The Substitute/Casual Dispatch Parameters Profile contains data fields that let you customize the Substitute/Casual Dispatching System. This profile should be set up immediately upon completion of the User Specific Parameters Profile. If you do not plan to use the dispatch system currently, bypass this step.
Dispatch Grouping Key
This field refers to the different groups of employees that you plan to include in the dispatching system. This field determines how you want to group these employees. The recommended dispatch grouping key is 'C' (employee category). Groups like substitutes and casuals could then be set up.
Enter 'C' to group employees by employee category.
Enter 'B' to group by bargaining unit.
Enter 'D' to group by department.
Enter 'P' to group employees by position.
'A' means you want to treat ALL employees as though they were in one group.
Use Voice Mail Substitute Dispatch System
Enter 'Y' if you are using the automated voice dispatching system.
This creates an absence ID number.
This allows the Need Dispatch field in the absence/replacement screens to display if an absence employee needs a replacement.
Enter 'N' if you are not using the automated voice mail dispatching system.
Please note that the recommended setting for this profile be Yes.
Include Costing on Absence/Dispatch Screen
Enter 'A' to include the absence cost center and GL on the absence/dispatch screen.
Enter 'D' if you want to include the replacement cost center, GL, and pay rate.
Enter 'B' to include both the absent and replacement costing information.
Enter 'N' to exclude these fields from the screen.
Include Tentative on Absence/Dispatch Screen
Enter 'Y' if you want the Tentative field to appear on the absence/dispatch screen.
Enter 'N' if you do not want the Tentative field to appear.
Include Source on Absence/Dispatch Screen
Enter 'Y' if to include the Source field on the absence/dispatch screen.
Enter 'N' if you do not want to include the SOURCE field on the absence/dispatch screen.
Allow Modifications to Interfaced Absences/Dispatches
Enter 'Y' if you want to be able to change absence/dispatch records even after they have been interfaced.
Enter 'W' if you want to be warned before changed any interface absence/dispatch records.
Enter 'N' if you want the system to prevent you from changing any interfaced absences or dispatches.
Update ADS Phone Log When Absences Manually Created
Enter 'Y' to keep a log of all absence transactions.
Enter 'N' if you do not wish to log all absence transactions.
Check Assignments In Open Ended Day Advance
Enter 'Y' to create detail records in the open-ended day advance based on the employees assignment.
Enter 'N' to create detail records in the open day advance based on the first day's detail record(s). The recommended setting is 'N'.
Dispatch Day Count Cut-Off / Absence Day Count Cut Off
This field used to only hold one number for the dispatch day count cut off. It now expects two numbers separated by a slash '/'. The first number is the dispatch cut off while the second is the absence cut off. If you are unsure of what to put here, then enter '25/25'.
Accumulate Absences Not Leaves on Leave Screen
Enter 'Y' for the system to calculate the number of leave days taken by totaling the employees absences.
Enter 'N' for the system to calculate the number of leave days taken by totaling the employees approved leave applications.
Employees to Skip in Abs/Dis Interface
Enter the numbers of employees who are to be excluded from the Timesheet Entry Interface modules. If you have Pseudo/Extra employees with similar numbers i.e. they start with 999 enter /999*/.
Create Summary Records in Leave Screen
Enter 'Y' to create a single record for multiple day leaves or 'N' to create a detail record for each day of the leave.
Default Position in Leave Screen
Enter the default position code to appear as the default in the leave screen.
Replacement Employee Availability Report Seniority
This prompt allows you to display employee seniority on the Replacement Employee Availability Report. If this field is not filled in, no seniority will be displayed on the report. This field expects at least 2 fields separated with slashes (/). The first field must be one of '=', '<', '>' or '+'. The other fields must be one or more seniority codes.
If you only want the seniority to be made up of seniority from only one code, you should enter an equal sign (=).
If you want the system to select the smallest seniority amount, enter '<'.
If you want the greatest seniority amount, enter '>'. If you want a total of the listed seniority codes, enter '+'.
eg: If you want the report to display only one seniority amount, enter:
/=/SUB/
If you want the report to display the greater of SUB or CAS seniority, enter:
/>/SUB/CAS/
If you want the report to display the total of SUB and CAS seniority, enter:
/+/SUB/CAS/
Recalculate Costed Absence/Dispatch
Enter 'Y' to allow a recalculation to be done on absence/dispatch records which have been costed.
Enter 'N' to disallow a recalculation of costed records. We recommend this field be set to 'N'.
A recalculation will erase any information the costing process may have added.
Recalculate Interfaced Absence/Dispatch
Enter 'Y' to allow a recalculation to be done on absence/dispatch records which have been interfaced.
Enter 'N' to disallow a recalculation of interfaced records. We recommend this field be set to 'N'.
A recalculation erases any information that the interface process may have added.
Week Ending Date of Absence/Dispatch Screen
This field activates the week ending date prompt on the absence screen. Enter 'N' unless you are using the Educator Attendance Module.
Check Leaves on Absence Interface
Enter 'Y' here if you want the Time Sheet Entry Interface to refer to the leave file to determine how absences should be interface into payroll.
Create Amendments When Interfaced Absences/Dispatches are Modified
Enter 'Y' if you want to create amendment records when interfaced absences/ dispatches are modified. If you are using either of the payroll interfaces, you should probably enter 'Y'. If using any online payroll interfaces, you should enter 'N' here.
Use Rate from Absence/Dispatch Screen
Enter 'Y' here if you are entering substitute pay rates on the Absence/Dispatch Screen. This should most likely be set to 'N'.
Allow Overlapping Leaves
Enter 'Y' if you want to allow an employee to have overlapping leaves.
Enter 'N' to block this from happening.
Enter 'W' to allow this to happen but would like a warning when this occurs.
Create Leaves From Absence Screen If Lacking
Enter 'Y' to automatically create leaves from the absence screen if a required leave application can not be found in the system.
Enter 'N' and a leave application will not automatically from the absence/dispatch entry screen. This should probably be set to 'N'.
Create Temporary Dispatch Interface File
Enter 'Y' to create a temporary dispatch interface file. A temporary file will allow you to prorate the costing of dispatches to more than one payroll function line if necessary.
Enter 'N' to add the costed information right onto each dispatch record.
Calculate Consecutive Days in Dispatch Report
If 'Y' is entered, the dispatch report will calculate the number of consecutive days the substitute has replaced the same employee. This extra processing takes a considerable amount of time.
If you are finding it is too slow, you can set this field to 'N'.
Only Change Amend Stop on Authorization Screen
Enter 'Y' if you only want to be able to modify the Amend Stop field on the authorization change screen.
Enter 'N' to allow modification of all fields on this screen. Set this field to 'Y' if you are not using EAM.
Create Action Records from Unavailability Screen
If you are using the dispatch search routine, this field should be set to 'Y', otherwise, set this field to 'N'.
Update Search Indexes in Preference Screen
If you are using the substitute/casual search routine, enter 'Y' here.
Enter 'N' if you are manually finding substitutes/casuals to replace absent employees.
Default Source Code on Absence/Dispatch Screen
This field lets you specify a default source code to appear on the absence/dispatch screen or left blank if you do not want any default to appear.
Auto Load Dispatch on Absence/Dispatch Screen
If you enter 'Y' the attached dispatch of an absence is automatically loaded when you access an absence. Similarly, when accessing a dispatch, the attached absence will be automatically loaded.
If 'N' is entered, you will be asked if you want to load the corresponding absence/dispatch.
Change Absence Details If Main Code Changes
If you enter 'Y' here, the absence codes on the Absence Detail Screen will automatically be changed when field Absence Code on the main screen is changed.
If you enter 'N' here, the Absence Detail Screen absence code will not be affected by a change to the absence code on the main screen.
Match Absences to Leaves Using Location
Enter 'Y' to match absences and leaves using the location as well as date, or 'N' to match only on date.
Dispatch Pay Codes to Ignore in Day Count
Enter a list of pay codes separated by slashes ('/'). Dispatches marked as absences using any of the pay codes listed will not be counted in the consecutive day count. They are excluded from the retroactive pay calculation.
Automatic Inactivation of Substitute/Casual Preferences Status
Enter 'Y' to automatically change a substitute or casual employee to inactive if any of the following are true:
Employee is marked terminated
Employee does not belong to any dispatch group
Employee does not have a primary phone number
Leave Screen Security, on Employee Location Forced on Add
Enter 'N' if you do not with to use location security. If you do with to use location security, you must enter a 'Y' and another 'Y' or 'N'. This field expect two Y/N characters. A 'Y' in the first position will ensure that you can only enter leaves for your school. A 'Y' in the second position will ensure that you can enter leaves for employees that work at your school. This assumes that you are using the EAM location file. The EAM location file can maintained either from information from the HR assignment system, or from the Educator Attendance Supplemental Information Screen in Payroll.
AMS Groups
The Absence/Replacement Screen lists all the absences and dispatches for a school for a week of time. These entries can be organized by employee category if you fill in this field. This field can hold several segments (one for each category). Each segment must be separated by a slash '/'. Each segment starts off with a category description followed by the category codes that make up the employee group you are trying to define. Each code must be separated with a comma. Here is an example.
/Teaching Staff,T,S/Support Staff,N,C/
This defines two employee groups: teaching and support staff. Teaching staff includes employees with a category of T or S. Support staff includes employees with a category of N or C. This field can be left blank if you are not using the Attendance Management System.
AMS Week Ending Day
If you are using Attendance Management, enter the day your week ends. This allows the system to calculate the correct week ending date to attach to absence and dispatch records outside of the Absent/Replacement Screen. Do not change once set.
Mark Timesheet Entries for Term/On-Leave Employees As Interfaced
The Timesheet Entry Interface automatically rejects entries for employees who are terminated or on leave.
Leave Field blank or select 'N" for No.
-
Exception message “Employee is on leave, will NOT Interface" will appear on costing report
-
Absence record will be rejected during interface
-
This record will continually be pulled onto the costing report until the status of the employee has been updated to Active
Select 'Y' for Yes:
-
Exception message “Employee is on leave, will NOT Interface" will appear on costing report
-
During Interface Process record will appear with the following message “Emp Status Prevents Interface, But still marked as interfaced.”
-
Record is marked as interfaced in HR, and will no longer be on future costing reports.
-
Payroll may need to make manual entries in Payroll
Default GL If Pattern Validation Fails
This database is used to enter GL patterns using wildcards. This ensures all GL's entered on the leave screen match these patterns. If the GL entered does not match one of the patterns, the GL entered here will appear as the default. This option only currently works for the Surrey School District.
Absence Costing Options - Include Pay Summary, Page Break
This option controls the appearance of the Absent Employee Costing Module. This field expects 2 characters - either 'Y' or 'N' for each. The first Y/N field controls whether you want to include a pay summary after each employee's detail records are displayed. Enter 'Y' to include a pay summary.
The second Y/N field controls whether you want a page break after each employee. Enter a 'Y' to include a page break.
Replacement Employee Costing Options - Include Pay Summary, Page Break
This option controls the appearance of the Replacement Employee Costing Module. This field expects two characters - either 'Y' or 'N' for each. The first Y/N field controls whether you want to include a pay summary after each employee's detail records are displayed. Enter 'Y' to include.
The second Y/N field controls whether you want a page break after each employee. Enter 'Y' to include a page break.
Absence or Dispatch Costing on Absence Report with Dispatches
Enter 'A' to display the cost center and GL from the absence records in the Absence Report with Dispatches.
Enter 'D' to display the cost center and GL from the dispatch records in the Absence Report with Dispatches.
Online Costing Illness Absence Codes
Enter a list of absence codes you use for illness. Each code must be preceded and ended with a slash '/'. This information is needed in the online costing calculations. Only currently applicable to Coquitlam School District. Anyone else may leave blank.
Online Costing Support/Casual Category Codes
Enter a list of employee category codes that make up your support and casual (support staff substitutes) staff. Each code must be preceded and ended with a slash '/'. This information is needed in the online costing calculations. Only currently applicable to Coquitlam School District. Anyone else may leave blank.
Cost and Interface into Updated Pay Periods
Enter 'Y' if you want to cost and interface absences/dispatches into pay periods that have already been updated. Generally, you would enter 'N'. You would only change it to 'Y' temporarily to pick up some entries to include in a special pay run.
Refer to Schedules To Calculate Hours Per Day for Hourly Employees
If you attach schedules to assignment you can instruct HR to refer to the schedules to determine the base hours per day of the employee. This value normally comes from the position. This value is used when translating absence time (recorded in hour units) to day units. If an employee normally works 5 hours on a Wednesday but 8 hours every other day, then recording an absence on Wednesday would only (normally) produce an absence for 0.625 of a day (5/8 assuming that the hours per day on the position code was set to 8). If you use schedules and set this profile option to 'Y' the system will refer the employee's schedule and use a base hours per day of 5 instead of 8. This would result in the system calculating an absence of 5 hours and 1 day.
Activate Location Security on Absence Report with Dispatches
Enter 'Y' to activate location security on the Absence Report with Dispatches. Having this feature on will remove all the location prompts unless they have their Security Management location set to master. Removing the location prompts will prevent users from reporting on locations other than their own. You must be using Attendance Management for this feature to work.
Activate AMS Part Time Schedules
Obsolete functionality. Set this to 'N'
Activate Search Function on AMS Absence/Dispatch Screen
If you are using Attendance Management you can choose whether you want staff to use the replacement employee search function from the Absence/Dispatch Screen.
Enter 'Y' to if you want to use the search function, 'N' if you do not.
Employee Costing - Match Absences to Leaves Using Absence Code
Enter 'Y' to have the Absent and Replacement Employee Costing Modules to search for matching leaves using the absence code. If you enter 'Y', the leave application will only be considered a match if the absence code on the absence matches the absence code on the leave. If you enter 'N', the absence codes on the absence and leave do not have to match.
Over-Ride of Default Replacement Employee Position
This prompt lets you over-ride the normal default replacement position code that comes up in the Absence/Dispatch Screen. The system will normally calculate the default replacement position by using the replacement position code from the absent position. This prompt lets you specify the number of a user defined demographics field to refer to, the normal default position, and the new default position. If the replacement's user defined demographics field is set to 'Y' then, the normal default will be over-ridden by the new default. For example, if you enter /4/SUB/TEACH/ into this field, an employee having a 'Y' on their user defined demographics screen field 4 will have their replacement default position changed from SUB to Teach. This is sometimes necessary to force the dispatch to be paid on a different payroll.
Leave blank if you do not want to over-ride the default replacement position.
Update Dispatch Cost Center and GL In Replacing Employee Interface
Enter 'Y' here to update the cost center and GL on the original dispatch with the cost center and GL used in the Replacing Employee Interface. This option was added as an attempt to give you the ability to view and report on the costing information that was passed through to payroll. We do not recommend that you use this option. It has some obvious shortcomings. If a dispatch is costed to more than one cost center or GL, only one of the cost centers and GLs will be attached to the dispatch. If the costing for a dispatch is changed either in PAYROLL or BAS after the interface, those changes will be not reflected back to the original dispatch in HR.
Enter Hours - Not Days On Leave If Position Is Hourly
Entering 'Y' here will allow you to enter hours and not days on the leave screen if the position you are entering is marked as hourly. Entering 'N' here will assume that you are entering day units regardless of how the position is configured.
Absence Codes That Prevent Open-Ended Absence Creation
This prompt allows you to enter a list of absence codes separated with slashes '/'. If the Open-Ended Advance program detects that absences of the specified type already exists for the employee and date that it is trying to advance, the absence creation will be suppressed. Say for example you load this field with /DNIS/. If you are advancing absences for June 1st, and an employee already has an absence with an absence code of DNIS for that date, no further absence detail records will be created for that employee.
Use AMS Web
Enter 'Y' if you are using Attendance Management Web or 'N' if you are not.
Both costing modules (absent and replacement employee) will do some special checking for authorization if Attendance Management Web is activated - specifically carry forward entries are checked if Attendance Management Web is being used.
Prompt for What/Why on AMS Web Carry Forward Entries
This prompt is only relevant if you are using Attendance Management Web.
Enter 'Y' here to prompt for what you are changing and why you are making the change each time you change an absence or a dispatch that has already been weekly approved. The what and where comments that you enter here will show up on the weekly authorization screen to offer more information about why entries that were previously authorized are being changed.
Enter 'N' here to suppress the prompting of the what and why questions when changes are made to weekly-authorized absences/dispatches.
Enter 'D' here to suppress the creation of carry forward entries entirely when weekly-authorized absences/dispatches are changed.
Absence Costing - Do You Have More Than One Absence Code for Each Bank
This prompt affects the functionality of the Absent Employee Costing Module in the calculation of storage bank balances.
If you have more than one absence code that points to a single storage bank you should enter 'Y' here.
There is new code that fixes a problem where this was the case. This new code is only activated if you enter 'Y' here.
Entering 'Y' in this field will allow the system to check to see if there are unprocessed absences for all absence codes utilizing the same storage bank, and have the entitlement of check OPS storage bank on the leave code.
Leaving this field set to 'N' if you do have more than one absence code mapped to a single storage bank could result in storage bank balance calculation problems in the Absent Employee Costing Module.
We recommend that if you do not have more than one absence code mapping to a single storage bank that you set this field to 'N'.
Using ADS Web Lite - Set To 'W" if using WBW
Enter 'Y' if you are using Automated Dispatch Web Lite.
Enter 'N' if you are not. The Automated Dispatch server will suppress the creation of the Search Queue record if you are using Automated Dispatch Web Lite. This prevents the automated dispatching system from trying to fill the absences.
Enter 'W' if you are using Workboard.
‘W’ will have the same effect as ‘N’, except it will tell the ADS server engine not to send a manual intervention on same-day dispatches (which would always occur because the callout period would be set to 2400-2400).
Categories to Exclude from AMS Web
The first two (2) characters must be ‘E:’ or ‘P:’ followed by the ‘/' delimited list of category codes. The ‘E’ will tell Attendance Management Web to exclude records based on employee category. The 'P’ will tell Attendance Management Web to exclude records based on position category.
Replacement Employee Must Be In Same Assignment To Be Consecutive
Replacement Costing - Amend Dispatch if Source Code Changes
Replacement Costing - Refer to Absent Employee's Schedule in Day Count
Enter 'Y' here to have replacement costing refer to the absent employee's schedule when counting consecutive days worked. For example, let's say that a substitute teacher (TOC) is replacing a teacher who is only scheduled to work Monday, Wednesday and Friday (and this schedule is entered in the PRM Assignment Schedule area). If the substitute teacher replaces this teacher on Monday, Wednesday and Friday, the consecutive nature of the dispatch will be preserved. If the substitute teacher only works a portion of the absent employee's scheduled days, then the consecutive nature of the dispatch will be broken.
Activate Leave Management Web
atrieveERP use only. Enter 'Y' to activate Leave Management Web.
Number of Days Prior To First Dispatch to Start Referencing Schedules
Enter the number of days prior to the first dispatch to start referencing schedules. Leaving this field blank will default it to 62. This is used for consecutive day counting for costing and in the Employee Dispatch Report. In context, if left as the default of 62 days, 62 days of schedules will be loaded prior to the first uninterfaced dispatch found for an employee. Entering a very high number here (e.g. over 100) can cause the aforementioned reports to run more slowly.
Activate LMW in ADW/ADS
atrieveERP use only. Enter 'Y' to activate Leave Management Web.
LMW Testers
Enter employee numbers who are designated LMW testers when the Leave Code has an activation status of "Only Activate for Designated Testers". Example: /10034/10031/
***Important to Note: If an employee number is entered within this profile and they have Administrative Rights to enter absences on behalf of other employees, he/she will NOT be able to see the entire replacement section when entering an absence regardless if their Category profile allows it. The employee number will need to be removed to regain that access.***.
Employees To Skip in Last Replaced Dispatch Search Order
Enter employee numbers whose absences should have last replaced dispatch search order logic ignored. For example, the district may use dummy employees to dispatch extra replacements (no absent employee). The district may not want the replacement considered as "last replaced" for those types of dispatches, since it could result in that replacement getting more calls than is fair. Example: /10034/10031/
Skip Priority TOC Dispatches in Replacement Employee Costing Module
Surrey custom programming. Priority TOC dispatches are ignored if the date/time worked matches the schedule time on a priority TOC assignment. An exception is printed on the costing report if the dispatch is being skipped for this reason.
Refer to Schedule Break Times During ADS FTE Calculation
This field is used in the hours/FTE calculation of absences logged via web. Absence entered via the web will used the scheduled break time in the hours calculation. If the absence logged is from 8:30 to 13:00 and the break times on the schedule are from 12:10 to 12:40, then the absence will be calculated as 4.0 hours.
Emps To Skip in GL Toggle
Enter employee numbers to skip if using GL Toggle. Used with the General Ledger Profile and Dispatch Search Parameter page 2, Field 06 when set to F (Toggle Only if Abs Emp Is NOT Fictitious).
Warn or Block If Replacement does not have Active Sub/Casual Preference
Enter 'W' here if the user should be warned when entering a replacement in an absence record where the replacement does not have an active sub/cas preference record.
Enter 'B' here if a user should be blocked from entering a replacement onto an absence record where the replacement does not have an active sub/cas preference record.
Enter 'N' here if no warning or block should occur when a replacement does not have an active sub/cas preference record.
Use Position Authorizer Locations
Enter 'Y' here if the position code authorizer location should be used instead of the assignment authorizer location. Useful when all employees of the same position fall under the same authorizing location.
Multiply Dispatch Hours by This Value
AMS Authorizer Location Control
1 = Don't suppress auth loc recs. This selection will show the absence at the physical and authorizing location, but modifications only done at the authorizing location.
2 = Don't suppress auth loc recs/allow change & delete. This selection tells the system to show the absence at both the physical and authorizing location and allow change/delete at both.
Blank = Leaving this field blank would only show the absence at the authorizing location.
Suppress ADS Queue Recs for These Locs/Areas
Skip Location Only Check During Abs/Dis Creation for Authorizer Locations
When the absence system determines whether to assign an absence to an authorizer location or the physical location, it follows these steps:
-
-
It looks to see if the employee has an assignment with a matching position and location where the authorizer location is not blank. If it finds it, it will assign that absence to the authorizer location.
-
If no auth loc is found in Step 1, then it will re-do the search except this time only look for a matching location (i.e. not perform the position match). If it finds it, it will assign that absence to the authorizer location.
-
Setting this profile to 'Y' will skip Step 2 in the above process.
Example:
Owen Collins has two current assignments:
|
Position |
Location |
Auth Location |
|---|---|---|
|
EA |
0050 |
1900 |
|
COMP TECH |
0050 |
|
Owen logs an absence against the Comp Tech position. Using the steps above:
-
The system will not find an assignment with a matching position and location where the authorizer location is not blank. Although the Comp Tech assignment matches position and location – the auth loc is not blank.
-
The system will find the EA assignment whereby the location matches and it has an auth loc, so it will use the auth loc for the absence. The absence will be seen by auth loc 1900.
If this profile was set to 'Y', the system would ignore step 2 and rightfully place the absence onto location 0050 instead of 1500.
Disable ADS Callout Prompts From Core Absence Entry
Enter 'Y' To disable the prompt for the ADS to notify the Replacement Employee for cancelled jobs
Enter 'N' to be prompted for the ADS to notify the Replacement Employee of cancelled jobs
Location Break Times Category List
Separate categories by forward slashes ‘/’ that will leverage the location code break times tab for absence and dispatch calculations. For example /TEAC/
Other keywords available to use in combination with categories are:
SEWEXC: This keyword would be used to have Schedule Entry Web calculate units the opposite way to the calculation method used on the location code. If the location code is set to use calculation method ‘1’ of including time within non-break times, this keyword would allow the system to calculate units using method ‘2’ which is to calculate time excluding break times.
SEWINC: This keyword would be used to have Schedule Entry Web calculate units the opposite way to the calculation method used on the location code. If the location code is set to use calculation method ‘2’ of excluding break times, this keyword would allow the system to calculate units using method ‘1’ of including time within non-break times.
SEWOFF: Even if the category is defined to look to the location code break times for FTE/Hours calculation, do not use that calculation for Schedule Entry Web.
Enter employee numbers to skip if using GL Toggle. Used in co-ordination with the General Ledger Profile and the Dispatch Search Parameter Profile Page 2,
Update Leave Record When Absence Changes
Enter 'Y' if absence changed from AtrieveHR, change Leave
Enter 'N' if absence changed from Atrieve HR, don't change the leave
Enter '1' if pending tasks block absence changes
Enter '2' if pending tasks allow absence changes, don't update leave
Location Break Times Illness Absence Code List
Activated only with location code break time logic in use where the calculation method is "3" (Abs/Dis FTE Within Non-Break Times). Specify absence codes where the absence FTE is to be calculated as follows: 3 blocks = 1.0, 2 blocks = 0.5, 1 block = 0.333 unless scheduled units for absence date is higher than 0.333, then round absence up to 0.5 FTE.