Information Technology and Media Services. MyAttendance. Staff Attendance System User Guide. For employees

Transcription

1 Information Technology and Media Services MyAttendance Staff Attendance System User Guide For employees November 2015

2 Table of Contents INTRODUCTION... 1 ACCESSING THE SYSTEM... 2 FIRST TIME LOG ON... 2 UPDATING YOUR PERSONAL INFORMATION... 3 FORGOTTON OR RESETTIING YOUR PASSWORD... 3 HOLIDAY... 4 REQUESTING HOLIDAY... 4 AMENDING HOLIDAY... 5 CANCEL AUTHORISED HOLIDAY... 6 SICKNESS... 7 DELEGATION TO AUTHORIZE ABSENCE & HOLIDAY... 8 VIEWING YOUR ABSENCE... 9 NOTES... 10

3 INTRODUCTION Good attendance at the university is valued highly. Sometimes staff might not be able to come to work and it is important that managers are formally notified when this is the case. That is why People and Organisational Development have introduced the new Attendance Management Policy and guidance documents along with an electronic absence recording system called MyAttendance. Staff can also book holiday and update personal details using the MyAttendance system. This guide is to show staff how to monitor their absence and request leave of absence. After using this training guide you should be well equipped to view your absence and input holiday information. Staff Attendance System User Guide for Employees V3(101115) 1 De Montfort University, IT Training 2015

4 ACCESSING THE SYSTEM The system can be accessed by logging into the Staff portal and selecting MyAttendance FIRST TIME LOG ON Enter your DMU staff number in the User Id field and click on Reset Password The following Reset Password screen appears. Enter the required information: NI Number: this is not case sensitive Post Code: this is not case sensitive and you do not need to leave a space between the first and second part i.e. le13dd Date of Birth: Should be in the following format yyyy-mm-dd i.e. 9 th September 1974 would be select Submit. N.B. This information can be found via the Personal tab on the Staff Portal. The following screen appears, enter your new password in the New Password and Confirm New Password fields, then click Save Min of 8 characters, a min of 2 should be numeric, min of 2 should be alphabetical (either upper or lower case). Special characters can also be used if desired. After successfully logging in the following screen appears Staff Attendance System User Guide for Employees V3(101115) 2 De Montfort University, IT Training 2015

5 Click Proceed The next few pages will display information about you. Check that the information is correct. If you need to amend or add details use the Update This Information link under each panel. Once you have completed a screen click on Proceed to move to the next page. UPDATING YOUR PERSONAL INFORMATION This information can be updated at any time by using the yourlife link in the navigation bar on the left of your screen. Click the + to expand the menu and select Personal You can move through the screens using the links across the top Alternatively expand the Personal menu in the navigation pane to see all the options there. FORGOTTON OR RESETTIING YOUR PASSWORD If you have forgotten your password or need to reset it then select the Reset Password option from the main log on screen. Ensure the user ID box contains you payroll number. Follow the same process as for a first time user. You can also change your password whilst logged in by selecting Change Password from the navigation pane on the left of your screen. Staff Attendance System User Guide for Employees V3(101115) 3 De Montfort University, IT Training 2015

6 HOLIDAY REQUESTING HOLIDAY You are now able to request holiday through the yourself system. Click the + symbol at the left of yourjob Click the + symbol at the left of Absence Click Request Holiday The Holiday Booking screen appears Enter the holiday Start Date and End Date, you can use a calendar to select dates by clicking Select. (Note the date will be the same if you are booking one day s holiday). Click Calculate Duration The number of days appears in the Duration field (if the system does not calculate the duration correctly please contact your line manager) A comment can be added if required. This text will be added to the sent to your line manager. Staff Attendance System User Guide for Employees V3(101115) 4 De Montfort University, IT Training 2015

7 Click on Submit to send the request to your manager for approval The following message appears You can use the Absence button at the bottom right of the message to return to the Absence menu The status of your holiday will remain as Requested until your line manager has made a decision. Once they do, you will receive an detailing if your request has been approved or declined. AMENDING HOLIDAY You can view your Requested holiday in order to Edit it or Withdraw it. (This is prior to it being accepted by you line manager) Click the + symbol at the left of yourjob Click the + symbol at the left of Absence Select My Absence Select Holiday to see your holiday request You can now either edit or withdraw you request. Staff Attendance System User Guide for Employees V3(101115) 5 De Montfort University, IT Training 2015

8 CANCEL AUTHORISED HOLIDAY Once your holiday has been accepted it is still possible to cancel it but not amend it. (If you want to amend the dates you will need to cancel the original request and request a new holiday with the correct dates). Click the + symbol at the left of yourjob Click the + symbol at the left of Absence Select My Absence Select Holiday to see your holiday request Select Cancel A confirmation box will appear. Input the reason why you need to cancel the holiday and then click Yes The following message appears and an is sent you re your line manager. The status of your holiday will remain as Cancellation requested until your line manager has made a decision. Once they do, you will receive an detailing if your request has been approved or declined. The holiday will be removed from your holiday list. Staff Attendance System User Guide for Employees V3(101115) 6 De Montfort University, IT Training 2015

9 SICKNESS It is the policy of the University that all sickness should be reported to your line manager. It is your line manager or their delegated person s responsibility to input your sickness onto the system. Ensure that you inform your line manager once you return to work. Staff Attendance System User Guide for Employees V3(101115) 7 De Montfort University, IT Training 2015

10 DELEGATION TO AUTHORIZE ABSENCE & HOLIDAY It may be necessary for your line manager to delegate their role to you in order that staff sickness or holiday requests can still be actioned in their absence. (They will have informed you if they have delegated this role to you). If you have been delegated roles by your line manager you should see the delegated staff option in the navigation pane. Click the + symbol to see the name(s) of the people who have delegated their role to you. Click the + symbol next to their name to see all options that are available to you. (Delegation can be for all absences or just parts i.e. sickness only, or holidays only) For instructions on how to add holidays and sickness for other members of staff please refer to the Staff Attendance Management System for Managers guide. When your line manger returns they will remove your delegate access. Staff Attendance System User Guide for Employees V3(101115) 8 De Montfort University, IT Training 2015

11 VIEWING YOUR ABSENCE You can see a Weekly, Monthly or Yearly view of your Absence by selecting the relevant option from the Absence section on the menu bar. This includes holidays, sickness, Bank holidays etc. e.g. If you select the This month option a calendar appears with colour codes indicating your absence and the reason Staff Attendance System User Guide for Employees V3(101115) 9 De Montfort University, IT Training 2015

12 NOTES If your line manager has had to take unplanned absence (and therefore not been able to delegate their role to someone else), an appropriate senior manager from the department should log a call with the ITMS Service Desk, advising of the name of the line manager and the name and employee number of the delegate that will be responsible during their absence. Note, this is only in the event of an emergency unplanned absence, where your line manager has had to take long term absence and is unable to access the selfservice system to perform the task themselves. Staff Attendance System User Guide for Employees V3(101115) 10 De Montfort University, IT Training 2015