Web Kiosk
Employee User Guide
New Format released September 2016
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Web Kiosk User Guide
Index
A
Access to the Employee Self Service Portal Conditions of use ...................................................................................................... 5
Available Leave Balances ........................................................................................................................................................... 9
B
Basic Navigation ........................................................................................................................................................................ 6
Before you Book Leave .............................................................................................................................................................. 8
C
Change Password - Password reset: ........................................................................................................................................... 4
F
Forgotten your password? ......................................................................................................................................................... 3
Further Assistance ................................................................................................................................................................... 15
H
How do I access web kiosk? ....................................................................................................................................................... 3
How do I Login?......................................................................................................................................................................... 3
How do I update my personal contact information eg change my address? .................................................................................. 3
How to Book Leave.................................................................................................................................................................. 11
How to check leave/leave balances ............................................................................................................................................ 7
How to delete a submitted leave request yet to be approved by your Supervisor ....................................................................... 13
How to forecast Leave Balances ............................................................................................................................................... 10
How to Select a Job/Role ........................................................................................................................................................... 8
I
Introduction what is Web Kiosk (Web Self Service)?.................................................................................................................... 3
L
Leave Bookings and Public Holidays/Roster Patterns .................................................................................................................. 9
Leave Paid in Advance ............................................................................................................................................................. 10
Logout (automatic) after 3 minutes ............................................................................................................................................ 4
M
Minutes to Decimal Converter ................................................................................................................................................. 15
R
Reverse Leave Bookings (future dated leave booking approved by your Supervisor) .................................................................. 13
Reverse Past leave bookings and/or view Past/Future Leave Bookings (approved by your Supervisor)........................................ 14
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Introduction what is Web Kiosk (Web Self Service)?
Web Kiosk is a secure web-enabled interface that allows you to view your personal information eg payslips,
leave balances, submit leave requests and print your payment summaries (group certificates) through the use
of web browser software such as Internet Explorer.
How do I access web kiosk?
You will be provided with your username and initial password when you attend corporate induction.
You can login at work.
Look for the Web Kiosk
Payroll Information
URL on the SharePoint
homepage
You can login from anywhere in the world that has an internet connection.
For your convenience there is a link on our external City of Stirling web site.
On the home page scroll down and under Jobs, click Working at the City.
http://www.stirling.wa.gov.au/community/Jobs/Pages/default.aspx
At the bottom of this page click on Employee Self Service login.
How do I update my personal contact information eg change my address?
You can only view your personal details in web kiosk. If you wish to update your personal details please
contact Human Resources on 9205 8515.
How do I Login?
At the login screen enter your
username and password
Forgotten your password?
If you’ve forgotten your password, as long as we have
a City of Stirling email address for you in our system
you can be sent a temporary password to access web
kiosk. At the bottom of the login screen click on
Retrieve Password and enter your secret question
and answer.
After 3 unsuccessful attempts to login your account will be suspended for 48 hours.
Please call Human Resources on 9205 8515 if you would like your password reset
or your account suspension cleared
You will need to verify your identity before we can reset it for you.
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Change password - password reset:
If Human Resources resets your password, at the login screen you will need to enter the password provided by
Human Resources.
Once you have logged in you will be asked to change your password.
Old Password: enter your existing password or the password as advised
New/Confirm Password: enter a new password to the CIS standard below
Your New and Confirmed Web Kiosk passwords must contain a minimum:
One (1) lowercase letter [abcdefghijklmnopqrstuvwxyz]
One (1) uppercase letter [ABCDEFGHIJKLMNOPQRSTUVWXYZ]
One (1) number
[0123456789]
and must be a minimum of 7 characters long (up to a maximum of 12 characters)
If password screen goes blank after you have clicked OK the new/confirmed password
doesn’t meet the minimum password requirements. Please try again.
If you haven't already done so, enter a Secret Question (eg "the dog goes") and Answer (eg "woof").
This will help you access Web Kiosk if you have forgotten your password, however please note it will
only send an email if you have a current City of Stirling email address in our system (we are unable to
use non City of Stirling email addresses).
Automatic logout after 10 minutes:
If you haven’t used Web Kiosk for 10 minutes you will be automatically logged out of Web Kiosk as a
security feature. You will be asked to log back into Web Kiosk and may need to start over if you were
half way through a leave booking.
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Access to the Employee Self Service Portal Conditions of use
Authorised use of this Service is contingent upon User's agreement to abide by City of Stirling
Information & Technology Acceptable Use Policy ("AUP") each and every time this Service is accessed.
City of Stirling retains the right to revise this AUP from time to time, at City of Stirling's discretion and
without notice to the User. Use of the Service shall constitute User's acceptance of this AUP. User
expressly acknowledges having read this AUP in its entirety and expressly consents to abide by its
terms and conditions.
By using the Service, User agrees to comply with the obligations below user must:
• Always logoff your web browser when finished. This will prevent any other user making use of
your Web Kiosk session.
• Ensure the computer used has up-to-date security software to protect against viruses, Trojans
and other security risks.
• Not disclose your password to anyone.
• Not store field entries and that the auto-complete option for your web browser is disabled
otherwise other people using your computer may be able to access your details on Web Kiosk.
• Not use Web Kiosk in a public internet access area such an internet café or an external
organisation's network.
• Do not bookmark this page.
The Web Kiosk session will expire after 10 minutes of inactivity. Under no circumstances will CoS or its
employees be liable for consequential, indirect, or incidental damages, or lost profits, whether
foreseen or unforeseen, based on claims of User including, but not limited to, unauthorised access,
damage or theft of User's system or data; claims for loss of goodwill; claims for loss of data, use of or
reliance on the Service.
You should only use this service if you are a City of Stirling employee and happy to be identified to this
site.
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Basic Navigation
Employee Main Screen
My HR - Personal Details - all menu items
Please note these menu items are display only. You can only view these details. If you wish to
update your details please contact Human Resources on 9205 8515
My HR – Leave - Leave Bookings Request
As applicable, book your leave requests here. You can only book annual leave, personal/sick
leave and time/day in lieu. All other leave requests eg long service leave, leave without pay etc
need to be submitted to your Supervisor via a hardcopy leave request form available from
SharePoint or Web Kiosk
My HR – Leave - Leave Balances
Check and forecast available leave balances
This screen defaults to show leave balances as at today
My Pay – Payroll Details
Access pay details such as current payslip, previous payslips, payment summary
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How to check leave/leave balances
Please note the leave balance shown at x date
will exclude any future leave bookings
The system is date specific.
For example if you check your leave balance as at 9 Sep 2013 and it shows an available annual leave balance of
76 hours this does not take into account an approved future leave booking of 76 hours from 14 Oct 2013 ie. it
won’t show an available balance of zero (on 9 Sep 2013) which can be misleading. You need to forecast your
leave balance as at the last day/date of your future leave bookings eg in the below example 21 Oct 2013
would return an available balance of zero.
If you are unsure about your available leave balance please call Human Resources on 9205 8515.
Long Service Leave eligibility or leave balances should be checked with Human Resources prior to any
discussions or making bookings with your Supervisor.
Please refer to the leave balances and bookings details below.
Leave Balance Enquiry Date:
Leave Bookings:
Leave Balance shown (incorrect):
Leave Balance less future leave booking:
TODAY
9-Sep-13 16-Sep-13 23-Sep-13 30-Sep-13
76.00
-
76.00
-
76.00
-
76.00
-
Future leave booking
7-Oct-13 14-Oct-13 21-Oct-13
76.00
-
76.00
-
-
My HR – Leave - Leave History
Check and reverse your leave bookings
My HR – Employment - Appointment Details
Please note any details listed here would require Human Resources verification due to system
constraints details listed may not be accurate eg your original commencement date with the
City of Stirling.
My HR - Personal Development - Training History
Excluding eLearning training, any training details that have been provided to and recorded by
Human Resources will be shown here eg CCI Bullying Course. Please note it will only show the
course title and dates attended. It won’t show, and Human Resources won’t be able to
reproduce or locate, any course material etc which is retained by the employee.
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Links - My Requests (top right hand side of the web page, click on Links first)
Pending leave requests to be approved are detailed here
How to Select a Job/Role (only applicable to employees with more than one job)
1. Click on the > icon next to My Details, the window will expand to show all current jobs
(to collapse the My Details window click on the > icon next to My Favourites)
2. Click on the required Job number eg Job 02 Z00291 Learn to Swim Instructor.
The line colour will be highlighted with a grey background
3. Click on the Select Icon
The selected Job details will be shown just below the My Details header
eg 00001 Joe Bloggs
Job: 01 Learn to Swim Instructor
All leave bookings etc will be shown/made relevant to that job/position/Supervisor you report to
Before you Book Leave
Any leave request/absence should be discussed with your Supervisor first prior to booking your leave and you
should ensure you have sufficient leave available for your booking.
Web Kiosk should be used to book your annual leave, sick/personal leave and time off in lieu.
All other leave types such as long service leave, leave without pay etc should be booked using the current hard
copy Leave Request Form available on SharePoint or Web Kiosk.
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Links located via Web Kiosk My HR, Leave, Leave Bookings Request
Available Leave Balances
Web Kiosk displays your leave balances per your selected Job as at today’s date.
Web Kiosk does not take into account any future leave bookings when it shows
the leave balances as at today’s date
Please refer to the Leave, Leave Balances explanation above or the additional example below
Example:
Today’s date is 8 April and Web Kiosk shows a leave balance of 4 weeks.
The leave balance shown isn't reduced by the future leave booking from 6 to 17 May - 2 weeks
Your leave balance would be 4 weeks minus the 2 weeks future booking = 2 weeks available to book
If you tried to book an additional 3 weeks leave from 20 May to 10 June you will get an error message saying
you don't have sufficient leave for this booking.
To ensure you have sufficient leave you can forecast your leave balance as at x date (please see View Leave
Balances below). In this example if a forecast was run as at 20 May it would show a leave balance of 1 week
available.
Leave Bookings and Public Holidays/Roster Patterns
Web Kiosk will automatically pay leave based on your selected Job and applicable roster pattern.
Generally whole day leave bookings can be booked as one transaction per Job eg a full time Monday to Friday
employee could book 3 weeks leave from 9 Dec to 27 Dec. Web Kiosk would automatically calculate and pay
13 days annual leave and 2 days public holiday and will ignore/won't pay weekends/non rostered days. You
don't have to book each week separately.
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Leave Paid in Advance
Leave cannot be booked as Pay in Advance in Web Kiosk.
Please contact Payroll on 9205 8637 if you wish to request this or discuss how leave paid in advance works.
How to forecast Leave Balances
1. select the correct Job (see how to select a job/role above)
2. click on My HR
3. click on Leave
4. click on Leave Balances
5. enter the leave forecast date as DD-MMM-YYYY eg 31-Dec-2016
6. click on Calculate Balances
Your available leave balances will be shown below as at the date entered
Please note: long service leave (LSL) balances are subject to reconciliation/confirmation by
Human Resources. Please contact Human Resources first before you submit a LSL booking
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How to Book Leave
1. select the correct job (see how to select a job/position above)
You may have to book leave for multiple jobs if you hold more than one job
2. click My HR
3. click on Leave
4. click on Leave Bookings Request
5. in the new window click on Leave Booking Request
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6. Starting at the top of the form enter the relevant details.
a. If you were only absent for part of your work day tick Part Day to enter the number of hours in
decimal (see the hours and minutes to decimal converter on the last page) you were absent from
the workplace.
b. Select the relevant leave type you can only book annual leave, personal/sick leave, TIL/DIL in web
kiosk all other leave types need to be submitted to your Supervisor using the hardcopy leave form
c. Select the start and end dates (end date is the last day you are away from work)
7. If you are entering personal/sick leave and select Yes to Medical Certificate you need to either:
a. attach a scanned medical certificate by clicking Browse and locate the file to attach; or
b. fill in all the medical details from Certificate No (if you don’t have a certificate number just enter
number 1) down to Cert Valid To
c. Select Cares or Illness for Reason
8. Click Save
and Submit so your leave request is sent to your
Supervisor for approval
DO NOT USE SAVE as this will not submit/send your leave request to your Supervisor for approval
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Your leave booking is now complete
Your Supervisor will be sent an email advising them of your leave booking. They have 7 calendar days to
approve your leave booking; thereafter it will be escalated to Human Resources to follow up.
How to delete a submitted leave request yet to be approved by your Supervisor
You can either 1. go to the Leave Bookings Request screen or
2. click on Links, My Requests to view any pending leave requests
In this example click on Leave Bookings Request, then click Delete Booking. Your Supervisor will be sent an
email confirming this leave booking has been deleted.
Reverse Leave Bookings (future dated leave booking approved by your Supervisor)
1. Select the Leave Bookings Request menu as above.
2. Under the heading Future Leave Bookings select the leave booking to be reversed, click reverse
3. At the bottom of the new window that pops up click Reverse
NB the reversal will need to be approved by your Supervisor
before you can rebook leave to cover these dates
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Reverse past leave bookings and/or view past/future Leave Bookings (approved by your Supervisor)
Select the Leave History menu
1. Select the Start Date and to date
2. Click Find
3. As applicable click Reverse for the leave request to be reversed
NB you can only reverse annual leave, personal/sick leave, TIL/DIL
For assistance with any other leave bookings eg purchase annual leave, LSL etc
please contact Human Resources on 9205 8515
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Minutes to Decimal Converter
Minutes Decimal
1
0.0167
2
0.0333
3
0.0500
4
0.0667
5
0.0833
6
0.1000
7
0.1167
8
0.1333
9
0.1500
10
0.1667
11
0.1833
12
0.2000
13
0.2167
14
0.2333
15
0.2500
16
0.2667
17
0.2833
18
0.3000
19
0.3167
20
0.3333
Minutes Decimal
21
0.3500
22
0.3667
23
0.3833
24
0.4000
25
0.4167
26
0.4333
27
0.4500
28
0.4667
29
0.4833
30
0.5000
31
0.5167
32
0.5333
33
0.5500
34
0.5667
35
0.5833
36
0.6000
37
0.6167
38
0.6333
39
0.6500
40
0.6667
Minutes Decimal
41
0.6833
42
0.7000
43
0.7167
44
0.7333
45
0.7500
46
0.7667
47
0.7833
48
0.8000
49
0.8167
50
0.8333
51
0.8500
52
0.8667
53
0.8833
54
0.9000
55
0.9167
56
0.9333
57
0.9500
58
0.9667
59
0.9833
60
1.0000
NB YOU NEED TO ENTER DECIMAL VALUES IN WEB KIOSK
not hours and minutes
Examples:
5 hours and 45 minutes absent would be 5.75 hours in decimal
2 hours and 23 minutes absent would be 2.38 hours in decimal
6 hours and 53 minutes absent would be 6.88 hours in decimal
Further Assistance
Please contact Human Resources on 9205 8515
If you need any further assistance
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