r12 volunteert workers -processing

8/6/2019 R12 Volunteert Workers -Processing

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Release 12.1.3

Created By Date & Time Version DescriptionVikram Goel 4/6/11 1.0 Volunteer Workers

R12:VolunteersProcessing 2011Functional Desk Top ProceduresVolunteersProcessing Volunteers


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Volunteer Worker Processing

2011 Paradigm Application Solutions Inc.All Rights Reserved. Page 2

ContentsObjective .................................................................................................................................... 3

Add a new Volunteer in the System: ........................................................................................... 3

Pre-Requisites: ....................................................................................................................... 3

Processing a New Volunteer: .................................................................................................. 3

Change Data for an Existing Volunteer: ......................................................................................14

Adding a Second Assignment (Unit) to a volunteer: ...................................................................15

Ending a Volunteer Association with PBSO: ...............................................................................17

Enter Time for Volunteers: ........................................................................................................19

Creating and Maintaining Timekeeper Groups .......................................................................19

To define a Timekeeper Group: ..........................................................................................19

Timekeeper Entry ..................................................................................................................22


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Obj ective

This document provides desk top procedures for processing all transactions related tovolunteers in the Oracle Human Resources System.

Add a new Volunteer in the System:

Pre-Requisites:1) Required Personnel data for the volunteer :

a) Full legal name b) Date of Birth.c) Social Security #.d) Gender

e) Complete Home addressf) Home Phone #g) Volunteer unit assigned toh) Volunteer position within the unit

2 ) Optional data for the volunteer:a) Email account

b) Other types of phone #s like cell, home, etc.c) Emergency Contact

Processing a New Volunteer:

1 ) Log into Oracle and use responsibility PBSO Vol HRMS Manager

2) Use function People Enter and Maintain.


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3) A ccept the correct date by pressing N o. The entry date can be changed by pressing Yes and picking the correct date. CAUTIO N :

a) Using a different date should be used with care as all activity you do

in that login session will then use the date you selected. b) If the date is changed further processing as it relates to time cards etc

can be impacted.c) PAS RECOMME ND S THAT THE CURRE N T D ATE BE

ALWAYS USE D .

4 ) To add a new Volunteer press the New Button

Responsibility &Function


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5) Enter Last name, First N ame, Select a title from the drop down list, and Selectcorrect gender,Social Security #, Birth Date, Select Status from the drop down list.

Note: Indicates there is a list of value (LOV) available to select values from.

6) In the A ction Field, select Create Placement and then select Volunteer

New

Button


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7 ) The form should look as the one below:

Action =Placement

SelectVolunteer


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8 ) Save the record by clicking on the save Icon from the tool bar

9) Confirm the message from the system at the bottom of the screen:

10 ) The Volunteer ID # will display in the Field as shown below

Save Icon

Address

Button

Other

Button

Assignment


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11 ) Press on the Address Button to enter address information. Enter the correct streetaddress, Select the correct City, State & Zip Code, enter the Phone #

Volunteer

ID #


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N ote: You can only select the predefined combination available when the City is entered:


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Enter the information for the contact and the relationship of the contact . Change the

Type from the LOV if desired and save the record by clicking on save icon and closethe record by clicking on X.


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1 5) Press the Assignment Button. A ssignment form will be generated.


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16) Select the correct Organization from the Drop down list. The default value of Palm Beach Count Sheriffs Office should be removed.

17 ) Select N on-Sworn from the Pop up box. Select Job Volunteer18 ) Select the Correct Position.

N ote: only positions linked to the Organization will be displayed.

1 9) Save the record

Entry of a new Volunteer is complete


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3 ) Select the correct person and press the OK button, then press the Find Button

4 ) Change the data as required, using the various buttons for various areas, e.g.A ddress, A ssignment etc.

Add ing a Secon d A ssignment (Unit) to a volunteer:

1 ) Select the volunteer for which you need to add a second A ssignment (See sectionon changing a Volunteers data)

2) Press the A ssignment Screen when the correct volunteer is selected. The currentA

ssignment will display


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3 ) Press the button from the toolbar. The form will display as:

4 ) Enter information as per details in creating a new volunteer ( A ssignments tab) andsave the record: The visual indication for a second assignment is the -2 in theA ssignment Number field


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En d ing a Volunteer A ssociation with PBS O:

1 ) Select the volunteer who is no longer associated with PBSO

Assignment#


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2) From the A ction field select Cancel Placement and save the record3 ) Check Update when system prompts to keep history

4 ) Notes:1 ) There MUST be at least two days between starting placement and

cancelling placement for a person.2) The personal information for a person is always available in the system

and cannot be deleted.


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Enter Time for Volunteers:

Creating an d Maintaining Timekeeper Groups

1 ) Log into Oracle and use responsibility OTL Super Timekeeper2) Use function Timekeeper Group

To d efine a Timekeeper Group:


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y Enter a name for the group you are defining.y If you are a regular Timekeeper, your name displays in the Timekeeper field, and you

cannot change ity In the Populate Person regions, select a value from the Add list of values. Your choices

are Assignment Set or Organizationy Optionally, you can select members of the group and remove them from the group you

define, using the Delete item from the Edit menu.y You can add another assignment set or organization; or you can enter individual

workers one-by-one in the lines in the Employee region.y Save your work.


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To select all members of the Organization

y In the Populate Person regions, select a value Organizationy Select Organization namey Click Goy Save your work


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Timekeeper Entry

1) Log into Oracle and use responsibility OT

LSuper Timekeeper

2) Use function Timekeeper Entry


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Enter hours and save record


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2011 Paradigm Application Solutions Inc.All Right R d P g 24

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