Performing Guided Self-Service Transactions in Manager Self-Service

Update Team Information Tile

HC_NAVCOLL_7 (this is the cref for the tile)

Access the Update Team Information page, a navigation collection for initiating guided self-service transactions.

Update Team Information Page

Update Team Information (this is the name of the navigation collection)

Initiate guided self-service transactions.

<Transaction Name> - Find Team Member Page for Selecting Employees

HR_PSEL_FLU

Select one or more employees for a guided self-service transaction.

Questionnaire Page

HR_MSS_CT_QUES_FL

Answer questions that determine which pages and fields users will see during the guided self-service transaction.

Decision Support Page

HR_MSS_CT_DSUP_FL

View decision support topics that are defined in the transaction configuration.

This page appears in PeopleTools 8.55 or later. With earlier versions of PeopleTools, decision support appears in a panel on the Questionnaire page.

Common Header for Guided Self-Service Pages

not applicable

The common header provides navigation buttons and contextual information for the steps in a transaction.

Work and Job Information Page

HR_MSS_CT_PG1_AGFL (PeopleTools 8.55 or later)

HR_MSS_CT_PG1_FL (PeopleTools versions before 8.55)

Enter work and job changes for an employee.

Compensation Details Page

HR_MSS_CT_PG2_AGFL (PeopleTools 8.55 or later)

HR_MSS_CT_PG2_FL (PeopleTools versions before 8.55)

Enter compensation changes for an employee.

Clone Position Page

HR_MSS_POSN_AGFL

Enter or update position data to create a new position based on an existing one.

This page requires PeopleTools 8.55 or later. The Clone Position transaction is not available with earlier versions of PeopleTools.

Review and Submit Page

HR_MSS_CT_SBM_AGFL (for employee transactions using PeopleTools 8.55 or later)

HR_MSS_CT_SUBMT_FL (for employee transactions using PeopleTools versions before 8.55)

HR_MSS_CT_PSNSB_FL (for the Clone Position transaction)

Review transaction information, add comments, and submit the request.

Transaction Confirmation Page

HR_MSS_CT_CONF_FL

Confirms that the transaction was submitted. If approvals are used, this page also displays the approval chain.

This page appears immediately after a transaction is submitted.

<Transaction Name> Page for Reviewing Submitted Transactions

HR_MSS_CT_EE

Submitters use this page to review read-only information about a guided self-service transaction that has been submitted for approval.

Update Team Information tile

Click the Update Team Information Tile on the Manager Self Service home page.

On the Update Team Information page:

• Use the left frame to select a transaction.

• Use the right frame to choose the employee(s) whose data will be updated.

All transactions are listed in the left frame of the Update Team Information page.

Menu Navigation

Use standard menu navigation to select a specific transaction under the Manager Self-Service menu.

The <Transaction Name> - Find Team Member Page for Selecting Employees appears. Use this page to select the employee(s) whose data will be updated.

The menu path for most transactions is Manager Self-Service > Job and Personal Information > <Transaction Name>.

These are the exceptions:

• The Clone Position transaction is not available using standard menu navigation.

• For the Request Ad Hoc Salary Change transaction, the menu path is Manager Self-Service > Compensation and Stock > Request Ad Hoc Salary Change

Related Actions Menu

Select a specific transaction from the related actions menu that appears next to team member names on various pages including, but not limited to, the My Team – Summary Page.

This navigation method identifies both the transaction and the employee up front, so the manager goes directly into the guided self-service transaction.

For more information about related actions, see Related Actions for Manager Self Service Pages.

The related actions menu path for most transactions is Job and Personal Information > <Transaction Name>.

These are the exceptions:

• The Update Job Details for Group transaction is not available in the related actions menu because related actions always have the context of a single employee.

• The Clone Position transaction is available only if the selected employee is in a position.

• The Request Ad Hoc Salary Change transaction appears under the menu path Compensation > Request Ad Hoc Salary Change.

Actions List on the My Team page

On the My Team page, click the Actions list icon in the page header, then select Update Job Details for Group.

See also My Team Page: Actions List Menu Options.

The Update Job Details for Group transaction is the only guided self-service option under the Actions List menu.

On the My Team page, all other guided self-service transactions are available from the employee-specific related actions menus, but the Update Job Details for Group transaction is not because it gives users the option to select multiple employees. Therefore, access to this transaction is through the Actions list menu instead.

or Exit

Click to exit the transaction entirely and return to the page where the transaction was invoked.

In pre-Activity Guide systems, users see the standard fluid return button, labeled with the name of the page that will appear when the user exits.

<Standard Banner Icons>

When the common header is rendered by the Activity Guide framework, most of the standard banner icons are hidden, including icons such as Home and Navigator which would lead the user away from the activity. This keeps users focused on completing the steps in this transaction.

The Notifications icon is still available in guided self-service transactions. On larger devices it appears as a banner icon, but on small form factor devices, it appears as an option in the Actions List menu.

Previous and Next

Click to navigate to the previous or next step in the transaction.

In pre-Activity Guide systems, these buttons appear below the header area rather than in the header area.

or Actions List button

The icon for the Action List button depends on your version of PeopleTools. Click the icon to access a menu with these options:

• Return to Questionnaire: this appears only if the transaction includes an end-user questionnaire. When the user returns to the questionnaire, transaction data is not saved, and the user must start the process over.

• Home: returns the user to the Fluid Home page.

In pre-Activity Guide systems, the Return to Questionnaire action is not in the actions menu. Instead, a Questionnaire button appears next to the Previous and Next buttons.

<employee information>

For the Update Job Details for Group transaction, the page displays a Group Update label and icon along with text stating how many employees are included.

For all other transactions, the page displays the name, job title, and photo for the individual employee whose data will be updated.

On small form factor devices, only the name or the Group Update label appears at the top of the page, but users can tap the text to display the additional information.

In pre-Activity Guide systems, a related actions button appears next to an individual employee’s name. When the common header is rendered by the Activity Guide framework, this button is hidden to keep users focused on completing the steps in this transaction.

<graphical representation of steps>

On larger devices, the header area includes a graphical representation of the steps in the transaction. This list includes step names and numbers. Users can click a step to go directly there as long as steps are completed sequentially.

On small form factor devices, the header shows an overall progress indicator. The progress indicator does not show step names, but is shows the text Step n of n along with a progress bar that gets filled in to indicate the percentage completion. You cannot click this header to navigate to different steps.

Transaction Date

The default transaction date is the current date. This date is used as the effective date of the data changes.

If a transaction has been configured to include the Last Date Worked field, the last date worked must be equal to or earlier than the transaction date. The default last date worked is the day before the transaction date. The Last Date Worked field is normally relevant only to the Terminate Employee and Retire Employee transactions.

Reason

Select an action reason to use for the job data row that will be created when this transaction is submitted and approved. The transaction configuration controls whether this field appears, whether it is required, the list of available values, and the default value.

Position Data Message

If you use the Promote Employee, Demote Employee, or Transfer Employee transaction to change which position an employee holds, a message appears if the position data is overridden in the employee’s job data. The message states that job data must be updated manually.

If the employee is in a position and the position data is not overridden in the employee’s job data, a message appears when you make changes to data that is derived from the position:

• If the system is able to automatically update the position data, the message states that position data will be updated. This is possible only for transactions that have been explicitly configured to update position data.

• If the system is not able to update the position data automatically, the message indicates that the Human Resources department will be notified that the transaction needs to be processed.

See Understanding Updates to Position Data.

New Information

Enter the new data for the employee in this column. The fields that appear on this page depend on the transaction configuration.

If the Standard Hours field appears, a read-only FTE (full-time equivalent) field also appears, and the system updates the FTE value when the user changes the standard hours.

The employee’s business unit controls the valid values for fields such as Department and Location that are controlled by setID. The Update Job Details for Group transaction requires that all selected employees have the same business unit.

Some page elements can vary depending on whether the employee is in a position:

• When performing a Promotion, Demotion, or Transfer transaction for an employee in a position, the page prompts the user to enter a new position number. If the employee is not assigned to a position, then the page prompts the user to enter a new job code.

  To move an employee from a job code to a position, or vice versa, the request should be handled by an HR administrator rather than through guided self-service.

• The Reports To field appears only for employees in positions, while the Supervisor ID appears for employees who are not in positions, or whose Reports To position data has been overridden with a Supervisor ID.

  The Reports To field displays the position to which the employee reports rather than the person to whom the employee reports, so if this field is shown, the page also displays a read-only Manager Name field.

• For the Update Job Details for Group transaction, the Reports To field appears if all employees are in positions. The Supervisor ID appears if at least one employees is not in a position. (An employee who reports to a supervisor as the result of a position override is not considered to be in a position.)

  If the group includes a mix of employees in positions and employees not in positions, the Supervisor ID field has the following logic:

  • If the selected supervisor is not in a position, a message indicates that the supervisor cannot be automatically assigned as the manager for employees who are in positions. All position employees in the group are sent to an administrator for processing

  • If the selected supervisor is in a position, a Reports To field displays the supervisor’s position.

  • If the selected supervisor is in multiple positions, the Reports To field becomes a drop-down list of those positions, and the user must select the position to which the employees in positions will report.

Current Information

This column displays the employee’s current data.

With the Update Job Details for Group transaction, it is possible for the selected employees to have different current information. When this occurs, the field indicates that there are multiple values. For example, if the selected employees are currently in different locations, the current information for the Location field is Multiple Locations.

Selected Employees

For the Update Job Details for Group transaction, this section lists the employees whose data is being updated.

If the list includes position employees whose data cannot be automatically updated, a lock icon appears in the last column of the grid. Additionally, the page includes informational text to explain that an administrator will complete the processing for the position data.

Position data cannot be automatically updated when an employee has a position data override, when a position has multiple incumbents, or when position data is not activated for the Update Job Details for Group transaction.

Pay Component

For each pay component listed, enter the salary change details. When you enter a number in either the Change Percent, Change Amount, or New Amount fields and move from the field, the system automatically calculates and updates the other fields based on your entry.

Salary Range Graphic

The graphical representation of the annual pay range for the employee’s job or position provides a helpful visualization of where the new salary amount falls in that range. If this transaction includes a new job or position, the visualization is based on the new pay range.

New Information

Displays the new salary information.

Current Information

Displays the employee’s current salary information.

Submit

Select this button to finalize the transaction and, if approvals are required, to begin the approval process.

If no errors are encountered, the system displays a confirmation page that shows the approval chain. If errors are encountered, the HR administrator is notified.

If approvals are not required, the confirmation page appears after the system makes the related database updates. For the Update Job Details for Group transaction, processing time increases with the number of employee records that are being updated.