JOB AID. Granting Security Access to Self Service. When to use this Job Aid: When you want to give an employee security access to Self Service

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security access to Self Service Purpose: To provide the

1 JOB AID Granting Security Access to Self Service When to use this Job Aid: When you want to give an employee security access to Self Service Purpose: To provide the steps needed to directly grant Self Service access in PeopleSoft

2 Table of Contents Step-by-Step Process to Give Self Service (SS) Access... 3 Navigate to the Security pages... 3 PeopleSoft User Profiles... 4 Search/Maintain an Existing User Profile... 5 Adding a New User Profile... 6 Employee Log on Instructions

Step-by-Step Process to Give Self Service (SS) Access Navigate to the Security pages 1. When you log into PeopleSoft, the first page you will see is the Home page.

Each menu item represents a different function within PeopleSoft. The menu items listed are based on your current security permission or role. In other words your role assignment (i.e. Help Desk, HR Advisor, CFO, etc.

3 Step-by-Step Process to Give Self Service (SS) Access Navigate to the Security pages 1. When you log into PeopleSoft, the first page you will see is the Home page. A menu will appear to the right-hand side of your screen. The Menu lists the navigation links that are available to you in the application. Each menu item represents a different function within PeopleSoft. The menu items listed are based on your current security permission or role. In other words your role assignment (i.e. Help Desk, HR Advisor, CFO, etc.) dictates not only what you can do but what features you have access to in the application. 2. From your Menu, navigate to: PeopleTools > Security > User Profiles > Distributed User Profiles If you do not see this menu item, then you do not have the DCG_ESS_PRFL_ADMIN role and will need to send a request to HRSecurity@dc.gov to have it added to your profile. 3. Click on Distributed User Profile link. 3

4 The Distributed User Profile search page provides the capability to perform several functions: 1. Confirm if an employee has an existing user profiles in PeopleSoft by using the Find an Existing Value tab. 2. Update the employee s address and/or user roles. 3. Add or create a new user profiles for an employee who does not have an existing profile in PeopleSoft by using the Add a New Value tab. PeopleSoft User Profiles There are some rules to adhere to when setting up a security profile: Rule #1: The employee identification number (EMPLID) is needed when creating a user profile for an employee in PeopleSoft Before granting employee access to Self Service, obtain their individual employee identification number. The Employee Identification number (EMPLID) is the system generated number that PeopleSoft assigned to the individual at the time the Hire action was saved in PeopleSoft (i.e. Joe Smith ). Rule #2: The Employee must have a unique DC Government address or a personal address. This is essential if they want to use the Forgot your Password? feature to receive a new password ed to them. As a general standard, all User IDs will be created using the part of their DC Government address to the left of sign, in all lower-case. Users using personal addresses should be set up as the complete address. For example: Address: Joe.Smith@DC.Gov Joe2.Smith@dc.gov jsmith@udc.edu joesmith@yahoo.com redskinsfan@gmail.com Translates to PeopleSoft User ID: joe.smith joe2.smith jsmith joesmith@yahoo.com redskinsfan@gmail.com Please note that User IDs in PeopleSoft are case sensitive and this could cause confusion because Joe.Smith is a different User ID than joe.smith. If an employee does not have a DC Government or personal address, they cannot use the system at this time. Please instruct the employee to either ask their manager how to acquire a DC Government address or have them sign up for one of the many easy-to-use, free addresses available on the Internet. Some of the most popular include:

5 Search/Maintain an Existing User Profile Before you create a user profile, it is best to check and see if the employee has already been given security access to the system. If the employee has never accessed the system or attempted to create a PeopleSoft account, this step can almost always be skipped. For security access to PeopleSoft, there are two things that an individual will need: EMPLID in PeopleSoft address In PeopleSoft searches, the character % is a wildcard. 1. To perform a Search by the beginning of a USER ID, enter the beginning of the User ID followed by a %. [Example: joe%] 2. To search for all User IDs ending with Smith, enter %smith: 5

6 3. To search for all User IDs with last name smith and first letter of first name beginning with letter j, enter j%smith: 4. If no matches are found with your search, you will receive a message No matching values were found : Adding a New User Profile 1. Before beginning, make sure you know the employee s EMPLID and that the employee has an address. 6

7 2. Enter the employee s User ID in the space provided, in all lower-case. As mentioned previously, this will be the portion of the DC Government address to the left of sign, in all lowercase. Users using personal addresses should be set up as the complete address. For example: Address: Joe.Smith@DC.Gov Joe2.Smith@dc.gov jsmith@udc.edu joesmith@yahoo.com redskinsfan@gmail.com Translates to PeopleSoft User ID: joe.smith joe2.smith jsmith joesmith@yahoo.com redskinsfan@gmail.com 7

8 3. The General page is used to enter an employee s profile attributes. One important function on this page is to create the employee s access password to sign in to the system, and add enter their address. Password must be at least 6 characters in length and contain at least one number. The system will prompt you with an error message if the password you enter is not of the correct length of content. Confirm Password re-enter the password. Edit Addresses click this link to enter the individual s address. Employee must have one Primary Account which will be used to temporary passwords in the event of Forgotten Password. This will also be the address which the system may send confirmation s for updates the employee may make through self service. Even though multiple addresses may be entered for an employee (i.e. Type - Blackberry, Business, Home, Other or Work), Business should be the type used as the primary account. Also, the system allows only one address per type. For example, the system will not allow you to enter two home addresses. When completed entering the address, click the OK button. 8

Some employees may have common names and there are is more than one employee with a similar name: joe smith, joseph smith, joseph l. smith, joseph m. smith, etc.

9 4. The ID tab identifies the employee s type and Employee ID. EmplID: Enter the employee s 8-digit EmplID number in the Attribute Value field. You can search for the EmplID by clicking on the magnifying glass. Important: Make sure you select the correct EMPLID to avoid exposing personal information to the wrong individual. Some employees may have common names and there are is more than one employee with a similar name: joe smith, joseph smith, joseph l. smith, joseph m. smith, etc. To ensure that you select the correct EMPLID, you should verify the employee s job details: Navigate to: Workforce Administration > Job Information > - Job Data Pull up the employee ID that you believe belongs to the employee and verify their work location, job title, agency information. Description: After entering the EmplID, click the Set Description link. The system will automatically populate the employee s name in the Description field. 5. The User Roles page is used to assign user access in the PeopleSoft system based on roles or functions. A role determines the security permissions or what the employee can do in the system. 9

Role Name: Click on the magnifying glasses to see the roles that can be assigned. Every user must be assigned either the DC Employee or DCG_FED_EMPLOYEE at a minimum. a. DCG_FED_EMPLOYEE: An employee who was hired prior to October 10, 1987 and eligible for Civil Service Retirement System.

It can then be changed prior to saving. Example of error message: In addition, agencies that elect to have employees self-report their time, must be assigned the DCG_ETIME role. 6.

10 Role Name: Click on the magnifying glasses to see the roles that can be assigned. Every user must be assigned either the DC Employee or DCG_FED_EMPLOYEE at a minimum. a. DCG_FED_EMPLOYEE: An employee who was hired prior to October 10, 1987 and eligible for Civil Service Retirement System. b. DC Employee: Any other employee. Note: Don t worry, if this is not known. The system will give an error message at the time of Save if the wrong role was selected. It can then be changed prior to saving. Example of error message: In addition, agencies that elect to have employees self-report their time, must be assigned the DCG_ETIME role. 6. After completing the General, ID and User Roles tabs, click. You are finished! Employee Log on Instructions Once the user profile is created, the employee should be ed the following information: User ID Password. Link to the PeopleSoft system from work only: Link to the external PeopleSoft sign-in from anywhere: Link to PeopleSoft Support site: When an employee signs in for the first time, the system will prompt him / her to create a personal password known only to them. Inform the employee that the new password will be case sensitive, must be at least six characters long and contain at least one numeric value. 10

11 If the employee forgets their password, they should use the Forgot your Password? link on the PeopleSoft Sign-in page to have a temporary password ed to them. They should use the Forgot your Password? before making 3 unsuccessful log in attempts to prevent their account from being locked. Locked accounts can only be un-locked by contacting the help desk. 11

12 Sample Greetings, This is your User ID and password for the PeopleSoft HR, Time Reporting, and Payroll application. Your current User ID name for the PeopleSoft system is: << enter their User ID here >> Your initial temporary password is: << enter their unique password here>> TO SIGN IN: - Click on to access the PeopleSoft system from within the DC network. Use to access PeopleSoft from anywhere. - If either link does not work, contact ITServUS Help Desk at Type your User ID name as it appears above into the Sign in box. - Type your Password as it appears above into the Password box. When you Sign in for the first time, you may be prompted to create a personal password known only to you. Just enter the initial temporary password provided and the new password you have just created. Passwords are case sensitive, must be at least six characters long and contain at least one numeric value. - Click the 'Change Password' button to process the change. Note: When you click the 'Change Password' button you will be automatically logged out of the PeopleSoft system so that you can test your new password by logging back into the application. TO SIGN OUT: - Remember to click the Sign out tab, on the upper right of the PeopleSoft system page. - Clicking the Sign out tab will log you completely out of the PeopleSoft system. DOCUMENTATION: Find useful information, assistance and support on using PeopleSoft, by going to Thank you, 12

Government of the District of Columbia

Government of the District of Columbia District of Columbia Human Resources (DCHR) PeopleSoft 9.0 Employee Self Service Registration (ESS) Standard Operating Procedure (SOP) May 2013 Version 1.0 Table