The Staffing Notification Creation Process is intended to automatically create notifications to remind payroll clerks that a change has taken place that they might need to act on. Essentially, this program is meant to be submitted each night (this can be automated to run each night automatically) to read through the employee assignment file to ensure that all necessary notifications have been created. If the system finds assignment changes that are missing notifications, it will create them. Additionally, this program will create change of location transactions each time the most assigned location changes. This will allow the payroll department to process this type of notification separate to other notifications in case the location needs to be changed at a different time than the function line(s).
This process is extremely helpful when temporary assignments (assignments with end dates) are created in HR. As a result of the day-to-day processing that occurs in HR a notification will be created to notify the employee, supervisor, union and payroll department of a new temporary assignment. The payroll clerk will receive and process this notification by adjusting the employee's function lines. However, it would be helpful in some cases for the payroll clerk to be notified when this assignment ends so that the temporary function line that was added can be removed. This process will create this kind of notification, creating a transaction for every date where an employee's assignment either starts or ends.
The system will only create notifications for assignment changes that are effective within a specified window of time. The Staff Notification System Profile contains an option called +/- Number Of Days From Effective Date To Create Asgn Trans. This profile option controls how many days before or after the assignment start or end date the notification will be created. If the number you enter is negative, the notification will be created before the effective date, if the number is positive, the notification will be created after the effective date. If the number you enter is zero, the notification will be created on the effective date. If you put a –10 in this field, the system will create a notification 10 days Before the assignment starts. If you put a 5 in this field, the system would create a notification 5 days after the assignment started.
The system will not create any new records if notifications with the same date already exist. Name change and seniority change transactions are not included when searching for existing notification records.
Staffing Notification Creation Process
Employee Categories
Create Start Date Notifications
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Enter 'Y' to create notifications based on the assignment start date. If you enter 'Y' then all assignments will have their start date compared against the notification file to see if a notification already exists where the assignment start date is the same as the notification effective date. If one does not exist, it will be created if the assignment start date is within the period specified in the Staff Notification Profile - field labeled +/- Number of days from effective date to create assignment
Create End Date Notifications
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Enter 'Y' to create notifications based on assignment end date. If you enter 'Y', then all assignments will have day after their end date compared against the notification file to see if a notification already exists where the day after the assignment end date is the same as the notification effective date. If one does not exist, it will be created if the day after the assignment end date is within the period specified in the Staff Notification Profile field labeled +/- Number of days from effective date to create assignment
Create Location Notifications
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Enter 'Y' to create a separate change of location notifications each time the most assigned location changes.
Create Benefit Start Date Notifications
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Enter 'Y' to create Benefit notifications based benefits start date. The process will compare the notification file to see if a notification already exists where the benefits start date is the same as the notification effective date.
Create Benefit End Date Notifications
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Enter 'Y' to create Benefit notifications based benefits end date. The process will compare the notification file to see if a notification already exists where the benefits end date is the same as the notification effective date.
Teacher Payroll ID 1
Specify the Teacher payroll ID in this field so that the system will delay the creation of notifications for teachers and sub assignments, ending June 30th until the specified number of days before September 1st in the Staff Notification Profile - field labeled +/- Number of days from effective date to create assignment
Teacher Payroll ID 2
Specify the Teacher Payroll ID in this field so that the system will delay the creation of notifications for teachers and sub assignments, ending June 30th until the specified number of days before September 1st in the Staff Notification Profile - field labeled +/- Number of days from effective date to create assignment
Please note that if the two Teacher Payroll ID fields are not configured, the system will not delay the creation of notifications for any Payroll. The recommended setting is your Teacher Payroll and Sub Teacher payroll in these fields
Preliminary/Final Run
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Enter 'P' to produce a report of all the notifications that the system proposes to make. No notifications will actually be created.
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Enter 'F' to create and report on any missing notifications.
Employee Selection