2020-21 Escape OL5 Training Calendar
Space is limited for each session. Registration is required.Click on the link to be taken to the Eventbrite registration site. There is no charge for Alameda County school districts. August 2020
Escape OL5 User Group Meeting - August 12, 2020, 9:30 a.m. -11:30 a.m.
Agenda will be released at a later date.
Registration closes 5:00 p.m. on August 10, 2020
Please join us for our Escape Online 5 User Group Meeting. This user group will provide District Office Escape users the opportunity to network with other Alameda County Escape users and to learn about new and existing features.
**Due to the shelter in place order, we will be holding this meeting via Zoom webinar. We will email you a link to the meeting upon registration.
There is no fee for member districts.
Training Opportunities 2020
District-specific Custom Trainings
Due to the pandemic, we are not currently offering in-person training. However, upon request, we can create and conduct Zoom trainings on a district-by-district basis on a wide variety of topics.
Please send requests for such training to our ticketing system at servicefss@acoe.org and we will work with you to design and schedule the event.
There is no fee for member districts.
PREVIOUSLY HELD TRAININGS
June 2019
Payroll Hand Calculations - June 5, 2019, 9 a.m. - 4 p.m.
Intended Audience: District Office Payroll Staff. Lunch will be provided.
Registration closes 5:00 p.m. on May 24, 2019
In this full day training, users will receive hands-on instruction in payroll calculations. This will include monthly, annual, hourly, late start and early terminations.
July 2019
Escape OL5 Payroll Training - July 9 & 10, 2019, 9 a.m. - 4 p.m.
Intended Audience: District Office Payroll Staff. Lunch will be provided.
Registration Closes 5:00 p.m. on June 28, 2019
This TWO DAY training will cover the following topics:
Payroll Overview
Organization Level Addon Records
Extra Pay Addons – Longevity
Organization Level Deduction Records
Organization Level Contribution Records
Mass Change Deduction/Contribution Records
Employee Payroll Setup Records
Timecard Assignments
Additional Contrib/Deduct
Additional Pay
Pay Compute Overview
Escape End-of-Month Payroll Process Checklist
Pay Manual Checks
Payroll History
Retirement (PERS/STRS Editors)
Payroll Reports
August 2019
Escape OL5 Payroll Reconciliation & Submitting - August 6, 2019, 9 a.m. - 12 p.m.
Intended Audience: District Office Payroll & HR Staff.
Registration closes 5:00 p.m. on July 26, 2019
Users will learn best practices in payroll reconciliation and submitting, including recommended reports for auditing and researching issues, errors and discrepancies.
Escape OL5 User Setup & Workflow - August 7, 2019, 9 a.m. - 4 p.m.
Intended Audience: District Office Staff responsible for setting up OL5 users and/or maintaining workflow. Lunch will be provided.
Registration closes 5:00 p.m. on July 26, 2019
The User record has a unique access methodology. This provides more flexible setup, permitting organizations to give specific, need-based access to the sensitive and confidential information in the software.
Workflows are used for routing documents (e.g., requisitions, payments, payroll changes, employee changes, etc.) through the software. Workflow definitions are open-ended, allowing numerous levels and workflow logic to be defined for specific document routing requirements.
Training topics will include:
Understanding the Role Matrix
Adding a new user
Copying a user
Disabling a user
Changing a user's password
User Reports
Workflow Role Codes
Workflow Role Users
Workflow Approval Paths
Workflow Definitions
Escape OL5 User Group Meeting - August 14, 2019, 9 a.m. -12 p.m.
Agenda will be released at a later date. Breakfast will be provided.
Registration closes 5:00 p.m. on August 5, 2019
September 2019
Escape OL5 Leaves Training - September 11, 2019, 9 a.m. - 1 p.m.
Intended Audience: District Office Staff responsible for leave processing in Escape
Registration closes 5:00 p.m. on August 30, 2019
This half- day training provides a comprehensive overview of leave processing, including leave setup records, employee leave and absence tracking, the Leave Status activity as well as AB1522- Healthy Families Act.
Escape OL5 Benefits Training - September 18, 2019, 9 a.m. - 1 p.m.
Intended Audience: District Office staff responsible for maintaining benefits within Escape
Registration closes 5:00 p.m. on September 6, 2019
This half-day training provides a comprehensive overview of Benefit Setup, processing and maintenance. Users will learn about benefit annualization, benefit provider cost changes, setting up and changing benefits within the employment record, Retiree Benefits, making retroactive benefit changes, benefit reconciliation and running benefit reports.
Escape OL5 Vendor Requisitions & Accounts Payable - Sept. 25, 2019, 9 a.m. - 4 p.m.
Intended Audience: District Office staff responsible for processing purchasing and accounts payable; Lunch will be provided.
Registration closes 5:00 p.m. on September 13, 2019
The vendor requisitioning process will be covered in detail in this full-day training. This training will also equip Accounts Payable users who are responsible for managing the process of recording payments, researching the status of payments, printing check reports, printing checks, maintaining vendor and account files, and answering questions posed by vendors and requisitioners regarding requisition payments and checks.
October 2019
Escape OL5 Retirement Training - October 10, 2019, 9 a.m. - 1 p.m.
Intended Audience: District Office staff responsible for retirement reporting
Registration closes 5:00 p.m. on September 27, 2019
This half-day training will provide users with an understanding of retirement setup, how to identify and clear STRS and PERS errors, making STRS and PERS adjustments before and after payroll is closed and correcting previously incorrectly submitted lines. An Alameda COE retirement accountant will be on hand to discuss ACOE processes and to answer questions related to reportable compensation, membership and coding.
Escape OL5 Interim Budget Training - October 16, 2019, 9 a.m. - 4 p.m.
Intended Audience: District Office staff responsible for interim budget reporting; Lunch will be provided.
Registration closes 5:00 p.m. on October 4, 2019
This all day training will cover the following objectives:
• Budget Overview
• Budgeting Step by Step
• Review of Budget Management Activity
• Setup Vacancy Assumptions
• Creating a Revised Budget Models
• Budget Entry Activity
• Budget Reports
• SACS download
• Posting the Model
November 2019
Escape OL5 Position Control Training - November 6, 2019, 9 a.m. - 1 p.m.
Intended Audience: District Office staff responsible for maintaining position control
Registration closes 5:00 p.m. on October 25, 2019
This half-day training provides an overview of Employees, Positions and Assignments and how they relate to one another. Users will learn how to create new positions, update position account(s), position detail and position vacancies as well as copying and ending a position. Users will also learn how to create and search on position account retros and roll back previously posted position account retros. We will also cover position control reporting and report favorites.
Escape OL5 User Group Meeting - November 13, 2019, 9 a.m. -12 p.m.
Agenda will be released at a later date. Breakfast will be served.
Registration closes 5:00 p.m. on November 1, 2019
December 2019
Escape OL5 Correcting W2 Errors with Working Session - Dec 11, 2019, 9 a.m. - 1 p.m. + working session
Intended Audience: District Office staff responsible for W-2 processing
Registration closes 5:00 p.m. on November 29, 2019
This half-day training will provide an overview of the W2 processing checklist including checking your setup, detailed review of the W2 loading process, error resolution and reviewing of the tax year.
January 2020
Escape OL5 1099 Training/ Working Session - January 7, 2020, 9 a.m. - 1 p.m. + working session
Intended audience: District Office staff responsible for 1099 processing
Registration closes 5:00 p.m. on December 20, 2019
This half-day training will provide an overview of the 1099 processing checklist, review of the organization record, account components, and vendor records and how their setup impacts 1099 processing.
Escape OL5 Correcting W2 Errors Working Session - January 8, 2020, 9 a.m. - 1 p.m.
Intended Audience: District Office staff responsible for W-2 processing
Registration closes 5:00 p.m. on December 20, 2019
This working session will allow users to work on correcting W-2 errors with guidance from the ACOE support team.
February 2020
Payroll Hand Calculations - CANCELLED
Escape OL5 User Group Meeting - February 12, 2020, 9 a.m. -12 p.m.
Agenda will be released at a later date. Breakfast will be served.
Registration closes 5:00 p.m. on January 31, 2020
Escape OL5 Original Budget Training - We are offering 3 session dates for this training. Each session is identical. **ONLY SIGN UP FOR ONE SESSION**
Intended Audience: District Office Budget Staff. Lunch will be provided.
Registration closes 5:00 p.m. on February 14, 2020
In this full day training, Terri Hammond of Escape Technology will provide hands-on training for developing your Original Budget. Users will learn how to create an original budget model, define assumptions, load HR/Payroll data, use Budget Entry to view and edit line items, review budget reports, and how to submit and post the budget.
NEW THIS YEAR - Terri will cover the Budget Allocation (Site-based budgeting) functionality.
March 2020
Escape OL5 Position Control Training - March 11, 2020, 9 a.m. - 1 p.m.
Intended Audience: District Office staff responsible for maintaining positions, vacancies, and employee assignments
Registration closes 5:00 p.m. on February 28, 2020
This half-day training provides an overview of Employees, Positions and Assignments and how they relate to one another. Users will learn how to create new positions, update position account(s), position detail and position vacancies as well as copying and ending a position. Users will also learn how to create and search on position account retros and roll back previously posted position account retros. We will also cover position control reporting and report favorites.
April 2020
Escape OL5 Fixed Assets Training - April 8, 2020, 9 a.m. - 1 p.m. - CANCELED
Intended Audience: District Office Staff responsible for maintaining fixed assets records
Registration closes 5:00 p.m. on March 27, 2020
The fixed asset record contains all information regarding an item such as asset number, tag number, description, serial number, unit cost, vendor, location and room where the item is located. In this half-day training, we will cover a complete overview of the fixed assets activities, including setup, inventory, creation, management and depreciation.
Escape OL5 Stores Training - April 15, 2020, 9 a.m. - 1 p.m. - CANCELED
Intended Audience: District Office Staff responsible for maintaining stores
Registration closes 5:00 p.m. on April 3, 2020
This half-day training will provide an overview of stores processing, with the setup required so you can take advantage of the stores activity in Escape. What’s in a stores Item? How will you keep your Stores up-to-date? How do you replenish stores items, issuing stores to sites, reversing an issue, or return stores items. We’ll also go over the stores physical inventory, resolving discrepancies and stores reports.
May 2020
Escape OL5 Vendor Requisitions & Accounts Payable - May 6, 2020, 9 a.m. - 4 p.m. - CANCELED
Intended Audience: District Office staff responsible for processing purchasing and accounts payable. Lunch will be provided.
Registration closes 5:00 p.m. on April 24, 2020
The Vendor requisitioning process will be covered in detail in this full-day training. This training will also equip Accounts Payable users who are responsible for managing the process of recording payments, researching the status of payments, printing check reports, printing checks, maintaining vendor and account files, and answering questions posed by vendors and requisitioners regarding requisition payments and checks.
Escape OL5 User Group Meeting - May 13, 2020, 9 a.m. -12 p.m.
Agenda will be released at a later date. Breakfast will be served.
Registration closes 5:00 p.m. on May 1, 2020
Escape OL5 Year End Training - CANCELED
Intended Audience: AP, Purchasing, and District Office Fiscal users. Lunch will be provided.
Registration closes 5:00 p.m. on May 15, 2020
In this full day training, Terri Hammond of Escape Technology will be at ACOE to guide you through the year-end processes. Topics covered will be divided into morning and afternoon sessions.
AM Topics - for AP, Purchasing, and Fiscal Users
Understanding the procedures and processes for closing the books for the fiscal year, performing requisition year-end processing including setup of liabilities and receivables, searching for open records, creating next year records, resolving over-expensed requisitions, processing records in a multi-year environment, creating pre-payments, and closing out requisitions, payments, invoices and receipts
PM Topics - for Advanced AP and Fiscal Users
Understanding requisition year-end processing, defining liabilities and receivables, resolving unposted journals, reviewing stores and fixed assets year-end physical inventory, closing out the fiscal year, and year-end reporting.