Colleague Version 1.6

Transcription

1 mytsc People Colleague Version 1.6 January 2012

2 Contents How to Log-in 2 Personal Information 5 - My Personal Details 6 - My Equal Opportuinities 7 - My Job Details 7 - My Bank Details 8 - My Emergency Contacts 9 - My Security 11 Absences 12 Payslips 16 Frequently Asked Questions 18 MyTSC People: Self Service 1

3 How To Log-in Click on MyTSC People icon on the POD to access self-service You can also access MyTSCPeople from home by using The very first time you log-in to My TSC People you will be required to log-in to the HR System. User name: BONDTSHOST\TSWEBSCP Password: Tsw3bscP The username and password are case sensitive Click into the box to remember the password, as this box will appear every time you log on and this will then remember this information If you close this box, you will not be able to continue. This box must be completed This is the first screen. Click on to continue MyTSC People: Self Service 2

4 The first time you log-in you will be required to change your password (passphrase) This must be at least 7 characters long (use a mixture of numbers and letters) Your password (passphrase) is case sensitive Your first password (passphrase) will be sent to you If you enter the same details for your new password (passphrase) as your old password, this message will appear. The screen below is the normal log-in screen Your user name is your payroll number Your password will now be your new password Remember - your password is case sensitive To exit this page click on MyTSC People: Self Service 3

5 This is the main menu of MyTSC People This screen is personalised. Make sure this is you! NEVER use this button to exit this screen as this will automatically lock your account! ALWAYS USE EXIT AND LOGOUT If you have logged-out of the previous session incorrectly, the banner below will appear at the bottom of the screen. To unlock your account, MyTSCPeople and request your account to be unlocked. MyTSC People is available on the main store directory on lotus notes. If you are logging-in from home, use this address - (MyTSCPeople@southerncoops.co.uk) In the , please ensure you include: Your full name Your user name (payroll number) Your store/cost centre If this is the first time you have logged onto MyTSCPeople, please go through all of the options and check all of your details are correct. If you do find you need to change any details, just follow the instructions. If you require any help, please contact or use the address above MyTSC People: Self Service 4

6 Personal Information This is the Personal Information screen To navigate through the screens, use the back button MyTSC People: Self Service 5

7 My Personal Details Any areas highlighted in red cannot be changed. Any name change will require original evidence sent to HR Services for this to be completed. The personal details that can be changed are: address, post code, home telephone and mobile. To change the information click on edit Then click into the box you wish to change and amend the details Click on save to complete the process The save button will go red when you have amended information If you click on edit by mistake, click on the undo button If you amend details by mistake, click on undo before you save and this will change back to the original information When you enter new personal details, please enter as shown by using a capital letter at the start of the street name, location etc. PLEASE DO NOT ENTER THE INFORMATION IN ALL CAPITAL LETTERS. The Post Code will require capital letters. Once you have clicked on save, the following confirmation screen will appear. This will then automatically take you back to the personal details screen To return to the Personal Information Menu use the button on the right-hand side MyTSC People: Self Service 6

8 My Equal Opportunity Details To amend the details, use the same instructions as shown in My Personal Details The red areas cannot be changed Click on edit to amend the details and save once completed Again, the confirmation screen will appear and then automatically take you back to the My Equal Opportunity Details screen To return to the Personal Information Menu use the button on the right-hand side My Job Details The screen cannot be amended and is for view only. Any details that need to be corrected on this screen will be completed via your line manager and/or HR Services To return to the Personal Information Menu use the button on the right-hand side MyTSC People: Self Service 7

9 My Bank Details Any areas highlighted in red cannot be changed. The personal details that can be changed are: bank account number, sort code, bank account name, bank name and bank/roll number (Branch/roll number is normally used with building society accounts) To change the details, use the same instructions as shown in My Personal Details It is your responsibility to ensure that the bank details shown here are correct. Any errors in the information given could mean that you do not receive your pay on the day expected. When you enter new bank details, please enter as shown by using a capital letter at the start of the name/bank name. PLEASE DO NOT ENTER THE INFORMATION IN ALL CAPITAL LETTERS. If you change your bank details, please ensure the change is made at least 10 days before pay day to ensure your pay is transferred into the new account. To return to the Personal Information Menu use the button on the right-hand side MyTSC People: Self Service 8

10 My Emergency Contacts If there are no emergency contacts for you on record, you will see this screen To add a new emergency contact, click on To change the information First, select from the drop down lists for priority, relationship and title of your emergency contact Secondly, complete all the information required by clicking into each of the boxes Click on save to complete the process This time the save button will not turn red The priority is the order in which your emergency contacts will be used this information must be completed mandatory field at least one contact number must be entered When you enter new emergency contacts, please enter as shown by using a capital letter at the start of the name/street name. PLEASE DO NOT ENTER THE INFORMATION IN ALL CAPITAL LETTERS. Again, the confirmation screen will appear and then automatically take you back to the Emergency Contact screen To return to the Personal Information Menu use the button on the right-hand side MyTSC People: Self Service 9

11 If you do have emergency contacts on record, you will see this screen To amend the details or delete the emergency contact, click on the contact you wish to delete. To amend the details, use the same instructions as shown in My Personal Details To change the information click on edit Then click into the box you wish to change and amend the details Click on save to amend the information or delete to delete the contact A warning box will appear to check if you are sure you wish to delete your emergency contact Again, the confirmation screen will appear and then automatically take you back to the My Emergency Contacts Summary screen To return to the Personal Information Menu use the button on the right-hand side MyTSC People: Self Service 10

12 My Security My Security is where you can change your password (passphrase) Enter your current password Enter your new password and then confirm your new password Click on save (this will not turn red before you save) You can use the undo button to amend the details you have entered, only before you click on save To return to the Personal Information Menu use the button on the right-hand side To return to the Self Service Main Menu use the button on the right-hand side MyTSC People: Self Service 11

13 Absences An absence should be described as any occasion you are not at work. The self service system only deals with the holiday absences. Click on Absence Requests and the following screen will appear. At the top of the screen, it details the current holiday year and which year you are viewing records for. If you wish to view details of a different year, select the year you wish to view from the drop-down arrow Your holiday totals are shown here; your entitlement, holiday taken to date (TD), future booked holiday and then the remaining hours Before taking holidays you must agree the dates with your manager. You may take up to 3 weeks between 1 st April and 31 st October and the remainder between 1 st November and 31 st March. Requests for holidays of more than two weeks at a time must be approved by your Area Operations Manager or equivalent. If you are not required to work on a Bank Holiday; you will need to record that you have taken a day of your holiday entitlement. If you work on a Bank Holiday your entitlement is not affected in any way and so you will be able to take the time off on another day later in the year. Arrangements for payment for working on Bank Holidays remain unchanged. It is your responsibility to ensure that you take your holiday entitlement by the end of the year (31 st March); carrying forward entitlement into the next year is not permitted and you will not receive payment for any untaken holiday. MyTSC People: Self Service 12

14 Hover the mouse over the box - Absence Codes Legend, you will see the following information. Any green shaded days are holiday that have been approved/booked Hover the mouse over the box - Approval Route and an additional box will appear which will give you the details of who will approve your holiday Hover the mouse over any day and an additional box will appear with how many hours you would normally work in that day. To request a holiday absence, click on the first day you wish to take and the following screen will appear Click on the duration box to select the length of the holiday absence you wish to take Click on save to complete the booking You may wish to add a comment in the comment box. MyTSC People: Self Service 13

15 For a part day holiday absence request, there are additional details to complete. Enter the start time of your holiday absence and the number of hours and minutes you wish to request Add a comment if desired Click on save to complete the booking For a multiple day holiday absence request, select multi day and then use the calendar to select the end date or type in dd/hh/yyyy if you know the date Click on save to complete the booking Once the bookings have been saved they will appear on the holiday absence calendar in yellow: half day to week Yellow is not yet approved. Once your holiday has been approved, it will be shown in green. If you then hover over the yellow box, an additional box will appear giving details of the holiday absence request MyTSC People: Self Service 14

16 Click on a part day holiday absence request and the following box will appear. Click in the select box and then click on go to delete the holiday absence request Or select add new to alter the length of the holiday absence request If you have clicked on go, this will then bring up the following box which will allow you to delete the holiday absence request before it is approved To delete a longer period of holiday absence request, click on the date at the start of the holiday absence on the calendar and a similar box will appear allowing you to delete the holiday absence request before approval To return to the Absences Menu use the button on the right-hand side MyTSC People: Self Service 15

17 Payslips This is the payslips screen Current Payslips An example of how the payslip will display on screen. MyTSC People: Self Service 16

18 Historical Payslips An example of the historical payslips screen. To return to the Self Service Main Menu use the button on the right-hand side MyTSC People: Self Service 17

19 Frequently Asked Questions When a change has been made how long will it take for the changes to appear? There is no delay, the changes are effective immediately. I have colleagues that don t currently use the e-learning unit due to special needs. How will they change their details. The manager will need to their payroll team contact to get the forms sent to store How do I know when I have taken all my holiday? Your entitlement will be zero Can I request holiday for next year? Yes Do I have to book bank holidays of through MyTsc People? Yes, if you wish to take a bank holiday off as holiday, this must be booked in the same way as any other holiday. This includes Christmas Day. Where can I find the holiday guidelines? Management Manual >EMPLOYMENT >Holiday When completing a holiday request, can a colleague view other holidays that have been booked for the same period? No, this is not possible Why can t I see the payslip option? During the parallel run, the payslip option will not be available MyTSC People: Self Service 18