SFE 2.3 Administrator User Guide
Contents
1. Employee Search Create an Absence for an Employee by pressing Name Lookup OR entering ID User ID Name Lookup Employee Name Lookup Enter Name or partial name then press Search LastName Begins with Contains First Name Begins with Contains Records Per Page 50 v Search 3 The employee s primary location is shown To select a different location use the drop down menu Announcements Search Criteria Language Rl Records Per Page New Announcement Location v Language o o PN Announcement Y Return To List Announcement List One item found 1 O Location AllLocatyns English Welcome to the New and Improved SmartFi Create Absence Absence Information To complete this absence press Continue and proceed until a job number is assigned Employee 410 Jack Mike Location ZZ TestLocation 999999 Classification Arts Reason 777 sick Budget Code Is a Substitute required yes No Start End Dates 08 01 2012 08 01 2012 MM DD YYYY MM DDIYYYY REPORTING MULTIPLE DAYS If the days are non consecutive remember to uncheck the day s from the weekly schedule If every day of the absence does not start and end at the same time remember to change the times on the weekly schedule Absence Substitute Start Time End Time Start Time End Time Weekly Schedule hh immam hh mmam hh immam2. hh mm am Monday 07 30AM 04 00PM 07 30AM 04 00PM 07 30AM 04 00PM 07 30AM 04 00PM 07 30AM 04 00PM 07 30AM 04 00PM 07 30AM 04 00PM 07 30AM 04 00PM 07 30AM 04 00PM 0730AM 04 00PM Tuesday Wednesday Thursday Vv Vv Vv Vv Friday Substitute Specify a Substitute ID Name Lookup PRE ARRANGED If the specified substitute has accepted this assignment and does not need to be contacted press YES E Has the substitute accepted this job Yes No Substitute Instructions ia Maximum Characters 1000 File Attachments l Browse Maximum file size 512K Administrator Comments Continue Reset June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 5 SmartFindExpress 2 3 June 2013 Select a reason for the absence If the reason for the absence requires absence approval an Approval Comment box is displayed Add any special notes on the absence request Enter a budget code if one is required for the reason Change the default value of Yes to No if a substitute is not required for the absence Enter the dates for the absence if different from today s date The employee s weekly schedule is displayed Make any modifications to the schedule times and or days Uncheck days that do not apply to the absence Multiple day jobs can have different start and en
3. 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 20 SmartFindExpress 2 3 Administrator User Guide List of Customizable Reports 2 Click the link of the report you want to Today s Jobs create gt Today s Available Substitutes Active substitutes ScheduleUnayailability 3 The report s setup page is displayed Job Inquiry Employee Detail Employee Reason Balances Employee List Employee Labels 4 Select the search criteria to be used for the report and select the information to display on the report from the Display Fields Substitute Detail section of the setup page Substitute List Substitute Statistics 5 After entering the report parameters click Substitute Labels View Report to view the report or one of Absence Aparoval Days Absent yvorked the Save options Save Report Save amp View or Save amp Schedule Saved reports display in the My Saved Reports folder 6 To access your saved reports click the My Saved Reports option from the Reports menu The Saved Report List is displayed e View Report Displays the contents of the report and the export formats e Edit Report Displays the report setup page Edit the report parameters and rerun the report Make any changes to the existing search criteria fields and to the display field selections Saved Report List e Schedule Report Displays the Schedule Report page Reports can be sched
4. 24 2010 09 24 2010 MM DDIYYYY MM DDIYYYY Start End Unpaid Break 07 30 AM 03 30PM Bo minutes HH MM AM HH MM AM REPORTING MULTIPLE DAYS If the days are non consecutive or if every day of the vacancy does not start and end at the same time press Modify Times Modify Times Substitute Specify a Substitute ID Name Lookup PRE ARRANGED If the specified substitute has accepted this assignment and does not need to be contacted press YES Has the substitute accepted this job yes No Substitute Instructions File Attachments al af Maximum Characters 1000 Browse Maximum file size 2048K Administrator Continue Reset Comments a June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute SmartFindExpress 2 3 5 The Reason pull down menu displays absence vacancy reason 6 A Budget Code field may display only if the reason for the vacancy requires a budget code If the reason has been set up to collect a budget code you must enter a budget code to create the job 7 The default for entry of a vacancy is today s date To edit the dates click the Calendar icon to display the calendar or type in the new dates in the specified format 8 The Substitute Times defaults to the location times To edit the times all four digits of the time must be ente
5. Begins with Contains search results select the profile to Access ID view update se __ Call Back Records Per Page 50 F Employee Profile 1 To access information on multiple employees at one time click the Employee menu option The Employee Profile Inquiry screen is displayed Enter the search criteria for the profiles and click Search A Status all Active Inactive Registered an Yes No Itinerant ay yes No Calendar ka l 2 From the search results profile information can be viewed and modified Employee oasi o information can be exported and employee S reports can be created ain fo DLO SortListby Name wv Then by Access ID w Records Per Page 50 Create Report Export More Search Options Employee List 642 items found displaying 1 to 50 FIRST PREVIOUS 4 2 3 4 5 6 7 amp NEXT LAST Names AccessID lt Status Prim Locations SS Prim Classification Art Acosta Kari 1183 Active Washington Elementary Adams Jamie 1299 Active Heritage Elementary other Kindergarten Bilingual Spanish Adcock Debra 2051 Active Woodburn District Office Program Secretary June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 16 SmartFindExpress 2 3 Administrator User Guide 3 To create employee reports click Create Report to display the Employee Report Detail
6. Characters 1000 File Attachments Browse Maximum file size 2048K Comments al E Substitute Instructions Administrator Uncheck days that do not apply to the vacancy Create Job Create Vacancy Modify Times From 3 09 23 2010 09 23 2010 Substitute Start Time End Time Weekly Schedule hh mm am Monday W 07 30AM 3 30 PM Tuesday 07 30AM 3 30 PM Wednesday M 3 30 PM 4 a S S 5 s gt S slelleie D 3 m 2 Thursday W 3 30 PM 03 30 PM Friday fw Continue Substitute Name Lookup Enter Name or partial name then press Search First Name Begins with Records Fer Page 50 Contains Contains eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 8 SmartFindExpress 2 3 Administrator User Guide 12 13 14 15 16 17 18 Click Yes to indicate that the substitute is known and has verbally accepted the job from the person reporting the vacancy The substitute is then responsible for accessing the system verifying that the vacancy was assigned to them and obtaining the job number Click No if the substitute has not accepted this assignment Add any instructions you want to provide to the substitute These instructions will also be voiced to a substitute over the telephone Attach any files that you want to provide to the substitute or
7. Jury Duty 5 Budget Code None Voice Instructions None Text Instructions None File Attachments None Dates 09 24 2010 09 24 2010 Weekly Schedule Times 08 00 AM 03 30 PM Job Creation Successful All Locations Sunnyland Elementary Friday Specified Substitute Assigned Substitute New Vacancy Retain Job Data June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 9 SmartFindExpress 2 3 Administrator User Guide Daily Job Counts 1 Click the Daily Job Counts Menu to display the number of jobs per day for a selected reason and location 2 Select the Month and Year for the search Dates can be any date in the past or up to one year in the future 3 Select the reason from the list of available reasons If a reason is not selected the system displays a job count for all reasons 4 Select a location from the list of authorized locations location groups 5 Search results display in Calendar format for the current month and year Use the Next and Previous buttons to scroll to other months Job Inquiry Reports 1 Click the Job Inquiry Reports Menu Refer to Table A for descriptions of Job Status and Sub Status conditions that can apply to a job 2 To search for job information for a specific job enter the job number 3 To search on job information for a group of jobs select the search criteria Click the More Search Options button to di
8. Report Detail page Select the report options for me the Detail report and click View Report to I Primary Soris on a new page display the report I Secondary sort prints on a new page Absences From To LOC PCBO 4 To create an Employee List report for all iii ai M Name I Address I Priority Lists employees appea ring in the sea rch results C AccessID 7 Basicinformation 7 Reason Balances click View Report in the Employee List em D Dates section of the report page I External ID 5 To create an Employee Labels report for all employees appearing in the search results select the label size from the Label Type drop down and click View Report Employee List Report Title O Primary Sort is on a New Page Employee Label Label Type Avery 5162 1 33 X4 2 up 6 To export employee data click Export to display the Employee Export screen Click the Export button next to the data to be exported The exported file is automatically created as a text file in Notepad si TE Fixed Length Format Employee Information Delimited Format Delimiter E Profile Basic Information Lesildam Employee Work Schedule Export Frofile Dates xport Substitute Profile 1 To access information on multiple substitutes at one time click the Substitute menu option The Substitute Profile Inquiry screen is displayed Enter the search criteria Search Criteria for the profiles and click Searc
9. by Filling Method I Totals by Budget Codes I Totals by Job Status View Report Return To List Job Inquiry Export Format Fixed Length Type Normal Extended Delimited Delimiter 1 Run Now Return To List Fixed Length format applies to SEMS 3 0 formats Delimited refers to SmartFindExpress formats June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 12 SmartFindExpress 2 3 Administrator User Guide Job List 14 To view modify job details from the Job bad panke Bodies dieke es EA Status Job Start Sub Start Classification Class Pay Rate Voice List click on the job number of the j b Sub End acne reli panes want to review Sub Time Worked Budget Code File Joan Allen Sunnyland Elementary 09 13 2010 10 47 AM STOTT 10 08 00 AM 10 11 2010 08 00AM Grade 4 No a Pre Arranged 12 17 2010 03 30PM 12 17 2010 03 30PM FMLA No 15 The Job Details page is displayed From the 07 20 4001411121250000 No Job Details page you can vie w mod ify job 24402 Beam Althea Open French Prairie Middle School other 09 30 2010 3 55PM No ie iab il on Open 10 15 2010 07 45AM 10 15 2010 07 45AM Grade 6 Math No detai S create Jo detail re ports view Jo Open 10 5 2010 03 45PM 10 15 2010 03 45PM Non Contract No 08 00 1001121121342050 No filling details and stop start callout on a job The job s status determines the actions that can be pe
10. found 1 request status A Select box appears next to Click the Level link to display the requests that you can the history page for the np approve deny Click the specific absence approval 2 POE ay ARA onmalenr Select box and then click request View the history the absence approval request enter either the Approve or Deny approve deny the request comments in the Comments box and click button add comments Add Absence Approval History Job Number 24416 Submitted Acosta Kari 10 01 2010 Pending Emp Email Acosta Kari 10 01 2010 Pending Return approve Deny Comments No items found Add a new comment G Maximum Characters 256 Absence Approval Search From To Location 8 To search for existing or future absence Status M Pending T Approved IT Denied M Cancelled approval requests enter the date range for peor En the search select the location from the drop down and select the status condition s for the search June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 19 SmartFindExpress 2 3 Administrator User Guide 9 The Absence Approval List displays Absence Approval List summary information on the absence Select Job Employee name StartDate gt endDate Reason gs 24427 Anglin Eric 10 11 2010 07 30 AM 10 11 2010 03 30 PM Professional Development De req
11. job or Cancel to return to the Job Create form eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 6 SmartFindExpress 2 3 Administrator User Guide 16 If the absence was created for a reason that requires approval a note would display on the Create form and the job would be created with the status of Approval Pending Open 17 The Create Absence Verification page displays the job number for the absence Job Creation Successful Create Absence Verification 6 _ Job Number Job Status Employee Location Classification Reason Budget Code Voice Instructions Text Instructions File Attachments Dates Weekly Schedule Specified Substitute Assigned Substitute Same Employee Open Open Phillips Ned 27 Test Location 22 Test Classification Tif sick TIT None None None o9 05 2012 09 05 2012 Employee Wednesday 07 30 AM 04 00 PM Create Vacancy Same Date Reason Substitute 07 30 AM 04 00 PM 1 Click on Create Vacancy from the Administrator menu 2 Calendar is a pull down menu of all the calendars that can apply to this vacancy The All Locations calendar is the default The calendar dictates the workdays holidays and No Substitute Required days that will apply to this vacancy 3 Location is a pull down menu of all the locations for which this vacancy can apply The locations that you a
12. location Automatic Typically used when a location has permanent substitutes who should be assigned Assignment before any other substitutes are called This list can be added or removed from the search rule setup If a substitute on the list for that location is available the system assigns that substitute to the job and notifies the absence creator that the job has been assigned from the Automatic Assignment list Preferred This list identifies substitutes who are preferred for an employee location or List location group Preferred lists can have a specific classification or have no classification Search rules determine the order in which the Preferred lists are used Typically priority lists that are classification specific are checked first to attempt to match classification specific lists with the classification of the job Custom Custom lists can be used to identify substitutes for specific circumstances Custom lists are created by the operator and inserted into the search rules Each custom list has a name that is shown in the pull down list of list types June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 14 SmartFindExpress 2 3 Administrator User Guide If the list type selected is Active Do Not i il Search Criteria or Inactive Do Not Use a Reason field will Listtwe F ll Reason i appear next to the List Type field Select the reason for the substitute be
13. specified substitute Records Per Page 50 Name Substitute in Access ID Create Report f Return To Job Job Filling Details List Date Time Substitute Step Order t Disposition Description 09132010 10 47 21 0 AM Joan Allen T 5056 Fre Arranged Last time called Text Instructions PA Maximum Characters 1000 Administrator Comments a Y File Attachments None Add a File Browse Maximum file size 2048K Start Callout Reported Date 09 24 2010 04 54PM Last Modified On A Reported By Frank Claire Last Modified By Displays only if the job has a status of Stopped Unfilled or NSR during a callout period Stop Callout Displays only if the job has a status of Open and is currently in callout June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 13 SmartFindExpress 2 3 Administrator User Guide Location Balances Location v 1 Click on Location Balances from the Administrator menu Type Substitute Allocation Units In House Filling To 09 25 2010 MM DDIYYYY From 2 To display a location s remaining SAUs or In Pate Range 09 25 2010 House Filling Capacity balance choose the Em location from the Location drop down menu select the type of balance to be displayed specify the date range and click Search Substitute Allocations Units are the number of The In Hou
14. 30 PM 07 30 Beam Althea 10 15 2010 07 45 AM 10 15 2010 03 45 PM 08 00 Joan Allen 10 11 2010 08 00 AM 12 17 2010 03 30 PM Open 10 15 2010 07 45 AM 10 15 2010 03 45 PM Sunnyland Elementary Grade 4 FMLA 1001111121250000 French Prairie Middle School other Grade 6 Math Non Contract 1001121121342050 09 13 2010 10 47 AM 09 30 2010 3 55 PM No No No No No No eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 11 SmartFindExpress 2 3 9 Select the report details and the options for displaying totals on the report With this level of control you can create many different types of job reports 10 Click View Report to display the Job Report 2 Status Classification ClassPR Job Start Job End Job HH Employee Access ID External ID Location Sub PR Sub Start Sub End Sub HF Substitute Access ID External ID Reason Level Reported By Reported Date Job Un Verified By Verified On 63 Active Pre Arranged Grade 4 10 11 2010 08 00 AM 12 17 2010 03 20 PM 07 30 Anderson Karen 13 13 Sunnyland Elementary 10 11 2010 08 00 AM 12 17 2010 03 30 PM Joan Allen 10102 FLA 1 E Anderson Karen 0132010 1047 AM 192 0 15 Open Open Agriculture Biology 10 11 2010 08 00 AM 10 11 2010 04 20 PM 08 30 Acosta Kari 1183 1183 Washinaton Elementary 10 11 2010 08 00 AM 10 11 2010 04 20 PM 10 To export job data for all jobs on the Job List click Export on the Job Inquiry page after the job se
15. 7 To export substitute data click Export to display the Substitute Export screen Click the Export button next to the data to be exported The exported file is automatically created as a text file in Notepad Substitute Export Return To Inquiry Fixed Length Format Substitute Information Delimited Format Delimiter Profile Basic Information Substitute Daily Availability Profile Dates June 2013 Administrator User Guide Detail Report Report Title I Each Substitute is on a new page Profile M Name I Address I Balances Last Call I order I BasicInformation 7 Daily Availability D AccessID TO Certifications I Unavailable Dates TC PIN D Classifications I Priority Lists Dates I Do Not Use Reason Totals l Locations I Comments I External iD History From To LL B MMDD YYY MMDD YYY I Phone amp Web Job Actions I Do Not Call Settings I Phone amp Web Statistics I Unavailable Dates Changes I Cancellation Calls to Substitute D Assignments I Daily Availability Changes I Do Not Use Lists View Report Substitute List I Daily Availability I Unavailable Dates View Report Substitute Labels Drept Avery 5162 1 33 X 4 2 up View Report Substitute Statistics Date From To 10 12 2010 10 12 2010 MM DDIYYYY MM DDNYYY eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 18 SmartFindExpress 2 3 Administrator Us
16. MDD YYY Sort List by Substitute Name Then by Records Per Page 50 r Create Report New Location Washington Elementary Special Ed 4334 Location Washington Elementary 1 1 4334 10 To change an Active DNU entry to Inactive 11 To send a notification letter to a substitute check the Make Inactive box for the entry to inform them of their entry on an Active and then click the Make Inactive button at Do Not Use list click the Print Letter box the button of the screen next to the entry and click the Print button at the bottom of the screen A notification letter can be generated for every Active DNU entry June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 15 SmartFindExpress 2 3 Administrator User Guide Profile Inquiry Reports Search for employee and substitute profiles create reports and export profile information 1 Click on Profile Inquiry Reports from the rr Administrator menu Profile searches can sisig General be perform ed for a single profile or for Absence Approval Employes multiple employee and substitute profiles ome to the New and Improy Substitute General Profile 1 To search for a specific profile click the General menu option The Profile Inquiry screen is displayed Enter the search criteria eee i Last Name Begins with Contains for the profile and click Sea rch From the First Name O
17. SmartFindExpress Administrator User Guide Version 2 3 June 2013 STATEMENT OF CONFIDENTIALITY This information has been prepared for the express purpose of providing your organization with information about the functions and use of the eSchool Solutions SmartFindExpress system This material contains proprietary product information and may not be reproduced used by or disclosed to persons not in the employ of the recipient without the prior written consent of eSchool Solutions Company Confidential Do Not Distribute Do Not Post on Unsecured Web Sites such as your district web site Copyright 2002 2013 by eSchool Solutions Inc Confidential SmartFindExpress 2 3 Administrator User Guide NOTE Refer to the System Administrator User Guide for more detailed information on all of the Administrator features in the system Logging into SmartFindExpress 1 Open your Internet browser and access the SmartFindExpress site The system Welcome message and any district wide announcements are displayed 2 Two identifiers are required to log in to the system User ID and Password Click Submit to access the system 3 If you have forgotten your password click the Trouble signing in link 4 Follow the instructions on the screen and then click Submit Your password will be sent to the email address on your profile 5 Upon successful login your home page is displayed From your home page you can manage your person
18. administrator Up to three attachments can be added Click Continue for the next page If any errors are detected on the form you will have the opportunity to make corrections On the Create Vacancy Confirmation page verify that the absence information is correct and then click Create Vacancy to create the job and receive a job number To modify vacancy information click Cancel to return to the Create Vacancy form The Create Vacancy Verification page displays the job number for the vacancy Click Create Vacancy to display the Create Vacancy Verification screen A job number is created for the vacancy PRE ARRANGED Has the substitute accepted this job Substitute Specify a Substitute ID i Name Lookup Substitute Instructions File Attachments Browse Maximum file size 2048K Administrator Comments Continue Reset Create Job Create Vacancy Confirmation This vacancy will not be created until the Create Vacancy button is pressed Job Status Open Open Calendar All Locations Location Sunnyland Elementary Classification An 406 Reason Jury Duty 5 Budget Code None Voice Instructions None Text Instructions None File Attachments None Dates oO9 24 2010 09 24 2010 Weekly Schedule Times Friday 08 00 AM 03 30PM Specified Substitute Assigned Substitute Create Vacancy Create Job Job Number Job Status Calendar Location Classification Arn 406 Reason
19. al Days Absent VWVorked Profile Help Sign Out Select Role x Administrator al Employee Substitute Administrator Reports Announcements Create Absence Create Vacancy alez Today is Daily Job Count Job Ingquiry Reports Location Balances remail address Priority Lists General Employee Absence Approval Substitute Profile New Home Administrate Reports Report List My Saved Reports Today s Jobs Today s Available Substitutes Active Substitutes Schedule Unavailability June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 4 SmartFindExpress 2 3 Administrator User Guide Announcements 1 Click on Announcements from the Administrator menu 2 Click New to display the New Announcement form Select the announcement type location and language and type in the announcement text Carriage returns can be used when entering the text to start a new line HTML tags can be used to create bold underline and italics text 3 To modify an announcement click on the Location link from the Announcement List to display the Modify Announcement screen 4 Todelete an announcement click in the Delete box next to the announcement and then click the Delete button Create Absence 1 Click on Create Absence from the Administrator menu 2 Enter the employee s Access ID or click Name Lookup to search for the employee by name
20. al Do Not Distribute 10 SmartFindExpress 2 3 Administrator User Guide Table A Job Status and Subsidiary Status Descriptions Job Sats Jobs that occur today or in the future and are not filled Jobs that occur today or in the future and have a substitute assigned Jobs that occurred in the past A job is finished when the end time of the job is reached Subsidiary Status O assigned Job is not currently being offered to a substitute awaiting callout no substitute is No Sub Required NSR Substitute not assigned because the days were set up in the calendar as NSR days Filled A substitute has been assigned to the job Not Filled The system has reached the end of the search rule for the classification of the job and no substitute is assigned Web Substitute Search Substitute on the Web searched for available jobs and accepted this job NSR various NSR Filled In House Job filled using in house personnel instead of a substitute NSR Exceeded Substitute Allocation Substitute not assigned because the SAUs for the employee s location are met for the period of the absence NSR Minimum Job Days Substitute not assigned because the Minimum Job Days setting for the employee s classification the length of the job was not long enough to justify a substitute for this position NSR User Request Substitute not assigned because the employee indicated that a substitute is not required for the job NSR No Sub Allowe
21. al information and perform a variety of administrative tasks o eschool f SOLUTIONS SmatF indExpress Home Administrator Reports Welcome Brett Brown There are 3 pending requests for Absence Approvals Help District wide Announcements a eSchool 50 yi LON SmartFindExpress Enter User ID and Password SmartFindExpress system has a new phone humber to use for call in Please update your phone list SmarnFindExpress new number is 425 320 1337 cane Beginning October first employees whe call the BBB Password number will hear this number has been changed message and will be reminded of the new telephone number Trouble signing in e SmartFindExpress Mot Eny and Comrie SFE from the paimot j eESCNOOC 1 Enter User ID SOLUTIONS 2 Enter Security SmartFindExpress Code 3 Click Submit Please enter your User ID and the security code shown below Your password will be sent to the email address on your profile Sign Out User ID Cd For security please enter the code shown above SYSTEM CONFIG LOGIN IS 666666 You must first register with the system by calling 1 888 999 1111 Your UserID is your 5 Digit Employee ID number found on your pay stub For a full online tutorial click here Sadie Online Training Administrator Announcemen its THIS IS A MESSAGE FOR ALL ADMINISTRATORS To access online training anytime cli
22. arch has been performed Exported information can be used in other databases or applications 11 The Job Inquiry Export page is displayed 12 Select the export format and click Run Now 13 On the File Download page click Open to display the exported job information in Notepad or click Save to save the export document as a file iFile Download x i Do you want to open or save this file Name ExportobInfo201009241949 tet hwy Type Text Document 617 bytes From 172 16 9 225 coer J swe _ eat While files from the Internet can be useful some files can potentially harm your computer Ifyou do nottrustthe source do not open or save this file Administrator User Guide Job Report Report Title O Primary Sort is on a New Page Note Report Sections must be selected for the fields to print M Print Details M Location I Filling Method I Last Modify date by M Classification I Substitute Allocation Units M Reported date by M Reason I Job Time M Verified date by M DatesTimes Budget Code C Comments Substitute Employee M Name M Name M Access ID M Access ID M External ID M External ID M Time Worked MV Pay Rate Level I Class Pay Rate Print Totals for Primary Sort I Printa signature line I Totals by Reason I Totals by Filling Method I Totals by Budget Codes I Totals by Job Status Print Totals at the end of the report I Totals by Reason Totals
23. ce Substitute Start Time End Time Start Time End Time Weekly Schedule hh mm am hh mm am hh mm am hh mm am Monday 07 30AM 04 00 PM 07 30 AM 04 00 PM 07 30AM 04 00PM 07 30AM 04 00PM _ Tuesday 07 30 AM 04 00 PM 07 30 AM 04 00 PM 07 30 AM 04 00 PM 07 30 AM 04 00 PM Thursday v Wednesday mM 0730AM 04 00PM 0730AM 04 00PM v v Friday Substitute Specify a Substitute ID PRE ARRANGED If the specified substitute has accepted this assignment and does not need to be contacted press YES Has the substitute accepted this job Yes No H Substitute Instructions File Attachments Browse maximum Administrator Comments Click Yes if the substitute is known and has verbally accepted the job from the person reporting the absence The substitute is then responsible for accessing the system and verifying that the employee did prearrange them to their absence and obtain the job number Click No if the substitute has not accepted this assignment Calls will be placed to the substitute to offer the job Add any instructions for the substitute The instructions are also voiced to substitutes over the IVR Attach any files to the job Up to three attachments can be added Add any comments on the absence Click Continue to confirm the job On the Create Absence Confirmation page verify that the absence information is correct and then click Create Absence to create the
24. ck here Sadie Online Training Location Announcement for LOCATION 010001 THIS IS A TEST FOR LOCATION 010001 From your Home Page you can v Modify Profile Information v Get Help While You Work v Perform Administrative tasks v Create access and run reports June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 2 SmartFindExpress 2 3 Administrator User Guide Managing Profile Information The Profile feature lets you view profile information update your email address and change your passwords View Profile Information Your current status in the system and your address in the system are shown Contact your system administrator with any changes Update Your Email Address Type in your new email address and click Save The system automatically sends Job Creation and Job Cancellation emails if your district uses this feature For more information contact your System Operator Change Password Enter your current password and the new password You can enter up to 9 digits Click Save Note f your district is configured to use Web Passwords the Change Password feature will include an option to change the Web password Help Getting Help While You Work Click the Help tab to access Help guides and How to videos Profile Help Sign Out Information Update Email Change Password Email Update Email bsmith eschoolsolutions
25. com Email Change Password Change Phone Change Password Password PIN Phone Password PIN Current New 9 ___ Numeric up to 9 digits Confirm New Sign Out Exiting the System Click the Sign Out tab to exit the system June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 3 SmartFindExpress 2 3 Administrator User Guide Select Role Change User Role For multi role administrators the system lets you automatically switch between profiles to complete tasks No need to log out of the system and back in again Administrator Menu The Administrator menu enables you to perform a variety of tasks from creating announcements absences and vacancies to performing job and profile inquires obtaining daily job counts maintaining priority lists and working with absence approval requests Reports Menu The Reports menu enables you to quickly create a variety of job employee and substitute reports for your location s save report settings for re use schedule reports and instantly generate job and substitute reports for the current day for your location List of Customizable Reports Today s Jobs Today s Available Substitutes Active Substitutes Schedule Unavailability Job Inquiry Employee Detail Employee Reason Balances Employee List Employee Labels Substitute Detail Substitute List Substitute Statistics Substitute Labels Absence Approv
26. d Substitute not assigned because of the No Sub Allowed setting for the employee s classification Machine assigned to the substitute Automatic Assignment 5 After the search has been performed the list of jobs matching the search criteria is displayed IVR Substitute Search Substitute on the IVR searched for available jobs and accepted this job Search Criteria Enter Job sd OR Job Type all Absences Vacancies 6 To verify the accuracy of finished jobs on Job status Open amp Acive E the Jobs List use the Verify buttons if ee es _ oa ata ae g 10 10 2010 lt 10 22 2010 displayed Click Set All to Verify to place a a pao Sort Order os Kl Then by D YJ checkmark in the Verify field of each job Click Save Verified to update each record with a checkmark Records Per Page 50 v Create Report Export iM More Search Options Job List Set All to Verify Save Verified Job Substit BET ss Employee Name Location Reported Date Text June 2013 To create a report from the search results click Create Report The Job Report setup page is displayed Status Verity D0 sta Job End Job Duration to Sub Start Sub End Sub Time Worked Classification Reason Budget Code Class Pay Rate Sub Pay Rate Voice Comments File 24363 Active Pre Arranged 24402 Open Open Anderson Karen 10 11 2010 08 00 AM 42 17 2010 03
27. d times To change the times and or AM PM value select the field and use the up down arrows on your keyboard to make any changes To specify a substitute enter the Substitute ID or click Name Lookup to find the substitute name Create Job Create Absence Confirmation This absence will not be created until the Create Absence button is pressed Job Status Open Open Employee Acosta Kari Location Washington Elementary Classification Art Reason Professional Development 4 Approval Comment Attending the Training seminar BudgetCode 123456 Voice Instructions None Text Instructions None File Attachments None Dates oO9 24 2010 09 24 2010 Weekly Schedule Employee Substitute Friday 07 20 AM 03 20 PM 07 20 AM 03 20 PM Specified Substitute Tate Bill Assigned Substitute Create Absence 10 11 12 13 14 15 Administrator User Guide Create Absence Absence Information To complete this absence press Continue and proceed until a job number is assignet Employee 410 Jack Mike Location ZZ Test Location 999999 Classification Arts _ Reason 777 sick Budget Code Is a Substitute required Yes C No Start End Dates 08 01 2012 MM DD YYYY REPORTING MULTIPLE DAYS If the days are non consecutive remember to uncheck the day s from the weekly schedule If every day of the absence does not start and end at the same time remember to change the times on the weekly schedule Absen
28. er Guide Absence Approval Absence Approval may not be used in your district Home Administrator Reports 1 To approve deny pending absence approval requests click the Absence Approvals link in the notification message on your home page or select There are 1 pending requests for Absence Approvals lt lt Absence Approval from the Administrator menu Welcome Bill Sonet Today is October 1 2010 6 29 PM Please make sure to update your email address in your profile to receive important messages and recover your PIN Questions Call 407 123 1234 or Email me Rosanne Brown Location Announcement for All Locations Welcome to the New and Improved SmartFindExpress 2 0 2 The Absence Approval List displays all of the absence approval requests in the system that can be approved on your approval level or below Absence Approval 3 To approve or deny an absence request seam See S click the Select box for the absence request Location y Status Pending Approved I Denied D Cancelled and then click the Approve or Deny button Records PerPage 50 JEE Search moa Absence Approval List 4 To view the history on a request click the Level link to display the Absence Approval History log for the request The log shows the history of actions performed on the request for each level such as when the request was submitted emails sent and One item found One item
29. h A Registered Al Yes No Avail New Jobs ay Yes No Avail Long Term Al Yes No 2 From the search results profile information Cerfed Ai C Yes No ee Avail General Calling ay Yes No can be viewed and modified Employee ae Bs oe information can be exported and employee Available On a e reports can be created POR ee ee Note Available On will check Do Not Call Daily Availability Expiration dates Unavailability dates and Assignments SortListby Name L Tenby Accessi Records Per Page 50 ka Create Report Export More Search Options June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 17 SmartFindExpress 2 3 3 Tocreate substitute reports click Create Report to display the Substitute Report Detail page Select the report options for the Detail report and click View Report to display the report 4 Tocreate a Substitute List report for all substitutes appearing in the search results click View Report in the Substitute List section of the report page 5 Tocreate a Substitute Labels report for all substitutes appearing in the search results select the label size from the Label Type drop down and click View Report 6 Tocreate a Substitute Statistics report for all substitutes appearing in the search results enter the date range for the Statistics to be displayed and click View Report
30. he system displays a new Start Time 12 00 AM End Time 1759PM version of the report soak ss HH MM AM Classification Group v Sart By Substitute Name Sort Order Ascending Y Run Report June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 22
31. ing added to the list When the Subs at above alert threshold for Do Not Use reason option is enabled the Reason field will appear Select the Do Not Use Reason for the search The system will search for all substitutes currently at the alert threshold limit for the selected reason Other search fields are disabled The classification determines the list to which the substitute is assigned The locations in the pull down menu are the locations found in the administrator s profile Enter the Employee ID or click Name Lookup to search for the employee by name Enter the Substitute ID or click Name Lookup to search for the substitute by name Enter the date range for when the entry was added to a priority list Click Search to display the Priority List search results Priority List 321 items found displaying 1 to 50 FIRST PREVIOUS 1 2 3 4 5 6 7 NEXT LAST Make Print aian Sub Anderson Christopher 1897 03 06 2009 Active Do Not Use z Anderson Christopher 1897 0306 2009 Active Do Not Use Search Critena List Type Reason Priority Lists Search Criteria List Type r Preferred Classification Auto Assignment ad Active Do Not Use Inactive Do Not Use I When selecting a group include locations assigned to the group Employee Name Lookup Substitute Name Lookup From To Entry Date Location MM DD YYYY M
32. re authorized to view will appear in the list 4 Classification is a pull down menu of all the classifications for which this vacancy can apply Create Job Note The selected reason requires approval The system will submit the request for approval when you confirm this absence Create Absence Confirmation This absence will not be created until the Create Absence button is pressed Job Status Approval Pending Open Employee Karen Todd Location WASHINGTON ELEMENTARY SCHOOL Classification TEST CLASSIFICATION 101 Reason REASON ABSENCE 001 001 Voice Instructions None Text Instructions None File Attachments None Dates 07 26 2010 07 26 2010 Weekly Schedule Employee Monday 08 00AM 04 00PM 30 minutes Unpaid Break Substitute Specified Substitute TEST SUBSTITUTE 2300000 Assigned Substitute Create Absence Unpaid Break 08 00 AM 04 00 PM 30 minutes Clicking on the job number link displays the Job Inquiry page for the job number A vacancy is created when no employee exists to be absent and a substitute is needed Create Job Create Vacancy Vacancy Information To complete this vacancy press Continue and proceed until a job number is assigned Calendar Location Classification Reason Dates Substitute Times ZZ TEST LOCATION 999999 a ZZ Test Classification 999 id Sick Leave 1 p Start End 09
33. red in hh mm am or pm format 9 The amount of unpaid break time in minutes i e lunch for this Classification Unpaid Break minutes such as unpaid lunch breaks can be optionally configured for Classifications 10 Click Modify Times if the days are non consecutive or if each day of the vacancy has a different start end time The Create Vacancy Modify Times screen displays 11 To specify a substitute enter the substitute s ID If the ID is unknown click Name Lookup June 2013 Administrator User Guide Create Job Create Vacancy Vacancy Information To complete this vacancy press Continue and proceed until a job number is assigned Calendar Allocations H Location ZZ TEST LOCATION 999999 v Classification ZZ Test Classification 999 v Reason Sick Leave 1 4 Start End Dates 09 24 2010 09 24 2070 RE MM DDIYYYY MMOD YY Start End Unpaid Break Substitute Times 07 30 AM 03 30 PM 30 minutes HH MM AM HH MM AM REPORTING MULTIPLE DAYS If the days are non consecutive or if every day of the vacancy does not start and end at the same time press Modify Times Modify Times Substitute Specify a Substitute ID Name Lookup PRE ARRANGED If the specified substitute has accepted this assignment and does not need to be contacted press YES Has the substitute acceptedthisjob yes No Maximum
34. rformed on the Job Detail page Job Detail Job Detail Job Number 24384 Location Washington Elementary Status Open Open Classification Agriculture Biology Employee Acosta Kari Calendar All Locations AccessID 1183 Search Rule Teacher Search Rule meme terred Location Filling Details Return To List J Save Mated until Save is pressed Create Report Create Report Creates a job detail report for the specified job Changes are no C Yes No P Reason Personal 3 Budget Code Date From 09 29 2010 T 99 29 2010 E MM DD YYYY MM DD YY YY Weekly Schedule Absence Times Substitute Times Start Time End Time Start Time End Time hh mm am hhmm am hhimmam hh mm am Monday 7 08 00 AM 04 30 PM 03 00 AM 04 30 PM Tuesday 08 00AM 04 30 PM 08 00AM 0430PM Wednesday 08 00AM 04 30 PM 08 00 AM 04 30 PM Thursday 07 20 AM 03 20 PM 07 20 AM 03 20 PM Friday 7 0720AM 03 20PM oz20aM 0320PM Job Detail Assigned Substitute Modify the assigned substitute Name Substitute ID Job Filling Details Search Criteria Filling Details View the calling information for the job a Filling Details reports Access ID Accepted On Job Number 24363 gt ent ay Rate Display Calls M Substitute Pay Rat Display Disqualified Substitutes 7 Specified Substitute Modify the
35. se Filling capacity is the daily limit absences at a location that may be filled by a location is assigned for the number of substitutes during a specific time period When a absences to be filled by in house personnel location reaches the limit all additional absences before a substitute can be assigned are reported as No Substitute Required SAU Priority Lists Priority Lists Search Criteria ist Type Y Priority Lists give substitutes preference over other substitutes and determine the order in which jobs Ashold for Do Not Use reason 5 A Preferred are offered via the web call in or call out A Ciassitcation Auto Assignment A Location kacive Do Not Use substitute can be placed on a location location a ee A 2 e Employee group or employee s Preferred list Priority Lists can be modified and reports can be created From To Entry Date a zat 1 Select a list type for the search Refer to the ee Subsitne Name men ecords Per rage 50 following table for Priority List Search Create Report new descriptions Do Not Use The Do Not Use list identifies substitutes who should not be offered or assigned Active Inacti jobs at a given location or for a particular employee Active lists are used by the ve system for job processing Inactive lists are used strictly for historical tracking of Do Not Use entries for a substitute employee or
36. splay additional search fields 4 To display a list of all jobs in the database for today use the defaults values and click Search Criteria Month October L Year 2010 lt Prey Month Sepa Zeu Next Month gt Sun Mon Tue Wed Thu Fri Sat Job Inquiry Search Critena Enter Job OR Job Type all Absences Vacancies Job Status Open amp Active a Sub Status All F Search from 09 23 2010 Search to 09 23 2010 MM DDYYYY MM DDYYYY Sort Order Job Then by Records Per Page 50 ka Lreate Report More Search Options Search Criteria Enter Job OR Job Type Al Absences Vacancies Job Status Qpen amp Active if Sea rch Sub Status aooo Search from 09724 2010 Search to MM DDIYYYY MMDD YY Classification ad Classification Group 4 Location m Location Group od Reason ad Employee Access ID Substitute Access ID Budget Code I Jobs with Cancelled Assignments Reported Date FE I Jobs with same day Cancelled Assignments MMIDDIYYYY Assigned On FE Job with minimum days duration MM DD YYYY Sort Order o o Then by D A Records Per Page 50 w search create Report export June 2013 eSchool Solutions Proprietary Documentation Company confidenti
37. uests One item found 10 Click the Level link to review the history on the absence approval request Comments may still be added to the req uest Absence Approval History Job Number 24427 11 To create an Absence Approval Report click Submitted Davis Carol 1041 2010 Pending Emp Email Anglin Eric 10 11 2010 Pending Create Report Denied Solutions eSchool 10 13 2010 Denied 12 On the report detail page enter the search criteria choose the output format ii and select the fields to display on the Noitemsfound report Click View Report to display the i report Click Save Report to save the Y Maximum Characters 256 report to the My Saved Reports folder accessible from the Reports menu Click Save amp View to display and save the report Absence Approval Search Criteria Return To List Search From 08 23 2010 10 01 2010 FE MIDDAY YYY MIDDAY YYY Location Status 7 Pending m Approved Denied D Cancelled Output Format HTML Display Fields C SelectiDeselect All D Job DC Employee Name Date C Reason Status LP Level C Comments Name Absence Approval Save Report Description Customized report of absence approval requests View Report Return To List Reports 1 Click Report List to display the list of available reports in the system Today s Jobs Today s Available Substitutes Active Substitutes S chedule Unavailability June
38. uled to run immediately J Today s Jobs View Report EditReport Schedule Report J Employee List Descriptor CA CN Today s Jobs one time or on a recurring basis J Employee List View Report Edit Report 7 To generate an on demand report click the Delete Selected quick link for the report from the Reports menu e Today s Jobs displays all job information for the administrator s sil location s for a single day Report List e Today s Available Substitutes displays My Saved Reports availability information on all Today s Jobs substitutes for the current day Today s Available Substitutes e Active Substitutes displays schedule Active Substitutes Schedule Unavailability and unavailability dates times for all anneal active substitutes who can accept jobs for the administrator s location s June 2013 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 21 SmartFindExpress 2 3 Administrator User Guide 8 The report is automatically generated for your location 9 To export the report data click on an Report data can be exported as a export icon at the top of the report page PDF Excel Word or CSV file 10 To apply different filters to the report and re run the report click the Expand Filters link to display the search criteria fields for the report Collapse Filters 11 Enter the new search criteria and click Date q1a010 Run Report T
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