(USF) Managing Direct Reports

This chapter provides an overview of direct reports management and discusses how to:

• Change part-time or full-time status.

• Change work location.

• Promote employees.

• Reassign employees.

• Request reporting changes.

• Retire employees.

• Separate employees.

• Approve change requests.

Understanding Direct Reports Management

PeopleSoft Enterprise eProfile Manager Desktop provides the following self-service transactions that enable you to perform routine tasks necessary to manage direct reports.

• Status changes.

• Reporting changes.

• Transfers.

• Promotions.

• Job changes.

• Employee Information transactions.

Some of these transactions are designed to incorporate workflow for self-service transactions. If workflow is activated, when a person performs one of the following transactions, the system will automatically route the transaction request to the appropriate person for approval.

See Viewing Direct Reports' Personal Information.

Prerequisites for Managing Direct Reports

Before you can use the eProfile Manager Desktop transactions, you must:

1. Activate eProfile Manager Desktop on the Installation Table.

   See Selecting PeopleSoft Applications for Your Installation.

2. Define position management on the HRMS Options page.

   The position management setting determines whether automatic updates, by nonadministrators, are allowed for certain transactions. Automatic updates can occur when position data is not affected.

   See Selecting HRMS Options.

   See Setting Up and Working with Self-Service Transactions.

3. Set up security.

   eProfile Manager Desktop uses permission lists, roles, and user profiles to authorize or deny access to transactions and data. The following tables lists the delivered permission lists and roles for eProfile Manager Desktop:

   Permission Lists	Roles
   HCCPSS2000	Manager
   HCCPFE2000	Manager Self Service - Fed
   HCCPFE1060	Personal Info-Employee - Fed

   Note. Remember to enter an email address for each user profile; otherwise; the email routings that are used by workflow will not work.

   See Setting Up and Administering HRMS Security.

4. Define rules for workflow notifications.

   Set up workflow so that a notification is sent to the originator of the transaction when he or she submits the request, each time the request is approved, and when the request is finalized. Workflow can be set up to notify the administrator when a transaction successfully updates the database and when the system encounters a problem with the update.

   See Setting Up Administrator Notification Rules.

5. Define the rules that enable the system to automatically update the database.

   Use the Self Service Workflow Configurations page to define whether the transaction will update the database without an administrator's intervention.

   See Setting Up Approvals and Database Updates.

6. Set up the manager's data access to his or her direct reports.

   eProfile Manager Desktop uses access types to control a manager's access to employee data. Normally, the manager who initiates a transaction can view only data for his or her direct reports. Access types enable the system to determine who reports to the initiating manager.

7. Set up group build if you plan to use Group ID as the access type for a manager's direct reports.

   See Setting Up and Working with Group Definitions.

8. Configure the USFED WIP transaction.

   See (USF) Setting Up the Work-in-Progress Management System.

Changing Part-Time or Full-Time Status

This section provides an overview of the process flow for part-time or full-time status changes and lists the pages that are used to change part-time or full-time status.

Understanding the Process Flow for Part-Time or Full-Time Status Changes

Changing part-time or full-time status is a two-step process:

1. Request changes to part-time or full-time status.

2. Approve changes.

Requesting Changes to Part-Time or Full-Time Status

To change an employee’s part-time or full-time status, managers:

1. Access the Change Full/Part-time Status page.

2. Enter the effective date for the change, and click Continue.

3. Select the employee for whom the change in part-time or full-time status is being requested, and click Continue.

   The Change Full/Part-time Status page appears with the employee’s current job data. The New Status fields are populated by default with the new status for the employee.

4. Enter any relevant comments, and click Submit.

   When the Submit button is clicked, the system displays a confirmation page and triggers workflow.

Approving Changes

To approve an employee’s part-time or full-time status, approving managers:

1. Access the Review Change Requests – Select a Request page.

   A list of requests requiring the approving manager’s attention appears.

   The manager can change the contents of the displayed list by entering a specific employee’s name or selecting another option in the Show me: group box and clicking the Search button.

2. Click the Approve/Deny link next to the request that is to be approved or denied.

   The Full/Part-time Status Change page appears with the employee’s current job data.

3. Enter any appropriate comments, and click Approve or Deny.

   A confirmation page appears and the approve or deny workflow is triggered. When the final approval is submitted, the last approve workflow is triggered.

Pages Used to Change Part-Time or Full-Time Status

Changing Work Location

This section provides an overview of work location changes and lists the pages that are used to change work location.

Understanding Work Location Changes

Changing work locations is a two-step process:

1. Request a change to work location.

2. Approve the change to work location.

Requesting Changes to Work Location

Requests can be made for an individual employee or a group of employees. To request a change to work location, managers:

1. Access the Location Change page.

2. Enter the date that the change in reporting structure goes into effect, and click Continue.

3. Select the employee or employees for whom the change in location is being requested, and click Continue.

   The Location Change page appears with the employee or employees’ current job row data.

4. Enter the new location and any relevant comments, and then click Submit.

   When the Submit button is clicked, the system displays a confirmation page and triggers workflow.

Approving Changes to Work Location

Approval or denial the request is always given on an individual employee basis. To approve a change to work location, approving managers:

1. Access the Review Change Requests – Select a Request page.

   A list of requests requiring the approving manager’s attention appears.

   The manager can change the contents of the displayed list by entering a specific employee’s name or selecting another option in the Show me: group box and clicking the Search button.

2. Click the Approve/Deny link next the request that is to be approved or denied.

   The Location Change page appears with the employee or employees’ current job row data.

3. Enter any appropriate comments, and click Approve or Deny.

   A confirmation page appears and the approve or deny workflow is triggered. When the final approval is submitted, the last approve workflow is triggered.

Pages Used to Change Work Location

Promoting Employees

This section provides an overview of employee promotions and lists the pages that are used to promote employees.

Understanding Employee Promotions

Promoting employees is a two-step process:

1. Request a promotion.

2. Approve the promotion.

When the request has been submitted, managers can review the status of the change requests that they have submitted.

(USF) Requesting a Promotion

To request a promotion, managers:

1. Access the Promote Employee page.

2. Enter the date that the promotion goes into effect, and click Continue.

3. Click the name of the employee for whom the promotion is being requested.

   The Promote Employee page appears and displays the employee’s current job data.

4. Enter the information on the page, and click Submit.

   When the Submit button is clicked, the system displays a confirmation page.

Approving a Promotion

To approve a promotion request, approving managers:

1. Access the Review Change Requests – Select a Request page.

   A list of requests requiring the approving manager’s attention appears.

2. Click the Approve/Deny link next to the request that is to be approved or denied.

   The Promote Employee page appears and displays the employee’s current job data.

3. Enter any appropriate comments, and click Approve or Deny.

   A confirmation page appears and the approve or deny workflow is triggered. When the final approval is submitted, the last approve workflow is triggered.

Pages Used to Promote Employees

Reassigning Employees

This section provides an overview of employee reassignments and lists the pages that are used to reassign employees.

Understanding Employee Reassignments

Reassigning employees is a two-step process:

1. Request a reassignment.

2. Approve the reassignment.

When the request has been submitted, managers can review the status of the change requests they have submitted.

Requesting a Reassignment

To reassign an employee, managers:

1. Access the Reassign Employee page.

2. Enter the effective date for the reassignment, and click Continue.

3. Select the employee for whom the reassignment is being requested, and click Continue.

   The Reassign Employee page appears with the employee’s current job data.

4. Enter the new position number, the reason for the reassignment, any comments, and click Submit.

   When the Submit button is clicked, the system displays a confirmation page and triggers workflow.

Approving an Employee’s Reassignment

To approve an employee’s reassignment, approving managers:

1. Access the Review Change Requests – Select a Request page.

   A list of requests requiring the approving manager’s attention appears.

   The manager can change the contents of the displayed list by entering a specific employee’s name or selecting another option in the Show me: group box and clicking the Search button.

2. Click the Approve/Deny link next to the request that is to be approved or denied.

   The Reassign Employee page appears with the employee’s current job data.

3. Enter any appropriate comments, and click Approve or Deny.

   A confirmation page appears, and the approve or deny workflow is triggered. When the final approval is submitted, the last approve workflow is triggered.

Pages Used to Reassign Employees

Requesting Reporting Changes

This section provides an overview of reporting changes and lists the pages that are used to request reporting changes.

Understanding Reporting Changes

Changing who an employee reports to is a two-step process:

1. Request a change.

2. Approve the change.

When the request has been submitted, managers can review the status of the change requests they have submitted.

Requesting a Reporting Change

Requests can be made for an individual employee or a group of employees. To request a reporting change, managers:

1. Access the Reporting Change page.

2. Enter the date that the change in reporting structure goes into effect, and click Continue.

3. Select the employee or employees for whom a change in reporting structure is being requested, and click Continue.

   The Reporting Change page appears with the employee or employees’ current job data.

4. Enter the new reporting position, any relevant comments, and then click Submit.

   When the Submit button is clicked, the system displays a confirmation page and triggers workflow.

Approving a Change in Reporting Structure

Approving or denying the request is always given on an individual employee basis. To approve a change in reporting structure, approving managers:

1. Access the Review Change Requests – Select a Request page.

   A list of requests requiring the approving manager’s attention appears.

   The manager can change the contents of the displayed list by entering a specific employee’s name or selecting another option in the Show me: group box and click the Search button.

2. Click the Approve/Deny link next to the request that is to be approved or denied.

   The Reporting Change page appears with the employee or employees current job data.

3. Enter any appropriate comments and click Approve or Deny.

   Once the final approval is submitted, a notification is sent to the self-service administrator for final processing.

Pages Used to Request Reporting Changes

Retiring Employees

This section provides an overview of retiring employees and lists the pages that are used to retire employees.

Understanding Retiring Employees

Retiring employees is a two-step process:

1. Request the employee’s retirement.

2. Approve the employee’s retirement.

When the request has been submitted, managers can review the status of the change requests they have submitted.

Requesting an Employee’s Retirement

To request an employee’s retirement, managers:

1. Access the Retire Employee page.

2. Enter the effective date for the retirement, and click Continue.

3. Select the employee for whom the retirement is being requested, and click Continue.

   The Retire Employee page appears with the employee’s current job data.

4. In the Retirement Type field, select the reason for the retirement and click Submit.

   When the Submit button is clicked, the system displays a confirmation page.

Approving an Employee’s Retirement

To approve an employee’s retirement, approving managers:

1. Access the Review Change Requests – Select a Request page.

   A list of requests requiring the approving manager’s attention appears.

   The manager can change the contents of the displayed list by entering a specific employee’s name or selecting another option in the Show me: group box and clicking the Search button.

2. Click the Approve/Deny link next to the request that is to be approved or denied.

   The Retire Employee page appears with the employee’s current job data.

3. Enter any appropriate comments, and click Approve or Deny.

   A confirmation page appears, and the approve or deny workflow is triggered. When the final approval is submitted, the last approve workflow is triggered.

Pages Used to Retire Employees

Separating Employees

This section provides an overview of separating employees and lists the pages that are used to separate employees.

Understanding Separating Employees

Separating employees is a two-step process:

1. Request a separation.

2. Approve the separation.

When the request has been submitted, managers can review the status of the change requests they have submitted.

Requesting an Employee’s Separation

To request an employee’s separation, managers:

1. Access the Separate Employee page.

2. Enter the effective date for the separation, and click Continue.

3. Select the employee for whom the separation is being requested, and click Continue.

   The Separate Employee page appears with the employee’s current job data.

4. Select the reason for the separation.

   If Transfer to New Agency is selected as the reason for the separation, the Agency field appears.

5. If Transfer to New Agency was selected as the reason for the separation, select an agency.

6. Enter any relevant comments, and click Submit.

   When the Submit button is clicked, the system displays a confirmation page and triggers workflow.

Approving an Employee’s Separation

To approve an employee’s separation, approving managers:

1. Access the Review Change Requests – Select a Request page.

   A list of requests requiring the approving manager’s attention appears.

   The manager can change the contents of the displayed list by entering a specific employee’s name or selecting another option in the Show me: group box and clicking the Search button.

2. Click the Approve/Deny link next to the request that is to be approved or denied.

   The Separate Employee page appears with the employee’s current job data.

3. Enter any appropriate comments, and click Approve or Deny.

   A confirmation page appears and the approve or deny workflow is triggered. When the final approval is submitted, the last approve workflow is triggered.

Pages Used to Separate Employees

Approving Change Requests

This section provides an overview of approving changes to direct reports' personal information and lists the pages that are used to approve change requests.

Understanding the Approving of Changes to Direct Reports' Personal Information

Approving changes to direct reports' personal information works in conjunction with eProfile self-service transactions. eProfile transactions enable employees to enter changes to their:

• Name.

• Home and mailing addresses.

• Marital status.

If the approval process is set up correctly, the manager of the employee who is submitting the change receives a notification that a change requiring his or her attention has occurred.

To approve an employee’s change to his or her personal information, approving managers:

1. Access the Review Change Requests – Select a Request page.

   A list of requests requiring the approving manager’s attention appears.

   To change the contents of the displayed list, enter a specific employee’s name or select another option in the Show me: group box and click the Search button.

2. Click the Approve/Deny link next to the request that is to be approved or denied.

3. Enter any appropriate comments, and click Approve or Deny.

   A confirmation page appears, and the approve or deny workflow is triggered. When the final approval is submitted, the last approve workflow is triggered.

See (USF) Reviewing Change Requests.

Pages Used to Approve Change Requests