Manager Self Service Reference Guide · 2007-06-12 · ASU • OASIS Training Manager Self Service Reference Guide Human Capital Management Contents Welcome to HCM! 2 Accessing the

ASU • OASIS Training

Manager Self Service

Reference GuideHuman Capital Management

Contents Welcome to HCM! 2

Accessing the HCM System 3

Viewing Employee Information 4

Request Employee FT/PT/PRN Status Change 6

Request to Retire Employee 8

Terminate Employee 9

Request Employee Promotion 10

Approve Employee Promotion 11

View Employee Promotion Status 11

Request Ad Hoc Salary Change 12

Approve Ad Hoc Salary Change 13

View Ad Hoc Salary Change Status 13

Frequently Asked Questions 14

Where to Get Help 15

HCM: Manager Self Service Reference Guide


Human Capital Management (HCM) by PeopleSoft replaces ASU’s Human Resources Management System (HRMS). It will manage all aspects of human resources activities. These include such activities as:

Manage all biographic data for individuals (e.g. names, addresses)Track tenure, academic titles, and service datesManage positionsTrack healthcare enrollments, retirement, leave of absence, paid time offProcess payrollTrack people’s tax records, deductions, direct depositDigitize paper-based processes such as the personnel action form (PAF)Support a more robust reporting environmentTrack timekeeping electronically

Reasons for the Change

ASU is taking advantage of the PeopleSoft implementation to gather all of our data in a secure, easily accessible system that allows us to make changes quickly and easily.

You will be able to see your information and change it from any computer that is connected to the Internet 24 hours a day, 7 days a week. It’s now easier than ever to keep your information correct and current.

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Welcome to HCM!

HCM (or Human Capital Management) is the collection of new business processes and software that ASU is implementing to help move our university into the 21st century.

A major part of this effort is the Employee Self Service portal: a website where you can check information about your pay, your benefits and your personal information.

Human Capital Managementby PeopleSoft

2 Welcome to HCM!


Accessing the HCM System

There are several places you can go to get information about your HR transactions.

HR Web Sitewww.asu.edu/hrThe HR website will continue to be your source for HR information. You can access this site from any web browser connected to the Internet.

HCM Web Sitehcm.asu.eduThis site is your one stop for all information about HCM. You can get here from a link on the HR Web site. Come here to see:

Frequently Asked Questions (FAQs) about the new systemElectronic copies of this document and many othersSimulations and demonstrations of the new systemAccess to the Manager Self Service Portal itself

Manager Self Service Portal(Accessed via ASU Interactive)www.asu.edu/interactiveThe Manager Self Service Portal can be accessed from the Faculty/Staff section on the ASU Interactive Main Menu, under Self Service>Manager Self Service.

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3Accessing the HCM System



Viewing Employee Information

Managers can view both job and personal information for employees that report or roll up to them. For Example:

• Original Date of Hire• Job Title• Home Address/Phone Numbers• Certifications• Birthday (month and date, NOT YEAR)

Please note that employees will have to update the items under additional information through the Employee Self Service Module. You will only be able to view information under this section; you will NOT be able to make any changes.

Frequently Asked Questions

Most of the personal information is blank (i.e. emergency contact, education, certifications, etc). How can I view this information?Employees must go through the Employee Self Service module and update their information. You can ask your staff to go in and update the areas you would like to have populated.

If I know some of the personal information, can I update it through this module?No, as a manager you will only be able to view information, you will not be able to make any changes. Employees will need to go through the Employee Self Service module and update this information.

Why do I get an error when I click on an empty position number?This is the vanilla way the system was delivered, you will see both filled and open positions. You will not be able to view any of the personal/job information for empty positions as there is no one currently linked to the position. If you wanted to see attributes associated with the empty position, you will need to go to Position Management.

4 Viewing Employee Information

ASU • OASIS Training 5Viewing Employee Information

How to View Employee Information

Step 1 From the Manager Self Service Main Menu, click on Job and Personal Information.

Step 2 Click on View Employee Personal Information.

Step 3 Enter Effective Date, and click on Continue.

Step 4 Select the employee you want to view, and click on Continue.


ASU • OASIS Training6 Changing FT, PT, or PRN (as needed) Status

This function should only be used if the position does not change (funding does not change), but the employee temporarily needs to change their employment status (For example, intermittent FLMA). This change may also impact the employee’s benefit status. Once the request is submitted, it then goes to HR to complete the process.

Managers will receive notifications to let them know it was successfully submitted or there is further action needed either by their manager or HR. Managers should also receive email notifications when the transaction has been approved or updated to the database letting them know it is complete.

Full TimeFull Time = 1.0 FTE and is designated as working no less than 2,080 hours per fiscal year (40 hours per week, 52 weeks); 1,560 hours per academic year (40 hours per week, 39 weeks).

Part TimePart Time = less than a 1.0 FTE; if assignment is less than .5 FTE; not benefits eligible.

PRN (as Needed)PRN (as needed) = (less than 0.1 FTE) a position that is established to provide additional staff on an as needed basis due to unexpected staffing shortage to meet workload of area; not benefit eligible; typically paid at a premium rate in recognition of the highly variable nature of the assignment.

Change EmployeeFT, PT, or PRN (as needed) Status


How to Request Employee Work Status Change


Step 2 Click on Change Full/Part Time Status.


Step 4 Select employee, and click on Continue.

Step 5 Select Full Time, Part Time, or PRN.

Step 6 Click on Submit.

7Request Employee Work Status Change


ASU • OASIS Training8 Retire Employee

Retirement requires approval from HR Benefits, and Retirement in lieu of termination requires approval from HR Partners. Please see the full definition of retirement in the SPP manual (www.asu.edu/aad/manuals/spp/). Additional information for employees that are retiring can be found at www.asu.edu/hr/benefits/retirement_info.html. Requests to retire an employee go to the Office of Human Resources for further processing.

Retirement is when an employee (administrative, service professional, or classified staff) has put in a retirement resignation and has completed at least five years of continuous, full-time employment (50% or more FTE) in the Arizona university system, who is at least 50 years old (41, if Public Safety Personnel Retirement System [PSPRS] employee), and whose employment has not been terminated for cause by the university. (For Faculty & Academic Professionals, see ACD 607: Sections 01-06.)

Retirement in Lieu of Termination is when an employee (administrative, service professional, or classified staff) retirees in lieu of an involuntary termination in accordance with SPP 1011, and they meet the retirement definition as noted above. Prior to using retirement in lieu of termination, you must receive approval from the Office of Human Resources.



Step 2 Click on Retire Employee.



Step 5 Select Reason for Retirement.


Retire Employee

ASU • OASIS Training 9Terminate Employee

Prior to processing this action, you must follow the Termination Checklist located on the HR Advisor under Sample Letters and Checklist. You must have also received any necessary approval for involuntary terminations (from department and/or Office of Human Resources) to move forward with this action.

If an employee has voluntarily resigned (turned in their resignation), please follow the “specifics depending on type of termination” beginning on page 3 of the Manager Termination Checklist found on the HR Advisor Sample Letters and Checklists.

If an employee is being involuntarily terminated, please follow the appropriate section beginning on page 4 on the Manager Termination Checklist found on the HR Advisor Sample Letters and Checklists.

HR Termination Checklist can be found at www.asu.edu/hr/hr_advisor/sample_letters_and_checklists/.



Step 2 Click on Terminate Employee.



Step 5 Select Reason for Termination.


Terminate Employee


ASU • OASIS Training10 Request Employee Promotion

Use the Promote Employee function to initiate requests for career progression within and outside of classification for employees within your department (that either directly report to you or roll up to you). Follow the criteria listed in SPP 402-05 for career progression within or outside of classification for classified staff and work with your HR Representative/Partner for further guidance. For Service Professionals or Administrators, please also follow the guidelines in SPP 402-05 and work with your HR Representative/Partner for further guidance.

How to Request an Employee Promotion


Step 2 Click on Promote Employee.

Step 3 Enter Effective Date, and click on Continue. (Effective Date should be the start of a pay period.)


Step 5 Select Career Advancement for the Promotion Reason.

Step 6 Select New Position Info - select a position from the existing positions. If it is a new position, create the position first using Position Management.


Managers can request an Ad Hoc Salary change in conjunction with the promotion. Ad Hoc Salary Change and Promotion are two different steps and processes. See page 12 for instructions.

Request EmployeePromotion

ASU • OASIS Training 11Approve Employee Promotion

Once you submit the promotion request, you will receive an email confirming the request was submitted and requires additional approval. The “reports to” (next level manager) is also sent an email notifying them they have a request needing approval.

How to Approve an Employee Promotion


Step 2 Click on Approve Promotion.


Step 4 Enter Comments if needed.

Step 5 Select Approve or Deny.

View Promotion StatusThe manager who initiates the promotion can also view the promotion status. Data saved means it was approved, and In Approval Process means it is still pending approval.

How to View Promotion Status


Step 2 Click on View Promotion Status.

Step 3 Select employee.

Approve EmployeePromotion


ASU • OASIS Training12 Request Ad Hoc Salary Change

It is recommended that salary increases follow the guidelines in SPP 402-05, and be approved by the head of the department. The Office of Human Resources is also available for further guidance.

Managers can also access this function by clicking the Ad Hoc Salary Change link after submitting the Promote Employee Request.

How to Request an Ad Hoc Salary Change

Step 1 From the Manager Self Service Main Menu, click on Compensation.

Step 2 Click on Request Ad Hoc Salary Change.

Step 3 Enter Effective Date, select employee, and click on Continue. (Effective Date should be the start of a pay period.)

Note: There are options to Select All or Search for an Employee. The Select All function should rarely be used and the Search for an employee is if they have a large number of direct reports and they want to do a quick search versus scrolling through different pages.

Step 4 Enter the desired salary change information and click on Calculate New Total. Add comments if needed.


Request Ad Hoc Salary Change

ASU • OASIS Training 13Approve Ad Hoc Salary C hange

Once you submit the Ad Hoc Salary Change request, you will receive an email confirming the request was submitted and requires additional approval. The “reports to” (next level manager) is also sent an email notifying them they have a request needing approval.

How to Approve an Ad Hoc Salary Change


Step 2 Click on Approve Ad Hoc Salary Change.

Step 3 Select transaction to approve.

Step 4 Select Approve or Deny, and enter any Comments if needed.

Step 5 Click on Save.

View Ad Hoc Salary Status

The manager who initiates the salary change can also

view the salary change status.

How to View Ad Hoc Salary Status


Step 2 Click on View Ad Hoc Salary Change Status.

Approve Ad Hoc Salary Change



ASU has never used the terminology of Promotion, why are we using it now?

This is the vanilla delivered version of Peoplesoft’ HCM and we will be using the Promotion module for career progression/career advancement.

What would be considered within or outside career progression and/or career advancement?

Within Career Progression is defined in SPP Definition as “a salary increase that occurs from an increase in an employee’s knowledge, skills, duties, and responsibilities within his or her job title and management’s need for the higher level”.

Outside Career Progression is defined in SPP Definition as “movement from one level in a classified job family or career path to a higher level classification, which may be accompanied by a salary increase”.

Career Advancement (used as a guideline for Service Professional and Administrative Staff) is defined as the action of advancing, promoting or elevating to a higher rank or position. Typically, career advancement occurs when an individual’s demonstrated performance, contribution and competencies are recognized by assuming the role and the associated responsibilities of a job in a grade higher than the one currently occupied and which may or may not be within the job family in which the incumbent is currently in. A change from classified to service professional or service professional to administrative job is considered a career advancement.

What is the approval process to Promote an employee?The approval process goes to the next level supervisor; this is no longer approved by the Office of Human Resources. However, it is strongly recommended and encouraged you review the career progress with your HR Representative/Partner and follow your internal department procedures prior to moving forward with this action. In addition, you must be able to show that the employee meets the Minimum Qualifications (MQs) if you are career progressing outside of classification.

Can I also give a salary increase when career progressing an employee?

Yes, once you have entered the necessary information in the promotion step, you will then have an opportunity to enter an Ad Hoc Salary request. This too should follow the guidelines outlined in SPP 402-05 and be reviewed with your HR Representative/Partner as well as following your internal department procedures prior to moving forward.

If there are multiple levels of managers that report up to me, how can I review any promotions that go through my department if I am not the next level in the reports to position?

There will be a report generated to audit this information for both the department and Human Recourses to ensure the guidelines in SPP 402-05 are being followed and adhered to. What is considered a competitive promotion?

An employee is selected for a new position as part of competitive recruitment; the new position is in a grade higher than the previous position. This action is done through the Talent Acquisition Management (TAM) module.

Manager FAQs

14 Manager FAQs

ASU • OASIS Training 15Where To Go For Help

Where to Go For Help

There are a number of resources to help you with your use of Manager Self Service.

HR Web Sitewww.asu.edu/hrThe HR website will continue to be your source for HR information. You can access this site from any web browser connected to the Internet.

HCM Web Sitehcm.asu.eduThis site is your one stop for all information about HCM. You can get here from a link on the HR Web site.

Email [email protected]

Phone HCM Help Desk (480) 965-8700



Notes

Manager Self ServiceReference Guide

PEOPLESOFT HUMAN CAPITAL MANAGEMENT

Release 8.9

2007.06

16

Documents

Manager Self Service Reference Guide · 2007-06-12 · ASU • OASIS Training Manager Self Service Reference Guide Human Capital Management Contents Welcome to HCM! 2 Accessing the