It is up to the district to decide what to implement to meet their needs. SMART eR is also used by Administrators to access employee and district information through reports and other methods. Security levels by user are established to protect confidentiality of information. A key feature of SMART eR is the “date effective” entry of data. This allows the user to record entries and changes when received, knowing they will not take effect until the date is reached. The district’s Finance, Payroll and Human Resource Departments can then work from the same database without disrupting the workflow of another area.
Announcements and District Forms
This module provides a way for Administration to send announcements and notices to employees which are visible once the employee has logged into SMART eR. District forms can also be viewed and accessed here. Examples include Master Agreements, Procedural Handbooks, Insurance Change Forms, Dependent or Medical Expense Reimbursement Forms and Expense Vouchers. District managers can see who has viewed announcements or made changes online for things such as Direct Deposit and W-4’s.
Pay and Personal Information
This functionality is directed at individual employees, allowing the employee to view their personal information. The district also has the option of allowing employees to update their information. The features include: Pay Stub and year-to-date information, Pay Detail, Notice of Assignments and Contract Information, TimeOff and Leave Information, Direct Deposit and W4 information, W2s, Flex Benefits, Employee and Dependent Information, Employee Credentials and Licensure and Emergency Contacts.
The Transportation module provides the functions to track usage of vehicle(s), calculate mileage for each vehicle, create journal entries for use of the vehicle(s), and track maintenance of the vehicle(s).
This is a web-based system for non-SMART Finance users to enter purchasing information and perform all the functions related to Purchasing. SMART eR currently offers two different methods for users to request and/or place orders that transfer into SMART Finance: Online Ordering and Online Order Request.
The online ordering vendors a district can choose from today include: Staples, Innovative Office Solutions, Office Max, School Specialty, Frey Scientific, Broadhead & Garrett, Classroom Direct, Hammond & Stephens, Office Depot, Lakeshore Learning, and Express.
The authorized employee is able to go to the vendor’s website and place items in their “shopping cart”. They transfer their cart of goods into SMART Finance where this request becomes a requisition or purchase order. Once the purchase order is approved, the order can be electronically transferred back to the vendor via SMART eR.
Authorized district personnel can also create an Online Order Request (electronic request form) in SMART eR to be transferred into SMART Finance for requisition or purchase order processing. They do not go to a vendor’s website for this process. They simply choose an active vendor from the list and key in the items they are requesting. The request is transferred into SMART Finance where it becomes a requisition or purchase order.
Both of these processes are designed to save time from the requisition or purchase order process. Business office personnel will no longer need to key in the items to order since the staff member will handle that responsibility. It is recommended that all orders, once in SMART Finance, be electronically routed for approval/rejection.
This is a complement to the SMART HR Employee Management module. It provides a quick and efficient way to create Employee Contracts and/or Notice of Assignments. Once the contracts are created and posted, the employees will be able to view and electronically sign their contract. There is also a way for the board to then approve the signed contracts.
Permissions (for SMART eR) uses assignment detail to assign employees to the correct supervisor. Managers will only be able to see employees they manage rather than all employees (unless needed). Employees will only be able to see the specific account codes which pertain to their job or assignment.
This module provides functions related to manager duties. Managers can record and track various activities such as the Supervisor’s Report of Accident (SRA), Property Assignments, Employee Announcements and Forms (which are then displayed to employees when they login to SMART eR). Managers can also see who has viewed announcements and forms, as well as view eR activity for online changes made by employees.
A variety of reports that managers can use for data analysis or to view employee information are available through this module. Report tabs provide a drop down menu of available reports which include Employee Information, Employee Credentials, Pay, Seniority and Finance reports. Reports can be printed, saved as a PDF or exported to Excel. Permissions allow the manager to filter by the employees or account codes for which they have access to view.