Manager Self-Service

Manager Self-Service (MSS) is an online portal within the MyNIU Employee Human Resource System where managers can view and edit information about their direct reports. MSS provides general information such as Job Title, Job Code, Position Number and Employee Status for each direct report. Managers, or their delegates, can use MSS to change the manager for any of their direct reports or any employee under them in the reporting line.

Behind MSS is a full campus organizational structure that links each employee from their internal management structure all the way to the university president. This reporting structure is vital in enabling workflows such as the upcoming Time and Benefits Reporting process which will allow employees to submit their time and benefits usage entirely online. Manager Self-Service is the tool managers will use to ensure their reporting lines are accurate for proper routing of time and benefits usage, among other workflows and processes.

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Finding the MyNIU Portal - Job Aid (.docx)

Finding the MyNIU Portal - Video Guide

When to Use Manager Self-Service

Generally, when Human Resource Services (HRS) has been provided with information on where a position should report, HRS will make the updates in the MyNIU Employee Human Resource Service System.

For example, through the hiring process, the employee’s supervisor should be identified. In this case, HRS will make sure the information is correctly reflected in the system.

However, when an employment transaction occurs where HR would not have the necessary information to update supervisory information, supervisors will be responsible for utilizing MSS to make the necessary updates. Below are some examples where MSS should be utilized:

  • If a supervisor will be transferring to a new position on campus, the supervisor should reassign their direct reports to a new supervisor within the department before their transfer takes place.
  • If a supervisor will be going on a continuous leave of absence, the supervisor should delegate their MSS responsibilities to another supervisor before their leave of absence begins.
  • If a supervisor will be separating from the university, the supervisor should reassign their direct reports to a new supervisor within the department before their separation is effective.
  • If there is a reorganization within your department, current supervisors or department heads can reassign employees to different supervisors.

How to Use Manager Self-Service

Reassigning Direct Reports

The primary reason to use Manager Self-Service is to view your direct reports or to re-assign direct reports to another manager. This is useful in cases where an employee is remaining in their same position, but will be reporting to a new manager (i.e. departmental reorganization).

Job Aids

Video Guides

Reassigning one direct report

Reassigning multiple direct reports

Delegation

The primary reason to use delegation is to allow a trusted person (i.e., a proxy) in your organization, such as an administrative assistant or a timekeeper, to manage your reporting line structure.

It’s important to note that if a manager of managers delegates to a proxy, the proxy will be able to make reporting line changes for all direct and indirect reports below that manager. For instance, if a dean delegates to a proxy, that proxy would be able to manage reporting lines changes for the entire college.

Delegation is not cascading, so a proxy cannot delegate their delegation authority to someone else. Delegations can be permanent or temporary, and a delegation request must be accepted by the proxy for them to manage reporting lines for the delegator.

Delegating the Management of Your Direct Reports (Job Aids)

Delegating the Management of your Direct Reports (Video Guides)

Creating a delegation within hierarchy

Creating a delegation outside hierarchy

Reviewing a delegation

Revoking a delegation

Using Delegated Rights (Video Guides)

Accepting a delegation

Using delegated rights

Rejecting a delegation


Terminology

Direct Reports/Indirect Reports
A direct report is an employee that reports to you. An indirect report is an employee that reports to a supervisor that reports to you, etc.
Manager, Supervisor

The terms manager and supervisor are used interchangeably to identify an employee with at least one direct report.

Position number

A numeric code used to identify the position in the MyNIU Employee Human Resource System. As a reference, position numbers can be looked up using the HR Employee Lookup Tool.

Reports to

A field being used to identify the position number of an employee’s supervisor in the MyNIU Employee Human Resource System.

Proxy/Delegate

A proxy is an employee a supervisor delegates their reporting line management to. A proxy can move direct reports to another supervisor on behalf of the supervisor that delegated to them. The terms proxy and delegate are used interchangeably.

Delegator

The supervisor that delegates to a proxy is considered the delegator.

Timekeeper

A term used to identify the person in a department or division that handles time reporting processes such as collecting benefits usage reports and hourly timesheets.

Frequently Asked Questions

How do reporting lines stay updated?

In the MyNIU Employee Human Resource System, each position reports to a position number rather than directly to a manager by name. This allows for different managers to move in and out of a position and have the reporting line structure remain accurate.

Do I need to add new hires to my reporting structure?

No. When completing the request to fill or refill a position, you will be asked to verify the supervisor’s position number. Human Resources will enter the supervisor’s position number for the new employee.

Where did the initial reporting line data come from?

Campus departments were asked to identify a supervisor position number for each employee of that department. This work was generally completed by the timekeeper for that department. This data was loaded into the MyNIU Employee Human Resource System prior to launching the Manager Self-Service tool.

Contact Us

Human Resource Services
Human Resources/Document Services Building
1515 West Lincoln Highway
P: 815-753-6000
F: 815-753-2335
humanresources@niu.edu

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