ADP Manager Self Service
Contents
1. j es ane Highest Education Level Not Indicated Citizenshi 7 Additional M Info aa 5 8 Ready To Submit Military Status Not Indicated ad Disabled Veteran E Military Discharge Date E5 Next Previous Cancel Reset Done V Trusted sites Protected Mode Off fay R5 Figure 15 Personal Data Part B 17 YS E SYSTEM OF GEORGIA SHARED SERVICES CENTER Managing Work Events University System of Georgia Training Manual Enter information shown below 1 Personal Data Part A 2 Personal Data Part B 3 Job Data Part A 4 Job Data Part B 5 Pay Info 6 Citizenship 7 Additional Hire Info 8 Ready To Submit Candidate Name Jon Doe Regular Temporary Full Part Time Rate Code Shift Work Location Reporting Location Holiday Schedule Eo Er Regular v Full Time v Select Rate Code Select Shit v USG Holiday Schedule GE concer m Manager v Home Organization amp Staffing v Managing Work Events Enter information shown below 1 Personal Data Part A 2 Personal Data Part B 3 Job Data Part A 4 Job Data Part B 5 Pay Info 6 Citizenship 7 Additional Hire Info 8 Ready To Submit Candidate Name Jon Doe Full Time Student Reason For Action Employee Classification Referral Source Business Title Security Clearance Bargaining Unit Union Code Union Seniority Date Previous2. Figure 27 Pay Info 24 a SYSTEM OF GEORGIA SHARED SERVICES CENTER 4 University System of Georgia Training Manual Managing Work Events Enter information shown below 1 Personal Data Part A 2 Personal Data Part B 3 Job Data Part A 4 Job Data Part B 5 Pay Info 6 Citizenship 7 Additional Hire Info 8 Ready To Submit Done Candidate Name Jon Doe Citizenship Status Authorization and Identity List A Document Authorization and Identity Document Expiration Date Identity List B Document Identity Expiration Date Authorization List C Document Authorization Expiration Date Non US Country of Citizenship 1 Non US Country of Citizenship 2 Visa Type Visa Number Visa Expiration Date Passport Number Passport Expiration Date Country Issuing Passport nex Previous gt U S Native v m Select a Country v Select a Country v None U S Citizen v USA d GH cancer W Reset B V Trusted sites Protected Mode Off m7 R125 v Figure 28 Citizenship m For amount distributions ensure that the amounts add up correctly Please ensure you re using a valid Speedtype A current list of codes updated daily can be found here Earnings Distribution Fields 1 Personal Data Part A 2 Personal Data Part B 3 Job Data Part A 4 Job Data Part B 5 Pay Info 6 Citizenship 7 Additional Hire Info 8
3. University System of Georgia Training Manual User Manual for ADP Manager Self Service UNIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER RY University System of Georgia Training Manual Introduction to Manager Self Service MSS In Manager Self Service MSS Employee related data may be entered updated and approved if necessary Practitioners and Managers will enter and submit employee changes in MSS that will automatically feed into the Employee Record Enterprise System Ev5 For entries requiring approval Workflows will route employee change requests to the Benefits Compensation Recruitment or Executive groups and an electronic audit trail will be created This new system will streamline the way employee information is managed in our HRIS system by ensuring accurate data initiating and tracking approvals and limiting mistakes that can be made throughout a manual data entry system Introduction to Workflow in Manager Self Service Employee data changes submitted in MSS are referred to as work events and will follow various pre approved workflow paths While certain events such as Supervisor Changes required no workflow and immediately update Ev5 other events require the approval of the Budget Compensation or Benefits Department if your institutions require it Institution Specific business rules built into the workflows ensure events are routed to the appropriate workflow Work events submitted for approval but not yet
4. Work Groups Groups of people that will be given the ability to accept reject events as they come across their desk as setup up in the work flow Work Flow A specific approval path that an event will take Work Flows are pre defined by the institutions MSS committee and setup by the SSC A work flow step can be directed towards a Specific User Transfer to Manager Up to managers in the reporting hierarchy and a Work Group A work flow could consist of either approvals or notifications Approvals will pause the event work flow until the time in which the Manager or Work Group approvals or rejects that specific event Notification if chosen for the activity will send an email to the person s involved the event will pass on to the next step in the workflow Business Rules Rules that define which work flow will become active There are two types of business rules for the USG MSS System Default Business Rules define the specific group of employees that have been defined as being associated to a specific work flow Default business rules have to be setup in the portal to make a figurative umbrella over all of the employees at a specific institution Exception Business Rules are rules that define exceptions to the default business rule For example a default business rule defines a group of employees that will be selected as Faculty the exception for this rule would be if a raise of 3 were to go through than an approval by the President wi
5. Activity Employee Name wW Originator Name W Date Submitted Actions Print Figure 34 Message Center Notifications Tab 2 From the Notifications tab a Manager can see any event Notifications that were sent to him her They will be able to see the Activity Type of Work Event the name of the Employee that will be affected by the event the name of the Manager that initiated the event the date that the event was submitted and they will be able to approve or reject the event A Manager can also click on the event in the list to receive the specific details about the event All event details are not available in the notifications 3 After viewing the notification the notification can be removed from the list by clicking on the delete button to the right of the event in the list 30 University System of Georgia Training Manual Viewing Approval Rejections History RAL NIVERSITY SYSTEM OF GEORGIA gt SHARED SERVICES CENTER 4 Viewing Event Approval Rejection History University System of Georgia Training Manual A Manager may view any past approvals rejections that he she has made A Manager can also view any events that he she originated Login in as a User or Administrator Administrator Login requires a digital certification under the Manager Role Click on the Home tab and then the Approval History link See figure 35 WEL ET Ta al Home Organization amp Staffing v Reports v Welcome What s Ne E
6. Approval History Welcome To Your Employee Portal Your one stop source for HR Payroll Benefits Time Card information To access the eTime system go to the Time amp Attendance dropdown and select Welcome via the employee role To access your benefits select the Benefits dropdown via the employee role To check and update personal information go to the Personal Information dropdown via the employee role To review or update your tax withholding direct deposit or to view your pay stubs select the Pay amp Taxes dropdown via the employee role For assistance with this system please contact your local HR department Recommended Links Useful Links University System of Georgia USG Shared Services Center Portal Upgrade Information New Portal Navigation Design Overmew New Portal Navigation Design Overmew Quick Tips ADP Reporting Release 9 02 Product Release Update Done Message Center at a Glance Click the following link s to access messages and information pertinent to you Benefits News lkk Important Note Forms Library Y Trusted sites Protected Mode Off f vy 125 v Figure 35 Approval History This will then bring up the Approval History home screen From this screen the Manager logged in can view a history of events that he she has approved or rejected The Manager is also able to see Events that originated with Him H
7. Jeffrey 03 23 2011 10 26 09 03 26 2011 00 04 34 In Progress Williams Clifford Barth Jeffrey 03 07 2011 16 14 47 03 07 2011 16 23 03 Completed Figure 39 Viewing and Exporting Archived Approval History Even though a manager practitioner can delete an event in his her personal approval history the events are archived for retrieval at a later date by a Practitioner 1 Login using the Administrator login portal at www portal adp com To login as an administrator a digital certificate is required 34 UNIVERSITY SYSTEM OF GEORGIA RD SHARED SERVICES CENTER 4 2 University System of Georgia Training Manual Under the Practitioner Role Default Role when logging in to Administrator Portal verified on the right side of menu in the role selector menu mouse over the home tab and select Manage Approval History See figure 40 EZI o Human Resources Payrot Reports Welcome What s New Message Center at a Glance e _ _ _ _ Practrboner Resources Message Center rocosa histon Welcome To Your Employee Portal Click the following link s to access messages and information pertinent to you source for HR Payroll Benefits Time Card information Benefits News To the Time amp An lendance dropdown and select Welcome via the employee role a Forms Library Benefits dropdown via the employee role s Toch mation go to the Personal Information dropdown vie employee r
8. S V Trusted sites Protected Mode Off fv Q125 Figure 16 Job Data Part A E Select Action Reason X Select Employee Classification v Select Referral Source v Select Security Clearance v Select Bargaining Unit v a GE cence Rese Jv Trusted sites Protected Mode Off gv 125 Figure 17 Job Data Part B 18 N SYSTEM OF GEORGIA SHARED SERVICES CENTER University System of Georgia Training Manual Manager M Home v Organization amp Staffing v Reports v Managing Work Events Sees s Sooeoeoq a ooqj _qooqoooSSSsSSSSSSSSSSSS ooeoeyene qeywyqQ SSS ooooeoeoyeeyeoqoqoqoqoqoqoq q_qq gt s _ mmee OE0 _ OS0S SSS oo Enter information shown below Candidate Name Jon Doe 1 Personal Data Part A Selected Job Code 81FH03 Training Coordinator 2 Personal Data Part B Say Salary Grade 3 Job Data Part A Compensation Frequency Annual 4 Job Data Part B Salary Step Select Salary Step 6 Citizenship Compensation 0 00 per Select Frequency v 7 Additional Hire Info Smee iioii 40 00 8 Ready To Submit P x Salaried v Ceres yee x Salaried Variable Pay Plan Select Variable Pay Plan Split Base Select Split Base Allow Draw Geographic Differential Select Geographic Differential v Next Previous Cancel Reset Done B V Trusted sites Protected Mode Off fay R15 Figure 18 Pay Info Org
9. i To review or update your tax withholding direct deposit or to view your pay stubs select ee Poy b To xes Ae employee tole For assistance with this system please contact your local HR department Important Note Recommended Links i F Useful Links cal Et USG Shared Sermces Center Portal Upgrade Information 2010 Automatic Data Processing inc Privacy Legal Done a Trusted stes Protected Mode Off ay 415 gt Figure 40 Manage Approval History At the Manage Approval History home screen a search can be performed to retrieve transactions events both in progress or completed The search can be done by using the follow criteria date submitted last action date effective date employee name event name originator name and or worksheet ID As a Practitioner you may do a search using just the Date submitted a required field or you may choose any combination of other field to preform your search Click on the may also clear all field by clicking on the E button See figure 41 E Portal Integration Windows Internet Explorer a amp button You Favorites Suggested Sites v Acer Web Slice Gallery v adp el el e M DE thy Pager Safety Tooke O Manage Approval History This page allows you to export approval history to a csv file or purge approval history records for completed events Enter search criteria to filter the events Use the Action icon to view approval histo
10. Completed Export Export All Purge a Purge All 2010 Automatic Data Processing Inc Privacy Legal Jv Trusted sites Protected Mode Off fy vy 125 v Figure 42 View Results of Search 5 You may view the history of the event by clicking on the history icon in the actions column on the left side of the event 6 You may also select individual events for exporting or export all events found by your search criteria a Export Individual Events Put a check next to each event that you desire to exported by clicking the box next to the name Then click the button on the bottom of the screen b Export All Events Click the button on the bottom of the screen 7 Atthe Download Screen you can then download the file that was created to your hard drive for archiving by clicking on the button located after the Status in the Job row Processing may take up to a minute to reach a completed status When the status changes from in progress to completed the screen will refresh and the will appear See figure 43 36 NIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER lt NG University System of Georgia Training Manual BRS tor Human Resouces Payrot Reports Ma oval Histo View status of submitted jobs Position your cursor on Creation Date to view search criteria for the job To copy exported records to your local system click the icon next to the status If a job has
11. University System of Georgia Training Manual 2 From the approvals tab a Manager can see any events that await his her decision They will be able to see the Activity Type of Work Event the name of the Employee that will be affected by the event the name of the Manager that initiated the event the date that the event was submitted and they will be able to approve or reject the event A Manager can also click on the event in the list to receive the details of the event that the originating Manager has keyed into the system 3 After the approval rejection is made the event is removed from the list of Approvals The Event is then populated in the Approval History page see Approval Rejection History Section in this manual for more details Viewing Notifications Sent by a Work Flow 1 Inthe Message Center welcome screen click on the Notifications tab at the top of the screen under the navigation bar By default the approvals tab appears when entering the Message Center See Figure 34 Message Center Sa gt Notifications Activity list Click an Activity link to view details Use the Action icons to view approval history or remove a row from the list Click the More Information link to view additional Enter search columns Employee Name Activity Originator Name Date Submitted From To Worksheet ID Effective Date From E To E Find Clear More Information Found 0 Rows per Page 30 A Ea DE A S z
12. of 8 Candidate Name Jon Doe Start Date 04 01 2011 Position Number 81000844 Training Coordinator Department ID 8105002000 ADP Project Job Code 81FH03 Training Coordinator Comments g submit Previous a _Cancel _ Done V Trusted sites Protected Mode Off fav 125 v Figure 21 Final Comments and Submit 6 This will then start the process for the business rules selection The employee will be associated with one of the business rules that have been setup based on the logic that was used to set it up The Work Flow 20 NR ee go Caren ry University System of Georgia Training Manual which is connected to the business rule will then be started The manager s in the workflow will receive either an approval or notification activity The Approval activity requires an action on the part of the Manager s either to approve or reject the activity When all the Approvals or Notifications have been successfully meet than the event will be held in an area of Ev5 that allows HR to look it over before it is written to Ev5 creating the employee Record See Figure 22 m E Enterprise University System of Georgia KBV25159 Lo je js File Edit Desktop Tools Windows Help AAA amp File Edit Desktop View Search for Personnel Actions Empl ID Personal Information Maintain Benefit Coverages People OK Cancel Record Benefit Events People Business Expense Information Risk Management Leave of Ab
13. A A A A A Name V7 Job 7 Job Status 7 Hire Date 7 Service Date 7 00995X Affiliate Non Compensated Active 07 13 2010 07 13 2010 Submit Reset 2010 Automatic Data Processing Inc Privacy Legal Done V Trusted sites Protected Mode Off fav R125 v E Be wt M E Figure 3 From this screen all the different event types may be initiated The events with the box next to them are events that are initiated on an existing employee that reports to the logged in manager either as a direct report or as a drill down report These events consist of Employee Transfers Changing one Job and Salary Changing ones Job Status and Changing Ones Employment Status See Figure 3 above To initiate one of these events an employee must have a check next to his her name than the event s that you wish to start must have a check in the box next to the event type then press submit This then takes the initiator to a screen that allows them to enter information pertaining to the event 1 If more than one event is selected then the 1 Screen after selecting the event type and clicking submit allows the initiator to enter the effective date and any comments that they wish to about the specific event s that is are being initiated See figure 4 below 2 After any comments about the event have been entered click the button Items that have a red arrow are required items and the system will not allow the next step to start unless those field are fill
14. ED SERVICES CENTER 4 Steps for Initiating Change Job Status University System of Georgia Training Manual 3 Enter Information that is required Required information is indicated by a red arrow next to the box IE Effective Date Other information may be entered as well IE Reason for the Job Status Change whether the employee will be a Regular or Temporary Employee whether the employee will be a Full or Part Time Worker which shift they will be a part of these can include either using the job shift or not applicable how many hours they employee will be required to work what the classification of the employee will be what level of security clearance the employee will be granted if any whether the employee is a full time student or not and any other details that need to be entered See figure 6 After all desired and required fields have been entered press the Ss Hutton to proceed to the next step If you need to go back press the Wc button If the browser back button is used you will be required to re login to portal using the portal login at www portal adp com If you would like to restart the form press the Eee button See figure 6 This will then start the process for the business rules selection The employee will be associated with one of the business rules that have been setup based on the logic that was used to set it up The Work Flow which is connected to the business rule will then be started The manager s in the workflo
15. EORGIA SHARED SERVICES CENTER n University System of Georgia Training Manual Steps for Initiating a Hire suomi button 1 Click on the Hire New Employee circle See figure 12 above Click the 2 Enter required information IE First and Last Name Start Date and Department or positions Required information is indicated by the red arrow Note A manager must enter a Department or Position before they may continue even though there is no red arrow next to the box Other information such as Social Security Number Prefix Middle Name and Suffix may also be entered at this time See figure 13 Managing Work Events Enter information shown below Social Security Number Prefix First Name gt Middle Name Last Name d Suffix Start Date gt Ej m AE fon fomber K Department ID Enter Select Item v Job Code Enter Select Item Eeo Eoee Mee Figure 13 New Hire 3 After all desired and required fields have been entered press the W button to proceed to the next step If you need to go back press the Wei button If the browser back button is used you will be required to re login to portal using the portal login at www portal adp com If you would like to restart the form GH reser 4 A series of screens will then appear allowing a Manager to enter Personal Date Job Data Pay Info press the button Citizenship info and Additional Info related to hiring a new employee Required
16. Ready To Submit Done Candidate Name Jon Doe Amount A or Percent P b Select C if this is a change to the Job Earnings Distribution gt otherwise please DO NOT update this field v Salary Amt when distributing by amount The Salary amount field must match the New Salary on the previous page Please update or an error will occur 0 Press Cancel if you need to return to the previous screen Speedtype 1 Distribution 1 Do not use or signs 0 Speedtype 2 Distribution 2 Do not use or signs 0 Speedtype 3 Distribution 3 Do not use or signs 0 Speedtype 4 Distribution 4 Do not use or signs 0 End Date departmental user only Note Informational only does not update Previous TEl mm dd yyyy Y Trusted sites Protected Mode Off Figure 29 Earning Distribution Fields 5 After all the information has been entered and reviewed a Manager can then add any final comments and submit the request for the new hire See Figure 30 25 UNIVERSITY SYSTEM OF GEORGIA R SHARED SERVICES CENTER Home v Organization amp Staffing v Reports v Managing Work Events University System of Georgia Training Manual You have completed all steps for this activity Click the Submit button to initiate the approval process for this event You will not be able to return to prior steps once you have clicked on the submit button If you wou
17. a Processing status the status is automatically updated once the job completes Creation Date Job Process Submitted By Status 2010 Automatic Data Processing Inc Privacy Legal Done o Trusted sites Protected Mode Off ar RID gt Figure 43 Download Exported File 37 University System of Georgia Training Manual Assigning Manager Assigned Default and Vacation Proxies UNIVERSITY SYSTEM OF GEORGIA RY SHARED SERVICES CENTER 4 Assigning Manager Proxies University System of Georgia Training Manual Proxies can be setup by a Manager There are two different proxies that a Manager can assign Default and Vacation also known as date specific To have a vacation proxy for a pre existing event default proxy the default proxy must be edited See Editing Proxies below The proxies are setup in the portal under the Manager role Login as a user or administrator administrator login requires a digital certification and click on the role selector and select Manager Proxy Assignments can be setup and edited from the proxy assignment home screen found under Organization amp Staffing tab in the menu bar See Figure 44 Note If a proxy is not setup at the Manager level than the event will go to the SSC and not continue with the work flow WEL ETs Tag Home Organization amp Staffing v Reports v Direct Reports Proxy Assignment Welcome To Your Emplovee Portal Click the following link s to ac
18. anager role should be in the upper left hand corner of the screen Highlighted by red box If another role is currently selected click the drop down menu and select Manager Your welcome screen for your institution may vary from figure 2 Note A Practitioner rule can perform the same functions as a manager The following chart shows what menus are available from the Manager tab Manager Tab Menu Items Organization amp Staffing Welcome Manager Reports Managing Work Events Approval History Proxy Assignments Menu layout will vary depending on security UNIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER n University System of Georgia Training Manual 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 or Back button to return to the previous screen University System of Georgia Training Manual Working with Manager Self Service Te JNIVERSITY SYSTEM OF GEORGIA RD SHARED SERVICES CENTER s University System of Georgia Training Manual Initiating Work Events yee Soms oR GEORGIA SHARED SERVICES CENTER aked University System of Georgia Training Manual Initiate Work Events Login to the portal under the User Login at www portal adp com Administrator Login may be used by required the use of a digital certification While logged in as a manager you can
19. anization amp Staffing v Reports v 7 Managing Work Events EE a a Enter information shown below Candidate Name Jon Doe 1 Personal Data Part A 2 Personal Data Part B 3 Job Data Part A Citizenship Status U S Native X Authorization and Identity List A Document Authorization and Identity Document Expiration Date za 4 Job Data Part B s Identity List B Document 5 Pay Info 6 Citizenship Identity Expiration Date E 7 Additional Hire Info Authorization List C Document m 8 Ready To Submit Authorization Expiration Date ka Non US Country of Citizenship 1 Select a Country v Non US Country of Citizenship 2 Select a Country v Visa Type None U S Citizen X Visa Number Visa Expiration Date E5 Passport Number Passport Expiration Date a z Country Issuing Passport USA Next Previous Cancel Reset Done V Trusted sites Protected Mode Off 4a vy 125 v Figure 19 Citizenship 19 eee Deore op GEORGIA SHARED SERVICES CENTER ra University System of Georgia Training Manual For amount distributions ensure that the amounts add up correctly Please ensure you re using a valid Speedtype A current list of codes updated daily can be found here Earnings Distribution Fields Candidate Name Jon Doe 1 Personal Data Part A 2 Personal Data Part B Amount A or Percent P b 3 Job Data Part A Select C if this is a change t
20. approved or rejected remain pending and will not update Ev5 A couple examples of workflows with Business Rule Exceptions in MSS are e Changes to an employee s salary or job code requires Compensation approval e Increasing an employee s salary by X or XK or greater requires Compensation and Executive HR approval All workflows are routed automatically after the event has been submitted by a Manager When approval is needed a task is assigned to each approver in MSS and email alerts notifications are sent as a reminder that tasks have been generated The Initiating Manager will receive an e mail alert when the event has been approved or rejected In addition anyone in the workflow that has an approval or rejection responsibility has the ability to view the status of the event workflow after the event reaches them For more information regarding event approvals in MSS please refer to Managing Work Events Approvals Notifications A JNIVERSITY SYSTEM OF GEORGIA ms SHARED SERVICES CENTER University System of Georgia Training Manual Fundamentals of Manager Self Service To setup Manager Self Service in USG s system there are several components that must be configured to allow the system as a whole to function Work Events Work Events are the normal events that are done in institutions all around USG These events consist of Hiring Rehiring Transfers Pay Raises Job Changes and Employment Status Change
21. assword Make This Site Your Home Page Forgot your User id Forgot your Password ADP Portal Login Screen www portal adp com In the login Windows enter your ADP _ portal username and password Three failed attempts will result in a frozen account The standard username is your first initial followed by your last name ending with usg For example John Smith s Username is Jsmith usg Your specific username will be issued by the SSC HRIS department If you are having trouble with logging into the portal please contact USGDATAHELP SSC USG EDU Note Username are not case sensitive however passwords are Administrator Logins may be used however digital certificates are required for Administer and Practitioner After you have logged in the ADP Portal Welcome page will be displayed From the Welcome page you can then select which role you would like to use the functions of Employee Manager Practitioner Administrator Note A Practitioner can use the roles of a Practitioner as well as RAL NIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER na University System of Georgia Training Manual Manager and Employee however a Manager can only use the roles of Manager and Employee View Figure 1 for screen shot located on follow page Manager Self Service Layout and Navigation E Portal Integration Windows Internet Explorer https portal adp com wps i Favorites g Suggested Sites Acer Web S
22. ation go to the Personal Information dropdown via the employee role To review or update your tax withholding direct deposit or to view your pay stubs select the Pay amp Taxes dropdown via the employee role For assistance with this system please contact your local HR department Recommended Links Useful Links University System of Georgia USG Shared Services Center Portal Upgrade Information New Portal Navigation Design Overiew New Portal Navigation Design Overview Quick Tips ADP Reporting Release 9 02 Product Release Update Done Message Center at a Glance Click the following link s to access messages and information pertinent to you Benefits News W m Important Note Forms Library Y Trusted sites Protected Mode Off fg vy Q125 v Figure 32 Navigation to Message Center Approving Work Events 1 Inthe Message Center welcome screen click on the approvals tab at the top of the screen under the navigation bar By default the approvals tab appears when entering the Message Center See Figure 33 Message Center Employee Name Activity Originator Name Date Submitted From Worksheet ID Effective Date From More Information Found 0 Rows per Page 30 a Activity Print E To TS To iz ww Find a Clear A we PN x Employee Name Date Submited Figure 33 Message Center Approvals Tab 29 NA DARED SERVICES CANTER n
23. bs select the Pay amp Taxes dropdown via the employee role For assistance with this system please contact your local HR department Important Note Recommended Links Forms Library Useful Links Done Jv Trusted sites Protected Mode Off fav R125 v a 8 PYP HO 2 22PM Figure 2 This will then bring up the Managing Work Events home screen that is able to start work events that have been setup in the portal At this screen those employees that are direct reports of a manager will be able to be viewed and events started on them See figure 3 below RAL NIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER na 4 University System of Georgia Training Manual amp https portal adp com wps myportal sitemap Manager OrganizationAndStaffing ManagingWorkEvents ut p c5 04_SB8K8xLLM9MSSzPy8xB29CP00s3hzQl v 4 sly Favorites sig Suggested Sites ge Acer Web Slice Galley v adp ja gt amp Portal Integration amp amp v Pager Safetyy Toos v 8 EVE laa Home v Organization amp Staffing Reports v Managing Work Events Managing Your Employees Select the appropriate actions below for your employees Click Submit to perform the actions on the selected employee What do you want to do Hire New Employee Rehire Employee Transfer Employee s Change Job Status m Change Job amp Salary Information Change Employment Status Select the employee s you want to work with
24. cess messages and information Your one stop source for HR Payroll Benefits Time Card pertinent to you information What s New Message Center at a Glance Benefits News To access the eTime system go to the Time amp Attendance dropdown and select Welcome via the employee role To access your benefits select the Benefits dropdown via the employee role To check and update personal information go to the Personal Information dropdown via the employee role To review or update your tax withholding direct deposit or to view your pay stubs select the Pay amp Taxes dropdown via the employee role m For assistance with this system please contact your local HR department Important Note Recommended Links Forms Library Useful Links University System of Georgia USG Shared Services Center Portal Upgrade Information New Portal Navigation Design Overview New Portal Navigation Design Overview Quick Tips ADP Reporting Release 9 02 Product Release Update Figure 44 Proxy Assignments This will take you to the Proxy Assignment home screen There you will be able to create edit and delete the proxies that are required by your personal responsibilities Adding New Proxy 1 Click on the sanw button in the upper right hand side of the screen See Figure 45 UELECG A Home Organization amp Staffing Reports v Proxy Assignment This page disp
25. e of Absence Administration People Employee Development People Employee Discipline People Terminations International Reports Home Pages Self Service Actions E Process Manager Actions PCR OR OROROR CE CECE OR OE OE OES USG HR Customs Processes USG Managed Faculty Events MFE USG Personnel Action Form ic University System of Georgia Training Manual Figure 31 Where Hire Rehire are Held 27 University System of Georgia Training Manual Managing Work Event Approvals Rejections UNIVERSITY SYSTEM OF GEORGIA R SHARED SERVICES CENTER 4 Managing Employee Approvals A Manager that has been placed in a work flow either by themselves or as part of a work group may approve or reject a work event and view notifications that come across his Portal Desk This is done within the Manager Role in ADP Portal Under the Home tab click on the Message Center link See figure 33 WET Ete ga Home Organization amp Staffing Reports Zl University System of Georgia Training Manual Welcome What sir Approval History Welcome To Your Employee Portal Your one stop source for HR Payroll Benefits Time Card information To access the eTime system go to the Time amp Attendance dropdown and select Welcome via the employee role To access your benefits select the Benefits dropdown via the employee role Tocheck and update personal inform
26. e will be associated with one of the business rules that have been setup based on the logic that was used to set it up The Work Flow which is connected to the business rule will then be started The manager s in the workflow will receive button to proceed to the next button See figure 8 either an approval or notification activity The Approval activity requires an action on the part of the Manager s either to approve or reject the activity When all the Approvals or Notifications have been successfully meet than the event will be populated in Employee Record in Ev5 13 AL JNIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER p 4 Promotion University System of Georgia Training Manual Enter the required information and click Submit to complete the action Effective Date T5 mm dd yyyy Reason Select a reason v elaine X Salary Data for 00995X Affiliate Non Compensated Enter Select item Mmm e o O pe Mid 00 00 Click here for a current listing Enter Select Item Max 00 00 Salary Grade Business Title Salary Step 0 Employee Type Select a type v Salary Amount 00 00 Salary Step Select a step Percentage Change Change Rate Percent Amount Per Year New Salary Additional Job Salary Information Details Submit Reset Cancel _ Figure 8 Change Job and Salary Info Steps for Initiating Change Employment Status 3 Select which type of Employment Status Change is d
27. ed out For Example in figure 4 the Effective Date is required thus is must be filled out before continuing to the next To go back to the pervious screen press the Wea button Note If the back button of the browser window is used the user will be logged out and it will require them to relogin and redo any steps that they have done before 10 AL JNIVERSITY SYSTEM OF GEORGIA gt SHARED SERVICES CENTER University System of Georgia Training Manual UELLE CAJ Home v Organization amp Staffing Reports v Managing Work Events Start Work Events For the work event s you have started enter a common effective date Enter comments regarding the employment changes All approving managers can view these comments Effective Date al mm dd yyyy Comments Cancel 2010 Automatic Data Processing Inc Privacy Legal Done V Trusted sites Protected Mode Off fav 125 v Figure 4 Steps for Initiating Transferring Employee 3 Select what type of transfer that is being done IE Manager Department Location This is a required field and must be filled out before proceeding to the next step When ready to continue click the Seas button After all desired and required fields have been entered press the Es button to proceed to the next step If you need to go back press the Wc button If the browser back button is used you will be required to re login to portal using the portal login at www portal adp c
28. er See Figure 36 32 e SYSTEM OF GEORGIA R SHARED SERVICES CENTER ERA one Organization amp Staffing Reports SA Approval History University System of Georgia Training Manual Enter search criteria and click Find to refine Activity list Click the Activity hyperlink to view the details of the event Use the Action icons to view approval history remove a row from the list or to recall a submitted event Click the More Information link to view additional columns Status All X Employee Name Activity Originator Name Last Action Date From S To Worksheet ID Effective Date From TS To ic Find u Clear More Information Found 2 Rows per Page 30 v Activity 7 Employee Name Originator Name 7 Date Submitted gt Last Action Date O Status F Actions Work Event New Hire Johnson Richard Barth Jeffrey 03 23 2011 10 26 09 03 26 2011 00 04 34 In Progress Work Event Employment Status Change Terminate Williams Clifford Barth Jeffrey 03 07 2011 16 14 47 03 07 2011 16 23 03 Completed u Print 2010 Automatic Data Processing Inc Privacy Legal Done Y Trusted sites Protected Mode Off f v Q125 v Figure 36 Approval History Home Screen From the Approval History home screen a Manager has the ability to view work events that have been completed by clicking on the name of the activity As well as recall a work event that has not been completed To edit or recall a work event that step
29. esired IE Leave of Absence Paid Leave of Absence Unpaid Terminate See Figure 9 Managing Work Events Januario DePonte gt Change Employment Status Employee Name Januario DePonte Status Active Employee ID 0229660 Job 00995X Affiliate Non Compensated Hire Date 07 13 2010 Department 4301059414 HRS Payroll amp HR Operations Service Date 07 13 2010 Location 430 Kennesaw State University Employee Type Salaried Pay Group 43N Payroll Department Number Change Employment Status Select Leave of Absence Paid Leave of Absence Unpaid Terminate Cancel Figure 9 4 Enter additional information about the change in employment Leave of Absence Paid Unpaid types require a Begin Leave Date indicated by a red arrow Other information such as Expected Return Date and Reason for the leave may also be entered at this time See Figure 10 Terminations require a date of termination and Reason for the Termination indicated by the red arrow Other information such as if the employee will be eligible for Re Hire and or Severance as well as Date they were given notice and or last day they worked may also be filled out at this time If an employee has lost his her life an event of employee Change Employment Status selecting Terminate could be used to indicate that event See Figure 11 5 After all desired and required fields have been entered press the Bs Hutton to proceed to the next step If yo
30. field are indicated by the red arrow next to the field See figures 14 20 below After information has been populated in each screen press the W button or press the menu item on the left side of the screen To go back press the menu Item on the left side of the screen for the desired field To cancel the New Hire process press the EZS cancel button To reset all fields press the button 16 a SYSTEM OF GEORGIA RD SHARED SERVICES CENTER University System of Georgia Training Manual WEE ga Home v Organization amp Staffing Reports Managing Work Events Ce e ener eee rere ee ee reese rece reece eee eee ee ee ees Enter information shown below Candidate Name Jon Doe 1 Personal Data Part A Street 2 Personal Data Part B Apt Suite 3 Job Data Part A Aides Ulan 4 Job Data Part B z City Town 5 Pay Info iy State Province Select State 6 Citizenship 7 Additional Hire Info Postal Zip 8 Ready To Submit amaenn i USA County Home Phone EoD Eeen Mee V Trusted sites Protected Mode Off gv Q125 v Figure 14 Personal Data Part A Manager v Organization amp Staffing v Managing Work Events Enter information shown below Candidate Name Jon Doe 1 Personal Data Part A Race Ethnicity Select Race Ethnicity v 2 Personal Data Part B Ethnic Group Select Ethnic Group v 3 Job Data Part A Gender Select Gender v 4 Job Data Part B Marital Status Single
31. inate Williams Clifford i a Terminate Enter the required information and click Submit to complete the action Termination Date gt 03 07 2011 Reason for Termination gt TMP End Temporary Employment Eligible for Re Hire Yes Eligible for Severance Date Notice Given Date Last Worked Date of Death Additional Employment Status Information Details m Figure 38 Exit Popup window Deleting Completed Work Events in History 1 Click on the amp button on the right side of the work event that you would like to delete See figure 39 Recalling Work Event in Progress 1 Click on the button on the right side of the work event that you would like to recall See figure 39 UR Home Organization amp Staffing Reports Approval History Enter search criteria and click Find to refine Activity list Click the Activity hyperlink to view the details of the event Use the Action icons to view approval history remove a row from the list or to recall a submitted event Click the More Information link to view additional columns Status All v Employee Name Originator Name Worksheet ID More Information Found 2 Rows per Page 30 v ES Activity Work Event New Hire Work Event Employment Status Change Terminate Print Activity Last Action Date From S To Effective Date From To 5 Find Clear Employee Name Date Submited Johnson Richard Barth
32. initiate work events You can do this by selecting the manager role from the role selector on the upper left hand of the welcome screen See figure 1 above for details Once in the manager user role you can initiate the work events by going to Managing Work Events located under the Organization amp Staffing tab See figure 2 below nt eS py sitemap Manager Home Welcome lut p c5 04_SB8KBxLLM9MSSzPy8xB29CP00s3hzQl cDDy9vA3d3V2cnA09fQ1 czjzB3 K Favorites 3 e Suggested Sites vg Acer Web Slice Gallery v adp amp Portal Integration e v yy v Page v Safety v Tools v 8 e Log Off Welcome Jeffrey Barth VAE ONKIINI JORR Home Organization amp Staffing Reports Direct Reports What s New E Message Center at a Glance Managing Work Events Proxy Assignme Welcome To Your Employee Portal Click the following link s to access messages and information Your one stop source for HR Payroll Benefits Time Card pertinent to you information Benefits News To access the eTime system go to the Time amp Attendance dropdown and select Welcome via the employee role To access your benefits select the Benefits dropdown via the employee role ie l To check and update personal information go to the Personal Information dropdown via the employee role To review or update your tax withholding direct deposit or to view your pay stu
33. itted Jobs Monitor Click More Information link to view additional columns Status Completed Employee Name Submitted Jobs Monitor Date Submitted From gt 04 07 2011 E To gt 04 07 2011 Event Name Select an option X Last Action Date From T To Originator Name Effective Date From To Worksheet ID a Find Clear ae Employee Name Originator Name Date Submited meer oe l Work Event Employment Status Change Anthony Susan 0239500 Potter Harry 0239499 04 07 2011 13 52 16 04 07 2011 13 53 08 Recalled Work Event Employment Status Change Anthony Susan 0239500 Potter Harry 0239499 04 07 2011 17 48 51 04 07 2011 17 49 26 Recalled Work Event Job and Salary Change McDonald Ronald 0239501 Smith John 0239498 04 07 2011 08 02 30 04 07 2011 08 32 10 Completed Work Event Job and Salary Change Hancock Herbie 0239502 Smith John 0239498 04 07 2011 17 22 55 04 07 2011 17 27 56 Completed Work Event Job and Salary Change McDonald Ronald 0239501 Smith John 0239498 04 07 2011 13 41 59 04 07 2011 13 47 14 Completed Work Event Job and Salary Change McDonald Ronald 0239501 Smith John 0239498 04 07 2011 13 38 39 04 07 2011 13 40 19 Completed Work Event Job and Salary Change McDonald Ronald 0239501 Smith John 0239498 04 07 2011 07 48 00 04 07 2011 07 51 20 Recalled Work Event Job and Salary Change McDonald Ronald 0239501 Smith John 0239496 04 07 2011 17 21 32 04 07 2011 17 38 10
34. lays the proxies established for workflow To change a proxy assignment click the appropriate underlined event To add a new event proxy click Add New Add New Figure 45 Adding New Proxy 39 Nek SHARED SERVICES CENTER n University System of Georgia Training Manual 2 You are then taken to the entre form for New Proxies From here you can select which event you would like this proxy to apply to As well as how many days will pass before the proxy will pass this event on in the case of a default proxy or which specific dates in which all events will be automatically routed to the proxy in the case of a Specific Date Proxy or Vacation Proxy Proxies can be assigned to a Work Group Up to a reports to Manager maximum of 10 levels or to a Specific Manager See Figure 46 WELET Home Organization amp Staffing Reports v Proxy Assignment This page establishes a proxy assignee for workflow events A default proxy can be assigned after a certain number of days or a proxy assignment can be set for a specific date range Click Save to save your changes Event Name Select an option v Default Proxy Assignment After days assign proxy for this event to None Specific Date Proxy Assignment One Level Up Work Group a Cancel Reset Specific Manager Figure 46 3 After desired information has been entered click on the se button See Figure 46 above To cancel the proxy creation process click the but
35. ld like to return to prior steps to review your entries click the Previous button Step 8 of 8 Candidate Name Jon Doe Start Date 04 01 2011 Position Number 81000844 Training Coordinator Department ID 8105002000 ADP Project Job Code 81FH03 Training Coordinator m Comments Submit Previous Cancel V Trusted sites Protected Mode Off fa vy 125 v Figure 30 Final Comments and Submit This will then start the process for the business rules selection The employee will be associated with one of the business rules that have been setup based on the logic that was used to set it up The Work Flow which is connected to the business rule will then be started The manager s in the workflow will receive either an approval or notification activity The Approval activity requires an action on the part of the Manager s either to approve or reject the activity When all the Approvals or Notifications have been successfully meet than the event will be held in an area of Ev5 that allows HR to look it over before it is written to Ev5 updating the employee record See Figure 31 26 lt gt NIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER TA Enterprise University System of Georgia KBV25159 File Edit Desktop Tools Windows Help Edt Desktop View Personnel Actions Personal Information Maintain Benefit Coverages People Record Benefit Events People Business Expense Information Risk Management Leav
36. lice Gallery adp amp Portal Integration Welcome Jeffrey Barth AAACONNI STATE M Edit page content Manager ome What s New Message Center at a Glance Welcome To Your Employee Portal Click the following link s to access messages and information pertinent to you Your one stop source for HR Payroll Benefits Time Card information Benefits News To access the eTime system go to the Time amp Attendance dropdown and select Welcome via the employee role To access your benefits select the Benefits dropdown via the employee role r To check and update personal information go to the Personal Information dropdown via the employee role To review or update your tax withholding direct deposit or to view your pay stubs select the Pay amp Taxes dropdown via the employee role For assistance with this system please contact your local HR department Important Note Recommended Links s F Lib Useful Links orms Library University System of Georgia USG Shared Services Center Portal Upgrade Information New Portal Navigation Design Overview New Portal Navigation Design Overview Quick Tips ADP Reporting Release 9 02 Product Release Update 2010 Automatic Data Processing Inc Privacy Legal J Trusted sites Protected Mode Off fav 125 v Figure 1 Manager Welcome Screen To perform tasks in Manager Self Service that M
37. ll be required Important The default business rule must cover all of the employees at an institution without creating overlaps in the overage Event Workflow Define which work flow will be connected to which business rule Priority An order can be defined as to which business rules the system will recognize first The Priority is used when exceptions are involved in the setup of the institution Proxy An Alternate Manager s that can take the responsibility of an approval rejection of a work event There are two different proxy types setup in the USG system Default and Manager Assigned Proxies Default Proxy is setup at the SSC to care for lost events events that have been stalled or employees that have not been defined in a business rule these events will be sent to the SSC at MSS SSC USG EDU Manager Assigned Proxies are defined by a manager and overrules the default proxy however offers the same functions A manager can setup a default assigned proxy and a vacation proxy or proxy setup from Date to Date Tee SYSTEM OF GEORGIA SHARED SERVICES CENTER t University System of Georgia Training Manual Logging into Manager Self Service You will access MSS from the ADP Portal Launch your web browser Internet Explorer 7 or 8 recommended and navigate to www portal adp com Click on the User Login button user Login Administrator Login a First Time Users Register Here Need Help Getting Started a e Profile P
38. must be taken before the first step in the work flow is completed A Manager can also delete any completed work events from the log Viewing Work Events 1 Click on the completed work event activity name See figure 37 SCRA Home Organization amp Staffing Reports Approval History Enter search criteria and click Find to refine Activity list Click the Activity hyperlink to view the details of the event Use the Action icons to view approval history remove a row from the list or to recall a submitted event Click the More Information link to view additional columns Status All v Employee Name Activity Originator Name Last Action Date From al To Ta Worksheet ID Effective Date From To tS a Find Clear More Information Found 2 Rows per Page 30 v Work Event New Hire Johnson Richard Barth Jeffrey 03 23 2011 10 26 09 03 26 2011 00 04 34 In Progress K 5 lt Work Event Employment Status Change Terminate Williams Clifford Barth Jeffrey 03 07 2011 16 14 47 03 07 2011 16 23 03 Completed N D x u Print Figure 37 View Completed Work Events 2 Inthe pop up window you can view the details of the event that completed To close the window click on the Wc button or the X in the upper right hand corner of the window See Figure 38 33 eee ERSITY SYSTEM OF GEORGIA RD SHARED SERVICES CENTER University System of Georgia Training Manual Work Event Employment Status Change Term
39. ng Reports v Managing Work Events Januario DePonte gt Change Job and Salary Info Employee Name Januario DePonte Status Active Employee ID 0229660 Job 00995xX Affiliate Non Compensated Hire Date 07 13 2010 Department 4301059414 HRS Payroll amp HR Operations Service Date 07 13 2010 Location 430 Kennesaw State University Employee Type Salaried Pay Group 43N Payroll Department Number Compensation Rate 00 00 Per Year Position Salary Grade Min 00 00 Salary Step 0 Mid 00 00 Compa Ratio 0 0 Max 00 00 Change Job amp Salary Info gt Select X Promotion Demotion Lateral Change aad Salary Change Figure 7 4 Enter information pertaining to the type of job or salary change selected This information could include but is not limited to required information Effective Date non required information Reason for the change New position New Job Business Title Employee Type and Change rate either Percent or specific amount See Figure 8 Depending on which type of change is selected screen may differ slightly 5 After all desired and required fields have been entered press the Msn step If you need to go back press the Wc button If the browser back button is used you will be required to re login to portal using the portal login at www portal adp com If you would like to restart the form press the 6 This will then start the process for the business rules selection The employe
40. o Cancel Reset A series of screens will then appear allow a Manager to enter Personal Date Job Data Pay Info Citizenship info and Additional Info related to hiring a new employee Required field are indicated by the red arrow next to the field See figures 23 29 below After information has been populated in each Press the Wea button To reset the form press the button screen press the button or press the menu item on the left side of the screen To go back press the menu Item on the left side of the screen for the desired field To cancel the New Hire process press the cel button To reset all fields press the E ems button Home v Organization amp Staffing v Reports v Managing Work Events 1 Personal Data Part A 2 Personal Data Part B Enter information shown below Candidate Name Jon Doe Street Apt Suite 3 Job Data Part A PASSE 4 Job Data Part B City Town 5 Pay Info iti State Province Select State 6 Citizenship 7 Additional Hire Info Postal ZIP 8 Ready To Submit Country USA County Home Phone wa Next Cancel wa Reset J Trusted sites Protected Mode Off fq v Q125 v Figure 23 Personal Data Part A 22 a SYSTEM OF GEORGIA li my SHARED SERVICES CENTER Managing Work Events University System of Georgia Training Manual Enter information shown below 1 Personal Data Part A 2 Personal Data Part B 3 Job Data Par
41. o the Job Earnings Distribution gt 4 Job Data Part B otherwise please DO NOT update this field v 5 Pay Info 6 Citizenship 7 Additional Hire Info 8 Ready To Submit Salary Amt when distributing by amount The Salary amount field must match the New Salary on the previous page Please update or an error will occur Press Cancel if you need to return to the previous screen Speedtype 1 Distribution 1 Do not use or signs 0 Speedtype 2 m Distribution 2 Do not use or signs 0 Speedtype 3 Distribution 3 Do not use or signs 0 Speedtype 4 Distribution 4 Do not use or signs 0 End Date departmental user only Note Informational only does not update Fa Col mmdd yyyy Next Previous Cancel _ Reset Done V Trusted sites Protected Mode Off fav 12 v Figure 20 Earning Distribution Fields 5 After all the information has been entered and reviewed a Manager can then add any final comments and submit the request for the new hire See Figure 21 WELET ga Home Organization amp Staffing Reports zj Managing Work Events ea J You have completed all steps for this activity Click the Submit button to initiate the approval process for this event You will not be able to return to prior steps once you have clicked on the submit button If you would like to return to prior steps to review your entries click the Previous button Step 8
42. om If you would like to restart the form press the Ge button See Figure 5 This will then start the process for the business rules selection The employee will be associated with one of the business rules that have been setup based on the logic that was used to set it up The Work Flow which is connected to the business rule will then be started The manager s in the workflow will receive either an approval or notification activity The Approval activity requires action on the part of the Manager s either to approve or Reject the Activity When all the Approvals or Notifications have been successfully meet than the event will be populated in Employee Record in Ev5 Manager Home y Organization amp Staffing v Reports v Managing Work Events Januario DePonte gt Transfer Employee Name Januario DePonte Status Active Employee ID 0229660 Job 00995xX Affiliate Non Compensated Hire Date 07 13 2010 Department 4301059414 HRS Payroll amp HR Operations Service Date 07 13 2010 Location 430 Kennesaw State University Employee Type Salaried Pay Group 43N Payroll Department Number Type of Transfer gt Location Location Enter the required informatign and Transfer Date Fa mm dd yyyy Reason for Transfer Select a Reason ee 4 Enter Select Item Additional Transfer Infg mation Details Submit a Reset Cancel Figure 5 Transfer 11 A JNIVERSITY SYSTEM OF GEORGIA gt SHAR
43. p 7 Additional Hire Info 8 Ready To Submit Candidate Name Jon Doe Full Time Student Reason For Action Employee Classification Referral Source Business Title Security Clearance Bargaining Unit Union Code Union Seniority Date Previous ten University System of Georgia Training Manual o Select Action Reason v Select Employee Classification v m Select Referral Source v Select Security Clearance v Select Bargaining Unit v la Cancel P Manager Managing Work Events Enter information shown below 1 Personal Data Part A 2 Personal Data Part B 3 Job Data Part A 4 Job Data Part B 6 Citizenship 7 Additional Hire Info 8 Ready To Submit Home Organization amp Staffing Reports v Candidate Name Jon Doe Selected Job Code Salary Plan Salary Grade Compensation Frequency Salary Step Compensation Standard Hours Paygroup Employment Type Variable Pay Plan Split Base Allow Draw Geographic Differential tex Previous Annual J Trusted sites Protected Mode Off fq v R125 v Figure 26 Job Data Part B 81FHO3 Training Coordinator Select Salary Step 0 00 per Select Frequency v 40 00 Salaried v Salaried i Select Variable Pay Plan Select Split Base Select Geographic Differential v Cancel Reset i A Trusted sites Protected Mode Off far R15
44. r the required information and click Submit to complete the action Termination Date d fo mm dd yyyy Reason for Termination gt Select a Reason Eligible for Re Hire Yes No Eligible for Severance Yes No Date Notice Given al mm dd yyyy Date Last Worked ol mnvVdd yyyy Date of Death x mm dd yyyy Additional Employment Status Information Details a Submit Reset a Cancel Figure 11 Terminate A Hire or Re Hire event can be initiated from the Manage Work Events home screen by clicking on the Manage Work Events link in the Organization amp Staffing tab located in the manager role menu See Figure 2 above for details The Hire and Re Hire events have circles next to them This indicates that you may only do one or the other a Manager may not choose to do both See figure 12 Managing Work Events Managing Your Employees Select the appropriate actions below for your employees Click Submit to perform the actions on the selected employee What do you want to doj Hire New Employee Rehire Employee Transfer Employee s Change Job amp Salary Information Select the employee s you want to work with a van Name V Job V Januario DePonte 00995xX Affiliate Non Compensated g submit g Reset Change Employment Status Change Job Status m A Job Status V A Service Date V Active 07 13 2010 as Hire Date V 07 13 2010 Figure 12 Hire or Re Hire Work Event 15 YS E N SYSTEM OF G
45. ry To view status of submitted jobs click Submitted Jobs Monitor Click More Information link to view additional columns In Progress Employee Name Submitted Jobs Monitor From gt Event Name Select an option X To 5 Originator Name i F To Worksheet ID g Fina clear More Information Found 0 Rows per Page 50 A E E A x A z A 5 pm o Eventname gt Employes Heme Date Submited Last Action Date status Actions Export Export All _ Purge Purge All 2010 Automatic Data Processing Inc Privacy Legal Doni ov Trusted sites Protected Mode Off fay R125 v Figure 41 Enter Fields for Search 35 UNIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER 4 4 The results of the search are then displayed below the title field See Figure 42 University System of Georgia Training Manual E Portal Integration Windows Internet Explorer A Favorites is Suggested Sites j Acer Web Slice Gallery v g adp amp Portal Integration A By amp am Pager Safetyy Toos 9 4 Welcome Jeffrey Barth MACON STATE Edit page content ie laitigeae Home Human Resources v Payroll v Reports v Manage Approval History SS OOOO This page allows you to export approval history to a csv file or purge approval history records for completed events Enter search criteria to filter the events Use the Action icon to view approval history To view status of submitted jobs click Subm
46. sence Administration People Employee Development People Employee Discipline People Terminations E Process Manager Actions re Rehire USG HR Customs Processes USG Managed Faculty Events MFE USG Personnel Action Form Board Figure 22 Where Hire Rehire are Held Steps for Initiating Re Hire The Re Hire option is for person s that have worked for USG in the past At the time of their termination the box that indicates if they are available for rehire must be checked Submit 2 Search for the previous employee that is to be Re Hired by either their Social Security Number or Previous Employee ID Click the W button to continue To Cancel Press the Wee button To Reset 3 Enter required information Start Date and Department ID or Position Number Required field are 1 Click the box next to Re Hire Employee See figure 12 above Click on the button reset the form press the button indicated by a red arrow Note A Department ID or Position Number is a required field though there is no red arrow Other required information will automatically be populated with the information that was previously entered into the Employee Record Ev5 from the previous employment at USG After all 21 i UNIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER University System of Georgia Training Manual required and desired information has been populated in the field press the button T
47. t A 4 Job Data Part B 5 Pay Info 6 Citizenship 7 Additional Hire Info 8 Ready To Submit Candidate Name Jon Doe Race Ethnicity Ethnic Group Gender Marital Status Highest Education Level Birth Date Disabled Military Status Disabled Veteran Military Discharge Date ES Previous Select Race Ethnicity v Select Ethnic Group a Select Gender v Single X Not Indicated v E a Not Indicated X T E Ecc Rew m UEUET GA Home Organization amp Staffing v Managing Work Events Enter information shown below 1 Personal Data Part A 2 Personal Data Part B 3 Job Data Part A 4 Job Data Part B 5 Pay Info 6 Citizenship 7 Additional Hire Info 8 Ready To Submit 7 Candidate Name Jon Doe Regular Temporary Full Part Time Rate Code Shift Work Location Reporting Location Holiday Schedule ES Previous V Trusted sites Protected Mode Off fv Q125 Figure 24 Personal Data Part B Regular v Full Time v Select Rate Code Select Shit v USG Holiday Schedule V Trusted sites Protected Mode Off fy R125 Figure 25 Job Data Part A 23 NIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER lt Managing Work Events Enter information shown below 1 Personal Data Part A 2 Personal Data Part B 3 Job Data Part A 4 Job Data Part B 5 Pay Info 6 Citizenshi
48. ton To reset the proxy form click the res button 4 The Proxy Assignment will then appear on the Proxy Assignment home screen See Figure 47 5 To enter additional proxies repeat steps 1 4 Home v Organization amp Staffing v Reports v Proxy Assignment This page displays the proxies established for workflow To change a proxy assignment click the appropriate underlined event To add a new event proxy click Add New id new Work Event New Hire Assigned to Work Group ZZDefault Workgroup After 3 days Work Event Transfer Assigned to Work Group ZZDefault Workgroup From 04 01 2011 to 04 05 2011 Figure 47 Edit Proxy Assignments Proxy Assignments need to be edited if a Manager must change a default proxy or if they would like to change a Proxy from a default proxy to a Vacation Proxy 1 Click on the Event Name of the Proxy that needs to be edited This will then take you back into the proxy details page See Figure 47 above Any changes that need to be made can be made here To change a default proxy to a vacation proxy click on the Specific Date Proxy button This will then allow specific date to be entered where if the event occurs between those two dates it is automatically be transferred to the proxy 2 After desired information has been entered then click on the se button See Figure 46 above To cancel the proxy creation process click the button To reset the proxy form click the rese b
49. u need to go back press the Wc button If the browser back button is used you will be 14 AL JNIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER p 4 University System of Georgia Training Manual required to re login to portal using the portal login at www portal adp com If you would like to restart the form press the e button See figure 10 or 11 This will then start the process for the business rules selection The employee will be associated with one of the business rules that have been setup based on the logic that was used to set it up The Work Flow which is connected to the business rule will then be started The manager s in the workflow will receive either an approval or notification activity The Approval activity requires an action on the part of the Manager s either to approve or reject the activity When all the Approvals or Notifications have been successfully meet than the event will be populated in Employee Record in Ev5 Change Employment Status P Leave of Absence Paid v Leave of Absence Paid Enter the required information and click Submit to complete the action Begin Leave Date gt T5 mm dd yyyy Expected Return Date cal mm dd yyyy Reason Select a Reason v Additional Employment Status Information Details a Submit Reset Cancel Figure 10 Leave of Absence Initiating Hire and Re Hire Change Employment Status gt Terminate X Terminate Ente
50. utton 40 A INIVERSITY SYSTEM OF GEORGIA RY SHARED SERVICES CENTER d University System of Georgia Training Manual Delete Proxy Assignments To delete a Proxy Assignment a Manager must first edit the event See Editing Proxy Assignments above 1 Once you are in the editing proxy screen you can delete a proxy assignment See figure 43 above 2 To delete the proxy click the Wee button See figure 46 above 41
51. w will receive either an approval or notification activity The Approval activity requires an action on the part of the Manager s either to approve or reject the activity When all the Approvals or Notifications have been successfully meet than the event will be populated in Employee Record in Ev5 Managing Work Events Januario DePonte gt Change Job Status Employee Name Januario DePonte Status Active Employee ID 0229660 Job 00995xX Affiliate Non Compensated Hire Date 07 13 2010 Department 4301059414 HRS Payroll amp HR Operations Service Date 07 13 2010 Location 430 Kennesaw State University Employee Type Salaried Pay Group 43N Payroll Department Number a Change Job Status Enter the required information and click Submit to complete the action Effective Date gt T5 mmdd yyyy Reason Select a Reason Regular Temporary Regular Temporary Full Part Time Full Time Part Time Shift Select a Shift Standard Hours Employee Classification Security Clearance Full Time Student Additional Job Status Information Figure 6 Change Job Status Steps for Initiating Change Job and Salary Info 3 Select which job or salary change you would like to make IE Promotion Demotion Lateral Change Salary Change See Figure 6 12 AL JNIVERSITY SYSTEM OF GEORGIA SHARED SERVICES CENTER rm t University System of Georgia Training Manual Home v Organization amp Staffi
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