As a Manager you have access to additional features within PeopleXD to help you manage your direct reports.
GENERAL FAQS
Manager Dashboard
Employee HR Dashboard
Contact Information in left hand menu or Actions
Highlight the details to be changed > 3 dots > edit > add new details
Please be advised if an email address changed and someone has already registered it won't change their user name but this is not actually linked to the email account
It is expected that employees will /can add their own bank details but you MUST check these are in the system and add them if not.
Manager Dashboard
Employee search
View profile
Bank details update
NOTE: You must process timesheets in the same month that they leave and before you make them a leaver
HR Dashboard
Actions
Process as Leaver
Add leave date and reason
Save
Assign Leaver Access Task List will pop up
Click Copy Access
The process is now complete
Please Note if you do not complete this task the employee will not be able to access payslips and P45 once they have left
Manager Dashboard
HR Dashboard
Files
Click Add
Choose document type
Upload document
The security is based on the organisational hierarchy set up
Linked Structure - When a manager is setting up a new person or a new post, that workgroup is linked to the Location (centre).
The manager will then only have a limited number of workgroups to choose from. The work group gives managers access to their team members and is critical for data security
Hierarchy configuration
Level 1 Company
Level 2 Management Unit - Region
Level 3 Department - Contract
Level 4 Location - Contact/Centre/Business Unit
Level 5 Cost Centre
Level 6 Work Group
Workgroups - This is what we use to build our manager hierarchy.
The work group can be changed through Update but Managers are advised not to do this without seeking HR support.
Find an employee who reports to the correct manager and find what work group they are in or refer to the work groups list shared in december 2022
To find the work group
Manager Dashboard
Employee search
HR Dashboard
Contracts
View contract
The first screen will give the post and linked hierarchy and the work groups is here.
The work group can be changed through Update but Managers are advised not to do this without seeking HR support.
Manager Dashboard
Employee search
HR Dashboard
Contracts
Update contract - use the drop down arrow to select the correct work group
Effective date can be the start of the pay period or the date of the original contract set up (if you use this date it will override the existing details and is neater) if you use the reason as change of line manager it won't prompt you to complete the salary screens again.
Check its correct by going back to employee search and finding the employee again it should now have updated
Reasons are linked to an appointment change. Click the relevant reason e.g. change of hours/change of manager. You will then be prompted with the relevance screen, eg amend salary if a pay impacting change.
If an employee is reporting to the wrong manager then this can be corrected by updating the work group as described above.
From a devolved hr perspective there two main roles managers/Administrators will have access to plus timesheet approver or sign off roles:
Post access roles - assigned to cost code/post profiles
Reports to manager roles - assigned to work groups
Timesheet Approver - step 1 of the timesheet approval process
Sign Off Approval - Final sign off of the timesheet approval
Will be a manager of a work group and this is what gives them access to their people. It is also given to payroll Administrators to allow them to do the necessary processes
This will be assigned centrally.
A Centre or Contract Manager/Administrator will have access to more menu options than a” reports to Manager” at Junior Manager level.
This is just to access the job titles/posts at each contract.
Post access allows them to make changes to terms and conditions.
When you go to add a new starter, if no posts are available, please let HR know and we can ensure that you have the relevant access assigned to you.
Organisational roles are what gives access to the data - posts/people that they need to see.
Menu Profiles - Simplified
All have Core portal Employee - assigned through self registration
All Managers have Coreportal Manager
Some Manager (M and above have Devolved HR Manager)
Site Admin who do payroll have Devolved HR Manager
CorePortal leaver will be activated during the leaver process
Assigned to each employee and determines Probationary period and Notice periods
The system is very post driven. We have a post per job title. Every time we get a new role in the business we have to create a new post.
New posts should be set up by HR/Payroll.
This must be completed
Once a new starter is set up you will be notified of various tasks that need to be completed including
Setting up:
Ts and C’s- confirm the Ts and Cs are correct
Balances, (A/L) - confirm the balance is correct - this is the annual leave balance that is automatically assigned to an employee; amend the type to hours from days for Part Time employees
Pay Codes - assign a pay code group - this allows an employee to input into the timesheets.
Bank Account Details
Shift Assignment - all employees MUST have a shift assigned to them
Occupational Sick Pay entitlement is also automatically assigned to a new starter - this is done centrally by payroll once the new starter is commenced and in the payroll system
Manager Dashboard
Outstanding Tasks
HR Tasks Starters; HR Tasks - Leavers; HR Tasks - Appointments to be Commenced.
Here on the Line Managers dashboard will be reports relating to outstanding tasks for Starters/Leavers and any appointment that have not been commenced.
It is important that these Task Lists are regularly checked reviewed and any required actions are taken
There are 2 UDF’s configured at present
DBS capture
PDR capture
You can access the UDF's from :
Manager Dashboard
Employee Search HR Dashboard
User Defined Data (left hand menu)
Click Add on this screen and select a UDF type of DBS/Performance & Development Review
Additional resources - Devolved HR user guide and XD assist, Intranet Page