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eSIS/eHR

Information Sheet – Onboarding New Staff to ICON

Quick Reference Guide

Information Sheet – Onboarding New Staff to ICON

QUICK REFERENCE GUIDE

OVERVIEW

This document provides information to assist with the onboarding of new staff in a school to ICON.

PART A: eHR

The source of truth in ICON in regards to staff is eHR. If in Shared Services, then this information is managed

by the payroll team, while if not using Shared Services, then changes are made by the school administration

team.

If staff are not appearing in eSIS, then the Mandatory eHR fields for CIS and IDAM document can be used to

check for any missing formation. Any issues should be raised with the payroll team if on Shared Services, this

involves submit an inquiry in the ePortal. If not in Shared Services, then updates in eHR are managed locally.

PART B: eSIS Access

Once a staff member has been successfully entered into eHR, they will then appear as a user in eSIS. They

will come through via the Action Centre. If there are discrepancies, then these need to be fixed in eHR.

PART C: ePortal Access

Once a staff member is active in eSIS, their details are passed across to the ePortal.

If new staff do not receive the initial login email and have not worked at a previous ICON school, it is possible

to manually reset these passwords via ePortal Admin. While, if staff are still not receiving this email, check

the email address in ePortal Admin. If this address is incorrect, go back to Part A.

PART D: ePortal User Roles

By default, staff are given access to SynWeb and eHR. If access to additional applications is required, such as

eFIN, eSIS, ePlan etc ... This can be allocated in ePortal Admin > User Roles.

PART E: Access within eSIS and eHR

The ePortal provides access to various applications. However, access can also be granted within these

applications. In eSIS, teachers are provided a basic access through the allocation to the ‘205’ staff category.

To request further access, a User Access Request Form (Primary or Secondary) must be completed and sent

to ICT Support (ictsupport@macs.vic.edu.au) to be processed.

For primary schools, the form must be sent by the Principal or Acting Principal, while for secondary schools,

the form must be sent by Principal, Acting Principal or Business Manager.