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PeopleSoft Manager Self Service (MSS) Guide

Overview Manager Self Service is a PeopleSoft web-based application designed to assist managers with their employee-related tasks. It is available 24 hours-a-day providing immediate access to your team's information. Manager Self Service will reduce your dependence on HR and Payroll and provide a consolidated view of your team's data. Information in Manager Self Service is 'real time' meaning the information is available as soon as it is entered.

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Table of Contents

Logging into Employee Self Service (ESS)…………………………………………………………... 3

Setting up your hint questions and answers………………………………………………………… 4

Setting up your password............................................................................................................... 5

Forgotten password……………………………………………………………………………………… 6

Navigating MSS

Job and Personal Information……………………………………………………………… 7

View Employee Personal Info…………………………………………………….. 8

Request a Location Change………………………………………………………. 9

Change Full/Part Time Status…………………………………………………….. 10

Terminate Employee………………………………………………………………... 11

Compensation and Stock……………………………………………………………………. 12

Request an Ad Hoc Salary Change………………………………………………. 12

Approve an Ad Hoc Salary Change/View Salary Change Status…………… 14

View Compensation History……………………………………………………….. 15

Learning and Development………………………………………………………………….. 16

Current Team Profiles………………………………………………………………. 16

Manager Self Service Reports (TH)………………………………………………………… 18

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Logging into Employee Self-Service (ESS) In order to log into Employee Self Service, you will need to enter your employee ID and password. Links to ESS:

• Intranet: [if available, add your RHM's intranet shortcut]

• Internet: http://mybenefits.trinity-health.org – Click on 'My Self-Service' and follow the instructions for logging in

For new employees, your user id is your employee ID. Your password is your first initial of your first name, last initial of your last name and your employee ID. Example: Edgar Employee, EE1234567

Enter your employee ID

and password.

For added security, you will also need to

enter the text shown in the gray box.

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Setting up your hint questions and answers If this is your first time logging in, you see the following screen. In order to proceed, you must first set up 2 security questions and answers.

Here you will set up your 2 hint questions and answers:

The available hint questions are:

Choose your first hint question, and then type your answer in the 'response' box. Repeat these steps for your second question. When finished, click 'SAVE' and then 'OK'

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You can click on 'Home' to return to the main menu. NOTE: Future logins will not require these steps. Setting up your Password After your initial login to ESS, you will receive the following message that your password has expired. Click the link 'Click here to change your password.' below:

Here you will enter your current password and a new password

Click 'Change Password'

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Forgotten Password If you forget your password, follow these steps to obtain a temporary password:

If you click on the 'Forgot My Password?' link before you set up your hint questions and answers, the following message will appear:

Click on the 'Forgot

My Password?' link.

Enter your User ID (your employee ID

number) and click 'Continue'

Type in the answers to your hint questions

and click on 'Get Password'. A temporary

password will appear. IMPORTANT:

You must key in your temporary password

manually. Copying and pasting will result

in an error message that indicates your

user ID and password do not match.

After writing down your temporary

password, you can close this window to

return to the login screen.

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Navigating MSS Home From the main menu, you can access Manager Self-Service and select Job and Personal Information, Compensation and Stock, Learning and Development, Review Transactions (TH) or Manager Self Service Rpts (TH).

Job and Personal Information * The 'Job and Personal Information' menu provides access to view employee personal info, request a location change, change full/part time status or terminate an employee.

*Only certain Regional Health Ministries (RHM) currently have access to submit transactions via Manager Self Service. Please consult with your HR department for further information.

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View Employee Personal Info Managers can view job and personal information about their employees.

Edgar Employee

Evelyn Employee3

Sara Employee5

Bruce Employee4

Joe Employee2

235XXXX

789XXXX

456XXXX

984XXXX

258XXXX

The following screen shot displays what can be found in Employee Personal Info:

Edgar Employee

235XXXX

T0123 Project Manager

Project Manager II

URO – Phys & Cl inT01xxxxx

IN308 URO $50,000.000

Additional notes:

• When viewing compensation history, only the job rows where the comp rate has changed will display in the list

Basic job information is displayed here.

Click on any of these links to view the

colleague's contact information, emergency

contacts, their birthday or their compensation

history.

Go back to your list of colleagues by clicking on

'Return to Select Employees'

The 'Employee Reporting as of' date will

default to today's date. This date can be

changed but managers can only view

employees who report to them effective on

or before this date.

Click the button to access the

employee information screen. Clicking on the

sign will expand your list and include any of

your indirect reports as well.

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Request a Location Change Under Job and Personal Information, you can request a location change.

Edgar Employee Project Manager 235XXXX

You will receive a message 'The Submit was successful'

The transaction will be sent to your HR department for processing.

Click on the checkbox next to the

employee that is changing locations. A

checkmark will appear.

Click on the checkbox next to the name of

the employee who is changing locations.

A checkmark will appear.

Enter the date the change will be effective.

Click on the magnifying glass to select the

new location.

Click 'Submit' and then 'OK'

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Change Full/Part Time Status

Edgar Employee

Evelyn Employee3

Sara Employee5

Bruce Employee4

Joe Employee2

235XXXX

789XXXX

456XXXX

984XXXX

258XXXX

Edgar Employee

50000.00

24.038461

Select the employee you wish to

process a status change for.

Click on the Status Change Date field and

enter the Effective date of the change or

click on the calendar icon next to the field

and choose the effective date.

Select the new status from the drop-down.

On the bottom right, you can enter the

standard hours per week.

Click the 'Submit' button

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You will receive a confirmation message 'The Submit was successful'. The transaction will also be

forwarded to your HR department for processing.

Terminate an Employee

Edgar Employee

Evelyn Employee3

Sara Employee5

Bruce Employee4

Joe Employee2

235XXXX

789XXXX

456XXXX

984XXXX

258XXXX

Edgar Employee

235XXXX

Project Manager

You will receive a confirmation message 'The Submit was successful'. Click 'OK'. The transaction will

be forwarded to your HR department for processing.

Select the employee you

wish to terminate.

Enter the termination date or

click the calendar icon to select

a date.

Select the termination reason

from the drop-down.

Click the 'Submit' button

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Compensation and Stock

The 'Compensation and Stock' menu provides access to request an ad hoc salary change, approve an ad

hoc salary change, view ad hoc salary change statuses and view compensation history.

Request Ad Hoc Salary Change

Select the employee or multiple

employees by clicking on the check box to

the left of the employee name. Click

'Continue'

Important! Once the continue button is

selected, the effective date cannot be

modified.

Important! Employee reporting

as of: is the effective date of the

pay change. The system

automatically defaults to today's

date. To make it effective on a

different day, the Effective Date

must be updated.

For correct payroll processing, pay

changes are effective beginning of

the pay period.

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Requesting an Ad Hoc Salary Change cont…

$24.04

$50000.00

$62,400.00 – Comp Ratio 1.18

$65,500.00$53,000.00$35,000.00

$30.00

$62,400.00

The salary range line will display to the right of your screen. Once the 'Calculate New Total' button is

pressed, it will show the new Salary and Comp-Ratio on the line.

If you are entering salary changes for more than one person, you will notice a 'Previous' and 'Next'

button next to the Reason drop-down box. You can continue entering changes for all the people that you

selected.

Once all changes are entered, Click the Submit button.

You will receive an email notification confirming your submission. A 'Request for Approval' will be sent to your Manager for second level approval. Upon your Manager's approval, a request will be sent to HR to review and process. You will receive email notifications at each approval level, one for the second level approval, and a

separate email for the HR level approval.

Edgar Employee

Enter either a change percent or a

change amount and click on 'Calculate

New Total'

Select a Reason from the drop-down

Enter a comment if preferred (optional)

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Approve an Ad Hoc Salary Change/View Ad Hoc Salary Change Status

435XXXX Edgar Employee Project Ma nager Sal ly Supervisor

Sally Supervisor

Below are the transaction details:

Sally Supervisor

Marvin Manager

HR Consultant

Select the transaction you would

like to approve or deny by clicking

on the hyperlink for the transaction.

Select from the drop-down to

approve or deny the request. Enter

any comments.

Here you can see the process detail

and view the status of the

transaction. By clicking on the

comments link, you can view the

comments associated with each role

that took an action.

Click 'Save'. You will receive

confirmation 'The Submit was

successful'

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View Compensation History

Edgar Employee

Evelyn Employee3

Sara Employee5

Bruce Employee4

Joe Employee2

235XXXX

789XXXX

456XXXX

984XXXX

258XXXX

Edgar Employee

235XXXX

Project Manager

URO Phys & Clin

Select the employee you

want to view.

The compensation history of your

employee will display here (only those

transactions where the comp rate

changed will show).

Click on 'View Another Date Range'

to change the amount of history you

want to display.

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Learning and Development Current Team Profiles

Edgar Employee

Evelyn Employee3

Sara Employee5

Bruce Employee4

Joe Employee2

235XXXX

789XXXX

456XXXX

984XXXX

258XXXX

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The personal profile page will display for the employee.

Edgar Employee

Select the employee you

want to view.

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There are multiple TABS on this screen. Below is a list of the functions that you may be able to perform:

• Competencies – VIEW only. HR manages.

• Qualifications – VIEW only. Licenses and Certifications are stored here and HR manages these

• Education – View/Edit/Add. Once education is entered, HR will verify. Once verified it cannot be deleted

• Experience – View/Edit/Add

• Skills – View/Edit/Add

• Memberships – View/Edit/Add

• Honors Awards – View/Edit/Add Click on the tab you would like to view. To access more detail, click on the blue hyperlink.

Edgar Employee

Please contact your HR department for corrections to competencies, qualifications and education if verified.

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Manager Self Service Reports

As a manager, you are able to run a series of 3 reports for your direct and indirect reports. To access the reports, select 'Manager Self Service Rpts (TH)' from the main menu.

To run a report, you must tell the system

what parameters you want to use by

creating a Run control. A Run Control

will save the parameters you set so that

you will not have to enter the same

values each time you want to run a

report. The next time you run a report,

you will select the Run Control you

created and the system will know the

parameters or settings. To create a Run Control, select the 'Add

a New Value' tab and enter a 'Run Control

ID'. Example: Your 'Name', 'MSS

Reports', etc. Click Add

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9876541

MY_TEAM

9876541 MY_TEAM

There are 3 reports available to Managers:

• Birthday Listing (month & day only)

• Vacant Budgeted Positions

• Staff Report

The Run Control ID you created.

You have the option of including indirect reports by

selecting the checkbox

Click 'Run'

Select the server name SSUNXT from

the drop-down (You will not have to

select this in the future. Your run

control ID will save this setting)

Select the reports you wish to run and

click 'OK'

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MY_TEAM

9876541

9876541

Click on 'Process Monitor' to view the

status of your reports

Notice, a Process Instance was

generated to show your reports are

running.

Reports are complete once the Run

Status shows Success and the

Distribution Status is Posted.

To view a report, click on Details

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MY_TEAM

Here is a sample of the 3 reports:

Click on View Log/Trace

Click on the link with a .CSV

extension. The file will open in Excel.

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Staff Report

Birthday Report

Vacant Budgeted Positions Report

Questions can be referred to [Enter RHM specific info]