RITEQ Employee Self Service (ESS)

Transcription

1 RITEQ Employee Self Service (ESS) User Manual for Rostered Employees Version 1.00 (NMC)

2 Contents 1. Sylvanvale Portal... 4 Logging in to the Sylvanvale Portal... 4 Web ESS for Desktop... 6 For all support Register for Web ESS How to Login Forgot Password Web View What is the URL for Web ESS? How do I navigate through my account settings and preferences? Schedules How do I navigate the Schedules screen? How do I view shift details? Availability How do I navigate the availability screen? How do I request a change to my availability? Timesheets How do I navigate the Timesheet screen? How do I view shift details? Clockings How do I navigate the clocking s screen? Absence How do I navigate the Absence screen? How do I make an Absence (Leave) request? Accruals Mobile ESS for Devices For all support Register for Mobile ESS How to Login Forgot Password Switch Web to Mobile View Employee Details How do I view my employee details? My employee details are incorrect, who should I contact? Schedules How do I navigate the schedules screen? How do I view shift details?... 34

3 18. Availability How do I navigate the availability screen? How do I check availability? How do I request a change to my availability? Timesheets How do I view a timesheet? Absence How can I view the status of leave requests? How do I add an absence? Accruals How can I view my leave accruals? Appendix: A Document History and Version Control... 42

4 1. Sylvanvale Portal To access the ESS systems you first need to log in to the Sylvanvale portal. Logging in to the Sylvanvale Portal 1. Open your preferred browser; Internet Explorer or Google Chrome. 2. Type in the URL and press Enter. 3. Type your <sylvanvale1> into the User Name field. 4. Type <ndis2016> into the Password field. 5. Click Log in. 6. Select Landing Page from the Staff Portal menu. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 4 of 42

5 The landing page is displayed as shown in the following image. NOTE: There is also a section for Management displayed on the Landing Page but you will only be interested in Rostered Employee section. 7. On the Landing Page, click anywhere inside the area indicated by the red box in the previous image, to be taken to the RITEQ ESS login screen. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 5 of 42

6 Web ESS for Desktop The Web Employee Self Service Portal (ESS) is a new system which enables you to view and manage your schedules, time sheets and availability, including annual and long service leave entitlements. Web ESS is a component of RITEQ Workforce Manager (WFM) which is part of the wider introduction of new technology introduced during Sylvanvale s transition to the NDIS. You can access Web ESS by using an internet browser like Internet Explorer or Google Chrome on any desktop computer or mobile device such as a laptop, tablet or smart mobile phone. Because some processes you previously did manually are now online, using Web ESS will save you time. This section covers how to register and login to Web ESS and provides an overview of how to use the functionality on each of the screens. For all support Mon Fri 9:00AM 5:00PM (Australian Eastern Daylight Saving Time) or [email protected] K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 6 of 42

7 2. Register for Web ESS Before diving into Web ESS you have to register your details in the system. You will need to provide a User ID (your Employee ID) and also to think of a password. NOTE: If you don t know your Employee ID it is printed on your pay advice (pay slip). Complete the following steps and you will be registered in no time! 1. Type the Sylvanvale Web ESS URL into a browser address field and press Enter. The URL The Web ESS Login screen is displayed. 2. Click on Register. The verification screen is displayed. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 7 of 42

8 3. Click in the User ID field and type in your <Employee ID>. REMINDER: If you don t know your Employee ID it is printed on your pay advice (pay slip). 4. Click in the Password field and type in the <password> you want to use. NOTE: Your password must conform to the displayed requirements as follow. NOTE: This password is only to be used when logging into the Web ESS and is not valid for any other applications you may use in RITEQ WFM or within other Sylvanvale applications. 5. Confirm your password, by typing it again into the Confirm Password field. You will see a randomly generated verification code that looks a bit blotchy. 6. Type this verification code into the Verification Code field. 7. Click Register. You will now be registered to use Web ESS. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 8 of 42

9 3. How to Login 1. Type the Sylvanvale Web ESS URL in a browser address field and press Enter. The URL is The Web ESS Login screen is displayed. 2. Type your <Employee ID> into the Login ID field. 3. Type your <password> into the Password field. 4. Click Sign In. The Web ESS main screen is displayed. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 9 of 42

10 K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 10 of 42

11 4. Forgot Password If you have forgotten your password you can request a new one be ed to you. 1. Type the Sylvanvale Web ESS URL in a browser address field and press Enter. The URL is The Web ESS Login screen is displayed. 2. Click on Forgot Password. The verification screen is displayed. NOTE: If you remember your password at this stage click on Sign in, otherwise continue. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 11 of 42

12 3. Type the < address> you used to register ESS into the Address field. You will see a randomly generated verification code that looks a bit blotchy. 4. Type the <verification code> into the Verification Code field. 5. Click Reset. A new password will be ed to you. 6. Login with the <new password>. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 12 of 42

13 5. Web View Your default view will be the Web view. From here you can switch to Mobile view. What is the URL for Web ESS? The URL you need to enter is How do I navigate through my account settings and preferences? 1. Click the Home icon to view your options. 2. Click My Details to view your personal details. NOTE: You can only view employee details to check they are correct. If you need them updated, complete the change of Employee Details form which is available on the network from K:\People and Culture\Forms\New or change employee advice form.docx. When filled in, forward to HR for action. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 13 of 42

14 3. Click About ESS to view what version of Web ESS you are running. 4. Click My Settings to select your default time range (weeks). 5. Click Switch to mobile view to activate the mobile view. 6. Click Log Out to log out of Web ESS. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 14 of 42

15 6. Schedules Use the Schedules function to view your fortnight schedule as published by your manager. You can move back and forward to view each of your fortnight periods. Please note that Schedules is not a record of when you actually worked. Use the Timesheets function to view a record of your actual start and end times each day. The Schedules screen is shown in the following image. How do I navigate the Schedules screen? 1. Click on the left and right arrow heads < > to navigate forward and back through the available fortnight periods. 2. Click Print to print the selected fortnight. 3. Change the report options (date and days) to suit and click Generate. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 15 of 42

16 Your report will be displayed in a window as shown in the following image. NOTE: Ensure the browser has pop-up windows enabled otherwise your report will not display on the screen. 4. To print a hardcopy of your report, click on the print icon and then click on the 2nd print icon. How do I view shift details? 1. Click on a shift to open the scheduled shift. The shift details are displayed. 2. Click Back to return to the previous screen. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 16 of 42

17 7. Availability Use the Availability function to view your availability for any specific date. You can also inform your manager of your availability and request your status to be Available, Unavailable or Prefer Not. This will assist rostering managers when filling vacant shifts. You are advised to keep your availability up to date on an ongoing basis. The Availability screen is shown in the following image. How do I navigate the availability screen? 1. Click on Month or Week or Day to change your calendar view. 2. Click Today to return to your current day. 3. Click on the left and right arrow heads < > to navigate forward and back through the month / week/ day. How do I request a change to my availability? Your availability status provides information to your rostering manager about your availability outside of your rostered/contracted hours. Available = means you are available to work Prefer Not = means you are available but would prefer not to work Unavailable = means you are not available to work 1. Select the day(s) you wish to request a change of availability. The day will change to a blue colour. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 17 of 42

18 2. Click Ad Hoc. 3. Type in the <Start> and <End> times. 4. Select your availability Status using the dropdown menu. 5. Click Save. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 18 of 42

19 8. Timesheets Use the Timesheets function to view your available fortnightly timesheets which are a live record of your actual start and end times each day. Please note that Timesheets is not the schedule published by your manager. You can view schedules using the Schedules function. The Timesheet screen is shown in the following image. How do I navigate the Timesheet screen? Click on the left and right arrow heads < > to navigate forward and back through the available fortnights. How do I view shift details? 1. Click on a shift to open the scheduled shift. The timesheet is displayed. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 19 of 42

20 2. Click Back to return to the previous screen. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 20 of 42

21 9. Clockings Use the Clocking function to view your fingerprint clocking data. The Clockings screen is shown in the following image. How do I navigate the clocking s screen? Click on the left and right arrow heads < > to navigate forward and back through the available fortnights. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 21 of 42

22 10. Absence Use the Absence function to access to your leave requests and status. It also allows you to inform your manager of a request for leave. The Absence screen is shown in the following image. How do I navigate the Absence screen? Click on the left and right arrow heads < > to navigate forward and back through the available months. How do I make an Absence (Leave) request? 1. Click Add. 2. Select the Absence Start date from the dropdown calendar. 3. The Absence End date is auto populated. To change the Absence End date, select the new date from the dropdown calendar. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 22 of 42

23 4. Type in the <Start Time> and <End Time>. 5. Select the Shift Type. 6. You can optionally add a comment to the request by clicking the comment icon. 7. Click Save. If you have added a comment you will need to click Save twice. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 23 of 42

24 11. Accruals Use the Accruals function to view your accrued annual leave. The Accruals screen. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 24 of 42

25 Mobile ESS for Devices The Mobile Employee Self Service Portal (ESS) is a new system which enables you to view and manage your schedules, time sheets and availability, including annual and long service leave entitlements. Mobile ESS is a component of RITEQ Workforce Manager (WFM) which is part of the wider introduction of new technology introduced during Sylvanvale s transition to the NDIS. You can access Mobile ESS by using a mobile device such as a tablet or smart mobile phone. Because some processes you previously did manually are now online, using Mobile ESS will save you time. This section covers how to register and login to Mobile ESS and provides an overview of how to use the functionality on each of the screens. For all support Mon Fri 9:00AM 5:00PM (Australian Eastern Daylight Saving Time) or [email protected] K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 25 of 42

26 12. Register for Mobile ESS Before diving into Mobile ESS you have to register your details in the system. You will need to provide a User ID (your Employee ID) and also to think of a password. NOTE: If you don t know your Employee ID it is printed on your pay advice (pay slip). Complete the following steps and you will be registered in no time! 1. Type the Sylvanvale Mobile ESS URL into a browser address field in your mobile device. The URL is The Mobile ESS Login screen is displayed. 2. Tap Register. The verification screen is displayed. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 26 of 42

27 3. Type your <Employee ID> in the User ID field. REMINDER: If you don t know your Employee ID it is printed on your pay advice (pay slip). 4. Type the <password> you want to use in the Password field. NOTE: Your password must conform to the displayed requirements as follow. NOTE: This password is only to be used when logging into the Web or Mobile ESS and is not valid for any other applications you may use in RITEQ WFM or within other Sylvanvale applications. 5. Confirm your <password>, by typing it again into the Confirm Password field. You will see a randomly generated verification code that looks a bit blotchy. 6. Type the <verification code> into the Verification Code field. 7. Tap Register. You will now be registered to use Mobile ESS. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 27 of 42

28 13. How to Login 1. Type the Sylvanvale Web ESS URL in a browser address field. The URL is The Mobile ESS Login screen is displayed. 2. Type your <Employee ID> into the Login ID field. 3. Type your <password> into the Password field. 4. Tap Sign In. The Mobile ESS main screen is displayed as shown in the two following images. The ESS main screen will resize to suit your device. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 28 of 42

29 K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 29 of 42

30 14. Forgot Password If you have forgotten your password use the Forgot Password screen to request a new one be ed to you. 1. Type the Sylvanvale Web ESS URL into a browser address field. The URL is The Mobile ESS Login screen is displayed. 2. Tap Forgot Password. The verification screen is displayed. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 30 of 42

31 NOTE: If you remember your password at this stage tap Sign in, otherwise continue. 3. Type the <personal address> you used to register with ESS into the Address field. You will see a randomly generated verification code that looks a bit blotchy. 4. Type the <verification code> into the Verification Code field. 5. Tap Reset and a new password will be ed to you. 6. Login with the <new password>. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 31 of 42

32 15. Switch Web to Mobile View You can switch from Web to Mobile view and have the same time management application processes and modules featured in the Web ESS. This will activate the touch screen auto resize and aspect functionality. 1. Click the Home button to drop down the menu. 2. Select Switch to mobile view. Now you will see the Mobile screen, similar to the following, featuring touch screen functionality. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 32 of 42

33 16. Employee Details Use the Details function to view your employee details. How do I view my employee details? 1. Tap the Details button to view your details. Your details will be shown as per the following example. My employee details are incorrect, who should I contact? NOTE: You can only view employee details to check they are correct. If you need them updated, complete the change of employee details form which is available on the network from K:\People and Culture\Forms\New or change employee advice form.docx. When filled in, forward to HR for action. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 33 of 42

34 17. Schedules Use the Schedules function to view your rostered shifts for the future. How do I navigate the schedules screen? Tap the forward or back arrows to change the fortnight. How do I view shift details? 1. With the Schedules screen open, tap the blue arrow to open the scheduled shift. The shift details are displayed. 2. Tap <Back to return to the previous screen. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 34 of 42

35 18. Availability Use the Availability function to view your availability for any specific date. You can also inform your manager of your availability and request your status to be Available, Unavailable and Prefer Not. This will assist rostering managers when filling vacant shifts. You are advised to keep your availability up to date on an ongoing basis. How do I navigate the availability screen? Tap on the arrows to change the month forward or back. How do I check availability? Tap on a day to see the availability for that day. The day selected in the following image shows the employee is on granted leave. Click on another day and it shows the employee is unavailable. Another day shows that the employee has requested leave but it was denied. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 35 of 42

36 How do I request a change to my availability? Your availability status provides information to your rostering manager about your availability outside of your rostered/contracted hours. Available = means you are available to work Prefer Not = means you are available but would prefer not to work Unavailable = means you are not available to work To request a change: 1. Tap Ad-Hoc. 2. Tap to select the day(s) you wish to request a change of availability. The day(s) will change to a blue colour. 3. Tap Next>. The selected date(s) are shown. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 36 of 42

37 4. Enter the <start> and <end> time as appropriate or leave the default times as 00:00 and 23: Now select the availability status from the Availability drop down. In this case we ll select Prefer Not. 6. Tap Finish. And now if you look at that day in the calendar it shows as Prefer Not. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 37 of 42

38 19. Timesheets Use the Timesheets function to view your timesheets. How do I view a timesheet? 1. With the Timesheets screen open, tap the blue arrow to open the scheduled shift for that day. The shift details are displayed. 2. Tap <Back to return to the previous screen. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 38 of 42

39 20. Absence Use the Absence function to access to your leave requests and status. It also allows you to inform your manager of any request for leave. How can I view the status of leave requests? 1. Tap Absence. The next screen displays your absences and the status. How do I add an absence? 1. To add an absence tap Add. 2. Change the absence period (time) defaults as necessary. 3. Tap on the first day of absence. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 39 of 42

40 The Absence Start date is populated and Absence End button is highlighted. 4. Tap on the absence end date in the calendar and the date is populated. 5. Tap on Next. 6. Select the leave type from the Leave Type dropdown list. 7. Add <comments> as necessary. 8. Tap Confirm. You are returned to the Absence screen and a message absence updated is displayed. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 40 of 42

41 21. Accruals The Accruals function allows you to view your accrued annual leave. How can I view my leave accruals? 1. Tap Accruals. The next screen displays your leave accruals. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 41 of 42

42 Appendix: A Document History and Version Control Version Date Approved Approved By Description /07/2016 Pauline Stanley, CEO This User Guide has evolved from the Training Guide used for the initial RITEQ ESS system training. It is a combination of Web and Mobile. K:\Organisation\User Guides\Riteq WFM ESS for Rostered Employees User Manual.DOCX Page 42 of 42