HCM – Human Capital Management

HCM – Human Capital Management
Manager Self Service Start Welcome! My Name is _____________________________ I work for _______________________________- and have worked at ASU for ________________________ Today we are going to learn about HCM _ Human Capital Management. HCM will Replace HRMS on July 2nd. HRMS is the software used by HR to track and edit Human Resource Data. HCM – Human Capital Management

This Presentation Will Show You…
Starting Employees, hire rehire

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

Exiting Employees Termination Retirement

Ground Rules Please ask questions to further your understanding about how the system works. Please read the FAQs in your Reference Guide prior to asking your question. Here are some groundrules for this presentation – Please, please please ask questions to increase your understanding of the situation – it is the goal of this presentation that you understand the changes clearly. Please DON’T ask questions that are veiled statements of your opinion. There are FAQs (Frequently Asked Questions) in your Self Reference Guide. Please read those during the presentation so that you can be as informed as possible.

New Employees Hires, Rehires, Jobs, Multiple Jobs

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

Hires What is a Hire? A hire is an employee’s first employment relationship with the University (please reference action/reason codes below for further information). QUESTIONS: Contact Staffing: West:

HR Usage and Definition
Hires Description Action Reason HR Usage and Definition Hire - Regular HIR REG Both open competitive recruitment (through Talent Acquisition Management TAM) and non-competitive recruitment (currently through a waiver). Hired From Affiliate- ABOR/TRIU AFL Employee hired either from ABOR or UofA/NAU Hired From Affiliate-State Agency STA Hired from a State Agency Emergency Hire HEH Classified temporary hire not to exceed 120 days, with option to extend or waive for an additional 2 mos., not to exceed 180 days.

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

Rehires What is a Rehire?
A rehire occurs when there was a break in the employee/employer relationship and it is reestablished at some future point in time (please reference action/reason codes below for further information). Please note that employee’s records in PeopleSoft are indefinite and are not deleted from the system after a certain period of time. QUESTIONS: Contact Staffing: West:

Rehires Description Action Reason HR Usage and Definition Rehire =< 30 Days REH 30D When a former employee returns to ASU within 30 days or less from their termination date Rehire > 30 Days <= 12 Months When a former employee returns to ASU after 30 day after of their termination but less than 12 months from termination date Rehire After 12th Months RHA Former employee hired after 12 months of termination date

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

Multiple Jobs When does an employee have multiple jobs (instances)?
An employee has multiple jobs when they have a different job title, different job duties, and different pay that are concurrent. When does an employee have multiple jobs (instances)? An employee has multiple jobs (multiple instances/viewable as multiple Empl Records) when they have a different job title, different job duties, and different pay that are concurrent. Multiple jobs can be in the same or different departments. Please 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. When adding a multiple job (instance) the action will be Hire and the reason will be Additional Job adding a new empl record, 1, 2, etc. QUESTIONS: Contact Partners: West:

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. When does an employee have multiple jobs (instances)? An employee has multiple jobs (multiple instances/viewable as multiple Empl Records) when they have a different job title, different job duties, and different pay that are concurrent. Multiple jobs can be in the same or different departments. Please 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. When adding a multiple job (instance) the action will be Hire and the reason will be Additional Job adding a new empl record, 1, 2, etc. QUESTIONS: Contact Partners: West:

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: West: When does an employee have multiple jobs (instances)? An employee has multiple jobs (multiple instances/viewable as multiple Empl Records) when they have a different job title, different job duties, and different pay that are concurrent. Multiple jobs can be in the same or different departments. Please 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. When adding a multiple job (instance) the action will be Hire and the reason will be Additional Job adding a new empl record, 1, 2, etc. QUESTIONS: Contact Partners: West:

Accessing the System

Accessing the System www.asu.edu/interactive
This is the ONLY place for MSS functions. For other functions, please log into PeopleSoft. The New Employee Self Service Portal is where you will access all of your HR information online. To get to employee self service, you open any web browser and navigate to asu.edu/interactive Some notes: Any browser will work (macintosh and PC) Can do this from home, or on the road Available 24/7 Secure web link Log in with your ASURITE ID and Password

Manager Self Service Menu
This is the menu page once you click Manage Self Service.

Current Employees 20

View Employee Personal Information
21

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

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

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. 24

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) Please note that employees will have to update the items under additional information through the employee Self Service Module . You will only be able to view information under this section, you will NOT be able to make any changes. Please also note that for Birthday, you will only be able to see the month and date, not the year the employee was born.

Career Advancement 26

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

Promotion What is career advancement (promotion)?
A career advancement (promotion) is defined as the action of advancing or elevating an employee to a higher grade/position. Moves from classified to service professional or service professional to administrative job are considered career advancements. 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. Typically, changes such as moves from classified to service professional or service professional to administrative job are considered career advancements. This action can be completed either by the Manager (Reports To) through Manager Self Service (MSS) (if promotion is within own department) or Talent Acquisition Management (TAM) (if promoting/transferring) to another department within the University. 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.

A promotion can be completed either by the Manager (Reports To) through Manager Self Service (MSS) (if promotion is within own department) or

A promotion can be completed in Talent Acquisition Management (TAM) if promoting/transferring to another department within the University.

If you are reclassifying the position number the employee is currently in, you will first need to make this change through Position Management and then promote the employee through MSS.

Promotion IMPORTANT NOTE (for Transfers and Demotions too)
The current department Manager (Reports To) should NOT terminate or zero out an employee’s compensation when an employee transfers to another position within the University. QUESTIONS: Contact Partners: West:

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: West:

Promotion Description Action Reason HR Usage and Definition Competitive Promotion (TAM) PRO CPR Employee selected for a new position as part of competitive recruitment; new position in grade higher than previous Career Advancement (MSS) NCP Employee promoted into position with grade higher than previous; position not open for competitive recruitment; promotion due to demonstrated competency and performance

Promote Employee in the System
35

Promote Employee Manager Self Service > Job and Personal Information > Promote Employee Follow the criteria listed in SPP for career progression within or outside of classification for classified staff. For Service Professionals or Administrators, please also follow the guidelines in SPP and work with your HR Representative/Partner for further guidance. 36

Promote Employee/ Career Advancement
Manager Self Service > Job and Personal Information > Promote Employee Reason for Promotion: select Career Advancement Position: select a position from the existing positions. If it is a new position, create the position first using Position Management. Please remember and note that ASU doesn’t necessarily use the word ‘promote’ (per ABOR) but we follow the Career Progression Policy, SPP Going with the Adapt, Implement, and Grow philosophy and using the vanilla delivered system, we will use this section of the MSS module to initiate requests for careeradvancement within and outside of classification for employees within your department (that either directly report to you or roll up to you). Career Advancement is defined as the action of advancing, promoting or elevating to a higher rank or position. Typically, career advancement occurs when an individual’s demonstrated performance, contribution and competencies are recognized by assuming the role and the associated responsibilities of a job in a grade higher than the one currently occupied and which may or may not be within the job family in which the incumbent is currently. A change from classified to service professional or service professional to administrative job is considered a career advancement. 37

Once you submit the promotion request, you will receive an confirming the request was submitted and requires additional approval. The “reports to” (next level manager) is also sent an notifying them they have a request needing approval.

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.

Manager Self Service > Job and Personal Information > Approve Promotion Approve Promotion The manager who approves the promotion receives an notice of the promotion request with a link to this approve promotion page.

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.

Promotion Status Details

Ad Hoc Salary Change 43

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

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

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

Ad Hoc Salary Change 1. Select one of the following three fields:
Change Percent Change Amount New Amount to initiate the salary adjustment 2. Click the Calculate New Total, then the Submit button. - this is required, otherwise the requested change will not be recorded.

Ad Hoc Salary Change Once you submit the Ad Hoc Salary Change request,
you will receive an confirming the request was submitted and requires additional approval. The “reports to” (next level manager) is also sent an notifying them they have a request needing approval.

Ad Hoc Salary Change Manager Self Service > Compensation > Approve Ad Hoc Salary Change Approve Ad Hoc Salary Change The manager who approves the Ad Hoc salary change receives an 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.

Ad Hoc Salary Change Manager Self Service > Compensation > View Ad Hoc Salary Chg Status View Ad Hoc Salary Change Status Submitters can also view the Ad Hoc salary change status.

What is a Demotion? 51

Workflow - Demontions Software Access (role name) Training
Talent Acquisition Management (TAM)

Demotion What is a demotion?
A demotion can either be voluntary or involuntary. Competitive demotions are when an employee applies for and obtains a new position through the open recruitment process. These are voluntary and are done through Talent Acquisition Management (TAM).

Non-competitive voluntary reassignments to a lower level position, meaning the employee requested the demotion, are a manual process and need to be done through the department HR Representative and/or HR Partners.

Involuntary demotions due to discipline require a pre-demotion hearing before taking any action. These are also a manual process and need to be done through the HR Representative and/or HR Partner.

Demotion IMPORTANT NOTE (for Promotions and Transfers too)
The current department does not need to take any action and the Manager (Reports To) should NOT terminate or zero out an employee’s compensation when an employee transfers to another position within the University.

Demotion IMPORTANT NOTE (cont’d)
The current and receiving departments need to communicate and work out the details of the transition and effective dates to ensure accounts are charged appropriately. QUESTIONS: Contact Partners: West:

Demotion Description Action Reason HR Usage and Definition Demotion – Competitive (TAM) DEM DCP EE obtains new position through open recruitment (voluntarily moves to lower level position) Demotion - Voluntary Reassign DVR EE provides written request to voluntarily move to a lower level position Demotion – Disciplinary Progressive discipline process through SPP 809 (involuntary)

Hold Action/Reason Code
59

Workflow – Hold Action/Reason Code
Software Access (role name) Training ASU Benefits Office – Managers submit a Leave of Absence and Hold Request form online to the Benefits Office

These action/reason codes are used for limited business reasons (see definitions below), and benefits is the primary owner of applying these codes to an employee record.

Please note that an employee can only be on hold/leave for up to 12 months maximum. Managers can request that this transaction be completed by submitting a Leave of Absence and Hold Request* form to the Benefits office. *Located under HR Forms on the HR website.

When returning an employee from hold and transferring them to a new position, a new row needs to be added to update their job data information/position number. We should not be rehiring them. QUESTIONS: Contact Benefits: or West:

Description Action Reason Benefits Usage and Definition Hold - No Pay And No Benefits HLD HNB Active Employee who is not receiving pay and is not enrolled in benefits. To be used at conversion for employees in HRMS who are active but do not have current jobs/pay lines. Hold - No Pay With Benefits HWB Active employee who is not receiving pay but who is enrolled in benefits. This action REQUIRES funding to pay for benefits ERE costs. Employees who are active but for some reason cannot yet have a job/pay line re-established (pending re-newal of visa, sponsored grant, etc.)

What is a Lateral Transfer?
65

Workflow – Lateral Transfer
Software Access (role name) Training Receiving department works through TAM

Lateral Transfer What is a lateral transfer?
A lateral transfer occurs when an employee moves from one department to another and they maintain the same title and/or grade. This is done through Talent Acquisition Management (TAM).

Lateral Transfer IMPORTANT NOTE (as for Promotions, Demotions too)
The current department does not need to take any action and the Manger (Reports To) should NOT terminate or zero out an employee’s compensation when an employee transfers to another position within the University.

Lateral Transfer IMPORTANT NOTE (cont’d)
Both current and receiving departments need to communicate and work out the details of the transition and effective dates to ensure accounts are charged appropriately. The receiving department works through the TAM hiring process to complete this transaction. QUESTIONS: Contact Partners: West:

Lateral Transfer Description Action Reason HR Usage and Definition Department Transfer XFR CMP Transferring from one ASU department to another (same job, different department). This is also considered a lateral transfer as the employee maintains the same grade and/or same title.

What is a Campus Transfer?
71

Workflow – Campus Transfer
Software Access (role name) Training Position Management

Campus Transfer What is a campus transfer?
A campus transfer is when an employee is transferring from one ASU campus to another; the physical location of the job is moving. Managers can do this transaction through Position Management by modifying the position location. QUESTIONS: Contact Partners: West:

Campus Transfer Description Action Reason HR Usage and Definition Campus Transfer XFR CMP Transferring from one ASU campus to another the physical location of the job is moving.

Additional Pay 75

Time Management - DTAs 76

Position Management - DPM
77

Temporarily Change FT, PT, or PRN (as needed) Status
78

Workflow – Change FT, PT, or PRN Status
Software Access (role name) Training Manager Self Service

Request to Change FT, PT, or PRN Status
Manager Self Service > Job and Personal Information > Request to Change Full/Part Time Status This function should only be used if the position does not change (funding does not change), but the employee temporarily needs to change their employment status (For example, intermittent FLMA). This change may also impact the employee’s benefit status.

Request to Change FT, PT, or PRN Status
Full Time = 1.0 FTE (40 hrs week/52 weeks a year) Part Time = less than 1.0 FTE, if greater than .5 benefits eligible PRN = as needed, less than .1 FTE Exempt employees change in hours worked will cause the pay rate to change. Once the request is submitted, it then goes to HR to process. Full Time = designated as working no less than 2,080 hours per fiscal year (40 hours per week, 52 weeks); 1,560 hours per academic year (40 hours per week, 39 weeks); representing a 1.0 FTE. Seasonal staff can be defined as full time during the period in which they are employed; however they are not benefit eligible. Part Time = less than a 1.0 FTE; if assignment is less than .5 FTE; not benefits eligible; greater than .5 FTE but less than 1.0 FTE is benefits eligible PRN = (less than .1 FTE) a position that is established to provide additional staff on an as needed basis due to unexpected staffing shortage to meet workload of area; not benefit eligible; typically paid at a premium rate in recognition of the highly variable nature of the assignment. This screen shows the current status of the employee, select the drop down changes the status. Additionally, standard hours and salary will need to be adjusted to reflect the change in full/part time status...need to pull all these pieces together Managers will receive notifications to let them know it was successfully submitted or there is further action needed either by their manager or HR. Managers should also receive notifications when the transaction has been approved or updated to the database letting them know it is complete. 81

Exiting Employees 82

What is a Termination? 83

Termination for One Job
What is a termination when an employee only has one job? Termination, when an employee only has one job, is defined as such when the employee/employer relationships ends and the employee leaves the University.

What is a termination when an employee only has one job? The Manager (Reports To) does this transaction through Manager Self Service (MSS). Do NOT use this transaction if the employee is transferring to another department.

* Note about Vacation pay out. QUESTIONS: Contact Partners: West: Please note an employee does not have to be active in order to have their vacation paid out. Payroll can pay out an employee’s vacation by adding a pay sheet. Reactivating an employee to pay this out causes issues with benefits. HR is looking into modifying the system to only add terminations within the current pay-period (2 weeks).

Termination with Multiple Jobs
What is a termination when an employee has multiple jobs (instances)? When an employee has multiple jobs and they decide to resign from one of their positions but still maintain an employee/employer relationship with the University, this is also considered a termination. When an employee has multiple jobs (multiple instances/viewable as multiple Empl Records) and they decide to resign from one of their positions but still maintain an employee/employer relationship with the University, this is also considered a termination.

Eg: An office specialist and event attendant who decides to resign from their event attendant position and solely work as an office specialist.

This would be a termination from their second job (instance). The Manager (Reports To) completes this transaction through MSS. QUESTIONS: Contact Partners: West:

Terminate Employee 90

Workflow - Terminations
Software Access (role name) Training Manager Self Service

HR’s Web Page http://www.asu.edu/hr HR Advisor Termination Checklist
Prior to processing this action, you must follow the Termination Checklist located on the HR Advisor under Sample Letters and Checklist.

HR’s Web Page http://www.asu.edu/hr HR Advisor Termination Checklist
You must have also received any necessary approval for involuntary terminations (from department and/or Human Resources) to move forward with this action.

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

Terminate Employee There are two types of terminations, voluntary and involuntary. For voluntary terms, please follow the steps in the Termination Checklist on the HR Advisor. For involuntary terms, please work with your HR Rep and/or Partner. If an employee has voluntarily resigned (turned in their resignation), please follow the “specifics depending on type of termination” beginning on page 3 of the Manager Termination Checklist If an employee is being involuntarily terminated, please follow the appropriate section beginning on page 4 on the Manager Termination Checklist Please note: if an employee has multiple jobs and both jobs are under your department, at the first screen you will be able to select the appropriate job the employee is terming from (there will be a drop down box to select from). If an employee has multiple jobs but they are not both under your department, please be aware that the change in FTE% could impact the employee’s benefits.

Terminate Employee Reasons for Termination

Terminate Employee This function does NOT go to HR for further processing. Once you click the submit button, it is complete. Work with your HR Rep/Partner if you have any questions regarding this function before processing the request. HR Termination Checklist can be found at;

Retire Employee 98

Workflow - Retire Software Access (role name) Training
Work with the HR Benefits office.

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

Retire Employee There are two actions under this section, one is retirement and one is retirement in lieu of termination. Please see the definition of retirement in the SPP manual. Retirement : Requires approval from OHR Benefits Retirement in lieu of termination: Requires approval from OHR Partners. Use this action, Retirement, when an employee (administrative, service professional, or classified staff) has put in a retirement resignation and has completed at least five years of continuous, full-time employment (50% or more FTE) in the Arizona university system, who is at least 50 years old (41, if Public Safety Personnel Retirement System [PSPRS] employee), and whose employment has not been terminated for cause by the university. For Faculty & Academic Professionals, see ACD 607: Sections Use this action, Retirement in Lieu of Termination, when an employee (administrative, service professional, or classified staff) retirees in lieu of an involuntary termination in accordance with SPP 1011 (term codes 21 - Invol - Excessive Absences,22 - Invol - Unsatisfactory Performance, or 23 Invol – Misconduct /Violation of Work Rules) and they meet the retirement definition as noted above. Additional information for Employees that are Retiring can be found at;

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;

Where to Get Help There are several resources available to help you with your use of Manager Self Service. Call the HCM help desk (480)

HR’s Web Page http://www.asu.edu/hr SPP Manual HR Advisor
Termination Checklist ALL information about HCM can be found here. HR’s web site is still the one-stop shop where you can get information and forms for HR transactions. [CLICK] New to the website is the HCM link. Click on it to see all the info about this NEW HCM system.

HCM Manager Self Service
All info presented today is available here FAQs Communications Reference & Resources Visit often! Changes are happening rapidly This is the HCM page. This is THE source for information about HCM All the info presented today is here, as well as the FAQs, related links and access to the Portal itself are here. Be sure to check back here for additional information as it becomes available. This is an excellent site to add to your favorites!

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 Point your co-workers to 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

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