Searches

For general information on screen navigation, buttons, and features, click here.

To access the EPAWeb User Guide Table of Contents, click here.

·        Select Person: Used to find/select an employee, so you can perform actions

·        Action History:  Used to find/select actions processed in payroll

·        Actions in Progress:  Used to find/select actions not yet processed in payroll

·        Date Actions:  Used to view employees who may require a future action

·        Process Invitation:  Used to assign invitations to other department’s users to allow them to process secondary employment or salary distribution actions on a specific employee that is based in another department

·        Outbox - Originator:  Used to find/select actions that a specific originator has processed

·        Employee Special Attributes: Used to search employees bu their position's special attributes (Severe Weather Essential, Public Health Essential, Supervisor Duties, Subject to HIPAA. This new menu option in EPAWeb appears as follows:

Select Person

The Select Person Search is the first page displayed after you enter EPAWeb (EPAWeb Home).  This window may also be accessed by hovering your mouse over  and then clicking .

The select person search is used to find an employee in order to process a specific personnel action

To start a person search:

1        Choose Option 1

–OR-

2     Option 2

-OR-

3     Option 3 from the table below.

A person search is not needed when doing a new employment or external department lump sum payment.  For these actions, the person is identified when the action is started. To process a new employment or external department lump sum payment:

1     Move your mouse over  on the menu bar of the EPAWeb Home Page or any page in EPAWeb.

2     Select

-OR-

Select  from the drop down menu.

Option 1	Option 2	Option 3
Type personal identification number of person's record to be displayed (can be PID or SSN, without dashes). Click .	Type last and/or first name. Click . Using this option will display a search results page that will list all employees that have same criteria you have entered (if you have access to view that employee's record). If there is only one employee with same criteria then that employee's record will be displayed. Not case sensitive	Type partial last and/or first name followed by an *. Click . Using this option will display a search results page that will list all employees that have same criteria you have entered (if you have access to view that employee's record). Not case sensitive
Click  if at any time you want to clear all fields and start again.

The following screenshot is an example of a person search results page that was displayed using Option 3. Only the last name of Frien* was used as the search criteria. Search results returned included everyone who's last name started with Frien. Keep in mind that the employees displayed will only be the ones that the user has access to view.

To open one of the employee's records (select person screen), click corresponding PID. For more information about the select person screen, click here.

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Action History

The Action History Search can be accessed by hovering your mouse over  and then clicking .

The Action History search is used to:

·      Provide a list of actions that have been posted to payroll that were prepared for an employee or a group of employees.

·      Will not show any actions that are in progress.

·      Can also find a particular action if that action's serial number is known.

Actions that have been processed by Payroll will have a status of 'Completed' and will show in a selected person's action history. Actions that have been approved by Payroll, but not yet processed by Payroll, will show in Actions in Progress with a status of 'Approved'.

Refer to the table shown below to determine what search criteria is required to do an Action History search for.

An Individual Employee	A Group of Employees:	A Known Action's Serial Number
Type PID or SSN in the Personal Identification # field. (no dashes) Click .	Type effective date and/or department number in corresponding fields. You can use mm/yyyy (ex. 06/2005) as the effective date to show all actions effective during a certain month on employees you have access to. Click .	Type action serial number in the Serial # field. Click .
Click if at any time you want to clear all fields and start again.

The following screenshot is an example of an Action History Search Results page that was displayed when using only an employee’s PID as the search criteria. Search results included all actions that have been posted to payroll that were processed in EPAWeb for this employee.

To review one of the employee's actions, click the corresponding serial number.

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Actions in Progress

The Actions in Progress Search can be accessed by hovering your mouse over  and then clicking .

The Actions in Progress search is used to:

·      Provide a list of actions that are currently going through approvals.

·      Provide a list of actions that are waiting to be posted to payroll that were prepared for an employee or a group of employees.

·      Find a particular action if that action's serial number is known.

Actions in Approval Routing or actions that have been approved (including payroll approval), but waiting to be processed by Payroll, are considered actions in progress. Data updates in EPAWeb, as a result of a personnel action, are not posted to EPAWeb until the action is processed by Payroll.

Refer to the table shown below to determine what search criteria is required to do an Actions in Progress search for.

Individual Employee:	Group of Employees:	Known Action's Serial Number
Type PID or SSN in the Personal Identification # field. Click .	Type effective date and/or department number in corresponding fields. You can use mm/yyyy (ex. 06/2005) as the effective date to show all actions effective during a certain month on employees you have access to. Click .	Type action serial number in the Serial # field. Click .
Click  if at any time you want to clear all fields and start again.

The following screenshot is an example of an Action in Progress search results page that was displayed when using only an action's serial number as the search criteria. Search results returned included only the action specified at the beginning of the search.

To review the action, click on the action's serial number. For more information concerning actions in progress, click here.

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Date Actions

The Date Actions Search can be accessed by hovering your mouse over  and then clicking .

Date Action Searches can provide the department with a list of employees that have important dates approaching.

The types of Date Actions searches that can be performed are listed below.

Type of Search	Explanation
Account Expiration Date	Provides a list of employees that are funded with an account with an expiration date within 120 days.
End of Employment Date	Provides a list of employees that have been terminated in EPAWeb with future effective dates within 90 days.
Scheduled Rank End Date	Provides a list of employees that have a scheduled rank end date approaching. Employees with rank codes 02-03 with a modifier of 0, 1, or A will show if the scheduled rank end date is within 540 days. Rank codes 20-28 will show if within 30 days and all other rank codes within 180 days.
Scheduled Source End Date	Provides a list of employees that are funded with an account with a scheduled source end date within 60 days.
Immigration Work Elgbl. Exp. Date	Provides a list of employees that have visa contingency dates within 60 days.

1        Type department number in the Department field

–OR-

leave blank to search all departments you have access to view.

2        Select type of date search you want to perform from the Type of Date drop down menu

–OR-

leave this field blank as it defaults to search all dates.

3        Click . If you make a mistake and want to start over by clearing all fields.

4        Click .

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Process Invitation Feature

The Process Invitation function is found in the Searches menu:

By selecting this function, EPAWeb allows you to grant a specific individual, outside of an appointing department, the ability to perform two specific EPAWeb actions on employees they would not otherwise have access to: salary distribution and secondary appointment. Normally, without extending an invitation, only individuals who are originators in an employee's existing base, primary, or secondary appointing departments could originate such actions. The invitation feature is provided in recognition that other departments need to be able to prepare and forward for approval salary distribution actions for employees whose appointments are held by other departments when salary sources cross departments. Secondly, this permits a department that is going to become a secondary appointing department to originate the new appointment in EPAWeb for the approval of the base and primary appointing department.

For security purposes, we are treating the invitation function as another action type that any originator in EPAWeb can be authorized for in their user set-up. If you wish to have the invitation function added for one or more users in your department, this can be done by submitting an EPAWEB User Setup Form (HR-151U) for each user. The feature is entirely optional, so you do not need to take any action if you don't see the need for using it in your area of responsibility.

To set-up and maintain your invitations:

1     Select the Process Invitation item from the EPAWeb Search Menu.

You are then prompted for the department number:

While you can view invitations that any department has extended, which is helpful to see if you have been granted an invitation that has been discussed with another department, you are only able to manage invitations for your own department if you are authorized to perform this function as discussed above. Once you select the department number, you are then presented with a list of active invitations that have been extended by your department. The first time someone in your department uses this function, no invitations will yet exist, so your screen will appear as follows:

By selecting the Modify button, the Invitation Maintenance Screen will. Since no invitations have yet been added, the screen displays available lines to enter new invitations.

The Invitation Maintenance screen includes:

·      The PID and name of the employee that you are permitting an outside department user to perform actions on (Employee to Modify – PID and Employee to Modify-Name fields)

·      The date the invitation was added to the system (Invitation Date)

·      A date of your choosing that you wish the invitation to expire (Expiration Date).

A date that goes out several years can be chosen if you envision a particular invitation to be semi-permanent although it is recommended you review your invitations at least annually to ensure they remain necessary.

To enter an invitation

1     Type the PID of the employee that actions are being performed on.

2     Type the Onyen of the outside department person that you are granting access to perform both the salary distribution and secondary appointment actions.

In the example below we are entering the following:

·      The PID of 123456789 for an employee, John Doe

·      An invitation expiration date of 02/17/2007

·      The Onyen, msmith, which is for an HR Facilitator named Mary Smith in Department 2228 to whom we are extending the invitation.

You can enter up to 10 invitations at a time.

3     Click the Save button to save them in EPAWeb.

Once you do that, the system will display the name of the employee for the entered PID and the name, department number, and department name of the Onyen you extended an invitation to. Additional data entry lines will be provided for additional entries, if desired, after you select the Save button.

Note that invitations are extended to a specific Onyen for access to a specific employee in your department. So if there are multiple individuals in an outside department you wish to extend invitations to for a particular employee in your department, separate invitations need to be entered for each in the Invitation Maintenance screen. Also, be aware that an invitation permits access only for the salary distribution and secondary appointment actions for outside departments if a secondary appointment is created and ultimately approved for that outside department in EPAWeb, then once the appointment is effective, that department would then have access to all EPAWeb actions as they would for any employee for whom they held a secondary appointment. At that point, the invitation would no longer be needed for that department and could be deleted.

How Outside Departments Use an Invitation Once Extended

Once a base or appointing department extends an invitation to a non-appointing department using the above process, the outside department is able to process either a salary distribution or secondary appointment action in EPAWeb. However, when preparing actions by invitation, a different process is used than preparing an action for an employee holding a primary or secondary appointment in your department.

If you have been extended an invitation by another appointing department for one of their employees, you would originate these actions using a new option on the Actions menu titled Outside Dept. Actions. This menu option appears as follows in EPAWeb:

You will note that the Outside Dept. Actions menu option has two sub-options, one for an Ext. Salary Distribution and one for an Ext. Secondary appointment action. The “Ext.” designation identifies these as actions performed by external departments other than those who hold an appointment for the employee for whom the action is related.

You may then use your mouse to select which of the action types you wish to originate for an employee for whom you’ve been extended an invitation. As an example, if you selected Ext. Salary Distribution, you would then see the following:

A similar screen appears had you selected the Ext. Secondary appointment action. On this screen, you are asked to identify the employee on which to perform the action for. You will only be able to select or search for employees for whom an active invitation has been extended to you by an appointing department. If you enter an exact PID or SSN, you will immediately be taken to the origination screen for the selected action. If you use the name search, you will be presented with a list of available names from which to choose.

In either case, once you have selected the correct employee, the rest of the action origination process is identical to all other action types in EPAWeb. The only difference is that actions by invitation will carry the word “External” or “Ext.” preceding the action title to identify that it was prepared by an invited outside department. Such actions will follow the normal approval routing from that point forward and therefore must always be approved by the primary appointing department in addition to any other approvals which are applicable for the selected action.

If you attempt to prepare an external action and do not appear to have access to an employee that you thought you had been invited to have access to, contact the appointing department for further assistance. The possible cause may be that the appointing department did not yet enter the invitation in EPAWeb or that your invitation reached its expiration date and a new invitation needs to be extended.

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Outbox - Originator

An Outbox – Originator feature has been added to Search Menu of EPAWeb that allows you to search for any actions that you (under your assigned Onyen) have originated in EPAWeb, including external lump sum payments as well as external salary distribution and external secondary appointment actions as described in the previous sections above. This new menu option in EPAWeb appears as follows:

Once selected, you will then see the following Search screen:

Select any of the available search fields, as desired.

This new feature is intended to supplement the existing Actions in Progress and Action History search features by permitting you to focus only on these actions you personally prepared.

·      The Outbox concept is being introduced as a companion to the Inbox.

·      The Inbox is where all actions awaiting your approval or action or sent to you for FYI may be accessed.

·      The Outbox is where all actions that you have acted upon and sent forward may be searched.

We are in the process of adding an Outbox – Approvals feature which will permit you to quickly search for any action you have approved similar to how the above permits you to search for actions you have originated. That feature should be available in EPAWeb by March, 2006.

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Employee Special Attributes

This allows you to search employees by their position's special attributes (Severe Weather Essential, Public Health Essential, Supervisor Duties, Subject to HIPAA). This new menu option in EPAWeb appears as follows:


 

Once selected, you will then see the following Search screen:

Enter your department number and click "search." The following screen will appear, allowing you to view and modify the special attributes of all employees in your department.

To modify an employee's special attributes, click on the magnifying glass next to the field you wish to modify and click on the desired value.

Change desired attribute(s) and click save. Attribute is successfully changed and highlighted in yellow on the next screen.

Click "done" to return to the search screen.

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