Employee information

Your interaction with HR process and procedures will now be electronic. For example your payslip will be available online and no longer printed.

You will access PiP when you log on to your system at work or remotely using your personal device (smart phone, tablet or home computer).

When you log in to PiP you will have access to the data that Human Resources holds on file about you such as your personal contact details and annual leave entitlement. In time, this will also include documents held on your personal file such as your Statement of Written Particulars.

PiP is extremely user friendly and intuitive. You will be able to access and update your information with just a few clicks!

PiP will bring lots of benefits to staff and the organisation. 

Here are some examples:

• submitting and managing claims to payroll will be quicker and easier
• managing our own personal information will be simple
• staff will see a big reduction in completing HR related paper forms – for instance, if you move house or change bank accounts you will be able to manage and update this information yourself
• booking and approving annual leave
• the biggest change that staff will experience will be the changeover from paper payslips to more detailed online payslips

Our current Payroll system (Oracle) is over 20 years old and so our core system is now outdated. Systems we have introduced since then such as JobTrain and eLearn Vannin cannot link to Oracle. PiP offers a solution to this where all of this functionality will be included in PiP.

Too many HR processes at the moment are paper based and take lots of time for you and HR to deal with. PiP can save all of us time.

PiP will enable HR processes to become more simple and consistent for you, our customer.

There are plans for a help desk to be available, in OHR, when PiP goes live. You will also have PiP Buddies within each area of the organisation who will be on hand to support and guide you during the transition period.

There will also be user guides, posters, videos and online training available. If you would like some specific training, please feed your requests through your Department Representative.

• if you have an IOMG username and password then PiP will automatically be there when you log onto your IOMG device (PC, Laptop, Tablet, Phone)
  
  
• if you don’t have an IOMG username and password, you can set up a PiP account using your own device or a shared Government device – instructions on how to do this will be made available to you when PiP goes live

The PiP project team have been working closely with Departments to identify those who spend minimum or no time using a computer. Where this is the case additional resources will be in place at your Department base for you to access PiP. 

You can also view your personal employee self-service (PiP for Me) area remotely on a personal device including a smart phone, tablet, iPad or personal computer at home.

PiP is very easy to use so if you have used any websites like Amazon, Facebook or booked a holiday online then you will be able to use PiP. 

If you would like more assistance with your IT Skills, training is available through LEaD (Learning, Education and Development team). Your line manager should be able to help you apply for a course.

Alternatively, there are various 'Get Online' initiatives available out in the community, some of which can be found at Digital Inclusion and the University College Isle of Man also has computer skills courses which are open to everyone.

Any change you make in Employee Self Service (ESS) will be confirmed to you by email.  

For example if you change your bank account, this is the email notification you will receive:

Hello Name

Thank you for updating your bank details on PiP, your record has been updated. 

If you request an absence or submit a time and expenses claim, this will be automatically sent to your Manager for approval. You will receive an email confirming your request and your Manager will receive an email advising that a request is pending.

You will be able to see any changes you have made by logging in to Employee Self Service (ESS).

If you are not going to be able to get into work due to sickness, then you should follow your standard absence process such as phone and speak to your Manager.

Within Employee Self Service (PiP for Me) you will have access to open a sickness record. Alternatively, your Manager can do this for you. This does not replace any conversations you need to have with your Manager.

You can request flexi leave through Employee Self Service (ESS) and this will need to be authorised by your Manager.

PiP does not hold flexi balances so your Department will confirm how you will do this (for example Etarmis or a spreadsheet).

When PiP goes live, payslips will no longer be printed. You will be able to view your electronic payslip in your personal Employee Self Service (ESS) within the Pay and Benefits section. The system will also send you an email when your payslip is ready to be viewed.

You will also notice a change to the information detailed in your payslips. If you receive any additional payments in your salary each one of these will be listed for the relevant rate of pay and will clearly show how many hours or units are being paid at each rate.

We have added more detail to payslips as a direct result of people asking for this.

Within PiP in the Pay and Benefits section there time and expenses forms where you can submit your claims and attach any receipts, for expenses.

Your claims will automatically be sent to your line manager for authorisation. Once your line manager has approved the claim it will automatically go in to your next available salary payment. 

You will also be able to track the progress of your claim in PiP.

Some areas are going to carry on using timesheets for now so check with you manager about what is happening for you.

All our training materials (How to Guides, video’s, manuals etc.) will be easily accessible in PiP. When you login you will see a section designated to training. We also have PiP buddies in each area of the organisation who will make themselves available to help you so you will be very well supported.

You will only have one login and within Employee Self Service you will be able to see your all roles with the Isle of Man Government. When you book leave, enter sickness absence or make a time and expenses claim you will be able to select which position this is for.

The only exception to this is if you are receiving an IOMG Pension and also work for us such as as a bank and casual worker. If this applies to you, you will have one record as a pensioner and another as a worker.

PiP is not a time recording system and will not replace any existing flexi calculation systems or spreadsheets.

We hope so but if not, please contact the PiP Team [email protected] or speak to your Department Representative