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Frequently Asked Questions
Accessing Themis
TrainingGetting HelpNotifications
Error messagesFinancials
Timekeeper
Especially for Supervisors of Staff
Recording Professional Profile Details
HR Self ServiceGrants, Contracts and Consultancies
Human Ethics
Animal Ethics
Publications
Student Access to Themis Research
Accessing ThemisQuestion: How do I access Themis? Access Themis via the grey login button on the Themis Website. If you are away from your office you may access Themis Self Service via the blue Remote Access button. Your user name is the same username you use to access your University email account, and any other University IT account you have, such as Calendar, Merlin, etc. You will also need a password. You choose and set this yourself on the Account Registration System.To access Themis Financial modules away from work, you are required to use your High Security VPN account. To do this use the following steps: 1. Apply for a High Security VPN account (http://www.infodiv.unimelb.edu.au/systems/forms/id9.pdf). Please note: your VPN account starts with "hs_" (e.g.: if your Themis account name is "xhds" your High Security VPN account will be "hs_xhds"). 2. Install and configure the VPN software as per the instructions found on http://www.infodiv.unimelb.edu.au/vpn/. Please note: you may only download this software on campus. 3. Start the VPN client (aka Cisco Client) software and login using your VPN account. 4. Login to Themis via http://www.themis.unimelb.edu.au. Question: How do I reset my Themis password? Go to the Account Registration System and follow the prompts. Note: you will need to know the last four digits of your primary bank account, or your Themis Security PIN if you have set it. Further information is available via the Quick Reference CardsQuestion: I’ve never used Themis before, where do I start? You will need to set your Themis password by logging on to the Account Registration System . Select and update/create your password for the hosts "themisprod" and "forte". There are instructions available for each step. Once you’ve set/reset your password, you should wait approximately 30 minutes before logging in to Themis. Question: I am travelling, can I access Themis from an internet cafe? Yes, you will be able to access UOM self service functionality (e.g.: Staff Self Service, Research Self Service) from any computer with internet access by using the Remote Access button. Note: you will not be able to access any administrative modules, such as Themis Financials.Question: I am going on leave what other arrangements are available to manage my Themis transactions? The following alternative arrangements are available to you: Financial transactionsIf you are an Approver of financial transactions, the staff member initiating the transaction (e.g. raising the purchase order), should choose another approver in the Department in your absence.HR transactionsIf you are a Supervisor of staff, you could:
Research transactionsIf you are an Agreement Administrator you should run the Forthcoming Deliverables report for the period you are on leave. Should any deliverables be due in your absence you will need to make alternative arrangements for their approval.Question: Where can I find more information about the University’s VPN service? For information on the University’s VPN, see http://www.infodiv.unimelb.edu.au/vpn/ TrainingQuestion: Is there any training available? A range of Themis training courses are available. To locate suitable training courses, log in to Themis via the Staff Self Service responsibility. Select the Training and Development function then Browse by Category > Themis Training (refer to the Search for training quick reference card for further information Details of training courses are also available on the Themis websiteGetting HelpQuestion: Where can I get help? There are a number of ways to get help: Question: How can I learn more about Themis HR? Explore the Themis website as it has been designed to provide you with all the information you need to use Themis. Important news and information will be published regularly to keep you up to date on the latest developments with Themis. NotificationsQuestion: Why am I not receiving my Themis notification emails? Question: Why do I keep receiving the same email from Themis? An email is generated by Themis when an action is required by you. You will keep receiving this email until you action the notification in your Themis Worklist. To action the notification, log on to Themis and click on the notification in your Worklist.Error messagesQuestion: Why do I sometimes get error messages when navigating through Self Service? 1. There is a training error that occurs when you have a training application that you have "Saved for Later". When you go back through "Actions saved for later" you will get an error message with a "yes" and "no" button. If you click on the "yes" button, you will be able to proceed with the training application. We have logged this problem with Oracle, and are awaiting a solution. 2. Another common error message throughout Themis Self Service occurs if you use your browser back button instead of the back buttons that appear at the bottom of the Themis screen. Using the latter runs scripts in the background, which if missing can result in an error along the lines of "corrupt" or "missing" data. If you forget and use the back button on your browser, then just use the link to return to home and progress again through the screens to your training course. Full details on how to complete an enrolment application can be found at this website: http://www.themis.unimelb.edu.au/training/self-paced/training/enrol/ FinancialsYou will need to call the Themis Service Desk (x49500) and request they reassign the transaction to another approver. Question: My purchase order did not print, do you know why? There are a number of reasons your purchase order did not print: Question: Can I reprint my purchase order? Yes, you will need to run the "UOM Purchase Order" report. Note: you will need to enter the purchase order number. Question: I have made an error entering my petty cash transactions, can I fix it? Individual line items can be reversed. If you require assistance reversing a line item, contact the Themis Service Desk (x49500). If significant errors have been made you may also wish to cancel the entire invoice and start again. Question: I am trying to pay my AP invoice but I cannot view the image. This is often due to the local setup of your computer. You will need to contact your LITE to fix this - further informtion is available on the Themis website. Question: My approver has rejected an AP invoice, how do I send it back for approval? After correcting the distribution click on the Actions 1 button and check the Validate and Initiate Approval tick boxes. You will then need to save these changes before resubmitting the invoice for approval. TimekeeperQuestion: I am a new Timekeeper in my department, how do I access Timekeeper in Themis? Access to to the UOM Timekeeper responsiblity is only granted after you complete training. To enrol use the Themis Self Service feature and choose a course that suits your availability. Once trained, you will need to complete the system access request form available from the Themis web site (http://www.themis.unimelb.edu.au/forms/themis_forms.html#system_access) Question: Why am I unable to add a new staff member to my existing Timekeeper group? It is likely that the staff member you are trying to add has not been properly appointed to your department. Contact HR Staff Entitlements for assistance. Question: How do I enter a payment for a staff member who worked over 3 months ago? You will only be able to enter and/or update payment details for the six most recent timecards. If you need to enter payment/hours worked details prior to this you will need to complete an HR26 form and submit it to HR Staff Entitlements. Question: I have submitted a timecard for approval, how will I know if it is approved? In the Timekeeper entry screen, the status of the record appears next to every line. When a timecard entry is submitted an ‘S’ appears in the status column next to those lines that have been submitted. Once a supervisor has approved the record the status will change to ‘A’ for approve. It’s only when all supervisors have approved the timecard that the status of the Timekeeper screen will change to ‘Approved’. Question: Will I be informed of rejected timecards? A notification will not be generated for rejected timecards. You will need to check the status of the timecard in the Timekeeper Entry screen prior to the payroll cut-off. Question: I have already approved the timecard, why have I received a email to approve it again? It is likely that the staff member is working across departments and there is a new timecard entry pending approval from another supervisor. You will need to check your worklist to ensure there is no notification requiring your approval for this timecard. If there is no notification, you may ignore and delete the email.Question: I approved the timecard before the pay cut-off, why was the payment not made? There are a number of reasons this may have happened. Contact the Themis Service Desk (x49500) for further assitance. Question: Is there anywhere in the system where we'll be able to see dollar amounts? Themis Timekeeper and Timecard Entry works on total units of work only and you will be unable to see the dollar amounts for units entered. To view actual dollar amounts of payments you will need to perform a salary analysis via the UOM Dept Manager responsibility.Question: Why am I unable to enter my departmental account code? It may be that the account string has not yet been entered in the General Ledger. Contact the Themis Service Desk (x49500) for assistance. Question: I have submitted a timecard to my approver but it was not received, why? There are a number of reasons this may have happened. Contact the Themis Service Desk (x49500) for further assitance. Especially for Supervisors of StaffQuestion: I am a new supervisor, is there anything extra I need to do? No - your access will be automatically updated when you are named as a supervisor in Themis. Question: What will I be able to do in Themis HR? You will have the added Themis responsibility - UOM Supervisor Self Service As a Supervisor, you will be able to approve electronic Human Resources transactions via your Worklist.For a comprehensive list of functionality available to supervisors refer to the Supervisor Quick Refererence cards Question: Why can't I see all my staff via Supervisor Self Service This may be because the supervisor assignments for the missing staff are not up to date. Contact the Themis Service Desk (x49500). Question: What do I do if my staff listing is incorrect? You will need to advise HR by completing and submitting the HR14 form. Question: Is there any training specifically for Supervisors? Courses for supervisors are available at: http://www.hr.unimelb.edu.au/training-development/ Question: How do electronic approvals work in Themis HR? If you are a current Themis user, electronic approvals for HR are the same as electronic approvals for Financials. You will continue to receive an email when you have electronic transactions awaiting approval. The only change is that you will now receive both HR and Financials transactions. If you are a NEW Themis user, a separate instruction sheet provides you with advice. Recording Professional Profile DetailsQuestion: I am a researcher, how do I update my research profile? You can update your research profile via UOM Research Self Service. Detailed instructions are provided in the Researcher Profile Quick Reference Card Question: Can you take me step by step through the process of updating my qualifications? Refer to the Recording Qualification Details Quick Reference Card Question: Why does the University collect my qualification details? The University collects Qualification information in order to:
Faculties and Departments will also be given access to qualification data so that it can be used on faculty and department web pages. The intent is that Themis becomes the single source of data for University staff qualifications, and that Academic and Professional staff only have to update their details once! Question: Does my Supervisor/Head of Department need to approve my qualification details? No. It is your responsibility to ensure your qualifications information is correct. Misrepresentation of qualifications in respect to your employment or association with the University is a serious matter and may constitute misconduct or serious misconduct and result in disciplinary action, including termination of employment. Both "old" and new institutions will be listed in Themis. If, for instance, The University of Melbourne changes its name to Unimelb today this would be added to the list of values. However, the University of Melbourne would still remain in the list so those staff whose qualifications were obtained through The University of Melbourne would still be able to record this. Question: Is it possible to add a new Institution to the list? If the institution you require is not available you may enter it in the Education Instution (If not listed) field Question: Why does the University collect my award, certificate, licence and membership information? The University collects staff achievement information (i.e. award, certificate, membership, fellowship and honours) in order to:
Faculties and Departments will also be given access to data so that it can be used on faculty and department web pages. The intent is that Themis becomes the single source of data for University staff achievements and that Academic and Professional staff only have to update their details once! Yes, step by step instructions for updating awards, certificates and licences, fellowships, honours and professional membership information are available from the Updating your research profile Quick Reference Card No, you are responsible for ensuring your award, certificate and membership information details are recorded correctly. Misrepresentation of award, certificate and membership information in respect to your employment or association with the University is a serious matter and may constitute misconduct or serious misconduct and result in disciplinary action, including termination of employment. Question: Why does the University want me to enter data on my research expertise and international linkages? The ability to readily identify research expertise and international linkages at the University of Melbourne enables to the University to:
Currently there is no single comprehensive source for this information, but rather a number of different sources and partial data on research expertise and international linkages. This means resource duplication as well as individuals being asked to provide the same data to different sources on numerous occasions. It is intended that Themis will become the foundation source of data for systems accross the University. Academics will enter and update data here only once. This data will then be made available for Faculties and Departments to report on, and also communicated back to the University, (and eventually the public) via initiatives such as the Themis Researcher Profile. The benefits to be gained from a single data source include
It is intended that data from Themis, represented by the Themis Researcher Profile will be used to identify and profile academics in response to requests from government, industry, community groups and other universities with respect to research, consulting, testing or expert witness services and for invitations to meet with international delegations based on identified areas of expertise and linkages. A Public release date for the Themis Researcher Profile will be agreed upon by the University later this year. Question: What can I expect to receive by declaring research expertise and international linkages in Themis? Individual academics who enter data via Themis HR can expect to receive:
Question: Can you tell me what the research expertise fields mean? The following table describes each Research Expertise field and provides an example of each:
HR Self ServiceQuestion: How do I update my personal details in Themis? The UOM Self Service responsibility in Themis allows you to access and update your personal details (e.g.: bank account/s, address, emergency contact, etc). Quick Reference Cards are available to assist you update your details. Question: My employment history looks wrong. What do I do? Your Employment History includes a number of contiguous assignments for various changes that have occurred in your work history at the University. Assignment changes occur when you change positions, time fraction, supervisor and other similar events. If you think your employment history is wrong, you should contact your HR Officer with explanatory details. Grants, Contracts and ConsultanciesQuestion: I am entering a submission and I cannot find the correct scheme. It may be that the scheme you are looking for is not current. To search for a current scheme, click on the Torch icon and enter a key word in the search field (use the %wildcard to widen your search, e.g.: %Heart%). Alternatively, you may select "Search by: Sponsor Name" and enter the name of the sponsor (use %wildcards to widen search). In some cases the scheme is in the process of being created by the Melbourne Research Office and is not yet available on Themis. For information on current and upcoming grant opportunities refer to the Research Office website for details. Question: How do I create an external researcher? Refer to the Creating an External Participant Quick Reference Card on the Themis website Question: I have validated my submission record. When will it be sent to the Melbourne Research Office? Once you have successfully validated your submission record (i.e.: there are no validation errors), you will need to Submit your record to the appropriate reviewer. Refer to the Quick Reference Cards for further information regarding the review process. Human EthicsQuestion: Why is Themis Human Ethics application only partially on-line? The on-line component is designed as a registration process which requires key reportable data to be entered on-line. This registration process allows the ethics application form to be attached electronically to a unique application record along with supporting documentation. Question: Can I change my application after it has been submitted? Generally you can't, however the Responsible Researcher or Creator of the application can access and update details related to: Clinical Trials, Location of Research, Other Approvals and Ethics Clearances. For other changes you will need to contact your Human Ethics Advisory Group administrator. Question: When do I use an on-line Request for Amendment? After your application has been approved you may make the following changes via a Request for Amendment: Additional researchers, researchers currently named are no longer involved, modifications to methodology/participant group and changes to participant documentation (i.e.: consent forms, plain language statement) An annual report will only display in the Reports Due section of the workbench if you are nominated as the Responsible Researcher. If you are named on the Human Ethics application, in a role other than Responsible Researcher, you may locate the application in the Current Applications section at the bottom of the workbench. Refer to the Completing a Human Ethics annual report Quick Reference Card for futher details. Animal EthicsQuestion: How do I get sign-off on my animal ethics application if my Head of Department is unavailable? If your default Head of Department (as displayed in the Declaration & Submission screen) is unavailable or is not the appropriate person for sign-off, you may nominate an alternate approver in their place. In addition, you may contact the Animal Ethics staff in the Melbourne Research Office to obtain administrative sign-off (for example, if you need to submit the application to a meeting and your contact is not available). This error normally occurs when you have inserted text that has been cut and pasted from another application (such as Word). The pasted text may contain embedded coding which interferes with the coding in the report generator in Themis. If you are still able to access the application (via Update Application) you may fix it in the following way:
If you are unable to access Update Application, it means that the record has frozen and will need to be fixed by programmers. You should log this problem with the Themis Service Desk. This error may also occur if you have applied two types of special character functionality on the selected text (e.g.: superscript, bold and italic). To fix the error in this case, remove the multiple formatting. Question: If I submit my application on-line, do I still need to submit paper copies? As a convenience to the honorary Committee members considering NEW applications, paper copies are still required to be submitted. All AECs require 15 double-sided, stapled, unsigned copies. All sign-off will be completed on-line. Paper versions of amendments and revisions are not required. Question: I have been asked to submit revisions to my application - how do I do this? You will need to log on to Themis and revise your application as requested. Then, in the Attachment section, append a summary document outlining the changes you have made and how they address the Committee's requests. Note that the revisions process is being considered in Stage 2 of development, and will be treated similarly to Amendments (i.e.: not requiring an attachment letter). Question: What do I do if I wish to reject an application that I am being asked to sign off? You will receive an email notification advising you that an application on which you are named requires your sign-off. Log in to your Themis Animal Ethics workbench and VIEW the application. If you decide changes are required before you will sign it off, select UPDATE to progress to the Sign Off Declaration screen. You may answer Yes or No to the question relating to Conflict of Interest. Your answer will be noted, but will not effect the application. To reject the application, select the option I am not prepared to sign-off on this application and click Submit. The application will revert to Draft status and the Primary contact will be notified by email. You will receive an email notification advising you that your project has been rejected. Contact your colleagues and agree on the changes that need to be made. Once the changes have been agreed, go to your Themis Animal Ethics workbench and locate the application under the Rejected by Signatory heading. Select UPDATE and make the agreed changes as you step through the application, then resubmit. Note: all persons who have already signed off on the application will be required to re-sign. Once signed off, the application will progress through to Administration for Committee review as normal. From 1 January 2008, the Pathology & Anatomy & Cell Biology Animal Facility and the Biological Resources Facility have amalgamated to become the Biomedical Animal Facility. Due to the current freeze on development activities for Themis, this change cannot be implemented until 2nd semester at the earliest. Until this change has been implemented, in Step 9, please select the Housing option which best relates to you work (either the Biological Research Facility or the Pathology and Anatomy & Cell Biology Animal Facility). Then in Step 12 - Personnel - in both cases, select Marica (Maya) Kesar as the Animal Facility Manager. If you require further information, please contact Helen Gardiner in the Melbourne Research Office on 8344 2055. This error is received when you enter text that exceeds the character limit of a field. Rather than cutting off your work, the text is held in memory but in this error format. You will need to edit your text and save again (note you may need to repeat this action unti the text is accepted as normal). Character limits on fields exist to control legnthy answers in sections which require brief responses. The only field not limited is the Project Description field. If you wish to know each field limit, refer to the relevant section of the Quick Reference Card Creating an Animal Ethics application. Question: Notes on special characters, tables and formatting Wherever the Special Character feature appears as an input option, you may use it to help you include certain naming conventions. However, this feature prevents tables and some other formatting features from working in that same field. The following suggestions may help you manage these limitations:
Question: What is the purpose of the preferred email address option under Personnel? As email messages are sent to all personnel named on a project, it is important that the email address used is the right one. As a default, Themis will select the University email address (as recorded in your Themis account). Do not type "as above" in the Preferred Email field as this will result in the email not being delivered. If you are aware that a more appropriate address exists, you should enter it in the Preferred Email field, being careful to get the details correct. Alternatively, you may advise colleagues to set up a redirect for their University emails to their alternative email address so they do not miss important messages. Question: I want to list more than 10 animal species in my application but do not appear to be able to. Although Themis only displays a maximum of ten listings on a screen, you may enter as many line items as you wish. All listings over ten will display in subsequent screens that may be accessed by clicking the Next 10 link (located at the bottom right hand side of the listing). Question: Can researchers access pre-Themis applications? Converted data for all current (active) applications (i.e.: applications that have been submitted pre-Themis and are either currently under review, or have been approved and relate to current projects) are available in the Themis Animal Ethics module. All researchers named against current projects should be able to view limited details relating to the application in their Animal Ethics Workbench, via the Current Applications section. Tip: when searching for an application by title or researcher, remember to include a % (wildcard) before and/or after the search criteria. PublicationsQuestion: When can I enter my publications You may enter your publications any time during the year. However, deadlines exist for inclusion of your publication in the DEST Research Report. These deadlines will be published by the Melbourne Research Office (http://www.research.unimelb.edu.au/rpag/datacollection/publications/). Question: How do I add a Commercial Publisher? You will need to contact the Melbourne Research Office to add a Commercial Publisher (email: publications-collection@unimelb.edu.au). Question: How do I create an Alias list? You may create an alias list in Themis Publications via the Administration screen. For details on this process refer to the Creating an Alias quick reference card on the Themis web site. Student Access to Themis ResearchQuestion: Can all students access Themis Research? Student access to Themis Ethics and Publications is currently available to all Research Higher Degree (RHD) students. Other students may also be granted access to these key Themis Research modules if their student details taken from Merlin are updated or ‘flagged’ in Themis to allow them to activate their Themis account. Themis is only accessible once the student has activated their Themis account. Question: Which students will be granted access to Themis Research? All students enrolled in courses which are considered research based (i.e.: where 60% or more of the course is research-based or RHD students) are automatically ‘flagged’ in Themis which will allow them to activate their Themis account and access Themis Ethics and Publications. This includes, for example, all PhD students, all Masters by Research students. Other students can be flagged as required. All students named on current human and animal ethics applications have already been flagged. Question: What happens after a student activates their Themis account? The student may log on to Themis using student username and student password. Students should check they have the responsibility of UOM STUDENT RESEARCH SELF-SERVICE. The student will now be able to select the relevant WORKBENCH (i.e.: Publications, Human or Animal Ethics). Question: What if the student has not already activated their email account? The student must have an active email account before they will be able to activate their Themis account. Once a student activates their University of Melbourne email account they must wait overnight before they will be able to access it. Once this is done the student should return to the ARS to activate their Themis account. Question: How can an individual student be flagged so that they may access Themis? Students who are not in a Research Higher Degree (RHD) course or do not form part of a cohort of students will need to be flagged individually. The Department/Faculty Manager or Head of Department/Dean should request student access to Themis by emailing the Themis Help Desk Service centre (themis-help@unimelb.edu.au) with the following information: Student id, First and last name and UOM student email address. Question: How can I flag a cohort of students so they may access Themis Research? The Melbourne Research Office plans to flag particular cohorts of students so they may access Themis Research as required. Human Ethics Advisory Group (HEAG) Administrators have been asked to advise Human Ethics Officer, Tony Callahan (t.callahan@unimelb.edu.au) the cohorts that they know will require access (i.e.: all honours students in Behavioural Science, all AMS students, all honours students in Physiotherapy). All students in these groups will be flagged in Themis, regardless of whether as individuals in the cohort they will require access. Question: What Themis Research responsibility will be assigned to students? Students will be assigned the Responsibility of UOM Research Student Self-Service. For the Publications and Ethics modules this will give them access to the same functionality as staff researchers – namely the Publications, Human and Animal Ethics Workbench, Meeting Schedules and Reporting functionality. Question: How will students access Themis Research? Once students have activated their Themis account, they will be able to access Themis Research either off-campus or via student labs using the blue ‘remote login’ button. Students may also access Themis by using the ‘grey’ button if they are on-campus in a staff office environment/network. Question: How can students activate their Themis account? Students activate their Themis account via ARS (Account Registration System) just as Staff currently do but will select the ‘student’ option. They will need the following information to activate their Themis account: Full name, Student number, Date of Birth (format is DD-MON-YYYY, Postcode of home residence and Library BarCode Using this information, the student logs in to the Accounts Registration System (ARS): http://accounts.unimelb.edu.au/ |
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Date Created: 14 January 2005 |
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