CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: HR/Payroll Personnel Clean-up Programs Learning Guide Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 1
Table of Contents Introduction... 3 Tasks to be completed Prior to Clean Up Programs... 4 Sick Leave Bank Report... 4 Absence Information Summarization... 4 Staff Job Title Set Up... 4 Mass Delete Insurance Account Codes for Previous Years... 4 Insurance Parameter Review... 4 Staff Email Review... 4 Personnel Clean Up Processes... 5 Data Cleanup Exclude Staff from Conversion.... 5 Data Cleanup Contact Relationships... 6 Data Cleanup Termination Reasons... 7 Data Cleanup Notes... 7 Data Cleanup Absence Parameters... 8 Data Cleanup Insurance Tiers... 8 Data Cleanup Self-Paid Insurances... 8 Data Cleanup Insurance Parameters... 9 Data Cleanup Salary Contracts... 10 Data Cleanup Missing Education Level... 10 Data Cleanup Certificate/Assignments... 11 Data Cleanup Sub Type... 11 Data Cleanup School Locations... 12 Pre-Conversion Validation Report... 12 Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 2
INTRODUCTION This learning guide will review the items that need completed prior to conversion and how to complete the Personnel Cleanup programs. Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 3
TASKS TO BE COMPLETED PRIOR TO CLEAN UP PROGRAMS The cleanup programs are designed to run on the data that will be converted, so it is important to complete the following tasks to reduce the quantity of data that must be reviewed before and after conversion. Sick Leave Bank Report In FIS there is a field to enter the Sick Bank Balance. You will no longer need to store the balance on a staff member s absence record, but you will need to have a total to enter into the Sick Bank Beginning Balance field. You should run the Sick Leave Bank Report to review information. The beginning and end date are crucial to ensure you have an accurate count of bank days. You should enter the date prior to when you started tracking bank days in FoxPro to assist you in identifying the staff where the beginning balance of days was recorded. Abs>Absence Reports>Employee Reports>Sick Bank Report Absence Information Summarization If you have not summarized your absences, we recommend seven years of detail at the most is retained to avoid any speed issues. You should run the Absence Summarization Report prior to running the summarization process, as detail records will be replaced by the summarized records when the process is run. Abs>Absence Summarization Process Staff Job Title Set Up Job title records should be established for each active staff member. FIS requires job title information for absences. Substitutes are not required to have job titles, but it is still recommended for tracking purposes. You can enter staff job titles by selecting job title on the Employee Master>Personnel, or you can add through Empl>Job Title Entry. Job titles can be mass added through the Empl>Mass Add Employee Job Titles. Please note that the following directories will need to be established: Job Title, Location, Job Group, and Supervisor. Mass Delete Insurance Account Codes for Previous Years Invalid accounts for insurances cannot be converted into FIS. It is recommended to delete the insurance account codes for previous years to avoid any unnecessary cleanup. Ins>Insurance Account Code Download>Delete account codes for employer and self-paid benefits. Insurance Parameter Review It is recommended to review insurance plans. Insurance plans should be consolidated based on how billing occurs. In FIS, you can only process one insurance plan at a time. Also, staff payroll deductions can be pulled from the insurance module. You can only enter one insurance plan per deduction in the Deduction directory. Using the insurance plan to represent a bill you pay and the coverage type to the coverage on that bill is the desired setup. Staff Email Review The email address that is on the Employee Master will be converted into FIS on the Staff Demographics tab. It is important that the email is accurate as it will be used to send the temporary password to the Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 4
staff to access the Staff Portal. Staff that are missing an email address will not have access setup in FIS to the staff portal. PERSONNEL CLEAN UP PROCESSES PERSONNEL>ADMIN FUNCTIONS>CLEANUP PROCESSES Personnel cleanup consists of the following: Contact Relationships, Termination Reasons, Notes, Absence Parameters, Insurance Tiers, Self-Paid Insurances, Insurance Parameters, Salary Contracts, Missing Education Level, Certificate/Assignments, and Sub Type. Once data clean up menu screens are completed, run the FIS Pre-Conversion Validation report for verification. Most cleanup screens offer a Print button that can be utilized to provide a listing of the information for review. Be sure to select Save when finished with the screen. We recommend reviewing the payroll test purge report to see if there are employee records that you would want to purge. If you purge information you are provided with a summary report that is easily maintained and will provide all of the employment information that would be required to verify their employment information. If you prefer to keep the employee information in VFP and use that system to look up employee information you may do so and have the ability to identify those employees who are eligible for purging to be excluded from the conversion. All employees that are converted to FIS must have their required information cleaned up the same as your active staff. Data Cleanup Exclude Staff from Conversion. Staff that are marked as excluded will not be included in the cleanup programs below. By default, no staff are excluded. Use the Select All option is you would rather default them to be excluded and deselect the staff that you do not want to exclude. Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 5
Staff that are listed in this cleanup process do not have check history information within the 5 fiscal years that will be included in your conversion. They also do not have active insurance records for any insurance that will be included in the conversion. If there are staff you wish to exclude from the cleanup and conversion process, you can select the Exclude checkbox to skip them. Clean up will need to occur on all employee records you chose to not exclude. A report can be printed by selecting the Print button that includes: Name, ID, Exit Date, Pay Flag, and the last check date found in check history to help you make the decision to exclude them or not. Data Cleanup Contact Relationships New in FIS, Emergency Contacts will have a relationship that is selected from a dropdown menu defined by the Relationship Directory as opposed to the text field that is available in FoxPro. For staff with Emergency Contacts set up in FoxPro in the Personnel>Employee Master>Contacts screen, you will need to select a Relationship from the dropdown menu in the cleanup program. Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 6
Data Cleanup Termination Reasons New in FIS is the way staff termination information is stored and standardized. Exit Date and Exit Reason are stored in the Staff Employment Info in FIS. The Exit Reason should be selected from a dropdown based on PDE defined exit reasons. This information is then used for PIMS reporting and there is no longer a separate area you need to enter exit information for Professional Staff. A Termination Reason should be selected from the dropdown in the cleanup screen that is PDE defined. If there are identical Current Reasons (pulled from the Exit Reason on Employee Master>Personnel) and you select a Termination Reason from the dropdown, it will ask if you want to update the other record(s) as shown in the message above. If you select Yes the Termination Reason(s) will be updated for the identical Current Reason(s). Data Cleanup Notes New in FIS, the Notes are available in both the Staff record and in the appropriate location based on which area you enter the note. The various FIS Note Areas include: Payroll, Absence, Insurance, Staff, Salary, Professional Information, Continuing Ed, and Applicant. All notes that are identified for conversion will display as a comprehensive listing included the date entered and message description. The date entered for conversion notes shown here will be selected from that record. Additional notes will be converted from note fields on the different screens and defaulted to a note area based on the location they were entered. The date entered on those notes will be the date of your conversion. From the Convert as Note dropdown, select Yes or No based on whether or not the note should be converted. If you select Yes, a Note Area must be identified from the dropdown. Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 7
Data Cleanup Absence Parameters In FIS, absences now require an Absence Type and codes are no longer used to identify the types of absence. The Absence Type should be selected from the system defined list provided. An Absence Type designation affords quicker search and report options. For all absences attached to staff, select the appropriate Absence Type from the dropdown menu. The available options to select from are: Bereavement, Conference, Emergency, Personal, Sick, Sick Bank, Unpaid, and Vacation. If you do not see an appropriate option in the dropdown, one must be selected to convert the record. Records without an Absence Type selected will not be converted. After conversion, you can update the Absence Type directory and update the absence parameter manually in FIS. If an absence was created for substitutes it should not be converted or if it is should be removed. A New value is used for tracking substitutes that were extras in a class. Data Cleanup Insurance Tiers In FIS, Conversion Tiers are being standardized. A relationship must be established between the current and new values. If you do not like the Conversion Tier Descriptions provided, you can edit the directory after conversion. Select the correct Conversion Tier in the cleanup screen that most closely matches the current tier. Data Cleanup Self-Paid Insurances Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 8
Similar to the Conversion Tier clean up, the Self-Paid types are becoming standardized and a relationship between the current and new must be established. Select a value from the Self-Paid Type dropdown menu that most closely matches the current value. Additional types can be established after the conversion. Data Cleanup Insurance Parameters In FIS, the Insurance Plans will now include: Monthly Premium, Employer Cost, and Staff Cost. The Staff Cost information can be transferred to payroll to update/add staff payroll deductions. Only one Insurance Plan can be selected per deduction. Also Insurance Plans will now be processed one at a time in FIS. It is crucial to review your insurance plans to see if any consolidation of plans will be necessary to ensure that payroll deductions and insurance processing to reconcile bills will be accurate. Each of your active Insurance Plans will be displayed on the cleanup screen. You will need to identify the Type of Plan. If there are plans you do not wish to convert into the new system, enter an Inactive Date. The cleanup for those plans are then completed. For the plans you wish to convert, you must enter the Insurance Tier and Monthly Premium and Employer Cost information in the grid by selecting the plan in the upper grid. The Monthly Premium is defaulted from the W2 Monthly Cost and the Employer Cost was defaulted from the Monthly Cost for each record. The Staff Cost is a calculated field that will be updated once the Monthly Premium and Employer Cost is entered. Print and review the Insurance Parameters Listing to ensure all information has been correctly entered. Update the amounts in the screen. The Monthly Premium needs to be greater than 0.00 unless there is no employer cost. Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 9
Data Cleanup Salary Contracts In FIS, Hours and Days are a required field for all contracts. You will need to enter hours and days into the contracts if you chose to convert the contract. Identify which contracts you wish to have converted to FIS by selecting the Convert checkbox. If the contract is to be used for Budgeting or is for a future year, select the Budgeting checkbox. Only select to convert contracts that fall within the years to be converted, which is no more than five years. Data Cleanup Missing Education Level Highest Level of Education is required for staff who either have a professional record for PIMS reporting or who have course activity records. Staff who do not have an Education Level stored on their Personnel Employee Master record but do have course activity records with an education level will be defaulted to that level. Staff without that information entered will be pulled into the cleanup program and an appropriate value must be selected from the dropdown. You should print the report listing the changes, as once you save and enter the screen, the staff will no longer display. Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 10
Data Cleanup Certificate/Assignments In FIS, there is a separate Directory for Certificates and Assignments unlike the shared directory in FoxPro. The Certificate/Assignment codes that display in the cleanup are current certificates that are assigned to staff that do not represent valid certificates. You will need to select the appropriate Certificate from the dropdown menu. Once you assign the Certificates, you should print the report to see all the staff that will have their records updated through the process. If an assignment was entered as a certificate for a staff member, this process will allow you to mass update assignments to certificate values or you can manually correctly the individual staff that are identified on the report that is provided. Data Cleanup Sub Type In FIS, a new option was added to allow you to track the total number of days substitutes work on their employment record when the policy used to determine a substitutes rate of pay based on the number of days worked does not reset annually. The Substitute Types are loaded into the cleanup screen in the top grid. You should select Yes if the Rate Resets annually and No for all Sub types that do not reset the day count annually. Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 11
Those that do not reset annually will display the staff in the bottom grid having those sub types and count the days for you when you select Calculate Days button. You can manually calculate the total number of days worked if all of the history needed was not recorded in FoxPro and it impacts the default rate going forward after the conversion. If you continue to pay substitutes after this cleanup is completed, you will need to update this information again prior to conversion to ensure the value is accurate. Substitute history is not converted. If you have consecutive day rules per year to determine the default rate of pay on your Sub Type directory and convert after the start of the school year, you will need to review your data in FIS and manually update the default rate being assigned for rate changes that are effected by the missing substitute history unless you choose to enter that information in FIS. Run the following reports to capture the needed information: Daily Absence Report by Substitutes and Consecutive Days Report. Data Cleanup School Locations In FIS, schools are no longer used. Therefore, location information needs to be linked to the schools used in FoxPro. A location must be selected for each school displayed in the cleanup screen for accurate substitute type directory account information when account is paid based on school. It is also needed for accurate absence history records. If a location is not assigned in the dropdown, the associated records for absence history or the substitute type directory will not be converted with all the details. PRE-CONVERSION VALIDATION REPORT PERSONNEL>ADMIN FUNCTIONS>DATA CLEANUP>DATA CLEANUP-FIS PRE-CONVERSION VALIDATION Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 12
The Pre-Conversion Validation Report should be run once all the clean-up for personnel has been completed. You will need to run the report for each year to be converted. It is recommended to select the option to check the box on the left for: Run in test mode (don t stop if a required file has errors) Only include (!!) and informational (**) messages in log file. Errors in the date are identified with!! which designates a fatal error that will stop the conversion if it is not corrected. See example below. Use the information following the!! to correct the information identified. Exceptions in the data are identified with ** and explain an assumption will be made for this information or it will be dropped from the conversion. See example below. You should review both types of error and exception messages to ensure the converted data will be successful and accurate. Corrections may be needed in both the clean-up screens provided and the information on individual records if it is found to not be accurate or complete. Updated: 11/20/17 2017 Central Susquehanna Intermediate Unit, USA Page 13