2. 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

3. 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

4. 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.

5. Accessing the System

6. 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

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

8. View Employee Personal Information8

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

10. 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

11. 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.

12. Temporarily Change FT, PT, or PRN (as needed) Status12

13. 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.

14. 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 notifications when the transaction has been approved or updated to the database letting them know it is complete. 14

15. Retire Employee 15

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

17. 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
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;

18. 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;

19. Terminate Employee 19

20. 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.

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

22. 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.

23. Terminate Employee
Reasons for Termination

24. 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;

25. Promote Employee 25

26. 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. 26

27. 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 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

28. Promote Employee/ Career Advancement
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.

29. 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.

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

31. 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.

32. Promote Employee/ Career Advancement
Promotion Status Details

33. Ad Hoc Salary Change 33

34. HR’s Web Page http://www.asu.edu/hr 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.

35. 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.

36. 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.

37. 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.

38. 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 notice of the request
with a link to this approve
Ad Hoc salary change page.

39. 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.

40. 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)

41. 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.

42. HCM Manager Self Service
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!

43. 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.