Sandwell Business Systems Employee Self-Service Portal User … · 2018-03-12 · SMBC SBS / ESS01P User Notes v 1.1 [IL1: PROTECT] 3 | P a g e Accessing Oracle Self Service (Sandwell

SMBC SBS / ESS01P User Notes v 1.1

[IL1: PROTECT] 1 | P a g e

Sandwell Business Systems

Employee Self-Service Portal

User Notes



Contents Accessing Sandwell Business Systems (SBS) Oracle Self Service ........... 3

Logging On ............................................................................................. 4 Logging In for the First Time ................................................................... 4 Changing or Forgotten your Password ................................................... 5

Forgotten your password ........................................................................ 5 Responsibilities ....................................................................................... 6 Navigation ............................................................................................... 6

Notification .................................................................................................. 6 View Notifications .................................................................................... 7

Changing Basic Details (Personal Information) .......................................... 8 Adding/updating telephone numbers....................................................... 8

Correcting an Address .......................................................................... 10 Adding a New Address .......................................................................... 11 Emergency Contacts ............................................................................. 12 Updating Emergency Contacts ............................................................. 12

Removing Emergency Contacts ............................................................ 15 Request Name, Marital Status or preferred email Change ....................... 16

My Employment and Absence .................................................................. 19 Viewing Employment details ................................................................. 19

Viewing Absence details ....................................................................... 20 Bank Account Details................................................................................ 20

Employment Checks ................................................................................. 21 Pension Details ......................................................................................... 22 Payslip ...................................................................................................... 23

P60 ........................................................................................................... 24 P11D ......................................................................................................... 25

Logout ....................................................................................................... 26



Accessing Oracle Self Service

(Sandwell Business System)

Everyone accessing the Oracle system will be issued with a username and password. The system administrator will require all users to periodically change their passwords to maintain security. This is normally set at 90 days. If you are unsure of your login credentials then there is a facility on the login page to generate a link to your associated email address which will enable you to reset your password. Ensure you check if the email has been filtered to your junk/spam folder. This process is referenced in detail within this guide. If you still have queries and you feel you may need to update your associated email address then you can contact [email protected] who will be able to update this for you and confirm what access you have. Ensure as per the Data Protection code of practice 2001 You do not share this password with other users. It should be kept safe from other users.

mailto:[email protected]



Logging On

Logging In for the First Time

• When you login to Oracle for the first time the system will require that you change the password that has been assigned to you.

• Enter your old password in the Current password field

• The new password must be: A minimum of 8 characters

• Enter the new password in the New Password field

• Re-enter the password in the New Password field.

• Click apply both entries must match. The new password takes effect immediately.

Logging on Your new password must be a minimum of eight characters and contain lower and upper case

NOTE: Queries with issues regarding log on should be sent to [email protected]





Changing or Forgotten your Password

The General Preferences Page is displayed.

Forgotten your password

From the login page Select ‘Forgotten your SBS Password?'

Enter username or email address.

Enter your username and new password (case sensitive) confirm password.

Changing or forgotten your password You can change your passwords at any time; to change password: Click Preferences underlined in the top right of the page Click in the Change Password section Enter the old password in the Old Password field New password in the New Password field Enter the new password again in the Repeat Password filed Click Apply

Forgotten your password

Using this function will display a confirmation via your email, simply click the embedded link “reset your password” within the email.

Changing or forgotten your password You can change your passwords at any time; to change password: Click Preferences underlined in the top right of the page Click in the Change Password section Enter the old password in the Old Password field New password in the New Password field Enter the new password again in the Repeat Password field Click Apply Forgotten your password

Using this function will display a confirmation via your email, simply click the embedded link “reset your password” within the email.



Responsibilities

Once you have logged on you will be presented with a list of your available log in responsibilities. Choose SMBC Employee Self Service Portal

Navigation

This will present the employees self-service menu as follows

You can navigate to the menu item you require by clicking on the narrative To log out from this stage choose the log out icon in the top right-hand corner. If you navigate to a menu item then you should use the home icon at top right of screen to navigate back to main menu display

Notification

Whenever you submit a change to your name, marital status or submit an expense claim a notification will be automatically generated by the system.

Responsibilities Logon to the system The E-Business Suite Home Page is displayed Your available responsibilities will be listed Select the relevant responsibility



View Notifications

Any notifications generated through self-service can be displayed through the View Notifications page.

The screen below will display, the Worklist page is displayed by default.

Click the subject line of the notification you wish to view. The notification page is displayed

Click OK to return to the main Work list page, the notification is no longer displayed in Open Notifications.

Notifications The purpose of a notification is to keep you informed of the current status of your application, you will receive a notification to let you know if your request has been Approved, Rejected or if More Information is required.

Notifications A notification is an SBS e-mail and you should log in and check for notifications on a regular basis, you will also receive this via e-mail

Open Notifications are displayed (those notifications that you have not yet viewed) To view other notifications, select All Notifications from the drop-down list and click go view all notifications whether they are open or closed. To view notifications you have submitted, amend the work list view to Notifications from me. Click on the link.



Changing Basic Details (Personal Information)

Adding/updating telephone numbers

From the Personal Information page, you can update your address, contact details and telephone numbers. You can update exisiting Phone Numbers and add new numbers by clicking Update in the Phone Numbers section of Personal Details To add new phone numbers:

Click on Add or Update Click add another row

Select the type of phone number you wish to add from the Type drop down list

Personal Information From this page you can: View your Basic Details View/update Phone Numbers View/update your Main Address View/add/update/remove Emergency Contacts



Enter the new phone number If you wish to add additional phone numbers click add another row. Select the Type from the drop down list and enter the number in the number field.

If you wish to delete an existing number click to right right of the number your wish to remove Once you have entered/updated all your phone numbers click next. To amend a Number overtype it with the new number The Personal Information Review page is displayed, your current phone numbers are shown in the left column and the proposed new number is displayed in the right column.

Click return to overview button

Review your changes/updates prior to submission.

On completion of any change/update that you make while in your different responsibilities you will be presented with the following options

Select from one of the options:

Cancel – if you wish to cancel the page without submitting any changes. Printable Page – if you wish to display the page in a format from which you can then print. Back – to return to the previous page to edit phone numbers. Submit – to submit your changes. When you click Submit a confirmation page is displayed If your claim has worked.



Correcting an Address

You can amend your address by clicking update in the Main Address section of Personal Details

The Main Address: Choose Options page is displayed

The Main Address: Correct Address page is displayed Amend your details and click next ensuring you use the convention of upper case for first letter and lower case for the remainder of the letters (NB if you see the torch icon next to a field, click this and pick from the menu displayed). Ensure as a minimum you complete Address line 1, Town, County and Post Code The Personal Information: Review details page is displayed

If the detail change is a Correction (for example the address is spelt incorrectly) click the first radio button Correct or Amend this address.

Note:

The symbol indicates changed items



Adding a New Address

If the details change is a Change (i.e. if you have moved house) click in the second radio button – enter a new address if you have moved Click next Enter New Address page is displayed

In the Effective Date field enter the date on which you moved to your new address. This must be entered in the format dd-MMM-YYYY e.g. 01-FEB-2016. If you enter a date in the future the new address will only display once that date has been reached. The Type field will display Home Ensure as a minimum you complete Address line 1, Town, County and Post Code In Address Line 1 enter the number and street ensuring you use the convention of upper case for first letter and lower case for the remainder of the letters. In the Town field enter the Town name In the County field either enter the name of the County or click on the Torch icon, a new window will open enter the name of the county you wish to find and click Go, click the quick select icon to select the County and close the window.Once you have entered all the of details click next. Manage My Details: Review details page is displayed.

You can now select Cancel, Printable page, Back or Submit as previously shown in the side panel.

Remember - if you entered an effective date for your new address that is in the past your new address will now be displayed. If your effective date for your new address is a future date your new address will only be displayed once that date is reached.

NOTE

The symbol indicates changed items



Emergency Contacts

Updating Emergency Contacts

Click Add in the Emergency contacts section of the Personal Information Page

If you already have an emergency contact entered their details will be displayed, if you wish to add a new emergency contact click continue without selecting a contact The Emergency Contact: Create page is displayed

Select the Title of your contact from the Title drop down list e.g. Mr Enter the contact’s First Name You may enter a middle name for your contact (this is optional) Enter a Last Name (required field) Enter an Email Address for your contact (optional)

Use this function to enter or update information about people who you would want to be contacted in the event of an emergency. You can designate more than one person as an Emergency Contact, however only 1 person may be your primary contact.



From the Relationship (required field) drop down list select your relationship with the contact e.g Spouse. Enter the date from this relationship is effective. If you enter a date in the future the new emergency contact will only display once that date has been reached. If this contact is your Primary (main emergency contact ) click the Primary Contact checkbox (only 1 contact can be your primary contact). If the contact’s address is the same as your home address click on the check box for Use my address for this person. The address fields will disappear. If the contact’s address is different from your home address complete the main address fields. From the Phone Numbers section of the page select the type of Phone number you wish to record for the contact e.g Work from the Type drop down list. In the Number field type the telephone number for you emergency contact.

Once you have entered all the details click next A Personal Information: Review page is displayed

Note – if you wish to add additional telephone numbers click add another row and select the type either mobile, work, home etc…..

Before submitting your changes make sure they are correct. However, if you have made a mistake you are able to update any errors by clicking back this will take you to the previous screen where you will be able to amend any errors. If you are happy with the information you have provided click submit.



Updating Emergency Contacts If you wish to update your Emergency Contacts e.g change a telephone number then:

From the Emergency Contact section of the personal information page select the name of the emergency contact that you wish to update Click update The Emergency Contact:Update page is displayed Make any changes to the data displayed Click next The Personal Information: Review page is displayed



A Confirmation page is displayed if your change has worked. Click return to overview

Removing Emergency Contacts

If at any time you wish to delete an emergency contact:

From the Emergency Contacts section of the personal Information page select the name of the emergency contact that you wish to delete Click remove

The Remove Contact Page is displayed

If you wish to remove the relationship (in this example Spouse) as well as the emergency contact relationship check click the Remove relationship also checkbox.

Note: If you have entered an end date for the contact in the past or today’s date when you return to the overview page the contact will no longer be displayed



In the End Date box enter a date to specify when you wish the contact to be removed. Ignore the End Relationship drop down list Click next

Request Name, Marital Status or preferred email Change

This option enables you to request a name or marital status change this will be sent to the HR Service Centre for approval. Click on Request Name, Marital Status or Preferred email Change: Your Basic Details are displayed.

Enter the effective date of change from the calendar

Request Name, Marital Status or preferred email Change.

You will be required to supply supporting documents when changing your name or marital status. You can do this by attaching the relevant information.



You can amend the Title, Last Name, a preferred name (see screen tip) and previous last name if required because of a change in marital status or by deed poll.

Click next, the Request Name, Marital Status or preferred e-mail change: Review page is displayed

You will then be notified to either to provide additional evidence, the change as been approved or rejected. If your change has been rejected you will be required to resubmit the information again.

Click add

Insert title of information then select browse

Note: If you have requested a name or marital status change you must provide supporting information to Employee Services before your request will be approved. This should be added as an attachment. You will be sent a notification following your initial request.



Open attachment to view and confirm details of change are correct.

At this point your changes will either be approved, rejected or more information will be requested. This will show on your worklist.

If more information is required you will need to resubmit the change of details with requested information.

Click return to overview the details page now shows a new button where you can View Pending Approval

You will need to scan and save the supporting evidence you will be attaching. Save locally on your computer so it is easy to locate when browsing for it. ]



Click back to return to the main menu page

Once the HR Service Centre have approved your change then the view pending button will disappear and the name etc will change on the screen you will receive a notification of this.

My Employment and Absence

Viewing Employment details

You can view current and past position details that you have held with SMBC through the Employment and Absence page. Note: the information displayed is historical effective from today’s date – future employment changes are not displayed

To view further information relating to a particular assignment

click to the left of the assignment you wish to view, the page expands to display further information

Click to collapse the expanded view



Viewing Absence details

You can view your sickness absence history records through the employment and absence page. From the Employment and Absence page select Absence

.

The absence page displays any sickness records (most recent first)

To return to the main menu select home

Bank Account Details

The Bank Details page enable you to view and update your Bank Account details i.e how you wish to be paid. (Please note you should not update West Bromwich Building Society savings accounts*), and any changes to the payment details after the payroll cut off date (usually around the 11th of the month) will only be effected in the following pay period.

Click on Bank Details, the Manage Payroll Payments : Define Payments page is displayed

Click to the right of bank to be updated, the Update Bank Payment page is displayed this will display current details

Ensure you enter any text with the first letter of every word as a capital letter and subsequent letters as non capitals. For example 25 The Street, Wednesbury, West Midlands.

TIP Please do not attempt to make changes to any bank details if you have an account with the West Bromwich Society These should be actioned via HR Services. Contact [email protected]

TIP Payment details can be amended from the 1st up until the 11th of each month. Changes made during this period will be effective for the next payday.



Make any changes required * to sort code, account number, bank name (choose via torch for accuracy), account name (enter as initial and surname for example J Smith), bank branch, building society account number, and bank branch location (choose via torch icon) and click apply, continue then submit you are returned to the Manage Bank Accounts page .

Employment Checks

The Employment Checks page displays any SMBC Approved Social Workers, SMBC DBS, SMBC General Social Care, and Medical records relating to an individual. These are not applicable to all employees so yours may be blank. Click on Employment Checks, the Employment Checks: Special Information page is displayed

Employment checks This information is view only…



To view further information relating to an employment check, select the check you wish to view and click details, the details relating to the check are displayed

Click apply to return to the Employment Checks: Special Information page

Pension Details

The Pension Scheme information page displays basic information relating to the pension scheme that an employee contributes to. It holds your pension scheme reference number. You may need this to enter into any correspondence with the pension scheme administrators. Click on Pension Details, the Pension Details: Extra Information page is displayed

You can select the hyperlink that will take you to the relevant pension scheme homepage.

Click details, to view any additional information relating to the pension details click cancel to return to the Pension Scheme Extra Information Page. Click back to return to the main menu page.

Note: Ignore the Next and Apply buttons



Payslip

Click on payslip

The above screen shot will be displayed if you haven’t received any payments due to being a new starter.

The most recent payslip is displayed by default, if you wish to view an earlier payslip click on the Choose a Payslip drop down list select the date you require, (We currently hold the current tax year, and three years plus payslips). Click go, the selected payslip is displayed Click home to return to the main page

We currently hold the current tax year, and three years plus payslips.



P60

Select the tax year then click view report Select open, the P60 will open in PDF format as shown below.

P60’s will open up in PDF format



P11D

Viewing a P11D in Self-Service Choose P11D from the available menu. This will show an electronic copy of your annual P11D statement.

Click the View Report button. Choose open when prompted.

Form P11D is a statutory document, required by HMRC that details the value of all taxable Benefits-in-Kind that an employee has received via their employment, within a financial year. Where applicable, form P11D must be provided to individual employees by 6th July each year. At the same time, an electronic return containing the same detail is provided to HMRC by the payroll department.



Logout

To log out of the system click logout located in the top right corner of the page, alternatively click logout located at the bottom of each page. Once you have logged out the Login page is displayed You can now close the page

Documents

Sandwell Business Systems Employee Self-Service Portal User … · 2018-03-12 · SMBC SBS / ESS01P User Notes v 1.1 [IL1: PROTECT] 3 | P a g e Accessing Oracle Self Service (Sandwell