Draw Time Database Maintenance
The Draw Time Maintenance Menu gives you access to all the modules which control the location draw time sub-system. Each school is allotted a certain number of non-teaching positions based on criteria such as student population and school square footage. Often, this allotment cannot be used up entirely on permanent/part-time employees. The remainder is calculated and is referred to as draw time. This draw time can be used up throughout the year by getting extra help from regular or casual employees. Each time this type of extra help is used, the appropriate number of hours/days is withdrawn from the location's draw time bank until it is depleted. This menu provides a number of maintenance modules, reports and utilities to make the maintenance and management of draw time efficient.
Before any of draw time module can be accessed, you must setup Draw Time Database codes. This is done through Draw Time Code Additions. Each code contains a description and location code. .
Once draw codes have been setup, create draw time records for each location you wish maintain draw time for. The draw time file structure is year based (you can have different allotments for each different school year).
Once these codes are set up, you are ready to use the draw time sub-system. Draw time withdrawals are made automatically by the system as you use the absence/dispatch module. Every time you enter a replacement employee with a cost centre code also defined as a draw time code, a withdrawal will be made. Each time a withdrawal is made, the system will check the location's draw time balance and warn you if the current dispatch will create a negative balance.
Location Draw Time Menu
The Location Draw Time Menu allows you to maintain the year-based location draw time records. Each record contains the year, start and end dates, draw time allocation amount, and current balance. There is a report to list the contents of the draw time records, and a rebuild program which recalculates the balance by subtracting the total of the draw time adjustments from the original balance. The calculated balance should normally be the same as the balance stored in the location draw time record, but in the event of an abnormal exit or system failure, it is possible that these two figures could differ.
Location Draw Time Additions
The Location Draw Time Maintenance modules let you add, change, delete and view the draw time location for each location for any year. Because the draw time record is year based, a history of prior draw time allocations can be kept. Each location draw time record contains a location code, year, start and end dates, allocation amount, and current balance.
Location
Enter the 4-character code for the location to establish draw time for. Search for valid location codes.
Year
Enter a valid 4-digit year to represent the year this draw time allocation applies.
Start Date
Enter the date in the form (YY)YYMMDD when the draw time year begins.
End Date
Enter the date in the form (YY)YYMMDD when the draw time year ends.
Amount
Enter the amount of draw time the specified location has been allotted. This amount can be day or hour units but must be consistent with the units used when dispatching non-teaching replacements. For example, if you are using hours when dispatching an employee, use an hour in this amount field.
Balance
Enter the balance of draw time remaining. When the draw time records are first established the balance should be equal to the allocation amount. This amount will be changed as withdrawals are made by the system and is meant to represent the current balance of the location's draw time. This field should not be manually changed once initially set up. This amount can be manually adjusted by creating a draw time adjustment.
Location Draw Time Report
Lets you print the contents of the Location Draw Time records. Location and year prompts let you view the contents for specific groups of draw time records.
Location range/selection:
Enter 'R' to specify a range of locations.
Enter 'S' to specify a list of individual locations.
Enter the four-character location code(s) you want displayed on the report.
Year Range/Selection
Enter 'R' to specify a range of years.
Enter 'S' to specify a list of individual years.
Enter the four-character year(s) you want displayed on the report.
Location Draw Time Rebuild Process
The Location Draw Time Rebuild Process gives you the ability of restoring the location's draw balance to its proper state. This it does by replacing the stored balance with a recalculation of the total of the location's draw time adjustments. Under normal circumstances, the balance stored in the location draw time record will be equal to the difference of the total allocation and the location's adjustments. These two number could, however, become out of step with each other as a result of an abnormal exit or system failure during a file update. This rebuild program will correct any discrepancies.
This process includes a preliminary/final option. Run the process first in preliminary mode to see if there are any discrepancies. If there are, re-run this process in final mode to correct any problems that might exist.
Location Range/Selection
Enter 'R' to specify a range of locations or 'S' to specify a list of individual locations.
Enter the four-character location code(s) you want accessed by this process.
Location Type Range/Selection
Enter 'R' to specify a range of location types or 'S' to specify a list of individual location types.
Enter the 1-character location type code(s) you want accessed by this process.
Year
Enter the four-character year(s) that you want to be accessed by this process.
Preliminary/Final
Enter 'P' to run the report in preliminary mode.
Enter 'F' to run the report in final mode. A preliminary run produces a report showing the current stored balance versus the re-calculated balance. If any balances are not equal, re-run this process in final mode to fix the problem(s).
LOCATION DRAW TIME ADJUSTMENT MENU
The Location Draw Time Adjustment Menu gives you access to the menu options which maintain and manage draw time adjustments. Each time you dispatch an employee using a draw time code, an adjustment will automatically be created by the system. While these adjustments should not need to be modified in any way, manual additions, changes, or deletions can be done by you through these menu options. The two reports listed below list the location's total allocation, draw time amount taken, calculated balance, and stored balance.
Location Draw Time Adjustment Additions
The Location Draw Time Adjustment Maintenance module allows you to add, change, delete and view manual draw time adjustments to alter the current location draw time balance. Each time you make an adjustment, the total allocation, current balance, adjustment amount, and projected balance are displayed for your assistance. Change, Deletion, and Inquiry modules lets you further modify and view draw time adjustments.
Location
Enter the 4-character code of the location to make the draw time adjustment for. Search to view valid location codes.
Date
Enter the date in the form (YY)YYMMDD when this adjustment occurs.
Employee
Enter the number of the employee being dispatched. Search for a list of all employees.
Code
Enter the 4-character draw time code to assign this adjustment record. Search to view valid draw time codes.
Amount
Enter the amount of this draw time adjustment. To make a withdrawal from the location's draw time balance, enter a negative number and to deposit, enter a positive number. When you enter the amount, the projected new balance will be calculated and displayed.
Comment
Enter a 60-character comment to describe the reason this draw time adjustment is being made.
Location Draw Time Adjustment Detail Report
The Location Draw Time Adjustment Detail Report lists each draw time adjustment with subtotals on year and location. A number of selection criteria prompts let you define a specific group of records to be displayed on the report.
Location Range/Selection
Enter 'R' to specify a range of locations.
Enter 'S' to specify a list of individual locations.
Enter the four-character location code(s) you want to access by this process.
Location Type Range/Selection
Enter 'R' to specify a range of location types.
Enter 'S' to specify a list of individual location types.
Enter the 1-character location type code(s) you want accessed by this process.
Year Range/Selection
Enter 'R' to specify a range of years.
Enter 'S' to specify a list of individual years.
Enter the four-character year(s) to display on the report.
Date Range/Selection
Enter 'R' to specify a range of dates.
Enter 'S' to specify a list of individual dates.
Enter date(s) as (YY)YYMMDD of the adjustments to appear on the report.
Draw Time Code Range/Selection
Enter 'R' to specify a range of draw codes.
Enter 'S' to specify a list of individual codes.
Enter the four-character code(s) for the adjustments to appear on the report.
Employee Range/Selection
Enter 'R' to specify a range of employees.
Enter 'S' to specify a list of individual employees.
Enter the number(s) for the employees to be displayed on the report.
User Id Range/Selection
Enter 'R' to specify a range of user ID's.
Enter 'S' to specify a list of individual ID's.
Enter the ID for the users to be displayed on the report.
Location Draw Time Adjustment Summary Report
The Location Draw Time Adjustment Summary Report summarizes the contents of the draw time adjustment file by only displaying subtotals on location and year. The location's total draw time allocation, total adjustments, calculated balance, and actual balance are displayed.
Location Range/Selection
Enter 'R' to specify a range of locations.
Enter 'S' to specify a list of individual locations.
Enter the four-character location code(s) to be accessed by this process.
Location Type Range/Selection
Enter 'R' to specify a range of location types.
Enter 'S' to specify a list of individual location types.
Enter the 1-character location type code(s) to be accessed by this process.
Year
Enter the years for the adjustments to be displayed on this report.