Employment Changes

Managers Self Service

mss-now-live

MSS is here!

Managers or their delegates are able to initiate employment actions such as promotions, salary increases, supervisor changes, terminations, etc. allowing standardized workflow to move transactions through multiple users in GEMS without manual Appointment Status Forms (ASFs).

MSS Pulse Check-In Sessions 

Thursday, October 21, 10am - 11am Thursday, October 21, 3pm - 4pm

Unable to attend a live session? Please provide your feedback via our survey.

Informational Sessions

Below are recordings of prior sessions held with a focus on the particular role. Please click a picture to be directed to the applicable recording. 
Manager

Manager Role

liaison

HR Liaison Role

Unit Approver

Unit Approver Role

Helpful Resources

Guidance Documents - Documents to assist with completing MSS actions

  • Training Guide – step-by-step instructions for initiating and approving employment actions within MSS.
  • Delegation Basics – quick basics to initiating, accepting/rejecting, and revoking a delegation request.
  • Guidance Documents – quick reference guide for each role.
  • MSS Visualization – visual flow chart of the overall MSS process.
  • Action/Reasons – guidance on what reasons to use for each employment action.
  • Workflow – overview of the process steps for each employment action within MSS.

Employment Actions Currently Available - Actions available for use in MSS

  • Initiate Ad Hoc Salary Change
  • Initiate Demotion
  • Initiate Full/Part Time Change
  • Initiate Job Update for Group
  • Initiate Promotion
  • Initiate Reporting Change
  • Initiate Retirement
  • Initiate Terminate Employee
  • Initiate Transfer

Communications

9/22/2021 Reminder of Launch – Managers/Supervisors

(sent by HR Partners)

IT’S HERE! Manager Self Service (MSS) will launch this Thursday, September 23, 2021.

You are receiving this email because you have been identified as a Manager that will utilize Manager Self Service (MSS), new functionality that will be released in GEMS.

As a Manager, you also have the flexibility to assign a Delegate, someone who can initiate these actions on your behalf, within GEMS. Instructions on this process can be found within Delegation Basics located on the MSS Webpage.

This is the first phase of a multi-prong implementation. Only actions in the below list will be available to be processed in MSS at this time: See list above

 All other employment actions will be initiated per the established method until future releases (I.e., Stipend payments, Appointment Extensions, Rehires, New Hires). If you have questions surrounding our internal processes, please let me know.

Continue to review the MSS webpage for updates, helpful information, and to view recordings from town halls last week.

On launch day, another communication will be sent with details on the go-live including, “How-to” links, tips on delegation and approvals, and who to contact with questions or access issues.

If you have any questions, please send them to mss-questions@usf.edu.

9/21/2021 IT’S HERE! Manager Self Service (MSS) will launch this Thursday

IT’S HERE! Manager Self Service (MSS) will launch this Thursday, September 23, 2021.

You are receiving this email because you play a critical role in the success of Manager Self Service (MSS). The positive adoption of MSS by you, our Change Champions, is important to give MSS the momentum it needs and deserves.

As a reminder, this is the first phase of a multi-prong implementation.  Only actions in the below list will be available to be processed in MSS: See list above

All other employment actions will be processed per the established method until future releases (I.e., Stipend payments, Appointment Extensions, Rehires, New Hires).

HR Partners: The attached email has been drafted for you to send to the Managers in your College/Department/Unit as a reminder of the go-live.  Please distribute this communication to the same Managers that you would have sent the previous announcement regarding MSS.

Please continue to review the MSS webpage for updates, helpful information, and recordings to the town hall sessions.

On launch day, another communication will be sent with details on the go-live including, “How-to” links, tips on delegation and approvals, and who to contact with questions or access issues.

If you have any questions, please send them to mss-questions@usf.edu.

9/10/2021 Coming September 23 – Manager Self Service

(sent by HR Partners)

Coming September 23, 2021, new functionality for Managers and Supervisors will be available in GEMS named Manager Self Service (MSS). This new feature will give you the ability to initiate employment actions of your direct reports, such as promotions, salary increases, supervisor changes, and terminations.

How does this benefit you? Employment actions are initiated by you, allowing for a more hands on approach, decreasing time-to-completion and eliminating some paper-based processes.

In MSS, you will be guided through employment actions with clearly displayed steps to simplify the experience and provide support on decisions related to the process. The process will then flow to the next level approver until all appropriate approvals are completed.

To prepare you for this exciting new change, a MSS webpage has been created with valuable information to include training material, communications, and important dates. Central HR will be hosting townhalls to provide a brief overview on MSS and to answer your questions. Please review the website for a schedule and links to the townhalls.

As your Department HR representatives, we also will be providing support to guide you through this change. Please reach out to us for department specific business processes. Any other questions can be sent to the dedicated email for MSS concerns or questions at mss-questions@usf.edu.

9/8/2021 Important Update on MSS, We Need Your Help!

Good Evening HR Partners,

We are only 2 weeks away!

As we move forward with the introduction of Manager Self-Service (MSS), we need your help. The attached communication will be sent to Managers and Supervisors this week. This communication will provide them a quick intro to MSS, how it will affect them, and what steps we are taking to assist them with this new feature.

Townhall meetings have been scheduled for the week of September 13, 2 sessions for each role within MSS (i.e., Managers, HR Liaisons, and Unit Approvers). Meeting information has been included in the email to the Managers and details can be found on the MSS webpage.

During these sessions we will provide a brief overview and answer questions related to the role. We ask that you please encourage your Managers and Supervisors to attend at least one of these meetings, but they are welcome to attend as many as they like.

As you receive feedback from your Managers please forward it to mss-questions@usf.edu.

8/26/2021 Email to HR Partners on Manager Self Service

Dear HR Partners,

Exciting changes coming soon! We are thrilled to announce that due to a promising launch of the Manager’s Self Service (MSS) pilot release to limited departments, we are ready to roll-out this new feature university-wide.

Coming late September!

We’ll need and welcome your support to champion this change in business processes within your Colleges, Departments and Units and assist in the communication of these changes, leading to buy-in at all levels.  To kick us off, we are asking you to share this exciting improvement with the leadership in your area by forwarding this email and having a quick conversation.

Manager’s Self Service (MSS) is new functionality through GEMS that streamlines employment actions by decreasing time-to-completion, reducing manual effort, eliminating paper based processes, and increasing data quality.

Managers or their delegates will be able to initiate transactions such as promotions, salary increases, supervisor changes, terminations, etc. allowing standardized workflow to move transactions through multiple users in GEMS without manual Appointment Status Forms (ASFs).

Managers or their delegates will be guided through transactions with displayed appropriate information to simplify the experience and provide support on decisions related to the process. Click here for additional information.

In the coming weeks more details will follow with all the resources and guidance related to a successful integration of MSS to include a schedule of Town Hall sessions developed for interactive Q&A and demonstration.

Check out the resources that have been posted to our MSS webpage and if you have any questions, please contact mss-questions@usf.edu.

7/8/2021 Email to Alpha Release Partners, Liaisons, & Project Team for Go-Live

Dear GEMS Users,

Manager’s Self Service (MSS) is live in GEMS for alpha release!

You are receiving this email because you have been identified as a Manager with employees reporting to you, you are a Delegate, you Approve employment actions or you are someone that performs HR related functions in one of the designated departments.

Managers or their delegates will be able to initiate transactions such as promotions, salary increases, supervisor changes, terminations, etc. allowing standardized workflow to move transactions through multiple users in GEMS without manual Appointment Status Forms (ASFs).

Have you been given access as a delegate? If so, check out page 5 of the training guide for instructions on accepting that delegation.

A Manager’s Self Service resource page has been created to provide guidance on navigating MSS, process workflow, project progress and scope. 

Click here for information on:

  • Workflow – overview of the process steps for each transaction within MSS.
  • Training Guide – step-by-step instructions for initiating and approving transactions within MSS.
  • Guidance for Delegates and Approvers – what to initiate and when to approve.
  • Action/Reasons – guidance on what reasons to use for each transaction.

Effective today, July 8, 2021, instead of submitting an ASF for these transactions, please initiate the request via MSS in GEMS and let us know if you have and questions, concerns, or issues!

Thank you so much for your participation in this initial roll-out of MSS, we look forward to your honest feedback on the system and processes! 

Please send any questions, concerns, comments to: MSS-Questions@usf.edu.   

7/7/2021 Email to Delegates

Good afternoon,

You have been listed as a delegate for one or more Supervisors within Manager’s Self Service (MSS).  This means that you will be able to initiate transactions within MSS on behalf of those managers.  As we begin the set-up in anticipation of rollout tomorrow, we will assign those delegate roles for you, but you will be required to accept (or reject) the responsibility in GEMS. 

Once the role has been assigned to you today, you will receive an email (sample attached), which you will need to accept in GEMS by clicking the link or accessing via MyUSF.  Please note that though you will receive the communication today, you will not be able to access the page in GEMS to accept until the security has been granted to the page tomorrow morning. Once accepted, you will receive an approval email (sample attached) confirming access to initiate the below transactions. 

  • Initiate Ad Hoc Salary Change
  • Initiate Demotion
  • Initiate Full/Part Time Change
  • Initiate Job Update for Group
  • Initiate Promotion
  • Initiate Reporting Change
  • Initiate Retirement
  • Initiate Terminate Employee
  • Initiate Transfer

Thank you so much for your participation in this initial roll-out of MSS, we look forward to your honest feedback on the system and processes!  Please let us know if you have any questions by responding to this email or sending a separate email to MSS-Questions@usf.edu.

7/7/2021 Sample Email: Delegation setup for MSS Pilot - Test

Transaction(s): Delegation setup for MSS Pilot - Test
From: 2021-07-07
To: 2021-07-08

You can review the request, then accept or reject the request, using the link below:
(Link removed as email copy is for purposes of historical data only).

If you are logged into GEMS, then the following URL will transmit you to the GEMS page related to the transaction identified on this email.
If you are not logged in to GEMS, the system will re-direct you to my.usf.edu to allow you to login to GEMS. Once logged into GEMS, you can access the transactions related to you via the notification flag in the upper right hand corner.

7/7/2021 Sample Email: You have approved Delegation of Authority

Transaction(s): Delegation setup for MSS Pilot - Test
From: 2021-07-07
To: 2021-07-08

View Delegation of Authority:
(Link removed as email copy is for purposes of historical data only).

If you are logged into GEMS, then the following URL will transmit you to the GEMS page related to the transaction identified on this email.
If you are not logged in to GEMS, the system will re-direct you to my.usf.edu to allow you to login to GEMS. Once logged into GEMS, you can access the transactions related to you via the notification flag in the upper right hand corner.

Questions? 

Please send questions to MSS-Questions@usf.edu