Vacancy Pays & Vacancy Benefits

Vacancy Pays & Vacancy Benefits

Vacancy Pays and Benefits tables will be crucial for district users building budgets (like Principals and Department heads) who are not supposed to budget based on the exact cost of jobs even if they do know which employee will fill that job, and instead are supposed to budget based on the supplied cost of that job which is the same for everyone.

For most Districts, Vacancy Pays and Vacancy Benefits will start in Manage. Once Manage has staffing updates configured, we’ll have a regular updates to the vacancy pays & benefits there, meaning at any given point they should be relatively up to date in the Manage tables. When someone starts budgeting within an adopted scenario they’ll be able to choose how to populate the staffing data in the scenario; by starting with a copy of what we’ve got in Manage, or by starting from scratch (without anything filled in).

If they start from a copy of the status quo in Manage, we will take the current Manage table for vacancy pays and vacancy benefits, and copy it into the budget scenario as a starting place. From that point forward, the Budget tables for Vacancy Pays and Vacancy Benefits are DIVORCED from the Manage table, and while the Manage table will continue to receive nightly updates, the budget table will only be updated by the people with permission to adjust vacancy pays for a budget scenario. (also true of benefits). The administrator responsible for updating those Budget Scenario Vacancy Pays & Benefits will be able to upload changes to those values in bulk, and those changes will be part of a proposal which must be approved for the changes to be applied. This means any and all changes to vacancy pays or benefits will be a part of the list of approved proposals, and which is our change-log for review.

How to Upload Vacancy Pays

See How to Import Staffing Data to populate staffing data using a copy of vacancy pays from Manage.  If you choose to start from scratch, follow the steps outlined below to upload your vacancy pays.

Set the scenario which you wish to upload your vacancy benefits into on the Overview page.

Under Pay and Benefits, select Vacancy Pays.

1. Click the Upload Pay Schedules button.

2. Step 1 – Select Proposal page displays.

Since this is the first-time uploading vacancy pays, there will be no unapproved proposals.  Click the Add Changes to Proposal dropdown and choose + Create New Proposal.

3. Update the Proposal Title, if applicable. The default is New Proposal for ‘Scenario name’. This is a required field.

Use the Budget dropdown to select a specific budget to upload your vacancy pays to, or leave blank if the upload applies to more than one or all Budgets. This field is optional.

Enter a description or purpose for the proposal in the Proposal Justification field.  This field is optional.

4. Click Create Proposal and Continue button to continue with the upload process.

Your blank proposal has been created and you are returned to Step 1 – Select Proposal where the proposal you created is displayed in the Add Changes to Proposal field.

5. Click the Continue to Prepare and Upload button.

Step 2 – Prepare and Upload page displays.

6. Click the Download CSV Template button to download a CSV file containing all the fields necessary for the upload.

Update the CSV file with your vacancy benefit records. See Vacancy Pays Explanation of Fields for a list of the data elements and their explanation. You can also find the Explanation of Fields by scrolling to the bottom of the page.

Once you have existing vacancy pay records, the CSV template will be pre-populated with all the data already in the system. Existing vacancy pay records you update and records you add to the CSV file are the records that will be created in your proposal. If you select an existing proposal that contains vacancy pay records, these are the records that are pre-populated in the CSV file.

When your file is ready, Drag and drop your file to the file upload box or choose the browse files link to select the file.

Click the Upload button to upload your records.

 Step 3 – Map Fields page displays.

7. Your CSV Spreadsheet Field will automatically be mapped to an Allovue Field. If the mapping is incorrect, you can click the Allovue Field dropdown and select the correct Allovue Field. 

If there are extra columns in your CSV file, you can choose to ignore them. Click the Allovue Field dropdown and select Ignore. 

Once the mappings are set, click the Review and Confirm button.

Step 4 – Review and Confirm page displays.

8. No data has changed yet.  This is your opportunity to review the records that will be created and updated. You may also see some records displaying errors.  These records will be ignored if you choose to continue with the upload.

If there are records with errors you wish to correct or you want to make any additional changes, click the Back to Map Fields button to return to Step 3 – Map Fields page.  From Step 3 – Map Fields, click the Back to Prepare and Upload button to return to Step 2 – Prepare and Upload page. Make your changes to your CSV file and upload the new file.

If there are errors and you choose not to correct them, click the I understand some rows will be ignored, continue anyway button or if there were no errors or you corrected the errors and you are ready to save your changes, click the Confirm and Save button.

 The Upload Complete page displays showing which records were updated and/or ignored.

9. Click the View pays button to view the proposal’s Vacancy Pays records created and/or updated by the upload.

The proposal must be submitted and approved before the changes are applied to the budget scenario and are visible on the vacancy pays page.

How to Upload Vacancy Benefits

See How to Import Staffing Data to populate staffing data using a copy of vacancy benefits from Manage.  If you choose to start from scratch, follow the steps outlined below to upload your vacancy benefits.

Set the scenario which you wish to upload your vacancy benefits into on the Overview page.

Under Pay and Benefits, select Vacancy Benefits.

1. Click the Upload Benefits button.

2. Step 1 – Select Proposal page displays.

Since this is the first-time uploading vacancy benefits, there will be no unapproved proposals.  Click the Add Changes to Proposal dropdown and choose + Create New Proposal.

3. Update the Proposal Title, if applicable. The default is New Proposal for ‘Scenario name’. This is a required field.

Use the Budget dropdown to select a specific budget to upload your vacancy benefits to, or leave blank if the upload applies to more than one or all Budgets. This field is optional.

Enter a description or purpose for the proposal in the Proposal Justification field.  This field is optional.

4. Click Create Proposal and Continue button to continue with the upload process.

Your blank proposal has been created and you are returned to Step 1 – Select Proposal where the proposal you created is displayed in the Add Changes to Proposal field.

5. Click the Continue to Prepare and Upload button.

Step 2 – Prepare and Upload page displays.

6. Click the Download CSV Template button to download a CSV file containing all the fields necessary for the upload.

Update the CSV file with your vacancy benefit records. See Vacancy Benefits Explanation of Fields for a list of the data elements and their explanation. You can also find the Explanation of Fields by scrolling to the bottom of the page.

Once you have existing vacancy benefit records, the CSV template will be pre-populated with all the data already in the system. Existing vacancy benefit records you update and records you add to the CSV file are the records that will be created in your proposal. If you select an existing proposal that contains vacancy benefit records, these are the records that are pre-populated in the CSV file.

When your file is ready, Drag and drop your file to the file upload box or choose the browse files link to select the file.

Click the Upload button to upload your records.

 Step 3 – Map Fields page displays.

7. Your CSV Spreadsheet Field will automatically be mapped to an Allovue Field. If the mapping is incorrect, you can click the Allovue Field dropdown and select the correct Allovue Field. 

If there are extra columns in your CSV file, you can choose to ignore them. Click the Allovue Field dropdown and select Ignore. 

Once the mappings are set, click the Review and Confirm button.

Step 4 – Review and Confirm page displays.

8. No data has changed yet.  This is your opportunity to review the records that will be created and updated. You may also see some records displaying errors.  These records will be ignored if you choose to continue with the upload.

If there are records with errors you wish to correct or you want to make any additional changes, click the Back to Map Fields button to return to Step 3 – Map Fields page.  From Step 3 – Map Fields, click the Back to Prepare and Upload button to return to Step 2 – Prepare and Upload page. Make your changes to your CSV file and upload the new file.

If there are errors and you choose not to correct them, click the I understand some rows will be ignored, continue anyway button or if there were no errors or you corrected the errors and you are ready to save your changes, click the Confirm and Save button.

 The Upload Complete page displays showing which records were updated and/or ignored.

9. Click the View benefits button to view the proposal’s Vacancy Benefits records created and/or updated by the upload.

The proposal must be submitted and approved before the changes are applied to the budget scenario and are visible on the vacancy benefits page.