LEAPS Staff Report

Menu Path

Choose Human Resources from the main navigation menu, then choose State. Click LEAPS Staff Report.

Submission Period

Monthly

Selection Rule

Employees who have active assignments and their corresponding pay rates are reported. From the pay rate’s account number, the LEAPS cost center details are reported. For employees with multiple assignments, the cost center breakup details are reported.

Setup

Before generating the LEAPS Staff report, set up the following:

• LEAPS Staff Report#Reporting Structure

• LEAPS Staff Report#Crosswalk

• LEAPS Staff Report#Copy Setup

Reporting Structure

Reporting structure allows you to map the report-level titles to local organization-level titles.

You can define your district's reporting structure on the AL LEAPS Staff Report - Setup - Reporting Structure page.

1. Choose Setup, then Reporting Structure.

2. Filter records using the following criteria:

   • Fiscal Year

   • State Level Title

   • Ledger

   • Local Organization Level

   • Starting Position within Level

   • Ending Position within Level
     To specify filter criteria, select an option from the list, and enter a keyword or select an option in the following field. The filter is added.

3. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

4. To edit a record, click the ellipsis in the Actions column, and select Edit.

5. To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

6. To download the information, click Download, and then select Download PDF or Download as an Excel Document.

Crosswalk

Crosswalks allow you to map the local codes to State codes. Setting up crosswalks is optional and required only if the State reportable codes differ from the local codes.

You can set up crosswalks for the following on the AL LEAPS Staff Report - Setup - Crosswalk page:

• Function

• Object Code

• Cost Center

• Fund Source

• Program

1. Choose Setup, then Crosswalk.

2. Select the Crosswalk Type, then select a Fiscal Year.

3. Filter records using the following criteria:

   • Local Code

   • State Code

   • Ledger
     To specify filter criteria, select an option from the list, and enter a keyword or select an option in the following field. Click Add.

4. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

5. To edit a record, click the ellipsis in the Actions column, and select Edit.

6. To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

7. To download the information, click Download, and then select Download PDF or Download as an Excel Document.

Copy Setup

Use the Copy Setup option to copy reporting structure and crosswalk data from one year to another. This action will need to be performed when transitioning to a new year of LEAPS report processing.

1. Choose Setup, then Copy Setup.

2. Select the Year to Copy and Year to Create. Click Copy.

Process

To create a report:

If needed, update the related setup to reflect any changes.

1. Load the data for the report.

2. Create the report file and verify that data was loaded correctly.

   • Review the log file for possible errors, if any.

   • Use the maintenance options to add or delete records or to correct data. Note that any changes that you make here must be duplicated in the source data.

     

     If errors require changes to setup or source data, you must purge the loaded data, then repeat steps 1 and 2.

3. Once the data is correct, create the LEAPS Staff Report.

Download the LEAPS Staff Report and follow the State's submission procedures.

Prerequisites

• Set up employee Assignments.

• Set up the employee Activity Tracker.

• Enter valid information on the Alabama State Required page.

• Complete the LEAPS Staff report setup.

Load Data

You can load data based on School Year, Month, Submission Date, and System Code.

1. Choose Load.

2. Select the School Year, Month, and Submission Date.

3. Enter the System Code.

4. Click Load, then Yes. The AL LEAPS Staff Load Summary report is created.

5. Save the file, then click OK.

6. Navigate to the folder containing the summary report file.

7. Inspect the file. Update data, if needed.

8. Repeat steps 1 to 7 until all required data is loaded.

Maintain Data

You can correct loaded data before submitting the report. However, any corrections to application information must also be updated in the source data.

1. On the AL LEAPS Staff Report page, you can filter records by the following criteria:

   • School Year

   • Month

   • Submission Date

   • Employee Number

   • Last Name

   • First Name

2. To specify filter criteria, select an option from the list, and enter a keyword or select an option in the following field. The filter is added.

3. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

4. To edit a record, click the ellipsis in the Actions column, and click Edit.

5. To delete a record, click the ellipsis in the Actions column, and click Delete. Click Yes.

Create File

1. Choose Reports.

2. Create a hard copy of the report to verify data before you create the electronic file:

   1. Select the School Year, Month, Submission Date, and Approval Status.

   2. Under File Type, select Hard Copy.

   3. Under File Format, select PDF or Excel.

   4. If you have the required access privileges to view the entire Social Security Number (without masking) and want to include the entire Social Security Number, select Print Full Social Security Number.

   5. Click Create, then Yes.
      The LEAPS Staff Report is created.

3. Save the file and navigate to the folder containing the report file.

4. Inspect the file. Update data, if needed.

5. Repeat steps 1 to 4 until all required data is included.

6. Create the electronic file:

   1. Select the School Year, Month, Submission Date, and Approval Status.

   2. Under File Type, select Electronic File.

   3. Click Create, then Yes.

7. Save the file and click OK.

Purge Data

You can purge the data for the report in the following scenarios:

• You want to discard the data for the report completely.

• You want to change the setup or employee data and reload the data.

1. Choose Purge.

2. To purge records by submission date:

   1. Choose Submission Date.

   2. Select the School Year and Submission Date.

   3. Click Submit.

   4. Click Yes, then OK.

3. To purge records by school year:

   1. Choose School Year.

   2. Select the School Year.

   3. Click Submit.

   4. Click Yes, then OK.