Chorus UK Manager Self Service User Guide v4 3 01 Aug 2008d

Chorus
UK Manager Self Service User

Guide
1 Introduction.........................................................6
2 How to Do Basics .................................................7
3 Notifications........................... ..............................7
3.1 Requesting Further Information............................ .............8
3.2 Changing the Type of Notifications Displayed.....................10
3.2.1 All Notifications .............................................. .........10
3.2.2 FYI Notifications................................................. ......11
3.2.3 Notifications From Me...............................................12
3.2.4 To Do Notifications...................................................13
4 Entering Dates............................ ........................14
5 Adding an Attachment............................. .............16
5.1.1 File Attachment (Word, Excel etc.)..............................17
5.1.2 URL Attachment................................................ .......20
5.1.3 Text Attachment......................................................20
6 Mandatory Fields (Required)................................ ..21
7 Adding Adhoc Approvers.......................... .............22
8 Searching................................................ ...........25
8.1.1 Employee Searches..................................................25
8.1.2 Advanced Search.....................................................26
8.1.3 Saving an Advanced Search.............................. .........29
9 Saved for Later...................................................33
10 Allowances and Ad Hoc Payments.........................35
10.1 Entering an Allowance..................................................36
10.1.1 Allowances (Default Value)......................................37
10.1.2 Ex Gratia Payments................................................40
11 Asset Management.......................................... ...41
12 Assignment Changes for Contingent Workers.........45
12.1 Assignment Effective Date ....................................... .....47
12.2 Assignment Changes................................ ....................49
12.3 Assignment Changes Scenario.......................................51
12.3.1 Scenario - Position Change......................................51
13 Assignment Changes for Employees......................59
13.1 Assignment Effective Date ....................................... .....61
13.2 Assignment Changes............................. ......................63
13.3 Assignment Changes Scenarios......................... ............65
13.3.1 Scenario 1 - Position Change................................ ....65
13.3.2 Scenario 2 – Hours Change ........................... ..........76
13.3.3 Scenario 3 - Salary Only Change.............................84
13.3.4 Outstanding Assignment Changes (Awaiting Approval)
.............................................................. .......................88
14 Confirm Employment (starter shows up/has not
shown up for 1st day of work)........................... .......89
14.1 New Starte Does Shown Up for Work..............................90
14.2 Employee Fails to Show Up........................................ ....93
15 Viewing Employee’s Emergency Contact Information
97
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16 Contract Details for Employees............................99
17 End Employment and Contracts..........................102
18 Extend Contracts for Contingent Workers.............109
19 Grade Progression Approval (Customer Services)..113
20 International Assignment Information (Expat/Inpat)
115
21 Pre-Employment Checks...................................116
21.1 Criminal Record Check (CRC).......................... .............117
21.2 ID Checking Process – Retail.................................... ....118
22 Release Information (Transfer an Employee Out). .122
22.1 Cancel the Release of Information ..............................126
23 Release Information (Receive an Employee In).....129
24 Work Information (Work, Salary, Absence, Job
Application History)..............................................144
25 Online Pay Review................................ ............148
26 O2 Reports.................................................. ....149
26.1 Running the Position Hierarchy Report...........................149
26.2 Tools within Reports..................................................153
26.2.1 Layout................................ ................................154
26.2.2 Format...................................................... ..........156
26.2.3 Stoplight................................. ............................158
26.2.4 Sort............................................................. .......160
26.2.5 Rows and Columns...............................................161
27 Dashboards........................................... ..........162
27.1 HR Management – Overview........................................163
27.2 Sections........................... .......................................165
27.2.1 Parameters......................................... .................165
27.2.2 Main Body............................ ...............................166
27.2.3 Key Performance Indicators................................. ...167
27.2.4 High level Summaries...........................................168
27.2.5 Graphical information............................ ................169
27.2.6 Links Section.......................................................170
28 Holidays and Leave..........................................171
28.1 CS Via Planning.......................................................171
28.2 Responding to a Holiday Request Notification................172
28.3 Other Types of Leave........................... .....................174
29 Sickness and Timeout.......................................175
29.1 Entering a Sickness Record................................. ........176
29.2 Closing a Sickness Record..........................................179
29.3 Overlapping Absences........................................ ........181
29.4 Late Recording of Sickness Absence.............................186
29.5 Deleting an Absence................................... ................187
29.6 Absence Delegation for Customer Service......................188
30 Absence Calendar............................................192
30.1 View the Absence Calendar for your Team.....................192
31 Maternity Leave......................... ......................197
31.1 Review and Approve a Maternity Leave Request..............197
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31.2 Considerations while the employee is on leave...............199
32 Adoption Leave................................. ...............200
32.1 View and Approve an Adoption Leave Request................200
32.2 Considerations while the employee is on leave...............202
33 Paternity Leave...................................... ..........203
33.1 View and Approve a Paternity Leave Request.................204
34 Self-Certificates...............................................205
34.1 View and Update a Medical Self Certificatation Request....206
35 Medical Certificates..........................................210
35.1 Entering a Medical Certificate............................. ..........210
36 Eye Test Applications........................................216
36.1 Reviewing an Eye test Request............................ .........216
37 Search Health Questionnaires............................218
37.1 Location of Questionnaires..........................................218
37.2 View Questionnaires............................. ......................219
38 Conduct, Attendance and Performance (CAP) Prompts
221
38.1 View and Update a CAP Prompt....................................222
39 CAP Cases....................................................... 225
39.1 Create a CAP Case.....................................................226
39.2 Update a CAP Case............................................. .......233
39.3 Close a CAP Case.............................. ........................237
Appendix.................................................... ........241
40 Types of Responsibilities............................. .......241
41 Granting Worklist Access to Assistant PAs............243
41.1 Viewing A Manager’s Notifications ................................245
41.2 Ending Granted Worklist Access................................... .246
42 Delegation Options Explained............................247
42.1 Short Term Delegation (Type 1)................................... .248
42.2 Long Term Delegation (Type 2)....................................249
42.3 Assistant Self-Service delegation (Type 3).....................250
43 Acting Cover and Secondment Process................251
43.1 Process Flow Chart.................................... .................252
43.2 Acting Cover (Short Term Cover)..................................253
43.3 Recruitment............................... ...............................253
43.4 APR/IPR............................................................... ....253
43.5 Secondments............................................................254
43.6 Secondment Management..........................................254
43.7 Recruitment............................ .................................254
43.8 APR/IPR............................................................... ....255
43.9 Discretionary Bonus Scheme (O2 Contracts).................256
43.9.1 Salary Increases, Commision and Attendance Allowances
(All Contracts)...............................................................256
44 Cover and Secondment Payments.......................257
44.1 General Population............................ .........................257
44.2 Short-Term Cover Allowances for MPG Grades...............258
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1 Introduction
The new Chorus User Guide – designed by you, for you
As you know, it’s vital that using Chorus becomes second nature to
us all. So since its launch in October 2007, we’ve been listening
carefully to your feedback – and acting on your suggestions.
Now we’re delighted to say we’ve produced this handy step-by-step

Guide to making the most of Chorus.
Whenever you have a query, simply flick through this Guide and
you’ll find the answers you need. We’ve split the Guide into 6
sections for quick, easy reference. It follows the same format as the
online system, with screenshots and brief instructions to complete
each section without fuss.
We know that once you get the hang of it, Chorus will become part
of your daily routine and make all our lives easier. That means it will
help us move forward as a company.
So please keep this Guide on your desk and, if you do find you need
a helping hand with Chorus, just pick it up and check it out. In no
time we’re confident you’ll have it cracked.
The new Chorus User Guide. It’s just what you need
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2 How to Do Basics
This section details some of the basic functions of using Manager
Self Service and some of the common do’s and don’ts.
3 Notifications
Notifications are system generated messages that Chorus creates

from actions carried out in Self Service.
Notifications are either for information only i.e. do not require a

response or they might require an action e.g. Approve, Reject etc.
Notifications are displayed on the Navigator Home page: -
Notifications should be opened and actioned from the UK Manager

Self Service Notifications, O2 (United Kingdom) Responsibility
After selecting Notifications, Chorus will initially display any

outstanding (Open) Notifications
To open a notification click the relevant link, take the necessary

action (e.g. Approve, reject, etc.) and click OK.
Note: whenever an action is required e.g. Approve, Reject or

Request further Information others in the workflow will receive
notification of the action e.g. if you decline / reject a leave request,
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the employee who requested the leave will receive a notification
advising them that their request has been rejected.
3.1 Requesting Further Information

Chorus will allow a manager to request further information from the
person from which the notification has been received.
Click the Request Information button
Chorus will display the Request Information page
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Chorus sets the Workflow Participant radio button by default with
the details of the person from which the notification has been
received. Select their user name from the Drop Down List: -
When requesting information, you must add comments in this text

field, e.g. the type of information you need.
A Manager could send an information request to another person

rather than the workflow participant by selecting the person from
the Any User function (See chapter 8 on Searching)
Note: If no user is selected and the Submit button is clicked then

Chorus will issue the following Error Message. To rectify this select
the recipient of the request for information.
• Click Submit to request the information
Chorus will then re-display the Worklist.
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3.2 Changing the Type of Notifications Displayed
The Type of Notifications displayed can be changed by using the
‘View’ drop down list function
3.2.1All Notifications
This will display any notification received including all those that
have been closed (Note the Status column)
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3.2.2FYI Notifications
This will display Notifications that are for information only and
require an OK or a Request for Further Information these must be
actioned.
‘OK’ must now be selected. Once complete the Notification Status

will change to closed
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3.2.3Notifications From Me
This will display any notifications that have been generated by the
actions of the manager.
Clicking on the relevant link will display the information about the
notification and the history of the actions taken.
Clicking on the link of the name of the person the notification is

from will open up the default email software (usually Outlook) and
input the email address of the person into the ‘To:’ field of a new
email.
• Click the link in the bottom left of the page Return to Worklist
Note: By ticking the checkbox ‘Display next notification after my

response’, Chorus will display the next notification once a manger
has actioned one.
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Open Notifications
This is the default setting and will display all Notifications that have
yet to be actioned
3.2.4To Do Notifications
This will display any open notification that a manger is required to

take action e.g. Approve or Reject.
• Click the link of the Notification and take the action required
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4 Entering Dates
Whenever a date is required to be entered then it must be entered
in a specific format.
This format is DD-MMM-YYYY e.g. 16-JUN-2008, the hyphens (minus

symbol) must be used between the day, month and year.
The following table shows the months and the corresponding three
character abbreviation that must be used.
Full Month Abbreviation Full Month Abbreviation

JANUARY JAN JULY JUL
FEBRUARY FEB AUGUST AUG
MARCH MAR SEPTEMBER SEP
APRIL APR OCTOBER OCT
MAY MAY NOVEMBER NOV
JUNE JUN DECEMBER DEC
As an alternative to typing a date directly into a field, the Calendar

function can be used. The Calendar can be used anytime the
following icon is displayed: -
Click on this icon to open the Calendar: -
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The Month and Year can be change by using the relevant Drop
Down Lists: -
An alternative method for changing the period displayed is by

clicking the small arrows next to the drop down boxes on the
Calendar, this will change the period month by month.
When the correct period is displayed, click on the actual day

(number) to select the required date, the calendar will then close
and the chosen date will be displayed in the field.
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5 Adding an Attachment
There might be times when a manager is required to add an

attachment against an employee’s record, for example to support
the addition of an allowance etc.
Attachments can be added whenever the following option is

displayed:
• Click the Add button to open the Add Attachment page.
There are different types of attachments that can be added but

regardless of the type the Description must be completed as this is
a Mandatory field.
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5.1.1 File Attachment (Word, Excel etc.)
To attach a file such as a Word document, select the Radio Button
next to the File option.
• Click the Browse button
This will open a standard Windows Choose File window: -
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Navigate to the required folder where the attachment is located,
find your file and select the Open button, the file path will then
appear in the File field.
• To add the Attachment click the Apply button.
Note: if a manager has more than one attachment to enter then

they can click the Add Another button and repeat the process for
additional documents.
After clicking Apply the attachments page will close and the initial
page that the manager was viewing will be displayed. Under the
Additional Information section of the page a View link will be
displayed that indicates an attachment has been added.
Clicking on the View link will open the Attachments Page which will
display other similar attachments held against an employee’s
record.
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5.1.2URL Attachment
To create a link to a web site or other similar types of site e.g. in
VitalO2, select the URL radio button then enter the web
address in the field to the right of the radio button and click the
Apply button.
The Description must be completed as this is a mandatory field.
5.1.3Text Attachment
A Text attachment enables a manager to type in an attachment in

the available field.
Click the Text Radio Button and type in the required text in the field
to the right; in addition enter a description in the field below the
text field to give the attachment a name. After entering the details
click the Apply button.
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6 Mandatory Fields (Required)
When adding or maintaining data in Self Service, some of the pages

will have Mandatory fields i.e. fields that have to be completed.
These fields will be marked with an asterisk e.g.
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7 Adding Adhoc Approvers
There might be a requirement for a Line Manager to add an ‘Adhoc

Approver’ to the approvals process, e.g. Finance / Budget.
To add such an approver
• Click on the Add Adhoc Approver link in a page where

approval is required (the small plus icon)
Chorus will expand the Add Adhoc Approver section
• Click the find icon (Torch) next to the Approver field
Chorus will display the Search and Select: Approver page
• Enter the name in the search field and click Go button to

execute the search.
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(Hint: Refer to Chapter 8 for hints on using the search
functionality)
Note: Chorus records peoples’ names by surname first. If entering

a partial search enter the full or first letters of the surname.
• Click the Select link under the Quick Select column for the
required Approver
Note: Category – This will default to Approver however a manager

can add the Adhoc Approver to receive notifications only by
changing this to For your Information. This means the added
person will not receive a request to approve the transaction, just an
‘for your information’ notification.
The Insertion Point refers to the Order to which the Adhoc

Approver will be inserted.
• Select the person who the added approver will appear above
in the order of approving.
• Click on the Add button underneath the Insertion Point
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The selected approver is added as an approver.
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8 Searching
When searching for records, (e.g. employees), Chorus uses specific
criteria that should be used to make a search more defined and
successful.
8.1.1Employee Searches
Chorus stores peoples’ names using their surname first. The order
of the full name is Surname comma space Title space First Name
space Middle Name (if recorded) space Known As.
e.g. Laly, Mrs. Clare Elaine (Clare)
To search for the full name it would have to be typed in this correct
format with commas and spaces.
An easier way to search in the first instance is to enter the full

Surname or first few characters of the surname e.g. La% (The % is
the wildcard in Chorus) would return all persons whom a line
manger’s security will allow whose surname begins in ‘La’ (e.g.
Lang, Larkford, Layland).
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8.1.2Advanced Search
In most cases an Advanced Search can be used for finding an
employee.
Clicking on the Advanced Search link will open the Advanced

Search page.
This page will default with four available fields to search: -

First Name, Last Name, Assignment Number, Job.
Next to the fields are the operators, they determine how the search
will be based, the values available are: -
Is Equals
Contains Searches on any characters
entered
Ends With e.g., ing
Is Not Is not Equal to
Starts With La
There are 2 Radio Buttons that can be selected that will have an
effect on the records returned.
Where the search states Must Contain then the records returned
must contain all of the fields entered. When May Contain is
selected, the search will return records based on each individual
field – similar to using an ‘And / Or’ scenario.
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e.g. May Contain is Selected, First Name contains C and Last name
is Laly. This search will return any record that has a capital C in the
First Name or the Last Name is Laly
e.g. Must Contain is selected First Name contains C and Last name
Laly will only return where both criteria are met.
Note: When entering searches one of the operators used must be

either Is or Starts With otherwise the following error message will
be displayed
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A Line Manger can add further fields to search on by selecting the
required field name from the Add Another Drop Down List and
Clicking the Add button
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8.1.3Saving an Advanced Search
If a search is carried out on a page on a regular basis it can be

saved for future use by clicking the Save Search button.
Note: A Saved Search it can only be re-used on the page in which it

was created.
This will open a page called Create View which allows the search to
be saved using the same search criteria but also adding further
columns that can be displayed when the search is run.
To create a Saved Search enter the following: -
• View Name – Enter a name for the search

• Number of Rows Displayed – Select in increments of 5 up
to 25 the number of rows that will be displayed when the
search is run
• Description – Enter a meaningful description of what the
search will return
Column Properties
Using this function the results of a search can be changed by
adding, deleting or moving the order of the columns
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To add or delete a column, highlight the column from the
appropriate side e.g. ‘Available Columns’ and click the ‘Move’ link or
‘Remove Link’ in the middle.
To change the order the columns are displayed after the search has
run, highlight the column name in the Columns Displayed and
click the appropriate link e.g. Up, Down, Top or Bottom.
Sorting Results
Use the ‘Sort Settings’ to set the order in which the results of the
search will be displayed.
• Select the Column Names and whether the Sort Order is

Ascending or Descending.
Note: The Columns selected for the sort order do not have to
appear in the results.
Altering the Query Data
This section can be used to change or add the search criteria

previously set for the search.
When all of the settings have been made click the Apply or the
Apply and View Results button.
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If ‘Apply and View Results’ is clicked, Chorus will display the search
results.
If ‘Apply’ is clicked, Chorus will display a Personalize Views page.
This page allows the search to be either deleted by clicking the

Delete icon, or updated by clicking the Update icon which opens
the Create View page. To perform either of these functions ensure
the Radio Button is selected by the name of the search.
Clicking the Duplicate button will open up the ‘Create View’ page
and initially precedes the search name with duplicate, a manager
can now create a new search based upon the original search
parameters.
The Manager can then rename the search and then modify of the
search criteria as required.
Reuse a Saved Search
• Click on the Advanced Search link in the page it was created

on
• Click the Views button in the Advanced Search page
• Select the name of the search from the View Drop Down List
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• Click Go to run the search
Note: Click the Personalize button to open the Personalize Views

page, this will allow a Manager to Update or Delete the saved
search.
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9 Saved for Later
‘Saved for Later’ allows a manager to commence an action on an

employee’s record but then save the data changes prior to
submission, allowing the manager to go back and continue the
actions at a later time.
This functionality can be used whenever the button below is

present.
By clicking on this button a Chorus will display a confirmation

message that the action being taken has been saved.
• From the Navigator home page select the Saved for Later
link. Any actions that have been saved will be displayed here.
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The current status will be displayed as Saved for Later.
A manager can Update or Delete the record using the appropriate

buttons or links: -
Update Delete
If Update is selected Chorus will open up the page allowing a

manager to recommence finishing the activity. Clicking Delete will
allow a manger to delete the activity following a confirmation
prompt.
A manager can view the information of the proposed action by

clicking on the Subject link: -
Note: if the OK button is clicked prior to taking an action then

Chorus will delete the activity and it will no longer appear in ‘Saved
for Later’ and the Manager will have to start the activity from the
beginning.
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10Allowances and Ad Hoc Payments
This function will allow managers to enter specific Allowances and
Ex-Gratia Payments for their team members.
The type of Allowances and Ex-Gratia payments that a manager can

grant an employee depends upon the Assignment (Work)
Information of the employee.
Click on Allowances and Ad Hoc Payments link in right hand side

of the Navigator
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The Allowances and Adhoc Payments: People in Hierarchy
screen is displayed showing a Manager’s employees.
10.1Entering an Allowance
• Click the Action icon for the relevant employee
The Allowances and Adhoc Payments: Compensation type

screen is displayed showing a list of all allowances and benefits
available to the employee
Note: This list varies depending on the employee’s contract and

Organisation. Those existing allowances and benefits in effect are
shown as Approved in the Status column.
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Note: Before any new On-Call allowances can be recorded, any
existing ones must be end dated
The Frequency column shows whether an Allowance is a one off

payment (Once) or will be paid in each payroll period (Recurring)
• Click the Radio Button against the Allowance to be paid
(A dot will appear when selected)
• After selecting the required Allowance type click the Next

button
Chorus will then display the Allowances and Adhoc

Payments: Compensation Details page. This page will be
different depending on the Frequency type of Allowance selected.
10.1.1Allowances (Default Value)

If an Allowance with a Recurring Frequency was selected, the
following page displayed would include an End Date field. This
option allows a manager to enter an End Date if the payment of the
Allowance was for a specific period only. If the Allowance does not
have an expected End Date then the End Date can be left blank.
Allowances that have a set value will not display an Amount field as
the amount is automatically calculated by Chorus.
• Enter the Effective Start Date of the Allowance e.g. 16-JUN-

2008 (See Entering Dates for guidance)
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• Effective End Date – Enter if applicable (this can be entered
or changed later on)
• Justification – This is a free format field that will allow a
manager to enter a reason, which will then be viewed by the
person who will authorise the allowance.
• After entering the required information click the Next button.
Note: At this point if a manager has further allowances to enter

against the employee they can click the Add Another Type button.
This will take the manager back to the Allowances and Adhoc
Payments: Compensation type in which they can select another
Allowance to add against the employee.
After clicking Next the Allowances and Adhoc Payments;

Review page is displayed
Managers have an option of attaching documents or URLs if

required. (See Chapter 2.2)
The Approvers section displays who is part of the approvals process.
The Order No. column shows the order of the approvers. In this
example it is the Line Manager’s Manager and then Talk2HR Reward.
For the allowance to be paid to the employee, they must both
approve the allowance.
In the ‘Add Adhoc Approvers’ section, a manger can add further

approvers if applicable (Chapter 2.4)
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• Click Submit to send the allowance for approval.
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10.1.2Ex Gratia Payments
The method for creating an Allowance/Ex-Gratia payment is the

same as for those with defaults values except that when the
allowance is selected the Compensation Details page will include
an Amount field which is mandatory. Enter the required amount
along with the other required data and click the Next button.
Note: Approval for the payment must be gained via email from both
Line Manager and HR Business Partner before submitting the
payment for approval on Chorus. Any required documentation for
authorisation and additional information should be added as
attachments, e.g. emails.
Note: The HR Business Partner must be added as an ad-hoc

approver to receive a notification seeking approval for the payment.
If approved it is forwarded to the Line Manager’s Manager for their
approval, final authorisation is sought from Talk2HR as a notification
for their approval.
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11Asset Management
In Chorus, assets are items that belong to O2 but have been given
to the employee to carry out their duties.
Assets can be added, updated or deleted
A Manager will be required to check the Assets an employee holds

prior to them transferring to another team or ending their
employment.
• Select Asset Management from the Navigator Home page
Chorus will display the Asset Management: People in Hierarchy

page
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• Click the Action icon of the employee
Chorus will display the Asset Management: Extra Information

page; any existing assets recorded against the employee will be
displayed.
This screen has three options: -

• Delete – use this option to delete an item from the
employee’s asset list
• Update – use this option to update an item in the asset list
• Add – use this option to add new items to the asset list
Note: To Delete or Update ensure that the Radio Button is

selected against the appropriate asset item.
• To create a new Asset click the Add button.
Chorus will display the Asset Management page
• Select the Asset Type from the Drop Down List as shown
below
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• Complete the remaining fields as appropriate
• Click Apply
Chorus will then redisplay the Asset Management: Extra

Information page
• To continue click Next
Chorus will then display the Asset Management: Review page.
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Chorus will then display the Confirmation page.
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12Assignment Changes for Contingent
Workers
Every individual (Permanent employees, Contractors and Agency

Temps) is linked to a “Position” in the business hierarchy.
This link is called an “Assignment” and it contains a range of

personal information, including their:
- Grade
- Salary amount (e.g. £15000)
- Numbers of hours worked per week
- Job Title (i.e. which appears on the Vital O2 Phone Directory)
- Employee Category (i.e. Permanent Full Time, Permanent
Part Time, Fixed Term etc)
- Holiday Basis (i.e. is their leave entitlement calculated in
hours or days)
- Position they sit in (which determines their Organisation /
OUC and Job) e.g. ‘Sales Advisor, Bolton - Victoria Plaza|
002338’
- Remaining Probation Period (if any)
For our non-permanent employees (i.e. those not paid directly by

O2), they are still linked to a position, but their Assignment does
not record salary and leave related values.
You would use ‘Assignment Change for Contingent Workers’

to:
- amend their Job Title (to update their current title on the
Vital O2 Phone Directory)
- move an employee into your team, or between positions in
your hierarchy
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-
To amend Assignment details: -
• Select Assignment Changes for Contingent Workers from

the Navigator Home Page
The Assignment Changes for Contingent Workers: People

Hierarchy will be displayed
• Click the Action icon of the contingent worker
The Assignment Changes for Contingent Workers: Effective

Date Options page is displayed
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12.1Assignment Effective Date
The Effective Date is the Date the change is to take place. The Date
will initially default to the current date; change this date to the
correct date of change if necessary.
Note: Future or past dates can be used, however the date that can
be input must be a date that is later than the latest date an
Assignment record was changed. Chorus will display the earliest
date that can be entered at the top of the page under Information.
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In the following example it can be seen that the latest change of the
Assignment record was 01-FEB-2008 therefore an Effective Date
can only be entered from 02-FEB-2008
Note: If a manger is required to enter a change and the Effective

date of the change is before a date of an existing Assignment
change then they will need to contact Talk2HR who will be able to
action this type of change.
• Once the date has been selected click the Assignment

Changes for Contingent Workers: People in Hierarchy
link in the top left of the page.
• Then click the Action icon of the employee to return to the

Assignment Changes for Contingent Workers: Effective
Date Options
• After setting the Date (If appropriate and possible) click the
Continue button.
The Assignment Changes for Contingent Workers: Assignment page

will be displayed.
48
12.2Assignment Changes
This screen contains information on the employee’s Organisation

(OUC), Position, Job, Job Title and Location.
For some of the fields the More Details link can be used to view
additional information about the individual assignment sections, for
example, clicking More Details for the Organisation section shows:
49
• To return the Assignment Changes page, click the Return to
Assignment link.
The value in the Position field (e.g. Customer Service Advisor|

000726) determines the values in the Organisation and Job fields.
DO NOT attempt to change the Organisation or Job field directly –
make a change to the Position field, which will then re-populate the
Organisation and Job field with the associated values.
The other values such as Hours, Employee Category and Job

Title have an indirect link and can be changed independently.
When performing an Assignment Change that involves a change of

position, you will see a Warning message like this: (See Appendix
on Positions).
Always select “Yes”, which will accept the default values of the new
Position into the following screen. You will then need to check and
amend (if necessary) the values, including:
- Grade
- Hours Worked
- Probation
Before submitting the transaction for approval.
50
12.3Assignment Changes Scenario
12.3.1Scenario - Position Change
Note: Prior to moving an individual into a new position, always run

the ‘1020 Position Hierarchy Report’ to identify the suitable position,
and confirm that it has a suitable headcount capacity to
accommodate your transaction.
For example, in the Organisation/cost centre called ‘OCD122 Retail

Operations’ there are 3 positions: -
Product Manager|003141
Accessories Product Supply Manager|003134
Supply Demand Planner, Retail|003140
Profolio Analyst|003133
In this example we will be moving an individual between two

positions:
From Profolio Analyst|003133

To Supply Demand Planner, Retail|003140
Select the Assignment Changes for Contingent Workers function
51
This will display your hierarchy
52
Select the Action button against the appropriate employee. This will
display the Effective Date Options screen.
• The Effective Date has been set to Aug 1st
53
Select the Continue button. This will display the
Assignment Changes for Contingent Workers: Assignment screen.
• From this screen:
- Clear the Organisation (OUC) field

- Tab through to the Position Name field and Job field (this
action should clear all three screens
54
- Next, select the Search button beside the Position Name
field, to reach the search page.
- Enter the new position number (identified from your 1020
Positional Hierarchy Report) in the search field in the following
format:
%003140%
and click “Go”.
Warning: When selecting the position, you MUST ensure that you
choose the EXACT Position Name and Number that corresponds with
the correct Position identified in your 1020 Position Hierarchy
Report’. If you are unsure which Position you need, you should run
your ‘1020 Position Hierarchy Report’ in the first instance and check
with your Chorus Champion or Talk2HR for further assistance.
Choosing an incorrect position may result in unwarranted salary
adjustments for your team member.
55
• Select the correct Position from the list
• Select “Yes” when presented with the warning screen below
This will re-display the Assignment Changes for Contingent

Workers: Assignment screen with the new details.
56
Click the Next button.
Chorus will then display the Assignment Changes for Contingent

Workers: Review
Any change will be marked with a small blue marker
57
• Click Submit to apply the changes.
Chorus will display the Confirmation page that the changes have
been submitted subject to approval.
A Manager’s Worklist will display who the approval has been

forwarded to.
58
13Assignment Changes for Employees
Every individual (Permanent employees, Contractors and Agency

Temps) is linked to a “Position” in the business hierarchy.
This link is called an “Assignment” and it contains a range of

personal information, including their:
- Grade
- Salary amount (e.g. £15000)
- Numbers of hours worked per week
- Job Title (i.e. which appears on the Vital O2 Phone Directory)
- Employee Category (i.e. Permanent Full Time, Permanent
Part Time, Fixed Term etc)
- Holiday Basis (i.e. is their leave entitlement calculated in
hours or days?)
- Position they sit in (which determines their Organisation /
OUC and Job) e.g. ‘Sales Advisor, Bolton - Victoria Plaza|
002338’
- Remaining Probation Period (if any)
For our non-permanent employees (i.e. those not paid directly by

O2), they are still linked to a position, but their Assignment does
not record salary and leave related values.
You would use ‘Assignment Change for Employees’ to:
- amend their Job Title (to update their current title on the
Vital O2 Phone Directory)
- move an employee into your team, or between positions in
your hierarchy
- change the hours they work (e.g moving from full time to
part time, or changing part time hours)
- give a pay rise
- change their grade
59
To amend Assignment details: -
• Select Assignment Changes for Employees from the

Navigator Home Page
The Assignment Changes for Employees: People Hierarchy will

be displayed
The Assignment Changes for Employees: Effective Date

Options page is displayed
60
13.1Assignment Effective Date
The Effective Date is the Date the change is to take place. The Date
will initially default to the current date; change this date to the
correct date of change if necessary.
Note: Future or Past Dates can be used however the date that is
input must be a date after any previous Assignment Change was
made.
Chorus will display the latest date that can be entered at the top of
the page under Information.
61
In the following example it can be seen that the latest change of the
Assignment record was 01-FEB-2008 therefore an Effective Date
can only be entered from 02-FEB-2008 onwards.
Note: If you need to make an Assignment change for a date prior to

the date of a previous Assignment change, then you will need to
contact Talk2HR who will be able to action this type of change.
• Once the date has been established click the Assignment

Changes for Employee: People in Hierarchy link in the top
left of the page.
• Then click the Action icon of the employee to return to the

Assignment Changes for Employees: Effective Date
Options
• After setting the Date (If appropriate and possible) click the
Continue button.
The Assignment Changes for Employees: Assignment page will be

displayed.
62
13.2 Assignment Changes
This screen contains information on the employee’s Assignment

including their Position (which determines the values in the
Organisation and Job fields), Grade, Job Title (displayed on Vital O2
Phone Directory), Work Hours, Employee Category and remaining
Probation Period.
For some of the fields the More Details link can be used to view
additional information about the individual assignment sections, for
example, clicking More Details for the Organisation section shows:
63
• To return the Assignment Changes page click the Return to
Assignment link.
The value in the Position field (e.g. Customer Service Advisor|

000726) determines the values in the Organisation and Job fields.
DO NOT attempt to change the Organisation or Job field directly –
make a change to the Position field, which will then re-populate the
Organisation and Job field with the associated values.
The other values such as Hours, Employee Category and Job

Title have an indirect link and can be changed independently.

on Positions).
- Grade
- Hours Worked
- Probation
64
13.3 Assignment Changes Scenarios
13.3.1Scenario 1 - Position Change
Note: Prior to moving an individual into a new position, always run

the ‘1020 Position Hierarchy Report’ to identify the suitable position,
and confirm that it has a suitable headcount capacity to
accommodate your transaction.
For example, in the Organisation/cost centre called ‘OCD122 Retail

Operations’ there are 4 positions: -
Customer Service & Operations Manager|003128

Retail Quality Manager|003131
Customer Care Manager, Region 1|003130
Customer Care Manager, Region 2|003129
In this example we will be moving an individual between two

positions:
From Customer Care Manager, Region 2|003129

To Customer Care Manager, Region 1|003130
(Effectively we are moving an employee into another position which

in this case has the same attributes. The next step may be to delete
the 003129 position via the Position Management Form as it is no
longer needed)
Select the Assignment Changes for Employees function.
65
This will display the hierarchy.
66
Click the Action button against the appropriate employee. This
will display the Assignment Changes For Employees: Effective Date
Options screen.
• The Effective Date has been set to August 1st
67
Click the Continue button. This will display the Assignment Changes
for Employees: Assignment screen.
68
• From this screen:
- Clear the Organisation (OUC) field
69
- Tab through to the Position Name field and Job field (this
action should clear all three screens
70
- Next, select the Search button beside the Position Name
field, to reach the search page.
- Enter the new position number (identified from your 1020
Positional Hierarchy Report) in the search field in the following
format:
%003130%
and click “Go”.
Warning: When selecting the position, you MUST ensure that you
choose the EXACT Position Name and Number that corresponds with
the correct Position identified in your 1020 Position Hierarchy
Report’. If you are unsure which Position you need, you should run
your ‘1020 Position Hierarchy Report’ in the first instance and check
with your Chorus Champion or Talk2HR for further assistance.
Choosing an incorrect position may result in unwarranted salary
adjustments for your team member.
• Select the correct Position from the list

• Select “Yes” when presented with the warning screen below
71
You will then need to check and amend (if necessary) the values,
including:
- Grade
- Hours Worked
72
- Probation
If by moving an employee between positions, you are changing the

type of employment contract / salary basis, you will be effecting the
employee’s compensation, and given the opportunity to modify their
pay.
Click the Next button. This will display the Assignment Changes
for Employees: Pay Rate screen. In the following example we are
increasing the salary by 10% but you do not need to make any
change to the salary just because you move an employee from one
position to another.
Select the Reason for Change, and change the Pay Rate if required
and click Next. If unsure, click Save for Later and seek advice
form your local Chorus Champion, Talk2HR or your local HR
Representative.
• If there is no change in pay Rate click Next
Note: Do not view the options in the ”Reason for change” list if the
salary is not changing.
73
Chorus will then display the Assignment Changes for
Employees: Review page
Any change will be marked with a small blue marker
74
Changing the Position for an employee may change the Grade and
Salary Basis.

forwarded to.
75
13.3.2Scenario 2 – Hours Change
• The Effective Date has been set to July 1st
Click the Continue button. This will display the Assignment Changes
for Employees: Assignment screen.
76
On this screen, overtype this field:
77
To reflect the new hours of 25:
Do not make any more changes on this screen.
(Note: The Employee Category may need to change if the

employee is going from Part Time to Full Time or Vice Versa and the
Holiday Basis may also need to change from Daily to Hourly and
Vice Versa)
78
Click the Next button
Chorus will display the Assignment Changes for Employees: Pay

Rate page
79
Note: If a manager clicks Next without entering a reason for
change, then Chorus will display a Warning message and the
manager will not be able to continue.
You should select Hours Change from the Reason for Change list
and leave the salary fields as they are unless you want to change
the FTE (Full Time Equivalent) salary.
80
After Clicking Next, Chorus will then display the Assignment
Changes for Employees: Review page
Any changes will be marked with a small blue marker
81
At the foot of the page the authorisers will be displayed, in this
example, Accenture Reward is included as the change affects pay,
and the employee will receive a Contract Variation.
• Click Submit
82

forwarded to in the first instance.
83
13.3.3 Scenario 3 - Salary Only Change
An employee is awarded an increase in salary that does not effect

other Assignment information.
Select the Employee from Assignment Changes for Employees:

People in Hierarchy page
The Assignment Changes for Employees: Effective Date

• Set the Effective date and click the Continue button

Employees: Assignment page
84
• Click the Next button (do NOT make any changes to this
screen) to progress to the Assignment Changes for
Employees: Pay Rate page
• Enter the Reason for Change from the Drop Down List
85
After entering the reason Chorus displays the Salary fields
• Enter either the Full Time Equivalent Salary, Change

Amount or Change %. Entering either of these values will
automatically calculate the other related values.
• Click Next
Chorus will display the Assignment Changes for Employees:

Review page
• Add any Attachments and/or Adhoc approvers as required.
• Click Submit to action the changes
86
Chorus displays a Confirmation screen showing that the changes
have been submitted and may be subject to approval
87
13.3.4 Outstanding Assignment Changes (Awaiting
Approval)
If an assignment changes have been submitted but are awaiting
approval then further changes cannot be made until the changes
submitted have been either approved or rejected, if a manager
accesses an employee’s record to make a further change then
Chorus will display the following warning message: -
Another action pending approval exists for this person. You

cannot begin this action. View actions Awaiting Approval of
Others for details.
The lower section of the page will display the details of the person
who the approval is sitting with, in this instance the manager has
not approved the change.
Clicking on the small spectacles icon will open up the review page
allowing a manager to look at what changes were submitted.
Click the Back button to return to the Assignment Changes for

Employees: People in Hierarchy page.
88
14 Confirm Employment (starter shows
up/has not shown up for 1st day of work)
The Confirm Employment function is used by Managers when a

person who has been recruited has shown up for work or has not
shown up.
• From the Navigator home page select the Confirm

Employment link
89
14.1 New Starte Does Shown Up for Work
The Confirm Employment: People in Hierarchy screen is

displayed showing all employees in the direct reporting line to the
Line Manager
• Click Action icon column for the required employee
The Confirm Employment: Effective Date Options page is

displayed
90
Note: Although the Employee is a New Hire, a basic record has
been set up as part of the iRecruitment offer process including their
personal and address details.
• Enter the Effective Date to reflect the date the employee

physically starts work
Note: The Effective Date defaults to the system date (today) and
must be amended as required
• Click Continue button to proceed
The Confirm Employment: Assignment page is displayed
• Click the Assignment Status Drop Down List to indicate

whether the new starter has arrived
Note: Do not complete this action until your new starter is at work
91
• Select Active Assignment
• Click Next
• Review the entries
• Click Submit

have been submitted and may be subject to approval
92
14.2Employee Fails to Show Up
If a New Starter does not show up for work then this need to be
recorded in Chorus and their record terminated, however prior to
this a manger must contact the applicant to see if they will be
starting. It is recommended that this is conducted prior to
terminating their record as the process cannot be reversed by a
manager.
If the Applicant is to start at a later date then the manger must

inform Talk2HR who will then update the record to reflect a different
start date, the manager can then record when the employee shows
up for work on the new agreed date.
If the employee is not starting: -
• From the Navigator home page select the Confirm

Employment link
93
The Confirm Employment: People in Hierarchy screen is
displayed showing all employees in the direct reporting line to the
Line Manager
• Click Action icon column for the required employee
The Confirm Employment: Effective Date Options page is

displayed
• Enter the Effective Date to reflect the date the employee

should have physically started work.
Note: The Effective Date defaults to the system date (today) and
must be amended as required
94
• Click Continue button to proceed
The Confirm Employment: Assignment page is displayed
• Click the Assignment Status Drop Down List and change

the value to No Show
95
• Click Next
• Review the entries
• Click Submit

have been submitted and may be subject to approval.
Talk2HR receive a notification and they will Cancel the New Hire and
change the person Status to Applicant i.e. the record is terminated
and no system access is set up
96
15 Viewing Employee’s Emergency Contact
Information
A Manager access an employee’s Next of Kin Contact details.
Note: It is an employee’s responsibility to ensure this information is

correct. They can check and update this using their Self Service
access.
• From the Navigator home page select the Contact

Information link
Chorus displays the Contact Information: People in Hierarchy

page
97
Chorus will display the Contact Information page.
Emergency contacts are along with their telephone numbers. The

primary Contact is the main contact and the person who should be
contacted in the first instance. Chorus will only allow one primary
contact.
• Click the Back button to return to the Contact Information:

People in Hierarchy page or click the Home link in the top
right of the page to return to the Navigator home page.
98
16Contract Details for Employees
The Contract Details for Employees will allow a manager to view the
contract details held for a permanent employee.
Note: The Contract details would have previously been saved and
attached by Talk2HR.
From the Navigator home page select the Contract Details for
Employees link
Chorus displays the Contract Details for Employees: People in

Hierarchy page
99
Chorus will display the Documents of Record for Person page
If a contract exists against the employee’s record summary

information will be displayed. If not contact details exist contact
Talk2HR
• Click the View icon to open the contracts record
Chorus will display the View Document of Record page
• Click the link under the File Name to open any attached
contract documents
Windows will display a File Download prompt
100
• Click Open to view the document
101
17End Employment and Contracts
When an Employee/Contingent worker leaves or is due to leave then
a manager must take action by recording the date and reason for
leaving.
• From the Navigator home page select the End Employment

and Contracts link
Chorus will display the End Employment and Contracts: People

in Hierarchy page.
102
103
Chorus will display the End Employment and Contracts:
Effective Date Options page
• Enter the Effective Date (last date the employee is effective

employed)
Note: If an employee’s Assignment information has been changed

in the future and the leave date falls before this date then Chorus
will display an information message. Check the reason for this
future change and request from Talk2HR HR Services that it is
deleted if necessary. This also includes any outstanding changes
that are awaiting approval, ensure these changes are rejected by
the authorising manager.
104
Note: If there are any outstanding changes that are awaiting
approval then Chorus will display a Warning message at the top of
the page. Contact the authorising manager and ask them to
perform the relevant action. If this meant a future change to an
employee’s Assignment then it would be recommended to reject the
outstanding notification.
• If the date can be entered click the Continue button
Chorus will then display the Termination page
• Enter the Notification Date as the date the employee

notified of their intent to leave
• Select the Reason from the Drop Down List
105
• If there are any relevant comments enter them in the
Comments field
106
• Click Context drop down to select the Employees Business
Group and select the relevant Business Group
A new list of fields is displayed
• Enter Last Working Day as the date the Employee is leaving

O2
The remaining fields require Yes / No answers which can be selected
from the relevant drop down
• Complete remaining fields as necessary
• Click Next to process
Note: Ensure that the Leavers Checklist is referred to prior to

submitting the leave information, this can be accessed by clicking
the Vital O2 Leavers Checklist link.
Chorus displays the End Employment and Contracts: Review

page
107
This page will display the details entered and any approvers that will
need to take action.
If applicable add any attachments or adhoc approvers or any

comments that might be relevant to the approver.
• Click the Submit button to process
A Confirmation page is displayed informing of submission and

possible need for approval
• Click Home to return to the Navigator Home Page
A notification will appear in the Manager’s Worklist that a

notification has been submitted.
108
18Extend Contracts for Contingent Workers
Chorus defines Contractors as Contingent Workers. Fixed Term O2
Contractors are not Contingent Workers as they have a contract and
are paid by O2.
Appropriate internal approvals, including Line Manager 2, budget

and headcount, are required prior to performing this task.

Navigator Home Page
Chorus displays the Extend Contracts for Contingent Workers:

109
• Click the Action icon of the Contingent Worker
The Extend Contracts for Contingent Workers: Effective Date

• Enter the Effective Date on the date the change takes effect
• Click Continue
Chorus will display the Extend Contracts for Contingent

Workers: Assignment page.
110
• Enter the Date the contract is extended to in the Projected
Assignment End field
• Click the Next button
Chorus will display the Extend Contracts for Contingent

Workers: Review page
Add or Attach and documents if required
• Click Submit to action the extension
111
A Confirmation page is displayed informing of submission and
possible need for approval
• Click Home to return to the Navigator Home Page
112
19 Grade Progression Approval (Customer
Services)
This chapter is intended for Line Managers of new Customer Service

employees starting on either CSA1 or Admin 1 grades at the end of
their probation period.
One month prior to the Probation Period end date, the Line Manager
receives a notification proposing to move the employee to the
second step in the grade ladder. This is used as a prompt for the
Line Manager to complete a Probation Review with the employee.
Following the Probation Review an Approval notification is sent to

the line Manager for any of their employees without an extended
Probation Period, or who have not been terminated, the assumption
being that these people have passed the probation period
When the Line Manager approves the notification, Chorus
progresses the employee up the grade table.
• From the Navigator Home Page Select the UK Manager Self

Service, O2 (United Kingdom) Responsibility
Select Notifications from the Navigator Home Page
Any Outstanding Notifications will be displayed
• Click the link for the required notification from the Worklist
and click Open
Chorus will display the Grade Ladder Progression Page
113
• Click Approve button to progress the employee to the next
step of the Grade Ladder
• The approval prompts Talk2HR HRS to move the employee up

the grade ladder
114
20 International Assignment Information
(Expat/Inpat)
• Select International Assignment Information from the

Navigator Home Page
Chorus displays the International Assignment Information:

Extra Information page
This page is display only and will show any Expat or Inpat
information
• Click the Back button to return to the Navigator Home page
115
21Pre-Employment Checks
The Resourcing Contact Centre (RCC) send out the Pre-

Employment questionnaire to applicants who are booked into an
Interview at a Retail store. The questionnaire is attached to the
Invite to Interview Email.
The applicant completes this questionnaire and takes it with them

to the Interview at the retail store.
Note: Step to be completed outside iRecruitment. It is the Hiring

Manager’s responsibility to ensure that they check the questionnaire
and request further information from the applicant if necessary.
The Hiring Manager then needs to decide whether a Health Referral
should be made (refer to Pre-employment Capability Guide notes
for more information)
Unsuccessful Applicants
Post interview, the Hiring Manager should store all the applicants’
documentation in a confidential area for a 3 month period. The
applicant could contact the Hiring Manager for feedback during this
period.
Successful Applicants
For successful applicants, the Hiring Manager should forward the

completed questionnaire along with all other documentation to
Talk2HR HR Services once a verbal offer has been made. The
Hiring Manager should state whether the applicant should be
referred to Occupational Health following the Capability Declaration
Guidance notes.
Talk2HR HR Services will refer the Capability Declaration to

Occupational Health following the guidance notes.
Applicants who do not require a Health Referral
If an applicant does not require a Health Referral, the Hiring

Manager should refer to the verbal offer process and update the
offer details in iRecruitment and forward to Talk2HR for approval.
Applicant who Require a Health Referral
116
For applicants who do require a Health Referral, the verbal offer
of employment should still be completed and the applicants offer
details should be updated in iRecruitment and sent to Talk2HR for
approval.
Note: The applicants start date may have to be set some months
ahead to allow for Talk2HR to review the case or for an assessment
to take place
21.1 Criminal Record Check (CRC)
At the Interview / O2 Event, the applicant is given a CRC form to

complete along with the user guide notes
Note: RCC ensure that stocks of CRC forms are sent to O2 Events
and Retail managers so they have adequate supplies to provide
candidates
Retail or Event manager to check the accuracy of the completed

form and ensure all sections are completed by the candidate and
take a photocopy of the applicants proof of address.
Candidates Who Are Unsuccessful at Interview/O2 Event
For CS candidates, send paperwork back to RCC. This is to be filed

and then confidentially destroyed after 3 months
For Retail candidates, the Hiring manager retains the paperwork

for 3 months and then confidentially destroys after 3 months
Candidates Who Are Successful
For CS, the Event Manager sends the form to the RCC along with
the interview documents, ID and any other related documents
Note: For Retail, the Retail Manager retains the information
Customer Services Candidates
RCC checks forms and requests any further information from

applicant if required
RCC completes the offer details in iRecruitment (see related link)

and forwards documentation to Talk2HR for approval
Note: The contract will not be sent out until all the required
documentation has been received and is accurate
117
Talk2HR processes offer
Retail Candidates
Retail manager completes offer details in i-Recruitment and

forwards documentation to Talk2HR for approval.
Talk2HR checks the forms for retail and requests any further
information from the Retail Manager if required
Note: The contract will not be sent out until all the required
documentation has been received and is accurate
Talk2HR processes offer.
21.2ID Checking Process – Retail
This process should be followed whenever there is a requirement for

a Retail Hiring Manger to check an applicants’ identification at an
Interview.
The applicant will receive an email (or a letter if they have applied
offline) asking them to bring the relevant ID with them to their
Interview. The information received also confirms to the applicant
which ID is acceptable for them to bring
Note: ID must be either a Valid Passport or National Insurance

number (e.g. along with full birth certificate (including
parents names). Refer to further information on checking ID.
The Hiring Manager should check the ID on the candidate’s arrival

at the Interview.
Candidates who bring in the correct ID
The Hiring Manager should photocopy the ID and sign and date all
photocopied pages to verify that the original documentation has
been seen and verified.
The Applicant is progressed through the interview.
Candidates who bring the incorrect ID
The Applicant can still be progressed through the assessment,

however the Hiring Manger should advise the applicant that the
correct ID must be provided as an offer of employment (should the
applicant be successful) can not be made until the correct ID has
been checked and verified.
118
When the applicant returns with the correct ID, the Hiring Manager
should follow the process for the correct ID above.
To view/add Pre-Employment checks on Chorus
• Select Pre-Employment Checks from the Navigator Home

Page
Chorus will then display the Pre-Employment Checks: People in

Hierarchy page
119
Chorus will display the Pre-Employment Checks: Extra
Information page
• To add a new Pre-Employment check (Date Licence Checked

only) click the Add button
Chorus will then display the Pre-Employment Check page
• Enter the relevant information
• Click the Apply button
Chorus will then re-display the Pre-Employment Checks: Extra

Information page
• Click the Next button
Chorus will display the Pre-Employment Check: Review page
120
• Click the Submit button to action the change
Chorus will confirm the changes have been submitted
• Click Home to Return to the Navigator Home Page
121
22 Release Information (Transfer an
Employee Out)
This Chorus function is used when an employee is moving to

another Line Manager on a permanent basis.
Prior to transferring an employee use this checklist to ensure that

the employee’s record is in a ready state to begin the process, the
following link will provide access to this: -
http://vitalo2.pri/o2uk/Chorus/o2_site/doc/Transfers_Checklist.doc
This document consists of the following: -
1) Asset Management -
Does the Employee still hold any particular assets required to
carry out their old role (Laptop, company car etc)?
You should retrieve these assets and update Chorus through
Management Self Service. (See Chapter 11 for Chorus Asset
Management)
2) Outstanding Probation Period –

If the Employee has not fully completed their probation
period, you should email the receiving LM with the details of
the outstanding term/end date
3) Performance 1-to-1’s –
You should ensure that all performance related 1-2-1
meetings are up to date and recorded. This is particularly
important for employees with an outstanding period of
probation
4) Outstanding Notifications –
You should make sure that you have reviewed and actioned
any appropriate outstanding notifications for the Employee on
Chorus.
5) Access to Specialist Systems –

Does the Employee still have access to any specialist systems
from their old role?
Access to these systems should be revoked through Access
Control.
122
6) Chorus Responsibility –
Does the Employee have access to any special reports on
Chorus from their old role?
Access to these reports should be revoked through Chorus UK
HR Support by your HRBP who should contact Chorus
Support.
7) Review Expenses –
Review any outstanding expenses and ensure that they are
approved / rejected / processed prior to transfer.
8) Hard Copy Documents –

Ensure you forward all hard copy
documentation/correspondence relating to the employee to
the New Line Manager.
9) Ongoing CAP/OHS Cases –

Where the Employee is involved in an ongoing CAP or OHS
case, you should fully brief the Receiving Line Manager and
ensure that Chorus is up to date with the latest details.
After checking that the employee’s record is suitable to transfer out

to another Line Manager: -
• Select Release Information from the Navigator Home Page
Chorus will display the Release Information: People in

Hierarchy page.
123
Chorus will display the Release Information page
This page is where the Receiving Line Manager is identified and

selected.
• Find the Receiving Line Manager by entering their details in

the Name field (See Chapter 8 on Searching)
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• After entering the name of the Line Manager click the Grant
Access button
Chorus will then display the Release Information page
This page will allow a manager to review the information they are
submitting, any Attachments or Comments to the receiving
manager can be added.
• Click the Submit button to process the Release of Information
The Worklist Notifications will display a message stating that the

Release of Information has been approved.
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22.1 Cancel the Release of Information
If for a particular reason the Release of Information needs

cancelling this can be done assuming the Receiving Manager has not
processed the receipt of the Employee.
If you choose the wrong manager or the transfer does not go

ahead: -
• Select Release Information from the Navigator Home Page
Chorus will display the Release Information: People in

Hierarchy page.
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Chorus will display the Release Information page which will

display any employees that have an Existing Access Grant: -
• To revoke the transfer click the Revoke Access icon
Chorus will then display the Release Information: Review Page
• Click Submit to process the Revoke action
127
128
23Release Information (Receive an Employee
In)
As a manager you can use Chorus to formalise the transfer of an

employee into your team, using the ‘Assignment Changes for
Employees’ function in Manager Self Service
Important: Before accepting an employee it is CRITICAL that the

receiving Line Manager runs the 1020 Position Hierarchy Report to
check that there is either a valid and empty position or that an
existing Position which has enough available headcount.
The Receiving Line Manager will see a Worklist Notification that the
employee’s information has been released: -
(Nb: The Releasing Line Manager needs to perform his/her step

first, to generate this notification to the Receiving Line Manager –
refer Chapter 22)

Navigator Home Page
129
130
The employee being transferred in will not be displayed at this
point.
• Use the Name search field to find their record (see chapter 8
Searching): -
• Select the employee required by checking the relevant check

box: -
131

Effective Date Options page
• Enter the Effective Date the employee is being transferred

into your team
• Click the Continue button

Assignment page
132
The information for the employee selected, will be that of their
current Position & Assignment details. In this example they
currently sitting in Bury, in Position “CSA1|Customer Service Advisor
1”.
133
The Receiving Line Manager will have to make changes to the
information on this screen to reflect the Position they are being
received into.
(In this scenario the employee is being received into a position in

Retail support in Glasgow – the Receiving Line Manager has run
their 1020 Position Hierarchy Report and identified the correct
Position the employee will be moved into).
To locate the correct Position to move the employee into:

• Delete the contends of the OUC (Organisation) field e.g.
OCDDD1 Blackpool O2 Retail Shop,
• Tab forwards out of the Organisation field – this will clear
the Position and Job fields.
134
• To find the Position click the Find icon (torch) by the Position
field
135
Chorus will then display the Search and Select: Position Name
prompt
• To find the position you require search by the unique 6 digit

number you have identified using your 1020 Positional
Hierarchy Report e.g. %008904%
• Select the correct Position from this list, using the Select link

on Positions).
- Grade
- Hours Worked
- Probation
136
Note: Chorus may re-calculate a new probation period in error.
Please examine the details in this section and clear them out or
adjust the values as necessary.
137
• After making any necessary amendments to the information
click the Next button

Employees: Pay Rate page. (This is not applicable for pay ladder
employees).
In this example here we are NOT changing Hours or giving the

employee a pay rise – so we would progress through this screen by
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just clicking on “Next”. We DO NOT select a reason if the salary is
not changing.
Note: If there is a salary change to make or the hours have

changed when moving the new employee into your team, enter the
‘Reason for Change’ and if applicable enter the new salary by either
entering the Full Time Equivalent Salary, Change Amount or Change
%. Entering one of these values will automatically generate the
other related change amounts.
After Clicking Next Chorus will then display the Assignment

Changes for Employees: Review page.
Add any Attachments or Approvers if required
139
been submitted subject to approval
140
Note: The employee will not appear in the Receiving Line Manager’s
Hierarchy until all the Approvers have approved the action in their
Worklist. (E.G. 2nd Line Manager & AcHRS)
A Manager can view the progress of the approvals by searching for

the employee’s record in the Assignment Changes for
Employees: Assignment page
Chorus will display who the current approval is with.
Once the first approver has taken action a Worklist notification will
be sent to the Receiving Line Manager that is has now been
forwarded to the next approver e.g. Talk2HR Reward team
141
Again searching for the record a Line Manager can see who the
approver currently is.
By Clicking on the Subject Link the history of approvers can be

seen.
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143
24 Work Information (Work, Salary, Absence,
Job Application History)
The Work Information page will allow a Manager to view information

on an employee that relates to their Job, Salary Absence and any
Job Applications they have made.
• Select Work Information from the Navigator Home Page
Chorus will display the My Employee Information page
144
• Click the Name Link of the Employee to view their information
Chorus will display the following: -
Employment Tab –
This page displays the Assignment (work) history information of the

employee.
Clicking a Show link will display further information
Click Hide to revert back to the original view.
Salary –
This tab will display the Salary History of the employee
145
146
Absence –
This page will display any Absence History for an employee,

Absences include sickness, holidays etc.: -
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25Online Pay Review
There is a separate guide on how to use Chorus with relation to the
Annual Pay Review at the following link: -
https://o2hrms.de.pri.o2.com:8444/O2/UK/opr/using_chorus_onlin
e_pay_review.pdf
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26O2 Reports
O2 reports uses a different interface called Oracle Discoverer to

view your data. This is a very easy to use reporting system that has
set reports that ask for parameter values. Once you have viewed
the data, you can export it to Excel and perform your own
manipulations.
26.1Running the Position Hierarchy Report
This is the most common report that a Line manager will run and is
one of the simplest to run as there are no parameters.
This will display a list of reports that are available to you. This list is
restricted by the responsibility available to you.
149
• Click the expand button against the
1020_Positional_hierarchy
report.
Note: This will display the Position

Hierarchy View worksheet.
• Click the Position Hierarchy View Worksheet

link.
Note: This will display your finished report.
• Click the Export link in the top left hand corner under the
Action heading.
Click Microsft Excel Workbook (*.xls) from the export type list.
• Click the Export button on the right hand side of the

screen.
• Click the Click to View or Save button.
Note: This will display the File Download window.
150
• Click the Open button.
Note: This will display the Security Warning window.
• Click the Enable Macros button.
Note: This will display the report in an excel window.
151
You can now build in your own summaries and formulas.
152
26.2 Tools within Reports
Once you have run a report, you have the opportunity to manipulate
the format of the data using five tools :-
• Layout
• Format
• Stoplight
• Sort
• Rows and Columns
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26.2.1Layout
This option allows you to change the position of columns.
• Click the Layout option. This will provide you with two options.
You can either move a column or swap two columns
26.2.1.1Move a column
Click the option list next to Move option and select a column that
you wish to move. In this case I am using the Position Name
column.
• Click the next option list to define where the column will be
moved.
• Click the Go button. This will re-display the report with

the new column setup.
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26.2.1.2Swap a column
• Click the option list on the left and choose Swap.
• Click the option list next to the Swap option and select a
column that you wish to swap. In this case I am using the
Filled Posts column.
• Click the option list on the right and choose which column you
want to swap around. In this case I have used ‘With OUC’

the new column setup.
155
26.2.2Format
This option allows you to change the format of columns.
• Click the Format option. This will provide you a number of

options for changing the display of a column.
• Click the heading bar of the column that you wish to change.
There are a number of buttons and as an example in the following

screenshot the mouse is hovering over the Bold button and the
bubble help appears.
• Click the Bold button and this will make the data in the
column you have selected become bold.
156
157
26.2.3Stoplight
This option allows you to change the format of a column and

defined by unacceptable and acceptable values. In the following
example I want to hightlight a ‘1’ in the hierarchy column as being
desirable (green) and the ‘2’s to be acceptable (yellow) and
anything below a ‘2’ to be unacceptable (red)
• Click the Stoplight option. This will provide you with 2 fields,
Unacceptable and Acceptable.
• Enter a 3 into the Unacceptable field.
• Enter a 1 into the acceptable field

the new column colour scheme.
158
159
26.2.4Sort
This option allows you to order the data in the report by a particular
column.
• Click the Sort option.

This will provide you with 2 fields, one to choose the column and the
second to set the sort order.
• Click the Sort option list and choose a column to sort by.
• Click the Order option list and choose either :-
• No Sort Order
o No order is used
• Ascending
o A-Z
• Descending
o Z-A

the new ordering.
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26.2.5Rows and Columns
This option allows you to limit the display of data to a defined limit
of columns and rows.
• Click the Rows and Columns option. This will provide you with
2 fields, one to choose the column and the second to set the
sort order.
By default, both fields will contain 25 as their values.
• Enter the required numbers into either or both fields.

the correct number of rows and columns.
161
27Dashboards
The Chorus Dashboards provide an interactive reporting tool for

executives and managers. It provides better visibility of factors
which influence people’s effectiveness by analysing HR data across
the whole organisation on a daily basis.
Each Line Manager has a series of dashboard presenting information

which they can drill down through to view the detail. This section
focuses on one of the dashboards but they all work in a similar way.
You can enable both date and duration views so that you can focus
on a particular date or look at changes over a period of time.
You can view summarised data for your entire team including the
ability to drill down through multiple levels to pinpoint particular
problem areas. If you have only direct employees then you will only
be able to see your own team.
There are four dashboard views

• HR Management – Overview
• HR Management – Turnover
• Employee Absence Management
• Contingent Worker Management
162
27.1 HR Management – Overview
• Click the HR Management - Overview function in the

Dashboards section.
163
164
27.2 Sections
27.2.1Parameters
The Dashboard contains a parameters section at the top of the

screen for defining the effective date and the period for the
information on the screen. You can manipulate the fields to fine
tune the dashboard to provide information for a specific period.
The Effective Date parameter represents the end date of the

reporting period and determines the information displayed on the
dashboard. When you change a value in a parameter, the dashboard
automatically updates itself.
Event based information such as starters, leavers and absences

have their own start date. In order for these to be included in the
dashboard, the start and end dates must occur within the reporting
period defined by the effective date and the period.
You can also select a specific date by use of the calendar with the
effective date field.
The Period parameter lists rolling periods from 1 week to 1 year.

The periods are referred to rolling periods because the period you
are viewing is dependent on the effective date.
The Compare To parameter is used to compare the change in values

between the reporting period and either one period prior or one
year prior.
By default, the dashboard displays summary date for your whole

hierarchy. You can select a particular manager in your hierarchy and
this will display summary data for their hierarchy.
165
27.2.2Main Body
The main body of the dashboard is sectioned into tables and graphs
displaying key performance indicators and summary and trend
details for absence, salary and headcount/turnover transactions in
your hierarchy.
166
27.2.3Key Performance Indicators
All dashboards contain a categorised Key Performance Indicator

(KPI) section for displaying information highlighting the status of
your team within defined O2 performance indicators.
• Click on the links in this section to drill down to line by line

detail for each category of KPI held.
As you drill down through the data you may see the Actions drop
down list on the right hand side. This allows you to export or print
the data you are viewing.
167
27.2.4High level Summaries
In addition to the KPIs, your dashboard will provide high level

summary tables and trend analysis charts on other important
information regarding the employees reporting to you within your
hierarchy.
• Click on a table title and it will drill down to show the detail
behind the summary.
168
27.2.5Graphical information
In addition to tabular data, the dashboard also provides graphical

information.
• Click on the Graph title to drill down to further detail.
169
27.2.6Links Section
The links section contains links to line by line detail within the
current dashboard and across all other dashboards provided.
170
28Holidays and Leave
Employees must request all leave through Chorus Self Service. As a

Line Manager, it is your job to review the request and Approve,
Reject or Return for more information. It is essential that you
review your notifications every day to keep the authorisation flow
going. If you fail to action your notifications then they will be
escalated to your line manager. Different types of notifications have
different time limits for escalation.
Employees will either request sickness in hours or days. This is

determined by their employment contract & reflected in their
position setup.
Once a holiday request has been approved, it can be changed by

the employee if it is still in the future, but the manager will need to
approve it again.
28.1 CS Via Planning
In Customer Services, holiday notifications are directed to the

planning department for certain teams. Once Planning has
approved the request it is then forwarded to the Line Manager for
approval. The employee will receive a notification of the final
outcome.
171
28.2 Responding to a Holiday Request Notification
Each holiday request created by an employee will generate a

notification to their Line Manager.
You can read your request using the method covered in section 3.
172
Examine the details of the request carefully. You should pay
particular attention to the number of days or hours requested and
make sure this is correct. If you have an employee who works shifts
and requests holiday across a number of days, (e.g. leave across
public holidays. This does not auto calculate) you need to make sure
that the number of hours requested is correct. You have three
buttons that you can use to respond to the request.
This will approve the request and update the absence

calendar for the team. The employee will receive a notification.
This will reject the request and notify the employee. It is

important that if you are rejecting a holiday request that you put a
comment in the note box.
This will put the request on hold and send a

notification to the employee. You should enter comments in the note
box to explain your query. Once the employee has re-submitted the
request you will receive another notification and have the same
opportunity to approve, reject or request more information.
173
28.3 Other Types of Leave
As well as requesting holiday leave, the employee can also request

the following types of leave :-
• Family/Personal Days (Paid)

• Family/Personal Days (Unpaid)
• Armed Forces Days (Paid)
• Armed Forces Days (Unpaid)
• Public Duty Days (Paid)
• Public Duty Days (Unpaid)
• Other unpaid leave days
Note: If an employee receives their leave entitlement in hours, they

will see a similar list but with hours as unit options instead of days.
174
29Sickness and Timeout
Line Managers are required to enter all sickness records for their
employees. Because of the nature of sickness there will be two
elements to this task :-
1. Record the beginning of the sickness when the employee calls

in.
2. Record the end of the sickness when the employee returns to
work.
If an employee calls in to say they are sick, but will return

tomorrow, you should only complete step 1. Complete step 2 only
when they actually physically return to the place of work.
It is important to keep accurate sickness records for the following

reasons :-
1. HR and Planning use this information to understand trends of

sickness and plan for the future.
2. If the employee has a number of absences, it may end up
with a CAP case and the sickness records provide evidence.
3. Chorus has special triggers which are activated under certain
conditions such as long term sickness and the number of
sickness instances in a year.
175
29.1 Entering a Sickness Record
• Select Sickness and Timeout form the Navigator Home Page
Select ‘Sickness and Timeout’

This will display the employees in your hierarchy
176
• Click the Action button against the appropriate
employee. This will display a list of their future leave requests.
177
• Click the Create an Absence
Request button. This will display the Create an Absence
Request screen.
• Click the Absence Type pop list and select either Sickness
Days or Sickness Hours (Only one option will appear for the
employee).
• Click the Absence Reason pop list and select a reason e.g.
Accident/Injury (non work related), Stress etc.
• Enter the Start date as today.
Note: If the employee records absence in hours, you should enter

the start time in the start time field.
Ignore the days field as you will not know the extent of the absence
until the employee returns to work.
Enter notes in the comments field.
• Click the Next button. This will display the review

screen.
• Click the Submit button when you have reviewed the

absence record.
You have now created an open ended absence record for the
employee.
178
29.2 Closing a Sickness Record
When the employee returns to work you must close off their
sickness absence record.
Open up the Sickness and Timeout screen as before and click the
update button on the absence you wish to close.
This will display the details of the sickness absence in update mode.
179
1. Enter the End Date for the absence
This is the last day before they returned to work. If the employee
records sickness in hours then you should enter the time for the end
of the working day.
Now enter the number of days (or hours) of sickness. This will be
equal to the complete amount of time spent away from work,
including weekends or other days not usually worked. Look at the
following examples :-
Start End Days Reason

01/07/2008 03/07/2008 3 3 week days
04/07/2008 08/07/2008 5 3 week days + weekend
30/06/2008 13/07/2008 14 10 week days + weekends
You will notice that there is a Calculate Duration

button. You can use this to calculate the amounts for you but please
check that the amounts are correct and change them if necessary.
This doesn’t allow for public holidays/schedule.
2. Click the Next button. This will display the review screen.
3. Click the Submit button when you have reviewed the

absence record.
180
29.3 Overlapping Absences
There should be no overlapping absences against an employee’s

record. Overlapping absences can cause problems especially when
Chorus us calculating payroll, sickness payments,
Maternity/Paternity pay or holiday balances. Overlapping Absences
are an overlap of any type of absence.
To view the history of an employee’s absence select the employee

from the Hierarchy and change the drop down view to Absence
History and click Go: -
In this example there is a Holiday absence from July 1st to July 5th.
If a sickness absence was then attempted to be entered that

overlapped this period e.g. 02-Jul-2008 to 03-Jul-2008 then Chorus
would display a Warning message: -
‘This absence overlaps another absence for

this employee. Please change absence
dates/hours’
181
In this scenario the employee’s holiday absence would need
altering. A manager cannot change an absence that has been
entered an approved Talk2HR would have to be contacted to make
the change, in this case changing the Holiday dates and entering
the Sickness absence.
If the warning message is seen Cancel the absence entry and

contact Talk2HR.
Note: The warning for overlapping absences would often be seen

when an employee has an open ended absence. If this is the case
either the new Absence entry would have to be ignored or the open
ended absence would need to be end dated.
To end date an open ended absence: -
• Find the employee from the Sickness and Absence Hierarchy

page.
182
An open ended Absence will be displayed in the Sickness and
Timeout page when the Drop Down view is set to Current and
Planned Absence: -
• Click the Update icon
The Sickness and Timeout page will then be displayed
183
• Enter the End Date and Click the Next button
Chorus will display the Sickness and Timeout review page
• Click Submit to action the change.
When re-accessing the Sickness and Timeout page the absence

will no longer be displayed when viewing Current and planned
Absence
184
185
29.4 Late Recording of Sickness Absence
There might be an occasion when a sickness absence has been
missed and needs to be entered at a later date.
In most instances this can be done however there is a scenario

where this cannot be done.
This scenario occurs where an employee has had a sickness absence

recorded and the one that had originally been missed falls before an
current sickness absence.
In the following example the employee has a Sickness Absences

recorded 19-JUL-2008 to 20-JUL-2008.
A Sickness Absence has been notified that falls before the start of
the sickness that started on 19-JUL-2008 e.g. 10-JUL-2008 to 12-
JUL-2008.
186
When this Sickness Absence is entered into Chorus it will issue a
warning that states you cannot insert or delete an absence.
If this occurs Talk2HR must be contacted as they have the Chorus

function that will allow then to insert the Sickness Absence.
29.5 Deleting an Absence
If an absence that has been approved needs deleting it is not

possible to perform this using Chorus Manager Self Service, Talk2HR
needs to be contacted as they have the Chorus functions that allow
then to delete an Absence.
187
29.6 Absence Delegation for Customer Service
This new functionality allows you to delegate authority to another

person or ‘Buddy’ in your directorate to manage absence for your
direct and indirect reports.
• Both of you can still create new absences.
• You can grant and revoke access at any time to your Buddy.
• You can have more than one Buddy
• Your Buddy can enter sickness, holiday and other types of
absences.
If you need to grant any other kind of access you should use the
'Chorus Access Control form‘ which is available on the intranet.
• These requests do not grant the Buddy any access to see or
action your notifications.
• You can separately grant anyone complete access to your
Worklist by navigating to Notifications on the home page and
clicking the 'Worklist Access' link.
• You will see previous requests you made through this function
only once they are approved by your Chorus HR Approver.
This new functionality is available in the UK Manager Self Service

responsibility via a new function called
‘Additional Chorus Access (CS Only)’
This will allow you to pick a specific Buddy in your directorate.

The Buddy does not need to be a Line Manager
• Select the Request Access button
188
• Enter the surname of the Buddy and select the Torch button
Once the delegation has been approved, Your Buddy then has
the rights to add absence records for the employees in your
hierarchy.
Use the new UK Delegated Absence Management
responsibility
When you get to the absence screen it will behave as normally
189
• Enter the surname of the employee you wish to add the
absence for
• Select the Go button. This will display a list of matching

employees
190
• Select the Action button against the appropriate employee
and this will allow you to enter the absence as usual
• Once you have delegated access to another employee, you

may need to change the access.
• To revoke access, you must enter an end date of today or a
future date when you want the access to end.
• To update the access you can modify the existing start and
end dates.
• You must always have a start date but the end date is
optional.
• You cannot replace an existing Buddy for another person. You
must end date the first Buddy and then add a new access
grant for the new person.
191
30Absence Calendar
The absence calendar is a very useful tool.
Before you make a decision on an leave request you may wish to

view the absence calendar which provides a graphical overview of
total absence for your team for a specific month.
30.1View the Absence Calendar for your Team

• Select Absence Calendar from the Navigator Home page
192
This will display the absence calendar parameter screen
• Enter the Month in the format MMM eg JUL
• Enter they year in the format YYYY eg 2008
• Click the Go button. This will display the report for you.
All of the absences are colour coded to help you understand the
pattern of absence. You can use this tool to help you decide to
approve or reject an leave request.
193
• Click the Export option in the left hand side menu. This
will display the Choose Export Type window.
194
• Click the export type pop list and choose the ‘Microsoft Excel
Workbook (*.xls)’ option
• Click the Export button.
• Click the Click to View or Save button. This

will display the File Download dialog window.
• Click the Open button. This will display the Security

Warning window.
• Click the Enable Macros button. This will open

an excel window with your data. Depending on the date, you
may need to format the width of the columns to suit your
needs.
195
196
31Maternity Leave
This area of functionality is restricted to female employees.
Female employees should be encouraged to tell you about a

pregnancy but they must tell you by the end of the 15th week before
the expected week of confinement.
Once they have informed you, they can enter the maternity leave
request.
31.1Review and Approve a Maternity Leave Request
Each Maternity Request created by an employee will generate a

You can read the request using the method covered in Chapter 3
197
• Review the information and if you are happy with the content,
click the button.
Note:- The employee needs to provide a MATB1 form and send it to

Talk2HR.
Once the request has been approved, Talk2HR look after the admin
and provide the employee with a benefits statement.
Talk2HR will send a letter to the employee one month before the
employee’s Maternity leave is due to end, they will also email the
Line Manager.
198
31.2 Considerations while the employee is on leave
While the employee is away, you may decide to cover their role with
a seconded employee. If the individual on leave is a line manager
then you will need to complete the following form, available on Vital
O2.
http://vitalo2.pri/forms/Chorus_Manager_Self_Service.xls
199
32Adoption Leave
When an employee applies for adoption leave, they must produce a

matching certificate from the adoption agency. You should keep a
copy and the employee should post the original to Talk2HR within
seven days of receiving it.
The right to adoptive leave only applies to one member of a couple

(including those formed by civil partnership) where a couple adopt
jointly. This guide assumes that the O2 employee is the one chosen
to take the leave.
Please refer to the adoption guide on Vital O2 for details
http://vitalo2.pri/policies/holidays_and_leave/downloads/AdoptionG
uide.doc
32.1View and Approve an Adoption Leave Request
Once the employee has informed you, they can enter the adoption
leave request.
Each adoption request created by an employee will generate a

200
click the button.
Once the request has been approved, Talk2HR look after the
administration and provide the employee with a benefits statement.
201
32.2 Considerations while the employee is on leave
While the employee is away, you may decide to cover their role with
a seconded employee. If the individual on leave is a line manager
then you will need to complete the following form, available on Vital
O2.
http://vitalo2.pri/forms/Chorus_Manager_Self_Service.xls
202
33Paternity Leave
If a male employee has worked for O2 for more than 26 weeks,

they are entitled to two weeks’ paid paternity leave.
They don’t have to take the whole fortnight off if they don’t want to.
But if they do, they must be taken as consecutive weeks. The leave
can start on any day in the week that the baby is due, or the week
after. However, paternity leave must be taken within 56 days of the
birth of the child.
Around week 26 of the pregnancy the employee’s partner should

receive form MATB1 from her midwife or consultant. It provides
written confirmation of the expected date of birth. At this stage the
male employee should request Paternity Leave via Chorus.
Please refer to the Paternity guide on Vital O2 for details
http://vitalo2.pri/policies/holidays_and_leave/paternity.asp
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33.1View and Approve a Paternity Leave Request
Each Paternity request created by an employee will generate a

• Review the information and if you are happy with the request,
click the Approve button.
204
34Self-Certificates
If an employee is ill for seven calendar days or less (not working

days), they will need to use Employee Self Service to self-certify
their period of sickness. This applies to both full time and part time
permanent employees.
Please refer to the policy page for more information:
http://vitalo2.pri/policies/health_and_sickness/managing_sick_abse
nce.asp
205
34.1 View and Update a Medical Self Certificatation
Request
Once the employee has submitted a self certification request in

Chorus Employee Self Service, you can view and update the record.
206
This will display the hierarchy screen.

employee. This will display a list of their existing Self
Certification of Absence records.
The employee will be unable to modify an existing but as a line

manager you can modify these records. If you wish to do this then
207
select the appropriate record by clicking the button and then
click the Update button. This will display the details for that
certification.
• Change the details as required and then click the

Apply button. This will display the updated record.
• Click the Next button. This will display the review page.
208
• When you have reviewed the changes and are happy to
continue, click the Submit button.
209
35Medical Certificates
When an employee initially calls in sick you will have created an

absence record for them using sickness days or sickness hours as
the reason type. If the employee is sick for more than seven
calendar days, they are required to provide a medical certificate.
You will need to record the medical certificate on Chorus.
35.1Entering a Medical Certificate
210

employee. This will display the medical certificates screen.
• Click the button. This will display the detail screen.
211
• Click the Search button beside the period of absence
field. This will display the Search and Select: Period of
absence window.
212
• Click the button. This will display a list of absences. You
should examine this carefully and find the matching absence.
• Click the Quick Select link against the matching

absence. In this example I am selecting the ongoing sickness
record. This will re-display the details screen with your chosen
absence.
• Click the calendar button against the medical certificate

expiry date field. This will display the calendar window.
213
Use the year and month pop lists to select the correct expiry date.
• Click the Apply button. This will display the medical

certificate.

screen.
214
• Click the Submit button.
215
36Eye Test Applications
O2 will provide a free eye test to anyone who is:
• Classified as or about to become a Display Screen Equipment

(DSE) user;
• Anyone who is not classified as a DSE user but is experiencing

visual problems when using a display screen.
If the test shows that glasses are needed for DSE work then O2 will
contribute £50 towards the cost of a pair of basic single vision lens
spectacles. A voucher will be provided through the Health and
Safety Helpdesk.
Under the legislation there is no requirement to provide tinted

lenses, lenses which provide correction for use other than DSE or
other extras. If users wish to purchase frames and lenses of their
choice, they can use the voucher as part payment and contribute
the difference.
36.1Reviewing an Eye test Request
Each Eye Test request created by an employee will generate a

216
click the Approve button. Once approved, the
employee will receive the eye test voucher in the post.
217
37Search Health Questionnaires
Employees will only need to complete the health questionnaire if

they are a night worker, climber or chauffeur. They will be
encouraged to complete the questionnaire periodically.
37.1Location of Questionnaires
You can review the policy on Vital O2
Night Workers Policy Page
http://vitalo2.pri/o2uk/healthandsafety/o2_site/content/cc_163.asp
Night Workers Medical Questionnaire
Medicals for Climbing Staff
Chauffeur Medical Questionnaire
javascript:void(window.open("http://vitalo2.pri/o2uk/healthandsafet
y/o2_site/doc/Chauffeurs_med_questionnaire.doc"))
The Health Quesionnaires are downloaded from Vital O2 and then

completed locally. Once completed, they need to be emailed to
Talk2HR who will enter the information onto Chorus.
218
37.2View Questionnaires
Once the questionnaires have been added to Chorus, you can view
them through Manager Self Service.
• Select Search Health Questionnaires from the Navigator Home

Page
This will display the Health Questionnaires screen.
• Click the against the Expires After field or the Expires

Before field or both. You can use these fields to restrict the
period of the query. This will display the Pick a Date screen.
219
• Click on the date you wish to use.
• Click the Go button. This will display the search results.
220
38 Conduct, Attendance and Performance
(CAP) Prompts
If an employee has a long term sickness or has a defined frequency

of sickness absences in one year, Chorus will generate a notification
to the Line Manger.
At present the conditions that will generate a CAP prompt are :-
1. There have been three instances of sickness absence in a

twelve month period.
2. There have been two instances of sickness absence in six
months OR an absence of ten days duration.
3. Any absence of 28 days or more which is still open.
The Line Manager will be informed via a notification. It is then up to

the line manager to make a judgement on further action such as
recording a verbal or written warning through a CAP case. The
creation of CAP cases is covered in Chapter 40
If a Line Manager receives a notification through Chorus and does

not want to progress through to a CAP case etc, the Line Manager
must ‘Close’ the CAP Prompt.
The policy for CAP is available on Vital O2
http://vitalo2.pri/policies/how_we_work/cap/default.asp
221
38.1 View and Update a CAP Prompt
• Select CAP Prompts from the Navigator Home Page
222

employee. This will display the CAP Prompts: Special
Information screen.
• Select the select button against the CAP prompt you

wish to update.
223
• Click the Update button. This will display the Absence
Prompt screen.
You can now update the two fields as necessary.
• Click the Apply button. This will re-display the CAP

Prompts screen with the new information.
• Click the Next button. This will display the CAP Prompts:
Review screen.
224
39 CAP Cases
If an employee does not meet the minimum requirements for

attendance, behaviour and performance then the Line Manager can
create a CAP case.
Usually, the Line Manager has an informal discussion with the

employee and in the vast majority of cases, the problem is solved
and nothing is recorded on the system. In some cases, a verbal
discussion does not solve the issue and a CAP case needs to be
created. This section is not intended as a guide to policy, only to
show you how to use Chorus to capture the information around a
CAP case.
The policy for CAP is available on Vital O2
http://vitalo2.pri/policies/how_we_work/cap/default.asp
225
39.1Create a CAP Case
In the case of absence problems, the line manager will probably

have received CAP prompts generated by Chorus. For other types of
issues, the line manager will need to make a judgement on whether
a CAP case is appropriate, HR can provide advice and expertise. CAP
cases are a little different to most of the screens in Chorus in that
you will probably have to re-visit the CAP case a number of times to
update it as the case develops rather than just entering it once.
• Select CAP Cases from the Navigator Home Page
226
employee. This will display the CAP Cases: Special
Information screen.
• Click the Add button to create a new CAP case. This will
display the CAP cases screen.
227
The Case Opened date and the Line Manager will default for you but
you can overwrite them if necessary.
If you want to have an investigating manager other than yourself
then click the Search for Line Manager button. This will display
the Search and Select: Investigating Manager (if Different)
window.
228
• Enter the surname of the other manager in the search field
and click the Go button.
• Click the Select link against the appropriate

manager. This will re-display the CAP Cases screen with the
new investigating manager.
229
• If there is a related case then you can associate it with this
new case by clicking the Search for Related Case button

against the Related Case field. This will display the Search and
Select: Related Case
• Click the Go button. This will display other cases for this
employee that you could link.
• Click the link against the appropriate case. This

will re-display the CAP cases screen.
230
You can continue to fill in the fields on this screen with the available
data you have at the time.
• When you have finished, click the button. This will re-
display the list of CAP cases for that employee.
• Click the button. This will display the Review screen.
231
232
39.2 Update a CAP Case
In many cases, you will need to update a CAP case to change/add

more information.
233
Information screen.
234
• Click the select button against the appropriate CAP
case.
• Click the Update button. This will display the CAP

Cases screen.
Make any updates as necessary.
• Click the Apply button. This will re-display the CAP

Cases screen.
235
screen.
236
39.3 Close a CAP Case
Eventually a CAP case will need to be closed.
237
Information screen.
238
• Click the select button against the appropriate CAP
case.
• Click the button. This will display the CAP Cases

screen.
Make any updates as necessary.
Make sure you fill in the Case Closed date field.
• Click the button. This will re-display the CAP Cases

screen.

screen.
239
240
Appendix
40Types of Responsibilities
• UK Assistant Self Service

• Releasing employee information for transfer
• Viewing and updating absences
• Reviewing the absence calendar
• Creating a vacancy
• Updating a vacancy status
• UK Manager Self Service

• Full Manager Self Service functionality
• UK iRecruitment Assistant
• This is typically for Retail Assistant Branch Managers
• Allows the creation and management of Vacancies but not
offers.
• This type of access must be requested by the completion of
a form which can be found on Vital O2.
UK Assistant Self Service (PA Access)
• It is against company policy to give your password to another

employee. A PA should use their own login.
• This option allows a Line Manager’s PA to action certain

processes and access limited information on their behalf
• A PA can have delegation rights for more than one Line Manager
but they can only have the full delegation rights (all five options)
for one Line Manager: -

• Creating a vacancy
• Updating a vacancy status
• For additional Line Managers, they are limited to the following

three of the five options: -
Receiving Email About Your Notifications
241
By default you will not receive an email to tell you that a new
notification is available for review. You can change your preferences
to send you an email as new notifications come in irrespective of the
type of delegation.
1. Click the preferences option on the home page.

2. Set the Notifications option to HTML mail with attachments
3. Click the Apply button
Note: This will only email you about your own personal
notifications.
A useful option is that you can request that emails are sent to you
when an Exec notification appears in his or her worklist. However
you will not be able to set this through preferences. You will need to
contact the Talk2HR team by phone to make this request.
Team View
If you log in to Chorus as a PA you will not be able to see the team
members that work for your Line Manager. However, you can view
them if you search for them and add them temporarily to your team
list. For instance, you may wish to view the Contact Information of
an employee when you need to contact them.
1. Click the Manager Self service option you require (Contact

Information is an example).
2. Enter the surname of the employee into the Name field and
click the Go button. This will present a list of matching employees.
3. Click the Select checkbox against the appropriate employee.
4. Click the Add to My List button You can now click the Action
button to view their details or take which ever action is necessary.
242
41 Granting Worklist Access to Assistant PAs
Note: Do not use this process for Exec PAs, who have a different
setup.
Managers may wish to delegate their Chorus Worklist Notifications

to PAs who have been given the Chorus responsibility of Assistant
PA.
Delegation of notifications will only start when the manager has

Granted Worklist Access to a PA through Chorus. This could be
for a specific period of time or left open ended.
Notification responses will still appear to come from the manager

even though actioned by the PA.
Granting Worklist Access
A manager must inform the PA they are going to Grant Worklist

Access to them. Chorus does not send an automatic message.
Line Manager Chorus Steps:

1. Within Manager Self Service Notification choose the
Notifications link
2. In the Worklist screen choose the Worklist Access link.
3. Click the Grant Worklist Acess button .
4. Click the torch icon next to the blank name field.
5. Search for the PA by entering their last name in the search

field, You can also search on a partial name plus wildcard e.g.
Woodw% will find Woodward.
6. Click Go to start the search.
7. Select the PA from the search results.
8. Optionally enter a description.

9. Enter the Start Date i.e. when granted access will start.
10.Enter the End Date i.e. when granted access will finish. If you
leave the end date field blank access will be open ended.
11.Click the Apply Button.
243
12.Access to notifications will start as soon as the start date is
reached.
244
41.1Viewing A Manager’s Notifications
To view another person’s notifications, once you have been granted

access, you use the Switch User button to view different worklists.
Note: The Switch User button will automatically appear in your

worklist whenever your have been granted access to someone else’s
worklist.
PA Chorus Steps:
1. Access your notifications in the normal way.
2. Click on the Switch User button.
3. Select the radio button of the person you want to view.
4. Click the Apply button.

5. You now see the worklist notifications of the other person.
6. Review and action their notifications as normal.
7. To change back to your own notifications repeat from step 2

however choose yourself in Step 3.
245
41.2Ending Granted Worklist Access
Granted access with automatically end when the end date has been
reached.
Use Update or Delete to change access setup.
246
42 Delegation Options Explained
What is delegation?
Delegation is the handing over of certain responsibilities to another
person during your time away from work. In delegating to someone,
you will be giving them the authority and responsibility to do things
on your behalf during this time.
When should I delegate?

You should delegate if you’re going to be away from work for three
or more days. Examples are annual leave, sickness, secondments,
maternity leave, etc. The table below shows what type of delegation
you should use in different circumstances.
Why should I delegate?

When you are away from work, people in your team may send
requests through to you for action, such as a request for annual
leave. If you don’t respond within three days, this is both frustrating
to the person making the request, and it will be escalated to your
line manager – something that you want to avoid.
How do I delegate?
Depending on the length of time you are likely to be away and what
you want to delegate, you can either use Chorus or the HR Business
Partners. The table below gives you a clear guide on which approach
you will need to take. For unplanned leave, such as sickness, you
will need to call talk2hr.
Who should I delegate to?

The general rule is that you need to delegate to another line
manager. When choosing who to delegate to, you need to bear in
mind their appropriateness – you are handing over, in varying
degrees, your personal authority and responsibility as a line
manager. The table below sets out your options.
247
42.1 Short Term Delegation (Type 1)
This covers short-term absence such as annual leave. Delegation is limited to notifications and
approvals.
What rights am I How do I set it up? Who can I delegate to?

delegating?
All you are doing here is This can be done by You can delegate upwards, sideways
simply setting up someone you in Chorus via the and downwards, as long as the
else on your behalf to receive “delegation” menu person you are delegating to is also
and respond to notifications. option. a line manager (i.e. has direct
reports of their own)
You cannot choose which You will need to
notifications are delegated – select the person Note that, you will have the ability to
it’s an all or nothing option you’re delegating to. select any employee. However, it is
and if you choose short term critical that you select a line
delegation, all notifications When you set up manager, as only line managers
and approvals are delegated. permissions, you will have the authority and ability to
need to enter the action your notifications.
Therefore, care should be start and end dates.
taken when making your
selection, because
although sight of
confidential employee
information is not given,
notifications coming
through during your
absence could well
contain sensitive
information.
248
42.2 Long Term Delegation (Type 2)
This covers longer term absence such as a secondment or long-term

sickness.
You are delegating all of your responsibilities in Chorus and it covers

all processes and information.

delegating?
With long term delegation This can’t be done You can delegate upwards,
rights, you are providing the through Chorus. sideways and downwards.
recipient with the IDENTICAL
access rights that you have You will need to The recipient does not need to be
now. They will be able to see complete an access a line manager.
everything that you can see request form (available
and do everything that you from Chorus Intranet
can do. site) and email it to the
HR Business Partner for
They will be able to: approval.
• have full visibility of
confidential employee The HR Business
data within the team Partner will then
• respond to notifications forward authorisation
• raise new requests. to the Chorus Support
Team for action.
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42.3 Assistant Self-Service delegation (Type 3)
This option allows a line manager’s PA to action certain processes
and access limited information on their behalf.It allows more than
type 1 but is not as comprehensive as type 2.
PAs can receive notifications and approvals instead of their line

managers.

delegating?
With Assistant Self-Service Most PAs should have been A PA can have delegation rights
delegation, the recipient set up on the system for more than one line manager
can do the following five already. but they can only have the full
things: delegation rights (all five
• release employee For those who haven’t (new options) for one line manager:
information for transfer PAs or PAs moving within • releasing employee
• view and update the business) you can’t set information for transfer
absences (e.g. sickness this up through Chorus. • viewing and updating
records) absences
• review the Absence You will need to complete • reviewing the absence
Calendar an access request form calendar
• create a vacancy (available from Chorus • creating a vacancy
• update a vacancy Intranet site) and email it to • updating a vacancy status
status the HR Business Partner for
approval and they will For additional line managers,
In addition to this, there is forward the authorisation to they are limited to the following
also the option to delegate the Chorus Support Team three of the five options:
notifications and approvals for action. • releasing employee
(as in type 1) information for transfer
However, once a PA has • viewing and updating
access, if you choose to absences
give them notifications and • reviewing the absence
approvals rights as well, this calendar
can be done through Chorus
via the “delegation” menu
option.
250
43Acting Cover and Secondment Process
A secondment is a temporary arrangement to carry out a role for a
predefined fixed term. Before deciding on operating a secondment you
should consider alternative options, for example, could the work be
distributed amongst people in substantive positions or by utilising people
within the Trainee Manager Programme.
There may also be times when you may need someone to “act up” (also
referred to as Short Term Cover) for a period of time usually up to 4
weeks.
The following process covers authorisation, recruitment, APR,

remuneration and communication in both secondment & acting up
situations for General and MPG population.
The principles underpinning cover and secondment arrangements:
• Cover and secondments must be allocated fairly.
• It should provide an opportunity for people to develop by

undertaking more challenging roles within their capabilities and
training, whilst meeting operational requirement. In line with the
learning and development principles the company will provide
training/coaching, where required, to enable people to take
advantage of the development gained by providing this type of
cover.
• People will be remunerated for cover of a role lasting one normal

week or more by payment of the relevant allowance.
• It is not acceptable for cover to last a protracted period because

O2’s employment structure is based on payment of a level
pensionable salary appropriate with the skills required by a role.
This is supported by fair procedures for the appointment of people
to these roles. Addressing a role by cover with the payment of an
allowance is not equitable with the company’s permanent
procedures and therefore must be operated as a temporary
measure only. Cover of a single role should normally be for no
more than 3 months where possible. There are limited exceptions.
• Managers must not share cover opportunities between people in

such a way that payment is avoided.
251
43.1Process Flow Chart
252
43.2Acting Cover (Short Term Cover)
There are times when a person may “act up” to cover a role for a short
period of time (usually up to a maximum of four weeks). Only in
exceptional circumstances can this period be extended and must be
authorised by the Senior Operations Manager/General Manager and all
relevant parties consulted.
Acting Cover may be to cover holidays or short term absence and would
not necessarily cover the extent of the full role. These are ad hoc
opportunities and should be agreed by a Senior Operations Manager or
equivalent.
43.3Recruitment
Advertising of acting up roles is unnecessary and only require sign off by a

Senior Operations Manager or equivalent. The sign off level ensures that
acting up positions are managed appropriately in order to retain the
original business structure and manpower plan. A tracker will also be kept
by the operational area to monitor any acting up roles to ensure that
acting up cover is not being used inappropriately.
If an individual changes department as part of “acting up” they will remain

on their original OUC. If the acting up cover lasts longer than 4 weeks
then this would be a secondment opportunity. For secondments over a
period of 1 month, the individual will move to the cost centre for the
seconding area.
43.4 APR/IPR
Any performance feedback on cover for up to 4 weeks will be considered

as part of the process to assess an individual’s APR feedback and rating as
part of their substantive grade.
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43.5 Secondments
Secondments would usually last between one and three months and will
only be extended in exceptional circumstances, such as covering
maternity leave or a long term vacancy. If an extension is required a new
authorisation form will need to be completed.
Secondments occur due to one of the reasons stated below and should be
agreed by the General Manager and HR Business Partner, with justification
of why secondment is the best option.
• To cover a temporary absence of a job holder (e.g. Maternity leave

or Long Term Sickness).
• To cover a role which is temporary in nature (e.g. a project role or
short term increase in workload).
• To cover a vacancy whilst in the process of recruiting and filling the
permanent position.
For secondments (over the period of 1 month) the individual will move to
the cost centre for the seconding area.
43.6 Secondment Management
All individuals on secondment will have their performance reviewed as

normal with their secondment Manager, with regular monthly 1:1s, clear
reach targets/ written objectives, written personal development plans and,
as appropriate, interim and annual performance reviews (IPR/APR).
If a secondment is extended beyond the expected end date quoted in the

original offer letter, a new secondment offer letter will be produced
including all of the required details identified above and identifying the
new expected end date.
A secondment may be withdrawn giving a month’s notice (unless a

specific performance issue is identified). The reasons for withdrawing the
secondment will be discussed with the person and their original manager
prior to their return to their substantive role.
43.7 Recruitment
All secondments should be advertised internally where possible so that all

employees have the opportunity to apply and the selection process for
seconded positions will be determined by the recruiting manager who will
consult HR. Selection will be determined based on the duration of the
secondment, and capabilities of the individual to carry out the role.
Page 254
When an individual is successful in applying for a secondment and comes
from a different department, directorate or business area; agreement
must be reached with the individual’s current manager regarding the
secondment from the individual’s current role, before any offer can be
made. Whilst it is ultimately a matter of line management agreement,
any request for a secondment opportunity will be handled sympathetically
and should not be unreasonably withheld.
An offer of a secondment should only be made to an individual if there is a

guarantee of continued employment in the individual’s original position
following the end of the secondment.
For all types of secondment, no matter what the duration, it is important

that the individual taking on a secondment fully understands the terms of
the secondment.
Secondment details will be recorded in an offer letter prior to acceptance.

The letter will be produced by the secondment manager, copied to the
current manager and will include the following:
• Details of the secondment role

• Expected duration of the secondment
• Payment arrangements including any allowances applicable
• How the individuals performance will be measured, in particular
how the secondment will affect the individual’s IPR/APR
• Outline of objectives and specific development goals
• Who will conduct monthly 1:1’s
• Who will conduct the PDP, IPR / APR
• The effect on pay review, bonus and commission
• What happens at the end of the secondment
When an individual is placed in a seconded role they will be moved to the

receiving OUC for the duration of the position.
43.8 APR/IPR
Performance whilst in a seconded role will be measured against the
targets and requirements of both the seconded and substantive positions.
Secondment Seconded for less than Seconded for the

Level half of the review period majority of the APR
(less than 6 months for review period (more than
APR or less than 3 6 months for APR or 3
months for IPR) months for IPR)
Within the APR/IPR rating to be based APR/IPR rating to take into
same on the individual account performance
grade/skill performance in both the against the expectations in
set substantive and seconded the seconded role.
position.
Higher Automatically assumed that Automatically assumed that
graded role they have reached the they have reached the
targets for the substantive targets for the seconded
Page 255
role for the months they role.
were seconded.
43.9 Discretionary Bonus Scheme (O2 Contracts)
For CSA1/Admin 1, CSA2/Admin 2 and Technical Specialist Grades that are

eligible to participate in the O2 Contract Discretionary Bonus Scheme,
bonus amounts will be calculated based on substantive salary.
Monthly Reach scores used to determine bonus eligibility will be measured

in the same way as APR/IPR (see Page 7 for details).
43.9.1Salary Increases, Commision and Attendance

Allowances (All Contracts)
Annual salary increase and any bonus payment due would be paid in line
with terms and conditions of the substantive grade.
If a person currently earns commission and accepts a secondment in an

area where this is not paid, then they will receive no commission during
this time. If a person accepts a secondment in an area where commission
is paid, then they will be paid commission in line with the terms of the
commission scheme for the seconded role.
If an individual who is currently eligible for an attendance allowance

applies for a secondment in a role where this is not applicable, then they
will not receive the attendance allowance in the secondment role. If an
individual who does not normally receive an attendance allowance is
seconded to an area which requires Sunday working, then attendance
allowance will be paid.
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44Cover and Secondment Payments
44.1General Population
Cover payments are made to General Population (NewGRID & New O2

Contracts) grades only. In addition to basic pay, allowances are paid as
follows for performing the following roles:
Cover Used when an individual covers a role of a higher grade usually one
or more pay ranges higher than the employee’s contractual pay
range but does not have any managerial responsibilities:
• £36 per week, non-pensionable

• No payment for odd days, paid only for full weeks
• Paid for a maximum of 3 months
• Pro-rated for part-time employees
• Claimed weekly via Gatekeeper
• Cannot be claimed when off sick, on leave or days off
Example: C2 Forecaster covering MPG2 MI role.

Supervisor Used when taking on significant responsibilities in addition to
Long Term normal day-to-day job requirements with supervisory responsibility
duties (for a group of people in the same NewGRID SkillBand or
New Contract grade as the employee’s contractual pay
range/grade) on a longer term basis.
• £1,201 p.a. non-pensionable
• Contractual change
• Responsibilities are expected to last for a number of months
• Pro-rated for part-time employees
• Individuals Manager to authorise change via Chorus to
instigate the allowance and authorisation should be sent to
stop the allowance.
• Paid when people are of sick, on leave, Bank Hols etc.
Example: CSA1 covers for MPG2 Team Manager on a longer term

basis (more than a month).
Supervisor Used when taking on significant responsibilities in addition to
y normal day-to-day job requirements with supervisory responsibility
Short Term duties (for a group of people in the same NewGRID SkillBand or
New Contract grade as the employee’s contractual pay
range/grade) on short term basis.
•£6.56 per day, non-pensionable

•£3.27 for less than 4 hours, non-pensionable
•Where the responsibilities are expected to last for a few
hours or a day at a time on an ad hoc basis
• Claimed for days physically in work and not if on leave, off
sick, Bank Hols, weekends as it is a non contractual
allowance.
Example: CSA1 covers for MPG2 Team Manager on an ad hoc odd
Page 257
day or week basis.
Note: The Supervisory Short Term allowance cannot be used in lieu of

either the Long Term Supervisory or Cover allowances.
44.2 Short-Term Cover Allowances for MPG Grades
In addition to basic pay, allowances for those individuals who are covering
a role in a higher pay range (within MPG grades) are paid £6.84 per day
(non-pensionable).
This allowance is paid for working days, off-days, weekends, annual leave,
paid sick leave, paid maternity, paternity, or adoption leave and
Bank/Public holidays falling within the period of short term cover.
All other terms and conditions remain as per the substantive grade group,
however operational requirements may demand a different attendance
pattern whilst on short-term cover.
Page 258
Example Form - Secondment/Acting Up Cover Authorisation Form
Please note: this form must be completed when an employee is covering / moving
roles for any of the following reasons: trainee manager, trainee coach, acting up
(0-4 weeks) and secondment (over 4 weeks).
Name:
Job Title:
Substantive Role
Grade:
Current Manager:
Area of Business
including OUC:
Job Title:
Secondment Details
Manager:
2nd Line Manager:
Grade:
Area of Business
including OUC:
Claiming Allowance
(yes / no):
Start date:
End date:
Reason for move

(including who they
are covering for):
Authorisation
Requesting
Date:
manager:
Departmental Head: Date:
HR Business Partner: Date:
Finance Manager Date:
General Manager: Date:
Page 259
Example Letter - Letter to be given to the individual following the
offer and discussion around objectives and remuneration.
[Name]
[Department]
[Date]
Dear [name]
Congratulations on being offered the secondment of [title of role].
Your secondment will commence on [start date] and finish on [end date].
During the secondment you will be based in [department] and your

manager will be [manager’s name].
During this period your grade will [remain the same/ be ….]
You will [remain on the same OUC/ be allocated to a new OUC which is…]
In the meeting we discussed your IPR/ APR, and agreed [Add details of
who will complete the IPR/ APR and what period of time at what position
would be included.]
Your objectives for the period are attached [add detail based on Reach
and other project objectives].
During this period you will /will not receive commission in line with your
seconded role.
At the end of the secondment you will return to your original position. [If
alternative please add].
Please note that O2 reserves the right to end a secondment before the
original secondment end date giving one month’s notice.
[Include affect of pay progression/bonus if relevant].
[Add additional comments]
Yours sincerely
Managers Name
Managers Position
Page 260

Chorus UK Manager Self Service User Guide v4 3 01 Aug 2008d

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Chorus

UK Manager Self Service User

Now we’re delighted to say we’ve produced this handy step-by-step

Notifications are system generated messages that Chorus creates

Notifications are either for information only i.e. do not require a

Notifications are displayed on the Navigator Home page: -

Notifications should be opened and actioned from the UK Manager

After selecting Notifications, Chorus will initially display any

To open a notification click the relevant link, take the necessary

Note: whenever an action is required e.g. Approve, Reject or

3.1 Requesting Further Information

Click the Request Information button

Chorus will display the Request Information page

When requesting information, you must add comments in this text

A Manager could send an information request to another person

Note: If no user is selected and the Submit button is clicked then

• Click Submit to request the information

Chorus will then re-display the Worklist.

‘OK’ must now be selected. Once complete the Notification Status

Clicking on the link of the name of the person the notification is

Note: By ticking the checkbox ‘Display next notification after my

This will display any open notification that a manger is required to

This format is DD-MMM-YYYY e.g. 16-JUN-2008, the hyphens (minus

Full Month Abbreviation Full Month Abbreviation

As an alternative to typing a date directly into a field, the Calendar

Click on this icon to open the Calendar: -

An alternative method for changing the period displayed is by

When the correct period is displayed, click on the actual day

There might be times when a manager is required to add an

Attachments can be added whenever the following option is

• Click the Add button to open the Add Attachment page.

There are different types of attachments that can be added but

• Click the Browse button

This will open a standard Windows Choose File window: -

• To add the Attachment click the Apply button.

Note: if a manager has more than one attachment to enter then

The Description must be completed as this is a mandatory field.

A Text attachment enables a manager to type in an attachment in

When adding or maintaining data in Self Service, some of the pages

There might be a requirement for a Line Manager to add an ‘Adhoc

To add such an approver

• Click on the Add Adhoc Approver link in a page where

Chorus will expand the Add Adhoc Approver section

• Click the find icon (Torch) next to the Approver field

Chorus will display the Search and Select: Approver page

• Enter the name in the search field and click Go button to

Note: Chorus records peoples’ names by surname first. If entering

Note: Category – This will default to Approver however a manager

The Insertion Point refers to the Order to which the Adhoc

• Click on the Add button underneath the Insertion Point

e.g. Laly, Mrs. Clare Elaine (Clare)

An easier way to search in the first instance is to enter the full

Clicking on the Advanced Search link will open the Advanced

This page will default with four available fields to search: -

Note: When entering searches one of the operators used must be

If a search is carried out on a page on a regular basis it can be

Note: A Saved Search it can only be re-used on the page in which it

To create a Saved Search enter the following: -

• View Name – Enter a name for the search

• Select the Column Names and whether the Sort Order is

This section can be used to change or add the search criteria

If ‘Apply’ is clicked, Chorus will display a Personalize Views page.

This page allows the search to be either deleted by clicking the