11.09.17 training manual - de montfort university€¦ · page 8 data protection the university...

Title Version Date Review Date Owner

DMUhub 0.12 11/09/17 28/02/18 Gayle White

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DMUhub

A Self-help training and reference manual



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CONTENTS

INTRODUCTION ........................................................................................ 5

DOCUMENT SIGNPOSTS .............................................................................. 6

NAVIGATION WITHIN THIS DOCUMENT ........................................................... 7

DATA PROTECTION .................................................................................... 8

LOGGING IN & OUT OF DMUHUB ................................................................ 9

PERSONALISING YOUR HOME PAGE ............................................................. 11

Change the colour scheme ................................................................................ 11

Personalise your home page ............................................................................. 12

Moving Tiles or Groups ..................................................................................................... 13

Resetting your tiles / groups ............................................................................................. 14

Creating a New Group ....................................................................................................... 14

Copy a tile ........................................................................................................................ 15

Renaming a group ............................................................................................................. 16

Renaming a tile ................................................................................................................. 16

Deleting a tile ................................................................................................................... 17

Deleting a group ............................................................................................................... 17

MY DETAILS .......................................................................................... 19

My Appraisal .................................................................................................... 20

Starting your Appraisal ..................................................................................................... 22

Setting your Objectives .......................................................................................................... 22

Setting your development plan ............................................................................................. 23

Sending your objectives & development plan for agreement ............................................... 25

Mid-Year Progress Review ................................................................................................ 27

Sending your mid-year review for agreement ....................................................................... 29

End of Year Review ........................................................................................................... 30

Sending your end of year review for agreement ................................................................... 32

Finalising your appraisal ................................................................................................... 33

Appraisal Menu Options ................................................................................................... 35

My Carpark ....................................................................................................... 36

Requesting a new permit .................................................................................................. 36

Renewing a permit............................................................................................................ 39

Viewing a permit .............................................................................................................. 40

Employee Lookup ............................................................................................. 41



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Searching for an employee ................................................................................................ 42

My Employment ............................................................................................... 43

My Expenses ..................................................................................................... 45

Create a new expense ....................................................................................................... 45

DMEL EXPENSES FOR DMU EMPLOYEES ............................................................................ 47

Add an expense item ........................................................................................................ 48

Claiming mileage with passengers ..................................................................................... 50

Add a receipt to an expense report ................................................................................... 50

Submitting an expense...................................................................................................... 51

Status of Expenses ............................................................................................................ 52

Pre-Approval of expenses ................................................................................................. 52

Copying an expense report ............................................................................................... 53

Copying an expense item .................................................................................................. 53

Editing an expense report ................................................................................................. 54

Deleting an expense report ............................................................................................... 54

Deleting an expense item .................................................................................................. 55

Key Information for Expense Claims – Please Read ............................................................ 56

My Leave Requests ........................................................................................... 57

Create a leave request ...................................................................................................... 58

View your leave entitlement ............................................................................................. 59

View leave history ............................................................................................................ 59

Change a leave request ..................................................................................................... 59

Withdraw a leave request ................................................................................................. 59

Key Information for Leave Requests – Please Read ............................................................ 60

My Payslips ....................................................................................................... 61

Print or Save your Payslip ................................................................................................. 62

Your Payslip explained ...................................................................................................... 62

My Profile ......................................................................................................... 64

Uploading your photo ....................................................................................................... 66

My TAS ............................................................................................................. 72

My Team Calendar ............................................................................................ 74

View for an Employee ....................................................................................................... 74

View for a Line Manager ................................................................................................... 75

MY TEAM ............................................................................................. 76

Approve Appraisals ........................................................................................... 77

Appraiser Menu Options ................................................................................................... 78



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Agreeing Objectives and Development Plans ..................................................................... 79

Mid-Year Progress Review ................................................................................................ 83

End of Year Review ........................................................................................................... 86

Finalised Appraisals .......................................................................................................... 89

Senior Approver................................................................................................................ 89

Approve Expenses ............................................................................................ 91

Key Information for Expense Claims – Please Read ............................................................ 93

Approve Leave Requests ................................................................................... 94

My Reporting .................................................................................................... 98

Employee list .................................................................................................................... 98

Fixed-term end date ......................................................................................................... 99

Exporting to Excel ............................................................................................................. 99

Substituting Approval To Another Member of Staff ........................................ 100

WHERE TO GO FOR HELP ......................................................................... 101

GLOSSARY OF TERMS ............................................................................. 102

APPENDIX A: APPLY YOUR KNOWLEDGE: PERSONALISING YOUR HOME PAGE ..... 103



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INTRODUCTION

DMUhub is a web-based tool which gives you real-time access to our HR and Payroll system.

You can get access from any device (computer, tablet, smartphone) anytime, anywhere, as long as you have an internet connection.

DMUhub is used for the following functions:

Maintain your personal details (address, bank details)

Submit expenses

Submit timesheets

View your payslips (from April 2017)

Request leave

View your contractual details, including your salary

Maintain your on-campus car park permit

Search for employees and view their reporting line

Complete your Time Allocation Schedule Survey (selected academics only)

Line managers will also use DMUhub to:

Approve/reject leave requests

Approve/reject expenses

Approve/reject timesheets

View various reports relating to your team

You will be able to track your requests from submission through to approval, make changes in real time and access your information whenever you like as long as you are connected to the internet.

Everyone who is a DMU employee will have access; this includes hourly paid lecturers, bank staff and invigilators as well as all senior, academic and professional services staff.

If you work for DMU through Unitemps you will have access to DMUhub, but will only be able to view your payslips, all other processes such as submitting timesheets and expenses will be done in the current way through Unitemps.

If you are an External Examiner/ Visiting Practice Nurse Trainer you will also only use DMUhub to view payslips, all other processes are unchanged.

If you are employed by a third party agency but work at DMU, you will not have access to DMUhub unless you have a role which requires you to use SAP



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DOCUMENT SIGNPOSTS

Warning – This indicates that an action will have a negative impact on either a process or data

Attention – This indicates a key piece of information

Apply Your Knowledge – This indicates a scenario for you to work through to help you apply the knowledge in this manual

Hints& Tips – This indicates a useful piece of information

Buttons on dialog boxes will be indicated by putting the word in square brackets

E.g. select [OK] or [Cancel]

HINTS

& TIPS



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NAVIGATION WITHIN THIS DOCUMENT

HOW TO SEARCH WITHIN THIS DOCUMENT

Searching for a specific word? You can find a specific term by pressing Ctrl+F. A search box will appear at the top right hand corner of the screen for you to type the key word you are looking for.

MOVING AROUND THIS DOCUMENT

Use keyboard shortcuts to navigate around this document.

USING THE CONTENTS PAGE

Click on a topic within the table of contents to go to the relevant section.

Ctrl + Home to go to the top of the page

Ctrl + End to go to the bottom of the page

TYPE HERE



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DATA PROTECTION

The university regards lawful and correct treatment of personal information as very important to successful operation and to maintaining the confidence of those with whom it deals.

The university needs to collect certain types of information about people with which it deals in order to operate. This includes information relating to current, past or

prospective employees, suppliers, clients, customers and others with whom it communicates. In addition, it may be required by law to collect and use certain

types of information of this kind to comply with the needs of government departments for business and other data. This personal information must be dealt

with properly however it is collected recorded and used - whether on paper in a computer or recorded on other material. There are safeguards to ensure this proper use through the Data Protection Act 1998.

Please refer to De Montfort University webpage on Information Security for further details.

http://www.legislation.gov.uk/ukpga/1998/29/contents

http://www.legislation.gov.uk/ukpga/1998/29/contents

http://www.dmu.ac.uk/about-dmu/quality-management-and-policy/information-security/information-security.aspx



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LOGGING IN & OUT OF DMUHUB

You can log onto DMUhub using any devise that will allow you access to the Internet, by opening a web browser and inputting the following web address:

https://dmuhub.dmu.ac.uk

Please be aware DMU will never email the link for the DMUhub to staff and if you receive any such communication please advise the ITMS Service Desk immediately. Please ensure that you also do not email a link to anyone inside or outside the organisation.

You will then be taken to the Single Sign On screen as below.

Enter your normal username and password (the same one you log into your computer with) and select [Login]

Once you have logged in you will be taken to your DMUhub home page.

WARNING

Never share your password with others

If you think your password has been compromised use Password Self Service to change it immediately.

https://dmuhub.dmu.ac.uk/



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Your DMUhub home page which will look similar to the screen print below.

If you are a line manager you will see additional tiles for approving certain tasks. All the tiles will be covered in more detail throughout this manual.

To log out of the DMUhub select your name in the top right hand corner of the home page and select [Log Off].

Select [OK] to confirm you wish to log off or [Cancel] to return to the home page.



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PERSONALISING YOUR HOME PAGE

It is possible to change the way your DMUhub home page looks, from the colour of the background to the positioning of the tiles and groups that you see.

Tiles are arranged into groups depending on your access permissions. Currently these are: My Finances: Only budget approvers will see this group My Details: All DMU staff will get access to these tiles. If you have a Unitemps contract you will only have access to the payslip tile. My Team: Only managers will see this group. The tiles will be used to approve certain actions such as timesheets, leave requests, & expenses. As this is your home screen you can personalise it to meet your requirements in the following ways.

CHANGE THE COLOUR SCHEME The default background colour of the DMUhub can be changed if you require.

Select the user options menu by clicking on your name in the top right hand corner of the home page and select [User Preferences]

From the User Preferences box select the [Theme] option. You have a choice of three options:

Choose the theme you want to view and select [Save] to see the changes or [Cancel] to return to your unchanged home page. You can change the theme at any time.



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PERSONALISE YOUR HOME PAGE It is also possible to change the way your home page is organised. You can add, remove, rename or move tiles and groups using the [Personalize Home Page] option from your options menu.

Your home screen will now be in “edit” mode and can be changed to suit your preferences.

You can also use the pencil icon in the bottom right of your screen to put your home page in edit mode



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Moving Tiles or Groups

Ensuring your home page is in edit mode drag the tile to a new position within its existing group or to another group entirely.

Once you have put the tile into the position you want, either select the edit

icon again or select [Exit Personalization Mode] from the options menu (as shown)

Alternatively you can left click once on the tile and select [Move]. You will then be given a list of available groups to move the tile to. Click on the group name once and your tile will be moved there.

Once you have finished remember to exit personalization mode.



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Resetting your tiles / groups

You can reset your groups back to their original setup at any time by using the [Reset] option available on each group.

Ensuring your home page is in edit mode select the [Reset] button on the group you want to restore back to its original setup. Select [Reset] to continue or [Cancel] to leave the group as it is.

If you have moved tiles between groups you will need to reset both groups to put the home page back to its original state.

Creating a New Group

As well as the groups that already exist on DMUhub, it is possible to create your own personalized group(s) for tiles that you use the most.

For example you may be a budget approver and a line manager and want to put those tiles together rather than in separate groups.

Ensuring your home page is in edit mode and depending on where you want your group to appear select [+Add Group]. Don’t forget you can move a group at any time so don’t worry if it is created in the wrong place initially.



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A new group is created and a prompt to enter a name for your group appears (as below).

Type the new name and press enter on your keyboard. Your group is now named. Just click once on the name again to amend it if required.

You can now move tiles to your new group as explained in the previous section.

Copy a tile

Alternatively if you want a copy of a tile, rather than moving an existing one, select the white plus (as above).

This will take you to the App Finder screen where you can select which tiles you want to add to your new group.

Only tiles that you are authorised to access will be listed.

When you find the tile you want to add to your group select the plus symbol under the icon (as below). You will get confirmation that the tile has been added to your group (as below).



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Once you have added all the tiles you require select the [Home] icon in the top left of the screen to return to your home screen.

The tile is now added to your group.

Once you have finished personalising your new group remember to exit personalization mode.

Renaming a group

You can rename a group in the same way a naming a new group.

Ensuring your home page is in edit mode click once on the name of the group and type in the new name.

Remember, using the [Reset] button will put it back to its original name

Renaming a tile

Tiles can also be renamed but in a slightly different way to renaming a group.

Ensuring your home page is in edit mode left click once on the tile and select [Settings]. The settings box appears which allows you to change the title, subtitle and information text that appears on the tile. Note it will not let you change the icon.

Select [OK] to accept the changes or [Cancel] to return to the tile unchanged. Resetting the group

will put the original text back onto the tile.

A preview of how your tile will look is displayed here.



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Deleting a tile

In the same way you can add a tile you can also delete them.

Ensuring your home page is in edit mode select the cross in the top right corner of the tile you want to remove.

Remember that you can reset groups to restore any tiles you may have amended.

Deleting a group

It is only possible to delete groups that you have created yourself. The default groups such as My Details cannot be deleted.

Ensuring your home page is in edit mode select [Delete] in the top right corner of the group you want to remove.

Once you have finished remember to exit personalization mode.



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APPLY YOUR KNOWLEDGE

End of Topic Check List

Now apply what you’ve learnt using the following scenario

Part One

Log into the DMUhub

Change the theme of your Home Page to “SAP Blue Crystal”. If you already use this theme pick an alternative one

Add a new group and give it the name “Favorites”

Move the following tiles to the new Favorites group o My Profile o My Payslips

Copy the following tile to the new Favorites group o My Carpark

In your Favorites group move the My Carpark tile so it is the first tile in the group

Rename the Favorites group so that it begins with your first name i.e. Gayle’s Favorites

In this group rename the My Profile tile so that it also contains your first name and add information to say “bank details”

Your screen should look similar to that in appendix A – have a look and compare it.

Part Two

Now delete the new group Favorites

Reset the My Details group so that it is back to its original state

Change your theme back to DMU

Your screen should look similar to that in appendix A – have a look and compare it.

If you have had any difficulty in completing this check list refer back to the manual or alternatively visit our e-learning for the DMUhub. Details on where to find the e-learning are at the end of this manual.



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MY DETAILS

This group of tiles is about you. All DMU staff will get access to these tiles. We will be looking at each tile in more depth in this section. The tiles are:

Note: If you have a Unitemps contract you will only see the My Payslip tile

As our usage of SAP increases so will the number of tiles that will appear on the My Details group.



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MY APPRAISAL This tile is used to input and manage your annual appraisal. Your appraiser will be able to view your appraisal throughout the process which will enable you to view and discuss your appraisal form before final submission.

The status of your appraisal will be visible in your dashboard to inform you which step in the process you are currently at.

There are three roles in the My Appraisal process. They are:

Appraisee (you) – Uses My Appraisal tile.

Appraiser (usually your line manager)– Uses the Approve Appraisals tile

Senior Appraiser - Uses the Approve Appraisals tile

Click once on the My Appraisal tile to open it.

A new tab will be opened displaying the [Employee Documents] screen. There is a dashboard that lists all of your appraisal documents.

Initially this will only contain the current year’s document but as you complete each year’s

appraisal these will also be listed here. As the appraisal cycle moves through the year, the

Appraisal Status column will change to reflect the part of the cycle that you are now in.

To exit the appraisal screen close the tab by using the cross in the right hand corner of the tab

as shown below.

The table contains the following columns:

Appraisal Status: This indicates at what stage you appraisal is at. These are: Objective Settings, My Progress, My Year and Finalised.

Substatus: Identifies where your document is: e.g. With appraiser,This indicates that this stage is waiting for your appraiser’s approval.

Appraisee Name: Your name

Appraisal Document Name: Will state which year the appraisal relates to

Period / To: The dates the appraisal covers



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Select the document you wish to open by clicking once in the [Appraisal Document Name] column.

Alternatively click anywhere on the line and select [Display] to view the document or [Edit] to make changes.

A new browser session is opened containing your appraisal form as below.

The main screen will show your photo if you have uploaded it, the dates that the appraisal

covers, your appraiser’s name and the senior appraiser’s name.

The appraisal form is split into four sections each of which will need to be signed off by your appraiser. They are:

1. MyObjectives - to agree meaningful objectives that define outputs for the work period ahead

2. MyDevelopment - to agree an effective, realistic development plan to support the needs of current and, where feasible, future roles

3. MyProgress - to conduct a mid-year review that effectively identifies progress made, and realigns objectives where necessary

4. MyYear - conduct an end-of-year appraisal that appropriately identifies

achievements and the contribution made during that period.



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Starting your Appraisal

Setting your Objectives This is the section where you will record your objectives that define outputs for the work period ahead.

Select the [MyObjectives] tab

There are six place holders for you to add your objectives. Each objective can be named if

required making it easier to identify your objectives at a glance.

You can paste copied text into these fields but you will have to use the keyboard shortcut (Ctrl +V).

You can also delete an objective if created in error by click the delete icon

If there is a lot of text in the [Details] area it will be truncated but can be shown in full by

selecting [Expand Text Field]

Additional objectives can be added if required by selecting [Add Objectives] (as below) which is only available against the first objective box at the top of the screen.

Each objective should have a date when it should be met by. This should be in the format dd.mm.yyyy. Alternatively you can use the calendar icon as below to select your date.

Each objective should also contain a measurable expected outcome. This field can be expanded if required by selecting the [Expand Text Field] as below.



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Comments can also be added for each objective. This field can be seen by the appraiser but only edited by the appraisee. It can be used throughout the appraisal process to clarify the status of the objective if required. This field can be expanded if required by selecting the [Expand Text Field] as below.

Once all of your objectives have been added any unused objectives boxes (blank) must be

deleted before you send your appraisal to your line manager for agreement. (Additional

objectives can be added at a later stage if required as indicated previously.)

Blank objective boxes must be deleted before your appraisal is sent to your line manager

for agreement.

Setting your development plan This is the section where you will record an effective, realistic development plan to support the needs of current and, where feasible, future roles.

Select the [MyDevelopment] tab

In the top section of the screen you can select one of the available options for your career

aspirations and add any relevant comments if applicable in the field provided.



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You can paste copied text into these fields but you will have to use the keyboard shortcut

(Ctrl +V).

There are seven “Development Object” areas for you to add your development requirements

but additional place holders can be added by selecting [Add Development Plan]. Each of the [Development Object] areas have fields for you to add the information relating to

the type of development you are identifying.

You can delete a Development Object if created in error by clicking the delete icon

Note: Unlike MyObjectives you do not need to delete any empty development object sections. Also there is no delete icon on the first development object area.

There are also [Expand Text Field] options as in the [MyDevelopment] tab.

When you have completed both [MyObjectives] and [MyDevelopment] sections you need to send your appraisal to your appraiser



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Sending your objectives & development plan for agreement Once you have saved your appraisal document, your appraiser can view your appraisal at any time, even before you send it for agreement. This is useful when holding one to one sessions when setting objectives or discussing your appraisal. However an appraiser cannot add any comments or agree any objectives or development plans until the appraisee (you) has sent it to them.

To do this you will use the options in the top left hand corner of the screen under the heading [How would you like to continue?] (as below)

Save and Exit Document

o This should be used whenever changes are made to your appraisal but you aren’t ready to send it for agreement. The appraiser will be able to see any changes you have saved

Send to Appraiser

o This should be used when you are ready to send your appraisal for agreement.

Please be aware there is no ‘are you sure you want to submit button’

Select the appropriate option and select [Continue]

If any mandatory information has been omitted or incorrect dates input error messages will appear in the top left corner of the screen. This will indicate which fields need to be corrected.

The appraisal cannot be submitted until these errors are corrected



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Once your appraisal has been sent to the appraiser you will be returned to the Employee Documents dashboard (as below)

The [Substatus] column now indicates that your appraisal has been sent to the appraiser (as above).

You may need to refresh your screen to see this status which can be done by selecting the [Refresh] button located in the bottom right of the table (as above). Alternatively close the tab and relaunch the tile.

Changes can still be made to your objectives and development plan even after your

appraiser has agreed them. If changes are made your appraiser will need to agree those

sections again.

You will receive an email once your appraisal has been approved.



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Mid-Year Progress Review

Your mid-year progress review should be completed between 1 February and 31st March.

This is when you should review progress made against your objectives and your development plan with your Appraiser.

Once your appraiser has agreed your objectives and development plan your status will change to [My Progress] as below. The [Substatus] will remain blank until you complete your mid-year review and send it back to the appraiser for agreement.

You may need to refresh your screen to see this status which can be done by selecting the [Refresh] button located in the bottom right of the table.

Open the appraisal document.


At the bottom of the screen you will see a date has been entered by your appraiser when they agreed your objectives. There is also one in the [MyDevelopment] tab.

The Mid-Year Progress column is now active. You must choose one of the three options to reflect on the progress of that objective. These are:

‘Red’ should be selected if the specific objective is not met at all, if it hasn’t started, if it is currently on hold with little indication of when it might be picked up in the future or there is a significant issue with this objective being achieved.

‘Amber’ should be selected if there are issues, there is some disruption to reaching expected progress at mid-year but it is still expected that the objective will be met within the overall timescale.

‘Green’ should be selected if outcomes are on track to be met and progress will continue until completion.



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You must select a mid-year status for each objective. You will not be able to send the form to your appraiser if this is not done.

Comments can be added if required. For instance it may be helpful to explain the status of the objective.

Changes can be made to your objectives even after your appraiser has agreed them. If changes are made the appraiser will be required to agree them again.

Once you have applied a status to each objective you should complete your mid-year review.

Select the [MyProgress] tab.

Each of the areas highlighted below should be completed. You can copy and paste text from another document but you will need to use the keyboard shortcut [Ctrl +V] to paste the text into the fields.



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There are also [Expand Text Field] options on each of the fields.


Sending your mid-year review for agreement As previously mentioned your appraiser can view your appraisal at any time, even before you send it for agreement. However an appraiser cannot add any comments or agree any sections until the appraisee (you) has sent it to them.

Select [Send to Appraiser]and select [Continue]

If any mandatory information has been omitted input error messages will appear in the top left corner of the screen. This will indicate which fields need to be corrected.


Once your appraisal has been sent to the appraiser you will be returned to the Employee Documents dashboard (as below)




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Remember you may need to refresh your screen to see this status which can be done by selecting the [Refresh] button.

End of Year Review

Your end of year review should be completed between July and October.

This is used to summarise and reflect upon achievements and outcomes for the whole year with your Appraiser.

Once your appraiser has agreed your Mid-year review your status will change to [My Year] as below. The [Substatus] will remain blank until you complete your end of year review and send it back to the appraiser for agreement.

You may need to refresh your screen to see this status which can be done by selecting the [Refresh] button located in the bottom right of the table.



The [End of Year Status] column is now active. You must choose one of the three options to reflect on the progress of that objective. These are:

'Not met' should be selected if the specific objective is not met at all, if it hasn’t started, if it is currently on hold with little indication of when it might be picked up in the future or there is a significant issue with this objective being achieved.

'Partially met' should be selected if there are issues, there is some disruption to reaching expected progress at mid-year but it is still expected that the objective will be met within the overall timescale.

'Completed' should be selected if outcomes are on track to be met and progress will continue until completion

You must select an end of year status for each objective. You will not be able to send the form to your appraiser if this is not done.



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Comments can be added is required. For instance it may be helpful to explain the status of the objective.

Changes can be made to your objectives even after your appraiser has agreed them. If changes are made the appraiser will be required to agree them again.

Once you have applied a status to each objective you should complete your end of year review.

Select the [MyYear] tab.

Each of the areas highlighted below should be completed.


There are also [Expand Text Field] options on each of the fields.



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Sending your end of year review for agreement As previously mentioned your appraiser can view your appraisal at any time, even before you send it for agreement. However an appraiser cannot add any comments or agree any sections until the appraisee (you) has sent it to them.

Select [Send to Appraiser]and select [Continue]



Once your appraisal has been sent to the appraiser you will be returned to the Employee Documents screen (as below)






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Finalising your appraisal

Once your appraiser has agreed your end of year review the [Substatus] will change to [To Be Finalised]. This will allow you to review the comments that the appraiser has made.



Select the [MyYear] tab

Scroll down to the [Appraiser’s Comments] section. There is an [Expand Text Field] options here if necessary.

Review your appraiser’s comments.

If you are happy with your appraiser’s comments and agree that the appraisal is complete you should send the document to the Senior Appraiser. This option is now available as shown below.

Once the appraisal is finalised, it becomes locked and no further amendments can be made.

If you are not happy with your appraiser’s comments you should select [Save and Exit Document] and contact your appraiser to discuss the changes.



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Once your appraisal has been sent to the senior appraiser you will be returned to the Employee Documents dashboard.

The [Substatus] column now indicates that your appraisal has been sent to the senior appraiser (as above).


Once the senior appraiser has added their comments to your appraisal the [Appraisal Status] will change to [Finalised]. You can view the comments that the senior appraiser has made by opening the document.


You will receive an email once your appraisal has been approved by the Senior Appraiser.

Select the [MyYear] tab and scroll to the bottom of the screen. There is an [Expand Text Field] options here if necessary.

To exit the appraisal close the browser window using the cross in the right hand corner of the

screen as shown below.



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Appraisal Menu Options

When an appraisal document is opened there are several menu options to choose from.

Save – Only available if in edit mode. Will save the document but not close it.

Print – We urge staff not to print appraisals unless absolutely necessary.

Display Qualification – Displays the qualifications profile for the member of staff

Display Scorecard – not currently used

Expand – Expands parts of the various screens

Collapse - Collapses parts of the various screens

Display Change Log – Displays the Appraisal document change log report



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MY CARPARK This tile is used to request a new car park permit or to renew an existing one. It can also be used to request a blue badge and temporary disabled parking permit.

Click once on the tile once to open it.

Requesting a new permit

If this is the first time you have requested a car park permit the system will automatically give you the New Permit icon.

On this page there is a link to frequently asked questions, the vehicle parking & cycle policy and also a current list of charges associated with a car park permit.

Please ensure you read this information before you apply for a permit.

Click once on the [New Permit] icon

A partially completed form will be displayed with some mandatory fields that require completion.



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There are 3 types of permit you can apply for depending on which option you select under the disability information section (as below)

Select the appropriate option for you

The guidelines for applying for permits under these categories can be found in the Vehicle Parking & Cycle policy (a link is available on the main My Carpark screen).

Input the details of the vehicles that you want register for this permit. This is a maximum of 4.

Your application will be for the Main Car Park unless you apply for a building specific permit.

To change which car park you want to apply for select “I wish to apply for a building specific permit:”



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If you apply for an alternative car park you will be required to complete a building specific business case as detailed in the message displayed as below. Your application does not guarantee that a building specific permit will be issued.

From the drop down menu select your required option. You can also select [Pay & Display only] here too.

You must also complete the following questions, selecting all that apply:

Now select your preferred payment method

If you select to pay in advance your application will not be approved until original evidence of your payment has been shown to the Estates Services Building Reception



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You now need to confirm your acceptance of the terms and conditions of the Car Park Permit scheme:

Tick all the boxes and select [Submit Application]. Selecting [Cancel Application] will return you to the main My Carpark screen

Depending on which type of permit you have requested and which payment type you have chosen you will receive a confirmation message as to what will happen next.

Select the home icon to return to the main screen.

Renewing a permit

The system will know if you already have a permit.

Permits are renewed between 8th May and 21st July

During this time you will see the Renew Permit icon (as below).

Select the Renew Permit icon

Complete the form as detailed in the previous section. Some of the information will be pre-populated from your original application.

Select [Submit Application].

Depending on which type of permit you have requested and which payment type you have chosen you will receive a confirmation message as to what will happen next.

Once your permit is ready for collection you will receive an email from Estates



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Viewing a permit

Outside of the renewal dates you will see the View Permit icon (as below)

Select the [View Permit] icon

A message similar to the one below will be displayed showing the status of your application. This message will change depending on which type of permit you have requested and which payment type you have chosen.

If you need to make changes to an existing parking permit or have any queries in relation to an application or renewals then please email:

[email protected] or

Telephone the Estates Helpdesk on extension 6366

https://dmuhubqa.dmu.ac.uk/sap/bc/ui5_ui5/ui2/ushell/shells/abap/FioriLaunchpad.html



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EMPLOYEE LOOKUP This tile is used to search for an employee using their name and to view reporting lines of the selected employee. It will also detail email and telephone information.

Click once on the tile

If you have more than one contract you will be asked to select which one you would like to view

Select the contract you wish to view and select [Continue]

You will be taken to the Employee home screen as below

If you have uploaded your picture onto the DMUhub it will show on this screen with “My Hierarchy” underneath it.

Either select the picture or the words to see your details (as below)

Both the telephone number and email will be displayed if available.

Your job title and which organisation unit you are in will be displayed below your name.

Clicking on the email will open a new email message to the employee and clicking on the telephone number will open Lync if you are using a devise with Lync enabled.



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Select [Reporting Line] to view your reporting structure using the scroll bar on the right of the screen to move up or down.

To see the details of anyone within your reporting line, click once on their information.

Their details are now shown on the screen (as below)

If the person has direct reports these will be shown on this screen (as above).

Clicking on any of the employees in the direct reports section will display their details.

Searching for an employee

You can also search employee details is you know part of their first name or surname.

Return to the main screen by selecting the lookup icon in the top right of the screen.

Type a minimum of 3 characters from either the first or surname of the employee you want to search for. Press enter or click on the magnifying glass.

This will list all staff whose first or surname starts with those letters



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MY EMPLOYMENT This tile is used to view the details of your working contract with DMU. It contains your work pattern, salary information and unique contract number known as personnel assignment.

Click once on the tile.



To view a different contract you will need to exit the tile and then enter it again this time choosing a different contract.

A new tab is opened and you will be taken to the My Employment home screen as below

Person Information

This contains your 8 digit Person Id. This is your new staff number and will always begin with the number 21. Your name and contract number, also known as Personnel Assignment, are also listed here. Contract numbers will always begin with the number 22.

Salary Information

The grade, annual salary & currency you will be paid in are shown here. Remember if you have multiple contracts you will need to view each contract separately.



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Employment Contract Information

This section gives the position name, faculty or directorate name and school or department for the contract you are viewing.

It also states the amount of notice needed to end your contract and your continuous service history date.

Work Pattern

This states the full time equivalent for the contract you are viewing.

Work Pattern Calendar

This shows the number of hours you are contracted to work each day. You can move through the months and years using the navigation panel at the top of the section.

If a date has an H next to it (as below) this indicates that a leave of absence has been requested.

To exit the tile you will need to close the My Employment tab at the top of your screen.

There is no home icon to select and the browser back button will have no effect.



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MY EXPENSES This tile is used to submit, amend or withdraw expenses reports. It also enables you to track the status of your reports.

The number on the tile indicates how many Open (un-submitted) Expense Reports you have to action. A zero indicates that there are no open reports to action.

There is a two level process for the approval of expenses:

1st level: Your line manager for cost centres / RIO (research and innovation officer) for Projects (WBS elements)

2nd level: The budget approver for cost centres or responsible person for Projects (WBS elements)


You will be taken to the Expense Reports home screen as below

All outstanding or historic reports will be listed on the left side of the screen and are known as

expense reports. These will be listed in date order. The status of the expense will also be shown.

(These are listed later in the manual click here to view them)

By clicking once on the expense report the details will be shown in the main screen. The expense

report is highlighted to show which record you are currently viewing (as above)

Create a new expense

Select the [+ New] icon to create a new expense report.



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This will open the Report Details screen

Select the date of your expense. This can be typed in using the following format: 01.01.2017 or you can use the calendar icon to pick the date. Find the appropriate date and double click on it to select it.

You should not submit expense claims older than 3 months. You shouldn’t submit expense claim for future dates

The destination field will automatically be populated with United Kingdom. This can only be changed once the Purpose field has been completed.

Enter the purpose (business reason) for your expense: This needs to include as much specific information as possible (you have a limited number of characters) This is a mandatory field and must be completed. An example would be: H & S training course, London.

Now select the activity type from the drop down list provided.

Now select the cost centre or project code for your expense. A default cost centre will be shown but this can be changed by clicking in the field to show a list of available cost centres or project codes (WBS elements).



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Select the drop down arrow at the side of the field to select the different types of cost assignment available. (Internal Order & Sales Order are currently not used)

To see a list of available Project codes you should select [Project (WBS)]

If you cannot see the correct cost centre or project code you will need to contact your Finance Admin Team.

Do not use multiple cost centres for an expense. You should raise one expense per cost centre. Therefore do not use the Add Cost Centre icon or you will receive an error message.

You now need to add the individual expense items for your claim.

DMEL EXPENSES FOR DMU EMPLOYEES

If you are a DMU employee but also work on DMEL projects and need to claim business expenses for that project you should use the following process:

Raise a Business Expense Report using the My Expenses tile

In the purpose field enter the correct DMEL budget code (i.e. cost centre or WBS element) and also as much specific information for the purpose of the expense as possible.

Use cost centre 10003456

Complete the remainder of the claim as usual



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Add an expense item

Select [Add Expense]

A list of expense types is displayed

Select the type of expense you require by clicking on the square. Use the + and – keys to add more than one expense of the same type.

Select [Ok] to continue or [Cancel] to return to the previous screen.

The Expense Details screen is now displayed

Enter the amount of your expense . If this is in a different currency to GBP then you should

convert your claim to GBP currency. Please provide proof of exchange rate for all foreign currency expenditure.

Note the expense types list is split into two halves: the first half are ones that the employee will pay and the second half are ones that are paid by DMU. Please ensure you select the correct expense type.



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Foreign currency receipts must be converted back to GBP and to have the GBP value and exchange rate noted on them. Also detail why a receipt has not been obtained when claiming a per diem rate.

The VAT field is defaulted depending on what expense type you have chosen.

The expense date will be taken from the previous screen but can be changed if required.

The comment field is mandatory and should contain information relating to the specific expense, i.e. Return train fare from Rugby to London Euston. If hospitality was provided this should include the name of the external agent.

The expense type can be changed if required or the expense line can be cancelled

Once all the fields are completed use the back button to return to the main expenses screen.

Your expense is now added to the main screen.

This can be deleted by clicking on the red cross or amended by clicking on the entry again.

To add another expense type select the [+ Add Expense] icon.

Once your expense is completed you should save it using the [Save] button at the bottom of the screen.



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Claiming mileage with passengers

If you are claiming mileage for a business trip and you have taken other work colleagues with you,

please ensure that you select the correct number of passengers when completing the expense

details (as per screen shot below)

Add a receipt to an expense report

Once your expense has been saved, (you will not be able to upload an attachment if the expense has not been saved) you can add attachments i.e. fully itemised receipts or booking confirmations. These must always be fully itemised valid receipts for each expense. (Please refer to the reimbursement of business expenses policy for any exceptions).

Select the [+] icon to add the attachment.

Locate the file to attach and select [Open]

When using a device other than a PC, you would take a photograph of the receipt and attach that to the expense claim.

The attachment is now included on your expense claim. This can then be viewed by both 1st & 2nd level approvers.



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You must always attach fully itemised valid receipts for each expense you wish to claim for. VISA or MasterCard receipts are not fully itemised and do not meet HMRC audit requirements. The reimbursement of business expense policy defines what is deemed to be a ‘valid receipt’.

You should retain original receipts until the expense claim is reimbursed. When claiming on a project code original receipts should be given to the RIO office

Every effort must be made to obtain a valid receipt and if not obtained, you must state why. Any item in excess of £5 not supported by a valid receipt or ticket will be challenged and is subject to tax by the employee. Employees must select and apply the correct mileage rate where they have given a colleague/s a lift to a business event. Provide the names of other employees / agents / organisations where they have paid for and provided them with hospitality. Ensure a copy of the Care Hire agreement is attached where claiming for fuel for a hire car.

Submitting an expense

Once you have added all the relevant expenses to your claim and added your attachments you are ready to submit your claim.

Select [Submit]

At this point you must confirm that the expenses you are claiming are wholly, exclusively and necessarily incurred in the course of your official University duties.

If claiming on a project code the Approver name may be incorrect. However, the claim will automatically be routed to the appropriate RIO and therefore this can be disregarded.

You must accept this statement by selecting the check box indicated in the image above.

Select [Confirm] to continue or [Cancel] to return to the expense to make further changes.

I certify that the expenses claimed have been wholly, exclusively and necessarily incurred by me in the course of my official University duties and that they will not be reimbursed from any other source. I further understand that it is a disciplinary offence to make a false statement on this claim which may lead to disciplinary action. I agree that any tax due on these expenses may be deducted from my salary

and /or I will refund the amount in full on demand.



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Employees are expected to minimise costs without impairing the efficiency of the University and to avoid any unnecessary cost to the University.

Once submitted your expense is sent to your 1st level approver. When they approve your claim you will receive an email stating that your claim has been approved by the level 1 approver.

It will then be sent to the 2nd level approver. Once approved you will get another email stating this and the claim has been fully approved.

If your expense claim is refused you will get an email stating that it was rejected. It will contain an attachment that when opened will state the reason for the rejection.

Your expense will then be passed through to the Accounts Payable team to be processed. Once the claim has been processed the status will change to “reimbursed”. This doesn’t mean that the money is in your account only that it will be paid in the next payment run.

Status of Expenses

An expense can be one of five statuses depending on where it is in the approval workflow.

The statuses are:

Open: This means that the expense is being edited but not yet submitted for approval.

Submitted: The expense report has been submitted for approval. This will remain as submitted until the budget approver has agreed or rejected the claim.

Approved: The expense report has been approved by both 1st & 2nd level approvers.

Refused: The expense report has been rejected by either the 1st or 2nd level approver.

Reimbursed: The expense report has now been processed within finance and will be paid in the next available payment run.

Pre-Approval of expenses

If a business expense has been pre-approved please ensure that the signed pre-approval form is added to the expenses report as an attachment before submitting.



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Copying an expense report

It is possible to copy an expense if the details are very similar to a new claim you want to make.

Select the expense report from your list and select [Duplicate] (as below).

You will get the following duplicate dialog box asking for the date and purpose of the duplicated expense report. You must change these details for your new expense claim.

Select the appropriate information for your expense report and click [confirm]

You will now be taken to the details screen to complete your expense report.

Remember to save your report when you have amended the details you require.

Copying an expense item

As well as copying an expense report you can also copy individual expense items

Once one expense item has been created, save the report and the duplicate icon will be available (as below). Click it once.

An identical expense item is created which can be edited by selecting it.

Remember to save when you have amended the details you require.



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Editing an expense report

An expense report can be edited at any time unless the status is set to reimbursed.

Find the report you want to edit and click on it once.

Select [Edit] in the bottom right of the screen.

Selecting [Full screen] will hide the list of expense reports whereas selecting [Details view] will not.

Make the necessary changes but you must select [Save] to save the changes you have made.

The report can then be submitted for approval if required.

If you have edited the report in error then you can select [Cancel] in the bottom right of the screen.

Select [Yes] to confirm you wish to cancel the changes or [No] to return to the screen.

Deleting an expense report

Expense reports can be deleted from your reports list unless the status is set to reimbursed

Find the report you want to delete and click on it once

Select [Remove] in the bottom right of the screen.



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Select Ok to confirm you wish to delete the report or Cancel to return to the screen.

Deleting an expense report will also remove it from the workflow. Therefore if an expense is approved it will not be sent to accounts payable for reimbursement.

Reimbursed expense reports cannot be deleted.

Deleting an expense item

As well as deleting an expense report you can also delete individual expense item.

Ensure the expense report is in edit mode (see editing an expense report)

Against each expense item there is a delete icon as indicated below. Click the icon once. The item is removed.

If you have deleted the item in error then you can select [Cancel] in the bottom right of the screen.

Select [Yes] to confirm you wish to cancel the changes or [No] to return to the screen.



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Key Information for Expense Claims – Please Read

1. Employees should check their bank account to see if their claim has been reimbursed as DMU will not be issuing a payment remittance advice and their expenses will no longer appear on their salary slip.

2. Mileage claims - to be based on the lesser of ‘home to destination and ‘base to destination’. 3. Bar bills – DMU will only reimburse drinks purchased with a meal and will not reimburse

separate bar bills. 4. VISA costs to remain in the UK - these will need to be claimed (and authorised by HR)

separately on a normal Expenses claim form (e F15) and it will be a taxable expense (i.e. the employee will have to bear the taxation charge personally)

5. You cannot claim for travel from home to work 6. You cannot claim for un-receipted items above the value of £5.00.

Employees must provide a copy of their driving licence, insurance document and MOT certificate (if relevant) to their the line manager, who in turn must confirm they have seen these documents, prior to any business travel being undertaken in the employees’ own car. (This is in connection with any potential Corporate Manslaughter issues).

The following message will appear when inputting an expense for mileage.



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MY LEAVE REQUESTS This tile is used to submit, amend or withdraw leave requests. It enables you to track the status of your requests, view your current leave entitlement and your current leave balance. All leave requests are subject to line manager approval.

Click once on the My Leave Requests tile


Select the contract you wish to view and select [OK]

Remember if you are on multiple contracts you should request leave on all of them where applicable.

You will be taken to the Create Leave Request home screen as below



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Create a leave request

Select the type of leave you are requesting from the drop down menu at the top of the screen. The top four leave types all require available leave entitlement which will be in either days or hours depending on how your entitlement is calculated.

The remaining leave types are for special leave and are in alphabetical order. For more information on these leave types please refer to the Special Leave Policy document which can be found on the staff internet pages.

If the leave type you select does not deduct days/hours from your entitlement the entitlement will not be displayed

Now select the date of your request. This can be a single date or a range of dates (these need to be consecutive days). The screen shows two calendar months at a time and you can use the back or forward arrows to move through the months. Click on a date to select it. If picking a range of dates select the first date and then the last date. The dates in between will automatically be selected.

To de-select a date click it again or use the [reset] button .

The Attendance / Absence field is only completed if booking leave for part of your day i.e. 9.00am – 1pm.. If booking a full day you can leave this field blank.

Hours should be input as decimals in this field for example 3 ½ hours would be 3.5 or 3 ¼ would be 3.25.

For staff whose holiday entitlement is in days, a ½ day leave request would also need to be taken in hours.

Therefore if you wanted 2 ½ days holiday you would have to book two separate requests: One for the two full days and one for the ½ day.

The approver field is pre-populated with your line manager’s name. If this does not show your correct line manager you should speak to them so they can raise a query with the HR Partner for your faculty/directorate.

The note field is optional and can be used to clarify leave if needed (especially if booking part of a day)

Please note that if you change the leave type after you have entered text into the note field it will be deleted and you will have to re-type it.

You can reset a request so that you can start again (but only if you haven’t sent it for approval yet).

There is a key to show you the status of leave you have booked i.e. if it is approved or rejected. This also shows working and non-working days as well as statutory and DMU concessionary days.



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Once you have completed your leave request select [Send]

You can return to the home page by using the back arrow or the home icon in the top right corner of your screen.

View your leave entitlement

You can also view your leave entitlement . This will list your paid leave, showing available and used entitlements. It will also show any toil that has been added to your entitlement.

You will not be able to book TOIL if you do not have an allocation showing in your leave entitlement. TOIL is added by submitting a timesheet using the My Timesheets tile.

Any days/hours that are carried forward into the next holiday year will also be displayed here.

When booking leave, any carried forward entitlement will be used up first before deducting from your new annual leave entitlement for that year.

View leave history

You can view your leave request history . This will show requests that are awaiting approval as well as approved or rejected requests.

Change a leave request

Leave can be amended once it has been submitted for approval.

This is done from the history screen

Select the leave you wish to change

Select the [Change] button at the bottom of the screen

This will display the Change Leave request page to enable you to change the information and add a note for clarification if required.

Select [Send]

The following confirmation box is displayed. Select [OK] to send the request for approval. You will be returned to the history screen.

Selecting [Cancel] will return you to the Change Leave Request screen.

Withdraw a leave request

Leave can be withdrawn once it has been submitted for approval.

This is done from the history screen



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Select the leave you wish to withdraw

Select the [Withdraw] button at the bottom of the screen

This will display the Withdraw Leave request page to enable you to add a note for clarification.

The following confirmation box is displayed. Select [OK] to send the request for approval. You will be returned to the history screen.

Selecting [Cancel] will return you to the Withdraw Leave Request screen.

Both Change and Withdraw requests will be subject to your line manager’s approval.

Key Information for Leave Requests – Please Read

1. Employees who have a leave entitlement in hours must ensure they book statutory days (such as bank holidays) and DMU concessionary days using the DMUhub if it falls on a working day.

2. You will not be able to book TOIL if you do not have an allocation showing in your leave entitlement. TOIL is added by submitting a timesheet using the My Timesheets tile.

Change and Withdraw requests will be subject To your line manager’s approval.



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MY PAYSLIPS This tile is used to view and download your pay slips.


You will be taken to the My Payslip home screen as below

All historic payslips will be listed on the left side of the screen and will be listed with the newest at the top. There will be a tab for each month a payslip is produced. It will give the total take home pay, the month and year of the payslip and the payroll period i.e. 01.07.16 to 31.07.16

Only Payslips from April 2017 will be put onto the DMUhub. All payslips prior to this date will be located on the Staff Portal until further notice. The screen print above is for demonstration purposes only.

Click once on a tab and the payslip will be shown in the main screen. The tab is highlighted to

show which one you are currently viewing.

The header at the top of the screen will change depending on which payslip you are viewing but will stay visible even when scrolling down the screen. This will give also give the total take home pay, the month and year of the payslip and the payroll period, and will include the total payments and deductions for that month.

The main area of the screen is used to display the payslip showing your address at the top. You

will need to use the scroll bar on the right of the screen to move down the screen.



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Print or Save your Payslip

You can open the payslip in PDF format which will allow you to print or save it.

Select ‘Open as PDF’ at the bottom of the screen

From the dialog box select Open. This will open your payslip as a PDF document.

(Opening the PDF will vary depending on which browser you are using but you should follow the instructions that appear on the screen).

You will see a panel similar to the below which will give you the option to save or print the document.

Your Payslip explained

Let’s look at a payslip in more detail.



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Person ID: is your new staff number and will always start with the number 2100.

Ref. No: If you have more than one contract of employment with DMU these will now be

referenced separately on your payslip, e.g. 1, 2 etc. There is a table further down the payslip that

will show which position (contract) the reference number relates to.

Payments: This column gives a short description of the payment type. You may see the term

“Living Wage Top-up”. This will be displayed if your published pay scale hourly rate falls below the living wage. This will automatically be calculated to bring your hourly rate up to the living wage rate. (Currently pay spine points 1 – 6).

If you are a salaried employee and have entered into a salary sacrifice arrangement, such as child care vouchers or cycle to work, this amount will also show under “Payments” as it represents a contractual change to your salary.

Retro: A cross in this column indicates that this payment is a retrospective action (e.g.back

dated payment). For example, the payslip shown is for May 2016. The payment for “Unsociable

permanent” was in relation to a previous month or months and is therefore a back dated

payment. This can be for any type of payment including an increase in salary. If more than one

month’s retrospective payment needs to be made, this will be displayed as a single figure for the

total amount due.

Number & Rate: These columns are used to display the number of hours and hourly rate

if your pay is calculated in that way. Any overtime will also be displayed this way regardless of how

your salary is displayed.

Unitemps pay will be displayed as the total number of hours claimed and total payment made. It

will not show an itemised breakdown of hours claimed at different rates of pay. This may change

in the future to show a separate line for each rate of pay.

Deductions/Taxes: This area displays all statutory and voluntary deductions from pay such as pension contributions, PAYE tax and National Insurance (if applicable). Voluntary deductions would typically include Car Park Fees, Gym membership or Union subscriptions. There is also a retro column to indicate any back dated deductions.

Employer & Employee YTD contributions: This area shows the national insurance and pension

contributions that your employer, DMU, has made in addition to your individual contributions, for

both this current pay period and the tax year to date. It also displays your Total Gross payments,

Total Taxable Payments, and individual tax, National Insurance, and pension contributions for the

tax year to date.

Message: This area is used to provide any important information that relates to your pay or

pension.

Any queries regarding your payslip should be emailed to the Payroll and Pension team using the following email address: [email protected]

mailto:[email protected]



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MY PROFILE

This tile is used to display your personal data such as your address, contact details and bank account information.


A new tab is opened and you will be taken to the My Profile home screen as below

You will see that the screen is split into several sections, each containing different information about you. Some sections may say “No Data” which means we currently don’t hold any data for you for that section.

Some of the sections will have this pencil icon . This means you will be able to add or update the data in that section and we will look at these in more detail in this chapter.

If any of the data in this tile is incorrect and you are not able to amend it yourself you should contact the ITMS Service Desk on ext. 6050. They will then forward your request onto HR.

Please be careful when entering data into this screen. It is your responsibility to ensure that it is

correct.



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Personal Data

This section contains your full name, date of birth, marital status and national insurance number.

Click on the edit icon

The edit Personal Data screen is displayed. Any fields that are white are editable and can be changed by you at any time.

Some fields will have a drop down list to choose options from such as the Form of address

field. Click the arrow to see the options and click once on the one you require.

Some fields will require a date and will have a calendar option for you to choose the relevant date (as below).

Any fields marked with an asterisk are mandatory fields and must be completed. You will not be able to save the screen until you have typed data in them.



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Uploading your photo

It is also possible to upload your photo on this screen. This is not mandatory but we would encourage as many staff as possible to do this.

The photo will only be viewable by registered DMU SAP users via the Employee Lookup tile which is covered later in this manual.

We therefore ask that you only upload a work appropriate photo of yourself e.g. a photo that you might use on your LinkedIn profile

The photo has to be in JPG or JPEG format and be a maximum of 1MB in size.

Save an appropriate photo to your computer or external storage devise

Select [Browse] and then locate your file. Select [Open].

Now select [Upload]

Once you have made the changes you need, select [Save] (which will keep the page open) or [Save and Back] which will return you to the main screen. [Cancel] will return you to the main screen but not save any of your changes.

Cropping a photo will help reduce its size

Person ID

This contains your 8 digit Person Id. This is your new staff number and will always begin with the number 21.



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Communication

This section contains your user name that you use to log into single sign on. It also details your work email address. This is the address that any SAP notifications will be sent to. It will also show your work telephone number if you have one.

Addresses

This is another editable section. The address shown will be your Permanent address which you

will be able to edit at any time using the edit icon . You will be able to edit any white fields.

Remember to save any changes you make.

You can also add additional types of addresses to your file e.g. Next of Kin or correspondence.

Select the [Add] icon and choose the type of address you want to add.

Complete the address information and remember to save any changes you make.

If you select to add another Permanent address it will override the address that is currently showing.



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Family members / dependants

This is another editable section. The information shown is data that is already held for you on the

system. You will be able to edit at any time using the edit icon .

As before any white fields are editable and those with an asterisk are mandatory.

Remember to save any changes you make.

You can also add additional family members or dependants e.g. Stepchild.

Select the [Add] icon and choose the option you want to add.

Complete the details as required.

Remember to save any changes you make

Remember that if you update any family member’s details i.e. if you change who your next of kin is, you probably need to add or amend the next of kin address.



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Bank Information

This is another editable section. The information shown is data that is already held for you on the

system. You will be able to edit at any time using the edit icon .

As this data is used for your salary it is very important that it is correct.

The sort code is validated but the account number is not and so it is your responsibility to ensure that you have keyed in the correct information.

At the end of the Sort Code field there is a look up icon

If you do not know your sort code press the look up icon to search for it

Using the Search Criteria fields it is possible to look up the information you require. An example of this is below.


We suggest that you find this information on your bank card or cheque book to ensure you are using the correct details.



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Additional Personal Data &

There are two additional personal data areas and these contain information such as ethnic origin, religion, disability data and academic teaching qualifications. It also contains your protected personal characteristics such as sexual orientation.

Data will appear as an asterisk in this section so you will need to select the pencil (as if editing the data) to view it.

These are also editable areas and just as before white fields are editable and anything marked with an asterisk is mandatory.

If no data is held for these sections you will not see an edit icon but there will be an add button.




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View HMRC information

This section is where you can view HMRC documents such as P11D and P60 forms.

These will automatically be shown in this area once they are available.

Please note that tax forms will not be in SAP until 2018 for tax year 2017/18

To view the forms:

Select the form you wish to view by clicking at the side of the form (as below)

Select [Generate Form] A PDF version of the form will be shown which can be printed or saved. If the form is not available you will receive an error message similar to below.

To exit the tile you will need to close the My Profile tab at the top of your screen.

There is no home icon to select and the browser back button will have no effect.



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MY TAS This tile will be used for the Time Allocation Schedule Survey and will be for academic staff only.

If you are required to take part in this survey you will be notified by email.

When applicable you will receive an email to advise you that the TAS survey form is open and ready for your completion for the current quarter.

You should now access the TAS tile via the DMUhub by clicking on it once.

You will be taken to the main survey screen

The active quarter will have a status of Open (as above). You can only add data into an open quarter.

At top of the main screen it will detail the deadline that the survey should be completed by and the last time you submitted any data.

Note: There is a further information section in the bottom left of the screen which will take you to the University Governance pages on the DMU internet pages which gives additional information.

As you can only submit your data when it totals 100% there is an indicator at the top and bottom of the form which tells you the % of completion.



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The form is split into 4 main areas. These are:

1. Teaching 2. Research 3. Other Services 4. General Support, management & administration.

Each section contains a number of fields to complete. There is also an activity description which details what you need to consider when allocating your time.

When you have completed a section it can be collapsed if desired.

Once all the information has been entered you should select Submit at the bottom of the screen.

If you select submit and the total is not 100% you will get the following message.

Note: If you do not meet the deadline for the quarter you will receive an email reminding you that you need to complete the survey as soon as possible.



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MY TEAM CALENDAR This tile is used to view upcoming events such as holidays or leave of absence.




View for an Employee

You will be taken to the My Team Calendar home screen as below

The calendar is shown in a two week view and this can be moved backwards and forwards using

the corresponding arrows

Your calendar details are shown directly under the dates. Your name is displayed on the left.

There is a key to show you what each type of cell shading refers to i.e. working day, non-working day, public holiday etc.

Birthdays/Anniversaries will not be displayed on the team calendar

By default any of your peers that also have leave for the dates displayed will be shown in the

“Team Members With Events” section.



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This can be expanded to show all your peers regardless of if they have leave booked

Select the filter icon and select [All Employees].

Now all employees are listed

Please note there are no special indicators for partial days leave or multiple absences for a single day. These will be shown in the same way as a full days leave.

View for a Line Manager

If you have direct reports you will have an additional tab on your calendar. This is the My Reports tab (as below)

This tab works in the same way as the My Peers tab. It can be filtered to show just those with events or for all employees.



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MY TEAM

This group of tiles is just for managers. If you manage people you will see these tiles as well as those in the My Details group.

We will be looking at each tile in more depth in this section. The tiles are:

As our usage of SAP increases so will the number of tiles that will appear on the My Details group.



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APPROVE APPRAISALS This tile is used by appraisers and senior appraisers to approve an employee’s appraisal on the DMUhub.

Click once on the tile to open it.

A new tab will be opened displaying the Employee Documents dashboard. This lists all the appraisal documents for your direct reports.

To exit the appraisal screen close the tab by using the cross in the right hand corner of the tab as shown below.

The columns displayed are:

Appraisal Status: This indicates at what stage the appraisal is at: e.g. Objective Settings, My Progress or My Year

Substatus: Gives the status of the Appraisal status column: i.e. Sent to Appraiser or Sent to Sr. Appraiser. This indicates that this stage is waiting for the appraiser’s or senior appraiser’s agreement. If the substatus is blank the appraisee has not yet sent it for agreement.

Appraisee Name: The member of staff’s name

Appraisal Document Name: Will state which year the appraisal relates to

Period: The dates the appraisal covers



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There are four tabs across the top of the screen relating to the different stages of the appraisal process. The number in brackets at the side of each title indicates how many appraisals are in each section.

As an appraisal moves through each stage it will move to a different tab. This will be

demonstrated throughout this manual.

Appraiser Menu Options

In the documents window there are several menu options to choose from.

Create – Not currently used.

Edit – Opens the appraisal in edit mode (only if the appraisee has sent the form for approval)

Display– Opens the appraisal in display mode. No amendments or comments can be added

Delete – Delete the appraisal (not recommended)

Create Multiple – Not currently used

Undo Offline Lock – only available if the document is offline (for more details click here)

Export – Will export the table into an excel spreadsheet. This does not export the appraisal

form.



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Agreeing Objectives and Development Plans

As an appraiser it is possible to view an appraisal before it is formally sent to you to agree. This is useful when holding one to one sessions when setting objectives or discussing an appraisal with a member of staff. However you will not be able to add any comments or agree any objectives or development until the appraisee has formally sent the appraisal to you.

You will receive an email informing you that there is an appraisal waiting for your review once the appraisee has completed their mid-year review.

When a document has a Substatus of [Sent to Appraiser] the document is waiting for your agreement.

Select the row of the document you want to either view or edit. Select either [Edit] or [Display] . Note that if the Substatus is blank you will not be able to

add comments to the appraisal even if you select Edit.

Alternatively you can select the Appraisal Document Name which will open the document in edit mode if there is a substatus displayed.

It may be necessary to refresh the screen to ensure you have the most up to date view. This

can be done by selecting the [Refresh] button located in the bottom right of the table. Alternatively close the tab and relaunch the tile.

The appraisal document will be displayed in a new browser window. If the employee has loaded a photo this will also be displayed.



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Select the [MyObjectives] tab. If you agree to the objective set you should complete the [My Objectives Agreed] section at the bottom of the screen by checking the tick box and adding the date.



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Now select the [MyDevelopment] tab. If you agree to the development plan you should complete the [My Development Agreed] section at the bottom of the screen by checking the tick box and adding the date.

You now have the following options in the top left hand corner of the screen under the heading [How would you like to continue?]

Save and Exit Document

o This should be used whenever changes are made to the appraisal but you aren’t ready to finish the approval. The appraisee will be able to see any changes you have saved.

Approved

o This should be used if all objectives and development plans are agreed. Please note the appraisee will not be able to amend any objectives or development plan unless you select this option.

Select the appropriate option and select [Continue]



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If any mandatory information has been omitted or incorrect dates input error messages will appear in the top left corner of the screen. This will indicate which fields need to be corrected.

The appraisal cannot be approved until these errors are corrected

Once the appraisal has been approved you will be returned to the Employee Documents dashboard (as below)

If approved the appraisal will move to the [My Progress] tab and the Substatus column will be blank.

This indicates that the appraisal has been sent back to the appraisee to complete their mid-year review when necessary.

An appraisee can also amend objectives and/or development plans at this stage too. If changes are made the appraiser will need to agree those sections again.

You may need to refresh your screen to see this status which can be done by selecting the [Refresh].



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Mid-Year Progress Review


Select the [My Progress] tab. This will list any staff whose appraisal is currently at this point in the appraisal process.

When a document has a Substatus of [Sent to Appraiser] the document is waiting for your comments.

Open the document by either selecting the Appraisal Document Name or selecting the row and clicking [Edit]

Go to the [MyObjectives] tab.

The appraisee will have put a mid-year progress status against each objective. There is also a comments field where additional text can be added to clarify an objective if required.

There are [Expand Text Field] options here if necessary.

If an objective, date or measurable outcome has been altered by the appraisee, the [My Objectives Agreed] section at the bottom of the form will be empty and will need to be completed again. If the date is showing then no changes have been made.

Go to the [MyDevelopment] tab. If a development object been altered by the appraisee, the [My Development Agreed] section

at the bottom of the form will be empty and will need to be completed again. If the date is showing then no changes have been made.



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Go to the [MyProgress] tab

The appraisee should have added their summary of achievements and development to this tab.


You should add your comments in the [Appraiser’s Comments] field.

You can paste copied text into this field but you will have to use the keyboard shortcut (Ctrl +V).

If you agree that the mid-year review has been completed the [Confirm progress review completion with date] section at the bottom of the screen should be finalised by checking the tick box and adding the date.

You should now send the appraisal form back to the appraisee.

Select [Approved]and select [Continue]



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If approved the appraisal will move to the [My Year] tab and the Substatus column will be blank.

This indicates that the appraisal has been sent back to the appraisee to complete their end of year review when necessary.

An appraisee can still amend objectives and/or development plans at this stage too. If changes are made the appraiser will need to agree those sections again.




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End of Year Review


Select the [My Year] tab. This will list any staff whose appraisal is currently at this point in the appraisal process.

When a document has a Substatus of [Sent to Appraiser] the document is waiting for your comments.


Go to the [MyObjectives] tab.

The appraisee will have put an End of Year status against each objective. There is also a comments field where additional text can be added to clarify an objective if required.


If an objective, date or measurable outcome has been altered by the appraisee, the [My Objectives Agreed] section at the bottom of the form will be empty and will need to be completed again. If the date is showing then no changes have been made.

Go to the [MyDevelopment] tab. If a development object been altered by the appraisee, the [My Development Agreed] section

at the bottom of the form will be empty and will need to be completed again. If the date is showing then no changes have been made.



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Go to the [MyYear] tab

The appraisee should have added their summary of achievements and development to this tab.


You should add your comments in the [Appraiser’s Comments] field.


If you agree that the end of year review has been completed the [Confirm My Year review

completion with date] section at the bottom of the screen should be finalised by checking the

tick box and adding the date.



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Select [Approved]and select [Continue]




If approved the appraisal will stay in the [My Year] tab and the Substatus will be set to [To Be Finalised].

This indicates that the appraisal has been sent back to the appraisee to review your comments and then send to the Senior Appraiser if they agree with your statement. You can amend your comments until the appraisee sends the appraisal to the Senior Appraiser.

Once the appraisee sends the form to the Senior Appraiser, their appraisal will not be displayed in your table.




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Finalised Appraisals

Once the Senior Appraiser has added their comments to the appraisal it will be returned to you and will be displayed in the [Finalised] tab as below.

The appraisal can be viewed but not edited.

Senior Approver

You will receive an email informing you that there is an appraisal waiting for your review once the appraiser has agreed the end of year review for their member of staff.

Select the [My Year] tab. This will list any staff whose appraisal is currently at this point in the appraisal process.

When a document has a Substatus of [Sent to Sr. Appraiser] the document is waiting for your comments.


Review the appraisal.

Select the [MyYear] tab and scroll to the bottom of the screen.



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Add your comments in the [Senior Appraiser’s comments] field.



Select [Finalise Comments]and select [Continue]

Once the appraisal has been finalised you will be returned to the Employee Documents screen (as below)

The appraisal will disappear from your [My Year] tab and will be returned to the appraiser’s table in their [Finalised] tab for future reference.



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APPROVE EXPENSES This tile is used by the 1st level of authorisation to approve or reject expense reports from members of their team.

It is also used by the 2nd level of authorisation for an expense request.

The number on the tile indicates how many reports there are to action. A zero indicates that there are no reports to action.

If you are both 1st & 2nd level approver for an expense we suggest you leave the 2nd level of approval for an alternative budget approver to action.

Please refer to the Reimbursement of Business Expenses Policy for any clarification on compliance to approve expenses.

Please make sure when approving mileage that you have seen all appropriate documentation.

Click once on the tile once to open it

A screen similar to below will be displayed.

All outstanding approvals will be listed down the left side of the screen with the name of the

member of staff requesting the expense at the top. These will be listed with the oldest request at

the top and newest at the bottom.

By clicking once on the person’s name their expense details will be shown in the main screen. The

request is highlighted to show which record you are currently viewing.

The level of authorisation is also shown in the header of the expense (as lighted above)



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There are three icons that may be shown.

Information about the expense. (This icon is always visible)

Notes that the employee has added to the expense (only visible if notes are added)

The attachments that have been added to the expense (the

number of attachments is also indicated, again only visible

if attachments are added)

Click once on the attachment and you will be asked if you want to Open, Save or Cancel it.

You will then need to approve or reject the expense claim. To approve the expense select the

green [Approve] button. To reject the request select the red [Reject] button.

Please note that the forward icon is not activated and therefore will not work.

If you reject the expense you will have the option to add a note to give your reason for the

rejection. We strongly suggest you complete this box.

Select [OK] to continue or [Cancel] to return to the expense claim



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Key Information for Expense Claims – Please Read

1. Mileage claims - to be based on the lesser of ‘home to destination and ‘base to destination’. 2. Bar bills – DMU will only reimburse drinks purchased with a meal and will not reimburse

separate bar bills. 3. VISA costs to remain in the UK - these will need to be claimed (and authorised by HR)

separately on a normal Expenses claim form (e F15) and it will be a taxable expense (i.e. the employee will have to bear the taxation charge personally)

4. Employees cannot claim for travel from home to work 5. Employees cannot claim for un-receipted items above the value of £5.00.

Employees must provide a copy of their driving licence, insurance document and MOT certificate (if relevant) to their the line manager, who in turn must confirm they have seen these documents, prior to any business travel being undertaken in the employees’ own car. (This is in connection with any potential Corporate Manslaughter issues).

The following message will appear when inputting an expense for mileage.

By approving the expense claim you are confirming you have seen all the relevant documentation.

Insurance documents – a car must be covered for business use

Vehicle tax and MOT – this can be checked online using https://vehicleenquiry.service.gov.uk/ you just need the registration and make of the car.

Please ensure you check the attachments are valid receipts for all of the expense types that are being claimed

https://vehicleenquiry.service.gov.uk/



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APPROVE LEAVE REQUESTS This tile is used by line managers to approve or reject leave requests from member of their team.

The number on the tile indicates how many requests there are to action. A zero indicates that there are no requests to action.

Click once on the tile to open it.

All outstanding requests will be listed down the left side of the screen with the name of the

member of staff requesting the leave at the top. These will be listed with the oldest request at the

top and the newest at the bottom. It will also state when the request was sent for approval.

By clicking once on the person’s name their leave request details will be shown in the main screen.

The request is highlighted to show which record you are currently viewing.

Details of the request will be shown on the information screen. Select the icon if you cannot

see this information.



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If any notes have been put onto the request by the member of staff these can be viewed by

selecting the notes icon (as below)

If a leave request overlaps with another member of the team the overlap icon is displayed. Select

the icon to see the calendar view. This information is also detailed on the information screen as

shown below. In this case indicating that two members of staff leave is overlapping.

This is shown to help inform a line manager’s decision to approve or reject a leave request.



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To approve a leave request select the green [approve] button. To reject a request select the

red [reject] button.

Both options will display a dialog box for the line manager to add text.

Although this text box is not mandatory, we ask that if you are rejecting a request you add the

reason why in this box.

Once the approval has been approved or rejected it will disappear from your list of actions.

To exit the tile either select the home icon or the back icon as indicated below.

Please ensure you refer to the specific policies available for Special Leave. These can be

found on the Staff Internet Pages



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If a paid holiday request for leave is being withdrawn by the member of staff the status will

say [Cancelled] (as below). Line managers will still need to give approval for withdrawn leave.



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MY REPORTING

This tile is used to run various reports that relate to your team. These reports will give you an overview of contractual information which historically you would have had to request from HR.

The reports are run in real-time to show information at the date and time that the report is run. You can run reports as often as your wish.

When you click on this tile you will see the following screen.

More reports will be added and this manual will be updated accordingly.

Initially there will be two reports to view. These are:

Employee List

Fixed-term end dates

Employee list

The employee list report includes contract information about staff that you line manage, including direct and indirect reports. Information shown includes job title, which team they are in, which employee group they’re in (professional services academic salaried, etc.), the type of contract, whether full-time or not, start date with DMU, current contract start date (and end date if appropriate) and cost centre.

You can also see if a team member has another contract too.



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If an employee is highlighted in yellow this means they are a line manager.

Fixed-term end date

The fixed-term end-date report includes all the same information, but only lists staff that have a fixed-term end-date in the next 12 months. If you do not have any staff on a fixed term contract then this report will be blank.

If FTE shows ‘0’ this means the person is spot-salaried, agency workers who have a SAP role, or those working non-standard hours.

These are very useful tools to help you plan for the future, make an SRG request to extend a contract or prevent overpayment by informing HR when someone is leaving.

If an employee is highlighted in yellow this means they are a line manager.

Exporting to Excel

To export your report to Excel, select the following path from the Menu. As shown in the image below

List

Export

Spreadsheet



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Please note this is employee data so if saving to a personal folder or shared drive you must password protect the file. Any breaches in information security under the Data Protection Act may lead to disciplinary action.

SUBSTITUTING APPROVAL TO ANOTHER MEMBER OF STAFF

If you know that you will be away from the University and will be unable to approve leave requests or expenses you should contact the ITMS Service Desk on ext. 6050. It would be prudent to contact that person in advance.

This will be a temporary solution until the appropriate tile is added to the DMUhub. We will update this page once the tile is active.



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WHERE TO GO FOR HELP

Colleagues Talk to your colleagues or line manager first as it may be possible that they can help.

Change Champion(s) If your colleagues or the line manager cannot help, you will need to escalate your query to the

relevant Change Champion. Please click here to access the list of Change Champions.

ITMS Service Desk Your Change Champion will advise you if you need to talk to the ITMS Service Desk. You can

contact them on extension 6050

Or email

[email protected]

1

3

2

http://www.dmu.ac.uk/dmu-staff/dmuhub/dmuhub-change-champions.aspx

mailto:[email protected]



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GLOSSARY OF TERMS

Terminology Explanation

CSM

Core Systems Modernisation (CSM) is the name given to the university’s biggest ever change programme and will see us replace our core IT systems with one system called SAP. This will take place in three releases.

SAP

Systems Applications Product (SAP) is a state of the art, fully integrated business management system which essentially collects and organises our data from all over our business, enabling us to provide a better service to each other, our students and our commercial partners. So far over 130,000 businesses across the world are successfully using SAP, from banks, major brands such as Kellogg’s, Vodafone, eBay, Adidas to universities just like ours.

DMUhub Tile This is the name given to the white tiles for each of the available options on the DMUhub. Click on the tile once to open it.

Cost Centre This is a code used to apply costs to a specific cost centre

WBS Element This stands for work breakdown structure (WBS) and relates to projects.

Employee Self-Service

Also known as DMUhub, the Employee Self-Service is where employees will access information that is held on their records about them. They will be able to change their personal details, request leave, claim timesheets and expenses on here too.

Manager Self-Service

This is also accessed through DMUhub, and is where managers will access information about their teams and be able to approve things like timesheets and leave requests.

Expense Report

This is your expense request. This replaces your old e-F15 form. Please use only one cost centre/WBS per report.

Expense Item This is your individual expense, for example train fare, hotel



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APPENDIX A: APPLY YOUR KNOWLEDGE: PERSONALISING YOUR HOME PAGE

This is what your screen should look like after completing part 1 of the exercise.

Don’t worry if you do not have the My Finance or the My Team groups as these will depend on your access rights.

This is how your screen should look once you have completed part 2 of the exercise.