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Web Kiosk

Employee User Guide

New Format released September 2016

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Web Kiosk User Guide Index

A

Access to the Employee Self Service Portal Conditions of use ...................................................................................................... 5 Available Leave Balances ........................................................................................................................................................... 9

B

Basic Navigation ........................................................................................................................................................................ 6 Before you Book Leave .............................................................................................................................................................. 8

C

Change Password - Password reset: ........................................................................................................................................... 4

F

Forgotten your password? ......................................................................................................................................................... 3 Further Assistance ................................................................................................................................................................... 15

H

How do I access web kiosk? ....................................................................................................................................................... 3 How do I Login?......................................................................................................................................................................... 3 How do I update my personal contact information eg change my address? .................................................................................. 3 How to Book Leave.................................................................................................................................................................. 11 How to check leave/leave balances ............................................................................................................................................ 7 How to delete a submitted leave request yet to be approved by your Supervisor ....................................................................... 13 How to forecast Leave Balances ............................................................................................................................................... 10 How to Select a Job/Role ........................................................................................................................................................... 8

I

Introduction what is Web Kiosk (Web Self Service)?.................................................................................................................... 3

L

Leave Bookings and Public Holidays/Roster Patterns .................................................................................................................. 9 Leave Paid in Advance ............................................................................................................................................................. 10 Logout (automatic) after 3 minutes ............................................................................................................................................ 4

M

Minutes to Decimal Converter ................................................................................................................................................. 15

R

Reverse Leave Bookings (future dated leave booking approved by your Supervisor) .................................................................. 13 Reverse Past leave bookings and/or view Past/Future Leave Bookings (approved by your Supervisor) ........................................ 14

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Introduction what is Web Kiosk (Web Self Service)? Web Kiosk is a secure web-enabled interface that allows you to view your personal information eg payslips, leave balances, submit leave requests and print your payment summaries (group certificates) through the use of web browser software such as Internet Explorer. How do I access web kiosk? You will be provided with your username and initial password when you attend corporate induction.

You can login at work. Look for the Web Kiosk Payroll Information URL on the SharePoint homepage

You can login from anywhere in the world that has an internet connection. For your convenience there is a link on our external City of Stirling web site. On the home page scroll down and under Jobs, click Working at the City. http://www.stirling.wa.gov.au/community/Jobs/Pages/default.aspx At the bottom of this page click on Employee Self Service login. How do I update my personal contact information eg change my address? You can only view your personal details in web kiosk. If you wish to update your personal details please contact Human Resources on 9205 8515. How do I Login?

At the login screen enter your username and password

Forgotten your password? If you’ve forgotten your password, as long as we have a City of Stirling email address for you in our system you can be sent a temporary password to access web kiosk. At the bottom of the login screen click on Retrieve Password and enter your secret question and answer.

After 3 unsuccessful attempts to login your account will be suspended for 48 hours.

Please call Human Resources on 9205 8515 if you would like your password reset or your account suspension cleared

You will need to verify your identity before we can reset it for you.

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Change password - password reset: If Human Resources resets your password, at the login screen you will need to enter the password provided by Human Resources. Once you have logged in you will be asked to change your password.

Old Password: enter your existing password or the password as advised New/Confirm Password: enter a new password to the CIS standard below

Your New and Confirmed Web Kiosk passwords must contain a minimum:

One (1) lowercase letter [abcdefghijklmnopqrstuvwxyz] One (1) uppercase letter [ABCDEFGHIJKLMNOPQRSTUVWXYZ] One (1) number [0123456789] and must be a minimum of 7 characters long (up to a maximum of 12 characters)

If password screen goes blank after you have clicked OK the new/confirmed password doesn’t meet the minimum password requirements. Please try again.

If you haven't already done so, enter a Secret Question (eg "the dog goes") and Answer (eg "woof"). This will help you access Web Kiosk if you have forgotten your password, however please note it will only send an email if you have a current City of Stirling email address in our system (we are unable to use non City of Stirling email addresses). Automatic logout after 10 minutes: If you haven’t used Web Kiosk for 10 minutes you will be automatically logged out of Web Kiosk as a security feature. You will be asked to log back into Web Kiosk and may need to start over if you were half way through a leave booking.

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Access to the Employee Self Service Portal Conditions of use Authorised use of this Service is contingent upon User's agreement to abide by City of Stirling Information & Technology Acceptable Use Policy ("AUP") each and every time this Service is accessed. City of Stirling retains the right to revise this AUP from time to time, at City of Stirling's discretion and without notice to the User. Use of the Service shall constitute User's acceptance of this AUP. User expressly acknowledges having read this AUP in its entirety and expressly consents to abide by its terms and conditions. By using the Service, User agrees to comply with the obligations below user must:

• Always logoff your web browser when finished. This will prevent any other user making use of your Web Kiosk session.

• Ensure the computer used has up-to-date security software to protect against viruses, Trojans and other security risks.

• Not disclose your password to anyone. • Not store field entries and that the auto-complete option for your web browser is disabled

otherwise other people using your computer may be able to access your details on Web Kiosk. • Not use Web Kiosk in a public internet access area such an internet café or an external

organisation's network. • Do not bookmark this page.

The Web Kiosk session will expire after 10 minutes of inactivity. Under no circumstances will CoS or its employees be liable for consequential, indirect, or incidental damages, or lost profits, whether foreseen or unforeseen, based on claims of User including, but not limited to, unauthorised access, damage or theft of User's system or data; claims for loss of goodwill; claims for loss of data, use of or reliance on the Service. You should only use this service if you are a City of Stirling employee and happy to be identified to this site.

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Basic Navigation Employee Main Screen

My HR - Personal Details - all menu items

Please note these menu items are display only. You can only view these details. If you wish to update your details please contact Human Resources on 9205 8515

My HR – Leave - Leave Bookings Request As applicable, book your leave requests here. You can only book annual leave, personal/sick leave and time/day in lieu. All other leave requests eg long service leave, leave without pay etc need to be submitted to your Supervisor via a hardcopy leave request form available from SharePoint or Web Kiosk

My HR – Leave - Leave Balances Check and forecast available leave balances This screen defaults to show leave balances as at today

My Pay – Payroll Details Access pay details such as current payslip, previous payslips, payment summary

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How to check leave/leave balances

Please note the leave balance shown at x date will exclude any future leave bookings

The system is date specific. For example if you check your leave balance as at 9 Sep 2013 and it shows an available annual leave balance of 76 hours this does not take into account an approved future leave booking of 76 hours from 14 Oct 2013 ie. it won’t show an available balance of zero (on 9 Sep 2013) which can be misleading. You need to forecast your leave balance as at the last day/date of your future leave bookings eg in the below example 21 Oct 2013 would return an available balance of zero.

If you are unsure about your available leave balance please call Human Resources on 9205 8515.

Long Service Leave eligibility or leave balances should be checked with Human Resources prior to any discussions or making bookings with your Supervisor.

Please refer to the leave balances and bookings details below.

My HR – Leave - Leave History

Check and reverse your leave bookings My HR – Employment - Appointment Details

Please note any details listed here would require Human Resources verification due to system constraints details listed may not be accurate eg your original commencement date with the City of Stirling.

My HR - Personal Development - Training History

Excluding eLearning training, any training details that have been provided to and recorded by Human Resources will be shown here eg CCI Bullying Course. Please note it will only show the course title and dates attended. It won’t show, and Human Resources won’t be able to reproduce or locate, any course material etc which is retained by the employee.

TODAY Future leave bookingLeave Balance Enquiry Date: 9-Sep-13 16-Sep-13 23-Sep-13 30-Sep-13 7-Oct-13 14-Oct-13 21-Oct-13

Leave Bookings: - - - - - 76.00 - Leave Balance shown (incorrect): 76.00 76.00 76.00 76.00 76.00 - -

Leave Balance less future leave booking: - - - - - - -

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Links - My Requests (top right hand side of the web page, click on Links first)

Pending leave requests to be approved are detailed here How to Select a Job/Role (only applicable to employees with more than one job)

1. Click on the > icon next to My Details, the window will expand to show all current jobs (to collapse the My Details window click on the > icon next to My Favourites)

2. Click on the required Job number eg Job 02 Z00291 Learn to Swim Instructor. The line colour will be highlighted with a grey background

3. Click on the Select Icon The selected Job details will be shown just below the My Details header eg 00001 Joe Bloggs Job: 01 Learn to Swim Instructor

All leave bookings etc will be shown/made relevant to that job/position/Supervisor you report to Before you Book Leave Any leave request/absence should be discussed with your Supervisor first prior to booking your leave and you should ensure you have sufficient leave available for your booking. Web Kiosk should be used to book your annual leave, sick/personal leave and time off in lieu. All other leave types such as long service leave, leave without pay etc should be booked using the current hard copy Leave Request Form available on SharePoint or Web Kiosk.

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Available Leave Balances Web Kiosk displays your leave balances per your selected Job as at today’s date.

Web Kiosk does not take into account any future leave bookings when it shows the leave balances as at today’s date

Please refer to the Leave, Leave Balances explanation above or the additional example below

Example: Today’s date is 8 April and Web Kiosk shows a leave balance of 4 weeks. The leave balance shown isn't reduced by the future leave booking from 6 to 17 May - 2 weeks Your leave balance would be 4 weeks minus the 2 weeks future booking = 2 weeks available to book If you tried to book an additional 3 weeks leave from 20 May to 10 June you will get an error message saying you don't have sufficient leave for this booking. To ensure you have sufficient leave you can forecast your leave balance as at x date (please see View Leave Balances below). In this example if a forecast was run as at 20 May it would show a leave balance of 1 week available.

Leave Bookings and Public Holidays/Roster Patterns Web Kiosk will automatically pay leave based on your selected Job and applicable roster pattern. Generally whole day leave bookings can be booked as one transaction per Job eg a full time Monday to Friday employee could book 3 weeks leave from 9 Dec to 27 Dec. Web Kiosk would automatically calculate and pay 13 days annual leave and 2 days public holiday and will ignore/won't pay weekends/non rostered days. You don't have to book each week separately.

Links located via Web Kiosk My HR, Leave, Leave Bookings Request

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Leave Paid in Advance Leave cannot be booked as Pay in Advance in Web Kiosk. Please contact Payroll on 9205 8637 if you wish to request this or discuss how leave paid in advance works. How to forecast Leave Balances

1. select the correct Job (see how to select a job/role above) 2. click on My HR 3. click on Leave 4. click on Leave Balances 5. enter the leave forecast date as DD-MMM-YYYY eg 31-Dec-2016 6. click on Calculate Balances

Your available leave balances will be shown below as at the date entered

Please note: long service leave (LSL) balances are subject to reconciliation/confirmation by Human Resources. Please contact Human Resources first before you submit a LSL booking

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How to Book Leave

1. select the correct job (see how to select a job/position above) You may have to book leave for multiple jobs if you hold more than one job

2. click My HR 3. click on Leave 4. click on Leave Bookings Request 5. in the new window click on Leave Booking Request

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6. Starting at the top of the form enter the relevant details. a. If you were only absent for part of your work day tick Part Day to enter the number of hours in

decimal (see the hours and minutes to decimal converter on the last page) you were absent from the workplace.

b. Select the relevant leave type you can only book annual leave, personal/sick leave, TIL/DIL in web kiosk all other leave types need to be submitted to your Supervisor using the hardcopy leave form

c. Select the start and end dates (end date is the last day you are away from work) 7. If you are entering personal/sick leave and select Yes to Medical Certificate you need to either:

a. attach a scanned medical certificate by clicking Browse and locate the file to attach; or b. fill in all the medical details from Certificate No (if you don’t have a certificate number just enter

number 1) down to Cert Valid To c. Select Cares or Illness for Reason

8. Click Save and Submit so your leave request is sent to your Supervisor for approval

DO NOT USE SAVE as this will not submit/send your leave request to your Supervisor for approval

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Your leave booking is now complete Your Supervisor will be sent an email advising them of your leave booking. They have 7 calendar days to approve your leave booking; thereafter it will be escalated to Human Resources to follow up. How to delete a submitted leave request yet to be approved by your Supervisor You can either 1. go to the Leave Bookings Request screen or

2. click on Links, My Requests to view any pending leave requests In this example click on Leave Bookings Request, then click Delete Booking. Your Supervisor will be sent an email confirming this leave booking has been deleted.

Reverse Leave Bookings (future dated leave booking approved by your Supervisor)

1. Select the Leave Bookings Request menu as above. 2. Under the heading Future Leave Bookings select the leave booking to be reversed, click reverse 3. At the bottom of the new window that pops up click Reverse

NB the reversal will need to be approved by your Supervisor before you can rebook leave to cover these dates

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Reverse past leave bookings and/or view past/future Leave Bookings (approved by your Supervisor) Select the Leave History menu

1. Select the Start Date and to date 2. Click Find 3. As applicable click Reverse for the leave request to be reversed

NB you can only reverse annual leave, personal/sick leave, TIL/DIL For assistance with any other leave bookings eg purchase annual leave, LSL etc

please contact Human Resources on 9205 8515

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Minutes to Decimal Converter

NB YOU NEED TO ENTER DECIMAL VALUES IN WEB KIOSK not hours and minutes

Examples:

5 hours and 45 minutes absent would be 5.75 hours in decimal 2 hours and 23 minutes absent would be 2.38 hours in decimal 6 hours and 53 minutes absent would be 6.88 hours in decimal

Further Assistance Please contact Human Resources on 9205 8515

If you need any further assistance

Minutes Decimal Minutes Decimal Minutes Decimal1 0.0167 21 0.3500 41 0.68332 0.0333 22 0.3667 42 0.70003 0.0500 23 0.3833 43 0.71674 0.0667 24 0.4000 44 0.73335 0.0833 25 0.4167 45 0.75006 0.1000 26 0.4333 46 0.76677 0.1167 27 0.4500 47 0.78338 0.1333 28 0.4667 48 0.80009 0.1500 29 0.4833 49 0.8167

10 0.1667 30 0.5000 50 0.833311 0.1833 31 0.5167 51 0.850012 0.2000 32 0.5333 52 0.866713 0.2167 33 0.5500 53 0.883314 0.2333 34 0.5667 54 0.900015 0.2500 35 0.5833 55 0.916716 0.2667 36 0.6000 56 0.933317 0.2833 37 0.6167 57 0.950018 0.3000 38 0.6333 58 0.966719 0.3167 39 0.6500 59 0.983320 0.3333 40 0.6667 60 1.0000