Are you ready for Staff Infobase?
20 May 2009
The new staff self-service tool for managing staff records is due to be launched on 1 June 2009. Users will then be able to access Staff Infobase via the staff homepage.
Listed below are some of the functions and assistance available in Staff Infobase.
Job Vacancies
Staff Infobase allows users to view job vacancies within the system, which can then be saved to your job basket much like online shopping. Users can attach an application form/equal opportunity monitoring form to their account and apply directly through Staff Infobase. There will still be the facility to apply through hard copies for those who prefer to do so.
Development Information and Learning Management
The Learning Management function allows users to view staff development dates, book available places and view their learning history. Development information can be viewed by all members of staff - there is the option to register on a waiting list for future dates, or even to indicate possible interest. Users can also include details of external learning activities - useful when updating your CV information.
The Centre for Staff Development, Learning and Development Unit and the Health and Safety Unit will still be available to take booking requests for development sessions as usual.
Additional Features
Staff Infobase also features the following functionality:
- View, amend and add personal information and contacts
- View your online payslip (and print off if required)
- Update your bank details
- Enter your overtime
- Apply for an annual travel season ticket or bike loan
- Book special leave such as flexi, domestic leave, exam leave (subject to approval by your line manager)
- Close your sickness record
- Receive a ‘welcome back’ after a period of sickness absence
- View your asset checklist i.e. LJMU property such as laptops, phones etc.
As a manager or supervisor you can:
- Enter information into asset checklist
- Enter outstanding annual leave for their staff who are leaving the University
- Approve/reject requests made by an employee including their overtime
- Change an employee’s location and manager
Overtime
From 1 June staff are required to enter their overtime in Staff Infobase (excect for staff in Property Services). Their line manager must either approve or reject the overtime request. If the manager does not action the overtime submission, after 7 days, the request will be escalated to their manager, this will continue to happen until the request is actioned.
If a manager is going on holiday, they can set up vacation rules which will allow another manager to deal with the request in his/her absence.
Online Tutorials
There are online tutorials available to all staff, covering all aspects of Staff Infobase.
At the top right of the tutorial screen you can see four modes to review the help topic.
- See It - shows you the process
- Try It - navigate you through the process
- Know It - tests your knowledge of the topic, which won’t be necessary
- Do It - tells you what to do but you take full control in the live system
Until Staff Infobase is launched, users will be able to use ’See It’ and ’Try it’ modes in order to train and familiarise themselves with the system.
Once the system goes live users can access the ’Do It’ mode to add and amend Staff Infobase data.
If help is required individuals can contact the Self Service Expert Users (SSEUs) in their area for assistance.
Support Arrangements
The HCM System Support Team (HSST) will be available from 1 June to assist staff regarding Staff Infobase queries and problems. Users should ring the help desk on 3392 or alternatively complete a Service Desk Express request form which will be available on the Staff Infobase website.
Further support can be found under the FAQ’s section of the Staff Infobase website.
Access to Staff Infobase
From 1 June staff can access Staff Infobase via the link on the main staff LJMU website. Users will be required to re-authenticate when they access Staff Infobase whether for iRecruitment, self-service or professional forms purposes by using the same username and password as when they initially logged onto the LJMU system.
Tasks for You
During the first week that Staff Infobase is available (week commencing 1 June) you should log in and check your personal details and bank details. As the information has come from S3 and the former payroll system, we are confident that the information will be correct but it is always best to check.
If you have been off sick between 7 to 29 May 2009 you must log into Staff Infobase to close out your sickness record(s).
