Dominion hosted a live Employee Self Service software demo January 24, 2018. Claire Manz, Dominion’s Product Strategist, presented on Dominion’s Employee Self Service platform. I broke the transcript down into 3 parts. Below is part 2 of 3. By reading these transcripts or watching the live demo, you will learn how to empower your employees by conveniently giving them access to their personal information such as their pay stubs and W-2, enroll in benefits during open enrollment, as well as access other useful resources. Part 1 goes over the shortcuts that are on the employee's main page. You can find part 1 transcript here. Part 2 below shares information regarding the Profile tab, the Reports tab, and the Time & Attendance tab. Part 3 will share information about the Applicant Tracking and Benefits tabs, questions from clients with answers, as well as how Dominion's Onboarding software is conveniently integrated with our Employee Self Service product. Giving your employees an Employee Self Service portal allows you to focus your time on more important payroll and HR tasks. Keep reading to learn about the Profile tab, the Reports tab, and the Time & Attendance tab!
A lot of the navigation is up top on the main menu. The Profile tab is really the employee's profile. This is where a lot of their personal information is going to be stored and a lot of this they can edit if you give them access to editing. I can change my contact information, my address, and I can add dependents, which might be very good for those of you with ACA reporting or with Benefits Administration and I can also add emergency contact information. Now, anything that I add or change here is a request. I will request a change to my administrator. As an administrator, you will receive a notification in your to-do box that says, "Hey, this employee made a change, approve or decline". This is just there so that employees aren't simply pushing through as many changes as they want. They're not adding nephews and nieces to their dependents, but this is just a way for you to babysit a little bit of that information. It is very good for the employee to utilize and you will be notified once they're there.
Paycheck settings-- you can open this up for employees to change their exemptions and how they want their taxes taken out. Direct deposits are something that we are toying with about making available to employees. It's something that we want to set up, but we are hesitant. As you all know, employees might want to set up multiple or set up fake accounts and things like that. So, we're working on getting that one set up. The employees also have the ability to change their password, their email, and all the questions we ask when they first register. This is just a way for the employee to manage their own account. There's a lot of information here that we want employees to have access to at any point, but know that any changes that they make, are requests for changes. They're not going to go through and be finalized until you accept them and you won't be able to process payroll until they are accepted or declined. There are checks and balances in the system.
One of the great things about the Employee Self Service site is that they have access to historical data as well. As an employee, I can run some standard reports on myself. I can get a paycheck history report. Maybe I'm getting a loan or a mortgage and I need all that data. Rather than coming to you, as an administrator, and say, “Hey, can I have my last 12 paystubs?”. Well, I can come here and get that information myself. W-2’s, you can have all of those historical copies as well. I can get my copies from certain years. I have a demo company set up so she doesn't have any actual W-2 copies, but they can access all of those. They can also access the employee's instructions as well. There's some information that they can get on themselves, but they also have access to those consent forms. I mentioned previously that if the employee electronically accepts receiving their W-2 or 1095 electronically, they will be emailed as soon as those are approved and available to them. This is a lot of legal jargon, but as soon as they accept this, they put their email address in and you will know that the employee has accepted to receive as an electronic version. You have a record of all of this. The same thing goes for the 1095 consent.
Now, also for employees, we have some extra data that we can store that will help not only you as an administrator centralize a lot of the employee data, but it also helps the employees keep track of certain information. Events is a really great way to track employee data. A lot of times I see this used for disciplinary action, things like verbal warnings, written warnings, something that the employee should probably be aware of depending on how your policies work. It can also be used for training programs, education, things that the employee should be doing in order to go to the next level in their role or get a promotion. This is a really great way to track all of those. I would also encourage this section to be used for any certifications or licensing classes that they might have to complete on a regular basis. We keep that time and of all of this information here for the employee, but also for the administrator and supervisors.
Now the custom HR Fields are another custom section that you could push out to employees, but you do not have to push out to employees. There are permission settings on all the events and the HR info. These are fields that I have custom added to this client code. There might be data that's not typically HR data. It might be safety information. It may be related to their specific role that we want to store in a centralized system, more of an HRIS platform to help round out where all of your information is housed. Company property is always a good one to track if they have keys, manager keys or something. We want to track that. In an exit interview, we can get all of that back. Locker assignments is another example. One of the big ones I see are sweatshirt or uniform sizes, so if you are ever ordering additional sizes you can easily report on this information and order according to how employees have labeled themselves. As an employee, I can be given access to editing certain fields. I can go down and select my size and request the change. Once that change has been requested, it won't change it here until that has been approved. Along with adding these to events, I really like having certain expiration dates listed here in this section because I can run a really great report to notify my supervisors of who is expiring. This is a really great way to set up some of those date fields in the system for you. You get to select what the field type is, the name, and you can select whether it's a checkbox, text fields, date, or a drop-down menu. This is a really great way to round out your platform and store as much as you possibly can in a centralized place so that you don't have Excel documents over here and Word docs for some employees. We want to keep it all in one place for you. This is a really great place to do so. Everything that I've shown you so far outside of Leave Management is within the system as it is: the Resources, custom HR Fields, and Events. Those are all free tools that you can start building today. Leave Management is an additional product along with the next two or three products we're going to go through.
Time & Attendance Tab
Time & Attendance works very well with Leave Management because it's a time and attendance portal for employees to access their actual schedules. In my time card history, I can go through and see all of my times and how many hours I have added. I can also go to my Punch Calendar to see things in the future. I can see that I've added that there. I can go into the future to see anything that I've requested down the road. For certain employees, we can also allow them to punch through Employee Self Service. If you have employees that work remotely or if you have hourly employees that work at a desk that have access to a computer, it frees up some of those time clocks where they punch in because they can simply log in and they can click punch. The employee gets that punch recorded and it's immediately available for them to see based on their schedule that I was tardy 3.5 hours. Very easy for that employee to get their own information and to know when their schedules are. I really like Time & Attendance for employees to be able to access that information. It’s good to note on that main screen, if you do open it up to employees, they will see the weekly activity and the punch screen on the main screen so they don't have to navigate through to the Time & Attendance portal if they don't want to. It is very easily accessible.
Now we have explored the main page shortcuts in part 1 and a couple of the different tabs in part 2. Read part 3's transcript sharing the Applicant Tracking and Benefits tabs as well as a questions and answers section!