Problematic Uninterfaced Dispatch Report

The Problematic Uninterfaced Dispatch Report identifies dispatches where the online costing system may have trouble calculating what cost centre and GL should have been assigned. The online costing system immediately attaches a cost centre and optionally a GL to the dispatches as soon as they are created. This is done by following the specific rules as defined by the Coquitlam School District. The online system cannot properly assign costing information if needed leave forms are incorrect or missing, or if there is more than one leave for a single dispatch. This report reads through all uninterfaced dispatches within a date range and reports potential problems. These problems are broken into four categories:

The cost centre is '999N' (non-teaching) or '999S' (teaching substitutes). This cost centre is assigned if needed leave forms are missing. The short code on the report is 'Invalid Cost'.

1. There is more than one leave for a dispatch. The short code on the report is 'More Than 1 Lve'.
2. The dispatch costing is not the same as the leave costing. The short code on the report is 'Dis NE LVE Cost'.
3. The total days of the dispatch is not equal to the total days of the leave. The short code on the report is 'DIS NE LVE TOT'.

This report lets you select dispatches by date, employee category, dispatch areas, location types and locations. The report can be sorted by employee, location or type of problem. The report lists dispatch employee, date and days, leave employee, type, start date, end date and days as well as the problem.

Date

Enter a valid range of dates as (YY)YYMMDD. Only uninterfaced dispatches within this date range will be analyzed for problems.

Employee Categories

Enter up to 10 Employee Categories. Employees matching the entered categories will be considered for reporting.  If no categories are entered, all employees will be considered for reporting.

Dispatch Areas

To select dispatches by area code, enter up to 10 area codes. If no area codes are entered, dispatches will be selected regardless of area code.

Dispatch Location Types

To select dispatches by location type, enter up to 10 location types. If no location types are entered, dispatches will be selected regardless of location type.

Dispatch Locations

To select dispatches by location, enter up to 10 locations. If no locations are entered, dispatches will be selected regardless of location.

Report Sort

Enter 'E' to sort this report by employee and date.

Enter 'L' to sort this report by location, employee, and date.

Enter 'P' to sort this report by problem type.

Employee Sort 

Enter A to sort employees alphabetically by Name.

Enter N to sort employees numerically by Employee Number.

Employee Selection 

Enter A to consider all employees for selection.

Enter S to enter selected employees individually.

Report Title

Rules for Applying Costing Information

Non-Teaching

If the absence reason is illness, the cost centre will come from the absence code as long as the absent employee is eligible for benefits. If the employee does not have benefits or their applicable payroll storage banks do not have enough time, the cost centre will be taken from the absent employee's function lines matching on position salary grid.

If the absence is anything other than illness, the cost centre will be taken from approved leave if one exists. If there is no leave, then the code 999N will be used.

If there is no absence attached to a dispatch, then the draw time cost centre will be used (DR + school number).

Teaching

If the absence reason is personal illness, the cost centre will be taken from the absence code.

If the reason is anything else, the cost centre will be taken from the leave as long as the dispatch has not already been interfaced. If a leave is required, but none is found, the cost centre 999S will be used.

There exists at least one situation where the above logic will not apply correctly. There may exist other such situations as well. These situations would be rare and would make up a small proportion of total dispatches. To simplify the manual correction of these situations another report exists in the system to allow you to easily identify them.  (Please identify the PRM option here).

The known problematic situation is as follows:

There is only one dispatch that links to two leaves. Because there is only one cost centre that can be attached to a dispatch, there is no way to attach a cost centre from each of the two leaves onto the single dispatch. The dispatch would need to be manually split into two and have the correct cost centre placed on each. This situation would normally arise by the absence being incorrectly entered over the phone. For example, if instead of indicating that the employee would be away in the morning for one reason and then in the afternoon for another reason, only a single reason was specified.