New Landing Portal User Guide

June 2019

Version 4

Email:-WorkforceInformationHelpdesk@srft.nhs.uk

Helpdesk:- Ext 206 8402

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Rostering & Workforce Team

Contents

Introduction to Employee Self Service Page 3

Changes to Accessing ESR Page 3

Accessing the ESR Portal Page 4

My ESR Dashboard Page 5

Portal Navigation Page 6

Navigation Page 6

Accessing ESR Forms Page 7

Portlets Page 8

Announcements Page 9

My Personal Information & how to update Page 9o Updating your details in the Personal information screen Page 10o Updating your religious belief & sexual orientation Page 10o Updating your bank account details Page 12

My Payslip Page 14

My Annual leave Page 15

Total Reward Statement Page 16

My Favourites Page 16

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Introduction to Employee Self Service Limited Access

Employee Self Service Limited access was rolled out across Trust in early 2015. The system provides SRFT employees with the ability to view their personal details that are held on the HR personnel system, known as the Electronic Staff Record (ESR).

Employees who access Employee Self Service will be able to directly make changes to aspects of their personal information held within ESR. It will also allow staff to amend their Bank Account Details, view their payslip, and also give staff the ability to view their Total Rewards Statement.

This guide is aimed to give you a step by step walk through of the various aspects of the ESR Employee Self Service Limited Access system.

Equality & Diversity

Salford Royal is committed to recognising the value and potential of its diverse workforce. This commitment includes maintaining accurate staff information and employee records.

But why does this matter?

Keeping staff records up to date supports the Trust in becoming more aware of its diverse workforce, and can help us to better meet its changing needs.

There are some things that you don’t want to disclose on your staff record when you start work, and there are also some times when there is nothing to disclose at that point. But this can change over time. As a Trust we are aware that previous systems to change records could be time consuming and complicated. To support staff to update their records in a convenient and simple way, the Trust introduced Employee Self Service to make declarations easier and to streamline the process of keeping employee records up to date.

Changes to accessing ESR

The way in which ESR is accessed has now changed with effect from 2 January 18 and the old https link to access the ESR system has now been decommissioned. This guide details the new link to access ESR, the new landing page that will be displayed when you first log in and the various aspects of that new landing page.

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Accessing the ESR Portal

ESR Portal Login Page

The link to access the ESR Portal is https://my.esr.nhs.uk

You can use this link to access the Portal via the N3 network whilst here on site or via the internet

The N3 login page is displayed below

Add in your username and password in the relevant section

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My ESR Dashboard

The My ESR dashboard is the default view for all users when accessing the portal. It contains a number of key features such as links to Notifications, settings and Portlets.

Portal Navigation

The header bar contains a portal search bar which allows you to search for portal content.

The notifications icon will display a count of open ESR notifications, if applicable. All workflow notifications can be accessed by clicking this icon. For users of Employee Self service this could include a change to your personal details that may not have been saved.

All users can click on their name to sign out or access the ESR preferences page within ESR. You will also see an indicator as to whether you are logged in via N3 or the Internet.

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Navigation Bar

The options available in the menu are based on the access you have to ESR

The My ESR dashboard is the default dashboard for all users. Users with additional access to additional responsibilities will have more dashboards available to them, e.g. managers dashboard

Accessing ESR Forms

The side menu structure includes the ability to access all Announcements that have been made available, any local links that have been added and direct navigation to ESR functions. Many of these functions are what an employee can view via Employee Self Service.

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The above menu also provides a link to the ESR navigator which provides direct navigation to the rest of the functionality provided by Employee Self Service (Limited Access), which you would have normally seen as your home page when you previously logged in via the old link. This could include your bank details or equality and Diversity information.

Portlets

Portlets provide easy access to your information and direct links to the relevant Self Service forms where applicable.

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All users will have access to the Announcements portlet at the top of the page. These can change on a regular basis by the content editor, based in the Workforce Information Team.

In addition to announcements on the home page, further portlets are available on the My ESR Dashboard. The current portlets set up for SRFT include:

My Personal Information My Total Rewards Statement My Favourites My Payslip My ESR calendar My Annual leave Twitter

These portlets can be customised, rearranged or removed from the landing portal by the Content editor.

Announcements

The Announcements portlet can contain both local and national messages

The latest 20 messages will rotate automatically. A ‘View All’ link is available to access a detailed list of all messages. If you click on a particular announcement you will be taken to the appropriate external page relating to that announcement if applicable.

My Personal Information and how to update

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This portlet contains your picture (where available) and a summary of your personal information. Clicking on the ‘Update my details’ button will take you to the personal information page in ESR employee self service where all information and updates can be made.

Updating your details in the Personal Information Section

To update any of the details that you are available to update, Simply click on the update button Amend the details as necessary Select next This will display a screen which details the old details and the proposed new details Select submit and this will confirm that the changes have been applied to your record This will automatically update the ESR system Click on ‘return to overview’ to take you back to your personal information page

PLEASE NOTE Under the Basic Details section there is a TIP icon which explains how you can expand the details by clicking ‘View and Update.’ This allows the user to view and amend some of the details held within this section

Please note a change of name has to be actioned by the Workforce Information team and cannot be amended via Employee Self Service.

Updating your Basic Details including Ethnic Origin

Click the view and update buttonThis will take you to the following screen where you can pick an option with regards to the update you want to make

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Select the relevant option and click nextUnder the section ‘Other’ there is the option to amend your marital status, ethnic origin and Country of Birth. All these options have a drop down box for you to select the relevant option from

Amend the relevant field and click next

The next screen will bring up a comparison of the old information and the new information and the field amended will be highlighted with a blue dot at the side, so you can easily identify the field that has been updated. It will also identify the date that it has been amended.

Click submit and this will amend the information on ESR and will update your personal information tab in Self Service

Updating your Religious Belief & Sexual Orientation

In this section you can add in or amend the current details in relation to your Religious Belief and Sexual Orientation.

Click on the Religious Belief and Sexual Orientation from the list on the home screen

Click on update, this will take you to a new screen

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Click on the magnifying glass next to the piece of information you wish to update. The following screen will appear

In the ‘Search by’ drop down box, change the selection to ‘description’ and click ‘Go’

PLEASE NOTE that if a description already exists you will need to delete this first before you press go, or the next screen will not appear

A list of options to choose from will be displayed on the next screen

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Select the relevant option and click on ‘select’ Select apply on the next screen Click on ‘next,’ this will save your changes

Updating your Disability

The facility to amend your disability via Employee Self Service is now available. This functionality will allow an employee to view, update and delete disability information. After new information has been entered it can be viewed and updated when required.

To update or complete any missing information on your CURRENT disability status record: Under manage your Information select disability information. The following screen will be

displayed

Click on the pencil under update To add new details click on ‘correct or complete the current details,’ then click next. This

will then take you to a new screen

Change the effective date, by clicking the calendar and selecting the relevant date Against the category field click the magnifying glass, which will open up a new screen, as

shown below

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Delete the current reason in the field next to category and click on go. This will display a drop down list of reasons for you to choose from

Select the relevant reason from the list and click select This will update your disability status All other fields can be left as they are Click apply A message will display at the top to advise that the information has been successfully

updated Click on home to navigate back to your Employee Self Service Home page. When you click

back on Disability information following a real change to disability status, there will be a list of statuses in date order, as shown below

Updating you Bank Account details

If you select the link for Bank Accounts the following screen will appear. This screen gives you the option to change your current bank details which your salary is currently paid into

To amend your bank details

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Click on the pencil icon under the heading Update This will take you to the screen which displays your current bank details, as below

PLEASE NOTE Do not click on Add Bank Payment as this will result in multiple bank accounts being held in ESR and may result in your salary being paid into your old account.

Manually amend the Account Number or Building Society account number Manually amend the Sort code and then click on the magnifying glass next to the sort code

field, which will detail the address of the new bank or building society Select the details by putting a mark in the circle and then click select This will take you back to the original page were you originally amended your details, but

will have populated the Bank Name and Branch for which the new details belong to Click Apply

The above screen will appear and will indicate if the changes have been applied or if they have been made are too late for the next payroll

Click Continue

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This will take you to the above summary screen, which details your current account information and the new details you have just entered, click submit to save the changes.

* Please note you must complete all fields in order for the change to be successful.

The above screen will appear to confirm your changes have been made. Click home from this page and it will take you back to your home screen

PLEASE NOTE Any changes to bank details need to be actioned before the relevant payroll cut-off date for that month. Payroll cut off dates are available on the Workforce Information Team’s intranet site (http://intranet/corporate/smart/). Failure to update your bank details before the payroll cut-off date for the relevant month will mean that your salary will continue to be paid into the original account details held on ESR. If you are unable to amend the details due to a pending payroll run, the message below will be displayed

Error

You cannot update the personal payment method, since future payment processes exist for this payment method

My Payslip

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Your most recent payslip will be displayed at the top of this portlet. Newly generated payslips since you last logged in, will be highlighted with a ‘new’ icon. Payslips will be displayed for up to 4 assignments (according to the most recent pay date). You can download payslips from the portlet which will be available in a PDF format. In some cases, before you can open your payslip, the PDF file will be downloaded to your computer. Please ensure that you save your payslip in a secure area and remove the download file if you are using a public computer or shared computer. For

more information you can click on the ‘view all payslip’s link which will take you directly to the ESR online payslip page where your full payslip history is.

My Annual Leave

The annual leave portlet will display an annual leave entitlement, however as annual leave does not interface into ESR, as there is no link between ESR and Smart this balance will not readjust. The reason for this portlet being available is to gain access to the ‘View Absence Calendar’ button

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By clicking on the ‘View absence Calendar’ button this will take you to a year planner that will display all absences that have entered into the Smart system (except annual leave) to give you an overview of absences across the financial year, including sickness, carers leave etc

My Total Reward Statement

If you click on ‘Launch my TRS’ it will open a new window showing your Total Reward Statement.

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My Favourites

My favourites portlet can display up to 10 favourites. You can add or remove favourites by clicking the manage favourites button which will launch the Customise favourites page in ESR.

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