WebDFSBudget Amendment and Personnel Processing

WebDFS

What is it?– Web-based system for preparing and

routing budget amendment and personnel documents

What does web-based mean?– The only software required torun Web-DFS is a web browser and asmall plug-in to view reports

WebDFS Supported Browsers Internet Explorer 5.0 and aboveNetscape 8.0 or greater

WebDFS Data

Where does WebDFS get its Data?– The data in WebDFS is pulled from

documents being routed through WebDFS and from the mainframe Human Resources, Budget, and Payroll databases

– Pulls positions and accounts forwhich a user is authorized.

Types of Documents Two Options:

– Budget Amendment Only Document Creates a Budget Amendment

– Personnel Document Creates a Personnel Report and Budget

Amendment Document or just a Personnel Report

Payroll Authorization Only Personnel Document allows you to change only accounts and budget entries

Important Tip:– If you start a Budget Amendment Only Document

and you need to add a Personnel Report then your only recourse is to “PURGE” the Document and create a new Personnel Document

Moving through WebDFS

Moving through a Personnel Document

Go Where? Menu OptionsDocument HeaderEmployee InformationFilled PositionVacant PositionReason CodesPersonnel RemarksCounty InformationBudget AmendmentBudget Amendment RemarksView/Print HTML Forms

Moving through WebDFS

Moving through a Payroll Authorization Only Personnel Document

Go Where? Menu OptionsDocument HeaderPayroll AuthorizationPersonnel RemarksBudget AmendmentBudget Amendment RemarksView/Print HTML Forms

Moving through WebDFS

Moving through a Budget Amendment Document

Go Where? Menu OptionsDocument HeaderVacant PositionBudget AmendmentBudget Amendment RemarksView/Print HTML Forms

Logon Page – www.webdfs.uga.edu

Logging In

• Use your TSO/ IMS UserID

Bulletin Board Important Info

– Updates to the – system– Downtimes– Training Schedules

Main Menu

You can see a list of

documents that either you

created or to which you have

access.

You can add a new budget amendment document.

You can add a new personnel

document.

You can set up departmental

document information as

well as automatic document numbering

You can run reports.

Creating a Personnel DocumentScenario

– Create a new position for employee.

– Terminate employee from new position.

– Create a vacant position.

Add a New Personnel Document

Personnel Document Header

Notice the “System Messages”

Grayed out fields are completed by the WebDFS system

WebDFS is not case-sensitive. Everything is converted to UPPERCASE.

The Social Security Number title has a link to a “Pop-Up” page.

SSN Pop-Up

Can search list or navigate the pages

Click a SSN to select it and exit this screen

Personnel Document Header

The SSN is filled in with the Employee’s Social Security Number that I selected in the Pop-Up window.

Personnel Document Header

I need to complete the following fields:– Department,

Source Code, Action Date, SSN, & Position

– Do not check the box for Payroll Authorization Only

– Click “Create” – Processing

takes several seconds

Creating The Document Checks for pending documents Checks that the position SSN matches document

SSN Checks for existing document numbers Checks authorization for this userid Program retrieves from mainframe or completed

documents:– Employee data including applicant tracking and former

employees – Position data including salary, supplement, and payroll

authorization – Department information – Generates sequence number if it was left blank

Personnel Document Header

The “System Messages” box indicates the document was created.

Additional fields have been completed by the application

Personnel Document Header

There were no errors or warnings. – Error - stops the

action from happening

– Warning – the action was carried out but there is additional information

Cannot change SSN, position, or Payroll Authorization Only checkbox once the document is created

“GoWhere?” Menu

Menu is divided into two sections; separated by a blank line.

The top section refers to menu choices that affect the CURRENT document.

“GoWhere?” Menu

The bottom section (below the blank line) causes you to leave the current document

Personnel Header

Next we'll go to Employee Information

We use the “Go Where?” menu select “Employee Information” and click “GoTo”.

Employee Information Contains employee

data that was added when the document was created.

Document Information Section contains the Fiscal Year, Document Number and Name of the employee for this document.

Verify that the data is complete and accurate.

Make any necessary changes and click Modify.

If employee data was not found, user would need to complete all the fields and click SAVE.

EmployeeInformation The

“System Messages” box indicates that the changes were saved.

Position Information

Now we need to edit position information.

We will use the “Go Where?” menu to move to the “Filled Position” page.

Filled Position

Entry List - positions that have been added to the document

Entry Detail - to add new data or edit existing data Click radio button to copy data from Entry List to Entry

Detail

Filled Position

Position and Salary data are in Entry Detail for editing.

Example - employee is terminating 01/31/05

Need to modify ending appointment date and ending salary date and click “modify” to save our changes.

Filled Position

Updated successfully. Entry Detail cleared. Could add a second position

to the document if necessary.

Now we need to modify the payroll authorization information for this position.

Click on the “Pay Auth” link for the appropriate position.

Pay Authorization

Document Information including position and salary data is at the top.

To edit pay authorization data work in the Entry Detail section – all accounts that were brought in for this position are displayed.

Make the necessary changes. You can put the dates in any order that you want and the

program will chronologically organizes them on the form.

Pay Authorization

To have the system calculate Revised Budget and Revised EFT select "System" in the drop down list.

"System" is the default for some pay types After making changes to all accounts, click Save

Pay Author-ization

Pay Authorization

System Message indicates update was successful.

Revised and Change Budget and EFT have been calculated for any accounts that were changed

WebDFS Exercise One

(Monthly PayType)

List of Documents

Document List

You may “Search” by fiscal year document number or last name.

This page will only display those documents you have authority to see.

When you click the radio button off to the left of the document, depending on what kind of document it is you will be taken to either the “Filled Position” page or the “Budget Amendment” page.

Go to Vacant Position

Next we need to create a vacant “B” position.

We use the “Go Where?” menu to select “Vacant Position” and click “GoTo”

Vacant Position

There are NO rows in the “Entry List” this means that we can only “Add” rows to this page.

We will add a Vacant Position by typing our information into the “Entry Detail.”

I’ve typed in the information for the “B” position.

Now I need to click “Add” to store this information on this page.

The position title is completed by the application.

Vacant Position

The “System Message” indicates that I added the “B” position successfully.

Notice that the “Entry Detail” has been cleared and that the row I just added is now displayed in the “Entry List” section.

Go to Reason Codes

Now I will add the “Reason Codes” to complete the personnel side of this document.

We use the “Go Where?” menu to select “Reason Codes” and click “GoTo”

Reason Codes At least one

“Reason Code” is required on every personnel document.

Notice that the “Entry List” is blank, that means that no “Reason Codes” have been added.

We need to go to the “Entry Detail” section and add a reason code.

Reason Codes

We use the “Reason Code” drop down list in the “Entry Detail” to select the “P” reason code for Termination.

Reason Codes The

corresponding text box is highlighted so that we may add additional information about the termination.

We type in the information.

Now we click “Add” to add this information to the “Reason Codes” page.

Reason Codes

The “System Message” indicates that the “Create Succeeded” and our “Reason Code” is now in the “Entry List”

If we needed them, we could add additional reason codes. We do not need them for this document

Go to Personnel Remarks

Next we will go to Personnel Remarks.

We use the “Go Where?” menu to select “Personnel Remarks” and click “GoTo”

Personnel Remarks You have only a

“Save” button on this page. Similar to the “Sequence Numbers” page.

Type in a “Personnel Remark”

This page will not accept – leading spaces

This page will accept– Blank lines

Remarks are not case-sensitive

Note: There is NO Spell Check…please review CAREFULLY!

Add the text and click “Save”

Personnel Remarks

Notice that the “Save Completed Successfully”

Go to Budget Amendment

We have completed everything for the Personnel-Side of this document. Now we move on to the Budget Amendment-Side of this document.

We use the “Go Where?” menu to select “Budget Amendment” and click “GoTo”

Budget Amendment Entry List contains

one entry. The program automatically created it based on Pay Authorization entries.– User cannot

modify this entry– Need to go back

and change Pay Authorization if the entry is incorrect

User adds the entry for the offset

Total Change EFT and Total Change Amount below Entry List

Budget Amendment

Can use System or Manual Calculation Funding Source entries are added just like normal

budget amendment entries; WebDFS determines if it is a Funding Source when printing the budget amendment.

Click “Add”

Budget Amendment The entry was

added successfully; note that my EFT was calculated.

The Budget Amendment now balances to zero.

Order of entries in the list:– Automatically

generated first– User created

budget amendment entries

– User created funding source entries

Budget Amendment Remarks

Next we could go to Budget Amendment Remarks.

We would use the “Go Where?” menu to select “Budget Amendment Remarks” and click “GoTo”

We would do these exactly like the earlier Personnel remarks

Printing Options

View/Print HTML Forms

View/Print HTML Forms

Validate the Document

Now that we have viewed the document we need to prepare the final draft of the document.

“Validate” the document to see if it is ready to be marked “Finished”.

Click on “Validate” on any page in WebDFS

Validate

If there are no errors the user can mark the Personnel Report or the Entire document as Finished.

If there are errors, we will need to correct them before we are allowed to mark the document as Finished.

After a document is marked Finished, the words "Draft Draft…" are removed from the print-outs.

Validate

Click “Mark Document as Finished”.

Submit Document to Electronic Approval

User Message

Click “Close” button

After Document is Submitted

• Create another document

• Go to Main Menu

• Go to List of Documents

• Logout

Tracking Electronic Documents

Documents Routed Electronically

Approval Path

WebDFS Help Page

Help Page

Help Page

Logging Out

When we are finished with using the WebDFS system we need to “Logout”

Questions? Suggestions?

WebDFS Exercise Two(complete Monthly

PayType)