Topic 58: ESS (Employee Self Services)

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Employee Self-Service + Manager Self-Service: Leave Request

Offering employees the opportunity to enter their leave requests directly into the system, the amount of time and effort spent by administrators is significantly reduced. Employee Self-Service empowers employees by enabling them to take control of and responsibility for their own data.

The process begins when employees submit a leave request. Employees can refer to their leave accounts, time data, and open leave requests at any time.

By simulating the effects, employees can find out how their time data will change as a result of the request. The employee is informed if the request cannot be processed.

For example, the system displays the changes made to the leave account as a result of the leave request. An error message is displayed if the employee requests more leave than is available.

Employees can change the request, and simulate the effects of the request, as often as required.

The employee completes the request and checks it for accuracy before submitting. The request is sent to the relevant manager for approval. The manager then checks the request. By simulating the effects of the leave request, the manager can see what effect the request will have on the employee's time account and personnel planning within the manager's area of responsibility. As an additional source of information to aid decision making, managers can access, at any time, an overview of absences for the employees in their area of responsibility.

The manager decides whether to approve or reject the request, or whether to send the request back to the employee for correction.

The employee is informed about the result of the approval process.

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Employee Self-Service: Benefits - Open Enrollment

Employers can offer their employees the opportunity to enroll for benefit plans. These plans are usually intended to provide employees with social security or long-term capital formation. This scenario describes how an employer can offer its employees such benefit plans and how the employee can enroll in them.
Employee Self-Service: Benefits - Open Enrollment

To remain attractive for highly qualified employees, a company must provide comprehensive and cost effective benefits.
Internal business processes like enrollment in benefit plans, change or termination of benefit plan participation are reasons for high administrative overhead in personnel departments and for employees.
Employee Self-Service contributes to the optimization of the business processes, which helps companies to reduce administrative overhead and save costs.
Among others, a company gains the following advantages from using Employee Self-Service:

1. Enrollment in benefit plans, change or termination of benefit plan participation are carried out online. This eliminates paperwork and manual data entry in the personnel departments.
2. Employees can simulate the effects of their benefits selection. This supports employees in their planning, saves their time and avoids discussions with benefits experts.

The process begins with the employer's defining the possible benefit plans for the employees and offering the employees online enrollment in these plans.

The employees choose the benefit plans they would like to enroll in from those offered. Employees can define certain conditions for enrollment themselves. For example, they can define within certain limits the amount of a given life insurance, or decide whether family members should also be insured with a health insurance.

In addition, employees who are already enrolled in a benefit plan can change the conditions or close enrollment.

By simulating the effects of the enrollment, employees can obtain information about relevant parameters of their selection and whether their selection adheres with the current regulations. This selection and simulation can be repeated as often as required.

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Employee Self-Service: Change Own Data

This scenario describes how employees manage their own personal data.

Employees who manage and change personal data that is relevant for personnel administration relieve the HR department of this simple, but time-consuming task.

Employee Self-Service: Change Own Data

Employee Self-Service enables employees to access and maintain their own information. They take more responsibility, and in doing so, free the HR department from data-entry and routine employee-service activities.
Employees can access and change the following kinds of personal data:

1. Biographical data (e.g. name)
2. Address
3. Bank details
4. Information about dependents and family members

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ESS - Employee Self Service is an web enabled tool used to update their own datas by the employee itself.




This will give you a comprehensive idea:
To implement LEAVE REQUEST &APPROVAKL, both ESS and MSS are not mandatory. But ESS is required.However this functionality is developed to be avaialable in MSS also if a client wants have both ESS and MSS. Without MSS, the business flow of Leave request would be in ESS is like this:



1. An employee wants to take two weeks of leave. He or she accesses the Leave Request Web application. He or she sees in the Team Calendar that other team members also have leave at the same time. Nonetheless, he or she requests leave for the planned period.

2. The leave requires approval. The system automatically determines the approver responsible and lists the name in the Web application. If required, the employee can overwrite the name of the approver.



1. The employee's request is stored in the database of leave requestswith the status Sent.

2. Once a day, the RPTARQEMAIL report (Leave Requests: Send E-Mails) is run in the background. The system sends an e-mail to the appropriate approver for the requests with status Sent that require approval. The e-mail notifies the approver of the steps required.

3. The approver accesses the Approve Leave Requests Web application from the Universal Work list.. The application provides the approver with a list of all the leave requests that require his or her approval.

4. The approver selects the employee's leave request. After checking the Team Calendar, the approver realizes that the employee's leave request cannot be approved since it would mean there would not be enough team members at work for the period in question.

5. The approver writes a note in which he or she states why the request has been rejected. He or she then rejects the request.

6. The RPTARQEMAIL report sends an e-mail to the employee notifying him or her that the request was rejected. The employee accesses the Leave Request Web application. He or she selects the request in the Absence Overview. He or she sees in the note the reason why the request was rejected.

7. The employee looks at the Team Calendar and finds a period in which no other team members are on vacation. He or she changes the period of the request. The employee specifies the change in period in the note.

8. The RPTARQEMAIL notifies the approver of the request by e-mail. This time the approver can approve the request.

9. The request receives the status Approved in the database. The RPTARQEMAIL report sends an e-mail to the employee notifying him or her that the request was approved.

10. The system processes the requests further according to their status:

11. The RPTARQPOST report (Leave Requests: Post) writes all requests in the database that have the status Approved to the Absences (2001) or Attendances (2002) infotype.

12. The system may not be able to post the requests to the infotypes if, for example, they collide with other infotype records. These requests are given the status With Errors.

13. The RPTARQEMAIL report sends an e-mail to the relevant time administrator to notify him or her that the requests were unable to be posted.

14. The time administrator accesses the RPTARQERR report (Leave Request: Process Posting Errors). It lists the requests with errors.

15. The time administrator analyzes the error situation in the backend system.

16. If he or she can solve the cause of the problem and save the data record in the infotype, he or she uses the RPTARQERR report to set the request to Posted.

17. If the problem cannot be solved, because the employee has other commitments at the time, for example, the time administrator rejects the request.

18. The RPTARQEMAIL report sends an e-mail to the employee notifying him or her of the change in status of the request (in ESS)

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Hi

Please find the attachments for more clear.

ANY QUESTIONS?

Thanks