Staff Notification System Database Maintenance

The Staff Notification System Database Menu gives you access to the database options you need to set up Staff Notification. Staff Notification database codes must be set up prior to using the system. 

Staff Notification System Destination Code Additions

The Staff Notification System Destination Code Additions screen lets you create new destination codes. Destination codes are used by Staff Notification to determine who to send the notifications to. There are currently four different destinations that are supported. They are employee, supervisor, payroll and union. While these destinations are pre-determined, you can give them any name you like. 

Destination Code

Each destination code can be up to 10 alpha numeric characters. Pick a code that is meaningful. It is recommended that you use an alphabetic code as opposed to numeric. There will only be 4 of these codes set up, so make each one meaningful.

Description

Enter a description (up to 40 characters) for each destination code.

Type

Enter the destination type of this code. Search to view valid codes. The currently supported destination codes ar

It doesn't make sense to enter more than one code per type. For example, it is pointless to create two union destination codes, say one for teaching and one for support staff. There is no way for the system to determine which one to send the notification to. When you run your union notification report, you can select notifications by employee category. This will enable you to notify the unions of the employee changes they are concerned with.

Email   

Enter 'Y' to e-mail the staff change information to this destination. This is only supported for employees and supervisors. E-mailing to the union(s) is also possible, but it is done in a batch process as opposed to as each individual notification is created.

Prompt For Comment    

Enter 'Y' to be able to enter a comment specific to this destination on each notification.

Enter 'N' if you do not want to enter a destination specific.

Individual Email Address

Staffing notification destination codes have been enhanced to have the ability to record several different email addresses for a single Destination Code. This allows you to distribute a staffing notification email to several recipients from a single Destination Code.  

Staff Notification Destination Code Report

The Staff Notification Destination Code Report lets you report on all destinations.  

Staff Notification User Code Additions

The Staff Notification User Code Additions screen lets you create user codes. User codes are used to define what payroll clerks will receive notifications of staffing changes. Each user can be defined to receive the notifications for specified groups of employees by defining the payroll ID(s), Salary Grid range(s), school term status (10 or 12 month), and employee name range(s) that they are responsible for.

Each time a staffing notification is created, the system searches through all the users to determine which user should receive it. If it Cannot find a user matching the notification's payroll ID, school term status and last name range, you will be prompted for the user that should receive the notification. If no user is found during the Staffing Notification Creation Process, a user of 'Default' is assigned. So, it is always a good idea to create a user with a code of 'Default' to make sure that someone looks at any notifications that cannot be correctly determined. The 'Default' user should also be defined to have '***' in the PAY ID field, '****' in the START and END GRID fields, '' in the SCH Term field, 'A' in the STart NAME field, and 'Z' in the 'ENd NAME' field. This will make sure that the 'DEFAULT' user catches any notifications that are not caught by anyone else.

NOTE: It would also be a very good idea to set up a default user for each payroll. You can do this by entering a PAY ID value of the payroll ID and then fill in the S.GRID and E.GRID fields with '*****', the S.T field with '', the S.NAME with 'A' and the E.NAME with Z.   

User Code

Enter the Secuirty Mangagement username of the payroll clerk who is to receive staffing notifications.

The user code can be up to 20 alpha numeric characters.

Name

Enter the name (up to 40 characters) of the payroll clerk.

Email Address

Enter the email address of the user you are defining. This email address will be used if you've configured your system to send emails to the payroll clerks instead of using the java Staff Notification Screen. The option that controls this is field SEND EMAIL TO PAYROLL on page 2 of the Staff Notification System Profile (menu option 10,2,13).

Pay ID

Enter the ID(s) of the payroll(s) this clerk is responsible for. Search to view payroll ID's. A payroll of '******' is a wild carded payroll which means that the clerk is responsible for employees on all payrolls.

Start Grid/End Grid

Enter the salary grid range(s) that the payroll clerk is responsible for. If you enter '******' in the start and end grids it means that the clerk is responsible for all grids on the specified payroll.

S.T

Enter 'Y' if the employee is responsible for school term employees.

Enter 'N' if the clerk is responsible for non-school term employees.

Enter 'B' if the clerk is responsible for both school term and non-school term employees.

Enter '*' if the clerk is responsible for employees on the specified payroll ID's and Salary Grids regardless of how the school term field is set.

Start Name/End Name

Enter a start and end letter to represent a range of last names. For example if a clerk is responsible for employees with last names that begin with letters between A and M, then enter A and M here.  

Staff Notification User Code Report

The Staff Notification User Code Report screen lets you report on existing user code information. Refer to the Additions module for documentation on this option.  

Staff Notification Code Additions

The Notification Code Additions screen lets you create notification codes. Notification codes are used to describe different types of staffing changes. Reasonable notification codes may include the following: New Hires, Terminations, Lay Offs, Leaves, Returning From Leaves, Change in Location, Increase in FTE/Hours, Reduction in FTE/Hours, Change of Salary.
Each different staffing notification code that you create can contain any of the four above-mentioned destinations: employee, supervisor(s), payroll department and union. Some staffing changes may need to go to all four destinations, while others may only need to be routed to some of them. Each staffing notification code can have its own default long comment for each destination that can be accepted, edited or over-ridden as the notifications are being created. These long comments can be useful in conveying specific and detailed information to recipients of the staffing notifications.

NOTE: If there is a one-to-one relationship between termination codes and notification codes, you can enter the applicable notification code on each termination type code so that the system will correctly default to the notification code that should be used in the Employee Termination Screen. 
 
Notification Code

Enter a notification code of up to 10 alpha and/or numeric characters. Make it as descriptive as possible. Alphabetic codes are preferable to numeric for this reason.

Description

Enter a description up of to 40 characters for this notification code.

Notification Type

Choose one of the following:

Default

This field is used to load a default value into the notification code field when the Notification Screen displays. Where there is only one notification per notification type, setting the default is easy. Where there is more than one notification code per notification type – Assignment Changes and Assignment Corrections – you should set notification code that is most commonly used as the default. There should be at least one default for each notification type.

Employee SCF Format

This field lets you determine whether you want the employee's old, new or both old and new assignments to show on the Employee Staff Change Form. Old assignments are those that are current as of the day before the notification effective date. New assignments are those that are current as of the day after the notification end date. For notification codes such as new hires, you would probably only want to display the new assignments. For notification codes such as terminations or layoffs, you would probably only want to display the old assignments. For all other, you would likely want to display both the old and the new assignments.

Enter '1' to display the old and new assignments.

Enter '2' to display the old assignments only.

Enter '3' to display the new assignments only.

Union SCF Format

This field lets you determine whether you want the employee's old, new or both old and new assignments to show on the Union Staffing Notification Report. For more information on this prompt, see the EMPLOYEE SCF FORMAT prompt. This is a mandatory field. 

Destination

Enter up to 10 destination codes. You need to enter one destination code for each destination you want to send the notification to. Search to view valid destination codes. Each notification code must have at least one destination code.

System 

Enter the code of the long comment you want to default into the System Comment field of the Notification Screen. Search for valid long comment codes. You can leave this field if you do not want this comment to default to anything. You can effectively turn off this comment field for this notification code by entering the keyword ***SKIP*** here.

Manual 

Enter the code of the long comment you want to default into the Manual Comment field of the Notification Screen. Search to pick from valid long comment codes. You can leave this field if you do not want this comment to default to anything. You can effectively turn off this comment field for this notification code by entering the keyword ***SKIP*** here.

Employee 

Enter the code of the long comment you want to default into the Employee Comment field of the Notification Screen. Search to pick from valid long comment codes. Leave this field if you do not want this comment to default to anything. You can effectively turn off this comment field for this notification code by entering the keyword ***SKIP*** here.

Supervisor 

Enter the code of the long comment you want to default into the Supervisor Comment field of the Notification Screen. Search to pick from valid long comment codes. Leave this field if you do not want this comment to default to anything. You can effectively turn off this comment field for this notification code by entering the keyword ***SKIP*** here.

Payroll 

Enter the code of the long comment you want to default into the Payroll Comment field of the Notification Screen. Search to pick from valid long comment codes. Leave this field if you do not want this comment to default to anything. You can effectively turn off this comment field for this notification code by entering the keyword ***SKIP**'* here.

Union 

Enter the code of the long comment you want to default into the Union Comment field of the Notification Screen. Search to pick from valid long comment codes. Leave this field if you do not want this comment to default to anything. You can effectively turn off this comment field for this notification code by entering the keyword ***SKIP*** here.

Individual 

Enter the code of the long comment you want to default into the Individual Comment field of the Notification Screen. Search to pick from valid long comment codes. Leave this field if you do not want this comment to default to anything. You can effectively turn off this comment field for this notification code by entering the keyword ***SKIP**'* here.

Union Sort Field

This field lets you determine how the notification codes are sorted on the Union Staffing Notification Report are sorted by sorting on whatever you type into this field.

From As Of Days

To accommodate employees with gaps in assignments (for example an assignment ending June 30 and the next assignment starting September 1), this profile has been added to look back a specified amount of days for assignment display.

Staff Notification Code Report

The Notification Code Report lets you report on existing notification code information.