Issue 46 Page 1 | August 2016
A few months have passed since we last published our last Newsletter
and some of our readers have asked what has happened. Due to staff
and role changes we decided to limit publication to specific issues and
messages we needed to convey. Our system upgrade this week is one
of those occasions. You may have noticed some of the new features
in HealthRoster and Employee on Line. We are really pleased with the
changes as some have been long awaited. However, some of these
are causing frustration as we haven’t yet been able to explain how
they work. So we would like to highlight the key changes in this
Newsletter and hope that you will pass on this information to
colleagues who haven’t heard the news.
e-Rostering User Group – 14th October at 2pm
For Roster Creators/Approvers
Seminar Room, Tom Rudd Unit, Moorgreen Hospital
This is your forum to share your rostering experience, provide us with feedback and learn new tips.
Please let us know if you wish to attend so we have some idea of numbers.
Contact Us
By e-mail [email protected]
By phone 023 8047 5160
Issue 46 Page | 2 | August 2016
e-Expenses
The ‘enter
description/notes’ is now
a required field. The
reason for travel needs to
be added for each trip.
This is a requirement for
all types of claims:
Mileage; Travel;
Subsistence;
Supplementary.
Uploading Images
You can now provide image attachments of
receipts alongside your claim. You will see
this feature in claims for Travel, Subsistence
and Supplementary.
More than one image can be added per claim
and they can easily be removed if mistakes
are made.
If an image is not
attached and the
‘Receipt Available’ box is
unticked, then an error
message will be returned
when saving.
If the total passenger or heavy equipment miles is greater than the actual
miles then a violation will be activated. Adjustment will be needed before
proceeding.
A new rule has been
added to mileage
claims regarding
passenger and heavy
equipment claims.
Issue 46 Page | 3 | August 2016
Approving Claims
Approvers can now open any image attachments, inspect these by zooming in or panning and can
approve or reject as normal. When the claim is opened the receipt icon will display as yellow to show
that the receipts have not yet been viewed
Approval of claims will not be possible unless the images are viewed. Each image needs to be
opened. Then, when clicking ‘submit’ the disclaimer will require the approver to confirm that the
receipts have been checked.
HealthRoster – New Features
Leave Entitlement Breakdown
Three new fields have been added to
the ‘Change Entitlement’, Create Person
Entitlement’ and ‘Create Posting
Entitlement’ options.
You can now specify if any hours are
carried over or if staff have purchased
additional hours.
Base Hours was previously ‘Hours per
Year’
This information will also show in
Employee on Line.
There is also now a facility to ‘Add Note’ specifically for leave.
Within this section we now have a visible
audit trail. From the date of our upgrade
any changes made to leave entitlements will
show here. The audit trail will be specific to
the leave year you have highlighted.
Default Leave Day Hours
In Personnel > Person Search > Restrictions tab a new Default Leave Hours panel has been added
which allow the hours for annual leave per day to be set. This will be particularly welcomed by those
staff who work different hours on different days. The default is 7.5. To change this click on ‘Change
Person Working Restrictions’ and amend the work time for each day in the ‘Hours of Work’ panel.
This will automatically update the default leave hours for that day.
Issue 46 Page | 4 | August 2016
If the ‘Use Working Days’ box is unticked then the desired hours can be entered for each day and the
‘Hours of Work’ panel will not change.
There are many other new features which you may come across. Unfortunately there is no user
guide available at the moment. This is something we have to compile ourselves. So please bear
with us and if you need assistance with anything please continue to contact us in the normal way.
However, I would like to add that we do have user guides for many standard roster processes
available on the intranet.
If you are a roster Creator or Approver we need your help to convey to staff who is their first
point of contact for certain queries.
We receive a high volume of calls regarding EOL and e-Expenses, particularly around the end
and start of the month. This is our busiest time and many of these calls should not be coming
to us.
The most common queries are:1. Warnings when entering travel claims particularly ‘Not Rostered’ and ‘Vehicle Check’
violations. Please ensure your teams contact you regarding any warnings in expenses.
We do not add or edit vehicle checks or roster your staff.
2. Locked out of EOL. You should be the first point of contact. There is a “Forgotten
Password” function on the log on page. It’s very simple to use but if it doesn’t work,
it’s still you they need to contact. You all have access to ‘User Accounts’ and can
check EOL account status and reset passwords.
Please ensure your teams know who else has access to their roster so they have another
name to turn to when you are unavailable. But of course, any issues you cannot solve we are
always ready to help and are contactable by email or phone.
Thank you
Helen Albericci
Workforce Systems Manager