SmartFindExpress System Administrator User Guide

1 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 2002-2014 by eSchool Solutions Inc. Confidential SmartFindExpress System Administrator user Guide Version May 2014 SmartFindExpress System Administrator user Guide Table of Contents Release May 2014 eSchool Solutions Proprietary Documentation Company confidential/Do Not Distribute 2 Table of Contents Introduction.

2 7 System Overview .. 7 About this Guide .. 7 Conventions Used in this Guide .. 9 Getting Started .. 10 System Requirements .. 10 Signing In .. 10 Log-In Methods .. 10 11 Password/PIN 12 Language Selection .. 12 Privacy and Terms of Use Statements (ASP Service Customers only) .. 13 System Administrator Home Page .. 13 System Administrator Menu Bar .. 13 The Select Role Feature .. 14 Graphical Dashboard View .. 15 Administrator Home Page .. 17 Administrator Menu Bar .. 17 Announcements .. 18 Performing Search Queries .. 18 Displaying Locations .. 18 Drop-down List Search .. 19 Using Multiple-Character Navigation .. 19 Creating Reports .. 20 Support for Additional Languages .. 21 Selection Lists .. 21 Labels for Multiple Languages.

3 22 Administrator Menu .. 23 Announcements .. 24 Using the Announcements 24 Create Absence .. 27 Specifying a Substitute .. 30 The Job Override Function .. 31 Using the Create Absence Screens .. 32 Create Vacancy .. 40 SmartFindExpress System Administrator user Guide Table of Contents Release May 2014 eSchool Solutions Proprietary Documentation Company confidential/Do Not Distribute 3 Entering Vacancy Information .. 40 Daily Job Counts .. 45 Job Inquiry and Reports .. 46 Job Statuses .. 46 Using the Job Inquiry Screen .. 49 Location Balances .. 77 Using the Location Balances Screen .. 77 Priority Lists .. 79 Priority Lists Types .. 79 Using the Priority Lists Screen .. 81 Profile Inquiry and Reports .. 88 Profile Inquiry.

4 88 Administrator Inquiry and Reports .. 90 Employee Inquiry and Reports .. 91 Substitute Inquiry and Reports .. 96 Profile New .. 107 Completing the New Profile Form .. 109 Completing the Administrator Profile .. 114 Completing the Employee Profile .. 118 Completing the Substitute Profile .. 133 Absence Approval .. 152 Configuring System Parameters for Absence Approval .. 152 Configuring Reasons for Absence Approval .. 154 Configuring Administrators for Absence Approval .. 155 Absence Approval Requests Home Page Notification .. 156 Absence Approval Page .. 157 Absence Approval History Page .. 158 Creating Jobs without Absence Approval Rights .. 159 Absence Approval Emails .. 160 Absence Approval Reports .. 160 Job Status Approval Request Canceled.

5 161 Job Status Approval Request Denied .. 161 Job Modify Scenarios for Absence Approval Requests .. 161 Other System Reports with Absence Approval Information .. 162 System operations Menu .. 163 Import/Export .. 163 Scheduled Import .. 166 Import Profiles .. 167 Export Jobs .. 168 Processed Import/Export List .. 170 Substitute Availability .. 171 Using the Substitute Availability Screen .. 171 System Activity Log .. 172 Using the System Activity Log Screen .. 173 175 Substitutes- Make Unavailable .. 175 SmartFindExpress System Administrator user Guide Table of Contents Release May 2014 eSchool Solutions Proprietary Documentation Company confidential/Do Not Distribute 4 Substitutes-Set Work Units .. 176 Encrypt PINS and 176 # Days Worked.

6 178 Bulk Job Cancelation .. 181 Cancel by Calendar .. 181 Cancel by Location/Classification .. 183 System Configuration Menu .. 185 Budget Codes .. 186 Using the Default Budget Code Screen .. 187 Using the Verification Budget Code Screen .. 189 Calendar .. 191 Using the Calendar Screen .. 192 Voicing Calendars .. 195 Certifications .. 196 Using the Certifications Screen .. 196 Classification Profiles .. 198 Classifications on Profiles .. 198 Work Units .. 198 Minimum Job Duration .. 198 Daily Work Schedule .. 199 Search Types .. 200 Using the Classifications Screen .. 203 Voicing Classifications .. 207 Classification Groups .. 208 Using the Classification Groups Screen .. 208 Dates .. 212 Using the Dates Screen .. 212 Location Profiles.

7 215 Using the Location Profile Screen .. 215 Modifying Location Profiles .. 217 Printing Location Profile Reports .. 222 Voicing Locations .. 222 Location Groups .. 223 Using the Location Group Screen .. 223 Reasons .. 227 Reasons Absence/Vacancy .. 228 Reasons - 234 Reasons - Do Not Use .. 236 Reason Menu .. 239 Using the Reason Menu Screen .. 239 Search Rules .. 241 Standard Search Rules .. 241 Designing Custom Search Rules .. 244 Using the Search Rule Screen .. 244 Custom Fields .. 250 SmartFindExpress System Administrator user Guide Table of Contents Release May 2014 eSchool Solutions Proprietary Documentation Company confidential/Do Not Distribute 5 Configuring/Modifying Custom Fields .. 250 Parameters Menu.

8 252 Configuration Parameters .. 253 General Parameters .. 256 Job Parameters .. 259 Telephone Parameters .. 264 Administrator Parameters .. 268 Employee Parameters .. 271 Substitute Parameters .. 272 Email 278 Telephone Menu .. 280 Telephone Line Control .. 280 Telephone Lines Configuration .. 281 Daily Callout .. 283 Dialing Prefixes .. 285 Shutdown .. 287 Telephone Monitor .. 288 Telephone Voicing .. 289 Using the Telephone Voicing Screen .. 289 Creating Voicing ID Reports .. 291 Reports .. 292 Administrator Access .. 293 Report List .. 293 Report Detail Page .. 294 Today s Jobs Report .. 296 Today s Available Substitutes Report .. 297 Active Substitutes: Schedule/Unavailability .. 299 Job Inquiry Report .. 299 Employee Detail Report.

9 301 Employee Reason Balances Report .. 302 Employee List Report .. 303 Employee Labels .. 304 Substitute Time Worked .. 305 Substitute Detail Report .. 306 Substitute List Report .. 307 Substitute Statistics Report .. 308 Substitute Labels Report .. 309 Absence Approval Report .. 310 # Days Worked/Absent Report .. 311 Active Employee Profiles Report .. 313 My Saved Reports .. 314 View Report .. 314 Edit Report .. 315 SmartFindExpress System Administrator user Guide Table of Contents Release May 2014 eSchool Solutions Proprietary Documentation Company confidential/Do Not Distribute 6 Schedule Report .. 315 Edit Schedule/UnSchedule 317 Today s Jobs Report .. 318 Today s Available Substitutes .. 318 Active Substitutes: Schedule/Unavailability.

10 318 Configuring System Features to Limit Substitute Assignments .. 319 Using In-House Filling .. 319 Location Profile .. 319 Search Rules .. 320 Reasons .. 320 Classifications .. 321 How Jobs are Processed .. 321 Using Substitute Allocation Units .. 322 Location Profile .. 323 Search Rules .. 323 Reasons .. 323 Classifications .. 324 How Absences are Processed .. 325 Using Minimum Job 325 Search Rules .. 325 Reasons .. 326 Classifications .. 326 How Jobs are Processed .. 327 Configuring System Features to Limit Employee Absences .. 328 Using Reason Balances .. 328 Allocating Amounts to Employees .. 328 Allocating Amounts to Individual Employees .. 330 Using Maximum Daily Absences .. 330 Reasons .. 331 Job Searching Methods for Substitutes.