1. Creating Contracts
Today’s webinar will cover creating individual contracts, printing contracts and mass building of contracts.

2. Learning Objectives Creating Contracts (Individual) Printing Contracts
Using Reporting Tool or Apple Tree
Mass Update – Build Contracts

3. User Roles: HR Staff Action Officer, System Administrator
Creating Contracts
Accessed via Employee Demographics
User Roles: HR Staff Action Officer, System Administrator
Creating contracts accessed via Employee Demographics

4. Creating Contracts
Contracts are created via the Employee Demographics page. Employee Demographics is accessed from the HRMS Page under Employee Page. You select the desired employee and it brings you to the Employee Demographics page. Before creating the contract you may want to check the tenure status under Staff Actions and select Status and Benefits

5. Creating Contracts
Let’s look at the tenure status under Status and Benefits. Checking the tenure status helps to determine which type of contract should be created.
Frozen at levels – Historical Record
Establish Status for those hired after 7/1/2013
Recommendation create these new tenure status codes to track individuals hired after 7/1/2013
– A = After Tenure Law Change / NT= New Temporary

6. Creating Contracts
Contracts are created via the Employee Demographics page. Employee Demographics is accessed from the HRMS Page under Employee Page. You select the desired employee and it brings you to the Employee Demographics page.

7. Creating Contracts
Once you click on Contract, it brings up the Choose Contract form. Here you can see Peter’s existing contracts and their status.
You can remove or edit a contract.
Click Create New Contract to create a new contract for Peter Parker
Note: Only one contract can be active at a time.

8. Creating Contracts

9. Creating Contracts
Based on Peter’s current contract and tenure status we are going to create a new Teacher contract.
The form options will be different depending on the contract type selected.
We will look at this in HRMS.

10. Creating Contracts Enter the desired information for the new contract.
Click Submit

11. Creating Contracts Enter the desired information for the new contract.
Click Submit

12. Creating Contracts
You will get a contract confirmation once you click Submit.
The new contract will show on the Choose Contract form. The new contract is now active and the old contract was made inactive.
You can check the tenure status to verify the system changed it if you changed it when you created the new contract.
You can check the Tenure Status under Staff Actions – Status and Benefits
Here we can see the tenure status has been updated based on what was entered on the New Contract form.
It is important to keep the tenure status up-to-date in HRMS. If you have not been using HRMS for your contracts, Steve Andrew may be able to help you mass create the contracts in HRMS using the tenure status. If you have your contracts in HRMS then you will be able to mass build your contracts each year but you need to have the previous year’s contracts in the system. So if you are interested in using HRMS for your contracts and don’t want to enter them manually into the system, give Steve Andrew a call and he may be able to expedite the process.

13. User Roles: Any user with Reporting Tool installed on PC
Printing Contracts
Accessed via the Reporting Tool or Apple Tree under Contracts and Letters
User Roles: Any user with Reporting Tool installed on PC
You create contracts in HRMS but you print them using the Reporting Tool or Apple Tree.
We will look at the Reporting Tool and walk through the process.

14. Reporting Tool
After creating your Contracts in HRMS, use the Contracts Report to generate and print your contracts. The Contracts Report allows you to print active Contracts or Cover Letters for contracts created on or after a specific date.
Standard templates are provided for the Cover Letter and System Contract Types (Teacher, Temporary Full-time, and Temporary Part-Time).
If needed, you can reduce the font size of the Special Conditions to fit contracts on one page.
When printing contracts for Local Contract Types, you will need to create a custom template.
Printing contracts in Reporting Tool.

15. Reporting Tool Enter Selection Criteria Pick Employees Pick Sites
Assignment Type- If you choose both Current and Future, two contracts will print for employees who are in both a current and a future primary assignment.
Contract Type
Contract Created on or After (Pay close attention)
Template - Contracts or Cover Letters
Board Action Date - Date from contract is used if left blank.
Contracts Only:
Include Site Name on Contract
Cover Letters Only:
Personnel Manager Name & Title
Phone Number
In the Reporting Tool
Enter Selection Criteria
Then Click Run

16. Mass Update – Build Contracts
Accessed via the Employee Page under Mass Update
User Roles: HR Staff Action Officer, System Administrator
The Mass Update allows you to build contracts for groups of employees instead of individually creating contracts. As I mentioned earlier, you need to have the previous year’s contracts in the system in order to mass build new contracts.

17. Mass Update – Build Contracts
You access the Mass Update via the Employees Page from the HRMS Home Page. Once you click Mass Updates, the Employee Mass Updates window pops up.

18. Mass Build Contracts
Once you click Build Contracts, the Mass Build Contracts form appears.
Step #1: Find Employees: In this step you locate employees from the previous year for which you want to create a contract for the current year. The Mass Build Contract option will display Step #1 of the 5 step process. After completing the Search Criteria, the selected employees will be displayed.

19. Mass Build Contracts
Once you click Build Contracts, the Mass Build Contracts form appears.
Step #1: Find Employees: In this step you locate employees from the previous year for which you want to create a contract for the current year. The Mass Build Contract option will display Step #1 of the 5 step process. After completing the Search Criteria, the selected employees will be displayed.

20. Mass Build Contracts Step #2 – Select Contracts
This section of the screen displays the individuals that met the search criteria. The information displayed includes the employee's current Primary Site, the employee's Name, the Effective Date of their currently active contract, their current Tenure Status, current Beginning Teacher Status and the Special Condition Code(s) from their current active contract. 3: The check marks indicate the employee(s) identified as having been selected to receive a new contract via the Contract Mass Update process. Please note that the default is for all employees who met the search criteria to be defaulted to a check (included in the mass build contract process). Employees in the list who should be excluded need to be unchecked. Also there is an Unselect All button available, if needed, directly below the last identified employee. Note that the Mass Build Contracts process will not check end dates on assignments. For employees whose assignment is ending at the end of the current school year, you will need to de-select them so that they will not be included in the mass update. 4: Upon completion of the review and selection process, the Next button should be clicked to proceed with establishing the new contract components found in step #3. However, if it is determined that the selection criteria was incorrect and the returned set of employees is not the desired set, the operator can simply click the Previous button to be returned to Step #1 and establish a new set of search criteria.
Click Next

21. Mass Build Contracts Step #2 – Select Contracts
This section of the screen displays the individuals that met the search criteria. The information displayed includes the employee's current Primary Site, the employee's Name, the Effective Date of their currently active contract, their current Tenure Status, current Beginning Teacher Status and the Special Condition Code(s) from their current active contract. 3: The check marks indicate the employee(s) identified as having been selected to receive a new contract via the Contract Mass Update process. Please note that the default is for all employees who met the search criteria to be defaulted to a check (included in the mass build contract process). Employees in the list who should be excluded need to be unchecked. Also there is an Unselect All button available, if needed, directly below the last identified employee. Note that the Mass Build Contracts process will not check end dates on assignments. For employees whose assignment is ending at the end of the current school year, you will need to de-select them so that they will not be included in the mass update. 4: Upon completion of the review and selection process, the Next button should be clicked to proceed with establishing the new contract components found in step #3. However, if it is determined that the selection criteria was incorrect and the returned set of employees is not the desired set, the operator can simply click the Previous button to be returned to Step #1 and establish a new set of search criteria.
Click Next

22. Mass Build Contracts Step #3 Setup Select the desired Action.
The options available here are Create New or Inactivate Current. The Create New option will proceed with building new contracts for the identified employees. The Inactivate Current option will only allow the user to inactivate the current contracts for the identified employees.
Select Create New or Inactivate Current
Click Next

23. Mass Build Contracts
Complete the New Contract information.
Click Next

24. Mass Build Contracts Step #4 Review
Step 4 is a final review screen that lists the individuals to receive a new contract in the first section and the specific data elements to be used in the construction of the new contracts in the second section.
Review all the information entered. If everything looks good. Click Okay. Otherwise click Edit to edit contract information.

25. Mass Build Contracts Step #5 Confirmation
Step 5 is the confirmation screen of what has just been completed as a part of this Mass Build Contract process.
You will receive confirmation that the new contract has been created and the old contract has been inactivated.
At this point, you can click Start Again to select your next group of employees or Click Close to end the Mass Build Contracts process.
That concludes the mass build contracts process.

26. Summary Creating Contracts (Individual)
Printing Contracts (Reporting Tool)
Mass Update – Build Contracts

27. QUESTIONS
This concludes the Creating Contracts webinar. Please let me know if you have any questions.

28. HRMS Support Contact Information
HRMS Help Desk: (919) 807-HELP Kit Arndt, HRMS Support, (919) ,
HRMS Support Contact Information