HCM – Human Capital Management Manager Self Service Start Welcome! My Name is _____________________________ I work for _______________________________- and have worked at ASU for ________________________ Today we are going to learn about HCM _ Human Capital Management. HCM will Replace HRMS on July 2nd. HRMS is the software used by HR to track and edit Human Resource Data. HCM – Human Capital Management

This Presentation Will Show You… How to view employee job and personal info How to temporarily change full/part time status How to retire employee How to terminate employee How to promote employee How to request Ad Hoc salary change Next Steps

Ground Rules Please ask questions to further your understanding about how the system works. Please read the FAQs in your Reference Guide prior to asking your question. Here are some groundrules for this presentation – Please, please please ask questions to increase your understanding of the situation – it is the goal of this presentation that you understand the changes clearly. Please DON’T ask questions that are veiled statements of your opinion. There are FAQs (Frequently Asked Questions) in your Self Reference Guide. Please read those during the presentation so that you can be as informed as possible.

Accessing the System

Accessing the System www.asu.edu/interactive Available July 2 This is the ONLY place for MSS functions. For other functions, please log into PeopleSoft. The New Employee Self Service Portal is where you will access all of your HR information online. To get to employee self service, you open any web browser and navigate to asu.edu/interactive Some notes: Any browser will work (macintosh and PC) Can do this from home, or on the road Available 24/7 Secure web link Log in with your ASURITE ID and Password

Manager Self Service Menu This is the menu page once you click Manage Self Service.

View Employee Personal Information 8

View Employee Personal Information Manager Self Service > Job and Personal Information > View Employee Personal Info 9

View Employee Personal Information If reviewing a direct report, click on their name from the list. If reviewing an employee who rolls up to you, click on the org chart icon to the right of the respective direct report that the employee reports up through. 10

View Employee Personal Information Managers can view both job & 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 (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. Please also note that for Birthday, you will only be able to see the month and date, not the year the employee was born.

Temporarily Change FT, PT, or PRN (as needed) Status 12

Request to Change FT, PT, or PRN Status Manager Self Service > Job and Personal Information > Request to Change Full/Part Time 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.

Request to Change FT, PT, or PRN Status Full Time = 1.0 FTE (40 hrs week/52 weeks a year) Part Time = less than 1.0 FTE, if greater than .5 benefits eligible PRN = as needed, less than .1 FTE Exempt employees change in hours worked will cause the pay rate to change. Once the request is submitted, it then goes to HR to process. Full Time = 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); representing a 1.0 FTE. Seasonal staff can be defined as full time during the period in which they are employed; however they are not benefit eligible. Part Time = less than a 1.0 FTE; if assignment is less than .5 FTE; not benefits eligible; greater than .5 FTE but less than 1.0 FTE is benefits eligible PRN = (less than .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. This screen shows the current status of the employee, select the drop down changes the status.  Additionally, standard hours and salary will need to be adjusted to reflect the change in full/part time status...need to pull all these pieces together 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. 14

Retire Employee 15

Retire Employee Manager Self Service > Job and Personal Information > Terminate Employee

Retire Employee There are two actions under this section, one is retirement and one is retirement in lieu of termination. Please see the definition of retirement in the SPP manual. Retirement : Requires approval from OHR Benefits Retirement in lieu of termination: Requires approval from OHR Partners. Use this action, Retirement, 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. Use this action, Retirement in Lieu of Termination, when an employee (administrative, service professional, or classified staff) retirees in lieu of an involuntary termination in accordance with SPP 1011 (term codes 21 - Invol - Excessive Absences,22 - Invol - Unsatisfactory Performance, or 23 Invol – Misconduct /Violation of Work Rules) and they meet the retirement definition as noted above. Additional information for Employees that are Retiring can be found at; http://www.asu.edu/hr/benefits/retirement_info.html

Retire Employee Retirement request goes to HR for further processing. Work with your HR Rep/Partner if you have any questions regarding this function before processing the request. Additional information for Employees that are Retiring can be found at; http://www.asu.edu/hr/benefits/retirement_info.html

Terminate Employee 19

HR’s Web Page http://www.asu.edu/hr HR Advisor Termination Checklist 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 Human Resources) to move forward with this action.

Terminate Employee Manager Self Service > Job and Personal Information > Terminate Employee

Terminate Employee There are two types of terminations, voluntary and involuntary. For voluntary terms, please follow the steps in the Termination Checklist on the HR Advisor. For involuntary terms, please work with your HR Rep and/or Partner. 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 If an employee is being involuntarily terminated, please follow the appropriate section beginning on page 4 on the Manager Termination Checklist Please note: if an employee has multiple jobs and both jobs are under your department, at the first screen you will be able to select the appropriate job the employee is terming from (there will be a drop down box to select from). If an employee has multiple jobs but they are not both under your department, please be aware that the change in FTE% could impact the employee’s benefits.

Terminate Employee Reasons for Termination

Terminate Employee This function does NOT go to HR for further processing. Once you click the submit button, it is complete. Work with your HR Rep/Partner if you have any questions regarding this function before processing the request. HR Termination Checklist can be found at; http://www.asu.edu/hr/hr_advisor/sample_letters_and_checklists/index.html

Promote Employee 25

Promote Employee Manager Self Service > Job and Personal Information > Promote Employee Follow the criteria listed in SPP 402-05 for career progression within or outside of classification for classified staff. For Service Professionals or Administrators, please also follow the guidelines in SPP 402-05 and work with your HR Representative/Partner for further guidance. 26

Promote Employee/ Career Advancement Manager Self Service > Job and Personal Information > Promote Employee Reason for Promotion: select Career Advancement Position: select a position from the existing positions. If it is a new position, create the position first using Position Management. Please remember and note that ASU doesn’t necessarily use the word ‘promote’ (per ABOR) but we follow the Career Progression Policy, SPP 402-05. Going with the Adapt, Implement, and Grow philosophy and using the vanilla delivered system, we will use this section of the MSS module to initiate requests for careeradvancement within and outside of classification for employees within your department (that either directly report to you or roll up to you). Career Advancement 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. A change from classified to service professional or service professional to administrative job is considered a career advancement. 27

Promote Employee/ Career Advancement 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.

Promote Employee/ Career Advancement 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.

Promote Employee/ Career Advancement Manager Self Service > Job and Personal Information > Approve Promotion Approve Promotion The manager who approves the promotion receives an email notice of the promotion request with a link to this approve promotion page.

Promote Employee/ Career Advancement Manager Self Service > Job and Personal Information > View Promotion Status View Promotion Status The manager who initiates the promotion can also view the promotion status. Data Saved: It was approved. In approval Process: It is still pending approval.

Promote Employee/ Career Advancement Promotion Status Details

Ad Hoc Salary Change 33

HR’s Web Page http://www.asu.edu/hr SPP Manual It is recommended that salary increases follow the guidelines in SPP 402-05, be approved by the head of the department and Human Resources is also available for further guidance.

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

Ad Hoc Salary Change You can change any of the following three fields: Change Percent Change Amount New Amount Click the Calculate New Total, then the Submit button.

Ad Hoc Salary Change 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.

Ad Hoc Salary Change Manager Self Service > Compensation > Approve Ad Hoc Salary Change Approve Ad Hoc Salary Change The manager who approves the Ad Hoc salary change receives an email notice of the request with a link to this approve Ad Hoc salary change page.

Ad Hoc Salary Change Manager Self Service > Compensation > View Ad Hoc Salary Chg Status View Ad Hoc Salary Change Status Managers can also view the Ad Hoc salary change status.

Where to Get Help There are several resources available to help you with your use of Manager Self Service. www.asu.edu/hr http://hcm.asu.edu Email AskHR@asu.edu Call the HCM help desk (480) 965-8700

HR’s Web Page http://www.asu.edu/hr SPP Manual HR Advisor Termination Checklist ALL information about HCM can be found here. HR’s web site is still the one-stop shop where you can get information and forms for HR transactions. [CLICK] New to the website is the HCM link. Click on it to see all the info about this NEW HCM system.

HCM Manager Self Service http://hcm.asu.edu All info presented today is available here FAQs Communications Reference & Resources Visit often! Changes are happening rapidly This is the HCM page. This is THE source for information about HCM All the info presented today is here, as well as the FAQs, related links and access to the Portal itself are here. Be sure to check back here for additional information as it becomes available. This is an excellent site to add to your favorites!

Last Slide We may have time for some questions – (please check if the reference guide has the answer before asking) If your question does NOT get asked and answered, put it on a 3X5 card – we will add it to the FAQ at http://hcm.asu.edu Point your co-workers to http://hcm.asu.edu Help your department transition to the new system! If you feel like you don’t need the reference guide for future reference, please leave behind for the next session (it’s also available at http://hcm.asu.edu) Remember – The system doesn’t “go live” until July.