Employee Self-Service for schools Transfer of services to Hampshire County Council’s Integrated Business Centre

From July 2015 back office HR, finance and procurement services will be delivered via online self-service tools through the Integrated Business Centre (IBC), in partnership with Hampshire County Council What’s changing?

Oxfordshire County Council needs to make savings and is protecting front line services by taking more costs out of back office services OCC commissioned a business case for joining a partnership with Hampshire County Council and in July 2014 the county council’s cabinet decided that this partnership should go ahead The result of this decision is that Oxfordshire County Council’s back-office human resources (HR), finance and procurement services will be delivered by Hampshire County Council Why make these changes?

Hampshire County Council has set up a centre to deliver these services called the Integrated Business Centre (IBC), based in Winchester The IBC also provides back-office services to Hampshire Fire and Rescue Service, and Hampshire Constabulary The IBC

It will have an impact on all members of staff in schools that are using the new systems Significant changes to business processes and ways of working Self-service for all managers and staff, with everyone using the system from July 2015 Processes for HR, finance and procurement become more consistent across the maintained schools using these systems What this means

Key principles Staff will need to use the new online tools to –keep their personal information up to date –access their payslips Head teachers, business managers and administrators will have more access to HR, finance and purchasing tools - Information will be put directly into the system -Approvals will flow automatically according to the organisational structures -Purchasing systems will be different and schools may allow wider groups of staff to purchase

Overview of the Integrated Business Centre

The new tools Employee Self-service and ESS Lite Employee Self-service and ESS Lite Access via desktop and laptops for head teachers, business managers and administrators in schools. Mobile access to Employee Self-service Lite (ESS) for all staff The IBC Portal Access to HR, finance and purchasing functions for head teachers, business managers and administrators

Integrated Business Centre tools for staff in schools

The IBC portal Integrated Business Centre portal will be available to head teachers, business managers and administrators Access to the tools will be via your school PC/lap-top The portal will include employee self-service, HR and finance tools A work list contains all the items awaiting action On-line help and enquiry form

Employee Self-Service Employee Self-Service will be used by all staff to: change personal details view payslips send HR enquiries

Access to Employee Self-Service Lite Employee Self-Service Lite (ESS Lite) will be available to all staff at home or on the move – wherever you have access to the internet

Employee Self-Service Lite To use Employee Self-Service Lite you will need to register You will need to have the following information to hand when you register: –name –date of birth –personnel number (new personnel numbers will be issued before the system goes live) –National Insurance number 13

ESS registration You will then be asked to enter a password and a memorable word Once you tick the box at the bottom to agree to the terms of use you’ll have completed the registration process Every time you log in to ESS Lite, the system will request your personnel number, password and three letters from your memorable word (similar to on-line banking) NOTE When you’ve registered and start to use ESS Lite when it asks for your logon name this is your personnel number

Problems If you have problems registering for ESS Lite, check the following: ensure only your last name is entered in the ‘Name’ field – don’t use your full name verify your details in ESS to ensure they are correct – check your personnel number and National Insurance number re-check that your chosen password matches the necessary criteria When you have registered and start to use the IBC, please note, when it asks for your logon name this is your personnel number 15

Changing personal details Personal information can be changed by clicking on any of these tiles and then completing the form

Changing personal data The darker text shows the fields that can be changed Once changed the information will only be added to the system when you press the submit button at the bottom of the form

Changing bank details Any additional information that you need to be aware of when changing information will appear on the screen

Payslips Payslips can be viewed, printed or ed (though please note that the menu above may appear different on mobile devices)

HR enquiry The answer to your questions will about HR, pay etc. 20

Customer Interaction Centre (CIC) The Integrated Business Centre is designed to encourage self-service and this will be backed up by clear guidance and information. Where staff experience difficulties the CIC will be able to direct staff to the information they need via a single telephone number The CIC will not be able to do things for you but will signpost you to help and/or refer your query to an expert in the IBC In an emergency where staff are unable to access self service then the CIC will refer sickness absence information to the IBC If you need help registering or logging on to ESS Lite, visit: guide.htm