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Manager Self Service Start HCM Human Capital Management PowerPoint PPT Presentation

Note that different funding sources do not drive multiple jobs. ... Multiple Jobs ... What is a termination when an employee has multiple jobs (instances) ...

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Manager Self Service Start HCM Human Capital Management

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Manager Self Service

Start

HCM – Human Capital Management


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This Presentation Will Show You…

  • Starting Employees,

    • hire

    • rehire


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This Presentation Will Show You…

Current Employees

View Employee Job Information

Promotion

Ad hoc salary change

Demotion

Hold Action/Reason Code

Lateral Transfers

Campus Transfers

Additional Pay

DTA – Time Management

DPM – Position Management


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This Presentation Will Show You…

Exiting Employees

Termination

Retirement


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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.


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New Employees

Hires, Rehires, Jobs, Multiple Jobs


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Hires

What is a hire?

  • The position is managed through TAM

    • (request access to Hiring Manger role)

  • Available training is. . .


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Hires

What is a Hire?

  • A hire is an employee’s first employment relationship with the University (please reference action/reason codes below for further information).

  • QUESTIONS: Contact Staffing: 480-965-8844 West: 602-543-8400


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Hires


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Workflow – Rehires

  • HR Staffing

  • Software = TAM

    • Access (role name)

    • Training


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Rehires

What is a Rehire?

  • A rehire occurs when there was a break in the employee/employer relationship and it is reestablished at some future point in time (please reference action/reason codes below for further information). Please note that employee’s records in PeopleSoft are indefinite and are not deleted from the system after a certain period of time.

  • QUESTIONS: Contact Staffing: 480-965-8844 West: 602-543-8400


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Rehires


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Jobs

What is a job?

A job is a set of tasks and responsibilities that are performed by an employee of the University.


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Multiple Jobs

When does an employee have multiple jobs (instances)?

An employee has multiple jobs when they have a different job title, different job duties, and different pay that are concurrent.


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Multiple Jobs

Multiple jobs can be in the same or different departments.

Note that different funding sources do not drive multiple jobs. A single job can be paid out of multiple funding sources that may or may not change over time.


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Multiple Jobs

When adding a multiple job (instance) the action will be Hire and the reason will be Additional Job adding a new employee record, 1, 2, etc.

QUESTIONS: Contact Partners: 480-965-2704 West: 602-543-8400


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Accessing the System


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Accessing the System

www.asu.edu/interactive

This is the ONLY place for MSS functions. For other functions, please log into PeopleSoft.


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Manager Self Service Menu


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Current Employees


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View Employee Personal Information


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Workflow – Employee Information

  • Software

  • Access (role name)

  • Training

  • Eg ASU interactive,> Manager Self Service >


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View Employee Personal Information

Manager Self Service >

Job and Personal Information >

View Employee Personal Info


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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.


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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)


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Career Advancement


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Workflow – Promotion

  • Software

  • Access (role name)

  • Training

  • Manager Self Service


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Promotion

What is career advancement (promotion)?

A career advancement (promotion) is defined as the action of advancing or elevating an employee to a higher grade/position.

Moves from classified to service professional or service professional to administrative job are considered career advancements.


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Promotion

What is career advancement (promotion)?

A promotion can be completed either by the Manager (Reports To) through Manager Self Service (MSS) (if promotion is within own department)

or


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Promotion

What is career advancement (promotion)?

A promotion can be completed in Talent Acquisition Management (TAM) if promoting/transferring to another department within the University.


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Promotion

What is career advancement (promotion)?

If you are reclassifying the position number the employee is currently in, you will first need to make this change through Position Management and then promote the employee through MSS.


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Promotion

IMPORTANT NOTE

(for Transfers and Demotions too)

The current department Manager (Reports To) should NOT terminate or zero out an employee’s compensation when an employee transfers to another position within the University.

QUESTIONS: Contact Partners: 480-965-2704 West: 602-543-8400


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Promotion

IMPORTANT NOTE (cont’d)

Both current and receiving departments need to communicate and work out the details of the transition and effective dates to ensure accounts are charged appropriately.

QUESTIONS: Contact Partners: 480-965-2704 West: 602-543-8400


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Promotion


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Promote Employee in the System


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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.


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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


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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.


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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.


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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 > Approve Promotion


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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.


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Promotion Status Details

Promote Employee/ Career Advancement


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Ad Hoc Salary Change


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Workflow – Promotion, Salary Changes

  • Software

  • Access (role name)

  • Training

  • Manager Self Service & TAM


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HR’s Web Page

http://www.asu.edu/hr

SPP Manual

It is recommended that salary

increases follow the guidelines

in SPP 403-08, be approved by

the head of the department and

Human Resources is also

available for further guidance.


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Ad Hoc Salary Change

Manager Self Service > Compensation > Request Ad Hoc Salary Change


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Ad Hoc Salary Change

1. Select one of the following three fields:

  • Change Percent

  • Change Amount

  • New Amount

    to initiate the salary adjustment

    2. Click the Calculate New Total, then the Submit button.- this is required, otherwise the requested change will not be recorded.


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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.


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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.

  • Approve will then immediately apply the new rate to the employee job record with stated effective date and Action/Reason.

    No further administrative action required (if no errors). OHR provides assistance on errors.


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Ad Hoc Salary Change

Manager Self Service > Compensation > View Ad Hoc Salary Chg Status

View Ad Hoc Salary

Change Status

Submitters can also view

the Ad Hoc salary change status.


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What is a Demotion?


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Workflow - Demontions

  • Software

  • Access (role name)

  • Training

  • Talent Acquisition Management (TAM)


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Demotion

What is a demotion?

A demotion can either be voluntary or involuntary. Competitive demotions are when an employee applies for and obtains a new position through the open recruitment process. These are voluntary and are done through Talent Acquisition Management (TAM).


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Demotion

What is a demotion?

Non-competitive voluntary reassignments to a lower level position, meaning the employee requested the demotion, are a manual process and need to be done through the department HR Representative and/or HR Partners.


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Demotion

What is a demotion?

Involuntary demotions due to discipline require a pre-demotion hearing before taking any action. These are also a manual process and need to be done through the HR Representative and/or HR Partner.


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Demotion

IMPORTANT NOTE

(for Promotions and Transfers too)

The current department does not need to take any action and the Manager (Reports To) should NOT terminate or zero out an employee’s compensation when an employee transfers to another position within the University.


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Demotion

IMPORTANT NOTE (cont’d)

The current and receiving departments need to communicate and work out the details of the transition and effective dates to ensure accounts are charged appropriately.

QUESTIONS: Contact Partners: 480-965-2704 West: 602-543-8400


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Demotion


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Hold Action/Reason Code


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Workflow – Hold Action/Reason Code

  • Software

  • Access (role name)

  • Training

  • ASU Benefits Office – Managers submit a Leave of Absence and Hold Request form online to the Benefits Office


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Hold Action/Reason Code

These action/reason codes are used for limited business reasons (see definitions below), and benefits is the primary owner of applying these codes to an employee record.


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Hold Action/Reason Code

Please note that an employee can only be on hold/leave for up to 12 months maximum. Managers can request that this transaction be completed by submitting a Leave of Absence and Hold Request* form to the Benefits office.

*Located under HR Forms on the HR website.


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Hold Action/Reason Code

When returning an employee from hold and transferring them to a new position, a new row needs to be added to update their job data information/position number. We should not berehiring them.

QUESTIONS: Contact Benefits: 480-965-2701 or 2-1748 West: 602-543-8400


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Hold Action/Reason Code


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What is a Lateral Transfer?


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Workflow – Lateral Transfer

  • Software

  • Access (role name)

  • Training

  • Receiving department works through TAM


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Lateral Transfer

What is a lateral transfer?

A lateral transfer occurs when an employee moves from one department to another and they maintain the same title and/or grade. This is done through Talent Acquisition Management (TAM).


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Lateral Transfer

IMPORTANT NOTE

(as for Promotions, Demotions too)

The current department does not need to take any action and the Manger (Reports To) should NOT terminate or zero out an employee’s compensation when an employee transfers to another position within the University.


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Lateral Transfer

IMPORTANT NOTE (cont’d)

Both current and receiving departments need to communicate and work out the details of the transition and effective dates to ensure accounts are charged appropriately. The receiving department works through the TAM hiring process to complete this transaction.

QUESTIONS: Contact Partners: 480-965-2704 West: 602-543-8400


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Lateral Transfer


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What is a Campus Transfer?


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Workflow – Campus Transfer

  • Software

  • Access (role name)

  • Training

  • Position Management


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Campus Transfer

What is a campus transfer?

A campus transfer is when an employee is transferring from one ASU campus to another; the physical location of the job is moving. Managers can do this transaction through Position Management by modifying the position location.

QUESTIONS: Contact Partners: 480-965-2704 West: 602-543-8400


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Campus Transfer


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Additional Pay


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Time Management - DTAs


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Position Management - DPM


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Temporarily Change FT, PT,

or PRN (as needed) Status


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Workflow – Change FT, PT, or PRN Status

  • Software

  • Access (role name)

  • Training

  • Manager Self Service


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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.


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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


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Exiting Employees


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What is a Termination?


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Termination for One Job

What is a termination when an employee only has one job?

Termination, when an employee only has one job, is defined as such when the employee/employer relationships ends and the employee leaves the University.


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Termination for One Job

What is a termination when an employee only has one job?

The Manager (Reports To) does this transaction through Manager Self Service (MSS). Do NOT use this transaction if the employee is transferring to another department.


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Termination for One Job

* Note about Vacation pay out.

QUESTIONS: Contact Partners: 480-965-2704 West: 602-543-8400


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Termination with Multiple Jobs

What is a termination when an employee has multiple jobs (instances)?

When an employee has multiple jobs and they decide to resign from one of their positions but still maintain an employee/employer relationship with the University, this is also considered a termination.


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Termination with Multiple Jobs

Eg: An office specialist and event attendant who decides to resign from their event attendant position and solely work as an office specialist.


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Termination with Multiple Jobs

This would be a termination from their second job (instance). The Manager (Reports To) completes this transaction through MSS.

QUESTIONS: Contact Partners: 480-965-2704 West: 602-543-8400


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Terminate Employee


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Workflow - Terminations

  • Software

  • Access (role name)

  • Training

  • Manager Self Service


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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.


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HR’s Web Page

http://www.asu.edu/hr

HR Advisor

Termination Checklist

You must have also received any necessary approval for involuntary terminations (from department and/or Human Resources) to move forward

with this action.


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Terminate Employee

Manager Self Service >

Job and Personal Information >

Terminate Employee


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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.


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Terminate Employee

Reasons for Termination


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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


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Retire Employee


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Software

Access (role name)

Training

Work with the HR Benefits office.

Workflow - Retire


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Retire Employee

Manager Self Service > Job and Personal Information > Terminate Employee


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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.


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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


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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 [email protected]

  • Callthe HCM help desk (480) 965-8700


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HR’s Web Page

http://www.asu.edu/hr

SPP Manual

HR Advisor

Termination Checklist

ALL information about HCM can be found here.


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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


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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)


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