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UK SBS Training Services Team

BEIS Oracle Estate – Self Service Training Manager Self-Service Reference Guide

Manager HR Self Service

Manager Self Service (BOE)

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Contents 1 Viewing Information ........................................................................................................... 1

1.1 All Actions awaiting your attention..................................................................................... 1

1.2 Employee Information ....................................................................................................... 9

1.3 Attendance Management ................................................................................................ 12

1.4 Immigration ..................................................................................................................... 15

2 Attendance Management ................................................................................................. 17

2.1 Approving a Leave Request ............................................................................................ 17

2.2 Request More Information .............................................................................................. 19

2.3 Reassigning an Approval ................................................................................................ 21

2.4 Rejecting a Leave request .............................................................................................. 23

2.5 Creating a Sickness Absence ......................................................................................... 25

2.6 Recording Additional Sickness fields and Approving Sickness Absence ......................... 28

2.7 Deleting a Leave Request ............................................................................................... 32

3 Contractual Changes – Change of Line Manager .......................................................... 34

3.1 Employee with no Existing or New Reportees ................................................................. 35

3.2 Employee with no Existing Reportees but with New Reportees ...................................... 38

3.3 Employee with Existing Reportees but with no New Reportees ...................................... 42

3.4 Employee with Existing Reportees and with New Reportees .......................................... 47

4 Contractual Changes – Other .......................................................................................... 53

4.1 Leaver ............................................................................................................................ 53

4.2 Hire of Contingent Worker .............................................................................................. 59

4.3 Change or Extend Contract............................................................................................. 71

4.3.1 Extend Contract .......................................................................................................... 73

4.3.2 Change Contract ......................................................................................................... 78

4.3.3 Update and Change Contract ...................................................................................... 84

4.3.4 Delete Contract ........................................................................................................... 90

4.4 Change of Hours, Pattern, Flexible Working Request ..................................................... 92

4.4.1 Change of Hours and Work Pattern ............................................................................. 94

4.4.2 Change of Work Pattern ............................................................................................ 101

4.4.3 Flexible Working Request .......................................................................................... 107

4.4.4 Approving Change of Hours, Pattern, Flexible Working Request ............................... 113

4.5 Change of Location ....................................................................................................... 115



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5 Approval of Overtime Requests .................................................................................... 120

5.1 Approving an Overtime Return ...................................................................................... 120

5.2 Rejecting an Overtime Return ....................................................................................... 121

6 Professional Details ....................................................................................................... 122

6.1 Education and Qualifications ......................................................................................... 122

6.2 Other Professional Qualifications .................................................................................. 126

7 Manager’s Out of Office ................................................................................................. 130

7.1 Setting Vacation Rules when Absent ............................................................................ 130

7.2 Worklist Access ............................................................................................................ 134

Legend

These recognised abbreviations tell you what action to take in the practical exercises. They will not appear as options on the Oracle system, but are our instructions to you:

(N) – Navigate

(T) – Tab

(ST) – Sub Tab

Action Note: This is to draw your attention to an action you MUST take in order to effectively use the system.

Learning Note:

This is to draw your attention to useful additional information that you may find interesting.

Caution Note: This is to give you forewarning about an action that is NOT advisable or may have consequences that could impact on your effective use of the system.

Please Note: All persons referred to in this training material are fictitious. Any

resemblance to a real person is purely coincidental.



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1 Viewing Information 1.1 All Actions awaiting your attention (N) GSSC Manager Self-service YOUR ORGANISATION Business Group>All Actions Awaiting Your Attention

Learning Note:

Your worklist is visible from the Home page or you can access it from the Self-Service menu.

1. The All Actions Awaiting Your Attention screen is displayed:

Learning Note:

The status field shows what action is required.

Leave of absence can refer to any absence, for example annual leave and sickness absence.

If there are more than two actions relating to sickness absence it is important that they are approved in chronological order.



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Learning Note:

You can click on either the link in the Subject column or the Pencil in the Update column.

If you click on the Subject field you are presented with a summary of the proposed change which you can approve, reject or request further information.

If you click on the Update pencil you are presented with the screens in which the changes were made and you have the option to change data.

2. Click on the Update pencil to process the relevant notification:

3. You are able to correct or add data at this point on behalf of the employee.

4. Enter the relevant information:



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5. Click

6. This screen will show a summary of the proposed changes

Action Note: From here, you can either submit or go back to make further updates.

Note: Save for Later should only be used if you do not want to submit at this time. You must click Submit to action the changes.

7. Click to confirm and approve the changes:

8. The Confirmation screen is displayed



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9. Click to return to the Manager Self Service menu:

10. The action has now gone from your Worklist and the qualification will now be visible on the Employee’s record:

11. Click on Actions Awaiting your Attention to continue to work on your notifications

12. Click the next Notification you wish to action:



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13. This screen will show you the information submitted by the Employee. This example shows a proposed absence which requires Manager Approval:

Action Note: There is an option from this screen to approve the changes.

However as this is sickness absence we need to complete additional sickness fields.

You should do this by selecting the Update Action link

14. Click Update Action to view the return to work interview:



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Action Note: The Return to Work Interview should be completed after a meeting with the Employee has taken place.

You will need to complete a Return to Work Interview form which is available on your organisation’s Intranet and return the form to UK SBS HR via iSupport.

Sickness must be selected and the Additional Sickness fields that appear must be completed before the absence is approved and the first time the approver views the notification.

15. Once all relevant fields are complete click





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16. Click to confirm the absence:

17. You will be returned to the Summary screen, from here you can continue working through the list or return to the Home page. Select the next Notification from the list:

Learning Note:

If you started the entry and chose the option of Save for Later you now have the following two choices

Continue entering the qualification by selecting Update Action

Abandon the changes by selecting Delete Action



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18. This example shows a notification where the Manager has Saved for later which is no longer required and needs to be deleted

19. Click on Delete Action:

20. A Warning screen will be displayed

21. Click

22. The Worklist is now empty

23. Click on to return to the Manager Self Service menu



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1.2 Employee Information (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > My Employee Information

1. The employees you manage will be listed here

2. Click on the relevant Employee:

3. The employee’s assignment information will be displayed

4. Click on to view full employment details:



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5. Further information relating to the employee is displayed, for example, position and working hours:

Action Note: If any details are incorrect your employee will need to contact UK SBS HR via iSupport.

6. Click the tab to view all performance related information on your employee, if available:



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7. Click the tab to view all absence details of your employee:

Learning Note:

A summary of the employee’s absences can be viewed including Annual Leave and Sickness.

To view the absence type in more detail click on

8. Click to return to the Manager Self Service menu



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1.3 Attendance Management

Caution Note: Annual Leave is not recorded via Oracle. The Attendance Management function is used for Special Leave and Sick Leave.

(N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Attendance Management

1. The employees you manage will be listed here

2. Click the Action button for the relevant employee:

Learning Note:

You can Create an Absence on behalf of an employee or update/delete an absence. This process is covered in the Attendance Management Chapter.

This screen lists details of historic sick or special leave absences.

The search boxes can also be used to find a particular absence, or to see any outstanding requests.



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Note the Start and End date fields can be used to be find a specific absence with those start/end dates NOT an absence between those dates.



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3. Click to return to your list of employees:




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1.4 Immigration (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Immigration


2. Any Immigration information will be displayed

3. Click to view further information:



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4. The Immigration details will be displayed.

5. Click

Action Note: These screens are view only and information cannot be edited.

If any information is incorrect, the employee will need to contact UK SBS HR by raising a Service Request in iSupport.

6. Click to return to your list of employees:




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2 Attendance Management

Caution Note: Annual Leave is not recorded via Oracle. The Attendance Management function is used for Special Leave and Sick Leave.

2.1 Approving a Leave Request (N) Oracle Home page > Worklist

Learning Note:

All approvals will appear in the Worklist section of your Oracle Home Page.

1. Click on the relevant Notification in the Worklist:

2. A summary of the proposed annual leave request will be displayed.



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3. Click to approve the request:

Action Note: Supporting evidence for sick absences, such as Appointment letters and Fit Note/s, must be provided by raising an SR and attaching an electronic copy of the evidence to the SR following the Raising Service Requests Quick Ref Guide.

4. The Notification will no longer appear in your Worklist:

https://www.uksbs.co.uk/Training/Documents/Raising%20Service%20Requests%20Quick%20Reference%20Guide.pdf



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2.2 Request More Information (N) Oracle Home page > Worklist

Learning Note:



2. This screen shows a summary of the proposed Special Leave request:

3. Enter your comments to Request Information in the Note field

4. Click on



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Action Note: You will need to specify who needs to supply more information. The system will default to the employee who made the initial request.

If you need to select an alternative person click on the drop-down arrow, search for and select the relevant person.

5. Click to send the request back to the employee




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2.3 Reassigning an Approval (N) Oracle Home Page > Worklist

Learning Note:



2. This screen will display the proposed Parental Leave request

3. Click

4. The Reassign Notification page is displayed

5. Search for the delegated approver using the magnifying glass:



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6. Enter the surname of the new approver (using the wildcard % if appropriate) and click

7. Click the Quick Select button for the new approver:

Action Note: There are now two options for you to choose from:

Delegate your Response – is the default option and is used to temporarily give another user authority to respond to a notification on your behalf, whilst still retaining accountability.

Transfer Notification Ownership – would only be used if you are transferring complete ownership and accountability to another user.

8. Enter any comments to the new approver if required

9. Click to reassign the approval




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2.4 Rejecting a Leave request (N) Oracle Home Page > Worklist

Learning Note:

All leave requests can be viewed and approved/rejected via the Notifications in your Worklist.


2. This screen shows a summary of the Unauthorised Leave request:

Learning Note:

To return the leave for correction click on the Return for Correction link.



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3. Enter any comments in the Note field, to advise the employee as to why the Leave is rejected

4. Click




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2.5 Creating a Sickness Absence (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Attendance Management

1. Click on the Action button for the relevant employee:

2. This screen will display the Absence Summary details

3. Click



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Action Note: A sickness absence should be created on notification of the employee’s absence.

The absence will remain open ended until the employee returns.

4. Click the Absence Type drop-down arrow and select the relevant option

5. Click the Absence Reason drop-down arrow and select relevant option

6. Enter the Start date. Leave the end date blank as the employee will close this on their return

7. Click the Sickness drop-down arrow and select Sickness to display the Additional Sickness fields

8. Click Next


You will need to complete a Return to Work Interview form which is available on the Intranet and return the form to UK SBS HR via iSupport.

9. This screen shows a summary of the proposed sickness which will remain open until the employee returns to work and closes the Sickness Absence



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10. Click

Caution Note: The Save for Later button should only be used to save a draft absence to update at a later date.

This option will not create an absence.

11. The Confirmation screen will now be displayed






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2.6 Recording Additional Sickness fields and Approving Sickness Absence

(N) Oracle Home Page > Worklist

Learning Note:



2. This screen shows a summary of the proposed sickness absence created by the Employee:



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You will need to complete a Return to Work Interview form which is available on the Intranet and return the form to UK SBS HR by Raising a Service Request via iSupport.

Sickness must be selected and The Additional Sickness fields that appear must be completed before the absence is approved and the first time the approver views the notification.

Learning Note:

All Sickness Absences are always in calculated in days.

If the absence traverses a weekend, these days should be included; for example, a sickness absence from Friday to Monday inclusive is 4 days.

Oracle will ALWAYS include the weekends from a sickness pay perspective.

3. Click on

Caution Note: Ensure the Responsibility is Manager Self Service. You can switch the responsibility by clicking on the drop-down arrow.



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Action Note: The Additional Sickness fields should be completed after a return to work discussion has taken place.

Ensure that the Return to Work and Interview Date are entered; other fields may not be applicable.

4. Complete the fields as appropriate

5. Add any supporting evidence by clicking

6. Click

Caution Note: An error message maybe displayed; if so verify that the correct absence duration is

displayed, then click on to continue.



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7. This screen will show the proposed sickness

8. Click





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2.7 Deleting a Leave Request (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Attendance Management

1. Click on the Action button for the relevant employee:

Learning Note:

You can Update and Delete absences that have been approved and not yet taken.

Deleting Leave can only be completed for future dated absences.

To delete leave that has occurred in the past a form will need to be completed and sent to UKSBS HR via iSupport.



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2. Select Delete next to the absence that is no longer required:

3. This screen shows a summary of the absence to be removed



4. Click

5. The Confirmation screen will be displayed




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3 Contractual Changes – Change of Line Manager (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Contractual Changes > Change of Line Manager

Caution Note: It is only the current Manager or Countersigning Officer who can change the Line Manager of the existing employees within their reporting hierarchy.

For example, the current Manager can change an existing employee to a new Manager if the employee is remaining in their current role and is simply reporting to a different Manager. Alternatively, if the current Manager is on long term absence, the Countersigning Officer can reassign the employees within their hierarchy to a different Manager.

Learning Note:

This function also allows you to assign new direct reports (reportees) to your employee and also reassign any of their existing direct reports (reportees). Notifications will be sent to all parties affected by the change.



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3.1 Employee with no Existing or New Reportees 1. The current Manager’s existing employees will be displayed, their employees’ reportees

can also be viewed, indicated by the Plus button:

2. Click the Action button next to the employee that you are wishing to reassign to another Line Manager:

3. Enter the Date that the change of Line Manager will be effective from

4. Click

5. The Employee’s current Line Manager will automatically be displayed



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6. Click next to the Manager field:

7. Delete the existing Line Manager

8. Enter the New Line Manager’s surname (using the wildcard %)

9. Click , Click the Quick Select button for the new Line Manager:

10. The new Line Manager is displayed

11. Click



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12. The Review screen is now displayed:



13. Click

Learning Note:

On submitting, the changes will automatically be made effective from the date selected.

The employee and both the previous and new Line Manager will now receive a notification, detailing the changes.

14. Click to return to the Manager Self-Service menu



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3.2 Employee with no Existing Reportees but with New Reportees 1. The current Manager’s existing employees will be displayed. Their employees’ reportees

can also be viewed, indicated by the Plus button:



4. Click

5. The Employee’s current Line Manager will automatically be displayed



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8. Enter the new Line Manager’s surname (using the wildcard %)

9. Click Click the Quick Select button for the new Line Manager:

10. The new Line Manager is displayed

11. The employee will now also be responsible for managing a New Direct Report (reportee)

12. Click next to the New Direct Report field:

Learning Note:

Note the Effective Transfer Date will default to the date selected on the previous page.

To change the Effective Transfer Date for the new Direct Reports, simply overtype or use the calendar to select an alternative date.



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13. Enter the new Direct Report’s surname (using the wildcard %)

14. Click

15. Click the Quick Select button for the new Direct Report:

16. The New Direct Report is now displayed

Learning Note:

To add a further Direct Report, click on the Add Another Row button and follow the same process.

If you add a Direct Report in error, you can delete them from the list by clicking on the Remove icon.

17. Click



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18. The Review screen is now displayed.



19. Click

Learning Note:






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3.3 Employee with Existing Reportees but with no New Reportees 1. The current Manager’s existing employees will be displayed. Their employees’ reportees

can also be viewed, indicated by the Plus button.

2. Click the Plus button to view the reportees of the employee:

Learning Note:

The current Manager could change the Line Manager of anyone within their reporting hierarchy.



5. Click



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6. The Employee’s current Line Manager will be automatically displayed




10. Click

11. Click the Quick Select button for the new Line Manager:

12. The new Line Manager is displayed, the employee’s existing Direct Reports (reportees) can now also be reassigned to a new Line Manager

13. If the Direct Reports are remaining with the current employee, simply click Next to continue to the Review page



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14. The following steps demonstrate how to reassign the Direct Reports:

Action Note: There are two methods of Reassigning Direct Reports:

1) Reassign all of the Existing Direct Reports to a new Line Manager, using the Assign to All button.

2) Reassign the Existing Direct Reports individually, for example if they will be reporting to different Line Managers.

15. Click next to the Direct Report’s Manager field

16. Enter the new Line Manager’s surname (using the wildcard %), Click


18. Click



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19. The Manager of the Direct Reports has now changed, click

Learning Note:

To reassign the Direct Reports individually, you would click on the magnifying glass next to the Direct Report’s Manager field for the employee you wish to reassign.

20. The Review screen is now displayed



21. Click



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Learning Note:






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3.4 Employee with Existing Reportees and with New Reportees 1. The current Manager’s existing employees will be displayed. Their employees’ reportees

can also be viewed, indicated by the Plus button.

2. Click the Plus button to view the reportees of the employee:

Learning Note:

The current Manager could change the Line Manager of anyone within their reporting hierarchy.





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5. Click

6. The Employee’s current Line Manager will be automatically displayed




10. Click


12. The new Line Manager is displayed, the employee’s existing Direct Reports (reportees) can now also be reassigned to a new Line Manager

13. If the Direct Reports are remaining with the current employee, simply click Next to continue to the Review page.



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14. The following steps demonstrate how to reassign the Direct Reports:

Action Note: There are two methods of Reassigning Direct Reports:

1) Reassign all of the Existing Direct Reports to a new Line Manager, using the Assign to All button.

2) Reassign the Existing Direct Reports individually, for example if they will be reporting to different Line Managers.

15. Click next to the Direct Report’s Manager field



18. Click




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20. Click

21. The Manager of the Direct Reports has now changed:

22. The employee will now also be responsible for managing a New Direct Report (reportee)

23. Click next to the New Direct Report field:

Learning Note:

Note the Effective Transfer Date will default to the date selected on the previous page.

To change the Effective Transfer Date for the new Direct Reports, simply overtype or use the calendar to select an alternative date.



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24. Enter the new Direct Report’s surname (using the wildcard %)

25. Click

26. Click the Quick Select button for the new Direct Report:

27. The New Direct Report is now displayed

Learning Note:

To add a further Direct Report, click on the Add Another Row button and follow the same process.

If you add a Direct Report in error, you can delete them from the list by clicking on the Remove icon.

28. Click



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30. Click

Learning Note:






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4 Contractual Changes – Other 4.1 Leaver (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Contractual Changes > Leaver


2. Enter the Termination date of the leaver

3. Click



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4. Complete all the fields on the Leaver screen

Caution Note: All fields are mandatory.

If processing a Resignation or an End of Contract resulting in a compensation payment, evidence needs to be attached to the request.

Action Note: For the payment of outstanding Annual Leave, enter either the number of Days or Hours (depending on the employee’s Annual Leave scheme)

If the employee has taken more than their annual leave entitlement, a minus figure can be entered.

Enter 0 in the other non-relevant leave fields.

5. Click



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Caution Note: If the employee has Direct Reports, the system will force you to reassign them to a new Line Manager. If this step is not taken this will result in all reportees being orphaned and therefore unable to submit overtime, expenses etc.

6. If the employee doesn’t have any Direct Reports, the following screen will not be displayed

7. Ensure the Transfer Date is correct Click next to the New Manager field:


9. Click




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11. Click

12. Click

Learning Note:

If there were multiple Direct Reports, the Assign to All button would reassign all of the employees to the new Line Manager.

Alternatively each Direct Report could be reassigned individually to different Line Managers.


Caution Note: On submitting, the request will go to the HR Client Specialist team for approval.

If the Leaver is a Resignation or an End of Contract resulting in a compensation payment, the requesting Manager should attach evidence of the request before submitting. Failure to do this could result in the request being rejected by the HR Client Specialist team.

For other types of Leaver, evidence does not need to be attached.

The requesting Manager will receive a Notification once the request has been approved.



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14. Click to attach the documentation evidencing your request

15. Enter in a description of the attachment.

16. Click to search for your document.

17. Click

18. Enter any comments which will be visible to the HR Client Specialist team





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19. Click


Learning Note:

A notification will appear in your worklist to say the request has been forwarded to the HR Client Specialist team for approval.

Once approved, you will receive a further notification.

A Service Request will then be automatically created and sent to UK SBS HR to action.



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4.2 Hire of Contingent Worker (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Contractual Changes > Hire Contingent Worker

1. Enter in the basic details of the Contingent Worker

2. Click

Learning Note:

Note the mandatory fields are marked with an asterisk although you should endeavour to enter as much information as possible.

The system will check for any potential duplicate records.



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3. Click the Contingent Worker Type drop-down arrow and select the relevant option:

Learning Note:

Further details of the Contingent Worker can now be entered.

If any non-mandatory details are unknown at this stage, the Manager can raise a Service Request to UK SBS HR after submitting, requesting to add the details to the worker’s record, via iSupport.



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4. Enter all other required information on the Contingent Worker

5. Click

6. The Assignment screen is displayed, no fields are mandatory but should be completed where possible

7. Click next to the Organization Name field:



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8. Enter your search term (using the wildcard %) to find the relevant department

9. Click

10. Click the Quick Select button for the required department:

11. Click next to the Job Title field:



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12. Click to retrieve all values

13. Click the Quick Select button for the required job title:

14. Click next to the Position Name field:

15. Click to retrieve all values relating to the Job Title previously selected

16. Click the Quick Select button for the required position:



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17. Click the Change Reason drop-down arrow and select the relevant option. (Note, this list may differ in the live environment)

18. Click next to the Bay Room Area Number field:

19. Click to retrieve all values relating to the Job Title previously selected

20. Click the Quick Select button for the required option:



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21. Click the Assignment Category drop-down arrow and select the relevant option:

22. Click

Action Note: The next stage is to enter the Contract Information for the Contingent Worker.

This is a mandatory stage and you will not be able to continue until this information has been entered.



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23. Click

Action Note: The Contract Reference should be in the format surname initial-start date of contract (ddmmyyyy)

24. Enter the Contract Reference Click next to the Contingent Worker Contract Type field:


26. Click the Quick Select button for the required contract type:



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27. Enter the Contract End Date

28. Click next to the Budget Holder Approval field:


30. Click the Quick Select button for the appropriate value:

31. Click

Learning Note:

The Contract information for the Contingent Worker is now displayed.

If you need to make amendments before submitting, click the Update button or if the request is no longer required, click Delete.

32. Click



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Learning Note:

You also have the option to Assign a New Manager and New Direct Reports to the Contingent Worker.

To Assign New Direct Reports, simply search for the relevant employees using the

icon.

33. Click next to the Manager field

34. Enter the Line Manager’s surname into the search field (using the wildcard %)

35. Click

36. Click the Quick Select button for the relevant Line Manager:

37. Click



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The requesting Manager should attach evidence of the request before submitting. Failure to do this could result in the request being rejected by the HR Client Specialist team.


39. Click to attach the documentation evidencing your request

40. Enter in a description of the attachment

41. Click to search for your document

42. Click



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44. Click


Learning Note:






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4.3 Change or Extend Contract (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Contractual Changes > Change or Extend Contract


2. Enter the Effective Date from when the changes should take place

3. Click



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4. Further details of your Employee’s Assignment are displayed

5. Click

6. The Employee’s existing Contract Information is displayed:



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Learning Note:

The Delete, Update, Change/Extend buttons should be used in the following circumstances:

Delete – if you have made an error in a contract update/extension before submitting. For more details on how to terminate a contract please refer to the Leaver topic.

Update – only to be used in conjunction with a Change of Contract type – for example, if the end date of the existing contract is to be brought forward due to the employee changing to open-ended. To terminate a contract please refer to the Leaver topic.

Change/Extend – to extend a contract or change the contract type, for example Fixed Term to Open-Ended.

4.3.1 Extend Contract

1. In this example the existing contract is going to be extended from 30-Sep-2013 to 31-Oct-2013.

2. Click

Action Note: A new Contract Reference needs to be entered which relates to the start date of the extension.

The reference should take the format of employee number_ddmmyyyy.

3. Enter the new Contract Reference

4. Click next to the Employee Contract Type field:



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5. Enter the Contract Type into the search field (using the wildcard %)

6. Click

7. Click the Quick Select button for the relevant Contract Type:

8. Enter the Contract Start Date

9. Enter the Contract End Date (note this field is not mandatory for Open-Ended contract types)






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13. Click

14. The details of the employee’s extended contract are now displayed.

15. Click

Learning Note:

You also have the option to Assign a New Manager and New Direct Reports to the

Employee by simply searching for the relevant employees using the icon.

16. Click



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18. Click to attach the documentation evidencing your request:



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21. Click




23. Click




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Learning Note:




4.3.2 Change Contract

1. In this example the Contract Type is going to be changed from Fixed Term to Open-Ended

2. Click

Action Note: A new Contract Reference needs to be entered which relates to the start date of the new Contract Type.





6. Click



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12. Click

13. The details of the employee’s extended contract are now displayed

14. Click

Learning Note:





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15. Click







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20. Click



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22. Click


Learning Note:






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4.3.3 Update and Change Contract

1. In this example the Contract Type is going to be changed from Fixed Term to Open-Ended on the 1st September 2013. This means the existing contract will firstly need to be updated to reflect the new end date.

2. Click

3. The employee’s existing contract information is displayed

4. Enter the new Contract End Date

5. Click

6. The details of the employee’s updated contract are now displayed.

7. Click

Action Note: A new Contract Reference needs to be entered which relates to the start date of the new Contract Type.




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11. Click






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15. Click to retrieve all values.


17. Click

18. The details of the employee’s new contract is displayed

19. Click



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Learning Note:



20. Click







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23. Enter in a description of the attachment.

24. Click to search for your document.

25. Click



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27. Click

28. Click to return to the Manager Self Service menu.

Learning Note:






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4.3.4 Delete Contract

Learning Note:

It is only possible to delete a contract before submitting – for example if you have made an error.

It is not possible to delete an existing contract.

For details on how to terminate a contract please refer to the Leaver topic.

1. If you try to delete an existing contract, an error message will be displayed

2. Click

3. Note the Error Message:

4. Click against the new contract that has not yet been submitted:



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5. The new contract will be deleted:



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4.4 Change of Hours, Pattern, Flexible Working Request (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Contractual Changes > Change of Hours, Pattern, Flexible Working Request


2. Click



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3. Enter the Effective Date from when the changes should take place.

4. Click



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4.4.1 Change of Hours and Work Pattern

1. In this example the Employee is going to change from Full Time to Part Time, working 30 hours a week

2. The Employee’s current Hours will be displayed

3. Delete the Employee’s current Hours:

4. Enter the revised hours into the Work Hours field

5. Click the Change Reason drop-down arrow and select the relevant value:



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6. Click the Assignment Category drop-down arrow and select the relevant value:

7. Click

Action Note: If you change the Work Hours of an Employee you will also need to change their Work Pattern as their current one will no longer be relevant.



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8. Click to change the Work Pattern:

9. The Employee’s current work pattern is displayed

10. Click next to the New Pattern field:



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11. All Work Patterns begin with the number of hours, enter your search term (using the wildcard %) to retrieve the new required work pattern

12. Click

13. Click the Quick Select button for the new work pattern:

Action Note: If the Working Pattern required is not displayed, you will need to raise a Service Request for UK SBS HR to create manually via iSupport.

14. Enter the New Pattern Start Date

15. Click next to the Partial Retirement field:



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18. Click

Learning Note:

The Employee’s new Work Pattern is now displayed. If you need to make amendments before submitting, click the Update button or if the request is no longer required, click Delete.



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19. Click

Learning Note:



20. Click



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21. The Review screen is displayed.

Learning Note:

On submitting, the changes will go to the HR Client Specialist team for approval.

The Requesting Manager will receive a notification once the request has been approved.



22. Click


Learning Note:






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4.4.2 Change of Work Pattern

1. In this example the Employee is going to change their work pattern, but still working 36 hours a week


3. Click

4. Click to change the Work Pattern:



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5. The Employee’s current work pattern is displayed

6. Click next to the New Pattern field:

7. All Work Patterns begin with the number of hours, enter your search term (using the wildcard %) to retrieve the new required work pattern

8. Click

9. Click the Quick Select button for the new work pattern:

Action Note: If the Working Pattern required is not displayed, you will need to raise a Service Request via iSupport for UK SBS HR to create the required work pattern.



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10. Enter the New Pattern Start Date

11. Click next to the Partial Retirement field:



14. Click

Learning Note:

The Employee’s new Work Pattern is now displayed. If you need to make amendments before submitting, click the Update button or if the request is no longer required, click Delete.



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15. Click

Learning Note:



16. Click



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17. The Review screen is displayed

Learning Note:





18. Click




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Learning Note:






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4.4.3 Flexible Working Request

1. In this example the Employee is going to request Flexible Working, but still working 36 hours a week


3. Click

4. Click to request Flexible Working:



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5. The system will automatically create a unique reference number

6. Enter the Employee Date Requested

7. Enter the Manager Response Date

8. Click next to the Eligibility Criteria Met field:





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11. Enter the details of the Work Pattern Requested

12. Enter any comments into the Justification for Request field

13. Click next to the Assignment Change Reason field:


15. Click the Quick Select button for Change of Schedule:



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16. Click next to the Manager Response field:



19. Enter any further Comments

20. Click



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Learning Note:

A summary of the Flexible Working Request is displayed. If you need to make amendments before submitting, click the Update button or if the request is no longer required, click Delete.

21. Click

Learning Note:



22. Click



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Learning Note:



24. Click






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4.4.4 Approving Change of Hours, Pattern, Flexible Working Request

(N) Oracle Home page > Worklist

Learning Note:



2. A summary of the proposed Flexible Working, Change of Work Pattern, Change of Hours/Work Pattern will be displayed.

3. Click to approve the request:



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Learning Note:

If you wish to reject the request, comments can be added in the Notes section before rejecting.

Once approved by the Manager, the request will then go to the HR Client Specialist team for approval.


4. The Notification will no longer appear in your Worklist



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4.5 Change of Location (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Contractual Changes > Change of Location


2. Enter the Effective Date from when the changes should take place.

3. Click



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4. The details of the employee’s current location are displayed

5. Click

Learning Note:

Here you can change the Bay Room Area Number if required.

6. Click next to the Location field:

7. Delete the existing location

8. Enter the new location into the search field (using the wildcard %)

9. Click



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10. Click the Quick Select button for the new location:

11. Click

Learning Note:





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12. Click


Learning Note:





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14. Click




Learning Note:





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5 Approval of Overtime Requests (N) Oracle Home page > Worklist

Learning Note:

All Overtime requests can be viewed and approved/rejected via the Notifications in your Worklist.

5.1 Approving an Overtime Return 1. Click on the relevant Notification in the Worklist:

2. A summary of the proposed Overtime Claim is displayed

Caution Note: Check the Overtime Claim Type and Hours carefully. On clicking approve, the claim will go directly to payroll to be paid.

3. Click to approve the request

4. The claim will now go to Payroll to be included in the next payment run:



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5.2 Rejecting an Overtime Return 1. Click on the relevant Notification in the Worklist:

2. A summary of the proposed Overtime Claim is displayed

3. Enter Notes to explain why the claim is being rejected

4. Click to send the claim back to the employee:



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6 Professional Details 6.1 Education and Qualifications (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Education and Qualifications


2. The Education and Qualifications screen is displayed

Learning Note:

Employees can add their own qualifications via Self Service.

These changes will need to be approved by their managers via worklist notifications.



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3. Click

Action Note: Fields marked with an asterisk are mandatory. All other fields are optional.

4. Click on next to the Type field:

5. Enter the search term for Type using the wildcard (%)

6. Click



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7. Click the Quick Select button for the relevant qualification:

8. Enter the Study Start Date

9. Click the Status drop-down arrow and select the relevant value:

Action Note: School refers to Educational Establishment. This is a mandatory field. You can select from the list or type in text.

The rest of the fields are optional.



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10. Enter the School:

11. Click




13. Click




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6.2 Other Professional Qualifications (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Other Professional Qualifications


Learning Note:

Employees can add their own qualifications via Self Service.

These changes will need to be approved by their managers via worklist notifications.

2. The Other Professional Qualifications screen is displayed



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3. Click

Action Note: Fields marked with an asterisk are mandatory. All other fields are optional.

4. Click on next to the Type field:

5. Enter the search term for Type using the wildcard (%)

6. Click



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7. Click the Quick Select button for the relevant qualification:

8. Enter the Study Start Date

9. Enter the Actual Completion Date

10. Click the Status drop-down arrow and select the relevant value:

11. Click



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13. Click




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7 Manager’s Out of Office 7.1 Setting Vacation Rules when Absent (N) Oracle Home page > Vacation Rules

1. Click on

Action Note: You can select the types of notification that will activate the rule.

The options are All or HR.

2. Click the Item Type drop-down arrow and select the relevant option.

3. Click



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4. The Vacation Rule screen is displayed

Learning Note:

On this screen you can decide which types of notifications can activate the rule.

The defaulted option is All which is considered best practice.

5. Select All

6. Click

7. The Vacation Rule: Response screen is displayed

Learning Note:

The start date will default to today’s date and time.

You can change this if you are setting up a rule for a future date.

8. Enter the End Date for the rule

9. Type a Message that will be visible to Employees in their Worklist Notifications:



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10. You must specify who you want to reassign the approvals to

11. Click next to the Reassign field:

12. Enter the Delegated Approver’s surname (using the wildcard %)

13. Click

14. Click the Quick Select button for the delegated Approver:

Action Note: There are now two options for you to choose from:

Delegate your Response – is the default option and is used to temporarily give another user authority to respond to a notification on your behalf, whilst still retaining accountability.



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Transfer Notification Ownership – would only be used if you are transferring complete ownership and accountability to another user.

15. Select Delegate your Response

16. Click

Learning Note:

The rule you have created is now displayed in the summary screen with an Active status.

When the rule has expired it will still show in this screen but the status will be Inactive. You can reactivate this rule at any point in the future by clicking on the pencil icon.

17. Click to return to the Oracle Home Page



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7.2 Worklist Access (N) Oracle Home page > Worklist Access

1. Click

2. Click next to the Name field:

3. Enter the Employee’s surname (using the wildcard %)

4. Click

5. Click the Quick Select button for the relevant Employee:



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6. Enter a Description if required

7. The Start Date will default to today’s date but can be changed if necessary

8. Enter an End Date if required

Action Note: You can select and grant Access to All Item Types (i.e. HR and Finance) or Selected Item Types

9. Select All Item Types

10. Click

11. This screen shows the Employees who have access to view and action your Worklist

12. Click to return to the Oracle Home Page



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Learning Note:

You can add further Employees by clicking on the Grant Worklist Access button and repeating the previous steps.

You can Update the Employee access by clicking on the Pencil or Delete the Employee access by clicking on the Dustbin.