1. AAA to the Rescue Shawnee Halligan, HRIS Specialist
or ext

2. What is AAA? Absence Management (AM, formerly Aesop)
Applicant Tracking (AT, formerly AppliTrack)
Awesomeness (YOU!)
What is AAA?

3. New Name, New Look

4. Same Program

5. Absence Management - AM
Information Section Online
Suggested Best Practices
Substitute Report Time
Substitute Exclusions
Leave Balances
Reconciliation
Leave Entry
“No-Nos”
Q & A
Absence Management - AM

6. AM – Information Sheets
Information Section on the Human Resources Department Page
Bottom of Left Sidebar
AM – Information Sheets

7. Send Suggestions for Additional Info Sheets
Help for IAs now using AT
Send Suggestions for Additional Info Sheets

8. Suggested Best Practices
Utilize Reports
Absentee Report
Substitute Sign In
Pay Code Review-Empty and Accounting Code Review-Empty
Enter Extended Leaves within Pay Period Timeframes only (11th of month to 10th of next)
Encourage Staff Use of Favorite Five Substitutes
AM has preferred treatment for staff member’s “Favorite Five” substitutes, including ing them when absences are entered and available to fill
Populate School Preferred Lists
Individual Absences – Reports/Absence/Absentee Report Change Date Range, uncheck Vacancies, select Employee, select Search
Substitute Sign In – List you can print out and have all AM subs sign in for the day. Change Date Range, select Search, then Print
Pay Code Review-Empty and Accounting Code Review-Empty – reports show records that are missing key fields for payroll
Suggested Best Practices

9. Substitute Report Time
Helpful for IAs now using AT
If substitute report time should be different than leave hours entered (most likely with Classified employees), click on the chain-link icon in between “Time” and “Substitute Report Time”
When classified staff enter leave, they should only enter for hours of leave without lunch break. But, substitute needs to work the entire shift
Substitute Report Time

10. Substitute Exclusions
Exclude from Classroom
Teacher must complete Feedback in AM; adds substitute to their Excluded Substitute List
Exclude from School
Administrator must work with HR on a case-by-case basis to exclude from entire school
Anyone that uses a substitute via AM – teachers, IAs and secretaries at this time.
Substitute Exclusions

11. Balances are automatically uploaded daily into AM from Visions
“Enforce Balances” is temporarily suspended until after September payroll runs granting/restoring new Sick, Business Emergency, Professional, and Personal Leaves – be on the look out for accidental overuse when reconciling and work with Supervisor if issues found
Leave Balances

12. Reconciliation Absences/Reconcile (instead of Daily Report)
Absences can only be reconciled after the absence has occurred
If you missed a date, click on the Expand arrow to access previous weeks to reconcile
Accounting Codes – if you know charged somewhere but don’t now code, leave blank with a short NOTE
Reconciliation

13. “No No” Save Anyway Approving as Administrator
Do not use this option if it pops up – contact HR so we can determine why hours aren’t available if you feel they should be
Approving as Administrator
Please do not login with your administrator’s password and approve absences. Most, if not all, absences are available to be filled by a substitute even without administrator approval
Reminder
“No No”

14. AM – QUESTIONS AND ANSWERS

15. Barely New Name, New Look

16. Same Program

17. Applicant Tracking - AT
Information Section Online
Add/Remove Columns, Column Preset
Sorting Applicants
Posting Routed to You
Control Codes for ePARs
Q & A and THANKS
Applicant Tracking - AT

18. AT – Information Sheets
Information Section on the Human Resources Department Page
Bottom of Left Sidebar
NEW NEW NEW
AT – Information Sheets

19. Send Suggestions for Additional Info Sheets
Cheat Sheets for processes that I get called about quite often
Send Suggestions for Additional Info Sheets

20. Add/Remove Columns -Column Presets

21. Sorting Applicants

22. If you need to help with a posting that you would not normally have security to see (typically secretarial postings), principals can request they the posting be “routed” to you. The posting will then have a link under “Folders and Routing” on your dashboard.
Posting Routed to You

23. Controls Codes for ePARs
On Job Posting
On Recommendation to Hire Form
When you do an ePAR, we need you to select the vacant position that is tied to the posting. That position has a “control code” that is listed in both AppliTrack and Visions to tie them together with position control. You can find the code on the bottom of the posting or on the Recommendation to Hire Form. If it is BLANK, call me – I can get behind!
Controls Codes for ePARs

24. AT – QUESTIONS AND ANSWERS
Shawnee Halligan, HRIS Specialist
or ext
Special Thanks to Paul Morrissey at AAA
AT – QUESTIONS AND ANSWERS