*Click on the pictures below to enlarge.

High-Level Overview of Creating a Percent of Time Change Case

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1. Log Into Salesforce

   1. Ensure you are on the VPN--either UCB-VPN (vpn.colorado.edu) or HR-VPN  (vpn.colorado.edu/hr-vpn)

   2. Go to https://o365coloradoedu.sharepoint.com/sites/HR-HRI

   3. Click on the “HRI - Salesforce Login” button

   4. Authenticate with Single Sign On

   5. Authenticate with Duo MFA
      

2. Homepage Overview

   

    

   • The Homepage Report shows all open HRSC cases requiring action this month. The three ways a case requires action are:

     • A Pay Differential case where the ‘End Date’ occurs this month

     • A Percent of Time Change case where the ‘Begin Date’ occurs this month

     • A Percent of Time Change case where the ‘End Date’ occurs this month
       

   • Note: The Homepage Report will show, at most, 30 cases. If there are more than 30 cases, you can click on the “HRSC - Open Cases Due This Month” link to view all of your open cases.
     

3. Search for Employee

   1. In the Global Search, type a name, email, employee ID, etc

   2. Hit Enter

      

      
      

4. Select Employee’s Contact Record

   1. Salesforce learns your searching habits and will recommend your frequently used Objects (ie: Contacts, Cases, Employment, etc)

   2. Ensure you select the Contact record (versus Case Contact, etc)

      

      
      

5. Contact Record Overview

   

   
   

6. Select Employees' Employment Record

   

   
   

7. Employment Record Overview

   

   
   

8. Create Case

   1. Click on the Create Case button

      

      
      

9. Create Case Contact

   1. Salesforce will copy the employee’s Contact and Employment data and paste it into the Case Contact Record

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   2. In HCM, find the ‘BaseH’ or ‘BaseM’ compensation rate for the employee. (Note: 4b and 4c are temporary manual steps until the integration is fixed)

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   3. Update the ‘Hourly Rate’ and ‘Monthly Rate’ based on the ‘BaseH’ or BaseM' compensation rate for the employee listed in HCM.

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   5. Click Save

      

10. Case Contact Record Overview

    

11. Go to Case

    1. Click on the Case hyperlink

       

12. Case Record Overview

    

    
    

13. Add Case Details

14. New SpeedType

    1. Click on the New SpeedType button

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15. Document SpeedType Information

    1. SpeedType Number: Note--you will get an error if you do not use an eight-digit number

    2. Percent/Amount of Pay Differential: You can populate one or both fields depending on what funding information you were given

    3. Click Save & New if you have more SpeedTypes, or click Save to return to the case

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16. View SpeedType Information

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    1. Contact Date: You can backdate this to whenever HRSC was updated made aware about the Pay DifferentialPercent of Time Change

    2. Type: Change this to ‘Pay Differential’‘Percent of Time Change’

    3. Subtype: Choose between ‘Limited Term Project’ or ‘Additional Temporary Pay’‘Ongoing FTE Change,' ‘Ongoing Short Work Break,’ or ‘Temporary Change to FTE’

    4. Service Center Supported: Choose between ‘Yes’ or ‘No’

    5. Begin Date: Identify when the Pay Differential Percent of Time Change begins

    6. End Date: Identify when the Pay Differential Percent of Time Change ends (or select the ‘End Date Not Known’ checkbox)

    7. What pay increase do you have?: Choose between ‘Monthly’ or ‘Hourly’

    8. Monthly/Hourly Increase: Identify the monthly or hourly increase

    9. Click Save

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17. Verify Rates and Increase

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Adding SpeedTypes

1. 1. Begin Date - Percent of Time: Identify the beginning percent of time (not applicable to ‘Ongoing Short Work Breaks’)

   2. End Date - Percent of Time: Identify the ending percent of time (not applicable to ‘Ongoing Short Work Breaks’)

   3. Click Save

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2. Verify Dates and Percents

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Adding Files/Attachments

There are two ways to add files/attachments to a case: Drag-&-Drop or Manual Searching

1. Drag-&-Drop

   1. Files can simply be dragDrag-&-dropped drop the file into the Files section of a Case

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   Manual Searching

   1. Click on Add Files

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   2. Click Done

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   3. Your file will now appear in the Files section of the Case

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2. Manual Searching

   1. Click on Upload Files

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   2. Search for the file you want to upload and click Open

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   3. Click Done

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   4. Your file will now appear in the Files section of the Case

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Adding Case Notes

1. Click on New Case Note

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2. Document Case Note Information

   1. Update the Date/Time, if applicable (defaults to the time “right now”)

   2. Owner will default to the author of the Case Note

   3. Add Notes

   4. Click Save

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3. View Case Note

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