Central Office SEMS Operator Training

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Central Office SEMS Operator Training
eSchool Solutions
SEMS/WebCenter

• Name of Presenter
• Department Name

(Customize for your department)
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GOAL and END RESULT

• To fully implement an electronic system of
  entering and tracking employee absences for all
  NISD monthly employees
• The elimination of the need to type weekly
  absence from duty reports!

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SEMS
Employee Absence

• Substitute
• Employee
• Management
• System

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Background

• Teachers and school staff
• Payroll, Business Office, Human Resources
• Rest of Central Office staff
• SEMS operators trained May 11/13
• Department staff trained
• All Monthly Employees Using SEMS or WebCenter by
  June 7, 2004

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Reference Materials

• SEMS Quick Reference card
• WebCenter Quick Reference card

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NISD SEMS Web Site

• Page for each employee group
• Campus administrators
• Campus employees
• Substitute teachers
• CENTRAL OFFICE EMPLOYEES
• SEMS Documents
• WebCenter Users Guide
• Quick Reference Guides
• Powerpoint Presentation

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SEMS Functions

• Registration
• Absence entry
• Absence review cancellation
• Get and review your PIN
• Re-record your name
• Change phone number

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SEMS Registration

• Phone SEMS system (522-8987)
• Press the key
• Press 3
• Enter your Social Security Number
• Only done first time--to get your PIN number
• After initial registration, PIN number, not
  social security will be used.

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SEMS Registration (continued)

• Record your name (you have 3 seconds.)
• Speak clearly avoid background noise
• Verify your location classification
• Central Office Professional
• Central Office Paraprofessional
• Receive your 6 digit, randomly assigned, personal
  identification number (PIN)
• Follow menu prompts heard on the phone.

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What if I lose myPIN Number?

• Phone the SEMS system again
• Follow same procedures as last time
• Press
• Enter Social Security
• Press 3
• Etcetera

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SEMS Absence Entry

• NOTE the absence reasons in the SEMS system are
  divided according to two classifications Profes
  sional (teachers, administrators, directors,
  supervisors, etc.)
• and
• Paraprofessional (instructional assistants,
  secretaries, clerks, technicians, etc.)

Be sure to select from the correct listing of
absence reasons
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Reasons for Absence-WebCenter
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SEMS Absence Entry

• Call SEMS and enter your PIN
• Press 1 for professional absence codes OR
  Press 2 for paraprofessional absence codes
• Then follow the prompts for entering your absence
  date(s) and reason code.

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SEMS AbsenceEntry (Continued)

• When prompted to leave special instructions,
  press 5 to by-pass or leave instructions for
  your supervisor to hear. (Use of this feature
  should be determined by the department
  supervisor.)

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SEMS Absence Entry (Continued)

• One Absence/Two Reasons
• If your absence is for a full day, but each half
  day is for a different reason, create two ½ day
  absences.
• E.g., one of the ½ day jobs may be entered as
  vacation and the other as illness in the
  family.

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SEMS Absence Entry (Continued)

• One Absence/Two Reasons
• NOTE Employees will be prompted to enter the
  mid-day times.
• The ending time for the morning job should be
  1200 noon
• The beginning time for the afternoon job should
  be 100 p.m.

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SEMS Absence Entry (Continued)

• WAIT FOR THE JOB NUMBER
• (This will confirm that the job has been
  created.)

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SEMS Absence Review Cancellation

• Call SEMS and enter your PIN
• Press 5
• Hear job number and detail information
• May cancel absence

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WebCenter Access

• Internet Explorer or Netscape
• Type sems.nisd.net in the address line. (Do
  not precede the address with www.)
• Intranet Quick Link
• Link from Human Resources Website

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Log on Screen will look like this
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WebCenter Access

• Enter your Employee ID (your e-number which is
  found on your paycheck stub and may also be your
  groupwise User ID.) NOTE Do not use the e
  prefix!
• Enter your six-digit PIN number (provided to you
  when you registered with SEMS sytem by phone)

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(No Transcript)
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WebCenterCreate Absences

• Select dates and times
• Select Reason for Absence
• Make sure you select the correct code for the
  absence (pro vs. para)
• Indicate No Sub Required
• Click Submit button
• Verify accuracy of information
• Click Create Absence button
• GET JOB NUMBER
• Print Screen for copy of absence information
  (optional)

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WebCenterReview Absences

• Click on Review Absences
• Click on job number to the left
• Review or Cancel Absence
• PRESS UPDATE at bottom of screen

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Employee Accountability
Employees will no longer be provided printouts of
their absences for the week to verify for
accuracy. Instead, the employees should use
WebCenter to verify that their absences for the
week have been recorded correctly. If the
office is not informed of any corrections, the
weekly report will be submitted as it was
recorded.
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END OF EMPLOYEE PRESENTATION
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Creating a Vacancy for a Substitute
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Creating a Vacancy for a Substitute (Cont.)
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Verification Process

• Go to Review Jobs in WebCenter
• Enter the date range for the previous week
• Make modifications as needed
• Select Verify Page button at top right side of
  EACH page
• Select Update button at the bottom of each page

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Review Jobs Screen-Verification Process
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Review Jobs Screen-Verification Process
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Modifications Needed

• Para reason code to Professional reason code and
  vice versa
• Add relationship to employee if either family
  illness or death in the family

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Modifications Needed
Relationship to employee
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Review Jobs Screen-Verification Process
Update each page!
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Verification Process (cont.)

• When all pages in this report have been
  successfully verified, your Absence from Duty
  Report is complete!
• But remember to fax or pony to Payroll any of the
  following documents that were received for the
  week
• Jury Duty Completion Receipt
• Court Appearance Subpoenas
• Military Orders

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Creating Finished Jobs

• Create the absence for the date it occurred
• Verify the absence from the Review Jobs screen
• E-mail Mark Flores in Payroll informing him of
• Job Number
• Employee Name
• Date of Absence

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Hints Reminders

• Always click the UPDATE button after verifying
  jobs.
• Do not change the Work Schedule as it appears in
  WebCenter.
• Back off the BACK button! Use the navigation
  buttons at the top and bottom of the page
  instead.

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Hints Reminders (cont.)

• Remind staff under your supervision that they .
  . .
• . . . are responsible for reporting their
  absences to the SEMS/WebCenter, and
• . . . should use care when selecting the reason
  for their absence and entering the date/time

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Accountability of SEMS Operators

• Provide information and support to employees in
  department
• Every Monday by NOON, verify all absences for
  the previous week
• Correct dates
• Correct reason codes
• Pony Jury Duty/subpoena notices or military
  orders to Payroll Office (if needed)

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Time Line for Employees

• Beginning June 7,2004
• Required - one time Telephone Registration
• Voice your name
• Write down your new PIN.
• Either phone in absence or use WebCenter to
  report all absences for dates after 6/7/04

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Do you have any

• Questions

?