Riding the Wave of Innovation HR Did You Know… Charlotte Fidler SRC Business Analyst

Agenda Searches – “Smart Find” and Wildcard Scrolling Through Employee Records Clearing screen if get in a loop User Security Access for Employees – by Mask, Location and field security Employee Master – searches and Go Menu Employee Selection Inquiry Employee Inquiry Using Profiles to enter new employees Employee Reports to assist HR Federal Reporting in alio for HR Programs to assist HR

Searches – “Smart Find”

Searches – “Smart Find”

Searches – “Smart Find”

Searches – Wildcard

Searches – Wildcard

Searches – “Smart Find” and Wildcard “Smart Find” Search From Find mode, click dropdown in last name field Start typing Last name – DO NOT CLICK IN FIND BOX Last names will filter as letter are typed To load record, double click on your choice of filtered records Wildcard Search Click in Find box after % and key letters or name to be found, then click May use multiple %’s in string Must be in order of information to be a matched Can search on any information found in dropdown list

Scrolling Through Employee Records

Scrolling Through Employee Records

Scrolling Through Employee Records

Searches – Scrolling through Employee Records Click Find, Find and first record in list appears by last name Scroll through using arrows If change is made, click in Last Name field and scroll forward, next record appears Answer Yes if “Save Changes” prompt appears (changes made in lower part of screen) Changes in top give save prompt when exit If stop, try to finish a letter of the alphabet Restart again by keying next letter with a % Example: S% will bring up all the names starting with the letter S Scrolling will stop when the last name starting with the Letter S appears

Clearing Screen if get in loop RecordClear

User Security Access for Emp by Mask – Set Up Profile Key HESEC_SECURITY_METHOD = USER HRS User Security - HESEC02A.FMX

User Security Access for Emp by Mask – Set Up Attach Security Mask to Employee Master in Security Access field

User Security Access for Emp by Mask HRS User Security - HESEC02A.FMX Used to restrict which employee records an alio user is able to view Restricts HRS records to match a security mask “?” is used as wildcard Security mask must be same length and pattern as assigned to employee 20 alpha-numeric characters possible including “?” as wildcards Security Access Group is assigned on the Employee Master – Security Access field Employees with a blank Security Access value will be accessible to all Recommendation: If Security is used, Security field should be a required field Set up in Item security NOTE: If security access is used, all employees who access employee master must have a record. For “all” access, use all question marks.

User Security Access for Emp by Location – Set Up Profile Key HESEC_SECURITY_METHOD = LOCATION Profile Key HESEC03AQ_WORK_LOCATION_TYPES = Define Location Types HRS User Security by Location - HESEC03A.FMX

User Security Access for Emp by Location HRS User Security by Location - HESEC03A.FMX Used to restrict which employee records an alio user is able to view Restricts HRS records to match a defined Location Type and Location Number Location Type must be defined in Profile to be selected from drop down Location Type “ALL” and Location Number “ALL” may be selected Employee locations are defined in HELOC01A.FMX – Employee Locations User will be restricted to see employees with defined Location Type and Locations in HESEC03A.FMX If Employee Location is blank, user will see employee NOTE: If security access is used, all employees who access Employee Master must have a record. For “all” access, select “ALL” for Location Type and Location Number.

Item and Form Properties for Specific Fields

Form Properties for Specific Fields

Item and Form Properties for Specific Fields

Item and Form Properties for Specific Fields Item Security limits user access to fields and buttons in a program Ability to set up is limited to a few users at a school district Item Security Administrator option must be check on User Program Change is for individual field for Form, Role ID or User ID Options include: Prompt – change name of the field on the screen (not field name in database) Concealed – prevent user from seeing field’s contents – see **** instead Disallow Insert – prevent user from entering value in field Disallow Update – prevent user from changing – dropdown does not work Disabled – display on form but “grayed” out – cannot access Not Visible – field does not display on the form To uncheck, must use Form Properties Required – requires user to enter info in field before exiting form; display in yellow Form Properties displays all security properties assigned to a form

Employee Master

Go Menu - List Master Use List Master to create a customized Go Menu for a Role

Go Menu - List Master

Go Menu - List Group Initial Values

Employee Master

Employee Master Employee’s SS# (no dashes) can be used as Employee Number on alio forms to locate employee record Searching Other Name (Maiden?) and Pref Name (nickname) User defined – recommend uniformity Searching capabilities on field(s) in master block – scroll through Phone, email, Supervisor, Gender etc May use multiple fields to filter – example: Gender, Emp Status, Ethnic Code In Find Mode, key(select) info, click Find and scroll through records

Employee Master – Supervisor Employee must be checked as Supervisor to populate Supervisor Master

Employee Master - Photo Save pictures individually in JPG, BMP, GIF, TIF format (pref JPG) Remove built-in security by opening in MS Paint and “save as” before uploading Use Browse folder to load  Save

Employee Master - Photo Saved upload path will show “Available” Click View to display photo If set up, photo is also available to display in ESP Employee Directory

Employee Master & Employee Miscellaneous

Employee Selection

Employee Inquiry

Employee Inquiry

Employee Inquiry

Using Profiles to Enter New Employees

Using Profiles to Enter New Employees

Using Profiles to Enter New Employees Use profiles to automatically populate employee data from predefined profiles in the following forms: Employee Deductions/Benefits Create Profiles for groups – Basic, Teachers, etc. Include SSB, SSD, MEDD, MEDB in groups Employee Leaves Employee Experience Click Set Profiles from Employee Master when entering a new employee Select the appropriate profiles groups that apply Federal Taxes and State Taxes will build Deductions as defined

Employee Reports Employee Personnel Directory – HEEMP01B.REP* Reports Using Date Types Employee Dates – HEDAT02A.REP Birthday Report – HMBTH01A.REP Employee Anniversary Listing – HEANV01A.REP Employee Basic Info Listing by Date Report – HEBIL01A.REP **NEW** in 12C only Employee Emergency Information – HEEMG01A.REP* Certification Reports Certification Report (Ver A) – HECRT01A.REP Certification Report (Ver B) – HECRT01B.REP Certification Report (Ver C) – HECRT01C.REP Employee Dependent Report – HEDEP01A.REP See New Benefits Program for additional reports **NEW** in 12C only *Spreadsheet Ready

Employee Personnel Directory – HEEMP01B.FMX

Employee Dates – HEDAT02A.REP

Birthday Report HMBTH01A.REP

Employee Anniversary Listing – HEANV01A.REP

Emp Basic Info List by Date – HEBIL01A.REP 12C only

Employee Emergency Info – HEEMG01A.REP

Certification (Ver A) – HECRT01A.REP

Certification (Ver B) – HECRT01B.REP

Certification (Ver C) – HECRT01C.REP

Employee Dependent – HEDEP01A.REP

Federal Reporting in alio for HR EEO5 – Equal Employment Opportunity District Report – HEEEO01S.FMX EEO4 – Equal Employment Opportunity County Report – HEEEO01A.FMX Federal Civil Rights Reporting - HECIV01A.FMX New Hires Report – HENHR01A.FMX Multiple Worksite Report – HHUNE05A.REP Bureau of Labor Statistics Report (BLS-790) – HHBLS01A.FMX Join the Federal Reporting session on Wednesday from 12:45-1:45 for more information on these reports.

Programs to Assist HR New Benefit Program **NEW** in 12C only Attend session on Wednesday @ 8:00 am New Employee Ded/Bens - HEDED11A.FMX **NEW** in 12C only Attend session on Tuesday @ 3:45 pm Employee Credits – HECRD01A.FMX/REP Employee Experience – HEXPR01A.FMX Employee Events – HEEVE01A.FMX/REP* Employee Evaluations – HEEVA01A.FMX/REP Employee User Defined – HEUDF01A.FMX Employee Tenure – HETEN01A.FMX/HETEN03A.REP Employee Seniority – HESEN01A.FMX/HESEN04A.REP

New Benefit Program - New 12C only Attend session on Wednesday@ 8:00 am for more information

Employee Ded/Bens - HEDED11A.FMX NEW 12C only Attend session on Tuesday @ 3:45 pm for more information

Employee Credits – HECRD01A.FMX Use to track additional education credits earned

Credits Setup = Points – HMPTS01A.FMX

Employee Experience – HEXPR01A.FMX

Employee Experience Maintenance Increase/Decrease Experience – HYEXP01A.FMX

Employee Experience Setup Experience Codes – HMEXP01A.FMX

Employee Events – HEEVE01A.FMX

Employee Events Setup Event Categories – HMEVA01A.FMX Event Codes – HMEVO01A.FMX

Employee Evaluations – HEEVA01A.FMX

Employee Evaluations Criteria

Employee Evaluations Setup Evaluation Phases – HMEVP01A.FMX Evaluation Status – HMEVS01A.FMX Evaluation Type – HMEVT01A.FMX

Employee Evaluations Setup - Criteria Criteria Codes – HMCCM01A.FMX Score Codes – HMSCM01A.FMX

Employee User Defined – HEUDF01A.FMX

User Defined Master – HMUDF01A.FMX

Employee Tenure – HETEN01A.FMX

Tenure Codes – HMTEN01A.FMX

Employee Seniority – HETEN01A.FMX/REP

Employee Seniority Setup HMSEN01A.FMX – Seniority Area Master HESEN02A.FMX – Employee Seniority Beginning Balance HESEN03A.FMX – Employee Seniority Leave of Absence Detail

Additional Training If you are interested in other alio WebEx group training sessions, you can view a list of sessions currently available at: http://www.myalio.com/web-training/ If you prefer one-on-one training, please contact your alio support provider directly for cost and scheduling information.  If you have any questions or concerns, please contact alio support at 1-800-914-9879 or by direct e-mail to wccc@hammer.net.

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