Setting Up Tyler ESS - Tyler Technologies

Setting up Tyler ESS Tyler ESS is a new Employee Self Service application that provides a refreshed look, streamlined setup and maintenance, and increased security. This out of the box solution makes migrating from DNN, Infinite Visions current web portal, easy. Just follow the steps below to ensure a successful rollout to your employees. Note that all existing employee self-service approvals will still function the same. Examples are Leave Requests, Profile Changes, Tax Changes, and Direct Deposit Changes. Sections with this symbol indicate tasks that can be completed prior to Tyler ESS installation Sections with this symbol indicate tasks that must be completed after the Tyler ESS installation Infinite Visions Setup Review and Assign User Roles Employees will see some pages in Tyler ESS by default, while the Roles assigned in Employee Maintenance will allow them to see additional screens. By Default, all employees will see the following information in Employee Self Service: o My Dashboard: Provides at-a-glance information regarding pay stubs, leave balances, district resource documents, and announcements. o Employee Profile: Displays contact information, Emergency Contacts, Dependents, Beneficiaries, Certifications and Education. o Pay & Tax: Displays paycheck information, YTD pay information, Compensation Statements, Direct Deposits, W4 information and updates, and W2 tax documents. o Time Off Transaction History: Displays leave transaction detail. Additional Roles can be mass updated within Employee Maintenance or modified manually on the ESS Information tab within the Employee record. o Roles are: Benefits User: Provides access to Benefits Enrollment. This also requires the purchase of Benefits Enrollment. Tasks User: Provides access to Tasks & Documents page where the employee can enter User Defined Forms, approve Contracts and Employee Tasks, and view Employee Documents made available by Human Resources. Time Off User: Provides access to enter time off requests. Time Entry: Provides access to Daily Time Entry. This also requires a license key and the latest iVisions Accounting application. 1

Tyler ESS Connection Groups (2020.4 Release) NOTE: This setup feature will be released with 2020.4. Make sure that this step is completed after updating to 2020.4, or prior to the next fiscal year being created. Tyler ESS will default all pages to the Connection Group set as Mobile Primary in Administration. However, with 2020.4, it will first check to see if a Default Connection Group or any overrides have been set up in Tyler ESS Connection Groups. Navigate to Security Workflow Configuration Tyler ESS Connection Groups. Set a Default Connection Group for all Tyler ESS pages. If any of the other listed areas should point to a different Connection Group, indicate that here prior to saving. 2

ESS Tab in Portal Default Settings A new tab is now available in Portal Default Settings (Security Workflow Configuration) called ESS. Resource documents, links for employees, the option to allow editing Demographic information, and W2 Document conversion to Tyler ESS are completed here. Right click in the ESS Resource Documents box to add resource documents and links, such as links to the Employee Handbook and District Policies or other websites. Mark the box to “Allow Editing of Demographic Information” box if you wish to allow users to update Hispanic/Latino, Race, Gender, Primary Language, and Marital Status (as it displays in Employee Maintenance). Tax Documents: This is a utility run during conversion from DNN to Tyler ESS. See the W2 Document Conversion section for instructions. 3

W2 Document Conversion Tyler ESS pulls W2s differently than DNN. There’s no longer a need to create a page for every year. However, for the documents to display after initially converting to Tyler ESS, the following steps need to be completed to ensure the W2s display. This is a one-time conversion and does not need to be completed each year going forward. Publish W2s The action to Publish W2s need to be completed again for each year in which the W2s should display for employees. Navigate to Payroll Reports Calendar Year W2 Processing. Actions Publish W2s. This will create a PDF document within Infinite Visions that references the appropriate Calendar Year. Transfer Published W2 PDFs to current year Log into the current fiscal year. Navigate to Security Workflow Configuration Portal Default Settings. Click on the ESS tab In the Tax Documents section, select the Source Connection group for the first year to pull forward. For example, if W2s were published for 2018, select the FY1819 connection group. Select Import. This will append the W2 PDFs for 2018 to the current year for viewing. Continue these steps for each year where W2s were published and should be made available to employees. Other Setup: The following flags may already be setup as they were used within DNN as well. Please review to ensure they are flagged appropriately. Security Workflow Configuration Portal Default Settings Allow employee to edit contact information Allow personal and preferred email addresses Allow leave requests in excess of available balance Require hard copy submittal of tax forms Use address validation Allow Editing of Demographic Information Payroll Configuration Payroll Default Settings Allow Percentage Amount validation Allow Dollar Amount validation Payroll Leave Plans Leave Plan Maintenance Select Include on Check for each plan that should display Select the appropriate iVisions Publish Type for each plan 4

Tyler ESS The announcements that display on the Employee Home Screen are managed within Tyler ESS. Upon installation, an Admin user is set up with the Tyler Cloud Platform application, which houses the ESS Administration functions. This is where announcements and a site image will be maintained. Portal Groups A Portal Group for TESS Administration must be set up when first logging in. An Administrator logs into the TESS URL that has /enterpriselauncher at the end. Select Manager Users. Select the Groups tab. Select Add Group. Enter a Group name and Description. Select Tyler Employee Self Service from the Product drop down. o Note: The Group and Description can be labeled anything. The Product must be Tyler Employee Self Service. Manage Administration Users If additional users need to be set up to add and maintain announcements, follow these steps. The Administrator logs into the TESS URL that has /enterpriselauncher at the end o NOTE: Employees will log into the site that has /employee-selfservice at the end of the URL. 5

Select Manage Users. Select Add User. Enter the First Name, Last Name, and Email Address for the user who will be maintaining Announcements. Select the TESS Administration group from the Groups dropdown. Save the User. 6

Adding Announcements Announcements added here will be viewable by employees on their Home page within Tyler ESS. An Administrator logs into the TESS URL that has /enterpriselauncher at the end. Select Manage Portal. A user assigned to the TESS Administrator group will see Tyler Employee Self Service along the left side. Expand and select Announcements. At this point, an Announcement can be edited, deleted, or added. The End date will determine when the announcement is no longer viewable by the employee. Checking the box for Priority will ensure the Announcement is displayed at the top of the list viewed by the Employee. 7

Adding a Site Image An image uploaded here will be the site branding image employees will see when they log into Tyler ESS. An Administrator logs into the TESS URL that has /enterpriselauncher at the end. Select Manage Portal. A user assigned to the Portal Administrator group will see Branding Images along the left side. Select the menu item. Hover over the image and select Replace Image. Select Publish. 8

iVisions Users Users who need access to iVisions for accounting functions can go directly to the accounting URL or click on an iVisions link within Tyler ESS. The user’s login information will be their User Name and Password from Infinite Visions Administration. Setup Checklist Infinite Visions Review and Assign Roles in Employee Maintenance Set up Tyler ESS Connection Groups (Available in the 2020.4 release) Identify Resource Documents in Portal Default Settings Publish and transfer W2 documents to the newest fiscal year Review other Portal settings Tyler ESS Set up Portal Group for Tyler Employee Self Service Add additional Administrators who can add and maintain Announcements Add Announcements Add Site Image 9

Tyler ESS will default all pages to the Connection Group set as Mobile Primary in Administration. However, with 2020.4, it will first check to see if a Default Connection Group or any overrides have been set up in Tyler ESS Connection Groups. Navigate to Security Workflow Configuration Tyler ESS Connection Groups.