People Manager User Guide (V 2.0) 0.0 Introduction This is the User
Contents
1. 2 06 Absences to Reference number Personal reference I Include leavers Full path display C Organisation view Show all data by unit New page for each organisation unit E Output type PDF File Report run comments required it can be selected here Unit Employee this automatically defaults to Unit To report on an individual use the drop down menu to select Employee Organisation start point this will default to UEL but reporting security will automatically restrict the data returned in the report This means that you will only need to change this to report on a Sub Unit or individual reportee To enter data in this field click on the search magnifying glass Absence group select absence group from the drop down list Holiday Maternity Other Sickness Paternity Adoption Other covers absence such as compassionate leave and jury service This can be left blank to report on all types of absence Absence type this can be left blank to report on all types of absence for the absence group or used to select a sub group e g reporting on the group Other will return Jury Service and Compassionate Leave If only Jury Service is Absence from to enter the date ranges required by typing in the date or select the dates from the calendar pop up El Reference number this will default to Personal reference These are identifiers used by HR Service2. 6 17 18 19 20 21 22 23 24 25 26 27 28 Lynn Griffin Ooo ooooo ooooo ooooo ooooo Paul Hogan Oo oo ooo ooooo oooo0 Jon Snow ojmjojojo jojojojojo oojoo ojojoj Awaiting authorisation am pm split 4 Clashing events Bf AM absence J PM absence Q Working pattern 5 1 1 Calendar Date Selection options The date range can be defined by using the Display period drop down menu The menu provides a range of standard periods such as Month from today and This quarter but you can also define the date range by using the Specific date range option and entering the date range manually Calendar selection options Display period Month from today w Month centred on effective date Month from today Quarter trom today Specific date range This month This quarter This week Feriod from Feriod to 5 1 2 Calendar Colour Options By expanding the Calendar colour options section you will also be able to view a key to the absence types which are displayed This key also allows you to toggle the types of absences displayed on and off This is simply achieved by ticking and un ticking the check box for each absence type Calendar colour options 3 4 k i i 5 1 3 Calendar Display Period buttons Go back 3 months The display is extended to include the previous 3 months a Go back 1 month The display is extended to include the previous mo
3. People and Structure These can be found at the bottom of the Links area on the homepage Each report has different parameters which can be defined to filter the data that is returned by the database All reports will only return data for your reportees As an example the steps required to run an absence report are detailed below amA Report name Status Last run date Last run time Access the Links on the homepage perenne Complete 28 05 2014 12 04 26 and select a report group from the eee Complete 28052014 1244 07 list of groups which is available Absence Summary Complete 19 02 2014 10 48 17 Absence People Structure Absence Tolerances Authorisation Status Bradford Factor Complete 21 02 2014 12 12 27 pradiord Fador etal Complete 2102004 121229 A list of reports for the group will Friday Monday Absences Complete 04 02 2014 14 55 32 now appear in the object panel Holiday Entitlement Breakdown Outstanding Holiday Entitlement Complete 28 05 2014 14 44 45 S e e eft Self Certified Sickness Absences Complete 28 02 2014 17 08 39 Select the report which is required In this example we are using the Absence History report 12 7 1 Report Parameters Once the report has been selected the parameters which can be defined will appear in the display panel see below UnitEmployee Unit Organisation start point VEL Q Absence group zl zl Absence type Absences from 02 06 2041 2014 H 0
4. UEL University of East London People Manager User Guide V 2 0 0 0 Introduction This is the User Guide for iTrent People Manager People Manager is a web based tool which allows managers at UEL to view some of the personal and organisational details for their reportees It also gives managers access to a suite of reports covering areas such as headcount and holiday sickness absence to assist with day to day management Self Service also interfaces with the HR database so this enables the online authorisation of annual leave for reportees via People Manager and access to an Out of Office calendar for your staff 1 0 Important Security Advice People Manager gives access to some sensitive information By adhering to UEL s Computer Use Policy and Network Security Policy you will ensure the safety of this sensitive data However it is worth reiterating that you should always lock your computer when leaving it unattended and never disclose your password to another user It is best practice to log out of People Manager each time you have finished using It 2 0 Access to People Manager To connect to People Manager go to https itrent uel ac uk trentpr_web wrd run etadm001gf open and log in using your usual network ID and password If you encounter any problems logging on please contact the HR Systems Team on the Trent Admin email address or call Nicola Flynn on ext 4366 or Chris Falzarano on ext 6328 3 0 Home Page 4 0 Auth
5. aid etc Basis Full Time Part Time Full Time TTO Term Time Only etc Type Permanent FTC Other etc Groups many of the position details on one form This includes important information relating to fixed term staff such as Expected Occupancy End Date Working patterns indicate the number of hours typically worked by each member of staff on each day These are used to calculate deductions in holiday entitlement and hours days lost to sickness absence Fields Available Holiday start and end dates with details for full and part day absences The holiday balances can also be viewed on this form Sickness absence start end and expected end dates as well as the sickness absence reason A summary of the Length of Service and Leave Entitlement by year as well as a list of holiday dates for the period Each set of holiday dates booked has a corresponding duration calculated which in turn provides a reducing leave balance for the year This provides a calendar style view of absences for an individual reportee or multiple reportees simultaneously The absence types displayed on the calendar can be selected using the check boxes available e g Bank Holidays Company Holidays Annual Leave Sickness Absence UEL Learning Activities Maternity Paternity and Adoption Leave 4 0 Authorising Annual Leave Holiday Authorisation on Annual Leave Holiday will appear in your To do list on the homepage When a reportee requests l
6. bally Organisation WEL Reporting or as a custom combination This will determine which Positions mC reportees records are shown when the relevant forms views are selected in the Display Panel Multiple records can h UEL be selected and used for viewing calendars L4 hirs Lynn Griffin Hold down the Ctrl button when selecting multiple HERA Administrator employees 14 hr Jon Snow Ld HF Systems and Reward Officer hr Paul Hogan 3 2 Section Panel Bookmarks Bookmarks are favourite People Manager pages As the system is set up with a very simplistic view all users are already provided with a selection of Links see below which provide access to all of the data available It is not anticipated that bookmarks will be required for People Manager access Links These are a list of links which can be used to access the forms and reports on the database which relate to the reportee selected in the Object Panel Out of Office Lists reportees who are identified as being out of the office e g absences due to holiday sickness maternity paternity or UEL learning events To Do List Display s any outstanding tasks which require your attention including holiday requests and holiday amendments Processes Lists all background processes which are running or have been completed in the last 24 hours This includes links to reports which have been run Messages Displays any current System Alert or M
7. eave via Employee Self Service a task will be sent to you to action You will receive an email alerting you to the new task Contained in the email is a link to access the individual request for leave when using the email link no further People Manager functionality is available Alternately you can log into People Manager and to obtain further information or to process multiple tasks Below is an example of an annual leave holiday requests in a manager s To do list b Filter All active 7 sort by Identifier 1 Out of office 1 Mr Jon Snow 02644 Select all Deselect all To do list Processes gt iter Sothy ideniier JE Select all Deselect all Redirect EE Actions Out of office 1 Mr Jon Snow 02644 To do list Processes Redirect Redirect Task Allows you to redirect the task to another user of People Manager for processing Redirect task Holiday absence details Mr Jon Snow 02644 Recipient Q Oo User Search Close Summe r Q yer nae Fn 8 Hom The magnifying glass in People Manger is the search icon By clicking on it a search box will appear Actions Action task Selecting Actions will display a pop up menu with three options Authorised will authorise the leave and create a holiday record in the HR database An email will also be sent to the reportee to alert them that their leave has been approved The reportee and the Sc
8. essage of the Day text These are messages sent from HR Services which may relate to usage of People Manager User Settings Displays the default preferences set by the system administrators and allows you to adjust some of the options 3 3 The Navigation Trail The Navigation trail is displayed on all screens and shows the path to your position in People Manager You can also click on any item within the trail to return to that point in the system Organisation WEL People firs Lynn Griffin ContactsRoom Number Contact details To return directly to the Home Page from any screen within People Manager simply click on the home icon at the far left of the navigation path or the home button which appears within the display panel 3 4 Display Panel You can view various details for each of your staff using the links in the display panel These links are sorted into the groups People Organisation and Absence Start by selecting the reportee required from the object panel on the left and then select the form that is required from the links in the display panel People d Fersonal details gt Contact details gt Key dates Organisation gt Position details d Hours and basis Fosition summary d Working pattern Absence b Holiday absence details b Sickness absence details b Holiday entitlement summary b Absence Calendar 3 4 1 People Forms Form Fields Available Personal Details Surname Forenames Title Prefer
9. hool Service absence administrator will also receive an Outlook calendar appointment Not Authorised will reject the leave request and email the reportee to alert them to the status On Hold changes the status of the task to On Hold Whilst the task still remains in the To do list it will only appear when the filter at the top of the list is changed to On Hold For this reason we do not recommend using this option as outstanding tasks may be overlooked Alternatively you can click on the task itself which will bring up the relevant holiday form The advantage of opening the task completely is that the current holiday balances can also be viewed Should a reportee request leave which exceeds their holiday entitlement balance an alert will appear in red on the task email and a warning will appear on the task itself The system will also display a negative holiday balance but will not prevent the leave from being authorised Once tasks have been actioned they will disappear from the To do list 5 0 Viewing Holiday and Sickness Details As with other forms click on the staff member you wish to view the details for then the relevant form in the display panel A list of recent absence dates will then appear in the object panel To view older absences click on show all button f amp Organisation WEL People Mr Jon Snow Search Smart groups B C Advanced c gt Show alli Type All a Star
10. n p People To redirect your tasks access the Task gt Personal details Redirection details form via the Links section of b Contact details the homepage gt Key dates Out of office 1 Organisation gt Position details To do list 0 P Hours and basis b Position summary Processes 0 b Working pattern Absence Messages P P Holiday absence details b Sickness absence details User settings b P Holiday entitlement summary b Absence Calendar Bookmarks V2 d Task Redirection b Task redirection details 11 If you wish to redirect both tasks Holiday Approval and Holiday Amendment a rule will need to be set up for each recommended My task redirection details New End date Process type Task processes Process JQ Rediectto fo Password a Enter Start Date b Enter End date recommended if known it will then not be necessary to remember to turn off the task redirection on your return c Select Process Type Task Process d Search for Process by clicking on the search magnifying glass e In the search box type in ho liday select search and select either Holiday Approval or Holiday Amandement f Redirect to Select your assigned People Manager to approve your reportees leave in your absence using the search Magnifying glass g Enter your UEL Password and select Save 7 0 Reporting People Manager includes a reporting facility with a suite of management reports grouped into the areas Absence
11. nth Go forward 1 month The display will be extended to include the following month Go forward 3 months The display will be extended to include the following 3 months 5 1 4 Absence Status Key Awaiting authorisation arnvom split amp Clashing events B AM absence PM absence C Working pattern 10 5 1 5 Calendar display If you hover over the dates in the calendar information about your reportees will display When the cursor is on a cell which has a recorded absence the pop up information box will display basic details about the employee type of absence reporting manger and working pattern UDFs gi Attachments Notes 4 gy Q Name Paul Hogan Position s HR Systems and Reward Officer Personal reference 01646 Payroll reference s 01646 ions Display period Month from today Feriod from 02 06 2014 Periodto 0207 2014 Systems Manager HR Working pattern Support Mon Fri 7 Please click on a day for furt Hrs Working Pattern Start Date 08 04 2013 Position HR Systems and Reward oso fe ee 08 04 2015 Boooo olann Temporary Reward and HR ooo See E ESE LT o oo oj Tee 0 0 0 o ooo 00000 ooooo ooooo 6 0 Task Redirection If you are taking annual leave or out of the office for significant periods of time can redirect some or all of your tasks to another member of staff who also uses People Manager adna
12. orising Annual Leave Holiday 5 0 Viewing holiday and sickness 6 0 Task redirection 7 0 Reporting 3 0 Home Page f Tre Role People Manager e 2 Today s date ae gt 05 Find iTrent pages Mrs Lynn Griffin 9010512014 20 05 2014 f Organisation VEL Reporting Navigation Trail Positions gi O e views 7 Bookmarks p People Reports d Fersonal details d Absence h UEL P contact details P People d Key dates d Structure aa Mirs Lynn Griffin Out of office 0 Organisation 2 Mr Paul Hogan gt Position details To do list 4 Hours and basis Mr Jon Snow b Position summary Processes 0 gt Working pattern Display Panel Absence Messages Object Panel d d Holiday absence details d Sickness absence User settings b details d Holiday entitlement Bookmarks V2 b Ay b Absence Calendar Task Redirection R b Task redirection details Section List Display Panel provides access to all the forms and reports which are available to you Object Panel displays a list of your reportees Section list provides access to the processes and functions in People Manager Navigation Trial displays the path you have taken through People Manager 3 1 Object Panel When you first log into People Manger the Object Panel displays a list of your reportees People view list you and your reportees by name Position view list your reportees by name then job title These records can be highlighted individually glo
13. readsheet Report run comments this is for personal reference and is a free text box Select Run a message will appear informing you that the report is generating ip Generating report Absence histor You will be notified upon its completion i Report Absence History completed A message will pop up when the report is ready for download Reports can be retrieved from the Process Section recent reports will display in the Processes section Bookmarks Complete Links p 02 06 2014 13 13 Out of office mN o Navigation compilation UEL To do list 0 Complete 02 06 2014 12 30 Processes Navigation compilation Messages p UEL Complete 0206 2014 12 22 User settings b Bookmarks V2 b Navigation compilation JEL Complete 02 06 2014 12 15 Hide Home page You can view the Absence History report you ran today or previous occasions It is recommended that you make local copies of reports as the server will be regularly cleared down Download output Absence History View output from Today Previous 7 days Previous 30 days Available report outputs Specific date range Run date amp time Comments Download Delete Select all 02 06 2014 13 14 RI Click on the download button and the report either in CSV or PDF will download to your device 14
14. red Name Gender Previous Surname Organisation Start Date Contact Details Any internal or external contact information which is available E g Internal Telephone Extension UEL Mobile Home Telephone etc Key Dates Expected Retirement Date Organisation Start Date Length of Service with UEL and any additional Reckonable Service Dates 3 4 2 Effective Date Forms marked with an asterisk indicate that these are date effective and you have the ability to view historical data as well as future changes which have already been processed by HR Services When viewing forms that are date effective the system will prompt for the date to be confirmed or changed to the date required TATT v confirm effective date Cancel The date will default to the current day This should either be confirmed by pressing return or by clicking on Confirm effective date or a new one entered To change the date simply type it into the field and confirm it as per above 3 4 3 Organisation Forms Form Position Details Hours amp Basis Position Summary Working Pattern 3 4 4 Absence Forms Form Holiday Absence Details Sickness Absence Details Holiday Entitlement Summary Absence Calendar Fields Available Job Title Occupancy Start Location Reporting Unit and Reporting Manager Contractual and FTE Hours Annual Week Worked Category Basis and Type examples below Category Teaching Support Hourly P
15. s so will not need to be amended Include Leavers leavers can be included in reports by ticking this box Information relating to ex staff members will no longer be returned six weeks after they have left or transferred to a new reporting manager as it will no longer be relevant Full path display this will display the full organisational path for the reporting unit E g If this is ticked Payroll will display as HR Services Payroll rather than Payroll This may be useful for areas with more complex structures Organisation view this will automatically default to Show all data by unit This shows all staff in the chosen unit and sub units grouped by their sub unit There are two other options Show all data as top unit will include all staff in the unit and sub units but the information will not be grouped by sub unit headers Only include data in top unit will exclude information for staff in any sub units and return the information for the chosen unit only New page for each organisation unit ticking this box will create a page break at the end of the information for each unit 13 Output type this will default to PDF file The PDF file is formatted to be easier to read and is recommended unless the data needs to be manipulated for statistics For creating charts and tables using the data select the CSV File option The data can then be easily imported into a sp
16. t date Day End date Day Type Sp ossleot4 fon OF0S2014 Fri Sickne To view the details of the particular absence click on the absence in the object panel and the details will appear on the right in the display panel Sickness absence details Mr Jon Snow Absence start Daie E Full day wt Full day w Expected end date KH Absence Absence type Sickness ka Absence reason Cold w Position HERA Administrator Current The holiday entitlement summary can be selected for a member of staff in a similar manner 5 1 The Absence Calendar The absence calendar can be used to view an individual reportee or multiple reportees The calendar can also be configured to show a specified date range for selected absence reasons Phir Jon Snowy To start select the staff members which are required in the object panel for multiple reportees hold down Ctrl and then select the Absence Calendar option from the links in the display panel Absence b Holiday absence details b Sickness absence details gt Holiday entitlement summary b Absence Calendar Absence calendar Calendar selection options Display period Month from today v Period from 28 05 2014 Period to 28 06 2014 Calendar colour options Please click on a day for further options i a E iss 28 29 30 31 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 1
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