hronline user guide - university of newcastle
TRANSCRIPT
HRonline
User Guide
My Team
And
My Approvals
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Contents
My Team .............................................................................................................................................................. 2
Team Details ........................................................................................................................................................ 2
Team Calendar ................................................................................................................................................. 3
Team Appointment Summary .......................................................................................................................... 7
Team Increments ............................................................................................................................................. 8
Casual Hours Worked....................................................................................................................................... 9
Team Leave ........................................................................................................................................................ 10
Team Leave Balances ..................................................................................................................................... 10
Team Leave Bookings ..................................................................................................................................... 11
Staff Absence Tracking ................................................................................................................................... 13
Team Training & Development .......................................................................................................................... 14
Team Training and Development .................................................................................................................. 14
My Approvals ..................................................................................................................................................... 16
Approve Transactions .................................................................................................................................... 16
Approval History ............................................................................................................................................ 19
Approval Delegation ...................................................................................................................................... 20
Further HRonline Assistance .............................................................................................................................. 21
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My Team
1. Click My Team from the Tab Bar to access My Team.
The My Team menu allows you to:
• View your Team Details
• Manage your team
• Check Team Leave balances and bookings
• View your team’s Training and Development
Team Details
1. Click My Team from the Tab bar.
2. Click Team Details from the Local menu to access your current pay details
The local tasks menu will show all functions available in the Team Details area of HRonline.
Click on the Local Task menu links to:
• View your Team Calendar
• Check your Team Appointment Summary
• View your Team Increments
• View your Team’s Casual Hours Worked
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Team Calendar
View the calendar entries for everyone in your team.
1. Click My Team from the Tab bar
2. Click Team Details from the Local menu
3. Click Team Calendar from the Local Tasks menu
Your team calendar will be displayed in the content area
4. To view specific leave or specify a different date, complete the relevant fields of the form and click
Display.
The Team Calendar will provide a calendar view of your team and includes details of the following events:
• Leave
• Public Holidays
• Training
• Non Working days – derived by referencing the employee rosters
The Start Date field will default to the current date and the matrix will display records from that date
forward. The Start Date may be changed by clicking on the calendar if wishing to review earlier details.
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By default, all leave codes will be displayed, however if wishing to look at only one leave code, the code may
be selected from the drop down list.
The calendar will also display Leave, Training and Public Holidays by default. To remove any of these event
types un-check the relevant box below the Leave Code selection.
If any changes have been made to the selections above, click the Display button to refresh the information
displayed.
Only a specified number of employees will be displayed per screen. If more records exist, these can be
displayed by using the buttons: First, Previous, Next and Last.
The calendar will display any leave bookings by leave type. The character within the box will specify the
leave type and a legend is provided at the bottom of the screen. The status of the leave bookings is
differentiated by their display colour. The different booking statuses are as follows:
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Displaying more information about Events
It is possible to ascertain more information about the events on a particular day by hovering over the event.
This is particularly useful when there are multiple events for the same day or multiple Leave Types.
Approved – Confirmed
The booking has been approved within HRonline and also been approved for payment within the Alesco
payroll module.
Approved - Unconfirmed
Booking has been approved in HRonline and transferred to the Alesco payroll module, but has not as yet
been activated for payment.
Pending Leave Request
Request has been entered but is still awaiting approval in HRonline.
Pending Leave Request
Training will be displayed with a text ‘T’ as follows:
Training Attended
Will be shaded with a default colour of pink.
Training Confirmed
Will be displayed with a default colour of green (marked as a training request that has been approved and
confirmed). This is where training has been booked and a place on the course has been allocated.
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Training Waitlisted
Will be displayed with a default colour of purple. This is where an employee has been placed on the waiting
list for a particular training course.
Where an overlap of training types occurs, ** will be displayed instead of T to indicate multiple types exist,
and the colouring of the cell (if not overlapping Leave) will be in priority of Attended, Confirmed, Waiting List
and then Pending.
Public Holidays
Are displayed on the Calendar with a default colour of black with white text.
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Team Appointment Summary
View your team members’ appointment summary.
1. Click My Team from the Tab bar.
2. Click Team Details from the Local menu.
3. Click Team Appointment Summary from the Local Tasks menu.
The appointment summary query form will be displayed in the content area.
4. Complete the relevant fields in the form and click Find.
Your team’s appointments will be displayed in the content area.
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Team Increments
View your team member’s increment dates.
1. Click My Team from the Tab bar.
2. Click Team Details from the Local menu.
3. Click Team Increments from the Local Tasks menu.
The increment query form will be displayed in the content area.
4. Complete the appropriate fields and click Find.
The increment table for your team will be displayed in the content area.
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Casual Hours Worked
Reports the casual hours worked for the current team members with parameters to select the employee
number and/or employment status.
If you drill down on the Person first in the list, more information is displayed:
This is a useful tool to manage staff hours and ensure timesheets are submitted on time. If no hours have
been claimed as the semester progresses, this may indicate that the staff member has not accessed their
HRonline.
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Team Leave
1. Click My Team from the Tab bar.
2. Click Leave in the Local menu to access your team’s leave details.
The local tasks menu will show all functions available in the team Leave area of HRonline.
Team Leave Balances
View your teams leave balances.
1. Click My Team from the Tab bar.
2. Click Leave from the Local menu.
3. Click Team Leave Balances from the Local Tasks menu
The leave balance form will be displayed in the content area:
4. Complete the appropriate fields and click Find.
The balances of your team’s leave will be displayed in the content area.
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Team Leave Bookings
View your team’s approved leave bookings.
1. Click My Team from the Tab bar
2. Click Leave from the Local menu
3. Click Team Leave Bookings from the Local Tasks menu
The leave bookings form will be displayed in the content area.
4. Complete the relevant fields and click Find.
The approved team leave bookings will be displayed in the content area.
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Staff Absence Tracking
This is a tool to record a team member’s absences, to ensure the absence is followed by a leave booking.
1. Click My Team from the Tab bar
2. Click Leave from the Local menu
3. Click Absence Monitor from the Local Tasks menu
4. Complete the relevant fields (either the employee number and / or effective date) and click Run
Report
- If you select the Run Report button
- you will then be able to add an Absence Record
Once a Leave Booking has been approved, the absence record will be removed from the Outstanding
Absences to the Explained Absences section.
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Team Training & Development
1. Click My Team from the Tab bar.
2. Click Training & Development in the Local menu to access your team’s training and development
details.
Team Training and Development
View your team’s training and development upcoming bookings and history.
1. Click My Team from the Tab bar
2. Click Training & Development in the Local menu
3. Click Team Calendar from the Local Tasks menu
The training and development form will be displayed in the content area.
To view only your team’s training information, uncheck the Show Holidays and Show Leave
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The training results will be displayed in the content area.
To view individual record, hover the mouse over the record:
To view the details of the individual record, double click on the T and the information is displayed:
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My Approvals
As a Supervisor you may be given the authority to approve requests for leave and / or casual timesheets. If
you are a designated ‘approver’ you will receive an email message notifying you when a request has been
entered and needs to be approved. You will also be reminded each time that you enter the HRonline main
menu if any requests are pending approval.
Approve Transactions
View your approval requests.
1. Click My Approvals from the Tab bar
2. Click Approvals in the Local menu
3. Click Approve Requests from the Local Tasks menu.
A list of all the requests that are awaiting approval grouped by transaction type will be displayed in the
content area.
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In some cases, the information displayed on the summary screen will provide sufficient information for you
to make an approval decision. If this is the case, the request may be approved or rejected from the summary
screen by clicking the relevant radio button and then clicking on the ‘Update’ button that appears at both
the top and the bottom of the screen.
However, in a number of cases it will be necessary to access further details of the record and gain access to
the full array of recording options e.g. the facility to record comments for rejected requests, or to check the
box to denote that a Medical Certificate has been sighted etc. To access the request approval detailed
screen click on the link in the Record Id column.
This will display a screen as follows:
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The full details of the record will be displayed, within this screen it is possible to select the required action
from the drop down list and full functionality is available.
Approving a request
Select ‘Approved’ from the drop down list and click on the Update button.
Rejecting a request
Select ‘Rejected’ from the list, enter comments into the ‘Comments’ field and click on the Update button.
The comments will be attached to the request and will be available to the employee when they view the
record.
Escalating a request
Select ‘Escalated’ from the list; enter comments for the benefit of the next level approver. These comments
may also be visible to the employee making the request.
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Approval History
The Approval History screen allows approvers to view details of the requests that they have previously
actioned, including approvals and rejections.
View your approval history.
1. Click My Approvals from the Tab bar.
2. Click Approvals in the Local menu.
3. Click Approval History from the Local Tasks menu.
Select the records that you wish to display by selecting an employee and/or selecting to and/or from
approval dates. To see all records, leave the selections empty, and just click on the Find button.
Having selected the required records a list of the requests will be displayed in the same format as the
Approve Requests screen e.g.:
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To view the detail of the record click on the record id, this will display the details of the request and whether
it was approved or rejected along with any comments.
Click on the link at the top of the screen to return to the approval history list.
Approval Delegation
It is possible for an approver to delegate the approval of requests to another member of staff or position
within the organisation. All HRonline requests may be delegated to the same person/position or
alternatively different requests may be delegated separately, for example leave requests may be directed to
one person and timesheets to another. The delegation may relate to a specific period of time e.g. to cover a
short absence or may be open ended to cover longer periods.
To organise for your approvals to be designated to another staff member, please either notify your Human
Resource Officer, or contact [email protected] with the dates required, and the person to
whom you wish to delegate your approvals.
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Further HRonline Assistance
Email: [email protected]
Telephone: Human Resource Services
(02)49215266