All Managers can now process a wide range of assignment actions for their direct reports via manager self-service (MSS) as listed below:
- Change of supervisor
- Change of hours - Please continue to send condensed/compressed hours via change forms as this cannot be done via MSS
- Job Title
- Acting up
- Extension/Return from acting up
- Extension/Return from secondment
- Department relocation
- Extension of fixed term contract
- Change of post
- Fixed term contract made permanent
- Changes to a Secondment
- Approval of Name Change - Prior to approval legal evidence of the name change must be provided and submitted to HRSS via DTS. The document should state the following information:- Evidence of Name Change; Employe Number; Previous and New Surname and Line Managers signature and the date the evidence was seen and signed.
- Pay progression – This needs to be actioned via MSS – an appraisal needs to have been completed in the last year for that direct report. The pay progression meeting has to be marked that it has occurred, and they have met all objectives set during appraisal. This then tells ESR to progress with the regular increment automatically. If you are unable to do this, please submit a change form via DTS advising why you are unable to complete this via mss, please be advised you will still be required to action the appraisal element of the review as normal.
- Adding/updating absence – all sickness absence should be input into ESR via MSS. If you require any existing sickness absences to be added or updated and you are unable to do this due to sickness entries after the effective date, you will need to submit a change form to DTS advising of the absence dates which you require to be removed. You will then be able to add in the sickness required, and also the sickness dates that had to be removed as they were in after the effective date.
- Termination of employment - this can be initiated in ESR by either the employee or the line manager. Where the employee starts the process, they must select 'End Employment' and NOT 'End Assignment'.
If you are unable to make any of the above changes due to a future dated change error message, please email us on esr.hrqueries@nhsbsa.nhs.uk to request that we remove this change. You will need to specify in your email the date of the change you are intending to make and the type of change so we can remove the appropriate future dated change. We will then email back to confirm the change can now be made via Manager self-service.
Please note, if any change is part of an existing Trac recruitment, you must complete the recruitment activity in Trac. Do not submit the changes via Manager Self Service (MSS) or the Employee Change Form (ECF).
Help and Support on how to navigate MSS can be found via ESR help guides including Online Training videos and guides to help with specific aspects on MSS and detailed guidance on processing multiple assignment changes. This can be accessed via the Manager's ESR portal.
If a change cannot be processed via MSS you will need to submit a change form to HRSS for a list of changes that need to be done via change form can be found using the article: What ESR updates require a change form? (BSA).