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Updated 01/10/2010

Administrator Self Service

Training Guide Administrator Self Service

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Table of Contents e*source Administrator Self Service ............................................................................... 1

Responsibility ........................................................................................................................................ 1 Access to Records .................................................................................................................................. 1 Additional Resources ............................................................................................................................. 1

Navigation Tips ................................................................................................................. 2 Logging into the System ........................................................................................................................ 2 Navigation Instructions .......................................................................................................................... 3

Search for an Employee Record ...................................................................................... 4 Search for an Individual Employee........................................................................................................ 4 Wildcard Search..................................................................................................................................... 5 Search for a Group of Employees .......................................................................................................... 6 Save Your Search................................................................................................................................... 9

Employee Personal Information.................................................................................... 13 Emergency Contact Information .......................................................................................................... 16

Employee Employment Information............................................................................. 22

Personnel Actions............................................................................................................ 24 Introduction to Personnel Actions........................................................................................................ 24

Dual System Maintenance ................................................................................................................................ 24 Choosing the Right Transaction ....................................................................................................................... 24 Choosing a transaction Effective Date ............................................................................................................. 25 Submitting an Electronic Personnel Action Form ............................................................................................ 25

Transfer Transaction ............................................................................................................................ 26 Job Change Transaction ....................................................................................................................... 34 Compensation Change Transaction...................................................................................................... 37 Change Manager Transaction .............................................................................................................. 40 Termination Transaction ...................................................................................................................... 43

Common Features........................................................................................................... 46 Searching for Data ............................................................................................................................... 47 Using Worklist Features....................................................................................................................... 49 Save for Later....................................................................................................................................... 50 Assigning Worklist Access .................................................................................................................. 51 Assigning Vacation Rules .................................................................................................................... 53 Accessing Another Employee’s Worklist Notifications....................................................................... 55 Responding to Approval Requests ....................................................................................................... 55 Adding an Attachment to an Administrative Self Service Transaction................................................ 58 Downloading Employee Data to Excel ................................................................................................ 61

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e*source Administrator Self Service

Responsibility To have access to view/update the information of union employees in your location, you must first be assigned the TKE Administrator Self Service responsibility. If you have this responsibility, you will see it listed on the Oracle (e*source) home page right above your TKE Employee Self Service responsibility.

Access to Records With the TKE Administrator Self Service responsibility you are able to view personal and employment-related data on bargaining employees assigned to your location. In addition, you can request changes to a bargaining employee’s Assignment - job title, pay, location, supervisor, organization – and update the employee’s emergency contact information. The employee data you are able to view is confidential, and the expectation is that you will treat it with the utmost respect and professionalism. Each time you access an employee’s record, or initiate a change to the record, an electronic ‘signature’ is recorded in the system. In this way, the System Administrator and other Super-users can monitor system use.

Additional Resources If you have any questions or concerns regarding the information you are viewing in Oracle e*source, how to submit a change, or your responsibilities, you may contact either your HR Manager or e*source. E*source can be reached via email at [email protected], phone 866-910-6085 or fax 866-848-3351. You may also want to periodically check the e*source website at www.tk-esource.com for additional information.

mailto:[email protected]�

http://www.tk-esource.com/�


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Navigation Tips

Logging into the System You will access your TKE Administrator Self Service responsibility with the same login you use to access your own information via Employee Self Service. If you have forgotten your system password, or need to re-set it, click the Login Assistance link that appears towards the bottom of the login screen.

On the Password Reset page, enter in your User Name (format is TKUS-lastname.firstname) and click the Forgot Password button.. Hint: Remember to enter your User Name as it appears on your paycheck or pay advice, rather than a nickname you may use. .

In a few minutes you will receive an email in your TKE Outlook email inbox. That email contains a link you will click to access the Password Re-set page. On the password re-set page, you will enter your new password twice. Hint: Remember that your password must be at least 8 characters, and contain at least one letter and one number (alphanumeric). As soon as you have saved your new password you will be able to login to the system.

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Navigation Instructions In this User Guide, many of the Navigation instructions will be formatted like this: Navigate to TKE Administrator Self-Service > My Employees’ Information > Personal In an abbreviated format, this series of commands gives you your first three steps. This sentence tells you to first click the TKE Administrator Self-Service responsibility link on the Oracle Home page; next, look under the My Employee’s Information section of the screen; and last, click the Personal link within that section.

To exit a page or screen, you will click either the e*source Back button, Return to Overview button, Home link, or use your breadcrumb path to return to the previous screen. Do not use your Internet Browser Back and Forward buttons at the very top of your screen to navigate while in the e*source system – doing so will cause you to exit the system involuntarily, and your work will be lost.


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Search for an Employee Record

Search for an Individual Employee In your TKE Administrator Self-Service responsibility, before you can look up information or begin a transaction on an hourly union employee in your location, you must first use the Search function to retrieve the employee’s record. In the following example you will retrieve the Employment record for employee R. Reagan, but the search steps will be same for all other transactions, as well.

Step Action 1. Navigate to TKE Administrator Self-Service > My Employees’ Information >

Employment

Step Action 2. To search for a specific employee, type all or part of the employee’s last name into

the Name search field and click Go.

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Step Action 3. The employee’s basic information will be returned in the Employees section of your

screen. To continue and view additional details, or initiate the transaction, you need to open the employee’s record. You can do this by either clicking on the employee’s

name in the list or, if a green ‘Action’ icon appears to the right of the employee’s name, clicking that icon. To select and view information on a specific employee in the returned list, click the highlighted employee Name link. The individual’s Employment and Salary tabs will be displayed.

Step Action 4. If multiple employee names are returned in the Employees section of your screen,

just click on the correct employee’s name or green ‘Action’ icon to display that specific employee’s information.

Wildcard Search If you aren’t certain of the correct spelling of an employee’s last name, you can use a Wildcard sign to substitute for some of the name’s letters. Following is an example of how a Wildcard sign may be used to facilitate a Name search.

Step Action 1. In this example, you’ll use the Wildcard sign ( % ) to substitute for the last several

letters of a name. You want to search for R. Reagan, but aren’t sure how to spell his last name. In the Name box, enter just the first letter of the name, followed by the % sign, and click the Go button.


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Step Action 2. The search will return any employee whose first or last name begins with an R. To

select and view information on a specific employee in the returned list, click the

highlighted employee Name link or the green ‘Action’ icon to the right of the employee’s name, if apparent.

Search for a Group of Employees In your TKE Administrator Self-Service responsibility, to access personal or employment information on a group of hourly union employees in your location, you must first use the Search function to find that employee group. In the example below, you will add the criteria of ‘Organization’ to your search function, but there are other criteria you could add, such as Job, Location, etc. Once you are comfortable with the following example, you may want to experiment with building search criteria based on other fields.


Personal.

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Step Action 2. Click the Advance Search link.

Step Action 3. Click the Add Another dropdown arrow for a list of additional criteria that can be

added to your search. Select Organization and click the Add button.

Step Action 4. Notice that Organization has now been added as a parameter search field,

underneath the Job field.


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Step Action

5. Next, click the Magnifying Glass icon to initiate a Search for the appropriate Organization name.

Step Action 6. Enter in the Organization Name for which you are looking, followed by the %

wildcard sign, and click the Go button. In this example, you are looking for union employees in the Little Rock branch, so enter in Little Rock%, and the system will return a list of all Organizations beginning with Little Rock. Click the Quick

Select icon next to the correct Organization, and your Search criteria will be populated. Hint: Look in the lower right corner of your Results screen to see if there additional pages of Results you may want to scroll through.

Step Action 7. Now your Advanced Search criteria have been built, and you can click the Go

button to start the Search.

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Step Action 8. A list of all union employees meeting your criteria will be returned. Look in the

lower right corner of the Results screen to see if there are additional pages of names available. Select the employees’ whose data you would like to view by clicking the green ‘Action’ icon to the right of the employee’s name. Hint: If you conduct this group search in the Employment section, rather than Personal as we did here, you will also have the option of clicking the Select All link to select all of the employees’ on that page, and then clicking the View Selected button to see a table of the all of the employees’ employment and salary information together.

Save Your Search You can save your search parameters so that you don’t have to build a new search each time you want to access the same group of hourly union employees.

Step Action 1. Follow the steps in the preceding section to define and run an Advanced Search.


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Step Action 2. To save your search, click the Save Search button which can be found both at the

top and bottom right corner of the Results page.

Step Action 3. Under General Properties, give your Search a name in the View Name field and

select the number of rows of employee information you want returned on each page.

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Step Action 4. Under Column Properties you can add columns of information to your View by

highlighting the column name in the Available Columns table and then clicking the Move icon to add that column to the Columns Displayed table. You can remove columns of data by clicking a column name in the Columns Displayed table and then clicking the Remove icon. Choose in what order employees are displayed in this View by selecting your First, Second and/or Third Sort column.

Step Action 5. To see what your new View will look like, click the Apply and View Results

button, which is located at both the top and bottom of your screen.


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Step Action

6. Now, anytime you want to pull up that specific group of employees, click the Advanced Search link, click the Views drop-down button, and select your customized search Name from the drop-down list, and click the Go button.

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Employee Personal Information As part of your Administrator responsibilities you have online access to review, download and report hourly union employees’ information through e*source Administrator Self Service. In the Personal section of an hourly union employee’s record, you are able to view the employee’s clock number, industry start date, emergency contact information, home address and contact phone numbers. Only the emergency contact information can be added / updated by the Administrator. The rest of the data in the Personal section is view-only. An hourly union employee may update their own Personal information by contacting e*source by phone or email. After logging on you will land at the Oracle Home page. The left side of the window lists your role(s) in the application (e.g. TKE Administrator Self Service). Once you select your TKE Administrator Self Service role, the right side of the window will display links to employee information and transactions.

Step Action 1. Navigate to TKE Administrator Self-Service > My Employees’

Information > Personal.

Step Action 2. To search for a specific hourly union employee, type the employee’s last name into



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Step Action 3. To display the Personal Information on the selected employee, click the green

Action icon to the right of the employee’s name.

Step Action 4. The employee’s Personal record will be returned. Drag down the vertical scroll bar

on the right side of the screen to see the bottom of the page.

Step Action 5. To exit the Personal page, either click the Back button at the top of your

screen (to move back through the system one screen at a time) or click the Home link on the right side of the top blue bar on your screen to return all the way back to the Oracle Home page.

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Step Action

6. An hourly union employee can update their personal information by contacting e*source.


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Emergency Contact Information As part of your Administrator responsibilities you have online access to Add, Update and Delete an hourly union employee’s Emergency Contact information through e*source Administrator Self Service. Emergency Contact information is located on the employee’s Personal record.

Procedure

Step Action 1. Navigate to TKE Administrator Self Service > My Employees’

Information > Personal



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Step Action 3. To view the Personal screen, click the green Action button to the right of the

employee’s name.

Step Action 4. Scroll to the bottom of the page to view the Emergency Contacts section.

Step Action

5. To Add a new Emergency Contact to the employee’s record, click the Add button in the Emergency Contacts section of the page.


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Step Action 6. In the General Information section, enter the First and Last Name of the

Emergency Contact. Use the Relationship drop-down box to select the relationship of the Emergency Contact to the employee, and enter the current date as the Effective Date.

Step Action 7. Scroll down the page to the Main Address section. If the Contact lives with

the employee, simply check the box labeled ‘Use my address for this person.’ Otherwise, select ‘Primary Address’ as the Type, and enter in the street address and city of the contact. After entering the City name, hit your Tab key or click the magnifying glass icon to display a list of possible City, State, Zip combinations.

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Step Action 8. Select the appropriate City, State, Zip combination by clicking the Quick

Select icon on the correct row. Note: if the displayed address includes only 1 Zip Code, it will be auto-populated in the Contact’s record. If the displayed address contains a Zip Code range, you must enter the specific Zip Code after clicking the Quick Select icon.

Step Action 9. Scroll down the page to the Phone Numbers section. Select ‘Primary’ as

the Type, and enter in the 10-digit phone number. To add additional phone numbers (e.g. Secondary), click the Add Another Row button, and repeat this step, except select ‘Secondary’ as Type for the second phone number. Click the Next button to continue.


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Step Action 10. Carefully scan the Review page to insure the information entered is correct.

If you need to edit some of the data, click the Back button at the top of the screen to return to the previous page. Once the information is correct, click the Submit button to save the record.

Step Action 11. You will receive Confirmation that the record has been updated. Click the

Return to Overview button to return to that employee’s Personal page, or the Home link at the top right of the screen to return to the Oracle Home page.

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Step Action 12. To Update the phone or address of an existing Emergency Contact, click

the Update button above the Contact’s information, edit the data, click Next and then Submit to save the changes.


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Employee Employment Information As part of your Administrator responsibilities you have online access to review, download and report hourly union employees’ information through e*source TKE Administrator Self Service. In the Employment section of an hourly union employee’s record, you are able to view the employee’s employment and salary history, but not make updates or corrections. You can also download employees’ current assignment and salary information to Excel if you have accessed a saved View that lists multiple employees. For assistance in initiating changes to an employee’s employment or salary records, please review the Personnel Actions section of this training guide. After logging on you will land at the Navigator Home page. The left side of the window lists your role(s) in the application (e.g. Administrator Self Service). Once you select your TKE Administrator Self Service role, the right side of the window will display links to employee information. Procedure

Step Action 1. Navigate to TKE Administrator Self-Service > My Employees’

Information > Employment.

Step Action 2. To search for a specific hourly union employee, type the employee’s last

name into the Name search field and click Go. To view the employee’s Employment Information, click the Employee’s Name link.

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Step Action 3. The employee’s Employment and Salary Tabs will be displayed. Click each

Tab name to toggle between them. The Header data summarizes the current status of the employee, as does the first line of information on each tab. Successive lines of information track history. To expand a line of the

Employment or Salary record, click the Show button to the left of that record.

Step Action 4. To return to the employee Search page, click the My Employee

Information breadcrumb link above the employee’s name. To return to the original Navigation Home page, click the Home link at the top of the screen.


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Personnel Actions

As part of your Administrative responsibilities you have online access to request updates to an hourly union employee’s assignment and salary information through e*source Administrator Self Service, on behalf of the employee’s Manager. These requests will then be electronically routed to the appropriate approvers before updating the system.

Introduction to Personnel Actions

Dual System Maintenance In most branches, Administrators submit forms or complete data-entry to maintain two separate payroll/accounting systems. The e*source system (Oracle) is the master HR and Payroll system used to maintain employee data and generate paychecks. You may also maintain another accounting system – A-Rev, AS400 and Elevation are the most common – in which hourly union employee time is recorded, and additional Assignment information is maintained. Until your branch location converts it’s accounting system to Oracle (known as Project Progress) you will continue to update employee changes in this accounting system. You will also enter the changes as a Transaction in e*source (Oracle), which replaces your old action of having to complete a Personnel Action Form (PAF) and send it to the payroll department. To recap, when the information on an hourly union employee changes, you will: 1. Still update your local accounting system (A-Rev, AS400, Elevation) 2. Also submit the change to the Oracle e*source system, following the instructions in this Guide. 3. It is no longer necessary to complete and submit a Personnel Action Form (PAF) for most transactions.

Choosing the Right Transaction While there are several Transaction types listed on the Navigator Home page, you will typically use either the Termination transaction or the Transfer transaction to update an employee’s employment information. The Termination transaction does not replace the Termination Request Form / Termination approval process in TKE. Prior to any termination actions taking place, or the e*source system being updated, the approved Termination Request Form must still be received back from Labor Relations. In fact, it is a good practice to attach this approved Termination Request Form to your online Termination transaction as verification that the correct approval process has been followed. You will learn how to attach documents to a transaction in the ‘Adding an Attachment to an Admin Self Service Transaction’ chapter of this Guide.

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The Transfer transaction can be used for any changes (other than a Termination). It should always be used when two or more pieces of data are changing on an employee’s record, but you can safely use it even if you only want to change a single piece of data. In fact, you may find it easiest and most efficient to always use the Transfer transaction for any/all changes other than a Termination, and disregard the other available transactions. The Transfer transaction doesn’t require that you actually be ‘transferring’ the employee to another branch or location – it is just a complete collection of all Employment fields on the employee, allowing you to efficiently update any fields that should be modified as a result of a change. You can skip (ignore) any fields that are not changing – in fact, you may find that you can skip an entire page of this transaction, if none of the displayed information is changing, simply by clicking the Next button to move to the next page. The Transfer transaction section of this chapter will outline exactly what information is located on which page of the transaction, and how to skip unnecessary fields. The Compensation Change, Job Change and Change Manager transactions each permit you to update only the named single piece of data in the transaction. Since most hourly union employment changes require you to update at least two pieces of data at the same time, these three individual transactions are not very efficient. For instance, if an employee is moving from one product line department to another (Modernization to Service, for instance), you will need to update the employee’s Organization and, likely, their Supervisor, which can be combined by completing just the relevant sections of the Transfer transaction. Similarly, if an employee is changing positions (eg Mechanic to Apprentice 4th year) then it is likely the employee’s pay rate is also changing; since two pieces of data are changing, you want to complete only the relevant sections of the Transfer transaction.

Choosing a transaction Effective Date The fist step you will complete in any Transaction is to select the Effective Date upon which the information will be updated in the system. Some general rules about Effective Dates to keep in mind: • Do not select an effective date in the past – use the current or a future-date as the

Effective Date. If you need to request a retro-active change to an employee’s record, contact e*source for assistance.

• Whenever possible, make pay changes effective at the beginning of a new payperiod. • When selecting a current or future Effective Date, the selected date may pass before

all of the electronic approvals have been received on the transaction and the system updated. This is okay – once the transaction is approved, the original selected Effective Date will be the date used for the data change.

Submitting an Electronic Personnel Action Form There are a couple of transactions that you will not complete using the online e*source system. Since these transactions require additional supporting paperwork in order to update the system, you will continue to complete an Electronic Personnel Action Form


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for these transactions. The completed form, along with supporting paperwork, will then be forwarded to your HR Manager and/or e*source for system set-up. The transactions you will continue to use an Electronic PAF for include: • New Hire • Re-hire • Leave of Absence • Return from Leave of Absence

Transfer Transaction While various individual transactions can be selected in the Personnel Actions section such as Job Change, Compensation Change and Manager Change, the Transfer action will combine all of these possible fields into a single transaction. When requesting multiple changes to an employee’s Assignment record, it is most efficient to use the Transfer action. Remember, you have the flexibility to skip a section of the Transfer transaction if it does not apply to the change you are requesting. After logging on you will land at the Navigator Home page. The left side of the window lists your role(s) in the application (e.g. TKE Administrator Self Service). Once you select your TKE Administrator Self Service role, the right side of the window will display links to your employee’s information.

Step Action 1. Navigate to TKE Administrator Self Service > Personnel Actions >

Transfer



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Step Action

3. To begin the personnel action, click the green Action button to the right of the employee’s name.

Step Action 4. Use the Calendar to select the effective date of the change(s). This is the date

on which the change will take effect. This date must be on or after the last effective assignment change, indicated in the Information bar at the top of the screen. Click Continue.

Step Action 5a. Fill out the applicable fields for your transaction; skip any fields that are not

changing. The next several steps will explain each section of the first page of this transaction. Organization: The current Organization will be displayed. If the employee is changing either Department (switching between NI, Mod, Service and Repair) or Branch, a new Organization will be selected. Click the Magnifying Glass icon to use the Search function to find a new Organization (Hint: see chapter ‘Search for a Group of Employees’, steps 5-6 for help).


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Step Action 5b. Job Title: If the employee is changing job titles or levels, click the Job Title

magnifying glass icon to search for the new correct, approved Job Title. Hint: Titles ending in a letter (A, B) are for manufacturing use only. Titles ending in ‘PR’ are for Puerto Rico use only.

Step Action 5c. Location: The default Location for selected Organization will auto-populate -

confirm that the Location is correct, or select a different Location if needed. Hint: to search for a different Location, clear the Location box and enter in ‘US-‘ followed by the first letter of the new Branch name. In this example, searching for the Tucson branch, we entered US-T and clicked the magnifying glass icon to begin the Search. Select the correct Branch name from the returned list by clicking the Quick Select icon next to the Branch name.

Step Action 5d. Grade: Union Jobs do not have a Grade. If you have selected a non-Union Job

Title, the appropriate Grade will autopopulate. Grade Ladder is for Manufacturing use only.

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Step Action 5e. Payroll: If the employee is remaining in a Union position, the Payroll Name will

remain the same. If employee is transferring to a salaried, non-union position, clear the Payroll Name field, enter in the % wildcard sign and click the magnifying glass icon to return a list of possible Payrolls. From the list, Quick Select the Biweekly Salaried payroll name.

Step Action 5f. Statutory Information: If the employee is remaining in a Union position, Timecard

Required will remain Yes..

Step Action 5g. People Group: If the employee is transferring to a new Region, clear the Region

field, enter the %wildcard sign, and click the magnifying glass icon to return a complete list of regions from which you can Quick Select the correct one.


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Step Action 5h. Assignment Status: Click the drop-down arrow next to the Change Reason box to

select the Reason that best describes the reason for the requested change. **Note: this field should always be completed when using this transaction.

Step Action 5i. Other Assignment Information: If the employee is transferring to a salaried, non-

union position, enter the correct General Ledger Account Number the new position will be charged to (your Branch Manager may need to supply you with this code). Only if the Paying Local is different than the employee’s home Bargaining Unit will the Paying Local need to be selected – otherwise leave it blank. Assignment Category will remain Fulltime-Regular unless the employee is working less than a regular 40-hour workweek. Verify that the Bargaining Unit is correct, or to change it clear the field and enter IUEC% (wildcard sign) and click the magnifying glass icon to retrieve a list of possible Bargaining Units, from which you can Quick Select the correct one. Click the Next button on the bottom of the page to proceed to the next screen.

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Step Action 6. Change Manager: Select the new Manager for the employee, if applicable;

otherwise skip this section by clicking the Next button. To select a new Manager, first clear the Manager field and then type in the new manager’s last name followed by the % wildcard. Press the Tab key (or click the magnifying glass icon) to initiate the query. The system returns the matching name. If the system returns a

short list of names, click on the Quick Select icon next to the correct name to populate the field. Click the Next button to continue.

Step Action 7. Work Schedule: If the employee is moving between part-time and full-time

status, indicate those changes on this form. Otherwise, skip this section. Click the Next button to continue

Step Action 8a. Select a Pay Action: If this transaction includes a pay change, click the

Propose Pay Change button. Otherwise, skip this section by clicking the Next button.


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Step Action 8b. On the Pay Change form, complete the applicable fields:

• If the employee has changed Job Titles, select the new Salary Basis from the drop-down list. You may need to consult with your HR Manager to choose the correct Salary Basis.

• Select the Reason for Pay Change from the drop-down list. • Enter the new Pay in the Actual Pay Amount (Proposed) field. Be sure to

enter the pay as an hourly rate. Click the Tab key and note the other compensation fields auto-populate.

• If the quoted pay is Overscale for a union employee, type ‘Overscale’ in the Additional Details section.

Click Apply; review your pay change and click Next to continue.

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Step Action 9. The Review Page allows you to perform a final check on the changes you are

requesting, prior to submittal. Note the round blue dot which marks changed items. You can attach a document from your computer directly to this request, if it will assist the Approvers with understanding it. Scroll down the page to the Approvers section to see where this request will be electronically routed after you Submit it. Once the final approver receives and approves these changes the system will be updated with the requested changes. Check your own Worklist Notifications to find out about approvals, rejections or requests for more information. If you have additional remarks to help the approver understand the request, enter these in the Comments to Approver section of the form. Click the Submit button to initiate the electronic routing and approval process. You will receive a Confirmation message that your transaction is pending approval.

Step Action 10. To check your Worklist Notifications for messages that require your attention, click

the Home button to return to the initial Navigation page, and look under the Worklist section of the screen.


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Job Change Transaction As part of your Administrator responsibilities you have online access to request updates to an hourly union employee’s assignment and salary information through e*source Administrator Self Service, on behalf of the employee’s Manager. These requests will then be electronically routed to the appropriate approvers before updating the system. The Job Change transaction allows you to request a new Job Title for an hourly union employee. This transaction does not include a salary change – it is only a title change. If you need to also request a salary change, Supervisor change or Organization change for the employee, you should combine these steps into a single transaction by completing only the relevant sections of the Transfer transaction (recommended). After logging on you will land at the Navigator Home page. The left side of the window lists your role(s) in the application (e.g. TKE Administrator Self Service). Once you select your TKE Administrator Self Service role, the right side of the window will display links to your employee’s information.

Step Action 1. Navigate to TKE Administrator Self Service > Personnel Actions > Job

Change



Step Action 3. To begin the Job Change personnel action, click the Action button next to the

employee’s name.

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Step Action 4. Use the calendar to select the effective date of the Job Change. This date

must be on or after the last effective assignment change. Click Continue.

Step Action

5. To select the new Job Title, first delete the old title from the field. Next, type in all or part of the new job title followed by the % wildcard (apprentice%, for example), and press the Tab key (or click the magnifying glass icon) to start the search. To select the correct title from the returned list, click the Quick Select icon next to the correct title name. Select a Change Reason from the drop-down list. Click the Next button to continue. You may receive a Warning that the new Grade has been defaulted based upon the new selected title – this is expected. Click the Next button again to continue.


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7. The Review Page allows you to perform a final check on the changes you are requesting, prior to submittal. Note the round blue dot which marks changed items. You can attach a document from your computer directory to this request, if it will assist the Approvers with understanding it. Scroll down the page to the Approvers section to see where this request will be electronically routed after you Submit it. Once the final approver receives and approves these changes the system will be updated with the requested changes. Check your own Worklist Notifications to find out about approvals, rejections or requests for more information. If you have additional remarks to help the approver understand the request, enter these in the Comments to Approver section of the form. Click the Submit button to initiate the electronic routing and approval process. You will receive a Confirmation that your changes are pending approval.

8. To check your Worklist Notifications for messages that require your attention, click the Home button to return to the initial Navigation page, and look under the Worklist section of the screen.

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Compensation Change Transaction In your Administrator role you have online access to request updates to an hourly union employee’s assignment and salary information through e*source Administrator Self Service, on behalf of the employee’s Manager. These requests will then be electronically routed to the appropriate approvers before updating the system. The Compensation Change transaction allows you to request a compensation increase or decrease for an hourly union employee. This transaction does not include a title, organization, supervisor or location change. If you need to request other changes for the employee at the same time, you should instead complete the relevant sections of a Transfer request.

Step Action 1. Navigate to TKE Administrator Self-Service > Personnel Actions >

Compensation Change



Step Action 3. To begin the Compensation Change action, click the Action button next to the

employee’s name.


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4. The Employee’s salary history is displayed. To initiate the transaction, click

the Propose Pay Change button. 5. On the Pay Change form, complete the applicable fields:

• Select the Reason for Pay Change from the drop-down list. • Enter the new Actual Pay Amount (Proposed) as an hourly rate, and click

the Tab key and note the other compensation fields auto-populate. • If the quoted pay is Overscale for a union employee, type ‘Overscale’ in

the Additional Details section. Click Apply; review your pay change and click Next to continue.

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requesting, prior to submittal. Note the round blue dot which marks changed items. You can attach a document from your computer directory to this request, if it will assist the Approvers with understanding it. Scroll down the page to the Approvers section to see where this request will be electronically routed after you Submit it. Once the final approver receives and approves these changes via the Self Service Notifications displayed in their Worklist, the system will be updated with the requested changes. Check your own Worklist Notifications to find out about approvals, rejections or requests for more information. If you have additional remarks to help the approver understand the request, enter these in the Comments to Approver section of the form. Click the Submit button to initiate the electronic routing and approval process. You will receive Confirmation that your changes are pending approval.

Step Action



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Change Manager Transaction As part of your Administrator responsibilities you have online access to initiate a Supervisor Change for an hourly union employee, using e*source Administrator Self Service, on behalf of the employee’s Manager. This request will then be electronically routed to the new Supervisor for acceptance, prior to updating the system. The Change Manager transaction allows you to select a new Supervisor for the employee. This transaction does not include changes to any other employee data. Usually, a Supervisor change will indicate that the employee is also changing Departments (moving between product lines, for instance, from Modernization to Service) which results in a change to the employee’s Organization (from COS Mod to COS Serv, for instance). The Change Manager transaction should only be used if the Supervisor is the only piece of information on the employee’s record that is changing. If you need to also request a change to the employee’s organization or location, you should complete the relevant sections of a Transfer transaction instead. After logging on you will land at the Navigator Home page. The left side of the window lists your role(s) in the application (e.g. TKE Administrator Self Service). Once you select your TKE Administrator Self Service role, the right side of the window will display links to your employee’s information.

Step Action 1. Navigate to TKE Administrator Self-Service > Personnel Actions > Change

Manager



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Step Action 3. To begin the Transfer personnel action, click the Action button next to the

employee’s name.

Step Action 4. Use the calendar to select the effective date of the Supervisor Change. This is

the date on which the change will take effect. This date must be on or after the last effective assignment change. Click Continue.

Step Action

5. To select a new Manager, first clear the Manager field and then type in the new manager’s last name followed by the % wildcard. Press the Tab key (or click the magnifying glass icon) to initiate the query. The system returns the matching name. If the system returns a short list of names, click on the

Quick Select icon next to the correct name to populate the field. Click the Next button to continue.


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requesting, prior to submittal. Note the round blue dot which marks changed items. You can attach a document from your computer directory to this request, if it will assist the Approvers with understanding it. Scroll down the page to the Approvers section to see where this request will be electronically routed after you Submit it. Once the final approver receives and approves these changes via the Self Service Notifications displayed in their Worklist, the system will be updated with the requested changes. Check your own Worklist Notifications to find out about approvals, rejections or requests for more information. If you have additional remarks to help the approver understand the request, enter these in the Comments to Approver section of the form. Click the Submit button to initiate the electronic routing and approval process. You will receive Confirmation that your transaction is pending approval.

Step Action


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Termination Transaction Once an hourly union termination has been approved by the appropriate Human Resources and/or Labor Relations Representatives, you are able to process that termination electronically via e*source Administrator Self Service. This transaction will then be electronically routed to the appropriate approvers for confirmation, before updating the system. Please note, the electronic self-service termination transaction does not replace the Termination Approval Process that exists within your organization, and the electronic self-service form should not be completed until the appropriate HR/LR termination approval has been secured via the Termination Request Form.

Step Action 1. Navigate to TKE Administrator Self-Service > Personnel Actions > Termination



Step Action 3. To begin the Termination action, click the Action button next to the employee’s

name.


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Step Action 4. Use the calendar to select the effective date of the Termination. This is the

last day the employee actively works. This is not a ‘pay-through’ date. Click Continue.

Step Action

5. Complete the appropriate fields of the Termination form: • Notification Date (optional): Date employee notified Company of their

departure. • Select a Termination reason from the Reason drop-down box. • Comments (optional): leave blank. • Last Day Paid – Leave blank, hourly union employee will automatically be

paid for all time submitted. • Severance Amount Offered: Skip this field. • Exit Interview: Leave blank • Rehire: Indicate Rehire Eligibility by typing the % wildcard in the field and

pressing the Tab key (or clicking the magnifying glass icon) and selecting the appropriate code.

• Vacation Hours for Payment: Leave this field blank for hourly union employees.

Click the Next button to continue.

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Step Action 6. The Review screen will display all of the entered termination information.

You may add an attachment from your computer files to this request (eg resignation letter or approved Termination Request Form). Click Submit to update the system with your termination action. You will receive Confirmation that your request is pending approval.

Step Action 7. To check your Worklist Notifications for any messages that require your

attention, click the Home button to return to the initial Navigation page, and look under the Worklist section of the screen.


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Common Features

In addition to viewing and requesting changes to an hourly union employee’s data, there are many other features available to you through your e*source Administrator Self Service responsibility. Browse the following chapter to learn how to:

• Efficiently conduct a Search to populate a blank form field

• Access, read and delete your Worklist Notifications

• Assign Worklist Access to allow another user to read, action and delete your Worklist

Notifications

• Use Vacation Rules to forward Notifications during your planned absence

• Access and Respond to Another Employees Worklist Notifications

• Respond to Requests for Approval received in your Worklist

• Add an Attachment to a transaction request, before submitting for approval

• Download employee data into an Excel report

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Searching for Data In many e*source Administrator Self Service transactions there are fields which have a drop-

down List of Values attached. These fields are marked with a Magnifying Glass icon indicating that these Lists are searchable when you are trying to populate that field. Clicking the Magnifying Glass icon next to the field will open the List of Values, but sometimes the list may have hundreds of values from which to select. To shorten the List of Values returned to you, use the % sign in your search, as a Wildcard to replace words or partial words. In this topic you will learn how to efficiently Search a List of Values using the % Wildcard sign.

Step Action 2. In the following example, you will learn how to efficiently search for a specific Job

Title, without having to scroll through the entire Job Title list. Step Action

3. The Job Title field has a long list of values, and you may not want to scroll through the entire list of titles to find the particular one that you want. To shorten the list of returned values you’ll select from, enter in part of all of the desired Job Title, followed by the % wildcard. In this example, we’ll search for titles beginning with the word ‘Sales’ by entering in the phrase Sales%. You could also search for Job Titles beginning with ‘Mechanic’ or ‘Apprentice’. Click the Magnifying Glass button to start the search.

Step Action 4. A list of Job Titles that begin with the word ‘Sales’ is returned. Click the Quick

Select button next to the correct title to populate the form with it.


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Step Action 4. In the next example you will be searching for all job titles that contain the words

‘human resources.’ Since you want to see any title that contains these words, not just titles starting with the words, use the % wildcard to preface and end the phrase. Enter the phrase %human resources% Click the Magnifying Glass button to start the search.

Step Action 4. A list of Job Titles that contain with the words ‘human resources’ is returned. Click

the Quick Select button next to the correct title to populate the form with it.

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Using Worklist Features Your Worklist, displayed on the initial Navigation Home page after you log on, provides an overview of System Notifications you have received from various users. The Worklist is structured like an in-box, and by clicking on a specific notification you can open it, read it and, if necessary, action it (approve or reject the request). In this chapter you will learn how to navigate through your Worklist, read and dismiss Notifications, and finish an interrupted transaction that you previously Saved for Later. For instructions on responding to approval requests (Approve, Reject, Return for Correction or Cancel) please see the chapter titled Responding to Approval Requests.

Step Action 1. Notifications can be sent by the SysAdmin or from another e*source user.

Any open (unread) notifications are always displayed on the Navigator Home screen. Use the Full List button to display all notifications.

Step Action 2. Click the appropriate Subject Link to open a specific notification.


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Step Action 3. Notifications that are FYI only, do not require a response. Click the OK button to

remove the notification from your Worklist. If you have many notifications to read through, use the Display Next check-box to quickly move through them. If you check the Display Next box, then when you close one notification the next one will automatically open.

Save for Later

Step Action 1. The system has a useful feature called Save for Later. You will see this button in

many of the transactions you perform. If you are interrupted in the middle of entering a transaction, click the Save for Later button to pend your transaction request. This feature saves your work and puts a reminder in your Worklist letting you know you need to return to the transaction you were doing and finish it.

2. Notice that the subject line of the Notification will indicate that it is a Saved For Later reminder. To reopen the transaction where you left off, click the Update Action link. To delete the transaction entirely, click the Delete Action link.

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Step Action 3. You are returned to the same place in the transaction you stopped previously.

Step Action 5. If you get interrupted again, click the Save for Later button again. A new

Notification will be sent to your Worklist to remind you to complete this transaction.

Assigning Worklist Access In your Administrator role, you will not be assigning worklist access to another user, allowing them access to approve notifications in your Worklist. Your Manager, or another Supervisor, may assign you access to their Worklist, however, so that you can read and respond to approval requests, on their behalf. You may want to read the following chapter to better understand how this process works. To learn more about how to respond to Notifications you receive when a Manager has given you access to their Worklist, read the chapter titled ‘Accessing Another Employee’s Worklist Notifications.’


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Step Action

1. From the main Navigation Home page, click the Worklist Access link.

Step Action 2. Click the Grant Worklist Access button to begin setting parameters:

To search for an employee to grant access to, leave the first field defaulted to ‘All Employees and Users’ and enter the employee’s last name and % wildcard into the second Name field. Click the Magnifying Glass icon to begin the search. If a short list of employees is returned, click the Quick Select icon next to the correct name.

Step Action 3. In the Description field, enter the reason for this access.

Using the calendar icon to select start and end dates for this worklist access. The only access grantable is to All Item Types. Click the Apply button.

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Step Action 4. A confirmation page will be displayed. You can modify or delete this access

at any time during the selected period by clicking the Update or Delete icon. Click the Return to Worklist link to return to the Navigation page.

Assigning Vacation Rules In your Administrator role, you may use Vacation Rules to assign your worklist access to another user, allowing them access to approve notifications in your Worklist. Your Manager, or another Supervisor, may use Vacation Rules to assign you access to their Worklist, so that you can read and respond to approval requests, on their behalf. You may want to read the following chapter to better understand how this process works. To learn more about how to respond to Notifications you receive when a Manager has used Vacation Rules to give you access to their Worklist, read the chapter titled ‘Accessing Another Employee’s Worklist Notifications.’

Step Action 1. From the main Navigation Home page, click the Vacation Rules link.

Step Action 6. Click the Create Rule button to begin setting parameters:

Step 1: Select Item Type ‘All’. This will bypass the second step. Click the Next button to go to Step 3.


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Step Action

7. Step 2: Use the calendar to select start and end dates and times. Enter the out-of-office Message that will display to Users who initiate a Notification to you. To search for an employee to grant access to, leave the first field defaulted to ‘All Employees and Users’ and enter the employee’s last name and % wildcard into the second Name field. Click the Magnifying Glass icon to begin the search. If a short list of employees is returned, click the Quick Select icon next to the correct name. Select ‘Delegate your response’ radio button and click the Apply button to continue.

Step Action 4. A confirmation page will be displayed. You can modify or delete this access

at any time during the selected period by clicking the Update or Delete icon. Click the Return to Worklist link to return to the Navigation page.

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Accessing Another Employee’s Worklist Notifications Another e*source Self Service user (eg Manager) may use the Vacation Rules or Worklist Access feature to designate you as a backup receiver of their Notifications. If this happens, a

new button will appear on the Navigation page beneath your Worklist:

Step Action 1. From the Worklist area on the main Navigation Home page, click the Switch User

button.

Step Action 2. Click the Radio button next to the User whose Notifications you want to review.

Click the Apply button.

Step Action 3. The Notifications that now appear in your Worklist will be those sent to the

User who has designated you via Vacation Rules or Worklist Access. You can read and respond to these Notifications just as if you are that User. To switch back to your own Notifications list, repeat these steps beginning with Click the Switch User button.

Responding to Approval Requests e*source Administrator Self Service and Manager Self Service employ electronic workflows to move requested transactions between approvers, ultimately triggering an update to the employee’s record once the final approver has submitted the transaction. Whenever you


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complete an Administrator Self Service transaction, look in the Approvers section of the Review Page for a list of where your transaction will be routed for approval prior to updating the system. Approvers receive a Worklist Notification on their Navigation screen letting them know they have an item needing attention. Approvers have four choices: • Accept – Approver approves the requested transaction (change) and the transaction

automatically routes to the next Approver in the list. When the final Approver ‘Accepts’, system is updated.

• Return for Correction – Sends the requested transaction back to the Initiator, with comment(s) about what should be changed. When Initiator makes the requested change and submits the transaction, transaction will go through the approval process again. Alternatively, Initiator can cancel the transaction request entirely.

• Update Action – Approver makes a change to the requested transaction and approves it, thereby forwarding the changed transaction to the next Approver in the list.

• Reject – Approver cancels the entire transaction request. No update is made to the system, and transaction does not route to any subsequent approvers.

NOTE: The Approve and Reject buttons appear at the top and bottom of the open Notification item. The Update Action and Return for Correction links appear in the Related Applications section of the open Notification item. HINT: Approvers who have a transaction requiring their response (approve, reject) will also receive a copy of the transaction directly in their TKE Outlook email inbox. After opening the email, the approver will see all transaction details, and the Approve and Reject buttons. The approver can respond to the transaction request directly from the Outlook email by clicking either the Approve or Reject button in the body of the email, and then clicking Send. There will be no further need for the Approver to log into the e*source system to open/review their Worklist Notifications if they have responded to the transaction via Outlook email. The transaction Initiator (you) will receive a Notification in their Worklist when each Approver has actioned the transaction (approved, rejected, etc), although the Notification received from subsequent approvers in the approval hierarchy will replace the previous Notifications. For example, let’s assume there are two approvers of a Job Title Change request. When the initiator submits the transaction it will be automatically routed to the first approver in the hierarchy. When the first approver approves the item, two things happen simultaneously: (1) a Notification is returned to the Initiator with the status of the first level approval; and (2) the transaction is automatically routed to the second approver. When the second approver actions the item, a Notification is returned to the Initiator with the status of the second level approval. If the Initiator has not yet opened the first Notification, it will disappear from the Worklist, as it is no longer the most current status notification on this transaction.

Step Action 1. Open a Notification in your Worklist by clicking on it’s Subject line link.

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Step Action 2. The displayed page represents both the current and proposed information; changed

fields are marked with a blue dot. You may need to scroll down the page to see all of the fields in this transaction.

Step Action 3. Select your response to this request. Remember, the Approve and Reject

buttons appear at the top and bottom of the page. The Update Action and Return for Correction links appear in the Related Applications section of the open Notification item.

4. Remember to include a comment in the Response field if you are Returning for Correction or Canceling the Transaction, so that the Initiator understands your reasons.

5. Clicking the Update Application link will open the transaction, and walk you through each screen, allowing you to modify the request before clicking Submit to forward it on the next approver.


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Adding an Attachment to an Administrative Self Service Transaction Within some e *source Administrative Self Service transactions, you are able to attach a file from your computer to the transaction. Anyone who is an Approver of the transaction will see the file that you have attached, although the attachment will not be saved to the system. As an example, you may choose to attach a copy of an employee’s resignation letter or approved Termination Request form to the electronic Termination Request transaction; or you may attach a copy of the employee’s mid-year performance appraisal to the electronic Compensation Change transaction.

Step Action 1. If a transaction allows you to include an attachment, you will see the Attachments:

Add button in the Additional Information section of the transaction Review page. To start, click the Add button.

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Step Action 2. Complete the Attachment Summary Information fields:

• Enter a Title for the attachment you will be adding. • Enter a brief Description of the document you are attaching. In the Define Attachment section: • Click the File radio button • Click the Browse button to search your computer directory for the file.

Step Action 3. Once you have located the file in your directory, click on the file name and

then click the Open button to complete the attachment. Once the file path populates the File field, click the Apply button.


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Step Action

4. You can verify the attachments by scrolling down the Review page to the Additional Information section and clicking the View link.

Step Action 5. Any files you have attached to the transaction will be displayed. You can

Update or Delete these attachments on this screen. The Publish to Catalog selection is not active.

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Downloading Employee Data to Excel Some hourly union employee may be downloadable to a Microsoft Excel spreadsheet, to assist a Manager with data analysis. To assist a Manager by downloading this data, you must access the hourly union employees’ records through the Employment link by selecting a View you have previously created. After logging on you will land at the Navigator Home page. The left side of the window lists your role(s) in the application (e.g. TKE Administrator Self Service). Once you select your TKE Administrator Self Service role, the right side of the window will display links to your employee’s information.


Employment Step Action

2. Click the Advance Search link to search for a group of employees.

Step Action

3. Click the Add Another dropdown arrow for a list of additional criteria that can be added to your search. In this example, we’ll select Organization and click the Add button, to search for all employees in a particular Org.


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Step Action 4. Enter an Organization for which you are responsible and Tab. To select an Org

from a returned list, click the Quick Select icon next to the desired Org name. Hint: Select the top-level Org within a Branch to display all branch employees.

For instance ‘Denver’ will return all employees in any Denver org, irrespective of which specific sub-org they reside in.

Step Action 5. Select the employees’ whose data you would like to view. You may check the

employees’ one at a time or click the Select All link to select all of the employees’ on that page. Click the View Selected button to display these employees’ data.

Step Action 5. Employees’ current Assignment and Salary data will be displayed on the appropriate

tabs. Either set of information can be downloaded (the visible columns) by clicking the Export Data button on the bottom of the tab.

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Step Action 6. Save the .csv file to your computer. Do not change the file extension when you

save the file.

7. To open the saved file, first launch Microsoft Excel, and then use the File>Open

command to search for and open the .csv file you just saved. Hint: Remember to set the Files of Type field to All Files when searching for your saved file in Excel. Once you’ve selected the file to open, click the Open button.

Step Action 8. In the process of opening your file in Excel, you may receive pop-up boxes

requiring a response. Select the affirmative answer to each of these. Once your file has opened, save it as an Excel file (.xls extension) to your computer.

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