Human Resources Division
Aesop Site Administrator Training
(Campus Users)
New system for reporting absences and acquiring substitutes
Personnel system for paying subs and adjusting leave accrual balances
•Training Materials for Employees
• www.aps.k12.co.us/hr/aesop
•Training Materials for Site Administrators
• www.aps.k12.co.us/hr/aesop/siteadmin
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Why?
Human Resources Division
• FLSA Rules require approval of work
hours every week
– Oracle Self Service Timecards
• Classified report hours worked
• Site Administrator approves
• If you don’t see a timecard from a
classified employee
–Require one
–Supervisor involvement
–Check daily
• Track Leave Balances
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Human Resources Division
Why Aesop?
SFE
Aesop
• 5 phone lines
• Own and maintain
hard/software
• Report in 2 systems
• Once a week data
from SFE to Oracle
• No data
from Oracle to SFE
• Inadequate skill
matching
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•
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Unlimited phone lines
Web service
Report in 1 system
Nightly data
from Aesop to Oracle
• Nightly data
from Oracle to Aesop
• Excellent skill matching
• Additional Features
– Reports
– Employee responsible for
recording absences
– Favorite five
– Upload documents
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Human Resources Division
• Tracking leave and substitute
– Aesop
• All report in Aesop
(classified, licensed and admin/PT)
• Site Administrator
– Daily report
– Absent employee not on report
– Aesop pre-approve Personal (Special) leave
– Oracle Self Service Timecards
• Aesop leave and sub hours auto populate
• Site Administrator
– Approve leave and sub hours from Aesop
AND classified work hours
approved in Oracle Self Service Timecards
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Human Resources Division
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Enter your own absence
www.aesoponline.com
Phone number is Aesop ID
Last 4 of SSN is PIN for most employees
Aesop ID and PIN will be e-mailed to all
employees before go live date
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Human Resources Division
Training Goals Site Administrator
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Daily Report
Enter Absence for Employee
Aesop Pre-approve Special (Personal) Leave
Vacancies
Work Session Goals Site Administrator
• Who do you approve?
• Upload documents
• Building favorite subs
Before Go Live Site Administrator
• Check data
• Train Employees
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Human Resources Division
Training Goals Site Administrator
Daily Report - Video
– Useful as sign in log
– Practice
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Human Resources Division
Training Goals Site Administrator
• Enter Absence for Employee
Create Absence - Video
– Emergency
– More than one day in past
• Employees can enter absence one day in past
– Use different QuickCode
• 18-ClubActvOtherFund
• 19-FieldTrpOtherFund
– (for use when the sub will be paid from another
budget)(for use when the sub will be paid from
another budget other than fund 10)
–Enter the QuickCode
desired in the Acct Code field.
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Human Resources Division
Training Goals Site Administrator
• Assigning subs - Video
– Employees and Site Administrators
may assign sub
IF AND ONLY IF
sub has agreed to work that job
for that absent employee
for all the dates and times needed
– IMPORTANT
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Training Goals Site Administrator
• No subs can work outside of Aesop
Human Resources Division
– No way to ensure licensure
• District and personal liability
– IMPORTANT
– No paper timecards accepted
• Will be returned with instructions to
enter job in Aesop
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Training Goals Site Administrator
• Cancellation Information
Human Resources Division
– Subs cannot cancel accepted jobs
• Must contact sub office
– Employees cannot cancel filled jobs
• Must contact site administrator
• Ensure sub is notified
– Employees can cancel unfilled jobs
up until 1 hour past start time of job
• After that contact site administrator
– Site administrators can edit jobs up until 9
hours after the start time of job
• After that reject resulting timecard in
Oracle Self Service Timecards
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Training Goals Site Administrator
See Handout (Main Leave Reason Codes)
Human Resources Division
• 15-BldgProf Learning
– Limited to 25 per day district-wide
– Once the limit is reached employee and
site administrator will see this error:
Error: Your District has limited the number of times
a given Absence Reason can be taken on any
given day. Items in red below indicate you have
exceeded the maximum allowed Absence Reason
usage.
OPTIONS
• Plan Professional Learning in advance
• Reschedule to open day whenever possible
• Contact HR Director for a variance
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Training Goals Site Administrator
Human Resources Division
• Aesop Pre-approve Special (Personal) Leave
Approve Absences
– 07-Personal(Special)
• See Handout (Main Leave Reason Codes)
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Training Goals Site Administrator
• Professional Learning Absences
Human Resources Division
• See Handout (Main Leave Reason Codes)
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Training Goals Site Administrator
Vacancies entered by Site Administrator
Human Resources Division
Create Vacancy - Video
100Lic Reg Ed Vacancy - long term sub in a licensed positions
• Enter the QuickCode for the salary account for the
vacant position in the
Acct Code field. Delete this Text & Enter QuickCode.
– Oracle Report: APS GL QuickCode Listing: APS Financial End User
• Enter GL code segment ranges to find QuickCode
• For salary accounts use:
– Fund (segment 1) low 10, high 26
– Location (segment 2) low LOC, high LOC
example 104, 104
– Object (segment 5) low 0110, high 0150
• In the Notes to substitute field enter the classroom
type. Ex: Second Grade, High School Math, etc.
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Training Goals Site Administrator
Vacancies entered by Site Administrator
Human Resources Division
Create Vacancy
101Cls Reg Ed Vacancy - long term sub in a classified position
• Enter the QuickCode for the salary account for the
vacant position in the
Acct Code field. Delete this Text & Enter QuickCode.
• In the Notes to substitute field enter the job type. Ex:
Severe Needs Para, Media Tech, etc.
• In the Administrator's notes (not viewable by Substitute
or Vacancy Profile) field enter the classified code for the
type of classified substitute required.
– Codes are linked from Site Administrator training site
• www.aps.k12.co.us/hr/aesop/siteadmin
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Human Resources Division
Training Goals Site Administrator
Vacancies where Site Administrator contacts another
office
115PreSch(Don'tUse-Call ECE)
• Site administrators should contact the Early
Childhood Education office. That office will create
vacancies for preschool positions at all sites.
651Ttl-1(Don'tUse-Call Grants)
• Site administrators should contact the Grants office.
That office will create vacancies for grant-funded
positions including Title I at all sites.
661SPED (Don'tUse-Call ESS)
• Site administrators should contact the Exceptional
Student Services office. That office will create
vacancies for special education positions at all sites.
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Human Resources Division
Work Session Goals Site Administrator
• Who do you approve?
Employee Register
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Human Resources Division
Work Session Goals Site Administrator
• Upload documents
Absence/Vacancy Files
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Human Resources Division
Work Session Goals
• Building favorite subs
Preferred Substitutes
– Enter as many as needed
– Note: Employees can enter up
to 5 favorite subs
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Human Resources Division
Before Go Live Site Administrator
• Check data
– Employee Register
– Changes to Carl
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Human Resources Division
Before Go Live Site Administrator
• Provide training for employees
• Options
– Direct employees to Web site with e-mail
template
• Linked from Site Administrator Web site
www.aps.k12.co.us/hr/aesop/siteadmin
– Show the employee basic training video at a
staff meeting
• Linked from Employee Web site
www.aps.k12.co.us/hr/aesop
– Demonstrate entering leave in the test system at
a staff meeting before go live date
– Distribute Aesop pamphlets and phone guides
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Human Resources Division
Questions?
As we work through this together, please use
the online resources available to you.
www.aps.k12.co.us/hr/aesop/siteadmin
For PIN problems, use Aesop’s reset.
For personal information changes,
contact HR.
For site administrator questions,
contact the sub office.
PACESetters!
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