myhr Job Aid Manager Direct Access Overview This job aid provides overview information about the Manager Zone, including available transactions, checklists, and transaction processing and submission. The Manager Zone provides information about a manager s team and allows managers to: View employee information, such as personal data and compensation managers won t see diversity self-identification questionnaire, birth year and home address. Request actions job and compensation changes, transfers, promotions, and voluntary terminations. Set up designates Approve requests initiated by managers / supervisors in their reporting lines. Managers and their designates can access data and submit requests for their entire reporting line (direct reports, their direct reports, and so on). To access the Manager Zone, click the Manager Zone tab in myhr. These are the components of the Manager Zone: 1 4 5 2 3 1. Tabs Current Employees (default): Lists your current employees. Hires & Incoming Transfers: Lists new-hires and pending transferees. Note: Both tabs allow you to sort the list of employees by clicking a column heading. View Employees For: Allows users, acting as designates, to view direct report information for the designating manager. 1
View Employees for Drop-Down Menu: Allows managers, acting as designates, to view direct report information for the designating manager. 2 Employee List: Click an employee s name to see details for that employee. If you see a icon next to an employee s name, you can click the icon to see a list of their direct reports. 3 Details View: When you click an employee s name, you see additional employee details and the action drop-down menu, allowing you to view general information and initiate request s for the selected employee. 4 Links: Allows you to search for employees, view and edit designate assignments, and export the list of your employees to Excel. 5 Manger Information Centre: Allows you to view guidelines, forms, and templates for managers. Viewing Employee Profile Data To view employee information but not to take action on the employee, select View Employee Profile in the Action drop-down menu and click Go. You can view this same profile while you are in a transaction by clicking the employee s name on the transaction page. Available Transactions and Checklists The transactions available from the Action drop-down menu are: Job and Compensation Changes* One-Time Payments Promotions* Transfers* Voluntary Terminations * Includes Recurring Payments Each transaction involves a checklist, which help managers to complete all the appropriate steps. To display the checklist, make your selection from the Action dropw0-down menu and click Go. 2
3 1 2 1 Steps completed outside of myhr: Steps with a check box are completed outside the system and display an open check box in the Done column. Click Done when you complete this step. Steps marked with an asterisk must be completed and checked before you can start the request in the system using the transaction link. 2 Transaction Link: Links to the transaction screens in myhr where you will enter the details of the request and submit if for approval. 3 System Status Column: Indicates the status of each step. For steps completed outside of myhr, the system initially displays Not tracked. When you check the Done check box, the system marks the step as complete. For the transaction (e.g. Enter job and compensation changes), the column displays the current status (e.g. submitted). 4 Action Buttons: 4 Allows you to save the checklist. Saved checklists can later be accessed from the Saved Checklists tab in the My Activity Centre. Save checklists are stored for four calendar days. Use this button to indicate you have completed all required steps and to mark the checklist complete. Completed checklists can be accessed from the View History link in the My Activity Centre. you can click the Cancel button. If you decide not to proceed with a checklist, 3
Approval Process Each manager transaction is processed in myhr in the following order: 1. Manager (or designate) initiates a request in myhr. 2. myhr sends an Activity Centre task and an email notification to approver(s). 3. Approver(s) approve or decline. If an approver does not act on a task within 3 calendar days, myhr automatically sends a reminder notification. myhr escalates tasks to the next-level manager when the approver does not take action within 5 calendar days. If the next-level manager does not take action within 5 calendar days, the request expirees, and the initiating manger receives a notification. After an approver or their designate processes a request, they are not notified when the request is approved or declined by other reviewers in the approval chain. 4. myhr processes the HR data changes (assuming all reviewers approve the request). 5. myhr, on completion of the transaction, notifies the appropriate parties, including the initiator via email and through the Activity Centre. Submitting Requests for Approval 1. After entering request details, the Authorization Details screen displays. Review the list of approvers. The request will be routed to an HR Business Partner in the following cases: More than 10% increase in salary / rate More than 10% premium for an acting assignment Outside of the min and max salary / rate for the grade A change that would: o Promote someone to Grade 8 and above o Result in a decrease in Grade o Move someone from a graded to an ungraded position For One-Time Payments, the request will be routed via the following approval path: 4
Amount Who Initiates Transaction Who Approves Transaction $1 - $1500 Any employee with a direct report Initiator s Director or above AND HR Prime $1,501 - $55,000 Any employee with a direct report Initiator s Vice President or above AND Vice President HR 2. Click Next. The Final Confirmation screen displays all of the changes you are proposing. 3. Review the request details (scroll to see all sections of the screen) and click Submit, or your request will not be submitted! The request is routed for approval. If approved by all approvers, the initiating manager receives a notification in their My Activity Centre and an email. Important: Any approver may edit the changes you are requesting. If changes are made and approved, the request will appear as Approved in your email and Activity Centre. You must click the approval and view the approved changes in order to determine if any approver made a change. If declined by an approver, you receive a notification in you re my Activity Centre and an email explaining the reason for the decline. You should discuss any questions offline and, if necessary, re-initiate the request. Completing the Process Once you receive confirmation that a transaction is complete (approved or declined), return to your save checklist (My Activity Centre > Saved Checklists Tab > Checklist Name), complete any remaining required steps, then click <Transaction> Complete. If you need to view the Checklist in the future, you may access the list through the View History link on the Home screen. 5
Viewing Approval Status of Submitted myhr Requests Once you have submitted a request, and you would like to see the status for specific approvers: 1. In the My Activity Centre on the Home screen, click the Saved Checklists tab. 2. Click the Checklist for the transaction you wish to view. 3. On the Checklist screen, click the desired transaction. 4. Review the status in the System Status column. 6