The Update SSP mail manager utility allows you to update the two manager fields called Direct manager and Senior manager on the Static 2 TAB of the payroll record over a group of payroll types and payroll companies. This is typically used when a manager of a department or senior manager or director changes.
The manager fields are used either purely for reference or by the system to generate Email messages once user defined SSP triggers have been reached via Enter sickness details and optionally via Human Resources calendar entry. SSP mail triggers are set up within the payroll system maintenance, Payroll type parameters option.
The payroll types and companies accessible depend on your security access to the payroll types and companies. If your system is set up to use location security within the employee records module your security access within the employee records module also has a bearing on the update, only payroll records you have access to will be updated.
The option may be used whilst the payroll type is confirmed since the manager fields do not alter in any way the value of the payroll calculated.
To access the Update SSP mail manager option:-
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Miscellaneous options option.
The PR MISCELLANEOUS OPTIONS menu is displayed.
Select the Utility options option.
The UTILITIES menu is displayed.
Select the Update SSP mail manager option.
The Update SSP mail manager form is displayed.
The Update SSP mail manager form is displayed when the Update SSP mail manager option is selected from the UTILITIES menu.
What do you want to do or be advised about?
Use of the Update SSP mail manager form
Select the payroll types to update
Enter the cost centre selection
Enter the managers to be amended and click OK
Companies and Pay Type Access
The form shows the payroll companies, payroll types, your access status and a Process column. Provided you have access to the payroll type it will default to you processing the update SSP managers for the payroll type. You may however untick the process column for a payroll type if there is any reason for why it should not be updated.
Cost centre: Either select all cost centres or untick the All check box to allow selection of a cost centre.
Tip: Click the Ellipsis button
to select a cost centre from the cost centre database.
Edit field: Choose the type of manager field to be updated:
Both managers
Direct manager
Senior manager
Click OK
PUSH BUTTONS:
OK: Proceeds to the Manager update form.
Exit: Returns you to the UTILITIES MENU with no SSP mail manager update being performed.
Help: Displays help on the current application in your default company browser.
Manager update Form
The Manager update form is displayed when you click OK from the Update SSP mail manager form.
You will now need to enter the old and new manager id. The id is the up to 8 character user id that the manager will use to log onto the payroll or Dealer Management System. What you are prompted for will depend on your earlier selection within the Edit field on the Update SSP mail manager form.
Direct manager original: The old user id for the direct manager.
Tip: Click the Ellipsis button
Direct manager new: The new user id for the direct manager.
Tip: Click the Ellipsis button
Senior manager original: The old user id for the senior manager.
Tip: Click the Ellipsis button
Direct manager new: The new user id for the senior manager.
Tip: Click the Ellipsis button
PUSH BUTTONS:
OK: Proceeds to perform the SSP mail manager update.
Cancel: Returns you to the Update SSP mail manager form, no update SSP mail manager being performed.
Help: Displays help on the current application in your default company browser.
The update SSP mail manager process
Once you have clicked OK from the Manager update form the payroll records for non leavers are updated. If the existing manager field matches the old setting the new manager user id is applied.
Each payroll type selected to be processed will be checked in turn.
The payroll change control log may be written to with the manager field changes if the General 2 TAB payroll type parameter called Change control log file used is ticked and if the MANAGER field has been set up for audit within the Change log setup option. The direct manager is MANAGER field occurrence 001, the senior manager is the MANAGER field occurrence 002.
