10/11/2015 MSS1 ADP Portal for Manager Self Service April – June 2009 Manager Approvals and Other HR Transactions Dalton State College

Before We Get Started This an additional one hour class for manager self service– break observed prior to beginning 2 nd hour Other Housekeeping Issues: –Restrooms and vending machines –Cell Phone, PDAs, Pagers: Please have courtesy to turn off or adjust to vibrate Questions reserved for last 5 minutes of our session 10/11/2015 MSS2

Class Objectives To provide an overview to the ADP Self Service portal and some hands-on information for Managers specific approvals and other human resource transactions effective August –Approving other faculty, staff and student worker time entries for the pay period and related workflow –Addressing human resource needs to new hires, transfers, change requests and other related HR transactions –Accessing specific reports for managerial review 10/11/2015 MSS3

10/11/2015 MSS4 Agenda DESCRIPTION OF AGENDA ITEMSEstimated Time Check Off ADP Data Flow Diagram2 minutes Definitions: ESS, MSS, EV5, E-Time, BOSS2 minutes Overall access to Manager Self Service via ADP Portal2 minutes Workflow in MSS2 minutes Approvals versus Notifications and Proxy Assignments2 minutes Adding new or missing punches from QuickNav2 minutes Adding a Comment (In-punch/Out-punch/Pay Code)2 minutes Deleting a Comment2 minutes Approving Overtime2 minutes Printing A Timecard2 minutes Interim Questions/ Wrap2 minutes

10/11/2015 MSS5 Agenda DESCRIPTION OF AGENDA ITEM (Continued)Estimated Time Check Off Other HR Processes via MSS2 minutes –Hiring (New) Employees2 minutes –Entering a Promotion/ Demotion2 minutes –Entering a Transfer2 minutes –Entering a Supervisor Change2 minutes –EE Status: Regular/ Temporary and Full/ Part Time2 minutes –Terminating an Employee2 minutes –Updating Employee Personal Information2 minutes Exception Report2 minutes Questions and Answers5 minutes

10/11/2015 MSS6 Data Flow Diagram Inputs to EV5 which is the ADP HR/Payroll Systems ADP stands for Automated Data Processing

10/11/2015 MSS7 Definitions/ Clarifications ESS – Employee Self Service allows employees to enter/update addresses, phone numbers, emergency contacts, tax withholding updates, direct deposit setup, view pay statements via the ADP portal. MSS – Manager Self Service is where work events will perform job actions such as new hires, promotions, transfer and other employee data which are managed through workflow. EV5 – This is the core ADP Database which connects to other modules for HR/Payroll. It allows the review of past and present employees, performs data entry and other labor management and leave of absence status changes. E-Time – This is used to process payroll. It includes all data entry, editing, scheduling and reporting. The system processes punches at the clock, web timesheets for review and approval prior to managerial approval. It also tracks employee vacation and sick time off. BOSS – (Benefits) allows employees to enter or update any benefit specific data for elections, dependents, family status changes, etc.

10/11/2015 MSS8 !Remember ! Caution: Do not use the back button in your tool bar. This will take you out of the Self Service application. If you want to go back to one of the previous steps, click the previous button.

10/11/2015 MSS9 ADP Portal Navigation Open Windows Internet Explorer browser, by using desktop icon or go to Start button

10/11/2015 MSS10 ADP Portal Navigation Web Address is entered here

10/11/2015 MSS11 ADP Portal Navigation At DSC Quick Jump, Select Human Resources to get to HR Departmental web page.

10/11/2015 MSS12 ADP Portal Navigation At Human Resources Departmental web page, select Portable Personnel File (New ADP). This will take you to the ADP Portal Login page

10/11/2015 MSS13 ADP Portal Navigation Enter web Address: Log using your Registered User ID and Password Manager Self Service Begins with Entry into ADP Home Portal Page

10/11/2015 MSS14 ADP Home Portal/ Welcome Page Select Manager Tab/ Menu option to create necessary HR events such as change employee’s status, job or salary changes, etc.

10/11/2015 MSS15 ADP Home Portal/ Manager Page This is the Manager Home page If you wish to see all of your direct reports above the page, use Cntrl + F. All your employees should be able to select and view any of the employees’ HR actions to be requested.

10/11/2015 MSS16 Managing Tab Options Home Task List Approval History Managing Work Events Proxy Assignments Reports Direct Reports are noted above and Actions or Events are in the lower half of the Manager’s Home page

10/11/2015 MSS17 Manager Tab Home - Workspace will display Direct Reports list of your employees you are assigned based on your login. Task List – If you are an approver, you will see all submitted work events waiting for your approval. Also, any notifications of employees changes you should be aware of but require no actions on your part. Approval History – Lists all of your actions that you have entered whether approved or reject or those that are in-process. Managing Work Events – click on link to make changes to employee data that include the following: Hire New Employees; Transfer Employee; Change Job & Salary Information; Change of Job Status; change Employment Status; Rehire Employee

10/11/2015 MSS18 Manager Tab (Continued) Proxy Assignment – At the beginning, the manger will need to have his/her direct report to approve their time entries. In the event that someone who is equivalent that will be approving for you, a proxy will be needed. Thus, VP needs another VP to sign or approve when he is vacant. Reports – Allows you to pull a variety of pre-defined reports about all the employees in your task list. If managers are delegating work to employees within Manager Self Service, just realize that this data is sensitive and confidential. The individual they are giving proxy to may be able to view other’s confidential information.

10/11/2015 MSS19 Workflow in MSS All work events visible under the Approvals section require immediate attention All work events visible under the Notification section does not require any action on your part. Just to notify you of work events in process.

10/11/2015 MSS20 Workflow in MSS All can be Approved or Reject in total. All can be Approved or Rejected individually to the left of each row or in total at the bottom of the page You must Click on Submit in order to process the approval/rejection

10/11/2015 MSS21 Approvals & Notifications There are two types of actions which can occur when a work event has been entered. Two types are person and workgroup. Currently managers are person and not a workgroup. –Manager Self Service (MSS) can notify a person or group that an event has been entered. –It can require that a specific person or workgroup approve or reject the event before it is loaded into the EV5 (payroll) system. –If you are setup to receive either the Approvals and/or Notifications when an event has be entered, you can view them in the Task List in the manger tab within MSS It is important to check your Task List frequently to act on events which require your approval so they are not delayed.

10/11/2015 MSS22 Proxy Assignment Proxies allow for another employee at a lateral level and who also has security access to Manger Self Service, the ability to approve or reject employee work events on their behalf. To begin a workflow, the Manager needs the direct report to approve the event.

10/11/2015 MSS23 Proxy Assignment Proxy Assignments can be for Number of Action Days (which will be inclusive of weekends and holidays). From /To dates are generally more commonly used for out-of-office situations, vacations, conferences, etc. Select the “Send to Proxy Directly” box to begin forwarding Remember to Save to initial the Proxy Assignment. No need to return to clear fields out if proxy assignment time period has expired/passed.

10/11/2015 MSS24 !Remember! Please notify Payroll when you will be absent and another person will be delegating your approval on the timecards.

10/11/2015 MSS25 ADP Home Portal/ Welcome Page Select Time Tab/ Menu option to get to eTime and Approve your employees time entries.

10/11/2015 MSS26 ADP Home Portal/ Welcome Page Select Managers/Approvers: Click Here to access eTIME.

10/11/2015 MSS27 ADP Home Portal/ Welcome Page Select My QuickNavs to access Reconcile Time or other summary reports to approve exceptions such as Overtime, Missing punches, etc., first.

10/11/2015 MSS28 Manager’s Approval Notifications for Employees TimeCard Select from the Time and Attendance section, Managers/Approvers: Click Here to access eTime This will link will allow the Managers/any approver to edit and approve the employee’s time entries without access to the Manager’s tab. Select Time tab from menu options and then

10/11/2015 MSS29 Exception IndicatorColor Code and Description Solid red cell Indicates that there is either a missed In or Out punch. Red border around date Indicates that is an unexcused absence for the day. Red border around time Indicates there is an exception to the time stamps. Blue border around date Indicates that it is an excused absence for the day. Red outlined cell with yellow box inside cell Indicates that there is an exception associated with the time stamp and a comment associated with the contents of the cell. Purple transaction (Phantom Punch) Indicates the transaction was added to the timecard by the totalizer (system generated). Gray cells Indicates that the transaction cannot be edited. (X) before a labor account Indicates that the account is not the primary account that is being indicated in the transfer.

10/11/2015 MSS 30 Adding new or missing punches from a QuickNav From the “My QuickNav” tab, select the employee to review Click on one Name or hold the Cntrl + Shift to select several names (highlighted in yellow) for review Select Timecard link in upper left corner Select Punch from the tab options and then Edit from drop down in order to edit time entries for employees Pay codes organize time. Vacation and sick are examples of pay codes.

10/11/2015 MSS31 Adding new or missing punches from a QuickNav The above timecard entry example is for Bi-Weekly Badges (Maintenance, Custodial, etc.) My QuickNav: Reconcile Time, Account Balance, Check Overtime, Quick Find Jobs, Shift Start, Schedule Editor, Pay Period Close, Attendance Review, My Calendar Select Reconcile Time from the My QuickNavs Tab

10/11/2015 MSS32 Adding new or missing punches from a QuickNav From the Timecard tab, select the employee to review. Confirm the Name of Employee for the Time Period being reviewed. Always will default to Current Period. Select the row/date which the punch is to be edited (it will be highlighted in yellow); then select Punch> Edit.

10/11/2015 MSS33 Adding new or missing punches from a QuickNav From Reconcile Time select Punch > Add A Punch to insert new or missing punches From the pop-up window complete the information to Add Punch to employee’s entry. Click on Comments button if you wish to add comments to the punch. Then OK to confirm as saving.

10/11/2015 MSS34 !Remember! EMPLOYEES WITH MISSING PUNCHES WILL NOT GET PAID

10/11/2015 MSS35 Adding Pay Code to Time Entry Using the drop down selection for Pay Code on the specific date that adjustments are needed. This is for partial or full days of out the office. This is generally for Time Off such as Vacation or Sick days.

10/11/2015 MSS36 Adding Comments To Entries To add a comment to any cell, right-click in the cell and choose ‘Add Comment’, or Comment > Add.

10/11/2015 MSS37 Deleting a Comment

10/11/2015 MSS38 Time Card View Lower right section is the employee’s standard (normal) work schedule Lower left section is totaling of the type of hours and location being charged Other tabs are available in lower left corner of timecard: Accruals, Audits, Comments

10/11/2015 MSS39 Approving Overtime Using My QuickNav select Reconcile Time. Then view the Overtime Column as the system will track what is considered overtime.

10/11/2015 MSS40 Approving Overtime

10/11/2015 MSS41 Approving Overtime There is no need to save the timecard that you approve overtime as it will appear on the Sign- Off and Approvals tab at the bottom of employee’s timecard.

10/11/2015 MSS42 Approving Time Entries Recommendation is to approve time daily or every few days once you get more acclimated to approving time entries for employees. Remember to adjust the Time Period to approve less than the full current pay period. Otherwise you could lock an employee out of entering time into future days within the current pay period. This will save you time at the end of the pay period when time is more crunched.

10/11/2015 MSS43 Approving Time Entries Once approval made, the approvals are shown above the timecard entries.

10/11/2015 MSS44 Printing a Timecard Occasionally it may be necessary to print a timecard. The timecard can be printed two ways: Print the timecard, which includes all rows and columns, including those that can only be viewed by scrolling. Print the timecard workspace, which includes only those areas that are visible.

10/11/2015 MSS45 Printing Timecard To print a timecard workspace, please follow process: –From the TIMECARD page, click Actions > Print Screen To print a timecard, which will give you grid as well as the Totals, Accruals, Audits and Comments: –From the TIMECARD page, click Actions > Print

10/11/2015 MSS46 Interim Question Pause Question – Show of hands of those who currently completed HR forms for the following: –New Hires –Transfers –Supervisor Change –EE Status: Regular/ Temporary –EE Status: Full Time/ Part Time –Promotions/ Demotions –Terminations

10/11/2015 MSS47 Agenda DESCRIPTION OF AGENDA ITEMSEstimated Time Check Off ADP Data Flow Diagram2 minutes Definitions: ESS, MSS, EV5, E-Time, BOSS2 minutes Overall access to Manager Self Service via ADP Portal2 minutes Workflow in MSS2 minutes Approvals versus Notifications and Proxy Assignments2 minutes Adding new or missing punches from QuickNav2 minutes Adding a Comment (In-punch/Out-punch/Pay Code)2 minutes Deleting a Comment2 minutes Approving Overtime2 minutes Printing A Timecard2 minutes Interim Questions/ Wrap5 minutes FINISHED

MSS48 Additional Contact Information For additional assistance or to answer questions further contact the following staff: –Faith Miller, HR ext –Nettie Henderson, Payroll ext –Audrey Goforth, Payroll ext /11/2015

MSS49 Questions and Answers

10/11/2015 MSS50 Agenda DESCRIPTION OF AGENDA ITEM (Continued) Estimated Time Check Off Other HR Processes via MSS2 minutes –Hiring (New) Employees2 minutes –Entering a Promotion/ Demotion2 minutes –Entering a Transfer2 minutes –Entering a Supervisor Change2 minutes –EE Status: Regular/ Temporary and Full/ Part Time2 minutes –Terminating an Employee2 minutes –Updating Employee Personal Information2 minutes Exception Report2 minutes Questions and Answers5 minutes

10/11/2015 MSS51 Other HR Process via MSS Select Manager from the Tab options; Then in the left side select “Managing Work Events”. From the center of this page determine where selection options needed: (Hire new Employees, Retire Employees, etc.)

10/11/2015 MSS52 Hiring New Employees Please contact Human Resources prior to hiring new employees in ADP. This may change prior to go live.

10/11/2015 MSS53 Note: to see all the values for Position, the field must be blank before clicking the drop down arrow. New Hire – Initial Page If you select the Position in this initial new hire screen, then other fields will be automatically populated in subsequent steps based on the info in Position Data. Do not complete the Department ID or Job Code Next

10/11/2015 MSS54 New Hire – Step 1 Step 1 – Personal Data Part A Next Note: On Step 1 through 8, simply Click on the “Next” pushbutton. The initial page is the only thing that the manager will need to do.

10/11/2015 MSS55 Step 2 – Personal Data Part B New Hire – Step 2 Next

10/11/2015 MSS56 Step 3 – Job Data Part A New Hire – Step 3 Remember when you selected the position in the initial page, all other fields is automatically populated. Next

10/11/2015 MSS57 Step 4 – Job Data Part B New Hire – Step 4 Next

10/11/2015 MSS58 Step 5 – Pay Info New Hire – Step 5 Next Remember when you selected the position in the initial page, all other fields is automatically populated.

10/11/2015 MSS59 Step 6 – Citizenship New Hire – Step 6 Next

10/11/2015 MSS60 Step 7 – Additional Hire Information New Hire – Step 7 Pass on this for now. HR will need to determine if further input is required by Managers. Scroll down the page and select Next

10/11/2015 MSS61 Step 8– Ready to Submit New Hire – Step 8 Before you click the submit button, you have the opportunity to add information about the new hire. Any information added in the Comments must be general and not sensitive data. Workflow is sent by many people so confidentiality must be adhered. Submit

10/11/2015 MSS62 New Hire – Completion and Approved Prior to the hiring process being completed by HR, any other approvers within your departmental requirements will need to approve a new hire. The Personnel Action Forms (PAFs) will continue to be completed and forwarded to Scott Bailey. Entries made via the Manager Self Service must still be forwarded to the Human Resources for completion of the hire process. This is then updated into the ADP’s main HR and Payroll (EV5) module.

10/11/2015 MSS63 New Hire – Completion and Approved Note: In the case that your work event is rejected, you will receive an notification. If there will be no approval for a new hire you will receive a message that the process is completed.

10/11/2015 MSS64 Entering a Promotion /Demotion Managing Work Events requests What do you want to do? Select “Change Job & Salary Information”

10/11/2015 MSS65 Entering a Promotion / Demotion Select the box to the left of the employee you wish to work with and Click on Submit

10/11/2015 MSS66 Entering a Promotion / Demotion Select Promotion or Demotion

10/11/2015 MSS67 Entering a Promotion/ Demotion The Promotion/Demotion Change page will display. In the Effective Date field enter the date this change goes into effect. You may enter the date manually formatted as xx/xx/xxxx (e.g.,06/01/2009) or click on the Calendar icon and select a date from the calendar. Select a reason for this promotion/demotion from the Reason drop- down menu

10/11/2015 MSS68 Entering a Promotion/ Demotion If this Promotion/Demotion requires approval (perhaps due to salary adjustments), you may enter additional work flow comments visible to all employees in the approval process. Scroll up /down to access rest of page

10/11/2015 MSS69 Entering a Promotion/ Demotion If the Promotion/Demotion requires approval (perhaps due to salary adjustments), you may enter additional work flow comments visible to all employees in the approval process. Enter Workflow Comments then Click on Submit button; Message “Process is Completed” will appear

10/11/2015 MSS70 Entering a Transfer Use Cntrl + F if you need to search for employees not shown in your list. Always from the Manager Self Service page to begin all transactions

10/11/2015 MSS71 Entering a Transfer Always remember to complete at least those fields which have a red arrow head to left of drop down selection fields.

10/11/2015 MSS72 Entering a Transfer Follow through all subsequent pages by Clicking on Next. Only those fields that are Required (signify by red arrow head) will need to be completed.

10/11/2015 MSS73 Entering a Transfer Get pass all of the pages with Next and then final page to Submit button Message “Process is completed” will appear.

10/11/2015 MSS74 Entering a Supervisor Change

10/11/2015 MSS75 Entering a Supervisor Change

10/11/2015 MSS76 Entering a Supervisor Change Please note that Report to and Department are Required. Depending on who you select for ‘Reports to’ will determine the selections available from the drop downs of Position, Department and Location. If Position is selected Department and Location will be grayed out.

10/11/2015 MSS77 Entering a Supervisor Change After Clicking Submit a Message “Process is Completed” will appear

10/11/2015 MSS78 EE Status – Regular/Temp and Full/ Part Time Change Job Status is Selected

10/11/2015 MSS79 EE Status – Regular/Temp and Full/ Part Time Regular/Temporary; Full/ Part Time Radio Buttons

10/11/2015 MSS80 EE Status – Regular/Temp and Full/ Part Time

10/11/2015 MSS81 Terminating An Employee Please contact Human Resources before you complete employee terminations online. This is to ensure the dates in the terminations are correct as it could impact the employee’s last paycheck.

10/11/2015 MSS82 Terminating An Employee Select Terminate from the drop down options for the Change Employment Status field

10/11/2015 MSS83 Terminating An Employee Once you select Terminate from the drop down box in Change of employment Status field, Terminate section will appear. Complete Termination Date (Effective) and Reason for Termination Enter the following information in the Additional Information screen. · Pay Thru Date (generally identical to the Termination date, but not always) · Vacation Days Paid Out

10/11/2015 MSS84 Terminating An Employee Complete workflow Comments and Click on Submit. Message “Process is Completed” will appear

10/11/2015 MSS85 Terminating An Employee Please note that if you need to enter partial vacation days, you must use two decimal places. For example, four and a half days = 4.50 (just typing 4.5 will cause an error) Once an employee is terminated, they are no longer viewable in MSS. They will have to be viewed or rehired in EV5, the ADP Payroll system.

10/11/2015 MSS86 Updating Employee Personal Information Select Myself Tab from the top row menu options; At left side of portal page are menu options such as: Addresses, Emergency Contacts, Personal Information and Phone Numbers. These are used to update personal employee information Note: the same portal is accessed as you would employee self service, you simply have another option as a Manager

10/11/2015 MSS87 Exception Reports Scroll over Report at left and description will show on right hand side of page and will be highlighted

10/11/2015 MSS88 Set Options / Run Report Click on Set Options Tab to right of the Select Report If there are additional exceptions you will be able to select using the bullets (Unexcused Only, Excused Only, Both, None) Click on the Run Report to execute the report

10/11/2015 MSS89 Reviewing Reports in Process Status This will show all reports running you will need to watch for yours as you execute the report. When Status Column for your report indicated Complete, you can view your report by Clicking on View Report in upper left options. Status View Report

10/11/2015 MSS90 Viewing Completed Reports PDF format to create report can be printed or saved

10/11/2015 MSS91 !Remember! While you are in the application you should not press the Back arrow button in your browser window to go back to the previous screen in ADP Portal. When available, always click the Cancel button to return to the previous screen.

For additional assistance or to answer questions further contact the following staff: –Faith Miller, HR ext –Nettie Henderson, Payroll ext –Audrey Goforth, Payroll ext /11/2015 MSS 92 Additional Contact Information

10/11/2015 MSS93 Questions and Answers

10/11/2015 MSS94 Agenda DESCRIPTION OF AGENDA ITEMSEstimated Time Check Off ADP Data Flow Diagram2 minutes Definitions: ESS, MSS, EV5, E-Time, BOSS2 minutes Overall access to Manager Self Service via ADP Portal2 minutes Workflow in MSS2 minutes Approvals versus Notifications and Proxy Assignments2 minutes Adding new or missing punches from QuickNav2 minutes Adding a Comment (In-punch/Out-punch/Pay Code)2 minutes Deleting a Comment2 minutes Approving Overtime2 minutes Printing A Timecard2 minutes Interim Questions/ Wrap2 minutes v FINISHED

10/11/2015 MSS95 Agenda DESCRIPTION OF AGENDA ITEM (Continued) Estimated Time Check Off Other HR Processes via MSS2 minutes –Hiring (New) Employees2 minutes –Entering a Promotion/ Demotion2 minutes –Entering a Transfer2 minutes –Entering a Supervisor Change2 minutes –EE Status: Regular/ Temporary and Full/ Part Time2 minutes –Terminating an Employee2 minutes –Updating Employee Personal Information2 minutes Exception Report2 minutes Questions and Answers5 minutes FINISHED