Professional Documents
Culture Documents
Bhel Ess Manual
Bhel Ess Manual
USER MANUAL
TIME MANAGEMENT - APPLICATIONS
IN ENTERPRISE PORTAL
Version 1.0
Contents
Section 1
Absences ..................... 4
Section 2
Section 3
3.1.1
List of Figures
Figure 1: SAP Net Weaver Home page ........................................................................................................... 6
Figure 2: Overview screen ............................................................................................................................... 6
Figure 3: Working Time screen ....................................................................................................................... 7
Figure 4: Quota Overview screen .................................................................................................................... 7
Figure 5: Quota Overview screen (Absence Quotas from 01/08/2009) ........................................................... 7
Figure 6: Leave Request screen ....................................................................................................................... 8
Figure 7: Team calendar Overview .................................................................................................................. 8
Figure 8: Calendar Overview ........................................................................................................................... 9
Figure 9: Time Accounts(Absence Quota) Overview ...................................................................................... 9
Figure 10: Applied leaves Overview ............................................................................................................. 10
Figure 11: Leave Request (Casual Leave Display and Edit) screen ............................................................ 10
Figure 12: Leave Request (Casual Leave - Review and Send) screen ........................................................... 11
Figure 13: Leave Request (Casual Leave - Completed) screen ..................................................................... 12
Figure 14: Leave Request (Casual Leave Display and Edit) screen ............................................................ 12
Figure 15: Leave Request (Casual Leave Display and Edit) screen ............................................................ 13
Figure 16: Leave Request (Casual Leave Display and Edit) screen ............................................................ 13
Figure 17: Leave Request (Casual Leave Display and Edit) screen ............................................................ 14
Figure 18: Leave Request (Casual Leave Display and Edit) screen ............................................................ 14
Figure 19: Leave Request screen ................................................................................................................... 15
Figure 20: Leave Request (Overview of Leave) screen ................................................................................. 15
Figure 21: Leave Request (Casual Leave) screen .......................................................................................... 16
Figure 22: Leave Request (Casual Leave - Change) screen .......................................................................... 16
User Manual
Time Management
Page 2 of 49
Figure 23: Leave Request (Modify Casual Leave - Review and Send) screen .............................................. 17
Figure 24: Leave Request (Modify Casual Leave - Completed) screen ........................................................ 17
Figure 25: Leave Request screen ................................................................................................................... 18
Figure 26: Leave Request (Overview of Leave) screen ................................................................................. 19
Figure 27: Leave Request (Casual Leave) screen .......................................................................................... 19
Figure 28: Leave Request (Casual Leave - Delete) screen ............................................................................ 20
Figure 29: Leave Request (Delete Casual Leave - Review and Send) screen ............................................... 20
Figure 30: Leave Request (Delete Casual Leave - Completed) screen .......................................................... 21
Figure 31: Leave Request (Earned Leave Display and Edit) screen ........................................................... 22
Figure 32: Leave Request (Earned Leave - Review and Send) screen .......................................................... 23
Figure 33: Leave Request (Earned Leave - Completed) screen ..................................................................... 23
Figure 34: Leave Request (Earned Leave Display and Edit) screen ............................................................ 24
Figure 35: Leave Request (Earned Leave Display and Edit) screen ............................................................ 24
Figure 41: Leave Request (Commuted Sick Leave Display and Edit) screen ............................................ 25
Figure 42: Leave Request (Commuted Sick Leave - Review and Send) screen ............................................ 26
Figure 43: Leave Request (Commuted Sick Leave - Completed) screen ...................................................... 26
Figure 44: Leave Request (Commuted Sick Leave Display and Edit) screen ............................................ 27
Figure 45: Leave Request (Commuted Sick Leave Display and Edit) screen ............................................ 27
Figure 46: Leave Request (Special Casual Leave Display and Edit) screen ............................................... 28
Figure 47: Leave Request (Special Casual Leave - Review and Send) screen .............................................. 29
Figure 48: Leave Request (Special Casual Leave - Completed) screen ........................................................ 30
Figure 49: Leave Request (Special Casual Leave Display and Edit) screen .............................................. 30
Figure 62: Leave Request (Compensatory Off Display and Edit) screen ................................................... 31
Figure 63: Leave Request (Compensatory Off - Review and Send) screen................................................... 32
Figure 64: Leave Request (Compensatory Off - Completed) screen ............................................................. 32
Figure 65: Leave Request (Compensatory Off Display and Edit) screen ................................................... 33
Figure 66: SAP Net Weaver Home page with Universal Worklist for Approver .......................................... 34
Figure 67: Task screen ................................................................................................................................... 34
Figure 68: Leave Approval (Casual Leave Display and Edit) screen .......................................................... 35
Figure 69: Leave Approval (Casual Leave Display and Edit) screen .......................................................... 35
Figure 70: Leave Approval (Casual Leave Review and Send) screen ........................................................ 36
Figure 71: Leave Approval (Casual Leave Completed) screen ................................................................... 36
Figure 72: SAP Net Weaver Home page with Universal Worklist for Approver .......................................... 37
Figure 73: SAP Net Weaver Home page ....................................................................................................... 38
Figure 74: SAP Net Weaver Home page (Tracking tab) ............................................................................... 38
Figure 75: History details screen ................................................................................................................... 39
Figure 76: History details Overview screen ................................................................................................... 39
Figure 77: SAP Net Weaver Home page ....................................................................................................... 40
Figure 78: Overview screen ........................................................................................................................... 40
Figure 79: Benefits and Payment screen ........................................................................................................ 41
Figure 80: Leave Encashment Request screen ............................................................................................... 41
Figure 81: Time Accounts Overview screen.................................................................................................. 42
Figure 82: Applied leave encashment requests screen ................................................................................... 42
Figure 83: Change/Delete leave encashment request screen ......................................................................... 43
Figure 84: Leave encashment submit screen ................................................................................................. 43
Figure 85: Leave encashment (Review & Send) screen ................................................................................ 44
Figure 86: Leave encashment (Completed) screen ........................................................................................ 44
Figure 87: SAP Net Weaver Home page ....................................................................................................... 46
Figure 88: Service Map screen....................................................................................................................... 46
Figure 89: Work Overview screen ................................................................................................................. 47
Figure 90: Team Calendar ............................................................................................................................. 48
Figure 91: Absence days of the selected employee ....................................................................................... 48
User Manual
Time Management
Page 3 of 49
Section 1
Absences
Absence Types
Casual leave
Earned leave
Half Pay leave
Commuted sick leave
Special casual leave
Casual leave first half
Casual leave second half
Optional holiday
Compensatory Off
Workflow related to sanction or cancellation of leave is based upon position to
reporting position relationship. Taking into account of delegation of powers for
approval, the workflows for the above kind of leaves have been categorized into 3
groups:
These Leave types have only one level approval process i.e,
User Manual
Time Management
Page 4 of 49
These leave types follows two level approval process based on the Employee Group of
Controlling Employee. For cases where the immediate controlling employee belongs to
Employee group = Executive, the leave will be sanctioned and approved. For cases where the
immediate controlling employee does not belong to Employee Group = Executive, the
workflow will be routed to the 2nd level Controlling Employee. Irrespective of the Employee
Group of 2nd level controlling employee the workflow will terminate here for approval.
Sanction for these leave types require supporting documents. Hence the workflow related to
these leave types after approval of sanctioning authority will be routed to Unit Time
Administrator. After submission of leave application in ESS, employee has to obtain a printout
of the leave application and alongwith the documents submit the same to Unit HR
administrator
User Manual
Time Management
Page 5 of 49
1.1.1
User Manual
Time Management
Page 6 of 49
User Manual
Time Management
Page 7 of 49
User Manual
Time Management
Page 8 of 49
Sent
- This indicates the leave requests that have not yet been approved. This
includes new requests and requests for changes to be made.
- This indicates the requests for those absences are to
Deletion Requested
be deleted. This includes absences that have already been approved that an employee would
like to cancel.
* Note : The absences processed through R/3 also are also indicated in this display.
Show Calendar: It displays the calendar of a year. But, at a time displays the
calendar for 3 months.
Show Time Accounts:. This enables employees to an summary of the Leave accrued
vis--vis leave availed.
link, the following section appears:
Show Overview of Leave: This gives the employees an overview of all of their
applied absences with the period and status.
User Manual
Time Management
Page 9 of 49
1.1.1.1
The employee can apply for a Casual leave by using the Leave Request screen.
1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service Working
Time Leave Request.
The Leave Request screen appears. A sample screenshot in the process of applying for
Casual leave is displayed below.
Figure 11: Leave Request (Casual Leave Display and Edit) screen
User Manual
Time Management
Page 10 of 49
Description
Type of Leave
From
the
dropdown
Leave.(Mandatory)
Date
Reason
Address during
Leave
Contact No.
Approver
list,
including
select
street,
or Review
Casual
city
and
button.
Figure 12: Leave Request (Casual Leave - Review and Send) screen
4. Check and verify the Casual leave details and then click the Send
button.
The Leave Request (Casual Leave - Completed) screen appears. The screen displays the
following message: The leave request has been sent.
User Manual
Time Management
Page 11 of 49
Figure 14: Leave Request (Casual Leave Display and Edit) screen
User Manual
Time Management
Page 12 of 49
2. When an employee wants to avail casual leave during the transition period i.e. moving
from a validity period to another:
Example: If an employee applies for Casual leave for the period 29.06.2009 to
02.07.2009.
An error message appears on the Leave Request (Casual Leave Display and Edit) screen
as displayed below.
Figure 15: Leave Request (Casual Leave Display and Edit) screen
In this case, the employee has to contact the Time administrator offline, so that the Time
administrator can create quota for few days in next block for the employee.
3. Start: If an employee enters the start date in continuation with Earned leave:
An error message appears on the Leave Request (Casual Leave Display and Edit)
screen as displayed below.
Figure 16: Leave Request (Casual Leave Display and Edit) screen
User Manual
Time Management
Page 13 of 49
4. Start: If an employee enters the start date in continuation with Half Pay leave:
An error message appears on the Leave Request (Casual Leave Display and Edit)
screen as displayed below.
Figure 17: Leave Request (Casual Leave Display and Edit) screen
5. Start: If an employee enters the start date in continuation with Commuted sick leave:
An error message appears on the Leave Request (Casual Leave Display and Edit)
screen as displayed below.
Figure 18: Leave Request (Casual Leave Display and Edit) screen
1.1.1.1.1
The employee can modify the applied Casual leave by using the Leave Request screen. This
leave has not yet been approved by the Controlling Employee.
User Manual
Time Management
Page 14 of 49
1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service Working
Time Leave Request.
The Leave Request screen appears
link.
User Manual
Time Management
Page 15 of 49
button.
button.
The Leave Request (Modify Casual Leave - Review and Send) screen appears.
User Manual
Time Management
Page 16 of 49
Figure 23: Leave Request (Modify Casual Leave - Review and Send) screen
6. Check and verify the details of leave, then click the Send
button.
The Leave Request (Modify Casual Leave - Completed) screen appears. The screen
displays the following message: The leave request has been sent.
Whenever a change is done, the leave change request will undergo a workflow which is same
as the leave application approval workflow of Casual leave.
On getting approved by the final level, the changes get done. On completion of the approval
process, the leave modifier gets a notification email in his BHEL id.
User Manual
Time Management
Page 17 of 49
NOTE:
The changes and deletion in the already applied leave can be done by the
requestor only after receiving the confirmation email regarding approval of
the earlier applied leave notification.
1.1.1.1.2
The employee can delete applied Casual leave by using the Leave Request screen.
1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service Working
Time Leave Request.
The Leave Request screen appears
link.
User Manual
Time Management
Page 18 of 49
button.
User Manual
Time Management
Page 19 of 49
button.
The Leave Request (Delete Casual Leave - Review and Send) screen appears
Figure 29: Leave Request (Delete Casual Leave - Review and Send) screen
6. In case the leave request has to be deleted, finally click the Delete
button.
The Leave Request (Delete Casual Leave - Completed) screen appears. The screen
displays the following message: The leave request has been deleted
User Manual
Time Management
Page 20 of 49
On getting approved by the final level, the leave request gets deleted. On completion of the
approval process, the leave requestor gets a notification email.
NOTE:
For all the absence types, the leave deletion request will follow the same workflow. But
whenever a new leave request is applied then the request will follow the workflow
specific to the absence type.
The changes and deletion of already applied leave can be done by the leave requestor
only after receiving the email notification for leave approval.
1.1.1.2
The employee can apply for an Earned leave by using the Leave Request screen.
User Manual
Time Management
Page 21 of 49
1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service Working
Time Leave Request.
The Leave Request screen appears. A sample screenshot in the process of applying for
Earned leave is displayed below
Figure 31: Leave Request (Earned Leave Display and Edit) screen
2. Enter details, as described in the following table:
Field Name
Description
Type of Leave
Date
Reason
Address during
Leave
Contact No.
Approver
including
street,
or Review
city
and
button.
The Leave Request (Earned Leave - Review and Send) screen appears.
User Manual
Time Management
Page 22 of 49
Figure 32: Leave Request (Earned Leave - Review and Send) screen
4. Check and verify the Earned leave details and then click the Send
button.
The Leave Request (Earned Leave - Completed) screen appears. The screen displays the
following message: The leave request has been sent
User Manual
Time Management
Page 23 of 49
In case of Earned leave, the leave request has to go through the following two levels of
approval:
Figure 34: Leave Request (Earned Leave Display and Edit) screen
2. Start: If an employee enters the start date in continuation with Casual leave:
An error message appears on the Leave Request (Earned Leave Display and Edit)
screen as displayed below
Figure 35: Leave Request (Earned Leave Display and Edit) screen
User Manual
Time Management
Page 24 of 49
NOTE:
For steps to be followed for Deletion/Modification of Earned leave requests, refer to sections
1.1.1.1.1 and 1.1.1.1.2 respectively.
Whenever a change is done, the leave change request will undergo a workflow which is same
as the leave application approval workflow of Earned leave.
On getting approved by the final level, the changes get done. On completion of the approval
process, the leave modifier gets a notification email in his BHEL id.
1.1.1.3
The employee can apply for a Commuted Sick leave, by using the Leave Request screen.
1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service Working
Time Leave Request.
The Leave Request screen appears. A sample screenshot in the process of applying for
Commuted Sick leave is displayed below.
Figure 36: Leave Request (Commuted Sick Leave Display and Edit) screen
2. Enter details, as described in the following table:
Field Name
Description
Type of Leave
Date
Reason
Address during
Leave
Contact No.
User Manual
including
Time Management
street,
city
and
Page 25 of 49
Approver
or Review
button.
The Leave Request (Commuted Sick Leave - Review and Send) screen appears.
Figure 37: Leave Request (Commuted Sick Leave - Review and Send) screen
button.
4. Check and verify the Commuted Sick leave details, and then click the Send
The Leave Request (Commuted Sick Leave - Completed) screen appears. The screen
displays the following message: The leave request has been sent.
User Manual
Time Management
Page 26 of 49
Figure 39: Leave Request (Commuted Sick Leave Display and Edit) screen
2. Start: If an employee enters the start date in continuation with Casual leave:
An error message appears on the Leave Request (Commuted Sick Leave Display
and Edit) screen as displayed below.
Figure 40: Leave Request (Commuted Sick Leave Display and Edit) screen
User Manual
Time Management
Page 27 of 49
NOTE:
For steps to be followed for Deletion/Modification of Commuted sick leave requests, refer to
sections 1.1.1.1.1 and 1.1.1.1.2 respectively.
Whenever a change is done, the leave change request will undergo a workflow which is same
as the leave application approval workflow of Commuted sick leave.
On getting approved by the final level, the changes get done. On completion of the approval
process, the leave modifier gets a notification email in his BHEL id.
1.1.1.4
The employee can apply for a Special Casual leave by using the Leave Request screen.
1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service Working
Time Leave Request.
The Leave Request screen appears. A sample screenshot in the process of applying for
Special Casual leave is displayed below.
Figure 41: Leave Request (Special Casual Leave Display and Edit) screen
2. Enter details as described in the following table:
Field Name
Description
Type of Leave
Date
Reason
User Manual
Time Management
Page 28 of 49
dropdown list.(Mandatory)
Address during
Leave
Contact No.
Approver
including
street,
or Review
city
and
button.
The Leave Request (Special Casual Leave - Review and Send) screen appears.
Figure 42: Leave Request (Special Casual Leave - Review and Send) screen
button.
4. Check and verify the Special Casual leave details and then click the Send
The Leave Request (Special Casual Leave - Completed) screen appears. The screen
displays the following message: The leave request has been sent.
User Manual
Time Management
Page 29 of 49
In case, of Special Casual leave, the leave request has to go through the following two levels
of approval:
Figure 44: Leave Request (Special Casual Leave Display and Edit) screen
NOTE:
User Manual
Time Management
Page 30 of 49
For steps to be followed for Deletion/Modification of Special casual leave requests, refer to
sections 1.1.1.1.1 and 1.1.1.1.2 respectively.
Whenever a change is done, the leave change request will undergo a workflow which is same
as the leave application approval workflow of Special casual leave.
On getting approved by the final level, the changes get done. On completion of the approval
process, the leave modifier gets a notification email in his BHEL id.
1.1.1.5
The employee can apply for a Compensatory Off by using the Leave Request screen.
Compensatory Off absence type as per Personnel Manual clause No11 sub-section E1 of Vol
II.
Employee will be able to apply for Compensatory Off only if the a quota for the same has
been created by Unit Time Administrator.
1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service Working
Time Leave Request.
The Leave Request screen appears. A sample screenshot in the process of applying for
Compensatory Off is displayed below.
Figure 45: Leave Request (Compensatory Off Display and Edit) screen
2. Enter details, as described in the following table:
Field Name
Description
Type of Leave
Date
Reason
Address during
Leave
Contact No.
User Manual
including
Time Management
street,
city
and
Page 31 of 49
Approver
or Review
button.
The Leave Request (Compensatory Off - Review and Send) screen appears.
Figure 46: Leave Request (Compensatory Off - Review and Send) screen
4. Check and verify the Compensatory Off details and then click the Send
button.
The Leave Request (Compensatory Off - Completed) screen appears. The screen displays
the following message: The leave request has been sent.
User Manual
Time Management
Page 32 of 49
In case, of Compensatory off the leave request has to go through the following two levels of
approval:
Figure 48: Leave Request (Compensatory Off Display and Edit) screen
NOTE:
For steps to be followed for Deletion/Modification of Compensatory off requests, refer to
sections 1.1.1.1.1 and 1.1.1.1.2 respectively.
Whenever a change is done, the leave change request will undergo a workflow which is same
as the leave application approval workflow of Compensatory off.
On getting approved by the final level, the changes get done. On completion of the approval
process, the leave modifier gets a notification email in his BHEL id.
1.1.2
This section describes the steps through which the approver can approve or reject leave
requests by employees.
1. Login to the SAP Net Weaver portal as an approver.
The SAP Net Weaver Home page appears with Universal Worklist.
User Manual
Time Management
Page 33 of 49
Figure 49: SAP Net Weaver Home page with Universal Worklist for Approver
The recently applied leaves by employees appear in the work list of the approver after 1
minute duration.
2. In case recently applied leaves by employees does not appear in the list, click Refresh as
shown in the screenshot above.
The leave request appears in the list.
3. Select the leave request to be approved by clicking on its left side.
Once selected, its colour changes as shown in the following screen.
button.
The Leave Approval (Casual Leave Display and Edit) screen appears.
User Manual
Time Management
Page 34 of 49
Figure 51: Leave Approval (Casual Leave Display and Edit) screen
5. Based on whether the leave request is to be approved or rejected, choose the Approve or
Reject buttons accordingly. To approve the leave, click the Approve
button.
The following screen appears.
Figure 52: Leave Approval (Casual Leave Display and Edit) screen
6. Click the Review
button.
The Leave Approval (Casual Leave Review and Send) screen appears.
User Manual
Time Management
Page 35 of 49
Figure 53: Leave Approval (Casual Leave Review and Send) screen
7. Click the Approve Request
button.
The Leave Approval (Casual Leave Completed) screen appears with the approved leave
details. The screen displays the following message: You have approved the leave request.
User Manual
Time Management
Page 36 of 49
9. Click Refresh as shown, then the approved leave request will disappear from the list as
shown in the following screen:
Figure 55: SAP Net Weaver Home page with Universal Worklist for Approver
This shows that the leave request approval process has been completed.
Approver has also the option to view the quota entitlements of the requester.
Approver is also able to view the history of the sanctioned leaves of the requester.
User Manual
Time Management
Page 37 of 49
1.1.3
This section describes how after applying for a leave, the leave requestor can track the
approval process of the leave request.
1. Login to the SAP Net Weaver portal.
The SAP Net Weaver Home page appears.
User Manual
Time Management
Page 38 of 49
3. Select the leave request for which you wish to track approval process.
Once selected its colour changes,
4. Click the selected request.
The following screen appears.
User Manual
Time Management
Page 39 of 49
Section 2
Leave Encashment
2.1.1
User Manual
Time Management
Page 40 of 49
User Manual
Time Management
Page 41 of 49
When the request gets approved, the Approver id also appears on the screen.
User Manual
Time Management
Page 42 of 49
9. Click the Leave Encashment Request present on the Leave encashment overview screen.
. The following screen appears.
To change or delete the already applied leave encashment request, click the Change
or Delete
buttons accordingly.
11.
To apply for a leave encashment, click Submit New Request
button.
The following screen appears.
Field Name
Description
Time Account
Leave Encashment
Method
Days to be
encashed
User Manual
list,
select
Time Management
the
leave
Page 43 of 49
button.
button.
The following screen appears. This screen displays the following message: Your request
has been sent successfully.
User Manual
Time Management
Page 44 of 49
In case of Leave encashment, the request has to go through following two levels of approval:
For steps to be followed to approve and track leave encashment request, refer to sections
1.1.2 and 1.1.3 respectively.
User Manual
Time Management
Page 45 of 49
Section 3
3.1.1
User Manual
Time Management
Page 46 of 49
tab.
the
overview
of
Absence
&
Attendance
through
Graphical
- This sector of Pie chart displays the half day absences maintained.
- This sector of Pie chart displays the absences that are in Sent status and are
neither approved nor rejected.
In the Employee list dropdown list, the option:
Directly Subordinate Employees means that the Head of an Organizational unit can view
the details of the employees who are under him only in his organizational unit & sub units.
All Employees means that the Head of an organizational unit can view the details of all the
employees in his organization units & sub units who are under him and also under other
heads of his sub units.
4. Click the Show Overview
button.
User Manual
Time Management
Page 47 of 49
button.
- It indicates the Full-day absences that have been approved through all the
- Several half day or full day absences can exist for one day. So,
Multiple Entries
this indicates the posted absences and requested leaves.
- This indicates the leave requests that have not yet been approved. This
Sent
includes new requests and requests for changes to be made.
- This indicates requests for absences to be deleted.
Deletion Requested
This includes absences that have already been approved that an employee would like to
cancel.
The period for which the calendar is to be viewed can also be selected.
On selecting the General Information under Employee Information the following screen
appears.
User Manual
Time Management
Page 48 of 49
The calendar displays the absence days of an employee, since the employee is on study leave
so the period appears in Yellow color. The period of absence is also specified in the Period
block.
The period for which the leave details need to be displayed can be selected from Personalize
settings.
In this case, 2 years have been selected.
User Manual
Time Management
Page 49 of 49