ELECTRONIC STAFF RECORD (ESR) Portal

SUPERVISOR-SELF SERVICE

USER GUIDE

ESR Hub

1. On the ESR Hub Page click ‘Login to ESR’

2. Enter the username and password you have been given, or click log in with smartcard

Accessing the Supervisor Self-Service

1. On the portal homepage, click on “ESR Navigator”.

2. You will then be taken into the ESR system, click on “096 Supervisor Self Service” tab this will open up further options for amending staffs details.

Absences

1. Click on the “absence” tab

2. Click on the action button next to the employee you wish to enter the leave against.

NB: If there is more than one person at your trust/practice with access to the employees then you may need to expand the selection by using the “+” icon next to their name.

3. The next page will show you the absence summary for that employee, from here you can view the employees previous absences. To enter any kind of absences click on the “create absence” button.

How to input Annual/Study/Special Leave

1. To record annual leave:

Enter the Absence Type as Annual Leave Accrual/Study Increasing balance/Special increasing balance

Enter the Absence reason as Annual leave/study leave (for special leave pick the most relevant)

Enter the Start date and End Date (if annual leave if just for 1 day start date and end date should be the same)

Click on calculate duration (if the employee is taking half days or the system has miscalculated you can always delete the “total” box and manually enter in the correct duration

NB: for annual leave/study leave or special leave you do not have to complete the boxes below the calculate duration

2. Click on the next button in the top right, if you have entered a duration different to that the system has calculate it will flag up as a warning. Ignore this can click next again

3. The system will then show you a summary page on what you are about to

enter onto the system, if you are happy with this click on submit.

How to Input Sickness 1. From the absence summary click on “create absence” 2. In the absence drop down select sickness 3. In the “Level 1 Reason” do not type anything into the box but click on the

magnifying glass to the right

4. A pop up box will appear, again do not type anythig into the box but click on the “go” button to the right. All the absence reasons will now appear. You must then click on the quick select most appropriate to the illness. To find the most relevant reason you may have to click on the “next 10” button to view further categories.

5. Repeat the above for the level 2 reason as this will go into greater detail for the absence.

6. Enter the start date and end date for the absence, if the employee is still off sick leave the end date blank and click next

7. If the employee has returned and you have undertaken a return to work

discussion enter this date in the “return to work discussion date” field, you can also add any additional comments in the box and the bottom of the page. NB: any comments entered can be viewed by the trainee.

8. Once you have clicked next it will take you to the summary page, if you are happy with what you are about to enter click “submit”.

9. If you have submitted a sickness without an end date and the employee has

now returned. To close the absence from the absence summary page click on the update pencil next to the sickness needed to be closed.

This will then take you back into the absence record and you can enter the end date and submit.