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iBusiness

Reference Guide


CONTENTS Introduction What is iBusiness? Getting started

page 3 page 4

Self Service HR How To… Manage my HR details How To… View my electronic payslip How To… Access the Employee HR Toolkit How To… Access the Manager HR Toolkit How To… Access the iBusiness Toolkit

page 5 page 9 page 11 page 13 page 14

iExpenses How To… Claim my expenses How To… Send receipts to the BSC

page 15 page 19

iProcurement How To… Buy goods or services How To… Record the receipt of goods or services

page 21 page 24

Approvals How To… Approve expenses, purchases etc. How To… Set up the Out of Office approval rule

page 25 page 26

Booking Training How To… Book training

page 29

More Information How To… Get more information

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INTRODUCTION – What is iBusiness? iBusiness affects everyone at ITV. It’s an integrated Finance, Procurement and HR system, enabling us to maintain our personal HR details, manage our approvals, buy goods and services and claim expenses online. Rationale for iBusiness iBusiness will help us work in a more consistent and efficient way across ITV, including more automation and enhanced system capability. These changes will bring us in line with FTSE 100 companies and other major media organisations. iBusiness is directly linked to our Turnaround strategy, delivering significant cost savings and providing the management information we need to support our smarter procurement initiatives. Changes for everyone

Finance-focused changes

• Everyone will be given an iBusiness username and password, enabling us to claim expenses, maintain your personal information and order goods and services, as appropriate.

• Our financial processes have been standardised and re-designed, and we are re-implementing our financial and HR systems through the introduction of iBusiness.

• My ITV Self-Service will enable us to update our personal details and view your payslips electronically, should you wish.

• Transactional processing and standard financial reporting will be managed centrally by the Business Service Centre (BSC) located in-house in Manchester. This will free more time for divisional Finance teams to analyse information and support business decision making.

• The introduction of iExpenses will automate the expense claim and approval process. • Buying goods and services will need a pre-authorised purchase order, available though iProcurement. • The use of corporate credit cards will be will be extended.

• A significantly more powerful reporting and analysis tool, along with other changes, will enable more advanced reporting.

Note: This booklet is not intended to replace the online training that is available for iBusiness. It should instead be used to complement your existing knowledge and iBusiness online training. This booklet should also provide a quick reference guide to carrying out basic processes, such as submitting expenses, buying goods and services, updating HR personal details, booking training and managing approvals.

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GETTING STARTED How to… Login to iBusiness 1. Double click the iBusiness icon on your desktop or access via the iBusiness link on The Watercooler homepage. You can also access iBusiness from the Start menu (Start > ITV Applications > iBusiness > iBusiness Live). 2. Enter your Username and Password, which you have received via email. If you haven’t received this email, please contact the Technology Service Desk. 3. Click . Note: You will be required to change your password the first time that you access iBusiness.

4. The iBusiness homepage is displayed. From here you can action any outstanding approval requests displayed in the Worklist (see the Approvals tab of this guide for more information) or select the appropriate responsibility for the activity you want to complete from the navigator. To access My ITV Self Service, click My ITV Self-Service. To access iExpenses, click iExpenses User. To access iProcurement, click iProcurement XXX User. Depending on your division, XXX will be displayed accordingly. Note: Ensure that the pop-up blocker is not enabled in your web browser (in Internet Explorer, go to Tools > Internet Options > Privacy to unblock).

How to… Search for items 1. Click on the torch icon beside the field that you want to search in. A new page will open. 2. In the Search field, type in part or all of the search item (type “%” as a wildcard if you only know part of the search term). Alternatively, leave the Search field blank, or type “%”, to return all available results. 3. Click to run the search. 4. Choose the appropriate item from the list of search results, then click . Note: You will find the Search function when buying goods or services, submitting expenses, updating your personal details and booking training courses.

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HOW TO‌ Manage my HR details You can update some of your personal HR details via My ITV Self Service, within iBusiness. This will ensure that your HR record includes the most up-to-date, accurate information. How do I do it? Login

View Personal Details

Update Basic HR Information

Update Phone Numbers

Update Address Details

Add Emergency Contacts

Logout

STEP 1 Login to My ITV Self Service 1. Double click the iBusiness icon on your desktop or access via the iBusiness link on The Watercooler homepage. You can also access iBusiness from the Start menu (Start > ITV Applications > iBusiness > iBusiness Live). 2. Enter your Username and Password. 3. Click . 4. Select My ITV Self-Service from the available options in the navigator.

STEP 2 View personal details 1. Select Personal Information from the menu. 2. Review your personal information to establish if there are any corrections or updates that need to be made.

STEP 3 Update basic HR information 1. If you need to make an update to your basic HR information, scroll to the Basic Details section and click the button alongside the information that you want to change. You will be prompted as to whether you want to correct existing information (e.g. you want to correct a misspelled name) or enter new information (e.g. you recently got married). 2. Select the appropriate option. 3. Click . 4. Make the changes to the details as necessary, then click . 5. Review the changes you are making, and note that indicates changed items. 6. When you are happy with the changes, click . 7. A conďŹ rmation message will appear. Your HR record will be automatically updated. 8. Click to return to the Personal Details page.

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HOW TO… Manage my HR details STEP 4 Add, update or remove phone numbers 1. If you need to update your phone number(s), scroll to the Phone Numbers section and click the associated button. If no phone numbers are displayed, you can add the details by clicking . 2. To delete an existing phone number, click the associated icon. 3. To add an additional phone number, click . 4. Select the phone number Type, for example, “Home” or “Mobile”, then enter the phone number. 5. Click . 6. Review the changes that you are making, and note that indicates changed items. 7. When you are happy with the changes, click . 8. A confirmation message will appear. Your HR record will be automatically be updated. 9. Click to return to the Personal Details page.

STEP 5 Update address details Note: It is important to ensure that your address details are up to date, as any correspondence will be sent to your main address.

1. If you need to update your main address, scroll to the Main Address section, then click the associated button. You will be prompted as to whether you want to correct existing information (e.g. you want to correct a misspelled address), or you want to enter a new address (e.g. if you have moved house). 2. Select the appropriate option. 3. Click . 4. Make the changes to the address details as necessary, then click . 5 Review the changes that you are making. 6. When you are happy with the changes, click . 7. A confirmation message will appear. Your HR record will be automatically be updated. 8. Click to return to the Personal Details page.

STEP 6 Add emergency contact details 1. To add emergency contact details, scroll to the bottom of the Personal Information page and locate the Emergency Contacts section. 2. If no emergency contacts currently exist, click . If emergency contacts already exist: Click to add an additional emergency contact. Click to edit an existing emergency contact. Click to delete an existing emergency contact.

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HOW TO… Manage my HR Details 3. Enter your emergency contact details, making sure that all required fields ( * Indicates required field) are entered. 4. Scroll down to the bottom of the page, and enter a main address for the emergency contact. By default, your own main address is assigned to the emergency contact. To change this, uncheck the associated checkbox, and enter the correct address details. 5. Enter one or more phone numbers for your emergency contact. Click . 6. Review the changes that you are making. 7. When you are happy with the changes, click . 8. A confirmation message will appear. Your HR record will automatically be updated. 9. Click to return to the Personal Details page. Note: It is important to ensure that your emergency contact details are up to date, to ensure that HR can quickly and easily contact a family member / friend, in case of an emergency.

STEP 7 Logout of My ITV Self Service 1. Click Logout at the top right of the page.

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HOW TO… View my electronic payslip You can view your payslip electronically through iBusiness. The aim of introducing electronic payslips is to reduce the number of paper based payslips issued. This will creating a more environmentally friendly process. All employees will receive both electronic and paper payslips, however you can “opt out” of receiving a paper payslip by updating your preference using My ITV Self Service. Important Security Note. Your electronic payslip is available to view via a web browser only through the secure ITV network. As this is the case today, only you and authorised ITV HR personnel will have the ability to view your payslip, by using unique secure login details to access iBusiness. As with your ITV network password, it is important that you don’t share your iBusiness username / password with anyone, to ensure that your payslip information remains secure.

How do I do it? Login

View Electronic Payslip

Opt Out of Paper Payslip

Logout

STEP 1 Login to My ITV Self Service. 1. Double click the iBusiness icon on your desktop or access via the iBusiness link on The Watercooler homepage. You can also access iBusiness from the Start menu (Start > ITV Applications > iBusiness > iBusiness Live). 2. Enter your Username and Password. 3. Click . 4. Select My ITV Self-Service from the available options in the navigator.

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HOW TO… View my electronic payslip STEP 2 View your electronic payslip. 1. Select My Payslip from the menu. 2. Choose a payslip date using the dropdown menu. 3. Click . Note: Your most recent payslip will be displayed by default. Using the above steps, you will be able to view past payslips, however you will not be able to view electronic payslips for payroll runs before 8th July 2008.

4. Click Home at the top right of the page.

STEP 3 Opt out of receiving paper payslips (optional). 1. Select Personal Information from the menu. 2. Scroll to the Basic Details section and click the associated button. 3. Select the “Enter new information because of a real change to the current details” change option. 4. Click . 5. Scroll to the bottom of the page, and locate the “Printed Payslip Required?” field. 6. Type “No” in the associated text box. Click . 7. Review the changes, then click .

STEP 4 Logout of My ITV Self Service. 1. Click Logout at the top right of the page.

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HOW TO… Access the Employee HR Toolkit The Employee HR Toolkit is a valuable and accessible repository of HR information and documents. It’s available to everyone at ITV, via a link on The Watercooler. The Employee HR Toolkit will: • give you access to HR information that you need in your day-to-day role; • be your first point of reference for any HR queries; • standardise HR policy and process across ITV; • be a repository for HR forms, policies and procedures; and • provide you with standard and consistent information in a user friendly format.

How do I do it? Access Employee HR Toolkit

Select an icon

Access Rewards and Benefits

Access Maternity information

Exit the HR Toolkit

STEP 1 Access Employee HR Toolkit. 1. Access the Employee HR Toolkit via a link on The Watercooler.

STEP 2 Select an icon. 1. Depending on the information you’re looking for, click on the relevant icon. You can access a variety of HR information and forms (e.g. information about the Rewards and Benefits at ITV or the steps you need to follow if you are going on Maternity Leave).

STEP 3 Access reward and benefit information. 1. Click the My rewards and benefits icon. Here, you can access information about: • Salary and Incentives • My Benefits • ITV Create 2. Click Home to return to the homepage of the toolkit.

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HOW TO… Access the Employee HR Toolkit STEP 4 Access maternity leave information. 1. Click the My lifestyle and work icon. 2. Click “Parenting”, then click “Maternity Leave”. From here you can access Maternity Guidelines and answers to Frequently Asked Questions. You can also check what steps you need to take if applying for maternity leave, as well as access the forms that you will need to complete. 3. Click Home to return to the homepage of the toolkit.

STEP 5 Exit the Employee HR Toolkit. 1. When you’re finished, click Exit at the top right hand corner of the page.

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HOW TO… Access the Manager HR Toolkit The Manager HR Toolkit is available to all line managers at ITV via a link on The Watercooler. The Manager Toolkit complements the Employee HR Toolkit and contains relevant HR information and documents that you will find useful when managing your team at ITV. For example, it contains guidance on what you need to do when someone is joining or leaving your department – whether they are moving to another department in ITV or they are leaving the company. It’s important that you access the information within the toolkit and use the relevant forms, to ensure HR records are kept up to date. The electronic approvals process in iBusiness for expenses, purchase requests and learning requests is dependent on the HR organisation hierarchy being kept up to date. Some of the forms that you’ll use most often, and which are found on the Manager HR Toolkit include: • Authority to Recruit > Use this form when you are seeking to fill a position in your department • Contract Requisition > Use this form when you want to request a contract for an individual who has been recruited into your department • Assignment Amendment > Use this form when you need to update the HR record for someone in your department, because they are moving department or are changing job • Leavers > Use this form when someone in your team is leaving ITV There are other forms available within the toolkit to help you with your HR processes (e.g. payroll queries). Login to the Manager HR Toolkit to find out more.

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HOW TO… Access the iBusiness Toolkit A toolkit of useful information, reference guides and frequently used forms is available to support you when using iBusiness. The iBusiness Toolkit can be accessed by typing “iBusiness” into the address bar in your web browser, or by clicking the iBusiness Toolkit link on The Watercooler homepage. The toolkit includes • quick reference guides for iExpenses, iProcurement and approvals; • key policy documents; • frequently asked questions; and • access to online training materials. How do I do it? Access iBusiness Toolkit

Access Forms

STEP 1 Access the iBusiness Toolkit. 1. Access the iBusiness Toolkit by typing “iBusiness” into the address bar in your web browser, or by clicking the iBusiness Toolkit link on The Watercooler homepage. 2. Click the “Find an eForm” link on the homepage, to access a full list of available forms. Some of the most frequently used forms include: • New Customer Request > Use this form when you want to request the setup of a new customer record in iBusiness. • Customer Update Request > Use this form when you want to request an update to the information on an existing customer record. • Request to Invoice a Customer > Use this form if you want to raise an invoice to bill a customer. • Project Update Request > Use this form if you want to update an existing project within iBusiness. • Cash Advance Request > Use this form if you want to request a cash float in advance. • New Supplier Request > Use this form if you want to request the set up of a new supplier record in iBusiness. • Supplier Update Request > Use this form if you want to request an update to the information on an existing supplier record. • Corporate Card Request > Use this form if you want to request a new corporate card. • BSC Generic Request > Use this form if you have a request for the BSC which is not covered by any of the other forms. 3. Select the form that you are looking for, then follow the process to complete and submit it.

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HOW TO… Claim my expenses You must enter all expense claims into iExpenses, within iBusiness. Once your claim has been entered, you need to send the receipts directly to the Business Service Centre (BSC),using the appropriate expense envelope. Envelopes will be sent out to all locations (usually in your stationery cupboard), however if you require additional envelopes, contact the BSC directly (see “How To…Get more information” at the end of this booklet for contact details). Completed expense envelopes should be sent to the BSC via Internal Post – the expense envelopes will have the BSC address pre-printed. Any purchases made on your corporate credit card will be automatically uploaded into iExpenses. All expense claims will be electronically routed through iExpenses to your immediate line manager or project manager for approval. Should your manager not have the required approval limits, your claim will be passed to someone with the appropriate approval level. How do I do it? Login

Enter Receipt Based Expense

Enter an Allowance Claim

Enter Mileage Expenses

Enter a Corporate Card Claim

Allocate your Expenses

Logout

STEP 1 Login to iExpenses. 1. Double click the iBusiness icon on your desktop or access via the iBusiness link on The Watercooler homepage. You can also access iBusiness from the Start menu (Start > ITV Applications > iBusiness > iBusiness Live). 2. Enter your Username and Password. 3. Click . 4. Select iExpenses User from the available options in the navigator.

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HOW TO… Claim my expenses STEP 2 Enter receipt-based expenses. Note: Within iExpenses you can enter claims for expenses incurred in relation to work on a project / programme, and expenses that should be charged to your department. You should use different expense claim submissions for project / programme related expenses and department related expenses. However you can claim expenses for multiple project / programme costs within a single expense claim.

1. Click . 2. You will find that “ITV UK Expense Template” is your default expense template. You will need to select a different template if entering an expense claim which includes foreign currency transactions. 3. Enter Purpose – this is the reason why you are claiming these expenses. 4. Once you are happy with all of this information, click . A new page will open, which allows you to enter details of the individual expenses you are claiming. Note: The first tab you enter is for receipt-based expenses.

5. On the first blank line, click the calendar icon, which is beside the Date field. 6. Select the date on which the expense was incurred. 7. Enter the Receipt Amount, and select the Expense Type from the associated list of values. 8. Enter the Justification. The Justification is a short description of the expense that has been incurred. 9. Scroll to the right and click the additional information icon to allow you to fill in the remainder of the required information. 10. Find the Expense Location field on the page, and search for the location where the expense occurred. 11. Enter any extra information which is requested, and once you are finished, click . 12. Repeat the above steps to enter details of any additional expenses. 13. If you are not entering allowance claims, mileage claims or corporate credit card claims, go straight to STEP 6.

STEP 3 Enter an Allowance Claim, if appropriate. 1. Click on the “Per Diem Expenses [0.00]” tab at the top of the page. 2. Enter the Date and select the Expense Type, then enter Justification. 3. Enter the Number of Days for which you are claiming the allowance. 4. Scroll to the right, then click the additional information icon to enable you to fill in the remainder of the required information, including Destination and Miles from Base. 5. Click , to automatically calculate your allowance. Then click . 6. If you are not entering any mileage expenses, or corporate credit card claims, go straight to STEP 6.

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HOW TO… Claim my expenses STEP 4 Enter mileage expenses, if appropriate. 1. Click on the “Mileage Expenses [0.00]” tab at the top of the page. 2. Enter the Date and select the Expense Type, then enter Justification, Unit of Measure and Trip Distance. 3. Scroll to the right, then click the additional information icon to enable you to fill in the remainder of the required information, including Vehicle Type and Vehicle Registration Number. 4. Click , then click . 5. If you are not entering any corporate credit card claims, go straight to STEP 6.

STEP 5 Enter a corporate credit card claim, if appropriate. Note: If you have a corporate credit card, you will see an additional tab, “Credit Card Transactions” on your iExpenses homepage. Your corporate credit card transactions should automatically appear within iExpenses 2 - 3 days after the transaction has been incurred.

1. Click . 2. Enter the Purpose of the claim, in the format “MMM YYYY Statement”. Click

.

Note: If you have multiple corporate credit cards, select the correct one from the drop down menu, which will be displayed.

3. Select the appropriate transactions by checking the associated check box. Click . 4. Enter the Expense Type and the Justification. 5. Click the additional information icon to enable you to fill in the remainder of the required information, including Expense Location, then click . 6. Click .

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HOW TO… Claim my Expenses STEP 6 Allocate your expenses to the correct project / department. 1. Click to bring you to the Expense Allocations page. 2. By default, the costs will be charged to your department, as identified from your HR record. If this is correct, click . However, if the costs should be charged to a particular project or programme, click the “Project / Programme Cost” tab, and enter the relevant Project and Task code combination. 3. Then click . 4. Review the next page, then click . 5. Once submitted, a confirmation will appear, with a summary of your submitted expense claim(s). 6. Print this page, as you will need to include it in the expense envelope, which you send to the BSC (see “How To…Send receipts to the BSC”). 7. Click on the “Expenses Home” tab to return to the iExpenses homepage.

STEP 7 Logout of iExpenses. 1. Click Logout at the top right of the page. Note: For additional help and information, please visit the iBusiness Toolkit, or consult “How To…Get more information”, at the end of this booklet.

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HOW TO… Send receipts to the BSC For receipt based and / or corporate credit card claims, the original receipts must be placed in the relevant expense envelope, along with the associated printed confirmation page from iExpenses. The expense envelope should be sealed, and sent to the Business Service Centre (BSC) in Manchester, via Internal Post – the expense envelopes will have the BSC address pre-printed. How do I do it? Select Expense Envelope

Fill out envelope details

Place receipts in Envelope

Send Envelope to BSC

STEP 1 Select the correct expense envelope. 1. When submitting your original receipts, you need to select the correct colour of expense envelope from the following list: • Yellow – Reimbursable Expenses • Orange – T&E Card Expenses • Red – V Card Expenses • White – P Card Expenses • Blue – VAT Registered Staff Expenses • Green – 12 Yard Expenses Note: Envelopes will be available at all locations (usually in your stationery cupboard), however if you require additional envelopes, contact the BSC directly.

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HOW TO… Send receipts to the BSC STEP 2 Fill out expense envelope details. 1. You must then complete the following details on the expense envelope: • Employee Name • Employee Number • Default Cost Centre • Claim Date • System Generated Expense Report Number (taken from the iExpenses confirmation page) • Expense Report Total (taken from the iExpenses confirmation page) Note: If your claim includes foreign currency expenses, circle the correct currency on the right hand side of the expense envelope. If you are using the blue expense envelope to claim VAT registered staff expenses, circle the associated VAT option on the expense envelope.

STEP 3 Place receipts and printed confirmation into completed expense envelope. 1. Place all claim related receipts, along with the printed confirmation page from iExpenses into the expense envelope.

STEP 4 Send completed and sealed expense envelope to the BSC. 1. Put the expense envelope in the Internal Post. All expense envelopes are pre-addressed to the BSC in Manchester. Note: For additional help and information, please visit the iBusiness Toolkit, or consult “How To…Get more information”, at the end of this booklet.

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HOW TO‌ Buy goods or services You must enter requests to purchase goods or services into iProcurement, within iBusiness. All requests will be electronically routed through iProcurement to your immediate line manager or project manager for approval. Additional approvals may be required based on the type and value of purchase. Once the request has been approved, a standard ITV Purchase Order (PO) will be generated and emailed or posted to the supplier by the Business Service Centre (BSC). Once the goods or services have been delivered, you need to record receipt of the item within iProcurement. The supplier will send an invoice to the BSC, where it will be entered into iBusiness and checked against the PO and the Receipt. How do I do it? Request a Catalog item Login

OR

Submit Request

Logout

Request a non Catalog item

STEP 1 Login to iProcurement. 1. Double click the iBusiness icon on your desktop or access via the iBusiness link on The Watercooler homepage. You can also access iBusiness from the Start menu (Start > ITV Applications > iBusiness > iBusiness Live). 2. Enter your Username and Password. 3. Click . 4. Select iProcurement XXX User. from the available options in the navigator. Depending on your division, XXX will be displayed accordingly.

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HOW TO… Buy goods or services STEP 2 Request an item from a catalog. 1. In the Search field, enter a keyword to describe the item you are requesting. 2. Click . Matching item(s) available will then be displayed. Note: If you cannot locate the item that you are searching for in the catalog, go straight to STEP 3.

3. Select the item that you require, enter the quantity and click

.

Tip: Save time by adding items you frequently buy to your “Shopping Lists” by clicking “Add to Favourites”.

4. If you want to buy more items, repeat the above steps, until you have added all the items you need to your shopping cart. 5. Click to view the items that you have added. Your shopping cart will then be displayed. 6. To remove an item from your shopping cart, click the associated icon. 7. To save the contents of your shopping cart for later, click , or click to continue.

STEP 3 Request a non-catalog item (if the item is not found in STEP 2). Note: If you have already successfully located the items in the catalog, go straight to STEP 4.

1. Click the “Non Catalog Request” tab at the top of the page. 2. Enter information into all required fields and note the points below: Item Type Ensure that the correct Item Type is selected: Goods billed by quantity – e.g. 50 colour toners @ £15.50 Goods or Services billed by amount – e.g. £1000 of consultancy services Services billed by quantity – e.g. 10 weeks of consultancy services @ £1000 per week Item Description Ensure that the description entered is meaningful, and describes the items or services being purchased Category Ensure that the Category selected is relevant for the items you are buying Supplier If the Supplier does not exist on the list, refer to New Supplier Process on the Procure to Pay (PTP) section of the iBusiness Toolkit. 3. Once you have added all required data, click .

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HOW TO… Buy goods or services 4. If you want to buy more items, repeat the above steps, until you have added all the items you need to your shopping cart. 5. Click to view the items that you have added. Your shopping cart will then be displayed. 6. To remove an item from your shopping cart, click the associated icon. 7. To save the contents of your shopping cart for later, click , or click to continue.

STEP 4 Submit the request. 1. Review and edit the Delivery and Billing information. If the items are to be billed to a Project, use the torch facility to search for and select the correct Project and Task code. 2. Once you are happy with the delivery and billing information, click . Note: If your order requires approval, the name of the approver will appear at the top of the page, under “Approver Name”

3. Enter Justification if required – this will be sent to your approver. 4. Attachments can also be added and sent to your approver. To add an attachment, click the associated icon. 5. Click to review the details of your order. 6. When you are happy with the details of your order, click . Your order confirmation will then be displayed, and the order will be submitted for approval. 7. Click the “Shop” tab on the confirmation page. This will return you to the iProcurement homepage, where you can view your order and its status of approval. 8. To view details of your order, click on the requisition number, listed under “My Requisitions”.

STEP 5 Logout of iProcurement. 1. Click Logout at the top right of the page. Note: For additional help and information, please visit the iBusiness Toolkit, or consult “How To…Get more information”, at the end of this booklet.

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HOW TO… Record the receipt of goods or services As soon as the goods or services that you have ordered arrive, you need to record their receipt within iProcurement. Note: Do not record receipt of the item until it arrives. If the incorrect item arrives, return it to the supplier. If the incorrect quantity arrives, record the receipt, as per the steps below. However ensure that you enter the quantity that was received.

How do I do it? Login

Receive Goods or Services

Logout

STEP 1 Login to iProcurement. 1. Double click the iBusiness icon on your desktop or access via the iBusiness link on The Watercooler homepage. You can also access iBusiness from the Start menu (Start > ITV Applications > iBusiness > iBusiness Live). 2. Enter your Username and Password. 3. Click . 4. Select iProcurement XXX User from the available options in the navigator. Depending on your division, XXX will be displayed accordingly.

STEP 2 Record the receipt of the goods or services. 1. To record a receipt of goods or services, click the “Receiving” tab. 2. Click “Receive Items” at the right hand side of the page in order to search for items to receive against. 3. Enter the required search criteria, then click . A list of your requisitions awaiting receipt, which match your search criteria, will be displayed. 4. Identify the correct requisition, then select the checkbox to the left of the requisition number. 5. Check that the quantity received is correct, and update if required. Once all of the details are correct, click 6. Enter the receipt date, which will default to today’s date, then click . A summary page will then appear. 7. Review the details of the summary page, and once you are happy, click . A confirmation message will appear.

.

STEP 3 Logout of iProcurement. 1. Click Logout at the top right of the page. Note: For additional help and information, please visit the iBusiness Toolkit, or consult “How To…Get more information”, at the end of this booklet.

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HOW TO… Approve expenses, purchases etc. You will receive an email notification to your Outlook inbox if a transaction has been routed to you for approval. If you are a manager, you will be asked to approve expenses, requests to buy, and learning requests from your team. How do I do it? Login

Action awaiting approvals

Logout

STEP 1 Login to iBusiness. 1. Double click the iBusiness icon on your desktop or access via the iBusiness link on The Watercooler homepage. You can also access iBusiness from the Start menu (Start > ITV Applications > iBusiness > iBusiness Live). 2. Enter your Username and Password. 3. Click . 4. Your worklist will be displayed at the top of the page. 5. Click “Full List” to view a full list of notifications.

STEP 2 Action your awaiting approval requests. 1. Click on the subject hyperlink of the approval item that you wish to update. 2. Review the associated approval request. There are 3 approval options available to you; Approve, Reject or Request Information. 3. To Approve the request, click . 4. If you decide to Reject or Request Information, it is recommended that you first: a. Scroll to the bottom of the page. b. Enter detail into the Note section, to indicate the reason why you have rejected the request, or the additional information that you require. This detail will be routed back to the request originator. c. Click or . d. If requesting information, review the details on the following page, then click .

STEP 3 Logout of iBusiness. 1. Click Logout at the top right of the page.

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HOW TO… Set up the Out of Office approval rule When you go on holiday, you must set up your Out of Office Approval Rule, which will redirect your approval notifications to a designated colleague, who can action them on your behalf. You must redirect your notifications to a colleague of equal or higher standing in the approval hierarchy. You must also ensure that you notify your colleague.

How do I do it? Login

Set up Out of Office Rule

Logout

STEP 1 Login to iBusiness. 1. Double click the iBusiness icon on your desktop or access via the iBusiness link on The Watercooler homepage. You can also access iBusiness from the Start menu (Start > ITV Applications > iBusiness > iBusiness Live). 2. Enter your Username and Password. 3. Click .

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HOW TO… Set up the Out of Office approval rule STEP 2 Set up the Out of Office approval rule. 1. Click “Vacation Rules”, which is underneath your worklist notifications. 2. Click . The default item type is set to “All”. Click . 3. Enter the Start Date and End Date of your holiday, during which the rule will apply. 4. Click the torch icon, and locate the employee to whom you would like to delegate your approval. 5. Ensure “delegate your response” is selected, then click . 6. Click “Home” to return to the main menu.

STEP 3 Logout of iBusiness. 1. Click Logout at the top right of the page.

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HOW TO… Book training Your training requests need to be approved by your line manager. How do I do it? Login

Search for a Course

Submit Request for Approval

Logout

STEP 1 Login to My ITV Self Service. 1. Double click the iBusiness icon on your desktop or access via the iBusiness link on The Watercooler homepage. You can also access iBusiness from the Start menu (Start > ITV Applications > iBusiness > iBusiness Live). 2. Enter your Username and Password. 3. Click . 4. Select My ITV Self-Service from the available options in the navigator.

STEP 2 Search for course. 1. Select Learner Home from the menu. The Learning home page will be displayed. 2. In the Search field, enter a keyword or a word from the title of the course you are looking for. For a list of all available courses, visit the Development Guide on The Watercooler. Tip: You can also use the “Browse Catalogue” section at the right hand side of the page to locate a suitable course.

3. Click

. The matching course(s) available will then be displayed.

Note: If you cannot find the course that you are looking for, email the Learning & Development team on: learn.dev@itv.com, with details of the request, and the nature of your development need.

4. Click on the Course Name hyperlink.

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HOW TO… Book training 5. Click on the Offering Name hyperlink that matches the type of training you would like to do. A new page will open, listing the different events that have been scheduled. Note: If there is not a suitable offering available, you should click the “To be notified of new dates, click here” option to register on the waiting list. You will then be notified of new events and dates when scheduled.

6. Select your preferred event date and time, then click to enrol. Your booking summary will then be displayed. 7. Click the torch icon, and search for the appropriate Enrolment Justification and Origin of Request. 8. Click .

STEP 3 Submit learning request for approval. 1. Once you have reviewed the event details, and added any additional details, click . Your booking confirmation will then be displayed. An approval request will also be sent to your line manager. 2. To view your training requests, click on the Requested Learning tab. The status of approval is also displayed. Note: Your line manager will receive an email to their Outlook inbox, informing them that an approval is pending. Once your manager has approved / rejected the request, you will receive a successful / unsuccessful enrolment email notification.

If approved, the event will appear on the Current Learning tab, under Enrollments. To un-enrol from an event, click . Once completed, the event details will automatically be added to your Learning History tab.

STEP 4 Logout of My ITV Self Service. 1. Click Logout at the top right of the page.

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HOW TO… Get more information Technology Service Desk Contact the Technology Service Desk (TSD) if: • You have forgotten your iBusiness username and/or password. • You are experiencing technical difficulties with iBusiness (e.g. you have received an error message when logging into iBusiness or you have been processing a purchase order and have received an error message). • One of your iBusiness reports has failed with a warning message. • You are experiencing problems with iBusiness. • You are experiencing problems with the iBusiness approval process / workflow notifications. Telephone: Extension 1555 or externally on 02920 590 680 Web: Type “help” into the address bar in your web browser Email: technologyservicedesk@itv.com

Business Service Centre The Business Service Centre (BSC), based in Manchester houses Supplier Invoice Processing, Expense Processing, Customer Invoicing & Cash Collection, Standard Reporting and Artiste Payments, HR Direct and Payroll. Contact the Business Service Centre (BSC) if: • You have a query about your expense claim and reimbursement. • You have a query about a purchase request. • You have a payroll related query. Telephone: Extension 21777 or externally on 0161 952 1777 Web: Type “iBusiness” into the address bar in your web browser Email: businessservicesupport@itv.com

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HOW TO… Get more information iBusiness Toolkit

Super Users

A helpful iBusiness toolkit has been launched in conjunction with iBusiness, to provide additional support and assistance. Available support includes:

A number of your colleagues are available locally to provide you with face to face assistance.

• Quick reference guides for iExpenses, iProcurement and approvals. • Key policy documents. • Frequently asked questions. • Access to online training materials. Web: Access the iBusiness Toolkit link via The Watercooler or type “iBusiness” into the address bar.

Manager / Employee HR Toolkits The Manager and Employee HR Toolkits should be the first point of contact for all your HR related queries. Web: Access the Manager / Employee Toolkit links via The Watercooler.

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A full list of these Super Users is available to download via the iBusiness Toolkit. Web: Access iBusiness Toolkit link via The Watercooler.

Online Training A series of online training courses have been developed, and can be accessed via the iBusiness Toolkit. Courses include: • Basic Navigation • Employee Self Service • iExpenses • iProcurement • Approvals Web: Access iBusiness Toolkit link via The Watercooler.


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