PLASP ABSENCE REPORTING SYSTEM (PARS)

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1 PLASP ABSENCE REPORTING SYSTEM (PARS) Full User guide for Relief Resource Staff and ECE Relief Resource Staff

Welcome to PARS This user guide has been to assist you in using this new system. PARS allows PLASP Relief Resource Staff to be notified of placements by phone daily at 6 a.m. This user guide will help you get registered, and will familiarize you with its features.

2 Welcome to PARS This user guide has been to assist you in using this new system. PARS allows PLASP Relief Resource Staff to be notified of placements by phone daily at 6 a.m. This user guide will help you get registered, and will familiarize you with its features. For convenience, a quick reference guide is also available which outlines commonly used features of the system. You can access PARS either online, or by phone. GLOSSARY OF TERMS Because PARS was originally designed for schools, you may find some of the terms used in this guide confusing. Here is a brief glossary of terms you will come across, explained in PLASP language. They will appear in bold throughout the document. TERM Access ID/User ID Classification esolutions SmartFindExpress Job/Assignment PIN Substitute WHAT WE CALL IT AT PLASP PLASP employee number Program, position, shift PLASP Absence Reporting System (PARS) Placement for Relief Staff Password Relief Staff

TABLE OF CONTENTS GETTING STARTED Accessing PARS Registering with PARS Your callback number USING PARS When I am called for work, what do I do? How do I view my placements?

3 TABLE OF CONTENTS GETTING STARTED Accessing PARS Registering with PARS Your callback number USING PARS When I am called for work, what do I do? How do I view my placements? Creating an absence (online) Creating an absence (by phone) Cancel or review absences (by phone) Cancel or review absences (online) Review absence approvals (online only) Review Absence balances (online only) How do I search for jobs? (online only) MANAGE YOUR ACCOUNT SETTINGS By phone Online GETTING HELP HELP! I forgot my PIN! Additional help resources

ACCESSING PARS 1.8.9.7618 https://plasp.eschoolsolutions.

4 ACCESSING PARS Your ACCESS ID / User ID is your employee number Your PIN is the same for both phone and online REGISTERING WITH PARS Before using PARS, you must register and create a PIN. This can only be done via phone. Your PIN will be used for all interactions going forward, and is the same for accessing PARS by phone and online. Call STEP Enter your Access ID (your employee number), followed by the star (*) key. STEP When the system asks for your PIN (password), enter your Access ID again, followed by star (*). You will be asked to create a new PIN. Enter the PIN you want to use, followed by star (*). The PIN must be 6 to 9 numbers in length. STEP 5 You will be asked to record your name. When you have finished recording, press star (*).

YOUR CALLBACK NUMBER You must enter a phone number that you can be readily reached at, in order for PARS to

This is the phone number that PARS will call to assign your relief assignment each morning.

STEP Click on the Substitute role in the top right-hand corner of the screen.

5 YOUR CALLBACK NUMBER You must enter a phone number that you can be readily reached at, in order for PARS to contact you by phone. This is the phone number that PARS will call to assign your relief assignment each morning. Log into PARS at com. STEP Click on the Substitute role in the top right-hand corner of the screen. STEP Under the Profile drop-down menu in the top righthand corner of the screen, select Callback Number. Verify the phone number listed is correct. If it is incorrect, enter your new phone number. Do not enter dashes (-) or spaces when entering a phone number. Leave the Do not call until box blank and click Save. 5

6 WHEN I AM CALLED FOR WORK, WHAT DO I DO? You will be called starting at 6 a.m. Monday to Friday. Make sure you have a pen and paper handy. Enter your Access ID (employee number), then press the star (*) button. Then enter your PIN and press star (*). If you need more time to locate this information, press *, and the system will be placed on hold for two minutes. Do not hang up if you enter this information incorrectly. You will be asked to try again. STEP Press 1 to listen to available jobs (relief placement shift). STEP You will then be informed that a job (relief placement shift) is available. Press 1 to review it, then press 1 again to hear the job s details. Pay close attention. You will now hear the location, program, position, shift and time. There may be additional instructions. Press 1 to accept the job or press to decline the job. STEP 5 After you hear the job number, be sure to write it down. If you need to hear it again, press. This information is also sent to you via to your PLASP . 6

HOW DO I VIEW MY PLACEMENTS? Note: Each week, remember to review your assignment history for the week. Call your area manager if the records are incorrect.

Enter your PIN (same as the one used for phone access) and click Submit. STEP Click on the Substitute role in the top right-hand corner of the screen.

7 HOW DO I VIEW MY PLACEMENTS? Note: Each week, remember to review your assignment history for the week. Call your area manager if the records are incorrect. You are responsible for your own assignment history. In your web browser, go to: Under User ID, enter your employee number. Enter your PIN (same as the one used for phone access) and click Submit. STEP Click on the Substitute role in the top right-hand corner of the screen. STEP On the grey menu bar that runs across the top of the screen, click on Review Assignments. To find a list of your placements, enter a range of dates in the Search From boxes, or leave these boxes blank to review all your placements. You can also find a specific placement by entering the job number. When you are done, click Search. Your placements will be displayed. To view details of a specific placement, click on the job number in the left-hand column of the screen. 7

CREATING AN ABSENCE (ONLINE) When reporting an absence, the preferred option is to access PARS online. Use the phone option as a backup if the PARS website is not accessible.

PART ONE - CREATING THE ABSENCE In your web browser, go to: https://plasp.eschoolsolutions.com. Under User ID, enter your employee number.

8 CREATING AN ABSENCE (ONLINE) When reporting an absence, the preferred option is to access PARS online. Use the phone option as a backup if the PARS website is not accessible. There are two parts to reporting an absence. You must first create the absence, then instruct PARS not to call you for assignments while you are away. PART ONE - CREATING THE ABSENCE In your web browser, go to: Under User ID, enter your employee number. Enter your PIN (same as the one used for phone access) and click Submit. STEP On the top right-hand corner of the screen, click the Employee role. STEP Click Create an Absence on the grey menu bar. Next, select the reason for absence. Please note: some absences require approval with at least two weeks notice. 5 Select no when asked if a Substitute is required. 6 STEP 55 Select the range of dates where your absence will take place using the calendar. Next review the Weekly Schedule chart below. Make sure only the days of the week you will be absent are checked. Ensure the start and end times for yourself are correct and update if necesssary. Additional instructions can be left in the Substitute Instructions box. STEP 66 7 Review the details of your absence. If everything is correct, click Create Absence. A job number will be created. Write down the Job number, it is 7 your absence confirmation. No job number means the absence was not created. Continue to part two on the next page. 8

CREATING AN ABSENCE (ONLINE) (continued) PART TWO - INSTRUCTING PARS NOT TO CALL

of the screen. STEP Under the Schedule pull-down menu, select Unavail dates.

STEP Enter the dates and time of your absence, so PARS knows when not to phone

9 CREATING AN ABSENCE (ONLINE) (continued) PART TWO - INSTRUCTING PARS NOT TO CALL YOU DURING YOUR ABSENCE 1 Click on Substitute role in the top right-hand corner of the screen. STEP Under the Schedule pull-down menu, select Unavail dates. Then click New. STEP Enter the dates and time of your absence, so PARS knows when not to phone you. Next, click Save. If you are locked in for a long-term absence, call the Relief Coordinators at ext. 11. Log out when you are done. 9

CREATING AN ABSENCE (PHONE) If the PARS website is offline, you may contact PARS by phone as a backup when creating an absence. Have a pen and paper handy. Dial 1.8.9.7618.

10 CREATING AN ABSENCE (PHONE) If the PARS website is offline, you may contact PARS by phone as a backup when creating an absence. Have a pen and paper handy. Dial STEP When asked for Access ID, enter your employee number and press star (*). Next, enter your PIN and press (*). STEP Press 1 to enter the system as an employee. Press 1 to create an absence. If you work at more than one location, you will be asked to choose a Location. Next, you must choose a Classification (position, program and shift). Codes will be played for each. Enter the code that applies to you, followed by (*). If your Location or Classification is missing or incorrect, call the Relief Dispatch Team at ext. 11. STEP 5 Press 1 if the absence is for today. Press if the absence is for tomorrow. Press to enter other dates in the future, using MMDD format (i.e. 10 = Dec. 0). STEP 6 The default start and end times for the absence will be played. Press 1 to select these times, or press to enter your own (both 1 and -hour formats are accepted). STEP 7 A list of absence reasons will be played with codes for each. Enter the code that applies to you, then press star (*). Please note: some absences require approval with at least two week s notice. STEP 8 If you wish, you can record instructions for the Substitute (relief staff) by pressing 1. If not, press. When asked if a Substitute is needed, press 1. When asked if you want to specify a Substitute, bypass this by pressing. STEP 9 Press 1 to finalize the absence, or press to review the details before confirming. Write down the Job number that is played. It is your absence confirmation. No Job number means the absence was not created. Next, press 9. CONTINUED ON THE NEXT PAGE 10

CREATING AN ABSENCE (PHONE) (continued) STEP 9 You will now be taken back to the main menu. Press to re-enter PARS as a substitute. 0 Press 5 to review or modify unavailable dates.

11 CREATING AN ABSENCE (PHONE) (continued) STEP 9 You will now be taken back to the main menu. Press to re-enter PARS as a substitute. 0 Press 5 to review or modify unavailable dates. 1 Enter the dates you will be away during your absence. If you will be away for the entire day during the dates you entered, press 1. To enter specific times, press. You will then be prompted to enter the specific times you will be away. Both 1-hour and -hour formats are accepted. Once you are done, press. Press 9 to exit, and hang up when you are done. CANCEL OR REVIEW ABSENCES (PHONE) Dial , then enter your Access ID (employee number) and press star (*). Enter your PIN next, and press (*). Then press 1 to enter the system as an employee. STEP Press to review or cancel an absence. All active Jobs (absences you created) will be played. Instructions will follow on how to cancel a Job. STEP If a cancelled absence has an assigned Substitute (relief staff), please indicate you would like the Substitute notified of the cancellation. Once your absence is canceled, you will hear the system say Job number xxxxx has been cancelled. Do not hang up until you hear this message, otherwise your cancellation may not have been accepted. 11

CANCEL OR REVIEW ABSENCES (ONLINE) Log in at: https://plasp.eschoolsolutions.com.

12 CANCEL OR REVIEW ABSENCES (ONLINE) Log in at: STEP Click on Review Absences. STEP Search for absences you ve created by date range or Job number. A list of your absences will be shown. Click on the Job number you would like to cancel. Click Cancel Job to cancel the absence. STEP 5 Once you are finished, sign out. 1

REVIEW ABSENCE APPROVALS If your absence requires approval, Click the Absence Approval Menu to view the status of your

STEP Click on Absence Approval on the grey menu bar on the top of the screen.

your search. Click Search. The Absence Approval List displays summary information on the absence request.

The log shows the history of actions performed on the request for each level.

13 REVIEW ABSENCE APPROVALS If your absence requires approval, Click the Absence Approval Menu to view the status of your request. This option is available online only. Log in at: STEP Click on Absence Approval on the grey menu bar on the top of the screen. STEP Enter the dates for the search, choose the location of the absence requests, and select the status or statuses for your search. Click Search. The Absence Approval List displays summary information on the absence request. STEP 5 5 Click the Job number link or tab to display the Absence Approval History log for the request. The log shows the history of actions performed on the request for each level. REVIEW ABSENCE BALANCES In your web browser, go to: Under User ID, enter your employee number. Enter your PIN and click Submit. 1 STEP Click on Reason Balances on the grey menu bar on the top of the screen. Your balances will be displayed. 1

choosing placements ahead of time. This can only be done online.

eschoolsolutions.com. Under User ID, enter your employee number.

14 HOW DO I SEARCH FOR JOBS? (ONLINE ONLY) In addition to being notified for Jobs, you also have the option of choosing placements ahead of time. This can only be done online. To review jobs, please see page 7. In your web browser, go to: Under User ID, enter your employee number. Enter your PIN (same as the one used for phone access) and click submit. STEP Click on Available Jobs. STEP Next, enter the range of dates from which you would like to pick available jobs. Click Search. A list of available Jobs will now appear. If a Job interests you, click Details. 5 STEP 5 Click Accept to accept the Job and view its details. Otherwise, click on Return to list to view other Jobs. 1

MANAGE YOUR ACCOUNT By phone Start by calling 1.8.9.7618. Enter your Access ID, followed by star (*). Then enter your PIN, followed by star (*). You will then enter the main menu.

When asked, record the new name of your choosing, followed by star (*). Be sure to speak slowly and clearly. Press 1 to accept this new name, or Press to re-record..) Once you are done, press 9.

.) Your new PIN will be repeated to you. If it is correct, press 1. To re-enter the PIN, press 8. Make sure to write down your PIN! 5.) Once you have your new PIN, press 9 to exit.

15 MANAGE YOUR ACCOUNT By phone Start by calling Enter your Access ID, followed by star (*). Then enter your PIN, followed by star (*). You will then enter the main menu. To change your name (phone only, this cannot be done online) 1.) Press at the main menu. Your name will be played to you..) Press again to change your name. When asked, record the new name of your choosing, followed by star (*). Be sure to speak slowly and clearly. Press 1 to accept this new name, or Press to re-record..) Once you are done, press 9. To change your PIN 1.) Have a pen and paper handy..) Press at the main menu. Then, press 1 to change your PIN..) Enter your new PIN, followed by star (*). Your new PIN must be 6-9 numbers in length..) Your new PIN will be repeated to you. If it is correct, press 1. To re-enter the PIN, press 8. Make sure to write down your PIN! 5.) Once you have your new PIN, press 9 to exit. Online Go to Enter your Access ID and PIN, then click submit. Once you are at the main menu, find the Profile tab on the top righthand corner of the screen. To change your PIN 1 Click Change Password in the pull-down menu. You will be asked to enter your current PIN. Next, you will have to choose a new PIN that is 6-9 numbers in length. Make sure you write down your new PIN! Enter your new PIN in the new box, and then enter it again in the confirm new box. Click save to finish. 1 Do not use the Update feature Messages are sent to your PLASP . If you change your address, you will not receive notifications from PARS. Information This tab displays your current contact information. If this needs to be changed, call the Relief Dispatch Team at ext

GETTING HELP HELP, I FORGOT MY PIN! 1.) Remain calm. Go the PARS website at https://plasp.eschoolsolutions.com. Your PIN can only be changed online.

Enter the security code and press submit..) Check your PLASP email. A temporary PIN will be emailed there. Once you log into PARS, follow the steps on the previous page to set a new PIN.

16 GETTING HELP HELP, I FORGOT MY PIN! 1.) Remain calm. Go the PARS website at Your PIN can only be changed online. On the main login screen, click on Trouble Logging In under the submit button. You will be taken to a new page. Enter your Access ID (employee number). Enter the security code and press submit..) Check your PLASP . A temporary PIN will be ed there. Once you log into PARS, follow the steps on the previous page to set a new PIN. ADDITIONAL HELP RESOURCES If you need further help with using PARS online, click on the Help tab. Here, you will find a variety of how-to videos, and the employee user guide. For commonly-accessed tasks, you can also consult the quick reference guide for staff. 16

Substitute Quick Reference Card For Questions Please Contact, Shaunna Wood: ext. 1205

Substitute Quick Reference Card For Questions Please Contact, Shaunna Wood: 218-336-8700 ext. 1205 System Phone Number: (218) 461-4437 Help Desk Phone Number: (218) 336-8700 ext. 1059 ID PIN System Calling