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 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.
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:
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).
Reassigning one direct report
Reassigning multiple direct reports
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.
Creating a delegation within hierarchy
Creating a delegation outside hierarchy
Reviewing a delegation
Revoking a delegation
Accepting a delegation
Rejecting a delegation
As we implement more automated processes that rely on MyNIU data, every employee must always have an accurate supervisor identified in the system. HRS expects department heads, or their delegates, to update reporting lines whenever staffing changes occur. For example, if a supervisor resigns from the university, department heads are expected to reassign their direct reports before the supervisor’s last day.
Because most automated HR processes notify supervisors, HRS runs a nightly process to identify reporting lines that are not updated promptly through Manager Self-Service. This process reassigns any employee who has no supervisor, or whose supervisor is on continuous leave, to:
These department, college or division heads are then responsible for reassigning employees to the correct supervisor through Manager Self-Service.
The terms manager and supervisor are used interchangeably to identify an employee with at least one direct report.
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.
A field being used to identify the position number of an employee’s supervisor in the MyNIU Employee Human Resource System.
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.
The supervisor that delegates to a proxy is considered the delegator.
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.
In the MyNIU Employee Human Resource System, each position reports to a position number rather than directly to a manager by name. This allows different managers to move in and out of a position and have the reporting line structure remain accurate. When staffing changes occur, department heads should reassign employees through the Manager Self-Service portal.
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.
Only filled positions show in Manager Self-Service.
Contact humanresources@niu.edu.
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.
Please see the resources above on reassigning multiple direct reports.
While most updates will be visible in real-time, a high volume of transactions could cause a delay. However, all updates will be processed in the overnight cycle. If you made a change and don’t see it the next day, please contact humanresources@niu.edu for additional support.