calendar attendance records are sorted by absence reason making it easier to review If your personal information is incorrect use the Contact Us link to inform Human Resources of chanaes not attendance records this must be handled School AMS Help Desk WORK BOARDS Work Boards display AMS records for TOCs only TOCs ma
36. ing process ADS will translate this text message into speech and play it for the replacement employee important that you use proper spelling and grammar in your message so that it can be clearly spoken Message 1245AM 23 08 2013 Browser Compatibility J Linda Glennon Support Links 1 Logout Menu Search j Home My Info Payroll Dashboards My Jobs My Absences Staffing Notification Processing Finance PRM Atrie e Center Absence Entry Leave Application Entry Enter leave details as 9 MN required dependent absence Start Date 23 Aug 2013 End Date 23 Aug 2013 Absence Code Discretionary Teacher Status Requested Details Description of Leave Type TEACHER ARTICLE G 21 1 01 AM 23 08 2013 2 me 10 AMS User Guide Revised August 2014 Page 11 ATTENDANCE MANAGEMENT SYSTEM My Info My Location HR Finance My Jobs My Absences Knowledge Center Absence Entry Replacement Request Click on the binoculars icon A pop up window will appear where you can search for and select your preferred replacement employee When you are done click on the Next button Follow instructions on the screen to select a replacing employee Requested Employee 4 JebaMy Ahania Absence Entry Replacement Instructions Se g N WI u se t h e Have you already cont
37. isor to verify and approve the change by checking off the entry Note Please ensure Weekly Authorizations are submitted in a timely manner so that payroll processing is not held up The Payroll Supervisor will send friendly e mail reminders to Principals Supervisors if the Weekly Authorization has yet to be submitted If you receive an email please process your Weekly Authorization ASAP to ensure the timesheet entries for adjustments to pay or sick discretionary amp vacation banks which are created from the AMS attendance records are processed in the appropriate pay period This will assist the Payroll Department to ensure accurate payroll data is processed and minimize potential overpayments for employees AMS User Guide Revised August 2014 Page 21 MANAGEMENT SYSTEM SCHOOL DISTRICT ADMINISTRATIVE ASSISTANT DAILY REVIEW DETAILED INSTRUCTIONS Under the MY LOCATION select AMS Web Click on the arrow in the Day to Review drop down box to select the date you wish to review default is the current date Historical records for the last 50 days plus today will be available for review A status indicator will appear next to each date N for Not Reviewed R for Reviewed or C for Changed Once the correct day is selected click the SUBMIT DAY button to continue 1 WP Browser Compatibility g Linda Baisley Support Links Logout Menu Search MAR Menu My
38. no replacement permitted BCTF Union Business BCTF TEAC Site Principal Supervisor ae CUPE Board Business CUBB CASU SUPP SU12 Director of Human Resources DPA Curriculum DPA ALL Assistant Superintendent Daily Physical Activity Curriculum related entry confirm replacement costs with Authorizer Early Learning ELRN ALL Director of Instruction Early Learning related entry confirm Elementary replacement costs with Authorizer Elementary Education ELED Director of Instruction Elementary Education related entry confirm Elementary BEEN costs with Authorizer Examination Teacher EXAM TEAC Director of Human Resources Extra Misc Subs TOCs EXTR SUBS TOCS Site Principal Supervisor SUPP NENNEN Pre approved extra time po dispatches P VP Use Only TEAC 101021410 000 SUBs or TOCs using Employee Support or Employee Teacher from staff list Field Trip School Trust Fund FLDT Site Principal 197017220 000 School related charged to school trust account Field Trip School Funds FLD2 Site Principal 101025190 000 School related charged to school budget acct Health amp Safety HLSA ALL District Principal Health amp Safety Health and Safety related entry confirm replacement costs with Authorizer Human Resources HRSV ALL Director of Human Resources Human Resources related entry confirm replacement costs with Authorizer Illness in Family SUPP Sick SUPP SU12 Director of Human Resources
39. one dispatch system GUEST ACCOUNTS Substitute Employees ie substitute administrative assistants will log in using the Guest Account for the school of the employee being replaced For example School User Name User ID Password PIN G P Vanier Guest24 GPVanier24 AMS User Guide Revised August 2014 Page 3 ATTENDANCE MANAGEMENT SYSTEM DASHBOARDS SCHOOLS To access your Dashboard Schools you must sign in to the AMS Web Portal then click on Dashboards and click on Schools This dashboard displays site department attendance records for the current day It also displays the reports listed below Search future or previous attendance records depending on the date range entered Displays TOC Phone numbers and qualified teaching areas Displays Support Staff Phone Numbers and Replacement Categories Displays employment details for teaching staff Displays employment details for support staff Displays absences that are unfilled with a replacement if the system has not dispatched anyone yet Displays TOC Costs within selected date range for school authorized site funds ADDP EXTR FLT FLD2 PPAR SCGR Displays SUB Costs within selected date range for school authorized site funds ADDP EXTR FLT FLD2 PPAR SCGR Displays Staff members who have had an assignment change within the date range specified does not indicate the change only that there has been a change Displays staff leave inform
40. reen which will allow you to change details ie start end time Once you have modified the details select Accept Schedule If the displayed schedule is already correct simply select Next AMS User Guide Revised August 2014 Page 9 att oP i y ores gt p 2 Browser Compatibility a Gail Kozloski Support Links Logout Menu Search Home Click on the date if you wish to cha nge the details Info My Location HR My Jobs My Absences Dashboards Change Password of this record ie start end MEE times Absence Entry Absence Schedule Details This is your working schedule during your absence Click on the date link below to change schedule details Once your 4 schedule details are correct click the Next Button Include pcm Tes Confirms the name of the Iv 18 Aug 2008 Mon Teacher Airport Elementary employee for whom you are entering an absence If the details of the record are already correct simply press Next WARNING Lengths of call outs MUST meet minimum requirements in order for the attendance system to call a replacement If the call out length is less than the minimum requirement the record will go into manual intervention and will not call in a replacing employee dispatch will also go into manual intervention if the start time for the replacing employee has already been reached Ensure the start time for the replacing employee i
41. s set far enough in the future at minimum 30 minutes after the current time to ensure the dispatch will call for a replacement Minimum Requirements Support Staff 4 Hours 2 hours if the replacement hasn t started working Teaching Staff 0 40 of a day Click No if there is no replacement required My Location HR Finance Absences Click No if the replacement will be working different hours W than the absent employee this will allow you to modify TOU the replacement schedule fs Follow previous instructions for modifying a schedule Click if you wish to allow Press on the Next button when done y the system to make a random selection of a replacement AMS User Guide Revised August 2014 Page 10 ATTENDANCE MANAGEMENT SYSTEM Browser Compatibility J Linda Glennon Support Links Wl Logout Menu Search Home My Info Payroll Dashboards My Jobs My Absences _ Staffing Notification Processing Finance Knowledge Center C Absence Entry Replacement Instructions You are entering an absence for David Ashwell stant ta you ae coverage or dwing yt Enter subject amp grade Subject level information if 1 Intermediate Gr 4 7 v 7 v peu required dependent 2s V on employee type Enter a message for your replacement then click Next During the dispatch
42. ttendance records with a red x the Administrative Assistant has submitted a Comment to the AMS Help Desk requesting a change to the record The AMS Help Desk must make the requested change s to the record after which the Daily Review for that date must be completed before the Principal Supervisor may proceed with the Weekly Authorization Note The Weekly Authorization button will only appear if all records are correct and all Comments have been marked Support Staff gt wv x El EI 77 Abs Employee Position StIm EnTm Hours Abs GI Account Code Rep Employee Position StTn There are no absences or dispatches xtra Comments Teaching Staff gt v x El E 7 Abs Employee StIm EnTm Days Abs GI Account Code Rep Employee Stim EnTm 7 Makeechak Linda Joa 13 00 15 20 0 500 CLSN Dyke Helen 13 00 15 20 3 3 No Absent Teacher 08 40 15 20 1 000 DIV No Replacing Employee gy 7 No Absent Teacher 08 40 15 15 1 000 MacLeod CarolLind 08 40 15 15 xtra Comments AMS User Guide Revised August 2014 Page 26 ATTENDANCE MANAGEMENT SYSTEM If the Principal Supervisor notices other attendance records which are incorrect they must click on the check box under the column marked with a red to submit a Comment outlining why the record is incorrect and providing all details for the change ie Start time is inaccurate provide correct start time and confirm Hours FTE Click the Accept button to finish your Comm
43. y review their Work Boards to view any jobs for which they have been requested that occur within the next 20 days following today s date TOCs may access the job information by clicking on the ID No Job which is highlighted in blue and underlined and may accept the Job in advance of the start date rather than waiting for the dispatch system to contact them via phone CHANGING YOUR PHONE NUMBER Employees can quickly and easily change their primary and secondary phone numbers by going to My Jobs My Absences Employee Info Change Telephone AMS User Guide Revised August 2014 Page 5 y mj of Z lt ATTENDANCE MANAGEMENT SYSTEM REASON CODES Default GL Account me Aboriginal Education ludi District Principal Ab Ed Aboriginal Education related entry confirm SICK MED ILLFAM no pay SUBS AWOP CASU Site Principal Supervisor 3 days Absences for casual support staff mm are in p Sem Add To Pay Support Teacher ADDP SUPP SU12 Site Principal Supervisor SUPP 101021424 000 Pre approved additional time for employees in O Banked Time Deposit BKIN SUPP SU12 Site Principal Supervisor Accumulate pre approved bank of extra hours worked Banked Time Withdrawal BKWD SUPP SU12 Site Principal Supervisor Withdraw from pre approved bank of extra hours worked
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