plasp absence reporting system (pars) relief... · 2017. 2. 21. · step 1 log into pars at . com....

Full User guide for Relief Resource Staff and ECE Relief Resource Staff

PLASP ABSENCE REPORTING SYSTEM (PARS)

This user guide has been to assist you in using this new system. PARS allows PLASP Relief Resource Staff to be notified of placements by phone daily at 6 a.m. This user guide will help you get registered, and will familiarize you with its features. For convenience, a quick reference guide is also available which outlines commonly used features of the system.

You can access PARS either online, or by phone.

Because PARS was originally designed for schools, you may find some of the terms used in this guide confusing. Here is a brief glossary of terms you will come across, explained in PLASP language. They will appear in bold throughout the document.

TERM WHAT WE CALL IT AT PLASPAccess ID/User ID PLASP employee number

Classification Program, position, shifteSolutions SmartFindExpress PLASP Absence Reporting System (PARS)

Job/Assignment Placement for Relief StaffPIN Password

Substitute Relief Staff

GLOSSARY OF TERMS

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Welcome to PARS

GETTING STARTED Accessing PARS Registering with PARS Your callback number USING PARS When I am called for work, what do I do? How do I view my placements? Creating an absence (online) Creating an absence (by phone) Cancel or review absences (by phone) Cancel or review absences (online) Review absence approvals (online only) Review Absence balances (online only) How do I search for jobs? (online only)

MANAGE YOUR ACCOUNT SETTINGS By phone Online GETTING HELP HELP! I forgot my PIN! Additional help resources

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TABLE OF CONTENTS

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Before using PARS, you must register and create a PIN. This can only be done via phone. Your PIN will be used for all interactions going forward, and is the same for accessing PARS by phone and online.

STEP 1Call 1.844.294.7618.

STEP 2Enter your Access ID (your employee number), followed by the star (*) key.

STEP 3When the system asks for your PIN (password), enter your Access ID again, followed by star (*).

STEP 4 You will be asked to create a new PIN. Enter the PIN you want to use, followed by star (*). The PIN must be 6 to 9 numbers in length.

STEP 5You will be asked to record your name. When you have finished recording, press star (*).

1.844.294.7618

https://plasp.eschoolsolutions.com

Your ACCESS ID / User ID is your employee numberYour PIN is the same for both phone and online

REGISTERING WITH PARS

ACCESSING PARS

Back to Table of Contents

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STEP 1Log into PARS at https://plasp.eschoolsolutions.com.

STEP 2Click on the Substitute role in the top right-hand corner of the screen.

STEP 3Under the Profile drop-down menu in the top right-hand corner of the screen, select Callback Number.

STEP 4Verify the phone number listed is correct. If it is incorrect, enter your new phone number. Do not enter dashes (-) or spaces when entering a phone number. Leave the Do not call until box blank and click Save.

You must enter a phone number that you can be readily reached at, in order for PARS to contact you by phone. This is the phone number that PARS will call to assign your relief assignment each morning.

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YOUR CALLBACK NUMBER

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You will be called starting at 6 a.m. Monday to Friday. Make sure you have a pen and paper handy.

STEP 1Enter your Access ID (employee number), then press the star (*) button. Then enter your PIN and press star (*). If you need more time to locate this information, press *, and the system will be placed on hold for two minutes. Do not hang up if you enter this information incorrectly. You will be asked to try again.

STEP 2Press 1 to listen to available jobs (relief placement shift).

STEP 3You will then be informed that a job (relief placement shift) is available. Press 1 to review it, then press 1 again to hear the job’s details.

STEP 4Pay close attention. You will now hear the location, program, position, shift and time. There may be additional instructions. Press 1 to accept the job or press 2 to decline the job.

STEP 5After you hear the job number, be sure to write it down. If you need to hear it again, press 2. This information is also sent to you via email to your PLASP email.


WHEN I AM CALLED FOR WORK, WHAT DO I DO?

Note: Each week, remember to review your assignment history for the week. Call your area manager if the records are incorrect. You are responsible for your own assignment history.

STEP 1In your web browser, go to: https://plasp.eschoolsolutions.com. Under User ID, enter your employee number. Enter your PIN (same as the one used for phone access) and click Submit.

STEP 2Click on the Substitute role in the top right-hand corner of the screen.

STEP 3On the grey menu bar that runs across the top of the screen, click on Review Assignments. To find a list of your placements, enter a range of dates in the Search From boxes, or leave these boxes blank to review all your placements. You can also find a specific placement by entering the job number. When you are done, click Search.

STEP 4Your placements will be displayed. To view details of a specific placement, click on the job number in the left-hand column of the screen.

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HOW DO I VIEW MY PLACEMENTS?



PART ONE - CREATING THE ABSENCE

STEP 1 In your web browser, go to: https://plasp.eschoolsolutions.com. Under User ID, enter your employee number. Enter your PIN (same as the one used for phone access) and click Submit. STEP 2 On the top right-hand corner of the screen, click the Employee role.

STEP 3Click Create an Absence on the grey menu bar. Next, select the reason for absence. Please note: some absences require approval with at least two weeks’ notice.

STEP 4Select “no” when asked if a Substitute is required.

STEP 5Select the range of dates where your absence will take place using the calendar. Next review the Weekly Schedule chart below. Make sure only the days of the week you will be absent are checked. Ensure the start and end times for yourself are correct and update if necesssary. Additional instruc-tions can be left in the Substitute Instructions box.

STEP 6 Review the details of your absence. If everything is correct, click Create Absence. A job number will be created. Write down the Job number , it is your absence confirmation. No job number means the absence was not created.

Continue to part two on the next page.

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CREATING AN ABSENCE (ONLINE)

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When reporting an absence, the preferred option is to access PARS online. Use the phone option as a backup if the PARS website is not accessible. There are two parts to reporting an absence. You must first create the absence, then instruct PARS not to call you for assignments while you are away.

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PART TWO - INSTRUCTING PARS NOT TO CALL YOU DURING YOUR ABSENCE

STEP 1 Click on Substitute role in the top right-hand corner of the screen.

STEP 2 Under the Schedule pull-down menu, select Unavail dates. Then click New.

STEP 3Enter the dates and time of your absence, so PARS knows when not to phone you. Next, click Save. If you are locked in for a long-term absence, call the Relief Coordinators at 905.890.1711 ext. 211.

STEP 4Log out when you are done.

(continued) CREATING AN ABSENCE (ONLINE)

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STEP 1 Have a pen and paper handy. Dial 1.844.294.7618. STEP 2 When asked for Access ID, enter your employee number and press star (*). Next, enter your PIN and press (*).

STEP 3Press 1 to enter the system as an employee.

STEP 4 Press 1 to create an absence. If you work at more than one location, you will be asked to choose a Location. Next, you must choose a Classification (position, program and shift). Codes will be played for each. Enter the code that applies to you, followed by (*). If your Location or Classification is missing or incorrect, call the Relief Dispatch Team at 905.890.1711 ext. 211.

STEP 5 Press 1 if the absence is for today. Press 2 if the absence is for tomorrow. Press 3 to enter other dates in the future, using MMDD format (i.e. 1230 = Dec. 30). STEP 6 The default start and end times for the absence will be played. Press 1 to select these times, or press 2 to enter your own (both 12 and 24-hour formats are accepted). STEP 7 A list of absence reasons will be played with codes for each. Enter the code that applies to you, then press star (*). Please note: some absences require approval with at least two week’s notice. STEP 8 If you wish, you can record instructions for the Substitute (relief staff) by pressing 1. If not, press 2. When asked if a Substitute is needed, press 1. When asked if you want to specify a Substitute, bypass this by pressing 2.

STEP 9 Press 1 to finalize the absence, or press 2 to review the details before confirming. Write down the Job number that is played. It is your absence confirmation. No Job number means the absence was not created. Next, press 9. CONTINUED ON THE NEXT PAGE

CREATING AN ABSENCE (PHONE)

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If the PARS website is offline, you may contact PARS by phone as a backup when creating an absence.


STEP 9 You will now be taken back to the main menu. Press 2 to re-enter PARS as a substitute.

STEP 10 Press 5 to review or modify unavailable dates.

STEP 11 Enter the dates you will be away during your absence.

STEP 12 If you will be away for the entire day during the dates you entered, press 1. To enter specific times, press 2. You will then be prompted to enter the specific times you will be away. Both 12-hour and 24-hour formats are accepted. Once you are done, press 2.

STEP 13 Press 9 to exit, and hang up when you are done.

STEP 1 Dial 1.844.294.7618, then enter your Access ID (employee number) and press star (*). Enter your PIN next, and press (*). Then press 1 to enter the system as an employee. STEP 2 Press 2 to review or cancel an absence. All active Jobs (absences you created) will be played. Instructions will follow on how to cancel a Job. STEP 3 If a cancelled absence has an assigned Substitute (relief staff), please indicate you would like the Substitute notified of the cancellation. STEP 4 Once your absence is canceled, you will hear the system say “Job number xxxxx has been cancelled.” Do not hang up until you hear this message, otherwise your cancellation may not have been accepted.

CANCEL OR REVIEW ABSENCES (PHONE)

(continued) CREATING AN ABSENCE (PHONE)


STEP 1 Log in at: https://plasp.eschoolsolutions.com. STEP 2 Click on Review Absences.

STEP 3 Search for absences you’ve created by date range or Job number. A list of your absences will be shown. Click on the Job number you would like to cancel.

STEP Click Cancel Job to cancel the absence.

STEP 5 Once you are finished, sign out.

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CANCEL OR REVIEW ABSENCES (ONLINE)

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STEP 1Log in at: https://plasp.eschoolsolutions.com.

STEP 2Click on “Absence Approval” on the grey menu bar on the top of the screen. STEP 3Enter the dates for the search, choose the location of the absence requests, and select the status or statuses for your search. Click Search.

STEP 4The Absence Approval List displays summary information on the absence request.

STEP 5Click the Job number link or tab to display the Absence Approval History log for the request. The log shows the history of actions performed on the request for each level.

If your absence requires approval, Click the Absence Approval Menu to view the status of your request. This option is available online only.

STEP 1In your web browser, go to: https://plasp.eschoolsolutions.com. Under User ID, enter your employee number. Enter your PIN and click Submit.

STEP 2Click on “Reason Balances” on the grey menu bar on the top of the screen. Your balances will be displayed.

REVIEW ABSENCE APPROVALS

REVIEW ABSENCE BALANCES

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HOW DO I SEARCH FOR JOBS? (ONLINE ONLY)

STEP 1 In your web browser, go to: https://plasp.eschoolsolutions.com. Under User ID, enter your employee number. Enter your PIN (same as the one used for phone access) and click submit. STEP 2 Click on Available Jobs.

STEP 3Next, enter the range of dates from which you would like to pick available jobs. Click Search.

STEP 4A list of available Jobs will now appear. If a Job interests you, click Details.

STEP 5 Click Accept to accept the Job and view its details. Otherwise, click on Return to list to view other Jobs.

In addition to being notified for Jobs, you also have the option of choosing placements ahead of time. This can only be done online. To review jobs, please see page 7.

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By phone Start by calling 1.844.294.7618. Enter your Access ID, followed by star (*). Then enter your PIN, followed by star (*). You will then enter the main menu.

To change your name (phone only, this cannot be done online)1.) Press 2 at the main menu. Your name will be played to you.2.) Press 2 again to change your name. When asked, record the new name of your choosing, followed by star (*). Be sure to speak slowly and clearly. Press 1 to accept this new name, or Press 2 to re-record. 3.) Once you are done, press 9.

To change your PIN1.) Have a pen and paper handy.2.) Press 4 at the main menu. Then, press 1 to change your PIN. 3.) Enter your new PIN, followed by star (*). Your new PIN must be 6-9 numbers in length. 4.) Your new PIN will be repeated to you. If it is correct, press 1. To re-enter the PIN, press 8. Make sure to write down your PIN!5.) Once you have your new PIN, press 9 to exit.

Online Go to https://plasp.eschoolsolutions.com. Enter your Access ID and PIN, then click submit. Once you are at the main menu, find the “Profile” tab on the top right-hand corner of the screen.

To change your PIN Click “Change Password” in the pull-down menu. You will be asked to enter your current PIN. Next, you will have to choose a new PIN that is 6-9 numbers in length. Make sure you write down your new PIN! Enter your new PIN in the “new” box, and then enter it again in the “confirm new” box. Click save to finish. Do not use the Update Email feature Messages are sent to your PLASP email. If you change your email address, you will not receive notifications from PARS. Information This tab displays your current contact information. If this needs to be changed, call the Relief Dispatch Team at 905.890.1711 ext. 211.

MANAGE YOUR ACCOUNT

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1.) Remain calm. Go the PARS website at https://plasp.eschoolsolutions.com. Your PIN can only be changed online. On the main login screen, click on Trouble Logging In under the submit button. You will be taken to a new page. Enter your Access ID (employee number). Enter the security code and press submit. 4.) Check your PLASP email. A temporary PIN will be emailed there. Once you log into PARS, follow the steps on the previous page to set a new PIN.

If you need further help with using PARS online, click on the Help tab. Here, you will find a variety of how-to videos, and the employee user guide.

For commonly-accessed tasks, you can also consult the quick reference guide for staff.

GETTING HELP

ADDITIONAL HELP RESOURCES

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HELP, I FORGOT MY PIN!


plasp absence reporting system (pars) relief... · 2017. 2. 21. · step 1 log into pars at . com....

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