ESS For Supervisors

1
ESS For Supervisors

• Executive Offices and Affiliates
• December 11 and 16, 2003

2
Employee Self-Service Policy
Statement

• Employee Self-Service (ESS) is available to most
  employees and is accessible within the
  Commonwealth Network (www.myworkplace.state.pa.us)
  to provide employees with information related to
  their employment and their own personal data.
  Employees are advised to maintain their network
  logon userid and password in strict confidence.
  The employees network userid is used to gain
  access to their personal data in ESS.
• Employees who have access to MyCommonwealth
  Workplace within their work environment are
  required to use ESS to record work-related
  activity such as, but not limited to, travel
  planning and expense reimbursement requests,
  leave requests, time sheet creation, etc.

3
ESS Services and When Available

• Time Management - January 14, 2004
• Enhanced Travel Planning - February 1, 2004
• and Reimbursement
• Payroll Information - January 14, 2004
• Pay Statement Inquiry - February 6, 2004
• Personal Information - January 14, 2004
• Life and Work Events - January 14, 2004
• View Benefits Information - January 14, 2004

4
Supervisory Responsibilities

• Be aware of employee absences and ensure each
  absence is entered timely
• Enter absences, as appropriate, on behalf of an
  employee if the employee is not present to enter
  a leave request
• Daily approve or disapprove leave requests
  electronically

5
Supervisory Responsibilities, Cont.

• Daily verify and take action on regular work
  hours entered by positive time (wage) employees
  via CATS form
• Daily verify and take action on OT or WOC time
  entered by employees via CATS form
• Daily verify and take action on labor
  distribution, if reported, by employees via CATS
  form

6
Supervisor Responsibilities Work Schedule
Awareness

• Work Schedules are the foundation of pay and
  leave processing correctly -
• Work Schedules determine how much leave is
  charged
• Incorrect schedules can result in leave errors
  and incorrect pay
• Schedule changes require coordination with the
  Work Schedule Assigner
• The meal period time must be entered when
  requesting a partial day absence

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What Does The Employee Information Center Look
Like?
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ESS Leave Request (1ST screen)
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ESS Leave Request - continued
10
ESS Leave Request - continued
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Important to Note

• Attendance and Absence information must be
  entered by employees and acted on by supervisors
  on a daily basis.
• Office HR Reps will be provided processing dates
  (TIGHT timeframes)
• Employees input will be batched and
  supervisors will receive an Outlook email message
  twice daily telling them they have work items to
  check in their SAP Workplace.

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Impact of Timeliness

• It will be imperative for supervisors to act on
  work items for time and attendance promptly.
• Cross Application Timesheets (CAT forms) must be
  acted upon timelyOR
• Wage employees will not receive a paycheck.
• Timekeepers may not be able to code compensatory
  and paid overtime prior to pay processing.
• No supplemental pay processing in SAP.

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Impact of Timeliness, cont

• Absences must also be reported and approved
  timely, OR
• Employees will not have accurate, real-time leave
  quota information.
• Paychecks can be incorrect, if short-term LWOP
• Employees leave data, if not accurate upon
  separation, will generate an incorrect leave
  payout and delay initial retirement checks.
• In SAP, leave payouts will be paid with the last
  paycheck through direct deposit.

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First Pay Dates in SAP

• Pay Group 3
• For period January 10-23 February 6
• Pay Group 2
• For period January 17-30 February 13
• Pay Statements
• will be mailed to home address
• can be viewed through ESS

15
Work flow

• Leave requests route to the supervisors
  supervisor after 24 hours requests route to the
  Agencys Time Advisors in the Office of Human
  Resources after 48 hours.
• No direct timekeeper involvement.
• Time sheets route to the supervisors supervisor
  after 48 hours.
• Timekeeper runs report to identify time activity
  that requires coding prior to pay processing
  date.

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Designating a Substitute (to act on your behalf)

• To designate a substitute to process work on your
  behalf, that employee must have the same security
  roles and structural authorization as you.
• The substitute must have the requisite role to do
  the work and be in the supervisory chain of
  command above the supervisor.

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If theres a vacant supervisory position

• Routing for Vacant Supervisor Position
• Level 1
• When supervisor position is vacant, next level
  supervisors position is searched.
• Level 2
• If searched position has a holder, work item gets
  routed to that holder.
• If searched position is vacant, next level
  supervisors position is searched.
• Level 3
• If searched position has a holder, work item gets
  routed to that holder.
• If searched position is vacant, work item gets
  routed to Time Advisor.

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RESOURCESfor Support and Assistance

• Review ESS and SSS web-based training prior to
  Go-Live on 01/14/04.
• Review Employee and Supervisor Guides.
• Good information regarding payroll
  deductions/taxes
• Leave initially not accurate in SAP (between
  1/14-25)
• Although timekeepers are no longer directly
  involved in the leave process, they can provide
  support regarding policies.
• OA Central Website

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SAP Help

• Go to OA Central or call your HR Rep.

http//www.hrm.state.pa.us/oahrm/cwp/view.asp?a15
2q125737oahrmNav5909
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Help for Employees and Supervisors