The Staffing Notification Screen is the workhorse of the Staffing Notification System. It is the screen that you will use to create most (if not all) of your notifications. If you key in an employee name change, a status change, or seniority date change, this screen will be activated automatically so that you can fill in all necessary information before the notification record is created. After completing assignment changes, you will come into this screen to create the applicable transaction. We recommend adding this screen to your favorites menu so that you can have fast and easy access to it.
Essentially, a notification is attached to an employee and is comprised of a notification code, the date the staffing change becomes effective, and several comments. The comments you enter are intended to be passed to the various destinations to offer the notification recipients additional information that might be helpful. Each notification code can contain default comments for each of the four destinations, system and manual comments. By entering a keyword '** SKIP **' onto the default comment on the notification code database screen, you can tell the system not to prompt you for that comment. To disable comments for one of the four destinations, enter 'N' on the Prompt for Comment field of the Destination Code Database screen.
If this screen opens automatically as a result of a name, seniority date or status change, the cursor will skip over the employee number and notification code prompts and take you to the effective date, which will default to today's date. The system comment will also default to a comment that describes as well as possible the change that just took place.
If you go manually into this screen following assignment changes, you will be taken to the employee number prompt, and then you will have to choose the notification code that applies to the staffing change you just completed in the assignment screen.
Once you key in the effective date, the system will do a search to see if there have been any other notifications already entered on that date for the employee you are dealing with. If there is, each notification will be displayed, and you will be given the opportunity to delete it. This is to prevent you from accidentally entering more than one notification for the same reason.
Employee Number
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Enter the number of the employee to work with. If you do not know the employee's number, type in up to 10 characters of the employee's last name and Enter. This opens a window of all employees starting with the name closest to the portion of the name entered. Move the cursor to the selected name, and Enter. Alternatively, you can search to view a window that lets you search for an employee name by typing in a portion of the employee's last name.
Notification Code
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Enter the notification code that describes the type of staffing change you are making. Search to view valid notification codes. This field must be filled in.
Effective Date
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Enter the date ((YY)YYMMDD) this staffing change takes effect. This date is of vital importance, as it controls what assignment information displays on the notification e-mail, print-out or report. This field Must be filled in.
Location Code/Status Code/Seniority Date
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This prompt will change depending on the type of notification code you entered. This field, if needed, will default to the correct value. You should not normally need to over-ride this value. It is used in the Staffing Notification Processing Screen that the payroll clerks will use. It is used as default information when they are doing their notification processing.
System Comment
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When notification creation is triggered automatically by the system, this comment is filled in. This occurs when you change an employee's name, seniority date or status. This comment displays to the clerks in payroll when they use the Staffing Notification Processing Screen. This field can be up to four lines long.
Manual Comment
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This comment (up to 4 lines) can be used for anything you want and displays to the clerks in payroll when they use the Staffing Notification Processing Screen.
Employee Comment
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This comment (up to 10 lines) can be used for anything you want.
Payroll Comment
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This comment (up to 10 lines) can be used for anything you want. It is also displaying to the clerks in payroll when they use the Staffing Notification Processing Screen.
Union Comment
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This comment (up to 10 lines) can be used for anything you want.
Supervisor Comment
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This comment (up to 10 lines) can be used for anything you want.
Field ## To Change/Create Notification
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If you need to change any information just keyed in, enter the number of the field you want to change. Otherwise, enter 'Y' to create the notification, or 'N' if you do not want to create the notification after all.
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If the system is unable to calculate any required information such as the employee's supervisor(s), the supervisor's e-mail address, the payroll the employee gets paid on, the payroll clerk (user) who should receive the notification and the employee's e-mail address.
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If a duplicate notification is found, you will see the below screen:
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Press Next to continue then you will see the following screen:
Delete
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Click Delete to remove the duplicate entry.
Next
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Click Next to add a system comment.