ADP Portal
for
Manager Self Service
April – June 2009
Manager Approvals
and Other HR Transactions
Dalton State College
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Before We Get Started
• This an additional one hour class for manager self
service– break observed prior to beginning 2nd
hour
• Other Housekeeping Issues:
– Restrooms and vending machines
– Cell Phone, PDAs, Pagers: Please have
courtesy to turn off or adjust to vibrate
• Questions reserved for last 5 minutes of our
session
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Class Objectives
• To provide an overview to the ADP Self Service portal
and some hands-on information for Managers
specific approvals and other human resource
transactions effective August 2009.
– Approving other faculty, staff and student worker
time entries for the pay period and related
workflow
– Addressing human resource needs to new hires,
transfers, change requests and other related HR
transactions
– Accessing specific reports for managerial review
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Agenda
DESCRIPTION OF AGENDA ITEMS
Estimated
Time
ADP Data Flow Diagram
2 minutes
Definitions: ESS, MSS, EV5, E-Time, BOSS
2 minutes
Overall access to Manager Self Service via ADP Portal
2 minutes
Workflow in MSS
2 minutes
Approvals versus Notifications and Proxy Assignments
2 minutes
Adding new or missing punches from QuickNav
2 minutes
Adding a Comment (In-punch/Out-punch/Pay Code)
2 minutes
Deleting a Comment
2 minutes
Approving Overtime
2 minutes
Printing A Timecard
2 minutes
Interim Questions/ Wrap
2 minutes
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Check
Off
4
Agenda
DESCRIPTION OF AGENDA ITEM (Continued)
Other HR Processes via MSS
Estimated
Time
2 minutes
– Hiring (New) Employees
2 minutes
– Entering a Promotion/ Demotion
2 minutes
– Entering a Transfer
2 minutes
– Entering a Supervisor Change
2 minutes
– EE Status: Regular/ Temporary and Full/ Part Time
2 minutes
– Terminating an Employee
2 minutes
– Updating Employee Personal Information
2 minutes
Exception Report
2 minutes
Questions and Answers
5 minutes
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Check
Off
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Data Flow Diagram
Inputs to
EV5 which
is the ADP
HR/Payroll
Systems
ADP stands for Automated Data
Processing
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Definitions/ Clarifications
ESS – Employee Self Service allows employees to enter/update addresses, phone numbers,
emergency contacts, tax withholding updates, direct deposit setup, view pay
statements via the ADP portal.
MSS – Manager Self Service is where work events will perform job actions such as new
hires, promotions, transfer and other employee data which are managed through
workflow.
EV5 – This is the core ADP Database which connects to other modules for HR/Payroll. It
allows the review of past and present employees, performs data entry and other labor
management and leave of absence status changes.
E-Time – This is used to process payroll. It includes all data entry, editing, scheduling and
reporting. The system processes punches at the clock, web timesheets for review and
approval prior to managerial approval. It also tracks employee vacation and sick time
off.
BOSS – (Benefits) allows employees to enter or update any benefit specific data for
elections, dependents, family status changes, etc.
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!Remember !
Caution: Do not use the back button in your
tool bar. This will take you out of the Self
Service application. If you want to go back
to one of the previous steps, click the
previous button.
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ADP Portal Navigation
• Open Windows Internet Explorer browser, by
using desktop icon or go to Start button
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ADP Portal Navigation
Web Address
www.portal.adp.com
is entered here
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ADP Portal Navigation
At DSC Quick Jump,
Select Human Resources
to get to HR
Departmental web page.
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ADP Portal Navigation
At Human Resources
Departmental web page,
select Portable Personnel
File (New ADP). This will
take you to the ADP Portal
Login page
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ADP Portal Navigation
• Enter web Address: www.portal.adp.com
Log using your
Registered
User ID and
Password
Manager Self Service Begins with Entry into ADP Home Portal Page
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ADP Home Portal/
Welcome Page
Select Manager Tab/ Menu
option to create necessary HR
events such as change
employee’s status, job or
salary changes, etc.
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ADP Home Portal/
Manager Page
This is the Manager Home page
If you wish to see all of your direct reports above the page, use Cntrl + F.
All your employees should be able to select and view any of the employees’ HR
actions to be requested.
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Managing Tab Options
•
•
•
•
Home
Task List
Approval History
Managing Work
Events
• Proxy
Assignments
• Reports
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Direct Reports are noted
above and Actions or Events
are in the lower half of the
Manager’s Home page
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Manager Tab
• Home - Workspace will display Direct Reports list of your employees you
are assigned based on your login.
• Task List – If you are an approver, you will see all submitted work events
waiting for your approval. Also, any notifications of employees changes
you should be aware of but require no actions on your part.
• Approval History – Lists all of your actions that you have entered whether
approved or reject or those that are in-process.
• Managing Work Events – click on link to make changes to employee data
that include the following: Hire New Employees; Transfer Employee;
Change Job & Salary Information; Change of Job Status; change
Employment Status; Rehire Employee
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Manager Tab
(Continued)
• Proxy Assignment – At the beginning, the manger will need to have
his/her direct report to approve their time entries. In the event that
someone who is equivalent that will be approving for you, a proxy will
be needed. Thus, VP needs another VP to sign or approve when he is
vacant.
• Reports – Allows you to pull a variety of pre-defined reports about all
the employees in your task list. If managers are delegating work to
employees within Manager Self Service, just realize that this data is
sensitive and confidential. The individual they are giving proxy to may
be able to view other’s confidential information.
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Workflow in MSS
All work events visible under
the Approvals section
require immediate attention
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All work events visible under
the Notification section
does not require any action
on your part. Just to notify
you of work events in
process.
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Workflow in MSS
All can be Approved or
Rejected individually to the
left of each row or in total at
the bottom of the page
You must Click on
Submit in order to
process the
approval/rejection
All can be Approved or
Reject in total.
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Approvals & Notifications
There are two types of actions which can occur when a work event
has been entered. Two types are person and workgroup.
Currently managers are person and not a workgroup.
– Manager Self Service (MSS) can notify a person or group
that an event has been entered.
– It can require that a specific person or workgroup approve
or reject the event before it is loaded into the EV5 (payroll)
system.
– If you are setup to receive either the Approvals and/or
Notifications when an event has be entered, you can view
them in the Task List in the manger tab within MSS
It is important to check your Task List frequently to act on events
which require your approval so they are not delayed.
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Proxy Assignment
Proxies allow for another employee at a lateral level and who also has
security access to Manger Self Service, the ability to approve or reject
employee work events on their behalf.
To begin a workflow, the Manager needs the direct report to approve the
event.
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Proxy Assignment
Proxy Assignments can be for Number of Action Days (which will be inclusive of weekends
and holidays).
From /To dates are generally more commonly used for out-of-office situations, vacations,
conferences, etc.
Select the “Send to Proxy Directly” box to begin forwarding
Remember to Save to initial the Proxy Assignment.
No need to return to clear fields out if proxy assignment time period has expired/passed.
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!Remember!
Please notify Payroll when you will be
absent and another person will be
delegating your approval on the
timecards.
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ADP Home Portal/
Welcome Page
Select Time Tab/
Menu option to get to
eTime and Approve
your employees time
entries.
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ADP Home Portal/
Welcome Page
Select
Managers/Approvers:
Click Here to access
eTIME.
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ADP Home Portal/
Welcome Page
Select My QuickNavs to
access Reconcile Time or
other summary reports to
approve exceptions such as
Overtime, Missing punches,
etc., first.
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Manager’s Approval
Notifications for Employees
TimeCard
Select Time tab from
menu options and then
Select from the Time and Attendance section,
Managers/Approvers: Click Here to access eTime
This will link will allow the Managers/any approver
to edit and approve the employee’s time entries
without access to the Manager’s tab.
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Exception
Indicator Color Code and Description
Solid red cell Indicates that there is either a missed In or Out punch.
Red border around date Indicates that is an unexcused absence for the day.
Red border around time Indicates there is an exception to the time stamps.
Blue border around date Indicates that it is an excused absence for the day.
Red outlined cell with yellow box inside cell Indicates that there is an exception
associated with the time stamp and a comment associated with the contents of
the cell.
Purple transaction (Phantom Punch) Indicates the transaction was added to the
timecard by the totalizer (system generated).
Gray cells Indicates that the transaction cannot be edited.
(X) before a labor account Indicates that the account is not the primary account
that is being indicated in the transfer.
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Adding new or missing
punches from a QuickNav
From the “My QuickNav” tab, select
the employee to review
Click on one Name or hold the Cntrl +
Shift to select several names
(highlighted in yellow) for review
Select Timecard link in upper left
corner
Select Punch from the tab options
and then Edit from drop down in order
to edit time entries for employees
Pay codes organize time. Vacation
and sick are examples of pay codes.
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Adding new or missing
punches from a QuickNav
Select Reconcile Time
from the My QuickNavs Tab
The above timecard entry example is for Bi-Weekly Badges
(Maintenance, Custodial, etc.)
My QuickNav: Reconcile Time, Account Balance, Check Overtime,
Quick Find Jobs, Shift Start, Schedule Editor, Pay Period Close,
Attendance Review, My Calendar
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Adding new or missing
punches from a QuickNav
From the Timecard tab, select the employee to review. Confirm the
Name of Employee for the Time Period being reviewed. Always will
default to Current Period. Select the row/date which the punch is to be
edited (it will be highlighted in yellow); then select Punch> Edit.
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Adding new or missing
punches from a QuickNav
From Reconcile Time select Punch > Add A
Punch to insert new or missing punches
From the pop-up window complete
the information to Add Punch to
employee’s entry.
Click on Comments button if you
wish to add comments to the punch.
Then OK to confirm as saving.
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!Remember!
EMPLOYEES WITH MISSING
PUNCHES WILL NOT GET PAID
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Adding Pay Code
to Time Entry
Using the drop down selection for Pay Code on the specific date that
adjustments are needed. This is for partial or full days of out the office.
This is generally for Time Off such as Vacation or Sick days.
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Adding Comments To
Entries
To add a comment to any cell, right-click
in the cell and choose ‘Add Comment’, or
Comment > Add.
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Deleting a Comment
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Time Card View
Other tabs are available in
lower left corner of timecard:
Accruals, Audits, Comments
Lower left section is totaling of the
type of hours and location being
charged
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Lower right section is the
employee’s standard
(normal) work schedule
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Approving Overtime
Using My QuickNav select Reconcile Time. Then view the Overtime Column as
the system will track what is considered overtime.
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Approving Overtime
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Approving Overtime
There is no need to
save the timecard
that you approve
overtime as it will
appear on the SignOff and Approvals
tab at the bottom of
employee’s timecard.
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Approving Time Entries
Recommendation is to approve time daily or every few days once you get more
acclimated to approving time entries for employees.
Remember to adjust the Time Period to approve less than the full current pay
period. Otherwise you could lock an employee out of entering time into future
days within the current pay period.
This will save you time at the end of the pay period when time is more crunched.
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Approving Time Entries
Once approval made, the approvals are
shown above the timecard entries.
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Printing a Timecard
Occasionally it may be
necessary to print a
timecard. The timecard can
be printed two ways:
• Print the timecard, which
includes all rows and
columns, including those
that can only be viewed by
scrolling.
• Print the timecard
workspace, which includes
only those areas that are
visible.
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Printing Timecard
To print a timecard
workspace, please follow
process:
– From the TIMECARD
page, click Actions >
Print Screen
To print a timecard, which
will give you grid as well
as the Totals, Accruals,
Audits and Comments:
– From the TIMECARD
page, click Actions >
Print
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Interim Question Pause
• Question – Show of hands of those who currently
completed HR forms for the following:
– New Hires
– Transfers
– Supervisor Change
– EE Status: Regular/ Temporary
– EE Status: Full Time/ Part Time
– Promotions/ Demotions
– Terminations
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Agenda
DESCRIPTION OF AGENDA ITEMS
Estimated
Time
ADP Data Flow Diagram
2 minutes
Definitions: ESS, MSS, EV5, E-Time, BOSS
2 minutes
Overall access to Manager Self Service via ADP Portal
2 minutes
Workflow in MSS
2 minutes
Approvals versus Notifications and Proxy Assignments
2 minutes
Adding new or missing punches from QuickNav
2 minutes
Adding a Comment (In-punch/Out-punch/Pay Code)
2 minutes
Deleting a Comment
2 minutes
Approving Overtime
2 minutes
Printing A Timecard
2 minutes
Interim Questions/ Wrap
5 minutes
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Check
Off
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Additional Contact
Information
• For additional assistance or to answer
questions further contact the following
staff:
– Faith Miller, HR ext. 2034
– Nettie Henderson, Payroll ext. 4462
– Audrey Goforth, Payroll ext 4463
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Questions and Answers
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Agenda
DESCRIPTION OF AGENDA ITEM
(Continued)
Other HR Processes via MSS
Estimated
Time
2 minutes
– Hiring (New) Employees
2 minutes
– Entering a Promotion/ Demotion
2 minutes
– Entering a Transfer
2 minutes
– Entering a Supervisor Change
2 minutes
– EE Status: Regular/ Temporary and Full/ Part Time
2 minutes
– Terminating an Employee
2 minutes
– Updating Employee Personal Information
2 minutes
Exception Report
2 minutes
Questions and Answers
5 minutes
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Check
Off
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Other HR Process
via MSS
Select Manager from the Tab options; Then in the left side select “Managing
Work Events”.
From the center of this page determine where selection options needed:
(Hire new Employees, Retire Employees, etc.)
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Hiring New Employees
Please contact Human Resources prior to hiring new
employees in ADP. This may change prior to go live.
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New Hire – Initial Page
If you select the
Position in this
initial new hire
screen, then
other fields will
be automatically
populated in
subsequent steps
based on the info
in Position Data.
Next
Note: to see all the values
for Position, the field must
be blank before clicking the
drop down arrow.
Do not complete the Department ID or Job Code
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New Hire – Step 1
Note: On Step 1 through
8, simply Click on the
“Next” pushbutton. The
initial page is the only thing
that the manager will need
to do.
Next
Step 1 – Personal Data Part A
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New Hire – Step 2
Next
Step 2 – Personal Data Part B
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New Hire – Step 3
Remember when
you selected the
position in the
initial page, all
other fields is
automatically
populated.
Next
Step 3 – Job Data Part A
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New Hire – Step 4
Next
Step 4 – Job Data Part B
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New Hire – Step 5
Remember when
you selected the
position in the
initial page, all
other fields is
automatically
populated.
Next
Step 5 – Pay Info
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New Hire – Step 6
Next
Step 6 – Citizenship
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New Hire – Step 7
Pass on this for now.
HR will need to
determine if further input
is required by
Managers.
Scroll down
the page and
select Next
Step 7 – Additional Hire Information
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New Hire – Step 8
Before you click the submit
button, you have the
opportunity to add
information about the new
hire. Any information added
in the Comments must be
general and not sensitive
data. Workflow is sent by
many people so
confidentiality must be
adhered.
Submit
Step 8– Ready to Submit
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New Hire – Completion
and Approved
• Prior to the hiring process being completed by HR,
any other approvers within your departmental
requirements will need to approve a new hire.
• The Personnel Action Forms (PAFs) will continue to
be completed and forwarded to Scott Bailey.
• Entries made via the Manager Self Service must still
be forwarded to the Human Resources for completion
of the hire process. This is then updated into the ADP’s
main HR and Payroll (EV5) module.
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New Hire – Completion
and Approved
Note: In the case that your work event is rejected, you
will receive an email notification. If there will be no
approval for a new hire you will receive a message that
the process is completed.
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Entering a Promotion
/Demotion
Managing Work Events requests What do you want to do?
• Select “Change Job & Salary Information”
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Entering a Promotion /
Demotion
Select the box to the left of the employee you wish to work with and Click
on Submit
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Entering a Promotion /
Demotion
Select Promotion or
Demotion
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Entering a Promotion/
Demotion
• The Promotion/Demotion Change page will display.
• In the Effective Date field enter the date this change goes into
effect. You may enter the date manually formatted as xx/xx/xxxx
(e.g.,06/01/2009) or click on the Calendar icon and select a date from
the calendar.
• Select a reason for this promotion/demotion from the Reason dropdown menu
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Entering a Promotion/
Demotion
Scroll
up
/down to
access
rest of
page
If this Promotion/Demotion requires approval (perhaps due to salary
adjustments), you may enter additional work flow comments visible to all
employees in the approval process.
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Entering a Promotion/
Demotion
Enter Workflow
Comments then Click
on Submit button;
Message “Process is
Completed” will appear
If the Promotion/Demotion requires approval (perhaps due to salary
adjustments), you may enter additional work flow comments visible to all
employees in the approval process.
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Entering a Transfer
Always from the Manager Self
Service page to begin all
transactions
Use Cntrl + F if you need to search for employees not shown in your list.
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Entering a Transfer
Always remember to
complete at least those
fields which have a red
arrow head to left of drop
down selection fields.
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Entering a Transfer
Follow through all subsequent pages by Clicking on Next. Only
those fields that are Required (signify by red arrow head) will
need to be completed.
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Entering a Transfer
Get pass all of the pages with Next and then
final page to Submit button
Message “Process is completed” will appear.
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Entering a Supervisor
Change
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Entering a Supervisor
Change
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Entering a Supervisor
Change
Please note that Report to and Department are Required. Depending on who
you select for ‘Reports to’ will determine the selections available from the drop
downs of Position, Department and Location. If Position is selected Department
and Location will be grayed out.
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Entering a Supervisor
Change
After Clicking Submit a Message “Process is Completed” will
appear
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EE Status – Regular/Temp
and Full/ Part Time
Change
Job
Status is
Selected
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EE Status – Regular/Temp
and Full/ Part Time
Regular/Temporary;
Full/ Part Time Radio
Buttons
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EE Status – Regular/Temp
and Full/ Part Time
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Terminating An Employee
Please contact Human Resources before you complete
employee terminations online.
This is to ensure the dates in the terminations are
correct as it could impact the employee’s last paycheck.
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Terminating An Employee
Select Terminate from
the drop down options
for the Change
Employment Status
field
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Terminating An Employee
Once you select Terminate from
the drop down box in Change of
employment Status field,
Terminate section will appear.
Complete Termination Date
(Effective) and Reason for
Termination
Enter the following information in the Additional Information screen.
· Pay Thru Date (generally identical to the Termination date, but not always)
· Vacation Days Paid Out
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Terminating An Employee
Complete workflow
Comments and
Click on Submit.
Message “Process
is Completed” will
appear
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Terminating An Employee
• Please note that if you need to enter partial vacation
days, you must use two decimal places. For example,
four and a half days = 4.50 (just typing 4.5 will cause an
error)
• Once an employee is terminated, they are no longer
viewable in MSS.
• They will have to be viewed or rehired in EV5, the ADP
Payroll system.
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Updating Employee
Personal Information
Note: the
same portal
is accessed
as you would
employee
self service,
you simply
have another
option as a
Manager
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Select Myself Tab from the top
row menu options;
At left side of portal page are
menu options such as:
Addresses, Emergency Contacts,
Personal Information and Phone
Numbers. These are used to
update personal employee
information
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Exception Reports
Scroll over Report at left and
description will show on right hand
side of page and will be
highlighted
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Set Options /
Run Report
Click on the Run Report to
execute the report
If there are
additional
exceptions you
will be able to
select using the
bullets
(Unexcused Only,
Excused Only,
Both, None)
Click on Set Options Tab to
right of the Select Report
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Reviewing Reports in
Process Status
View
Report
Status
This will show all reports running you will need to watch for
yours as you execute the report. When Status Column for your
report indicated Complete, you can view your report by Clicking
on View Report in upper left options.
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Viewing Completed
Reports
PDF format
to create
report can be
printed or
saved
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!Remember!
While you are in the application you should not
press the Back arrow button in your browser
window to go back to the previous screen in ADP
Portal. When available, always click the Cancel
button to return to the previous screen.
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Additional Contact
Information
• For additional assistance or to answer
questions further contact the following staff:
– Faith Miller, HR ext. 2034
– Nettie Henderson, Payroll ext. 4462
– Audrey Goforth, Payroll ext 4463
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Questions and
Answers
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Agenda
DESCRIPTION OF AGENDA ITEMS
Estimated
Time
ADP Data Flow Diagram
2 minutes
Definitions: ESS, MSS, EV5, E-Time, BOSS
2 minutes
Overall access to Manager Self Service via ADP Portal
2 minutes
Workflow in MSS
2 minutes
Approvals versus Notifications and Proxy Assignments
2 minutes
Adding new or missing punches from QuickNav
2 minutes
Adding a Comment (In-punch/Out-punch/Pay Code)
2 minutes
Deleting a Comment
2 minutes
Approving Overtime
2 minutes
Printing A Timecard
2 minutes
Interim Questions/ Wrap
2 minutes
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Check
Off
v
94
Agenda
DESCRIPTION OF AGENDA ITEM
(Continued)
Other HR Processes via MSS
Estimated
Time
2 minutes
– Hiring (New) Employees
2 minutes
– Entering a Promotion/ Demotion
2 minutes
– Entering a Transfer
2 minutes
– Entering a Supervisor Change
2 minutes
– EE Status: Regular/ Temporary and Full/ Part Time
2 minutes
– Terminating an Employee
2 minutes
– Updating Employee Personal Information
2 minutes
Exception Report
2 minutes
Questions and Answers
5 minutes
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Check
Off
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95