We are so very excited to introduce you to PeopleSoft V9.1 and the new Manager Desktop. Go Live is scheduled for May 5th, 2014. Access to Manager Desktop will automatically be assigned to all current ePAR Originators and Approvers. Training will be assigned in D2L for all current ePAR Originators and Approvers prior to May 5th, 2014; notification will be sent when training has been assigned. In class training options will be scheduled after May 5th for those that have questions after completing online training.
Manager Dashboard Options
• Personalize Dashboard • View Employee Personal and Job Information • Retire Employees • Terminate Employees • Transfer Employees • Request an Ad Hoc Salary Change • Request Additional Pay • Request a Distribution Change
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Manager Dashboard Options include: The ability to personalize your dashboard Employee Personal and Job Information at your finger tips Transactions that are currently available such as: Retire Employees Terminate Employees Transfer Employees Request Ad Hoc Salary Changes Request Additional Pay Request Distribution Changes
Options Continued
• Request Leave of Absence • Request Return from Leave of Absence • Complete a Template Based Hires • Approve a Transaction • Request and View Job Openings (new online
Employment Request • Alerts
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Request Leave of Absence And Return from Leave of Absence. We also have some new Options such as: Template Based hires The Pending Approval Portlet and The My Job Opening Portlet
The last item we will review today will be changes in our current Process which are limited to Faculty specific Transactions.
Personalize Dashboard
Main Menu > Manager Self Service > Manager Dashboard
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The Manager Dashboard is set up to display the Pending Approvals, Direct Line Reports, My Job Openings, Quick Links, and Alerts Portlets. By selecting the Personalize Content/Layout link you can add, remove, or relocate portlets on your personal dashboard.
Personalize Dashboard
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You have the ability to add Birthday Alerts Direct Reports Expiring Licenses Direct Report Phones My Reports Main Menu
Personalize Dashboard
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You can select a two or three column layout and move the portlets that you selected into the column that you choose.
View Employee Job and Personal Information
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You are able to view employee job information easily in the Direct Line Reports Portlet. You will notice that there are several tabs in this portlet, by selecting these tabs you can view various job data elements. You can add the Direct Reports portlet to your dashboard. By selecting the employees name in this portlet, you are able to view the same employee information that you are able to view in the current system.
Job Information
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The Summary tab includes Job Title and Position in Salary Range (if applicable)
Job Information
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The Job Details Tab includes Empl ID, Job Code, Years in Job and Job Title
Job Information
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The Contact Tab includes Email, Department, and Location
Job Information
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The Compensation Tab includes Annual Rate and Minimum, Midpoint, and Maximum of the pay grade (if applicable), Comp-Ratio, and Quartile.
Job Information
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Vacation, Sick Leave, and UH Balances are located on the Time Tab.
Personal Information
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Personal Information is found by selecting the Actions Link by the employee name and then selecting Job and Personal Information > View Employee Personal Info
Personal Information
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You are able to view Email Address, Phone Numbers, Emergency Contacts, and Birthday
Personal Information
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Email addresses
Personal Information
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Phone numbers
Personal Information
Michelle Cosby
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Emergency Contacts
Personal Information
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Birthday
Job Actions
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In the current V8.8 you select a transaction and then select the employee from a search list. In the new V9.1, you will select an employee and then select the job action. Job Actions are located in the Direct Line Reports Portlet directly beside the employee name. These actions are based on Employee: Select the Down Arrow beside the “Actions” link. Under Job and Personal Information you will find: Retire Employee Terminate Employee Transfer Employee Request Additional Pay Request Leave of Absence And Request Return from Leave
Job Actions
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Under Compensation and Stock you will find: Ad Hoc Salary Change
Retire Employee
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The Retire Employee transaction is almost exactly like the current transaction. This transaction does not require approval but is routed directly to the Personnel Administrator.
Terminate Employee
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The Terminate Employee transaction is almost exactly like the current transaction. This transaction does not require approval but is routed directly to the Personnel Administrator. Note: Please keep in mind that you will be expected to route all termination documentation to Employee Benefits & Data Processing. The Reason for Termination should match the reason provided in termination documentation. For questions related to Termination Reasons, please contact Patricia Riley or Debra Arnold.
Transfer Employees
Julia Stiles
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The transfer transaction is similar to the current transaction. One difference is that you will be required to identify the transfer method as by Department and/or Job Title, Position, or by Manager. GRU will always transfer by position
Request an Ad Hoc Salary Change
Mel Gibson
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The Request Ad Hoc Salary Change will look somewhat different from the current version. This transaction will require approvals and is currently begin routed as follows: Staff Department Level HR Required Approver Budget Approval Personnel Administrator Faculty Department Level HR Required Approver Budget Approver Vice President for Academic and Faculty Affairs Provost Personnel Administrator Note: The originator will be required to add additional approvals to the process as required. For example, faculty and staff paid on grants will require approval from Sponsored Program Administration. Faculty may require approval from their Chair or Dean. Faculty and staff that are joint funded will require approval from all departments that provide funding.
Request Additional Pay
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The Request Additional Pay transaction is almost exactly like the current transaction. This transaction requires approval and is currently set up to route as follows: Faculty and Staff Department Level HR Required Approver Payroll Approval Note: The originator will be required to add additional approvals to the process as required. For example, faculty and staff paid on a grant will require approval from Sponsored Program Administration. Faculty may require approval from their Chair or Dean. If the home department is not the funding department, approval will be required from the department that provides funding.
“Quick Link” Transactions Distribution Change & Template Based Hires
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Quick Link transactions are based on Position and include the following: Distribution Change Transactions Template Based Hires Note: Quick Link transactions are based on position and not employee. If the position that you are trying to access is not available you will need to contact Compensation & Performance Management to ensure that the position is active and/or the Office of Budget, Planning, and Analysis to ensure that the position has initial funding established.
Request Distribution Change
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The Distribution Change transaction is a little different in that you will select the “Add a New Value” tab to add a Distribution Change Request.
Distribution Change - Continued
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Once you have added the the transaction, the pages are almost exactly like the current transaction. This transaction requires approval and is currently set up to route as follows: Faculty and Staff Department Level HR Required Approver Budget Approval Note: The originator will be required to add additional approvals to the process as required. For example, faculty and staff paid on a grant will require approval from Sponsored Program Administration. Faculty may require approval from their Chair or Dean. If the home department is not the funding department, approval will be required from the department that provides funding.
The Template Based Hire is new. This transaction will allow the department to initiate hires for employees that do not go through recruitment. These employees include: Part-time, non-benefit eligible Faculty (FTE > 0.50) Residents (Full Time and Part Time) Students (Exempt and Non-Exempt) Temporary Employees (Exempt and Non-Exempt) Rehired Retirees Non-Paid Affiliates (such as Clinical & Adjunct Faculty and affiliates that require access to GRU systems) These transactions do not require approval and are sent directly to either the Personnel Administrator (Staff) or Faculty Support Services (Faculty).
Template Based Hire
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You will be asked to select the template type.
Template Based Hire
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Once you have selected the template type, you will enter a Job Effective Date and select Continue.
Template Based Hire
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There will be several tabs that you will need to complete, such as Name, Address, and Phone, Personal Information, and Job Information. There will also be pages that will be completed by HR. This is an example of the Name, Address, and Phone tab.
Template Based Hire
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This is an example of the Personal Information Page. Information that is required has a star beside the field title.
Template Based Hire
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Job Information includes position number and compensation rate. You have the option of Save & Submit as well as Save for Later in case you need to stop and obtain more information
Approve Transactions
• Automated Approval Process
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PeopleSoft V9.1 introduces the Automatic Workflow engine will allows automated approvals to be set up in the system as well as the ability for those in the approval chain to add reviewers and/or approvers. We will no longer be using the iterative approval process. HR has set up the required institutional approvals. Departments will be required to add in additional departmentally required approvers as previously discussed. This is done by clicking on one of the green plus signs in the approval chain. If your approval process includes ‘Multiple Approvers’, you can view the list by clicking on the link in the approval box.
Approval Portlet
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PeopleSoft V9.1 will send automatic email notifications for pending approvals, however in addition we now have a Pending Approvals portlet on the Manager Dashboard that provides a list of all approvals that are pending that manager’s approval. This portlet also provides alerts for transactions that have upcoming effective date deadlines.
Request and View Job Openings New Online “Employment Request”
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With the implementation of the Manager Dashboard, we are introducing the My Job Openings portlet. This portlet allows you to view and create Job Openings. We are not going to go into detail in this session about this portlet, however if you are hiring manager or are involved in the recruitment process, please refer to the communication sent on 4/2/14 and plan on attending one of the upcoming Talent Acquisition sessions. If you need a list of the dates/times for the Talent Acquisition sessions, please see an HR representative after this session.
Alerts
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Your alert box will include Birthday Alerts, Work Anniversary Alerts, and License & Certification expiration alerts.
Changes in Process
• Faculty Specific Transactions – Faculty Hire for Benefit Eligible Faculty
• Managed through Recruitment
– Maintain Academic Appointment • Highest percentage handled through Promotion & Tenure • Outliers handled by appointment letter and form.
– Maintain Administrative Posts • Appointment letter and form.
– Maintain BOR Fund and Effort (Chair Assigned Effort) • Managed in Dean’s Office/Department
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After much review and research, we have decided that Faculty specific transactions will not be included as an online transaction at this time. This transactions include, Maintain Academic Appointment, Maintain Administrative Appointment, and Maintain BOR Fund and Effort (Chair Assigned Effort). We found that 95% of all Academic Appointment Changes were managed during the Promotion & Tenure cycle. Those that are not, including joint appointments, require some form of appointment letter. Therefore we have determined that it would be more feasible at this time to process these changes into PeopleSoft using the appointment letter. The majority of Administrative Posts are managed via Job Data, however those that are not require an appointment letter. Like the Academic Appointment change, these will be processed using the appointment letter. Some time ago, it was determined that the BOR Fund & Effort (Chair Assigned Effort) transaction did not require approval outside of the departmental approvals. With this in mind, it has been determined that we will provide direct processing access to these pages to the respective Dean’s Office to maintain this data. The Office of Faculty Support Services will be providing detailed process documentation to each College regarding these changes. Please contact Laurie Bush directly with any questions or concerns.
Contacts
• Personnel Action Process for Staff – Morgan Chavous (MCHAVOUS@gru.edu)
• Faculty Action Process – Laurie Bush (LAUBUSH@gru.edu)
• Recruitment – Dena Pickett (DPICKETT@gru.edu)
• Technical Issues or Access – Sharri Peck (SPECK@gru.edu)