Location Database Maintenance
The Location Database Menu gives you access to the modules that maintain and manage location codes, location draw time, and the statutory holiday/Pro D day calendars.
Location Maintenance Menu
The Location Maintenance Menu gives you access to the modules that maintain and manage location codes. Before you can create location codes, the following database items MUST be created.
Database Status
Location Type Codes Mandatory
Area Codes Mandatory
Refer to the manual documentation under the corresponding menu sequence for more information on each database item.
Location Additions
The Location Additions module lets you add new location codes into HR.
Location
Enter the code to use to represent the location of up to 4 alpha and/or numeric characters. Leave this field and <CR> to exit. Search to view locations.
Name
Enter the name of the location up to 30 characters in length.
Status
Select either Active or Soft Deleted.
Location Type
Enter the location type code to associate with this location. Search to view valid location type codes.
By entering in the location type code - *, the location will not be included in the daily/weekly attendance monitor. The asterisk is hard coded logic , that when applied to a location code in the location type field, it is telling the system to not include this location in the weekly/daily attendance monitor.
Area
Enter the area code associate with this location. Search for valid area codes.
Telephone
Enter the location's telephone number. Do not enter brackets or dashes. The system will display the number formatted correctly once you have entered it.
Fax Number
Enter the fax number of the location.
Address
Enter the location's address.
Postal Code
Enter the location's postal code.
Email Address
Enter in one email address per field. The email fields are used for Attendance Management Web reminders, emailed morning absence reports, and when manual intervention emails are sent to schools instead of to a central dispatcher.
AM Start
Enter in 24-hour format the time the location starts in the morning. This field is used in the absence/dispatch screen in the booking of replacement employees and recording of absences.
AM End
Enter in 24-hour format the time the location ends its morning session. This field is used in the absence/dispatch screen in the booking of replacement employees and recording of absences.
PM Start
Enter in 24-hour format the time the location starts its afternoon session. This field is used in the absence/dispatch screen in the booking of replacement employees and recording of absences.
PM End
Enter in 24-hour format the time the location ends its afternoon session. This field is used in the absence/dispatch screen in the booking of replacement employees and recording of absences.
R1 Start
Enter in 24-hour format the time the location's first recess or break begins. This field is not used anywhere and is only stored for informational purposes. You can leave this field blank if you want.
R1 End
Enter in 24-hour format the time the location's first recess or break ends. This field is not used anywhere and is only stored for informational purposes. You can leave this field blank if you want.
R2 Start
Enter in 24-hour format the time the location's second recess or break begins. This field is not used anywhere and is only stored for informational purposes. You can leave this field blank if you want.
R2 End
Enter in 24-hour format the time the location's second recess or break ends. This field is not used anywhere and is only stored for informational purposes. You can leave this field blank if you want.
Lunch Start
Enter in 24-hour format the time the location's lunch hour begins. You can leave this field blank if you want.
Lunch End
Enter in 24-hour format the time the location's lunch hour ends. You can leave this field blank if you want.
Absence AM FTE
Enter the FTE amont to assign absent employees when they are away during the morning.
Absence PM FTE
Enter the FTE amount to assign absent employees when they are away during the afternoon.
Replacement AM FTE
Enter the FTE amount that you wish to assign replacement employees when they work during the morning.
Replacement PM FTE
Enter the FTE amount to assign replacement employees when they work during the afternoon.
Location's Numeric Sequence
Enter the code to be used by employees dialing into the voice dispatching system. This location code must be numeric and unique to the location entered.
Clerk
Enter a code to represent the clerk responsible for this particular location. This field is used on some of the absence/dispatch interface reports. It can be up to 10 characters in length. You can leave this field blank.
Principal
Enter the number of the employee who works as the location's principal. Search to view employees in the system.
Block Control
This prompt refers to how you want to assign different groups of employees different block cycle codes. Block cycles are used in the dispatch search algorithm to determine which subjects an employee teaches on a specific day. If for example, you wish to book both teachers on call and casuals to work at the same location and wish to use a different block cycle code for each group of employees, this prompt will let you do that.
Enter 'A' for ALL if you don't want block cycles or want one block cycle to apply to all types of employees. More than likely, 'A' will be what you enter here.
Enter 'C' to use different block cycles depending on the employee's category code.
Enter 'B' to use different block cycles depending on the employee's bargaining unit.
Enter 'D' to use different block cycles depending on the employee's department code.
Enter 'P' to use different block cycles depending on the employee's position code.
Type
If you entered an 'A' in the Block Control field , you must leave this field blank. If you entered anything other than 'A' in the Block Control field , you must enter the proper code to which you want to assign the block code.
If you entered 'C' in the block control field, you must enter a valid employee category code.
If you entered 'B' in the block control field, you must enter a valid employee bargaining unit.
If you entered 'D' in the block control field, you mustenter a valid department code.
If you entered 'P' in the block control field, you must enter a valid position code. Search to view a valid code that you can enter here.
Block
Enter the block code to associate with the group of employees defined by the preceding prompt. Search to view valid block cycle codes in the system.
Page 2 of the Location Database contains location costing information. The costing information here is used in the absence/dispatch costing/interface modules.
User Defined Field
This field can be activated to be a sub rate factor. For example, if a sub who works at a specific location should earn 1.15 times more than the regular rate, apply that factor here. If the field is blank or zero, the field is ignored and the regular rate will be used. This field is activated through Screen Control Profile.
Payroll Costing Tab
Pay ID
Enter the ID of the payroll for which you will be entering costing information.
OCC Code
Enter the valid occupation code
Cost Centre
Enter the schools cost centre.
GL/SL Account
Enter the schools general or sub ledger.
If locations have different schedule information depending on the day of the week, enter that on a more detailed schedule screen
Schedule Details Tab
Morning Start
Enter the morning start time in 24-hour format.
Morning End
Enter the morning end time in 24-hour format.
Morning Absence FTE
Enter the portion of a day an absent employee will marked away for the morning.
Morning Replacement FTE
Enter the portion of a day a replacement employee will be paid for the morning.
Afternoon Start
Enter the afternoon start time in 24-hour format.
Afternoon End
Enter the afternoon end time in 24-hour format.
Afternoon Absence FTE
Enter the portion of a day an absent employee will marked away for the afternoon.
Afternoon Replacement FTE
Enter the portion of a day a replacement employee will be paid for the afternoon.
Full Day Absence FTE
Enter the portion of a day an absent employee will be marked absent when away for a full day. This will normally be 1.0.
Full Day Replacement FTE
Enter the portion of a day a replacement employee will be paid when working a full day. This will normally be 1.0.
Break Details Tab
The Break Details Tab provides a table for the purpose of absence/dispatch units calculation (from this point on referred to as simply units calculation) based on periods or blocks. It is not necessary to complete this table if there is not a requirement to calculate absences and dispatches based on periods or blocks. The calculation method field will control how the absences and dispatch units are calculated.
Categories that leverage this functionality are defined in the Substitute/Casual Dispatch Parameters Profile (HR Setup & Maintenance-->Profiles-->, Page 4, field labelled “Location Break Times Category List”.
Enter the start and end time of each period and indicate whether that is a break period.
The plus (+) and minus (-) icons next to each line can be used to insert or remove lines.
To edit a line, click the field to edit or click the pencil/paper icon.
If Calculation Method ‘1’ (Time Within Non-Break Times) is selected on this page, the system will only include non-break lines in the units calculation.
For example, if the first line in the table shows 8:50-10:30 as a non-break, then a break from 10:30-11:10 and an absence is entered for 8:30-10:30, the absence/dispatch will calculate units based on 8:50-10:00 because that is the only non-break time defined in the table that spans that absence.
If Calculation Method ‘2’ (Time Excluding Break Times) is selected on this page, the system will calculate the entire absence/dispatch as entered by the employee and exclude any defined break time.
For example, if the first line in the table shows 8:50-10:30 as non-break, then a break from 10:30-11:10 and an absence is entered for 8:30-11:10, the absence/dispatch will calculate 8:30-11:10 then exclude/deduct the break of 10:30-11:10. Another example might be that the page shows non-break line of 8:50-10:00 then another non-break line of 10:10-11:25 with no break defined explicitly. If an absence is entered as 8:30-10:10, the system would calculate that entire time as absence from 8:30-10:10 despite the gap in non-break times because there is no explicit break defined.
In both Calculation Methods 1 & 2, FTE is calculated by taking the hours of the absence and dividing that by the hours per day on the employee’s position code. If the position code indicates 5 hours per day, and an absence is 90 minutes, then the FTE is 0.3.
The absence FTE and replacement FTE fields are to be used in conjunction with the Calculation Method ‘3’ whereby if an employee is absent during the period, the system will use the specified Absence and Replacement FTE for the corresponding absence and dispatch records.
The number of minutes field is only for reference and not used in calculation.
When configuring the Break Time tab for locations the district will want to remove the ability to choose AM/PM or Full radio buttons at the time of absence entry, instead allowing the employees to change the start and end times.
The configuration for this is found in the ADS Absence Parameter Profile (Dispatches→Automated Dispatch Profiles→ADS Profiles→ADS Absence Parameter Profile→Parameter Profile Changes, Page 3 field labelled ADS Web Absence Entry - Fields to Edit on Main Schedule Screen. Users will want to ensure that Q is removed (Quick AM/PM/Full Day options are removed and field is configured with T- Start & End time.
See the ADS Absence Parameter Profile Documentation for more information on this profile.
Location Report
The Location Report lists the contents of the location code database file. Selection by location code and location type and sorting by location number, location name, and location type will let you produce meaningful location reports.