Navigating CAPPS Web Demo Script_Manager
Slide # / Slide Image / Audio Text /1 / Welcome to the manager overview of the Centralized Accounting and Payroll Personnel System – CAPPS.
2 / CAPPS is the State of Texas system that provides employees and managers self-service for human resources (HR) activities through a secure, web-based personnel information system.
Health and Human Services (HHS) implemented a self-service HR system in 2005. CAPPS is the updated HHS system which is administered by the Texas Comptroller of Public Accounts. The system streamlines and automates many of the state’s HR functions including: payroll processing, attendance and leave, recruitment, performance management, human resources management, and learning management.
You have 24/7 access to the CAPPS manager self-service through the secure website. For assistance using the system, you can call a specialist at the service center (888-894-4747) from 7:00 a.m. to 7:00 p.m. Central Time, Monday through Friday.
3 / We are excited to share information with you about key manager’s features available in CAPPS. The login screen and the entire site have features that are easy to use. Thank you for taking the time to watch this video and explore CAPPS.
4 / By the end of this presentation you will be able to:
· Identify the features of the login page
· Navigate from the CAPPS Home page to the Manager Self Service menu
· Identify the key features in CAPPS that will help you perform your supervisory duties
5 / The CAPPS login page has a section for current and former employees, and a section for non-HHS applicants. The current and former employee section provides access to the CAPPS portal (home) page and the various HR, payroll and time and leave functions.
Job applicants, who are not current HHS employees, use the Non-employee Login to view and apply for jobs.
The login screen also offers links to HR policies, Employees Retirement System Benefits information, New Employee information, computer requirements, and the Service Center contact numbers.
6 / The CAPPS Home page displays your name within the Global Navigation Menu at the top of your screen. The name that displays is your legal name as it appears in the CAPPS system, which should be consistent with your social security card. You are able to see your own employee information, as well as information about employees you supervise.
7 / The Global Navigation Menu is on the top of your screen and will be displayed at the top of each screen in the CAPPS website. At any time, you can use the Global Navigation Menu to access various other HHS websites. For example, you can quickly link to the CAPPS Home page (Home), HHS Intranet Site, HHS Public Site (website), and HHS HR Site (website) by selecting the appropriate link.
You can also change the size of the text on the CAPPS website by selecting the Change Text Size option and following the instructions.
If you require any help with the CAPPS website, you have two options available to you through the Global Navigation Menu. Your first option is to select the Help? link. This link displays online support tools such as user guides, quick reference cards, and a glossary of terms used on the CAPPS website. If you are unable to resolve your problem or answer your question using these tools, select the Contact Service Center link from the Global Navigation Menu. A page displays that provides the phone and fax numbers available for you to contact the Service Center directly.
The My Links drop-down menu located in the Global Navigation Menu allows you to add and save links to websites that you frequently use. These links may be within the CAPPS website, HHS intranet sites, or external websites. When adding a URL to your My Links drop-down menu, be sure to include the http:// or https:// before the address of the website you are adding. Use My Links to personalize the website to best meet your needs.
8 / The Menu - Classic is located down the left side of your screen and is one way to navigate through CAPPS. Similar to the Global Navigation CAPPS Menu, the Menu - Classic is displayed as you navigate between the screens.
The Main Menu is located below the Menu – Classic and provides a direct link to CAPPS pages that are most frequently accessed. You may use either menu to navigate through CAPPS. The same transactions are available through both menus.
CAPPS has an Accessibility Flag feature that may be useful if you use a screen reader.
9 / The Portal time approval section notifies you when you have time to approve. Navigation instructions are provided for you; however, you can also click the Manager Summary Approval Page link provided in the Approve Time and Leave section of the page.
The Approve Time and Leave section provides links to the Manager Summary Approval Page and the Manager Timesheet.
The Worklist section provides a link to View Your Worklist Items. This will navigate you to the Worklist page where you can review/approve pending requests and notifications.
The Service Center Featured Links section is located in the center column of the home page. Featured Links provides quick access to the most commonly used information and transactions. For example, policy, forms, job center, time and labor links, and the HR, TL Pay Contact List can be found in the Featured Links section.
The Service Center News section is located directly below the Featured Links section. This section contains recent HR, payroll, and time and leave news and information regarding CAPPS and the HHS enterprise. You can view articles by selecting the icons or links located within the section. The homepage only contains recent articles. Select View All Articles and Sections if you wish to read past articles that no longer appear on the CAPPS Home page.
10 / The I Want To… section is located in the upper right hand corner of your screen, and provides links for quick access to specific activities such as enrolling in training or viewing your personal information. As a manager you also have access to the Hiring Center and to the Reporting menu links.
The Help Resources section is located along the right edge of your screen directly below the I Want To… section. This section provides you with access to self-service help tools related to the CAPPS website and information on how to contact the Service Center.
The Quick Links section is located in the bottom right hand corner of your screen. This area includes links for HHS-related websites that are located outside of CAPPS. These links include employee benefits websites maintained by the Employees Retirement System (ERS), Texa$aver, TexFlex, and the Work in Texas website.
Quick Links also includes valuable links to manager’s tools such as the Managers Payroll Calendar, Payroll Guidelines, and checklists that help with on-boarding or separating an employee,
The Employee Directory allows you to search HHS employees by name, job title, department or email.
11 / The Menu - Classic contains different links depending on the roles assigned to you. Some links are available to all employees while other links only appear for managers if you supervise at least one direct report.
You have access to the Manager Self Service if you supervise at least one direct report. Your manager’s role includes
· Compensation Management
· Maintain Employee’s Work Info
· Separations & Retirement
· New Hire
· Time and Leave Management
· Reporting
· Incident/Injury Reporting
· Organization & Classification
· Performance Management Home
· Learning Center
· Recruiting
· View Employee Personal Info
· Track Agency Property
· Designate Workflow Alternate
· Employee Separation
· HR Forms
· HR Policies
· Worklist
12 / Selecting the Manager Self-Service link from the Menu-Classic navigation pane displays a high level folder structure for each of the Manager Self Service areas. You can access each topic area by using either the link provided under the Menu Classic option or by clicking the title link from the folder structure displayed on this page.
13 / In the View Employee Personal Info. menu you can view employee company information for your direct reports. This includes position, job code, department, and other information. You can also view your employees’ personal information such as mailing addresses, email addresses, emergency contacts and phone numbers.
14 / The Track Agency Property menu is a feature where you can record and track agency property assigned to or returned by your employees. Property may include items such as pagers, cell phones, keys, laptops, etc.
15 / In the Designate Workflow Alternate menu, you are able to route employee-initiated accident/ incident reports and I-9 forms to another manager for a specified period of time.
16 / Compensation Management helps you manage salaries for your direct reports. You can initiate and view the status of regular or one-time merits for your employees. You can also review compensation history and total compensation for your direct reports. Additional compensation, such as shift pay, language interpreter services, and maximum security pay is managed through this page. Leave of Absence requests and returns from leave are also cared for here.
17 / The Maintain Employee’s Work Info menu allows you to view and update an employee’s work location and mail drop, as well as change the reporting manager.
18 / In Separations & Retirement you can initiate employee separation or retirement actions to remove your employee from your agency’s payroll.
19 / The New Hire menu allows you to initiate the on-boarding process for an applicant that you are ready to hire.
20 / The Time and Leave Management menu provides you the ability to manage employee time requests including leave and overtime, work schedules and leave exceptions. You can also view and edit time certifications, view leave balances, and perform a work schedule override.
21 / The Reporting menu provides you the ability to run and view various reports. The manager reports help you perform your supervisory duties through a variety of reports. Examples include leave balances, required training compliance, and time certification reports.
22 / The Incident / Injury Reporting menu provides you the ability to view, update, and print accident reports that involve your direct reports. You can also add incident/injury reports on behalf of your employees and nonemployees.
23 / The Organization & Classification menu provides you the ability to request and view a job audit and view position and job code information for your direct reports.
24 / The Performance Management Home menu allows you to create, view, edit, and manage performance plans, evaluations, and professional development activities. You can also maintain performance notes in preparation for performance reviews.
25 / The Learning Center menu provides you the ability to view current training, required training, and completed training for your direct reports. You can also search for training by using the Search Catalog feature.
26 / The Recruiting menu provides access to the Hiring Center to help you manage the recruiting process. You can review and manage applicants for positions you have posted. Enter job offers for approval, and place selected candidates in ready to hire status.
27 / The Worklist is a way for you to keep track of the supervisory actions you are responsible for completing and any notifications sent to you The worklist is like an email box located on the CAPPS Home page, where HR-related items are routed to managers.
28 / Additional support is available to help you use CAPPS to perform your manager duties. User guides, online training, and frequently asked questions are available in the CAPPs system. If you need additional support, you can contact the Service Center between 7:00 a.m. and 7:00 p.m. Central Time Monday through Friday. Based on the type of support you require, there are multiple options to meet your needs.
29 / You have now completed this introduction to CAPPS for Managers and have seen how to log in, how to navigate to the CAPPS Home page and the Manager Self Service menu, and identified key features that will help you perform your supervisory duties.
30 / Thank you for attending!
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