HR APPROVALS. Version 5.5

Transcription

1 HR APPROVALS Version 5.5 Multiple Levels of Approval This manual walks you through the process of enabling and establishing approval levels for basic HR functions such as hiring and terminating employees. 5/15/2014 Page 0 of 10

2 Table of Contents 1.1 Logging In Navigation HR Approvals Setup Directory Modification HR Approvals Configuration Approvable Functions Levels of Approval Creating a Request Approving a Request Accessing an Approval My Approvals Pending Approvals View > HR Approvals HR Approvals Screen Deleting a Request Page 1 of 10

3 1.1 Logging In Figure 1 - SmartLinx 5 Splash Screen Using your internet browser (Internet Explorer recommended) navigate to the site designated to your organization. For your reference, please enter the URL for the site on the line below: http(s):// Once you have reached the site, you will be presented with the SmartLinx 5 splash screen, illustrated on Figure 1. This image will remain on the screen while the application is loading. Figure 2 - Login Screen Once the application has fully loaded, the next screen will appear. The following screen is the Login screen. Here you will be asked to enter your User Name and Password. Figure 3 - HRMS Icon Upon logging in you will have a number of applications available to you, please select HRMS. Click on the icon illustrated in figure 3. Page 2 of 10

4 1.2 Navigation Figure 4 - Organization Shade The application navigation in the SmartLinx suite is template driven and therefore adjusts to each user s security rights. The user will only be able to navigate to the org levels that they have been given access to. In order to change the org level that you are currently on, slide the organization pane on the left hand side by clicking on the right arrow in the middle of the shade. (Illustrated in Figure 4) Once the shade slides over, the org tree is displayed and is populated with the org levels available to you. You can navigate through the tree structure by clicking on any of the org levels that have an arrow next to them, exposing a more detailed breakdown of the organizational structure. Figure 5 - Org Tree The department level is the lowest level that you can navigate to using the org tree. Once you click on any of these options, the main screen (to the right of the org tree) will update. Some of the options that are available to you at the department level may not be available to you at the center level. The screens will adjust accordingly, please note this fact. Page 3 of 10

5 2.0 HR Approvals Setup When attempting to create or modify the setup for HR Approvals, the user will need to be a System Administrator within the application. The user should also begin the process at the top most level of the Organization Pane on the left side of the application. 2.1 Directory Modification The first step to setting up the HR Approvals functionality is to activate it within the Directory module of the SmartLinx application suite. To begin, click on the button located in the Application Pane at the top of the screen. Next, ensure that you are at the top most level of the Organization Pane on the left. The right side of the screen will populate with a number of system related options. Click on the User Roles button, usually located near the bottom Figure 6 - Directory On the User Roles screen, click on the heading to expand the section. Scroll down the list of Rights until you locate the right. This can be simplified by clicking on the header, which will sort the list alphabetically by the name of each Right. This right will need to be activated for all Roles that should be able to perform the HR Approval actions. Check off the box on the View HR Approvals row for each of the appropriate Roles. Those Roles will now be able to access the HR Approval sections in HRMS. Figure 7 - Roles - Right Assignment Page 4 of 10

6 2.2 HR Approvals Configuration Figure 8 - View Menu Within the HRMS application, click on the View Menu and select the HR Approvals Configuration option Approvable Functions The HR Approvals Configuration screen allows you to define the depth of the approval process. The Description column lists the different application functions that can be assigned to the approval process such as hiring an employee, terminating an employee or changing their pay rate. The default functions that allow HR Approvals are as follows: Hiring an Employee Rehiring an Employee Terminating an Employee Placing an Employee on LOA Allowing an Employee to Return from LOA Changes in an Employee s Record o Name o Address o Phone Number o Position o Employee Type (FT, PT, etc.) o Pay Type o Pay Rate Levels of Approval Each function can be assigned up to three (3) levels of approval by clicking the checkbox under the appropriate column header: Level 1 Approval, Level 2 Approval or Level 3 Approval. If all approval levels are left unchecked, the function will continue without interruption. Otherwise, the function will enter a frozen state within the system until all approvals have been obtained and then continue as it normally does. For example, if you hired a new employee and the HR Approvals Configuration was setup as displayed in the Figure below, the employee would not exist in the system until a user from all three (3) approval levels ratified the hire within the application. Figure 9 - HR Approvals Configuration Screen (Categories) Page 5 of 10

7 The bottom portion of the HR Approvals Configuration screen allows you to assign users to the different approval levels. Simply use the dropdowns to select the users that should be making approvals for each level. Figure 10 - HR Approvals Configuration Screen (Approvers) Once all Approval Levels have been set and Approvers selected, click the button to complete the process. 3.0 Creating a Request A request will be submitted for approval anytime one of the processes that were previously configured is initiated. For instance, when a new employee is added to the system, the following message will appear: Figure 11 - Request Submission Message This indicates that the information submitted has been stored in the system but is in a state of flux until the approval process has been completed. The new employee will NOT show up in the system until approved by all required levels. The same could be said for other processes such as personnel record changes, as the information will display the original values until approved. 4.0 Approving a Request 4.1 Accessing an Approval Once a request has been submitted for approval, there are several ways that this will be communicated to the appropriate approvers My Approvals Within the Employees Dashboard screen, a new section will appear in when approvals require your attention entitled My Approvals. Figure 12 - My Approvals Section The top of the section displays the number of requests and approvals that are pending as well as how many categories or processes require approval. The bottom section breaks these categories down for you. Click on either of the numeric values next to My Pending Approvals or Approval Categories to open the HR Approvals screen. Page 6 of 10

8 4.1.2 Pending Approvals If an approval request has been submitted for a current employee, you have the option of approving the change through that employee s record. The information can be accessed from the Pend. Approvals tab. Often, you will need to scroll down the tab list to make it visible. Figure 13 - Pending Approvals Tab (Personnel Screen) View > HR Approvals Finally, a list of approval requests can be found in the HR Approvals screen. This screen can be accessed from the View Menu. Figure 14 - View Menu Page 7 of 10

9 4.2 HR Approvals Screen The HR Approvals screen allows you to review, approve and/or deny requests en masse. The Start Date and End Date fields at the top should be adjusted for the date range in which the request was submitted and then click the button to reload the screen. Figure 15 - HR Approvals Screen By default, the HR Approvals screen only shows requests that require action. If you wish to see all approvals, including those approved or denied, you will need to check off the box at the bottom of the screen. To the right of the Date Controls, you have the ability to export the information using the button or create a hardcopy of the report by clicking the button. Each row contains a separate approval record. Most of the fields listed in each row are personnel record fields that are directly related to the approval categories within the system. These include Name, Center, Department, Position, Type, Pay Rate, Pay Type, Pay Policy, Hire Date and Term Date. Changes to these fields requiring approval will be displayed but otherwise they are for information purposes only. The remaining fields are specific to the HR Approval process. The WF Step column allows you to see how many approvals have taken place and how many are left until the process has been completed. This if notated as Current Step # of Total Steps #, such as 1 of 3. The Status field states whether the request has been Approved, Denied or is still In Progress. The Approver Name and Date fields display the User ID for the last user to approve/deny the request as well as the date in which this action occurred. Figure 16 - HR Approval Specific Fields Page 8 of 10

10 The Reason field lists the category of approval for the request. Clicking on the Reason will cause the Pending Approval screen to appear. (Note: This window will also appear by clicking on the Reason field on the Pending Approvals tab of the Personnel Record.) Figure 17 - Pending Approval Screen The Pending Approval screen allows you to view the differences between the current employee record and the requested changes. The type of change is listed at the top of the screen. Each field is listed on a row of the grid at the top of the screen and can be reviewed by scrolling through the list. Below the grid, the Approver Notes section allows you to view any information that prior approvers have provided when approving or denying the request. Figure 18 - Approver Notes Section You can enter your own notes in the Enter Notes Here: section of the screen. It is important to always include pertinent notes while going through the process, especially when denying a request. Finally, click the or button to process the request. Approve will pass the request to the next set of approvers or activate the change in the system if at the final approval level. Deny stops the process entirely. The request will still be listed on the HR Approvals screen as Denied but a new request will need to be submitted to begin the process anew. Multiple approvals or denials can be accomplished by checking off the first column of each request on the HR Approvals screen and Figure 19 - Approve Submissions Window clicking on the or button at the top right. A new window will allow you to enter notes for the approved requests that will be saved to each one individually. Page 9 of 10

11 5.0 Deleting a Request To delete a request, you must access the HR Approvals screen through the My Approvals section of the Employees Dashboard. Figure 20 - My Approvals Section Once you have located the My Approvals section, click on the numeric value next to the My Pending Requests option. This will cause a version of the HR Approvals screen to appear, entitled My Approval. Submissions that display any request that you created as opposed to those that have been submitted for approval to you. Figure 21 - My Approval Submissions Screen Select the request(s) you wish to delete by checking the first column of the request and then click the the top right corner where Approve and Deny usually reside. button that displays in Page 10 of 10