iTrent People Manager User Guide (including Holiday requests and Redirect)

Contents Introduction ............................................................................................................................................ 1 Login ........................................................................................................................................................ 2 Screen layout .......................................................................................................................................... 2 Control Bar .............................................................................................................................................. 3 The Effective Date field ....................................................................................................................... 3 The Control Bar buttons...................................................................................................................... 3 Navigation trail.................................................................................................................................... 4 Object Pane ......................................................................................................................................... 4 Search.................................................................................................................................................. 5 Display pane ............................................................................................................................................ 6 Views ................................................................................................................................................... 6 Personal, Employment and Absence Information .............................................................................. 7 Home page .......................................................................................................................................... 8 Annual Leave Requests ........................................................................................................................... 9 The Redirect and Actions buttons..................................................................................................... 10 The Absence Calendar ...................................................................................................................... 12 Redirect my tasks .................................................................................................................................. 13 Reports .................................................................................................................................................. 15 Logout ................................................................................................................................................... 16

Introduction People Manager is a restricted level of access within iTrent which provides UWS staff with line management responsibilities, the opportunity to view a range of employment information about their staff. Human Resources maintain details in the main iTrent core application for managers and those staff (reportees) reporting to them across the organisational structure. People Manager displays current position/job information for each member of staff and displays their organisation/continuous service date. Historical employment information prior to 1st April 2012, is accessible only to staff in Human Resources. If required, this can be requested from Human Resources. With this application you will have access to view the following information for your direct reports: View the organisational start date/date of continuous employment View position/job details View occupancy details (details of any contractual fixed term end dates) View hours and basis (contractual working hours and employment status) View salary details (salary for those not currently aligned to a payscale) View grade information (details of the pay grade with minimum and maximum spinal column points) Working pattern Costing information (salary cost code and percentage allocation) View sickness absence details View and run standard management reports View holiday balances Approve holiday requests Access levels and audit trails will continue to be monitored by Human Resources on a regular basis. Data Protection The data contained in this system and its usage is subject to relevant legislation and the University’s Data Protection Policy and Procedure.

Login Go to https://employee.staff.uws.ac.uk/tlive_web Enter your User name and Password and click on Login Your username will be your UWS email address before the @ (normally this will be firstname.lastname) unless you have been allocated an alternative and your password is your existing password used currently to access the UWS ICT network.

Contact the iTrent System Administrator on [email protected] if you have any problems logging in Screen layout

Control bar Navigation trail (breadcrumb)

Object pane Display pane/ Home Page

(when you log in at first, you might see a message that your list of reportees is being generated)

Control bar – runs across the top of the page and displays your user name and the current date at the left, the Effective Date field, and control bar buttons at the right Navigation trail – displays the path you have followed to get to the current screen and can be used to move between screens, select a new one or return to the Home page Object pane – displays the organisation structure and reportees/employees whose employment details you have permission to view Display pane – displays links to reports and forms that you have access to view, and displays output for the selected reportee when a form is selected

Control Bar The Effective Date field Many additions and changes within iTrent require an Effective Date ie the date from which the addition or change takes effect within the system. This field also allows managers to view details ‘as at’ the date set in the field – for example, if you want to view an employee’s Position Details as they were a few months ago, you would : select the employee in the Object Pane; select the Position Details option (under Employment Information) in the Display pane; set the appropriate date in the Effective Date field When entering dates in the Effective Date field, the following apply : you do not need to enter slashes you must enter numbers (iTrent will not recognise Feb as a month) if you enter only the number 22 (and hit Enter), iTrent will assume this is for the current month and year and will complete the rest of the date for you if you enter 2202, iTrent will assume this is for the current year and will complete the rest of the date for you if you enter 220212, iTrent will assume this is in the current century and will complete the rest of the date for you if you enter the letter T, iTrent will assume you want to use today’s date if you want to use a date from a previous century, you must enter the full date including the year double-click on the Effective Date field to open a calendar The Control Bar buttons

Full view

New View

your Self Service

Help

Exit

New View – allows managers to open new ‘Display Pane’ areas (up to a maximum of 6) – this makes it possible to view several items of data from different areas of iTrent at the same time without replacing the original view Full View – expands the ‘Display Pane’ to fill the whole desktop – this is useful when viewing the larger forms available in iTrent – select the button again to switch back to normal view Help – opens a standard Contents – Index – Search Help window Self Service – opens the manager’s Employee Self Service information in a new window Exit – logs you out of iTrent – you will be asked to confirm this action

Navigation trail On log in, the Navigation trail displays a Home button and the Organisation (UWS) Select the People icon at the top of the Object pane A Reporting step is added to the Navigation trail and a list of employees for two levels is displayed (ie you will see your direct reportees and their reportees, if any) Object Pane The Object Pane displays a section of the iTrent Organisation structure. This is a dynamic diagram of the structure of UWS within the iTrent system (note that this may differ slightly from the actual UWS structure). The Organisation structure is read only and is created and edited by Human Resources. Click on the People icon, then click on the plus icons + at the left to expand each level You will see two levels of reportees, ie the people who report directly to you, and the people who report to any of them (if any) The Organisation structure elements here are : Organisation – the top level of the structure Contract – represents an employee

The Positions tick box and the Views drop down list on the Object pane allow you to view the Organisation structure in various formats

This example is a Semi-hierarchical view, which includes Positions and Posts Unit – a department or division Post – a job type or category Position – represents an actual job – a blue chair is a “filled position” Select a reportee in the Object Pane, and select a form on the Display Pane – the relevant information for the selected reportee is displayed in the Display Pane

Search If you select People Search from the Views drop down list (or sometimes if you select a link before selecting a person) you will see a Search in the Object pane Enter search criteria and select the attribute to search on (eg Surname, Forename) Click the magnifying glass – iTrent will search for records which start with your search text Clicking on the magnifying glass without entering search criteria returns all results – you will be asked to confirm that you want to search for everything To add additional criteria to your search, click on the + button beside the magnifying glass Click on a column heading to sort Search results Select an employee from the search results then select an option from the Display pane – the employee name and the selected option are added to the Navigation trail

Click on a section of the Navigation trail to move back to that screen Click on Organisation to clear the trail and return to the Home Page

Display pane The Display pane (on the right side of the screen) displays the details of the selected record or form – note that the information on these screens is read only

Click on the Home button to display the home page (the full list of options) in the Display pane Views

New View

If you want to view another screen but do not want to lose the screen you are currently working on, click on New View

Additional tabs appear at the bottom right of the screen and you can move between these “Views” You can view different information about different employees on each View Note – you can have a maximum of 6 Views open at the same time

Views

Personal, Employment and Absence Information Select the People icon, select an employee from the list and then select one of the Personal Information, Employment Information or Absence Information links in the Display pane The information is displayed for the selected employee :

You can select another employee from the list on the left to view their information The Home icon at the bottom of each screen will return you to your list of options The process for viewing Employment Information and Absence Information is the same – select a member of staff then select an option – the information will be displayed on the Display pane on the right of the screen Note – you need to confirm the Effective Date for some of the Employment Information options

Home page You can return to the Home Page at any time by clicking on the Home button at the left of the navigation trail or the home icon which is available on most record and form screens The options on the left of the Home page are as follows : Bookmarks are quick links to pages – all of the bookmarks that you will need are available through the Links section so Bookmarks are not required Links work in the same way as Bookmarks but are linked to a security profile – they are defined by the System Administrator so managers with the same security profile have access to the same Links (these cannot be edited by the user)

Out of office lists your reportees who have been identified in iTrent as being out of the office and have a recorded absence (such as maternity leave/annual leave) – you can select the period you wish to view To do list details any tasks that require your attention, including holiday requests and Workflow tasks that have been assigned to you – you will see a number in the bracket if you have any tasks Processes displays any background processes that have been completed in the last 24 hours, such as Reports, high level structure changes, Absence and Payroll calculations Messages displays any current System alert or Message of the day – these are entered by a System Administrator User settings have been set up by the system administrator and you have permission to change the number of reportees you can view – this is currently configured to display two levels

To change the number of levels, select User settings, scroll down to the People Manager section at the bottom, enter the number of reporting levels you want to view and click Save

Annual Leave Requests

If one of your reportees submits a new annual leave request, or cancels an approved annual leave request through Employee Self Service, you will receive an email :

click on Log-in to access People Manager - you will be asked to log in

Once logged in, select your To do list – the holiday request will be listed as a Task :

Click on the body of the task to view the holiday request details

The Redirect and Actions buttons

if you select the tick box, two additional buttons appear – Redirect and Actions

the Actions button allows you to change the Authorisation status of the request with one click – note that if you do not authorise the request, there is no option to add Notes

the Redirect button allows you to redirect the annual leave request to another user of the system - click on the magnifying glass to search for the Recipient then click on Save – you will see a message confirming that the task has been redirected and it will be removed from your To do list

If you click on the body of the task in your To do list, you can view the details of the holiday request :

details of the holiday request are displayed at the top of the screen

holiday requests are displayed in the left hand pane

select an Authorisation status of Authorised or Not Authorised

expand the Holiday balances section to view the reportee’s annual leave entitlement

you can enter a Reason if you are not authorising the request click Save to submit your changes

When you click Save : the reportee who submitted the holiday request will receive an email with your Authorisation status and any notes that you added in the Reason field you will see a Task(s) authorised confirmation message – a list of other authorised tasks is displayed in the left hand pane

From here, you can click on the Home button at the bottom of the screen or at the top left, or Log out if you have no other tasks to complete

The Absence Calendar At any given time, you may wish to view all recorded absences for your reportees in a calendar format (see User Settings on page 8 to change the number of reporting levels that are visible). You can view these absences on an individual basis or view all of them at the same time. The calendar will display all absences which are recorded in iTrent. Select Organisation: UWS if required; click on the People icon and select Views – People search Click on the magnifying glass and click OK to confirm that you want to search for everything – this will produce a list of all of your reportees

you can click on Select all to view details for all of your reportees, or you can use the Ctrl key to select specific individuals select Absence Calendar on the Links page

you can select Full view

you can specify the Display period you wish to view

expand the Calendar colour options to view the colour key

hover on a calendar entry to view details, or click for additional options

Redirect my tasks There is a Redirect my tasks option under the Absence Information section on the Links page – this allows you to redirect particular tasks to particular people for a specified length of time, for example if you are going on annual leave

select a Start date (and End date if required)

select a Process type – if you select Task processes, you also need to select a Process

select a person to Redirect to, enter your Password and click Save

You will see a message confirming that your changes have been saved To change or cancel a redirect, select the Redirect my tasks option on the Links page

select the Redirect from the list on the left hand pane

select Save to save any changes, Delete to cancel the Redirect or New to create a new one

Reports The process of running and downloading a report in iTrent is the same for each type of report. Select one of the Reports options from the Display Pane eg Run Absence Report – you will be asked to select a specific report from the Object pane on the left (eg Absence Summary, as shown in the example below) and enter the required information in the Display pane before clicking Run Some information is entered by default but can be edited Note that the blue fields are mandatory and must contain an entry

Some reports can be run for an Employee, or for the Unit (ie all of your reportees)

Select a report from the Object Pane

Select specific information for the report, such as to and from dates

Click Run to run the report

You will see a message confirming that the report is running, and a further message to confirm when the report is completed

You can click on the link in this message to view the Report screen Or you can select the Report from the Processes option on your home page

You can view reports produced at different times by selecting options from the ‘View output from’ drop down list at the top of the screen

On the Report screen, click the Download button – you will be given the option to Open or Save the report It is good practice to delete reports that are no longer required – on the report screen, tick the Delete box at the right hand side beside reports which are no longer required, then click the Delete button on the Display pane (above the home button) The People and Structure reports are run in much the same way – note that you will be asked to confirm the Effective Date for these reports Logout When you are finished, click on Log off at the top right hand corner of the screen – you will see this message:

Click OK – you will be logged out of the system and can close your browser as normal