Self-Service Table of Contents - - Boston Beer | Support · Web viewAuthor:Boston Beer Company Creation Date:July 22, 2016 Last Updated:August 8, 2016 Self-Service Table of Contents

Employee Job Aids

Author: Boston Beer Company

Creation Date: July 22, 2016

Last Updated: May 6, 2023

Self-Service Table of Contents - This document contains job aids for use with HOPS Self Service portal.

Audience Category Task Page

1

All Log-In – Assigned or Personal Computer Log into HOPS 3Log-In - Kiosk Log into HOPS 4Log Out Log out of HOPS 5Basic Navigation How to Navigate in HOPS 6

Employee Personal Information View, Edit, Add Addresses 8View, Edit, Create Phone Number 10View Email and Add, Edit Home Email 11View, Edit, Add Contact 12View, Edit Marital Status, Ethnicity 14View, Edit Driver’s License Information 15View Compensation Information 16

Benefits View Benefits 18View, Create, Edit Contact/Dependent 19Record a Life Event 21Create, Edit, Delete Beneficiary Organizations 22Print Benefits Report 23

Benefit Vendors Link to Benefit Vendors 25

ADP Payroll Info. Link to ADP Payroll 27

Directory View, Search Directory 29

PTO Schedule PTO 31View PTO Balance and Scheduled Absences 32View, Delete, Edit Absence Records 33

Internal Careers View, Search Open Jobs 35Apply for Open Job 37Set-up Job Alerts 41Edit Job Alerts 45

2

Log In – Assigned or Personal Computer

Step#

Step Description

Path > Action Screenshot

1 Log into Computer2 Log into browser Click on browser button (e.g. Internet Explorer,

etc.)

3 Log into HOPS At Top Left, Type URL (hops.bostonbeer.com) in address bar

Click ‘Enter’ on your keyboard

4 Sign into HOPS from your assigned computer

Sign in using my Company’s Sign-in (on right)

Click on ‘Sign in’ button to be redirected to your company’s single sign-on server for authentication

Sign into HOPS (from a Personal/non-Company computer)

Sign In (on left)

Enter your user ID (first name.last [email protected]) and password

Click on ‘Sign in’ button

3

mailto:[email protected]

Log In – From a Kiosk

Step#

Step Description


1 Log into Computer2 Log into browser Click on Chrome browser button

3 Log into HOPS At Top Left, Type URL (Hops.bostonbeer.com) in address bar

Click ‘Enter’ on your keyboard

4 Sign into HOPS from a Kiosk

Sign in using my Company’s Sign-in (on right)

Click on ‘Sign in’ button to be redirected to your company’s single sign-on server for authentication

Enter your user ID (first name.last [email protected]) and password

Click on ‘Sign in’ button

4


Log Out

Step#

Step Description


1 Navigate Click on ‘Down Arrow’ by your Name at upper right side of main page

2 Sign Out Click on ‘Sign Out’

3 Confirm Click on ‘Confirm’

5

Basic Navigation

Step#

Step Description


Navigation Bar Use Navigation Bar at top right side of screen for various functionality.

Navigate to Home Click on ‘House’ button to return to home screen.

Navigate to Favorites and Recent Items

Click on ‘Star’ button to find your favorites and recent Items you used.

Navigate to Recent Notifications

Click on ‘Bell’ to see any pending notifications that require your action.

Navigate to Accessibility

Click on ‘Person’ to change your Accessibility, Color Contrast, and Font Size settings.

Navigate to Help Click on Job Aid button to access job aids for employees and managers

Navigate to Settings and Actions

Click on ‘Down Arrow’ by your name to sign out and set preferences. Please do not use other features.

Navigate to your information

Click on ‘buttons’ on main screen to access your information.

6

Personal Information

7

View, Edit, Add Addresses

Step# Step Description


1 Log into HOPS Login into HOPS: hops.bostonbeer.com

2 Navigate Select the ‘Personal Information’ card on the main screen

3 View Home Address

View Home Address

4 Edit Home Address Click ‘Edit’

Click ‘Pencil icon’

Enter Home Address changeNote: Input ‘Zip Code’ first and system will populate city, state, and county automatically.

Click ‘Save and Close’Click ‘OK’

8

View, Edit, Add Addresses (continued)



5 Add Shipping Address (optional)

Note: Your Home Address should already be in the system. You have the ability to add a Shipping Address along with Home Address.

Click ‘+’

Click on ‘down arrow’ next to Type

Select ‘Shipping Address’

Enter Shipping AddressNote: Input ‘Zip Code’ first and system will populate city, state, and county automatically.


6 Add Home (Please DO NOT Share Internally) Address

Note: If you do NOT want your address shared internally, select ‘Home (Please DO NOT Share Internally)’.

Click ‘+’

Click on ‘down arrow’ next to Type

Select ‘Shipping Address’

Enter Shipping AddressNote: Input ‘Zip Code’ first and system will populate city, state, and county automatically.


Note: For example, if a Director wants to send holiday cards to their department and asks for an address list, if you select the option to “Please DO NOT Share Internally”, your information will not be shared.

9

View, Edit, Create Phone Number



1 Log into HOPS Login into HOPS: hops.bostonbeer.com2 Navigate Select the ‘Personal Information’ card on the main

screen

3 View Phone Number

View Phone Number

3 Edit Phone Number

Click ‘Edit’

Enter Phone Number changes

Click ‘Save and Close’Click ‘Ok’

4 Create New Phone Number

Click ‘Edit’

Click the Plus Sign “+” next to ContactsSelect “Phone” from the menu

Click ‘Down Arrow’ under TypeSelect Phone Type

Enter Phone Number


10

View E-Mail and Add/Edit Home E-Mail




screen

3 View E-Mail View E-Mail

3 Add Home E-Mail

Note: Your Work E-Mail should be in the system. You can add a Home E-Mail. You cannot change or add a Work E-Mail.

Click ‘Edit’

Click the Plus Sign “+” next to ContactsSelect “E-Mail” from the menu

Click ‘Down Arrow’ under TypeSelect ‘Home E-Mail’

Enter Home E-Mail info.


4 Edit Home E-Mail Click ‘Edit’

Enter Home E-Mail changes


11

View, Edit, Add Contacts




screen

3 View Contacts View Contacts

4 Edit Contact Click ‘Edit’

Click ‘Contacts button’ on left side

Click on Contact (person’s name)


Change contact information. Use ‘+’ to expand areas to see information fields.

Click ‘Save and Close’

12

View, Edit, Add Contacts (continued)



5 Add Contact Click ‘Edit’


Click ‘+’ by Contacts

Click ‘Add New Person’

Click ‘Continue’

Add contact information. Use ‘+’ to expand areas to see information fields.


6 Add Contact using an existing Person in the system

Note: The Existing Person is a BBC employee in the HR system.

Click ‘Edit’


Click ‘+’ by Contacts

Click ‘Select an existing person’

Click ‘Continue’

Look up employee under the “Name” drop downIdentify “Relationship” as Emergency Contact.


13

Change Marital Status , Ethnicity




screen

3 View Marital Status, Ethnicity

View Marital Status, Ethnicity

4 Edit Marital Status Click ‘Edit’

Click ‘Biographical button’ on left side


Change marital status information.

Click ‘Save and Close’5 Edit Ethnicity Click ‘Edit’

Click ‘Biographical button’ on left side


Change Ethnicity


14

View, Edit Driver’s License Information




screen

3 View Driver’s License info.

View Documents to view Driver’s License info.

4 Edit Driver’s License info

Click ‘Edit’

Click ‘Document button’ on left side


Update/Add Driver’s License information.


15

View Compensation Information




screen

3 View Compensation

Click on “Compensation” button on left to view your salary information

Click on ‘Home’ at top of page to return to the main portal page

16

Benefits Information

17

View Benefits




2 Navigate Select the ‘Benefits’ card on the main screen

3 View Benefits View Benefits on left side, bottom of the page


18

View, Create, Edit Contact/Dependent





3 View Contacts View Contacts

4 Add Contact Click ‘Create’ button under Contacts at top right side Populate the Effective Start Date Populate the Last Name Populate the First Name Populate the Gender Populate the DOB Define the Relationship Populate the National ID (Social Security #) Click ‘OK’

Note: If your contact is going to be a dependent on any insurance, you must enter in their DOB and SSN in order to enroll them in the insurance.

Note: The effective start date of the contact must be the event date. If the contact is not effective on the event date then you will not be able to enroll the contact.

19

View, Create, Edit Contact/Dependent (continued)



5 Edit Contact Click ‘Edit’ button under Contacts at top right side Populate the Effective Start Date Populate the Last Name Populate the First Name Populate the Gender Populate the DOB Define the Relationship Populate the National ID (Social Security #) Click ‘OK’

Note: If your contact is going to be a dependent on any insurance, you must enter in their DOB and SSN in order to enroll them in the insurance.

Note: The effective start date of the contact must be the event date. If the contact is not effective on the event date then you will not be able to enroll the contact.

20

Record a Life Event





3 Record Life Events Click ‘Add yourself and/or a Dependent’ or ‘Remove yourself and/or a Dependent’

Note: If you are adding a dependent, he/she must be added as a contact PRIOR to recording a life event.

4 Change Benefit Elections

Record the effective date then click ‘Create’.

Select the ‘Change Benefit Elections’ button to move into the enrollment pages to change benefits

5 Enroll Click the checkbox within each Benefit Plan and Option to select on each train stop

6 Designate Dependents

After you enroll in benefits navigate to the next to last tab to enroll dependents, you will see available dependents or beneficiaries to be added to the benefit selected in the section below. Check the box for those you wish to cover.

Note: If there are no dependents displayed this indicates that you do not have an eligible contact to add.

7 Review On the ‘Review’ Train Stop, review the elected Benefits

8 Submit Click ‘Submit’

21

Create, Edit, Delete Beneficiary Organizations





3 View Beneficiary Organizations

View Beneficiary Organizations

4 Create Beneficiary Organizations

Click ‘Create’ button under Beneficiary Organizations at right side

Populate the effective start date Populate the beneficiary type Populate the name of the trust or org. Click ‘Save’

5 Edit Beneficiary Organizations

Click ‘Edit’ button under Beneficiary Organizations at right side

Populate the effective start date Populate the beneficiary type Populate the name of the trust or org. Click ‘Save’

6 Delete Beneficiary Organizations

Select the organization you would like to delete Click ‘Delete’ button under Beneficiary

Organizations at right side Click ‘Yes’

22

Print Benefits Report





3 Print Benefits Report

Click ‘Print Benefits Report’ on left side, middle of screen

Click on report

Click on Print buttonSelect Printer

Click ‘Ok’

23

Benefits Vendors

24

Link to Benefits Vendors




2 Navigate Select the ‘Benefits Vendors’ card on the main screen to access external websites.

Note: You will need your user ID and password to access these benefits site.

A new internet explorer page will open for the external vendor website. To return to HOPS, click on Oracle (HOPS) tab.

25

ADP Payroll

26

Link to ADP Payroll




2 Navigate Select the ‘ADP Payroll Info.’ card on the main screen to link to ADP to access your pay statements, W2, W4, and Direct Deposit information.

You will need to sign into ADP with your @BostBeeCom credentials.

Note: You will no longer update your personal information, enroll in benefits, or submit PTO in ADP.

A new internet explorer page will open for the external vendor website. To return to HOPS, click on Oracle (HOPS) tab.

27

Directory

28

View, Search DirectoryIf you are missing a photo, this could be because we were missing a photo of you or the image quality of an existing photo was not compatible with HOPS. In the event you need to add a photo, please send in a new picture to [email protected].




2 Navigate Select the ‘Directory’ card on the main screenView Directory

3 View Org. Chart View your Org. Chart information

4 Search Click ‘Magnifying Glass’ at top right of screen

Type ‘Name’ into box next to magnifying glassClick ‘Magnifying Glass’ next to name

Click on ‘Org. Chart’ icon to view directory. Click in left side of page to view org. chart


29


PTO

30

Schedule PTO



1 Log into HOPS Login into HOPS: hops.bostonbeer.com2 Navigate Select the ‘PTO’ card on the main screen

3 Schedule an Absence

Click ‘Schedule Absence’

Select ‘Absence Type’

Select ‘Frequency’

Choose ‘Absence Dates’

Note: Weekends are included when entering in absence. If you are taking time off that runs through a weekend, you must schedule separate absences (i.e. one absence record for Friday, one for Monday) or it will count the weekend as 16 hours towards your PTO.

Click ‘Submit’ to submit your leave

Note: Do not hit Save and Close as this does not commit the Absence to the system

If you do hit Save, please refer to View, Delete, Edit Absence Record job aid for instructions on how to open saved PTO, edit, and submit.

31

View PTO Balance and Scheduled Absences




2 Navigate Select the ‘PTO’ card on the main screen

3 Navigate Click on ‘Absence Details’ button on upper right side of screen

4 View PTO Balance View PTO Balance

5 View Scheduled Absences

View Scheduled Absences

32

View, Delete, Edit Absence Records




2 Navigate Select the ‘PTO’ card on the main screen

3 Navigate Click on ‘Absence Details’ button on upper right side of screen

4 View Maintain Absence Records

Click ‘Maintain Absence Records’ button View all of your currently schedule

absences

5 Delete Absence Record

Click the red X at the far right of the absence record you want to delete

When prompted, click “Yes” to delete

Your manager will be notified and will have to approve the cancellation.

6 Edit Absence Record

Click the date(s) of the absence record you want to edit

Edit the appropriate information

Click SUBMIT

33

Internal Careers

34

View, Search Open Jobs




2 Navigate Select the ‘Internal Careers’ card on the main screen

3 Privacy Agreement Read and Accept Privacy Agreement

4 View Open Jobs View Open Jobs5 View Job Details Click on Requisition Title to read the description,

view assigned Recruiter, and the referral bonus payout.

Click on ‘Return to the home page’ when finished viewing job details.

6 View My Job Page View previously completed applications by clicking ‘My Jobpage’

7 Search Enter Keywords and/or LocationClick on ‘Magnifying Glass’

35

View, Search Open Jobs (continued)



8 Advanced Search Use drop down arrows to expand advanced search criteria

Click on box to narrow search

9 Log Out Click on ‘Dropdown Arrow’ by your nameClick on ‘Sign Out’

Click on ‘x’ top browser to close windowClick on browser window to return to HOPS

36

Apply for Open Jobs





Note: A new browser window will open.

3 Navigate to Open Job

4 Apply to Open Job From main screen, click ‘Apply’

OR

From Job Description Page, click ‘Apply Online’

5 Application Process

37

Apply for Open Jobs (continued)



6 Welcome Determine your Eligibility to Apply. Click on link to Internal Posting Eligibility Policy at top right side of screen

Answer question #1 “Before applying for this position, have you ensured that you meet the minimum internal posting criteria as outlined in the BBC Internal Posting policy?”

Note: If you aren’t sure after reading guidelines, select “I don’t know” and Recruiting will contact you to explain guidelines and verify eligibility.

Answer question #2, “Have you spoken with your current manager regarding your intent to apply for this position?”

Note: If you need more information about the position, select “I need additional information regarding position before speaking with my manager” and Recruiting will contact you to confidentially discuss the position and process.

38




7 Resume Upload Click on ‘I want to upload a resume’Click on ‘Choose File’Follow steps to select file

Click ‘Save and Continue’Click ‘Save as Draft’ to return at a future timeClick ‘Quit’ to stop the process

8 Personal Information

Update your personal information.


39




9 File Attachments To attach supporting documents (e.g. cover letters, presentations, etc.), click on ‘Choose File’Follow steps to select file


10 eSignature Read eSignature application employment information

Enter your full name


11 Review and Submit Review your information and make any changes required by clicking ‘Edit’


Click on ‘Sign Out’ at top right hand corner


40

Set-up Job Alerts





Note: A new browser window will open.

3 Privacy Agreement Read Privacy AgreementClick on ‘Accept’

4 Navigate to Open Job main page

Click on ‘Down Arrow’ by your name at the upper right hand corner. Click on ‘Profile’

5 Personal Information

Update your personal information.

Click ‘Save and Continue’

41

Set-up Job Alerts (continued)



6 Job Alerts Set-up Job Alerts

7 Job Field Click on ‘Down Arrow’ under CategoryClick on Job Field

Click on ‘Add to List’Click on ‘Reset’ to start a new listClick ‘Remove’ to remove Job Field

Click in box at bottom to receive email notifications whenever a new position matching this profile is posted.

Note: You must set-up at least one the following preferences to receive job alerts: Job Field, Location, or Organization.


42




8 Location Click on ‘Down Arrow’ under CountryClick on Country

Click on ‘Down Arrow’ under StateClick on State

Click on ‘Down Arrow’ under CityClick on City

Click on ‘Add to List’Click on ‘Reset’ to start a new listClick ‘Remove’ to remove Location


9 Organization Click on ‘Down Arrow’ under Business UnitClick on Business Unit

Click on ‘Add to List’Click on ‘Reset’ to start a new listClick ‘Remove’ to remove Job Field


43




10 File Attachments You can attach supporting documents (e.g. cover letters, presentations, etc.), click on ‘Choose File’Follow steps to select file


11 Review and Submit Review your information

Click on ‘Edit’ to change any of your selections. Follow same steps that you used to set up your fields prior.

Click ‘Submit’

Click on ‘Job Search’ or ‘My Jobpage’ or



44

Edit Job Alerts



1 Log into HOPS Login into HOPS: hops.bostonbeer.com2 Navigate Select the ‘Internal Careers’ card on the main

screen

Note: A new browser window will open.3 Privacy Agreement Read Privacy Agreement

Click on ‘Accept’4 Navigate to Open

Job main pageClick on ‘Down Arrow’ by your name at the upper right hand corner. Click on ‘Profile’

5 Edit Alerts Click on ‘Edit’ to change any of your selections.

Make changes


Click ‘Submit’

Click on ‘Job Search’ or ‘My Jobpage’ or



45