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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:

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ADP Portal forManager Self ServiceApril – June 2009Manager Approvals and Other HR TransactionsDalton State College

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Before we get started
Before We Get Started

This an additional one hour class for manager self service– break observed prior to beginning 2nd 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

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Class objectives
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 2009.

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

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Agenda
Agenda

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Agenda1
Agenda

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Data flow diagram
Data Flow Diagram

Inputs to EV5 which is the ADP HR/Payroll Systems

ADP stands for Automated Data Processing

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Definitions clarifications
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.

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Remember
!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.

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Adp portal navigation
ADP Portal Navigation

Open Windows Internet Explorer browser, by using desktop icon or go to Start button

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Adp portal navigation1
ADP Portal Navigation

Web Address www.portal.adp.com is entered here

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Adp portal navigation2
ADP Portal Navigation

At DSC Quick Jump, Select Human Resources to get to HR Departmental web page.

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Adp portal navigation3
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

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Adp portal navigation4
ADP Portal Navigation

Enter web Address: www.portal.adp.com

Log using your Registered User ID and Password

Manager Self Service Begins with Entry into ADP Home Portal Page

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Adp home portal welcome page
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.

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Adp home portal manager page
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.

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Managing tab options
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

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Manager tab
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

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Manager tab continued
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.

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Workflow in mss
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.

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Workflow in mss1
Workflow in MSS

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

All can be Approved or Reject in total.

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Approvals notifications
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.

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Proxy assignment
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.

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Proxy assignment1
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.

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Remember1
!Remember!

Please notify Payroll when you will be absent and another person will be delegating your approval on the timecards.

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Adp home portal welcome page1
ADP Home Portal/ Welcome Page

Select Time Tab/ Menu option to get to eTime and Approve your employees time entries.

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Adp home portal welcome page2
ADP Home Portal/ Welcome Page

Select Managers/Approvers: Click Hereto access eTIME.

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Adp home portal welcome page3
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.

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Manager s approval notifications for employees timecard
Manager’s Approval Notifications for Employees TimeCard

Select Time tab from menu options and then

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.

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Adding new or missing punches from a quicknav
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.

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Adding new or missing punches from a quicknav1
Adding new or missing punches from a QuickNav

Select Reconcile Time from the My QuickNavs Tab

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

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Adding new or missing punches from a quicknav2
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.

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Adding new or missing punches from a quicknav3
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.

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Remember2
!Remember!

EMPLOYEES WITH MISSING PUNCHES WILL NOT GET PAID

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Adding pay code to time entry
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.

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Adding comments to entries
Adding Comments To Entries

To add a comment to any cell, right-click in the cell and choose ‘Add Comment’, or Comment > Add.

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Time card view
Time Card View

Other tabs are available in lower left corner of timecard: Accruals, Audits, Comments

Lower left section is totaling of the type of hours and location being charged

Lower right section is the employee’s standard (normal) work schedule

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Approving overtime
Approving Overtime

Using My QuickNav select Reconcile Time. Then view the Overtime Column as the system will track what is considered overtime.

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Approving overtime2
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.

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Approving time entries
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.

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Approving time entries1
Approving Time Entries

Once approval made, the approvals are shown above the timecard entries.

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Printing a timecard
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.

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Printing timecard
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

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Interim question pause
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

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Agenda2
Agenda

FINISHED

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Additional contact information
Additional Contact Information

  • For additional assistance or to answer questions further contact the following staff:

    • Faith Miller, HR ext. 2034

    • Nettie Henderson, Payroll ext. 4462

    • Audrey Goforth, Payroll ext 4463

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Agenda3
Agenda

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Other hr process via mss
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.)

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Hiring new employees
Hiring New Employees

Please contact Human Resources prior to hiring new employees in ADP. This may change prior to go live.

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New hire initial page
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.

Next

Note: to see all the values for Position, the field must be blank before clicking the drop down arrow.

Do not complete the Department ID or Job Code

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New hire step 1
New Hire – Step 1

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.

Next

Step 1 – Personal Data Part A

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New hire step 2
New Hire – Step 2

Next

Step 2 – Personal Data Part B

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New hire step 3
New Hire – Step 3

Remember when you selected the position in the initial page, all other fields is automatically populated.

Next

Step 3 – Job Data Part A

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New hire step 4
New Hire – Step 4

Next

Step 4 – Job Data Part B

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New hire step 5
New Hire – Step 5

Remember when you selected the position in the initial page, all other fields is automatically populated.

Next

Step 5 – Pay Info

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New hire step 6
New Hire – Step 6

Next

Step 6 – Citizenship

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New hire step 7
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

Step 7 – Additional Hire Information

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New hire step 8
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

Step 8– Ready to Submit

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New hire completion and approved
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.

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New hire completion and approved1
New Hire – Completion and Approved

Note: In the case that your work event is rejected, you will receive an email notification. If there will be no approval for a new hire you will receive a message that the process is completed.

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Entering a promotion demotion
Entering a Promotion /Demotion

  • Managing Work Events requests What do you want to do?

  • Select “Change Job & Salary Information”

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Entering a promotion demotion1
Entering a Promotion / Demotion

Select the box to the left of the employee you wish to work with and Click on Submit

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Entering a promotion demotion2
Entering a Promotion / Demotion

Select Promotion or Demotion

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Entering a promotion demotion3
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

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Entering a promotion demotion4
Entering a Promotion/ Demotion

Scroll up /down to access rest of page

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.

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Entering a promotion demotion5
Entering a Promotion/ Demotion

Enter Workflow Comments then Click on Submit button; Message “Process is Completed” will appear

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.

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Entering a transfer
Entering a Transfer

Always from the Manager Self Service page to begin all transactions

Use Cntrl + F if you need to search for employees not shown in your list.

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Entering a transfer1
Entering a Transfer

Always remember to complete at least those fields which have a red arrow head to left of drop down selection fields.

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Entering a transfer2
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.

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Entering a transfer3
Entering a Transfer

Get pass all of the pages with Next and then final page to Submit button

Message “Process is completed” will appear.

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Entering a supervisor change2
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.

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Entering a supervisor change3
Entering a Supervisor Change

After Clicking Submit a Message “Process is Completed” will appear

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Ee status regular temp and full part time
EE Status – Regular/Temp and Full/ Part Time

Change Job Status is Selected

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Ee status regular temp and full part time1
EE Status – Regular/Temp and Full/ Part Time

Regular/Temporary;

Full/ Part Time Radio Buttons

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Terminating an employee
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.

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Terminating an employee1
Terminating An Employee

Select Terminate from the drop down options for the Change Employment Status field

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Terminating an employee2
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

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Terminating an employee3
Terminating An Employee

Complete workflow Comments and Click on Submit. Message “Process is Completed” will appear

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Terminating an employee4
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.

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Updating employee personal information
Updating Employee Personal Information

Note: the same portal is accessed as you would employee self service, you simply have another option as a Manager

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

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Exception reports
Exception Reports

Scroll over Report at left and description will show on right hand side of page and will be highlighted

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Set options run report
Set Options /Run Report

Click on the Run Report to execute the report

If there are additional exceptions you will be able to select using the bullets (Unexcused Only, Excused Only, Both, None)

Click on Set Options Tab to right of the Select Report

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Reviewing reports in process status
Reviewing Reports in Process Status

View Report

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.

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Viewing completed reports
Viewing Completed Reports

PDF format to create report can be printed or saved

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Remember3
!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.

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Additional contact information1
Additional Contact Information

  • For additional assistance or to answer questions further contact the following staff:

    • Faith Miller, HR ext. 2034

    • Nettie Henderson, Payroll ext. 4462

    • Audrey Goforth, Payroll ext 4463

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Agenda4
Agenda

FINISHED

v

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Agenda5
Agenda

FINISHED

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