SRS User Manual

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Table of Contents

1.Logging into SRS 2 Login screen 2 Corp Login 2

2. Displayed Categories and Forms 3 Search facility 3 Using the toolbar 3

i. Pending: 3 ii. Summary: 5 iii. Pay Period and Pay Points: 5

Information about a Category 5 Information about a Form within any particular Category 5

3. Filling in a Form 6

4. Bulk Input 8

Appendix 1 10

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1.Logging into SRS

Login screen

Figure 1: SRS Login screen

Corp Login

Figure 2: Logging in using Corp

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2. Displayed Categories and Forms There are 13 category panes under which are grouped a number of forms. The Table 1 in Appendix 1 shows the categories and the relevant forms under that category. New Categories and Forms can be added by the System Administrator who will provide information about any changes, if and when these are made.

a. Search facility Through this Search facility it is possible to quickly access relevant forms by using text related to the various categories and forms.

Figure 3: Search facility in the Category and Forms screens

b. Using the toolbar

Figure 4: Toolbar for aggregated information

i. Pending: By clicking on the Pending icon will display a table with all the pending forms as shown in Figure 5 below.

Figure 5: Table with results of pending forms

The results displayed in the table can be filtered using the Filter by category, Filter by status and Filter by pay period. Clicking on each of the filters presents a drop down list of choices. For example clicking on Filter by category presents the list shown in Figure 6.

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Figure 6: Choices for Filter by category

When clicking on Filter by status and Filter by pay period the drop down list for these filters are shown in Figures 7 and 8 respectively.

Figure 7: Choices for Filter by status

Figure 8: Filter by pay period

The table of results can furthermore be sorted in ascending or descending order

using arrows icon that is found in each of the columns.

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ii. Summary: Clicking on the Summary icon (shown in Figure 4) in the toolbar displays a table with a list of all the forms that currently in the system irrespective of whether these are draft, pending or accepted. The filters associated with this table are the same as those explained in the previous section.

iii. Pay Period and Pay Points: The Pay Period and Pay Points drop down lists displays the pay periods and pay points respectively. The user can chose to see all the forms associated with either a particular pay period (both for past as well as for future pay periods) or with a particular pay point.

c. Information about a Category Each Category pane shows an icon and title for that category (see Figure 9).

Figure 9: Category Pane

Aggregated information about the number of forms that fall under that category is displayed in terms of the number of Drafts and Pending forms. Draft forms are forms that an individual has worked on but have not been yet passed onto the next step in the workflow. Pending forms shows the number of forms that require the attention of the individual. These forms are either forms initiated by a previous step in the workflow or forms that have been submitted, but for some reason have been returned or recalled. All Forms shows the aggregated total of forms that an individual has under that category.

d. Information about a Form within any particular Category

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Figure 10: Form panes associated with the Recruitment Category

The same as with the Category panes, the Form panes (Figure 10) include aggregated information about the forms that are either created or have been passed onto an individual for his/her consideration. Draft forms are forms that an individual has worked on but have not been yet passed onto the next step in the workflow. Pending forms shows the number of forms that require the attention of the individual. These forms are either forms initiated by a previous step in the workflow or forms that have been submitted, but for some reason have been returned or recalled. All Forms shows the aggregated total of forms that an individual has under that category.

3. Filling in a Form As an example here we use the Category: Recruitment and click on the New Form button

of the New Employment form. This will open the New submission for New Employment form as shown in Figure 11.

Figure 11: Upper part of the New submission for New Employment form

This particular form allows for Bulk Input which is enabled by moving the slider from Default to Bulk Input as shown in the Figure 12.

Figure 12: Switch to change from Default view to Bulk Input view

Some fields are automatically filled in and are not editable as can be seen in Figure 13 below.

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Figure 13: Automatically filled in details (non-editable fields)

A group of other fields are automatically filled in once the Employee ID is entered into the relevant field (see Figure 14).

Figure 14: Fields are automatically filled in once the ID card is entered

Other information related to the Paypoint will need to be filled accordingly. Some fields like for instance Suspension of NI are optional and are only required in specific situations. Any files related to the form can be uploaded by using the File/s Upload facility shown in Figure 15.

Figure 15: File/s Upload facility

It is important that you check with the list of Uploaded Files (see Figure 16) and tick those that will be uploaded with the form.

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Figure 16: List of checkboxes to tick in relation to uploaded files

It is also possible to add some Comment in association with the form being submitted (Figure 17).

Figure 17: Comments area

A form can either be Saved as Draft or Submitted by clicking on the relevant button in the lower part of the form (Figure 18).

Figure 18: Saving, Submitting and Cancelling a form

A form that is Saved as Draft can be reopened by the individual to work on at some later stage. A form that is however Submitted will immediately be forwarded to the next step in the workflow.

4. Bulk Input Multiple forms can be entered by switching to Bulk Input as explained in the previous section. The table shown in Figure 19 is displayed and you can add the information for a number of new employees as a group.

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Figure 19: Bulk Input switch enabled

Once all the relevant information about new employees is added the form can be submitted using the Submit Bulk Input button found at the right hand lower corner of the form.

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Appendix 1 Table with Categories and relevant Forms. New categories and new forms can be added in the future. Your system administrator will provide information about changes to the categories and forms.

Category and related Forms

Absence from Work

Maternity Leave

Half Pay Sick Leave Deductions

Unpaid Leave Deductions

Change in Working Hours

Change in Working Hours

Change in Shift

Donations

Employee donation per pay

Employee Allowances

Allowance Deductions

New/Stop Allowance (Generic Fixed)

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Acting Allowance

Deputising Allowance

New/Stop Allowance (Generic Fixed Bulk)

Employee Transfers

Intra Ministerial Employee Transfer

Outgoing Inter Ministerial Employee Transfer

Incoming Inter Ministerial Employee Transfer

Employment Termination

Changes to a Transferred Employee

Termination

Garnishee-Interdiction-Alimony

Enforce Garnishee

Lift Garnishee

Enforce Interdiction

List Interdiction

New Alimony Payment

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Change Alimony Payment

Stop Alimony Payment

Recurring Alimony Payment

Recurring Garnishee

Overtime

Overtime

Overtime (Bulk)

Payment Adjustments

Supplementary Payment

Refund/Overpayment

Stop Payment

Recruitment

New Employment

Contract Renewal/Extension

Change in Contract/Addendums

Confirmation of Appointment

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Appointment not Confirmed

Increment Approval/Withholding

Progressio, Placement, Assimilation

Bridging (Point to Point)

Appointment

Resume Duty

New Employment (Bulk)

Suspension of Pay

Pay Withholding and Suspension

TAX, Status- FS3-NI

Change in Taxation Status (%)

Change in Taxation Status (not %)

Suspension of Tax

Suspension of NI

Issue Revised FS3

Update Personal Details

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Change in Contact Details

Change in ID Card No/Passport No

New Email Address

Change in Banking Details

Marriage and Spouse Details