ESS USER MANUAL

INTRODUCTION
Purpose of the document

The purpose of the training guide is to provide documentation on how to use the SAP Employee Self
Service system that has been setup according to the Business Blueprint (i.e. Design) of the Human
Capital Management solution for NASCO.

This Guide includes:

 An overview of SAP Enterprise Portal.

 Detailed Steps on how to use the SAP ESS Services.

The guide focuses on how to use the Employee Self Service.

How to Use the User Manual

This is a customizing-based user manual where it focuses on its content according to business
activity organized by module in SAP HCM. Users can expect to learn how to perform relevant
services that are relevant to their job for the module.

This manual details the process flow. For each task, step-by-step procedures on how to perform it
are listed.

Glossary

Code Description
ESS Employee Self Services
MSS Manager Self Services

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Human Capital Management (HCM) Overview

HR has long been associated with efficiency, driving cost reductions through more efficient HR
processes and related automation. But now HR must also be effective, helping the organization to
fully leverage its human capital by supporting employees, managers, and executives with strategies
that include employee empowerment; growing, developing, and retaining the workforce/people
which is the most important asset; and helping to plan and measure overall workforce strategies.

SAP HCM streamlines and integrates all essential workforce processes as captured in the below
diagram. It standardizes and consolidates all workforce-related processes and data onto a single
platform, while ensuring adherence to local regulations and laws.

Develop/Perform

Recruit  Personnel Development –

Competencies
 Recruiting  Learning Solutions
 Skills Catalog  Performance Management

Talent Management
Reports
Serve
 Workforce Planning
 Manager Self Service Employee
HCM Service Delivery Workforce and Budgeting
 Employee Self Service
Organizationa Reporting
l
Core HR
Competency
Transact

 Organization Management
 Personnel Administration
 Payroll
 Benefits Administration
 Time Management
 Travel Request & Expense Mgt

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Overview of Employee Self Services

Employee Self Service (ESS) empowers employees to view, create, and maintain data anytime,
anywhere, via web-based technology and interactive voice response functionality. ESS is an effective
means for providing real-time access and data maintenance capabilities to the source, or owner, of
the data, and to off-load many of the data entry and related customer service activities that may be
typically performed in a company's human resources, payroll, benefits, and purchasing
departments.

These departments are freed up from many of the routine, day-to-day processing functions they
may be spending a great deal of time on. Instead, resources can be assigned to activities that are
more critical to your company's success. Overall, service levels and efficiency increase, and costs per
transaction can be drastically reduced. The return on investment is significant

The Employee Self-Service enables employees to create, display, and change their own HR-related
data in the Enterprise Portal. Following are the list of services that are provided for NASCO
employees:

 Employee Search
 Working Times
 Benefits &Payment
 Personal Information
 Career and Jobs
 Travel and expenses

Road Map
Road map is tagged to Services to make it more users friendly. It helps in navigating the service
(Application). It tells the user how many steps are involved in completing the activity.

Example: Change Own Data under Employee Search

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In this service there are totally 3 steps are involved. i.e.

 Overview
 Edit
 Review and Save
 Completed

It also highlights the step number currently the user is in.

Employee Self Services – Scenarios

The usage of SAP Employee Self Service is to provide a single integrated platform and real-time
access for employees to update and access to their information at their own time.

The following key scenarios will be covered:

Employee
Self Service

Employee Working Benefits & Personal Career and Travel and

Search Times Payment Information Jobs Expenses

S-ESS0500 S-ESS0600

 Who’s Who  Leave Request  Salary  Address  Skills  Overviews

 Change Own  Quota Statement  Bank  Appraisal  Personal
Data Overview  Total Information documents Information
 Leave Compensation  Family
Overview Statement Members/De
pendents
 Personal Data

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SL.NO. SHORT DESCRIPTION FULL EXPLANATION ROLE

Employee
1 Employee Search Triggering Event:

 Information about colleagues can

be seen by just entering First or
Last Name or both in the search
area.

 Employees can create, display

and change their Departmental
information (Building and
Room Number), Communication
information (Extension number
and Email ID).

Employee
2 Working Time Triggering Event:

 Employee to raise a new leave

request.
 Employee to make changes to an
existing leave request.
 Employee to cancel an approved
leave.
 Employee to view his/her current
leave balance for leave planning
purposes.
 Employee who wish to update
his/her leave notification list.
 Employee can also choose to view
or generate Time statement
reflecting all time-related
information like work schedule,
leave balance etc.

Employee to login to ESS and perform

the above leave related transactions.

Employee
3 Benefits and Payment Triggering Event:

 Employee to view/print his

current/past monthly salary

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SL.NO. SHORT DESCRIPTION FULL EXPLANATION ROLE

statement.

Employee
4 Personal Information Triggering Event:

 Changing of Personal information

via ESS like employee got married
and to update his/her marital
status online or updating of new
dependent (e.g. spouse, child)
record for Health Plan/Leave
entitlement.
 Update Addresses.
 Update Bank Information.

Employee to login to ESS and update

personal particulars. Depending on
the policy, a document proof may be
required at times for HR
administrators’ verification.

Employee
5 Triggering Event:
Careers and Jobs  Employees are allowed to enter
their own skills in ESS. Managers
can utilize the database to
identify employees with the
appropriate skills for the internal
use of the company.
 Using Appraisal Documents tab
employee can display the
appraisals that were made of
his/her work.

Employee
6 Travel and Expenses Triggering Event:

 Employee to put up a Travel

request (business / production
trip)
 Submission of expense claim after
the return from the trip.

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SL.NO. SHORT DESCRIPTION FULL EXPLANATION ROLE

 Submission of general
reimbursement claims like public
transport, private transport, staffs
expense claim etc.

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Logging on to SAP EP System

To logon into SAP System, perform one of the following:

 Choose the Internet Browser (Internet Explorer / Chrome / Firefox)

 Double click the Internet Browser icon on the user’s desktop

The Internet Explorer would be initiated. Type URL http://172.16.16.3:50100/jrj/portal and click on
the Go button as shown below or click on “Enter” key on the Keyboard

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On Screen SAP Net Weaver, enter information in the fields as specified in the table below:

Field Name Description User Action and Values

User User ID Enter a valid user id.

Password Password for User ID Enter a valid user password.

Click on button or Press Enter key.

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Scenario: Employee Search

Introduction

This scenario describes the processes where employees are allowed to search their colleagues ,
create or display or change their Departmental information (Building and Room Number),
Communication information (Extension number and Email ID).Type of information that are opened
for employees’ update and viewing are as below:

 Who’s Who
 Change Own Data

Scenario Diagram

Advance
Who’s Who
Search

Employee
Self Employee
Service Search

Change Own Data

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Who’s Who
Search for employees by name and find basic information about colleagues and their position in the
company. Information about colleagues can be seen by just entering First or Last Name or both in
the search area.

Path Employee Self Services > Employee Search > Who’s Who

Purpose Employee can search colleagues.

Step 1:

Now you select the Who’s Who option to search for colleges and basic information about them.

Step 2:

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Enter either Last Name or First Name or both in the prescribed columns and then press Search
option.

Step 3:

There is one more option of Advanced Search, using which a number of search criteria can be
mentioned to make the search narrower.

The system will show you all the employee numbers that match these criteria.

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You can click on Last Name to see more information about this employee.

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Change own data

Maintain your personal information and make it available companywide. Employees can create,
display and change their Departmental information and Communication information (Extension
number and Email ID).

Path Employee Self Services > Employee Search > Change own Data

Purpose Employee can change own data.

Step 1:

Click on ‘Change own data’ option either to overview or edit your own data using the options in the
screen shown below.

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Step 2:

Selected the edit option to change your data then the following screen will open up.

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Here you can edit your communication, Department and Miscellaneous information.Photo can also
be uploaded from this place.

Step 3:

Click on Review to view the changes made by you or else can directly click on Review and Save to
view and save the changes being made.If you select Review following screen will appear.

If required can go back to the previous step by clicking on or else can click on

to store the changes. If you click on save following screen will appear.

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Step 4:

Now you can ether Restart change own data service

Or

Go to Employee Search Homepage

Or

Go to Employee Self-Services Homepage

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Scenario: Personal Information

Introduction

This scenario describes the processes where employees are allowed to maintain or view their
personal information at their own time. Type of information that are opened for employees’ update
and viewing are as below:

 Addresses

 Bank Information

 Family Member / Dependent (applicable to Spouse, New child only)

 Personal Data (Update Marital Status and View First name, Last name, Date of Birth,
Nationality, Gender etc.)

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Scenario Diagram
Permanent Residence

Addresses

Mailing address

Main Bank
Bank
Information
Travel Expenses

Employee Personal
Self Service Information
New Spouse
Family
Member /
Dependent New Child

Personal
Data

Address
This is an overview of Address screen showing the current record(s) (if any) maintained.

Employee can choose to edit the existing address or add new addresses.

The following 3 Address Types will be open up for employees’ update:

 Permanent Residence
 New Mailing Address

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Access transaction by:

Path Employee Self Services > Personal Information > Address

Purpose Employee can create new address or update his existing address (e.g. Permanent)

Step 1:

On the Personal Information Overview page, click on the Address link. Subsequently, the below
screen appears with Address overview.

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System allows the user to maintaining the following types of address.

 Permanent/Local Residence Address

 Mailing Address
 Emergency Address

Click on Edit to change the current Permanent address

(Or)

Click on New Permanent Address to create a new permanent address

(Or)

Click on New Mailing Address to create a new mailing address

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Step 2:

On screen Address, enter your address in the fields as specified in the table below:

No SAP Fields Field Descriptions

1 C/O Write C/O Name.

2 Street and House number Write your street and house number

3 Address line 2 Write your Address line 2

4 Postal Code/ City Write your Postal Code/ City

5 District Write your District name.

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No SAP Fields Field Descriptions

6 Region Write your State name

7 Country Write your Country

Click on Review to proceed with the editing.

Step 3:

Review the details as per the screen.

Click on Save to proceed with saving the Address.

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Step 4:

Message will be shown as in Status bar on

Successful saving of the address details.

Click on Go to Address Overview to go back to the

Address Overview screen.

(Or)

Click on Go to Personal Information Homepage

to go back to the Personal Information

Overview screen.

(Or)

Click on Go to Employee Self Services Homepage

to go back to the Employee Self Services
Overview screen.

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Bank Information

Employees can use this service to display and edit their own bank information. This means that they
can continually update their data, thereby relieve the HR department of time-consuming, cost-
intensive activities.

Employees’ bank details are used for bank transfers from payroll and to reimburse travel expenses.

In the Overview, employees can display an overview of their current bank data.

Access transaction by:

Path Employee Self Services > Personal Information > Bank Information

Purpose Employee to update the current bank information (i.e. bank name, bank key and account
number) maintained.

Step 1:

On the Personal Information Overview page, click on the Bank Information link.

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Subsequently, the below screen appears with Bank Details overview.

Click on overview to view the current Bank Details.

Step 2:

Selected the New Main Bank option to edit your bank details. The following screen will open up.
Enter information in the fields as specified in the table below:

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Here you can edit your details relating to your New Main Bank, wherein you can fill Account Holders
Name, Address, Bank Account Name, Bank Key (would be provided separately). We have selected
Bank Transfer as payment method but employees are available with other methods like bank
transfer, cash payment, cheque, ECS, Money order, Others.

No SAP Fields Field Descriptions

1 Payee Write account Holder name

2 Postal Code/City Write City name and Postal code of the Employees
address.

3 Bank Country Write the country name where Bank is located

4 Bank Key Write Bank Key

5 Bank Account Write Bank Account number

6 Payment Method Select any one payment method from the drop-down
list.

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No SAP Fields Field Descriptions

7 Purpose

Step 3:

Click on Review to view the changes made by you or else can directly click on Save to view and save
the changes being made.

If you select Review following screen will appear

If required can go back to the previous step by clicking on .

Click on to store the changes.

Following screen will appear.

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Message will be shown as

in Status bar on

Successful saving of the Bank details.

Step 4:

Now you can either Go to Bank Information overview or can Go to Personal Information Homepage
or else can Go to Employee Self-Services Homepage.

Click on Go to Bank Information Overview to go

back to the Bank Information Overview screen.

(Or)

Click on Go to Personal Information Homepage

to go back to the Personal Information
Overview screen.

(Or)

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Click on Go to Employee Self Services Homepage
to go back to the Employee Self Services
Overview screen.

Family Member /Dependents

Employees can use this service to display and edit data about their family members and dependents.
This means that they can continually update their data, thereby relieve the HR department of time-
consuming, cost-intensive activities.

The Family Member /Dependents service contains input screens for Spouse and Children details. In
the Overview, employees can display an overview of their current data about dependents and
Family Members.

Access transaction by:

Path Employee Self Services > Personal Information > Family Member/Dependents

Purpose Employee can maintain family members and dependents records.

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Step 1:

On the Personal Information Overview page, click on the Family Members/Dependents link.

Subsequently, the below screen appears.

System allows the user to maintaining the following types of Family Type details.

 Spouse
 Child

Click on New Spouse to create a new Spouse details

(Or)

Click on New Child to create a new child details

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Step 2:

On screen Family Member/Dependents, enter information in the fields as specified in the table
below:

No SAP Fields Field Descriptions

1 Last Name Write Spouse last name

2 First Name Write Spouse First name

3 Gender Specify gender

4 Date of Birth Write Spouse DOB

5 Nationality Write nationality of Spouse

6 Other Nationality
nd rd
7 2 /3 Nationality

Click on Review to proceed with the editing.

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Step 3:

Review the details as per the screen.

Click on Save to proceed with the saving the Family member details.

Step 4:

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Message will be shown as in Status bar on

Successful saving of the Family Member details.

Click on Go to Family Member/Dependents overview to go

back to the Family Member Overview screen.

(Or)

Click on Go to Personal Information Homepage to go back to the

Personal Information Overview screen.

(Or)

Click on Go to Employee Self Services Homepage to go back to

the Employee Self Services Overview screen

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Personal Data

Employee can create, display and change Address information, Family member Information, Bank
Information and Personal Information (Name, Surname, DOB, Country, etc.)

In the Overview, employees can display an overview of their current personal data. In the input
screen, they can make the changes.

Access transaction by:

Path Employee Self Services > Personal Information > Personal Data

Purpose Employee can update their personal data.

Step 1:

On the Personal Information Overview page, click on the Personal Data link.

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Subsequently, the below screen appears with Personal Data overview.

Click on Edit to change the current Personal Details.

Step 2:

On screen Personal Data, enter information in the fields as specified in the table below:

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No SAP Fields Field Descriptions

1 Title Specify the title by selecting Mr., Mss, Ms, Mrs

2 First Name Write your First name

3 Last Name Write your last name

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No SAP Fields Field Descriptions

4 Name at birth

5 Initials Write initials

6 Known As

7 Language Write English

8 Gender Write your gender

9 Date of Birth Write your Date of Birth

10 Place of Birth Mention your place of Birth

11 Country of Birth Select your birth country’s name from the drop-down
list

12 Nationality Write your nationality

13 State
nd rd
14 2 /3 Name

15 Marital status Marital Status (Single, Marr’d, Widow, Divor)

16 Since Write your marriage date

17 No. of Children Mention number of children you have

Click on Review to proceed with the editing.

Step 3:

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Review the details as per the screen.

Click on Save to proceed with the saving the Personal Data.

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Step 4:

Click on Save to proceed with the saving the Personal Data.

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Scenario: Working Time

Introduction

Leave Request enables employees to quickly and clearly enter and submit leave request or other
types of leaves. Address of the employee during leave can also be stored. Company holiday calendar
is attached for reference. Leave Balances can be checked from Quota overview.

Time related transactions are as follows:

 Leave Request

 Leave Overview

Short Description Full Explanation Role

Leave Request Employee can create and submit a new Employee

Leave Request.

Quota Overview For leave planning purposes, employee can Employee

view his/her leave balance and entitlement
via Leave Quota Overview. All leave types
with entitlement will be listed for
employee’s viewing.

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Leave
Request

Employee Working
Self Service Time

Leave
Overview

Access transaction by:

Path Employee Self Services > Working Time > Leave Request

Purpose Employee can crate and submit a new Leave Request or he/she can
change/cancel/delete the existing requests.

Leave Request

This function enables you to control the processing of leave requests and other absences. The
function comprises the entire leave request process. The process starts with the creation of a leave
request and the processing of it before it is finally posted to the backend system.

The Leave Request function comprises the following areas:

 Creation of leave request by employee

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 Forwarding of request to manager for approval

 Controlling of deletion and cancellation processes

 Status tracking and monitoring

 Posting of absences to the backend system

Employees can use the Leave Request service to request both absences (infotype 2001) and
attendances (infotype 2002). This means that you can also process records of the Attendances
infotype (2002) that have the quality of an absence in your company, such as training courses.

Types of leave in NASCO are as follows:-

Sl No Leave Type

1 Annual Leave

2 Casual Leave

3 Compassionate Leave

4 Maternity Leave

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Step 1:

On the Working Time Overview page, click on the Leave Request link. Subsequently, the below
screen appears with Leave Request.

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Step 2:

Short Description Full Explanation Role

Nature of Leave Select the appropriate type of leave availed

Employee
from the drop down.

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Short Description Full Explanation Role

Start Date, End Date Enter the period for which leave is to be Employee
availed.

Note for Leave Enter the reason why the leave is to be Employee
taken

Step 3:

Click On Send to Submit

The following message will appear confirming that the Leave Request has been successfully saved.

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Leave Request service provide the following sub services

 Show/Hide Team Calendar : Shows the Team’s calendar with Leave Details

 Show/Hide Calendar : 3 months calendar

 Show/Hide Time Accounts : Leave Quota Overview

 Show/Hide Overview of Leave : Leave Overviews with status

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Leave Overview

Leave details can be checked from Leave overview.

Access transaction by:

Path Employee Self Services > Working Time > Leave Overview

Purpose Employee can view the Leave assignments.

Step 1:

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On the Working Time Overview page, click on the Leave Overview link. Subsequently, the below
screen appears with Quota Overview screen.

Step 2:

Click on Exit , to go back to the Working Time home page.

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Scenario: Benefits and Payment

Introduction

This scenario describes the processes where employees are allowed to view their salary details

Payment
This is an overview of Payments showing the current month, previous months and cumulative.

The following two Payment Types will be open up for employees’ view:

 Salary Statement
 Total Compensation Statement

Salary Statement

Access transaction by:

Path Employee Self Services > Benefits and Payment > Salary Statement

Purpose Employee can view latest salary statement

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Step 1:

On the Benefits and Payment page, click on the Salary Statement link. Subsequently, the below
screen appears with current month Salary details.

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Click on Previous Salary Statement to view previous month salary

statement

(Or)

Click on Send Print Request to print the salary statement

(Or)

Click on Exit to exit from the current screen

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Salary Statement

Access transaction by:

Path Employee Self Services > Benefits and Payment > Total Compensation Statement

Purpose Employee can Total Compensation paid Statement

Step 1:

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On the Benefits and Payment page, click on the Total Compensation Statement link. Subsequently,
the below screen appears with current month Salary details.

Click on Exit to exit from the current screen

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