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PeopleSoft Manager Self Service (MSS) Guide

Overview
Manager Self Service is a PeopleSoft web-based application designed to assist managers with their
employee-related tasks. It is available 24 hours-a-day providing immediate access to your team's
information. Manager Self Service will reduce your dependence on HR and Payroll and provide a
consolidated view of your team's data.
Information in Manager Self Service is 'real time' meaning the information is available as soon as it is
entered.

Table of Contents
Logging into Employee Self Service (ESS)... 3
Setting up your hint questions and answers 4
Setting up your password............................................................................................................... 5
Forgotten password 6
Navigating MSS
Job and Personal Information

View Employee Personal Info..


Request a Location Change.
Change Full/Part Time Status..
Terminate Employee...

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Compensation and Stock.

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Request an Ad Hoc Salary Change.


Approve an Ad Hoc Salary Change/View Salary Change Status
View Compensation History..

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Learning and Development..

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Current Team Profiles.

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Manager Self Service Reports (TH)

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Logging into Employee Self-Service (ESS)


In order to log into Employee Self Service, you will need to enter your employee ID and password.
Links to ESS:
Intranet: [if available, add your RHM's intranet shortcut]
Internet: http://mybenefits.trinity-health.org Click on 'My Self-Service' and follow the instructions
for logging in

For new employees, your user id is your employee ID. Your password is your first initial of your first
name, last initial of your last name and your employee ID. Example: Edgar Employee, EE1234567

Enter your employee ID


and password.

For added security, you will also need to


enter the text shown in the gray box.

Setting up your hint questions and answers


If this is your first time logging in, you see the following screen. In order to proceed, you must first set up
2 security questions and answers.

Here you will set up your 2 hint questions and answers:

The available hint questions are:

Choose your first hint question, and then type your answer in the 'response' box. Repeat these steps for
your second question.
When finished, click 'SAVE' and then 'OK'

You can click on 'Home' to return to the main menu. NOTE: Future logins will not require these steps.
Setting up your Password
After your initial login to ESS, you will receive the following message that your password has expired.
Click the link 'Click here to change your password.' below:

Here you will enter your current password and a new password

Click 'Change Password'

Forgotten Password
If you forget your password, follow these steps to obtain a temporary password:

Click on the 'Forgot


My Password?' link.

If you click on the 'Forgot My Password?' link before you set up your hint questions and answers, the
following message will appear:

Enter your User ID (your employee ID


number) and click 'Continue'

Type in the answers to your hint questions


and click on 'Get Password'. A temporary
password will appear. IMPORTANT:
You must key in your temporary password
manually. Copying and pasting will result
in an error message that indicates your
user ID and password do not match.

After writing down your temporary


password, you can close this window to
return to the login screen.

Navigating MSS
Home
From the main menu, you can access Manager Self-Service and select Job and Personal Information,
Compensation and Stock, Learning and Development, Review Transactions (TH) or Manager Self
Service Rpts (TH).

Job and Personal Information *


The 'Job and Personal Information' menu provides access to view employee personal info, request a
location change, change full/part time status or terminate an employee.

*Only certain Regional Health Ministries (RHM) currently have access to submit transactions via Manager
Self Service. Please consult with your HR department for further information.

View Employee Personal Info


Managers can view job and personal information about their employees.

Edgar Employee

235XXXX

Joe Employee2

984XXXX

Evelyn Employee3

789XXXX

Bruce Employee4

258XXXX

Sara Employee5

456XXXX

The 'Employee Reporting as of' date will


default to today's date. This date can be
changed but managers can only view
employees who report to them effective on
or before this date.

Click the
button to access the
employee information screen. Clicking on the
sign will expand your list and include any of
your indirect reports as well.
The following screen shot displays what can be found in Employee Personal Info:

Edgar Employee

235XXXX
T0123

Project Ma nager
Project Ma nager II

T01xxxxx

URO Phys & Clin

IN308

URO

$50,000.000

Basic job information is displayed here.


Click on any of these links to view the
colleague's contact information, emergency
contacts, their birthday or their compensation
history.

Go back to your list of colleagues by clicking on


'Return to Select Employees'
Additional notes:
When viewing compensation history, only the job rows where the comp rate has changed will
display in the list

Request a Location Change


Under Job and Personal Information, you can request a location change.

Click on the checkbox next to the


employee that is changing locations. A
checkmark will appear.

Click on the checkbox next to the name of


the employee who is changing locations.
A checkmark will appear.

Edgar Employee

Project Manager

235XXXX

Enter the date the change will be effective.

Click on the magnifying glass to select the


new location.
Click 'Submit' and then 'OK'
You will receive a message 'The Submit was successful'
The transaction will be sent to your HR department for processing.

Change Full/Part Time Status

Edgar Employee

235XXXX

Joe Employee2

984XXXX

Evelyn Employee3

789XXXX

Bruce Employee4

258XXXX

Sara Employee5

456XXXX

Select the employee you wish to


process a status change for.

Edgar Employee

50000.00
24.038461

Click on the Status Change Date field and


enter the Effective date of the change or
click on the calendar icon next to the field
and choose the effective date.
Select the new status from the drop-down.
On the bottom right, you can enter the
standard hours per week.

Click the 'Submit' button

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You will receive a confirmation message 'The Submit was successful'. The transaction will also be
forwarded to your HR department for processing.

Terminate an Employee

Edgar Employee

235XXXX

Joe Employee2

984XXXX

Evelyn Employee3

789XXXX

Bruce Employee4

258XXXX

Sara Employee5

456XXXX

Select the employee you


wish to terminate.

Edgar Employee

235XXXX
Project Manager

Enter the termination date or


click the calendar icon to select
a date.
Select the termination reason
from the drop-down.
Click the 'Submit' button

You will receive a confirmation message 'The Submit was successful'. Click 'OK'. The transaction will
be forwarded to your HR department for processing.

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Compensation and Stock


The 'Compensation and Stock' menu provides access to request an ad hoc salary change, approve an ad
hoc salary change, view ad hoc salary change statuses and view compensation history.

Request Ad Hoc Salary Change

Important! Employee reporting


as of: is the effective date of the
pay change. The system
automatically defaults to today's
date. To make it effective on a
different day, the Effective Date
must be updated.
For correct payroll processing, pay
changes are effective beginning of
the pay period.
Select the employee or multiple
employees by clicking on the check box to
the left of the employee name. Click
'Continue'
Important! Once the continue button is
selected, the effective date cannot be
modified.

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Requesting an Ad Hoc Salary Change cont

Edga r Employee

Enter either a change percent or a


change amount and click on 'Calculate
New Total'
Select a Reason from the drop-down
Enter a comment if preferred (optional)

$62,400.00 Comp Ratio 1.18

$35,000.00

$65,500.00

$53,000.00

$30.00

$24.04

$62,400.00

$50000.00

The salary range line will display to the right of your screen. Once the 'Calculate New Total' button is
pressed, it will show the new Salary and Comp-Ratio on the line.
If you are entering salary changes for more than one person, you will notice a 'Previous' and 'Next'
button next to the Reason drop-down box. You can continue entering changes for all the people that you
selected.
Once all changes are entered, Click the Submit button.
You will receive an email notification confirming your submission.
A 'Request for Approval' will be sent to your Manager for second level approval.
Upon your Manager's approval, a request will be sent to HR to review and process.
You will receive email notifications at each approval level, one for the second level approval, and a
separate email for the HR level approval.

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Approve an Ad Hoc Salary Change/View Ad Hoc Salary Change Status

Select the transaction you would


like to approve or deny by clicking
on the hyperlink for the transaction.

Sally Supervisor

435XXXX

Edga r Employee

Project Ma nager

Sa l ly Supervisor

Below are the transaction details:

Select from the drop-down to


approve or deny the request. Enter
any comments.
Sally Supervisor
Marvin Manager
HR Consultant

Here you can see the process detail


and view the status of the
transaction. By clicking on the
comments link, you can view the
comments associated with each role
that took an action.
Click 'Save'. You will receive
confirmation 'The Submit was
successful'

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View Compensation History

Edgar Employee

235XXXX

Joe Employee2

984XXXX

Evelyn Employee3

789XXXX

Bruce Employee4

258XXXX

Sara Employee5

456XXXX

Select the employee you


want to view.

Edgar Employee

235XXXX
URO Phys & Clin
Project Manager

The compensation history of your


employee will display here (only those
transactions where the comp rate
changed will show).
Click on 'View Another Date Range'
to change the amount of history you
want to display.

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Learning and Development


Current Team Profiles

Edgar Employee

235XXXX

Joe Employee2

984XXXX

Evelyn Employee3

789XXXX

Bruce Employee4

258XXXX

Sara Employee5

456XXXX

Select the employee you


want to view.
The personal profile page will display for the employee.

Edgar Employee

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There are multiple TABS on this screen. Below is a list of the functions that you may be able to perform:

Competencies VIEW only. HR manages.


Qualifications VIEW only. Licenses and Certifications are stored here and HR manages these
Education View/Edit/Add. Once education is entered, HR will verify. Once verified it cannot be
deleted
Experience View/Edit/Add
Skills View/Edit/Add
Memberships View/Edit/Add
Honors Awards View/Edit/Add

Click on the tab you would like to view. To access more detail, click on the blue hyperlink.

Edgar Employee

Please contact your HR department for corrections to competencies, qualifications and education if
verified.

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Manager Self Service Reports

As a manager, you are able to run a series of 3 reports for your direct and indirect reports.
To access the reports, select 'Manager Self Service Rpts (TH)' from the main menu.

To create a Run Control, select the 'Add


a New Value' tab and enter a 'Run Control
ID'. Example: Your 'Name', 'MSS
Reports', etc. Click Add

To run a report, you must tell the system


what parameters you want to use by
creating a Run control. A Run Control
will save the parameters you set so that
you will not have to enter the same
values each time you want to run a
report. The next time you run a report,
you will select the Run Control you
created and the system will know the
parameters or settings.

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MY_TEAM
9876541

The Run Control ID you created.


You have the option of including indirect reports by
selecting the checkbox
Click 'Run'

MY_TEAM

9876541

Select the server name SSUNXT from


the drop-down (You will not have to
select this in the future. Your run
control ID will save this setting)

Select the reports you wish to run and


click 'OK'

There are 3 reports available to Managers:


Birthday Listing (month & day only)
Vacant Budgeted Positions
Staff Report

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MY_TEAM
9876541

Click on 'Process Monitor' to view the


status of your reports
Notice, a Process Instance was
generated to show your reports are
running.

9876541

Reports are complete once the Run


Status shows Success and the
Distribution Status is Posted.
To view a report, click on Details

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MY_TEAM

Click on View Log/Trace

Click on the link with a .CSV


extension. The file will open in Excel.

Here is a sample of the 3 reports:

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Staff Report

Birthday Report

Vacant Budgeted Positions Report

Questions can be referred to [Enter RHM specific info]

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