People Manager (Manager Self Service) provides line managers with ready access to each of their employee’s records enabling on-line approval of annual leave and employee data at their fingertips.
As a People Manager user, you will only have access to the information related to employees who report to you. This information includes some sensitive details and it is important that you use it responsibly to ensure that the security of your employees' details are maintained.
You can login via the iTrent link on inbeds by selecting iTrent People Manager as highlighted below or you can login to People Manager here. If required select Electric People Manager.
Once you have logged in, the following screen will be displayed.
Note:
On the right panel there are a number of sections. The following table shows maps out what is available to you access within iTrent.
Clicking on the People section will display a list of the people you line manage. When you click on an employee’s name it will display this personal information summary screen shown
To access details of anyone who reports to one of your direct reports, use the surname search field.
Run a blank search to return all employee reporting to any of your direct reports.
Clicking on the “View Full Calendar” will allow you to view all absences and their authorisation status ( a key is also available)- more detail can be viewed by hovering your mouse on each box.
My People – Personal Information
Select an employee from the left-hand panel to display the Person information links shown below then click on any of these buttons to display the relevant information.
My People – Employment Information
Select an employee from the left-hand panel to display Position information folder links as shown below then click on any of these links to display the relevant information.
The “Effective date” date defaults to the current date. This can be changed to view information at a new date.
Select an employee from the left-hand to display Holiday absence folder links as shown below. Click on any of these links to display the relevant information.
Holiday entitlement summary:
Provides a summary of annual leave booked and any outstanding balance. The screen defaults to the current leave year.
Select the previous or next leave year via the Holiday Period Dates drop-down.
Navigate between employees, within the same screen, by clicking on a different name in the left-hand panel.
Navigate between Holiday Absence Screens, by using the Menu option.
To navigate to a different Section, click on the iTrent logo button.
Enables you to view your teams training records (Course List) as well as or their Membership & Qualification details (Qualifications)
Select Management Reports from the right-hand menu.
To access Absence Reports, click on the solid Absence Reports button, followed by the blue outlined Absence Reports button.
To access People Reports, click on the solid My People Reports button, followed by the peach outlined People Reports button.
Select the report you want to run from the left-hand panel and update the parameters on the main screen. In the example below the report will show sickness absences for the whole team over a one year period.
Then click Run at the bottom of the screen. The following message will appear.
Once the report has finished, get back to report page by clicking on the header (in the above example "Absence History - People"), then on Download Report to access it.
Things to note:
People Reports
Absence Reports
If you will be absent for a significant period, iTrent allows you to redirect your tasks to another nominated Manager. The person your tasks are redirected to is required to have a People Manager User profile. Once a redirection is in place, relevant tasks and auto-generated emails will be sent straight to the nominated Manager - it is good practise to let your direct line reporting employees know of this change.
Task Redirection does not include sickness absence entry. This should be input by yourself or your own line manager.
Click on the Task redirection section and enter a start and end date for the redirection. Do not leave a redirection open-ended.
Select the redirection type ( Redirect all or task processes)
Select the nominated Manager to redirect your tasks to. You will need to know their username (please pay attention when are two similar records). You can check names and email address via the Outlook global address list.
The person you redirect your tasks to must have a People Manager profile in order to action any tasks.
Click Save.
Note: Setting up a redirect will not transfer any pre-existing tasks to the Nominated Manager. They can be redirected via the To Do List in the Home screen.
The My to do list / Processes page shows any tasks that require action or any reports that you have set to process.
Leave Requests
When a member of staff submits an annual leave request via Employee Self Service (ESS), the line manager will receive an email notification.
You can access People Manager via the link in the email or via the traditional login methods.
To view and or process (authorise/reject) the request, click on the ‘My to do list’ tile.
Ensure the employee has a sufficient leave balance and check on the 'Out of Office' tile that there isn't a leave conflict with other team member's absences. Please note that the system does not pro-rata leave for fixed term contracts that end before 31st August. Please email trent@beds.ac.uk for the pro-rata leave entitlement calculation for these staff.
To action the leave click on requires authorisation and this will display the full details of the holiday request. Select authorised or not authorised and then Save. It is possible to view the individual’s holiday balances by clicking on + holiday balances.
You can approve leave from the initial screen by ticking the box against the request and selecting Actions and Authorise. If there are multiple leave requests you can click on Select All and approve them all at once.
The employee will receive an email to advise whether their holiday has been authorised or not. They will also be able to view the status of their annual leave requests within ESS.
This screen should be used to check office cover before approving leave requests as it displays details of any of your team who are absent on that day. Click to access a full team absence calendar. This includes any absence (holiday, sickness, attending courses etc ) that are recorded on iTrent.
Use Ctr+click to select multiple employee records and use the <….> options to change the range.
Navigate between Holiday Absence screens, by using the Menu/ Less icon.
To navigate to a different Section via the home screen, click on the iTrent logo button.
If you have any observations or suggestions then please do provide your feedback to the People & Culture Systems team via trent@beds.ac.uk