ipsa online homepage · click the icon adjacent to the relevant payslip or p60. tel: 020 7811 6400...
TRANSCRIPT
August 2018
IPSA Online Homepage Quick Reference Guide
Contents IPSA Online Overview ............................................................................................................................. 3
Accessing the Expense System ................................................................................................................ 4
Accessing Time Sheets ............................................................................................................................ 5
Online Payslips ........................................................................................................................................ 6
Viewing Payslips Online ...................................................................................................................... 6
Downloading Payslips ......................................................................................................................... 8
Publication Data ...................................................................................................................................... 9
Viewing Data Online ......................................................................................................................... 10
Downloading Publication Data ......................................................................................................... 11
Organising Data in Excel .................................................................................................................... 12
Filtering Data in Excel ........................................................................................................................ 14
The Events Calendar ............................................................................................................................. 16
The Bulletin Board................................................................................................................................. 18
Viewing Bulletins ............................................................................................................................... 18
See All Bulletins ................................................................................................................................. 19
Forms, Calculators and Documentation ............................................................................................... 20
Navigating Document Libraries ......................................................................................................... 21
Tel: 020 7811 6400
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IPSA Online Overview
Step Action
To make accessing IPSA systems easier you will no longer need to use RSA tokens. Instead you will be able to use your secure PDS login. Once you have logged in via PDS you will be able to access IPSA Online by following the link below: www.ipsaonline.org.uk You can also access the site from the IPSA icon in the Apps area of Office 365. IPSA Online has been designed to be easy to use with everything available from the front page.
Access the Online Payslips
feature here
Access various Forms, Guides
and Calculators here
View Important Events here
View & Download your
Publication Data here
Important Information & News
is displayed here
Access the Expenses System and
Time Sheets here
Accessing the Expense System
Step Action
It is important to note that although everyone will see the same options, that does not mean everyone has access to everything. So you will only be able to access the Expense system if you are an MP or Proxy with an account on the system.
1. Click on the Business Costs & Expenses tile.
2. After a few moments the Expenses system will load. There is no need to login a second time.
Tel: 020 7811 6400
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Accessing Time Sheets
Step Action
It is important to note that although everyone will see the same options, that does not mean everyone has access to everything. So you will only be able to access Time Sheets if you are part time or casual worker with an account on the system.
1. Click on the Time Sheets tile.
2. After a few moments the Time Sheets system will load. There is no need to login a second time.
Online Payslips
Step Action
IPSA Payslips are available online. These can be viewed and downloaded for your records from IPSA Online.
1. Click on the Payslips tile.
Step Action
2. A list of available Payslips & P60’s will be displayed.
Viewing Payslips Online
Step Action
1. Click the icon adjacent to the relevant Payslip or P60.
Tel: 020 7811 6400
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Step Action
2. After a few moments the Payslip or P60 will be displayed.
3.
Navigate through the pages (if more than one) using the navigation icons:
4. You can rotate the view by clicking the rotate icons . Each click will rotate the document 90 degrees to the left or right.
Downloading Payslips
Step Action
1. Click the icon adjacent to the relevant Payslip or P60.
Step Action
Depending on which Web Browser you use, the download will work slightly differently. In this example we will look at Internet explorer.
2. After a few moments a yellow box will appear at the bottom of the screen.
Click
Step Action
3. The PDF payslip opens, you can now save this on your PC as normal.
Tel: 020 7811 6400
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Publication Data
Step Action
You can now use IPSA Online to easily view your Expense claims that will be published. You can view them online through IPSA Online or download them into an Excel spreadsheet to allow you to manipulate the data easily.
1. Click the link on the Publication Data Tile.
Step Action
2. After a few moments the Publication Data is displayed.
Viewing Data Online
Step Action
It is possible to filter the data in IPSA Online to find specific items.
1. Move your mouse onto one of the Headings so the icon appears.
2. Click the filter icon.
Step Action
3. A filter box appears, type in what you are looking for. The results become filtered to only show expense lines containing that word or phrase.
Delete what you have typed to bring back all data.
Step Action
You can use different filters by clicking on the drop down and selecting a different criteria.
Tel: 020 7811 6400
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Downloading Publication Data
Step Action
You can also download all your publication data into an Excel spreadsheet. This allows you to use all the functionality of Excel when viewing the data.
1. Click from the bottom right of the screen.
Step Action
2.
(In Internet Explorer) After a few moments a yellow box will appear at the bottom of the screen.
Click
Step Action
3. An Excel spreadsheet containing your publication data opens.
Organising Data in Excel
Step Action
When you first download the data, it can look very confusing. However there are a few things you can do to make looking at the data easier.
1. Click the Select All icon in the top left corner of the spreadsheet.
2. Once all cells are selected, Double Click the line between any two column headers.
Step Action
3. All cells are now resized to show the data they contain.
Tel: 020 7811 6400
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Step Action
4. Click the row header to select all cells in Row 1.
5. Click the Bold icon. All Headings become Bold.
6. Click the Centre Text icon. All Headings are centred in the cells.
7. Move the mouse cursor onto the line between row 1 & 2 until it changes to the
Expand cursor.
8. Left Click and hold and drag down to increase the size of the row.
9. Click the Middle Align icon. All Headings are now in the middle of the cells.
Step Action
10.
Click the icon.
11. Select from the drop down menu that appears.
Filtering Data in Excel
Step Action
Drop down arrows are now visible on the column headings. This allows you to filter the data.
Step Action
1. Click the Drop down arrows on the heading your wish to filter data by.
2. Untick (Select All).
3. Tick the option you wish to view.
Tel: 020 7811 6400
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Step Action
4. The data is filtered by your selection. You can filter on multiple headings if you wish.
Step Action
5. To reset the data so you can see all expense lines once more. Click the drop
down arrow and Click from the menu.
The Events Calendar
Step Action
IPSA Online contains an Events calendar so you can keep up to date on any important dates that concern IPSA.
Each event is shown as a brief
summary in yellow on the relevant
date.
Click See All>> to see the calendar in more
detail including different views.
The Red circle with a number inside tells
you quickly how many events are on that
day.
Tel: 020 7811 6400
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Step Action
1. To view a summary of an event, Click the Yellow Summary line on the calendar.
2. A popup box appears with basic information on the event.
3. Click to close the popup box.
Step Action
1. Click
2. To get a summary of all events that are happening on a particular day Click on the date you are interested in.
3. A list of events is displayed beneath the date.
The Bulletin Board
Step Action
The Bulletin Board contains information IPSA want you to be aware of. It can be tailored so everyone, a small group or even individual messages can be sent to people via the Bulletin Board.
Viewing Bulletins
Step Action
1. To view a specific bulletin in detail, Click the link beneath the bulletin
Step Action
2. The bulletin is displayed in full.
Tel: 020 7811 6400
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See All Bulletins
Step Action
1. To see a list of all the bulletins, Click the button.
Step Action
2. To see a list of all the bulletins, Click the button.
3. To view a bulletin in more detail, Click the button.
Forms, Calculators and Documentation
Step Action
The IPSA Online Homepage contains all the Forms, Calculators, documentation and guidance you used to access via the IPSA Website. Because the IPSA Online Homepage is secure we can also add additional guidance and documentation that was deemed sensitive on our normal website.
Step Action
Whichever section you select will follow the same layout and navigation options.
Tel: 020 7811 6400
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Navigating Document Libraries
You can access the other support
sections by clicking the relevant link.
The link you are on is highlighted in
grey. Each section is split into a number of
tabs to make finding information
easier.
Having selected a Tab, a list of
useful documents or instructions
will be displayed.
Simply click the link to open the
relevant document.