HR Connect People Manager User Guide Introduction and Navigation Introduction and Navigation Page 1 of 16 31 st August 2015
CONTENTS Introduction... 3 Supported Systems... 4 Logging In... 5 Main Navigation Screen... 6 Object Panel... 7 Display Panel... 7 Navigation Trail... 7 Folder List... 8 Other Navigation Details... 9 User Action Icons... 10 Viewing Staff Information... 11 Viewing Information... 11 Staff Views... 11 Position and Post Selection... 12 Casual and Associate Staff... 12 Folders... 13 Task Management... 13 Help... 13 Out of Office... 14 To Do List... 15 Processes... 15 Messages... 15 User Settings... 15 Compulsory Fields... 16 Record Update Buttons... 16 HR Connect People Manager Help and Support... 16 VERSION HISTORY Version Date Change Summary 1.0 January 2015 First Version 2.0 August 2015 Updated to reflect change to Single Sign-On and Support Systems Introduction and Navigation Page 2 of 16 31 st August 2015
Introduction HR Connect People Manager is an online system that provides managers with instant access to a wide range of functionality and information in relation to the staff who report to them. This includes where available and relevant the ability to: View job, salary and training history for team members Record Professional Development Review (PDR) meetings Approve annual leave, flexi-leave and time off in lieu (TOIL) requests View, monitor and amend holiday and time of in lieu entitlement View and record sickness absence View team annual leave and absence calendar Run a selection of standard reports You do not have access to sensitive information such as National Insurance numbers or equality and diversity data. You will be able to view staff who report to you, including staff who report indirectly to you. For example, a Head of School will have access to information for everyone in their School, not just their immediate reports. Reporting lines are maintained by HR, so please contact the HR adviser for your area if they need to be amended. You will not have access to your own details through HR Connect People Manager, but will be able to access these details separately through HR Connect Self Service. Data Protection and Confidentiality As HR Connect People Manager contains detailed personal information it is important that you use it responsibly to ensure that the security of your own and your reporting staff s information is maintained at all times. When you have finished using HR Connect People Manager please always close your web browser or tab. You must lock your device at all times when leaving it unattended. For further information please refer to Information Security guidance on protecting your data. It is also important that you never let anyone else know your university username and password as this information would allow people to access personal information about you and your staff, with a risk of identity fraud. If you believe others may be aware of your password please change it immediately. If at any point you feel that your information security may have been compromised you should contact the University's IT Help Desk in the first instance (ext.3000). More details about information security can be found on the Staff Intranet. For further information on the University s data use policy please refer to the Data Protection Fair Processing Statement for Staff. Introduction and Navigation Page 3 of 16 31 st August 2015
Supported Systems HR Connect People Manager supports the following browsers: Microsoft Windows 7 / 8 / 8.1 Internet explorer 9, 10 and 11 Firefox 33 or above Google Chrome 38 or above Apple OS X 10.9/10.10 Firefox 33 or above Google Chrome 38 or above Apple Safari 7 The following minimum hardware specification is recommended for both Windows and Apple OS X machines: Processor 2GHz processor or higher (dual core recommended) Available RAM 2Gb (4Gb recommended) Network Interface 10/100/1000Mbps (1000Mbps recommended) Display Resolution 1280x1024 with 16-bit colour Introduction and Navigation Page 4 of 16 31 st August 2015
Logging In HR Connect People Manager supports all popular browsers on both Windows and Mac. Before connecting to HR Connect People Manager you must be connected to the university network. If you are working off campus or connected by Wi-Fi to eduroam you will need to utilise the Universities Virtual Desktop service in order to connect to and use HR Connect People Manager. HR Connect People Manager supports Single Sign-on. This means that there is no need to enter a separate Username & Password. The Username and Password used to logon on to your Edinburgh Napier PC or laptop will automatically be detected by HR Connect People Manager. Once logged onto your Edinburgh Napier PC or laptop simply click on the link below: https://hrconnect.napier.ac.uk/mthrprod_web/itrent_wrd/run/etadm001gf.main The link is also available on the Edinburgh Napier staff Intranet by searching for HR Connect or going to My Workplace. You may also wish to save a link to HR Connect People Manager in your internet favourites or onto your desktop Important Note(s): 1. An HR Connect People Manager account will need to be created by the HR Connect Team before HR Connect People Manager can be used. 2. Access to HR Connect People Manager will only be authorised after our line manager statement has been completed. 3. You must lock your device at all times when leaving it unattended. For further information please refer to Information Security guidance on protecting your data. 4. HR Connect People Manager can only be accessed off campus by installing Virtual Desktop on your device. Introduction and Navigation Page 5 of 16 31 st August 2015
Main Navigation Screen Once you have logged on, you will see the main navigation screen. Navigation Trail Effective Date Display User Action Icons Object Panel Display Panel Main Link Tool Folders Folders Introduction and Navigation Page 6 of 16 31 st August 2015
Object Panel The object panel lists data related to the currently selected screen. By default it shows your reporting staff and any staff reporting to them, displayed in a reporting tree layout. The tree will need to be opened manually by clicking on the + button. These defaults can be changed within User Settings. In the screen shot above all employee branches are shown as expanded. Display Panel The display panel provides access to all the folders and forms (screens) available to you. Items in the Display Panel are separated into folders, and the default folder shown is the To-Do List, although this can be changed under User settings. Navigation Trail The Navigation trail shows where you are within HR Connect People Manager. You can click on any item within the trail to return to that point in the system. Introduction and Navigation Page 7 of 16 31 st August 2015
Folder List The folders contain links to the various pages, and tools available in HR Connect People Manager. Folder name Bookmarks Links People and Organisation Learning & Development Absences Reports Task Management Out of Office To Do List Processes Messages User settings Details HR Connect People Manager users won't need to use this area as all screens are accessible directly from the Links menus. The Links folder provides a set of interactive 'single click' links to all HR Connect People Manager pages available to People Manager users. The links are broken down and repeated in each of the folders. Displays all available links to key employee information. Further details can be found in the People and Organisation Links HR Connect People Manager user guide. Displays all available links to key learning and development information, including Development Plans and Professional Development Review Meetings. Further details can be found in the Learning and Development HR Connect People Manager user guide. Displays all available links to absence and holiday information, including personal holiday, time off in lieu, flexi-leave, sickness absence and peer groups. Further details can be found in the Holiday and other Leave and Sickness Absence Recording HR Connect People Manager user guides. Displays links to all available reports. Further details can be found in the Reports HR Connect People Manager user guide. Allows task redirection when you are out of the office e.g. authorising holiday. Further details can be found later in this guide. Lists your team members who are identified in HR Connect People Manager as being out of the office e.g. have a recorded absence or are scheduled on a corporate training event. Further details can be found later in this guide. Displays any outstanding tasks which require your attention including authorisation of holiday requests. Further details can be found in the Holiday and other Leave HR Connect People Manager user guide. Lists any background processes e.g. running a report, which have been started in the last 24 hours. Displays any current System Alerts or Message of the Day texts Displays the default preference settings set at System Administrator level and allows the user to choose their preferred options where available. Introduction and Navigation Page 8 of 16 31 st August 2015
Other Navigation Details There are a number of other links and shortcuts available to you when using HR Connect People Manager. Effective Date: By default whenever you search for information in HR Connect People Manager you will be viewing the information at today s date. If you change the date in the 'Effective Date' box at the top of the screen you will be able to view information as it was at other dates. In general HR Connect People Manager Users do not need to change the Effective Date setting. People Search: This Icon will appear at the top of the Object Panel if, at any stage your employee list is changed. Click on and then in the Navigation Trail to return to your employee list from anywhere in the system. Refresh: The refresh icon is used to update the current view with up to date details. As the information is refreshed whenever you open a screen or view there will not usually be a need to use this icon. Print: The Print icon sits above the Object Panel and Display Panel, and is used to print out the information on the relevant panel. Introduction and Navigation Page 9 of 16 31 st August 2015
User Action Icons New View: This is used to open a duplicate tab at the bottom of the HR Connect People Manager screen. You can use these tabs to compare information across multiple screens or people. Full/Normal View: This icon is used to hide / display the Object Panel. This can make the display on some screens easier to read. Certain screens automatically open in Full view and this icon will allow you to return to the normal view and display the object panel. Help: This link gives access to the help menu, however this is the default Midland itrent system guidance and may not relate exactly to the HR Connect People Manager settings as used by Edinburgh Napier University. Employee Self Service: This link gives quick access to your HR Connect Self Service system. Logout: Closing the web browser or HR Connect People Manager Tab will log you out. As HR Connect People Manager supports Single Sign On you must lock your device at all times when leaving it unattended. For further information please refer to Information Security guidance on protecting your data. Introduction and Navigation Page 10 of 16 31 st August 2015
Viewing Staff Information Reporting Lines HR Connect People Manager allows for line managers to be assigned to staff anywhere within the organisation structure, so your staff will have been assigned based on reporting responsibilities. A line manager will normally be the person who authorises holiday, manages Professional Development and manages Sickness absence for a member of staff. Where an employee has more than one role, they will be assigned to the line manager for each role that they occupy. In general you will not have access to information for a member of staff either before or after that member of staff reported to you. Viewing Information To view information on any employee, select the employee as outlined above, select the folder that contains the relevant link and click on the link to display the screen. If you click on the link before selecting an employee, the People Search will be displayed, and you will need to find the employee whose information you wish to view. Full details about each link and the information shown is available in the relevant s. Staff Views You can control how you wish to view and select your reporting staff. After logging in, HR Connect People Manager will default to the Reporting View, but if you select the dropdown, located at the top right of the Object Panel, you are able to change how your staff are displayed. View Reporting View Flat View Hierarchical View Semi Hierarchical View People Search Details This view displays all of your reporting staff, including multiple reporting layers in a tree / branch view. Click on the + / - to expand or contract the structure. By default 2 layers of reporting staff are shown, but this can be increased in User Settings if required. This view displays all of your direct and indirect reporting staff in a single list, grouped only by different units within the University (if appropriate) This view shows your staff within their units, including the full University Organisation Structure, relating to each of your staff. This view shows your staff within their units, but only displays units which have staff who report to you. This view can be used to search for an individual or a specific selection of employees, and tends to be used by managers with large numbers of reporting staff. You can search by surname, forename, unit, job title or personal reference number by selecting this option from the dropdown menu before searching. Further search options are available under the Advanced search link. Introduction and Navigation Page 11 of 16 31 st August 2015
Position and Post Selection At the top of the Object Panel you can also choose to display Positions and (for certain views only) Posts within the structure if desired. Positions will display with blue chairs for occupied positions and green chairs for vacant positions. Casual and Associate Staff Casual and Associate staff who report to you (including those where you sent in the casual / associate details form) will be displayed in the reporting hierarchy along with other staff. If a casual employee is unlikely to require payment from us in the current Academic Year, please complete a Leaver Notification form and send to your HR Advisor to remove the Casual employee from the system and generate a P45. If an associate is no longer doing work for the University please advise your HR Adviser, who will be able to remove them from the system. Introduction and Navigation Page 12 of 16 31 st August 2015
Folders Details of the main folders and the links contained within are contained in the relevant user guide. The tool folders are detailed below. Task Management Task Management allows you to redirect your tasks (e.g. holiday authorisations) to another HR Connect People Manager user. This can be useful where you are likely to be away from the University for a period of time. Please make sure that the other user is made aware that they will be receiving your tasks and other email correspondence from the system. Click and to set up a redirection. Record a Start Date for tasks to be redirected. In most cases you should also record an end date, after which the tasks will be directed to you as normal. Under Process type it is usual for Managers to select Redirect all, which will result in all tasks, notifications and system emails being sent to another user. If Redirect all is selected the Process box will disappear. Please contact the HR Systems team if you wish to redirect only certain processes, or processes for certain staff. Under Redirect To click on the icon to search for users, making sure that you select an HR Connect People Manager user from the list (otherwise they will not be able to authorise tasks). Under Password you must confirm your password to confirm that the tasks are to be redirected. Help Links to the User Guides, Helpdesk email and other items. Click on the relevant link to open that web page / email. Introduction and Navigation Page 13 of 16 31 st August 2015
Out of Office This section will list all of your staff who have been identified to HR Connect People Manager, as being out of office. The screen defaults to Today s date, and different dates and ranges can be selected. People are identified as being out of office by having an Absence (e.g. holiday, sickness or maternity leave) recorded, or by being scheduled on an internal Learning event in HR Connect People Manager. Click on any row to display the Absence calendar for the current employee and all other employees who you have access to. You can set the number of reporting levels displayed in out of office in your user settings. Introduction and Navigation Page 14 of 16 31 st August 2015
To Do List On your initial log in to HR Connect People Manager your To-do list will appear by default. This Default setting can be amended in the User settings screen. The To do list shows any tasks which require authorisation. If you have deleted an email notification but not processed the task the task will remain on this list. If a task is not dealt with within 3 days, a reminder will be sent and the item will appear with a red background in the To do list. Full details of the authorisation process can be found in the Holiday and Other Leave. Processes This shows the status of processes that have run in the last 24 hours. For HR Connect People Manager users this will normally display report processes, completed or in progress. Messages Displays any system messages. User Settings The majority of user settings are unavailable, to ensure consistency across all users. The following settings are the ones commonly changed by HR Connect People Manager users: No. of levels for out of Office: Dictates how many levels of hierarchy are displayed in Out Of Office Font family: Changes the font used in HR Connect People Manager. Font size: (Drag slider): Increases or reduces the size of the text in HR Connect People Manager. People manager reporting levels: The number of levels of hierarchy displayed in the Object Panel. By default will show your direct reportees, and their direct reportees. Increase this number to show further levels of subreportees. Automatically expand HR Connect People Manager nodes: When checked will automatically expand the reporting tree in the Object Panel when you log into the system or return to the Reporting view. Introduction and Navigation Page 15 of 16 31 st August 2015
Compulsory Fields Throughout the system certain fields of information are coloured blue as shown. These are compulsory and you will not be able to save any changes or new records unless these have been completed. Other fields are white and can be optionally completed where appropriate. We would recommend and request that you complete as much detail as possible whenever recording or amending information. Record Update Buttons You will only be able to update, save or remove limited information, and where this is possible you will see one or more of the following icons on the screen. Click to save any changes. If you want to cancel any changes, just close the screen without clicking Save. If you have made changes you will receive a warning message before exiting the screen without saving. Use (where available) to completely delete a record. Please note that the information will be permanently deleted and cannot be recovered. HR Connect People Manager Help and Support If any information is incorrect or out of date and you do not have access to update the information yourself please contact your manager in the first instance. If you need any help, advice or assistance with the system please contact HR by emailing us at HRConnect@napier.ac.uk Introduction and Navigation Page 16 of 16 31 st August 2015