information session for accommodation & hospitality staff: electronic leave recording using...
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Information Session for Accommodation & Hospitality Staff:
Electronic Leave Recording using iTrent
Agenda
• Absence Recording
• Why?
• Current situation
• i-Trent
• Holiday Booking & Authorisation
• Sickness Recording
• Implementation & rollout
Electronic Leave Recording (Phases 2 & 3): Interactive ESS & MSS
What does it involve:•Electronic calculation, booking, authorisation and recording of annual and other leave through interactive ESS and MSS•Electronic recording and monitoring of sick leave through interactive ESS and MSS
Outcomes:•Managers and staff get an automatic calculation of leave entitlement
•Staff are able to book leave and view remaining entitlements via ESS
•Managers able to view calendar showing attendance of all their reportees and to authorise absence requests electronically via MSS
Electronic Absence Recording - iTrent
Employees (via Employee Self Service)• View Holiday entitlement (automatically calculated by i-Trent)
• View Holiday dates: taken, scheduled and remaining balances
• Request Holiday• Close a sickness absence electronically (no paper SC1)
• View their own sickness dates• View calendar of colleagues (subject to set up by their manager)
Managers (via Manager Self Service)• Authorise Holiday requests (no more holiday cards & spreadsheets)
• Absences all recorded and accessible electronically
• Open a sickness absence electronically
Requesting Annual Leave
Annual Leave Calculation & Booking
•iTrent will calculate annual leave in hours based on your working pattern – provided that this is up-to-date•Staff request leave by dates (including a part-day) – iTrent will calculate the hours “lost” and take them off their total.•When requesting annual leave (or TOIL) the member of staff must request the proportion of the day that they are taking. •Line managers must check that this is correct before they authorise.
i-Trent Principles - Holiday
• i-Trent will automatically calculate your Holiday Entitlement based upon your grade and length of service
• Your holiday entitlement is made up of Annual Leave + Bank Holidays + Discretionary Days + Carry Over
• Holiday entitlement will be calculated in hours
• System configuration will require the input of working patterns, which show how your contracted hours are split across the days of the working week
Examples
Full-time/Part-time
Contracted Hours
Working days Mon Tues Wed Thurs Fri Sat Sun
Full-time 36.5 Monday to Friday
7:18 7:18 7:18 7:18 7:18 0:00 0:00
Part-time 18 Monday to Wednesday
6:00 6:00 6:00 0:00 0:00 0:00 0:00
Booking a Holiday as a Member of Staff
• When booking a holiday, the system will automatically adjust your remaining holiday balance based upon your working pattern
• Holiday can be booked in days or half days only.(Any requests of less should be by arrangement with your manager outside of the iTrent system, for example “can I leave an hour early next Thursday?”)
Actions:
• Log into ESS
• Click on ‘Absence’ in left hand navigation
• Click on ‘Holiday dates’
• Click on ‘New – New Holiday dates’
Holiday Dates Screen
Select the type of absenceFull Day, Half Day or
More than one dayDates can be entered directly or you can use
the calendar button
Notes can be added if required. Eg: “It’s my son’s
graduation ceremony”
Clicking “Save” will trigger a notification to your manager
You will be notified of your
manager’s decision via
email.
Holiday Balances Screen
Current yearCurrent year
2012/13 Entitlement Grade 1 to 5 = 270.1 hrs
Grade 6 to 9 = 292hrsSubject to: carry over, full-time, being an employee from start
of holiday year
Holiday
Time off in Lieu
(Taken)
TakenThe hours that have already been taken this year, which will
also include any Bank Holidays/Discretionary Days
ScheduledThe hours that have been requested and authorised within the
current year, which will also include any Bank Holidays/Discretionary Days, any adjusts made according to
your working pattern
BalanceTakes account of all recorded holidays including any awaiting
authorisation
Next yearNext year
MSS - Home Page
MSS- Absence Calendar
Absence Calendar has
been selected for the employees A,B,C and D
Calendar is displaying a period of a month starting
from today’s date
This shows what the colours mean on the
calendar below
Each employee is shown on a separate row. The squares indicating their days of work and the
colours any absences
Employee B has requested a holiday, which is awaiting authorisation, which can be seen by the
asterisk
MSS- Authorisation of Absence
The To Do list is showing a task needs to be completed
The task is a Holiday Request from Mrs B Employee
Select the task by clicking the tick box and then click actions. If more than one task were listed, it would
be possible to select them all
MSS – Holiday Authorisation
Select whether the request is to be authorised or not authorisedA reason or comment can be added which will be sent to the employee
Enter your password and click Save, which will update the absence and trigger an email
notification to the employee
Manager Self Service – Reviewing a holiday request
• You will be notified via email when a member of your team requests a holiday
• Logging in to Manager Self Service will provide you with the information you need to make an informed decision on whether it is appropriate to authorise or decline the requested period of absence.
Click Here for video demo of
Holiday Authorisation
Reporting Sickness Absence in HR
MSS – Opening a sickness absence
This screen will be displayed when you have selected the relevant employee
and clicked the “Create New Sickness
Absence”
Enter the date that the absence started.Select whether a full day
or part day
Enter an expected end date, which is the date you expect the employee to return to work
Select the most relevant reason from the drop down listClick Save, which will trigger an email to the employee’s work address with a link
inviting them to close the absence on their return to work.
MSS – Adding Fit Note
This screen will be displayed when you have selected the relevant employee
and sickness instance and clicked “New Fit Note Certification”
Select the relevant Certification Type
Type in a reason from the CertificateIf you know this is the final certificate you’ll receive for this absence tick this box
Enter the start date of the fit note
Enter the end date of the fit note if appropriate
Click Save
Write on the Fit Note to indicate that you
have updated i-Trent. Send it to Payroll, in an envelope marked
confidential.
MSS – Opening a Sickness Absence
Click Here for video demo of
Opening a Sickness Absence
ESS – Ending a Sickness Absence
On the return to work from a sickness absence, the
employee will have an email in their mailbox, with a link to ESS. After logging in and
selecting “Sickness Dates” this screen will appear
This absence doesn’t have an end date, click
“Select”
ESS – Ending a sickness absence
Enter the last day of sickness
Click “Save”, this will trigger an email notification to your manager
ESS- Closing an Absence
Click Here for video demo of
Closing a Sickness Absence
MSS – Task Redirection
By clicking on “redirect” on the task list, this screen will appear to enable you to redirect a task
that has been sent to you.
Select who you want the recipient of the task to be, by clicking on the magnifying glass and searching by name. Click on
their name and click “Save”
MSS - Out of Office (Delegation)
This screen will appear when you click on the “Workflow
Task Redirection Link”
Enter the date you wish workflows tasks to be redirected from
Enter the date you wish workflows tasks to be redirected toSelect “Redirect All”Select who you want to redirect them to,
by clicking on the magnifying glass and searching by name. Click on their nameEnter your password and click “Save”
Questions?
Electronic Absence Recording Resources
http://www.bath.ac.uk/hr/i-trent/selfservice/
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