Process Number: 56	Revision Date: 8/5/2010 4:06:00 PM
Revision #: 12	Back | Access Password:

Build/Update Staff/Volunteer Record inDatatel(SVM)

Office Responsible:

DCS - District - Computing Services DHR - District - Human Resources

Process Type:

internal

Position Title:	HR Staff & UL Staff		Author:
Cross Trained Staff:	Human Resources Staff	Manager:		Vice Pres.:

Timeline (Deadlines or Time-Constraints) :

Upon Request

What must be done before this process is started:

Employee has been approved by the Board of Trustees.

Which processes are waiting for this process:

Process 73 - Assign Datatel Permissions (SOD)

Source documents or communication with information needed for this process:

What is the end-result of this process, or the hand-off

An active staff record.

What steps must be taken independent of the computer system (Manual Process)

Which steps must be taken on a computer (Electronic Process):

PART I Entering/Updating Person Record IMPORTANT: NAE records may be created prior to HR entering them, depending on current processes. Faculty tends to be added by the instruction office before Board Approval, or was once a student and now is being hired by SBCCD. Notes: Date of birth if left blank will prevent staff and faculty to log into Campus Central. The SSN being left blank will create the potential for duplicates and it is needed for MIS state reporting. Step 1: Login to Datatel Note: See “Getting Started” guide sent you by your user liaison on how to login. Step 2: Make sure your application is “ST”. Step 3: Enter the mnemonic “NAE” Step 4: At the prompt, enter in one of the below: Note: You can enter “…” as a wild card. (ie. Brady, C…) • Datatel ID • SSN • Last Name, First Name Step 5a: If you don’t enter the Datatel ID or used a wild card, you will be prompted with a resolution screen. If one of the names matches, then click the “check box” to the left of the name, and hit “F10”. If you don’t find it, then type “A” and “F10” to add. Step 5b: If you entered the SSN or Name, or if it couldn’t find a previously entered person, it will prompt you to “Record not found -- Reenter or Add”. Click “Add”. Step 6: Fill in the information. Required fields are only the “Last Name”, but processes need to have SSN and birth date populated. Note: If you are updating information, when you change the first, last or middle name, it will ask you if it is a name change. If it is a correction, click “No”. If it is a name change because of marriage, then click “Yes” and click “(B)irth Name”. Step 7: When finished, click “F10” to save the information on the NAE screen. PART II Entering/Updating STAFF Record IMPORTANT: NAE records needs to exist prior to creating a STAFF record. However, if one doesn’t exist, it will automatically take you to the NAE screen to create it. See PART I for more information. Step 1: Enter the mnemonic “SVM” Step 2: At the prompt, enter in one of the below: Note: You can enter “…” as a wild card. (ie. Brady, C…) • Datatel ID • SSN • Last Name, First Name Step 3a: If you don’t enter the Datatel ID or used a wild card, you will be prompted with a resolution screen. If one of the names matches, then click the “check box” to the left of the name, and hit “F10”. If you don’t find it, then type “A” and “F10” to add. Step 3b: If you entered the SSN or Name, or if it couldn’t find a previously entered person, it will prompt you to “Record not found -- Reenter or Add”. Click “Add”. Step 4: If the STAFF record doesn’t already exist, it will prompt you with “Record not on STAFF file. Create a STAFF record (Y/N)”. Click “Y”. Step 5: If a new record, enter “Staff Code”. Note: Use the person’s initials (ie. CMB for Cory M. Brady). If the staff code is already used, add an “X” after the first initial. Continue to add and “X” until you find a staff code not used. (ie. CXMB, CXXMB, …) Step 6: Enter the Operator ID (i.e. dwalter) Step 7: Detail into DMI Registry Info and enter WebAdvisor access. If operator is faculty enter XWEBFACUILTI in the Env Operator Equivalent field, if operator is a counselor enter XWEBCOUNSELOR in the Env Operator Equivalent field. (per Arlene`s Datatel: WebAdvisor Counselor Setup document) Step 8: Select “Staff Type” from the drop down list. Step 9: Select “Staff Status” from the drop down list. Step 10: Office Code can be left blank, but can be selected if you know the department. - Note: You can enter more than one office if needed. Step 11:Enter “SBVC”, “CHC” or “SBCCD” for location. - Note: You can enter more than one location if needed. Step 12: Leave all other fields blank, and click “F10” to save information.

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Updated Copy with graphics: http://doclib.sbccd.net/Files/District/District_Computing_Services/Documentation-User/Datatel/HR/SBCCD_Colleague_HR_Processes_%28NAE%2CSVM%29_092608.doc

Notes (Cautions, suggestions for improvement, etc.)