Managing Direct Reports

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

• View direct reports personal information.

• Change part-time or full-time status.

• Change reporting managers.

• Change work locations.

• Promote employees.

• Retire employees.

• Terminate employees.

• Transfer employees.

• Change jobs requiring Works Council approval.

• Review military rank change requests.

• Add and review hires.

Understanding the Management of Direct Reports

This section provides an overview of eProfile Manager Desktop transactions, prerequisites, and the process flow for these transactions.

eProfile Manager Desktop Transactions

Managers can use the following eProfile Manager Desktop transactions to:

• View a direct report's information on one page.

• Change an employee's status to full-time or part-time.

• Change an employee's reporting manager.

• Assign an employee to another work location.

• Promote an employee.

• Initiate the employee retirement process.

• Initiate the employee termination process.

• Transfer an employee.

• Request an employee job change that requires works council approval.

• Review military rank change requests.

• Add employees and contingent workers using templates and view the hire status.

Process Flow for Transactions

Most of the transactions in eProfile Manager Desktop can be configured to either:

• Use an approval process.

• Automatically update the database.

• Send notifications to an administrator.

The following table lists each of the self service transactions and the features that can be configured for each:

The following diagram illustrates the process flow that begins when a self-service user submits a request. The diagram shows both the basic process flow and the alternate flows for approvals, database updates, and notifications:

Process flow for self-service transactions with optional approvals, database updates, and notifications

There are four main sections to this process flow:

• A request is submitted.

• The request uses an approval process.

• The request allows automatic updates to the database.

• The request doesn't allow automatic updates to the database.

Request is Submitted

When a manager submits a request, an email notification confirming that the request was successfully submitted may be sent to the manager. The following table lists the eProfile Manager Desktop transaction, the criteria that determines whether a notification is sent, and the template that is used:

Approval Process Required

Approvals apply only to the Change Reporting Manager, Promote Employee, Transfer Employee, and Military Rank Change transactions. PeopleSoft delivers the following approval process IDs that are set up using the Register Transactions (EOAW_TXN) component.

• ReportingChgEmployee

• PromoteEmployee

• TransferEmployee

• MilitaryRankChange

When approvals are required, the system uses the following rules to identify the approving manager:

• For promotions and transfers, the originator must select a promotion or transfer method. If the method is By Position, the Reports To field on the Job Information page determines the approving manager. If the method is By Job Title/Department, the Supervisor ID field on the Job Information page for the new position determines the approving manager.

• For reporting changes, the Supervisor ID corresponding to the reporting change determines the approving manager.

• For rank changes, the Career Manager (or clerk) creates the rank change request, identifying approvers and reviewers by role in the Rank Change MIL component. The unit commanders method is configured on the Military Processing Definition page. If the method is By Position, the Reports To field on the Job Information page determines the approving manager. If the method is By Job Title/Department, the Supervisor ID field on the Job Information page for the new position determines the approving manager.

  See Creating and Managing Military Rank Change Requests, Defining Military Rank Change Processing Rules.

Note. If an approving manager cannot be found, Approval Framework automatically routes the transaction to any person who is in the administrator role listed on the process definition.

Once the approving manager is determined, the system checks to see if a proxy is active for the manager. If so, that proxy becomes the approving manager. A notification is sent to either the approving manager or the proxy that states there is a request that requires his or her attention.

The approving manager either approves or denies the request. If the manager approves the request, the following notification is sent to the originator stating that the request has been approved.

If the manager denies the request, the following notification is sent to the originator stating the request has been denied.

You can add more approvers to the approval process by modifying the approval process.

See Setting Up and Working with Approvals.

Database Update Not Allowed

The system checks to see if automatic updates to the database are allowed. If the Allow DB Update check box on the self service Workflow Configurations page is not selected, the system sends the following notification to the administrator stating the transaction requires their approval:

If the administrator approves the transaction, the system sends the following email to the originator stating the request has been approved and applied to the database:

If the administrator does not approve the transaction, the system sends the following email to the originator stating the request has been denied:

Database Updates Allowed

The system checks to see if automatic updates to the database are allowed. This processing occurs if the Allow DB Update check box on the self service Workflow Configurations page is selected.

If automatic updates are allowed, the system also checks to see if the transaction involves an employee whose job is controlled by position management. If the job is controlled by position management, an administrator must update the database. The following email notification is sent to the workflow administrator stating that a transaction requires his or her attention:

If the update to the database is a success, the system sends the following email to the originator:

If the update to the database is a success, the system checks to see if the administrator needs to be notified. The system sends the following email, if the check boxes for Notify On Success or Notify on Warnings on the Admin Notification Setup page are selected, or if the system updated the database with a future dated row:

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 only occur if 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. PeopleSoft delivers the following 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, email routings used by workflow will not work.

   See Setting Up and Administering HRMS Security.

4. Define whether a transaction uses an approval process.

   You can activate an approval process for the Promote Employee, Reporting Change, and Transfer Employee transactions using the self service Workflow Configurations page. If the system identifies that an approval process is used by a transaction, the HCM Approval Framework for the transaction is followed. PeopleSoft delivers the PromoteEmployee, TransferEmployee, and ReportingChgEmployee approval processes.

   See Setting Up Approvals and Database Updates.

5. Define if a transaction automatically updates 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. Link the self-service transaction to the approval process ID in the Approve Workflow Engine (AWE) and Transaction section on the Workflow Transactions page.

   PeopleSoft delivers the PromoteEmployee, ReportingChgEmployee, and TransferEmployee approval processes already linked to their appropriate self-service transaction.

   See Setting Up and Working with Approvals.

7. Define rules for workflow notifications.

   Workflow can be set up to notify the administrator when a transaction successfully updates the database and when the system detects a warning with the update.

   See Setting Up Administrator Notification Rules.

8. Set up the manager's data access to their 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 only view data for his or her direct reports. Access types enable the system to determine who reports to the initiating manager.

   Note. This does not apply to the Promote Employee, Reporting Change, and Transfer Employee transactions.

   See Configuring Direct Reports Functionality.

Viewing Direct Reports' Personal Information

This section provides an overview of viewing personal information for direct report and lists the pages used to view employees' personal information for those direct reports.

Understanding View Personal Information

The View Employee Personal Information transaction enables managers to view information about their direct reports. The View Employee Personal Information page displays basic job information and provides links to other information such as:

• Email addresses.

• Phone numbers.

• Emergency contacts.

• Profile information.

Pages Used to View Personal Information

Changing Full-Time or Part-Time Status

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

Understanding Changing Full-Time or Part-Time Status

PeopleSoft provides the Change Full/Part Time Status transaction that enables managers to change employees from part-time status to full-time status and back. To change the full or part-time status, managers.

1. Access the Change Full/Part Time Status page.

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

3. Select the employee and click the Continue button.

   You may select more than one employee.

4. Select the new status and click the Submit button.

After you click the Submit button, the system proceeds according to the parameters that have been set up for Change Part- or Full-Time Status.

See Understanding the Management of Direct Reports.

Pages Used to Change Part- or Full-Time Status

Changing Reporting Managers

This section provides an overview of change reporting managers and list the pages used:

Understanding Changing Reporting Managers

PeopleSoft provides three transactions to facilitate the changing of an employee's reporting manager:

• Request Reporting Change.

• Approve Reporting Change.

• View Reporting Change Status.

Requesting a Reporting Change

To request a change in an employee's reporting manager, managers:

1. Access the Reporting Change page.

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

3. Select the check box next to the name of the employee or employees for which the change is to be made and click the Continue button.

4. Select the new Supervisor or Department ID and click the Submit button.

Approving a Reporting Change

To approve a request:

1. Access the Approve Reporting Change - Select a Reporting Change Request page.

2. Select the reporting change you want to approve.

3. Enter a comment relevant to the approval or denial of the request.

4. Click the Approve or Deny button.

Viewing a Reporting Change Status

To view the status of a reporting change request:

1. Access the Reporting Change Status - Select a Reporting Change Request page.

2. Select the transaction you want to view.

Pages Used to Change Reporting Managers

Changing Work Locations

This section provides an overview of the changing work locations process and lists the pages used:

Understanding Changing Work Locations

PeopleSoft provides the Request Location Change transaction that enables managers to initiate the work location change process. To change the work location for an employee, managers:

1. Access the Change Location page.

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

3. Select the employee and click the Continue button.

   You may select more than one employee.

4. Select the new location and click the Submit button.

After you click the Submit button, the system proceeds according to the parameters that have been set up for Change Locations.

See Understanding the Management of Direct Reports.

Pages Used to Change Locations

Promoting Employees

This section provides an overviews of employee promotions, promoting employees, approving promotions, and viewing promotion status, and list the pages used for employee promotions.

Understanding Employee Promotions

PeopleSoft provides three self-service transactions to facilitate employee promotions:

• Promote Employees, which enables managers to submit a promotion request.

• Approve Promotion, when enables approving managers to either approve or deny the request.

• View Promotion Status, which enables managers to review where the request stands in the approval process.

Requesting a Promotion

To request an employee's promotion, managers:

1. Access the Promote Employee page.

2. Enter the effective date and click the Continue button.

3. Select the employee or employees to promote and click the Continue button.

4. Enter the reason for the promotion and the promotion method, and click the Submit button.

   If position management is set to None, then the only promotion method allowed is By Department and/or Job Title. If position management is set to Full, then By Position is the only promotion method allowed.

Approving a Promotion

To approve a promotion, the approving manager or proxy:

1. Access the Approve Promotion page.

2. Click the Approve or Deny button.

3. To add an approver, click the (+) plus button and select the approver from the list.

4. Click the Submit button.

Viewing a Promotion Status

To view the status of an employee's promotion:

1. Access the Promotion Status - Select a Transaction page.

2. Select the transaction you want to view.

Pages Used to Promote Employees

Retiring Employees

This section provides an overview of retiring employees and list the pages used to retire employees.

Understanding Retiring Employees

PeopleSoft provides the Retire Employee transaction that enables managers to initiate the retirement process. To retire an employee, managers

1. Access the Retire Employee page.

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

3. Select the employee to retire and click the Continue button.

4. Enter the reason for the retirement and click the Submit button.

After you click the Submit button, the system proceeds according to the parameters that have been set up for Retire Employees.

See Understanding the Management of Direct Reports.

Pages Used to Retire Employees

Terminating Employees

This section provides an overview of terminating employees and lists the pages used:

Understanding the Terminating Employees Process

PeopleSoft provides the Terminate Employee transaction that enables managers to initiate the termination process. To terminate an employee, managers

1. Access the Terminate Employee page.

2. Enter the effective date for the termination and click the Continue button.

3. Select the employee to terminate and click the Continue button.

4. Enter the reason for the termination and click the Submit button.

After you click the Submit button, the system proceeds according to the parameters that have been set up for Terminate Employees.

See Understanding the Management of Direct Reports.

Pages Used to Terminate Employees

Transferring Employees

This section provides an overview of transferring employees and list the pages used:

Understanding Transferring Employees

PeopleSoft provides three transactions to facilitate the transfer of an employee:

• Transfer Employee

• Approve Transfer

• View Transfer Status

Transferring an Employee

To request an employee transfer:

1. Access the Transfer Employee page.

2. Enter the effective date for the transfer and click the Continue button.

3. Select the employee to transfer and click the Continue button.

4. Enter the detail information about the transfer and click the Submit button.

   Note. If you enter a supervisor ID that indicates that the employee would report to him or herself, the system issues a warning message to confirm that this is what you intended to do. If you do not change the supervisor ID and click Submit again, the system will process this request with the employee reporting to him or herself.

Approving a Transfer

To approve an employee transfer:

1. Access the Approve Transfer - Select a Transaction page.

2. Select the transaction you want to approve or deny.

3. Click the Approve or Deny button.

Viewing a Transfer Status

To view an employee transfer:

1. Access the Transfer Status - Select a Transaction page.

2. Select the transaction you want to view.

Pages Used to Transfer Employees

Changing Jobs Requiring Works Council Approval

This section provides an overview of requesting job changes requiring Works Council approval and lists the pages used:

Understanding Job Changes

The Request Job Change transaction is the self-service transaction that works with Manage Labor Administration. Managers use this transaction to enter the regulatory region, action code, and reason for the action. The HR administrator is notified and reviews the request. If the HR administrator approves the request, the Works Council is notified.

Managers can use the Review Job Change Request transaction to see the status of the request.

See Requesting Works Councils Approval.

Pages Used to Change Jobs

Reviewing Military Rank Change Requests

This section provides an overview of reviewing military rank change requests and lists the page used:

Reviewing Military Rank Change Requests

Stakeholders view rank change request transactions on the Review Rank Change Request MIL page, where they can approve or deny the request.

See Managing Military Rank Change Requests.

Page Used to Review Military Rank Change Requests

Adding and Reviewing Hires

This section provides an overview of adding and reviewing hires and lists the pages used:

Adding and Reviewing Hires

The SmartHire process (template-based hires) offers a way to streamline the repetitive data entry by reducing the current data entry and enabling managers to expedite the hiring process without needing to access the Personal and Job Data pages. Hire templates are set up by a template administrator and are intended for end-user to enters data for persons being added to the database. The amount of data an end-user enters is dependant on the types of templates created. The template determines whether the end-user's data will automatically update the HR system, or if it requires an HR administrator to review it first. Also, the HR administrator is sent any errors that occur when the end-user saves a person's data to the database for completion.

To view a detailed description of the template-based hire pages, see the Increasing the Workforce chapter of PeopleSoft Enterprise Human Resources PeopleBook: Administer Workforce.

See Increasing the Workforce Through SmartHire Templates.

Page Used to Add and Review Hires