Employee Self Service

(User manual)
 Table of Contents
1. ESSHome....................................................................................................................................4
2. INFOTYPES...............................................................................................................................5
2.1 Personal Data...........................................................................................................................5
2.2 Address.....................................................................................................................................6
2.3 Education..................................................................................................................................9
2.4 Previous Employer..................................................................................................................11
2.5 Communication.......................................................................................................................13
2.6 Family details.........................................................................................................................15
2.7 Passport details......................................................................................................................17
2.8 Medical details........................................................................................................................18
2.9 Visa details..............................................................................................................................19
2.10 Nominee details....................................................................................................................21
2.11 My PaySlip............................................................................................................................23
2.12 Organization assignment......................................................................................................27
2.13 Travel Plan...........................................................................................................................28
2.14 Reporting Manager...............................................................................................................29
2.15 Dates of employment and work experience..........................................................................30
2.16 Current working location.....................................................................................................32
2.17 Additional Personal Data.....................................................................................................33
2.18 Account Information.............................................................................................................34
2.19 PAN.......................................................................................................................................35
2.20 Savings Information..............................................................................................................36
3. STATUS...................................................................................................................................37
3.1 Submitted Request...................................................................................................................37
3.2 Archived Request....................................................................................................................38
4. REPORTS.................................................................................................................................39
4.1 PIF..........................................................................................................................................39
4.2 Affidavit...................................................................................................................................40
4.3 Nominee Form-PF and Pension.............................................................................................41
4.4 Nominee Form - Gratuity.......................................................................................................42
4.5 Employment/Address proof.....................................................................................................43
4.6 GEO Employment/Address proof...........................................................................................44
4.7 EAP Report.............................................................................................................................45
4.8 LSA Report..............................................................................................................................46
4.9 LSA Automation......................................................................................................................47
4.10 Closed Requests Dump.........................................................................................................48
5. PENDING APPROVAL...........................................................................................................49
5.1 Change/Creations Pending Approval.....................................................................................49
5.2 Change suggestions Pending approval..................................................................................50
6. ADMIN.....................................................................................................................................51
6.1 Configure Tracker Mails........................................................................................................51
6.2 Configure Exceptional EHS Reps...........................................................................................52
6.3 Configure SPOC Users...........................................................................................................53
6.4 Configuring DUHR Self Approval..........................................................................................54
6.5 Configure ESS Search Details................................................................................................55
6.6 Configure EAP Purpose List..................................................................................................56
6.7 HR Mapping Configurator.....................................................................................................57
6.8 HR Dump................................................................................................................................58
6.9 Pending with DUHR/EHS Rep...............................................................................................59
6.10 User Roles.............................................................................................................................60
6.11 SAP Upload Report...............................................................................................................61
6.12 SAP Upload Summary..........................................................................................................62
1. ESSHome
ESS application home page consists of a header at the top and a menu list bar to the left
side which are always visible. The header shows the current date, employee SAP code, Country specific
Id, employee name and hyperlinks like ESS Home, myHCL.in, Help & Logout and to the top right Search
tool is provided.

The portion below the header have the various panels like Organization Info.-Which
provides details of logged-in employee, HR Details-which provides HR list, Mandatory Info-which will
display all the mandatory information to be maintained, Saved Requests/Submitted Requests/Archived
Requests-displays the requests’ information, Other Applications-links to other applications, Themes-
provision to the employee for changing the layout (UI) and shows the logged-in employee’s photo if one is
available. Employees can upload their photo anytime which will be randomly audited by HR.

Screen shot:
2. INFOTYPES
2.1 Personal Data
This screen is used to view/update employee’s personal information such as Name, Date of birth, marital
status, link to upload marriage certificate if marital status is married and etc. User is shown existing SAP
data, Help description about each field, Approval flow for this infotype and Status information like action,
action date and comments, if any available . If the existing SAP data is incorrect or not existing, user can
change in the Personal Data section and save or submit. The current status of the submitted request will be
shown at the bottom of the page.

Approval type: HR approval (EHS representative manually updates data in SAP and then approves the
record).

Screen shot:
2.2 Address
This screen is used to view/add/update employee’s different address details such as Current address,
Permanent address, worksite details, etc.

Approval type: Auto Approval (Employee directly updates the data and it will be uploaded to SAP in one
hour). If an Employee belongs to US pay roll, then Current address and Worksite address changes goes for
HR Approval. If an employee belongs to INFRA, then Current address changes goes for HR approval.

Screen shot: overview page

Screenshot: address details page (to add new address details or modify existing details)
If an Employee belongs to US pay roll, the address creation screen is shown as follows.

Screen shot:
2.3 Education
This screen is used to view/add/update Employee’s different education details such as Education sub type,
from date, to date, certificate (with link to upload softcopy) , board/university, etc.

Approval type: HR Approval (When EHS representative approves, data will be directly uploaded to SAP
in one hour)

Screenshot:
Screenshot: Education detail add/modify page
2.4 Previous Employer
This screen is used to view/add/update Employee’s previous employer details such as name of the
organization, valid from date, valid to date, designation, location, last drawn salary, etc.

Approval type: HR Approval (When EHS representative approves, data will be directly uploaded to SAP
at the end of the day)

Screenshot: overview page

Screenshot: Previous Employer add/modify page
2.5 Communication

This screen is used to view/add/update employee’s communication details or work permit details such as
mail id, tax file number, IRD number, Mobile number, etc.

Approval Type: Auto Approval (Employee directly updates the data and it will be uploaded to SAP in one
hour).

Screenshot: Overview page

Screenshot: Communication/Workpermit details add/modify page
2.6 Family details

This screen is used to view/add/update employee’s family details such as type of the family member, name,
date of birth, gender, nationality, etc.

Approval type: HR Approval (When EHS representative approves, data will be directly uploaded to SAP
in one hour)

Screenshot: overview page

Screenshot: Family Details add/modify page
2.7 Passport details

This screen is used to view/update employee’s passport details such as date of expiry, date of issue,
passport number, Issuing number, place of issue, etc.

Approval Type: Auto Approval (Employee directly updates the data and it will be uploaded to SAP at the
end of the day).

Screenshot:
2.8 Medical details

This screen is used to view/update blood group of the employee.

Approval Type: Auto Approval (Employee directly updates the data and it will be uploaded to SAP in one
hour).

Screenshot:
2.9 Visa details
This screen is used to view/add/update employee’s visa details such as type of visa, from date, to date,
status of the visa, etc.

Approval Type: Auto Approval (Employee directly updates the data and it will be uploaded to SAP in one
hour).

Screenshot: Visa Overview page

Screenshot: Visa details add/modify page
2.10 Nominee details
This screen is used to view/add/update employee’s nominee details such as type of nomination, from date,
to date, etc. It is accessible only to Indian employees.

Approval Type: Auto Approval (Employee directly updates the data and it will be uploaded to SAP in one
hour).

Screenshot: Nominee Overview page

Screenshot: Nominee details add/modify page
2.11 My PaySlip

This screen is used to download (view/save) employee’s payslip. First Employee has to create password
using “Create Password” link in order to download the payslip. He/She can change the password or can
generate the new password using “Change/Forgot” link. The password will be sent to the user’s mail id.

Screen Shot Name: PaySlip Download Page (Create Password link)

Screen Shot Name: PaySlip Download (Change/Forgot Password)
Screen Shot Name: PaySlip Download Page (Create Password dialog)
Screen Shot Name: PaySlip Download Page (Change/Forgot Password)
2.12 Organization assignment
This screen is used to view/update employee’s organization assignment details by giving change suggestion
text in the provided text box. HR manually updates the changes in the SAP.

Approval type: HR Approval (DUHR manually updates data in SAP and then approves the record)

Screenshot:
2.13 Travel Plan
This screen is used to view/update the travel plan type of the employee by giving change suggestion text in
the provided text box. HR manually updates the changes in the SAP.

Approval type: HR approval (EHS representative manually updates data in SAP and then approves the
record).

Screenshot:
2.14 Reporting Manager
This screen is used to view/update employee’s Reporting Manager.

Approval type: Auto Approval (Employee directly updates the data and it will be uploaded to SAP in one
hour). When employee changes his/her RM and submits, a mail will go to New RM, Old RM and ODE
Partner informing the change of RM.

Screenshot:
Screenshot Name: ESS RM Change Request Mail

2.15 Dates of employment and work experience

This screen is used to view employee’s dates of current employment details and total work experience.
Approval type: HR Approval (DUHR approves the record and the changes are directly uploaded to SAP
in one hour).

Screenshot:

2.16 Current working location

This screen is used to view/update employee’s current working location detail.
Approval Type: Auto Approval (Employee directly updates the data and it will be uploaded to SAP by
admin manually).

Screenshot:
2.17 Additional Personal Data
This screen is accessible to only US employees to view/update additional personal data like ethnic origin,
Military status, veteran status details, etc.

Approval type: Auto approval (Employee directly updates the data and it will be uploaded to SAP in one
hour).

Screenshot:
2.18 Account Information
This screen is used to show employee’s account details like Main bank name, account number, reimburse
account details, PAN card details, etc. This is accessible to only employees on Indian payroll.

Screenshot:
2.19 PAN
This screen is used to show employee’s PAN detail. This is accessible to only employees on Indian payroll
(India & Infra).

Screenshot:
2.20 Savings Information
This screen is used to show employee’s savings information like HRA details, contributions, etc.
This is accessible to only employees on Indian payroll.

Screenshot:
3. STATUS
3.1 Submitted Request
This screen is used by the employee to view the status of his/her submitted records.

Screenshot:
3.2 Archived Request
This screen is used to display the employee’s archived requests.

Screenshot:
4. REPORTS
4.1 PIF
This link opens a Personal Information Form of the employee.

Screenshot:
4.2 Affidavit
This link opens a report of employee’s dependent’s affidavit form.

Screenshot:
4.3 Nominee Form-PF and Pension
This link opens a report of employee’s Nominee Form-PF and Pension.

Access: Accessible to all Indian Employees only.

Screenshot:
4.4 Nominee Form - Gratuity
This link opens a report of employee’s Nominee Form-Gratuity.

Access: Accessible to all Indian Employees only.

Screenshot:
4.5 Employment/Address proof
This link is used to generate Employment/Address proof letter based on the selected purpose.

Access: Accessible to all India/Infra Employees only.

Screenshot:
4.6 GEO Employment/Address proof
This link is used to generate GEO Employment/Address proof letter based on the selected purpose and the
address.

Access: Accessible to all GEO/STL Employees only.

Screenshot:
4.7 EAP Report
This link is used to view report of Employment/Address proof based on the selection criteria. ‘Export To
Excel’ feature is provided to download the filtered details in excel sheet.

Access: Accessible to Admin Role only.

Screenshot:
4.8 LSA Report
This link is used to view report of Long Service Anniversary based on the selection criteria. ‘Export To
Excel’ feature is provided to download the filtered details in excel sheet.

Access: Accessible to LSA Admin Role only.

Screenshot:
4.9 LSA Automation
This link is used to generate Long Service Anniversary letter for employees.

Access: Accessible to BU-HR, LSA Admin.

Screenshot:
4.10 Closed Requests Dump
This link opens a report from which EHS Rep. can filter and download the requests closed by them in an
excel sheet. The excel sheet is downloaded in zipped format.

Screenshot:
5. PENDING APPROVAL
5.1 Change/Creations Pending Approval
This screen is used by HR (DUHR/EHS) to approve/reject/refer back the requests submitted by the
employees.

Screenshot:
5.2 Change suggestions Pending approval
This screen is used by HR (DUHR or EHS) to approve/reject/refer back the change requests raised by the
employees.

Screenshot:
6. ADMIN

6.1 Configure Tracker Mails

This screen is used by admin people to configure tracker mails (Indian/GEO/DUHR/ALL).

Screenshot:
6.2 Configure Exceptional EHS Reps.
This screen is used by admin people to configure the Exceptional EHS Reps. for specific type of employees
like Corporate Officers etc.

Screenshot:
6.3 Configure SPOC Users
This screen is used by admin people to configure SPOC user against LOB’s.

Screenshot:
6.4 Configuring DUHR Self Approval
This screen is used by admin people to assign HR for DUHR based on their LOB’s.

Screenshot:
6.5 Configure ESS Search Details
This screen is used by admin people to add/modify ESS Search fields’ details

Screenshot:
6.6 Configure EAP Purpose List
This screen is used by admin people to add/modify Address proof purpose list.

Screenshot:
6.7 HR Mapping Configurator
This screen is used by admin people to view or update (assign) HR for all Level1, Level2, Level3 and
Level4. ‘Export To Excel’ feature is provided to download the filtered details in excel sheet.

Screenshot:
6.8 HR Dump
This screen is used by admin people to view entire HR mapping details. ‘Export To Excel’ feature is
provided to download the dump in excel sheet.

Screenshot:
6.9 Pending with DUHR/EHS Rep.
This screen is used by admin people to configure Roles of the employees for accessing this application.

Screenshot:
6.10 User Roles

This screen is used by admin people to configure a user against a role.

Screenshot:
6.11 SAP Upload Report
This screen is used by admin people to view (check) the status of the SAP upload records.

Screenshot:
6.12 SAP Upload Summary

This screen is used by admin people to view the SAP Upload summary report at a glance.

Screenshot: