Navigating the CAPPS Website  

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Navigating the CAPPS Website

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Overview

Centralized Accounting Payroll/Personnel System (CAPPS) website provides Health and Human Services (HHS) employees with direct access to human resources (HR) information. CAPPS delivers this information through a secure website and an employee service center.

The CAPPS website is the online tool available to HHS employees to locate information and perform HR related transactions. The CAPPS website is available to you 24 hours a day, 7 days a week from the Internet or the HHS Intranet.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Transactions Covered in This User Guide

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

What Is CAPPS?

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

CAPPS provides Health and Human Services (HHS) employees with direct access to Human Resources (HR) information and services through innovative, customer centered solutions.

CAPPS delivers these services through two primary methods:

  • a secure website
  • an employee Service Center

All HHS employees are able to access and manage many components of their HR information through a secure website and dedicated employee Service Center.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

 For a complete glossary of terms, click here: CAPPS Glossary

Benefits of CAPPS

In addition to helping HHS serve Texans in the most cost effective manner, CAPPS also provides the following benefits:

  • Self-service capabilities to provide greater control over the accuracy and management of your information
  • Instant, secure, and reliable access to your information 24/7
  • Simplified information access through the Service Center and website to minimize confusion and redundancy
  • Integrated technology to speed up HR transactions, reduce errors, and improve services
  • Standardized processes to reduce paperwork and complexity

Online
Self-Service

The CAPPS website is the primary gateway to access and manage your HR information. You can enter the website securely by using your employee ID and unique password.

Employees have the capability to:

  • Access HR forms, policies, and information regarding life and work events
  • Take online computer-based training courses and enroll in classroom training
  • Change personal information (for example: home mailing address, emergency contact information or direct deposit information
  • View performance documents
  • View earnings statements
  • View leave balances and submit leave requests
  • View timesheets
  • Submit accident reporting forms
  • View job postings
  • Submit applications for employment

Managers have the additional capability to:

  •  Initiate and/or approve job postings
  • Schedule candidate interviews and capture interview results
  • Create and/or approve offers for candidates
  • Manage employee training
  • View reports on staffing, training and recruitment
  • Approve leave requests and view timesheets
  • Submit personnel actions for merit increases
  • Create and complete performance evaluations
  • Change employee’s work-related HR information
  • Submit accident reporting forms
  • Submit job audit request forms
  • View employee directory
  • Access HR forms, policies, and information regarding life and work events

The Service Center

The Service Center staff is dedicated to assisting you with your HR and Payroll needs. Specialists provide a broad range of support such as:

  •  Are available from 7:00 a.m. to 7:00 p.m. Monday – Friday, Central Time
  • Provide assistance to employees and managers via a toll-free phone line available in English and Spanish. You can contact the Service Center 1-888-TX-HHS-HR (1-888-894-4747).
  • Provide information and assistance to external applicants pursuing employment with HHS agencies
  • Provide assistance in using the self-service tools
  • Conduct job classification audits
  • Support payroll error/exception processing, payroll reconciliation, and other payroll related support activities
  • Perform initial accident investigations
  • Reset PINs and passwords
  • Support CAPPS (the PeopleSoft production system)

HHS Services

 HHS HR and Payroll professionals continue to be responsible for activities such as:

  • Maintaining Human Resources and Payroll policies
  • Providing employee relations support
  • Certifying payrolls
  • Administering sick leave pool programs
  • Performing workforce planning
  • Providing ad hoc reporting
  • Monitoring, analyzing, and implementing legislative mandates
  • Handling exceptions (actions outside of policy)

Logging in to CAPPS for the First Time

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

If you are a new employee or new user to CAPPS, this section of the user guide will provide you the steps to log in to the system for the first time.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

 For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for Logging in for the First Time
  1. Enter https://hrportal.hhsc.state.tx.us into the address field in your web  browser. The CAPPS Login page displays.


    Helpful Hint:     Do not to type “www” before the website name.

     

  2. When you access the CAPPS site, you will see a warning message explaining that this CAPPS  website is restricted to authorized users only. Read the statement and select the I Agree button to continue.

    3.  

  3. The first time you enter the CAPPS website, select the Logging in for the first time link located below the Employee ID and Password fields. The first of several security pages displays.

    4.  

  4. Enter your 11-digit Employee ID

    Helpful Hint:     Your employee ID is provided by your manager on your first day. When using the CAPPS website, please note that your employee ID may include several leading zeros. If you cannot find your employee ID, contact your manager or the Service Center at 1-888-TX-HHS-HR (1-888-894-4747) or TTY (1-866-839-2747).

    5.  

  5. Click the Submit button.

    6.  

  6. You will then be asked a series of security questions, including your date of birth and zip code. Enter the appropriate information and click the Submit button after each response.

    Helpful Hint:     The answers to these questions are used to verify your identity. The answers you provide will be validated against the information contained in the HR system. If you answer incorrectly three times, your account will be locked and you will need to contact the Service Center. Also, if you ever need to reset your password, you must provide these answers when asked the security questions.

    7.  

  7. Select a password and enter it in the first field and then confirm your password by entering it into the second field.

    8.  

  8. Click the Submit button.
     
    Helpful Hint:     It is important that you remember your password. If you enter an incorrect password three times, your employee ID is locked you will not be able to enter the CAPPS website. If your employee ID becomes locked, call the Service Center to unlock your employee ID.

    9.  

Logging in for the First Time

Follow the steps below to log in to CAPPS for the first time.

 

Steps

 

  1. Enter https://hrportal.hhsc.state.tx.us into the address field in your web browser. The CAPPS Login page displays.

    Helpful Hint:     Do not to type “www” before the website name.

     

     Image of the Warning page. The image shows a highlighted box around the I Agree button

    2.  

  2. When you access the CAPPS site, you will see a warning message describing that this CAPPS website is restricted to authorized users only. Once you have read the statement, click the I Agree button to continue. The CAPPS Login screen displays.

     

     Image of the Login page. The image shows a highlighted box around the Logging in for the first time link.

    3.  

  3. The first time you enter the CAPPS website, select the Logging in for the first time link located below the Employee ID and Secure Password fields. The first of several security pages displays.

     

    Image of the Employee ID page.

    4.  

  4. Enter your 11-digit Employee ID.

    Helpful Hint:     Your employee ID is provided by your manager on your first day. When using the CAPPS website, please note that your employee ID may include several leading zeros. If you cannot find your employee ID, contact your manager or the Service Center at 1-888-TX-HHS-HR (1-888-894-4747) or TTY (1-866-839-2747)

    5.  

  5. Click the Submit button. The Password Hints page displays.

     

    Image of the first Password Hints page.

    6.  

  6. You will then be asked a series of security questions, including your date of birth and zip code. Enter the appropriate information and click the Submit button after each response.

    Helpful Hint:     The answers to these questions are used to verify your identity. The answers you provide will be validated against the information contained in the HR system. If you answer incorrectly three times, your account will be locked and you will need to contact the Service Center. Also, if you ever need to reset your password, you must provide these answers when asked the security questions.

    7.  

  7. Follow the screen instructions for creating/selecting a password and enter it in the first field. Confirm your password by entering it into the second field.

    8.  

  8. Click the Submit button.

    Helpful Hint:     It is important that you remember your password. Upon returning to the CAPPS website, if you enter an incorrect password three times, your employee ID is locked and you are not able to enter the CAPPS website. If your employee ID becomes locked, call the Service Center to unlock your employee ID.

    9.  

Password Requirement

Your password must be at least eight characters and is case sensitive. Your password must also include at least two numeric characters and one special character that is not a letter or number (for example *, &, ~). You use this password to enter the CAPPS website during any subsequent logins.

Examples of correct passwords:

  • $ecret91%
  • me&ut1983

Examples of incorrect passwords:

  • longhorns17 (needs to include a special character)
  • 31hhs& (needs to be at least eight characters)
  • CAPPSHR*1 (needs to include at least two numeric characters)

It is important that you remember your password. If you enter an incorrect password three times, your employee ID is locked and you are not able to enter the CAPPS website. Call the Service Center to unlock your employee ID.

While it is important that you remember your password and enter it correctly, do not write down your password anywhere within view of your computer. Do not write down your employee ID and password together anywhere. Instead, you should use the Change my login password hints link under My Profile in the left navigation menu. This feature is available after you set your initial password and login successfully. This feature lets you select questions, such as “What is your favorite sports team?”, and provide an answer that only you should know. Then, when you are having difficulty logging in and remembering your password, you can provide a response to the password hint questions that you have selected. By doing this, you can help protect your personal and work information.

Interactive Voice Response System

 Please note that you also have a separate Personal Identification Number (PIN) that you use to access the Service Center Interactive Voice Response (IVR) system. Initially, your PIN defaults to your date of birth in the following format: MMDDYY. Use your employee ID along with your PIN to contact the Service Center.

Logging in to CAPPS

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

Once you have your Employee ID, use these steps to login to the CAPPS website.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

 For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for

Logging in to CAPPS

Follow the steps below to log in to CAPPS.

 

Steps

 

  1. Enter https://hrportal.hhsc.state.tx.us into the address field in your web browser. The CAPPS Login page displays.                                                                                                  

    Helpful Hint: Do not to type “www” before the website name.

    2.  

  2. When you access the CAPPS site, you will see a warning message explaining that this CAPPS website is  restricted to authorized users only. Once you have read the statement, click the I Agree button to continue.

    3.  

  3. Enter your Employee ID in the Employee ID field.

    4.  

  4. Enter your password in the Secure Password field.                                                                  

    Helpful Hint:     Passwords are case sensitive, so remember to check if your 'Caps Lock' is on.

    5.  

  5. Click the Sign In button. The CAPPS Home page displays.

    6.  

Logging in to CAPPS

Follow the steps below to log in to CAPPS.

 

Steps

 

  1. Enter https://hrportal.hhsc.state.tx.us into the address field in your web browser. The CAPPS Login page displays.

    Helpful Hint:     Do not to type “www” before the website name.

    Image of the Warning page. The image shows a highlighted box around the I Agree button.

    2.  

  2. When you access the CAPPS site, you will see a warning message explaining that this CAPPS website is restricted to authorized users only. Once you have read the statement, click the I Agree button.

 

Image of the Login page. The image shows a highlighted box around the Sign In button.

 

  1. Enter your Employee ID in the Employee ID field.

    2.  

  2. Enter your password in the Secure Password field.                                                                        

    Helpful Hint:     Passwords are case sensitive, so remember to check if your 'Caps Lock' is turned on or not.

    3.  

  3. Click the Sign In button. The CAPPS Home page displays.

Forgot Your Employee ID

Image of the Employee ID Help page.

If you have forgotten your employee ID, select the What’s my EmployeeID/ forgot my Employee ID link located on the CAPPS Login page. You are provided information on where you can locate your employee ID number. For security purposes, if you contact the Service Center you are asked several questions to validate your identity before your employee ID is reset.

Forgot Your Password

  Image of the Employee ID Help page.

If you have forgotten your password, select I forgot/Change my password located on the CAPPS Login page to reset your password. The Change Password page displays. Enter your 11-digit Employee ID and click the Submit button. Your employee ID is printed on your pay warrant or was provided by your manager on your first day. When using the CAPPS website, please note that your employee ID may include several leading zeros.

Image of the Password Hints page

You will be asked a series of security questions, for example your date of birth, mailing zip code, or a question that you have chosen and provided a personal answer for using the Change my login password hints feature under My Profile in the left navigation menu. Enter the appropriate information and click the Submit button after each response. Your responses to these questions are used to verify your identity. The responses you provide will be validated against the information contained in the HR system.

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

Whether a new or existing user of CAPPS, you will find this section helpful to navigate the site and learn how you can best utilize the information and resources available to you.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

 For a complete glossary of terms, click here: CAPPS Glossary

Navigating CAPPS

The CAPPS Home page displays your name in the Welcom bar, to the left of the Global Navigation menu at the top of your screen. You are able to view and access information based on your CAPPS role(s). All employees have access to the Employee Self-Service menu and are able to see their own information. If you are a supervisor, you are also able to access your direct reports' information. Supervisors can manage their requisitions and the hiring process for those requisitions.

Helpful Hint: To provide easy access to the CAPPS website, it is helpful to bookmark CAPPS in your favorites menu. To bookmark the CAPPS website, follow these steps:

  • Select Favorites from Internet Explorer in the top left area of the screen.
  • Select Add to Favorites.
  • Type ‘CAPPS’ in the Name field and click the OK button.
  • You now have a bookmark that allows for quick access to the CAPPS by simply selecting ‘CAPPS’ under Favorites to launch the site.
  • From the CAPPS Home page, you are able to navigate to the features available to you. There may be more than one way to navigate to some information.
  • On the Home page, you can minimize any of the sections by clicking the Minimize arrow in the upper right-hand corner of the section. The section will remain minimized until you follow the same steps to expand the section.

 

1. Global Navigation Menu

 

2. Left Navigation

 

3. Time and Leave Navigation

 

4. Featured Links

 

5. News

 

6. Help Resources

 

7. I Want To...

 

8. Quick Links

 

9. Employee Directory

 

Global Navigation Menu

The Global Navigation Menu is on the top of your screen and stays there as you move to other screens in the CAPPS website.

 

Image of the Global Navigation Menu.

 

At any time, you can use the Global Navigation Menu to access various other HHS websites by selecting the right link:

  • Home (The CAPPS home page)
  • HHS Intranet Site
  • HHS Public Site
  • HHS HR Site
  • Contact Service Center
  • Help? 

    •  

You can also change the size of the text on the CAPPS website by selecting the Change Text Size option and following the instructions that display. 

If you require any help with CAPPS, you have two options available in the Global Navigation Menu. Your first option is to select Help? which shows the complete list of all CAPPS user guides.

Menu – (Left Navigation)


Image of the Menu with the Employee Self-Service menu expanded.

 

The Menu is located down the left side of your screen and should be your primary way to get around the CAPPS website. Similar to the Global Navigation Menu, the Menu stays on the screen as you navigate.

 

The Menu contains different links depending on the role(s) assigned to you. Some links are available to all employees while other links only appear for employees in a supervisor or HR role. Based on your role, you have access to all links necessary for you to perform your role.

 

All employees have access to the Employee Self-Service containing:

 

  • My Profile
  • My Pay
  • My Time & Leave
  • My Training
  • My Performance Management
  • My Recruiting Activities
  • Incident/Injury Reporting
  • My Telework

    •  

    NOTE: Below the Employee Self-Service menu, there is access to information about Employee Separation, HR Forms, and HR Policies.

     

Image of the Menu with the Manager Self-Service menu expanded.

 

Only employees with management responsibilities and direct reports have access to the Manager Self-Service section. Manager Self-Service contains transactions related to:

 

  • Compensation Management
  • Maintain Employee’s Work Info
  • Separations & Retirement
  • New Hire
  • Time & Leave Management
  • Reporting
  • Incident/Injury Reporting
  • Organization & Classification
  • Performance Management Home
  • Learning Center
  • Recruiting
  • View Employee Personal Info
  • Track Agency Property
  • Designate Workflow Alternate

    •  

    Below the Manager Self-Service menu, several other manager tools display:

     

  • Recruiting Center
  • Employee Separation
  • HR Forms
  • HR Policies
  • Worklist
  • Change My Password

Main Menu

 
Image of the Main Menu.

 

The Main Menu provides a direct link to several pages. The Main Menu is located below the Menu. Employees and managers may use either menu to navigate CAPPS.

Employees who use JAWS or any type of screen reader should access the Set Accessibility Flag User Guide for more information about selecting the Accessibility Mode in CAPPS.

 

Service Center News Links

 
Image of the Service Center News section.

 

The Service Center News section is located below the Service Center Featured Links in the center column of the home page. This section contains recent HR related news and information regarding CAPPS and the HHS enterprise. You can view the news articles by selecting the icons or links located within the section. Since the home page only contains recent articles, select View All Articles and Sections if you wish to view past articles which no longer appear on the CAPPS Home page.

Service Center Featured Links Section


Image of the Service Center Featured Links.

 

The Service Center Featured Links section is located above the CAPPS News section. Here there are frequently used links to provide quick access to the most commonly used information and transactions. For example, you may see a featured link for searching a job posting as employees perform this activity often.

Manager's Worklist


Image of the Worklist section.

 

Only employees with management responsibilities and one or more direct reports, see the Manager’s Worklist. The worklist is a way for managers to keep track of the review and approval actions they are responsible for completing It is also where managers can see any notifications. The worklist functions similarly to an email inbox located on the CAPPS Home page, where items are routed to managers.

 

See the Worklist User Guide for more information.

 

I Want To ... Section


Image of the I Want To section.

 

The I Want To... section is located below Help Resouces. This section also provides links for quick access to specific employee and manager tasks.

 

Help Resources Section


Image of the Help Resources section.

 

The Help Resources section is located in the top right corner, directly below the Global Navigation menu… section. This section provides you with access to CAPPS self-service help and information on how to contact the Service Center.

 

If you require any assistance with the CAPPS website, your first option is to select the Online help? link. The Online help? link displays the list of CAPPS user guides available to you. Additionally, the Online help? Section provides access to both tutorials and job aides.

 

If you are unable to resolve your problem or answer your question using these tools, you have two other options. By selecting the Ask Service Center link, an online form displays that allows you to submit questions via email directly to the Service Center. You also have the option to select the Contact Service Center link, which provides you the phone numbers to directly contact the Service Center.

Quick Links Section
Image of the Quick Links section.

 

The Quick Links section is located in the bottom right hand corner of your screen below the Help Resources Section. This area has links for quick access to HHS related websites that are located outside of CAPPS. These links include employee benefits websites maintained by the:

 

  • Employee Retirement System (ERS)
  • Texa$aver
  • TexFlex
  •  Work in Texas

Employee Directory

The CAPPS website allows employees to view basic employee information (i.e. name, job title, etc.).

 

Image of the Employee Directory section.

 

Logging out of CAPPS

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

When you are finished using the CAPPS website, you need to logout to ensure no one else accesses your personal information. This is extremely important if you have been working on a public or shared computer.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.

  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

 For a complete glossary of terms, click here: CAPPS Glossary

Logging out of CAPPS

Follow the steps below to logout of CAPPS.

 

Steps


Image of the Global Navigation Menu. The image shows a highlighted box around the Logout button.

 

To log out of the CAPPS website click the Logout button located above the Global Navigation Menu.

Helpful Hint: Selecting Logout logs you out of the CAPPS website, but there may be some additional browser windows that remain open from your session. It is critical that you close all of your browser windows once you are finished with your session in order to ensure a complete logout and maintain the privacy of your information.

Key Things to Remember

Key Things to Remember

Service Center Information:

  • The Service Center operates between 7:00 a.m. and 7:00 p.m. Central Time, Monday through Friday. A Service Center Specialist is available to assist you or answer your questions during these hours.
  • You may contact the Service Center at 1-888-TX-HHS-HR (1-888-894-4747), or TDD/TTY for the Hearing Impaired 1-866-839-2747.
  • You may email your questions directly to the Service Center by selecting Ask Service Center on the CAPPS home page (must be logged in) using the online form to enter and submit your questions.

 Help Resources:

  • Frequently asked questions about training can be found in the Help Index. From the CAPPS website, go to the Help Resources section and select Online help?.

 Logging in to CAPPS:

  • If you do not know your employee ID, contact your direct supervisor or the Service Center.

  • If you enter incorrect information on three consecutive login attempts, your employee ID is locked out. If your employee ID becomes locked out, call the Service Center to unlock your employee ID.