SETUP GUIDE Human Capital Management Suite

SETUP GUIDE Human Capital Management Suite Ormed Information Systems Ltd. Version 1.1 (August 2013)

What s Inside What s Inside...1 About this Document...2 Where should I look?...2 Ormed Software Basics...3 ORMED MIS Software Window...3 Sidebar... 3 Main Toolbar: Common Icons... 3 Common Tasks...4 Adding New Entries... 4 Viewing and Editing... 4 Conducting a Quick Search... 5 Conducting a Normal Search... 5 Conducting an Advanced Search... 6 Cancelling and Refreshing... 6 Using the Calendar... 7 Changing Your Password... 7 Procedures...9 Setting up the Time Off Accumulators...9 Setting up the Hour Bank Accumulators... 10 Setting up the Benefit Selection Accumulators... 10 Setting up Shift Type Preferences... 11 Editing the Time Off, Hour Bank, and Benefit Selection Accumulators Setup Tables... 12 Editing and/or Deleting Shift Type Preferences... 13 Segregating Employee Access... 13 Adding a Department Pool... 13 Adding Managers as Users... 15 Contact Us... 16 Questions and Support... 16 What Are Your Thoughts?... 16 Ormed Information Systems Ltd. Page 1/16

About this Document Ormed Employee Self Service is Ormed s web-based software that allows employees and managers to view, edit, and manage certain employee information. This guide is intended for managers and will explain how to set up information that will be viewed and selected by employees and managers in Ormed Employee Self Service. All setup takes place in Ormed Payroll Manager. In this user guide, you will: Determine which accumulators can be selected by employees requesting time off Set up which Hour Bank accumulators can be viewed Determine which Benefit Selection accumulators employees can view Create which shift types can be selected as preferred shift types by casual employees Edit Time Off, Hour Bank, and Benefit Selection accumulators Edit and/or delete shift type preferences Segregate employee access Where should I look? Ormed Software Basics familiarizes you with the common elements and shared traits of ORMED MIS software. Procedures explain how to set up Ormed Employee Self Service. Ormed Information Systems Ltd. Page 2/16

Ormed Software Basics Every Ormed module is unique since each serves a different purpose, but most use common icons and procedures. This section introduces you to those similarities so you can have an advantage before you begin using any ORMED MIS software. ORMED MIS Software Window All Ormed modules share a common look and feel. A main bar and toolbar across the top provides access to all of the menus, a sidebar on the left gives access to the most commonly used functions, and a search mechanism makes it easy to search for records. Sidebar On the left side of the window is a separate column called a sidebar. It holds icons that give you access to frequently-used ORMED MIS functionality, and tabs that allow you to quickly navigate to the icons you require. Not everyone is comfortable using icons, so all of the ORMED MIS functionality is also available in the top menu bar. Main Toolbar: Common Icons The modules will have slightly different icons, but the following appear in each. Delete or Delete files in a module. Click this icon with care because once you delete a file, you cannot retrieve it. Cancel or Refresh a window to its last saved state. Save Save the record, file, entry, or other item just entered, created, or attached. Preview View a form, file, or list before you print. New or Create a new record, file, or entry. Print Ormed Information Systems Ltd. Page 3/16

Print a record, entry, file, or other item. This icon sends the information directly to the printer without previewing it first. Use the Preview icon to view the information before printing. Required Field Fields with this icon are required fields that must be filled in. The software will not allow any items or records to be saved with required fields missing. Common Tasks No matter which module is being worked in, there are a few key tasks performed the same way. Adding New Entries To add a new entry in a module: 1. Click the appropriate icon in the sidebar. Or, click the appropriate menu item from its respective menu on the main toolbar. A window opens. 2. Click the New ( or ) icon on the main toolbar. In some modules, you can click New (Shift + Ins) from the File menu on the main toolbar. The fields of the window clear. 3. Fill in the fields. 4. Click the Save icon on the main toolbar. Or, click File from the main menu bar and then click Save (Ctrl + S). Viewing and Editing To view or edit a record, file, entry, or other item: 1. Click the appropriate icon in the sidebar. Or, click the appropriate menu item from the necessary menu on the main toolbar. A window opens. 2. Search for the record to be edited. 3. Select the file. 4. View the information and make any necessary changes. Note: Some fields can be edited. Others will be grayed out and cannot be edited. Grayed out fields indicate that the information was either entered using a different module and may only be edited using that other module, or the field s contents were automatically generated by the system when the record was initially saved. Ormed Information Systems Ltd. Page 4/16

5. If you have made changes, click the Save icon on the main toolbar. Or, click File from the main menu bar and then click Save (Ctrl + S). Conducting a Quick Search From any Ormed module window, a record can be quickly searched for by using the table in which the records are listed. To conduct a quick search: 1. Click on the column heading of the field you want to search (i.e., Emp No. or Last Name). This sorts the column in ascending order. Click again to sort by descending order. 2. Click on any cell under the column heading you wish to search by (i.e., Last Name). 3. Type the first few characters of that search value (i.e., type Bu to find Buchanen). The record is highlighted one character at a time. 4. Double-click that record. Conducting a Normal Search To conduct a normal search: 1. Click the Search button on the main toolbar. The Search window opens. Note: Some windows in certain Ormed modules already contain the search options without needing to click a Search button. 2. The basic search options will show by default and will contain the following fields: Figure 1: Navigation Options search window. a. Specify what you want to search for. Each Ormed application contains different options here. b. Specify how the search is to be conducted. This box includes search options such as contains (find items that contain search criteria), doesn't contain (find items that do NOT contain criteria), is (find items that match search criteria exactly), and others. c. Type your search criteria here. 3. Click the Find button to begin the search. If necessary, click the Stop button to cancel the search. Ormed Information Systems Ltd. Page 5/16

Conducting an Advanced Search The advanced search options contain all the functionality of the basic search options in Figure 1 above, plus the capability to specify multiple search criteria. To conduct an advanced search: 1. Click Advanced <<. The normal search window expands to include additional search options. Figure 2: Navigation Options search window after Advanced>> is clicked. a. Specify what you want to search for. Each Ormed application contains different options here. b. Specify how the search is to be conducted. This box includes search options such as contains (find items that contain search criteria), doesn't contain (find items that do NOT contain each criteria), is (find items that match search criteria exactly), and others. c. Type your search criteria here. d. This is where your search criteria, also called the search filter, will display when added to your search. 2. Enter your search criteria then click the Add button. Repeat this step until you have as many search filters as you need. Click a search filter followed by the Remove button to remove a search filter. 3. After specifying your search criteria, click the Find button to begin the search. If necessary, click the Stop button to cancel the search. 4. Select the relevant record. Cancelling and Refreshing If you make an error adding or editing a record, file, entry, or other item, you can easily cancel your last unsaved edit. This procedure works for any window you re working in. To cancel or refresh your last unsaved action: 1. Ensure you are on the correct window. (Important!) Ormed Information Systems Ltd. Page 6/16

2. Click the Refresh icon on the main toolbar. Or, click File from the main menu bar and click Refresh (Ctrl + R). The window refreshes to its last saved state. Using the Calendar At times you will need to select a date from one of the drop-down calendar arrows. Figure 3: A calendar from a drop-down calendar arrow. There are a few options that make selecting the desired date easier: Select the current date by clicking the text on the bottom of the calendar that reads Today and the date. Select a different day in the same month by clicking the relevant date in the calendar. Select a different month by going to the top of the calendar and clicking the month. Select the relevant month from the drop-down menu. Select a different year by going to the date at the top of the calendar and clicking the year. Up and down arrow buttons will be displayed. Click the up arrow to select a future year or click the down arrow to select a past year. Select the month and year by clicking the left-facing arrow to move back in months, and the right-facing arrow to move forward in months. Tip: The date can also be entered directly into the Date field. The way the date appears is determined by the regional settings of your individual workstation. Please contact your system administrator before making changes to your regional settings. Changing Your Password Depending on your access privileges you may be able to change your password from the Security menu, found in the main menu bar of nearly every ORMED MIS software window. Note: Changing your password is effective immediately through all ORMED MIS software suites for your username, except for ORMED Messaging (which is not changed by this procedure). Ormed Information Systems Ltd. Page 7/16

To change your password: 1. Click Security in the main menu, and then click Change Password. The ORMED Security Change Password window opens. 2. Fill in your Old Password and then enter your new password in both the New Password and Confirm New Password fields. 3. Click the OK button. Ormed Information Systems Ltd. Page 8/16

Procedures ORMED Payroll Manager is used to set up all the information to be viewed and edited by employees and managers in Ormed Self Service, a web-based self-service software. There are four setup tables: Time Off Accumulators Hour Bank Accumulators Benefit Types Shift Preferences Setting up the Time Off Accumulators Determine which accumulators can be chosen by employees requesting time off. If needed, custom descriptions can be assigned to hours codes so that they are more user-friendly to the employees. To set up the time off accumulators: 1. Click the Self Service tab in the sidebar and then click the Time Off Accumulators icon. Or, click Manager from the main menu bar, point to Self Service, and then click Time Off Accumulators. The Select Time Off Accumulators window opens and displays the accumulators available for selection in the Available grid. The Available grid contains all the Hours accumulators available to be selected, and the Selected grid contains the Hours accumulators selected. 2. Click the right arrow button to move the selected accumulator(s) from the Available grid to the Selected grid. Double-click to move individual highlighted accumulator(s) from grid to grid. Ctrl-click to select multiple, individual accumulators, or click and drag to select consecutive accumulators. Tip: The system accumulator description can be replaced by more employeefriendly descriptions. Select the row in which you d like to overwrite the system accumulator description and then click (check) the Customize checkbox. The Override Description window opens. 3. Enter the new description. 4. Click the OK button. Note: If the accumulator description is not overwritten during the setup, it will default to the system description. Ormed Information Systems Ltd. Page 9/16

5. Click the Save icon on the main toolbar. Or, click File from the main menu bar and then click Save (Ctrl + S). Setting up the Hour Bank Accumulators Set up all the Hour Bank accumulators that can be viewed by employees and managers when they want to see what banked time is available. Only Accrual accumulator types are available for selection. To set up hour bank accumulators: 1. Click the Self Service tab in the sidebar and then click the Hour Bank Accumulators icon. Or, click Manager from the main menu bar, point to Self Service, and then click Hour Bank Accumulators. The Select Hour Bank Accumulators window opens. The Available grid contains all the Hour Bank accumulators available to be selected, and the Selected grid contains the Hour Bank accumulators selected. 2. Click the right arrow button to move the selected accumulator(s) from the Available grid to the Selected grid. Double-click to move individual highlighted accumulator(s) from grid to grid. Ctrl-click to select multiple, individual accumulators, or click and drag to select consecutive accumulators. Tip: The system accumulator description can be overwritten. Select the row in which you d like to overwrite the system accumulator description and then click (check) the Customize checkbox. The Override Description window opens. 3. Enter the new description. 4. Click the OK button. Note: If the accumulator description is not overwritten during the setup, it will default to the system description. 5. Click the Save icon on the main toolbar. Or, click File from the main menu bar and then click Save (Ctrl + S). Setting up the Benefit Selection Accumulators The Benefits screen is often used to store a lot more information than just pure employee benefits. As such, sites can select which benefit screen items will be displayed for employees using ESS. Ormed Information Systems Ltd. Page 10/16

To set up the benefit selection accumulators: 1. Click the Self Service tab in the sidebar and then click the Benefit Selection icon. Or, click Manager from the main menu bar, point to Self Service, and then click Benefit Selection. The Benefit Selection window opens. The Available grid contains all the Benefit accumulators available to be selected, and the Selected grid contains the Benefit accumulators selected. 2. Click the right arrow button to move the selected accumulator(s) from the Available grid to the Selected grid. Double-click to move individual highlighted accumulator(s) from grid to grid. Ctrl-click to select multiple, individual accumulators, or click and drag to select consecutive accumulators. Tip: The system accumulator description can be overwritten. Select the row in which you d like to overwrite the system accumulator description and then click (check) the Customize checkbox. The Override Description window opens. 3. Enter the new description. 4. Click the OK button. Note: If the accumulator description is not overwritten during the setup, it will default to the system description. 5. Click the Save icon on the main toolbar. Or, click File from the main menu bar and then click Save (Ctrl + S). Setting up Shift Type Preferences Create and set up a list of shift types that the casual employee can set as a preference. Sites can choose how granular they wish to make these options. For example, some sites might offer a simple choice set of Days, Evenings, or Nights, while other sites might prefer to insert a similar set of choices for each day of the week. Note: Once the shift types are set up and you exit the window, click the Find button to display all shift types. To create and set up shift type preferences: 1. Click the Self Service tab in the sidebar and then click the Shift Preferences icon. Or, click Manager from the main menu bar, point to Self Service, and then click Shift Types. The Self Service Shift Preference Types window opens. 2. Click the New icon on the main toolbar. Or, click File from the main menu bar and then click New. Ormed Information Systems Ltd. Page 11/16

3. Enter the Shift Type. 4. Click the Save icon on the main toolbar. Or, click File from the main menu bar and then click Save (Ctrl + S). Editing the Time Off, Hour Bank, and Benefit Selection Accumulators Setup Tables You may need to edit the records in the Time Off, Hour Bank, and Benefit Selection accumulator setup tables. Editing records in these setup tables changes the options presented in Ormed Employee Self Service. To edit the time off, hour bank, and benefit selection setup tables: 1. Click the Self Service tab in the sidebar and then click the Time Off, Hour Bank, or Benefit Selection icon. Or, click Manager from the main menu bar, point to Self Service, and then click Time Off, Hour Bank, or Benefit Selection. The relevant window opens. 2. Add new accumulators by going to the Available grid, selecting the accumulators, and then double-clicking the accumulators or clicking the right arrow button to move the accumulators to the Selected grid. 3. Remove accumulators by going to the Selected grid, selecting the accumulators, and then double-clicking the accumulators or clicking the left arrow button to move the accumulators to the Available grid. 4. Ctrl-click to select multiple, individual accumulators, or click and drag to select consecutive accumulators. Tip: The system accumulator description can be overwritten. Select the row in which you d like to overwrite the system accumulator description and then click (check) the Customize checkbox. The Override Description window opens. 5. Enter the new description. 6. Click the OK button. Note: If the accumulator description is not overwritten during the setup, it will default to the system description. 7. Click the Save icon on the main toolbar. Or, click File from the main menu bar and then click Save (Ctrl + S). Ormed Information Systems Ltd. Page 12/16

Editing and/or Deleting Shift Type Preferences You may need to edit or delete the Shift Types setup table. Editing or deleting records from the Shift Type setup table changes the options presented in Ormed Employee Self Service. Although a record can be deleted, this is NOT recommended as links to any historical information will be disrupted. However, if a record is created in error and is not used elsewhere in the system, deleting the record won t cause any harm because there are no links associated with the record. Note: Deleting records is an action that CANNOT be undone! Be certain you want to delete before clicking the Delete button. Note: Keep in mind that if you delete a record from a setup table there will no longer be a link between the record in the setup table and Ormed Employee Self Service. Be certain you no longer need the data before you delete any records. To edit and/or delete shift type preferences: 1. Click the Self Service tab in the sidebar and then click the Shift Preferences icon. Or, click Manager from the main menu bar, point to Self Service, and then click Shift Types. The Self Service Shift Preference Types window opens. 2. Select the shift type to edit and/or delete. 3. If editing, make the required changes in the Shift Type field. 4. If deleting, click the Delete icon on the main toolbar. A message is displayed, asking for confirmation to delete the entry. 5. Click the OK button. Segregating Employee Access Adding a Department Pool The Department Pools setup table holds customized groups of certain departments and employees for integration with the department pool security feature. Department pools define user access security restrictions. For example, a department manager may be restricted to access information for only those employees that they supervise. Ensure both managers and employees are added to their respective department pools. Note: Department pools are used in the ORMED MIS Staff Scheduling module and in the Ormed HR Employee Manager, Payroll Employee Manager, Payroll, and Employee Self Service modules. Ormed Information Systems Ltd. Page 13/16

To add a department pool: 1. Click the Setup tab in the sidebar and then click the Department Pools icon. Or, click Manager from the main menu bar, point to Setup, and then click Department Pools. The Department Pools Maintenance window opens. 2. Click the New Entry icon on the main toolbar. Or, click File from the main menu bar and click New Entry (Ctrl + N). 3. Enter a unique code with a maximum of four (4) alphanumeric characters to represent the department pool. 4. Enter the full name of the code in the Description field. 5. Click the Departments button to associate departments to the department pool. The Select Departments window opens. The Available grid contains all departments set up in the Department window; the Selected grid contains the departments that have been added to the currently selected department pool. 6. Go to the Available grid and select the departments you want associated with the department pool. Tip: Click the right arrow button to move the highlighted department(s) from the Available grid to the Selected grid. Double-click to move individual highlighted department(s) from grid to grid. Ctrl-click to select multiple, individual departments, or click and drag to select consecutive groups of departments. 7. Click the OK button. 8. Click the Employees button to associate employees with the department pool. The Select Employees window opens. The Available grid contains all employees set up in the Ormed HR and Payroll Employee Manager modules; the Selected grid contains all employees that have been added to the currently selected department pool. 9. Go to the Available grid and select the employees you want associated with the department pool. Tip: Click the right arrow button to move the highlighted employee(s) from the Available grid to the Selected grid. Double-click to move individual highlighted employee(s) from grid to grid. Ctrl-click to select multiple, individual employees, or click and drag to select consecutive groups of employees. 10. Click the OK button. 11. Click the Save icon on the main toolbar. Or, click File from the main menu bar and click Save (Ctrl + S). Ormed Information Systems Ltd. Page 14/16

Adding Managers as Users The purpose of the User setup table is to add managers and give them security access as a User (restricted access to assigned department pools) for each user ID that has been set up in the Ormed SMS Security Management module. Users created in Payroll Manager define access for the entire ORMED MIS Human Resources Management Suite. Note: ADMIN level users still have access to Ormed Employee Self Service, but not as managers. To set up a user: 1. Click the Setup tab in the sidebar and then click the User icon. Or, click Manager from the main menu bar, point to Setup, and then click User. The User Setup window opens. 2. Click the New Entry icon on the main toolbar. Or, click File from the main menu bar and click New Entry (Ctrl + N). 3. Click the User ID drop-down menu and select the employee to be added as a user. Tip: If the employee to be added is not in the list, he or she has not been added as a user in the SMS Security Manager module. Employees must first be added as a user in the Security Manager module in order to access any of the modules. 4. Click (check) the Self Service Security to activate the Self Service Level fields. 5. In the Level section, select User. This option restricts employees to the specified department pool. 6. Select the appropriate Dept. Pool from the picklist. 7. Click the Save icon on the main toolbar. Or, click File from the main menu bar and click Save (Ctrl + S). Ormed Information Systems Ltd. Page 15/16

Contact Us Questions and Support If you have any questions or concerns, please e-mail a Client Services Analyst at hrms_support@ormed.com. We will be pleased to assist you. What Are Your Thoughts? If you have any suggestions for how we can improve this document, please send them to feedback@ormed.com with the subject line Feedback Ormed Employee Self Service Setup Guide. Your feedback assists us in better serving you. v1.1 (August 2013). All rights reserved. ORMED MIS, ORMED X, and ORMED X Easy Pay are trademarks of Ormed Information Systems Ltd. All other trademarks are the property of their rightful owners. Ormed Information Systems Ltd. Page 16/16