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Self Service - System Access
Guide for Users Updated on 4 April 2017
eHR Self Service - System Access
Guide for Users
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Contents Getting Help ..................................................................................................................... iii
Supported Browsers ......................................................................................................... iii
Security Access Requests ................................................................................................. 1
Timesheet security access request ................................................................................ 1
eAppoint security access request .................................................................................. 9
Recruiting security access request ...............................................................................14
Review or remove my online security request ..............................................................18
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Guide for Users
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Getting Help
eHR Online Learning You will find a collection of tutorials and user guides for eHR systems at: http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html. Check out the Getting
Started topic before you start browsing the online content.
HR Client Services If you experience difficulties logging into eHR or online tutorials, contact HR Client Services:
Call: 416-979-5000 ext. 5075 or Email: [email protected]
Technical Help To access any Ryerson system, you must first activate your Ryerson identity by completing the web form available at: https://rms-web.ryerson.ca/activation/identity. If you experience difficulties logging into eHR via the Ryerson portal using your RyersonID, contact the CCS Help Desk:
Call: 416-979-5000 ext. 6806 or Email: [email protected]
Supported Browsers
Firefox WIN 7
Safari OSx
Chrome OSx/WIN 7
Internet
Explorer WIN 7
Desktop version 24.x, 35.x 17.x, 24.x, 30.x 7.x 9.x, 10.x, 11.x
Compatibility Off
Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has
been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information in the official documents will prevail. The information contained in this document can change without notice and is not guaranteed to be error-free. If
you find any errors, contact HR Client Services at (416) 979-5075 or [email protected].
eHR Self Service - System Access
Guide for Users
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Security Access Requests
This content will assist you with using self-service to submit security access requests. Security Access Request forms is a self-service application that provides you with a clear view of your security access rights to various applications in eHR. Whether you are requesting access or viewing unapproved security requests for access, the familiar eHR interface enables you to update and review your personal security access requests.
By the end of this section you will be able to:
Submit security access requests Check your security access request history
This section applies to:
Employees who report and approve payable time online
Timesheet security access request
Time management and reporting within 'Manager Self Service' enables managers and administrators to approve employee time online. In a supervisory role at Ryerson, you may need to have access to eHR's Manager Self Service options to approve reported time for employees.
Do you supervise other employees?
Managers/supervisors with direct reports are automatically given access to approve their direct report's time sheets. If you will approve time or report time for employees as part of your job, then you must update your eHR security to get access to 'Manager Self Service'
Do you need to approve or input time?
Depending on your role, you may have the responsibility of reporting time for employees. If this is the case, you will need to update your personal eHR security to get access to 'Manager Self Service'.
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Procedure This topic demonstrates how to submit a timesheet security access request.
Step Action
1. Navigate to the 'Security Access Request' menu.
Click the Main Menu button.
2. Click the Self Service menu.
3. Click the System Access menu.
4. Click the Security Access Request menu.
Step Action
5. Click the Create time sheet security access request link.
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Step Action
6. The employee job details section provides details about your active job.
7. Specify the begin and end dates for the request, or leave the 'End Date' field blank to
set-up a request that will not expire.
8. Depending on your role, select the option that best describes your access request. Note: If you are a manager/supervisor with direct reports, you will automatically be
given access to approve your direct reports time sheets.
9. Decision: Please make a selection from the options listed below.
Alternate Approver
Go to step 10 Inputter Role
Go to step 24 Viewer Role
Go to step 32
Step Action
10. In this example, you will select the role that will set you up as an alternate approver for time sheets in a department for two employee classes. Click the Alternate Approver - (Access To Approve Time Sheets by Department option.
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Step Action
11. Select the department.
Click the Look up Department (Alt+5) button.
12. Click the D14001 link.
13. Use the '+' to add more departments if needed.
14. Use the 'All Employees Classes' option to include all employee types in your access
request.
15. Select an employee class. Click the Look up (Alt+5) button.
16. Click the Employee Classification link.
17. Click the Add a new row at row 1 (Alt+7) button.
18. Click the Look up (Alt+5) button.
19. Click the Employee Classification link.
20. Click the Next button.
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Step Action
21. All security requests require authorization from your direct manager or any other eligible approver.
By default, your direct manager is selected. If needed, choose another approver. Click the Submit button.
22. Your security access request has been submitted to your approver. Follow-up with your approver if there are delays in approving your request.
Once your security access has been set-up, you will receive an email with details of your completed security access request.
Refer to your security access request history menu for the current status of the request.
23. End of topic.
End of Procedure. Remaining steps apply to other paths.
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Step Action
24. In this example, you select the role that will enable you to input time for a department and one employee class.
Click the Inputter Role - (Access Input and View Time Sheets) option.
25. Click the Look up Department (Alt+5) button.
26. Click the D14001 link.
27. Use the '+' to add more departments if needed.
28. Use the 'All Employees Classes' option to include all employee types in your access
request.
29. Click the Look up (Alt+5) button.
30. Click the 503 link.
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Step Action
31. Click the Next button.
Go to step 21
Step Action
32. In this example, you select the role that will enable you to view time sheets for a department and one specific employee class. Click the Viewer Role - (Access to View Time Sheets) option.
33. Click the Look up Department (Alt+5) button.
34. Click the D14001 link.
35. Use the '+' to add more departments if needed.
36. Use the 'All Employees Classes' option to include all employee types in your access request.
37. Click the Look up (Alt+5) button.
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Step Action
38. Click the 503 link.
39. Click the Next button.
Go to step 21
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eAppoint security access request
'eAppoint' enables administrators to process appointments into eHR for locally recruited applicants
employed in a variety of temporary jobs. 'eAppoint' also allows you to perform other types of transactions such as: completing job changes, and changes to hours and contract terminations. There are two roles in eAppoint that enable you to process appointments, complete job changes and/or approve transactions:
Initiator role
Appoint or change data for any or all of the following employee types:
'CUPE Unit 1 - Sessional & Part Time Instructors' 'CUPE Unit 2 - CE Instructors' 'CUPE 3 Unit 3 - Teaching Assistants, Graduate Assistants, Invigilators and Lab Monitors' 'Non-union Casual (Part Time)' 'Research Assistants (RAs)' 'Workstudy students' 'Token payments - Honorariums under $500, Guest Lecturers (non-employee payments)' 'Graduate Student Stipends (GSS)'
Validator role
Verify and review the contract details and approve appointments or change transactions before these are transferred into eHR.
Do you need to appoint part-time employees?
Depending on your role, you may have the responsibility of entering contracts or submitting 'data
change transactions' into eHR. If this is the case, you will need to update your personal eHR security to get access to eAppoint as an 'initiator'.
Do you need to approve contracts or data changes to employee records?
Depending on your role, you may have the responsibility of approving contracts or 'change
transactions' into eHR. If this is the case, you will need to update your personal eHR security to get access to eAppoint as a 'validator'.
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Procedure This topic demonstrates how to submit an eAppoint security access request for an initiator.
Step Action
1. Click the Main Menu button.
2. Click the Self Service menu.
3. Click the System Access menu.
4. Click the Security Access Request menu.
Step Action
5. Click the Create eAppoint security access request link.
6. The employee job details section provides details about your active job.
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Step Action
7. Specify the begin and end dates for the request, or leave the 'End Date' field blank to set-up a request that will not expire.
8. Depending on your role, select the option that best describes your access request. In this example, you will select the 'Initiator' role that will enable you to appoint two types of employees for a department.
Step Action
9. Click the eAppoint Initiator For Department option.
10. Select the department. Click the Look up Department (Alt+5) button.
11. Click the D14001 link.
12. Use the 'All Employees Classes' option to include all employee types in your access request.
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Step Action
13. Select an employee class.
Click the Look up (Alt+5) button.
14. Click the Employee Classification link.
15. Click the Add a new row at row 1 (Alt+7) link.
16. Click the Look up (Alt+5) button.
17. Click the Employee Classification link.
18. Click the I certify that all related learning has been completed pertaining option.
19. Click the Next button.
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Step Action
20. All security requests require authorization from your direct manager or any other eligible approver.
By default, your direct manager is selected. If needed, choose another approver. Click the Submit button.
21. Your security access request has been submitted to your approver. Follow-up with your approver if there are delays in approving your request. Once your security access has been set-up, you will receive an email with details of your completed security access request. Refer to your security access request history menu for the current status of the request.
22. End of topic.
End of Procedure.
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Recruiting security access request
Administrators, hiring managers, and approvers to recruit and hire candidates to complete the full
cycle of local recruitment online. Currently, the recruiting system is limited to the CUPE Unit 1, 2, and 3 hiring only. However, HR will introduce online recruitment for other employee types in the future.
Procedure This topic demonstrates how to submit a security access request for a recruiter.
Step Action
1. Navigate to the 'Security Access Request' page.
Click the Main Menu button.
2. Click the Self Service menu.
3. Click the System Access menu.
4. Click the Security Access Request menu.
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Step Action
5. Click the Create recruiting security access request link.
6. The employee job details section provides details about your active job.
7. Specify the begin and end dates for the request, or leave the 'End Date' field blank to
set-up a request that will not expire.
8. Depending on your role, select the option that best describes your access request. In this example, you will select the 'recruiter' role that will enable you to hire one job
family for a department. Select 'Reviewer' if you review and approve contracts.
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Step Action
9. Click the Recruiter For Department option.
10. Select a department. Click the Look up Department (Alt+5) button.
11. Click the Department link.
12. Use the 'All Job Families' option to include all employee types in your access request.
13. Select the job family for the department.
Click the Look up (Alt+5) button.
14. Click the Job Family link.
15. Click the I certify ...option.
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Step Action
16. Click the Next button.
Step Action
17. Click the Submit button.
18. Your security access request has been submitted to your approver. Follow-up with your approver if there are delays in approving your request. Once your security access has been set-up, you will receive an email with details of your completed security access request. Refer to your security access request history menu for the current status of the request.
19. End of topic.
End of Procedure.
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Review or remove my online security request
Use the review or remove page to view a list of all your 'Security Access Request' transactions or
remove your access.
Procedure This topic demonstrates how to review your security access request history.
Step Action
1. Navigate to the 'Security Access Request' page. Click the Main Menu button.
2. Click the Self Service menu.
3. Click the System Access menu.
4. Click the Security Access Request menu.
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Step Action
5. Click the Review or remove my online security request link.
6. All your security access requests display the request type, status, request dates and the approval monitor link to view the approver of the transaction.
Step Action
7. To view the details of a transaction, click the security request type. Click the Time sheet link.
8. This page displays information that you entered in your security request.
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Step Action
9. When you are finished, click the Return To List button to return to the previous screen.
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Step Action
10. To remove your access, click the Security option.
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Step Action
11. Click the Remove Access button.
12. Your security access will be removed for the chosen application. Click the OK button.
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Step Action
13. Click the Return to Main Menu button.
14. End of topic.
End of Procedure.