UCC Employee Self Service User Guide

Transcription

1 University College Cork UCC Employee Self Service User Guide Version 1.3 Version Changed By Date of Change Reason for Change 1.0 MODONOVAN 23/11/2012 Core Portal Pilot Group launch 1.1 SPOWER 13/03/2013 Core Portal launch 1.2 SPOWER 01/11/2013 Annual leave policy and Core Portal update 1.3 SPOWER 19/01/2015 Payslip Rollout Update

2 Contents How to Access UCC Employee Self Service (ESS)... 1 How to Log In to UCC Employee Self Service (ESS)... 2 UCC ESS Main Page & Navigating Options... 5 How to Reset your UCC Employee Self Service (ESS) Password... 6 How to Access UCC Employee Self Service (ESS) Remotely... 7 My Personnel Self Service... 8 What information is available in My Personnel Self Service... 9 How to Access My Personnel Self Service... 9 Why are there sections that say You do not have access to this option? My Personal Details My Personal Profile My Payment Detail My Address Detail Work Address My Education Detail Next of Kin Detail My Contact Detail My Dependent Detail My Time Self Service How to Access My Time Self Service What information is available in My Time Self Service My Time Details My Annual Leave My Attendance ESS Options View My Balance Enquiry My Time and Attendance Calendar Quick Jump to Core Pay Support... 23

3 How to Access UCC Employee Self Service (ESS) 1. Type the following URL into a web browser 2. This brings you to the main UCC Employee Self Service (ESS) webpage 3. Click on ESS Login This will open the Core Portal ESS@UCC login page Please note: The internet browsers, Chrome and Firefox, currently do not support the software we use to connect to ESS. We recommend using Internet Explorer or Safari to access ESS. 1 P a g e

4 How to Log In to UCC Employee Self Service (ESS) 4. Enter your Staff Number in the log in box provided 5. Then click on the link Request Password Reset as highlighted above to receive a password for ESS (this step is only required for the first log in or for password reset). Please note you must be on the UCC Local Area Network (LAN) to generate a new password.] 6. The following message appears : DO NOT CLICK THE LOGIN BUTTON ON THIS SCREEN 7. An will automatically be sent to your UCC account asking you to click on a link in the to change your password 8. The will appear in your UCC Inbox from noreply@ucc.ie as below 2 P a g e

5 9. Open the and click on the first link below in the to activate your new ESS password Click on the link to activate your ESS password 10. You will then receive the message below 11. Click the Login button 12. You will be brought back to the main log in screen 13. Enter your Staff number 3 P a g e

6 14. Copy and paste the new password from the sent to your UCC into the password box. When doing so please ensure that you do not copy any extra spaces from the Click Sign In 16. The following screen appears Please note - it is currently not possible to reset your password remotely. You must be on the UCC Network 17. Enter the Current Password - the Current Password is the password sent to your UCC address and as before can be copied into this field 18. Enter New Password this must be at least 8 characters in length and contain at least 1 numeric value 19. Confirm Password 20. Click on Apply Change 21. The following screen appears 22. Click on the home button as highlighted above to access the UCC ESS Main page as below 4 P a g e

7 UCC ESS Main Page & Navigating Options Preferences icon Quick Jump icon This allows you to switch easily between Core Pay, Core Personnel & Core Time User Settings allows you to change color scheme and Language from English to Irish Change Password - allows you to update your password at any time. Currently, you cannot reset your password remotely. Home Icon Clicking on this icon will always return you to ESS Main Page Logout Use this icon to log out of ESS My Payroll Allows access to payroll details My Time Allows view access to leave details My Personnel Allows access to personnel details 5 P a g e

8 How to Reset your UCC Employee Self Service (ESS) Password 1. On the ESS home page click on the preferences icon in the upper right hand corner and select Change Password from the dropdown list. 2. You will be prompted to enter your old password, new password and then confirm your new password and then Click Apply Change Your Password must have a minimum length of 8 characters and include at least 1 numeric value. Please note - it is currently not possible to reset your password remotely. You must be on the UCC Local Area Network (LAN) to generate a new password. 1. The following message will then appear. 6 P a g e

9 How to Access UCC Employee Self Service (ESS) Remotely You can access ESS outside UCC once you have completed your initial login on campus (on the UCC Network). Please note - it is currently not possible to reset your password remotely. What do I need to access the service externally? In order to avail of this service outside of UCC you will require the following: An account on CENTRAL. address. For further information on CENTRAL accounts or mailboxes please contact helpdesk@ucc.ie or visithttp:// How do I access this service? 1. Open any standard browser and go to the ESS home page 2. Click on menu Remote access to ESS 3. The following screen will appear: 4. Enter address as your login name e.g. j.blogs@ucc.ie 5. Enter your CENTRAL account password 6. Select Login 7. You will then be presented with a link Employee Self Service (ESS). From this point on staff will use their normal ESS username and password.. 7 P a g e

10 My Personnel Self Service 8 P a g e

11 What information is available in My Personnel Self Service My Personnel Self Service gives access to the following My Personal Details - View only My Personal Profile - View & Update certain details My Payment Detail - View only My Address Detail - work address - View only My Education Detail - View only Next of Kin Detail - View & Update details My Contact Detail - View & Update certain details My Dependent Detail - View & Update details How to Access My Personnel Self Service Click on the My Personnel Self Service link for access to your Personnel information 9 P a g e

12 Why are there sections that say You do not have access to this option? ESS is an off the shelf package supplied with the CoreHR system. For operational purposes not all options are turned on for UCC staff at the moment. In line with the university s strategic plan for delivering secure information via web based self-service applications, HR in conjunction with the Computer Centre will be further developing the services available through ESS. My Personal Details as highlighted above a. This is view only information 10 P a g e

13 My Personal Profile a. Click on the My Personal Profile link to the right of the screen b. This shows the following details c. Click on the Edit My Profile to update Home Address, Telephone Number & UCC Extension d. Click Save for the updates to be applied 11 P a g e

14 e. The following screen appears f. Click View My Personnel Profile g. Click the X on the top right hand corner of My Personnel Profile to go back to the main Personnel Self Service Page 12 P a g e

15 My Payment Detail - a. This is view only and shows your payroll bank account details b. Please contact payrollqueries@ucc.ie if you have questions on your Bank Account info My Address Detail Work Address a. This is view only and gives work address details b. Click the Back button, this will return you to the My Personnel Profile screen c. Click the X on the top right hand corner of My Personnel Profile to go back to the main Personnel Self Service Page My Education Detail a. This gives view only access to the following information b. From Date, To Date, Qualification, Course and Result c. The language Proficiencies is not available in this section d. Click on Close Window to go back to the main Personnel Self Service page 13 P a g e

16 Next of Kin Detail d. This allows you to view and also update information held re Next of Kin e. Click the Edit button to update any of these details f. Update details as necessary and Click Save g. Click the Back button on the next screen, this will return you to the My Personnel Profile screen h. Click the X on the top right hand corner of My Personnel Profile to go back to the main Personnel Self Service Page 14 P a g e

17 My Contact Detail a. This holds details of your UCC address which is view only data b. You may also add a mobile number to this screen c. Click New Contact Detail d. Enter mobile number in Contact text e. Click Save to update f. You can then edit the mobile number by clicking on the icon highlighted below g. Click Save to update any changes h. Click the Back button on the next screen, this will return you to the My Personnel Profile screen i. Click the X on the top right hand corner of My Personnel Profile to go back to the main Personnel Self Service Page 15 P a g e

18 My Dependent Detail a. This gives access to view existing dependent details or to update new dependent details b. Click Add New Dependent c. Fill in the fields as appropriate and Choose Save d. To edit dependent details click the icon as highlighted below e. Click Save to update any changes f. Click the Back button on the next screen, this will return you to the My Personnel Profile screen g. Click the X on the top right hand corner of My Personnel Profile to go back to the main Personnel Self Service Page 16 P a g e

19 My Time Self Service 17 P a g e

20 How to Access My Time Self Service Click on the My Time Self Service link for access to your leave information What information is available in My Time Self Service My Time Self Service gives view access to the following: My Time Details My Attendance ESS Options View My Balance Enquiry My Time & Attendance Calendar **Please note - All other options listed are currently unavailable 18 P a g e

21 My Time Details My Annual Leave This shows your current annual leave details for the current annual leave year. The UCC annual leave year runs from 1 July to 30 June each year. a. Remaining includes the number of days left on your annual leave balance e.g. 10 days. This number does not include any days booked in the future b. Taken includes the number of days taken during the current annual leave year so far e.g. 16 days c. Requested is not applicable d. Booked includes the number of days booked in the future i.e. 3.5 days Note: Total Annual Leave Balance = Remaining + Taken In the above example this is: 26 Days = 10 Days + 16 Days The Remaining Annual Leave Balance less Booked Days = P a g e

22 My Attendance ESS Options View My Balance Enquiry a. Click on View My Balance Enquiry to view summary information on your leave balances b. You will be able to see information on the following Balances: Annual Leave [Current] your current balance for the current annual leave year Annual Leave [Historic- To Be Verified] your annual leave balance prior to 1 July 2013 to be verified by your Head of Department. Once verified it will then be setup as a new balance called Verified Annual Leave prior to 01 JUL2013. Verified Annual Leave prior to 01 JUL2013 this balance is setup once verified by your Head of Department. This balance must be used by 31 Dec This leave will be setup and recorded on HRIS by HR only. For further information on UCC Annual Leave Policy and Historic Annual Leave approval and usage forms please see the HR Website 20 P a g e

23 My Balance Enquiry This form shows information on your annual leave balances. Floating annual leave balance entitlement for the period Any negative balance up to June 2013 is included in the Annual Leave (Current) balance for the current period Booked includes the number of days booked at a future date Period the annual leave year Carried days carried forward from the previous annual leave period. Balance includes the number of days left on your annual leave balance excluding booked days Please note Carried Forward days are set to zero for the current period i.e. from 01 Jul 2013 on your Annual Leave (Current) balance. Any days left on your balance prior to 01 July 2013 appear on the balance Annual Leave (historic to be verified). A new balance called Verified Annual Leave prior to 01 JUL 2013 will be setup once the days are verified by your Head of Department. This balance must be used by 31 Dec 2016 and will be recorded on HRIS by HR only. Taken includes the number of days taken during the current annual leave year so far As per policy - possible carryover of annual leave is a maximum of 10 days (pro rata for part time staff) with the prior written approval of the Head/Manager, to be taken in the first 6 months of the subsequent leave year. Any leave carried forward in this manner and not taken by the end of the 6 months will be forfeited. 21 P a g e

24 My Time and Attendance Calendar This shows your 12 month calendar from the current month. You can view absences taken, booked, company and public holidays on this calendar. 22 P a g e

25 Quick Jump to Core Pay Click on the quick jump icon below to navigate to Core Pay Support At this time we can only accommodate ESS queries by . This is in order to ensure all support calls are tracked and dealt with in a sequential manner. Please all Personnel/Leave related queries to hrqueries@ucc.ie Please all Payslip related queries to payrollqueries@ucc.ie If your account is locked or you have browser or remote access problems please helpdesk@ucc.ie 23 P a g e