University of Salford
REMAS & OnTime System
Guide
September 2012
Version: v2.0 4.3.13
1 REMAS system
1.1
REMAS introduction
REMAS is used to manage all requests for temporary workers, and provides Hiring Managers within the
university with fast & efficient access to information relating to their current and previous orders. The system is
internet based, and is accessed via secure username and password entry (very similar to placing orders for shops
& hotels through similar online portals).
The use of REMAS ensures that management information regarding the use of temporary workers can be
provided to the university, and individual hiring managers.
1.2
Accessing REMAS
You will have received a communication that includes your User Name and initial password for REMAS
 Enter the following address into your URL: http://managedagency.reed.co.uk
 Please note that there is no leading www. prefix to the web address
 Enter your username and password. (If you encounter any problems, please call 0870 7200217 or email
managed.agency@reed.co.uk)
 Click Submit
1.3
Placing an order on REMAS
 Click Place an Order
 Click Create from catalogue
 Click on University of Salford then click on Temporary,
and then select the Category of staff and subsequent
Job Title required
 Once in the required Job Description screen, click Order
 If the job title/description you require isn't there you should contact HR in the first instance to agree the
correct category and job description for the post. When this has been agreed you should select adhoc
and the correct grade and click Order
 Complete the Job Details on the Create New Order screen. Select the relevant inputs for dates & times,
and any other requirements. Please note any additional requirements in the Comments field e.g.
particular computing skills or local information to help the candidate (See screenshot below)
 Enter Project Code. This should be a minimum of six, and maximum of 8 characters in total, and the
format must be 4 letters followed by between 2 and 4 numbers
 Your selection from the job catalogue will result in a pre-populated pay rate in the order details. The
relevant pay rates have been agreed with HR Resourcing. The Estimated Order Value reflects the pay rate
multiplied by the relevant number of hours per day and duration entered. Please note that this is an
indication of the pay costs for the temporary booking, and contractually agreed charges will be added to
this
 If you want to see additional details regarding the charges please click on the Pay & Charge Calculator link
at the bottom of the screen and this will open an Excel spreadsheet which breaks down costs following
entry of some basic criteria.
 To upload a detailed Job Description or other relevant documentation, click Upload Additional
Documents, browse your computer drives for the relevant attachment and click upload (similar to adding
an attachment to an email)
 To set up a template order, for frequent
Bookings click Confirm Order & Save
as a Template or; click Confirm Order Only.
Authorisations
 Once you have completed the details for the booking, you will need to submit it for authorisation. The
university are operating two levels of authorisation firstly via HR and subsequently through Finance. You
should only need to submit your order for Authorisation once by selecting the relevant HRBP, and
following their approval, the HRBP will select the appropriate Finance contact.
 When selecting the Authorising Manager, you should bear in mind who you initially discussed your
requirement with to gain their verbal approval, and in most cases select the same person to complete the
system authorisation. However, please consider the likely availability of the person you are selecting, and
if your normal authoriser is on leave, off sick or otherwise unavailable then select an alternative from the
drop-down list
 REMAS has an automatic email notification system so that Managers can receive prompts and
notifications of what actions need to be carried out - please note there may however be a delay from the
email being generated to the REMAS screen displaying a number next to the action - please click into the
action for details as provided on the email
 Your order will appear on the Live Orders
screen.
Extending an order on REMAS
 Go into the extensions tab at the top of the
page and click - Extend Booking
 Selecting the appropriate order submit a new end date, select the reason for the extension and check the
ext. box. From the drop down menu select the appropriate authorising manager and then click on
submit. A system generated email will confirm when the extension has been approved.
Authorising Managers
 If you are an authorising Manager (BP or Finance) you will receive notification via email that an order or
an extension is waiting your approval - Managers need to log into REMAS and click on orders requiring
my authorisation or extensions requiring my authorisation as appropriate. Please be aware there may
be a small time delay for the system to update and whilst the screen may display 0 next to Orders or
Extensions requiring my authorisation please click the link and your order will be displayed.
How to end an order on REMAS
 If an order comes to an end before the original order end date you should notify Reed in writing and they
will update the system to reflect the correct end date.
Changes to an order
 If an order changes i.e. if the agency worker is to be located in another business area or the role
responsibilities are changed and this results in a higher or lower grade being appropriate, the existing
order should be ended by notifying Reed in writing and a new order raised on the REMAS system
following the placing an order process as detailed above.
At all points, if you see a Blue Square on the REMAS screen, then this means that some Action from you is
required. Clicking on the Blue Button will take you to the relevant activity screen and job.
1.4 Viewing temporary worker details

When a new temporary worker name / CV is submitted against your order, you will be alerted by an
email, and via the Alerts section on the Live Order or home screen

Click New CV & click Next to view temporary worker details and / or CV (if attached)

Clicking on the Alert will take you through to a screen which enables you to take the next action
1.5
Arranging a Temporary Worker Interview (where necessary)

YOu can view the
candidate's previous history on
the Account. For example other
jobs that they have completed, or
been submitted for.

You can choose to make
an offer to the candidate for the job immediately by clicking 'Offer'

Or the candidate can be declined by clicking 'Decline' If this is chosen then a reason for the decline must
be entered to enable feedback to be provided to the applicant, and to continue to improve the matching service
from the agency.

If required you can click 'Interview' to arrange a meeting with the candidate
Enter interview date and time.
Click Add Time

Additional alternative
interview times can be added in
the same way.

Click Submit & the Reed
team will confirm acceptance

Once confirmed with the
candidate by the Reed team, an
interview confirmation will show in the Alerts section under New Interview Confirmation.

Click Next, then click OK to accept the interview time and date.

Confirmed interviews show in the
Current section, as Live Interviews.

Click Live Interviews to view interview
schedule.

1.6
Click Next.
Giving interview feedback

Enter interview decision as Offer,
nd
2 Interview, On Hold or Decline.
1.7
Offering a temporary worker the assignment

Click Offer to accept a suitable
temporary worker

Re-confirm booking details and
add any additional comments, then click
'Offer'

Offer confirmation will show in the
Alerts section on the home screen under
New Offer Responses
1.8
Job History notes & remaining home screen tabs
At any time you can see an up-to-date history of activities undertaken on any of the jobs that have been placed
on the account. You can access your live jobs list and see their current status within the list. If you want to view
additional information relating to the activities on the job, then clicking on the job number will take you into the
job details and at the bottom of the screen is a an option to 'View Job History'
Clicking this option will take you to a screen detailing every activity undertaken on the job, by who and when.

Across the top of the REMAS home screen there are a number of additional tabs.
Detailed below is an overview of all other tabs at top of your Homepage screen.
Dashboard Tab
Clicking on this tab will return the following screen:
The Dashboard tab is designed to give you a snapshot of your account activity. The screen will default to the
current week's summary, but users can use the arrows at the top of the screen to "scroll" backwards and
forwards week-by-week to see historic or upcoming activity. The view provides a quick update status of all
orders placed. Added functionality also allows you to select any of the numbers that are included and you will be
taken to a list of the orders that are at the stage you have selected.
Order Search Tab
Clicking on this tab will return the following screen:
The Order Search will allow you to search your orders using any or all of the following criteria. This will also give
you real time MI.
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REMAS Order Reference:
Xpress Order Reference:
Start Date
From: To:
Created Date
From: To:
End Date
From: To:
Order Status:
(Drop down menu. You can select multiple choices from the list)
Job Title:
(Drop down menu. You can select multiple choices from the list)
Job Type:
(Drop down menu. You can select multiple choices from the list)
Salary:
– to –
Pay Rate:
– to –
Cost Code:
(Drop down menu. You can select multiple choices from the list)
Reason for Job: (Drop down menu. You can select multiple choices from the list)
Candidate Search Tab
Clicking on this tab will return a very similar screen to the Order Search tab, with a very similar set of potential
search criteria
Your Details Tab
This enables you to change your password and also personalise the appearance of the information returned for
job lists, and set-up or switch off automated emails to be sent to you from REMAS.
Training Tab
This contains a set of Tutorials to show the following processes:
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Place an Order
New CV
Arrange an Interview
Interview Feedback
Real Time MI
Self running demo (will carry out all the above actions in one continuous demonstration that can you can
pause, rewind or fast forward.
Logout Tab
This will log you out of the system
MI Tab
Some Users will have access to download MI reports, and will have an additional MI tab on their home profile.
Selecting this tab will return a list of standard MI reports that can be downloaded directly from REMAS as
required.
1.9
Further activities
Once a job has been submitted for authorisation, you will be kept up-to-date regarding progress in a number of
ways: via the Reed Account Co-ordination Team, updates to the job history notes on REMAS, via automated
email alerts sent via the REMAS system.
If an order placed by you is declined by An Authorising Manager then an email will be sent to you, and the job
will be returned to you for further action. It will appear in your live orders with a status changed from 'Awaiting
Authorisation' to 'Order Declined'. This order can then be edited to amend any criteria that may have resulted
in the decline, and can then be re-submitted if required, or the order can be deleted, by clicking on the Blue
Action button, then clicking 'Delete' at the bottom of the order page.
2
OnTime - How to Authorise Timesheets
2.1
Accessing OnTime & Timesheet Status
OnTime is Reed's electronic timesheet system which is linked to REMAS, and can be accessed via a single-secure
log-in. This system is used to capture the authorisation of hours worked by any temporary workers supplied to
the university. Temporary workers are provided with secure access to enter their hours into OnTime, and Hiring
Managers are required to access OnTime and validate the hours entries which leads directly through to process
payments to the employees.

Via the REMAS system, log-in as normal to managedagency.reed.co.uk and then click on the Timesheets
tab link at the top of the REMAS screen

You will be taken to the OnTime Log-in screen
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When you first access OnTime you will need to Register as a new user, by clicking the link as highlighted
above
This will display the following screen
You will need to enter your Manager ID, which can be advised by the Reed Co-ordination Team, and will
have been sent to you on email, the Account number U9960942 and your surname
This will take you to screen within which you will create and confirm your own PIN
Once Registration is complete then you will return to the OnTime front screen and can enter the
Account Number (U9960942) Surname and PIN to access the system
The OnTime system enables managers to authorise/unauthorise pending timesheets for candidates who have
submitted the hours they have worked, and also view timesheet history.
The left-hand side of the screen provides:

Information on the status of your current timesheets

Timesheets Authorised – View all authorised timesheets. The quantity
of this will increase each time a ‘Timesheet awaiting authorisation’ is
authorised

Timesheets not Submitted – View pending timesheets of candidates. This will increase each time a new
candidate is submitted to the job and a timesheet is created for that candidate within the booking. Once the
candidate has entered their hours and submitted the timesheet, the status will change to Awaiting Authorisation

Timesheets Awaiting Authorisation –View timesheets awaiting authorisation. The quantity will increase
when a candidate enters and submits their hours to be authorised. The quantity will decrease once a Client
authorises a timesheet

The Quick Search box allows you to search for timesheets by candidate name or cost code.
OnTime should default to display any timesheets that have been submitted by temporary workers in
assignments that you have placed the orders for.
2.2
Searching for timesheets

If the timesheet/s you wish to authorise
are not automatically displayed you can use the
search functions to select the pending timesheets
you wish to view

The search can be 'filtered' by Name or
Cost-code, or All Timesheets can be selected

The Timesheets will appear in a list as
shown

Awaiting Authorisation timesheets mean
that the candidate has submitted their hours and
they are awaiting your authorisation

Not Submitted timesheets mean that the
candidate has NOT submitted their hours and
therefore you cannot authorise their hours
2.3
Viewing Timesheet Details

Clicking on the Timesheet Status link will enable you to view the whole timesheet, including full details
for the hours submitted and further information about the order

Please ensure that you use this screen to check that the correct Cost Code/PO Number has been
entered against your order before you authorise the timesheet. If this is incorrect, please contact the Account
Co-ordination Team to enable them to amend any future items
2.4
Authorising a Timesheet

To Authorise a Timesheet, click on the
‘Auth/Unauth’ box on the right hand side of the
screen to tick the box

To view detailed information regarding
actual start & finish times entered by the candidate
and other information such as Job Title, Order numbers, Working Address, Report To Manager etc. then click on
the Status for each timesheet 'Awaiting Authorisation'

You can Authorise multiple timesheets by 'ticking' the box alongside each item

Then click on ‘Authorise/Unauthorise’ at
the bottom of the screen to authorise all checked
items

You will then be prompted to re-enter your
unique PIN number to complete authorisation.