Admin: Staffing

Step-by-step instructions to set up Budgets and Staffing details in the Admin section

Quick step review

1. Setup the Admin section (SETUP > ADMIN)
   1. Turn on the Admin section
   2. Show reports
   3. Grant permissions to any other users that are responsible for managing Staffing details (SETUP > USER MANAGEMENT)
2. Record contracts and staffing details in the Admin section
   1. Use the "Staffing Quarterly Submissions" table to let the State know that Staffing Details have been updated. 
3. Run reports

1. The Setup

Enable the Admin section

• Check "Enable Administration functionality"
• Enable Coordinated Intake to include CI Workers in your staffing details (if applicable)
• Funding Sources - required to document Contracted FTEs and Staffing Details
  • View sources assigned by the State Account if connected to one
  • Add Funding Sources specific to your program

Turn on the Staffing Report: Setup > Reports > Admin/State/National

Grant Permission to other Users

2. Go to the Admin tab

There are 2 sections in the Admin tab

• Contracted FTE - Allows you to enter any budgets/contracts and the awarded FTE for your program
• Staffing - Allows you to enter the Staffing Details for each of the FTE/positions awarded by a funding source

3. Create a Contracted FTE

When creating a new Contracted FTE, SAVE AS

• DRAFT - Allows you to make edits to a budget before finalizing
• FINAL - Once final, any edits will be a revision

4. Enter Staffing Details

First, enter any staff that do not use Visit Tracker but need to be assigned to a position in the bottom table.

• This only needs to be those individuals that do not have a Visit Tracker login but need to be assigned to a position in the Staffing Details section
• Individuals that have a Visit Tracker login for this account can be selected when assigning individuals to positions. You do not need to add them in this section.
• COORDINATED INTAKE - If you have a home visiting account and have enabled Coordinated Intake, you would need to add all CI Supervisors and CI Workers to this table.

Next, add Staffing Details

Create positions and assign staff for each position type in your budget.

When creating a new position:

• Use STATUS to indicate whether the position is FILLED, VACANT or ELIMINATED
  • FILLED - will allow you to select a person by opening the ASSIGNED TO field
  • VACANT - you will only select a START DATE and FTE. The ASSIGNED TO field will not show
  • ELIMINATED - only available once a position has been created. Only the START DATE will be entered.
• START DATE - enter the date the new STATUS starts. 
  • For VACANT statuses, START DATE is the day after the most recent EXIT DATE.

Updating Positions

When updating positions, you first select the reason for the update. The reasons available and fields that will show once a reason is selected are dependent on the positions current status.

Update reasons

• Reassign position
• Position is vacant
• Position is eliminated
• Edit latest entry

 

Staffing Quarterly Submissions

When Staffing Details are updated for State Funding Sources, use the quarterly submission button to notify the state that staffing information is up to date.

Located at the bottom of the Staffing Details page.

Open the State Funded Staffing Details page.

Scroll to the bottom of the page to the "Staffing Quarterly Submissions" table. Click "Submit" when updates are complete.

Reports

Overview of Staffing Reports available

Staffing Report	Contracted FTE	Position History Report
Reports Positions assigned Vacancies  Turn over	Reports awarded FTE data for the time period	Lists all updates for each position.