User Manual for DWP Line Managers on the PRIME …live.hs-tt.com/docs/DSE_User_Manual_for_DWP_LM.pdfUser Manual for DWP Line Managers on the PRIME Estate- Online DSE Training and Assessment

User Manual for DWP Line Managers on the PRIME Estate- Online DSE Training and

Assessment Programme

User Manual for DWP Line Managers Online DSE Training and Assessment Programme V.7 Jun 2013

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User Manual for DWP Line Managers on the PRIME Estate

Online DSE Training and Assessment Programme

Version 7




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1.0 Overview This manual provides guidance to DWP Line Managers when using the DSE training and assessment system and Corrective Action Forms (CAF). DWP Line Managers will become involved in the process once a member of their staff has completed the required DSE training/assessment elements and there are remedial actions required. Where a member of staff completes the training/assessment package and no issues are identified, the assessment will be automatically archived by the database. There are then no actions required by the Line Manager, and they will receive confirmation that the assessment has been completed. 2.0 Process 1. The Line Manager receives a system generated e-mail highlighting that a member of their staff

has undertaken a DSE assessment and there are actions requiring resolution.

2. The Line Manager must select (click on) the hyperlink provided in the e-mail which will take them to the online Corrective Action Form (CAF).

The Line Manager will then see a copy of the CAF relating to the employee with details of the outstanding action (as detailed in Fig.1 and Fig 2). The CAF will show the outstanding issues and a list of options available to resolve the issue (in the Action Taken column). Fig.1

3. Where all the issues have been resolved by the Line Manager, they must then select „Yes‟ at

„Submit Assessment‟ and then select „Click here to save/submit‟ (see Fig.2).

1a) Review the ‘Action Taken’ options for the issue being experienced and undertake those actions that are relevant

1b) Select on the CAF all of the actions that have been tried in the ‘Action taken’ column- where multiple actions have been tried, press the ‘Ctrl’ key on the keyboard and select the action taken using the mouse.

1c) In the ‘Resolved’ column, select either ‘Yes (where the action has resolved the issue) or ‘No’ (where the action has not resolved the issue)




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The assessment is then fully resolved and the Line Manager will see feedback of successful submission as per Fig.4

Fig.2

4. Where there are outstanding issues and the „Work Order‟ box is empty, the system will not allow the assessment to be submitted. In this case, the Line Manager will see the screen as per Fig.3.

5. The Line Manager should the select „OK‟, and contact the Telereal Trillium CSC to arrange a 1 to 1 DSE assessment and obtain a Work Order Number (This number must then be added to the CAF)

Fig.3

2a Additional relevant information about the individual can be added as free-text

2b Where there are unresolved issues, a Work Order is to be raised via the Telereal Trillium CSC and the work order number is to be added below

2c Where ‘Actions’ Taken’ are ongoing (e.g. time is being given to try an adjustment), the Line Manager can ‘Save’ the CAF at that stage and return to it at a later date (ensuring that ‘Submit Assessment’ says ‘No’). When all actions have been tried, and the Line Manager wishes to submit the assessment, then change ‘Submit Assessment’ to ‘Yes’ and select ‘Click here to save/submit’




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6. When all the relevant information has been correctly provided and the form has been

submitted, the Line Manager will receive feedback as per Fig.4. Select „OK‟. This confirms that the assessment has been sent to Telereal Trillium to arrange a 1 to 1 assessment and the Telereal Trillium FM will be in contact to arrange this with the individual.




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Fig.4

7. Where a 1 to 1 is undertaken by the Telereal Trillium FM, they will note the Actions Taken

at the time to attempt to resolve the issue and will identify any “Further Action” required. 8. Where the FM has resolved all of the issues, the Line Manager will receive an e-mail

confirming that the assessment has been fully resolved. 9. Where the FM has completed the 1 to 1 assessment and outstanding issues remain, the

Line Manager will receive an e-mail with a link which will take them to CAF. 10. The Line Manager will be able to see Parts 1 and 2 of the CAF (The parts which show the

history of actions taken) but will not be able to amend the details. Part 2 of the CAF will show the Line Manager what further action is required (indicated with a „tick‟ icon). See Fig.5




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Fig.5

11. The Line Manager must undertake the further actions as highlighted in Part 3 of the CAF (See

Fig.6). The date that each stage was completed is added when the check box next to each stage is selected (by clicking on it with the mouse).

Fig. 6

Details of further action required will be highlighted by the ‘tick’ icon.

When the box is ‘ticked’ for the

action being completed, that

date is added into the system




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12. If the LM wishes to save the information inputted as the resolution is ongoing, they can do this as per Fig.7. This will only save the progress rather than finally submit the form.

13. Once all the Further Actions have been completed and all issues have been resolved, the Line

Manager must: (See Fig.7)

- Ensure that „Yes‟ is selected in the Resolved Column across each issue; - Change „Submit Assessment‟ to „Yes‟: and - Select „Click here to save/submit‟. Fig.7

14. The assessment is then deemed to be fully resolved and the Line Manager will see feedback of

successful submission as per Fig.8

a) If all issues are resolved, select ‘Yes’, then ‘Click here to save/submit’.

b) If actions remain unresolved, or the Line Manager wishes to save progress select ‘No’ and ‘Click' here to save/submit’.

Where the action taken at Part 3 has resolved the issue(s) then select ‘Yes’- otherwise select ‘No’. The aim is for all actions to be resolved.




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Fig.8

3.0 ‘LM Lite’ Facility In the event that:

The e-mail with the CAF link sent to you has been lost/deleted The individual has incorrectly inputted their own e-mail address The individual no longer works for the Department/organisation The individual works for a different Line Manager The assessment has been superseded by another one An error was made in the completion of the assessment An issue raised is no longer an issue

...there is a LM Lite System which allows a number of relevant changes to be made so that the CAF/assessment can go to the correct location. The links (as below) are added to all DSE related system generated e mails (as well as a link to this guidance) It is recommended you save this guidance and/or be aware of where this is on the DWP/intranet system for further reference. DWP Link http://live.hs-tt.com/lmlite/

http://live.hs-tt.com/lmlite/




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3.1 Accessing the System When you select the link you will see a screen (as at Fig.9). Fig.9 LM LITE CAF SYSTEM

The first time you use the system you will need to register your account: Select 'Create An Account'.

You will be prompted for your email address and a password. Password must be at least 8 characters long and a combination of letters/numbers.

Select 'Register'

An email will be sent to you at the e-mail address you have entered to confirm your account.

Once complete, access the system and enter your email address/password in the boxes Select 'Logon'




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13.b LM Lite Main Screen When you have logged on, you will see the screen as shown at Fig.10. This will show 5 columns: - Assessment Details

o This will show all members of staff who have completed an assessment that have put you as their Line Manager

- Edit User Details o See Fig.11

- Edit LM Email o See Fig.12

- Archive o See Fig.13 and Fig.14

- View CAF o See Fig.15

Fig.10




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13.c Edit User Details When you select ‘Edit Email’ next to an individual assessment, you will get a screen as shown in Fig.11. - This allows you to amend the individuals e-mail address in the event that it was incorrectly inputted A pop-up box will appear- amend the e-mail address to the correct one in the „to‟ box then select „Update‟. This will then retain the correct information.




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13.d Edit LM E-Mail When you select ‘Edit LM Email’ next to an individual assessment, you will get a screen as shown in Fig.12. This allows you to amend the Line Manager E-mail address in the event that the user has a new Line Manager - then the assessment will then move to the new Line Managers LM Lite System. A pop-up box will appear- amend the e-mail address to the correct one in the „to‟ box then select „Update‟. This will then retain the correct information. There is also a box next to „Resend CAF‟- if this is selected (a tick) then when „Update‟ is selected it will resend the CAF e-mail to the Line Manager - If you are the Line Manager then you can choose not to resend yourself the CAF as the assessment will be

available in the LM Lite System Fig.12.




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13.e Archive There will be occasions where an assessment will need to be archived. This will be where: - An assessment has been completed in error - An assessment has been superseded (as the individual has either completed a new assessment or the

individual has moved to another workstation and has a new line manager) - An individual has left the Department/organisation When you select ‘Archive’ next to an individual assessment, you will get a screen as shown in Fig.13. A pop-up box will appear which will give a list of reasons for archiving the assessment (See Fig.14). Select the one that applies then select „Archive‟- the assessment will then be archived in the system. Please note- the archive function should only be used when an assessment genuinely needs to be closed down and should not be used to close down assessments where resolution has not been tried or further guidance is necessary. Line Managers must continue to resolve the assessment in line with the Department’s guidance. Fig.13.

Fig.14




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13.f View CAF When you select ‘View CAF next to an individual assessment, you will get a screen as shown in Fig.15. This allows you to access the CAF and make any relevant updates to it.

Documents

User Manual for DWP Line Managers on the PRIME …live.hs-tt.com/docs/DSE_User_Manual_for_DWP_LM.pdfUser Manual for DWP Line Managers on the PRIME Estate- Online DSE Training and Assessment