ESS
E
m p l o y e e S e l f S e r v i c e S y s t e m
Employee User Guide
Click here
to view the tutorial videos
In a secure environment, ESS provides the
resources for an employee to maintain their own personnel records and the
facility to make common HR requests online, such as
• Request annual leave
online
• View and amend personal
details
• View annual leave
balance
• Request training
• Complete Induction, Probation & Appraisal HR
Forms
Table of Contents
Employee Self Service Tutorial Demos
Create Personal Information Record
Edit Personal Information Record
To register
for Employee Self Service, please follow the instructions below:
Fill in the fields: (If Active Directory is being used, fill in empty fields with your
Network Login Details.)*This will be used to verify an Employee
against the PAMS Employee record
Please keep
this account login information in a safe place.
NOTE: An HR Administrator can also
create an account for you. If they do,
you will receive an email (including user name and password) informing you to
complete your registration by clicking the Please follow this link to Complete Registration
link then follow Steps 2-6 above (filling in empty fields).
Once you
have registered for Employee Self Service, you can proceed to login either from
your email or from the Web Page. Here’s
how:
Email:
·
Open your approval registration email from HR;
·
Clicking on the ESS Login Page link will take you to the Employee
Self Service Login Page
·
Afterwards, follow the Web Page steps shown below to
access this System
Web Page:
1. Open the relevant
web page
2. The Employee Login Page
appears
3. Now enter your User
Name, Password and answer the security question (changes at each login), if you
wish tick the checkbox “Remember my user name” (if you want the system to
remember your username each time you log in) then click the ‘Login’ button
which displays your Home Page.
The Home Page is the control centre of what you can do
in this System. You can click 
on the toolbar at anytime,
which will take you to the Home Page
The password is case
sensitive.
NOTE: If Active Directory
credentials are being used, you cannot reset your password, please contact your
IT Department
To reset
your password, please do the following:
Please keep
this new password in a safe place.
From the
toolbar click 
- This screen provides your login information
which you can edit and save.
This is
confidential information only to you.
Only view when necessary.
In this Section, you can
request various types of leave or view your requests and their status, delete
requests and more.
Click on Add New Leave
Request link, the Leave Request Wizard appears; go through the Wizard carefully:
and select
the date)NOTE: The Annual
Leave reason is the only entry that deducts from the Employee’s Annual Leave
Balance.
Throughout
the Wizard, the ‘Cancel’ button returns
you to the Employee’s Home Page.
IMPORTANT: If
prompts ‘You are required to give a number of
day(s) notice for planned absence.
Please make sure your line manager has authorised
this leave request before continuing.’ This means the Advance Notice parameters
are set to a specific number of days, contact your Line Manager to confirm
before proceeding to Step 2 – Days/Hours.
If the days/hours are not displayed, a message will appear - click OK then enter your days; the hours
will be calculatedNOTE: Step 3 will only update if you selected in Step 1 the Leave Reason as Annual Leave.
|
|
Days |
Hours |
|
|
Brought Forward |
0.00 |
0.00 |
Leave
from the previous year (see Contract) |
|
Leave Allocation |
0.00 |
0.00 |
Annual
Leave given (see Contract) |
|
Statutory Lieu |
0.00 |
0.00 |
Statutory
Leave given if applicable (see Contract) |
|
Leave Taken |
0.00 |
0.00 |
Leave taken during the
year (see Absence Records) |
|
Future Leave Requested
|
0.00 |
0.00 |
Any
pending, elevated or future Leave Requests |
|
Balance Before |
0.00 |
0.00 |
Balance to the above |
|
Current Leave
Requested |
0.00 |
0.00 |
The current Leave
Request you are entering in |
|
Balance After |
0.00 |
0.00 |
The employee’s
remaining leave |
NOTE: You must be IN THE CURRENT LEAVE YEAR for it
to show Current Leave Requested. You can
view the Current Leave Year when creating a NEW Leave Request.
On your Home page within
the Leave Requests Section, you can view your Requests by selecting the Request
Status Filter (see statuses below) then click on the View link to see the request
details.
Leave Requests statuses
are:
|
Pending - |
Awaiting Line Manager to approve/decline |
|
Elevated - |
Line Manager’s approval outstanding – HR Administrator informed |
|
Authorised - |
Line Manager has approved your request |
|
Confirmed - |
Leave Request Dates has been confirmed |
|
Declined - |
Line Manager has not approved your request |
|
Deleted - |
Employee has deleted the Leave Request |
|
Deletion Requested - |
Line Manager has Authorised but then
Employee requests Deletion; Line Manager to approve Deletion |
You can only delete a Leave Request with a Pending and/or Elevated
status.
If a Line
Manager has already authorised your request, you will need to request a
deletion.
To Request
Deletion,
‘My Tasks’ is a facility
that enables an employee to keep track of various tasks that may be assigned to
them. They are shown on the homepage under the ‘My Tasks’ section. They have
three available statuses:
·
Overdue
·
Incomplete
·
Complete
·
Click Task Inbox
·
Click New Task
·
Enter Summary, Date
Due and Description
·
Choose Assign To
·
Select the Recipient
·
Notify by Email (tick
if you require this)
·
Save
·
Click Task Inbox
·
Right click on the
task to:
Open (if an eForm is attached,
click Complete This Form Online)
View/Add comments
Mark As - Complete, Incomplete, Overdue
Move to Folder - Inbox, Sent Items, Archive, Deleted Items
Percentage Complete – 0%, 25%, 50%, 75%, 100%
New Task – Create a new task
Incomplete/Overdue Tasks
are highlighted on the Tasks Calendar and all tasks are displayed in the Task
Inbox which has a similar layout to your email i.e. Inbox, Sent Items, Archive,
Deleted Items.
·
Clicking on the date
highlighted in blue on your Task
Calendar will show the required tasks to complete on that day
·
Click the expand arrow
to the left of the task to display details about the task, such as Current
Status, Percentage Complete and Description
·
Click Task Inbox to
open your inbox which will display the incomplete task
·
Right Click the
appropriate Task to open a drop down menu
·
You can either: Click Open to view details
Click View/Add Comments to view comments that
may have been added
Click Mark As, to change the status of the
task
Click Move to Folder, to move it to a
different folder, such as Archive
Click Percentage Complete to set the % work
that you have completed
Click New Task to set up a New Task
If you have more than 10 tasks in your Task Inbox, you
must click the arrow pointing right along the bottom toolbar to change page to
view more Tasks.
Clicking the double arrow
will bring you to the last page in your Task Inbox
Once a task has been
completed, it will automatically be removed from your Task Calendar
Right click
on a task you wish to delete and go to ‘move to folder – deleted items’. Click on the Deleted Items 
and right click on the task that you have just
moved and click on ‘Delete Permanently’.
This will prompt “Are you sure you want to delete?” – Click Yes to delete or Click No to return to screen.
If Access Rights has been permitted, eForms will be visible under the Company section on the
Home Page.
This shows a complete list of all forms completed to
date and those still pending.
Pending eForms – click on Edit to view/complete
Complete eForms – click on Download
PDF to view/Print
Filters based on Date
Started and/or Current Status can be applied to display only a subset of eForms based on these parameters.
One of the many eForms
within ESS is the End of Probation form.
When an employee has
reached their End of Probation period, a new task will automatically be sent to
the Employee’s inbox with an End of Probation eForm
attached; this is to be completed by the employee and manager (depending on the
workflow).
For companies who
have two probation dates, there is an option for End of Probation two trigger,
where you can set how many months to send the eForm
after the first Probation Date.
There is also the option to Return
for Revision if a section has not been completed to the standard expected,
this function allows the form to be passed back, along with a reason why, so it
can be edited and resubmitted.
This Section is your personal
information that you can update (depending on your
access rights, this will determine if you can view, create and/or edit Personal
Information links)
Whenever you are clicking through these links,
the ‘Cancel’ button will return you to the Employee’s Home Page.
NOTE: If you receive the prompt at Step 5, you will not see
your changes until HR has authorised them.
NOTE: If you receive the prompt at Step 4,
you will not see your changes until HR has authorised them.
This screen displays a breakdown of your annual
leave balance (read only). You can click the ‘Back’ button anytime which will return you
to your Home Page.
|
|
Days
|
Hours
|
|
|
Brought
Forward |
0.0
|
0.00
|
Leave
from the previous year |
|
Leave
Allocation |
0.0
|
0.00
|
Annual
Leave given per your contract(s) |
|
Statutory
Lieu |
0.0
|
0.00
|
Statutory
Leave given if applicable |
|
|
|
|
|
|
Leave
Taken |
0
|
0
|
Leave
taken during the year (see Absence Records) |
|
Future
Leave Requested |
0
|
0
|
Outstanding
Leave Requests |
|
|
|
|
|
|
Balance |
0.0 |
0.00 |
The
employee’s remaining leave |
NOTE: You must be IN THE CURRENT LEAVE YEAR for it
to show Future Leave Requested. You can
view the Current Leave Year when creating a NEW Leave Request.
The Contract tab displays
your current job details. The Career
History tab displays any changes made to your employment contract over the
years. These two tabs are read
only.
You can click the ‘Back’ button which will return you to your
Home Page.
This Screen
allows you to view all the absences you have taken during the years. You can click the ‘View Records’ button to
display Absence Records using the default filter criteria OR Enter and/or select your search criteria then you must click
‘View Records’ button which a list of absences reflecting your criteria will be
displayed. You can click the ‘Back’ button which will return you to your
Home Page.
NOTE: Absence
Records List shows only
authorised/confirmed absence records.
This Screen
allows you to search the System for other Employees for example, telephone
numbers.
After
entering and/or selecting the search criteria, you must click the ‘Search’
button then a list of employees reflecting your criteria will be
displayed. You can click the ‘Back’ button which will return you to your
Home Page.
NOTE: You can click ‘Search’ on the toolbar which
will take you to this screen as well.
If you are a Manager and
are registered on MSS, you are able to access MSS account simultaneously from
ESS and vice versa by clicking on ‘My MSS” icon on the top right hand side of
your Home Page.
Shown here:
Once you
are finished using Employee Self Service, please remember to Logout. Click the 
icon on the toolbar. This will return you to your Login Page.
Your
session in the Employee Self Service System will expire after 30 minutes if
left untouched on the computer screen which will return you to your Login Page
and require you to enter your login details.
Should you have any questions, please contact your Human Resources
Department.