Understanding Your Home Page

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Home Page

Understanding Your Home Page. 2

Person search. 2

My Personal Details. 4

Record My Hours. 4

Record My Activities. 5

Flexitime Workers - Go to my flexitime account 5

Contract Workers - Go to my Timesheet 6

Record My Operational Readiness/Availability Time. 8

My Supervisory Actions. 9

Booking On Duty. 9

Booking on as planned. 10

Booking on at a different date/time. 10

Booking Off Duty. 10

Booking off as planned. 11

Booking off at a different date/time. 11

Incurring Extra pay. 11

Incurring undertime. 12

Troubleshooting Bookings. 13

Record my hours looks different 13

My planned shift took place. 14

I worked a shift the same duration but different start or end times. 14

I worked a shorter shift than planned. 15

I worked a longer shift than planned. 16

I worked an additional tour to that planned. 17

I did not work a shift at all 18

I entered the wrong start/end time for my booking. 19

I selected the wrong activity type when I booked off an extra tour 20

Monitoring Bookings. 20

Understanding Your Home Page

You will generally return here after viewing or updating information. You can access other areas of CARM, run enquiries or view information about yourself from here. To return to the Home Page at any time, click Home at the top of the page.

There are 6 distinct areas:

· Person search

· My Menu

· My Personal Details

· Record My Hours (Function parameter…Home Page. Parameters.BookingSupervisorPanels may be set to display this panel above or below the 'My Supervisory Actions' panel).

· Record My Operational Readiness/Availability Time

· My Supervisory Actions

Red buttons and flashing lights indicate an action is required and the number in brackets shows the number of items to action in that area.

Person search

· Enter full or part shoulder number or surname of the person whose details you want to search for.

· Click Go.

· Select Person you are interested in from the resulting drop down list.

· Full details (), Contact details (), Duty details () and Photo () are available. Click on the appropriate icon to access the desired information.

Viewing contact details may be a restricted access option due to data protection laws and internal data security rules. Some or all of the contact details may not be available even with the required system permissions. If you do not have access to the required information, please refer to your CARM Administrator.

My Menu

For authorized access to functions in CARM.

· Hover cursor over the required Main Menu Function to expand the menu.

· Select required Function

My Personal Details

This is where you find out about you.

Buttons in this section allow you to:

· Read and send Messages (n)

· Make your Extra pay Claims (n)

· Track Extra pay, available rest days and view general info. about you Show my full details

· For today view Show my duties

· View Show my personal details

· Track and request annual leave/time off Show my requests

· When it is your turn, Pick my Annual leave for (nnnn)

· View your upcoming court cases Show my court cases

· View your training course information Show my training

· View Acting Rank details and make Acting Pay Claims Show my acting details

· View and record your Extra pay availability on your days off Show my availability

· View your personal diary details Diary Dates (n)

· View your working time details Show my working time

· View Shift Differential details Show my Shift Diff

· View your compensation rules Show my comp. rules

· View your countdown dates Show my countdowns

· View your photograph Show my photo

· View your time bank details Show my time banks

Record My Hours

Booking on and off duty and where applicable, you can also automatically claim Extra pay when booking off. For more details see the Bookings section.

Record My Activities

To record Activity, Project/Locations and Duty details Click Record My Activities and complete the details required. For more details see Team Bookings

Flexitime Workers - Go to my flexitime account

Flexitime workers need to compile a timesheet. When logged in the homepage Record My Hours section appears as below

· Click Go to my flexitime account

Flexitime workers: Record My Hours displays differently for you. See the Flexitime Section for full details.

Contract Workers - Go to my Timesheet

Contract workers need to compile a timesheet in the same manner as Flexitime workers. When logged in the homepage Record My Hours section appears as below

· Click Go to my Timesheet

Contract and Pre-Filled Timesheet workers: Record My Hours displays differently for you See the Flexitime Section for full details.

Record My Operational Readiness/Availability Time

Where you have authorized access rights to record your own OP/AT: e.g. you are due to be on a rest day or are working a day shift and are required to be on OP/AT due to an event that may require specialist skills. Any compensation you are entitled to for this, is identified in your working conditions.

On the Homepage in the Record My Operational Readiness/Availability section there are three main options, together with further options of Primary or Backup

· Apply Operational Readiness (this is the default)

· Apply Operational Availability

· Remove Operational Readiness/Availability

· Operational Readiness and Operational Availability attract different compensation according to your working conditions. With either of those options, the time From and time To of the Readiness/Availability may be entered. Otherwise, the Readiness/Availability applies 'generically' to time on those date(s) when you are not working.

· Remove Operational Readiness/Availability removes all records for you on the selected date(s).

Recording your own Operational Readiness/Availability,

· Select the required option(s).

· Select the required date.

· Enter time From and time To of the Readiness/Availability

· Click Record Operational Readiness/Availability to action. Operational Readiness/Availability will be shown in the Duty Plan with an asterisk (*) as follows:

My Supervisory Actions

A Function Parameter may be set to allow this panel to appear above or below Record My Hours panel (Home Page,Parameters.BookingSupervisorPanels)

This area is designed as a quick-reference/action guide for Supervisors.

There may be a button instead of the Authorize Extra pay button depending on access rights. All buttons may or may not be present depending on access rights.

Buttons in this section allow you to:

· Authorize Leave and Training requests Authorize Requests

· Claim Extra pay on behalf of other people Group Extra pay Election

· Authorize Timesheets submitted for paymentAuthorize Timesheets

· Claim and automatically authorize Extra pay for other people Group Extra pay Election/Auth.

· Approve claimed Extra pay Approve Extra pay (n)

· Authorize claimed or approved Extra pay Authorize Extra pay(n)

· De-Authorize Extra pay

· Show my appraisees

· Add costing information to authorized Extra pay claims Allocate cost codes

· View details of your personnel diary dates Personnel Diary Dates (n)

· Change Costing Information Change cost codes

Bookings

Booking On Duty

There are two options:

· Book on as planned.

· Book on at a different time or date.

Booking on as planned

In most cases: book onto your planned shift.

· Click Book on as planned.

· Click Confirm book on.

An internal setting determines how far in advance a person may book on to their planned shift e.g. 30 minutes. If there is a need to book on earlier or later due to a change of duty, please see Booking on at a different date/time below

Booking on at a different date/time

Starting a duty early or carrying out a different/second tour of duty, creates the need to book on at a different time to that planned.

· Enter the date and time to book on, in the boxes provided.

· Click Book on at

· Click Confirm book on.

Booking Off Duty

How to book off duty at a planned or different date and time: also explains what to do if some time worked is Extra pay or undertime.

Booking off as planned

In most cases: book off shift at the planned time.

· Click Book off as planned.

· Click Confirm book off.

Booking off at a different date/time

Finishing a tour of duty later or earlier creates the need to book off at a different time to that planned.

· Enter the date and time the tour of duty finished.

· Click Book off at

· Click Confirm book off.

Incurring Extra pay

When working longer hours than the planned shift or work an additional tour of duty, CARM automatically works out what types of Extra pay may have been incurred e.g. standard shift extension, call out, cancelled rest day, etc. and what compensation a person is entitled to. The compensation is reliant on a number of criteria e.g. the hours worked, previous and next shift, rank/grade and is based on the relevant collective agreements.

When booking off and incurring Extra pay, there will be a prompt to make some selections. To confirm Extra pay when booking off:

· Select the Extra pay type from the drop down box. The anticipated option will be selected as default. Remember, there will be a need to claim this Extra pay later, for pay or Lieu time off. The authorizer will confirm the selection is correct before authorizing it.

· Click Confirm book off.

For details on how to Claim Extra pay, please see Extra pay

Only valid options are presented in the Extra pay type drop down e.g. if only Extra pay and voluntary time are appropriate, other Extra pay types such as Call Out are not shown.

In some situations i.e. when working on or into a non-working day, a person may be asked to select if one or two tours were worked. This is so CARM can generate the correct Extra pay i.e. 1.33 (one tour) or Cancelled Rest Day compensation (two tours) for the particular circumstances. If there are any questions regarding the compensation generated for you, please refer to the CARM Administrator.

Incurring undertime

When working shorter hours than the planned shift. When booking off and incurring undertime, CARM automatically detects this. What happens to the remaining time depends on the compensation rules as applied to a person.

One option simply deducts Lieu time off from a persons balance when they book off having done a short tour of duty. In this case, only Undertime and Other will be presented in the drop down list.

Another allows selection of an authorized absence e.g. Sickness or Leave from the drop down list.

Undertime as Lieu time off: if you select a Lieu time off in absence from the drop down list, the amount of time your shift was short will be deducted from your Lieu time off time bank.

Undertime as other: if you select: Other from the drop down list, no compensation will be generated, but you will be placed on a default activity ready for your supervisor to amend accordingly.

Undertime as leave: if you select a Leave absence from the drop down list, the amount of time your shift was short will be deducted from the appropriate time bank. Where no time bank exists for the activity, the details will simply be recorded for you on the Duty Plan.

Undertime as sickness: if you select a Sickness absence from the drop down list, the details will simply be recorded for you on the Duty Plan.

To show Undertime for a shift:

· Select the type of action e.g. Undertime, Annual Leave, Self Certified Sickness, Other.

· Click Confirm book off.

Troubleshooting Bookings

Record my hours looks different

You may receive the following information if you have forgotten to book onto a planned shift:

My planned shift took place

· Click Expected duty took place.

I worked a shift the same duration but different start or end times

· Click Change to expected duty.

· Enter Book on and Book off times in the boxes provided.

· Enter any meal break as necessary.

· Click Book.

· Select the type of shift worked (in this case Shift).

· Click Confirm

I worked a shorter shift than planned

· Click Change to expected duty.

· Enter Book on and Book off times in the boxes provided.

· Enter any meal break as necessary.

· Click Book.

· Select the absence type (from the drop down) for the remainder of the shift.

· Click Confirm.

The facility to select an absence type for the short shift is an optional access privilege. If you do not have a drop down list, you may only see “Lieu time” or “Undertime”. For further details or to “upgrade” your access rights, please refer to the CARM Administrator.

I worked a longer shift than planned

· Click Change to expected duty.

· Enter Book on and Book off times in the boxes provided.

· Enter any meal break as necessary.

· Click Book.

· Select the type of Extra pay worked from the drop down list.

· Click Confirm.

Only valid options are shown in the Extra pay type list e.g. if only Planned and Casual Extra pay are applicable, Recall to Duty and Call Out are not shown. Please refer to the CARM Administrator for further details.

I worked an additional tour to that planned

· Click Change to expected duty.

· Enter Book on and Book off times in the boxes provided.

· Enter any meal break as necessary.

· Click Book

· Select the type of Extra pay worked e.g. Call back

· Click Confirm

· Select the Activity group and Activity describing what was done on the extra tour.

· Click Confirm

I did not work a shift at all

· Click Change to expected duty.

· Click Remove.

· Select the absence type (from the drop down) for the shift.

· Click Confirm.

I entered the wrong start/end time for my booking

For further details see Show my duties

I selected the wrong activity type when I booked off an extra tour

For further details see Show my duties

Monitoring Bookings

Whilst parameters exist to prevent advance bookings, there is still a need to allow for some early arrivals and late departures. The Enquiries Bookings reports enables the checking for such things as consistent early starters/leavers and who is simply not clocking in or out.

There are 3 enquiries available to assist:

· Person Bookings

· Booked in Personnel

· Booking History