uk sbs connect training user reference guide sbs connect user re… · 1.1 introduction uk sbs...

UK SBS Connect Training

User Reference Guide (Insolvency Service)

UK SBS Connect

Oracle Training (BOE)

Reference Guide INSS

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Contents

1 UK SBS Connect Overview ................................................................................................. 3

1.1 Introduction ......................................................................................................................... 3

1.2 Managing Your Data ........................................................................................................... 3

2 Getting started ...................................................................................................................... 4

2.1 Logging in to UK SBS Connect .......................................................................................... 4

3 Navigating UK SBS Connect ............................................................................................... 5

3.1 The Home Page ................................................................................................................. 5

3.1.1 Navigation icons .......................................................................................................... 5

3.1.2 My Profile .................................................................................................................... 6

3.1.3 My Contact Details ...................................................................................................... 8

3.1.4 My Payslips ................................................................................................................. 8

3.1.5 My P60s .................................................................................................................... 10

3.1.6 My Team ................................................................................................................... 11

3.1.7 My Oracle Homepage ............................................................................................... 15

3.1.8 My Leave ................................................................................................................... 16

3.1.9 Support Links ............................................................................................................ 17

3.1.10 Feedback ................................................................................................................... 18

3.2 Personal Details ............................................................................................................... 19

3.2.1 My Profile .................................................................................................................. 19

3.2.2 My Addresses ............................................................................................................ 20

3.2.3 My Phone Numbers ................................................................................................... 23

3.2.4 My Employment ......................................................................................................... 24

3.2.5 My Emergency Contacts ........................................................................................... 25

3.2.6 My Salary Bank Details ............................................................................................. 27

3.2.7 Diversity Details ......................................................................................................... 28

3.2.8 Disability Details ........................................................................................................ 30

Legend

Action Note: This is to draw your attention to an action you MUST take in order to effectively use the system.

Learning Note: This is to draw your attention to useful additional information that you may find interesting.

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Caution Note: This is to give you forewarning about an action that is NOT advisable or may have consequences that could impact on your effective use of the system.

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1 UK SBS Connect Overview 1.1 Introduction UK SBS Connect is an interface that provides access from a PC to self-service functions in Oracle. At present, UK SBS Connect offers a selection of HR self-service functions, but in time this will be developed to cover other self-service features. UK SBS Connect is not a replacement for Oracle, in fact Oracle self-service can be accessed as currently via the Oracle main menu, but is intended to be a quicker and more flexible means to access these services. There is a single sign-on for Oracle BOE and for UK SBS Connect, meaning that you will still use your current Oracle ID and password. Functionality currently enabled in UK SBS Connect includes:

Personal Information Address and Phone Details Emergency Contacts Payslip and P60 visibility Payroll Bank Account Diversity Information Disability Information My Team

There are also options to connect to the Oracle main menu, UK SBS help pages and support tools.

1.2 Managing Your Data UK SBS respects your privacy and we want you to know exactly how your personal data is collected and used. As part of our commitment to protecting your data, you can be confident:

• We will keep your data safe

• Your data will not be sold onwards

• We will only share your data where there is a legitimate service requirement to do so, or where you have provided us with explicit consent

For further information on how UK SBS will use and manage your personal data, click on the

link.

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2 Getting started 2.1 Logging in to UK SBS Connect

1. Please use the URL that has been provided via email, the icon on your desktop or via the links on the Bridge support pages.

Learning Note: You can open this URL in any browser and it is expected to work in Internet Explorer, Chrome and Microsoft Edge (if used). If you try to use Firefox, a message will be displayed stating that ‘Firefox is not a supported browser of UK SBS Connect’. After 30 minutes of inactivity you will receive a warning that your session will time out, and if you don’t respond within 10 seconds you will be logged out of UK SBS Connect. Also, to view updated/save details, refresh the page to confirm it has been saved.

2. After clicking on the link, you will be directed to the Login page:

3. Enter your normal Oracle user name and password, then click on Login

Caution Note: If you have forgotten your password, click on the forgot password link and follow the process as outlined in the guidance on the link below: https://www.uksbs.co.uk/Bridge/Pages/Access.aspx

https://www.uksbs.co.uk/Bridge/Pages/Access.aspx

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3 Navigating UK SBS Connect 3.1 The Home Page

Learning Note: The Home Page is ‘responsive’ which means that it can adapt the layout of the tiles depending on the monitor or device you are using. On smaller or lower resolution screens it will show less tiles than the PC view.

3.1.1 Navigation icons

1. On the top left-hand side of the Home Page there are 3 navigation options

2. Selecting the house icon will always take you to your homepage view (the page currently being shown). There is a hover message to advise this.

3. Selecting the head and shoulders icon will take you to the Personal Details screen where more tiles are displayed, some of which can be updated (see section 3.2)

4. Selecting the square with an arrow icon will log you out of Connect (and Oracle). There is a hover message to advise this.

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5. Selecting the 3 lines with an arrow icon opens an additional menu that includes links to the Main Oracle Home Page as well as some direct links to specific Oracle functions.

Caution Note: Links back to Oracle are available on Internet Explorer and Chrome. A new window will open once a link back to Oracle is selected.

Learning Note: Every time you use the Save button after making a change you will see a Successfully Updated message.

3.1.2 My Profile

1. This tile contains basic information about you.

Learning Note: The circle or part-circle around your initials shows the degree of completion for some key data; this is currently set to show completion of diversity data.

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Learning Note: ‘Latest Start Date’ reflects the start date of your current period of employment with your current organisation. It is not an indication of your length of service.

2. Selecting the pencil icon at the bottom of the front facing tile will take you into edit mode (see section 3.2)

3. Clicking on the Eye icon the tile flips to show additional data

Learning Note: If there are active assignments, only the Line Manager of your primary assignment will be displayed.

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4. Selecting the Back function will return you to the front page of the tile.

3.1.3 My Contact Details 1. This tile displays your work e-mail address, work mobile number, work desk phone and

work location. There are hover messages for Work Mobile Number and Work Telephone Number, for example;

2. The pencil icon at the bottom of the front facing tile will take you into edit mode (see section 3.2)

Caution Note: Your work email address cannot be amended via UK SBS Connect or Oracle Self Service. If this information is incorrect, you will need to raise a service request for UK SBS to make the necessary corrections.

3.1.4 My Payslips 1. This tile allows you to access your payslips.

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2. The most recent are listed on the tile. Select the payslip you wish to view and click on it. You can also download or print it.

3. You can select the View All function to find older payslips.

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3.1.5 My P60s 1. This tile allows you to access your P60s.

2. The most recent are listed on the tile. Select the P60 you wish to view and click on it. You can also download or print it.

3. You can select the View All function to find older P60s.

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3.1.6 My Team 1. This section shows your team members

2. The Radio Dots will be displayed if there are additional team members to view.

3. By selecting the View My Team function, you will be able to see additional information about your team, including your Line Manager and any Direct Reports.

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4. By hovering over one of the team members, you can see additional information about them. For example;

5. If you select View Profile you will be able to see additional information, for example;

6. On this screen there is access to information about the rules for changing details, as displayed below;

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Learning Note: Further documentation of these processes is available on the UK SBS Bridge website (accessible via the Support Links tile on the UK SBS Connect homepage)

7. If you are a Manager, you can also go to the Manager box;

8. By hovering over it you will see the following;

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9. Selecting this opens a new screen which you can use to move the employee to a new line manager within your organisation

Action Note: If the employees cost centre has changed you need to raise a service request to change this – it is not automatic

Learning Note: If the employee being moved is a line manager in their own right, then their employees will remain as their reports; the line manager themselves will need to resolve this (This feature will be extended in the future to enable reports of moved managers to be handled more flexibly)

Learning Note: You can backward date a change, but only as far back as the latest change of role

Learning Note: You can forward date a change, but this will prevent further changes up until the date of the future change

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3.1.7 My Oracle Homepage

1. This tile is a direct link to your main menu in Oracle.

2. By selecting the View My Responsibilities function, you will be able to access all your Oracle responsibilities.

Caution Note: Links back to Oracle will only work on Internet Explorer and Chrome. A new window will open once a link back to Oracle is selected.

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3.1.8 My Leave (only for BEIS Corporate Services employees at present) 1. This tile links directly to the Attendance Management page on Oracle EBS. You will need to select

the function to do this.

Caution Note: At present, all employees can use Attendance Management to record sickness, but only employees who meet the following criteria can use it to record Annual Leave;

• On Current Modernised or Non-Modernised Terms & Conditions • Full Time employees with a Standard Working Pattern. • Grades A0 – 6 and SCS • BEIS

If you are Part Time or work Compressed Hours you will currently need to record your Annual Leave offline as before. Oracle will be updated to include Part Time/recording Annual Leave in hours in a future upgrade.

2. You can access information about this tile by hovering over the Information icon. The following message will be displayed:

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3.1.9 Support Links

1. This tile displays direct links to support services which are available.

Learning Note: The Raise Service Request link leads to Oracle iSupport. The Using UK SBS Services and Guides to using Oracle options link to support and training available on UK SBS Bridge.

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3.1.10 Feedback 1. This tile is a direct link to a questionnaire for you to provide feedback on using UK SBS

Connect

2. By selecting you will be able to provide feedback on UK SBS Connect by completing a short Microsoft Forms questionnaire.

3. By selecting you will be able to provide feedback on UK SBS Services.

Learning Note: The feedback form should only be used to share your experience of UK SBS Connect. Any technical, data or business as usual requests should be submitted via a service request or other routes outlined on UK SBS Bridge. .

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3.2 Personal Details

The head and shoulders icon on the Home Page will take you to an additional screen where many of the tiles displayed have editable fields. As noted in sections 3.1.2 and 3.1.3 you can also access this page by clicking on the pencil icon in My Profile and My Contact Details.

3.2.1 My Profile 1. This tile displays your basic information; Title, First & last Name, DOB, NI Number and

Marital Status.

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Caution Note: Your Date of Birth and National Insurance Number cannot be amended via UK SBS Connect or Oracle Self Service. If this information is incorrect, you will need to raise a service request for UK SBS to make the necessary corrections.

2. Once edited, you can press the Save icon. For example;

3. If you have entered a forward dated change, you will not be able to make another change until after this date.

3.2.2 My Addresses 1. This tile shows your current address.

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Learning Note: The radio dots will only be displayed if additional addresses have been added. You must select one of your addresses as your default address, which is used to decide where UK SBS will mail any documents that might need to be sent to you as hard copies. The Address Type for this Default Address must be either Home or Other.

2. When editing, the Address Type and County should be selected from dropdown menus.

Address type:

County:

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3. The remaining fields can be edited by selecting the X to remove the existing data and then typing in the new address details.

Learning Note: If you make a change to an address it will prompt for an effective date. If there is already a forward dated change to your address you will not be able to make another change until after this date.

4. You can use the radio dots to display additional addresses. For example;

Learning Note: The postcode field is a free text field.

Learning Note: The plus button can be used to add additional addresses. The minus button only appears if there are multiple addresses and can be used to remove the address being displayed.

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3.2.3 My Phone Numbers 1. This tile displays e-mail addresses, mobile numbers and landline numbers.

Learning Note: When you click on the plus icon to add a new number, the empty field to add new details appears at the top of the list.

Learning Note: The minus icon to remove a number will turn red when you initially hover over it.

2. You can edit any of the fields and then press the Save icon. For example;

3. You can use the radio dots to display additional phone numbers.

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3.2.4 My Employment

1. This tile shows information about your job role, location, department, contractual hours, employee number and length of service. This information cannot be edited.

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3.2.5 My Emergency Contacts 1. This tile displays the details of your emergency contacts.

Learning Note: The radio dots will only be displayed if additional emergency contacts have been added

2. You can use the plus icon to add additional contacts.

3. You can use the radio dots to display additional contacts which have been added.

4. You can edit whichever you would like to be your primary contact by ticking the Primary Contact field and then press the Save icon.

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5. You can link the emergency contact address to your own primary address by ticking the Use My Address For This Person field, for example;

Learning Note: The automated address field updates for emergency contacts living at the same address as the employee.

6. You can access information about this tile by hovering over the Information icon;

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3.2.6 My Salary Bank Details 1. This tile displays the details of the bank account that you have nominated for your salary to

be paid into.

2. You can edit this by following the sequence of editable fields. For example, changing the bank to Abbey National plc will determine the options available in Bank Branch, Sort Code etc.

Learning Note: The bank account field needs to be 8 digits. If your bank account number is less than 8 digits, the field will automatically populate with zeroes preceding the number in order to make up the total of 8.

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3. Once the new details have been entered, press the green save icon.

Caution Note: You will not be able to change your bank account details during the pay run period. If you try to do so you will get a message stating that it is not possible at that time.

Learning Note: If you have your salary split between 2 bank accounts, you will need to use Oracle Self Service to make any changes. This may be enabled on UK SBS Connect in the future.


5. You will not be able to edit your bank account details if you see this message, as it is too close to the pay run. Once the pay run is completed you will not see this message anymore.

3.2.7 Diversity Details 1. This tile displays your diversity information.

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Learning Note: This information determines the completeness of the circle on the My Profile screen (see section 3.1.2).

2. You can edit any of the fields by choosing from the dropdown menu. For example;

Learning Note: Some fields have a ‘Prefer Not To Say’ option in the dropdown menu which you can select if you prefer not to disclose this information

3. Once you have finished editing, press the Save icon


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3.2.8 Disability Details 1. This tile displays your disability information.

2. You can edit any of the fields which have a dropdown menu. For example;

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Learning Note: If you have more than 3 disabilities recorded in Oracle, UK SBS Connect will only pull through the first 3. Any updates in you make in UK SBS Connect will be applied to the first 3 disabilities on your Oracle record.


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