Introducing PIP

What are the staff PIP pages?

The Directorate of Human Resources maintains a database of information on staff. Web pages have been developed to allow you to log into this database and see the information held about yourself. You are only allowed to see information relating to yourself; you may not see details about other members of staff and no one else other than you can see your details.

These pages are called Personal Information Portal or PIP for short. All students and all staff have access to their own page.

What do you need before you can access PIP?

You need to be a member of staff at Brookes with a valid employee number (e.g. p0071284) and you need to have a valid portal password. Simply by being a member of staff at Brookes, you will have these two things (although you may not know what your portal password is).

To get your portal password (plus your email password and PC Network password), you need to take your staff card to the reception desk at Computer Services at Gipsy Lane, or the Libraries at Wheatley or Harcourt Hill. You will probably have already done this in order to get your email password.

The reception desks will issue your password on a slip that will look something like this:

Sample password slip

In the above example, three passwords have been set to have the value wwn83i, these passwords being the email password, the PC Network password and the Portal password. Hence to log into PIP, in this example you would enter wwn83i as the password (see below about changing your password to something a little easier to remember).

Please note that there are three separate passwords but they have all been set to the same value. It is possible to set your email password, PC Network password and Portal password to have different values if you are concerned about security. If you check your email from off site, we recommend that you set your email password to have a different value from your Portal and PC Network passwords.

How to access PIP

  1. Point your preferred web browser (e.g. Netscape, Internet Explorer etc.) at the Brookes Home Page (/)
  2. Click on the Staff and Students link located near the top of the page. You will be presented with the log in page for PIP.

Alternatively, you may type http://kmis.brookes.ac.uk/ into the URL to go directly to the login page.

N.B. You may access the PIP pages both on and off site.

Logging in

  1. Enter your 8-digit staff number in the “Username” box. (N.B. remember to use a lower case “p”, e.g. p0099999)
  2. Enter your portal password in the password box (N.B. remember this is case sensitive and should contain no spaces or punctuation)
  3. Click the “OK” button

What happens now?

Your “Personal Information Portal” (PIP) will appear on the screen, displaying your personal details and any tutee, field and module responsibilities. Beneath your name, you will see a link which says “Further Personal Details”.Clicking on this will take you to the information that the Directorate of Human Resources hold for you.

How to move between personnel pages

Once you have accessed your Personnel PIP page, you may move between different pages of information using the navigation drop down menu.

  1. Click on the drop down menu near the top right hand side of the page
  2. Select the information you wish to view
  3. Click on the “GO” button to the right of the menu

What do you do if any information is wrong?

If any information about you is incorrect you should contact Human Resources. The only exception to this is if your room or telephone extension number is wrong in which case you should contact the Telecommunications Office.

On each page, there is an email link that will send mail to the appropriate department so you are advised to use these where possible.

What information can you change directly?

You are allowed to directly update the forename you are known by (eg Mike instead of Michael), your home address details and emergency contact details. Any changes to this information are audited to discourage abuse of the system.

Changing your “known as” field

  1. Enter your preferred name
  2. Click on the “Update” button to the right of the “known as” text box.

Changing your Home Address details

  1. Type in the amended address details
  2. Click on the “Update Address” button
  3. A web page will be displayed to confirm that your address has been changed – click on the Continue link at the bottom of the page.

Creating a new Home Address record

N.B. You only need to create a new home address record if you have more than one home address. If you move house, simply update your existing primary address.

  1. Click on the “Create Address” button to the right of your primary address
  2. A web page will be displayed allowing you to type in the new address details
  3. Click on the “Insert Address” button

A web page will be displayed to confirm that your new address has been inserted – click on the Continue link at the bottom of the page.

Changing your Emergency Contact details

  1. Type in the amended emergency contact details
  2. Click on the “Update Contact” button
  3. A web page will be displayed to confirm that your contact has been changed – click on the Continue link at the bottom of the page.

Creating a new Emergency Contact record

  1. Click on the “Create Contact” button to the right of your emergency contact details
  2. A page will appear to allow you to type in the new contact details
  3. Click on the “Insert Contact” button

A web page will be displayed to confirm that your new emergency contact has been inserted – click on the Continue link at the bottom of the page.

Changing your Portal Password

You may change your Portal Password by following the change password link at the bottom of your PIP page. The change password page allows you to change your Portal password and, by default, it will change your email and PC Network password at the same time. You will see a section of the web page towards the bottom of the page that looks like this:

screenshot of changing your password

The two check boxes indicate which other passwords will be reset and the default is that your email and PC Network will also be changed when you change your Portal Password. If you do not wish to change these two passwords, then un tick the boxes.