Content The HR Integrated SelfService Portal Overview of

Content ◦ The HR Integrated Self-Service Portal � Overview of Manager Functionalities (ESS) ◦ VIP Manager Self-Service � Managing your Inbox � Managing Leave

The Integrated Self-Service Portal Overview of Manager Functionalities (ESS)

Introduction ◦ Manager Self-Service (ESS) is specific functionalities on the VIP Employee Self Service System that allows managers to access a range of information stored within payroll, and to action incoming employee self-service requests. • The Manager Self-Service (ESS) functionality in VIP ESS will enable managers to perform a number of transactions online. This includes: – Managing your Inbox – Assign your managerial responsibilities to someone else, while Out of Office – Managing Leave Requests

Introduction The information and functionalities that will be available to you includes: Managing your Inbox Manage Leave Requests Inbox/Reassign requests Approve/Decline Leave Request Park Leave Request Out of office function Reassign Leave Request Impersonate users with limited access Obtain Leave Reports

Content ◦ The HR Integrated Self-Service Portal � Overview of Manager Functionalities (ESS) ◦ VIP Manager Self-Service � Managing your Inbox � Managing Leave

VIP Manager Self-Service Managing your Inbox

Accessing your inbox via the HR Integrated Self Service Portal Your inbox and the managerial functionalities can be accessed from any of the links under ‘Leave and Overtime’ or ‘Payslips and Claims’ on the HR Integrated Self Service Portal. Once you have accessed any of the VIP ESS functionalities, Click on ‘View Inbox’ under the Home tab on the Menu or Navigation bar

Managing your Inbox When a request has been submitted on ESS, the Manager (Approver) will receive an email informing them that there is a transaction that is awaiting approval. Transactions awaiting approval can be accessed in one of two ways: ◦ From the “Click here to view this Inbox item” link in the email ◦ By Selecting ‘View Inbox’ from the Menu on the VIP Self-Service home page (All transactions awaiting your approval will be listed in the Inbox)

Managing your Inbox There are four ways to deal with requests in your Inbox: Reassign Request Approve Request Decline Request Park Request • Reassign to another approver to deal with the request • If you are happy with the whole transactio n and would like to approve • If you are not happy with the transactio n and do not want to approve • If you are unsure how you want to deal with the transactio n for now

Content ◦ The HR Integrated Self-Service Portal � Overview of Manager Functionalities (MSS) ◦ VIP Manager Self-Service � Managing your Inbox Ø Reassign a Request � Managing Leave

Reassign Request You may reassign a request to another approver, Clicking on Reassign Request next to the transaction in your Inbox

Reassign Request 1. Select a new approver from the dropdown list 2. Add a Comment 3. Click on the button 2 3 3

Content ◦ The HR Integrated Self-Service Portal � Overview of Manager Functionalities (MSS) ◦ VIP Manager Self-Service � Managing your Inbox Ø Out of Office function � Managing Leave

Out of Office Function Managers can nominate an approver to process transactions in their absence from work. Select ‘My Settings’ from the Home link on the Menu or Navigation bar

Out of Office Function 1. Select ‘Out of Office From’ date from the dropdown menu 2. Select ‘Out of Office To’ from the dropdown menu 3. Select approver for Leave from the dropdown menu 4. Select approver for Claims from dropdown menu 5. Select approver for Overtime from dropdown menu 1 3 4 5 2

Out of Office Function 6. Click on the 7. Add the “out of office message” 8. Click on the 9. Click on the button The system will send all relevant transactions to the nominated approver for the specified period. You will still receive all of the notification emails. button update button 6 7 8 9

VIP Manager Self-Service Managing Leave

Content ◦ The HR Integrated Self-Service Portal � Overview of Manager Functionalities (MSS) ◦ VIP Manager Self-Service � Managing your Inbox � Managing Leave

Leave Requests � Leave requests will be displayed in the Summary area of the Home page and can also be accessed by Clicking View Inbox in on the Menu

Content ◦ The HR Integrated Self-Service Portal � Overview of Manager Functionalities (MSS) ◦ VIP Manager Self-Service � Managing your Inbox � Managing Leave Ø Approve/Decline Leave Request

ApproveDecline Leave Request Click on View next to the relevant transaction in your Inbox

Approve Leave Requests The Leave Request will open in detail, allowing you to check the dates are suitable: 1. Check the requested dates. 2. Click on the button to approve the request

Decline Leave Requests The Leave Request will open in detail, allowing you to check the dates are suitable: 1. Check the requested dates. 2. Click on the button to approve the request

Decline Leave Requests When a Leave Request has been declined, a Decline Reason must be given, advising the employee of the reason for your decision. 1. Type in the Decline Reason 2. Click on the button

Content ◦ The HR Integrated Self-Service Portal � Overview of Manager Functionalities (MSS) ◦ VIP Manager Self-Service � Managing your Inbox � Managing Leave Ø Park Leave Request

Park Leave Requests This function allows the manager to defer making a decision on a transaction until a later time. The system will assign a parking expiration date of 30 days prior to the date of the transaction. Parking is ONLY for future transactions that take place more than 30 days from the date of submission. 2 1. Click on the box next to the transaction you would like to park 2. Click on View next to the transaction 1

Park Leave Requests The Request to be parked will open with the option to park added. Click on the button

Content ◦ The HR Integrated Self-Service Portal � Overview of Manager Functionalities (MSS) ◦ VIP Manager Self-Service � Managing your Inbox � Managing Leave Ø Leave Reports

Leave Reports Managers can draw the following Leave reports: : ◦ Leave Balance Report ◦ Leave Transaction Report ◦ Manager Leave Calendar The reports can be accessed from the Reports link on the Menu or Navigation bar

Leave Balance Report The Leave Balance report displays the leave balance per leave type for each employee: 1. 2. 3. Select the Groups Select the Leave Type Click on the Depending on the chosen report, you can select the following fields: button • You may select a specific leave line e. g. Accrued Annual Leave from the Leave line option • You may select one or more employees to appear on the report from the Employees option • You may choose a different filter if you would like to include terminate or deactivate users from the User Filter option • Under Options, you may design the structure of the report

Leave Balance Report To print the report Click on the button To save the report Select by report format from the drop down menu and then Click on the button

Leave Transaction Report The Leave Transaction report displays past leave transactions. 1. 2. 3. 4. 5. Select the Groups Select the Leave Type Select From Date and To Date Select the User Filter Click on the button

Leave Transaction Report To print the report Click on the button To save the report Select by report format from the drop down menu and then Click on the button

Manage Leave Calendar Report The Manage Leave Calendar report displays an overview of all approved leave in a calendar format. 1 2 3 1. 2. 3. 4. 5. 6. 7. Select the Groups Select the Leave Type Select the Start Date Select the User Filters Click the checkbox to ‘Include employees with no leave transactions’ Click the checkbox to ‘Include my own Leave transactions’ Click on the button