1 HR Presentation Living Sky School Division No. 202 October 26 th, 2010

2 Agenda  Morning Session 9:00am to 11:30am Overview Substitute and Casual Employees Human Resource Reports Web Portal  Afternoon Session 12:30pm to 3:00pm Position Overview Lessons Learned Additional Questions

3 HR Overview  Job Opportunity  Applicants  Applicant  Employee  Employee  Assignment Changes

4 Job Opportunity  Generates Job Numbers  Electronic Data Tracking Data Collection Applicant (internal & external) Web Portal  Assignment Setup Refer to Job Opportunity Screens

5 Applicant Card  New applicants are entered Name Contact Information Address  Allows applicants to be attached to posting  Initial information that will follow to employee card  Shows Job Opportunities applied for Refer Application Card Screens

6 Job Opportunity Report  Navision Displays Opportunity Information Lists internal & external applicants Generates seniority dates (if applicable) that are entered onto the employee cards Refer to Job Opportunity Report Screens

7 Job Opportunity Report  Web Portal Administrators can access Job Opportunity Database View applicants and their contact information Refer to Job Opportunity Web Portal Screens

8 Applicant to Employee  Transfers applicant and assignment information to employee card  Applicant number changes to employee number Refer to Applicant to Employee Screens

9 Employee Information  General Information Name, Job Title, Preferred Name, Former Name, Employee Number  Communication Phone Numbers, , Correspondence Setup Refer to Applicant to Employee Information Screens

10 Employee Information Administration Tab Employment Date  Last Contract Effective Date Original Date of Hire  First worked with the division Status- Employee’s current status  Active, Terminated, Casual, etc Termination Date  Date of separation  Grounds for termination Refer to Applicant to Employee Information Screens

11 Employee Information Personal Tab Address Birth Date Gender Boolean Fields  Self declaration  What documents are on record Refer to Applicant to Employee Information Screens

12 Employee Information  KwikTag Scan all applicable documents into KwikTag Employee Electronic Document Refer to Applicant to Employee Information Screens

13 Additional Information Tab  Additional Information - Service Date - Criminal Record Check Information - Details of Teaching Certificate - Transcripts Refer to Applicant to Additional Information Tab Screens

14 Education Tab  Education (Transcripts/Certificates) Scan transcripts into KwikTag attached to the education line Information includes:  School  Type of education  Relevant Dates Refer to Education Tab Screen

15 Payroll Assignments Start/End Reason Code  Maternity Leave  Sick Leave  Salary Payment Option Change  Transition to Retirement  Transfer or Reassignment  Contract Amendment Replacement/Replacing Name  Teacher Change Form

16 Payroll Assignments Cause of Absence Code  Leave Without Pay  Sick Leave Without Pay  Maternity Leave Full Time Temporary Assignments  End Sub/Casual Assignment and reopen once temporary contract ends

17 Substitute and Casual Applications Procedure  New Applicants - Are they internal? - Previous Applicant?  New Applicant Card  Enter Job Opportunity  Additional Information (If Received with App)  Change Status  Confirm all required documents have been received  Pass Information on to HR Manager / HR Administrator  Change Status Refer to Substitute and Casual Applications Procedure Screens

18 Sub/Casual Application Procedure  HR Manager/HR Administrator complete the referencing process  Status  Approval/ Decline Letters Created  Letter & Applications are returned to HR Assistant to mail  Create Employee Card  Additional Information Complete  Preferences  Payroll Assignment  KwikTag Refer to Substitute and Casual Applications Procedure Screens

19 Substitute and Casual List  Access on the Web Portal  Two Types Sub and Casual List  contact information Sub and Casual Availability  Book Subs and Casuals  Only shows available subs and casuals on a selected day

20 Sub and Casual Setup  Employee Preferences Select grade, location, and subject preferences Enter comments for additional information Active sub and casual assignment

21 Correspondence  Create correspondence from the employee Card  Automatically completes the address and name fields

22 HR Reports  Sick Leaves  LINC  CUPE  Seniority Report  Evaluations  Teaching Certificates

23 Sick Leave Report  Summary of extended sick leaves  The leaves are 30 days or more  Information is available through the employee assignment screen

24 LINC Report

25 CUPE Report

26 Seniority Report  Includes the following: Name Position Seniority Date Total years and months of seniority Associated School

27 Seniority Report

28 Evaluations  Track review dates for all employees  Scan reviews into KwikTag  Select location, reviewer, type of review, and the next expected review

29 Evaluations

30 Teaching Certificates  Enter all Teaching Certificate numbers attached to the employee card  Track any probationary or provisional certificates and the expiry dates

31 Teaching Certificates

32 FTE Allocation  Current and Future Assignments  Replacing/ Replacements  School FTE  Available on the Web Portal

33 WEB Portal  Employee Balances  Central Office Absences Every employee at central office enters their own absences Approved by central office staff member

34 Web Portal  Enrollment Projections Track current and previous year enrollments Request additional or reduction of FTE to the Superintendent of HR

35 Lunch  11:30 to 12:30  Upstairs in cafeteria  Sponsored by Open Door Technology

36 Position Overview Payroll/HR Assistant- Jolene Silva Executive Assistant HR- Christeena Fisher Payroll Officer- Susan Fox and Kristy Walker HR Manager- Chantelle Stolniuk

37 Payroll/HR Assistant- Jolene  Day to Day - Entering Applicant & Employee Information - Job Opportunities - Kiwiktag  Reports  Benefits

38 Executive Assistant HR Data is all stored electronically – very seldom are files pulled any longer  Job Opportunities  Assignments (facility, hours, contracts, etc.)  Contact Information (address, phone #)  Leaves (medical, maternity, balances, etc.)  Historical Data  Teacher Certificates

39 HR Manager- Chantelle  New Employees (Applications) - are they internal? - updating application status  Current Employees - contact information - assignments (current and past) - updating sub-list preferences - checking leave balances - absences/dispatches Refer to HR Manager Screens

40 HR Manager- Chantelle  Online Documents - verify credentials - letters, contracts, etc.

41 Lessons Learned  Importance of assignments  Correct balance tracking  Importance of dates for seniority, employment, reviews  Planning the needs of HR and designing Navision to meet those needs  Proper processes to delegate duties and assign responsibilities

42 Lessons Learned Con’t  Internal controls  Effective communication between the positions  Training for all staff at central office and within the schools  Staff web portal entry for absences

43 Setup  Dates  Balances  Accurate Assignment Recording  Job Opportunities  Applicants

44 Questions Questions?