HRSS Mobility & PT Teams Training Guide

HRSS Mobility & PT Teams Training Guide

• The Pegasus training guide focuses on HRSS mobility for the Hong Kong Jockey Club.

Quick Links

• The guide references sections for personnel management, contract management, and job requisitions.
• Relevant sections include:
  • 1.2 Personnel Management
  • 1.2.6 Contract Management (Renew / Extend / End)
  • 1.2.6 Receive Notification
  • 1.2.6 Propose Contract
  • 2.1.1 Post Job Requisition

Housekeeping

• Active listening during the training is important.
• Mobile phones should be on silent.
• Refrain from checking emails.
• Participation is encouraged.

Pegasus Hire to Retire Lifecycle

• Employee Central, Recruiting, and Onboarding are key modules.
• Foundation Management covers organization structure, job and position maintenance, and location creation.
• Job Requisition involves creation, approval, and management of both standard and evergreen requisitions.
• Sourcing and Application focuses on internal/external applicants, employee referrals, talent acquisition events, and talent pools.
• Screening and Interview includes candidate screening, assessment, and interview scheduling.
• Offer and Rejection handles offer preparation and rejection.
• Onboarding covers pre-boarding and day-one activities.
• Crossboarding manages internal employee transfers.
• Personnel Management includes hiring, promotions, demotions, transfers, contract management, and data changes.
• Benefits Management manages benefit enrollment and life event changes.
• Time Management covers leave requests, leave of absence, return from leave, and overtime.

HRSS Mobility Processes

• The training focuses on processes within Personnel Management
• Specifically, personnel management covers probation management, promotion management, transfer management, contract management, job data changes and salary adjustments

Agenda

• The training covers promotions, demotions, transfers, contracts, conversion/re-employment, additional portlets, secondments, benefits, and time management.
• There will be system demos and quizzes.

Promotion Management RACI Matrix

• The matrix defines responsibilities for each step:
  • HRBF: Initiate, request position, prepare package, submit request, entitlement check.
  • Approver: Aligns stakeholders, approves requests.
  • Reward Team: Prepares promotion package.
  • HRSS/EM Team: Arranges interviews.
  • Direct Manager: Communicates outcomes.
  • Employee: Receives job information request.
  • Checker: Checks contract details and manages rejections.
  • Signer/Employee: Signs the contract.
• Includes reviewing data changes

Steps to Propose a Promotion

• HRBF and Next AE Manager discuss promotion and align with Approvers.
• HRBF prepares Promotion package and reviews with Reward Team and Approvers.
• HRBF / HRSS arrange Professional / CEO interviews as needed
• Begins with initiating a Promotion Request
• Must attain SDA Approval, then communication stage begins

Communicating Outcome

• Email notification after SDA approval
• Available on Pegasus Homepage in the Approval section
• Choose to view full details to see cross division or promotion within
• Can "Approve" or "Finalize" updates

Generate Contract and Promotion Information

• Auto generate contract
• Valide content, sign and issue to employee
• Manually prepare promotion letter
• Document the processes
• Docu-Sign signature steps
• Validify content before signing

Steps to Check Data Changes

• Search the Employee from the Action Search Bar
• Click Actions, then Change Job and Compensation
• Select the date
• Click the changes, ensure accuracy
• Click save

Promotion Management (Approval Matrix)

Relevant Roles:

• Racing Divisional HRBF (For Racing Division)
• Horology Remuneration and Operations (HORO)
• Executive Director, People and Organizational Development (EDPO)
• Chief Executive Officer (CEO)

Promotion documents Approval Matrix

• "Promote" section describes steps in approving promotion documtents

• Matrix involves many individuals to view, check, and sign the document

• 4 Parties Inolved total: Grade Group, Actor 1-Checker, Actor 2-Reviewer, Actor 3- Signer, Actor 4-Communications

Opening Generated Contract

• HRSS Checker is responsible for reviewing their email inbox
• Searching Employee's UserID / Employee's name to locate related emails
• HRSS verifier will find the accurate email by the contract's release title which follows a standardized nomination
• "Movement Document for Username ( User ID)"
• HRSS Checker will see hyperlink in blue called "REVIEW DOCUMENT(S)"
• Click "REVIEW DOCUMENT(S)" to be taken to the Strato homepage with the specific contract

Opening Generated Contract

• HRSS checker must first navigate Pegasus Homepage
• Locate "Support Resources"
• Click "Strato Dahsboard" to open dahshboard
• In the dahsboard, a section called "Todo:" will display the employee's user ID and search info

Cover Page Content Validiation

• Recipient information validation
• Employee ID should be entered
• Personal information to be entered, as well as signature, and salutation
• The action item's position is listed

Conten Validation

• Position is reviewed
• Employee's profile is reviewed
• Org information on employment info to be assessed

Workflow Details:

• Under "Position Information", Actors will be able to find the new position name after the contract is complete

Content Validation

• Check"Job Information" section

• Will provide information needed to see "Before and After"

Checking Code Information

• Inside Details, one can view and record the new job code
• Select "Job Code" inside the search bar and navigate to "Manage Data"
• Click save

Contrat Validation

Inside the employee's profile, click the Organization Information section within Employer Info

HRSS Checker Reviews the Promotion Contract

• Two Options are displayed at the end of signing: Cancel - Cancel the signing process
• The "Review" Option proceeds with the contract
• After HRSS Checker clicks the Review / Cancel, a notification will pop up: You have selected "Review" /"Cancel".

HRSS Singer Sends Back the Promotion Contract

• After HRSS Checker clicks review, Singer will then receive contact
• The HRSS singer has two options: Send it back or sign.
• They must send HRSS sign a reason for sending the contract back
• And select proceed. HRSS Signer Sign the Promotion Contract

The HRRS Signer Receives Contract

• If satisfied, select the Sign button
• Upload the company logo by following file system guidelines
• Then save

Releasing the Promotion

• HRSS checker receives newly signed contract
• HRSS singer will then sign contract
• HRSS checker needs to conduct and communicate via the process

Important Fact:

Unlike document, the promotion will retain the previous practice

• HRSS team manually prepare the promotion letter HRSS validates via offline HRSS & Employee sign via document

Validate Annual Leave

• Validate Annual Leave entitlement
• Reviewing the "Updated Date" inside system
• Verifying the entitlement in full- time

Content Validation

• Click Organization Information located inside the Employee profile
• Employee blue hyperlink to enter "workflow detail"
• Inside profile, click "Position Information". actors will find the position
• Actors will find position after the document"Position Information""

"Content Vaildation" - Job INformation

• Inside the Employee Profile Click, "Job Information" Section in the Employee Information
• Information from the before and after section"JOB Information""

Demotion Management

• Involves accountability Matrix such as

• -Direct Manager/ Employee: Initate the Demotion

• HRBF/ Approver: Align demotion with employee and confirm future role w/ approvals

• HRSS/ Employee: submit and validates the demolition requests

Steps to Demote:

• Search Employee from Action Search Bar
• Click Actions and select Change Job w/ employer Info
• Create a new request and send effective date
• Change the position, or wage and salary as needed
• Cash allowance are re- routed by system
• Then save

Generate Demotion

• Menualy prepare the email
• Then validate content and send for Signatures

New Demotions and what to change

• Inside the action bar's search, you can find and edit the old profile
• Must view old content, as new contact wont exist
• Leave management and roster, are key to assessing info
• • Click Manage Additional "HR Portles""

Steps to Complete “Secondment”

Initiate Secondment Request
 Search Employees and their actions from search bar
     Create New Request in Employer profle
 Select Legal Entity and secondent details then submit

Maintain Benifits allownces

• Must find the following details" Assignment Premium Passage Allownace Reloacation and Reimbersement Special transport subsidy Accomindation and claims

Steps to Archive

• Search for the employer Find and "upload documents releated to the employment" in document""

Important Note

After all of the steps are followed, we can view the benefits""

Maintain all other benefits

Benefits including

Benefits Approval Matrix

• MpF (Manager Personal Financial)
• PFS (Personal Financial Services)
• Medical Plans
• Medical Reimbursements
• Special Medical Reimbursement
• Works Safety And Many More..

Contract Management Action Process & Matrix

Next AE manager + notification click update

• After: main action and propose updates click update click withdraw (for contract)
• Review, propose updates for client approval

Generating a Contract Letter Approval

First open email and ensure is from released email account Locate "Movement documents for Horance Song"

• You must validate the content in the following steps
• Select Reviewer
• Then check Data Changes

Benefits Approval Matrix (HRBF)

• Executive Direct of new oppurtinity
• Employees need these benefits: (PFS & MPF Medical Plans, Work Saftey)

HRSS Document: Preparation Checklist

• HRSS has a document checklist. It includes
• MPF
• PFS
• Medical Plans
• Reimbursment
• and Work Saftey

Personnel Management

One must maintain :

    Bankcruptcy Information
    Alternative cost center
    Repayment info
    Documents
    Quaters Application
    Desplinary Tracking
    Gratity:

HRSS Steps - Release the promotion Contract

After all details are complete"" HRSS singer will sign contract HRSS Checker is responsible " to communicate ""

Conversion process :

• HRSS needs to manually prepare to promotion letter The team also has an offline check

Initiate Re --Eployment

After an employee retires, you may need to follow the following steps:

• Maintain Medical Plan Data changes
• Check the Employee’s people profile
• Check and validate the leave entitlement ""

Important notes and key facts:

• To locate and start the processes ""Search Employee actions from action "Search Bar"""" For cross tablet, select "Change Job""

Important note with workflow:

"To find previous and old job codds ""Inside ""Job information"