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Service in Partnership Application

• Briefing to UCL Departments
• March 2007

v3.0 5/7/2006
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• Service in Partnership Application url
• http//www.ucl.ac.uk/management-systems/msapps/sip
  /index.shtml

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If prompted install a piece of software called
J-Initiator. This allows your computer to
connect with the web based page. To install
software on any computer you must have
administration rights Your computer Rep can
assist with this
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SiP Home Page
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SiP Log On Screen
SiP Main Menu/ Switchboard
Change password screen
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Appointment Screens Employee Details
Tabbed Screens
Fields Green fields mandatory to save Lilac
and Green fields mandatory at final submit
Drop Down List This brings up a list of
authorised values that the database can
accept. Traditionally used if there is only a
handful of values
List of Values This brings up a list of
values stored in the database. Traditionally
used if there are a lot of values
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Appointment Screens Appointment Details
Important to specify type of contract. This will
normally be open ended
If the work pattern is not a standard Mon-Fri
then work pattern fields will appear for
completion
Staff Categories must be completed to allow UCL
to identify its types of roles for general
reporting purposes
This is required for MyView (Staff Self Service)
HESA Occupational Code must be completed to help
improve UCL's returns to the Higher Education
Statistical Agency
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Appointment Screens Appointment Details
Enter the 7 characters of the cost code e.g.
GFKR5A0 The system will validate this and insert
the source code automatically to
give GFKR.A.5A0 The percentage of the charges
for split funded appointments must add up to
100. This will be indicated when you tab through.
Select the appropriate Finance Section to
authorise the appointment. More than one section
can be selected if split funded.
A alternative fund code is mandatory. It must
not be the same as any of the main cost codes
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Appointment Screens Check List (1)
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Appointment Screens Check List (2)
You must indicate Yes for one of these options
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Appointment Screens Check List (3)
The facility exists to point HR to a web page to
download a copy of the advert.
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Appointment Screens Comments
The comments page is an opportunity to enter any
pertinent details that need to be taken on board
in relation to the appointment. Brevity and
pithiness are essential. It is important to
observe the convention of ending comments with a
name and date. This is in case further comments
are added during the course of processing the
appointment.
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Appointment screens save and submit
These buttons are only visible when needed. E.g.
Save does not appear again after having been
initially used. Neither appears again after the
department has submitted the form.
SAVE (incomplete) button allows a person
preparing a form to save it and come back to it
SAVE (ready to submit) button is to prepare
forms for a colleague with Submit privilege to
review and then submit (Mandatory fields not
completed will be highlighted to you via an
information alert) The SUBMIT button is only
visible to users with the departmental authority
to form appointments or make payments on behalf
of UCL. Once a form is submitted it enters the
work flow and transfers to either HR or Finance
for processing.
Please note that once records are SAVED (ready to
submit) or SUBMITTED they are then visible on the
progress screen
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UCL Teaching Fellows
Appointments can either be fixed term or
continuous
If the pay is over 12 months this box will appear
as the FTE may need to be re-calculated
Payments are either over the period of the
contract or can be made over 12 months. Where
the contract is of 9 months duration, this will
normally be paid over 12 months.
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Post Graduate Teaching Assistants and
Demonstrators (including As and When
PGTAs/Demonstrators)
These staff are fixed at Grade 5
Hourly rate is inserted automatically for you
Only enter the number of hours if this is not an
As and When Appointment
The staff category is filled in by the system
The HESA code is prefixed by the system
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As and When Appointments (excluding As and When
PGTAs/Demonstrators)
As and When staff may do any role - their Staff
Category and HESA Occupational Code must be
stated
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Employee Details Screen
It is very important to choose the correct sub
unit
This then allows you to see the staff from the
selected sub-unit in the list of values
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Changes to Appointments End Date
The screen starts with only New End Date field
visible. Other fields will appear as required
For extensions it is important to indicate
whether the change is extending a fixed term
contract and that if necessary the Dismissals
Procedure has been complied with.
Fixed term contracts are normally for
specifically designated short tasks. If a fixed
term contract is extended then an explanation is
mandatory.
It is important that it is specified whether this
is an extension to appointment or extension to
notice as per the Dismissals Procedure.
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Changes to Appointments FTE
Indicate new FTE
Changes to Appointments Cost Code
For cost code changes it is important to indicate
what the dates are. The new cost code.
Enter the new Post ID if there has been a change
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Changes to Appointments Working Pattern
If the new pattern is not a Full Time (Monday
Friday) role then you will be prompted to enter a
new pattern
The remainder of the changes to appointments
screens are self explanatory
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Form 6 Additional One Off Payment Employee
Details
The Post Status allows you to indicate whether
the person you are paying is permanent or casual
in your own department or from another department
If you are making payments to a group of people
who all worked on the same project or if you are
making repeat payments use the Copy Record
button. This clones the record you have created
and all that is required is to change the person
or other relevant details
If the Post Status is set to Employed in Other
UCL Department then the employee number will
validate against all of UCLs records and find
the corresponding details.
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Form 6 Additional One Off Payment Payment
Details
Description to go on payslip. Do not delete the
prefix
It is crucial that payments to staff are
explained. The detail goes into this box.
Dates that the work was done over
The rates paid must normally be based on UCL
rates. If you choose a day rate you will be
prompted to confirm that it is a rate agreed with
HR Consultancy
The remainder of the Additional One Off Payments
screens are self explanatory
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Form 7 Payment for a One Off Duty Person
Details
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Description to go on payslip. Do not delete the
prefix
Form 7 Payment for a One Off Duty Payment
Details
It is crucial that payments are explained. The
detail goes into this box.
Dates that the work was done over
Determine whether the payment should be Gross,
Net or Inclusive of employers payroll costs
The remainder of the Payment for a One Off Duty
screens are self explanatory
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Leavers Notification Form
There are various reasons for leaving. Some will
generate the appearance of mandatory fields which
must be completed in accordance with the
dismissals regulations
A home address is required. This is the default
address to send the P45 to. It is not optional.
If the P45 is to be sent to a separate address
then tick this box and a P45 Address tab will
appear
If a retirement option is selected then a tab
for retirement details will appear
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Leavers Notification Form continued
Any extra details relating to the leaver
notification should be made on the comments
page. Brevity and specificity are important here.
Details of annual leave payments or deductions
should be made here
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Querying for SiP records
Cancel query F4
Enter Query F11
Execute or run query Ctrl F11
Messages will appear here. It also shows which
record you are on.
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Querying Within SiP the percent sign acts as a
wildcard. It can replace more than one
character, for eg Typing Smith into "Full
Name" would return any record which had Smith
anywhere in that field (for example, "John
Smith", "Mr John Smith" and "Joanne Smith-White"
) Smith returns any names which end with Smith
(for example, both "John Smith" and "Mr John
Smith" but not "John Smyth" or "Joanne
Smith-White"). Jo would return any names which
start with Jo (for example, "John Smith" and
"Joanne Smith-White" but not "Mr John Smith")
Querying is case sensitive so using "john"
and "John" would return different records (if
any matched that criterion).
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Printing Records
There is a Print Record button on each screen
All forms incorporate Copy Record functionality
There is also a SiP reports screen which can be
used to print reports
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Progress Screen
At a glance this screen shows how many forms are
in the system and what stages they are at.
Types of forms that you wish to view can be
selected here
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Progress Screen New Contracts Listing
This listing shows all of the contracts that are
in the system (including those with Saved (TBS)
status
Details - this brings up the full details of the
submitted form in case you wish to review it.
The form cannot be changed unless it has been
Rejected.
Status History - shows a snapshot of the
different statuses the form has been through
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Archive Request Screen
Requests are archived in the following
circumstances once HR have closed them (after
action taken such as letter sent/payroll action),
or 63 days after rejected. The Archive
Requests screen allows departments to access and
review records that have been archived.