HR Self Service User Guide

HR SERVICE CENTRE

HR Self Service User Guide

Changes Wizard

Table of Contents

1Introduction

1.1General

1.2The Changes Wizard

2Completion Help

3Wizard Detail

3.1Employee Search

3.2Select Effective Date

3.3Select Change Options

3.4Review Change Options

3.5Extension of Temporary Change or Contract

3.6Change of Grade, Spinal Point or Salary

3.7Changes in Hours of Work or Contract Weeks

3.8Change of Location

3.9Location Search

3.10Change of Appointment Status

3.11Change of Personal Job Title

3.12Change of Work Pattern

3.13Work Pattern

3.14Work Pattern Search

3.15Change of Work Style

3.16Change of Politically Restricted Status

3.17New Additional Information

3.18Please Confirm

3.19Entry Complete / Optional User Feedback

4Change History

1 Introduction

1.1 General

This user guide contains detailed information relating to the HR Self Service Portal. The HR Self Service Portal is the primary method used to notify the HR of any changes to jobs within your structure, the employees working within it, submitting mileage claims, additional payments and personal changes.

The HR Self Service portal is accessed from the ‘How do I’ section of the Home page on the DMBC intranet or by selecting click here.

Note: Where this document refers to policy regulation or company specific features, these will be typed as follows:

Pink for DMBC

Turquoise for Schools and Academies

Brown for St Leger Homes

1.2 The Changes Wizard

The Changes Wizard is located under Your Employee’s, Online Wizards, within the Employee Based Changes option. The link to the New Changes Wizard is named Additional Contract/Transfer/Changes and this option should be selected. The Changes Wizard is used to make changes to an employee’s existing contract of employment where they are not moving to a job elsewhere in the organisation. It is also used to make a correction if incorrect information has been submitted using any of the wizards except the Leaver Wizard.

Only managers and designated users are authorised to complete the Changes Wizard. Managers can set up designated users by nominating them through the Delegation link.

See the Admin / Claims Delegation user guide for details on how to do this.

2 Completion Help

If a field is marked with an it means it is a required field and must be completed in order to move on to the next window.

If a field has an arrow button at the side then it will contain a pick-list from which you should make your selection. It will not be possible to enter data in the pick-list.

If a field has a small calendar button next to it then this should be clicked to enter the relevant date. It will not be possible to enter a date directly into the field.

The wizard will pre-populate information where possible to improve speed, accuracy and ease of completion.

The wizard will also validate some key fields when data is entered. If any information entered is incorrect, error messages will pop-up to assist correct completion.

To move through the wizard click Next at the bottom left of the window. Click Back to view previous windows. The internet explorer navigation buttons should not be used.

Any information that has been entered prior to next being selected will automatically be stored and can be returned to at a later time however only one set of saved information is possible for any wizard.

It should also be noted that if you do not use the system for 30 minutes, the system will time out for security reasons.

3 Wizard Detail

3.1 Employee Search

The system will display a list of all reportees, multiple lines may be displayed for any employees who hold more than one contract. The required employee should be selected by clicking on the appropriate ‘radio button’ in the right hand column.

The Employee Search at the top of the page displays a paginated list of employees allowing a user to type search by a surname, employee number or job title of the employee required.

It is also possible to view employees be selecting different types of reportees such as direct or indirect.

3.2 Select Effective Date

Effective Date

Use the calendar icon to enter the date agreed between the manager and the employee, the date from which the change becomes effective.

Any changes to be made will require an effective date. Depending on the date that a change is to be effective from will depend on whether the change details are visible immediately. Should a change be effective from a date prior to the current effective date, details will only be visible from within the employee’s appointment history. This is the same where changes are made effective from a future date; these will appear when the effective date is reached.

3.3 Select Change Options

It is possible to make numerous types of changes to an employee’s contract using this wizard. Depending on the change option selected from the list displayed will control which windows are displayed. Some changes can only be made together and in these instances where other dependencies are required all appropriate change types will automatically be selected.

Select the required change options by clicking on the appropriate ‘radio button’ in the left hand column.

Extension of Temporary Change or Contract

This option should be selected where the duration of a temporary appointment is to be extended or if a temporary contract change needs to continue longer than originally notified.

When this option is selected the Change of Work Style option is automatically selected.

Change in Hours of Work or Contract Weeks

This option should be used to make a change to an employee’s weekly worked hours or if an employee’s contract weeks change e.g. change to term time only working.

When this option is selected the Change of Work Style and Change of Work Pattern options are also automatically selected.

Note: Where a user works within a Council directorate, if options Change of Grade / Spinal Point / Salary or Change in Hours of Work / Contract Weeks / Salary are chosen the following message is displayed informing the user that they can only make the change within the hours and grade held for the agreed establishment level. Outside of these parameters the appropriate job based change wizard must be completed and approved prior to the change being made.

Change of Grade, Spinal Point or Salary

This option should be chosen if an employee who is appointed on a career grade needs to be progressed onto a higher rate of pay or if a re grade is to be made following Higher Level Manager and Nominated HR Representative approval.

When this option is selected the Change of Work Style and Change of Work Pattern options are also automatically selected.

Change of Location

Should the usual place of work for an employee be the only variation to contract required this option should be chosen. If an employee’s location of work however is not the only change to be made such as an employee moving care homes or schools then the Transfer Wizard should be used.

When this option is selected the Change of Work Style option is also automatically chosen.

Change of Appointment Status

If an employee’s appointment status changes from temporary to permanent this option should be chosen. If however the job is not of a permanent nature you will not be allowed to make the change and the employee should be transferred to a permanent job using the Transfer Wizard. Alternatively the status of the job will need to be changed firstly using the Job Based Changes section of the HR and Payroll Self-Serve Portal.

When this option is selected the Change of Work Style option is also automatically chosen.

Change of Personal Job Title

If there is the requirement to make a change to an employee personal job title where there is no change to be made to their generic job title this option should be used.

When this option is selected the Change of Work Style option is also automatically chosen.

Change of Work Pattern

Where a change to an employees work pattern is needed such as moving from a five day to a four day worker this option can be used.

When this option is selected the Change of Work Style option is also automatically chosen.

Add/Change Teacher Allowances

This option becomes available if the person logged on works at a school or within certain areas of Children and Young People’s Services. In cases where additional allowances are required to be paid it is possible to notify us of these using this window. Changes to existing allowances can also be made using this option.

Flexible Retirement

This option is only visible if the selected employee is aged 55 or over. Use this option when approval has been given and an employee is taking flexible retirement where there is to be a change in the contract of employment.

When this option is selected the Change in Hours of Work or Contract Weeks and Change of Work Pattern are also automatically chosen.

Change of Work Style

Where an employee is changing the style of which they work it is possible to record this against their appointment. Selecting either Fixed Location, Flexible, Mobile or Home as appropriate to the employee in question will update this.

Change of Politically Restricted Status

Should there be a requirement to tell us about a change to an employee’s politically restricted status it can be done using this window. Options are available for Restricted by Grade, Restricted by Post or Restricted by Grade and Post.

When this option is selected the Change of Work Style option is also automatically chosen.

3.4 Review Change Options

Mobile and Personal Email Address

This information will be pre populated using the data already held on the system. Should this information be missing or incorrect it can be added or updated. The personal email address of the employee will be used to email the employees contract of employment to them.

The review change options screen will display the change options you have selected so you can review them to ensure what you have selected to change is correct prior to continuing with the wizard.

Mobile and Personal Email Address

3.5 Extension of Temporary Change or Contract

Is this a Temporary Variation?

Where the variation to contract is for a temporary duration the Yes/No drop down should reflect this. An additional two fields will be displayed to capture Reason for Temporary and the Contract End Date on the selection of Yes.

Reason for Temporary

Select from; Fixed Term, Funding, Retraining and Redeployment or Trial Period from the drop down list. Should these options not be relevant Specific Purpose should be selected. Where specific purpose has been selected an additional field titled Specific Purpose will be displayed to capture the exact reason relating to why the appointments is temporary

Note: Where a reason has been entered into the Specific Purpose field the contents of this field will appear on the contract of employment issued to the employee.

Temporary End Date

Enter the temporary end date (i.e. last day on which employee will work). All temporary appointments must have a contract end date. If this is not yet confirmed, a contract review date should be entered. You will be notified when the date entered is approaching. You should then complete the relevant HR Self-Serve Portal wizard to notify HR to extend the contract or finish the employee’s employment.

If an employee is already subject to a temporary variation the field will be pre populated with the existing end date. This can then be overtyped with the revised/new end date.

In the case of St Leger Homes, Managers will be emailed 3 months prior to the temporary end date informing them that they need to take action regarding this contract.

3.6 Change of Grade, Spinal Point or Salary

The existing grade and spinal point that an employee is appointed on will be, by default, already populated in the Grade and Spinal points fields

Grade

Select the new grade from the pick list.

Where a wizard is being completed for a DMBC employee the grade of the job must have been changed and approved using the Change to Job Grade and / or Hours before the grade of the appointment can be completed.

St Leger Homes employee’s that are appointed on a career grade will have the options of the grades applicable to the grades covered only.

Where an employee is employed within a school, it will be possible to select any grade from the drop down list.

Spinal Point

Select the new spinal column point at which the employee will commence (only those relating to the grade selected in the previous field will be displayed).

3.7 Changes in Hours of Work or Contract Weeks

Hours

Enter the number of hours the employee will work each week. The hours worked should reflect the established hours for that job. With the exception of schools / academies, a pop up message will be displayed should you try to enter hours above the hours established for that job informing you that you will be required to complete the Change to Job Grade and / or Hours Job Based changes Wizard.

The usual hours worked by full-time council non-school based employees are 37 hrs per week.

Teachers

Teacher’s hours are based on the number of hours that they are expected to be paid.

For a full time teacher this is 32.50 hours per week (i.e. 6.50 hours per day).
A morning session is 3.50 hours and an afternoon session is 3.00 hours
A part time teacher’s paid hours would be multiples of either morning or afternoon sessions

Teacher working 2 mornings and 2 afternoons would be paid 13.00 hours per week
Teacher working 5 afternoons would be paid 15 hours per week
Teacher working 2 full days and 2 afternoons would be paid 19 hours per week

School’s full-time non-teaching staff hours are usually based on a standard 37 hours per week.

Contract Weeks

Select from the drop down list either Full time (employees who work all year) or one of the Term time (employees who do not work during school holidays) options.

Selecting the description of the number of weeks worked the system will automatically calculate the correct number of working weeks based on the length of service, grade and spinal point of the employee being appointed.

Where a job has a fixed number of contract weeks e.g. Teacher the contract weeks fields will not be displayed.

The Contract Weeks field will not be visible for St Leger Homes employees as they are all paid based on 52.1428.

3.8 Change of Location

The current location of the employee is displayed in the location field. Click here to change location should be selected if the location needs to be changed. A location search field window will then appear.

3.9 Location Search

Enter the name of the required location where the employee is based and click search. All locations meeting the criteria entered will be displayed. Selecting the required location from the list displayed will populate the location field with the new one chosen.

3.10 Change of Appointment Status

Appointment Status

Select from the drop down list the basis on which the employee is being employed, e.g. Permanent or Temporary.

3.11 Change of Personal Job Title

Personal Job Title

If the employee’s Job Title is different from the Generic Job Title, enter it into this field. For example:

Generic Job Title:Principal Officer

Personal Job Title:HR Operations Officer.

3.12 Change of Work Pattern

Work Pattern Type

Choose a Work Pattern from the following 3 options:

Fixed (same days each week)

Where an employee works the same days every week – e.g. 2 days, Mon, Tues.

Rota (varying number of days per week)

Where an employee works a different number of days each week on a rota basis – e.g. Mon, Tues week 1 and Tues, Wed, Thurs week 2. Also the Standard Schools work pattern or Term Time Only work pattern which are based on a 52 week rota.

If this option is selected another field will automatically appear named Start Week Number and this is where the week number applicable to the selected rota option should be entered.

Variable (same number of days per week)

Where an employee works the same number of days each week but these days vary from week to week – e.g. 3 days per week varying.

3.13 Work Pattern

Select the relevant work pattern from the pick-list. It is important that the correct work pattern is selected as this information is used to calculate the number of working days lost for Sickness Absence Management. If the work pattern you are looking for is not available select the If you cannot find the appropriate work pattern, please click here to perform a detailed search. option to open the Work Pattern Search.

3.14 Work Pattern Search