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UCL HUMAN RESOURCES DIVISION
UCL Departmental and Employee MyView Manual – Manager Access
(Northgate MyView Module)
Version History Date Author Description 10th May 2005 Ceri Harris V0.1 21st July 2005 Ceri Harris V0.2 10th August 2005 Martha Sampson V0.3 25th October 2005 Alan Liddell V0.4 25th March 2006 Martha Sampson V0.5 14th July 206 Alan Liddell V.06
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Contents
1 INTRODUCTION .............................................................................................................. 3
2 NAVIGATION.................................................................................................................... 3
3 EMPLOYEE DATA DIRECTORY..................................................................................... 7
3.1 Personal Details.......................................................................................................... 8
3.2 Current Appointment ................................................................................................. 9
3.3 Appointment History ................................................................................................ 10 3.3.1 Service Condition History........................................................................... 11 3.3.2 Position Status ............................................................................................ 11 3.3.3 Working Pattern History ............................................................................. 12 3.3.4 Contract Hours History ............................................................................... 12 3.3.5 Pay Grade History ....................................................................................... 13 3.3.6 Cost Code for the appointment.................................................................. 13 3.3.7 Organisation structure unit to which the appointment is attached ....... 14
4 AUTHORISING EMPLOYEE REQUESTS FOR HOLIDAY........................................... 14
4.1 Authorisation Module............................................................................................... 15
4.2 Authorising Forms.................................................................................................... 17 4.2.1 Holiday planner for the employee.............................................................. 19 4.2.2 Holiday History ............................................................................................ 19 4.2.3 Entitlement (Days) ....................................................................................... 20 4.2.4 Holiday Request .......................................................................................... 21
4.2.4.1 [Authorise]........................................................................................... 21 4.2.4.2 [Reject]................................................................................................. 22 4.2.4.3 Confirmation Message ....................................................................... 23
5 AUTHORISING A REQUEST FOR EXTRA LEAVE...................................................... 24
6 ENTERING A HOLIDAY REQUESTS FOR AN EMPLOYEE........................................ 29
7 PERSONAL DETAILS.................................................................................................... 30
8 EMPLOYEE PLANNER.................................................................................................. 33
9 EMPLOYEE APPRAISALS............................................................................................ 34
10 SICKNESS RETURNS ................................................................................................... 38
11 PRINTING....................................................................................................................... 47
12 SERVICE CONDITION INCREMENT DATES ............................................................... 48
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1 Introduction The Manager Module of MyView allows the following
• Authorisation of holiday requests from employees that report to the manager
• Enter holiday requests for employees that report to the manager but do not have access to MyView
• View appointment and costing details for employees that report to the manager
• Enter sickness notifications for employees that report to the manager • Enter appraisal details for employees that report to the manager • See limited personal and contact details for employees that report to
the manager Users should always remember that they have access to sensitive data and that they are personally responsible for ensuring that others who have not been granted access cannot view the information. This responsibility includes ensuring that computer screens are not left unattended whilst displaying personal data and that printouts or reports containing sensitive information are not left lying around near shared network printers
2 Navigation For general navigation please see the UCL Departmental and Employee MyView Manual – Employee Access manual For those employees who have access to employee data then the Manager access module option will appear on the home page. Click here for access to Manager
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Click on the [+] to expand on the employees that report to the manager
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The example below shows that Antonio Jude reports to Kim Short, the Manager To ‘roll up’ the display of employees that report to the Manager click on the [-] button.
The modules available to which the Manager has access for these employees are displayed on the right hand side. These include
• Holiday Request (see section 5) • Personal Details (see section 6) • Employee Planner (see section 7) • Employee Appraisals (see section 8) • Sickness Notifications (see section 9)
The bottom section shows all the forms (submissions) that the manager has processed.
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To see the details of an individual module for a selected employee
• Click in the box to insert a [√]. • Select the module from the right hand side.
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3 Employee Data Directory To view the Personal Details, Current Appointment and Appointment History for employees that report to the manager, click on the Manager module from the home page.
Select the employee by clicking on their name
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The following page will appear. Click on the tabs at the top to select personal details, current appointment or appointment history.
Click here to close the window Hint – To close any of these windows there will be a [Close] option at the bottom
3.1 Personal Details Click on the personal details tab
Click here to [Close] the window
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3.2 Current Appointment Click on the current appointment tab
Click here to [Close] the window
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Appointment History Click on the Appointment history tab Click on each post reference to view the details for that appointment
Click on [+] to see expanded details on the following (see sections 3.3.1 – 3.3.7 for further details) All windows are closed by using the [Close] option at the bottom of the window.
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3.3.1 Service Condition History Shows the following for the Service Condition history
• Start Date • End Date • ID of the Service Condition • Long Description of the Service Condition
3.3.2 Position Status Shows the following for the Position Status history
• Start Date • End Date • ID of the Position Status • Long Description of the Service Condition
Position status can be one of the following F – Full Time H – Honorary and Emeritus I – Irregular P – Part Time
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3.3.3 Working Pattern History Shows the following for the Position Status history
• Start Date • End Date • ID of the Work Pattern • Long Description of the Work Pattern
3.3.4 Contract Hours History Shows the following for the Contract Hours History
• Start Date • End Date • Contract Hours value (e.g. 35 hours)
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3.3.5 Pay Grade History Shows the following for the Pay grade history
• Start Date • End Date • Grade ID • Grade Description
Click on pay grade reference to view the following details
• Current spine point • Point Value - This is the basic annual salary exclusive of London
Allowance or any other contractual payments. • Point Rate - This is the hourly rate exclusive of London Allowance or
any other contractual payments. • Override Date – Where an employee does not receive the increment on
the standard date for that employee’s service condition (e.g. they may receive an increment on their employment start date anniversary then the date displayed shall be the date on which they receive their next increment. See Appendix I for details of standard dates for each service condition).
• Override Reason – The reason for why the employee receives the increment on a different date to the standard service condition increment.
3.3.6 Cost Code for the appointment Shows the following for the Pay grade history
• Cost Code • Cost Code Description
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• Employees % for the given cost code • Employers % for the given cost code
3.3.7 Organisation structure unit to which the appointment is attached
Displays the Faculty, Department or Section (Structure Unit) to which the post is attached. The highest value level number on this screen (e.g. Level number 60, Department of Physics & Astronomy) is the structure unit to which the post is attached.
4 Authorising Employee Requests for Holiday There are two ways to see forms submitted by an employee which are waiting to be approved or rejected.
• Authorisation Module • Manager Module
Only Holiday requests will be approved by the Manager. Changes to personal details will require no authorisation by the Manager. When an employee submits a request, the request will go to the Manager that they report to within the hierarchy structure. If after a period of four days this request has not been either authorised or rejected then the system will automatically reject the request.
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See below for a diagram of the authorisation chain.
Authorisation Chain
Manager
4 day timeout
Holiday Request from employee to be authorised
Holiday approved / Rejected by Manager
Reject
4.1 Authorisation Module On the Home page click on the Authorisations module
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A list of forms to be authorised is displayed. Click on the form to be authorised.
See Section 4.2 for details of how to authorise or reject a request.
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4.2 Authorising Forms After selecting a holiday form to be authorised then the following screen will appear. This screen shows
• Holiday planner for the employee • Holiday History • Entitlement (Days or Hours for part-time employees) • Holiday Request
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You must remember that annual leave for part timers is presented in hours rather than days. The screenshot below shows a part time employee with an entitlement of 105 hours, they have taken 32 hours and have 73 hours remaining.
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4.2.1 Holiday planner for the employee Shows holiday booked on the calendar Today is shown as a dark blue box
Holiday booked by the employee is shown as a maroon line within the calendar To see future or previous dates not shown on the screen use the arrow keys on the side of the calendar to navigate by Month Year
4.2.2 Holiday History Shows the history of holiday requests. These can be
• Pending (waiting for the manager to authorise) • Rejected (manager has rejected the request) • Withdrawn (employee has withdrawn the request before the manager
has either rejected or authorised the request) • Authorised (manager has authorised the request)
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4.2.3 Entitlement (Days) Shows the following
• Leave year (e.g. 01/10/2004 – 30/09/2005) • Entitlement for that leave year • Days taken • Remainder (days to be taken in this leave year)
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4.2.4 Holiday Request This is the actual holiday request. Shows the following
• Type (e.g. annual leave or days in lieu) • Date(s) of the leave requested • Reason for request (if given by the employee)
The following options exist for the manager [Back] – Go back to the previous page, e.g. list of forms to be authorised [Authorise] – Authorise the holiday request [Reject] – Reject the holiday request A note can be entered by the manager in the Authorisation/Rejection Notes if required. The note will only be seen by the employee if the request has been rejected.
4.2.4.1 [Authorise] If [Authorise] is selected the manager will be asked to ‘Are you sure you want to authorise this holiday request?’ Select the ‘OK’ option
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4.2.4.2 [Reject] If [Reject] is selected the manager will be asked to ‘Are you sure you want to reject this holiday request?’ Select the ‘OK’ option
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4.2.4.3 Confirmation Message Once the manager either [authorise] or [reject] the request, a confirmation message will be seen on the screen
Please note
• Once authorised, holiday cannot be withdrawn from MyView. This functionality will be made available in a later release. Contact the Project Office to remove any holiday that has been authorised but has/will not be taken (email [email protected]).
• The system will allow an employee to request holiday greater than their entitlement. If approved by the manager then the employee will have a negative Remainder of holiday. This is at the Managers discretion.
Types of Leave The following types of leave can be entered onto the system Types of Leave that can be booked
• Annual Leave – This reduces your annual leave entitlement • Day in Lieu (at your managers discretion) • Carers Leave • Medical Appointments • Bereavement • Leave for other domestic crisis • Unpaid leave – Your Payroll Administrator will need to be
informed. Note:
• Only annual leave will deduct days from an employees yearly entitlement.
• Full details of UCL’s policy on absence can be found on the Human Resources website at http://www.ucl.ac.uk/hr/.
• Your HR Administrator or Departmental Administrator will still need to be informed if a day is booked as unpaid so that this can be deducted from the employees salary.
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5 Authorising a request for Extra Leave Select Authorisations from your Manager Profile in MyView
You will see the name of the employee who has requested the additional days and how days they have requests. Click on the persons name
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Below you will see the employee name, request number, leave period, days brought forward, what their entitlement is, how many days that have already extra, how many they taken and what remains. The Entitlement Change field is the number of days that they are requesting this time. Click to Authorise or Reject
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Click Continue past the confirmation message
6 Authorising a Cancellation of Annual Leave Select Authorisations from your Manager Profile in MyView
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You will see the name of the employee who has requested the cancellation of leave with the leave that they wish to be cancelled Click on the persons name
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Then Authorise or Reject from the options at the foot of the screen
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7 Entering a Holiday Requests for an employee If an employee does not have access to MyView, a Manager can request and authorise the holiday on the employees behalf. This will mean that there will be a permanent record on the system of the employees holidays.
• Select the Manager Access module Select the employee by placing a tick [√ ] in the box next to their name
Select the Holiday Request module on the right hand side.
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Select the [Request holiday] option
Request holiday as normal (see document UCL Departmental and Employee MyView Manual – Manager Access (Northgate MyView Module) Even though the holiday has been requested by the Manager, you will still need to authorise the request (see section 4).
8 Personal Details To see the personal details of an employee. Select the employee by placing a tick [√ ] in the box next to their name from within the Manager Access module
Select the Personal Details module on the right hand side
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Select from the following Personal Details options
• Contact Details • Personal Details • Relationships
Personal Details can be edited as normal for the employee (see document UCL Departmental and Employee MyView Manual – Manager Access (Northgate MyView Module)
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9 Employee Planner From the Manager Access module
• Select the employees to include within the planner view by placing a [√] • Select the Planner Option
The planner shows holiday and sick details for the selected employees
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Use the following options to navigate
• [<<] Go back a year • [<] Go back a month • [>|<] Return to today’s date • [>] Go forward a month • [>>] Go forward a year
10 Employee Appraisals To enter a completed appraisal record for an employee
• Select the employees to include within the planner view by placing a [√] • Select the Employee Appraisals Option
The following screen shows the probation and appraisal history for that employee.
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Click on the [Create] option to enter an appraisal result
From the following screen
• The appraisee’s post will automatically be pulled through, unless the appraisee has more than one post, in which case you will need to select the appropriate post
• Choose [Next]
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Choose the date on which the appraisal was completed. A pop calendar will assist you to select the date
• Submit the Appraisal record for the employee
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The new appraisal record will be displayed in the employees Appraisal History. The history will also show any probation details (PROBATION6) that have been completed.
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11 Sickness Returns Important
• Once authorised, sickness cannot be withdrawn from MyView. This functionality will be available in a later release. Contact the HR Project Office to remove any sickness that has been authorised but has/will not be taken (email [email protected]).
• Sickness can only be entered retrospectively (after the event, this includes the current day). Contact the HR Project Office to add any sickness in the future (email [email protected]).
• Sickness Deadline – Sickness data must be entered into the system before or on the 8th of each month. Failure to enter in time will prevent this data being processed.
• Do NOT enter open ended sickness. Use the sickness deadline date for the end date of the sickness entry (for long term sickness you enter a new record in the following month starting from day after the sickness deadline date).
• Sickness entries can now be saved. If you are unsure of when an employee will return from their period of sickness, the form can be filled in without an end date. The form is then SAVED and not SUBMITTED. When the employee has returned to work (or at the end of the month), the form can be reopened, an end date entered and the form will then be submitted.
Other types of absence are not currently permitted to be entered. To enter a Sickness Notification record for an employee, use the Manager Summary.
• Select the employees to include within the planner view by placing a [√] • Select the Sickness Notifications Option
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To create a sickness notification select [Notify Sickness]
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Select the following • Type – Sickness • Sickness Reason • Certificate Type • Duration - is the sickness a Single day or more than one day (see
notes at the start of this section regarding open ended sickness returns)
• Any comments that are required (this is optional) Note: Sickness Category is not currently used. When all fields have been completed select the [Submit] option
Click on OK when the following message is received
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A confirmation message will be received to confirm that this has now been submitted to payroll for processing.
If you return back to the sickness summary, the sickness entry will be shown on the planner, as well as in the ‘sickness awaiting payroll processing’ area.
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To save a sickness entry eg. a member of staff telephones in sick and you are unsure when they will be returning, click on the member of staff and select ‘Sickness Notifications’ from the Modules on the right. Select ‘Notify Sickness’
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Enter the following: • Type – Sickness • Sickness Reason • Certificate Type – if known • Duration – select Single Day (this will be updated
later) • Date - enter the first date of sickness absence (this
will be updated later) Then Save the entry ready for updating at a later date (or at the end of the month)
You will receive a message asking whether you are sure you want to save the sickness notification. Click OK.
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The following Confirmation Message will be received.
The Sickness Summary will now show that in the Sickness History an entry has been entered, but that it has not yet been Notified.
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To reopen the Sickness entry to update and Notify, highlight the entry as listed in the Sickness History (you need to hover over the form number) and click.
The Saved entry will re-open and you can make amendments as necessary eg. enter or change the Certificate Type and/or change the Duration from a Single Day to More Than One Day. Once you have updated the entry click Submit
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You will receive the following message, click OK.
You will then receive a comfirmation message.
The Sickness entry has now been submitted for payroll action. To check the record, go back to the Sickness Summary and view the record.
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12 Printing For Managers, standard reports will be available though a link on the home page. This functionality is not currently available.
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13 Service Condition Increment Dates UCL has three increment conditions. Where these conditions do not apply (e.g. increment is received on start date anniversary) then these will be overwritten in the Override Date in the Pay Grade Reasons window.
• August 6 – Increment is received in August after a successful 6 month probation
• August 9 – Increment is received in August after a successful 9 month probation
• October – Increment is received in October after a successful 6 month probation
All service conditions have an Occupation Maternity Payment of 9 weeks full pay, 18 weeks half pay except for those with a Z prefix. All Service conditions with a Z prefix have an Occupational Maternity Payment of 18 weeks full pay. Service Condition Code
Service Condition Description Increment Date
ACAD Academic (9/18 OMP) October ALC 1-4 AR Admin, Library & Comp 1-4 (9/18) August 6 ALC 5-6 AR Admin, Library & Comp 5-6 (9/18
OMP) August 9
CAS & TA Casual & Teaching Assistants - CASUAL Casual - CL ACAD Clinical Academic (9/18 OMP) October CL PSYCH Clinical Psychologists (9/18 OMP) October CLIN SCI Clinical Scientist (9/18 OMP) October COMP OP Computer Operators (9/18 OMP) August 6 CRA Clerical & Related Admin (9/18 OMP) August 6 CT College Teachers (9/18 OMP) - DIET Dietitians (9/18 OMP) October EST OFF Estate Officers (9/18 OMP) August 6 HONORARY Honorary & Emeritus - MAIL SER Mail Services (9/18 OMP) - MANUAL Manual (9/18 OMP) August 6 MLA Medical Laboratory Assistant (9/18 OMP) October MLSO 3-4 Med Lab Sci Officer 3-4 (9/18 OMP) October MLSO T-2 Med Lab Sci Officer T-2 (9/18 OMP) October MTO Medical Technical Officer (9/18 OMP) October NURSE Nurses (9/18 OMP) October OCC THER Occupational Therapists (9/18 OMP) - OPT Optometrists (9/18 OMP) October OR 1-4 Other Related 1-4 (9/18 OMP) August 6 OR 5-6 Other Related 5-6 (9/18 OMP) August 9 ORTHO Orthoptists (9/18 OMP) October PENSION Pensioners -
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PGTA Postgrad Teaching Assistants (9/18 OMP)
-
PHYSIO Physiotherapists (9/18 OMP) October RADIO Radiographers (9/18 OMP) October RES Researchers (9/18 OMP) October RF TECH Royal Free Technicians (9/18 OMP) October SCI OFF Scientific Officers (9/18 OMP) October SPEECH TH Speech Therapists (9/18 OMP) October TECH Technicians (9/18 OMP) October WARDEN Wardens - Z PGTA Postgrad Teaching Assistants (18 OMP) - Z ACAD Academics (18 OMP) October Z ALC 1-4 AR Admin, Library & Comp 1-4 (18 OMP) August 6 Z ALC 5-6 AR Admin, Library & Comp 5-6 (18 OMP) August 9 Z CL ACAD Clinical Academics (18 OMP) October Z CL PSYCH Clinical Psychologists (18 OMP) October Z CLIN SCI Clinical Scientists (18 OMP) October Z COMP OP Computer Operators (18 OMP) August 6 Z CRA Clerical & Related Admin (18 OMP) August 6 Z CT College Teachers (18 OMP) - Z DIET Dietitians (18 OMP) October Z EST OFF Estate Officers (18 OMP) August 6 Z MAIL SER Mail Services (18 OMP) - Z MANUAL Manuals (18 OMP) August 6 Z MLA Medical Laboratory Assistants (18 OMP) October Z MLSO 3-4 Med Lab Sci Officers 3-4 (18 OMP) October Z MLSO T-2 Med Lab Sci Officers T -2 October Z MTO Medical Technical Officers (18 OMP) October Z NURSE Nurses (18 OMP) October Z OCC THER Occupational Therapists (18 OMP) - Z OPT Optometrists (18 OMP) October Z OR 1-4 Other Related 1-4 (18 OMP) August 6 Z OR 5-6 Other Related 5-6 (18 OMP) August 9 Z ORTHO Orthoptists (18 OMP) October Z PHYSIO Physiotherapists (18 OMP) October Z RADIO Radiographers (18 OMP) October Z RES Researchers (18 OMP) October Z RF TECH Royal Free Technicians (18 OMP) October Z SCI OFF Scientific Officers (18 OMP) October Z SPEECHTH Speech Therapists (18 OMP) October Z TECH Technicians (18 OMP) October