SAP HR Manager Self-Service (MSS) guide

Issued by UCT Human Resources April 2019

UCT Human Resources: SAP HR Manager Self-Service (MSS) guide

April 2019 Page 2

Contents: SAP HR Manager Self-Service (MSS) guide

Accessing Manager Self-Service 3

Reviewing and processing a leave request 5

Using the Team Calendar 9

Creating a leave request on behalf of a team member 11

Adding a substitute manager 13

Changing or deleting an existing substitution 16

Viewing additional team information 17

UCT Human Resources: SAP HR Manager Self-Service (MSS) guide

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Accessing Manager Self-Service

Background Manager Self-Service is available to staff members in a management role.

Support If you are unable to access Manager Self-Service or are experiencing other technical difficulties, please contact the ICTS Helpdesk via email at icts-helpdesk@uct.ac.za or on extension 4500. If you have an HR-related query, please contact the HR Administrator for your area.

Procedure

1. Open a web browser (e.g. Microsoft Edge, Internet Explorer, Google Chrome, Mozilla Firefox). Note: SAP HR Employee Self-Service is available off-campus but is not yet available on mobile devices.

2. Log in to SAP HR Employee Self-Service via https://sapprd.uct.ac.za/sap/bc/nwbc/ess. Note: You can also access Employee Self-Service via the HR website by using the Quick Links drop-down list (in the light purple bar on every web page) and selecting Log in to SAP HR Employee/Manager Self-Service (payslip, IRP5, online leave). You may need to allow browser pop-ups to use this option.

3. If not already logged on to single sign-on, the UCT sign in page appears. If already logged in to single sign-on, the SAP NetWeaver Business Client page immediately appears (see step 4).

- In the Staff / student number field, enter your UCT staff number. Note: UCT staff number only, third party "T" accounts will not work.

- In the Password field, enter your network password.

- Click .

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Accessing Manager Self-Service (MSS) (continued) 4. The SAP NetWeaver Business Client page appears.

5. Click the tab.

6. Home is selected in the left-hand menu and the Worklists section displays any pending leave requests.

If you want to.. then..

Review and process a leave request See: Reviewing and processing a leave request

Review team absences (pending and approved leave requests, non-working days and public holidays)

See: Using the Team Calendar

Create a leave request on behalf of a team member

See: Creating a leave request on behalf of a team member

Add a substitute manager to process leave requests on your behalf

See: Adding a substitute manager

Change or delete an existing substitution See: Changing or deleting an existing substitution

View additional team information (e.g. pending and approved leave requests, leave balances)

See: Viewing additional team information

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Reviewing and processing a leave request

Background The HR website outlines the types of leave available to UCT staff members, how each leave type accrues and the circumstances under which the leave may be taken.

Staff category Leave information

PASS staff Leave policy (including annual, sick, parental and family responsibility leave)

Study and examination leave

Leave FAQ (Frequently Asked Questions)

Leave overview (infographics)

Academic staff

Leave policy (including sick, parental and family responsibility leave)

Leave FAQ (Frequently Asked Questions)

Escalation of leave requests Leave requests that are not approved within 10 calendar days will be escalated to the next level of management for approval.

Procedure

1. After Accessing Manager Self-Service, the Worklists section displays any pending leave requests.

2. Choose the appropriate leave request to process by clicking the entry (in blue text) in the Type of Leave column, e.g. Sick Leave – Full Pay.

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Reviewing and processing a leave request (continued) 3. The Approve dialogue box appears, displaying the selected leave request details with the staff member’s

Calendar view displayed (or the last view previously chosen e.g. Team Calendar).

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Reviewing and processing a leave request (continued) - Check the type of leave applied for, the leave dates and any notes from the staff member in the Leave

Details section.

- If there are attachments, click the appropriate Attachment Name in the Attachments section to open

and view an attachment.

If you want to view.. then..

Your team’s pending and approved leave requests, non-working days and public holidays in order to identify any clashes Note: It is good practice to check the Team Calendar if you see a warning message that another team member is also absent in the same period.

- Click .

See: Using the Team Calendar.

The staff member’s current leave balances Note: Any pending leave requests have been deducted from the displayed balances.

- Click .

- The Time Account column indicates the type of leave e.g. Compulsory Annual Leave, Accumulative Annual Leave.

- The Expiry Date column indicates when the leave expires, the leave will be lost if not taken by that date.

- The Accruals column indicates the current accrual amount for each type of leave.

- The Balance column indicates the current amount of leave remaining for each leave type. Note: To see the latest PASS annual leave balances, including the current month’s accrual, the Show On date should be changed to the end of the current month.

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Reviewing and processing a leave request (continued)

If you want to view.. then..

The staff member’s pending (sent) and previous leave requests

- Click .

- The staff member’s pending (sent) and previous leave requests for the past 12 months are displayed.

- To view older leave requests, change the date in the Show

from field and click .

- The leave requests are sorted in date order based on the

leave date. Scrolling down will reveal older leave requests going back in time towards the date indicated in the Show from field.

- If applicable, enter a note for the staff member in the New Note field in the General Data section.

If you want to.. then..

Reject a leave request - Click .

- An information message towards the top of the Approved dialogue box confirms that the leave request was successfully rejected.

Approve a leave request - Click .

- An information message towards the top of the Approved dialogue box confirms that the leave request was successfully approved.

Note: For a day and a half of the month the system is locked to finalise the payroll. Leave applications for the current month or for a past date cannot be processed until the system is unlocked. Leave applications for the following month onwards are not affected.

- Close the Approve dialogue box.

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Using the Team Calendar

Procedure

1. After Accessing Manager Self-Service, in the left-hand menu expand the Team menu and click Team Calendar OR If processing a leave request, click in the Approve dialogue box.

2. The team calendar appears. If processing a leave request it displays any team members with absences in

the selected leave request period. If viewing the calendar outside of the leave request process it will display the current month.

If you want to.. then..

View other levels of team members that report to you (only available when viewing the calendar outside of the leave request process)

- Switch the Display from Direct Reports to All Employees.

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Using the Team Calendar (continued)

If you want to.. then..

Change the alphabetical order of listed team members

- Select Names Ascending or Names Descending in the Sort by section.

Change the displayed month (only available when viewing the calendar as part of the leave request process)

- Either click or .

Change the team calendar layout

- Make the necessary selections using the dropdown lists in the View section e.g. Month, Quarter, Year

- Click .

View other team members in the calendar

- Click .

- In the Select Team Members dialogue box, remove the tick from (if applicable) and

use the Show checkboxes to decide which team members to display in the calendar.

- Click .

Print the team calendar

- Click .

- In the Print Team Calendar dialogue box, click the Print button e.g.

.

- In the Print dialogue box, make the necessary selections and click OK or Print.

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Creating a leave request on behalf of a team member

Procedure

1. After Accessing Manager Self-Service, in the left-hand menu expand the Team menu and click Homepage Application for Manager Self-Services.

2. The Home page appears, displaying the Team, Birthdays and Anniversaries and Substitution sections.

- In the Team section, click .

3. The Team View dialogue box appears.

- Click List.

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Creating a leave request on behalf of a team member (cont) 4. The Team View dialogue box displays team members in the list view.

- If a team member is a manager, click to display their team members. To return to the higher level

view, click the name of the higher level manager (in blue text) in the Reporting Line section.

- Click Menu on the right of the team member’s name and choose Time Management on Behalf of

Employee > Create Leave Request.

5. The Leave Request: New, On Behalf of dialogue box appears.

- Create the leave request, see detailed instructions in the Employee Self-Service guide.

- Once the leave request has been sent, close the Leave and Team View dialogue boxes. Note: The team member will receive an email notification informing them that a leave request was created on their behalf.

6. The Home page reappears.

- The leave request you created on behalf of the team member must now be processed, see Reviewing and processing a leave request.

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Adding a substitute manager

Procedure

1. After Accessing Manager Self-Service, in the left-hand menu expand the Team menu and click Homepage Application for Manager Self-Services.

2. The Home page appears, displaying the Team, Birthdays and Anniversaries and Substitution sections.

3. In the Substitution section, click .

4. The Manage Substitution Rules dialogue box appears.

- Click .

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Adding a substitute manager (continued) 5. The Create a Substitution Rule dialogue box appears.

- In the Assignee field, enter the substitute manager’s staff number or click to search for the person. Note: Only a staff member who is already a manager with Manager Self-Service access can be selected as a substitute.

- Select whether the Recipient (substitute manager) should receive your tasks or replace you.

If you select… Then…

Recipient receives my tasks A substitute manager receiving tasks does not need to accept the substitution and will be the only one to see the leave requests in their Worklist.

Recipient replaces me A substitute manager replacing another manager needs to log in to MSS to accept the substitution in Manage Substitution Rules. Both managers will then see the leave requests in their Worklist.

- Select when the substitution rule should be activated. If selecting On, a date must be selected in the field alongside.

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Adding a substitute manager (continued) - Select when the substitution rule should be deactivated. If selecting On, a date must be selected in the

field alongside.

- Click .

6. The Manage Substitution Rules dialogue box reappears, displaying the substitution details.

Note: If you elected for the substitute manager to replace you, it will reflect on the screen above as a Fill in Substitution Type instead of a Receive Substitution Type.

- Close the Manage Substitution Rules dialogue box.

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Changing or deleting an existing substitution Procedure

1. In the left-hand menu, expand the Team menu and click Homepage Application for Manager Self-Services.

2. The Home page appears, displaying the Team, Birthdays and Anniversaries and Substitution sections.

- In the Substitution section, click .

3. The Manage Substitution Rules dialogue box appears, displaying the existing substitution details.

If you want to.. then..

Turn off an existing substitution - In the Rule Activation column, click in the row for the preferred substitute.

Turn on an existing substitution - In the Rule Activation column, click in the row for the preferred substitute.

Delete an existing substitution - In the My Substitution Rules section, select the row containing the substitution to be deleted. The selected row is highlighted in blue.

- Click to remove the selected substitution.

- Close the Manage Substitution Rules dialogue box.

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Viewing additional team information Procedure

1. In the left-hand menu, expand the Team menu and click Homepage Application for Manager Self-Services.

2. The Home page appears, displaying the Team, Birthdays and Anniversaries and Substitution sections.

- Click .

3. The Team View dialogue box appears.

- Click List.

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Viewing additional team information (continued) 4. The Team View dialogue box displays team members in the list view.

- If a team member is a manager, click to display their team members. To return to the higher level

view, click the name of the higher level manager (in blue text) in the Reporting Line section.

If you want to.. then..

View a team member’s leave requests

- Click Menu on the right of the team member’s name and choose Time Management on Behalf of Employee > Leave Overview.

- The Leave Overview dialogue box displays the team member’s pending and approved leave requests.

- Close the Leave Overview dialogue box.

View the team member’s current leave balances

- Click Menu on the right of the team member’s name and choose Time Management on Behalf of Employee > View Time Account Balance.

- The Time Account dialogue box displays the team member’s current leave balances e.g. annual leave, study and research leave (if academic).

- Close the Time Account dialogue box.