Manager Self Service Start HCM Human Capital Management

1. Manager Self Service Start HCM – Human Capital Management

2. This Presentation Will Show You… • Starting Employees, • hire • rehire

3. 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

4. This Presentation Will Show You… Exiting Employees Termination Retirement

5. 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.

6. New Employees Hires, Rehires, Jobs, Multiple Jobs

7. Hires What is a hire? • The position is managed through TAM • (request access to Hiring Manger role) • Available training is. . .

8. 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

9. Hires

10. Workflow – Rehires • HR Staffing • Software = TAM • Access (role name) • Training

11. 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

12. Rehires

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

14. 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.

15. 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.

16. 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

17. Accessing the System

18. Accessing the System www.asu.edu/interactive This is the ONLY place for MSS functions. For other functions, please log into PeopleSoft.

19. Manager Self Service Menu

20. Current Employees

21. View Employee Personal Information

22. Workflow – Employee Information • Software • Access (role name) • Training • Eg ASU interactive,> Manager Self Service >

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

24. 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.

25. 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)

26. Career Advancement

27. Workflow – Promotion • Software • Access (role name) • Training • Manager Self Service

28. 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.

29. 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

30. 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.

31. 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.

32. 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

33. 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

34. Promotion

35. Promote Employee in the System

36. 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.

37. 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

38. 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.

39. 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.

40. 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

41. 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.

42. Promotion Status Details Promote Employee/ Career Advancement

43. Ad Hoc Salary Change

44. Workflow – Promotion, Salary Changes • Software • Access (role name) • Training • Manager Self Service & TAM

45. 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.

46. Ad Hoc Salary Change Manager Self Service > Compensation > Request Ad Hoc Salary Change

47. 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.

48. 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.

49. 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.

50. 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.