myview employee user guide - bexley.gov.uk · you may get a “security alert” message box,...

MyView User Guide

Author: HR Business Centre December 2011 C:\Documents and Settings\pwwhite\Local Settings\Temporary Internet Files\MyView user guide- Version 7.doc of 25


Introduction The implementation of the self service module of the current HR system which is known as “MyView” commenced in September 2007. This new initiative will help us to achieve our Bexley First and VFM objectives, by bringing efficiencies to the current process. MyView enables employees to view and update HR information, via either the intranet (BexWeb) or the Internet . For Applicants, the product allows them to :

• View available jobs • Search for jobs matching specific criteria • View job descriptions • Submit applications

For Employees, the product will allow them to :

• View pay details • View/Update limited personal data • Book training and holidays • View absence history • Submit individual regular timesheets and claims

For Managers/Supervisors, the product will allow them to : • View key personal data for their staff • View their teams current post details • View historical details on grade, service conditions, work pattern, hours etc • Monitor attendance • Submit overtime/additional hours on-line • Input sickness dates and reasons on-line • View and input results of appraisals • Authorise training & holiday

For HR users, the product will allow them to :

• Authorise on-line claims • Publish vacancies and job descriptions


Contents

Page Item 4 How to Access MyView 6 Logging on for the first time 8 Summary of information you can access 12 Viewing your Personal data 14 Amending your Personal data 17 Special considerations regarding bank account changes 19 Viewing payslips and P60s 21 Queries, links and logging out

How to Access MyView In order to access the program, you need to type the following address into your internet explorer address bar and then click on Go https://myview.bexley.gov.uk You may get a “security alert” message box, informing you that you are about to view pages over a secure connection, please click on OK. If , however, you get any other type of warning, please do not progress and contact the TOPS Systems team on ext 4052, otherwise you should then see the Bexley Self Service MyView welcome page as follows:

You can now add this location to your favourites for future use. Remember that you can use this same address to access the system at work, via BexWeb, or at home using your own PCs internet connection. Don’t forget to create a shortcut to this site on your desktop, for ease of use. (file/send/shortcut to desktop)


https://myview.bexley.gov.uk/

If you find that the text is outside of the boxes on your screen, when you access the site from your own PC at home, you may need to use an alternative browser. Steria have advised that “Mozilla Firefox” is a good alternative to Internet Explorer for this purpose. You can download this for free by going to http://www.mozilla.com/en-US/firefox If you need technical assistance at any time with using the MyView facility, please click on the " Email for Technical Help" link on the website and complete the e-mail. The TOPS systems team will respond within 2 working days. Alternatively if your query is urgent please telephone the team on the numbers shown.

Security Security of data is paramount to Bexley. The product uses industry standard web security, to provide you with the same levels of security that you would have with, for example, an on-line bank account. Bexley’s I.T supplier, Steria, and our internal audit department have been involved in the system set up, in order to ensure best practice. With any secure access you are, of course, responsible for ensuring that your username, password and security questions are known only to yourself and that any local prints taken of data are held in a secure environment or shredded. You should also ensure that you log off when you have finished and not leave your session open. Please also take a moment to check the Disclaimer message


Logging onto MyView for the first time You sign onto the system using your Employee No, which is shown on the top left hand corner of your payslip, as your username. Your Employee No is in the format ANNNNN, ie ignore the 2 digit group which is shown before it. Your secure system generated temporary password, which will have been e-mailed to you should be entered in the password box. It could look something like this TrY%Gg6$

NB- your system generated password and username are case sensitive, so please be sure to type it carefully, or cut and paste, to avoid typing errors If at any point you make a mistake you will get the following message:

Click on ”continue” and try again. You have 3 attempts to log in after which your account will be locked and you will need to telephone the TOPS systems team, who will take you through some additional security questions and then reset your log on and a new temporary password will be e-mailed to you. Once your username and password are accepted, you will be asked to enter answers to 3 security questions. One of these questions will be asked at random every time you log on in future, so make sure you will remember the answers you give and note that again these are case sensitive. Once you have answered these questions please click on “set my user questions” to continue


These questions have been set specifically to maximise security, in that they relate to personal information that is unlikely to be obtained by identity theft. Finally you will now have to choose a new password. Enter the temporary password e-mailed to you, in the “old password” box and then type your chosen password in the “new password” and “repeat” boxes. Your chosen password must be 8 characters long and must contain a mixture of alpha characters (both upper and lower case) and numbers.

Passwords will expire every 60 days, in accordance with good IT practice Once you have entered your temporary password and your new password , you should receive a confirmation message. If this is your first sign in you will be logged off and asked to re-enter


You are now logged into your own personal MyView record. What information can I access ? The product allows you to view and amend your personal details and view your payslips ,P60s and P11ds. You can submit claims for mileage, expenses and absence ( eg annual leave or special leave). Future developments include allowing staff and managers to book/authorise training and monitor the appraisal process. The initial screen, shown below, allows you to obtain help while in the system, access your own data pages or or link out to other useful sites on the Internet and/or Intranet


The control box…………….

This allows you to return to the home screen, view a full summary of your personal details, change your password ,update your profile and sign out of MyView. Simply click on the relevant actions View your details Clicking on these words will take you to the following screen. There are 2 tabs, Personal details and Appointment history. Click on the tab to select the screen you want to view.

Personal Details This shows basic personal details on the system and your contractual details for your main post. Not all fields will be complete, depending upon your contract of employment. Click on the “Close” button at the bottom right of the screen in order to return back to the main menu


The second tab of “appointment history”, doesn’t show personal details, but a history of your posts with Bexley and the detail for each selected post. You change the display by selecting the post you wish to review by clicking on the post number or description at the top. The current displayed post details are indicated by the bold arrow on the left.

Not all details will be complete depending upon your contract type. Clicking on the [ + } at the left of an item will display any history. For example, if you have changed your contratual hours within this post

Again click on the “close” at the bottom right of the screen to return to the main menu Change password


This will return you to the earlier screen and allows you to change your password for future log ons Update profile This will allow you to alter your 3 security questions for future log ons. Click on the set my user questions on the bottom right of the screen to commit your changes

The MyView Data page Clicking on this link will take you to a new page

You can then choose to view/amend your personal data screens, view your payslips/P60s /p11ds , submit a claim , book absence or e-mail the TOPS team with a payroll query


The Personal data screens

Clicking on the Personal Details option will take you to a set of 7 screens of personal data, available for amending/viewing as shown below. To enter your chosen screen simply click on the screen name


So, for example, if you wish to view or amend your home address, click on Contact Details. Each screen is listed below, along with details of the fields it contains, those that are NOT available to amend are highlighted Bank Details: Account Name, Account Type, Account Number, Building Society Number, Sort Code. Contact Details: Address (including Post Code), Home Telephone Number, Work Telephone Number, Mobile Telephone Number , email address. Doctor Details: Doctor’s Surname, Initials, Address (including postcode), Telephone Number. Equal Opportunities Details : Marital Status, Ethnic Origin, Nationality, Incapacity type, Registered Disabled, Sexual orientation, Religion, Country Of Birth. Next of Kin Details: Surname, Forename, Address (including Postcode), Telephone Number. Personal Details: Surname, Forename, Title, Other Forename(s), Known As, Previous Surname, Date of Birth, Gender, National Insurance Number, Passport Number. Emergency Contact: Surname, Forename, Address (including Post Code), Home Telephone Number, Mobile Telephone Number, Work Telephone Number.

Each screen works in a similar manner. When you initially enter a screen, you will be in “View Only” mode. In order to enter update mode, you need to click on the [edit these details] link on the right of the page. This will then change to read [back to view only mode]. Please note that clicking on this will switch the page back to its original read only view, so you can toggle between view and edit modes.


Amending your Details When you enter the “edit” mode, fields that you are able to amend will change to white backgrounds. Move your cursor to the data you wish to amend and overtype or delete and re-type.

Once you have made all the changes you want to, click on the [Submit] button, to write these changes to your permanent personal file. Please note that some fields on each screen are mandatory and if you try to submit a change without the required information, you will receive an error message indicating the fields you need to complete. Please note the use of the other buttons: [Back] - will take you back to the previous screen without submitting or saving any changes you may

have made. [Save] - will save your changes, but will not update the TOPS System. You can go back to these

changes at a later date, and either amend them further, and/or submit them to be authorised. We do not recommend use of this function Once you have submitted your changes, you will get a confirmation message:

If you are happy with the changes, please click OK, else click Cancel.


Once you have clicked OK, you will get a confirmation message to confirm that your amendments have been received. In the very rare instance that you are trying to make a change when a member of the HR team is using your record, you will receive an error message and requested to try again later.

Please then click on [Continue] and you will be returned to the main selection screen where you will be able to see the submissions you have made. For all changes except bank details, the submission will be shown in the Authorised area. Any changes to bank details will be shown in the submitted area, as these require further security validation by the TOPS team before application to your record.


Changes that you have submitted can be reviewed at any time by clicking on the form number.

As stated we do not recommend use of the “SAVE” function, but should you save a change it will be shown in an open area as below to indicate that it has not been actioned.

You will then be able to reopen the form by clicking on it and then submit it.


Special considerations in relation to changing bank details The sort code identifies your bank and branch, while your account number identifies your personal account. If you have a deposit account then please telephone the HR Business Centre on 020 8836 8061 If your bank and branch has not changed , you can simply overtype your account number. This should always be 8 digits long. As a security measure the system will ask you to confirm the old account number.


If you need to change your sort code, you can either overtype, if you know it, or ask the system to find the number for the name of a bank and branch by using the search facility

Click on the [Search] button to return the search screen and select the bank name you require from the drop down list


You can then click on the bank branch you require and this will take you back to your bank details screen. The screen will now show your new bank/building society details with the new sort code. If you get the message No matches found, please check the details you entered for the search. If they are correct, the sort code you are trying to use does not exist on the HR system’s database- this will be rare. Please click on [Close] then [back] to exit from your bank details. Please now email [email protected] and request that the missing sort code is created. Once you receive confirmation the sort code has been created, please then log back into MyView and amend your details. When you have changed all the fields required , click on submit to advise TOPS of your changes. Your form will show in the submitted list of changes until authorised by TOPS. Withdrawing a bank change While your change is in submitted and awaiting authorisation, you can, if you wish, withdraw the change by opening the form and clicking the withdraw button at the bottom of the form.

This will then return the form to your “ withdrawn” area and you can then choose to leave it there as a withdrawn change, or move to your open area from where you can then amend and re-submit.

mailto:[email protected]


Amending Your Equal Opportunities Details Details available to amend: Country of Birth, Nationality, Ethnic Origin, Marital Status, Sexual Orientation, Religion, Registered Disabled, Incapacity Type. Your selection for each field should be selected from the drop down list, apart from ‘Registered Disabled’, this field should be ticked if relevant. If the registered disabled indicator is ticked or you have an incapacity, please complete the incapacity type field. The Change Reason box should be used to add any additional data, but in particular with regards to incapacity. It should be used to communicate any special requirements that you have in order that we can make appropriate arrangements/adaptations.

Viewing your payslips /P60s/P11d


Clicking on the payslips/P60s option will take you to a list of all available forms. Payslips from April 2007 (period 01) and P60s from 2004 onwards have initially been published.

Click on the period or paydate to display the on-line version of your payslip for that period.

Click on the “view” button to display the on-line version of your p60 for the relevant year.

It is possible to print payslips should you need a copy to support any financial transaction by clicking on “print” at the bottom right of the screen. REMEMBER THAT THESE ARE YOUR CONFIDENTIAL DETAILS SO BE SURE YOU ARE SENDING TO A SECURE PRINTER


Bexley First information You can use this option to view your allocated way of working and any assets that have been registered to you

Click here and you will shown a set of 3 screens

Click on post holding to display a list of your current posts

Then click Edit against the relevant post and a window will open showing your way of working and room number. Click close to exit this window. DO NOT TRY TO AMEND


If you want to see the assets that are allocated to you click the assets option and a list will be displayed . Please note that the allocated date is set as 30/11/11 because this is when the data was loaded to the HR system from the Steria database. You cannot alter this information if you try and do so you will cause a fatal system error and will be logged out of MyView. If you think the information is wrong please e-mail HREnquiries and the HR service will liaise with Steria

Click close to exit the Bexley first information area


Employee forms/surveys This area currently contains the leavers survey for staff who have resigned from Bexley. It will be expanded to replace other paper forms currently in use during 2012


The payroll query option If you have a query about your pay, you can click on this link in order to open an e-mail to the TOPS payroll query mailbox. E-mails are answered within 5 working days so this should not be used for urgent issues.

The useful links option Clicking on this option will take you so a list of internal and external web sites which contain information which may be of interest to you, such as HR policies/forms and Tax/Pension sites.

Logging out of MyView When you have finished viewing your information, please sign out by clicking on the sign out words to the right of the control panel

Logging onto MyView Again Following initial set up, you will simply need to enter your user name, personal passsword and answer one of your security questions each time you log in

We hope that you have found this quide useful, if you have any comments or suggestions to improve it’s usability then please e-mail “TOPS System Team”
