Chorus UK Manager Self Service User Guide v4 3 01 Aug 2008d

Chorus UK Manager Self Service User

Guide

1 Introduction...............................................................52 How to Do Basics.......................................................63 Notifications...............................................................6

3.1 Requesting Further Information............................................73.2 Changing the Type of Notifications Displayed.......................9

3.2.1 All Notifications...............................................................93.2.2 FYI Notifications............................................................103.2.3 Notifications From Me...................................................113.2.4 To Do Notifications........................................................12

4 Entering Dates.........................................................135 Adding an Attachment.............................................15

5.1.1 File Attachment (Word, Excel etc.)................................165.1.2 URL Attachment............................................................185.1.3 Text Attachment...........................................................18

6 Mandatory Fields (Required)....................................197 Adding Adhoc Approvers..........................................208 Searching.................................................................23

8.1.1 Employee Searches.......................................................238.1.2 Advanced Search..........................................................248.1.3 Saving an Advanced Search..........................................27

9 Saved for Later........................................................3110 Allowances and Ad Hoc Payments...........................33

10.1 Entering an Allowance......................................................3410.1.1 Allowances (Default Value)........................................3510.1.2 Ex Gratia Payments...................................................38

11 Asset Management..................................................3912 Assignment Changes for Contingent Workers.........43

12.1 Assignment Effective Date...............................................4512.2 Assignment Changes........................................................4712.3 Assignment Changes Scenario.........................................49

12.3.1 Scenario - Position Change........................................4913 Assignment Changes for Employees........................57

13.1 Assignment Effective Date...............................................5913.2 Assignment Changes........................................................6113.3 Assignment Changes Scenarios.......................................63

13.3.1 Scenario 1 - Position Change.....................................6313.3.2 Scenario 2 – Hours Change........................................7413.3.3 Scenario 3 - Salary Only Change...............................8213.3.4 Outstanding Assignment Changes (Awaiting Approval)

8614 Confirm Employment (starter shows up/has not shown up for 1st day of work).........................................87

14.1 New Starte Does Shown Up for Work...............................8814.2 Employee Fails to Show Up..............................................91

15 Viewing Employee’s Emergency Contact Information9516 Contract Details for Employees................................9717 End Employment and Contracts............................10018 Extend Contracts for Contingent Workers..............107

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19 Grade Progression Approval (Customer Services). 11120 International Assignment Information (Expat/Inpat)11321 Pre-Employment Checks........................................114

21.1 Criminal Record Check (CRC).........................................11521.2 ID Checking Process – Retail..........................................116

22 Release Information (Transfer an Employee Out). .12022.1 Cancel the Release of Information.................................124

23 Release Information (Receive an Employee In).....12724 Work Information (Work, Salary, Absence, Job Application History)......................................................14225 Online Pay Review.................................................14626 O2 Reports.............................................................147

26.1 Running the Position Hierarchy Report..........................14726.2 Tools within Reports.......................................................151

26.2.1 Layout......................................................................15226.2.2 Format.....................................................................15426.2.3 Stoplight..................................................................15626.2.4 Sort..........................................................................15826.2.5 Rows and Columns...................................................159

27 Dashboards............................................................16027.1 HR Management – Overview..........................................16127.2 Sections..........................................................................163

27.2.1 Parameters..............................................................16327.2.2 Main Body................................................................16427.2.3 Key Performance Indicators.....................................16527.2.4 High level Summaries..............................................16627.2.5 Graphical information..............................................16727.2.6 Links Section............................................................168

28 Holidays and Leave................................................16928.1 CS Via Planning..............................................................16928.2 Responding to a Holiday Request Notification...............17028.3 Other Types of Leave.....................................................172

29 Sickness and Timeout............................................17329.1 Entering a Sickness Record............................................17429.2 Closing a Sickness Record..............................................17729.3 Overlapping Absences....................................................17929.4 Late Recording of Sickness Absence..............................18429.5 Deleting an Absence......................................................18529.6 Absence Delegation for Customer Service.....................186

30 Absence Calendar..................................................19030.1 View the Absence Calendar for your Team....................190

31 Maternity Leave.....................................................19531.1 Review and Approve a Maternity Leave Request...........19531.2 Considerations while the employee is on leave.............197

32 Adoption Leave......................................................19832.1 View and Approve an Adoption Leave Request..............19832.2 Considerations while the employee is on leave.............200

33 Paternity Leave......................................................20133.1 View and Approve a Paternity Leave Request................202

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34 Self-Certificates......................................................20334.1 View and Update a Medical Self Certificatation Request204

35 Medical Certificates................................................20835.1 Entering a Medical Certificate........................................208

36 Eye Test Applications.............................................21436.1 Reviewing an Eye test Request......................................214

37 Search Health Questionnaires................................21637.1 Location of Questionnaires.............................................21637.2 View Questionnaires.......................................................217

38 Conduct, Attendance and Performance (CAP) Prompts........................................................................219

38.1 View and Update a CAP Prompt.....................................22039 CAP Cases..............................................................223

39.1 Create a CAP Case.........................................................22439.2 Update a CAP Case.........................................................23139.3 Close a CAP Case...........................................................235

Appendix......................................................................23940 Types of Responsibilities........................................23941 Granting Worklist Access to Assistant PAs.............241

41.1 Viewing A Manager’s Notifications.................................24341.2 Ending Granted Worklist Access....................................244

42 Delegation Options Explained................................24542.1 Short Term Delegation (Type 1).....................................24642.2 Long Term Delegation (Type 2)......................................24742.3 Assistant Self-Service delegation (Type 3).....................248

43 Acting Cover and Secondment Process.................24943.1 Process Flow Chart.........................................................25043.2 Acting Cover (Short Term Cover)...................................25143.3 Recruitment...................................................................25143.4 APR/IPR...........................................................................25143.5 Secondments.................................................................25243.6 Secondment Management.............................................25243.7 Recruitment...................................................................25243.8 APR/IPR...........................................................................25343.9 Discretionary Bonus Scheme (O2 Contracts).................254

43.9.1 Salary Increases, Commision and Attendance Allowances (All Contracts).......................................................254

44 Cover and Secondment Payments.........................25544.1 General Population.........................................................25544.2 Short-Term Cover Allowances for MPG Grades..............256

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1 Introduction

The new Chorus User Guide – designed by you, for you

As you know, it’s vital that using Chorus becomes second nature to us all. So since its launch in October 2007, we’ve been listening carefully to your feedback – and acting on your suggestions.

Now we’re delighted to say we’ve produced this handy step-by-step Guide to making the most of Chorus.

Whenever you have a query, simply flick through this Guide and you’ll find the answers you need. We’ve split the Guide into 6 sections for quick, easy reference. It follows the same format as the online system, with screenshots and brief instructions to complete each section without fuss.

We know that once you get the hang of it, Chorus will become part of your daily routine and make all our lives easier. That means it will help us move forward as a company.

So please keep this Guide on your desk and, if you do find you need a helping hand with Chorus, just pick it up and check it out. In no time we’re confident you’ll have it cracked.

The new Chorus User Guide. It’s just what you need

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2 How to Do Basics This section details some of the basic functions of using Manager Self Service and some of the common do’s and don’ts.

3 Notifications

Notifications are system generated messages that Chorus creates from actions carried out in Self Service.

Notifications are either for information only i.e. do not require a response or they might require an action e.g. Approve, Reject etc.

Notifications are displayed on the Navigator Home page: -

Notifications should be opened and actioned from the UK Manager Self Service Notifications, O2 (United Kingdom) Responsibility

After selecting Notifications, Chorus will initially display any outstanding (Open) Notifications

To open a notification click the relevant link, take the necessary action (e.g. Approve, reject, etc.) and click OK.

Note: whenever an action is required e.g. Approve, Reject or Request further Information others in the workflow will receive notification of the action e.g. if you decline / reject a leave request, the employee who requested the leave will receive a notification advising them that their request has been rejected.

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3.1 Requesting Further InformationChorus will allow a manager to request further information from the person from which the notification has been received.

Click the Request Information button

Chorus will display the Request Information page

Chorus sets the Workflow Participant radio button by default with the details of the person from which the notification has been received. Select their user name from the Drop Down List: -

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When requesting information, you must add comments in this text field, e.g. the type of information you need.

A Manager could send an information request to another person rather than the workflow participant by selecting the person from the Any User function (See chapter 8 on Searching)

Note: If no user is selected and the Submit button is clicked then Chorus will issue the following Error Message. To rectify this select the recipient of the request for information.

Click Submit to request the information

Chorus will then re-display the Worklist.

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3.2 Changing the Type of Notifications DisplayedThe Type of Notifications displayed can be changed by using the ‘View’ drop down list function

3.2.1 All Notifications

This will display any notification received including all those that have been closed (Note the Status column)

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3.2.2 FYI NotificationsThis will display Notifications that are for information only and require an OK or a Request for Further Information these must be actioned.

‘OK’ must now be selected. Once complete the Notification Status will change to closed

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3.2.3 Notifications From MeThis will display any notifications that have been generated by the actions of the manager.

Clicking on the relevant link will display the information about the notification and the history of the actions taken.

Clicking on the link of the name of the person the notification is from will open up the default email software (usually Outlook) and input the email address of the person into the ‘To:’ field of a new email.

Click the link in the bottom left of the page Return to Worklist

Note: By ticking the checkbox ‘Display next notification after my response’, Chorus will display the next notification once a manger has actioned one.

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Open NotificationsThis is the default setting and will display all Notifications that have yet to be actioned

3.2.4 To Do Notifications

This will display any open notification that a manger is required to take action e.g. Approve or Reject.

Click the link of the Notification and take the action required

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4 Entering DatesWhenever a date is required to be entered then it must be entered in a specific format.

This format is DD-MMM-YYYY e.g. 16-JUN-2008, the hyphens (minus symbol) must be used between the day, month and year.

The following table shows the months and the corresponding three character abbreviation that must be used.

Full Month Abbreviation Full Month AbbreviationJANUARY JAN JULY JULFEBRUARY FEB AUGUST AUGMARCH MAR SEPTEMBER SEPAPRIL APR OCTOBER OCTMAY MAY NOVEMBER NOVJUNE JUN DECEMBER DEC

As an alternative to typing a date directly into a field, the Calendar function can be used. The Calendar can be used anytime the following icon is displayed: -

Click on this icon to open the Calendar: -

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The Month and Year can be change by using the relevant Drop Down Lists: -

An alternative method for changing the period displayed is by clicking the small arrows next to the drop down boxes on the Calendar, this will change the period month by month.

When the correct period is displayed, click on the actual day (number) to select the required date, the calendar will then close and the chosen date will be displayed in the field.

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5 Adding an Attachment

There might be times when a manager is required to add an attachment against an employee’s record, for example to support the addition of an allowance etc.

Attachments can be added whenever the following option is displayed:

Click the Add button to open the Add Attachment page.

There are different types of attachments that can be added but regardless of the type the Description must be completed as this is a Mandatory field.

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5.1.1 File Attachment (Word, Excel etc.)To attach a file such as a Word document, select the Radio Button next to the File option.

Click the Browse button

This will open a standard Windows Choose File window: -

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Navigate to the required folder where the attachment is located, find your file and select the Open button, the file path will then appear in the File field.

To add the Attachment click the Apply button.

Note: if a manager has more than one attachment to enter then they can click the Add Another button and repeat the process for additional documents.

After clicking Apply the attachments page will close and the initial page that the manager was viewing will be displayed. Under the Additional Information section of the page a View link will be displayed that indicates an attachment has been added.

Clicking on the View link will open the Attachments Page which will display other similar attachments held against an employee’s record.

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5.1.2 URL AttachmentTo create a link to a web site or other similar types of site e.g. in

VitalO2, select the URL radio button then enter the web address in the field to the right of the radio button and click the Apply button.

The Description must be completed as this is a mandatory field.

5.1.3 Text Attachment

A Text attachment enables a manager to type in an attachment in the available field.

Click the Text Radio Button and type in the required text in the field to the right; in addition enter a description in the field below the text field to give the attachment a name. After entering the details click the Apply button.

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6 Mandatory Fields (Required)

When adding or maintaining data in Self Service, some of the pages will have Mandatory fields i.e. fields that have to be completed. These fields will be marked with an asterisk e.g.

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7 Adding Adhoc Approvers

There might be a requirement for a Line Manager to add an ‘Adhoc Approver’ to the approvals process, e.g. Finance / Budget.

To add such an approver

Click on the Add Adhoc Approver link in a page where approval is required (the small plus icon)

Chorus will expand the Add Adhoc Approver section

Click the find icon (Torch) next to the Approver field

Chorus will display the Search and Select: Approver page

Enter the name in the search field and click Go button to execute the search.

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(Hint: Refer to Chapter 8 for hints on using the search functionality)

Note: Chorus records peoples’ names by surname first. If entering a partial search enter the full or first letters of the surname.

Click the Select link under the Quick Select column for the required Approver

Note: Category – This will default to Approver however a manager can add the Adhoc Approver to receive notifications only by changing this to For your Information. This means the added person will not receive a request to approve the transaction, just an ‘for your information’ notification.

The Insertion Point refers to the Order to which the Adhoc Approver will be inserted.

Select the person who the added approver will appear above in the order of approving.

Click on the Add button underneath the Insertion Point

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The selected approver is added as an approver.

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8 SearchingWhen searching for records, (e.g. employees), Chorus uses specific criteria that should be used to make a search more defined and successful.

8.1.1 Employee SearchesChorus stores peoples’ names using their surname first. The order of the full name is Surname comma space Title space First Name space Middle Name (if recorded) space Known As.

e.g. Laly, Mrs. Clare Elaine (Clare)

To search for the full name it would have to be typed in this correct format with commas and spaces.

An easier way to search in the first instance is to enter the full Surname or first few characters of the surname e.g. La% (The % is the wildcard in Chorus) would return all persons whom a line manger’s security will allow whose surname begins in ‘La’ (e.g. Lang, Larkford, Layland).

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8.1.2 Advanced SearchIn most cases an Advanced Search can be used for finding an employee.

Clicking on the Advanced Search link will open the Advanced Search page.

This page will default with four available fields to search: -First Name, Last Name, Assignment Number, Job.Next to the fields are the operators, they determine how the search will be based, the values available are: -

Is EqualsContains Searches on any characters

enteredEnds With e.g., ing Is Not Is not Equal toStarts With La

There are 2 Radio Buttons that can be selected that will have an effect on the records returned.

Where the search states Must Contain then the records returned must contain all of the fields entered. When May Contain is selected, the search will return records based on each individual field – similar to using an ‘And / Or’ scenario.

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e.g. May Contain is Selected, First Name contains C and Last name is Laly. This search will return any record that has a capital C in the First Name or the Last Name is Laly

e.g. Must Contain is selected First Name contains C and Last name Laly will only return where both criteria are met.

Note: When entering searches one of the operators used must be either Is or Starts With otherwise the following error message will be displayed

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A Line Manger can add further fields to search on by selecting the required field name from the Add Another Drop Down List and Clicking the Add button

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8.1.3 Saving an Advanced Search

If a search is carried out on a page on a regular basis it can be saved for future use by clicking the Save Search button.

Note: A Saved Search it can only be re-used on the page in which it was created.

This will open a page called Create View which allows the search to be saved using the same search criteria but also adding further columns that can be displayed when the search is run.

To create a Saved Search enter the following: -

View Name – Enter a name for the search Number of Rows Displayed – Select in increments of 5 up

to 25 the number of rows that will be displayed when the search is run

Description – Enter a meaningful description of what the search will return

Column PropertiesUsing this function the results of a search can be changed by adding, deleting or moving the order of the columns

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To add or delete a column, highlight the column from the appropriate side e.g. ‘Available Columns’ and click the ‘Move’ link or ‘Remove Link’ in the middle.

To change the order the columns are displayed after the search has run, highlight the column name in the Columns Displayed and click the appropriate link e.g. Up, Down, Top or Bottom.

Sorting Results

Use the ‘Sort Settings’ to set the order in which the results of the search will be displayed.

Select the Column Names and whether the Sort Order is Ascending or Descending.

Note: The Columns selected for the sort order do not have to appear in the results. Altering the Query Data

This section can be used to change or add the search criteria previously set for the search.

When all of the settings have been made click the Apply or the Apply and View Results button.

If ‘Apply and View Results’ is clicked, Chorus will display the search results.

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If ‘Apply’ is clicked, Chorus will display a Personalize Views page.

This page allows the search to be either deleted by clicking the Delete icon, or updated by clicking the Update icon which opens the Create View page. To perform either of these functions ensure the Radio Button is selected by the name of the search.

Clicking the Duplicate button will open up the ‘Create View’ page and initially precedes the search name with duplicate, a manager can now create a new search based upon the original search parameters.

The Manager can then rename the search and then modify of the search criteria as required.

Reuse a Saved Search

Click on the Advanced Search link in the page it was created on

Click the Views button in the Advanced Search page

Select the name of the search from the View Drop Down List

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Click Go to run the search

Note: Click the Personalize button to open the Personalize Views page, this will allow a Manager to Update or Delete the saved search.

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9 Saved for Later

‘Saved for Later’ allows a manager to commence an action on an employee’s record but then save the data changes prior to submission, allowing the manager to go back and continue the actions at a later time.

This functionality can be used whenever the button below is present.

By clicking on this button a Chorus will display a confirmation message that the action being taken has been saved.

From the Navigator home page select the Saved for Later link. Any actions that have been saved will be displayed here.

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The current status will be displayed as Saved for Later.

A manager can Update or Delete the record using the appropriate buttons or links: -

Update Delete

If Update is selected Chorus will open up the page allowing a manager to recommence finishing the activity. Clicking Delete will allow a manger to delete the activity following a confirmation prompt.

A manager can view the information of the proposed action by clicking on the Subject link: -

Note: if the OK button is clicked prior to taking an action then Chorus will delete the activity and it will no longer appear in ‘Saved for Later’ and the Manager will have to start the activity from the beginning.

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10 Allowances and Ad Hoc PaymentsThis function will allow managers to enter specific Allowances and Ex-Gratia Payments for their team members.

The type of Allowances and Ex-Gratia payments that a manager can grant an employee depends upon the Assignment (Work) Information of the employee.

Click on Allowances and Ad Hoc Payments link in right hand side of the Navigator

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The Allowances and Adhoc Payments: People in Hierarchy screen is displayed showing a Manager’s employees.

10.1Entering an Allowance

Click the Action icon for the relevant employee

The Allowances and Adhoc Payments: Compensation type screen is displayed showing a list of all allowances and benefits available to the employee

Note: This list varies depending on the employee’s contract and Organisation. Those existing allowances and benefits in effect are shown as Approved in the Status column.

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Note: Before any new On-Call allowances can be recorded, any existing ones must be end dated

The Frequency column shows whether an Allowance is a one off payment (Once) or will be paid in each payroll period (Recurring)

Click the Radio Button against the Allowance to be paid

(A dot will appear when selected)

After selecting the required Allowance type click the Next button

Chorus will then display the Allowances and Adhoc Payments: Compensation Details page. This page will be different depending on the Frequency type of Allowance selected.

10.1.1 Allowances (Default Value)If an Allowance with a Recurring Frequency was selected, the following page displayed would include an End Date field. This option allows a manager to enter an End Date if the payment of the Allowance was for a specific period only. If the Allowance does not have an expected End Date then the End Date can be left blank.

Allowances that have a set value will not display an Amount field as the amount is automatically calculated by Chorus.

Enter the Effective Start Date of the Allowance e.g. 16-JUN-2008 (See Entering Dates for guidance)

Effective End Date – Enter if applicable (this can be entered or changed later on)

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Justification – This is a free format field that will allow a manager to enter a reason, which will then be viewed by the person who will authorise the allowance.

After entering the required information click the Next button.

Note: At this point if a manager has further allowances to enter against the employee they can click the Add Another Type button. This will take the manager back to the Allowances and Adhoc Payments: Compensation type in which they can select another Allowance to add against the employee.

After clicking Next the Allowances and Adhoc Payments; Review page is displayed

Managers have an option of attaching documents or URLs if required. (See Chapter 2.2)

The Approvers section displays who is part of the approvals process.

The Order No. column shows the order of the approvers. In this example it is the Line Manager’s Manager and then Talk2HR Reward. For the allowance to be paid to the employee, they must both approve the allowance.

In the ‘Add Adhoc Approvers’ section, a manger can add further approvers if applicable (Chapter 2.4)

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Click Submit to send the allowance for approval.

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10.1.2 Ex Gratia Payments

The method for creating an Allowance/Ex-Gratia payment is the same as for those with defaults values except that when the allowance is selected the Compensation Details page will include an Amount field which is mandatory. Enter the required amount along with the other required data and click the Next button.

Note: Approval for the payment must be gained via email from both Line Manager and HR Business Partner before submitting the payment for approval on Chorus. Any required documentation for authorisation and additional information should be added as attachments, e.g. emails.

Note: The HR Business Partner must be added as an ad-hoc approver to receive a notification seeking approval for the payment. If approved it is forwarded to the Line Manager’s Manager for their approval, final authorisation is sought from Talk2HR as a notification for their approval.

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11 Asset ManagementIn Chorus, assets are items that belong to O2 but have been given to the employee to carry out their duties.

Assets can be added, updated or deleted

A Manager will be required to check the Assets an employee holds prior to them transferring to another team or ending their employment.

Select Asset Management from the Navigator Home page

Chorus will display the Asset Management: People in Hierarchy page

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Click the Action icon of the employee

Chorus will display the Asset Management: Extra Information page; any existing assets recorded against the employee will be displayed.

This screen has three options: -

Delete – use this option to delete an item from the employee’s asset list

Update – use this option to update an item in the asset list Add – use this option to add new items to the asset list

Note: To Delete or Update ensure that the Radio Button is selected against the appropriate asset item.

To create a new Asset click the Add button.

Chorus will display the Asset Management page

Select the Asset Type from the Drop Down List as shown below

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Complete the remaining fields as appropriate

Click Apply

Chorus will then redisplay the Asset Management: Extra Information page

To continue click Next

Chorus will then display the Asset Management: Review page.

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Chorus will then display the Confirmation page.

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12 Assignment Changes for Contingent Workers

Every individual (Permanent employees, Contractors and Agency Temps) is linked to a “Position” in the business hierarchy.

This link is called an “Assignment” and it contains a range of personal information, including their:

- Grade- Salary amount (e.g. £15000)- Numbers of hours worked per week- Job Title (i.e. which appears on the Vital O2 Phone Directory)- Employee Category (i.e. Permanent Full Time, Permanent

Part Time, Fixed Term etc)- Holiday Basis (i.e. is their leave entitlement calculated in

hours or days)- Position they sit in (which determines their Organisation /

OUC and Job) e.g. ‘Sales Advisor, Bolton - Victoria Plaza|002338’

- Remaining Probation Period (if any)

For our non-permanent employees (i.e. those not paid directly by O2), they are still linked to a position, but their Assignment does not record salary and leave related values.

You would use ‘Assignment Change for Contingent Workers’ to:

- amend their Job Title (to update their current title on the Vital O2 Phone Directory)

- move an employee into your team, or between positions in your hierarchy

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-To amend Assignment details: -

Select Assignment Changes for Contingent Workers from the Navigator Home Page

The Assignment Changes for Contingent Workers: People Hierarchy will be displayed

Click the Action icon of the contingent worker

The Assignment Changes for Contingent Workers: Effective Date Options page is displayed

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12.1 Assignment Effective Date

The Effective Date is the Date the change is to take place. The Date will initially default to the current date; change this date to the correct date of change if necessary.

Note: Future or past dates can be used, however the date that can be input must be a date that is later than the latest date an Assignment record was changed. Chorus will display the earliest date that can be entered at the top of the page under Information.

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In the following example it can be seen that the latest change of the Assignment record was 01-FEB-2008 therefore an Effective Date can only be entered from 02-FEB-2008

Note: If a manger is required to enter a change and the Effective date of the change is before a date of an existing Assignment change then they will need to contact Talk2HR who will be able to action this type of change.

Once the date has been selected click the Assignment Changes for Contingent Workers: People in Hierarchy link in the top left of the page.

Then click the Action icon of the employee to return to the Assignment Changes for Contingent Workers: Effective Date Options

After setting the Date (If appropriate and possible) click the Continue button.

The Assignment Changes for Contingent Workers: Assignment page will be displayed.

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12.2 Assignment Changes

This screen contains information on the employee’s Organisation (OUC), Position, Job, Job Title and Location.

For some of the fields the More Details link can be used to view additional information about the individual assignment sections, for example, clicking More Details for the Organisation section shows:

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To return the Assignment Changes page, click the Return to Assignment link.

The value in the Position field (e.g. Customer Service Advisor|000726) determines the values in the Organisation and Job fields. DO NOT attempt to change the Organisation or Job field directly – make a change to the Position field, which will then re-populate the Organisation and Job field with the associated values.

The other values such as Hours, Employee Category and Job Title have an indirect link and can be changed independently.

When performing an Assignment Change that involves a change of position, you will see a Warning message like this: (See Appendix on Positions).

Always select “Yes”, which will accept the default values of the new Position into the following screen. You will then need to check and amend (if necessary) the values, including:

- Grade- Hours Worked- Probation

Before submitting the transaction for approval.

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12.3 Assignment Changes Scenario

12.3.1 Scenario - Position Change

Note: Prior to moving an individual into a new position, always run the ‘1020 Position Hierarchy Report’ to identify the suitable position, and confirm that it has a suitable headcount capacity to accommodate your transaction.

For example, in the Organisation/cost centre called ‘OCD122 Retail Operations’ there are 3 positions: -

Product Manager|003141Accessories Product Supply Manager|003134Supply Demand Planner, Retail|003140Profolio Analyst|003133

In this example we will be moving an individual between two positions:

From Profolio Analyst|003133To Supply Demand Planner, Retail|003140

Select the Assignment Changes for Contingent Workers function

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This will display your hierarchy

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Select the Action button against the appropriate employee. This will display the Effective Date Options screen.

The Effective Date has been set to Aug 1st

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Select the Continue button. This will display the Assignment Changes for Contingent Workers: Assignment screen.

From this screen:

- Clear the Organisation (OUC) field- Tab through to the Position Name field and Job field (this

action should clear all three screens

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- Next, select the Search button beside the Position Name field, to reach the search page.

- Enter the new position number (identified from your 1020 Positional Hierarchy Report) in the search field in the following format:

%003140%and click “Go”.

Warning: When selecting the position, you MUST ensure that you choose the EXACT Position Name and Number that corresponds with the correct Position identified in your 1020 Position Hierarchy Report’. If you are unsure which Position you need, you should run your ‘1020 Position Hierarchy Report’ in the first instance and check with your Chorus Champion or Talk2HR for further assistance. Choosing an incorrect position may result in unwarranted salary adjustments for your team member.

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Select the correct Position from the list Select “Yes” when presented with the warning screen below

This will re-display the Assignment Changes for Contingent Workers: Assignment screen with the new details.

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Click the Next button.

Chorus will then display the Assignment Changes for Contingent Workers: Review

Any change will be marked with a small blue marker

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Click Submit to apply the changes.

Chorus will display the Confirmation page that the changes have been submitted subject to approval.

A Manager’s Worklist will display who the approval has been forwarded to.

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13 Assignment Changes for Employees

Every individual (Permanent employees, Contractors and Agency Temps) is linked to a “Position” in the business hierarchy.

This link is called an “Assignment” and it contains a range of personal information, including their:

- Grade- Salary amount (e.g. £15000)- Numbers of hours worked per week- Job Title (i.e. which appears on the Vital O2 Phone Directory)- Employee Category (i.e. Permanent Full Time, Permanent

Part Time, Fixed Term etc)- Holiday Basis (i.e. is their leave entitlement calculated in

hours or days?)- Position they sit in (which determines their Organisation /

OUC and Job) e.g. ‘Sales Advisor, Bolton - Victoria Plaza|002338’

- Remaining Probation Period (if any)

For our non-permanent employees (i.e. those not paid directly by O2), they are still linked to a position, but their Assignment does not record salary and leave related values.

You would use ‘Assignment Change for Employees’ to:

- amend their Job Title (to update their current title on the Vital O2 Phone Directory)

- move an employee into your team, or between positions in your hierarchy

- change the hours they work (e.g moving from full time to part time, or changing part time hours)

- give a pay rise - change their grade

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To amend Assignment details: -

Select Assignment Changes for Employees from the Navigator Home Page

The Assignment Changes for Employees: People Hierarchy will be displayed


The Assignment Changes for Employees: Effective Date Options page is displayed

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13.1Assignment Effective Date

The Effective Date is the Date the change is to take place. The Date will initially default to the current date; change this date to the correct date of change if necessary.

Note: Future or Past Dates can be used however the date that is input must be a date after any previous Assignment Change was made.

Chorus will display the latest date that can be entered at the top of the page under Information.

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In the following example it can be seen that the latest change of the Assignment record was 01-FEB-2008 therefore an Effective Date can only be entered from 02-FEB-2008 onwards.

Note: If you need to make an Assignment change for a date prior to the date of a previous Assignment change, then you will need to contact Talk2HR who will be able to action this type of change.

Once the date has been established click the Assignment Changes for Employee: People in Hierarchy link in the top left of the page.

Then click the Action icon of the employee to return to the Assignment Changes for Employees: Effective Date Options

After setting the Date (If appropriate and possible) click the Continue button.

The Assignment Changes for Employees: Assignment page will be displayed.

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13.2 Assignment Changes

This screen contains information on the employee’s Assignment including their Position (which determines the values in the Organisation and Job fields), Grade, Job Title (displayed on Vital O2 Phone Directory), Work Hours, Employee Category and remaining Probation Period.

For some of the fields the More Details link can be used to view additional information about the individual assignment sections, for example, clicking More Details for the Organisation section shows:

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To return the Assignment Changes page click the Return to Assignment link.

The value in the Position field (e.g. Customer Service Advisor|000726) determines the values in the Organisation and Job fields. DO NOT attempt to change the Organisation or Job field directly – make a change to the Position field, which will then re-populate the Organisation and Job field with the associated values.

The other values such as Hours, Employee Category and Job Title have an indirect link and can be changed independently.





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13.3 Assignment Changes Scenarios

13.3.1 Scenario 1 - Position Change

Note: Prior to moving an individual into a new position, always run the ‘1020 Position Hierarchy Report’ to identify the suitable position, and confirm that it has a suitable headcount capacity to accommodate your transaction.

For example, in the Organisation/cost centre called ‘OCD122 Retail Operations’ there are 4 positions: -

Customer Service & Operations Manager|003128Retail Quality Manager|003131Customer Care Manager, Region 1|003130Customer Care Manager, Region 2|003129

In this example we will be moving an individual between two positions:

From Customer Care Manager, Region 2|003129To Customer Care Manager, Region 1|003130

(Effectively we are moving an employee into another position which in this case has the same attributes. The next step may be to delete the 003129 position via the Position Management Form as it is no longer needed)

Select the Assignment Changes for Employees function.

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This will display the hierarchy.

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Click the Action button against the appropriate employee. This will display the Assignment Changes For Employees: Effective Date Options screen.

The Effective Date has been set to August 1st

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Click the Continue button. This will display the Assignment Changes for Employees: Assignment screen.

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From this screen:

- Clear the Organisation (OUC) field- Tab through to the Position Name field and Job field (this

action should clear all three screens

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- Next, select the Search button beside the Position Name field, to reach the search page.

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- Enter the new position number (identified from your 1020 Positional Hierarchy Report) in the search field in the following format:

%003130%and click “Go”.

Warning: When selecting the position, you MUST ensure that you choose the EXACT Position Name and Number that corresponds with the correct Position identified in your 1020 Position Hierarchy Report’. If you are unsure which Position you need, you should run your ‘1020 Position Hierarchy Report’ in the first instance and check with your Chorus Champion or Talk2HR for further assistance. Choosing an incorrect position may result in unwarranted salary adjustments for your team member.

Select the correct Position from the list Select “Yes” when presented with the warning screen below

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You will then need to check and amend (if necessary) the values, including:


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If by moving an employee between positions, you are changing the type of employment contract / salary basis, you will be effecting the employee’s compensation, and given the opportunity to modify their pay.

Click the Next button. This will display the Assignment Changes for Employees: Pay Rate screen. In the following example we are increasing the salary by 10% but you do not need to make any change to the salary just because you move an employee from one position to another.

Select the Reason for Change, and change the Pay Rate if required and click Next. If unsure, click Save for Later and seek advice form your local Chorus Champion, Talk2HR or your local HR Representative.

If there is no change in pay Rate click Next

Note: Do not view the options in the ”Reason for change” list if the salary is not changing.

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Chorus will then display the Assignment Changes for Employees: Review page

Any change will be marked with a small blue marker

Changing the Position for an employee may change the Grade and Salary Basis.

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Chorus will display the Confirmation page that the changes have been submitted subject to approval.

A Manager’s Worklist will display who the approval has been forwarded to.

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13.3.2 Scenario 2 – Hours Change

The Effective Date has been set to July 1st

Click the Continue button. This will display the Assignment Changes for Employees: Assignment screen.

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On this screen, overtype this field:

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To reflect the new hours of 25:

Do not make any more changes on this screen.

(Note: The Employee Category may need to change if the employee is going from Part Time to Full Time or Vice Versa and the Holiday Basis may also need to change from Daily to Hourly and Vice Versa)

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Click the Next button

Chorus will display the Assignment Changes for Employees: Pay Rate page

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Note: If a manager clicks Next without entering a reason for change, then Chorus will display a Warning message and the manager will not be able to continue.

You should select Hours Change from the Reason for Change list and leave the salary fields as they are unless you want to change the FTE (Full Time Equivalent) salary.

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After Clicking Next, Chorus will then display the Assignment Changes for Employees: Review page

Any changes will be marked with a small blue marker

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At the foot of the page the authorisers will be displayed, in this example, Accenture Reward is included as the change affects pay, and the employee will receive a Contract Variation.

Click Submit Chorus will display the Confirmation page that the changes have been submitted subject to approval.

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A Manager’s Worklist will display who the approval has been forwarded to in the first instance.

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13.3.3 Scenario 3 - Salary Only Change

An employee is awarded an increase in salary that does not effect other Assignment information.

Select the Employee from Assignment Changes for Employees: People in Hierarchy page


The Assignment Changes for Employees: Effective Date Options page is displayed

Set the Effective date and click the Continue button

Chorus will then display the Assignment Changes for Employees: Assignment page

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Click the Next button (do NOT make any changes to this screen) to progress to the Assignment Changes for Employees: Pay Rate page

Enter the Reason for Change from the Drop Down List

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After entering the reason Chorus displays the Salary fields

Enter either the Full Time Equivalent Salary, Change Amount or Change %. Entering either of these values will automatically calculate the other related values.

Click Next

Chorus will display the Assignment Changes for Employees: Review page

Add any Attachments and/or Adhoc approvers as required.

Click Submit to action the changes

Chorus displays a Confirmation screen showing that the changes have been submitted and may be subject to approval

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13.3.4 Outstanding Assignment Changes (Awaiting Approval)

If an assignment changes have been submitted but are awaiting approval then further changes cannot be made until the changes submitted have been either approved or rejected, if a manager accesses an employee’s record to make a further change then Chorus will display the following warning message: -

Another action pending approval exists for this person. You cannot begin this action. View actions Awaiting Approval of Others for details.

The lower section of the page will display the details of the person who the approval is sitting with, in this instance the manager has not approved the change.

Clicking on the small spectacles icon will open up the review page allowing a manager to look at what changes were submitted.

Click the Back button to return to the Assignment Changes for Employees: People in Hierarchy page.

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14 Confirm Employment (starter shows up/has not shown up for 1st day of work)

The Confirm Employment function is used by Managers when a person who has been recruited has shown up for work or has not shown up.

From the Navigator home page select the Confirm Employment link

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14.1New Starte Does Shown Up for Work

The Confirm Employment: People in Hierarchy screen is displayed showing all employees in the direct reporting line to the Line Manager

Click Action icon column for the required employee

The Confirm Employment: Effective Date Options page is displayed

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Note: Although the Employee is a New Hire, a basic record has been set up as part of the iRecruitment offer process including their personal and address details.

Enter the Effective Date to reflect the date the employee physically starts work

Note: The Effective Date defaults to the system date (today) and must be amended as required

Click Continue button to proceed

The Confirm Employment: Assignment page is displayed

Click the Assignment Status Drop Down List to indicate whether the new starter has arrived

Note: Do not complete this action until your new starter is at work

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Select Active Assignment

Click Next

Review the entries

Click Submit

Chorus displays a Confirmation screen showing that the changes have been submitted and may be subject to approval

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14.2Employee Fails to Show Up

If a New Starter does not show up for work then this need to be recorded in Chorus and their record terminated, however prior to this a manger must contact the applicant to see if they will be starting. It is recommended that this is conducted prior to terminating their record as the process cannot be reversed by a manager.

If the Applicant is to start at a later date then the manger must inform Talk2HR who will then update the record to reflect a different start date, the manager can then record when the employee shows up for work on the new agreed date.

If the employee is not starting: -

From the Navigator home page select the Confirm Employment link

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The Confirm Employment: People in Hierarchy screen is displayed showing all employees in the direct reporting line to the Line Manager

Click Action icon column for the required employee

The Confirm Employment: Effective Date Options page is displayed

Enter the Effective Date to reflect the date the employee should have physically started work.

Note: The Effective Date defaults to the system date (today) and must be amended as required

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Click Continue button to proceed

The Confirm Employment: Assignment page is displayed

Click the Assignment Status Drop Down List and change the value to No Show

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Click Next

Review the entries

Click Submit

Chorus displays a Confirmation screen showing that the changes have been submitted and may be subject to approval.

Talk2HR receive a notification and they will Cancel the New Hire and change the person Status to Applicant i.e. the record is terminated and no system access is set up

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15 Viewing Employee’s Emergency Contact Information

A Manager access an employee’s Next of Kin Contact details.

Note: It is an employee’s responsibility to ensure this information is correct. They can check and update this using their Self Service access.

From the Navigator home page select the Contact Information link

Chorus displays the Contact Information: People in Hierarchy page

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Chorus will display the Contact Information page.

Emergency contacts are along with their telephone numbers. The primary Contact is the main contact and the person who should be contacted in the first instance. Chorus will only allow one primary contact.

Click the Back button to return to the Contact Information: People in Hierarchy page or click the Home link in the top right of the page to return to the Navigator home page.

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16 Contract Details for EmployeesThe Contract Details for Employees will allow a manager to view the contract details held for a permanent employee.

Note: The Contract details would have previously been saved and attached by Talk2HR.

From the Navigator home page select the Contract Details for Employees link

Chorus displays the Contract Details for Employees: People in Hierarchy page

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Chorus will display the Documents of Record for Person page

If a contract exists against the employee’s record summary information will be displayed. If not contact details exist contact Talk2HR

Click the View icon to open the contracts record

Chorus will display the View Document of Record page

Click the link under the File Name to open any attached contract documents

Windows will display a File Download prompt

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Click Open to view the document

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17 End Employment and ContractsWhen an Employee/Contingent worker leaves or is due to leave then a manager must take action by recording the date and reason for leaving.

From the Navigator home page select the End Employment and Contracts link

Chorus will display the End Employment and Contracts: People in Hierarchy page.


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Chorus will display the End Employment and Contracts: Effective Date Options page

Enter the Effective Date (last date the employee is effective employed)

Note: If an employee’s Assignment information has been changed in the future and the leave date falls before this date then Chorus will display an information message. Check the reason for this future change and request from Talk2HR HR Services that it is deleted if necessary. This also includes any outstanding changes that are awaiting approval, ensure these changes are rejected by the authorising manager.

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Note: If there are any outstanding changes that are awaiting approval then Chorus will display a Warning message at the top of the page. Contact the authorising manager and ask them to perform the relevant action. If this meant a future change to an employee’s Assignment then it would be recommended to reject the outstanding notification.

If the date can be entered click the Continue button

Chorus will then display the Termination page

Enter the Notification Date as the date the employee notified of their intent to leave

Select the Reason from the Drop Down List

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If there are any relevant comments enter them in the Comments field

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Click Context drop down to select the Employees Business Group and select the relevant Business Group

A new list of fields is displayed

Enter Last Working Day as the date the Employee is leaving O2

The remaining fields require Yes / No answers which can be selected from the relevant drop down

Complete remaining fields as necessary

Click Next to process

Note: Ensure that the Leavers Checklist is referred to prior to submitting the leave information, this can be accessed by clicking the Vital O2 Leavers Checklist link.

Chorus displays the End Employment and Contracts: Review page

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This page will display the details entered and any approvers that will need to take action.

If applicable add any attachments or adhoc approvers or any comments that might be relevant to the approver.

Click the Submit button to process

A Confirmation page is displayed informing of submission and possible need for approval

Click Home to return to the Navigator Home Page

A notification will appear in the Manager’s Worklist that a notification has been submitted.

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18 Extend Contracts for Contingent WorkersChorus defines Contractors as Contingent Workers. Fixed Term O2 Contractors are not Contingent Workers as they have a contract and are paid by O2.

Appropriate internal approvals, including Line Manager 2, budget and headcount, are required prior to performing this task.


Chorus displays the Extend Contracts for Contingent Workers: People in Hierarchy page

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Click the Action icon of the Contingent Worker

The Extend Contracts for Contingent Workers: Effective Date Options page is displayed

Enter the Effective Date on the date the change takes effect

Click Continue

Chorus will display the Extend Contracts for Contingent Workers: Assignment page.

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Enter the Date the contract is extended to in the Projected Assignment End field


Chorus will display the Extend Contracts for Contingent Workers: Review page

Add or Attach and documents if required

Click Submit to action the extension

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A Confirmation page is displayed informing of submission and possible need for approval

Click Home to return to the Navigator Home Page

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19 Grade Progression Approval (Customer Services)

This chapter is intended for Line Managers of new Customer Service employees starting on either CSA1 or Admin 1 grades at the end of their probation period.

One month prior to the Probation Period end date, the Line Manager receives a notification proposing to move the employee to the second step in the grade ladder. This is used as a prompt for the Line Manager to complete a Probation Review with the employee.

Following the Probation Review an Approval notification is sent to the line Manager for any of their employees without an extended Probation Period, or who have not been terminated, the assumption being that these people have passed the probation periodWhen the Line Manager approves the notification, Chorus progresses the employee up the grade table.

From the Navigator Home Page Select the UK Manager Self Service, O2 (United Kingdom) Responsibility

Select Notifications from the Navigator Home Page

Any Outstanding Notifications will be displayed

Click the link for the required notification from the Worklist and click Open

Chorus will display the Grade Ladder Progression Page

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Click Approve button to progress the employee to the next step of the Grade Ladder

The approval prompts Talk2HR HRS to move the employee up the grade ladder

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20 International Assignment Information (Expat/Inpat)

Select International Assignment Information from the Navigator Home Page

Chorus displays the International Assignment Information: Extra Information page

This page is display only and will show any Expat or Inpat information

Click the Back button to return to the Navigator Home page

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21 Pre-Employment Checks

The Resourcing Contact Centre (RCC) send out the Pre-Employment questionnaire to applicants who are booked into an Interview at a Retail store. The questionnaire is attached to the Invite to Interview Email.

The applicant completes this questionnaire and takes it with them to the Interview at the retail store.

Note: Step to be completed outside iRecruitment. It is the Hiring Manager’s responsibility to ensure that they check the questionnaire and request further information from the applicant if necessary. The Hiring Manager then needs to decide whether a Health Referral should be made (refer to Pre-employment Capability Guide notes for more information)

Unsuccessful Applicants

Post interview, the Hiring Manager should store all the applicants’ documentation in a confidential area for a 3 month period. The applicant could contact the Hiring Manager for feedback during this period.

Successful Applicants

For successful applicants, the Hiring Manager should forward the completed questionnaire along with all other documentation to Talk2HR HR Services once a verbal offer has been made. The Hiring Manager should state whether the applicant should be referred to Occupational Health following the Capability Declaration Guidance notes.

Talk2HR HR Services will refer the Capability Declaration to Occupational Health following the guidance notes.

Applicants who do not require a Health Referral

If an applicant does not require a Health Referral, the Hiring Manager should refer to the verbal offer process and update the offer details in iRecruitment and forward to Talk2HR for approval.

Applicant who Require a Health Referral

For applicants who do require a Health Referral, the verbal offer of employment should still be completed and the applicants offer

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details should be updated in iRecruitment and sent to Talk2HR for approval.

Note: The applicants start date may have to be set some months ahead to allow for Talk2HR to review the case or for an assessment to take place

21.1 Criminal Record Check (CRC)

At the Interview / O2 Event, the applicant is given a CRC form to complete along with the user guide notes

Note: RCC ensure that stocks of CRC forms are sent to O2 Events and Retail managers so they have adequate supplies to provide candidates

Retail or Event manager to check the accuracy of the completed form and ensure all sections are completed by the candidate and take a photocopy of the applicants proof of address.

Candidates Who Are Unsuccessful at Interview/O2 Event

For CS candidates, send paperwork back to RCC. This is to be filed and then confidentially destroyed after 3 months

For Retail candidates, the Hiring manager retains the paperwork for 3 months and then confidentially destroys after 3 months

Candidates Who Are Successful

For CS, the Event Manager sends the form to the RCC along with the interview documents, ID and any other related documents

Note: For Retail, the Retail Manager retains the information

Customer Services Candidates

RCC checks forms and requests any further information from applicant if required

RCC completes the offer details in iRecruitment (see related link) and forwards documentation to Talk2HR for approval

Note: The contract will not be sent out until all the required documentation has been received and is accurate

Talk2HR processes offer

Retail Candidates

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Retail manager completes offer details in i-Recruitment and forwards documentation to Talk2HR for approval.

Talk2HR checks the forms for retail and requests any further information from the Retail Manager if required

Note: The contract will not be sent out until all the required documentation has been received and is accurate

Talk2HR processes offer.

21.2 ID Checking Process – Retail

This process should be followed whenever there is a requirement for a Retail Hiring Manger to check an applicants’ identification at an Interview.

The applicant will receive an email (or a letter if they have applied offline) asking them to bring the relevant ID with them to their Interview. The information received also confirms to the applicant which ID is acceptable for them to bring

Note: ID must be either a Valid Passport or National Insurance number (e.g. along with full birth certificate (including parents names). Refer to further information on checking ID.

The Hiring Manager should check the ID on the candidate’s arrival at the Interview.

Candidates who bring in the correct ID

The Hiring Manager should photocopy the ID and sign and date all photocopied pages to verify that the original documentation has been seen and verified.

The Applicant is progressed through the interview.

Candidates who bring the incorrect ID

The Applicant can still be progressed through the assessment, however the Hiring Manger should advise the applicant that the correct ID must be provided as an offer of employment (should the applicant be successful) can not be made until the correct ID has been checked and verified.

When the applicant returns with the correct ID, the Hiring Manager should follow the process for the correct ID above.

To view/add Pre-Employment checks on Chorus

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Select Pre-Employment Checks from the Navigator Home Page

Chorus will then display the Pre-Employment Checks: People in Hierarchy page


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Chorus will display the Pre-Employment Checks: Extra Information page

To add a new Pre-Employment check (Date Licence Checked only) click the Add button

Chorus will then display the Pre-Employment Check page

Enter the relevant information

Click the Apply button

Chorus will then re-display the Pre-Employment Checks: Extra Information page


Chorus will display the Pre-Employment Check: Review page

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Click the Submit button to action the change

Chorus will confirm the changes have been submitted

Click Home to Return to the Navigator Home Page

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22 Release Information (Transfer an Employee Out)

This Chorus function is used when an employee is moving to another Line Manager on a permanent basis.

Prior to transferring an employee use this checklist to ensure that the employee’s record is in a ready state to begin the process, the following link will provide access to this: -

http://vitalo2.pri/o2uk/Chorus/o2_site/doc/Transfers_Checklist.doc

This document consists of the following: -

1) Asset Management -Does the Employee still hold any particular assets required to carry out their old role (Laptop, company car etc)?You should retrieve these assets and update Chorus through Management Self Service. (See Chapter 11 for Chorus Asset Management)

2) Outstanding Probation Period –If the Employee has not fully completed their probation period, you should email the receiving LM with the details of the outstanding term/end date

3) Performance 1-to-1’s –You should ensure that all performance related 1-2-1 meetings are up to date and recorded. This is particularly important for employees with an outstanding period of probation

4) Outstanding Notifications –You should make sure that you have reviewed and actioned any appropriate outstanding notifications for the Employee on Chorus.

5) Access to Specialist Systems – Does the Employee still have access to any specialist systems from their old role?Access to these systems should be revoked through Access Control.

6) Chorus Responsibility –

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http://vitalo2.pri/o2uk/Chorus/o2_site/doc/Transfers_Checklist.doc

Does the Employee have access to any special reports on Chorus from their old role?Access to these reports should be revoked through Chorus UK HR Support by your HRBP who should contact Chorus Support.

7) Review Expenses –Review any outstanding expenses and ensure that they are approved / rejected / processed prior to transfer.

8) Hard Copy Documents –Ensure you forward all hard copy documentation/correspondence relating to the employee to the New Line Manager.

9) Ongoing CAP/OHS Cases –Where the Employee is involved in an ongoing CAP or OHS case, you should fully brief the Receiving Line Manager and ensure that Chorus is up to date with the latest details.

After checking that the employee’s record is suitable to transfer out to another Line Manager: -

Select Release Information from the Navigator Home Page

Chorus will display the Release Information: People in Hierarchy page.

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Chorus will display the Release Information page

This page is where the Receiving Line Manager is identified and selected.

Find the Receiving Line Manager by entering their details in the Name field (See Chapter 8 on Searching)

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After entering the name of the Line Manager click the Grant Access button

Chorus will then display the Release Information page

This page will allow a manager to review the information they are submitting, any Attachments or Comments to the receiving manager can be added.

Click the Submit button to process the Release of Information



The Worklist Notifications will display a message stating that the Release of Information has been approved.

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22.1 Cancel the Release of Information

If for a particular reason the Release of Information needs cancelling this can be done assuming the Receiving Manager has not processed the receipt of the Employee.

If you choose the wrong manager or the transfer does not go ahead: -

Select Release Information from the Navigator Home Page

Chorus will display the Release Information: People in Hierarchy page.

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Chorus will display the Release Information page which will display any employees that have an Existing Access Grant: -

To revoke the transfer click the Revoke Access icon

Chorus will then display the Release Information: Review Page

Click Submit to process the Revoke action


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23 Release Information (Receive an Employee In)

As a manager you can use Chorus to formalise the transfer of an employee into your team, using the ‘Assignment Changes for Employees’ function in Manager Self Service

Important: Before accepting an employee it is CRITICAL that the receiving Line Manager runs the 1020 Position Hierarchy Report to check that there is either a valid and empty position or that an existing Position which has enough available headcount.

The Receiving Line Manager will see a Worklist Notification that the employee’s information has been released: -

(Nb: The Releasing Line Manager needs to perform his/her step first, to generate this notification to the Receiving Line Manager – refer Chapter 22)


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Chorus will display the Assignment Changes for Employees: People in Hierarchy page

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The employee being transferred in will not be displayed at this point.

Use the Name search field to find their record (see chapter 8 Searching): -

Select the employee required by checking the relevant check box: -

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Chorus will display the Assignment Changes for Employees: Effective Date Options page

Enter the Effective Date the employee is being transferred into your team

Click the Continue button

Chorus will display the Assignment Changes for Employees: Assignment page

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The information for the employee selected, will be that of their current Position & Assignment details. In this example they currently sitting in Bury, in Position “CSA1|Customer Service Advisor 1”.

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The Receiving Line Manager will have to make changes to the information on this screen to reflect the Position they are being received into.

(In this scenario the employee is being received into a position in Retail support in Glasgow – the Receiving Line Manager has run their 1020 Position Hierarchy Report and identified the correct Position the employee will be moved into).

To locate the correct Position to move the employee into: Delete the contends of the OUC (Organisation) field e.g.

OCDDD1 Blackpool O2 Retail Shop, Tab forwards out of the Organisation field – this will clear the

Position and Job fields.

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To find the Position click the Find icon (torch) by the Position

field

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Chorus will then display the Search and Select: Position Name prompt

To find the position you require search by the unique 6 digit number you have identified using your 1020 Positional Hierarchy Report e.g. %008904%

Select the correct Position from this list, using the Select link





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Note: Chorus may re-calculate a new probation period in error. Please examine the details in this section and clear them out or adjust the values as necessary.

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After making any necessary amendments to the information

click the Next button

Chorus will then display the Assignment Changes for Employees: Pay Rate page. (This is not applicable for pay ladder employees).

In this example here we are NOT changing Hours or giving the employee a pay rise – so we would progress through this screen by

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just clicking on “Next”. We DO NOT select a reason if the salary is not changing.

Note: If there is a salary change to make or the hours have changed when moving the new employee into your team, enter the ‘Reason for Change’ and if applicable enter the new salary by either entering the Full Time Equivalent Salary, Change Amount or Change %. Entering one of these values will automatically generate the other related change amounts.

After Clicking Next Chorus will then display the Assignment Changes for Employees: Review page.

Add any Attachments or Approvers if required

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Chorus will display the Confirmation page that the changes have been submitted subject to approval

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Note: The employee will not appear in the Receiving Line Manager’s Hierarchy until all the Approvers have approved the action in their Worklist. (E.G. 2nd Line Manager & AcHRS)

A Manager can view the progress of the approvals by searching for the employee’s record in the Assignment Changes for Employees: Assignment page

Chorus will display who the current approval is with.

Once the first approver has taken action a Worklist notification will be sent to the Receiving Line Manager that is has now been forwarded to the next approver e.g. Talk2HR Reward team

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Again searching for the record a Line Manager can see who the approver currently is.

By Clicking on the Subject Link the history of approvers can be seen.

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24 Work Information (Work, Salary, Absence, Job Application History)

The Work Information page will allow a Manager to view information on an employee that relates to their Job, Salary Absence and any Job Applications they have made.

Select Work Information from the Navigator Home Page

Chorus will display the My Employee Information page

Click the Name Link of the Employee to view their information

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Chorus will display the following: -

Employment Tab –

This page displays the Assignment (work) history information of the employee.

Clicking a Show link will display further information

Click Hide to revert back to the original view.

Salary – This tab will display the Salary History of the employee

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Absence –

This page will display any Absence History for an employee, Absences include sickness, holidays etc.: -



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25 Online Pay ReviewThere is a separate guide on how to use Chorus with relation to the Annual Pay Review at the following link: -

https://o2hrms.de.pri.o2.com:8444/O2/UK/opr/using_chorus_online_pay_review.pdf

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26 O2 Reports

O2 reports uses a different interface called Oracle Discoverer to view your data. This is a very easy to use reporting system that has set reports that ask for parameter values. Once you have viewed the data, you can export it to Excel and perform your own manipulations.

26.1Running the Position Hierarchy Report

This is the most common report that a Line manager will run and is one of the simplest to run as there are no parameters.

This will display a list of reports that are available to you. This list is restricted by the responsibility available to you.

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Click the expand button against the

1020_Positional_hierarchy report.

Note: This will display the Position Hierarchy View worksheet.

Click the Position Hierarchy View Worksheet link.

Note: This will display your finished report.

Click the Export link in the top left hand corner under the Action heading.

Click Microsft Excel Workbook (*.xls) from the export type list.

Click the Export button on the right hand side of the screen.

Click the Click to View or Save button.

Note: This will display the File Download window.

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Click the Open button.

Note: This will display the Security Warning window.

Click the Enable Macros button.

Note: This will display the report in an excel window.

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You can now build in your own summaries and formulas.

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26.2 Tools within Reports

Once you have run a report, you have the opportunity to manipulate the format of the data using five tools :-

Layout Format Stoplight Sort Rows and Columns

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26.2.1 Layout

This option allows you to change the position of columns.

Click the Layout option. This will provide you with two options. You can either move a column or swap two columns

26.2.1.1 Move a column

Click the option list next to Move option and select a column that you wish to move. In this case I am using the Position Name column.

Click the next option list to define where the column will be moved.

Click the Go button. This will re-display the report with the new column setup.

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26.2.1.2 Swap a column

Click the option list on the left and choose Swap.

Click the option list next to the Swap option and select a column that you wish to swap. In this case I am using the Filled Posts column.

Click the option list on the right and choose which column you want to swap around. In this case I have used ‘With OUC’

Click the Go button. This will re-display the report with the new column setup.

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26.2.2 Format

This option allows you to change the format of columns.

Click the Format option. This will provide you a number of options for changing the display of a column.

Click the heading bar of the column that you wish to change.

There are a number of buttons and as an example in the following screenshot the mouse is hovering over the Bold button and the bubble help appears.

Click the Bold button and this will make the data in the column you have selected become bold.

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26.2.3 Stoplight

This option allows you to change the format of a column and defined by unacceptable and acceptable values. In the following example I want to hightlight a ‘1’ in the hierarchy column as being desirable (green) and the ‘2’s to be acceptable (yellow) and anything below a ‘2’ to be unacceptable (red)

Click the Stoplight option. This will provide you with 2 fields, Unacceptable and Acceptable.

Enter a 3 into the Unacceptable field.

Enter a 1 into the acceptable field

Click the Go button. This will re-display the report with the new column colour scheme.

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26.2.4 Sort

This option allows you to order the data in the report by a particular column.

Click the Sort option. This will provide you with 2 fields, one to choose the column and the second to set the sort order.

Click the Sort option list and choose a column to sort by.

Click the Order option list and choose either :-

No Sort Ordero No order is used

Ascendingo A-Z

Descendingo Z-A

Click the Go button. This will re-display the report with the new ordering.

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26.2.5 Rows and Columns

This option allows you to limit the display of data to a defined limit of columns and rows.

Click the Rows and Columns option. This will provide you with 2 fields, one to choose the column and the second to set the sort order.

By default, both fields will contain 25 as their values.

Enter the required numbers into either or both fields.

Click the Go button. This will re-display the report with the correct number of rows and columns.

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27 Dashboards

The Chorus Dashboards provide an interactive reporting tool for executives and managers. It provides better visibility of factors which influence people’s effectiveness by analysing HR data across the whole organisation on a daily basis.

Each Line Manager has a series of dashboard presenting information which they can drill down through to view the detail. This section focuses on one of the dashboards but they all work in a similar way.

You can enable both date and duration views so that you can focus on a particular date or look at changes over a period of time.

You can view summarised data for your entire team including the ability to drill down through multiple levels to pinpoint particular problem areas. If you have only direct employees then you will only be able to see your own team.

There are four dashboard views HR Management – Overview HR Management – Turnover Employee Absence Management Contingent Worker Management

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27.1HR Management – Overview

Click the HR Management - Overview function in the Dashboards section.

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27.2 Sections

27.2.1 Parameters

The Dashboard contains a parameters section at the top of the screen for defining the effective date and the period for the information on the screen. You can manipulate the fields to fine tune the dashboard to provide information for a specific period.

The Effective Date parameter represents the end date of the reporting period and determines the information displayed on the dashboard. When you change a value in a parameter, the dashboard automatically updates itself.

Event based information such as starters, leavers and absences have their own start date. In order for these to be included in the dashboard, the start and end dates must occur within the reporting period defined by the effective date and the period.

You can also select a specific date by use of the calendar with the effective date field.

The Period parameter lists rolling periods from 1 week to 1 year. The periods are referred to rolling periods because the period you are viewing is dependent on the effective date.

The Compare To parameter is used to compare the change in values between the reporting period and either one period prior or one year prior.

By default, the dashboard displays summary date for your whole hierarchy. You can select a particular manager in your hierarchy and this will display summary data for their hierarchy.

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27.2.2 Main Body

The main body of the dashboard is sectioned into tables and graphs displaying key performance indicators and summary and trend details for absence, salary and headcount/turnover transactions in your hierarchy.

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27.2.3 Key Performance Indicators

All dashboards contain a categorised Key Performance Indicator (KPI) section for displaying information highlighting the status of your team within defined O2 performance indicators.

Click on the links in this section to drill down to line by line detail for each category of KPI held.

As you drill down through the data you may see the Actions drop down list on the right hand side. This allows you to export or print the data you are viewing.

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27.2.4 High level Summaries

In addition to the KPIs, your dashboard will provide high level summary tables and trend analysis charts on other important information regarding the employees reporting to you within your hierarchy.

Click on a table title and it will drill down to show the detail behind the summary.

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27.2.5 Graphical information

In addition to tabular data, the dashboard also provides graphical information.

Click on the Graph title to drill down to further detail.

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27.2.6 Links SectionThe links section contains links to line by line detail within the current dashboard and across all other dashboards provided.

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28 Holidays and Leave

Employees must request all leave through Chorus Self Service. As a Line Manager, it is your job to review the request and Approve, Reject or Return for more information. It is essential that you review your notifications every day to keep the authorisation flow going. If you fail to action your notifications then they will be escalated to your line manager. Different types of notifications have different time limits for escalation.

Employees will either request sickness in hours or days. This is determined by their employment contract & reflected in their position setup.

Once a holiday request has been approved, it can be changed by the employee if it is still in the future, but the manager will need to approve it again.

28.1 CS Via Planning

In Customer Services, holiday notifications are directed to the planning department for certain teams. Once Planning has approved the request it is then forwarded to the Line Manager for approval. The employee will receive a notification of the final outcome.

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28.2 Responding to a Holiday Request Notification

Each holiday request created by an employee will generate a notification to their Line Manager.

You can read your request using the method covered in section 3.

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Examine the details of the request carefully. You should pay particular attention to the number of days or hours requested and make sure this is correct. If you have an employee who works shifts and requests holiday across a number of days, (e.g. leave across public holidays. This does not auto calculate) you need to make sure that the number of hours requested is correct. You have three buttons that you can use to respond to the request.

This will approve the request and update the absence calendar for the team. The employee will receive a notification.

This will reject the request and notify the employee. It is important that if you are rejecting a holiday request that you put a comment in the note box.

This will put the request on hold and send a notification to the employee. You should enter comments in the note box to explain your query. Once the employee has re-submitted the request you will receive another notification and have the same opportunity to approve, reject or request more information.

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28.3 Other Types of Leave

As well as requesting holiday leave, the employee can also request the following types of leave :-

Family/Personal Days (Paid) Family/Personal Days (Unpaid) Armed Forces Days (Paid) Armed Forces Days (Unpaid) Public Duty Days (Paid) Public Duty Days (Unpaid) Other unpaid leave days

Note: If an employee receives their leave entitlement in hours, they will see a similar list but with hours as unit options instead of days.

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29 Sickness and Timeout

Line Managers are required to enter all sickness records for their employees. Because of the nature of sickness there will be two elements to this task :-

1. Record the beginning of the sickness when the employee calls in.

2. Record the end of the sickness when the employee returns to work.

If an employee calls in to say they are sick, but will return tomorrow, you should only complete step 1. Complete step 2 only when they actually physically return to the place of work.

It is important to keep accurate sickness records for the following reasons :-

1. HR and Planning use this information to understand trends of sickness and plan for the future.

2. If the employee has a number of absences, it may end up with a CAP case and the sickness records provide evidence.

3. Chorus has special triggers which are activated under certain conditions such as long term sickness and the number of sickness instances in a year.

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29.1 Entering a Sickness Record

Select Sickness and Timeout form the Navigator Home Page

Select ‘Sickness and Timeout’This will display the employees in your hierarchy

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Click the Action button against the appropriate employee. This will display a list of their future leave requests.

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Click the Create an Absence Request button. This will display the Create an Absence Request screen.

Click the Absence Type pop list and select either Sickness Days or Sickness Hours (Only one option will appear for the employee).

Click the Absence Reason pop list and select a reason e.g. Accident/Injury (non work related), Stress etc.

Enter the Start date as today.

Note: If the employee records absence in hours, you should enter the start time in the start time field.

Ignore the days field as you will not know the extent of the absence until the employee returns to work.

Enter notes in the comments field.

Click the Next button. This will display the review screen.

Click the Submit button when you have reviewed the absence record.

You have now created an open ended absence record for the employee.

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29.2 Closing a Sickness Record

When the employee returns to work you must close off their sickness absence record.

Open up the Sickness and Timeout screen as before and click the update button on the absence you wish to close.

This will display the details of the sickness absence in update mode.

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1. Enter the End Date for the absence

This is the last day before they returned to work. If the employee records sickness in hours then you should enter the time for the end of the working day.

Now enter the number of days (or hours) of sickness. This will be equal to the complete amount of time spent away from work, including weekends or other days not usually worked. Look at the following examples :-

Start End Days Reason01/07/2008 03/07/2008 3 3 week days04/07/2008 08/07/2008 5 3 week days + weekend30/06/2008 13/07/2008 14 10 week days + weekends

You will notice that there is a Calculate Duration button. You can use this to calculate the amounts for you but please check that the amounts are correct and change them if necessary. This doesn’t allow for public holidays/schedule.

2. Click the Next button. This will display the review screen.

3. Click the Submit button when you have reviewed the absence record.

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29.3 Overlapping Absences

There should be no overlapping absences against an employee’s record. Overlapping absences can cause problems especially when Chorus us calculating payroll, sickness payments, Maternity/Paternity pay or holiday balances. Overlapping Absences are an overlap of any type of absence.

To view the history of an employee’s absence select the employee from the Hierarchy and change the drop down view to Absence History and click Go: -

In this example there is a Holiday absence from July 1st to July 5th.

If a sickness absence was then attempted to be entered that overlapped this period e.g. 02-Jul-2008 to 03-Jul-2008 then Chorus would display a Warning message: -

‘This absence overlaps another absence for this employee. Please change absence dates/hours’

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In this scenario the employee’s holiday absence would need altering. A manager cannot change an absence that has been entered an approved Talk2HR would have to be contacted to make the change, in this case changing the Holiday dates and entering the Sickness absence.

If the warning message is seen Cancel the absence entry and contact Talk2HR.

Note: The warning for overlapping absences would often be seen when an employee has an open ended absence. If this is the case either the new Absence entry would have to be ignored or the open ended absence would need to be end dated.

To end date an open ended absence: -

Find the employee from the Sickness and Absence Hierarchy page.

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An open ended Absence will be displayed in the Sickness and Timeout page when the Drop Down view is set to Current and Planned Absence: -

Click the Update icon

The Sickness and Timeout page will then be displayed

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Enter the End Date and Click the Next button

Chorus will display the Sickness and Timeout review page

Click Submit to action the change.

When re-accessing the Sickness and Timeout page the absence will no longer be displayed when viewing Current and planned Absence

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29.4 Late Recording of Sickness AbsenceThere might be an occasion when a sickness absence has been missed and needs to be entered at a later date.

In most instances this can be done however there is a scenario where this cannot be done.

This scenario occurs where an employee has had a sickness absence recorded and the one that had originally been missed falls before an current sickness absence.

In the following example the employee has a Sickness Absences recorded 19-JUL-2008 to 20-JUL-2008.

A Sickness Absence has been notified that falls before the start of the sickness that started on 19-JUL-2008 e.g. 10-JUL-2008 to 12-JUL-2008.

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When this Sickness Absence is entered into Chorus it will issue a warning that states you cannot insert or delete an absence.

If this occurs Talk2HR must be contacted as they have the Chorus function that will allow then to insert the Sickness Absence.

29.5Deleting an Absence

If an absence that has been approved needs deleting it is not possible to perform this using Chorus Manager Self Service, Talk2HR needs to be contacted as they have the Chorus functions that allow then to delete an Absence.

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29.6Absence Delegation for Customer Service

This new functionality allows you to delegate authority to another person or ‘Buddy’ in your directorate to manage absence for your direct and indirect reports.

Both of you can still create new absences. You can grant and revoke access at any time to your Buddy. You can have more than one Buddy Your Buddy can enter sickness, holiday and other types of

absences. If you need to grant any other kind of access you should use the 'Chorus Access Control form‘ which is available on the intranet.

These requests do not grant the Buddy any access to see or action your notifications.

You can separately grant anyone complete access to your Worklist by navigating to Notifications on the home page and clicking the 'Worklist Access' link.

You will see previous requests you made through this function only once they are approved by your Chorus HR Approver.

This new functionality is available in the UK Manager Self Service responsibility via a new function called ‘Additional Chorus Access (CS Only)’

This will allow you to pick a specific Buddy in your directorate. The Buddy does not need to be a Line Manager

Select the Request Access button

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Enter the surname of the Buddy and select the Torch button

Once the delegation has been approved, Your Buddy then has the rights to add absence records for the employees in your hierarchy. Use the new UK Delegated Absence Management responsibility When you get to the absence screen it will behave as normally

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Enter the surname of the employee you wish to add the absence for

Select the Go button. This will display a list of matching employees

Select the Action button against the appropriate employee and this will allow you to enter the absence as usual

• Once you have delegated access to another employee, you may need to change the access.

• To revoke access, you must enter an end date of today or a future date when you want the access to end.

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• To update the access you can modify the existing start and end dates.

• You must always have a start date but the end date is optional.

• You cannot replace an existing Buddy for another person. You must end date the first Buddy and then add a new access grant for the new person.

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30 Absence Calendar

The absence calendar is a very useful tool.

Before you make a decision on an leave request you may wish to view the absence calendar which provides a graphical overview of total absence for your team for a specific month.

30.1View the Absence Calendar for your Team Select Absence Calendar from the Navigator Home page

This will display the absence calendar parameter screen

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Enter the Month in the format MMM eg JUL

Enter they year in the format YYYY eg 2008

Click the Go button. This will display the report for you.

All of the absences are colour coded to help you understand the pattern of absence. You can use this tool to help you decide to approve or reject an leave request.

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Click the Export option in the left hand side menu. This will display the Choose Export Type window.

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Click the export type pop list and choose the ‘Microsoft Excel Workbook (*.xls)’ option

Click the Export button.

Click the Click to View or Save button. This will display the File Download dialog window.

Click the Open button. This will display the Security Warning window.

Click the Enable Macros button. This will open an excel window with your data. Depending on the date, you may need to format the width of the columns to suit your needs.

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31 Maternity Leave

This area of functionality is restricted to female employees.

Female employees should be encouraged to tell you about a pregnancy but they must tell you by the end of the 15th week before the expected week of confinement.

Once they have informed you, they can enter the maternity leave request.

31.1Review and Approve a Maternity Leave Request

Each Maternity Request created by an employee will generate a notification to their Line Manager.

You can read the request using the method covered in Chapter 3

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Review the information and if you are happy with the content,

click the button.

Note:- The employee needs to provide a MATB1 form and send it to Talk2HR.

Once the request has been approved, Talk2HR look after the admin and provide the employee with a benefits statement.

Talk2HR will send a letter to the employee one month before the employee’s Maternity leave is due to end, they will also email the Line Manager.

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31.2 Considerations while the employee is on leave

While the employee is away, you may decide to cover their role with a seconded employee. If the individual on leave is a line manager then you will need to complete the following form, available on Vital O2.

http://vitalo2.pri/forms/Chorus_Manager_Self_Service.xls

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32 Adoption Leave

When an employee applies for adoption leave, they must produce a matching certificate from the adoption agency. You should keep a copy and the employee should post the original to Talk2HR within seven days of receiving it.

The right to adoptive leave only applies to one member of a couple (including those formed by civil partnership) where a couple adopt jointly. This guide assumes that the O2 employee is the one chosen to take the leave.

Please refer to the adoption guide on Vital O2 for details

http://vitalo2.pri/policies/holidays_and_leave/downloads/AdoptionGuide.doc

32.1View and Approve an Adoption Leave Request

Once the employee has informed you, they can enter the adoption leave request.

Each adoption request created by an employee will generate a notification to their Line Manager.


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click the button.

Once the request has been approved, Talk2HR look after the administration and provide the employee with a benefits statement.

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32.2 Considerations while the employee is on leave

While the employee is away, you may decide to cover their role with a seconded employee. If the individual on leave is a line manager then you will need to complete the following form, available on Vital O2.


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33 Paternity Leave

If a male employee has worked for O2 for more than 26 weeks, they are entitled to two weeks’ paid paternity leave.

They don’t have to take the whole fortnight off if they don’t want to. But if they do, they must be taken as consecutive weeks. The leave can start on any day in the week that the baby is due, or the week after. However, paternity leave must be taken within 56 days of the birth of the child.

Around week 26 of the pregnancy the employee’s partner should receive form MATB1 from her midwife or consultant. It provides written confirmation of the expected date of birth. At this stage the male employee should request Paternity Leave via Chorus.

Please refer to the Paternity guide on Vital O2 for details

http://vitalo2.pri/policies/holidays_and_leave/paternity.asp

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http://vitalo2.pri/policies/holidays_and_leave/paternity.asp

33.1View and Approve a Paternity Leave Request

Each Paternity request created by an employee will generate a notification to their Line Manager.


Review the information and if you are happy with the request,

click the Approve button.

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34 Self-Certificates

If an employee is ill for seven calendar days or less (not working days), they will need to use Employee Self Service to self-certify their period of sickness. This applies to both full time and part time permanent employees.

Please refer to the policy page for more information:

http://vitalo2.pri/policies/health_and_sickness/managing_sick_absence.asp

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34.1View and Update a Medical Self Certificatation Request

Once the employee has submitted a self certification request in Chorus Employee Self Service, you can view and update the record.

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This will display the hierarchy screen.

Click the Action button against the appropriate employee. This will display a list of their existing Self Certification of Absence records.

The employee will be unable to modify an existing but as a line manager you can modify these records. If you wish to do this then

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select the appropriate record by clicking the button and then

click the Update button. This will display the details for that certification.

Change the details as required and then click the Apply button. This will display the updated record.

Click the Next button. This will display the review page.

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When you have reviewed the changes and are happy to

continue, click the Submit button.

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35 Medical Certificates

When an employee initially calls in sick you will have created an absence record for them using sickness days or sickness hours as the reason type. If the employee is sick for more than seven calendar days, they are required to provide a medical certificate. You will need to record the medical certificate on Chorus.

35.1Entering a Medical Certificate


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Click the Action button against the appropriate employee. This will display the medical certificates screen.

Click the button. This will display the detail screen.

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Click the Search button beside the period of absence field. This will display the Search and Select: Period of absence window.

Click the button. This will display a list of absences. You should examine this carefully and find the matching absence.

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Click the Quick Select link against the matching absence. In this example I am selecting the ongoing sickness record. This will re-display the details screen with your chosen absence.

Click the calendar button against the medical certificate expiry date field. This will display the calendar window.

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Use the year and month pop lists to select the correct expiry date.

Click the Apply button. This will display the medical certificate.


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Click the Submit button.

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36 Eye Test Applications

O2 will provide a free eye test to anyone who is:

Classified as or about to become a Display Screen Equipment (DSE) user;

Anyone who is not classified as a DSE user but is experiencing visual problems when using a display screen.

If the test shows that glasses are needed for DSE work then O2 will contribute £50 towards the cost of a pair of basic single vision lens spectacles. A voucher will be provided through the Health and Safety Helpdesk.

Under the legislation there is no requirement to provide tinted lenses, lenses which provide correction for use other than DSE or other extras. If users wish to purchase frames and lenses of their choice, they can use the voucher as part payment and contribute the difference.

36.1Reviewing an Eye test Request

Each Eye Test request created by an employee will generate a notification to their Line Manager.


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click the Approve button. Once approved, the employee will receive the eye test voucher in the post.

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37 Search Health Questionnaires

Employees will only need to complete the health questionnaire if they are a night worker, climber or chauffeur. They will be encouraged to complete the questionnaire periodically.

37.1Location of Questionnaires

You can review the policy on Vital O2

Night Workers Policy Page

http://vitalo2.pri/o2uk/healthandsafety/o2_site/content/cc_163.asp

Night Workers Medical Questionnaire


Medicals for Climbing Staff


Chauffeur Medical Questionnaire

javascript:void(window.open("http://vitalo2.pri/o2uk/healthandsafety/o2_site/doc/Chauffeurs_med_questionnaire.doc"))

The Health Quesionnaires are downloaded from Vital O2 and then completed locally. Once completed, they need to be emailed to Talk2HR who will enter the information onto Chorus.

37.2View Questionnaires

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Once the questionnaires have been added to Chorus, you can view them through Manager Self Service.

Select Search Health Questionnaires from the Navigator Home Page

This will display the Health Questionnaires screen.

Click the against the Expires After field or the Expires Before field or both. You can use these fields to restrict the period of the query. This will display the Pick a Date screen.

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Click on the date you wish to use.

Click the Go button. This will display the search results.

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38 Conduct, Attendance and Performance (CAP) Prompts

If an employee has a long term sickness or has a defined frequency of sickness absences in one year, Chorus will generate a notification to the Line Manger.

At present the conditions that will generate a CAP prompt are :-

1. There have been three instances of sickness absence in a twelve month period.

2. There have been two instances of sickness absence in six months OR an absence of ten days duration.

3. Any absence of 28 days or more which is still open.

The Line Manager will be informed via a notification. It is then up to the line manager to make a judgement on further action such as recording a verbal or written warning through a CAP case. The creation of CAP cases is covered in Chapter 40

If a Line Manager receives a notification through Chorus and does not want to progress through to a CAP case etc, the Line Manager must ‘Close’ the CAP Prompt.

The policy for CAP is available on Vital O2

http://vitalo2.pri/policies/how_we_work/cap/default.asp

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38.1View and Update a CAP Prompt

Select CAP Prompts from the Navigator Home Page


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Click the Action button against the appropriate employee. This will display the CAP Prompts: Special Information screen.

Select the select button against the CAP prompt you wish to update.

Click the Update button. This will display the Absence Prompt screen.

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You can now update the two fields as necessary.

Click the Apply button. This will re-display the CAP Prompts screen with the new information.

Click the Next button. This will display the CAP Prompts: Review screen.


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39 CAP Cases

If an employee does not meet the minimum requirements for attendance, behaviour and performance then the Line Manager can create a CAP case.

Usually, the Line Manager has an informal discussion with the employee and in the vast majority of cases, the problem is solved and nothing is recorded on the system. In some cases, a verbal discussion does not solve the issue and a CAP case needs to be created. This section is not intended as a guide to policy, only to show you how to use Chorus to capture the information around a CAP case.

The policy for CAP is available on Vital O2


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39.1Create a CAP Case

In the case of absence problems, the line manager will probably have received CAP prompts generated by Chorus. For other types of issues, the line manager will need to make a judgement on whether a CAP case is appropriate, HR can provide advice and expertise. CAP cases are a little different to most of the screens in Chorus in that you will probably have to re-visit the CAP case a number of times to update it as the case develops rather than just entering it once.

Select CAP Cases from the Navigator Home Page


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Click the Action button against the appropriate employee. This will display the CAP Cases: Special Information screen.

Click the Add button to create a new CAP case. This will display the CAP cases screen.

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The Case Opened date and the Line Manager will default for you but you can overwrite them if necessary.

If you want to have an investigating manager other than yourself

then click the Search for Line Manager button. This will display the Search and Select: Investigating Manager (if Different) window.

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Enter the surname of the other manager in the search field

and click the Go button.

Click the Select link against the appropriate manager. This will re-display the CAP Cases screen with the new investigating manager.

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If there is a related case then you can associate it with this

new case by clicking the Search for Related Case button against the Related Case field. This will display the Search and Select: Related Case

Click the Go button. This will display other cases for this employee that you could link.

Click the link against the appropriate case. This will re-display the CAP cases screen.

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You can continue to fill in the fields on this screen with the available data you have at the time.

When you have finished, click the button. This will re-display the list of CAP cases for that employee.

Click the button. This will display the Review screen.

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39.2 Update a CAP Case

In many cases, you will need to update a CAP case to change/add more information.


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Click the select button against the appropriate CAP case.

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Click the Update button. This will display the CAP Cases screen.

Make any updates as necessary.

Click the Apply button. This will re-display the CAP Cases screen.


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39.3 Close a CAP Case

Eventually a CAP case will need to be closed.


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Click the select button against the appropriate CAP case.

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Click the button. This will display the CAP Cases screen.

Make any updates as necessary.

Make sure you fill in the Case Closed date field.

Click the button. This will re-display the CAP Cases screen.


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Appendix

40 Types of Responsibilities

• UK Assistant Self Service• Releasing employee information for transfer• Viewing and updating absences• Reviewing the absence calendar• Creating a vacancy• Updating a vacancy status

• UK Manager Self Service• Full Manager Self Service functionality

• UK iRecruitment Assistant• This is typically for Retail Assistant Branch Managers• Allows the creation and management of Vacancies but not

offers.• This type of access must be requested by the completion of

a form which can be found on Vital O2.

UK Assistant Self Service (PA Access)

• It is against company policy to give your password to another employee. A PA should use their own login.

• This option allows a Line Manager’s PA to action certain processes and access limited information on their behalf

• A PA can have delegation rights for more than one Line Manager but they can only have the full delegation rights (all five options) for one Line Manager: -

• Releasing employee information for transfer• Viewing and updating absences• Reviewing the absence calendar• Creating a vacancy• Updating a vacancy status

• For additional Line Managers, they are limited to the following three of the five options: -• Releasing employee information for transfer• Viewing and updating absences• Reviewing the absence calendar

Receiving Email About Your Notifications

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By default you will not receive an email to tell you that a new notification is available for review. You can change your preferences to send you an email as new notifications come in irrespective of the type of delegation.

1. Click the preferences option on the home page.2. Set the Notifications option to HTML mail with attachments3. Click the Apply buttonNote: This will only email you about your own personal notifications.A useful option is that you can request that emails are sent to you when an Exec notification appears in his or her worklist. However you will not be able to set this through preferences. You will need to contact the Talk2HR team by phone to make this request.

Team View

If you log in to Chorus as a PA you will not be able to see the team members that work for your Line Manager. However, you can view them if you search for them and add them temporarily to your team list. For instance, you may wish to view the Contact Information of an employee when you need to contact them.

1. Click the Manager Self service option you require (Contact Information is an example).

2. Enter the surname of the employee into the Name field and click the Go button. This will present a list of matching employees.

3. Click the Select checkbox against the appropriate employee.

4. Click the Add to My List button You can now click the Action button to view their details or take which ever action is necessary.

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41 Granting Worklist Access to Assistant PAs

Note: Do not use this process for Exec PAs, who have a different setup.

Managers may wish to delegate their Chorus Worklist Notifications to PAs who have been given the Chorus responsibility of Assistant PA.

Delegation of notifications will only start when the manager has Granted Worklist Access to a PA through Chorus. This could be for a specific period of time or left open ended.

Notification responses will still appear to come from the manager even though actioned by the PA.

Granting Worklist Access

A manager must inform the PA they are going to Grant Worklist Access to them. Chorus does not send an automatic message.

Line Manager Chorus Steps:1. Within Manager Self Service Notification choose the

Notifications link2. In the Worklist screen choose the Worklist Access link.

3. Click the Grant Worklist Acess button .

4. Click the torch icon next to the blank name field.

5. Search for the PA by entering their last name in the search field, You can also search on a partial name plus wildcard e.g. Woodw% will find Woodward.

6. Click Go to start the search.7. Select the PA from the search results.

8. Optionally enter a description.9. Enter the Start Date i.e. when granted access will start. 10. Enter the End Date i.e. when granted access will finish.

If you leave the end date field blank access will be open ended.

11. Click the Apply Button.

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12. Access to notifications will start as soon as the start date is reached.

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41.1Viewing A Manager’s Notifications

To view another person’s notifications, once you have been granted access, you use the Switch User button to view different worklists.

Note: The Switch User button will automatically appear in your worklist whenever your have been granted access to someone else’s worklist.

PA Chorus Steps:1. Access your notifications in the normal way.2. Click on the Switch User button.

3. Select the radio button of the person you want to view.

4. Click the Apply button.5. You now see the worklist notifications of the other person.

6. Review and action their notifications as normal.

7. To change back to your own notifications repeat from step 2 however choose yourself in Step 3.

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41.2Ending Granted Worklist Access

Granted access with automatically end when the end date has been reached.

Use Update or Delete to change access setup.

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42 Delegation Options Explained

What is delegation?Delegation is the handing over of certain responsibilities to another person during your time away from work. In delegating to someone, you will be giving them the authority and responsibility to do things on your behalf during this time.

When should I delegate?You should delegate if you’re going to be away from work for three or more days. Examples are annual leave, sickness, secondments, maternity leave, etc. The table below shows what type of delegation you should use in different circumstances.

Why should I delegate?When you are away from work, people in your team may send requests through to you for action, such as a request for annual leave. If you don’t respond within three days, this is both frustrating to the person making the request, and it will be escalated to your line manager – something that you want to avoid.

How do I delegate?Depending on the length of time you are likely to be away and what you want to delegate, you can either use Chorus or the HR Business Partners. The table below gives you a clear guide on which approach you will need to take. For unplanned leave, such as sickness, you will need to call talk2hr.

Who should I delegate to?The general rule is that you need to delegate to another line manager. When choosing who to delegate to, you need to bear in mind their appropriateness – you are handing over, in varying degrees, your personal authority and responsibility as a line manager. The table below sets out your options.

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42.1Short Term Delegation (Type 1)

This covers short-term absence such as annual leave. Delegation is limited to notifications and approvals.

What rights am I delegating?

How do I set it up? Who can I delegate to?

All you are doing here is simply setting up someone else on your behalf to receive and respond to notifications.

You cannot choose which notifications are delegated – it’s an all or nothing option and if you choose short term delegation, all notifications and approvals are delegated.

Therefore, care should be taken when making your selection, because although sight of confidential employee information is not given, notifications coming through during your absence could well contain sensitive information.

This can be done by you in Chorus via the “delegation” menu option.

You will need to select the person you’re delegating to.

When you set up permissions, you will need to enter the start and end dates.

You can delegate upwards, sideways and downwards, as long as the person you are delegating to is also a line manager (i.e. has direct reports of their own)

Note that, you will have the ability to select any employee. However, it is critical that you select a line manager, as only line managers have the authority and ability to action your notifications.

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42.2Long Term Delegation (Type 2)

This covers longer term absence such as a secondment or long-term sickness.

You are delegating all of your responsibilities in Chorus and it covers all processes and information.



With long term delegation rights, you are providing the recipient with the IDENTICAL access rights that you have now. They will be able to see everything that you can see and do everything that you can do.

They will be able to:• have full visibility of

confidential employee data within the team

• respond to notifications• raise new requests.

This can’t be done through Chorus.

You will need to complete an access request form (available from Chorus Intranet site) and email it to the HR Business Partner for approval.

The HR Business Partner will then forward authorisation to the Chorus Support Team for action.

You can delegate upwards, sideways and downwards.

The recipient does not need to be a line manager.

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42.3Assistant Self-Service delegation (Type 3)This option allows a line manager’s PA to action certain processes and access limited information on their behalf.It allows more than type 1 but is not as comprehensive as type 2.

PAs can receive notifications and approvals instead of their line managers.



With Assistant Self-Service delegation, the recipient can do the following five things:• release employee

information for transfer• view and update

absences (e.g. sickness records)

• review the Absence Calendar

• create a vacancy • update a vacancy

status

In addition to this, there is also the option to delegate notifications and approvals (as in type 1)

Most PAs should have been set up on the system already.

For those who haven’t (new PAs or PAs moving within the business) you can’t set this up through Chorus.

You will need to complete an access request form (available from Chorus Intranet site) and email it to the HR Business Partner for approval and they will forward the authorisation to the Chorus Support Team for action.

However, once a PA has access, if you choose to give them notifications and approvals rights as well, this can be done through Chorus via the “delegation” menu option.

A PA can have delegation rights for more than one line manager but they can only have the full delegation rights (all five options) for one line manager:• releasing employee

information for transfer• viewing and updating

absences• reviewing the absence

calendar• creating a vacancy• updating a vacancy status

For additional line managers, they are limited to the following three of the five options:• releasing employee

information for transfer• viewing and updating

absences• reviewing the absence

calendar

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43 Acting Cover and Secondment ProcessA secondment is a temporary arrangement to carry out a role for a predefined fixed term. Before deciding on operating a secondment you should consider alternative options, for example, could the work be distributed amongst people in substantive positions or by utilising people within the Trainee Manager Programme.

There may also be times when you may need someone to “act up” (also referred to as Short Term Cover) for a period of time usually up to 4 weeks.

The following process covers authorisation, recruitment, APR, remuneration and communication in both secondment & acting up situations for General and MPG population.

The principles underpinning cover and secondment arrangements:

Cover and secondments must be allocated fairly.

It should provide an opportunity for people to develop by undertaking more challenging roles within their capabilities and training, whilst meeting operational requirement. In line with the learning and development principles the company will provide training/coaching, where required, to enable people to take advantage of the development gained by providing this type of cover.

People will be remunerated for cover of a role lasting one normal week or more by payment of the relevant allowance.

It is not acceptable for cover to last a protracted period because O2’s employment structure is based on payment of a level pensionable salary appropriate with the skills required by a role. This is supported by fair procedures for the appointment of people to these roles. Addressing a role by cover with the payment of an allowance is not equitable with the company’s permanent procedures and therefore must be operated as a temporary measure only. Cover of a single role should normally be for no more than 3 months where possible. There are limited exceptions.

Managers must not share cover opportunities between people in such a way that payment is avoided.

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43.1Process Flow Chart

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43.2Acting Cover (Short Term Cover)

There are times when a person may “act up” to cover a role for a short period of time (usually up to a maximum of four weeks). Only in exceptional circumstances can this period be extended and must be authorised by the Senior Operations Manager/General Manager and all relevant parties consulted.

Acting Cover may be to cover holidays or short term absence and would not necessarily cover the extent of the full role. These are ad hoc opportunities and should be agreed by a Senior Operations Manager or equivalent.

43.3Recruitment

Advertising of acting up roles is unnecessary and only require sign off by a Senior Operations Manager or equivalent. The sign off level ensures that acting up positions are managed appropriately in order to retain the original business structure and manpower plan. A tracker will also be kept by the operational area to monitor any acting up roles to ensure that acting up cover is not being used inappropriately.

If an individual changes department as part of “acting up” they will remain on their original OUC. If the acting up cover lasts longer than 4 weeks then this would be a secondment opportunity. For secondments over a period of 1 month, the individual will move to the cost centre for the seconding area.

43.4 APR/IPR

Any performance feedback on cover for up to 4 weeks will be considered as part of the process to assess an individual’s APR feedback and rating as part of their substantive grade.

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43.5Secondments

Secondments would usually last between one and three months and will only be extended in exceptional circumstances, such as covering maternity leave or a long term vacancy. If an extension is required a new authorisation form will need to be completed.

Secondments occur due to one of the reasons stated below and should be agreed by the General Manager and HR Business Partner, with justification of why secondment is the best option.

To cover a temporary absence of a job holder (e.g. Maternity leave or Long Term Sickness).

To cover a role which is temporary in nature (e.g. a project role or short term increase in workload).

To cover a vacancy whilst in the process of recruiting and filling the permanent position.

For secondments (over the period of 1 month) the individual will move to the cost centre for the seconding area.

43.6 Secondment Management

All individuals on secondment will have their performance reviewed as normal with their secondment Manager, with regular monthly 1:1s, clear reach targets/ written objectives, written personal development plans and, as appropriate, interim and annual performance reviews (IPR/APR).

If a secondment is extended beyond the expected end date quoted in the original offer letter, a new secondment offer letter will be produced including all of the required details identified above and identifying the new expected end date.

A secondment may be withdrawn giving a month’s notice (unless a specific performance issue is identified). The reasons for withdrawing the secondment will be discussed with the person and their original manager prior to their return to their substantive role.

43.7 Recruitment

All secondments should be advertised internally where possible so that all employees have the opportunity to apply and the selection process for seconded positions will be determined by the recruiting manager who will consult HR. Selection will be determined based on the duration of the secondment, and capabilities of the individual to carry out the role.

When an individual is successful in applying for a secondment and comes from a different department, directorate or business area; agreement must be reached with the individual’s current manager regarding the secondment from the individual’s current role, before any offer can be

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made. Whilst it is ultimately a matter of line management agreement, any request for a secondment opportunity will be handled sympathetically and should not be unreasonably withheld.

An offer of a secondment should only be made to an individual if there is a guarantee of continued employment in the individual’s original position following the end of the secondment.

For all types of secondment, no matter what the duration, it is important that the individual taking on a secondment fully understands the terms of the secondment.

Secondment details will be recorded in an offer letter prior to acceptance. The letter will be produced by the secondment manager, copied to the current manager and will include the following:

Details of the secondment role Expected duration of the secondment Payment arrangements including any allowances applicable How the individuals performance will be measured, in particular

how the secondment will affect the individual’s IPR/APR Outline of objectives and specific development goals Who will conduct monthly 1:1’s Who will conduct the PDP, IPR / APR The effect on pay review, bonus and commission What happens at the end of the secondment

When an individual is placed in a seconded role they will be moved to the receiving OUC for the duration of the position.

43.8 APR/IPRPerformance whilst in a seconded role will be measured against the targets and requirements of both the seconded and substantive positions.

Secondment Level

Seconded for less than half of the review period (less than 6 months for APR or less than 3 months for IPR)

Seconded for the majority of the APR review period (more than 6 months for APR or 3 months for IPR)

Within the same grade/skill set

APR/IPR rating to be based on the individual performance in both the substantive and seconded position.

APR/IPR rating to take into account performance against the expectations in the seconded role.

Higher graded role

Automatically assumed that they have reached the targets for the substantive role for the months they were seconded.

Automatically assumed that they have reached the targets for the seconded role.

43.9 Discretionary Bonus Scheme (O2 Contracts)

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For CSA1/Admin 1, CSA2/Admin 2 and Technical Specialist Grades that are eligible to participate in the O2 Contract Discretionary Bonus Scheme, bonus amounts will be calculated based on substantive salary.

Monthly Reach scores used to determine bonus eligibility will be measured in the same way as APR/IPR (see Page 7 for details).

43.9.1 Salary Increases, Commision and Attendance Allowances (All Contracts)

Annual salary increase and any bonus payment due would be paid in line with terms and conditions of the substantive grade.

If a person currently earns commission and accepts a secondment in an area where this is not paid, then they will receive no commission during this time. If a person accepts a secondment in an area where commission is paid, then they will be paid commission in line with the terms of the commission scheme for the seconded role.

If an individual who is currently eligible for an attendance allowance applies for a secondment in a role where this is not applicable, then they will not receive the attendance allowance in the secondment role. If an individual who does not normally receive an attendance allowance is seconded to an area which requires Sunday working, then attendance allowance will be paid.

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44 Cover and Secondment Payments

44.1General Population

Cover payments are made to General Population (NewGRID & New O2 Contracts) grades only. In addition to basic pay, allowances are paid as follows for performing the following roles:Cover Used when an individual covers a role of a higher grade usually one

or more pay ranges higher than the employee’s contractual pay range but does not have any managerial responsibilities:

£36 per week, non-pensionable No payment for odd days, paid only for full weeks Paid for a maximum of 3 months Pro-rated for part-time employees Claimed weekly via Gatekeeper Cannot be claimed when off sick, on leave or days off

Example: C2 Forecaster covering MPG2 MI role.Supervisor Long Term

Used when taking on significant responsibilities in addition to normal day-to-day job requirements with supervisory responsibility duties (for a group of people in the same NewGRID SkillBand or New Contract grade as the employee’s contractual pay range/grade) on a longer term basis.

£1,201 p.a. non-pensionable Contractual change Responsibilities are expected to last for a number of months Pro-rated for part-time employees Individuals Manager to authorise change via Chorus to

instigate the allowance and authorisation should be sent to stop the allowance.

Paid when people are of sick, on leave, Bank Hols etc.

Example: CSA1 covers for MPG2 Team Manager on a longer term basis (more than a month).

Supervisory Short Term

Used when taking on significant responsibilities in addition to normal day-to-day job requirements with supervisory responsibility duties (for a group of people in the same NewGRID SkillBand or New Contract grade as the employee’s contractual pay range/grade) on short term basis.

£6.56 per day, non-pensionable £3.27 for less than 4 hours, non-pensionable Where the responsibilities are expected to last for a few

hours or a day at a time on an ad hoc basis Claimed for days physically in work and not if on leave, off

sick, Bank Hols, weekends as it is a non contractual allowance.

Example: CSA1 covers for MPG2 Team Manager on an ad hoc odd day or week basis.

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Note: The Supervisory Short Term allowance cannot be used in lieu of either the Long Term Supervisory or Cover allowances.

44.2 Short-Term Cover Allowances for MPG Grades

In addition to basic pay, allowances for those individuals who are covering a role in a higher pay range (within MPG grades) are paid £6.84 per day (non-pensionable).

This allowance is paid for working days, off-days, weekends, annual leave, paid sick leave, paid maternity, paternity, or adoption leave and Bank/Public holidays falling within the period of short term cover.

All other terms and conditions remain as per the substantive grade group, however operational requirements may demand a different attendance pattern whilst on short-term cover.

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Example Form - Secondment/Acting Up Cover Authorisation Form

Please note: this form must be completed when an employee is covering / moving roles for any of the following reasons: trainee manager, trainee coach, acting up (0-4 weeks) and secondment (over 4 weeks).

Name:

Sub

stanti

ve

Role

Job Title:

Grade:

Current Manager:

Area of Business including OUC:

Seco

ndm

ent

Deta

ils

Job Title:

Manager:

2nd Line Manager:

Grade:

Area of Business including OUC:

Claiming Allowance (yes / no):

Start date:

End date:

Reason for move (including who they are covering for):

Auth

ori

sati

on

Requesting manager:

Date:

Departmental Head: Date:

HR Business Partner: Date:

Finance Manager Date:

General Manager: Date:

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Example Letter - Letter to be given to the individual following the offer and discussion around objectives and remuneration.

[Name][Department]

[Date]

Dear [name]

Congratulations on being offered the secondment of [title of role].

Your secondment will commence on [start date] and finish on [end date].

During the secondment you will be based in [department] and your manager will be [manager’s name].

During this period your grade will [remain the same/ be ….]

You will [remain on the same OUC/ be allocated to a new OUC which is…]

In the meeting we discussed your IPR/ APR, and agreed [Add details of who will complete the IPR/ APR and what period of time at what position would be included.]

Your objectives for the period are attached [add detail based on Reach and other project objectives].

During this period you will /will not receive commission in line with your seconded role.

At the end of the secondment you will return to your original position. [If alternative please add].

Please note that O2 reserves the right to end a secondment before the original secondment end date giving one month’s notice.

[Include affect of pay progression/bonus if relevant].

[Add additional comments]

Yours sincerely

Managers NameManagers Position

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