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 MSSElectronic recording and monitoring of sick leave through interactive ESS and MSSOutcomes:Managers and staff get an automatic calculation of leave entitlementStaff are able to book leave and view remaining entitlements via ESSManagers 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, onwardsPhase 4 – New joiner interface, e-timesheets – September 2012 onwardsPhases 2 & 3 – Electronic Leave Recording – by Dept – late April to Dec 2012Phase 1 – Introduction of MSS University-wide from early March 2012 onwardsPhase 0 – Improved ESS & e-payslips – 16 November 2011Phase 0 – ‘As is’ - Payroll go-live – 1 November 2011PEBK – demonstrate ESS
5 Electronic Leave Recording – Why? As an employer we have a duty of careWorking Time Directive requirements – minimum leave takenEnsure 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-basedInconsistent recordingConfusion about appropriate entitlementsSignificant 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 balancesRequest HolidayClose a sickness absence electronically (no paper SC1)View their own sickness datesView 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 electronicallyOpen a sickness absence electronically
8 Requesting Annual Leave Hours of leave updatedconfirmation to Member of StaffLine Manager accepts or rejects leave request using MSSRequest Workflows to Line Manager (+ )Member of Staff Requests Annual Leave (or TOIL) using ESSPE & BK
9 Annual Leave Calculation & Booking iTrent will calculate annual leave in hours based on your working pattern – provided that this is up-to-dateStaff 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 serviceYour holiday entitlement is made up ofAnnual Leave + Bank Holidays + Discretionary Days + Carry OverHoliday entitlement will be calculated in hoursSystem configuration will require the input of working patterns, which show how your contracted hours are split across the days of the working weekExamplesFull-time/Part-timeContracted HoursWorking daysMonTuesWedThursFriSatSunFull-time36.5Monday to Friday7:180:00Part-time18Monday to Wednesday6:00
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 patternHoliday 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 ESSClick on ‘Absence’ in left hand navigationClick 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 dayDates can be entered directly or you can use the calendar buttonNotes can be added if required. Eg: “It’s my son’s graduation ceremony”Clicking “Save” will trigger a notification to your managerYou will be notified of your manager’s decision via .
13 Holiday Balances Screen 2012/13 EntitlementGrade 1 to 5 = hrsGrade 6 to 9 = 292hrsSubject to: carry over, full-time, being an employee from start of holiday yearTakenThe hours that have already been taken this year, which will also include any Bank Holidays/Discretionary DaysScheduledThe 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 patternBalanceTakes account of all recorded holidays including any awaiting authorisationHolidayCurrent yearNext yearTime off in Lieu (Taken)
15 MSS- Absence CalendarCalendar is displaying a period of a month starting from today’s dateThis shows what the colours mean on the calendar belowEach employee is shown on a separate row. The squares indicating their days of work and the colours any absencesEmployee B has requested a holiday, which is awaiting authorisation, which can be seen by the asteriskAbsence 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 allThe To Do list is showing a task needs to be completedThe task is a Holiday Request from Mrs B Employee
17 MSS – Holiday Authorisation Select whether the request is to be authorised or not authorisedA reason or comment can be added which will be sent to the employeeEnter 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 holidayLogging 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
20 Reporting Sickness Absence in HR Return to Work Discussion / Interview:Line Manager checks sickness details on iTrent via MSSSickness Episode is ended on iTrentMember of Staff returns – enters return details using ESSLine Manager enters sickness details via MSSMember 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 staffClick 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 dayEnter an expected end date, which is the date you expect the employee to return to workSelect the most relevant reason from the drop down listClick 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 NoteSelect the relevant Certification TypeType in a reason from the CertificateIf you know this is the final certificate you’ll receive for this absence tick this boxEnter the start date of the fit noteEnter the end date of the fit note if appropriateClick SaveWrite 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 sicknessClick “Save”, this will trigger an notification to your manager
27 MSS – Task RedirectionSelect 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 fromEnter the date you wish workflows tasks to be redirected toSelect “Redirect All”Select who you want to redirect them to, by clicking on the magnifying glass and searching by name. Click on their nameEnter your password and click “Save”This screen will appear when you click on the “Workflow Task Redirection Link”
29 Phased implementation by Department Go LiveStep 6: Final Data Checks & Communication to Staff ( 4)Step 5: Information / Training Sessions for Line Managers and StaffStep 4: Collection, Input and Validation of Working Patterns and Leave Information ( 3)Step 3: Communication to Managers & Staff ( 2)Step 2: Information & Scoping MeetingStep 1: Confirmation to HoD of Roll-out Dates and Process ( 1)PE & BK
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