HBS Introduction. HBS Overview. Huntington Business Systems (HBS) is an application that:

Transcription

1 HBS Overview Huntington Business Systems (HBS) is an application that: Is a web-based timekeeping system accessible via the internet o Available Hours: Daily, Sunday to Saturday 24 hours/day, except for planned downtimes Streamlines the timekeeping process and minimizes data touches and paper handling. Users can: o Record and approve leave hours and work hours o Submit leave requests, which will auto populate timesheets and ease completion when approved o View and edit time and attendance history o View leave accruals and balances Provides automated notifications with reminders and status updates Is in accordance with current UCSF HR pay and leave rules, policies, and labor contracts o Automates complex pay rules and policies and eliminates most manual payroll calculations HBS Introduction Page 1 of 9

2 HBS Computer Requirements/Access HBS is web-based, thus users will require a computer with internet access. Browsers recommended by HBS and supported by OAAIS: PC users with Windows XP or Windows 2000: o Internet Explorer (version 8.0) o Internet Explorer 8 must be used in Compatibility View (see IE 8 Compatibility Requirements) Mac users with OS X: o Firefox (version 3.0) o Safari (version 5.0) Other technical requirements HTTP ports and HTTPS ports: open if using SSL Cookies: enabled Pop-ups: enabled Java: not required Flash: not required Computer Access Options: Department Options: o Employee s individual desktop computer o Shared computer with another employee o Department centralized computer UCSF Campus Kiosks managed by Campus Life Services and located at: o Millberry Union Fitness Center o Millberry Union Food Court o Nursing Mezzanine at Parnassus o Parnassus Housing Office o Laurel Heights Café o Carmelina s at MCB o Mission Bay Fitness Center Remote Access to HBS is available from any computer with internet access using VPN. o Refer to VPN Job Aid available on HBS website: HBS Introduction Page 2 of 9

3 Internet Explorer 8 Compatibility View Requirements To access IE 8 Compatibility View: 1. Compatibility View icon: OR 2. Select Compatibility View from Tools Menu: HBS Introduction Page 3 of 9

4 Organizational Structure The organizational structure for maintaining HBS consists of the following roles in three levels: Level Role Name Key Responsibilities Monthly Employee Bi-weekly Employee Records leave (not work hours) on monthly timesheet Records work hours and leave on bi-weekly timesheet Campus Departments Approver Approves timesheets on a monthly/bi-weekly basis HR Admin Manages employee access, set up, and compliance of timesheet activity, including: o Processing transactions in closed periods o Coordinating with HBS Processing Center and Campus Payroll Management Group Owner (1 per Management Group) Same as HR Admin plus serves as primary HBS contact for the entire department Functions as Timesheet Group Owner: owns all Timesheet Groups within the Management Group HBS Processing Center HBS Central Processor HBS Central Supervisor HBS Application Support Process retros in HBS triggered by department activity Process changes to Employee leave balances and access Campus Payroll Campus Payroll Processor Monitor leave balance reconciliations between OLPPS and HBS Ensure timesheet compliance at the campus level Coordinate separations with HBS Processing Center HBS Introduction Page 4 of 9

5 Roles What you see and can do (or cannot do) in HBS is determined by the rights associated with your given role. Everyone with the same role has the same rights. Employee Role Employees are able to: Log-in to HBS Navigate HBS system Employee Tasks in the Menu Bar Timesheet (current pay period) Leave Requests Balances Change Password Enter and edit hours Add notes View audit trail Complete timesheet Submit and edit leave request View the status of previous leave requests View balances, balance details, balance summary Change own password History tasks in the Menu Bar View own timesheet Add notes View audit trial Complete own timesheet Messages in the Menu Bar View messages sent globally Review notifications about oneself Review notifications about oneself HBS Introduction Page 5 of 9

6 Approver Role Approvers have the same capabilities as employees PLUS are able to do the following: Managers Tasks in the Menu Bar Timesheet Group (current pay period) Employee Balances Leave Approvals Delegate Authority Administer Passwords Attendance Review at a glance information for employee timesheets View employee balances, balance details, balance summary Approve or deny leave requests Change original leave decision Delegate authority to another Approver Reset employee password Review clock-in transactions from Badge Reader and Web Clock History tasks in the Menu Bar Timesheet Group (closed pay period) Review at a glance information for employee timesheets Messages in the Menu Bar Review notifications about the employee for whom you approve timesheet Employee Setup tasks in the Menu Bar Employee Master Review employee data Messages in the Menu Bar Review notifications about employees for whom you approve timesheets HBS Introduction Page 6 of 9

7 HR Admin Role HR Admins have the same capabilities as Employees and Approvers AND are able to do the following: Employee Setup tasks in the Menu Bar Employee Master Complete employee set up tasks for your Management Group Manager Tasks in the Menu Bar LAST,FIRST Delegate Authority Assign Timesheet Group Schedule On Call View role access levels Create/setup timesheet groups Assign timesheet group owner Assign employees to timesheet group View and assign a schedule to an employee Create new schedules Assign, edit, and view on-call schedules History tasks in the Menu Bar Timesheet Group (closed pay period) Edit and approve history timesheets Messages in the Menu Bar Review messages about employees in your management group Reports tasks in the Menu Bar Run various HR Admin reports in your management group Administrative Tasks in the Menu Bar Review finalized retros for employees in your management group HBS Introduction Page 7 of 9

8 MGO Role MGOs have the same capabilities as HR Admins AND are able to do the following: Serve as the primary person who maintains overall responsibility of the Management Group and the go-to person for department employees and HR Admins regarding HBS Function as Timesheet Group Owner Receive certain HBS notifications that other roles do not HBS Introduction Page 8 of 9

9 System Structure A complex inter-relationship exists between different databases to support timekeeping and payroll processes. There are five main systems that share, transmit, and store payroll data: OLPPS, Adhoc, PeopleSoft, WebLinks, and HBS. In order for HBS to process time and attendance information, the system needs a subset of OLPPS data. Given this dependency, it is critical that the data shared between HBS and OLPPS be accurate, timely, and in sync. When the data is not in sync, this can cause major problems in HBS. Refer to training on EDB/OLPPS data entry for more details on required keying practices. Payroll Processing Database Relationship AdHoc HBS Various Interfaces OLPPS EDB, CLS, PAR Various Interfaces PeopleSoft WebLinks IMPORTANT: HBS requires accurate and timely EDB data! Appointments/Distributions LOA New Hires/Separations Refer to the appropriate EDB Bi-Weekly Training for guidance on how to enter appointment and distribution data: EDB/OPTRS Training - Monthly EDB/OPTRS Training Bi-Weekly HBS Introduction Page 9 of 9