Employee Self Service (ESS)

Size: px

Start display at page:

Download "Employee Self Service (ESS)"

Eustacia Curtis
5 years ago
Views:

1 Employee Self Service (ESS) User Guide 1

2 Index Introduction 3 How to Access 3 Employee Self Service Home Page 4 Notifications 5 Manage Your Information 6 Personal Information 7 Bank Accounts 7 View Payslip 7 Employment Information 8 Religious Beliefs 9 Manage Your Career 9 Learning 9 Search & Enrol 10 Search Courses by Competencies 12 Learning Overview 13 Learning Evaluation 14 Competence Profile 14 Assign Welsh Language Competencies 15 Appraisals Overview 16 Qualifications 17 Registrations & Memberships 17 Further Information 18 2

Introduction: The Electronic Staff Record (ESR) is an interactive Human Resources, Payroll and Learning Management System which is utilised within the NHS throughout England, Wales and Scotland.

3 Introduction: The Electronic Staff Record (ESR) is an interactive Human Resources, Payroll and Learning Management System which is utilised within the NHS throughout England, Wales and Scotland. In July 2011 NHS Wales formally launched a variety of pilot sites to utilise the ESR Self Service functionality which enables both managers and employees to manage personal and assignment information. Previously Human Resources Department have been responsible for updating addresses, marital status, next of kin etc via change forms but with Employee Self Service any employee can update their own details, with management approval, where appropriate. Manager Self Service also enables Managers to make changes on behalf of their staff. How to Access ESR: Your unique user ID will be issued by the Public Health Wales ESR Team along with a temporary password which you will be prompted to change on accessing the system for the first time. Each NHS organisation has a dedicated VPD number, 028 is Public Health Wales, and this will precede all user names eg, 028jjenkins01. Log onto: Your new password must be at least six characters longs with a combination of numbers and letters no repeat characters are acceptable. For any access issues please contact the Public Health Wales ESR Team: Heidi.richardson@wales.nhs.uk WHTN or Gillian.Jones13@wales.nhs.uk. WHTN or Lydia.Menzies-Newell2@wasles.nhs.uk WHTN or Lisa.Jones20@wales.nhs.uk WHTN or

button (top right) is optional and allows you to build your own favourite

4 Employee Self Service Homepage: On the left hand side you will have access to Employee Self Service and accompanying menu The Personalise button (top right) is optional and allows you to build your own favourite list of the sections within ESR. These would then be displayed as your favourites: 4

that notifications are waiting in ESR. It is recommended that this is actioned whereever possible.

5 Notifications: ESR has an internal messaging service to notify you of actions completed or required. By selecting preferences on your home page you can ensure that you are notified within the outlook system that notifications are waiting in ESR. It is recommended that this is actioned whereever possible. To do this select preferences, then scroll to the bottom of the page and change Style to Plain Text Summary , then Apply. 5

Manage Your Information - All Actions Saved for Later: Throughout Self Service when making any additions/changes there is a button located on the right hand side of the screen that allows you to Save

6 Manage Your Information - All Actions Saved for Later: Throughout Self Service when making any additions/changes there is a button located on the right hand side of the screen that allows you to Save for Later. Any such actions are accessible through the All Actions Saved for Later menu option. Personal Information: You now have access to specific personal information and it is each staff member s responsibility to keep this information up to date. When accessing the system for the first time check all this information is correct and without gaps. To amend any of the sections displayed select Update 6

When updating personal information you will see the following screen: For amendments to information already in the system select first option For significant changes ie marital status, select second

7 When updating personal information you will see the following screen: For amendments to information already in the system select first option For significant changes ie marital status, select second option Select appropriate option and click next Bank Accounts Your current bank details will not be shown but this allows you to change these details if required without the need for change forms. On Line Payslips You can view your payslip via ESS on pay day and historical payslips are also accessible/printable. In addition to ESS access only payroll can access this information. Payslips will continue to be delivered throughout the organisation until ESS is fully rolled out. 7

Employment Information: NB: This relates to years service within current organisation only. Employment This provides an audit trail of employment changes by date.

8 Employment Information: NB: This relates to years service within current organisation only. Employment This provides an audit trail of employment changes by date. Training This will detail all training courses attended. Further information will be supplied on monitoring compliance with Statutory & Mandatory training. Absence This details and categorises all your absences. Information is taken from the return to work forms via the pay cards submitted. You will be instructed when Annual Leave will need to be recorded in ESR. Job Applications Any of your job applications can also viewed here as ESR links to NHS Jobs. This information is not accessible by your Manager. 8

9 Religious Beliefs and Sexual Orientation: NHS Wales has a requirement to record the religious belief and sexual orientation of its staff. This helps to ensure that the organisation does not discriminate and equal opportunities are available to all. To update your details select Update and follow the screen prompts. Access to this information is strictly controlled. Manage Your Career Learning: These pages displays your learning record activity held within the OLM (Oracle Learning Management element of ESR). OLM consists of a core catalogue accessible here To search for a course either enter the full name of the course or if unknown, enter a keyword, eg Fire% (% is the wildcard and must be added with keyword searches) 9

unique identifier (VPD) 028 for Public Health Wales.

10 Only current or planned and available courses will be displayed. If you want to view what courses are available for the whole organisation enter the Trust unique identifier (VPD) 028 for Public Health Wales. Courses with the 000 prefix are not available to Wales DO NOT USE. By selecting the course name a summary will be displayed: Then return to search results. To enrol, select 10

Also, you can change approver and add recipients eg, training administrator.

11 A Summary will be shown and any special instructions can be added: Select Review. The next page allows you to provide any comments to your approver, eg update due. Also, you can change approver and add recipients eg, training administrator. Select Submit and a notification will be sent to your Manager for approval. A confirmation message will be displayed on the screen and this request will move to requested learning. 11

12 To Search for Courses by Competency Select Advanced Search: Again, search by keyword, name or description (as above) 12

Learning History & Requested Learning (Any requested but not responded to learning requests) can be viewed here.

13 The competencies will then be listed: Select in left hand box relevant competency & apply. Any class that matches these competencies will be displayed and staff will be able to Enrol as with ESS process above Learning History & Requested Learning (Any requested but not responded to learning requests) can be viewed here. Learning History will display both internal and external learning. 2. Learning Paths enable you to group a selection of courses together. Contact your OLM administrator for a simple guide. 3. Enrolments Current & booked enrolments will be displayed here. 13

. NB External Learning will be added to Self Service menu options in late September 2012 enabling staff and manager to enter any external learning.

Learning Evaluation: An evaluation form is available to be completed following training complete the fields and simply apply.

14 . NB External Learning will be added to Self Service menu options in late September 2012 enabling staff and manager to enter any external learning. If an employee enters this information it will be sent for manager approval. Learning Evaluation: An evaluation form is available to be completed following training complete the fields and simply apply. In late 2012 trainers will also be able to run anonymous course evaluation reports. Competence Profile: This indicates the competencies assigned to you through your KSF Post outline or as a result of any training you have completed. You can also update you own competencies by selecting Add competencies: To search for a competence, enter that name here and select go, alternatively if you do not know the name enter % and go There are a variety of competencies listed within the system, some relate to KSF, some to mandatory requirements, others include language and National Occupational Standards (nos). If you choose to update your own, a notification will be sent to your line manager for approval before they will appear in your profile. 14

15 Assigning Welsh Language Competencies: Go into Manage Your Information, Competence Profile Select Add Competencies, then Find Competencies In the Name field add %Welsh% (Please note the Name field is case sensitive). Follow the screen below 15

line Manager for approval NB: A new release will have added functionality to display competencies in a matrix form at the end of September 2012. Further information will be published.

16 Click in the boxes for the following list only : NHS (LANG) Listening/Speaking Welsh NHS (LANG) Reading Welsh NHS (LANG) Writing Welsh Click select. Use the drop down on each option to record your Proficiency Level Click Apply Check the screen then select Review and Submit (top right of screen) Click submit A Notification will then go to your line Manager for approval NB: A new release will have added functionality to display competencies in a matrix form at the end of September Further information will be published. Appraisals: ESS access enables staff to create their own self appraisal Select Review type, enter dates, Select the magnifying glass and enter %KSF to choose KSF template. Staff can complete these forms and submitted to the Manager, where required. The full appraisal process will be initiated by the line manager and then shared with the staff members. NB: Updates are pending for the Appraisal system and further information will be published shortly. 16

17 Qualifications: Registrations and Memberships: Contact HR Department who are able to add registration and memberships. 17

18 Further Information is Available: E Learning is available via All Wales Informatics Section, then WFiS ESR Frequently Asked Questions Link Contacts 18

ESR enables the learning and development of NHS staff at all levels to be provided, monitored and managed

Oracle Learning Management ESR enables the learning and development of NHS staff at all levels to be provided, monitored and managed Overview The Oracle Learning Management (OLM) component of ESR enables