HR Created on 8/12/2014 5:21:00 PM

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1 Created on 8/12/2014 5:21:00 PM

2 Table of Contents... 1 Manager Self Service... 1 Employee Leave Sickness and Other Absence Types... 1 Enter Employee Sickness... 1 Enter Employee Sickness (Complex example) Complete Return To Work Questionnaire Complete Fit Note Checklist View and Amend Employee Annual Leave Entitlement View Leave Request Details and Request Additional Information Update Absence Record Approving and Rejecting Leave Requests (Manager) Create Employee Absence - Special Leave Sickness Monitoring: Recording a Review Page ii

3 Manager Self Service Employee Leave Sickness and Other Absence Types Enter Employee Sickness Procedure In this topic you will learn how to: Enter a Sickness record for a member of your team 1. In this process, we will enter Sickness details for an Employee we supervise. Jason Thomas has called to say he will be absent today, 29-MAY-2013, because he has a chest infection. 2. Click the + icon to expand the Havering Manager Self Service responsibility. Page 1

4 3. Click the + icon to expand the Absence & Leave for my Team folder. 4. Click the My Team Absence Management form. 5. The People in Hierarchy page is displayed and we can view all the team members who report into Zara Bastianpillai. We now need to view the absence Summary for Jason Thomas. Page 2

5 6. Click the icon to view the absence Summary for Jason Thomas. 7. Click the Create Absence button to enter absence details for Jason. 8. The Enter Absence Details page is now displayed. One Oracle will by default show Confirmed in the Absence Status field. Page 3

6 9. As Jason is absent due to sickness, we must indicate this in the Absence Type field. Click the Drop-down button. 10. Select Sickness. 11. The Absence Category is automatically updated. Next, we must select the Absence Reason. 12. Click the Drop-down button. 13. Select Chest & Respiratory. 14. We want to indicate that Jason's absence began today, 29-MAY Click the Calendar icon to open the Calendar. 15. Select 29-MAY Even though Jason called to say he will only be absent today, we should still leave the End Date blank. Page 4

7 17. Click the Next button. 18. Jason's Absence Details are now summarised in the Review page. Here we can double check the information we enterred prior to clicking on Submit. Page 5

8 19. Click the Submit button to confirm the details are correct. 20. This Confirmation page shows that the Sickness for Jason Thomas has been successfully recorded. 21. Click on Home. 22. It's now the following day and Jason has returned to work. We will need to go into his absence record and enter an End Date. Page 6

9 23. Click the My Team Absence Management form. 24. Click the icon to view the absence Summary for Jason Thomas. Page 7

10 25. Click the Update button. 26. Click in the End Date field. Page 8

11 27. Click on Click the Calculate Duration button. 29. The calculation of Absence Duration by One Oracle is based on calendar days, rather than actual working days, and will include weekends and bank holidays. If the absence went over a weekend or non working day/s the total days would need to be altered accordingly. 30. Click the Next button. 31. Jason's Absence Details are now summarised in the Review page. Here we can see the changes we made flagged by the blue circles. Next we need to Submit this information. 32. Click the Submit button. 33. This Confirmation page shows that the Sickness for Jason Thomas has been successfully recorded. Page 9

12 34. Click the Home link. 35. You have successfully completed the following: Entering a Sickness record for Jason Thomas End of Procedure. Enter Employee Sickness (Complex example) Procedure In this topic we will be running through: A more complex example of Entering a Sickness Record for an Employee. 1. Steven Pashley, a member of our team, called in sick on Monday 25th November and we don't know when he is expected back. To begin with we are going to be recording this as an open ended absence in One Oracle. Page 10

13 2. Click the Havering Manager Self Service responsibility. 3. Click the Absence & Leave for my Team folder. 4. Click the My Team Absence Management form. 5. The People in Hierarchy page is displayed and we can view all our team members. We now need to view the Absence Summary for Steven Pashley. Page 11

14 6. Click the button. 7. Click the Create Absence button to enter this new absence for Steven. 8. The Enter Absence Details page is now displayed. One Oracle will by default show Confirmed in the Absence Status field. Page 12

15 9. Click the drop down arrow against Absence Type. 10. Select Sickness from the list. 11. The Absence Category is automatically updated. Next, we must select the Absence Reason. When we took the phone call from Steven we needed to have established the reason for the absence. Steven advised that he was experiencing sinus pain so the absence can be recorded as Ear, Nose & Throat. 12. Click the drop down arrow against Absence Reason. 13. Select Ear, Nose & Throat from the list. 14. Click on the Calendar icon. 15. Click the Month list. 16. Click on November. 17. Click on At this point in time we have no further details to enter so we need to Submit the information. Page 13

16 19. Click the Next button. 20. The Create Absence: Review screen allows us to double check the information we have entered prior to submitting. As we are happy with the details we can click on Submit. 21. Click the Submit button. 22. This Confirmation page shows that the Sickness for Steven Pashley has been successfully recorded. Page 14

17 23. Click the Home button. 24. Its just over a week later and we have received a call from Steven advising that he is much better and that he will be back in the office tomorrow, Wednesday 4th January. He has been to his Doctor and obtained a Fit Note to cover this absence. We now need to go in and update his Absence Record to reflect this. Page 15

18 25. Click the My Team Absence Management link. 26. Click the button. Page 16

19 27. Click the Update button. 28. Click on the Calendar icon. 29. Click on The calculation of Absence Duration by One Oracle is based on calendar days, rather than actual working days, and will include weekends and bank holidays. Therefore, as this Absence is Longer than a Working Week, the Total Days field will need to be Manually Updated to ensure that only Steven's Working Days are included in the Absence Duration. 31. Click the Calculate Duration button. 32. Here we can see the Calendar Days calculation of 9 days. We need to overwrite this with the Working Days calculation which is 7 days. 33. Click in the Total Days field. 34. Type 7 Page 17

20 35. As Steven has provided a fit note for his absence, in line with the Council's policy, we would need to record this within One Oracle under the My Team Fit Note Checklist form. This is covered under a different module, so for this example we will just be making a note against the absence that one has been provided. 36. Click in the Comments box. 37. Type Fit note has been provided Page 18

21 38. Click the Next button. 39. One Oracle will flag up a Warning advising that the Total Days is different from the Actual Time. In this instance we can continue. 40. Click the Next button. 41. Steven's Absence Details are now summarised in the Update Absence: Review page. Here we can see the changes we made flagged by the blue circles. Next we need to Submit this information. Page 19

22 42. Click the Submit button. 43. This Confirmation page shows that the Sickness for Steven Pashley has been successfully recorded. Page 20

23 44. Click the Home link. 45. You have successfully completed the following: A more complex example of Entering a Sickness Record for an Employee Please refer to the "Completing a Fit Note Checklist" to follow how to record a Fit Note. End of Procedure. Complete Return To Work Questionnaire Procedure In this topic you will learn how to: Complete a Return to Work Questionnaire for an employee 1. In this process, we will complete a Return to Work Questionnaire for Jason Thomas. He is a member of your team who was absent due to a chest infection on 29- MAY-2013 and returned to work on 30-MAY Page 21

24 2. Click the + icon to expand the Havering Manager Self Service responsibility. 3. Click the + icon to expand the Absence & Leave for my Team folder. 4. Click on the My Team Return to Work Questionnaire form. 5. The People in Hierarchy page, which lists all team members, is displayed. We now need to view the Return to Work Questionnaire for Jason Thomas. Page 22

25 6. Click the icon. 7. Click the Add button to create a new Return to Work Questionnaire. Page 23

26 8. The Return to Work Questionnaire form is now displayed. The compulsory fields are indicated with an asterisk (*). 9. Click the Magnifying Glass icon to search for the Sickness Reference relating to Jason's relevant period of absence. Page 24

27 10. Leave the Search field blank and click the Go button to view all Absences for Jason Thomas. 11. Click the Quick Select icon associated with the relevant period of Absence, in this case Sickness (29-MAY-2013 to 29-MAY-2013). Page 25

28 12. Managers need to conduct a Return to Work Interview when a team member has returned from an Absence. Jason Thomas had his interview on the first day he returned to work. 13. Click the Calendar icon. 14. From the Calendar, select 30-MAY When completing the Return to Work Questionnaire, it is important to review the Absence Record of the employee. Click the Drop-down button to indicate that this information has been reviewed. 16. Select Yes. 17. Jason Thomas was absent due to a chest infection. We now need to indicate that this absence was not related to a pre-existing medical condition. Click the Drop-down button. 18. Select No. 19. Please refer to the Council's Managing Sickness Absence policy and procedure to determine the Frequent Absence Trigger Levels for employees. 20. As this was the first time Jason Thomas has been absent, click on the Dropdown button to indicate that no such Trigger Levels have been hit. 21. Select No. 22. The Start and End Date fields relate to the period for which the Return to Work Questionnaire is relevant. The Start Date field will be automatically populated with the current day's date. In this instance, 30-MAY Click the Calendar icon. 24. From the Calendar, select 30-MAY Click the Apply button to Save the entered information. Page 26

29 26. Confirm that the newly created Questionnaire is selected and click the Next button to continue. 27. The Return to Work Questionnaire Review form allows you to check the information you have entered before clicking on Submit. Page 27

30 28. After reviewing the details click the Submit button. 29. The Confirmation page is displayed and shows that the information entered has been saved. The Return to Work Questionnaire has now been successfully submitted. 30. Click the Home link. 31. You have successfully completed the following: Complete a Return to Work Questionnaire for an employee End of Procedure. Complete Fit Note Checklist Procedure In this topic you will learn how to: Navigate to the Fit Note Checklist Record a Fit Note against an Employee Page 28

31 1. William Boycott has been off sick from work for more than 7 days. As a result his Doctor has provided a fit note which William has sent to his manager. In this process, we will create a Fit Note Checklist for William to ensure that the Doctors advice has been recorded. 2. Click the + icon to expand the Havering Manager Self Service responsibility. Page 29

32 3. Click the + icon to expand the Absence & Leave for my Team folder. 4. Click the My Team Fit Note Checklist form. 5. The People in Hierarchy page, which lists all team members, is now displayed. We now need to view the Fit Note Checklist for William Boycott. Page 30

33 6. Click the icon. 7. Click the Add button to create a new Fit Note Checklist. 8. The Fit Note Checklist page is now displayed. The compulsory fields are indicated with an asterisk (*). Page 31

34 9. Click the Magnifying Glass icon to search for the Sickness Reference relating to William's relevant period of absence. 10. Leave the Search field blank and click the Go button to view all Sickness Absence records for William Boycott Page 32

35 11. Click the Quick Select icon associated with the relevant period of Absence, in this case Sickness (11-NOV-2013 to ). Click the object. 12. Click in the Reason for Fit Note field. 13. Enter "Mr Boycott still unfit to work". 14. Click in the Doctors Recommendations 1 field. 15. Click the Magnifying Glass icon to search the options against Doctor Recommendations. 16. Click the Go button. 17. Click the Quick Select button next to Not fit to return. 18. Click in the Review Date field. 19. Click on the Calendar button. Page 33

36 20. Click on the Drop Down Month list. 21. Click on December. 22. Click on Click on the drop down arrow against I, the Manager, agree to the doctors recommendations. 24. Click on Yes. 25. Click on the drop down arrow against Is the employee still off sick?. 26. Click the Apply button. 27. Click the Next button. 28. The Fit Note Checklist: Review screen allows you to double check the information you have enterred, prior to submitting it. Once you are happy that no changes need to be made, you can Submit the details. Page 34

37 29. Click the Submit button. 30. Here you can see confirmation that the information has been saved. 31. Click the Home button. 32. You have successfully completed the following: Navigating to the Fit Note Checklist Recording a Fit Note against a Employee End of Procedure. View and Amend Employee Annual Leave Entitlement Procedure In this process you will learn how to: View an Employee's Annual Leave Entitlement Amend an Employee's Annual Leave Entitlement Page 35

38 1. A Manager may be required to amend their Employee's Annual Leave Entitlement if there is a change in the Employee's working arrangements/contract or they simply have un-used hours, at the end of a leave year, which have been approved as carry over. In this process we will, as Zara Bastianpillai, view Duncan's current entitlement and then amend it for the current financial year, 2013/14. For assistance calculating leave into hours as well as converting the hours/minutes into the right format for One Oracle, please refer to the Annual Leave Calculator which is avaliable on the Intranet. Duncan is entitled to take an additional 170 hours for the current year and has 0 hours to Carry Forward. 2. Click the + icon to expand the Havering Manager Self Service responsibility. Page 36

39 3. Click the + icon to expand the Absence & Leave for My Team folder. 4. Click the My Team Annual Leave Entitlements form. 5. The Employees in Zara's team are displayed. In order to view Duncan Cornwell's Leave Entitlement we need to click on the icon. Page 37

40 6. Click the button. 7. The Annual Leave Entitlement Balance Review screen is displayed. We can see that Duncan's Leave Entitlement is showing as 0 for all balances. We will adjust Duncan's Leave Entitlement for the Current Year, 01-APR MAR Click the Update Entitlement icon. 9. We need to adjust Duncan's Entitlement by adding 170 hours. 10. Click in the Entitlement Adjustment field. 11. Type We need to confirm that Duncan will Carry Forward 0 hours. 13. Click in the Carried Forward field. 14. Type Before submitting these adjustments, we must Confirm that Duncan is Entitled to the new Amount of Leave. Page 38

41 16. Click in the Check box. 17. We have completed the changes to Duncan's Annual Leave Entitlement for the Current Year. Finally, we must Submit our amendments. Page 39

42 18. Click the Submit button. 19. One Oracle confirms that the changes to Duncan's Annual Leave Entitlement have been made as his Entitlement has been updated for the Current Year. 20. Click on Home. 21. You have successfully completed the following: View an Employee's Annual Leave Entitlement Amend an Employee's Annual Leave Entitlement End of Procedure. View Leave Request Details and Request Additional Information Procedure In this topic you will learn how to: View an Employee's Leave Request a Leave Request Notification Request Additional Information from an Employee for their Leave Request 1. Line Managers will receive Worklist Notifications in One Oracle for information and approval purposes. Approval Notifications must be actioned by the Line Manager before the associated pending transaction can be completed. Managers will typically receive Notifications in their Worklist to Approve their Employee's Annual Leave Absences. In this process, we are logged in to One Oracle as Zara Bastianpillai. We will view a Leave Request from Duncan Cornwell and Request Additional Information from him. Page 40

43 2. Click the Leave of Absence for Cornwell, Duncan link. 3. Duncan's Leave Request is displayed. We can see that he has requested Time Off In Lieu for working extra hours at an event. We want to Request Additional Information from Duncan in order to Approve his Leave Request. Page 41

44 4. Click the Request Information button. 5. The Request Information form is displayed. We want Duncan to provide confirmation of the dates of the event and the hours he worked as overtime. 6. Enter the desired information into the Information Requested field. Enter Please provide confirmation of the dates of the event along with the hours that you worked 7. Click the Submit button. 8. On Submitting the Request for Additional Information to Duncan, One Oracle automatically updates the Worklist Notifications area. The Leave Request for Duncan has been ed and is no longer displayed in the Worklist. Duncan will have received the Request for Additional Information in his own Worklist. Page 42

45 9. You have successfully completed the following: View an Employee's Leave Request a Leave Request Notification Request Additional Information from an Employee for their Leave Request End of Procedure. Update Absence Record Procedure In this topic you will learn how to: Update an Employee's Open-Ended Absence Record 1. When an Employee returns to work from Absence, their Manager is required to Update the Employee's Absence Record. In this process we will, as Zara Bastianpillaie, Update Duncan Cornwell's Open-Ended Sickness Absence from 17-JUL We will confirm that Duncan's last date of sickness was the 19-JUL-2013, he was back in the office on the 22-JUL-2013, and enter Comments to support this in his Absence Record. Page 43

46 2. Click the + icon to expand the Havering Manager Self Service responsibility. 3. Click the + icon to expand the Absence & Leave for my Team folder. 4. Click the My Team Absence Management form. 5. The Employees in Zara's team are displayed. We need to Update Duncan's Absence Record. Page 44

47 6. Click the button. 7. One Oracle will only allow Managers to Update an Employee's Open-Ended Absence or future planned Absences. We can see that the Update icon is only available for Duncan's Open-Ended Sickness Absence from 17-JUL Page 45

48 8. Click the Update icon. 9. The details for Duncan's Sickness from 17-JUL-2013 are displayed. We want to confirm that Duncan's last date of absence was the 19-JUL Click the Calendar icon to select the End Date. 11. Select 19-JUL The calculation of Absence Duration by One Oracle is based on calendar days, rather than actual working days, and will include weekends and bank holidays when calculating sickness absence for payroll purposes. Therefore, if an Absence is Longer than a Working Week, the Total Days field should be Manually Updated to ensure that only working days are included in the Absence Duration. Managers of staff who work part time may need to override this automatic calculation to reflect the actual number of working days lost by the employee. 13. Click the Calculate Duration button. Page 46

49 14. One Oracle has Calculated a Duration of 2 days Absence for Duncan. We now need to update the Comments to support Duncan's Absence. 15. Click in the Comments field. 16. Type Rest resolved pain and returned to work. 17. We have completed all relevant fields to Update Duncan's Absence. 18. Click the Next button. 19. One Oracle prompts us to Review our Updates to Duncan's Absence Record. As these details are correct, we want to Submit them. 20. Click the Submit button. 21. Here we can see confirmation that the changes we made have been Saved and Approved Page 47

50 22. Click the Home link. 23. You have successfully completed the following: Update an Employee's Absence Record End of Procedure. Approving and Rejecting Leave Requests (Manager) Procedure In this topic you will learn how to: View an Employee's Leave Request and check their remaining Entitlement Approve an Employee's Leave Request Reject an Employee's Leave Request Page 48

51 1. Line Managers will receive Worklist Notifications in One Oracle for information and approval purposes. Approval Notifications must be actioned by the Line Manager before the associated pending action can be completed. Managers will typically receive Notifications in their Worklist to Approve their Employee's Annual Leave Requests. In this process, we will Approve and also Reject a request for leave from one of our employee's. 2. Click the Leave of Absence for Lloyd, John link. 3. John's Leave Request is displayed and we can see that he has requested Annual Leave for his brother's wedding. We want to View John's Entitlement Balances first to ensure he has enough hours to be able to request the leave. Page 49

52 4. Click the View Entitlement Balances link. 5. The Entitlement Balances pop up window is displayed. We can use this to check the employee's balance as of the day before the request. 6. Click on the Calendar icon. 7. Click on the drop down arrow for the Month list. 8. Click on July. 9. Click on Click the Go button. 11. After clicking on Go the window will display the remaining balance. Here we can see that John has more than enough hours to enable us to Approve the request. Bear in mind however that Managers should also take into account office cover/service delivery when considering leave requests. For this process we can go ahead and Approve John's request. 12. Click the Close button. Page 50

53 13. Click the OK button. 14. Click the Approve button. Page 51

54 15. On Approving John's Annual Leave Request, One Oracle automatically updates the Worklist Notifications area. The Leave Request for John has been ed and is no longer displayed in our Worklist. We will now go onto Rejecting a request. 16. Duncan Cornwell has put through a request for leave which we are unable to authorise. As his Line Manager we have already had a face to face conversation to discuss this and are now coming into One Oracle to Reject the Leave Request. 17. Click the Leave of Absence for Cornwell, Duncan link. 18. We will need to scroll down to add some Comments against this request to evidence why it was Rejected. Page 52

55 19. Click the scrollbar. 20. Enter the desired information into the Note field. Enter Unable to authorise request for leave due to a critical meeting for go live being held this day which you are required to attend Page 53

56 21. Click the Reject button. 22. The Notification has now gone from our Worklist. 23. You have successfully completed the following: Viewing an Employee's Leave Request and checking their remaining Entitlement Approving an Employee's Leave Request Rejecting an Employee's Leave Request End of Procedure. Create Employee Absence - Special Leave Procedure In this topic you will learn how to: Enter a Special Leave Absence for a member of your team 1. In this process, we will enter Absence details for an Employee we manage. The Father of Jason Thomas passed away, and he has requested Compassionate Leave. He will be taking 5 days compassionate leave, the additional day as a result of travelling. Page 54

57 2. Click the + icon to expand the Havering Manager Self Service responsibility. Page 55

58 3. Click the + icon to expand the Absence & Leave for my Team folder. 4. Click the My Team Absence Management form. 5. The People in Hierarchy page is displayed and we can view all team members who report into Zara Bastianpillai. We now need to view the absence Summary for Jason Thomas. 6. Click the icon to view the absence Summary for Jason Thomas. Page 56

59 7. Click the Create Absence button to enter absence details for Jason. 8. The Enter Absence Details page is now displayed. One Oracle will by default show Confirmed in the Absence Status field. If we wanted to enter an Absence for a future date, we would change this to Planned. Page 57

60 9. As Jason is taking Compassionate Leave, we must indicate this in the Absence Type field by selecting Special Leave - Paid. Click the Drop-down button. 10. Select Special Leave Paid 11. The Absence Category is automatically updated. Next, we must select the Absence Reason. 12. Click the Drop-down button against Absence Reason. 13. Select Compassionate. 14. We will add the Start and End Date for Jason's Compassionate Leave as the length of the Absence has been agreed. 15. Click the Calendar icon. 16. Select the 14-OCT Page 58

61 17. Click the Calendar icon. 18. Select 18-OCT Page 59

62 19. By clicking Calculate Duration the number of hours is automatically calculated by One Oracle. The default set up in One Oracle for one days leave is 8 hours. Please be mindful of this as you will need to overwrite it to 7.2 for a full time employee requesting one days leave. In this example as the employee is having a week s compassionate leave the total hours will need to read 36. Please also bear in mind that for part time workers the hours will also need to be adjusted accordingly. For assistance calculating leave into hours as well as converting the hours/minutes into the right format for One Oracle, please refer to the Annual Leave Calculator which is avaliable on the Intranet. 20. Click the Calculate Duration button. 21. As you can see One Oracle defaults to 40 hours for the week for a full time employee. We need to overwrite this to read 36 hours. Page 60

63 22. Delete the current hours and enter "36". 23. We will now enter a Comment to support the Absence. 24. Click in the Comments field. 25. Type Family Death warranted this leave. Page 61

64 26. Click on the Next button. 27. We are shown a Summary page of the Absence Details for Review. 28. Click on the Submit button. 29. Here we can see Confirmation that the details have been recorded. Page 62

65 30. Click the Home link. 31. You have successfully completed the following: Entering a Special Leave Absence for a member of your team End of Procedure. Sickness Monitoring: Recording a Review Procedure In this topic you will learn how to: Enter details of a First Formal Review meeting 1. In this process, we will be recording details of a first formal review meeting held with a member of our team who has been off long term sick. Duncan Cornwell has been off sick for over 28 days with no expected return date. A first formal review meeting was held on 10-FEB-2014, as Duncan's manager we are going to record that the meeting took place along with the outcome that was reached. Page 63

66 2. Click the + icon to expand the Havering Manager Self Service responsibility. 3. Click the Absence & Leave for my Team folder. 4. Click the My Team Sickness Monitoring form. Page 64

67 5. The People in Hierarchy page, which lists all team members, is now displayed. We now need to view the Sickness Monitoring summary for Duncan Cornwell. 6. Click the button. Page 65

68 7. Click the Add button. 8. Click on the Magnifying Glass icon. 9. Click the Go button. 10. Click the Quick Select button against the relevant Sickness Reference. 11. Click on the Magnifying Glass icon. 12. Click the Go button. 13. Click the Quick Select button against Long Term. 14. Click the Magnifying Glass icon. 15. Click the Go button. Page 66

69 16. Click the Quick Select button against First. 17. Click on the Calendar icon. 18. Click on the drop down arrow for the Month. 19. Click on February. 20. Click on the drop down arrow for the Year. 21. Click on Click on 10. Page 67

70 23. Click the drop down arrow against Did Employee attend formal review. 24. Click on Yes. 25. Click on the Magnifying Glass. 26. Click the Go button. 27. Click the Quick Select button against Further review period set. 28. Click on the Calendar icon. 29. Click on the drop down arrow for the Month. 30. Click on March. 31. Click on Click the Apply button. Page 68

71 33. Click the Next button. 34. The My Team Sickness Monitoring: Review form allows you to check the information you have entered before clicking on Submit. 35. Click the Submit button. Page 69

72 36. Here we can see Confirmation that the details we entered have been saved. 37. Click the Home button. 38. You have successfully completed the following: Entering details of a First Formal Review meeting End of Procedure. Page 70