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Teachers Contracts System

Santa Cruz City Schools

Doc rev 2.1

TABLE OF CONTENTSTable of Contents.........................................................................................................................................2Overview......................................................................................................................................................3Running the MAGIC Reports.......................................................................................................................4

Changing to the Correct Fiscal Year........................................................................................................4COR410 – Employee Information Detail Report.....................................................................................5COR510 – Position Control Report..........................................................................................................6COR610 – Employee/Position Report......................................................................................................7COR210 – Location Table Report............................................................................................................7

Downloading and Processing the Reports..................................................................................................10Using the “SCCSContract” Macro.........................................................................................................10

Using the Contract Conversion Tool..........................................................................................................14Loading Employee Information.............................................................................................................14Position Descriptions..............................................................................................................................16Control Table..........................................................................................................................................17

Creating the Documents.............................................................................................................................19Preparing the Merge Text Files..............................................................................................................19Preparing the Merge Documents............................................................................................................20

Available Merge File Fields.......................................................................................................................24

OVERVIEWThe purpose of the Contracts project is to prepare annual contracts for teachers of PVUSD. The basic information is extracted from MAGIC reports in the CECC system on the HP, massaged in a Visual Basic application, exported to a text file and merged with Microsoft Word document which are the contracts.

To use the system you follow these steps: Run three MAGIC reports in CECC. Run a Reflection macro that downloads the report files from the HP to Monarch, launches

Monarch, opens the reports, applies the models and exports the extract information as text files

Run a stand alone Visual Basic program that creates files to be merged with the contract Word document.

Print the contract merge document in Microsoft Word

Each of these steps is discussed in detail later in this document.

RUNNING THE MAGIC REPORTS

Changing to the Correct Fiscal YearBefore running the MAGIC reports you must be in the correct fiscal year in the CECC system. For Teacher Contracts for the new year you need to change to the next fiscal year. At the Select Option on the menu type CJ and press the (outside) Enter key. On the Change Log-On JCW’s screen type the new fiscal year in the New Year field. Press the (outside) Enter key and then press the F7 key to make the change permanent. Press the F8 key to return to the menu. Remember to change back to the current fiscal year after running the reports.

The Change Fiscal Year Screen

The Employee Information Report Submission Screen

COR410 – Employee Information Detail ReportThe COR410 report is submitted just like any other report in the CECC system. To select the report:

Select Magic. Select Reports. Select 1, Employee Reports. Select 1, Employee Information Report (COR410). In the “Save Rpt Sel as:” field type Contract or fill in the submit form as above and save

as Contract for future use Press the (outer) Enter key Press F7, to stream the report.

The Position Control Report Submission Screen

COR510 – Position Control ReportThe COR510 report is submitted just like any other report in the CECC system. To select the report:

Select Magic. Select Reports. Select 2, Positions/Earnings Reports. Select 4, Position Control Report (COR510). In the “Save Rpt Sel as:” field type Contract or fill in the submit form as above and save

as Contract for future use If necessary, change the “As of Date” to 07/01 of the appropriate calendar year. This

should match the first day of the fiscal year you are processing. Press the (outer) Enter key Press F7, to stream the report.

The Employee/Position Report Submission Screen

COR610 – Employee/Position ReportThe COR610 report is submitted just like any other report in the CECC system. To select the report:

Select Magic. Select Reports. Select 2, Positions/Earnings Reports. Select 1, Employee/Position Report (COR610). In the “Save Rpt Sel as:” field type Contract or fill in the submit form as above and save

as Contract for future use Press the (outer) Enter key Press F7, to stream the report.

COR210 – Location Table ReportThe COR210 report is submitted in a different manner. Select MAGIC from your menu. Then select 4 – MAGIC Set-Up Programs. Select 1 – Table Master. The following screen will appear.

The Table Master Screen

Press the F4 key or click the To Tbl Rpt button.

Location Table Submit

Fill in the Report Title and move down to the Location table and key an “X”. Press the (outside) Enter Key. Then Press F7 to stream the report.

DOWNLOADING AND PROCESSING THE REPORTSAfter you have successfully run the MAGIC reports go into your Print Queue to identify the file number of the reports. The print queue screen looks like this:

The Print Queue Screen in CECC/Reflection

Make a note of the numbers in the File column for the reports and the COR report that they go with. Notice that the reports are broken into multiple files of 500 pages each. This is because each employee’s information appears on a separate page so Monarch will not be confused by continuation pages. Return to your menu to transfer the files.

Using the “SCCSContract” MacroA Reflection macro has been created to simplify the task of transferring the report files to your hard disk and using Monarch to extract the information needed to update the Contract tables. After you have noted the file numbers of the MAGIC reports, return to the Reflection menu. Click the Macro menu option and select the Macros sub-menu option.

Select the Macro Menu Option

From the list of available macros click “SCCSContract” and click the Run button or double-click “SCCSContract.”

Select the Contract Macro

Instead of running the SCCSContract macro from the Macro menu you may just click the “Contract” tool button if it appears on your Reflection toolbar.

A form appears for you to enter the file numbers of the report files.

The Download Reports for Contracts Form

Type the file numbers for the report files under the appropriate heading. For the COR410 report you may type up to twelve file numbers and for the COR510 and COR610 reports you may type up to six file numbers. If information has not changed you do not need to run the report and you may leave that text boxes empty and the macro will not attempt to transfer a file for that report. For file numbers, you may type just the significant digits of the file or, if you prefer, you may type it starting with a letter “p” and the number padded to the left with enough zeroes to make a 7 digit number. The file number 6287 for the first COR410 report can be typed either as “6287” or as “p0006287”.

You will see the Reflection transfer dialog box appear for the report files that you typed. After the files are transferred, the macro launches Monarch, opens the report’s model, invokes the proper filter, if necessary, and exports the extracted information as a Comma Separated (.csv) text file. If you ever need to perform the extract manually use the following table as a guide to the files and models.

Report File Model Filter Extract FileCOR210 COR210.mod Code Location.csvCOR410 COR410.mod Positioned Address.csvCOR510 COR510.mod None Position.csvCOR610 COR610Employee.mod Teachers Employee.csvCOR610 COR610Additional.mod Teachers Additional.csvCOR610 COR610Position.mod None FTE.csv

USING THE CONTRACT CONVERSION TOOLThe Contract Conversion Tool is a Visual Basic program that takes the Monarch exported information and creates the files needed to print the Microsoft Word merge documents for Teacher Contracts. When you launch the program the Teacher Contracts main form appears. Notice that just below the buttons is a darker blue window displaying the Fiscal Year of the information currently loaded.

The Teacher Contracts Main Form

Loading Employee InformationTo load the information from MAGIC into the tool’s tables click the Load button on the Teacher Contracts form and the files you exported from Monarch will be loaded into the Contract tables. Information about the load process is displayed in the window on the right side of the form. When the MAGIC information has been loaded, for 2005-06 you are given the opportunity to update FTEs for employees on Leave of Absence using a special spreadsheet. The LOA spreadsheet must be placed in the C:\Contracts folder and can be named whatever you want. An “open file” dialogue box appears for you to select the correct spreadsheet file.

The Open File Dialogue Box for LOA Spreadsheet

Click on the name of the spreadsheet file and click the Open button or double-click the file name. After the load takes place the Fiscal Year of the just-loaded information appears in the Fiscal Year window just below the buttons.

The Teachers Contracts Tool Form after Load

Position DescriptionsWhen position descriptions are loaded into the Position table the program tries to take the descriptions which appear as all upper case in MAGIC and format them as “normal” case with upper case letters at the beginning of each word and lower case letters within the words. This can make for odd looking descriptions depending on how the words are strung together in MAGIC. You can clean up these descriptions by clicking the “Edit Positions” button on the Teacher Contracts form.

The Position Description Edit Form

When the form is launched it displays the Position Code and Description for the first position in the table. Use the buttons at the bottom of the form to navigate through the Position Description table. The first button (<<) moves to the first record in the table. The second button (<) moves to the record before the one you are viewing. The third button (>) moves to the next record in the table. The fourth button (>>) moves to the last record in the table. To change a description just over-type what you want and click the Update button to make the change permanent. If you do not click Update the information you typed will be discarded. When finished with your changes, click the Close button to return to the Teacher Contracts form.

Control TableThe Control table contains such things as school year dates. Before extracting and printing contracts you should make necessary changes to the Control table. Usually this only needs to be done once a year. To access the Control Table Maintenance form select the File menu option and select the Control File sub-option.

The Control Table Maintenance Form

The form allows you to set the following information: From Year is the starting year of the teacher contracts Thru Year is the ending year for teacher contracts Year Dates for teacher Year Dates for administrators Year Dates for others

CREATING THE DOCUMENTSAfter you are satisfied that all information is correct you are ready to create the text file that Microsoft Word uses to prepare the contract.

Preparing the Merge Text FilesSocial Security Numbers on contracts may appear as all nine digits (123-45-6789) or masked (XXX-XX-6789). The program by default will mask the SSN. To print all nine digits you must uncheck the “Mask SSN” menu option.

The Mask SSN Menu Option

Click the Option menu and click the Mask SSN sub-menu to uncheck it. Be aware that the next time you run the program the Mask SSN option will revert to checked and SSNs will be masked on the contracts.

To create the extract text file click the Teacher Contracts button. You can select to print only specific sites or all contracts. When you click the Teacher Contract button a Site Selection dialogue box appears.

Site Extract Dialogue Box

In the box type a three-digit site code or a series of three-digit site codes separated by commas. To select all sites type the word All and click the OK button. Contracts will be sorted in sequence by site and employee name if All is the selection or by name within each site code entered on the Site Extract dialogue box. Note that the sites are selected in the same sequence that you enter them on this form.

When the data is extracted the form will look similar to this.

The Teacher Contracts Form After Extracting Contract Records

Preparing the Merge DocumentsAt this point you are ready to print the actual contracts or letters. Start Microsoft Word. Select SCCSContract.doc from the Contracts folder on the drive where the Contract system was loaded.

File Open Menu

Click the File menu option and select the Open sub option.

Look In Pull Down

Pull down on the Look In pull down by clicking the arrow to the right of the box.

Available Drives

Select Local Disk (C:) by double-clicking it.

Folders on Local Disk

Select the Contracts folder by double-clicking it.

Documents and Folders in the Contracts folder

Select the SCCSContract.doc merge document by double-clicking it. You may be asked to confirm the data file to use (depends on your version of Microsoft Word and its settings); click the OK button

The Microsoft Word Merge Document

On the Microsoft Word merge document select Merge To New Document and save them as your “printed” contracts. This file may be changed in Word before actually printing the contracts.

Merge to Document button

AVAILABLE MERGE FILE FIELDSThe extract information used in the SCCSContract.doc is contained in the file employee.txt. The following fields may be inserted into a document from this file:

Social security number (SSN) Employee’s full name, First, MI, Last (Full Name) Street address (Address1) City, state and ZIP (Address2) Telephone number (Phone) Employee’s first name (First_Name) Position code (Pos_Code) Position description (Position) Position FTE (Pos_FTE) Salary range (Range) Salary step (Step) Salary (Salary) Masters stipend (DispMast) Doctoral stipend (DispDoct) Bilingual stipend (DispBiln) Total of stipends (StipTotal) Total salary (AllTotal) Days per year worked (DaysYear) Days per year description (DispDays) Tenured status check (St_Tenure) Prob 2 status check (St_Prob2) Prob 1 status check (St_Prob1) Temporary status check (St_Temp) Employee FTE (EE_FTE) Contract start year (From_Year) Contract end year (Thru_Year) Contract dates (YearDates) Three-digit site code (Site) Location description (Location)