10/11/2015 MSS1 ADP Portal for Manager Self Service April – June 2009 Manager Approvals and Other...

04/19/23 MSS 1

ADP Portal for

Manager Self Service

April – June 2009Manager Approvals

and Other HR TransactionsDalton State College

Before We Get Started

• This an additional one hour class for manager self service– break observed prior to beginning 2nd hour

• Other Housekeeping Issues:– Restrooms and vending machines– Cell Phone, PDAs, Pagers: Please have

courtesy to turn off or adjust to vibrate• Questions reserved for last 5 minutes of our

session

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Class Objectives

• To provide an overview to the ADP Self Service portal and some hands-on information for Managers specific approvals and other human resource transactions effective August 2009. – Approving other faculty, staff and student worker

time entries for the pay period and related workflow

– Addressing human resource needs to new hires, transfers, change requests and other related HR transactions

– Accessing specific reports for managerial review

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AgendaDESCRIPTION OF AGENDA ITEMS Estimated

TimeCheck

Off

ADP Data Flow Diagram 2 minutes

Definitions: ESS, MSS, EV5, E-Time, BOSS 2 minutes

Overall access to Manager Self Service via ADP Portal 2 minutes

Workflow in MSS 2 minutes

Approvals versus Notifications and Proxy Assignments 2 minutes

Adding new or missing punches from QuickNav 2 minutes

Adding a Comment (In-punch/Out-punch/Pay Code) 2 minutes

Deleting a Comment 2 minutes

Approving Overtime 2 minutes

Printing A Timecard 2 minutes

Interim Questions/ Wrap 2 minutes

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Agenda

DESCRIPTION OF AGENDA ITEM (Continued) Estimated Time

Check Off

Other HR Processes via MSS 2 minutes

– Hiring (New) Employees 2 minutes

– Entering a Promotion/ Demotion 2 minutes

– Entering a Transfer 2 minutes

– Entering a Supervisor Change 2 minutes

– EE Status: Regular/ Temporary and Full/ Part Time 2 minutes

– Terminating an Employee 2 minutes

– Updating Employee Personal Information 2 minutes

Exception Report 2 minutes

Questions and Answers 5 minutes

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Data Flow Diagram

Inputs to EV5 which is the ADP HR/Payroll Systems

ADP stands for Automated Data Processing

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Definitions/ Clarifications

ESS – Employee Self Service allows employees to enter/update addresses, phone numbers, emergency contacts, tax withholding updates, direct deposit setup, view pay statements via the ADP portal.

MSS – Manager Self Service is where work events will perform job actions such as new hires, promotions, transfer and other employee data which are managed through workflow.

EV5 – This is the core ADP Database which connects to other modules for HR/Payroll. It allows the review of past and present employees, performs data entry and other labor management and leave of absence status changes.

E-Time – This is used to process payroll. It includes all data entry, editing, scheduling and reporting. The system processes punches at the clock, web timesheets for review and approval prior to managerial approval. It also tracks employee vacation and sick time off.

BOSS – (Benefits) allows employees to enter or update any benefit specific data for elections, dependents, family status changes, etc.

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!Remember !

Caution: Do not use the back button in your tool bar. This will take you out of the Self Service application. If you want to go back to one of the previous steps, click the previous button.

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ADP Portal Navigation

• Open Windows Internet Explorer browser, by using desktop icon or go to Start button

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ADP Portal NavigationWeb Address

www.portal.adp.com

is entered here

http://www.portal.adp.com/


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At DSC Quick Jump, Select Human

Resources to get to HR Departmental web page.

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ADP Portal NavigationAt Human Resources

Departmental web page, select Portable Personnel File (New ADP). This will take you to the ADP Portal

Login page

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• Enter web Address: www.portal.adp.comLog using your

Registered User ID and Password

Manager Self Service Begins with Entry into ADP Home Portal Page


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ADP Home Portal/ Welcome Page

Select Manager Tab/ Menu option to create necessary HR events such as change employee’s status, job or salary changes, etc.

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ADP Home Portal/ Manager Page

This is the Manager Home page

If you wish to see all of your direct reports above the page, use Cntrl + F. All your employees should be able to select and view any of the employees’ HR actions to be requested.

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Managing Tab Options

• Home• Task List• Approval History• Managing Work

Events• Proxy

Assignments• Reports

Direct Reports are noted above and Actions or Events are in the lower half of the Manager’s Home page

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Manager Tab

• Home - Workspace will display Direct Reports list of your employees you are assigned based on your login.

• Task List – If you are an approver, you will see all submitted work events waiting for your approval. Also, any notifications of employees changes you should be aware of but require no actions on your part.

• Approval History – Lists all of your actions that you have entered whether approved or reject or those that are in-process.

• Managing Work Events – click on link to make changes to employee data that include the following: Hire New Employees; Transfer Employee; Change Job & Salary Information; Change of Job Status; change Employment Status; Rehire Employee

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Manager Tab (Continued)

• Proxy Assignment – At the beginning, the manger will need to have his/her direct report to approve their time entries. In the event that someone who is equivalent that will be approving for you, a proxy will be needed. Thus, VP needs another VP to sign or approve when he is vacant.

• Reports – Allows you to pull a variety of pre-defined reports about all the employees in your task list. If managers are delegating work to employees within Manager Self Service, just realize that this data is sensitive and confidential. The individual they are giving proxy to may be able to view other’s confidential information.

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Workflow in MSS

All work events visible under the Approvals section require immediate attention

All work events visible under the Notification section does not require any action on your part. Just to notify you of work events in process.

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Workflow in MSS

All can be Approved or Reject in total.

All can be Approved or Rejected individually to the left of each row or in total at the bottom of the page

You must Click on Submit in order to process the approval/rejection

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Approvals & Notifications

There are two types of actions which can occur when a work event has been entered. Two types are person and workgroup. Currently managers are person and not a workgroup.– Manager Self Service (MSS) can notify a person or group

that an event has been entered. – It can require that a specific person or workgroup approve

or reject the event before it is loaded into the EV5 (payroll) system.

– If you are setup to receive either the Approvals and/or Notifications when an event has be entered, you can view them in the Task List in the manger tab within MSS

It is important to check your Task List frequently to act on events which require your approval so they are not delayed.

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Proxy Assignment

Proxies allow for another employee at a lateral level and who also has security access to Manger Self Service, the ability to approve or reject employee work events on their behalf.

To begin a workflow, the Manager needs the direct report to approve the event.

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Proxy Assignment

Proxy Assignments can be for Number of Action Days (which will be inclusive of weekends and holidays).

From /To dates are generally more commonly used for out-of-office situations, vacations, conferences, etc.

Select the “Send to Proxy Directly” box to begin forwardingRemember to Save to initial the Proxy Assignment.No need to return to clear fields out if proxy assignment time period has expired/passed.

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!Remember!

Please notify Payroll when you will be absent and another person will be delegating your approval on the timecards.

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Select Time Tab/ Menu option to get to eTime and Approve your employees time entries.

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Select Managers/Approvers: Click Here to access eTIME.

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Select My QuickNavs to access Reconcile Time or other summary reports to approve exceptions such as Overtime, Missing punches, etc., first.

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Manager’s Approval Notifications for Employees

TimeCard

Select from the Time and Attendance section, Managers/Approvers: Click Here to access eTimeThis will link will allow the Managers/any approver to edit and approve the employee’s time entries without access to the Manager’s tab.

Select Time tab from menu options and then

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Exception

Indicator Color Code and Description

Solid red cell Indicates that there is either a missed In or Out punch.

Red border around date Indicates that is an unexcused absence for the day.

Red border around time Indicates there is an exception to the time stamps.

Blue border around date Indicates that it is an excused absence for the day.

Red outlined cell with yellow box inside cell Indicates that there is an exception associated with the time stamp and a comment associated with the contents of the cell.

Purple transaction (Phantom Punch) Indicates the transaction was added to the timecard by the totalizer (system generated).

Gray cells Indicates that the transaction cannot be edited.

(X) before a labor account Indicates that the account is not the primary account that is being indicated in the transfer.

04/19/23MSS

30

Adding new or missing punches from a QuickNav

From the “My QuickNav” tab, select the employee to review

Click on one Name or hold the Cntrl + Shift to select several names (highlighted in yellow) for review

Select Timecard link in upper left corner

Select Punch from the tab options and then Edit from drop down in order to edit time entries for employees

Pay codes organize time. Vacation and sick are examples of pay codes.

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The above timecard entry example is for Bi-Weekly Badges (Maintenance, Custodial, etc.)

My QuickNav: Reconcile Time, Account Balance, Check Overtime, Quick Find Jobs, Shift Start, Schedule Editor, Pay Period Close, Attendance Review, My Calendar

Select Reconcile Time from the My QuickNavs

Tab

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From the Timecard tab, select the employee to review. Confirm the Name of Employee for the Time Period being reviewed. Always will default to Current Period. Select the row/date which the punch is to be edited (it will be highlighted in yellow); then select Punch> Edit.

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From Reconcile Time select Punch > Add A Punch to insert new or missing punches

From the pop-up window complete the information to Add Punch to employee’s entry.

Click on Comments button if you wish to add comments to the punch.

Then OK to confirm as saving.

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!Remember!

EMPLOYEES WITH MISSING PUNCHES WILL NOT GET PAID

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Adding Pay Code to Time Entry

Using the drop down selection for Pay Code on the specific date that adjustments are needed. This is for partial or full days of out the office. This is generally for Time Off such as Vacation or Sick days.

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Adding Comments To Entries

To add a comment to any cell, right-click in the cell and choose ‘Add Comment’, or Comment > Add.

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Deleting a Comment

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Time Card View

Lower right section is the employee’s standard

(normal) work schedule

Lower left section is totaling of the type of hours and location

being charged

Other tabs are available in lower left corner of timecard: Accruals, Audits, Comments

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Approving Overtime

Using My QuickNav select Reconcile Time. Then view the Overtime Column as the system will track what is considered overtime. Using My QuickNav select Reconcile Time. Then view the Overtime Column as the system will track what is considered overtime.

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Approving Overtime

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Approving Overtime

There is no need to save the timecard that you approve overtime as it will appear on the Sign-Off and Approvals tab at the bottom of employee’s timecard.

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Approving Time Entries

Recommendation is to approve time daily or every few days once you get more acclimated to approving time entries for employees.

Remember to adjust the Time Period to approve less than the full current pay period. Otherwise you could lock an employee out of entering time into future days within the current pay period.

This will save you time at the end of the pay period when time is more crunched.

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Approving Time Entries

Once approval made, the approvals are shown above the timecard entries.

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Printing a Timecard

Occasionally it may be necessary to print a timecard. The timecard can be printed two ways:

• Print the timecard, which includes all rows and columns, including those that can only be viewed by scrolling.

• Print the timecard workspace, which includes only those areas that are visible.

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Printing Timecard

To print a timecard workspace, please follow process:– From the TIMECARD

page, click Actions > Print Screen

To print a timecard, which will give you grid as well as the Totals, Accruals, Audits and Comments:– From the TIMECARD

page, click Actions > Print

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Interim Question Pause

• Question – Show of hands of those who currently completed HR forms for the following:– New Hires– Transfers– Supervisor Change– EE Status: Regular/ Temporary– EE Status: Full Time/ Part Time– Promotions/ Demotions– Terminations

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TimeCheck

Off












FINISHED

MSS 48

Additional Contact Information

• For additional assistance or to answer questions further contact the following staff:– Faith Miller, HR ext. 2034– Nettie Henderson, Payroll ext. 4462– Audrey Goforth, Payroll ext 4463

04/19/23

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Questions and Answers

04/19/23 MSS 50

Agenda

DESCRIPTION OF AGENDA ITEM (Continued)

Estimated Time

Check Off










Questions and Answers 5 minutes

04/19/23 MSS 51

Other HR Process via MSS

Select Manager from the Tab options; Then in the left side select “Managing Work Events”.

From the center of this page determine where selection options needed: (Hire new Employees, Retire Employees, etc.)

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Hiring New Employees

Please contact Human Resources prior to hiring new employees in ADP. This may change prior to go live.

04/19/23 MSS 53

Note: to see all the values for Position, the field must be blank before clicking the drop down arrow.

New Hire – Initial Page

If you select the Position in this initial new hire

screen, then other fields will be automatically populated in

subsequent steps based on the info in Position Data.

Do not complete the Department ID or Job Code

Next

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New Hire – Step 1

Step 1 – Personal Data Part A

Next

Note: On Step 1 through 8, simply Click on the “Next” pushbutton. The initial page is the only thing that the manager will need to do.

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Step 2 – Personal Data Part B

New Hire – Step 2

Next

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Step 3 – Job Data Part A

New Hire – Step 3

Remember when you selected the

position in the initial page, all other fields is automatically

populated.Next

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Step 4 – Job Data Part B

New Hire – Step 4

Next

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Step 5 – Pay Info

New Hire – Step 5

Next

Remember when you selected the

position in the initial page, all other fields is automatically

populated.

04/19/23 MSS 59

Step 6 – Citizenship

New Hire – Step 6

Next

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Step 7 – Additional Hire Information

New Hire – Step 7

Pass on this for now. HR will need to determine if further input is required by Managers.

Scroll down the page and select Next

04/19/23 MSS 61

Step 8– Ready to Submit

New Hire – Step 8

Before you click the submitbutton, you have the opportunity to add information about the new hire. Any information added in the Comments must be general and not sensitive data. Workflow is sent by many people soconfidentiality must be adhered.

Submit

04/19/23 MSS 62

New Hire – Completion and Approved

• Prior to the hiring process being completed by HR, any other approvers within your departmental requirements will need to approve a new hire. • The Personnel Action Forms (PAFs) will continue to be completed and forwarded to Scott Bailey. • Entries made via the Manager Self Service must still be forwarded to the Human Resources for completion of the hire process. This is then updated into the ADP’s main HR and Payroll (EV5) module.

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New Hire – Completion and Approved

Note: In the case that your work event is rejected, you will receive an email notification. If there will be no approval for a new hire you will receive a message that the process is completed.

04/19/23 MSS 64

Entering a Promotion /Demotion

Managing Work Events requests What do you want to do?

• Select “Change Job & Salary Information”

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Entering a Promotion / Demotion

Select the box to the left of the employee you wish to work with and Click on Submit

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Entering a Promotion / Demotion

Select Promotion or Demotion

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Entering a Promotion/ Demotion

• The Promotion/Demotion Change page will display. • In the Effective Date field enter the date this change goes into effect. You may enter the date manually formatted as xx/xx/xxxx (e.g.,06/01/2009) or click on the Calendar icon and select a date from the calendar. • Select a reason for this promotion/demotion from the Reason drop-down menu

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If this Promotion/Demotion requires approval (perhaps due to salary adjustments), you may enter additional work flow comments visible to all employees in the approval process.

Scroll up /down to access rest of page

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If the Promotion/Demotion requires approval (perhaps due to salary adjustments), you may enter additional work flow comments visible to all employees in the approval process.

Enter Workflow Comments then Click on Submit button; Message “Process is Completed” will appear

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Entering a Transfer

Use Cntrl + F if you need to search for employees not shown in your list.

Always from the Manager Self Service page to begin all transactions

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Entering a Transfer

Always remember to complete at least those fields which have a red arrow head to left of drop down selection fields.

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Entering a Transfer

Follow through all subsequent pages by Clicking on Next. Only those fields that are Required (signify by red arrow head) will need to be completed.

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Entering a Transfer

Get pass all of the pages with Next and then final page to Submit button

Message “Process is completed” will appear.

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Entering a Supervisor Change

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Please note that Report to and Department are Required. Depending on who you select for ‘Reports to’ will determine the selections available from the dropdowns of Position, Department and Location. If Position is selected Department and Location will be grayed out.

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After Clicking Submit a Message “Process is Completed” will appear

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EE Status – Regular/Temp and Full/ Part Time

Change Job Status is Selected

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Regular/Temporary; Full/ Part Time Radio

Buttons

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Terminating An Employee

Please contact Human Resources before you complete employee terminations online.

This is to ensure the dates in the terminations are correct as it could impact the employee’s last paycheck.

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Select Terminate from the drop down options for the Change Employment Status field

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Once you select Terminate from the drop down box in Change of employment Status field, Terminate section will appear.

Complete Termination Date (Effective) and Reason for Termination

Enter the following information in the Additional Information screen.· Pay Thru Date (generally identical to the Termination date, but not always)· Vacation Days Paid Out

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Complete workflow Comments and Click on Submit. Message “Process is Completed” will appear

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• Please note that if you need to enter partial vacation days, you must use two decimal places. For example, four and a half days = 4.50 (just typing 4.5 will cause an error)

• Once an employee is terminated, they are no longer viewable in MSS.

• They will have to be viewed or rehired in EV5, the ADP Payroll system.

04/19/23 MSS 86

Updating Employee Personal Information

Select Myself Tab from the top row menu options;

At left side of portal page are menu options such as: Addresses, Emergency Contacts, Personal Information and Phone Numbers. These are used to update personal employee information

Note: the same portal is accessed as you would employee self service, you simply have another option as a Manager

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Exception Reports

Scroll over Report at left and description will show on right hand side of page and will be highlighted

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Set Options /Run Report

Click on Set Options Tab to right of the Select Report

If there are additional exceptions you will be able to select using the bullets (Unexcused Only, Excused Only, Both, None)

Click on the Run Report to execute the report

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Reviewing Reports in Process Status

This will show all reports running you will need to watch for yours as you execute the report. When Status Column for your report indicated Complete, you can view your report by Clicking on View Report in upper left options.

Status

View Report

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Viewing Completed Reports

PDF format to create report can be printed or saved

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!Remember!

While you are in the application you should not press the Back arrow button in your browser window to go back to the previous screen in ADP Portal. When available, always click the Cancel button to return to the previous screen.

• For additional assistance or to answer questions further contact the following staff:– Faith Miller, HR ext. 2034– Nettie Henderson, Payroll ext. 4462– Audrey Goforth, Payroll ext 4463

04/19/23 MSS 92

Additional Contact Information

04/19/23 MSS 93

Questions and Answers

04/19/23 MSS 94


TimeCheck

Off












vFINISHED

04/19/23 MSS 95

Agenda

DESCRIPTION OF AGENDA ITEM (Continued)

Estimated Time

Check Off










Questions and Answers 5 minutesFINISHED

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10/11/2015 MSS1 ADP Portal for Manager Self Service April – June 2009 Manager Approvals and Other...

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