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SubFinder and Employees v5.6 v4.4 v4.4

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SubFinder and Employees v5.6 v4.4 v4.4

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    1. 9/9/2012 HR - Office of Temporary Services SubFinder and Employees v5.6 v4.4 v4.4 Welcome to DPS SAMS/SubFinder Training. I am (name) from the Substitute and Absence Management Office (SAMS) Office. This office is responsible for maintaining the system. We are not a call center, rather, we monitor what is happening in SAMS. Among many other things, we can see how many times you call in to SubFinder. We also provide support for substitute deployment. Use your own introduction style here…. This session should last approximately 2.0 hours. The restrooms are located__________.Welcome to DPS SAMS/SubFinder Training. I am (name) from the Substitute and Absence Management Office (SAMS) Office. This office is responsible for maintaining the system. We are not a call center, rather, we monitor what is happening in SAMS. Among many other things, we can see how many times you call in to SubFinder. We also provide support for substitute deployment. Use your own introduction style here…. This session should last approximately 2.0 hours. The restrooms are located__________.

    2. 9/9/2012 SubFinder Employee Training Agenda System Overview Benefits to Employees Job Numbers Employee Registration Main Menu Questions and Answers Points to Remember Quiz Today, we are offering training on a system that DPS has been using July 15h called the Substitute & Absence Management System (SAMS)/SubFinder for all SCB, Annex and Fisher Building staff for reporting absences only as of course, these employees do not require substitutes. The Chadsey Constellation will go live with the full SAMS functionality November 16th. So what we are going to do today is (read the agenda). Today, we are offering training on a system that DPS has been using July 15h called the Substitute & Absence Management System (SAMS)/SubFinder for all SCB, Annex and Fisher Building staff for reporting absences only as of course, these employees do not require substitutes. The Chadsey Constellation will go live with the full SAMS functionality November 16th. So what we are going to do today is (read the agenda).

    3. 9/9/2012 What is SubFinder? Interactive Voice Response System Employees & Administrators report absences via touch-tone phones. Automated Substitute deployment Interactive Voice Response technology isn’t new. You have probably used it thousands of times—when you call many companies these days, phone, electric, banks, etc, you hear a voice giving you different menu options. SubFinder uses IVR in the same fashion, talking you through the process to report your absences. You can always press a button to return to the main menu if you get distracted or didn’t hear the instructions. You know you are successful with your call when you get a JOB NUMBER at the end of your call. You will learn about JOB NUMBERS in a moment, when we walk through the phone system. Think of SAMS/SubFinder as the best secretary or office manager that you can possibly imagine. It manages absences--thousands and thousands of them, arranges substitutes—thousands of them, and generates reports to help DPS monitor and manage both! This system does not REPLACE the manual process that currently takes place. Eventually, this is possible---it is a “phased-in” process. Manual processes will slowly be replaced by this automated functionality. Interactive Voice Response technology isn’t new. You have probably used it thousands of times—when you call many companies these days, phone, electric, banks, etc, you hear a voice giving you different menu options. SubFinder uses IVR in the same fashion, talking you through the process to report your absences. You can always press a button to return to the main menu if you get distracted or didn’t hear the instructions. You know you are successful with your call when you get a JOB NUMBER at the end of your call. You will learn about JOB NUMBERS in a moment, when we walk through the phone system. Think of SAMS/SubFinder as the best secretary or office manager that you can possibly imagine. It manages absences--thousands and thousands of them, arranges substitutes—thousands of them, and generates reports to help DPS monitor and manage both! This system does not REPLACE the manual process that currently takes place. Eventually, this is possible---it is a “phased-in” process. Manual processes will slowly be replaced by this automated functionality.

    4. 9/9/2012 What is IVR? SubFinder uses Interactive Voice Response (IVR) technology to prompt you through your call each step in an orderly manner—when employees call in an absence or when the system is used to arrange a substitute to fill those absences. Interactive Voice Response technology isn’t new. You have probably used it thousands of times—when you call many companies these days, phone, electric, banks, etc, you hear a voice giving you different menu options. SubFinder uses IVR in the same fashion, talking you through each step to report your absences. You can always press a button to return to the main menu if you get distracted or didn’t hear the instructions. You know you are successful with your call when you get a JOB NUMBER at the end of your call. You will learn about JOB NUMBERS in a moment, when we walk through the phone system. Interactive Voice Response technology isn’t new. You have probably used it thousands of times—when you call many companies these days, phone, electric, banks, etc, you hear a voice giving you different menu options. SubFinder uses IVR in the same fashion, talking you through each step to report your absences. You can always press a button to return to the main menu if you get distracted or didn’t hear the instructions. You know you are successful with your call when you get a JOB NUMBER at the end of your call. You will learn about JOB NUMBERS in a moment, when we walk through the phone system.

    5. 9/9/2012 How does it Benefit You? Absences can be reported 23 hours a day, 365 days a year, plus holidays. Absences can and should be reported in advance. SubFinder is always on! Holidays, you name it. You can call it anytime except 2:30 am—3:30 am when the system will be down for nightly maintenance is being run. I will remind you of that later, also. SubFinder is always on! Holidays, you name it. You can call it anytime except 2:30 am—3:30 am when the system will be down for nightly maintenance is being run. I will remind you of that later, also.

    6. 9/9/2012 How do you create absences? We will use a touch-tone phone to call in our absence to SubFinder, rather than our Site Administrator, Office Manager, or Secretary doing this. (Questions regarding Time Rosters will more than likely come up at some point.) Yes, the roster system will still be utilized for now. The person who handles the rosters will compare the roster with an absence report that is generated by SubFinder. We will use a touch-tone phone to call in our absence to SubFinder, rather than our Site Administrator, Office Manager, or Secretary doing this. (Questions regarding Time Rosters will more than likely come up at some point.) Yes, the roster system will still be utilized for now. The person who handles the rosters will compare the roster with an absence report that is generated by SubFinder.

    7. 9/9/2012 Job Numbers Each absence successfully reported is assigned a job number. Absence reports use job numbers for reference. Jobs must be accessed by job number for review and/or cancellation MAKE SURE YOU MAKE NOTE OF YOUR JOB NUMBER

    8. 9/9/2012 Getting Employee Data SubFinder will eventually interface with to PeopleSoft Time & Labor so that your leave time is accounted for correctly & automatically. PeopleSoft HR will update SubFinder nightly with employee data information changes. SAMS/SubFinder will eventually be interfacing with PeopleSoft. PeopleSoft HR will update personal information in SubFinder nightly. PS leave balance will update SubFinder BI-Weekly and eventually will provide balance information to Administrators via WebConnect, a web-based view of SubFinder.SAMS/SubFinder will eventually be interfacing with PeopleSoft. PeopleSoft HR will update personal information in SubFinder nightly. PS leave balance will update SubFinder BI-Weekly and eventually will provide balance information to Administrators via WebConnect, a web-based view of SubFinder.

    9. 9/9/2012 Who will be using SAMS/SubFinder? As of January 11, 2003 SCB employees(48 & 52 week) SCB Annex & Fisher Building Chadsey Constellation Langston Hughes Academy All Schools— February 2003 thru May 2003 Read the slide.Read the slide.

    10. 9/9/2012 What do you need to know to use SubFinder? Use only a touch-tone phone Call 313.556.0800 Know your Employee ID & PIN # Keep your Instructions handy Register, by calling in, before you can report an absence Follow your Principal’s guidelines for requesting leave time What do employees need to know? To use a touch-tone phone. To call 1.866.377.7267 (1.866.DPS.SAMS). On July 8th, SubFinder should ask for both your Employee ID and your PIN # (Personal Identification Number). To keep the Employee Instructions handy. You must REGISTER before using the system to report an absence! (have the above ready, when you call to register) You must request time off according to your Department’s guidelines, as normal. When your request is approved, call the system to report your absences. You can call up to 30 days in advance, if you want.What do employees need to know? To use a touch-tone phone. To call 1.866.377.7267 (1.866.DPS.SAMS). On July 8th, SubFinder should ask for both your Employee ID and your PIN # (Personal Identification Number). To keep the Employee Instructions handy. You must REGISTER before using the system to report an absence! (have the above ready, when you call to register) You must request time off according to your Department’s guidelines, as normal. When your request is approved, call the system to report your absences. You can call up to 30 days in advance, if you want.

    11. 9/9/2012 Process Overview The process begins when an employee or site administrator reports an absence. SAMS/SubFinder creates a job from that absence and asks if a substitute is required. If the answer is yes, then SAMS/SubFinder begins searching for a qualified substitute. After locating a substitute, SAMS/SubFinder calls the substitute and provides details about the job (where, replacing whom, the hours and special instructions and/or site directions if provided). In this example, we assumed the first substitute called is also ill and therefore declines the job. SAMS/SubFinder then searches again and contacts another substitute. This substitute happily accepts the job and is provided all of the job details by SAMS/SubFinder. SAMS/SubFinder receives updated employee data from PeopleSoft and eventually will provide exception time data to PeopleSoft Time and Labor for timesheet processing.The process begins when an employee or site administrator reports an absence. SAMS/SubFinder creates a job from that absence and asks if a substitute is required. If the answer is yes, then SAMS/SubFinder begins searching for a qualified substitute. After locating a substitute, SAMS/SubFinder calls the substitute and provides details about the job (where, replacing whom, the hours and special instructions and/or site directions if provided). In this example, we assumed the first substitute called is also ill and therefore declines the job. SAMS/SubFinder then searches again and contacts another substitute. This substitute happily accepts the job and is provided all of the job details by SAMS/SubFinder. SAMS/SubFinder receives updated employee data from PeopleSoft and eventually will provide exception time data to PeopleSoft Time and Labor for timesheet processing.

    12. 9/9/2012 When will you use SAMS? Beginning January 11, 2003 23 hours a day, 7 days a week Exception: 2:30 am—3:30 am nightly during interface, system will not be available Beginning November 16, when you need to be absent, for illness, vacation, personal days, etc, you must use SAMS/SubFinder. You may call in up to 30 days in advance, so feel free, as long as you have gained approval for the absence (other than unexpected illness, emergencies, of course). In fact, REPORT YOUR ABSENCES AS EARLY AS POSSIBLE. If you are reporting at the last minute, you must do so at least 1 hour before the scheduled start time. If you try to report within 1 hour of the scheduled start time, you will be instructed by SubFinder to call your administrator. We will cover these guidelines in a moment, during phone training. As mentioned before, the system may not be available to you from 1am—3am nightly for system maintenance. Beginning November 16, when you need to be absent, for illness, vacation, personal days, etc, you must use SAMS/SubFinder. You may call in up to 30 days in advance, so feel free, as long as you have gained approval for the absence (other than unexpected illness, emergencies, of course). In fact, REPORT YOUR ABSENCES AS EARLY AS POSSIBLE. If you are reporting at the last minute, you must do so at least 1 hour before the scheduled start time. If you try to report within 1 hour of the scheduled start time, you will be instructed by SubFinder to call your administrator. We will cover these guidelines in a moment, during phone training. As mentioned before, the system may not be available to you from 1am—3am nightly for system maintenance.

    13. 9/9/2012 Where can you use SAMS? Anywhere you have access to a touch-tone phone. Including cell phones! No computer needed, just a touch-tone phone. As stated before Administrators are also able to access SAMS through another function called “Web Connect” . Remember that there are times when cell phone service “cuts out.” Just like when you are talking to someone about something so important, and have to say, “I’m losing you…..static static...hello? I can’t hear you….” Well, it could happen when you are calling in to SubFinder, also. As you will learn shortly, if you don’t get the JOB NUMBER, the absence probably didn’t record. We will show you how to call in to review your absences during phone training. No computer needed, just a touch-tone phone. As stated before Administrators are also able to access SAMS through another function called “Web Connect” . Remember that there are times when cell phone service “cuts out.” Just like when you are talking to someone about something so important, and have to say, “I’m losing you…..static static...hello? I can’t hear you….” Well, it could happen when you are calling in to SubFinder, also. As you will learn shortly, if you don’t get the JOB NUMBER, the absence probably didn’t record. We will show you how to call in to review your absences during phone training.

    14. 9/9/2012 HR - Office of Temporary Services How do you use SubFinder? Let’s Find Out! Are there any general questions about the SubFinder before we move on to using the system?Are there any general questions about the SubFinder before we move on to using the system?

    15. 9/9/2012 Employee Registration The first time you access SubFinder, you will use your Employee ID and the PIN number that we provide. When you register you will record your name and change your PIN to a number of your choice. Your PIN must be no less than 7 numbers and no more than 9. If someone else has the same PIN number by some chance, SubFinder will ask you to enter a different one. You must register prior to reporting your first absence. In order for you to call in to report your absence, you must register first. Please find your handout titled, Employee Voice Registration. We will go through these steps now. Once you have recorded your name and accepted it, SAMS/SubFinder will play your Main Menu. Please choose option 4 - To Review Personal Information. You will hear your payroll location, work start and end times, primary SubFinder position, PS Employee ID Number, and recorded name. If your location or schedule information is incorrect, contact the Help Desk at 313-494-1234. For further information, please refer to your Employee Instructions Foldout. In order for you to call in to report your absence, you must register first. Please find your handout titled, Employee Voice Registration. We will go through these steps now. Once you have recorded your name and accepted it, SAMS/SubFinder will play your Main Menu. Please choose option 4 - To Review Personal Information. You will hear your payroll location, work start and end times, primary SubFinder position, PS Employee ID Number, and recorded name. If your location or schedule information is incorrect, contact the Help Desk at 313-494-1234. For further information, please refer to your Employee Instructions Foldout.

    16. 9/9/2012 Registration Using touch tone phone, call SubFinder at 313.556.0800 Your first step in SubFinder registration, is to simply pick up the phone and call SAMS/SubFinder at 1-866-DPS-SAMS (1-866-377-7267) beginning November 16. Your first step in SubFinder registration, is to simply pick up the phone and call SAMS/SubFinder at 1-866-DPS-SAMS (1-866-377-7267) beginning November 16.

    17. 9/9/2012 Registration Enter your EMPLOYEE ID number, press (#) Enter your PIN number, press (#) Say your name clearly, press (#) SAMS/SubFinder will identify itself and ask you to enter your Employee ID number. Next, you will be prompted to enter your PIN (Personal Identification Number) followed by the # key (we will provide your first PIN) using the touch pad of your telephone. Employee ID will be your PeopleSoft EmplID. SAMS/SubFinder will identify itself and ask you to enter your Employee ID number. Next, you will be prompted to enter your PIN (Personal Identification Number) followed by the # key (we will provide your first PIN) using the touch pad of your telephone. Employee ID will be your PeopleSoft EmplID.

    18. 9/9/2012 Registration SubFinder will repeat your name. If correct, press 1. If not, or if you want to re-record, press 2. Once you have entered your PIN and pressed the # key, SAMS/SubFinder will acknowledge that this is the first time you have called and ask you to voice your name. Please say your name clearly, as you want it to be heard by other people using the system. When you are done speaking, press the # key. After pressing the # key, SAMS/SubFinder will play your recorded name back to you for verification. If it is correct, press 1. If you want to re-record your name, press 2 and repeat this step again.Once you have entered your PIN and pressed the # key, SAMS/SubFinder will acknowledge that this is the first time you have called and ask you to voice your name. Please say your name clearly, as you want it to be heard by other people using the system. When you are done speaking, press the # key. After pressing the # key, SAMS/SubFinder will play your recorded name back to you for verification. If it is correct, press 1. If you want to re-record your name, press 2 and repeat this step again.

    19. 9/9/2012 Registration SubFinder will ask you to change your PIN – strongly recommended! Press #1 for correct (decline by pressing #2) Enter a new PIN 7 - 9 digits , press (#) SubFinder will confirm you have successfully changed your PIN. SAMS/SubFinder will ask that you change your PIN number which is highly recommended for security purposes. Press #1 for correct and enter a new 7 – 9 digit PIN number and then press (#). If an other employee is currently using that PIN, SAMS/SubFinder will ask you to enter a different PIN, follow the same process until SAMS/SubFinder acknowledge that you have successfully changed your PIN. Otherwise, decline by pressing #2 for incorrect and you will then hear your main menu.SAMS/SubFinder will ask that you change your PIN number which is highly recommended for security purposes. Press #1 for correct and enter a new 7 – 9 digit PIN number and then press (#). If an other employee is currently using that PIN, SAMS/SubFinder will ask you to enter a different PIN, follow the same process until SAMS/SubFinder acknowledge that you have successfully changed your PIN. Otherwise, decline by pressing #2 for incorrect and you will then hear your main menu.

    20. 9/9/2012 Registration SubFinder plays the Main Menu Choose Option 4 to review personal information If you need to make a name, phone or address change, contact HUMAN RESOURCES Employee Services Department and fill out the appropriate Personnel Form or use the self-service kiosk in the Welcome Center Once you have recorded your name and accepted it, SAMS/SubFinder will play your Main Menu. Please choose option 4 - To Review Personal Information. You will hear your payroll location, work start and end times, primary SubFinder position, PS Employee ID Number, and recorded name. If your location or schedule information is incorrect, contact the Help Desk at 313-494-1234. For further information, please refer to your Employee Instructions Foldout.Once you have recorded your name and accepted it, SAMS/SubFinder will play your Main Menu. Please choose option 4 - To Review Personal Information. You will hear your payroll location, work start and end times, primary SubFinder position, PS Employee ID Number, and recorded name. If your location or schedule information is incorrect, contact the Help Desk at 313-494-1234. For further information, please refer to your Employee Instructions Foldout.

    21. 9/9/2012 Main Menu To Report an Absence Press 1 To Review an Absence Press 2 To Cancel an Absence Press 3 To Review Personal Information Press 4 To Leave the SubFinder System Press 9 This is the main menu: To Report an Absence Press 1 To Review an Absence Press 2 To Cancel an Absence Press 3 To Review Personal Information Press 4 To Leave the SubFinder System Press 9 NOTE: Substitute with job classification A900, 9130 or 9160 will be asked if they are calling in as an employee or a substitute. None of you are substitutes, but this information is on your Employee Instructions document. Just as a point of explanation, subs who have leave bank and wish to be paid for an absence must call in as employees and will therefore receive the same document that you have. In general, substitutes hear entirely different menus when they call SubFinder.This is the main menu: To Report an Absence Press 1 To Review an Absence Press 2 To Cancel an Absence Press 3 To Review Personal Information Press 4 To Leave the SubFinder System Press 9 NOTE: Substitute with job classification A900, 9130 or 9160 will be asked if they are calling in as an employee or a substitute. None of you are substitutes, but this information is on your Employee Instructions document. Just as a point of explanation, subs who have leave bank and wish to be paid for an absence must call in as employees and will therefore receive the same document that you have. In general, substitutes hear entirely different menus when they call SubFinder.

    22. 9/9/2012 Main Menu ~ Option 1 REPORTING AN ABSENCE Now that you have registered, you can call in to report an absence. Please locate your folded handout titled, EMPLOYEE INSTRUCTIONS. We will walk you through the instructions. If you had an absence to report at the time of registration you could simply press #1 from the Main Menu. You will then hear the Absence Menu. Otherwise, simply press #9 to leave SubFinder. In the future when you do need to report an absence, you would call the 1-866-DPS-SAMS number, follow the same process we have just discussed. Then from the main menu press #1. Now that you have registered, you can call in to report an absence. Please locate your folded handout titled, EMPLOYEE INSTRUCTIONS. We will walk you through the instructions. If you had an absence to report at the time of registration you could simply press #1 from the Main Menu. You will then hear the Absence Menu. Otherwise, simply press #9 to leave SubFinder. In the future when you do need to report an absence, you would call the 1-866-DPS-SAMS number, follow the same process we have just discussed. Then from the main menu press #1.

    23. 9/9/2012 Absence Menu For all day today Press 1 For all day your next work day Press 2 To enter specific dates and times Press 3 To return to the main menu Press 9 When reporting an absence, SubFinder will ask you for the following information: Date(s) and times of the absence Reason for the absence If a substitute is required for the absence Are there any special instructions for the substitute All Day Today-- Press 1 All Day the Next Work Day—Press 2 Specific Dates and Times –Press 3 (future absences, multiple day absences, etc.) Return to the Main Menu—Press 9 Be cautious when using All Day Today, All Day the Next Work Day, And be sure to verify Specific Dates and Times (future absences, multiple day absences, etc.) You do not want to accidentally report absences for a weekend when you do not work Saturday or Sunday!When reporting an absence, SubFinder will ask you for the following information: Date(s) and times of the absence Reason for the absence If a substitute is required for the absence Are there any special instructions for the substitute All Day Today-- Press 1 All Day the Next Work Day—Press 2 Specific Dates and Times –Press 3 (future absences, multiple day absences, etc.) Return to the Main Menu—Press 9 Be cautious when using All Day Today, All Day the Next Work Day, And be sure to verify Specific Dates and Times (future absences, multiple day absences, etc.) You do not want to accidentally report absences for a weekend when you do not work Saturday or Sunday!

    24. 9/9/2012 For All Day Today or For All Day The Next Work Day From the Absence Menu For all day today Press 1 For all day the next work day Press 2 SubFinder will play the absence date and times. If correct Press 1 If incorrect Press 2 After pressing 1 or 2 SubFinder will play the absence date and times. If you have multiple assignments, SubFinder will state “This will create x absences” with x standing for the number of job assignments that you have. Then you will ear all of your assignments with site, position and times assuming you will be absent from all of your assignments for that day. After hearing the absence date and times, press 1 if correct or press 2 if incorrect. To create an absence for a single assignment, lets say you wish to only be absent from your primary position but will be able to attend your additional assignment or you need other specific dates and times, press 3. After pressing 1 or 2 SubFinder will play the absence date and times. If you have multiple assignments, SubFinder will state “This will create x absences” with x standing for the number of job assignments that you have. Then you will ear all of your assignments with site, position and times assuming you will be absent from all of your assignments for that day. After hearing the absence date and times, press 1 if correct or press 2 if incorrect. To create an absence for a single assignment, lets say you wish to only be absent from your primary position but will be able to attend your additional assignment or you need other specific dates and times, press 3.

    25. 9/9/2012 To Enter Specific Dates And Times From the Absence Menu Press 3 Step 1: Enter the first date of the absence (MMDD) followed by the pound sign (#). To begin the absence today, press star (*). Employees with one assignment hear a different menu here than employees with multiple assignments. I’ll point out the difference on the next slide.Employees with one assignment hear a different menu here than employees with multiple assignments. I’ll point out the difference on the next slide.

    26. 9/9/2012 When Does The Absence Begin ? Step 2: Enter the time the absence begins (HHMM) followed by the pound sign (#). If the absence begins at the start of the workday, press star (*). If you enter a specific time: For A.M. Press 1 For P.M. Press 2 There is basically one extra step for employees with multiple positions. SubFinder will ask you to select the assignment schedule of the position for the absence after entering the beginning date of the absence. The rest of the menu is the same. Refer to your Employee Instructions if this is confusing and you will see how the questions are ordered. There is basically one extra step for employees with multiple positions. SubFinder will ask you to select the assignment schedule of the position for the absence after entering the beginning date of the absence. The rest of the menu is the same. Refer to your Employee Instructions if this is confusing and you will see how the questions are ordered.

    27. 9/9/2012 When Does The Absence End ? Step 3: Enter the last date of the absence (MMDD) followed by the pound sign (#). For a single day absence, press star (*). Step 4: Enter the time the absence ends (HHMM) followed by the pound sign (#). If the absence ends at the end of the workday, press star (*). If you enter a specific time: For A.M. Press 1 For P.M. Press 2

    28. 9/9/2012 A Multiple Day Absence ~ Things To Remember When Reporting PLEASE NOTE: When reporting a multiple-day absence, you will be asked if to use the Employee’s Schedule or the Same Times Every Day. Employee’s Schedule - the absence will follow the employee’s standard work times. Same Times Every Day - the absence will be reported for the same times each day of the absence.

    29. 9/9/2012 Confirming Absence Times And Dates SubFinder will repeat the date(s) and times of the absence. If correct Press 1 If incorrect Press 2

    30. 9/9/2012 Enter The Absence Reason SubFinder will play a list of absence reasons. Press the number of the appropriate reason followed by the pound sign (#). SubFinder will repeat the reason. If correct Press 1 If incorrect Press 2 ENTER THE ABSENCE REASON SubFinder will play a list of absence reasons. Press the number of the appropriate reason followed by pound (#). SubFinder will repeat the reason. Note: SubFinder does not stop you from entering a reason that you do not have access to—nor does it stop you from entering an absence reason if you have no time left in your bank. It is extremely important that you monitor the days/hours that you have called in for absences, and the reasons. Make yourself a spreadsheet, if necessary. Or at least mark the times & dates on your calendars. If there is a correction that needs to be made after the absence, your supervisor will have to notify the SAMS office! That is the only way the change can be made after the fact. The absence reasons are listed on your handout. You don’t have to wait to hear your absence reason either. As soon as you are prompted to enter your reason, go ahead and enter it, then press #. Word of caution: These numbers do not correspond to your reason codes for your timesheet, 3 is Personal Emergency in SubFinder, but “03” is Personal Business on your time roster. This is very important. If you need to use more than one reason code for a single day absence, you have to report those absences separately. However, if you need a substitute only indicate this for one of your absences. If you indicate a sub is required for each of your partial day absence, multiple subs will be deployed! In this instance, inform the sub that this is actually a full day absence in the special instructions portion of the job (discussion follows shortly) realizing that he/she will only hear say, a two-hour absence/job. ENTER THE ABSENCE REASON SubFinder will play a list of absence reasons. Press the number of the appropriate reason followed by pound (#). SubFinder will repeat the reason. Note: SubFinder does not stop you from entering a reason that you do not have access to—nor does it stop you from entering an absence reason if you have no time left in your bank. It is extremely important that you monitor the days/hours that you have called in for absences, and the reasons. Make yourself a spreadsheet, if necessary. Or at least mark the times & dates on your calendars. If there is a correction that needs to be made after the absence, your supervisor will have to notify the SAMS office! That is the only way the change can be made after the fact. The absence reasons are listed on your handout. You don’t have to wait to hear your absence reason either. As soon as you are prompted to enter your reason, go ahead and enter it, then press #. Word of caution: These numbers do not correspond to your reason codes for your timesheet, 3 is Personal Emergency in SubFinder, but “03” is Personal Business on your time roster. This is very important. If you need to use more than one reason code for a single day absence, you have to report those absences separately. However, if you need a substitute only indicate this for one of your absences. If you indicate a sub is required for each of your partial day absence, multiple subs will be deployed! In this instance, inform the sub that this is actually a full day absence in the special instructions portion of the job (discussion follows shortly) realizing that he/she will only hear say, a two-hour absence/job.

    31. 9/9/2012 Is a Substitute Required for the Absence? Press 3; Substitute Teachers are not currently deployed. If a sub is required for the entire absence Press 1 If a sub is required for a part of the absence Press 2 If a sub is not required Press 3 SubFinder will ask if a substitute is required for the absence and play this menu. If you press 2, SubFinder will prompt you for the date(s) and times that the substitute is required. Keep in mind here, that substitutes will only be deployed for whole days and option 2 would really only be useful to you for multiple days absences where say for example, one of your days you don’t need a substitute because either it is being covered internally somehow, students are in a general assembly all day or for whatever reason, teachers are required to report but not the students.SubFinder will ask if a substitute is required for the absence and play this menu. If you press 2, SubFinder will prompt you for the date(s) and times that the substitute is required. Keep in mind here, that substitutes will only be deployed for whole days and option 2 would really only be useful to you for multiple days absences where say for example, one of your days you don’t need a substitute because either it is being covered internally somehow, students are in a general assembly all day or for whatever reason, teachers are required to report but not the students.

    32. 9/9/2012 Record Special Instructions To record special instructions Press 1 Otherwise Press 2 If correct Press 1 If incorrect Press 2 If you need to give the substitute special instructions, you may do so by recording your message here. SubFinder will replay your message. Then press 1 if correct, or you are comfortable with the replay or press 2 if incorrect. If you pressed 2, you will be able to re-record your message through the same prompts if you choose. If you divided your single day absence into multiple absences to enable you to use more than one reason code, this is where you would let the sub know this is a whole day assignment. We will likewise instruct subs that all jobs are for the whole day, but to eliminate potential confusion, please leave the message for the sub here.If you need to give the substitute special instructions, you may do so by recording your message here. SubFinder will replay your message. Then press 1 if correct, or you are comfortable with the replay or press 2 if incorrect. If you pressed 2, you will be able to re-record your message through the same prompts if you choose. If you divided your single day absence into multiple absences to enable you to use more than one reason code, this is where you would let the sub know this is a whole day assignment. We will likewise instruct subs that all jobs are for the whole day, but to eliminate potential confusion, please leave the message for the sub here.

    33. 9/9/2012 It’s That Quick and Easy... GET THE JOB NUMBER Always Wait for the JOB NUMBER before disconnecting or the absence may not be recorded. After you have entered all of the details of the absence, SubFinder will replay the absence as a confirmation and provide you with a Job Number. Always remember to write down your job number for the absence you are calling in. This is your reference for that day’s absence, and your record that you called in. If you don’t have this number, and your Site Administrator doesn’t see the absence on their report, you cannot prove that you called it in. Always write the number down! Again, perhaps you want to make a spread sheet for your absences, or just write the job number on your calendar next to the day/hours you reported as absent (smart to include the reason, also). After you have entered all of the details of the absence, SubFinder will replay the absence as a confirmation and provide you with a Job Number. Always remember to write down your job number for the absence you are calling in. This is your reference for that day’s absence, and your record that you called in. If you don’t have this number, and your Site Administrator doesn’t see the absence on their report, you cannot prove that you called it in. Always write the number down! Again, perhaps you want to make a spread sheet for your absences, or just write the job number on your calendar next to the day/hours you reported as absent (smart to include the reason, also).

    34. 9/9/2012 Important! 1 hour deadline for reporting an absence You can report your absence up to 1 hour prior to the start of the absence. After that, you must contact your Site Administrator and they will need to enter it. You can report your absence up to 1 hour prior to the start of the absence. After that, you must contact your Site Administrator and they will need to enter it.

    35. 9/9/2012 Main Menu ~ Option 2 TO REVIEW AN ABSENCE SubFinder will allow you to play all your scheduled absences, if any exist, beginning with the next scheduled and moving forward. SubFinder will allow you to play all your scheduled absences, if any exist, beginning with the next scheduled and moving forward.

    36. 9/9/2012 To Review An Absence Menu To hear the absence again Press 2 To hear the next absence Press 3 To cancel this absence Press 4 To change the special instructions Press 5 To record special instructions Press 6 To return to the Main Menu Press 9 After each absence you will be given some of the following options (read slide) (We will cover cancelling absences in the next slide. They CAN cancel an absence from this Menu Option, if they need to review it first, to get the job number. Or if they have the job number, they can cancel from the Cancel Menu. Remind employees that they can cancel the absence up to 24 hours before the start—within 24 hrs of the absence start time, they must call their Site Admin to cancel the absence. You will only be able to change special instructions if you had special instructions. You will only be allowed to Press 6 to record special instructions if there were no previously recorded special instructions. In other words options #5 and #6 are either or, not both.After each absence you will be given some of the following options (read slide) (We will cover cancelling absences in the next slide. They CAN cancel an absence from this Menu Option, if they need to review it first, to get the job number. Or if they have the job number, they can cancel from the Cancel Menu. Remind employees that they can cancel the absence up to 24 hours before the start—within 24 hrs of the absence start time, they must call their Site Admin to cancel the absence. You will only be able to change special instructions if you had special instructions. You will only be allowed to Press 6 to record special instructions if there were no previously recorded special instructions. In other words options #5 and #6 are either or, not both.

    37. 9/9/2012 Main Menu ~ Option 3 TO CANCEL AN ABSENCE Enter the job # followed by pound (#). SubFinder will play the absence. To cancel the absence Press 1 To return to the Main Menu Press 9 You can cancel the absence up to 24 hours before the start—but within 24 hrs of the absence start time, you must call your Site Admin to cancel the absence. SubFinder will ask you to Press 1 to confirm the cancel, Otherwise Press 2.Enter the job # followed by pound (#). SubFinder will play the absence. To cancel the absence Press 1 To return to the Main Menu Press 9 You can cancel the absence up to 24 hours before the start—but within 24 hrs of the absence start time, you must call your Site Admin to cancel the absence. SubFinder will ask you to Press 1 to confirm the cancel, Otherwise Press 2.

    38. 9/9/2012 Important! 24 hour deadline for canceling an absence! Remember: you can only cancel an absence over the phone up to 24 hours prior to the start of the absence. At 23:59, you must contact your Site Administrator to cancel the absence.Remember: you can only cancel an absence over the phone up to 24 hours prior to the start of the absence. At 23:59, you must contact your Site Administrator to cancel the absence.

    39. 9/9/2012 Main Menu ~ Option 4 TO REVIEW PERSONAL INFORMATION When reviewing personal information the employee hears:               The work location is … (will hear location as voiced)             From 8 o’clock am until 3 o’clock pm             The primary job position is … (SubFinder position as voiced)             Your id number is …. 123456 (the employee’s PeopleSoft emplid)             Your name is recorded as … (name as recorded by employee)   After reviewing the personal information SubFinder gives the following options:         To record your name Press 1 To change your PIN Press 2 To return to the main menu Press 9 To change your name, phone number or address, please contact Human Resources, Employee Services Department to complete the appropriate Personnel Form. Follow the same instructions as provided on your Employee Voice Registration to change your PIN.When reviewing personal information the employee hears:               The work location is … (will hear location as voiced)             From 8 o’clock am until 3 o’clock pm             The primary job position is … (SubFinder position as voiced)             Your id number is …. 123456 (the employee’s PeopleSoft emplid)             Your name is recorded as … (name as recorded by employee)   After reviewing the personal information SubFinder gives the following options:         To record your name Press 1 To change your PIN Press 2 To return to the main menu Press 9 To change your name, phone number or address, please contact Human Resources, Employee Services Department to complete the appropriate Personnel Form. Follow the same instructions as provided on your Employee Voice Registration to change your PIN.

    40. 9/9/2012 Frequently Asked Questions A set of questions are available for review. You may access them via the Intranet. Please add these to your FAQ handout.Please add these to your FAQ handout.

    41. 9/9/2012 Points to Remember SubFinder must be accessed using a touch-tone phone. Take your time and follow the narration. When reporting an absence, ALWAYS wait for the job number before leaving the system.

    42. 9/9/2012 Points to Remember You should report absences as early as possible. You must report an absence at least 1 hour before your job start time. But you have 30 days in advance! If you try to report after the deadline you will be instructed to call your site administrator. The same rules apply for canceling absences.

    43. 9/9/2012 Quiz The completion of this quiz is recommended to obtain your PIN number. Complete the question on the next slide. Report your answer to the Help Desk at 313.873.0123. The PIN will be provided to you by Help Desk staff.

    44. 9/9/2012 Quiz What are the four required components that ensure your absence has been confirmed in SubFinder? (Hint: See the registration instructions, Steps 1, 2 & 3 for three of the four required components. What is the fourth? Call 313.873.0123 to report the answer to the question.)

    45. 9/9/2012 HR - Office of Temporary Services Thanks for your attention. Don’t forget to register! Dial into SubFinder and report an absence with one of the employees on the Dummy list. Allow the class to hear the menus in full. Thanks for your attention. Don’t forget to register!Dial into SubFinder and report an absence with one of the employees on the Dummy list. Allow the class to hear the menus in full. Thanks for your attention. Don’t forget to register!

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