Capitalize on Change · 2014-01-24 · on QSS Users Group 30th Annual Conference . February 24- 26,...

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QSS Users Group 30th Annual Conference February 24-26, 2014

DoubleTree by Hilton Sacramento 2001 Point West Way, Sacramento, CA 95815

Change Capitalize

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Committee Meetings—Sunday, February 23, 2014

Location: Terrace Room System Management and Administration Committee (SMAC): 12:30—2:00 PM

Emergency Preparedness Committee (EPC): 2:00—3:30 PM Purchasing, Stores, and Fixed Assets (PSFA) Committee: 3:30—5:00 PM

Finance/Personnel Committee: 5:00—6:30 PM

NOTE: There is no charge for the Sunday committee meetings, but refreshments will be provided. These meetings continue to be held on Sunday which enables us to offer more workshops during the three days of the conference.

Registration Hours

Sunday, February 23: 3:30 – 5:00 PM

Monday & Tuesday, February 24 & 25: 7:30 AM—4:00 PM (Closed for lunch 12:00—1:00 PM)

Wednesday, February 26: 7:30 AM—12:00 PM

Premium & Regular Session Hours

February 24-26, 2014: 8:45 AM to 4:45 PM

General Information Conference attendees must register on-line via the QSS Users Group website at: http://qssug.edcoe.org. The registration form is no longer available in this brochure. This allows us to schedule all of the sessions into the most appropriate room and to give the conference committee a lunch count. If you have received this booklet and do not know if your organization is a member of the QSS Users Group, contact your Information Services Department for clarification. Your registration fee includes:

• Lunch – located in the Grand Ballroom • Morning & afternoon breaks – located in the Grand Ballroom Foyer • Sessions on a variety of topics, including take-home reference materials • Networking Hospitality Suite – Monday evening at Maxi’s Room

Along with the regular sessions, we will be offering three premium sessions (for an additional fee) for more in-depth training. This year, the Finance & Personnel Committee is sponsoring two premium sessions, thereby waiving the premium session fee for their committee members (basic registration fees still apply; waived premium session fee applicable to sponsored sessions only, and only for employees of organizations who are current paid members of the Finance/Personnel Committee). Premium session seats are available on a first come, first served basis. During conference session hours an Internet Café will be provided in the Executive Boardroom, where you can use conference-provided computers. Complimentary WiFi will be available in the hotel lobby and guest rooms; however, WiFi in session rooms will be reserved for presenters.

http://qssug.edcoe.org/

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Basic Registration

QSS Users Group Members: $125 per day

Non-QSS Users Group Members: $200 per day

Full-day Premium Sessions -(reserved for QSSUG members only)

$100 per Session 100*, 200, or 300*, plus Basic Conference fee of $125 = Total $225 per day *Sponsored by the Finance/Personnel Committee. The $100 premium session fee is waived for committee members. Basic conference fees still apply.

Cancellations Cancellation Deadline

There is a $50 fee for cancellations. Requests for cancellation must be RECEIVED on or before February 11, 2014. NO EXCEPTIONS. No refunds will be given if request is received after February 3, 2014. There are NO EXCEPTIONS; however, a substitute may attend in your place.

Registration Deadline

February 11, 2014

For registration assistance, please contact Chris Gilbert, [email protected]

$ Registration Payment $ After completing your on-line registration, print the page showing the conference registration fees and the sessions for which you have registered. Submit this information to your business department for documentation to accompany your request for an accounts payable check to pay your registration fees. Payment in the form of a district check, personal check, or money order, payable to: QSS Users Group must accompany a printout of your registration page showing the sessions for which you’ve registered. No purchase orders will be accepted. Please submit payment to:

QSS Users Group c/o Chris Gilbert

Sacramento County Office of Education PO Box 269003

Sacramento, CA 95826-9003

Registration Information

Register on-line at http://qssug.edcoe.org

Registration must be received by February 11, 2014

mailto:[email protected]

http://qssug.edcoe.org/

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Hotel Information Rooms have been reserved at the DoubleTree by Hilton Sacramento. Special rates apply for conference attendees.

QSSUG Conference Room Rates February 23, 24, & 25, 2014

$119 single/double Reservations: 1-800-686-3775 DoubleTree by Hilton Sacramento 2001 Point West Way Sacramento, CA 95815 Link: http://doubletree.hilton.com/en/dt/groups/personalized/R/RLSA-DT-

QSS-20140218/index.jhtml?WT.mc_id=POG Make your reservations by February 11, 2014, as our block of rooms will be released after that date. Check-out time is noon, but you can make special arrangements with the front desk during check in. We recommend that you make your reservation early.

Attire This conference has always stressed casual attire. Please wear whatever is comfortable to you - we are more interested in having you attend the conference and pick up valuable information, than worry about whether you have dressed appropriately.

http://doubletree.hilton.com/en/dt/groups/personalized/R/RLSA-DT-QSS-20140218/index.jhtml?WT.mc_id=POG

http://doubletree.hilton.com/en/dt/groups/personalized/R/RLSA-DT-QSS-20140218/index.jhtml?WT.mc_id=POG

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Suggested Conference Tracks In case you’re having difficulty determining which conference seminars to attend, the QSS Users Group suggests registering for the following sessions based on your general area of expertise, interest, or employment: Payroll Monday 100 – or 111 or 112/122, 131 or 132, 151 or 152, 171 or 172 Tuesday 200 – or 211, 231, 251, 271 Wednesday 300 – or 311/321, 331, 351 or 355, 371 Human Resources Monday 100 – or 111 or 112/122, 131 or 132, 152, 172 Tuesday 200 – 211 or 212, 231 or 232/242, 251 or 252, 271 or 272 Wednesday 300 – or 312, 331 or 332, 352, 371 Purchasing Monday 113, 133, 153, 173 Tuesday 213, 233, 253, 273 Wednesday 371 Information Technology Monday 114, 134/144, 154, 174/184 Tuesday 214, 234/244, 254/264, 274 Wednesday 314, 343, 354, 371 Finance/Budget Monday 115, 112/122, 135, 151 or 152 or 155, 171 or 175 Tuesday 215, 235 or 242, 255, 275 Wednesday 315, 335, 355, 371

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The QSS Users Group would like to thank the following for their support and donations: Hospitality:

Quintessential School Systems Raffle Prizes:

Emergency Preparedness Committee Finance/Personnel Committee

Purchasing, Stores, & Fixed Assets Committee Quintessential School Systems System Management and Administration Committee Conference Bag Goodies: Office Depot – Business Resource Center School Specialty

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3:30–5:00 PM – REGISTRATION DESK OPEN – CALIFORNIA BALLROOM FOYER

Committee Meetings

Terrace Room

There is no charge for participation in the committee meetings listed below. Refreshments will be served. When you register online, please indicate whether you plan to attend these meetings so refreshments can be planned accordingly, and those bringing copies to share will know how many to make. Thank you. 12:30 PM – 2:00 PM System Management and Administration Committee (SMAC)

Sally Savona, Stanislaus County Office of Education Bruce Storer, Kern County Superintendent of Schools The Annual meeting of the System Management and Administration Committee (SMAC) to review budget, define future projects for FY14, discuss the status of system enhancements, general committee business, and future direction of the committee. Members and non-members are invited and are encouraged to participate in the meeting discussions. Discussion can be technical in nature, but all experience levels are welcome. 2:00 PM– 3:30 PM Emergency Preparedness Committee (EPC) Al Foytek, Visalia Unified School District Vicki Lueck, Kern County Superintendent of Schools Annual Meeting of the QSSUG Emergency Preparedness Committee - Budget planning, membership fee setting, and other annual issues will be addressed in addition to regular business. Culmination of research on future supported platforms will be discussed. 3:30 PM – 5:00 PM Purchasing, Stores, and Fixed Assets (PSFA) Committee Linda Crawford, Stanislaus County Office of Education Rose Garcia, Berkeley Unified School District Annual Meeting of the QSSUG Purchasing, Stores & Fixed Assets Committee - Budget planning, membership fee setting, and other annual issues will be addressed in addition to regular business. Discussion of roundtable issues which have surfaced and planning for next year enhancements efforts on QSS applications of interest. 5:00 PM – 6:30 PM Finance/Personnel Committee Catherine Hawes, Sutter County Superintendent of Schools Cheryl Kelley, Merced County Office of Education This session is the regular committee meeting at which we review the minutes of the last meeting (in October 2013) as well as review the committee budget. We discuss the QSS Dedicated Programmer’s priority list; review the QSS training seminars held to date in 2013-14, and determine future training needs. QSS staff attends this meeting. Members and non-members are invited and are encouraged to participate in the meeting discussions.

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7:30 AM – REGISTRATION DESK OPENS – CALIFORNIA BALLROOM FOYER

7:30–8:45 AM – BREAKFAST BUFFET 8:30–8:45 AM – WELCOME & ANNOUNCEMENTS

GRAND BALLROOM

PREMIUM SESSION 8:45 AM – 4:45 PM #100 Payroll Duane Percox, QSS

EXPERIENCE LEVEL GENERAL PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE REVISED

This all-day Premium session provide an in depth review of the major QSS/OASIS software tools used for supporting payroll operations in school districts. The latest QSS Control Center (QCC) version of QSS/OASIS will be used, providing a graphical user interface (GUI) experience. The following topics will be included in this session:

Broad overview of QSS/OASIS Payroll Introduction to various Payroll modules in QCC Overview of QCC’s HR Code Maintenance and HR Code Maintenance #2 modules to maintain

Payroll Master Files and Tax Tables How to use QCC’s Employee Maintenance module to maintain/inspect relevant payroll. Mass Updates To Pay Lines and Pay Deductions Automatic Payroll Deposit Using QCC’s Payroll Job Menu module to request Payroll Pre-List Reports, Payroll History

Reports & Processes, and Miscellaneous Payroll Reports & Jobs Using Payroll Data Import to import Time Sheet, Substitute Pay Line data, Deduction (PD),

and Pay Line data. Other topics may be covered as time allows. This session has presented at previous conferences and has been updated to reflect recent changes to the module.

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Monday, February 24, 2014 - continued

REGULAR SESSIONS

8:45 – 10:15 AM #111 Data Import Features in HR/PR Craig Grilley & Ronnie Steward, QSS


Come to this session to learn how to import data from Excel and other sources into the HR/Payroll modules. Data import features in HR/Payroll will allow you to save time by importing data rather than performing data entry. Topics include:

• Importing Payroll data such as Deductions, Direct Deposits, Pay Lines, W4 information, and Time Sheet Data

• Importing master files • Importing employee absences • Importing STRS data from F496 file

#112 Introduction to QCC & Print Manager Jeff Janoian, El Dorado COE Marie Wagnon, Sacramento COE

EXPERIENCE LEVEL BEGINNER PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE REVISED

The Introduction to QCC portion of this session will cover the basics of personal preferences and settings available to the end users. You will earn how to navigate the menu options and select reports and processes. Also included will be instructions on how to change fiscal years for reports or on the specific window of account look-up. The Print Manager module is an integral part of almost anyone’s use of QSS ControlCenter (QCC), allowing you to view, print and manage reports from all QCC modules, and download QSS/OASIS reports to be manipulated in other application on your workstation. This session is designed for participants who are new to the Print Manager or need a refresher on using this important feature in QCC. Come to this session to learn the basics of using the Print Manager.

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Monday, February 24, 2014 - continued #113 Stores – Part 1 of 2 Jeff McLaughlin, QSS


This is a two session-long presentation – please attend both sessions 113 and 133 The QCC version of the QSS/OASIS Stores Warehouse/Inventory System is ready and available now! This two-session-long presentation is intended for all levels including: Current users of the QCC version, Users of the “traditional” version who want an introduction to the QCC version, and Users from districts that currently don’t use the QSS Stores / Inventory system and would like an overview of how this module benefit them. Part 1 topics include:

• Master File Maintenance and Reports • Warehouse Tasks such as Stores Orders, Receipts, Stock Transfers and Stock Adjustments • Stock Reports • Stores Orders & Receipts Reports • Tracking & Adjustment Reports

#114 EPC Roundtable & Preparedness Solutions Al Foytek, Visalia USD Vicki Lueck, Kern County SoS

EXPERIENCE LEVEL BEGINNER PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE REVISED

The EPC Co-chairs will describe the Emergency Preparedness Committee of QSSUG, discuss why it exists, and how it serves its member agencies. This will include EPC’s specific strategy for data center disaster recovery, as it applies to QSS/OASIS operations. LEA potential and actual emergencies, concerns regarding emergency preparedness, unaddressed emergency issues (gaps) in our system implementations, and solutions to these both obvious and obscure will also be addressed. #115 Budget Development Don Hemwall, QSS


This session will provide an overview QCC Budget Development module. Topic areas will include:

• Basic Budget Development Processes • Quick Entry and Account Entry • Budget Actions • Comparative Budget Report • Exporting and Importing Budget Data • Other topics related to Budget Development, as time allows

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Monday, February 24, 2014 – continued

10:30 AM –12:00 PM #131 Payroll/Retirement Roundtable Theresa Cooper, Stanislaus COE Cheryl Kelley, Merced COE


Join us for an informal roundtable session to discuss issues related to payroll and retirement with other professionals in the field. Bring your questions about AB340 Pension Reform and other topics you wish to share. #132 Advanced Print Manager Jeff Janoian, El Dorado COE

EXPERIENCE LEVEL INTERMEDIATE PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE REPEAT

The Print Manager module is an integral part of almost anyone’s use of QSS ControlCenter (QCC), allowing you to view, print and manage reports from all QCC modules, and download QSS/OASIS reports to be manipulated in other application on your workstation. This session is designed for participants who are already familiar with the basics of Print Manager, but now want to take the next step in configuring and using Print Manager to meet their more sophisticated reporting needs. Come to this session to learn more about customizing Print Manager, the advantages of downloading print files, how to create PDFs, setting user preferences, viewing print files created by others, and using Grid Output. Bring your organization’s tips and tricks for using Print Manager so we can all learn from each other.

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Monday, February 24, 2014 – continued #133 Stores – Part 2 of 2 Jeff McLaughlin, QSS


This is a two session-long presentation – please attend both sessions 113 and 133 The QCC version of the QSS/OASIS Stores Warehouse/Inventory System is ready and available now! This two-session-long presentation is intended for all levels including: Current users of the QCC version, Users of the “traditional” version who want an introduction to the QCC version, and Users from districts that currently don’t use the QSS Stores / Inventory system and would like an overview of how this module benefit them. Part 2 topics include:

• Issue Requisition Tasks such as Issues, Issue Approvals, Back Issues and Credits • Stock Activity Lookup with drill-down features • Stores Issues & Credits Reports • Other Miscellaneous Stores Processes

#134 QCC Security – QSS & User’s Perspectives Bret Dabel & Gary Jackson, QSS Marie Wagnon, Sacramento COE


QSS continues to refine the System Security module, an integral component of QCC. This session will be presented in two parts. Part 1 will review the most recently added features, some of which were sponsored by the QSSUG System Management and Administration Committee (SMAC). Here’s a chance for system administrators to interact directly with a key architect of the System Security module.

Part 2 of the session will over QCC Security implementation tips from a customer perspective. Come and see how Sacramento County Office of Education implemented QSS security for their organization. Discussion of approach to security and model used to set up security for the county office and online school districts. Identify possible pitfalls and research required before starting the process.

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Monday, February 24, 2014 – continued #135 Local Control Funding Formula (LCFF) Joel Montero, Marisa Ploog, & Andrea Alvarado, FCMAT/CSIS Diane Lacombe, El Dorado COE

EXPERIENCE LEVEL GENERAL PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE NEW

Is it your responsibility to calculate funding under the new Local Control Funding Formula (LCFF)? Or, maybe you just want to learn more about the LCFF Calculator available on FCMAT’s website? Join us in this informative workshop as we discuss the LCFF Calculator and why your district’s student data is suddenly of the utmost importance. Then stay with us for session #155 to learn Student Information System Best Practices.

1:30 PM–3:00 PM #151 AP/PR Clearing Rules – Part 1 of 2 Jeff McLaughlin, QSS


Come to this session to hear how AP, Payroll and Payroll Benefits account clearing rules control the postings to your general ledger. Share and discuss different approaches used by QSS County Offices of Education and Districts to set their clearing rules and perhaps your organization will find new and better ways to handle these financial postings. This topic is the first part of two linked conference sessions – the second session, titled Voluntary Deduction Processing Methods, is a continuation of this session. You must understand Payroll and Payroll Benefits clearing rules in order to understand the various vol-ded processing methods. Conference participants planning to attend session #171, Voluntary Deduction Processing Methods, should first attend this session on AP, Payroll and Payroll Benefits account clearing rules (#151).

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Monday, February 24, 2014 – continued #152 What Color is Your Personality? Michele Mariscal, SIA


What is it that makes the difference in why and how we relate to other people? Learn how personality is that “automatic pilot” in each of us that creates a bridge to understanding. Personality represents our attitudes, beliefs, thoughts, emotional reactions and coping mechanisms. Based on the work of Carol Ritberger, Ph.D., learn what color you are – Red, Orange, Yellow, or Green. Use this information to enhance your emotional, physical, and spiritual well-being, and create stronger communication in your professional life. Understand your own strengths and the strengths of your co-workers and experience less stress in the workplace. #153 Purchasing Roundtable Linda Crawford, Stanislaus COE Rose Garcia, Berkeley USD

EXPERIENCE LEVEL GENERAL PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE REPEAT

Join in a roundtable discussion with your purchasing colleagues. Let’s share any common issues and resolutions we’ve learned in setting up and using Requisition Routing as well as all other areas of interest in the purchasing, stores and fixed asset modules. Capitalize on Change by discussing what you would like to see in future webinars and trainings. #154 SMAC Roundtable Sally Savona, Stanislaus COE Bruce Storer, Kern County SoS

EXPERIENCE LEVEL INTERMEDIATE PRESENTATION LEVEL TECHNICAL SESSION TYPE REPEAT

Discussion of migration status, including administration and testing. #155 Student Information Systems (SIS) Data Management Martha Friedrich & Joel Montero, FCMAT/CSIS


FCMAT/CSIS will provide a very high level overview of CALPADS to help business officials better understand the components along with the data used in the system. We will discuss a few key reports used for Free and Reduced Price Meal program (FRPM) and the Local Control Funding Formula (LCFF). The presentation will cover the high profile aggregates, data collections and submission windows. There will be a section on data management with a quick review of best practices to produce quality results.

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Monday, February 24, 2014 – continued

3:15 PM–4:45 PM #171 AP/PR Vol Ded Processing Methods – Part 2 of 2 Jeff McLaughlin, QSS


Come to this session to hear about various methods QSS offers to process payments for payroll voluntary deductions. Share and discuss different approaches used by QSS County Offices of Education and Districts to process their vol-ded payments and perhaps your organization will find a new and better way of handling these. This topic is the second part of two linked conference sessions - the first session, titled Accounts Payable and Payroll/Benefits Clearing Rules, is a pre-requisite for this session. You must understand payroll and payroll benefits clearing rules in order to understand the various vol-ded processing methods. Conference participants attending this session, Voluntary Deduction Processing Methods (#171), should first attend session #151, Accounts Payable and Payroll/Benefits Clearing Rules. #172 HR/Position Control Reports Don Hemwall, QSS


This session will provide an overview of reporting/processing options available for HR and Position Control users.

Topics will include:

• Common Elements for Position Control Report Requests • When/Why the various reports/processes are requested • Interface Reports/Processes • Other topics related to Position Control Reports, as time allows

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Monday, February 24, 2014 – continued #173 Purchase Order Change Orders (POCO) John Gardner, Elk Grove USD

EXPERIENCE LEVEL INTERMEDIATE PRESENTATION LEVEL TECHNICAL SESSION TYPE REPEAT

We can help you capitalize on change as we review the advantages to using the POCO module in QCC. POCO is a better way to track the details of PO changes. It can print out Change Order forms for your vendors. It also allows you to make encumbrance changes leaving a better audit trail than the older method. #174 QSS Advanced Reporting Platform (QARP) Will Hoehn, QSS

EXPERIENCE LEVEL GENERAL PRESENTATION LEVEL TECHNICAL/ NON-TECHNICAL SESSION TYPE REVISED

The QSS/OASIS Advanced Reporting Platform (QARP) utilizes an open source business intelligence tool from Jaspersoft to provide a powerful reporting tool of QSS/OASIS human resources, finance and payroll data via a web-based interface. This module can enable power users to build sophisticated, print-ready, complex reports and ad hoc queries without having to rely on programmers or other IT staff. An additional software subscription fee is required in order to implement QARP. #175 Transfers Made Easy Kelly Burks & Catherine Hawes, Sutter County SoS

EXPERIENCE LEVEL BEGINNER PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE NEW

Improve your workload by utilizing QCC’s transfer modules! Your transfers will be more accurate, more timely, and easier. Join us to learn how to export and import budget transfers, payroll transfers, and cash transfers.

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GRAND BALLROOM

PREMIUM SESSION

8:45 AM – 4:45 PM #200 Employee Maintenance Don Hemwall, QSS


This all-day Premium session will provide an in depth review of the QCC edition of Employee Maintenance. Topics to be covered:

Em p lo y e e S e a rch e s : S im p le a n d Ad va n ce d S e t t in g s a n d co n fig u ra t io n o p t io n s Em p lo y e e Lis t s Ad d in g Ne w Em p lo ye e Pe r s o n n e l a n d Pro fe s s io n a l d a t a fo rm s

Other Employee Maintenance modules and features may also be covered as time allows. This session has presented at previous conferences and has been updated to reflect recent changes to the module.

REGULAR SESSIONS

8:45 AM – 10:15 AM #211 QCC Retirement – Part 1 of 2 Duane Percox, QSS


This session will provide an overview and introduction to the QCC version of the QSS/OASIS Retirement System, used to calculate and report the retirement contributions of employees and employers to CalPERS and CalSTRS. The latest version of QCC will be used for this presentation. The presentation will consist of two 90 minute sessions. Please plan to attend both sessions 211 and 231.

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Tuesday, February 25, 2014 – continued #212 HR Professional Screens for the End User: Getting to know HR & Taking it to the Next Level Cindy Patterson & Rhonda Ramirez Santa Clara COE


Explore the HR roads less traveled! We will not only take a look at the usual HR suspects, but also review modules such as Applicant Tracking, Action Log History, Medical, Service Years, and others! #213 Requisition Routing – Part 1 of 2 Craig Gilley, JP Hollingsworth, & Adam Lumia, QSS


This topic will be presented in two 90 minutes sessions. Please plan to attend both sessions 213 and 233. Requisition Routing allows for Approval criteria and Approval Routes based upon district policy, governing board regulations, and federal and state categorical requirements to be built right into the entry process. This session will describe how to translate your organization’s rules into the QSS system so that the approval/routing process may be automated. Topics will include:

A high level review of the Requisition Routing system and how it functions The Master Files including Users, Queues, Rules, Nodes, Routes, and Groups Tools for showing and evaluating established Routes Requisition Entry for Remote Users How Approvers review and approve/disapprove requisitions

#214 SQL Utilities for Version ‘L’ Bill Genske & Gary Jackson, QSS

EXPERIENCE LEVEL GENERAL PRESENTATION LEVEL TECHNICAL SESSION TYPE REVISED

This session is intended for all customers who are interested in learning more about the SQL database tools supported by QSS/OASIS Version ‘L’. How will you get by without HP e3000 tools such as Image and Query? Just fine, it turns out. System administrators, programmers and information technology directors, and anyone else who spends time analyzing or updating databases should come to this session to learn about utility programs developed by QSS and other sources. These tools can be used in the SQL environment in place of HP e3000 based utilities like QUERY and the DBX@ suite of programs (DBXADD, DBXLUNLD, DBXLD, etc.). This session will cover proprietary interfaces for both PostgreSQL and SQL Server, generic free utilities like DbVisualizer, and utilities developed by QSS, as well as the SQL methods of keeping your database up to date.

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Tuesday, February 25, 2014 – continued This session has been presented at previous conferences and the content is revised to reflect experience and the development of new utilities. If there are specific topics you would like to be sure are covered during this session, please e-mail your suggestions to [email protected] or [email protected]. #215 A User’s Approach to Budget Development Kelly Machado, Hughson USD


We will review the Budget Development module from a user’s perspective. Besides going over the standard “how-to” procedures, we will spend some time during the session sharing how you other fiscal folk use the Budget Development module. Please bring your tips to share. The following “how-to” topics will be covered: creating and maintaining budget models, maintaining budgets using quick entry, account maintenance (traditional style) and importing accounts, importing and exporting budget data to/from Excel, transferring accounts to Budget Development, and loading labor and employer paid benefits from position control in Budget Development.

10:30 AM–12:00 PM #231 QCC Retirement – Part 2 of 2 Duane Percox, QSS


This session will provide an overview and introduction to the QCC version of the QSS/OASIS Retirement System, used to calculate and report the retirement contributions of employees and employers to CalPERS and CalSTRS. The latest version of QCC will be used for this presentation. The presentation will consist of two 90 minute sessions. Please plan to attend both sessions 211 and 231.

mailto:[email protected]

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Tuesday, February 25, 2014 – continued #232 Personnel Downloader & Import/Export Options Stephanie Gunderson, El Dorado COE Susan Martin, Lodi USD

EXPERIENCE LEVEL BEGINNER/ INTERMEDIATE PRESENTATION LEVEL NON-TECHNICAL/ TECHNICAL SESSION TYPE NEW

Personnel Downloader is a wonderful database query tool that allows the end user the ability to customize data selection to their specific needs. The QCC version of Personnel Downloader streamlines the process and allows the data file to be opened directly in Excel. We will discuss and demonstrate this module including limiting access based upon security and the wide range of data elements this tool can access. If you have not used the QCC version of Personnel Downloader, then this session is a great opportunity to see its capabilities. It’s time to “Capitalize on Changing” the way you spend your time, so come see an innovative method for downloading your absence entries from your Sub calling system into QCC. Lodi USD has created an in-house interface to manage both Employee Time Missed and Substitute Time Worked data Imports into QCC. #233 Requisition Routing – Part 2 of 2 Craig Grilley, JP Hollingsworth, & Adam Lumia, QSS


This topic will be presented in two 90 minutes sessions. Please plan to attend both sessions 213 and 233. Requisition Routing allows for Approval criteria and Approval Routes based upon district policy, governing board regulations, and federal and state categorical requirements to be built right into the entry process. This session will describe how to translate your organization’s rules into the QSS system so that the approval/routing process may be automated. Topics will include:

A high level review of the Requisition Routing system and how it functions The Master Files including Users, Queues, Rules, Nodes, Routes, and Groups Tools for showing and evaluating established Routes Requisition Entry for Remote Users How Approvers review and approve/disapprove requisitions

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Tuesday, February 25, 2014 - continued #234 QSS Web Applications – Employee Self Service (ESS) & Professional Development System (PDS) Mark Bixby & Gavin Scott, QSS Chris Gilbert, Sacramento COE


Come learn about the latest developments in QSS’s Web Applications, ESS and PDS, as well as future plans for exposing additional functionality through a web-based interface! We will be demonstrating the latest versions of both apps and talking about upcoming changes. Learn how your organization can implement the Employee Self Service (ESS) Web App to enable employees to inspect their personnel, payroll, leave, W2, and credential information via an easy-to-use web-based application. ESS can save time and money for your organization by allowing employees to retrieve at anytime from anywhere – information on-file with your district without involving HR or payroll staff. We'll also be demonstrating PDS, QSS's Professional Development System which lets you manage professional development courses and other opportunities for your staff. Class and catalog/calendar management, instructor and student facilities for enrollment, wait-list and attendance, as well as venue management will all be demonstrated. Come see our new user interface improvements in the latest PDS release. The recommended audience for this session includes staff interested in, or involved in, enabling district employees web access to their personnel and/or professional development information, as well as staff supporting these functions. The presenters will explain the benefits of the various QSS Web Apps including live demonstrations. The sessions will be primarily non-technical, but information about system requirements and administration will be included as well. Note: An additional software license fee and training by QSS are required in order to implement ESS and/or PDS.

#235 QCC & SACS Kelly Burks & Catherine Hawes, Sutter County SoS


Improve your workday using QCC to download your SACS information. Learn how to easily find invalid account numbers and differences between restricted/unrestricted accounts. The different SACS reporting cycles will be shown as well as some useful ways to use this information to jazz up your board presentation.

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Tuesday, February 25, 2014 - continued

1:30 PM – 3:00 PM #251 State Teachers Retirement System (STRS) STRS Representative


CalSTRS will be welcoming QSS to the Capital City by presenting a session at our annual conference this year. They will be discussing a variety of subjects, such as the creditable compensation regulations, full-time requirements, and how to calculate compensation earnable. This promises to be an interesting session full of up-to-date information, so come and discover the latest and the greatest about the teacher's retirement system.

#252 QCC Credentials Jeff McLaughlin, QSS


This session will provide an overview of Credentialing using QCC HR Master File Maintenance, QCC Employee Maintenance, and QCC Reporting Tools. There will be an emphasis on using QCC Credentials in combination with the interface for employee credentials between the California Commission on Teaching Credentials (aka: CTC) and QSS. Topics include:

Overview of the CTC / QCC Credentials interface QCC HR Master Files used for CTC Credentials, Viewing Employee Credentials Maintaining Employee Credentials Credential reports available in the HR Report/Selector

Credential information available through the Personnel Downloader and HR Query.

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Tuesday, February 25, 2014 - continued #253 Requisition Routing by the User Brenda Harris, Santa Clara COE

EXPERIENCE LEVEL INTERMEDIATE PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE NEW

This workshop will give an overview and “game plan” for districts currently using QCC remote requisitions* who wish to implement PO Hierarchy (requisition routing) for their QCC purchase requisitions. *Knowledge of basic QCC Purchasing module (non-PO Hierarchy) is assumed. #254 QSS Migration (Technical/Non-Technical) & Evaluating Server Options Bill Genske & Duane Percox, QSS


Part 1 of this session will outline the progress made thus far migrating from the traditional terminal-based version of QSS/OASIS to the graphical user interface (GUI) version known as QSS Control Center (QCC). It will also present an update to the QSS plans for the ongoing migration of QSS/OASIS, all in a non-technical manner for the average end-user of QSS/OASIS. A similar session has offered at pervious conferences, designed to appeal to those more interested in a non-technical presentation focused on application features rather than the technical details of the new software. This year’s session has been revised to include the latest progress and future plans. Come offer your suggestions to the chief QSS architect of the migration. This session is intended for system managers faced with the decisions regarding the system components for Version L, what to buy, what the trade-offs may be, and the myriad of other questions that arise when deciding to deploy an enterprise system like QSS/OASIS Version L. We’ll address questions like: What do you need that you don’t already have for Version L? Can you add it to one of your existing servers? What are the best choices for the operating system, database, hardware, and system tools needed with Version L? Do you need something more for Employee Self Service, QORDS/QARP or other QSS/OASIS modules? Part 2 of the session will start with a brief presentation by QSS sharing the results of current research related to Version L server options, with the remainder of the session conducted as a roundtable discussion regarding your research, ideas and questions related to various Version L operating system, configuration, hardware and maintenance options. The initial QSS presentation will include performance metrics of various server configurations and will identify several key points to consider in server configuration for successful deployment of the new QSS ‘open systems’ applications. The remainder of the session will be a free-format exploration and sharing session regarding the various server options available to QSS/OASIS customers to replace their HP e3000 systems. System administrators, programmers and technical managers should find this session extremely helpful. Come contribute your plans and experience, and learn from others who share their ideas.

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Tuesday, February 25, 2014 - continued #255 Finance Roundtable Andrea Alvarado, FCMAT/CSIS Catherine Hawes, Sutter County SoS


Improve your workday by sharing with your peers the good and bad of your financial processes? Are you ready for LCFF? EPA? Unrestricted but regulated? Bring your problems and ideas to share and resolve!

3:15 – 4:45 PM #271 Public Employees Retirement System (PERS) PERS Representative


Classified school employees, please, make time and come listen to CalPERS discuss the new Public Employees’ Pension Reform Act of 2013. They will have representatives on hand to talk about a wide variety of topics such as; payroll reporting procedures, rules surrounding CalPERS membership, how to read your retirement contract & service retirement. This presentation is geared toward all payroll & human resources professionals. #272 HR Roundtable/PPACA Marlene Anderson, Theresa Cooper, & Sally Savona, Stanislaus COE


Join in this informal roundtable session to discuss issues related to PPACA Health Care Reform.

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Tuesday, February 25, 2014 - continued #273 Requisition Routing Entry Linda Crawford, Stanislaus COE

EXPERIENCE LEVEL BEGINNER PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE REPEAT

This session will cover Requisition Routing originator steps involved in keying a requisition. We will explore the different type of account and line splits, entering additional addresses for your vendor, adding canned messages to your requisition. We will also cover editing your requisition before sending your requisition for approvals, how to add a note and how to track the progress of your requisition. #274 QSS Customer Education Marcie Bowerman & Mike Smith, QSS


Change happens! So, how can you capitalize on what’s going on with QSS’s extensive training program, aka Customer Education? Find out what’s new for you! Come join us and learn more about how to:

• Navigate the Customer Education website • Quickly find answers to your frequently-asked webinar/seminar questions • Document a support issue using a screencast (ScreenR video) • Give feedback on what you think about our webinars/seminars • Use our QCC online documentation

We’ll also have a round table discussion with Duane, Mike, and Marcie. Plus +++ you’ll have a golden opportunity to cash in on some sweet treats at the end of the session. Sorry, no chocolate M&Ms this year!

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Tuesday, February 25, 2014 - continued #275 Accounts Receivable Lois Milstead, QSS


This session will provide an overview of the AR - Invoicing and Billing Management module that enables a district to process invoices and receipts, create invoice aging reports and customer statements, create deposit letters and sales tax reports, and automatically accrue unpaid invoices at year-end. A review of the "AR - No Invoicing" module will be included as well.

4:45 - 6:30 PM Sacramento Room

If you are a QSS Users Group officer, or will represent your employer at the Board of Directors meeting, please be sure to check the box indicating your participation when registering for the conference.

In order to help reduce expenses, no refreshments will be provided as part of the Board of Directors meeting.

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GRAND BALLROOM

PREMIUM SESSION

8:45 AM–4:45 PM #300 Absence Tracking Don Hemwall, QSS


This all-day Premium session will provide an in depth review of the QCC edition of the Absence Tracking module. Topics to be covered include:

Creating Leave Group Definitions and other Employee Absence Tracking master files Using the Absence Tracking module to assign employees to leave groups and set their

Beginning Leave Balance Recording employee leave transactions Importing absence transactions Reset and Balance Forward processing Leave Accrual processing Use of HR Report/Job Selector to request Absence Tracking reports Absence Tracking Job Menu

Other Absence Tracking topics and features may be covered as time allows.

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'

Wednesday, February 26, 2014 - continued

REGULAR SESSIONS

8:45 – 10:15 AM #311 Payroll Tax Reporting & Pay Events Pam Fowler, Sacramento COE Theresa Cooper & Tanya Davison, Stanilaus COE John Gardner, Elk Grove USD

EXPERIENCE LEVEL BEGINNER/ INTERMEDIATE PRESENTATION LEVEL TECHNICAL SESSION TYPE NEW

This session is for the staff of County Offices of Education and School Districts who pay and reconcile employer taxes, file the quarterly tax reports, and balance the W2's at the end of the year. We will go over the various QCC reports that are used to calculate payments and balance the Federal, and State quarterly reports. In this session we will provide some examples of how two county offices reconcile their taxes for the year end.

We will capitalize on change as we review the Pay Events/Salary• Notification module that Elk Grove and a few others are using. The Pay Events/Contract module is a better way to manage your contractual payroll. You can load all of your Position Control data into the Pay Events work area, edit it and then load it into Payroll lines once and be done for the Fiscal Year. You can print out detailed contracts for your employees that let them know exactly what their pay will be for each month of the fiscal year. If there is a change to their position data, you can repeat the process to load retro/arrears contracts, give them a retro/arrears balance of payment and a new contract that shows their monthly payments for the remainder of the Fiscal Year.

#312 Position Control – Part 1 of 2 Duane Percox & Ronnie Steward, QSS


This two part session will present an overview of the QCC version of Position Control. Please plan on attending both sessions 312 and 332. Topics will include:

A brief explanation of Position Control. A broad overview of the various components of the QSS/OASIS Position Control software. A description of the master files required to maintain position control data, including:

o Work calendars, o Salary schedules, o Employer-paid benefits definitions, and o District authorized position records.

Maintaining Employee Assignment data Requesting Salary/Benefit Projection reports Review of latest features, including FTE Multiplier and Overlap Control

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Wednesday, February 26, 2014 - continued #314 Data Migration Troubleshooting Bill Genske, QSS

EXPERIENCE LEVEL ADVANCED PRESENTATION LEVEL VERY TECHNICAL SESSION TYPE REVISED

An essential part of moving to the new Linux platform is the Data Migration. This session will describe the data migration steps, including the data evaluation and possible data-cleansing that may be needed for you to convert data from the loosely typed Image databases to strongly typed relational databases. The QSS tools for the data analysis are available. Come learn how to use them effectively. #315 Accounts Payable Stephanie Gunderson, El Dorado COE

EXPERIENCE LEVEL BEGINNER/ INTERMEDIATE PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE REPEAT

This session will cover the Accounts Payable process and the modules that are a part of the process. We will cover AP Batch Maintenance module, the Accounts Payable module (including Pay Voucher import), Vendor Maintenance module and associated reports. QSS has been busy making many changes/enhancements based upon end user feedback that have improved the data entry work flow for the accounts payable transactions. We will cover the changes and end user preferences which allow you to customize some of the data entry behavior. Whether you are a new user to QCC or have been using the Accounts Payable module, this session will provide some data entry shortcuts and user preference settings which may streamline your data entry process.

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10:30 AM–12:00 PM #331 Living in the NOW Moment Michele Mariscal, SIA


How can you create more time or at least stretch the time that you have? There is an interesting phenomena that multi-tasking helps us get more done. In fact, studies show that the brain is not built for effective multi-tasking. What living in the NOW moment suggests is being present as you are doing what you are doing. Participants will take a lighthearted look at answering this question for themselves: “who are you Being while you are Doing what you are doing?” #332 Position Control – Part 2 of 2 Duane Percox & Ronnie Steward, QSS


This two part session will present an overview of the QCC version of Position Control. Please plan on attending both sessions 312 and 332. Topics will include:

A brief explanation of Position Control. A broad overview of the various components of the QSS/OASIS Position Control software. A description of the master files required to maintain position control data, including:

o Work calendars, o Salary schedules, o Employer-paid benefits definitions, and o District authorized position records.

Maintaining Employee Assignment data Requesting Salary/Benefit Projection reports Review of latest features, including FTE Multiplier and Overlap Control

#334 Version ‘L’ & Virtualized Environments Jeff Janoian & Logan Lemming, El Dorado COE

EXPERIENCE LEVEL INTERMEDIATE PRESENTATION LEVEL TECHNICAL SESSION TYPE REPEAT 40-MINUTE SESSION 10:30-11:10 AM

Are you unsure about which server direction to take when moving your QSS/QCC environment to Version ‘L’? How about going virtual? In this session, we will talk about some of the more popular virtualization products available as well as discussing the advantages of utilizing virtualized servers for you Version ‘L’ transition. Much of the session’s dialogue will have an emphasis on using VMware and how we, at El Dorado COE, are currently using it on our Version ‘L’ testing environment and our future production environment. This session will be driven more like a roundtable session and welcomes open discussions from anyone that would like to provide input of the subject.

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Wednesday, February 26, 2014 - continued #335 Financial Reports Kelly Burks & Laura Granados, Sutter County SoS


This session will cover how to run some of the most helpful reports from the Financial Job Menu that you can use in your day to day work. Topics covered will include:

• How to easily download the information into an Excel and work with it. • Help to understand which report is good to run when. • How to pull the data out you are specifically looking for. • Why should you run these reports - What’s in it for me? •

This session will provide a detailed overview of how to make the following financial reports do the work for you: Budget Report, Budget Transfer Report, Cash Transfer Report, Financial Activity Report, Comparative Report, and Summary Report by Resource.

1:30–3:00 PM #351 Payroll – A User’s Perspective Juanita Lopez & Marie Wagnon, Sacramento COE


QCC Payroll tips from a user’s perspective. Favorites, Quik Peeks, screen navigation, copy features, etc. Explore QCC payroll and customize your setup to make the system work for you. Come see what we use and share your ideas.

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Wednesday, February 26, 2014 - continued #352 Document Handling Craig Grilley, QSS

EXPERIENCE LEVE GENERAL PRESENTATION LEVEL NON-TECHNICAL SESSION TYPE REVISED

QSS has continued developing the Document Handling capabilities available within Version L of QSS/OASIS. These features allow for retrieval of PDF copies of:

paychecks/ automatic payroll deposit paystubs by a payroll clerk using QCC’s Payroll History module, or by an employee using the web based Employee Self Service (ESS) Module

Accounts Payable checks Purchase Orders / Change Orders Attachments W2 / 1099 forms

An additional software license fee and training by QSS is required in order to implement Document Handling. #354 Version ‘L’ Conversion Panel Chris Gilbert, Sacramento COE Jeff Janoian, El Dorado COE Ubence Quevedo, Merced COE

EXPERIENCE LEVEL ADVANCED PRESENTATION LEVEL VERY TECHNICAL SESSION TYPE NEW

Come hear about the version ‘L’ conversion from customers who are actively testing and converting their QSS data. Share your own ‘war stories’ about your conversion efforts. Learn best practices and what not to do. Ask lots of questions. Hear from customers converting to MS SQL Server and PostgreSQL. Capitalize on the experience of others! #355 Affordable Care Act (PPACA) Monitoring Tool Stephanie Gunderson, El Dorado COE Sherry Lack, Sacramento COE


This shared presentation will cover the Affordable Care Act employer tracking requirements for part-time employees who may qualify to be offered health benefits (as we know them to be at the time of the presentation) presented by Sherry Lack. A shared effort among several QSS clients has generated a programming project to produce a reporting tool that will allow agencies to monitor & analyze employees by ‘classes’. This tool will allow the district/COE to gather pay history detail to evaluate whether or not a specified threshold (defined by the end user) has been met in a specified time period defined when requesting the report. The monitoring tool will also produce a comma delimited file, so that the detail can easily be moved into Excel or Access for evaluation and analysis. This session will cover the steps in for classifying the employees as well as the options available when requesting the data. Stephanie Gunderson will be demonstrating this new reporting tool for employers.

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3:15–4:45 PM CLOSING SESSION #371 Migration Planning Meeting Duane Percox, QSS

EXPERIENCE LEVEL PRESENTATION LEVEL SESSION TYPE

This session is primarily for customer representatives involved in planning their organization’s migration from the traditional QSS/OASIS software to QSS Control Center (QCC), the new graphical user interface (GUI) and Linux version of the QSS software. QSS Migration Planning Meetings have occurred on the day immediately prior to or after QSS Users Group Board of Directors meetings, three times per year for the past several years. Topics covered in prior meetings have included both client and server platforms, supported databases, migration schedules, and beta test results and plans. The latest information regarding migration experiences and strategies from QSS is presented at each meeting. Due to the technical nature of this meeting, participants usually include system administrators, programmers, technical managers, and the occasional school business official interested in assessing the impact of the migration on their organization.

Thank you for attending the 30th Annual QSS Users Group Conference. We look forward to seeing you next year

in Visalia, California!

Please, travel home safely!

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Andrea Alvarado ............................ Kern County Superintendent of Schools Vern Alvarado ........................................ Merced County Office of Education Chris Gilbert.................................... Sacramento County Office of Education Julie Goto .................................... San Ramon Valley Unified School District Will Hoehn ................................................... Quintessential School Systems Cheryl Kelley .......................................... Merced County Office of Education Sherry Lack ..................................... Sacramento County Office of Education Susan Martin ..................................................... Lodi Unified School District Osvaldo Verduzco .................................. Merced County Office of Education

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President: Andrea Alvarado Kern County Superintendent of Schools Vice President: Julie Goto San Ramon Valley Unified School District Secretary: Patty Painter Corona-Norco Unified School District Treasurer: Terri Burger Corona-Norco Unified School District Past President: Sherry Lack Sacramento County Office of Education Finance/Personnel Committee: Catherine Hawes Sutter County Superintendent of Schools Cheryl Kelley Merced County Office of Education Emergency Preparedness Committee: Al Foytek Visalia Unified School District Vicki Lueck Kern County Superintendent of Schools System Management and Administration Committee: Sally Savona Stanislaus County Office of Education Bruce Storer Kern County Superintendent of Schools Purchasing, Stores, and Fixed Assets Committee: Linda Crawford Stanislaus County Office of Education Rose Garcia Berkeley Unified School District

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Capitalize on Change · 2014-01-24 · on QSS Users Group 30th Annual Conference . February 24- 26,...

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