Posting the Budget Manual in the Employee Portal for Budget Managers and Subordinate Budget Managers

There are two options to post your Budget Manual in the Employee Portal for all Budget Managers and Subordinate Budget Managers. 

1. Process through the Employee Forms Module and all Budget Managers and Subordinate Budget Managers MUST have the Employee Forms Portal Role assigned to them to access the Budget Manual. They will need to either Acknowledge or Sign off on this form. 

2. They can be posted to the Notices Module and all Budget Managers and Subordinate Budget Managers MUST have the Documents >>> Notices Portal screen assigned to them to access the Budget Manual. They will not need to submit or sign off on this form. 

#1 Employee Forms

Step 1 – Create the Budget Build Employee Forms folder 

• Go to the Setup >>> Employee Forms >>> Form Folders tab
  • Click the Add Employee Form Folder Button. Enter the Code and Name of the Folder. The Name of the folder will be displayed in the Employee Portal.

Step 2 – Create the Dynamic Staff List that will be utilized to distribute the Budget Manual to the Budget Managers and Subordinate Budget Managers

• Go to the Personnel >>> Edit Lists >>> List tab
  • Click the Add Staff List Button. Enter the Name of the list and ensure the Dynamic Type is selected and then click the Add button.  
  • Under the Expression Filers subsection, click on the Add Filter button and then in the Expression box enter ${staff.budgetManager or staff.subBudgetManager == true} and then click on the Save button.
    

Step 3 – Import and Review the Web Form to display the directions within the Employee Form that will be utilized to distribute the Budget Manual to the Budget Managers and Subordinate Budget Managers.

• Go to the Setup >>> Web Forms >>> List of Web Forms tab
  • Go to the bottom of this knowledgebase page and download the document. It will automatically go to your downloads by just clicking on the attachment.  
  • Select the Import Button on the List of Web Forms screen and drag the document into the popup. 
  • Make sure to enter a Code and Name then select Create.
  • Search for the form and select Questions. 
  • Toggle to the Preview screen to view how it will display in the Employee Portal 
  • If you would like to make any changes to the wording, you can toggle to the Questions screen and select Edit.

Step 4 – Create the Employee Form that will be utilized to distribute the Budget Manual to the Budget Managers and Subordinate Budget Managers

• Go to the Setup >>> Employee Forms >>> List Forms tab
  • Click the Add Button. Enter the Name of the list and ensure the Dynamic Type is selected and then click the Add button.  In the pop up box, add the Employee Form Code & Name. The Name of the form will be displayed in the Employee Portal.  ENSURE the Employee Form is set to One time ever and then click on the Add button. Most Districts create the Employee Form in the current year (2023-24) and title the Budget Manual with the succeeding year.
  • Select the Folder that you created in Step 1 and click on the Save button.  Then you can upload or attach your Budget Manual by clicking on the Attach PDF button.
  • Select the Budget Manual Web Form from the dropdown under #2.
  • Review the settings within the Employee Form but make sure to select one of the following options in order for the staff to submit the form under the Form Submission Options section.
  • Set the Doc Management Integration by selecting the Document Type and entering the Document Title and click the Save button at the bottom of the screen.  
  • Set the Form Publishing option by selecting the Staff List that you created in Step 2, ensure the Enable Auto Publishing box is checked and click the Save button at the bottom of the screen.  
  • The final procedure is to click on the Publish Now button to publish the Budget Manual to the Employee Portal.  

How a Budget Manager or a subordinate budget manager can view / access the Budget Manual

The staff member should log into their employee portal.  Then click on the Documents >>>  Employee Forms tab.  The Budget Manual will be listed and to access / view, the staff member would click on the Fill Form button.  

#2 Notices

Step 1 – Create the Code and Name of the Notice

• Go to the Setup >>> Employee Portal >>> Notices >>> List tab
  • Select Add Section and give the Notice a unique Code and Name. 
  • You will be able to upload the Budget Manual document directly to the Notice. 
  • To publish the Notice to the Employee Portal you can either use the Portal Roles or a Staff List. 
    • If it is through Employee Portal Roles you will want to select one that includes all the Budget Managers. Anyone attached to this role will receive this notice. 
    • If it is through a Staff List, use the one that is detailed in the first section of this article. 
  • In the Employee Portal the staff will have access to this Notice under Documents >>> Notices.
  • This Knowledgebase will explain the different components within the Notices Module.