Conversion Letters System Pajaro Valley Unified School District

Transcription

1 Conversion Letters System Pajaro Valley Unified School District Doc rev 1.0

2 TABLE OF CONTENTS Table of Contents... 2 Overview... 3 Running the MAGIC Reports... 4 COR410 Employee Information Detail Report... 4 COR510 Position Control Report... 5 COR610 Employee/Position Report... 6 COR210 Location Table Report... 7 COR255 Work Calendar Report... 8 PYR530 Employee Payroll Earnings Report...9 PYR510 Employee Payroll Earnings Postlist... 9 PYR610 Deductions By Employee Report...9 Downloading and Processing the Reports Using the PVLetters Macro Using the Letter Conversion Tool Loading Employee Information Control Table Maintaining Benefit Mapping Creating the Documents Preparing the Merge Text File Preparing the Contract Merge Documents Page 2

3 OVERVIEW The purpose of the Letters project is to prepare conversion letters for employees of Pajaro Valley USD. The basic information is extracted from reports in the CECC system on the HP, massaged in a Visual Basic application, exported to a text file and merged with a Microsoft Word document which becomes the letters. To use the system you follow these steps: Run MAGIC and/or Payroll reports in CECC. Run a Reflection macro that downloads the files from the HP to Monarch, launches Monarch, opens the reports, applies the models and exports the extract information as text files Run a stand alone Visual Basic program that creates files to be merged with the contract Word document. Print the letter merge documents in Microsoft Word Each of these steps is discussed in detail later in this document. Page 3

4 RUNNING THE MAGIC REPORTS The Employee Information Report Submission Screen COR410 Employee Information Detail Report The COR410 report is submitted just like any other report in the CECC system. To select the report: Select Magic. Select Reports. Select 1, Employee Reports. Select 1, Employee Information Report (COR410). In the Save Rpt Sel as: field type Letter or fill in the submit form as above and save as Letter for future use Press the (outer) Enter key Press F7, to stream the report. Things to remember are that the report should page break by employee name so Monarch is not confused by continuation pages. Also, Print Restricted should be yes so all addresses are available and Print SSN should be yes as this is how the program links the various extracts. Page 4

5 The Position Control Report Submission Screen COR510 Position Control Report The COR510 report is submitted just like any other report in the CECC system. To select the report: Select Magic. Select Reports. Select 2, Positions/Earnings Reports. Select 4, Position Control Report (COR510). In the Save Rpt Sel as: field type Letter or fill in the submit form as above and save as Letter for future use Press the (outer) Enter key Press F7, to stream the report. Remember that the report should page break by Position so Monarch is not confused by continuation pages. Page 5

6 The Employee/Position Report Submission Screen COR610 Employee/Position Report The COR610 report is submitted just like any other report in the CECC system. To select the report: Select Magic. Select Reports. Select 2, Positions/Earnings Reports. Select 1, Employee/Position Report (COR610). In the Save Rpt Sel as: field type Letter or fill in the submit form as above and save as Letter for future use Press the (outer) Enter key Press F7, to stream the report. Things to remember are that the report should page break by employee name so Monarch is not confused by continuation pages. Also, Set All Employee Effective Dates and Include Vacancies to NO; set Include Earnings, Include Accounts and Print SSN to YES. You may select by position or for specific employees depending on what letters you want printed. It is what is selected on the COR610 report that drives what letters will be created. Page 6

7 Location Table Submit COR210 Location Table Report The COR210 report is submitted in a little different way. To select the report: Select Magic. Select Reports. Select 2, Positions/Earnings Reports. Select 9, Table Master Report (COR210). Fill in the Report Title and move down to the Location table and key an X. Press the (outer) Enter key Press F7, to stream the report. Page 7

8 The Work Calendar Report Submission Screen COR255 Work Calendar Report The COR255 report is submitted in a different way. To select the report: Select Magic. Select Reports. Select 2, Positions/Earnings Reports. Select 5, Work Calendar Report (COR255). For the Report Title type something descriptive to identify the report in the print queue Change the Summary, Detail, Both entry to D for Detail Press the (outer) Enter key Press F7, to stream the report. Page 8

9 The Position Control Report Submission Screen PYR530 Employee Payroll Earnings Report The PYR530 report is submitted from New Payroll. To select the report: Select 8,New Payroll System. Select 3, Payroll Reports. Select 2, Employee Payroll Earnings Report (PYR530). In the Save Rpt Sel as: field type Empletters or fill in the submit form as above and save as Empletters for future use Press the (outer) Enter key Press F7, to stream the report. PYR510 Employee Payroll Earnings Postlist The PYR510 report is run as part of Payroll Processing and is used to derive mandatory fringe benefits to appear on the Conversion letters. The print queue (PQ) number for the latest run of this report will be provided to you by COE IT. PYR610 Deductions By Employee Report The PYR610 report is run as part of Payroll Processing and is used to derive permissive fringe benefits to appear on the Conversion letters. The print queue (PQ) number for the latest run of this report will be provided to you by COE IT. Page 9

10 DOWNLOADING AND PROCESSING THE REPORTS After you have successfully run the MAGIC reports go into your Print Queue to identify the file number of the reports. The print queue screen looks like this: The Print Queue Screen in CECC/Reflection Make a note of the numbers in the File column for the reports and the COR report that they go with. Notice that the reports are broken into multiple files of 500 pages each. This is because each employee s information appears on a separate page so Monarch will not be confused by continuation pages. Return to your menu to transfer the files. Using the PVLetters Macro A Reflection macro has been created to simplify the task of transferring the report files to your hard disk and using Monarch to extract the information needed to update the Letters tables. After you have noted the file numbers of the MAGIC reports, return to the Reflection menu. Click the Macro menu option and select the Macros sub-menu option. Page 10

11 Select the Macro Menu Option From the list of available macros click PVLetters and click the Run button or double-click PVLetters. Select the Letters Macro Page 11

12 Instead of running the PVLetters macro from the Macro menu you may just click the Letters tool button if it appears on your Reflection toolbar. A form appears for you to enter the file numbers of the report files.. The Download Reports for Contracts Form Type the file numbers for the report files under the appropriate heading. If information has not changed you do not need to run the report and you may leave those text boxes empty. The macro will not attempt to transfer any files for empty boxes. You will see the Reflection transfer dialog box appear for the report files that you typed. After the files are transferred, the macro launches Monarch, opens the report s model, invokes the proper filter, if necessary, and exports the extracted information as a Comma Separated (.csv) text file. Page 12

13 USING THE LETTER CONVERSION TOOL The Letter Conversion Tool is a Visual Basic program that takes the Monarch exported information and creates the file needed to print the Microsoft Word merge documents for the Conversion Letters. When you launch the program the main form appears. Notice that just below the buttons is a darker blue window displaying the Fiscal Year of the information currently loaded. The Conversion Letters Main Form Loading Employee Information To load the information from MAGIC into the tool s tables click the Load button on the main form and the files you exported from Monarch will be loaded into the Letters tables. Information about the load process is displayed in the yellow window in the center of the form. After the load takes place the Fiscal Year of the just-loaded information appears in the Fiscal Year window just below the buttons. Page 13

14 The Letters Conversion Tool Form after Load Control Table The Control table contains the school years and the year s FICA amount paid cap. Before loading employee information for the new year you should make necessary changes to the Control table. Usually this only needs to be done once a year. To access the Control Table Maintenance form select the File menu option and select the Control File sub-option. The Control Table Maintenance Form Page 14

15 Maintaining Benefit Mapping There are five groups of permissive fringe benefits that appear on the letters: Dental, Life Insurance, Long Term Disability, Medical and Vision. The payroll deduction report (PYR610) shows amounts for the different payroll deduction codes which must be translated into one of these five categories. The Benefit Mapping Table does this translation for you. Select Benefit Mapping from the File menu option on the Letter form to launch the Benefit Mapping Table maintenance form. When the form is launched it displays the first deduction code in the mapping table. Use the buttons at the bottom of the form to navigate through the table. The first button (<<) moves to the first record in the table. The second button (<) moves to the record before the one you are viewing. The third button (>) moves to the next record in the table. The fourth button (>>) moves to the last record in the table. The Maintain the Benefit Mapping Table Form To add a new mapping record to the table do the following: Click the Add button The Deduction Code field is blanked out Type the payroll deduction code. Click one of the Benefit Type radio buttons Click the Update button to physically add the record to the Mapping table. If you do not click Update the information you typed will be discarded You can change the Type for a deduction code by: Scrolling through the table until you find the code you want to change Click one of the Benefit Type radio buttons Click the Update button to physically change the record in the Mapping table. If you do not click Update the status will not be changed. You can delete a deduction code you no longer use by: Scrolling through the table until you find the code you want to change Click Delete button You will be asked if you really want to delete this code; answer Yes to delete it or No to leave it in the Mapping table. Page 15

16 CREATING THE DOCUMENTS After you are satisfied that all information is correct you are ready to create the text file that Microsoft Word uses to prepare the contract. Preparing the Merge Text File To create the extract text file click the Letters button. Contracts will be sorted in sequence by site and employee name. When the data is extracted the form will look similar to this. The Letter Conversion Form After Extracting Contract Records Preparing the Contract Merge Documents At this point you are ready to print the conversion letters. Start Microsoft Word. Select either letter.doc or cover letter.doc from the C:\Letters folder. File Open Menu Click the File menu option and select the Open sub option. Page 16

17 Look In Pull Down Pull down on the Look In pull down by clicking the arrow to the right of the box. Available Drives Select Local Disk (C:) by double-clicking it and select the Letters folder by double-clicking it. Documents and Folders in the Contracts folder Select the Letter.doc merge document by double-clicking it. You may be asked to confirm the data file to use (depends on your version of Microsoft Word and its settings); click the OK button Page 17

18 The Microsoft Word Merge Document On the Microsoft Word merge document select Merge To New Document and save them as your printed letters. This file may be changed in Word before actually printing the letters. Merge to Document button Page 18