HRMS Crash Course Introduction Thank you for joining today’s presentation entitled ______________________.

Go-To-Webinar Overview of Go-To-Webinar Before we get started, I want to review a few housekeeping items and let you know how you can participate in today’s Web event. We’re looking at an example of the Go-To-Webinar Attendee Interface which is made up of two parts. The Viewer Window is where attendees see the presenter’s screen. The Viewer Window can be resized by clicking and dragging the lower right corner. The Control Panel is where attendees can interact with organizers. Move mouse over the Grab Tab You should see something that looks like this on your own computer desktop in the upper right corner. Click 1 Clicking the arrows on the Grab Tab opens and closes the Control Panel. Click 2 The Audio pane provides audio information. (If the organizer has given attendees a choice) There are two options. You can join audio through your computer; select Use Mic & Speakers. Click 3 Click Audio Setup to select your computer speaker or headset devices. Click 4, 5 and 6 You can choose to join audio through your telephone. Select Use Telephone, dial the number listed and enter both the Access Code and Audio PIN when prompted. Click 7 During (at the end, etc.) the presentation, you have the ability to send questions to our Webinar staff through the Questions pane. Simply type in your question and click send. (Optional) At the end of the presentation we will do a Q&A session to answer as many questions as we have time for. Click 8 During the presentation we may ask you to answer a question by raising your hand. This option is located on the Grab Tab. Click 9 and 10 If you prefer to keep your control panel open during the presentation, click View in the top menu and un-check Auto-Hide the Control Panel.

Continuing Ed Applicant Staff Action Position Search Positions Create Positions Separation Status & Benefits SSN New Course CEU Mass Updates Renewal List Search Activate/Inactivate Do Not Hire Applicant Continuing Ed Position Staff Action Once you have completed the session you will have enough knowledge to complete many of the daily tasks within HRMS.

HRMS Overview

LEA HRMS Modules Applicant Reporting Communication HRMS Definition The Human Resource Management System (HRMS) is a web-based software solution specifically designed to meet the human resources (HR) needs of all public school systems in North Carolina. It provides many, but not all, HR information management needs. HRMS Modules HRMS consists of four modules: LEA, Applicant, Report Generation, and the HRMS Communications Site. The LEA Module is an ever-growing suite of web-based human resources features that reduces paperwork. The Applicant Module is an online job application system where teachers and support staff can find current vacancies and submit a single application for submission to specific school systems or for statewide distribution. The Report Generation Module is a flexible set of management report tools and a variety of ancillary data extraction and manipulation features. The HRMS Communications Site is a central repository for HRMS information.

Getting Started

Sign onto HRMS as normal with your User Name and Password * Remember your user id and password are case sensitive

Left Panel is Module Navigation Clicking the HRMS Logo will return you to your LEA home page Key contacts information is entered on the LEA configuration page located under the setup module. Your system administrator is responsible for maintaining this information. Administrator Message Announcement – News -

Applicant Module

Click Applicant on the lea homepage Click Applicant on the lea homepage. The applicant module allows you to search, inactivate and update applications submitted to your LEA. Click SCREEN APPLICATIONS on the submenu. This will display the search applications module.

You can use this form to release or retract up ten individual applications. You must individually release each application submitted by a candidate. For example, you could release a candidate's substitute application while leaving the licensed application in the screening process and not visible to your hiring agents. To release or retract applicants, follow these steps: 1. Select your screening status: Released or Unreleased 2. If you want to restrict the search results to a particular application type (Licensed, Substitute, Classified or Bus Driver), select the appropriate radio button 3. If you want to restrict the search results to a particular Last Name or SSN, type a value in the box provided. NOTE: The last name and Social Security Number search can be exact or fuzzy. Only the first part of the field must match the search value 4. Click on the “Start Search” button. 5. The results of your search are displayed in a table (See below). Above the table is text showing how many results were returned and how many pages of data are in the table. Buttons above the table allow you to move between pages of the table so as to display all records. Some columns may be sorted by clicking on the up or down arrows. Note also that many of the columns can be used to sort results. Use the arrows in the column heading to sort the results as desired

If you selected “Release Selected Applications”, those applications are now viewable during the applicant search. If you selected “Retract Selected Applications”, those applications will not be viewable during an applicant search. As applications are selected they appear at the bottom of the window. Click either the "Release Selected Applications" or "Retract Selected Applications" button and wait for the confirmation message. This will change the status of the applications you selected.

Click Applicant on the lea homepage Click Applicant on the lea homepage. The applicant module allows you to search, inactivate and update applications submitted to your LEA. Click SEARCH APPLICATIONS on the submenu. This will display the search applications module.

Click in the text box next to SEARCH VALUE to begin your search. Exact: this will display information based on what you typed in the search value text box. (uncheck exact. The question mark indicates there is a system tool tip available by hovering over the mark You have to options By last name and by SSN SSN will allow you to search on the last four digits of the SSN of the applicant Application type is based on the position you are looking to feel and HRMS has 4 types of online applications. Clicking the licensure area to search will populate a drop down menu and allow you to select a license to search on. HQ is highly qualified. You may also select position type. Using the calendar will allow you to search a specific date range. Entering this information assist the system with minimizing the total number of results to be returned on your search. This can also minimize the time it takes for your results to populate on the screen. Reset Advanced Search Criteria button will removed the information you have entered in this section HQ Code list Click search applicants to begin your search based on the information you entered

Viewing Applications 1. To View the application select “View App” from the Actions column. This will display the application for your review. In the results list, select "Select" beside each application you want to release (or retract). Before you click, please note the value in the category column (L,C,S,B) to make sure you are selecting the correct type of application to update. You can only select up to 10 applications at once. Other options in the “Action” column include “Licensed Data” and “Local Forms”. If “Licensed Data” is selected, then both the Applicant‟s licensed data on file with DPI AND the Licensed data the applicant entered on their application are displayed. “Local Forms” will only be applicable if the applicant is a current or former employee. If selected, any “Local Forms” that the employee has/had can be displayed.

Click Applicant on the lea homepage Click Applicant on the lea homepage. The applicant module allows you to search, inactivate and update applications submitted to your LEA. Click Activate Inactivate Individual APPLICATIONS on the submenu. This will display the search applications module.

Click Applicant on the lea homepage Click Applicant on the lea homepage. The applicant module allows you to search, inactivate and update applications submitted to your LEA. Click Activate Inactivate Individual APPLICATIONS on the submenu. This will display the search applications module.

All instructions on listed on the page how to activate and inactivate applications. Click next

Clicking close window will return you to the LEA Homepage

Select the desired option below Select the desired option below. If you notice only the option that you can perform is available.

Click Applicant on the lea homepage Click Applicant on the lea homepage. The applicant module allows you to search, inactivate and update applications submitted to your LEA. Click MASS APPLICATIONS on the submenu. This will display the search applications module.

You would want to do this process at least once a year You would want to do this process at least once a year. Most school systems complete this task in early November and early to mid April. The major hiring seasons are the end of the calendar year or in the summer. You may enter a date manually or click the calendar icon to select a date.

You would only use the TO date You would only use the TO date. The information you put in the TO date will be moved to inactivate status. KEY THING TO REMEMBER THERE IS NO MASS UNDO.

The most popular option on this screen is the “Inactivate All Applications Modified Before To Date.” If you want to inactivate all applications not modified since a certain date, put that date in the “To” box and leave the “From” box blank. Then click on the “Inactivate All Applications Modified Before To Date” button. If on the other hand you want to inactivate applications last modified between 2 dates, enter both dates and click on “Show Applications Modified Between Specified Dates”. The application will appear as in the screen below: The total number or applications retrieved is displayed along with the first 5 applications. Select the applications to inactivate individually or “Select all rows displayed” if you want all 5 selected. As you select applications they appear at the bottom of the window. (See below)

Once all are selected, then click on “Inactivate Selected Applications” and they will all be inactivated. KEY THING TO REMEMBER THERE IS NO MASS UNDO.

When selecting to view applications without a modified date you will enter both a TO FROM DATE. Click the Show applications between specified dates

Select an application and click Inactivate Selected Applications Inactivate Selected Applications will reactive the applications selected Reset Selection Table will refresh the screen and allow you to being the process over or continue with processing applications.

Click Applicant on the lea homepage Click Applicant on the lea homepage. The applicant module allows you to search, inactivate and update applications submitted to your LEA. Click DO NOT HIRE on the submenu. This will display the search applications module.

You would want to visit these 2 sites before a job offer is made for all LICENSED positions. To view all Employees or Applicants on your „Do Not Hire List” select “Do Not Hire” from the “Applicant” drop down on the HRMS Home Page. Then select which list you want to view. A list of Applicants and Employees is available.

This is the revoked. Everyone who has a revoked NC License This is the revoked. Everyone who has a revoked NC License. Their license is only revoked after due cause and with the legal process being followed. This is maintained by the Licensure department at NCDPI.

You would want to visit these 2 sites before a job offer is made for all LICENSED positions. To view all Employees or Applicants on your „Do Not Hire List” select “Do Not Hire” from the “Applicant” drop down on the HRMS Home Page. Then select which list you want to view. A list of Applicants and Employees is available.

You must be assigned to the System Administrator Role Group AND the Dismissed Teacher List role group in order to access this feature. If you have the appropriate authority, you will see the link to the Dismissed Teacher List in the upper left corner of the screen. Use your normal username and password to sign in.

You may sort this list by clicking on the up and down arrows under each column heading. Click on the appropriate row to view more information about the dismissed teacher. You may make an entry to this list by clicking on the Add New Dismissed Teacher button and completing the fields as directed on the screen. Please remember by general statue any teacher that has been dismissed for cause through the due process must be submitted to this website or to Catie Cornetto at NCDPI for further instructions. If this is not completed in the time required by the statue there can be sever action taken against the personnel administrator.

The title Phone and Email fields are the information of the person who submitted the data. Print will send this page to your local printer and close widow will return you to the Dismissed teacher home page You will use the red X in the top corner of the window to return to the DO NOT Hire List This can be served as a resource to get additional information about the action taken.

Click Applicant on the lea homepage Click Applicant on the lea homepage. The applicant module allows you to search, inactivate and update applications submitted to your LEA. Click DO NOT HIRE on the submenu. This will display the search applications module.

This is your local do not hire list and can not be seen by other school systems.

Scroll down the list and select an applicant name

If you click on show former employees If you click on show former employees. The same screen will populate and you will have the option to view or edit the current information about former employees.

This DOES NOT ADD EMPLOYEES OR APPLICANTS TO THE DO NOT HIRE LIST This DOES NOT ADD EMPLOYEES OR APPLICANTS TO THE DO NOT HIRE LIST. To add will be done in the employee staff actions or screening applications.

Position Module Before moving into the Position Module do we have any questions?

NAVIGATION: LEA Home Page Positions Position Management The Position Management Console is where you perform all functions of position control, with the exception of employee assignments. Here, you may launch most position-related functions from a single location. Your assigned role within HRMS determines the functions available to you. NAVIGATION: LEA Home Page Positions Position Management

The position management console is displayed . Position Actions   Search Positions This feature offers you an alternative method to search for positions within your system. Your search criteria remains in the system until cleared If your search does not return your desired results, click Clear Search and try your search again. You may click on the position number or the View text in the right-hand column, to edit and view position information. Position List The Position List feature allows you to view data associated with all the positions at your LEA. You will advance to the Position List Position Results page which displays all of the existing positions at you LEA. You may sort all of the columns except the Task column in either ascending or descending order. Create Position You may create a position by entering the required information or by copying information from an existing position and making appropriate changes. This form is similar to the example on pages 4-5. You can duplicate information from an existing position by entering a valid position number in this field and clicking on the Go button. Enter a new position number in the Position # field in Section 1, and select a new budget code(s) for the position in Section 5 Inactive List The Inactive Position List feature allows you to view and modify information about inactive positions at your LEA on the Position Results Page. After selecting a position from this screen you can: View position information created on the position screen. Modify position information in all fields. Modify budget codes for filled (or partially filled) positions through Staff Action, rather than updating the Position form directly. Use the Modify Position form in Staff Action to update budget codes.

Enter search criteria to display the position information. Today we will use the Site number option. Enter a Site number and click the search site button was clicked. If the position number is known you may enter it and click the show position button.

Always maximize the window when viewing the Position Search Results to navigate the position list easier. You may sort the list on each column by clicking on the up and down arrows under each column heading. You can toggle the position list scrollbars by clicking "Toggle scrollbars”. To refresh the screen after you act on a position, perform your search again or refresh the screen by pressing F5.

Select a position by clicking on the row Select a position by clicking on the row. Your selection is displayed above the list along with a set of action buttons. Some of the actions are enabled, depending on your user rights and certain values associated with that position.

Click on the View Position Button to display the position information.

Click on the View Position button to display the position information Click on the View Position button to display the position information. No edits are allowed on the View position screen.

Editing the Position Information Click on the Edit Position button if you plan to change any of the existing position information.

Allow update copies information on the ASSIGNMENT Allow update copies information on the ASSIGNMENT. This copies over at the point and time the current employee separates or when the syncing process with payroll is used either in single for mass. This information is covered in the Payroll syncing process training. Title 1 does not refer to the funding source but rather has the position been added to that site because it is a Title 1 school. Start date and end dates are only used for temporary positions. This is the position only not the EMPLOYEE. This position can be a grant position, boosters club or anything that is for a specific time frame and then removed. Sometimes systems choose to use a start date without an end date when a new ongoing position is added because of increased enrollment or funding. Position core academic subject area refers to licensed positions and is used in generating data for your systems NCLB reporting. Position governed under NCLB requirements refers to classified positions only and is used to generate data for your systems NCLB paraprofessional reporting. Description should be very specific

• SS-200 - The state-required Public School System Full Time Personnel Report. • SS-300 – The state required Local Salary Supplement Report • SS510 – The state required Bureau of the Census Supplementary Data Report EE05 – Elementary and Secondary Staff Information Contact your Payroll Office to determine the correct salary schedules, grades and steps for a position. HRMS imports salary schedule data from your payroll system. • Payment Method - Salaried, Hourly, Flat Dollar • Base Pay Table (Salary Schedule) – In HRMS all salaried and hourly positions must be assigned to a pay table/salary schedule. Use the drop-down list to select a valid pay table. • Grade – In HRMS, all salaried and hourly positions must have a pay grade. However, LEAs have the option to select ‘N/A’(Not Applicable) if they are not using Grades. • Standard Hours – If the payment method is hourly, you are required to update the standard number of hours per week that a person in this position would normally work. Standard Hours is not required for Salaried positions. • Hours Funded –This value should be the total assignment hours of all employees assigned to this position. Hours Funded is not editable for Salaried or Flat Dollar positions, but is required for Hourly positions • Percent Funded – This value should be the current total assignment percentages for the position. Percent Funded is not editable for Hourly and Flat Dollar positions, but is required for Salaried positions.

These are not required fields and can be populated via the payroll update process once the individual has been entered in your payroll system. There is no limit on the number of budget codes you can create for a position. The Budget Codes available for selection will be limited to currently active account codes in your Chart of Accounts. The New Position Budget Code link populates the card shown above. This allows you to create a new position budget code that is not already associated with the position. After entering all data fields on the card, click the Save button. The Edit link allows you to edit the current position budget code associated with the position. This will populate the current budget code information card with the current position budget code values. After completing desired changes to all the appropriate fields on the card, click the Save button. The Delete link will allow the user to delete the budget code from the position. The Cancel button closes the card without saving any data entered. The Save button saves all data entered on the card. Rules for Adding a Base Budget Code: • If you selected ‘Salaried’ as the Payment Method, you will enter the Percent of the position that is being funded from this budget code. For example, a ‘Salaried’ position may consist of 100% base funding from one budget code, or it may be made up of two budget codes funded at 50% each. • If you selected ‘Hourly’ as the Payment Method, you will enter the number of hours per week being funded from this budget code. If this is a 40-hour-a-week position, all 40 hours might be funded from one budget code or it might be funded with two budget codes at 20 hours each.

Click on the message box to remove the budget code Click on the message box to remove the budget code. Additional information is covered in the payroll syncing process. Now we will return to the Position Management Console main screen.

Locate actions on the Position console and use the drop down arrow and select CREATE Position and click GO this will populate the new position screen.

Typically many school systems use the school site as the first 3 digits. The last three can sometimes use 100 as administrators etc. You can adopt a numbering scheme for your system and if one is in place continue to use the numbering system in place.

SS200 is a state report used in multiple ways by DPI SS200 is a state report used in multiple ways by DPI. It should only be used for EMPLOYEES identified as fulltime. (there is a difference between full time employment and qualifying for full time benefits. )

SS510 is no longer a valid report EE05 is a federal report where all employees for every position are identified. This report uses the same identifying categories as the SS200 but does reflect all employees not just full time. EE05 is submitted to the Equal Employment Opportunity Commission.

Local use fields are defined by the local school system on the LEA configuration page. These fields are used to track LEA specific information that is not otherwise contained in system defined data fields. These fields are cover in more detail in our Reporting webinar.

You may post any position on the announcements page as long as the position number is valid and the position status is not frozen, inactive, or pending purge. You may post an announcement against a position that is fully staffed.

Enter all data fields necessary and click submit. The Cancel button closes the announcement without saving any data entered. The Submit button saves all data entered on the vacancy.

After you post your announcement to the internet, you may return to the announcement page at any time and change whether the announcement appears on the web page or not. Use the Remove Announcement button to remove the announcement from the web page. Changes to position announcements will appear on the web page within 24 hours after submission.

Click the NEW VACANCY button Read and Click OK on the message This will launch the VACANCY PERMIT SCREEN

Date position available Vacancy end date is the ending date of employment for a temporary position. Normally this is left blank because most positions are continuing positions. Vacancy closing date is the last date the school system is willing to take applications for that particular position. Normally this field is left blank because most positions in the school system are opened until staffed.

The Contact information is editable. This information will be displayed in the vacancy for applicants to see. Click the submit button. This will post the vacancy permit. This conclude the position management training. Are there any questions.

Continuing Ed Module

The Continuing Education Console menu is accessed via the HRMS Home Page CEU Template Management

The first step in developing a new CEU Template is to check and see if there is an existing template already on file for the course you want to post to an individual(s) record(s) for successful completion of a course. This task is accomplished by typing in the Course Title, or at least some part of the course title, in the Search Value box (CT - 1). The system will check all current Course Titles to see if there are any existing course titles that contain what was typed in the Search Value box anywhere in a title. The operator should be sure the Exact box is not checked (CT - 2) then click the Description button (CT - 3) to get your results.

If the search returns 0 records found (CT - 4) then you will need to build a New Course Template by clicking the New Course button (CT - 5). If the desired course already exists, follow the steps detailed in the “Assigning Credits from an Existing CEU Template” section later in this document.

Once the New Course button is clicked (CT - 5) a blank template will appear and the operator will need to complete all of the data fields. Once completed, the template can be thought of as a master document that can be retrieved and used again whenever additional employees complete the same class. An explanation of the data fields will follow the screen shot of the CEU Template. Enter a class code  Class Code (CT - 6) - The class code should be a unique identifier that is only used for one specific renewal credit title. This field was expanded several years ago from the original 6-character (alpha and/or numerical) to an 8-character field. Click VERIFY AVAILABILITY button Verify Availability (CT - 7) - Once the Class Code unique identifier is entered this button should be clicked to ensure that the unique identifier entered has not already been assigned to another class. A popup box will appear and let you know if the selected identifier is available.

Read and click ok on the message box Read and click ok on the message box. This is confirming the class code selected is available for use.

Source (CT - 8) - The source, or the individual that sponsored the class / course, should be entered here.  Class Description (CT - 9) - The actual course title of the class / course should be entered here. This data field was also expanded several years ago to allow for a more complete course description. Renewal Credits / Semester Hours (CT - 10) - The amount of credit to be awarded should be entered in one of these data fields. If the class is an actual college/university class with semester credit awarded to an individual, by a college / university, then the number of semester hours should be entered instead of Renewal Credit. The HRMS System will multiply the number of Semester hours by 1.5 for inclusion in the individual's Renewal Credit Totals. When a semester hour class is posted this way it is very easy to determine if an employee has successfully completed their Lateral Entry / Provisional License Requirements for the current school year.  The awarding of Academic Credits is now a requirement for ALL Teachers in grades K-12 and should be a part of any review for license renewal / extension. This new academic rule does not apply to the renewal / extension of licenses for individuals serving in a student support or administrative role. The Academic Credit requirement is effective for requests made to the Division of Licensure after July 1, 2009. As a basic rule, an individual course / workshop cannot be counted toward two state-mandated sub-category licensure requirements at the same time (i.e. Reading Methodology and Academic Credit). However the credits can be split between two categories, and this procedure has been incorporated in the HRMS validation process that became effective with this release. The validation process in HRMS is based on the Licensure Section's interpretation. Academic Credits can be granted for courses / classes / workshops that pertain to the content, or the methodology of teaching the content, of any teaching license area that is posted on an individual's North Carolina Teaching License. An individual will have Academic Credit posted to their Renewal Credit History based on the following procedures: The Academic Credit question has been checked as Yes and an Academic Credit amount has been entered on the CEU Template that does not exceed the total amount of Renewal Credit to be awarded. One or more License Categories were selected that contain at least one Teaching License Area that is posted to the teacher's NC Teachers License. This is a behind-the-scene audit that is performed by the HRMS System for each License Categories (CT - 11) - This new data field included with LEA Release 5.5 displays if Academic Credits is set to “Yes.” The License Categories functionality is used to identify which license areas an individual must have on their NC Teaching License in order for the system to allow the awarding of Academic Credit to their Renewal Credit History. Additional information on the operation of this functionality will be explained later in this document.

Subcategory Postings (CT - 12) and the Amount of Subcategory Credit (CT - 13) - In this area the operator should identify any subcategory credit for which the individual(s) completing the course should receive credit. Once a subcategory has been identified as eligible for receiving credit then the amount of credit, for that subcategory, should be entered. Please remember that an individual cannot receive full credit in more than one state required subcategory (Reading Methodology / Principal Credit / Academic Credit) for a particular course. The full amount however, can be split between two or more subcategories based on the content of the class / course. For additional information on the subcategories and their amount of credit required please see the Licensure Manual or contact the Division of Licensure at DPI. Submit (CT - 14) - Once all of the data fields have been completed the operator should proof the entries to ensure their accuracy and then click the Submit button. This will save the Course Template and allow the operator to have access to assign this course / class to the individual(s) that have submitted the verification of successful completion. Select a Licensure

After the Submit button on the CEU Template is clicked, the CEU Template Management screen will refresh. From this screen the Staff Development Clerk or other authorized HRMS operators can assign Renewal Credit to an individual or a group of individuals. The particular steps involved in posting renewal credits to an individual or group of individuals are detailed below. The screen has now changed to Assign Continuing Education Class. The class code is defaulted in but can not be edited if the data entered is incorrect. Completion Date (AC - 1) - The date of successful completion of the course / class should be entered here. This field must be completed or the HRMS System will not allow for the posting of the Renewal Credit. Specify Class Roster (AC - 2) - The Staff Development Clerk should select the process they want to use for identifying the individual(s) for inclusion for posting of the Renewal Credit to their record.

We will assign credits by name We will assign credits by name. When clicking on the BY Name button it will populate the Entering CEU screen

Name or by SSN - The Staff Development Clerk should type the last name or the last 4 digits of the SSN into the Name or SSN Box (AC - 3). The HRMS System will then identify the individuals in your HRMS System that match the entered information and display these individuals in the box next to the entered information (AC - 4). The listing includes the Primary Site and the Primary Position Description to assist in identifying the correct employees so the renewal credit will be posted to the correct Renewal Credit History.

The Staff Development Clerk should then select the correct employee(s) by clicking on their line of information (the line will become highlighted) and their name will appear in the Employee List (AC - 6). This process should be duplicated until all of the names of the employees scheduled to receive credit for the course / class are identified, then the Validate Button (AC - 5) should be clicked. By clicking the Validate Button, the system will check to see if the individual(s) identified (AC - 6) have already received credit for this course number on the same day. If an individual has already received credit for this specific course on this date, the system will identify that individual(s) and not allow the operator to proceed without removal of the identified employee(s). The available employees will be listed in the box beside the Employee List (AC - 7 - see next page).

Click the validate button.

When validation is complete the submit button will populate When validation is complete the submit button will populate. this will attached the names to the Special Note - The HRMS System does allow for the same Course to be posted to an employee's Renewal Credit History if a different Course Completion date is used. This allows for the posting of new or additional information on a subject, and it also allows for an individual to retake a course IF Prior Approval is granted by the current employing school system prior to taking the class.

The names added on the previous screen will not be validated The names added on the previous screen will not be validated. Validations is complete to eliminate crediting the same credit to an individual

Once validation has been complete. Click the submit button Once validation has been complete. Click the submit button. This will add the employees to this course in the HRMS system.

Click close or print. Click close to retune to the continue education module or LEA home page.

The Continuing Education Console menu is accessed via the HRMS Home Page CEU Template Management

Enter a search value Class code Description

Scroll and select a course to work with.

Read and click ok on the message box. If you want to delete the course Read and click ok on the message box. If you want to delete the course. If this is not the correct course to delete click OK

Scroll and click a course and click EDIT Scroll and click a course and click EDIT. This populated the Edit Continuing Education Class

The class code is not editable on this screen and revise the credits assigned and click the validate button. Enter all revisions to the course and click validate and then click submit.

The edits for the course should not be displayed The edits for the course should not be displayed. If the revisions are not displayed press the F5 key to refresh the screen.

Enter a class code and click add to class

The Mass Update functionality for a Single Course has been updated in release LEA 5.5 to incorporate the new Academic Credit functionality detailed earlier in this document. The Mass Update function for Reading Methodology Credit can now only be performed for existing renewal credits where no Academic Credit was awarded. You will also notice that the mass updates for NCLB Credits, Technology Credits and Principal Credits have been eliminated. This decision was based on the large amount of programming and quality assurance testing that would be required for each function; it was deemed not cost effective to invest the time needed to adjust these mass updates. These mass updates were developed several years ago at the time that NCLB Credits, Reading Methodology Credits and Principal Credits were added to the system; therefore, they are no longer providing a significant benefit to the LEAs. If a particular course / class needs to be updated or corrected this can still be accomplished via the Single Course Mass Update functionality.  The Mass Update Options (Single Course and Reading Credit (Methodology) ) are accessed via the Continuing Education Management Console on the Home Page Continuing Education CEU Template Management Mass Update Option

Once the Update Credits Using a Course Template (Mass Update for a Single Course) screen appears the following informational fields should be completed: Course Code (MU - 3) - The Unique Course Code that corresponds to the course / class to be adjusted should be entered here. Find Course button (MU - 4) - When the Find Course button is clicked, the system will then display the latest Course Template information for the course / class (MU - 5) that will be used to correct each identified individual's HRMS Renewal History.

When the Find Course button (MU - 4) is clicked, a list of all instances where that particular course has been assigned will also be displayed in sequential date order immediately below the course template information. Note: If the credit values in for a particular course display as dashes, then this is a course that was assigned prior to the implementation of Release 5.5. In those cases, the course credit information originally assigned is not available.  Next the operator will Pick the Course(s) to find Attendees (MU - 6) - The operator should select the corresponding course(s) to be corrected by clicking on the correct checkbox(es). Once the correct Courses have been identified the operator should click the Find Attendees button (MU - 7).

After the Find Attendees button is clicked (MU - 7) a roster of individuals that have credit posted for the specific course will appear in the section labeled Uncheck the Attendees to Exclude from being updated with the Chosen Course Template. Special Note (MU - 8) -The operator should then uncheck the specific individuals whose renewal credit history DOES NOT NEED to be corrected by clicking on their checkbox (MU - 9).  Once all of the individuals to be corrected have been identified the Update Selected Attendees button should be clicked (MU - 10).

Once the information has updated print a copy and file Once the information has updated print a copy and file. Then choose close to return to the CEU module homepage. Do we have any questions?

Employee Staff Action

Navigation is EMPLOYEES>EMPLOYEE PAGE.

You may type in the full SSN and click Go to Employee You may enter a portion of the SSN and click search. You may enter the first 3 digits or the last 4. You may also enter a portion of the last name and click search. Today we will use the pick employee option.

Pick employee will populate a list of employees and you will scroll through the options and select the desired employee. This populates the Employee demographics page.

The employee demographics page displays the HRMS modules and staff actions in one location. The employee demographics page is divided into multiple sections.

In these sections it is important to verify the SSN Name in your HR department. The preferred name is a name other than the legal name that an employee will go by.

The Ethnicity is a key information to have entered correctly has some reporting will be submitted using this information.

Save changes on demographics page only.

When selecting the substitute profile you will also want to select YES on the substitute indicator Click the edit substitute profile link on the demographics page.

Use the drop down arrow to select the proper substitute profile.

Select the site and enter all proper data a

Select the employment status and click add Select the employment status and click add. Click close to return to the Employee demographics page

All of the changes should be visible on the Employee demographics page All of the changes should be visible on the Employee demographics page. If the information is not populated on the screen press the F5 key to refresh the page. Now we will view All Assignments. When selecting the VIEW ALL ASSIGNEMTENTS details this will give you a view of selected information about current, future, or archived assignments

The view all assignments display all employee position with your LEA. Payroll budget codes displays the budget information as it is in your payroll system if your positions are synced with your payroll system. Future assignments are pending positions the employee have been assigned to. This will be in the instances where an employee has accepted a new position and the start date is Sept 15. Archived assignments are assignments previously held by the employee. This page can be printed if need and signed by the appropriate personnel. Scroll to the top of the page and close this window to return to the Employee demogrpahics page.

Now lets take a look at some additional staff actions.

This is a slide from the NEWLY Developed LOA screen. The screen will look as such.

This new functionality will be cover during the New release training scheduled for Sept. 8, 2010

For information on tenure status please refer to the Benefits and Employment policy manual on the NCDPI website.

The ssn can be edited for an employee by an HRMS administrator only The ssn can be edited for an employee by an HRMS administrator only. It is important to correct the SSN rather than entering employee a 2nd time with the correct number.

Now lets create a contract

The contract screen will display all existing contracts that have ben created for the employee using the HRMS system. Click CREATE NEW CONTRACT button

Here you will enter all of the fields and create a contract for the employee. More details of creating contracts will be covered in the Licensure Renewal Non renewal training session. You may print contracts using the Letters option within the HRMS Reporting tool.

Reporting Tool

Reporting Tool Web Reports Local Web Reports The reporting modules are very efficient if your data with HRMS if entered correctly. There are several additional webinars scheduled that will assist in greater detail.

Survey Don’t forget to complete the survey.