ADS Absence Parameter Profile Additions

The ADS Absence Parameter Profile Additions module lets you create new profiles which control the absence logging process for each different group of employees.

Category

• Enter the category code for the group of employees to add a profile. Search to view a list of valid employee category codes.

Use Assignments for Abs Details

• In the present version of HR this option has to be set to 'N'.

Prompt for Position

• Enter 'Y' to have Automated Dispatch prompt this group of employees for the position they will be working at.

• Enter 'N' to assume the position from the prompt below. Eg: for teachers, you could possibly assume the position will always be TEACHER and not prompt.

Unprompted Position

• If you entered 'N' to the above prompt, you MUST enter the position code.

Prompt for Requested Rep Employee

If this group of employees is to be able to request a replacement employee when logging their absence There are several options to choose from.

• Enter 'Y' or '1' to prompt for 1 Requested Employee

• Enter '2' to prompt for 2 Requested Employees

• Enter '3' to prompt for 3 Requested Employees

• Enter '4' to prompt for 4 Requested Employees

• Enter '5' to prompt for 5 Requested Employees

• Enter 'N' to tell the system to not prompt for any Requested Employees

Use Assignments in Abs/Dis Advance

• In the present version of HR you MUST enter 'N'.

Prompt for Subjects & Levels

This prompt controls whether or not subjects and levels are prompted for during absence logging.

• Enter 'Y' to prompt the user to enter subjects and levels.

• Enter 'A' to skip the subject and level prompts during absence logging and grab this information from the Subject/Skill Information Screen of the employee's current assignment(s).

• Enter 'P' to skip the subject and level prompts during absence logging and grab this information from the Permanent Employee Search Criteria Screen.

• Enter 'O' to skip the subject and level prompts during absence logging and grab this information from the Subject/Skill Information Screen from the absent position.

Number of Subjects to Prompt For

• Enter the number (1 to 5) of subjects and levels the absent employee can enter.

Match Leaves Based on Date Only

• This prompt is not currently used.

Allow Open Ended Absences

• Enter 'Y' to allow or 'N' to disallow open ended absences to be entered into the system.

Speak Absent Employee Name in Dispatch Call Out

• Enter 'Y' to speak the absence employees name during the dispatch call out.

• Enter 'N' to disable this feature.

Listen to Subjects And Levels

• Enter 'Y' to listen to the subjects and levels during the dispatch call out and inquiry.

Activate Admin Location Security

• Enter 'Y' to activate location security when an administrator accesses the Inquiry By Location option within Automated Dispatch. If activated, administrators can only access schools they have listed on their record of the Employee PIN Database.

• Enter 'N' to disable administrator location security. With this turned off, administrators can inquiry on any location as well as perform functions on behalf of any employee regardless of what location they work at.

• Enter 'D' to ensure that administrators can only perform Automated Dispatch functions on behalf of employees that work at their school(s). The school an employee works at is determined by their demographic location.

• Enter 'E' to ensure that administrators can only perform Automated Dispatch functions on behalf of employees that work at their school(s). The school an employee works at is determined by their EAM location(s). The EAM location can be controlled manually a record at a time or be maintained through the Most Assigned Demographics Update which can run every night to reflect what's in the assignment system.

Open Ended Absence Duplicate Blocking Day Buffer

• This prompt will block the logging of any absences within X number of days of the start of an Open-Ended Absence. The Automated Dispatch system will tell the employee the JOB ID for the Open-Ended Absence so they can cancel or close it if needed. The purpose of this option is to try to prevent employees form double-booking replacements.

• The value of this field must be less than that of field 15 below.

Open Ended Absence Duplicate Warning Day Buffer

• This prompt will warn the employee who is logging the absence within X number of days of the start of an Open Ended Absence. The warning message will state the Job ID for the Open-Ended Absence but will allow the user to proceed to book the absence. The purpose of this option is to try to prevent employees from double-booking replacements.

Use Predefined Schedules

• Enter 'Y' to instruct Automated Dispatch to speak out the predefined schedule entered in HR. The schedule number is found on the absent employee's assignment and the details are stored in the Schedule module.

Allow Differing Replacement Schedules

• Enter 'Y' to allow a different replacement schedule to be entered when an absence is logged in Automated Dispatch.

• Enter 'N' to remove this option from the list of prompts when an absence is logged. This will force the replacement employee to always work the same hours as the absent employee.

Employee Name Search Method

• This field identifies how the employee name search option within the absence logging process will work. Enter '1' to use the Close Match option. This requires one telephone key to be pressed for each letter entered. Example: 'Smith' is on the telephone keypad as 7 6 4 8 4. This search option makes it easy to spell the name of the requested employee, but it is not as accurate as the next option.

• Enter '2' to use the Exact Match search. This requires that multiple keys be pressed to select the letter required. Example: To select the letter 'A', the number 2 key is pressed once. To select 'B', the number 2 key is pressed twice. To select 'C, the number 2 key is pressed three times. 'Smith' would be entered on the telephone keypad as 777 6 444 8 44. This search option is more difficult to operate but provides a very accurate search method.

Number of Employee Names To Return

• This field works in combination with Employee Name Search Method. When the name search is used in the Automated Dispatch logging process, the number of employee name matches found will be controlled by this field.

• Enter a number between 1 and 99. Example: If this field is set to '10' then the first 10 matches found will be spoken out in Automated Dispatch.

Test Mode On-Abort Before Abs Is Logged

• Enter 'Y' to turn on the Test Mode option in Automated Dispatch. This will allow employees to call into Automated Dispatch and walk through the absence logging process without actually creating a real absence. Messages informing the user that they are in test will be spoken when they start and complete the absence logging process in Automated Dispatch.

• Enter 'N' to disable the Test Mode option.

Duplicate Checking Emp List

• Enter employee numbers of employees who will be allowed to create multiple overlapping absences in Automated Dispatch. This option is designed to accommodate districts that have fictitious employees like 'Extra Staff' or 'Draw Time'.

• ADS will check to determine if the absent employee is entered in this list, if so, ADS will skip the same employee when filling dispatches.

• This field currently accepts wildcarding employee numbers for web absence entry. Future Development is planned to accommodate wildcarding of employee numbers for the ADS program.

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Absence Codes to Ignore Abs Inquiry

• Enter the absence codes separated by slashes (/) that you do not want employees to inquire on through the Automated Dispatch Telephone Inquiry option. Any absences logged with these absence codes will not be accessible. However, the corresponding dispatches can still be inquired on through the telephone. Another effect of this field is to suppress duplicate absence checking for absences with codes in this list. So, if you had /DNIS/ in this field, all absences with an absence code of DNIS would be ignored by the system when duplicate checking takes place. Normally, the system will not allow you to enter absences that overlap into the system. This prompt allows you to override this functionality.

Block Requests for These Positions

• Enter a list of positions separated by slashes ('/') for which you want to disallow telephone requests. Any absence logged containing any of these positions will not be allowed to request specific replacement employees.

Wheelchair Accessible Question

• Enter 'Y' to ask the person logging the absence if their classroom is wheelchair accessible.

Unapproved Absence Code If No Approved Leave

• Enter the absence code to use for absences that are missing approved leaves. Putting a code in this field activates leave checking in Automated Dispatch. During Absence Entry through Automated Dispatch, the system will check for required leave applications. If none is found, you will be warned that the absence you are taking will be changed to unapproved – which will have the affect of docking you pay for the duration of your absence. Whether or not the absence code is changed to unapproved during absence entry, depends on the setting of the next field. If you have the Change Approved Absence Code During Entry field set to 'Y', the absence code will be converted at the time the entry is entered through Automated Dispatch. If you have the field set to 'N', the absence code will not be changed until you run Conversion Of Vacations/Leaves To Unpaid process prior to running the Absent Employee Costing Module.

Change Unapproved Absence Code During Entry

• Whether or not the absence code is changed to unapproved during absence entry through Automated Dispatch, depends on how you set this field. If you enter 'Y', the absence code will be converted at the time the entry is entered through Automated Dispatch. If you have this field set to 'N', the absence code will not be changed until you run Conversion Of Vacations/Leaves To Unpaid process prior to running the Absent Employee Costing Module.

Extra time- No. Of days Before/After Current Date to Allow Entry

• This prompt controls how many days either before or after the current date you can enter extra time. This field expects two values separated by a '/'. The first field is the number of days before the current date you can enter extra time. The second field is the number of days after the current date you can enter extra time. If you enter 30/0 for example, you will be allowed to enter extra time for any date 30 days before the current date, and 0 days after the current date (or today).

Extra Time- Paid Overtime Dispatch Source Code

• Enter the dispatch source code for paid overtime. Search to view valid source codes. Dispatch source codes control what pay codes are used when the payroll time sheets are created.

Extra Time- Banked Overtime Dispatch Source Code

• Enter the dispatch source code for banked overtime. Search to view valid source codes. Dispatch source codes control what pay codes are used when the payroll time sheets are created.

Extra Time- Position Entry Method

• Each extra time entry must contain a position. This field controls how positions are entered into the system through Automated Dispatch.

  • Enter '1' if you want Automated Dispatch to allow the users to select their position from a list of their currently assigned positions. Only assigned positions current as of the date of the extra time entry will be spoken. If there is only one currently assigned position, the position prompt will be skipped completely. Only the first eight positions the system finds will be listed.

  • Enter '2' if you want Automated Dispatch to allow the users to enter the code of the position that they worked. This would require you to publish a list of all position codes that could possibly be entered as extra time.

  • Enter '3' if you want Automated Dispatch to allow users to select their position from a list of their currently assigned positions AND give them the option of manually entering in their position code. This is a hybrid of options '1' and '2'. The first 8 assigned positions will be spoken followed by option 9 which allows a position code to be entered.

Extra Time- Location Entry Method

• Each extra time entry must contain a location. This field controls how locations are entered into the system through Automated Dispatch.

  • Enter '1' if you want Automated Dispatch to allow the users to select their location from a list of their currently assigned locations. Only assigned locations current as of the date of the extra time entry will be spoken. If there is only one currently assigned location, the location prompt will be skipped completely. Only the first eight locations the system finds will be listed.

  • Enter '2' if you want Automated Dispatch to allow the users to enter the code of the location that they worked. This would require you to publish a list of all location codes that could possibly be entered as extra time.

  • Enter '3' if you want Automated Dispatch to allow users to select their location from a list of their currently assigned locations AND give them the option of manually entering in their location code. This is a hybrid of options '1' and '2'. The first 8 assigned locations will be spoken followed by option 9, which allows a location code to be entered.

Default Schedule- Absence Codes For 10 Month Employees

• Enter the list of pay codes (separated by slashes '/') that will trigger the system to use the default schedule for ten-month employees. Ten months employees are determined by looking at the school term field on the employee's assignment. If any of their current assignments have a 'Y' in that field, they will be deemed to be ten-month. You can enter a /ALL/ to instruct the system to use the default schedule for ten-month employees for all absence codes.

Default Schedule- Absence Codes For 12 Month Employees

• Enter the list of pay codes (separated by slashes '/') that will trigger the system to use the default schedule for twelve months employees. Ten months employees are determined by looking at the school term field on the employee's assignment. If any of their current assignments have a 'Y' in that field, they will be deemed to be ten-month. You can enter a /ALL/ to instruct the system to use the default schedule for twelve-month employees for all absence codes.

Absence Codes to Ignore/Delete

• This prompt expects two lists of absence codes. The two lists will be separated by and equals sign. Each list will contain absence codes separated by slashes '/'. The purpose of this field is to tell the Automated Dispatch system that if an absence is entered that is in of the first absence code list, to ignore duplicate absences if their absence codes are in the second absence code list.

• For example, if you had /VACP/=/DNIS/ in this field, and an absence was entered with the absence code of VACP, all duplicate absences with absence codes of DNIS would be ignored, allowing a duplicate absence to be entered into the system. Once the VACP absence has been entered, the DNIS absences that occur on the same days as the VACP absence will be deleted from the system.

Note: The Following Five Prompts Affect How Absences Are Logged Through ADS Web

Automated Dispatch Web Absence Logging- Position Entry Method

• When you enter a new schedule or edit an existing one, you have the ability the choose from a list which position you want to enter. This prompt controls what positions you will see in that list.

  • Enter '1' to display only those positions that you are currently assigned to.

  • Enter '2' to display all positions in the database.

  • Enter '3' to display those positions you are currently assigned to at the top of the list followed by all other positions in the database.

Automated Dispatch Web Absence Logging- Location Entry Method

• When you enter a new schedule or edit an existing one, you have the ability the choose from a list which location you want to enter. This prompt controls what locations you will see in that list.

  • Enter '1' to display only those locations that you are currently assigned to.

  • Enter '2' to display all locations in the database.

  • Enter '3' to display those locations you are currently assigned to at the top of the list followed by all other locations in the database.

Automated Dispatch Web Absence Logging- Req Employee Search Category List

• This prompt lets you restrict what employees show up in Automated Dispatch Web when you are searching for a replacing employee. Enter a list of categories separated by slashes '/'.

• Only employees in the specified categories will show up in the employee search.

Automated Dispatch Web Absence Logging- Subject Category List

• This prompt lets you restrict what subjects show up in Automated Dispatch Web when you are entering subjects. Enter a list of categories separated by slashes '/'. Only subjects in the specified categories will show up in the selection list.

Automated Dispatch Web Absence Logging- Employee List To Appear For All Schools

• When a manager uses Automated Dispatch Web, they can transact business for themselves or on behalf of anyone at their location(s). In addition to choosing employees that work at their locations, you can enter a list of employee numbers here that will be placed on every manager's list of employees. This allows you to give everyone access to specific 'fictitious employees' to accommodate your current way of doing things.

ADS Web Absence Entry- Hide Already Contacted Prompt

• Applicable if Page 1, Field 05 set to Y or 1-5.

• Y= Do not ask if the requested employee has already been contacted (ADS will attempt to phone the requested replacement and/or place the job on the requested rep's Work board.

• N=If the employee logging the absence has an Administrator Pin, ask whether the requested replacement has been contacted. If the employee answers yes, the requested replacement will be automatically added to the dispatch record without phone call or requirement to accept the job via Work board.

• *=Ask Even if Not Manager. Same as above, except administrator PIN not required.

ADS Web Absence Entry- Hide Entire Replacement Screen

• Y= Do not ask questions on web regarding whether the employee needs a replacement.

• N= Ask questions related to whether the employee needs a replacement.

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ADS Web Absence Entry- Use Default Schedule If None

• Y= System will use the location schedule if the employee does not have a schedule on his/her assignment. For pseudo employees' schedules to emulate location schedules, this must be set to Y.

• N= If an employee does not have a schedule on his/her assignment, they will not be able to enter an absence, unless the add schedule hyperlink is not hidden (see Field 03).

ADS Web Absence Entry- Use Loc FTE If AM/PM Times Match

• Y= System will use the location code absence/replacement FTE if the times on the absence match the location code.

ADS Web Absence Entry- Hide 'Add Schedule' Hyperlink

• Y= System will hide the hyperlink for users to add a schedule line. Can add a forward slash followed by role codes to only allow specific users to access the add schedule hyperlink. For example, Y/HR/PRIN (will hide the link except to those with a role of HR and PRIN).

ADS Web Absence Entry- Number of Days In Past To Allow

• Enter the number of days a user can enter absences in the past. An actual date is valid if employees should only be able to enter absences in the past up to a specified date. For example, enter September 1, 20** if employees should not be able to enter absences before September 1, 20**.

• The number of days or date can be followed by role codes separated by '/' to indicate only those with the specified roles can enter in the past. All other employees will not be able to enter in the past at all. There is also a special role code of * ADMIN * which indicates employees that are configured as an ADS administrator.

• Valid examples include:

  • 60

  • 20200901

  • 60/PRIN/HR/

  • 20200901/* ADMIN* /

ADS Web Absence Entry- Number of Days In Future To Allow

• Enter the number of days a user can enter absences in the future. An actual date is valid if employees should only be able to enter absences in the future up to a specified date, for example, enter 20200630 if employees should not be able to enter absences past June 30, 2020.

ADS Web Absence Entry- Fields to Edit On Main Schedule Screen

• Enter as many letters as applicable (a warning will occur but should be ignored).

• Options:

  • P : Position (as defined by Page 2, field 14)

  • L : Location (as defined by Page 2, Field 15)

  • T : Start & End Time

  • Q : Quick AM/PM/Full Day Options

  • H : Hide Date Link to Edit Schedule

ADS Web Absence Entry- Check Req Emps Availability

• Check the requested employee's availability, referencing as many as relevant:

• Options:

  • U: Unavailability

  • D: Dispatches

  • A: Assignments

ADS Web Absence Entry- Force Level For Every Subject

• Y=User will be forced to enter a level for every subject they select.

ADS Web Absence Entry- Warn/Block If Calendar Date

• Warn or block if the user attempts to enter an absence on a calendar date.

• Options:

  • S: Statutory Holiday

  • T: Teaching Holiday

  • P: Professional Day

  • O: Position Specific Non-Working Day

  • W: Weekend

  • B: Block instead of Warn

• For example: SB to block stat holiday absence entries. All other entries would be allowed without warning.

ADS Web Absence Entry- Warn/Block If Abs > Scheduled Units

• Warn or block if the absence units are larger than the employee's scheduled units for that day. For example, if an hourly employee entered an absence that was 7 hours, but was only scheduled to work 6 hours that day, the system could warn or block that entry.

ADS Phone Absence Entry- Warn/Block If Abs > Scheduled Units

• Warn or block if the absence units are larger than the employee's scheduled units for that day. For example, if an hourly employee entered an absence that was 7 hours, but was only scheduled to work 6 hours that day, the system could warn or block that entry.

ADS Web Absence Entry - Display Calculated Units

• On the absence schedule details screen during absence entry, display the units (e.g. AM=0.5 FTE).

• Options:

  • Y: Yes, for absence only. Absence is calculated without referring to the pseudo employee's assignment. To load pseudo employee's assigned hours per day, see option "1" below.

  • N: No

  • B: Yes, for both absence and replacement schedule

  • 1: Yes, for absence only, original pseudo emp calculation (pseudo emps as defined by this profile, page 2 field 18).
    Original calculation means that the units calculated default to the pseudo employee's assigned hours per week. Hours will recalculate if absence start/end time is adjusted. For example, if the location schedule shows 0830-1524 and the pseudo employee's assigned hours per day is 6, the employee's absence would calculate to 6 hours. If the employee re-types 0830, the absence units will re-calculate to the total time of 6.4.

  • 2: Yes, for both abs and rep sched, original pseudo emp calculation

Doc Type For Sub Plan Uploading

• If attachments of sub plans is desired, this field must be set to HR_ADW_SUB_PLAN.

Doc Widget Text

• Enter the text that should appear at the top of the document attachment widget.

Doc Widget Image Source

• Leave this blank for default paperclip image.

Display Units In Absence_And_Dispatch_Status E-form Field

• Enter 'Y' to have the absence units display in the leave form section where the absence and dispatch status is included.

ADS Web Absence Entry - Allow Replacement Employees In Past

• Options to allow the entry of replacement employees during absence entry process even if absence is in the past.

• Options:

  • Y: Yes - allow replacement employees to be entered on dates that have already passed.

  • Y/ROLE/ROLE/ADMIN: The Y can be followed by role codes separated by '/'. The keyword of ADMIN can also be used to indicate employees who are configured as an ADS administrator.

  • N: No

ADS Web Absence Entry - Allow Changes to Absences

• Y = all employees of this category can change their absences.

  • If you enter Y, you can also enter a list of role codes, separated by /. There is also a special role code called *ADMIN* which indicates employees who have an ADS Administrator PIN record.

• N or blank = no employees in this category can change their absences.

  • If you enter N, you can also enter a list of role codes, separated by /. Doing so will mean that anyone with the specified role code(s) will not be allowed to edit an absence. Everyone else will be allowed.