© 2013 AmeriCold Logistics, LLC. All rights reserved. Absence Management Self-Service Demo Compiled...

Absence ManagementSelf-Service Demo

Compiled by: Bill BaumgartenMarch 2013

Home Page - Main Menu

Sign In

Manager Self-Service (MSS)

Employee Self-Service (ESS)

Absence@americold.com

PeopleSoft Sign In

Click on “Associates” tab to access PeopleSoft Sign In page using Human Resources Links

PeopleSoft Sign In

Enter your assigned User ID and Password

PeopleSoft Main Menu (Home Page)

1. Employee Leave Summary: Balances will be available soon2. Direct Reports: Managers can select any of their Direct Report

Associates3. Manager Leave Summary: Managers can view Absences

submitted for approval and approve them by clicking on the link

1. 2. 3.

Manager can view Absence Balances of selected Direct Report Associate from the Main Menu’s Home Page

XXXXXXXXXXXXXXXXXXXMickey Mouse III

Managers can select a Direct Report Associate to view Associate’s (Employee) Information and Return to Select other Associates

Managers can view selected Direct Report Employee Information and Return to Select other Associates

PeopleSoft Absence Management

Absence Management

• Employee Self-Service Features:– View time off balances as of the last finalized calendar

(Salaried and Hourly Associates)

– Submit a time off request for approval (Salaried only)

– Cancel a saved (un-submitted) time off request (Salaried only)

– Modify a saved (un-submitted) time off request (Salaried only) :

• Change hours

• Change dates

• Change time off type

– View approval status of a submitted time off request (Salaried only)

– View history of time off requests (Salaried only)

Select “Self Service” menu

ESS – Absence Request

To request an Absence, select “Self Service”, “Time Reporting”, “Report Time” and “Absence Request” menus

ESS – Absence Request Types

Self-Service Time Off Types Vacation

Float Holidays

Worked On Holidays

• Time Off Types above display on Self-Service Balance page, Time Off Request page, Time Off History page and in email notifications

ESS – Time Off Request

• Associate selects the Absence’s Dates, Type (Vacation, Float Holiday, Worked On Holiday), and enters Requestor’s Comments

• Associate can select “View Absence Request History”, “View Monthly Schedule” or “View Absence Balances”

ESS – View Monthly Schedule

ESS – Time Off Request

• Associate has selected the Absence Dates, Type & Name, entered comments, and can save the request to edit later or submit for approval

ESS – View Absence Request History

• Associate has selected to view Absence Request History by selecting the “View Absence Request History”

ESS – View Absence Request History (with Reopen option)

• Displaying Absence Request History for an Associate

• Associate can Reopen the Absence Request for any changes and Resubmit

ESS – View Absence Request with Request History Details

• Displaying Absence Request History for an Associate

• Associate can Reopen the Absence Request for any changes Resubmit

Workflow Status Values:•Approved•Denied•Rework/Push Back•Submitted•Saved

ESS – Submit Confirmation

ESS – Submit Confirmation (cont’d

ESS – Time Off Request History

• Saved (not yet submitted) time off requests can be edited

• Submitted time off requests cannot be edited

Minnie Mouse

ESS - Submit Confirmation Email

• Associate receives immediate email notification that time off request has been submitted for approval

• Associate receives this email if Manager submits time off request on his/her behalf

Minnie.Mouse@americold.com Minnie.Mouse@americold.com

ESS – Submitted Time Off Request Details

• Saved (not yet submitted) Time Off Requests can be edited• Submitted Time Off Requests cannot be edited

ESS – Partial Days Time Off Request

• Associate requests 5 hours of vacation on 3/13 and 6 hours on 3/15

• Partial Days option should be “Start and End Days”• System will calculate a total of 19 hours of vacation including 8

scheduled hours on 3/14

• Associate requests 6 hours of vacation on 3/14• Partial Days option should be “All Days”• System will calculate a total of 6 hours of vacation for 3/14

• Partial Days option should be “Start Day Only”• System will calculate a total of 11 hours of vacation; 3 hours on

3/14 and 8 hours on 3/15

• Partial Days option should be “End Day Only” • System will calculate a total of 13 hours of vacation; 8 hours on

3/14 and 5 hours on 3/15

PeopleSoft Absence Management

Absence Management

• Manager Self-Service Features:

– View direct reports’ leave balances

– Submit a time off request on Associate’s behalf

– Approve a time off request

– Deny or push-back a time off request

– View history of time off for direct reports

To view direct reports Absence Requests, select ”Manager Self Service”, “Time Management”, “Approve Time and Exception” and “Absence Requests”

Manager fills out an Absence Request on behalf of the Associate

Manager can fill the Request Absence or select the “Direct Reports” to view all reporting Associates for further tasks

Manager can select a Direct Report Associate by Reporting Date for further tasks

• Balances will be available shortly

Pending Request Email to Manager

• Manager receives immediate email notification that a time off request is awaiting his/her approval

• Manager will receive this email even if he/she submitted the request on the Associate’s behalf

Minnie.Mouse@americold.com Mickey.Mouse@americold.comMinnie.Mouse@americold.com Mickey.Mouse@americold.com

MSS – Pending Time Off Requests

• Manager can view Pending, Approved or Denied Time Off Requests

• Only Pending Time Off Requests can be selected by Manager

• Denied Requests cannot be modified or resubmitted by Associate or Manager

Start Date and End DateFirst day on leave and last day on leave – can be the same day

Absence NameLeave request type

Partial DaysEither None (for all day off) or All Days for less than a full work day

All Day HoursEither ’None’ (for a full day off) or ‘All Days’ for less than a full day off

DurationTotal time off requested based on work schedule and hours requested

StatusCurrent stage of the workflow

Approver CommentsAllows the supervisor to provide explanation relating to the response

Deny – Approve – Push Back ButtonDeny – request is not approvedApprove – request approved as isPush Back – give back to update

NOTE: Each selection will send an email message back to Associate.

Start Date and End DateFirst day on leave and last day on leave – can be the same day

Absence NameLeave request type

Partial DaysEither None (for all day off) or All Days for less than a full work day

All Day HoursEither ’None’ (for a full day off) or ‘All Days’ for less than a full day off

DurationTotal time off requested based on work schedule and hours requested

StatusCurrent stage of the workflow

Approver CommentsAllows the supervisor to provide explanation relating to the response

Deny – Approve – Push Back ButtonDeny – request is not approvedApprove – request approved as isPush Back – give back to update

NOTE: Each selection will send an email message back to Associate.

Minnie Mouse

MSS – View Monthly Calendar

Manager can view Direct Report Associates Monthly Calendar

MSS – Pending Time Off Details

• Manager can approve, deny or push back on pending absence requests and enter comments

Minnie Mouse

Approval Notification Email

• Associate and Manager both receive immediate email notification when manager approves absence request

• Manager will receive this email even if he/she submitted the request on the Associate’s behalf

Mickey.Mouse@americold.com Minnie.Mouse@americold.com

MSS – Approved Absences

• Approved requests cannot be edited

Minnie Mouse

Rework Notification Email

• Associate receives immediate email notification if Manager pushes back absence request to be reworked

Mickey.Mouse@americold.com

Minnie.Mouse@americold.com

TSS Test Atlanta

Denial Notification Email

• Associate and Manager both receive immediate email notification if Manager denies absence request

Mickey.Mouse@americold.com

Minnie.Mouse@americold.com

TSS Test Atlanta

MSS – Time Off Request History*

Minnie Mouse

*More examples

Absence Management Self-Service Demo

QUESTIONS?

Absence@americold.com

© 2013 AmeriCold Logistics, LLC. All rights reserved. Absence Management Self-Service Demo Compiled...

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