Automated Dispatch System - PowerPoint Presentation

Slide1

Automated Dispatch System

(ADW)

School District 63 (Saanich)

Logging an AbsenceSlide2

1. Logging in

From a School Site or Home Computer:

Go to the School District No. 63 Homepage – www.sd63.bc.ca

On the right side of top option bar click on: Employee Self-Service (ESS)

Or go to

http://ess.sd63.bc.caSlide3

2. Enter user name & password

For example:

User Name: Same as when opening your computer Password: Same as when opening your computer Slide4

3.

Absence Entry

This is the first screen of the Absence entry process.

Details about dates and reasons for absence will be confirmed.

Click on My Attendance Tab

Select Absence EntrySlide5

4. Absence Reason

Use the mouse to click on the drop-down box displaying a list of absence reasons.

Choose the appropriate reason.

*Remember, not all of the absence reasons may appear in this window. Use scrollbar to move down through the list.

Help Documents are available with step-by-step instructions how to log an absence.

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5. Length of Absence

Click on the appropriate “Type of Absence” circle button.

Single Day or Range of DaysSlide7

6. Dates of Absence – Single Day

If absence will be a

single day

, click on the calendar icon which will cause a calendar to display. Use the mouse to click on the date of absence.

When satisfied with dates of Absence selection, click Next.

Dates prior to “today” are not able to be selected – the Calendar will show slashes through all previous dates. If the absence is in the future month, click on the arrow at the top of the calendar to move to the appropriate month. Once the date is selected, the calendar will disappear.Slide8

6. Dates of Absence – Range of Days

If absence will be a

range of days

, click on both the FROM and TO calendar icons. Select the first & last dates of absence. *An opportunity to select the days of absence, within this range, will be given in Step 8.

When satisfied with dates of Absence selection, click Next.

Dates prior to “today” are not able to be selected – the Calendar will show slashes through all previous dates. If the absence is in the future month, click on the arrow at the top of the calendar to move to the appropriate month. Once the date is selected, the calendar will disappear.Slide9

7. Absence Schedule Details

This screen displays an individual employee’s regular schedule or it may display the school’s daily schedule. If correct, click Next.

If the schedule is different from the absence schedule, modifications can be made. Click on the area requiring changes and modify as required.

Changes can be made to Position, Location, Start & End Times.

For example: Employee’s who will only be absent for part of the day.

Remember that all times must be entered using the 24 hour clock.Slide10

8. Absence Schedule Details

If a range of days has been selected, the dates will be displayed on this screen.

Select the working days by clicking the check mark off.

Click on the area requiring changes and modify as required. Changes can be made to Position, Location, Start & End Times.

The checkmark will disappear indicating that you will

NOT

be absent that day.

When satisfied with dates of Absence Schedule Details, click Next.Slide11

9. Absence Replacement Details

This screen allows for options to be given to the Automated Dispatch System (ADS). For example, an employee might be absent the entire day but only need a replacement for the afternoon. Use the mouse to click either the Yes or No circle buttons to respond to each question.

When satisfied with Absence Replacement Details, click Next.Slide12

10. Absence Replacement Request

This screen will only be displayed if the option to request a replacement was selected.

Click on the binoculars icon (a pop-up window will appear)

Enter the last name of the substitute to be requested and click the Search button.Once the substitute has been found, click on the name and the Accept button

to return to the previous screen.

When satisfied with dates of Absence Replacement Request, click Next.

If unsure how to spell the replacement employee’s name, enter a portion of their last name preceded by the asterisks key.Slide13

11. Replacement Instructions

When satisfied with dates of Replacement Instructions, click Next.

Please leave a message on this screen. Any information that can be given to a replacement is appreciated. Messages should be specific to your assignment, as the requested substitute may not accept the job. Messages can be as simple as where to park, specific needs of your students, lunch information, etc.

Teachers needing replacements

will need to tell ADS what Subjects and Levels are required for coverage. Click the drop-down menu under both the Subject and level columns to list the available choices. *remember to use the scroll bar to view all available choices.

It is important to enter the Subjects & Levels in priority order, with the subject & level being most important or greatest FTE subject area. Slide14

12. Absence Entry Summary

The summary screen list all the choices that have been selected. If everything is correct, click the Submit Absence Button. If changes are required, use the back arrow to move back through the screens to the appropriate place where a change is needed.Slide15

13. Absence Entry Confirmation

A confirmation number will be displayed. Record this number or choose the Print Receipt button, as this number is needed to make inquiries or changes to logged absences and also confirms a submitted absence.Slide16

14. Absence Entry Changes/Inquiries

Click on My Attendance Tab

Select View or ChangeSlide17

Contact/Assistance

Absences may be logged

24 hours a day, 7 days a week.

ADS Help Desk:

250-652-xxxx (TBD)

HELP DESK HOURS: 6:30 to 14:30