1. Information Session for Line Managers and Staff: Electronic Leave Recording using iTrent

2. Agenda Absence Recording Why? Current situation i-Trent
Holiday Booking & Authorisation
Sickness Recording
Implementation & rollout

3. Electronic Leave Recording (Phases 2 & 3): Interactive ESS & MSS
What does it involve:
Electronic calculation, booking, authorisation and recording of annual and other leave through interactive ESS and MSS
Electronic recording and monitoring of sick leave through interactive ESS and MSS
Outcomes:
Managers and staff get an automatic calculation of leave entitlement
Staff are able to book leave and view remaining entitlements via ESS
Managers able to view calendar showing attendance of all their reportees and to authorise absence requests electronically via MSS

4. iTrent Phases Phase 0 – ‘As is’ - Payroll go-live – 1 November 2011
Phase 5 – Further developments: e.g. Costing model, onwards
Phase 4 – New joiner interface, e-timesheets – September 2012 onwards
Phases 2 & 3 – Electronic Leave Recording – by Dept – late April to Dec 2012
Phase 1 – Introduction of MSS University-wide from early March 2012 onwards
Phase 0 – Improved ESS & e-payslips – 16 November 2011
Phase 0 – ‘As is’ - Payroll go-live – 1 November 2011 PE
BK – demonstrate ESS

5. Electronic Leave Recording – Why?
As an employer we have a duty of care
Working Time Directive requirements – minimum leave taken
Ensure that all required parties are aware of leave and can plan around this to deliver the required services

6. Absence Recording – Current Situation
Largely paper-based
Inconsistent recording
Confusion about appropriate entitlements
Significant time spent using the annual leave calculator

7. Electronic Absence Recording - iTrent
Employees (via Employee Self Service)
View Holiday entitlement (automatically calculated by i-Trent)
View Holiday dates: taken, scheduled and remaining balances
Request Holiday
Close a sickness absence electronically (no paper SC1)
View their own sickness dates
View calendar of colleagues (subject to set up by their manager)
Managers (via Manager Self Service)
Authorise Holiday requests (no more holiday cards & spreadsheets)
Absences all recorded and accessible electronically
Open a sickness absence electronically

8. Requesting Annual Leave
Hours of leave updated
confirmation to Member of Staff
Line Manager accepts or rejects leave request using MSS
Request Workflows to Line Manager (+ )
Member of Staff Requests Annual Leave (or TOIL) using ESS
PE & BK

9. Annual Leave Calculation & Booking
iTrent will calculate annual leave in hours based on your working pattern – provided that this is up-to-date
Staff request leave by dates (including a part-day) – iTrent will calculate the hours “lost” and take them off their total.
When requesting annual leave (or TOIL) the member of staff must request the proportion of the day that they are taking.
Line managers must check that this is correct before they authorise.

10. i-Trent Principles - Holiday
i-Trent will automatically calculate your Holiday Entitlement based upon your grade and length of service
Your holiday entitlement is made up of
Annual Leave + Bank Holidays + Discretionary Days + Carry Over
Holiday entitlement will be calculated in hours
System configuration will require the input of working patterns, which show how your contracted hours are split across the days of the working week
Examples
Full-time/Part-time
Contracted Hours
Working days
Mon
Tues
Wed
Thurs
Fri
Sat
Sun
Full-time
36.5
Monday to Friday
7:18
0:00
Part-time 18
Monday to Wednesday
6:00

11. Booking a Holiday as a Member of Staff
When booking a holiday, the system will automatically adjust your remaining holiday balance based upon your working pattern
Holiday can be booked in days or half days only.(Any requests of less should be by arrangement with your manager outside of the iTrent system, for example “can I leave an hour early next Thursday?”)
Actions:
Log into ESS
Click on ‘Absence’ in left hand navigation
Click on ‘Holiday dates’
Click on ‘New – New Holiday dates’

12. Holiday Dates Screen Select the type of absence
Full Day, Half Day or More than one day
Dates can be entered directly or you can use the calendar button
Notes can be added if required. Eg: “It’s my son’s graduation ceremony”
Clicking “Save” will trigger a notification to your manager
You will be notified of your manager’s decision via .

13. Holiday Balances Screen
2012/13 Entitlement
Grade 1 to 5 = hrs
Grade 6 to 9 = 292hrs
Subject to: carry over, full-time, being an employee from start of holiday year
Taken
The hours that have already been taken this year, which will also include any Bank Holidays/Discretionary Days
Scheduled
The hours that have been requested and authorised within the current year, which will also include any Bank Holidays/Discretionary Days, any adjusts made according to your working pattern
Balance
Takes account of all recorded holidays including any awaiting authorisation
Holiday
Current year
Next year
Time off in Lieu (Taken)

14. MSS - Home Page

15. MSS- Absence Calendar
Calendar is displaying a period of a month starting from today’s date
This shows what the colours mean on the calendar below
Each employee is shown on a separate row. The squares indicating their days of work and the colours any absences
Employee B has requested a holiday, which is awaiting authorisation, which can be seen by the asterisk
Absence Calendar has been selected for the employees A,B,C and D

16. MSS- Authorisation of Absence
Select the task by clicking the tick box and then click actions. If more than one task were listed, it would be possible to select them all
The To Do list is showing a task needs to be completed
The task is a Holiday Request from Mrs B Employee

17. MSS – Holiday Authorisation
Select whether the request is to be authorised or not authorised
A reason or comment can be added which will be sent to the employee
Enter your password and click Save, which will update the absence and trigger an notification to the employee

18. Manager Self Service – Reviewing a holiday request
You will be notified via when a member of your team requests a holiday
Logging in to Manager Self Service will provide you with the information you need to make an informed decision on whether it is appropriate to authorise or decline the requested period of absence.
Click Here for video demo of Holiday Authorisation

19. Annual Leave Booking for Academic Staff

20. Reporting Sickness Absence in HR
Return to Work Discussion / Interview:
Line Manager checks sickness details on iTrent via MSS
Sickness Episode is ended on iTrent
Member of Staff returns – enters return details using ESS
Line Manager enters sickness details via MSS
Member of Staff rings Line Manager to report sickness:
Date, reason & expected date of return (sends in MED3 if req’d)
PE & BK

21. MSS – Opening a Sickness Absence
Go into MSS:
Highlight member of staff
Click on New – Sickness Absence Details

22. MSS – Opening a sickness absence
Enter the date that the absence started.
Select whether a full day or part day
Enter an expected end date, which is the date you expect the employee to return to work
Select the most relevant reason from the drop down list
Click Save, which will trigger an to the employee’s work address with a link inviting them to close the absence on their return to work.
This screen will be displayed when you have selected the relevant employee and clicked the “Create New Sickness Absence”

23. MSS – Adding Fit Note
Select the relevant Certification Type
Type in a reason from the Certificate
If you know this is the final certificate you’ll receive for this absence tick this box
Enter the start date of the fit note
Enter the end date of the fit note if appropriate
Click Save
Write on the Fit Note to indicate that you have updated i-Trent. Send it to Payroll, in an envelope marked confidential.
This screen will be displayed when you have selected the relevant employee and sickness instance and clicked “New Fit Note Certification”

24. ESS – Ending a Sickness Absence
This absence doesn’t have an end date, click “Select”
On the return to work from a sickness absence, the employee will have an in their mailbox, with a link to ESS. After logging in and selecting “Sickness Dates” this screen will appear

25. ESS- Closing an Absence
Click Here for video demo of Closing a Sickness Absence

26. ESS – Ending a sickness absence
Enter the last day of sickness
Click “Save”, this will trigger an notification to your manager

27. MSS – Task Redirection
Select who you want the recipient of the task to be, by clicking on the magnifying glass and searching by name. Click on their name and click “Save”
By clicking on “redirect” on the task list, this screen will appear to enable you to redirect a task that has been sent to you.

28. MSS - Out of Office (Delegation)
Enter the date you wish workflows tasks to be redirected from
Enter the date you wish workflows tasks to be redirected to
Select “Redirect All”
Select who you want to redirect them to, by clicking on the magnifying glass and searching by name. Click on their name
Enter your password and click “Save”
This screen will appear when you click on the “Workflow Task Redirection Link”

29. Phased implementation by Department
Go Live
Step 6: Final Data Checks & Communication to Staff ( 4)
Step 5: Information / Training Sessions for Line Managers and Staff
Step 4: Collection, Input and Validation of Working Patterns and Leave Information ( 3)
Step 3: Communication to Managers & Staff ( 2)
Step 2: Information & Scoping Meeting
Step 1: Confirmation to HoD of Roll-out Dates and Process ( 1)
PE & BK

30. Questions?

31. For More Information on Electronic Leave Recording