S.p.a.m.
Student Payroll and Management Help
Information Technology
Saint Michael’s College
One
802-654-2020
Introduction
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Student Payroll and Management website was created to allow work study
coordinators to access the student logon database. It allows administrators to edit, add, and
remove hours in the work-study student’s logs.
The admin system also provides a way to monitor logon and logout
durations. This will prevent students
from logging in when they are not at work.
Further security measures are used including IP address postings in the database. The IP address from the computer used to
login and logout from is saved in the database.
See IP tracking below for more information. In the event a student either forgets or is
unable to login, the administrator can add the workers hours in the user’s time
log page. In addition, if a student
incorrectly logs in/out there is an update feature available to allow an
administrator to change the duration of a logged time period. All the functions described above are
explained in more detail in this manual.
In order to be directed to your desired topic, select a link from the
index below.
Index
1.
Levels of administrative use
1.
Logging in
2.
Logging out
1.
Rules for adding comments
2.
How to add comments to a users profile
3.
How to remove comments
1.
How to add new users
2.
Input format
3.
Errors
Changing administrator password
1.
How to change password
1.
What is recorded when a student logs in
1. Updating user’s time logs
1.
Adding time to user profile
2.
Deleting incorrect hours
3.
Updating incorrect hours
1.
How to update user information
1.
Description of tracking
2.
How to update tracking values
1. See a list of workers who are currently
logged in
Levels of administrative use
There are four levels
of access in the Student Payroll and Management tool. Three of these levels are administrator
accounts which can make changes to either a students time logs and/or the
student’s user profile. The student
access level does not allow any changes to be made and has the lowest level of
permissions while a level one administrator have permissions and access to all
functions of the S.P.A.M. site.
Level 1: Level 1 Administrators have access to everything, can add users, make updates, delete users, and change login information to all users in all departments.
Level 2: Department Administrators have permission to add new users but can only make changes in their own department. Department Administrator’s are not permitted to change their department.
Level 3: User Administrator can edit current user’s time and profile information. Level 3’s are limited to making changes and updates solely in their own department.
Level 4: Student access level allows
login, logout, view of hours worked, request to update time log, and change
their password.
Logging in
To login to the administrator page type the URL: http://wkts.smcvt.edu
into your web browser. You will be
prompted to enter your username and password at this start page. Continue to enter your username and password
and click the “Login” button. This login
page will direct you to the administrator website if you have level 1, 2, or 3
privileges, students will be directed to a separate page where they can log in
and out from. For instructions on using
the search function please see Searching users.
Logging out
When an administrator wishes to sign out to terminate their
session, locate the “log out” icon in the administrator navigation bar on the
left of your screen. This should
redirect you back to the logon page to show your logout was successful. It is also possible to logout from the admin
site simply by closing your web browser.
It is important to log out at the end of each session on
the admin page due to the sensitive information about student workers and their
time logs.
How to add new users
After logging in you are redirected to the admin home page where the “add new user” option is. If it is necessary to add new users to the work-study database you will need to first locate the “add new user” link in the administrator navigation bar on the left side of your screen.
You must fill in all fields containing asterisks, as they are
required. Other information may be left
blank and updated at a later point in time.
See updating user info for more information. Once all the required fields have been
completed, click the submit button to enter the information into the
database.
Input format
All fields must be filled in properly in order to save the information to the database. If you leave a field empty you will get an error message. When you have filled out all the correct information and click “add user” and the new user was successfully added.
Rules
for adding comments
Comments can be added to a work-study
workers profile. One per semester is
allowed.
How
to add comments to a users profile
Navigate to the user’s profile
page. Click the “add new” button on the bottom
of the page to bring up the add comment page.
Enter the comment you wish to save and submit. The comment is automatically timestamped.
How
to remove comments
On the user’s profile page
you may remove unwanted comments. Select
the check box of the comment you wish to remove from the users profile and
click delete comments. It is possible to
delete more than one comment at a time, by checking more than one box at a
time. BE CAREFULL WHEN DELETING USER
COMMENTS, AS THEY CANNOT BE RECOVERED ONCE REMOVED FROM THE USER PROFILE.
Changing the administrator password
How to change your password
Select the “change password” option from the administrator menu. You must enter your old password in order to make the change in the database.
What
is recorded when a student logs in
Select the “change password” option from the administrator menu. You must enter your old password in order to make the change in the database.
Editing
time logs
The log request tool allows
students to submit requests for an administrator to make changes to their time log.
Here they can submit requests to change,
add, and delete time logs. If a user forgets
to sign in or out this is where they will ask you to correct their hours. You will see the users name, desired time in/
time out values, and the reason explaining why the change should be made. All you need to do is choose accept if the
time is legitimate and click decline if you do not approve of the change. Declining requests requires an explanation to
be entered which will be displayed to the student on the student page so they
know why their hours were not adjusted per their request.
Posting Messages
The message board is a
communication tool to display important information to the student workers on a
daily basis. This should help out the
communication issues with having large numbers of part time employees.
Navigate
to the “post message” feature on the admin menu bar after logging in as a
supervisor/administrator. Enter the
message you wish to display on the student’s S.P.A.M. page. You can enter the department the message is
directed to as well. If the message is
only needed for a specific amount of time you may check the “expire” box and
enter a date which the message will be removed from the students
page. Click submit
to save the information and post the message.
Menu
Bar
In order to access the tools provided
in the S.P.A.M. site a menu bar is used.
On the menu bar are links to all the functions administrators will need
to use. The page is frame based which
means the menu will stay on the left side, the search field will always be on
the top of the page, and the options/tools you run will be displayed in the
main window.
Administrators are able to search for
users by the first and last names of the user or username. To display the time log information of the
user select the “time” button to search.
If the user’s profile information is desired select the “profile” button
after entering the search values.
Adding
time to user profile
Search for the user you wish to add time and select the time button. Click on the desired user. This link will bring you to the “edit time log” page where you can add new time log entries. On this page click “add new” which will bring up a popup window where you must enter the dates and time in/time out of the entry. The log will be added to the database as soon as you click submit.
Deleting
incorrect hours
Search for the user you need to remove a time log from and select the time button. Click on the desired user. This link will bring you to the “edit time log” page where you can add new time log entries. On this page check the boxes of the logs you wish to remove and click delete. ONCE YOU DELETE THE LOGS USING THE SPAM SITE THEY ARE PERMANANTLY REMOVED FROM THE DATABASE.
Updating
incorrect hours
Search for
the user whose time logs you need to update and select the time button. Click on the desired user. On the “edit time log” page you can display
the time logs you need to edit by selecting the date range using the popup
calendars. When the
log you need to change is displayed below, click on the date which will run a
popup window where you may edit login, logout, date in, and date out values.
How to update user
information
Updating user information data can be done using the administrator site. Follow the steps below to make the update:
1. Login.
2.
Search for the
desired work-study worker and select the “profile” button
3.
Click on the
desired user
4. Enter any changes to the
user profile on this page and click submit to save
Description
of user tracking
User tracking allows an administrator
to view award information and help in budgeting additional 030 account
funds. The Work -Study Award is
the initial amount of money awarded to work-study users. This can be updated through the update
user-tracking page along with all the rest of the awards/amounts.
Work-study
Remaining displays
the amount of award a user has left for the current year.
Work-Study
Used is the
amount of award already been earned for the year.
030
Used shows
how much additional funds have been paid out to non work-study workers and
work-study students who have exceeded their initial award.
How
to update tracking values
In order to update any of
the values in the tracking page:
1.
Login
2.
Search for the desired user
3.
Navigate to their user profile page
4.
Select update user tracking
5.
Make changes and click update to save changes to the database.
This feature allows an administrator
to keep track of who is actually logged in.
This is to discourage students either signing in from their rooms or
signing into work during hours they are not scheduled to work.
To display the users currently logged
in, click the “logged on now” link on the menu bar after signing in to the
administrator site. This will show the ip address, time in, and full name of the users logged in.