This procedure is used by the Time Administrator to access a staff member's record and submit a time related request on his/her behalf.

Transcription

1 Purpose This procedure is used by the Time Administrator to access a staff member's record and submit a time related request on his/her behalf. Reference Factsheets are provided and contain additional information on the different eligibility and documentation requirements for this subject. This quick reference, the training simulations and Factsheets are provided for information and navigational purposes only. The United Nations Staff Rules and Regulations, and Administrative Instructions are the authoritative documents on this subject and staff members should refer to those documents for the complete eligibility and documentation requirements as it pertains to their situation. Intended Audience Time Administrator The role of the Time Administrator is to: Create employee self-service time related requests on behalf of staff/non-staff who do not have access to the Umoja portal. View absence balances of staff members in the Umoja portal View Team Calendar Perform monitoring tasks Global Process 1. The staff member submits a time related request to the Time Administrator so that the entry is done on his/her behalf in the Umoja portal. 2. The Time Administrator searches for the staff member s record. 3. The Time Administrator starts the time related request submission on behalf of the staff member. At this point, you can use any of the quick reference guides intended for the staff member for the procedures on entering the request information as the Time Administrator will be performing exactly the same steps as the staff member. 1/8

2 Pre-requisites The staff member must submit a request in writing or through a form requesting the services of the Time Administrator. The request must clearly indicate the transaction they wish to have performed on their behalf and the dates they wish to make the leave request. In the event that the request requires additional documentation to be attached, the staff member must provide this documentation. Refer to the for each self-service leave request and absence/attendance or the factsheets for a list of prerequisites required for each transaction. Objectives As part of the demonstration, we will show you: How to search for a specific staff member. How to initiate the submission of a self-service time related request or absence/attendance entry on behalf of a staff member. Scenario A TIme Administrator will be searching for a specific staff member in order to submit a leave request on their behalf. Menu Path Use the following menu path(s) to begin this process: Time Administrator>Time Administration>Time Work Center Procedure 1. Start the transaction using the menu path: Time Administrator>Time Administration>Time Work Center 2/8

3 Welcome to Umoja 2. tab. Employee Services 3/8

4 3. link. Time Administration 4. link. 4/8

5 5. Select "Employee Search" for the type of search you wish to perform: Other options are: Employees from Organizational Units - allows you to search for employees by their Organization unit by selecting the unit from the list on the left side of the screen. A list of all employees of the selected unit will appear. Employees from Organizational Structure - allows you to search for employees by their Organization, sub-organization and department by selecting the organizational structure from the list on the left side of the screen. A list of employees who report to the selection will appear in the table. Direct Reports - displays staff members that you are responsible for time administration. Employee Search - allows you to search for a specific employee. Displays an employee search window. 5/8

6 6. You can search for a specific staff member by name or personnel number. In this demonstration we will be searching for the staff member by their Personnel Number. You cannot search for staff members whom you do not service. If you do, you will receive no results. For staff members you do service as a Time Administrator, when searching by Last or First name you can: Enter the full name, which returns the staff member whose name you entered, or Use a wildcard, e.g. Ev* or *ry, which will return a list of staff members whose name contains the letters entered. 6/8

7 7. button, this will start the search process. 8. Select the staff member by clicking on the gray button. 7/8

8 9. button. MALKA SUSEyPet - Leave Request:New 10. At this point, you can use any of the quick reference guides intended for the staff member for the procedures on submitting a time related request as the Time Administrator will be performing exactly the same steps as the staff member. 8/8