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About the Manager & Employee Self Service (ESS) Facility |
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ESS is a web based service that is accessed through a web browser such as Microsoft Internet Explorer. The service allows employees to view a copy of their pay and other details as stored in the company's HR & payroll software. The service also allows an employee to request changes to some of that information as well as electronically submitting Leave Request Forms for the processing of leave, Payment Claim Requests to claim expenses or requests for Training. To enter and use the service, an employee must "log in" by entering their User ID and their password. This identitfies the person to the system and displays their personal information. The User ID is their employee payroll number and can be obtained, together with their initial password, from the pay office, from their pay advice or from the special 'Password Advice' that easily is produced from the Payroll Software system. Once an employee has successfully logged in to the system, they can select a number of functions from a Menu of choices on the left of the screen. By "clicking" or selecting a menu item on the left, the details of the item are shown on the right of the screen. When an employee has finished the tasks they wish to perform, they should "logout" of the system by clicking the Logout or SignOut button. This ensures no-one else using the computer later can access that employees information. The information shown and stored in ESS is kept separately from the payroll system of your company for security purposes and to help protect your data. The information shown is as it was when the last "snapshot" was taken from the payroll. The date this was last done is shown in the top right hand corner of the screen next to the heading "Kiosk last updated...". |
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ESS has an easy configurable user-password control where the Administrator of ESS can enforce password changes every X number of days where X is set by the Administrator. The minimum length of a password can also be enforced. The Employee Self Service performs two main functions. Firstly, it enables you to view (and check) the information that is stored for you on the company payroll system as well as certain historical pay details such as your Pay Advices and history of any leave taken. Secondly, it allows you to make "requests" to change some of that information or to apply for Leave, reimbursement of expenses or to attend Training. Remember that this service is not a part of the payroll system, and any changes you make to your information here become "requests to change" that must be accepted and processed by your payroll office. Requests for Leave, Payments and training must also be approved by the appropriate managers or authorities before they will be processed by the pay office. Managers have their employee's details easily available, including Personal Contacts, Experience, Qualifications and Skills, Pay rates, Leave available and Employee History. Viewing access of all these can be turned on and off by the ESS Administrator and are off by default. Managers can view the leave balances of all their employees in the same list at the same time and there is also a Leave Calendar available so managers easily can see who is on leave at a specific date. All managers can enter the timesheet or payment claims for their employees easily through the Timesheet Entry facility. Unlimited employees and their payment claims or hours can be entered on the same screen and by a single click the claims or hours are automatically entered in the payroll system. Managers are also able to Appraise Employees through ESS with functions to manage Employee goals, Improvement suggestions, Employee observations, Career path and Self appraisals. Managers can set up appraisal feedback forms and are able to set a rating to all aspects of an employees performance and goals and can also rate performance to the employees's role specifications. |
ESS Menu with Manager functions
 ESS Administration functions
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