Neo Faculty Access - UTS HRMS PEP

1. Neo Faculty Access - UTS HRMS PEP Human Resources Unit Created: 10 August 2010

2. Enter PEP data • When a PEP application is made by a staff member in writing to the Dean/Director the details must be recorded in neo, whether the application is successful or unsuccessful. • When entering PEP data in neo, the information will be held on the Special Information Type in the staff member’s “person” record. • Log into neo and select the UTS HRMS PEP responsibility.

3. Enter PEP data Select Enter PEP

4. Enter PEP data You will need to find the staff member by either: a) Using Employee’s ID Number Enter employee’s unique identification number in the Number field. Click the Find button. b) Using Employee’s name Enter the employee’s name in the Full Name field. When searching for an employee using the full name method always use the convention – Surname, First Name for example Smith, John You can also search for someone by entering their surname followed by the % key, for example Smith% Click the Find button. If there is only one staff member with that name or you have entered the name, you will be directed straight into the person’s records. If there are more than one staff members with that name, a list will appear and you will need to scroll through the list and select the correct person, followed by OK. This will then direct you into the staff member’s record.

5. Enter PEP data from PEP Application Form A staff member may have previous PEP details listed, to enter a new period click in the Start Date of the next available field.

6. Enter PEP data from PEP Application Form The Start Date will default to today’s date. Enter the first date of the staff members PEP, for example: 1 Jan 2011 or 1 July 2011. The start date will usually be 1 January or 1 July to coincide with the beginning of the semesters.

7. Enter PEP data from PEP Application Form Click inside the End Date field and enter the last day of PEP, for example 30 Jun 2010 or 31 Dec 2010. The end date is usually 30 Jun or 31 Dec to coincide with the end of the semesters.

8. Enter PEP data from PEP Application Form Click inside the Detail field on that row, the next screen will automatically appear

9. Enter PEP data from PEP Application Form 1. Using the table on the next slide as a guide, enter details from PEP Application Form for the fields from the Proposed Start Date to PEP Application Approved. (Yellow fields are mandatory fields). 2. Once completed, click ok. 3. Select Save.

10. Enter PEP data from PEP Application Form

11. Multiple PEP periods Over the course of employment, a staff member may have multiple PEP records (as illustrated below). When selecting a PEP record, ensure you choose the correct record.

12. Enter PEP data from Notification of PEP Arrangements Form 1. Follow the steps for Entering PEP data as previously outlined and update neo to reflect information on the Notification of PEP Arrangements Form. 2. Once you find the person, their PEP details will be visible. 3. Click in the Detail Field.

13. Enter PEP data from Notification of PEP Arrangements Form • Enter details from the Notification of PEP Arrangements Form for the Amount to be paid as Travel Allowance and Payroll Notified fields. 2. Once completed, click ok. 3. Select Save.

14. Enter PEP data – PEP report received 1. A staff member’s PEP report has been submitted to the Dean/Director for approval. Follow the steps for Entering PEP data as previously outlined and update with the PEP Report details. Once you find the person, their PEP details will be visible. 2. Once you find the person, their PEP details will be visible. 3. Click in the Detail Field.

15. Enter PEP data – PEP report received 1. Enter details for the PEP report received and PEP financial statement received fields. 2. Once completed, click ok. 3. Select Save.

16. Enter PEP data – PEP report approved • A staff member’s PEP report has been submitted to the Dean/Director for approval. Follow the steps for Entering PEP data as previously outlined and update with the PEP Report details. 2. Once you find the person, their PEP details will be visible. 3. Click in the Detail Field.

17. Enter PEP data – PEP report approved • When a staff member’s PEP report has been approved by the Dean/PEP Committee. 2. Using the table on the next slide as a guide, enter details for the Accrual Date field. 3. Once completed, click ok. 4. Select Save.

18. Enter PEP data – PEP report approved

19. Neo PEP Alerts • Neo has 2 automatic alerts incorporated into the PEP information screen. • The first alert is the “report due” alert which will be activated 4 weeks after a staff member completes their PEP period. The following email will be sent to the staff member and a copy is also sent to the Dean. • Congratulations on the completion of your Professional Experience Program (PEP). • Your staff record indicates that you completed your PEP 4weeks ago. In line with policy requirements please submit your PEP report and financial statement to your Dean/Director and make arrangements for your Faculty/Division presentation within the next 8 weeks. • For report guidelines and the Financial Statement Form please visit: http://www.hru.uts.edu.au/professional/pep/reports.html • Your Dean/Director has received this notification. Should you require an extension please make a written application to your Dean/Director. Please note that a late submission of your report will affect your PEP eligibility. If you have submitted your report and financial statement, please disregard this email. • This alert will only be sent to staff whose PEP applications have been approved, have completed their PEP period and not submitted their PEP report. • Once neo has sent this alert the Report Alert Date field will be automatically completed.

20. Neo PEP Alerts • A second alert, the “report reminder” will be activated 3 months after a staff member returns from their PEP period, where they have not submitted already submitted their PEP report. The following email will be sent to the staff member and a copy is also sent to the Dean. • Congratulations on the completion of your Professional Experience Program (PEP). • Your staff record indicates that your PEP report and financial statement are overdue. In line with policy requirements please submit your PEP report and financial statement to your Dean/Director and make arrangements for your Faculty/Division presentation, which is now also overdue. • For report guidelines and the Financial Statement Form please visit: http://www.hru.uts.edu.au/professional/pep/reports.html • Your Dean/Director has received this notification. Should you require an extension please make a written application to your Dean/Director. Please note that a late submission of your report will affect your PEP eligibility. If you have submitted your report and financial statement, please disregard this email. • Once neo has sent this alert the Report Reminder Date field will be automatically completed.

21. Neo PEP Alerts Neo PEP alert fields. If a date appears in these fields, it means that an alert was sent to the staff member as there is no Neo record of their report being received.

22. Edit PEP details Should PEP details require modification or correction you can edit it at any time. Follow the instructions for entering the PEP record. This may be required when there is a change in destination; PEP is deferred (change of date) or cancelled or to add a comment. Select the PEP period to be edited and make the appropriate modifications to the fields. If PEP is deferred or cancelled see the notes of the next slides.

23. Deferring PEP/Change in date 1. Should the start date and/or end date of PEP change you will need to amend the dates in the State Date and End Date fields 2. Click in the Detail field

24. Cancelling PEP • Should a period of PEP be cancelled you will need to amend the neo information to reflect this, you can do this by either: • Changing the PEP Application Approved to No in the staff member’s Details screen and write a note in the Comments Field; or • Deleting the PEP record using the instructions on the next slide

25. Cancelling PEP Deleting the PEP record. This step can also be used if PEP details were incorrectly recorded against the wrong staff member. Once you find the person’s details you wish to cancel, ensure the correct PEP record is selected by clicking in the little box next to the start date.

26. Cancelling PEP 1. Click the Delete button to erase this record. 2. A pop-up box will appear asking you if you to confirm that you wish to delete this record, if so, click yes, if not click no.

27. Further Information • Vice-Chancellor’s Directive advice: • The PEP Vice-Chancellor’s Directive can be viewed at http://www.gsu.uts.edu.au/policies/professional-experience-program.html • PEP webpage • The PEP webpage contains further information pertaining to the PEP process, forms and travel information; it can be viewed at http://www.hru.uts.edu.au/professional/pep/index.html • Staff Services (HRU) • Staff Services can be contacted on extension 1060 or email on staffservices@uts.edu.au to provide further information and advice pertaining to the Professional Experience Program.