CIRRUS Manager User Manual

Transcription

1 CIRRUS Manager User Manual A manual designed to help Managers use the core CIRRUS module

2 2 Manager Access If you have employees reporting to you (reportees), you should have been assigned a security level of MANAGER on your profile record. The Menu options are the same as an employee but there will be a list of your reporting employees. As the Manager, you can access all of the information held in the system for any given employee that reports to you. The options are as follows: Selecting an individual employee by using the detail icon beside their user id will then change your left menu to display all the relevant links for the selected employee only as well as a multi-tabbed record card in the main screen with links to the various areas to view and update an individual s information.

3 3 As a Manager, you can enter change requests on behalf of your employees. You can also, update or enter information in all the various tabs, similarly to your own My Details links.. Maintaining Emloyee Information The CIRRUS system is designed so that employees will maintain their own personal information and have the ability to submit change requests of a personal nature. However, there are some pieces of data that would normally require Manager approval or confirmation of certain credentials before they become part of the database. Some examples would be the information accessed through the Resume and Employment sections. Employees are able to enter information in these areas but the status will be displayed as unverified until such time as the manager or the Human Resources Department has verified the information. Once the information has been verified, the entry will no longer be editable by the submitting employee. Managers may choose to enter the information on behalf of the employee, which would enable immediate verification. Entering any Licence information will generate a workflow process which will require validation by a Human Resources officer which will include a notification to the submitting employee to confirm acceptance. As a Manager, there are a number of additional links in the Resume section that you can use to record details for your reportees. They are Criminal and Reference. This gives you, as the manager, the ability to enter any criminal information relating to an employee and to enter details of reference checks performed on an employee. In all cases, this information is not visible to the employees themselves, only to you as their manager and the Human Resources team.

4 4 Employees can also enter Leave Requests and Expense Claims, both of which will generate a workflow process wherein the first step will be Manager Approval. These requests will appear as steps in your Workflow Inbox to be actioned by you as the Manager. You will also receive an notification advising you that you have workflow steps to be actioned. If your organisation uses the Timesheet functionality, then all submitted timesheets will also require approval through the T & A section Action Approval link before transfer to payroll. These items will be accessible through the My Activities Workflow links and also the links under the Manager heading on the Home menu. Leave Request Approval By far the most common action required by Managers is Leave Request Approvals. When one of your reportees submits a leave request, the first step in the workflow process is Manager Approval.

5 5 Click on the Action Icon to view the submitted leave request form and then select the appropriate radio button to approve or reject the request. Generally speaking, comments would be entered if the request is rejected, advising the employee the reason or requesting further information perhaps. In some workflow processes, including the Leave Request process, there is the facility to re-direct the workflow to another person in the provided list to process the actual approval instead of the currently assigned manager. This could be useful if the employee has recently changed managers but the request was submitted while still reporting to the original manager and the new manager should now be aware of the request and process the approval. The ok checkbox allows you to select a number of requests to approve at the same time. In the Manager section of the Home Menu there is an additional link available which is pre-filtered to only include Leave Request workflow processes and it is labelled Leave Approval. You can select OK or No to immediately action the workflow without the requirement to open and view the actual request form. Depending on the organisation s policies, it is important for managers to be aware of their reportee s leave balances so that approval is not given for requests that will create negative balances. To view balances for reportees, go to the Balances link in the Leave Section of the left hand Manager s menu. In most system configurations, the leave balances are updated from the payroll system on a regular basis, usually after a payrun. Please be aware of the date of the balance you are viewing when confirming the balance. You also have links to a calendar and chart which will display any other leave requests for your reportees which may assist you in the approval process as you will be able to see how many people have applied for leave for the same period.

6 6 Once you have approved the leave request, the employee will receive a notification advising him/her of that approval and the leave request will then be forwarded to Payroll for actioning. Managers can also enter leave requests on behalf of their reportees which has a different workflow process as there will be no Manager Approval step included. Expense Claim Form Another form requiring Manager Approval is the Expense Claim Form. An notification will be generated advising you that the employee has submitted an expense claim and that action is required. It is recommended that you log in to CIRRUS and go to your Workflow active link in the My Activities area of the Home menu.

7 7 Click on the Action Icon to view the submitted form and then select the appropriate radio button to approve or reject the request. Generally speaking, comments would be entered if the request is rejected, advising the employee the reason or requesting further information perhaps. Again, the Expense Claim form workflow process has a re-direct option on the Manager approval step should it be necessary. Once you have approved the expense claim request, the employee will receive a notification advising him/her of that approval and the expense claim request will be forwarded to Payroll for actioning.

8 8 Timesheets If your organisation is using the Time & Attendance functionality in CIRRUS, then it will be the Approval Manager s responsibility to approve submitted timesheets prior to them being processed by payroll. The Action/Approval link in the Time & Attendance section will list all current submitted timesheets with the ability to approve or reject each one through the view details link. Once you have approved the timesheet it will be available in the Admin/Payroll section of the menu for verification. Alternatively the T & A section of the Manager Menu will give additional access to view historical timesheets and to enter a time sheet on behalf of your employee if necessary through the Timesheet History link. There is also a Roster link which will display the employee s current working days and hours in a calendar format as determined by their current active employment agreement.