People Central: For Managers - walgreens.csod.com

People Central:

For Managers

Reference Guide

People Central: For Managers

© 2018 Walgreen Co. All rights reserved. 1

Table of Contents

OVERVIEW .........................................................................................................................................................3

TEAM MEMBER VS. MANAGER FUNCTIONALITY ....................................................................................................3 HOME PAGE .......................................................................................................................................................4

MY PROFILE: EDITING YOUR PERSONAL INFORMATION ..........................................................................6

MY PROFILE ICONS .............................................................................................................................................6 PERSONAL INFORMATION ....................................................................................................................................7

National ID Information ................................................................................................................................7 Address Information .....................................................................................................................................7 Personal Information ....................................................................................................................................7 Person Identification .....................................................................................................................................8 Contact Information ......................................................................................................................................8 Emergency Contacts ....................................................................................................................................8

EMPLOYMENT INFORMATION ...............................................................................................................................9 Organization Information ..............................................................................................................................9 Job Information.............................................................................................................................................9 Job Relationships .........................................................................................................................................9 Employment Details .................................................................................................................................. 10 Compensation Information ........................................................................................................................ 10 Pay Component Non-Recurring ................................................................................................................ 10

LEAVE OF ABSENCE ......................................................................................................................................... 11 PAYMENT INFORMATION ................................................................................................................................... 11 PAYROLL ......................................................................................................................................................... 12 WOLF CHECK ................................................................................................................................................ 12 BADGE ............................................................................................................................................................ 12

USING THE ORG CHARTS ............................................................................................................................. 14

ORG CHART VIEW ........................................................................................................................................... 15 Information Available for Each Person ...................................................................................................... 15

POSITION CHART VIEW .................................................................................................................................... 16 Position Identification (PID) ....................................................................................................................... 17 Positon Details .......................................................................................................................................... 17 Number of People in a Position................................................................................................................. 17

DIRECTORY ..................................................................................................................................................... 18 ADDITIONAL ORG CHART FUNCTIONS ............................................................................................................... 19

MANAGING MY TEAM: TAKING ACTION AS A MANAGER ........................................................................ 20

Choose a Date .......................................................................................................................................... 21 Select a Separation Reason ..................................................................................................................... 21

CHANGE JOB POSITION .................................................................................................................................... 22 Navigate to the Change Job and Compensation Screen .......................................................................... 22 Select Job Information .............................................................................................................................. 22 Select Effective Date ................................................................................................................................. 23 Enter Position Related Information ........................................................................................................... 23

CHANGE COMPENSATION INFORMATION .................................................................................................. 24

Navigate to the Change Job and Compensation Screen .......................................................................... 24



Select Compensation Information ............................................................................................................. 25 Select Effective Date ................................................................................................................................. 25 Step 4: Select Pay Change Reason ......................................................................................................... 25

HIRING CONTINGENT WORKERS ....................................................................................................................... 26 Navigate to the Contingent Worker icon. .................................................................................................. 26 Select Add New Person Icon .................................................................................................................... 26 Add Contingent Worker Details ................................................................................................................. 27

RE-HIRE INACTIVE TEAM MEMBERS (ONLY WITHIN 30 DAYS OF SEPARATION) ..................................................... 28 Navigate to the Re-Hire Inactive Employee Screen.................................................................................. 28

VIEW LEAVE OF ABSENCE INFORMATION ........................................................................................................... 30

VIEW NOTIFICATIONS AND APPROVE PENDING TRANSACTIONS ......................................................... 31

Notifications ............................................................................................................................................... 31

PAYROLL ......................................................................................................................................................... 32

ACCESSING PAYSTUBS .................................................................................................................................... 32



Overview

People Central is a system that helps manage and handle certain HR related

transactions and pay related activities. People Central uses role-based

permissions to display different screens and offer different functionality based

on whether you are a team member or a manager with direct reports.

Team Member Vs. Manager Functionality

Team Member Manager With Direct Reports

View and update personal profile information

View organizational charts

Access personal payroll related information such as paystubs and W2 details

Managers have all of the same functionality as a team member, plus the additional manager-specific functionality:

Update select team member information

Separate a team member

Change a team member’s position

Change a team member’s compensation information

Hire contingent workers (for select locations such as support office)

View team member’s leave of absence information

View notifications and approve pending transactions

People

Central



Home Page

The home page consists of a collection of tiles that show you information and allow you to

navigate to other areas of the system.

Home Icon: Select this icon to return to the home page. Home Drop Down Menu: (Home, Company Info, My Personal Profile, Admin Center, Reporting) Use this drop down as a quick way to navigate to each area of system.

Search for Actions or People: Enter specific names to search and pull up profile information on other people in the organization. Or, enter action key words, such as address or payroll.

Notifications: Informs you of transaction statuses and other team related milestones such as service anniversaries and birthdays.

To Dos: Alerts you to pending actions you need to approve in the system like accepting newly transferred team members and pending compensation changes.

Profile Picture and Person ID: Upload a profile picture that other team members see in the Org Chart section. Your Person ID also appears in this corner of the banner, but is only visible to you when you are logged in.



Manage My Team: Displays each of your direct reports and is one place where managers initiate HR actions (i.e. Change Job and Compensation Info). If a team member uploads a profile picture, their picture appears on this tile.

Team Summary: Displays a high-level view of direct reports. Use this tile to quickly view information on your direct reports and drill down to their personal information.

Org Chart: Displays information about the hierarchy of all people and departments within the organization. Use the Org Chart screens to drill down or up within the organization.

2018 and prior year paystub and W2s Provides links to:

Walgreens Pay Stub (Historical)

Walgreens W2 (Historical)

Balance Rewards: Allows you to enter your Balance Rewards card number to apply your employee discount to the card.

Quick Links: Provides links to W4, I9, myHR, LTMP, Kronos, Applicant Tracking System (ATS), and Your Total Rewards



My Profile: Editing Your Personal Information

The My Profile section contains all personal and job related information the

company has for you. It's important that you and your team members verify

the information that Walgreens has on file about you is correct.

There are seven categories of data on the My Profile screen. These

categories appear as tabs at the top of the screen.

Personal Information

Employment Information

Leave of Absence

Payment Information

PTO

Payroll

WOLF Check

Badge

Profile

My Profile Icons

As you navigate through My Profile, small icons and links appear on the screen or next to certain

fields.

Edit History Primary Value

Show More Show Less Show/Hide

The pencil icon indicates fields you can edit.

Select the pencil icon to edit information.

The clock icon indicates that there may be historical data available.

Select the clock icon to view historical data.

Primary values are indicated with a gold star. For example, if you have three emergency contacts listed, you can designate one as a primary contact.

Select Yes in the Is Primary drop-down to designate a primary value.

Select the Show more button to display additional information that may be hidden on the screen.

Select the Show less button to hide additional information.

The default display setting for confidential information is hidden.

Select Show to display additional information that may be hidden on the screen. Select Hide to protect that same information it is hidden.

My Profile

Note: If information captured in the My Profile section is incorrect, and you cannot edit it yourself, please send a request to [email protected] for further review and response.



Personal Information

National ID Information This information shows your Social Security number if you are a U.S. citizen. National ID appears for global team members.

Address Information This section displays your home address. Select the pencil icon to edit this information. No P.O. Boxes are allowed as your home address. For tax purposes, the company must have an address on file with a physical location. Note: If you live in a state where some rural locations only have P.O. Box format for the physical location address, these will be allowed.

Personal Information This section displays two types of information. Personal Information: Your name and marital status are among the key fields in this section. Country Specific Information: This section displays your Race/Ethnicity and official name. Select the pencil icon to edit these sections.



Person Identification

This is your unique company Person ID number. In the past, this was called Employee ID. Your Date of Birth also appears here. Use the pencil icon to update Date of Birth.

Contact Information

The information in this section is used to send you important company-related emails. Select the pencil icon to update your contact information. You can add multiple emails and phone numbers.

Emergency Contacts These are people who will be contacted in case of an emergency, such as illness or accidents.



Employment Information

Organization Information This section is further categorized into two separate sections: Position Information: Details specific to the position you currently hold at the company. Organizational Information: Details about where your position fits within the company structure.

Job Information This section outlines details specific to your job and position such as:

Job Code

Job Title

Time in Job

Standard Weekly Hours

Full Time/Part Time Status

Job Relationships This section shows dotted line manager relationships, if you have one. For example, some positions have a primary manager and secondary manager. The secondary manager will show as a dotted line relationship.



Employment Details This section contains date information that helps identify key dates with the organization. If you separate, and later return to the company these dates are updated based on company rules and guidelines in place at the time of your return. Note: While not all, most programs will look at a Team Member's Adjusted Service Date to determine benefit eligibility.

Compensation Information This section shows your Payroll Area and Pay frequency. Select the clock icon to view compensation history data.

Pay Component Non-Recurring This section shows any payments provided to you that are considered non-recurring such as: • Sign-on bonus • Intern housing • Paid family leave • Transfer incentive Note: Data only shows in this section if you have one of the above pay components. Otherwise, the section is blank.



Leave of Absence

This section shows the leave and return dates for team members out on leave.

Payment Information

This section is where you enter your direct deposit and bank related information. This information is critical to keep up to date to avoid any negative impacts on pay dates. It also displays the authorization disclaimer you need to sign before enrolling in direct deposit. To enroll in or change your direct deposit settings, select the pencil icon and complete the available fields.



Payroll

This section contains Payments & Deductions, Taxes, and Online W2 information.

Payment Summary (link to your paystub)

Online W2 (access to your W2 elections and electronic consent), and W4 information.

WOLF Check

Note: * Use the > in the banner to scroll to the right and view the WOLF CHECK tab.

This section is View-only and displays the Board of Pharmacy license credentials that have been recorded in the Walgreens Online Licensing Function (WOLF) system for pharmacists, pharmacy technicians, and pharmacy interns. Any required changes must be updated in WOLF, before the license details can be viewed in People Central.

Badge

Note: For stores only.



Profile

This section contains information that

other people in the organization can

view, with the exception of your Person

ID.

Person Profile: Add your phone and email information in the Contact Information section



Using the Org Charts

The organizational charts show the internal structure at Walgreens. Team

member names and positions are displayed in a way that shows the

hierarchy and position of different people, jobs, and departments that make

up the organization.

From the Org Chart portal, managers with direct reports can:

View information on others in the organization

View the hierarchy of teams and indirect reports

View detailed information on each direct report

Take HR related actions for direct reports

There are three different views in the Org Chart portal:

Org Chart

Position Chart

Directory

Org Charts



Org Chart View

The Org Chart View shows the structure of actual people in the organization. It illustrates people

reporting to people. In this view, you will find information about people in positions at the very top of

the organization (CEO) down to people in all individual contributor positions, including the stores.

Use the Org Chart View to search for any person in the organization.

Information Available for Each Person

Select a person in the Org Chart to view more details. Details shown for each team member include: • Name • Title • Position Identification (PID) • Number of Direct/Indirect Reports

Select Take Action to quickly navigate to HR related transactions for that direct report.



Position Chart View

The Position Chart View shows the hierarchy of positions within the organization.

It illustrates positions reporting to positions.

In this view, you will find information about positions at the very top of the organization

(CEO) down to all individual contributor positions.

The system defaults to show where your position appears in the organization and the positions that

report to you.

This view also shows how many people currently fill a specific position and whether or not there are

any open positions on your team. This is a snapshot of the number of positions and position titles

reporting to a manager.

Open positions only appear on the Position Chart View.

They DO NOT appear on the Org Chart View.



Position Identification (PID) The Position ID, also sometimes referred to as the “PID,” is the unique identifier for a position within the organization. Position ID (C3_15_055_DH_S-10105) C3 —Position Type (C3 is a store example) 15 —Job Level 055 —Combination of Job and Mapping Codes S-10105 – Location code (store number)

Positon Details Select a position to view additional details. Details shown for a position include:

Position Identification (PID): The unique code tied to a position.

Position Title: The official title of the position.

Legal Company Name

Division

Business Unit

Number of People in a Position In the Position Chart View, if a position is showing 1/99, that means there is only one person filling that position on that team. 2/99 means that there are two people in that position, and so on. You can only hire someone into a position if there is an opening available which is shown in the Position Chart View.



Directory

The Directory provides access to contact and location information for all team members in the

organization. It displays several fields with search criteria to find a person within the organization.

Enter information you know about a person and select the Search button.



Additional Org Chart Functions

Several icons that support additional functionality appear in the upper right corner of the Org Chart

portal. These icons include:

• Display Options

• Add New Employee

• Export

• Hide Top Navigation

Display Options Select the Display Option icon to change the reporting type to include:

All reports

Direct reports only

Matrix reports only You also have the option to include contingent workers assigned to your team so that they appear under you in the Org Chart view.

Add New Employee Use this functionality to add contingent workers such as contractors, consultants, or other outsourced vendor who are hired on a short term or per-project basis.

Export Select the Export icon to download images or PDFs of the Org Chart views displayed on the screen.

Hide Top Navigation Select the Hide Top Navigation icon to hide the entire top white banner.



Managing My Team: Taking Action As a Manager

Whenever there is a change in one of your direct report's employment, you

need to take action in People Central. Sometimes the system provides

multiple ways to access the same information or take the same action. This

section outlines the most direct way to take specific actions with direct reports

on your team.

Manager actions include:

Separating a team member

Changing job position for a team member

Changing compensation information

Hiring contractors, vendors, or consultants

Viewing Leave of Absence Information

Viewing notifications and approve pending transactions

Separate a Team Member Use these steps to separate a direct report on your team. Ideally, you should complete this

transaction in the system on the actual last day the team member works.

Navigate to the Separation Screen 1. Select the Manage My Team tile on the

home page to find the person you want to separate in the system.

2. Select the Take Action button. 3. Select the Separate action from the

drop-down list that appears.

Manager

Actions



Choose a Date 4. Choose a date that indicates the last day

this team member worked. Ideally, this should be the same day you complete separation transaction in the system.

Note: If you enter the incorrect date or information, you will be UNABLE to change or delete the transaction. If this happens, you will need to contact HR to have them make the change.

Select a Separation Reason 5. Select the Separation Reason from the

drop-down menu. A reason code is assigned to the team member that is being separated based on the reason you select.

Note: Certain reason codes generate a warning pop-up box explaining the implications of selecting that reason code. In those cases, either confirm if you want to proceed or cancel the request. 6. When you are ready, select Save.

Important: The Deactivate Position field signals if the position will be backfilled or not. It defaults to No, which means that after the person is separated from that position, it can be replaced with another person to fill the role. You CANNOT deactivate a position when there are additional people filling that position, or if that position has direct reports.



Change Job Position

Use the steps outlined in this section to change the job position for one of your direct reports.

Reasons for changing a job position include:

Transfer

Promotion

Demotion

Navigate to the Change Job and Compensation Screen 1. Select the Manage My Team tile on the

home page to find the person you want to change positions for in the system.

2. Select the Take Action button. 3. Select the Change Job and

Compensation Info action from the drop-down list that appears.

Select Job Information 4. Select Job Information under the

Choose what you want to change header.



Select Effective Date 5. Select the date for the change to

become effective using the calendar function. Best practice is to select the 1st day of the next pay period.

Note: If you forward date a transaction, and something changes, you will be UNABLE to change or delete the transactions.

Enter Position Related Information 6. Type in the name of the manager for the

future position in Manager’s Position field.

7. Select the new team member’s role from the Position drop down menu.

8. Confirm New Position Information. Note: If you are changing the job position of someone on your team to a different position on your team, enter your own name to only show the available Position IDs under you as the manager. This narrows the list of options that appear in the Position field. 9. Once you select the new position, all the

current position information appears with a strike through line through it. New job related information populates the fields. Confirm that the information that populates the Job Information screen is correct such as: • Position information • Organization Information • Job information (including pay range

information)

10. Select Save.

Note: After saving these changes, the job and/or compensation change will proceed to the next level of approval. Note that you cannot edit the transaction after this point.



Change Compensation Information Use the steps outlined in this section to change compensation information for one of your direct

reports.

Navigate to the Change Job and Compensation Screen 1. Select the Manage My Team tile on the

home page to find the person you want to change positions for in the system.

2. Select the Take Action button. 3. Select the Change Job and

Compensation Info action from the drop-down list that appears.



Select Compensation Information 4. Select Compensation Information

under the Choose what you want to change header.

Select Effective Date 5. Select the date for the change to

become effective using the calendar function.

Step 4: Select Pay Change Reason

6. Select Pay Change Reason. 7. Change Compensation Information 8. Select Save to confirm changes. Note: If you are a manager and find that the pay range is inaccurate, contact the Compensation and Benefits department.



Hiring Contingent Workers

Contingent workers are defined as independent contractors, consultants, or other outsourced

vendors who are hired on a short term or per-project basis. While the legal negotiations of hiring a

contingent worker maybe handled by either HR or another administration function, the contingent

worker can still report to you. Use this process outlined below to temporarily add these contingent

workers to your team.

Note: Seasonal team members are hired as regular team members through ATS (Kenexa). They

are not added using this feature in People Central.

Navigate to the Contingent Worker icon. 1. From the home page, select Org

Chart.

Select Add New Person Icon 2. Select the Add New Person icon

located in the upper right of the Org Chart screen.



Add Contingent Worker Details

3. Add details of the contingent worker to

the Add New Person screen including: • Event Reason (pre-populated) • Company Name (pre-populated) • Name • Personal Information • Job Information • Compensation Information

Note:

• Contingent workers must be 18 years or older.

• Contract end date cannot be more than 24 months.

4. Select Submit to route the request through the approval process. If you need to follow up on any details and need to return later to complete the process, select Save Draft.



Re-Hire Inactive Team Members (only within 30 days of separation)

If a team member is separated from the company, managers have a 30 day window to re-hire their

own team members back into the same position through People Central. Post 30 days, managers

will need to follow the standard process of hiring new team members through ATS (Kenexa) to fill

that position.

Note: If managers try to rehire team members after 30 days or in a different position than what they

were in at the time of separation, an error message is displayed.

Navigate to the Re-Hire Inactive Employee Screen 1. From the home page, type “Rehire Inactive Employee” into the Search Field.

2. Search for the Team Member by name.



3. Select the name of the Team Member you want to rehire into the same position. This takes you to a form called Add New Person.

4. Fill out the required fields on the Add New Person form. Note: In the Event Reason drop down, select Rehire.

5. Select Submit to complete the rehire process in People Central. Note: The following error message will appear if you are trying to rehire a Team Member who was separated more than 30 days ago.



View Leave of Absence Information

If a team member needs to take a leave of absence, they initiate the process by submitting a form

on myHR.

In People Central, managers can only view leave of absence information for a direct report.

Submitting the leave and return dates for a team member is controlled by the HR Leaves team.

1. From the home page, select the direct report on your team for whom you want to view leave of absence information for.

2. Select the Take Action button. 3. Select Leave of Absence from the

quick links.

4. View any Leave of Absence time off

for the team member you selected.



View Notifications and Approve Pending Transactions Notification and approval alerts signal noteworthy items you need to know about or actions you

need to take in the system.

The notifications alert you to transaction statuses and other significant team related dates (service

anniversary, birthday).

As a manager, you will approve pending transactions in the system such as approving newly

transferred team members and compensation changes.

Notifications Notifications help keep managers informed of key dates and confirmation messages related to HR transactions. After logging in, notifications appear in the upper right corner of the screen. Select the Notification icon to view new messages for you.

To Dos The system requires authorization from all approval parties to proceed with the HR related changes requested for a team member. Select the To Do checkmark icon next to the notification icon to view any pending approvals you need to authorize. Check the To Do icon daily to make sure that transactions are processed in a timely fashion.



Payroll

Accessing Paystubs

Pay Overview

As a manager, you know a critical aspect of payroll is its impact on the morale of the team members. All team members want to feel assured that they will be paid accurately on a consistent and timely basis. Some team members may have more complicated deductions than others. It is important to understand the payroll section so you can help answer questions team members may have about their pay. Payroll information is categorized into the following sections:

Historical Pay Stub: Pay stubs for 2018 and prior years

W2 History: W2s for 2018 and prior years

My Profile: Payroll Information: Payment and deduction information for 2019 and beyond, including pay stubs

Navigating to 2018 and earlier Pay stubs and 2019 and earlier W2s

To Access 2018 and earlier paystubs and W2s, click on the "2018 and Prior Year paystub and W2" tile.

A pop-up box with links to each site appears as seen in this image.

Select the link to navigate to each system.



Accessing 2019 and newer Paystubs from My Profile

To access payroll information from My Profile:

Click on the My Profile tile on the People Central Home page.

Next, select Payroll from the green menu bar



Navigating to the Payroll section

Payment Summary: Pay stubs (2019 and beyond)

W2 Information: 2019 and beyond W2 withholding amounts and related details

Residence Tax Area: The states to which the team member pays tax

Work Tax Areas: A team member who works in more than one locality during a tax year,

may be subject to taxes in those localities. The Work Tax Area records the amount of time a

team member spends in each locality other than their Residence Tax Area

Unemployment State: The state to which the team member pays unemployment tax



Viewing and Understanding your Paystub

This section outlines your pay and Paid Time Off for the pay period and Year to Date. It also includes your overtime (if hourly), any bonuses, or commissions for this pay per



Navigating to Past Paystubs

To access your Paystubs

1. Select the Payroll tab from the green menu bar 2. Under Payments & Deductions section, select Payment Summary

How to navigate to past Paystub

Once you select Payment Summary, your current Paystub will populate.

Navigate using the left and right arrows to access older (left arrow) or newer (right arrow) pay stubs.

Navigate to W2 and W4 sections from within the Paystub system

Select the Menu icon in the upper left corner on the Payment Summary screen to access your menu options.

Next click on the option you wish to view from the menu drop-down.

People Central: For Managers - walgreens.csod.com

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