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Finance Division Users - Finance and Human Resources Division

By Sam Elliott,2014-08-07 11:19
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Finance Division Users - Finance and Human Resources Division

Published Version 4.0

    Finance Division

    Service in Partnership (SiP)

    SiP System for Electronic Submission of:

    ; Appointment Forms

    ; Change to Appointment Forms

    ; One-Off Payments

    ; Leavers Notification Forms

    Finance Users Manual

    Version 4.0

    August 2007

    Queries relating to data entry should be forwarded to the SiP helpdesk either by telephone on extension 09775 or by email to hr_helpdesk@adm.ucl.ac.uk

    Queries of a technical nature should be directed to the Management Systems technical helpdesk on extensions 45660/45687.

    Queries on HR procedures and policy should be directed to your HR Operations contact in the first instance. For details as to who your contact is visit http://www.ucl.ac.uk/hr/staff/

Finance Division 1 1 August 2007

Published Version 4.0

Contents

    1. Introduction to SiP................................................................................. 3 1.1 SiP (Oracles System) Introduction and Navigation Manual ............ 3 1.2 Logon ...................................................................................................... 3 1.3 Change Password.................................................................................. 4 2. Approving Records ............................................................................... 5 2.1 SIP Progress Screens ........................................................................... 5 2.1.1 Main Menu Screen .......................................................................... 5 2.1.2 Progress Summary Screen ............................................................. 6 2.1.3 Detailed Progress Screen ............................................................... 7 2.1.4 Service Standards ........................................................................... 8 2.2 New Contract Forms ............................................................................. 9 2.3 Form 1/2 Appointment of all Staff .................................................. 10 2.3.1 Employee Details Screen .............................................................. 10 2.3.2 Appointment Details Screen ......................................................... 11 2.3.3 Finance Charges Screen .............................................................. 12 2.3.4 Checklist (1) Screen ...................................................................... 14 2.3.5 Comments Screen ......................................................................... 15 2.3.6 Requestor & Approvals Screen .................................................... 16 2.3.7 Research Fellow Appointments .................................................... 17 2.3.8 Researcher Appointments............................................................. 18 2.4 Form 3 UCL Teacher Appointment................................................. 19 2.5 Form 4 PGTA/Demonstrator............................................................ 19 2.6 Changes to Appointment Forms ....................................................... 20 2.6.1 Employee Details Screen .............................................................. 20 2.7 Printing Records .................................................................................. 21 3. Archive .................................................................................................. 22

    Finance Division 2 1 August 2007

Published Version 4.0

1. Introduction to SiP

1.1 SiP (Oracles System) Introduction and Navigation Manual

    There is a separate SIP manual which must be read by all users. It explains how to get started and use the systems functionality (e.g. navigation, querying, entering data, etc). This manual can be accessed from the SIP home page: http://msd-a1.adcom.ucl.ac.uk:7782/SiP/SiP_user_manuals.htm

1.2 Logon

    To logon to SiP, users should use an Internet Explorer browser to access

    URL: http://www.ucl.ac.uk/management-systems/msapps/SiP/index.shtml

    and click on Live System.

Enter your username and password and press the “Connect” button (note: the

    username is not case sensitive). If you experience problems connecting to SIP, contact the Helpdesk (see front of manual for details).

    Figure 1: SiP Logon screen

Finance Division 3 1 August 2007

Published Version 4.0

1.3 Change Password

    Figure 2: Change Password Screen

    SiP is configured to prompt you to change your password when you first log in and after 150 days from the date the password was last changed. In both circumstances, you will be taken directly to the Change Password Screen (see figure 2) . You can change your password at any other time by using the "Change Password" item from the main menu.

    To change the password (having navigated from the main menu)

    ; Enter current password

    ; Enter new password

    ; Confirm new password

    ; Press “Change Password”

    Below are some guidelines on how to decide on an acceptable password:

    ; It cannot be the same as your current password.

    ; It must be at least 8 characters long.

    ; It must be alphanumeric and must have at least one non-alphabetical

    character in it (i.e. a number - use of a space or an apostrophe is not

    recommended).

    ; It cannot contain your username.

    ; It cannot be the same character repeated (e.g. AAAAAAAAAA is

    not a valid password).

    Please remember: if you change your account password on SiP, you change it for other systems which use the same database (e.g., DeMISt, the records Office system, Mirucl, SARS and RSS).

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Published Version 4.0

2. Approving Records

    2.1 SIP Progress Screens

    2.1.1 Main Menu Screen

    Figure 3: SiP Main Menu screen

    The first screen you will see is the SiP Main Menu screen from which users can access the different forms and reports found in the system. Users can track the progress of records submitted, view archived records and change their passwords.

    Finance users need to select the Progress of Requests option which will take you on to the Progress Summary screen.

Finance Division 5 1 August 2007

Published Version 4.0

2.1.2 Progress Summary Screen

    Figure 4: SiP Progress Screen: Summary screen

    The Progress Summary screen displays the number of records currently in the system. The numbers of forms awaiting Finance approval are shown under the “New and Partial” and “Resubmitted” columns. You can use the filter

    button to select your name so that only the records relating to your departments are shown. To see the details of the forms awaiting approval you must select the record type from the list of options, e.g. New Contract Requests, to take you to the next progress screen.

    The Refresh button will allow users to update the status on the Progress of Requests screens without needing to exit the screen and re-enter.

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Published Version 4.0

2.1.3 Detailed Progress Screen

    Figure 5: SiP New Contracts Progress Screen

    The second progress screen shows all the details of the forms currently in the system. Records are sorted by record type and appear in status order (i.e. New, Re-Submitted, FIN Approved). The screen shows the date the record was originally submitted (“submitted”), its current status and the effective date of the current status (“current status and date”). To view the full details of a particular form you must click in the record field and press the “Details” button.

    For each record viewed a sub screen is shown at the bottom of the progress screen showing the finance status of the form. The full-name of a selected record is highlighted in blue.

Finance Division 7 1 August 2007

Published Version 4.0

For any selected record a detailed history of the records progress can be

    obtained by pressing the “Status History” button.

    Figure 6: SiP New Contracts Progress Screen: Status History screen

2.1.4 Service Standards

    Once the Department has submitted the form, it will be automatically sent to the Finance Division for approval, prior to being transferred to HR for processing in accordance with service standards found at:

    http://www.ucl.ac.uk/hr/SiP/service_std.php

    Finance will normally approve or reject requests within three working days of submission. HR will normally send the prospective employee a written contract of employment, by way of job offer, within five working days of financial approval and receipt of supporting documentation. HR will then make arrangements to set the employee up on the HR/Payroll system.

Finance Division 8 1 August 2007

Published Version 4.0

2.2 New Contract Forms

    This menu option is used to request the appointment of staff on a new contract of employment. This is an electronic version of the old forms 1- 5.

    Figure 7: New Contracts Requests Employee Details screen

    The Form 1-2 is used for the majority of open ended and fixed term appointments. Form 3 is used for UCL Teaching Fellow appointments and Form 4 for all UCL Postgraduate Teaching Assistants appointments. Form 5 is only used for casual as and when contracts. Short fixed term appointments of three months or less are now processed on Form 1/2, 3 or 4 as appropriate.

    Finance Users will need to check the data entered on the following tabs, Employee Details, Appointment Details, Finance Charges, Checklist (1), Comments and Submitter before approving any New Contract forms and setting up or amending a post id on Resource Link.

    Finance can make changes to the form once it has been submitted by the Department and before the form has been finance approved. Finance should tick the box “Changed by Finance” whenever a change is made.

Finance Division 9 1 August 2007

Published Version 4.0

2.3 Form 1/2 Appointment of all Staff

    2.3.1 Employee Details Screen

    Figure 8: New Contracts Requests Employee Details screen

    Finance users will need to check the start and end dates of the appointment on the Employee Details tab. The department name should also match the structure unit entered in the Post Structure Links tab on Resource Link.

Finance Division 10 1 August 2007

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