CONTENTS

INTRODUCTION AND NAVIGATION ................................................................................ 2

Access to the HRMIS ..................................................................................................... 2 System Availability ......................................................................................................... 2

Login to the HRMIS ....................................................................................................... 2 User ID ........................................................................................................................ 2 Password Policy .......................................................................................................... 3 Forgot your password .................................................................................................. 3

My Page ........................................................................................................................ 4

My Page Self Service - Personal Information .............................................................. 5 My Timesheets (Public Servants) .................................................................................. 6 Electronic Payment Summary ....................................................................................... 7 Payslip ........................................................................................................................... 7

Worklist .......................................................................................................................... 8 My Notifications ............................................................................................................. 9 My Page External Links - HRMIS Home page ............................................................... 9

Forms ........................................................................................................................ 10

HRMIS Search Function .............................................................................................. 11 Favourites within the HRMIS ....................................................................................... 11 To Add the HRMIS Sign On screen to the Internet Explorer Favourites List ............... 12

Opening New Windows Within HRMIS ........................................................................ 13 How to search by Name .............................................................................................. 14

ID Numbers and Employee Record Numbers .............................................................. 14 Adding and Deleting Rows .......................................................................................... 15 Defining fields within a Page ........................................................................................ 16

Refining a Search using the Look Up Button ............................................................... 17

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SECTION 1

INTRODUCTION AND NAVIGATION

Access to the HRMIS

All Departmental employees are able to access the Human Resources Management Information System (HRMIS) to view and/or update their personal details.

HRMIS can be accessed from within the network (internal access) and from anywhere in the world, via HRMIS external access.

System Availability

HRMIS is now available at all times except when essential pay processing is in progress. Generally this will take place every weeknight from 12.00 am to 4.00 am (WST) with additional processing taking place every second weekend prior to pay day. If HRMIS is not available a message will be displayed on the sign on screen.

Please note that: The scheduled maintenance window for Department of Education online services occurs each Thursday between 7.00pm and 4.00am (WST) the next morning, so HRMIS may not be accessible during this time.

Login to the HRMIS

HRMIS v9 is fully web-enabled. To start the HRMIS application, double click on the HRMIS link, which can be found on the left hand side of the Department‟s Intranet page http://intranet.det.wa.edu.au/home/. The HRMIS Sign-on Page appears and must be completed to enable access to the online system. Complete the Sign-On Page by entering your User ID and Password and click on the Sign In button. Characters entered in a security-protected field, such as Password, always appear as asterisks. The HRMIS online system will validate the User ID and Password.

User ID

The User ID consists of 8 characters and is made up of E followed by the employee ID number. Employee ID in HRMIS consists of 7 digits. Where an employee ID originally contained 6 digits, a 0 in front of it is required.

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Password Policy

Passwords must be a minimum of six characters, must include at least three different characters (numbers, lowercase, uppercase, etc). Passwords cannot be repeated within 20 changes. Password policy and information can be found here - Information and Communication Technologies Security Policy and Procedures.

Forgot your password

If you have forgotten your password, you can click on the next to the Password Entry box on the HRMIS sign in page. Simply follow the prompts.

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Further Instructions can be found on page 2 of the “ICT, Forgot your password help.pdf”

My Page

HRMIS opens automatically to the My Page tab displaying a menu structure and hyperlinks.

Hyperlinks: Hyperlinks are direct connections which take a user to a specific page (blue print). The cursor will change to a small hand when passed over a hyperlink.

Hyperlinks

On-line training tool assistance

Sign Out

Leave Balances

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Search Menu – The Search Menu can be activated by clicking on the search box at the top of the page. As an example, if the User is searching for their payslip,

simply type Payslip into the search field and click the or select Enter. All the Payslip related topics will display. The user can then select the appropriate hyperlink to proceed further.

My Page Self Service - Personal Information

Click on the Personal Information Summary hyperlink to view a breakdown of personal information details.

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Selecting the Personal Information Summary hyperlink enables the user to review the personal information details or select one of the alternative hyperlinks to edit Addresses, Phone Numbers, Emergency Contacts, E-mail, Name Change and Employee Diversity Information.

The user is able to Expand or Collapse the Information Summary by clicking on

the hyperlinks.

My Timesheets (Public Servants)

Select the My Timesheets hyperlink to add or update the data in the Timesheet. The Timesheet functionality permits employees to use the HRMIS to track the sign on / off times, and the accrual and clearance of flexitime.

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Electronic Payment Summary

Employees are able to view and print their Payment Summary.

Select the Electronic Payment Summary hyperlink to view past Payment Summaries.

The user may also change their preference as to how they wish to receive their Payment Summary each financial year. E.g. Mail or On-line

Payslip

Employees can view and print off their payslips. Employees will receive on payslip for each job (record number) in which they are working within the Department.

The My Page tab also displays the employee‟s latest two payslips.

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Select the hyperlink to view the salary amounts. Clicking on the displayed date hyperlink will open the relevant payslip, which can then be printed

off as required. To view other payslips, the user will need to select the hyperlink.

Worklist

If the employee is a Manager, the Worklist will display in the My Page tab, as

shown below. The Manager will need to select the hyperlink to open and process the worklist item.

Employees who are not Managers and have no staff reporting to them, will not have a Worklist display in the My Page tab.

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My Notifications

When a HRMIS Newsletter is published, it will be available in the My Notifications box for about a fortnight.

My Notifications will also be where alerts for HRMIS outages will be advised.

The Newsletter will not be available via the News Portal at the end of the fortnight; however it will be accessible through the Newsletter hyperlink in the HRMIS Home Page.

My Page External Links - HRMIS Home page

Select the hyperlink in the My Page tab to access the HRMIS Home web page in a new window.

This web page provides useful information, manuals, newsletters and contact details for HRMIS support.

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Forms

Click on CBS Home hyperlink in the My Page tab to access the Corporate Business Services Home page. This page contains various links enabling the user to access Forms, Guides, Feedback and Contacts information.

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HRMIS Search Function

The Search Function allows a user to type information about a specific page i.e. type in „Absence‟ and be taken to a Search Results page with relevant links. Clicking on the displayed link will take the user to the appropriate page.

The Search field will default by clicking on the „arrow‟ next to the search box.

Search Results will be listed that match the Search Criteria.

Favourites within the HRMIS

Favourites allow the user to bookmark frequently used pages. The user can add a page to the Favourites folder (within the HRMIS) for quick access without navigating through various menus.

Navigate to desired page and click on Favourites within the Menu.

Then select „Add to Favourites‟.

User is now able to add a unique description for this Favourite.

Click the button to leave as is.

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The Favourite now appears in the Menu

To Add the HRMIS Sign On screen to the Internet Explorer Favourites List

Ensure the log-on screen is displayed.

Click on Favourites in the Internet Explorer menu bar at the top of the screen.

Select „Add to Favourites‟. The Add a Favourite page will display and you can enter your own name for the webpage or leave the defaulted name.

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NOTE: Pages listed within this Favourites menu are specific to the User’s workstation and not the User ID (Log-on)

Opening New Windows Within HRMIS

A New Window hyperlink can be found at the top right hand corner of screens that require data input. Clicking this link will open a new browser window (child window), with the menu navigation of the user‟s current position. From this point the user can open a new transaction to view or enter new data. Any number of child windows can be opened as necessary, however certain browsers do not support multiple browser windows using the New Window link.

Using New Window must be managed with care. Some of the things to note when using New Window are:

Before opening a new window, the user must save any changes made in the current window. The user may lose the unsaved changes if the session times out whilst working in a new window.

All sessions will timeout after 20 minutes if they remain unused. This includes any new windows. This means the expired window is no longer useable and any unsaved changes will be lost. Close this window using the browser button.

Do not use the Return to HRMIS Sign-in link on the expired page. Doing so will cancel the entire session in all open windows.

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How to search by Name

Most name fields require the user to enter data in a specific way. Users are requested to use the Name field rather than the Last Name field. The naming format for the HRMIS is:

LastName,FirstName Initial

Note: There is no space between the comma after the last name and the first name. The naming format is not case sensitive.

ID Numbers and Employee Record Numbers

Employees have one ID number and multiple Employee Record Numbers (Empl Rcd Nbr) if they have more than one position.

The Primary Job will have an Empl Rcd Nbr of 0. Any concurrent positions will have the same ID number, with Empl Rcd Nbrs of 1 onwards for each separate job. When viewing the online Payslip, users need to make sure they have the correct Empl Rcd Nbr for the position enquiry.

In some panels Employment Status will be visible. An employee status of Active indicates the employee is currently working in that position. Where an employee is acting in another position, the status of the substantive position will be Suspended. If a specific position has been terminated the status for that position will be Terminated.

To access the information for a specific position clicking on the hyperlink for the position will take the user into the required component.

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Adding and Deleting Rows

At times it may be necessary to add or delete rows within specific fields. In this example you can add additional email addresses by clicking on the

button or delete an email address by clicking on the

button at the end of the row.

If multiple email addresses are recorded, then one of the addresses must be marked as the preferred one.

When deleting a row, the system will ask for confirmation of the action, before the deletion is complete.

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Defining fields within a Page

Pages provide a graphic window of data. They are used to view, enter, and update data.

Text A display only field with a maximum length of 30 characters, to describe a page, field, or group of fields.

Drop down Box Rectangular boxes in which the user enters data. Edit boxes

for fields with prompt tables have a prompt button

Check Box Small square boxes operating as toggle switches for data fields that have one of two values - typically indicates Yes or No.

Radio Button Small round buttons , each represents one option. Only one radio button in a group can be turned on at any one time.

Look Up Button Click on the button to display a list of valid values or to refine the search for value.

Drop Down Box

Calendar look up

Checkbox

Text Field

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Calendar When entering information in a date field, the user can select

the date prompt button to assist with selecting a date.

Other types of format include: Dates, Post Codes, Phone numbers.

It is generally required that only the characters be typed allowing the system to insert the appropriate dashes and slashes. For dates, enter the standard six digit date format, such as „mmddyy‟ (include any zeros) and the system will automatically change the display to show a four digit year, where required.

Refining a Search using the Look Up Button

By clicking on the button by a text field you can access the search facility for that field for predefined values.

The Look Up page will display for the field selected.

Clicking on the button without entering any data will display a list of all available values. This should be used with caution as it may return 100‟s of values.

If information is entered in the blank text field, e.g. begins with G, the list will only display countries starting with the letter G, from which you can select a hyperlink to populate the field.

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This shows the number of results returned by

the search.