The University of Waikato

Online Āku Mahi Help

 

Āku Mahi Help - General Information and FAQ


Need more information about how to use the system? Select the Help Index button above to view the guidebook online.

What does Aku Mahi mean?
How do I find my way around in Āku Mahi?
What's with the buttons and fields which appear and are not used?
Do Casual staff have access to Āku Mahi?
How do I print the information (using the Print command from the File menu doesn’t seem to work properly)?
Should I Log Out after using Āku Mahi?
What does it mean when I get an error message?
Why do I get a blank screen when I select a Team Member to view in context?
Why doesn't the Team Leave Matrix item display the team when I have Delegate access?
Why do I receive leave requests when I am not the staff member's line manager?
Why do leave requests Escalate to the next level line manager?
Why can't I see my Leave Balances?
Why do I get a Warning message when I make a Leave Booking?
Why can't I complete a Leave Request?
Where can I get further help?


What does Āku Mahi mean?

Āku Mahi translates as my work/job/occupation. It is a fairly general term which we feel captures the intent of this self-service utility.


How do I find my way around in Āku Mahi?

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Note that you need to select an option from the top of the screen first (1), then select an item from the red drop-down menu bar (2) and then select from the list of options on the right (3). The menu items on the left (4) are quick access items, or for selecting jobs and team members.


What's with the buttons and fields which appear and are not used?

Unfortunately the owners of the database code only permit limited customisation of their standard product, so we have ended up with a number of buttons and data fields which we would prefer to suppress because they are not used in the University of Waikato implementation of the product. They can be annoying, but do not compromise the utility and integrity of the system and underlying data.


Do Casual staff have access to Āku Mahi?

Yes, but they have fewer menu items because casual staff do not have access to leave in the same way as other staff and do not normally have staff management responsibilities.


How do I print the information (using the Print command from the File menu doesn’t seem to work properly)?

Use the small print icon image2 at the top right of the Āku Mahi screen beneath the main banner. The main content of Āku Mahi is contained in a frame, so the normal Print command will either print all frames or only the first frame (which contains the navigation menu).


Should I Log Out after using Āku Mahi?

Definitely. If other people are able to access the computer you are using then you should either lock your computer or log out to prevent them from accessing your account (and possibly modifying your details – including Bank Account number!). Even if you use the Logout link to close your active session with Āku Mahi you will still be authenticated within iWaikato, so it is important that you also close the browser completely to disconnect.


What does it mean when I get an error message?

Occasionally you may find that a menu item will not behave as expected and you get an error message. The most common message states: 00012: You do not have access to this program. This simply means that you do not have access to this item. You are probably trying to view personal details of a team member while in context and do not have authority to view the details you have attempted to access (like pay details or Other Role / Job).


Why do I get a blank screen when I select a Team Member to view in context?

This is normal behaviour. Āku Mahi opens a blank page and waits for you to select a relevant menu item before displaying any content.


Why doesn't the Team Calendar item display the team when I have Delegate access?

If you are not the team leader and only have delegate access to approve leave requests then the Team Calendar menu item will only display your own leave details. In order to view a full team leave matrix you need to select the Approve Transactions menu item, select the Name of one of the team members, then select the Team Calendar link (under the Additional Info heading) on the Approve Transactions pop-up window which appears.

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This seems a very round about way of dealing with the Team Calendar but is necessary to differentiate between a delegated staff member's own team (if they manage other staff) and the team for which they have (temporary) delegated leave approval authority.


Why do I receive leave requests when I am not the staff member's line manager?

There are a number of reasons why this might happen:

  1. You have been appointed as a Delegate to approve leave requests by the actual line manager in their absence. They should have discussed this with you so should not be a surprise.
  2. The request has escalated to you as the next level line manager in the actual line manager's absence. This escalation occurs after five days if the staff member's line manager does not process the transaction. If this escalation is not desirable then the actual line manager should be encouraged to set up a Delegate to deal with any requests made in their absence.
  3. The HRM database shows you as the staff member's line manager. Contact your HR Advisor to get this resolved. In some cases a staff member may have a Higher Duties Allowance for a role with different reporting arrangements and this may be overriding their main role's reporting structure.

Why do leave requests Escalate to the next level line manager?

Leave requests are set to Escalate to the next level line manager after seven consecutive days. This is to ensure that requests are dealt with in a timely manner, so if a staff member's immediate manager is unable to process their request within a reasonable timeframe it escalates to the next level manager to deal with. Line managers can appoint a Delegate in their absence to process leave requests and they can also Defer leave requests if necessary (i.e. change the date by which they need to be approved before escalating - which is useful for leave requests made too far in advance to be able to approve immediately).

Leave requests made by a Delegate will Escalate immediately if the person selected is a member of the team to prevent them from approving their own leave requests.

Team leaders should note that the escalation timing means that requests made on a Thursday will Escalate on the following Thursday (and Friday requests will escalate on the following Friday) so should take weekends into account when absent even for only one or two working days.

Leave requests will only escalate once, but after a further five days HRM will be advised if the request has not been processed so that appropriate action can be taken to deal with the request.


Why can't I see my Leave Balances?

Check that you have selected the correct Job. In some instances where staff have more than one current Job or Role the active one is not the one showing by default when you first open Āku Mahi (the system selects the oldest active Job). Changing to another Job/Role will normally fix this problem.


Why do I get a Warning message when I make a Leave Booking?

Your available leave is made up of your current entitlement plus accrued leave (i.e. leave which has accrued against the following year's entitlement). This leave requires line manager approval so the Warning appears as a reminder. Your line manager will also see a Warning when they view the request before approval.


Why can't I complete a Leave Request?

If your current leave balance is 0 (or a negative balance) then you have no leave available and the system prevents you from overbooking. This can be problematic if you book leave sometime in the future which uses all the leave currently available and then wish to make a further booking (even though more leave or a further entitlement may become available by the future date). To overcome this you will need to contact Human Resource Management to make manual adjustments where applicable.


Where can I get further help?

There are more Help screens within Āku Mahi (towards the top left of the main information). We have prepared a guidebook which can be viewed online.

You can also send an email to Human Resource Management Division [email protected], or phone extension 4003.