SmartFindExpress Administrator User Guide - PeopleAdmin

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SmartFindExpressAdministrator User GuideVersion 2.5May 2014STATEMENT OF CONFIDENTIALITYThis information has been prepared for the express purpose of providing your organization with informationabout the functions and use of the eSchool Solutions SmartFindExpress system. This material containsproprietary product information and may not be reproduced, used by, or disclosed to persons not in theemploy of the recipient without the prior written consent of eSchool Solutions. Company Confidential/DoNot Distribute – Do Not Post on Unsecured Web Sites (such as your district web site).Copyright 2002-2014 by eSchool Solutions Inc. Confidential

SmartFindExpress 2.5Administrator User GuideNOTE: Refer to the System AdministratorUser Guide for more detailed informationon all of the Administrator features in thesystem.Logging into SmartFindExpress1. Open your Internet browser and access theSmartFindExpress site. The systemWelcome message and any district-wideannouncements are displayed.District-wideAnnouncements2. Two identifiers are required to log in to thesystem: User ID and Password. Click Submitto access the system.Enter User IDand Password3. If you have forgotten your password, clickthe ‘Trouble signing in?’ link.4. Follow the instructions on the screen andthen click Submit. Your password will besent to the email address on your profile.5. Upon successful login, your home page is1. Enter User ID2. Enter SecurityCode3. Click Submitdisplayed. From your home page, you canmanage your personal information andperform a variety of administrative tasks.From your Home Page you can: May 2014Modify Profile InformationGet Help While You WorkPerform Administrative tasksCreate, access and run reportseSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute2

SmartFindExpress 2.5Administrator User GuideManaging Profile InformationThe Profile feature lets you view profile information,update your email address and change yourpasswords.View Profile InformationYour current status in the system and your addressin the system are shown. Contact your systemadministrator with any changes.Update Your Email AddressType in your new email address and click Save.UpdateEmailAddressThe system automatically sends Job Creation and JobCancellation emails (if your district uses this feature).For more information, contact your SystemOperator.Change PasswordChange PhonePassword (PIN)Enter your current password and the new password.You can enter up to 9 digits. Click Save.Note: If your district is configured to use WebPasswords, the Change Password feature will includean option to change the Web password.HelpSign OutGetting Help While You WorkExiting the SystemClick the Help tab to access Help guides and How-tovideos.Click the Sign Out tab to exit the system.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute3

SmartFindExpress 2.5Administrator User GuideSelect RoleChange User RoleFor multi-role administrators, the system lets youautomatically switch between profiles to completetasks. No need to log out of the system and back inagain!Administrator MenuThe Administrator menu enables you to perform avariety of tasks from creating announcements,absences and vacancies to performing job andprofile inquires, obtaining daily job counts,maintaining priority lists, and working withabsence approval requests.Reports MenuThe Reports menu enables you to quickly create avariety of job, employee and substitute reports foryour location(s), save report settings for re-use,schedule reports and instantly generate job andsubstitute reports for the current day for yourlocation.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute4

SmartFindExpress 2.5Administrator User GuideAnnouncements1. Click on Announcements from theAdministrator menu.2. Click New to display the NewAnnouncement form. Select theannouncement type, location and languageand type in the announcement text.Carriage returns can be used when entering thetext to start a new line. HTML tags can be used tocreate bold, underline and italics text.3. To modify an announcement, click on theLocation link from the Announcement Listto display the Modify Announcementscreen.4. To delete an announcement, click in theDelete box next to the announcement andthen click the Delete button.Create Absence1. Click on Create Absence from theAdministrator menu.2. Enter the employee’s Access ID or clickName Lookup to search for the employeeby name.3. The employee’s primary location is shown.To select a different location, use the dropdown menu.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute5

SmartFindExpress 2.5Administrator User Guide4. Select a reason for the absence. If thereason for the absence requires absenceapproval, an Approval Comment box isdisplayed. Add any special notes on theabsence request.5.Enter a budget code if one is required forthe reason.6. Change the default value of Yes to No if asubstitute is not required for the absence.7. Enter the dates for the absence if differentfrom today’s date.8. The employee’s weekly schedule isdisplayed. Make any modifications to theschedule times and/or days. Uncheck daysthat do not apply to the absence. Multipleday jobs can have different start and endtimes. To change the times and/or AM/PMvalue, select the field and use the up/downarrows on your keyboard to make anychanges. If separate Absence and Substitutetimes are used, Start/End Time fields willdisplay for both sets of time. A timemodification to Absence Start willautomatically reflect on Substitute StartTime; a time modification to Absence EndTime will automatically reflect on SubstituteEnd time.9. To specify a substitute, enter the SubstituteID or click Name Lookup to find thesubstitute name.10. Click “Yes” if the substitute is known andhas verbally accepted the job from theperson reporting the absence. Thesubstitute is then responsible for accessingthe system and verifying that the employeedid prearrange them to their absence, andobtain the job number.Click “No” if the substitute has not acceptedthis assignment. Calls will be placed to thesubstitute to offer the job.11. Add any instructions for the substitute. Theinstructions are also voiced to substitutesover the IVR.12. Attach any files to the job. Up to threeattachments can be added.13. Add any comments on the absence.14. Click Continue to confirm the job.15. On the Create Absence Confirmation page,verify that the absence information iscorrect and then click Create Absence tocreate the job or Cancel to return to the JobCreate form.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute6

SmartFindExpress 2.5Administrator User Guide16. If the absence was created for a reason thatrequires approval, a note would display onthe Create form and the job would becreated with the status of ApprovalPending/Open.17. The Create Absence Verification pagedisplays the job number for the absence.Clicking on the job number link displays theJob Inquiry page for the job number.Create Vacancy1. Click on Create Vacancy from theAdministrator menu.A vacancy is created when no employee exists tobe absent and a substitute is needed.2. Calendar is a pull-down menu of all thecalendars that can apply to this vacancy.The “All Locations” calendar is the default.The calendar dictates the workdays, holidays, and“No Substitute Required” days that will apply tothis vacancy.3. Location is a pull-down menu of all thelocations for which this vacancy can apply.The locations that you are authorized toview will appear in the list.4. Classification is a pull-down menu of all theclassifications for which this vacancy canapply.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute7

SmartFindExpress 2.5Administrator User Guide5. The Reason pull-down menu displaysabsence/vacancy reason.6. A Budget Code field may display only if thereason for the vacancy requires a budgetcode. If the reason has been set up to“collect” a budget code, you must enter abudget code to create the job.7. The default for entry of a vacancy is today’sdate. To edit the dates, click the Calendaricon to display the calendar, or type in thenew dates in the specified format.8. The Substitute Times defaults to thelocation times. To edit the times, all fourdigits of the time must be entered inhh:mm am or pm format.9. The amount of unpaid break time inminutes (i.e., lunch) for this Classification.Unpaid Break minutes (such as unpaid lunchbreaks) can be optionally configured forClassifications.Uncheck days that do not apply to the vacancy.10. Click Modify Times if the days are nonconsecutive, or if each day of the vacancyhas a different start/end time. The CreateVacancy - Modify Times screen displays.11. To specify a substitute, enter thesubstitute’s ID. If the ID is unknown, clickName Lookup.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute8

SmartFindExpress 2.5Administrator User Guide12. Click “Yes” to indicate that the substituteis known and has verbally acceptedthe job from the person reporting thevacancy. The substitute is thenresponsible for accessing the system,verifying that the vacancy was assignedto them, and obtaining the job number.Click “No” if the substitute has notaccepted this assignment.13. Add any instructions you want to provide tothe substitute. These instructions will alsobe voiced to a substitute over thetelephone.14. Attach any files that you want toprovide to the substitute oradministrator. Up to three attachmentscan be added.15. Click Continue for the next page. If anyerrors are detected on the form, you willhave the opportunity to make corrections.16. On the Create Vacancy Confirmation page,verify that the absence information iscorrect and then click Create Vacancy tocreate the job and receive a job number. Tomodify vacancy information, click Cancel toreturn to the Create Vacancy form.17. The Create Vacancy Verification pagedisplays the job number for the vacancy.18. Click Create Vacancy to display the CreateVacancy Verification screen. A job numberis created for the vacancy.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute9

SmartFindExpress 2.5Administrator User GuideDaily Job Counts1. Click the Daily Job Counts Menu to displaythe number of jobs per day for a selectedreason and location.2. Select the Month and Year for the search.Dates can be any date in the past, or up toone year in the future.3. Select the reason from the list of availablereasons. If a reason is not selected, thesystem displays a job count for all reasons.4. Select a location from the list of authorizedlocations/ location groups.5. Search results display in Calendar format forthe current month and year. Use the Nextand Previous buttons to scroll to othermonths.Job Inquiry/Reports1. Click the Job Inquiry/Reports Menu. Referto Table A for descriptions of Job Statusand Sub Status conditions that can apply toa job.2. To search for job information for a specificjob, enter the job number or the Split fromJob number.3. To search on job information for a group ofjobs, select the search criteria. Click theMore Search Options button to displayadditional search fields.4.To display a list of all jobs in the databasefor today, use the defaults values and clickSearch.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute10

SmartFindExpress 2.5Administrator User GuideTable A: Job Status and Subsidiary Status DescriptionsJob dStoppedSubsidiary StatusOpenNo Sub Required (NSR)FilledNot FilledWeb Substitute SearchIVR Substitute SearchNSR(various)Admin AssignedIVR - AssignedIVR – AnsweringMachinePrearrangedAutomatic AssignmentJobs that occur today, or in the future, and are not filled.Jobs that occur today, or in the future and have a substitute assigned.Jobs that occurred in the past. A job is “finished” when the end time of the job isreached.Job detail information has been confirmed as accurate.Jobs that no longer need to be in the system. Can be past, present, or future jobs.Open jobs that have been stopped for callout.Job is not currently being offered to a substitute; awaiting callout; no substitute isassigned.Substitute not assigned because the days were set up in the calendar as NSR days.A substitute has been assigned to the job.The system has reached the end of the search rule for the classification of the job andno substitute is assigned.Substitute on the Web searched for available jobs and accepted this job.Substitute on the IVR searched for available jobs and accepted this job.NSR – Filled In-House-Job filled using in-house personnel instead of a substitute.NSR – Exceeded Substitute Allocation-Substitute not assigned because the SAUsfor the employee’s location are met for the period of the absence.NSR – Minimum Job Days- Substitute not assigned because the “Minimum Job Days”setting for the employee’s classification; the length of the job was not long enough tojustify a substitute for this position.NSR – User Request-Substitute not assigned because the employee indicated that asubstitute is not required for the job.NSR – No Sub Allowed- Substitute not assigned because of the “No Sub Allowed”setting for the employee’s classification.Job assigned to a substitute from the job modification screen.Substitute assigned to the job when the IVR called the substitute to offer the job.During callout, the system reached the substitute’s answering machine and the job wasassigned to the substitute.Substitute not contacted for the job because a substitute was assigned at job creation.Job was filled from the Automatic Assignment list for the location of the job.5. After the search has been performed, thelist of jobs matching the search criteria isdisplayed.6. To verify the accuracy of finished jobs onthe Jobs List, use the Verify buttons (ifdisplayed). Click Set All to Verify to place acheckmark in the Verify field of each job.Click Save Verified to update each recordwith a checkmark.7.To create a report from the search results,click Create Report.8. The Job Report setup page is displayed.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute11

SmartFindExpress 2.5Administrator User Guide9. Select the report details and the options fordisplaying totals on the report. With thislevel of control, you can create manydifferent types of job reports.10. Click View Report to display the Job Report10. To export job data for all jobs on the JobList, click Export on the Job Inquiry pageafter the job search has been performed.Exported information can be used in otherdatabases or applications.11. The Job Inquiry Export page is displayed.12. Select the export format and click Run Now.13. On the File Download page, click Open todisplay the exported job information inNotepad, or click Save to save the exportdocument as a file. May 2014Fixed Length format applies to SEMS 3.0 formats.Delimited refers to SmartFindExpress formats.eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute12

SmartFindExpress 2.5Administrator User Guide14. To view/modify job details, from the JobList, click on the job number of the job youwant to review.15. The Job Details page is displayed. From theJob Details page, you can view/modify jobdetails; create job detail reports, view jobfilling details and stop/start callout on a job.The job’s status determines the actions thatcan be performed on the Job Detail page.Create Report-Creates a job detail report for the specified job.Filling Details-View the calling information for the job and create JobFilling Details reports.Split Job-- Click the Split Job button to split the singleor multi-day job into new job segments and add ormodify substitute assignments for each job segment.Start Callout-Displays only if the job has a status of Stopped,Unfilled, or NSR during a callout period.Stop Callout-Displays only if the job has a status of Open and iscurrently in callout.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute13

SmartFindExpress 2.5Administrator User GuideLocation Balances1. Click on Location Balances from theAdministrator menu.2. To display a location’s remaining SAUs or InHouse Filling Capacity balance, choose thelocation from the Location drop-downmenu, select the type of balance to bedisplayed, specify the date range and clickSearch.Substitute Allocations Units are the number ofabsences at a location that may be filled bysubstitutes during a specific time period. When alocation reaches the limit, all additional absencesare reported as No Substitute Required - SAUThe In-House Filling capacity is the daily limita location is assigned for the number ofabsences to be filled by in-house personnelbefore a substitute can be assigned.Priority ListsPriority Lists give substitutes preference over othersubstitutes and determine the order in which jobsare offered via the web, call-in, or call-out. Asubstitute can be placed on a location, locationgroup, or employee’s Preferred list. Priority Lists canbe modified and reports can be created.1. Select a list type for the search. Refer to thefollowing table for Priority Listdescriptions.TypeDo Not CustomMay 2014DescriptionThe Do Not Use list identifies substitutes who should not be offered or assignedjobs at a given location, or for a particular employee. Active lists are used by thesystem for job processing. Inactive lists are used strictly for historical tracking of DoNot Use entries for a substitute, employee, or location.Typically used when a location has permanent substitutes who should be assignedbefore any other substitutes are called. This list can be added or removed from thesearch rule setup.If a substitute on the list for that location is available, the system assigns thatsubstitute to the job and notifies the absence creator that the job has been assignedfrom the Automatic Assignment list.This list identifies substitutes who are preferred for an employee, location, orlocation group. Preferred lists can have a specific classification or have noclassification.Search rules determine the order in which the Preferred lists are used. Typically,priority lists that are classification-specific are checked first to attempt to matchclassification specific lists with the classification of the job.Custom lists can be used to identify substitutes for specific circumstances. Customlists are created by the operator and inserted into the search rules. Each custom listhas a name that is shown in the pull-down list of list types.eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute14

SmartFindExpress 2.5Administrator User Guide2. If the list type selected is Active Do Not Useor Inactive Do Not Use, a Reason field willappear next to the List Type field. Select thereason for the substitute being added tothe list.3. When the “Subs at/above alert thresholdfor Do Not Use reason” option is enabled,the Reason field will appear. Select the DoNot Use Reason for the search. The systemwill search for all substitutes currently atthe alert threshold limit for the selectedreason. Other search fields are disabled.4. The classification determines the list towhich the substitute is assigned.5. The locations in the pull-down menu arethe locations found in the administrator’sprofile.6. Enter the Employee ID or, click NameLookup to search for the employee byname.7. Enter the Substitute ID or click NameLookup to search for the substitute byname.8. Enter the date range for when the entrywas added to a priority list.9. Click Search to display the Priority Listsearch results.10. To change an Active DNU entry to Inactive,check the Make Inactive box for the entryand then click the Make Inactive button atthe button of the screen.May 201411. To send a notification letter to a substituteto inform them of their entry on an ActiveDo Not Use list, click the Print Letter boxnext to the entry and click the Print buttonat the bottom of the screen. A notificationletter can be generated for every ActiveDNU entry.eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute15

SmartFindExpress 2.5Administrator User GuideProfile Inquiry/ReportsSearch for employee and substitute profiles, createreports and export profile information.1. Click on Profile Inquiry/Reports from theAdministrator menu. Profile searches canbe performed for a single profile or formultiple employee and substitute profiles.General Profile1. To search for a specific profile, click theGeneral menu option. The Profile Inquiryscreen is displayed. Enter the search criteriafor the profile and click Search. From thesearch results, select the profile toview/update.Employee Profile1. To access information on multipleemployees at one time, click the Employeemenu option. The Employee Profile Inquiryscreen is displayed. Enter the search criteriafor the profiles and click Search.2. From the search results, profile informationcan be viewed and modified. Employeeinformation can be exported and employeereports can be created.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute16

SmartFindExpress 2.5Administrator User Guide3. To create employee reports, click CreateReport to display the Employee ReportDetail page. Select the report options forthe Detail report and click View Report todisplay the report.4. To create an Employee List report for allemployees appearing in the search results,click View Report in the Employee Listsection of the report page.5. To create an Employee Labels report for allemployees appearing in the search results,select the label size from the Label Typedrop-down and click View Report.6. To export employee data, click Export todisplay the Employee Export screen. Clickthe Export button next to the data to beexported. The exported file is automaticallycreated as a text file in Notepad.Substitute Profile1. To access information on multiplesubstitutes at one time, click the Substitutemenu option. The Substitute Profile Inquiryscreen is displayed. Enter the search criteriafor the profiles and click Search.2. From the search results, profile informationcan be viewed and modified. Employeeinformation can be exported and employeereports can be created.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute17

SmartFindExpress 2.5Administrator User Guide3. To create substitute reports, click CreateReport to display the Substitute ReportDetail page. Select the report options forthe Detail report and click View Report todisplay the report.4. To create a Substitute List report for allsubstitutes appearing in the search results,click View Report in the Substitute Listsection of the report page.5. To create a Substitute Labels report for allsubstitutes appearing in the search results,select the label size from the Label Typedrop-down and click View Report.6. To create a Substitute Statistics report forall substitutes appearing in the searchresults, enter the date range for thestatistics to be displayed and click ViewReport.7. To export substitute data, click Export todisplay the Substitute Export screen. Clickthe Export button next to the data to beexported. The exported file is automaticallycreated as a text file in Notepad.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute18

SmartFindExpress 2.5Administrator User GuideAbsence Approval (Absence Approval maynot be used in your district.)1. To approve/deny pending absenceapproval requests, click the AbsenceApprovals link in the notificationmessage on your home page, or selectAbsence Approval from theAdministrator menu.2. The Absence Approval List displays allof the absence approval requests in thesystem that can be approved on yourapproval level or below.3. To approve or deny an absence request,click the Select box for the absence requestand then click the Approve or Deny button.4. To view the history on a request, click theLevel link to display the Absence ApprovalHistory log for the request. The log showsthe history of actions performed on therequest (for each level), such as when therequest was submitted, emails sent, andrequest status.5. To provide any additional information onthe absence approval request, entercomments in the Comments box and clickAdd.A Select box appears next tothe requests that you canapprove/deny. Click theSelect box and then clickeither the Approve or Denybutton.Click the Level link to displaythe history page for thespecific absence approvalrequest. View the history,approve/deny the request/add comments.8. To search for existing or future absenceapproval requests, enter the date range forthe search, select the location from thedrop-down, and select the statuscondition(s) for the search.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute19

SmartFindExpress 2.5Administrator User Guide9. The Absence Approval List displayssummary information on the absencerequests.10. Click the Level link to review the historyon the absence approval request.Comments may still be added to therequest.11. To create an Absence Approval Report, clickCreate Report.12. On the report detail page, enter thesearch criteria, choose the output formatand select the fields to display on thereport. Click View Report to display thereport. Click Save Report to save thereport to the My Saved Reports” folder,(accessible from the Reports menu).Click Save & View to display and savethe report.Reports1. Click Report List to display the list ofavailable reports in the system.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute20

SmartFindExpress 2.5Administrator User Guide2. Click on the link of the report you wantto create.3. The report’s setup page is displayed.4. Select the search criteria to be used for thereport and select the information to displayon the report from the Display Fieldssection of the setup page.5. After entering the report parameters, clickView Report to view the report or one ofthe “Save” options: Save Report, Save &View or Save & Schedule. Saved reportsdisplay in the “My Saved Reports” folder.6. To access your saved reports, click the MySaved Reports option from the Reportsmenu. The Saved Report List is displayed. View Report – Displays thecontents of the report and theexport formats.Edit Report – Displays the reportsetup page. Edit the reportparameters and rerun the report.Make any changes to the existingsearch criteria fields and to thedisplay field selections.Schedule Report –Displays theSchedule Report page. Reports canbe scheduled to run immediately,one time, or on a recurring basis.7. To generate an on-demand report, click thequick link for the report from the Reportsmenu. May 2014Today’s Jobs - displays all jobinformation for the administrator’slocation(s) for a single day.Today’s Available Substitutes - displaysavailability information on allsubstitutes for the current day.Active Substitutes - displays scheduleand unavailability dates/times for allactive substitutes who can accept jobsfor the administrator’s location(s).eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute21

SmartFindExpress 2.5Administrator User Guide8. The report is automatically generated foryour location.9. To export the report data, click on anReport data can be exported as aPDF, Excel, Word, or CSV file.export icon at the top of the report page.10. To apply different filters to the report,and re-run the report, click the ExpandFilters link to display the search criteriafields for the report.11. Enter the new search criteria and clickRun Report. The system displays a newversion of the report.May 2014eSchool Solutions Proprietary Documentation – Company confidential/Do Not Distribute22

Create Vacancy 1. Click on Create Vacancy from the Administrator menu. 2. Calendar is a pull-down menu of all the calendars that can apply to this vacancy. The "All Locations" calendar is the default. "No Substitute Required" days that will apply to 3. Location is a pull-down menu of all the locations for which this vacancy can apply.

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