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357124014605Rostering & Workforce Team020000Rostering & Workforce TeamNew Landing Portal User GuideJune 2019Version 4Email:-WorkforceInformationHelpdesk@srft.nhs.ukHelpdesk:- Ext 206 8402ContentsIntroduction to Employee Self ServicePage 3Changes to Accessing ESRPage 3Accessing the ESR PortalPage 4My ESR DashboardPage 5Portal NavigationPage 6NavigationPage 6Accessing ESR FormsPage 7PortletsPage 8AnnouncementsPage 9My Personal Information & how to updatePage 9Updating your details in the Personal information screenPage 10Updating your religious belief & sexual orientationPage 10Updating your bank account detailsPage 12My PayslipPage 14My Annual leavePage 15Total Reward StatementPage 16My FavouritesPage 16 TOC \o "1-3" \h \z \u Introduction to Employee Self Service Limited AccessEmployee Self Service Limited access was rolled out across Trust in early 2015. The system provides SRFT employees with the ability to view their personal details that are held on the HR personnel system, known as the Electronic Staff Record (ESR). Employees who access Employee Self Service will be able to directly make changes to aspects of their personal information held within ESR. It will also allow staff to amend their Bank Account Details, view their payslip, and also give staff the ability to view their Total Rewards Statement.This guide is aimed to give you a step by step walk through of the various aspects of the ESR Employee Self Service Limited Access system. Equality & DiversitySalford Royal is committed to recognising the value and potential of its diverse workforce.? This commitment includes maintaining accurate staff information and employee records.? But why does this matter?? Keeping staff records up to date supports the Trust in becoming more aware of its diverse workforce, and can help us to better meet its changing needs. There are some things that you don’t want to disclose on your staff record when you start work, and there are also some times when there is nothing to disclose at that point.? But this can change over time. As a Trust we are aware that previous systems to change records could be time consuming and complicated.? To support staff to update their records in a convenient and simple way, the Trust introduced Employee Self Service to make declarations easier and to streamline the process of keeping employee records up to date. Changes to accessing ESR The way in which ESR is accessed has now changed with effect from 2 January 18 and the old https link to access the ESR system has now been decommissioned. This guide details the new link to access ESR, the new landing page that will be displayed when you first log in and the various aspects of that new landing page.Accessing the ESR PortalESR Portal Login PageThe link to access the ESR Portal is can use this link to access the Portal via the N3 network whilst here on site or via the internetThe N3 login page is displayed belowAdd in your username and password in the relevant section-1016011239500My ESR DashboardThe My ESR dashboard is the default view for all users when accessing the portal. It contains a number of key features such as links to Notifications, settings and Portlets.1841511620500Portal NavigationThe header bar contains a portal search bar which allows you to search for portal content. 156146511557000The notifications icon will display a count of open ESR notifications, if applicable. All workflow notifications can be accessed by clicking this icon. For users of Employee Self service this could include a change to your personal details that may not have been saved.All users can click on their name to sign out or access the ESR preferences page within ESR. You will also see an indicator as to whether you are logged in via N3 or the Internet.Navigation BarThe options available in the menu are based on the access you have to ESRThe My ESR dashboard is the default dashboard for all users. Users with additional access to additional responsibilities will have more dashboards available to them, e.g. managers dashboard-6353048000Accessing ESR FormsThe side menu structure includes the ability to access all Announcements that have been made available, any local links that have been added and direct navigation to ESR functions. Many of these functions are what an employee can view via Employee Self Service.The above menu also provides a link to the ESR navigator which provides direct navigation to the rest of the functionality provided by Employee Self Service (Limited Access), which you would have normally seen as your home page when you previously logged in via the old link. This could include your bank details or equality and Diversity information.-63545402500PortletsPortlets provide easy access to your information and direct links to the relevant Self Service forms where applicable.All users will have access to the Announcements portlet at the top of the page. These can change on a regular basis by the content editor, based in the Workforce Information Team.In addition to announcements on the home page, further portlets are available on the My ESR Dashboard. The current portlets set up for SRFT include:My Personal InformationMy Total Rewards StatementMy FavouritesMy PayslipMy ESR calendarMy Annual leave TwitterThese portlets can be customised, rearranged or removed from the landing portal by the Content editor.AnnouncementsThe Announcements portlet can contain both local and national messagesThe latest 20 messages will rotate automatically. A ‘View All’ link is available to access a detailed list of all messages. If you click on a particular announcement you will be taken to the appropriate external page relating to that announcement if applicable.My Personal Information and how to update This portlet contains your picture (where available) and a summary of your personal information. Clicking on the ‘Update my details’ button will take you to the personal information page in ESR employee self service where all information and updates can be made.Updating your details in the Personal Information SectionTo update any of the details that you are available to update, Simply click on the update button Amend the details as necessary Select nextThis will display a screen which details the old details and the proposed new detailsSelect submit and this will confirm that the changes have been applied to your record This will automatically update the ESR systemClick on ‘return to overview’ to take you back to your personal information pagePLEASE NOTE Under the Basic Details section there is a TIP icon which explains how you can expand the details by clicking ‘View and Update.’ This allows the user to view and amend some of the details held within this sectionPlease note a change of name has to be actioned by the Workforce Information team and cannot be amended via Employee Self Service. Updating your Basic Details including Ethnic OriginClick the view and update buttonThis will take you to the following screen where you can pick an option with regards to the update you want to make Select the relevant option and click nextUnder the section ‘Other’ there is the option to amend your marital status, ethnic origin and Country of Birth. All these options have a drop down box for you to select the relevant option from-5778514414500-244729010541000-439102510922000Amend the relevant field and click nextThe next screen will bring up a comparison of the old information and the new information and the field amended will be highlighted with a blue dot at the side, so you can easily identify the field that has been updated. It will also identify the date that it has been amended.Click submit and this will amend the information on ESR and will update your personal information tab in Self ServiceUpdating your Religious Belief & Sexual OrientationIn this section you can add in or amend the current details in relation to your Religious Belief and Sexual Orientation.Click on the Religious Belief and Sexual Orientation from the list on the home screen-12703492500Click on update, this will take you to a new screenClick on the magnifying glass next to the piece of information you wish to update. The following screen will appear-63518923000In the ‘Search by’ drop down box, change the selection to ‘description’ and click ‘Go’PLEASE NOTE that if a description already exists you will need to delete this first before you press go, or the next screen will not appearA list of options to choose from will be displayed on the next screen1327154762500Select the relevant option and click on ‘select’Select apply on the next screenClick on ‘next,’ this will save your changesUpdating your Disability The facility to amend your disability via Employee Self Service is now available.? This functionality will allow an employee to view, update and delete disability information.? After new information has been entered it can be viewed and updated when required.To update or complete any missing information on your CURRENT disability status record:Under manage your Information select disability information.? The following screen will be displayed476186539624017043403962401704340234315Click on the pencil under updateTo add new details click on ‘correct or complete the current details,’ then click next.? This will then take you to a new screen458089048133016281405099051628140367030Change the effective date, by clicking the calendar and selecting the relevant dateAgainst the category field click the magnifying glass, which will open up a new screen, as shown below474281537274516948153727451694815229870Delete the current reason in the field next to category and click on go.? This will display a drop down list of reasons for you to choose fromSelect the relevant reason from the list and click selectThis will update your disability statusAll other fields can be left as they areClick applyA message will display at the top to advise that the information has been successfully updatedClick on home to navigate back to your Employee Self Service Home page.? When you click back on Disability information following a real change to disability status, there will be a list of statuses in date order, as shown belowUpdating you Bank Account detailsIf you select the link for Bank Accounts the following screen will appear. This screen gives you the option to change your current bank details which your salary is currently paid into-635381000To amend your bank details1599565000Click on the pencil icon under the heading UpdateThis will take you to the screen which displays your current bank details, as belowPLEASE NOTE Do not click on Add Bank Payment as this will result in multiple bank accounts being held in ESR and may result in your salary being paid into your old account. Manually amend the Account Number or Building Society account numberManually amend the Sort code and then click on the magnifying glass next to the sort code field, which will detail the address of the new bank or building societySelect the details by putting a mark in the circle and then click selectThis will take you back to the original page were you originally amended your details, but will have populated the Bank Name and Branch for which the new details belong toClick Apply-63613309600-63537846000The above screen will appear and will indicate if the changes have been applied or if they have been made are too late for the next payrollClick Continue-444520637500This will take you to the above summary screen, which details your current account information and the new details you have just entered, click submit to save the changes. * Please note you must complete all fields in order for the change to be successful.-63521082000The above screen will appear to confirm your changes have been made. Click home from this page and it will take you back to your home screenPLEASE NOTE Any changes to bank details need to be actioned before the relevant payroll cut-off date for that month. Payroll cut off dates are available on the Workforce Information Team’s intranet site (). Failure to update your bank details before the payroll cut-off date for the relevant month will mean that your salary will continue to be paid into the original account details held on ESR. If you are unable to amend the details due to a pending payroll run, the message below will be displayedErrorYou cannot update the personal payment method, since future payment processes exist for this payment methodMy PayslipYour most recent payslip will be displayed at the top of this portlet. Newly generated payslips since you last logged in, will be highlighted with a ‘new’ icon. Payslips will be displayed for up to 4 assignments (according to the most recent pay date). You can download payslips from the portlet which will be available in a PDF format. In some cases, before you can open your payslip, the PDF file will be downloaded to your computer. Please ensure that you save your payslip in a secure area and remove the download file if you are using a public computer or shared computer. For more information you can click on the ‘view all payslip’s link which will take you directly to the ESR online payslip page where your full payslip history is.My Annual LeaveThe annual leave portlet will display an annual leave entitlement, however as annual leave does not interface into ESR, as there is no link between ESR and Smart this balance will not readjust. The reason for this portlet being available is to gain access to the ‘View Absence Calendar’ buttonBy clicking on the ‘View absence Calendar’ button this will take you to a year planner that will display all absences that have entered into the Smart system (except annual leave) to give you an overview of absences across the financial year, including sickness, carers leave etcMy Total Reward StatementIf you click on ‘Launch my TRS’ it will open a new window showing your Total Reward Statement. My FavouritesMy favourites portlet can display up to 10 favourites. You can add or remove favourites by clicking the manage favourites button which will launch the Customise favourites page in ESR. ................
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