People Manager - Manager's Self Service

Managers will be able to access People Manager on the council's homepage, or managers will receive email notification of their user name and password, along with a link to the system.

Guidance is available in the guides on how to bookmark the URL to individuals own devices.

Managers will have the same user name / password for myHR/People manager, so if change your password for myHR first, this will be your password for People manager, or vice versa.

Managers will be expected to complete the People Manager module on the council's My Learning platform in advance of accessing the system.

On My Toolkit, and within People Manager, managers will find links to guides to help them to navigate the system.

Managers on People Manager will be expected to record and end sickness absence; authorise annual leave, other leave and approve mileage; expenses and overtime claims. Also, within Occupancy Maintenance extend Fixed Term contracts only.

Managers will only see their immediate direct reports. If your direct reports have staff, then you will be able to search the system to see their direct reports 

Yes - this remains an HR role.

No, HR21 will no longer be accessible from 6 December and no document details were transferred. Managers will have to check all documents and record these in People manager before an employee can claim business mileage. Employees will be required to add their vehicle to the system.

This is a future development.

Managers will only be able to access their own posts.

From Monday 11 January 2021 the expectation is that managers will record the following in People Manager:

• all new absences;
• changes to expected end date of absence are updated; and
• end absences

Managers are expected to record the absence and put in an expected return to work date following each interaction with staff.

Example:

On 1 December, Iain Reid phones in sick with an upset stomach and indicates he will return to work the following day. The manager will log the sickness, as more than one day starting on the 1 December and Expected End Date of the 1 December. If Iain Reid returns to work, the manager will enter the 1 December in the End Date. However, if Iain Reid indicates that he will be off until 3 December, the manager will update the Expected End Date.

No self-certificates should not be attached or saved on to the system. Self-certificates should be held in staff folders.

No, the system does not inform the manager what stage in the absence process the individual is on. The system will send out long term triggers, via email, to managers. Managers will continue to receive spreadsheet notification for short term triggers, along with a spreadsheet asking what action has been taken in all sickness absence cases.

It is very unlikely that this would happen as each sickness absence should be reviewed before entering details as you to choose the correct sickness period. You would already see an Absence start date and realise that is not the start date of the current absence. 

Contract Payroll immediately and let them know what has happened.

Yes - the absence codes have not changed.

No. Managers cannot delegate or transfer the recording of sickness absence. This will have to be undertaken by the managers, line manager.

Managers can transfer the notification of tasks (e.g. authorisation of other leave; expenses; etc..) to another manager at their level or above.

There is no change to current arrangements, so spreadsheets will continue to be issued from HR for managers to record the actions taking.

Return to work interviews are not being completed on the system, so current arrangements should continue.

Yes, managers will receive email notification of a request. The request will be in your 'To Do List' as well. Once, a manager has reviewed the requested, whether it is authorised or not authorised the employee will be notified and the manager will receive a confirmation email.

No.

No ADRs have not to be attached or saved to the system. ADRs should continue to be saved in local folders.

In this instance, a manager should complete a Contractual Change form and submit to HR for processing.

HR will update the system with the information supplied by services. Managers will be expected to review the system and ensure that the correct information is held for all their employees and manage this going forward, with the system prompts.

Managers will be sent an email notification from the system at 90; 60 and 30 days of when a contract is due to expiry.

Manager can only delegate to other managers, who have access to the People Manager system.

Managers can activate their own out of office from home using their own device to access the system. If this is not possible then the line manager will need to contact the HR Systems Team for assistance at MyHR@westlothian.gov.uk

If a manager is on leave, their line manager will have to recorded their staff's sickness absence.

The redirection process should be completed by manager, particularly as managers will have access from home. If this is not possible, then the HR Systems team will be able to assist by redirecting the requests to another manager.  

No, the tasks cannot be delegated to the Admin Team as they will not have access to People Manager.

No.

The automated emails will be sent to managers when they are required to review an employee's request.