HRMS Preparing for Year End

HRMS Preparing for Year End
We will take a look at the year end procedures that can be done in HRMS to make sure HRMS is updated for the new year. This webinar identifies tools within HRMS to assist you in identifying data that needs to be updated, when the data should be updated as well as provides steps to consider while making these updates. As you know, HRMS is configured and utilized according to your local school system. The processes for year end will depend on the data being entered and maintained in your HRMS system. Also, be mindful that if your school system stores data in “Local Use Fields” for employees or positions that you may need to adjust that data if it pertains to the end of the school year.

Learning Objectives Year End Procedures
Tenure Status Mass Update (Frozen ) Establishing New Tenure Status Codes Contract Conditions BT Status Mass Update Substitute Teacher Salary Rate Adjustment Salary Schedule Library/Budget Code Library Name Update Rebuild Position Budget Codes Register/Remove/Update HRMS Users Site Contacts Update Mass Update Outdated Applications

Tenure Status Mass Update (Frozen 2013-14 Levels)
Year End Procedures Tenure Status Mass Update (Frozen Levels) As you know tenure status can no longer be awarded or worked toward so the tenure statuses have been frozen in HRMS at the level. If there is an error with an employee’s tenure status and you need to change it please contact Steve Andrew at (919) or Kit Arndt at (919) for assistance.

New Tenure Statuses All Licensed Staff Need A Tenure Status
For Inclusion for Renewal / Non-renewal Review Generating New Contracts Reporting Options It is recommended that you create new tenure statuses to reflect licensed employees with a last hire date of 7/1/2013 or later. You may already have a system in place to track those individuals so if you do then you don’t need to create new tenure status. This is a recommendation by Gordon Millspaugh that he presented in the Renewal – Non Renewal webinar.

New Tenure Statuses New Tenure Status Codes
A = After Tenure Law Change Used for all Permanent Full-time Licensed Employees (Employment Status Code of 01) who have a last hire date of 7/1/2013 or later and Do Not have a System Defined Tenure Status Code

New Tenure Statuses NT = New Temporary
Used for all Temporary and Part-time Licensed Employees (All Active Employment Status Code EXCEPT 01) who have a last hire date of 7/1/2013 or later and Do Not have a System Defined Tenure Status Code This is recommended for all licensed staff that are employed part-time or serving in a role for an individual that is on approved Leaved of Absence. If you need assistance establishing this status for individuals hired after 7/1/2013, please contact Steve Andrew at (919) Kit Arndt can assist you if Steve is not available. Or call the help desk at (919)

Contract Conditions Revision (April/May)
Year End Procedures Contract Conditions Revision (April/May) A thorough review of your school systems Contract Conditions should be conducted annually to make adjustments needed for the next school year. This may include the addition of new contract conditions, removal of old outdated conditions or simply adjusting dates for the new calendar year. (NOTE: If you remove Contract Conditions, and go back and want to print an old contract that had one of these conditions, it will no longer be there. In the same way, if you change the text on a Contract Condition and then print an old contract, the new text will appear).

Contract Conditions Access under LEA Configuration from the Setup menu on the HRMS Home Page Access under LEA Configuration from the Setup menu on the HRMS Home Page

Contract Conditions From the LEA Configuration form select Contract Conditions From the LEA Configuration form select Contract Conditions

Contract Conditions Revisions
Procedure: Once you are on the Contract Conditions Screen review the text of each Contract Condition by clicking on the Contract Code of each condition. When the text appears in the window at the top of the page make any adjustments needed then click on the Update Button. Any new Contract Conditions that are needed for the new school year as a result of legislative action or board policy changes should be added at this time. Post-Action Validity Test: Go to the Reporting Tool (Apple Tree) and Print a contract on an individual that has one or more of the Contract Conditions that you have updated. Time Frame: This process / procedure should be done in coordination with the Renewal / Non-renewal Process as these adjustments will need to be reflected in the printing of contracts for the next school year. (April/ May)

Year End Procedures BT Status Mass Update (April/May)
Do not update until after the Teacher Turnover Report and Beginning Teacher Reports have been completed This process is used to “Bump Up” the BT Status of eligible teachers (those that have been teaching for at least 6 months during the current school year).

BT Status Mass Update Access from the Employees Page under Mass Updates Select BT Status Code (Old ILT Status)

BT Status Mass Update An alert will appear when you select BT Status Code. Remember to process the high values first. For example, move 2 to 3 before moving 1 to 2. Special Procedure Note: Always start with your highest values first and work the “Bump” backwards (i.e. move 3s to C (Completed) before moving 2s to 3s). An alert will appear when you select BT Status Code. Remember to process the high values first. For example, move 2 to 3 before moving 1 to 2. Prerequisites: Determinations should be made as to who has met the requirements for the current school year counting as a year toward meeting their BT requirements. Also the Beginning Teacher Report must be completed prior to doing the BT "Bump". Click Ok to continue

BT Status Mass Update Next select the From and the To options from the dropdown list and click Submit Procedure: When accessed the BT Status Mass Update will return a listing of employees that are, for the current school year, at the specified level (i.e. 1, 2, etc.). You will then have the opportunity to remove any individual(s) that have not met the qualifying procedures as stated above. Once any identified employees are removed (uncheck their identifier box) you will click the submit button at the bottom of the page and a confirmation screen will appear. At this point you will have an opportunity to print the listing of those “Bumped Up”. Next you should scroll to the end of this report and click on “Process Next Group”. The same procedures should be repeated as stated above and repeated until you get no data returned when you click the link “Process Next Group”. To complete the process: Select the From and the To options from the dropdown list. Then click Submit

BT Status Mass Update Uncheck any employee that is not to be updated then click Submit Uncheck any employee that is not to be updated Click Submit

BT Status Mass Update You will get the results that the following records have had their BT Status Codes updated. You will get the results that the following records have been updated.

BT Status Mass Update Post-Action Validity Test: Go to the Demographic Page for a licensed employee that was included in your first Mass Update listing. Select the Staff Action Tab from the options at the top and then select the Status and Benefits Option to be sure their new BT Status is listed. Time Frame: You should run this process immediately after completion of the Beginning Teacher Report (normally completed at the same time as the Teacher Turnover Report in April/May).

Substitute Teacher Salary Rate Adjustment (July/August)
Year End Procedures Substitute Teacher Salary Rate Adjustment (July/August) This process should be used to increase the daily / hourly rate of pay for substitutes (teachers and other categories of substitutes) as dictated by the State Legislature or as determined by your local Board of Education.

Substitute Teacher Salary Rate Adjustment
Access from the Employees Page under Mass Updates Select Substitute Rate

Select the current Substitute rate and enter the new Substitute rate Select Current Rate and Enter New Rate Click Submit

Uncheck any employee that will not get the new rate The System will display substitutes at the current rate. Uncheck any employee that will not get the new rate. Click Submit Special Procedure Note: Be sure to be involved with your Finance Department to ensure you have the same understanding of the new rates and that the Payroll Department has a copy of the individuals that you have identified as being eligible to receive the substitute rate increase. Time Frame: You should complete this process / procedure after the close of the current fiscal year (June 30th) and after you have received notice that the budget from the State Legislature has been passed and you have received from the Finance Division at DPI the required minimum rates of pay for substitute teachers. An additional issue is to be sure to work in collaboration with your Finance Department to ensure the HRMS and Payroll Systems will remain in sync. (July / August) Prerequisites: Passage of the State Budget and clarification from DPI on the structure of the new Substitute Teacher Daily Rates

You will get results of the substitutes with the updated rate. Note Process Next Group. This just indicates there are more records. Continue the process until you no longer see process next group.

Post-Action Validity Test: Go to the Demographic Page of a current Substitute and then click on Edit Substitute Profile. Check to see if their Daily Rate of Pay has changed to reflect their correct new rate of pay.

Salary Schedule Library/Budget Code Library Name Update
Year End Procedures Salary Schedule Library/Budget Code Library Name Update (July/August) This will not be required for LEAs that have moved to the New ISIS Web 6 Version of payroll software! This process is used to direct the HRMS system to the correct libraries on the payroll side. This limits the HRMS System to using current Salary Steps (with the corresponding correct dollar amounts) and Budget Codes that have been authorized for use in the current school year by your Finance Department. Applicable for ISIS Legacy and SARTOX.

Access under LEA Configuration from the Setup menu on the HRMS Home Page

Select LEA Settings

Select LEA Settings – Scroll down to the bottom to the Payroll Information Section Procedure: Once you are on the LEA Settings Screen scroll down to the line that allows you to enter information for the Salary Schedule Library Name. The name for this library should be obtained in advance from YOUR Finance Department. (Generally it simply requires changing the last character in the Library Name to the corresponding fiscal year i.e. changes 6 to 7.) Next go to the following line where the Budget Code Library Name is requested. Again the specific name for this library should be obtained in advance from YOUR Finance Department. Once both of the entries have been made be sure to click the Submit button at the bottom of the page. These settings are for ISIS Legacy and SARTOX systems. Time Frame: This process / procedure should be done in coordination with your Finance Department once they have built the new Salary Schedule and Budget Code Libraries in the Payroll System. (Generally this will be after the State Budget is passed.) (July / August) Prerequisites: Your Finance Department must first build these 2 libraries in your payroll system Post-Action Validity Test: Go to the Demographic Page of a staff member with an assignment in HRMS and then click on the Edit Assignment link for the position. Check to be sure the validated salary that is posted is correct based on the new current salary schedule in use for your school system.

Rebuild Position Budget Codes
Year End Procedures Rebuild Position Budget Codes (Sync Budget Codes to Position/Sync HRMS Assignment Salary Schedule, Grade and Step to Payroll Salary Schedule Grade and Step) (July/August) After payroll has created libraries for the new budget year and ‘bumped’ staff to the next ‘step’, and you have updated the Salary Schedule and Budget Code Libraries in LEA Settings, the step reflected on the HRMS assignment and the step in Payroll will be out of sync.(The step on the HRMS Assignment still reflects the step for the previous year.) To resolve this issue you will need to run the ‘Rebuild Position Budget Codes’ mass update. This mass update performs two actions for all HRMS assignments that are linked to Payroll (HRMS position number on payroll assignment records). This Mass Update, 1) updates the “Budget Codes Available” on the HRMS position to match payroll and 2) updates the Salary Schedule, Grade and Step listed on the assignment to match payroll. Keep in mind that all reports in the HRMS Reporting Tool pull budget codes, salary schedule, grade and step information from payroll and not what is listed on the assignment. This sync just reduces confusion when staff are reviewing an employee’s assignment. (It is a good idea to run this mass update once a month to make sure the files are in sync).

Access from Employees Page under Mass Updates Select Rebuild Position Budget Codes (v5.0) Select Rebuild Position Budget Codes (v5.0)

Procedure: When accessed, the Mass Update – Rebuild Position Budget Codes will return a window where you can select a subset of Position Budget codes to sync if desired. But do not change any of the defaults if you want to sync all Position Budget Codes. Click on ‘Rebuild’.

The number of records to sync will be displayed Click OK and the process will begin The sync will be completed 25 records at a time. Progress will be displayed with a record count and percentage complete. Once completed, click Close The number of records to sync will be displayed Click OK and the process will begin The sync will be completed 25 records at a time. Progress will be displayed with a record count and percentage complete. Once completed, click on close Time Frame: You should run this process after your payroll department has started up the new budget year and bumped the ‘step’ for all staff. (July / August) But some LEAs run this monthly to keep their HRMS records in sync with Payroll. Prerequisites: Payroll department has started up the new budget year, bumped the ‘step’ for all staff and Salary Schedule and Budget Code libraries have been updated in your LEA settings. Post-Action Validity Test: Go to the Demographic Page of a staff member, edit their assignment and make sure the Salary Schedule, Grade and Step on the assignment matches what is listed in the Payroll Budget Codes section of the assignment.

Year End Procedures Register/Remove/Update HRMS Users
(Ongoing but at least in August each year) This process is used to 1) setup access to HRMS by new authorized users 2) remove HRMS users and 3) update roles and primary sites of authorized users due to their new responsibilities.

Register HRMS Users Access under Register from the Setup menu on the HRMS Home Page Access under Register on the HRMS Home Page

Register HRMS Users Access (New Users) – to setup new users/administrators use the Register Option menu on the HRMS Home Page Register new users under Register on HRMS Home Page

Remove/Update HRMS Users
Update or remove users under Setup Menu under Manage Users New registered users do not have authority until proper accessed is assigned under Manage users. Under Manage Users you can also update user roles, or remove users

Update HRMS Users New registered users do not have authority until proper accessed is assigned under Manage users. Under Manage Users you can also update user roles, or remove users. To update or assign User Access, find the user’s name, click on their Reg ID and then scroll down and put a check mark in the box for the correct role(s) they will need based on their responsibilities. Click the Submit Button. If the user has changed primary sites (for ex., a principal has moved to a different school), this is where you can update their site location. Select a new “School Site”, scroll to the bottom and Submit. This is the site that the Principal’s page uses to determine which school staff to display.

Update HRMS Users TOP PORTION OF FORM
Special Procedure Note: You should work with your new employee to develop their user name and password and give the new administrator training in the use of and how to access the data they will have access to and be allowed to use. Time Frame: This process along with some training should be done on an ongoing basis to allow your new users become familiar with the HRMS system and the many functions that they can use in their role as an administrator in your school system. Post-Action Validity Test: For new staff, login with their ID and password and verify they have the correct access. NOTE THAT YOU MUST COMPLETELY CLOSE DOWN YOUR BROWSER AND LOG BACK IN TO TEST. IF YOU DO NOT, YOU WILL HAVE THE SAME RIGHTS AS THE PREVIOUS ID USED WHEN LOGGING IN.

Update HRMS Users BOTTOM PORTION OF FORM

Remove HRMS Users For individuals that are leaving your school system put a check mark in the box to the right of their name on the Registered Users screen then clicks the Run Task button at the bottom right of the screen. You will get a message, “Are you sure you want to remove the checked item(s)?” Click OK and the user will be removed. The removal process should be done whenever an authorized individual leaves the system to help maintain the security of your data. Post-Action Validity Test: For IDs that were removed, try to sign on as that employee to make sure the ID is no longer working. (You will need to write down his/her user name and password prior to removing the individual.)

Site Contacts Update (Ongoing but at least in August each year)
Year End Procedures Site Contacts Update (Ongoing but at least in August each year) This process is used to ensure that the correct / current site contact information and primary contact designations are up to date.

Site Contacts Update Access under LEA Configuration from the Setup menu on the HRMS Home Page

Site Contacts Update From the LEA Configuration form select Site Contacts

Site Contacts Update Procedure: Once you are on the Site Contacts Screen scroll down to the line that corresponds to any individual that has new / changed responsibilities (i.e. changes from AP to Principal, changed locations or assignments). If an individual is identified as meeting one of these criteria click on the site designation preceding their name. The individual selected will have their current information displayed in the update fields. All adjustments should be made then the Update Button should be clicked. After the adjustments are made to those individuals, the next step is to remove the employees that have left the system for any reason or no longer serve in a role where they are entitled to access the HRMS Data. This is accomplished by placing a Check Mark in the box following their name and click the Remove Button. Finally, any new administrator that should be included, but is not, should be entered in the data fields at the top of the screen and the Add Button clicked. Time Frame: This process / procedure should be completed on an ongoing basis to allow for correct information to be posted on Vacancy Permits as they are developed. Prerequisites: NONE Post-Action Validity Test: Go to the Position Management Screen and enter the Position Number for a position at a new administrator's site. Then click on New Vacancy, then scroll all the way to the bottom to see if the new administrator's name and correct information is defaulting for the Primary Administrator or if not the Primary Adm. can you select them from the dropdown list that appears when you click on "Select another Administrator". After checking this CANCELS the New Vacancy by clicking on the "X" in the top right corner!

Year End Procedures Mass Update Outdated Applications
(Ongoing but at least in May each year) This process should be used to help maintain an up-to-date database of applications.

Mass Update to Inactivate Applicants
Access from the Applicants menu on the HRMS Home Page Access from the Applicants menu on the HRMS Home Page. You have several options available. You can inactivate all applications modified before To Date You can show Applications modified between specified dates You can show applications without a modified date Or Inactivate all applications without a modified date Procedure: When accessed the Mass Update – Inactivate Applications Page will return a screen that asks for a “To Date” (inactivate all applications modified before “To Date”. Please be sure to enter an accurate date for those applications that you want to move to the inactive status. A good rule of thumb may be to move applications where their last modification date is 1 year to 18 months ago. This is a mass update but there is NO Mass Undo Button! Special Procedure Note: You do have the opportunity to reactivate an application once moved to the inactive status but they must be moved 1 at a time. Time Frame: This process / procedure should be run at least annually prior to the beginning of your major hiring season to provide your administrators a current database to work from. (April / May) Prerequisites: NONE Post-Action Validity Test: Go to the Applicant Section of HRMS then click on Search Applicants and try and retrieve an applicant that you know you just moved. (Get their name and/or SS# from the listing of those moved. If they do not show up when you Search for Applicants then check on Active / Inactive Applicants, click on the inactive option and enter name or SSN and they should be returned.

QUESTIONS This concludes the HRMS Preparing for Year End webinar. Please let me know if you have any questions.

HRMS Support Staff HRMS Help Desk: (919) 807-HELP HRMS Communication Site: Kit Arndt, HRMS Support, (919) , HRMS Support Staff and HRMS Communication Site for HRMS Help.

HRMS Preparing for Year End

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