User Guide - University of Essex
Contents
1. start date 09 02 2015 End date 09 02 2015 10 02 2015 ESS Annual Leave Booking Secondly to make a more fully informed decision click anywhere on one task to take you to the Holiday Absence Details By expanding the Peer Group Calendar you will be able to see details of any absence already authorised for your team for the requested absence period If you are happy to authorise this request use the drop down menu to authorise and then press Save Authorisation Username MALBANG Authorisation status BE Reason Holiday balances Peer group calendar Calendar selection options Peer group Finance Section Alba Period from 09 08 2014 Period to 09 08 2014 Calendar colour options Christopher Bridgema Lee Burton Stephen Couch MM Awaiting authorisation am pm split A Clashing events You should aim to action all holiday requests within 48 hours of receiving them When the request has been processed a notification email will automatically be sent to the member of staff who requested the absence advising them of your decision The task is now complete 12 Page University of Essex Amending Cancelling Annual Leave from the Past lf an employee wishes to cancel or amend an annual leave date in the past for example if they were ill or didn t take the absence but left it too late to cancel they are unable to do this themselves in HR Organiser You will need to amend this on t2. User Settings this area allows you to amend some basic user settings relating to your People Manager access you are advised not to change any of the settings in this area To get back to the homepage to view your links and your to do list click on the home icon at the front of the navigation trail You can do this from any page you are in fi Organisation University of Essex ORG The second function of the display panel is to display the results of your selections To view any information you must first select the reportee you want to view the information of Select them from the left hand menu Once a reportee has been selected you can then click on a link from the homepage The information will be displayed in the main section of the screen the display panel User name Today s date Mrs Donna Scott 11 02 2015 11 02 2015 ft Organisation University of Essex ORG People Miss Carly Fidgett Contacts User e mail address Contact details 8Q Means of contact Contact at i Contact details Miss Carly Fidgett E mail address personal ihrsystems essex ac uk Means of contact User e mail address z E User e mail address ihnrsystems essex ac uk Home telephone ihrsystems essex ac uk Contact at ihrsystems essexacuk Mobile telephone ihrsystems essex ac uk UoE E mail address automatic ihrsystems essex ac uk za 5 P a g e University of Essex Team Structure Your staff will be listed as a default view on the le
3. oe Un rsity of Ess User Guide BUSINESS SYSTEMS TEAM For Reporting Managers Contact us ihrsys essex ac uk http www essex ac uk staff hr_organiser University of Essex Introduction 3 Navigating People Manager 4 Exploring the Organisation Structure 6 Advanced Searches 7 Icons 8 Viewing Employee Related Data 9 Personal and Address Details Contact and Emergency Contact Details Key Date Details Position Details Hours and Basis Salary History Summary Working Pattern Details Managing Absence 10 Holiday Entitlement Summary 10 Authorising Annual Leave 11 Amending a Holiday Date 13 Holiday Entitlement Adjustment 14 Manager Task Redirection 14 Absence Calendar 15 Sickness Absence Information 17 FAQ s 18 2 Page University of Essex Introduction What is People Manager People Manager is a tool allowing reporting managers and administrators with selected access to manage staff leave and view sickness records online It has a host of other reporting benefits and in the future further modules such as booking training courses and claiming expenses will be introduced to make your working life easier and more efficient People Manager sits within the core HR amp Payroll system called iTrent It holds the University s organisational structure payroll and personal details of every staff member Data Protection People Manager will only give you access to information related to
4. Holiday absence details Miss Carly Fidgett 4006055 7 Due date 04 03 2015 To do list 3 Finance Section Business Systems High gt Requires authorisation V This absence has been cancelled 02 03 2015 ESS Annual Leave Booking Processes 0 Mr Ryan Oliver 2733064 eean gt EE E eae Due date 20 03 2015 Finance Section Business Systems High gt Requires authorisation Y Start date 14 04 2015 ZE TT gt End date 15 04 2015 18 03 2015 ESS Annual Leave Booking Mrs Jennifer Parker 2797577 Hide Home page E ca absence details Mrs Jennifer Parker 2797577 Due date 05 03 2015 nce Section Business Systems High gt Requires authorisation Y Start date 22 04 2015 End date 22 04 2015 03 03 2015 ESS Annual Leave Booking 11 Page University of Essex There are two ways you can authorise annual leave Firstly to action the tasks quickly click on the tick box next to one or more items on the list This will display an Actions button Clicking on the button will bring up a drop down menu giving you the options of Authorised or Not Authorised for one or multiple requests Caution should be taken when authorising multiple requests from this point as other team absences may already exist Filter All active Sort by Identifier 7 Select all Deselect all Redirect Miss Carly Fidgett 4006055 Holiday absence details Miss Carly Fidgett 4006055 Finance Section Business Systems
5. approve my reportee s annual leave whilst am away If you know you are going to be out of the office you can set a Manager Task Redirection for the dates you are going to be away See the Manager Task Redirection section This way holiday requests will go to another manager in your absence It is important that this is agreed with the other manager before you go away and they are aware of this Remember managers are the only ones who will have access to People Manager My employee has two jobs I am only their manager for one How does this affect me You will receive holiday requests for only the periods of time when you are their manager When they are in their other role the leave requests will go to the manager for that job How long do I have to approve holiday requests You should aim to action all holiday requests within 48 hours of receiving them lam anew manager do I need to do anything People Manager is not automatically assigned to you If you are anew manager you will need to ensure you have notified us so we can give you the necessary access The leave administrator for your department may have already made us away of your arrival so it is best to double check with them first I am leaving the University what should do You will need to ensure your leave requests are redirected to another manager until your replacement is due to start Employee Information Why do some of my reportee s position details have a starting da
6. d 3 d you may wish to use the People Search view instead Paymo oc You can search by a specific employee using a range of search criteria in the dropdown menu If you want ft Organisation University of Essex ORG People to go back to the reporting view just click on the People icon By clicking on Advanced you can make Search Smart groups iki C Advanced a more detailed search If the person has left within Include leavers Bookmarks p Pers the last 30 days select the Include Leavers tick box ee a f Pay Please note you should not select the smart groups ee ee P Ei tab as this functionality is not applicable to People O a Manager University of Essex Advanced Searches Advanced searches allow you to run queries on data which can then be exported to Excel You can search by people position and by absence For example a useful advanced search may be to identify the number of staff that have been off sick in the last 3 months or which staff had started at the University before a given date Results will only be displayed for staff who report directly to you To run advanced searches change the reporting view to People Search see Organisation structure and then click Advanced at the top of the search box fi Organisation University of Essex ORG People Advanced Search Smart groups E Include leavers Results 0 People Surname Qq Name Unit Job title Sex Date of birth Social security
7. next to the absence to include exclude it from the display Non working periods will be displayed on the calendar using the colour for Other absences orking pattern 15 Page University of Essex December os oe foa fos os 6 0708 o9 20 a2 22 AR A 25 16 17 1e a9 fan Awaiting authorisation am pm split amp Clashing events AM absence Pm absence O Working pattern Each absence is shown as a coloured box When the display period or the number of people exceeds the screen capacity scroll bars are provided to enable you to move left right up down The headings to the calendar and the people names will always remain in focus When you select a specific date range in the display period you will need to click on the Refresh button for it to update Display period Specific date range Period from You also have the option of adjusting the display period by clicking on the adjustment buttons This will take you back or forward 3 months or back or forward 1 month Please click on a day for further options E E Ee When you move the cursor over the cells in the display a pop up is shown This holds the details of the absence and the person or where no absence is recorded just the person The details include name position day and date Type of holiday status e g awaiting authorisation position working pattern and working pattern start date Some em
8. no Personal ref There were no records found for this query The criteria screen will then appear where you can set your search criteria For example you can choose Times sick in the last 3 months is greater than and you can enter 1 This will bring back any employees that have had more than one period of sickness in the last 3 months You can add more than one set of criteria Simply click on the at the end of the row to add another row Advanced search Information D Using the conditions CONTAINS DOES NOT CONTAIN and IS NOT may result in the search taking a longtime Criteria Times sick in the last 3mo is greater than vr 1 Build special criteria The search results will appear on the left hand side From here you can right click on them and select Export to Excel Excel will open and the data will be displayed ome eview View B amp Cut Calibri u Asz FS Y Wrap Text General M re ey Bad Good Neutral Calculation cmm EK kad 2 e d Fy 23 Copy ee a oat z 2 i a a Fill rf z 3 Paste Aromatpainter B Z U gt Hiv QA EB HG Mee Centers E 88 Conditional Format METT explanatory p Linked cel Note z Insert Delete Format gt ceay Sort amp Find amp Clipboard Font Alignment Number Styles Cells Editing B21 f A B E D E F G H I J K 1 Include leavers Results 7 People 2 3 Select all Edit this group 4 Name Unit Job title Sex Date of birth Social security no Pe
9. not cancel or amend annual leave dates in the past you will have to do this for them They can only cancel amend dates that are yet to occur Amend the to from dates or type full day part day half day AM PM here List of Annual Leave Dates this includes those awaiting approval ff Organisation University of Essex ORG People Miss Cary Fidgett Holiday absence list 11 03 2015 Holiday absence details Search Smart groups 2 nF Q Advanced amp Show all Type All s Holiday absence details Miss Carly Fidgett Start date Day End date Day Type Position Holiday start 11 03 2015 Wed 11 03 2015 Wed Personal Holiday iTrent Systems 4 2 09 02 2015 Mon 09 02 2015 Mon Personal Holiday iTrent Systems Type Full da v 23 12 2014 Tue 23 12 2014 Tue Personal Holiday iTrent Systems Holiday end 08 12 2014 Mon 08 12 2014 Mon Personal Holiday iTrent Systems 10 11 2014 Mon 28 11 2014 Fri Personal Holiday iHR Business Sy B 07 11 2014 Fri 07 11 2014 Fri Personal Holiday iHR Business Sy Type Full day hd 03 10 2014 Fri 03 10 2014 Fri Personal Holiday iHR Business Sy a A Personal Holiday 08 09 2014 Mon 08 09 2014 Mon Personal Holiday iHR Business Sy E z Authorisation Awaiting authorisation 18 08 2014 Mon 18 08 2014 Mon Personal Holiday Finance System Position iTrent Systems Administrator Finance Section Business Systems Current Holiday balances a Save to keep your Delete to cancel the changes a
10. staff who report to you It is essential that you follow the University s Data Protection Policy and Staff Privacy Policy please take the time to read these for a reminder of your responsibilities Important Security Information The University s People Manager tool contains highly sensitive personal information about your staff and it is important that you use it responsibly and securely When you have finished using People Manager please always ensure that you log out To do this click on the Logout link in the top right hand corner of the People Manager page Bi 3 eas Role People Manager With A iE If you have more than one role in iT rent then your current role will be displayed Using the dropdown you can switch between roles meaning you don t have to log out and back in again It is also important that you never let anyone else know your University of Essex username and password as this information would allow people to access information on you and your staff through People Manager and HR Organiser exposing a risk of identity fraud If at any point you feel that your information security may have been compromised you should contact the University s IT Helpdesk desk essex ac uk or call x2345 3 Page University of Essex Navigating People Manager People Manager is accessible at the following link htios inr essex ac uk tlive web You will need your University username without the essex ac uk a
11. Hierarchical view People search t Finance Section Business Systems A hanging node denotes a Unit These can represent a faculty department section or sub section e g Professional Services Human Resources or Human Resources Learning and Development A desk denotes a Post A post will always be a single item which must belong to a unit and will parent either one or many positions e g a post of Cleaner in Accommodation Essex may have multiple cleaner positions beneath it Q A Refresh button will appear throughout the various screens within iTrent If you experience any display problems or wish to refresh the data on the screen you can do so by clicking this icon Note you should NOT refresh People Manager using your browser as this may cause your session to close 8 Page University of Essex Viewing Employee Related Data Personal Details this screen allows you to view name title gender previous names and start date at the organisation Data contained on this page must be updated via Human Resources Section with submission of supporting documentation Contact Details this screen allows you to view the contact details of your reportee The contact information held for each reportee is summarised in People Manager s left hand menu Any changes to the contact details must be completed by your staff member by logging into HR Organiser Address Details this screen allows you to view the home address of your reportee Any c
12. You can do this by pressing and holding the Ctrl key and clicking the name of each person you wish to view Then click on Absence Calendar ft Organisation University of Essex ORG People Miss Maria Dinglasan 2 Absence calendar Positions S amp Q Views wW sh University of Essex ORG Absence calendar 2 Mrs Donna Scott Calendar selection options Display period Month from today v Piss varia inasa Period from 16 02 2015 Mr Ian Haw r ran Haw Calendar colour options amp Mrs Catherine Jaques a Miss Zena Marlow e ii Ryan Oier Please click on a day for further options pr e B i amp Mrs Jennifer Parker seers oar amp Vacancy Systems Accountant 16 17 18 19 20 28 22 23 24 25 26 27 28 o1 02 03 04 05 os o7 08 09 10 u 3 14 15 16 maraon MOOO OOD0OO OOOO O00000 cay eat IDOI OOOO BARS ma HO O Tan Haw moO UO OOOO DOO Ol Awaiting authorisation am pm split A Clashing events I AM absence J PM absence O Working pattern Under the Calendar selection options you can choose the period you wish to display Choose from the drop down By selecting the next to Calendar colour options you can view all the different types of absences and how they are colour coded Any colour changes will be reflected in the Out of Office section on the homepage Bank holiday Sickness Use the tick box
13. annual leave sections My employee has been on Maternity Paternity Adoption leave will the system show their accrued annual leave and bank holiday entitlement for the period of their absence The system will have the outstanding annual leave balance available to be taken but there will need to be an adjustment made to add any bank holiday amounts to their entitlement This should be done automatically by HR when your 18 Page University of Essex employee returns but if you think it does not look correct please contact the HR department who will be able to help you further My employee has been absent due to long term sickness will the system show their accrued annual leave and bank holiday entitlement The system will have the outstanding annual leave balance available to be taken but there will need to be an adjustment made to add any bank holiday amounts to their entitlement This should be done automatically by HR when they return but if you think it does not look correct please contact the HR department who will be able to help you further People Manager lam not getting my employee s leave requests You will need to notify HR as there might be a chance you have not been set up as their reporting manager can t see a member of my team when log in to People Manager You will need to notify HR as there might be a chance you have not been set up as their reporting manager I am going to be out of the office who will
14. bationary Details amp Mr Ian Haw P Position Details Processes 0 P occupancy Details aa Mrs Catherine Jaques gt Hours and Basis Contracted Hours Messages p P Position Occupancy History p Working Pattern Details b gt Salary Details SPOT b Salary Details Payscale amp Miss Zena Marlow 2 Mr Ryan Oliver User settings i aa Mrs Jennifer Parker Right to Work Documentation b Vacancy Systems Accountant Passport details Absence Management P Absence Calendar Object panel Change display width You can resize the Object and Display panels by hovering between the columns and dragging them to your desired setting making either one of them larger or smaller Display panel The Navigation Trail As you make various selections the navigation trail will update to indicate the selections you have made The trail is made up of individual items each item is split into a header bold text and its contents normal text You can click on a navigation item to return to that point in the trail fe Organisation University of Essex ORG People Miss Zahra H riyed Contacts qUoE E mail address automatic Contact details 4 Page University of Essex The Control Bar The control bar holds useful buttons to quickly move around the system Your name and today s date appear towards the left hand side of the toolbar The effective date is next to today s date and towards the right hand side you find a serie
15. ft hand side of the home screen when you log in If you click on Organisation in the navigation trail the organisational structure will only be in view Click on the People icon to return to view your staff All your direct reportees are in bold with their reportees in a lighter grey if applicable fi Organisation University of Essex ORG Report People Icon returns you to a list of your employees wn University of Essex ORG Mr Marco Albano mr Christopher Bridgeman 2 Mr Lee Burton Mrs Kelly Butcher Change your team view Miss Anne Marie Crawford Mrs Karina Duke Mrs Louise Hodgson Mrs Claire Maddison Mrs Boon Pernet Mrs Moyra Raison Organisation Structure The organisational structure on People Manager is set up to list your direct reportees They will be listed in dark grey and lighter grey if you are not the direct line manager Each user can control how they wish to view and select their reportees When you first log in the system defaults to Reporting view but if you select the View drop down you are able to select People Search Hierarchical or Semi hierarchical views instead Click on the positions tick box if you want to view your reportee s positions under their names Vacant positions that report to you are also shown To view more information about an employee select their name and then one of the links on the homepage Tip If you have a lot of employees reporting to you i Trent 5 n n
16. g pattern Yearly view When a single employee has been selected you are able to display the calendar in a yearly view Details about each absence are displayed as a pop up as you move your cursor over the dates You can view by either dates or days The different views offer identification of trends e g absences relating to the same period each month around monthly deadlines or absences relating to particular days of the week Friday Monday absences Sickness Absence Information Sickness Entitlement Summary This screen shows details of any sickness entitlement taken by an employee including details of the sickness scheme entitlement to paid sickness absence and sickness days used and those available Sickness Absence Details This screen shows details of the sickness period including date and nature of sickness taken You can view details of different absences by selecting an occurrence from the left hand menu ft Organisation University of Essex ORG People Miss Zahra H riyed Sickness absence list 20 01 2014 Sickness absence details Search Smart groups 2h Q Advanced amp Show all Type all Start date Day Enddate Day Type Position Sickness absence details Miss Zahra H riyed E 20 01 2014 Mon 20 01 2014 Mon Sickness IHR Systg Absence start a Type Full day Absence end Date 20 01 2014 Hy Type Full day Expected end date B Absence Absence type SiGkHeSSNNN Absence reason Cold Cough Flu influenza Po
17. hanges to the address details must be completed by your staff member by logging into HR Organiser Emergency Contact Details the emergency contact details screen allows you to view the emergency contact details of the reportee Any changes to emergency contact details must be completed by your staff member by logging into HR Organiser Probationary Details this screen details the probationary start and end dates and whether the probation is complete Key Date Details this screen contains key dates including date of birth and expected retirement date Position Details the position details screen displays details relating to the reportee s position including job title position start date location position end date and reporting manager Occupancy Details this screen displays the occupant name start date and expected end date if there is one Hours and Basis this screen shows the contractual hours and FTE hours for the reportee It also shows the category basis and type of their employment Any changes to this screen should be made via HR Salary Details Payscale this screen shows the employees pay scale salary Position Occupancy History this screen shows previous occupants of an employee s position and who their reporting manager was This screen also includes occupancy start and end dates grade FTE and reporting manager position Working Pattern Details this screen shows the working pattern of the reportee Where the
18. heir behalf To do this you need to go into the Holiday Date Details screen Please refer to the Holiday Absence Details section Amending Cancelling Annual Leave booked for the future Employees are unable to amend their own annual leave dates until you have authorised them If an employee chooses to amend the dates of their annual leave you will receive a new email You will also receive a task in your To Do List to approve the changes lf an employee cancels a future request you will receive a notification email The cancellation will also appear as a task in your To Do List To clear this select it using the tick box and click Authorised It will now disappear Holiday Absence Details You can find this screen on your links page under Holiday Date Details It shows details about the annual leave dates your reportee has booked including those awaiting authorisation This is the screen you get directed to when you click on a task in your To Do List The annual leave dates are listed down the left hand menu and the display panel shows more details once a date has been selected If you are required to amend an annual leave date you can do it from here Select the period of annual leave from the left menu change the dates as necessary in the display panel and click Save It will update immediately If you need to cancel the period of annual leave simply select it and press Delete The annual leave will now be removed Remember your reportees can
19. ity of Essex Authorising Annual Leave This section only applies to staff who book annual leave using HR Organiser When a request for annual leave is submitted by an employee through HR Organiser you will receive an email request notification University of Essex Annual Leave Request Action Required An absence has been requested which needs your authorisation Log in to People Manager to view the details Type Personal Holiday Start date 07 09 2074 FULL Finance Assistant Start balance 154 8 hours Holiday requested 7 2 hours End balance 147 6 hours This e mail has been generated via HR Organiser The request appears as above It details the employees name and position and the start and end date of the requested holiday It shows their starting balance and their end balance upon deduction of the requested date The email prompts you to log in to People Manager which you can do by clicking on the People Manager box on the right hand side Remember you need your University username without the essex ac uk and your University password This is the same password you use to log on to the network Refer to page 4 if you are having trouble logging in Once you have logged in click on the To Do List link here are the tasks that require your attention Bookmarks gt Filter All active v Sort by Identifier vt co Select all Deselect all Links p Out of office 0 Miss Carly Fidgett 4006055 7
20. nd your University password This is the same password you use to log on to the network and your emails Having trouble logging in Your password must not contain any of the following characters if it does you will need to reset it which can be done here hitips www essex ac uk password login aspx lf you are still having problems please contact the IT helpdesk Access to iTrent is based on roles The role you are allocated determines which parts of iTrent you can access what you can see and whether you can update fields or simply view them Note do not use the internet browser refresh or back forward buttons when navigating through People Manager as this will expire your session The Homepage When using People Manager all the information is accessed through the homepage This is the first screen you see once you log in to iTrent It displays features you can use to navigate around the system Effective date Navigation trail Control bar The system is date driven il User name Today s date Mrs Donna Scott 18 03 2015 f Organisation University of Essex ORG Report noe Positions W Q b Person Information gt Personal Details P Contact Details P Address Details p Emergency Contact Details sh University of Essex ORG amp Mrs Donna Scott aa Miss Maria Dinglasan Out of office 0 gt Key Dates Details mi Employment Information moe E eee To do list 0 b Pro
21. nnual leave altogether 13 Page University of Essex Input a Holiday Entitlement Adjustment This screen will allow you to enter any manual adjustments you might need to make to an employee s Holiday Entitlement For example you might need to add leave that has been carried forward trom the previous leave year This is not an automatic process and it will need to be manually done To make an adjustment select Adjust from the Adjustment type drop down menu Make sure you have selected the correct Holiday Period dates A box will appear allowing you to enter the amount of hours you are adding on deducting and you must also enter a reason It is important you make the reason clear so it is easily understandable should you need to look back on the adjustment For example Carry forward 2013 2014 The end date will usually be the end of the annual leave year Then click Save The entitlement will take in to account this adjustment straight away If processing carryover for the next leave year this adjustment should only be made on or after the 1 April Entitlement for Holiday Period the period Holiday entitlement adjustment LA Employment details Position Insurance and Risk Manager Period details Holiday period dates 01 04 2014 31 03 2015 scheme name UoE Holiday All Grades Ent Bank Hols Entitlement for period 206 hours 265 hours Fro Rata Brought forward Brought forward not used lost Adjustment details Adjustme
22. nt type Adjust Pico balers Value Reason End date Entitlement ea Carry forward 2013 14 t Hours to carry forward Reason make sure End date end of it is clearly detailed leave year Manager Task Redirection when out of the office If you Know you are going to be out of the office you can set a task redirection so that any annual leave requests that come in by employees can be redirected to stat date M another manager in your absence To do this select Manager en i Task Redirection Here you can select a start date and an end date if you know it change the process type to Redirect All Process type Task processes b Process qQ and in the Redirect to select the magnifying glass and enter the cit M surname of the person you want the tasks to go to Click Save j i Please note if you regularly have other tasks in iTrent you may save Era wish to change the process type to task processes and in process search for ESS Annual Leave Booking This is only likely to apply to members of HR 14 Page University of Essex Absence Calendar The Absence Calendar displays all staff absences that have been recorded in iTrent This includes Learning events coming soon Bank holidays University closure days Maternity Paternity absence TOIL coming soon Sickness As a People Manager you can review absences within your responsibility It is possible to display the calendar for more than one reportee at any one time
23. ployees will hold more than one position If you right click on any date in the absence calendar this will bring up a menu of quick links including Check holiday entitlement and Check patterns sation jee E E 16 Page University of Essex Additional information e Half day AM absence the left side of the cell is in the absence calendar e Half day PM absence the right side of the cell is in the absence calendar e AM PM split when two absences are split across a single day e g one absence ends at 11am and the next starts are 11am or later then the day is marked to indicate a split but only one of the absence colours is displayed e Clashing events when an absence has been recorded that clashes with another absence a sickness on the same date as a personal holiday for example the day of the absence will display an exclamation mark the pop up will display the details of the absences that are clashing e Working pattern when an employee has a working pattern attached and you have selected working patterns to be displayed then each working day is shown with an inner box Absences that occur on a working day are show with their absence colour and box if you only want to display working patterns for absences then you should set the working pattern colour to be the same as the background colour w Awaiting authorisation L am om split amp Clashing events i AM absence J PM absence UO Workin
24. reportee has more than one work pattern you can select the relevant one from the left hand menu The standard full time working day for employees of the University of Essex is 7 hours and 12 minutes 7 2 hours per day It is imperative that the working pattern held is correct as this is what drives annual leave and absence calculations Incorrect patterns will calculate the wrong amount of annual leave taken by an employee potentially leaving them short Any changes to working patterns must be reported to Human Resources immediately staffing essex ac uk Who will update this information The system can accommodate various working patterns including shift compressed average and rotating shifts For further information on working patterns please refer to the working pattern information sheet available on the People Manager web page 9 Page University of Essex Managing Absence Holiday Entitlement Summary This screen shows details of the leave booked by an employee This includes their annual leave entitlement all the annual leave they have requested and any bank holidays and University closure days which have been automatically loaded in to the system For employees on grades 1 6 their length of service determines their annual leave entitlement The basic allowance is 165 6 hours 23 days If they have received 5 years service they are entitled to 172 8 hours 24 days 7 years equates to 180 0 hours 25 days and 12
25. rsonal ref Leaver Position reference Position occupancy reference Payroll School of Biological Sciences Laboratory Technician Female No 00100FI 8001418AA University of Essex Monthly Payroll 6 UECS Operations Business Development Manager Male No 0010AIX 2651610ZA Essex Campus Services Ltd op Estate Management Maintenance Maintenance Assistant Mechanical Male No 1020BFC 2745429ZA University of Essex Monthly Payroll a Academic Section Southend Campus Student Administration Assistant Female No OO010PAI 2721651ZD University of Essex Monthly Payroll 91 Accommodation Essex Administration and Systems Manager Female No 1030LIR 2770032ZE University of Essex Monthly Payroll 10 Estate Management Cleaning Postal staff and Grounds Cleaner Female No 0010MJH 4003704AC University of Essex Monthly Payroll 11 International Academy Administrator Female No 0010GZ 2806223AD University of Essex Monthly Payroll 12 7 Page University of Essex Icons If you select the positions tick box when you are in the Reporting View you will have a range of different position icons on display A blue chair denotes a position is occupied A green char denotes a position which is vacant A person icon denotes a person occupying a position By changing the team view to hierarchical semi hierarchical and selecting the posts tick box the following icons will display N Positions F Posts 8 Q Views w Reporting gm University of Essex ORG
26. s of buttons The first button is the New View button and clicking on this opens up a fresh screen without disrupting your existing screen The Full View button maximises what you can see in the display panel The Help button allows you to look for more information on specific fields essentially an iTrent dictionary Finally the Log Off button allows you to exit iTrent Please use this button rather than clicking on the X as it can cause application issues Help Full View E 9J jk Role People Manager With A ie The Display Panel The display panel performs two functions When you first log in the display panel is your homepage with various options to the following sections Bookmarks you will not need to use this area as all screens you require are accessible from the Links menu Links this is the main navigation menu for users where you will access all available oo screens Out of Office this area will show when one or more of your reportees is shown as absent in iTrent due to sickness holiday or a learning event To Do List this area will show tasks which require action in your role as a People ener am Manager this is where you will authorise annual leave and other tasks To do list Processes this will show any Management Information reports or system processes s 9 5 d which may have been run in the last 24 hours Messages this will display any standard messages sent to all iTrent users i 4
27. sition IHR Systems Assistant Finance Section Performance and Reporting C 17 Page University of Essex FAQ s Logging In and Security When try to log in to People Manager it says my log in details are incorrect Make sure you have entered your username without the essex ac uk Your password is your University password has this recently changed Your password must not contain any of the following characters as these are unsupported by the system Do you have a current contract with the University Once you have left the University you will no longer have access to People Manger or HR Organiser How secure is the information held in People Manager The data within iTrent is held within a secure database on campus Access to data within the system requires an iTrent user ID your University username and password Each user ID has a security profile that restricts access to only the areas they need to do their job and only the staff for whom they have responsibility or administrative rights Connections to iTrent are encrypted look for the padlock symbol in your browser People Manager and iTrent can only be accessed behind the University of Essex firewall To ensure the security of the information held in the system you should also always remember to log out when you finish using People Manager Remember to never share your password with anyone Absence Do my employee s need to book the bank holidays off No The sys
28. te of 01 01 1990 Some of the details that iTrent displays have been given a start date of 01 01 1990 to denote that the condition is a standard setting that has been in place from the outset of the system Therefore when a reportee has a start date of 01 01 1990 against any of their details then this denotes that there is employment history held within our legacy HR systems My employee s working pattern is wrong You need to contact HR immediately so this can be corrected Absence is driven on working pattern so it is crucial that it is correct 19 Page
29. tem automatically calculates and deducts the bank holidays for them If your employees are booking annual leave they need to remember to book around them Can my employee s book leave for next year Yes they just need to book it in the normal way it will automatically come out of next year s allowance don t think my employee s entitlement is correct Please ask your employee to check the Absence User Guide as this gives examples of how annual leave entitlements are calculated If you are still having problems please contact us Are anniversary year entitlements included in annual leave Yes please see the Holiday Entitlement Summary section Extra days for grades 1 6 will automatically be included at the beginning of the leave year that the anniversary falls How do I process carryover It should be noted that unused holiday entitlement cannot normally be carried over from one leave year to the next Any alternative arrangements should be discussed with your employee and authorised by yourself Carryover should never be more than 5 days To add carryover to an employee s entitlement please refer to the Input a Holiday Adjustment section My employee booked annual leave but actually ended up being off sick what should do If the employee didn t actually take their annual leave then you can go in to People Manager and remove it This way their balance will be credited back with the leave they didn t take See the Amending Cancelling
30. years 187 2 hours 26 days This is pro rated for part time employees For employees on grades 7 11 they are entitled to 201 6 hours 28 days basic annual leave Long service Employee s Length of service as at 1 April position of selected annual leave year does not apply Annual leave year you can swap between years Position Period details i alid Ji a7 2 01 0420 1 03 7015 Total entitlement Holiday period dates 01 04 2014 31 03 2015 including bank Length of service at relevant date 5 year s 5 month s 26 day s holiday closure days for the period Scheme name Membership dates 01 04 2012 Entitlement for period 336 4 hours Adjustment From To Duration Remaining entitlement 01 04 2014 04 04 2014 26 8 309 6 18 04 2014 18 04 2014 T2 302 4 21 04 2014 21 04 2014 T2 295 2 06 05 2014 05 05 2014 T2 200 26 05 2014 26 05 2014 T2 260 5 25 08 2014 25 08 2014 V2 273 6 25 12 2014 25 12 2014 T2 266 4 26 12 2014 26 12 2014 T2 259 2 29 12 2014 29 12 2014 T2 252 30 12 2014 30 12 2014 T2 2445 31 12 2014 31 12 2014 T2 237 6 01 01 2015 01 01 2015 T2 230 4 Annual leave dates and duration in Remaining annual leave balance available to book hrs This list includes scheduled bank holiday and closure days Note employees do not see this screen in HR Organiser Entitlement for years prior to your departments rollout will not show correctly as the data has not been configured 10 Page Univers
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