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© 2013 AmeriCold Logistics, LLC. All rights reserved. Absence Management Self-Service Demo Compiled by: Bill Baumgarten March 2013.

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Presentation on theme: "© 2013 AmeriCold Logistics, LLC. All rights reserved. Absence Management Self-Service Demo Compiled by: Bill Baumgarten March 2013."— Presentation transcript:

1 © 2013 AmeriCold Logistics, LLC. All rights reserved. Absence Management Self-Service Demo Compiled by: Bill Baumgarten March 2013

2 2 © 2013 AmeriCold Logistics, LLC. All rights reserved. Home Page - Main Menu Sign In Manager Self-Service (MSS) Employee Self-Service (ESS) Absence@americold.com

3 3 © 2013 AmeriCold Logistics, LLC. All rights reserved. PeopleSoft Sign In Click on “Associates” tab to access PeopleSoft Sign In page using Human Resources Links

4 4 © 2013 AmeriCold Logistics, LLC. All rights reserved. PeopleSoft Sign In Enter your assigned User ID and Password

5 5 © 2013 AmeriCold Logistics, LLC. All rights reserved. PeopleSoft Main Menu (Home Page) 1.Employee Leave Summary: Balances will be available soon 2.Direct Reports: Managers can select any of their Direct Report Associates 3.Manager Leave Summary: Managers can view Absences submitted for approval and approve them by clicking on the link 1. 2. 3.

6 6 © 2013 AmeriCold Logistics, LLC. All rights reserved. PeopleSoft Main Menu (Home Page) Manager can view Absence Balances of selected Direct Report Associate from the Main Menu’s Home Page XXXXXXXXXXXXXXXXXXXMickey Mouse III

7 7 © 2013 AmeriCold Logistics, LLC. All rights reserved. PeopleSoft Main Menu (Home Page) Managers can select a Direct Report Associate to view Associate’s (Employee) Information and Return to Select other Associates

8 8 © 2013 AmeriCold Logistics, LLC. All rights reserved. PeopleSoft Main Menu (Home Page) Managers can view selected Direct Report Employee Information and Return to Select other Associates

9 9 © 2013 AmeriCold Logistics, LLC. All rights reserved. PeopleSoft Absence Management Absence Management Employee Self-Service (ESS)

10 10 © 2013 AmeriCold Logistics, LLC. All rights reserved. Employee Self-Service (ESS) Employee Self-Service Features: – View time off balances as of the last finalized calendar (Salaried and Hourly Associates) – Submit a time off request for approval (Salaried only) – Cancel a saved (un-submitted) time off request (Salaried only) – Modify a saved (un-submitted) time off request (Salaried only) : Change hours Change dates Change time off type – View approval status of a submitted time off request (Salaried only) – View history of time off requests (Salaried only)

11 11 © 2013 AmeriCold Logistics, LLC. All rights reserved. Employee Self-Service (ESS) Select “Self Service” menu

12 12 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Absence Request To request an Absence, select “Self Service”, “Time Reporting”, “Report Time” and “Absence Request” menus

13 13 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Absence Request Types Self-Service Time Off Types Vacation Float Holidays Worked On Holidays Time Off Types above display on Self-Service Balance page, Time Off Request page, Time Off History page and in email notifications

14 14 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Time Off Request Associate selects the Absence’s Dates, Type (Vacation, Float Holiday, Worked On Holiday), and enters Requestor’s Comments Associate can select “View Absence Request History”, “View Monthly Schedule” or “View Absence Balances”

15 15 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – View Monthly Schedule

16 16 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Time Off Request Associate has selected the Absence Dates, Type & Name, entered comments, and can save the request to edit later or submit for approval

17 17 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – View Absence Request History Associate has selected to view Absence Request History by selecting the “View Absence Request History”

18 18 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – View Absence Request History (with Reopen option) Displaying Absence Request History for an Associate Associate can Reopen the Absence Request for any changes and Resubmit

19 19 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – View Absence Request with Request History Details Displaying Absence Request History for an Associate Associate can Reopen the Absence Request for any changes Resubmit Workflow Status Values: Approved Denied Rework/Push Back Submitted Saved

20 20 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Submit Confirmation

21 21 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Submit Confirmation (cont’d

22 22 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Time Off Request History Saved (not yet submitted) time off requests can be edited Submitted time off requests cannot be edited Minnie Mouse

23 23 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS - Submit Confirmation Email Associate receives immediate email notification that time off request has been submitted for approval Associate receives this email if Manager submits time off request on his/her behalf Minnie.Mouse@americold.com

24 24 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Submitted Time Off Request Details Saved (not yet submitted) Time Off Requests can be edited Submitted Time Off Requests cannot be edited

25 25 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Partial Days Time Off Request Associate requests 5 hours of vacation on 3/13 and 6 hours on 3/15 Partial Days option should be “Start and End Days” System will calculate a total of 19 hours of vacation including 8 scheduled hours on 3/14

26 26 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Partial Days Time Off Request Associate requests 6 hours of vacation on 3/14 Partial Days option should be “All Days” System will calculate a total of 6 hours of vacation for 3/14

27 27 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Partial Days Time Off Request Associate requests 3 hours of vacation on 3/14 and 8 hours on 3/15 Partial Days option should be “Start Day Only” System will calculate a total of 11 hours of vacation; 3 hours on 3/14 and 8 hours on 3/15

28 28 © 2013 AmeriCold Logistics, LLC. All rights reserved. ESS – Partial Days Time Off Request Associate requests 8 hours of vacation on 3/14 and 5 hours on 3/15 Partial Days option should be “End Day Only” System will calculate a total of 13 hours of vacation; 8 hours on 3/14 and 5 hours on 3/15

29 29 © 2013 AmeriCold Logistics, LLC. All rights reserved. PeopleSoft Absence Management Absence Management Manager Self-Service (MSS)

30 30 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS) Manager Self-Service Features : – View direct reports’ leave balances – Submit a time off request on Associate’s behalf – Approve a time off request – Deny or push-back a time off request – View history of time off for direct reports

31 31 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS) To view direct reports Absence Requests, select ”Manager Self Service”, “Time Management”, “Approve Time and Exception” and “Absence Requests”

32 32 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS)

33 33 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS) Manager fills out an Absence Request on behalf of the Associate

34 34 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS) Manager can fill the Request Absence or select the “Direct Reports” to view all reporting Associates for further tasks

35 35 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS) Manager can select a Direct Report Associate by Reporting Date for further tasks

36 36 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS)

37 37 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS)

38 38 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS)

39 39 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS)

40 40 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS)

41 41 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS) Balances will be available shortly

42 42 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS)

43 43 © 2013 AmeriCold Logistics, LLC. All rights reserved. Manager Self-Service (MSS)

44 44 © 2013 AmeriCold Logistics, LLC. All rights reserved. Pending Request Email to Manager Manager receives immediate email notification that a time off request is awaiting his/her approval Manager will receive this email even if he/she submitted the request on the Associate’s behalf Minnie.Mouse@americold.com Mickey.Mouse@americold.com

45 45 © 2013 AmeriCold Logistics, LLC. All rights reserved. MSS – Pending Time Off Requests Manager can view Pending, Approved or Denied Time Off Requests Only Pending Time Off Requests can be selected by Manager Denied Requests cannot be modified or resubmitted by Associate or Manager Start Date and End Date First day on leave and last day on leave – can be the same day Absence Name Leave request type Partial Days Either None (for all day off) or All Days for less than a full work day All Day Hours Either ’None’ (for a full day off) or ‘All Days’ for less than a full day off Duration Total time off requested based on work schedule and hours requested Status Current stage of the workflow Approver Comments Allows the supervisor to provide explanation relating to the response Deny – Approve – Push Back Button Deny – request is not approved Approve – request approved as is Push Back – give back to update NOTE: Each selection will send an email message back to Associate. Start Date and End Date First day on leave and last day on leave – can be the same day Absence Name Leave request type Partial Days Either None (for all day off) or All Days for less than a full work day All Day Hours Either ’None’ (for a full day off) or ‘All Days’ for less than a full day off Duration Total time off requested based on work schedule and hours requested Status Current stage of the workflow Approver Comments Allows the supervisor to provide explanation relating to the response Deny – Approve – Push Back Button Deny – request is not approved Approve – request approved as is Push Back – give back to update NOTE: Each selection will send an email message back to Associate. Minnie Mouse

46 46 © 2013 AmeriCold Logistics, LLC. All rights reserved. MSS – View Monthly Calendar Manager can view Direct Report Associates Monthly Calendar

47 47 © 2013 AmeriCold Logistics, LLC. All rights reserved. MSS – Pending Time Off Details Manager can approve, deny or push back on pending absence requests and enter comments Minnie Mouse

48 48 © 2013 AmeriCold Logistics, LLC. All rights reserved. Approval Notification Email Associate and Manager both receive immediate email notification when manager approves absence request Manager will receive this email even if he/she submitted the request on the Associate’s behalf Mickey.Mouse@americold.com Minnie.Mouse@americold.com

49 49 © 2013 AmeriCold Logistics, LLC. All rights reserved. MSS – Approved Absences Approved requests cannot be edited Minnie Mouse

50 50 © 2013 AmeriCold Logistics, LLC. All rights reserved. Rework Notification Email Associate receives immediate email notification if Manager pushes back absence request to be reworked Mickey.Mouse@americold.com Minnie.Mouse@americold.com TSS Test Atlanta

51 51 © 2013 AmeriCold Logistics, LLC. All rights reserved. Denial Notification Email Associate and Manager both receive immediate email notification if Manager denies absence request Mickey.Mouse@americold.com Minnie.Mouse@americold.com TSS Test Atlanta

52 52 © 2013 AmeriCold Logistics, LLC. All rights reserved. MSS – Time Off Request History* Minnie Mouse *More examples

53 53 © 2013 AmeriCold Logistics, LLC. All rights reserved. Absence Management Self-Service Demo QUESTIONS? Absence@americold.com

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