Manager information

There are several aspects of PiP that will be available within the Manager Self Service area that are not accessible via Employee Self Service.  

Some of these differences for Managers include the ability to:

• easily authorise time and expenses claims electronically
• easily view your team, their availability and access useful information such as contact and assignment details
• make requests for employment changes through the system
• approve holiday requests and other types of leave including special leave, TOIL and flexi
• record and pro-actively manage sickness absence for team members and
• access real time absence statistics about your team at the click of a button!

It is important to remember that these system improvements are not intended to replace conversations between you and your team members. 

So existing discussions that take place now, such as before requesting leave or to confirm a sickness absence, will still continue to take place as usual.

PiP will help you to manage your team more efficiently:

• you will be able to see who is in today and who isn’t from an absence perspective
• you will receive notifications in relation to absence triggers which will enable you to resolve issues quickly, for example if a staff member’s pay is about to be affected by absence
• the ability to access real time absence information to help you pro-actively manage your team/s
• the system can send you reminders of key management tasks, for example when a driving licence, or police check is due to expire – so less reliance on maintaining information in spreadsheets, on pieces of paper or in your head!
• one place you can come to for all of your team information

Managers will be able to view some personal information on the members of their team such as their preferred name, length of service, contact details, assignment information and absences (including their Bradford Factor score).

Other information will be available such as whether a staff member is on probation, their expiry date for DBS checks, relevant First Aid certification and driving licence details (expiry date etc).

One of the aims of PiP is to enable OHR to respond more quickly to your requests and to have more time to work with you on HR issues such as:

• filling hard to recruit roles
• ensuring you have a healthy and resilient workforce
• supporting ongoing staff development

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

Replace discussions and conversations between you and your team members.

Your dashboard in Manager Self Service (PiP for My Team) will show you all the requests your team have made that require action from you.

You will also receive an email notification from the system for anything that requires your attention.

Prior to going on leave you can set up an 'out of office' in PiP for My Team.

If it necessary and appropriate, you can redirectyour tasks to another manager in your area to monitor and approve, in your absence. 

At any time, you also have the ability to redirect individual tasks should a decision need a different level of approval.

PiP will pro rata their annual leave entitlement if they are part time or started part way through the year.

PiP will also work out when a team member reaches an anniversary date that would adjust their leave entitlement. The system will also pro-rate this accordingly, if necessary.

You can see the Bradford Factor within each of your employee records.

These will be accurate, real time scores, provided the absence has been entered in to PiP, and they will be recalculated on a daily basis.

The OHR forms as you currently know them (OHR1, 3, 5 etc.) and all existing sickness forms, paper and online, will no longer be used when PiP goes live.

You will be able to request and action changes in PiP and you will be able to track progress of any workflows/authorisations.

The system will also send automatic confirmation e-mails to team members for certain actions, for example completing their leaver information.

No employment history is being migrated however everyone’s organisation start date will be migrated accurately.

We have also migrated 6 years of sickness absence history in order for entitlement calculations to work effectively. It will also mean that the absence statistics will be up to date and accurate when PiP goes live.

Within PiP you have a section called Absence Stages where you can record details of:

• any telephone calls
• return to work conversations
• Occupational Health referrals

You will also be able to upload documents directly into your team member’s personal file such as Occupational Health reports, doctors notes etc.

As of 1 April 2018 the claim for Incapacity Benefit (SC1 forms) will only need to be completed when an employee moves to half or nil pay.

It is the individual’s responsibility to complete the SC1 form and forward it on to Social Security at the time when their pay reduces, so this doesn’t need to be recorded in PiP.

PiP will send out an email to both the team member and line manager at around 60 and 30 days prior to an individual reaching half or nil pay.

It will still be the responsibility of the line manager to ensure the team member has received their notification and is aware of any impact on their pay.

The PiP team are creating a wide range of guidance documents, how to leaflets and elearning videos to help you learn how to use PiP.

We will also be holding a number of Manager Self Service briefing sessions prior to go live.

If you require any assistance after go live, you will be able to ask one of the PiP Buddies in your Department for support or you can contact the OHR PiP Helpdesk.

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