Section 1—Introduction to the Payroll Attendance Collection System
Contents
1. a Optional Alpha 1 Place a non blank character in the box g to select this attendance type Professional Workshops r r r Tier 1 Trainina To turn Field Help off click on the Help icon and select Field Help again Form Help To inquire on help for the form that you are on click on the Help icon and select Form Help A Help window will display which provides information about the form https cescentdb54 mcpsmd org 444 Prof and Supt Svcs Time Entry Help Windows Internet Fj EG Lawson portal Prof and X Prof and Supt Svcs Time Entry MM61 1 s Time Entry MM61 1 General PACS Time Entry Form for Professionals and Supporting Services This form allows for the entry of attendance for either Professionals or Supporting Services assignments Using form Special Actions the Fill All option can be chosen which requires only exception time to be entered Sick etc or the No Prefill option can be chosen which will require the entry of all attendance for an employee assignment combination To enter time select or enter an employee and assignment Then place an 4 in the detail line function code and enter the appropriate pay code and hours for the corresponding day s After the entry has been completed click the change button at the top of the form to store the entry in the PACS database To change time that has already been entered use eith2. Math These school departments are used in the substitute system as well as subject areas Non school business office departments permit a further delineation of the organizational structure for the business office and will typically define a depot unit team or facility In most instances the department code will be the same as the process level but there are cases where the department defines a further breakout of the process level Proc Department Department Level Number Name 34401 40344 Department of Transportation 34401 34401 DOT Bethesda Depot 34401 34402 DOT Clarksburg Depot 34401 34420 DOT Fleet Maintenance 53390 53390 Ind w Disabilities Ed Grant 53390 27103 Visual Impairments 53390 27114 Infants Toddlers Down County PACS User s Manual Revised July 2012 1 3 11 1 5 Glossary Exempt Non Exempt When this manual refers to a position activity assignment as being exempt or non exempt it is referring to overtime eligibility If overtime can be reported for an assignment it is non exempt from reporting overtime If the position is not eligible for reporting overtime hours it is exempt from reporting overtime Form This term is interchangeable with Screen Within the system you will often see the term Form rather than screen Location Defines the location where the employee works It is the location where time reporting occurs For the majority of staff the process level and the loca
3. to enter time daily at the end of each week or at the end of the pay period 6 At the end of the pay period the timekeeper verifies that all of the attendance for each attendance type has been posted PACS User s Manual Revised July 2012 1 3 3 1 2 Payroll Attendance Collection System 7 Once all of the employees have been posted and verified for completeness and accuracy the attendance must be released so the payroll can be processed The principal director or his her designee releases each type of attendance 8 The Employee and Retiree Service Center will close the current pay period and make the attendance records available for Payroll Processing Shortly after this the next pay period will be available for posting 9 At the end of the pay cycle timekeepers will receive the PACS Attendance Approval Report The principal director is responsible for reviewing and signing the approval report for accuracy These documents will enable you to answer questions employees may have concerning their pay If any errors are found voucher corrections can be submitted to the Employee and Retiree Service Center Outlook Payroll Timekeeper Conference Folder Outlook messages are sent to the staff who posted the prior pay periods attendance with important information on the same day that PACS attendance is opened for posting In addition the same message is posted to the following Outlook Conferences Payroll Timekeeper Administ
4. 1 1 Introduction to the Payroll Attendance Collection System This chapter identifies the Payroll Attendance Collection System PACS states the purpose of the system briefly summarizes each section of this manual and defines the documentation conventions used to present information throughout this manual About the System The Payroll Attendance Collection System PACS allows timekeepers to enter view and report on attendance for every employee PACS is a module of the Human Resource Information System HRIS an Infor Lawson application About the Manual Organization and Content of this Manual This manual presents step by step instructions for using the system and 1s divided into sections and appendices Within each section information is divided into chapters The first page in each chapter provides an overview to the material included in that chapter A typical chapter will completely explain one function or feature of PACS for example posting attendance for a specific attendance type Within each chapter there are as many individual topics forms and instructions as are necessary to completely explain the information in that chapter Typically the person using this manual has a specific function or task to complete As much as possible it is the intent of this manual to provide all of the necessary information and instructions needed in each chapter to complete a task reducing the need to go to various places in the manual ther
5. 1s posted in hours per day ECA 3 pay is reported in dollar amounts and is to be posted for the amount of pay earned for the biweek Workshops posted in dollars and Training posted in hours is by the workshop or course In general for each pay period the attendance collection process 1s as follows 1 At the beginning of the pay period pre printed timesheets will be delivered to each location for Supporting Service Professional Temporary Part Time with assigned locations and Long Term Substitute Teachers 2 Review notifications in the Payroll Timekeeper Conference and or the Timekeeper Information website These are described later in this section 3 During the pay period time is worked and absences tracked through various means leave slips authorizations timesheets and sign in logs 4 New hires and other employee changes that are entered in HRIS will be available immediately on the attendance forms Employees in each attendance type should be reviewed at the beginning of each pay period If there are employees or assignments missing or appear to be incorrect contact the Office of Human Resources and Development OHRD Allow time for the assignment employee to be corrected in the system DO NOT POST time to the wrong assignment as this could lead to incorrect pay for the employee 5 The daily online attendance reporting system will give you the flexibility of posting time throughout the pay period therefore you may choose
6. TENDANCE COLLECTION SYSTEM ACCESS REQUEST to the Office of the Chief Technology Officer OCTO Room 142 This can be found on the Montgomery County Public Schools website using the following web address http www montgomeryschoolsmd org departments s pdf 280 63 pdf Once you have completed the form and it has been approved you will be notified via email If you have questions about completing the form contact the Help Desk at 301 517 5800 PACS User s Manual revised July 2012 1 1 2 1 2 Payroll Attendance Collection System This chapter describes the attendance collection process and the general procedures for its use The timekeeper message conference steps required to access the system and form features are explained Overview PACS is an application designed to allow users the capability to e Select and post current pay period s attendance for all attendance types e View at a glance the posting status for all attendance types e Post online prior pay period corrections for the Temporary Part Time Summer Employment and Extracurricular Activities 1 EC1 payrolls e View past attendance e Receive pre printed timesheets for Supporting Services Professional Long Term Substitute Teachers and Temporary Part Time Employees e Produce various attendance reports such as the approval reports Payroll Attendance Collection Process All time that is reported in hours with the exception of Training Tier 1 attendance
7. User s Manual which can be viewed by clicking on the Help and selecting Portal User Help amp About Hotkeys _ Portal User Help Refer to the remaining sections for procedures and instructions for each form in the PACS system PACS User s Manual Revised July 2012 1 3 10 1 5 Glossary This chapter highlights some of the terms that you will need to know for PACS AWOP Absence Without Pay Company Company is the highest level in the organizational structure Because the Lawson application is a purchased commercial off the shelf COTS product MCPS is referred to as a company The company value for all active permanent and temporary employees is 100 Cross foot Cross footing refers to the rule that the number of hours worked plus leave used plus AWOP must equal the number of hours scheduled Department Not used in PACS but you may see it on some screens and reports An organizational level defined within a process level All schools and non school business offices have associated departments that may further define the organizational structure This field is always five characters and is either alpha or numeric School departments are alpha representations of a function grade level or subject taught Examples are ADMIN Office of the Principal TGRD4 Teachers Grade 4 BUILD Building Services staff TGUID Guidance SECUR Security staff XAUTM Spec Ed Autism TENGL Teachers English TMATH Teachers
8. efore within each section some information is repeated or similar in each chapter Documentation Conventions The following documentation conventions apply throughout this manual SNote These notes are intended to call attention to important clarifying or additional information Instructions Throughout this manual you will see instructions organized as shown in the following example Step 5 Select employee and assignment PACS User s Manual revised July 2012 1 1 1 1 1 Introduction to the Payroll Attendance Collection System The column on the left is a label or identifier that draws your attention to a specific type of instruction such as the next step the icon that needs to be used or the name of the field that needs to be entered The column on the right is the explanation or instruction regarding the first column Step 5 is the name of the next step in the sequence of instructions and the text ton the right explains that the step will be instructions to select an employee and a specific assignment Click on the Inquire icon Action and the icon that is shown indicate an action icon or button to press or drop down to select from that needs to be taken The instruction on the right tells the reader to click on the Inquire icon at this time Obtaining Security Access to HRIS PACS Before you can use PACS you need to request access to the HRIS system Complete and forward the form MCPS 280 63 titled PAYROLL AT
9. er the C or D line function codes Mon Tue Available Methods I Inquire N Next P Previous C Change PageDown PageUp E NoPrefill L Clear all Click on the Close button to turn off the Form Help PACS User s Manual Revised July 2012 1 3 6 1 3 Login Procedures This chapter provides the procedures to follow to gain access to PACS and gives step by step instructions to log into PACS Step 1 Access the Application You must log into the system via the Lawson Login form to access PACS You can easily access the login form from the timekeeper web site http www montgomeryschoolsmd org departments ersc employees timekeepers Once you have access the timekeeper website you should see the following at the top of the page It provides the link and the instructions to create your own shortcut Click on the link or shortcut and then proceed to Step 2 Timekeepers Access log into HRIS PACS Create a shortcut to HRIS PACS on your desktop Right click on the above link and select copy shortcut Then navigate to your desktop right click and select paste shortcut LAWS N User name Password Login Copyright 2008 Lawson Sotware All rights reserved Portal 9 0 0 6 175 Technology 9 0 0 6 175 Step 2 Enter your credentials Enter your network user id Enter your network password The password is case sensitive Action Click Login Login Errors in login If
10. ery Cnty Public Schools Location 02158 4 Ronald A McNair Elementary Pay Period End Date 03 28 2008 f4 Start 03 15 08 End 03 28 08 FC Attendance Type Status Fc Attendance Type Status Professional Employees ECA 1 Activities Supporting Services Released Outdoor Education Temporary Part Time ECA 3 Activities Long Term Sub Teachers Professional Workshops Short Term Sub Teachers Posting Tier 1 Training Class Coverage Summer Employment Posting Attendance Release This form is used to select attendance for posting to the current pay period as well as to select attendance for inquiring against prior pay period attendance PACS will allow posting or inquiry only based on the status of the pay period Step by step instructions are included in the chapters for each attendance type PACS User s Manual Revised July 2012 13 5 1 2 Payroll Attendance Collection System Online Help Online help is available for the form and each field on the form Field Help To inquire on help for a specific field click on the Help icon J and select Field Help A Field Help box will display next to the field that the cursor is on and provide information about that field eal or coe laweicom coer A PV WS OT IE wat ON CC OFT About Montgomery Cnty Public Schools Hotkeys j Fortal User Help Ronald A McNair Elementary Fortal Admin Help Start 03 15 08 End 03 28 08 Form Help Field Help Form Wizard FC Attendance Type Status
11. nction or task being done Time Entry and Release Forms The posting process is accomplished on these forms Data entry forms provide fill in the blank templates that you will use to view add or update information in the PACS database Once the attendance entry is complete the data is released from special summary forms ECA 3 and Workshops are released on the time entry forms Time entry and release forms are displayed and discussed in the posting sections of this manual History Inquiry Forms History forms display past attendance They are similar in appearance to the time entry forms but are view only and require no input History forms are discussed in the Attendance History section of this manual MMg60 1 Payroll Attendance Selection Form MM60 is the PACS Attendance menu You must go through this form to access the lower level time entry release forms It establishes the pay period and location and shows the posting status of each attendance type The possible statuses that display for each attendance type are e Posting The detail time entry form for the attendance type has been accessed and attendance has been posted e Released The attendance type has been released for the pay period e Final Attendance posting is closed to timekeepers Attendance is available for inquiry with the exception of the pay period has just closed and the payroll is being done e Blank No attendance has been posted DET Om Company iy Montgom
12. nt Refresh Pi P d l Home Home SUBSCRIPTIONS LAYOUT Distribution History Rpts Main Content E A Employee Summary Jobs and Reports a W Employee Work Schedule O A2 Inbasket Administration O amp Jobs amp Report Management KA W Jobs and Reports m GB SAOTSTHR WE Security Admin F EB smr Emp Participation Rps D W System Links WE Timekeeper Menu i Employee Work Schedule 6 System Links You should see the text Timekeeper Menu located in the Subscriptions column Click on the text and drag it to the Navigation column Click Save then click Reload Portal from the toolbar to have the menu appear Note If you do not see the Timekeeper Menu under the Subscriptions You may have a bookmark named similarly such as Payroll Attendance or Timekeeper Trans If you do not see it or need further assistance please notify the Help Desk Automatic Advance and 6 Digit Date tip You may want to set the ability to automatically advance to the next field after completing an entry field and when entering a 6 digit date To do that Step 1 Click on the preferences icon Step 2 Click on User Options Step 3 Check both Use Data Entry Field Advance and Advance on 6 digit date entry Step 5 Click on Apply and then OK PACS User s Manual Revised July 2012 1 3 9 1 4 Web Preferences Setup For descriptions of other options on this form refer to the Lawson
13. rative Secretaries Financial Specialist Business Administrators Accessing the Outlook Payroll Timekeeper Conference 1 Open logon to Outlook 2 Click on the next to Public Folder located under your Folders list and locate the folder named All Public Folders Click on the next to All Public Folders and locate the Conferences folder Click on the next to Conferences and locate the Departments folder Click on the next to Departments and locate the Payroll Timekeepers folder Double click the Payroll Timekeeper folder to open and view any messages that have been posted regarding PACS attendance system availability etc oe In addition to the conference folder please review the Timekeeper Information web page for special information bulletins timekeeper manuals and for up to date information such as holidays special reporting guidelines pay schedules etc The web page can be easily accessed from the navigation bar formation System Payroll Atte gt F inquire Com Timekeeper Information Loci ECA SSE Inquiry MM7 6 Pay Period End FC Attendance Type Professional Employees or by using the following link http www montgomeryschoolsmd org departments ersc employees timekeepers PACS User s Manual Revised July 2012 1 3 4 1 2 Payroll Attendance Collection System Types of Form Displays There are several types of forms that you will be using in PACS that are based on the fu
14. schools offices departments divisions units and programs Every Lawson process level is coded as a five digit number and has a number and a name associated with it PACS User s Manual Revised July 2012 1 3 12 1 5 Glossary Schools Digit 1 Digit 2 Digits 3 5 Examples 0 always l special 2 elementary 3 middle 4 high school number 04125 Quince Orchard High School 03105 Ridgeview Middle School 02570 Diamond Elementary School 01916 Rock Terrace School Non School business offices The process level numbers for non school business offices were changed in April of 2008 to be synchronized with the Financial Management System FMS department numbers assigned to all business units that have budgeted positions A list of these process levels has been provided to you in your training documents folder Standard workweek Applies to professional supporting services and long term substitute assignments A standard workweek for purposes of this system are considered to be 1 10 of the assignment s biweekly scheduled hours each day Monday through Friday Timekeeper Any person designated in a location to post view and update the attendance records Transfer Employee reassignment from one location to another PACS User s Manual Revised July 2012 1 3 13
15. the boxes change to yellow the user name and or password has been entered incorrectly or you do not have access to HRIS and need to complete a security access Refer to Obtaining Security Access to HRIS PACS PACS User s Manual Revised July 2012 1 3 7 1 3 Login Procedures User name testuser Password Successful connection you are now logged into the system and the Welcome form will display if the credentials are successfully entered PACS Menu There is more than one way to display the PACS Menu Option Enter Pacs Menu or PACS Menu or MM60 in the Search box and press enter Option 2 Click on PACS Menu on the Navigation Bar Welcome Sheila to PARIS logout mceso Human Resources Information System AT Option 1 m My SI Inbasket Option 2 Timekeeper Menu PACS Menu Mhen Timekeeper Information d 7 ECA SSE Inquiry MM 6 e Hia in Note If you do not have the Timekeeper Menu displayed on the navigation bar refer to Web Preferences Setup discussed in this section PACS User s Manual Revised July 2012 1 3 8 1 4 Web Preferences Setup Subscribing to the timekeeper bookmark If the blue navigation area located on the left hand side of your form is blank or does not show the timekeeper menu you need to subscribe to the timekeeper bookmark Click on the preferences icon which is located in the upper right hand corner of the form Step 2 Click on Conte
16. tion are the same however a head start teacher s process level could be a central office process level budgeted location and the location would be the school where the teacher is working An employee can have multiple locations one for each position or activity PACS Payroll Attendance Collection System Pay Code Pay codes designate a type of absence or work Timekeepers need to enter the pay code and the corresponding hours in the appropriate day s of the week Refer to the Pay Code Guidelines or to the Pay Code List in the appendix for a listing and definition of the available Pay Codes On some reports you will see a number in front of the pay code This is the internal pay code number that the ERSC Payroll uses Position Code Defines an assignment within a company Positions are defined to exist within a process level Each position should have an authorized number of full time equivalents FTEs associated with it so that there is position control within the system The position code is an 1 1 digit number structured as Digits 1 5 Process Level Digits 6 9 Job Code Digits 10 11 Sequence number to uniquely identify the funding source of a position 00 09 Regular salary account 10 99 Grant funded salary account CP Capital Projects Process Level This is a user defined organizational level within a company Within MCPS we define process levels as those work locations to which positions are budgeted e g
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