HR Self Service Training - COOK COUNTY STEP



HR Self Service TrainingCreated on SAVEDATE 5/1/2018 4:24:00 PMTable of Contents TOC \o "1-9" \h \z \t HR Self Service Training PAGEREF _Toc512955231 \h 1Create a New Hire PAGEREF _Toc512955232 \h 2Approve a New Hire Transaction PAGEREF _Toc512955233 \h 35Process a Termination PAGEREF _Toc512955234 \h 38Process a Promotion - Demotion PAGEREF _Toc512955235 \h 46HRSS Add an Attachment PAGEREF _Toc512955236 \h 62HR Self Service TrainingCreate a New HireLearning Objective:? In this topic, you will learn how to enter a new?hire.?Use the People window to enter and maintain basic personal information for all?employee types.The minimum information to enter for all categories of people is name and action type.? In addition, for employees, at minimum, you must enter all required fields (designated by an asterisk, "*").? ?Upon completion of this topic you will be able to: Enter a new?hire.?ProcedureThis topic will cover:- Entering a new hireEstimated time to complete this topic is: 12 minutesStepActionAfter logging on with your username and password, the Oracle Applications Home Page displays.In order to enter a new hire, click the?CCG HR Self Service, Cook County BG?link.StepActionTo process a new hire, click the?New Hire?link.StepActionThe New Hire: Enter Basic Details window displays.Use this page to enter the new hire's basic details.Note: All fields with an asterisk " * "are required fields.Enter the new hire's last name into the?Last Name?field. Enter the new hire's first name into the?First Name?field. Enter the new hire's birth date into the?Date of Birth?field. Enter the new hire's social security number into the?Social Security?field. Note: You must enter both the numbers as well as the dashes between the numbers for the Social Security Number.The Start Date defaults to today's date.To change the Start Date, click the ?Calendar?button.StepActionThe Calendar window displays.Select the appropriate start date based on your agency's policy. StepActionTo proceed with the new hire, click the?Continue?button.StepActionThe New Person: Hire Details window displays.In the Other region, enter additional information such as Gender, Marital Status and any other required information per your agency.Click the?Gender?field drop down list to select the gender of the new hire.Select the correct gender from the displayed list..Click the?Marital Status?drop down list to select the marital status of the new hire.The Marital Status list of values displays.Select the correct marital status from the displayed list.Enter the hire date into the Adjusted Service Date field. In this example, type in 15-APR-2018.In the Main Address region, click the?Type?drop down list.Click the Home list item.Enter the new hire's home street address into the?Address Line 1?field. Enter the new hire's city into the?City?field. The list of cities with the name that matches your search criteria displays.Select the correct zip code from the displayed list.In the Phone Numbers region, enter the new hire's phone number into the?Number?field. Note: You can change the Type of phone number by clicking on the Type drop down arrow.? To proceed with the hire process, click the?Next?button.StepActionThe New Hire: Assignment? window displays.Click the?Change Reason?drop down list.The Change Reason list of values displays.Click the Hire list item.If the Department Name is incorrect, it can be changed otherwise leave the defaulted department.Clear the department name in the?Department Name?field by clicking on the field and pressing Delete on your keyboard. In this example, press Delete on your keyboard.Enter all or a portion of the position number into the?Position Name?field. The positions that match the search criteria will display.Select the correct position from the displayed list.A Warning message displays.Click the?Yes?button to accept the default values..The Position Name field the Job Title field and the Location field will auto populate with the default values of the selected position.Scroll down to the Grade region.The Grade Name is auto populated based on the position selected.Enter the correct grade ladder details in the Grade Ladder region.Click the?Search: Grade Ladder?button.StepActionThe Search and Select: Grade Ladder window displays.To execute a search, click the?Go?button.StepActionThe available grade ladder information is displayed. Select the correct grade ladder by clicking the Quick Select button for the correct grade ladder.StepActionClick the?Ceiling Point?drop down list.The Ceiling Point list of values displays. Select the highest number listed as this will be the highest ceiling point for this grade.Click the Search: Grade Point button.StepActionThe Search and Select: Grade Point window displays.To execute the search, click the?Go?button.StepActionThe available grade points are displayed. Select the correct grade point from the displayed list.StepActionClick the?Step Reason?drop down list.The Step Reason list of values displays.Click the New Hire list item.Click the Search: Union button.StepActionThe Search and Select: Union window displays.To execute the search, click the?Go?button.StepActionThe Union search results display.Note: The union selected should correlate with the Grade.Select the appropriate union from the displayed list.? StepActionClick the Search: Union Dues Deduction Code button.StepActionThe Search and Select: Union Dues Deduction Code window displays.If you know all or a portion of the code, enter it into the?Search By?field. Click the Go button.StepActionThe Union Dues Deduction Code search results display.Note: Only union dues associated with the selected union will be available to select.Click the?Quick Select?button for the correct union dues deduction code.StepActionClick the Search: Pension Group button.StepActionClick the Go button.StepActionThe Pension Group search results display.Note: If you are unsure about which Pension Group to select, check the rules on the pension website.Select an appropriate Pension Group.StepActionEnter "Yes" or "No" into the?Benefits?field. In the Statutory Information region, click the?Search: Timecard Approver?button.StepActionEnter all or a portion of the timecard approver's name into the?Search By?field. Click the Go button.StepActionThe names of the approvers who match the search criteria are displayed.Select the correct approver from the displayed list.StepActionClick the?Timecard Required?drop down list.Select Yes or No depending on whether a timecard is required or not.Click the?Shift?drop down list.Select Yes or No depending on whether a shift selection is required or not.In the Other Assignment Information region, enter the check route code into the?Check Route Code?field. Click the?Assignment Category?drop down list.The Assignment Category list of values displays.Select the correct assignment category from the displayed list.Click the?Employee Category?drop down list.The Employee Category list of values displays.Select the correct Employee Category from the displayed list.The Bargaining Unit defaults.In the Salary Information region, the Salary Basis should default from the position.To proceed with the hire, click the?Next?button.StepActionThe New Hire: Select a Pay Action window displays.Accept the default values for the position.To proceed, click the?Next?button.StepActionThe New Hire: Change Manager window displays.Note: You can accept the default manager or change the manager.Enter the new managers name into the?Manager?field. Click the Next button.StepActionThe New Hire: Extra Information window displays.In the CC Emergency Contacts region, you can add an emergency contact.Click the?Add?button to add an emergency contact.Type in the emergency contacts details in the displayed fields.StepActionTo save the CC Emergency Contacts edits, click the?Apply?button.StepActionClick the?Add?button under the US Ethnic Origin section to enter the US Ethnic Origin, information.StepActionThe US Ethnic Origin window displays.Select the appropriate ethnic origin by clicking the drop down list.Select Yes for the correct US Ethnic Origin selection.To save the US Ethnic Origin edits, click the?Apply?button.StepActionClick the?Next?button to proceed with the new hire process.StepActionThe New Hire: Review window displays.Use this page to review the information you have entered for the new hire.Click the?Scrollbar?to see the rest of the information.Continue the review.Click the?Scrollbar.Continue your review.Click the?Scrollbar.The list of approvers shown in the Approvers region are listed based on your agency's review and approval policy.The Order No. column represents the order of the approval hierarchy.? If approvers have the same Order No., then the first to approve will precede other approvers with the same Order No. assigned.Once you have reviewed the information, forward the New Hire transaction for approval by clicking the Submit button.Click the Submit button.A Confirmation message displays indicating that the information has been submitted for manager approval.Click the Home button.A notification appears in the Worklist region on the Home page detailing the routing for the New Hire transaction.StepActionOnce the new hire transaction has been approved, a notification will appear in your Worklist.To view the notification, click the?CCG Hire or Placement for Wolfson, Mary Jane has been approved. link.The Notification window displays.All necessary approvals are displayed in the Action column.StepActionClick the OK button.This topic covered:- Entering a new hireEnd of Procedure.Approve a New Hire TransactionLearning Objective:? In this topic, you will learn how to approve a new?hire transaction.?Use the Worklist and Notifications section to review new hire requests. Oracle Approvals Management workflow routes actions via an approval hierarchy routing list.? ?Approvers receive a notification in their Worklist with a link to open the action in order to review the transaction. Approvers can request additional information, return the action for correction to the initial requestor or any previous approver on the chain. If you are the final approver, pressing Submit applies the action finalizes the approval process.?Upon completion of this topic you will be able to: ?Approve?a new?hire transaction.ProcedureThis topic will cover:- Approving a new hire transactionEstimated time to complete this topic is: 3 minuteStepActionAfter logging on with your username and password, the Oracle Applications Home Page is displayed.A notification requiring approval of a transaction is displayed in your Worklist.In order to approve a new hire transaction select the notification for approval of this new hire transaction in the Worklist region.The CCG Hire or Placement for Price, Ricky (proposed by Boop, Bettie) window displays.Review each section of the transaction to ensure the information is accurate.If there are any attachments added to this transaction they would be visible in the Attachments section near the top of the page.StepActionScroll down to see more of the new hire's information.During your review ensure that the Position and Grade are correct for the new hire.Scroll down to see the rest of the new hire's information.If the transaction is incomplete or if you require additional details, you can return the transaction by clicking the Request Information button.The Reassign button allows you to delegate the approval of this transaction to an alternative person.Avoid clicking the Reject button as this will void the transaction requiring the initiator to re-enter all the data all over again.If the transaction is complete and meets with your approval, click the?Approve?button.Once the notification has been acted upon, it is removed from the Worklist region.This topic covered:- Approving a new hire transactionEnd of Procedure.Process a TerminationLearning Objective:? In this topic, you will learn how to process the separation of an employee.?If an employee is leaving the County, you terminate him or her in the Terminate window.The employee's record remains in the application. You can reinstate, or rehire, the person to create a new period of service.?Upon completion of this topic you will be able to: ?Process the separation of an employee.???ProcedureThis topic will cover:- Processing an employee terminationEstimated time to complete this topic is: 4 minutesStepActionAfter logging on with your username and password, the Oracle Applications Home Page is displayed.To process an employee separation, click the?CCG HR Self Service, Cook County BG?link.Click the?Termination?link.StepActionThe Termination: People in Hierarchy window displays.The list of your direct reports are shown.You may need to search for the specific employee to terminate.At the top of the page, click in the?Name?field.Enter all or a portion of the employee's last name into the?Name?field. To execute the search, click the?Go?button.A list of employees who last name matches the search will display.Select the employee to be terminated by clicking the check box next to their name.To begin the termination process, click the?Action?button for the employee selected.StepActionThe Termination: Effective Date Options window displays.In the upper region of the window, details about the employee are displayed. Verify that you have selected the correct employee for termination.Select the date from the calendar that these changes are to take effect or enter them directly into the Effective Date field.To proceed with the termination, click the?Continue?button.The Termination window displays.The Notification Date defaults to the same date as the Termination Date.? If you want to change the Notification Date, do so according to your agency's guidelines.StepActionClick the?Reason?field drop down list.The Reason field list of values displays.Select the appropriate separation reason from the displayed list.There may be an instance when a terminated employee may not be eligible for rehire.? In those instances of ineligibility, select a primary reason and then any additional reason for ineligibility.The Ineligible Start Date should be the termination date.The Ineligible End Date is determined by your agency's specific policy.?Click the?Eligible for Rehire?drop down list.Select the appropriate value from the drop down list. If they are eligible for rehire select Yes or No if they are not.You may enter appropriate comments as per your agency's policy.The buttons at the top right of the window provide options on next steps.Cancel - Ends the termination procedure and discards all entered dataSave For Later - Saves your work and provides an opportunity for you to return later to continueBack - Go back one page.Next - Move forward with the terminationTo proceed with the termination use the Next button.Click the Next button.The Termination: Review window displays.Review your changes and if needed attach any supporting documents before proceeding.? The Printable Page buttons prints a hard copy of the current review page.The attachment section gives you the opportunity to provide additional supporting documents.?(The attachment procedure is covered in the navigation document)StepActionScroll down to see the rest of the review page.The list of approvers shown in the Approvers regions are listed based on your agency's review and approval policy.The Order No. column represents the order of the approval hierarchy.? If approvers have the same Order No., then the first to approve will precede other approvers with the same Order No. assigned.In addition, specific comments to approvers can be added in the Comments to Approver region at the bottom of the page.Clicking the Submit button will submit the transaction for approval.A Confirmation message displays indicating the termination has been submitted for approval.StepActionA notification appears in the Worklist region on the Home page detailing the routing for the Termination transaction.StepActionThe Notification window displays.This page shows that the termination has been forwarded for approval.Click the?OK?button.Once the hierarchy of approvers have reviewed and approved the termination, a notification will display in the Worklist region showing the status of the termination procedure. This topic covered:- Processing an employee terminationEnd of Procedure.Process a Promotion - DemotionLearning Objective:? In this topic, you will learn how to process a Promotion or a Demotion.?Use the?Worker Status Change window to enter and maintain assignment information for employees.? This includes processing?promotions and demotions.Note: You can only promote or demote a person within?the same department hierarchy.?Upon completion of this topic you will be able to: Process a?promotion-demotion.ProcedureThis topic will cover:- Processing a Promotion/DemotionEstimated time to complete this topic is: 8 minutesStepActionAfter logging on with your username and password, the Oracle Applications Home Page is displayed.To process a promotion or demotion, click the?CCG HR Self Service, Cook County BG?link.To process a promotion or demotion, click the Promotions/Demotions?link.StepActionThe Promotions/Demotions: People in Hierarchy window displays.The list of your direct reports are shown.You may need to search for the specific employee to promote or demote.At the top of the page, click in the?Name?field.Enter all or a portion of the employee's last name into the?Name?field. To execute the search, click the?Go?button.A list of employees whose last name matches the search criteria displays.Select the employee to be promoted or demoted from the displayed list.Click the?Action?button of the selected employee to initiate the process.StepActionThe Worker Status Change: Effective Date Options window displays.The Effective Date defaults to the current date.? Choose the correct effective date from the calendar by selecting the Sunday of the next pay period so the effective date coincides with the payroll date.Click the Continue button.StepActionThe Worker Status Change: Assignment window displays.In the Assignment Status region, click the?Change Reason?drop down list.The Change Reason list of values displays.Select the correct action from the displayed list:Promotion for a promotion Demotion for a demotionTo action the promotion/demotion to a different department, update the Department region.Click in the?Department Name?field.Click the?X?at the end of the Department Name field to clear the field.Next click anywhere on the page to refresh the screen and clear any additional fields. Search for the new position that the employee is moving to. This position must be a vacant position.Execute the search by entering all or a portion of the new position number into the?Position Name?field. Select the position that displays.A Warning message displays.Accept the default values of the new position by clicking the?Yes?button.The default values of the new position will now display. Verify the Department Name,?Job Title and Position Name for accuracy.Click the in the?Grade Ladder?field and clear this field.Enter the appropriate Grade Ladder information into the?Grade Ladder?field. Select the correct Grade Ladder from the displayed list.Click the Ceiling Point list.The Ceiling Point list of values displays.Select the top ceiling point from the displayed list of values.Enter the appropriate information into the?Grade Point?field. In this example, enter?"%" to search for a grade point.Click the Search: Grade Point button.StepActionThe Search and Select: Grade Point search page displays.Select the correct Grade Point from the displayed list of values.StepActionClick the?Step Reason?drop down list.The Step Reason list of values displays.Select the correct Step Reason from the displayed list:Promotion for a promotionDemotion for a demotionIn the People Group region as well as in the Statutory Information region these fields default with information relating to the employee.These fields can be updated, if necessary.?? In the Other Assignment Information region, enter the appropriate new check route code for the employee into the?Check Route Code?field. Select the correct check route code.To proceed with the promotion/demotion, click the?Next?button.A Warning message regarding the employee's compensation displays at the top of the page.Click the?Next?button to continue.A new Warning message regarding the salary displays.Click the?Next?button to continue.StepActionThe Worker Status Change: Change Location window displays.Verify that the Location reflects the new department location.Click the Next button.StepActionThe Worker Status Change: Work Schedule window displays.Verify? that the correct Timecard Approver is identified. Click the?X?in the Timecard Approver field to clear the field and enter a new timecard approver if the wrong approver has been entered.Enter the new timecard approver into the?Timecard Approver?field. Select the correct Timecard Approver from the displayed list.To proceed with the promotion/demotion, click the?Next?button.StepActionThe Worker Status Change: Select A Pay Action window displays.The employee's pay history displays in the Employee Pay History region.Click the Next button.StepActionThe Worker Status Change: Change Manager window displays.Verify that the correct manager has been identified in the Manager field.Click in the Manager field.Click the?X?in the Manager field to clear the field if the incorrect manager been entered.Enter all or a portion of the new manager's name into the?Manager?field to search for the correct manager.Select the correct Manager from the displayed list.If the employee being promoted or demoted has new direct reports, they can be assigned on this page too.To assign new direct reports to this employee, click in the?New Direct Report?field.Enter the all or a portion of the direct reports name into the?New Direct Report?field. Select the employees who report to this individual from the displayed list.To proceed, click the?Next?button.StepActionThe Worker Status Change: Special Information window displays.If any of the sections are not a requirement, ignore these fields and proceed.Click the Next button.StepActionThe Worker Status Change: Review window displays.Scroll down the Review page to validate the changes.Click the?Scrollbar.Scroll down to review the next region.Click the?Scrollbar.The Approvers region displays the list of approvers listed by Order No.? Once you have completed your review, click the?Submit?button to proceed with the promotion/demotion.A Confirmation message displays stating that your changes have been submitted for approval.Click the Home button.StepActionThe Home page displays.A notification in the Worklist region indicates that the status change has been forwarded for approval.StepActionThe CCG Worker Status Change notification window displays.In the Action History region, the sequence of actions is displayed.Click the OK button.This topic covered:- Processing a promotion/demotionEnd of Procedure.HRSS Add an AttachmentLearning Objective:? In this topic, you will learn how to add an attachment in HR Self Service.?Use the Attachments feature in Oracle to link text or other files to an HR Self Service transaction?record.?Upon completion of this topic you will be able to: Add an attachment in HR Self ServiceProcedureThis topic will cover:- Adding an attachment to an HRSS transaction Estimated time to complete this topic is: 1 minuteStepActionEach of the HRSS transactions allows users to attach additional supporting/required documentation for the transaction.To add an attachment, in the Additional Information region, click the?Add?button.The Add Attachment window displays.From this page is where you would attach any required and/or supporting documents for an HRSS transaction.Attachment Summary- Give a title for your attachment- Add a description of the attachmentDefine AttachmentSelect the attachment Type:- File - Specify a file name to upload. Use the Browse button to locate the file- URL - Enter the URL for a Web page- Short Text - Enter text that is less than 2000 characters - Long Text - Enter text that is more than 2000 charactersStepActionIn the Attachment Summary Information region, click in the?Title?field.Enter an appropriate title for the attachment into the?Title?field. In this example, enter?"HRSS Attachment".Click in the Description field.Enter an appropriate description of the attachment into the?Description?field. In this example, enter?"Supporting documentation".In this example, add a file attachment.In the Define Attachment region, click the?Browse?button for the File type.StepActionThe Choose File to Upload window displays.Select a file or search within a file folder.In this example, double-click the?Attachments?folder.Select the appropriate file.In this example, click the?HRSS Transaction Justification.docx?list item.Click the Open button.StepActionThe file is now selected.To apply the attachment to this transaction, click the?Apply?button.A Confirmation message displays at the top of the page.The attachment will become committed once you have submitted the transaction for approval.From here you continue the transaction by submitting the transaction.This topic covered:- Adding an attachment to an HRSS transaction End of Procedure. ................
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