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OCSA Self Service User Manual v.02
Page 1 of 62
OCSA
SELF-SERVICE
USER MANUAL
Version 02
OCSA Self-service User Manual v.02
Page 2 of 62
TABLE OF CONTENTS
1. Introduction .................................................................................................................... 3
2. Hours Worked (Locums) ................................................................................................ 4
2.1 Select the employee record .................................................................................... 4
2.2 Capture Hours Worked ........................................................................................... 5
2.3 Approve Hours Worked ......................................................................................... 13
2.3.1 1st Approval .................................................................................................... 13
2.3.1.1 Workflow after approval/denying of Hours Worked transaction ............... 16
2.3.2 2nd Approval ................................................................................................... 18
2.3.2.1 Workflow after approval/denying of Hours Worked transaction ............... 21
2.4 View screens ........................................................................................................ 23
3. Overtime ...................................................................................................................... 24
3.1 Capture Overtime.................................................................................................. 27
3.2 Approve Overtime ................................................................................................. 30
3.2.1 Workflow after approval/denying of Overtime transaction............................... 33
3.3 View screens ........................................................................................................ 35
4. Standby Allowance ...................................................................................................... 36
4.1 Capture Standby Allowance .................................................................................. 36
4.2 Approve Standby Allowance ................................................................................. 38
4.2.1 Workflow after approval/denying of Standby transaction ................................ 41
4.3 View screens ........................................................................................................ 43
5. Call Out Allowance ....................................................................................................... 44
5.1 Capture Call Out Allowances ................................................................................ 44
5.2 Approve Call Out Allowance ................................................................................. 46
5.2.1 Workflow after approval/denying of Call Out Allowance ................................. 49
5.1 View screens ........................................................................................................ 51
6. Travel reimbursements ................................................................................................ 52
6.1 Capture Travel Reimbursements .......................................................................... 52
6.2 Approve Travel Reimbursement............................................................................ 55
6.2.1 Workflow after approval/denying of Travel Reimbursement ........................... 58
6.1 View screens ........................................................................................................ 60
7. Reports ........................................................................................................................ 61
7.1 Transactions ......................................................................................................... 61
7.2 How to run a report ............................................................................................... 61
7.3 Pending Transactions ........................................................................................... 62
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1. Introduction The following development is only for OCSA employees in Company OC and OH. This user manual will explain step by step how to:
• Capture, approve and view the following:
o Hours Worked (Locums) o Overtime o Standby Allowances o Call Out Allowances o Travel Reimbursements
• Run reports Approving structure: Hours Worked (Locums) – Two levels of Approval
• Levels of Approval: Clinic Manager Captures, The OH Regional Business Manager is the 1st level approver and the EXCO member is the 2nd level approver.
SEARCH View: List only all OH Regional Business Manager and the OH Regional Business Manager’s direct supervisors.
All other Allowances – One level of Approval
• For Clinic Staff: Clinic Manager Captures, The OH Regional Business Manager is the only approver
Or
• For Head Office staff: any employee (EXCO or Payroll staff) that have access to the manager screen can capture, the employee’s direct supervisor is the only approver
SEARCH View: List only all OH Regional Business Manager and the employee’s direct supervisor.
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2. Hours Worked (Locums) Navigation: Main Menu > Manager Self Service > OCSA Locum Hours > Capture Locums
2.1 Select the employee record The Clinic manager captures the National ID of the Locum on the Search screen:
• If the National ID number does not exist on the database, this message will appear – ‘No matching values were found’
o The appointment documents must be forwarded to the payroll department to appoint this employee onto the system.
o If the National ID number exists but the employee record is inactive on the database, this message will appear.
o If the employee record is active on the database, the screen will be available for capturing.
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2.2 Capture Hours Worked Navigation: Main Menu > Manager Self Service > OCSA Locum Hours > Capture Locums
• Capture either the Empl ID (Employee number) or the National ID
• Click on the button
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The Capture screen will open up
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• *1st Level Approver: Click on the
o Select the applicable OH Regional Business manager that must do the 1st approval from the dropdown list
• The Name, email address and job title of the selected 1st Level Approver will appear
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Description of fields:
Field name Explanation
Month to be Paid The month of payment, provided that the approval of the transaction is done before payroll closing date
Hourly Rate e.g 125.25
No of Hours e.g 8.75
Date Worked From Click on the calendar icon and select the relevant date
Date Worked To Click on the calendar icon and select the relevant date
Number of Days Number of days will default (from date – to date)
Value The value will default based on the (Hourly Rate x No of Hours)
Division Click on the icon and select the relevant Division
CostUnit Click on the icon and select the relevant Cost Unit
CostCentre Click on the icon and select the relevant Cost
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Locum Reason Click on the icon and select the relevant Reason
Available reasons:
The reason: ‘Capture reason in comment box’ must be selected when none of the other reason in the
dropdown is relevant
DOCUMENT OF RECORD
Click on the icon
Click on and select the applicable file (saved onto your computer)
Click on
The uploaded document will appear
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Note: if more than one transaction is capture for the same “Date Worked From” – the uploaded documents
will both appear on the second record and also on the Approval screen.
Once all fields are completed – click on the button
The record is now saved and a new screen will be ready to capture the next transaction for this employee
Click on the button to return to the search page
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To select another employee click on the at the bottom of the screen
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2.3 Approve Hours Worked Navigation: Main Menu > Manager Self Service > OCSA Locum Hours > Approve Locums
2.3.1 1st Approval Workflow process:
Once the Clinic manager submitted the Hours Worked transaction, an email is sent to the 1st
level approver (selected on the capture screen)
Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 22 April 2016 01:02 PM
To: Tersia Viljoen
Subject: Please Approve Hours Worked (Locums) on PeopleSoft
Dear ANNEMIE VAN ZYL
Please be advised that I, TERSIA VILJOEN, have captured the above-mentioned
transaction for this employee which needs your approval:
Details:
Employee ID: 10100004
Name: DANISILE JORDAN
Amount: 6750
Date Worked From: 2016-04-04
Date Worked To: 2016-04-09
Number of Days: 6
Cost Code: HOKZN - HEAD OFFICE KWA-ZULU NATAL 1
Cost Unit: HOKZN - HEAD OFFICE - KZN
Division: EAST - EAST REGION
Reason: Additional Capacity Required
Please click on the link below (which will open the PeopleSoft Sign-On Screen) and
after signing on, select the appropriate item from your WORKLIST to approve/deny
this transaction:
http://mipdcvmpp09.mmih.biz/psp/HRDEV/EMPLOYEE/HRMS/c/MP_ROLE_MANAGER.MP_OCSA_LOCM_
APP.GBL?EMPLID=10100004&REQUEST_SEQ_NBR=58&SEQNUM=1
Regards
• The 1st level approver clicks on the link at the bottom of the email, signs onto
PeopleSoft and the relevant approval screen will appear
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Description of fields:
Field name Explanation
Transaction Details:
The transaction details will appear under this section
Transaction Authorisation Details:
The 1st level Approver’s details will appear together with the
radio buttons
1st level Approver to select the Approved or Denied radio button
Comments 1st level Approver can capture any comments if applicable. This
field is not mandatory
Document of Record
Click on the button and the uploaded document will
open up
Once the applicable radio button is selected, click on
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2.3.1.1 Workflow after approval/denying of Hours Worked transaction
If the transaction is denied, this email will be sent to the person that captured this transaction -----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 09:53 PM
To: Tersia Viljoen
Subject: Hours Worked (Locums) Denied
Dear CHERYL ROUX
Please be advised that the abovementioned transaction that you have captured for
the under-mentioned employee has been denied by ANNEMIE VAN ZYL.
Details:
National ID No: 7008090338084
Employee ID: 10100004
Name: DANISILE JORDAN
Date Worked From: 2016-04-04
Date Worked To: 2016-04-09
Number of Days: 6
No. of Hours: 7.5
Rate per Hour: 456.25
Value: 3421.87
Cost Code: HOGP - HEAD OFFICE GAUTENG 1
Cost Unit: HOGPEAST - HOGPEAST
Division: EAST - EAST REGION
Reason: Vacant Post
Approvers Comment:
; [10100012] I WILL HAVE TO DENY AS I THINK IT IS A CAPTURING ERROR
You can contact the above-mentioned person for further details on this transaction.
---------------------------------------------------------------------------This
email message was brought to you through PeopleSoft Workflow Technology HRDEV
OCSA Self Service User Manual v.02
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The screen will look like this – not further approval is possible
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2.3.2 2nd Approval Workflow process:
Once the 1st level Approver approved the transaction, an email is sent to the 2nd level
approver (selected on the capture screen)
Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 22 April 2016 01:15 PM
To: Tersia Viljoen
Subject: Please Approve Hours Worked (Locums) on PeopleSoft
Dear ALAN MORRISON JONES
Please be advised that the abovementioned transaction that was captured for the
following employee has been approved by me ANNEMIE VAN ZYL and now needs your
approval:
Details:
National ID No: 7008090338084
Employee ID: 10100004
Name: DANISILE JORDAN
Date Worked From: 2016-04-04
Date Worked To: 2016-04-09
Number of Days: 6
No. of Hours: 9
Rate per Hour: 750
Value: 6750
Cost Code: HOKZN - HEAD OFFICE KWA-ZULU NATAL 1
Cost Unit: HOKZN - HEAD OFFICE - KZN
Division: EAST - EAST REGION
Reason: Additional Capacity Required
Approvers Comment:
Please click on the link below (which will open the PeopleSoft Sign-On Screen) and
after signing on, select the appropriate item from your WORKLIST to approve/deny
this transaction:
http://mipdcvmpp09.mmih.biz/psp/HRDEV/EMPLOYEE/HRMS/c/MP_ROLE_MANAGER.MP_OCSA_LOCM_
APP.GBL?EMPLID=10100004&REQUEST_SEQ_NBR=58&SEQNUM=1
Regards
• The 2nd level Approver clicks on the link at the bottom of the email, signs onto
PeopleSoft and the relevant approval screen will appear
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Description of fields:
Field name Explanation
Transaction Details:
The transaction details will appear under this section
Transaction Authorisation Details:
The 1st level Approver’s details will appear together with the Approval button selected
Approver The selected 2nd level approver’s name will appear
2nd level Approver to select the Approved or Denied radio buttons
Comments 2nd level Approver can capture any comments if applicable. This
field is not mandatory
Document of Record
Click on the button and the uploaded document will
open up
Once the applicable radio button is selected, click on
Click on the button to return to the search
page
Approver The selected approver’s name will appear
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2.3.2.1 Workflow after approval/denying of Hours Worked transaction
If the transaction is denied, this email will be sent to the person that captured this transaction -----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:05 PM
To: Tersia Viljoen
Subject: Hours Worked (Locums) Denied [2nd Level]
Dear CHERYL ROUX
Please be advised that the abovementioned transaction that you have captured for
the under-mentioned employee has been denied by ANNEMIE VAN ZYL.
Details:
National ID No: 7008090338084
Employee ID: 10100004
Name: DANISILE JORDAN
Date Worked From: 2016-04-10
Date Worked To: 2016-04-23
Number of Days: 14
No. of Hours: 8
Rate per Hour: 889
Value: 7112.00
Cost Code: EMFT - First Aid Health & Safety 1
Cost Unit: ACADEMY - ACADEMY
Division: AOE - ACADEMY
Reason: Vacant Post
Approvers Comment:
You can contact the above-mentioned person for further details on this transaction.
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If the transaction is approved, this email will be sent to the person that captured this transaction as well as to the employee -----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:10 PM
To: Tersia Viljoen
Cc: Catharina Tolmay; Tersia Viljoen
Subject: Hours Worked (Locums) Approved
Dear CHERYL ROUX
Please be advised that the abovementioned transaction that you have captured for
the under-mentioned employee has been approved.
Details:
National ID No: 7008090338084
Employee ID: 10100004
Name: DANISILE JORDAN
Date Worked From: 2016-04-05
Date Worked To: 2016-04-05
Number of Days: 1
No. of Hours: 1
Rate per Hour: 789
Value: 789
Cost Code: OCSAHO - OCSA - HEAD OFFICE 1
Cost Unit: OCSAHO - OCSA HEAD OFFICE
Division: OCHO - OCSA HEAD OFFICE
Reason: Vacant Post
Approvers Comment:
Kind Regards
----------------------------------------------------------------------------------
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OCSA Self Service User Manual v.02
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2.4 View screens Navigation: Main Menu > Manager Self Service > OCSA Locum Hours > View Locums Navigation: Main Menu > Employee Self Service > OCSA Locum Hours > View Locums
All details on Hours worked will list
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3. Overtime Overtime @ 1.0 Navigation: Main Menu > Manager Self Service > OCSA Overtime/Standby Allow > Capture Overtime x 1.0
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Overtime @ 1.5 Navigation: Main Menu > Manager Self Service > OCSA Overtime/Standby Allow > Capture Overtime x 1.5
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Overtime @ 2.0 Navigation: Main Menu > Manager Self Service > OCSA Overtime/Standby Allow > Capture Overtime x 2.0
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3.1 Capture Overtime
• To Be Approver: Click on the
o Select the applicable OH Regional Business manager or Direct Supervisor from the dropdown list
• The Name, email address and job title of the selected To be Approver will appear
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Description of fields:
Field name Explanation
Hourly Rate e.g 300.25
No of Hours e.g 8.75
Value The value will default based on the Hourly Rate x No of Hours x
type of overtime
Date Worked Click on the calendar icon and select the relevant date
Month to be Paid The month of payment, provided that the approval of the transaction
is done before payroll closing date
Division Click on the icon and select the relevant Division
CostUnit Click on the icon and select the relevant Cost Unit
CostCentre Click on the icon and select the relevant Cost
Reason Capture Reason
This is mandatory
Click on the button to add another record, click on the
button to delete a record
Once all fields are completed – click on the button
The record is now saved and a new screen will be ready to capture the next transaction for this employee
Click on the button to return to the search
page
On Submit this message will appear
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3.2 Approve Overtime Navigation: Main Menu > Manager Self Service > OCSA Overtime/Standby Allow > Approve Overtime
Workflow process:
Once the Clinic manager/Manager submitted the Overtime transaction, an email is sent to
the To be Approver (selected on the capture screen)
Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:15 PM
To: Tersia Viljoen
Cc:
Subject: Please Approve Overtime @ 1.5 for 10100004 (DANISILE JORDAN) Date Worked:
2016-04-11
Dear ANNEMIE VAN ZYL
Please be advised that I, CHERYL ROUX, have captured the abovementioned transaction
for this employee which needs your approval:
Details:
Employee ID: 10100004
Name: DANISILE JORDAN
Date Worked: 2016-04-11
No. of Hours: 3
Rate per Hour: 250
Cost Code: OSCLEC - ON-SITE CLINIC - EASTERN CAPE 1
Cost Unit: GUBB - GUBB & INNGS
Division: EAST - EAST REGION
Reason: Project
Please click on the link below (which will open the PeopleSoft Sign-On Screen) and
after signing on, select the appropriate item from your WORKLIST to approve/deny
this transaction:
http://mipdcvmpp09.mmih.biz/psp/HRDEV/EMPLOYEE/HRMS/c/MP_ROLE_MANAGER.MP_OCSA_OVT_A
PPR.GBL?EMPLID=10100004&REQUEST_SEQ_NBR=33&EFFDT_USED=2016-04-11
Regards,
CHERYL ROUX
• The To be Approver clicks on the link at the bottom of the email, signs onto
PeopleSoft and the relevant approval screen will appear
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Description of fields:
Field name Explanation
Transaction Details:
The transaction details will appear under this section
Approval Status:
radio buttons
Approver to select the Approved or Denied radio button
Approver The selected approver’s name will appear
Reason The reason that the capturer has entered will appear
Comments The approver can capture any comments if applicable. This field
is not mandatory
Once the applicable radio button is selected, click on
Click on the button to return to the search
page
This message will appear if the payroll is in progress and you are not allowed to approve the
transaction.
You will need to wait until the payroll is finalised before you will be able to approve the
transaction.
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3.2.1 Workflow after approval/denying of Overtime transaction
If the transaction is denied, this email will be sent to the person that captured this transaction Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:20 PM
To: Tersia Viljoen
Subject: Overtime @ 1.5 Denied for 10100004 (DANISILE JORDAN) Date Worked: 2016-04-
11
Dear CHERYL ROUX
Please be advised that the above-mentioned transaction that you have captured for
the below-mentioned employee has been denied:
Details:
Employee ID: 10100004
Name: DANISILE JORDAN
Date Worked: 2016-04-11
No. of Hours: 3
Rate per Hour: 250
Cost Code: OSCLEC - ON-SITE CLINIC - EASTERN CAPE 1
Cost Unit: GUBB - GUBB & INNGS
Division: EAST - EAST REGION
Reason: Project
Approver's Comment: No Comments
Please contact me for more information.
Kind regards,
ANNEMIE VAN ZYL
----------------------------------------------------------------------------
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If the transaction is approved, this email will be sent to the person that captured this transaction as well as to the employee Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:22 PM
To: Tersia Viljoen
Cc: Catharina Tolmay; Tersia Viljoen
Subject: Sunday/Public Holiday Overtime @ 2.0 Approved for 10100004 (DANISILE
JORDAN) Date Worked: 2016-04-05
Dear CHERYL ROUX
Please be advised that the above-mentioned transaction that you have captured for
the below-mentioned employee has been approved:
Details:
Employee ID: 10100004
Name: DANISILE JORDAN
Date Worked: 2016-04-05
No. of Hours: 3.25
Rate per Hour: 456
Cost Code: HOGP - HEAD OFFICE GAUTENG 1
Cost Unit: HOGPWEST - HOGPWEST
Division: WEST - WEST REGION
Reason: Project
Approver's Comment:
Kind regards,
ANNEMIE VAN ZYL
-----------------------------------------------------------------------------------
This email message was brought to you through PeopleSoft Workflow Technology HRDEV
OCSA Self Service User Manual v.02
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3.3 View screens Navigation: Main Menu > Manager Self Service > OCSA Overtime/Standby Allow > View Overtime
Navigation: Main Menu > Employee Self Service > Overtime/Standby Allowance > View All OCSA Overtime
The All details on Overtime transactions will list per the separate tabs: View Normal Overtime, View 1.5 x Overtime and View Sunday/Public Holiday Overtime Note: The Denied transactions will not show on the Employee View screens, only on the Manager view screens
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4. Standby Allowance
4.1 Capture Standby Allowance Navigation: Main Menu > Manager Self Service > OCSA Overtime/Standby Allow > Capture Standby Allowances
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Description of fields:
Field name Explanation
To Be Approver Select the icon and select the applicable OH Regional Business
manager or Direct Supervisor from the dropdown list (See Overtime)
Month to be Paid The month of payment, provided that the approval of the transaction
is done before payroll closing date
Amount Capture amount
Division Click on the icon and select the relevant Division
CostUnit Click on the icon and select the relevant Cost Unit
CostCentre Click on the icon and select the relevant Cost
Click on the icon and capture the reason for this transaction
Click on the button to add another record, click on the
button to delete a record
Once all fields are completed – click on the button
The record is now saved and a new screen will be ready to capture the next transaction for this employee
Click on the button to return to the search
page
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4.2 Approve Standby Allowance Navigation: Main Menu > Manager Self Service > OCSA Overtime/Standby Allow > Approve Standby Allowances
Workflow process:
Once the Clinic manager/Manager submitted the Standby transaction, an email is sent to the
To be Approver (selected on the capture screen)
Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:28 PM
To: Tersia Viljoen
Subject: Please Approve Standby Allowance on PeopleSoft
Dear ANNEMIE VAN ZYL
Please be advised that I, CHERYL BRENDA ROUX, have captured the above-mentioned
transaction for this employee which needs your approval:
Details:
Employee ID: 10100004
Name: DANISILE JORDAN
Amount: 7500
Cost Code: HOKZN - HEAD OFFICE KWA-ZULU NATAL 1
Cost Unit: HOKZN - HEAD OFFICE - KZN
Division: EAST - EAST REGION
Reason: testing
Please click on the link below (which will open the PeopleSoft Sign-On Screen) and
after signing on, select the appropriate item from your WORKLIST to approve/deny
this transaction:
http://mipdcvmpp09.mmih.biz/psp/HRDEV/EMPLOYEE/HRMS/c/MP_ROLE_MANAGER.MP_OCSA_STNB_
APP.GBL?EMPLID=10100004&REQUEST_SEQ_NBR=43&SEQNUM=1
Regards
• The To be Approver clicks on the link at the bottom of the email, signs onto
PeopleSoft and the relevant approval screen will appear
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Description of fields:
Field name Explanation
Transaction Details:
The transaction details will appear under this section
Transaction Authorisation Details
radio buttons
Approver to select the Approved or Denied radio button
Approver The selected approver’s name will appear
Comments The approver can capture any comments if applicable. This field
is not mandatory
Once the applicable radio button is selected, click on
Click on the button to return to the search
page
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4.2.1 Workflow after approval/denying of Standby transaction
If the transaction is denied, this email will be sent to the person that captured this transaction Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:31 PM
To: Tersia Viljoen
Subject: Employee No: 10100004. Standby Allowance Denied.
Dear CHERYL ROUX
Please be advised that the abovementioned transaction that you have captured for
the under-mentioned employee has been denied by ANNEMIE VAN ZYL.
Details:
National ID No: 7008090338084
Employee ID: 10100004
Name: DANISILE JORDAN
Value: 7500
Cost Code: HOKZN - HEAD OFFICE KWA-ZULU NATAL 1
Cost Unit: HOKZN - HEAD OFFICE - KZN
Division: EAST - EAST REGION
Reason:
Approvers Comment:
testing
You can contact the above-mentioned person for further details on this transaction.
---------------------------------------------------------------------------
This email message was brought to you through PeopleSoft Workflow Technology HRDEV
OCSA Self-service User Manual v.02
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If the transaction is approved, this email will be sent to the person that captured this transaction as well as to the employee Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:31 PM
To: Tersia Viljoen
Cc: Tersia Viljoen
Subject: Employee No: 10100004. Standby Allowance Approved.
Dear CHERYL ROUX
Please be advised that the abovementioned transaction that you have captured for
the under-mentioned employee has been approved.
Details:
National ID No: 7008090338084
Employee ID: 10100004
Name: DANISILE JORDAN
Value: 7500
Cost Code: FAMILY - Family Planning 1
Cost Unit: ACADEMY - ACADEMY
Division: AOE - ACADEMY
Reason:
Approvers Comment:
I will approve this time
Kind Regards
-----------------------------------------------------------------------------------
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OCSA Self Service User Manual v.02
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4.3 View screens Navigation: Main Menu > Manager Self Service > OCSA Overtime/Standby Allow > View Standby Allowances
Navigation: Main Menu > Employee Self Service > Overtime/Standby Allowance > View Standby Allowances (OC)
Note: The Denied transactions will not show on the Employee View screens, only on the Manager view screens
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5. Call Out Allowance
5.1 Capture Call Out Allowances Navigation: Main Menu > Manager Self Service > Call Out Allowance > Capture Call Out Allowances
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Description of fields:
Field name Explanation
To Be Approver Select the icon and select the applicable OH Regional Business
manager or Direct Supervisor from the dropdown list (See Overtime)
Month to be Paid The month of payment, provided that the approval of the transaction
is done before payroll closing date
Amount Capture amount
Date Worked Click on the calendar icon and select the relevant date
Division Click on the icon and select the relevant Division
CostUnit Click on the icon and select the relevant Cost Unit
CostCentre Click on the icon and select the relevant Cost
Click on the icon and capture the reason for this transaction
Click on the button to add another record, click on the
button to delete a record
Once all fields are completed – click on the button
The record is now saved and a new screen will be ready to capture the next transaction for this employee
Click on the button to return to the search
page
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5.2 Approve Call Out Allowance Navigation: Main Menu > Manager Self Service > Call Out Allowance > Approve Call Out Allowances
Workflow process:
Once the Clinic manager/Manager submitted the Call Out transaction, an email is sent to the
To be Approver (selected on the capture screen)
Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:38 PM
To: Tersia Viljoen
Subject: Please Approve Call Out Allowance on PeopleSoft
Dear ANNEMIE VAN ZYL
Please be advised that I, CHERYL BRENDA ROUX, have captured the above-mentioned
transaction for this employee which needs your approval:
Details:
Employee ID: 10100004
Name: DANISILE JORDAN
Amount: 750
Date Worked: 2016-04-14
Cost Code: OCHYG - Ocsa Hygiene Division
Cost Unit: OCHYG - Ocsa Hygiene Division
Division: OCHY - OCSA HYGIENE
Reason: Month of May
Please click on the link below (which will open the PeopleSoft Sign-On Screen) and
after signing on, select the appropriate item from your WORKLIST to approve/deny
this transaction:
http://mipdcvmpp09.mmih.biz/psp/HRDEV/EMPLOYEE/HRMS/c/MP_ROLE_MANAGER.MP_OCSA_COUT_
APP.GBL?EMPLID=10100004&REQUEST_SEQ_NBR=45&SEQNUM=1
Regards
• The To be Approver clicks on the link at the bottom of the email, signs onto
PeopleSoft and the relevant approval screen will appear
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Description of fields:
Field name Explanation
Transaction Details:
The transaction details will appear under this section
Transaction Authorisation Details
radio buttons
Approver to select the Approved or Denied radio button
Approver: The selected approver’s name will appear
Approver Comments The approver can capture any comments if applicable. This field
is not mandatory
Once the applicable radio button is selected, click on
Click on the button to return to the search
page
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5.2.1 Workflow after approval/denying of Call Out Allowance
If the transaction is denied, this email will be sent to the person that captured this transaction Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:41 PM
To: Tersia Viljoen
Subject: Employee No: 10100004. Call Out Allowance Denied.
Dear CHERYL ROUX
Please be advised that the abovementioned transaction that you have captured for
the under-mentioned employee has been denied by ANNEMIE VAN ZYL.
Details:
National ID No: 7008090338084
Employee ID: 10100004
Name: DANISILE JORDAN
Date Worked: 2016-04-14
Value: 750
Cost Code: OCHYG - Ocsa Hygiene Division
Cost Unit: OCHYG - Ocsa Hygiene Division
Division: OCHY - OCSA HYGIENE
Reason:
Approvers Comment:
Month of May
You can contact the above-mentioned person for further details on this transaction.
-----------------------------------------------------------------------------------
This email message was brought to you through PeopleSoft Workflow Technology HRDEV
OCSA Self-service User Manual v.02
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If the transaction is approved, this email will be sent to the person that captured this transaction as well as to the employee Example of Email
-----Original Message-----
From: Tersia Viljoen On Behalf Of peoplesoft_HRDEV@mmiholdings.co.za
Sent: 19 April 2016 10:41 PM
To: Tersia Viljoen
Cc: Catharina Tolmay;
Subject: Employee No: 10100004. Call Out Allowance Approved.
Dear CHERYL ROUX
Please be advised that the abovementioned transaction that you have captured for
the under-mentioned employee has been approved.
Details:
National ID No: 7008090338084
Employee ID: 10100004
Name: DANISILE JORDAN
Date Worked: 2016-04-20
Value: 888
Cost Code: HOMP - HOMP 1
Cost Unit: HOMP - HEAD OFFICE - MPUMALANGA
Division: WEST - WEST REGION
Reason:
Approvers Comment:
Kind Regards
-----------------------------------------------------------------------------------
This email message was brought to you through PeopleSoft Workflow Technology HRDEV
OCSA Self Service User Manual v.02
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5.1 View screens Navigation: Main Menu > Manager Self Service > Call Out Allowance > View Call Out Allowances
Navigation: Main Menu > Employee Self Service > Call Out Allowance > View Call Out Allowances
Note: The Denied transactions will not show on the Employee View screens, only on the Manager view screens
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6. Travel reimbursements
6.1 Capture Travel Reimbursements Navigation: Main Menu > Manager Self Service > OCSA Travel Reimbursement > Capture Travel Reimbursement
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Description of fields:
Field name Explanation
To Be Approver Select the icon and select the applicable OH Regional Business
manager or Direct Supervisor from the dropdown list (See Overtime)
Odometer Open Capture the Odometer Opening Kilometres
Odometer
Closing
Capture the Odometer Closing Kilometres
Month to be Paid The month of payment, provided that the approval of the transaction is
done before payroll closing date
Kilometres The kilometres will default from the Odometer Open and Closing fields
OR
Only the Kilometres can be captured without the Odometer Open and
closing data
Period From Click on the calendar icon and select the relevant date
Place From Capture the place from
Period To The same date as the Period From will default in – but can be
overwritten
Place To Capture the place from
Reason Capture the reason for the transaction
Division Click on the icon and select the relevant Division
CostUnit Click on the icon and select the relevant Cost Unit
CostCentre Click on the icon and select the relevant Cost
Click on the button to add another record, click on the
button to delete a record
DOCUMENT OF RECORD
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Click on the icon
Click on and select the applicable file (saved onto your
computer)
Click on
The uploaded document will appear
Once all fields are completed – click on the button
The record is now saved and a new screen will be ready to capture the next transaction for this employee
Click on the button to return to the search page
This message will appear when transaction is submitted
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6.2 Approve Travel Reimbursement Navigation: Main Menu > Manager Self Service > OCSA Travel Reimbursement > Approval Travel Reimbursement
Workflow process:
Once the Clinic manager/Manager submitted the Travel Reimbursement transaction, an
email is sent to the To be Approver (selected on the capture screen)
Example of Email
-----Original Message-----
From: peoplesoft_HRDEV@mmiholdings.co.za
[mailto:peoplesoft_HRDEV@mmiholdings.co.za]
Sent: 19 April 2016 10:47 PM
To: Tersia Viljoen
Subject: Please Approve Travel Reimbursement transaction on PeopleSoft
Dear ANNEMIE VAN ZYL
Please be advised that I, CHERYL ROUX, have captured the abovementioned transaction
for this employee which needs your approval:
Employee ID: 10100004
Name: DANISILE JORDAN
Kilometers X R2.84: 28116.00
Period From: 2016-04-04
Place From: Cape Town
Period To: 2016-04-22
Place To: Limpopo
Cost Code: OSCLEC - ON-SITE CLINIC - EASTERN CAPE 1
Cost Unit: GUBB - GUBB & INNGS
Division: EAST - EAST REGION
Reason: Inspections
Please click on the link below (which will open the PeopleSoft Sign-On Screen) and
after signing on, select the appropriate item from your WORKLIST to approve/deny
this transaction.
http://mipdcvmpp09.mmih.biz/psc/HRDEV/EMPLOYEE/HRMS/c/MP_ROLE_MANAGER.MP_OCSA_TRAVL
_APP.GBL?EMPLID=10100004&REQUEST_SEQ_NBR=161
Regards,
CHERYL ROUX
• The To be Approver clicks on the link at the bottom of the email, signs onto
PeopleSoft and the relevant approval screen will appear
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Description of fields:
Field name Explanation
Transaction Details:
The transaction details will appear under this section
Transaction Authorisation Details
radio buttons
Approver to select the Approved or Denied radio button
Reason The reason that was captured will appear
Approver The selected approver’s name will appear
Comments The approver can capture any comments if applicable. This field
is not mandatory
Document of Record
Click on the button and the uploaded document will
open up
Once the applicable radio button is selected, click on
Click on the button to return to the search
page
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6.2.1 Workflow after approval/denying of Travel Reimbursement
If the transaction is denied, this email will be sent to the person that captured this transaction Example of Email
-----Original Message-----
From: peoplesoft_HRDEV@mmiholdings.co.za
[mailto:peoplesoft_HRDEV@mmiholdings.co.za]
Sent: 19 April 2016 10:51 PM
To: Tersia Viljoen
Subject: Employee No: 10100004. Travel Reimbursement Denied.
Dear CHERYL ROUX
Please be advised that the abovementioned transaction that you have capture for the
under-mentioned employee has been denied by ANNEMIE VAN ZYL.
Employee ID: 10100004
Name: DANISILE JORDAN
Kilometers X R2.84: 28116.00
Period From: 2016-04-04
Place From: Cape Town
Period To: 2016-04-22
Place To: Limpopo
Cost Code: OSCLEC - ON-SITE CLINIC - EASTERN CAPE 1
Cost Unit: GUBB - GUBB & INNGS
Division: EAST - EAST REGION
Reason: Inspections
Approvers Comment: No Comments
Please contact me for more information.
Kind Regards
----------------------------------------------------------------------------------
This email message was brought to you through PeopleSoft Workflow Technology HRDEV.
OCSA Self-service User Manual v.02
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If the transaction is approved, this email will be sent to the person that captured this transaction as well as to the employee Example of Email
-----Original Message-----
From: peoplesoft_HRDEV@mmiholdings.co.za
[mailto:peoplesoft_HRDEV@mmiholdings.co.za]
Sent: 19 April 2016 10:52 PM
To: Tersia Viljoen
Cc: Tersia Viljoen
Subject: Employee No: 10100004. Travel Reimbursement Approved.
Dear ALAN MORRISON JONES
Please be advised that the abovementioned transaction that you have capture for the
under-mentioned employee has been approved.
Details:
Employee ID: 10100004
Name: DANISILE JORDAN
Kilometers X R2.84: 2840.00
Period From: 2016-04-05
Place From: Pretoria
Period To: 2016-04-05
Place To: Centurion
Cost Code: OSCLKZN - ON-SITE CLINIC - KWA-ZULU NATAL 1
Cost Unit: HILLSIDE - Hillside
Division: EAST - EAST REGION
Reason: Training
Approvers Comment: No Comments
Thank you.
This email message was brought to you through PeopleSoft Workflow Technology HRDEV.
OCSA Self-service User Manual v.02
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6.1 View screens Navigation: Main Menu > Manager Self Service > OCSA Travel Reimbursement > View Travel Reimbursement Navigation: Main Menu > Employee Self Service > Travel Reimbursement > View OCSA Travel Reimbursement
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7. Reports
7.1 Transactions Run report to list all transactions that was captured for a specific employee during a specific period Navigation: Main Menu > Manager Self Service > OCSA Reports
Navigation: Main Menu > Manager Self Service > OCSA Reports > Hours Worked (Locums) Navigation: Main Menu > Manager Self Service > OCSA Reports > Overtime Navigation: Main Menu > Manager Self Service > OCSA Reports > Standby Navigation: Main Menu > Manager Self Service > OCSA Reports > Travel Reimbursement Navigation: Main Menu > Manager Self Service > OCSA Reports > Call Out Allowance Navigation: Main Menu > Manager Self Service > OCSA Reports > Hours Worked Reasons
7.2 How to run a report
• Enter the Transactions Captured FROM, Transactions Capture TO and the Employee ID
o All the transactions for the employee will list that was captured within the selected period
� The system will prompt you to save or open the document in XLS
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7.3 Pending Transactions Run report to list all pending transactions Navigation: Main Menu > Manager Self Service > OCSA Reports > Outstanding Transactions
Navigation: Main Menu > Manager Self Service > OCSA Reports > Outstanding Transactions > Locum Hours Worked Pending Navigation: Main Menu > Manager Self Service > OCSA Reports > Outstanding Transactions > Call Out Pending Transactions Navigation: Main Menu > Manager Self Service > OCSA Reports > Outstanding Transactions > Overtime Pending Transactions Navigation: Main Menu > Manager Self Service > OCSA Reports > Outstanding Transactions > Standby Transactions Pending Navigation: Main Menu > Manager Self Service > OCSA Reports > Outstanding Transactions > Travel Transactions Pending
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