SMART HR Add the Primary Status to the Binoculars select box display.

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1 SMART HR Bulletin FY December 11, 2017 SMART Version 17.3 Update RDS DISTRICTS If you are a district using the RDS system, the upgrade will be completed for your database starting at 8:00 PM on Wednesday, December 13. You must be off SMART by 8:00 PM. IN-HOUSE DISTRICTS Please contact your Technology person for details. Your district tech person will be receiving notice of this release directly. SMART HR Add the Primary Status to the Binoculars select box display. Payroll Employee Information Employee Information -Addnl o Education tab -Added a scroll bar so end-user can view the Data Changed and Changed By fields. Updated Institution table to get new US schools. Cleaned up schools that have changed names or merged. Reports Paycode Distribution Worklist - Pay Cycle was added as a retrieval argument Payroll Processing Calculate Payroll A LIMIT Value was entered into the tables for ROTH403B% and 'ROTH457%. Payoff Mini Proof by Emp - Emp ID was added as a retrieval argument YTD Reports TSA/Deferred Amts by Payee - Added Roth% codes to the Deduct retrieval argument. Payroll Register-Unique Select Options - Added additional retrievals of Sec Status, Union, and Primary Occup. Page 1 of 6

2 Agency Reporting New window: Search by SSN This window allows you to search for an employee by a specific SSN. Payroll Utilities Data Extraction o Created the ACAConsentCY2017 report o An extract for the EPARS system was added Benefits ACA Administration Paycodes Not Allowed w/pay The select box changed to allow more than one pay code. ACA Form 1094/1095 Reporting ACA Affordability Setup updated information for 2017 o Jan renew plans affordability amount = $95.93 ($11,880 x 9.69% 12) o Any other renew month will use: $95.63 prior to the renew month ($11,880 x 9.66% 12); $97.38 for the renew month-dec. ($12,060 x 9.69% 12) Budgeting Budget-Modify Data Deduction Adjust Deductions (e.g. Flex codes) now appear in the select box of this window, along with Benefit codes, if included during the populate budget process. Paycode Adjust Fixed a problem where values entered in the standard hours (Std Hrs) column were not retained after SAVE. TimeOff Online documentation has been added to this module, click on the Help icon for help on each window or report. TimeOff Processing Process Forfeitted TimeOff-changed retrievals to highlight employees based on selections. Also, added the Show only active employees checkbox to make the list easier to see. TimeOff Activity - File Import - The import screen now allows file imports with notes fields that exceed 100 characters. Page 2 of 6

3 Personnel Online documentation has been added to this module, click on the Help icon for help on each window or report. Injuries and Workers Comp Supervisor s Report of Accident Added asterisks (*) next to required fields. First Report of Injury - Added asterisks (*) next to required fields. Personnel Utilities MN Import License Data The Minnesota Department of Education (MDE) no longer allows licensure extracts through EDRS. They are now providing vendors with a file once a year following the fall submission. Licensure for all districts has been updated with this release. Please review for accuracy. Personnel Education, Training and License Reports Employee License Search, or Teaching License Status. Employee Management Assignments Create Assignments - Multiple Employees If new Paycode rows haven't been built yet for the Contract Year the end-user is prompted with the following pop-up warning box, There are no Assignment Paycode rows setup for 2018 yet. To fix, go to Assignment Setup Assignment Paycode Maintenance window. Reports: Assignment Information Added new columns to include Hours per Day, Days per Year and Hours per Year. FTE Count by Location Added new columns to include Hours per Day, Days per Year and Hours per Year. Assignment Setup Assignment Paycode Maintenance Added a sort button to the Adjustments tab. Emp Mgmt Utilities Assignment Rollup If new Paycode rows haven't been built yet for the Contract Year you are rolling to the end-user is prompted with the following pop-up warning box, There are no Assignment Paycode rows setup for 2018 yet. To fix, go to Assignment Setup Assignment Paycode Maintenance window. System Wide The GL Lookup window has a clear all button added to clear the account code fields at the top when they are pre-populated. Page 3 of 6

4 SMART er Online documentation has been added for Employee Management related items Online documentation has been added for ACA related items Supported web browsers o Firefox - v55 warn that they should upgrade their browser. Support versions o Google Chrome - v58-60 warn that they should upgrade their browser. Support version o IE - warn version 10 Support versions 11, and Edge o Safari- v9.x warn that they should upgrade their browser. Support versions 10.x-11 My Information Payroll Items o Contract Information The sort was changed to sort by date changed descending so the most current contract/assignment is at the top. If two (2) rows have the same date changed the revised versions shows first. o New: Fiscal Benefits Summary This report displays as of today if the Fiscal Year has not ended yet. Page 4 of 6

5 About Me o Employee Information Contact Tab Fixed the Office Ext field to allow 5 characters. o Emp Medical Information This page displays the current medical information row for the employee as of today. It will save versions of the rows changed in SMART HR. If this is not visible to your employees contact Region V to update visibility. o Education Education and Continuing Ed tabs Added a State field which when selected filters by City, then filters on Institution (School) name. This will better assist in finding the college the end-user is looking for. Added red hover text to School field stating If not found in the list, please contact your district office and enter the school name in the Comments field. o Training, Tests and Skills Training tab Added a State field which when selected filters by City, then filters on Institution (School) name. Added red hover text to School field. Responsibilities Emp Assignment Template Added a new Format Example button. Change the sort so most current Contract Year appears first in drop down list box. Note: The sort is based on Start and Stop Dates by contract year, then by Assignment Name. Emp Contract Template Added a new Format Example button. Change the sort so most current Contract Year appears first in drop down list box. Note: The sort is based on Start and Stop Dates by contract year, then by Assignment Name. SRA Added an additional Save button at the bottom of the page to make the window more intuitive to the end-user. Added a time on the front list of incident dates to make it easier to see multiple issues reported for the same date. Other District Forms- District attachments tab o Added the ability to copy a form and only need to update the attachment. o Added the ability to require a digital signature from the employee. Page 5 of 6

6 Change Your Password Please pass this along to all SMART users in your district! Security experts suggest users change their passwords routinely such as every 90 days. It is also highly recommended that strong passwords are used that have a combination of three complexity factors. This includes passwords containing at least eight characters that use uppercase letters, lowercase letters and numbers or specials characters. Each user in SMART is assigned their own password when initially set up by Region V. When logging into SMART for the first time, the user is forced to change that initial password. It is then up to the user to remember and continue to change their password for greater security. We strongly suggest you update your password on a periodic basis for security reasons. To change a password, follow the steps below. 1. On the SMART Systems Login screen, input your password. 2. Before hitting the Enter key or clicking OK, click the Password button. 3. In the field that says Old Password, enter in the password used in Step In the field New Password input your new password. 5. Enter the new password again in Confirm Password. (Note: The password field is case sensitive.) 6. Click OK. If you cannot remember a password you have created for SMART, please let us know. We will not be able to tell you what the old one was, but we can change the password back to the first one we assigned and allow you to change it again. Region V Holidays Monday, December 25 Tuesday, December 26 Monday, January 1 Federal Holidays Monday, December 25 Monday, January 1 Monday January 15 Page 6 of 6