What’s New in PRM

Presented by: Linda Baisley

November 2007

Highlights of Portal 4• General Report Writer Updates

– Ability to add images (District Logo) to your mail merge

Letter with image and no page number

• Ability to remove the page numbers and web address from mail merge reports:– In Microsoft Explorer on the command bar click the printer icon, in

“Page Setup” clear everything in the header and footer fields.

Ability to Use Evaluated Fields

– Ability to create new fields based on old ones• For the example, to sort on employee categories the

following statement would be used “IF TEAC THEN 1/IF TOCS THEN 2/IF SUPP THEN 3/ELSE 4”.

– The system looks at the value of the employee category field.

• Prior to the evaluated field option sorting was done in ascending or descending order only

• Putting the code in the “EVALUATED_FIELD selection box gives the user more flexibility sorting the report

Evaluated field in data table

Report sorted by employee category with evaluated field displayed (Ascending Order)

The report sorted using evaluated field

– A new column subtotal code of “RPT”. You could use this in a cases where you have a repeated value throughout a column and to have the repeated value display on the subtotal line in the footer.

By using the Subtotal Code of “YES” you can see that the report totaled the column amount of 7,164.20.

By using the Subtotal Code of “RPT” it displayed the repeated amount of 31.70 in the subtotal line in the footer.

Dashboard

• Works in conjunctions with Report Writers• Controls what reports users have access to• Access granted by security role, employee

category, or by employee number.• A maximum of three Dashboards• Unlimited number of RW reports • Each Dashboard can have up to five columns

Reports or graphs can be a link (which will display the full report),

Or a reportlet (which displays the information directly onto the dashboard

Staffing Notification

Select “Y” in the WEB Profile Maintenance tab

•Ability to change status of SNS to “complete” without opening the inbox

•Does not leave an audit trail of the Staffing Notification.

ADW Work Board

• The Work Board is an add-on module for the Automated Dispatch Web or Automated Dispatch Lite products.

• Ability to accept jobs over the web for which they’re qualified to work.

• Reduces the volume of phone calls required to find replacement employees (Decreases central dispatch clerk/school secretary workload).

• 24/7 access to search for jobs and review previously accepted assignments

• Flexibility to choose the job that best suits the employee

• Ability to view details of an opening (eg. dates, subjects, location)

• Ability to view and print an online map (Mapquest)

• Existing Sub/Casual Dispatch Parameter Profile, Search Order Definition profile and Search Parameter profile used.

• Can use the same search order criteria as ADS, or have its own criteria including widening the search parameters as the date and time of the opening approaches.

• Proactive placement on-line keeps last minute job offers to a MINIMUM.

Automated Dispatch Lite (ADL)• Ability to hide the radio buttons regarding the need for a

replacement employee (Eg. Noon hour supervisors)

Dispatch search parameter 11,4,2,2

The user is now able to print envelopes for an employee from the employee inquiry screen with the option of printing the:

• Employee Address

• Location Name, or

• Location Address

<PF1>E

ENVELOPE PRINT EMPLOYEE SELECTION

EMPLOYEE NUMBER: 10010

Print Envelopes (1,1,4)

Virtual Field Numbers

• Ability to use virtual field numbers on the User Defined Demographics Screen (1,1,2 page 3)

• Renumber user-defined fields

• Virtual field number lets you change the displayed field and the tab order that the fields are tabbed through on the employee demographic screen.

• The customized reports that use the User Defined Demographic Screen fields will continue to use the original field number

Virtual Field Numbers are the same as the Field Numbers in demographics screen page 3

Demo Screen Changes (10,3,7,2)

In this Demo Screen Changes you can see that the Virtual Field Numbers are different then the Field Numbers

User Defined Report selecting the User Defined Fields 8, 9, 10 and 11 as you can see when running the report it used the original Field numbers.

Schedules• Repeat daily as opposed to weekly.

• Skip over statutory holidays, teaching holidays, district-wide professional days, Saturdays and Sundays, and other schedule-specific dates.  (6 day rotation schedule)

• Ability to add/change employee-specific schedules directly on the employee assignment screen.

• Verification/reconciliation logic will be performed to ensure that the schedule hours match the assigned hours.

• Enter future date schedule changes.

• Future plan is to develop a new web-based schedule entry module.

• 33= SCHEDULES - ACTIVATE SCHEDULE SCREEN Y

• 34= SCHEDULES - CHECK ENTRY OF SCHEDULE 3

• 35= SCHEDULES - CHECK THAT ASSIGNED LOCATIONS ARE • IN SCHEDULE 1• 36= SCHEDULES - CHECK THAT ASSIGNED LOC UNITS EQUAL • SCHED UNITS 1• 37= SCHEDULES - DEFAULT UNIT TYPE

Screen Control Profile - 10,2,11

Inside the schedule

• Example of the Schedule History Selection Screen which comes up if the employee has more than one schedule on an assignment. 

• The report will show the employee’s schedule as of a prompted date range, showing you any days that aren’t worked such as stats, pro D days etc.

• The Bump Cal option lets you enter dates that might be in any other calendar that might result in your daily repeating scheduling being bumped.  i.e. if the stat, teach, prod calendars aren’t adequate, then you can enter schedule specific dates in here.

11,1,5,1 - Dispatch Consecutive Day Report

• Reads through an employee’s dispatch (based on the 'from and to' date range) to determine if they have reached the number of consecutive days specified when running the report.

• This report uses exactly the same day count logic as the costing module.

Two columns have been added:1. SA – Same assignment2. VA – Vince ReadyDAY- shows the day count which was assigned

by the system. It always assigns the higher of the two calculation methods as the day count used.

Debugging has also been added to this report.

•Use D or S instead of E in employee sort field •This should be run for one employee at a time.

New enhancements in the replacement employee costing Module:

Enhancement #1: All School Districts

• The consecutive day count logic will now (optionally) refer to the replacement employee’s absent employee’s schedule when calculating the number of consecutive days. 

• This enhancement will now (optionally) refer to the replacing employee’s schedule when calculating the number of consecutive days. 

• Will maintain the consecutive nature of the day count where gaps in a dispatch are caused by the replacement employee (likely a part-time teacher) are caused by their regular schedule.

Enhancement #2: All BC School Districts – Vince Ready

• allows you to alter the way the retroactive pay occurs once the employee is to be paid at the scale rate.

• will reverse out the previous pay using the regular pay paycode and amount, and create new time sheets with the scale rate paycode and amount.

Retro Pay Logic in Replacement Employee Costing Module

• Prior to PRM v7.0

DATE DAY ST TM EN TM POSITION LOCA ABSENT EMP CODE F PC S OCC UNITS REP RATE-------------------------------------------------------------------------------------------- 001 19-Jan-2004 Mon 8:55 15:08 TOC 0026 11953 ILL 1 01 0300 1.00 190.000 002 20-Jan-2004 Tue 8:55 15:08 TOC 0026 11953 ILL 1 01 0300 1.00 190.000 003 21-Jan-2004 Wed 8:55 15:08 TOC 0026 11953 ILL 1 01 0300 1.00 190.000 004 22-Jan-2004 Thu 8:55 15:08 TOC 0026 11953 ILL 1 02 0300 1.00 319.370 003 21-Jan-2004 Wed 8:55 15:08 TOC 0026 11953 ILL 1 51 0300 0.00 129.370 002 20-Jan-2004 Tue 8:55 15:08 TOC 0026 11953 ILL 1 51 0300 0.00 129.370 001 19-Jan-2004 Mon 8:55 15:08 TOC 0026 11953 ILL 1 51 0300 0.00 129.370

• Retro Pay Logic

DATE DAY ST TM EN TM POSITION LOCA ABSENT EMP CODE F PC S OCC UNITS REP RATE-------------------------------------------------------------------------------------------- 001 19-Jan-2004 Mon 8:55 15:08 TOC 0026 11953 ILL 1 01 0300 1.00 190.000 002 20-Jan-2004 Tue 8:55 15:08 TOC 0026 11953 ILL 1 01 0300 1.00 190.000 003 21-Jan-2004 Wed 8:55 15:08 TOC 0026 11953 ILL 1 01 0300 1.00 190.000 004 22-Jan-2004 Thu 8:55 15:08 TOC 0026 11953 ILL 1 02 0300 1.00 319.370 003 21-Jan-2004 Wed 8:55 15:08 TOC 0026 11953 ILL 1 01 0300 -1.00 190.000 003 21-Jan-2004 Wed 8:55 15:08 TOC 0026 11953 ILL 1 02 0300 1.00 319.370 002 20-Jan-2004 Tue 8:55 15:08 TOC 0026 11953 ILL 1 01 0300 -1.00 190.000 002 20-Jan-2004 Tue 8:55 15:08 TOC 0026 11953 ILL 1 02 0300 1.00 319.370 001 19-Jan-2004 Mon 8:55 15:08 TOC 0026 11953 ILL 1 01 0300 -1.00 190.000 001 19-Jan-2004 Mon 8:55 15:08 TOC 0026 11953 ILL 1 02 0300 1.00 319.370

Leave Module

• Web entry leave request form. Entry point is through ADW - absence entry

• Short term leave requests will create corresponding absence

• Entitlement Checking once dates and times are entered

Leave Form

• Customizable for each absence code/leave type

• Can display and collect specific leave type data (i.e. required documents, information regarding bereavement request etc.)

• Required documents received by HR can be recorded (though not stored) online.

Leave Creation and Inquiry

• Automatic leave record creation and interface with OPS and BAS

• Status notification for both employees and managers

• Inquiry on leave at any stage of the process will display details of leave request and approval up to the current state

Benefits of the web Leave Module

• Less duplication of effort

• Replaces hand-written forms with clear data.

• Immediate creation and update of leave records

• Simultaneous creation of leave and absence

• Proper matching of leave and absence record because they are linked at the point of entry

• Online submission and routing ensures faster, more accurate processing from submission to approval

• Enforces form completion through required field validation

• Entitlement and budget checking / validation

• Customization of form by leave type

Bereavement Application

Bereavement Leave Schedule

Bereavement Leave Application

Bereavement Confirmation

Bereavement – PRM Confirmation

Bereavement Leave – Principal Section

Bereavement Leave – HR Section

Bereavement Required Documents

Bereavement – View Change