Note to Instructor - Have all employees click on Departments, Human
This is a new employee’s best source of information. Take a few minutes to
explore. Ask participants to identify their HR Generalist assigned to their
department. This is the person you can contact if you can’t find the answers you
need. I’d be remiss if I didn’t mention the T&D website. Training is one of your
employee benefits. Most are at no cost to you or your department, so take
advantage of the opportunities. Bring up At A Glance Training Calendar. You’ll
notice that most of our trainings are held Tues – Thur. Mondays and Fridays
seem to be bad days for training. Mention eLearning opportunity.
Have all employees click on Departments, Finance, Timesheets, 2008 Payroll
dates. Show payroll calendar:
Not all departments have websites, other departments such as PW have very
robust sites. Common departments you may use are BIS, Finance, HR.
Note to Instructor - Have all employees click on Employee Information,
Labor Agreements and Salary Schedules, and locate their labor agreement. If
the employee is unsure of what union they are in, you can volunteer to look that
information up for them at the end of class (directions to do so at the end of this
guide). If you are new to the public sector, the City is a very unionized
environment. If you see that your labor agreement is expired, don’t worry, it
does not mean the labor contract has lapsed. The terms are carried over until a
new agreement is signed off. Show employees Employee Information,
Employment, Transfer Opportunities. Hopefully you are happy with your new
job and you do not need to check out the transfer opportunities yet. The City of
Minneapolis has many career opportunities available. Pam French, the HR
Department Head started with the City at the age of 17 in the mail room and
Note to Instructor - Have all employees click on Government, Results
Minneapolis. From this page, you can show them where to find the City goals
(also in Section 1 of the binder), Minneapolis 2020, Department Business Plans,
and their department’s most recent Results Minneapolis presentation. Explain
briefly what the Results Minneapolis program is, they will receive more
information on it during the all day session from the City Coordinator. Show the
City org chart—top tier is Mpls residents. As the mayor states, we have 400,000
bosses. Has anyone looked at their department’s business plans? Your
business plan outlines why you are doing what you do in the City. The business
plans are strategically aligned with the City goals. What is Results Minneapolis?
It is a management tool Minneapolis city leaders can use to monitor progress
and offer strategic counsel toward reaching the City’s 5 year goals and 20 year
To start off on the right foot, get to know the “big 3” (1. Your business plan 2.
Your labor agreement and 3. the name of your HR Generalist.)
Note to Instructor - Click on Home icon.
The right part of the screen is a large directory. From here you can find people,
policies, forms, as well as information on what different city departments do and
the different work tools available to you.
Show employees City Services Directory.
Show employees Find People Search. Search for a phone number with a partial
or a full name. Show how all names eventually link to R.T. Rybak. It takes a
little bit longer for me to reach the top as I’m at the bottom of the totem pole.
Lists my boss-my bosses’ boss, and so on. So, if I can’t reach Nichole, I can see
who her supervisor is and at least get someone in the same division. Take a
minute to search your name. If you are not listed, don’t worry, sometimes there
is a lag time—it is is one of the last things to get updated for new hires. If you
work at a desk, it is important to find your space id. You will need to know this
number if you ever fill out an IMAC/BIS form to get new software installed. The
Space ID lists the building, room and desk. Find people is one of my most used
Show employees Forms page. Common forms used: 1. IMAC for equipment
installs, moves 2. Mileage and 3. Employee Reimbursement.
Show WorkTools page. Talk about Stellent tool and how each department is
responsible for the content on CityTalk.
News and Events
This area is updated the most often. News and Event articles are posted for
approximately a month. Some of the information here can also be found on the
public website or even in a local paper, but some is just for internal usage such
as transfer opportunities.
Internal classifieds for City employees
Three topics down, 2 to go.
Log onto HRIS. Have all students log onto HRIS as well. If they have never
logged in before, their password is the last four of their social security number. If
people cannot remember their password, you can try to call Crystal x3891 to get
it reset; if you cannot get a hold of her or you are running short of time, let them
know they can follow along with you and their account will be reset to the last
four of their social tomorrow or Monday.
Logging on. To log on to HRIS you need to know your employee number. The
password will be the last four digits of your social security number until you
change it. How many of you have logged into HRIS before?
HRIS – LM. Generally it is best to have employees log onto HRIS-LM first since
it is the only part of HRIS that brings up a new web browser page. No notes.
Personal Information. Note to instructor: Have students click on Employee
Self Service tab; Personal Information link; Personal Information Summary. The
personal information summary allows you to ensure your personal information is
updated and correct. You may also make corrections and updates to this
information. You can change your name, address, phone number, emergency
contacts, email address, marital status, smoker status, and disability status. A
blank smoker status = nonsmoker. If there is an incorrect field they cannot
change, have them email firstname.lastname@example.org to make the change. If
marital status is incorrect here, it WILL NOT effect taxes. They can make the
change in HRIS. The system will notify them that they are unauthorized to make
the change, but it will take the new information anyway. This information is
relayed to HR and they will make the final change within a few days. It is okay if
the new information does not show up immediately. Ask them to give it a few
days and if it is still incorrect, contact Mary Whitaker x2031.
At times a person’s highest education will not be shown in this area. Generally,
the highest education shown here is the highest required for the position. There
is an area under Education and Qualifications to add additional education.
Payroll and Compensation. Note to instructor: Have students click on
Employee Self Service tab; Personal Information link. This page will allow you to
look at and print your paycheck or direct deposit advice, set voluntary deductions
(for a charitable donation, can be either a percentage of your paycheck or a
dollar amount, you can also set a maximum or goal amount you wish to donate),
update your direct deposit information, look at W-4 information and request a W-
Have employees check their W-4 information and ensure that they marital status
is correct. This is where it will effect taxes if it is incorrect. Also show them the
direct deposit page and explain that they can have their money go into numerous
accounts if they wish. NOTE – if they decide to delete one account completely
and replace it with another, there is a good chance they will receive a paper
paycheck while the system is “pinging” or checking out the new bank information.
Generally, everyone’s first paycheck is a paper paycheck (why it is important to
make sure your mailing address is correct!). (I have had one person say they
got their first one direct deposited, but I think it was a special case.) The checks
are mailed out Thursday at noon, and generally do arrive on Friday. If not, it will
likely be there Saturday. If something unforeseen happens and they have not
received their check by the next Tuesday, they should contact their Finance rep.
Benefits. If you know the choices you would like to make now, you can certainly
make your selections. If you do not, you can come back at any time before your
benefit eligibility date to complete the process. You can also access HRIS from
home by going to www.ci.minneapolis.mn.us/hris. Click on benefits
summary; this is the closest thing you can show them to what it will look like
when they go to enroll in benefits. Explain that when they log in, it will say
“Waived” next to their benefits. This does not mean they waived their benefits, it
just means they have not enrolled yet.
Education and Qualifications. This area contains Education, License and
Certificates, Languages, Honors and Awards, and Memberships. The only area
that is mandatory to be filled out is License and Certificates if a licensure or
certification is required for the position.
View Job Postings. Note to instructor: Have students click on the Employee
Self Service tab. At the bottom left you will see in your Important Links a link to
Careers. All open positions are posted here, updated every Monday.