Project CRISP

Collaborative Human Resource Information to Stimulate Performance

SAP ERP 6.0 Human Capital Management

ESS /MSS
User Reference Guide

Shared Services Centre – HR
Release 1.0/March-2008

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Index
I 1 2 3 4 5 6 II 1 2 3 4 5 Time & Attendance Module Leave Application View Leave Quota (Leave balance) Leave Encashment Substitute working off Shift Change Process Leave Approval process for Manager Personnel Administration Change of Address Change of Name Family Details updating Own photo upload Education details updating 3 7 8 10 11 13

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Time & Attendance Module
Process 1 : Leave Application
Employee will log on to ESS Portal.

Working Time (Time Management) I-view page After log on, employee apply the desired leave with correct Start Date and End Date. Path is ESS -> Working time -> Leave Request

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Status Line

Leave Type & Leave Dates

The status line shows the progress of your activity.

After filling in all details, employee reviews and sends it. Leave request will go to his IS/NS or Time Admn as per the work flow. IS or NS or Time Admn will go to Portal to approve and reject. Path is Home -> Work - > Task

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On approving or rejecting corresponding mail will be triggered to the employee.

Workflows for various types of leaves are as follows : 1. CL / PL / LOP Workflow – Employee IS NS Time Admn

When an employee applies for a CL/PL/LOP it goes to his IS. If IS don’t taken any action on the same for 7 days, it goes to NS and if NS also don’t take any action on it for 7 days it will go to his Time Admn who then in consultation with his IS/NS do the approval or rejection of the leave. 2. SUBSTITUTE WORKING OFF / L&T WEEKLY OFF / ADV PL Employee IS

3. SICK LEAVE / ACCIDENT LEAVE / MATERNITY LEAVE / FAM PLNG LEAVE Employee Time Admn

4. SPL SICK LEAVE / STUDY LEAVE No Workflow. Time Admn directly do the entry in IT2001 in R/3.

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Leave once sent by the employee from his ESS Portal to his IS cannot be modified. For modification, he has to delete that leave application and reapply with modified date. However if IS has already taken the action on his leave application and employee deletes his application subsequently. A workflow will be triggered and the deletion of the approved leave will have to be again approved by IS for the effect to come in. If the leave application has already move out from IS to NS, deletion is not possible. In such case, NS will have to approve the leave then the approved leave can be deleted and the approval deletion will also same workflow.

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Process 2 : View Leave Quota
Leave Quota once generated by the system gets stored in IT2006 (Absence Quota). Employee can view his leave quota on the ESS Portal.

Quota can be viewed by clicking on this link

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Process 3 : Leave Encashment
Employee will go to the ESS Portal and apply for Leave Encashment. The workflow for Leave Encashment is straight from Employee to Time Admn. Path – Working Time -> Leave Encashment -> Enter No of Days to Encash - > Submit Workflow – Employee Time Admn

System suggests maximum eligible no of days which can be encashed.

However employee can always put a figure which is lower than the maximum eligible. The Leave Encashment Request once submitted will go to concerned Time Admn. Time Admn will then log on the portal and select the request and will approve or reject. He can also put his remarks for his decision. Corresponding Mail will then be triggered to the employee.

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Time Admn view of Leave Encashment Request.

Important Point : Once Encashment Request has been submitted by an Employee, it can not be retrieved. In case employee want to change or delete the Leave Encashment Request, Time Admn has to first approve the Request and delete the entry from Quota Compensation IT (0416 IT).

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Process 4 : Substitute Working Off
Employees working in some departments (like Security Department & Maintenance Department) follow the same work schedule as the other department follow but at times work on normal weekly off day (eg. on Sunday ) and take weekly off on working day (eg. on monday). In case of such employees in their personnel work schedule Sunday will be shown as 'Weekly Off' and Monday as 'Absent'. Employee will create a request to change 'Absent' as a 'Work Day' by applying for Substitute Working Off on ESS Portal. Working Flow is straight from Employee to IS. Path : Working Time -> Leave Request -> Select L&T Weekly Off -> Put Date , Review and Send Workflow – Employee IS will go to Portal. Path : Home -> Work -> Task Select the desired Task to approve or reject. Corresponding Mail will be triggered to the employee. IS

Rest of the procedure is same as Process # 1 i.e. Leave Application.

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Process 5 : Shift Change Process
At the locations, where there are more than one shifts, there will be more than one work schedule. Employee working in one shift can request for a shift change thru his ESS Portal. Work flow here is again straight Employee – IS. Path : Working Time -> Shift Change -> Select New Shift and Start Date and End Date, put reason and new shift and then submit. Workflow – Employee IS

IS will then go to Portal. Select the desired task to approve or reject. Path : Home - > Work -> Task As soon as he approves the Shift Change Request, a corresponding mail will be triggered to the employee.

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Effect of Shift Change

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Process 6 : Leave Approval process for Manager
STEP1:- After you have logged in to ESS/MSS portal, click on Manager Self Service section. Then click on Tasks. The list of all leave requests will be shown to you.

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STEP2:- Click on respective request from the “Request waiting for Approval” section.

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STEP3:- Check the type of leave & date applied by your subordinate and then click on either approve or reject button.

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STEP5:- Write necessary note for the requester in the “Note For Approver” box and then click on review

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STEP6:- Click on approve request. PROCESS END

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Personnel Administration
1. Change of Address
After logging to ESS/MSS portal click on Employee Self Service. Then click on Personal Information link.

Click on Employee Self Service

Click on Personal Information

Click on Address link. Your address details from the HR database will be shown to you. You can either edit current record shown to you or create new record.

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Existing record of address is shown here. You can click on edit to make necessary changes

After making necessary changes please click on Submit button

This message will be shown and the address change request will be sent to your respective HR administrator for his approval.

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Or you can also create new address record by clicking any of button shown here

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2. Change of Name
In case an employee wants to make changes in name (specially lady employees after marriage), this functionality can be used.

Click in the ‘Name change’ link

Click on Edit button to make necessary changes in the name

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After you have made necessary changes in the name, click on button Save. Your name change request then will be sent to your HR administrator. You will have to send necessary proof separately to your HR administrator. Eg. Marriage certificate

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3. Family Details updating
You can view, edit existing record of family details or add new family details.

Click on the link ‘Family details’

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Click Edit details to make necessary changes in existing record shown. Alternatively to create new record click on any of the Add button shown here

After you have made necessary changes/ additions click on Save button. Now the request will be sent to your HR administrator to approve your record

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4. Own Photo upload
You can upload your own photograph.

Click on Photo Upload link

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Click on browse to locate your photograph file on your desktop. The file should be in a JPG format

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1. After you have selected photograph file from your desktop click on Upload button 2. Next you can click on Preview button to check whether your photograph file has been uploaded properly. 3. Then finally click on Submit button. Then approval request will be sent to your HR administrator

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5. Education Details
You can view / edit your existing education record or create new education record .

Click on Education link to view/edit existing education record or Add new record

Your existing record will be shown. You can either click on Add button to add new record or click on Edit button to make changes in existing record

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After you have clicked on Add record button, you will have to fill up all necessary fields from the given dropdowns. Then click on Add button

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This message will be shown to you and your request will be sent to your HR administrator for approval. You will have to send necessary proof of your certification separately to your HR administrator

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