Bank Staff Employee Online User Guide

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1 Bank Staff Employee Online User Guide Are you using the most up to date guide? The latest versions can be found on our intranet site at the following address: 1

2 Employee Online is your one stop shop for managing your Bank contract with DCHS. Through this web portal you will be able to do a number of things: - Record your availability directly onto the system so Managers can book you onto an appropriate shift. The more availability you record the more shifts you will have available to you. - Accept or decline shifts that managers have booked you onto - View shifts that have yet to be filled and book yourself in directly - Update the hours you worked for a particular shift via online timesheets Employee Online is accessible from any PC or Laptop connected to the internet. It is also available on your mobile device. Just type in on your browser. Alternatively all DCHS PCs and Laptops have an icon for Employee Online on the desktop, allowing you to access the portal on your breaks. At present you will still need to submit a paper timesheet to Staffing Solutions within existing deadlines. This is only a temporary measure until Early 2014 when the system will automatically send the details of the shifts you have worked to Payroll once you have submitted them electronically via Employee Online or by the manager. You will be made aware when this switch takes place. Please note that Bank workers with substantive contracts with DCHS may have additional Employee Online functionality depending if Health Roster, our new e- Rostering system has been rolled out in their area. Please see the Health Roster Employee Online Guide for details on further functionality. 2

3 Log in and Changing Your Password You will receive an with your log in details and password. Your username will be your Employee Number as is on your payslip. If you have more than one post please make sure you use your Employee number and not your Assignment Number which will have a dash followed by a number added. If you have not already done so please make sure you send your address to e- rostering@dchs.nhs.uk in order to guarantee you receive these details. The first time that you log in to Employee Online it will ask you to change your password. You can change your password at any time by clicking on the Change Password button at the top of the screen. Use the Logout button to exit Employee Online when you have finished using the application. 3

4 Record your Bank Availability It is essential that you record your availability for shifts onto the system in order for managers to know that you are free to work a shift for them. By not recording your availability you will not appear on the list of available workers and therefore are less likely to be selected to work a shift. Select Bank Availability from the Left Menu This option will only be available if you are registered on the Bank. Click on the navigation arrows or use the calendar to find the date you wish to offer your availability for: 4

5 Click on the shift you are willing to work and drag it down to the date you are willing to work it on. You can customise your availability by choosing the exact times here and then dragging the shift down to the availability calendar Use the grey Unavailability option to block a day as No Bank. You can enter the length of unavailability in days and also any notes before dragging it down to the calendar eg if you are unavailable for 3 days, type 3 in the unavailability box and drag and drop into the 1 st day. This blocks the 3 days for you Custom made availability shows the times and the clock icon. Unavailability is displayed as No Bank in grey You can delete anything you have entered by clicking on Remove 5

6 View/Book Available Bank Shifts You can directly book yourself onto shifts that Managers of a unit have sent to Bank. Click on View Bank Shifts from the left menu Unfilled duties will appear at the top. Click Book next to a shift you wish to work Click on Ok to confirm booking If you subsequently need to cancel the shift you will need to contact the unit manager to remove you from the shift. 6

7 View, Confirm or Decline provisionally booked shifts Managers of a unit may select you from a list of available staff when they send their shift to bank. You then need to confirm or decline the shift in Employee Online. Click on View Bank Shifts from the left menu Click on the plus sign next to Unconfirmed Duties Any shifts you have provisionally been booked into will appear here. Click either Confirm or Decline next to the appropriate shift. 7

8 View, confirm and edit bank timesheets Once you have worked a shift you can confirm and edit your timesheet electronically. At present you will need to also complete a paper timesheet within the normal deadlines* in order to be paid for the shift. However, early 2014 will see an end to paper timesheets as the process described below will take over. Once you have submitted your electronic timesheet it will still need to be approved by the manager of the unit you worked at. They must complete this process in order for you to be paid. *Payroll deadlines for paper timesheets are as follows: Paper timesheets for 20 th -19 th of the month must be received by Staffing Solutions by 25 th of that month Click on Bank Timesheets from the left menu Make sure you read the disclaimer and then click Agree 8

9 To confirm a timesheet click on OK next to the relevant shift If you did not work the times stated click Edit next to the relevant shift to update with the times you did work. Please note this will need to be confirmed by the Unit Manager the system will automatically send it them to approve. Adjust times as appropriate and click Update Logging Out of Employee Online Use the Logout button to exit Employee Online when you have finished using the application 9

10 Useful Contacts Responsive Workforce Team For system issues Team: E-Rostering Implementation Officers: Andrew Bramley & Aimee Hatchman E-Rostering Support Officers: Lucy Lewis & Fay Harrison E-Rostering Administrator: Fay Holwell For any queries please contact Fay Holwell who manages the team diaries. Contact Number: Staffing Solutions For general queries Option 2 Change Control History Document Owner: Aimee Hatcman Version Issue Date Description Author Reviewer First draft Aimee Hatchman Rest of team, Sara Boulton 10