SAMS SmartFindExpress

Clarifications and Updates for2010-2011

Guidelines For Timekeepers and Employees

1. New Employee Orientation

• If the employee is not registered with SAMS, have them register as soon as possible to create a PIN.

• Inform them about reporting their absences.

• Provide contact information.

EMPLOYEE TRAINING

Training for AdministratorsUser name: administratorPassword: sfxadministrator

New Announcement Screen

• Please view your announcement screen when logging in to SFE for the latest message

• The “New” dashboard offers you an opportunity to see quickly if you have any open jobs.

• Information that use to be on the announcement screen should be in your handouts

NEW DASHBOARD

How to Create an Employee Report

• Go to Profile Inquiry/Reports• Click on Yellow Employee Inquiry Tab• Select Status “Active” button• Hit Search Button and a list of all employee will

show. You can sort by clicking on any column title

• Click on Create Report and select the second View Report button under the Employee List section to view the PDF file

• Regularly check SAMS data against PeopleSoft and report incorrect data to the Sub Help Desk

RUN EMPLOYEE LIST

REVIEW EMPLOYEE DATA

Current Day Absence Report

• Click on Job Inquiry/Report and hit Search• Click on Create Report and de-select all

information unnecessary for your report and select Print a signature line.

• Click on View Report and print report for your sign in sheet.

• Data can change during the morning, run another report later to check for updates or missing information.

HOW TO RUN THE ABSENCE REPORT

School’s Preferred/Priority List on SmartFindExpress

• Certificated Substitutes– Site enters a preferred substitute in SAMS.– Employee or School Preferred (used in special cases)– Specify Classification if VT does not want to work in

all assignments at your site (optional)– Substitute HelpDesk enters upon receipt of a positive

evaluation. We block if it a negative evaluation.

• Classified Substitutes– Site enters a preferred substitute in SAMS.– Employee or School Preferred (District Preferred only

in special cases)– Specify classification (required).

HOW TO REVIEW PRIORITY LIST

HOW TO ADD NEW SUBSTITUTE TO PRIORITY LIST

How to Create an Absence or Vacancy

• Click on ‘Create an Absence’ when necessary to report an employee’s absence. Employees are responsible for reporting absences, but during emergencies you may need to enter the job.

• Click on ‘Create an Vacancy’ to fill a sub position when it is not an absence for an employee.

• Make sure that if you are entering a substitute in that absence that you check “yes” to the question “Pre-Arranged?”

• After all data is check carefully, click continue. A prearranged substitute’s name should appear twice. Once as preferred and once as confirmed.

Reporting a “Sub for a Sub”

• In an emergency the help desk can enter a job for the substitute if they can’t reach you.

• Substitutes can’t report their absence on SFE, they will need your assistance

• Future absences for a substitute are handled at the site.

• Please refer to the handout as your ‘how to’ reference guide

Important Notes• NSR (No Substitute Required) positions

are entered with School Site Support / Central Office Support classifications such as:– Absences where substitute assistance is

not needed at a given time.– Lib Asst., Computer Asst.

Overseeing SAMS Assignments• You will want to watch SFE to see if jobs are

filled.• Later in the morning, if a substitute is no longer

needed, open up the job detail screen and hit the stop call out button.

• To view who the system called, click on the ‘Filling Details’ button.

• Jobs for Professional Development or extra-help may be stopped by us if we have a higher than normal absence rate due to illness. We will put an announcement on SFE if that happens.

• Notify us if you are having a problem with SFE.

Performance Evaluations• Evaluation Forms Types

– Visiting Teacher– Classroom – Non Classroom (Clerical)

• Time line – 10 days from the day of the assignment.

• Be specific and thorough in completing the form; administrator’s signature is required.

• Forms are on the district website under HR forms.

Verify Finished JobsVerification of jobs is very important function.

• On the next work day, run a Finished and Filled Report. Select Job Status “Finished” and Sub Status “Filled”.

• Search from 30 days prior to the current day through the last day.

• Check each box for the unverified job after checking the sign in sheet and verify that the substitute worked and the hours are correct Once boxes are checked, then click on “Save Verified” button. Make sure you hit the search button again to make sure all jobs were verified, repeat until the system says “no records found”.

• If a substitute did not work in the assignment showing, remove him from the assignment to clear the records.

Timekeeping

• Please refer to your handout for complete instructions.

• You will need to correct data in Time & Labor when SAMS data was not correct at the time job was verified.

– Hours worked (Adjusting work hours for the duty free lunch; multiple jobs on the same day) before payroll deadline

– Time Reporting Code – adjust code for long term assignments

Teaching Credentials/ Training Certificates

• 30-Day Emergency Credential holders can not work more that 30 days on the same teaching assignment (regular); 20 days for special education assignments.

• CPR Training is required for S.E.T.’s and Health Technicians

• Campus Security Assistant training is required for Substitute Campus Security Assistants

CREATE SITE ANNOUNCEMENT ON SFE

Have Wonderful New School Year!