Self Service - System Access. Guide for Users Updated on 1 December 2015

Transcription

1 Updated on 1 December 2015

2 Contents Getting Help... iii Security Access Requests... 1 ehr timesheet security access request... 2 eappoint security access request... 9 Recruiting security access request Review your online security request history ii

3 Getting Help ehr Online Learning You will find a collection of online tutorials and user guides for ehr systems at: Check out the Getting Started topic before you start browsing the online content. HR Client Services If you experience difficulties logging into ehr or online tutorials, contact HR Client Services: Call: ext or hr@ryerson.ca Technical Help To access any Ryerson system, you must first activate your Ryerson identity by completing the web form available at: If you experience difficulties logging into ehr via the Ryerson portal using your RyersonID, contact the CCS Help Desk: Call: ext or help@ryerson.ca Supported Browsers Firefox Safari OSx Chrome Desktop version 24.x, 35.x 17.x, 24.x, 30.x 7.x Internet Explorer WIN 7 9.x, 10.x, 11.x Compatibility Off Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information in the official documents will prevail. The information contained in this document can change without notice and is not guaranteed to be error-free. If you find any errors, contact HR Client Services at (416) or hr@ryerson.ca. iii

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5 Security Access Requests This content will assist you with using self-service to submit security access requests. Security Access Request forms is a self service application that provides you with a clear view of your security access rights to various applications in ehr. Whether you are requesting access or viewing unapproved security requests for access, the familiar ehr interface enables you to update and review your personal security access requests. By the end of this section you will be able to: Submit security access requests Check your security access request history This section applies to: Employees who report and approve payable time online 1

6 ehr timesheet security access request Time management and reporting within 'Manager Self Service' enables managers and administrators to approve employee time online. In a supervisory role at Ryerson, you may need to have access to ehr's Manager Self Service options to approve reported time for employees. Do you supervise other employees? Managers/supervisors with direct reports are automatically given access to approve their direct report's time sheets. If you will approve time or report time for employees as part of your job, then you must update your ehr security to get access to 'Manager Self Service' Do you need to approve or input time? Depending on your role, you may have the responsibility of reporting time for employees. If this is the case, you will need to update your personal ehr security to get access to 'Manager Self Service'. Procedure In this topic you will learn how to submit a timesheet security access request. 1. Navigate to the 'Security Access Request' menu. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the System Access menu. 4. Click the Security Access Request menu. 5. Click the Create ehr Time Sheet Security Access Request link. 6. The employee job details section provides details about your active job. 7. Specify the begin and end dates for the request, or leave the 'End Date' field blank to set-up a request that will not expire. 2

7 8. Depending on your role, select the option that best describes your access request. Note: If you are a manager/supervisor with direct reports, you will automatically be given access to approve your direct reports time sheets. 9. Decision: Please make a selection from the options listed below. Alternate Approver Go to step 10 Inputter Role Go to step 24 Viewer Role Go to step In this example, you will select the role that will set you up as an alternate approver for time sheets in a department for two employee classes. Click the Alternate Approver - (Access To Approve Time Sheets by Department option. 11. Select the department. Click the Look up Department (Alt+5) button. 12. Click the D14001 link. 13. Use the '+' to add more departments if needed. 14. Use the 'All Employees Classes' option to include all employee types in your access request. 15. Select an employee class. Click the Look up (Alt+5) button. 16. Click the Employee Classification link. 17. Click the Add a new row at row 1 (Alt+7) button. 18. Click the Look up (Alt+5) button. 19. Click the Employee Classification link. 3

8 20. Click the Next button. 4

9 21. All security requests require authorization from your direct manager or any other eligible approver. By default, your direct manager is selected. If needed, choose another approver. Click the Submit button. 22. Your security access request has been submitted to your approver. Follow-up with your approver if there are delays in approving your request. Once your security access has been set-up, you will receive an with details of your completed security access request. Refer to your security access request history menu for the current status of the request. 23. End of topic. End of Procedure. Remaining steps apply to other paths. 24. In this example, you select the role that will enable you to input time for a department and one employee class. Click the Inputter Role - (Access Input and View Time Sheets) option. 5

10 25. Click the Look up Department (Alt+5) button. 26. Click the D14001 link. 27. Use the '+' to add more departments if needed. 28. Use the 'All Employees Classes' option to include all employee types in your access request. 29. Click the Look up (Alt+5) button. 30. Click the 503 link. 31. Click the Next button. Go to step 21 6

11 32. In this example, you select the role that will enable you to view time sheets for a department and one specific employee class. Click the Viewer Role - (Access to View Time Sheets) option. 33. Click the Look up Department (Alt+5) button. 34. Click the D14001 link. 35. Use the '+' to add more departments if needed. 36. Use the 'All Employees Classes' option to include all employee types in your access request. 37. Click the Look up (Alt+5) button. 38. Click the 503 link. 7

12 39. Click the Next button. Go to step 21 8

13 eappoint security access request 'eappoint' enables administrators to process appointments into ehr for locally recruited applicants employed in a variety of temporary jobs. 'eappoint' also allows you to perform other types of transactions such as: completing job changes, and changes to hours and contract terminations. There are two roles in eappoint that enable you to process appointments, complete job changes and/or approve transactions: Initiator Role Appoint or change data for any or all of the following employee types: 'CUPE Unit 1 - Sessional & Part Time Instructors' 'CUPE Unit 2 - CE Instructors' 'CUPE 3 Unit 3 - Teaching Assistants, Graduate Assistants, Invigilators and Lab Monitors' 'Non-union Casual (Part Time)' 'Research Assistants (RAs)' 'Workstudy students' 'Token payments - Honorariums under $500, Guest Lecturers (non employee payments)' 'Graduate Student Stipends (GSS)' Validator Role Verify and review the contract details and approve appointments or change transactions before these are transferred into ehr. Do you need to appoint part-time employees? Depending on your role, you may have the responsibility of entering contracts or submitting 'data change transactions' into ehr. If this is the case, you will need to update your personal ehr security to get access to eappoint as an 'initiator'. Do you need to approve contracts or data changes to employee records? Depending on your role, you may have the responsibility of approving contracts or 'change transactions' into ehr. If this is the case, you will need to update your personal ehr security to get access to eappoint as a 'validator'. 9

14 Procedure In this topic you will learn how to submit an eappoint security access request for an initiator. 1. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the System Access menu. 4. Click the Security Access Request menu. 5. Click the Create eappoint Security Access Request link. 6. The employee job details section provides details about your active job. 7. Specify the begin and end dates for the request, or leave the 'End Date' field blank to set-up a request that will not expire. 8. Depending on your role, select the option that best describes your access request. In this example, you will select the 'Initiator' role that will enable you to appoint two types of employees for a department. 9. Click the eappoint Initiator For Department option. 10. Select the department. Click the Look up Department (Alt+5) button. 11. Click the D14001 link. 12. Use the 'All Employees Classes' option to include all employee types in your access request. 13. Select an employee class. Click the Look up (Alt+5) button. 14. Click the Employee Classification link. 10

15 15. Click the Add a new row at row 1 (Alt+7) link. 16. Click the Look up (Alt+5) button. 17. Click the Employee Classification link. 18. Click the I certify that all related learning has been completed pertaining option. 19. Click the Next button. 20. All security requests require authorization from your direct manager or any other eligible approver. By default, your direct manager is selected. If needed, choose another approver. Click the Submit button. 21. Your security access request has been submitted to your approver. Follow-up with your approver if there are delays in approving your request. Once your security access has been set-up, you will receive an with details of your completed security access request. Refer to your security access request history menu for the current status of the request. 22. End of topic. End of Procedure. 11

16 Recruiting security access request Administrators, hiring managers, and approvers to recruit and hire candidates to complete the full cycle of local recruitment online. Currently, the recruiting system is limited to the 'CUPE Unit 3' and 'CUPE Unit 2' hiring only, however HR will introduce online recruitment for other employee types during the next year. Procedure In this topic you will learn how to submit an ehire security access request for a recruiter. 1. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the System Access menu. 12

17 4. Click the Security Access Request menu. 5. Click the Create Recruiting Security Access Request link. 6. The employee job details section provides details about your active job. 7. Specify the begin and end dates for the request, or leave the 'End Date' field blank to set-up a request that will not expire. 8. Depending on your role, select the option that best describes your access request. In this example, you will select the 'recruiter' role that will enable you to hire one job family for a department. 9. Select the department. Click the Recruiter For Department option. 10. Select a department. Click the Look up Department (Alt+5) button. 11. Click the Department link. 12. Use the 'All Job Families' option to include all employee types in your access request. 13. Select the job family for the department. Click the Look up (Alt+5) button. 14. Click the Job Family link. 15. Click the I certify...option. 16. Click the Next button. 17. Click the Submit button. 13

18 18. Your security access request has been submitted to your approver. Follow-up with your approver if there are delays in approving your request. Once your security access has been set-up, you will receive an with details of your completed security access request. Refer to your security access request history menu for the current status of the request. 19. End of topic. End of Procedure. 14

19 Review your online security request history Use the history page to view a list of all your 'Security Access Request' transactions. Procedure In this topic you will learn how to review your security access request history. 1. Navigate to the 'Security Access Request' page. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the System Access menu. 15

20 4. Click the Security Access Request menu. 5. Click the Review My ehr Online Security Change Request. link. 6. All of your security access requests display with details including 'Request ID', dates, etc. 7. The history page displays the status, request dates and the approval monitor link to view the approver of the transaction. To view the details of a transaction, click the security request type. Click the ehr time sheet link. 8. This page shows all the information that you have entered in your security request. 9. When you are finished, click the Return To List button to return to the previous screen. 10. Click the Return to Main Menu button. 11. End of topic. End of Procedure. 16