PSGuide - myEMS (PeopleSoft)
How to submit an Accommodation Request in myEMS (PeopleSoft) – Tutorial
video for employees
Review an Accommodation Request in myEMS (PeopleSoft) – Tutorial video
for managers
The PSGuide is currently under review, all documents are being updated to correspond with version 9.2. A green checkmark will be placed next to all updated modules.
COVID-19 Important Notices
Absence Requests for COVID-19 Related Reasons Using Other Paid Leave Code 699
Use this procedure if you are an employee, manager or leave administrator who requires guidance with the use and entry of Other Paid leave (code 699) related to COVID-19.
Absence Requests for COVID-19 Related Reasons Using Other Paid Leave Code 699 (DOCX, 562 KB)
Changes to Leave Request Already Approved – Current Fiscal Year Only
Use this procedure if you are an employee, manager or leave administrator who requires guidance on changing a previously approved leave request taken during the current fiscal year in myEMS (PeopleSoft). For example, replacing an already approved leave request with Other Paid leave (code 699).
Changes to Leave Request Already Approved – Current Fiscal Year Only (DOCX, 50 KB)
What's New
Self-Identification Forms
Telework
Legal Services Module
myEMS (PeopleSoft) Fundamentals
This module covers basic concepts, terminology, and navigation techniques for myEMS (PeopleSoft) applications using a browser-based interface to view or manipulate data.
Navigation Overview
Understand the myEMS (PeopleSoft) Database Organization
Use this procedure to gain an understanding of the myEMS (PeopleSoft) database organization.
Understand the myEMS (PeopleSoft) Database Organization (DOCX, 83 KB)
Use Personal Preferences
Use this procedure to learn to set some personal preferences in the myEMS (PeopleSoft) interface.
Introduction to the Person Model
Use this procedure to learn about the person model in myEMS (PeopleSoft).
Introduction to the Person Model (DOCX, 191 KB)
Using Keys and Search Pages
Understand Search Keys (Search Criteria Fields)
Use this procedure to learn about search keys in the myEMS (PeopleSoft) database.
Understand Search Keys (Search Criteria Fields) (DOCX, 165 KB)
Use Search Pages
Use this procedure to learn about the Search pages in myEMS (PeopleSoft).
Use Operators
Use this procedure to learn about using operators during a search.
Use Wildcards
Use this procedure to learn how to use wildcards when conducting a search in myEMS (PeopleSoft).
Use the Find Feature
Use this procedure to learn about the Find feature in myEMS (PeopleSoft).
Working with Pages
Recognize Page Controls
Use this procedure to become familiar with the various types of data entry fields.
Recognize Page Controls (DOCX, 136 KB)Use myEMS (PeopleSoft) Grids
Use this procedure to learn about the grids used in myEMS (PeopleSoft).
Use myEMS (PeopleSoft) grids (DOCX, 255 KB)
Adding and Updating Data
Understand Action Types
Use this procedure to learn about the different action types in myEMS (PeopleSoft).
Categories of Effective-Dated Rows
Use this procedure to learn about effective-dated rows.
Adding a New High-Level Key
Use this procedure to enter a new high-level key into the myEMS (PeopleSoft) database.
Use Update/Display
Use this procedure to learn about the Update/Display action type.
Use Include History
Use this procedure to learn about the Include History action type.
Use Correct History
Use this procedure to learn about the Correct History action type.
Phoenix Documents
Phoenix Required Fields
The PeopleSoft Government of Canada Human Resources Management System (MyGCHR / myEMS-PS) is integrated with Phoenix, the pay system.
Catalog of Phoenix Error Messages
Use this document to find the explanations to your Phoenix messages.
Absence Events and Phoenix
The PeopleSoft Government of Canada Human Resources Management System (MyGCHR / myEMS-PS) is integrated with Phoenix, the pay system.
Phoenix Triggers and Phoenix Messages
The PeopleSoft Government of Canada Human Resources Management System (MyGCHR / myEMS-PS) is integrated with Phoenix, the pay system, as of 25 April 2016.
Schedules and Phoenix
The PeopleSoft Government of Canada Human Resources Management System (MyGCHR / myEMS-PS) is integrated with Phoenix, the pay system.
HR Processing and Phoenix
ESDC's PeopleSoft Human Resources Management System, myEMS-PS, is integrated with Phoenix, the pay system.
GCHRMS - Handling Error Messages from Phoenix
This document outlines the flow of the messaging, a successful submission, error handling of messages for both Personal and Job Data transactions, and how to view messages online and through reporting
GCHRMS - Handling Error Messages from Phoenix (DOCX, 2.4 MB)
Enterprise Learning
Enterprise Learning
Saba
With the implementation of Saba, the Learning and Development module in myEMS (PeopleSoft) is no longer being used to report on learning.
Please refer to the Automation of Learning Tracking and Reporting – Reference Table (DOCX, 46 KB) to update your learning history.
Employees
Employee Self-Service
Personal Information
View Personal Information
Use this procedure to view a summary of your personal information.
View Personal Information (DOCX, 158 KB)Maintain Marital Status
Use this procedure to view/or update your Marital Status information.
Maintain Phone Numbers
Use this procedure to view, add, update, and delete your phone number information.
Maintain Home and Mailing Addresses
Use this procedure to view, update or add your home and/or mailing address.
Maintain Emergency Contacts
Use this procedure to view, add, update and delete your emergency contact information.
Maintain an Email Address
Use this procedure to view, add, update or delete an email address.
Maintain Name Change
Use this procedure to view your current name and enter a new name as of a specified date.
Maintain Official Language Preferences
Use this procedure to view and update your Official Language communication Preferences.
Add, Update or Delete your Profile Photo
Use this procedure to add, update or delete your profile photo in Employee Self-Service.
Time - Absence
Cancel Absence
Use this procedure to cancel a submitted or denied absence request or to submit an approved absence request for cancellation.
View Monthly Schedule
Use this procedure to view your monthly schedule within myEMS (PeopleSoft).
View Your Absence Balances
Use this procedure to view your absence balances.
View Your Absence Request History
Use this procedure to view your absence request history.
Changes to Leave Request Already Approved – Current Fiscal Year Only
Use this procedure if you are an employee, manager or leave administrator who requires guidance on changing a previously approved leave request taken during the current fiscal year in myEMS (PeopleSoft).
Changes to Leave Request Already Approved – Current Fiscal Year Only (DOCX, 50 KB)
Request Compensatory (Banked) Overtime
Use this procedure to submit a Compensatory (Banked) Overtime request.
Request Absence - Partial and Half Day
Use this procedure to submit an absence request that includes a partial day(s) or half day(s).
Manage Delegation
Add a Delegation request
Use this procedure to add another employee as your delegate.
Revoke a Delegated Authority
Use this procedure to Revoke a Delegated Authority.
Accept or reject a request to act as a delegate
Use this procedure to accept or reject a request to act as a delegate on behalf of a manager in myEMS.
Accept or reject a request to act as a delegate (DOCX, 651 KB)
Review Proxies with My Self-Service Approval Authority
Use this procedure to view and manage a list of individuals you have identified as proxies in myEMS and to whom you have delegated your self-service approval authority.
Review Proxies with My Self-Service Approval Authority (DOCX, 443 KB)
Legal Services
Registering as a Custodian for a Litigation Hold
Use this procedure to register as a custodian for an active litigation hold.
Registering as a Custodian for a Litigation Hold (DOCX, 587 KB)
Reviewing Custodian Registration for a Litigation Hold
Use this procedure to review and amend a previously submitted custodian registration for an active litigation hold.
Reviewing Custodian Registration for a Litigation Hold (DOCX, 587 KB)
Telework
Video tutorial - How to submit a Telework Agreement in myEMS (PeopleSoft)
- Video tutorial - How to submit a Telework Agreement in myEMS (PeopleSoft)
Duty to Accommodate
Review, Update, or Delete an Accommodation Request
Use this procedure to review, update, or delete your Accommodation Request
Review, Update, or Delete an Accommodation Request (DOCX, 624 KB)
Change the Supervisor on an Accommodation Request
Use this procedure to change the Supervisor on an Accommodation Request
Change the Supervisor on an Accommodation Request (DOCX, 273 KB)
Access and Create Your Employee Accommodation Record
Use this procedure to access your Employee Accommodation Record
Access and Create Your Employee Accommodation Record (DOCX, 356 KB)
Managers
Manager Self-service
Position Management
View Position Information
Use this procedure to review the attributes of a position including Position Data Information, Position Language Information, Position Labour Relations, and Delegation Information.
View Position Summary
Use this procedure to view summary data for a position.
View Job Code Information
Use this procedure to view the Job Code information.
Employee's Personal Information
View Employee Personal Information
Use this procedure to view personal information for an employee who reports to you.
Manager Dashboard
Navigating Manager Dashboard
Use this procedure to navigate the Manager Dashboard and understand the type of information available in the sections of the dashboard.
Understanding the Direct Line Reports Pagelet
Use this procedure to navigate and review, the Direct Line Reports Pagelet.
Understanding the Direct Line Reports Pagelet (DOCX, 303 KB)
Using the Position Information Query
Use this procedure to execute the Position Information query and download the results into excel.
Using the Expected Completion Date Query
Use this procedure to execute the Expected Completion Date query to proactively manage extensions for employees who report directly to you and currently have a temporary assignment or appointment.
Using the Casual Tracking Query
Use this procedure to execute the Casual Tracking query to proactively manage employees who report directly to you and currently have a casual appointment. All casual appointments are entered in the system with a future dated termination row.
Team Time - Manage Employee Absence
Approve Employee Absences
Use this procedure to review an absence request and either approve or deny the request.
Request Employee Absences
Use this procedure to request and approve absence on behalf of an employee who directly reporting to you.
View Absence Request History (Manager)
Use this procedure to view the absence request history for an employee who reports to you.
View Absence Balances (Manager)
Use this procedure to view the absence balances for an employee who reports to you.
Forward Absence Request
Use this procedure to forward an absence request to another supervisor for approval.
View Monthly Calendar
Use this procedure to view the monthly calendar for employees directly reporting to you.
Approve Compensatory (Banked) Overtime
Use this procedure to review a Compensatory (Banked) Overtime request and either approve, deny or forward the request.
Cancel Employee Absence
Use this procedure to cancel an approved or submitted leave request on behalf of an employee who is directly reporting to you.
Changes to Leave Request Already Approved – Current Fiscal Year Only
Use this procedure if you are an employee, manager or leave administrator who requires guidance on changing a previously approved leave request taken during the current fiscal year in myEMS (PeopleSoft). For example, replacing an already approved leave request with Other Paid leave (code 699).
Changes to Leave Request Already Approved – Current Fiscal Year Only (DOCX, 50 KB)
Manage Employee Schedules
Create Personal Schedule
Use this procedure to create a personal schedule for an employee.
Assign Pre-defined Schedule
Use this procedure to assign a predefined schedule for an employee by selecting from a list of common schedules built into myEMS (PeopleSoft).
Modify Personal Schedule
Use this procedure to modify a personal schedule for an employee.
View History of Assigned Schedules
Use this procedure to view the history of schedule assignments for an employee.
Team Information
View Current Team Profiles
Use this procedure to view the Person Profile for employees who report to you directly or indirectly.
Add or Renew Telework Information
Use this procedure to add or renew telework information for an employee.
Review and Amend Telework Information
Use this procedure to review and amend the telework information for an employee.
Manage Delegation
Add a Delegation request
Use this procedure to add another employee as your delegate.
Revoke a Delegated Authority
Use this procedure to Revoke a Delegated Authority.
Accept or reject a request to act as a delegate
Use this procedure to accept or reject a request to act as a delegate on behalf of a manager in myEMS.
Accept or reject a request to act as a delegate (DOCX, 651 KB)
Review Proxies with My Self-Service Approval Authority
Use this procedure to view and manage a list of individuals you have identified as proxies in myEMS and to whom you have delegated your self-service approval authority.
Review Proxies with My Self-Service Approval Authority (DOCX, 444 KB)
Legal Services
Registering an Employee as a Custodian for a Litigation Hold
Use this procedure to register as a custodian for an active litigation hold on behalf of an employee that reports to you.
Registering an Employee as a Custodian for a Litigation Hold (DOCX, 301 KB)
Reviewing an Employee's Custodian Registration for a Litigation Hold
Use this procedure to review and amend a previously submitted custodian registration for an active litigation hold on behalf of an employee that reports to you.
Reviewing an Employee's Custodian Registration for a Litigation Hold (DOCX, 609 KB)
Telework
Duty to Accommodate
Access and create an Employee Accommodation Record
Use this procedure to access the Employee Accommodation Record PDF on behalf of one of your employees
Access and create an Employee Accommodation Record (DOCX, 658 KB)
Submitting and Reviewing an Accommodation Request on Behalf of an Employee
Use this procedure to submit an Accommodation Request on your employee's behalf and to complete a review of the same request
Submitting and Reviewing an Accommodation Request on Behalf of an Employee (DOCX, 1.4 MB)
HR Practitioners
Absence Management
Employee Absence Self-Service
Request Absence
Use this procedure to submit a request for an absence.
Delete Absence
Use this procedure to delete a submitted or denied absence request or to submit for deletion an approved absence request.
View Monthly Schedule
Use this procedure to view your monthly schedule within PeopleSoft, not Phoenix.
View Absence Balances (Employee)
Use this procedure to view your absence balances.
View Absence Request History (Employee)
Use this procedure to view your absence request history.
View Absence Request Details
Use this procedure to view the details for an absence request.
Request Compensatory (Banked) Overtime
Use this procedure to submit a Compensatory (Banked) Overtime request.
Absence Delegation Self-Service
Add a Delegation request
Use this procedure to add another employee as your delegate.
Revoke a Delegated Authority
Use this procedure to Revoke a Delegated Authority.
Accept or reject a request to act as a delegate
Use this procedure to accept or reject a request to act as a delegate on behalf of a manager in myEMS.
Accept or reject a request to act as a delegate (DOCX, 221 KB)
Review Proxies with My Self-Service Approval Authority
Use this procedure to view and manage a list of individuals you have identified as proxies in myEMS and to whom you have delegated your self-service approval authority.
Review Proxies with My Self-Service Approval Authority (DOCX, 170 KB)
Manager Absence Self-Service - Manage Employee Schedules
Create Personal Schedule
Use this procedure to create a personal schedule for an employee in myEMS.
Assign Pre-defined Schedule
Use this procedure to assign a predefined schedule for an employee by selecting from a list of common schedules built into myEMS (PeopleSoft).
Modify Personal Schedule
Use this procedure to modify a personal schedule for an employee.
View History of Assigned Schedules
Use this procedure to view the history of schedule assignments for an employee.
Manager Absence Self-Service - Manage Employee Absences
Approve Employee Absences
Use this procedure to review an absence request and either approve or deny the request.
Request Employee Absence
Use this procedure to request an absence on behalf of an employee who is a direct report. In addition, this procedure will result in the request being approved.
View Absence Request History (Manager)
Use this procedure to view the absence request history for an employee who reports to you.
View Absence Balances (Manager)
Use this procedure to view the absence balances for an employee who reports to you.
Forward Absence Request
Use this procedure to forward an absence request for approval to another supervisor.
View Monthly Calendar
Use this procedure to view the monthly calendar for employees directly reporting to you.
Approve Compensatory (Banked) Overtime
Use this procedure to review a Compensatory (Banked) Overtime request and either approve, deny or forward the request.
Leave Administrator Role
Amend an Absence Event (Leave Administrator)
To make corrections or changes to an Absence Event, the Absence Event needs to be deleted and re-entered.
Amend Benefit Service Date (Leave Administrator)
Use this procedure to amend an employee's Benefits Service Date.
Amend Benefit Service Date (Leave Administrator) (DOCX, 448 KB)
Assign Pre-defined Schedule (Leave Administrator)
Use this procedure to assign a predefined schedule to an employee.
Assign Pre-defined Schedule (Leave Administrator) (DOCX, 267 KB)
Create Personal Schedule (Leave Administrator)
Use this procedure to create a unique personal schedule for an employee.
Create Personal Schedule (Leave Administrator) (DOCX, 572 KB)
Delete an Absence Event (Leave Administrator)
Use this procedure to delete an absence event.
Delete an Absence Event (Leave Administrator) (DOCX, 130 KB)
Modify a Personal Schedule (Leave Administrator)
Use this procedure to modify a personal schedule for an employee when the existing schedule details are erroneous or incomplete.
Modify a Personal Schedule (Leave Administrator) (DOCX, 324 KB)
Record an Absence Event (Leave Administrator)
Use this procedure to record an absence event as a Leave Administrator.
Record an Absence Event (Leave Administrator) (DOCX, 362 KB)
Record Additional Hours (Leave Administrator)
Use this procedure to record additional hours worked for a part-time employee to ensure Leave Entitlements are correctly calculated.
Record Additional Hours (Leave Administrator) (DOCX, 242 KB)
Record an Adjustment (Leave Administrator)
Use this procedure to record an adjustment.
Record Carry Over Limits (Leave Administrator)
Use this procedure to record the carryover limit for a management or unrepresented management equivalent employee.
Record Carry Over Limits (Leave Administrator) (DOCX, 161 KB)
Record or Update Management Service Date (Leave Administrator)
Use this procedure to record or update a management service date.
Record or Update Management Service Date (Leave Administrator) (DOCX, 194 KB)
Record One-Time Leave Entitlement Granted (Leave Administrator)
Use this procedure to record the one-time vacation entitlement as having been granted for employees who have previously been credited the one-time vacation leave.
Record One-Time Leave Entitlement Granted (Leave Administrator) (DOCX, 127 KB)
Record Compensatory Time in Lieu of Overtime Pay (Leave Administrator)
Use this procedure to record overtime (Compensatory) in myEMS.
Record Compensatory Time in Lieu of Overtime Pay (Leave Administrator) (DOCX, 120 KB)
Record Previous Period of LWOP for Personal Needs (Leave Administrator)
Use this procedure to record a previous period of LWOP for Personal Needs.
Record Previous Period of LWOP for Personal Needs (Leave Administrator) (DOCX, 198 KB)
Run Account Status and Absence Report (Leave Administrator)
Use this procedure to run the Account Status and Absence Report for an employee.
Run Account Status and Absence Report (Leave Administrator) (DOCX, 246 KB)
Run Mandatory Cash Out Report (Leave Administrator)
Use this procedure to run the Mandatory Cash Out Report.
Run Mandatory Cash Out Report (Leave Administrator) (DOCX, 254 KB)
Run Year End Absence Statement (Leave Administrator)
Use this procedure to run the Year End Absence statement for an employee.
Run Year End Absence Statement (Leave Administrator) (DOCX, 265 KB)
View Absence Balances (Leave Administrator)
Use this procedure to view an employee's absence balances.
View Absence Entitlement Balance Forecasting (Leave Administrator)
Use this procedure to view absence entitlement balance forecasting details for an employee.
View Absence Entitlement Balance Forecasting (Leave Administrator) (DOCX, 216 KB)
View Absence Request Details (Leave Administrator)
Use this procedure to view the details of an employee's absence request.
View Absence Request Details (Leave Administrator) (DOCX, 127 KB)
View Absence Request History (Leave Administrator)
Use this procedure to view an employee's absence request history.
View Absence Request History (Leave Administrator) (DOCX, 104 KB)
View Eligibility Group (Leave Administrator)
Use this procedure to view the eligibility group for a specific employee.
Voluntary Leave Cash-Out
Voluntary Leave Cash-Out Requests - New Process
Employment Equity
Employment Equity Questionnaire
Use this procedure to complete or update the employment equity questionnaire.
Health and Safety
Health and Safety
Record/Track Incident Data
Record and Report Incident Details
It is important to track incidents when they occur. Use the Incident Details component to track and report what happened and how your organization has responded. You can track data for both employees and non-employees.
Record Non-Employee Details
The Non-Employee component enables you to enter information about individuals who are not employed by the department/agency that are involved in health and safety incidents. These individuals may work in private sector, or are perhaps bystanders who witnessed an accident. myEMS (PeopleSoft) records these individuals as non-employees and stores the data separately from employee personal data.
Record Injury Details
The Injury Details component is used to enter all necessary information regarding employee and non-employee injuries resulting from health and safety incidents.
View Employee Injury Summary
The Employee Injury Summary page enables you to view a summary of all the injuries an employee has experienced and related incident data.
Record/Track Incident Info/Claims
Record WCB Claims and Appeals
This section of the module is used by the HR Service Centre to enter all necessary information regarding an employee workers' compensation claim and appeal data connected to a workplace incident and injury.
Record Corrective and Preventive Actions
The Corrective and Preventive Actions component is used to record all necessary information regarding the corrective and preventive actions taken by a manager resulting from the investigation of a health and safety incident.
Committee Meetings
Record Committee Meetings
The Committee Meetings component is used to track key information on a Workplace Health and Safety Committee's monthly activities in order to be able to generate a Workplace Committee Report (LAB1058) and monitor to ensure departmental compliance with the Canada Labour Code Part II requirements.
Record Committee Table (OHS Administrator)
In most situations, an OHS administrator will create or modify a Health and Safety Committee.
Record Committee Table – Co-Chairs/Contacts
Committee co-chairs or contacts will be required to maintain the committee contact information in the Committee Table page. The Committee address page is managed centrally.
Labour Administration
Discipline
Record a Disciplinary Action
Use this procedure to record a disciplinary action, the action steps taken, and the disciplinary resolution for an employee.
Grievance
Record a Grievance
Use this procedure to enter formal grievances filed by employees, applicants, unions or other sources, to track the steps taken to resolve the grievance and to record final resolutions. The Other option is to be used for Group Grievances.
Record a Grievance Step
Use this procedure to record additional grievance steps.
Record a Grievance Resolution
Use this procedure to record a grievance resolution finalizing the results of an initial grievance filed by an employee, union or group.
Position Management
Fundamentals
Understanding Classification Structure
Use this procedure to get an overview of the Classification Structure used in myEMS (PeopleSoft) in order to provide an understanding to both existing and new users of how the key Job Code and Position components fit together in the application.
Understanding Sharing Job Codes (Work Description)
Use this procedure to get an overview of sharing Job Codes (Work Descriptions) in myEMS (PeopleSoft) in order to provide an understanding to both existing and new users of how Job Code and Position components fit together in the application.
Understanding Sharing Job Codes (Work Description) (DOCX, 120 KB)
Understanding Update Incumbents and Position Override
Use this procedure to get an overview of the Update Incumbents functionality on the Position record and Position Override on the Job record. Update Incumbents provides an automatic bridge from the position record (classification data) to the incumbent job record (staffing data.)
Understanding Update Incumbents and Position Override (DOCX, 24 KB)
Create
Create a Job Code
Use this procedure to create a new Job Code. This procedure describes the steps to create classified Job Codes (including using OCHRO generic classification decisions) and unclassified Job Codes.
Create a Position
Use this procedure to create a new position. This procedure describes the steps to create classified and unclassified positions.
Create a Position Identical to another Position
Use this procedure to create a position from an existing one in the system. The system will copy an existing position defaulting the job code, work description and classification attributes.
Create a Position Identical to another Position (DOCX, 532 KB)
Create Position(s) Using Bulk Creation
Use this procedure to create a group of positions from an existing one in the system. The system will copy an existing position defaulting the job code, work description and classification attributes. This simplified procedure is of particular use when you need to create a number of positions in an organization that are virtually identical to an existing one. The application will then allow you to update/change position related fields specific to your new positions.
Add a Person (Classification Committee)
Use this procedure to create a Person of Interest.
Modify or Update
Add Attachments to a Job Code
Use this procedure to attach documents, URLs and/or notes to a Job Code.
Update Job Code
Use this procedure to reclassify a classified Job Code or record other updates.
Update Position (Job Code Classification Changes - Manual)
Use this procedure to manually update a position attached to a Job Code following the review of the Job Code.
Update Position (Job Code Classification Changes - Manual) (DOCX, 971 KB)
Update Position (Job Code Classification Changes - Process)
Use this procedure to do a bulk update of positions attached to a Job Code following the reclassification review of the Job Code.
Update Position (Job Code Classification Changes - Process) (DOCX, 578 KB)
Update Position (Manual)
Use this procedure to manually update the attributes of a position e.g. as a result of a Change in Department / Location / Reporting Relationship.
Re-organize Positions - Process
Use this procedure when changing a Department ID/Reporting Relationship of a position as a result of a reorganization.
Modify a Person (Classification Committee)
Use this procedure to modify a Person of Interest.
Maintain Position - Official Languages
Add Official Language Information for a Position
Use this procedure to record the language requirements of a position.
Add Official Language Information for a Position (DOCX, 415 KB)
Modify Official Languages Information for a Position
Use this procedure to record a change to the language requirements of a position.
Modify Official Languages Information for a Position (DOCX, 391 KB)
Maintain Position - Labour Relations
Add Essential Services Information to a Position
Use this procedure to add the essential services status to a position.
Add Essential Services Information to a Position (DOCX, 331 KB)
Modify Essential Services Information for a Position
Use this procedure to modify the Essential Services designation for a position.
Modify Essential Services Information for a Position (DOCX, 415 KB)
Add Exclusion Information to a Position
Use this procedure to add exclusion information to a position.
Modify Exclusion Information for a Position
Use this procedure to change Exclusion information for a position.
View and Report
Find Positions Attached to Job Code
Use this procedure to determine which positions are linked to a particular Job Code.
Find Job Code Attached to Position
Use this procedure to determine to which Job Code a position is linked.
View Position Summary
Use this procedure to view summary data for a position.
View Position History
Use this procedure to view the history of the various positions in an organization.
View Vacant Budgeted Positions
Use this procedure to view information about the vacant positions in a particular department.
Run the Expanded Position Action Report
Use this procedure to run the Expanded Position Action Report (EPAR).
Run the Create Organizational (Indented Position)
Use this procedure to run the Create Organization Report (Indented Position).
Run the Create Organizational (Indented Position) (DOCX, 481 KB)
Search for a Person
Use this procedure to determine whether or not an individual already exists in the database.
Inactivate Job Code
Use this procedure to Inactivate or Abolish a Job Code (Work Description and Classification Decision).
Abolish Position
Use this procedure to abolish a position that has been deemed to be no longer needed.
Profile Management
Create a Profile for a New Employee
Profiles are used to describe the attributes of individuals. Profiles contain information on the education, qualifications, test results and skills of a person. Profiles are also used for tracking employees' Second Language Evaluation (SLE) test results. To track profile information, you create Person Profiles for the people in your organization. In some cases, the Person Profiles will need to be created manually. This procedure takes you through the steps involved in creating a Person Profile for a new person.
Deleting Profile Entries
Use this procedure to delete an entry from the employee's profile.
Education
Track Degrees
This procedure records the post-secondary education of employees using the Person Profiles. Through this process you update the Profile information for an employee with their acquired degrees, majors and other relevant post-secondary education information.
Official Languages
Track SLE Results
You can track the results of the Second Language Evaluation (SLE) Tests completed by employees through this procedure. SLE results are recorded using a dedicated Official Languages section in the Person Profiles.
Workforce Administration - Staffing
Getting Started
Understand Job Data
This topic will familiarize you with the Job Data pages and the information they contain. These pages are used to create a history of a person's employment.
Understand Cross Functionality with Other Modules
This topic will provide an understanding of some of the cross functionality with other modules.
Understand Cross Functionality with Other Modules (DOCX, 468 KB)
Hire/Rehire
Add a Contingent Worker Instance by Position or Job Code (Interchange)
Use this procedure to add a Contingent Worker instance for a person who exists in the database with a Person of Interest Instance and/or an Employment Instance. They are returning to the organization as an Interchange Canada participant. The person will already have an Empl ID and the new Contingent Worker Instance needs to be created using the existing Empl ID for the person.
Add a Contingent Worker Instance by Position or Job Code (Interchange) (DOCX, 1.3 MB)
Add an Employment Instance by Job Code
Use this procedure to add an employment instance for a person who exists in the database with a Person of Interest Instance and/or a Contingent Worker Instance and who does not already have an employee instance. The person will already have an Empl ID and the new Employment Instance needs to be created using the existing Empl ID for the person. The person's employment will be managed by job code. Once you start entering data for new employment instance it is important to complete the entire data entry process.
Add an Employment Instance by Position
Use this procedure to add an employment instance for a person who exists in the database with either a Person of Interest Instance and/or a Contingent Worker Instance.
Add a Person or Job Code (Contingent Worker under Interchange Canada Program)
Use this procedure to hire a new person who does not exist in the database and the Recruit module or Template Based Hire is not being used. The person is not an employee and will not be receiving pay and benefits from the Government of Canada. The person is a participant in the Interchange Canada program. The contingent worker will have a job data record using a position if they have employees reporting to them. If there are no employees reporting to them they will be assigned to a job code.
Add a Person or Job Code (Contingent Worker under Interchange Canada Program) (DOCX, 753 KB)
Hire (Add a Person by Job Code)
Use this procedure to hire a new person who does not exist in the database and the Recruit module or Template Based Hire is not being used. Once you start entering data for the hire it is important to complete the entire data entry process.
Hire (Add a Person by Position)
Use this procedure to hire an employee who does not exist in the database and the Recruit module or Template Based Hire is not being used. Once you start entering data for the hire it is important to complete the entire data entry process.
Hire Contingent Worker or Interchange Canada Assignment (GC)
Use this procedure to hire an individual into myEMS where the recruitment process was done outside myEMS.
Hire Contingent Worker or Interchange Canada Assignment (GC) (DOCX, 574 KB)
Hire Secondment-In
Use this procedure to hire an individual seconded-in to the department when the person does not have an existing record in the HR system.
Modify Personal Information
Use this procedure to update personal information when a person who already exists in the database is returning to the organization. Updates to personal information for someone who is returning to the organization should be entered before the job data record is created.
Record Dual Employment, Add an Employment Instance
Use this topic to record dual employment when the person already exists in the system (i.e. a matching Empl ID was found). This includes:
- An employment organizational instance on Leave of Absence (LOA).
- An existing contingent worker instance (inactive).
- A person of interest instance (active or inactive).
Record Dual Employment, Add an Employment Instance (DOCX, 1.9 MB)
Record Dual Remuneration, Add an Employment Instance
Use this procedure to record dual remuneration in only the following situations (note: this procedure will not be used for dual employment situations between government departments):
- The employee has an active substantive employment organizational instance in the same government department as the dual remuneration. The person will be working in 2 jobs in the same government department.
- The employee has an existing contingent worker or person of interest organizational instance in the same government department as the dual remuneration. The person is working in 2 jobs at the same time but the jobs are in different government departments.
Record Dual Remuneration, Add an Employment Instance (DOCX, 2 MB)
Record Student Bridging (Job Data)
Use this procedure to record bridging of a student into a term or indeterminate position.
Rehire by Job Code (Job Data)
Use this topic when a person has a break in service of least 1 working day. For example if the employee's last day of work is Friday, their first day of work for the new appointment must be Tuesday or later. Once you start entering data for the rehire it is important to complete the entire data entry process.
Rehire by Position (Job Data)
Use this topic when a person has a break in service of at least 1 working day. For example, if the employee's last day of work is Friday, their first day of work for the new appointment must be Tuesday or later. An employee who was previously seconded-in from another government organization must be treated as a rehire whether or not there is a break in service.
Search for Matching Persons
A Person ID (Empl ID) is created for someone the first time they are entered in the database. If their relationship with the organization ends and the person later returns to the organization the same Person ID should be used to enter data in the system.
Maintain Job Information
Find Current Position Number and/or Job Code assigned to an Employee
Use this procedure to find the position number or job code assigned to an employee.
Find Current Position Number and/or Job Code assigned to an Employee (DOCX, 105 KB)
Record a Change in Working Hours (Change in Part-Time Hours)
Use this topic to record when a full-time employee changes the standard hours they work in a week to less than the maximum hours for the job code they are assigned to. A change in hours from full time to part time is a status change and has a direct impact on the employee's leave credits and calculations, entitlements, benefits and mandatory deductions.
Record a Change in Working Hours (Change in Part-Time Hours) (DOCX, 301 KB)
Record a Change in Working Hours (Full-Time to Part-Time)
Use this topic to record when a full-time employee changes the standard hours they work in a week to less than the maximum hours for the job code they are assigned to. A change in hours from full time to part time is a status change and has a direct impact on the employee's leave credits and calculations, entitlements, benefits and mandatory deductions.
Record a Change in Working Hours (Full-Time to Part-Time) (DOCX, 454 KB)
Record a Change in Working Hours (Part-Time to Full-Time)
Use this topic to record when a part-time employee changes the standard hours they work in a week to the maximum hours for the job code they are assigned to. A change in hours from part time to full time is a status change and has a direct impact on the employee's leave credits and calculations, entitlements, benefits and mandatory deductions.
Record a Change in Working Hours (Part-Time to Full-Time) (DOCX, 338 KB)
Record a Change to Exclusion or Essential Services
Use this procedure to record a change in an employee's bargaining status.
Record a Change to Exclusion or Essential Services (DOCX, 440 KB)
Record a Change to Official Language Information in Job Data
Use this procedure to update the Official Language Information page in Job Data for an employee when;
- The language profile of the position changes after the employee is appointed to it.
- The language profile of the position has not changed since the employee was appointed to it but the employee no longer meets the profile.
- The language profile of the position has not changed since the employee was appointed to it but the employee now meets the profile.
Record a Change to Official Language Information in Job Data (DOCX, 400 KB)
Record an Acting while on Secondment-In (Job Data)
Use this procedure to record an Acting for an Employee while on Secondment-In into your organization.
Record an Acting while on Secondment-In (Job Data) (DOCX, 888 KB)
Record an Acting while on Secondment-Out (Job Data)
Use this procedure to record an acting appointment for an employee on a secondment-out to another organization.
Record an Acting while on Secondment-Out (Job Data) (DOCX, 1.7 MB)
Record an Acting while a Position Number (Job Data)
Use this procedure to record a(n):
- Acting appointment
- Acting pay
- Concurrent Acting Appointment
- EX Acting EX
Record an Acting while a Position Number (Job Data) (DOCX, 1.1 MB)
Record an Assignment using a Job Code (Job Data)
Use this procedure to record a(n):
- Assignment
- Concurrent Assignment Appointment
Record an Assignment using a Job Code (Job Data) (DOCX, 965 KB)
Record an Assignment using a Position Number (Job Data)
Use this procedure to record an Assignment when the person has employees reporting to them.
Record an Assignment using a Position Number (Job Data) (DOCX, 1 MB)
Record a Deployment (Transfer)
Use this procedure to record a deployment for a person with an active employment organizational instance in the database. The deployment is within the same government department as the person's current substantive position.
Record a Lower-Level Appointment (Voluntary Demotion)
Use this procedure to record an appointment to a position that is at a lower group and level than the employee's current substantive appointment. The employee has voluntarily accepted the appointment and is not salary protected at their previous group and level.
Record a Lower-Level Appointment (Voluntary Demotion) (DOCX, 815 KB)
Record Cancellation of Acting, Assignment, Secondment In, Secondment Out
Use this procedure to cancel any of the following staffing actions:
- Acting
- Assignment
- Secondment In
- Secondment Out
Record Cancellation of Acting, Assignment, Secondment In, Secondment Out (DOCX, 842 KB)
Record Extension of Acting
Use this procedure to extend an acting for an employee.
Record Extension of Assignment
Use this procedure to extend an assignment for an employee.
Record Extension of Term, Casual, Part-Time Worker, Student
Use this procedure to record an extension on the substantive record for an employee hired on a determinate basis. Determinate employment always requires a future-dated termination.
Record Extension of Term, Casual, Part-Time Worker, Student (DOCX, 492 KB)
Record Leave of Absence (Paid and Unpaid)
Use this topic to record a leave of absence in an employee's job data record. The request for the leave of absence is approved by the employee's manager.
Record a Promotion
Use this procedure to record a promotion for an employee who has an active employment instance in the same business unit as the position they are being promoted to.
Record a Promotion (Job Reclassification)
This procedure applies to the promotion of an employee as a result of an upward reclassification of the position they are assigned to.
Record Reclassification Downwards – Salary Protection
Use this procedure to record the impact of a downward reclassification of an incumbent's position in their job data record.
Record Reclassification Downwards – Salary Protection (DOCX, 714 KB)
Review Job Summary
Use this procedure to view a summary of a person's job data record.
Review Person Organizational Summary
Use this procedure to review and understand the information in the Person Organizational Summary page.
Review Position Information
Use this procedure to review the attributes of a position including the Language Profile and Labour Relations information.
Review Security Clearance
Use this topic to review a person's security clearance. Security personnel are responsible for maintaining the information on this page. No other user should make changes to the information.
Review SLE Results
Use this procedure to review the Second Language Evaluation (SLE) test results for an employee.
Update an Acting or Assignment to End Earlier than Planned
This topic is used to update an existing acting or assignment to end earlier than planned.
Update an Acting or Assignment to End Earlier than Planned (DOCX, 352 KB)
Branch Management Services
Contingent Workers
Add a Contingent Worker by Job Code (Consultant or Contractor)
This topic is used to add a Contingent Worker to the database when they do not already exist.
Add a Contingent Worker by Job Code (Consultant or Contractor) (DOCX, 850 KB)
Search for Matching Persons
A Person ID (Empl ID) is created for someone the first time they are entered in the database. If their relationship with the organization ends and the person later returns to the organization the same Person ID should be used to enter data in the system.
Update the Termination Date for a Contingent Worker (Consultant or Contractor)
Contingent Workers are entered with a future dated termination date identifying the end of the contract with the organization. Use this procedure to extend a consultant/contractor or end their contract earlier than originally recorded.
Update the Termination Date for a Contingent Worker (Consultant or Contractor) (DOCX, 182 KB)
Employee Directory Information
Record Person Directory Information for an Employee
ESDC is recording the following details in the Business Address fields for employees:
- Floor
- Cubicle Location
- Mail Stop
- Blackberry PIN
Record Person Directory Information for an Employee (DOCX, 197 KB)
Update Person Directory Information (Employee, Consultant or Contractor)
Use this procedure to update the existing Personal Directory Information previously entered for an employee, or a consultant/contractor. ESDC is using the fields associated with the Business Address to track the floor, office cubicle, mail stop and Blackberry PIN.
Update Person Directory Information (Employee, Consultant or Contractor) (DOCX, 163 KB)
Search for Matching Persons
A Person ID (Empl ID) is created for someone the first time they are entered in the database.
Review Person Organizational Summary
Use this procedure to review and understand the information in the Person Organizational Summary page.
Duty to Accommodate
Designates
Personal Information
View Personal Information
Use this procedure to view an employee's personal information.
View Personal Organizational Summary
Use the Personal Organizational Summary to view the Employment Instances and Assignments for an employee.
View Security Clearance
Use this procedure to view an employee's existing Security Clearances and their expiry dates.
View Person's Emergency Contact
Use this procedure to view a person's emergency contact information.
Job Information
View Job Summary
Use this procedure to view a summary of a person's job data record.
Find the Current Position Number and/or Job Code assigned to an Employee
Use this procedure to find the position number or job code assigned to an employee.
Find the Current Position Number and/or Job Code assigned to an Employee (DOCX, 137 KB)
Profiles
View a Person Profile
Use this procedure to view a person's profile.
Position Information
View Job Code Information
Use this procedure to view the Job Code information.
View Position Information
Use this procedure to review the attributes of a position including the Security Clearance level, the Language Profile and Labour Relations information.
View Position Summary
Use this procedure to view summary data for a position.
View Position History
Use this procedure to view the history of the various positions in an organization.
View Vacant Budgeted Position
Use this procedure to view information about the vacant positions in a particular department.
Legal Services
Discovery Team
Custodian Registration
Registering an Employee as a Custodian for a Litigation Hold
Use this procedure to register as a custodian for an active litigation hold on behalf of an employee.
Registering an Employee as a Custodian for a Litigation Hold (DOCX, 301 KB)
Reviewing Custodian Registrations for a Litigation Hold
Use this procedure to review the registration of a custodian for an active litigation hold.
Reviewing Custodian Registrations for a Litigation Hold (DOCX, 301 KB)
Litigation Holds
Reviewing and Updating a Litigation Hold
Use this procedure to review and update a litigation hold.
