Employee Self Service Demo December 17, 2009 Presented by: Michael Grisser Jeanie Robards

2 Agencies Currently on Self Service 17 currently live agencies and 16 signed up Boll Weevil State Banking Department Office State Finance Department of Mines Construction Industry Board OETA Department Environmental Quality Health Department CompSourceOK OSEEGIB Office Personnel Management Court of Criminal Appeals OK Commission for Teacher Preparation Merit Protection Commission State Auditor and Inspector OK State Board of Medical Licensure Career Tech

3 Legislation Passed June 2009 HB 1111 Legislation As of July 1, 2010, the Office of State Finance shall make available and each executive state agency shall make available to all state employees a centralized web-based system to access their personal employment and compensation-related information. Status February 2009 – OSF completed steps necessary for agency use of Employee Self Service October 2009 – 17 State agencies are live on the Employee Self Service Next Steps Agencies to obtain approval to use the system and coordinate with OSF for rollout

4 What CORE Will Provide Employee Self Service Manual available on CORE webpage FAQ’s available upon request Communications developed to use to send to employees

5 EARLY Adoption of Self Service To avoid the rush in meeting the July 2010 legislative requirement, please schedule your Self Service go-live date as soon as possible. To request Employee Self Service for your agency: Please open a ticket with the OSF Helpdesk 405 or

6 Demo Jeanie Robards

7 Objectives Sign On and Navigate Update Records Phone Number Address Emergency Contacts View Records Personal Information Summary Paycheck Voluntary Deductions Direct Deposit Compensation History

8 Overview Personal Information Personal Information Summary Phone Numbers Addresses Emergency Contacts Payroll and Compensation View Paychecks Voluntary Deductions Direct Deposit View Compensation History

9 Step I – Signing Into System 1.Call the Office State Finance Help Desk to activate your Employee Self Service Account 2.OSF Help Desk Phone Numbers: or (Toll Free) 3.Open your Internet web browser – Explorer 4.Enter Employee Self Service Link: You may see a security alert message; click to proceed. The PeopleSoft sign-in page will appear:

10 Step I – Signing Into System (cont.) Enter your User ID and the Password supplied by the OSF Help Desk. User ID and Password are case sensitive. User ID – your 6 digit Employee ID Password: – The initial password will be provided by the OSF Help Desk. OSF Help Desk Phone Numbers: or (Toll Free). Click NOTE: Passwords always appear as asterisks in the display as you type them. If the password is entered incorrectly three (3) times, ESS will automatically lock out the user. After the initial log in, if you stop before the third incorrect entry, you may still use the Forgot Your Password link to reset your password. To have your password reset due to lock out, call the Office of State Finance Help Desk Phone Numbers are or (Toll Free).

11 Step I – Signing Into System (cont.) Click here to change password link.

12 Step I – Signing Into System (cont.) Change Password – at least 8 (eight) characters and contain at least one (1) number. Password will expire every 90 days, or if user has not entered the system in 90 days. Click Change Password

13 Step I – Signing Into System (cont.) Click

14 Step I – Signing Into System (cont.) Home will take you to first page. Sign Out will log you out. Help is not functional at this time.

15 Step II – Changing your System Profile Click My System Profile link Click Change or set up forgotten password help link. This process must be completed for the password to be reset.

16 Step II – Changing your System Profile (cont.) Choose Question and answer and click and click.

17 Personal Information Components Navigation: Self Service > Personal Information > Personal Information Summary

18 Personal Information Changes Phone Numbers Address The employee’s agency address MUST be entered within the HR system, (and can be entered here by the employee), for CORE workflow and automatic messages to be received. Emergency Contact

19 View Only Access View Paycheck General Tax Data Paycheck Summary Earnings and Taxes Before Tax Deductions, After Tax Deductions and employer Paid Benefits Net Pay Distribution Leave Balances

20 View Paycheck

21 View Paycheck - General

22 Tax Data

23 Paycheck Summary

24 Earnings and Taxes The YEAR-TO-DATE information will only be available on the most current entry. The Employee Self Service administrator for each agency will need to remind employees in December to print out their end of year information for tax purposes, BEFORE January payrolls are processed.

25 Before Tax Deductions, After Tax Deductions and Employee Paid Benefits

26 Net Pay Distribution

27 Leave Balances Only agencies currently utilizing the PeopleSoft Leave System will be able to view leave balances. The balances represent hours.

28 Leave Accrual Report

29 Voluntary Deductions

30 Direct Deposit NOTE: Edit, Delete and Add Account has been grayed out.

31 Compensation History

32 Conclusion Questions?