1. LOGGING IN TO MANAGER SELF-SERVICE

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1 MSS 2017 > USER GUIDE OVERVIEW V 3.2 SECTION PAGE 1 Logging In 01 2 Home Page 02 3 Out of Office 03 4 To Do List 03 5 Person Section 05 6 Holiday Absence Section 08 7 Sickness Absence Section 10 8 Other Absence Section 11 9 Expense Claims Section Reports Sections Task Redirection Section Frequently Asked Questions Version Control LOGGING IN TO MANAGER SELF-SERVICE Go to the Leeds Beckett Staff site > click on System Login Links > click on itrent Manager Self-Service. Enter your University network username and pass-word. Please note that Manager Self-Service is accessible off-site via RemoteApp. Contact ITS for further details. 1

2 2. HOME PAGE Once you have logged in, the following desktop navigation options are displayed. Log Off SECTIONS Click here to display a list of the people you line manage Any tasks that require action or any reports you have set to run are accessed from here. Home Page > Handy Tips Displays anyone who is absent that day. Click to access a full team absence calendar. News Items SECTIONS People Holiday Absence Sickness Absence Other Absence Expense Claims Absence Reports People Reports Task Redirection Click on any of the sections to access related information. Click on the People section to display a list of the people you line manage. Most screens will require you to select an employee s name before displaying further details. To reset your screen/search at any point, click on the itrent Home button 2

3 3. OUT OF OFFICE Click on Out of Office at the bottom of the screen to access an absence calendar view for your team. This includes any absence (holiday, sickness, courses) that are recorded in itrent. Home Page Team Names Team Names 4. TO DO LIST Click on Your To Do List at the bottom of the screen to access outstanding tasks or reports you have set to run. For guidance on how to authorise leave requests, please see the How to Authorise Holiday guide. For guidance on how to authorise expense claims, please see the How to Input Sickness Absence guide. For guidance on how to authorise claims, please see the How to Authorise Expense Claims guide. To Do List > Handy Tips Expand any task using the More. link to view additional information about the task. To action the request, check the tick-box shown. Then select Actions > Authorised. 3

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5 5. PERSON SECTION > PERSONAL INFORMATION SUMMARY personal information summary position summary employee name team names outstanding leave entitlement sickness absence in past 12 months Handy Tips Clicking on the People section will display a list of the people you line manage. Clicking on an employee s name will display the personal information summary screen shown above. To access details for anyone who reports to one of your direct reports, use the surname search field. Run a blank search to return all employees reporting to any of your direct reports. 5

6 5. PERSON SECTION > PERSON RECORD FOLDER Select an employee from the left-hand panel to display the Person folder links shown below. Click on any of these links to display the relevant information. Person Record Folder > Handy Tips Navigate between Person Record screens, for the same employee, using the Menu icon in each screen Navigate between employees, within the same screen, by clicking on a different name in the left-hand panel. To access a different Person Section folder, click on the employee s name to return to the initial selection. To navigate to a different Section, click on the Home button 5. PERSON SECTION > POSITION RECORD FOLDER Select an employee from the left-hand panel to display Position Record folder links as shown below. Click on any of these links to display the relevant information. 6

7 Handy Tips Navigate between Position Record screens, for the same employee, using the Menu icon in each screen Navigate between employees, within the same screen, by clicking on a different name in the left-hand panel. The as at date defaults to the current date. This can be changed to view information at a new date. To access a different Person Section folder, click on the employee s name. To navigate to a different Section, click on the Home button 5. PERSON SECTION > DEVELOPMENT RECORD FOLDER Select an employee from the left-hand panel to display the Development folder link as shown below. Click on this link to display the Personal Learning Account. In the main, this is a record of any development activity booked via itrent. 7

8 Handy Tips Navigate between employees, within the same screen, by clicking on a different name in the left-hand panel. The as at date defaults to the current date. This can be changed to view information at a different date. To access a different Person Section folder, click on the employee s name. To navigate to a different Section, click on the Home button 6. HOLIDAY ABSENCE SECTION Select an employee from the left-hand panel to display Holiday Absence folder links as shown below. Click on any of these links to display the relevant information. 8

9 Handy Tips > Absence Calendar Should be used to check office cover before approving leave requests. Use ctrl+click to select multiple employee records. Use the < and > options to change the date range. Navigate between Holiday Absence screens, by using the Menu icon highlighted in red below. To navigate to a different section, click on the Home button Handy Tips > Holiday Entitlement Summary Provides a summary of annual leave booked and any outstanding balance. Screen defaults to the current leave year. Select the previous or next leave year via the Holiday Period Dates drop-down. Navigate between employees, within the same screen, by clicking on a different name in the left-hand panel. Navigate between Holiday Absence screens, by using the Menu option highlighted in red below. To navigate to a different section, click on the Home button 9

10 7. SICKNESS ABSENCE SECTION For guidance on how to input sickness absence for your team, please see the How to Input Sickness guide. These notes provide an overview of how to view sickness absences recorded for your team. Select an employee from the left-hand panel to display Sickness Absence folder links as shown below. Select one of the links and then select an absence date from the left-hand panel to view related information. Sickness Absence includes start/end date and absence reason. Sickness Certificate Details includes certificate start/end date, absence reason and submission date. Sickness Certificates screen allows you to download and view certificates attached to the electronic staff file. Sickness Absence > Handy Tips Navigate between Sickness Record screens, for the same employee, using the Menu icon in each screen. Navigate between employees, within the same screen, by clicking on a different name in the left-hand panel. To navigate to a different Section, click on the Home button 10

11 8. OTHER ABSENCE SECTION Select an employee from the left-hand panel to display the Sickness Absence folder links shown below. Click on any of these links to display the relevant information. Handy Tips Navigate between Other Absence screens, for the same employee, using the Menu icon Navigate between employees, within the same screen, by clicking on a different name in the left-hand panel. To access a different Other Absence folder, click on the employee s name to return the initial selection. To navigate to a different Section, click on the Home button 9. EXPENSES CLAIMS SECTION For guidance on how to authorise expense claims, please see the How to Authorise Claims guide. These notes provide an overview of how to view expense claims submitted by your team. Select an employee from the left-hand panel to display Expense Claims folder links as shown below. Select an expense claim date from the left-hand panel to view information relating to a particular claim. 11

12 Expense Claims > Handy Tips Navigate between Expense Claim screens by using the Menu icon highlighted in red below. Navigate between employees, within the same screen, by clicking on a different name in the left-hand panel. Expense Claim Summary provides an overview of the total claim cost. Expense Claim Details shows individual expenditure items. Expense Claim Receipts give access to receipts submitted in support of any claim. Click Download to view. Claims and receipts should always be checked carefully before authorising any claims. To navigate to a different Section, click on the Home button 10. REPORTS SECTIONS These Sections provide access to reports that can be run for the people you line manage. Click on People Reports to access a selection of employee-related reports. Click on Absence Reports to access a selection of absence-related reports including sickness and holiday. Absence reports are available to run from the 24 th to the 6 th of the month only. To navigate to a different Section, click on the Home button People Reports > Handy Tips Click on People Reports and select a report to run from the left-hand panel. Click on Run Reports. For the Emergency Contact and Employee Contact reports, there is no need to amend the parameters. For the People Headcount report, you may wish to change the effective date. For the New Starters report, you will need to select a start and end date. You may want to change the report output from PDF to CSV if you wish to use the data in Excel. Click on Run to run the report. 12

13 The report will run in the background so you can carry out other tasks if you wish. You will be notified on-screen when the report has run. Depending on the size of your team, it may take a few minutes for the report to run. The report status will progress from Queued to Running to Complete in the Processes pane. Go the Processes section of the Home page, click on the report name and select Download. 13

14 Absence Reports > Handy Tips Absence reports are available to run from the 24 th to the 6 th of the month only. Click on Absence Reports and select a report to run from the left-hand panel. Click on Run Reports. For the Outstanding Holiday Entitlement report, there is no need to amend the parameters. For the other reports, you will need to select the Absence Group and Absence Type. You will also need to enter Absences From and Absences To dates. The Absence Frequency report shows number of absences and total days lost by employee. The Absence History report shows absence reason, absence start and end dates and total days lost by employee. The Absence Summary report shows number of absences, number of days lost (by day of week), number of single day absences and longest period of absence. You may want to change the report output from PDF to CSV if you wish to use the data in Excel. Click on Run to run the report. The report will run in the background so you can carry out other tasks if you wish. You will be notified on-screen when the report has run. Depending on the size of your team, it may take up to 15 minutes for the report to run. The report status will progress from Queued to Running to Complete in the Processes pane. Go the Processes section of the Home page, click on the report name and select Download. 14

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16 11. TASK REDIRECTION SECTION If you will be absent for a significant period of time, you should redirect your tasks to another member of staff. The person your tasks are redirected to (your substitute) will need to have a Manager Self-Service user profile. Once a redirection is in place, relevant tasks and auto-generated s will be sent straight to your substitute. Please note that Task Redirection does not include sickness absence entry. This should be input by yourself or your own line manager. Click on the Task Redirection section. Enter a start and end date for the redirection. Do not leave a redirection open-ended. Select the redirection type (Redirect All or Task Processes). Select the person to redirect your tasks to. You will need to know their username (see Handy Tip below). The person you redirect your tasks to must have a Manager Self-Service profile in order to action any tasks. Click Save. Task Redirection > Handy Tips You can choose to redirect all tasks or individual processes. Always let your substitute know that a redirect has been put in place. Setting up a redirect will not transfer any pre-existing tasks to your substitute. Pre-existing tasks can be redirected via the To Do List section of the Home page You can check usernames via the Outlook global address list, as shown below. 16

17 Use the Outlook global address list to check the user name of your substitute before putting a redirection in place. 17

18 12. FREQUENTLY ASKED QUESTIONS eave > Requests ACCESS TO MANAGER SELF-SERVICE What are my login details? Your username and password are the same as those you use for the main University system. Can I log on to Manager Self-Service from outside the University? If you require off-site access to Manager Self-Service, information is published here on the IT Services website. For advice or further guidance on remote, please contact IT Services on or at itservicedesk@leedsbeckett.ac.uk Is Manager Self-Service compatible with Apple Mac as well as Microsoft Windows? Manager Self-Service is compatible with Apple Mac software but you will need to use Firefox 4954+, Google Chrome 60+ or Safari 9/10 as your internet browser. PERSONAL DETAILS Can I use the contact details available within Self-Service to make contact with members of my team? You should ensure that any contact initiated by yourself is appropriate and/or necessary. It may be helpful to discuss this with your team and agree a general convention for making contact. If you have any queries on this issue, advice should be sought from your HR Team. ANNUAL LEAVE How do I authorise annual leave for my team? For detailed guidance on how to authorise annual leave, please see the How to Authorise Holiday guide. ONLINE CLAIMS How do I authorise online claims for my team? For detailed guidance on how to authorise claims, please see the How to Authorise Expense Claims Online guide. SICKNESS ABSENCE How do I input or amend sickness absence for my team? For detailed guidance on how to input sickness absence, please see the How to Input Sickness Absence guide. OTHER ABSENCE TYPES If a member of my team has been absent from work in connection with Jury Service, Adoption, Maternity or Paternity Leave or Bereavement, is this displayed within Self-Service? If it has been notified to and processed by your HR Team, leave of absence for a range of other reasons, including those listed above, will be displayed. These can be accessed via the Other Absence Section of the Home Page. RUNNING REPORTS Are there any reports I can run from itrent about my staff? There are several reports you can run. People Reports give access to data including Headcount, New Starters and Emergency Contacts. Absence Reports give access to data including absence frequency, absence history, absence summary and outstanding holiday entitlement. For detailed guidance on how to run reports, please see the How to Run Reports guide. 18

19 LEARNING AND DEVELOPMENT What information can I access about my team via the Learning and Development menu options? The Development Record option provides access to a record of training events, delivered via the corporate People Development Team, which members of your team have attended since Who should I contact if there are gaps in the Development Record for any of my team? If you think attendance at any training events delivered via the corporate People Development Team is missing from any member of your team s record, you should contact the People and Organisational Development Team in the first instance on pod@leedsbeckett.ac.uk. How do I approve the attendance of my team at courses which are booked online? All online bookings are accepted on the strict understanding that they have the prior approval of the delegate s reporting manager. Auto-generated s are sent to both the delegate and the manager as courses are booked online. The wording of these s makes clear to both parties that prior approval is a pre-requisite for attendance. If you have any concerns, you should speak to your team member. REPORTING MANAGER What is a reporting manager? A reporting manager is the manager of a group of staff or a designated person who approves requests for annual leave and has access, within Manager Self-Service, to one or more staff who report to them. Every level of line management within teams will not necessarily be reflected within the reporting structure. Can I view data for the teams reporting to my direct line reports? Within the Home Page, you can use the search option to retrieve information about individual members of staff who report to your own direct line reports. You can also use a blank search to return data for all employees reporting to your direct reports. TASK REDIRECTION What should I do if I am going to be out of the office for some time? You should redirect your tasks to another member of the team who will then be able to approve, or otherwise, leave requests in your absence. Any request submitted to you will be redirected in your absence. See also the comments below. What happens if I forget to delegate my tasks when I am away from the office for some time? This is a system for requesting and recording leave and, as at present, alternative approval methods can be agreed for periods when you are absent, particularly if that absence is unexpected. TEAM MEMBERS What should I do if I can t view all the employees I would expect to be included in the group which reports to me? You should contact your HR Team and it will be investigated accordingly. FEEDBACK We welcome feedback on this document. If you have any comments, please hris@leedsbeckett.ac.uk 19

20 13. VERSION CONTROL DATE SECTION DETAILS VERSION March 2017 All New guide following launch of Electric Theme user interface. January 2018 Section 9 Additional guidance on running reports. V 3.1 February 2018 All Amended following user interface update. V 3.2 V