Before We Get Started

ADP Portal forManager Self ServiceApril – June 2009Manager Approvals and Other HR TransactionsDalton State College MSS

Before We Get Started This an additional one hour class for manager self service– break observed prior to beginning 2nd hour Other Housekeeping Issues: Restrooms and vending machines Cell Phone, PDAs, Pagers: Please have courtesy to turn off or adjust to vibrate Questions reserved for last 5 minutes of our session MSS

Class Objectives To provide an overview to the ADP Self Service portal and some hands-on information for Managers specific approvals and other human resource transactions effective August 2009. Approving other faculty, staff and student worker time entries for the pay period and related workflow Addressing human resource needs to new hires, transfers, change requests and other related HR transactions Accessing specific reports for managerial review MSS

Agenda MSS

Data Flow Diagram Inputs to EV5 which is the ADP HR/Payroll Systems ADP stands for Automated Data Processing MSS

Definitions/ Clarifications ESS – Employee Self Service allows employees to enter/update addresses, phone numbers, emergency contacts, tax withholding updates, direct deposit setup, view pay statements via the ADP portal. MSS – Manager Self Service is where work events will perform job actions such as new hires, promotions, transfer and other employee data which are managed through workflow. EV5 – This is the core ADP Database which connects to other modules for HR/Payroll. It allows the review of past and present employees, performs data entry and other labor management and leave of absence status changes. E-Time – This is used to process payroll. It includes all data entry, editing, scheduling and reporting. The system processes punches at the clock, web timesheets for review and approval prior to managerial approval. It also tracks employee vacation and sick time off. BOSS – (Benefits) allows employees to enter or update any benefit specific data for elections, dependents, family status changes, etc. MSS

!Remember ! Caution: Do not use the back button in your tool bar. This will take you out of the Self Service application. If you want to go back to one of the previous steps, click the previous button. MSS

ADP Portal Navigation Open Windows Internet Explorer browser, by using desktop icon or go to Start button MSS

ADP Portal Navigation Web Address www.portal.adp.com is entered here MSS

ADP Portal Navigation At DSC Quick Jump, Select Human Resources to get to HR Departmental web page. MSS

ADP Portal Navigation At Human Resources Departmental web page, select Portable Personnel File (New ADP). This will take you to the ADP Portal Login page MSS

ADP Portal Navigation Enter web Address: www.portal.adp.com Log using your Registered User ID and Password Manager Self Service Begins with Entry into ADP Home Portal Page MSS

ADP Home Portal/ Welcome Page Select Manager Tab/ Menu option to create necessary HR events such as change employee’s status, job or salary changes, etc. MSS

ADP Home Portal/ Manager Page This is the Manager Home page If you wish to see all of your direct reports above the page, use Cntrl + F. All your employees should be able to select and view any of the employees’ HR actions to be requested. MSS

Managing Tab Options • Home • Task List • Approval History • Managing Work Events • Proxy Assignments • Reports Direct Reports are noted above and Actions or Events are in the lower half of the Manager’s Home page MSS

Manager Tab • Home -Workspace will display Direct Reports list of your employees you are assigned based on your login. • Task List – If you are an approver, you will see all submitted work events waiting for your approval. Also, any notifications of employees changes you should be aware of but require no actions on your part. • Approval History – Lists all of your actions that you have entered whether approved or reject or those that are in-process. • Managing Work Events – click on link to make changes to employee data that include the following: Hire New Employees; Transfer Employee; Change Job & Salary Information; Change of Job Status; change Employment Status; Rehire Employee MSS

Manager Tab (Continued) • Proxy Assignment – At the beginning, the manger will need to have his/her direct report to approve their time entries. In the event that someone who is equivalent that will be approving for you, a proxy will be needed. Thus, VP needs another VP to sign or approve when he is vacant. • Reports – Allows you to pull a variety of pre-defined reports about all the employees in your task list. If managers are delegating work to employees within Manager Self Service, just realize that this data is sensitive and confidential. The individual they are giving proxy to may be able to view other’s confidential information. MSS

Workflow in MSS All work events visible under the Approvals section require immediate attention All work events visible under the Notification section does not require any action on your part. Just to notify you of work events in process. MSS

Workflow in MSS All can be Approved or Rejected individually to the left of each row or in total at the bottom of the page You must Click on Submit in order to process the approval/rejection All can be Approved or Reject in total. MSS

Approvals & Notifications There are two types of actions which can occur when a work event has been entered. Two types are person and workgroup. Currently managers are person and not a workgroup. • Manager Self Service (MSS) can notify a person or group that an event has been entered. • It can require that a specific person or workgroup approve or reject the event before it is loaded into the EV5 (payroll) system. • If you are setup to receive either the Approvals and/or Notifications when an event has be entered, you can view them in the Task List in the manger tab within MSS It is important to check your Task List frequently to act on events which require your approval so they are not delayed. MSS

Proxy Assignment Proxies allow for another employee at a lateral level and who also has security access to Manger Self Service, the ability to approve or reject employee work events on their behalf. To begin a workflow, the Manager needs the direct report to approve the event. MSS

Proxy Assignment Proxy Assignments can be for Number of Action Days (which will be inclusive of weekends and holidays). From /To dates are generally more commonly used for out-of-office situations, vacations, conferences, etc. Select the “Send to Proxy Directly” box to begin forwarding Remember to Save to initial the Proxy Assignment. No need to return to clear fields out if proxy assignment time period has expired/passed. MSS

!Remember! Please notify Payroll when you will be absent and another person will be delegating your approval on the timecards. MSS

ADP Home Portal/ Welcome Page Select Time Tab/ Menu option to get to eTime and Approve your employees time entries. MSS

ADP Home Portal/ Welcome Page Select Managers/Approvers: Click Hereto access eTIME. MSS

ADP Home Portal/ Welcome Page Select My QuickNavs to access Reconcile Time or other summary reports to approve exceptions such as Overtime, Missing punches, etc., first. MSS

Manager’s Approval Notifications for Employees TimeCard Select Time tab from menu options and then Select from the Time and Attendance section, Managers/Approvers: Click Here to access eTime This will link will allow the Managers/any approver to edit and approve the employee’s time entries without access to the Manager’s tab. MSS

Exception MSS

Adding new or missing punches from a QuickNav From the “My QuickNav” tab, select the employee to review Click on one Name or hold the Cntrl + Shift to select several names (highlighted in yellow) for review Select Timecard link in upper left corner Select Punch from the tab options and then Edit from drop down in order to edit time entries for employees Pay codes organize time. Vacation and sick are examples of pay codes. MSS

Adding new or missing punches from a QuickNav Select Reconcile Time from the My QuickNavs Tab The above timecard entry example is for Bi-Weekly Badges (Maintenance, Custodial, etc.) My QuickNav: Reconcile Time, Account Balance, Check Overtime, Quick Find Jobs, Shift Start, Schedule Editor, Pay Period Close, Attendance Review, My Calendar MSS

Adding new or missing punches from a QuickNav From the Timecard tab, select the employee to review. Confirm the Name of Employee for the Time Period being reviewed. Always will default to Current Period. Select the row/date which the punch is to be edited (it will be highlighted in yellow); then select Punch> Edit. MSS

Adding new or missing punches from a QuickNav From Reconcile Time select Punch > Add A Punch to insert new or missing punches From the pop-up window complete the information to Add Punch to employee’s entry. Click on Comments button if you wish to add comments to the punch. Then OK to confirm as saving. MSS

!Remember! EMPLOYEES WITH MISSING PUNCHES WILL NOT GET PAID MSS

Adding Pay Code to Time Entry Using the drop down selection for Pay Code on the specific date that adjustments are needed. This is for partial or full days of out the office. This is generally for Time Off such as Vacation or Sick days. MSS

Adding Comments To Entries To add a comment to any cell, right-click in the cell and choose ‘Add Comment’, or Comment > Add. MSS

Deleting a Comment MSS

Time Card View Other tabs are available in lower left corner of timecard: Accruals, Audits, Comments Lower left section is totaling of the type of hours and location being charged Lower right section is the employee’s standard (normal) work schedule MSS

Approving Overtime Using My QuickNav select Reconcile Time. Then view the Overtime Column as the system will track what is considered overtime. MSS

Approving Overtime MSS

Approving Overtime There is no need to save the timecard that you approve overtime as it will appear on the Sign-Off and Approvals tab at the bottom of employee’s timecard. MSS

Approving Time Entries Recommendation is to approve time daily or every few days once you get more acclimated to approving time entries for employees. Remember to adjust the Time Period to approve less than the full current pay period. Otherwise you could lock an employee out of entering time into future days within the current pay period. This will save you time at the end of the pay period when time is more crunched. MSS

Approving Time Entries Once approval made, the approvals are shown above the timecard entries. MSS

Printing a Timecard Occasionally it may be necessary to print a timecard. The timecard can be printed two ways: • Print the timecard, which includes all rows and columns, including those that can only be viewed by scrolling. • Print the timecard workspace, which includes only those areas that are visible. MSS

Printing Timecard To print a timecard workspace, please follow process: • From the TIMECARD page, click Actions > Print Screen To print a timecard, which will give you grid as well as the Totals, Accruals, Audits and Comments: • From the TIMECARD page, click Actions > Print MSS

Interim Question Pause • Question – Show of hands of those who currently completed HR forms for the following: • New Hires • Transfers • Supervisor Change • EE Status: Regular/ Temporary • EE Status: Full Time/ Part Time • Promotions/ Demotions • Terminations MSS

Agenda FINISHED MSS

Additional Contact Information • For additional assistance or to answer questions further contact the following staff: • Faith Miller, HR ext. 2034 • Nettie Henderson, Payroll ext. 4462 • Audrey Goforth, Payroll ext 4463 MSS

Questions and Answers MSS

Agenda MSS

Before We Get Started