Orisoft ESS Human Resource Management System User Manual
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Orisoft Object-Oriented Human Resource Management System Suite
User Manual for ESS
Prepared by:
Orisoft Technology Berhad
Documentation Team
Document Version: 1.1
December 2003
Table of Contents
TABLE OF CONTENTS
TABLE OF CONTENTS .................................................................................................................... 2
INTRODUCTION TO ESS ................................................................................................................. 4
1. W
HAT IS
ESS? ........................................................................................................................................... 4
2. ESS O
VERVIEW
.......................................................................................................................................... 5
3. ESS P
ROCESS
F
LOW
.................................................................................................................................. 6
ESS REQUIREMENTS ...................................................................................................................... 7
1. T
HE
B
ASIC
R
EQUIREMENTS
(
FOR NORMAL USERS
) ............................................................................................ 7
2. T
HE
A
DVANCED
R
EQUIREMENTS
(
FOR TECHNICAL CONFIGURATIONS
) ................................................................... 7
3. C
ONFIGURATIONS AT THE
HRMW
IN APPLICATION LEVEL
.................................................................................... 7
USING ESS....................................................................................................................................... 8
1. G
ETTING
S
TARTED
...................................................................................................................................... 8
2. U
SING
ESS .............................................................................................................................................. 10
2.1 The Main Screen ................................................................................................................................................ 10
2.2 Frame of Links ................................................................................................................................................... 11
2.3 Submitting Change Request................................................................................................................................ 12
2.4 Approving Change Requests............................................................................................................................... 13
2.5 E-Mail Notification .............................................................................................................................................. 15
2.6 Viewing employment history lists ......................................................................................................................... 16
3. H
OW TO USE THIS
U
SER
M
ANUAL
................................................................................................................. 17
SECTION A ..................................................................................................................................... 18
PROFILE MANAGEMENT............................................................................................................... 19
W
HAT IS
P
ROFILE
M
ANAGEMENT
?.................................................................................................................... 19
1. M
Y
P
ROFILE
............................................................................................................................................. 22
1.1 Personal ............................................................................................................................................................ 22
1.1.1 My Personal Details..................................................................................................................................... 22
1.1.2 My Addresses ............................................................................................................................................. 24
1.1.3 My Qualifications ......................................................................................................................................... 26
1.1.4 My Skills ..................................................................................................................................................... 27
1.1.5 My Experiences........................................................................................................................................... 28
1.2 Family ............................................................................................................................................................... 29
1.2.1 My Spouse/Children .................................................................................................................................... 29
1.2.2 My Children ................................................................................................................................................ 31
1.2.3 My Relatives (Other).................................................................................................................................... 33
2. M
Y
C
HANGE
R
EQUESTS
............................................................................................................................. 35
2.1 My Applications .................................................................................................................................................. 35
2.2 Completed Applications ...................................................................................................................................... 35
3. M
Y
H
ISTORICAL
I
NFO
................................................................................................................................. 36
3.1 Leave List .......................................................................................................................................................... 36
3.2 Claim List........................................................................................................................................................... 37
3.3 Training List ....................................................................................................................................................... 37
3.4 Disciplinary List .................................................................................................................................................. 37
3.5 Attendance List .................................................................................................................................................. 38
3.6 Overtime List...................................................................................................................................................... 38
4. A
DMINISTRATION
....................................................................................................................................... 39
4.1 Change my Password......................................................................................................................................... 39
SECTION B ..................................................................................................................................... 40
APPLICATION MANAGEMENT ...................................................................................................... 41
W
HAT IS
A
PPLICATION
M
ANAGEMENT
? ............................................................................................................. 41
1. R
EQUEST FOR
A
PPROVAL
(RFA) ................................................................................................................. 42
1.1 Pending Requests .............................................................................................................................................. 42
STAFF MANAGEMENT .................................................................................................................. 44
W
HAT IS
S
TAFF
M
ANAGEMENT
?....................................................................................................................... 45
1. S
TAFF
P
ROFILE
M
ANAGEMENT
..................................................................................................................... 46
1.1 Change current Employee .................................................................................................................................. 46
1.2 Personal ............................................................................................................................................................ 47
1.2.1 Personal Details .......................................................................................................................................... 47
1.2.2 Addresses .................................................................................................................................................. 48
User Manual for ESS Page 2 of 68
Introduction to ESS
1.2.3 Qualifications .............................................................................................................................................. 49
1.2.4 Skills .......................................................................................................................................................... 50
1.2.5 Experience.................................................................................................................................................. 50
1.3 Family ............................................................................................................................................................... 51
1.3.1 Spouse/Children.......................................................................................................................................... 51
1.3.2 Children...................................................................................................................................................... 51
1.3.3 Relatives (Other) ......................................................................................................................................... 51
2. S
TAFF
C
HANGE
R
EQUESTS
......................................................................................................................... 53
2.1 Staff Applications ............................................................................................................................................... 53
2.2 Staff Completed Applications .............................................................................................................................. 53
4. H
ISTORICAL
I
NFO
....................................................................................................................................... 54
4.1 Leave List .......................................................................................................................................................... 54
4.2 Claim List........................................................................................................................................................... 54
4.3 Training List ....................................................................................................................................................... 54
4.4 Disciplinary List .................................................................................................................................................. 54
4.5 Attendance List .................................................................................................................................................. 55
4.6 Overtime List...................................................................................................................................................... 55
4.7 Leave Entitlement List ........................................................................................................................................ 56
5. S
UPERVISOR
’
S
L
IST
................................................................................................................................... 57
5.1 Staff Attendance List .......................................................................................................................................... 57
5.2 Staff Overtime List .............................................................................................................................................. 57
5.3 Leave List .......................................................................................................................................................... 57
SECTION C ..................................................................................................................................... 58
ORGANIZATIONAL INFO ............................................................................................................... 59
W
HAT CAN BE VIEW ED UNDER
ESS’
S
O
RGANIZATIONAL
I
NFO
................................................................................ 60
1. T
RAINING
................................................................................................................................................. 61
1.1 Training Programs.............................................................................................................................................. 61
2. R
ESOURCING
............................................................................................................................................ 62
2.1 Job Vacancies.................................................................................................................................................... 62
3. M
ISCELLANEOUS
I
NFO
................................................................................................................................ 63
3.1 Birthday List ....................................................................................................................................................... 63
3.2 Contact List........................................................................................................................................................ 63
3.3 Corporate Web Site............................................................................................................................................ 64
HELP............................................................................................................................................... 65
F
REQUENTLY
A
SKED
Q
UESTIONS
..................................................................................................................... 65
1 General/Basic Questions ....................................................................................................................................... 66
2. Profile.................................................................................................................................................................. 66
3. Application........................................................................................................................................................... 67
4 Staff ..................................................................................................................................................................... 67
5 ESS ID & Password .............................................................................................................................................. 67
6. Privacy & Security ................................................................................................................................................ 68
User Manual for ESS Page 3 of 68
Introduction to ESS
INTRODUCTION TO ESS
1. What is ESS?
ESS
stands for
Employee Self Service
. It is a web-based application that conveniently allows employees to access and update their personal details via an Internet browser at anytime and anywhere.
ESS
may be integrated into the HRMWin application, Orisoft’s premier human resource management system.
In fact, many of the core functions of ESS are derived from HRMWin.
The following are the essential features of ESS:
1. ESS allows users to update their own relevant profile information online
Group
Domain
This is subject to second-party (and perhaps including a third and fourth) approval before it is posted online and confirmed in employee records.
Therefore, changes made in ESS will be pending until approved.
During the pending stage, an escalation process takes place within the system to generate user requests and the subsequent approval from the relevant parties. The configurations for this escalation procedure are set under HRMWin.
2. ESS directly synchronizes with related Orisoft application tools, like
HRMWin and PAYWin
$
After the user’s change requests are approved, employee records will be
synchronized accordingly to both the Orisoft PAYWin and HRMWin software.
Conversely, if changes are made on PAYWin or HRMWin, those changes will be synchronized to ESS.
An advantage of having ESS synchronized to the payroll and HR systems is that it allows easier monitoring of events and updates made for the superior or reviewer. It is easier to track changes on a web-based interface.
3. ESS also allows user to view past history records
This allows a repository of historical events and records involving the
employee to be conveniently viewed and displayed on a web browser. Examples of what user can view are their employment history and details, completed training courses, work attendance, and so on.
User Manual for ESS Page 4 of 68
Introduction to ESS
2. ESS Overview
The web pages in ESS are, at times, linked to each other in order to achieve a common function. Below is a graphical overview of the ESS application.
What is ESS?
ESS stands for Employee
Self-Service. It is basically a web-based application that conveniently allows employees to access and update their personal details via an Internet browser at anytime and anywhere.
You will be logged in based on what you enter as user
ID.
Included is a link to the company's Organizational
Info. It allows you to browse organizational and corporate information and events
Manage your personal details, such as addresses, telephone numbers.
View and approve application made by staff, such as leave applications, claim applications.
View staff profiles, staff reports, and change their details on behalf of them.
Online Help and
Frequently Asked
Questions
User Manual for ESS Page 5 of 68
Introduction to ESS
3. ESS Process Flow
The following is the standard ESS process flow. This will enable our overall understanding on how the ESS system operates.
START
Employ ee submit change request
Superior v iew change request
Employ ee’s data no change, employ ee receiv e email notif ication.
NO
Approv ed?
YES
Employ ee’s data changed, employ ee receiv e email notif ication
END
User Manual for ESS Page 6 of 68
ESS Requirements
ESS REQUIREMENTS
1. The Basic Requirements (for normal users)
In order for you to gain access to ESS, please ensure that you have the following in place:
1. An Intranet connection
2. A valid User ID and Password
3. Web browser (Internet Explorer (IE 5.5 and above) is recommended.
4. Escalation procedures are in place (for the distribution of information and the generation of request approvals by ESS user’s supervisor)
2. The Advanced Requirements (for technical configurations)
These requirements are configurations done on the back-end side. Users may need to consult their technical staff regarding this.
1. Jaguar component running on the EA server
2. Connectivity to the database server
3. SMTP Mail Client and Server (for e-mail notification purposes)
**Note that Jaguar uses default port 8080. When configuring the http server, disable www publishing services (which has a Microsoft default of port 80) to avoid conflict with Jaguar. Otherwise, the message that appears on your IE screen will be “This web page cannot be displayed”
http://ict20/ 8080/hrmsnet
Server name
Port no.
The root. Set at the application level. Dynamic and can be changed
3. Configurations at the HRMWin application level
The Orisoft HRMWin application must already be installed in your system. The following are the configuration requirements that you must set up to enable ESS. Note that before attempting to configure, ensure you fully
understand your requirements instead of simply setting up without any idea or preconceptions.
1. Routing Map Setup configurations to set and define escalation levels and procedures
2. Periodic synchronization activity settings with HRMWin
3. Superior in Employee Profile must be set up
4. Organizational Setup must be fully set up
5. Application Configurations for mail setup purposes, datasource properties, run-time modes and settings, messenger notifications, etc.
User Manual for ESS Page 7 of 68
Using ESS
USING ESS
1. Getting Started
To start the application, follow the steps and procedures below:
1. Double click on the Internet Explorer (IE) icon to launch the web browser.
2. Type in the web address (URL) to access ESS.
3. The Welcome to HRMSNet screen will appear.
6. Click on the Employee Self-Service (ESSNet) to access ESS application.
7. The ESS application logon screen then will appear (refer to the following sample screenshot).
8. Type in your User ID and Password.
9. Click on the Submit button.
10. The ESS main screen will appear (refer to the following sample screenshot, which is highlighted with
indicators to describe the interface functions). It will display a welcome message and a menu list in which you may select your designation.
User Manual for ESS Page 8 of 68
Using ESS
ESS Menu
Bar
The content displayed in this frame will depend on what you select under the main menu options.
ESS Main
Menu
Options
11. You may select from the ESS main menu options. As displayed, there is Profile Management,
Application Management, Staff Management, and Help Documents.
12. Note that the frame on the left will change accordingly to display the sub-links of any of the options you select from the main menu.
13. For easy browsing of the application, you can select the links from the ESS Menu Bar on the top of the screen without frequently reverting back to the main screen.
User Manual for ESS Page 9 of 68
Using ESS
2. Using ESS
2.1 The Main Screen
ESS generally follows the typical standard HTML interface and commands.
Let’s start by observing the main screen, which is the first screen that will appear when you log in as a user.
These toolbar links will always appear, even after you exited the main page
You may click on any of the ESS Main Page links
The subfolder links will appear as frames for you to make selections
User Manual for ESS Page 10 of 68
2.2 Frame of Links
Click to get a drop-down list of available links.
Using ESS
User Manual for ESS Page 11 of 68
Using ESS
2.3 Submitting Change Request
1. Clicking on the Edit button allows the fields to become editable.
Click on the Edit button
2. Thereafter, make your changes and click on the Submit button to submit change requests, which will be pending for approval.
Click on the
Submit button
User Manual for ESS
A message will appear requesting for your
confirmation for submission
Page 12 of 68
Using ESS
2.4 Approving Change Requests
1. As the approver, you may view a listing of change request applications pending for your approval.
2. Click on the Agent ID to select a particular staff request and view its details.
Click on the
Agent ID
3. Determine the status whether to Approve, Reject, or keep it Pending.
Determine the
status
Submit Thread
4. If applicable, click on the Thread button so you could review the remarks and updates made by approvers before you.
5. Click on the Submit button to confirm approval.
User Manual for ESS Page 13 of 68
Using ESS
OPTIONAL
: Clicking on Thread will display all the remarks and status descriptions made by others in the escalation process.
6. Note the escalation level status (see the following screenshot). This indicates how many more people will have to approve the request submission before it is finally cleared for confirmation. For example, escalation level 1/1 means that only one person is need to make the approval, and has already done so.
Escalation level status
User Manual for ESS Page 14 of 68
Using ESS
2.5 E-Mail Notification
As the employee who made the change request, you may receive an email message if your change request is approved.
Note that this is entirely configurable on your email server, in terms of what message you want to appear, what email title, etc.
User Manual for ESS Page 15 of 68
Using ESS
2.6 Viewing employment history lists
Not all ESS pages are available for making request changes, for example, staff’s employment history.
The following is an example of an employment history list pertaining to leave.
User Manual for ESS Page 16 of 68
Using ESS
3. How to use this User Manual
This operating guide is divided into 2 sections.
Section A
– Covers Profile Management, which is applicable to all employees.
Section B
– Covers Application Management and Staff Management, both of which are applicable to approvers and reviewers of staff information (e.g. senior management or HR manager).
Section C
– Covers those that are accessible to all. This would involve Organizational Info.
User Manual for ESS Page 17 of 68
Section A
SECTION A
User Manual for ESS Page 18 of 68
Profile Management
PROFILE MANAGEMENT
What is Profile Management?
Profile Management
is a core module within the ESS system, in which staff may use to manage their existing personal details. In addition, they could also use it to view a listing of their respective employment histories.
As a user, you are able to perform the following:
1. View your personal details with the option to edit it and submit as a request
2. View a listing of all your existing requests that is pending for approval
3. View a listing of your employment history (categories ranging from leave history to disciplinary
history)
View your personal details
What is Profile
Management?
Manage your personal details, such as addresses, telephone numbers.
User Manual for ESS
View a listing of your employment histories
Edit your personal details
You may view your requests, pending for approval
Submit as a request
Page 19 of 68
Profile Management
Profile Management
is designed for the employee to view their own employee profile including employee personal details, family details and employee details. The employee can request to make changes from the web to provide updated details in their own profile. In addition, ESS also provides interfaces to display a listing of employee’s earning, leave, claim, training, disciplinary, performance, attendance, and overtime.
1. When login to the ESS website for the first time, by default the project management sub folder links will appear on the left side of the screen.
2. You may click Profile from the main menu on the upper left to enter into the Profile Management main page, or click on a specific sub folder link to enter a particular page directly.
3. Else, you may select Profile Management from the main screen to open it on a new window.
4. Now, you may explore the contents available in Profile Management by breaking down the menu list located on the frame (refer the following screenshot). You may have observed that folders may contain additional sub-folders to store the web contents in an organized way.
User Manual for ESS Page 20 of 68
Profile Management
5. Select a web link.
6. Select a link from any of the sub folders in Profile Management.
7. Due to sensitivity of data, the following link has been disabled for employee viewing. i) ii) iii)
My Employment Details
My Compensations
Performance List iv) My Earnings List
8. When user tries to access into any of the above-mentioned link, an “Access Denied” screen will appear.
User Manual for ESS Page 21 of 68
Profile Management
1. My Profile
1.1 Personal
1.1.1 My Personal Details
Objective
: User wants to view or change Personal Information
1. Double click the Profile Management Folder to view the sub-folders, then select My Profile, follow by
Personal sub-folder. Select My Personal Details and the following screen may appear.
2. From this screen, you may view your personal details as entered in the Employee Profile by Human
Resource Department.
3. You are allowed to edit the fields by clicking on the Edit button and the following screen will appear.
User Manual for ESS Page 22 of 68
Profile Management
Add remarks here
Note: The functions of each button is
clearly explained
4. Place the mouse pointer into the text box column to start editing your personal information.
5. Select the date from a pop up calendar to edit Birth Date.
6. To add more information about yourself, you may add in remarks in Remarks Column.
7. After editing, click on Submit button and a confirmation message box will appear.
8. Click on OK to confirm submission.
9. The changes that you have submitted will need approval from the HR Manager.
10. An email notification will be sent to you after the HR Manager has made a decision on your request, whether it is approved or rejected.
11. You can also access to My Change Requests
à My Applications to check on the list of changes that you have been made.
12. To check the status of request, go to My Change Requests
à Completed Applications.
Click on OK to proceed submission of
entries.
User Manual for ESS Page 23 of 68
Profile Management
1.1.2 My Addresses
Objective
: User wants to view or change Addresses
1. Select My Addresses from the Personal folder. The following screen will display your address details.
Click here to edit address details
2. To edit, click Edit button to enabled the text boxes for modification.
User Manual for ESS Page 24 of 68
Profile Management
3. Place the mouse pointer into the text box column to start editing your addresses information.
4. To add more information about yourself, you may add in remarks in Remarks Column.
5. After editing, click on Submit button and a confirmation message box will appear.
6. Click on OK to confirm submission.
7. The changes that you have submitted will need approval from the HR Manager.
8. An email notification will be sent to you after the HR Manager has made a decision on your request, whether it is approved or rejected.
9. You can also access to My Change Requests
à My Applications to check on the list of changes that you have been made.
10. To check the status of request, go to My Change Requests
à Completed Applications.
User Manual for ESS Page 25 of 68
Profile Management
1.1.3 My Qualifications
Objective
: User wants to view qualifications
1. Click My Qualifications link from the Personal folder. The following screen may appear.
2. You are only allowed to view Qualifications details and cannot make any modification.
3. Click Prior and Page Next to view the records if it is catered to other pages.
HINT
: The Page Prior and Page Next buttons cater for listings that will appear per screen. For example, you may have previously set a list of 2 rows to appear per screen (e.g. like the screenshot above). Clicking on Page
Next will display the next 2 rows while Page Prior will return to the last 2 rows. This enables a better display, especially if the listing is long and extended.
User Manual for ESS Page 26 of 68
Profile Management
1.1.4 My Skills
Objective
: User wants to view skills
1. Select My Skills from the Personal folder. The following screen may appear.
2. You may view your Skills details.
3. You are not allowed to make changes here, as it is read-only.
4. Click Page Prior or Page Next to view other record if it is catered for additional pages.
NOTE
: You may have noticed that certain areas are off-limits for you to make changes and edit, because they involve a more official verification by the administrator. For example, you cannot just simply add in whatever under the My Qualifications screen without consulting the HR administrator first.
User Manual for ESS Page 27 of 68
Profile Management
1.1.5 My Experiences
Objective
: User wants to view experience
1. Select My Experiences from the Personal folder. The following screen may appear.
2. You may view your Experience(s) details.
3. You may click Page Prior and Page Next to view if the record catered in the different page.
User Manual for ESS Page 28 of 68
Profile Management
1.2 Family
1.2.1 My Spouse/Children
Objective
: User wants to edit or view employee’s spouse/children details
1. Select My Spouse/Children from the Family folder. The following screen may appear.
2. You may view, edit and add new Spouse details here.
3. To view the spouse details, click the Name displayed on the table.
4. The screen then will display the Spouse details.
5. From the spouse details screen, you are able to edit the information by clicking the Edit button at the bottom of the screen.
6. The appearance of text boxes now will enable for you to make changes.
7. After completing the changes, click on Submit to forward the request changes to your superior for approval.
8. Click Confirm on the next screen.
9. Note that now the pending request changes will become value 1.
10. The changes will only show in the site after the request for changes is approved.
11. You may click the Request button to view your pending changes.
12. Otherwise, you can add new spouse details by click on the New button from the My Spouse main screen.
User Manual for ESS Page 29 of 68
Profile Management
13. Then, you may enter your spouse details. Note that the field names in red color are mandatory fields to be filled.
14. You may click the Clear button to clear the information in the screen.
15. After you have completed entering the details, click Submit to forward request changes to superior.
16. Click the Confirm button when the confirmation screen appears.
17. Note that the pending value becomes 1 now.
HINT
: The Page Prior and Page Next buttons cater for listings that will appear per screen. For example, you may have previously set a list of 2 rows to appear per screen (e.g. like the screenshot above). Clicking on Page
Next will display the next 2 rows while Page Prior will return to the last 2 rows. This enables a better display, especially if the listing is long and extended.
User Manual for ESS Page 30 of 68
Profile Management
1.2.2 My Children
Objective
: User wants to edit or view employee’s children details
1. Select My Children from the Family folder. The following screen may appear.
2. As My Spouse, you are allowed to view, edit and add new Children details.
User Manual for ESS Page 31 of 68
Profile Management
3. Click the children name displayed in the table (if applicable) to display the children’s details.
4. The children details will be displayed.
5. From here, you are allowed to edit the information by clicking on the Edit button to enable the text boxes for user input.
6. You can make changes now. To clear the screen you may click the Clear button and click Reload to reset the screen to its default (last saved) values.
User Manual for ESS Page 32 of 68
Profile Management
7. After completing the editing process, click Submit, followed by Confirm in the next screen to forward the changes to superior for approval.
8. Besides editing the existing records available, you are able to add a new record for children.
9. Click the New button from the Children main page to enter new children record. (Note: Fields in red name is compulsory for user to enter).
10. You may click Clear to clear the screen and click Close to cancel and return to the previous page.
11. Click Submit upon completion and click confirm in the next screen to confirm the submission of the request changes.
12. The pending request changes value now will be 1 waiting for approval. This means you are not allowed to make changes again until it is approved and the value becomes 0.
1.2.3 My Relatives (Other)
Objective
: User wants to edit or view employee relative information
1. Select My Relatives (Others) from the Family folder. The following screen may appear.
2. You may view, edit and add new Relative(s) details here.
3. Click on the relative name in the table to display the Relative personal details.
4. From the Relative personal details screen, you may click the Edit button to make changes.
5. Remember to click Submit, followed by Confirm on the next screen to forward the request changes to the superior for approval.
6. Else, you may add in new relative details. Click on the New button from the My Relatives main page to insert an additional relative.
7. Note that the fields in red are compulsory to enter data.
8. Click Submit and Confirm to submit the changes made for approval from superior.
9. Changes will not show in the screen immediately until it is approved.
User Manual for ESS Page 33 of 68
Profile Management
User Manual for ESS Page 34 of 68
Profile Management
2. My Change Requests
2.1 My Applications
Objective
: User wants to view list of submitted requests
1. Select My Applications from the My Change Request sub-folder. The following screen may appear.
2. You may view your Application Request(s) details.
2.2 Completed Applications
Objective
: User wants to view request status
1. Select Completed Applications from the My Change Request sub-folder. The following screen may appear.
2. You may view your Completed Application Request(s) details.
User Manual for ESS Page 35 of 68
Profile Management
3. My Historical Info
3.1 Leave List
Objective
: To view list of leave history
1. Select Leave List from the Historical Info sub-folder. The following screen may appear.
2. You may view your Leave(s) history.
User Manual for ESS Page 36 of 68
Profile Management
3.2 Claim List
Objective
: To view claim history
1. Select Claim List from the Historical Info sub-folder. The following screen may appear.
2. You may view your Claim(s) history.
3.3 Training List
Objective
: To view training history
1. Select Training List from the Historical Info sub-folder. The following screen may appear.
2. You may view your Training(s) history.
3.4 Disciplinary List
Objective
: To view disciplinary history
1. Select Disciplinary List from the Historical Info sub-folder. The following screen may appear.
2. You may view your Disciplinary(s) history.
User Manual for ESS Page 37 of 68
Profile Management
3.5 Attendance List
Objective
: To view attendance history
1. Select Attendance List from the Historical Info sub-folder. The following screen may appear.
2. You may view your Attendance(s) history.
3.6 Overtime List
Objective
: To view overtime history
1. Select Overtime List from the Historical Info sub-folder. The following screen may appear.
2. You may view your Overtime(s) history.
User Manual for ESS Page 38 of 68
Profile Management
4. Administration
4.1 Change my Password
Objective
: User wants to change user password
1. Select Change my Password from the Administration sub-folder. The following screen may appear.
2. You may change your password. Type in your Old Password, followed by your New Password.
3. Type in your new password again under Confirm Password.
4. Click on the Submit button.
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Section B
SECTION B
User Manual for ESS Page 40 of 68
Application Management
APPLICATION MANAGEMENT
What is Application Management?
Application Management
allows you, as the approver, to view and approve application made by staff
(such as leave applications, claim applications, etc.).
As an approver, you are able to perform the following:
1. View all applications made by staff that is pending your approval
2. View the details of the request(s)
3. Determine the request status as “approve”, “reject” or “pending”
What is Application
Management?
View and approve application made by staff, such as leave applications, claim applications.
View all applications made by staff
Check to
approve,
reject, or keep it pending
Click on the employee's
Agent ID
User Manual for ESS
Submit your approval
Page 41 of 68
Application Management
1. Request for Approval (RFA)
1.1 Pending Requests
Objective
: To Approved or Reject Employee’s Application
1. Select the Request for Approval (RFA) folder, and access the Pending Requests link. The following screen may appear.
2. You may view your Application Approval listing.
3. Click on the employee’s Agent ID. The following sample screenshot may appear.
Click on the
Agent ID
Determine the status whether to Approve,
Reject, or
Pending
4. Determine the status whether to Approve, Reject, or keep it Pending.
5. Click on the Submit button to confirm approval.
User Manual for ESS Page 42 of 68
Shows the escalation level
Application Management
User Manual for ESS Page 43 of 68
Staff Managem ent
STAFF MANAGEMENT
Staff Management is where you can view and edit the records of staff profiles, if you have granted permission to do so. In addition, you are also allowed to display various listing report pertaining to your staff. Please note that you will not see the staff name being displayed in the Change Current Employee screen if you are not granted permission to access that employee’s profile in addition to the approval from the administrator for the modification on the staff records.
1. To access Staff Management, click on Staff from the main menu on the upper left.
2. Otherwise, you may click Staff Management located below on the main screen to open Staff
Management in a new window.
3. The Staff Management main page will display information about the feature and provides you answers to frequently asked questions
4. On the left column, there is a staff management folder that contains several sub folders. You may click on each of them to view or edit the records if applicable.
User Manual for ESS Page 44 of 68
Staff Managem ent
What is Staff Management?
Staff Management
allows you, in the role as an overseer of the selected employee, to view staff profiles, staff reports, and change their details on behalf of them. HR administrators and superiors usually handle this area in ESS.
Staff Management allows you to perform the following:
1. View staff personal details with the option to edit it and submit as a request (as it may involve escalation)
2. After that, view a listing of all existing staff requests that is pending for approval from others
3. View a listing of staff’s employment history (categories ranging from leave history to disciplinary
history)
View em ployee's personal details
What is Staff
Management?
View staff profiles, staff reports, and change their details on behalf of them.
Click on the em ployee's
Agent ID
User Manual for ESS
View a listing of em ployee's employm ent histories
Edit employee's personal details
Submit as a request
You may view em ployee's requests, pending for approval
Page 45 of 68
Staff Managem ent
1. Staff Profile Management
1.1 Change current Employee
Objective
: User wants to view selected employee’s data
1. Select the Staff Management folder, followed by the Staff Profile Management sub-folder, and access the Change current Employee web link.
2. Only the staff name that you have granted permission to access their records will be displayed here.
Names that are not displayed here means you don’t have to right to access their records.
3. Select the employee’s employee no to access his/her staff profile.
]
4. Now you can access the sub folder on the left to view the selected employee’s details.
5. After you have completed viewing or editing this current employee’s details, you may return to this screen to change from one employee to another by clicking on the selected employee’s number.
User Manual for ESS Page 46 of 68
Staff Managem ent
1.2 Personal
1.2.1 Personal Details
Objective
: User wants to view or edit employee’s personal information
1. Ensure you have selected an employee for you to view their profile before entering to another screen to view or edit details. Note that the selected employee’s name will appear under the User ID for your information.
2. To view or edit the employee’s personal information. Select the Staff Management folder, followed by the Personal sub-folder, and access the Personal Details link. The following screen may appear.
3. You may view the employee’s personal details. Click on the Edit button to change it.
4. For greater flexibility, you may add in Remarks to offer extra information.
5. Once you have done this, click on the Requests button.
NOTE
: You may have noticed the header “Pending Requests for Change”. It is usually set as 1, and it indicates how many applicants have to make the same request in order to change any details.
HINT
: Clicking the “Reload” button will conveniently reset everything to its default (last saved) values.
User Manual for ESS Page 47 of 68
Staff Managem ent
1.2.2 Addresses
Objective
: User wants to view or edit employee’s addresses
1. Select Addresses from the Personal folder. The following screen may appear.
User Manual for ESS Page 48 of 68
Staff Managem ent
2. You may view the employee’s address details. Click on the Edit button to change it.
3. For greater flexibility, you may add in Remarks to add extra information.
4. Once you have done this, click on the Requests button.
1.2.3 Qualifications
Objective
: User wants to view employee’s qualifications
1. Select Qualifications from the Personal folder. The following screen may appear.
2. You may view the employee’s Qualifications details.
HINT
: The Page Prior and Page Next buttons cater for listings that will appear per screen. For example, you may have previously set a list of 2 rows to appear per screen (e.g. like the screenshot above). Clicking on Page
Next will display the next 2 rows while Page Prior will return to the last 2 rows. This enables a better display, especially if the listing is long and extended.
User Manual for ESS Page 49 of 68
Staff Managem ent
1.2.4 Skills
Objective
: User wants to view employee’s skills
1. Select Skills from the Personal folder. The following screen may appear.
2. You may view the employee’s Skills details.
NOTE
: You may have noticed that certain areas are off-limits for you to make changes and edit, because they involve a more official verification by the administrator. For example, you cannot just simply add in whatever under the Qualifications screen without consulting the HR administrator first.
1.2.5 Experience
Objective
: User wants to view employee’s experience
1. Select Experience from the Personal folder. The following screen may appear.
2. You may view the employee’s Experience(s) details.
User Manual for ESS Page 50 of 68
Staff Managem ent
1.3 Family
1.3.1 Spouse/Children
Objective
: User wants to view employee’s spouse/children details
1. Select Spouse/Children from the Family folder. The following screen may appear.
2. You may view the employee’s Spouse details.
3. Click on the New button to add a new spouse (if applicable).
1.3.2 Children
Objective
: User wants to view employee’s children details
1. Select Children from the Family folder. The following screen may appear.
2. You may view the employee’s Children details.
3. Click on the New button to add a new child (if applicable).
1.3.3 Relatives (Other)
Objective
: User wants to view employee’s relative’s details
1. Select My Relatives (Other) from the Family folder. The following screen may appear.
2. You may view the employee’s Relative(s) details.
3. Click on the New button to insert an additional relative.
User Manual for ESS Page 51 of 68
Staff Managem ent
User Manual for ESS Page 52 of 68
Staff Managem ent
2. Staff Change Requests
2.1 Staff Applications
Objective
: User wants to view employee’s change request
1. Select Staff Applications from the Staff Change Request sub-folder. The following screen may appear.
2. The employee’s application request pending for approval will be listed here. Click on the Agent ID to view the employee’s Application Request(s) details.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
2.2 Staff Completed Applications
Objective
: User wants to view employee’s change request that has been completed
1. Select Staff Completed Applications from the Staff Change Request sub-folder. The following screen may appear.
2. The employee’s approved application request will be listed here. Click on the Agent ID to view the employee’s Application Request(s) details.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
User Manual for ESS Page 53 of 68
Staff Managem ent
4. Historical Info
4.1 Leave List
Objective
: User wants to view employee’s leave history
1. Select Leave List from the Historical Info sub-folder. The following screen may appear.
2. You may view the employee’s Leave(s) history.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
4.2 Claim List
Objective
: User wants to view employee’s claim history
1. Select Claim List from the Historical Info sub-folder. The following screen may appear.
2. You may view the employee’s Claim(s) history.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
4.3 Training List
Objective
: User wants to view employee’s training history
1. Select Training List from the Historical Info sub-folder. The following screen may appear.
2. You may view the employee’s Training(s) history.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
4.4 Disciplinary List
Objective
: User wants to view employee’s disciplinary details
1. Select Disciplinary List from the Historical Info sub-folder. The following screen may appear.
2. You may view the employee’s Disciplinary(s) history.
User Manual for ESS Page 54 of 68
Staff Managem ent
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
4.5 Attendance List
Objective
: User wants to view employee’s attendance details
1. Select Attendance List from the Historical Info sub-folder. The following screen may appear.
2. You may view the employee’s Attendance(s) history.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
4.6 Overtime List
Objective
: User wants to view employee’s overtime details
1. Select Overtime List from the Historical Info sub-folder. The following screen may appear.
2. You may view the employee’s Overtime(s) history.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
User Manual for ESS Page 55 of 68
Staff Managem ent
4.7 Leave Entitlement List
Objective
: User wants to view employee’s leave entitlement details
1. Select Leave Entitlement List. The following screen may appear.
2. You may view the Supervisor Leave(s) history.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
User Manual for ESS Page 56 of 68
Staff Managem ent
5. Supervisor’s List
5.1 Staff Attendance List
Objective
: User (the supervisor) wants to view employee’s attendance list
1. Select Staff Attendance List from the Supervisor’s List sub-folder. The following screen may appear.
2. You may view the Supervisor Attendance(s) history.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
5.2 Staff Overtime List
Objective
: User (the supervisor) wants to view employee’s overtime list
1. Select Staff Overtime List from the Supervisor’s List sub-folder. The following screen may appear.
2. You may view the Supervisor Overtime(s) history.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
5.3 Leave List
Objective
: User (the supervisor) wants to view employee’s leave history
4. Select Leave List from the Supervisor’s List sub-folder. The following screen may appear.
5. You may view the employee’s Leave(s) history.
6. Click Page Prior or Page Next to view more records (if records cater into additional pages).
User Manual for ESS Page 57 of 68
Section C
SECTION C
User Manual for ESS Page 58 of 68
Organizational Info
ORGANIZATIONAL INFO
Organizational Info provides interface that allows user to browse the organizational and corporate information and events.
1. Select Organizational Info from the ESS menu toolbar.
2. The frame on the left side of the screen will display the following:
User Manual for ESS Page 59 of 68
Organizational Info
What can be viewed under ESS’s Organizational Info
Organizational Info
allows the user to browse organizational and corporate information and events.
Click on the
Organizational Info
link
User Manual for ESS
TRAINING: View a listing of training programs
RESOURCING:
View a listing of job vacancies
MISCELLANEOUS
INFO: View a listing of upcoming birthdays
MISCELLANEOUS
INFO: View a listing of contacts
Page 60 of 68
Organizational Info
1. Training
1.1 Training Programs
1. Select Training Program from the Training sub-folder.
2. Training details screen may appear for you to view.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
User Manual for ESS Page 61 of 68
Organizational Info
2. Resourcing
2.1 Job Vacancies
1. Select Job Vacancy from the Resourcing sub folder.
2. The details of job vacancy currently available in the company will be displayed.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages) .
User Manual for ESS Page 62 of 68
Organizational Info
3. Miscellaneous Info
3.1 Birthday List
1. Select Birthday List from Miscellaneous Info sub folder.
2. The Birthday details of staff will be listed.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
3.2 Contact List
1. Select Contact List from Miscellaneous Info sub folder.
2. The contact details of staff will be listed.
3. Click Page Prior or Page Next to view more records (if records cater into additional pages).
User Manual for ESS Page 63 of 68
Organizational Info
3.3 Corporate Web Site
1. Select Corporate Web Site from Miscellaneous Info sub folder.
2. Clicking the corporate web site will bring to your organization’s web site.
User Manual for ESS Page 64 of 68
Help
HELP
Help is a good feature that included in the ESS. This where the website can provides information pertaining to the usage of ESS and provides information to guide the user on how is the website work. Besides, It is included answer frequently asked questions and answers on problems that are always happen to users.
Frequently Asked Questions
1. Explore Frequently Asked Questions sub folder under Help folder.
2. They are several topics link available in the frequently asked questions folder.
3. Click the topic link of the topic you want to view.
User Manual for ESS Page 65 of 68
Help
1 General/Basic Questions
Click General/Basic link from Frequently Asked Questions, the below questions with answer will display in the screen.
What is ESS?
ESS stands for Employee Self-Service; this service allows you to update your personal profile, view reports related to your employment, access information on your claims, leave, training, allowances, among other items.
ESS is designed to help you maintain your profile more efficiently, by giving you access to information related to your job right at your fingertips. As a managerial position, ESS extends its' functionality even further by allowing you to view staff-related information easily, without the need to contact your HR department.
1.2 What can ESS do? How can it increase productivity for my company?
ESS allows for immediate access to personal information directly to the employee; this allows employees to update and maintain personal profiles by themselves. In addition, the employee can view reports that shows information such as claims made this month, allowances/deductions, payslips, and other such items. In a traditional system, employees who require changes to the profile or reports may need to contact the HR/Payroll department, and wait for their response. The HR/Payroll department in turn waste valuable time generating these reports to the employee, by manual or system-automated tasks. Either way, time is wasted, which is probably every company's most important resource. ESS shortens these processes by allowing the employee to personally manage his own profile, thus reducing workload for the HR department, which in turn can then divert their focus on more productive tasks, such as developing and monitoring key talent for the company.
What do I need to use ESS?
At the very most basic, you will need a web browser with JavaScript enabled. Although any browser with
JavaScript support is capable of running ESS, we recommend using Internet Explorer 5.5 and above to ensure the highest compatibility with ESS.
2. Profile
Click Profile link from Frequently Asked Questions, the below questions with answer will display in the screen.
2.1 What is Profile Management?
Profile managements enable you to view personal information, related or not related to the job. This information includes your personal particulars, addresses, qualifications, compensations, and so forth. Some of these information come in the form of reports, whereas some are fully interactive, allowing you to change details as needed.
2.2 How do I start viewing/changing my profile?
On the left of the page is a navigation page; this page helps you navigate through various sections of your profile.
The navigation bar consists of folders and documents; opening a folder (by clicking on the + icon next to it) will reveal more folders and/or documents. Clicking on a document will then open a page on the right, showing the detail body of the document. You can then view your profile, or change details by clicking on the edit button at the bottom. Some sections consist of summary pages and detail pages; for example, the skill pages. For each record, there is a link embedded into a column. Clicking on this link will open up a new window, showing the full details for the record.
2.3 When I change something in my profile, why is it that it is still the same, even though I have submitted the changes?
When you submit the changes, it is routed to your administrator for his approval before being updated in the database. Keep in mind that your administrator may not necessarily be the system administrator for the ESS; instead, it can be your superior, manager or even your secretary, depending on how the route map is set in the system.
2.4 Why can't I change my details? It shows the columns, but I cannot edit it.
Be sure to click on the change button when you want to change details in a page. This is so that you do not accidentally submit changes to your profile.
2.5 I don't see an edit button at the bottom of the page. Is there something wrong?
No. Not all information that is displayed is editable. Some of the information, such as your personal addresses can be changed; however, certain information cannot be modified in any manner, such as your
salary or
allowances/deductions. More often than not, information that has been locked is usually determined by the management in your company, and is not to be modified by the employee himself.
User Manual for ESS Page 66 of 68
Help
2.6 Why can't we change our personal details in real-time (as in, make changes to the actual records)?
The restriction of not being able to make changes to the actual records are implemented for security purposes.
This allows managers/administrators to keep track of changes made to their profiles. This can prevent many unpleasant situations for the employees and the management; for example, malicious attempts to fill a profile with false information can be detected and stopped by the system.
3. Application
Click Applications link from Frequently Asked Questions, the below questions with answer will display in the screen.
3.1 What is Application Management?
Application management allows you to keep track of applications, applied either by you or your sub-ordinates.
These applications consist of leave applications, overtime applications, training applications, and Request for
Change applications. Currently, ESS only supports RFC applications, but support for other applications will be added in the future.
3.2 What is Request For Change (RFC) application?
Whenever a change is made in a staff's profile that is have been assigned to you, an application is forwarded to you, awaiting approval/rejection. This allows those in managerial positions to closely monitor changes made to employee profiles, and to verify the integrity of the requests.
3.3 How do I approve/reject an application?
At the bottom of each application, there are two buttons: 'Approve' and 'Reject'. Clicking on the button will carry out their task respectively, which is to approve or reject the application. Upon clicking on the action, you will be forwarded to a confirmation page, where you can review final changes before sending it out.
3.4 I want to leave a note for the next approver/employee. Where can I do this?
At each application, there is a 'remarks' column. Make use of this to pass information to the next recipient of the application.
4 Staff
Click Staff link from Frequently Asked Questions, the below questions with answer will display in the screen.
4.1 What happens when I make a change in the staff profile? Is it still subject to approval?
A new entry will be treated as though the staff himself entered it; meaning, approval will be routed to your administrators. The same conditions apply for the staff, whereby the changes will first be routed to the administrators, which will approve the request for changes.
4.2 Why is the 'Change employee' page empty? I don't seem to see anything.
You have not been given permission to view any employee pages. If you believe you should be granted these permissions, please contact your administrator.
4.3 How can I view 'XXX' employee?
On the navigation page (at the left), there is a 'Change current employee' page. Upon opening this page, a list of employees will be shown. Clicking on an employee name will change the current staff profile to the selected employee. Now, when you select a detail from the 'Staff Profile Management' folder in the navigation page, the detail will be that of the selected employee.
4.4 I'm getting an error message saying that I have not chosen a staff profile to view. What does this mean?
In order to view a staff's profile, you must first pick the profile to view. If you're unsure of how to do this, refer to the guide/FAQ 4.3 to learn how.
5 ESS ID & Password
Click ESS ID & Password link from Frequently Asked Questions, the below questions with answer will display in the screen.
User Manual for ESS Page 67 of 68
Help
5.1 I don't seem to be given a user login/password. Where can I apply for access?
Not everyone is given a login to ESS. If you require access to the user login, please contact your administrator or management for further information.
5.2 My password isn't working. Why?
Here are a few tips to that can help you with login problems:
•
Make sure your CAPS LOCK key is not on. Passwords are case-sensitive, meaning that the password has to be typed in exactly each time. For example, PaSSWoRD is not the same as Password.
•
At times, especially during system updates, it's necessary to clear your browser cache. Your browser cache stores contents of previously visited web sites, to allow you to access sites more quickly. However, this can result in older versions of pages that may have been updated recently.
•
Wait for a few hours, and try again. It's also a good idea to check with your system administrator to find out if a problem has occurred or not.
5.3 What if I lose my password? How can I recover it?
Unfortunately, ESS does not have users to retrieve their passwords yet. The best way to recover your password quickly is to contact your administrator.
6. Privacy & Security
Click Privacy & Security link from Frequently Asked Questions, the below questions with answer will display in the screen.
6.1 I do not want anyone to view my payslips/financial reports. How secure is ESS?
ESS runs on Secure Socket Layer (SSL), allowing for a secure connection each time. SSL is an international standard of web security/cryptography, and is widely used by a large number of sites to protect their transactions in pages.
6.2 What are sessions? How do they contribute to security?
Each time you are logged on, ESS will create a session between you (the client) and the server. Sessions contain information related to login, such as your employee no, user ID, and so forth. You do not need to concern yourself with these sessions, as they are controlled by ESS, and do not require your attention.
6.3 ESS tells me that my session has expired. What does this mean?
Each session has an idle time-out period. Idle time-periods refer to the time of inactivity from your browser. Timeout periods are implemented for security purposes, such as preventing unauthorized usage of your ESS account.
User Manual for ESS Page 68 of 68
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