My Details
My Details
The My Details App allows employees to check and update personal data held within their SAP HR Record. The My Details App simplifies the process for changing key personal details (for regular and contingent academic staff), allowing for real-time updates for some data.
The editable fields within the app are;
- Known as name
- Equality and Diversity Information
- Work Address
- Home Address
- Emergency Contact Information
- Bank Details (verified by payroll)
There will also be read only fields for job progression (since 1999) within the university, pay information (linked to the payslips app) and salary information for the last 5 years.
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Frequently Asked Questions
What is the purpose of the My Details app?
What details can I update within the app?
Are the changes to bank details immediate?
Can I change my name using the app?
Can I update my work communication information?
Is the system secure?
I would prefer not to have my HR details available via Employee Self-Service, is it possible to opt out?
Equality and Diversity details; why are you asking me to supply these details?
What if I don't want to provide the details?
What is the purpose of the My Details app?
The My Details app allows you to take control of your own data, it allows you to see the data the university holds within your SAP record and ensure your details are accurate, up-to-date and complete.
What details can I update within the app?
You can update your;
- known as name
- your equality and diversity information
- your home and work addresses
- your emergency contact information
- your bank details.
The only method with which to update the above information is through the My Details app, use of the app is mandatory and there is no option to opt out.
Are the changes to bank details immediate?
No, changes to bank details the change will not become effective until Payroll have contacted you and carried out additional security checks.
Can I change my name using the app?
Some fields are protected and you are unable to change them yourself via the app at this time. This is because additional evidence is needed. The process for updating your name remains the same and you should complete the Change of Personal Details form which is sent to HR along with the supporting evidence.
Changing your known as name is possible within the My Details app, however, please note that amending this field will update the view of your name on your email address but will not amend the address itself, any changes to email addresses should go through the IT Service Desk.
Can I update my work communication information?
No, to update your phone number you need to complete the Phone Number Amendment Form which goes to the Interaction Team to process. To amend your email address you need to email IT Service Desk.
The method of access we have chosen remains secure as long as you don’t allow other people access to your password. This includes not clicking on links within emails from unknown senders – this is known as Phishing.
You should therefore always log out of My Apps once you have finished using the system and you should never share your University username and password.
My Apps is a SAP based system which is the same system used as for our HR, Financial and Payroll systems. SAP has been used at the University for over 10 years, it has many millions of global users across many industries including government departments.
Although you are viewing the data via a familiar web browser, you are looking at data which is held on a secure database server. The University network is protected from the Internet by software known as a firewall. My Details uses the secure sockets layer (SSL) technology to allow for secure exchange of data between the client and server. Similar technology is used for internet banking and online shopping websites.
I would prefer not to have my HR details available via Employee Self-Service, is it possible to opt out?
The My Details app is available to all regular staff and will be the only method with which to update your personal information. There is no option to opt out.
Equality and Diversity details; why are you asking me to supply these details?
The University is required by law, the Equality Act 2010, to ensure that its policies and practices do not discriminate against staff who have ‘protected characteristics’. In order to comply with this legislation, we need to monitor the impact of our policies and processes, and we can only do this effectively if we hold data on these characteristics in our HR records. This is normal practice across and outside the sector. Whilst staff are under no obligation to provide this data we strongly encourage that they share this data with the University so that we can undertake our monitoring role effectively.
Data is collected primarily via our recruitment system, as we monitor this process for fairness also. The data is then transferred to our HR records on appointment.
We are including the data on these characteristics on the My Details app because:
- Records are often incomplete when transferred.
- Personal circumstances and characteristics change over time and need to be updated.
- Updating records via the app provides a more discrete method for individuals to update these records as nobody else needs to be involved.
Staff are under no obligation to provide this data, but as a publicly funded University we are obliged to attempt to obtain these details. If you do not wish to provide these details you can select the “Information Refused” option.
What if I don't want to provide the details?
Staff are under no obligation to provide this data, but as a publicly funded University we are obliged to attempt to obtain these details. If you do not wish to provide these details you can select the “Information Refused” option.