Human Resources Did You Know Charlotte Fidler Did

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Human Resources Did You Know? Charlotte Fidler

Human Resources Did You Know? Charlotte Fidler

Did You Know… • • • You can change the color and size of

Did You Know… • • • You can change the color and size of Alio You can have your menu set up to meet your needs How to use Smart Find and Wildcard Searching How to scroll through Employee Records effectively Employee Selection Inquiry is very helpful Using Employee Taxes/Deductions/Benefits makes tracking Ded/Bens more efficient Jobs and Pays Utility makes updating Jobs and Pays a snap Alio has Job Roles Pay Schedules control how payroll salaries are paid On/Off Boarding Tracking Alio has many helpful HR Reports 2

Did You Know… …You can change the color and size of Alio? • If

Did You Know… …You can change the color and size of Alio? • If using Java Web Start (JWS) o Right click on launching icon on desktop and click “Edit Notepad++” or Open with select Notepad o Defaults: § § Color = Swan Height = 650 (do not go over resolution) Width = 850 Clientdpi = 96 (size of font) 3

You can change the color and size of Alio Colors o Teal o Titanium

You can change the color and size of Alio Colors o Teal o Titanium o Red o Khaki o Blue o Olive o Purple 4

You can change the color and size of Alio • Purple • Red •

You can change the color and size of Alio • Purple • Red • Teal • Blue • Titanium • Khaki 5

You can change the color and size of Alio • If you use an

You can change the color and size of Alio • If you use an URL to launch Alio, add the following to the end o o &clientdpi=XXX – Sets window DPI (default is 96) to make larger font sizes &height=XXX – Sets window height (no larger than current resolution) &width=XXX – Sets window width (no larger than current resolution) &colorscheme=XXX – Sets alternate color schemes § Examples include teal, titanium, red, khaki, blue, olive and purple • Replace the “XXX” with the value you desire at end of URL and save • Example o http: //alio. . . frmservlet? config=vers 12 c_tree&clientdpi=105&width=1200 6

Did You Know… …You can have your menus set up to meet your needs?

Did You Know… …You can have your menus set up to meet your needs? • Set up menus to flow……. • Put programs you use all the time at your fingertips o o Employee Master Employee Selection Inquiry • Ask Alio person at your district to assist you • Information on infolink Alio – Guide to System Administration – Resource ID: 4764 Alio – Menu Builder Power. Point Presentation – Resource ID: 4869 Alio – Menu Builder Lunch and Learn – Recording – Resource ID: 4870 7

Have Menus set up to meet your needs 8

Have Menus set up to meet your needs 8

Did You Know… …Find Mode now appears in Red? 9

Did You Know… …Find Mode now appears in Red? 9

Did You Know… …How to use Smart Find and Wildcard Searching? 10

Did You Know… …How to use Smart Find and Wildcard Searching? 10

Searching using “Smart Find” 11

Searching using “Smart Find” 11

Searches - “Smart Find” 12

Searches - “Smart Find” 12

Searching by Wildcard 13

Searching by Wildcard 13

Searches – “Smart Find” and Wildcard • “Smart Find” Search o o From Find

Searches – “Smart Find” and Wildcard • “Smart Find” Search o o From Find mode, click dropdown in last name field Start typing Last name – DO NOT CLICK IN FIND BOX, JUST START TYPING Last names will filter as letter are typed To load record, double-click on your choice of filtered records • Wildcard Search o o o From Find mode, click dropdown in last name field Click in Find box after % and key letters or name to be found, then click Find To load record, double-click on your choice of filtered records May use multiple %’s in string Must be in order of information to be a match Can search on any information found in dropdown list 14

Did You Know… …How to scroll through Employee Records Effectively? 15

Did You Know… …How to scroll through Employee Records Effectively? 15

How to scroll through Emp Records Effectively • Click in last name if making

How to scroll through Emp Records Effectively • Click in last name if making change on record 16

How to scroll through Emp Records Effectively 17

How to scroll through Emp Records Effectively 17

How to scroll through Emp Records Effectively • Click Find, Find and first record

How to scroll through Emp Records Effectively • Click Find, Find and first record in list appears by last name • Scroll through using arrows • If change is made, click in Last Name field and scroll forward, next record appears o o Answer Yes if “Save Changes” prompt appears (changes made in lower part of screen) Changes in top give save prompt when exit • If stop, try to finish a letter of the alphabet • Restart again by keying next letter with a % o o Example: S% will bring up all the names starting with the letter S Scrolling will stop when the last name starting with the letter S appears 18

Did You Know… …Employee Selection Inquiry is very helpful? • Search for employee records

Did You Know… …Employee Selection Inquiry is very helpful? • Search for employee records to be viewed and/or changed • List (filter)employee records by: o o Employment Status (Active, Inactive, Terminated, all_ Work Location Category Group Contract Year • Choose Go Menu screen to access • Click on column headings to sort columns NOTE: Enhancement to extract inquiry results to Excel coming soon!! 19

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Did You Know… …Using Employee Taxes/Deductions/Benefits HEDED 11 A. FMX makes tracking Ded/Bens more

Did You Know… …Using Employee Taxes/Deductions/Benefits HEDED 11 A. FMX makes tracking Ded/Bens more efficient? • Ability to tailor Ded/Ben tabs to meet your district’s needs o Ded/Bens appear on either Taxes, Ded/Ben or Other • Ability to setup User Security to limit viewing of Ded/Ben tabs to reflect what is needed for an employee’s role o Example: Taxes for Payroll, Ded/Ben for Benefits • Defining Corresponding Ded/Ben to automatically add corresponding Ded/Ben • Each tab only has information needed for that tab 21

Employee Taxes/Deductions/Benefits Setup • Profile – AMPROF 01 A. FMX o o HEDED 11

Employee Taxes/Deductions/Benefits Setup • Profile – AMPROF 01 A. FMX o o HEDED 11 A_ALLOW_UPD_PLAN HEDED 11 A_INITIAL_TAB • Users – AMSEC 05 A. FMX o Show Emp Ded/Ben Tab: Taxes Ded/Ben Other § Checked box defines which tabs user is allowed to access • Deduction/Benefit Master – HMDED 02 A. FMX o Employee Ded/Ben Tab Field § Assign Ded/Ben records to appropriate tab § Assign Corr Code and Corr Plan • Used for Ded/Bens assigned to Ded/Ben Tab using corresponding feature 22

Profile – AMPROF 01 A. FMX • HEDED 11 A_ALLOW_UPD_PLAN o YTD – allows

Profile – AMPROF 01 A. FMX • HEDED 11 A_ALLOW_UPD_PLAN o YTD – allows change to employee Ded/Ben Plan when YTD amount exists § Warning will display – Continue or not? o N – May not change employee’s Ded/Ben Plan when YTD amount exists § Error will display – hard halt • HEDED 11 A_INITIAL_TAB o Identifies which tab is displayed when program is opened 23

User Security – AMSEC 05 A. FMX • Defaults which tabs user has access

User Security – AMSEC 05 A. FMX • Defaults which tabs user has access to see 24

Deduction/Benefit Master HMDED 02 A. FMX • Assign Deductions and Benefits to appropriate tab

Deduction/Benefit Master HMDED 02 A. FMX • Assign Deductions and Benefits to appropriate tab o o o Ded/Ben Tab Other Tab Taxes Tab § Taxes Tab option only available if assigned • FED, STA, PLOC, PUNE, SSD, SSB, MEDD, MEDB o Assign deductions and benefits to ONLY one tab • Define Corr Code and Corr Plan for each deduction and benefit with a corresponding “mate” o When deduction or benefit added to employee, corresponding benefit of deduction is automatically added § Example: Add medical family deduction, medical family benefit auto added 25

Deduction/Benefit Master 26

Deduction/Benefit Master 26

Employee Taxes/Ded/Bens - 27

Employee Taxes/Ded/Bens - 27

Employee Taxes/Ded/Bens - Taxes 28

Employee Taxes/Ded/Bens - Taxes 28

Employee Taxes/Ded/Bens - Taxes 29

Employee Taxes/Ded/Bens - Taxes 29

Did You Know… …Jobs and Pays Utility HPUTL 07 A. FMX makes updating Jobs/Pays

Did You Know… …Jobs and Pays Utility HPUTL 07 A. FMX makes updating Jobs/Pays a snap? • Many filters to select records to be changed • Most fields on Jobs and Pays can be changed “in mass” • Report Only mode to verify changes to be made o o Report – no updates; required to enable Process button Process – Updates made with report showing list Want more information? ? Attend Jobs and Pays Setup for the New Year on Wednesday at 2: 00 pm in the Payroll Track 30

Jobs and Pays Utility HPUTL 07 A. FMX 31

Jobs and Pays Utility HPUTL 07 A. FMX 31

Did You Know… …If using Applicant Portal, employee information is set up automatically in

Did You Know… …If using Applicant Portal, employee information is set up automatically in Alio when employee is hired using Applicant Portal Interface? • Some of the Benefits of Applicant Portal o o o Prevent applicants from applying if they do not pass your security/background process Filter positions presented to applicants based on their skills, certificates, and endorsements Electronic references Approval process to request new positions Approval process for applications Want more information? ? Attend Applicant Portal Did You Know? on Wednesday at 8: 00 am in the Miscellaneous Track 32

Did You Know… …Alio has Job Roles? o o “People Change, Roles Don’t” Set

Did You Know… …Alio has Job Roles? o o “People Change, Roles Don’t” Set up Roles (job descriptions) to create an “Organization Master” of your district Used in Applicant Portal to allow the applicant record to be linked to the Alio job role during the hiring process when creating employee Job records in Alio Also, will be used to setup up Notification Groups for email notification in future enhancement 33

Job Roles Setup • Create Job Roles – HMJOB 10 A. FMX o o

Job Roles Setup • Create Job Roles – HMJOB 10 A. FMX o o Define various job roles available to be assigned to an employee Define Supervisory Roles in this program 34

Supervisor Job Roles Setup • Define the Supervisor Job Roles – HMJOB 10 B.

Supervisor Job Roles Setup • Define the Supervisor Job Roles – HMJOB 10 B. FMX o Attach Job Roles to Supervisory Job Roles 35

Employee Job Roles - Setup • Attach a Job Role to the Employee –

Employee Job Roles - Setup • Attach a Job Role to the Employee – HEJOB 10 A. FMX o o Assign Job Roles to employees Add to Go Menu 36

Employee Job Roles - HEJOB 10 A. REP • Lists employees and their assigned

Employee Job Roles - HEJOB 10 A. REP • Lists employees and their assigned Job Roles • Run individual Job Roles or all roles • Job Role per page 37

Job Roles by Employee - HEJOB 10 B. REP • Lists Job Roles assigned

Job Roles by Employee - HEJOB 10 B. REP • Lists Job Roles assigned to each employee 38

Emp Job Roles Supervisors Rpt HEJOB 10 C. REP • Lists each supervisor Job

Emp Job Roles Supervisors Rpt HEJOB 10 C. REP • Lists each supervisor Job role and employees assigned to those roles o Run Detail or Summary 39

Did You Know… …Pay Schedules control how payroll salaries are paid? o Use for:

Did You Know… …Pay Schedules control how payroll salaries are paid? o Use for: § § § o Employee hired in the middle of a year Employee hired in the middle of a pay period Employee leaving prior to end of contract Adjusting payroll amounts throughout the year Handling employees on unpaid Leave of Absence Build a Pay Schedule by Employee Category Code § Ties to individual employee pay records with category code Alio Pay – Creating A Payroll Schedule Resource ID: 5014 40

Payroll Schedule Checklist 41

Payroll Schedule Checklist 41

Pay Schedule Setup – HMSET 01 A. FMX • Define payroll schedule control records

Pay Schedule Setup – HMSET 01 A. FMX • Define payroll schedule control records for Employee Categories 42

Employee Pay Schedules – HESCH 01 A. FMX • View and adjust employee’s payroll

Employee Pay Schedules – HESCH 01 A. FMX • View and adjust employee’s payroll schedule record as needed 43

Did You Know… … Alio has an On/Off Boarding Tracking process? o o Maintain

Did You Know… … Alio has an On/Off Boarding Tracking process? o o Maintain On/Off Boarding lists and tasks required for start of employment and end of employment On/Off Board List Master - HMOOB 01 A. FMX § Create and maintain On/Off Board lists and tasks associated with each list § Copy an existing On/Off board List Name or Version to New List Name and Version Employee On/Off Boarding List - HEOOB 01 A. FMX o § Tracks tasks for an individual employee 44

On/Off Boarding List Master • In Entry Mode, copy lists 45

On/Off Boarding List Master • In Entry Mode, copy lists 45

On/Off Boarding List Master • ATR (About This Record) Button used for tracking o

On/Off Boarding List Master • ATR (About This Record) Button used for tracking o o o When record was created Who created it When last updated 46

Employee On/Off Boarding List • Select employee and press Print Button • Will print

Employee On/Off Boarding List • Select employee and press Print Button • Will print Employee tasks 47

Employee On/Off Boarding List Printed Employee 48

Employee On/Off Boarding List Printed Employee 48

On/Off Boarding Report in Spreadsheet 49

On/Off Boarding Report in Spreadsheet 49

Did You Know… …Alio has many helpful HR reports? • • • Employee Change

Did You Know… …Alio has many helpful HR reports? • • • Employee Change Form – HECOS 01 A. REP Employee Basic Info Listing – HEBIL 01 A. REP Personnel Directory – HEEMP 01 B. REP PA Public School Support Personnel Report – EPASPT 01 A. FMX Employee Verification Report – HHVER 01 A. REP Roll Jobs and Pays “prior to rolling” verification report 50

Employee Change Form – HECOS 01 A. REP • Create new Change Reason Master

Employee Change Form – HECOS 01 A. REP • Create new Change Reason Master – HMCHG 01 A. FMX o Define list of change reason codes • Employee Change Form – HECOS 01 A. REP § § § o Address/Phone changes Social Security No changes Job and Pay Info changes Schedule changes Account No changes Define Signature Lines Customizable form featuring § Employee’s current data with space to write in new data § Reason for the Change § Room for up to 5 different signatures 51

Change Reason Master – HMCHG 01 A. FMX 52

Change Reason Master – HMCHG 01 A. FMX 52

Employee Change form – HECOS 01 A. REP 53

Employee Change form – HECOS 01 A. REP 53

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Employee Basic Info Listing – HEBIL 01 A. REP • Report Includes: o o

Employee Basic Info Listing – HEBIL 01 A. REP • Report Includes: o o o o Employee No and Name SSN (optional) Filtering Date Type and Date (uses Beginning and Ending Date range) Additional Date Type and Date Address Gender (optional) Ethnicity (optional) • Allows free form Report Title and Date Column Headings • Sort Options include o o Employee Name Employee No SS# Filter Date 55

Employee Basic Info Listing • Allow customizing o o o Selecting Date Types Defining

Employee Basic Info Listing • Allow customizing o o o Selecting Date Types Defining Column Headings Show Options § SS No § Gender § Ethnicity • Dates limit • No Dates – all employees 56

Employee Basic Info Listing – HEBIL 01 A. REP 57

Employee Basic Info Listing – HEBIL 01 A. REP 57

Personnel Directory – HEEMP 01 B. REP 58

Personnel Directory – HEEMP 01 B. REP 58

New Report – EPASPT 01 A. FMX • Written for PA clients but anyone

New Report – EPASPT 01 A. FMX • Written for PA clients but anyone could use • Report lists summary counts of employees by FT/PT, Ethnicity and gender grouped by Employee Category o Employee Category Group types are defined but any could be used, however Category Group descriptions on the report will not change • Detail Report lists Employees comprised in the totals above 59

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Summary Report Detail Report 61

Summary Report Detail Report 61

Employee Verification Report – HHVER 01 A. REP • Generates a report by Pay

Employee Verification Report – HHVER 01 A. REP • Generates a report by Pay Period • Verify Employee’s employment and pay history • Report includes o o o Employee’s hire date Pay amounts Pay totals • View payment information for current contract year and last three years 62

Employee Verification Report – HHVER 01 A. REP 63

Employee Verification Report – HHVER 01 A. REP 63

“Prior to Rolling” Jobs & Pays Verification Report • Before running the Roll process,

“Prior to Rolling” Jobs & Pays Verification Report • Before running the Roll process, use this report to verify that the correct job and pay records will be processed • Available in both o o Roll Job and Pays by Employee Category Roll Job and Pays by Calendar Want more information? ? Attend Jobs and Pays Setup for the New Year on Wednesday at 2: 00 pm in the Payroll Track 64

Roll Jobs & Pays “prior to rolling” Verification 65

Roll Jobs & Pays “prior to rolling” Verification 65

Discussion

Discussion

Tuesday Evening Dinner Cruise • • • The buses will start loading at 5:

Tuesday Evening Dinner Cruise • • • The buses will start loading at 5: 00 pm The last bus leaves the hotel at 5: 30 pm Bus loading will be on the far side of the Parking Garage Bring a sweater or jacket in case it becomes chilly We should be back to the hotel around 9: 30 pm 67

Additional Training • If you are interested in other Alio Web. Ex group training

Additional Training • If you are interested in other Alio Web. Ex group training sessions, you can view the list of sessions currently available at: http: //www. myalio. com/web-training • If you prefer one-on-one training, please contact your Alio support provider directly for cost and scheduling information • If you are seeking Alio documentation or recorded training sessions, please log onto infolink: https: //infolink. hammer. net/login. aspx • If you have any additional questions or concerns, please contact Alio support at 1 -800 -914 -9879 or by direct email to wccc@hammer. net

Thank You

Thank You