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Self Service User Guide - Staff Intranet

1. use the drop down arrow to select Type then A Now select from the list provided and Duration Academic Professional Development Administrative Skills Conference Edinburgh Napier Essentials Health E Safety skills I T Skills Leadership amp Management Development Leadership amp Management Essentials Personal Effectiveness Research Development Research Skills a Academic Professional Development w 1 Learning activity Academic Articles Just Get Writing Academic Writing Best Practices Academic Writing Using Published Sources Plagiarism avoidance amp referencing practice Active Learning in your own hands simple easy steps Assessing Online designing solutions for you and your students Bidding for Funding to support research dev in LTApractice Bite the Bullet Improve your Presentations Collaborating live online cast some illumination Conveners amp Secretaries to boards of examiners Designing and facilitating effective fully online courses Developing Academic Skills Who s coming to workshops and what are they looking for Developing Independent amp Autonomous Learning Employer Engagement through work based learning credfit rating Enhancing your WebCT module through Digitisation Fast and easy access to statistics about your students Food for Thought Lunchtime sessions to share good practice in LTA Getting Started as a Research Degree 5upervisor Getting Started with WebCT Status
2. Type Academic Professional Development 2 Hours Academic Professional Development 5 Hours Academic Professional Development 3 Hours Academic Professional Development 3 Hours Academic Professional Development 2 Hours Academic Professional Development 5 Hours Academic Professional Development 3 Hours Academic Professional Development 3 Hours Academic Professional Development 3 Hours Academic Professional Development Hours Academic Professional Development 2 Hours Academic Professional Development 2 Hours Academic Professional Development 2 Hours Academic Professional Development 1 Hours Academic Professional Development 2 Hours Academic Professional Development 2 Hours Academic Professional Development 2 Hours Academic Professional Development 3 Hours Details Duration Status Scheduled ff Waiting Waiting Waiting Waiting Waiting Waiting Waiting Waiting Waiting Waiting ff Waiting Waiting Waiting Waiting Waiting Each learning activity has a status showing e waiting scheduled or a green tick Status Scheduled Scheduled dates available to book spaces left Y Waiting becomes available HR Connect SELF SERVICE User Guide V 4 0 Green Tick you have requested a place 49 Details Select Select gt Select gt Select gt Select gt Select gt Select gt Select gt Select gt Select gt Select gt Select Select gt Select gt Select gt Select gt Select gt Select
3. our employee reference Employee Number 40006941 N L Code number will show here you may need this if Annual Salary HR System Adviser 24 049 00 contacting Payroll Annual salary will show here pro rated if part time and will show multiple lines for multiple employments A ee ee Description UT Rae Cash Rate Cash Description nn Pay 2 004 09 Tax jga SEFER e a HI D 141 54 Employer s NI D 136 05 Lothian Pension Fund 116 24 Pensionable Pay 24 040 00 Lothian Pension Fund 2004 00 Details of any payments made Details of any in the period will show here deductions made in the period will show here z Tax Pad YTO 305 00 NI Paid YTO D 147 54 Taxable Pay YTD 3 237 85 Niable Pay YTD 2 004 09 2 004 09 Deductions Deductions Any messages from Payroll will show in this field EN IE Net pay will show here HR Connect SELF SERVICE User Guide V 4 0 34 11 07 2013 Planned leave lf you are going on planned leave e g Maternity leave then you should consider your options re your payslip You can continue to log into your Napier email account via the intranet whilst you are on leave Or you may prefer to amend the e Payslip email address to a personal one Leaving the University You will only have access to your e Payslips if they have been delivered to a personal e mail address and have been retained in your email account or saved onto your PC If you are leaving th
4. Personal details gt Next of kin gt New Next of kin details Next of kin details New Next of kin nest t none dS Relationship to me x Use my home address 7 Use as emergency contact 7 Address Number Street A posrrow id own Sd posos SS d Country United Kingdom w indicates mandatory fields Enter details requested ensuring the mandatory field 0 is completed and select Save HR Connect SELF SERVICE User Guide V 4 0 10 11 07 2013 A window will appear informing you that changes have been saved and you will see a summary display as below Hext of kin name Relationship to me Details Brad Pitt Boyfriend Select p Bob Green Father Select p Select p You can also change existing contact details by clicking on against the next of kin to be amended Next of Kin details will appear on screen Next of kin details Brad Pitt Next of kin Next of kin name Relationship to me Use my home address w Address Buckingham Palace 1 The Mall St James LONDON LD1 BKS indicates mandatory fields Here you can update next of kin name relationship and home address If you tick the User my home address box it will enter your address so saving the need to type it in To update any changes made please click on HR Connect SELF SERVICE User Guide V 4 0 11 11 07 2013 Emergency Contact Details ee View my emergency contact details Select g Email Admin gg Chang
5. activity or event details and book onto or cancel from an activity Learning activity search r Learning activity Y All dates v Fuzzy search 4 Learning activity Type Duration Status De tails You can select from the following options a Fuzzy search type in the word you are looking for then Learning activity Type Duration Status Details Academic Articles Just Get Writing Academic Professional Development 2 Hours Scheduled Select Academic Writing Best Practices Academic Professional Development 5 Hours Select Academic Writing Using Published Sources Plagiarism avoidance referencing practice Academic Professional Development 3 Hours Waiting Select p Developing Academic Skills Who s coming to workshops and what are they looking for Academic Professional Development 2 Hours Waiting Select p LMDP Academic Managers Influencing Others Leadership Management Development 4 Hours Waiting Select p LMDP Academic Managers Skilful Communications Leadership amp Management Development 4 Hours Waiting Select Presenting at Conferences Planning amp Producing an Effective Academic Poster Academic Professional Development 3 Hours Waiting Select Using the Student Voice to inform academic practice Academic Professional Development 3 Hours Waiting Select All dates then this will show you all learning events HR Connect SELF SERVICE User Guide V 4 0 48 11 07 2013 Learning activity
6. email address and password for it HR Connect can be accessed here and you should log in using your University log in details Once you have logged in select Payroll from the main menu 54 Email Admin el Change password Logout Edinburgh Napier DY Cd sep E g U Ty UNIVERSI HR Connect A Home Mrs Lesley Heatlie Personal details Book onto a learning event View my learning account Payroll Book a holiday Check my holiday balance Absence View my payroll number Learning Show my latest payslip Data Protection Statement Self Service User Guide Quick Guides From the Payroll screen select Set up amend e Payslip Email Admin gf Change password Logout Edinburgh Napier W IX Cd se p Fi g UNN TY VERSI HR Connect Pi Home Mrs Lesley Heatie gt Payroll Payroll Bank details Show my latest payslip Check my payslip history Set up Amend e Payslip Latest payslip Latest payslip pdf Paystip history Paystip history pdf E form preferences Change bank details Self Service User Guide HR Connect SELF SERVICE User Guide V 4 0 31 11 07 2013 This takes you to the E form preferences screen shown below Here you should 1 Enter your email address and chosen password confirming it as well 2 Tick the box against Email payslip to ensure that you do receive it by email 3 If you no longer wish to receive a paper payslip you ca
7. gf Change password Logout Edinburgh Napier gt lt Ea go UNIVERSITY HR Connect Pi Home Mr Harry Windsor gt Learning gt Learning evaluation forms Edinburgh Napier Learning Evaluation gt Learning evaluation form NS Learning evaluation form Authorisation 1 of 4 Authorisation Learning evaluation forms Authorisation gt 58 Did you discuss this training with your line manager head of department before attending this event EA When you have completed all sections you will notice that there are ticks in all the boxes The Submit button appears If you are happy with the content press submit Your information is saved and can be modified up until you press submit After thisit is not possible to modify the content Pi Home Mr Harry Windsor gt Learning gt Learning evaluation forms Edinburgh Napier Learning Evaluation gt Learning evaluation form Back Learning evaluation form Edinburgh Napier Learning Evaluation Back Learning evaluation forms We aim to ensure that our learning and development provision enhances individual and organisational learning and performance By completing this form you will 1 Have the opportunity to reflect on your learning and how to embed skills knowledge and behaviours 2 Have a record of your development actions which you can use for development discussions and PDR 3 Improve our development provision for you and your colleagues lt The form will take about 5
8. gt Waiting you are on the waiting list for the event and will be contacted when a space 11 07 2013 Go to the required learning activity and Learning ac tivity Type Duration Status Details Academic Articles Just Get Writing Academic Professional Development 2 Hours Scheduled elect p In the instance of a Scheduled Select gt event you will see that the event booking details has a option Home Mr Andrew Windsor gt Learning gt Learning activity search Academic Articles Just Get Writing gt Scheduled events Start date End date Venues Event supplier Status Event booking details Learning event details 01 11 2011 01 11 2011 Booking Select gt Scheduled events Once selected you will then need to complete the following fields Email Admin Change Edinburgh Napier W lt wii HR Connect Home Mr Andrew Windsor gt Learning gt Learning activity search Contract Administrator Training gt Scheduled events 05 10 2011 gt Event booking details Event booking details New Learning activity TATAN a a Event name Contract Administrator Training Start date 05 10 2011 End date 05 10 2011 Score Special requirements Special request information Mobility constraints No Mobility constraints details Scheduled event Origin of request PA Reason v Learning objectives indicates mandatory fields Origin of Request This field is for you to record why the train
9. leave e g you will need to enter this as a part day with hours entered in the format 00 00 Holiday Balance You can also view your holiday balance by clicking on the Poliday balances con Holiday balances HE2000 Annual Leave Holiday period Entitlement Taken Scheduled Balance 01092011 31 08 2012 322 hours 32 5 hours 151 hours 138 5 hours 01092012 31 08 2013 322 hours O hours O hours 322 hours The balance takes account of all recorded holidays including any awaiting authorisation Your holiday entitlement is comprised of entitlement to bank fixed holidays and personal holidays This is pro rated as appropriate Entitlement is also adjusted for service related holidays or to take into account the end of a fixed term contract or secondment Taken holiday shows days taken in the past Scheduled holiday includes future bank holidays and annual leave either authorised or still awaiting authorisation HR Connect SELF SERVICE User Guide V 4 0 39 11 07 2013 A leave entitlement ready reckoner is available for full time staff to convert the balance from hours into days Alternatively the balance can be divided by the hours in the standard working way If you have changed roles and as a result changed holiday scheme then you will only view the taken and scheduled time for the current position However you HR Adviser will have reviewed the holiday entitlement situation and made any necessary adjustments to ensure that balance is cor
10. minutes to complete To begin click the START button or any of the menu options to your left Your changes will be saved automatically even if you leave HR Connect You can continue to make changes until you click the SUBMIT button Your evaluation form can be viewed by the learning and development provider the learning team organising the event your line manager and you If you want to review the content at a future date you can You will notice below that the status of any completed forms says Completed Choose the appropriate form Pi Home Mr Harry Windsor gt Learning gt Learning evaluation forms Learning evaluation template Event name Event start date Status Due date Details Back Edinburgh Napier Learning Evaluation PDR Reviewee Training 09 05 2012 Completed 26 03 2013 Select p Evaluation Form Introduction to Edinburgh Napier University Induction Introduction to Edinburgh Napier University 17 07 2012 In progress 14 03 2013 Select p Learning evaluation forms EDC Evaluation Form Information Governance Briefings 14 06 2012 In progress 14 03 2013 Select gt HR Connect SELF SERVICE User Guide V 4 0 63 11 07 2013 You can navigate through the content just as you did when submitting but cannot modify it Home Mr Harry Windsor gt Learning gt Learning evaluation forms Edinburgh Napier Learning Evaluation gt Learning evaluation form This learning evaluation form is now complete and cannot be modified Lea
11. number and in E deducting the right rate of National Insurance pl a nt s 0 00 0 00 contributions i if refund mark R By law you are required to tell HM Revenue a ae 14 969 61 amp Customs about any income that is not nie E 14 969 61 bd oe fully taxed even if you are not sent a Tax Return Total for year 14 969 61 2 993 80 HM REVENUE amp CUSTOMS Employee s Widows amp Orphans Life assurance Contributions in this employment 0 00 The figures marked should be used for Please ensure that if you choose to print your P60 that you do so carefully e g a safe environment printer is easily accessible and you can retrieve quickly HR Connect SELF SERVICE User Guide V 4 0 29 11 07 2013 Your Payslip Options Over summer 2013 we will be rolling out e Payslips to all staff The last paper payslips will be printed in July 2013 Once we stop producing printed payslips there are three ways you will be able to access your payslip these are 1 Access your payslip through the Show my payslip function in HR Connect Self Service 2 Your e Payslip is emailed to your napier ac uk email account 3 Your e Payslip is emailed to an external email account of your choice The most secure way to view your payslip is through HR Connect Self Service However should you choose to have an e Payslip sent to you please be aware that it is more secure to use your napier ac uk email address rather than
12. password E HR Connect A Home Mr Andrew Windsor gt Learning gt Personal learning account O This form lists the current status of all your learning activities and personal learning events From here you can work with your booking and waiting list details view your completed events and enter a new personal learning event Personal learning account Al v Event name Status Start date Failed Reason Renewal Cost Details Academic Writing Best Practices Waiting list Select gt Access 2007 Beginner Waiting list Select gt Access 2007 Intermediate Booked 01 09 2011 Select p Committee Servicing Booked 04 10 2011 Select p Data Protection amp Freedom of Information Briefing Waiting list Select gt Effective Business Writing Booked 26 10 2011 Select gt Employer Engagement through work based learning credfit rating Waiting list Select gt Employment Law General update Refused 31 08 2011 Select p Equality Impact Assessment Completed 12 12 2008 Select gt Excel 2007 Advanced Waiting list Select gt The screen will provide information on all the learning activities and personal learning events that you are currently booked on or waiting to attend for example Select p If status is Waiting list go to details and option Waiting list booking details Academic Writing Best Practices Learning activity Learning activity Academic Writing Best Practices Code AD9999 Overview Objectives Waiting list Date requeste
13. the date by email Your line manager also receives this notification lf attendance on the allocated date is a problem then you should cancel yourself from the event via HR Connect This function will display all the learning activities that you are currently on a waiting list for Learning activity Status Reason Attend by Details ACCESS 2007 Advanced Authorised deletion PDR 31 12 2011 Select p Academic Writing Best Practices Individual need request 30 09 2011 Select p Access 2007 Beginner Individual need request 30 11 2011 Select p Collaborating live online cast some illumination Awaiting authorisation Individual need request 31 10 2011 Select h Data Protection amp Freedom of Information Briefing PDR 31 08 2011 Select p Drivers Safety Training Awaiting authorisation PDR select p Employer Engagement through work based learning credfit rating Individual need request 30 09 2011 Select p Excel 2007 Advanced Individual need request 30 09 2011 Select p Finding Funding for your Research Select p Induction to Teaching Learning in Higher Education for Postgraduate students PDR select p Records Management for Staff PDR 18 10 2011 Select p Word 2007 Intermediate Individual need request 09 11 2011 Select p By choosing Select you can view the learning activity details HR Connect SELF SERVICE User Guide V 4 0 56 11 07 2013 Waiting list booking details Word 2007 Intermediate Learning activity Learning actwity Word 2007 In
14. there are exceptional circumstances Further Information Contact Corporate Learning Development by email or on extn 5036 Objectives Waiting list Date requested 07 05 2012 Origin of request Position Requirement X Reason Individual need request v Attend by 30 06 2012 Requested by Mr Harry Windsor Priority Medium Authorisation status Remove You can also get to this page via the Personal Learning Account HR Connect SELF SERVICE User Guide V 4 0 58 11 07 2013 Special requirements This section is for you to record any special requirements that you may have This is independent from the Sensitive Information Screen where you can record a Disability Special requirements Person Surname Windsor Forename Andrew Forename 2 Forename 3 Title Mr Special requirements Special request information Mobility constraints Mobility constraints details This information is available to all internal learning event providers and helps them with event organisation If you have indicated that you have a mobility constraint the learning event provider is made aware in case the learning event is being held in a room that has mobility constraints lt is not specific to a particular event HR Connect SELF SERVICE User Guide V 4 0 59 11 07 2013 Personal learning account This area holds your training history at Edinburgh Napier University from 2004 to present day It also shows e any future events that you ha
15. will be notified once data has been saved amp Changes have been saved HR Connect SELF SERVICE User Guide V 4 0 17 11 07 2013 The same principal applies for changing mobile telephone Hew Contact details selecting will allow you to add a mobile telephone xX Email Admin Change passw Edinburgh Napie OP UNIVERSITY HR Connect A Home Mr Andrew Windsor gt Personal details gt Contacts gt New Contact details Contact details New Means of contact E mail Address v E mail Address Contact at Mobile Telephone indicates mandatory fields HR Connect SELF SERVICE User Guide V 4 0 18 11 07 2013 View my HESA Details ee View my HESA details Select Here you will find the HESA details stored for you A Home Mr Andrew Windsor gt Personal details gt HESA details HESA details Back Date for new details 05 03 2007 Personal details Staff identifier 0711070001010 Indeterminate gender Nationality British not Channel Islands or IOM Previous employment Other public sector in UK Any of this Previous HEI The Robert Gordon University information can be Primary nature of disability No known disability Secondary nature of disability amended using the Destination on leaving Not in regular employment us drop down arrow Highest qualification held First Degree with QTS against each section Academic discipline 1 Biology Academic discipline 2 A
16. 13 PERSONAL DETAILS When you select the Personal Details Box the main screen will refresh and you will be presented with the following screen Edinburgh Napie OP UNIVERSITY HR Connect A Home Mr Andrew Windsor gt Personal details E Personal details Personal information Sensitive information Addresses Contacts Emergency contacts HESA details View my contact details View my HESA details How do I Here you can View next of kin details View emergency contact details Change name marital status Change address details Change contact details Change HESA details HR Connect SELF SERVICE User Guide V 4 0 Email Admin Change password View next of kin details View my emergency contact details Change my name marital status Change my address details 11 07 2013 Next of Kin View next of kin details Select i F Email Admin L 4 Change password Logout Edinburgh Napier W Ca se p ri 2 UNIVERSITY HR Connect PE Home Mrs Elizabeth Windsor gt Personal details gt Next of kin Next of kin name Relationship to me Details lt ae ae Next of kin New Next of kin details Providing next of kin information exists it will be displayed If there is no information stored or you would like to create an additional contact New Next of kin details Select Edinburgh Napie OP Email Admin Change password Fi Logout HR Connect Pt Home Mrs Elizabeth Windsor gt
17. Amend a holiday booking To amend a holiday booking select El EJ Holiday dates a amp m Page Safety Tools IX Email Admin Change password E 38 EJ Trent Edinburgh Napier W HR Connect Al Home Mr Andrew Windsor gt Absence gt Holiday dates Authorisation status Not refused v Include bank holidays O Start date End date Duration Type Position Authorisation Details 30 12 2011 30 12 2011 7 Personal Holiday Second in Line to the Throne Awaiting authorisation Select gt 07 12 2011 07 12 2011 Ty Personal Holiday Second in Line to the Throne Awaiting authorisation Select gt 29 11 2011 29 11 2011 7 Personal Holiday Second in Line to the Throne Not applicable Select gt 25 11 2011 25 11 2011 T Personal Holiday Second in Line to the Throne Awaiting authorisation Select gt 15 11 2011 11 00 00 15 11 2011 15 00 00 4 Personal Holiday Second in Line to the Throne Awaiting authorisation Select p 04 11 2011 04 11 2011 Ty Personal Holiday Second in Line to the Throne Awaiting authorisation Select p 25 10 2011 25 10 2011 7 Personal Holiday Second in Line to the Throne Awaiting authorisation Select p 20 10 2011 20 10 2011 7 Personal Holiday Second in Line to the Throne Authorised Select p 18 10 2011 18 10 2011 T Personal Holiday Second in Line to the Throne Authorised Select p 26 09 2011 26 09 2011 Personal Holiday Second in Line to the Throne Authorised 20 09 2011 20 09 2011 8 Personal Holiday Second in Line to the Throne No
18. Connect The learning provider and your line manager will receive an email confirming the cancellation At this point you can decide whether you want to join the waiting list for a future event Where there is a waiting list for an event timely cancellation may also give a colleague the opportunity to take your place To cancel from an event go the Learning page and choose the Amend or cancel event request link View learning event details Book onto a learning event View booked activities Amend or cancel event request Add a personal learning event Self Service User Guide Learning events workflow for staff HR Connect SELF SERVICE User Guide V 4 0 54 11 07 2013 This takes you to your personal learning account The status shows that you are on the waiting list for Records Management for Staff To remove yourself from the waiting list choose select list details view your completed events and enter a new personal learning event This form lists the current status of all your learning activities and personal learning events From here you can work with your booking and waiting All y Event name y Status SharePoint Administrator Booked IOSH Working Safely Booked MidlandHR RTI Year End Pensions Reform Completed Encryption Workshop Protection of Sensitive Information Completed Equality Essentials Completed Induction Introduction to Edinburgh Napier University Completed Information Governance Bri
19. Edinburgh Nani UNIVERSITY HR Connect Self Service User Guide Edinburgh Napie OP UHI ERS TY HR Connect User name Password Contact administrator HR Connect SELF SERVICE User Guide V 4 0 1 11 07 2013 VERSION HISTORY Version Date Change Summary October 2011 2 0 November P15 Includes confirmation that IT are advised of name 2012 changes when performed in HR Connect April 2013 P9 updated to highlight workflow email to IS when name is updated P32 clarifies advice to users not to book annual holiday on a bank holiday date P47 Learning section updated to include new information on how user can cancel themselves from waiting lists and learning events P55 Information on new post learning event evaluation process Ao puyo July 2013 New Section added re AAA functionality HR Connect SELF SERVICE User Guide V 4 0 2 11 07 2013 Contents VERSION TUSTOR Y ias 2 INTRODUCTO Near os 5 DATA PROTECTION CONFIDENTIAL Cai 5 FUNCTION ACCESS and NAVIGATION SECURITY cccccccccscessssesecccccseeesseeecccessseeeeseeececessseeegeeeseeeenagas 5 LOGGING INTO SELE SERVICE Zanini a N A NE 6 NAVIGA HON tado 8 PERSONAL DET A ES T N A N 9 NON o e A R 10 Emergency ContactDetalls aida aid 12 Change my name marital stats aras 15 Change my ad Gress detal ias o aa 16 WIE WW WAN COMC ACTIS std dianas 17 VIEW mA ESA Detalles dada do lar 19 SRORCUES A AS 20 EMPEOYMEN TA ia in 21 E A ncdued ca steanivaner iaac
20. Learning in Higher Education for Postgraduate students Waiting list Select p Introduction to Edinburgh Napier University Booked 29 09 2011 Select gt Introduction to Edinburgh Napier University Cancelled 24 08 2011 Select p Introduction to Presentation Skills Booked 14 10 2011 Select gt Minute Taking Booked 30 11 2011 Select p Your line manager can also view your Personal Learning Account via People Manager You can record additional development here This should include any learning you have completed in addition to that provided by Edinburgh Napier University internal providers eg attendance at external conferences training events seminars Please e mail Corporate Learning and Development or phone ext 5036 if you are unsure about what to record HR Connect SELF SERVICE User Guide V 4 0 60 11 07 2013 To record a new personal learning event see below Personal Learning Events If you have completed a learning event not organised by one of our learning a Add a personal learning event providers you can use the function E This form would normally be used to record activities you have attended externally or which you have initiated and completed yourself Personal learning event details New Event title E Learning Conference Start date El Learning hours Completed El Document attachments indicates mandatory fields You can also scan and upload any certification documentation about the event This info
21. Press Start and it will take you to the first section s Email Admin K gf Change password MM Logout Edinburgh Napier W lt Ea JNIVERSITY HR Connect A Home Mr Harry Windsor gt Learning gt Learning evaluation forms Edinburgh Napier Learning Evaluation gt Learning evaluation form Learning evaluation form Edinburgh Napier Learning Evaluation Learning evaluation forms We aim to ensure that our learning and development provision enhances individual and organisational learning and performance By completing this form you will Environment 1 Have opportunity to reflect on your learning and how to embed skills knowledge and EEE behaviours iK 2 Have a record of your development actions which you can use for development discussions General Learning and PDR 3 Improve our development provision for you and your colleagues a uss DEE The form will take about 5 minutes to complete To begin click the START button or any of the menu options to your left Your changes will be saved automatically even if you leave HR Connect You can continue to make changes until you click the SUBMIT button Your evaluation form can be viewed by the learning and development provider the learning team organising the event your line manager and you HR Connect SELF SERVICE User Guide V 4 0 62 11 07 2013 Then respond to the questions moving through the sections using the right and left facing arrows Email Admin K
22. Principal Academic Starting at the University Campuses Principals Office Working at the University Committee Property amp Facilities Health amp Safety Key Inform Student amp Academic Services Leaving the University AA lert Me Learning amp University Secretary s Office HR Documents Safety amp Wellbeing b Reorganisation Redundancy and Redeployment Then HR Connect HR Connect SELF SERVICE User Guide V 4 0 6 11 07 2013 Faculties Service Depts a gt Login Welcome to the Staff Intranet University Groups News Staff Directory Human Resources amp Development Online Resources Edinburgh Napier OP UNIVERSITY YOU ARE HERE Edinburgh Napier Staff Intranet gt Service Depts gt Human Resources amp Development gt Working at the University gt HR Connect Journey Map The Project Team HR Connect FAQ s Communications Quick Guides HR Connect Human Resources have launched HR Connect a tool which extends the functionality of the core HR System ITRENT to employees and line managers The system will enable staff to carry outa number of HR processes online including updating your personal details booking annual leave and booking on a course Quick Links gt Data quality guidelines gt FAQs gt HR Connect People Manager Access Request gt HR Connect Login gt Leave Entitlement Ready Reckoner gt Line Manager Statement gt People Manager U
23. a personal email address e g Hotmail Google Please note The University endeavours to deliver email communication and attachments sent to its staff in a secure manner However the University cannot accept responsibility and excludes any liability for loss or damage which may result from sending an email communication and any attachments annexed thereto to an external email address Should any member of staff elect to have any email communication and attachments sent to an external email address this is undertaken at the staff member s own risk How do e Payslips work When your payslip is emailed to you it arrives as a message attachment You will need a password to open the attachment This password is set by you and should be different to your University password You have the ability to set and manage this password in HR Connect Self Service Whilst the password can be anything you would like it to be we would stress that from a security perspective you should use a combination of upper and lower case characters as well as letters and numbers You can find more information on what makes a good password here To minimise the amount of personal information on the e Payslip format we have designed it so it does not include your bank account details or your National Insurance number HR Connect SELF SERVICE User Guide V 4 0 30 11 07 2013 Setting up your e Payslip To receive your e Payslip you need to go into HR Connect to set the
24. act details by clicking on of kin to be amended against the next Emergency contact details will appear on screen Emergency contact details Edward Driver Emergency contact Contact name Edward Driver o Contact at 01326556666 Contact email Edward Driver napier ac uk Primary contact Use my home address Address House Name Number Street 32 Treza Drive Local Area Breage POSTTOWN HELSTON COUNTY CORNWALL POSTCODE TR13 9LX il Country United Kingdom indicates mandatory fields Here you can update emergency contact and address To update any changes made please click on HR Connect SELF SERVICE User Guide V 4 0 13 11 07 2013 Delete You can also remove emergency contact details by selecting Emergency contact details fdfdsfsd Emergency contact Contact name fdfdsfsd ps Contact at Contact email Message from webpage A an j The details will be deleted Continue Address omw indicates mandatory fields A message box will appear to confirm deletion select OK HR Connect SELF SERVICE User Guide V 4 0 14 11 07 2013 Change my name marital status Change my name marital status A gt J Personal information Mr Andrew Windsor A D J mh Pagey Safety Toos s A Email Admin K gf Change password We W Logout Edinburgh Napier OP lt I Ca HR Connect Pt Home Mr Andrew Windsor gt Personal details gt Perso
25. an amend if necessary in future Edinburgh Napi gt 4 I Email Admin Change password Logout inburg apier HR Connect PE Home Mr Andrew Windsor gt Personal details gt Addresses re eee A _ a o o _ _ O This form allows you to correct your current address information If your address has changed please use the add address details option Address type Address Mailing address Details 57 Spruce Avenue Home EDINBURGH Yes Select gt MIDLOTHIAN EH55 SRP Addresses HR Connect SELF SERVICE User Guide V 4 0 16 11 07 2013 View my contact details Select View my contact details The information which is displayed is your means of contact email address home telephone etc Email Admin Change password Edinburgh Napier W IX ge p E HR Connect Al Home Mr Andrew Windsor gt Personal details gt Contacts Means of contact Contact at Details Home Telephone 01315568798 Select p Contacts Select p Use button against the line you wish to amend lect pp E For example to change your home telephone number click the following screen will appear Edinburgh Napier W X Email Admin Change password HR Connect PE Home Mr Andrew Windsor gt Personal details gt Contacts Home Telephone gt Contact details Contact details Home Telephone Means of contact Home Telephone i Contacts Contact at 01315568798 indicates mandatory fields Here you can update current data stored or delete You
26. can request a place on a learning event that is planned to take place in the future If events do not have a date scheduled but they would meet your learning needs you can request a place on an event waiting list When you select the Learning Box the main screen will refresh and you will be presented with the following screen Email Admin f gf Change passworc Edinburgh Napier WP lt Ca INIVERSITY HR Connect A Home Mr Andrew Windsor gt Learning Learning View learning event details Book onto a learning event View booked activities Amend or cancel event request Add a personal learning event Complete an event evaluation form How do I Here you can View learning event details Book onto a learning event View booked activities Amend or cancel event request Add a personal learning event Remove yourself from a learning event Remove yourself from a waiting list HR Connect SELF SERVICE User Guide V 4 0 47 11 07 2013 View learning event details amp book onto a learning event i ee View learning event details To view learning event details select Ea 55 kg Trent J Learning activities list x ar E Gl dm gt Pager Safety y Too Edinburah Napi y DES Email Admin Change password inburg apier HR Connect A Home Mr Andrew Windsor gt Learning gt Learning activity search This form lists the available learning activities and their current status From here you can enquire about
27. ctive in 2008 RAE 9 Not employed by this HEI on 31 10 07 Thi A Is section 2008 RAE Unit of assessment cannot be Active in 2001 RAE Not employed by this HEI Le amended a view only RAE Unit of assessment Save Once updated select Notification will be given once saved Changes have been saved HR Connect SELF SERVICE User Guide V 4 0 19 11 07 2013 Shortcuts Clicking any of the Grey Box s found in the left hand columns will take you directly to the information in each section Personal details Personal information Sensitive information Addresses Contacts Emergency contacts Next of kin HESA details HR Connect SELF SERVICE User Guide V 4 0 20 11 07 2013 EMPLOYMENT When you select the Employment Box the main screen will refresh and you will be presented with the following screen i Employment Edinburgh Napier OP UNIVERSITY HR Connect A Home Mr Andrew Windsor gt Employment Employment Current jobs Here you can View current job View previous jobs far E E dm Page Safety Tool Internal Vacancies External Vacancies How do Check my work pattern HR Connect SELF SERVICE User Guide V 4 0 21 Email Admin Change password View current job View previous jobs Check my work pattern 11 07 2013 Current Job ee View current job Select Here you will find your current job information Edinburah Navi y DES E
28. d 07 10 2011 Origin of request Departmental requirement Reason Individual need request Attend by 30 09 2011 Requested by Mr Andrew Windsor Priority Medium Authonsation status HR Connect SELF SERVICE User Guide V 4 0 53 11 07 2013 Event Reminders As places on events are often booked well in advance providing that your attendance on the event has been authorised you and your line manager will receive an email 5 days before the event reminding you that you are due to attend At this point you should look at the Learning Event Details on HR Connect as any prework that needs to be done is detailed here Email Admin K g Change password MM Logout Edinburgh Napier W IX Ea INIVERSITY HR Connect A Home Mr Harry Windsor gt Learning gt Learning activity search Annual Academic Professional Development Staff Conference gt Scheduled events Start date End date Venues Event supplier Status Event booking details Learning event details 14 06 2013 14 06 2013 Lindsay Stewart Lecture Theatre Craiglockhart Booking Select p Select p Scheduled events Select Cancelling from a Scheduled Learning Event Where you know you are unable to attend an event in advance for instance because of conflicting work commitments then you should cancel yourself from the event via HR Connect You should cancel from an event as soon as you aware of the need to do so as some events incur cancellation charges This can be done via HR
29. date End date Type Position Authorisation Details 22 02 2011 23 02 2011 Sickness Second in Line to the Throne Not applicable Select p Sickness dates x a z 27 07 2010 27 07 2010 Sickness Second in Line to the Throne Not applicable Select gt 17 03 2009 18 03 2009 Sickness Overseas Business Adviser Not applicable Select gt 18 07 2008 31 07 2008 Sickness Overseas Business Adviser Not applicable Select p 02 07 2008 17 07 2008 Sickness Overseas Business Adviser Not applicable Select gt 27 05 2008 27 05 2008 Sickness Overseas Business Adviser Not applicable Select p Use the function against the sickness date you wish to view 58 7 EJ Trent EJ Sickness details Mr A X fay BH I am Page Safetyy Tc Edinburgh Napi gt 4 PX Email Admin Change passwor inburgh Napier HR Connect PE Home Mr Andrew Windsor gt Absence gt Sickness dates 22 02 2011 gt Sickness details Sickness details Mr Andrew Windsor Absence type Sickness v Sickness dates typ Absence reason Chest Respiratory v Sickness period More than one day v Start date 22 02 2011 Full day or part day Full day v End date 23 02 2011 Full day or part day Full day v Position Second in Line to the Throne 50018900 40001244 Royal Family Current indicates mandatory fields View other absence history l View other absence history To view other absence history select ss Kg Tren
30. e University we recommend that you take the following action before your employment ends e amend the email address to which your e Payslips are sent to a personal email account to ensure you receive your final e Payslip particularly important if you leave before pay day e print any payslips you might require e g those for the current financial year before your employment ends or e forward your previous e Payslips to a personal e mail address E Payslip FAQs What is an e Payslip An e Payslip is an electronic monthly payslip sent to either your work e mail account Or a personal account of your choosing Why are you stopping paper payslips Printed payslips take significant time to produce and are expensive to deliver The use of e Payslips saves the university money and helps to make us more environmentally friendly What is the legal position regarding the provision of payslips Employers are required to provide employees with an itemised payslip on or before payday This requirement is met by the provision of an e Payslip An individual can choose to receive it or not When will receive my e Payslip You will normally receive your e Payslip on the day before you are due to be paid Can I print my e Payslip Yes e Payslips are provided in a print friendly format and can be easily downloaded What should I do if I think the details on my e Payslip are wrong If you think any of the details are wrong you should contact Payr
31. e password Logout Edinburgh Napier Om lt Ca E UNIVERSITY HR Connect Pt Home Mrs Elizabeth Windsor gt Personal details gt Emergency contacts Contact name Primary contact Relationship to me Contact at Details Emergency contacts New Emergency contacts details Providing emergency contact details exist these will be displayed If there is no information stored or you would like to create an additional contact New Emergency contacts details Select i g Email Admin 4 Change password Logout Edinburgh Napier Om X lt Ea 2 E1 2 UNIVERSITY HR Connect A Home Mrs Elizabeth Windsor gt Personal details gt Emergency contacts gt New Emergency contact details Emergency contact details New MS Emergency contact Emergency contacts Contact name O Relationship to me B Contact email A Primary contact 7 Use my home address 7 Use as next of kin 7 Number Street A tocat Area posrown county o oro O Enter details requested ensuring the mandatory field is completed and select Address lt indicates mandatory fields HR Connect SELF SERVICE User Guide V 4 0 12 11 07 2013 A window will appear informing you that changes have been saved and you will see a summary of your emergency contact details a Changes have been saved Contact name Primary contact Relationship to me Contact at Details Wiliam Windsor Yes Son Select f You can also change existing cont
32. e you can Show my latest payslip Check my payslip history Change bank details Set up Amend e Payslip HR Connect SELF SERVICE User Guide V 4 0 25 11 07 2013 Latest Payslip You can normally view your latest payslip the day before pay day To view your ee Show my latest payslip latest payslip select Edinburgh Napier DES Email Admin Change password InDu 1 HR Connect A Home Mr Andrew Windsor gt Payroll gt Latest payslip Latest payslip Mr Andrew Windsor 22 09 2011 09 00 Tax code BR Cumulative Tax month 6 NI category A Legislation UK Currency British Pound National Insurance number J5123456A Payroll Baymcnk Cash Total payments Basic Pay 2895 42 2 895 42 Total deductions Benefit Cash 866 41 Net pay Deduction Cash 2 029 01 Le APRE B F C F NI A 275 21 0 00 Car Parking 12 00 Rounded net 2 029 01 Please ensure that if you choose to print your payslip that you do so carefully e g a safe environment printer is easily accessible and you can retrieve quickly Payslip History Check my pavslip history To view your previous payslips select Email Admin Change password x Edinburgh Napier W PX sep E INIVERSITY HR Connect A Home Mr Andrew Windsor gt Payroll gt Payslip history 12 months iv Pay date Tax period Rounded net pay Details Payslip history 29 09 2011 6 2 029 01 Select gt 25 08 2011 5 847 83 Select gt 28 07 2011 4 847 83 Selec
33. efings Completed PDR Reviewee Training Completed Records Management for Staff Waiting list This takes you to the event details To cancel from the event Start date 16 04 2013 20 03 2013 14 02 2013 07 12 2012 24 10 2012 17 07 2012 14 06 2012 09 05 2012 Failed Reason No No No No No No No No Renewal Cost Details Select gt Selee Selec Select gt Select gt Select gt Select gt Select gt Select gt 1 Choose the appropriate cancellation reason from the drop down list 2 If you want to go back on the waiting list for the next event tick Join waiting list 3 Press Cance Event booking details SharePoint Administra Learning activity vent name SharePoint Administrator Start date 16 04 2013 End date 16 04 2013 Status Booked Authoris tion status Authorised Score Cost Special requirements Special request information Mobility constraints No Mobility constrhints details Scheduled event Cancellation reason WEL eeu Y Joir waiting list T indicates mandatory fields If you are unable to attend an event because of illness then your line manager should contact the learning provider on your behalf HR Connect SELF SERVICE User Guide V 4 0 55 11 07 2013 Waiting List Some learning providers use waiting lists to help plan the forthcoming learning programme When a place on an event becomes available you will be allocated that place and advised of
34. en applying for a mortgage Most banks and building societies are now accepting e Payslips as evidence of earnings although ultimately it is up their company policy If they require a paper copy you can print off your payslips via HR Connect Self Service or by printing your e payslip Can print my e payslip Yes you can but if you choose to print your e Payslip you should take care to protect the confidentiality of your data Please consider carefully if a printed version is really required as one of the benefits of moving to e payslips is to reduce University use of print resources HR Connect SELF SERVICE User Guide V 4 0 36 11 07 2013 ABSENCES You must use HR Connect to request holidays amend holidays and cancel holidays Historical information like sickness dates is also available to view When you select the Absences Box the main screen will refresh and you will be presented with the following screen A Email Admin Es Lnange password F Edinburgh Napier W AMANI hil gep E HR Connect Me Home Mr Andrew Windsor gt Absence Absence Book a holiday Amend a holiday booking Check holiday balances View sickness history View other absence history How do Here you can Book a holiday Amend a holiday booking Check holiday balance View sickness history View other absence history HR Connect SELF SERVICE User Guide V 4 0 37 11 07 2013 Booking a holiday Book a holiday To book a holiday selec
35. evotytens T A 22 PRCVIOUS SOD adicta sa aca ac 23 Check my Work pattem E 23 MOFT a E E A eet aasen ences 24 PARO latidos 25 Latest Pays lee atentosdaua nore miondoaaerucsecaouseioasaanee Wonsceeie ees 26 A 26 O A ee 28 ON 29 YOU PY IP OPUS US e cacao 30 HOW doe PaysiDS WOFK aia a a 30 sentime UD VOU SPAY SID ee A 31 PAVSIND FAQ Si 35 ABSENCES ratas 37 BOOKIME NOM dd dise 38 Holiday Balance a tds 39 Peer around 41 Amena Cancela holday DOOKINE a aiii 42 HR Connect SELF SERVICE User Guide V 4 0 3 11 07 2013 Checo ING AV NO el NC Cao ooo Nes 43 Multiple Position Holiday Booking and Entitlement ooocccnonnccnncnnocnnnnononononaconnnnanonnnnnaccnnnnos 43 View SICKNESS ADSEINCE MSN vas 45 VIEW other absence MIS Misa Ticas 45 tordos 46 LEARNING li al 47 e RU nn 47 View learning event details amp book onto a learning event ooccccccccoocnonnnononcnnnnnnnnnnnnnnnonanocnnnnonanonos 48 VIEW DOOKEO activities a acid 53 EVENT REMING a a es Lea Sette ce 54 Cancelling from a Scheduled Learning EVent ccccoocccncnnccnnnonaconnnnanonnnnnnonnnonanonnonanonnnonaconnnnanonnananoss 54 Watine LSEsi cantas aaa aaa 56 Special Tequirements SS 59 Personal Cal ine ACCOUN tira iia 60 Personalice are Event teni oa 61 Learning Event EValWa ON ds 62 And finally HR Connect User Support aia 64 HR Connect SELF SERVICE User Guide V 4 0 4 11 07 2013 INTRODUCTION HR Connect is an online service that will provide staff with ins
36. ing develooment need arose Use scroll down arrow for options Departmental requirement Employee request Managenal Request Performance appraisal outcome Position Requirement HR Connect SELF SERVICE User Guide V 4 0 50 11 07 2013 Reason Select a reason from the drop down arrow Individual need request POR School Sernce Team request Learning Objectives Learning objectives This part of the page enables you to note 3 objectives you have for the Learning Event What 3 things would you like to Know or be able to do as a result of attending the session E g For a Recruitment amp Selection Course 1 To be able to effectively apply ENU s recruitment processes and procedures 2 Torefresh my interviewing skills in relation to selection interviewing 3 To be included on the trained recruiters list This information will help you identify with your line manager how the development will benefit you your team the University and how it relates to your PDR Personal Development Review By completing this field you also help the facilitator to prepare further for the session by identifying any particular development needs Once sections have been completed Your line manager will receive an email either asking them to authorise your attendance or notifying them of it The need to do this depends on the type of event You will also receive an email confirming that your request is awaiting authorisation itin Select Wai
37. ke immediate effect Bank details Sort code 780270 Bank name ULSTER BANK LIMITED Account number 43697914 t Account name Windsor Account details indicates mandatory fields Once completed click Normally updates will take effect immediately in the current pay month The Payroll team receive notification of changes as they are made If the change is made too late for your salary to be paid into the account in the current pay month the payroll team will contact you to confirm this We recommend that changes are made 10 days before pay day HR Connect SELF SERVICE User Guide V 4 0 28 11 07 2013 P60 P60 information is found using the button A Home Mr Andrew Windsor gt Payroll gt P60 Tax year Tax date Details 2010 6th April 2010 5th April 2011 Monthly Select gt P60 Select p The most current Tax Year P60 can be viewed using Online E P60 Mr Andrew Windsor 2010 2011 This is a printed copy of an eP60 P60 End of Year Certificate Employee s details AA 2011 E rename To the employee National Insurance number Works payroll number Please keep this certificate in a safe place as JS 12 34 56 A 40001244 you will need it if you have to fill in a Tax Return You also need it to make a claim for tax credits or to renew your claim Pay and Income Tax details Pay Tax deducted It also helps you check that your employer is using the correct National Insurance
38. mail Admin Change password Inburg apier HR Connect A Home Mr Andrew Windsor gt Employment gt Current jobs Current jobs Mr Andrew Windsor Employment Second in Line to the Throne Department Royal Family Job start date 01 04 2009 Job reference 40001244 Reporting manager Mrs Elizabeth Windsor Reporting manager job title Queen Contractual hours 36 25 Work pattern WP Mon Fri 35 hrs Personal reference 40001244 Employee payroll no 40001244 Details are department job start date job reference reporting manager reporting manager job title contracted hours work pattern personal reference and employee payroll number Please note this is a read only screen any changes must be requested using the current process http staff napier ac uk services hr workingattheUniversity HRISReplacement Documents HR 20 Connect 20data 20quality 20guidance docx HR Connect SELF SERVICE User Guide V 4 0 22 11 07 2013 Previous Job Select View previous jobs Previous job information will be displayed Edinburgh Nani 4 DES Email Admin Change password inburg apier HR Connect A Home Mr Andrew Windsor gt Employment gt Previous jobs Previous jobs Mr Andrew Windsor Employment Overseas Business Adviser Department Leavers Job start date 05 03 2007 Job end date 31 03 2009 Reporting manager Vacant Reporting manager job title Leaver Reason for leaving Please note this is a read only screen Any changes must be
39. n un tick Print Payslip After mid August 2013 you will not be able to view or amend the Print Payslip option E form preferences E slip options Email address jan other napier ac uk Confirm password E slip delivery options Print payslip Email payslip W Once you complete the details click Save Please note if you would rather access your payslip in HR Connect in place of receiving an email or a printed payslip remove the tick from both the Print payslip and the Email payslip fields on this screen and then Save Please note that you can opt to have the payslip printed and emailed to you in parallel July 2013 If you un tick both boxes you will not receive a printed or e payslip You can change your password at any time however if you try to access a payslip previously emailed to you the password required will be the password that was set at the time that particular payslip was generated If you forget your password you can change this by following the same steps as shown above This will however only take effect when the next e Payslip is generated lf you require access to your previous payslips you can access these via HR Connect by selecting Payslip History from the Payroll menu This is also how you would access your payslip if you opt out of receiving an e Payslip as well as the printed payslip HR Connect SELF SERVICE User Guide V 4 0 32 11 07 2013 Receiving your Paysli
40. na information Personal information Mr Andrew Windsor Surname Windsor Personal details i Forename Andrew Forename 2 Forename 3 Title Mr Preferred name Andrew Previous surname Marital status Not Specified v Date of birth 18 11 1949 B Document attachments 1 ESS pdf K Document type v Attach document Browse 43 Please complete any change of circumstances ensuring that the appropriate documentation e g marriage certificate is scanned and attached Once completed select This action sends an email notification to an HR Adviser who will check that the appropriate documentation has been attached At the same time an email notification is sent to the C amp IT helpdesk who will update your user account details accordingly unless you specifically request them not to HR Connect SELF SERVICE User Guide V 4 0 15 11 07 2013 Change my address details Change my address details Select This function will allow you to create a new home address Please ensure that all fields are updated as this address will be used for any university correspondence sent to you including your payslip Address details New Address type Mailing address Number Street fo indicates mandatory fields Update any information and select Go Address with blank address details cannot be created After a successful save you will see a Summary view of you information from which you c
41. nburgh Napier W lt Ca HR Connect Pt Home Mr Andrew Windsor gt Absence gt Holiday balances Holiday balances Mr Andrew Windsor jee Second in Line to the Throne HE2000 Annual Leave Holiday period Entitlement Taken Scheduled Balance 01 09 2011 31 08 2012 322 hours 32 5 hours 151 hours 138 5 hours 01 09 2012 31 08 2013 322 hours 0 hours 0 hours 322 hours The balance takes account of all recorded holidays including any awaiting authorisation The balance takes account of all recorded holidays fixed and annual leave including any awaiting authorisation Multiple Position Holiday Booking and Entitlement lf you have more than one role in the university you will need to choose the role that you want to book the leave date s against The choice of role determines who authorises the request Holiday details New Absence type Personal Holiday v ea ace Holiday period More than one day B Start date 24 10 2011 E Full day or part day Full day v End date 25 10 2011 E Full day or part day Full day v Position lt All Jobs Development Adviser 50037061 Lecture 50018956 40000278 Notes indicates mandatory fields Holiday balances Development Adviser HE2000 Annual Leave Holiday period Entitlement Taken Scheduled Balance 01 09 2011 31 08 2012 22 hours 0 hours 42 hours 19 5 hours 01 09 2012 31 08 2013 42 P5 hours 0 hours 0 hours 42 25 h
42. oll in the first instance If your address is wrong you should update this via HR Connect How long will my e Payslips remain in HR Connect You will be able to access your most recent e Payslip together with e Payslips dating back to September 2010 HR Connect SELF SERVICE User Guide V 4 0 35 11 07 2013 Will be able to access my e Payslips if I leave the University You will only have access if your e Payslips have been delivered to a personal e mail address and have been retained or saved on a personal computer If you are leaving the University we recommend that you do the following action before your last working day e amend the email address to which your e Payslips are sent to a personal email account to ensure you receive your final e Payslip particularly important if you leave before pay day and e print any payslips you may require e g those for the current financial year before your employment ends or e forward your previous e Payslips to a personal e mail address haven t received my e Payslip this month You should receive this by pay day it may be after normal University hours If not received you should check that your e Payslip details are set up correctly on HR Connect If they are correct then you should contact the Payroll team on ext 3387 Can the Payroll team tell me what my password is No the password is masked and no one in HR or Payroll can see what it actually is Can I use an e payslip wh
43. ound here FUNCTION ACCESS and NAVIGATION SECURITY Function access defines which parts of the system a user can access This includes navigation security which controls which part of the HR Connect a user may or may not have access to It also includes field level security which can be used to hide certain fields or make them read only HR Connect SELF SERVICE User Guide V 4 0 5 11 07 2013 LOGGING INTO SELF SERVICE There are a number of ways to find HR Connect Self Service To connect to Self Service go to the Edinburgh Napier Staff Intranet home page click on My Workplace taff Intranet Edinburgh Napier OP UNIVERSITY i gt E gt Logout Welcome to Faculties Service Depts University Groups News Staff Directory Online Resources Email My Workplace HR Connect anam ii Find out when your department will be coming online l Na CLICK TO FIND OUT MORE Pa in oe in Pi ia h Once in My Workplace Select HR Connect Self Service from Online Services or HR Connect Self from the menu on the left Alternatively go to Human Resources Working at the University Ta a gt Logout Welcome to the Staff Intranet Faculties Service Depts University Groups News Staff Directory Online Resources Email My Workpl Finance Planning amp Commercial Services l L ooo p information Services Vacances Y international Development amp External Affairs Recruitment and Selection Office of the Vice
44. ours Lecturer HE2000 Annual Leave Holiday period Eptitlement Taken Scheduled Balance 01 09 2011 31 08 2012 193 25 hours 7 hours 91 hours 95 25 hours 01 09 2012 31 08 2013 143 25 hours 0 hours 0 hours 193 25 hours The balance takes account of all recorded holidays including any awaiting authorisation lf the leave request is only relevant to one position and therefore only needs one line manager to authorise it select that position HR Connect SELF SERVICE User Guide V 4 0 43 11 07 2013 lf the leave dates span across all roles then select lt All Jobs gt An authorisation request will be sent to both line managers and will require authorisation from both before the leave request status becomes Authorised Holiday balance information is divided across positions and is split depending on the contractual hours in each role Your work pattern in each role determines the number of hours taken off of your entitlement so it is important that your work pattern is correct in both positions You can verify this with your line manager HR Connect SELF SERVICE User Guide V 4 0 44 11 07 2013 View Sickness Absence history ee View sickness history To check your sickness history select Ea 55 gt bd Trent kd Sickness dates x A D 1 gh Pager Safety Too Email Admin L gf Change password Edinburgh Napier W lt Ca INIVERSITY HR Connect PE Home Mr Andrew Windsor gt Absence gt Sickness dates Start
45. p by Email On the day before payday you will receive an email with your e Payslip attached an example of which is shown below To access your payslip double click to open the attachment o MT SE ln eel Message McAfee E mail Scan a 9 Th Ignore xX j ES Meeting LA3 Childcare Vouch 3 To Manager 33 Rules y Ass 44 Find Junk y 3 4 Team E mail f Done a e vall EN Related A Delete Reply Reply Forward 5 p a z Mark Categorize Follow Translate Zoom All a More da Reply amp Delete gy Create New Actions Unread 5 Up S Le Select y Delete Respond Quick Steps Tags P Editing Zoom This message was sent with High importance From DO_NOT_REPLY_HR_Connect Sent Tue 04 06 2013 10 07 To Booth Matthew Cc Subject e Payslip 4 Message PL HWindsor_ONPAYEMAIL_46201310642_0133361f6 Please find attached your e Payslip You will need to use your password to open the attachment If you have any queries regarding your pay please contact Payroll on 0131 455 3387 And enter your chosen password when prompted Password AWindsor ONPAYEMAIL 46 40 Password HR Connect SELF SERVICE User Guide V 4 0 33 11 07 2013 Your payslip will then open and will look like this Edinburgh Napie OP UAIVERSITY 1 Main Street EDINBURGH Your name and current home address will show here EH1 1RB PRIVATE AND CONFIDENTIAL HANG CS Paes Enmoyee name Hoy vin ET Y fi Tax code
46. rect If you have any questions about your holiday entitlement please raise with your line manager Our annual leave policy is available on the intranet this includes detailed examples of how leave entitlement is calculated for instance when someone joins part way through the leave year or when someone changes working hours HR Connect SELF SERVICE User Guide V 4 0 40 11 07 2013 Peer Group Calendar lf a peer group has been created by your line manager this will enable you to see the absences being taken by others in the group El Peer group calendar El Calendar selection options peer group Festes Display period Month from today w Period from 30 09 2011 Period to 30 10 2011 Calendar colour options October eso or ae oa 7 5 zz Res zs Atl 1 1 11 Andrew windsor PA MM RNE Awaiting authorisation a am pm split Clashing events i AM absence i PM absence O Working pattern Cs save After you have submitted a holiday request your line manager will receive an email Once they have reviewed and authorised or rejected you will receive email notification back from them HR Connect SELF SERVICE User Guide V 4 0 41 11 07 2013 Amend Cancel a holiday booking Future booked holidays can be amended or deleted if no longer required Holidays that were booked in the past but not taken cannot be deleted via Self Service Your line manager must do this for you a
47. requested using the current process http staff napier ac uk services hr workingattheUniversity HRISReplacement Documents HR 20 Connect 20data 20quality 20guidance docx Check my work pattern Check my work pattern Select screen will change to the same as current job information Work pattern is found beside contractual hours Having the correct work pattern attached to your record is critical to ensuring that the correct number of hours are taken from your entitlement when leave is booked Contractual hours 36 25 Work pattern WP Mon Fri 35 hrs Personal reference 40001244 Employee payroll no 40001244 HR Connect SELF SERVICE User Guide V 4 0 23 11 07 2013 Shortcuts Clicking any off the Grey Box s found in the left hand columns will take you directly to the points covered in this section Employment Current jobs Previous jobs HR Connect SELF SERVICE User Guide V 4 0 24 11 07 2013 PAYROLL When you select the Payroll Box the main screen will refresh and you will be presented with the following screen s yw Email Admin K a Change password NM Logout Edinburgh Napier IX Ea UNIVERSITY HR Connect R Home Mrs Lesley Heatlie gt Payroll Payroll Show my latest payslip Check my payslip history Set up Amend e Payslip Latest payslip Latest payslip pdf Paystip history Paystip history pdf E form preferences Change bank details Self Service User Guide Her
48. rmation is available to your line manager and is useful as part of PDR preparation Please ensure that the mandatory fields are completed and click HR Connect SELF SERVICE User Guide V 4 0 61 11 07 2013 Learning Event Evaluation HR Connect users will be invited to complete post learning event evaluation for events that have been organised by internal learning providers This is done in HR Connect The benefits are The learning provider can easily collate and analyse participant feedback You can easily refer back to previous evaluations to reflect on learning and remind yourself of post event actions to be completed After attending an event you will receive an email asking you to complete the evaluation form in HR Connect Go to the learning gt Learning Evaluation forms section and you will see the forms that have been attached to your record Choose the relevant form Email Admin g Change password MM Logout Edinburgh Napier W PX Ea INIVERSITY HR Connect Pi Home Mr Harry Windsor gt Learning gt Learning evaluation forms Learning evaluation template Event name Event start date Status Due date Details EDC Evaluation Form Information Governance Briefings 14 06 2012 In progress 14 03 2013 Select Evaluation Form Introduction to Edinburgh Napier University Induction Introduction to Edinburgh Napier University 17 07 2012 In progress 14 03 2013 Select Learning evaluation forms The form has a number of sections
49. rning evaluation form Comments Suggestions 4 of 4 Learning evaluation forms es q Comments Suggestions v What was the most useful aspect of the event Example Text Please list up to 3 actions you are going to take as a result of attending this event 1 Action 2 Action 3 Action If you have any comments suggestions on how the event could be improved please use the space below None And finally HR Connect User Support Help is available from the HR Systems Team Either call ext 3728 or email HRConnect napier ac uk HR Connect SELF SERVICE User Guide V 4 0 64 11 07 2013
50. ser Guide gt Quick Guides Employee Self Service gt Self Service User Guide All staff who have a record on our integrated HR amp Payroll system will have access to HR Connect You will receive a communication from HR if your access to HR Connect has been activated Please read the HR Connect launch newsletter to find out when HR Connect is being rolled out to your department y My Workplace HR Connect Self Service Log in using your University username and password h My Workplace HR Connect Self Service Select and choose HR Connect from online service All routes bring you to the Log in screen You log in with your standard university user name and password detail It is important for the safety of your information that you keep these private HR Connect SELF SERVICE User Guide V 4 0 7 11 07 2013 Edinburgh Napier HR Connect User name Password Contact administrator You may wish to save a link to self service in your favourites or onto your desktop NAVIGATION Once you have logged on you will see the following standard desktop navigation options PAd Email Admin Change password Edinburgh Napier D i ge p UNIVERSITY HR Connect A Home Mr Andrew Windsor Book onto a learning event NOS View my learning account Book a holiday View my payroll number Show my latest payslip Data Protection Statement How do HR Connect SELF SERVICE User Guide V 4 0 8 11 07 20
51. t 30 06 2011 3 847 83 Select gt 26 05 2011 2 847 83 Select 28 04 2011 1 847 83 alaska 31 03 2011 12 863 26 Select gt 24 02 2011 11 836 44 Select gt 27 01 2011 10 836 24 Select 22 12 2010 9 836 44 Select gt 25 11 2010 8 836 24 Select HR Connect SELF SERVICE User Guide V 4 0 26 11 07 2013 Here you can either view All or the previous 12 months Using HR Connect SELF SERVICE User Guide V 4 0 12 months v Search 12 months All 25 08 2011 28 07 2011 30 06 2011 26 05 2011 28 04 2011 31 03 2011 24 02 2011 27 01 2011 22 12 2010 25 11 2010 Tax period 6 5 4 3 2 1 12 Rounded net pay 2 029 01 847 83 847 83 847 83 847 83 847 83 863 26 836 44 836 24 836 44 836 24 27 Details Select gt Select gt Select p gt Select p gt Select p Select p Select p gt Select p gt Select gt Select Select gt will load that month s payslip from there you can view and print 11 07 2013 Bank Details i Change bank details To amend your current bank details select e Edinburgh Napie OP Email Admin Change password HR Connect Home Mr Andrew Windsor gt Payroll gt Bank details Account name Sort code Account number Bank name Details A Windsor 980290 12345678 ULSTER BANK LIMITED Select gt Bank details To amend click dd Enter new bank details ensuring that mandatory fields are completed Bank details A Windsor 980290 45657914 Any update will ta
52. t A Pi Home Mr Harry Windsor gt Absence gt Holiday dates gt New Holiday details Holiday details New MON Holiday dates When booking personal holidays around a bank holiday period please be careful not to book the bank holiday date s itself as your entitlement will be reduced twice for these days If you have done this you can amend holidays to to be taken in the future For any updates to holidays occuring in the past please ask your line manager to amend your record The bank holiday arrangements for 2012 2013 have been updated Absence type Personal Holiday vle Holiday period X Notes indicates mandatory fields i Holiday balances Peer group calendar Using the scroll down arrow to select 1 Absence type Holiday details New Absence type sal Holiday period Personal Holiday 2 Holiday period i e part day full day more than one day Holiday period Notes Part day Full day More than one day 3 Start Date startdate JA HR Connect SELF SERVICE User Guide V 4 0 38 11 07 2013 4 End Date if more than one day Holiday period B Startdate 2 JA Full day or part day Full day yt enddate e Full day or part day Full day 5 Not mandatory but you can enter a note This goes to your line manager Do not request a holiday on the same day as a bank holiday otherwise your entitlement will be reduced by double the amount it should be lf you are booking a number of hours
53. t EJ Other dates list x Aa D J gh Page Safety Too Edinburgh Napier OP PX Email Admin Change password Indu HR Connect A Home Mr Andrew Windsor gt Absence gt Other dates Type All v Start date End date Type Position Authorisation Details 05 09 2011 05 09 2011 Flexi Leave 2 Second in Line to the Throne Not applicable Select p Other dates NB Sickness other absence information cannot be amended here If you do have any queries then liaise with your line manager or payroll team HR Connect SELF SERVICE User Guide V 4 0 45 11 07 2013 Use the ledt function against the absence date you wish to view 88 ES itrent KB Other absence detail x oe E oe PAd Email Admin Change passworc Edinburgh Napie OP HR Connect PE Home Mr Andrew Windsor gt Absence gt Other dates 05 09 2011 gt Other absence details Back Other absence details Mr Andrew Windsor Flexi Leave 2 Other dates Absence type New New other Absence period Full day absence dates i oe a a Position Second in Line to the Throne 50018900 40001244 Royal Family Current indicates mandatory fields Shortcuts Clicking any off the Grey Box s found in the left hand columns will take you directly to the points covered in this section Holiday dates Holiday balances Sickness dates Other dates HR Connect SELF SERVICE User Guide V 4 0 46 11 07 2013 LEARNING Basic Principles In HR Connect you
54. t applicable 16 09 2011 16 09 2011 7 Personal Holiday Second in Line to the Throne Authorised 15 09 2011 15 09 2011 ry Personal Holiday Second in Line to the Throne Awaiting authorisation 09 09 2011 AM 09 09 2011 AM 3 5 Personal Holiday Second in Line to the Throne Authorised select Use the function against the holiday date you wish to amend Edinburah Napi yY DES Email Admin Change password l InDurg apier HR Connect Ft Home Mr Andrew Windsor gt Absence gt Holiday dates 30 12 2011 gt Holiday details Holiday details Mr Andrew Windsor Absence type Personal Holiday vl A Holiday dates Holiday period Full day w 2 Start date 30 12 2011 E Position Second in Line to the Throne 50018900 40001244 Royal Family Current Notes Authorisation Awaiting authorisation indicates mandatory fields E Holiday balances 4 Peer group calendar Complete the sections you wish to amend and This will send a request to your line manager to authorise the change You will receive an email once authorised Providing the holiday has not been authorised you can select flan This will send a notification to your line manager HR Connect SELF SERVICE User Guide V 4 0 42 11 07 2013 Check holiday balance Check holiday balances To check your holiday balance select SS EJ Trent EJ Holiday balances Mr X fry D daa Page Safety Tool P Email Admin gg Change password Edi
55. tant access to their personal data This data includes where available relevant Contact details Bank account details Payslip information Current job and job history Sickness Absence details Learning events history this has been loaded from our legacy HR system and where available goes back to 2001 The new system will allow you to complete a number of HR processes entirely online for instance updating your personal details managing annual leave booking onto learning events and opting into e Payslips DATA PROTECTION amp CONFIDENTIALITY As HR Connect contains detailed personal information it is important that you use it responsibly to ensure that the security of your information is maintained at all time Therefore when you have finished using HR Connect please always ensure that you logout To logout you should simply click the in the top right hand corner of the HR Connect pages or close your web browser or tab FB iou lt is also important that you never let anyone else know your University username and password as this information would allow people to access information about you hence exposing a risk of identity fraud If you believe others may be aware of your Password please change it immediately If at any point you feel that your information security may have been compromised you should contact the University s IT Help Desk in the first instance ext 3000 More details about Information security can be f
56. termediate Code ITO023 Overview Objectives Waiting list Date requested 29 08 2011 Onegin of request Employee request Reason Individual need request Attend by 09 11 2011 Requested by Mr Andrew Windsor Prionty Medium Authorisation status If you no longer want to be on the waiting list for a particular event you should remove yourself from it via HR Connect HR Connect SELF SERVICE User Guide V 4 0 57 11 07 2013 You can do this via the Waiting List Screen by choosing Remove Naiting list Records Management for Staff gt Waiting list booking details Waiting list booking details Records Management for Staff Learning activity Learning activity Records Management for Staff Code CLD0012 Who Should Attend We stronely recommend that any member of staff who is responsible for records management or who would like guidance on how to manage their own records should attend this event Event Aim At the end of the session participants will be able to explain the aims and objectives of records management which tools can be used to help where to start and what to do next Cost Free to members of staff Conditions Attendance must be agreed with your HOD Line Manager before booking Cancellations non attendance Cancellations will be accepted up to 10 working days before the event starts Thereafter your department will be charged at 40 per person for cancellations and non attendance on the day unless
57. ting click on the Where status shows option Learning activity Type Duration Status Details Academic Writing Using Published Sources Plagiarism avoidance referencing practice Academic Professional Development 3 Hours Waiting select p HR Connect SELF SERVICE User Guide V 4 0 51 11 07 2013 Once selected you will then need to complete Waiting list booking details Mew Learning activity Learning actwity ACCESS 2007 Advanced Code 110001 Overview Hello Objectives Waiting list Date requested indicates mandatory fields Origin of Request This field is for you to record why the training development need arose Use scroll down arrow for options Departmental requirement Employee request Managerial Request Performance appraisal outcome Positon Requirement Reason select a reason from the drop down arrow Individual ne ed request PDR S chool Serice Team request Attend by This field allows you to enter a date if appropriate and is useful to aid planning of events Once sections have been completed This will send an email to your line manager asking them to authorise you joining the waiting list HR Connect SELF SERVICE User Guide V 4 0 52 11 07 2013 Using the function will provide the same information as clicking on View learning event details View booked activities pee ee View booked activities To view booked activities select Ed Edinburgh Napier PP Email Admin Change
58. ve registered to attend through one of our learning providers e any events that you are currently on the waiting list for e any personal learning events that you have added to your record FE Home Mr Andrew Windsor gt Learning gt Personal learning account This form lists the current status of all your learning activities and personal learning events From here you can work with your booking and waiting list details view your completed events and enter a new personal learning event Personal learning account E v Event name Status Start date Failed Reason Renewal Cost Details Academic Writing Best Practices Waiting list Select Access 2007 Beginner Waiting list Select gt Access 2007 Intermediate Booked 01 09 2011 Select gt Committee Servicing Booked 04 10 2011 Select gt Data Protection amp Freedom of Information Briefing Waiting list Select p Effective Business Writing Booked 26 10 2011 Select gt Employer Engagement through work based learning credfit rating Waiting list Select gt Employment Law General update Refused 31 08 2011 Select p Equality Impact Assessment Completed 12 12 2008 Select p Excel 2007 Advanced Waiting list Select p Excel Visual Basic Awaiting authorisation 11 10 2011 Select gt Finding Funding for your Research Waiting list Select p Health amp Safety Awareness Session Completed 07 03 2007 Select Helicopter Pilot Training Completed 01 01 1982 Select gt Induction to Teaching amp

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