IN-HOUSE DISTRICTS Please contact your Technology person for details. Your district tech person will be receiving notice of this release directly.

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1 SMART HR Bulletin FY December 7, 2018 SMART Version 18.3 Update RDS DISTRICTS If you are a district using the RDS system, the upgrade will be completed for your database starting at 4:00 PM on Friday, December 7. Please be sure to save your work and sign out of RDS by 3:55 PM. IN-HOUSE DISTRICTS Please contact your Technology person for details. Your district tech person will be receiving notice of this release directly. New FURTHER Client folder needed A new folder for FUTHER has been added to the SMART Client folder. This needs to be added or you can t create your file. The instructions to update are located on our website under Support Technical Downloads RDS Install Instructions. Then, follow the instructions under Client Folder Download. If you have any problems, please contact us. SMART HR & Finance Recommended resolution for SMART: 1280x800 A SMART Dashboard was released, which will be expanded in future releases. It was designed to help pass user information on to someone else for review or additional work, but in a way that is harder for someone to get into than like an . The SMART Dashboard will appear when a user logs into SMART. If the Dashboard has been closed, it can be opened up again by clicking on the Quick Access tab and Dashboard. Page 1 of 15 Rev 11/26/2018

2 It includes the following features. o Finance Defaults This is the SMART Finance Session Defaults window. It operates the same way as before. o System Notifications These notifications are generated automatically by SMART er or SMART for various items. It will be used to let users know when an item has been routed to their In Tray in SMART Finance. o Messaging This is a secure system-wide user messaging system that can include what window the user is on. The notifications are generated automatically by SMART er and by user accessing SMART. o To Do List The To Do List is a way to keep track of the items that need to be done inside SMART that is convenient. It is customizable to each user and they only see their changes and no one else does. There is a Help Video available to explain how the features of the Dashboard work. Click on the button in the upper right corner named Help Video. Also, there is written documentation that can be obtained by clicking on the Help button at the bottom of the Quick Access tab. Quick Access Search Option A user can type in a part of the title of a window or report desired and it will filter close matches. My Favorites will allow a Group name to use a single apostrophe. Online documentation has been added system-wide. Click on the Help icon to access. SMART HR Payroll Added new retrieval selections to all SMART reports that retrieve using employee ID. o Added an Employee Filter, which opens an Employee Search box. o Added an enhanced sort button 'Sort Employees by' Name or Id radio buttons. o Added Show only active employees checkbox. Page 2 of 15 Rev 11/26/2018

3 o o Clear button remains and clears any data entered into the ID field. The existing Sort, Filter, Clear buttons display on non-emp id retrieval fields. Employee Information Employee Info - o Supp Info tab The union field drop down list-box will only give choices for Active codes. To inactivate a code go to Payroll Setup Setup Validation Codes, Select Union and retrieve. You can then Inactivate any unions not used and save. o Basic Info tab Privacy fields were enhanced to include home phone and cell phone. A serious error was added if Employee type is changed back to EMP if they are setup in Permissions. This person is used in permissions and cannot be changed. A serious error was added if Employee type is changed back to EMP if they are setup in Approvers. This person is in an approval process and cannot be changed. Employee Info-Addnl Added a calculated age field. Page 3 of 15 Rev 11/26/2018

4 Paycheck Data o Added Date Created and Changed By display only fields on the Pay Codes, Deductions, Distribution, Taxes and Ck Delivery tabs. These new fields track the ID and date changed for the last person making a change to a row on any of these tabs. o Paycode Tab The screen was rearranged to make things cleaner and changes were made to Pay Detail. o If you change day/yr must also change hrs/day A new warning error was added if math doesn t work. If Hrs/Day is changed on a contract pay code hooked to a rate table for an employee with a FTE<1, then Day/Yr override field must be entered. Pay Detail added a sort and filter option Reports o Employee Data Sheet - New privacy settings applied. o Employee Envelopes Changed sort to name instead of employee id. Payroll Processing Calculate Payroll The Negative Net Calc warning was changed to a serious error when an employee has no gross pay but LIFETAX is automatically calculated. Payroll Proof Report/Payoff/Payroll Proof Report Added a third column to the Selection box next to Calendar, Seq named Status. Status displays: N. No employees have been calculated for this pay calendar. P. Some, but not all employees have been calculated for this pay calendar. Y. All employees have been calculated for this pay calendar. Page 4 of 15 Rev 11/26/2018

5 Timecard Master/Timecard A new selection field was added to the window named Go to Emp that allows the user to select a saved employee row using the drop-down list box to select by employee ID or by searching on employee name. The row(s) for the employee selected will be highlighted. Print Direct Deposit Notices Added a Sort radio button to sort direct deposit notices alphabetically by employee name. Default sort remains as check location, employee name. Payroll Register - Sort order changed to Fiscal Year, Check Date, Calendar descending Payroll Register Unique Select Options - Sort order changed to Fiscal Year, Check Date, Calendar descending YTD Reports Paycheck and Direct Deposit Register Added a new retrieval argument for employee ID. Totals Register From History - Added the ability to select by Union and Location and an Employee Filter to search for one or multiple employees. 941 and W2 Form 941 and W2 Proof o added a new warning for the IRS rule change for the code MOVENOTAX. o Added employee status and union code to the report. o Removed the SSN may be invalid warning. Page 5 of 15 Rev 11/26/2018

6 General Ledger MN SEDRA Reporting Replaced the MN EDRS Reporting window (report) with this one. Report functionality did not change. Agency Reporting MN New Hire Report Resized the window to open maximized, added scroll bar to the Calendar selections and change Calendar to display 5 calendar lines. MN TRA Report/MN PERA Report The sort order changed to Fiscal Year, Check Date, Calendar descending Vendor Extracts Pre-Tax Deducts o Updated a label from Compliance CPI to Compliance-OMNI o Removed the Blue Cross/Blue Shield and Region 1 extracts o Renamed MII - Select Account extract to Further You will need new client folder to write files here o Added a Payee white box field filter to by payee vendor name to generate an electronic file for the HSA payee selected. If no Payee is entered the report will generate the file for all payee HSA rows. o Windows for the Preview Datafile, VEBA and HSA can be resized to view payee name or user can use the scrollbars to scroll to the right to view payee name. Page 6 of 15 Rev 11/26/2018

7 Payroll Utilities ESS Management Window renamed to SMART er Management for consistency. HR Data Extraction o Added a new W2Consent2018 extract. o Updated the sort to first be by current status on the DATE_LAST_PAID extract. Lane/Step Rollup On save user is prompted with the Save Successful pop-up box that says, "Regen Reserved Words must be run for these changes to take effect." Payroll Setup All windows and reports were changed to display in alphabetical order. Setup Pay Detail Added new functionality to allow current year pay detail rows to be duplicated and moved into the new fiscal year. Setup Rate Tables Included future rates for TRA: o 7/1/ Employer 7.92% Employee 7.50% o 7/1/ Employer 8.13% Employee 7.50% o 7/1/2021 Employer 8.34% Employee 7.50% o 7/1/ Employer 8.55% Employee 7.50% o 7/1/ Employer 8.75% Employee 7.75% Benefits ACA Administration Maintain ACA Info - Multiple Employees Changed the waive and enroll buttons to be consistent and highlight in yellow if used, like the employee notes. ACA Form 1094/1095 Reporting Setup Affordability - Add a warning for missing rate table for 2nd half of NCYR plans. Retiree and COBRA Insurance Generate Tracking Records - Added TOT-DISAB - Total Disability as an event type with the 29-month continuation in parenthesis to match other event types with limits. Print Notices Total Disability prints on the notice and also on the reprinted notice. TimeOff TimeOff Setup TimeOff Plans Employees Changed the report to display bold fields if they are overridden on the TimeOff Processing Maintain Employee TimeOff Plans window. Page 7 of 15 Rev 11/26/2018

8 Personnel Injuries & Workers Comp OSHA Filing 300A enabled the web link icon so that it goes to the OSHA filing site directly. Employee Management Assignments Maintain Assignments-One Employee o Added a new field named Holidays o Changed field label from End Prob Date to Prob/End Date. Maintain Assignments-Multiple Employees o Changed the retrieval to allow all, or select Pay Codes to advance to Adjusted Assignments tab. No longer required to select only one pay code. o The Assignment FTE was added to the Selection tab to assist Districts in filtering parttime versus full-time staff. o Added Pay Code and FTE to the filter box option on the Adjusted Assignments tab, and gray highlight to every other line to make it easier to read. o Shortened the descriptions in the Sort box so a user can easily read sort options while using the sort button. Page 8 of 15 Rev 11/26/2018

9 Maintain Assignments Addl Info Multi Emp o The Assignment FTE and Holiday was added to the selection tab to assist Districts in filtering part-time versus full-time staff. o Added a new field named Holidays Setup Contract/Assignment Data o Added three new radio buttons as a retrieval argument for selecting Probationary Employees Only, Non-Probationary Employees or Both based on the End Prob Date and Prob checkbox entered on the Maintain Assignments One Employee window. o Apply Notes checkbox on the Employee Selection tab was added. If a user adds a note such as 3 weeks paid vacation to the Notes field on the Maintain Assignments window, it will pull into the contract or notice of assignment without having to manually add it each year. o The user must utilize the Check to Show Detail Section Here option while setting up the contract or notice of assignment template in SMART er for the Apply Notes to be printed. o Added a new option to Copy Previous information when doing revisions that brings in the previous contract/assignment data to be updated. Then if only a small thing is wrong, the user will not have to proof everything or retype the text fields for revisions. Page 9 of 15 Rev 11/26/2018

10 o o Do Not Use was added on the Preview Detail tab. If Apply Notes was checked on the Employee Selection tab then this option allows you to unselect an individual note. Added a new field for Holidays Contract/Assignment Signature Tracking o Added a new display only column for Contract Name/Date. Helpful in identifying which contract to hide in SMART er if you do not want it visible to the employee. o Allow the er Available Date to be changed if no one has signed it yet. Applicant Contract Signature Tracking o Information can now be accessed and signed contracts attached after the applicant is hired and assigned an employee id through the transfer process in the New Hire window. Reports Assignment Information-Addl Added Holiday column and Factor 3-5 columns. Assignment Setup Setup Assignment Control Four new check boxes were added for informational purposes to give the district a place to view if the district uses assignments, permissions and routing. A field was added to allow routing to continue into the new fiscal year if assignments have not been built yet. Page 10 of 15 Rev 11/26/2018

11 Emp Mgmt Utilities Assignment Rollup - Added a new field named Holidays New: Assignment vs Pay Detail Inconsistencies Compare the Payroll Module pay detail setup by employee by pay code to the pay detail setup on the Maintain Assignments windows. This report can be run by pay code or wide open to retrieve all pay codes. Only pay codes set to allowed for Emp Mgmt with fields that are 'different' from payroll setup are displayed. These fields include: Hrs/Day, Days/Yr, Lane and Step. New: SMART er Affidavits window to allow users to customize the messages that are displayed in various places in SMART er. Permissions: New: Custom Workflow Notifications New window that holds the settings for pages in SMART er and for a district to decide if they want notifications setup for them. Currently settings are available for SRA, Leave of Absences, and Continuing Ed (Lane Changes). Page 11 of 15 Rev 11/26/2018

12 New: Setup Workflows New window for districts to setup employee(s) to receive notifications for whatever was setup in the Custom Workflow Notification window. Currently settings are available for SRA, Leave of Absences, and Continuing Ed (Lane Changes). Notifications are sent to the SMART dashboard and/or . o For example, if the person responsible for completing the FROI is on vacation and another person is the proxy during this time they can be added and maintained here by the district. Reports SMART er Roles Report Report displays who on staff has access to district information in SMART er in addition to the employee s personal information. SMART HR User Classes Report displays who on staff has access to SMART HR applications, menus, windows and reports. SMART er Added a button seen. to hide the menus, so that if you are working on a smaller screen more is able to be Supported web browsers Firefox v59-61 warn that they should upgrade their browser. Support versions Google Chrome - v66-68 warn that they should upgrade their browser. Support versions IE - v10 and under block Support versions 11, and Edge Safariv10.x warn that they should upgrade their browser. Support versions 11.x-12 Page 12 of 15 Rev 11/26/2018

13 My Information Home o TimeOff balances and Pay stub information are now hidden if a user has a role assigned to them (other than TRANS) so that if they are showing something on SMART er to another staff member their personal information is not displayed. o District Forms tab: Changed logic so if a form should be viewable to a specific group of employees by union code, only employees with that union code assigned can view/sign the form. My Requests o Leave of Absence Request now triggers notifications to the SMART Dashboard, if setup, when the page is saved. Contact your region for setup help. My Information o Payroll Items Pay Stub/Contract Information/YTD Pay/ACA Form 1095/W2/Year to Date Pay/Fiscal Benefits Summary added a Preview button. Preview will display the information on the page. Print will open the pdf in a new browser tab. o Pay Information - Added a Footnote on the SMART er page that says: "Midyear changes may affect your calculations." About Me Education Continuing Ed (Lane Change) now triggers notifications to the SMART Dashboard, if setup, when the page is saved. Contact Region V for setup help. Page 13 of 15 Rev 11/26/2018

14 Responsibilities ACA Filing Page added a reminder if someone does not check the status of their transmitted file. A reminder will go every 36 hours. Supervisor s Report of Accident now triggers notifications to the SMART Dashboard, if setup, when the page is saved. Contact Region V for setup help. Emp Assignment Template and Emp Contract Template o Added three new fields to the Add Code to Text ddlb. Experience in District, Experience Out District and Total Years of Experience. o Added ability to print notes entered on the Maintain Assignments window or the Setup Contract/Assignment Data window Preview Detail tab when creating the notice. o Template can be updated after an assignment has been finalized if no one has signed it. Emp Detail Template o Added ability to change the Font Size for contract and assignment detail o Added holiday field for contracts and assignments Emp Contr/Assign Signature o Changed sort in the Contract Name drop down box to Contract Year, descending, then alpha by Contract Name o Implemented the Hide in er functionality so that it hides a contract or assignment from the supervisor, Board and employee if needed. This is helpful when a reissued contract/assignment is created and the district only wants the most current one visible in SMART er. o Added Location as a dropdown list selection on the Emp Contr/Assign Signature page. o Added option to re-sort a column by clicking on a column header. o Added ability to refresh data when using Name Search by blanking out the Name Search field to refresh the data. Page 14 of 15 Rev 11/26/2018

15 Reports Many reports were updated to include up/down arrows with ability to sort columns. o Report columns can be sorted ascending or descending. o If reports are grouped, by vendor for example, the sort occurs within the vendor group description and will not sort by that field for the entire report. o Grouped Reports include: Emp Education, Emp Licenses by Lic Code, Payment Register, Property Assigned, Purch Ord Detail, Requisition Detail Summ, Seniority Listing, TimeOff Employee Activity, TimeOff Summary by Emp, Vehicle Gas Mileage. Emp Mgmt - Reports Assignment and contract reports: - Updated reports to print Notes if desired. - Updated reports to print Experience in District, Experience Out District and Total Years of Experience. - Updated reports to print the holiday field Property Assigned - Added employee counts at the bottom of the report and bolded the employee headings. Property Issued by Type - Added employee counts at the bottom of the report. Other Setup Emp Activity o District Forms: Added a message if a form is too big to be attached: File size is too big. Please choose a smaller file to attach. View er Emp Activity Added a Preview Employees button. Preview will display the list of employees on the page. Print Employees button will open the pdf in a new browser tab. New page: Emp Notification Messages Ability for district to personalize the notification messages sent by SMART er. For example, a Notification to Sign employee contracts and assignments can be sent when they are available to employees in SMART er. This feature allows the district to edit the message sent to employees. Page 15 of 15 Rev 11/26/2018