Common Employee / Manager Self-Service Customizations

Join RPI while we present common Employee Self Service/Manager Self Service customizations. Take the employee and manager self service experience to the next level, streaming everyday HR activities while watching this new webinar. Part of our Winter Webinar Wonderland series.


Keith Wayland: All right. Let’s go ahead and get started. Good morning everyone. My name is Keith Wayland from RPI Consultants. I want to thank you for taking the time to attend this very excellent presentation titled Self Service Santa: Your Custom Wishlist. We have a great set of presenters here, Miss Melissa Olsen, Mr. Jeff House, and Miss Jackie Dudas. These are masterminds that can make any of your Self Service dreams come true. They’re very excited to talk about some of the things they’ve done and they were able to accomplish through this.

Before I hand off the ranks to them, however, a few housekeeping items. One of them is there should be a live video feed. You should be able to toggle the screen and the PowerPoint to your liking. Number two, we love questions. Melissa, Jeff, and Jackie love questions. If you have any questions, please type them into the ‘Go Webinar’ questions box and we’ll ask them as time allows or towards the end of the presentation. Third and most importantly, we will be recording, in fact, we’re already recording this presentation, and we will be putting it on YouTube and on our website and sharing that link. Give us a couple of days as we’re doing a few of these, but it will be something to see and share in the future. Without further ado, I give you Self Service Santa: Your Custom Wishlist. Ahhhhh!

Melissa Olsen: Thank you Keith. Oh, yeah. Welcome to our presentation. We have done a similar one earlier this year, so if you’ve been to it, you might see a couple of slides that are the same. We have done a lot of new Self Service projects over the past year, so we’ve added and incorporated some new things that we’ve seen from clients in the past few months, especially during open enrollment this year. Who we are? Again, if you’ve been to any of our presentations or coming to any throughout this winter extravaganza of webinars, you may see this slide a ton. Basically, we’re a full service Lawson support consulting firm. Anything from upgrades, installations, implementations, process re-engineering.

We’re at over 50. Last time we did this we were at 40. Now we have over 50 consultants countrywide. We’re based out of Baltimore, but again, we’re located all over. We have a consultant near you. For those of you who are thinking about implementing Self Service or have just started to implement, and want to know what the capabilities are, we’ll kind of go over what you can do with Self Service. Then, we’ll talk about how you can deliver functionality or handbooks or different kind of information to different types of groups, so everybody doesn’t see the same thing when they log in.

Then, we’ll give you some examples of Self Service, some employee modifications that we’ve done, some Process Automation and Employee Self Service examples, and then we’ll move to Manager Self Service and do the custom modifications and the IPA work that we’ve done behind those. Okay. Again, this is all RPI not Infor. A lot of these things done were in version 9X, so a lot of the screenshots you see are going to be an older version, but we are doing this and we are upgrading these to version 10 as we’re doing those upgrades. All of this functionality is available in version 10 as well.

Okay, so what is Self Service? It’s basically the area that you can give your employees and your managers to view their information, take action on their information, and make changes on their information. Again, a lot of people are still using paper. A lot of people may have a combo of a little web app that creates a spreadsheet that gets mailed to HR, still is impossible for manual intervention or a paper file, and what your goal is with Self Service is to get rid of all the paper, the spreadsheets, the areas of tracking in different components, and put everything in one spot for your employees. An easy spot for them to find anything HR related.

It’s kind of small here, but this is what’s delivered out of box. I’m not going to read through everything. You’ve basically got a slew of things that you can either push out to your employees, or you can just phase it and give them a few things at a time, view only. Don’t allow them to make any changes. All of these components are able to be hidden, and all of them can be customized. Some of the generic custom bookmarks, again this is not customization to the code behind ESS or MSS, but just bookmarks that you can create that we’ve seen a lot of companies do.

It links to your companies intranet. Your frequently asked questions, so if you want to do a little video or put a form out there to help your employees navigate Employee Self Service, sign up for open enrollment, any of the thing they need to do for on-boarding checklist, you can create that video or create that content and create a bookmark to link them out to it straight from ESS. Their benefits guides, their employee handbooks, again this is going to be a one-stop shop for everything HR, so you want to put your links out to your benefit providers, your 401k providers, or your retirement providers, that way they don’t have to go to a bunch of different areas to figure out where they need to go. Also, their time entry, if they’re not using a clock to punch, they need to go to a site, and if you have a wellness program that you track points or activities, you can link up to that as well.

Okay, so customizing by group. There is a way to deliver pertinent information to each group. If you’ve got part time employees that don’t have access to benefits or PTO balances, and you still want them to go in there and see their information, to update their direct deposit, you can just deliver a version of Self Service to them where they only see the links that they need to see. Same thing with benefits. If you have different benefits groups, you have physicians that have certain plans that the other employees don’t have, you don’t want everybody to see the different rate sheets or the different plans, you can deliver that content straight to those type of employees, on log in.

These are going to be some of the common modifications that we do. We’re going to go further into giving you some examples of what this looks like, but basically easy things like removing fields you don’t want employees to see. One of the big ones is kind of the bargaining unit, and labor fields on the job profile. Some organizations use that to capture other information, some don’t use it at all. They don’t really need those blank fields out there for employees to see, so we remove those a lot.

Keith Wayland: Clean up clutter.

Melissa Olsen: Yes. Yes. Just show them what they need to see, and remove the ability to update data. When I was talking about the phased approach of just roll out ESS so they can see what they have in the system, and then later on you can roll out phase 2 where they can actually update their data. Make a field required, where an employee, HR person, or manager needs something specific, especially in Manager Self Service, where they need to have an effective date or they need to have the comments field filled out. We can make those fields required so that they cannot submit any action or submit that form without filling out that field. Instructions and pop-up boxes to help your employees navigate any of the processes they need to be doing in the Self Service applications, and any labels. If you are tracking data and those are bargaining unit fields, you can change the label to show what exactly that field should be showing them.

Okay. Some other ones that we do here is securing the fields. If there is a social security number, bank account number, some of those things that you don’t want employees … Well, not that you don’t want the employees to know, but say they’re in a public kiosk somewhere and you don’t want somebody behind them to be able to see those fields. Somebody forgets to log out of a public kiosk or desktop, those fields can be secured to just asterisks or X’s, and you’re not worrying about showing any data out there.

Custom calculation fields. We’re doing this a lot for PTO balances. Out of the box, just balance shows. If you want to be able to show any kind of when they’re going to hit their max, or when they’re going to hit the next level …

Keith Wayland: Their accrual rates.

Melissa Olsen: Accrual rates, right. We can do a lot of those custom calc fields. Embed videos. Jackie is going to show us a little example of embedding open enrollment videos to help your employees navigate that process. Capture employee independent smoker status, which as we all know, drives rates and we’ve done some really cool modifications to show the employees their rates based on that smoker status field.

Okay. This is just a sample of removing the ability just to update. You’ll see direct deposit here, the links are in blue. They are able to click on them and change anything in their direct deposit. If I just wanted to roll out direct deposit as a view only functionality so they can see their direct deposit accounts up there and how much their putting to each of them, but not update it because I’m not ready to do that and support that yet, I can remove all those links so they can just see what’s out there. Same thing with your W-4 tax withholding.

They wouldn’t be able to update any of that as well. We were talking about securing those sensitive fields. This is their pay stub view. Right here they’ve got their account number and routing number. In the customized pay stub field, we’ve got it to where every account number is X’d out. Then, the calculations, ere is an example of the leave balances where we added what the accrual codes is going to be, what the annual accrual amount is, what the percentage of accrual is that they’re accruing, what they’re cap is for the year, and how many lifetime hours they’ve already accrued. Then, here’s a remove functionality example. In this case, marital status needs to change, because it’s a life event, they want to be able to put their spouse or dependent into their benefits. They want to let you know, but we’re not quite ready to change their name here, because out of the box functionality automatically updates their HR11 record with their new last name. There needs to be some sort of approval process with HR in the middle to grab that documentation for the name change, so this organization just removed that functionality for name change altogether and let th