PeoplePoint Briefing Session. January, 2014

Transcription

1 PeoplePoint Briefing Session January, 2014

2 What will you learn in this Session? This briefing session will provide you with an overview of the following: Background to PeoplePoint How to contact PeoplePoint What services PeoplePoint will provide? Overview of the PeoplePoint Systems Day in the Life Scenarios How to update your Employee Data (Personal Information) How to apply for Annual Leave How to approve Annual Leave How to apply for Non-Annual Leave (Shorter Working Year, Parental Leave) How to approve/ recommend Non-Annual Leave requests How to notify PeoplePoint of an Absence Update on new Sick Leave arrangements

3 Background to the PeoplePoint Project In November 2011 the Government as part of its Reform Agenda announced its intention to implement a radical restructuring of how the Public Service does business by establishing shared service centres in a number of areas, including Human Resources (HR). The Government has described the implementation of shared service models as being core to their reform plans and has prioritised HR Shared Service for the Civil Service as being of major strategic importance to Public Service Reform. The HR Shared Service Centre known as PeoplePoint is the flag ship shared service project and has set a precedent for future shared service projects, such as payroll and finance. PeoplePoint will bring together administrative elements of HR and Pension processes from 40 Departments/Offices into a single HR Shared Service Centre.

4 The Transition to PeoplePoint - OPW Go Live is 17th February, T1 Go Live T2 Go Live Tranche 1 Go Live March 2013 Department of Agriculture, Food and the Marine Department of Finance Department of Justice and Equality Department of Public Expenditure and Reform Central Statistics Office An Garda Síochána Ombudsman Commission T3 Go Live Tranche 3 Go Live February 2014 Tranche 2 Go Live August 2013 T4 Go Live Office of the Revenue Commissioners Property Registration Authority National Council for Special Education Department of Health Department of Children and Youth Affairs State Examinations Commission Department of Social Protection Department of Transport Tourism and Sport Office of the Attorney General Office of the Ombudsman Tranche 5 Go Live October 2014 Tranche 4 Go Live June 2014 Office of Public Works T5 Go Live Road Safety Authority Department of Educational and Skills Garda Civilians Department of the Environment, Community and Local Government Department of Arts, Heritage and the Gaeltacht Houses of the Oireachtas Department of Communications, Energy and Natural Resources Office of the Director of Public Prosecutions Office of the Chief State Solicitor Legal Aid Board Courts Service Office of the Comptroller Presidents Establishment Public Appointments Service National Library of Ireland National Museum of Ireland Department of Jobs, Enterprise and Innovation State Laboratory Valuation Office Department of Foreign Affairs and Trade Dept of An Taoiseach Dept of Defence

5 Local HR Services Local HR in OPW will continue to manage a range of HR Services for Employees and Managers. Employees and Managers should contact Local HR unit in for any queries related to the below: Recruitment, Promotions & Transfers Local HR will support Managers in identifying, screening, interviewing and shortlisting candidates for open positions. Local HR will also be responsible for facilitating the promotions and transfer process. Workforce & Career Management Local HR will support you with workforce planning and career development. Employee & Industrial Relations Local HR will administer disciplinary actions and Employee grievance programmes. Local HR will continue to manage and facilitate all industrial relation issues. Training & Development Training Section will continue to define training objectives, and either procure, or design and deliver training programmes.

6 What will I contact PeoplePoint for? From the 17th of February PeoplePoint will be the first point of contact for your HR and Pension related queries and requests. PeoplePoint will allow Employees to: Carry out HR & Pension transactions online at peoplepoint.gov.ie including: Viewing and updating your Personal information Submitting your HR & Pension queries and requests to PeoplePoint Applying for Annual and Non-Annual Leave (e.g. Parental Leave, Shorter working year) Applying for Worksharing Applying for Employee Schemes (e.g. Cycle to Work Scheme & Annual Travel Pass) Assist with the Administration of Employee Sick Absence Approve Annual and Non-Annual Leave (Managers) Recommend requests for Worksharing (Managers) Employee

7 How do I contact PeoplePoint from 17th Feb? PeoplePoint Portal: You can carry out your HR & Pension transactions at your convenience at peoplepoint.gov.ie You can: Access HR & Pension online services View and Update your Personal Information Apply for Annual and Non Annual Leave View HR & Pension Policy Information and FAQ s to support you with your HR & Pension needs Phone: You can phone PeoplePoint Monday Thursday, and Friday, on You can PeoplePoint contact@peoplepoint.ie Employees with no access to the Government network can their queries and requests Post: You can post documents or forms to: PeoplePoint, Block 5, Belfield Office Park, Beech Hill Road, Clonskeagh, Dublin 4 NB: Employees with no access to the PeoplePoint Portal on the Government network can call PeoplePoint, or post their queries and requests

8 High Level process for responding to queries and requests 1 2 Employee Contacts PeoplePoint through any of the 4 standard channels PeoplePoint logs and tracks all queries using a ticketing system called the Case Management System (CMS) 3 4 Most Employee queries will be dealt with by the Portal & Contact Centre Contact PeoplePoint Centre PeoplePoint Advisor More complex queries and requests are escalated to the HR Operations Area, where the specialist teams in PeoplePoint sit HR Analyst CMS tracks all Employee requests for Information and/or Services PeoplePoint Advisor Team Lead

9 Key Changes for Employees The Transition to PeoplePoint will bring a number of key changes for Employees My HR Profile Employees can manage and update their own personal details in their Employee Self Service (ESS) on the PeoplePoint Portal. Examples include: Name change Emergency Contact Detail change Home Mailing Address change Marital Status change Phone Number change Bank Account detail change a minimum of 2 weeks notice is required. Applying for Annual Leave Employees will be able to submit all requests for Annual leave online through ESS accessed via the PeoplePoint Portal All Annual requests will be automatically routed to your Manager for their approval Applying for NonAnnual Leave Notification of Absence Employees will be able to submit requests for Non-Annual leave online through ESS accessed via the PeoplePoint Portal Non Annual leave requests will be routed to your Manager for their approval / recommendation Employees will need to contact their manager by telephone before 10 a.m to inform them of an absence due to illness Your manager will then notify PeoplePoint by submitting a Notification of Absence form online Employees will be required to submit all supporting documents (e.g. Doctors Certs) to PeoplePoint via post On return to work Employees are required to fill out a Resumption of Work form online and submit this to their manager

10 Key Changes for Managers The Transition to PeoplePoint will bring a number of key changes for Managers Approving Annual Leave Managers will now be able to approve / deny Employee requests for Annual Leave in their Manager Self Service (MSS) on the PeoplePoint Portal Managers will receive notifications for all Annual Leave requests that their direct reportees make Approving NonAnnual Leave Managers will now be able to approve / recommend Employee requests for Non-Annual leave e.g. Shorter Working Year, Parental Leave in their MSS on the PeoplePoint Portal Managers will receive notifications for all Non-Annual Leave requests that their direct reportees make Absence Management If an Employee is absent, Managers are expected to notify PeoplePoint in a timely manner. Managers should complete the Notification of Unscheduled Absence Form and submit it to PeoplePoint online On an Employee s return to work, Managers will carry out a return to work conversation if required, and submit the Resumption of Work form to PeoplePoint Organisation Structure Administration Managers must notify Local HR of all Position and Reporting Line changes. Local HR will then notify PeoplePoint of these changes Employee requests (e.g. Annual and Non-Annual Leave) are sent to the Manager identified on the HR System. As such it is critical that this information is kept updated to ensure the correct Manager receives all requests (e.g. Annual & Non-Annual Leave) from their Employees

11 Navigating The PeoplePoint Portal The PeoplePoint Portal is a secure Intranet site which allows Employees, Managers and Local HR to carry out a range of HR and Pension queries and requests online. The PeoplePoint Portal is the first point of contact for all HR and Pension related information and can be accessed at: peoplepoint.gov.ie On the PeoplePoint Portal you can: View information on the range of PeoplePoint Services Access HR & Pension Policy information Access Frequently Asked Questions (FAQs) and How to Guides View information about PeoplePoint and the different ways of contacting PeoplePoint Access two additional PeoplePoint Systems: Employee Self Service and Manager Self Service which allows you to transact online Case Management System (CMS) where you can submit HR & Pension queries and requests to PeoplePoint online

12 Employee Self Service on the PeoplePoint Portal The PeoplePoint Portal provides all staff access to Self Service. Self Service is an online tool which allows staff to view, update and manage their own HR Profile Self Service can be accessed via two quick links on the PeoplePoint Portal Homepage: Apply for Annual / Non Annual Leave and Update my Personal Information Once logged in using your PeoplePoint Username and Password all staff can: View and Update Personal Information on their HR Profile (e.g. change of address, contact details) View Annual Leave entitlements and upcoming Leave requests Apply for Annual Leave, Non-Annual Leave, Worksharing and also complete a return to work form after a period of absence.

13 What services will PeoplePoint provide? PeoplePoint will be the first Point of contact for HR and Pensions related queries and requests. PeoplePoint will transact on behalf of Local HR in the areas listed below. Local HR will remain as the overall decision maker in all areas of HR. Leave Administration PQ FOI Data Requests Absence Administration Employee Data Administration HR Reporting Organisation Structure Management Pension Administration Exit Administration Work Sharing Administration Employee Scheme Administration Pay & Remuneration Administration

14 Manager Self Service on the PeoplePoint Portal All Managers (HEO level and equivalent and upwards)will have access to an additional Manager tab in Self Service. Using Manager Self Service, Managers can : View all Employees reporting to them View all pending Employee requests Approve Employees requests for Annual Leave, Non-Annual Leave and Worksharing View all upcoming leave of their Employees Submit a notification of an Employees absence and approve an Employees return to work form

15 The Case Management System All Staff can submit their HR and Pension related queries and requests to PeoplePoint via the Case Management System (CMS) on the PeoplePoint Portal The CMS is the ticketing system used to track all queries submitted to PeoplePoint The CMS can be accessed via two quick links on PeoplePoint Portal Homepage: Ask PeoplePoint and Attach Supporting Documentation On the CMS all staff can either: Submit a HR or Pension related query / request by selecting add a case on the CMS homepage Or view / update existing queries or request previously submitted queries to PeoplePoint in the manage cases link on the CMS homepage On adding a case, staff will receive an notification to inform them that a case has been created. The notification will contain a case number which can be used to track the status of a case via the CMS. Once a case has been resolved, staff will also receive an notification to inform them their case has been closed. Please note staff will also receive an notification with a case number if a query/ request has been raised by calling PeoplePoint on

16 Scenario 1 Updating My Personal Information

17 PeoplePoint Service: Employee Data Administration Updating Employee Data (Personal Information) Employees will be able to view and update their Personal Information through My HR Profile on the PeoplePoint Portal. Key PeoplePoint Services Self Service: Employees can update their name, address, , phone number, emergency contact details, bank details, marital status using Employee Self Service. Employees will be able to submit any supporting documents* to PeoplePoint when updating their personal information by raising a case through the Case Management System (CMS) on the PeoplePoint Portal. Employees can also submit documentation to PeoplePoint by post. Additional Information *Employees will be required to submit supporting documents to PeoplePoint if and when required.

18 Scenario 1: An Employee has moved house and needs to update their home address on their HR Profile What should the Employee Employee PeoplePoint Portal Notification STEP 1 STEP 2 STEP 3 Employee navigates to the My HR Profile Page on the PeoplePoint Portal. Here the Employee is advised to log into Self Service. The PeoplePoint Portal can be accessed at Employee logs into Self Service on the PeoplePoint Portal, using their PeoplePoint username and password and updates their home address. PeoplePoint will automatically notify the Employee stating that their information has been updated on their HR Profile. Please note: Remote Workers with no access to the PeoplePoint Portal on the Government Network should contact PeoplePoint by phone or to request changes to their Personal Information. PeoplePoint will notify Remote Workers by /post when the updates have been made.

19 Scenario 1: Updating Employee Data on Self Service 1 STEP 1 Employee navigates to the My HR Profile Page on the PeoplePoint Portal. Here the Employee is advised to log into Self Service. The PeoplePoint Portal can be accessed at 2 3 Please Note: When submitting a change that requires supporting documentation, Employees should request these changes through the Attach Supporting Documentation quick link on the PeoplePoint Portal homepage.

20 Scenario 1: Updating Employee Data on Self Service 1 STEP22 Step 2 Employee logs into Self Service on the PeoplePoint Portal, using their PeoplePoint username and password and updates their home address. 3 4 Please Note: In advance of PeoplePoint Go Live for Tranche 3, Employees will be issued a PeoplePoint Username and Password to access their Self Service on the PeoplePoint Portal. Employees will be requested to change their password when they first log into Self Service.

21 Scenario 1: Updating Employee Data on Self Service STEP 3 PeoplePoint will automatically notify the Employee stating that their information has been updated on their HR Profile.

22 Scenario 2 Applying for & Approving Annual Leave

23 PeoplePoint Service: Leave Management Annual Leave Administration Employees can submit requests for Annual Leave online through Employee Self Service on the PeoplePoint Portal. Managers will receive automatic notifications when an Employee submits an Annual Leave request. Managers will be able to view and Approve/Deny Annual Leave requests online in Manager Self Service. Key PeoplePoint Services Portal Information: The PeoplePoint Portal contains information on HR Policy, Circulars and Legislation related to Annual Leave and Carryover of Annual Leave. Online Manager Approval: Annual Leave requests will be automatically sent to the Employee s Manager for approval. Automatic Updates: Employees and Managers are automatically updated by at every relevant stage of the Annual Leave process. Updated Information: Approved Annual Leave dates will be automatically updated on the HR System and a notification sent to the Employee. Additional Information Leave Management Circulars are available on the PeoplePoint Portal at:

24 Scenario 2: An Employee wishes to apply for a weeks Annual Leave, which their Manager must approve. What do the Employee and Manager Employee PeoplePoint Portal STEP 1 STEP 2 The Employee navigates to the Annual Leave page on the PeoplePoint Portal. The Employee logs into Employee Self Service. Here the Employee is advised to log into Self Service and submit their Annual Leave request. The PeoplePoint Portal can be accessed at. The Employee submits their Annual Leave request. Notification STEP Manager STEP 4 The Employee will receive an notification that their request has been submitted to their Manager. The Manager logs into Manager Self Service and assesses the eligibility of the Employee for Annual Leave. The Manager will receive an automatic notification containing a link to Self Service where the Manager can log in to approve/deny the request. On approval of the request, Annual Leave is automatically updated on the PeoplePoint System. Notification STEP 5 The Employee will receive an automatic notification that their Annual Leave request has been approved and the Leave dates have been updated on the PeoplePoint System.

25 Scenario 2: Annual Leave 1 STEP 1 STEP 1 The Employee navigates to the Annual Leave page on the PeoplePoint Portal. 2 Or 3 Here the Employee is advised to log into Self Service and submit their Annual Leave request. The PeoplePoint Portal can be accessed at. Please Note: Employees can cancel a leave request which has been submitted to their Manager, once the status of the request is pending. If the request has been approved, the Manager must raise a case with PeoplePoint in order to cancel the leave request.

26 Scenario 2: Annual Leave 1 STEP 2 Step The Employee logs into Employee Self Service. The Employee submits their Annual Leave request Please Note: Employees can cancel a leave request which has been submitted to their Manager, once the status of the request is pending. If the request has been approved, the Manager must raise a case with PeoplePoint in order to cancel the leave request.

27 Scenario 2: Annual Leave STEP 3 The Employee will receive an notification that their request has been submitted to their Manager. The Manager will receive an automatic notification containing a link to Self Service where the Manager can log in to approve/ deny the request.

28 Scenario 2: Annual Leave 1 STEP 4 2 The Manager logs into Manager Self Service and assesses the eligibility of the Employee for Annual Leave. On approval of the request, Annual Leave is automatically updated on the PeoplePoint System. 3 Please Note: Managers will have 6 working days to approve/deny the annual leave request. In the event that the annual leave request is still pending after 6 working days, it will bounce up to the next Manager in the organisation structure. This second line manager will receive reminders every six days until the leave is approved or denied.

29 Scenario 2: Annual Leave STEP 5 The Employee will receive an automatic notification that their Annual Leave request has been approved and the Leave dates have been updated on the PeoplePoint System.

30 Scenario 3 Absence Management Notification of Unscheduled Absence

31 PeoplePoint Service: Unscheduled Absence & Resumption of Work Notification of Unscheduled Sick Absence & Resumption of Work PeoplePoint will assist Managers with the administration of sick absence. On an Employee s notification to their Manager that they are out sick from work, the Manager will notify PeoplePoint through Manager Self Service. Key PeoplePoint Services PeoplePoint will manage the absenteeism process and provide updates to the Employee, Manager and Local HR where relevant. E-Forms: Online forms are available on Employee and Manager Self Service, including the Unscheduled Absence e-form and the Resumption of Work e-form. PeoplePoint will liaise with all relevant third parties e.g. Pay, DSP, etc. as required. Additional Information For more information on absenteeism please visit the PeoplePoint Portal at: peoplepoint.gov.ie/hr-for-employees-managers/absence-management

32 Scenario 3: An Employee calls their Manager to advise that they are sick. What do the Employee and Manager Employee STEP 1 Employee informs their Manager of their unscheduled sick absence by 10 a.m. on the first day of the absence. Manager STEP 2 On notification of the Employee s unscheduled absence, the Manager logs into Self Service to submit a Notification of Unscheduled Absence e-form. Notification STEP 3 Employee and Manager receive an notifying them that a Resumption of Work e-form must be completed on the employee s return to work. Please Note: Employees are required to phone their Manager to advise them if they are sick and will be absent from work. If the Manager has not received contact from the Employee, the Manager will be responsible for contacting the absent Employee.

33 Scenario 3: Unscheduled Absence STEP 1 Employee informs their Manager of their unscheduled sick absence by 10 a.m. on the first day of the absence. Please Note: A medical certificate is required from every employee regardless of hire date, by the third day of every absence and every 7 days thereafter. A MC1 social welfare certificate is required from all employees hired after 6th April 1995, by the fourth day of every absence and a MC2 social welfare certificate is required by the eighth day of the absence and every 7 days thereafter.

34 Scenario 3: Unscheduled Absence 1 STEP 2 On notification of the Employee s unscheduled absence the Manager logs into Self Service to submit a Notification of Unscheduled Absence e-form Please Note: If the Manager is unsure of the end date of the absence, they should enter the first day of absence for the Begin Date and the End Date and note this in the comment box. If the Employee s absence details change, Managers should notify PeoplePoint of the new details by ing or by phoning PeoplePoint on

35 Scenario 3: Unscheduled Absence STEP 3 Employee and Manager receive an notifying them that a Resumption of Work e-form must be completed on the employee s return to work. 1 2

36 Scenario 4 Absence Management Resumption of Work

37 Scenario 4: The Employee returns from unscheduled absence. What do the Employee and Manager Employee STEP 1 On return from absence, the employee is requested by to fill out a Resumption of Work e-form in Self Service. Manager STEP 2 The Manager receives an notification and is requested to complete the Manager section of the Resumption of Work e-form. Resumption Form STEP 3 The Manager completes the Manager section of the e-form through Self Service and submits it to PeoplePoint. Notification STEP 4 Both Employee and Manager are notified by that the information has been updated on the PeoplePoint System once all required medical and social welfare certs have been received.

38 Scenario 4: Resumption of Work 1 STEP 1 2 On return from absence, the Employee is requested by to fill out a Resumption of Work e-form in Self Service Please Note: The that the Employee receives includes a link to Self Service where they can access the Resumption of Work e-form.

39 Scenario 4: Resumption of Work 1 STEP 2 The Manager receives an notification and a request to complete the Manager section of the Resumption of Work e-form. 2

40 Scenario 4: Resumption of Work 1 STEP 3 The Manager completes the Manager section of the e-form through Self Service and submits it to PeoplePoint. 2 3

41 Scenario 4: Resumption of Work STEP 4 Both Employee and Manager are notified by that the information has been updated on the PeoplePoint System once all required medical and social welfare certificates have been received. Please Note: PeoplePoint will monitor Sick Leave and Long Term absences, and if necessary initiate Chief Medical Officer (CMO) referrals and amendments to pay or other benefits.

42 Scenario 5 Applying for Non-Annual Leave Shorter Working Year

43 PeoplePoint Service: Leave Management Non-Annual Leave Employees will be able to apply for different types of Non-Annual Leave via the Employee self service page of the PeoplePoint Portal. Once an Employee submits an eform to apply for Non-Annual Leave, an will automatically be sent to their Manager informing them that the Employee has submitted an application. Key PeoplePoint Services Portal Information: The PeoplePoint Portal contains information on HR Policy, Circulars and Legislation related to Non-Annual Leave. Online Manager Approval/Recommendation: Leave requests are automatically sent to the Employee s Manager for their approval/ recommendation. Managers are responsible for either approving Non- Annual leave requests or recommending Non-Annual leave requests. Any Non- Annual Leave type that requires a recommendation by a Manager is then routed to a Department / Office s Local HR for approval. Local HR hold the final decision on whether this request is approved. Automatic Updates: Employees, Managers and all relevant parties are updated by at different stages of the Leave process. Confirmation: Employees will receive an outlining the terms and conditions of their Non-Annual Leave if applicable e.g. Shorter Working Year

44 Scenario 5: An Employee wants to apply for a Shorter Working Year What should the Employee Employee PeoplePoint Portal Manager Case Management STEP 1 STEP 2 STEP 3 STEP 4 The Employee navigates to the Shorter Working Year page on the PeoplePoint Portal. The Employee logs into Self Service on the PeoplePoint Portal using their User ID and Password and submits their Shorter Working Year request. The Manager receives an automatic stating that their Employee has requested a Shorter Working Year. On approval of the Shorter Working Year request by the Manager, a case is created in the CMS & the Employee is updated via . Information on Shorter Working Year is available on the Leave page Here, the Employee is advised to apply for NonAnnual Leave via Self Service on the Portal. The Employee s request is automatically sent to their Manager for approval. *The Manager logs into Self Service and approves/ denies the request once they have discussed the application with the Head of the Division. PeoplePoint will manage any changes to the Employee s payroll or adjustments to other entitlements where necessary. Notification STEP 5 The Employee is notified by that the Shorter Working Year request has been approved. PeoplePoint will update the Employee s Shorter Working Year details on the PeoplePoint System and close the case. Please Note: *Employees wishing to apply for a Shorter Working Year should first discuss this with their Manager and Head of Division before applying on the PeoplePoint Portal. Applications must be approved as soon as is reasonably practical but no later than six weeks prior to the proposed commencement date of the leave.

45 Scenario 5: Shorter Working Year 1 STEP 1 2 The Employee navigates to the Shorter Working Year page on the PeoplePoint Portal. Information on Shorter Working Year is available on the Leave page. Here, the Employee is advised to apply for NonAnnual Leave via Self Service on the Portal. 3 Please Note: Remote Workers wishing to apply for Shorter Working Year can contact PeoplePoint by or phone and request a word version of the Shorter Working Year form to be posted to them.

46 Scenario 5: Shorter Working Year 1 STEP 2 The Employee logs into Self Service on the PeoplePoint Portal using their User ID and Password and submits their Shorter Working Year request. The Employee s request is automatically sent to their Manager for approval

47 Scenario 5: Shorter Working Year 1 STEP 3 Dear XX The Manager receives an automatic stating that their Employee has requested a Shorter Working Year. The Manager logs into Self Service and approves/ denies the request once they have discussed the application with the Head of the Division. Employee XX has submitted a request for Shorter Working Year. Please access Self Service to view the request and submit your approval/ denial to PeoplePoint for processing. Regards PeoplePoint 2 3 4

48 Scenario 5: Shorter Working Year STEP 4 On approval of the Shorter Working Year request by the Manager, a case is created in the CMS & the Employee is updated via . PeoplePoint will manage any changes to the Employee s payroll or adjustments to other entitlements where necessary.

49 Scenario 5: Shorter Working Year STEP 5 The Employee is notified by that the Shorter Working Year request has been approved. PeoplePoint will update the Employee s Shorter Working Year details on the PeoplePoint System and close the case.

50 Scenario 6 Applying for Non-Annual Leave Parental Leave

51 Scenario 6: An Employee wishes to apply for Parental Leave What should the Employee & Manager Employee Manager Case Management Local HR Notification STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 The Employee navigates to the Parental Leave page on the PeoplePoint Portal. The request is automatically sent to the Manager for their recommendation via . Once the Manager submits their recommendation, an automatic notification is issued to PeoplePoint and a case is raised in the CMS. PeoplePoint will send the request to Local HR for approval. The Employee will be notified by that the request for Parental Leave has been approved/denied. After reviewing information on Parental Leave the Employee selects Apply Online. The Employee completes the Parental Leave online form and clicks submit. The Manager logs into Manager Self Service to view and recommends the request Yes/No. This triggers a notification to the Employee informing them of the case status. Employee will be asked to attach supporting documentation via the CMS (if required). Local HR will approve or deny the request and send an to PeoplePoint indicating their decision. PeoplePoint will manage any changes to the Employee s pay or adjustments to other entitlements, where necessary. PeoplePoint will update the Employees Parental Leave information on the PeoplePoint System and close the case. Please note: Applications for Parental Leave must be made as soon as is reasonably practical but in sufficient time to ensure that approval is granted no later than six weeks prior to the proposed commencement date of the leave.

52 Scenario 6: Parental Leave 1 STEP 1 The Employee navigates to the Parental Leave page on the PeoplePoint Portal. After reviewing information on Parental Leave the Employee selects Apply Online The Employee completes the Parental Leave online form and clicks submit. Please note: Any Employee who is a parent is entitled to a total of 18 weeks/90 days Parental Leave per child born or adopted. Employees wishing to apply for Parental Leave should first discuss this with their Manager and Head of Division before applying on the PeoplePoint Portal.

53 Scenario 6: Parental Leave 1 STEP 2 The request is automatically sent to the Manager for their recommendation via The Manager logs into Manager Self Service to view and recommends the request Yes/No. It very important that Managers make a decision 6 weeks before commencement date. Please note: Managers will be requested to select Yes or No from the dropdown box next to Manager Recommendation, then click the Submit button to send the Employee s request to PeoplePoint and Local HR.

54 Scenario 6: Parental Leave STEP 3 Once the Manager submits their recommendation, an automatic notification is issued to PeoplePoint and a case is raised in the CMS. This triggers a notification to the Employee informing them of the case status. Employee will be asked to attach supporting documentation via the CMS (if required).

55 Scenario 6: Parental Leave STEP 4 PeoplePoint will send the request to Local HR for approval. Local HR will approve or deny the request and send an to PeoplePoint indicating their decision. PeoplePoint will manage any changes to the employee s pay or adjustments to other entitlements, where necessary. Hi John, An officer in your department xxx has requested 4 days Parental Leave from 13/8/13 to 16/8/13. I would be grateful if you could indicate by to whether this leave is approved. To review this application: 1. Log into HRMS via the PeoplePoint Portal. 2. Select the Admin tab on your HRMS homepage. 3. Select Workforce Admin in the left-hand menu. 4. Click the PeoplePoint e-form link: four categories of e-form will appear (non-annual leave; carry-over of annual leave; return to work; work-share application). 5. Select the appropriate eform (based on the officer s request). 6. Search menu will appear. 7. Input officer s details to find the appropriate eform. Once you have reviewed the application, please convey your decision to either approve or reject the application to, quoting the officer s case number. If you have any queries, please do not hesitate to contact the Leave Management Team. Thank you. PeoplePoint Leave Team

56 Scenario 6: Parental Leave STEP 5 The Employee will be notified by that the request for Parental Leave has been approved/denied. PeoplePoint will update the Employee s Parental Leave information on the PeoplePoint System and close the case. Please note: PeoplePoint will send the Employee a notification outlining any changes to the Employee s pay or other entitlements. Additionally, PeoplePoint will send Employees an outlining the Terms & Conditions of Parental Leave.

57 Scenario 7 Employee Schemes Applying for an Annual Travel Pass

58 PeoplePoint Service: Employee Scheme Administration Employee Scheme Administration PeoplePoint will be responsible for the administration of Employee Schemes e.g. Travel Pass Scheme and Cycle to Work Scheme Key PeoplePoint Services Employees can access the Travel Pass Scheme Application e-form and Cycle to Work Scheme Application e-form by way of Self Service on the PeoplePoint Portal l Additional Information l l Employees will contact Pay directly for any salary deductions related to Union Fees, Credit Union, Health Insurance etc. At particular times during the year, PeoplePoint will advertise Employee Schemes on the PeoplePoint Portal

59 Scenario 7: An Employee would like to apply for a Travel Pass. What should the Employee Employee PeoplePoint Portal STEP 1 STEP 2 The Employee navigates to the Employee Schemes page on the PeoplePoint Portal. Here the Employee is advised to Apply Online and access Self Service. The PeoplePoint Portal can be accessed at The Employee logs into Self Service using the PeoplePoint Username and Password and completes the Travel Pass Scheme Application e-form. Notification STEP 3 Once submitted the Employee receives a notification from PeoplePoint that a case has been created on the Case Management System. Case Management System STEP 4 The Employee logs into the Case Management System and clicks on their Travel Pass Case. Here the Employee can attach their supporting photo for the Travel Pass Scheme (if required). PeoplePoint STEP 5 PeoplePoint process the application and issue the Annual Travel Pass to the Employee s Local HR for collection where necessary. PeoplePoint will issue notification that the case has been closed. Please note: If an Employee wishes to post documentation to PeoplePoint the address is PeoplePoint, Block 5, Belfield Office Park, Beech Hill Road, Clonskeagh, Dublin 4.

60 Scenario 7: Applying for an Employee Scheme (Travel Pass) 1 3 STEP 1 The Employee navigates to the Employee Schemes page on the PeoplePoint Portal. Here the Employee is advised to Apply Online and access Self Service. 2 The PeoplePoint Portal can be accessed at Please note: If a passport photo is required for your application it can be attached as a supporting document through the Case Management System located on the Portal.

61 Scenario 7: Applying for an Employee Scheme (Travel Pass) STEP The Employee logs into Self Service using the PeoplePoint Username and Password and completes the Travel Pass Scheme Application e-form. Please note: The Travel Pass E-Form also provides examples of price tickets and links to Travel Pass suppliers websites to consult for pricing information.

62 Scenario 7: Applying for an Employee Scheme (Travel Pass) STEP 3 Once submitted the Employee receives a notification from PeoplePoint that a case has been created on the Case Management System.

63 Scenario 7: Applying for an Employee Scheme (Travel Pass) 1 STEP 4 The Employee logs into the Case Management System and clicks on their Travel Pass Case. Here the Employee can attach their supporting photo for the Travel Pass Scheme (if required) Please note: On the Case Management System (CMS), an Employee can add a case and submit a request to PeoplePoint. The Employee can track their case using a unique Case Number automatically generated by the CMS and the Employee will receive notifications updating them on the progress of the case.

64 Scenario 7: Applying for an Employee Scheme (Travel Pass) STEP 5 PeoplePoint process the application and issue the Annual Travel Pass to the Employee s Local HR for collection. PeoplePoint will issue notification that the case has been closed.

65 Managers Role in Leave Management The Transition to PeoplePoint will allow Managers to approve / recommend Employees requests for Non-Annual Leave online via Manager Self Service. Managers are responsible for either approving Non- Annual leave requests or recommending Non-Annual leave requests. Any Non- Annual Leave type that requires a recommendation by a Manager is then routed to OPW's Local HR for approval. Local HR hold the final decision on whether this request is approved. Non Annual Leave Approved by a Manager Ante-Natal and Post Natal Clinics Ante-Natal Classes Bereavement Leave (if does not exceed entitlement) Civil Partnership Registration Leave (Paid/Unpaid) Interview Leave Jury Service Leave Marriage Leave (Paid/Unpaid) Paternity Leave Shorter Working Year* (on behalf of Head Of Division) Union Business Leave Witness in Court Leave Non Annual Leave Recommended by a Manager Accompany a Spouse Abroad Career Break Carers Leave Charitable Organisation Leave Civil Defence Leave Domestic Leave Examination Leave Family Illness Leave Force Majeure Leave Leave to Work with the EU or an International Organisation Parental Leave Reserve Defence Forces Leave Study Leave Special Leave for Sporting Purposes *Employees wishing to apply for a Shorter Working Year should first discuss this with their Manager and Head of Division before applying