SAP HR Manager Self-Service (MSS) guide

Transcription

1 SAP HR Manager Self-Service (MSS) guide Issued by UCT Human Resources July 2018

2 Contents: SAP HR Manager Self-Service (MSS) guide Accessing Manager Self-Service 3 Reviewing and processing a leave request 5 Using the Team Calendar 9 Creating a leave request on behalf of a team member 11 Adding a substitute manager 13 Changing or deleting an existing substitution 16 Viewing additional team information 17 2 July 2018 Page 2

3 Accessing Manager Self-Service Background Manager Self-Service is available to staff members in a line management role. Support If you are unable to access Manager Self-Service or are experiencing other technical difficulties, please contact the ICTS Helpdesk via at icts-helpdesk@uct.ac.za or on extension If you have an HR-related query, please contact the HR Administrator for your area. Procedure 1. Open a web browser (e.g. Microsoft Edge, Internet Explorer, Google Chrome). Note: SAP HR Employee Self-Service is available off-campus, but is not yet available on mobile devices. 2. Log in to SAP HR Employee Self-Service via Note: You can also access Employee Self-Service via the HR website by using the Quick Links drop-down list (in the light purple bar on every web page) and selecting Log in to SAP HR Employee/Manager Self- Service (payslip, IRP5, online). You may need to allow browser pop-ups to use this option. 3. If not already logged on to single sign-on, the UCT sign in page appears. If already logged in to single signon, the SAP NetWeaver Business Client page immediately appears (see step 4). - In the Staff / student number field, enter your UCT staff number. Note: UCT staff number only, third party "T" accounts will not work. - In the Password field, enter your network password. 2 July 2018 Page 3

4 Accessing Manager Self-Service (MSS) (continued) 4. The SAP NetWeaver Business Client page appears. 5. Click the tab. 6. Home is selected in the left-hand menu and the Worklists section displays any pending leave requests. If you want to.. Review and process a leave request Review team absences (pending and approved leave requests, non-working days and public holidays) Create a leave request on behalf of a team member Add a substitute manager to process leave requests on your behalf Change or delete an existing substitution View additional team information (e.g. employee profile, pending and approved leave requests, leave balances) then.. See: Reviewing and processing a leave request See: Using the Team Calendar See: Creating a leave request on behalf of a team member See: Adding a substitute manager See: Changing or deleting an existing substitution See: Viewing additional team information 2 July 2018 Page 4

5 Reviewing and processing a leave request Background The HR website outlines the types of leave available to UCT staff members, how each leave type accrues and the circumstances under which the leave may be taken. Staff category PASS staff Academic staff Leave information Leave policy (including annual, sick, parental and family responsibility leave) Study and examination leave Leave FAQ (Frequently Asked Questions) Leave overview (infographics) Leave policy (including sick, parental and family responsibility leave) Leave FAQ (Frequently Asked Questions) Escalation of leave requests Leave requests that are not approved within 7 calendar days will be escalated to the next level of line management for approval. Procedure 1. After Accessing Manager Self-Service, the Worklists section displays any pending leave requests. 2. Choose the appropriate leave request to process by clicking the entry (in blue text) in the Type of Leave column, e.g. Sick Leave Full Pay. 2 July 2018 Page 5

6 Reviewing and processing a leave request (continued) 3. The Approve dialogue box appears, displaying the selected leave request details with the staff member s Calendar view displayed (or the last view previously chosen e.g. Team Calendar). 2 July 2018 Page 6

7 Reviewing and processing a leave request (continued) - Check the type of leave applied for, the leave dates and any notes from the staff member in the Leave Details section. - If there are attachments, click the appropriate Attachment Name in the Attachments section to open and view an attachment. If you want to view.. Your team s pending and approved leave requests, non-working days and public holidays in order to identify any clashes Note: It is good practice to check the Team Calendar if you see a warning message that another team member is also absent in the same period. The staff member s current leave balances Note: Any pending leave requests have been deducted from the displayed balances. then.. See: Using the Team Calendar. - The Time Account column indicates the type of leave e.g. Compulsory Annual Leave, Accumulative Annual Leave. - The Expiry Date column indicates when the leave expires, the leave will be lost if not taken by that date. - The Accruals column indicates the current accrual amount for each type of leave. - The Balance column indicates the current amount of leave remaining for each leave type. Note: To see the latest PASS annual leave balances, including the current month s accrual, the Show On date should be changed to the end of the current month. 2 July 2018 Page 7

8 Reviewing and processing a leave request (continued) If you want to view.. The staff member s pending (sent) and previous leave requests then.. - The staff member s pending (sent) and previous leave requests for the past 12 months are displayed. - To view older leave requests, change the date in the Show from field and click. - The leave requests are sorted in date order based on the leave date. Scrolling down will reveal older leave requests going back in time towards the date indicated in the Show from field. - If applicable, enter a note for the staff member in the New Note field in the General Data section. If you want to.. Reject a leave request then.. - An information message towards the top of the Approved dialogue box confirms that the leave request was successfully rejected. Approve a leave request - An information message towards the top of the Approved dialogue box confirms that the leave request was successfully approved. - Close the Approve dialogue box. 2 July 2018 Page 8

9 Using the Team Calendar Procedure 1. After Accessing Manager Self-Service, in the left-hand menu expand the Team menu and click Team Calendar OR If processing a leave request, click in the Approve dialogue box. 2. The team calendar appears. If processing a leave request it displays any team members with absences in the selected leave request period. If viewing the calendar outside of the leave request process it will display the current month. If you want to.. View other levels of team members that report to you (only available when viewing the calendar outside of the leave request process) then.. - Switch the Display from Direct Reports to All Employees. 2 July 2018 Page 9

10 Using the Team Calendar (continued) If you want to.. Change the alphabetical order of listed team members then.. - Select Names Ascending or Names Descending in the Sort by section. Change the displayed month (only available when viewing the calendar as part of the leave request process) Change the team calendar layout - Either click or. - Make the necessary selections using the dropdown lists in the View section e.g. Month, Quarter, Year View other team members in the calendar Print the team calendar - In the Select Team Members dialogue box, remove the tick from (if applicable) and use the Show checkboxes to decide which team members to display in the calendar. - In the Print Team Calendar dialogue box, click the Print button e.g.. - In the Print dialogue box, make the necessary selections and click OK or Print. 2 July 2018 Page 10

11 Creating a leave request on behalf of a team member Procedure 1. After Accessing Manager Self-Service, in the left-hand menu expand the Team menu and click Homepage Application for Manager Self-Services. 2. The Home page appears, displaying the Team, Birthdays and Anniversaries and Substitution sections. - In the Team section, click. 3. The Team View dialogue box appears. - Click List. 2 July 2018 Page 11

12 Creating a leave request on behalf of a team member (cont) 4. The Team View dialogue box displays team members in the list view. - If a team member is a line manager, click to display their team members. To return to the higher level view, click the name of the higher level manager (in blue text) in the Reporting Line section. - Click Menu on the right of the team member s name and choose Time Management on Behalf of Employee > Create Leave Request. 5. The Leave Request: New, On Behalf of dialogue box appears. - Create the leave request, see detailed instructions in the Employee Self-Service guide. - Once the leave request has been sent, close the Leave and Team View dialogue boxes. Note: The team member will receive an notification informing them that a leave request was created on their behalf. 6. The Home page reappears. - The leave request you created on behalf of the team member must now be processed, see Reviewing and processing a leave request. 2 July 2018 Page 12

13 Adding a substitute manager Procedure 1. After Accessing Manager Self-Service, in the left-hand menu expand the Team menu and click Homepage Application for Manager Self-Services. 2. The Home page appears, displaying the Team, Birthdays and Anniversaries and Substitution sections. 3. In the Substitution section, click. 4. The Manage Substitution Rules dialogue box appears. 2 July 2018 Page 13

14 Adding a substitute manager (continued) 5. The Create a Substitution Rule dialogue box appears. - In the Assignee field, enter the substitute manager s staff number or click to search for the person. Note: Only a staff member who is already a line manager with Manager Self-Service access can be selected as a substitute. - Select whether the Recipient (substitute manager) should receive your tasks or replace you. - Select when the substitution rule should be activated. If selecting On, a date must be selected in the field alongside. - Select when the substitution rule should be deactivated. If selecting On, a date must be selected in the field alongside. 2 July 2018 Page 14

15 Adding a substitute manager (continued) 6. The Manage Substitution Rules dialogue box reappears, displaying the substitution details. Note: If you elected for the substitute manager to replace you, it will reflect on the screen above as a Fill in Substitution Type instead of a Receive Substitution Type. - Close the Manage Substitution Rules dialogue box. 2 July 2018 Page 15

16 Changing or deleting an existing substitution Procedure 1. In the left-hand menu, expand the Team menu and click Homepage Application for Manager Self-Services. 2. The Home page appears, displaying the Team, Birthdays and Anniversaries and Substitution sections. - In the Substitution section, click. 3. The Manage Substitution Rules dialogue box appears, displaying the existing substitution details. If you want to.. Turn off an existing substitution Turn on an existing substitution then.. - In the Rule Activation column, click in the row for the preferred substitute. - In the Rule Activation column, click in the row for the preferred substitute. Delete an existing substitution - In the My Substitution Rules section, select the row containing the substitution to be deleted. The selected row is highlighted in blue. - Close the Manage Substitution Rules dialogue box. - Click to remove the selected substitution. 2 July 2018 Page 16

17 Viewing additional team information Procedure 1. In the left-hand menu, expand the Team menu and click Homepage Application for Manager Self-Services. 2. The Home page appears, displaying the Team, Birthdays and Anniversaries and Substitution sections. 3. The Team View dialogue box appears. - Click List. 2 July 2018 Page 17

18 Viewing additional team information (continued) 4. The Team View dialogue box displays team members in the list view. - If a team member is a line manager, click to display their team members. To return to the higher level view, click the name of the higher level manager (in blue text) in the Reporting Line section. If you want to.. View additional team member information then.. - Click Menu on the right of the team member s name and choose Employee Profile. - The Employee Profile dialogue box displays the selected team member s information e.g. date of birth, contract type, current salary, compensation history. View a team member s leave requests - Close the Employee Profile dialogue box. - Click Menu on the right of the team member s name and choose Time Management on Behalf of Employee > Leave Overview. - The Leave Overview dialogue box displays the team member s pending and approved leave requests. - Close the Leave Overview dialogue box. 2 July 2018 Page 18

19 Viewing additional team information (continued) If you want to.. View the team member s current leave balances then.. - Click Menu on the right of the team member s name and choose Time Management on Behalf of Employee > View Time Account Balance. - The Time Account dialogue box displays the tam member s current leave balances e.g. annual leave, study and research leave (if academic). - Close the Employee Profile dialogue box. 2 July 2018 Page 19