Manager Self Service

2. Manager Self Service Start HCM – Human Capital Management

3. HCM Manager Self Service This Presentation Will Show You… • How to view employee job and personal info • How to request a temporary location change (campus) • 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

4. GroundRules 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.

5. HCM Manager Self Service Accessing the System

6. Accessing the System www.asu.edu/interactive NOT available until July 2 This is the ONLY place if you are using the functions in MSS. For other functions, Please log into peopleSoft.

7. Accessing the System Manage Self Service menu

8. HCM Manager Self Service View Employee Personal Information

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

10. 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.

11. 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)

12. HCM Manager Self Service Request a Temporary Location (campus) Change

13. Request a Temporary Location Change Manager Self Service > Job and Personal Information > Request Location Change This function should only be used if an employee is temporarily relocating to a different campus. This only changes the location, not the position.

14. Work with your HR Rep/Partner if you have any questions regarding this function before processing the request. Once you hit submit, the request is then sent to HR to process. Request Location Change

15. HCM Manager Self Service Temporarily Change FT, PT, or PRN (as needed) Status

16. 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, intermittentFLMA). • This change may also impact the employee’s benefit status.

17. 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 Once the request is submitted, it then goes to HR to process. Request to Change FT, PT, or PRN Status

18. HCM Manager Self Service Retire Employee

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

20. 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.

21. Retire 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. • Additional information for Employees that are Retiring can be • found at;http://www.asu.edu/hr/benefits/retirement_info.html

22. HCM Manager Self Service Terminate Employee

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

24. 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.

25. Terminate Employee Reason for Termination

26. 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 Checklistcan be found at;http://www.asu.edu/hr/forms

27. HCM Manager Self Service Promote Employee

28. 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.

29. Reason for Promotion: select Career Advancement Position: select a position from the existing positions. Make sure the position number is correct (same job title). 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

30. 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.

31. 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.

32. 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

33. 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.

34. Promotion Status Details Promote Employee/ Career Advancement

35. HCM Manager Self Service Ad Hoc Salary Change

36. Ad Hoc Salary Change Manager Self Service > Compensation > Request Ad Hoc Salary Change You can also access this page by click the Ad Hoc Salary Change link after you have submitted the Promote Employee request.

37. 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.

38. 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.

39. 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.

40. 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.

41. HCM Manager Self Service 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

42. HCM Manager Self Service http://www.asu.edu/hr SPP Manual Termination Checklist ALL information about HCM can be found here.

43. 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

44. Next Setps Encourage employees and co-workers to go to the HCM site http://hcm.asu.edu for the latest information about HCM. Information will be rapidly changing so please check often! HCM Manager Self Service

45. 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.