Highlights 2011• Release April 2011 (last conf) and November 2011

– 104 HR changes and 6 new options– 45 Payroll changes and 7 new options

• 9 Releases of JobConnect, EC– 53 enhancements

• 11 Releases of AdminConnect– 32 employee related enhancements

• Slightly higher # of changes than previous year(s)

H/R Roadmap

• GOALS & DIRECTIONS FROM CONF ‘11 Strategy– Provide more webinars to review features and learn more about

features …Did 11 Webinars - 4 EMS: 2 Payr, 2 H/R– Use Camtashia to create online training snippets to fit into our Web

<help> … 2 EC training documents, 2 Release Highlights– Update to new Web programming tools and Visual Studio 2010 -

provide a better enduser experience .. EC,JC Done– eFile and viewing documents: Gain more control of enduser options in

previewing eFiled documents (ability by category to make documents ‘read only’ no ability to print the .pdf or copy contents for instance) .. Some Progress (would require Purchase Product)

– With the new .Docx (x meaning XML) there is potential to merge Word documents instead of PAI.280 letters .. Minimal Progress

– ALSO: Added Search engine to our website and added forum documents that get updated as support is provided.

H/R Road Map

• GOALS & DIRECTIONS CONF ‘11 - Core/Web– Continue to work on Features as per ‘list’– Complete the eFile solution … one additional year of experience

and filing will provide the insight needed to know that YES we can go paperless.

– Make EC your everyday staff tool.

H/R Road Map

Employees using EC#EMPS

ELIGIBLEEMSTAT=

Y

#EMPSPAID

FEB/12

EC2011+SignedI

n

EC 2012 +Signed

In

% EC 2011 vs.

2012

SD72 983 788 686 572 73 -114

DELTA 2523 2195 1309 1409 64 +100

SD23 3207 2853 2657 2822 99 +165

FMCM 865 721 566 715 99 +149

BSD 1491 1339 968 1233 92 +265

MLAKE 652 511 60 460 90 +400

TMSD 343 261 236 234 90 -2

PLPSD 737 584 450 470 80 +20

S OAKS 2310 1792 1400 1577 88 +177

RETSD 3322 2930 1673 1927 66 +254

WSD 7623 6744 4983 5020 74 +37

H/R eFiled Documents#EMPSPAID

FEB/12

T42009

T42010

T42011

PAYDOCS

H/RDOCS

TotalAccum

New since

lastConf

Viewed %

SD72 788 0 1076 1045 0 827 2948 +1124 1130 38

DELTA 2195 0 3034 3119 0 646 6799 +6368 1127 17

SD23 2853 3503 3582 3753 3 68 10909 +3808 8581 79

FMCM 721 939 925 911 5473 8165 16413 +5020 13291 81

BSD 1339 1740 2063 1852 1112 12590 19360 +7366 6123 32

MLAKE 511 759 754 744 238 620 3115 +1593 970 31

TMSD 261 367 338 227 975 1909 +1139 512 27

PLPSD 584 N/A N/A 706 369 1237 2312 +2301 924 40

S OAKS 1792 2159 2339 2389 210 3367 10464 +5175 4661 45

RETSD 2930 16287 6303 3900 1 3929 30419 +4489 4300 14

WSD 6744 7444 9499 9091 2 21526 47562 +15951 18852 40

Excludes APP and APL categorized images

Customer Re-Cap• 9 of 11 customers have PAI.280 letter definitions• 6 of 11 customers doing leaves• 7.5 of 11 customers using online apply• 5.5 of 11 customers using workshop• 11 of 11 customers using PRO.300• 9.5 of 11 customers actively using e Folders• 4 of 11 customers using position control• 1 using, 2 trying web forms .. Of 11 customers!!!• 5 of 11 customers using Bulletin Board

H/R Best Ofs

To Talk about in Individual Sessions• Automatic jobs – generate employee passwords, auto-notify admin of

unapproved leaves not handled, downloaded calendar file to populate share-point, distribution list file(s)

• Web bulletin board enhancements (minor)• Web form enhancements and reporting (minor)• Enhancements to leaves, additional fields and reporting, enhancements

for PD expense and advances• Continued enhancements to workshop and integration to web form • AC enhancements to Online Apply to assist with reporting, hiring,

attaching• New benefits tab definition PAY.327 available to EC

H/R Best Ofs

• Use CIMS CORE to generate letters and eFile– New Hold ‘Y’ option so that the letter is in your OUTQ readily

available for email distribution EME.900– Signature(s) available to be added to letter formats (up to 3)– More PRO.300 fields included on letter (custom per district) .. At

SD83 even including two additional text lines!– New ability to Email Employee ‘Y’ at the same time as eFiling to EC– New eFiled ‘red alert’ to appear to employee until document has

been read– New EIS.556 for District to know that employees are seeing/reading

the letter(s).

H/R Best Ofs

• Use CIMS CORE to generate letters and eFile (continued)– Reminder of IMG.301E to view images from CIMS Core AND new

view history Y/N to show all activity that has occurred with that image.

– CAREFUL: If you review documents in AC as you browse/attach, that document now appears READ – and your name is all over it!

H/R Best Ofs

• Use CIMS CORE to generate letters and eFile (continued)– Still no progress in mail merge direct to WORD document– Are Districts using CIMS letters at all? More than last year? For

what?

• This is such an important piece of our product ….– EIS.380– ‘P’ eFile Y Email Y– EME.900

H/R Best Ofs

* Std Message on EME.900* ‘I’ndex and multiple OPAI580s .. A problem to send to Distr List as order is not necessarily same as order?

• Use CIMS CORE to manage evaluations– Identify evaluations due at the time you know them (ahead of time) or use EIS.561 to

identify evaluations completed to assist in choosing who should be evaluated… or EIS.960 to mass assign.

– H/R – identify who needs to be evaluated (EIS.380)– AC – Admin (if evaluator of record) browses/attaches evaluation to the evaluation record

for that employee OR – EC - Employee attaches evaluation direct (depending on EIS.207)– AC – Asst Supt can review that evaluation online and ACCEPT (Receive date must be

completed to be visible to Approver!)– H/R – reports on activities and completes the record

– EIS.560 reporting enhancements to be able to email Evaluators – Sort by ‘E’valuator and email Y will produce the report and auto email !!!

– New ability for Employee to attach their own evaluation (Seven Oaks has annual ARPL for their teaching staff) EIS.207

H/R Best Ofs

• Use CIMS CORE to manage evaluations (continued)– Functions for CORE and for Connects

H/R Best Ofs

• Employee EMAIL– Rewrote to utilize Coolspool rather than regular IBM email command .. Huge

reliability improvements and extra features!– Email validation: was definitely causing email crashes! CIMS will not allow a

duplicate email! Never try to add anything other than a single valid email address. Invalid addresses are now also identified on report along with a ‘bad email/email not sent’

– Reminder that there is an Index ‘E’ on EIS.380 to index employees by email address!!

– Emailing Employees (PRO.525, PAY.525, POS.525) – NOW appropriately uses main email address (if found) else alternate email address!

– Totally reformatted screens to make the sending easier– New options to email based on web form response– New options to email based on expiring certificates

H/R Best Ofs

• Employee EMAIL (continued)– New logging feature PAY.526 to know what email was sent to whom.

If you ever question whether email went – look to this log!

H/R Best Ofs

• Great enhancements to EME.900– New email to distribution list (POS.216)– Reminder of “F4’ for staff to autofill email– Indent report Y/N option– Ability to add additional subject details– Ability to add message details

H/R Best Ofs

• Reporting – EIS.260 better language with Landscape, Portrait – and LPI– New fields for seniority hours (years)– Problem in EIS.530 with automatically changing build file=Y as it

formats dates differently for the file build. If you want the report dates to be visually formatted for print- Build File = ‘N’

– Used to show leave type else status … but if an employee’s F11 had both (Med Leave, Extended) would not show … does now

– Date of 11/11/29 will print as UFN Until Further Notice– Date of 01/01/01 in certificate/endorsement is Missing– Significant change to PAY.592 absence/worked report to provide

totals by location at bottom, include leave L? records, include replacement work details

H/R Best Ofs

• Inactivation Stale Employees - PAY.975– Added options to clear seniority number, T4WEB category and/or

clear (delete) all absence banks– Added option to clear other locations if choosing to change primary

location– If changing exit status or location, indicate old and new information

• Are districts using this option? How Often? *IMPORTANT

H/R Best Ofs

• F11 History Line Thoughts/Reminders:– “Get Job Posting” If you are using JC - use this F4 as it stamps into

the record AND it fills information in automatically for entry– Some people using Table/Grade on Term/Support hires so initial

pay information will appear on hire letter

– PLPSD: Decided to add short leaves (not real Leave - but those you need to know about, Medical note ‘may return in 2 weeks’). Add these into F11

• What record type … Use LT and a status code to separate it from all other leaves

• Don’t put an FTE as this is not FTE related• Don’t end the AT line as the employee is really not out on an official leave

H/R Best Ofs

• Interesting Topic: Employee Folder type & what to do with the folder after employee has left

• New FLRSTS Category– Customers using to manage whether employee file is electronic

only, partial …. BSD?

• Status Code or FLRSTS like code– At time employee expires: identify year of expected file shredding

and indication of where the file is at … In files till year XX, shredded year .. Seven Oaks?

H/R Best Ofs

• On the In List (Web)– (AC) In Workshop AC show workshop as approved/not– (AC) In Job Posting attachments, if CAR or CRC is onfile show it rather

than the generic ‘on file’– (AC) In Evaluations - Add new School Verified level. Once evaluation is

attached from emp, appear to Admin (Loc) to verify (indicate received date)

– (EC) Show employee Original hire, Current Hire, Seniority date/numbers … if so - where should we put this?

– (EC) Workshops: More flexibility in being able to withdraw and for waitlist to kick in

– (EC,AC) Workshops: In addition to email - send the icalendar file that allows them to automatically update their outlook calendar

H/R Best Ofs

• We don’t spend enough time in H/R working out AC !!– There is that assumption that Admin will just ‘catch on’ with all of the

dashboard and duties:• Workshop approvals and assigning staff to workshops• Leave approvals and adding leaves on their behalf• Viewing employee information• Basic roster and staff reporting

– Training?– Perhaps this is a good topic for end of day Debrief!

H/R Best Ofs

• Major Priority Statements for 2012/2013– EC – All Employees using it consistently, depending on it for information! To

make this statement MEANS customers should each find ways to keep them there by fully utilizing CIMS features

– AC - All Admin using it consistently, depending on it for information and to perform necessary duties.

• How to Get there– Constant communication with staff and admin– Training strategy– Good documentation and timely placement

H/R Best Ofs