Custodial Payroll System [CPS] Extended Use User Guide for CFN

Custodial Payroll System [CPS] Extended Use User Guide for CFN October 2010 Page 1

Contents CPS Extended Use Login Screen... 3 Homepage... 3 Permit Create... 5 Organization Information: General Applicant Information... 6 Organization Information: General Permit Information... 7 Permit Details:... 8 Additional Notes:... 11 Permit Adjust... 11 Permit Cost Calculator... 12 Advanced Search... 15 Permit Status... 15 Permit Inquiry... 17 Space Sheet Inquiry... 19 Scheduled Activity Inquiry... 20 Permit Browse Inquiry... 21 Permit Cost Inquiry... 23 Cash Receipt Inquiry... 24 Expenditure Inquiry... 25 October 2010 Page 2

CPS Extended Use Login Screen Enter your RACF ID and click Login Homepage NEWS: Located on the bottom of the Welcome logo. Check this section for any CPS news. User Type: Located on the top right next to Logout October 2010 Page 3

Recently accessed permits: In the middle, you ll see the recent Permits that your User ID last accessed. Clicking on the Permit # will also directly bring you in to the permit for inquiry or adjustment. Borough officers will also see recently accessed space sheets and no permit space sheets. Permits Awaiting Approval: These are the numbers of permits awaiting approvals by your default Network Location Code. So depending on your User type, the numbers will vary. However you can still access other permits if they are in your cluster. CFN Menu: CFN s have the same menu as a School User but CFN s can create/adjust permits for all locations in their network and cluster. Permit Adjust: Enter the permit # and click on the magnifying glass to retrieve into the permit for adjustment. Advanced Search: This will bring you to the Inquiry page. October 2010 Page 4

Permit Create To create a new permit, click on Permit Create under the CPS Options Menu: This will bring you to the new permit screen: Enter the following required fields (All required fields are marked with *): October 2010 Page 5

Organization Information: General Applicant Information 1.) Activity: Select the School option for School Permit or Other for Outside Organization Permit. Afterward, School option will be open. Note: For permits being requested by other Schools, please select Other in activity. This will be treated like a CBO permit. Example: School A is requesting to use space in School B. School B will select Others in activity when creating the permit. 2.) School: School dropdown is based on the list of Schools designated under a specific network: After the School location is selected, it will auto populate the School Information: The auto populated information can still be manually changed if needed Phone # and Authorized Representative information will have to be entered Note: Either Email or Fax has to be entered for notification purpose October 2010 Page 6

Organization Information: General Permit Information 1.) Permit Period: Enter the start and end date of the permit 2.) Description of Activities to be conducted 3.) Name of Activity Supervisor 4.) Anticipated Attendance Maximum 999 5.) Nature of Event Liability Insurance: Certain Events will require Liability Insurance; it will auto check the Liability Insurance option if those events are selected. Special Requests: This will open a list of special request available such as Sale of Goods, Donations, Admission Fee, Swimming Pool, etc. There are certain special requests, such as Swimming Pool, that request Liability Insurance. You MUST select Liability Insurance if you select the requests that require liability insurance. After the Organization Information is complete, click on the Submit button This will bring you to the Permit Details page [2 nd tab] October 2010 Page 7

Permit Details: School Building Information is auto populated based on the School that was selected under the Organization Information tab. Youth Activity and Office of school food use only? option can be selected if applicable. Click on the Add button to create a permit line item, this will open a pop up screen: October 2010 Page 8

Date From and Date To: By Default the start and end date from the permit line item is the start and end date entered as the Permit Period under the Organization Information tab and can be change if necessary. Select Holiday: Check the Select Holiday box and use the ctrl key to select or de-select individual holiday. Unless the Holiday is explicitly selected, the assumption is the activity will not be used for the Holidays. Time From and Time To: This is the time that you are requesting for the space and services. Please make sure there are no overlapping times from other permit line item(s) within the same permit number. Days of the Week: Select the day(s) that is requested for the permit. Space Usage: List of space available for permit, select the one s that s needed. There is a limit of how many space a permit is allowed. Special Services: List of services available for permit, select the one s that s needed. School Safety: If School Safety is required for this permit, enter the # of School Safety Agent (SSA) and the start and end time that is necessary in the Requested section. School Users, CFN s, and Borough Office personnel can only enter the School Safety in the requested section (left hand side). Only School Safety and Borough Command can change/approve the School October 2010 Page 9

Safety request. If outside personnel will be used for School Safety, select Alternative School Safety but this must be approved by the School Principal. School Safety Type: Select the School Safety Agent (SSA) type and enter the number of School Safety agents that s being requested for this permit. SSA Time From and Time To: Enter the School Safety Agent(s) requested time. Earliest time allowed is two hours before the start time of the permit. Latest time allowed is two hours after the end time of the permit. For example, if the permit start and end time is 6PM 8PM, the maximum allowed School Safety time is 4PM 10PM. A Permit can have School Safety request without any Space and Service selected. Comments: This is for the School Safety Comments and is only optional for School Permits and is required for CBO Permits. Fill out the information and click the Save button and the pop-up will close and bring you back to the Permit Details page if there are no errors. Options: You can edit or delete the line item if necessary To add another line item, click on the Add button and enter the permit item details again. Once a line item has been entered, you can view the Total Permit Cost (above the Permit Details Tab). You can also only view the Total Permit Cost in the Advanced Search. Click on the Submit button when you are finish adding the Permit Line Items to send the permit to the Borough Office for approval. October 2010 Page 10

Additional Notes: 1.) School & Outside Organization [CBO] Permit: Need to be approved by School Principal/Approver before it goes to the Borough Office for approval. 2.) School & Outside Organization [CBO] Permit: Accounting information can be entered by Borough Officer 3.) School Safety Office will only see the permit after it has been fully completed and approved by Borough Officer with the accounting information. 4.) Permit can be printed by clicking on the Print Permit icon: 5.) Resend email can only be done after the permit is submitted. Resend function will be useful for CBO Permit where outside organization might have accidently misplace/lost the email for Permit Payment Permit Adjust There are several places in the application that will directly link you to a permit such as in the Homepage in the Recent Permits section, in multiple pages in the Advanced Search options, or you can directly enter the permit in the Homepage and click on the magnifying glass: On the top, it will indicate the permit # and the type of permit: School or Other [Outside Organization] Permit Organization and Details information can be change if necessary. After the change is complete, user will have to click Submit for it to take effect. Making a change on an approved permit will require the permit to be re-sent for approval. October 2010 Page 11

Permit Cost Calculator School users can use this application to do an estimated permit cost based on entered data, such as days of week, dates, time and permit details. The Permit Cost Calculator option is under the CPS Options Menu: It will bring you to this page: 1.) Rate: You have the option to do a cost calculation either under the Old Rate Structure or New Rate Structure 2.) Permit From: Enter the Start and End Date of the Permit 3.) Boro/School: Enter the location of the School expected to apply the permit 4.) Office of School Food Use Only and Youth Activity: Check the box if applicable 5.) Click on Add Permit Detail button to add the expected space, service, and School Safety for the permit. The Permit Detail page will open up: October 2010 Page 12

Complete the Permit Details and click Save 6.) The line item is now entered, you can add additional line item if necessary. October 2010 Page 13

7.) Click on the Calculate button to process the cost of the permit. Permit Cost will be on the top: 8.) Click on the cost for the Permit Cost Summary: Security Cost is not included in the total permit cost for School permits. Total Cost for School Permit = Setup and Cleaning Cost Total Cost for CBO Permit = Setup and Cleaning Cost + Security Cost 9.) For additional information, user can click on the Detail # for further cost break down for day to day charges. October 2010 Page 14

Advanced Search Advanced Search is where all the inquiries can be found. Most options are still from the original design and the functionalities have not changed much. Permit Status The Permit Status is very similar to Unprocessed Permits (not available for CFN) page except it contains all the permit status for both Unprocessed and Processed permits. In addition to the two sections, one for School Based Permits and the other one for Outside Organization Permits; the Permit Balance is added in the Permit Status page. Permits displayed are determined by the user type: October 2010 Page 15

School Data Entry & School Principal/Approver: Search Permit Status and Balances based on their School CFN: Search Permit Status and Balances based on the Schools listed under their cluster level Borough Office: Search Permits Status and Balances based on School under their Borough Filtering Options: District Optional Fiscal Year Required Organization Optional School Optional and only applicable for Borough Office User Site by Schools within Network Some School may contain multiple sites that can be narrowed down. For CFN user, this will contain the list of Schools under their network. Select the ALL option to search for all permits under their network location. Site by Schools within Cluster In addition to searching for all permits by your network location, CFN also have access to search for any locations under their cluster. For cluster access, select Schools within Cluster in Site and enter the cluster location: October 2010 Page 16

First Activity Start Date Before: All permits displayed started or will start on or before the date you entered if you do enter a date. When ready, click on the Retrieve button to generate the list of unprocessed permit(s). Columns such as Schools, Districts, Location, etc that are underlined are all sortable. Note: The same rules apply to the Outside Organization Permits and Permit Balance section. Permit Inquiry The permit inquiry will perform a search by permit number. The search results will include the organization information, permit details, and a cost summary. Enter the Permit Number and click the Retrieve button. The current Permit Header and Permit Details will be displayed. October 2010 Page 17

Click on the Permit Header History to view the header history of this permit. Click on the Permit Detail History to view the detail history of this permit. October 2010 Page 18

Space Sheet Inquiry The Space Sheet inquiry will perform a search by permit number and Pay End Date. Enter the Permit Number (hit the tab key on your keyboard) to display the list of available Pay End Date and click on the Retrieve button. It will display the space sheet that was entered for this permit and period. October 2010 Page 19

Scheduled Activity Inquiry The Scheduled Activity Inquiry will provide a listing of all scheduled activities for an individual school within the designated date range. The search result will include the permit number of the scheduled activities, which can be clicked to view the permit information. Enter the Boro/School ID Enter the Start and End Date of the search criteria and click on the Retrieve button. You can only search for up to a maximum of 31 days. October 2010 Page 20

Permit Browse Inquiry The Permit Browse Inquiry will allow you to search for permit details by Boro/School, Organization Name, or Fiscal Year. The search results will then allow you to inquire or edit any of the listed permits. Enter the Boro/School number (Required) Enter the Organization Name. (Optional) Enter the Fiscal year (Required) and click on the Retrieve button. Permit Inquiry can be accessed through the Inquire button October 2010 Page 21

Actual Permit can be accessed by clicking on the Permit # October 2010 Page 22

Permit Cost Inquiry The Permit Cost Inquiry will provide a cost summary for a selected permit: Enter the permit number and click on the Retrieve button. You will view the cost break down for each detail line by clicking on the Detail # October 2010 Page 23

Cash Receipt Inquiry The Cash Receipt Inquiry will provide the Cash Receipt information for a selected permit: Enter the permit number and click on the Retrieve button. User can also print out the Cash Receipt October 2010 Page 24

Expenditure Inquiry The expenditure inquiry can be used to view the allocated budget and balance to date for the particular Fiscal Year and Location: Enter the Fiscal year Select the Location Code and click on the Retrieve button School Principal/Approver Access to their own School CFN Access to the Schools is in their own Network Borough Officer Access to the Schools in their own Borough October 2010 Page 25