oneusg connect - kennesaw state university
TRANSCRIPT
OneUSG ConnectManager Self-Service (MSS)
Human Resources & Academic Affairs
Agenda• What is MSS?
• What Can I do in MSS?
• The Process: Approval Discussions
• PAF/FSC paper process vs. MSS
• Important Take-aways
• Drop-In Sessions
• Q&A
What is MSS?Manager Self-Service (MSS) will enable managers to electronically submit requests formerly processed through paper Personnel Action Forms (PAF) and Faculty Status Change (FSC) Forms.
Benefits of MSS:
• Paperless and auto populates
• Mobile friendly
• Baseline standardization with adhoc approvers/notifications• Example: Resignation
• Example: Reporting Change (different routing for staff, faculty and FWS)
• Tracking approval process
What can I do in MSS?These new options will include the ability to:
• Request an employee reporting change or location change.
• Submit requests to transfer or separate an employee.
• Submit requests for pay changes or one-time payments.
• View or submit requests for position funding changes.
The Process: Approval Discussions• MSS replaces the paperwork, not the
conversations.
• Consult with the appropriate parties in HR,
Academic Affairs or your Division Leadership /
Budget Manager before initiating the MSS action.
Foundational Information• OneUSG is system-wide
• UGA went live December 2018
• Augusta live in June 2019
• GA Tech live in December 2019
• @430 references Kennesaw State University
Company Directory
Technically speaking…• Delivered MSS functionality has been “available” since OneUSG Go Live in
March 2018
• The workflow parameters had not been fully developed at that time
• Currently, if a manager initiates an MSS action, it simply triggers an email to HR
• As of March 8, each MSS action has been assigned an approval workflow
Manager Self Service
MSS – My Team View
MSS – My Team View one level down
Available Actions in MSSTime Management >
Submit request to change time and absence approver
Position and Funding >
Submit request to add position and funding
Submit request to change position and funding
Submit request to inactivate position
Available Actions in MSSJob and Personal Information >
Request reporting change
Transfer employee
Promote employee
Submit location change request
Change Full/Part-time or Hours
Retire employee
Terminate employee
Submit demotion request
Available Actions in MSSCompensation >
View compensation history (snapshot begins at Go Live 3/25/2018)
Request Adhoc salary change
Submit supplemental pay request
These only apply after you have consulted the appropriate entity
Available Actions in MSSForms >
Submit Manager Self-Service (MSS) request (Miscellaneous)
Not functional for KSUTime Management >
Submit Request to adjust leave balancesJob and Personal Information >
View employee personal informationDevelopment >
View current team profilesView team historical profiles
Forms >Submit security request
Faculty Workflow Chart
Staff Workflow Chart
Student Workflow Chart
Federal Work Study Workflow Chart
Keep in mind…
• Workflows are created to meet the 80/20 rule
• Created based on employee status
• Faculty, Staff, Student and Federal Work Study (FWS)
• Ad-hoc approval /reviewer available
Adding Adhoc Approver
Adding an Adhoc Approver
• OneUSG logic will auto-provision MSS functionality for any position /
person who the system identifies as having a direct report
• The search capability will only return employees with MSS security
• Individuals who do not have direct reports will need to request MSS
functionality via email to [email protected]
Adding Adhoc Approver
Manager Self Service
Keep in mind…• Workflows are created to meet the 80/20 rule
• Created based on employee status
• Faculty, Staff, Student and Federal Work Study (FWS)
• Ad-hoc approval /notifications available
• Workflows may be reconfigured as we see the business need once we
get the volume of transactions for true testing
• Remember: This action is simply a request until fully approved
Keep in mind…• This may require multiple electronic submissions.
For example:
• Reports to vs Time and Absence approver
• Location Change and Supervisor Change
• Changes may be multi-layered or involve several components.
• Transactions can be future dated and therefore we encourage you to begin submitting requests as soon as you have identified the need• Fiscal/academic year changes
Important!• Reminder, any log-in to OneUSG/MSS requires NetID and DUO
authentication to complete all of the associated transactions for their
direct reports.
• Just like the PAF/FSC, transactions require the position number.
• Empty positions will show in MSS as reporting to the manager but you
cannot take actions on an empty position.
Position and Funding Change
Position and Funding Change
Position and Funding Change
HR Structure
Delegation• As a manager, you can delegate your approval and transaction
initiation authority to another employee (proxy) for a specific
date range.
• You determine which actions you wish to delegate, including
Personnel Actions and Time and Absence transactions.
• This is helpful to ensure transactions are worked in a timely
manner when you are unavailable.
The Power of Delegation• There is significant power in delegation for both initiating and approving transactions.
• Delegation can functionally be given to:
• Your direct supervisor
• Your peers (who also report to your direct supervisor; may not have the same authority)
• Your direct reports (who can then see all information on their peers)
• Initiation and approval can be delegated separately but both will provide visibility.
Manager Self Service
Manager Self Service
External Resources• Position Evaluation Form (staff only – contact your HRBP)
• Workflow Reference Tool
• Action Reason Guide
• SAS Software – Position Number Lookup Report
Referencing Position Numbers• Some transactions give you the ability to search by name but others do not.
For example: time and absence you can – but changing “Reports to” requires
the position number
Referencing Position Numbers• Some transactions give you the ability to search by name but others do not. For example:
time and absence you can – but changing “Reports to” requires the position number
Ad-Hoc, Supplemental and PT/Summer Faculty Pay
• Faculty: Before initiating the transaction in MSS you must have Chair and Dean
approval.
• Staff: This process MUST be initiated through your HR Business Partner (HRBP) and
Comp and Class, before you can move forward. Please contact your HRBP to begin
the process.
• Part time and summer faculty pay: Two processes that will remain outside of MSS
are part-time faculty payroll and summer faculty payroll. Our bulk spreadsheets
will be required for tracking of hours and pay.
Important Takeaways• Actions initiated in MSS should affect changes that have already been approved
via the appropriate conversations (Dean, Dept. Chair, HRPB, Business Managers)
• Budget Amendments still need to be submitted prior to the electronic request in order to be approved by the Budget Office.
• Transactions can only be approved or denied. Approvers cannot edit the request in the workflow. If denied, the request must be recreated.
• All effective dates must align with the first day of the bi-weekly pay period when the request involves a bi-weekly employee.
Questions
