Manager Self Service Start 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.

Accessing the System

Available July 2 This is the ONLY place for MSS functions. For other functions, please log into PeopleSoft. Accessing the System

Manager Self Service Menu

View Employee Personal Information

Manager Self Service > Job and Personal Information > View Employee Personal Info 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. 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) View Employee Personal Information

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

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.

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. Request to Change FT, PT, or PRN Status

Retire Employee

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

Terminate Employee

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. HR’s Web Page

Terminate Employee Manager Self Service > Job and Personal Information > 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. 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; klists/index.html klists/index.html Terminate Employee

Promote Employee

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

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. Promote Employee/ Career Advancement Manager Self Service > Job and Personal Information > Promote Employee

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

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

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. Manager Self Service > Job and Personal Information > View Promotion Status Promote Employee/ Career Advancement

Promotion Status Details Promote Employee/ Career Advancement

Ad Hoc Salary Change

SPP Manual It is recommended that salary increases follow the guidelines in SPP , be approved by the head of the department and Human Resources is also available for further guidance. HR’s Web Page

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.

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

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

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

Where to Get Help There are several resources available to help you with your use of Manager Self Service Call the HCM help desk (480)

SPP Manual HR Advisor Termination Checklist ALL information about HCM can be found here. HR’s Web Page

All info presented today is available here FAQs Communications Reference & Resources Visit often! Changes are happening rapidly HCM Manager Self Service

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 Point your co-workers to 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 Remember – The system doesn’t “go live” until July.