Admin Instructions
User Manual:
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Grant Activity Reporting and Scheduling – G.A.R.S. GARS Supervisor Role Instructions 1 Landing Page Tab Overview: Landing Page: Top Tabs: • Home – Basic information about the active assignments and tab selection. Similar to in mainframe • Active Events – By selecting an event from the dropdown, this is where you will find the assignment shell information, status of officers, cost and other information related to the assignment. Combines mainframe functions 2 • Event Worksheet – Gives the ability to print, create or change the worksheet. This is the same format as in Patrol Activity system • Create Event – to create new events once they have been built in the template tab, then it’s just selecting the appropriate information from the dropdowns. • Event Template – build completely new events by filling in the required information. Once the template has been built, creating daily assignments becomes much simpler. • My Event Information – Displays the supervisors assignment information Left Page Tabs • The ‘Events With Opening’ tab will only show assignments that have openings • The ‘Incomplete Events’ tab will show only assignments that still need to be completed and invoiced • The ‘Search For Workers’ can either pull up the officers information, directly place them in an assignment or place them in queue for potential download 3 • The ‘All Personnel Report’ tab will show how many hours officers have accumulated in the system • The ‘View and Create’ selections create the invoices for payroll • The ‘Reports’ tab provides stats such as costs, man-hours, avg cost per hour In Depth Instruction HOME: Landing page Note about Home Tab: • The assignments will disappear from the home page on the day following the assignment. For example, all 3 assignments on 5/18 will not be displayed on the home page once you log into GARS on the 19th. The assignments must be opened through ‘Active Events’ 4 The column headers for the assignment are: 1. EventID – Unique number associated with a specific event. This number will help you identify a specific assignment when working in the different tabs 2. Event – Name of the assignment 3. Date – Date of assignment 4. Day – Displays the day of the assignment 5. Start Time – Time assignment begins 6. Pos Count – Number of positions 7. Assig Count – Displays the number of people assigned 8. Opening – Displays how many openings for the assignment 9. Signed-up – Shows how many people signed up and are in queue 10. Visible – Confirms if the assignment is visible for officers to see when signing up in GARS. 11. Staff – By selecting ‘Staff’, the computer will load the assignment with officers 12. View – By selecting ‘View’, the shell of the assignment, officers queue, ability to assign event or assign specific officers are displayed. It’s a shortcut to ‘Active Events’ If you select ‘view’, the page below appears……. 5 6 ACTIVE EVENTS: Landing page Must select an assignment from the dropdown 7 Section 1 Once you select an event, the following page is displayed. Let’s break the information down on this important page. Section 3 Section 2 Section 4 Section 5 8 SECTION 1 Event ID 172 was selected. Notice the radio button ‘Open’ and ‘Closed’ to the right. There is a separate dropdown selection for ‘Open’ and ‘Closed’ assignments. Open assignments are still active and needs to be completed. Once the assignment is complete and has been closed for invoice, then the assignment can be found in the ‘Closed’ dropdown menu. SECTION 2 The information in the event template is shown in this section of the ‘Active Events’ page and can be edited if necessary. The ‘Delete’ function completely eliminates the record from the system and neither the assignment nor the information can be retrieved. The ‘Visible’ button allows the creator to make the assignment visible or hidden on the officer’s home page The pems index and police/ personnel codes have been eliminated and the IO and Cost Center numbers are now the accounting information ‘Complete’ – Once an assignment has been updated and is ready to be paid, select ‘yes’. The event becomes locked at this point. To unlock, simply select ‘no’ General sign up counts, time total and cost estimate To manually staff the assignment at anytime, click here 9 Selecting ‘Yes’ for ‘Complete’ is like finalizing an event in mainframe with FA which would change the status to ‘C’. To unlock the assignment, select ‘No’ for ‘Complete’ and that unlocks the event to allow changes. Selecting ‘Yes’ for ‘Invoiced’ permanently locks the assignment since the payment information is sent to financing. It is like the ‘X’ status in mainframe. SECTION 3 Since the assignment has not been staffed yet, all officers who signed up (listed by sign up time order) are displayed under the “PENDING OR NOT SELECTED FOR THE ASSIGNMENT” section. From here you can load officers individually just by clicking the ‘Assign’ button. 10 TIP Once the assignment has been staffed, those selected officers are moved to the “SELECTED FOR THE ASSIGNMENT” section. Those that signed up but weren’t selected remain in the pending / not selected queue. Once the worksheets have been made, you can print them from the ‘Active Events’ page. There are 2 choices once an officer has been selected to make adjustments - ‘VIEW’ and ‘EDIT’ 11 VIEW – Shows the officers information including number of jobs selected, canceled and not selected. In addition it will have a total number of overtime hours in GARS. TIP Select ‘Worker Info Page’ to see the officer’s individual sign up page. From here you can cancel an officer’s sign up request or an assignment by clicking the red ‘X’. A confirmation pop up will appear (See 1 and 2 below). 1) – If canceled 5 days or more from the date of assignment. 2) - If canceled less than 5 days of the assignment, a reason for canceling must be stated. 2 1 12 TIP EDIT - Update officer’s start and end times. Through ‘Edit’ you may also cancel or delete the officer from this page. THE ‘CANCEL/DELETE’ FEATURE MAY BE REMOVED FROM THE EDIT PAGE BUT FOR NOW YOU CAN USE IT To cancel an officer assigned to an event, select ‘edit’, click on ‘Cancel/Delete’, list a reason and pick either the ‘cancel or delete assignment’ button. If ‘cancel’ is selected, then the hours count against the officer if he is removed less than 5 days from the assignment. If ‘delete’ is selected, the officer is completely removed from the database and the hours do not count against him. In mainframe, cancel is like using EA and delete is like using **. 13 SECTION 4 - It’s a simple legend of the officer’s status SECTION 5 – Notes written from the ‘Worksheet’ page are displayed here. 14 EVENT Worksheet: Landing Page Once the event is selected, you will see ‘Available Officers’ and ‘Open Post’ 15 To make the worksheet, simply click a name, click post number and click ‘Pri To WS’ (Primary to Worksheet). The officer moves and is posted under ‘Primary’. Just keep clicking a name, post number and ‘Pri To WS’ until all officers are posted. To post two officers together, click the ‘Secondary’ button, click name, post number and then select ‘Sec To WS’ 16 To change officer’s posts, click on the ‘X’ next to their name and the system moves them back to ‘Available Officers’. Then you can repost by clicking name, post number and selecting either ‘Pri To WS’ or ‘Sec To WS’ If someone is listed under ‘Available Officers’, you can pull up the worker information by clicking their name and selecting ‘Worker Info’ Print worksheets by selecting ‘Worksheet’ 17 Notes can be added to the worksheet. For example; heavy rains tonight and light traffic by selecting ‘Add Event Notes’ How To: 1. Find the assignment I am supervising – select ‘Active Events’ and pick from the dropdown. If the job is on the ‘home’ page, then you can click ‘view’. 2. Add officer to an assignment – a. If the officer is in the ‘pending or not selected’ queue, then just click ‘assign’. b. If the officer is not in queue, select ‘search for workers’ on the home page, enter a badge number or partial name and hit ‘search’. Once the officer’s name appears select ‘sign up’. This puts the officer in queue to potentially be downloaded. c. d. ‘Sign up’ puts the officer in queue to potentially be downloaded. ‘Assign’ will load the officer directly into the assignment(s). 18 3. To cancel or remove an officer – **** This is temporary**** a. Select from either ‘active events’ dropdown or ‘view’ from home page. Click on ‘view’ next to the name from either the ‘selected’ or ‘pending/not selected’ column. Select ‘officer assignments’ and then select ‘X’. If the assignment is in less than 5 days, another pop will appear asking for a reason. 19 4. To make worksheets – see page 14 – 16. 20
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