Manager Self Service Updating the Reports-To Field. Reference Guide Human Resource Information System (HRIS)

Transcription

1 Manager Self Service Updating the Reports-To Field Reference Guide Human Resource Information System (HRIS) V1

2 Notes:

3 Introduction to Report-To Update to Job Prior to the Reports To system enhancement, when the Reports To was changed on a Position, this change was sent to HR Central Processing for Approval and updating of the Position with the new Reports To. If the position had an incumbent, HR would also have to update the incumbent s job record for the new Reports To. This change, at times, was not happening on as timely of a basis as the department s required. The processing of this transaction is expedited by bypassing the HR Approval step and running a nightly process to update the incumbent s job record. The transaction will be completed by the next business day from when it was submitted. A nightly process will update all the job rows impacted by the change in the Reports-To. This process can only be run once a day. Only job rows where the employee is in active status are updated. The update will be based on the Effective Date entered on the Create/Modify a Position. Dates cannot be entered prior to 07/01/2007 on Position data. The date displayed will default to the Pay Period Begin Date of the next payroll cycle that has not been started or completed. On the Employee Job record you will see a Job row with the effective date you entered on the Position Reports To change with an Action Position Change and Action Reason Change in Reporting. All Job Rows that have an effective date that is greater than or equal to the Effective date entered on the Reports To change will be updated with the Report-To change. Changes to the Reports To are done on the Position Management Create/Modify Position pages. Navigation: ASU Customization>ASU HCM Custom>ASU Position Management> Create/Modify Positions

4 Figure 1 Select the Workforce Administration link If you attempt to promote one of your employees but can't find their name in your list you'll need to modify the Job Data. Presented here is an example of how to do this. Employees will only appear on the Manager Self Service Employee List when the employee s Reports To is the manager s position number. To check if this is correctly set up, navigate to the Job screen Workforce Administration> Job Information> Job Data Enter your employee s information and click on the Job Information tab. Verify that you are listed in the Reports To field.

5 Figure 2 Select the Job Data link

6 Figure 3 Select the Last Name link For the purposes of this example click into the Last Name field. Of course in you may use any of the other available criteria to search for your employee if you choose.

7 Figure 4 Click the Search button

8 Figure 5 Click on the name of the employee you are looking for.

9 Figure 6 Select the Job Information tab We've arrived at the Job Data page. Our goal is to double check the position number in the Reports To field. Access the Job Information tab to view the Reports To field.

10 Figure 7 Check to see if the Reports To number matches your position number. If it doesn't you'll need to correct that. In order to make that correction, first obtain this employee's correct position number by returning to the Work Location tab.

11 Figure 8 Click the Work Location tab

12 Figure 9 Make a note of this employee's position number before proceeding to the Modify Position area. Select the Home link

13 Figure 10 Select the ASU Customizations link To access the Modify Position area start at the ASU Customizations link.

14 Figure 11 Select the ASU HCM Custom link

15 Figure 12 Select the Create/Modify Positions link

16 Figure 13 Select the Modify Existing Position radio button

17 Figure 14 Click into the Position Number field and enter the employee s Position Number you noted from the Work Location tab.

18 Figure 15 Click the Continue >> button

19 Figure 16 Scroll to the lower part of this page.

20 Figure 17 Step A. Click the Drop Down menu button to select an Action Reason. Your modification will not be accepted by the system unless you enter an Action Reason in addition to correcting the position number in the reports to field.

21 Figure 18 Select the Change in Reporting Structure item

22 Figure 19 Step B. Click into the Reports To field to enter your position number.

23 Figure 20 Click the Save and Submit button

24 Figure 21 Click the Return button

25 Figure 22 Select the Home link This transaction is complete.

26 Not Receiving Confirmation s from HRIS? If you do not receive s notifying your of the status of your Manager Self Service transactions you may need to make another correction in the system. The following is an example of how to do this. Figure 1 Select the My System Profile link Click on My System Profile on the menu and make sure the Workflow Attribute User checkbox is checked and that your correct address is entered in the Address. If is isn t, male the changes and click Save. You will now begin to receive s.

27 Figure 2 Make sure the Workflow Attribute User checkbox is checked. Click into the Address field and type in your address.

28 Figure 3 Click the Save button

29 Figure 4 That brings us to the end of this simulation. You've just corrected the Reports To information for your employee list so that you can see them in your Promote Employee list. You have also corrected the Workflow Attribute User information so that you will receive notifications from Human Resources.