Human Resources

MSS Frequently Asked Questions

What browsers are supported in MSS?

Firefox v12+, Internet Explorer

I get the message "you do not have security clearance" and my reportees are greyed out?

This means that your list of reportees has not been fully loaded. When you login to Manager Self Service, the system will automatically generate a list of your reportees. You get a confirmation message in the right hand corner of the screen to indicate when this has completed. If you select a reportee's name before this has completed you will get this error message. If this happens, you do not need to logout, just wait for the confirmation message and then click on the curly green arrow to refresh the page. You will then be able to view the details of your staff.

How can I authorise multiple tasks?

Login to MSS. In the out of office, you can select multiple tasks by selecting the tick box on each task. Click on Actions and then select authorise, then click Save.

How do I get access to MSS?

Access to MSS will have to be requested by the individual’s manager

How should I handle the information that I access from MSS?

There is a critical responsibility for all line managers to appropriately handle their staff's confidential information as provided by MSS (and all other sources) at all times.

All the information that line managers access from MSS on their staff is confidential and must be kept confidential and managed in line with the Data Protection Act at all times. Information accessed from the system should only be used for a legitimate work purpose. For example emergency contact information should only be used in genuine emergency situations. More information is available on the Data Protection Act. These requirements are the same as those that currently apply to the information provided through reports from HR.

Line managers using MSS must follow the University’s Acceptable Use Policy at all times, making sure that they keep their passwords confidential. More information is available on the Acceptable Use Policy.

Any breach of these requirements and responsibilities by line managers is potentially serious, would be investigated and could, if found, result in disciplinary action being taken against the line manager, up to and including dismissal.

What is the definition of a line manager?

We have defined a line manager as the post holder who is responsible for the performance and well-being of a member of staff in the University. This may or may not be the post-holder who carries out the SDPR / performance review for the member of staff. There are important responsibilities and requirements for line managers accessing information through MSS. If there is any doubt on who is the line manager, it is advised that the more senior role is applied.

I am not being asked to enter a password when authorising a task

Once you have logged in to Manager Self Service, you will no longer be asked to re-type in your password to authorise a task.

My reportee is unable to use Employee Self Service

Whilst Employee Self Service is designed to be straightforward to use, there may be some individuals who are unable to readily use ESS. It is important to be considerate to their particular needs. 

If any member of your staff has difficulty using ESS, please take the time to discuss their requirements and then agree a suitable plan of approach with them.

If you feel that further training would be helpful that cannot be undertaken within the department, please contact HR Support Services with details of your requirements. 

Fixed Term Contracts (annual leave entitlement)

iTrent shows the holiday entitlement for the full holiday year (or from your start date, if you commence within the holiday year), which means that if you are on a fixed term contract, your entitlement shown on ESS will need to be reduced by the proportion of the year you are expected to be working.
 
Example A: someone with a 6 month contract will only be entitled to half of the annual entitlement, but iTrent will show the full year's entitlement in ESS.

Example B: someone with a 6 month contract starting in August, will only be entitled to half of the annual entitlement, but iTrent will show the total entitlement from August to 31st March

This has been identified as an area for improvement and an enhancement to reflect actual holiday entitlement for people on fixed term contract is being developed.

In the meantime, please ensure to make the appropriate pro-rata adjustments, as holiday taken in excess of entitlement would be subject to repayment within the final pay.

What information is available for managers within MSS?

Information about your staff is available directly through iTrent by searching for individual members of your staff and selecting the relevant link, or through the management reports that can show multiple staff records together.

The data held in Trent can be seen and printed directly, via the small printer icon above the right hand panel.

There the following reports are also available:

  • People by Organisation Unit
  • Review Date Report
  • Absence History – People
  • Holiday Entitlement Breakdown
  • Outstanding Holiday Entitlement

Guidance on running reports is available

Other questions

If your question isn't answered from above, you may find the MSS Frequently Asked Questions Helpful

If you still have a question that isn't covered above, please use the appropriate link below:

  • HR Operations - if you think your job title, working hours or other information about your job is incorrect.
  • Payroll - if you think your pay is incorrect.
  • System Access - if you can't log in, or can't see information you think you should.
  • HR Management Information - if you need a report on information not available through MSS.
 
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