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Employee Self Service

MANAGER USER GUIDE

HumanCapital

ManagementSuite

© Ormed Information Systems Ltd. Version 1.1 (June 2010)

What’s Inside INTRODUCTION ............................................................................................................................................................. 2 PROCEDURES .............................................................................................................................................................. 3

LOGGING IN ............................................................................................................................................................. 3 MANAGING YOUR OWN EMPLOYEE INFORMATION AND REQUESTS ............................................................................. 3

VIEWING AND EDITING YOUR PERSONAL INFORMATION .......................................................................................... 3 ADDING AN ADDRESS RECORD ............................................................................................................................. 4 EDITING AN ADDRESS RECORD ............................................................................................................................. 5 ADDING A CONTACT RECORD ............................................................................................................................... 5 EDITING A CONTACT RECORD ............................................................................................................................... 6 ADDING A DEPENDENTS RECORD ......................................................................................................................... 6 EDITING A DEPENDENTS RECORD ......................................................................................................................... 7 VIEWING BENEFIT INFORMATION ........................................................................................................................... 7 VIEWING HOUR BANKS ......................................................................................................................................... 8

VIEWING, PRINTING, AND SAVING PAYSTUBS ............................................................................................................ 8 REQUESTING TIME OFF ............................................................................................................................................ 9 MANAGING YOUR REQUESTS ................................................................................................................................. 11 MANAGING EMPLOYEE REQUESTS .......................................................................................................................... 13

VIEWING SHIFT TYPE PREFERENCES .................................................................................................................. 13 MANAGING TIME-OFF REQUESTS ........................................................................................................................ 13

CONTACT US ............................................................................................................................................................. 15 QUESTIONS AND SUPPORT ..................................................................................................................................... 15 WHAT ARE YOUR THOUGHTS? ............................................................................................................................... 15

© Ormed Information Systems Ltd. Page 1/15

Introduction

Ormed Employee Self Service is Ormed’s web-based system that allows you to view and manage key information of employees and view and edit key information in your own employee record. With Ormed Employee Self Service, you can:

• Manage time off requests of employees in your department pool

• View shift type preferences of employees in your department pool

• View and print your paystubs

• Request time off

• Manage your time off requests

• View and edit your demographic, contact, dependent, and personal information

• View your benefits information

• View your hour banks


Procedures

Logging In

In order to access Ormed Employee Self Service you’ll need to log in.

To login:

1. Open an internet browser and navigate to Ormed Employee Self Service. Each site has its own web address for Ormed Employee Self Service.

2. Enter your Username and Password.

3. Click the Login button. The Ormed Employee Self Service home page opens and displays a sidebar of buttons on the left side of the page.

Figure 1: Manager’s view of the Ormed Employee Self Service home page.

Managing Your Own Employee Information and Requests

Like any other employee, managers have the ability to view, edit, and manage key information and requests.

Viewing and Editing Your Personal Information View and edit personal, address, contact, and dependent information.

To view and edit personal information:

1. Click Personal Information. The Personal Information screen opens.


Figure 2: Personal Information page. 2. If necessary, enter a different Last Name.

3. If your marital status has changed, click the Marital Status drop-down menu and select the relevant marital status (Single, Married, Separated, Divorced, and Other (widowed or common-law)).

Note: If a payroll batch is open, you will be unable to change your marital status because doing so will change the tax amount deducted from your payroll. A payroll batch must be closed in order for you to change your marital status.

4. Click the add buttons ( , ) to launch fresh Address Information, Contacts Information, and/or Dependents Information forms. Please see the Adding an Address Record, Editing and Address Record, Adding a Contact Record, Editing a Contact, Adding a Dependents Record, and Editing a Dependents Record procedures for more details.

5. Click the save button to save your changes.

Adding an Address Record

To add an address record:

1. Click Personal Information. The Personal Information page opens.


2. Click the add new address button. The Address Information screen opens.

3. Click the Address Type drop-down menu and select the type of address (i.e., Business or Home).

Note: Only one home address can be added.

4. Complete the Address 1, Address 2, City, Postal Code, and Province/State fields.

Note: When entering your state or province, enter only the two-character province, territory, or state code. The State/Province field links directly to T4 or W2 preparation, so the abbreviation entered must be compliant with T4 or W2 reporting. If you do not live in Canada or the US, contact a Client Services Analyst for assistance.

5. Click OK to save the changes, or click Cancel to cancel the changes.

Editing an Address Record To edit your address record:


2. Click the Edit button on the address you want to edit. The Address Information window opens.

3. Click the Address Type drop-down menu and select the type of address (i.e., Business or Home).

4. Edit as needed.

Note: When editing your state or province, enter only the two-character province, territory, or state code. The State/Province field links directly to T4 or W2 preparation, so the abbreviation entered must be compliant with T4 or W2 reporting. If you do not live in Canada or the US, contact a Client Services Analyst for assistance.


Adding a Contact Record To add a contact record:


2. Click the add new contact button. The Contact Information screen opens.


3. The Contact Information window opens.

4. Click the Type drop-down menu and select the type of contact you’re adding.

5. Complete the Number, Ext., and Description fields.

6. Click (check) the Unlisted checkbox if the phone number is unlisted.


Editing a Contact Record To change information in your contacts record:


2. Click the Edit button on the contact you want to edit. The Contact Information window opens.

3. Edit as needed.

4. Click (check) or clear the Unlisted checkbox if the phone number is listed or unlisted.


Adding a Dependents Record To add a dependents record:


2. Click the add new dependent button. The Dependent Information screen opens.

Note: If a payroll batch is open, you will be unable to add a dependent because of benefit calculations. A payroll batch must be closed in order for you to add dependents.

3. Enter the full name of your dependent in the Last Name and First Name fields.

4. Click the Birthdate drop-down calendar menu and select your dependent’s birthday.

5. Click the Gender drop-down menu and select your dependent’s gender.

6. Click (check) the Spouse checkbox if the dependent is your spouse.

Note: Only one spouse can be added.


7. Click (check) the Smoker checkbox if the dependent smokes. This checkbox is used in conjunction with Voluntary Dependent Life Insurance rate calculations.

8. Click the Save button to save the changes, or click the Cancel button to cancel the changes.

Editing a Dependents Record To change information in your contacts record:


2. Click the Edit button on the dependent you want to edit. The Dependent Information window opens.

3. Edit as needed.

4. Click (check) or clear the Spouse and/or the Smoker checkbox to indicate the dependent’s status.


Viewing Benefit Information View the benefits you’re enrolled in and contributing to, including the start and stop date of the benefits and how much you’re contributing to each benefit.

To view your benefit information:

1. Click the Benefit button. The Benefits page displays the information in your benefits record.

Note: Any change to your benefits record that occurred over a year ago will not be displayed.

Figure 3: Viewing information in a benefits record.


Tip: Temporarily organize the table columns by clicking and dragging the column headers to where you want to view them in the table. These changes are lost when the page is refreshed.

Viewing Hour Banks View your hour banks to determine what banked time is available.

To view hour banks:

1. Click the Hour Banks button. The Hour Banks page displays available banked hours set up in Ormed Payroll Manager.

Figure 4: Viewing the available banked hours.

Tip: Temporarily organize the table columns by clicking and dragging the column headers to where you want to view them in the table. These changes are lost when the page is refreshed.

Viewing, Printing, and Saving Paystubs

Paystubs can be viewed, printed, and saved in a PDF format. When viewed from the View Paystub window, security is in place to ensure that no confidential information remains on your station.

Note: If you place a PDF version of your paystub on your computer it will remain there unless manually deleted.

To view, print, and save paystubs:

1. Click the Payroll Stub button. The Payroll Stub page displays a grid of paystubs since the beginning of employment, sorted by year.


Figure 5: Viewing your paystubs. 2. Click the drop-down arrow next to the year to expand the list of paystubs.

3. Select the paystub you wish to view.

4. Click the View button in the row of the paystub you wish to view. The paystub opens.

To export and save your paystub:

a. Click the Save drop-down and select the file type in which you’d like to save your paystub. Your paystub will be exported to that file type and a message will pop up.

b. Click Save to download the file or Cancel to return to viewing the paystub. Clicking Save will prompt you to choose a location to save the document.

To print your paystub:

a. Click the Print icon. The Print screen opens.

b. Specify your print options and click OK. Your paystub is printed.

5. Close your paystub by clicking the OK button at the bottom right of the report.

Note: If you are going to save your paystub, be sure to clear the internet cache of any shared computer station you are using. This will ensure that no one else views your paystub. You will still need to manually delete any paystubs that you export and save to the computer.

Requesting Time Off

Enter time off requests by selecting the time off request type, the date range, the job to which the time off request applies, and the hours or days you’d like to have off.


Note: When submitting a time off request, you can request only one day off or a consecutive number of days off in one request. Request non-consecutive days off by submitting a new time off request.

To enter time off requests:

1. Click the Time Off Request button. The Time Off Request page is displayed.

Figure 7: Creating a time off request. 2. Click the Jobs drop-down menu and select the job in which you’d like to apply the

time off request.

Note: All active job records are available for selection, not just job records with a banked hours balance.

3. Select the Time Off Request Type from the drop-down menu.

4. Refer to the Hour Banks grid to see if enough banked time is available.

5. Enter any notes in the Additional Notes field, such as specific hours being taken off, or the reasons for the time off.

6. Specify time off in two ways:

a. Select one day from the calendar. Or, select a consecutive date range from the calendar by clicking a day and dragging until the last day in the date range is reached. Or;


b. Click the Date Range drop-down calendar arrows and select the relevant dates.

Note: The Number of Days Off field automatically populates based on the dates selected.

7. Click the Save button to save your changes. Or, click the Undo Changes button to cancel them.

Managing Your Requests

The status of a request can be viewed after being submitted. If a request has not been approved, it can be removed.

Any manager who has access to your department pool can view your request, which allows for more than one manager to view and approve your request, depending on your organization.

Note: Approved requests cannot be removed. Contact your manager to ensure your employee record is corrected.

To view and/or remove requests:

1. Click the My Requests button. The Time Off Request page displays a grid with your requests categorized as unprocessed, processed, and archived. The first request category (i.e., unprocessed) in the list is expanded to display the request details.

Note: Archived requests are processed requests where the last day of the request has passed.

2. Select the request to view the details. The request expands to display the request details, and indicates whether or not your request has been viewed by your manager, if it has been processed, and any comments your manager included.

Note: Just because the manager has viewed the request doesn’t mean it has been processed. As soon as a manager clicks the Employee Requests button, the Viewed checkbox is checked off in your request. Your manager may not have read your entire request.

3. If you changed your mind about the request or if you made an error in the request, click the Remove button to remove an unapproved request. A dialog box opens and asks for confirmation to remove the request.


Figure 8: Viewing or cancelling a time off request.

Note: Removing a request permanently deletes it from the system.

4. Click the OK button to proceed, or click the Cancel button to allow your request to be processed.

Note: Approved requests cannot be removed. Speak to your manager to ensure your employee record is corrected.


Managing Employee Requests

Viewing Shift Type Preferences View the shift type preferences for casual employees in the department pool that you manage.

To view shift type preferences:

1. Click the Employee Preferences button. The shift types are displayed.

2. Click a shift type to expand your view to include the employees who prefer that shift. The employee number and their home phone number are also listed.

Figure 9: Viewing employee shift type preferences.

Managing Time-Off Requests When employees in your department pool submit time off requests, you are presented with a list of requests to either approve or deny. If you approve an employee time off request in error, contact the employee to correct the situation.

To manage time-off requests:

1. Click the Employee Requests button. The screen opens to display two types of employee requests, Unprocessed and Processed.

Figure 10: Approving or denying an employee time off request.


2. Click either type of request to expand your view to include the requests that fall under those types. For our purposes here, you’ll want to expand the Unprocessed requests.

3. Select the request you want to process. The time off request expands to display the details.

4. Click the Hour Banks button to determine if the employee has enough banked hours to cover the time off before approving or denying the time-off request.

Note: An employee’s hour bank balance is accurate up to the last posted payroll batch. An employee’s hour bank balance is updated as soon as the next payroll batch is posted.

5. Approve the request by clicking the Approve button. You have the option of entering a reason or other note about the approval in the Notes window that opens when the Approve button is clicked. Click the Save button after entering a note. Or, click the Cancel button to exit without approving the request.

Note: Approving an employee time off request does NOT automatically update the employee’s hour bank balance. An employee’s hour bank balance is updated to display the new banked hours balance when the next payroll batch is posted.

6. Deny the request by clicking the Deny button. It is mandatory to include a reason in the Notes window that opens after clicking the Deny button. Click the Save button to save the note. Or, click the Cancel button to exit without denying the request.



Contact Us

Questions and Support

If you have any questions or concerns, please e-mail a Client Services Analyst at [email protected]. We will be pleased to assist you.

What Are Your Thoughts?

If you have any suggestions for how we can improve this document, please send them to [email protected] with the subject line Feedback – Employee Self Service User Guide for Managers. Your feedback assists us in better serving you.

v1.1 (June 2010). All rights reserved. ORMED MIS™, ORMED X®, and ORMED X Easy Pay™ are trademarks of Ormed Information Systems Ltd. All other trademarks are the property of their rightful owners.

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