Below are procedures for changing or ending a staff member's Position within SchoolFront and migrating their Accrual balance and Timecard data correctly. You typically end a Staff Position when a user is promoted to a new role, has left the District, or was setup in the wrong Position or Attendance Group. We provide a tool/wizard for simplifying this process which otherwise would need to be done by hand. The instructions for how to run this tool are described below.
Applicable Roles
- Administrators
- HR Admin
- Business Office
Contents
End or Change Position Tool/Wizard:
End or Change Position (Option 1)
End or Change Position > Adjust Leave Accrual Balances
End or Change Position > Delete Accruals Past End Date
End or Change Position > Delete Attendance Past End Date
End or Change Position > Delete Unlocked Timecards Past End Date
End or Change Position > Start a New Position
Change Attendance Group and Migrate Accrual Balances (Option 3)
End or Change Position Tool/Wizard
The correct way to make a change or end a Staff Position is to use the tool/wizard on a user's Staff Position > Details page. The tool automates the process of adjusting accrual balances, Timecards and cleaning up attendance timekeeping entries in the system that otherwise would need to be done by hand. It also has other options for changing Attendance Groups and correcting other setup problems.
The tool has three options (described below):
End or Change Position (Option 1)
Check "End or Change position" from the pop-up when a Employee is no longer working for the District or they are starting a new position. It is the correct way to end a Staff Position especially when the existing Position has Timecard and Attendance in the system.
NOTE: This is the correct way to end a Staff Position when there are Timecards, Accruals, and Attendance in the system for a Staff Position user.
The system presents you with multiple options when ending or changing a Staff Position summarized below and detailed in the next fives sections of this guide.
For simplicity this guide describes the process for each of the following options as if they were run individually. However, nothing stops you from checking one or all of them so your experience with the tool may differ from what is described below.
- Checking "Adjust Leave Accrual Balances" (default is checked) will give you the option to adjust existing accrual balances before ending the Position.
- Checking "Delete Accruals Past End Date" does just that, removes scheduled accrual adjustments in the system past the entered End Date.
- Checking "Delete Attendance Past End Date" deletes future Attendance Requests in the system past the End Date.
- Checking "Delete Unlocked Timecards Past End Date" removes unlocked Timecards in the system past the entered End Date.
- Check "Start a new Position" if a user is changing Positions (i.e. Custodian -> Senior Custodian).
End or Change Position > Adjust Leave Accrual Balances
Checking "Adjust Leave Accrual Balances" (default is checked) will give you the option to adjust existing accrual balances on the Staff Position before ending it. Scroll down, adjust the Balances and to make the adjustments and end the Staff Position.
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The system defaults to this being checked.
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Set a "End Date" (it's required). Then Refresh to update the UI with the current attendance values for the specified date.
- NOTE: You must select [Refresh] after entering an End Date, otherwise the system will not allow you to Save or adjust Accrual balances.
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Scroll down and adjust the Balances. Enter the desired values in the "Adjustments" column and
to make the changes and end the Staff Position.
End or Change Position > Delete Accruals Past End Date
Checking "Delete Accruals Past End Date" removes scheduled Accrual grants in the system past the entered End Date. Check this option especially if you plan on re-activating this Position (extend the End Date) sometime in the future to prevent scheduled accruals being granted to the user when their Position was inactive.
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Check "Delete Accruals Past End Date". The option is not checked by default.
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Set a "End Date" (required). Select [Refresh] to update the UI with the current attendance values for the specified date.
- NOTE: You must select [Refresh] after entering an End Date, otherwise the system will not allow you to Save or adjust Accrual balances.
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Scroll down and
End or Change Position > Delete Attendance Past End Date
Checking "Delete Attendance Past End Date" deletes future Attendance Requests past the End Date. Check this option especially if you plan on re-activating this Position (extend the End Date) sometime in the future. It will prevent the possibility of any Absence Requests existing during the time a Position was inactive (ended).
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Check "Delete Attendance Past End Date". The option is not checked by default.
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Set a "End Date" (required). Select [Refresh] to update the UI with the current attendance values for the specified date.
- NOTE: You must select [Refresh] after entering an End Date, otherwise the system will not allow you to Save or adjust Accrual balances.
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Scroll down and
End or Change Position > Delete Unlocked Timecards Past End Date
Checking "Delete Unlocked Timecards Past End Date" removes unlocked Timecards in the system past the entered End Date. Check this option when you expect to extend the End Date sometime in the future. It will prevent the possibility of any Timecards existing during the time a Position was inactive (ended).
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Check "Delete Unlocked Timecards Past End Date". The option is not checked by default.
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Set an "End Date" (required). Select [Refresh] to update the UI with the current attendance values for the specified date.
- NOTE: You must select [Refresh] after entering an End Date, otherwise the system will not allow you to Save or adjust Accrual balances.
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Scroll down and
End or Change Position > Start a New Position
Check "Start a new Position" if a user is changing Positions (i.e. Cleaner -> Custodian). It allows you to end the current and correctly migrate accruals and timecard data to a new position.
Configure the New Position
You must first setup the new Staff Position before migrating accruals. The numbered settings above are typically required for Staff Position's using both Timekeeping and Attendance. The settings are described below.
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Check "Start a New Position". It's un-check by default.
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Check "Adjust Leave Accrual Balances". It's required if you want Accrual Balances migrated to the new Position.
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Set a "End Date" (required). Then [Refresh] to update the UI with the current attendance values for the specified date for the Position you are ending.
- NOTE: You must select [Refresh] after entering an End Date, otherwise the system will not allow you to Save or adjust Accrual balances.
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Select the new "Position" (required)
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Set "Is Primary Position". Is this the user's primary job? If the old Positions was yes, then typically the new one will be yes as well. The system will use this setting for timecard calculations when a Pay Modifier is not assigned and a user has multiple Positions.
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Set the "Start Date" (required). It must be > the End Date
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Set "Hours Per Week" for the new Position. The system uses this setting to calculate Straight Time on the timecard if a Work Schedule is not available.
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Enable Attendance, Timekeeping or both. Default is Enabled.
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Select a "Attendance Group" from the list. Required when Attendance is enabled.
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Select a "Work Calendar" from the list. Required when Timekeeping is enabled.
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Setup Timecard Approvals. Select Approvers 1-3 from the list. Selections made here on the Staff Position override the same settings on the Position (in this example CUSTODIAN).
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Select "Budget Codes" for Regular, OT, Straight, and Shift Differential hours. Used for timecard reporting and the financial system exports.
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When all of the above is setup correctly, click
. The system will load the current accrual balances and populate the balance migration tables for the next steps in this process (next section).
Migrate Accrual Balances
Next, migrate Accrual Balances. Scroll down and you should see something like the following two tables. The table on the left lists the Accrual Balances of the old Staff Position, the one on the rights is pre-populated by the system with those balances (if it can find a matching Absence Code in the new Attendance Group).
If you don't see the two tables, you have done something wrong above. Check the following:
- "Adjust Leave Accrual Balances" must be checked
- Make sure you have selected a "Attendance Group"
- Select
- Make sure Attendance an/or Attendance and Timekeeping is enabled (by default it is NOT)
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Note the Units (Day or Hours) for the Old and New Positions. The system should do the conversions for you initially. However, if you have to adjust balances manually, make sure you are using the correct unit. It's REALLY important*.
- *8.00 days
8.00 hours
- *8.00 days
- Adjust Current Balances in the Old Position. The system will load the current Accrual Balances into the table on the left. Review and adjust current Accrual Balances.
- Adjust the Balances in the New Position. The system will attempt to map Absence Codes from Left (Old Staff Position) to Right (New Staff Position). If a matching code can not be found, you will need to decide which code to use and add the balance manually.
- Add comments if needed.
Review and Save your Changes
When you are done adjusting balances, scroll down and add any new Accruals grants (optional).
- Add any additional Earned Accruals for the new Position. Relevant usually when the new Position has a different Attendance Group. In the example above, Attendance Groups did not change.
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Save.
to end the Old Staff Position, create the new Staff Position, and migrate Accrual Balances, Adjustments, and new grants.
Move this Position (Option 2)
Use this option if you have mistakenly added a user to the incorrect Position during setup.
NOTE: If there are Timecards and/or Attendance in the system, use the End or Change Position instructions above. It is the easiest way to correctly change a Position when there is Attendance and/or Timekeeping data in the system for a user changing Positions.
- Select a new "Position" from the drop-down
- Click [Move] and confirm the Move on the next screen.
Change Attendance Group and Migrate Accrual Balances (Option 3)
Select this option if the employee is in the wrong Attendance Group or you need to change their Attendance Group. The system will keep the same Staff Position and migrate balances to a new Attendance Group and do the necessary clean-up.
- Select the "New Attendance Group" from the drop-down
- Set a "Effective Starting On" date, and
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Check "Delete Accruals Past End Date" to delete accruals past the "Effective Starting Date".
- Recommended.
- Existing Attendance entries and scheduled Accruals in the system will be canceled and the end user notified. They will have to re-submit their requests.
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Click
. Then scroll down and review the Balances carried over to the New Attendance Group's Absence Codes:
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Note the Units (Day or Hours) for the Old and New Attendance Groups. The system should do the conversions for you initially. However, if you have to adjust balances manually, make sure you are using the correct unit. It's REALLY important*.
- *8.00 days
- *8.00 days
- Adjust Current Balances in the old Attendance Group. The system will load the current Accrual Balances into the table on the left. Review and adjust current Accrual Balances.
- Adjust the Balances in the new Attendance Group. The system will attempt to map Absence Codes from Left (Old) to Right (New). If a matching code can not be found, you will need to decide which code to use manually and enter a value and a comment for that code.
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Add comments if needed then scroll down to grant any New Accruals:
- Add any additional Earned Accruals.
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Save.