Store Manager guide to using MyHR

Transcription

1 Food Retail Stores Store Manager guide to using MyHR (Full version) MyHR Guide for SMs (Full version) v0.

2 In a nutshell Content Welcome to MyHR What is MyHR? Navigating MyHR Understanding the MyHR Hierarchy New Starters External new starters Team Managers External new starters Team Leaders and CTMs Movers Transferring a colleague out of your store Transferring a colleague in of your store Secondments and stepping up Contractual Changes Working hours and pay Managing salary Contractual change approvals Absence and Time Absence and time overview Leavers Processing PILON payments Processing Leavers Leaver checklist Dashboard & Delegation Viewing the Personal Information Dashboard Delegation More information and support What ifs 2

3 Welcome to MyHR What s it all about? MyHR is a cloud based HR system which will hold all of your HR data in one secure place, making it easily accessible for you and your colleagues. What do you mean by cloud based? The cloud is just a network of servers that will store and allow us to access our data in a secure environment. If you ve ever used Facebook or similar, you re already using the cloud, you just might not have realised it. What s good about the cloud is that we ll get regular MyHR updates, meaning that we will always be up to speed on the latest version - just like when your phone has an update. So, what does this mean for me? It means that as a colleague you ll be able to view your payslips online, update your own personal information and bank details in just a few clicks. As a manager you ll be able to view and manage your own and your team s HR employment information online. It will allow you to complete tasks like transferring colleagues and processing new starters and leavers. Sounds great, what next? In this guide you ll find the key information you need to access the system and complete the manager tasks step-by-step. There is a separate colleague guide to show you how to access your payslip and update your personal details. 3

4 Navigating MyHR How do I access MyHR? You can access MyHR by typing myhr.coop.co.uk in to your laptop or ipad browser and logging on with your username (employee number) and password You can also use this link to access MyHR from your personal SMART phone, laptop, tablet or PC Your Homepage Let s start by explaining some of the icons you ll see on the MyHR Homepage: The About Me section is where you ll spend most of your time as a colleague; you ll find information such as personal details, your payslip and emergency contact information. You ll find step-by-step guidance for completing colleague tasks in the Your Guide to MyHR Colleague guide. My Team is where you ll manage your colleague s employment information i.e. transfers, location, salary changes, work hours etc. The Tools section is where you ll find the dashboards as well as approval requests and checklists. Use this star icon on your toolbar to add frequently used pages to your favourites so they re only a click away. To do this navigate to the page you d like to save as a favourite, click on the Star Icon from the toolbar, click Add to Favourites, click Save and Close. This takes you to your homepage Notifies of any tasks You log out by clicking on the arrow and selecting log out 4

5 Understanding the MyHR Hierarchy It s important that you understand how the MyHR hierarchy is built so that you re able to move colleagues to new roles and update their information. MyHR is built up of six levels: Enterprise This is the top level of the hierarchy. Our Enterprise is called Co-operative Group (CWS) Ltd. Legal Entity Division The Legal Entity refers to the registered company that employs the colleagues. Our Legal Entities are either Co-operative Group, CSFMS or The Co-operative Pensioner. Division is the first level that starts to divide down the separate areas of our business, examples of divisions are Retail Division, Consumer Services, CSFMS, Corporate Functions and General Insurance. Sub Division Sub Division breaks the Divisions down further, for example Retail Division break downs into options like Retail operations Stores RT. Business Unit A Business Unit refers to your region and area. Retail operation Store PT breakdown to options like Food Stores South Region 1 Area 1. Department Department is the lowest level of the structure and is what you and your colleagues are assigned to. It s also what your Cost Centre is assigned to. MyHR terminology There are some phrases that are standard in the system. Below are some examples: Location Refers to a physical address i.e. store, depot, branch or office. Position Each store has a number of positions, specific to that store. They re Store Manager, Team Manager, Team Leader, CTM and MCC Store Manager. Job A generic role, which is independent of any single organisation and therefore common across the Enterprise Job Family A group of jobs that have different but related functions, qualifications and titles Workers - Refers to colleagues. 5

6 External New Starters Team Managers When you recruit an external new starter there are some steps in the system you need to action so that an employee record is created for them in MyHR. If these actions are not completed, the new starter won t be able to log into MyHR and provide their bank details which will affect their pay. They ll also not appear in TARA. Follow the steps below to check your new starter s details and create their MyHR record: 1. You ll have received a notification by telling you that the new starter is ready to be set up in MyHR. You must action this within 7 days of receiving the Log into MyHR and click on the notification icon from your homepage. Select the notification for Imported Candidate from the list 3. When the notification is open you ll see some information about your new starter. To continue select Process as Pending Worker. If the notification fails to open this may be because your pop-ups are blocked on your computer. If you see this icon at the top of your screen click on it and select always allow. This will unblock the pop-up and allow you to see your notification. Some pop-ups may also open behind the window you are working in. 4. You ll see that most of the information is already populated from My.Recruit. Review these details and amend where applicable. Use the drop downs to select the missing information in the following fields, Worker Type, Gender and National ID Type 5. Click Next when you re ready to progress to the next page 6. On the next page review the Personal Information screen. Amend any incorrect information, then click Next Note: If the colleague s details already exist in MyHR because they ve worked for us before a screen will appear giving suggestions of previous colleague s records. You don t need to select any of these - just click continue to move on to the next section 7. You ll now see the Person Profile page. You don't need to do anything on this page. Click Next to continue 8. The Employment Information screen will now be displayed. Review the information and fill in the following 9. Add in a Project End Date if the colleague is temporary. If they re permanent you can leave this blank 10. Use the drop-downs to select if the new starter is Regular or Temporary 11. Select No in the Working as a Manager field as Team Manager won t have direct reports in MyHR 12. The Working Hours will automatically populate as full-time. You ll need to amend this field if the colleague is employed on a part-time basis. 13. Use the drop-down to select the Co-operative group from the Tax Reporting Unit 14. Select the icon under the Tax Reporting Unit and select Food 15. Select Next to move to the compensation screen 16. Check the salary to ensure it s correct. Click Next to continue 17. The review page is now displayed. Complete a final review of the information and select Submit 18. Click Yes to confirm your submission. You ve almost finished. Move to the next page of the guide to convert the new starter to an active worker... 6

7 External New Starters continued Converting the new starter to an active worker: 1. From your homepage select My Team and then New Person 2. Click on the Pending Worker tab 3. Select the new employee s record, select Convert from the drop-down and select Quick Convert 4. Click OK. You ve now finished. When you ve quick converted the colleague they ll disappear from your MyHR system and reappear on their start date. When your colleague s start date arrives they ll receive their username and password. When they join your team encourage them to log on to the system and enter their bank and emergency contact details. They ll need to do this as soon as possible to ensure they get paid. Tips, tricks and more If you don t convert the new starter they will not appear in MyHR or TARA, they also won t receive their username and password to provide back details. The process for new Team Leaders and CTMs is slightly different, see the next page for more information. 7

8 External New Starters Team Leaders & CTMs If you are recruiting a new Team Manager you ll find this process in the full version of the manager guide. If you have an external new starter joining your team as a Team Leader, CTM or Post Office colleague you ll need to follow the steps below. Team Leaders & CTMs 1. You will complete the interview and collect Eligibility to work (ETW) and new starter details of the successful candidate 2. You will complete the Direct Hire Webform on the intranet and send the ETW to HR Shared Services at etw@coop.co.uk. 3. HR Shared Services will send an to you letting you know that ETW has been approved or rejected Important - The start date must be on or after 7 calendar days from the point of verbal offer 4. When HR Shared Services receive the Direct Hire Intranet form they will match up the ETW and create an employee record in MyHR 5. The new starter will then receive an e-offer by secure to accept 6. Once the colleague has started at the Co-op they will receive an with their username and password they need to log in to MyHR and complete their bank details and emergency contact details as soon as possible 7. You can log in to MyHR to check that the new starter has appeared from their start date. You ll see them by clicking on My Team and then Team Details 8. The colleague will appear on TARA. You ll need to enter their primary jobs, maximum hours and availability directly into TARA. 8

9 Movers Transferring a colleague out of your store When a colleague moves from your team into a new team, as the current manager you need to share their information and transfer them to the new manager. You ll need to share the colleague s information and then change the name of the manager, by following the steps below: Sharing the colleague s information 1. From the homepage select My Team, then Team Details 2. You ll now see all colleagues who report into you. Identify the leaver and click on the orange arrow to the right of their name 3. From the drop-down select Personal and Employment and select Information Sharing 4. Click on Share Information 5. Click on the arrow in the recipient field, select Search 6. Enter the name of the new manager (surname, first name) into the Name field and click Search. From the list displayed, select the correct name and click OK. 7. Scroll back up to the top of the page, select Next and then Submit. You then need to change their line manager by following the steps below: Change of manager 1. From the homepage select My Team, then Team Details 2. You ll now see all colleagues who report into you. Identify the colleague transferring out and click on the orange arrow to the right of their name 3. From the drop-down select Personal and Employment and select Change Manager 4. Using the calendar icon select the Change Manager Date 5. Use the drop-down to select a Change Manager Reason (i.e. Change to Supervisor) 6. Under the Manager Details section locate the current manager name (your name), click on the arrow next to the name and select Search 7. Enter the name of the new manager (surname, first name) into the Name field and click Search 8. From the list of managers displayed, select the correct one and click OK 9. Scroll back up to the top of the page and select Review to double check the changes you re about to make. If they re correct, select Submit.. Tips, tricks and more To find the name of a manager quickly, you can start typing their name directly into the field (surname, first name), instead of clicking the search arrow. All changes MUST be effective of a Sunday so that they are fed through to TARA correctly. 9

10 Movers Transferring a colleague into you store & promoting a colleague When you recruit an internal colleague into your team their details will be sent to you by their previous manager on MyHR. You ll also get a notification letting you know they re in the system. You now need to update their employment information. You ll also complete these steps to promote a colleague within your store. To transfer the colleague in complete the steps below: 1. From the homepage select My Team then Team Details 2. You ll now see all colleagues who report into you. Identify the new starter and click on the orange arrow to the right of their name 3. From the drop-down select Personal and Employment and select Transfer 4. Using the calendar icon select the Transfer Date (this MUST be effective from a Sunday) 5. Use the drop-down to select a Transfer Reason. For promotions select Career Progression 6. To find the colleague s new Business Unit click on the search arrow and select Search. Type Food Stores to the business unit and select Search. This will display the Food regions and areas. Select the correct business unit from the list and select OK 7. You now need to find the colleague s Position IMPORTANT Each store has it s own unique set of positions, only applicable to that store. You therefore need to find the colleague s new position even if they re remaining in the same role i.e. a Store Manager moving between stores. To do this click on the search arrow in the Position field and select Search 8. Click on Advanced Search and type the store name into the department field and select Search. 9. You ll see a number of positions displayed for the store (Store Manager to CTM), select the relevant position and click OK 10. Enter the Working Hours. When you ve finished select Next 11. Select the Salary Type (Annual for Team Managers or Hourly Rate-39 for Team Leaders and CTMs) 12. Enter the new agreed salary or hourly rate for the new colleagues into the New Salary field Salary Calculator - Only use this for Team Managers who are part-time. You ll need to use this to work out their actual salary for the hours they re working. Click on the calculator next to the Adjustment Percentage field. Type in the full-time equivalent (FTE) into the Annualized Full-time Salary field. The calculator will then work out the new salary based on the hours of work you entered on the previous page. Click OK 13. Scroll back up to the top and select Next. You don t need do anything on this page, select Next 14. Review the information you ve changed and click Submit 15. This has now been sent to your line manager for approval. Changes won t appear in MyHR or TARA until they ve been approved. 10 Tips, tricks and more You ll need to enter their primary jobs, maximum hours and availability directly into TARA.

11 Movers Secondments and stepping up Stepping Up Is when a colleague takes on additional responsibilities within a team for a short period of time, at the same or higher level whilst continuing in their current role. Any amounts for stepping upwill continue to be managed on TARA by your Area Manager/LSRM. Secondment Is when a colleague makes a temporary move for a defined period of time to another role. The MyHR system steps for a secondment are managed by the HR Shared Services. They ll set up the secondment, extend where applicable, and end it when the secondment concludes. As a Store Manager you need to complete the steps below to process the secondment. Secondments into Team Manager roles 1. AM/LRSM will get authorisation to recruit and follow the recruitment process for internal vacancies in My.Recruit 2. You or your AM/LSRM will complete interviews and AM/LSRM will update My.Recruit with the outcomes 3. You or your AM/LSRM will agree secondment details with the colleague 4. HR Shared Services will process the secondment on MyHR including allowances and send a confirmation to your AM/LSRM and the colleague 5. One month before the end of the secondment you will be contacted by HR Shared Services to confirm the ending of the secondment 6. If the secondment is to be extended or the colleague is made permanent in the role you will need get authorisation to recruit and a new requisition needs to be raised in My.Recruit by the AM/LSRM 7. HR Shared Services will complete the extension or return the colleague to their home role and remove the allowance if the secondment is ending. Remember Any salary changes for Team Managers will need to be discussed with your Area Manager/LSRM and the relevant approval given. Secondments into Team Leader and CTM roles 1. You will need get authorisation to recruit. You will then complete the interviews 2. You will fill out the existing secondment form, found on the intranet which includes the secondment details 3. HR Shared Services will process the secondment in MyHR including allowances (you do not need to make any changes in MyHR, HR Shared Services will do this for you) 4. One month before the end of the secondment you will be contacted by HR Shared Services to confirm the ending of the secondment 5. If the secondment is to be extended you will need to get authorisation and inform HR Shared Services 6. HR Shared Services will complete the extension or return the colleague to the home role and remove the allowance if the secondment is ending. 11

12 Contractual Changes Working hours and pay changes When a Team Leader or CTM changes their working hours you need to follow the step below: To do this, follow the steps below: 1. From the homepage select My Team then Team Details 2. You ll now see all colleagues who report into you. Identify the colleague with the change of working hours and click on the Orange Arrow to the right of their name 3. From the drop-down select Personal and Employment and select Change Working Hours 4. Using the calendar icon select the Change in working hours effective date (this must be effective from a Sunday so that changes are fed into TARA correctly) 5. Go to the Working Hours details section 6. Enter the new number of hours in the Working Hours field 7. Scroll back up to the top of the page and click Next 8. You will be taken to the Compensation Details page. You can skip this screen by clicking Next When a Team Manager changes their working hour you need to follow the steps below: 1. Follow steps 1 7 above 2. As the Team Manager has now changed the amount of hours they will be working, you ll need to update their actual salary so it s pro rated to reflect the colleague s working hours. To do this click on the calculator next to the Adjustment Percentage field. 3. Enter the full time equivalent (FTE) salary in to the Annualized Full Time Salary field and click OK. The system will then calculate the actual salary for you 4. Scroll back up to the top of the page and click Next and then Submit 5. This has now been sent to your manager for approval. Changes won t appear in MyHR until they have been approved. Tips, tricks and more It s best practice not to future date changes too far in advance as this can stop you being able to make other contractual changes. All changes MUST be effective from a Sunday so that they re fed through to TARA correctly. Change won t appear in MyHR or TARA until they ve been approved by your manager. 12

13 Contractual Changes Managing Salary Changes Only use this process if you re changing the colleague s salary and they re staying in their current role and location. If you re changing their salary as part of a move to another store or role use the Transferring a colleague in process. Remember you need to have gained the relevant approval for any out-of-cycle salary changes before you process them in MyHR. To make the salary change follow the steps below: 1. From the homepage select My Team then Team Details 2. You ll now see all colleagues who report into you. Identify the colleague with the change of salary and click on the orange arrow to the right of their name 3. From the drop-down select Compensation and select Change Salary 4. From the drop-down select an Action Reason 5. Select a Salary Basis for a Store Manager select Annual Salary 6. For full-time colleague enter the New Salary. If the colleague works part-time hours you need to use the salary calculator (information below) to pro rate the colleague s salary to reflect their working hours. Make you double check that the amount you re entering is correct. 7. Click Continue 8. Click Submit 9. Click Yes on the pop-up message 10. Click OK on the pop-up message This has now been sent to your manager for approval. Salary calculator Next to the salary adjustment field you ll see a calculator icon; by clicking on this you can add the annualised salary (full-time equivalent). The system will then calculate the actual salary for part-time colleagues. 1. Click on the calculator icon 2. Add the full-time salary into the Annualised Salary field and select OK Tips, tricks and more You can also use the percentage field in this section to increase salary by a percentage (i.e. apply a 5% increase in salary). Salary is displayed with four decimal places. You still need to get approval for any out-of-cycle salary changes. 13

14 Absence and Overtime You ll continue to record any absences and overtime through TARA. Some examples of these can be found below; Managing sickness Holidays Paid/unpaid leave Overtime entry The following absences will continue to be managed via HR Shared Services from an intranet web form (found on the HR Shared Service intranet pages); Career break Paternity Maternity Shared parental leave Adoption leave Manual corrections All allowances will continue to be process in the current way. Tips, tricks and more It s important to ensure that whilst work patterns need to be maintained in TARA, any chances to the total contractual working hours should be made in MyHR, see page 14 of this guide. Colleagues shouldn't book holidays in MyHR. Any holiday requests received in MyHR should be rejected by the manager as these will continue to be processed in TARA. 14

15 Leavers Processing PILON payments PILON (Pay in Lieu of Notice) is a payment that is made to a colleague if their employment has been terminated and they re not required to work their notice period. If this situation occurs you ll calculate the colleague s PILON entitlement and enter it into MyHR so that the colleague receives the correct payment. A colleague receives a week s pay for every year they re entitled to. PILON entitlement for all store colleagues is as follows: If a colleague is in their probationary period, 1 week is entered into MyHR If a colleague is outside of their probationary period and has 4 or less years service, 4 weeks is entered in MyHR. If the colleague s length of service is over 4 years, the number of weeks increases by 1 for each additional years service, up to a maximum of 12 years (e.g. if a colleague has 6 year s service you d enter 6 weeks into MyHR). Before you can work out the colleague s entitlement you ll need to check MyHR for their length of service. To do this follow the steps below: 1. From your homepage select My Team and then Team Details 2. Click on the name of the relevant colleague (this will be highlighted blue) 3. You ll now see the colleague s Employment Information which includes their hire date 4. Click Done when you ve finished. Once you know the colleague s entitlement you re able to enter this into the system using the steps below: 1. From the homepage select My Team and then Team Details 2. Click on the orange arrow icon next to the relevant colleague s name 3. Click on Compensation and then Manage Compensation 4. Click on Award Compensation 5. Select Additional Payments from the Plan drop-down 6. Select PILON from the Type drop-down 7. You ll now be asked for the Number of weeks entitlement 8. Select OK 9. When you ve finished click on Continue 10. Review the information you ve entered and click Submit. 15

16 Leavers Processing leavers If a colleague has given you their notice or you ve terminated a colleague s contract of employment you need to process them as a leaver in MyHR. Follow the steps below to do this: 1. From the homepage select My Team 2. From the dropdown select Team Details 3. You ll now see all colleagues who report into you. Identify the leaver and click on the Orange arrow to the right of their name 4. From the drop-down select Personal and Employment and then Terminate 5. In the Action field select Termination. Use the drop-down in the reason field to select a reason for the termination 6. Using the calendar icons select the Notification date and Termination date 7. Choose to Revoke Access Immediately or on the termination date 8. Select Yes or No in the Recommended for Rehire field 9. When you ve finished click on Review and then Submit 10. You ll now see a pop-up. Select Immediately, then click yes 11. Click on OK to return to the homepage. Tips, tricks and more Make sure there are no future dated changes such as salary changes, transfers, work hours changes outstanding as you will not be able to process the leaver. If there are any outstanding, contact HR Shared Services to get these removed. 16

17 Leavers Leaver Checklist When you ve processed a leaver on MyHR you need to complete the leaver checklist to ensure all actions have taken place. To do this follow the steps below; 1. From the homepage select My Team, then Team Details 2. You ll now see all colleagues who report into you. Identify the leaver and click on the orange arrow to the right of their name 3. From the drop-down select Manage Allocated Checklists 4. Click on the name of the off-boarding checklist you d like to open. This will allow you to see the checklist details. Select Edit at the top of the page 5. You ll see that there s a list of tasks that you need to complete at the bottom of the page. Click on the icon next to the first task (you may need to scroll to the right) 6. In the pop-up window update the Status drop-down to Complete when you ve completed the task. Use the calendar icon to enter the Action Start Date and End Date that you complete this task 7. When you ve finished, select OK 8. Repeat this process until you ve completed all of the tasks in the off-boarding checklist, then click Submit 9. Click Yes 10. Click OK. 17

18 Dashboards & Delegation Viewing the Personal Detail Dashboard You can view a colleague s personal contact details such as address and phone number in your dashboard. To view your personal details dashboard follow the steps below: 1. From the homepage select My Team 2. Click on Team Details 3. Click on the Team Contacts icon on the left hand side 4. Enter your employee number into the field and search 5. This will now bring up the personal details for your direct team members. you'll see things like employee number, name, address and phone number. Tips, tricks and more You must enter your employee number and not the employee number of the colleague whose details you are looking for. 18

19 Dashboards & Delegation Delegation for Store Manager It is your responsibility as the Store Manager to do MyHR activity, and your Team Manager won t be able to do any team changes in the system. However there may be times when you are away from work for a period of time and something needs processing in MyHR. Be planned with any MyHR activity which will need to be done while you re away. For example, if you have a new starter or have colleague transfers to process, you ll need to action these in MyHR before you go. These activities can be future-dated, making it easier for you to get prepared If one of your team unexpectedly leaves the Co-op while you are away, your Team Manager will be able to action this on your behalf by calling HR Services on If anything else urgent needs to be actioned while you are away, your Area Manager or Large Store Regional Manager will be able to action this on your behalf, although these activities should be kept to a minimum where possible. Remember, you shouldn t share your MyHR password and username. 19

20 More information and support You can also complete a number of tasks in MyHR as a colleagues, these include; Updating your personal information Updating your bank details Viewing your online payslip Updating emergency contact details Managing your absences Appling for benefits including healthcare. Guidance and demonstration videos on how to process these tasks in MyHR can be found in the MyHR Colleague Guide located on the colleague hub coop.co.uk/myhr What won t I do in MyHR? There are a number of tasks that you will not complete in MyHR, they are: Processing absence (inc holidays) and overtime - you will continue to process this in TARA Availability and jobs - you will enter these directly in to TARA Completing bank details on behalf of a colleague - this task sits with the colleague to complete in MyHR. Store Managers can t do this on their behalf. If for any reason the colleague can t complete this task, ask them to contact HR Shared Services on the details below. HR Shared Services If you require any additional information or help after reading the supporting materials contact HR Shared Services on: HRServices@coop.co.uk Phone:

21 What if External new starters and movers I can t see my new external Team Manager I can t see my new external Team Leader or CTM I can t find the new manager s details I can t see my internal new starter on MyHR I don t know what business unit or position to select My new starter has reached the end of their probation period, how is the advance rate of pay applied You have 7 days from the day you receive the new starter notification in MyHR to process your Team Manager from a pending working to an active work, see pages 6 & 7 of this guide. If you haven t completed this and you can't see your new Team Manager in MyHR on their start date, contact HR Shared Services. Your new starter will only appear once their Eligibility to Work (ETW) has been accepted and the direct hire form has been sent to HR Shared Services by the manager. Allow 7 calendar days from day of verbal offer to start date. If the 7 calendar days has been exceeded, contact HR Shared Services for an update. Ensure you re searching for the manager s surname first. If you still can t find this information call HR Shared Services for support on The outgoing manager may not have completed the transfer yet. Contact them to ensure the new starter is moved to you as soon as possible. If they ve transferred the colleague to the wrong line manager, contact HR Shared Services on who can correct the line manager for you. Your business unit is your region and area. Type Food Stores into the business unit field to bring up the regions and area you can select from. The position will be Team Manager, Team Leader or Customer Team Member. Make sure you select the correct position for the relevant store to do this follow the step in the Transferring a colleague in section of this guide. The colleague s hourly rate will be automatically uplifted in MyHR, you do not need to do anything. Contractual Changes I want to update a colleague s salary outside of a review You ll need to speak to your manager to gain the relevant approval for this change. 21

22 What if Leavers I have processed a leaver by mistake I have processed a leaver but they ve retracted their notice I m not sure if a colleague should receive PILON Contact HR Shared Services on who can reverse the termination.. Contact HR Shared Services on who can reverse the termination. See the PILON section of the guide. Speak to your manager or ER Services for further advice if required. I need some advice about PILON, where can I go? My colleague is leaving, will they get a paper payslip Speak to ER Services for further advice. If the leaver is still owed any pay after the leaver date, they ll receive a final paper payslip to their home address. 22