Running PVUSD Contracts

1. Start by downloading the most current files from the Infotech website. Go to www.infotech.santacruz.k12.ca.us. Click the link Everything You Want to Know about Monarch. Choose the Download Models link on the left side of the page. Scroll down to the list of Contracts models.

2. Save the following models to your C:\Contracts\Models folder. Right-click the model name and choose Save Link Target As…

COR210.mod COR255.mod COR255A.mod COR310.mod COR410.mod COR510.mod COR610Account.mod COR610Employee.mod COR625.mod

3. Save the PVUSD Contract Database to your C:\Contract folder overwriting the contract.mdb file that is already there.

4. Save the PVUSD Contract Program to your C:\Contract folder overwriting the contract.exe program that is already there.

5. Return to the Monarch web page and click the link All About Macros.

6. Save the PVContract, frmPVContract and frxPVContract files to your desktop or somewhere you will remember. Close your browser.

7. Open the file PVContract.doc that you saved in #5 in Wordpad. Press CTRL+A to highlight all the text. Press CTRL+C to copy the text to the clipboard. Close Wordpad.

8. Make sure only one Reflection session is open. In Reflection click the Macro menu option and choose Macros. Select the PVContract macro and click the Edit button. Highlight all the lines between but not including Sub PVContract() and End Sub. Press CTRL+V to paste the new macro code from the clipboard into this module overlaying the old code.

9. In the upper left of the editor is a list of form files. Click to select the frmContract form, right-click your mouse and choose Remove frmPVContract. Click the No button to delete the form without exporting it.

10. Click the File menu option and choose Import File… Select the frmPVContract.frm file that you saved in #5 above and click the Open button.

11. Close the Microsoft Visual Basic editor. Click the Save toolbar button (the diskette) to save the new macro code.

04/26/18 Running PVUSD Contracts

12. Run the following MAGIC reports allowing each report to finish before starting the next report so you do not slow down the system:

 Location table report (COR210); this only needs to be run the first time in the year or if there have been location table changes

 Employee Status table report (COR210); this only needs to be run the first time in the year or if there have been status table changes

 Work Calendar report (COR255) o Include Code List – No o Include Text – No o Summary/Detail/Both – Detail

 Employee Information report (COR410); be sure to include SSN

 Position Control report (COR510)

 Employee/Position Detail report (COR610); be sure to include SSN

 Additional Earnings report (COR625); be sure to include SSN

13. After all reports have finished running go to the print queue and note the file number(s) of each report. You will need this information when transferring the reports.

14. Run the PVContract macro. Fill in the file numbers for the appropriate reports and click the Transfer button. The macro will transfer the report files and run them through Monarch to produce the files to be loaded into the Contract Access database.

15. Run the C:\Contract\Contract.exe program.

16. For the first contracts of the year click the File menu option and choose Control Table. Change the From Year, the Thru Year, the Year Start Date and the Year End Date. Note that for employees with an end date of 99/99/9999 the program uses this Year End Date to properly compute the days worked. Click the Close button.

17. Click the Load button to load the employee information into the Access database.

18. Click the Teacher Contracts button to create the Employee.txt file used to merge into contracts.

19. Open the contract file in Word, do the merge and print the contracts.

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