Transcript Document 7208235

This Presentation Will Show You…
•
Starting Employees,
• hire
• rehire
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
This Presentation Will Show You…
•
Exiting Employees
• Termination
• Retirement
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.
New Employees
Hires, Rehires, Jobs, Multiple Jobs
Hires
What is a hire?
• The position is managed through TAM
– (request access to Hiring Manger role)
• Available training is. . .
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
Hires
Description
Hire - Regular
Action
HIR
Reason
HR Usage and Definition
REG
Both open competitive recruitment
(through Talent Acquisition
Management TAM) and noncompetitive recruitment (currently
through a waiver).
Hired From AffiliateABOR/TRIU
HIR
AFL
Employee hired either from ABOR or
UofA/NAU
Hired From AffiliateState Agency
HIR
STA
Hired from a State Agency
HEH
Classified temporary hire not to exceed
120 days, with option to extend or
waive for an additional 2 mos., not to
exceed 180 days.
Emergency Hire
HIR
Workflow – Rehires
• HR Staffing
• Software = TAM
– Access (role name)
– Training
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
Rehires
Description
Rehire =< 30 Days
Action Reason
REH
Rehire > 30 Days <= 12
Months
REH
Rehire After 12th
Months
REH
HR Usage and Definition
30D
When a former employee returns
to ASU within 30 days or less
from their termination date
REH
When a former employee returns
to ASU after 30 day after of
their termination but less than
12 months from termination
date
RHA
Former employee hired after 12
months of termination date
Jobs
What is a job?
A job is a set of tasks and responsibilities that are
performed by an employee of the University.
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.
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.
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
Accessing the System
Accessing the System
www.asu.edu/interactive
This is the
ONLY place
for MSS
functions.
For other
functions,
please log
into
PeopleSoft.
Manager Self Service Menu
Current Employees
View Employee Personal Information
Workflow – Employee Information
• Software
• Access (role name)
• Training
• Eg ASU interactive,> Manager Self Service >
View Employee Personal Information
Manager Self Service >
Job and Personal Information >
View Employee Personal Info
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.
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)
Career Advancement
Workflow – Promotion
• Software
• Access (role name)
• Training
• Manager Self Service
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.
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
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.
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.
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
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
Promotion
Description
Competitive
Promotion
(TAM)
Career
Advancement
(MSS)
Action
PRO
PRO
Reason
HR Usage and Definition
CPR
Employee selected for a new position as
part of competitive recruitment; new
position in grade higher than previous
NCP
Employee promoted into position with
grade higher than previous; position
not open for competitive recruitment;
promotion due to demonstrated
competency and performance
Promote Employee in the System
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.
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.
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.
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.
Promote Employee/ Career Advancement
Manager Self Service > Job and Personal Information > Approve Promotion
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 > 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.
Promote Employee/ Career Advancement
Promotion Status Details
Ad Hoc Salary Change
Workflow – Promotion, Salary
Changes
• Software
• Access (role name)
• Training
• Manager Self Service & TAM
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.
Ad Hoc Salary Change
Manager Self Service > Compensation > Request Ad Hoc Salary Change
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.
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.
Ad Hoc Salary Change
Manager Self Service > Compensation > Approve Ad Hoc Salary Change
Approve Ad Hoc Salary Change
A. 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.
B.
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.
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.
What is a Demotion?
Workflow - Demontions
• Software
• Access (role name)
• Training
• Talent Acquisition Management (TAM)
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).
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.
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.
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.
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
Demotion
Description
Demotion –
Competitive
(TAM)
Demotion Voluntary
Reassign
Demotion –
Disciplinary
Action
DEM
DEM
DEM
Reason
HR Usage and Definition
DCP
EE obtains new position through open
recruitment (voluntarily moves to
lower level position)
DVR
EE provides written request to
voluntarily move to a lower level
position
DEM
Progressive discipline process through
SPP 809 (involuntary)
Hold Action/Reason Code
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
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.
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.
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 be
rehiring them.
QUESTIONS: Contact Benefits: 480-965-2701 or
2-1748 West: 602-543-8400
Hold Action/Reason Code
Description
Hold - No Pay And No
Benefits
Hold - No Pay With
Benefits
Action Reason
HLD
HLD
Benefits Usage and Definition
HNB
Active Employee who is not receiving pay
and is not enrolled in benefits. To be
used at conversion for employees in
HRMS who are active but do not have
current jobs/pay lines.
HWB
Active employee who is not receiving pay
but who is enrolled in benefits. This
action REQUIRES funding to pay for
benefits ERE costs. Employees who
are active but for some reason cannot
yet have a job/pay line re-established
(pending re-newal of visa, sponsored
grant, etc.)
What is a Lateral Transfer?
Workflow – Lateral Transfer
• Software
• Access (role name)
• Training
• Receiving department works through TAM
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).
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.
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
Lateral Transfer
Description
Department Transfer
Action
XFR
Reason
CMP
HR Usage and Definition
Transferring from one ASU department to
another (same job, different
department). This is also considered
a lateral transfer as the employee
maintains the same grade and/or
same title.
What is a Campus Transfer?
Workflow – Campus Transfer
• Software
• Access (role name)
• Training
• Position Management
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
Campus Transfer
Description
Campus
Transfer
Action
XFR
Reason
CMP
HR Usage and Definition
Transferring from one ASU campus to another
the physical location of the job is moving.
Additional Pay
Time Management - DTAs
Position Management - DPM
Temporarily Change FT, PT,
or PRN (as needed) Status
Workflow –
Change FT, PT, or PRN Status
• Software
• Access (role name)
• Training
• Manager Self Service
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.
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.
Exiting Employees
What is a Termination?
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.
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.
Termination for One Job
* Note about Vacation pay out.
QUESTIONS: Contact Partners: 480-965-2704
West: 602-543-8400
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.
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.
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
Terminate Employee
Workflow - Terminations
• Software
• Access (role name)
• Training
• Manager Self Service
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.
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.
Terminate Employee
Manager Self Service >
Job and Personal Information >
Terminate Employee
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.
Terminate Employee
Reasons for Termination
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_chec
klists/index.html
Retire Employee
Workflow - Retire
• Software
• Access (role name)
• Training
• Work with the HR Benefits office.
Retire Employee
Manager Self Service > Job and Personal Information > Terminate Employee
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.
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
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]
• Call the HCM help desk (480) 965-8700
HR’s Web Page
http://www.asu.edu/hr
SPP Manual
HR Advisor
Termination Checklist
ALL information about
HCM can be found here.
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
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)