HR Self Service Training - COOK COUNTY STEP – A …step.cookcountyil.gov/.../uploads/HR-Self-Service-Traini… · Web viewUse the People window to enter and maintain basic personal

HR Self Service TrainingCreated on 5/1/2018 9:24:00 PM

Training Guide

Table of ContentsHR Self Service Training.................................................................................................1

Create a New Hire.........................................................................................................2Approve a New Hire Transaction..............................................................................35Process a Termination...............................................................................................38Process a Promotion - Demotion..............................................................................46HRSS Add an Attachment.........................................................................................62

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Training Guide

HR Self Service Training

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Training Guide

Create a New HireLearning Objective: In this topic, you will learn how to enter a new hire.

Use the People window to enter and maintain basic personal information for all employee types.

The minimum information to enter for all categories of people is name and action type. In addition, for employees, at minimum, you must enter all required fields (designated by an asterisk, "*").

Upon completion of this topic you will be able to:

Enter a new hire.

Procedure

This topic will cover:

- Entering a new hire

Estimated time to complete this topic is: 12 minutes

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Step Action1. After logging on with your username and password, the Oracle Applications

Home Page displays.

In order to enter a new hire, click the CCG HR Self Service, Cook County BG link.

Step Action2. To process a new hire, click the New Hire link.

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Step Action3. The New Hire: Enter Basic Details window displays.

Use this page to enter the new hire's basic details.

Note: All fields with an asterisk " * "are required fields.

Enter the new hire's last name into the Last Name field.

4. Enter the new hire's first name into the First Name field.

5. Enter the new hire's birth date into the Date of Birth field.

6. Enter the new hire's social security number into the Social Security field.

Note: You must enter both the numbers as well as the dashes between the numbers for the Social Security Number.

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Step Action7. The Start Date defaults to today's date.

To change the Start Date, click the Calendar button.

Step Action8. The Calendar window displays.

Select the appropriate start date based on your agency's policy.

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Step Action9. To proceed with the new hire, click the Continue button.

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Step Action10. The New Person: Hire Details window displays.

In the Other region, enter additional information such as Gender, Marital Status and any other required information per your agency.

Click the Gender field drop down list to select the gender of the new hire.

11. Select the correct gender from the displayed list.

.

12. Click the Marital Status drop down list to select the marital status of the new hire.

13. The Marital Status list of values displays.

Select the correct marital status from the displayed list.

14. Enter the hire date into the Adjusted Service Date field.

In this example, type in 15-APR-2018.

15. In the Main Address region, click the Type drop down list.

16. Click the Home list item.

17. Enter the new hire's home street address into the Address Line 1 field.

18. Enter the new hire's city into the City field.

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Step Action19. The list of cities with the name that matches your search criteria displays.

Select the correct zip code from the displayed list.

20. In the Phone Numbers region, enter the new hire's phone number into the Number field.

Note: You can change the Type of phone number by clicking on the Type drop down arrow.

21. To proceed with the hire process, click the Next button.

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Step Action22. The New Hire: Assignment window displays.

Click the Change Reason drop down list.

23. The Change Reason list of values displays.

Click the Hire list item.

24. If the Department Name is incorrect, it can be changed otherwise leave the defaulted department.

25. Clear the department name in the Department Name field by clicking on the field and pressing Delete on your keyboard.

In this example, press Delete on your keyboard.

26. Enter all or a portion of the position number into the Position Name field.

27. The positions that match the search criteria will display.

Select the correct position from the displayed list.

28. A Warning message displays.

Click the Yes button to accept the default values..

29. The Position Name field the Job Title field and the Location field will auto populate with the default values of the selected position.

Scroll down to the Grade region.

30. The Grade Name is auto populated based on the position selected.

Enter the correct grade ladder details in the Grade Ladder region.

Click the Search: Grade Ladder button.

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Step Action31. The Search and Select: Grade Ladder window displays.

To execute a search, click the Go button.

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Step Action32. The available grade ladder information is displayed. Select the correct grade

ladder by clicking the Quick Select button for the correct grade ladder.

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Step Action33. Click the Ceiling Point drop down list.

34. The Ceiling Point list of values displays.

Select the highest number listed as this will be the highest ceiling point for this grade.

35. Click the Search: Grade Point button.

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Step Action36. The Search and Select: Grade Point window displays.

To execute the search, click the Go button.

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Step Action37. The available grade points are displayed.

Select the correct grade point from the displayed list.

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Step Action38. Click the Step Reason drop down list.

39. The Step Reason list of values displays.

Click the New Hire list item.

40. Click the Search: Union button.

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Step Action41. The Search and Select: Union window displays.

To execute the search, click the Go button.

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Step Action42. The Union search results display.

Note: The union selected should correlate with the Grade.

Select the appropriate union from the displayed list.

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Step Action43. Click the Search: Union Dues Deduction Code button.

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Step Action44. The Search and Select: Union Dues Deduction Code window displays.

If you know all or a portion of the code, enter it into the Search By field.

45. Click the Go button.

Step Action46. The Union Dues Deduction Code search results display.

Note: Only union dues associated with the selected union will be available to select.

Click the Quick Select button for the correct union dues deduction code.

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Step Action47. Click the Search: Pension Group button.

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Step Action48. Click the Go button.

Step Action49. The Pension Group search results display.

Note: If you are unsure about which Pension Group to select, check the rules on the pension website.

Select an appropriate Pension Group.

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Step Action50. Enter "Yes" or "No" into the Benefits field.

51. In the Statutory Information region, click the Search: Timecard Approver button.

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Step Action52. Enter all or a portion of the timecard approver's name into the Search By field.

53. Click the Go button.

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Step Action54. The names of the approvers who match the search criteria are displayed.

Select the correct approver from the displayed list.

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Step Action55. Click the Timecard Required drop down list.

56. Select Yes or No depending on whether a timecard is required or not.

57. Click the Shift drop down list.

58. Select Yes or No depending on whether a shift selection is required or not.

59. In the Other Assignment Information region, enter the check route code into the Check Route Code field.

60. Click the Assignment Category drop down list.

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Step Action61. The Assignment Category list of values displays.

Select the correct assignment category from the displayed list.

62. Click the Employee Category drop down list.

63. The Employee Category list of values displays.

Select the correct Employee Category from the displayed list.

64. The Bargaining Unit defaults.

In the Salary Information region, the Salary Basis should default from the position.

To proceed with the hire, click the Next button.

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Step Action65. The New Hire: Select a Pay Action window displays.

Accept the default values for the position.

To proceed, click the Next button.

Step Action66. The New Hire: Change Manager window displays.

Note: You can accept the default manager or change the manager.

Enter the new managers name into the Manager field.

67. Click the Next button.

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Step Action68. The New Hire: Extra Information window displays.

In the CC Emergency Contacts region, you can add an emergency contact.

Click the Add button to add an emergency contact.

69. Type in the emergency contacts details in the displayed fields.

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Step Action70. To save the CC Emergency Contacts edits, click the Apply button.

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Step Action71. Click the Add button under the US Ethnic Origin section to enter the US Ethnic

Origin, information.

Step Action72. The US Ethnic Origin window displays.

Select the appropriate ethnic origin by clicking the drop down list.

73. Select Yes for the correct US Ethnic Origin selection.

74. To save the US Ethnic Origin edits, click the Apply button.

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Step Action75. Click the Next button to proceed with the new hire process.

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Step Action76. The New Hire: Review window displays.

Use this page to review the information you have entered for the new hire.

Click the Scrollbar to see the rest of the information.

77. Continue the review.

Click the Scrollbar.78. Continue your review.

Click the Scrollbar.79. The list of approvers shown in the Approvers region are listed based on your

agency's review and approval policy.

The Order No. column represents the order of the approval hierarchy. If approvers have the same Order No., then the first to approve will precede other approvers with the same Order No. assigned.

80. Once you have reviewed the information, forward the New Hire transaction for approval by clicking the Submit button.

Click the Submit button.

81. A Confirmation message displays indicating that the information has been submitted for manager approval.

Click the Home button.

82. A notification appears in the Worklist region on the Home page detailing the routing for the New Hire transaction.

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Step Action83. Once the new hire transaction has been approved, a notification will appear in

your Worklist.

To view the notification, click the CCG Hire or Placement for Wolfson, Mary Jane has been approved. link.

84. The Notification window displays.

All necessary approvals are displayed in the Action column.

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Step Action85. Click the OK button.

86. This topic covered:

- Entering a new hire

End of Procedure.

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Approve a New Hire TransactionLearning Objective: In this topic, you will learn how to approve a new hire transaction.

Use the Worklist and Notifications section to review new hire requests. Oracle Approvals Management workflow routes actions via an approval hierarchy routing list.

Approvers receive a notification in their Worklist with a link to open the action in order to review the transaction. Approvers can request additional information, return the action for correction to the initial requestor or any previous approver on the chain.

If you are the final approver, pressing Submit applies the action finalizes the approval process.


Approve a new hire transaction.

Procedure


- Approving a new hire transaction

Estimated time to complete this topic is: 3 minute

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Home Page is displayed.

A notification requiring approval of a transaction is displayed in your Worklist.

In order to approve a new hire transaction select the notification for approval of this new hire transaction in the Worklist region.

2. The CCG Hire or Placement for Price, Ricky (proposed by Boop, Bettie) window displays.

Review each section of the transaction to ensure the information is accurate.

3. If there are any attachments added to this transaction they would be visible in the Attachments section near the top of the page.

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Step Action4. Scroll down to see more of the new hire's information.

5. During your review ensure that the Position and Grade are correct for the new hire.

Scroll down to see the rest of the new hire's information.

6. If the transaction is incomplete or if you require additional details, you can return the transaction by clicking the Request Information button.

The Reassign button allows you to delegate the approval of this transaction to an alternative person.

Avoid clicking the Reject button as this will void the transaction requiring the initiator to re-enter all the data all over again.

7. If the transaction is complete and meets with your approval, click the Approve button.

8. Once the notification has been acted upon, it is removed from the Worklist region.

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Step Action9. This topic covered:

- Approving a new hire transactionEnd of Procedure.

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Process a TerminationLearning Objective: In this topic, you will learn how to process the separation of an employee.

If an employee is leaving the County, you terminate him or her in the Terminate window.

The employee's record remains in the application. You can reinstate, or rehire, the person to create a new period of service.


Process the separation of an employee.

Procedure


- Processing an employee termination


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To process an employee separation, click the CCG HR Self Service, Cook County BG link.

2. Click the Termination link.

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Step Action3. The Termination: People in Hierarchy window displays.

The list of your direct reports are shown.

You may need to search for the specific employee to terminate.

At the top of the page, click in the Name field.

4. Enter all or a portion of the employee's last name into the Name field.

5. To execute the search, click the Go button.

6. A list of employees who last name matches the search will display.

Select the employee to be terminated by clicking the check box next to their name.

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Step Action7. To begin the termination process, click the Action button for the employee

selected.

Step Action8. The Termination: Effective Date Options window

displays.

In the upper region of the window, details about the employee are displayed. Verify that you have selected the correct employee for termination.

Select the date from the calendar that these changes are to take effect or enter them directly into the Effective Date field.

9. To proceed with the termination, click the Continue button.

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Step Action10. The Termination window displays.

The Notification Date defaults to the same date as the Termination Date.

If you want to change the Notification Date, do so according to your agency's guidelines.

Step Action11. Click the Reason field drop down list.

12. The Reason field list of values displays.

Select the appropriate separation reason from the displayed list.

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Step Action13. There may be an instance when a terminated employee may not be eligible for

rehire. In those instances of ineligibility, select a primary reason and then any additional reason for ineligibility.

The Ineligible Start Date should be the termination date.

The Ineligible End Date is determined by your agency's specific policy.

14. Click the Eligible for Rehire drop down list.

15. Select the appropriate value from the drop down list. If they are eligible for rehire select Yes or No if they are not.

16. You may enter appropriate comments as per your agency's policy.

17. The buttons at the top right of the window provide options on next steps.

Cancel - Ends the termination procedure and discards all entered data

Save For Later - Saves your work and provides an opportunity for you to return later to continue

Back - Go back one page.

Next - Move forward with the termination

18. To proceed with the termination use the Next button.

Click the Next button.

19. The Termination: Review window displays.

Review your changes and if needed attach any supporting documents before proceeding.

The Printable Page buttons prints a hard copy of the current review page.

The attachment section gives you the opportunity to provide additional supporting documents. (The attachment procedure is covered in the navigation document)

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Step Action20. Scroll down to see the rest of the review page.

21. The list of approvers shown in the Approvers regions are listed based on your agency's review and approval policy.

The Order No. column represents the order of the approval hierarchy. If approvers have the same Order No., then the first to approve will precede other approvers with the same Order No. assigned.

In addition, specific comments to approvers can be added in the Comments to Approver region at the bottom of the page.

22. Clicking the Submit button will submit the transaction for approval.

23. A Confirmation message displays indicating the termination has been submitted for approval.

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Step Action24. A notification appears in the Worklist region on the Home page detailing the

routing for the Termination transaction.

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Step Action25. The Notification window displays.

This page shows that the termination has been forwarded for approval.

Click the OK button.

26. Once the hierarchy of approvers have reviewed and approved the termination, a notification will display in the Worklist region showing the status of the termination procedure.


- Processing an employee termination

End of Procedure.

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Process a Promotion - DemotionLearning Objective: In this topic, you will learn how to process a Promotion or a Demotion.

Use the Worker Status Change window to enter and maintain assignment information for employees. This includes processing promotions and demotions.

Note: You can only promote or demote a person within the same department hierarchy.


Process a promotion-demotion.

Procedure


- Processing a Promotion/Demotion


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To process a promotion or demotion, click the CCG HR Self Service, Cook County BG link.

2. To process a promotion or demotion, click the Promotions/Demotions link.

Step Action3. The Promotions/Demotions: People in Hierarchy window displays.

The list of your direct reports are shown.

You may need to search for the specific employee to promote or demote.

At the top of the page, click in the Name field.

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Step Action4. Enter all or a portion of the employee's last name into the Name field.

5. To execute the search, click the Go button.

6. A list of employees whose last name matches the search criteria displays.

Select the employee to be promoted or demoted from the displayed list.

7. Click the Action button of the selected employee to initiate the process.

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Step Action8. The Worker Status Change: Effective Date Options window displays.

The Effective Date defaults to the current date.

Choose the correct effective date from the calendar by selecting the Sunday of the next pay period so the effective date coincides with the payroll date.

9. Click the Continue button.

Step Action10. The Worker Status Change: Assignment window displays.

In the Assignment Status region, click the Change Reason drop down list.

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Step Action11. The Change Reason list of values displays.

Select the correct action from the displayed list:Promotion for a promotionDemotion for a demotion

12. To action the promotion/demotion to a different department, update the Department region.

Click in the Department Name field.

13. Click the X at the end of the Department Name field to clear the field.

14. Next click anywhere on the page to refresh the screen and clear any additional fields.

15. Search for the new position that the employee is moving to. This position must be a vacant position.

Execute the search by entering all or a portion of the new position number into the Position Name field.

16. Select the position that displays.

17. A Warning message displays.

Accept the default values of the new position by clicking the Yes button.

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Step Action18. The default values of the new position will now display. Verify the Department

Name, Job Title and Position Name for accuracy.

19. Click the in the Grade Ladder field and clear this field.

20. Enter the appropriate Grade Ladder information into the Grade Ladder field.

21. Select the correct Grade Ladder from the displayed list.

22. Click the Ceiling Point list.

23. The Ceiling Point list of values displays.

Select the top ceiling point from the displayed list of values.

24. Enter the appropriate information into the Grade Point field.

In this example, enter "%" to search for a grade point.

25. Click the Search: Grade Point button.

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Step Action26. The Search and Select: Grade Point search page displays.

Select the correct Grade Point from the displayed list of values.

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Step Action27. Click the Step Reason drop down list.

28. The Step Reason list of values displays.

Select the correct Step Reason from the displayed list:Promotion for a promotionDemotion for a demotion

29. In the People Group region as well as in the Statutory Information region these fields default with information relating to the employee.

These fields can be updated, if necessary.

30. In the Other Assignment Information region, enter the appropriate new check route code for the employee into the Check Route Code field.

31. Select the correct check route code.

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Step Action32. To proceed with the promotion/demotion, click the Next button.

33. A Warning message regarding the employee's compensation displays at the top of the page.

Click the Next button to continue.

34. A new Warning message regarding the salary displays.

Click the Next button to continue.

Step Action35. The Worker Status Change: Change Location window displays.

Verify that the Location reflects the new department location.


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Step Action36. The Worker Status Change: Work Schedule window displays.

Verify that the correct Timecard Approver is identified.

37. Click the X in the Timecard Approver field to clear the field and enter a new timecard approver if the wrong approver has been entered.

38. Enter the new timecard approver into the Timecard Approver field.

39. Select the correct Timecard Approver from the displayed list.

40. To proceed with the promotion/demotion, click the Next button.

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Step Action41. The Worker Status Change: Select A Pay Action window displays.

The employee's pay history displays in the Employee Pay History region.


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Step Action42. The Worker Status Change: Change Manager window displays.

Verify that the correct manager has been identified in the Manager field.

Click in the Manager field.

43. Click the X in the Manager field to clear the field if the incorrect manager been entered.

44. Enter all or a portion of the new manager's name into the Manager field to search for the correct manager.

45. Select the correct Manager from the displayed list.

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Step Action46. If the employee being promoted or demoted has new direct reports, they can be

assigned on this page too.

To assign new direct reports to this employee, click in the New Direct Report field.

47. Enter the all or a portion of the direct reports name into the New Direct Report field.

48. Select the employees who report to this individual from the displayed list.

49. To proceed, click the Next button.

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Step Action50. The Worker Status Change: Special Information window displays.

If any of the sections are not a requirement, ignore these fields and proceed.


Step Action51. The Worker Status Change: Review window displays.

Scroll down the Review page to validate the changes.

Click the Scrollbar.52. Scroll down to review the next region.

Click the Scrollbar.53. The Approvers region displays the list of approvers listed by Order No.

Once you have completed your review, click the Submit button to proceed with the promotion/demotion.

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Step Action54. A Confirmation message displays stating that your changes have been

submitted for approval.

Click the Home button.

Step Action55. The Home page displays.

A notification in the Worklist region indicates that the status change has been forwarded for approval.

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Step Action56. The CCG Worker Status Change notification window displays.

In the Action History region, the sequence of actions is displayed.

Click the OK button.


- Processing a promotion/demotionEnd of Procedure.

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HRSS Add an AttachmentLearning Objective: In this topic, you will learn how to add an attachment in HR Self Service.

Use the Attachments feature in Oracle to link text or other files to an HR Self Service transaction record.


Add an attachment in HR Self Service

Procedure


- Adding an attachment to an HRSS transaction

Estimated time to complete this topic is: 1 minute

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Step Action1. Each of the HRSS transactions allows users to attach additional

supporting/required documentation for the transaction.

To add an attachment, in the Additional Information region, click the Add button.

2. The Add Attachment window displays.

From this page is where you would attach anyrequired and/or supporting documents for an HRSS transaction.

Attachment Summary- Give a title for your attachment- Add a description of the attachment

Define AttachmentSelect the attachment Type:- File - Specify a file name to upload. Use the Browse button to locate the file- URL - Enter the URL for a Web page- Short Text - Enter text that is less than 2000 characters- Long Text - Enter text that is more than 2000 characters

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Step Action3. In the Attachment Summary Information region, click in the Title field.

4. Enter an appropriate title for the attachment into the Title field.

In this example, enter "HRSS Attachment".

5. Click in the Description field.

6. Enter an appropriate description of the attachment into the Description field.

In this example, enter "Supporting documentation".

7. In this example, add a file attachment.

In the Define Attachment region, click the Browse button for the File type.

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Step Action8. The Choose File to Upload window displays.

Select a file or search within a file folder.

In this example, double-click the Attachments folder.

9. Select the appropriate file.

In this example, click the HRSS Transaction Justification.docx list item.

10. Click the Open button.

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Step Action11. The file is now selected.

To apply the attachment to this transaction, click the Apply button.

12. A Confirmation message displays at the top of the page.

The attachment will become committed once you have submitted the transaction for approval.

From here you continue the transaction by submitting the transaction.


- Adding an attachment to an HRSS transactionEnd of Procedure.

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Documents

HR Self Service Training - COOK COUNTY STEP – A …step.cookcountyil.gov/.../uploads/HR-Self-Service-Traini… · Web viewUse the People window to enter and maintain basic personal