How do I access online contract management?
Access to online contract management is via Employee Self Service (ESS).
If you are a staff member with an expiring fixed term contract, your contract link will display under the Employee Services tab.
If you are an Authoriser for an expiring fixed term contract, your contracts link will display under the Administration Services tab.
Frequently asked questions
Question: How do I access ESS?
Answer: Information on how to access ESS, browser requirements and directions on how to access ESS from a computer external to the Monash network can be found at the following link How to access ESS
Question: Who do I contact for help with ESS?
Answer: If you are not able to access ESS or are trying to access ESS from home, please contact the eSolutions Help Desk on 03 9905 1777 or submit an online Service Request.
Question: Who do I contact for help with online fixed term contract management?
Answer: If you need some help with authorising or accepting a contract, using the system or have queries over contract data displayed online, please contact your local HR Hub staff member or Access HR on 03 9902 0400.
Question: My online contract management dashboard list shows a contract with a [Final] status. What does this mean?
Answer: Any status that contains ‘[Final]' indicates that the online process is complete. These statuses cannot be changed and the contract item will be removed from the list either overnight or after the contract expiry date as appropriate.
Question: Can the Authorisation for Non-Renewal Contract be completed by a HR staff member?
Answer: No, it may only be completed by an authoriser. The authoriser is making a declaration relating to the non-renewal of the staff member. It is a management authorisation not a HR authorisation.
Question: Can I receive a staff notification to a non Monash email address?
Answer: All notifications will be sent to a Monash email address but you may receive a notification to a non Monash email address if you have previously entered one into ESS via your Monash portal.
Question: I cannot accept or acknowledge the contract notification online. What do I do?
Answer: If you cannot action your contract acceptance or your non-renewal acknowledgement online, you must contact your local HR Hub staff member. They will be able to provide the documentation to you in another format.
Question: Can I change the order of the columns on my Dashboard?
Answer: Yes. You can select a column to drag it to a new location within the dashboard.
Question: My online contract management dashboard shows scroll bars at the right and below. What can I do to remove them?
Answer: These scroll bars are present if your screen is smaller, not allowing the full list of fields to display on a single screen. You can change the settings in your browser and change the text size to smaller. If this doesn't fix the view, it will have to remain with the scroll bars.
Question: Why does my new contract not show my incremental salary increase?
Answer: The process to update a staff member’s increment remains a manual process and is done separately to contract renewals.
Question: Can I print a copy of my new contract?
Answer: Yes. When you receive your notification, it contains a link for you to open your letter. You can print and/or save a copy of the letter. The system will advise you to do this as you close the window.
Question: Do I get logged out if I do nothing in online contract management for a while?
Answer: Yes. The system will log you out if there is no activity for 1 hour. An error message displays. You can click on ‘Overview' to return to the Services Overview screen.
Question: Is the data in my Dashboard current information?
Answer: The data in the dashboard is a copy of live data from SAP. It is updated each time you log in or you refresh the screen during the day. If you have been inactive onlinefor a while, you should refresh the screen to make sure the data is updated. You can do this by using the Refresh icon on the top left hand side of the dashboard.
Question: What if an authoriser declines a renewal or non-renewal by mistake?
Answer: This should not happen because if they select “decline” they are required to complete the notes section to explain why they are declining the contract, it will not save the “decline” without this. This prompt has been specifically designed to prevent accidents occurring as much as we can.
Question: once a staff member accepts the renewal or acknowledges a non-renewal, will his/her supervisor get an acknowledgement?
Answer: the employee gets an acknowledgement and the status changes in the hub but nothing is sent to the supervisors (the same as with the manual system)
Question: What do the symbols on the left-hand side of an employee’s record mean?
Answer: A flag shows a new record; a yellow warning triangle for 1 week to go before the current contract expires and the red time-bomb shows a contract that expires today
Question: What happens if I can’t attach a document with a large path and filename in CEM?
|
