Accessing HR Systems and Navigating PeopleXD

The University's principle HR Systems, PeopleXD is used by all HR teams across the University to record and manage recruitment activity and create, update and end staff records.  It is also used by other central teams to manage equality and diversity data, complete statutory reporting and complete payroll processes as some examples. 

 

How do I...

PeopleXD Dashboard Used to...
Employee

View and update personal information, such as home address. View contractual information including salary scale-point. View recent vacancies you have applied internally for. For participating departments only: Request leave, complete a timesheet and complete an absence record. 

Navigation tip:  Hover your cursor over the red circle holding your initials in the top left corner, it will flip to reveal My Profile, where you will find more of your details.

Manager

View basic personal and contractual for staff who directly report to you. For participating departments only: Approve leave requests, timesheets and record / monitor staff absences. 

Navigation tip: Select Manager Dashboard from the Dashboard menu to see your team's records.

Recruitment Create staff requests for new vacancies and some staff contractual changes.  Advertise new vacancies and manage selection process by viewing and updating applicant data.
People Management  View staff records. Create new starters, record staff changes and record leavers.
Social Hub Used primarily by new starters and anyone with new appointments to complete Onboarding tasks and view information aimed at new starters at the University.
Insight Used to run reports as part of the onboarding process for new appointments.
Org Chart

Coming soon - w/c 3 June 2024

Provides a visual representation of the organisational structure, including active posts in PeopleXD.

 

Please note the dashboards you can see depends on your system access role(s).

  1. Click the arrow next to current dashboard title.
  2. Select the required dashboard.
dashboards

 

The Navigation menu (see images below) can be expanded or collapsed using the three-line icon found top left. When collapsed the names of the menu options are hidden and only the menu’s icon is shown. Hover on the icon to display the menu name. 

navigation menu
navigation menu

 

Either:

(1) Use the back arrow.

(2) Select the relevant option in the breadcrumb.

back a screen
Filed name Description

View or View All

(buttons)

Used to either:

  • select a row to open another screen (eg Employee Search from the Command Centre in People Management);
  • view the details presented in another format (eg vacancies displayed as tiles to a list of vacancies); or expand the widget to full size window (eg clicking VIEW ALL on the Interviews widget from Recruitment Dashboard).
Actions (button) Used to either:
  • navigate to other menu screens (eg Applicant Details from the Vacancy in Recruitment Dashboard); or
  • process a specific task (eg link a planned appointment to a vacancy).

The options listed under Actions can change; always click the drop-down to check.

Ellipsis button (three dots) Similar to the Actions button there are options to navigate to other menu screens or click on an option to process a specific task. However, these options relate to the details of the specific row the ellipsis appears on, eg specific to an applicant.
Expand columns When you are presented with a table of information, hover your cursor between column titles to expand or decrease the column width (to see the full description etc).

 

 

 

  1. From the top right of the screen click on your initials.
  2. Select Log Out.

Navigation path: Employee Dashboard > Recruitment Dashboard > Vacancies

  1. Search by vacancy ID or job title
  2. From ACTIONS, either select Edit Vacancy or select View Applicants (as appropriate)

 

 

Navigation path: Employee Dashboard > Recruitment Dashboard > Vacancies

  1. Search by vacancy ID or job title
  2. From ACTIONS, select View Applicants.
  3. To view an individual's application, click on the ellipsis menu (at the end of the applicant row and select Applications Details

Navigation path: Employee Dashboard > People Management Dashboard > Employees View

  1. Search by name or employee number.
  2. Select View
  1. Search and open staff record (see above).
  2. Click View.
  3. Navigate to Current Salary tab. 
  1. Search and open staff record (see above).
  2. Click View.
  3. Navigate to Cost Allocations tab. 
  1. Search and open staff record (see above).
  2. Click View.
  3. From ACTIONS select Personnel Profile.
  4. Select Emergency Contact (under Employee Detail).
  1. Search and open staff record (see above).
  2. Click View.
  3. Navigate to Current Salary tab. 
  4. Select Allowances (middle tab).

Coming soon - week commencing 3 June 2024

The Organisational Chart tool is visible to users with the People Management administrator user role. It provides a visual representation of the organisational structure, including vacant posts in PeopleXD, regardless of your access rights.

When you first navigate to Organisational Chart tool, your own staff card will be displayed by default, then you can drill up/down to see the see the management structure recorded in People Management.

This data is driven by the Work Group recorded on the appointment. If you believe this to be inaccurate, please review your Work Groups and Work Group managers using report PERDEP16 HR Self-Service Work Groups report. To update a Work Group or Work Group manager, please submit the relevant Service Request form.

NB: Staff who have multiple appointments or who are on secondment, will only appear in the Organisation Chart in their substantive appointment.

 

 

There are three reporting tools available:

Expand All

Real time information from PeopleXD can be accessed by PeopleXD users and HR Reporting only users in departments.

Reports cover recruitment and applicant information as well as many staff data items.  Full details of all reports available including their purpose, available search criteria and hints and tips can be found on the Reports library there is also a user guide for running and exporting reports.

Tableau is a reporting software that enables University staff to access people reports/data, in a more visual and interactive way, often presented as dashboards. This information can be downloaded in various formats for further data manipulation or analysis.

Staff, based on their job role, are able to request access to Athena SWAN data, Payroll costing and High level staff and recruitment data. Please refer to our user guide for accessing tableau dashboards.

Accessed from PeopleXD, Insight reports are used to support HR teams support the onboarding process for new staff appointments.  See the relevant section of the new appointments guidance.

Gaining access

Based on the level of access you need to PeopleXD, HR Reporting and/ or Tableau, you will need to complete the relevant training before submitting a user access service request form.  Full details regarding what levels of access is available, the required up-front training and process for requesting access can be found on our Access and training webpages.

Further training and guidance

We have some eLearners which can be completed before or after requesting access to PeopleXD, as well as user guidance, FAQs and Whatfix content which can be referred to whilst using PeopleXD: