shcm hr reference guide for bba and ssi€¦ · shcm hr reference guide for bba and ssi ......

Andy Anderson

BBA Aviation Shared Services, Inc.

Date: 04/15/2013

SHCM HR Reference Guide For

BBA and SSI

/IT/Business Analyst Team folder/Active Projects/SHCM For BBA and SSI /Training/SHCM for BBA and SSI .doc 4/15/2013

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Revision History

Date Version Description Author

1/15/2011 1 Original document Andy Anderson

9/15/2012 2 Update based for Ontic Andy Anderson

4/15/2013 3 Update based on new version for AIR and SSI Andy Anderson

NOTE:

This document is for use by HR personnel only. It should be used as a reference manual. Do not distribute to

employees. The screen shots are for illustration purposes only and may not accurately show your configuration.

Some of the menu name may have changes since this document was written.


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Table Of Contents

INFINIUM SELF SERVICE ..................................................................................................................................................................... 4

Introduction ........................................................................................................................................................................................ 4 System Functions ............................................................................................................................................................................... 4 System Access ................................................................................................................................................................................... 5 Employee Basic Data Setup ............................................................................................................................................................... 6 Region Definition............................................................................................................................................................................... 7 Location Region Assignment ............................................................................................................................................................. 7 Security Roles and Groups ................................................................................................................................................................. 7 Employee Position Data Configuration ............................................................................................................................................. 8 Workflows ......................................................................................................................................................................................... 8 Document Routing ............................................................................................................................................................................. 9 Screen Layout and Navigation ........................................................................................................................................................... 9 Employee Menu ............................................................................................................................................................................... 10 Signoff ............................................................................................................................................................................................. 10 Password Change ............................................................................................................................................................................. 11 Personal ............................................................................................................................................................................................ 11 Payroll .............................................................................................................................................................................................. 17 Benefit .............................................................................................................................................................................................. 19 Inbox ................................................................................................................................................................................................ 20 Company .......................................................................................................................................................................................... 23 Contact ............................................................................................................................................................................................. 23 Help .................................................................................................................................................................................................. 24 Manager ........................................................................................................................................................................................... 24 Submitting Requests ........................................................................................................................................................................ 32 Request Approval............................................................................................................................................................................. 33

APPENDIX A: PASSWORD MANAGEMENT .................................................................................................................................... 34


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Infinium Self Service

Introduction The Infinium Self Service Human Capital Management (SHCM) is an application that

provides employees with a web base front end to the iSeries Infinium system. SHCM helps

reduce HR administrative workload, labor and costs by providing on-demand, 24/7

electronic access to Human Resources, Benefits and Payroll information for managers and

employees. The benefits go beyond saved time and cost, as HR will be able to provide more

face-to-face attention to issues that are more personal than personnel.

System Functions The application provides three basic functions:

Management Self Service

Benefit Enrollment

Employee Self Service

Management Self Service

Rather than filling out a multi-page Personnel Action Form and waiting for

approvals to circulate via inter office mail for a simple status change request,

managers will have the ability to enter in their request online in seconds. SHCM

has been designed to streamline manager’s work by giving them the opportunity to

make their Personnel Action request for all their employees on one screen, all at

one – imagine that! No more forms. No more paper. No more inter office mail

floating around with confidential information.

The following are some of the main HR related functions that manager can perform

via the SHCM portal:

Salary Change

Promotion

Transfer

Status Change

Leave of Absence

Termination

Demotion

New Hire

Rehire

They can also:

View employee’s electronic HR profile

View and update employee time-off information and the approval status

of the employee time-off requests.

View Employee Time Off Calendar in a graphical format


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Employee Self Service

SHCM enables employees to reduce costs associated with typically resource and

paper-intensive processes within HR. Employees can view their electronic HR file

on-demand and request changes before things happen, rather than as an

afterthought bridging the business to employee gap. SHCM move the organization

closer to a paperless company.

The following are some key employee functions:

Sign-on Preferences

Change password

View HR Personal information

View and Update address information

View and Update emergency contact information (primary and additional)

Review the current time-off information (Vacation, Sick, Floating

Holiday, etc.)

Create a request for time off

View direct deposit information

Change direct deposit information

View pay check earning statements

View previous year check history in a summary view

View benefit summary

Benefit Self Service

This option is not be used at this time

System Access

The application is available from our intranet and from any computer on the internet. This means that

employees can access it from their home computers. The URL to access the application from the internet is

https://eservice.bbaaviation.com. The menu on the intranet is “Employee/Manager Self Service Portal.

Existing employees are added to the system using a mass conversion process. New employees are added to

the system at the time when they are hired. There is no need for any CARS request for getting access to the

application.

Employee User Name

All employees will receive a SHCM ID. This ID allows them to access the SHCM system. It does

not give them access to the iSeries. Employees that need access to the iSeries will need a different

ID and password to access that system.

User IDs are automatically created when an employee is added to the system. The ID is made up

as follows:

First letter of the first name

First five letter of the last name (if a last name is less than 5 characters then all the

characters of the last name is use)

The employee birth month (two characters)

o The employee birth day (two characters)

For example: Tom Jonhston born on May 20th, 1960 ID would be TJONHS0520

https://eservice.bbaaviation.com/


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Note: If two employees have the same name and birthday, then one employee will get the letter

“A” at the end of the ID. Any special character or space in an employee last name will be omitted

from the ID.

Note the following about SHCM password:

Password follows the standard system format

The initial password is set to the employee social security number. They are force to

change it when they first logon

Employees are locked out after 6 bad attempts

The application has a built in password management system that allows employees to

reset their password. In order to reset their password employees must setup their profile

with the answers to three questions (See Appendix A of this manual for steps on how to

use the password management option)

SHCM has its own built-in authentication. It does not interface with our network or with the

iSeries authentication.

Employee Basic

Data Setup

Each employee Infinium basic data must be updated with the following…

Their immediate supervisor name

The region where they work

The supervisor is use for routing and the region define where to rout documents


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Region Definition

Location Region

Assignment

Security Roles and

Groups

In order to control the routing of document, SHCM is configured with region codes that

identify specific locations/plant.

Note the following about the region definition…

Regions are define as specific group of location that are control by particular group

of HR personnel

Regions does not have to follow geographical path

Each location must be assign to a region

HR personnel are assign to one region

Employees are assign to a region based on where their job is located

The following are the APPH region:

Region Name Description HR Assignment

BBA and SSI APPH Wichita Amy Mason

_________________________________________________________________________

BBA HR is responsible for adding the assign region to the location.

______________________________________________________________________

Employees are classified as either a “Manager” or an “Employee.” An employee with a

“manager” classification is capable of performing management functions for employees that

reports to him or her. An employee that is classified as an “employee” can perform action on

his or her own data.

Please note that a “manager” also has the “employee” classification.

In order to control the functions that managers and employees can perform, special SHCM

groups are created and assign to each employee.

Below are the SHCM groups…

Group Name

Description/Assign Classification Type

SSIVP Vice President M

SSIHR Human Resource managers M


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SSIMG Managers (Not GM or HR) M

SSISU Supervisor M

PY Payroll personnel M

SSIEE Employees that do not fall in any management position

E

________________________________________________________________________

Employee Position

Data Configuration

Workflows

Employees are automatically assign to a group based on the position they hold. This means

that each position must be assign to a group. BBA HR is responsible for assigning position to

the correct group.

__________________________________________________________________________

Whenever an action is taken in SHCM, the process will follow a predefine workflow.

Depending on how the workflow is setup, the action could flow through several groups until it

get to the final approver.

As each step of the workflow is completed, notifications are sent to the appropriate person.

SHCM has a built-in tool where employees can view their notification. If an employee has a

company email or a private email, it can be added to the SHCM system. If the employee email

is added to SHCM, then they will also receive notification via their email.

Every employee in the system must be assigned a supervisor. This is use as part of the approval

process for certain request.

All action in self service is control by a workflow. The workflow outlines the steps that are followed for a

specific process. Each process is defined as a document type. For example the rehire process is one

workflow and the document type for that process is the “Rehire” document.

The documents are classified as either Management (M) or Employee (E). This determines which group of

employee can process the document.

In the self-service application each document type is define by a specific code. The codes are listed

below…


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Documentation Code

Type Definition Notes

RH M Rehire

CA E Address Change

NH M New Hire

RE M Performance Review

TR M Transfer

TE M Termination

SC M Salary Change

ST M Status Change Ex. Full time, SEAS

DM M Demotion

PR M Promotion

LV M Leave of Absence

PC M Personal Change Ex. Name change

PT E Plan Time Off

DD E Direct deposit

Document Routing

Documents are routed to individuals based on their role as an employee’s managers/supervisor. Document

routing groups are created to allow routing to specific personnel. One personnel is assign to each routing

group.

Below is the routing groups and their assignment.

Group Name Assignee Description SSIHR Laurie Drachenberg SSI and BBA HR

SSIHR Amy Anthony BBA HR for all organization executives

Screen Layout and

Navigation

The main menus are on the top of the page. Click on a menu to see the submenu. As you click on a menu

item it will display in the main area. You can open several menu item which will be displayed in a tabular

option in the main area. Only one item is visible/active in the main area but once you have an item open

you can click on it to display in the main area. You can close an item by clicking on the “X” in its tab label

Below the main menu is an action box area of icons. The icons that are displayed in the action box area are

dependent on the functions that can be done on the active window. Use the icons to navigate through the

screens and to perform action on any given screen. Each icon has a tooltip that will show you its function.


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Below is a brief description of the icons that will appear in the action box area...

Left and right arrows use for navigating from one page to another

Submit button is user to submit a request

Delete button is the “X”

Change icon is a “Pencil”

Add icon is the “+” sign

The “?” is the help icon

The “Printer” icon allows you to print the content of the page you are viewing

Below are samples of the icons

back/cancel, change, help, print

add, change, delete, help, print

forward/continue, help, print

back/cancel, save/submit, help, print

The buttons below only appear on the approval screen. They are display at the bottom of the screen. Their

names indicates their function

Employee Menu

Signoff

All employees are assigned the following menu group. Some of the menus has several

submenu. Each menu and submenu are describe on the next few pages of this document.

Signoff

Password Changes

Personal

Payroll

Benefits

In Box

Company

Contact

Help

_________________________________________________________________________

This is use for exiting the application and takes you back to the logon page. There is no

submenu in this option

_________________________________________________________________________


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Password Change

Personal

Use to change your password or to define answers to security questions for use if you forget

your password, if you need to set a new password, or if your password is disabled.

To change your sign-on preferences, complete these steps:

1. From the Password Changes menu, click Password Changes to display the

Preferences page.

o To change your password, type your current password in the Old

Password field. Type your new password in the New Password field,

and then type it again for confirmation in the Confirm field.

o To define answers for the password reset questions, enter an answer

for each question. If a question line displays a list box with a series of

questions, select one question from the list and enter an answer for

that question. Note that answers are case-sensitive.

If you make a mistake, you can click Clear and start over.

2. Click Submit to process the change. The change to your password takes effect

immediately.

3. Select another menu option or click Sign-off to close your session.

________________________________________________________________________

The personal menu option has the following submenus…

Annual Calendar

Monthly Calendar

Change of Address

Emergency Contact

Personal/Pay Stub Printing

Property

Vac/Sick/Timeoff req

Exception punch


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Annual Calendar

Use to display an annual view of your paid time-off calendar to plan and review

your time off.

To view your annual calendar, complete these steps:

1. From the Personal menu, click Annual Calendar to display the current year

calendar. The calendar displays the days that you have taken off to date, any

approved days that you have requested to take off in the future, any days

pending approval, and any non-work days. From the current year, you can

select to display the employee calendar for other years.

2. Review your calendar information and make note of any inaccuracies so that

you can report them to your manager. To submit a time-off request, use the

Time Off Request menu option. To review the status of a pending request, use

the My Request menu option and select the Request Time Off document type.


Monthly Calendar

Use to display a monthly view of your paid time-off calendar to plan and review

your time off.

To view your monthly calendar, complete these steps:

1. From the Personal menu, click Monthly Calendar to display the current

month calendar. The calendar displays the days that you have taken off to

date, any approved days that you have requested to take off in the future,


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any days pending approval, and any non-work days. From the current

month, you can select to display the employee calendar for other months

and years.

2. Review your calendar information and make note of any inaccuracies so

that you can report them to your manager. To submit a time-off request,

use the Time Off Request menu option. To review the status of a pending

request, use the My Request menu option and select the Request Time Off

document type.

3. To view calendar information for a month other than the current month,

select the appropriate month from the list at the top of the Employee

Calendar page.


Change of Address

Use to change your address in your personal file.

To change your address, complete these steps:

1. From the Personal menu, click Change of Address to display the Address

page.

2. Type the changes to your address.

3. Click Submit to save your changes. The Self Service application updates

your address and logs a record of the change for your human resources

administrator. Use the In Box/My Requests menu option to track the

status of your request.


Emergency Contact

Use to view or change your emergency contact information in your personal file.

You can include as many emergency contacts as you need.


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To change your emergency contact information, complete these steps:

1. From the Personal menu, click Emergency Contacts to display the

Emergency Contact page.

2. Review and update your emergency contact information in your personal

file with the appropriate changes.

o Click Add to add an emergency contact to the list.

o Select an existing contact, and click Change to update

information for the contact.

o Select an existing contact, and click Delete to remove the contact

from the list. Click Yes to delete the contact from your list.

3. If you are adding or changing an emergency contact, complete or update

the information, and then click Submit. If you have multiple contacts, you

can select only one contact as your primary contact. You cannot deselect a

contact as your primary contact. Instead, you access the information for

the intended contact and select that contact as the primary contact.

4. Review the information for the emergency contact, and click Submit to

save your changes. The Self Service application updates your emergency

contact information.


Exception Punch Timesheet

Use to add missing Kronos punch hours.


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To add a punch, complete these steps:

1. From the Personal menu, click Exception Punch menu.

2. Verify that the punch you are about to enter is not in the list that is shown

3. Select or enter the date of the missing punch then click the Edit icon

4. From the input screen enter the Income Type and the missing punch (use

24 hour clock option). Click Submit after completing the entries

5. The request is routed to your supervisor


Personal/Pay Stub Print

Use to view information in your personal file and to select the option to receive a

pay stub.

To view personal information, complete these steps:

1. From the Personal menu, click Personal to display the Personal page.

2. Review the current information in your personal file. Use the Address

menu option to update your address. Consult your human resources

administrator if other information is not accurate.

3. In the Miscellaneous Information section you can select if you want to get

a pay stub

4. Click Submit to save any change


Property

Use to view your current company property information in your personal file,

maintained by your human resources administrator.


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To view your company property information, complete these steps:

1. From the Personal menu, click Property to display the Property page.

2. Review your company property information and make note of any

inaccuracies so that you can report them to your human resources

administrator.


Vac/Sick/Timeoff Req

Use to view your current time-off information in your personal file and to submit a

time-off request. You can also submit a request to cancel a previously submitted

paid time-off request.

To view your time-off information and to submit a time-off request, complete these

steps:

1. From the Personal menu, click Vac/Sick/Time Off Req to display the first

Time Off Request page.

2. Review your time-off information and make note of any inaccuracies so

that you can report them to your manager. You can also click View

Calendar to access your calendar.

3. If you want to submit a time-off request, click Create Request to display

the second Request Time Off page.

4. Enter the date range, the number of hours per day, the appropriate absence

code, and any comments for the days that you are requesting. If you are

canceling a previously submitted request, you must enter the number of

hours per day as a negative (-) number.

5. Click Calculate to calculate the total number of requested days off for the

selected date range.

6. Click Submit to forward the request to your manager for approval. Use the

In Box/My Requests menu option and select the Request Time Off

document type to track the status of your request. If you are canceling a

request, you must select the Check to Show Completed Documents check

box to display the canceled request.


__________________________________________________________________________


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Payroll The Payroll menu has the following sub menus

Direct Deposit Info

Direct Deposit Changes

Pay History

Prior Year Pay

W-2 Information

W-4 Form

State Withholding Forms

Direct Deposit Info

Use to review the current direct deposit disbursements that you have chosen for

your paychecks.

To view your direct deposit disbursement information, complete these steps:

1. From the Payroll menu, click Direct Deposit Info to display the Direct

Deposit Information page.

2. Review your direct deposit disbursement information. To request a

change to your disbursements, use the Direct Deposit Change menu

option or consult your payroll administrator.


Direct Deposit Change

Use to change the direct deposit disbursements that you have chosen for your

paychecks and to submit a request to change your disbursements.

To change your direct deposit disbursement information, complete these steps:

1. From the Payroll menu, click Direct Deposit Change to display the Direct

Deposit Change page.

2. Review your direct deposit disbursement information.

3. To change your disbursements, click Change Direct Deposit Info. to

display the Direct Deposit Change Request page.

4. Complete the information for each direct deposit account that you want to

use. To delete an existing account, check Delete Selected next to the

account.

5. Click Submit to process your request. Use the In Box/My Requests menu

option to track the status of your request.


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Pay History

Use to review your pay history for the current year.

To view your current year pay history, complete these steps:

1. From the Payroll menu, click Pay History to display the Pay History page.

2. Review the summary information for your paychecks on this page.

3. You can use the date range to filter how much data you see

4. To review detailed information, click the Select column next to the check

whose detailed information you want to view and click Continue.

5. Review the detailed information for the selected paycheck or pay slip.

6. Click Display Another Check or Display Another Pay slip to return to the

Pay History page.

7. Repeat steps 3 through 5 to review detailed information for additional

paychecks or pay slips.

8. You can click the View Paid Time Off Accruals link to see your accrual

balances


Prior Year Pay

Use to review your pay history for a prior year.


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To view your prior year pay history, complete these steps:

1. From the Payroll menu, click Prior Year Pay to display the Prior Year Pay

page.

2. Review the prior year summary information on this page.

3. To review detailed information, click the Select column next to the year

whose detailed information you want to view and click Continue.

4. Review the detailed information for the selected year.

5. Click Return to Summary to return to the Prior Year Pay page.

6. Repeat steps 3 through 5 to review detailed information for additional

years.


W- 2 Information

Use to access your W-2 information hosted by an external company. You will

require to setup an account to access the site

W- 4 Forms

Use to access information about employee W-4

State Withholding Forms

Use to access state tax withholding forms which are located at an external site

Benefit

The following submenus are under this option. These are links to external system

Wells Fargo 401k

My Benefit Statement

Benefit Enrollment

My Cigna

Well Fargo 401k

This is a link to the Wells Fargo 401K web site

My Benefit Statement

Use to view the benefit plans in which you are enrolled for the current plan year.

To view your current benefit plan elections, complete these steps:


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1. From the Benefits menu, click My Benefits Statement to display the My Benefits

page.

2. Review your benefit plan elections.

To make a change to your plans, consult your benefits administrator for details.

Otherwise, you must use the Open Enrollment menu option to change a plan. The

timing for this type of change is restricted to an open enrollment period. Consult

your benefits administrator for details.


Inbox

The following submenu are under this option

Alternate Approver (only appear if you are a manager)

For My Approval (Only appears if you are a manager)

My Messages

My requests

Alternate Approval

Use to maintain a list of alternate approvers for the Self Service document types

that you are responsible for approving.

You can select one or more alternate approvers for the period when you are

unavailable to approve workflow documents. If you select more than one alternate

approver for a specified period, you cannot assign the approvers to the same

document types.

To maintain alternate approvers, complete these steps:

1. From the In Box menu, click Alternate Approvers to display the Alternate

Approvers page.

2. Review your alternate approvers and complete the action below to add,

change or delete an alternate approver.

o To add an approver, click Add to display the Alternate Approver

Detail page and continue with the steps below.

o To change information for an approver, click the check box next

to the approver's start date and click Change to display the

Alternate Approver Detail page. Continue with the steps below.

o To delete an approver, click the check box next to the approver's

start date and click Delete.


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3. Select the start and end dates for the period when you are unavailable to

approve workflow documents.

4. Select one alternate approver for all documents types within the period, or

select multiple approvers. Approvers must be responsible for different

document types if you assign the approvers to the same periods or

overlapping periods.

5. Specify yes in Skip Me if you do not plan to use an alternate approver but

you do not want to delay the workflow process. Self Service routes the

selected document types to the next scheduled approver.

6. Click Submit to save your information and return to the Alternate

Approvers page.

7. Select another menu option or click Sign-off to close your session

For My Approval

Use to view a list of documents that are pending your approval. From the list you

can access the documents and take action to approve or reject a document or, if you

have authorization, you can direct it to a new approver.

To view and work with documents pending your approval, complete these steps:

1. From the In Box menu, click For My Approval to display the For My

Approval page.

2. Review a list of document pending your approval and complete the action

below to approve, reject or redirect a pending document.

o To approve a document, click the check box next to a document

entry in the Subject column and click Approve. To approve all

listed documents, click Select All and then click Approve.

o To reject a document, click the check box next to a document

entry in the Subject column and click Reject. To reject all listed

documents, click Select All and then click Reject.

o If you have authority to redirect a document to another approver,

click the check box next to a document entry in the Subject

column and click Redirect to display the Approval Redirection

List page. To redirect all listed documents, click Select All and

then click Redirect. Specify a new approver for the selected

document. Click Submit to return to the For My Approval page.

You can also click an entry in the Subject column on the For My

Approvals page to view the document details. From the detailed view, you

can approve or reject the document or, if you have authorization, redirect

the document to a new approver.


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My Messages

Use to work with your messages from other Self Service users, create and send

messages or delete messages. Recipients must be users of your company's Self

Service product. The My Messages menu option does not generate external e-

mails.

To work with messages, complete these steps:

1. From the In Box menu, click My Messages to display the Messages page.

2. If you have a message in your in box, click it to open it.

3. To create a message, click Compose New Message on the Messages page,

complete the information on the Message Composer page and click Send.

4. To delete a message, click the check box next to the message you want to

delete from the Messages page. Click Delete Selected Items.

You can delete only those notifications and messages created with

Compose New Message. You cannot delete messages that require your

approval or rejection.


My Requests

Use to track the status of the requests that you initiated from the following Self

Service menu options:

Address Change

Contacts

Time Off Request

Direct Deposit Change


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To track the status of your requests, complete these steps:

1. From the In Box menu, click My Requests to display the Document

Tracking - Document Selection page.

2. Select the date range and the type of document that you want to display.

Leave the date range fields blank to display all documents for a specific

document type.

3. Click Continue to display the Document Tracking - Document History

page.

4. Click a document link in the Document Type column to display the

Document Tracking page for the selected document.

5. Click View Document to display the actual document.

6. Click Back to Document List to return to the Document Tracking -

Document History page for the selected document type or click Select

Another Document Type to return to the Document Tracking Selection

page.

Company


Exit Interview

Internal Job Board

Exit Interview

This is link to a Word document

Internal Job Board

This is a link to the BBA internal job board that is located on a hosted site.

Contact


Subject Matter Expert

BBA Aviation Help desk

Subject Matter Expert

This display the list subject matter expert that can be contacted for assistance with

using the system.

BBA Aviation Help desk

This displayed BBA Aviation contact information


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Help

This is a link to generic help information.

__________________________________________________________________________

Manager

The manager menu option is only available to employees that are part of the “manager”

group. The following submenus are under this option.

Documents Routing

Employee Changes

Employee Compensation (Only for HR)

Employee Contacts

Employee History

Employee Information

Employee Time off

New Employee (Only for HR managers)

Performance Review

Rehire Employee (Only for HR managers)

Salary Planning (Only for specific groups)

Links to CARS

Document Routing

Use to track the status of documents that you have initiated or for which you are

responsible in the Self Service workflow process.

To track the status of documents routed through the Self Service workflow process,

complete these steps:

1. From the Manager menu, click Document Tracking to display the

Document Tracking - Document Selection page.

2. Select the date range and the type of document that you want to display.

Leave the date range fields blank to display all documents for a specific

document type.

3. Click Continue to display the Document Tracking - Document History

page.

4. Click a document link in the Document Type column to display the

Document Tracking page for the selected document.

5. Click View Document to display the actual document.

6. Click Back to Document List to return to the Document Tracking -

Document History page for the selected document type or click Select

Another Document Type to return to the Document Tracking Selection

page.


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Employee Changes

Use to initiate a request for the following employee personnel changes and route the

request through a designated approval process:

Performance Review

Salary Change

Promotion

Transfer (Only for HR managers)

Status Change

Leave of Absence

Termination (Only for HR managers)

Demotion

Personal Change (Only for HR managers)

To process employee changes, complete these steps:

1. From the Manager menu, click Employee Changes to display the Employee

Changes - Employee List Options page.

2. Use Filter to limit the list to employees whose names contain the selected text.

The time to generate your employee list is dependent on the number of

employees. Use Filter to reduce the time required to generate the list.

3. Select from the available options to specify how to retrieve a list of employees

who are your direct or indirect reports.

4. Select from the available values to specify the depth of the reporting level for

the employees. To select direct reports only, select level 1.

5. Click Continue to display the Employee Changes - Employee Selection page.

6. Click one or more transactions for one or more employees. You may select

multiple transactions for one employee or for multiple employees.

7. Click Continue to display the selected transaction.

8. Complete the information on the page for the specific transaction.

9. Click Submit/Next Employee to return to the Employee Changes - Employee

Selection page and initiate the approval process.

If you select multiple transactions for one employee or multiple employees, you

advance to the next selected transaction when you click Submit/Next Employee.

You can also click Cancel/Next Employee to skip a transaction and advance to the

next selected transaction, or you can click Employee Selection to skip all

remaining selected transactions and return to the Employee Changes - Employee

Selection page.

Use the Manager/Document Tracking menu option to track the status of your

transactions.


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Employee Compensation

Use to view employee compensations

To view an employee current benefit plan elections, complete these steps:

1. From the Manager menu, click Benefits Statement

2. Select the employee from your list of authorization to display their Benefits page.

3. Review the benefit plan elections.


Employee Contacts

Use to view emergency contacts on file for your direct and indirect reports.

To view employee contacts, complete the following steps:

1. From the Manager menu, click Employee Contacts to display the

Employee Contacts - Employee List Options page.

2. Use Filter to limit the list to employees whose names contain the selected

text. The time to generate your employee list is dependent on the number

of employees. Use Filter to reduce the time required to generate the list.

3. Select from the available options to specify how to retrieve a list of

employees who are your direct or indirect reports.

4. Select from the available values to specify the depth of the reporting level

for the employees. To select direct reports only, select level 1.

5. Click Continue to display the Employee Contacts - Employee Selection

page.

6. Select the employee whose emergency contacts you want to display.


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7. Click Continue to display the Emergency Contacts page.

8. Select the emergency contact whose information you want to display.

9. Click Continue to display detailed information for the selected contact.

10. Click Cancel to return to the selected employee's Emergency Contacts

page.

11. Select another contact or, click Return to Employee List to return to the

Employee Contacts - Employee Selection page where you can select to

view contact information for another employee.

Employee History

Use to view employee changes transaction history on file for your direct and

indirect reports.

To view employee history, complete the following steps:

1. From the Manager menu, click Employee History to display the Employee

History - Employee List Options page.








5. Click Continue to display the Employee Transaction History Selection

page.

6. Select one or more transactions, a date range, and the employee for whom

you want to display history. You can leave the date range information

blank to display all available history for the selected transactions.

7. Click Continue to display the Employee Transaction History List page.

8. Click an entry under the Name column to display details for all of the

transactions listed, or click an entry under the Effective Date column to

display details for the specific transaction.

9. Click Return to Employee List to return to the Employee Transaction

History Selection page where you can select transaction history for

another employee, or click Return to Transaction Summaries to return to

the Employee Transaction History List page where you can select

additional transaction history for this employee.


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Employee Information

Use to view information on file for your direct and indirect reports.

To use employee information, complete these steps:

1. From the Manager menu, click Employee Information to display the

Employee Information - Employee List Options page.








5. Click Continue to display the Employee Information page.

6. Click the category of information that you want to display for a specific

employee. You can select from the categories listed below.

o Personal

o Contacts

o Licenses

o Property

7. Click Close to return to the Employee Information page.

Employee Time Off

Use to view time-off information on file for your direct and indirect reports.

To view employee time-off information, complete these steps:

1. From the Manager menu, click Employee Time Off to display the

Employee Time Off - Employee List Options page.








5. Click Continue to display the Employee Time Off page.

6. Click the check box in the Select column next to one or more employees

whose time-off information you want to view. To select all employees in

the list, click Select All. You can click Expand All to display detailed

time-off information for the employees in the list, or you can click the


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Expand arrow to the left of each employee who has detailed time-off

information.

7. Click Continue to display the current month of the calendar for the

selected employees. From the current month, you can select to display the

employee calendar for other months and years.

8. Click Return to Employee List to return to the Employee Time Off page.

New Employee

Use to enter information to request the hiring of a job applicant and to route the

request through a designated approval process.

To process a new hire request, complete these steps:

1. From the Manager menu, click New Employee to display the first New

Employee page.

2. Specify the date of employment, position, and, if applicable, the employer

of the new employee's supervisor for the new employee. If applicable,

select the new employee from the Applicant Name list.

3. Click Continue to display the second New Employee page.

4. Enter the information for the employee you are hiring. Consult your

human resources and payroll administrators if you have questions on how

to use these fields.

5. Click Submit to initiate the approval process.


transactions.


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Performance Review

Use to view the date and status of your employees' upcoming performance reviews.

To view performance review information, complete these steps:

1. From the Manager menu, click Performance Reviews to display the

Performance Reviews - Employee List Options page.








5. Click Continue to display the Performance Reviews page.

6. Review a list that shows the status of the performance reviews for which

you are responsible. Use the Manager/Employee Changes menu option to

initiate a performance review

Rehire Employee

Use to enter information to request the rehiring of a terminated employee and to

route the request through a designated approval process. The rehire candidate must

be a former employee whose information still resides in Infinium HR. This

function should be performed by HR personnel.

Access to this menu option is dependent on the country in which your company is

located.

To process a rehire request, complete these steps:

1. From the Manager menu, click Rehire Employee to display the first

Rehire Employee - Former Employee Selection page.

2. Use Filter to limit the list to names that contain the selected text. The time

required to generate the list is dependent on the number of records. Use

Filter to reduce the time required to generate the list.


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terminated employees who were your direct or indirect reports.


for the terminated employees. To select direct reports only, select level 1.

5. Click Continue to display the second Rehire Employee - Former

Employee Selection page.

6. Select the employee that you are rehiring.

7. Click Continue to display the Rehire Employee - Position Selection page.

8. Type the date of employment, and specify the rehire reason, the new

position for the employee you are rehiring, and the employer of the

rehired employee's supervisor.

9. Click Continue to display the Rehire Employee page.

10. Enter or update the information for the employee you are rehiring. Consult

your human resources and payroll administrators if you have questions on

how to use these fields.

11. Click Submit to initiate the approval process.


transactions.

Salary Planning

Use to set up plans to calculate employee salary increases and, if you have

authorization, to mass create salary change transactions based on your salary plan

calculations.

To set up and maintain salary plans, complete these steps:

1. From the Manager menu, click Salary Planning to display the Salary

Planning page.

2. Review a list of your current salary plans and complete the action below

to create, change or delete a salary plan.

o To create a salary plan, click Create to display the Salary

Planning - Employee List Options page. Use Filter to limit the

list to employees whose names contain the selected text. The

time to generate your employee list is dependent on the number

of employees. Use Filter to reduce the time required to generate

the list. Select from the available options to specify how to

retrieve a list of employees who are your direct or indirect

reports. Select from the available values to specify the depth of

the reporting level for the employees. To select direct reports

only, select level 1. Click Continue to display the Salary Plan

Detail page. Continue with the steps below.


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o To change a salary plan, click an entry in the Salary Plan column

to display the Salary Plan Detail page. Continue with the steps

below.

o To delete one or more salary plans, click the check box next to

each plan to delete and then click Delete Selected Items.

3. To create a plan, type the name of the salary plan, and then select one or

more employees to participate in the plan. Type an amount or percentage

increase in the appropriate category for each employee.

To change a plan, change the amount or percentage in the appropriate

category for each participant.

You can select all employees and type an amount or percentage increase

to apply to all employees. You can also click the arrow to the left of the

box to display more salary information for an employee.

4. Click Save to save the salary plan details and return to the Salary Planning

page.

5. If you have authority to mass create salary change transactions, click the

salary plan entry in the Salary Plan column to return to the Salary Plan

Detail page.

6. Click the check box next to each employee to include in the mass change.

7. Click Create Mass Salary Changes to display the Salary Planning - Mass

Salary Change page.

8. Enter the date and reason for the salary changes for the selected

employees.

9. Click Submit to submit the salary change transactions for processing.


transactions.

Link to CARS

This is a link to the CARS system so that managers can submit system access

request

Submitting Requests

You use Self Service Workflow to route your personal information change requests through

a predefined approval or routing process for the topics listed below.

Address changes

Emergency contact changes

Time-off requests

Direct deposit changes

Missing Kronos punch

On many Self Service forms, you can use a Comments field to direct comments and

questions to the employees designated to review and approve your requests.


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You use the In Box/My Messages menu option to access messages from reviewers and

approvers and to track the status of your requests. The in-box messages contain links that

you can click to access your original requests.

You use the In Box/My Requests menu option to track the status of your requests.

Consult your Self Service administrator if you have questions about Self Service Workflow.

Request Approval

If you are a designated approver or recipient of Self Service documents and notifications,

you use Self Service Workflow to review, approve and reject the documents. If you have

authorization, you can also redirect documents to new approvers.

On Self Service forms, you can use a Workflow Comments field to add comments and

questions to the originator of a request or transaction or to another approver in the

predefined approval or routing process.

You use the In Box/For My Approval menu option to access documents that are pending

your review and approval.

If you are a manager, you can also use the Manager/Document Tracking menu option to

access employee personnel action documents that are pending your review and approval.

Self Service Workflow setup is an administrative function. If you are unable to access Self

Service documents necessary to complete your work, consult your Self Service

administrator to provide you with the proper access.


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Appendix A: Password Management

Have the employee follow the steps below to reset or retrieve their password. If an employee did not enter

their email or answer their questions then they will not be able to use this option

STEP ACTION

1 From the application logon window enter their SHCM ID then click on the

“click here” button

2 When the following window is displayed, do one of the following:

Click on the “Email Password” button to have the system send the

password to the email that is in the system.

Enter the answers to the three security questions then click the

Submit button. The employee will then be allowed to access the

application.

Note: Employees can also use this screen to reset their password but they

must correctly answer the security questions.