How to Update the Random Moment Time Study (RMTS) Staff Roster Agencies are required to maintain an accurate staff roster. This page outlines how to add, edit, or remove an employee, supervisor, or liaison from the RMTS staff roster. Information about roster certification can also be found below. Adding New Employees to the Staff Roster Only the RMTS administrators and agency liaisons may add staff to a roster. Once logged into the RMTS e-polling system, select the applicable ‘Supervised Business Unit’. All supervisors, liaisons, and employees will be displayed under that specific business unit. Select the “add employee” button. Required information for employees includes: Employee name Work phone number Work email address Work schedule – select the schedule that most closely describes the employees' actual work schedule. If the employee’s’ actual work schedule is not listed in the drop-down menu, enter the work schedule in the comments section WIEXT ID – employees must create their own user name eWiSACWIS Person ID The Person ID is a required field within the RMTS system: this eWiSACWIS system-generated identification number contains at least five characters and is displayed on the employee’s Person Management page in eWiSACWIS. Obtain the Person ID from the employee if you do not have access to eWiSACWIS, or don’t have access to this specific eWiSACWIS information. If an employee meets the requirements to be included in the RMTS roster, but does not have an eWiSACWIS Person ID, liaisons will enter the following ID: Child placing agency staff: if the employee works for a private child placing agency and does not have an eWiSACWIS Person ID, enter CPA1234 Case aides: if the employee works for a county agency as a case aide and does not have an eWiSACWIS Person ID, enter CA1234 All others: if the employee works for a county agency, does not have an eWiSACWIS Person ID and none of the situations above apply, enter CW1234 Supervisor name – from the drown-down menu, select the name of the supervisor the employee is assigned to. The system will default to ‘All Supervisors’ if a supervisor is not selected. This results in all supervisors being cc’d for system-generated RMTS emails for the employee Business Unit Start Date – date the employee began employment Full time employee percentage – enter employees Full-Time Equivalent percentage (i.e. 100 if an employee is full time, 50 if an employee works half time, etc.) Job function – Select all job functions that apply Job function percentages – enter the percentage of worker time spent on all job functions selected. If the job function percentages do not equal 100%, the remaining balance will be assigned to the ‘other’ job function category. Target Groups – select all target groups that employees serves Target group percentages – enter the percentage of worker time spent on each target group served. If the target group percentages do not equal 100%, the remaining balance will be assigned to the ‘other’ target group category Comments – enter any applicable extended leave start/end times for employee Excluded from monthly sampling? Read-only, system generated field to designate those employees enrolled in WiLearn and excluded from sampling for the current month. Employees are never sampled the month they are first added to a roster as samples have already been generated for the current month. When applicable, this designation will appear in WiLearn participant profile the following month. Once all information has been entered, click the blue ‘SAVE’ button. Adding an Employee with Missing Information If all required employee information is not available, the administrator or liaison may add an employee by checking the ‘placeholder’ box at the top of the record, then enter the employee’s name, work schedule, job function, job function percentages, target group, and target group percentages. Once the missing information becomes available the liaison will enter the RMTS system and enter the missing information, and unchecking the ‘placeholder’ box once completed. Once information has been entered, click the blue ‘SAVE’ button. Error Adding a New Employee (What to do) For RMTS purposes, the email addresses in RMTS, eWiSACWIS and DWD WIEXT ID must match. This ensures staff can reset or recover user names or passwords using the DWD password recovery site. This also guarantees staff enrolled in WiLearn are properly excluded from sampling while they are attending the training academy and allows for the successful monthly export of RMTS staff into eWiSACWIS for county financial staff use. If a pop-up message appears indicating that the email address in the DWD system does not match the email address entered in the RMTS profile, complete these steps: Re-enter the WIEXT ID to ensure no typo errors are made Confirm the spelling of the employee’s WIEXT ID (frequent errors include a missing number or transposed numbers within the WIEXT ID) Instruct the employee to update the email address in the DWD Profile Management Site. The most frequent reasons for the error message are: The WIEXT ID is tied to a personal or former employer’s work email There has been a name and associated email change An agency updated the email address extension To resolve – employee logs into DWD Profile Management Site, enter their WIEXT ID and password. The employee must update the email address to their current work email address. Select ‘Save.’ Once the email has been updated, the liaison may add the employee. Select ‘Save.’ Editing Current Employee Information RMTS administrators, liaisons and supervisors may edit general information in an employee’s record. A specific employee record is edited by selecting the ‘edit’ button for that employee. Information that may be edited includes: Employee name WIEXT ID: the email associated with the WIEXT ID must match the employee’s current work email address. Before updating this field, ensure that the employee updated the email in their DWD Profile Email Address: before updating this field, ensure that email addresses in eWiSACWIS and the employee’s DWD profile have also been updated Phone Number Work Schedule – RMTS observations are sampled based on the work schedule entered in the profile, so it is important that the employee record is updated when changes occur Supervisor Job Function and Job Function Percentage Target Group and Target Group Percentage Comment Section – record the start and anticipated end date for any extended leave (i.e. FMLA, maternity/paternity leave, educational leave, military leave, or administrative leave) Editing Current Employee History Role To update an employee role history, select the blue ‘View Business Unit Role Change Details’ button. The employee’s role history will be displayed showing all previous and current roles with the business unit. To edit this history, select the ‘edit’ button. Information that can be updated includes: Job Function Select applicable job function for the business unit role Any job function that is selected must have a corresponding percentage Job Function Percentage Enter job function percentage (0-100%) Any job function percentage must have a corresponding job function selected Target Group Select applicable target group for business unit role Any target group selected must have a corresponding percentage Target Group Percentage Enter target group percentage (0-100%) Any target group percentage must have a corresponding target group selected Business Unit Role Start Date You cannot edit the initial start date with the agency, but are able to update subsequent business unit role start dates Business Unit Role End Date You may not edit the end date for the current role, but you may edit any prior business unit role end dates Deletion of Business Unit Role Delete business unit role by selecting the red ‘delete’ button next to the applicable business unit role, then select the ‘save’ button The initial and current business unit role cannot be deleted Editing Job Function/Target Group To update or change the target group or job function of an employee, an edit date for the current target group/job function in the RMTS system is required. To change an employee’s job function or target group, select the ‘edit job function/target group’ button, then: Enter the effective date for the requested changes Select the applicable job functions Enter the corresponding job function percentage Select the applicable target groups Enter the corresponding target group percentages Select the ‘save changes’ button Removing an Employee from the Roster Only the RMTS administrators and liaisons can remove an employee from a roster. An employee may no longer meet requirements for inclusion on the roster if they have resigned, retired, are terminated, or have experienced a change in job duties due to a promotion or transfer. Here are the steps to follow to situationally remove RMTS employees from the roster: Delete RMTS employee with reason for removal other than change in job function RMTS Liaison can delete an employee from the roster by clicking on the “Delete” button displayed for the employee on the roster page. “Delete Employee” page shows employee’s information in read-only, Continue and Cancel buttons, and following required fields: Reason for Removal – Dropdown with values Change in job Function Promoted Resigned Retired Terminated RMTS liaison can continue delete employee process by selecting Reason for Removal any other than Change in job Function. Once clicked “Continue”, system shows a pop-up where liaison is required to enter employee’s end date and delete comment to delete the employee. Once deleted the employee’s status changes from active to inactive in the roster. Delete RMTS employee with reason for removal as “change in job function” When liaison selects Change in Job Function as reason for removal on the delete employee page and clicks to continue, system shows a pop-up box with two sections allowing liaison to use either one of the sections. Section 1- If there is change in job function and/or target group for the employee and meets the requirements of RMTS sampling, liaison can select the ones that are applicable to the employee and enter the effective date of change. With “Save Changes”, system will save the changes, redirect to the roster page and show the confirmation message of the change in the green bar. Section 2 - Text field to enter delete comments (name of new Unit/ Program and new position title) and date selector to enter the employee’s end date. As liaison clicks to send the delete request, system will generate deletion request email automatically and send a Removal Request email with the entered comment in the email body to RMTS administrator. System will redirect liaison to the roster page and display confirmation message in the green bar. And system will update the admin dashboard “Employee Removal Requests” list with the requested employee’s details. Adding or Removing a Supervisor Only the RMTS administrators and liaisons may add or delete supervisors from a roster. To add a supervisor: Select the ‘add’ button next to the applicable supervisor’s name Required information for supervisors includes: Name Work phone number Work email WIEXT ID - supervisors create their own user name which must be tied to their current work email address. To see instructions on creating a new WIEXT ID, visit the Creating a WIEXT ID web page. Once added to the roster, click on the ‘edit’ button next to each applicable employee that is assigned to the supervisor, then select ‘save’ To remove a supervisor: Select the ‘delete’ button next to the applicable supervisor’s name Information required for deletion includes: Reassign employees - select the name of the new supervisor that the applicable employees will be reassigned to Delete comment – enter effective date Adding or Removing a Liaison Only the RMTS administrator can delete liaisons from a roster. To remove a liaison from a roster, email the RMTS administrator with the following information: Name of liaison to be removed Effective date of the removal (cannot be a future date) Name of new individual to be designated as a replacement liaison If a supervisor attempts to remove a liaison from a roster, a pop-up message will appear indicating they are not able to perform this function and must email the DCF RMTS administrator to remove the liaison and add a new liaison to the Business Unit. Roster Certification Liaisons for counties, the Division of Milwaukee Child Welfare, and participating child placing agencies are required to certify their roster every month to ensure proper sampling. Changes to the staff roster including removing employees who are no longer with the agency or who no longer meet criteria for inclusion in the time study and adding new hires and replacements, and updating information for current staff (such as phone numbers and email addresses) should be completed timely, such that the roster is accurate and up to date upon monthly certification. Liaisons will receive email reminders to update their roster. The first reminder email is sent on the first business day of the month. At this time, liaisons are required to certify that the roster has been updated and is accurate by selecting the roster verification button. If rosters are not certified by the 8th business day of the month, liaisons are sent a second reminder email which indicates their roster must be certified.
