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The University of Southampton
Human ResourcesAnnouncements

Time Management: Changes to Absence recording in MyHR

Published: 7 September 2016

From 18 October 2016, the 3 existing absence modules within MyHR Dashboard will be replaced with a single ‘Time Management’ module where staff can submit and edit sickness, holiday and other absence in one place.

What is happening?

From 18 October 2016, the 3 existing absence modules within MyHR Dashboard will be replaced with a single ‘Time Management’ module where staff can submit and edit sickness, holiday and other absence in one place.

Why?

The new ‘Time Management’ module will introduce the following benefits:

Sustainability

There will be one module for all staff to book all absences within MyHR Dashboard. This will replace the 3 existing absence modules in MyHR which will shortly be un-supported by our software provider.

Collegiality

We will have one consistent method for employees and managers, while maintaining the flexibility to cater for local departmental/faculty absence recording arrangements.

Employees will be able to record all absence types (holiday, sickness & other absence) and have them approved by their line manager.

Managers will still have the option to enter the absence for their staff or delegate responsibility to a suitable colleague.

Accuracy

Holiday entitlements currently only show in MyHR for an employee’s main post. Time Management will allow staff with multiple contracts to book holiday and see their entitlement for each active contract.

Simplicity

The entitlement calculation for holidays for all types of staff will be simpler and more transparent.

What does this mean for me?

All staff

As well as booking holiday, you will be able to record your own sickness and other absence.

As well as approving holiday, line managers will approve sickness and other absence entered by their staff (or delegate for others to approve).

Part time staff or full time staff on an irregular work pattern:

You will continue to receive your holiday entitlement in ‘hours’, but your entitlement will look greater as it will include your entitlement to bank holidays and closure days.

Following the update, you will be responsible for booking holiday on bank holidays and closure days which fall on your normal working days.

When will these changes be happening?

4pm on Friday 30 September

• The current holiday module will be made ‘view only’ in MyHR.

• This means that, between 4pm Friday 30th September and Monday 17th October you will not be able to request any holiday.

4pm on Thursday 13 October

• Sickness and Other Absence will be made ‘view only’ to managers in MyHR (employees will retain ‘view only’ access also)

• This means that, between 4pm Thursday 13th October and Monday 17th October, you will not be able to record any new Sickness or Other Absence records in MyHR.

• Managers will have until this time to approve holiday requests made from the current holiday module.

Tuesday 18 October

You will be able to:

• View your new Holiday entitlement for 16/17 (note: this will be different to previous years if you receive your entitlement in hours)

• View approved holiday bookings in the 16/17 leave year

• View all existing and historic sickness and other absence data

• Make any new bookings for holiday, sickness and other absence to be approved by your line manager

• Request Carry Over leave (note: this facility will be available to employees until Friday 11th November. Any approved carry over leave will not be added to new 16/17 entitlement until 1st December)

• Line managers will be able to set up new delegation rules for time management

• Managers will again have the option to input all absence types on behalf of their staff

 

What do I need to do?

• Be aware that holiday requests cannot be made in MyHR between 4pm on Friday 30 September and Monday 17 October inclusive

• Be aware that sickness and other absence cannot be entered in MyHR between 4pm on Thursday 13 October and Monday 17 October inclusive

• After go live, if a line manager has delegation rules set up for the existing absence modules or approval of holiday, you will need to set these up again in the new Time Management module

 

I’ve got some questions…

• Look out for updates on the MyHR Dashboard Homepage and in the current absence modules in MyHR

• Check the HR Knowledge Base Articles on ServiceNow or HR Web Pages

• Contact Ask HR, askhr@soton.ac.uk, phone ext 27547 (“ASKHR” on your phone keypad)

• You will be able to attend ‘Time Management’ briefings which will be held throughout October and November. Dates for these will be published shortly

• A full online support guide will be available to all users in MyHR Dashboard from the 18 October

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