Assignment Additions

The Assignment Additions module allows you add new assignments and close existing ones. The assignment screen can appear one of two ways depending on whether or not you have the Detailed Salary Screen activated. This screen is turned on or off in the Screen Control Profile. 

Employee

• Enter the number of the employee to create an assignment for. Search for an employee based on a portion of the name.  You can also key up to 10 letters of the employee name into the employee number prompt, and that will open the employee name search window without searching.

• Leave this field blank and press Enter or click Cancel on the bottom right to leave the assignment screen.

Position

• Enter the position code to assign to this employee. Search to view valid positions. This field is mandatory. Once you enter this field, notice several additional prompts display on screen. Until you enter a position, the system does not know whether to prompt for hours or FTE. The appropriate prompts will be filled in at this time.

• If in Assignment Additions mode press the All Asgns button to view all assignments an employee has.

• Use the Close Asgns button to easily close and create employee assignments without jumping back and forth between Assignment Additions and Changes. Closing an old assignment and creating a new one becomes even easier by activating the Assignment History option in the Screen Control Profile. 

Start Date

• Enter the date YYYYMMDD or YYMMDD this assignment starts.

End Date

• Enter the date (YYYYMMDD or YYMMDD) this assignment ends. If you leave this field blank, it indicates this assignment is ongoing.

Assignment Type

• Enter a valid assignment type code. Search to view valid assignment type codes. The assignment type code reflects the nature of the assignment.

Posting Number

• If the employee was awarded this position as a result of a job posting, enter the applicable posting number (optional ). Search to view valid postings.

• The Assignment Screen can be configured to check the application/posting system to see if the employee has been chosen as the successful applicant for any posting matching the assigned position just entered. If such a posting is found, it will be loaded as a default, that you can either accept, blank out, or change. This feature is activated by setting field:  Load Posting Number Default On Assignment  Screen to 'Y' in the User Specific Parameters Profile.

Department

• Enter the department to assign this employee to. Search to view valid departments. This field is optional.

Emp Replacing

• If this employee is replacing another employee, enter the replacing employees number. Search for the employee by name. This field is optional.

Number Of Days

• Enter the number of days in this assignment. This field is optional.

Assigned FTE Or Hrs

• If the position entered is designated as FTE, you are prompted for FTE here.

• Enter the FTE this employee is being assigned.

• If the position entered is one using hours, you will be prompted for HRS.

• Enter the hours per week that this employee is being assigned.

Pay Rate / Salary Grid

• Enter the assignment employee's rate of pay or salary grid (if activated). The pay rate or salary grid from the assigned position will be the default.

FTE Or Hrs Per Day

• If the position entered is designated as using FTE, you are prompted for FTE.

• Enter the FTE this employee works on an average day. If the position is entered using hours, you are prompted for HRS.

• Enter the FTE or hours this employee normally works each day. This value is used in the absence system as the default number of hours or FTE for a full day. If an employee were a 0.6 FTE employee, but works 3 full days a week, enter a 1.0 in this field. If however, the employee works 0.6 of a day each day of the week, enter 0.6 into this field.

Start Reason

• Enter the reason for this assignment. Search to view valid reason codes. This code is meant to help track why employees were given new assignments or transferred. Potential reasons may include increased FTE, additional money, on recall list etc.

Benefits

• Enter 'Y' if this person is eligible for benefits.

• Enter 'N' if this person is not.

• The default will be taken from the assigned position unless the Field: Check Min Hours For Benefits In Assignments from the User Specific Parameters Profile is set to 'Y', in which case special logic checking will take place to determine whether or not the employee is eligible for benefits.

Works Pro-D

• Enter 'Y' if this person works on days marked as professional development.

• Enter 'N' if not. The default is taken from the assigned position.

School Term

• Enter 'Y' if this person works only during the school term.

• Enter 'N' if this employee works all year round.

Payroll Id

• Enter the payroll identifier this employee will be paid in for this assignment. This will default from the position code.

Comment

• Enter a comment (up to 67 characters) to describe this assignment. (optional)

Location

• Each employee can be assigned up to 5 Locations, each with its own assigned hours or FTE field. Search to view a list of valid locations.

• FTE/HRS: Each assigned location must have a corresponding hours or FTE attached. The total of the location hours/FTE must be equal to Assigned FTE or HRS.

• Start Date: Enter the date as (YY)YYMMDD this subject/level information begins. This field Cannot be left blank. This field is only changeable when adding a new location or through the subject history option. The start and end dates of the subject/level information must be within the start/end date of the assignment.

• End Date: Enter the date as (YY)YYMMDD this subject/level information ends. A blank date here indicates the subject/level information continues indefinitely.
  The start/end dates of the subject/level information must be within the start and end dates of the assignment.

• Subjects & Levels:

  • Click the button to the left of the applicable location to open the subject and level information screen.

  • Subject: Enter up to 10 subjects onto each location. Search for valid subject codes.

  • Level: Enter up to 10 level codes onto each location. Search for valid level codes.

  • FTE: Enter the Hours or FTE assigned to each subject/level.

  • Subject History: If you have the Subject History option turned on in Screen Control Profile, each time you modify the subject information you will be asked whether or not you want to make a history of this change. If you choose to make a history, you will be prompted for the ending date of the old subject information and then for the start and end dates of the new subject information. If you choose not to make a history, you will only modify the current subject/level information. Once this screen displays, move the cursor to (or click on) the subject history you want to access and hit enter or click select or double-click. To return back to the main subject screen, click Back. Once you have selected subject/level history to modify, notice that the Subject History Information heading now appears to remind you that you are in the history screen, not the regular subject/level information screen.

  • Delete Location: Click on this icon to delete all of the location information. This will delete the location, location FTE and all of the subject/level information as well. After entering 'D' you will see the following window: Enter 'Y' to delete the location, 'N' to cancel the deletion.

  • Close: This Closes the widow and saves your changes. 

If you have the Authorizer Location option turned on, you will see:

Auth Loc

• Enter the authorizer location for this assignment. This is only applicable to users of the AMS (Absence Management System) and is optional. It is activated by setting field: Activate Authorization Location In Assignment Screen to 'Y' in the HR User Specific Parameters Profile (page 2).

• Authorizer Locations must be set up in the Location Database with key words of '(AUTH LOC)' in the location name field. Authorizer locations give you the ability to authorize absences and dispatches at many different physical locations through one authorizer location.

Other Pages on the Assignment (as visible as tabs across the top of the screen)

Schedule: Create a Schedule for this employee.

Salary: View the Salary Screen for this employee (if activated via Screen Control Profile).

General Ledger: The GL screen lets you enter the GL's and/or cost centres that apply to the assignment. Enter up to 10 cost centres and GL's. (Activated via Screen Control Profile).

Comments: Enter information on the comment screen.

Skills:  Enter skill information.

Function Line: View Payroll function line information for this employee.

Timestamp Button:

Click Yes to update the timestamp, or No to leave it unchanged. This is one of two ways the timestamp gets updated. The other is during assignment additions. Each time you add a new assignment through Additions, or create a new history record as a result of an assignment change, the timestamp is automatically created. The main reason for using the Timestamp Button is so that you can run reports/mail merges displaying only those assignments with a timestamp within a specified time/date range ie. all work done today.

Save Button:

If you chose save and exit from assignment changes you will see some or all of the following:

If you modified any information on the main assignment screen:

Save a history of the old and create a new assignment?

• Click Yes to close the current assignment by entering an end date.

• Click No to modify the current assignment without creating a history.

• Click Cancel to cancel all changes made to the assignment.

If yes is entered you will be prompted for the following:

• Enter The Date The Old Assignment Ends:

• Enter a valid date in the format of (YY)YYMMDD.

• Enter The Date The New Assignment Takes Effect:

• Enter a valid date (YY)YYMMDD. The default is the day after the old end date.

• Enter The Date The New Assignment Ends:

• Enter a valid date (YY)YYMMDD. The default is the original assignment end date.

If you modified any subject/level information:

Save a history of the old and create new subjects/levels?

• Click Yes to close the current subject information record by entering an end date.

• Click No to simply modify the current subject/level information without creating a history.

• Click Cancel to cancel all changes made.

If you enter yes here, you will be prompted for the following:

• Enter The Date The Old Subjects/Levels End:

• Enter a valid date in the format of (YY)YYMMDD.

• Enter The Date The New Subjects/Levels Take Effect:

• Enter a valid date ((YY)YYMMDD). The default is the day after the old end date.

• Enter The Date The New Subjects/Levels End:

• Enter a valid date as (YY)YYMMDD. The default is the original assignment end date.

If you modified any pay rate or detailed salary information:

Save A History Of The Old And Create A New salary information?

• Click Yes to close the current salary information by entering an end date for it.

• Click No to modify the current salary information without creating a history.

• Click Cancel to cancel all changes made.

If you clicked yes here, you will be prompted for the following:

• Enter The Date The Old salary information Ends:

• Enter a valid date as (YY)YYMMDD.

• Enter The Date The New salary information Takes Effect:

• Enter a valid date as (YY)YYMMDD. The default is the day after the old end date.

• Enter The Date The New salary information Ends:

• Enter a valid date as (YY)YYMMDD. The default is the original salary end date.