Information Session for Accommodation & Hospitality Staff:

Electronic Leave Recording using iTrent

Agenda

• Absence Recording

• Why?

• Current situation

• i-Trent

• Holiday Booking & Authorisation

• Sickness Recording

• Implementation & rollout

Electronic Leave Recording (Phases 2 & 3): Interactive ESS & MSS

What does it involve:•Electronic calculation, booking, authorisation and recording of annual and other leave through interactive ESS and MSS•Electronic recording and monitoring of sick leave through interactive ESS and MSS

Outcomes:•Managers and staff get an automatic calculation of leave entitlement

•Staff are able to book leave and view remaining entitlements via ESS

•Managers able to view calendar showing attendance of all their reportees and to authorise absence requests electronically via MSS

Electronic Absence Recording - iTrent

Employees (via Employee Self Service)• View Holiday entitlement (automatically calculated by i-Trent)

• View Holiday dates: taken, scheduled and remaining balances

• Request Holiday• Close a sickness absence electronically (no paper SC1)

• View their own sickness dates• View calendar of colleagues (subject to set up by their manager)

Managers (via Manager Self Service)• Authorise Holiday requests (no more holiday cards & spreadsheets)

• Absences all recorded and accessible electronically

• Open a sickness absence electronically

Requesting Annual Leave

Annual Leave Calculation & Booking

•iTrent will calculate annual leave in hours based on your working pattern – provided that this is up-to-date•Staff request leave by dates (including a part-day) – iTrent will calculate the hours “lost” and take them off their total.•When requesting annual leave (or TOIL) the member of staff must request the proportion of the day that they are taking. •Line managers must check that this is correct before they authorise.

i-Trent Principles - Holiday

• i-Trent will automatically calculate your Holiday Entitlement based upon your grade and length of service

• Your holiday entitlement is made up of Annual Leave + Bank Holidays + Discretionary Days + Carry Over

• Holiday entitlement will be calculated in hours

• System configuration will require the input of working patterns, which show how your contracted hours are split across the days of the working week

Examples

Full-time/Part-time

Contracted Hours

Working days Mon Tues Wed Thurs Fri Sat Sun

Full-time 36.5 Monday to Friday

7:18 7:18 7:18 7:18 7:18 0:00 0:00

Part-time 18 Monday to Wednesday

6:00 6:00 6:00 0:00 0:00 0:00 0:00

Booking a Holiday as a Member of Staff

• When booking a holiday, the system will automatically adjust your remaining holiday balance based upon your working pattern

• Holiday can be booked in days or half days only.(Any requests of less should be by arrangement with your manager outside of the iTrent system, for example “can I leave an hour early next Thursday?”)

Actions:

• Log into ESS

• Click on ‘Absence’ in left hand navigation

• Click on ‘Holiday dates’

• Click on ‘New – New Holiday dates’

Holiday Dates Screen

Select the type of absenceFull Day, Half Day or

More than one dayDates can be entered directly or you can use

the calendar button

Notes can be added if required. Eg: “It’s my son’s

graduation ceremony”

Clicking “Save” will trigger a notification to your manager

You will be notified of your

manager’s decision via

email.

Holiday Balances Screen

Current yearCurrent year

2012/13 Entitlement Grade 1 to 5 = 270.1 hrs

Grade 6 to 9 = 292hrsSubject to: carry over, full-time, being an employee from start

of holiday year

Holiday

Time off in Lieu

(Taken)

TakenThe hours that have already been taken this year, which will

also include any Bank Holidays/Discretionary Days

ScheduledThe hours that have been requested and authorised within the

current year, which will also include any Bank Holidays/Discretionary Days, any adjusts made according to

your working pattern

BalanceTakes account of all recorded holidays including any awaiting

authorisation

Next yearNext year

MSS - Home Page

MSS- Absence Calendar

Absence Calendar has

been selected for the employees A,B,C and D

Calendar is displaying a period of a month starting

from today’s date

This shows what the colours mean on the

calendar below

Each employee is shown on a separate row. The squares indicating their days of work and the

colours any absences

Employee B has requested a holiday, which is awaiting authorisation, which can be seen by the

asterisk

MSS- Authorisation of Absence

The To Do list is showing a task needs to be completed

The task is a Holiday Request from Mrs B Employee

Select the task by clicking the tick box and then click actions. If more than one task were listed, it would

be possible to select them all

MSS – Holiday Authorisation

Select whether the request is to be authorised or not authorisedA reason or comment can be added which will be sent to the employee

Enter your password and click Save, which will update the absence and trigger an email

notification to the employee

Manager Self Service – Reviewing a holiday request

• You will be notified via email when a member of your team requests a holiday

• Logging in to Manager Self Service will provide you with the information you need to make an informed decision on whether it is appropriate to authorise or decline the requested period of absence.

Click Here for video demo of

Holiday Authorisation

Reporting Sickness Absence in HR

MSS – Opening a sickness absence

This screen will be displayed when you have selected the relevant employee

and clicked the “Create New Sickness

Absence”

Enter the date that the absence started.Select whether a full day

or part day

Enter an expected end date, which is the date you expect the employee to return to work

Select the most relevant reason from the drop down listClick Save, which will trigger an email to the employee’s work address with a link

inviting them to close the absence on their return to work.

MSS – Adding Fit Note

This screen will be displayed when you have selected the relevant employee

and sickness instance and clicked “New Fit Note Certification”

Select the relevant Certification Type

Type in a reason from the CertificateIf you know this is the final certificate you’ll receive for this absence tick this box

Enter the start date of the fit note

Enter the end date of the fit note if appropriate

Click Save

Write on the Fit Note to indicate that you

have updated i-Trent. Send it to Payroll, in an envelope marked

confidential.

MSS – Opening a Sickness Absence

Click Here for video demo of

Opening a Sickness Absence

ESS – Ending a Sickness Absence

On the return to work from a sickness absence, the

employee will have an email in their mailbox, with a link to ESS. After logging in and

selecting “Sickness Dates” this screen will appear

This absence doesn’t have an end date, click

“Select”

ESS – Ending a sickness absence

Enter the last day of sickness

Click “Save”, this will trigger an email notification to your manager

ESS- Closing an Absence

Click Here for video demo of

Closing a Sickness Absence

MSS – Task Redirection

By clicking on “redirect” on the task list, this screen will appear to enable you to redirect a task

that has been sent to you.

Select who you want the recipient of the task to be, by clicking on the magnifying glass and searching by name. Click on

their name and click “Save”

MSS - Out of Office (Delegation)

This screen will appear when you click on the “Workflow

Task Redirection Link”

Enter the date you wish workflows tasks to be redirected from

Enter the date you wish workflows tasks to be redirected toSelect “Redirect All”Select who you want to redirect them to,

by clicking on the magnifying glass and searching by name. Click on their nameEnter your password and click “Save”

Questions?

Electronic Absence Recording Resources

http://www.bath.ac.uk/hr/i-trent/selfservice/