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Quick Start Guide
BUSINESS MADE SIMPLE
Employee Self-Service Quick Start
Table of Contents
Personal Information North American Benefits Absence and Attendance Working Time
Page 4 Page 7 Page 16 Page 19
clicking on "Help" and choosing "About Adobe Reader." Adobe Readerv8 will work with Employee Self-Service.1.ca. during annual enrollment or due to a life event. You will be able to access all 3 main areas from this page.Employee Self-Service Quick Start . 4 (800-684-4357 or 514-667-6598) an Employee resides in. view your vacation/leave calendar. or view your time account balances. or missing information. C:\Program Files\Common Files\SAP Shared In here you can look for the following files: o OfficeControl. 3 Employee Support Services@work website: provides a single information source (guidelines and process information) to help you conduct peoplerelated transactions. you should contact your local IT Help Desk by submitting a ticket through IT Express or calling: ESN NT4-HELP Option 3. Adobe Acrobat 8 and Please note: Depending on the country that ActiveX must be installed. Diagram . click on the “Confirm” button.dll If your need is immediate. Diagram .us. For North American based employees.1 .nortel. you will not be able to process to the next screen. Managers have one additional tab for Manager Self-Service functionality. Report working time which is legislated and required in certain countries only. Technical Support: technical issues such as your browser crashing.dll o PlaceHolder. When logging into ESS you will see tabs titled Employee Self-Service and My Inbox. Download Adobe Acrobat Reader or SAP ActiveX for HRE at Paygo at http://paygo. If you do not accept this license agreement. ESS can be accessed directly from Nortel‟s home page under “Top Intranet Links” or from the link referenced on this page.1.com/cgibin/softindex. Request an absence. update Flex benefits selections as a result of a new hire.dll o AdobeControl. What is Employee Self Service? Employee Self-Service (ESS) is Nortel‟s web portal that enables employees to: View and maintain personal information such as your home address and family information Confirm the version of Adobe Acrobat Reader by launching the application. errors.htm.nortel.0 Accessing ESS? Useful Information ESS is found at https://selfservice. Confirm ActiveX by checking for the files by following this menu path.Overview Software Before using ESS. The ESS tool is broken down into 4 main areas.com Licensing Agreement Each time you edit information in ESS you will be asked to agree to the terms of the License Agreement. If you accept the terms of the License Agreement. they may not see all of the links.
you can view and maintain your personal information but what information you can update varies by country. click on “Previous Step” or “Exit” and then click “Exit” again to return to the main menu of “Personal Information”. Long-term expatriation address changes can not be updated in ESS. death. These are the main areas that can be updated under Personal information: Update Your Addresses Change Family Members/Dependents Update Your Personal Data Diagram . New Hire/Rehire: On your first day as a hire or a rehire. Although the personal data may change by country. Steps to view/update Personal Information: Once in ESS.Personal Information Important Information It is your responsibility to keep your Nortel personal data accurate at all times. you may need to update your personal information in ESS.1. it is important to view your personal data to ensure the information is accurate and there is no missing information. To exit the screen. Diagram . 4 Update Your Personal Data Click on “update your Personal Data” (See Diagram 1. 2. click on the “Personal Information” link in the main menu of the screen. birth.3) Make the required updates and click “Review”.4.1.2) If you see that your Personal Data is incorrect. Internal Mobility: In the event of transfers and country reassignments within Nortel. This ensures that there are no lags or errors related to your personal data in payroll or HR processing. or change in residence/phone number. All fields with a blue box must be updated by contacting HR Shared Service.4 Helpful Hints All fields with a white box can be updated through ESS. 3. the method of viewing and updating information in ESS is consistent.Employee Self-Service Quick Start . you may need to update your personal information. Personal Status. divorce.3 . See Diagram 1. Please note: If you are going on a long-term expatriation within Nortel must notify Global Mobility of your address change for processing. Diagram .1.2 Review your changes and click “Save” to confirm. click on “Edit” (Diagram 1. When do I need to update my personal information? You need to update your personal information in ESS under these circumstances: 1. Using ESS.Changing Event: In the event of a change to your personal life such as marriage.
7 Diagram .Personal Information Please note: Depending on your country. you may not see each of the links as shown below.7. Diagram . Diagram .8. See Diagram 1.1.8 Within this screen you can input your spouse or child‟s first and last name.6 Diagram .1.5. If you do not wish to update the information. changing Family Members / Dependents is not deployed for all countries.1. update their date of birth and their gender. on the “Personal Information” main menu page click “Change Family Members/Dependents” See Diagram 1. click “Exit” and/or “Previous Step” and then “Exit” to return to the main page. See Diagram 1. 5 Change Family Members/Dependents If you would like to update the information on family members or dependents. See Diagram 1.6. Review the updates then click “Save”.Employee Self-Service Quick Start . This next screen provides the capability of updating your spouse or dependent information.5 Update information as required and then click “Review”.1. . For instance.
then click “Save”. you can view your current permanent address. emergency address and/or a new mailing address.1 Diagram – 1.0 . Follow the same updating process. Review the updates and if correct. (Remember: depending on your country. Please note: Fields with an “*” beside the name are required fields (see Diagram 2.9 Click “Edit” to update this information. Diagram – 2. 6 Diagram – 2. click “Exit” and/or “Previous Step” and then “Exit” to return to the main page. If it is not correct. Make the required updates and click Review.Personal Information Update Your Addresses This section will allow you to view or modify the permanent residence address. you may not see each of the links as shown below. If left empty. an error message will be received and you will not be able to update the address until you have entered the correct information into these fields.9). If you do not wish to update the information.Employee Self-Service Quick Start .) Once you click on “Update Your Addresses” on the main page (Diagram 1.1). you can return to the prior screen by clicking on the “Previous step”.
The following section includes step by step instructions for: New Enrollment .Canadian Example . divorce. death of spouse/dependent.Enroll in a benefit plan in marketing through the Nortel home page. an employee acquisition.Employee Self-Service Quick Start – North American Benefits Please note: This module is required for North American Employees only. If can enter ESS and modify his or her current you do not enroll during the pre-determined options as many times as they want to make enrollment period. vision.Nortel provides you with a yearly window of approximately two weeks to change your benefits options for the coming year.Canadian Example . During the enrollment window. marriage.US Example Status Change . please refer to www. or relocation to another country.3 . you will receive the default set changes during the annual enrollment period. and during designated time frames.com/benefits.US Example Annual Enrollment . one of the given situations: hire. When the period closes. Diagram 3.US Example ESS offers a simplified online process to view your current plan. you will have the opportunity to update you about the availability of the annual these benefits in the following situations: enrollment through e-mail communication and New enrollment . For more information on the benefits.e. the last options Status change . selected by the employee will become his or her benefits for the coming year. birth/adoption of child. If you do not make any changes within the pre-determined window. During this time. rehire. non-union (excepting CAW and COEU) employees participate in the countryspecific benefits programs which include medical. you will retain your current benefit options for the year.Enroll or change benefits options because of work/life events (i. to update your Benefits. Annual enrollment . of options.nortel. benefit choices will be final and no changes may be made until you experience a qualified life event or enter the next annual enrollment period. dental. The online screen provides you with a running total of the costs associated with each selected benefit so you can see the total impact to payroll deductions while making changes to your benefits options. or country transfer).Canadian Example . Once you have submitted your final enrollment selections. and hearing insurance as well as short-term and long-term disability benefits. leave of transfer. HR Shared Services will notify At Nortel. 7 Overview All North American.
You can now return to the ESS menu by clicking “Go to Employee Self-Service homepage”.Employee Self-Service Quick Start – North American Benefits New Benefits Enrollment US Example Once in ESS. You may then continue down the list of benefits selecting and adding all your preferred benefit selections. For more information on the benefits available. . These selections will be sent to HR Shared Services for processing. See Diagram 3. we selected Dental/Vision/Hearing. Note: Some benefit selections require additional forms to be submitted and will be identified during enrollment. Click on the “Add Plan to Selection” button to complete the addition of the plan.4 Selecting Benefits As a new employee. Click on the “Newly Eligible” link to open your Benefit options. the current cost per month. click on the “Benefits” link on the main screen or from the second navigation bar.com/benefits. In this example. When you are a new employee. You will be presented with all the various options Nortel offers concerning dental/vision/hearing. click the “Review Enrollment” button.7. if it is correct. You will find all forms on www.7 Diagram – 3. please refer to www.nortel. Click the button beside the option you wish to add to your plan.com/benefits. The system returns with a note that your plan selections have been saved.5.8 Adding Benefits The following provides a detailed description on how to select benefits for the first time.nortel. click on the "Submit Final Selections" button.5 8 To continue. you can select benefits which best suit your personal needs. See Diagram 3.6 Diagram 3. Diagram 3.4. Review the list and. we will enroll an employee in a dental plan and insurance plan. you will receive a link under the benefits section as seen on Diagram 3. Select and click on your preferred option as in Diagram 3. Diagram – 3. The system will return a summary of all the plans. A PDF of your Benefit Confirmation Statement will be available immediately. Once you have selected all your Benefits. For demonstration purposes. you must click on the “Add Plan” button at the bottom of all the options. and whether you added or left unchanged a Benefit plan.8. Diagram 3.
1 To continue. if it is correct. Review the list and.nortel.com/benefits.0. You may then continue down the list of benefits selecting and adding all your preferred benefit selections. you will receive a link under the benefits section as seen • Click the button beside the option you wish to in Diagram 3.1. click on the "Submit Final Selections" button. See Diagram 4.0 You will be presented with all the various options Nortel offers concerning medical. You can now return to the ESS menu by clicking “Go to Employee Self-Service homepage”.9. In this example. please refer to www. . Diagram – 4. 9 When you are a new employee. click the “Review Enrollment” button. A PDF of your Benefit Confirmation Statement will be available immediately. For demonstration purposes. The system will return a summary of all the plans. you must click on the “Add Plan” button at the bottom of all the options. The system returns with note that your plan selections have been saved. For more information on the benefits available. add to your plan. See Diagram 4.com/benefits. click on the “Benefits” link on the main screen or from the second navigation bar. if you choose comprehensive medical the employee cost is zero but $1. 9 Note: The amounts shown under the employer costs will be added to your Benefits Credits when the employee cost is zero. You will find all forms on www. Note: Some benefit selections require additional forms to be submitted and will be identified during enrollment. Adding Benefits The following provides a detailed description on how to select benefits for the first time. For example. Diagram – 4. Benefit options.nortel.3. Diagram – 4. Click on the “Add Plan to Selection” button to complete the addition of the plan. we will enroll an employee in a medical plan. you can select benefits which best suit your personal needs. Section A indicates your pre-tax total and Section B indicates your post tax cost. the current cost per month. At the top of the Benefit Selection screen.90 will be added to your Benefit Credits.3 Diagram – 3. Select and click on your preferred option as in Diagram 4. Once you have selected all your Benefits.Employee Self-Service Quick Start – North American Benefits New Enrollment into Benefits Canadian Example Once in ESS. and whether you added or left unchanged a Benefit plan. the system provides you with a running total of your costs and Benefit Credits.2 Diagram – 4. Selecting Benefits As a new employee. we selected Click on the “Newly Eligible” link to open your medical plan.
7 Follow this selection process for all benefits listed. You have an option to make an election for each specific benefit presented.” This will take you to a screen to elect which dependents will be covered by this plan. Will need to provide the specific event type. an on-line worksheet will be presented.” You will need to scroll down this list to see this button at the bottom of your list of benefit elections. Under the medical election. See Diagram 4. date of birth will be needed. and/or coverage level you would like to have. date event occurred If your event will include the addition of a dependent. Click on “Add Plan to Selection” to complete the election of this specific benefit. You will also be required to specifically identify the dependents you wish to cover. Please note: Only checked dependents will be added to this benefit coverage. You must indicate the dependents you will cover by clicking the box next to their name so it is checked. 10 Diagram – 4. HR Shared Services will enter dependent information.6 Updating Status Change on ESS Go to the Benefits section of ESS and click on the link for your specific Status Change.4 employee. See Diagram 4. Please see Diagram 4.6. you will next click “Select Dependents.) Updating Your Benefits Data – Status Change US Please review benefit plan information on the benefits website to understand your options at the time of your life event. a question will be presented to request spousal access information (US only). This must be completed within 31 days from the specific event date – not from Within each benefit. Please note: HR Shared Services will open the life event to be completed within ESS by the Diagram – 4.” For Medical and Dental/Vision/Hearing. If your life event will include the addition of a dependent.7. after you elect your plan and coverage level. you will choose the plan the date it is opened or accessed. If you click to the right of the event name.Employee Self-Service Quick Start – North American Benefits (Cont. then scroll down the screen until you see the button labeled “Edit Plan” or “Add Plan. This may be helpful if you wish to print a copy of your enrollment options.4. click the radio button to the left of the benefit name. Make sure you have clicked on your new dependent at this time. It is preferred you have ESS access at this specific time but not necessary.5. For each benefit. Contact HR Shared Services within 31 days of the event date. . This will be found under “Adjustment Reasons – Enrollment. if you choose to cover a spouse.5 Diagram – 4. Diagram – 4. Click directly on the event name. See Diagram 4. related dependent information including name.
Enrollment Survey – This survey is only active during annual enrollment. scroll down and choose the button. you may choose the button.0 Diagram – 4. “Previous Step. 11 Removing a Dependent on ESS If your life event will include the removal of a dependent.” Once you click “Submit. Diagram . “Submit. This will be accomplished by calling HR Shared Services. Review your list of benefits to see which benefits have been modified and which have been unchanged. Diagram – 5. Please note.9 . it is preferred that the employee completes this event while on the phone with HR Shared Services.) Once you have made all your selections.” You will then have the opportunity to re-elect all benefits the next time you access this event. HR Shared Services will now need to remove your dependent to complete this event. the next screen will present five options towards the top left section of the screen: Go to Benefits homepage – will take you to benefits section of ESS.4.Employee Self-Service Quick Start – North American Benefits (Cont. this will be your only opportunity to print or save a confirmation statement. This will also allow you to save this confirmation statement as a PDF file. scroll down the screen and click on the button entitled “Review Enrollment. At other times. scroll down and choose the button. If possible. Nothing will be saved.” your elections are final and no further edits can be made. please disregard.8 After submitting your elections.” If everything looks correct. “Exit. Print New Plan selections – will allow you to print a confirmation of your elections. If you see an error. This will help ensure the information is captured properly and prevent the need for a follow-up phone call. Go to Benefits participation overview – a section of ESS that will show you your current coverage elections. Go to ESS home page – will take you to the ESS main screen.” If you are not ready to finalize your elections.
Click on this link to view/change personal benefits selections for the coming year. benefit choices will be final and no changes may be made until you experience a qualified life event or enter the next annual enrollment period. Once you have submitted your final enrollment selections. To Modify Your Benefits Plan Once in ESS. employees will have access to the "Annual Enrollment selection" button on the main Benefits page. click on the “Benefits” link on the main screen or from the second navigation bar. In this example. see Diagram 5.nortel. During the Annual Enrollment period. Diagram . Diagram – 5. For demonstration purposes. you will receive a link under the benefits section as seen in Diagram 5. When you are in an annual enrolment period. Click on the “Annual enrolment ” link to open your Benefit options. the person‟s wishes to increase their life insurance from 2 x their salary to 3x and adjust the fact that they have quit smoking. your current enrollment selections are shown against each benefit. When you enter the system.2 Adding Benefits Diagram 5. See Diagram 5.2. 12 Selecting Benefits During annual enrollment. we will adjust a person‟s insurance plan.4 . Diagram 5.5.1.North American Annual Benefits Enrollment (continued) Updating Your Benefits Data Annual Enrollment – US Example Nortel provides you with a yearly window of approximately two weeks to change your benefits options for the coming year. please refer to www. Click on the button beside the benefit you would like to change. you can adjust any of your current benefits for the coming year.Employee Self-Service Quick Start .1 The following provides a detailed description on how to adjust a benefit during annual enrollment. For more information on the benefits available.3 Click on „edit plan”.3.com/benefits.
Diagram 5. click on the "Submit Final Selections" button. The system returns with note that your plan selections have been saved. 13 The system returns with a note that your Benefit selections have been saved. A PDF of your Benefit Confirmation Statement will be available immediately. See Diagram 5. You can now return to the Employee SelfService menu by clicking on "Go to Employee Self-Service homepage".5. The Spousal Attestation is contained within the Select Dependents screen in the medical benefit option.Employee Self-Service Quick Start .7 .6. These selections will be sent to HR Shared Services for processing.North American Annual Benefits Enrollment (continued) Updating Your Benefits Data Annual Enrollment – US Example cont’d When you have completed the change.6 The system will return a summary of all the plans. Please note: All employees who opt to enroll their Spouse or Domestic Partner in Nortelsponsored medical benefits are required to complete the Spousal Attestation during each annual enrollment period. Review the list and. See Diagram 5. Diagram 5. and whether you added or changed a Benefit plan.5 Complete all of your changes and when you are done. click on “review enrollment”. if it is correct.7.5. the current cost per month. See Diagram 5. click on “add plan to selection”. Diagram .
9. Click on this link to view/change personal benefits selections for the coming year. For more information on the benefits available. you can adjust any of your current benefits for the coming year. When you are in an annual enrolment period. During the Annual Enrollment period.9 Diagram 5. See Diagram 6. you will receive a link under the benefits section as seen in Diagram 5. the system provides you with a running total of your costs and Benefit Credits. Click on the button beside the benefit you will to change.1 . click on the “Benefits” link on the main screen or from the second navigation bar. For demonstration purposes. 14 Selecting Benefits During annual enrollment.Employee Self-Service Quick Start – North American Annual Benefits Enrollment (continued) Updating Your Benefits Data Annual Enrollment – Canadian Example Nortel provides you with a yearly window of approximately two weeks to change your benefits options for the coming year.0. A negative amount in section A indicates a credit to the employee that can then be directed to HCRA or taken as taxable pay. At the top of the Benefit Selection screen. Once you have submitted your final enrollment selections. please refer to www. See Diagram 5. To Modify Your Benefits Plan Once in ESS.com/benefits. your current enrollment selections are shown against each benefit and your current flex benefits.0 Click on „edit plan”. see Diagram 6. Section A indicates your pre-tax total and Section B indicates your post tax cost. employees will have access to the "Annual Enrollment selection" button on the main Benefits page. benefit choices will be final and no changes may be made until you experience a qualified life event or enter the next annual enrollment period. Click on the “Annual enrolment ” link to open your Benefit options. Diagram – 5.8 Diagram 6. we will adjust a person‟s insurance plan.8.1.nortel. When you enter the system. Diagram – 6. Adding Benefits The following provides a detailed description on how to adjust a benefit during annual enrollment.
Diagram 6. A PDF of your Benefit Confirmation Statement will be available immediately. When you have completed your selections.4.5. See Diagram 6. The system returns with note that our plan selections have been saved. The system will return a summary of all the plans.2 Diagram 6. Review the list and. the person‟s wishes to increase their life insurance from 1 x their salary to 4x and adjust the fact that they have quit smoking.5 Diagram 6. See Diagram 6. if it is correct. click on “add plan to selection”. click on the "Submit Final Selections" button. and whether you added or changed a Benefit plan.2. click on “Review Enrollment” See Diagram 6.Employee Self-Service Quick Start – North American Benefits (Cont. 15 You can then make all your other Benefit changes. See Diagram 6.3.3 .4 When you have completed the change. the current cost per month. Diagram 6.) Updating Your Benefits Data Annual Enrollment – Canadian Example cont’d In this example.
and other criteria. Your Manager validates the work schedule for each employee to ensure that the correct schedule is applied.Employee Self-Service Quick Start . sick days. Each employee in Nortel is pre-assigned a work schedule that defines his or her pattern of work such as 5 days multiplied by 7. Employees are encouraged to familiarize themselves with absence policies specific to their country/region. Some absences recognized by Nortel can be tracked and requested using ESS whereas some absences (such as Short-Term Disability or an unpaid leave) require HR Shared Services involvement to process and handle. Absences at Nortel Due to extensive regional differentiation concerning absences and absence policies. please contact your Manager for review. You are accountable and responsible for ensuring that you request an absence using Employee SelfService and that you have your Manager's approval. If the absence is not available. With Employee Self-Service. jury duty. Regional policies and procedures can be found on Services@work. tracking. It is recommended that when you have identified the need for an absence. it is difficult to provide a generic definition for „absences' in Nortel today. you should contact your Manager or contact HR Shared Services for assistance in processing the absence.Absence and Attendance For employees located in France and Germany please continue to use current absence tracking tool. you can process the absence request using ESS. it is important to explain how time is captured and reported in the system. Similarly. the system calculates your balance. your vacation (holiday/annual leave) entitlement is per your country-specific. the system does recognize and manage carry-forward vacation from year to year based on Nortel's country-specific policies concerning carry-forward vacation. Nortel has used a variety of methods and tools to track absences such as vacation (holiday/annual leave). union rules. 16 Overview Traditionally. and other absences. Using this work schedule and your current vacation (holiday/annual leave) entitlement.5 hours per day or 4 days multiplied by 10 hours per day. you should enter ESS to determine if this type of absence is specified in the drop-down menu for your country. If you have concerns about your schedule or vacation balance. If the type of absence is available. You will be required to submit an online request for an absence that must be approved by your Manager. The system actually tracks your time in hours so you will be able to see your time account balances in hours using ESS. you will now view your time account balances and your team's calendar of absences online. Please note. With Employee Self-Service. union or other applicable rules. bereavement. and approving casual absences. . Key Time Management Concepts In order to assist you in using Employee SelfService for time management. Nortel is now standardizing on a method of recording. work function. There are many different work schedules in Nortel and it varies with country location. Tracking absences electronically and in one system allows Nortel to report its financial liability and ensures compliance with all country-specific and Generally Accepted Accounting Principles (GAAP) related legislation.
For all absences requested using ESS. Once you have filled in the request for absence information. standard practice in Nortel. you may wish to add some comments or details concerning the request. If the request is for a quota-based (accrual) absence like vacation (holiday/annual leave) then your quota balance in the appropriate time account will be adjusted automatically. Diagram – 6. the system automatically calculates the correct number of hours required. the gold button has now moved to the “Review and Send” box indicating that you must now review the request for accuracy. The available absence choices in this drop down menu are country specific. When you click the “Review” button. When requesting your absence in ESS. If the request is for less than one day then enter the required number of hours in the “Duration” field. You can monitor the status of your absence request in ESS.7 Specify the date you wish to start your absence as well as the end date. Click on the “Request Absence or Leave” link to request an absence. tracking. click on the “Request Absence or Leave” tab under the Quick Links section. and using your work schedule. Once in ESS. select the absence type you are requesting (see Diagram 6. The system automatically assumes you are taking all the working days off in between the start and end date. you should use the same date for the start and end date and place the exact hours in the “Duration” field otherwise the hours will be calculated for you by the system. 17 For any planned absence. When sending this request to your Manager. your Manager must approve the absence. the system will return a summary of your requested absence. Please follow local policy regarding absences of less than one day. ESS and MSS are the only tools for requesting. when an advance request may not be possible. Diagram – 6.7). In case of an absence like sickness.Absence and Attendance Requesting An Absence Requesting and receiving approval from your Manager for absences using ESS is now a global. you should request the absence retroactively as soon as you return to work to ensure the absence is properly recorded. Diagram – 6. Click on the “Type of Leave” drop down menu to view your options. you are responsible for requesting an absence and getting approval before the absence is taken. Note: On the process flow at the top. From the list provided. The first step is to select the type of absence you are requesting. If you do not find the type of absence you are requesting in this menu then the absence requires HR Shared Services‟ assistance to process. and managing absences. you must click the “Review” button or the request will not be processed.6 If the absence is for less than a day. you make your request in days. Your Manager reviews the absence request in Manager Self-Service (MSS) and approves or rejects it.8 .Employee Self-Service Quick Start . The “Approver” field identifies the name of the approving manager.
To view Time Account Balances and Calendar. Notice that the work flow is now showing a gold box over the “Completed” box which indicates the request has been processed. click on the “Request Absence or Leave” link. If your Manager rejects the request. You must enter the “Absence and Attendance” screen to view your Time Account balances. At any time. you can see a summary of your requests and the current status. See Diagram 7. click on the ESS tab in the first navigation bar. See Diagram 6. Click on “Show Overview of Leave” to view a list of your absence requests and to view the status of each request. You can enter the screen by clicking on this tab in the second navigation bar. then the status will show “Rejected”. After you have processed the absence request. you can click on the “Absence and Attendance” link in the Main Menu. ESS has to track and store your current annual time balances. you can monitor the status of your absence requests. Go back to the main menu for “Request an Absence or Leave” or go right back to the ESS Main Menu. Alternatively. Diagram – 7. If it is not correct.Employee Self-Service Quick Start . You can use this link when you become more familiar with navigating in ESS. From the table above the buttons. use the Team calendar to view the planned absences of the rest of your team.0. When your Manager approves a request then the status will change from “Sent” to “Approved”. View My Time Account Balances For quota-based leaves such as vacation. you have two ways of accessing the “Request Absence or Leave” screen. Note: There is a direct link to the “Request Absence or Leave” screen in the Quick Links section. you must click the “Send” button or the request will not be sent to your manager for approval. From this screen. the system allows you to process another absence request. you can cancel or return to the previous screen to correct the request. select the absence you want to change or delete and then click the appropriate button at the bottom of the screen. From this screen. From this screen. You can either click on “Absence and Attendance” on the second navigation bar.9.9 18 Click on “Show Time Accounts” button to determine how much vacation time you have left or to view all time accounts. By clicking on the “Show Overview of Leave” button.Absence and Attendance (Cont.) If the information is correct. Diagram – 6. you can view the status of your absence request from this option. Checking Status of Absence Request Click on the ESS tab in the first navigation bar. In addition. To help you plan your absences. You can view this data at any time using ESS. Once you click “Send” the system processes the request and returns with this screen.) Requesting An Absence (Cont. At any time. there is a comment stating the request has been sent.0 . you can change or delete an existing absence request using the “Change” or “Delete” buttons.
Entering Working Time Using Employee Self-Service. receiving training. For all other Nortel employees. Submit: The act of sending recorded Working Time to a Manager for approval which is performed as required (usually weekly). It is a combination of recorded attendance and absence time. using Manager Self-Service. Overview Working Time is the attendance time recorded by you in Employee Self-Service and approved by your manager.5 hours) Managers cannot change/update your attendance time but they can approve or reject the attendance hours If a Manager rejects submitted Working Time. After approval. and deliver training. Employee Self-Service facilitates Nortel's compliance with the European Union's Working Time Directive requiring the recording and reporting of Working Time for applicable European countries. Working time is currently tracked in Employee Self-Service for the UK and Ireland. continue using the current process. you enter your Working Time. . your hours are added to the HR Time Management module in SAP. currently these include: standard schedule. outside of standard. For employees located in Monkstown Union Employees. you must change your time entry and resubmit it for approval. can then approve or reject your submission but they cannot make adjustments. If your Manager rejects it. your Manager will review your time entry and approve or reject it.Employee Self-Service Quick Start . 19 Key Assumptions The Working Time process covers only specific groups within Nortel that require time tracking in accordance with country-specific legislation You record your daily Working Time in Employee Self-Service and submit it according to a predefined schedule created by the business You record your Working Time as the number of hours for each day (for example.Working Time This is required training for Ireland and UK Employees. the employee must resubmit the corrected time You book time against the relevant attendance types available in your country. This training is not required. Employee Self-Service provides you with an online system to record and submit your Working Time for approval. Managers. Working time: The total amount of time spent working by the employee. Record: The act of saving Working Time in Employee Self-Service which is performed on a daily basis. After you save and submit your time. 7.
it is possible to choose an absence while recording your weekly hours. the current three months of your calendar will be visible. You can record your Working Time in the area at the bottom in either a weekly view or daily view. Enter the desired time period by using the calendar start and end dates or by clicking on the left and right arrows to scroll a week at a time.1 You must put your working time hours against one of the following options in the drop down menu: The guide at the top of the screen will monitor your progress through the steps of updating your working time.Working Time Recording and Submitting Working Time To enter your working time. this would be the hours per your standard work schedule. Each time you enter the page. 20 Diagram 7. You can now enter your hours worked per day. Normally. Hours worked outside of standard Regular daily house worked Training delivered or Training Received.Employee Self-Service Quick Start . Note: The system indicates the planned hours based on your work schedule. the Manager will be approving the time.3. See Diagram 7. Diagram 7. You have several selections to choose from in the drop down menu. you then select the next type of time you would like to enter if required.2 Diagram 7. While it is preferred to request absences ahead of time using the “Absence Request” process. Select “Regular Daily Hours Work” from the drop down menu.2. click on the “Record Working Time” quick link on the ESS main page. See Diagram 7. When entering working time.1. Once you have entered all your time for a particular category.3 . you must select the type of time first. In either case. See Diagram 7.
Click on “Go to Homepage for Working time”. You must still submit your recorded working time to your Manager for approval by clicking on “Release Working Times”. You can now go back and enter other working time. When you select all. Diagram 7. The system. Use the “Select All” button to highlight all time entries for submission.Rejected working time requests will show up in your calendar in red (these will need to be corrected and resubmitted.5 The screen now shows all your not released working time that you have recorded.4 After clicking on the “Save” button. then click the “Save” button at the bottom of the screen to release your working time. If the entries are correct. you click the “Save” button (see Diagram 7. Record and save your time daily or weekly. The Manager can approve or reject your working time so you should monitor the status of your submissions.6. hold down the CTRL button and click on the box to the left of each row that you wish to highlight for submission.Working Time Once you enter all working time for the week. returns with the message that you have released your working time to your one level above manager for approval.) Yellow . or back to the main Homepage for Working Time. Diagram 7. If the submission is correct. the system will provide you with a summary of your working time for the time period you have entered.4). You can correct an error to your time but you must choose chancel and go back to the “Record Working Time” to correct the mistake. Monitoring Working Time Approval Red .6 . See Diagram 7. You then click on the “Review” button to confirm your selection. 21 The system will provide you with the one last opportunity to validate your submission. you can return to the previous step by clicking on the “Previous Step” button. Alternatively. click on the “Review” button at the bottom of the screen.Time you recorded but not yet released for Manager approval Green . You have the option of sending one.recorded more time on a particular day than was expected according to your work schedule.5. Alternatively. See Diagram 7. After you click the “Review” button. many or all of your time entries to you manager. Diagram 7. At this point. The actual submission of this saved time for approval is based on your agreement with your Manager or per the rules of your business. the system will return with the message that your data has been saved. the submission boxes turn to yellow signaling that you have selected these entries for release.Employee Self-Service Quick Start . your working time will be sent electronically to your Manager‟s inbox in MSS for review and approval. if there are errors. This is an important step as the information will not be saved if you do not click on this button.
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