Update Experience USER GUIDE. NextGen. Contact Us. NextGen Update Experience User Guide. E: P: F:

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1 NextGen Update Experience USER GUIDE Contact Us E: P: F: Harris School Solutions Update Experience User Guide Page 1 esupport:

2 Increasing Experience Data Updated October 2016 NOTE: This does not increase Salary Schedule Steps or salaries on an employee. This menu item is used for updating This System and Other Support Experience types for LEAPS purposes. Go to Human Resources Folder HR Maintenance Update Experience Harris School Solutions Update Experience User Guide Page 2

3 Review Experience Records before Updating The Skip Personnel Hired After date is the cutoff for updating experience data. This date varies between sites. Be aware that any person hired after this date, will not receive an experience increase. The system is using the ORIGINAL HIRE DATE from the Personnel Data screen of employee maintenance. Select the Personnel Status Codes you want to increase experience. The transaction will look at the Person Status on the Personnel Data screen of employee maintenance. By selecting Report Only, you will receive a crystal report with selected employees for you to review. IT WILL NOT INCREASE EXPERIENCE. The default for this field is CHECKED. Update Retirement Credit option is only available during the UPDATE procedure, when Report Only is NOT checked. Insert New Experience Types when this field is checked, the crystal report will list those employees that do not presently have an Experience record but will have one set up during the Update mode. Mask SSN on Report allows user to have the Social Security print with xxx-xx-xxxx Subtract Experience will allow user to subtract 12 months from the Experience record. Used when user accidentally updates Experience records more than once. EXPERIENCE TYPE CODES Certified and Support type codes will both be checked. It is recommended that each code is updated separately. Press Enter (F1) to produce a report. Harris School Solutions Update Experience User Guide Page 3

4 A List View of Exceptions will display. This list view will list exceptions for the following reasons: Insert: Experience Record This employee will have an experience record added with a full 12 months Warnings: Months to Update = 0 Contract Days/Standard Contract Days = 0 Months to Update Will Be Prorated - Contract Days does not equal Standard Contract Days Errors: Missing Certified Code Certified code is missing from the Employee s Personnel Data form of Employee Maintenance Crystal Report The Cert Flag Missing! error will print on the Crystal report that is generated during this transaction when in Report Only mode Warnings will not print on the Crystal report An Insert message will print on the report when an employee is missing an experience record. The system will set up an experience record automatically with 12 months/1 year during the UPDATE run of the transaction. The experience record type depends on the Certified code on the Personnel Data screen. Harris School Solutions Update Experience User Guide Page 4

5 Review & Correct Warnings/Errors Experience Data and Personnel Data - Employee Maintenance Warning Months to Update = 0 - Contract Days/Standard Days = 0 An employee having an experience record with zero contract days may or may not be incorrect. Ex: if an employee was previously a Certified employee but is now a Support employee, the previous SYS record will still be reported to the state but will not be increased by 12 months every year. Therefore the Contract/Standard Contract Days should be zero. This is just a warning and doesn t necessarily mean something has to be done to the Experience record. Warning Months to Update Will Be Prorated - Contract Days does not Equal Standard Contract Days. NextGen provides a way to prorate the experience given to an employee who works less than the standard contract days. Examples: Employee is hired mid-year or employee leaves before the end of the scholastic year or employee takes a leave of absence during the scholastic year; the number of months an employee is updated can be prorated. Harris School Solutions Update Experience User Guide Page 5

6 Error Missing Certified Code Certified Code is missing from Employee s Personnel Data form When the certified code is missing from this field on the Personnel Data screen, the transaction will NOT run in UPDATE mode. Insert: Experience Record An Experience record will be automatically added with 1 year during the UPDATE run of the transaction. The experience record type depends on the Certified code on the Personnel Data screen. If the certified code of the Employee s Primary Job s employee type is not the same as the certified code on the Personnel Data form, an Experience record WILL NOT be inserted. Harris School Solutions Update Experience User Guide Page 6

7 Update Experience NextGen Update Experience User Guide Enter the Skip Personnel Hired After cutoff date and the status codes to update. Deselect the Report Only selection. This will open up the options for retirement credit. The Insert New Experience Types should also be checked in this Update mode. When running the transaction in the Update mode, months will be added to the employee s Experience Record. If your site tracks Retirement Credit, select Update Retirement Credit. The Retirement Years field on the Personnel Data screen of employee maintenance will increase by one year. Select the Insert New Experience Types to update those employees who do not have any experience currently on their experience screen. A SYS or OTH experience record will be set up based on the Certified Code loaded on the Personnel Data screen These new experience records will be given 12 months The OTH and SYS types should be selected under experience types. The Other Experience is for experience earned by a non-certified/support employee and the This System Experience is for those employees who are certified. The selection of these experience types can be done at the same time or individually. We recommend that the user Updates each experience type separately. Harris School Solutions Update Experience User Guide Page 7

8 All other experience types are irrelevant for LEAPS reporting and can be tracked manually on the Experience Data form of employee maintenance. Press enter (F1) and the system will begin updating/inserting experience records. Depending on the size of your school system, this may take a few minutes. When running this transaction as an UPDATE; if there is an Error: Missing Certified Code, user will receive Critical error message and the Update option will not continue processing. If during UPDATE there are no Critical error messages, but there are Warning messages, the system will display the following prompt: Harris School Solutions Update Experience User Guide Page 8

9 The user will need to decide if the Warning messages can be disregarded and continue the UPDATE process by answering the prompt YES. Report Once the system is through updating and inserting, it will produce a report. This report will show all employees and their UPDATED experience. Note: All employees will show on the report. However, only those that were hired before the cutoff date have had their experience increased. Harris School Solutions Update Experience User Guide Page 9

10 Subtract Experience If the Update Experience transaction has accidentally been run more than once in Update mode for a particular year, the software allows the user to SUBTRACT experience. User MUST answer the following fields EXACTLY the same as when the transaction was run as an Update. Skip Personnel Hired After Personnel Status Codes Experience Types This transaction should be run first in Report Only mode for user review. Press Enter (F1) to produce a report. The following prompt will display when Subtract Experience is checked whether the field Report Only is checked or unchecked: Harris School Solutions Update Experience User Guide Page 10

11 Once this prompt is answered the Crystal report will display. Below is an example of the report in PREVIEW mode. The user should review before running it as an Update. After user has reviewed the experience records that will have 12 months subtracted, the transaction should then be run in Update mode, by deselecting the Report Only field. The following will display when Report Only is unchecked. This prompt wants the user to be absolutely sure that experience records are to have 12 months of experience subtracted. Harris School Solutions Update Experience User Guide Page 11

12 Once this prompt is answered the Crystal report will display. Below is an example of the report in UPDATE mode. Harris School Solutions Update Experience User Guide Page 12