Administrator Self Service (ASS)
User Guide
Version 1
20 September 2013
Administrator Self Service
Contents
Page
Introduction
4
Manage Self Service Homepage
Managing Notifications
6
Notifications List
9
Reassign An Unopened Notification
10
Open A Single Notification
11
Read Notification Details
12
Request For Further Information
14
Respond To A Request For Further Information
15
Delete Notifications
16
Manage Staff Information
All Actions Saved For Later
17
Personal Information
Updating An Employees Name
19
Creating A New Employee Address
21
Adding An Employees Phone Number
23
Updating Emergency Contact Details
24
Employment Information
Viewing Employees Records
26
Property Register
Recording Property Allocated To Staff
27
Adding Property Allocation
28
Amending Property Allocation
30
Deleting Property Allocation
31
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Administrator Self Service
Assignment (Approval Required)
Amending An Employees Position Details
33
Hours (Approval Required)
Amending An Employees Hours
36
Amending An Employees Supervisor Details
38
Supervisor
Absence
Annual Leave
Entering An Employees Annual Leave
41
Cancelling An Employees Annual Leave
44
Viewing An Employees Annual Leave Entitlement
45
Sickness Absence
Entering An Employees Sickness Absence (Closed Period)
47
Entering An Employees Sickness Absence (Unknown Return Date)50
Study Leave/Special Leave
Entering An Employees Special/Study Leave
53
Absence Calendar
To View The Absence Calendar
55
Ending An Employees Employment (Approval Required)
Terminating Employment
57
Registrations And Memberships
Updating Registrations And Memberships
Contact Information
61
63
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Administrator Self Service
Introduction
The Electronic Staff Record (ESR) is an interactive Human Resources, Payroll and
Learning Management System which is utilised within the NHS throughout
England, Wales and Scotland.
In July 2011 NHS Wales formally launched a variety of pilot sites to utilise the
ESR Self Service functionality which enables both managers and employees to
manage personal and assignment information. Previously Human Resources
Department have been responsible for updating addresses, marital status, next
of kin etc via change forms but with Employee Self Service any employee can
update their own details, with management approval, where appropriate.
Administrator Self Service also enables Managers to make changes on behalf of
their staff.
How to Access ESR
Your unique user ID will be issued by the Public Health Wales ESR Team along
with a temporary password which you will be prompted to change on accessing
the system for the first time.
Each NHS organisation has a dedicated VPD
number, 028 is Public Health Wales, and this will precede all user names e.g
028jjenkins01.
Log onto: https://esr.mhapp.nhs.uk/OA_HTML/AppsLogin
Your new password must be at least six characters longs with a combination of
numbers and letters – no repeat characters are acceptable.
For any access issues please contact the Public Health Wales ESR Team:
[email protected]
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Administrator Self Service
Administrator
Homepage
Self
Service
On the left hand side you will have access to Administrator Self Service and
accompanying menu
The Personalise button (top right) is optional and allows you to build your own
favourite list of the sections within ESR.
These would then be displayed as your favourites:
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Manage Your Notifications
There are two sources of notification generated in ESR, those generated through
Self Service between an Employee/Administrator and Manager and Role Based
notifications generated from triggers within ESR, such as a New Starter or
Leaver. These can be broken down as follows:
Employee Based Notification and Approval: refers to changes made by an
Employee to their own record which require the Manager of the Employee to
either be aware of or to approve the change (Self Service).
Supervisor Based Notification and Approval: refers to changes made to an
Employees information by an Administrator which require the Manager of the
Employee to either be aware of or to approve the change.
Role Based Notification and Approval: refers to changes made to an
Employee’s information which impacts on pay. This allows the Organisation to
select the most appropriate person to authorise approval.
The URP Administrator Self Service (Payroll Approvals Required) allows for a
further
approval or acceptance of a change of information to be required. This URP gives
a Manager the same screens as available to the No Payroll Approvals Required
URP, but, when changes are made to certain Assignment related information a
notification is sent to those people assigned to the SSHR Payroll Approvals Role.
Information which requires “Approval” before it is accepted into ESR is as
follows:
•
•
•
•
Assignment Information (Changes to Organisation, Position, Grade, etc)
Hours Changes
End Employment
New Hires
All other changes available on this URP will be made straight to the ESR
database on submitting the change.
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Note that where notifications are used the change is only committed to the
database on approval of the notification. Therefore it is the username of the
approver of the notification that is logged in the audit trail as opposed to that of
the user initiating the change.
When a user logs into ESR the following message will be displayed:
Self Service users should check their Notifications “inbox” on a regular basis to
action any notifications they may have received. Additionally, a daily email
reminder can be set up advising that there are new open notifications in the
Work list. This alerts the user to the fact that they have received new
notifications without the need to log into ESR to check if any exist.
When an email is received, the user will then have to log into ESR to open the
work list to action the notifications.
To generate the daily email the user preferences need to be amended as follows:
The Email Style should be set to ‘Plain Text Summary Email’.
A maximum of one email will be generated per user, per day and emails will only
be generated for users who have an Employee record linked to their user
account and an email address entered on their Employee record. The email field
can be found on the Office Tab on the Enter and Maintain person form.
Example email:
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All Notifications sent between an Employee and Supervisor which are requesting
a change of information or enrolment on training have three options available to
the Supervisor in response:
Approve – This accepts the change and the information will be updated in the
Employees record.
Reject – This will reject the changes made and the information will not be
updated. The employee will receive a notification informing them of this.
Return for Further Information – The Employee will receive a notification
back from the Supervisor in which the Supervisor should detail the additional
information required.
The Employee will then need to restart the process by submitting a new request.
The majority of notifications generated within Self Service which require an
action by the Supervisor are subject to time out rules. This means that after a
defined period of time a notification which has not been actioned will move up
the Supervisor hierarchy to next level of approval.
Notifications will continue to escalate up the Supervisor hierarchy until they
reach the top. At this point they will either error following the time out period or
continue to circulate around the hierarchy from the original requisition until such
time as they are actioned or the process errors.
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Administrator Self Service
Timeout Rules
Administrator Actions
Employee Initiated Changes
Notifications List
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Your Notifications > Notifications
Step
Action
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1.
2.
3.
Click on the icon in the View field and select the required
option from the LoV shown.
Click the Go button to the right of the View field.
To change the View criteria, repeat Step 1 & 2.
Reassign an Unopened Notification
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Your Notifications > Notifications
Step
1.
2.
3.
4.
5.
6.
7.
8.
Action
Use the Notifications navigation path to view the Work list.
Check the box in the Select column against the required Notification.
Click the Reassign button.
The Reassign Notification window will open
Click on the icon to search for the Assignee.
Search by either: Name, User Name or Email address
Click the Go button.
The list of available Assignees will appear
Check the box in the Select column against the required Name, User
Name or Email address.
Click the Select button.
The Reassign window will reopen and display the required Name/User
Name in the Reassign field.
Check the Radio button against Delegate your response
Or
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9.
10.
Check the Radio button against Transfer notification ownership
In the Comments box, enter a message to the assignee, if required
The inserted message will display with each reassigned notification
Click the Submit button.
The notification will now appear on the Assignee’s Work list
Open a Single Notification
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Your Notifications > Notifications
Step
1.
2.
3.
Action
Use the Notifications navigation path to view the Work list.
Check the box in the Select column for the particular notification
required.
Click the Open button.
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Read Notification Details
Use the vertical scroll bar to read down the page.
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The information shown on this page is view only.
The following activities can be instigated from the page:
• Delete the Notification
• Reassign the Notification
• Request Information
To return to the Work list:
• Use the icon on the Windows Toolbar
The Action History is shown at the bottom of the page.
The activity buttons are also available at the bottom of the page.
To have the system automatically show the next notification after my response:
• Check the tick box
To return to the Work list:
• Use the Return to Work list link at the bottom of the form
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Request For Further Information
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Your Notifications > Notifications
Step
1.
2.
3.
4.
Action
Use the Notifications navigation path to open the Work list page.
Select and Open the required notification.
Click the Request Information button to open the Request
Information page.
Check either the Workflow Participant or the Any User radio
button, to designate which LoV you wish to use.
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5.
6.
7.
Select from the LoV, to nominate the participant name or the User
name.
Click in the Information Requested box and enter a message Free
text field.
Click the Submit button.
The Work list page will reopen but the notification will have
disappeared it will not reappear until the nominated participant or user
responds to the request It will now appear on the nominated
participant or User Work list.
Respond to a Request For Further Information
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Your Notifications > Notifications
Step
1.
2.
3.
4.
5.
Action
Use the Notifications navigation path to view the Work list.
Check the box in the Select column for the particular notification
required.
Click the Open button.
The selected notification will open and display the details in a new
form.
In the Answer box, type the response Free text field.
Click the Submit button.
The Work list page will reopen but the notification will have
disappeared It will now reappear on Requesters Work list.
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Delete Notifications
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Your Notifications > Notifications
Step
1.
2.
3.
4.
Action
Use the Notifications navigation path to view the Work list.
Check the box in the Select column for the particular notification
required.
Click the Open button.
The selected notification will open and display the details in a new
form.
Click the Delete Notification button.
The notification will be removed from the Notification list
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Manage Staff Information
All Actions Saved for Later
Throughout Self Service when making any additions/changes there is a button
located on the right hand side of the screen that allows you to ‘Save for Later.’
Any such actions are accessible through the All Actions Saved for Later menu
option.
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Personal Information
ESR has a predefined list of titles, this list cannot be added to locally but
requests can be made to update the list as and when required.
Some titles such as Mr, Mrs, Miss and Ms will automatically update the Gender
field; other titles such as Dr and Professor will not update the Gender field as
these titles can apply to both Genders.
All Employees need to have address details set against their record in ESR
usually known as their Primary or Main address; however it is possible to have
more than one address on the system for each employee.
These addresses fall into the following categories:
•
•
•
•
•
•
•
•
Correspondence
Forwarding
Home
Permanent
Recruiting
Temporary
Temporary Offer Address
Weekend
These following categories are available to record an Employees phone
numbers/email:
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•
•
•
•
•
•
•
•
•
Home, Home Fax
Home Secondary, Home Tertiary
Mobile
Other
Pager
Personal E-Mail
Work, Work Fax
Work Mobile
Work Secondary, Work Tertiary
Updating an Employees Name
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Personal Information
Step
1.
2.
Action
Using the Action icon select the relevant Employee from the list.
The personal information form is displayed, select the
button next to the ‘Basic Details’ section.
To add or update Employee personal information, you would click
the Add or Update button in the appropriate area of the screen.
If future actions already exist then the
will be available
button
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3.
4.
5.
6.
7.
8.
9.
The Basic Details: Choose Option screen is displayed.
As a Manager you may choose to either correct the existing
information or enter new information for the Employee. Once the
relevant option is selected click
.
The Basic Details: Update Information form is displayed.
The effective date will default to today’s date, amend the date to
that of the actual change using format DD-MON-YYYY or
alternatively you can use the calendar icon.
Click into the Title field and using the drop down arrow select the
relevant title from the list.
Click into the Last Name field and enter the New Last Name for the
Employee.
Click into the Previous Last Name and enter the relevant details.
Click the
button.
The Personal Information Review form is displayed showing the
changes made; all new changes are highlighted with a Blue Dot.
There are additional options on this page: ‘Cancel’ what you have
changed, ‘Printable Page’, ‘Save for Later’, or ‘Back’ to previous
page to make more amendments
Click the
button. The Confirmation page is displayed to
show that the changes have been applied.
Click the
button.
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Creating a New Employee Address
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Personal Information
Step
1.
2.
Action
Select the relevant Employee by selecting the icon within the Action
column.
Within the Main Address area Click
to edit the existing
details or click
to create a new address.
If no address currently exists click Add and move to step 5
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3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
The Main Address: Choose Option form is open. Within this form
you can select to correct or amend the existing address or you can
enter a New Address if the employee has moved.
Click Next.
The Main Address: Enter New Address form is open. Here you may
only manually enter the address details, ensure all relevant fields
are populated.
Enter the Effective Date field in format DD-MON-YYYY
This cannot be prior to the employee’s hire date but it can be a date
in the future.
Click into the Type field and select the relevant option from the list.
Click into the Country field and select the relevant option from the
list.
Click into Address Line 1 and enter the relevant information.
You may also complete Address line 2 and 3 where required.
Click into the Town field and enter the relevant information.
Click into the County Field and enter the relevant information.
If unsure, select the magnifying glass icon to locate the County.
Click into the Post Code and enter the relevant information.
Click
13.
The Personal Information: Review Form is displayed; If you
have amended an existing address the changes will be highlighted
with a Blue Dot The additional options on this page are to ‘Cancel’
what you have changed, ‘Printable Page’, ‘Save for Later’, or ‘Back’
to previous page to make more amendments.
14.
Click
The Confirmation page is displayed to confirm the changes have
been applied to the employees address record.
If additional changes were required you could click the Return to
Overview button to return to the main personal form.
Click the Home link to return to the Navigator or
15.
Information
to
re
display
the
employee
Personal
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Adding an Employees Phone Number
URP: XXX Administrator Self Service (Payroll Approval Required)
Navigation Path: (N) Manage Staff Information > Personal Information
Step
1.
2.
Action
Using the icon select the relevant employee from the list.
Click the
button within the Phone Numbers and Personal EMail area. To add or update other employee personal information,
you would click the Add or Update button in the appropriate area of
the screen.
The Phone Numbers Enter and Maintain Screen is displayed. The
default option is Home although this can be changed by using the
drop down arrow, To add additional types of phone numbers for
your employee, select the
button, choose the
appropriate phone number type and enter the number. You can also
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3.
4.
5.
6.
update existing information by selecting the relevant field, deleting
the existing information and entering the new details.
Click into the Number field and enter the phone number including
area code.
Click the
Button.
Click
Proposed changes are displayed here for the Manager to review. To
assist the review, any items changed are highlighted with a Blue
Dot. The Confirmation Page is displayed to confirm the changes
have been applied to the Employee record and that it has been
updated.
If additional changes were required you could click the return to
Overview Button to return to the main Personal Information Screen.
Click on to the Home link at the top of the screen to return to the
home page.
Updating Emergency Contact Details
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Personal Information
Step
1.
2.
Action
Using the icon select the relevant Employee from the list.
3.
Click the
Within the Emergency Contact area click the
button
icon within the Title field and select the appropriate
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4.
5.
6.
7.
8.
9.
10.
Title for the Emergency Contact.
Click into the First Name field and free type the individuals First
Name.
Click into the Last Name field and enter the individuals Last Name.
Within the Relationship field click onto the drop down arrow and
select the relationship between the employee and the contact.
Click in the Relationship Start Date and enter the date that the
employee identified the individual as their emergency contact.
Within the Primary Contact field, left click to populate with a tick.
If the contact is using the same address as the employee, ensure
that the check box is selected next to “Use my address for this
person”
If the contact is using a different address than the employee,
uncheck this box and enter the relevant address details.
When this box is unchecked additional fields will be displayed so
that an alternative address can be entered.
Within the main address area and under the Phone Numbers header
click the icon within the Type field and select the correct entry from
the list.
11.
Click into the Number field and enter the contact number including
area code for the emergency contact.
12.
If additional contact details are required click the
button and repeat steps 10 & 11.
This will allow any additional numbers such as Mobile or Work
details to be included.
13.
14.
15.
Click
The Personal Information: Review form is displayed showing the
changes marked with a Blue Dot
Click the
button to apply the changes.
The additional options on this page are to cancel what you have
changed, printable page, save for later or go back to previous page
to make more amendments.
The Confirmation page is displayed to confirm the changes have
been applied to the employees emergency contact record.
Click the Home link to return to the Navigator or the
button to return to the main personal form.
The Dependants and Other Contacts region is also available to record and
view any other types of contact associated with the Employee.
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Employment Information
Managers can view employee employment records via ASS. These records
include, employment history, training undertaken and recorded absence.
Viewing Employees Records

Select ‘Employment Information’ from the ‘Manage Staff Information’
list

This will open a screen listing all employees working within your structure
that you are responsible for (according to the internal hierarchy) and the
employment info currently set in the payroll system (ESR)

An overall view of all staff can be seen in this screen for Employment,
Training and Absence. Alternate between tabs for various views.
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
Click on the employee’s name (highlighted in blue) to open a new page
displaying the selected employees’ employment history with this
organisation.
Property Register
Recording Property Allocated to Staff
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Property Register
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Step
1.
Action
Click Action against the employee to whom you wish to record the
allocated property.
This screen will show you all property already allocated to the
employee. From this screen you can Delete/Update or Add items of
property.
Adding Property Allocation
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Property Register
Step
1.
Action
Click the
button.
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2.
Click the Search icon.
3.
Click the Go button to obtain catalogue of items available to list in
the property register.
Select the correct item, these items are shown 10 at a time, you can
view more items by clicking Next 10 at the bottom of this screen.
4.
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5.
6.
7.
8.
9.
Add Asset Number (if known).
Amend Start date (if required).
Click Apply.
Either Add another item or Click Next to continue.
A confirmation page will open to confirm the changes have been
implemented, click Home.
Amending Property Allocation
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Property Register
Step
1.
2.
3.
4.
5.
Action
Click Amend.
Amend Information as required.
Click Apply.
By Changing the green light on the left hand side, you can update
another record now (begin these steps again).
Click Next.
An overview of changes will be displayed (shown by a blue circular
light)
Once satisfied with changes, click Submit.
A confirmation page will open to confirm the changes have been
implemented, click Home.
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Deleting Property Allocation
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Property Register
Step
1.
Action
Ensure the green light on the left hand side is against the item you
wish to delete from the allocation list.
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2.
3.
4.
5.
Once you select the correct item, click on Delete -the status for the
selected item will change to Deleted.
Either select another item to delete or click Next.
The next page will open to Review item to remove, once you are
satisfied that this is the correct, click Submit.
A confirmation page will open to confirm the changes have been
implemented, click Home.
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Assignment (Approval Required)
There is a large amount of information held within the Assignment details for
each Employee. This information can be updated and changed, pending
approval, by Managers within Self Service.
This Information includes:
• Changes to the Organisation
• Changes in Job Title
• Changes in Position Title
• Changes in Grade
• Changes in Payroll (Weekly / Monthly)
• Changes to their Expense User Type
• Changes to Assignment Status
• Changes to Employee Category
• Changes to Incremental Dates
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Amending An Employees Position Details
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Assignment (Approval
Required)
Step
1.
2.
3.
4.
5.
6.
7.
8.
Action
Click the Action icon to select the relevant Employee.
The Assignment (Approval): Effective Date Options form is
displayed.
Click into the Effective date field and enter the required date for
the change of Assignment Information, then click the
button.
It is recommended that you enter a specific date on which the
changes take effect. This will ensure that the changes to the
Employee’s record are effective from the appropriate date and their
employment history is correct.
Click the Search icon next to the Organisation Name field.
Within the search field and using the correct format enter the New
Organisation and click
From the returned results use the Icon to choose the correct
Organisation.
Click the magnifying glass icon next to the Position Name field.
Within the search field and using the correct format enter the New
Position details and click
You can view all positions in the department by entering % in the
search by field. You can also search by Position Number which forms
part of the position name you can also search on partial Position
Description using wildcards in the relevant places.
From the returned results use the Icon to choose the correct
Position.
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9.
10.
11.
12.
13.
14.
A warning page is displayed advising that default values are
attached to the Position, such as Job, Grade, Payroll, etc. These can
be amended before the record is submitted.
Click the
button.
The Assignment (Approval): Assignment form is displayed.
You can now view the Assignment information relating to this
change and complete any additional information required or amend
the default values for the position.
Click on the dropdown arrow in the Change Reason field and select
the appropriate reason for the change.
Click the
button.
The Change Location form is displayed. The default location is
shown and can be amended if required.
Click the
button.
The Change Manager form is displayed.
Click the magnifying glass icon in the Manager field.
Within the search field and using the correct format enter the New
Manager Name and click
Step
15.
Action
From the returned results use the Icon to choose the correct
Manager.
If the Employee is to have new Supervisory responsibilities, you can
select Employees from your hierarchy and reassign them to the
Employee by completing the New Direct Report field as appropriate.
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16.
17.
18.
19.
Click the
button.
The Assignment (Approval): Work Schedule form is displayed.
Here you have the opportunity to change the Employee’s hours,
Frequency and Assignment Category if required.
Click the
button.
A Warning message will be displayed. If the Employee does not
receive a Spot Salary then you will be advised that you cannot make
any salary changes as the Employee is attached to a grade step.
Click the
button to continue.
The Assignment (Approval): Review form is displayed; the
changed items are indicated by a blue dot. Any comments to the
approver can be entered at the bottom of the screen if required.
Click the
button.
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Hours (Approval Required)
Amending An Employees Hours
Changes to Employee hours can be completed either in
retrospectively to the actual commencement date of the change.
advance
or
Managers also have the ability to enter any supporting comments that the
Approver may need to be aware of.
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Hours (Approvals
Required)
Step
1.
2.
3.
Action
Using the Action icon select the Employee required.
Enter the required Effective Date in format DD-MON-YYYY or use
the calendar icon to select the date for the change of hours and
select the
button.
It is recommended that you enter a specific date on which the
changes will take effect. This will ensure that the changes to the
Employee’s record are effective from the appropriate date and their
employment history is correct.
Ensure that you are aware of the information box at the top of the
screen.
This will change depending on the employee record being modified.
The Change Hours (Approval): Work Schedule form is
displayed.
Click in the Work Hours field and enter the New hours for the
employee.
If you enter too many hours for the chosen frequency, an error
message will be displayed.
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4.
Click
If the Employee does not receive a Spot Salary then you will be
advised that you cannot make any salary changes as the Employee
is attached to a grade step.
5.
6.
7.
Click the
button.
The change of hours has now been completed and the Hours
(Approval): Review form is displayed. The proposed changes are
displayed for your review. To assist the review, any changed items
are highlighted with a blue dot.
Click into the Comments to Approver field if required and enter
the relevant comments to be sent when submitted.
Click the
button.
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Supervisor
Amending An Employees Supervisor Details
An Employee will have Supervisor details attached to their Employment record.
Only one Supervisor can be recorded against an Employee record and whilst this
would typically be the line manager it could also be an Administrator who is
responsible for maintaining the record in Self-Service.
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Supervisor
Step
1.
2.
3.
4.
5.
Action
Using the Action icon select the Employee from the list.
The Change Supervisor: Effective Date Options form is
displayed. Click the required date on the calendar and then press
the
button.
You can also enter the required date directly into the Effective Date
field by typing over the existing date in format DD-MON-YYYY.
The Change Supervisor: Change Manager form is displayed.
Within the Assign A New Manager section click the magnifying
glass icon to open the search form.
The Search and Select Manager form is displayed.
Using the correct format, enter in the criteria for the New Manager
and click
From the returned results, use the icon to select the relevant
Manager.
The Manager’s name is now displayed in the Manager field. If the
Employee has new Supervisory responsibilities; you can select
Employees from your hierarchy and reassign them to the Employee
by completing the New Direct Report field as appropriate.
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6.
7.
Click the
button. The Change Supervisor: Review form is
displayed to shown the proposed changes. To assist the review, any
changes are highlighted with a blue dot.
After ensuring the information is correct click the
button.
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Absence
Annual Leave
As a Manager, you are able to keep a record of annual leave in ESR.
In order to record annual leave, Employees must have an appropriate accrual
plan attached to their assignment record.
All assignments held by the Employee must have the accrual plan attached.
An accrual plan holds information about absences taken under the plan including
the total entitlement. Annual Leave is recorded in hours for all AfC staff.
The accrual plan must be added in the core application.
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Entering An Employees Annual Leave
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Absence
Step
1.
2.
3.
4.
5.
Action
Using the Action icon select the relevant employee from the list.
Previous absences are displayed and you can choose to view specific
absence types, categories and approval status by using the search
options and clicking the Go button.
Click the create absence button.
The Absence Status field will default to Confirmed, this can be
changed to ‘Planned’ by selecting the option from the drop down list.
Only absences with a status of confirmed will affect accrual plan totals
and entitlements
Click on the drop down list in the Absence Type field to select the
appropriate absence type.
Please note that in order to record annual leave within ESR; Employees
must have an appropriate accrual plan against their assignment record.
The accrual plan must be added within the core application.
When recording Annual Leave the Absence Reason field will default
into this field.
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6.
7.
8.
9.
10.
Step
11.
12.
13.
14.
15.
16.
Click in the Start Date field to enter the first day of absence in format
DD-MON-YYYY or select the calendar icon to choose the date.
Click in the End Date field to enter the last day of absence in format
DD-MON-YYYY or select the calendar icon to choose the date.
Click in the Start Time field to enter the start time of the absence.
24Hour time format is used within this field.
Click in the End Time field to enter the end time of the absence.
24Hour time format is used within this field.
Click the Calculate Duration button to calculate the hours of the
annual leave. If the period of annual leave includes weekends then
those hours will be included in the calculation. In that instance you
should amend the number of hours manually.
Action
Should the Manager wish to view the Employee entitlement prior to
completing the process then hover the mouse pointer over the View
Entitlement Balances link for the pop up window to open.
Enter the Effective Date.
Select the Go button.
An entitlement balance pop-up window is displayed showing the current
remaining balance of annual leave for the employee inclusive of any
leave that has been confirmed but not yet taken in the current
entitlement period.
You can view the balance for a different entitlement period by entering
an effective date and clicking the Go button.
Click on the x in the top right corner of the pop-up window to close the
window.
Click the Next button.
Click the Submit button.
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The following message will appear if the new absence being recorded overlaps with
an existing absence record:
This message will be displayed if the absence type has already been recorded for
the same period:
If you have amended the duration of hours due to weekends being included a
Warning message will appear:
If the period of leave exceeds the Employees entitlement balance the following
message will be displayed:
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Cancelling An Employees Annual Leave
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Absence
Step
1.
2.
Action
Using the Action icon select the relevant employee from the list.
Select the Delete icon for the absence you wish to cancel.
Ensure the information is correct and click the Submit button to apply
your changes updating the Employee’s record.
You should ensure that all information entered is accurate prior to
clicking Submit. The Delete button will close the absence record without
saving any changes.
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Viewing An Employees Annual Leave Entitlement
URP: XXX Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Absence
Step
1.
2.
3.
4.
Action
Click the Action icon.
In the Effective Date field enter the required date.
Select the Go button to view the entitlement.
Click the Home link to return to the Navigator or the Return to People
in Hierarchy link to return to the Absence: People in Hierarchy form.
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Entering An Employees Sickness Absence
When creating an Absence record, the default view is ‘Confirmed and Planned
Absence’.
Users may choose to view previous absences by selecting the ‘Absence History’
option from the View dropdown menu.
At the point of creating an Absence record for an Employee, all existing absences
will be displayed.
When creating an Absence Type of ‘Sickness’, the Absence Status will automatically
change from ‘Planned’ to ‘Confirmed’. Only absences with a status of ‘Confirmed’ will
affect accrual plan totals and entitlements.
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Entering An Employees Sickness Absence For A
Closed Period
URP: Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Absence
Please note sickness is to be recorded to include weekends e.g if an
employee is off for 2 weeks, you would not record two periods of sick as
Monday to Friday and Monday to Friday, you would need to enter the
start date and the actual date an employee returned to work.
If an employee is part time you would need to record the start date of
the sickness period and the end date as the actual date the employee
returned to work, this will include weekends and days not normally
worked.
Step
1.
2.
3.
4.
5.
6.
Action
Using the Action icon select the relevant employee from the list.
Previous absences are displayed and you can choose to view specific
absence types, categories and approval status by using the search
options and clicking the Go button.
Click the Create Absence button.
The Absence Status field will default to Confirmed.
This can be amended to ‘Planned’ if required. Only absences with a
status of confirmed will affect accrual plan totals and entitlements.
Click the dropdown arrow in the Absence Type field and select the
appropriate option from the list available.
Click the dropdown arrow in the Absence Category field and select the
appropriate option from the list available.
A Level 1 reason is mandatory to give a high level reason for the period
of Absence however the Level 2 reason is optional although it allows for
a more detailed description of the Absence to be recorded.
Click in the Search icon in the Level 1 Reason field and search for the
absence reason.
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7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
Click in the Level 2 Reason field and record a reason if required.
Click in the Start Date field to enter the first day of absence in format
DD-MON-YYYY or select the calendar icon to choose the date.
Click in the End Date field to enter the last day of absence in format
DD-MON-YYYY or select the calendar icon to choose the date.
Click the Calculate Duration button
Note that for sickness absence the total duration is always displayed in
calendar days. This is the agreed national format.
Click in the Work Related field and select either ‘Yes’ or ‘No’.
If the field is left blank the value will default to ‘No’. If the absence is the
result of an Industrial Injury then enter ‘Yes’ to ensure that the sickness
entitlements are calculated correctly.
Click in the Third Party field and select an option from the LoV shown
(if applicable).
Click in the Disability Related field and select Yes from the LoV if the
absence is related to a disability.
Click in the Violence and Aggression Related field and select Yes
from the LoV of the absence is related to an act of violence.
Click in the Notifiable Disease field and select Yes from the LoV if the
absence is related to a disease that is required by law to be reported to
government authorities.
Click in the Return to Work Discussion Date field and manually enter
the date of the return to work discussion if applicable.
Click in the Occupational Health Referral Date field and manually
enter the date of the referral to Occupational Health if applicable.
A national notification role is available called ‘Occ Health Absence
Referral’. This is used to send absence notifications to Occupational
Health. Each Employing Authority should have at least one user
assigned to this role to receive these notifications.
Click in the HR Intervention field and select Yes from the LoV if the
period of absence required intervention by HR.
If the above field has been flagged as Yes, click in the HR Intervention
Date field and manually enter the date.
Click in the HR Manager field and select the HR Manager from the
LoV. The HR Intervention Date field will need to be populated in order
display the LoV in the HR Manager field. The LoV will recall all current
employees as at the HR Intervention date.
Click in the Final Interview Date field and manually enter the date of
the final interview with HR, if applicable.
Click in the Surgery Related field and select Yes from the LoV if the
absence is related to surgery undergone by the employee.
The DH Monitoring field should be left blank.
This field has been made available for the Department of Health to add
values in the future to enable specific monitoring of Absence.
The Migrated Absence field should only be used at the time the
Employing Authority is migrated onto ESR.
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25.
Click the Next Button to continue.
The following message will appear if the new absence being recorded overlaps with
an existing absence record:
This message will be displayed if the absence type has already been recorded for
the same period:
26.
Ensure the information is correct and click the Submit button to apply
your changes updating the Employee’s record.
You should ensure that all information entered is accurate prior to
clicking Submit. The Cancel button will close the absence record
without saving any changes.
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Entering An Employees Sickness With Unknown
Return Date
URP: Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Absence
Step
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Action
Using the Action icon select the relevant employee from the list.
Previous absences are displayed and you can choose to view specific
absence types, categories and approval status by using the search
options and clicking the Go button.
Click the Create Absence button.
The Absence Status field will default to Confirmed.
This can be amended to ‘Planned’ if required. Only absences with a
status of confirmed will affect accrual plan totals and entitlements.
Click the dropdown arrow in the Absence Type field and select the
appropriate option from the list available.
Click the dropdown arrow in the Absence Category field and select the
appropriate option from the list available.
A Level 1 reason is mandatory to give a high level reason for the period
of Absence however the Level 2 reason is optional although it allows for
a more detailed description of the Absence to be recorded.
Click in the Search icon in the Level 1 Reason field and search for the
absence reason.
Click in the Level 2 Reason field and record a reason if required.
Click in the Start Date field to enter the first day of absence in format
DD-MON-YYYY or select the calendar icon to choose the date.
As the return date in unknown, leave the end date field blank.
This is to ensure that statutory and occupational sick pay is calculated
correctly.
Once the end date is known, you will need to go back into the
sickness absence screen to record the end date.
Please note sickness is to be recorded to include weekends
e.g if an employee is off for 2 weeks, you would not record
two periods of sick as Monday to Friday and Monday to
Friday, you would need to enter the start date and the actual
date an employee returned to work.
If an employee is part time you would need to record the
start date of the sickness period and the end date as the
actual date the employee returned to work, this will include
weekends and days not normally worked.
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11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
Click the Calculate Duration button
Note that for sickness absence the total duration is always displayed in
calendar days. This is the agreed national format.
Click the Next button.
Click the Submit button to apply your changes and update the
employees record.
Click in the End Date field to enter the last day of absence in format
DD-MON-YYYY or select the calendar icon to choose the date.
Click the Calculate Duration button
Note that for sickness absence the total duration is always displayed in
calendar days. This is the agreed national format.
Click in the Work Related field and select either ‘Yes’ or ‘No’.
If the field is left blank the value will default to ‘No’. If the absence is the
result of an Industrial Injury then enter ‘Yes’ to ensure that the sickness
entitlements are calculated correctly.
Click in the Third Party field and select an option from the LoV shown
(if applicable).
Click in the Disability Related field and select Yes from the LoV if the
absence is related to a disability.
Click in the Violence and Aggression Related field and select Yes
from the LoV of the absence is related to an act of violence.
Click in the Notifiable Disease field and select Yes from the LoV if the
absence is related to a disease that is required by law to be reported to
government authorities.
Click in the Return to Work Discussion Date field and manually enter
the date of the return to work discussion if applicable.
Click in the Occupational Health Referral Date field and manually
enter the date of the referral to Occupational Health if applicable.
A national notification role is available called ‘Occ Health Absence
Referral’. This is used to send absence notifications to Occupational
Health. Each Employing Authority should have at least one user
assigned to this role to receive these notifications.
Click in the HR Intervention field and select Yes from the LoV if the
period of absence required intervention by HR.
If the above field has been flagged as Yes, click in the HR Intervention
Date field and manually enter the date.
Click in the HR Manager field and select the HR Manager from the
LoV. The HR Intervention Date field will need to be populated in order
display the LoV in the HR Manager field. The LoV will recall all current
employees as at the HR Intervention date.
Click in the Final Interview Date field and manually enter the date of
the final interview with HR, if applicable.
Click in the Surgery Related field and select Yes from the LoV if the
absence is related to surgery undergone by the employee.
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28.
29.
30.
The DH Monitoring field should be left blank.
This field has been made available for the Department of Health to add
values in the future to enable specific monitoring of Absence.
The Migrated Absence field should only be used at the time the
Employing Authority is migrated onto ESR.
Click the Next Button to continue.
The following message will appear if the new absence being recorded overlaps with
an existing absence record:
This message will be displayed if the absence type has already been recorded for
the same period:
31.
Ensure the information is correct and click the Submit button to apply
your changes updating the Employee’s record.
You should ensure that all information entered is accurate prior to
clicking Submit. The Cancel button will close the absence record
without saving any changes.
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Entering An Employees Special/Study Leave
Please note any requests for unpaid study/special leave need to be
referred to payroll and not entered onto they system.
URP: Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > Absence
Step
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Action
Using the Action icon select the relevant employee from the list.
Previous absences are displayed and you can choose to view specific
absence types, categories and approval status by using the search
options and clicking the Go button.
Click the Create Absence button.
The Absence Status field will default to Confirmed, this can be
changed to ‘Planned’ by selecting the option from the drop down list.
Click the dropdown arrow in the Absence Type field and select the
appropriate option from the list available.
Please ensure that you select Special Leave Increasing Balance or
Study Leave Increasing Balance as oppose to any Special Leave
Decreasing Balance or Study Leave Decreasing Balance as this
will affect pay. Any requests for unpaid study/special leave need
to be referred to payroll and not entered onto they system.
Click the dropdown arrow in the Absence Category field and select the
appropriate option from the list available.
Click in the Start Date field to enter the first day of absence in format
DD-MON-YYYY or select the calendar icon to choose the date.
Click in the End Date field to enter the last day of absence in format
DD-MON-YYYY or select the calendar icon to choose the date.
Click the Calculate Duration button.
Click the Next button.
Click the Submit button.
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Absence Calendar
The Absence Calendar allows Managers to view Employee absence in a month-toview calendar format. The Employees displayed are restricted to those within the
Manager’s Supervisor hierarchy.
The calendar includes a drill-down screen, which allows Managers to view absences
for a specific Employee, a year before today’s date and a year into the future.
A colour-coded legend depicts the different Absence Types as follows:
• Annual Leave – Blue
• Sickness – Red
• Training/Development – Green
• Maternity/Paternity/Adoption – Pink*
• Special Leave – Orange
• Other Leave – Brown
• Mixed Leave – Purple
• Public and Bank Holidays - Grey
*Maternity/Paternity/Adoption cannot be recorded in the Self-Service modules
‘Special leave’ will include:
• Special Decreasing Bal
• Special Increasing Bal
• Unpaid Authorised Special
• Unpaid Authorised Special Hrs
• Unpaid Unauthorised Special
• Unpaid Unauthorised Special Hrs
‘Other’ will include:
• Additional Pat Leave Birth
• Additional Pat Leave Adoption
• Medical Suspension With Pay
• Paid Part Day
• Study Decreasing Bal
• Study Increasing Bal
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To View The Absence Calendar
Step
1.
2.
3.
4.
Action
Click the dropdown arrow in the Month field to select the calendar
month to view.
Absences can be viewed 12 months previous to the current month and
12 months ahead of the current month. The current month will be set as
a default
Click the dropdown arrow in the Hierarchy Levels field to drill down on
the data displayed.
A maximum of two levels will be visible as follows:
Hierarchy Level 1– this view will display all direct reports of the
Manager
Hierarchy Level 2– this view will also display any indirect reports
(reports to the direct report Employee of the Manager).
Select the ‘Go’ button to view selected levels
Hover the mouse pointer over the highlighted absence on the calendar
to display the details. The detail will include Absence Status, Absence
Type, Absence Reason, Level 1 Reason (Sickness Only), Level 2
Reason (Sickness Only), Start Date and Time, End Date and Time and
Absence Duration.
Click the ‘Focus’ icon next to the required Employee.
This allows the Manager to view only the calendar of the employee
selected and their associated hierarchy where applicable.
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5.
6.
7.
Click the icon displayed to the right of an Employee name to view the
individual Absence Calendar for the Employee selected.
The ‘Individual Absence Calendar’ screen will be displayed.
Based on a Monday to Sunday week the grid will list 25 months down
the left hand side, with the days of the week along the top. Absences
can be viewed for a two-year period (12 months prior to the current
month and 12 months ahead of the current month) for a specific
Employee. A hover over facility is also available which, when hovering
over a coloured square with the cursor, will give specific details
regarding the period of absence.
To return back to the full hierarchy select the ‘Return to Absence
Calendar – Hierarchy View’ link at the bottom of the screen.
Click on the Absence Summary button to view the Self-Service
Absence Summary Screen for the specified Employee
The Absence Summary form displays the full Absence history for the
Employee.
Click the Return to People in Hierarchy link to return to the Supervisor
Hierarchy calendar.
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Ending An Employees Employment
(Approval Required)
An Employee may decide to leave for several reasons, including voluntary
resignation, internal rotation to another trust, the end of a contract or as the
result of disciplinary proceedings. For each of these instances, the employee will
need to have their employment record ‘Terminated’ within ESR.
Terminating an employee will affect Payroll, so further approval may be required
depending on which Administrator Self Service responsibility a user has been
allocated.
Available for Bank
If a Leaver advises that they will still be available for Bank work, the Yes status
should be entered in the Available for Bank field on the termination screen. This
will ensure that the employee is present on the Bank Administration module for
booking onto work requirements, providing they have a Bank Assignment.
Important Note
It is recommended that the following are checked:
• Absence records for the Employee before the termination is completed as any
future absence may course the transaction to fail.
• If the Employee has multiple Assignments within the Organisation Managers
will be prompted that they are terminating multiple posts
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URP: Administrator Self Service (Payroll Approvals Required)
Navigation Path: (N) Manage Staff Information > End Employment (Approval
Required)
Step
1.
2.
3.
4.
5.
6.
7.
8.
Action
Click the Action icon in the row containing the Employee’s name.
The End Employment (Approval): Effective Date Options page will be
displayed.
Click in the Effective Date field to enter the date that the termination is
effective.
Click the Continue button.
If the Employee has multiple assignments then the following message will
appear:
See Step 4. For Single Assignments move to Step 5.
If the Primary Assignment is to be terminated but the secondary retained
then select the Cancel button and contact the HR Department.
If both Assignments are to be terminated click the Next button.
Click in the Notification Date field to enter the date you were notified of the
termination.
The default value for the notification date field will be the effective date
previously entered.
Click on the drop down list in the Reason field to enter the correct reason for
leaving.
Click into the Comments field and add any relevant details.
Click in the Last Working Day field to enter the last working day at the Trust.
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9.
In the Destination on Leaving field click on the Search icon to search for
the destination.
10.
11.
12.
13.
14.
Click the Go button to retrieve the results.
Click the Quick Select icon in the row containing the correct destination.
Click the Next button.
Click the Next button.
Click the Submit button.
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Registrations And Memberships
Managers must ensure that all Employee Registration and Membership details are
correct in ESR.
As a Manager you can update the Registration and Membership details of an
Employee.
As ESR interfaces with both the General Medical Council (Medical and Dental Staff)
and the Nursing & Midwifery Council (Nurses and Midwives) these details are
automatically updated by the Professional Registrations interface process which runs
daily.
Notifications
An expiry notification will be sent to the Employee via Employee Self Service four
months and one month prior to the expiry of their Professional Registration informing
them that they need to renew.
In addition, Managers will also receive a summary listing, showing all their staff with
Professional Registrations due to expire in four months and one month before the
expiry date.
A report entitled NHS Professional Registrations and Membership Analysis
shows details of expired registrations.
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Updating Registrations and Memberships
URP: XXX Administrator Self Service
Navigation Path: (N) Manage Staff Careers>Registrations and Memberships
Step
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Action
Search for the Employee.
Click on the Details icon next to the Employee details.
Select the icon next the Registration / Membership to be updated.
Click on the
button.
Click into the Expiry Date field and enter the relevant date.
Click in the First Registered Date and enter the date, if known.
Click into the Revalidation Date field and enter the date this is due for
renewal.
For GMC Registrations this field will be updated by the Professional
Registrations Interface once the Revalidation Arrangements for Doctors are
confirmed. For NMC records the Professional Registrations Interface will
update this field with the date that the Continuous Professional Development
Expiry Date is due. This date will be taken from the NMC Register.
Click on the
button.
Select the
button.
The Registration and Memberships: Review screen will be displayed
showing the changes marked with icon.
Click on the
button to submit the changes.
Confirmation that the changes have been applied will be displayed.
If the Save For Later button is selected changes can be submitted at a later
stage.
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11.
Select the
button to return to the Navigator.
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Contact Information:
E Learning is available via http://www.mle.wales.nhs.uk/ , In the All Wales,
Informatics Section, then select WFiS ESR.
Frequently Asked Questions will be published on the intranet pages.
Contacts:
Human Resources:
[email protected] WHTN 01651 4175 or 01443 824175
[email protected]
01443 846472
[email protected]
Professional and Organisational Development Team:
Claire Barley
[email protected]
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