Contract Delivery Review · Manage Faculty Events Job Aid FE_JA120 Date 04/27/2020 ....

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Contract Delivery - Review Manage Faculty Events Job Aid

FE_JA120 Date 0 4 / 27 /2020

Overview/Description This job aid describes the steps necessary to review and generate faculty contracts. This process assumes that the contract Eligibility Process has been completed (see Job Aid – Contract Delivery Setup and Eligibility Process). NOTE: Any employees listed with errors in the Contract_Report.txt file will not appear in the Contract Review page. Run the BOR_MFE_CONTRACT_REVIEW query to review the results of the Eligibility Process. Changes and additions can be made using the Contract Review page. The Contract Review is also used to move contracts through a series of statuses; initiated, notify department (optional), approve and generate contracts. After all contracts have been reviewed and edited (if needed), they are marked Approved. Approved contracts can be previewed, and then they can be generated. When a contract is in Generated status, faculty members will be able to view and sign the contract after clicking on the Faculty Contract tile in Faculty Data Self Service. The status will update to Signed after the faculty member has electronically signed the contract.

Prerequisite(s) Contract Delivery Eligibility Process has run successfully.

Instructions

1. Review Contract Data

Navigation NavBar > Navigator > OneUSG > Reporting Tools > Query > Query Viewer

1.1. Run the Contract Review query for your first cycle

a. Select NavBar > Navigator > Reporting Tools > Query > Query Viewer

b. Enter BOR_MFE_CONTRACT_REVIEW in the input field for ‘Query Name begins with’ c. Click the Search button d. The query will be listed.



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e. Click the Excel link in the column labeled Run to Excel

f. A new browser tab will open.

g. Enter your setid, contract year, and cycle and click the View Results button. h. A new window will open with the results or the file will be saved to your downloads folder

(it depends on your computer settings). i. Review the file for accuracy of contract data. For example:

• Review that all faculty for this cycle are listed • Review contract type is correctly assigned • Review title, rank, and salary are correct



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After reviewing the data in Excel you will need to make any corrections or additions in OneUSG Contract Review, and then move the contracts through a series of statuses to generate them for faculty acceptance.

1.2. Update contract data in OneUSG Contract Review.

j. Access the page using the following navigation: Navbar > Navigator > OneUSG > Contracts > Use > Contract Review

k. Select or enter your 5-digit setid

l. Select or enter your Compensation Year

m. Select or enter your Contract Cycle – generally 1 for 12-month contracts and 2 for

10month contracts.

n. Additional search criteria of Business Unit, Department, Employee Id and/or Contract

Status may be entered. o. Click the Search button.

p. You will arrive at the Contract Review page:



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q. To make changes to contract data and view all contract data fields for a faculty

member, click the View/Edit button next to the employee’s name.

• Review the contract data for this employee

i. If no changes are made, click Cancel

ii. If changes are made, Click OK.

iii. You should be back on the contract review page.

• Click the Save button (at the bottom of the contract review page).

r. To add an employee to this contract cycle, click the Add Row button.

• A popup window should appear



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• Enter or search for the Empl ID (it is best to look up the Empl ID on another page

and enter it on the contract page). • Click Create Contract

• The contract information for this employee should appear.

o Review the information for accuracy and completeness. ii. Click the Save button

s. If you want to look for a specific employee on the contract review page, you can use the Find icon to search for the employee.

Click the magnifying glass ii. Enter your search string (e.g. employee last name)

iii. Click the OK button

You will be taken to a row that meets your search string and the row will be

highlighted blue If the row you are taken to is not the person you are looking for press the

Control key and F simultaneously to move to the next person meeting your search text.



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2. Update Status to Approved

Navigation NavBar > Navigator > OneUSG > Contracts > Use > Contract Review

! Important During the contract review process the status of every entry is Initiated. After you have completed the contract review process you will need to update the status to Approved and then generate the contracts for faculty to view and sign.

2.1. Using the navigation above, navigate to the Contract Review page (if you are not already there).

a. Select or enter your 5-digit setid

b. Select or enter your Compensation Year

c. Select or enter your Contract Cycle – generally 1 for 12-month contracts and

2 for 10-month contracts.

d. You should arrive at the Contract Review page:



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2.2. Update the status to Approved for each employee that should receive a contract.

a. Click the box next to the Status column.

b. Repeat for each employee that should receive a contract OR

a. To mark all rows, click the Select All button

b. You can uncheck any rows that shouldn’t receive a contract by

clicking the checked box to make it unchecked.

c. Click the Approve button

d. The status should now be Approved for all of the rows that had been

checked. e. Click Save.

3. Preview the Approved Contracts using Contract Print

Navigation NavBar > Navigator > OneUSG > Contracts > Process > Contracts Print

3.1. Create a preview copy of contracts using the Contracts Print page.

a. Using the navigation above, navigate to the Contracts Print page



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b. Enter a value in the text box for ‘Run Control ID begins with’. This could be your initials or logon

name, e.g. c. Click Search

a. If you get a message No Results Found click the Add a New Value tab

b. Enter your Run Control ID c. Click Add

d. You will be on the Contracts Print run control page



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e. Enter or confirm the required prompts: a. Setid b. Compensation Year c. Contract Cycle d. Optional fields – Contract Type and Emplid e. Click Run (upper right area of the page)

f. The Contracts Print window will appear.

g. Click OK. This will queue the contract print job and close the popup window. h. Click the ‘Process Monitor’ link (next to Run).

i. One or more entries will appear. Find the entry with the process name BOR_CNRT_PRN.

j. If the Run Status is ‘Queued’ click the Refresh button until the Run Status is ‘Success’ or

‘No Success’ and the Distribution Status is ‘Posted’. k. Click on the ‘Details’ link.



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l. A new window will open.

m. Click on the ‘View Log/Trace’ link. n. A new window will open.



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o. Click on the BOR_CNT_SSPR.pdf link.

i A new browser tab will open to display the pdf. ii You can view, download, and/or print the pdf. iii Close the browser tab when you are finished or return.

p. Click the Return button or the X in the upper right to close the View Log/Trace window. q. Click the Ok button or X in the upper right to close the Process Detail.

4. Generate the Contracts for Faculty Signature

Navigation NavBar > Navigator > OneUSG > Contracts > Use > Contract Review

4.1. Using the navigation above, navigate to the Contract Review page.



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a. Select or enter your 5-digit setid

b. Select or enter your Compensation Year

c. Select or enter your Contract Cycle – generally 1 for 12-month contracts and 2

for 10month contracts.

d. You should arrive at the Contract Review page:

4.2. Generate contracts that have a status of Approved.



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a. Check the square box in between the View/Edit and Status columns.

b. Repeat for each employee that should receive a contract. OR a. To mark all rows, click the Select All button

b. You can uncheck any rows that shouldn’t receive a contract by clicking the

checked box to make it unchecked.

c. Click the Generate Contracts button (NOTE: This will generate contracts in Faculty Data Self Service for faculty to sign.)

d. The status should now be Generated instead of Initiated for all of the rows that had been checked.

a. CONTRACTS ARE NOW AVAILABLE TO FACULTY ON THE FACULTY DATA SELF SERVICE SITE.

e. Click Save before exiting the page.

5. Review the Status of Generated Contracts

Navigation NavBar > Navigator > Reporting Tools > Query > Query Viewer



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5.1. Using the navigation above, navigate to the Query Viewer page.

a. Enter BOR_MFE_CONTRACTS_FDSS_STATUS in the input field for ‘Query

Name begins with’ b. Click the Search button

c. The query should be listed. Click the ‘HTML’ or ‘Excel’ link to run the query.

d. Enter Compensation Year and Cycle

e. Click ‘View Results’ button. f. The query results will open in a new browser tab, or if you chose Excel a

file may have been saved to your Downloads folder.

IMPORTANT: You will need to run Steps 1-5 for all cycles you have at your institution. Enter the appropriate cycle number (eg. 1 or 2) at the prompt.

Contract Delivery Review · Manage Faculty Events Job Aid FE_JA120 Date 04/27/2020 ....

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