Manager Training Guide: Ibridge Peoplesoft Manager Self Service Winter 2009

Manager Training
Guide
iBridge PeopleSoft
Manager Self Service
Winter 2009
Table of Contents
Introduction to Manager Self Service .......................................................................................................................2

Self Service Overview ..............................................................................................................................................4
PeopleSoft and Kronos Roles .................................................................................................................................12
Using My Favorites ................................................................................................................................................14
Manager Self Service – Merit / Review..................................................................................................................17
Manager Self Service – Job Code Change – Promotion, Demotion or Lateral.......................................................22
Manager Self Service – Step Change......................................................................................................................25
Manager Self Service – Standard Hours Change....................................................................................................27
Manager Self Service – Shift Change .....................................................................................................................29
Manager Self Service – To/From Per Diem Change...............................................................................................31
Manager Self Service – Work Group Change.........................................................................................................33
Manager Self Service – Location Change...............................................................................................................35
Manager Self Service – Earnings Distribution Override ........................................................................................36
Manager Self Service – Salary Change – Non-Merit..............................................................................................39
Manager Self Service – Add/Update License and Certificates ...............................................................................41
Manager Self Service – Transfer - Sending ............................................................................................................43
Manager Self Service – Transfer - Receiving .........................................................................................................45
Manager Self Service – Terminate Employee ........................................................................................................48
Manager Self Service – Special Pay Request .........................................................................................................51
Manager Self Service – Mandatory Training..........................................................................................................54
Manager Self Service – Annual Career Conference Tracking ................................................................................56
Manager Self Service – Request Training Enrollment............................................................................................58
Status of Tasks in MSS...........................................................................................................................................61
Approving Tasks in MSS........................................................................................................................................62
Accessing Indirect Reports .....................................................................................................................................67
Assigning Alternate Approval ................................................................................................................................68
Manager Self Service – View Employee Information ............................................................................................70
Manager Self Service – View Employee History ...................................................................................................72
Manager Self Service – View Training Summary ..................................................................................................73
Manager Self Service – View Compensation History ............................................................................................75
Manager Self Service – View Employee Paycheck Data .......................................................................................76
Queries....................................................................................................................................................................77
Running Reports in MSS ........................................................................................................................................78
Glossary ..................................................................................................................................................................84
Manager Self Service Tasks – Quick Reference.....................................................................................................87
Note: Clicking on the page number will bring you directly to the page
Page 1 of 90
Introduction to Manager Self Service
Welcome! Welcome to Manager Self Service (MSS) training. The purpose of this
document is to provide managers with a framework to better understand the
MSS process.
It provides information on how to access, view and/or process information in

PeopleSoft, including Employee Self Service (ESS).
Overview Partners HealthCare System changed the model of how HR tasks are
processed with the implementation of PeopleSoft. Through self-service,
managers have access to view and change their employees’ job-related
information on-line. Employees also have access to view and change their
personal information.
What is Self Instead of having paper documents flowing in every direction, there are web
Service? pages and electronic approvals or denials. By using the web and empowering
managers and employees to perform tasks directly in the system, task cycle
times are drastically reduced. Communication between manager, employee,
and HR is faster and more efficient. Managers have on-line access to
employee data and can track the status of transactions entered through MSS.
Training The objectives of MSS training are to:

Objectives
• Provide participants with an overview of MSS and ESS
• Demonstrate MSS and allow managers to practice various tasks within
PeopleSoft
• Provide a quick reference tool for all MSS tasks in PeopleSoft
What is the Manager Self Service is a tool for managers to manage their employee’s job-
Difference specific data.
Between MSS
and ESS? Employee Self Service allows employees to view and change their personal
data.
Continued on next page
Page 2 of 90
Introduction to Manager Self Service, Continued
How do Managers can make salary changes, transfer employees, and perform many
Managers other HR tasks by navigating a simple menu within PeopleSoft MSS,
“Transact” on selecting an employee, and entering data in well-defined fields. Clicking a
a Specific ‘submit’ button automatically routes the information to anyone who must
Employee? approve it before it is moved directly into the employees’ permanent record in
the system.
What is the The approval requirements depend on the task performed and the “HR
Approval department” an employee is associated with.
Process?
Each employee is assigned to an HR department. Employees may be assigned
to more than one HR department if they have more than one job. The HR
department determines who can view employees’ job related information,
who can perform tasks on employees within the department and who must
approve them. Typically, a task is performed by a manager and routes to an
approver and Human Resources. The information in this document further
describes how this process works with each type of task.
How do I keep Absolutely under no circumstance should a user share their login/password
another user with another user. Security in PeopleSoft is determined by the login, which is
from accessing tied directly to the user ID. When a task is processed in PeopleSoft, a user ID
my account? is always associated with it.
Page 3 of 90
Self Service Overview
Overview Although MSS/ESS tasks are intuitive and straightforward, there are some
terms and definitions that are important to understand.
Section The objectives for this section are to:

Objectives
• Highlight the Self Service model
• Introduce concepts that managers need to familiarize themselves with
Access to Access to Manager and Employee Self Service is web-based.

PeopleSoft
• Managers can complete all MSS tasks using a PC at work or home.
• Employees can complete all ESS tasks using a PC at work or home.
Forms Paper forms are no longer required for most tasks, with a few exceptions.
• The process of sending a Personnel Action Form to HR is no longer

necessary with the expanded access that managers have to the system. HR
will approve certain tasks and provide guidance to managers as
appropriate.
• All changes are submitted through the PeopleSoft MSS pages. Managers
no longer complete a Personnel Action Form.
• Employees may make changes to their own data through ESS.
Page 4 of 90
Self Service Overview, Continued
Department Every employee is assigned to an HR department, which is charged

Structures automatically to a specific General Ledger (GL) department.
• Many HR departments are used to support MSS. Each HR department is

assigned a manager in MSS. For every HR department there is a default
GL department.
• Managers are able to view/transact only on employees within their HR
department(s).
Note: If a manager does not have access to one of their employees, HR

must be contacted.
Earnings You use the Earnings Distribution Override to charge an employee’s salary to
Distribution a GL department other than the default or to allocate the salary across several
Override GL departments.
• The earnings distribution through MSS is a part of the employee’s record.

• Once an earnings distribution is setup in PeopleSoft, an employee’s hours
default to the appropriate distribution. The employee’s timekeeper can
override the distribution in Kronos, the system used for time reporting, if
necessary
• Earnings may be distributed by percentage only. The total percentage of
earnings allocated must equal 100%.
• Managers can use earnings distribution for employees who are split
funded (funded from several sources) or employees who should be
charged to a GL department other than the default.
Page 5 of 90
Workflow Workflow is the background process that automatically routes a task for
approval.
• Managers initiate changes and approvals are captured electronically via

the system.
• Managers involved in workflow approval might play the role of initiator
or approver.
• Managers determine how to receive workflow notifications:
• Tasks – The approver can approve all tasks by going through Self
ServiceÆManagerÆTasks-Approve
• Worklist – The approver can click on the Worklist link at the top of
the page, which will take them to their worklist items. Once there
they can click on the item to navigate to the task
• Email – The approving manager receives an email with a link to the
task
• Approvers may assign temporary alternate approval of their tasks to
another manager. Refer to the Assigning Alternate Approval section
for further detail.
Location Location is the physical location where the employee works.
• Managers maintain the physical location of employees through MSS.

• Managers use the MSS task, Data Change or Transfer-Receiving, to
maintain an employee’s physical location.
Page 6 of 90
Effective Effective Dating allows managers to enter a task that takes effect in the past or
Dating future. The effective date should always be the date the task takes effect. For
all MSS tasks except termination, the date must be a Sunday for weekly paid
employees and the 1st or 15th of the month for monthly paid employees.
• Self Service allows entry of tasks in the past, current, and future.
• Managers do not need to wait to process a task; it is possible to future or
retroactively date the task.
• A task is entered as soon as a manager knows that it must be initiated. The
effective date tells the system when the task should take effect. A task
should be entered on or before its effective date.
• The effective date must be correct as it drives automated processes such
as Retro Pay.
• If an effective date needs to be changed after it has been submitted,
contact HR to determine the appropriate course of action.
Workgroup Workgroups identify timekeeping groups in both PeopleSoft and Kronos.

Each timekeeper is assigned a workgroup(s).
• For the timekeeper to accurately record hours for an employee, the

employee must be assigned to that timekeeper’s workgroup.
• Employees who are not assigned to a workgroup cannot be activated in
Kronos for time reporting.
• Managers must know all applicable timekeepers and make sure that all of
their employees are assigned to the correct workgroup.
• If an employee transfers in or out of a manager’s department, then the
workgroup may change. Workgroups are not tied to HR departments and
do not change unless a manager changes the workgroup through MSS.
Page 7 of 90
Kronos Kronos Workforce Central is the time reporting system. A nightly interface
uploads employee data from PeopleSoft to Kronos. A weekly interface
uploads time reporting data from Kronos to PeopleSoft prior to the pay
calculation.
• The user needs to have appropriate security rights and access to a PC and
the Partners network to process tasks in Kronos.
• There is a one-day lag time to receive any information from PeopleSoft to
Kronos (i.e., new hires added to a timekeeper’s workgroup).
Queries Queries can be run on data in PeopleSoft. Refer to the Query section of this
manual for further detail on creating and running queries.
• Managers have access to create and run their own queries on their direct
and indirect reports.
• The query tool saves a manager’s query, so that it may be accessed in the
future.
Empl Rcd Nbr Employee Record Number is used if an employee holds more than one job.
• An employee with two jobs is displayed twice with two record numbers
(but only one employee number).
• Managers must choose the appropriate employee record number when
transacting on an employee with additional jobs.
• Managers must choose the appropriate employee record number when
transacting on an employee with additional jobs.
• Managers have access to the employee record number specific to the job
that they oversee.
Page 8 of 90
Seq Number Managers may enter multiple tasks into PeopleSoft. When the tasks are
performed on the same employee, on the same effective date, the sequence
number is used to identify the order in which each task was submitted.
• PeopleSoft manages the order of tasks with the sequence number.

• The system assigns a sequence number automatically based on order of
input.
• Managers can process multiple tasks for an employee on the same
effective date.
• A manager submits tasks in the order to be processed.
• An approver reviews tasks in the same sequential order submitted.
Searching and You may search for pages on the Main Menu using the Search function.
Sorting Another method or searching is the Direct Reports page. It lists employees
Transactions that directly report to you as a Manager or are routed for approval to you
within a transaction type. From the Direct Reports page you will see a list of
employees.
Searching from Follow the steps below to Search from the Main Menu.
the Main Menu
Step Action
1 From the Main Menu. Enter a value in the box or leave it blank.
2 Click the button.

3 From the Search screen click .
Page 9 of 90
Searching from the Main Menu (continued)
Step Action
4 You may sort through the retrieved selections or start again to find
the page or information you are searching for.
Searching and Follow the steps below to Search using Direct Reports.
Sorting Using
Direct Reports
Step Action
1 Select a transaction from Tasks.
Page 10 of 90
Searching and Sorting Using Direct Reports (continued)
Step Action
2 Click on any of the Column Headings to sort.
Note: The default sort is Employee name.

3 You may also search for a specific employee under Direct Reports
by clicking on the button on the bottom of
the screen.
4 You may search by Last Name, First Name, or Employee ID.
Click Search when you information is entered.
Warning Users receive warning messages when there is a problem with the current task
Messages or there is information needed to further transact.
• It is important to read the messages to make sure that something has not
occurred that will cause problems later.
• Managers who are uncertain about the meaning of a message should
contact HR.
Note: See the “Warning Messages in PeopleSoft” section of this manual for
details.
Page 11 of 90
PeopleSoft and Kronos Roles
Roles in The table below describes the roles and functions of various individuals
PeopleSoft and discussed in the MSS training manual in PeopleSoft and Kronos.
Kronos
Role Function
Research Admin in • Approves any change involving a grant or
PeopleSoft special fund.
HR (Human Resources) • Approves designated tasks. Approvals are
outlined in each task.
Manager in PeopleSoft • Initiates tasks for direct or indirect reports.
• In PeopleSoft, managers are defined as
managing an HR department.
Direct Report • An employee who is in an HR department
that a manager is responsible for transacting
on in PeopleSoft.
Indirect Report • An employee of a manager’s direct or
indirect report.
Approver in PeopleSoft • Approves a manager’s tasks based on
workflow guidelines.
Training Administrator • Approves training enrollment requests.
Manager in Kronos • Reviews, changes, and approves employee
time.
• Generates reports.
Timekeeper in Kronos • Responsible for a workgroup of employees.
• Records actual hours against scheduled
hours.
Page 12 of 90
Manager Self Service Features
Overview The following section contains information for each task and view in MSS.
Each contains step-by-step technical instructions and specific policy and
procedural information.
Features The table below outlines features of MSS.
MSS Tasks
Tasks/Views • Merit/Review
• Job Code Change – Promotion, Demotion, or Lateral
• Step Change
• Standard Hours Change
• Shift Change
• To/From Per Diem Change
• Work Group Change
• Location Change
• Earnings Distribution Override
• Salary Change – Non Merit
• Add/Update License and Certificates
• Transfer – Sending
• Transfer – Receiving
• Terminate Employee
• Special Pay Request
• Mandatory Training
• Request Training Enrollment
Views
• Employee Information
• Employee History
• Training Summary
• Compensation History
• Employee Paycheck Data
Page 13 of 90
Using My Favorites
Overview Managers may customize or create shortcuts to various menu items in MSS
using the My Favorites feature. You may Add or Edit the favorites menu.
Adding a My Follow the steps below to Add a My Favorites.

Favorites
Step Action
1 Navigate to the page you want to be directed to by the shortcut.
2 Click the My Favorites menu item.
3 Click on the Add to Favorites link.

4 Confirm the page or transaction selection and click OK or Cancel
to change your selection.
Page 14 of 90
Using My Favorites, Continued
Adding a My Favorite (continued)
Step Action
5 You may now quickly navigate to this page by selecting it from
the My Favorites menu.
Edit a My Follow the steps below to Edit a My Favorite.

Favorite
Step Action
2
3 Click on the Edit Favorites link.

4 Choose the shortcuts you want to delete and click the
button.
5
Once your edits have been completed click the button.
Page 15 of 90
Using My Favorites, Continued
View a My Follow the steps below to View a My Favorite.

Favorite
Step Action
2 Select the page or transaction you want to view and click the link.
Page 16 of 90
Manager Self Service – Merit / Review
Important All merit increases require a performance review. A paper copy of the
performance review, signed by the employee, must be sent to Human
Resources. Audits are done to ensure that all increases have an evaluation on
file.
Purpose The Merit / Review page allows a manager to:

• Capture key dates of the merit performance
• Specify the performance rating and the merit increase
Important The Merit / Review page functions differently for employees who are on a
step than for employees who are not on a step.
• Employees with no step: Managers can enter both merit performance

and rating as well as the merit increase.
• Employees with a step: Managers can only enter merit performance
and rating.
Note: For employees on step, if this Merit/Review includes a change in the

employee’s current step, see the Manager Self Service - Step Change section
of this guide.
Weekly Merit/Review changes must have an effective date the Sunday before the
Employees actual review date, if the review date is not a Sunday.
Effective
Dating
Monthly Merit/Review changes must have an effective date the first day of the month
Employees of the actual review month.
Effective
Dating
Employees at If an employee is at the maximum for their grade, the system automatically
Maximum in calculates a merit bonus based on the company guidelines. Some companies
Grade do not calculate bonuses- contact HR for clarification.
Page 17 of 90
Manager Self Service – Merit / Review, Continued
Non-Merit All Non-Merit increases are executed on the Salary Change page and all Step
Increases changes are executed from the Data Change page. Contact HR for
clarification.
Workflow and Wage and Salary Merit Program guidelines are enforced using PeopleSoft
Warning warning messages and workflow approval routing logic.
Messages
The following scenarios prompt a workflow warning message:
IF… THEN a warning displays that …

The increase and rating are within The transaction will write directly to
guidelines, the system and will not route for
approvals.
The increase brings the employee A bonus is calculated and to contact
over max and calculates a bonus, HR if this is not the intent.
The increase brings the employee The task is routed for approvals.
over max and no bonus is calculated,
The increase is over the wage and The task is routed for approvals.
salary guidelines,
The rating is less than the The task is routed for approvals.
organization’s stated minimum
rating,
Timing See the table below for determining when the employee will receive the
increase.
IF the … THEN the …

Effective date of the merit is current, Merit appears in the next payroll
cycle.
Effective date of the merit is future, Merit appears in the corresponding
future payroll cycle.
Effective date of the merit is Merit appears in the next payroll
retroactive, cycle and the retroactive pay due the
employee is automatically calculated
by the system.
Page 18 of 90
Workflow See the table below for Merit/Review approval. Note: It is not mandatory
for a HR department to elect an approver. If an approver does not exist, the
routing continues to HR if applicable.
IF the merit… THEN the merit …

Is inside of the wage guidelines and Routes directly to the employee’s
within the salary max, record. This applies to all
companies.
Is inside of the wage guidelines but See the company specific workflow
outside of the salary max creating a documentation.
bonus,
Is inside of the wage guidelines but See the company specific workflow
outside of the salary max with no documentation,
bonus calculated,
Is outside of the wage guidelines but See the company specific workflow
within the salary max, documentation.
Is outside of the wage guidelines See the company specific workflow
and outside of the salary max documentation.
creating a bonus,
Page 19 of 90
Follow the steps below to give an employee a Merit/Review.

Procedure
Step Action
1 Navigate this path:
Main MenuÆSelf ServiceÆManagerÆTasks-
SubmitÆMerit/Review
2 Select the employee for the Merit/Review.
3 Enter information into all of the corresponding fields.
Note: The dates “to and from” should be the period being
evaluated. The employee signature date should be the date the
review is returned signed by the employee.
4 If transacting on an employee who does not have a step, continue

to step 5. If transacting on an employee who is on a step, skip to
step 8.
5 Scroll down and click the Edit button in the Salary Components
section.
Page 20 of 90
Procedure (continued)
Step Action
6 Enter the merit by percentage or amount of change. Do not enter
the new comp rate.
7 Click the link.

8
Verify all information and click .
Note: For employees who are on a step, if this Merit/Review
includes a change in the employee’s current step, see the Manager
Self Service - Step Change section of this guide.
Viewing Status The routing status of a task may be viewed at any time by navigating to the
Merit/Review Status page.
Page 21 of 90
Manager Self Service – Job Code Change – Promotion,
Demotion or Lateral
Purpose Use the Data Change task to change an employee’s job code within the same
HR department. Any changes outside of the HR department are considered a
Transfer.
Choosing the The table below describes the three job code change reasons and when to use
Correct Job them.
Code Change
IF the employee is moving … THEN use reason…

Up one or more grades, Promotion.
Down one or more grades, Demotion.
To a new job with no grade change, Lateral.
When to use the Follow the table below to determine whether to use the Data Change task or
Data Change the Transfer-Sending task.
versus
Transfer-
Sending
IF… THEN…
Sending an employee to a new HR Use the Transfer – Sending task.
department which includes a job
code change,
The employee is not changing to a Use the Data Change task. Refer to
different HR department, but is the table above to determine if the
changing to a different job code, change is a promotion, demotion or
lateral change. Contact HR for
clarification if necessary.
Effective Use a Sunday effective date for weekly employees or the 1st or 15th for
Dating monthly employees. PeopleSoft allows current, past and future dating.
Page 22 of 90
Demotion or Lateral, Continued
Kronos/Payroll Changes to a job code are uploaded to Kronos nightly upon final approval.
Kronos uses job codes to assign the pay rules associated with the employee’s
job. The new job code takes effect according to the effective date, which is
ALWAYS a Sunday for weekly employees or the 1st or 15th for monthly
employees.
Workflow See company specific workflow documentation.
Procedure Follow the steps below to change an employee’s job code.
Step Action
Main MenuÆSelf ServiceÆManagerÆTasks - SubmitÆData
Change
2 Select the employee for the Data Change.
3 Enter the Effective Date and Reason for the Data Change.
4 Enter the new job code. Use the Look Up button to search for
a job code. Make changes to all other relative data as appropriate.
Page 23 of 90
Demotion or Lateral, Continued
Step Action
5 If the change is to a job code with a step, the Step field opens for
editing and the Comp Rate field becomes display only. If the step
changes as a result of a job code change, enter the new step; comp
rate defaults based on step entered.
6
Data Change Status page.
Page 24 of 90
Manager Self Service – Step Change
Purpose Use the Data Change task to change an employee’s step.
Important This transaction only applies to Massachusetts General Hospital, North Shore
Medical Center or Shaughnessy-Kaplan Rehabilitation Hospital employees on
a step. If the step increase is happening at the same time as the employee’s
review, the effective date needs to be the same for the review information. If
the step is happening at another time use the correct Sunday effective date.
Procedure Follow the steps below to submit a step change for an employee.
Step Action
Change
3 Enter the Effective Date and Reason for the Data Change
(GHC/NSM/SKR Step Change).
Page 25 of 90
Manager Self Service – Step Change, Continued
Step Action
4 Enter the new step. Use the Look Up button to search for a
step value. Make changes to all other relative data as appropriate.
5
Page 26 of 90
Manager Self Service – Standard Hours Change
Purpose Use the Data Change task to change an employee’s standard hours. Standard
hours are used to determine an employee’s benefits eligibility.
Payroll/Kronos Changes to standard hours are uploaded to Kronos nightly upon final
approval. Standard hours are used to apply pay rules and accrual enforcement
rules at the employee level. The Kronos schedule is changed manually by the
timekeeper to reflect any changes.
Benefits Standard hours determine an employee’s level of benefits. If the change in

hours makes the employee benefits eligible:
• The Benefits Office is automatically notified in PeopleSoft
• The employee is notified via a letter sent to their home
If the employee becomes benefits ineligible:

• The employee’s benefits are terminated and the employee receives a
COBRA information package
Procedure Follow the steps below to change an employee’s standard hours.
Step Action
Change
Page 27 of 90
Manager Self Service – Standard Hours Change, Continued
Step Action
3 Enter the Effective Date and Reason for Data Change (Change in
Shift/Hours/Reg_Temp).
4 Change the employee’s standard hours. If the employee is going

to per diem, change their standard hours to 1.
5
Page 28 of 90
Manager Self Service – Shift Change
Purpose Use the Data Change task to change an employee’s shift.
Shift Shift differential is an additional pay amount based on an employee’s job

Differential code and shift. Not all job codes are eligible for a shift differential. A shift
change may make an employee eligible or ineligible for shift differential.
Shift Options The four shift options available are:

• Day
• Evening
• Night
• Rotating
Payroll/Kronos Shift changes are uploaded to Kronos nightly upon final approval.
Differentials are based upon shift and job code.
Procedure Follow the steps below to change an employee’s shift.
Step Action
Change
Page 29 of 90
Manager Self Service – Shift Change, Continued
Step Action
4 Enter the employee’s new shift.
5
Page 30 of 90
Manager Self Service – To/From Per Diem Change
Purpose Use the Data Change task to change an employee to or from per diem. A per
diem employee is an employee who does not have regular scheduled hours.
Per diem employees are recorded with standard hours of 1 but the FTE is
calculated as 0.
Payroll/Kronos Changes to or from per diem are uploaded to Kronos nightly upon final
approval. Kronos uses the change associated with the standard hours to
assign pay rules and accrual enforcement rules at the employee level. The
Kronos schedule is changed manually by the timekeeper.
Benefits Per diem employees are not eligible for benefits. Changing an employee’s
reg-temp status has a direct impact on benefits eligibility. If the employee
becomes benefits eligible:
• The Benefits Office is automatically notified in PeopleSoft
• The employee is notified via a letter sent to their home
If the employee becomes benefits ineligible:

• Benefits Administration automatically terminates the employee’s benefits
and the employee receives a COBRA information package
Procedure Follow the steps below to change an employee To/From Per Diem.
Step Action
Change
Page 31 of 90
Manager Self Service – To/From Per Diem Change, Continued
Step Action
4 Change the employee’s Reg/Temp status by choosing Per Diem,

Regular or Temporary.
5 For Per Diem, change the Standard Hours to 1.

6
Page 32 of 90
Manager Self Service – Work Group Change
Purpose Use the Data Change task to change an employee’s Work Group. Employees
can be re-assigned a work group without changing their department.
Payroll/Kronos Workgroup/Timekeeper changes are uploaded to Kronos nightly upon final

approval. The new timekeeper does not have access to the employee until the
upload/next day.
Procedure Follow the steps below to change an employee’s work group.
Step Action
Change
3 Enter the Effective Date and Reason for Data Change (Change
Work Group).
Page 33 of 90
Manager Self Service – Work Group Change, Continued
Step Action
4 Enter the new Work Group for the employee. Use the Look Up
button to search for a work group.
5
Page 34 of 90
Manager Self Service – Location Change
Purpose Use the Data Change task to indicate the correct physical location of an
employee.
Procedure Follow the steps below to change an employee’s location.
Step Action
Change
3 Enter the Effective Date and Reason for Data Change (Location).
4 Enter the new Location for the employee. Use the Look Up
button to search for a location code.
5
Page 35 of 90
Manager Self Service – Earnings Distribution Override
Purpose Use the Data Change task to change an employee’s Earnings Distribution
Override. Every employee record has one default GL department associated
with their HR department. To allocate an employee’s earnings to one or more
GL departments that are different than the default, enter an Earnings
Distribution Override.
If all or some of an employee’s earnings are charged to another source, an

earnings distribution override must be completed.
Kronos/Payroll The Earnings Distribution File is created every Saturday night for use in the
payroll process. Once a change is processed in PeopleSoft, all hours
submitted through Kronos use the new PeopleSoft distribution. The
timekeeper may override the PeopleSoft distribution by changing labor levels
in Kronos.
Important: Kronos labor level changes occur on an exception basis. All

permanent distributions are maintained in PeopleSoft.
Workflow An earnings distribution change goes to Research Admin if the change

involves a grant or special fund. This workflow applies to all companies.
Changes to grants or specials funds include:

• Additions
• Deletions
• Modifications made to GL Dept or distribution percentages
Please see company specific workflow documentation for additional
workflow.
Procedure Follow the steps below to complete an earnings distribution override for an
employee.
Step Action
Change
Page 36 of 90
Manager Self Service – Earnings Distribution Override,
Continued
Step Action
3 Enter the Effective Date and Reason for Data Change (Earnings
Distribution Change).
If the earnings distribution includes a change in the comp rate use

the Earnings Dist with Salary Chg reason.
4 Change the Current Earnings Distribution Override by clicking the

Edit button. If the employee does not have their default earnings
currently overridden, this section is blank.
To delete the earnings distribution completely, use the checkbox

Delete All.
5 Use the buttons to add or delete rows or if editing an

existing distribution. Adjust any fields as appropriate.
Note: The GL Project ID field is only used for Bus Unit 1300
(Massachusetts General Physician’s Organization).

Page 37 of 90
Manager Self Service – Earnings Distribution Override,
Continued
Step Action
6 Click the link to return.
Note: The New Earnings Distribution Override is displayed.

Verify data entry and return to step 4 if necessary.
7 If the earnings distribution override includes a change in the Comp
Rate go to step 8. If Comp Rate is not changing skip to step 9.
8 Enter the new Comp Rate.
Note: Ensure the Comp Rate entered is consistent with the

frequency, hourly or annual rate. Take note of the current comp
frequency next to the current comp rate.
9
Page 38 of 90
Manager Self Service – Salary Change – Non-Merit
Purpose Use the Salary Change task to adjust the pay rate of an employee,
independent of a performance review. Managers use this task for the
following actions:
Increase Type Why the increase is given…

Acting Compensates an employee for taking on more
responsibilities for a defined period of time in absence of
a Supervisor/Manager. More than a shift differential.
End of Acting Ends the temporary increase of responsibilities.
Market Reflects a shift in labor market conditions applied to a
Adjustment particular job classification or group of classifications.
Equity Based on an employee’s skills and education in
Adjustment comparison to employees with similar background and
pay levels.
Market/Equity Combination of an equity and market adjustment.
In-Range Represents a variety of reasons such as increased volume
Adjustment of work, slight increase in responsibility, exceptional
performance etc., with no pay grade range level increase.
Physician Physicians’ increases.
Adjustment
Procedure Follow the steps below to give an employee a Non-Merit Salary increase.
Step Action
Main MenuÆSelf ServiceÆManagerÆTasks -
SubmitÆSalary Change
2 Select the employee for the Salary Change.
3 Enter the Effective Date and Reason for the Salary Change.
Page 39 of 90
Manager Self Service – Salary Change – Non-Merit, Continued
Step Action
4 Click the edit button in the Salary Components section.
5 Enter the salary change by percentage or amount of change. Do

not enter the new amount. Then click
.
6 Verify the change amount in the Salary Change Summary section.
7
Salary Change Status page.
Page 40 of 90
Manager Self Service – Add/Update License and Certificates
Purpose Use the License & Certificates task to add or update a license/certificate
required for an employee’s job.
Only add or update licenses/certificates required for the job that the employee
is performing. Do not track licenses/certificates that are not required.
Verifying a To verify a license through the Massachusetts Division of Professional

License Licensure, use the Verify Licenses link on the Licenses and Certificates page.
Multiple Jobs Some employees have multiple jobs. There may be a license/certificate
associated with an employee that is not required for a job in one department,
but mandatory for another department or affiliate.
Procedure Follow the steps below to add or update a license or certificate.
Step Action
SubmitÆLicense & Certificates
2 Select the employee to add or update a license or certification.
3 To edit or delete an existing license click the or

buttons. To add a new license click the Add a
License/Certificate button.
Page 41 of 90
Manager Self Service – Add/Update License and Certificates,
Continued
Step Action
4 Enter all relevant data into the License/Certificate detail page.

Check the License Verified checkbox once the manager has
verified a license. Click and .
5 Return to step 3 to enter additional licenses or certificates.
Page 42 of 90
Manager Self Service – Transfer - Sending
Purpose Use the Transfer - Sending task to change an employee’s HR department and
assign the employee to a new manager. An employee can only be transferred
within the same company. The sending manager will no longer have access
to the employee when both the submission is successfully submitted and
approved and when the effective date of the transaction equals the current
date.
Important Do not use this task to change funding only. To change how an employee is
funded or how their earnings are distributed across GL Departments, refer to
the Manager Self Service - Earnings Distribution Override tab.
A transfer is not complete until both the Transfer - Sending and Transfer -
Receiving tasks are completed and approved. The receiving manager must
complete the Transfer - Receiving task.
Transfer Tasks The transfer process is realized by the completion of two tasks:
• Transfer - Sending (performed by sending manager)
• Transfer - Receiving (performed by receiving manager)
Receiving Once the sending approval process is complete, the receiving manager is
Manager notified via email and must complete the second part of the transfer.
Workflow If the change involves a change to a grant or special fund, the task is then sent
to Research Admin for approval. This workflow applies to all companies.

• Additions
• Deletions
Please see company specific workflow documentation for further workflow.
Page 43 of 90
Manager Self Service – Transfer - Sending, Continued
Procedure Follow the steps below to transfer an employee to a new HR Department.
Step Action
SubmitÆTransfer Sending
2 Select the employee to transfer.
3 Enter the following information in the corresponding fields:
• Effective date of Transfer

• Department (This is the employee’s new HR department)
• If the employee has a Current Earnings Distribution Override,
make the necessary changes or check the delete rows box if no
earnings distribution overrides apply.
4
Verify all information and click.
Transfer Status page.
Page 44 of 90
Manager Self Service – Transfer - Receiving
Purpose The receiving manager uses the Transfer – Receiving task to receive a
transfer. Once the sending manager initiates an employee transfer, it is the
responsibility of the receiving manager to ensure that the employee’s record
reflects all the necessary changes taking place due to the transfer.
A transfer should/must be received before any other tasks are performed on

an employee’s record. If the transfer is not received in a timely manner, the
employee’s record and pay could be affected.
Important All fields where information has changed due to the transfer must be
completed for PeopleSoft to correctly process the transfer task.
Reason for The receiving manager must evaluate and select the appropriate reason for the
Transfer transfer.
A promotion requires a job code change to a higher grade and a demotion to a

lower grade while a lateral transfer moves the employee into a job code grade
of equal value.
Workflow If the change involves a grant or special fund, the task is also sent to Research
Admin. This workflow applies to all companies.

• Additions
• Deletions
Please see company specific workflow documentation for further workflow.
Page 45 of 90
Manager Self Service – Transfer - Receiving, Continued
Procedure Follow the steps below to receive a transferred employee.
Step Action
SubmitÆTransfer - Receiving
2 Select the employee transferred.
3 Select the Reason for Transfer.

4 Update any of the fields below if employee’s data is changing as a
result of this transfer.
• Location
• Job Title
• Step – if applicable (only viewable if job code has step)
• Comp Rate
• Zero Comp Rate (this check box will zero out an employees
comp rate and is typically used to ensure per diem employees
are not automatically paid or denote per visit positions–
contact your local HR for further clarification)
• Reg/Temp
• Standard Hours
• Shift
• Work Group
Variable Hours (not used by all affiliates, contact your local HR
for further clarification)
Page 46 of 90
Manager Self Service – Transfer - Receiving, Continued
Step Action
5 If the employee transferred with an earnings distribution override
and the earnings distribution override needs to be adjusted, click
the button. Refer to the Manager Self Service - Earnings
Distribution Override section of this guide for further detail.
6
Transfer Status page.
Page 47 of 90
Manager Self Service – Terminate Employee
Important Use the Terminate Employee task to terminate an employee. This task,
however, cannot be used to terminate an employee with severance pay.
Contact HR for further clarification.
The effective date of termination is the first day the employee no longer
works for the company. The employee must be active on all paid days
including the last day worked.
Purpose Terminate an employee only when the employee is leaving the company.
IF the employee … THEN use…

Is leaving your company, Terminate Employee task
Is leaving your company, but going to Terminate Employee task with
another company within Partners. As an Reason for Termination of “V –
example, terminating from BWH and Term/Rehire PHS affiliate”.
going to Partners,
Is moving to another department within The Transfer-Sending task.
the same company,
Requires severance or other special Contact HR for more
handling, information.
Is retiring, Refer the employee to HR.
Rehire Indicate the termination date and the reason for termination, as well as
Eligibility whether an employee is eligible for rehire. Rehire eligibility comments are
captured in a text box. Comments are accessible by HR only but become part
of the employee’s permanent record.
Payroll/ Kronos Payroll is notified when an employee terminates and prepares any cashouts,
pay adjustments, and cancellation of direct deposit as appropriate.
Each night a file is sent to Kronos with the employee’s status. Terminated
employees stay on the Kronos system through the pay period in which they
terminate to allow time entry for the last pay period.
Benefits The system automatically terminates the employee’s benefits and the
employee gets mailed a COBRA information package.
Page 48 of 90
Manager Self Service – Terminate Employee, Continued
Workflow Please see company specific workflow documentation.
Procedure Follow the steps below to terminate an employee.
Step Action
SubmitÆTerminate Employee
2 Select the employee being terminated.
3 Enter all the required information in the corresponding fields.

• Reason for Termination
• Effective Date of Termination
• Date of Death – if applicable (only viewable if Reason V-
Death is chosen)
• Eligible for Rehire
• Comments (not required)
Page 49 of 90
Manager Self Service – Terminate Employee, Continued
Step Action
4
Terminate Employee Status page.
Page 50 of 90
Manager Self Service – Special Pay Request
Purpose Use the Special Pay Request task to award an employee a special pay amount,
such as a bonus. Special pay requests are paid out in a lump sum after all
approvals. However, due to timing, it may not be reflected on the very next
paycheck.
Note: Special Pay Request is not available to all affiliates based on company
policy. Contact HR for further clarification.
Important Special pay requests must be charged to a GL department. The Special Pay
Request task supports the distribution of the special pay to multiple GL
departments.
Types of The type of special pay requests available to each manager varies depending
Special Pay upon the company the employee is assigned to.
Requests
Workflow In most affiliates, a special pay first goes to an approver if the department has
elected one. If the change involves a change to a grant or special fund, the
task is also sent to Research Admin after approval by the approver. The final
approval is HR. Please see company specific workflow documentation.
Procedure Follow the steps below to submit a special pay request for an employee.
Step Action
SubmitÆSpecial Pay Request
2 Select the employee for the Special Pay Request.
3 Enter the following information into the Special Payment Request
Details section:
• Effective Date of Special Payment
• Reason for Special Payment
Page 51 of 90
Manager Self Service – Special Pay Request, Continued
Step Action
4
Click the icon to enter the special pay request.
5 Enter the following information in the Special Payment Request

Override section:
• Business Unit
• GL Department
• Request Amount – amount must be in a dollar format.
Note: The GL Project ID field is only used for Bus Unit 1300
(Massachusetts General Physician’s Organization).
6 The table below describes the appropriate action to take.
IF… THEN…
Adding an additional row of Click the button and
information, repeat step 5.
Deleting a row of information, Click the button.
All information is entered Click
correctly,
7 Verify the special pay request information and adjust as required.
Page 52 of 90
Manager Self Service – Special Pay Request, Continued
Step Action
8
Special Payment Status page.
Page 53 of 90
Manager Self Service – Mandatory Training
Purpose Use the Mandatory Training task to record a required mandatory training for
an employee.
Workflow A mandatory training update does not require approval.
Procedure Follow the steps below to record a required mandatory training for an
employee.
Step Action
SubmitÆMandatory Training
2 Select the employee for the Mandatory Training update.
Anyone Employee
3 Use the table below to determine the appropriate action.

IF… THEN click…
Adding mandatory training, Add a Mandatory Training
and continue with step 4.
Editing a pre-existing training,
and make appropriate
changes. See step 4
Page 54 of 90
Manager Self Service – Mandatory Training, Continued
Step Action
4 Enter the following information on the Mandatory Training Detail

page.
• *Completion Date- please note, this cannot be future-dated

• *Course Code- enter or lookup course code by number or
description
• Method of evaluation- how training was delivered
• Proficiency Level- competent or not competent
• Trainer – enter if applicable
5
Page 55 of 90
Manager Self Service – Annual Career Conference Tracking
Purpose Use the Mandatory Training task to record a required mandatory training for
an employee.
Workflow A mandatory training update does not require approval.
Procedure Follow the steps below to record a required mandatory training for an
employee.
Step Action
1 Navigate this path: Main Menu>Self Service>Manager>Task –
Submit>Annual Conference
2 The Select Employee page opens. Choose an employee by
clicking on the employee name in the column.
3 Follow the table below to determine the appropriate action:
IF… THEN…
The employee does not have No action can be taken. If the
ACC information entered, the employee should have an ACC
corresponding fields are blank: date contact HR
If employee has ACC Click the
information entered:
button to add a row and
continue to step 4

Page 56 of 90
Annual Career Conference Tracking, Continued
Step Action
4 The Annual Career Conference Detail page opens. Enter the
following information in the corresponding fields:
• *ACC Completion Date – date the ACC occurred

• *ACC Reviewer ID – Employee ID of reviewer
• *Next ACC Date – date of next ACC review
*indicates required fields
5 After information has been completed, click to record

transaction. The Save Confirmation page will open. Click .
6 To review prior ACC dates and reviewers, repeat Steps 1 and 2.

The Annual Career Conference page opens and any prior
conference data will be displayed.
Page 57 of 90
Manager Self Service – Request Training Enrollment
Purpose Use the Request Training Enrollment task to request training enrollment for
an employee.
Workflow A training enrollment request goes to a training administrator for final

approval.
Procedure Follow the steps below to request training enrollment for an employee.
Step Action
Main MenuÆSelf ServiceÆManagerÆTasks - SubmitÆ
Training Enrollment Request
2 Select the employee for the training enrollment request.
3 Use the Request Training Enrollment search page to find a course

to enroll the employee in by using any of the criteria displayed on
the page. Click the link to select which criteria to search by.
Page 58 of 90
Manager Self Service – Request Training Enrollment, Continued
Step Action
4 Enter any criteria to limit the search into the blank field and
click the icon.
Note: The field available to enter search criteria depends upon

which method is selected in the previous step.
5
Click the Course Details link next to the course to view
details about the course.
6 Click the link next to the course to view

details about individual sessions, and continue with the
enrollment process.
Page 59 of 90
Manager Self Service – Request Training Enrollment, Continued
Step Action
7 After reviewing all available sessions, click the session number
next to the appropriate session to request training enrollment.
8
Select Reason for Training then Click to request
approval for enrollment in the session.
9
Click to return to main page.
Page 60 of 90
Status of Tasks in MSS
Overview The following section contains information for viewing specific transactions
via the Task-Status page. The Status page lists transactions that have been
submitted and what their current status is.
Navigating to Follow the steps below to navigate to the Task Menu.

the Task Menu
Step Action
Main MenuÆSelf ServiceÆManagerÆTasks - Status Æ(select
Task to view).
2 Click on the Employee Name.
The list of transactions may be sorted to the users preferences by

clicking on the header for each column. The headers may vary by
transaction. The default sort is by Employee Name.
Page 61 of 90
Approving Tasks in MSS
Overview Workflow routes tasks requiring approval to the appropriate approvers. Tasks
requiring approval are not added to the job record and do not become part of
an employee’s history until all approvals are completed.
Important: Final approval is determined by workflow rules.
System Default The default method of notification in MSS is via email and Worklist.
Managers may opt to switch the default to Worklist Only or Email Only (see
Changing Routing Preferences later in this section). All transactions are also
available for approval through the Tasks menu.
Navigating to Managers may choose to navigate to the Task menu to approve all tasks
the Task Menu awaiting approval. If an item does not appear on the Worklist and an email
was not received, it will always appear under the Tasks menu.
Main MenuÆSelf ServiceÆManagerÆTasks- ApproveÆ (select task to
approve)
Page 62 of 90
Approving Tasks in MSS, Continued
Navigating to Managers may choose to navigate to the Worklist by either:

the Worklist
• Clicking the link located at the top of the page, or
• Navigating to Main MenuÆWorklistÆWorklist
Managers may use the Worklist menu to approve tasks awaiting approval. A
Worklist is an organized list of the items awaiting an approver’s attention.
Any item may be selected by clicking the appropriate link. This bypasses any
other navigation and takes the manager to the pending task. The managers
Workflow Preferences need to include Worklist to view items on the
Worklist.
Worklist The following table explains fields within the Worklist.

Fields
Field Description
From The last person to initiate or approve the task.
Date From When the work item was last triggered.
Work Item Activity or activities that need to be carried out – to view only
entries with a specific work item select the appropriate item
from the Work List Filters.
Link Directs the manager to the web page associated with the work
item; unvisited links are blue, visited links are purple.
Work List Allows the manager to view only those transactions within a
Filters specific work item.
Refresh As items are added and removed from the Approver’s
Worklist, the view changes. Click the refresh button to view
the most current Worklist.
Customize Allows the manager to change column order for their
Worklist.
Page 63 of 90
Navigating to All approvals or notifications are sent to the approver via email, if email
Email notification is selected. Each email indicates the employee and the task type
Notification requiring approval.
Important: You should be logged into PeopleSoft before clicking the

approval link. Clicking the link takes the approver to the approval page of the
pending task.
Page 64 of 90
Changing • Approvers can change how they receive tasks for approval by navigating
Routing to the Workflow User Preferences page.
Preferences
If the user preference is changed to Worklist, it is critical that the Worklist
and or Tasks are checked frequently as there is no email notification that
items are pending.
To change Workflow User Preferences navigate to:

Main MenuÆSelf ServiceÆEmployeeÆProfileÆWorkflow User
Preferences
* Select Method
Page 65 of 90
Approving Tasks in MSSApproving Tasks in MSS, Continued
Sorting The list of transactions that need approval for transaction type may be sorted.
Transactions in The headers used to sort may vary by transaction. For most Tasks-Approve
Task-Approve they will be: Employee, Effective Date of Change, Effective Sequence and
Status.
Page 66 of 90
Accessing Indirect Reports
Accessing Managers may access their employee’s direct reports by clicking the
Indirect hierarchy button on any Employee Selection page. Only those employees
Reports
with direct reports will have the hierarchy icon.
Transacting on After selecting the button the employee selection list (direct reports to that
Indirect manager) appear. Refer to the appropriate MSS – Tasks section for further
Reports
details on a specific task in MSS.
Page 67 of 90
Assigning Alternate Approval
Overview Users unable to approve transactions in PeopleSoft for an extended period of

time may temporarily assign alternate approval to a colleague. Enter the start
and end dates for the alternate approval and PeopleSoft automatically
performs the rerouting for new transactions. This process will not reroute
already initiated transactions. Once the user returns, they may remove the
alternate approval dates or allow them to expire according to the time window
designated.
Important MSS managers must specify an alternate approver who is also an MSS
manager.
Also, if an MSS manager has authorization to approve transactions, they must

specify an alternate approver who is both a manager and an approver if they
want the alternate to approve transactions during their absence.
• Correct Example – an approver temporarily reassigns authorization to

another approver.
• Incorrect Example – an approver temporarily reassigns authorization to an
employee who is not an approver.
Note: If a user grants alternate approval to another user who has alternate
approval setup, workflow will only route to the first alternate approver.
Effective Date When assigning alternate approval, PeopleSoft looks at the transaction date
vs. Transaction for determining where to send the task and not the effective date of the
Date transaction.
Security Alternate approvers receive email notification of awaiting approvals, if email

is their User Preference. If email is not their preference, the transaction will
appear on their Worklist (if worklist is chosen) or under Tasks. Within the
email, a link is provided taking the alternate approver directly to the task
awaiting approval. The alternate approver does not need the original user’s
password to access PeopleSoft.
Submit Upon completion of any task in Manager Self Service the user is taken to a
Confirmation Submit Confirmation page listing whom PeopleSoft will route the task to
Page next. If an alternate approver is setup and the original transaction date of the
task occurs within the alternate approval dates, then the alternate approver’s
name appears on the submit confirmation and status pages.
Page 68 of 90
Assigning Alternate Approval, Continued
Procedure Execute the following steps to temporarily assign alternate approval.
Step Action
1 Navigate to PeopleToolsÆSecurityÆAlternate User
2 Enter the following information:
• Alternate User ID – enter the user ID of the alternate user

• From Date – enter the start date for alternate approval
• To Date – enter the end date for alternate approval
3
Verify all information and then click the button.
Page 69 of 90
Manager Self Service – View Employee Information
Procedure Follow the steps below to view current job related information for an
employee.
Step Action
Main MenuÆSelf ServiceÆManagerÆViewÆEmployee
Information
2 Select the employee to view.

Page 70 of 90
Manager Self Service – View Employee Information, Continued
Step Action
3 Click any of the links in the “Additional Information” section to
access more data on an employee.
Page 71 of 90
Manager Self Service – View Employee History
Procedure Follow the steps below to view historical job related information for an
employee.
Step Action
History
3 Use the buttons to sort by a particular item. To view a more

limited range of dates click View Another Date Range and enter
the date range required. To view a transaction, click on its Date of
Change.
4 Click on the to choose another employee.
Page 72 of 90
Manager Self Service – View Training Summary
Purpose Use the Training Summary View to view or enroll employees in internal
training classes, view or record Mandatory Training or view their Professional
Training (external) record.
Important This is the only view that allows you to update an employee’s record.
Note: This is the employee’s record and may contain training information
from another department.
Types of Training is broken down into 3 categories. Use the table below for a detailed
Training description of each type of training:
Type of training Description

Internal Training Any training offered internally. Employees
and managers can select between corporate or
affiliate-specific training. Either the employee
signs up for internal training through ESS or
the manager signs up the employee for internal
training through MSS.
Mandatory Training After an employee completes a required

course (e.g., a JCAHO requirement) the
manager records this by entering it into the
Mandatory Training section.
Other Professional Training Any training offered externally. Managers

are able to view other professional training
taken by the employee. The employee
performs the data entry of the external training
through the “Professional Training” task in
ESS.
Page 73 of 90
Manager Self Service – View Training Summary, Continued
Procedure Follow the steps below to access an employee’s training summary.
Step Action
Main MenuÆSelf ServiceÆManagerÆViewÆTraining
Summary
2 Click the employee.
3 Use the table below to determine the appropriate action.
IF… THEN…
This is internal training, Click the
link and continue to Step 3 of the
MSS Request Training Enrollment
section pg. 57.
This is mandatory Click the
training,
link and continue to Step 3 of the
MSS Mandatory Training section
pg. 55.
This is other professional No action is possible other than

training, viewing what the employee has
entered. Only employees may
enter other professional training.
Page 74 of 90
Manager Self Service – View Compensation History
Procedure Follow the steps below to view historical compensation information,

including bonuses given, on an employee.
Step Action
Main MenuÆSelf ServiceÆManagerÆViewÆView
Compensation History
3 Click the date within the Salary History section to view details
about an event. To view a more limited range of dates click View
Another Date Range and enter the date range required. Click
when finished.
Page 75 of 90
Manager Self Service – View Employee Paycheck Data
Procedure Follow the steps below to view paycheck data on an employee.
Step Action
Paycheck Data
3 Select the Pay Period End Date to view.
3 When finished viewing the selected paycheck details click

.
4 To view a more limited range of dates click
and enter the date range required.
Click when finished.
Page 76 of 90
Queries
Working with Please use the following link to access the query instruction manual.
Queries External Query Link.
Page 77 of 90
Running Reports in MSS
Reports Standard Reports are available with detailed employee information. Running
Standard Reports involves entering report parameters, submitting report
requests, monitoring the request status, and viewing output in the Report
Manager.
Reports Managers may execute the following reports:

Available
• License Expiration Report
• Earnings Distributions by Employee
• Non-Compliance Report
• Department Action Notices
• Performance Management
• Probationary Evaluation
• Leave Balance Report
Training This document walks through the steps of running a report. Not all reports
Purposes look the same or have the same output, but all are run the same way.
Viewing Internet Explorer and Adobe Acrobat must be loaded onto the desktop to view
Reports reports in PeopleSoft.
Run Control ID A run control is an identifier that tells the system what report settings are
defined. Instead of entering the same values each time a report is run, use a
run control to create and save those settings. The next time a report is run,
select the run control, and the system fills in the settings. Run controls can be
created to apply to several related reports. A single run control can be created
to provide values for these parameters and be used for every report.
Conversely, several run controls can be created for the same report to handle
different situations.
Page 78 of 90
Running Reports in MSS, Continued
Status There are several statuses when running a report:
Status Description
Scheduled The process was just added to the Process Scheduler.
Processing The Process Scheduler has initiated the program and is
running the process.
Generated The report has finished processing and all files are
available for transferring.
Posting In the process of being transferred to the Report
Repository.
Posted The report has been posted to the Report Repository
and is now available for viewing.
Success The report has successfully run.
Procedure Follow the steps below to run a report.
Step Action
Main MenuÆSelf ServiceÆManagerÆReportÆ(Select Report)
2
Enter the Run Control ID and click .
Note: If this is the first time running a report, click ,

enter a value of your choice and click .
Page 79 of 90
Step Action
3 Enter any required information for the report. (Note: Although
not necessary, click to associate any values entered with
the Run Control ID – making them available the next time the ID
is selected.) Then click .
4 Change the following information on the Process Scheduler

Request page in the Process List section if necessary:
• *Type – Select from:
Email – click the Distribution link to enter recipients
File – select to save results to file
Printer – select to print results before viewing
Web – use the Web default for viewing the report online
(reports may still be saved or printed from Web)
• *Format – leave default to PDF (Adobe Acrobat file) is
recommended
5
Click .
Page 80 of 90
Step Action
6 Notice the Process Instance number and click .
7
Click until the report is posted.
8 Click the link to the appropriate report under Report.
9 Under File List, click the report link.
Page 81 of 90
Warning Messages in PeopleSoft
Overview When necessary, PeopleSoft displays the following warning messages.
Sunday Date For weekly paid employees, most tasks are effective on Sunday dates. The
date must be corrected in order to complete the task.
Date Out of The date entered is outside of thirty (30) days. Once the OK button is
Range clicked, it is not necessary to change the date in order to complete the task.
For example: An effective date for a termination may be more than 30 days
in the future. In this case, it may not be a problem, but the system provides a
warning since this may be an unusual practice.
Highlighted The task is missing required information. Information must be entered to

Fields are complete the task.
Required
Page 82 of 90
Warning Messages in PeopleSoft, Continued
Outside Wage The merit increase is outside of wage guidelines and will be routed for
Guidelines approval.
For example: If the increase is 4% and the institution’s current year wage
and salary program allows a maximum of 3%, it may need to be approved by
an approver and HR.
Click OK to continue completing the task.
Invalid Date Date entered into the effective date field is invalid. The date must be
Error corrected in order to complete the task.
SMTP Error The SMTP error has nothing to do with user error and will usually correct
itself within a few minutes. In general the user needs to wait a few minutes
and try to process the task again.
Page 83 of 90
Glossary
Glossary Below is a list of terms associated with Manager Self Service.
Term Definition
Access to Access to PeopleSoft is web based.
PeopleSoft
Action/Reason An Action (for example, Transfer) and a Reason (for
example, Promotion) define a PeopleSoft task. When
reviewing history, the Action/Reason combination helps
to explain why a change was made.
Approval When tasks require an Approval, PeopleSoft generates
workflow to route an approval request.
Earnings The Earnings Distribution Override allows a manager to
Distribution override the default GL department for an employee. The
Override Earnings Distribution allows a manager to allocate an
employee’s salary across several GL departments by
percentage.
Effective Dating Effective Dating is a method of dating information in the
system. It is a critical piece of information as it tells the
system when a task takes effect. The system accepts
current, future and past dates. The effective date should
always be the date the task takes effect.
Empl Rcd Nbr The Empl Rcd Nbr is short for the Employee Record
Number. Some employees have multiple jobs in the
organization and therefore have multiple records on the
system.
HR The HR Department Structure exists in MSS to maintain
Department/GL the reporting relationships in the organization. Every
Department employee has a HR Department, which in turn is
Structure associated with a General Ledger (GL) department. This
default GL Department can be overridden for employees
by entering an Earnings Distribution Override.
Page 84 of 90
Glossary, Continued
Glossary (continued)
Term Definition
iBridge Refers to the PeopleSoft and Kronos systems. The
PeopleSoft and Kronos systems are integrated—data will
be passed between the two systems, rather than entering it
multiple times.
Kronos The Kronos Workforce Central system is used to capture
and report time (the hours an employee works). Kronos
utilizes an industry standard web browser such as
Microsoft Internet Explorer to enter, review, change, and
approve time.
Location Location is the physical location where the employee
resides. The location defaults from the employee’s
department and can be overridden on the employee level
through MSS.
Page PeopleSoft is a Web-based application; a screen is
referred to as a Page.
Paperless Paperless is the mutual exchange of information via a
web-based browser without relying on paper forms.
Queries A Query is a question about the data that exists in the
tables within PeopleSoft. Queries can make lists from
one or more tables, count records, and even do
calculations based on what they find in PeopleSoft.
Retroactive A Retroactive Transaction is when the effective date is a
Transaction past date. The system will make the necessary
adjustments to correct pay and benefits deductions of an
employee.
Page 85 of 90
Glossary, Continued
Glossary (continued)
Term Definition
Seq # The Seq # is short for the task sequence number.
Managers can process multiple tasks on the same day for
the same employee. The system tracks the order of the
tasks using the Sequence Number.
Timekeeper A Timekeeper is the person designated to enter the time
for employees in a designated “work group”. Some
groups of employees may have more than one
timekeeper.
Task A Task represents a change to an employee’s data that
results in updated information being entered into the
system.
View A View refers to a page in MSS or ESS that is intended
for viewing purposes only.
Warning Warning Messages alert the user that there might be a
Messages problem with the task being processed. Warning
messages will not stop the page from being submitted.
Contact HR with further questions about warning
messages on pages.
Workflow Workflow is the background process that automatically
routes the task for approval based on the business rules.
Workgroup A Workgroup is a value that identifies a timekeeping
group. Employees are grouped together for timekeeping
purposes; Kronos timekeepers are given access to
employees by workgroup.
Page 86 of 90
Manager Self Service Tasks – Quick Reference
Task Navigation Key Information Key Data Fields

Merit/Review Main Menu Æ Self • All Merit Increases require a • Sunday Effective Date for
Service Æ Manager Æ Performance Review. If the employee Weekly
Tasks- SubmitÆ is at the maximum for their grade, the • 1st or the 15th of the month
Merit/Review system automatically calculates a for Monthly
Merit Bonus based on company • Review Period From
guidelines. • Review Period To
• All Non-Merit Increases are performed • Employee Signature Date
on the Salary Change page. • Review Rating
• Send the paper copy of the signed • Comments
review to HR. • Salary Increase amount or
percentage
Job Code Main Menu Æ Self • A Promotion means that the • Sunday Effective Date for
Change - Service Æ Manager Æ employee’s Job Code is changing and Weekly
Promotion Tasks- Submit Æ Data they are moving to a higher pay grade • 1st or the 15th of the month
Change within the same HR Department. for Monthly
• Reason – Job Code -
Promotion
• All other relative data that is
changing as a result of the
promotion.
Job Code Main Menu Æ Self • A lateral job code change means that • Sunday Effective Date for
Change - Service Æ Manager Æ the employee’s job code is changing Weekly
Lateral Tasks-Submit Æ Data and the new job code has the same pay • 1st or the 15th of the month
Change grade as the old job code. Used for for Monthly
changes within the same HR • Reason – Job Code - Lateral
Department. • All other relative data that is
• IMPORTANT: Be careful when changing as a result of the job
changing an employee’s job code as code change.
this drives pay rules and shift
differential eligibility.
Job Code Main Menu Æ Self • A demotion means that the employee’s • Sunday Effective Date for
Change - Service Æ Manager Æ job code is changing and they are Weekly
Demotion Tasks-Submit Æ Data moving to a lower pay grade within the • 1st or the 15th of the month
Change same HR Department. for Monthly
• IMPORTANT: Be careful when • Reason – Job Code -
changing an employee’s job code as Demotion
this drives pay rules and shift • All other relative data that is
differential eligibility. changing as a result of the job
code change.
Step Change Main Menu Æ Self • Steps are used for all contract positions • Sunday Effective Date
Service Æ Manager Æ • Reason – GHC/NSM/SKR
Tasks-Submit Æ Data Step Change
Change • Step
Standard Main Menu Æ Self • Standard Hours are used to determine • Sunday Effective Date for
Hours Change Service Æ Manager Æ FTE. Weekly
Tasks-Submit Æ Data • Standard Hours determine an • 1st or the 15th of the month
Change employee’s level of benefits. for Monthly
• Reason – Change in
Shift/Hours/Reg Temp
• Change Standard Hours
• If standard hours goes to one
– must change reg/temp field
to per diem
Page 87 of 90
Manager Self Service Tasks – Quick Reference, Continued

Shift Change Main MenuÆ Self Service • Use this task to change an employee’s • Sunday Effective Date
Æ Manager Æ Tasks- shift. for Weekly
Submit Æ Data Change • IMPORTANT: Once the shift is • 1st or the 15th of the
changed the employee’s eligibility for month for Monthly
a Shift Differential may change. • Reason – Change in
Shift/Hours/Reg_ Temp
• Change Shift
To/From Per Main Menu Æ Self Service • IMPORTANT: Changing an • Sunday Effective Date
Diem Æ Manager Æ Tasks- employee to/from per diem directly for Weekly
Submit Æ Data Change impacts benefit eligibility. • 1st or the 15th of the
month for Monthly
• Reason – Change in
Shift/Hours/Reg Temp
• Change Reg Temp Status
• Must change standard
hours to 1 if per diem is
selected
Work Group Main Menu Æ Self Service • Use this process to move an employee • Sunday Effective Date
Change Æ Manager Æ Tasks- from one timekeeper to another. for Weekly
Submit Æ Data Change • IMPORTANT: The work group is • 1st or the 15th of the
not tied to department. An employee month for Monthly
can be assigned a timekeeper without • Reason – Change
changing their department and Workgroup
conversely changing an employees • Change Workgroup
department does not change the
timekeeper.
Location Main Menu Æ Self Service • A location is the physical building, • Sunday Effective Date
Change Æ Manager Æ Tasks- floor and/or suite where an employee for Weekly
Submit Æ Data Change works. • 1st or the 15th of the
month for Monthly
• Reason – Location
• Change Location
Earnings Main Menu Æ Self Service • An Earnings Distribution Override is • Sunday Effective Date
Distribution Æ Manager Æ Tasks- used to charge the employee’s earnings for Weekly
Override Submit Æ Data Change to a General Ledger (GL) account(s) • 1st or the 15th of the
other than the default. month for Monthly
• Reason – Earnings
Distribution Change or
Earnings Dist with Salary
Chg
• Change Earnings
Distribution
• Change salary if
applicable
Salary Change Main Menu Æ Self Service • Use the Merit/Review page for all • Sunday Effective Date
Non-Merit Æ Manager Æ Tasks- merits. for Weekly
Submit Æ Salary Change • 1st or the 15th of the
month for Monthly
• Reason – Choose from
the drop down list
• Change salary amount or
percentage
Page 88 of 90
Manager Self Service Tasks – Quick Reference, Continued

Add/Update Main Menu Æ Self Service • Use this page to add a • License or Certificate
License and Æ Manager Æ Tasks- license/certificate for an employee or • Expiration date
Certificates Submit Æ License & to update the expiration date of an • Check the License
Certificates existing license. Verification Box
Transfer – Main Menu Æ Self Service • Sending manager only inputs the • Sunday Effective Date
Sending Æ Manager Æ Tasks- department to which the employee is for Weekly
Submit Æ Transfer- transferring. • 1st or the 15th of the
Sending • IMPORTANT: This task sends the month for Monthly
employee to another manager. Once • Department employee is
submitted, the sending manager no transferring to
longer has access to the employee • Earnings distribution if
record. applicable
• Make any applicable changes to the
earnings distribution before sending.
Transfer – Main Menu Æ Self Service • The receiving manager must ensure • Sunday Effective Date
Receiving Æ Manager Æ Tasks- that the employee record reflects all for Weekly
Submit Æ Transfer- necessary changes taking place as a • 1st or the 15th of the
Receiving result of the transfer. month for Monthly
• Select the appropriate reason for the • Reason for Transfer
transfer by evaluating why this • All data to make the
employee is transferring departments. employee whole in their
new job.
Terminate Main Menu Æ Self Service • Indicate the termination date, and the • Termination Effective
Employee Æ Manager Æ Tasks- reason for termination. Date is the first day the
SubmitÆ Terminate • Check Eligible For Rehire if the employee is no longer
Employee employee is eligible for rehire. working – the day after
the last day worked.
• Reason for Termination
• Use Comments box for
comments regarding
eligibility for rehire.
Special Pay Main Menu Æ Self Service • Use this page to award an employee a • Sunday Effective Date
Request Æ Manager Æ Tasks- special pay amount. Special pay for Weekly
Submit Æ Special Pay requests are paid out in a lump sum, on • 1st or the 15th of the
Request the next payroll after all approvals. month for Monthly
• Reason – Choose from
the drop down list
• Select GL Dept to charge
• Enter request amount
Request Main Menu Æ Self Service • Use this page to request training for • Course Code
Training Æ Manager Æ Tasks- any employee. • Session Number
Enrollment Submit Æ Training • Do not delete training as this might
Enrollment Request apply to an additional job that the
employee has.
Mandatory Main Menu Æ Self Service • Use this page to add a mandatory • Course Code
Training Æ Manager Æ Tasks- training. • Completion Date
Submit Æ Mandatory
Training
Page 89 of 90

Manager Training Guide: Ibridge Peoplesoft Manager Self Service Winter 2009

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Manager Training Guide: Ibridge Peoplesoft Manager Self Service Winter 2009

Uploaded by

Copyright:

Available Formats

Manager Training

Introduction to Manager Self Service .......................................................................................................................2

It provides information on how to access, view and/or process information in

Training The objectives of MSS training are to:

Continued on next page

Section The objectives for this section are to:

Access to Access to Manager and Employee Self Service is web-based.

• The process of sending a Personnel Action Form to HR is no longer

Continued on next page

Department Every employee is assigned to an HR department, which is charged

• Many HR departments are used to support MSS. Each HR department is

Note: If a manager does not have access to one of their employees, HR

• The earnings distribution through MSS is a part of the employee’s record.

Continued on next page

• Managers initiate changes and approvals are captured electronically via

Location Location is the physical location where the employee works.

• Managers maintain the physical location of employees through MSS.

Continued on next page

Workgroup Workgroups identify timekeeping groups in both PeopleSoft and Kronos.

• For the timekeeper to accurately record hours for an employee, the

Continued on next page

Continued on next page

• PeopleSoft manages the order of tasks with the sequence number.

2 Click the button.

Continued on next page

Searching from the Main Menu (continued)

Continued on next page

Searching and Sorting Using Direct Reports (continued)

Note: The default sort is Employee name.

Features The table below outlines features of MSS.

Adding a My Follow the steps below to Add a My Favorites.

2 Click the My Favorites menu item.

3 Click on the Add to Favorites link.

Continued on next page

Adding a My Favorite (continued)

Edit a My Follow the steps below to Edit a My Favorite.

3 Click on the Edit Favorites link.

Continued on next page

View a My Follow the steps below to View a My Favorite.

Purpose The Merit / Review page allows a manager to:

• Employees with no step: Managers can enter both merit performance

Note: For employees on step, if this Merit/Review includes a change in the

Continued on next page

IF… THEN a warning displays that …

IF the … THEN the …

Continued on next page

IF the merit… THEN the merit …

Continued on next page

Follow the steps below to give an employee a Merit/Review.

4 If transacting on an employee who does not have a step, continue

Continued on next page

7 Click the link.

IF the employee is moving … THEN use reason…

Continued on next page

Workflow See company specific workflow documentation.

Procedure Follow the steps below to change an employee’s job code.

Continued on next page

Purpose Use the Data Change task to change an employee’s step.

Workflow See company specific workflow documentation.

Continued on next page

Benefits Standard hours determine an employee’s level of benefits. If the change in

If the employee becomes benefits ineligible:

Workflow See company specific workflow documentation.