ssm manager self service (mss) – time management for … documents/ssm... · 2019. 5. 14. ·...
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SSM Manager Self Service (MSS) – Time Management for Managers 9/8/2014
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Logging In
1. Launch Internet Explorer 2. Locate and click on the MyHR icon:
If you are accessing MyHR INTERNALLY:
Click the MyHR icon located on your entity’s home page.
If you are accessing MyHR EXTERNALLY: Go to www.ssmhc.com and click the MyHR icon. The following Network Log On screen will appear:
Log on to the network using your Active Directory (Network) ID and password.
3. The MyHR login screen will appear:
4. Log in to MyHR using your Active Directory
(Network) ID and password.
5. Click LOG ON. Your Manager Self Service home screen will appear.
Navigating Tips Use single clicks to access all menus and
commands in MyHR.
Always use MyHR’s BACK and Refresh buttons
instead of your web browser’s buttons.
Click to Display Quick Help including access
to quick reference cards.
Click to close any open windows
Quick Reminders Managers/Timekeepers are expected to
review/approve time every Friday and always on
payroll Monday
The day divide/work week end is 7am on
Sunday. All time entered prior to 7am Sunday
must be approved by 10am on Monday in order to
be paid on the employee’s CURRENT paycheck
Managers MUST regularly review the Meal Period
report and follow up with employees who are not
taking 30 minute uninterrupted meal break
Getting Started 1. You may wish to change the view of your Home
page to view your direct reports. The GRID view
(default) includes employee pictures or silhouettes.
If you have several direct reports, the LIST view may be
preferred.
2. Click the LIST icon
http://www.ssmhc.com/
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SSM Manager Self Service (MSS) – Time Management for Managers 9/8/2014
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The list view will appear and you will click the employee
menu icon to get started
3. If you need to search for an employee, you may
enter their name or employee ID in the attribute field. Click the magnifying glass to start search.
Time Management “On Behalf of”
Functionality 1. From MSS Home Page, click the employee menu
2. Select Time Management on Behalf of
3. Three options are available: View EMTO/EMB balances, View and employee’s Time Statement, Record Working Time. Select the desired function to continue.
Note: Exempt (Salaried) employees will have access to enter exception time (absences) and mileage directly onto timecard for your approval. Nonexempt (hourly) employees will not have access to directly edit their timecards.
Record Working Time 1. Follow steps 1-3 above selecting Record Working
Time 2. The employee’s timesheet will open in a separate
window. 3. Click the row to select the appropriate date for
time entry
4. Click the selector icon in the Abs/Attd Type
field. The selector icon will appear once you click in the field.
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5. Click the line to select the appropriate Attendance / Absence type from the list, it will populate into timecard
Note: All attendance types for hourly employees should
be entered with a Start Time and End Time. Time must
always be entered in pairs. All absence types for hourly
employees should be entered as total number of hours
worked. All activities must be entered on separate lines
on the timesheet.
6. Enter the time employee started this activity in the Start Time field. Ex: 08:15 am.
7. Enter the time employee stopped this activity in the End Time field. Ex: 05:30 pm. **You will receive an error message if the time format is entered incorrectly. The format should be HH:MM**
Remember: If you are entering an Absence, you do not need to enter a start and end time, you will only need to enter a total number of hours in the Content field.
8. Click to update Actual and Content fields.
9. Click located at the top of the page to save the entry. This action also sends the entry to the manager dashboard for approval.
To record more than one absence/attendance type for the same day:
1. Click the row to highlight where you would like to add another line
2. Click Insert Row. A new row will appear.
3. Repeat steps 4-9 above for time entry.
To leave a note for about the time entry:
1. Click . The Details pop-up will appear. 2. Type a note in the Note field, click OK.
To delete data for a row:
Click in the appropriate row.
Recording Meal Period Hourly employees will be required to record their meal
period out and in daily. If an employee misses a meal
period punch, the manager will need to enter with
documentation from employee.
Note: If employee works 2nd or 3rd shift and meal period
occurs in the next day, you will enter the meal period on
the next day (not the day shift started)
Missed punches are visible not only on timecard but
also on the Time Summary report under the column
titled Missed Clk
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Recording On Call On Call will be entered with a Start Time and End Time
for nonexempt employees. Managers are suggested to
enter on-call schedule in advance due to pay rule that
employee must be on call in order to receive call back.
This will prevent errors from occurring on the timecard
when employee is called back to work.
1. On timecard, select the attendance type On-Call
2. Enter On-Call shift Start Time and End Time
3. Approve and Send when finished with entry
Recording On-Call for a 24 Hour Period
If work shift ends at 3:30pm on Friday and employee is
on call until next shift begins at 7:00am on Monday
morning the On-Call would be entered as shown below.
Note: if shift start time is actually 8:00am you will enter
8:00am-8:00am on Saturday and Sunday.
Friday: 3:30pm-07:00am (This is also an example of
how on-call is entered to cross over a day)
Saturday: 07:00am-07:00am
Sunday: 07:00am-07:00am
Allocating Time to a Different Cost
Center
1. In the Receiving Cost Center column, click to
search for a cost center.
2. Click
3. Enter either the full 8 digit cost center or 4 digit
department number with an asterisk (*) and
then Click Search
4. Click the line of the correct cost center and it
will populate in timecard
5. Proceed to enter time in steps 4-9 above under
Record Working Time.
Note: Salaried employees needing to allocate time
to a different cost center could enter Regular
Attendance in order to perform transfer of hours on
the timecard.
Recording LOA Time for an Employee Listed below are the absence types used for LOA.
Choose the appropriate type and enter the total
amount of hours per day in the Content field.
FMLA- PTO FMLA- EMB/EMTO FMLA- Unpaid Non FMLA- PTO Non FMLA- EMB/EMTO Non FMLA- Unpaid Military LOA - PTO Military LOA - Unpaid
Recording Occurrences - Unscheduled
PTO and Tardy
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If the employee takes PTO that was unscheduled,
‘Unscheduled PTO’ should be entered on the timecard
in order to track this occurrence.
If the employee is Tardy:
1. Insert a line on the appropriate day
2. Select the attendance type Tardy
3. Indicate the total minutes/hours late into the
Content field
Managers will be able to see these occurrences on the
Time Summary report.
Quick List of Editor Functions Please note which activities require a time in/out rather
than total number of hours on timecard:
Orientation – Classroom
Hold Over
Witness/Jury Duty
On Call (entered as a time in/out)
Critical Shift (entered as a time in/out)
Tardy, No Call, No Show, Unscheduled PTO
PTO/EMTO/EMB/FMLA/Non FMLA/Military
Leave
Bereavement (specify relationship)
Unpaid Hours (Sick, Called in, No show)
Availability (entered as a time in/out)
Low Census No Pay – Mandatory or Voluntary
(entered as a time in/out)
Low Census PTO – Mandatory or Voluntary
(enter as a time in/out)
Call Back Off Site
Modified Work Duty
Work Comp
Office Closed
ECMO (entered as a wage type)
SANE (Levels 1-3, entered as a wage type)
Patient Sitter (Regular, Alt Rate 1, Alt Rate 2)
View PTO/EMTO/EMB Balance 1. From Employee Menu, select View
PTO/EMTO/EMB Balance 2. A new window will appear to view total balances of
both accounts 3. Click X to close window
NOTE: If you want to view all of your employee’s PTO/EMTO you will run a report titled Absence Quoas
View Time Statement 1. From Employee Menu, select View Time Statement 2. A new window will appear defaulting to the current
day 3. Enter the desired date range and click Show to
update
4. You can save or print this pdf 5. Click X to close window
Reviewing and Approving Time Managers are encouraged to review and approve time
on a weekly basis. The default period on your Time
Recording Dashboard is one week so it is helpful to
begin this practice of weekly review and approval.
Time Recording Dashboard Your Time Recording dashboard report appears on your MSS home screen with the status of your employee’s timesheets:
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Time Approval Before approving time, managers are encouraged to
utilize the Time Summary report to analyze timesheet
details.
There are two different ways to get to the Time
Approval screen. You may either click Details on the
Time Recording Dashboard or click Time Approval from
the Home page menu.
Option 1: Option 2:
1. Once you reach the Time Approval screen, the default selection is your direct reports for the current week. You may change the period and include indirect reports if needed.
2. Two tabs for approving time will appear:
TAB 1- Time Recording Status for My Team
Displays the status of employees’ timecards.
Allows you a quick review of recorded hours vs. planned hours
NOTE: under the Recorded Time column, this is a total of hours that “count towards 40”
3. Click on the recorded time if you would like to review all time entry detail
Tab 2 - Collective Approval
Displays employees’ time by period (week)
Allows manager to approve or reject ALL time one week at a time for EACH employee
1. Click the arrow under Approval and select APPROVE or REJECT ALL. If time is rejected a reason must also be selected.
2. Click SAVE when finished
3. If manager needs to reject only some entries, click the value under the recorded time column for that period
4. The employee’s time will appear in a daily view in a section titled Individual Approval
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5. Click the down arrow in the Approval column to
Approve or Reject individual entries. 6. Click SAVE when finished
Reminder: Exempt employees only need to report exception time (PTO/EMTO, Mileage, etc.). They will only appear on the dashboard when time is entered to be approved.
Reviewing Time
Employee time may be reviewed in the dashboards as mentioned above; however, there are several reports that may be more efficient.
Using the Time Summary report
This report provides a summary of each employees time by attendance/absence code by period (or other selection) similar to KRONOS home page
1. From Reports tab, click on Time Summary 2. Period will default to current, click to Run report
Manager can:
Get a quick glance at total worked hours vs planned hours to identify potential overtime or missing absence entries
Double click into a cell of a column to see detail by day for that code by employee
Highlight a row and click Go To Timesheet to review or enter additional time if needed
Identify salaried employees with this icon
Other highlights of this report are inclusion of all hours (not just approved), mileage, and exceptions like Unscheduled Absence, Tardy, Meal Periods, etc.
Status on this report indicates:
Green – no exceptions and total work hours equal or exceed planned hours
Yellow – exceptions or total work hours less than planned hours
Red – missed clock entries
Using the Time Sheet report
The timesheet report will give you all of the details of the timecard organized by attendance/absence type.
1. From Report tab, select Time Sheet report 2. Default is current period but may be changed on
selection screen prior to launching report
3. Click to run report
The default layout shows:
Time in/Time out
Attendance/Absence type
Last changed
Timecard Comments (under Name column)
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Receiving Cost Center (if time was distributed)
Status of time a. Released for approval (to be approved
by manager) b. Approved for payroll
NOTE: There are several other layouts of this report that are helpful in labor analysis
1. To select a different layout, click Choose
2. Select the layout titled Totals by Attendance/Absence type from list
3. Click the black box next to the SUM column to expand to see detail
This report view could help you to see trends over a specified time period such as PTO taken, On-call vs Call Back hours, etc.
NOTE: there are several other layouts of this report as well as other Time reports. Just click Choose on any report to see what is available!
Using the Display Working Times Report
This report will also give you all of the details of the
timecard however this report is organized by employee
by day.
4. From Report tab, select Time Sheet report 5. Default is current period but may be changed on
selection screen prior to launching report
6. Click to run report
SAP Inbox Creating a Substitution – To designate another person to perform your SSM Manager “Time” tasks, you can create a substitution rule.
NOTE: Your one up supervisor will have the ability to approve your employee’s time in your absence. A substitution rule is only necessary if you want to delegate another manager to approve time in your absence.
Please see quick reference cards below for step by step instructions on managing substitutions:
How to create a substitution rule
How to fill in for another manager
Team Team Calendar - Displays a calendar of your team or all employees under your subordinates’ availability for a specific time period. You can view by Month, Quarter, and Year. You can select specific team members by clicking Select Team Members and Print Team Calendar.
Other Helpful Time Reports See reports under Time Management. Please refer to
the quick help on reporting for detailed instructions:
How to access reports in MyHR
Absence Quotas – view one or all employees
PTO/EMTO balances
Meal Period – view short meal periods, long
meal periods, missed meal periods, or missed
https://www.ssmhc-apps.com/myhr/Shared%20Documents/How%20to%20Create%20a%20Substitution%20Rule%20to%20Approve%20Time%20in%20Manager%20Self%20Service.pdfhttps://www.ssmhc-apps.com/myhr/Shared%20Documents/How%20to%20Fill%20in%20For%20Another%20Manager%20to%20Approve%20Time.pdfhttps://www.ssmhc-apps.com/myhr/Shared%20Documents/How%20to%20Access%20Reports%20in%20Manager%20Self%20Service.pdf
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SSM Manager Self Service (MSS) – Time Management for Managers 9/8/2014
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punch on a meal period to monitor and address
employee behavior
Exceptions
Other Helpful Materials
Frequently Asked Questions on Time Entry
How to create a personal value list
How to change default view of timesheet
List of Attendance and Absence Types
Manual Timesheet
Timesheet Edit Request Form
.
Need Help with MyHR? Call the Technology Service Center
(TSC) at 1-866-776-4357.
In St. Louis, call 314-644-7345.
https://www.ssmhc-apps.com/myhr/Shared%20Documents/Frequently%20Asked%20Questions%20for%20Time%20Entry.pdfhttps://www.ssmhc-apps.com/myhr/Shared%20Documents/How%20to%20Create%20a%20Personal%20Value%20List%20for%20Att%20and%20Abs%20Types.pdfhttps://www.ssmhc-apps.com/myhr/Shared%20Documents/How%20to%20Change%20the%20Default%20Timesheet%20View.pdfhttps://www.ssmhc-apps.com/myhr/Shared%20Documents/Attendance%20and%20Absence%20Codes.pdfhttps://www.ssmhc-apps.com/myhr/Shared%20Documents/Standard%20Time%20Sheets/Manual%20Time%20Sheet.pdfhttps://www.ssmhc-apps.com/myhr/Shared%20Documents/Standard%20Time%20Sheets/Time%20Card%20Edit%20Form.pdf