Action Menu

The ACTION MENU gives you access to the menu options that control actions. These actions will do many functions at once as opposed to doing each function in the system separately. This also gives you a way of putting actions into the system which are to occur on a future specified date allowing you to enter future actions into the system now as opposed to later.

Action Detail Additions

The Action Detail Additions module lets you add new actions into the system. An Action performs updates to the system by accepting input on one screen normally be done on multiple screens to speed up data entry. Additionally, each action specified allows you to specify the date the updates are to occur. This gives you the ability of putting information into the system now that won't take affect until the specified date. For the Action system to work, a program called PRM_HISTORY needs to be submitted to run on your system each night. Call atrieveERP for information on how this can be done. NOTE: The TERM actions are superseded by the Employee Termination Screen.

Below is a list of the actions which have been defined:

ACT CODE	DESCRIPTION
APPL ACC	Update Application Accepted Date
ASGN CLOSE	Close All Open Assignments
CAT CHA	Change Employee Category
CAT CHA 1	Change Employee Category & Update Sub/Cas Preference Group
CAT CHA 2	Change Employee Category, Employee Status & Elig Status
CAT CHA 3	Change Employee Category & Continuing Hire Date
CAT CHA 4	Change Employee Stat, Sub/Cas Eligibility & Hire Dates
CAT CHA 5	Change Employee Stat, Sub/Cas Eligibility & Hire Dates & Toc Elig
CONT CHA	Change Continuing Hire Date
DEACT S/C	Deactivate Substitute/Casual (Mark as Inactive)
HIRE APP	Hire Appl/Emp (Update Posting, Application, & Demographics)
POST FI/SU	Update Posting Filled, Successful Applicant, Acceptance Date
POST FILL	Update Posting Filled Field With 'Y'
POST SUCC	Update Posting with Successful Applicant & Acceptance Date
POST/APPL	Update Posting Filled and Application Acceptance Date
POST/APPL1	Update Posting Filled, Appl, Acc Date & Application Acc Date
POST/APPL2	Post/Appl1 & Change Employee Status & Category
POST/APPL3	Post/Appl1 & Change Emp Status, Category, & Cont Hire Date
REACT S/C	Reactivate Substitute/Casual (Mark as Active)
S/C ELIG	Change Substitute/Casual Eligibility Status
S/C ELIG 1	Change Sub/Cas Eligibility Status and Update Pref Group
S/C PREF	Update Substitute/Casual Group for Dispatch Search Routine
STAT CHA	Change Employee Status Code
TERM EMP 1	Update Termination Date & Type Code
TERM EMP 2	Update Termination Date & Type Code, Close Open Assigns
TERM EMP 3	Update Termination Date & Type Code, Change Emp Status
TERM EMP 4	Update Term Date and Type, Change Emp Status, Close Assigns
UNAV BOOK	Mark Emp As Unav (Activate & Reactivate When Appropriate)

Of the actions listed above, there are only a few you will likely use on a regular basis. The rest can be flagged as inactive by going into Action Code Changes and modifying field Status to 'I'. Only active actions will show up in the Search window in Action Detail Additions.

Actions

There are several pre-defined actions in the system which can make your job easier. Instead of visiting multiple screens to complete a specific task, Actions lets you do everything on a single action screen. Actions also lets you perform future actions now instead of later.

Appl Acc (Update Application Accepted Date)

This action prompts you for posting number and posting acceptance date. It will update an employee's application acceptance date with the entered posting acceptance date.

Asgn Close (Close All Open Assignments)

This action prompts you for assignment as of date and assignment ending date. This action updates all open assignments (no end date) current as of the ASOF date with the specified end date.

Cat Cha (Change Employee Category)

This action prompts you for new employee category code. This action updates the employee's category with the one you specify.

Cat Cha 1(Change Employee Category & Update Sub/Cas Preference Group)

This action prompts you for employee category code. This action updates the employee's category on the demographics screen. It also recalculates and updates the substitute/casual group as a result of the category change.

Cat Cha 2 (Change Employee Category, Employee Status & Elig Status)

This action prompts you for employee category, status, eligible as substitute and eligible as casual. Each of these fields is updated by this action.

Cat Cha 3 (Change Employee Category & Continuing Hire Date)

This action prompts you for employee category and continuing hire date and lets you update both fields.

Cat Cha 4 (Change Employee Stat, Sub/Cas Eligibility & Hire Dates)

This action prompts you for employee status, category, current hire date, continuing hire date, continuing hire date, sub/cas hire date, eligible as substitute, eligible as casual and Automated Dispatch Security Code and updates all these fields.

Cat Cha 5 (Change Employee Stat, Sub/Cas Eligibility & Hire Dates)

This action prompts you for employee status, category, current hire date, continuing hire date, continuing hire date, sub/cas hire date, eligible as substitute, eligible as casual, and TOC Benefit Eligibility and updates all these fields.

Cont Cha (Change Continuing Hire Date)

This action prompts you for continuing hire date and updates it.

Deact S/C (Deactivate Substitute/Casual (Mark as Inactive))

This action has no prompts but will mark the substitute/casual as inactive.

Hire Appl (Hire Appl/Emp (Update Posting, Application, & Demographics)

This action prompts you for posting number, posting acceptance date, SIN, employee status, category, current hire date, continuing hire date, sub/cas hire date, eligible as substitute, and eligible as casual, and updates all of these fields.
When you hire an applicant already in the system you will likely want to update the posting, the employee's application, and applicable demographic information. The 'HIRE APPL' action lets you do this from a single screen.
The posting the applicant applied for should be updated as 'Filled' and the applicant added as the successful applicant. Fill in the date the applicant accepted the job.
The applicant's application should also be updated with the acceptance date.
Certain applicant's demographic information should be updated with information which is now known. Such information includes: Social Insurance Number, Employee Status, Employee Category, Current Hire Date, Continuing Hire Date (where applicable), Sub/Cas Hire Date (where applicable), and Substitute/Casual Eligibility.
Once this information has been entered onto the employee, you should renumber the employee to replace the applicant number (eg AP00000001) with a regular employee number. This can be done by running the Employee/Applicant Renumber.

Post Fi/Su (Update Posting Filled, Successful Applicant, Acceptance Date)

This action prompts you for posting number and posting acceptance date. This action will find and update the specified posting, marking it as filled and update the successful employee and acceptance date fields.

Post Fill (Update Posting Filled Field With 'Y')

This action will prompt you for the posting number and mark it as filled.

Post Succ (Update Posting with Successful Applicant & Acceptance Date)

This action will prompt you for posting number and acceptance date and mark the posting as filled and update the successful applicant and acceptance date fields.

Post/Appl (Update Posting Filled and Application Acceptance Date)

This action prompts you for the posting number and acceptance date. It marks the posting as filled and finds and updates the employee's application with the acceptance date.

Post/Appl1 (Update Posting Filled, Appl, Acc Date & Application Acc Date)

This action prompts for the posting number and acceptance date. It marks the posting as filled and updates the successful applicant and acceptance date fields and finds and updates the employee's application with the acceptance date.

Post/Appl2 (Post/Appl1 & Change Employee Status & Category)

This action prompts you for posting number and acceptance date, employee category, and employee status. It marks the posting as filled and updates the successful applicant and acceptance date fields and finds and updates the employee's application with the acceptance date. It also updates the employee's category and status.

Post/Appl3 (Post/Appl1 & Change Emp Status, Category, & Cont Hire Date)

This action prompts you for posting number and acceptance date, employee category, employee status, continuing hire date, eligible as substitute, and eligible as casual. It marks the posting as filled and updates the successful applicant and acceptance date fields and finds and updates the employee's application with the acceptance date. It also updates the employee's category, status, continuing hire date, and substitute/casual eligibility.

React S/C (Reactivate Substitute/Casual (Mark as Active)

This action has no prompts but will mark the substitute or casual as active.

S/C Elig (Change Substitute/Casual Eligibility Status)

This action prompts for eligible as substitute and eligible as casual and updates these fields. It will also recalculate the employee's dispatch group and update it as well as any affected search indexes.

S/C Elig 1 (Change Sub/Cas Eligibility Status and Update Pref Group)

This action prompts you for eligible as substitute and eligible as casual and updates these fields. It will also recalculate the employee's dispatch group and update it as well as any affected search indexes.

S/C Pref (Update Substitute/Casual Group for Dispatch Search Routine)

This action has no prompts, but it will recalculate and update an employee's dispatch group as well as any affected search indexes.

Stat Cha (Change Employee Status Code)

This action prompts you for an employee's new status code and updates it.

Term Emp 1 (Update Termination Date & Type Code)

This action prompts you for an employee's termination date and reason and will update their hire screen with this information.

Term Emp 2 (Update Termination Date & Type Code, Close Open Assigns)

This action prompts you for an employee's termination date and reason, assignment as of date, and assignment close date. In addition to updating an employee's hire screen with the termination date and reason, it will also close an open assignment current as of the date specified with the ending date specified.

Term Emp 3 (Update Termination Date & Type Code, Change Emp Status)

This action prompts you for termination date, termination reason, and employee status, and will update each of these fields with the information supplied.

Term Emp 4 (Update Term Date and Type, Change Emp Status, Close Assigns)

This action prompts you for termination date and reason, employee status code, assignment as of date and assignment as of date.
When you terminate an employee, you need to enter the termination date and reason, change the employee's status to terminated, and close any open assignments. These three tasks would normally be completed on three screens: hire screen, employee demographic screen, and the assignment screen. The action 'TERM EMP 4' lets you perform these tasks from one screen.
The prompts that will appear once this action has been selected are self explanatory with one possible exception. The ASSIGNMENT ASOF DATE prompt is needed for the system to close open assignments. The system will search for and close (attach an end date) any open assignments (assignments with no end date) with a start date before or on the ASOF date.

Unav Book (Mark Emp as Unav (Activate & Reactivate When Appropriate))

This action should only be used if you are using the search algorithm in the substitute/casual dispatching system. If not, go into Unavailability Additions to accomplish this task. The reason it is important to use this action in partnership with the search algorithm is to increase searching speed. Employee's marked as unavailable through this action, will be ignored from the search at an earlier point in time than by using Unavailability Additions.
This action will create an unavailability record in the same manner as would Unavailability Additions. It also flags the substitute/casual as inactive so they will be removed temporarily from the search indexes.

Employee

Enter the employee number to be updated by the action. If unsure of the employee number, Search with the Find key or click the binocular icon.

Action Code

Enter the action code for the type of action to take place against this employee. Search for valid action codes with their associated descriptions. The prompts displayed after the action date will differ depending on the action code selected.

Action Date

Enter the date (as YYMMDD) this action is to be executed on. If a future/prior date is entered here, you must run the action detail process option. If you use the current date as the action date, this action will execute immediately after entry. We recommend that the action detail process be set up to run in your batch queue so it will run automatically each morning completing unprocessed actions.
Other Prompts Will Appear Depending on The Action Selected

Field to Change

Enter the field number of the item to change. Leave this field blank and <CR> to automatically execute this action if the action date is the current date.

Action Detail Report

The Action Detail Report provides a listing of employees that have had actions setup to run on a specific date. This listing will display employee, action code, date of action, and details of the action (status settings, dates, etc.). The criteria will allow you to specify completed actions, pending actions, or both.

Action Status

Enter 'C' to view actions that are completed.
Enter 'P' to view actions that are pending (future actions).
Enter 'B' to view both completed and pending actions.

Action Code Range/Selection

Enter a range or selection of action codes to report on. <CR> to accept the defaults of START and END action code, which will report all action codes.

Starting Action Date

Enter the start action date (YYMMDD) to report on. <CR> to accept the default to select the first action date in the system.

Ending Action Date

Enter the end action date as (YYMMDD) to report on. <CR> to accept the default to select the last action date in the system. NOTE: The system will report on all actions taking place between and including the two date ranges. To report actions for a single day, enter the date in the start and end fields.

Employee Range/Selection

Action Detail Process

The Action Detail Process module reads through the action file and processes all transactions for the current system date. It is important that this process be run if you have set up future actions so that they will execute on the appropriate date. It is recommended this process be submitted as part of your nightly backup, so that all actions are processed on their action date. Call atrieveERP for more information on how this can be accomplished.
This module will produce a report of all actions it has processed.
NOTE: All actions entered with a current action date will be executed immediately. This process is primarily for future actions.