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

Open

Step-By-Step Process of Creating a Percent of Time Change Case

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

   Open

   

    

   • 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

       

   2. 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

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

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

    3. Subtype: Choose between ‘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 Percent of Time Change begins

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

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

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

    9. Click Save

       
       
       

14. Verify Dates and Percents

     

Adding Files/Attachments

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

1. Drag-&-Drop

   1. Drag-&-drop the file into the Files section of a Case

      
      
      

   2. Click Done

      
      
      

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

      
      
      

2. Manual Searching

   1. Click on Upload Files

       

       

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

      
      
      

   3. Click Done

      
      
      

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

Adding Case Notes

1. Click on New Case Note

   
   
   

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

       

3. View Case Note