SilkRoad HRMS User Guidesilkroadtraining.blob.core.windows.net/client-guides/hrms/SilkRoad H… · SilkRoad HRMS User Guide Version 2016.2 12 . Use this page to view details about

User Guide

Version 2016.2

Copyright © 2016 SilkRoad Technology, Inc. All rights reserved.

This material is proprietary to SilkRoad Technology, Inc. It contains confidential information owned by SilkRoad and furnished pursuant to contracts between SilkRoad and its customers. This material is solely for customer's authorized use of SilkRoad hosted applications. This material may not be used, reproduced, copied, disclosed, or transmitted, in whole or in part, beyond the terms of customer's contract without the express written consent of SilkRoad Technology, Inc.

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Chicago, IL 60606 U.S.A.

1 (866) 329.3363 U.S. toll free Email: [email protected]

Website: http://www.silkroad.com

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SilkRoad HRMS User Guide Version 2016.2 1

Contents Getting started ................................................................................................................................ 3

About this guide ............................................................................................................................. 3 SilkRoad HRMS overview ............................................................................................................. 3 User interface ................................................................................................................................ 3 Access and log into SilkRoad HRMS ............................................................................................ 6 Supported browsers and mobile device support ........................................................................... 6 Technical support .......................................................................................................................... 7

Team Navigator ............................................................................................................................... 8 Search for a specific employee ..................................................................................................... 9 View basic job information for other employees ........................................................................... 9 Go to the top level of the Team Navigator .................................................................................... 9 Reload your profile into the Selected Worker panel .................................................................... 10 Filter information in the Direct Reports panel .............................................................................. 10

Employee self service .................................................................................................................. 11 Personal, contact, and address information ................................................................................ 11

My Info page ............................................................................................................................ 11 View your personal information ................................................................................................ 12 View your contact information .................................................................................................. 13 View your address information ................................................................................................. 13 Change your personal information ........................................................................................... 13 Change your contact information ............................................................................................. 13 Change your address information ............................................................................................ 14 Upload your photo .................................................................................................................... 14

Job information ............................................................................................................................ 14 View your job information ......................................................................................................... 14 View your worker information ................................................................................................... 14 View your citizenship information ............................................................................................. 15 View your job history ................................................................................................................ 15 View your compensation history .............................................................................................. 15

Manager self service .................................................................................................................... 16 Direct reports' contact and address information .......................................................................... 16

View a direct report's contact information ................................................................................ 16 View a direct report's address information ............................................................................... 16 Change a direct report's contact information ........................................................................... 17


Change a direct report's address information .......................................................................... 17 Job changes ................................................................................................................................ 17

Submit a job change for a direct report .................................................................................... 17 Approve a job change .............................................................................................................. 18 Delete a job change ................................................................................................................. 18 Reject a job change ................................................................................................................. 19

Compensation changes .............................................................................................................. 19 Submit a compensation change for a direct report .................................................................. 19 Approve a compensation change ............................................................................................ 19 Delete a compensation change ............................................................................................... 20 Reject a compensation change ................................................................................................ 20

Email notifications ....................................................................................................................... 20


Getting started In this section About this guide ................................................................. 3 SilkRoad HRMS overview ..................................................... 3 User interface .................................................................... 3 Access and log into SilkRoad HRMS ...................................... 6 Supported browsers and mobile device support ...................... 6 Technical support ............................................................... 7

About this guide This guide describes the SilkRoad HRMS solution. It is intended for users who use SilkRoad HRMS to perform employee and manager self-service tasks.

SilkRoad HRMS overview SilkRoad HRMS is a HRMS that provides an organization a single system of record for managing employee, job, and organizational data. With SilkRoad HRMS, your organization can manage all of your critical employee data in one central location.

SilkRoad HRMS is also synchronized with other Life Suite solutions. You create and maintain data in SilkRoad HRMS, and that data is synchronized across the Life Suite.

User interface SilkRoad HRMS is a web-based software application, which means the user interface is made up of pages. Each page has a consistent look and similar navigational features. Each page is responsive, which provides an optimal viewing and interaction experience across a range of devices (mobile, laptop, and desktop).


Review the main areas of SilkRoad HRMS page below.

Name Description

1 Navigation bar

Contains menu options to access pages and perform actions.

2 Toggle Toggle to expand or contract the navigation bar. When contracted, only icons are shown not text labels.

3 Banner Displays the SilkRoad HRMS name.

4 Work pane Provides an area where you perform actions such as adding, editing, and searching for data.

5 Vertical scrollbar

Scroll the page to see more data below.

6 Horizontal scrollbar

Scroll the page to see more data to the left or right.


Work pane

Let's look at the work pane in detail.

Name Description

1 Tab Displays a page where you can perform actions. A tab remains open until you close it.

2 Selection arrow Displays tabs in a selection list. Clicking a selection is an alternative to clicking a tab. You can also close all open tabs here.

3 Expandable Link Expands to show data.

4 Button Performs an action.


Required fields

A required field has a red line on the left of an entry box or selection list.

Duplicate (Copy) button

You'll see a Duplicate (Copy) button on various pages in SilkRoad HRMS.

Name Description

1 Duplicate (Copy) button

Copies the value from the preceding field into the current one.

Example: Clicking beside Job Title copies Account Executive into that field.

Access and log into SilkRoad HRMS Each SilkRoad HRMS client will have a unique URL to log into their SilkRoad HRMS instance. Every user role will use the same URL.

Supported browsers and mobile device support You can find information about supported browsers and mobile device support in the release notes. Release notes are available on the SilkRoad support site: https://silkroad.force.com/community.


Technical support For technical assistance for any of our solutions, contact our support staff at:

Email: [email protected] Phone: 1.866.803.9663 Web: https://silkroad.force.com/community


Team Navigator

The Team Navigator shows the employees in your company and the reporting relationship between them. The page is divided into panels.

Panel Description

Manager Displays the manager of the worker in the Selected Worker panel.

Selected Worker Displays your profile by default upon initial access. Displays other workers after searching or selecting other workers.

Direct Reports Displays direct reports (if any) of the worker in the Selected Worker panel.

Buttons, links, and options

Click a photo thumbnail to display that employee in the Selected Worker panel.

Tip: The number below the employee thumbnail indicates the number of direct reports.

Takes you back to the top of the employee organizational chart.

Reloads your profile in the Selected Worker panel.


Opens a search box so you can search for an employee in your organization.

Tip: Click again to close the search box.

Work Email Click an employee's email address to send an email to that employee.

Click to filter the information shown in the Direct Reports panel. By default, job title is shown, but you can filter to show organization, location, job profile, work phone, or work email.

Click to view personal and work information about the employee shown in the Selected Worker panel. Information appears on the Employee Details page. In addition to viewing, administrators can also make changes to an employee's personal and job information.

Search for a specific employee 1. Click the Teams tab.

The Team Navigator (page 8) opens.

2. In the Selected Worker panel, click .

3. In the search box, type the employee's name.

4. Select the employee you want.

View basic job information for other employees 1. Click the Teams tab.


2. In the Selected Worker panel, click .

3. In the search box, type the employee's name.

4. Select the employee you want.

The employee's basic job information appears in the Select Worker panel. The panel shows job title, organization, location, work phone, and work email address.

Go to the top level of the Team Navigator • On the Team Navigator in the Selected Worker panel, click .

The top-level employee, typically the CEO, appears in the Selected Worker panel.


Reload your profile into the Selected Worker panel • On the Team Navigator in the Selected Worker panel, click .

Your profile is reloaded into in the Selected Worker panel.

Filter information in the Direct Reports panel 1. On the Team Navigator in the Direct Reports panel, click .

2. Select one of these filters:

• Organization

• Location

• Job Profile

• Job Title

• Work Phone

• Work Email

Tip: Change the filter to see different information.


Employee self service Every employee in SilkRoad HRMS has access to employee self service and can view their own personal, contact, and address information. If enabled, employees can also make changes to their own personal, contact, and address information. Employees cannot make changes to their work information or view personal information about other employees.

In this section Personal, contact, and address information ...........................11 Job information .................................................................14

Personal, contact, and address information Your personal, contact, and address information is stored securely in SilkRoad HRMS. This information includes your name, social security number or national ID, birth date, phone numbers, home address, email addresses, and so on. You can view your information and make changes (if your organization's ESS access settings allow).

You can find personal information on the My Info page (on page 11).

My Info page


Use this page to view details about your employee record. You can view job-related information as well as personal demographic information and more.

Buttons, links, and options

Puts this page into edit mode so you can make changes. You can only make changes to personal, contact, and address information (if your organization's ESS access settings allow). You cannot make changes to your job information.

Click the photo thumbnail to upload a photo or change an existing photo.

Job Info Shows your job information such as job title, assigned organization, assigned location, and more. You cannot make changes.

Worker Info Shows your worker information, including HRISID. last hire date, seniority date, original hire date, and more. You cannot make changes.

Personal Info Shows your personal information, including name, birth date, marital status, and so on. You can edit personal information if your ESS access settings allow.

Contact Info Shows your contact information such as phone numbers, addresses, email addresses, and emergency contact information. You can edit contact information if your ESS access settings allow.

Address info Shows your home, mailing, work, and alternate address information. You can edit this information if your ESS access settings allow.

Citizenship Info Shows your citizenship information such as citizenship status, I-9 verification, resident alien number, and so on. You cannot change this information.

Job History Shows your job history/job changes. This includes the dates in a particular job, organization, location, worker type, and who you reported to. You cannot change this information.

Comp History Shows your compensation changes. This includes date of compensation change, pay type, pay rate, pay frequency, and pay currency. You cannot change this information.

View your personal information 1. Click the My Info tab.


The My Info page (page 11) opens.

2. Click the Personal Info link to expand it.

Your personal information, including name birth date, marital status, and so on, is shown.

View your contact information 1. Click the My Info tab.


2. Click the Contact Info link to expand it.

Your contact information, including phone numbers and email addresses, is shown.

View your address information 1. Click the My Info tab.


2. Click the Address Info link to expand it.

Your home address, mailing address, work address, and alternate address are shown.

Change your personal information 1. Click the My Info tab.


2. Click the Personal Info link to expand it.

3. Click .

4. Make changes as necessary.

5. Click Submit.

Change your contact information 1. Click the My Info tab.



3. Click .


Note: You cannot change your work phone number.

5. Click Submit.


Change your address information 1. Click the My Info tab.



3. Click .


5. Click Submit.

Upload your photo 1. Click the My Info tab.


2. Click the photo thumbnail (top of page).

3. On the Upload page in the Picture File box, click Browse.

4. On the File Upload pop-up, find the image and double-click it.

Tip: Image types supported are jpg, png, and jpeg. Image can be up to 1 MB in size.

5. Click Upload.

Job information Your job information is stored securely in SilkRoad HRMS. Job information includes details about your job, including job title, organization, location, who you report to, and so on. You can view your job information, but you cannot change it. Your direct manager can submit a job change for you, which then goes through an approval process before it becomes final.

You can find job information on the My Info page (on page 11).

View your job information 1. Click the My Info tab.


2. Click the Job Info link to expand it.

Your job information, including status, organization, location, and so on, is shown.

View your worker information 1. Click the My Info tab.


2. Click the Worker Info link to expand it.


Your worker information, including HRISID, last hire date, seniority date, and more, is shown.

View your citizenship information 1. Click the My Info tab.


2. Click the Citizenship Info link to expand it.

Your citizenship information is shown.

View your job history 1. Click the My Info tab.


2. Click the Job History link to expand it.

Your job changes (if any) are shown.

View your compensation history 1. Click the My Info tab.


2. Click the Comp History link to expand it.

Your compensation changes (if any) are shown.


Manager self service Employees designated as managers can submit job and compensation changes for their direct reports. Managers cannot view personal information of direct reports or other employees. Depending on MSS access settings, managers can:

Be prohibited from viewing their direct reports' address and contact information

View their direct reports' address and contact information

View and edit their direct reports' address and contact information

In this section Direct reports' contact and address information ....................16 Job changes .....................................................................17 Compensation changes ......................................................19 Email notifications .............................................................20

Direct reports' contact and address information Depending on your organization's MSS access settings, you may be able to view direct reports' contact and address information and make changes.

View a direct report's contact information 1. Click the Teams tab.


2. In the Direct Reports panel, click the thumbnail image of a direct report.

The employee appears in the Selected Worker panel.

3. Click .


The employee's contact information, including phone numbers and email addresses, is shown.

View a direct report's address information 1. Click the Teams tab.



3. Click .



The employee's home address, mailing address, work address, and alternate address are shown.

Change a direct report's contact information 1. Click the Teams tab.




3. Click .


5. Click .


7. Click Submit.

Change a direct report's address information 1. Click the Teams tab.




3. Click .


5. Click .


7. Click Submit.

Job changes As your direct reports move to different positions, receive promotions, change titles, transfer locations, and so on, you can submit a job change. A job change submission does not become effective in the employee record until it is approved. Approval can be granted by your manager and then an HR administrator or solely by an HR administrator. It depends on how your administrator has set up the approval workflow process.

Submit a job change for a direct report 1. Click the Teams tab.





3. Click .

4. In the Job Info panel, click Job Change.

5. In the Job Info section, click Edit.

6. Select a reason and effective date.

7. In the Comment box, enter any pertinent information about the job change.

8. In the Current Job column, click the check boxes of the data items to change.

9. In the Changes column, make the necessary changes.

10. Click Submit.

Approve a job change 1. From the navigation bar, click HR Admin>Forms.

Or From the banner, click . On the To Do page, click Review.

The Forms page opens.

2. (Optional) Filter the grid by Job Change form type to show only job change records.

3. In the grid, click beside a record.

4. Click the Job Change link.

5. Click Mark Approved.

Delete a job change Note: You cannot delete a job change that you submitted if an HR administrator has

already approved it.

1. From the navigation bar, click HR Admin>Forms. Or From the banner, click . On the To Do page, click Review.





5. Click Delete.


Reject a job change 1. From the navigation bar, click HR Admin>Forms.






5. Click Reject.

6. On the confirmation pop-up, click Yes.

Compensation changes As your direct reports require changes in their pay, you can submit a compensation change. A compensation change submission does not become effective in the employee record until it is approved. Approval can be granted by your manager and then an HR administrator or solely by an HR administrator. It depends on how your administrator has set up the approval workflow process.

Submit a compensation change for a direct report 1. Click the Teams tab.




3. Click .

4. In the Job Info panel, click Job Change.

5. In the Compensation Info section, click Edit.

6. Select a reason and effective date.

7. In the Comment box, enter any pertinent information about the job change.

8. In the Current Job column, click the check boxes of the data items to change.

9. In the Changes column, make the necessary changes.

10. Click Submit.

Approve a compensation change 1. From the navigation bar, click HR Admin>Forms.




2. (Optional) Filter the grid by Comp Change form type to show only comp change records.

3. In the grid, click beside the record to approve.

4. Click the Comp Change link.

5. Click Mark Approved.

Delete a compensation change Note: You cannot delete a compensation change that you submitted if an HR

administrator has already approved it.

1. From the navigation bar, click HR Admin>Forms. Or From the banner, click . On the To Do page, click Review.





5. Click Delete.

Reject a compensation change 1. From the navigation bar, click HR Admin>Forms.






5. Click Reject.

6. On the confirmation pop-up, click Yes.

Email notifications HR administrators and managers are notified via a system-generated message (outside of SilkRoad HRMS) when they have a job or compensation change approval to complete. The message contains a deep link that they click to access SilkRoad HRMS.


Nightly notification emails also go out to users with the hr.admin role. These notification emails are sent for:

• Approvals

• Rejections

• Address and personal demographic changes

These nightly notifications remind HR administrators of approval tasks that managers have not completed yet—in case they need to step in and deal with them.

Documents

SilkRoad HRMS User Guidesilkroadtraining.blob.core.windows.net/client-guides/hrms/SilkRoad H… · SilkRoad HRMS User Guide Version 2016.2 12 . Use this page to view details about