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Manager self-service (MSS) guidance:

Manager self-service (MSS) iTrent glossary

On this page:

    Introduction

    This glossary explains key terms used in manager self-service (iTrent) to help you navigate and enable you to complete relevant processes for your team. It covers terminology related to:

    Job roles and posts

    The terms related to job roles and posts within iTrent are explained below.

    Team and service

    These terms relate to services and teams within iTrent.

    Pay, costs and budgets

    There are a number of terms that relate to pay, costs and budgets that are summarised below.

    Contracts and working hours

    Familiarise yourself with the terms related to the contracts and working hours of your team members.

    Growing the economy

    Working with others to support sustainable economic growth and strong communities, ensuring the East Riding is a great place to invest in, live, work and visit.

    What we’re doing

    Ergo business centre is a new £3.9million development at Bridgehead Business Park, Hessle. This partnership between the council and the University of Hull offers:

    • flexible office space
    • conference facilities
    • an on-site café
    • free parking.

    Supporting businesses in emerging sectors, such as renewable energy and environmental technology, is a key part of the council's vision - helping to further strengthen the Humber's reputation as the UK's Energy Estuary.

    Empowering and supporting communities

    Helping people to stay healthy, strong and fit for the future.

    What we’re doing

    East Riding Leisure offers state-of-the-art facilities as well as a range of programmes such as Live Well and Exercise on Referral to help people’s physical and mental wellbeing.

    Our approach of investing-to-save is benefitting residents across the East Riding by providing fantastic, multi-million-pound facilities for them to enjoy sporting activities and socialise at the same time as improving their health and wellbeing.

    Valuing the environment

    Responding to climate change, developing our infrastructure and safeguarding our heritage.

    What we’re doing

    We’re helping our residents in the East Riding to achieve recycling success and consistently be among the top recyclers in the UK. This is great news for the environment, with as little waste as possible going to landfill.

    Our waste and recycling team were named Best Service team for Waste Management and Recycling in 2022, at the Association for Public Service Excellence (APSE) Awards, beating 6 other councils.

    Helping children and young people achieve

    Supporting and inspiring children to raise their aspirations and reach their potential.

    What we’re doing

    Hull and East Yorkshire Children’s University has partnered with us to offer school pupils insights into different careers - with the aim of raising aspirations and inspiring them to achieve in education and their adult lives.

    Children from New Pasture Lane Primary School in Bridlington were given a VIP behind-the-scenes tour of Bridlington Spa and taught how to be journalists, photographers and videographers for the day, even getting the chance to interview cast and crew from the BBC charity panto being performed there.

    Protecting the vulnerable

    Supporting in times of need, protecting from harm and improving the quality of life.

    Posts

    A post (often referred to as a table) belongs within a service and team (unit) and represents a specific role. It will have a specified budgeted full-time equivalent (FTE), and whole time equivalent (WTE). A number of budgeted hours can be arranged in one of many positions, that a person can be appointed to.

    Employees of the same post have the same post number but will have different position numbers. An example post number would be POST4402.

    Post title

    A post title refers to the formal name of a job within the council structure.

    This typically matches the position titles that sit underneath it.

    Positions

    A position (often referred to as a chair) is the particular employment terms of a role a person is appointed to. The terms include:

    • job title
    • hours
    • salary.

    Employees of the same post can have the same post number but employees in positions will have different position numbers. In most cases position numbers are reused, meaning the employee recruited to replace the previous position holder will be provided the same PN number. There are some exceptions that are explained in the decision record guidance.

    Each position on iTrent is given a position title that should match the post title. Certain rules are also in place for creating new position titles, check the decision record guidance for more information.

    Position numbers (PN)

    Each position on iTrent has a unique reference number to identify it within iTrent. This includes positions that are currently occupied by employees and vacant positions. An example position number would be PN025384.

    Post budgeted hours

    The total number of hours available to be allocated to a post. For example, a post of 111 budgeted hours could have three full time positions (37 hours each).

    Role profile

    Role profiles determine the grade of pay that all posts have been matched to in line with the grading policy and procedure. These are held at post level in iTrent.

    You can also view all of the role profiles used across the council in our dedicated directory.

    Occupancy start date

    The date the employee started in a position.

    Expected occupancy end date

    The expected end date of the employee in a position. This is used for fixed-term appointments, including secondments and maternity cover.

    Expected occupancy end reason

    The reason for the employee being in a position on a fixed-term or temporary basis, for example:

    • maternity cover
    • secondment
    • temporary funding.

    Unit

    For each level of the organisation structure, there is a separate unit to differentiate between directorates, services, and teams. Each unit has its own reference number, for example:

    • corporate resources - UNIT1479
    • people services - UNIT3785
    • business services - UNIT2756.

    Reporting unit

    This shows in the structure where the post and position are located.

    Personal reference or payroll number

    This is a unique six-digit number assigned to each employee in iTrent. It identifies who an employee is, not what specific job they do.

    Cost centre

    Posts and positions are assigned cost centre(s) to track and manage spending. Multiple cost centres can be assigned to a post or position and these can be split as a percentage.

    Detail code

    A detail code is a specific accounting code that tells us what the money is being spent on by the service. This is determined by finance and budget information.

    Costing split

    Posts and positions can be funded by multiple cost centres and be split between them, known as a costing split. It’s important to remember that any costing splits held at post level will inherit down to new positions when they are created, but this can be adjusted if necessary. It is also preferable to have the same costing on all positions within a post to enable post budgeted hours to work effectively.

    Grade

    The pay grade assigned to the post and position based on the role profile.

    Grade point

    The point within the grade an employee is currently on. Check our pay grades and salaries page to view the points available for each grade.

    FT salary

    The full-time yearly salary paid to an employee, this is a monetary value and doesn’t include on-costs such as pension and national insurance. All full-time salaries for each pay grade can be viewed on the pay grades and salaries page.

    Occupancy reference

    This identifies an employee in a specific position, and is generated by combining their six digit personal reference or payroll number, plus their two digit pay source.

    The pay source identifies the number of jobs an employee has held in the organisation. For example, an occupancy reference could be 40367902. 01 indicates their first job, 02 would be their second job and so on.

    When employees transfer or take new or extra jobs within the council they keep their personal reference (first six digits, for example - 403679) but their pay source number (final two digits) will change to differentiate the jobs. Therefore their new occupancy reference for their new position in this example would be 40367903.

    Type

    The type of contract an employee has. This could be:

    • permanent
    • fixed term
    • secondment
    • casual.

    Basis

    This refers to the employment arrangements for an employee based on their contractual hours. This could be:

    • full-time
    • part-time
    • casual - a worker employed on a casual appointment basis does not have set contracted hours of work.

    Full-time equivalent (FTE)

    Full-time equivalent (also known as whole time equivalent), counts how many full-time workers we have even if some employees only work part-time. For example, someone who works half the hours of a full time employee is classed as a 0.5 full-time equivalent (FTE).

    Contractual hours

    The number of hours per week an employee is contracted to work in their position. This is calculated as a weekly average for those working on a rota basis.

    Working pattern

    The number of hours an employee works each day, for example:

    • Monday to Thursday - 7.5 hours
    • Friday - 7 hours.
    Employee confidential helpline

    0330 380 0658

    Speak to fully qualified counsellors and support specialists at any time, 365 days a year.

    Use code 107574 to access the online resources.

    More about the employee assistance programme

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