WebDFS Budget Amendment and Personnel Processing
Dec 17, 2015
WebDFSBudget Amendment and Personnel Processing
WebDFS
What is it?– Web-based system for preparing and
routing budget amendment and personnel documents
What does web-based mean?– The only software required torun Web-DFS is a web browser and asmall plug-in to view reports
WebDFS Supported Browsers Internet Explorer 5.0 and aboveNetscape 8.0 or greater
WebDFS Data
Where does WebDFS get its Data?– The data in WebDFS is pulled from
documents being routed through WebDFS and from the mainframe Human Resources, Budget, and Payroll databases
– Pulls positions and accounts forwhich a user is authorized.
Types of Documents Two Options:
– Budget Amendment Only Document Creates a Budget Amendment
– Personnel Document Creates a Personnel Report and Budget
Amendment Document or just a Personnel Report
Payroll Authorization Only Personnel Document allows you to change only accounts and budget entries
Important Tip:– If you start a Budget Amendment Only Document
and you need to add a Personnel Report then your only recourse is to “PURGE” the Document and create a new Personnel Document
Moving through WebDFS
Moving through a Personnel Document
Go Where? Menu OptionsDocument HeaderEmployee InformationFilled PositionVacant PositionReason CodesPersonnel RemarksCounty InformationBudget AmendmentBudget Amendment RemarksView/Print HTML Forms
Moving through WebDFS
Moving through a Payroll Authorization Only Personnel Document
Go Where? Menu OptionsDocument HeaderPayroll AuthorizationPersonnel RemarksBudget AmendmentBudget Amendment RemarksView/Print HTML Forms
Moving through WebDFS
Moving through a Budget Amendment Document
Go Where? Menu OptionsDocument HeaderVacant PositionBudget AmendmentBudget Amendment RemarksView/Print HTML Forms
Logon Page – www.webdfs.uga.edu
Logging In
• Use your TSO/ IMS UserID
Bulletin Board Important Info
– Updates to the – system– Downtimes– Training Schedules
Main Menu
You can see a list of
documents that either you
created or to which you have
access.
You can add a new budget amendment document.
You can add a new personnel
document.
You can set up departmental
document information as
well as automatic document numbering
You can run reports.
Creating a Personnel DocumentScenario
– Create a new position for employee.
– Terminate employee from new position.
– Create a vacant position.
Add a New Personnel Document
Personnel Document Header
Notice the “System Messages”
Grayed out fields are completed by the WebDFS system
WebDFS is not case-sensitive. Everything is converted to UPPERCASE.
The Social Security Number title has a link to a “Pop-Up” page.
SSN Pop-Up
Can search list or navigate the pages
Click a SSN to select it and exit this screen
Personnel Document Header
The SSN is filled in with the Employee’s Social Security Number that I selected in the Pop-Up window.
Personnel Document Header
I need to complete the following fields:– Department,
Source Code, Action Date, SSN, & Position
– Do not check the box for Payroll Authorization Only
– Click “Create” – Processing
takes several seconds
Creating The Document Checks for pending documents Checks that the position SSN matches document
SSN Checks for existing document numbers Checks authorization for this userid Program retrieves from mainframe or completed
documents:– Employee data including applicant tracking and former
employees – Position data including salary, supplement, and payroll
authorization – Department information – Generates sequence number if it was left blank
Personnel Document Header
The “System Messages” box indicates the document was created.
Additional fields have been completed by the application
Personnel Document Header
There were no errors or warnings. – Error - stops the
action from happening
– Warning – the action was carried out but there is additional information
Cannot change SSN, position, or Payroll Authorization Only checkbox once the document is created
“GoWhere?” Menu
Menu is divided into two sections; separated by a blank line.
The top section refers to menu choices that affect the CURRENT document.
“GoWhere?” Menu
The bottom section (below the blank line) causes you to leave the current document
Personnel Header
Next we'll go to Employee Information
We use the “Go Where?” menu select “Employee Information” and click “GoTo”.
Employee Information Contains employee
data that was added when the document was created.
Document Information Section contains the Fiscal Year, Document Number and Name of the employee for this document.
Verify that the data is complete and accurate.
Make any necessary changes and click Modify.
If employee data was not found, user would need to complete all the fields and click SAVE.
EmployeeInformation The
“System Messages” box indicates that the changes were saved.
Position Information
Now we need to edit position information.
We will use the “Go Where?” menu to move to the “Filled Position” page.
Filled Position
Entry List - positions that have been added to the document
Entry Detail - to add new data or edit existing data Click radio button to copy data from Entry List to Entry
Detail
Filled Position
Position and Salary data are in Entry Detail for editing.
Example - employee is terminating 01/31/05
Need to modify ending appointment date and ending salary date and click “modify” to save our changes.
Filled Position
Updated successfully. Entry Detail cleared. Could add a second position
to the document if necessary.
Now we need to modify the payroll authorization information for this position.
Click on the “Pay Auth” link for the appropriate position.
Pay Authorization
Document Information including position and salary data is at the top.
To edit pay authorization data work in the Entry Detail section – all accounts that were brought in for this position are displayed.
Make the necessary changes. You can put the dates in any order that you want and the
program will chronologically organizes them on the form.
Pay Authorization
To have the system calculate Revised Budget and Revised EFT select "System" in the drop down list.
"System" is the default for some pay types After making changes to all accounts, click Save
Pay Author-ization
Pay Authorization
System Message indicates update was successful.
Revised and Change Budget and EFT have been calculated for any accounts that were changed
WebDFS Exercise One
(Monthly PayType)
List of Documents
Document List
You may “Search” by fiscal year document number or last name.
This page will only display those documents you have authority to see.
When you click the radio button off to the left of the document, depending on what kind of document it is you will be taken to either the “Filled Position” page or the “Budget Amendment” page.
Go to Vacant Position
Next we need to create a vacant “B” position.
We use the “Go Where?” menu to select “Vacant Position” and click “GoTo”
Vacant Position
There are NO rows in the “Entry List” this means that we can only “Add” rows to this page.
We will add a Vacant Position by typing our information into the “Entry Detail.”
I’ve typed in the information for the “B” position.
Now I need to click “Add” to store this information on this page.
The position title is completed by the application.
Vacant Position
The “System Message” indicates that I added the “B” position successfully.
Notice that the “Entry Detail” has been cleared and that the row I just added is now displayed in the “Entry List” section.
Go to Reason Codes
Now I will add the “Reason Codes” to complete the personnel side of this document.
We use the “Go Where?” menu to select “Reason Codes” and click “GoTo”
Reason Codes At least one
“Reason Code” is required on every personnel document.
Notice that the “Entry List” is blank, that means that no “Reason Codes” have been added.
We need to go to the “Entry Detail” section and add a reason code.
Reason Codes
We use the “Reason Code” drop down list in the “Entry Detail” to select the “P” reason code for Termination.
Reason Codes The
corresponding text box is highlighted so that we may add additional information about the termination.
We type in the information.
Now we click “Add” to add this information to the “Reason Codes” page.
Reason Codes
The “System Message” indicates that the “Create Succeeded” and our “Reason Code” is now in the “Entry List”
If we needed them, we could add additional reason codes. We do not need them for this document
Go to Personnel Remarks
Next we will go to Personnel Remarks.
We use the “Go Where?” menu to select “Personnel Remarks” and click “GoTo”
Personnel Remarks You have only a
“Save” button on this page. Similar to the “Sequence Numbers” page.
Type in a “Personnel Remark”
This page will not accept – leading spaces
This page will accept– Blank lines
Remarks are not case-sensitive
Note: There is NO Spell Check…please review CAREFULLY!
Add the text and click “Save”
Personnel Remarks
Notice that the “Save Completed Successfully”
Go to Budget Amendment
We have completed everything for the Personnel-Side of this document. Now we move on to the Budget Amendment-Side of this document.
We use the “Go Where?” menu to select “Budget Amendment” and click “GoTo”
Budget Amendment Entry List contains
one entry. The program automatically created it based on Pay Authorization entries.– User cannot
modify this entry– Need to go back
and change Pay Authorization if the entry is incorrect
User adds the entry for the offset
Total Change EFT and Total Change Amount below Entry List
Budget Amendment
Can use System or Manual Calculation Funding Source entries are added just like normal
budget amendment entries; WebDFS determines if it is a Funding Source when printing the budget amendment.
Click “Add”
Budget Amendment The entry was
added successfully; note that my EFT was calculated.
The Budget Amendment now balances to zero.
Order of entries in the list:– Automatically
generated first– User created
budget amendment entries
– User created funding source entries
Budget Amendment Remarks
Next we could go to Budget Amendment Remarks.
We would use the “Go Where?” menu to select “Budget Amendment Remarks” and click “GoTo”
We would do these exactly like the earlier Personnel remarks
Printing Options
View/Print HTML Forms
View/Print HTML Forms
Validate the Document
Now that we have viewed the document we need to prepare the final draft of the document.
“Validate” the document to see if it is ready to be marked “Finished”.
Click on “Validate” on any page in WebDFS
Validate
If there are no errors the user can mark the Personnel Report or the Entire document as Finished.
If there are errors, we will need to correct them before we are allowed to mark the document as Finished.
After a document is marked Finished, the words "Draft Draft…" are removed from the print-outs.
Validate
Click “Mark Document as Finished”.
Submit Document to Electronic Approval
User Message
Click “Close” button
After Document is Submitted
• Create another document
• Go to Main Menu
• Go to List of Documents
• Logout
Tracking Electronic Documents
Documents Routed Electronically
Approval Path
WebDFS Help Page
Help Page
Help Page
Logging Out
When we are finished with using the WebDFS system we need to “Logout”
Questions? Suggestions?
WebDFS Exercise Two(complete Monthly
PayType)