resourcelink myview (self service) - coventry · · 2018-02-01my pay documents ... p6 5. my...

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ResourceLink MyView (Self Service)

This document describes the functionality available in ResourceLink MyView. As MyView holds personal details, such as being able to view your payslips and contact details, security has been given high priority, whilst ensuring ease of log-in. Contents 1. Accessing ResourceLink MyView ...............................................................................p2 2. Log On ...................................................................................................................p3 3. MyView Homepage ...................................................................................................p4 4. My pay documents .....................................................................................................p6 5. My details ……………………………………………………………………………………..p8 5.1 Bank Details screen ..............................................................................p9 5.2 Contact Details screen ..........................................................................p10 5.3 Personal Details screen ........................................................................p11 5.4 Emergency Contact / Next of Kin screen...............................................p11 6. My irregular claims ...................................................................................................p13 7. My training (Corporate training courses only) ..............................................................p17 8. My delegations ...........................................................................................................p21

9. Control Panel..............................................................................................................p21 10. Directory ...................................................................................................................p22

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1. Accessing ResourceLink MyView Log on to the Council intranet site. In the Quick Links area, left click ResourceLink. In the page text, click the ResourceLink shortcut, or click the Go to ResourceLink shortcut on the top right of this page. Alternatively you can access MyView via the Internet using the secure web address (URL) https://resourcelink.coventry.gov.uk/live/Portal/ Either of these options will take you to the MyView welcome page.

When you connect to the welcome page you can add it to your browser Favourites menu, to make future access quicker.

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2. Log On On the MyView welcome page, enter your employee number and password and click the sign in button. Note: Employee number can be found on your payslip under Pay Reference Number. To log in, employee numbers must have 6 figures and may need to be preceded by leading zero's (e.g. employee number 12345 must be entered as 012345 You should already have generated your password the first time you logged into MyView. If you have never logged in before, please click on the link in the "User Instructions for Self Service" section at the bottom of the MyView welcome page then read the logging on for the first time document.

Note: If you have forgotten your password, click the [forgotten password?] link in the log in area and complete the relevant fields. A new password will be emailed to your work email address – this new password is only valid for a short time and should be used immediately to log in. The Security Validation screen appears

• enter your date of birth (format dd/mm/yyyy)

• enter the answer to your security question (remember answers are case sensitive).

Click [Verify my details] If the log in details were correct, the MyView homepage will be displayed.

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3. MyView Homepage

You have access to the following modules My pay documents View and print payslips and P60's My details View, add or change your Emergency Contact information View your Contact Details (limited amendments are also possible) View your Personal Details (limited amendments are also possible) View and amend your bank details. My irregular claims Submit overtime claims. My training View and book Corporate training courses.

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My delegations Some employees may have tasks delegated to them by their line manager. This module is used to access those tasks. My expenses/mileage Submit expenses and/or mileage claims Directory Search for work contact number, location and e-mail address for Council employees. These modules are explained in more detail below.

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4. My pay documents

On the MyView homepage click the My pay documents link The upper section of the screen displays contact details for the Inland Revenue and for Employment Services (Payroll) should you have a payroll query. The Payslip Documentation section of the screen, lists the current financial year payslips available on-line. Click on the relevant row to display the payslip. Payslips can be printed out using the Print button at the bottom of the payslip screen, or click Back to return to the main My pay documentation screen. If you wish to view previous year's payslips, click on the dropdown arrow tab by the side of View Payslips for and select the relevant financial year and follow the instructions as above. The Expense Slips section of the screen, lists the current financial year expense claims payslips. Click on the relevant run number to display the payslip. Payslips can be printed out using the Print button at the bottom of the payslip screen, or click Back to return to the main My pay documentation screen. If you wish to view previous year's payslips, click on the dropdown arrow tab by the side of View Expense Slips for and select the relevant financial year and follow the instructions as above. You can also view and print recent P60's by clicking View on the relevant year row in the Annual Documentation section. Please note that a printed copy of your P60 is not a legal substitute for the original.

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Click Back at the bottom of the screen to return to the MyView homepage.

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5. My details

On the MyView homepage click the My details link

The upper section has four links to the following features (see Sections 5.1 to 5.4 for details).

• Bank Details

• Contact Details

• Personal Details

• Emergency contact / next of kin The Authorised section holds "forms" recording any changes made previously to your personal details using MyView. Click the form number to view the record. Clicking Back at the bottom of the screen returns you to the MyView homepage.

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5.1 Bank Details screen

On the My details screen, click the Bank Details link

Details of the bank account into which your salary is paid are displayed at the bottom of the screen. For security purposes only the last four digits of your account number are displayed. To change your bank, click the [edit these details] link, to put the screen into edit mode.

Then follow the instructions below (also displayed in the upper section of the screen).

• In the Account Number field, overtype the old account number with the new account number.

• For security purposes enter your entire old account number In the Account Number

(confirmation) field.

• If you have changed banks, enter the new sort code in the Sort Code field.

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• Click on [Submit] at bottom right

Please note that bank account changes will not be effective immediately. Click the Bank Deadlines link at the top right of the page to see the "Bank Deadlines" timetable. 5.2 Contact Details screen

On the main My details screen click the Contact Details link to display your contact details screen.

The top section(s) of this screen display your home address(es). The lower section (you will need to Scroll/Page Down) lists your home, work and mobile telephone numbers and your work email. To amend these details, click [edit these details] at top right. The screen will go into edit mode allowing you to change your details. Note: your works email cannot be amended. When the data has been amended click [Submit] at the bottom right corner to update the system. Note: Do not click [Save] as this will only save the amendment form, it will NOT update the system. Click Back to return to the MyView homepage

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5.3 Personal Details screen

On the main My details screen click the Personal Details link

This screen displays your personal details, date of birth and NI number. The only fields you are allowed to edit on this screen are Other Forename(s) and Known As. To edit these details, click the [edit these details] link at top right. The screen will go in edit mode for you to change your details. When the data has been amended, click [Submit] at the bottom right corner to update the system. Note: Do not click [Save] as this will only save the amendment form, it will NOT update the system. Click Back to return to the MyView homepage

5.4 Emergency Contact / Next of Kin screen

On the My details screen click the Emergency contact / next of kin link

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If details of your emergency contact person or next of kin are already recorded on ResourceLink these will be displayed. If no details are recorded the Create New Relationship screen is displayed. Click on either the Emergency contact / next of kin link or the Spouse link (as appropriate) to go into edit mode.

When the data has been added click [Submit] at the bottom right corner to update the system. Note: Do not click [Save] as this will only save the amendment form, it will NOT update the system. If you wish to change existing details click on [Edit these details] then overtype the data in the appropriate fields. Click [Submit] Click Back to return to the MyView homepage

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6. My irregular claims On the MyView homepage, click the My irregular claims link. The My irregular claims home screen appears.

This screen may display one, or more, of the following sections (Note: a section will only display if a relevant claim form exists. Any visible sections can be expanded or contracted using the [+] or [-] buttons on the section title bars).

Submitted section - shows previously submitted claims which have not yet been authorised or rejected.

Authorised section - shows previously authorised claims.

Rejected section - shows previously rejected claims.

Withdrawn section - shows any claims withdrawn by the claimant.

Open section - shows partially completed claim forms, saved but not yet submitted.

Forms can be viewed by clicking on the form number. Your current main post appears by default in the lower right field. If you have more than one current post, clicking the drop down menu arrow of this field will display a list of all your current posts. Left click on the post against which you wish to make a claim. To Create a New Claim

• Ensure the correct post for the claim is displayed in the lower right hand field then click [Create New Claim] at bottom right.

A claim form will be displayed. The claim form options will vary depending upon the post selected. Only overtime options applicable to the selected post will be available.

The claim form is completed as follows

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• Description field Enter a brief claim description (e.g. Feb Overtime)

• Reason For Claim field Optionally - enter a reason / explanation for the claim.

• In the central section of the page, left click the drop down menu arrow in the claim selection field (this field will currently be displaying -Select- ) then left click the relevant claim type from the drop down list. A new claim row with blank fields will appear.

• Type the date that the overtime was actually worked in the Date field. Note: dates can also be entered by left clicking the calendar icon adjacent to the date field, then clicking on the required date. Press the TAB key, or click in the Amount/Units field.

• Enter the number of overtime hours in the Amount/Units field. Press the TAB key.

Claim selection field

New claim row

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Note: A claim row can be deleted by clicking the [ - ] button at the right hand end of the row. Multiple Claims It is possible to make multiple claims on the same claim form, but a new row must be used for each day that overtime was worked. To generate another claim row on the same form, left click the drop down menu arrow in the irregular claim selection field (this field will currently be displaying -Select- ) then left click the relevant claim type from the drop down list. A new claim row appears and can be completed as detailed above. This process can be repeated to generate multiple claim rows as required.

Submitting a Claim To submit a claim form to your line manager for authorisation and payment, click [Submit] at the bottom right of the page, then confirm the submission by clicking OK Saving a Claim Form If several overtime claims are expected to be generated in the same claim period, the claim form can be partially completed then saved. When all entries have been made the form is then finally submitted. To save a form, click the [Save] option at the bottom right of the page. Using the [Save] option only saves the form, it does not upload the claim into the system for authorisation and processing. To re-open a claim form that has been saved, click on the form number in the Open section on the Irregular Claims home screen.

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The claim form will be displayed. Further claim rows can then be added, or the form can be submitted to your line manager for authorisation by clicking the Submit button. IMPORTANT CLAIM NOTES

• After entering data retain any original paperwork for audit purposes. Paperwork should not be sent to the payroll section as this may result in duplicate claim entries.

• The Total for Overtime and Grand Total fields on the claim form may display values less than the total hours claimed, or a value of 0.00 may be displayed. This is because any claim which shows derived rate in the Rate column is excluded from these totals. However, provided the number of hours for derived rate claims has been entered correctly, the system will make the correct payment.

Click form number to re-open form

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7. My training (for Corporate training courses only) On the MyView home page, click the Training Request link.

Your personal planner will appear. Training requests and previously authorised training courses are displayed on the planner as coloured bars and are listed in the lower Courses Attended section. Hovering the mouse cursor over a planner marker bar displays summary information for that event (items awaiting authorisation appear with a pending authorisation suffix). Alternatively, click on the event in the Courses Attended section to open the original full training request form.

To make a new training request click the [Request Training] link at the bottom right of the screen. The Training Course Selection screen appears. This screen is used to search an online version of the Corporate Training Directory for appropriate courses.

• Type all or part of a search term in the Keywords field. Note: using the search term excel will give results for both courses on Excel spreadsheets and also any courses with, for example, excellence in the title.

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• Optionally, click the selection arrow of the Type field and select a specific course subject area from the drop down list.

• The Region field is not used.

• Optionally, enter a future date into the Start Date field, or click on the calendar icon

adjacent to the field and select a date. Search results will only include courses scheduled on or after this date.

• Optionally, enter a future date into the End Date field, or click on the calendar icon

adjacent to the field to select the date. Search results will only include courses scheduled on or before this date.

Note: To browse courses available for a specific subject area, leave the Keywords field empty and select a subject area in the Type field.

• When all search criteria have been added, click [Search] at bottom right of the screen. The search results are displayed at the bottom of the screen.

The Search Results section lists the course description, min / max number of attendees, cost (if applicable) and the number of events currently scheduled (an event is an actual date on which a course will take place). Some courses will not have any events listed. In this case a training request can still be made, but you will be placed on a waiting list.

• To view further information about a course, click the course title in the Description column of the search list. The Training Course Event Selection screen for that course will appear.

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Detailed course information can be obtained by clicking the dark blue Open Course Info button. This will open a new window showing the Corporate Training Directory entry for the course.

Click on Hide Course Info to close the information window. If the selected course has events scheduled they will be listed in the Course Events section at the bottom of the page. If no events are scheduled this section will be empty. Booking for an Event

• If a listed event date is suitable, left click on the course date in the Course Events section. The Training Request screen appears, summarising the event selected.

• Optionally, in the Reason for Request field type a reason for the training request. This

will explain to your manager why you wish to attend the course.

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• Click [Submit] at the bottom of the screen, and confirm the submission. The training request will now be work-flowed to your manager for approval. If the request is approved, you are automatically booked onto the course and will be contacted by the training provider in due course.

Booking a non scheduled Event

• If a suitable course is found, but no event dates are suitable, or no event dates are listed, left click the [Non-scheduled Request] link at the bottom of the Training Course Event Selection screen.

The Training Request screen appears, but no event details are displayed.

• Click [Submit], the training request will now be work-flowed to your manager. If approved the request will then go to the relevant training provider who will hold your details on a waiting list.

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8. My delegations The My delegation module on your MyView homepage is used to view and perform tasks that your line manager has delegated to you. All employees who have been identified as likely to receive such delegations should have received specific training, please see your line manager if you require training on the Delegation module. Alternatively, further instructions are available as a downloadable file on the Intranet (Quick Links / ResourceLink / Resource Link – Help / Instructions for CWS Managers Self Service Pilot). 9. Control Panel

The following features are available in this area [home] link Left click to return to your MyView homepage. [view your details] link Left click to see a summary of your personal details [change password] link Left click to reset your log in password. Complete the relevant fields and click [Submit] [update profile] link Left click to change the answers to your log in security questions. Complete the relevant fields and click [Set my user questions] Go To Alternative method of navigation around the system. Left click on target task from drop down list to move to the task. Sign out Left click to exit from MyView

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10. Directory

Directory allows you to search for an employee across the City Council and provides you with their work contact number, location and e-mail address

10.1 Quick Search Enter a surname (or the part of a surname) into the Surname field and click [search] - matching results are displayed.

Clicking on a name in the results list displays additional details. 10.2 Advanced Search Left click the advanced search link in the Directory panel.

Enter all or part of a surname, first name, known-as name or previous surname in the relevant field(s) and click [search] - matching results are displayed. Clicking on a name in the results list displays additional details.

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10.3 Keyword Search Left click the advanced search link in the Directory panel. Left click the [keyword search] link

Enter a keyword (e.g. LES) and click [search]. This search will find all surnames and first names containing the keyword. (e.g. if LES was used as the keyword the search will display people with forenames or surnames such as CharLES or LESley. Clicking on a name in the results list displays additional details.

resourcelink myview (self service) - coventry · · 2018-02-01my pay documents ... p6 5. my...

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