Employee Options

Employee Search

On the Manager Home Page under Employee Options Section, you can find the Employee Search link. This Screen allows you to search for the Employees that are assigned to you.

How to Search for an Employee

Within the Search Option Section, click the ‘Search’ button to view a list of ALL Employees assigned to you. OR

Enter and/or select your search criteria, then you must click the ‘Search’ button which will display a list of Employee(s) reflecting your selected criteria. You can click the ‘Back’ button which will return you to your Home Page.

NOTE: You can get to the Employee Search Screen from anywhere in this System by clicking “Employee Search” from the toolbar.

How to Edit an Employee

Once you have found the Employee you were looking for, click on the Edit link. The Employee’s Home Page is displayed; we can take a closer look at Employee’s Home Page section.

NOTE: For a quicker search and edit of an employee, go to the ‘View Employee’ drop down list from the Home Page and choose your employee – This will automatically bring you to the edit screen of that employee.

Team Absence Calendar

Click on the Team Absence Calendar to display all your team’s absences for a selected time period. You also will be able to view Outstanding Leave Requests from your employees below the Team Calendar.

Online Documents

The Online Documents section provides a simple interface that allows you to store and organise your HR Policies & Procedures so that employees can access them quickly, easily and securely from a central location.

eForms

This section is only visible if your access rights have been permitted. This shows a complete list of all the forms completed to date and ones that are still pending.

Pending eForms – click on Edit to view/complete

Complete eForms – click on Download PDF to view/Print

Filters based on Date Started and/or Current Status can be applied to display only a subset of eForms based on these parameters.

Employee’s Home Page

The Employee’s Home Page provides a gateway into the Employee’s employment record. This page allows you to view the Employee’s annual leave balance, Contract and Career History, create a Leave Request and/or Absence Record and either view or edit the Employee’s personal information depending on your access rights.

Employee Links Section

This section is the Employees’ personal information that you can update for the Employee (depending on your access rights will determine if you can view/ create/edit Employee links). The links are as follows:

Throughout these links, clicking on the ‘Cancel’ button will return you to the Employee’s Home Page.

Create Personal Information Record

Click on one of the Personal Information links above, for example, Emergency Contacts
If a prompt appears for example, ‘No emergency contact details are on record, click OK
Fill in the fields
Click on ‘Save’ and this will return you to your Home page
A prompt may appear indicating that your details will be sent to HR for verification, click OK
Your (for example) Emergency Contact Record is now created; click on Emergency Contacts to see your details

NOTE: If you receive the prompt at Step 5, you will not see your changes until HR has authorised them.

Edit Personal Information Record

Click on one of the Personal Information Screens above
Amend any of the fields or fill in missing information
Click ‘Save’ button returns you to the Employee’s Home page
A prompt may appear indicating that your details will be sent to HR for verification, click OK

NOTE: If you receive the prompt at Step 4, you will not see your changes until HR has authorised them.

Contract/Career History

Under the Employee Links, click on Contract/Career History to view the employee’s Contract and Career History. The Contract tab displays the Employee’s current jobs details. The Career History tab displays any changes made to the Employee’s employment contract over the years. These two tabs are read only. You can click the ‘Back’ button which will return you to the Employee’s Home Page.

Absence Records

On this screen, you can record the Employee’s absences (for example, sickness) and/or view all the absences the employees have taken during the years. The ‘Back’ button will return you to the Employee’s Home Page.

Creating an Absence Record

Click on Create New Absence Record link under the Employee Actions table and the Create Employee Absence Record Wizard will appear:

Step 1 - Details

Type in the Start Date (or click on the calendar and select the date)
The End Date populates the same date as the Start Date, amend if necessary
Select either Full day, First or Second half of the Day for both Start/End Dates (if End Date is unknown, leave it blank)
Select the Absence Reason, for example, Medical Self Certified
Summary Details of the employee’s Contract will be displayed – If the Employee has more than one job, select the relevant Contract from the drop-down list for this absence record
In the Notes box, type in any information that you would like the Employee to be aware of
Click the ‘Next’ button

Throughout the Wizard, the ‘Cancel’ button will return you to the Employee’s Home Page.

Step 2 – Days/Hours

A summary of the Absence Record will be displayed
If the days/hours are not displayed, a message will appear; click OK then enter the days; the hours will be calculated
If it is incorrect, click ‘Previous’ button and change the details
If it is correct, click ‘Next’ button

Step 3 – Annual Leave Balance

NOTE: Your request will only be deducted from your annual leave allocation if you have selected Annual Leave as your Leave Reason.

A summary of the employee’s Annual Leave balance will be displayed

	Days	Hours
Brought Forward	0.00	0.00	Leave from the previous year (see Contract)
Leave Allocation	20.00	160.00	Annual Leave given (see Contract)
Statutory Lieu	0.0	0.00	Statutory Leave given if applicable (see Contract)
Leave Taken	10.00	80.00	Leave taken during the year (see Absence Records)
Future Leave Requested	5.00	40.00	Any pending or authorised or elevated Leave Request
Balance Before	5.00	40.00	Balance to the above
Current Leave Requested	2.00	16.00	The current Leave Request you are entering in
Balance After	3.00	24.00	What Annual Leave you have left to take during this year

NOTE: Your request will only appear under Current Leave Requested if your leave falls IN THE CURRENT LEAVE YEAR. You can view the Current Leave Year dates when creating a NEW Leave Request.

If you wish to change the Absence Record, click ‘Previous’ button (for example, a negative balance)
If you do not, click the ‘Next’ button

Step 4 – Confirmation

1. A summary of the Absence Record will be displayed

2. If you want to change the Absence Record, click ‘Previous’ button

3. If it is correct, click ‘Save’ button

Step 5 – Complete

The Absence Record details have been saved. However depending on your system access rights, a statement may appear stating changes will not take effect until approved by HR
‘Click Return’- this returns you to the Employee’s Home Page
Once HR approves your Absence Record, an email will be sent out to you, as a Manager and the employee detailing the absence record.
To view this Absence Record, see the next section.

Viewing Absence Records

On the Employee’s Home page within Absence Records, you can view the Employee’s absence record, as well as, all the other absences they have taken. To view Absence Records, do the following:

Click the ‘View Records’ button to display the default filters criteria.

Enter and/or select your search criteria then you must click ‘View Records’ button which displays a list of absences reflecting your criteria. The ‘Back’ button will return you to the Employee’s Home Page.

Editing Absence Records

Once you find the record you are looking for, click on the Edit link. The Edit Employee Absence Record Wizard appears; amended accordingly.

Deleting Absence Records

Once the Absence Record is saved, you cannot delete the Absence Record. You will need to contact the HR Department and ask one of the HR Administrators to remove the Absence Record for you. Therefore, when creating an Absence Record, go through the Wizard carefully.

Employee Details Section

This section provides a brief summary of the Employee including their name, number, key dates, job title, department and location (read only).

Annual Leave Details Section

This section displays a breakdown of the Employee’s annual leave balance (read only).

	Days	Hours
Brought Forward	0.0	0.00	Leave from the previous year
Leave Allocation	20.0	160.00	Annual Leave given per your contract(s)
Statutory Lieu	0.0	0.00	Statutory Leave given if applicable

Leave Taken	10.0	80.00	Leave taken during the year (see Absence Records)
Leave Requested	8.0	64.00	Any pending, elevated or future Leave Requests

Balance	2.0	16.00	The employee’s remaining leave

NOTE: You must be IN THE CURRENT LEAVE YEAR for it to show Leave Requested. You can view the Current Leave Year when creating a NEW Leave Request.

My Tasks

This facility enables a manager to keep track of various tasks that may be assigned to them. Incomplete/Overdue Tasks are highlighted on the Tasks Calendar and all tasks are displayed in the Task Inbox which has a similar layout to your email i.e. Inbox, Sent Items, Archive, Deleted Items.

Tasks can be created manually or are automatically created via preset triggers as defined by HR (ESS Admin)

There are two types of tasks:

1) Tasks that are reminders and can be created by a manager, employee or generated by ESS Admin (HR) for example, reminding the manager’s staff to make leave requests for summer holidays by a certain date.

2) Tasks that have an associated eForm for the Employee and/or Manager to complete electronically via MSS/ESS for example, Return to Work Interview form

Creating a Task

· Click Task Inbox

· Click New Task

· Enter Summary, Date Due, Description

· Choose Assign To

· Select the Recipient

· Notify by Email (tick if you require this)

· Save

Editing a Task

· Click on your Task Inbox

· Right click on a task to:

Open (if an eForm is attached, click Complete This Form Online)

View/Add comments

Mark As - Complete, Incomplete, Overdue

Move to Folder - Inbox, Sent Items, Archive, Deleted Items

Percentage Complete – 0%, 25%, 50%, 75%, 100%

*Note – When an open ended (no end date) Absence Record is entered for an Employee a new TASK is created for the Manager. This TASK relates to the specific Employee Absence Record and reminds the Manager to insert an end date for this record once the Employee returns to work.

Task Calendar

Incomplete/Overdue Tasks are highlighted on the Tasks Calendar and all tasks are displayed in the Task Inbox which has a similar layout to your email i.e. Inbox, Sent Items, Archive, Deleted Items.

· Clicking on the date highlighted in blue on your Task Calendar will show the required tasks to complete on that day

· Click the expand arrow to the left of the task to display details about the task, such as Current Status, Percentage Complete and Description

· Click Task Inbox to open your inbox which will display the incomplete task

· Right Click the appropriate Task to open a drop down menu

· You can either: Click Open to view details

Click View/Add Comments to view comments that may have been added

Click Mark As, to change the status of the task

Click Move to Folder, to move it to a different folder, such as Archive

Click Percentage Complete to set the % work that you have completed

Click New Task to set up a New Task

If you have more than 10 tasks in your Task Inbox, you must click the arrow pointing right along the bottom toolbar to change page to view more Tasks.

Clicking the double arrow will bring you to the last page in your Task Inbox

Once a task has been completed, it will automatically be removed from your Task Calendar

Deleting a Task

Right click on a task you wish to delete and go to ‘move to folder – deleted items’. Click on the Deleted Items and right click on the task that you have just moved and click on ‘Delete Permanently’. This will prompt “Are you sure you want to delete?” – Click Yes to delete or Click No to return to screen.

Leave Requests Section

From Employee’s Home Page, you can manage the Employee’s Leave Requests. This includes creating a Leave Request (for an Employee if required), Approving, Declining and Deleting Leave Requests and more.

Creating a Leave Request

From the Employee’s Home Page, under Employee Actions click on Create New Leave Request link, the Leave Request Wizard appears; go through the Wizard carefully:

Step 1 - Details

Type in the Start Date (or click on the calendar and select the date)
The End Date populates the same date as the Start Date, amend if necessary
Select either Full day, First or Second half of the Day for both Start/End Dates
Select a Leave Reason

NOTE: The Annual Leave reason is the only entry that deducts from the Employee’s Annual Leave Balance.

Summary Details of the employee’s Contract will be displayed – If the Employee has more than one job, select the relevant Contract from the drop-down list for this Leave Request
In the Notes box, type in any information that you would like the Employee to be aware of
Click ‘Next’ button

Throughout the Wizard, the ‘Cancel’ button returns you to the Employee’s Home Page.

IMPORTANT: If you receive a prompt indicating that you must give a minimum number of days notice, contact your Line Manager to confirm before proceeding to Step 2 – Days/Hours.

Step 2 – Days/Hours

A summary of the your Leave Request will be displayed
If the days/hours are not displayed, a message will appear click OK then enter your days; the hours will be calculated
If it is incorrect, click ‘Previous’ button and change details
If it is correct, click ‘Next’ button

Step 3 – Annual Leave Balance

NOTE: Your request will only be deducted from your annual leave allocation if you selected Annual Leave as your Leave Reason.

A breakdown of the Employee’s Annual Leave balance will be displayed

	Days	Hours
Brought Forward	0.00	0.00	Leave from the previous year (see Contract)
Leave Allocation	0.00	0.00	Annual Leave given (see Contract)
Statutory Lieu	0.0	0.00	Statutory Leave given if applicable (see Contract)

Leave Taken	0.00	0.00	Leave taken during the year (see Absence Records)
Future Leave Requested	0.00	0.00	Any pending or authorised or elevated Leave Request

Balance Before	0.00	0.00	Balance to the above

Current Leave Requested	0.00	0.00	The current Leave Request you are entering in

Balance After	0.00	0.00	The Employee’s remaining leave

NOTE: Your request will only appear under Current Leave Requested if your leave falls IN THE CURRENT LEAVE YEAR. You can view the Current Leave Year dates when creating a NEW Leave Request.

If you want to change your Leave Request, click ‘Previous’ button (for example, a negative balance)
If you do not, click ‘Next’ button

Step 4 – Confirmation

A summary of your Leave Request will be displayed
If you want to change your Leave Request, click ‘Previous’ button
If it is correct, click ‘Save’ button

Step 5 – Complete

A message states that your Leave Request has been accepted and all parties will be notified
‘Click Return’ - this returns you to the Employee’s Home page
You and the Employee will both receive an email detailing this request.

This Leave Request can be viewed under status Pending.

Viewing Leave Requests

You can view Leave Requests in two ways: all your team’s Leave Requests at once or individually by Employee.

Viewing All Your Team’s Leave Requests

On your Home page under Pending/Elevated Leave Requests, you will see all requests for your Team. Once you have created a Leave Request, the Leave Request will flow through the stages below. To learn how to manage your Leave Requests and view Leave Requests from the Team Absence Calendar, see Managing Leave Requests.

Viewing Individually by Employee

On the Employee’s Home Page within Leave Requests Section, you can view the Employee’s requests by selecting a Request Status Filter (see statuses below) then click on the View link to see the request details for each.

Leave Requests statuses are:

Pending -	Awaiting Manager to approve/decline
Elevated -	Manager’s approval outstanding – HR Administrator informed
Authorised -	Manager has approved your request
Confirmed -	Manager confirms that the Employee has taken the leave (if the employee does not take this leave – DO NOT confirm, the employee will need to Request Deletion)
Declined -	Manager has not approved your request
Deleted -	Employee has deleted the Leave Request
Deletion Requested -	Manager has Authorised then Employee request Deletion - Manager to approve Deletion

Managing Leave Requests

From your Home Page and/or the Team Absence Calendar, you can manage all Leave Requests for your Team and view the Team Calendar. You can Approve, Decline, Delete Leave Requests and more. Below we go through the stages of a Leave Request from your Home page.

To Action Pending/Elevated Leave Requests

Once you and/or an Employee have created a Leave Request, the Request will appear here in a Pending status. The Pending Leave Request will move to an Elevated status when either of the following conditions occurs:

· The number of days since the Leave Request was added exceeded the pre-determined maximum number of days configured by HR Administrator.

· The Start Date of the Leave Request less than the minimum number of days advance notice required, also pre- configured by HR Administrator.

You can action a Pending/Elevated Leave Request in one of the following three ways:

1. From the Pending/Elevated Leave Requests

To Authorise/Decline a Pending/Elevated Leave Request

1) From your Home Page, Select the relevant Leave Request from the list, Click the View Link

2) Click the ‘Authorise’ button (to approve) OR go to Step 8 to Decline

3) This will prompt ‘Are you sure you would like to authorise this leave request?’

4) Click Yes (or click No which returns you to Leave Request Details Screen)

5) This will prompt ‘The leave request has been authorised’, click OK to return to your Home Page

6) The Employee receives an email detailing this request

7) This record can now be viewed from the Employee’s Home Page under Authorised status and from the Calendar

8) Click ‘Decline’ button (to not approve)

9) This will prompt ‘Are you sure you would like to decline this leave request?’

10) Click Yes (or click No which returns to Leave Request Details Screen)

11) This will prompt ‘The leave request has been declined’ - click OK to return to your Home Page

12) The Employee receives an email detailing this request

13) This record can now be viewed from the Employee’s Home Page under Declined status and from the Calendar

The ‘OK’’ button returns to your Home Page.

NOTE: At Elevated status, the HR Administrator(s) is also informed by email.

2. From the Team Absence Calendar

Rectangular Callout: A dialog box will appear before you click on this link: You can also view and amend only Pending/Elevated Leave Requests. The Calendar displays all your team’s absences for a selected time period. In addition, you can print the Calendar by clicking on the located below the calendar and/or press Print Screen on the keyboard and paste into an email.

From your Home Page, click the Team Absence Calendar link.

You can click the ‘Back’ button on the Team Absence Calendar which will return you to your Home Page.

To View Leave Requests

Select a month and year or if you wish, you can click ‘Show/Hide Filters’ to narrow your search - then click the ‘GO’ button. This will display a list of Employees with their relevant absences for the search criteria you selected. A key is displayed below the calendar to indicate what each colour represents on the calendar and you can hover over the colour to display a summary of the Absence Episode.

To Action Leave Requests

Under Outstanding Leave Requests, the Calendar displays a list of Requests that have not yet been actioned.

1) Select the relevant Leave Request from the list

2) Click the Authorise link to approve (OR go to Step 9 to Decline)

3) Prompts ‘Are you sure you want like to authorise this leave request?’

4) Enter a comment to the Employee if you wish

5) Click Yes (or click No which will return you to Leave Request Details Screen)

6) Prompts ‘The leave request has been authorised.’, click OK to return to your Calendar

7) The Employee receives an email detailing this request

8) This action will appear on the Calendar and can now be viewed from the Employee’s Home Page in the Leave Request Section under Authorised status

9) Click Decline link to not approve

10) Prompts ‘Are you sure you want to decline this leave request?’

11) Enter a comment to the Employee if you wish

12) Click Yes (or click No which will return you to Leave Request Details Screen)

13) Prompts ‘The leave request has been declined.’, click OK to return to your Calendar

14) The Employee receives an email detailing this request

15) This action will remove this Request from the Calendar and can now be viewed from the Employee’s Home Page in the Leave Request Section under Declined status

Access the Team Absence Calendar from anywhere in the System by clicking on the toolbar.

2. From the Email

1) Open the ESS Leave Request email,

2) Click on the review this request link, the Team Absence Calendar is displayed - if the Manager Self Service Login Page appears; log in

3) Under the Outstanding Leave Request, the System ticks and highlights the relevant Leave Request from the email

4) Then follow the same Steps under To Action Leave Requests (just above) to take action

Leave Requests Awaiting Confirmation

When the End Date of the Leave Request has passed, the Leave Request will appear here. This is where you will verify that the Employee has actually taken the leave. Once you know that the Employee has taken this leave, do the following:

Select the relevant Leave Request from this list
Beside this record, Click the View Link
Click the ‘Confirm’ button (or click OK to return you to your Home Page)
This will prompt ‘Are you sure you would like to confirm this leave has taken place?’
Click Yes (or No which will return you to Leave Request Details Screen)
This will prompt ‘The leave request has been confirmed’, click OK to return to your Home Page
This action will create an Absence Record in PAMS and notes a Blue colour on the Calendar
The Employee will receive an email detailing the request

NOTE: The Leave Requests Awaiting Confirmation List shows only authorised Leave Requests.

If the employee did not take this leave; the employee will need to Request Deletion.

Leave Requests Awaiting Deletion

Once an Employee has Request Deletion of an Authorised Leave Request, the Request will appear here. You will need to delete the Leave Request as follows:

To Delete a Request Deletion,

Under Leave Requests Awaiting Deletion, select the relevant Leave Request
Click on the View link
Enter a comment to the Employee if you wish
Click Delete (or Click OK to return to your Home Page)
This will prompt ‘Are you sure you would like to delete this leave request?’
Click Yes (or No which will return you to Leave Request Details Screen)
This will prompt ‘The leave request has been deleted’, click OK to return to your Home Page
The Employee will receive an email detailing the request

This record can now be viewed on the Employee’s Home Page under Delete status, see the section “Viewing Leave Request”

To Delegate Leave Request To

You can have another Manager take care of your Employee’s Leave Requests and Absence Records if you are away for example, while you are on Holiday. To do this, do the following:

From your My Profile Screen beside the Delegate Leave Request To field, click on the drop-down arrow and select a Manager from the list then choose which screens you would like to delegate to your delegate manager. You will have the option to choose whether you want emails sent to you regarding the communication between employee and manager by ticking or unticking the checkbox. Once you are happy enough click the ‘Save’ button. An HR Administrator will also be able to delegate a Manager if you are unable to.

When the delegated Manager logs into MSS from their Home Page on the Leave Requests list, the delegated Manager’s employees will be displayed in blue with a blue underline which creates a link to this Employee’s home page. Those employees with no link are the employees that have been delegated to them (your employees).

NOTE: The delegated Managers will only be able to manage your Employee’s Leave Requests, view these Leave Requests, their Absence Records and their Training records on the Absence Team Calendar.

The delegated Managers will not have access to your Employees’ Employee Links, be able to create/edit Absence Records and/or Training records nor will your Employees appear in this Manager’s reports.

To Undelegate Leave Request To

To unassigned a Delegate Manager, do the following:

From your My Profile Screen beside the Delegate Leave Request To field, click on the drop-down arrow and select the blank entry from the list then click the ‘Save’ button. An HR Administrator will also be able to undelegate a Manager if you are unable to.

From your Home Page notice the Leave Requests listed will now only display your Employee’s in blue with a blue underline which creates a link to this Employee’s home page. The delegated Employees no longer appear.