Business Blueprint ESS

For Internal Circulation Only
Project- Mission Excellence
ASAP Business Blueprint

Employee Self Service
Applications
Business Process of VIL and VAL
HCM Team
Videocon International,
Chitegaon
February 2005
ESS Business Blueprint Document
ASAP Business
Blueprint
Employee Self Service

Business Processes
Project Mission Excellence
Created by: HCM Team
Date of creation: 27.01.2005
Changed by:
Date of the last changes: 31.01.2005
Version:
_______________ ___________________ ___ ________________________
Sign Off Date Signature Customer Signature Consultant
Page 2 of 59
Contents
1 HR Structure..................................................................................................10
1.1 Enterprise structure........................................................................................10
1.1.1 Company Code....................................................................................................... 10
1.1.2 Personnel Area....................................................................................................... 10
1.1.3 Personnel Subareas................................................................................................ 10
1.2 Personnel Structure........................................................................................11
1.2.1 Employee group...................................................................................................... 11
1.2.2 Employee subgroup................................................................................................ 12
1.3 Organization Structure...................................................................................13
1.3.1 Organization Unit.................................................................................................... 13
1.3.2 Jobs........................................................................................................................ 14
1.3.3 Position................................................................................................................... 14
2 ESS Applications..........................................................................................15
2.1 ESS Applications of Recruitment...................................................................15
2.1.1 Employment Opportunities Service(Intranet or Internet).........................................15
2.1.1.1 Scope..................................................................................................................................16
2.1.1.2 Expectations and Requirements.........................................................................................16
2.1.1.3 Explanation of Functions and Events.................................................................................16
2.1.1.4 Business Model..................................................................................................................17
2.1.1.5 Changes and its Implications..............................................................................................17
2.1.1.6 Description of Improvement...............................................................................................17
2.1.1.7 Gaps and Possible Approaches to bridge Gaps..................................................................18
2.1.1.8 System configuration considerations..................................................................................18
2.1.1.9 Data Migration Considerations...........................................................................................18
2.1.1.10 Interface considerations..................................................................................................18
2.1.1.11 Authorizations and User Roles.......................................................................................18
2.1.2 Application Status service.......................................................................................18
2.1.2.1 Scope..................................................................................................................................18
2.1.2.4 Business Model..................................................................................................................19
2.2 ESS Applications of Personnel Administration............................................19
2.2.1 Entering Hiring Data Service...................................................................................20
2.2.1.1 Scope..................................................................................................................................20
2.2.1.4 Business Model..................................................................................................................20
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2.2.2 Who’s Who Service................................................................................................. 21
2.2.2.1 Scope..................................................................................................................................21
2.2.2.4 Business Model..................................................................................................................22
2.2.3 Personal Data Service............................................................................................ 23
2.2.3.1 Scope..................................................................................................................................23
2.2.3.4 Business Model..................................................................................................................23
2.2.4 Address Service...................................................................................................... 24
2.2.4.1 Scope..................................................................................................................................24
2.2.4.4 Business Model..................................................................................................................25
2.2.5 Emergency Address................................................................................................ 25
2.2.5.1 Scope..................................................................................................................................25
2.2.5.4 Business Model..................................................................................................................26
2.2.6 Family Related Person service...............................................................................26
2.2.6.1 Scope..................................................................................................................................26
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2.2.6.4 Business Model..................................................................................................................27
2.2.7 Emergency Contact Service....................................................................................28
2.2.7.1 Scope..................................................................................................................................28
2.2.7.4 Business Model..................................................................................................................28
2.2.8 Bank Details on Internet service.............................................................................29
2.2.8.1 Scope..................................................................................................................................29
2.2.8.4 Business Model..................................................................................................................30
2.2.9 Previous employer’s Service...................................................................................30
2.2.9.1 Scope..................................................................................................................................30
2.2.9.4 Business Model..................................................................................................................31
2.3 ESS Applications of Personnel Development...............................................32
2.3.1 Qualification Profile Service....................................................................................32
2.3.1.1 Scope..................................................................................................................................32
2.3.1.4 Business Model..................................................................................................................33
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2.3.2 Display Qualifications Service.................................................................................33
2.3.2.1 Scope..................................................................................................................................34
2.3.2.4 Business Model..................................................................................................................34
2.3.3 My Appraisals Service............................................................................................. 35
2.3.3.1 Scope..................................................................................................................................35
2.3.3.4 Business Model..................................................................................................................35
2.3.4 Appraisal Overview service.....................................................................................36
2.3.4.1 Scope..................................................................................................................................36
2.3.4.4 Business Model..................................................................................................................37
2.4 ESS Applications of Training and Events......................................................37
2.4.1 My Service Training Center.....................................................................................37
2.4.1.1 Scope..................................................................................................................................38
2.4.1.4 Business Model..................................................................................................................38
2.4.2 Service My Bookings............................................................................................... 39
2.4.2.1 Scope..................................................................................................................................39
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2.4.2.4 Business Model..................................................................................................................40
2.4.3 Calendar of Events or Service List of Events..........................................................40
2.4.3.1 Scope..................................................................................................................................40
2.4.3.4 Business Model..................................................................................................................41
2.4.4 Book/Prebook Attendance or Service book Attendance..........................................42
2.4.4.1 Scope..................................................................................................................................42
2.4.4.4 Business Model..................................................................................................................43
2.4.5 Service view Attendance or IAC Booked Events.....................................................43
2.4.5.1 Scope..................................................................................................................................44
2.4.5.4 Business Model..................................................................................................................44
2.4.6 Cancel Attendance or IAC Cancel Attendance........................................................45
2.4.6.1 Scope..................................................................................................................................45
2.4.6.4 Business Model..................................................................................................................46
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2.5 ESS Applications of Time Management........................................................47
2.5.1 Display of Work schedule of employee...................................................................47
2.5.1.1 Scope..................................................................................................................................47
2.5.1.4 Business Model..................................................................................................................47
2.5.2 Leave Request........................................................................................................ 48
2.5.2.1 Scope..................................................................................................................................48
2.5.2.4 Business Model..................................................................................................................49
2.5.3 Leave Approval....................................................................................................... 49
2.5.3.1 Scope..................................................................................................................................49
2.5.3.4 Business Model..................................................................................................................50
2.5.4 Leave Cancellation and Approval ...........................................................................52
2.5.4.1 Scope..................................................................................................................................52
2.5.4.4 Business Model..................................................................................................................53
2.5.5 Time Accounts........................................................................................................ 54
2.5.5.1 Scope..................................................................................................................................54
2.5.5.4 Business Model..................................................................................................................54
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2.5.6 Leave Requests Overview......................................................................................55
2.5.6.1 Scope..................................................................................................................................55
2.5.6.4 Business Model..................................................................................................................56
2.6 ESS Applications of Travel Management......................................................56
2.6.1 Submit Travel Request............................................................................................ 56
2.6.1.1 Scope..................................................................................................................................56
2.6.1.4 Business Model..................................................................................................................57
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1 HR Structure
The following Enterprise/Organizational definitions have been given at VIL.
1.1 Enterprise structure

1.1.1 Company Code
Definition and Meaning
The company code is defined in Financial Management
Definitions at VIL
Company Code: Will be defined in Financial Management
1.1.2 Personnel Area

Personnel Area is a subunit of the Company Code and

connects HR directly to FI/CO. Representation of large
divisions or separate geographical areas of a company’s
structure.
Definition of currency - which is inherited from the Company

Code definition.
Definition of country grouping - which controls country-
specific data entry.
Personnel areas divide a company code into sub-units. The
individual personnel areas in a company code are defined in
Customizing and have a four-digit alphanumeric identifier.
The personnel area has the following functions:
The personnel area is used to generate default values for
data entry, for example, an employee’s payroll area.
The personnel area is a selection criterion for reporting.
The personnel area constitutes an authorization check unit.
Definitions at VIL
The following Personnel areas have been defined for VIL:
The definitions are covered under Personnel Administration
1.1.3 Personnel Subareas

Personnel Subareas represent a further division of the
Personnel Area.
The organizational control of various HR structures takes
place at this level. Organizational control of the main HR
subareas, namely the pay scale and wage type structures
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and work schedule planning, takes place at the personnel
subarea level. The personnel subarea is defined by a four-
character, alphanumeric code. The respective country-
specific control features are stored here.
The personnel subarea has the following organizational

functions:
 Specifying the country grouping; this controls the

dialog for entering country-specific personnel data and
the setting up and processing of wage types and pay
scale groups in Payroll; within a company code, the
country grouping must be unambiguous
 Assigning a legal entity to differentiate between the
individual companies from a legal point of view
 It specifies groupings for Time Management. This
enables you, for example, to set up work schedules,
substitution types, absence types, and leave types on
the basis of a specific personnel subarea.
 The personnel subarea is a selection criterion for
evaluations.
 The personnel subarea is used to generate default
values for pay scale area and pay scale type for an
employee’s basic pay.
 It specifies the public holiday calendar.
 Defining personnel subarea-specific wage types per
personnel area
 It assigns a legal person for payroll.
 PTAX groupings
Definitions at VIL
The definitions are covered under Personnel
Administration
1.2 Personnel Structure

1.2.1 Employee group
Employee groups represent a primary subdivision of

personnel. An employee group defines the extent to which its
employees place their labour at the disposal of the
enterprise. The Personnel Administration component makes
a significant differentiation between active, pensioner and
early retiree employee groups. In Customizing, each
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employee group is defined with a one Character
identification.
The employee group has the following organizational

functions:
 Employee groups allow you to generate data entry

default values, for example, for the payroll accounting
area or an employee’s basic pay.
 Employee groups serve as selection criteria for
reporting.
 Employee groups constitute an authorization check
unit.
Definitions at VIL.
1.2.2 Employee subgroup

Definition and meaning.
Employee subgroups subdivide employee groups. Within the

employee group for active employees, for example, a
distinction is made between the following employee
subgroups:
The employee subgroup is defined by a two-character,

alphanumeric code.
All of the control features for the personnel structure are

defined at the employee subgroup level. The most important
control features are as follows:
 Standardize or differentiate how an employee is dealt

with for a personnel calculation rule using the
grouping of employee subgroups. For example,
whether an employee’s remuneration is calculated on
a monthly or hourly basis using this grouping.
 To determine which wage types are permissible for
which employee subgroups using the employee
subgroup grouping for the primary wage types.
 With the employee subgroup grouping for collective
agreement provisions will help in restricting the
eligibility of pay scale groups, so that only certain pay
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scale groups are valid for specific employee
subgroups.
 Will help in determining which work schedules are
permissible for which employee subgroups using the
employee subgroup grouping for the work schedule.
 Will help in setting up appraisal criteria dependent on
employee subgroup using the employee subgroup
grouping.
 The employee subgroup enables to define data entry
default values, for example, for the payroll area or an
employee’s basic pay.
 The employee subgroup is a selection criterion for
evaluations.
 Employee subgroups are an authorization check unit.
Definitions at VIL:
1.3 Organization Structure

1.3.1 Organization Unit
Representation of the reporting structure and the distribution

of tasks using organizational units (departments, for
example) in an enterprise.

Represents a functional unit in the Company, marketing
department, for example. According to how tasks are divided
up within an enterprise, this could be a department, group or
project team.
Organizational units differ from other units in an enterprise
such as personnel areas, company codes, business areas
etc. These are used to depict structures (administration or
accounting, for example) in the corresponding components.
You depict the functional units of your enterprise with
organizational units. You create an organizational structure
by assigning these organizational units to each other. The
highest organizational unit in an organizational structure is
the root organizational unit.
You can store characteristics for each organizational unit.
These can be
 Evaluated using reports
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 Inherited by subordinate positions
Definitions at VIL
The Organization structure is defined based on geographical
areas and business/Functional Requirements
The Organization structure and organizational unit
configuration is covered under Organization Management.
1.3.2 Jobs
Jobs are classifications of functions in an enterprise
(administrator, for example), which are defined by the
assignment of characteristics. Jobs serve as job descriptions
that apply to several positions with similar tasks or
characteristics.
Definitions at VIL
The definitions are covered under Organization
Management.
1.3.3 Position
Represents a post, which can be occupied by a person
(employee) in the staff assignments of an organizational unit.
(For example JOB = Manager and POSITION = Manager –
HR).
Definitions at VIL (eg;)

The definitions are covered under Organizational
Management
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2 ESS Applications
SAP ESS Key Capabilities
SAP Employee Self-Service (ESS) offers all the functionality to empower users
and deliver the information, tools, and services they need to do their jobs. Giving
them the freedom to focus on business results.
ESS includes key capabilities for:
Office -- Manage items related to daily work activities, such as an inbox,
company directory, personal calendar, and internal service request.
Time management -- Submit leave requests, and receive approvals and Leave
Requests Overview.
Business travel -- Manage all aspects related to business travel, from trip
planning to Trip Completion and Financial Postings also
Payment -- Handle issues related to salary, such as salary verification and
compensation statements.
Skills and appraisals -- Access a qualifications profile, maintain a skills
database, and view recommendations for skills enhancement.
Training -- Display training schedules, sign up for training, and receive training
approval as well as.
Recruitment -- View job openings with the company, create application
materials, apply for a position, and check the status of pending applications.
Life and work events -- Receive guidance and background information pertinent
to life and work changes, such as getting married or starting a new job.
Personal information -- View, enter, and update personal information such as
address, dependents, and emergency contact and bank data.
2.1 ESS Applications of Recruitment

Recruitment Web applications support the company’s recruitment strategy
requirements. They allow external applicants to use the modern medium
of the Internet. Because it is a fast and cost-effective medium, the
company and external applicants both profit.
The following services are available for recruitment component on ESS.
They are
- Internal Intranet Applications of ESS
Employment Opportunities Service
Application status Service
- Internal Intranet Applications of ESS
Employment Opportunities web Application
Application status Service
2.1.1 Employment Opportunities Service(Intranet or Internet)

Recruitment Employee Self-Service (ESS) functions support
your company’s internal recruitment strategy requirements.
They allow your employees to use the modern medium of the
intranet. Your company and employees both benefit from the
advantages of a medium that is already integrated with
existing components in the SAP System.
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The employment opportunities services will help the
organization in streamlining and structuring of recruitment
process where the applicants will apply directly in reference
to a position which is vacant or sometimes unsolicited
applications without reference to any vacant Job. The
Intranet and internet media is very cheap compared with
other Media such as Vendors and Mass media which is
News papers.
2.1.1.1Scope
The scope of the document is to cover the process of
Employment opportunities service of ESS.
2.1.1.2Expectations and Requirements

To provide the facility to display and allow the internal
employees to apply for the vacancies on line using
intranet facility and also to provide the same for
external applicants who can log on to the company
website and apply online.
2.1.1.3Explanation of Functions and Events

Intranet Service:
The Employment Opportunities service allows
employees in VIL and VAL Company to do the
following:
Employees can only apply to advertised vacancies.
Employees can also create an attachment containing
their application documents and passport photograph
in the intranet.
Advantages for employers:
Compared to newspapers and specialized journals,
the Internet is a particularly inexpensive medium for
advertising employment opportunities and using the
intranet solution to inform the employees quickly about
vacancies of the company.
Integration
Information on positions is read from the records
stored in the Recruitment application component.
Similarly, the information submitted by employees is
stored in the Recruitment component. The R/3 System
retrieves existing data (such as personal data,
qualifications, previous employers) from the Personnel
Administration component and transfers it to the
Recruitment component. Unlike external applicants
using the Employment Opportunities web Application,
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employees can submit an online application with
minimal data entry.
Employees log on to the Employment Opportunities
service using their current user ID for Intranet.
Internet Web Services
Generally speaking, human resources are the highest
fixed costs that a company has. Consequently,
recruiting the best people possible has become a high
priority. Companies invest a lot of time and money
advertising employment opportunities, evaluating
applicants, and managing the entire recruitment and
hiring process.
This Web application allows external applicants to do
the following:
Display job advertisements from your company
Apply for vacant positions in your company
Submit unsolicited applications to your company
Create attachments (application documents with
passport photograph
Change application data as required
Job seekers can display a list of all job advertisements
in your company. The system displays a short
description of the vacant positions.
External applicants can submit applications in
response to specific job advertisements or make
unsolicited job applications. Applicants submit
applications via the Internet by entering the
information that is requested of them (personal details,
experience, qualifications, skills, and training).
Applicants are obligated to enter their personal details.
In the other areas, however, applicants are free to
decide how much information they want to provide.
Applicants can also create an attachment containing
their application documents and passport photograph
in their online application via the Internet.
2.1.1.4Business Model
None
2.1.1.5Changes and its Implications

None
2.1.1.6Description of Improvement
SAP implementation is a total improvement over the
existing practices. The SAP intranet and web
applications will help in speeding up of the recruitment
Page 17 of 59
process and also reduce the burden of HR personnel
in manually entering Large Volumes of Data.
2.1.1.7Gaps and Possible Approaches to bridge Gaps

None
2.1.1.8System configuration considerations

None
2.1.1.9Data Migration Considerations

None
2.1.1.10 Interface considerations

None
2.1.1.11 Authorizations and User Roles

Roles: HR_ESS_User
2.1.2 Application Status service

The Application Status Web application helps support a cost-
effective and efficient recruitment procedure by allowing
applicants to check the status of their job applications over
the Internet or Intranet. This enables to dispense with a part
of the company’s administrative duties.
2.1.2.1Scope
ESS service applicant status through Intranet or
Internet.

A facility to be provided where the applicants can
check their status of the Job application over Intranet
or Internet.

The Application Status service helps support a cost-
effective and efficient internal recruitment procedure
by allowing employees to check the status of their job
applications over the intranet. This means that the
human resources department is spared part of their
administrative tasks (such as answering telephone
enquiries).
Advantages for employers:
Page 18 of 59
Costs can be saved because applicants can track their
own applications on the Internet. This means that
companies have fewer telephone inquiries to answer,
and that they do not need to create and send letters of
confirmation.
Advantages for employees:
Employees can find out the status of their application
quickly and easily on the Internet. Another advantage
is that they are not restricted to normal company
opening hours.
None

None
existing practices.

None

None

None

None

Roles: HR_ESS_user
2.2 ESS Applications of Personnel Administration

The ESS will empower the employee to change his own data and enter
the data which otherwise would have been entered by HR Perosnnel. The
Ess will allow employee to update the information from time to time. The
following services are available for employee to manage self information.
They are
- Entering Hiring Data Service
- Who’s is Who Service
- Personal Data Service
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- Address Service
- Emergency Address Service
- Family Related Person service
- Emergency Contact Service
- Bank Details on Internet Service
- Previous employer’s Service
2.2.1 Entering Hiring Data Service
2.2.1.1Scope
The scope of the document is to the cover the
business process of ESS service Entering Hiring Data
for VIL and VAL employees

Once the employee is hired, and then a facility should
be made available for the employees to log on to
intranet and enter all the details such as personal
information.

The Data Entry for Hiring service enables the
employees at VIL and VAL to display and edit their
own personal data. The initial entry of personal data
for new hires is carried out partly by the personnel
department and partly by the new employee. In this
way, employees can keep their own data up to date
and relieve the personnel department of time and
cost-intensive activities. New employees can enter
and change their data in this service until the first
payroll run.
After the first payroll run, they can only display their
data with this service. If the employees want to
change their data after the first payroll run, they must
call up the relevant service from the Personal data
menu.
An employee must have an SAP user that is directly
linked to his or her R/3 employee master data via the
Communication Infotype (0105).
None

None
Page 20 of 59
existing practices.

None

None

None

None

Role: HR_ESS_User
2.2.2 Who’s Who Service

The Who’s Who service uses data that has usually been
maintained already within Personnel Administration. This
means that you do not have to enter data twice to be able to
use this service. The Who’s Who service enables you to use
Personnel Administration functions that are not provided by
other search tools for personal data.
2.2.2.1Scope
The scope of the document is to cover the ESS
service Who’s who in the Organization.

Need to have a facility to search the employees to find
out the email addresses and also the designation of
employees in ESS.

The Who’s Who service improves internal
communication between employee’s and your
company. The service enables the user to quickly and
simply find out employee’s communication data, i.e.
telephone number or internet addresses.
The basic communication data is displayed in the
intranet is retrieved directly from the data records
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maintained in the SAP Personnel Administration
component.
As enterprises experience steady growth and

globalization, their need for efficient internal
communication increases.
The Employee Directory service satisfies this need by
offering R/3 customers and their employees decisive
advantages:
The Who’s Who service uses data that has usually
been maintained already within Personnel
Administration. This means that you do not have to
enter data twice to be able to use this service.
The Who’s Who service enables you to use Personnel
Administration functions that are not provided by other
search tools for personal data. For example,
Personnel Administration allows you to store
employee photos as a constituent part of basic
personal data. You can then display these photos in
the intranet.
The Who’s Who service enables your employees to
access communication data on all employees at the
enterprise. It is often the case, for example, that global
enterprises do not use a single electronic mail system
at all of their international subsidiaries. This means
that there is no universal directory of persons for all
employees to access. This service enables employees
to search for other employees at any international
subsidiary.
The Who’s Who service enables you to allow third
parties, such as partner companies, to access
communication data without accessing internal
systems.
None

None
existing practices.
Page 22 of 59
None

None

None

None

Role: HR_ESS_user
2.2.3 Personal Data Service

In this service, the fields are reduced to their essentials so
that newly hired employees who have no knowledge of the
SAP System can also edit their own personal data using the
service.
2.2.3.1Scope
business process of ESS service Personal Data
where employee personal information gets stored for
VIL and VAL employees

Once the employee is hired, then a facility should be
made available for the employees to log on to intranet
and enter all the details such as personal information.

The Personal Data service will enable the employees
in Videocon to display and edit their own personal
data. In this way, employees can keep their own data
up-to-date, at the same time reducing the number of
time-consuming and expensive activities performed by
the Human Resources Department
None
Page 23 of 59
None
existing practices.

None

None

None

None

Role: HR_ESS_User
2.2.4 Address Service

The service is useful for entering the personal details of
employee on his own.
2.2.4.1Scope
business process of ESS service Addresses of
employees at VIL and VAL.

and enter all the details of Permanent address and
Contact Address.

The Address service will enable the employee to enter
the Permanent, Present and other address types
through Intranet or Internet and the same can be
verified by the HR department.
Page 24 of 59
Communication infotype (0105).
None

None
existing practices.

None

None

None

None

Role: HR_ESS_User
2.2.5 Emergency Address
2.2.5.1Scope
business process of ESS service Emergency Address

and enter all the details such Emergency address.
Page 25 of 59
The Emergency Address service will enables the
employees at VIL and VAL to display and edit contact
addresses for emergency situations. In this way,
employees can keep their own data up-to-date.
None

None
existing practices.

None

None

None

None

Role: HR_ESS_User
2.2.6 Family Related Person service

The Family/Related Person service enables the employees at
your enterprise to display and edit data about their own family
members and related persons.
2.2.6.1Scope
business process of ESS service Family Related
Person for VIL and VAL employees

Page 26 of 59
and enter all the details of the Family and related
persons in SAP.

The Family/Related Person service enables the
employees at VIL and VAL to display and edit data
about their own family members and related persons.
In this way, employees can keep their own data up-to-
date, and also reducing the number of time-
consuming and expensive activities performed by the
Human Resources Department. If an employee uses
this service to update his or her family members and
related persons, the old data is automatically
delimited. Old HR data is not lost. Instead, it is kept in
full so that historical evaluations are possible.
Communication infotype (0105).
None

None
existing practices.

None

None

None

None

Role: HR_ESS_User
Page 27 of 59
2.2.7 Emergency Contact Service

The emergency contact service is available for the employees
to enter the data of the relatives or family members to be
informed when the employee himself in emergency situation.
2.2.7.1Scope
business process of ESS service Emergency Contact
service for VIL and VAL employees

and enter the Emergency contact Details.

The Emergency Contact service enables the
employees in your enterprise to display and edit
persons who can be contacted in emergency
situations. In this way, employees can keep their own
data up-to-date, while simultaneously reducing the
number of time-consuming and expensive activities
performed by the Human Resources Department. If an
employee uses this service to update his or her
contact address, the old data is automatically

None

None
Page 28 of 59
existing practices.

None

None

None

None

Role: HR_ESS_User
2.2.8 Bank Details on Internet service

The Bank Details service is available for the employees to
enter the Bank and Branch details for payroll and Travel
expenses purpose.
2.2.8.1Scope
business process of ESS service Bank details service

and enter the Bank details.

An employee’s bank details are used for pay and trip
expense transfers. The Bank Details service enables
the employees in VIL and VAL to display and edit their
own bank details. In this way, employees can keep
their own data up-to-date, while simultaneously
reducing the number of time-consuming and
expensive activities performed by the Human
Resources Department.

Page 29 of 59
None

None
existing practices.

None

None

None

None

Role: HR_ESS_User
2.2.9 Previous employer’s Service

To capture the details of previous employments, Industry type
for an employee so that the information about employee
experience will be available in database. The employee
should be allowed to enter the information.
2.2.9.1Scope
business process of ESS service Previous employer’s
service for VIL and VAL employees.

and enter all the details of previous employment and
employers.
Page 30 of 59
The Previous employer service enables the
employees at your enterprise to display and edit data
on their own previous employers. In this way,
employees can keep their own data up-to-date, while
simultaneously reducing the number of time-
consuming and expensive activities performed by the
Human Resources Department.
If an employee uses this service to update his or her
previous employers, the old data is automatically
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existing practices.

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Role: HR_ESS_User
Page 31 of 59
2.3 ESS Applications of Personnel Development

2.3.1 Qualification Profile Service
The qualifications profile is on display and It also displays a
tree-like, hierarchical structure containing all the qualifications
defined for VIL and VAL. Any qualifications already in your
qualifications profile are highlighted in this hierarchical
structure. To display detailed information on a qualification,
position your cursor on the line in question, and choose
Details. To transfer a new qualification to your qualifications
profile, position your cursor on the qualification in question,
and choose Add to profile.
Select proficiency for your new qualification.
If necessary, change the proficiencies of existing
qualifications and save the changes incorporated.
2.3.1.1Scope
The scope of the document is to explain the
Qualification profile service for VIL and VAL
employees where employees can add additional
qualifications which are acquired by them from time to
time.

At present the employee will communicate with the HR
department to add the new skills acquired to the
employee’s profile which is Personal file of employee.
To have a facility for the employees to add or include
the qualifications and skills acquired to be attached to
the employee profile.

This Employee Self-Service (ESS) will allow the
employees the option of editing their own
qualifications profile. In the qualifications catalog, the
employee in question can select the qualifications that
he or she possesses, along with a proficiency, and
then transfer the qualifications in question to his or her
own special qualifications profile. Employees can edit
and update their own qualifications profile at any time.
You use this service if, for example, you want to:
Define qualifications profiles in your organization
Keep qualification profiles up to date
Page 32 of 59
Advantages of using this service:
Reduces the administrative workload of staff in the
personnel department and supervisors
Promotes employee involvement and responsibility
Prerequisites
You must have implemented the Personnel
Development component.
In Customizing for Personnel Development, you must
have worked through the following activities:
Edit Scales
Edit Qualifications Catalog
You must have created a mini master record for every
employee. You must also have created Infotype 105.
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existing practices.

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Roles: HR_ESS_user
2.3.2 Display Qualifications Service

Display all existing qualifications and corresponding
proficiencies.
Display the validity start and end date of each qualification.
Page 33 of 59
2.3.2.1Scope
display employee qualifications.

To display the employee qualifications on Intranet
service and Internet service.

This Employee Self-Service (ESS) gives your
employees the options of viewing the qualifications
(skills, talents, and knowledge) that have been
recorded in the system for them. The proficiency and
validity of each qualification can be displayed, thus
enabling employees to see, for example, where they
require further training.

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existing practices.

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Roles: HR_ESS_user
Page 34 of 59
2.3.3 My Appraisals Service
My appraisal service will display and allow editing the
different phases of Appraisals.
2.3.3.1Scope
The scope of the document is to cover the appraisal
process where as an appraisee employee can edit his
KRA’s and reset the KRA’s in Co-ordination with
Appraiser and where as Appraiser can access his own
Appraisals and also can appraise the appraisee.

Facility to have a on line appraisal system on web
where the employees will enter their KRA’s in the
appraisal form.

This Employee Self-Service (ESS) gives your
employees the option of viewing the appraisals where
they have been the appraisee (Quarterly
review/annual reviews, for example).
Prerequisites
Each employee is only allowed to view his or her own
appraisals. This means that each employee requires a
user in the appropriate R/3 System, and also
authorization for displaying his/her own appraisals.
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existing practices .

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Roles: HR_ESS_user
2.3.4 Appraisal Overview service

The appraisal overview service is facility for the Managers to
have a look at different appraisal documents and KRA’ s
defined for each document. They can also see the
compliance of KRA’s.
2.3.4.1Scope
Appraisals overview service where the Managers can
view, Create or edit the appraisals of subordinates

Requirement of a Facility to view the appraisal
documents at one place so that the managers can go
through the status and process of appraisals

This service has been developed especially for the
role Manager. It enables a manager (or some other
type of supervisor responsible for human resources) to
view the appraisals where he/she was appraiser or
appraisee, and to create and edit appraisals from
his/her mySAP.com Workplace.
Eases the manager’s workload with regard to human
resource related duties, since he/she can view these
appraisals, or create other appraisals from his/her
mySAP.com Workplace at any time, and anywhere.
At the same time, the manager can find out how
he/she has been appraised.
Integration
This service is assigned to the role Manager.
Prerequisites
You must have assigned the role Manager to the user
(manager, supervisor, etc.) in question.
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Appraisal models must already be defined.
Authorizations/Security
The user also requires the following authorizations:
Authorization for display his/her own appraisals
Authorization for displaying and editing the appraisals
of the employees for whom he/she is responsible
No special security measures need to be
implemented.
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existing practices.

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Roles: HR_ESS_user
2.4 ESS Applications of Training and Events

2.4.1 My Service Training Center.
This Employee Self-Service lets employees display the
current business event offering. With the required
authorization, employees can book attendance for events in
this service or, alternatively, submit attendance requests for a
supervisor’s approval. An integrated approval workflow
enables a supervisor to convert an attendance request into an
actual event booking.
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2.4.1.1Scope
The scope of the document is to cover the ess service
My Service center.

Display of calendar of Training and events to
employees at various locations to enable them to
Book themselves for the Training programs

This Employee Self-Service lets employees display
the current business event offering. The employees
can book attendance for events in this service or,
alternatively, submit attendance requests for a
supervisor’s approval. An integrated approval
workflow enables a supervisor to convert an
attendance request into an actual event booking.
Integration
This service should be integrated with the service My
Bookings that lets employees display their current
bookings, make rebooking, and cancel bookings.
These functions can also be integrated with an
approval workflow where required.
This is a standard ESS service where employees can
enter or check the information with regard to the
Business Events at VIL and VAL.

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existing practices.

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Roles: HR_ESS_user
2.4.2 Service My Bookings

This service is useful for the employee to view, Book, Cancel
and Rebook the Business Events. This service also has the
workflow facility.
2.4.2.1Scope
Calendar of events.

Display of calendar of Training and events with dates
to employees at various locations to enable them to
Book, Cancel and rebook themselves for the Training
programs

This Employee Self-Service enables employees to
view all of their bookings and the status of each
booking. With the required authorization, employees
can rebook or cancel bookings in this service or,
alternatively, submit rebooking or cancellation
requests for approval. Automatic approval workflows
can be triggered when requests for rebooking or
cancellation are submitted.
Employees can appraise events they have attended in
this service.
This service offers the following advantages:
Human resource administrators and line managers are
relieved of administrative tasks and the employee’s
sense of responsibility and control is increased
Integration
This service should be integrated with the service
Training Center that lets employees make bookings
for business events. This function can also be
integrated with an approval workflow where required.
Prerequisites
A mini master data record must be created for each
employee. Infotype 105 must be created for the
employee.
Page 39 of 59
enter or check and book, cancel and rebook the
business event and also the information with regard to
the Business Events at VIL and VAL.

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existing practices.

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Roles: HR_ESS_user
2.4.3 Calendar of Events or Service List of Events

The service offers display of the Training programs which the
employee is authorized to view on intranet and internet. This
service is of great help to the employee since employee can
decide which training program is beneficial and accordingly
the employee will book for the Training programs through
service My bookings.
2.4.3.1Scope
Calendar of events.
Page 40 of 59

There are two services available for Display of
Calendar of events. They are
- Web Application Calendar of Events for External
Users
- ESS Service List of Events
The Internet Application Calendar of Events or ESS
Service List of Events provides support for the
organization and management of business events by
giving external Internet users and Internal intranet
users access to an event calendar divided into subject
areas. Users can consult this calendar for information
on events that are of interest to them, including
information on event dates, contents, instructors,
availability of places, and attendance fees.

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existing practices.

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Roles: HR_ESS_user
2.4.4 Book/Prebook Attendance or Service book Attendance

This service offers ESS users a number of advantages. Users
can access information on their own bookings or prebookings.
Business event data administered in R/3 is presented
attractively and is universally accessible. The fact that users
are in a position to inform themselves can lead to reduced
costs for internal communications in the company. Attendees
have access to the most up-to-date data.
2.4.4.1Scope
The scope of the document is to cover the ESS/WEB
service Book/Prebook Attendance.

Book/Prebook themselves for the Training programs

The ESS Internet Application Component
Book/Prebook Attendance enables Web users to book
attendance via Internet for business events offered by
your company. To do so, the user can display your
company’s calendar of events, which lists the
business events offered. The calendar, divided into
subject areas or tracks, contains information about
event dates, contents, instructors, availability of
places, and fees.
The user can select a suitable event date from the
business event offering and make a booking for it. If
no suitable date is scheduled, the user can make a
Prebooking for the event type.
This IAC provides R/3 users with a cost-effective way
of making bookings and prebookings for business
events offered by the company using Employee Self-
Service applications.
Booking is for a Training program for which the exact
date is fixed as the commencement of Event.
Prebooking is a Booking for a business Event type
where the dates are not fixed and as and when the
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dates are fixed, the Prebookings will become a
Booking for Business Event
Book for a Business Event or Prebook for a Business
Event type with regard to the Business Events at VIL
and VAL.

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SAP ESS implementation is a total improvement over
the existing practices. At present there is no facility to
book or view or Cancel the Training Programs on line.

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Roles: HR_ESS_user
2.4.5 Service view Attendance or IAC Booked Events

The employees can view their own booking and they can very
well in Advance decide to make themselves present for the
Training Program. This service offers Web and ESS users a
number of advantages. Users can access information on their
own bookings or prebookings. The fact that users are in a
position to inform themselves can lead to reduced costs for
internal Communications in the company. Attendees have
access to the most up-to-date data.
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2.4.5.1Scope
ESS service View Attendance.


The Employee Self-Service View Attendance enables
the users to access information on bookings they have
made for training courses or other business events
offered by the company. Via the Intranet and Internet,
they can call up a list of business events they have
already attended or events that they are booked to
attend. The user can also find out details such as
event dates, contents, qualifications imparted, and
attendance fees.
With the required authorization, the R/3 users can gain
access to details of other users’ bookings. The head of
department, for example, can find out what business
events his or her staff has attended. In this way, he or
she can obtain an overview of the qualifications
attained by employees or keep track of the cost of
education and training measures in the department.
view the information with regard to the Business
Events at VIL and VAL.

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SAP ESS implementation is a total improvement over
the existing practices. At present there is no facility to
book or view or Cancel the Training Programs on line.

None
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Roles: HR_ESS_user
2.4.6 Cancel Attendance or IAC Cancel Attendance.

The employee can cancel the booking for a training program.
This service is available for Intranet and Internet. The
cancellation may be because of many reasons. The
employee may be asked by the superiors to cancel the
booking as the employee’s presence is required by the
business for the Day or employee self canceling due to
unavoidable reasons.
2.4.6.1Scope
service Application where employees can cancel their
attendances through Intranet or Internet.

A facility should be made available to view the
different Training programs available and booked for
employee.
To have access to the employee to cancel the booking
in case of employees who are not in a position to
attend the same. Display and allow the calendar of
Training and events to employees at various locations
to enable them to cancel their bookings.

This Employee Self-Service empowers the users to
cancel their own bookings on business events or
Training Program offered by company. To do so, they
access the event calendar, find the relevant business
event date for which they are booked and cancel the
booking.
Event organizers/HR can cancel attendance bookings
made for their events. Users can save on costs
communicating with the organizer by accessing and
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editing the information themselves on the corporate
intranet.
The Web Application Components Cancel Attendance
enables Web users to cancel bookings they have
made via Internet for business events or Training
Programs offered by the company. To do so, they
access the calendar of events, find the relevant
business event date for which they are booked and
cancel the booking.

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existing practices.

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Roles: HR_ESS_user
Page 46 of 59
2.5 ESS Applications of Time Management

The Web applications in Time Management allow employees to maintain
their own data. They enable you to transfer some of the routine
administrative tasks performed by your HR to your employees.
The Personnel Time Management component offers you support in
performing all human resources processes involving the planning,
recording, and valuation of internal and external employees’ work
performed and absence times. The employee self service applications will
help the employee in Displaying the worling times, in Applying the Leave
on line, Cancellation of Leave and approval process. Apart from Leave
application employees can also view their Leave Balances on Line.
2.5.1 Display of Work schedule of employee

The employee working times are displayed on web. This
service will help the employee about his daily work schedule,
shift and holidays as well as weekly offs.
2.5.1.1Scope
The scope of the document to explain the service of
displaying the working times of employee through
work schedules Service.

To display the employee shifts or working times on
Intranet or Internet. The employee can access the
same.

Employees can use this Internet Application
Component (IAC) to view their own personal work
schedule. This means that they can access their most
current work schedule at any time. The advantages of
this service include:
Permanent overview of work schedules for employees
themselves. Quick access to up-to-date information
Less work for administrators in shift planning
departments in your company.
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Displaying of working times will help the employee in
adhering to the working pattern and also will be useful
in any changes which takes palce at shop floor level
from time to time(Shift Changes).

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Roles: HR_ESS_user
2.5.2 Leave Request.

Employees are eligible for availing leaves depending upon
the company’s policies and procedures. The Leave request
web service will allow the employee to apply leave on Intranet
and Internet. The same will go through the approval process.
2.5.2.1Scope
Leave request web application of VIL and VAL
employees.

Facility where the employees should be allowed to
apply Leave on line through intranet or Internet so that
the paper work can be avoided and also the work of
maintaining the leaves data on paper to be
discontinued.

Employees can use this Web application to enter a
leave request, or to notify their superior that they will
be absent for a certain period of time, due to illness,
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for example. To assist users in entering data, the
system displays an overview of all existing information
on leave entitlements.
The leave request can be submitted to the employee's
superior for approval, depending on the workflow
template that is used. Employees can display the
status of their requests in an Overview. They can also
cancel leave requests on the overview screen.
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existing practices .

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Roles: HR_ESS_user
2.5.3 Leave Approval

The employee submits the Leave request which will go for the
approval of the designated superior. The leave request
approval depends upon the superior and the business needs.
The superior if approves the leave request, then the system
will trigger a mail about the approval to the employee.
2.5.3.1Scope
Leave approval and rejection.
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In VIL and VAL the practice is that as and when
employee applies for a leave the same has to go
through approval process. At present the approval will
be taken on a Paper Leave application form and
stored in a file. Need to have a Facility where the
approvals to happen in the system.

Once the employee submits a leave request the same
will be available in the Inbox of superior who has to
approve the same. Once the Leave is approved or
rejected the employee who submitted the request
automatically receives an e-mail as notification of the
decision.
If the request has been rejected, the employee can
submit a new request.
Page 50 of 59

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existing practices.

None
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None

Roles: HR_ESS_user
2.5.4 Leave Cancellation and Approval.

Leave cancellations will happen due to exigency of work. The
superior or departmental head asks the employee to cancel
the leave request and requests the employee to avail the
same at another time. This is very common in VIL ad VAL.
The cancellation can happen either from employee side or
can happen from the employee superiors also.
2.5.4.1Scope
The scope of the document is to cover the Ess service
Leave cancellation in VIL and VAL

The employee normally apply for a leave and also
cancel after the approval is given by the superior. The
same is then entered in to the Leave card and
whatever the Leave days reduced will be reversed to
the employee. This will also happen when superiors
ask the employee to cancel the Leave.

Use the SAP Leave cancellation function to cancel a
leave request fully, or partially, if you want to shorten a
period of leave by a few days, for example. Partial
cancellations can only shorten, not lengthen, a period
of leave.
Please note that you cannot use this service to extend
a period of leave. If you want to be off work for longer
than originally planned, you can submit another leave
request for the extra time.
To submit a new leave request, switch to the Create
Leave Request service.
Canceling the leave with the status Unprocessed
Delete the entry by clicking on the trash can in the
appropriate line.
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The corresponding absence or cancellation is then
highlighted in color.
Choose Delete.
The message Request deleted appears. The request
is no longer displayed in the overview.
Canceling leave with the status Approved
Click on the trash can in the appropriate line.
Extra dialog boxes appear.
Enter the required information for the cancellation:
If you want to cancel the leave request partially, enter
the period you want to cancel, that is, the period in
which you will be at work.
If you want to cancel the leave request completely, do
not change the date.
If you want to choose a different approver, choose
Replace. Enter the new approver.
If required, enter a note to inform the approver of the
reason for the cancellation.
Choose Send cancellation.
The message the information was sent successfully
appears. The cancellation is forwarded to the specified
approver.
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existing practices.

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Page 53 of 59

Roles: HR_ESS_user
2.5.5 Time Accounts

The system will display overview of Leaves and Leave
Balances.
2.5.5.1Scope
employee Time accounts where employee Leave
Balances and availed will be shown.
2.5.5.2Expectations and Requirements.

To display the Leaves and Leave Balance availed
during the year and balances available for employee.

Employees can use this Web Application Component
to view their own time accounts. It enables them to
check at any time the status of their absence
entitlements and the deadline for using them. The
service offers the following advantages:
Employees can access information about their time
accounts, such as leave taken or leave remaining,
whenever they want. This function enables employees
to plan their future leave or find out the period in which
they must use their time off from overtime before it
expires, for example. As a result, you reduce the
overall dministrative workload for the HR department
and time administrators.
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existing practices.
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None

None

None

Roles: HR_ESS_user
2.5.6 Leave Requests Overview

Once the employee has submitted a Leave request, the same
will go through the approval process. This service will provide
the information about whether the Leave is approved or not
and the present status of the Leave request.
2.5.6.1Scope
service of Leave requests overview.

To display the Leave request status to the employee
on Intranet and Internet.

This Web Application gives employees an overview of
the leave requests they have submitted. Where
applicable, they can use it to:
Cancel leave requests that have not yet been
processed by the approver, or requests that have
already been approved. Withdraw a cancellation that
has not yet been processed by the approver. The
employees can cancel a leave request fully or partially,
if they want to shorten a period of leave by a few days,
for example. Partial cancellations can only shorten,
not lengthen, a period of leave. The cancellation of the
leave request can be submitted to the employee's
superior for approval, depending on the workflow
template that is used. Employees can check the status
of their request.
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None
existing practices.

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None

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None

Roles: HR_ESS_User
HR_ESS_user with Approval Authorizations
2.6 ESS Applications of Travel Management

In the Employee Self-Service Travel Management function, employees
can:
Submit a travel request and enter data for trips that have already taken
place. The system uses this data to determine the travel expenses for the
employee and to trigger reimbursement of these expenses.
2.6.1 Submit Travel Request

This service will allow the employee to enter the Travel
request and the same can be submitted for approval of the
superior.
2.6.1.1Scope
The scope of the document is to cover the service of
create, Edit and change Travel requests of an
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employee and also to submit the Travel expenses
also.

At present all the Travel plans are made on Paper or
excel and then submitted to the Departmental Head to
approve the same. Once the request is approved then
the employee will complete the Business Trip. Facility
is required to allow the employees to enter the Travel
request through Intranet.

The ESS service of Travel management service will
allow the employee’s to create the Travel Request and
submit to the Superior as per authorizations defined in
SAP R/3 Travel Management. The employee can see
the status of Travel request also. The service also
allows the employees to enter the Trip expenses for
settlement also.
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existing practices. The employee can send the travel
request to the superior for approval and also can
submit and settle the Travel expenses online through
ESS.

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Roles: HR_ESS_User
2.6.2 Travel Request and expenses Approval

This service will allow the employee’s superior to Edit and
approve the Travel request and also approving of Travel
expenses
2.6.2.1Scope
The scope of the document is to cover the service of
approve the Travel requests of subordinates and also
to approve the Travel expenses also.

At present all the Travel plans are made on Paper or
excel and then submitted to the Departmental Head to
approve the same. Once the request is approved then
the employee will complete the Business Trip. Facility
is required to allow the employees to enter the Travel
request through Intranet.

The ESS service of Travel management service will
allow the employee’s to create the Travel Request and
submit to the Superior as per authorizations defined in
SAP R/3 Travel Management. The employee can see
the status of Travel request also. The service also
allows the employees to enter the Trip expenses for
settlement also. Once the Travel request is sent to the
superior the same can be approved or rejected
depending upon the eligibility criteria. The superior
can also approve the travel expenses which will then
be settled in the financial accounting.
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existing practices. The employee can send the travel
request to the superior for approval and also can
submit and settle the Travel expenses online through
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ESS which will help in reduction of Time in settling the
travel expenses.

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None

The Travel management will have interface with
FI/CO for Posting of Travel Expenses. The GL
accounts are attached to symbolic accounts and
symbolic accounts are attached to different wage
types to post the travel expenses as debit or Credit.
The Master Cost center is attached to the employee
and the employee has to be created as vendor for
reconciliation of Travel expense differences and to
settle the same in FI.

Roles: HR_ESS_User
Page 59 of 59

Business Blueprint ESS

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Project- Mission Excellence

ASAP Business Blueprint

Employee Self Service

Created by: HCM Team

Date of creation: 27.01.2005

Date of the last changes: 31.01.2005

_______________ ___________________ ___ ________________________

Sign Off Date Signature Customer Signature Consultant

The following Enterprise/Organizational definitions have been given at VIL.

1.1 Enterprise structure

1.1.2 Personnel Area

Personnel Area is a subunit of the Company Code and

Definition of currency - which is inherited from the Company

1.1.3 Personnel Subareas

Definition and Meaning

The personnel subarea has the following organizational

 Specifying the country grouping; this controls the

1.2 Personnel Structure

Employee groups represent a primary subdivision of

The employee group has the following organizational

 Employee groups allow you to generate data entry

1.2.2 Employee subgroup

Employee subgroups subdivide employee groups. Within the

The employee subgroup is defined by a two-character,

All of the control features for the personnel structure are

 Standardize or differentiate how an employee is dealt

1.3 Organization Structure

Representation of the reporting structure and the distribution

Definition and Meaning

Definitions at VIL (eg;)

2.1 ESS Applications of Recruitment

2.1.1 Employment Opportunities Service(Intranet or Internet)

2.1.1.2Expectations and Requirements

2.1.1.3Explanation of Functions and Events

2.1.1.5Changes and its Implications

2.1.1.7Gaps and Possible Approaches to bridge Gaps

2.1.1.8System configuration considerations

2.1.1.9Data Migration Considerations

2.1.1.10 Interface considerations

2.1.1.11 Authorizations and User Roles

2.1.2 Application Status service

2.1.2.2Expectations and Requirements

2.1.2.3Explanation of Functions and Events

2.1.2.5Changes and its Implications

2.1.2.7Gaps and Possible Approaches to bridge Gaps

2.1.2.8System configuration considerations

2.1.2.9Data Migration Considerations

2.1.2.10 Interface considerations

2.1.2.11 Authorizations and User Roles

2.2 ESS Applications of Personnel Administration

2.2.1 Entering Hiring Data Service

2.2.1.2Expectations and Requirements

2.2.1.3Explanation of Functions and Events

2.2.1.5Changes and its Implications

2.2.1.7Gaps and Possible Approaches to bridge Gaps

2.2.1.8System configuration considerations

2.2.1.9Data Migration Considerations

2.2.1.10 Interface considerations

_ ___ _ ________________________