Manage HR Systems in legacy HR

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 6 minutes to read

    • You can define and maintain HR systems data that is used for creating and assigning HR systems cases in the non-scoped version of HR.

    HR Systems comprises the individual systems that form the HR application.
    • Benefits Administration System
    • HR Portal
    • Learning Management System
    • Payroll System
    • Performance Management System
    • Time and Attendence System

    The HR • Systems module contains a list of all open HR systems cases. HR agents can grant operational access to systems and create and modify systems reports.

    The following information is set up and maintained as part of the HR • Systems module. Employees can access HR systems information and submit HR systems cases from the HR Service Portal. HR managers or administrators set up and modify the information.
    • HR Password Reset
    • HR Portal Support
    • HR System Access
    • HR System Reports

    HR specialists, generalists, and managers can perform any of the following tasks.

    • Create HR systems cases for employees to record the processing of HR systems requests, such as an HR password reset or HR Service Portal support.
    • View HR systems case information and manage the overall HR workload. For example, a manager can work with all HR cases that are not assigned.

    HR systems cases can have one or more associated HR tasks to manage individual pieces of work within the case.

    HR systems case management in legacy HR

    You can use HR dashboards, reports, and other HR management modules to monitor and manage HR systems cases.

    You can view a list of all systems cases in the HR • Systems > Case Management > HR Systems Cases module.

    Depending on your HR job function, you can use any of the following tools to help you with day-to-day HR systems cases and operations.
    • Dashboards, including the Overview, Overview (Reporting), and Manager Dashboard. Dashboards are a type of homepage containing reports and other widgets. You click a listed systems record or a segment in a report to see details.
    • HR reports, including reports available on the dashboards. Various HR reports are predefined for you, and you can create additional reports.

    Grant or modify HR system access in legacy HR

    You can grant or modify HR system access for an employee using the HR • Systems module.

    Before you begin

    Role required: hr_basic, or hr_manager

    About this task

    HR system access is granted for employees eligible for access to certain HR systems, such as the payroll system or benefits administration system. Employees can ask HR systems questions or request system access through the HR Service Portal. An HR systems case is opened and can be viewed and managed at HR • Systems > Case Management > HR Systems Cases.

    Procedure

    1. Navigate to HR • Systems > System Access > System Access.
      The HR Operations Access (System Access) list opens.
    2. Click New to open an HR operations access record.
    3. Complete the form.
      (The fields you see on the form depend on how the form is configured and what fields are selected to display.)
      Table 1. HR Operations Access form
      Field Description
      Active Select the box to activate system access. Deselect to deactivate access.
      Employee The user requesting systems access.
      Expire date The date access is deactivated.
      Justification Details about why the user needs systems access.
      Policy Acceptance Select the box if a policy acceptance is required. Deselect if not.
      Role Specific role assignment for the HR system.
      Username The employee username.
      Granting case HR systems case number.
      Grant date Date access is granted.
      HR system Accessed HR system, such as Payroll System or Benefits Administration System.
    4. Click Submit.
      The system access is listed in the HR Operations Access list.
    5. To modify system access data, find the existing system access in the HR Operations Access list.
      You can use the list search menu by typing the employee name and pressing Enter.
    6. Click the employee name to open the form.
    7. Modify the form.
    8. Click Update.

    Create or modify HR system report definitions in legacy HR

    You can add or modify HR system reports for an employee using the HR • Systems module.

    Before you begin

    Role required: hr_basic, or hr_manager

    About this task

    Employees can ask about HR reports or request an HR report through the HR Service Portal. An HR report case is opened and can be viewed and managed at HR • Systems > Case Mananagement > HR Systems Cases.

    Procedure

    1. Navigate to HR • Systems > Systems Reports > Report Definitions.
      The HR Operations Reports (Report Definitions) list opens.
    2. Click New to open an HR operations report record.
    3. Complete the form.
      (The fields you see on the form depend on how the form is configured and what fields are selected to display.)
      Table 2. HR Operations Report form
      Field Description
      Name Name of the report.
      Description Description of the report.
      Report type Type of report, such as Customer Satisfaction, Compliance, or Operational.
      System System for which the report is needed, such as Payroll System.
      Justification Why the report is needed.
      Contact Person to contact about the form.
      Requester Person requesting the report.
      From Beginning date for the comprised report data.
      To End date for the comprised report data.
    4. Click Submit.
      The system report is listed in the HR Operations Report (Report Definitions) list.
    5. To modify system report definitions data, find the existing system report definition in the HR Operations Report (Report Definitions) list.
      You can use the list search menu by typing the report name or the requestor name and pressing Enter.
    6. Click the system report to open the form.
    7. Modify the form.
    8. Click Update.

    Create or modify HR system report frequencies in legacy HR

    You can add or modify a system report frequency for an employee using the HR • Systems module.

    Before you begin

    Role required: hr_basic, or hr_manager

    About this task

    Employees can ask about HR report frequencies or request an HR report frequency through the HR Service Portal. An HR report case is opened and can be viewed and managed at HR • Systems > Case Management > HR Systems Cases.

    Procedure

    1. Navigate to HR Systems > Systems Reports > Report Frequencies.
      The HR Operations Report Frequencies list opens.
    2. Click New to open an HR operations report frequency record.
    3. Complete the form.
      (The fields you see on the form depend on how the form is configured and what fields are selected to display.)
      Table 3. HR Operations Report Frequency form
      Field Description
      Report frequency How often the report generates, for example, daily, weekly, monthly.
    4. Click Submit.
      The system report is listed in the HR Operations Report Frequencies list.
    5. To modify system report frequencies data, find the existing system report frequency in the HR Operations Report Frequencies list.
      You can use the list search menu by typing the report frequency name and pressing Enter.
    6. Click the system report frequency to open the form.
    7. Modify the form.
    8. Click Update.

    Create or modify an HR system report type in legacy HR

    You can add or modify a system report type using the HR • Systems module.

    Before you begin

    Role required: hr_basic, or hr_manager

    About this task

    .

    System report types can be viewed at HR • Systems > Systems Reports > Report Types.

    Types of system reports include:
    • Customer Satisfaction
    • Compliance
    • Operational
    • Trend Analysis
    • Other

    Procedure

    1. Navigate to HR • Systems > System Reports > Report Types.
      The HR Operations Report Types list opens.
    2. Click New to open a system report type record.
    3. Complete the form.
      (The fields you see on the form depend on how the form is configured and what fields are selected to display.)
      Table 4. HR Operations Report Type form
      Field Description
      Report type The kind of report to generate, such as, compliance or operational.
    4. Click Submit.
      The system report type is listed in the HR Operations Report Types list.
    5. To modify the system report type data, find the existing system report type in the HR Operations Report Types list.
      You can use the list search menu by typing the report type name and pressing Enter.
    6. Click the system report type to open the form.
    7. Modify the form.
    8. Click Update.