Welcome to HR SELF SERVICE for MANAGERS

1. Welcome toHR SELF SERVICEfor MANAGERS Warwickshire County Council’s Self-Service Human Resources system Press Enter or Left Mouse click when you are ready to move to the next slide

2. HR SELF SERVICE HR SELF SERVICEis a new facility forEmployees & Managers It is an extension of the “HRMS” computer system which pays us all and provides vital human resource information to the County Council next

3. It comes in two flavours…… HR SELF SERVICE EMPLOYEESELF SERVICE Which lets employees look at, and manage, much of their own personal information held by the County Council next

4. and…… HR SELF SERVICE MANAGERSELF SERVICE Which provides Managers with important new facilities for understanding and managing the people who report to them next

5. This brief presentation describes HR SELF SERVICE MANAGERSELF SERVICE To put Manager Self Service into it’s true context it is recommended that you have already viewed the presentation on Employee Self Service next

6. This slide show provides a brief outline of what Self Service will mean to the County’s line managers and supervisors HR SELF SERVICE It is NOT intended to be a training course On-line training material is available and will be supplemented by a half-day instructor-led course If you have already viewed the Employee Self Service slides some of this will look familiar, but let’s look at some of the additional Manager facilities which will be available to you …. next

7. First, who will get Manager Self Service? MANAGER SELF SERVICE Manager Self Service is your “window” into the information the County Council holds about the employees who report to you. When the initial roll-out is complete, every line manager and supervisor who also has a WCC e-mail account will be given Manager Self Service next

8. VIEW details of the staff who report to you. View those personal details which are both relevant to you and deemed appropriate by Corporate HR MANAGER SELF SERVICE View details of their current assignments. View their complete job history • View their current absences and up-to-date absence histories. View planned absences (eg leave booked) If any of your direct reports have subordinates reporting to them, you can drill-down to see their teams as well Remember, some of your staff might not have Employee Self Service available to them. You will still be able to view them but they will not be able to amend their own records next

9. PERSONAL Information for your staff, you can VIEW (& UPDATE if appropriate): Addresses Contacts Phones/email Qualifications MANAGER SELF SERVICE Professional Memberships Languages Spoken Equipment Assigned / Issued (eg laptops, keys, Blackberry, etc) Documents of Record (eg motor insurance) Gifts / Hospitality received / refused etc. next

10. ASSIGNMENT Information for your staff, you can VIEW Assignment dates Jobs Grades Locations MANAGER SELF SERVICE Assignment Category Years of Service Position Detail Position Known As People Group Work Hours Status Change Reason Termination Reason JEIDs Current & Previous Assignments etc. next

11. ABSENCE Information for your staff, you can VIEW : MANAGER SELF SERVICE ALL types of Absence: sickness, leave, unpaid, etc Absence Type Absence Reason Dates & Times Days & Hours Notified Dates Leave Authorised by Accidents at Work Evidence Current Absence & History of Absences etc. next

12. What BENEFITS does this give me as a manager? You will UNDERSTAND your team better You are better placed to deal with personal issues & emergencies MANAGER SELF SERVICE You can track items issued (laptops, keys, mobile devices, etc) You can PLAN better on the basis of future dated absences You can view your employees’ career and assignment history and be better informed for reviews and appraisals You are better placed to help them with career progression planning Be able to identify absence patterns more easily. Identify staff vulnerabilities (eg sickness patterns related to workloads or job content, track work related accidents) It can facilitate the management process next

13. In Employee Self Service can my staff enter absolutely ANYTHING about themselves, right or wrong? MANAGER SELF SERVICE Absolutely Not! Information like qualifications, languages, memberships, driving licences, etc. could all affect their eligibility for jobs and promotions These things need to be verified as true by their manager Consequently, you will receive an electronic notification of information submitted by the employee and be able to do one of the following, on line: - Accept & Authorise it - Refer it back to the employee for further information or discussion - Reject it next

14. What happens with my staff who DON’T have Employee Self Service. How does their information get into the system Of course, much of this was entered by HR when they were first employed and updated by HR when assignments changed MANAGER SELF SERVICE Some items, like qualifications, languages and memberships have never been entered, however There are 3 options for these : - HR enter it - YOU enter it on the employee’s behalf (and employee’s request) - It doesn’t get entered because it is not work-relevant Other organisations which have implemented Self Service have commented that those staff for whom qualifications, languages and memberships are most relevant, are most likely to have Employee Self Service - but not always. next

15. Are there any regular tasks which I will have to do? Yes MANAGER SELF SERVICE - Deal with your Notifications. We will say more about this later - Enter SICKNESS ABSENCE for your direct reports Traditionally, when an employee has phoned in sick, you will have entered the fact on either a piece of paper, an email or a spreadsheet and sent it to HR so that they could enter it into HRMS. With Self Service, you will enter it directly onto a screen. This way, the data is only processed once. Also remember, this is only for your direct reports. Those staff who report to one of your employees will have their sickness absence entered by that employee. Thus, the load is spread and no manager should face an onerous work-load entering sickness next

16. Entering an employee’s sickness absence is one area where your actions (or lack of action) can influence an employee’s pay MANAGER SELF SERVICE Prolonged absence can result in an employee going onto half-pay, or even no-pay. It follows that it is important that you enter sickness absence data in a timely and accurate manner Currently, when absence information is passed to HR for processing, the absences are batched for data entry. Doing it on-line means that the data is up-to-the-minute and more relevant Your entry of this data will not be impacted by payroll “lockouts” So doing it on-line can provide some real efficiency savings next

17. You will receive automatic NOTIFICATIONS by e-mail For example…. MANAGER SELF SERVICE - A request for approval of a change entered by an employee - Authorisation of an on-line Leave Request by an employee You carry out these authorisations and approvals on-line through Manager Self Service. It’s a quick and simple process If you do not respond to a request for approval/authorisation within a set time (currently 7 days) it will automatically be re-routed to your manager for approval/authorisation. next

18. What’s in it for the County Council? We gave the Electronic Payslip example for Employee Self Service, well here’s another one…. MANAGER SELF SERVICE Managers will enter sickness absence for their direct reports directly onto a screen It is just as quick and easy as filling-in a form but saves significant HR time in keying and verification It also improves both timeliness and accuracy of information Altogether, it represents a very good cost saving and efficiency improvement for the Council In turn, this helps to protect services and jobs next

19. How will I know when the Manager Self Service facility is available for me to use? MANAGER SELF SERVICE Along with Employee Self Service we are rolling it out directorate-by-directorate, starting with Resources, then P&D, then the others one by one You will receive an e-mail before it is available which directs you to a brief on-line self-instruction course in Manager Self Service This will be followed-up with a half-day instructor led course in Manager Self Service, including sickness absence entry You will then receive another e-mail with your Self Service user name and password as soon as the facility is available for you You will be requested to change your password the first time you log on to Self Service. Security is important, so do not share this password with anyone next

20. In the Employee Self Service slides we explained how Self Service knows who reports to whom. For completeness, here it is again: MANAGER SELF SERVICE Self Service holds something called a “Supervisor Hierarchy” which tells it who reports to whom The supervisor hierarchy is initially set up by HR departments Self Service uses this hierarchy to control who sees what, who can do what, and who authorises what next

21. Supposing I am sick or going on leave, who handles my Manager Self Service role? There are several perfectly valid approaches here: MANAGER SELF SERVICE - If it’s a short but planned absence (eg a training course) you can delegate your Notifications to be handled by someone else - If it’s a longer planned absence (eg annual leave) you can temporarily re-assign your team to another employee then have them re-assigned back when you return. This will cover both Notifications and Sickness Absence entry. Your manager will need to authorise these re-assignments - If it’s sudden and unplanned (eg illness) your notifications will automatically pass to your manager. If your absence persists, your manager is able to delegate or re-assign on your behalf next

22. When my staff enter Annual Leave requests, will it maintain a total and a balance of their leave entitlement still due? MANAGER SELF SERVICE Yes but when you first start to use Manager Self Service you will need to enter annual leave entitlement and carried forward leave for each of your team. You will only do this once, at the start of each leave year next

23. Is it as easy to use as Employee Self Service? No, but it’s still pretty easy and intuitive MANAGER SELF SERVICE As with Employee Self Service, there will possibly be some initial uncertainty but the system will soon become part of everyone’s workaday routine Training will be provided and the HRMS Support team is there to help Experience in other organisations suggests that Managers come to regard it as empowerment rather than a chore. It will quickly become as much a part of our corporate culture as e-mail is today next

24. What about the future? Right now, we are just implementing the first steps MANAGER SELF SERVICE We will gain massive business benefits and efficiency improvements when we add employee entry of travel and claims to the Self Service offering. Adding a Financial view to Manager Self Service will ensure that every manager is aware of his/her staff costs and assist the cost control and budget processes Adding on-line training course booking and course management will bring further advantages, including management of our corporate talent. Adding Appraisals and Competency management will reinforce this Providing all managers with a personalised “dashboard” and personalised reports of key information will be the icing on the cake! next

25. It would be amazing if you didn’t have questions about Manager Self Service……. MANAGER SELF SERVICE Feel free to e-mail Sue Palmer or Martyn Thompson in County HR with your questions and we will endeavour to reply promptly Bob Perks, Head of HR THANK YOU for WATCHING End of slide show