Manager Self Service

1. Manager Self Service Start HCM – Human Capital Management

2. 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

3. 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.

4. Accessing the System

5. Accessing the System www.asu.edu/interactive AvailableJuly 2 This is the ONLY place for MSS functions. For other functions, please log into PeopleSoft.

6. Manager Self Service Menu

7. View Employee Personal Information

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

9. 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. 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)

11. Temporarily Change FT, PT, or PRN (as needed) Status

12. 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.

13. 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

14. Retire Employee

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

16. 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.

17. 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

18. Terminate Employee

19. 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.

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

21. 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.

22. Terminate Employee Reasons for Termination

23. 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

24. Promote Employee

25. 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.

26. 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

27. 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.

28. 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.

29. 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

30. 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.

31. Promotion Status Details Promote Employee/ Career Advancement

32. Ad Hoc Salary Change

33. HR’s Web Page http://www.asu.edu/hr SPP Manual It is recommended that salary increases follow the guidelines in SPP 402-05, be approved by the head of the department and Human Resources is also available for further guidance.

34. 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.

35. 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.

36. 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.

37. 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.

38. 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.

39. 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 AskHR@asu.edu • Callthe HCM help desk (480) 965-8700

40. HR’s Web Page http://www.asu.edu/hr SPP Manual HR Advisor Termination Checklist ALL information about HCM can be found here.

41. 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

42. 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) Remember – The system doesn’t “go live” until July.