How is Manager Access to the HRMIS provided?

Standard Manager

Standard Managers have employees reporting to them and will automatically have manager access granted from the information in their Job Data records. Employees acting in manager positions for a fixed-term will also have manager access granted automatically for the duration of their acting period, once their movement is processed in their Job Data. A Security Access Form is not required to be completed..

Delegate Manager

Manager Home > Security > Delegate Manager Delegate manager is a role created for employees who are not in a Standard Manager role at their site, (eg. School Officer) but their site may choose to have manager access provided so that the employee can assist with processing on the HRMIS. A Standard Manager assigns the Delegate Manager role at site level. This is allocated through the newly created Delegate Manager page for a defined period not exceeding 12 months. (A delegate manager is not able to assign delegate manager access to another person.) Delegate Manager access is granted immediately upon ‘save’. Access is automatically removed after the expiry date. To renew the access Standard Managers must reassign Delegate Manager access by inserting a new row. This role can be given to multiple people at sites however does not allow the user to process Leave or approve Workflow items. The processing of leave and workflow can only be assigned to one other person being an Alternate User. A Data Security Form for Delegate Managers (available at HRMIS Home Web) must be completed and kept AT SITE as part of the site audit papers.

Please note:  Delegate Manager access will give manager access to a non manager but it will not permit them to enter / approve leave or workflow items.

Alternate User

My System Profile > Alternate User A Standard Manager can assign Alternate User access to ONE user only at their site. This allows the Alternate User to process leave or approve workflow items on behalf of the Standard Manager. Alternate User access can be assigned for a defined period not exceeding 12 months. Alternate User access is granted immediately upon ‘save’.
Access is automatically removed after the expiry date. To renew the access Standard Managers must reassign Alternate User with revised dates.

Ad Hoc Managers

Ad Hoc Managers access is deemed to be that of an extraordinary nature, eg. casual employee who needs manager access. A completed Security Access Form, signed by the Department manager, is required as this access needs to be created for them by the HR Systems Security Administrator. In line with the Departmental Application Security Policy and Protocols all requests for security access to the HRMIS will be assessed as to its appropriateness.

Tell me about passwords

Passwords are case sensitive, must be a minimum of 6 characters long and contain at least 1 number. Passwords must be changed every 30 days. The last 20 passwords cannot be used. Should you enter an incorrect password more than 3 times, your User ID will be locked and you will need to use the Forgot Your Password functionality to reset your password. This is located in the Menu area of your Home page.

Navigation - where do I go to find...

To assist users with navigation a Search Function is now available in the HRMIS under Main Menu>Search Menu:

By entering details of the area to search for and clicking on the button, users will be taken to a page where links exist for all possible choices for the word entered at their level of access. Clicking on one of these links will take the user to that page.

In this instance entering the word “casual” at manager level would return links for Casual Input, Casual Payment Listing and Casual Input vs Leave report

Why can't I see ALL the staff at my site?

Manager level access provides a user with the ability to process for any staff member at your site, except in the area of leave. Absence Requests may only be entered and/or approved by the manager to whom that employee reports, unless that manager assigns their authority to another user with Manager level access via the Alternate User function. The authority that has been assigned cannot be forwarded to a third party. Managers who assign their authority to another manager are still able to view/ approve and process leave for their staff via:

Manager Home> Review/Request Absences> Absence Request History - to view/ approve leave requests that have already workflowed to the Alternate User

Manager Home> Review/Request Absences> Request Absences- to process leave requests directly for staff

How do I know who reports to who?

Managers with Site Administrator level access are able to view the Job Data records for all staff members at their site. At the bottom of page one of the Job Data pages, a Reports To position is shown and, if a manager is filling this position, their name will also appear in the ID field. This is the manager to whom that person reports. Job Data pages are not available at Self Service Level. Full information is available in the Position Data page.

How does a manager assign their authority to another manager?

Manager level access allows a user to process for all employees at their site, except in the area of leave. Only the manager to whom an employee reports to can process or approve leave for that employee. A manager who wishes to assign their authority to another user with manager access can do so to ONE other user. Go to My System Profile and under Alternate User enter a capital E and the ID number of the user to whom you wish to assign authority in the Alternate User ID field. Enter a start date in the Effective Date field and an end date in the To Date field (not to exceed 12 months) and save the entry. The Alternate User will now have the manager’s authority for the dates specified. The Alternate User is not able to pass this assigned authority on to another party.

I need to have more people able to process

Delegate Manager access can be assigned to employees who are not in a Standard Manager role at the site, but the site may choose to have manager access provided in order for the employee to process on the HRMIS. A Standard Manager assigns the Delegate Manager role at site level. This is done using the newly created Delegate Manager page for a defined period not exceeding 12 months. Delegate Manager access is granted immediately upon ‘save’. Access is automatically removed after the expiry date. To renew the access, Standard Managers must reassign Delegate Manager access by inserting a new row. This role can be given to multiple people at sites. However does not allow the user to process Leave or approve Workflow items. That role will remain with Alternate User ID, which can be delegated to only one person.

Where can I go to find out information on Industrial Awards?

The Our Policies website has information about awards and agreement conditions: http://www.det.wa.edu.au/policies/detcms/portal/

Alternatively the Labour Relations website may also be useful: http://det.wa.edu.au/labourrelations/detcms/portal/

Where can I go to get HRMIS assistance and information?

1. The HRMIS On-line Training Tool

The HRMIS On-line Training Tool which is available by clicking on the help hyperlink in the HRMIS or via the Internet – https://hrmis.det.wa.edu.au/UPKContent/HRMIS/data/toc.html

2. HRMIS Worksite Administrator Manual and Self Service Manual

The manuals are available on the HRMIS Home web page to view on-line or, if the user prefers, to print at their site.

Where can I find HRMIS Newsletters and other communication about HRMIS

News Portal

Communications from HRMIS (Newsletters etc) are delivered through the HRMIS. When you log on documents will display once. The document will then remain a link in the News Portal section on the Home page for two weeks. After this time the document will be available via the HRMIS Home web page.