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Aesop Site Administrator Training(Campus Users)

New system for reporting absences and acquiring substitutes

Personnel system for paying subs and adjusting leave accrual balances

•Training Materials for Employees• www.aps.k12.co.us/hr/aesop

•Training Materials for Site Administrators• www.aps.k12.co.us/hr/aesop/siteadmin

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Why?• FLSA Rules require approval of work

hours every week– Oracle Self Service Timecards

• Classified report hours worked• Site Administrator approves• If you don’t see a timecard from a

classified employee–Require one–Supervisor involvement–Check daily

• Track Leave Balances

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Why Aesop?SFE• 5 phone lines• Own and maintain

hard/software• Report in 2 systems• Once a week data

from SFE to Oracle• No data

from Oracle to SFE• Inadequate skill

matching

Aesop• Unlimited phone lines• Web service• Report in 1 system• Nightly data

from Aesop to Oracle• Nightly data

from Oracle to Aesop• Excellent skill matching• Additional Features

– Reports– Employee responsible for

recording absences– Favorite five– Upload documents

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• Tracking leave and substitute– Aesop

• All report in Aesop(classified, licensed and admin/PT)

• Site Administrator – Daily report– Absent employee not on report– Aesop pre-approve Personal (Special) leave

– Oracle Self Service Timecards• Aesop leave and sub hours auto populate• Site Administrator

– Approve leave and sub hours from AesopAND classified work hoursapproved in Oracle Self Service Timecards

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• Enter your own absence• www.aesoponline.com• Phone number is Aesop ID• Last 4 of SSN is PIN for most employees• Aesop ID and PIN will be e-mailed to all

employees before go live date

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Training Goals Site Administrator • Daily Report• Enter Absence for Employee• Aesop Pre-approve Special (Personal) Leave• Vacancies

Work Session Goals Site Administrator• Who do you approve?• Upload documents• Building favorite subs

Before Go Live Site Administrator• Check data• Train Employees

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Training Goals Site Administrator Daily Report - Video

– Useful as sign in log– Practice

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Training Goals Site Administrator • Enter Absence for Employee

Create Absence - Video

– Emergency– More than one day in past

• Employees can enter absence one day in past

– Use different QuickCode• 18-ClubActvOtherFund • 19-FieldTrpOtherFund

– (for use when the sub will be paid from another budget)(for use when the sub will be paid from another budget other than fund 10)

–Enter the QuickCode desired in the Acct Code field.

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Training Goals Site Administrator • Assigning subs - Video

– Employees and Site Administratorsmay assign subIF AND ONLY IFsub has agreed to work that jobfor that absent employee for all the dates and times needed

– IMPORTANT

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Training Goals Site Administrator • No subs can work outside of Aesop

– No way to ensure licensure• District and personal liability

– IMPORTANT

– No paper timecards accepted• Will be returned with instructions to

enter job in Aesop

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Training Goals Site Administrator • Cancellation Information

– Subs cannot cancel accepted jobs• Must contact sub office

– Employees cannot cancel filled jobs• Must contact site administrator• Ensure sub is notified

– Employees can cancel unfilled jobs up until 1 hour past start time of job

• After that contact site administrator

– Site administrators can edit jobs up until 9 hours after the start time of job

• After that reject resulting timecard in Oracle Self Service Timecards

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Training Goals Site AdministratorSee Handout (Main Leave Reason Codes)

• 15-BldgProf Learning– Limited to 25 per day district-wide– Once the limit is reached employee and

site administrator will see this error:Error: Your District has limited the number of times

a given Absence Reason can be taken on any given day. Items in red below indicate you have exceeded the maximum allowed Absence Reason usage.

OPTIONS• Plan Professional Learning in advance• Reschedule to open day whenever possible• Contact HR Director for a variance

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Training Goals Site Administrator • Aesop Pre-approve Special (Personal) Leave

Approve Absences – 07-Personal(Special)

• See Handout (Main Leave Reason Codes)

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Training Goals Site Administrator • Professional Learning Absences

• See Handout (Main Leave Reason Codes)

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Training Goals Site Administrator Vacancies entered by Site Administrator

Create Vacancy - Video100Lic Reg Ed Vacancy - long term sub in a licensed positions

• Enter the QuickCode for the salary account for the vacant position in the Acct Code field. Delete this Text & Enter QuickCode.– Oracle Report: APS GL QuickCode Listing: APS Financial End User

• Enter GL code segment ranges to find QuickCode• For salary accounts use:

– Fund (segment 1) low 10, high 26– Location (segment 2) low LOC, high LOC

example 104, 104– Object (segment 5) low 0110, high 0150

• In the Notes to substitute field enter the classroom type. Ex: Second Grade, High School Math, etc.

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Training Goals Site Administrator Vacancies entered by Site Administrator

Create Vacancy101Cls Reg Ed Vacancy - long term sub in a classified position• Enter the QuickCode for the salary account for the

vacant position in the Acct Code field. Delete this Text & Enter QuickCode.

• In the Notes to substitute field enter the job type. Ex: Severe Needs Para, Media Tech, etc.

• In the Administrator's notes (not viewable by Substitute or Vacancy Profile) field enter the classified code for the type of classified substitute required. – Codes are linked from Site Administrator training site

• www.aps.k12.co.us/hr/aesop/siteadmin

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Training Goals Site Administrator Vacancies where Site Administrator contacts another

office115PreSch(Don'tUse-Call ECE) • Site administrators should contact the Early

Childhood Education office. That office will create vacancies for preschool positions at all sites.

651Ttl-1(Don'tUse-Call Grants) • Site administrators should contact the Grants office.

That office will create vacancies for grant-funded positions including Title I at all sites.

661SPED (Don'tUse-Call ESS) • Site administrators should contact the Exceptional

Student Services office. That office will create vacancies for special education positions at all sites.

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Work Session Goals Site Administrator• Who do you approve?

Employee Register

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Work Session Goals Site Administrator• Upload documents

Absence/Vacancy Files

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Work Session Goals • Building favorite subs

Preferred Substitutes– Enter as many as needed

– Note: Employees can enter up to 5 favorite subs

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Before Go Live Site Administrator • Check data

– Employee Register– Changes to Carl

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Before Go Live Site Administrator • Provide training for employees• Options

– Direct employees to Web site with e-mail template

• Linked from Site Administrator Web sitewww.aps.k12.co.us/hr/aesop/siteadmin

– Show the employee basic training video at a staff meeting

• Linked from Employee Web sitewww.aps.k12.co.us/hr/aesop

– Demonstrate entering leave in the test system at a staff meeting before go live date

– Distribute Aesop pamphlets and phone guides

PACESetters! 23

Questions?As we work through this together, please use

the online resources available to you.www.aps.k12.co.us/hr/aesop/siteadmin

For PIN problems, use Aesop’s reset.

For personal information changes, contact HR.

For site administrator questions, contact the sub office.