Ess Training

April 18, 2023

EMPLOYEE SELF SERVICE

The employee logs into ESS through the url using his

User ID & Password

http://hocdcqep.hoclkochi.com:50000/irj/portal/

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ESS Services

Services provided in Employee Self Service

1. Personal Information

2. Leave Management

3. Benefits and Payments

4. Employee Search

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1. Personal Information

Employees can use the application to:

• Maintain Communication Data

• Maintain Addresses

• Maintain Family Member/Dependents

• Maintain Bank Information

• Maintain Personal Data

• Maintain Personal ID

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Personal Information

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1.a. Communication Data

Employees can use this service to maintain their communication data like telephone numbers, email ids etc

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Personal Information – Communication Data

Guidelines

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• In the Overview dialog box, the system displays an overview of the personal communication data.

• To change your own data, choose Edit.• In the Edit screen you can change your own business data such as

email-address, telephone and so on. • When you are done, choose the Review button.• On the next screen, choose Save.

The system displays a confirmation screen that all changes have been saved.

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1.b. Addresses

Employees can use this service to display and edit their own address data.

The Addresses service comprises input screens for the address types • Permanent Residence, • Temporary Residence,• Home Address• Emergency Address.

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Personal Information - Addresses

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Personal Information - Addresses

• In step 1 the system displays an Overview for your maintained Addresses.

• Choose Edit to change information or add a new Emergency address or Mailing Address

• On the Edit screen you can change your address information. Choose Review to review the updated data.

• In Step Review and Save the system displays an overview of your (updated) address information. Choose Save.

• In step 4 the system displays a confirmation message that your changes were saved.

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1.c. Family Member/Dependents

Employees can use this service to display their family members and dependents.

Note:

Not editable by user. Notify P&A department for any changes.

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Personal Information – Family Member/Dependents

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1.d. Bank Information

Employees can use this service to display their own bank information.

Employees’ bank details are used for bank transfers from payroll.

Note:


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Personal Information – Bank Information

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Personal Information – Bank Information

• Click More Info to view the bank information.• Click Back or Exit to exit the screen.

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1.e. Personal Data

Employees can use this service to display their own personal information.

Note:


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Personal Information – Personal Data

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Personal Information – Personal Data

• Click More Info to view the personal data.• Click Back or Exit to exit the screen.

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1.f. Personal IDs

Employees can use this service to display their own Personal IDs such as PAN number, Driving License, Passport details etc.

Note:


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Personal Information – Personal ID

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2. Leave Management

Employees can use the applications in this area to:

• Leave & Credit

• Leave Request – (Apply/Cancel Leave)

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Leave Management

2.a. Leave & Credit

This Web application enables employees to check their leave credits, such as leave entitlements etc.. It provides them with information to help them plan their leave and information about the deduction periods of their time accounts.

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Leave Management – Leave & Credit

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The list displays the following information:•Time Accounts

The name of the leave entitlement.•Deductible to & from

The date to & from which you can still take leave or deduct time-off entitlement.

•Entitlement

The total entitlement available to you for a specific type of leave (such as the total entitlement of leave days per year).

•Remainder(Leave balance)

The number of days that have not yet been taken.

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Leave Management

2.b. Leave Request

Employees can use this service to enter a leave request, or to notify their superior that they will be absent for a certain period of time. For example: due to illness.

The leave request is submitted to the employee’s superior for approval. Employees can check the status of their request.

Employees can use the Leave Request service to request both absences (leaves)and attendances(outside duty etc.).

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Leave Management – Leave Request

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1. Click on Type of Leave dropdown and select the leave type that you want to apply.

2. Use the Date field to indicate the period of the leave that you want to apply for. You can enter the date manually in the format DD/MM/YYYY or use the Calendar button to display the calendar and select a date.

3. You can also see the name of the approver and provide an accompanying note to the approver.

4. Click on the button to review your request.

This step allows you to review the details of leave being applied for, before you send it.

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Check out for error messages

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The button takes you back to Step 1(Display and Edit) to amend, if details were entered incorrectly.

The button sends your request to your approver.

5. After the successful submission of your request a confirmation screen is displayed.

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Leave Application

Leave Application contains services such as:

• Team Calendar• Leave Calendar• Time Accounts• Overview of Leaves

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Leave Application Services

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Leave Application Services - Show Team Calendar

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Leave Application Services - Show Leave Calendar

• The leave calendar provides a graphical overview of your existing leave.

• The Absence colour denotes the status of leave that has been applied.

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Leave Application Services - Show Calendar

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Leave Application Services - Overview of Leaves

This application shows you your leave applications. The details of your leave requests as well as the processing status i.e. approved, sent (waiting for approval) or rejected, is displayed.

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Leave Application Services - Show Overview

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Leave Application Services - Overview of Leaves

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3. Benefits & Payments

Employees can use the applications in this area to:

• Payslip

• Leave Encashment Request

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Benefits & Payments

3.a. Pay slips

This service provides employees with a detailed list of salary related amounts and information for a selected period. This includes:

• Gross amount (for example, payments)

• Net amount (for example, deductions)

• Outgoing payment (for example, bank transfer)

The system displays the salary statement in PDF form which opens automatically in the Salary Statement. Print the form by clicking on the Adobe Print Button.

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Benefits & Payments

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Benefits & Payments – Payslip

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3. Benefits & Payments

3.b. Leave Encashment Request

This service provides employees to create leave encashment requests. It also enables employees to display absence quotas and edit existing leave encashment requests.

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Benefits & Payments

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Leave Encashment Request

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4. Employee Search

4. Employee Search

Employees can use this service to search for employees’ data in the company address book.

The service comprises the following functions:

• Simple search: You can search by first name and last name.

• Advanced search using various criteria:

If you run a search, the system displays a hit list.

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Employee Search

April 18, 2023

Employee Search

Tips:

1. If you do not know how to spell the entire name, you can use * as a wildcard placeholder for unknown characters before or after the known character.

2. Using a plus sign (+) represents an individual character.

3. The number of results that will be displayed is limited to 100.

Example:

“Emp*” to search for “Employee” or “*ger” to search for “Manager”.

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Employee Search

From the hit list, you can go directly to the employee’s profile.

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Employee Search

Click on the employee

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Employee Search – Employee Profile

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Employee Search – Organizational Unit

To see the person’s organizational integration, select Organizational Unit. This takes you to the separate Organizational Chart screen.

Note:• The organizational hierarchy displays the department, position,

colleagues, and the selected colleague’s superior. • From here you can branch into the superior department.

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Click on the organization unit

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Ess Training

Documents

Transcript of Ess Training