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QSS GUI Transition Quick Reference Guide

QSS GUI Transition Quick Reference Guide. May 2007 GUI Absence Tracking Release: GS12 QSS. Overview …………………........................................ 5 Getting Started …………………............................. 10 Maintaining ABT Master Files ……………......... 13

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QSS GUI Transition Quick Reference Guide

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  1. QSS GUI Transition Quick Reference Guide May 2007 GUI Absence Tracking Release: GS12 QSS

  2. Overview…………………........................................ 5 Getting Started…………………............................. 10 Maintaining ABT Master Files……………......... 13 Accessing from the QSS ControlCenter Menu ……15 Accessing from the Absence Tracking Module …... 16 Viewing Available Master Files …………………...... 19 Selecting a Master File ……………………….…..... 21 Master File Options …………………………………. 22 Inspect, Change, Delete, Add and Report ……...... 23 Inspect a Master File Record ………………………. 24 Change or Delete a Master File Record ………...... 26 Add Master File Records……………………………. 27 Report Master File Data Records …………………. 29 Use Grid Output to Report On-file Values ………... 30 Request a Master File Report ……………………… 32 Retrieve a Master File Report ……………...…...…. 33 View/Print a Master File Report ………………...…. 34 Table of Contents

  3. Viewing and Maintaining Leave ……...….. 36 Opening the Absence Tracking Module ……....... 37 The Absence Tracking Module ………………...… 38 Options in the Absence Tracking Module ………. 39 Icons and Shortcut Keys ………………………….. 40 Similar icons ………………………………………... 41 Employee Search ………………………………..… 42 Advanced Employee Search …………………...… 44 Employee Lists …………………………………...... 47 Leave Group Information & Leave Balances …… 52 Add & View Absence Comments ………………… 53 Transfer an Employee to a New Leave Group …. 55 Add an Absence Transaction …………………….. 56 Change an Absence Transaction …………...…… 57 Quick View Area in Absence Tracking Module .... 58 Quick View: Display Detail Mode ………………… 60 Quick View: Display Summary Mode ……………. 61 Detailed Transaction Search …………………...… 62 Table of Contents

  4. Table of Contents Running Leave Reports ……………….… 65 • Requesting Leave Reports ……......….…. 66 • Listing ABT Reports ………………………. 67 • Report Selection Criteria Windows ……… 68 • Retrieving Reports ……………………..…. 69 • View/Print Leave Reports ………….…….. 71 Running Leave Processing Jobs …..... 72 • Requesting Leave Jobs …………….……. 73 • Listing ABT Jobs …………………….……. 74 • Custom Selection Job Windows ……..…. 75 • Retrieving Job Reports …………………… 76 • View/Print Leave Reports …………..……. 78 Future Developments ……………………. 79

  5. Overview • This guide is intended for QSS customers who are transitioning from the Traditional to the GUI version of the QSS/OASIS Absence Tracking System. • It assumes you are familiar with QSS/OASIS Absence Tracking.

  6. Overview • This guide is designed to answer the ‘how do I do that in the GUI’ questions for those customers who know the answer to the ‘how do I do that’ questions for the Traditional version of QSS/OASIS Absence Tracking. • This guide is not meant to be a complete manual or training guide, but a quick reference to get you started.

  7. Overview • The Traditional and GUI versions of QSS/OASIS Absence Tracking use the same database and have the same basic features. • Whenever possible the screen layouts, field prompts, and error messages of the GUI version are similar to the Traditional version. • The GUI version leverages the Windows desktop and provides additional features not possible with the Traditional version.

  8. Overview - Main Topics The main topics are organized according to the task you performed with the Traditional version. Each main topic is further sub-divided by task. • Getting started / Log-in • Maintaining Absence Tracking (ABT) Master Files • Viewing and Maintaining Leave Data • Running Leave Reports • Running Leave Processing Jobs

  9. Overview • Traditional version • You choose the icon that has been setup for you that accesses QSS. This runs a program (Reflection or Minisoft) that allows you to login to the computer. • You navigate menus to find the option you wish to perform. • Options are spread out over multiple menus. • One option (screen) can be open at the same time and you must exit each option (screen) to select another. • GUI version • You choose the QSS ControlCenter icon (palm tree) to login. • You are presented with a list of options you can choose. • You can have multiple options (screens) open at the same time.

  10. Getting Started / Log-in • Click the QSS ControlCenter desktop icon to open the login dialog box. • Enter your User Name and Password, then click Login. QSS ControlCenter will present the applications you are authorized to use. See an illustration of this on the next slide.

  11. Accessing QSS GUI Applications

  12. Getting Started / Log-inQSS ControlCenter Window Absence Tracking functions are found in the Human Resources Application folder. • Leave reports and processing jobs are in the HR Report/Job Selector module. • ABT master files are maintained in the HR Code Maintenance module. • Absence transactions are viewed and maintained in the Absence Tracking module.

  13. Maintaining ABT Master Files • Traditional version • ABT Master Files are maintained by the PP0010 program (Update Per/Pay Chart of Codes). You select the Master File using a 2-character code assigned to the Master File. • District and location Master Files are are maintained in separate programs (DPUPDT and LOUPDT). • Listing the on-file values requires you to run a report. • GUI version • All HR related Master Files are maintained by the HR Code Maintenance Module. The Master Files are displayed in a folder view and you select the Master File by selecting it with a mouse click. • Selecting a Master File retrieves the current on-file values for viewing.

  14. Maintaining ABT Master Files • HR Code Maintenance is an option on your QSS ControlCenter menu. Click it once and it will open in a new window on your desktop. When you run HR Code Maintenance in this manner you see all HR related Master Files. • You can also run HR Code Maintenance directly from the Absence Tracking module. There is an option in the ‘File’ menu for ‘Master Files’. When you run HR Code Maintenance in this manner you only see ABT related Master Files.

  15. Click the HR Code Maintenance option once and it will open in its own window. The sample shown here has all the Master File folders collapsed. You would normally have them expanded. Maintaining ABT Master FilesAccessing from the QSS ControlCenter Menu.

  16. Maintaining ABT Master FilesAccessing from the Absence TrackingModule • Click the Absence Tracking option once.This will open the Absence Tracking Module shown on the next slide.

  17. Maintaining ABT Master FilesAccessing from the Absence TrackingModule From the Absence Trackingmodule, select File then Master Files. This will also open the HR Code Maintenance window.

  18. This method will display only the Absence Tracking folder. Maintaining ABT Master FilesAccessing from the Absence TrackingModule

  19. Maintaining ABT Master FilesViewing Available Master Files Click on the plus sign (+) next to Absence Tracking to expand the tree and display the available master files. Your folder settings are remembered for the next time you use HR Code Maintenance. You can also set an option (Option menu) to expand all the folders.

  20. Maintaining ABT Master FilesViewing Available Master Files You can see all master files in open folders. The icon next to each master file indicates your access level. • A check mark indicates you have read and write access. • A pad lock means you have read-only access. • A circle slash means you have no access.

  21. Maintaining ABT Master FilesSelecting a Master File • In the traditional system, you selected a master file by entering a two-character code on the Per/Pay Master File screen. • In the GUI application, you point and click on the master file you want to select. • The GUI master file descriptions contain the two-character code you used in the traditional software.

  22. Maintaining ABT Master FilesMaster File Options When you select a master file, the current on-file values are displayed in a grid, and the icons at the top of the window are activated and used to control your options.

  23. Maintaining ABT Master FilesInspect, Change, Delete, Add and Report Inspect a record [Ctrl+F5]. Change or delete a record [Ctrl+F9]. Add a record [Ctrl+F6]. Report master file data records using Print Manager (LSpool) [Ctrl+R]. Use Grid Output to report displayed on-file values [Shift+F11]. Options are controlled by the icons or shortcut keys.

  24. Maintaining ABT Master FilesInspect a Master File Record

  25. Maintaining ABT Master FilesChange or Delete a Master File Record

  26. Maintaining ABT Master FilesChange or Delete a Master File Record In the Change Absence reasons window, you can change or delete a record. • Save changes [F9]. • Close without saving [F12]. • Delete the record [Ctrl+F8].

  27. Maintaining ABT Master FilesAdd Master File Records

  28. Maintaining ABT Master FilesAdd Master File Records • Save additions [F9]. • Clear data [F12]. • Close without saving [Ctrl+F8]. • Add multiple records from the clipboard or a file you have created.

  29. Maintaining ABT Master FilesReport Master File Data Records There are two ways to report master file data records: • Use Grid Output to report the displayed on-file values. • Request master file report, and use Print Manager (LSpool) to view/print.

  30. Maintaining ABT Master FilesUse Grid Output to Report On-file Values Click the Grid Output Icon in the HR Code Maintenance window to open Grid Output.

  31. Maintaining ABT Master FilesUse Grid Output to Report On-file Values You can print, save to a file, save in PDF format, or open in another application such as Word or Excel. Note: You have the option to drop columns from the output if you so desire.

  32. Maintaining ABT Master FilesRequest a Master File Report • The launch icon opens the Report dialog box. • Complete the Report Title, select a Sort Option, and click the icon for Send Report. • Make a notation of the Job Number. The report is retrieved, viewed and printed using Print Manager (LSpool).

  33. Maintaining ABT Master FilesRetrieve a Master File Report Go to QSS ControlCenter, and select Print Manager (LSpool).

  34. Maintaining ABT Master FilesView/Print a Master File Report From Print Manager (LSpool),select the appropriate Job Number. This will open the report as shown on the next slide.

  35. Maintaining ABT Master FilesView/Print a Master File Report This is a sample master file report. Use the icons or shortcut keys to send it to a printer or another application. • Print file [Ctrl+F11]. • Create PDF file [Ctrl+F]. • Open in Word [Ctrl+W]. • Open in Excel [Ctrl+X]. • Open in Excel Wizard [Ctrl+Z].

  36. Viewing and Maintaining Leave • Traditional versionIn the traditional version, you viewed and maintained leave with several different programs, including the following: • Leave (LV) Screen of Employee Maintenance (PP0002). • Update Leave of Absence Log (ABTUPD) • Absence Quick Entry Screen (AB0002) • Transfer Employee to a New Leave Group (ABT010) • Mass Change Absences for an Employee (ABT060) • GUI versionIn the GUI version, all of the functions included in the above programs are included in the Absence Tracking Module.

  37. Viewing and Maintaining Leave Opening the Absence Tracking Module • The Absence Tracking module is a part of the Human Resources Application. • From QSS ControlCenter, select Absence Tracking.

  38. This is where you maintain an employee’s Leave Group assignment, and view and maintain absence transactions. Viewing and Maintaining LeaveThe Absence Tracking Module

  39. Viewing and Maintaining LeaveOptions in the Absence Tracking Module You can use the Options menu, shortcut keys, or icon bar to select options.

  40. Employee Search [F3]. Change Leave Group Information [Ctrl+F9]. Assign Employee to Leave Group [Ctrl+F6]. Transfer Employee to New Leave Group [Ctrl+F8]. Maintain Absence Comments [Ctrl+F7]. Advanced Employee Search [Ctrl+Alt+A]. Change an Absence [Shift+Ctrl+F9]. Add an Absence [Shift+Ctrl+F6]. View Accrual Rules [Ctrl+F5]. Detailed Absence Transaction Search [Ctrl+Alt+D]. Viewing and Maintaining LeaveIcons and Shortcut Keys

  41. Viewing and Maintaining LeaveSimilar Icons Do not confuse the icons for leave groups and leave transactions. Icons for leave groups are colored green and to the left of leave record icons. Icons for leave transactions are orange and further to the right. • Change Leave Group Information [Ctrl+F9]. • Assign Employee to Leave Group [Ctrl+F6]. • Change an Absence record [Shift+Ctrl+F9]. • Add an Absence record [Shift+Ctrl+F6].

  42. Viewing and Maintaining LeaveEmployee Search The Find Employee function is located in the top of thewindow. See close-up on the next slide.

  43. Viewing and Maintaining LeaveEmployee Search You can use radio buttons, icons or shortcut keys to set the search type to SSN, Ext Ref, or Name. • Set radio button to SSN search [Ctrl+Alt+S]. • Set radio button to Ext Ref search [Ctrl+Alt+E]. • Set radio button to Name search [Ctrl+Alt+N]. • Begin Search [F3]. • Go to Advanced Search [Ctrl+Alt+A].

  44. Viewing and Maintaining LeaveAdvanced Employee Search • You can save your search criteria for future use. • There are 3 tabs. • The General Information tab is shown here. This is the Advanced Search.

  45. Viewing and Maintaining LeaveAdvanced Employee Search This is the Date tab of Advanced Search.

  46. Viewing and Maintaining LeaveAdvanced Employee Search This is the Payroll tab of Advanced Search.

  47. Viewing and Maintaining LeaveEmployee Lists You can select from a list of last employees referenced, or select an employee list that you created with GETEML as shown here.

  48. Viewing and Maintaining LeaveEmployee Lists When you select an employee list that you created with GETEML, employees display in a grid as shown here. Select an employee by double-clicking, or use the icon or shortcut key. • Return employee [F4]. • Return to previous screen [F8].

  49. Viewing and Maintaining LeaveEmployee Lists When working from a list you created, use the navigation icons or shortcut keys to scroll through employees. You can also use the Toggle Selection Screen icon or shortcut key to return to the employee grid. See next slide.

  50. Viewing and Maintaining LeaveEmployee Lists When working from a list you created, use the navigation icons or shortcut keys to scroll through employees. You can also use the Toggle Screen icon or shortcut key to return to the employee grid. • Toggle selection screen back to employee grid [F8]. • First Employee [Shift+F5]. • Previous Employee [F5]. • Next Employee [F6]. • Last Employee [Shift+F6].

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