PeopleSoft EnterpriseOne Human Capital Management Self-Service User Manual

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EnterpriseOne

8.10 Human Capital Management Self-Service for the United States PeopleBook

May 2004

EnterpriseOne 8.10

Human Capital Management Self-Service for the United States PeopleBook

SKU ERP810SSU0504

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About These EnterpriseOne PeopleBooks Preface

1

EnterpriseOne Application Prerequisites ........................................................ 1

Obtaining Documentation Updates ................................................................. 1

Typographical Conventions and Visual Cues ................................................. 2

Typographical Conventions...................................................................................... 2

Visual Cues ..............................................................................................................3

Comments and Suggestions ........................................................................... 3

Self-Service Overview

4

Benefits Enrollment Self-Service..................................................................... 6

Compensation Management Self-Service....................................................... 6

Competency Management Self-Service.......................................................... 7

Global Leave Administration Self-Service....................................................... 7

Employee Quick Hire ...................................................................................... 8

System Integration for Self-Service................................................................. 8

Employee Self-Service

10

Working with Personal Information Using Self-Service ................................... 10

Requesting a Verification-of-Employment Letter .....................................................10

Reviewing Employee Personal Profile Information ......................................... 15

Reviewing Pay Stubs Using Employee Self-Service....................................... 18

Entering Automatic Deposit Information Using Self-Service ........................... 20

Working with Competency Information Using Self-Service ............................. 21

Entering Competency Information Using Self-Service.............................................22

Revising Competency Information Using Self-Service ............................................25

Manager Self-Service

27

Managers Workbench ..................................................................................... 28

Compensation Management Self-Service Considerations ......................................31

Changing an Employee Status........................................................................ 35

Requesting an Employee Status Change ................................................................35

Reviewing a Status Change Request ...................................................................... 41

Assigning Delegates ....................................................................................... 45

Reviewing Upcoming Employee Reviews by Supervisor................................ 46

Entering Data for Verification-of-Employment Letters..................................... 48

Running Managers Reports ............................................................................ 53

Setting Up Information for New Employees .................................................... 55

Adding an Employee Record Using Employee Setup .............................................56

Initiating Employee Setup ........................................................................................ 59

Completing Employee Setup Using Workflow ......................................................... 63

Approving Information Using Manager Self-Service ....................................... 67

Approving Automatic Deposit Information................................................................67

Approving Bank Information for Automatic Deposits ............................................... 68

Approving Competency Information......................................................................... 69

Creating Organizational Charts....................................................................... 69

Organizational Charts for Windows ......................................................................... 70

Organizational Charts for the Web........................................................................... 75

Self-Service Setup

76

Setting Up Common Settings for Human Capital Management ...................... 76

Common Settings for Self-Service Applications ...................................................... 76

Setting Up Employee Self-Service .................................................................. 78

Setting Up Verification of Employment .................................................................... 78

Setting Up Name and Address Change................................................................... 80

Setting Up Emergency Contacts and Phones..........................................................81

Setting Up Paid Time-Off Inquiry ............................................................................. 82

Setting Up IRS Form W-4 ........................................................................................ 82

Employee Self-Service Benefits Setup

96

Implementing Employee Benefits Setup ......................................................... 97

Setting Up Common Settings for Self-Service ................................................ 99

Changing Benefit Plans for Self-Service ......................................................... 101

Adding a New Benefit Plan ...................................................................................... 101

Changing Plan Options ................................................................................... 109

Setting Up Plan Options........................................................................................... 109

Defining Benefit Category Rules for Self-Service ........................................... 113

Linking Categories to Benefit Groups ...................................................................... 114

Setting Up URLs for Self-Service Benefits...................................................... 115

Setting Up URLs for Benefit Plan Options ............................................................... 116

Setting Up URLs for Benefit Plans........................................................................... 118

Setting Up URLs for Benefit Categories ..................................................................118

Setting Up URLs for Benefit Groups ........................................................................ 119

Setting Up Benefit Enrollment Events for Self-Service ................................... 120

Setting Up Benefit Enrollment Events...................................................................... 120

Setting Up Benefit Categories by Enrollment Event........................................ 122

Setting Up Allowed Dependent Relationships by Plan.................................... 123

Setting Up Workfiles for Benefits Self-Service ................................................ 126

Setting Up Dependent Selection Automatically ....................................................... 126

Building the Current Coverage Workfile for Self-Service.........................................127

Setting Up a Current Dependent and Beneficiary Workfile......................................129

Building the Available Plans Workfile for Self-Service.............................................130

Excluding Benefit Plans or Categories From a Work File Build...............................133

Building the Personal Information Workfile .............................................................. 134

Setting Up Steps and Rules for Director Process Flows ......................................... 136

Setting Up Self-Service Benefit Plan Guidelines............................................. 136

Setting Up Benefit Contribution Limits ..................................................................... 137

Setting Up Maximum Coverage Increase Limits......................................................138

Setting Up Self-Service Process Flows........................................................... 140

Running the Populate Director Form Rules/Edits Report ........................................141

Defining Process Flow Scripts ................................................................................. 141

Setting Up Translated Director Text......................................................................... 148

Setting Up Form Options................................................................................. 149

Setting Up Benefit Confirmation Statement Options ....................................... 152

Setting Up Self-Service Benefits Workflow Approval ...................................... 155

Saving Self-Service Employee Information..................................................... 157

Saving Self-Service Employee Personal Information ..............................................157

Saving Self-Service Benefits Information................................................................. 159

Reviewing Employee Self-Service History ...................................................... 160

Revising Workfiles for Benefits Self-Service ................................................... 162

Revising the Current Coverage Workfile..................................................................163

Revising the Available Plans Workfile...................................................................... 165

Reviewing Dependent and Beneficiary Current Coverage Revisions......................169

Revising the Dependent and Beneficiary Updated Revisions Workfile ...................171

Revising the Personal Profile Workfile..................................................................... 174

Setting Up New DBA Plan Rates .................................................................... 178

Revising Primary Care Physician Information for Self-Service ....................... 179

Managing Benefits Self-Service Work Files .................................................... 179

Purging the Employee Current and Pending Elections Work Table ........................179

Purging the Dependent and Beneficiary Cross-Reference Work Table ..................179

Purging the Current Dependent and Beneficiary Cross-Reference Work

Table .................................................................................................................... 181

Purging the Employee Personal Information, Contacts, and Phone Work

Tables................................................................................................................... 181

Purging the Available Plans and Plan Options Work Table.....................................182

Setting Up Manager Self-Service

184

Setting Up Upcoming Reviews by Supervisor................................................. 184

Setting Up the Employee Setup Process ........................................................ 188

Setting Up Employee Status Change.............................................................. 192

Setting Up Manager Reports........................................................................... 194

Setting Up Organizational Charts for the Web ................................................ 196

Overview of the eRecruit System

197

eRecruit Tables ............................................................................................... 198

User Defined Codes for eRecruit .................................................................... 199

eRecruit System Setup

204

Processing Options for Recruitment Self Service Menu (P08400).................. 204

Processing Options for Applicant Login (P08405) .......................................... 204

eRecruit Setup (P08460)

206

Defining Posting Categories............................................................................ 206

Defining Settings by Posting Category............................................................ 208

Defining Standard Phrase Categories............................................................. 214

Defining Standard Phrases ............................................................................. 215

Managing Job Postings

218

Processing Options for Manage Job Postings (P08470) ................................ 218

Creating a Job Posting.................................................................................... 219

Reviewing the Job Postings Report (R08471) ................................................ 225

Building Job Posting Records (R08473) ......................................................... 226

Applying Online

227 Processing eRecruit Applicants

228

Reviewing Submitted Applications .................................................................. 228

Processing Recruitment Records (R08470).................................................... 230

Updating Applicant Personal Information (R08490)........................................ 231

Self-Service Time Entry

234

Entering Timecards Using Self-Service .......................................................... 235

Managing Self-Service Timecards Using Daily Time Entry .....................................235

Managing Self-Service Timecards Using Summary Time Entry..............................237

Reviewing and Approving Self-Service Timecards ......................................... 239

Setting Up Self-Service Time Entry................................................................. 242

Managing the Time Entry Director Form.................................................................. 243

Creating the Employee Self-Service Time Entry Interface ......................................255

Assigning Pay Types to Employee Groups.............................................................. 258

Setting Up Manager Delegates................................................................................ 259

EnterpriseOne PeopleBooks Glossary

261 Index 297

About These EnterpriseOne PeopleBooks

Preface

EnterpriseOne PeopleBooks provide you with the information that you need to implement and use

PeopleSoft EnterpriseOne applications.

This preface discusses:

• EnterpriseOne application prerequisites

• Obtaining documentation updates

• Typographical elements and visual cues

• Comments and suggestions

Note

EnterpriseOne PeopleBooks document only fields that require additional explanation. If a field is not documented with the process or task in which it is used, then either it requires no additional explanation or it is documented with common elements for the section, chapter, PeopleBook, or product line.

EnterpriseOne Application Prerequisites

To benefit fully from the information that is covered in these books, you should have a basic understanding of how to use EnterpriseOne applications.

See the Foundation Guide.

You might also want to complete at least one EnterpriseOne introductory training course.

You should be familiar with navigating the system and adding, updating, and deleting information by using EnterpriseOne menus and forms. You should also be comfortable using the World Wide Web and the Microsoft Windows or Windows NT graphical user interface.

These books do not review navigation and other basics. They present the information that you need to use the system and implement your EnterpriseOne applications most effectively.

Obtaining Documentation Updates

You can find updates and additional documentation for this release, as well as previous releases, on the PeopleSoft Customer Connection Website. Through the Documentation section of PeopleSoft

Customer Connection, you can download files to add to your PeopleBook Library. You can find a variety of useful and timely materials, including updates to the full PeopleSoft documentation that is delivered on your PeopleBooks CD-ROM.

Note

Before you upgrade, you must check PeopleSoft Customer Connection for updates to the upgrade instructions. PeopleSoft continually posts updates as the upgrade process is refined.

See Also

PeopleSoft Customer Connection Website, http://www.peoplesoft.com/corp/en/login.jsp

Typographical Conventions and Visual Cues

This section discusses:

• Typographical conventions

• Visual cues

Typographical Conventions

The following table contains the typographical conventions that are used in EnterpriseOne

PeopleBooks:

Description Typographical Convention or Visual Cue

Italics

Indicates emphasis, topic titles, and titles of PeopleSoft or other book-length publications. Also used in code to indicate variable values.

Key+Key A plus sign (+) between keys means that you must hold down the first key while you press the second key. For example, Alt+W means hold down the Alt key while you press W.

Monospace font

“ ” (quotation marks)

Cross-references

Indicates a PeopleCode program or other code example.

Indicates an adjective that is used in a way that might not be readily understood without the quotation marks, for example "as of" date, “as if” currency, "from" date, and "thru" date.

EnterpriseOne PeopleBooks provide cross-references either below the heading “See Also” or preceded by the word See. Crossreferences lead to other documentation that is pertinent to the immediately preceding documentation.

Visual Cues

EnterpriseOne PeopleBooks contain the following visual cues:

• Notes

• Cautions

Notes

Notes indicate information that you should pay particular attention to as you work with the

PeopleSoft system.

Note

Example of a note.

Cautions

Text that is preceded by Caution is crucial and includes information that concerns what you must do for the system to function properly.

Caution

Example of a caution.

Comments and Suggestions

Your comments are important to us. We encourage you to tell us what you like, or what you would like to see changed about PeopleBooks and other PeopleSoft reference and training materials. Please send your suggestions to:

PeopleSoft Product Documentation Manager, PeopleSoft Inc., 4460 Hacienda Drive, Pleasanton CA

94588

Or you can send e-mail comments to [email protected].

While we cannot guarantee an answer to every e-mail message, we will pay careful attention to your comments and suggestions.

Self-Service Overview

Employee and manager self-service are applications that you can purchase in addition to the human capital management products. To use employee or manager self-service, you must have purchased some or all of the human capital management products. Below is a list of the employee and manager applications that you can use based on the human capital management modules that you have purchased:

Human Resources

Employee Self-Service

• Enroll in benefits (open enrollment)

• Enroll in benefits (based on life events)

Manager Self-Service

• Use Managers workbench

• Review employee personal profile information

• Enter or revise competency information

• Request a verification-ofemployment letter

• Enter automatic deposit information

• Change an employee status

• Approve bank information for automatic deposits

• Enter data for verificationof-employment letters

• Create organizational charts • Approve automatic deposit information

• Manage compensation • Review upcoming employee reviews

• Run managers reports

• Assign delegates

• Setup information for new employees

• Approve competency information

Payroll

Employee Self-Service

• Review pay stubs • Review and request leave time

• Review and update IRS

Form W-4

Time and Labor

Employee Self-Service

• Enter timecards

Manager Self-Service

• Review and approve selfservice timecards

• Review timecard information

PeopleSoft EnterpriseOne Human Capital Management Self-Service features enable employees and managers to conduct business, initiate transactions, and obtain needed information with rapid, costeffective, online access to HR, payroll, and life management functions at any time. These robust features free HR personnel from administrative details so that they can focus on strategic tasks.

Many companies have discovered the benefits of offering self-service features to employees by allowing them to complete tasks online through a company intranet site. Using self-service to streamline administrative processes such as benefits enrollment or time entry, HR departments can dramatically enhance service levels by virtually eliminating labor-intensive, error-prone tasks.

When employees enter changes to their personal information from a workstation or a remote location, they eliminate traditional document handling. Employees and the HR department share the resulting time savings. For example, when employees get married, they might need to change their name, address, tax withholding information, and benefit elections. To change personal information, many organizations currently require employees to fill out paper forms and then submit the forms to the HR department. An HR representative might then review the forms and enter the information into the system. Employees can save time and increase productivity when they use self-service features to enter changes through an intranet site. The HR department can eliminate redundant processes, lower expenses, and reduce errors when staff members process the changes electronically. When employees enter new or updated information, the system records the changes in a temporary workfile. A company representative can then review the changes before posting them to the employee database.

Employees can use self-service features to enter and review the following types of information:

• Name and address

• Emergency contacts

• Dependents and beneficiaries

• Requests for verification-of-employment letters

• Benefits enrollment

• Timecards

• Paid time off

• Leave planning and requests

The system administrator can set up a self-service site on your organization's intranet that focuses only on information that is appropriate for your employees. Managers, supervisors, and administrators can use self-service features to review and update the following information online:

• Upcoming employee reviews

• Organization charts

• Employee compensation

• Employee competencies

• Requests for verification-of-employment letters

• Leave requests, leave accruals, and leave trends

• Employee setup process

Benefits Enrollment Self-Service

You can use self-service features to manage your benefit plans online. You can reduce data entry by implementing self-service benefits enrollment. With benefits enrollment self-service, employees can enroll in or change their own benefits through a web site on your company’s intranet during open enrollment, when a new employee is hired, or when an employee has a life change such as marriage.

Some tasks that you can complete using self-service benefits enrollment are:

• Enroll in plans during open enrollment

• Change benefit plans because of a life event

• Enroll dependents and enter beneficiary information

• Print benefits statements

Compensation Management Self-Service

The Compensation Management system provides salary-planning tools that empower supervisors to make salary decisions that are based on real-time information. Supervisors can use a flexible Web tool in Manager Self-Service to recommend adjustments to employee salaries using the budgets, rules, and approval requirements that are defined by Human Resources. Compensation management self-service features give HR personnel more control over the salary-planning process while freeing them from administrative tasks that are historically associated with salary planning.

Benefits for HR include the following:

• Rules engines allow HR to define the parameters under which supervisors can operate and remove HR from the process of manually looking for any activities that are outside the guidelines.

• Real-time information automatically updates supervisor rosters and budgets.

• Online forms prevent lost spreadsheets, therefore saving time and preventing security risks that are associated with mailing employee information.

Benefits for supervisors include the following:

• Web interface allows supervisors to plan salaries or approve recommendations from any location.

• Real-time information gives supervisors the most current data on which to base decisions.

• Online guidelines with visual indicators help supervisors make informed decisions and give them instant feedback on their recommendations.

• Summary information tells the supervisors immediately how they and their subordinate supervisors are doing against their budgets.

• Upper management can view the progress of the staff from a budget and salary review perspective.

The Compensation Management system can improve the salary review process for the Human

Resources Department and management.

Competency Management Self-Service

Competency management is a method of categorizing and tracking the qualifications that employees have that make them competent to perform their job duties. You can use competency management to identify employee competencies (competencies that employees possess) and job competencies

(competencies that the organization requires to perform a specific job within the organization).

Employees can use competency-management self-service features to update their competency information, such as a training class attended, through a Web site on their company’s intranet site.

Managers can use self-service features of the Manager’s Workbench program (P08712) to review employee competencies.

Benefits for employees include the following:

• Direct access to periodically review competency requirements for a job

• Direct access to review and update personal information

• Accurate, current information in the system that can be used for performance reviews, salary adjustments, or consideration for job changes

Benefits for managers include the following:

• Accurate information for employee performance appraisals, salary reviews, and job changes

• Reduced work requirements to review changes with each employee and input changes into the system

• Current information that can be shared with and used by PeopleSoft EnterpriseOne

Performance Management software

Benefits for HR include the following:

• Provides accurate, real-time information updates to employee records without labor-intensive input

• Eliminates manual tracking of employee competency information

• Improves ability to accurately and impartially evaluate employee job changes

• Provides required data to track, categorize, and analyze workforce strengths and gaps

Global Leave Administration Self-Service

Global leave administration provides a convenient approach that employees can use to plan and review leave time. Employees can use self-service features to plan for vacations and other types of leave, create “what if” scenarios, and review used leave time.

Global leave administration also provides convenient leave management and tracking tools. Managers can use self-service features to track leave history, review requested leaves, and manage leave trends.

Employee Quick Hire

You can configure the New Hire Setup Workflow process to meet the needs of your organization. For example, you can set up workflow to send a message to the appropriate manager for an approval when a manager enters an employee salary amount that exceeds a predetermined amount. To automate workplace setup tasks for a new employee, you might choose to require approval at the process level or at the task level. You might also choose to escalate certain tasks if the designated individuals do not complete the tasks in an appropriate time frame.

When adding an employee using the employee quick hire program, the system automatically sends an e-mail message to the appropriate supervisor, requesting the supervisor to identify the setup tasks necessary for the employee. The system determines which supervisor to e-mail based on predetermined position relationships.

To respond to the e-mail request, the supervisor identifies setup tasks and approves the employee setup request. The system then initiates the New Hire Setup Workflow process. Sample tasks can also be supplied automatically based on the job type. The New Hire Setup Workflow process sends e-mail messages to the individuals in your organization who are responsible for completing the necessary tasks.

System Integration for Self-Service

Workflow is an integral part of many self-service features. Workflow management is a software approach that you can use to automate tasks, such as notifying a manager that a requisition is waiting for approval, using an e-mail-based process flow across a network. Workflow can send messages and approval forms to employees as a part of the process. Workflow can also e-mail one person or a group of people, or it can escalate a message that has not been answered within a certain time frame to another employee mailbox.

Your organization can set up self-service features to automatically initiate workflow processes. The employee setup process, for example, is a workflow-based process that distributes a series of tasks, approvals, and work orders to accomplish many of the setup requirements for a new employee.

Managers can use the self-service employee setup feature to authorize computer equipment, set up office space, and issue a parking permit for a new employee. After a manager initiates the employee setup process, workflow displays the progress status for each task and notifies the manager when tasks are not completed within scheduled time frames.

You can also take advantage of self-service and workflow integration when an employee address change reflects a move to a different taxing locality. You can set up a workflow process that automatically responds to the locality change and e-mails a notification message to the payroll department.

Some additional tasks that you can automate by using workflow include the following:

• Discontinuing benefits and issuing a final check when terminating an employee

• Approving a requisition

• Changing an employee salary

• Initiating new employee setup

• Reviewing upcoming employee reviews by supervisor

• Processing verification-of-employment letters

• Approving a self-service tax form

• Reviewing changes in auto-deposit information

The following changes are examples of advantages that you can enjoy with the integration of selfservice features and workflow:

• Eliminating redundant data entry

• Managing current, accurate information across all business operations

• Freeing personnel from administrative details

To prevent unauthorized access to confidential information, you can set up system security to allow users to view and change only their personal information, and information that they need for their jobs.

See Also

See the following topics in the Human Capital Management Self-Service Guide:

Employee Self-Service for more information about tasks that employees can complete on an organization's website

Employee Self-Service Benefits Setup for information about how to set up employee selfservice benefits features

Manager Self-Service for more information about features that managers can use to change personal information and to manage employees

Setting Up Manager Self-Service for information about how to set up manager self-service features

Self-Service Time Entry for instructions about setting up self-service time entry and entering self-service timecards

See the following topics in the Human Resources Guide:

Compensation Management for complete information about setting up and using Employee

Compensation Management features

Competency Management for complete information about setting up and using Competency

Management features

See the following topics in the Time and Labor Guide:

Global Leave Administration for complete information about setting up and using Global

Leave Administration features

Time and Labor for overview information about time and labor tracking and related topics

Time Entry for complete information about setting up and using time and labor features

See the following topic in the Human Capital Management Foundation Guide:

Adding Employee Records Using Employee Quick Hire for specific instructions about hiring new employees

Employee Self-Service

Self-service allows employees to complete tasks online through a company intranet site. Self-service reduces the handling of documents between employees and the human resources department by allowing employees to access information, forms, and services through desktop computers. For example, employees can use self-service to review and update personal data and enroll in benefits online. When employees update information through self-service, the changes made by the employee can be posted to a temporary workfile, where a company representative can review the changes before posting them to the employee database.

Employees can use self-service to perform the following functions online:

• Change name and address

• Change emergency contact information

• Request a verification-of-employment letter

• Request paid time off

• Review benefits information and enroll for new benefits

• Review and change dependents and beneficiaries information

• Review timecards

• Enter auto-deposit information

The type of information that is available on your self-service website is defined by your company. For example, your company might allow employees to make address changes but not benefits changes.

Working with Personal Information Using Self-Service

You can use Employee Self-Service to review and change personal information online. As personal circumstances change, use this approach to review or change the current status of personal information, obtain documentation regarding employment, or review your paid time off. To use

Employee Self-Service, each employee must have password-protected access to your software.

Requesting a Verification-of-Employment Letter

The Review Requests for Verification of Employment program (P05003) enables employees to submit requests online to verify salary and employment information. Concurrently, they can review the salary and employment information associated with their employee records.

Using processing options, the employer controls the user level. An employee can review information at the employee user level and make changes allowed for employees. An HR person can review information at the HR user level and perform functions that are allowed only at an administrative level.

After an employee has submitted a request for employment verification, a workflow process is started. The workflow process forwards the request to a designated HR administrator. The HR administrator then reviews the employment and salary information that the system has generated, makes any necessary revisions, and then forwards the information directly to the party previously specified by the employee.

Employees can use self-service to request that a verification-of-employment letter be sent to a creditor or loan officer. After requesting the letter, employees can review the progress of the request.

The HR administrator can print or e-mail the completed letter.

►

To request a verification-of-employment letter

From the Employee Self Service menu (G05BESS1), choose Verification of Employment.

1. On Work With Verification Of Employment Requests, complete the following field and click

Add:

• Employee No.

2. On Verification Of Employment Data, complete the following field on the Request

Information tab:

• Contact Name

3. Complete the following optional fields:

• Company

• Title

• Phone Area / Number

• Comment

4. Choose one or more of the following contact method options:

• E-mail

• Facsimile

• Mail

5. Complete the following fields that apply to the contact method option you have chosen:

• E-Mail Address

• Fax Prefix / Phone No.

• Address Line 1

• Address Line 2

• State

• City

• Postal Code

• Country

6. Click the Employment Data tab.

7. Review the following pay information fields:

• Date Started

• Job Type/Step Description

• Continued Employment

• Pay Frequency

• Pay Class(H/S/P)

• Date Of Last Raise

• Amount Of Increase

• Date of Next Raise

• Pay Period Salary

• Comment

8. Review the following pay information fields for the current year, one year prior, and two years prior.

• Base

• Overtime

• Commission

• Bonus

• Other

The Work With Verification Of Employment Requests form appears. Your letter is pending review.

10. To review the status of your request, click Find.

11. Review the following field for the request:

• Revd Flag

Processing Options for Review Requests for Verification of Employment

(P05003)

User Level Tab

Use this processing option to specify which user level the system uses.

1. User Level:

1 or blank Employee

2 HR Clerk

3 HR Administrator

(Option 3 will not send a request

through Workflow.)

Use this processing option to specify whether this program will be used by an employee, an HR clerk, or an HR administrator. Valid values are:

Blank Employee

1 Employee

2 HR clerk

3 HR Administrator (This option will not send a request through Workflow.)

Note: If this program is used by an employee or an HR clerk, the approval process will be routed through workflow, where the Workflow Setup tab must be set up.

Workflow Setup Tab

Use this processing option to specify which address number the system uses.

1. Address Number of VOE request processor (HRM):

Use this processing option to specify the address number of the HR person (or a distribution list) who will process VOE requests.

Reviewing Employee Personal Profile Information

Use the Employee Profile program (P060116) to review information that currently exists in your company's records. The information that you can review is in the following categories:

• Personal

• Company (Self-Service)

• Job (Self-Service)

The information in this location is for review only; you cannot change any of the fields. If you find information that is not accurate, or if you want to add information, you can contact HR to request changes or additions.

With proper administrative authority, you can also choose an employee record and then choose one of the following menu options:

• EE Profile

• Address Book

• Benefits Enrollment

• Employee DBA Instructions

When you choose the EE Profile option, the system displays Employee Profile and Job Information

(P060116). When you choose the Address Book option, the system displays Address Book Revision

(P01012) and provides an opportunity to input changes. When you choose the Benefits Enrollment option, the system displays Enrollment Overrides (P08330). You can also set a processing option to choose Enrollment With Eligibility (P08334). When you choose Employee DBA Instructions, the system displays Employee DBA Instructions (P050181).

Managers can review this information from the Manager's Workbench (P08712). The HR administrator can review this information by accessing Employee Profile from the Employee

Management menu (G05BE1). On Employee Profile and Job Information, your personal information is always displayed. You can click tabs for Company or Job information. Managers and HR representatives can also expedite their review of information by choosing multiple employee records on the Work With Employees form and then choosing Next on Employee Profile and Job Information to step through the employee records.

Prerequisite

Ensure that the Human Resource field in the processing options for Employee Profile

(P060116) has been se to the HR administrator's address number. The Enrollment tab of the processing options is not functional for this application. Do not enter or change the value for this tab.

►

To review employee personal profile information

1. On Employee Profile and Job Information, review the data on the Personal tab.

2. Click each of the subsequent tabs and review the information.

3. If you find information that requires correction or you desire to have new information added, click Contact HR.

4. On Send Internal Work Item, complete the following fields:

• Subject

• Phone Number

The system provides the default address number of the HR administrator in the Send To field, as specified by the processing option. The system provides your name as the default in the

Call From field, which is not available for change.

5. Use the text area of the form to communicate detailed information that you want to provide to

HR. When finished, click OK.

Workflow sends your message to the HR administrator for action on your request.

Processing Options for Employee Profile (P060116)

Enrollment Tab

This processing option specifies the program that the system opens when the user chooses the benefits enrollment menu option.

Benefits Enrollment

E = Enroll with Eligibility

O = Enroll with Overrides (Default)

Use this processing option to specify whether to enroll an employee with eligibility for benefits or with overrides. Valid values are:

0 Enroll with overrides (default).

E Enroll with Eligibility.

Human Resource Tab

This processing option specifies the default that the system uses to send an email message to the appropriate human capital management representative.

Address Number

Use this processing option to specify the address book number that the system uses to retrieve the e-mail address from the Remark field on the Who's Who Address Book form.

Versions Tab

These processing options specify the program version that the system uses for each program.

1) Address Book Version

Blank = ZJDE0001

A valid version

Use this processing option to specify the version to use for the Address Book Search form.

If you leave this processing option blank, the system uses the default version, ZJDE0001.

2) Enrollment with Eligibility Version

Blank = ZJDE0001

A valid version

Use this processing option to specify the version that the system uses for the Enrollment with Eligibility form. If you leave this processing option blank, the system uses the default version, ZJDE0001.

3) Enrollment with Overrides Version

Blank = ZJDE0001

A valid version

Use this processing option to specify the version that the system uses for the Enrollment with Overrides form. If you leave this processing option blank, the system uses the default

version, ZJDE0001.

4) Employee DBA Instructions Version

Blank = ZJDE0001

A valid version

Use this processing option to specify the version that the system uses for the Employee

DBA Instructions form. If you leave this processing option blank, the system uses the default version, ZJDE0001.

Reviewing Pay Stubs Using Employee Self-Service

You can use Employee Self-Service to review the accuracy of your pay stubs and ensure that they are complete. If the portal component for the Stub Information History program (P07186) exists on your organization intranet portal, you can click the link to review your personal pay stub history. An HR administrator can access the same program from a menu and enter an employee identification number to review pay stub history for various employees.

►

To review pay stubs using employee self-service

From the portal that is created by your organization, access Pay Stub History.

Alternatively, for HR access, from the U.S. History Inquiries menu (G07BUSP14), choose Pay

Stub History.

1. On Work With Pay Stub History, to display entries for previous pay periods, complete the following fields and then click Find:

• Employee Identification

When you access this program from an organization portal, the system reads the employee login identification, disables this field, and displays pay stub records for the current user.

• From Check Date

• Through Check Date

2. Choose a pay stub record and click Select.

3. On Work With Pay Stub History, review the copy of your pay stub.

To review detail information for piecework, you can choose Piecework Stub from the Row menu.

4. To print the information, choose Print from the Form menu.

Entering Automatic Deposit Information Using Self-

Service

Use the Auto Deposit Instructions program (P055011) to enter automatic deposit information when you want all or part of your payment each pay period to be deposited directly into your bank account.

You can choose to receive part of your payment in check form and the rest in automatic deposit form.

You also can divide your payment among multiple accounts. Typically, the automatic deposit information that you enter is reviewed and approved by a payroll representative before the information takes effect. You will receive a message from the payroll representative that indicates whether the information that you entered has been approved.

You can also revise any existing automatic deposit information that you or a payroll representative entered previously.

When you use self-service to enter or update automatic deposit information, the new deposit information is processed in the next payroll cycle, and the pre-note test is eliminated.

►

To enter automatic deposit information using self-service

From the Employee Self Service menu (G05BESS1), choose Auto Deposit Instructions.

1. On Revise Automatic Deposit Instructions, click one of the following options:

• Dollar1

• Percent1

2. Complete the following fields:

• Amount or Percent

• Bank Trnst No.

• Bank Account

3. To indicate the type of account, click one of the following options:

• Checking1

• Savings1

4. Repeat steps 1-3 for as many accounts as you want to have a portion of your payment deposited.

5. If, after completing steps 1-4, any additional portion of your payment is unallocated, click one of the following options:

• Remainder Auto Deposit

• Remainder Check

6. Complete the Routing Number and the Account Number

7. Click one of the following options in the Remainder Amount group box:

• RemChecking

• RemSavings

8. Click OK.

The system displays a message that indicates that the information you entered has been submitted to a payroll representative for approval.

Working with Competency Information Using Self-

Service

Competency management is a method of categorizing and tracking the qualifications that employees have that make them competent to perform their job duties. These qualifications, such as C programming skills, professional license, or fluency in French, are called competencies.

Your organization uses competency management to track the competencies that you possess and to compare these competencies with those that are required for your job. Tracking competencies helps managers and human resources representatives determine the competencies that you need in order to satisfy the requirements of your current job, as well as a job that you hope to obtain in the future.

Competency management also helps you and your manager create clear career goals and performance objectives for you.

To simplify the process of maintaining competency information for employees, you can use selfservice to enter and revise your own competency information.

Entering Competency Information Using Self-Service

Because you typically know your professional background more thoroughly than anyone else in your organization, you can enter your own competency information, and the system submits it to someone else, such as your manager or a member of the human resources department, for approval. For example, others might not be aware that you are working on an advanced degree or a professional certification that is not directly related to your current job. Self-service allows you to update your competency information as you acquire each competency. You can also revise your existing competency information.

After you enter competency information, the appropriate person receives a Workflow message that indicates that competency information is waiting for approval. That person must then review the information and enter your level of proficiency in each competency.

►

To enter a training competency

From the Employee Self Service menu (G05BESS1), choose Employee Competency Self Service.

1. On Competency Self Service, choose the following option and click Add:

• Training/Development

2. On Training/Development, complete the following fields:

• Competency Code

• Course Code

• Provider

• Training Reason

3. Complete the following optional fields and click OK:

• Start Date

• End Date

• Grade

• Deliver Type

• Units

• Location / Room

4. Repeat steps 2 and 3 for each training competency you want to enter.

►

To enter a skill competency

From the Employee Self Service menu (G05BESS1), choose Employee Competency Self Service.

1. On Competency Self Service, choose the following option and click Add:

• Skills

2. On Skills, complete the following field:

• Competency Code

3. Complete the followings optional fields and click OK:

• Skill Description

• Date Acquired

• Status

4. Repeat steps 2 and 3 for each skill competency you want to enter.

►

To enter an accomplishment competency

From the Employee Self Service menu (G05BESS1), choose Employee Competency Self Service.

1. On Competency Self Service, choose the following option and click Add:

• Accomplishments

2. On Accomplishments, complete the following required fields:

• Competency Code

• Accomplishment Type

3. Complete the following optional fields and click OK:

• Date Achieved

• Awarding Organization

• Date Awarded

• Status

4. Repeat steps 2 and 3 for each accomplishment competency you want to enter.

►

To enter a certification competency

From the Employee Self Service menu (G05BESS1), choose Employee Competency Self Service.

1. On Competency Self Service, choose the following option and click Add:

• Certification

2. On Certifications, complete the following required fields:

• Competency Code

• Licensing Body

• Renewal Code

• Expiration Date

3. Complete the following optional fields and click OK:

• Licensing Number

• Score Rating

• Status

• Issue Date

4. Repeat step 2 and 3 for each certification competency you want to enter.

►

To enter an education competency

From the Employee Self Service menu (G05BESS1), choose Employee Competency Self Service.

1. On Competency Self Service, choose the following option and click Add:

• Education

2. On Education, complete the following required fields:

• Competency Code

• Institution Code

3. Complete the following optional fields and click OK:

• Location

• Degree Date

• GPA Rating

• GradeBase

• Honorary

4. Repeat steps 2 and 3 for each education competency you want to enter.

►

To enter a language competency

From the Employee Self Service menu (G05BESS1), choose Employee Competency Self Service.

1. On Competency Self Service, choose the following option and click Add:

• Language

2. On Language, complete the following required field:

• Competency Code

3. Complete the following optional fields and click OK:

• Status Date

• Status

4. Repeat steps 2 and 3 for each language competency you want to enter.

Revising Competency Information Using Self-Service

After you enter competency information for yourself, you can review it to verify that it is correct. If you find an error or omission, you can revise the information to correct it. After you revise competency information, the appropriate person, such as your manager or a member of the human resources department, receives a Workflow message that indicates that the information is waiting for approval.

The process that you use to revise competency information is similar to the process that you use to enter this information, except that you must first search for the competency that you need to revise.

►

To revise competency information using self-service

From the Employee Self Service menu (G05BESS1), choose Employee Competency Self Service.

1. On Competency Self Service, choose one or more of the following options that correspond to the type of competency that you need to revise, and then click View:

• Training/Development

• Skills

• Accomplishments

• Certification

• Education

• Language

2. On Work With Training/Development, Work With Skills, Work With Accomplishments,

Work With Certifications, Work With Education, or Work With Language, complete the following field:

• Competency Code

3. To narrow your search, complete any of the other fields and then click Find.

4. Choose a record in the detail area, and then click Select.

5. On Training/Development, Skills, Accomplishments, Certifications, Education, or Language, make the necessary changes and then click OK.

See Also

Entering Competency Information Using Self-Service in the Human Capital Management

Self-Service Guide for more specific instructions for entering competency information

Processing Options for Competency SelfService (P05130)

Display Tab

Use this processing option to specify whether the system displays manager information on the forms.

Display Manager Information

Use this processing option to specify whether the system will display the status, verification information, and competency level on the forms. Valid values are:

Blank Do not display the information.

1 Display the information.

Manager Self-Service

Managers can accomplish many tasks with less effort and time by using self-service procedures.

These procedures might be available through a company intranet site or from your software menus for employees and managers. This approach reduces document handling between employees and the human resources department by allowing employees to access information, forms, and services using desktop computers.

Managers can use self-service and Manager's Workbench (P08712) programs to perform a wide range of tasks for which they are responsible. These tasks include the following:

• Requesting employee status changes

• Running managerial reports

• Assigning delegates

• Generating a graphic organizational chart and reviewing the hierarchical structure of the jobs within an organization

• Reviewing jobs and job competencies in an organization

• Performing a gap analysis of employee and job competencies

• Entering employee competency information

• Reviewing employee profiles

• Reviewing employee information, such as name and address, time entry, emergency contacts, paid time off balances, and skill competencies

Additional self-service programs are available for managers use that are not included in the Manager's

Workbench. These programs, accessible from the Employee and Manager Self Service menus, are:

• Upcoming Reviews by Supervisor (P052200)

• Employee Setup Workbench (P08710)

• Auto Deposit Instructions (P055011)

• Competency Self Service (P05130)

The type of information that is available on your self-service website is defined by your company. For example, your company might allow employees to make address changes but not benefits changes.

Many of the manager's self-service programs employ Workflow. Workflow is an e-mail based system that automates tasks by using e-mail to reduce the processing time that it normally takes to complete a task. For example, managers can initiate an employee's promotion using Status Change from

Manager's Workbench. When the process is initiated, a series of messages within Workflow are emailed to each manager who must be informed about the change and who must approve the change.

Only selected applications can be enabled on an intranet site. The preceding tasks are based on forms and data provided for self-service in a Windows environment. The navigations, forms, steps, and data shown in these tasks might not correspond to your customized, self-service intranet site. If you are using self-service from your self-service site, you must always log onto the site as the first step. When you log on, the system uses your employee number to retrieve your own information.

Managers Workbench

You can perform many common supervisory tasks from a centralized location using Manager's

Workbench (P08712). From this location, your employees' information is at your fingertips, enabling you to analyze job and employee information, initiate changes, and save time when you need reports that can be processed as a list or on an individual basis. Your own personal employee information is also available from within this application.

Using the Manager's Workbench, you have quick, easy access to information that you can review and use for budgeting, planning, decision-making, and approving. This application uses workflow to save time communicating changes and obtaining required authorizations.

Note

The Manager's Workbench separates access to your personal information from access to your employees' information by the use of Form and Row menus. For example, when you choose options from the Form menu, you can access your own personal information and make a variety of changes.

When you choose options from the Row menu, the system displays your employees' information. A manager can view an employee's information, but generally cannot make changes directly to an employee's record.

The following options are available in the Manager's Workbench:

Self-Service

You can choose My Self Service Ap from the Form menu, and then perform the following tasks:

• Review or change your name and address information

• Review your time entry

• Review your paid time off

• Review or update your emergency contacts

• Review and enter your competency information

When you first choose one of your employees and then choose Self Service Apps. from the Row menu, you can perform the following tasks:

• Review employee name and address information

• Review and revise employee time entry

• Review employee paid time off

• Review employee emergency contacts

• Review and revise employee competency information

You can also review employee data, analyze employee skills, and prepare for employee coaching sessions with these self-service options.

Status Change

Status Change includes the following preset options for changing an employee's status:

• Requesting a promotion

• Changing an employee's assigned location

• Changing an employee's department or supervisor

• Changing an employee's job status

• Requesting a leave of absence

This centralized approach to managing employee changes allows you to initiate, review, and approve changes for your employees. The User Defined status change category allows your Human Capital Management department to set up an additional employee change category. For example, you might want to create a new category for compensation review.

Reports

The following reports are available from the Manager's Workbench (P08712):

• Managers Reports (P08740)

• Headcount (R081021)

• Organization Chart (P08713 or P08713W)

• Turnover Reports (R080430)

• Phone List (R080115)

• Time Entry (R053001)

Managers Reports (P08740) is a preset list of reports, defined by your Human Capital

Management department, that you can use to meet frequent reporting requirements. Your human capital management administrator can create one or more versions that include reports that you commonly use. Adding versions is an available option only in a

Windows environment. This feature cannot be used in a Web environment.

When you are using a Web (HTML) environment, the Organization Chart report prints a diagram of the organization, using your managerial position as the top level. When you are using a Windows environment, to fully use this feature, you must have Microsoft

Visio software installed on your computer. When you create organization charts from a

Windows environment, you have a wide range of chart and output options.

Use these reports to help meet your needs for organizational reporting, planning, review, and management of your employees. You can generate reports for the employee group below your job level, or you can select a subordinate management level and generate reports with that level at the top of the hierarchy.

You can use the Submitted Reports option on the Form menu to review the status of reports that you have previously submitted.

Supplemental Data Depending on what kinds of supplemental data you maintain, your human capital management administrator can set up databases for each system. You can use supplemental data to track information that is not included in the standard master tables.

For example, you might want to track information such as products purchased, sales information, delivery methods, internal ratings, or work history. Supplemental database code information is stored in the Supplemental Database Setup table (F00090).

Gap Analysis

Use Gap Analysis to help you compare the skill competencies required for a job and the current competencies of an employee. Often used in conjunction with Job Competencies

In An Organization, these functions are useful for organizational planning and in preparation for employee performance reviews.

Performance

Employee Profile

Use Employee Profile to review employee data obtained from the Employee Master

Information table (F060116). You can also use this function to contact your Human

Capital Management department about updates to an employee record.

Attachments

Use Employee Performance to create new appraisals, review and change current appraisals, and review historical appraisal information. You can review your personal performance appraisal by choosing Performance from the Form menu.

When you are using the performance options, you can also access supplemental data from the Performance menu to record additional information that you want to track.

Attachments can be added as part of the setup function to provide information for all managers who use any of the Manager's Workbench applications. These can include instructions, reminders, or miscellaneous information.

You can also add attachments while using Manager's Workbench applications. For example, you might want to remind yourself about information that will help you plan for reviews or record action steps that you want to remember regarding specific employees. You can also attach graphic files. The attached files are linked to your address number and an employee address number so that if either position changes, another manager cannot view the notes that you attach.

Jobs In An

Organization

Use Jobs In An Organization to review how each job fits into the hierarchical levels of the organizational structure. You can use this information to plan for new jobs and to determine the competencies that are associated with each job. When you access this program from Manager’s Workbench, you can review information, but you cannot change it.

Compensation

Review

Use this program to review compensation data for any of your employees. The program provides you with a workbench that provides exits for the following:

• Viewing and changing salary recommendations

• Viewing the salary budget allocation, budget spent, and budget remaining by increase types

• Submitting salary recommendations up to the next level supervisor for approval

• Returning salary recommendations down to the previous level supervisor for salary rework

• Providing access for a human capital management administrator to view or change salary recommendations of a specified supervisor with the use of a processing option

Employee Letters

When you need to send written information to employees, you can use the mailmerge features of your software to efficiently produce letters that you mail to all of your employees. For example, you can quickly generate a letter to a group of your employees who are included in a new marketing campaign. Or you can generate a mass mailing to all of your employees to explain a new benefit option.

Job Competencies

In An Organization

Use Job Competencies In An Organization to see how job competencies are assigned to the hierarchical levels of the organizational structure. You can use this information to determine the competencies that apply to you and the employees who report to you.

Approvals

Use Approvals to expedite the workflow process for your employees. When an employee enters information that requires your approval, for example, you can use this Form menu option to review all requests and take appropriate action.

Delegates

Use My Delegates, on the Form menu, to set up subordinates who are authorized to use

Manager's Workbench in your absence or to enable others to perform managerial functions. After the initial setup, the delegates that you select can access Manager's

Workbench at your organizational level and then perform functions at an authority level that you specify to help you review, change, and approve employee information.

Attachments

►

To use Manager's Workbench

From the Manager Self Service menu (G05BMSS1), choose Managers Workbench.

1. On Work With Managers Employees, choose one of the following options and then click Find to display a list of your employees:

• Active Employees

• All Employees

When a processing option is set appropriately, the system reads the address book number of the manager who is logged into the system, automatically displays that information, and then displays the list of employees who report to this manager.

2. To perform a managerial function for an employee, choose an employee record and then choose an option from the Row menu.

You can access your personal information and follow up on previous tasks that you initiate by choosing an option from the Form menu.

Compensation Management Self-Service Considerations

Your organization might have set up the Compensation Management system as a self-service application that allows you to manage the salary reviews of the employees who report to you. If you access the Compensation Management system from a self-service program, such as the Manager's

Workbench (P08712), you can make salary recommendations within your own management hierarchy only. The supervisor field is disabled.

See Also

Setting up Manager Self-Service in the Human Capital Management Self-Service Guide to specify processing options that automatically include a manager's address book number when you access Manager's Workbench (P08712) and the linked programs

Processing Options for Managers Workbench (P08712)

User Level Tab

1. User Level

Blank or 1 = Manager.

2 = HR personnel.

Use this processing option to specify whether management, employees, or HR personnel will use the application. Valid values are:

Blank Management

1 Employees and management

2 HR personnel

Version Tab

1. Compensation Review (P08810)

Blank = ZJDE0001