- New preferred name feature in Self-Service
- HRMS Unavailable Saturday January 17
- Postings extended by one day this weekend
- Changes to sign-on page used to access the Management Systems Portal (MSP)
- It is now possible to add a preferred name to your HRMS records in Self-Service.
- The preferred name is optional and is in addition to a legal name.
- All administrative systems must contain a legal name for Government and Banking requirements.
- All documents such as appointments, direct deposit, T4’s, Benefits and TD1 require a legal name.
- The preferred name will only be used for social reference/contact purposes.
- To add a preferred name, sign-on to Self-Service and click on the ‘Personal Summary’ hyperlink in the ‘myPersonal Info’ section.
- Click on ‘Add/Edit Preferred Name’ at the top of the page to add your preferred name.
- System upgrades are being implemented for the Management Systems Portal (MSP).
- MSP will be unavailable from 6am to 6pm on Saturday January 17th
- There will be no access to HRMS, FMS, Self-Service, and other applications available via MSP on that day.
- Postings will not be accessible to job applicants.
- For more information on the changes and their impact on HRMS, please read the bulletin items below.
- Due to the aforementioned down-time for MSP, postings which are open January 17 will be automatically extended by one day.
- For the week of January 19 only, the printed version of CUPE 116 postings will contain postings for the weeks of both January 12 and January 19.
What is the MSP sign-on page used for:
- The hyperlink www.msp.ubc.ca is used to access HRMS, FMS, self-service and other applications.
What will change?
- For admin users only, a small dialog box pops up with 2 radio buttons asking whether you want to go to MSP or Self-Service – this dialog box is being eliminated.
- The self-service page is being split into 2 pages: one for HRMS self-service and one for FMS self-service.
Once signed on, how do you access admin and self-service pages?
- Use new tabs at the top of the MSP page.
- The tabs let you switch between the MSP Admin page and the 2 Self-Service pages.
- You no longer need to sign out of HRMS to access self-service and vice-versa.
When will this happen?
- HRMS, FMS and Self-Service will be down on January 17 to reconfigure MSP.
- You will see these changes starting Sunday January 18.
If you encounter problems, who do you contact?
- Please contact email@example.com if you have questions or encounter problems.
Is there more information on how different types of MSP users will be affected?
- Yes, a more detailed explanation of how the MSP changes affect workflow, self-service and admin users is included below.
Since 2006 the MSP sign-on process for HRMS and FMS applications and Self-Service has remained largely unchanged. However, it is now necessary to make adjustments to this process.
Why are these changes being made?
- To modernize and simplify the sign-on technology.
- To eliminate customizations implemented in 2006.
- To prepare our PeopleSoft environment for new functionality.
- To allow admin users to easily access Self-Service without having to log off their admin access and re-log on to Self-Service.
Admin users: How does this affect Admin users?
- Admin users are those that use modules such as eRecruit, ePAF, FMS Live, FMS nQuery, and other financial applications.
- After sign-on, admin users will now be taken straight to the Applications tab in MSP.
- The Applications tab contains the traditional admin applications (same as if you had selected the MSP radio button on the dialog box).
- To access the 2 Self-Service pages (or to return to the Applications tab) you now navigate using tabs at the top of the MSP page.
- Both HRMS and FMS users will be able to easily navigate between the Applications page and the 2 Self-Service pages with no need to log off and back on.
Self-Service users: How does this affect Self-Service users (those with no admin access)?
- These are people that want to access their T4, pay stubs, update their personal contact information, apply for a job, or make a travel claim. They have no admin access.
- After sign-on, Self-Service users will be taken to a page with 2 Self-Service tabs – one for HRMS and one for FMS.
- This page will default to the HRMS Self-Service tab.
- Users with access to Self-service features in both HRMS and FMS (such as the On-line Payment tool in FMS) will navigate using the HRMS and FMS Self-Service tabs at the top of the page.
Workflow approvers: What about Self-Service users that have admin access to do Workflow approvals, but no other admin access?
- Using the Workflow email hyperlink:
- Workflow approvers usually do approvals via a hyperlink found in their Workflow notification emails.
- This is access is unchanged from what happens now.
- After sign-on they are taken directly into either HRMS or FMS to do an approval.
- They bypass the MSP portal completely.
- Since the 2 Self-Service tabs only appear in the portal, approvers will not be able to access the Self-Service tabs when doing approvals from the Workflow hyperlinks.
- However, HRMS approvers can still access most HRMS Self-Service features from the left-side HRMS menu.
- Using Self-Service:
- If a Workflow approver signs on via MSP to access Self-Service they will encounter the same system behavior as the main admin users noted above.
- In the absence of the dialog box with the 2 radio buttons, they will pop onto the MSP Application page and will need to use the 2 Self-Service tabs at the top of the screen.
If you have any questions please contact:
- Robert Boudreau (HR)
- Joanne Young (Payroll)
- Susan Xiao-Colbert (Finance)