This Presentation Will Show You Starting Employees hire

This Presentation Will Show You… • Starting Employees, • • hire rehire

This Presentation Will Show You… • 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

This Presentation Will Show You… • 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.

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: 480 -9658844 West: 602 -543 -8400

Hires Description Hire - Regular Action HIR Reason HR Usage and Definition REG Both open competitive recruitment (through Talent Acquisition Management TAM) and noncompetitive recruitment (currently through a waiver). Hired From Affiliate. ABOR/TRIU HIR AFL Employee hired either from ABOR or Uof. A/NAU Hired From Affiliate. State Agency HIR STA Hired from a State Agency 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. Emergency Hire HIR

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 People. Soft are indefinite and are not deleted from the system after a certain period of time. • QUESTIONS: Contact Staffing: 480 -965 -8844 West: 602 -543 -8400

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

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.

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: 480 -965 -2704 West: 602 -543 -8400

Accessing the System

Accessing the System www. asu. edu/interactive This is the ONLY place for MSS functions. For other functions, please log into People. Soft.

Manager Self Service Menu

Current Employees

View Employee Personal Information

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

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

View Employee Personal Information 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.

View Employee Personal Information 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)

Career Advancement

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.

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

Promotion What is career advancement (promotion)? A promotion can be completed in Talent Acquisition Management (TAM) if promoting/transferring to another department within the University.

Promotion What is career advancement (promotion)? 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: 480 -9652704 West: 602 -543 -8400

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: 480 -9652704 West: 602 -543 -8400

Promotion Description Action Competitive Promotion (TAM) PRO Career Advancement (MSS) PRO Reason HR Usage and Definition CPR Employee selected for a new position as part of competitive recruitment; new position in grade higher than previous 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

Promote Employee Manager Self Service > Job and Personal Information > Promote Employee Follow the criteria listed in SPP 402 -05 for career progression within or outside of classification for classified staff. For Service Professionals or Administrators, please also follow the guidelines in SPP 402 -05 and work with your HR Representative/Partner for further guidance.

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.

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

Promote Employee/ Career Advancement 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.

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

Promote Employee/ Career Advancement Manager Self Service > Job and Personal Information > 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.

Promote Employee/ Career Advancement Promotion Status Details

Ad Hoc Salary Change

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 403 -08, 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 email confirming the request was submitted and requires additional approval. The “reports to” (next level manager) is also sent an email notifying them they have a request needing approval.

Ad Hoc Salary Change Manager Self Service > Compensation > Approve Ad Hoc Salary Change A. The manager who approves the Ad Hoc salary change receives an email notice of the request with a link to this approve Ad Hoc salary change page. B. 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?

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).

Demotion What is a demotion? 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.

Demotion What is a demotion? 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: 480 -9652704 West: 602 -543 -8400

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

Hold Action/Reason Code

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

Hold Action/Reason Code 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.

Hold Action/Reason Code 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.

Hold Action/Reason Code 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: 480 -9652701 or 2 -1748 West: 602 -543 -8400

Hold Action/Reason Code Description Hold - No Pay And No Benefits Hold - No Pay With Benefits Action Reason HLD Benefits Usage and Definition 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. 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?

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: 480 -9652704 West: 602 -543 -8400

Lateral Transfer Description Department Transfer Action XFR Reason CMP HR Usage and Definition 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?

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: 480 -9652704 West: 602 -543 -8400

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

Additional Pay

Time Management - DTAs

Position Management - DPM

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

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.

Exiting Employees

What is a Termination?

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.

Termination for One Job 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.

Termination for One Job * Note about Vacation pay out. QUESTIONS: Contact Partners: 480 -9652704 West: 602 -543 -8400

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.

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

Termination with Multiple Jobs This would be a termination from their second job (instance). The Manager (Reports To) completes this transaction through MSS. QUESTIONS: Contact Partners: 480 -9652704 West: 602 -543 -8400

Terminate Employee

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.

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; http: //www. asu. edu/hr/hr_advisor/sample_letters_and_chec klists/index. html

Retire Employee

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.

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; http: //www. asu. edu/hr/benefits/retirement_info. html

Where to Get Help There are several resources available to help you with your use of Manager Self Service. • www. asu. edu/hr • http: //hcm. asu. edu • Email Ask. HR@asu. edu • Call the HCM help desk (480) 965 -8700

HR’s Web Page http: //www. asu. edu/hr SPP Manual HR Advisor Termination Checklist ALL information about HCM can be found here.

HCM Manager Self Service http: //hcm. asu. edu All info presented today is available here FAQs Communications Reference & Resources Visit often! Changes are happening rapidly

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 answered, put it on a 3 X 5 card – we will add it to the FAQ at http: //hcm. asu. edu Point your co-workers to http: //hcm. asu. edu 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 http: //hcm. asu. edu)