COISTE GAIRMOIDEACHAIS CHATHAIR CHORCAI CITY OF CORK VOCATIONAL EDUCATION COMMITTEE

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1 A. GENERAL INFORMATION The purpose of this section is show Users the screens which will display when in the following screens: Core Portal ESS Public Page (where users log on) Core Portal Main Page My Core Time Page Core Portal ESS Public Page From early March, 2010, the screen below will display to log on to view your clockings, annual leave balance, flexi leave, etc. New Features on the Home Page include a Notice Board which allows information for Staff to be displayed and a Document Repository which will contain links to some of City of Cork VEC s policies and procedures. These features will be developed over the coming months and those currently featured give an example of how the areas may be used. 1

2 Core Portal Main Page Once Users have logged on as outlined above, the Core Portal Main Page is then displayed. This is where Users can Sign In/Sign Out or Select the My Time Self Service option to view or request annual leave, flexi leave, attendance details, etc. My Core Time Page When Users select the My Time Self Service option above, the following screen displays. All information regarding leave entitlements, clocking details, etc are accessed through this page. 2

3 B. ENTRY TO SYSTEM AND CLOCKING PROCEDURES Entry to System 1. Double click on the Time and Attendance icon on the desktop on your PC. 2. Enter your Employee number and Pin number in the space provided and click on the button. When a user logs on, the Core Portal Main Page will display. On this screen, users have the following options: Sign In/Sign Out and My Time Self Service. 3

4 Unable to Use Clock/Fob Not Working All users must clock in and out on the Clocking Machines provided, however, in exceptional cases e.g. the clock is out of order or a fob does not work, an employee can use Core Portal ESS to clock in. 1. Follow steps 1 and 2 of Entry to System to log on. 2. On the Core Portal Main Page (see screenshot above under 1. Entry to System), users have the following options: To Clock In: Press the Sign In Button (Blue) To Clock Out: Press the Sign Out Button (Orange) For example, to Sign In, when you press, the dialogue box below opens showing the current time. To confirm your clocking, you click on the button and the message displays confirming the time of the clocking and that the Sign In was successful. Note: Clockings made using this option will display on the attendance details with the Sign In/Out buttons next to them to distinguish from clockings using the clocking machine. 4

5 Missed Clocking If a User forgets to clock in or out and does not use the Sign In/Sign Out feature outlined above, a Missed Clocking request must be submitted to their Supervisor for approval. 1. Log in to system as outined under Entry to System steps. 2. On the Core Portal Home Page, click on the heading 3. Under the on left hand side of screen, select View My Attendance Details and attendance details for the current period will be displayed. In the example above, there are two missed clockings on Friday 12 th February, To submit a Missed Clocking request for that day, click on in example above and the following screen will display. Enter the time you should have clocked in/out, select who it is to be approved by and enter the narrative (reason you did not clock). When all details are entered, press. The Missed clocking request is then submitted to the approver for approval and once it has been approved it will be reflected in your attendance details, the letter M beside the time denotes that this is a Missed Clocking request. 5

6 C. VIEW ATTENDANCE DETAILS AND LEAVE REQUESTS/BALANCES. My Attendance ESS Options Details of daily clockings, flexi time and leave balances are all available under the options which can be selected under the heading. Note: The information contained under each of these options is the same as the previous system. To view the details, just click on the relevant heading and the screen will display. 6

7 Leave Requests Example: To request a half days annual leave. To request annual leave or flexi leave, select the heading. option under the In the Leave type: Start Date: Is this part day leave? Time of Day: Approver: Comments: screen below, enter the details of the leave as follows: Select the leave type i.e. annual leave Enter the start date of the leave (Note for half day request option to enter end date is not available) For a half days request, select Yes Indicate whether leave to be taken in the morning or evening. Select who should approve the request Enter any comment you wish to include to support the request 7

8 Flexi Leave Request The procedure to request Flexi Leave is the same as for annual leave as outlined above. Employees now have the additional option to request Flexi Leave in Hours and Minutes as outlined in the example below 8

9 DELETE OR RESUBMIT A LEAVE REQUEST If you have entered a leave request in error or wish to change a leave request, provided the Status of the request is Unprocessed you can delete the original request from the system completely. You will then be able to resubmit the request if necessary. Under My Leave ESS Options, select the View My Leave Request Enquiry. An unprocessed leave request will be in bold text and underlined as per the example below on 08-Mar Double click on the entry you wish to delete/resubmit to display the Update Leave Request screen. To delete the request, select the button. To resubmit the request, select the button. 9

10 If you have selected the Delete request option, the following option will display. Click on OK to confirm. 10

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