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Welcome to the HR Systems webpage. Here you will find helpful links and guidance for the various systems that we support, along with details on how to request access and training.

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Training

If your training requirements do not fall into the four categories below, please email hricisinfo@imperial.ac.uk for the attention of Jennifer Jarrett the HR Systems Trainer.

Information on HR systems

TeamSeer

TeamSeer is the College's absence management system which is accessible via the College’s single sign-on login. Members of staff will raise their requests for annual leave, sickness, and other types of leave, which will send an email to their manager for approval.

Login to TeamSeer

For general support on TeamSeer, in the first instance please refer to your area's Leave and Absence System Administrator or the HR Staff Hub.


Training - How to book:

Training is available for staff that have been nominated as a Leave and Absence System Administrator for their Department. To request training, please email availabilitymanagementsupport@imperial.ac.uk and we will seek approval from the Strategic HR Partner/Department Operations Manager prior to arranging training and access. Once approval has been confirmed you may book onto the TeamSeer Departmental Administrator training course via My Training.

Please note that Rollover (Process and Input) training is available around the end/beginning of the new calendar year. The HR Systems Trainer will email the listed Leave and Absence System Adminisrators or nominated superuser administrator with updates and upcoming training dates on My Training.


Guidance:

If further support or guidance is needed, please email availabilitymanagementsupport@imperial.ac.uk and a member of the team will be in touch to help.

Staff Cost Adjustments

Staff Cost (also known as Labour Distribution) Adjustments are where staff costs are transferred from one account to another. If you wish to submit a request for staff costs to be moved, please complete the Staff cost distribution journal form [Excel] (HR18) and email it to staffcostadjust@imperial.ac.uk 

Please click here for the deadline dates for the monthly staff cost distribution journals.


Training - How to book:
Input training:

Labour Distribution Adjustment training is an input training session on the steps to adjusting costs for a staff member. For those individuals whose roles require this access, training can be requested by submitting a request through ICIS Authorisation for an update folder (for example: Department acronym – Update like IC HR MS – Update). This will be routed for approval via your Department and once approved, the HR Systems Trainer will then be in touch to arrange training.

Enquiry training:

Department and Research would attend the same Enquiry training session.

For Departmental Enquiry access and training, please submit a request via ICIS Authorisation and once approval has been received you may book onto the Departmental Enquiry training course via My Training.

For Research Enquiry access and training, the HR Systems team will need to submit the ICIS Authorisation request on your behalf and once approved will book you directly onto the next available session. If you are unable to attend, please book onto the Enquiry training course via My Training.

If you have any queries regarding access or training, please email staffcostadjust@imperial.ac.uk and a member of the team will be in touch.


Guidance:

Guidance notes will be provided after successful completion of training.

For guidance on how to complete a Staff Cost Distribution Journal (HR18 form) - Staff Cost Distribution Journal Notes.doc

HR Portal (Trusted Requesters and Approvers)

In the HR Portal, the forms that we maintain the Approvers and Trusted Requesters for are listed below:

  • Contract Change Form (CCF)
  • Leavers Form
  • End of Honorary Association
  • Extension of Honorary Association
Types of access:

Trusted Requester: Trusted Requester access allows a user to complete and submit the form in the HR Portal. This access type is applicable for the Contract Change form and the Honorary Association forms.
Approver (incl. Departmental Approvers, Finance Approvers, Research Approvers): Approvers are needed for the Contract Change form and Leavers Form, and the Approver's role is to review the submitted form and reject or approve the request.


How to get approval for access:
Contract Change Form

Access to this online form is limited to nominated Trusted Requesters and Approvers from each department. The list of Trusted Requesters and Approvers is managed by the HR Systems team. Please seek approval from your area's Departmental Operations Manager and/or Strategic HR Partner first, then contact us at hricisinfo@imperial.ac.uk if you would like to add, change or remove a Trusted Requester or Approver.

Leavers Form

Access to this online form is limited to a single nominated Departmental Approver from each department. The list of Departmental Approvers is managed by the HR Systems team. Please seek approval from your area's Departmental Operations Manager and/or  first, then contact us at hricisinfo@imperial.ac.uk if you would like to add, change or remove a Departmental Approver.

Honorary Association Forms

Access to these online forms are limited to nominated Trusted Requesters from each department. The list of Trusted Requesters is managed by the HR Systems team. Please seek approval from your area's Departmental Operations Manager and/or  first, then contact us at hricisinfo@imperial.ac.uk if you would like to add or remove a Trusted Requester.


Useful links: 
Contract Change Form
Leavers Forms

Please visit the Leaving Employment web page for a link to the form, guidance and a list of the current Departmental Approvers.

Honorary Association Forms

Please visit the Honorary and visiting associations web page for links to the forms, helpful resources and guidance.

ICIS

ICIS (Imperial College Information Systems) is the College's information management system. Information on how to access ICIS can be found on ICT's Access ICIS web page.

Employees

Once logged into ICIS, employees will be able to access the following via Employee Self Service:

  • My Details - View and/or update your own personal information such as address, emergency contact details and qualifications.
  • My Expenses - Submit and view expenses.
  • My Payslips - View your payslips & P60s.
  • My Training - Enrol on a course.
Managers

Managers are automatically assigned access to Manager Self Service. Once logged into ICIS, managers will be able to do the following via Manager Self Service:

  • Change line management - Update line management responsibilities of your team at any time.
  • Enter PRDP information - Enter the date of the PRDP after you have had the meeting with your staff member.
  • Enter and change staff work patterns - Enter and change the work patterns of your staff at any time.

How to request access and training:

The Human Resources (HR) module of ICIS is a management system that is used to administer Human Resources records. To request HR access, please visit ICT's HR Module web page where you will find the steps to requesting access via ICIS Authorisation. Once access has been requested, this will go through an approval process via your department.

Enquiry training

Department and Research would attend the same Enquiry training session.

For Departmental Enquiry access and training, please submit a request via ICIS Authorisation and once approval has been received you may book onto the Departmental Enquiry training course via My Training.

For Research Enquiry access and training, the HR Systems team will submit the ICIS Authorisation request on your behalf and once approval has been received will book you directly onto the next available session. If you are unable to attend, please book onto the Enquiry training course via My Training.

Online Learning Management System (OLM)/Delegated Manager Self Service

If access to the Online Learning Management System or Delegated Manager Self Service is required, please request access by emailing hricisinfo@imperial.ac.uk and we will seek approval from the Strategic HR Partner and/or Department Operations Manager. Once approval has been received you may book onto the OLM or Delegated Manager Self Service training course via My Training

HR Staff                                                                                                                                                                                                     

For all HR Staff that require ICIS training please submit the request by emailing hricisin@ic.ac.uk and we will seek the appropriate HR/Departmental approval.  Once approved, the HR Systems Trainer will be in touch to arrange training.

 


Available ICIS courses within My Training :
Enquiry training
  • This session will walk you through where the data is held in a staff members record from Personal to Assignment information and Labour Distributions/Staff Cost Adjustments.
  • This access will give you view only access to HR Data.
Delegated Manager Self Service
  • This session will give you knowledge and practical experience of inputting adjustments into a training environment.
  • This access will allow you to input data or changes on behalf of the managers such as PRDP or Line Manager changes.
Online Learning Management System (OLM)
  • This session will give you knowledge and practical experience of creating a course through to classes in a training environment.
  • This access will allow you to add, manage and close classes available in My Training.
Safety Training Data Reporting
  • This session will provide you knowledge and walk you through how to run a report on Discoverer Viewer.
  • This access will allow you to run reports on training data held in the My Training (OLM system).