AAA to the Rescue Shawnee Halligan, HRIS Specialist halligans@nclack.k12.or.us or ext. 36046

What is AAA? Absence Management (AM, formerly Aesop) Applicant Tracking (AT, formerly AppliTrack) Awesomeness (YOU!) What is AAA?

New Name, New Look

Same Program

Absence Management - AM Information Section Online Suggested Best Practices Substitute Report Time Substitute Exclusions Leave Balances Reconciliation Leave Entry “No-Nos” Q & A Absence Management - AM

AM – Information Sheets Information Section on the Human Resources Department Page Bottom of Left Sidebar AM – Information Sheets

Send Suggestions for Additional Info Sheets Help for IAs now using AT Send Suggestions for Additional Info Sheets

Suggested Best Practices Utilize Reports Absentee Report Substitute Sign In Pay Code Review-Empty and Accounting Code Review-Empty Enter Extended Leaves within Pay Period Timeframes only (11th of month to 10th of next) Encourage Staff Use of Favorite Five Substitutes AM has preferred treatment for staff member’s “Favorite Five” substitutes, including emailing them when absences are entered and available to fill Populate School Preferred Lists Individual Absences – Reports/Absence/Absentee Report Change Date Range, uncheck Vacancies, select Employee, select Search Substitute Sign In – List you can print out and have all AM subs sign in for the day. Change Date Range, select Search, then Print Pay Code Review-Empty and Accounting Code Review-Empty – reports show records that are missing key fields for payroll Suggested Best Practices

Substitute Report Time Helpful for IAs now using AT If substitute report time should be different than leave hours entered (most likely with Classified employees), click on the chain-link icon in between “Time” and “Substitute Report Time” When classified staff enter leave, they should only enter for hours of leave without lunch break. But, substitute needs to work the entire shift Substitute Report Time

Substitute Exclusions Exclude from Classroom Teacher must complete Feedback in AM; adds substitute to their Excluded Substitute List Exclude from School Administrator must work with HR on a case-by-case basis to exclude from entire school Anyone that uses a substitute via AM – teachers, IAs and secretaries at this time. Substitute Exclusions

Balances are automatically uploaded daily into AM from Visions “Enforce Balances” is temporarily suspended until after September payroll runs granting/restoring new Sick, Business Emergency, Professional, and Personal Leaves – be on the look out for accidental overuse when reconciling and work with Supervisor if issues found Leave Balances

Reconciliation Absences/Reconcile (instead of Daily Report) Absences can only be reconciled after the absence has occurred If you missed a date, click on the Expand arrow to access previous weeks to reconcile Accounting Codes – if you know charged somewhere but don’t now code, leave blank with a short NOTE Reconciliation

“No No” Save Anyway Approving as Administrator Do not use this option if it pops up – contact HR so we can determine why hours aren’t available if you feel they should be Approving as Administrator Please do not login with your administrator’s password and approve absences. Most, if not all, absences are available to be filled by a substitute even without administrator approval Reminder “No No”

AM – QUESTIONS AND ANSWERS

Barely New Name, New Look

Same Program

Applicant Tracking - AT Information Section Online Add/Remove Columns, Column Preset Sorting Applicants Posting Routed to You Control Codes for ePARs Q & A and THANKS Applicant Tracking - AT

AT – Information Sheets Information Section on the Human Resources Department Page Bottom of Left Sidebar NEW NEW NEW AT – Information Sheets

Send Suggestions for Additional Info Sheets Cheat Sheets for processes that I get called about quite often Send Suggestions for Additional Info Sheets

Add/Remove Columns -Column Presets

Sorting Applicants

If you need to help with a posting that you would not normally have security to see (typically secretarial postings), principals can request they the posting be “routed” to you. The posting will then have a link under “Folders and Routing” on your dashboard. Posting Routed to You

Controls Codes for ePARs On Job Posting On Recommendation to Hire Form When you do an ePAR, we need you to select the vacant position that is tied to the posting. That position has a “control code” that is listed in both AppliTrack and Visions to tie them together with position control. You can find the code on the bottom of the posting or on the Recommendation to Hire Form. If it is BLANK, call me – I can get behind! Controls Codes for ePARs

AT – QUESTIONS AND ANSWERS Shawnee Halligan, HRIS Specialist halligans@nclack.k12.or.us or ext. 36046 Special Thanks to Paul Morrissey at AAA Paul.morrissey@aaaoregon.com 503-973-6545 AT – QUESTIONS AND ANSWERS