SEMSWebCenter Training

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SEMS/WebCenter Training

• Central Office
• SEMS Administrators

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Outline

• Overview
• SEMS vs. WebCenter
• What Employees Need to Know
• What SEMS Administrators Need to Know
• Helpful Hints and Reminders

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Overview

• SEMS administrators
• Secretaries Administrators
• Confidentiality
• Security

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What C.O. Employees Need to Know SEMS
Information

• How to register with SEMS
• Get PIN number
• Voice name job classification
• How to use SEMS
• Create an absence
• Review an absence
• Cancel an absence

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What C.O. Employees Need to Know WebCenter
Information

• How to log on to WebCenter
• Create an absence
• Review an absence
• Cancel an absence
• Print absence reports

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What C.O. SEMS Administrators Need to Know

• Everything the employees know
• How to log on as administrators
• SEMS
• WebCenter
• How to review create absences
• How to view department list

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What Else Administrators Need to Know

• How to create and print absence reports
• by date
• by reason
• by employee or group of employees
• Procedures for Verifying absences
• What to send to Payroll When

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• Beginning of Employees Presentation

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EMPLOYEESHow to Register with SEMS

• Dial 522-8987
• Press key
• Enter Social Security number at prompt
• Voice name and assignment (classification)
• Avoid background noise and speak clearly
• Be specific regarding assignment
• Retrieve and write down PIN

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EMPLOYEESHow to Create an Absencewith SEMS

• Call SEMS system (PRIOR to end of workday on the
  day of the absence)
• Enter PIN number
• Select option for creating an absence
• Set date(s) for absence
• NOTE Absences of more than 4 hrs. will be
  counted as a full day!

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EMPLOYEESHow to Create an Absencewith SEMS
(Cont.)

• Select reason for absence
• Select 1 for professional codes
• Select 2 for paraprofessional codes

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IMPORTANT !!
WAIT...
Wait for job number!
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EMPLOYEESReviewing and Canceling Jobs

• Dial 522-8987
• Enter PIN
• Select option to review job
• Listen to job as recorded
• May not modify job itselfmust cancel if
  information was entered incorrectly
• Cancel job if absence no longer needed

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EMPLOYEESAdditional SEMS Functions

• Re-record your name
• Change of job
• Change of name
• Poor quality
• Review PIN number if lost or forgotten
• Call 522-8987
• Enter SS
• Retrieve PIN again

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EMPLOYEESLogging on to WebCenter

• Go to the NISD Home Page (www.nisd.net)
• Must use Internet Explorer, version 5.0 or later
• Netscape Communicator, version 6.0 or later
• Click on SEMS/WebCenter button
• Enter Employee ID number (without the e)
• Enter PIN (from SEMS)

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EMPLOYEESLogging on to WebCenter
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EMPLOYEESLogging on to WebCenter
Employee ID number
PIN (From SEMS)
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Employee Name
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Click here
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EMPLOYEESReview and Print Jobs

• Click on Review Absences tab
• Set date range for review
• Click on Search button
• Review absences posted
• Double click on Absence number to view
• Go to File/Print on browser menu
• Print to available printer

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EmployeesYOU are responsible

• for reporting your absence to your immediate
  supervisor, AND
• for reporting your absences to SEMS/WebCenter,
  prior to the end of the day of the absence
• for correctly entering the date and reason for
  the absence
• checking absences reported for the week for
  accuracy.

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• End of Employees Presentation

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SEMS ADMINISTRATORSHow to Log on to SEMS

• Call 522-8987
• Use PIN provided in training session
• Follow prompts to
• Report absences
• Review, modify, cancel jobs
• Hear Department absences

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SEMS ADMINISTRATORSLogging on to WebCenter

• Go to the NISD Home Page (www.nisd.net)
• Must use Internet Explorer, version 5.0 or later
• Netscape Communicator, version 6.0 or later
• Click on SEMS/Webcenter button
• Enter your NISD Employee ID number (without the
  e)
• Enter PIN (from SEMS Training Session)

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Administrator Name
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SEMS ADMINISTRATORS
The ADM reasons ares used to report absences of
Campus Administrators, NOT Central Office admins.
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SEMS ADMINISTRATORSOption Tabs on WebCenter

• Jobs
• Create an absence
• Create a vacancy
• Review Jobs (default screen)
• Statisticsschool and District
• Employee List
• Substitutes (Campuses only)

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SEMS ADMINISTRATORS
Log on Now
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SEMS ADMINISTRATORS
PRACTICE 1. View Employee List 2. Select
someone and create an absence for him/her. 3.
Review absence you created. 4. Cancel absence.
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SEMS ADMINISTRATORSCreating/Printing Reports
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SEMS ADMINISTRATORSVerifying Absences

• Click on Review Jobs tab
• Enter the date range for the previous week
• Click on Search Jobs at bottom of screen
• Open jobs to make modifications
• Correct Reason Code if needed
• Add Relationship to Employee
• Family Illness
• Death in the Family
• Add Budget Code if not school-sponsored ESB
• Change from reason 04 to reason 44
• Add the approved budget code provided by sponsor
• Verify either individual job or whole page

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Review Jobs Screen-Verification Process
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Add relationship to Administrator Comments
section if needed
Relationship to employee
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Review Jobs Screen-Verification Process
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Review Jobs Screen-Verification Process
Update each page!
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SEMS ADMINISTRATORSVerifying Absences

• Verification process completed when
• All modifications needed are completed and
  updated
• Reason codes changed if needed
• Relationship of family member to employee
  profided
• Budget code changed if Reason 44 is used
• Every page or each job is verified

Update each page!
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SEMS ADMINISTRATORSVerifying Absences (cont.)

• Payroll still needs
• Jury Duty notifications (signed at end of day)
• Summons to appear in court
• Military Orders
• Sign-in sheets, with a cover page signed by
  administrator

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SEMS ADMINISTRATORS Creating Finished Jobs

• Create absence for the date it occurred
• Verify absence from Review Jobs screen
• Have employee complete "Leave Correction Request
  form and submit to Payroll via pony
• Do not fax form original signature required
• Both employee and principal signatures required
• (Form is found on
• Intranet/Payroll/Forms page.)

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SEMS ADMINISTRATORSAdditional Resources

• Go to HR Website at www.nisd.net/hr
• Click on eSchool Solutions button
• Go to eSchool Documents
• for administrators

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SEMS ADMINISTRATORSHints and Reminders

• ALWAYS click the Update button after verifying
  jobs or making changes
• Do not change the Work Schedule for employees
• Do not use the BACK button in the browseruse the
  navigation keys at top and bottom of screen
• Do not Verify before Monday morning.

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SEMS ADMINISTRATORSHints and Reminders (cont.)

• Inform staff under your supervision that they are
  responsible for
• reporting their absences to the SEMS/WebCenter
  (prior to the end of the workday of the absence)
• using care when selecting the reason for their
  absence and entering the date/time
• canceling an absence if needed

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Thanks, and Have a Great Year!
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Thanks, and Have a Great Year!